HomeMy WebLinkAbout5.4 Accept Joint Purchasing Bid Result Park Pavilion for Edwin and Elsie Meyn Busse Park 8/20/2019 BoardDocs®Pro
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Agenda Item Details
Meeting Aug 20, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 5. CONSENT AGENDA
Subject 5.4 Motion to accept joint purchasing bid result for procurement of a Park Pavilion for Edwin
and Elsie Meyn Busse Park in an amount not to exceed $27,765.50.
Access Public
Type Action (Consent)
Preferred Date Aug 20, 2019
Absolute Date Aug 20, 2019
Dollar Amount 27,765.50
Budgeted Yes
Budget Source Prospect and Main Tax Increment Financing Fund
Recommended Action Accept the Sourcewell joint bid result for the procurement of a park pavilion canopy for the
Edwin and Elsie Meyn Busse Park from Poligon by PorterCorp of Holland, Michigan through
the firm's distributor, Reese Recreation Products of Prospect Heights, Illinois, in an amount
not to exceed $27,765.50.
Public Content
Information
At the July 16, 2019 Village Board meeting, a contract for construction of the Edwin and Elsie Meyn Busse Park was
awarded to Clauss Brothers of Chicago, Illinois. In order to realize cost savings from existing joint purchasing
agreements, the pavilion canopy and site furniture was omitted from the Clauss Brothers' award; the Village would
receive better pricing on these items as opposed to a private contractor. Essentially, the Village is purchasing these
items and providing them to Clauss Brothers for installation.
At the August 7, 2019 meeting, the Village Board accepted joint purchasing bid results for the procurement of site
furniture $21,688.27. With the purchase of the pavilion canopy, the project purchasing for the park will be complete.
This proposed pavilion canopy is available for procurement through the Sourcewell (formerly National Joint Powers
Alliance) joint purchasing contract. Procurement of commodities through Sourcewell satisfies the Village's purchasing
policy requirements.
Attached for reference is a copy of the contract plan sheet depicting the pavilion.
The Sourcewell vendor for park shade structures is Poligon by PorterCorp of Holland, Michigan. A price quotation for
the specified pavilion is attached. The quotation was prepared by Poligon by PorterCorp's local distributor, Reese
Recreation Products, Incorporated of Prospect Heights, Illinois. Supplemental information about Poligon by
PorterCorp can viewed on the firm's website: https://www.pgrtercorp.com/poligon/.
Additional information about the Sourcewell procurement and award process can be viewed
at: https://www.sourcewel1-mn.gov cooperative-purchasing/030117-ppc#tab-contact-information
Staff anticipates delivery in 8-12 weeks from date of order.
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8/20/2019 BoardDocs®Pro
Alternatives
1. Accept joint purchasing results for procurement a park pavilion canopy.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the Sourcewell joint bid result for the procurement of a park pavilion
canopy for the Edwin and Elsie Meyn Busse Park from Poligon by PorterCorp of Holland, Michigan through the firm's
distributor, Reese Recreation Products of Prospect Heights, Illinois, in an amount not to exceed $27,765.50.
Pavilion Plan Sheet.pdf (175 KB) Polygon Reese Quote.pdf (103 KB)
Rec and Playground RFP 030117_6.pdf (504 KB) Poligon Contract 030117.pdf (3,723 KB)
Administrative Content
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There
will be no separate discussion of those items unless a Board member or member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
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Reese RecreationQuote
Products, Incorporated I CRC'
Quote Number:
PO BOX 751Play"
of 20226
Prospect Heights IL 60070-7512
847-398-2992 ' 'V
Quote
Toll Free 800-222-2268 ; Aug 8to Date:, 019
Page:
1
Customer ID Good Thru Payment Terms Sales Rep
55ILMountProspe 9/7/19 Net 30 Days Sue Koch
... .. ...... ....... ........... _ ...... ........ _.
Qty Item Description Unit Price Extension
1 WHP Custom ,., Poli on.... � _. ...........
. _...._. _.........
g Auxiliary 10x21 MR, Desing based 28,350.00 28,350. 00
marked up E1 drawing 64086, revison in
queue. Further coordination required for
custom crows nest, pricing not included
Multi-Rib Metal Roof in standard color,
Congregated Multi-Core metal roofing for
siding, electrical access with two cutouts,
Poli-5000 frame gutters s and
downspouts
1 Sourcewell Discount �Sourcewell Discount 796 (Formerly known as 1,984 .50 -1,984 .50
NJPA)
1 WHP Engineering Sealed Engineered Drawings- these drawings 500. 00 500. 00
take approximately 3-4 weeks
BUSSE POCKET PARK/Mt Prospect
Price does not include installation,
concrete or site prep. Ship time is
approximately 8-10 weeks after receipt of
order, deposit and submittal approval if
required. Does not include local and/or
states taxes. Customer is responsible for
Subtotal Continued
Sales Tax Continued
Authorized Signature:
Freight Continued
Total Continued
Reese RecreationQuote
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PO BOX 7512 �0 ' Quote Number:
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847-398-2992
Quote Date:
Toll Free 800-222-2268Aug 8, 2019
Page:
2
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unloading and storing materials. Forklift
required. Please make PO and deposit to:
Porter Corp, 4240 North 136th Ave, Holland
MI 49424
Subtotal 26, 865.50
Sales Tax
Authorized Signature: Freight 900. 00
Total 27, 765.50
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National Joint Powers Alliance'
REQUEST FOR PROPOSAL
for the procurement of
RECREATION AND PLAYGROUND EQUIPMENT, ACCESSORIES, AND
SUPPLIES
RFP Opening
MARCH 2, 2017
8:30 a.m. Central Time
At the offices of the
National Joint Powers Alliance®
202 12th Street Northeast, Staples, MN 56479
RFP #030117
The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies,which
includes all governmental,higher education,K-12 education,not-for-profit,tribal government, and all other public
agencies located in all fifty states, Canada, and internationally,issues this Request For Proposal (RFP) to result in a
national contract solution for the procurement of#030117 RECREATION AND PLAYGROUND EQUIPMENT,
ACCESSORIES,AND SUPPLIES. Details of this RFP are available beginning January 12, 2017. Details may be
obtained by letter of request to Jonathan Yahn,NJPA,202 12th Street Northeast,P.O. Box 219, Staples,MN 56479, or by
e-mail at RFP@njpacoop.org. Proposals will be received until March 1, 2017 at 4:30 p.m. Central Time at the above
address and opened March 2,2017 at 8:30 a.m. Central Time.
RFP Timeline
January 12,2017 Publication of RFP in the print and online version of USA Today,in the print and
online version of the Salt Lake News within the State of Utah, in the print
and online version of the Daily Journal of Continerce within the State of
Oregon (note: OR entities this pertains to:
http://www.njpacoop.org/oregon-advertising),in the print and online
version of The State within the State of South Carolina,the NJPA website,
MERX, Noticetobidders.com,PubliePurchase.com,Biddingo,and Onvia.
February 7, 20171 Pre-Proposal Conference(the webeast/conference call). The
10:00 a.m. CT connection information will be sent to all inquirers two business days
before the conference.
February 22, 2017 Deadline for RFP questions.
March 1,2017Deadline for Submission of Proposals.Late responses will be
4:30 p.m. CT returned unopened.
March 2,2017 Public Opening of Proposals.
8:30 a.m. CT
Direct questions regarding this RFP to:Jonathan Yahn at ionathan;yahn e,nit?acoop.org or(218)895-4144.
1
1'/ 11JLE, OF CtulIN 1 1,",] i 177
l. F11°Mil 11'14')N S B. Proposer Responsiveness
A. Contract C. Proposal Evaluation Criteria
B. Proposer D. Other Consideration
C. Sourced Good of Open Market Item E. Cost Comparison
D. Vendor F. Marketing Plan
G. Certificate Of Insurance
2, I II: 1 p �I[l� a II" f f f 11"� H. Order Process and/or Funds Flow
1 1":1 4.411:4174 II �:1i L Administrative Fees
A. About NJPA J. Value Added
B. Joint Exercise of Powers Laws K. Waiver of Formalities
C. Why Respond to a National Cooperative 7, -)0 II' 1. /A II: ON,"I IES A II 111`^,�IG 11' 1..111 �11
Procurement Contract A. Subsequent Agreements
D. The Intent of This RFP B. NJPA Member Sign-up Procedure
E. Scope of This RFP C. Reporting of Sales Activity
F. Expectations for Equipment/Products D. Audits
and Services Being Proposed E. Hub Partner
G. Solutions Based Solicitation F. Trade-Ins
G. Out of Stock Notification
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V'�.
H. Termination of a Contract resulting from
1'k 1114:111"4 4° .1, this RFP
A. Inquiry Period
B. Pre-Proposal Conference 8,
C. Identification of Key Personnel A. Advertising a Contract Resulting From
D. Proposer's Exceptions to Terms and This RFP
Conditions B. Applicable Law
E. Proposal Format C. Assignment of Contract
F. Questions &Answers About This RFP D. List of Proposers
G. Modification or Withdrawal of a E. Captions,Headings, and Illustrations
Submitted Proposal F. Data Practices
H. Proposal Opening Procedure G. Entire Agreement
L NJPA's Rights Reserved H. Force Majeure
I. Gratuities
7, h 1114°1 X11 rc J. Hazardous Substances
A. Line-Item Pricing K. Licenses
B. Percentage Discount From Catalog or L. Material Suppliers and Sub-Contractors
Category M. Non-Wavier of Rights
C. Cost Plus a Percentage of Cost N. Protests of Awards Made
D. Hot List Pricing O. Suspension or Disbarment Status
E. Ceiling Price P. Affirmative Action and Immigration
F. Volume Price Discounts/ Status Certification
Additional Quantities Q. Severability
G. Total Cost of Acquisition R. Relationship of Parties
H. Sourced Equipment/Products/
Open Market Items 1i711:11
1. Price and Product Changes S7_fl41 I1S'S'1441 11;11II 4 14;�:II S]['
J. Payment Terms
K. Sales Tax 11 , "111 CF�
L. Shipping E`011.1';4.
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A. Proposal Evaluation Process
2
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............................................................................
A. CONTRACT
Contract means this RFP, current pricing information, fully executed Forms C, D, F, & P from the
Proposer's response pursuant to this RFP, and a fully executed Form E ("Acceptance and Award") with
final terms and conditions.Form E will be executed after a formal award and will provide final clarification
of terms and conditions of the award.
& PROPOSER
A Proposer is a company, person, or entity delivering a timely response to this RFP. This RFP may also
use the terms "respondent" or "proposed Vendor," which is interchangeable with Proposer as the context
allows.
C. SOURCED GOOD or OPEN MARKET ITEM
A Sourced Good or Open Market Item is a product within the RFP's scope 1)that is not currently available
under the Vendor's NJPA contract,2)that a member wants to buy under contract from an awarded Vendor,
and 3) that is generally deemed incidental to the total transaction or purchase of contract items.
D. VENDOR
A Proposer whose response has been awarded a contract pursuant to this RFP.
3
I, , Ii^�,I
.................................................................................................................
2_1 NJPA advertises this solicitation: 1) in the hard copy print and online editions of the USA Today; 2)
once each in Oregon's Daily Journal of Commerce, South Carolina's The State and Utah's Salt Lake
Tribune; 3) on NJPA's website; and 4) on other third-party websites deemed appropriate by NJPA. Other
third-party advertisers may include Onvia, PublicPurchase.com, MERX, and Biddingo.
2_2 NJPA also notifies and provides solicitation documentation to each state-level procurement departments
for possible re-posting of the solicitation within their systems and at their option for future use and to meet
specific state requirements.
,3 IINTIQt 11)UC III10I
............................................................................................
A. ABOUT NJPA
3_1 The National Joint Powers Alliance'(NJPA)is a public agency serving as a national municipal
contracting agency established under the Service Cooperative statute by Minnesota Legislative Statute
§123A.21 with the authority to develop and offer, among other services, cooperative procurement services
to its membership. Eligible membership and participation includes states, cities, counties, all government
agencies, both public and non-public educational agencies, colleges, universities and non-profit
organizations.
3_2 Under the authority of Minnesota state laws and enabling legislation,NJPA facilitates a competitive
solicitation and contracting process on behalf of the needs of itself and the needs of current and potential
member agencies nationally. This process results in national procurement contracts with various Vendors
of products/equipment and services which NJPA Member agencies desire to procure. These procurement
contracts are created in compliance with applicable Minnesota Municipal Contracting Laws. A complete
listing of NJPA cooperative procurement contracts can be found at www.njpacoop.org.
3_3 NJPA is a public agency governed by publicly elected officials that serve as the NJPA Board of
Directors. NJPA's Board of Directors oversees and authorizes the calls for all new proposals and holds
those resulting Contracts for the benefit of its own and its Members use.
3_4 NJPA currently serves over 50,000 member agencies nationally. Both membership and utilization of
NJPA contracts continue to expand, due in part to the increasing acceptance of Cooperative Purchasing
throughout the government and education communities nationally.
B. JOINT EXERCISE OF POWERS LAWS
3_5 NJPA cooperatively shares those contracts with its Members nationwide through various Joint Exercise
of Powers Laws or Cooperative Purchasing Statutes established in Minnesota, other states and Canadian
provinces. The Minnesota Joint Exercise of Powers Law is Minnesota Statute §471.59 which states "Two
or more governmental units...may jointly or cooperatively exercise any power common to the contracting
parties..." This Minnesota Statute allows NJPA to serve Member agencies located in all other states.
Municipal agencies nationally can participate in cooperative purchasing activities under their own state law.
These laws can be found on our website at http://www.njpacoop.org/national-cooperative-contract-
solutions/legal-authority.
C. WHY RESPOND TO A NATIONAL COOPERATIVE PROCUREMENT CONTRACT
3_6 National Cooperative Procurement Contracts create value for Municipal and Public Agencies, as well
as for Vendors of products/equipment and services in a variety of ways:
4
3.6.1 National cooperative contracts potentially save time and effort for municipal and public
agencies, who otherwise would have to solicit vendor responses to individual RFPs, resulting in
individual contracts,to meet the procurement needs of their respective agencies.Considerable time
and effort is also potentially saved by the Vendors who would have had to otherwise respond to
each of those individual RFPs. A single, nationally advertised RFP,resulting in a single, national
cooperative contract can potentially replace thousands of individual RFPs for the same
equipment/products/services that might have been otherwise advertised by individual NJPA
member agencies.
3.6.2 NJPA contracts offer our Members nationally leveraged volume purchasing discounts. Our
contract terms and conditions offer the opportunity for Vendors to recognize individual member
procurement volume commitment through additional volume based contract discounts.
3_7 State laws that permit or encourage cooperative purchasing contracts do so with the belief that
cooperative efficiencies will result in lower prices, better overall value, and considerable time savings.
3_8 The collective purchasing power of thousands of NJPA Member agencies nationwide offers the
opportunity for volume pricing discounts. Although no sales or sales volume is guaranteed by an NJPA
Contract resulting from this RFP, substantial volume is anticipated and volume pricing is requested and
justified.
3_9 NJPA and its Members desire the best value for their procurement dollar as well as a competitive price.
Vendors have the opportunity to display and highlight value-added attributes of their company,
equipment/products and services without constraints of a typical individual proposal process.
D. THE INTENT OF THIS RFP
3.10. National contract awarded by NJPA: NJPA seeks the most responsive and responsible Vendor
relationship(s) to reflect the best interests of NJPA and its Member agencies. Through a competitive
proposal and evaluation process,the NJPA Proposal Evaluation Committee recommends vendors for a
national contract awarded by the action of the NJPA Chief Procurement Officer. NJPA's primary intent
is to establish and provide a national cooperative procurement contract that offer opportunities for NJPA
and our current and potential Member agencies throughout the United States and Canada to procure
quality product/equipment and services as desired and needed. The contracts will be marketed nationally
through a cooperative effort between the awarded vendor(s) and NJPA. Contracts are expected to offer
price levels reflective of the potential and collective volume of NJPA and the nationally established NJPA
membership base.
3.11 Beyond our primary intent,NJPA further desires to:
3.11.1 Award a four-year contract with a fifth-year contract option resulting from this RFP. Any
fifth-year extension is exercised at NJPA's discretion and results from NJPA's contracting
needs or from Member requests; this extension is not intended merely to accommodate an
awarded Vendor's request.If NJPA grants a fifth-year extension,it may also terminate the
contract(or cause it to expire)within the fifth year if the extended contract is replaced by
a resolicited or newly solicited contract. In exigent circumstances, NJPA may petition
NJPA's Board of Directors to extend the contract term beyond five years. This rarely used
procedure should be employed only to avoid a gap in contract coverage while a replacement
contract is being solicited;
3.11.2 Offer and apply any applicable technological advances throughout the term of a contract
resulting from this RFP;
5
3.11.3 Deliver "Value Added" aspects of the company, equipment/products and services as
defined in the "Proposer's Response";
3.11.4 Deliver a wide spectrum of solutions to meet the needs and requirements of NJPA and
NJPA Member agencies; and
3.11.5 Award an exclusive contract to the most responsive and responsible vendor when it is
deemed to be in the best interest of NJPA and the NJPA Member agencies.
3.12 Exclusive or Multiple Awards: Based on the scope of this RFP and on the responses received,NJPA
may award either an exclusive contract or multiple contracts. In some circumstances, a single national
supplier may best meet the needs of NJPA Members; in other situations, multiple vendors may be in the
best interests of NJPA and the NJPA Members and preferred by NJPA to provide the widest array of
solutions to meet the member agency's needs.NJPA retains sole discretion to determine which approach is
in the best interests of NJPA Member agencies.
3.13 Non-Manufacturer Awards: NJPA reserves the right to make an award under this RFP to a non-
manufacturer or dealer/distributor if such action is in the best interests of NJPA and its Members.
3.14 Manufacturer as a Proposer: If the Proposer is a manufacturer or wholesale distributor,the response
received will be evaluated on the basis of a response made in conjunction with that manufacturer's
authorized dealer network. Unless stated otherwise, a manufacturer or wholesale distributor Proposer is
assumed to have a documented relationship with their dealer network where that dealer network is informed
of, and authorized to accept,purchase orders pursuant to any Contract resulting from this RFP on behalf of
the manufacturer or wholesale distributor Proposer. Any such dealer will be considered a sub-contractor of
the Proposer/Vendor. The relationship between the manufacturer and wholesale distributor Proposer and
its dealer network may be proposed at the time of the submission if that fact is properly identified.
3.15 Dealer/Reseller as a Proposer: If the Proposer is a dealer or reseller of the products and/or services
being proposed, the response will be evaluated based on the Proposer's authorization to provide those
products and services from their manufacturer. When requested by NJPA, Proposers must document their
authority to offer those products and/or services.
E. SCOPE OF THIS RFP
3.16 Scope: The scope of this RFP is to award a contract to a qualifying vendor defined as a manufacturer,
provider, or dealer/distributor, established as a Proposer, and deemed responsive and responsible through
our open and competitive proposal process. Vendors will be awarded contracts based on the proposal and
responders demonstrated ability to meet the expectations of the RFP and demonstrate the overall highest
valued solutions which meet and/or exceed the current and future needs and requirements of NJPA and its
Member agencies nationally within the scope of[RECREATION AND PLAYGROUND EQUIPMENT,
ACCESSORIES,AND SUPPLIES.�'
3.17 Additional Scope Definitions:
3.17.1 Under this RFP, NJPA seeks (RECREATION AND PLAYGROUND EQUIPMENT,
ACCESSORIES, AND SUPPLIES. Because this title could be construed quite broadly (without the
following clarification), make sure that your offered solutions fit into at least one of these primary
categories:
3.17.1.1
1. Playgrounds
2. Recreation
3. Shelters
4. Shades
6
5. Playground surfacing
6. Outdoor exercise equipment
7. Prefabricated buildings associated with playgrounds and other public spaces
8. Site amenities or furnishings such as trash cans and benches
9. Bicycle equipment for public use(bikes,racks,rental kiosks, etc.)
10. Aquatic solutions,pools, splash pads
11. Skate park solutions
12. Trails and related solutions
13. Beach area equipment
14. Ice arena equipment and supplies(including dasher boards, ice surface
refrigeration, and ice resurfacing equipment)
Installation and service on these listed categories is also desired.
3.17.2 NJPA reserves the right to limit the scope of this solicitation for NJPA and current and
potential NJPA member agencies.
3.17.2.1 This solicitation is not intended to include: lockers,bleachers, event seating,recreational
vehicles, landscape equipment, mowers, indoor exercise equipment, athletic surfacing, athletic
equipment, or HVAC systems (outside of floor refrigeration/ice making).
3.17.2.2 Any solution that is proposed must have a direct connection to at least one of the preceding
categories.NJPA will consider"out of scope"those proposals that contain more than an incidental
amount of items that do not directly relate to the enumerated categories. NJPA reserves the right to
award a vendor that clearly articulates a compelling member need for a solution that falls outside
these categories. NJPA does not seek responses that fall more properly within another existing
NJPA contract category. For example,NJPA already has awarded vendors that could provide trail
maintenance equipment (grubbers, mowers, etc.). So prospective respondents should determine
whether they can fill a substantial unmet need for NJPA members before decided to respond to this
RFP.
3.18 Overlap of Scope: When considering equipment/products/services, or groups of equipment/
products/services submitted as a part of your response, and whether inclusion of such will fall within a
"Scope of Proposal,"please consider the validity of an inverse statement.
3.18.1 For example, pencils and post-it-notes can generally be classified as office supplies and
office supplies generally include pencils and post-it-notes.
3.18.2 In contrast, computers (PCs and peripherals) can generally be considered office supplies;
however, the scope of office supplies does not generally include computer servers and
infrastructure.
3.18.3 In conclusion: With this in mind, individual products and services must be examined
individually by NJPA, from time to time and in its sole discretion, to determine their
compliance and fall within the original "Scope"as intended by NJPA.
3.19 Best and Most Responsive—Responsible Proposer: It is the intent of NJPA to award a Contract to
the best and most responsible and responsive Proposer(s) offering the best overall quality and selection of
equipment/products and services meeting the commonly requested specifications of the NJPA and NJPA
Members, provided the Proposer's Response has been submitted in accordance with the requirements of
this RFP. Qualifying Proposers who are able to anticipate the current and future needs and requirements
of NJPA and NJPA member agencies; demonstrate the knowledge of any and all applicable industry
standards, laws and regulations; and possess the willingness and ability to distribute,market to and service
NJPA Members in all 50 states are preferred. NJPA requests proposers submit their entire product line as
it applies and relates to the scope of this RFP.
7
3.20 Sealed Proposals: NJPA will receive sealed proposal responses to this RFP in accordance with
accepted standards set forth in the Minnesota Procurement Code and Uniform Municipal Contracting Law.
Awards may be made to responsible and responsive Proposers whose proposals are determined in writing
to be the most advantageous to NJPA and its current or qualifying future NJPA Member agencies.
3.21 Use of Contract:Any Contract resulting from this solicitation shall be awarded with the understanding
that it is for the sole convenience of NJPA and its Members. NJPA and/or its members reserve the right to
obtain like equipment/products and services solely from this contract or from another contract source of
their choice or from a contract resulting from their own procurement process.
3.22 Awarded Vendor's interest in a contract resulting from this REP: Awarded Vendors will be able
to offer to NJPA, and current and potential NJPA Members, only those products/equipment and services
specifically awarded on their NJPA Awarded Contract(s). Awarded Vendors may not offer as "contract
compliant,"products/equipment and services which are not specifically identified and priced in their NJPA
Awarded Contract.
3.23 Sole Source of Responsibility-NJPA desires a"Sole Source of Responsibility"Vendor. This means
that the Vendor will take sole responsibility for the performance of delivered equipment/products/services.
NJPA also desires sole responsibility with regard to:
3.23.1 Scope of Equipment/Products/Services:NJPA desires a provider for the broadest possible
scope of products/equipment and services being proposed over the largest possible geographic area
and to the largest possible cross-section of NJPA current and potential Members.
3.23.2 Vendor use of sub-contractors in sourcing or delivering equipment/product/services: NJPA
desires a single source of responsibility for equipment/products and services proposed. Proposers are
assumed to have sub-contractor relationships with all organizations and individuals whom are external to
the Proposer and are involved in providing or delivering the equipment/products/services being proposed.
Vendor assumes all responsibility for the equipment/products/services and actions of any such Sub-
Contractor. Suggested Solutions Options include:
3.24.1 Multiple solutions to the needs of NJPA and NJPA Members are possible. Examples could
include:
3.24.1.1 Equipment/Products Only Solution: Equipment/Products Only Solution may be
appropriate for situations where NJPA or NJPA Members possess the ability, either in-
house or through local third party contractors, to properly install and bring to operation
those equipment/products being proposed.
3.24.1.2 Turn-Key Solutions: A Turn-Key Solution is a combination of
equipment/products and services that provides a single price for equipment/products,
delivery,and installation to a properly operating status. Generally this is the most desirable
solution because NJPA and NJPA Members may not possess, or desire to engage,
personnel with the necessary expertise to complete these tasks internally or through other
independent contractors
3.24.1.3 Good, Better, Best: Where appropriate and properly identified, Proposers may
offer the choice "of good, better,best"multiple-grade solutions to meet NJPA Members'
needs.
3.24.1.4 Proven — Accepted — Leading-Edge Technology: Where appropriate and
properly identified, Proposers may provide a spectrum of technology solutions to
complement or enhance the proposed solutions to meet NJPA Members' needs.
8
3.24.2 If applicable, Contracts will be awarded to Proposer(s) able to deliver a proposal meeting
the entire needs of NJPA and its Members within the scope of this RFP. NJPA prefers Proposers
submit their complete product line of products and services described in the scope of this RFP.
NJPA reserves the right to reject individual, or groupings of specific equipment/products and
services proposals as a part of the award.
3.25 Geographic Area to be Proposed: This RFP invites proposals to provide (RECREATION AND
PLAYGROUND EQUIPMENT, ACCESSORIES, AND SUPPLIES to NJPA and NJPA Members
throughout the entire United States and possibly internationally. Proposers will be expected to express
willingness to explore service to NJPA Members located abroad; however the lack of ability to serve
Members outside of the United States will not be cause for non-award. The ability and willingness to serve
Canada,for instance,will be viewed as a value-added attribute.
3.26 Contract Term: At NJPA's option, a Contract resulting from this RFP will become effective either
on the date awarded by the NJPA Board of Directors or on the day following the expiration date of an
existing NJPA procurement contract for the same or similar product/equipment and services.
3.26.1 NJPA is seeking a Contract base term of four years as allowed by Minnesota Contracting
Law. Full term is expected. However, one additional one-year renewal/extension may be offered
by NJPA to Vendor beyond the original four year term if NJPA deems such action to be in the best
interests of NJPA and its Members.NJPA reserves the right to conduct periodic business reviews
throughout the term of the contract.
3.27 Minimum Contract Value: NJPA anticipates considerable activity resulting from this RFP and
subsequent award; however, no commitment of any kind is made concerning actual quantities to be
acquired. NJPA does not guarantee usage. Usage will depend on the actual needs of the NJPA Members
and the value of the awarded contract.
3.28 IThis section is intentionally blank.]
3.29 Contract Availability: This Contract must be available to all current and potential NJPA Members
who choose to utilize this NJPA Contract to include all governmental and public agencies, public and
private primary and secondary education agencies, and all non-profit organizations nationally.
3.30 Proposer's Commitment Period: In order to allow NJPA the opportunity to evaluate each proposal
thoroughly, NJPA requires any response to this solicitation be valid and irrevocable for ninety (90) days
after the date proposals are opened.
F. EXPECTATIONS FOR EQUIPMENT/PRODUCTS AND SERVICES BEING PROPOSED
3.31 Industry Standards: Except as contained herein, the specifications or solutions for this RFP
shall be those accepted guidelines set forth by the RECREATION AND PLAYGROUND EQUIPMENT,
ACCESSORIES, AND SUPPLIES industry, as they are generally understood and accepted within that
industry across the nation. Submitted products/equipment, related services and accessories, and their
warranties and assurances are required to meet and/or exceed all current, traditional and anticipated
standards, needs, expectations, and requirements of NJPA and its Members.
3.31.1 Deviations from industry standards must be identified by the Proposer and
explained how, in their opinion, the equipment/products and services they propose will render
equivalent functionality, coverage,performance, and/or related services. Failure to detail all such
deviations may comprise sufficient grounds for rejection of the entire proposal.
3.31.2 Technical Descriptions/Specifications.Excessive technical descriptions and specifications
that unduly enlarge the proposal response may cause NJPA to reduce the evaluation points awarded
on Form G. Proposers must supply sufficient information to:
9
3.31.2.1 demonstrate the Proposer's knowledge of industry standards and Member agency
needs and expectations;
3.31.2.2 identify the equipment/products and services being proposed as applicable to the
needs and expectations of NJPA Member agencies; and
3.31.2.3 differentiate equipment/products and services from other industry manufacturers and
providers.
3.32 New Current Model Equipment/Products: Proposals submitted shall be for new, current model
equipment/products and services with the exception of certain close-out products allowed to be offered on
the Proposer's "Hot List" described herein.
3.33 Compliance with laws and standards: All items supplied on this Contract shall comply with any
current applicable safety or regulatory standards or codes.
3.34 Delivered and operational: Products/equipment offered herein are to be proposed based upon being
delivered and operational at the NJPA Member's site. Exceptions to "delivered and operational"must be
clearly disclosed in the"Total Cost of Acquisition" section of the proposal.
3.35 Warranty:The Proposer warrants that all products,equipment,supplies,and services delivered under
this Contract shall be covered by the industry standard or better warranty. All products and equipment
should carry a minimum industry standard manufacturer's warranty that includes materials and labor. The
Proposer has the primary responsibility to submit product specific warranty as required and accepted by
industry standards. Dealer/Distributors agree to assist the purchaser in reaching a solution in a dispute over
warranty's terms with the manufacturer. Any manufacturer's warranty that is effective past the expiration
of the warranty will be passed on to the NJPA member. Failure to submit a minimum warranty may result
in non-award.
3.36 Additional Warrants: The Proposer warrants that all products/equipment and related services
furnished hereunder will be free from liens and encumbrances; defects in design, materials, and
workmanship; and will conform in all respects to the terms of this RFP including any specifications or
standards. In addition, ProposerNendor warrants the products/equipment and related services are suitable
for and will perform in accordance with the ordinary use for which they are intended.
G. SOLUTIONS-BASED SOLICITATION
3.37 The NJPA solicitation and contract award process is not based on detailed specifications.Instead,this
RFP is a"Solutions-Based Solicitation." NJPA expects respondents to understand and anticipate the current
and future needs of NJPA and its members—within the scope of this RFP—and to propose solutions that
are commonly desired or required by law or industry standards. Proposal will be evaluated in part on your
demonstrated ability to meet or exceed the needs and requirements of NJPA and our member agencies
within the defined scope of this RFP.
3.38 While NJPA does not typically provide product and service specifications,the RFP may contain scope
refinements and industry-specific questions. Where specific items are specified, those items should be
considered the minimum required,which the proposal can exceed in order to meet Members' needs.NJPA
may award all of the respondent's proposal or may limit the award to a subset of the proposal.
rd� ld' i"11�I: III"Illti.i..��fy IIIb"IIIIEiIlllllillL:IIE iliai" i'tJlJlll 111114: .ltlllt"tl:
A. INQUIRY PERIOD
10
4_1 The inquiry period begins on the date of first advertisement and continues until to the Deadline for
Submission." RFP packages will be distributed to potential Vendors during the inquiry period.
B. PRE-PROPOSAL CONFERENCE
4_2 A pre-proposal conference will be held at the date and time specified in the timeline on page one of this
RFP.Conference information will be sent to all potential Proposers,and attendance is optional.The purpose
of this conference is to allow potential Proposers to ask questions regarding this RFP and NJPA's
competitive contracting process. Only answers issued in writing by NJPA to questions asked before or
during the pre-proposal conference are binding on the parties to an awarded contract.
C. IDENTIFICATION OF KEY PERSONNEL
4_3 Awarded Vendors will designate one senior staff member to represent the Vendor to NJPA. This contact
person will correspond with members for technical assistance, questions, or concerns that may arise,
including instructions regarding different contacts for different geographical areas or product lines.
4_4 These designated individuals should also act as the primary contact for marketing, sales, and any other
area deemed essential by the Proposer and NJPA.
D. PROPOSER'S EXCEPTIONS TO TERMS AND CONDITIONS
4_5 Any exceptions, deviations, or contingencies regarding this RFP that a Proposer requests must be
documented on Form C, Exceptions To Proposal,Terms, Conditions And Solutions Request.
4_6 Exceptions,deviations or contingencies requested in the Proposer's response,while possibly necessary
in the view of the Proposer,may result in lower scoring or disqualification of a proposal.
E. PROPOSAL FORMAT
4_7 All Proposers must examine the entire RFP package to seek clarification of any item or requirement
that may not be clear and to check all responses for accuracy before submitting a proposal.
4_8 All proposals must be properly labeled and sent to"The National Joint Powers Alliance,202 12th Street
NE Staples,MN 56479."
4_9 All proposals must be physically delivered to NJPA at the above address with all required hard copy
documents and signature forms/pages inserted as loose pages at the front of the Vendor's response. The
proposal must include these items.
4.9.1 Hard copy original of completed, signed, and dated Forms C, D, F; hard copy of the signed
signature-page only from Forms A and P from this RFP;
4.9.2 Signed hard copies of all addenda issued for the RFP;
4.9.3 Hard copy of Certificate of Insurance verifying the coverage identified in this RFP; and
4.9.4 A complete copy of your response on a flash drive (or other approved electronic
means). The electronic copy must contain completed Forms A, B, C, D, F, and P,your statement
of products and pricing(including apparent discount), and all appropriate attachments. In order to
ensure that your full response is evaluated,you must provide an electronic version of any material
that you provide in a hard copy format.
As a public agency, NJPA's proposals, responses, and awarded contracts are a matter of public
record,except for such data that is classified as nonpublic.Accordingly,public data is available for
11
review through a properly submitted public records request. To redact nonpublic information from
your proposal (under Minnesota Statute §13.37), you must make your request within thirty (30)
days of the contract award or non-award date.
4.10 All Proposal forms must be submitted in English and must be legible. All appropriate forms must be
executed by an authorized signatory of the Proposer. Blue ink is preferred for signatures.
4.11 Proposal submissions should be submitted using the electronic forms provided. Proposers that use
alternative documents are responsible for ensuring that the content is substantially similar to the NJPA form
and that the document is readable by NJPA.
4.12 The Proposer must ensure that the proposal is in the physical possession of NJPA before the submission
deadline.
4.12.1 Proposals must be submitted in a sealed envelope or box properly addressed to NJPA and
prominently identifying the proposal number, proposal category name, the message "Hold for
Proposal Opening," and the deadline for proposal submission. NJPA is not responsible for
untimely proposals. Proposals received by the deadline for proposal submission will be opened
and the name of each Proposer and other appropriate information will be publicly read.
4.13 Proposers are responsible for checking directly with the NJPA website for any addendums to this RFP.
Addendums to this RFP can change the terms and conditions of the RFP,including the proposal submission
deadline.
F. QUESTIONS AND ANSWERS ABOUT THIS RFP
4.14 Upon examination of this RFP document, Proposer should promptly notify NJPA of any ambiguity,
inconsistency, or error they may discover. Interpretations, corrections, and changes to this RFP will be
considered by NJPA through a written addendum. Interpretations, corrections, or changes that are made in
any other manner are not binding, and Proposers must not rely on them.
4.15 Submit all questions about this RFP, in writing, referencing RECREATION AND PLAYGROUND
EQUIPMENT,ACCESSORIES,AND SUPPLIES to Jonathan Yahn at NJPA 202 12th Street NE, Staples,
MN 56479 or to RFP@njpacoop.org. You may also call Jonathan Yahn at (218) 895-4144. NJPA urges
potential Proposers to communicate all concerns well in advance of the submission deadline to avoid
misunderstandings. Questions received within seven (7) days before the submission deadline generally
cannot be answered.NJPA may,however, field purely procedural questions, questions about NJPA-issued
addenda, or questions involving a Proposer withdrawing its response before the RFP submission deadline.
4.16 If NPJA deems that its answer to a question has a material impact on other potential Proposers or on
the RFP itself,NJPA will create an addendum to this RFP.
4.171f NJPA deems that its answer to a question merely clarifies the existing terms and conditions and does
not have a material impact on other potential Proposers or the RFP itself, no further documentation of that
question is required.
4.18 Addenda are written instruments issued by NJPA that modify or interpret the RFP. All addenda issued
by NJPA become a part of the RFP. Addenda will be delivered to all Potential Proposers using the same
method of delivery of the original RFP material. NJPA accepts no liability in connection with the delivery
of any addenda. Copies of addenda will also be made available on the NJPA website at www.njpacoop.org
(under"Current and Pending Solicitations")and from the NJPA offices. All Proposers must acknowledge
their receipt of all addenda in their proposal response.
4.19 Any amendment to a submitted proposal must be in writing and must be delivered to NJPA by the
RFP submission deadline.
12
4.20 through 4.21 [These sections are intentionally blank.1
G. MODIFICATION OR WITHDRAWAL OF A SUBMITTED PROPOSAL
4.22 A submitted proposal must not be modified,withdrawn, or cancelled by the Proposer for a period of
ninety (90) days following the date proposals were opened. Before the deadline for submission of
proposals, any proposal submitted may be modified or withdrawn by notice to the NJPA Contracts and
Compliance Manager. Such notice must be submitted in writing and must include the signature of the
Proposer. The notice must be delivered to NJPA before the deadline for submission of proposals and must
be so worded as not to reveal the content of the original proposal. The original proposal will not be
physically returned to the potential Proposer until after the official proposal opening. Withdrawn
proposals may be resubmitted up to the time designated for the receipt of the proposals if they fully
conform with the proposal instructions.
H. PROPOSAL OPENING PROCEDURE
4.23 Sealed and properly identified responses for this RFP entitled(RECREATION AND PLAYGROUND
EQUIPMENT, ACCESSORIES, AND SUPPLIES will be received by Jonathan Yahn, Contracts and
Compliance Manager,at NJPA Offices,202 12th Street NE,Staples,MN 56479 until the deadline identified
on page one of this RFP. All Proposal responses must be submitted in a sealed package. The outside of the
package must plainly identify RECREATION AND PLAYGROUND EQUIPMENT, ACCESSORIES,
AND SUPPLIES and the RFP number. To avoid premature opening,the Proposer must label the Proposal
response properly. NJPA documents the receipt of proposals by immediately time-and date-stamping
them with an atomic clock. At the time of the public opening, the NJPA Director of Contracts and
Marketing or a representative from the NJPA Proposal Evaluation Committee will read the Proposer's
names aloud and will determine whether each submission has met Level-1 responsiveness.
1. NJPA'S RIGHTS RESERVED
4.24 NJPA may exercise the following rights with regard to the RFP.
4.24.1 Reject any and all proposals received in response to this RFP;
4.24.2 Disqualify any Proposer whose conduct or proposal fails to conform to the requirements of this
RFP;
4.24.3 Duplicate without limitation all materials submitted for purposes of RFP evaluation, and
duplicate all public information in response to data requests regarding the proposal;
4.24.4 Consider and accept for evaluation a late modification of a proposal if 1)the proposal itself was
submitted on time, 2) the modifications were requested by NJPA, and 3) the modifications make the
terms of the proposal more favorable to NJPA or its members;
4.24.5 Waive any non-material deviations from the requirements and procedures of this RFP;
4.24.6 Extend the Contract, in increments determined by NJPA,not to exceed a total Contract term of
five years;
4.24.7 Cancel the Request for Proposal at any time and for any reason with no cost or penalty to NJPA;
4.24.8 Correct or amend the RFP at any time with no cost or penalty to NJPA. If NJPA corrects or
amends any segment of the RFP after submission of proposals and before the announcement of the
awarded Vendor, all proposers will be afforded a reasonable opportunity to revise their proposals in
order to accommodate the RFP amendment and the new submission dates.NJPA will not be liable for
any errors in the RFP or other responses related to the RFP; and
13
4.24.9 Extend proposal due dates.
11111.11111"IIII1NKI,
5_1 NJPA requests that potential Proposers respond to this RFP only if they are able to offer a wide array
of products and services at lower prices and with better value than what they would ordinarily offer to a
single government agency, a school district, or a regional cooperative.
5_2 This RFP requests pricing for an indefinite quantity of products or related services with potential
national sales distribution and service.While most RFP categories represent significant sales opportunities,
NJPA makes no guarantees about the quantity of products or services that members will purchase. The
estimated annual value of this contract is $40 Million. Vendors are expected to anticipate additional
volume through potential government, educational, and not-for-profit agencies that would find value in a
national contract awarded by NJPA.
5_3 Regardless of the payment method selected by NJPA or an NJPA member,the total cost associated with
any purchase option of the products and services must always be disclosed in the proposal and at the time
of purchase.
5_4 All proposers must submit"Primary Pricing"in the form of either"Line-Item Pricing,"or"Percentage
Discount from Catalog Pricing,"or a combination of these pricing strategies. Proposers are also encouraged
to offer optional pricing strategies such as "Hot List," "Sourced Products," and "Volume Discounts," as
well as financing options such as leasing. All pricing documents should include a clear effective date.
A.LINE-ITEM PRICING
5_5 Line-item pricing is a pricing format in which individual products or services are offered at specific
Contract prices. Products or services are individually priced and described by characteristics such as
manufacture name, stock or part number, size, or functionality. This method of pricing may offer the least
amount of confusion, but Proposers with a large number of items may find this method cumbersome. In
these situations, a percentage discount from catalog or category pricing model may make more sense and
may increase the clarity of the contract pricing format.
5_6 All line-item pricing items must be numbered,organized,sectioned(including SKUs,when applicable),
and prepared to be easily understood by the Evaluation Committee and members.
5_7 Submit Line-Item Pricing items in an Excel spreadsheet format and include all appropriate identification
information necessary to discern the line item from other line items in each Responder's proposal.
5_8 Line-item pricing must be submitted to NJPA in a searchable spreadsheet format (e.g., Microsoft""
Excel"in order to facilitate quickly fording any particular item of interest. For that reason,Proposers are
responsible for providing the appropriate product and service identification information along with the
pricing information that is typically found on an invoice or price quote for such product or services.
5_9 All products or services typically appearing on an invoice or price quote must be individually priced
and identified on the line-item price sheet,including any and all ancillary costs.
5.10 Proposers should provide both a published"List Price"as well as a"Proposed Contract Price"in their
pricing matrix. Published List Price will be the standard "quantity of one" price currently available to
government and educational customers, excluding cooperative and volume discounts.
B. PERCENTAGE DISCOUNT FROM CATALOG OR CATEGORY
14
5.11 This pricing model involves a specific percentage discount from a catalog or list price, defined as a
published Manufacturer's Suggested Retail Price(MSRP)for the products or services being proposed.
5.12 Individualized percentage discounts can be applied to any number of defined product groupings.
5.13 A percentage discount from MSRP may be applied to all elements identified in MSRP,including all
manufacturer options applicable to the products or services.
5.14 When a Proposer elects to use "Percentage Discount from Catalog or Category," Proposer will be
responsible for providing and maintaining current published MSRP with NJPA, and this pricing must be
included in its proposal and provided throughout the term of any Contract resulting from this RFP.
C. COST PLUS A PERCENTAGE OF COST
5.15 "Cost plus a percentage of cost" as a primary pricing mechanism is not desirable. It is, however,
acceptable for pricing sourced goods or services.
D. HOT LIST PRICING
5.16 Where applicable, a Vendor may opt to offer a specific selection of products or services, defined as
"Hot List"pricing, at greater discounts than those listed in the standard Contract pricing. All product and
service pricing, including the Hot List Pricing, must be submitted electronically in a format that is
acceptable to NJPA. Hot List pricing must be submitted in a line-item format. Products and services may
be added or removed from the Hot List at any time through an NJPA Price and Product Change Form.
5.17 Hot List program and pricing may also be used to discount and liquidate close-out and discontinued
products and services as long as those close-out and discontinued items are clearly labeled as such. Current
ordering process and administrative fees apply. This option must be published and made available to all
NJPA Members.
E. CEILING PRICE
5.18 Proposal pricing is to be established as a ceiling price. At no time may the proposed products or
services be offered under this Contract at prices above this ceiling price without a specific request and
approval by NJPA. Contract prices may be reduced at any time, for example, to reflect volume discounts
or to meet the needs of an NJPA Member.
5.19 [This section is intentionally blank.]
F. VOLUME PRICE DISCOUNTS /ADDITIONAL QUANTITIES
5.20 through 5.23 [These sections are intentionally blank.]
G. TOTAL COST OF ACQUISITION
5.24 The Total Cost of Acquisition for the equipment/products and related services being proposed,
including those payable by NJPA Members to either the Proposer or a third party,is the cost of the proposed
equipment/products product/equipment and related services delivered and operational for its intended
purpose in the end-user's location. For example,if you are proposing equipment/products FOB Proposer's
dock,your proposal should reflect that the contract pricing does not provide for delivery beyond Proposer's
dock, nor any set-up activities or costs associated with those delivery or set-up activities. Any additional
costs for delivery and set-up should be clearly disclosed. In contrast, a proposal could state that there are
no additional costs of acquisition if the product is delivered to and operational at the end-user's location.
H. SOURCED GOOD or OPEN MARKET ITEM
15
5.25 A Sourced Good or an Open Market Item is a product that a member wants to buy under contract that
is not currently available under the Vendor's NJPA contract. This method of procurement can be satisfied
through a contract sourcing process. Sourcing options serve to provide a more complete contract solution
to meet our members' needs. Sourced items are generally deemed incidental to the total transaction or
purchase of contract items.
5.26 NJPA or NJPA Members may request products, equipment, and related services that are within the
related scope of this RFP, even if they are not included in an awarded Vendor's line-item price list or
catalog. These items are known as Sourced Goods or Open Market Items.
5.27 An awarded Vendor may source such items to the extent that the items are identified as "Sourced
Products/Equipment" or "Open Market Items" on any quotation issued in reference to an NJPA awarded
contract, and that this information is provided to either NJPA or an NJPA Member.NJPA is not responsible
for determining whether a Sourced Good is an incidental portion of the overall purchase or whether a
Member is able to consider a Sourced Good a purchase under an NJPA contract.
5.28 "Cost plus a percentage"pricing is an acceptable option in pricing of Sourced Goods.
1. PRODUCT &PRICE CHANGES
5.29 Awarded Vendors may request product or service changes, additions, or deletions at any time
throughout the contract term. All requests must be made in written format by completing the NJPA Price
and Product Change Request Form(located at the end of this RFP and on the NJPA website), signed by an
authorized Vendor representative. All changes are subject to review and approval by NJPA. Submit your
requests through email to your assigned Contract Manager and to PandP(onjpacoop.org.
5.30 NJPA will determine whether the request is both within the scope of the original RFP and in the best
interests of NJPA and NJPA Members.Approved Price and Product Change Request Forms will be returned
to the Vendor contact through email.
5.31 The Vendor must 1) complete this change request form and individually list or attach all items subject
to change, 2)provide a sufficiently detailed explanation and documentation for the change, and 3) include
a compete restatement of pricing document in appropriate format(preferably Excel). The pricing document
must identify all products and services being offered and must conform to the following NJPA product and
price change naming convention: (Vendor Name)(NJPA Contract#) (effective pricing date); for example,
"COMPANY 012411-CPY effective 02-12-2016."
5.32 The new pricing restatement must include all products and services offered,even for those items
whose pricing remains unchanged,and must include a new effective date on the pricing documents. This
requirement reduces confusion by providing a single, current pricing sheet for each vendor and creates a.
historical record of pricing.
5.33 ADDITIONS. New products and related services may be added to a Contract resulting from this RFP
at any time during that Contract term to the extent that those products and related services are within the
scope of this RFP. Allowable new products and related services generally include updated models of
products and enhanced services that reflect new technology and improved functionality.
5.34 DELETIONS. New products and related services may be deleted from a contract if an item is no
longer available.
5.35 PRICE CHANGES. A Vendor may request pricing changes by providing reasonable justification for
the change. For example, a request for a 3% increase in a product line that relies heavily on petroleum
products may be reasonable if the raw cost of required petroleum products has increased substantially.
Conversely, a request for a 3%increase in prices based only on a 3%increase in a cost-of-living index may
be considered unreasonable. Although NJPA is sensitive to the possibility of fluctuations in raw material
16
costs, prospective Vendors should make every reasonable attempt to account for normal cost changes by
proposing pricing that will be effective throughout the duration of the four-year Contract.
5.35.1 Price decreases: NJPA expects Vendors to propose their very best prices and anticipates
price reductions that are due to advancement in technology and marketplace efficiencies.
5.35.2 Price increases: A Vendor must include reasonable documentation for price-increase
requests, along with both current and proposed pricing. Appropriate documentation should be
attached to the Price and Product Change Request Form, including letters from suppliers
announcing price increases. Price increases must not exceed the industry standard.
5.36 through 5.37 [These sections are intentionally blank.[
5.38 Proposers representing multiple manufacturers, or carrying multiple related product lines may also
request the addition of new manufacturers or product lines to their Contract to the extent they remain within
the scope of this RFP.
5.39 through 5.43 [These sections are intentionally blank.]
K. SALES TAX
5.44 Sales and other taxes should not be included in the prices quoted. The Vendor will charge state and
local sales and other applicable taxes on items for which a valid tax-exemption certification has not been
provided.Each NJPA Member is responsible for providing verification of tax-exempt status to the Vendor.
When ordering,NJPA Members must indicate that they are tax-exempt entities. Except as set forth herein,
no party is responsible for taxes imposed on another party as a result of or arising from the transactions
under a Contract resulting from this RFP.
L. SHIPPING
5.45 Shipping costs can constitute a significant portion of the overall cost of procurement. Consequently,
significant weight will be given to the quality of a prospective Vendor's shipping program. Shipping
charges should reasonably reflect the actual cost of shipping.NJPA understands that Vendors may use other
shipping cost methods for simplicity or for transparency.But to the extent that shipping costs are determined
to disproportionately increase a Vendor's profit, NJPA may reduce the points awarded in the "Pricing"
criteria.
5.46 through 5.47 [These sections are intentionally blank.]
5.48 All shipping and restocking fees must be identified in the price program. Certain industries providing
made-to-order products may not allow returns. Proposals will be evaluated not only on the actual costs of
shipping, but on the relative flexibility extended to NJPA Members relating to restocking fees, shipping
errors, customized shipping requirements, the process for rejecting damaged or delayed shipments, and
similar subjects.
5.49 through 5.50 [These sections are intentionally blank.]
5.51 Delivered products must be properly packaged. Damaged products may be rejected. If the damage is
not readily apparent at the time of delivery, the Vendor must permit the products to be returned within a
reasonable time at no cost to NJPA or NJPA Member.NJPA and NJPA Members reserve the right to inspect
the products at a reasonable time subsequent to delivery where circumstances or conditions prevent
effective inspection of the products at the time of delivery.
5.52 The Vendor must deliver Contract-conforming products in each shipment and may not substitute
products without the express approval from NJPA or the NJPA Member.
17
5.53 NJPA reserves the right to declare a breach of Contract if the Vendor intentionally delivers substandard
or inferior products that are not under Contract and described in its paper or electronic price lists or sourced
upon request of any Member under this Contract. In the event of the delivery of nonconforming products,
the NJPA Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming
products with conforming products that are acceptable to the NJPA member.
5.54 Throughout the term of the Contract,Proposer agrees to pay for return shipment on products that arrive
in a defective or inoperable condition. Proposer must arrange for the return shipment of the damaged
products.
6 EV L 11 A'III"III t t]S�f OF III11I:�t'mJl I Q S L
A. PROPOSAL EVALUATION PROCESS
6_1 The NJPA proposal evaluation committee will evaluate proposals received based on a 1,000 point
evaluation system. The committee establishes both the evaluation criteria and designates the relative weight
of each criterion by assigning possible scores for each category on Foran G of this RFP. The committee
may adjust the relative weight of the criteria for each RFP. (For example,if the "Warranty" criterion does
not apply to a particular RFP, the points normally awarded under"Warranty"may be used to increase the
number of potential points in another evaluation category or categories.)The"Pricing"criterion will contain
at least a plurality of points for every RFP.
6_2 NJPA uses a scoring system that gives primary importance to"Pricing."But pricing includes more than
just the absolute lowest initial cost of purchasing, for example, a particular product. Other considerations
include the total cost of the acquisition and whether the Proposer's offering represents the best value. The
evaluation committee may consider such factors as life-cycle costs,total cost of ownership,quality,and the
suitability of an offering in meeting NJPA Members'needs.Pricing points may be awarded based on pricing
clarity and ease of use. NJPA may also award points based on whether a response contains exceptions,
exclusions, or limitations of liabilities.
6_3 The NJPA Board of Directors will consider making awards to the selected Proposer(s) based on the
recommendations of the proposal evaluation committee. To qualify for the final evaluation, a Proposer
must have been deemed responsive as a result of the criteria set forth under "Proposer Responsiveness,"
found just below.
B. PROPOSER RESPONSIVENESS
6_4 All responses are evaluated for Level-One and Level-Two Responsiveness. if a response does not
substantially conform to substantially all of the terms and conditions in the solicitation, or if it requires
unreasonable exceptions,it may be considered nonresponsive.
6_5 All proposals must contain suitable responses to the questions in the proposal forms. The following
requirements must be satisfied in order to meet Level-One Responsiveness, which is typically ascertained
on the proposal opening date. if these standards are not met, your response may be disqualified as
nonresponsive.
6_6 Level-One Responsiveness means that the response
6.6.1 is received before the deadline for submission or it will be returned unopened;
6.6.2 is properly addressed and identified as a sealed proposal with a specific RFP number and
an opening date and time;
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6.6.3 contains a pricing document(with apparent discounts)and all other forms fully completed,
even if "not applicable"is the answer;
6.6.4 includes the original(hard copy) completed, dated, and signed RFP forms C, D, and F. In
addition, the response must include the hard-copy signed signature page only from RFP
Forms A and P and, if applicable, all signed addenda that have been issued in relation to
this RFP;
6.6.5 contains an electronic (CD,flash drive, or other suitable) copy of the entire response; and
6_7 Level-Two Responsiveness (including whether the response is within the RFP's scope) is determined
while evaluating the remaining items listed under Proposal Evaluation Criteria below. These items are not
arranged in order of importance.Each item draws from multiple questions,and a Proposer's responses may
affect scoring in multiple evaluation criteria. For example,the answers to Industry-Specific Questions may
help determine scoring relative to a Proposer's marketplace success, ability to sell and service nationwide,
and financial strength. Any questions not answered without an explanation will likely result in a loss of
points and may lead to a nonaward if the proposal evaluation committee cannot effectively review your
response.
C. PROPOSAL EVALUATION CRITERIA
6_8 Forms A and P include a series of questions that address the following categories:
6.8.1 Company Information and Financial Strength
6.8.2 Industry Requirements and Marketplace Success
6.8.3 Ability to Sell and Deliver Service Nationwide
6.8.4 Marketing Plan
6.8.5 Other Cooperative Procurement Contracts
6.8.6 Value-Added Attributes
6.8.7 Payment Terms and Financing Options
6.8.8 Warranty
6.8.9 Equipment/Products/Services
6.8.10 Pricing and Delivery
6.8.11 Industry-Specific Questions
6_9 [This section is intentionally blank.]
D. OTHER CONSIDERATIONS
6.10 In evaluating RFP responses, NJPA has no obligation to consider information that is not provided in
the Proposer's response. NJPA may, however, consider additional information outside the Proposer's
response. This research may include such sources as the Proposer's website, industry publications, listed
references, and user interviews.
6.11 NJPA may organize RFP responses into separate classes or subcategories, depending on the range of
responses. For example, NJPA might receive numerous submissions for "Widgets and Related Products
and Services." NJPA may organize these responses into subcategories, such as manufacturers of fully
operational Widgets,manufacturers of component parts for Widgets, and providers of parts and service for
Widgets. NJPA reserves the right to award Proposers in some or all of such subcategories without regard
to the evaluation score given to Proposers in another subcategory. This specifically allows NJPA to award
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Vendors that might not have, for instance, the breadth of products of Proposers in another subcategory,but
that nonetheless meet a substantial and articulated need of NJPA Members.
6.12 [This section is intentionally blank.]
6.13 NJPA reserves the right to request and test equipment/products and related services and to seek
clarification from Proposers. Before the Contract award, the Proposer must furnish the requested
information within three (3) days (or within another agreed-to time frame) or provide an explanation for
the delay along with a requested time frame for providing the requested information. Proposers must make
reasonable efforts to supply test products promptly. All Proposer products remain the property of the
Proposer, and NJPA will return such products after the evaluation process. NJPA may make provisional
contract awards, subject to a Proposer's proper response to a request for information or products.
6.14 A Proposer's past performance under previously awarded contracts to schools,governmental agencies,
and not-for-profit entities is relevant in evaluating a Proposer's current response. Past performance includes
the Proposer's record of conforming to published specifications and to standards of good workmanship, as
well as the Proposer's history for reasonable and cooperative behavior and for commitment to Member
satisfaction.Incumbency as an awarded Vendor does not,by itself,merit positive consideration for a future
Contract award.
6.15 NJPA reserves the right to reject any or all proposals.
E. COST COMPARISON
6.16 NJPA may use a variety of evaluation methods,including cost comparisons of specific products.NJPA
reserves the right to use this process when the proposal evaluation committee determines that this will help
to make a final determination.
6.17 This direct cost comparison process will award points for being low to high Proposer for each cost
evaluation item selected. A"Market Basket"of identical(or substantially similar)equipment/products and
related services may be selected by the proposal evaluation committee, and the unit cost will be used as a
basis for determining the point value. NJPA will select the "Market Basket" from all appropriate product
categories as determined by NJPA.
F. MARKETING PLAN
6.18 A Proposer's marketing plan is a critical component of the RFP response. An awarded Vendor's sales
force will likely be the primary source of communication with NJPA Members and will directly affect the
contract's success. Marketing success depends on communicating the contract's value, knowing the
contract thoroughly, and communicating the proper use of contracted products and services to the end
user. Much of the success and sales reward is a direct result of the commitment to the contract by the
awarded Vendor's sales teams. NJPA reserves the right to deem a Proposer Level-Two nonresponsive or
not to award a contract based on an unacceptable or incomplete marketing plan.
6.19 NJPA marketing expectations include the following components.
6.19.1 An awarded Vendor must demonstrate the ability to deploy a national sales force or dealer
network. The best RFP responses demonstrate the ability to sell, deliver, and service products
through acceptable distribution channels to NJPA members in all 50 states. Proposers' responses
should fully demonstrate their sales and service capabilities,should outline their national sales force
network(both numerically geographically), and should describe their method of distribution of the
offered products and related services. Service may be independent of the product sales pricing,but
NJPA encourages related services to be a part of Proposers' response. Despite its preference for
awarding contracts to Vendors that demonstrate nationwide sales and service, NJPA reserves the
right to award contracts that meet specific Member needs locally or regionally.
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6.19.2 Proposers are invited to demonstrate their ability to successfully market, promote, and
communicate the benefits of an NJPA contract to current and potential Members nationwide.NJPA
desires a marketing plan that communicates the value of the contract to as many Members as
possible.
6.19.3 Proposers are expected to be receptive to NJPA trainings. Awarded Vendors must provide
an appropriate training venue for both management and the sales force.NJPA commits to providing
training on all aspects of communicating the value of the awarded contract,including the authority
of NJPA to offer the contract to its Members, the value and utility the contract delivers to NJPA
Members, the scope of NJPA Membership, the authority of Members to use NJPA procurement
contracts, the preferred marketing and sales methods, and the successful use of specific business
sector strategies.
6.19.4 Awarded Vendors are expected to demonstrate a commitment to fully embrace the NJPA
contract.Proposers should identify both the appropriate levels of sales management and sales force
that will need to understand the value of the NJPA contract, as well as the internal procedures
needed to deliver the appropriate messaging to NJPA Members. NJPA will provide a general
schedule and a variety of methods describing when and how those individuals should be trained.
6.19.5 Proposers should outline their proposed involvement in promoting an NJPA contract through
applicable industry trade show exhibits and related customer meetings. Proposers are encouraged
to consider participation with NJPA at NJPA-endorsed national trade shows.
6.19.6 Proposers must exhibit the willingness and ability to actively market and develop contract-
specific marketing materials including the following items.
6.19.6.1 Complete Marketing Plan. Proposers must submit a marketing plan outlining
how they will launch the NJPA contract to current and potential NJPA Members. NJPA
requires awarded Vendors to embrace and actively promote the contract in cooperation
with the NJPA.
6.19.6.2 Printed Marketing Materials. Awarded Vendors will produce and maintain full
color print advertisements in camera-ready electronic format,including company logos and
contact information to be used in the NJPA directory and other approved marketing
publications.
6.19.6.3 Contract announcements and advertisements. Proposers should outline in the
marketing plan their anticipated contract announcements, advertisements in industry
periodicals, and other direct or indirect marketing activities promoting the awarded NJPA
contract.
6.19.6.4 Proposer's Website. Proposers should identify how an awarded Contract will be
displayed and linked on the Proposer's website. An online shopping experience for NJPA
Members is desired whenever possible.
6.19.7 An NJPA Vendor contract launch will be scheduled during a reasonable time frame after the
award and held at the NJPA office in Staples,MN unless the Vendor and NJPA agree to a different
location.
6.20 Proposer shall identify their commitment to develop a sales/communication process to facilitate NJPA
membership and establish status of current and potential agencies/members. Proposer should further
express their commitment to capturing sufficient member information as is deemed necessary by NJPA.
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G. CERTIFICATE OF INSURANCE
6.21 Proposers must provide evidence of liability insurance coverage identified below in the form of a
Certificate of Insurance(COI) or an ACORD binder form with their proposal.Upon an award issued under
this RFP and before the execution of any commerce relating to such award, the awarded Vendor must
provide verification, in the form of a Certificate of Insurance, identifying the coverage required below and
identifying NJPA as a"Certificate Holder."The Vendor must maintain such insurance coverage at its own
expense throughout the term of any contract resulting from this solicitation.
6.22 Any exceptions or assumptions to the insurance requirements must be identified on Form C of this
RFP. Exceptions and assumptions will be considered as part of the evaluation process. Any exceptions or
assumptions that Proposers submit must be specific. If a Proposer does not include specific exceptions or
assumptions when submitting the proposal, NJPA will typically not consider any additional exceptions or
assumptions during the evaluation process. Upon contract award, the awarded Vendor must provide the
Certificate of Insurance identifying the coverage as specified.
6.23 Insurance Liability Limits.The awarded Vendor must maintain, for the duration of its contract, $1.5
million in general liability insurance coverage or general liability insurance in conjunction with an umbrella
for a total combined coverage of$1.5 million. Work on the Contract will not begin until after the awarded
Vendor has submitted acceptable evidence of the required insurance coverage. Failure to maintain any
required insurance coverage or an acceptable alternative method of insurance will be deemed a breach of
contract.
6.23.1 Minimum Scope and Limits of Insurance. A n a w a r d e d Vendor must provide
coverage with limits of liability not less than those stated below. An excess liability policy or
umbrella liability policy may be used to meet the minimum liability requirements provided that the
coverage is written on a"following form"basis.
6.23.1.1 Commercial General Liability—Occurrence Form
Policy shall include bodily injury,property damage and broad form contractual liability and
XCU coverage.
6.23.1.2 Each Occurrence $1,500,000
6.24 Insurance Requirements: The limits listed in this RFP are minimum requirements for this Contract
and in no way limit any indemnity covenants contained in this Contract. NJPA does not warrant that
the minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise
out of the performance of the work under this Contract by the Vendor, its agents, representatives,
employees, or subcontractors, and t h e Vendor is free to purchase additional insurance as may be
determined necessary.
6.25 Acceptability of Insurers: Insurance is to be placed with insurers duly licensed or authorized to
do business in the State of Minnesota and with an"A.M. Best"rating of not less than A-VII. NJPA does
not warrant that the above required minimum insurer rating is sufficient to protect the Vendor from
potential insurer solvency.
6.26 Subcontractors: Vendors' certificate(s) must include all subcontractors as additional insureds
under its policies, or the Vendor must furnish to NJPA separate certificates for each subcontractor. All
coverage for subcontractors are be subject to the minimum requirements identified above.
H. ORDER PROCESS AND/OR FUNDS FLOW
6.27 NJPA Members typically issue a purchase order directly to a Vendor under a Contract resulting from
this RFP. Alternatively, a separate contract may be created to facilitate acquiring products or services
offered in response to this RFP. Nothing in this Contract restricts the Member and Vendor from agreeing
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to add terms or conditions to a purchase order or a separate contract provided that such terms or conditions
must not be less favorable to NJPA's Members.
6.28 [This section is intentionally blank.]
I. ADMINISTRATIVE FEES
6.29 Vendors will pay to NJPA an administrative fee in exchange for NJPA facilitating this Contract with
its current and potential Members. NJPA may grant a conditional contract award to a Proposer if the
proposed administrative fee is unclear, inadequate, or unduly burdensome for NJPA to administer. Sales
under this Contract should not be processed until the parties resolve the administrative fee issue.
6.29.1 The administrative fee is typically calculated as a percentage of the dollar volume of all
products and services by NJPA Members under this Contract, including anything represented to
NJPA Members as falling under this Contract.
6.29.2 The administrative fee is included in, and not added to, the pricing included in Proposer's
response to the RFP.Awarded Vendors must not charge NJPA Members more that permitted in the
then current price list in order to offset the administrative fee.
6.29.3 The administrative fee is designed to cover the costs of NJPA's involvement in contract
management, facilitating marketing efforts, Vendor training, and any order processing tasks
relating to the Contract. Administrative fees may also be used for other purposes as allowed by
Minnesota law.
6.29.4 The typical administrative fee under this Contract is two percent(2%). While NJPA does
not dictate the particular fee percentage,we require that the Proposer articulate a specific fee in its
response. For example, merely stating that"we agree to pay an administrative fee" is considered
nonresponsive. NPJA acknowledges that the administrative fee percentage may differ between
vendors,industries, and responses.
6.29.5 NJPA awarded Vendors are responsible for paying the administrative fee at least quarterly
and for generating all related reporting. Vendors agree to cooperate with NJPA in auditing these
reports to ensure that the administrative fee is paid on all items purchased under the Contract.
6.30 through 6.32 [This section is intentionally blank.]
J.VALUE—ADDED ATTRIBUTES
6.33 Desirability of Value-Added Attributes: Value-added attributes in an RFP response will be given
positive consideration in NJPA's evaluation process. Such attributes may increase the benefit of a product
or service by improving functionality, performance, maintenance, manufacturing, delivery, energy
efficiency, ordering, or other items while remaining within the scope of this RFP.
6.34 Women and Minority Business Enterprise (WMBE), Small Business, and Other Favored
Businesses: Some NJPA Members give formal preference to certain types of vendors or contractors.
Proposers should document WMBE (or other) status for both their organization and for any affiliates (e.g.,
supplier networks)involved in fulfilling the terms of this RFP.The ability of a Proposer to provide preferred
business entity "credits" to NJPA and NJPA Members under a Contract will be evaluated positively by
NJPA and reflected in the"value added" area of the evaluation.
6.35 Environmentally Preferred Purchasing Opportunities: Many NJPA Members consider the
environmental impact of the products and services they purchase. "Green"characteristics demonstrated by
Proposers will be evaluated positively by NJPA and reflected in the "value added" area of the evaluation.
Please identify any green characteristics of any offering in your proposal and identify the sanctioning body
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determining that characteristic. Where appropriate, please indicate which products have been certified as
green and by which certifying agency.
6.36 Online Requisitioning Systems: When applicable, online requisitioning systems will be viewed as a
value-added characteristic. Proposers should demonstrate how their system makes online ordering easier
for NJPA Members, including how Members could integrate their current e-Procurement or enterprise
resource planning(ERP) systems into the Proposer's ordering process.
6.37 Financing:The ability of the Proposer to provide financing solutions to Members for the products and
services being proposed will be viewed as a value-added attribute.
6.38 Technology: Technological advances that appreciably improve the proposed products or services will
be considered value-added attributes.
K. WAIVER OF FORMALITIES
6.39 NJPA reserves the right to waive minor formalities (or to accept minor irregularities)in any proposal,
when it determines that considering the proposal may be in the best interest of its Members.
POS] AWARD OPERATING i S»'i IIII J E"
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A. SUBSEQUENT AGREEMENTS
7_1 Purchase Order. Purchase orders for products and services may be executed between NJPA Members
and the awarded Vendor (or Vendor's sub-contractors) under this Contract. NJPA Members and Vendors
must indicate on the face of such purchase orders that"This purchase order is issued under NJPA contract
#XXXXXX" (insert the relevant contract number). Purchase order flow and procedure will be developed
jointly between NJPA and an awarded Vendor after an award is made.
7_2 Governing Law. Purchase orders must be construed in accordance with, and governed by, the laws of
a competent jurisdiction with respect to the Member. (See also Section 8.5 of this RFP.) All provisions
required by law to be included in the purchase order should be read and enforced as if they were included.
If through mistake or otherwise any such provision is not included, then upon application of either party
the Contract shall be physically amended to make such inclusion or correction. The venue for any litigation
arising out of disputes related to purchase order will be a court of competent jurisdiction with respect to the
Member.
7_3 Additional Terms and Conditions. Additional terms and conditions to a purchase order may be
proposed by NJPA, NJPA Members, or Vendors. Acceptance of these additional terms and conditions is
optional to all parties to the purchase order. One purpose of these additional terms and conditions is to
address j ob-or industry-specific requirements of law such as prevailing wage legislation. Additional terms
and conditions may also include specific local policy requirements and standard business practices of the
issuing Member or the Vendor. Such additional terms and conditions are not considered valid to the extent
that they interfere with the general purpose, intent, or currently established terms and conditions contain in
this RFP document. For example,a Vendor and Member may agree to add a"net 30"payment requirement
to the purchase order instead of applying a"net 10"requirement. But the added terms and conditions must
not be less favorable to the Member unless NJPA, the Member, and the Vendor agree to a Contract
amendment or similar modification.
7_4 Specialized Service Requirements. In the event that the NJPA Member desires service requirements
or specialized performance requirements (such as e-commerce specifications, specialized delivery
requirements, or other specifications and requirements) not addressed in the Contract resulting from this
RFP, the NJPA Member and the Vendor may enter into a separate, standalone agreement, apart from a
Contract resulting from this RFP. Any proposed service requirements or specialized performance
requirements require pre-approval by the Vendor. Any separate agreement developed to address these
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specialized service or performance requirements is exclusively between the NJPA Member and Vendor.
NJPA, its agents, and employees shall not be made a party to any claim for breach of such agreement.
Product sourcing is not considered a service. NJPA Members will need to conduct procurements for any
specialized services not identified as a part of or within the scope of the awarded Contract.
7_5 Performance Bond. At the request of the Member, a Vendor will provide all performance bonds
typically and customarily required in their industry. These bonds will be issued pursuant to the
requirements of purchase orders for products and services. If a purchase order is cancelled for lack of a
required performance bond by the member agency, NJPA recommends that the current pending purchase
order be canceled. Each Member has the final decision on purchase order continuation. Any performance
bonding required by the Member,the Member's state laws,or by local policy is to be mutually agreed upon
and secured between the Vendor and the Member.
7.6 Asset Management Contracts: Asset Management-type Contracts can be initiated under a Contract
resulting from this RFP at any time during the term of this Contract. Such a contract could involve, for
example, picking up, storing, repairing, inventorying, salvaging, and delivery products falling within the
scope of this Contract. The intention in using Asset Management Contracts is to promote the long-term
efficiency of NJPA's contracts by (among other things) extending the use and re-use of products. Asset
Management Contracts cannot be created under this Contract unless they are executed within the authorized
terin of a Contract resulting from this RFP. The actual term of the Asset Management Contract may,
however, extend beyond the expiration date of this Contract.
B. NJPA MEMBER SIGN-UP PROCEDURE
7_6 Awarded Vendors are responsible for familiarizing their sales and service forces with the various forms
of NJPA membership documentation and will encourage and assist potential Members in establishing
membership with NJPA. NJPA membership is available at no cost, obligation, or liability to the Member
or the Vendor.
C. REPORTING OF SALES ACTIVITY
7_7 Awarded Vendors must report at least quarterly the total gross dollar volume of all products and services
purchased by NJPA Members as it applies to this RFP and Contract. This report must include the name
and address of the purchasing agency,Member number, amount of purchase, and a description of the items
purchased.
7.7.1 Zero sales reports: Awarded Vendors must provide a quarterly Contract sales report
regardless of the amount of sales.
D. AUDITS
7_8 NJPA relies substantially on the reasonable auditing efforts of both Members and awarded Vendors to
ensure that Members are obtaining the products, services, pricing, and other benefits under all NJPA
contracts. Nonetheless, the Vendor must retain and make available to NJPA all order and invoicing
documentation related to purchases that Members make from the Vendor under the awarded Contract.
NJPA must not request such information more than once per calendar year, and NJPA must make such
requests in writing with at least fourteen(14)days' notice.NJPA may employ an independent auditor at its
own expense or conduct an audit on its own. In either event, the Vendor agrees to cooperate fully with
NJPA or its agents in order to ensure compliance with this Contract.
E. HUB PARTNER
7_9 Hub Partner: NJPA Members may request special services through a"Hub Partner" for the purpose
of complying with a law, regulation, or rule that an NJPA Member deems to apply in its jurisdiction. Hub
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Partners may bring value to the proposed transactions through consultancy, through qualifying for
disadvantaged business entity credits, or through other means.
7.10 Hub Partner Fees: NJPA Members are responsible for any transaction fees, costs, or expenses that
arise under this Contract for special service provided by the Hub Partner.The fees,costs,or expenses levied
by the Hub Vendor must be clearly itemized in the transaction documentation.To the extent that the Vendor
stands in the chain of title during a transaction resulting from this RFP, the documentation must clearly
indicate that the transaction is "Executed for the Benefit of[NJPA Member name]."
F. TRADE-INS
7.11 The value in US Dollars for Trade-ins will be negotiated between NJPA or an NJPA Member, and an
Awarded Vendor. That identified"Trade-In"value shall be viewed as a down payment and credited in full
against the NJPA purchase price identified in a purchase order issued pursuant to any Awarded NJPA
procurement contract. The full value of the trade-in will be consideration.
G. OUT OF STOCK NOTIFICATION
7.12 The Vendor must immediately notify NJPA Members when they order an out-of-stock item. The
Vendor must also tell the Member when the item will be available and whether there are equivalent
substitutes. The Member must have the option of accepting the suggested substitute or canceling the item
from the order. Under no circumstance may the Vendor make unauthorized substitutions. Unfilled or
substituted items must be indicated on the packing list.
H. CONTRACT TERMINATION FOR CAUSE AND WITHOUT CAUSE
7.13 NJPA reserves the right to cancel all or any part of this Contract if the Vendor fails to fulfill any
material obligation,term,or condition as described in the following procedure. Before any such termination
for cause,the NJPA will provide written notice to the Vendor, an opportunity to respond, and a reasonable
opportunity to cure the breach. The following are some examples of material breaches.
7.13.1 The Vendor provides products or services that do not meet reasonable quality
standards and that are not remedied under the warranty;
7.13.2 The Vendor fails to ship the products or to provide the services within a reasonable
amount of time;
7.13.3 NJPA reasonably believes that the Vendor will not or cannot perform to the
requirements or expectations of the Contract,NJPA issues a request for assurance,
and the Vendor fails to respond;
7.13.4 The Vendor fails to fulfill any of the material terms and conditions of the Contract;
7.13.5 The Vendor fails to follow the established procedure for purchase orders,invoices,
or receipt of funds as established by NJPA and the Vendor;
7.13.6 The Vendor fails to properly report quarterly sales;
7.13.7 The Vendor fails to actively market this Contract within the guidelines provided
in this RFP and defined in the NJPA contract launch.
7.14 Upon receipt of the written notice of breach,the Vendor will have ten(10)business days to provide a
satisfactory response to NJPA. If the Vendor fails to reasonably address all issues in the written notice,
NJPA may terminate the Contract immediately.If NJPA allows the Vendor more time to remedy the breach,
such forbearance does not limit NJPA's authority to immediately terminate the Contract for continued
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breaches for which notice was given to the Vendor. Termination of the Contract for cause does not relieve
either party of the financial,product, or service obligations incurred before the termination.
8_2 [This section is intentionally blank.]
7.16 NJPA may terminate the Contract if the Vendor files for banluuptcy protection or is acquired by an
independent third party. The Vendor must disclose to NJPA any litigation, bankruptcy, or
suspensions/disbarments that occur during the Contract period. Failure to disclose such information
authorizes NJPA to immediately terminate the Contract.
7.17 NJPA may terminate the Contract without cause by giving the Vendor sixty(60) days' written notice
of termination. Termination of the Contract without cause does not relieve either party of the financial,
product, or service obligations incurred before the termination.
7.18 NJPA may immediately terminate any Contract without further obligation if any NJPA employee
significantly involved in initiating, negotiating, securing, drafting, or creating the Contract on behalf of
NJPA has colluded with any Proposer for personal gain. NJPA may also immediately cancel a Contract if
it finds that gratuities,in the form of entertainment,gifts or otherwise,were offered or given by the Vendor
or any agent or representative of the Vendor, to any employee of NJPA. Such terminations are effective
upon written notice from NJPA or at a later date designated in the notice. Termination of the Contract does
not relieve either party of the financial,product, or service obligations incurred before the termination.
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8. ADVERTISING A CONTRACT RESULTING FROM THIS RFP
8_1 Proposer/Vendor must not advertise or publish information concerning this Contract before the award
is announced by NJPA. Once the award is made, a Vendor is expected to advertise the awarded Contract
to both current and potential NJPA Members.
B. APPLICABLE LAW
8_2 [This section is intentionally blank.]
8_3 NJPA Compliance with Minnesota Procurement Law: NJPA has designed its procurement process
to comply with best practices in the State of Minnesota. NJPA's solicitation methods are also created to
comply with many of the various requirements that our Members must satisfy in their own procurement
processes. But these requirements may differ considerably and may change from time to time. So each
NJPA Member must make its own determination whether NJPA's solicitation process satisfies the
procurement rules in the Member's jurisdiction.
8_4 Governing law with respect to delivery and acceptance: All applicable portions of the Minnesota
Uniform Commercial Code, all other applicable Minnesota laws, and the applicable laws and rules of
delivery and inspection of the Federal Acquisition Regulations (FAR) laws will govern NJPA contracts
resulting from this solicitation.
8_5 Jurisdiction: Any claims that arise against NJPA pertaining to this RFP,and any resulting contract that
develops between NJPA and any other party, must be brought only in courts in Todd County in the State
of Minnesota unless otherwise agreed to.
8.5.1 Purchase orders or other agreements created pursuant to a contract resulting from this
solicitation must be construed in accordance with, and governed by, the laws of the issuing
Member. Any claim arising from such a purchase order or agreement must be filed and venued in
a court of competent jurisdiction of the Member unless otherwise agreed to.
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8.6 through 8.7 [This section is intentionally blank.]
8_8 Indemnification: Each party is responsible for its own acts and is not responsible for the acts of the
other party and the results thereof. NJPA's liability is governed by the Minnesota Tort Claims Act(Minn.
Stat. §3.736) and other applicable law.
8_9 Prevailing wage: The Vendor must comply with applicable prevailing wage legislation in effect in the
jurisdiction of the NJPA Member. The Vendor must monitor the prevailing wage rates as established by
the appropriate federal governmental entity during the term of this Contract and adjust wage rates
accordingly.
8.10 Patent and copyright infringement: The Vendor agrees to indemnify and hold harmless NJPA and
NJPA Members against any and all suits, claims,judgments, and costs instituted or recovered against the
Vendor,NJPA, or NJPA Members by any person on account of the use or sale of any articles by NJPA or
NJPA Members if the Vendor supplied such articles in violation of applicable patent or copyright laws.
C. ASSIGNMENT OF CONTRACT
8.11 No right or interest in this Contract may be assigned or transferred by the Vendor without prior written
permission by the NJPA. No delegation of any duty of the Vendor under this Contract may be made without
prior written permission of the NJPA. NJPA will notify Members by posting approved assignments on the
NJPA website(www.njpacoop.org).
8.12 If the original Vendor sells or transfers all assets or the entire portion of the assets used to perform this
Contract,a successor-in-interest must perform all obligations under this Contract. NJPA reserves the right
to reject the acquiring entity as a Vendor. A change of name agreement will not change the contractual
obligations of the Vendor.
D. LIST OF PROPOSERS
8.13 NJPA will not maintain a list of interested proposers,nor will it automatically send RFPs to them. All
interested proposers must request the RFP as a result of NJPA's national solicitation advertisements.
Because of the wide scope of the potential Members and qualified national suppliers,NJPA has determined
this to be the best method of fairly soliciting proposals.
E. CAPTIONS,HEADINGS,AND ILLUSTRATIONS
8.14 The captions, illustrations, headings, and subheadings in this RFP are for convenience and ease of
understanding and in no way define or limit the scope or intent of this request.
F. DATA PRACTICES
8.15 All materials submitted in response to this RFP become NJPA's property and become public records
(under Minn. Stat. §13.591) after the evaluation process is completed. If the Proposer submits information
in response to this RFP that it requests to be classified as nonpublic information (as defined by the
Minnesota Government Data Practices Act, Minn. Stat. §13.37), the Proposer must meet the following
requirements.
8.15.1 The Proposer must make the request within thirty (30) days of the award/nonaward
notification, and include the appropriate statutory justification. Pricing, marketing plans, and
financial information is generally not redactable. The NJPA Legal Department will review the
request to determine whether the information can be withheld or redacted.If NJPA determines that
it must disclose the information upon a proper request for such information, NJPA will inform the
Proposer of such determination.
28
8.15.2 The Proposer must defend any action seeking release of the materials that it believes to be
nonpublic information, and it must indemnify and hold harmless NJPA,its agents,and employees,
from any judgments or damages awarded against NJPA in favor of the party requesting the
materials,and any and all costs connected with that defense.This indemnification survives the term
of any contract awarded under this RFP. In submitting a response to this RFP,the Proposer agrees
that this indemnification survives as long as NJPA possesses the confidential information.
8.16 [This section is intentionally blank.]
G. ENTIRE AGREEMENT
8.17 This Contract, as defined herein, constitutes the entire agreement between the parties to this Contract.
A Contract resulting from this RFP is formed when the NJPA Board of Directors approves and signs the
applicable Contract Award& Acceptance document(Form E).
H. FORCE MAJEURE
8.18 Except for payments of sums due, neither party is liable to the other nor deemed in default under this
Contract if and to the extent that such party's performance of this Contract is prevented due to force
majeure. The term "force maj cure" means an occurrence that is beyond the control of the party affected
and occurs without its fault or negligence including,but not limited to, the following: acts of God, acts of
the public enemy, war, riots, strikes, mobilization, labor disputes, civil disorders, fire, flood, snow,
earthquakes, tornadoes or violent wind, tsunamis, wind shears, squalls, Chinooks, blizzards, hail storms,
volcanic eruptions, meteor strikes, famine, sink holes, avalanches, lockouts, injunctions-intervention-acts,
terrorist events or failures or refusals to act by government authority and/or other similar occurrences where
such party is unable to prevent by exercising reasonable diligence. The force majeure is deemed to
commence when the party declaring force majeure notifies the other party of the existence of the force
maieure and is deemed to continue as long as the results or effects of the force majeure prevent the party
from resuming performance in accordance with a Contract resulting from this RFP. Force majeure does
not include late deliveries of products and services caused by congestion at a manufacturer's plant or
elsewhere, an oversold condition of the market,inefficiencies, or other similar occurrences. If either party
is delayed at any time by force majeure, then the delayed party must(if possible) notify the other party of
such delay within forty-eight(48)hours.
8.19 through 8.20 [These sections are intentionally blank.[
K. LICENSES
8.21 The Vendor must maintain a valid status on all required federal, state, and local licenses, bonds, and
permits required for the operation of the business that the Vendor conducts with NJPA and NJPA Members.
8.22 All responding Proposers must be licensed (where required) and must have the authority to sell and
distribute the offered products and services to NJPA and NJPA Members. Documentation of the required
licenses and authorities, if applicable, should be included in the Proposer's response to this RFP.
L. MATERIAL SUPPLIERS AND SUB-CONTRACTORS
8.23 The awarded Vendor must supply the names and addresses of sourcing suppliers and sub-contractors
as a part of the purchase order when requested by NJPA or an NJPA Member.
M. NON-WAIVER OF RIGHTS
8.24 No failure of either party to exercise any power given to it hereunder,nor a failure to insist upon strict
compliance by the other party with its obligations hereunder, nor a custom or practice of the parties at
variance with the terms hereof, nor any payment under a Contract resulting from this RFP constitutes a
29
waiver of either party's right to demand exact compliance with the terms hereof. Failure by NJPA to take
action or to assert any right hereunder does not constitute a waiver of such right.
N. PROTESTS OF AWARDS MADE
8.25 And protests must be filed with NJPA's Executive Director and must be resolved in accordance with
appropriate Minnesota rules. Protests will only be accepted from Proposers. A protest of an award or
nonaward must be filed in writing with NJPA within ten (10) calendar days after the public notice or
announcement of the award or nonaward. A protest must include the following items.
8.25.1 The name, address, and telephone number of the protester;
8.25.2 The original signature of the protester or its representative (you must document the
authority of the representative);
8.25.3 Identification of the solicitation by RFP number;
8.25.4 Identification of the statute or procedure that is alleged to have been violated;
8.25.5 A precise statement of the relevant facts;
8.25.6 Identification of the issues to be resolved;
8.25.7 The aggrieved party's argument and supporting documentation;
8.25.8 The aggrieved party's statement of potential financial damages; and
8.25.9 A protest bond in the name of NJPA and in the amount of 10% of the aggrieved party's
statement of potential financial damages.
O. SUSPENSION OR DISBARMENT STATUS
8.26 If within the past five (5) years, any firm, business, person or Proposer responding to an NJPA
solicitation has been lawfully terminated, suspended, or precluded from participating in any public
procurement activity with a federal, state, or local government or education agency, the Proposer must
include a letter with its response setting forth the name and address of the public procurement unit, the
effective date of the suspension or debarment,the duration of the suspension or debarment,and the relevant
circumstances relating to the suspension or debarment_ Any failure to supply such a letter or to disclose
pertinent information may result in the termination of a Contract. By signing the proposal affidavit, the
Proposer certifies that no current suspension or debarment exists.
P. AFFIRMATIVE ACTION AND IMMIGRATION STATUS CERTIFICATION
8.27 An Affirmative Action Plan, Certificate of Affirmative Action, or other documentation regarding
Affirmative Action may be required by NJPA or NJPA Members relating to a transaction from this
RFP. Vendors must comply with any such requirements or requests.
8.28 Immigration Status Certification may be required by NJPA or NJPA Members relating to a transaction
from this RFP. Vendors must comply with any such requirements or requests.
Q. SEVERABILITY
8.29 In the event that any of the terms of a Contract resulting from this RFP are in conflict with any rule,
law,or statutory provision,or are otherwise unenforceable under the laws or regulations of any government
or subdivision thereof, such terms will be deemed stricken from the Contract, but such invalidity or
unenforceability shall not invalidate any of the other terms of an awarded Contract resulting from this RFP.
30
R. RELATIONSHIP OF PARTIES
8.30 No Contract resulting from this RFP may be considered a contract of employment. The relationship
between NJPA and an awarded Vendor is one of independent contractors, each free to exercise judgment
and discretion with regard to the conduct of their respective businesses. The parties neither intend the
proposed Contract to create,nor is to be construed as creating, a partnership,joint venture,master-servant,
principal-agent, or any other,relationship. Except as provided elsewhere in this RFP, neither party may be
held liable for acts of omission or commission of the other party and neither parry is authorized or has the
power to obligate the other party by contract, agreement, warranty, representation, or otherwise in any
manner whatsoever except as may be expressly provided herein.
�� IIIDtIIII
[THE REST OF THIS PAGE HAS BEEN LEFT INTENTIONALLY BLANK.1
31
Form A `
PROPOSER QUESTIONNAIRE- General Business Information ei�JPA;��`i
(Products, Pricing, Sector Specific, Services, Terms and Warranty are addressed on Form P)
Proposer Name: Questionnaire completed by:
Please identify the person NJPA should correspond with from now through the Award process:
Name: E-Mail address:
Please answer the questions below using the Microsoft Word®version of this document. This allows NJPA evaluators to
cut and paste your answers into a separate worksheet.Place your answer directly below each question.NJPA prefers a brief
but thorough response to each question. Please do not merely attach additional documents to your response without also
providing a substantive response. Do not leave answers blank; mark"NA"if the question does not apply to you(preferably
with an explanation). Please create a response that is easy to read and understand. For example,you may consider using a
different font and color to distinguish your answer from the questions.
Company Information&Financial Strenuth
1) Provide the full legal name, mailing and email addresses, tax identification number, and telephone number for your
business.
2) Provide a brief history of your company, including your company's core values,business philosophy, and longevity in
the RECREATION AND PLAYGROUND EQUIPMENT, ACCESSORIES,AND SUPPLIES ,industry.
3) Provide a detailed description of the products and services that you are offering in your proposal.
4) What are your company's expectations in the event of an award?
5) Demonstrate your financial strength and stability with meaningful data. This could include such items as financial
statements, SEC filings, credit and bond ratings, letters of credit, and detailed reference letters.
6) What is your US market share for the solutions that you are proposing?What is your Canadian market share, if any?
7) Has your business ever petitioned for bankruptcy protection?Please explain in detail.
8) How is your organization best described:is it a manufacturer,a distributor/dealer/reseller,or a service provider? Answer
whichever question(either a) or b)just below)best applies to your organization.
a) If your company is best described as a distributor/dealer/reseller (or similar entity), please provide your written
authorization to act as a distributor/dealer/reseller for the manufacturer of the products proposed in this RFP. If
applicable, is your dealer network independent or company owned?
b) If your company is best described as a manufacturer or service provider,please describe your relationship with your
sales and service force and with your dealer network in delivering the products and services proposed in this RFP.
Are these individuals your employees, or the employees of a third party?
9) If applicable,provide a detailed explanation outlining the licenses and certifications that are both required to be held,
and actually held,by your organization(including third parties and subcontractors that you use)in pursuit of the business
contemplated by this RFP.
10) Provide all"Suspension or Disbarment" information that has applied to your organization during the past ten years.
11) Within this RFP category there may be subcategories of solutions. List subcategory titles that best describe your
products and services.
Industry Recotnition&Marketplace Success
32
12) Describe any relevant industry awards or recognition that your company has received in the past five years.
13) Supply three references/testimonials from your customers who are eligible for NJPA membership. At a minimum,
please include the entity's name, contact person, and phone number.
14) Provide a list of your top five governmental or educational customers (entity name is optional), including entity type,
the state the entity is located in, scope of the projects, size of transactions, and dollar volumes from the past three years.
15) Indicate separately what percentages of your sales are to the government and education sectors in the past three years?
16) List any state or cooperative purchasing contracts that you hold. What is the annual sales volume for each of these
contracts over the past three years?
17) List any GSA contracts that you hold. What is the annual sales volume for each of these contracts over the past three
years?
Proposer's Ability to Sell and Deliver Service Nationwide
18) Describe your company's capability to meet NJPA Member's needs across the country. Your response should address
at least the following areas.
a) Sales force.
b) Dealer network or other distribution methods.
c) Service force.
Please include details,such as the locations of your network of sales and service providers,the number of workers(full-
time equivalents) involved in each sector, whether these workers are your direct employers (or employees of a third
party), and any overlap between the sales and service functions.
19) Describe in detail the process and procedure of your customer service program, if applicable. Please include your
response-time capabilities and commitments,as well as any incentives that help your providers meet your stated service
goals or promises.
20) a)Identify any geographic areas of the United States that you will NOT be fully serving through the proposed contract.
b) Identify any NJPA Member sectors (i.e., government, education, not-for-profit) that you will NOT be fully serving
through the proposed contract. Please explain your answer. For example, does your company have only a regional
presence, or do other cooperative purchasing contracts limit your ability to promote another contract?
21) Define any specific contract requirements or restrictions that would apply to our Members in Hawaii and Alaska and in
US Territories.
Marketing Plan
22) If you are awarded a contract, how will you train your sales management, dealer network, and direct sales teams
(whichever apply)to ensure maximum impact?Please include how you will communicate your NJPA pricing and other
contract detail to your sales force nationally.
23) Describe your marketing strategy for promoting this contract opportunity. Please include representative samples of
your marketing materials in electronic format.
24) Describe your use of technology and digital data (e.g., social media, metadata usage) to enhance marketing
effectiveness.
25) In your view, what is NJPA's role in promoting contracts arising out of this RFP? How will you integrate an NJPA-
awarded contract into your sales process?
33
26) Are your products or services available through an e-procurement ordering process?If so,describe your e-procurement
system and how governmental and educational customers have used it.
Value-Added Attributes
27) Describe any product, equipment,maintenance, or operator training programs that you offer to NJPA Members.Please
include details, such as whether training is standard or optional,who provides training, and any costs that apply.
28) Describe any technological advances that your proposed products or services offer.
29) Describe any "green" initiatives that relate to your company or to your products or services, and include a list of the
certifying agency for each.
30) Describe any Women or Minority Business Entity (WMBE) or Small Business Entity (SBE) accreditations that your
company or hub partners have obtained.
31) What unique attributes does your company,your products,or your services offer to NJPA Members?What makes your
proposed solutions unique in your industry as it applies to NJPA members?
32) Identify your ability and willingness to provide your products and services to NJPA member agencies in Canada.
NOTE: Questions regarding Payment Terms,Warranty,Products/Equipment/Services,Pricing and
Delivery, and Industry Specific Items are addressed on Form P.
Signature: Date:
34
Form B
PROPOSER INFORMATION
Company Name:
Address:
City/State/Zip:
Phone: Fax:
Toll-Free Number: E-mail:
Website Address:
COMPANY PERSONNEL CONTACTS
Authorized signer for your organization
Name:
Email: Phone:
The person identified here must have proper signing authority to sign the"Proposer's Assurance of Compliance"on behalf
of the Proposer.
Who prepared your RFP response?
Name: Title:
Email: Phone:
Who is vour company's primary contact person for this proposal?
Name: Title:
Email: Phone:
Other important contact information
Name: Title:
Email: Phone:
Name: Title:
Email: Phone:
35
Form C
EXCEPTIONS TO PROPOSAL, TERMS, CONDITIONS,
AND SOLUTIONS REQUEST �,�$�JP'�i ���;�
Company Name:
Any exceptions to the terms, conditions, specifications, or proposal forms contained in this RFP must be noted in writing
and included with the Proposer's response. The Proposer acknowledges that the exceptions listed may or may not be
accepted by NJPA or included in the final contract. NJPA will make reasonable efforts to accommodate the listed
exceptions and may clarify the exceptions in the appropriate section below.
Term, Condition, or NJPA
Section/page Specification Exception ACCEPTS
Proposer's Signature: Date:
NJPA's clarification on exceptions listed above:
36
Contract Award
RFP #030117
FORM D �
Formal Offering of Proposal ;* "•„
(To be completed only by the Proposer)
RECREATION AND PLAYGROUND EQUIPMENT, ACCESSORIES, AND SUPPLIES
In compliance with the Request for Proposal (RFP) for (RECREATION AND PLAYGROUND EQUIPMENT,
ACCESSORIES,AND SUPPLIES, the undersigned warrants that the Proposer has examined this RFP and,being familiar
with all of the instructions,terms and conditions,general and technical specifications,sales and service expectations,and any
special terms,agrees to furnish the defined products and related services in full compliance with all terms and conditions of
this RFP, any applicable amendments of this RFP, and all Proposer's response documentation. The Proposer further
understands that it accepts the full responsibility as the sole source of solutions proposed in this RFP response and that the
Proposer accepts responsibility for any subcontractors used to fulfill this proposal.
Company Name: Date:
Company Address:
City: State: Zip:
Contact Person: Title:
Authorized Signature:
(Name printed or typed)
37
Form E ,�
e
XQl tip,14.11 ind VX.Ira Bdi Alitu4
MPI1w"N101.
Contract Acceptance and Award
(To be completed only by NJPA)
NJPA,#030117
Proposer's full legal name
Your proposal is hereby accepted, and a Contract is awarded. As an awarded Proposer,you are now bound to provide the
defined products and services contained in your proposal offering according to all terms,conditions, and pricing set forth in
this RFP, any amendments to this RFP,your response, and any exceptions accepted by NJPA.
The effective start date of the Contract will be , 20 and continue until-
(no later than the later of four years from the expiration date of the currently awarded
contract or four years from the NJPA Board's contract award date). This contract may be extended for a fifth year at NJPA's
discretion.
National Joint Powers Alliance® (NJPA)
NJPA Authorized signature:
NJPA Executive Director (Name printed or typed)
Awarded this day of , 20 NJPA Contract Number #030117
NJPA Authorized signature:
NJPA Board Member (Name printed or typed)
Executed this day of 120 NJPA Contract Number #030117
The Proposer hereby accepts this Contract award,including all accepted exceptions and NJPA clarifications.
Vendor Name
Vendor Authorized signature:
(Name printed or typed)
Title:
Executed this day of ,20 NJPA Contract Number #030117
38
Form F �, •'.
PROPOSER ASSURANCE OF COMPLIANCE
Proposal Affidavit Signature Page
PROPOSER'S AFFIDAVIT
The undersigned, authorized representative of the entity submitting the foregoing proposal (the"Proposer"), swears that
the following statements are true to the best of his or her knowledge.
1. The Proposer is submitting its proposal under its true and correct name,the Proposer has been properly originated
and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before
delivering any products and related services,all applicable licenses necessary for such delivery to NJPA members
agencies. The undersigned affirms that he or she is authorized to act on behalf of,and to legally bind the Proposer
to the terms in this Contract.
2. The Proposer, or any person representing the Proposer,has not directly or indirectly entered into any agreement
or arrangement with any other vendor or supplier, any official or employee of NJPA, or any person, firm, or
corporation under contract with NJPA, in an effort to influence the pricing, terms, or conditions relating to this
RFP in any way that adversely affects the free and open competition for a Contract award under this RFP.
3. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications
request, and other documents in this solicitation and affirms that any and all exceptions have been noted in
writing and have been included with the Proposer's RFP response.
4. The Proposer will, if awarded a Contract, provide to NJPA Members the /products and services in accordance
with the terms, conditions, and scope of this RFP, with the Proposer-offered specifications, and with the other
documents in this solicitation.
5. The Proposer agrees to deliver products and services through valid contracts,purchase orders, or means that are
acceptable to NJPA Members. Unless otherwise agreed to, the Proposer must provide only new and first-quality
products and related services to NJPA Members under an awarded Contract.
6. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations,rules, and
orders.
7. The Proposer understands that NJPA will reject RFP proposals that are marked"confidential" (or "nonpublic,"
etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are
considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals
generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be
considered a"trade secret," and thus nonpublic data under Minnesota's Data Practices Act.
8. The Proposer understands that it is the Proposer's duty to protect information that it considers nonpublic,
and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a
data designation.
[The rest of this page has been left intentionally blank. Signature page below)
39
By signing below,Proposer is acknowledging that he or she has read, understands, and agrees to comply with the terms
and conditions specified above.
Company Name:
Address:
City/State/Zip:
Telephone Number:
E-mail Address:
Authorized Signature:
Authorized Name(printed):
Title:
Date:
Notarized
Subscribed and sworn to before me this day of , 20
Notary Public in and for the County of State of
My commission expires:
Signature:
40
Form G �
*..
OVERALL EVALUATION AND CRITERIA /i
For the Proposed Subject RECREATION AND PLAYGROUND EQUIPMENT, ACCESSORIES, AND
SUPPLIES
Conformance to RFP Terms and Conditions 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service Nationwide 100
Marketing Plan 50
Value-Added Attributes 75
Warranty 50
Depth and Breadth of Offered Products and Related 200
Services
Pricing 400
TOTAL POINTS 1000
Reviewed by: Its
Its
41
Form P (@
PROPOSER QUESTIONNAIRE
Payment Terms,Warranty,Products and Services,Pricing and Delivery, and Industry-Specific Questions
Proposer Name:
Questionnaire completed by:
Payment Terms and Financing Options
1) What are your payment terms (e.g., net 10,net 30)?
2) Do you provide leasing or financing options, especially those options that schools and governmental entities may
need to use in order to make certain acquisitions?.
3) Briefly describe your proposed order process. Please include enough detail to support your ability to report quarterly
sales to NJPA. For example, indicate whether your dealer network is included in your response and whether each
dealer(or some other entity)will process the NJPA Members' purchase orders.
4) Do you accept the P-card procurement and payment process?If so, is there any additional cost to NJPA Members for
using this process?
Warranty
5) Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims
procedure, and overall structure. You may include in your response a copy of your warranties, but at a minimum
please also answer the following questions.
• Do your warranties cover all products,parts, and labor?
• Do your warranties impose usage restrictions or other limitations that adversely affect coverage?
• Do your warranties cover the expense of technicians' travel time and mileage to perform warranty repairs?
• Are there any geographic regions of the United States for which you cannot provide a certified technician to
perform warranty repairs? How will NJPA Members in these regions be provided service for warranty repair?
• Will you cover warranty service for items made by other manufacturers that are part of your proposal,or are these
warranties issues typically passed on to the original equipment manufacturer?
• What are your proposed exchange and return programs and policies?
6) Describe any service contract options for the items included in your proposal.
Pricing,Delivery,Audits,and Administrative Fee
7) Provide a general narrative description of the equipment/products and related services you are offering in your
proposal.
8) Describe your pricing model (e.g., line-item discounts or product-category discounts). Provide detailed pricing data
(including standard or list pricing and the NJPA discounted price)on all of the items that you want NJPA to consider
as part of your RFP response.Provide a SKU for each item in your proposal. (Keep in mind that reasonable price and
product adjustments can be made during the term of an awarded Contract. See the body of the RFP and the Price and
Product Change Request Form for more detail.)
42
9) Please quantify the discount range presented in this response. For example,indicate that the pricing in your response
represents is a 50%percent discount from the MSRP or your published list.
10) The pricing offered in this proposal is
a. the same as the Proposer typically offers to an individual municipality,university, or school
district.
b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations,
or state purchasing departments.
c.better than the Proposer typically offers to GPOs, cooperative procurement organizations, or
state purchasing departments.
d. other than what the Proposer typically offers (please describe).
11) Describe any quantity or volume discounts or rebate programs that you offer.
12) Propose a method of facilitating "sourced"products or related services, which may be referred to as "open market"
items or"nonstandard options". For example,you may supply such items "at cost" or"at cost plus a percentage," or
you may supply a quote for each such request.
13) Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response. This
cost includes all additional charges that are not directly identified as freight or shipping charges. For example, list
costs for items like installation, set up,mandatory training,or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
14) if delivery or shipping is an additional cost to the NJPA Member,describe in detail the complete shipping and delivery
program.
15) Specifically describe those shipping and delivery programs for Alaska,Hawaii, Canada, or any offshore delivery.
16) Describe any unique distribution and/or delivery methods or options offered in your proposal.
17) Please specifically describe any self-audit process or program that you plan to employ to verify compliance with your
proposed Contract with NJPA. This process includes ensuring that NJPA Members obtain the proper pricing,that the
Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to
NJPA.
18) Identify a proposed administrative fee that you will pay to NJPA for facilitating,managing, and promoting the NJPA
Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor's
sales under the Contract or as a per-unit fee; it is not a line-item addition to the Member's cost of goods. (See RFP
Section 6.29 and following for details.)
Industry-Specific Ouestions
19) Of the following main categories, identify those in which you provide solutions: playground, recreation,
aquatic/beach, and/or ice arena.
20) If your RFP offering better fits within a sub-category not identified in the preceding question, identify the
subcategory using the list provided in the scope section of this RFP (Sec. 3.17.1.1).
21) Rank any subcategories you fit into (e.g., 1-5)based on how strongly you are positioned within each.
22) Specifically describe any manufacturing processes or material specification-related attributes that differentiate your
offering from your competitors.
23) Describe any serviceability attributes that your offered solutions contain.Please indicate which of these attributes are
considered"industry-expected attributes"and which you believe are"vendor differentiators."
Signature: Date:
43
1 ^, ,
III � „ A
Electronic Copy
Check when Hard Copy Required Required-CD or
Completed Contents of Your Bid Proposal Signed and Dated Flash Drive
Form A: Proposer Questionnaire with all
questions answered completely X-signature page only X
Form B: Proposer Information X
Form C: Exceptions to Proposal,Terms,
Conditions, and Solutions Request X X
Form D: Formal Offering of Proposal X X
Form E. Contract Acceptance and Award X
Form F: Proposers Assurance of Compliance X X
Form P: Proposer Questionnaire with all
questions answered completely X-signature page only X
Certificate of Insurance with $1.5 million coverage X X
Copy of all RFP Addendums issued by NJPA X X
Pricingforall Products/Equipment/Services
within the RFP being proposed X
Entire Proposal submittal including signed
documents and forms. X
All forms in the Hard Copy Required Signed and
Dated should be inserted in the front of the
submitted response, unbound.
Package containing your proposal labeled and
sealed with the following language:
"Competitive Proposal Enclosed, Hold for Public
Opening XX-XX-XXXX"
Response Package mailed and delivered priorto
deadline to:
NJPA, 20212th St NE, Staples, MN 56479
44
11 1III' F`°IflIIt(;YIiII[III�„(t 1 .:P,J) flll[,ttitlTt III t III M.11: III i�tt(Ji i III[ C1i�
Section 1. Instructions for Vendor
Requests for product or service changes,additions,or deletions will be considered at any time throughout the awarded
contract term. All requests must be made in writing by completing sections 2,3,and 4 of this NJPA Price and Product
Change Request Form and signed by an authorized Vendor representative in section 5. All changes are subject to
review by the NJPA Contracts & Compliance Manager and to approval by NJPA's Chief Procurement Officer.
Submit request through email to your assigned NJPA Contract Administrator.'
NJPA will determine whether the request is 1) within the scope of the original RFP, and 2) in the best interests of
NJPA and NJPA Members. Approved Price and Product Change Request Forms will be signed and emailed to the
Vendor contact.
The Vendor must complete this change request form and individually list or attach all items or services subject to
change,must provide sufficiently detailed explanation and documentation for the change,and must include a complete
restatement of pricing documentation in an appropriate format (preferably Microsoft® Excel®). The pricing
document must identify all products and services being offered and must conform to the following NJPA product/price
change naming convention: (Vendor Name) (NJPA Contract#)(effective pricing date);for example,"Acme Widget
Company 4012416-AWC eff. 01-01-2017."
NOTE: New pricing restatements must include all products and services offered regardless of whether their prices
have changed and must include a new"effective date"on the pricing documents. This requirement reduces confusion
by providing a single, current pricing sheet for each Vendor and creates a historical record of pricing.
ADDITIONS. New products and related services may be added to a contract if such additions are within the scope
of the original RFP.
DELETIONS. New products and related services maybe deleted from a contract if, for example, they are no longer
available or have been modified to a point where they are outside the scope of the RFP.
PRICE CHANGES: Vendors may request price changes if they provide sufficient rationale for the change. For
example,a Vendor that manufactures products that require substantial petroleum-related material might request a 3%
price increase because of a 20% increase in petroleum costs.
Price decreases: NJPA expects Vendors to propose their very best prices and anticipates that price reductions might
occur because of improved technologies or marketplace efficiencies.
Price increases: Acceptable price increases typically result from specific Vendor cost increases. The Vendor must
include reasonable justification for the price increase and must not, for example, offer merely generalized statements
about an increase in a cost-of-living index.Appropriate documentation should be attached to this form,including such
items as letters from suppliers announcing price increases.
Refer to the RFP for complete"Pricing" details.
Section 2. Vendor Name and Type of Change Request
CHECK ALL CHANGES THAT APPLY:
AWARDED VENDOR NAME: ❑ Adding
Products/Services
vices
❑ Deleting
Products/Services
❑ Price Increase
NJPA CONTRACT NUMBER: ❑ Price Decrease
45
Section 3. Detailed Explanation of Need for Changes
List the products and/or services that are changing or being added or deleted from the previous contract price list,
along with the percentage change for each item or category. (Attach a separate, detailed document if changing more
than 10 items.
Provide a general statement and documentation explaining the reasons for these price and/or product changes.
EXAMPLES: 1) `All pricing for paper products and services are increased 5% because of increased raw material and
transportation costs (see attached documentation of fuel and raw materials increase)." 2) "The 6400 series floor polisher is
being added to the product list as a new model, replacing the 5400 series. The 6400 series 3% increase reflects technological
changes that improve the polisher's effuciencv and useful life. The 5400 series is now included in the "Hot List" at a 20%
discount from the previous pricing until the remaining inventory is liquidated."
If adding products, state how these are within the scope of the original RFP.
If changing prices or adding products or services, state how the pricing is consistent with existing NJPA contract
pricing.
46
Section 4. Complete Restatement of Pricing Submitted
A COMPLETE restatement of the pricing, including all new and existing products and services is attached
and has been emailed to the Vendor's Contract Administrator.
❑ Yes ❑ No
Section 5. Signatures
Vendor Authorized Signature Date
Print Name and Title of Authorized Signer
Jeremy Schwartz,NJPA Director of Cooperative Contracts and Procurement/CPO Date
47
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Appendix A
NJPA The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential
Member agencies, which includes all governmental, higher education, K-12 education, not-for-profit,
tribal governmental, and all other public agencies located in all fifty states, Canada, and internationally,
issues this Request For Proposal (RFP)to result in a national contract solution.
For your reference, the links below include some,but not all, of the entities included in this proposal.
http://www.usa._og v/Agencies/Local_Government/Cities.shtml
http://nees.ed.gov/globallocator/
o�v/globallocator/
https://harvester.census.gov/imls/search/index.asp
http://neesweb.urban.or./apps/search.php
httj2://www.usa.gov/Government/Tribal-Sites/index.shtml
http://www.usa._og v/Agencies/State-and-Territories.shtml
http://www.nreca.coop/about-electric-cooperatives/member-director
Orion
Hawaii
Washington
48
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Form C
EXCEPTIONS TO PROPOSAL,TERMS CONbITI16NS
AND SOLUTIONS REQUEST JI?A
Company Name:,_•Poligon by PorterCorp
Any exceptions to the terms,conditions,specifications,or proposal forms contained in this RFP must be noted in
writing and included with the Proposer's response, The Proposer acknowledges that the exceptions listed may or
may not be accepted by NJPA or Included in the final contract, NJPA will make reasonable efforts to accommodate
the listed exceptions and may clarify the exceptions in the appropriate section below.
Term,Condition,or
Section,/page Specification Exception
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Contract Award
RFP `0301171
FORM D Formal Offering of Proposal
(To be coinpleted only by the Proposer)
JPA"CREATION AND AND PLAYGROUND EQUIPMENT,ACCESSORIES,AND SUPPLIES
In compliance with the Request for Proposal (RFP) for RECREATION AND PLAYGROUND EQUIPMENT,
ACCESSORIES,AND SUPPLIES, Ithe undersigned warrants that the Proposer has exattiined this RFP and,being familiar
with all of the instructions, terms and conditions, general and technical specifications, sales and servioe expectations, and
any special terms,agrees to furnish the defined products and related services in full compliance with all terms and conditions
of this RFP, any applicable amendments of this RFP, and all Proposer's response documentation. The Proposer further
understands that it accepts the full responsibility as the sole source of solutions proposed in this RFP response and that the
Proposer accepts responsibility for any subcontractors used to fulfill this proposal.
Company Name: Poligon by PorterCorp Date: 2-•26-17
Company Address: _4240 N. 1361h A've
City.--Holland State: MI Zip: 49424
Contact Person: Be udy Title: Director of Sales &Markting
Authorized Signature: '`r Ben Judy_
(Name printed or typed)
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38
GQV�MeMr
FORM E
CONTRACT ACCEPTANCE AND AWARD
Ks wl Mgt Pawers All bace
l+l V
{�E�RGNhsIN�50
(Top portion of this form will be completed by NJPA If the vendor is awarded a contract.The vendor should
complete the vendor authorized signatures as part of the PI=P response.)
NJPA Contract#:030117-PPC
Proposer's full legal name: Poligon by PorterCorp
Based on NJPA's evaluation of your proposal,you have been awarded a contract.As an awarded vendor,you
agree to provide the products and services contained In your proposal and to meet all of the terms and
conditions set forth In this RPP,In any amendments to this RFP,and in any exceptions that are accepted by NJPA.
The effective date of the Contract will be April 14,2017 and Mil expire on April 14,2021 (no later than the later of
four years from the expiration date of the currently awarded contract or four years from the date that the NJPA
Chief Procurement Officer awards the Contract). This Contract may be extended for a fifth year at NJPA's
discretion.
NJPA Authorized Signatures:
J�� Jeremy Schwartz
NJPA D ECTOR OF COO RACTS (NAME PRINTED OR TYPED)
AND PROC PO SIGN
Chad Coavette
NJPA EXECUTIVE DIRECTOR/CEO SIGNATURE (NAME PRINTED OR TYPED)
Awarded on April 14,2017 NJPA Contract #030117-PPC
Vendor Authorized Signatures:
The Vendor heroby accepts this Contract award including all accepted exceptions and amendments.
Vendor No �? )�� (rQ M
Aulhorix Signal Title!i �>✓�-` +`t- t�t�'�S ` U�L1�
VENDOR AU RIZED SI PP TUR (NAME PRINTED OR TY D]
Executed on NJPA Contract#030117-PPC
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f Form F
PROPOSER ASSURANCE OF COMPLJANCE
Proposal Affidavit Signature.Page �
PROPOSER'S AFFIDAVIT
The undersigned,authorized representative of the entity submitting the foregoing proposal ((he"Proposer"),swears that
the following statements are true to the best of his or her knowledge.
1. The Proposer is submitting its proposal under its true and correct name,the Proposer has been properly originated
and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before
delivering any products and related services,all applicable licenses necessary for such delivery to NJPA members
agencies.The undersigned affirms that he or she is authorized to act on behalf of,and to legally bind the Proposer
to the terns in this Contract,
2. The Proposer, or any person representing the Proposer, has not directly or indirectly entered into ally agreement
or arrangement with any other vendor or supplier, any official or employee of NJPA, or any person, firm, or
corporation under contract with NJPA, In an effort to Intluenee the pricing,terms, or conditions relating to this
RFP In any way that adversely affects the free and open competition for a Contract award under this RFP.
3, The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications
request, and other documents in this solicitation and affirms that any and all exceptions have been noted in
writing and have been included with the Proposer's RFP response.
4. The Proposer Nitl, if awarded a Contract, provide to NJPA Members the /products and"services In accordance
with the terms,conditions, and scope of this RFP, with the Proposer-offered specifications,and with the other
documents in this solicitation.
S. The Proposer agrees to deliver products and services through valid contracts,purchase orders,or means that are
acceptable to NJPA Members.Unless otherwise agreed to,the Proposer must provide only new and hrst,quality
products acid related services to NJPA Members under an awarded Contract.
6. The Proposer will comply with all applicable provisions of federal,state, and local laws, regulations,rules,and
orders.
7. The Proposer understands that NJPA will reject RFP proposals that are marked"confidential" (or"nonpublic,"
etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are
considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals
generally become public data. Minnesota Statute §13.37 permits oiily certain narrowly defined data to be
considered a"trade secret,"and thus nonpublic data under Minnesota's Data Practices Act.
8. The Proposer understands that it is the Proposer's duty to protect information that it considers nonpublic,
and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a
data designation,
[The rest of this page has been 16ft intentionally blank. Signature page below]
1
39
By sigciing below,Proposer is acknowledging that lie or she has read,understands,and agrees to comply with the terms and
conditions specified above.
Company Name; Poligon by PorterCorp
Address: 42420 N. 136'h Ave
CitylState/Zip: Holland, Ml 49424
Telephone Number:616-399-1963
E-mail Address:benjud®j :eer .co
Authorized Signature:
Authorized Name.(printed); Ben udy
'Title: Director Sales&Marketin
Date: 2-27-1.7
Notarized
Subscribed anti sworn to before me this `' day of SEH. ,. z ,, , . , 24 f ' Notary
Public in and For the'County of c; `z.,,.,;;,�.. State of "I
My commission expires;
Signature:
RASE P4,\MEENGS
Notary P%jb...lc,.State of Michigan
(:tiunty,of Ottawa
my Comir►i" bn Expir6s J61y 23;2017
Actlng'ilt tl ie County of Ottawa
41
Form P @
PROPOSER QUESTIONNAIRE
Payment Terms, Warranty, Products and Services, Pricing and Delivery,and Industry-Specific Questions
Proposer Name: _Poligon by PorterCorp_
Questionnaire completed by: _Ben Judy____
Payment Terms and Financing Options
1) What are your payment terms (e.g., net 10, net 30)?
Net 30 days
Note Tern-is and conditions letter (attachment -1-1
2) Do you provide leasing or financing options, especially those options that schools and governmental entities may
need to use in order to make certain acquisitions?.
*Poligon has partnered with National Cooperative Leasing (MDL)to offer NJPA members a
complete suite of finance solutions. NCL is a current NJPA financing contract holder (#032615-
NCL)
C) 51 -
NDL) and is an industry expert in municipal financing solutions. NCL will offer leasing terms frorn
12-120 months on transactions from $5,000.,00 and up. 'Traditional leasing and financing
programs will be offered along with programs specifically designed for schools and
governs-aaental entities including Tax- xertapt Municipal Leases and a purchase Order Only
program.
Riere is no ownership, common ownership, or control between Poligon and NCL.
3) Briefly describe your proposed order process. Please include enough detail to support your ability to report
quarterly sales to NJPA. For example, indicate whether your dealer network is included in your response and
whether each dealer(or some other entity) will process the NJPA Members' purchase orders.
We generally accept orders through our dealer organization who verify they have all the correct
information for submission. This will include building model, size, engineering requirements,
anchor bolts, colors accessories, required building code a loading requirements, any site
considerations, electrical cutout's/access, tax exempt certificates, customer PO with NJPA
contract number, NJPA discount on PO, NJPA member number.
It is the dealer's responsibility to verify any building code requirements and snake certain the
customer has ordered all the features/accessories they need to meet their application
requirements. Orders may be received by either I orterporp or our Dealer bused on Customer
preference. If installation is part of the overall purchase, then porterporp prefers to do billing in
order to properly process the paperwork and document the sale to NJPA. We can and have
been flexible regarding the order process based on a customer's requirements.
When an NJPA order is received indicating the member number and the NJPA contract number
our credit department flags this order avid is properly accounted for on our quarterly N,,)PA
purchases submission spreadsheet.
4) Do you accept the P-card procurement and payment process? If so, is there any additional cost to NJPA Members
for using this process?
Yes, no additional fees or costs are charged to NJPA members for using this process.
Warrant
5) Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims
procedure, and overall structure. You may include in your response a copy of your warranties, but at a minimum
please also answer the following questions.
® Do your warranties cover all products, parts, and labor?
Warranty statement(attachment P-5-1) covers the building structure and attachment P-5-2 covers
labor on repainting structures. We will review every Situation that may OCCUr and work with our
representative, customer and installer to come to an equitable solution all parties can agree to and
resolve any potential issue or concern. Our longevity in the business and the respect Our custorners
have-for our products is a testament to how we resolve matters and take care of customers. Bottorn
line, a warranty document is only as good as the company standing behind it and those that do will
be Successful for over 53 years just as Poligon has done.
0 Do your warranties impose usage restrictions or other limitations that adversely affect coverage?
Building Structure Limited Warranty (attachment P-5-11, P-6-3. P-6-4, P-5-5, P-5-6, P-5-7)
* Defects caused by erection, harsh site conditions, lack of maintenance, and/or other
conditions beyond PorterCorp's control.
Not held liable for field alterations.
Meeting Unspecified building codes or for Updating designs or specifications to rneet
new building codes or insurance standards either existing or updated.
Delays due to missing or nonconforming parts,
Not liable for any act of God, fire, vandalism, settlement, incidental or consequential
damages, erosion of foundation or extreme site conditions.
* Received payment in fLJII.
For Paint System Limited Warranty and Maintenance (attachment P-5-2)
Received payment in full.
Pergolas or trellises.
Darnage occurring from shipping, erection, vandalism, accidents, or field modifications
Exposed nuts and bolts
Salt air, corrosive atmosphere, high humidity causing condensation, or sprinkler
systems come in contact with the shelter
Lack of maintenance
Acute angles, welds, and endplates
Rust stains from roof trirn, screws, and screw holes
Note attached terms and conditions document related to Poligon. These are our
standards terms that apply to all Customers, Attachment P-1-1.
• Do your warranties cover the expense of technicians'travel time and mileage to perform warranty repairs?
Yes, if there is a paint failure (,attachment P-5-2). Poligon will stand behind any quality issues
if the product was manufactured incorrectly.
• Are there any geographic regions of the United States for which you cannot provide a certified technician to
perform warranty repairs?
No. If there's a warranty concern we have been known to travel as far as Flawaii in order to
resolve the matter and delight our customer. Many warranty/installation disputes can be
resolved immediately over the phone by our quality department. We find this method to be
the fastest avid rnost cost effective. Onder certain conditions we will send a factory
representative if the matter dictates this level of involvement.
How will NJPA Members in these regions be provided service for warranty repair?
NR. See above.
4 Will you cover warranty service for items made by other manufacturers that are part of your proposal, or are
these warranties issues typically passed on to the original equipment manufacturer?
We have reps thrOL1ghOUt the country that can coordinate with local installers to handle any
warranty repair that may arise. If the matter cannot be handled by our local installer Poligon
Will send people from the factory in order to resolve the warranty claire to the customer's
satisfaction.
o What are your proposed exchange and return programs and policies?
Each shelter is engineered to a specific site with columns being secured with a concrete
footing,. Exchange and return programs are NA unless it pertains to a warranty Situation,
6) Describe any service contract options for the items included in your proposal.
N/A from PorterCorp. Some of our dealers offer service contracts, member need to contact that
specific dealer regarding availability of this option.
Pricing, Delivery,Audits,and Administrative Fee
7) Provide a general narrative description of the equipment/products and related services you are offering in your
proposal.
PorterCorp is the leader in the design, engineering, and manufacturing of open air structures.
From your first ideas to completed installation, our streamlined process makes creating the
perfect structure for your site, easy and efficient., PorterCorp offers endless options to suite
your site-specific requirements along with the best precision cut components and reliable
engineered construction. Every structure is protected in our Poli-5000 powder coat for many
years of superior durability.
PorterCorp is pleased to offer NJPA rnernbers the complete and extensive line of shelter
products. The offering will include standard, modified and custom products. PorterCorp is the
only shelter supplier who can offer the most complete package when it comes to design and
variety of shade products which include steel shelters, fabric shelters, wood shelters, In
addition to these products, NJPA members will have access to the DER level of services...
Design, Engineering, Fabrication of Product and Installation. The solutions based offering
provides NJPA members a turn-key offering including freight, installation and a financing option,
8) Describe your pricing model (e.g., line-item discounts or product-category discounts). Provide detailed pricing data
(including standard or list pricing and the NJPA discounted price) on all of the items that you want NJPA to
consider as part of your RFP response. Provide a SKU for each item in your proposal. (Keep in mind that
reasonable price and product adjustments can be made during the term of an awarded Contract. See the body of
the RFP and the Price and Product Change Request Form for more detail.)
All pricing located in pricing folder (attachment P-8-1),
Due to the complexity of the shelter design and all the various conditions of building codes
across the U.S. we believe it would be in best interest of NJPA members to offer a variety of
options for members to purchase PorterCorp products based on their individual needs and
requirements.
The pricing proposal will be divided in the following categories:
Standard Product- HOT HIST KRIGING
This will consist Of Our Most POPLIlar prodLICtS Sold to governmental agencies across the
US and Canada. The models are:
- Squares 12' --24'
- Rectangles with gable roof-- 10'x24'-24x34'
- Rectangles with hip roof 16'x24' -24'x34'
Octagon 16' -28'
Hexagon 16' -28'
(SWI 16' -34'
Carnival 16' - 30'
Crossing 16'-30'
Hexagon 2 tier 20'-32'
Octagon 2 tier 24'-32'
'The above models will have a printed net price schedule with the ability to add popular
accessories like railings/ornamentation, cupolas, electrical cutouts, lightening protection
along with our most popular roof options. Hot List pricing is highlighted in yellow and affords
additional discount. Standard pricing can also be calculated with a contract freight price.
This offer is a ceiling price.
Modified and Custom product:
Due to the complexity and popularity of these products we believe it is important to give
NJPA members the ability to purchase all products (modified and custom fabric wood
and steel) from Poligon. All products riot on the net price schedule will be offered at a
minimum discount of 7% off of our standard pricing for the structure (configurator or
Custom quote). Engineering fees and freight are billed at cost and no discounts apply.
Installation billed at 5% off standard pricing, excludes concrete and prevailing wage
situations. This offering is a ceiling price.
Volume discount:
To encourage volurne purchases arnon9 members Poligon will offer the following volume
discounts:
$100k -; 1%
$201K-$300K: 2%
Above $301 K: 3%
Note attached terms and conditions doCUrnent related to customers buying frorn Poligon,
These are Our standards terms that apply to all Customers, Attachment P-1-1.
9) Please quantify the discount range presented in this response. For example, indicate that the pricing in your
response represents is a 50% percent discount from the MSRP or your published list.
We do riot publish pricing or have an MSPR printed price sheet. The MSRP is, only available frorn
our online pricing systern known as the configurator available only to dealers. The pricing
submitted ranges from 17% off the configurator pricing on Our rnost popular items scaled down
to 7% off on custom strUctures,
10) The pricing offered in this proposal is
a. the same as the Proposer typically offers to an individual municipality, university, or
school district.
b, the same as the Proposer typically offers to GPOs, cooperative procurement
organizations, or state purchasing departments.
_XXXX_ c. better than the Proposer typically offers to GPOs, cooperative procurement organizations,
or state purchasing departments.
d. other than what the Proposer typically offers (please describe).
11) Describe any quantity or volume discounts or rebate programs that you offer.
To encourage V0IUrne purchases Poligon will offer the following volume discounts:
$1001 -$200K: 1%
$201K-$3001 : 2%
Above $301 K: 3%
12) Propose a method of facilitating "sourced" products or related services, which may be referred to as "open
market" items or"nonstandard options". For example, you may supply such items "at cost" or"at cost plus a
percentage," or you may supply a quote for each such request,
Our strategy is to provide a "total acquisition cost" pricing package for all "core" products along
with giving rnembers the ability to purchase custom designed and manUfaCtUred open air
structures for their specific site. This will include a total cost of the product, engineering,
shipping, and installation of the product to the mernber's desired location. A turnkey shelter
package is provided for the entire structure which can be provided by Poligon and the local
representative. Items sold to members at cost will include: engineering, concrete/flat work,
freight, tax (if applicable), and any other site work required. Installation at cost plus 5%
13) Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response.This
cost includes all additional charges that are not directly identified as freight or shipping charges. For example, list
costs for items like installation, set up, mandatory training, or initial inspection. Identify any parties that impose
such costs and their relationship to the Proposer.
Nothing to be identified. We have included all components in Our pricing model to be all
encompassing and include a "total cost of acquisition"for NJPA members.
14) If delivery or shipping is an additional cost to the NJPA Member, describe in detail the complete shipping and
delivery program.
Freight costs are identified as a separate line item in the price list. On attachment P-8--1 we
indicate a cost based pricing module where a customer can immediately calculate freight costs
based on the most popular standard and modified products, Cost based pricing is determined
on the geographic location and product weight to determine the actual freight cost, All custom
products will be priced at our freight cost based on the weight and cube of the structure.
15) Specifically describe those shipping and delivery programs for Alaska, Hawaii, Canada, or any offshore delivery.
PorterCorp provides freight coordination avid pricing only to mainland ports in the N.S. Our
dealers are well versed in getting material across the border and shipping by container to an off
shore location. The freight costs frorn the mainland are in addition to those provided in point 14
above, these only apply to a ship point within the continental US.
Any container packing, freight, duties, etc. from mainland port (Le. Long Beach, CA) will be in
addition to PorterCorp calculated costs in our pricing docurnent.
16) Describe any unique distribution and/or delivery methods or options offered in your proposal.
NA
17) Please specifically describe any self-audit process or program that you plan to employ to verify compliance with
your proposed Contract with NJPA.This process includes ensuring that NJPA Members obtain the proper pricing,
that the Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper
administrative fee to NJPA.
All our books are audited by a prestigious public accounting firm for accuracy and compliance
to state, local and federal laws. All NJPA documents are carefully reviewed and submitted in a
timely and accurate fashion to NJPA in accordance to our contract. These documents are
prepared and verified by our accounting department. If at any time NJPA finds it necessary to
review our records this coordinated with our accounting team,
18) identify a proposed administrative fee that you will pay to NJPA for facilitating, managing, and promoting the NJPA
Contract in the event that you are awarded a Contract, This fee is typically calculated as a percentage of Vendor's
sales under the Contract or as a per-unit fee; it is not a line-item addition to the Member's cost of goods. (See RFP
Section 6.29 and following for details.)
2%, applicable to all product and installation fees charged to NJPA members, Does not apply to
concrete, freight, tax, engineering or any other charge that is deemed to be sold at cost.
Industry-Specific Question
19) Of the following main categories, identify those in which you provide solutions: playground, recreation,
aquatic/beach, and/or ice arena.
Better fits in subcategory below:
20) If your RFP offering better fits within a sub-category not identified in the preceding question, identify
the subcategory using the list provided in the scope section of this RFP (Sec. 3.17.1.1.).
Shelters and Shades. Prefabricated buildings associated with playgrounds and other
public spaces.
21) Rank any subcategories you fit into (e.g., 1-5) based on how strongly you are positioned within each.
I —Shelters
2—Shades
S-- prefabricated buildings associated with IaygrMnds and other public spaces.
22) Specifically describe any manufacturing processes or material spec i fica ti on-re fated attributes that differentiate your
offering from your competitors.
Powder coat conveyor line
Powder coat cooling tunnel
Steel shot blast all components
All parts are individually labeled and etched relating to installation instructions
Have 3 full time quality personnel to inspect rrianUfaCtUred material and answer
installation questions that arise.
2 Computer aided automatic dual axis drill and Cutting saws.
Flatbed laser printer to CLA our own medallions and ornamentation
Poli-5000, most durable lasting powder coat finish available in the industry with specs
to support its performance. Competitors have no specs,.dust Clahns. (attachment
Most detafled CSI specification in the industry supporting quality, certifications, etc.
(Attachment P-22-2)
Powder coat the head of any exposed fastener
Use galvalurne material on large sheet metal pieces to reduce rusting.
Use aluminum cover plates
Offer factory stained Tongue and Groove decking
Zinc platedfasteners
PCI 4000 powder coating certification validating our process
All connections use hidden fasteners.
Each surface is packer with foam, wood and cardboard, treated as a class A surface
which eliminates any freight damage,
DSA approved structures.
Use super durable TGIC powder coat
Galvanizing with powder coat top coat. "this is a very unique process and used in high
corrosive environments, no one else offers this,
Steel gutters are offered as an accessory that are powder coated to match the frarne,
Certified welders
Grind all our welds to better accept paint, provide architeCtLiral look arid reduce
rusting,
23) Describe any serviceability attributes that your offered solutions contain. Please indicate wl>ich of these attributes
are considered"industry-expected attributes"and which you believe are"vendor differentiators."
Poligon certified installer program (vendor differentiator)
- 3 full th-ne quality personnel (vendor differentiator)
- 6 full th-ne engineers on staff to who make themselves readily available to meet and
talk with CLAstorners. (vendor differentiator)
Engineers can starnp in almost all the US States. (vendor differentiator)
15 full time drafters to help make the customers dream a reality (vendor differenflator)
Ordy use flatbed contract carriers, which means the only item on Our truck is our
product, no off-loading that can create darnage and delays,. (vendor differentiator)
Customer, service personnel (industry expected attribute)
Because we have the most recognized brand we feel we have the most
knowledgeable and CLIStOrner service oriented dealer network in the industry. When
you are the best YOU can expect the best! (vendor differentiator),
On line pricing system to get instant quotes (vendor differentiator)
Drawings downloads for immediate accessibility (vendor differentiator)
Installation packet(industry expected attribute)
5fariped erfgiheered drawings (tnclustry e:Xpected attribute)
Scf ematicdrawings offci`ed fre4"of'cN`eirge'(industry expected attribute)
Plant tours (industry expected attribiafe)
Website and Facebook and other social media (industry expected attribute)
Willingness and capability to customize a structure (industry expected attribute)and
(vendor differentiator)
Engineering footing estimates prior to shipment(industry expected attribute)
Cooperative purchasing contract with NJPA(vendor differentiator)
Continuing Education Credits available when attending a Poligon presentation
(vendor differentiator)
Signature: Date: 2-23-17
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