Reverse Auction Electronic Equipment
| Agency: | City of Redmond |
|---|---|
| State: | Washington |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Mar 28, 2024 |
| Due Date: | Apr 11, 2024 |
| Solicitation No: | RFP 10810-24 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFP 10810-24
|
| Bid Title: |
Reverse Auction Electronic Equipment
|
| Category: | Bidding & Contracting Opportunities |
| Status: | Open |
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Attachment Preview
City of Redmond, Washington
Purchasing Division, M/S: 3NFN
15670 NE 85th Street
PO Box 97010
Redmond, WA 98073-9710
RFP 10810-24
Request for Proposals
Reverse Auction Electronic Equipment
The City of Redmond is seeking to offer, for purchase, selected computer related hardware items
deemed surplus to the City’s needs.
Posting Date: March 27, 2024
Questions Due Date: April 05, 2024, at 5:00PM (PST)
Proposals Due: April 11, 2024, at 2:00PM (PST)
The City of Redmond, Washington (the “City”) requests interested parties to submit proposals for the above
referenced Request for Proposals (RFP).
Background
The City of Redmond, WA is a suburb of Seattle and hub for residential and employment growth due to its
strong technology business sector. The City encompasses an area of over 17 square miles and is located
less than 20 miles east of downtown Seattle. The City has three urban growth centers in Downtown,
Overlake, and Marymoor, which are expected to grow significantly in the next 20 years. Today, the City has
about 77,000 residents and 99,000 jobs and by 2050, it is expected to have 152,000 residents and 131,000
jobs. The City is interested in contracting with qualified firms to support our electronics equipment surplus.
Scope of Work
The complete Scope of Work for this project is included as Attachment A – Scope of Work.
Notice regarding site visits:
If your staff visits the site to prepare proposals/reports, please stay on public streets. Do not enter private
property.
Licenses and permits:
Awarded contractor is responsible for obtaining any necessary licenses.
RFP 10810-24 –Reverse Auction Electronic Equipment
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Term
The City intends to enter into an initial one-year agreement: with four (4) optional one-year renewal terms,
for a potential maximum total term of five (5) years (see Attachment C, Option for Renewal), provided that 1)
Contractor is in compliance with the terms and conditions of the contract and, 2) that the annual payment is
cost-effective as determined by the City, and 3) that sufficient funds have been appropriated by the City.
The City reserves the right to cancel this contract at any time, upon thirty (30) days written notice to
Contractor.
Should the City exercise a renewal option, the City and Contractor may discuss any necessary changes to
services and will confirm price/rates prior to each renewal. Contractor shall notify the City in writing at least
thirty (30) days prior to any proposed price adjustment. Acceptance of such a request will be at the sole
discretion of the City.
Proposed Timeline
The following table outlines the anticipated schedule for this RFP process. The City reserves the right to
modify or reschedule milestones as necessary.
Item
RFP Announced
Questions Due
Proposals Due
Evaluation of Proposals
Interviews (optional at City discretion)
Contractor Selected
Contract Negotiation
Main Task Order Timeframe
Date
March 27, 2024
April 05, 2024, 5:00PM (PST)
Thursday, April 11, 2024, 2:00PM (PST)
April 12, 2024 – April 19, 2024
TBD
April 23, 2024
May 07, 2024
June 1, 2024 – May 31, 2025
Proposal Due Date/Time
2:00PM (PST) on Thursday, April 11, 2024. The City must receive proposals no later than said date and
time.
Proposal Submittal Procedures
City of Redmond now utilizes DocuSign for the electronic submittal of bids and proposals. This service is
free of charge for bidders and does not require that a bidder have a DocuSign account to complete the
signature process. Please refer to the instructions shared in the online posting for this RFP on
www.redmond.gov/bids for step-by-step instructions for submitting a proposal.
The City of Redmond must receive electronically submitted proposals no later than said date and time.
Responses received after such time will be returned unopened. By submitting a proposal, respondents
acknowledge their satisfaction as to the size, scope, and location of the work to be performed.
RFP 10810-24 –Reverse Auction Electronic Equipment
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Response Requirements & Format
All costs for developing a response to this RFP are the obligation of the respondent and are not
chargeable to the City. The respondent must bear all costs associated with the preparation of the
submittal and of any oral presentation requested by the City. All responses and accompanying
documentation will become property of the City and will not be returned. Proposals may be withdrawn at
any time prior to the published close date, provided notification is received in writing to the below listed
City agent(s). Proposals cannot be withdrawn after the published close date.
Proposals must include all information requested and meet all specifications and requirements outlined
in this RFP. The following submittals must be part of your proposal; if any are not included, your proposal
may be judged as non-responsive. A committee will evaluate the submitted proposals. During the
evaluation process, the City reserves the right to request additional information or clarification from firms
responding to this RFP.
A complete response will include:
1) Executive Summary & Overall Management Approach - Summarize your proposal and include your
firm’s qualifications and contact information. R2 2013 certification is preferred. Provide a narrative which
describes your current business model and outlines your firm’s ability to routinely acquire, and
recycle/reuse/resell items purchased. Include in this summary how you propose to manage each City
Task Authorization request to ensure individual offerings can be picked up from the City as scheduled.
2) Pricing Methodology – Complete and sign the City’s Computer & Related Items - Reverse RFP On-Call
Submittal Sheet, attached as Attachment B, and made part of this RFP by this reference.
3) References – Include a list of references (with contact name and telephone number) of at least three (3)
completed or active clients within the last three years. The City reserves the right to contact references
without prior notification.
4) Business Name – Proposals must be made in the official name of the firm or individual under which
business is conducted (showing official business address) and must be signed by a person duly
authorized to legally bind the person, partnership, company, or corporation submitting the proposal.
A corporation must indicate place and date of incorporation.
5) Business License – Provide a statement to the effect that you understand and agree to obtain a City of
Redmond business license as a requirement for performing these services. A city business license
application can be found at: http://www.redmond.gov/BusinessLicense. If your place of business is
not located within the City limits, but you or your agents will be physically coming into the City to
conduct business, call on clients, or provide services, you will need a Redmond business license.
RFP 10810-24 –Reverse Auction Electronic Equipment
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6) Valid Time Period – Provide a statement indicating the number of calendar days the proposal shall be
valid (the City’s minimum number of days is 60).
The City of Redmond is an active member of the King County Directors Association (KCDA) and several
other joint purchasing entities and would be eligible to seek access to all price considerations, terms and
conditions outlined in master agreements formed by one of these agencies. If a proposal is based on any
of these pricing agreements/arrangements, it shall be the responsibility of the bidder to identify such. It is
requested that the City be contacted prior to bid submission if beneficial pricing may be achieved by the
City via access to an existing contract with one of these agencies.
Selection and Award
All interested parties are requested to provide a response containing all required elements herein to the
City by the deadline given. A selection committee will review and evaluate all proposals, with the intention
of selecting a Contractor who provides a proposal that, in the opinion of the City, provides the best value
(receives the highest score, as determined by the evaluation criteria listed below). If the selection
committee so chooses, respondents may be invited for an interview to supplement their submission.
Evaluation Criteria
Proposed Pricing
Overall Management Approach (business model proposed ensures
firm’s ability to routinely acquire and recycle/reuse/resell items
responsibly and provide scheduled on-site item pick-up)
References (relevant examples of recent work product of similar size and
nature)
TOTAL
Weight
50
40
10
100 pts
During evaluation, the City may consider the following:
• References – history of errors and omissions via reference checks
• Quality of previous performance
• Staff availability for the project
• Responsiveness to solicitation requirements
• Compliance with statutes and rules relating to contracts or services
• Strength and stability of the firm
The City reserves the right to reject any or all proposals and to waive any irregularities or information in the
evaluation process. The final decision is at the City’s sole discretion and respondents to this request have
no appeal rights or procedures guaranteed to them.
RFP 10810-24 –Reverse Auction Electronic Equipment
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The City reserves the right to re-evaluate firms who were not originally short-listed at any time before the
determination of a finalist is made. Upon notification of an intent to award, the City reserves the right to
limit the period of contract development to thirty (30) days, after which time project award may be
rescinded. The City has the option not to award a contract at the end of this process.
Terms and Conditions
The City reserves the right to amend terms of this RFP to circulate various addenda, or to withdraw the RFP
at any time, regardless of how much time and effort firms may have spent on their responses. Terms of the
agreement are outlined in this solicitation and include the following documents, which are incorporated
herein by this reference:
• RFP 10810-24, Reverse Auction Electronic Equipment
• Attachment A, Scope of Work
• Attachment B, Surplus Pricing Submittal Sheet
• Attachment C, Option for Renewal
• Attachment D, Sample Task Authorization Form
• Attachment E, City Standard Terms & Conditions
Contracting notice:
Upon selection of Contractor, the City intends to enter into an agreement using its standard Terms and
Conditions. A copy of our Terms and Conditions is attached, as Attachment E and will be the governing
document. No changes or deviations from the terms set forth in this document are permitted without the
prior approval of the City.
Performance Criteria
Contractor shall perform in accordance with the terms and conditions as stated herein and in accordance
with the highest standards and commercial practices. Charges of poor performance/service against the
Contractor shall be documented by the City and submitted to the Contractor for corrective action.
Continued poor performance shall be deemed a breach of City requirements and shall be the cause for
immediate termination of services.
Proposed Personnel
Contractor agrees to provide all professional staff necessary to perform the scope of work, including key
individuals named in Contractor's proposal. These key personnel shall remain assigned for the duration of
the contract, unless otherwise agreed to in writing by the City. In the event Contractor proposes to
substitute any key personnel, the individual(s) proposed must demonstrate similar qualifications and
experience as required to successfully perform such duties. The City shall have the sole right to determine
whether key personnel proposed as substitutes are qualified to work on the project. The City shall not
unreasonably withhold approval of staff changes.
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