Group Purchasing Scheme
Group Purchasing SchemeCOST PROPOSAL: Interested Vendors must submit a cost proposal allowing costs to be evaluated independently of other criteria in the proposal. Prices or percent discounts in the Vendor’s proposal cannot be modified in the period from the date and time of the proposal response date until the time of award.
Vendors are requested to provide a solution for services to address wide variations in Clients’ needs and rapidly changing technology. In providing a solution, Vendors are requested to build packages of services and associated costs in tiers starting with a basic services package and rate, and additional packages with optional services and their respective rates. Vendors are requested to specify how they will accommodate new services and equipment that become available over time to ensure that purchasers are not disadvantaged.
TRADE-INS/UPGRADES: Contractor may provide credits and/or upgrades based on mutual agreement between the Contractor and the Client.
ORAL PRESENTATION: An oral presentation by a supplier to supplement a proposal may be required. These presentations will be scheduled, if required, by the GPS subsequent to the receipt of proposals and prior to the award(s) of the Master Agreement.
NEWS RELEASES: News releases pertaining to the REP, the Program or the award of a Master Agreement shall be made only by WICHE.
MASTER AGREEMENT PERIOD: The Master Agreement will be for a period of two (2) years, with an option to renew for one (1) additional one year period.
VOLUME ESTIMATES: does not guarantee Client Service Agreements of any amount under the Master Agreement to be awarded to one or more Vendors. Estimated volume is for proposal purposes only and is not to be construed as a guarantee to purchase any amount.
SPECIFICATIONS: Any deviation from specifications must be clearly indicated by the Vendor; otherwise, it will be considered that the proposal is in strict compliance. If the Vendor wants to take exception to a requirement, this must be specified and the Vendor must be prepared to demonstrate equivalency.
EXCEPTIONS AND ALTERNATIVES: Vendors who wish to bid an alternative may do so as long as they comply with the minimum requirements. Recognizing the dynamic nature of the industry and changing technologies, Vendors are encouraged to submit their best proposal.
ACCEPTANCE OR REJECTION OF PROPOSALS: The GPS reserves the right to accept or reject any or all proposals or parts of proposals, and to waive informalities therein. The GPS reserves the right to reject proposals that do not respond to all mandatory items in this solicitation. The GPS may award a Master Agreement based on proposals received without discussion of such proposals. Accordingly, each proposal should be submitted with the most favorable price and service available. Although multiple awards are made at the discretion of GPS.
TAXES: Proposal prices shall be exclusive of VAT. Where Clients are not exempt from VAT on sales the Vendor shall add the tax on the billing invoice as a separate entry.
MODIFICATION OR WITHDRAWAL OF PROPOSALS: After the date and time of the proposal response date, no proposal may be modified or withdrawn.
ADMINISTRATION FEE: In consideration of the services rendered by GPS the supplier shall pay an administration fee equal to one percent of the basis subscription fee amount billed per month, exclusive of taxes. Contractor shall pay the administration fee to GPS within 30 days of the end of the calendar month in which any payment.
AMENDMENTS: The terms of a Master Agreement shall not be waived, altered, modified, supplemented or amended in any manner whatsoever without prior written approval of the WI Program Administrator.
INSPECTIONS: Services furnished pursuant to a Master Agreement shall be subject to inspection and test by the GPS at times and places determined by agreement. If the GPS finds services furnished to be incomplete or not in compliance with proposal specifications, the Contractor will be required to take prompt steps to fully remedy the difficulties or the GPS may reject the services, or negotiate other arrangements which are satisfactory to the GPS. If the Contractor is unable or refuses to correct such services within a time deemed reasonable by the GPS, the GPS may eliminate the agreement with the Contractor in whole or in part.
FIRM PRICE: Vendors’ proposed pricing should be firm and valid for the term of a Master Agreement.
PROPOSAL PREPARATION COSTS: GPS is not liable for any costs incurred by the Vendor in proposal preparation.
FORM AND CONTENT OF PROPOSAL: Proposals should be concise, straightforward and prepared simply and economically. Expensive displays bindings or promotional materials are neither desired nor required. However, there is no intent to these instructions to limit a proposal’s content or to exclude any relevant or essential data therefrom.
DISPUTES/PROTESTS: The procedure is designed to give responding
parties adequate opportunity to submit questions and discuss the requirements and
responses to the GPS and encourages potential Contractors to resolve issues
through written correspondence and confidential discussions. GPS wishes to foster
cooperative relationships and to reach a fair agreement in a timely manner.
Vendors filing a protest must do so within five (5) working days after the date on which GPS issues its notice to award. The protesting Vendor shall submit a full and complete written statement detailing the facts in support of the protest. Protest must be sent by mail or delivered in person to the Administrator. The decision of the GPS will be in writing and sent by mail or delivered in person to the protesting Vendor. The decision of GPS is final.
NON-COLLUSION: By signing the proposal the Vendor certifies that the proposal submitted has been arrived at independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other Vendor of materials, supplies, equipment or services.
CONFIDENTIALITY OF PROPOSALS: Proposals are confidential until such time as an award is announced.
POST-AWARD NEGOTIATION: Items subject to post-award negotiation by Clients with Contractors will include and are not limited to the following:
(a) Optional services.
(b) Quality of service.
(c) Management of service.
Post-award negotiations between a GPS and a Contractor are permitted and may be necessary for additions to the basic terms and services of the Master Agreement. Such additional terms and services shall be negotiated and priced accordingly.
NONDISCRIMINATION: Contractors agree to abide by the law regarding discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin.
This Master Agreement may be canceled if Contractor fails to comply with the provisions of these laws and regulations.
GPS is responsible for administering and managing the scheme, which include the following:
(a) Periodically provide updated information to Suppliers/ Contractors that can be used to improve the efficiency of the Contractor sales process, e.g., lists of sales contacts and decision makers, letters of support and recommendation, and other appropriate assistance in coordination with the Contractors marketing activities.
(b) Track implementation of GPS.
(c) Expedite and coordinate visits by representatives of scheme member.
(d) Organize and conduct periodic performance review and planning meetings.
(e) Coordinate the continuous exchange of information between representatives of members and Contractors/ Suppliers.
(t) Serve as the Master Agreement Administrator.
(g) Serve as the interface with Contractors personnel accountable for project.
(h) Monitor the resolution of disputes or performance problems that may from time to time arise between Members and Suppliers/ Contractors.
(i) Keep the Sub-committee apprised of progress and results.
(j) Collect information to identify Members future requirements and explore alternatives to meet those requirements.
