3.1.1 This RFP and any addenda, the Contractor's proposal and any ...

REQUEST FOR PROPOSAL (RFP) |Bid Event Number: |EVT0001446 |
|Requisition ID: |52100-4197 |
|Replaces Contract:|10481 |
|Date Posted: |May 15, 2012 |
|Closing Date: |July 17, 2012 2:00 PM CST |
|Procurement |Greg Davis |
|Officer: |Telephone: 785-296-2770 |
| |E-Mail Address: greg.davis@da.ks.gov |
| |Web Address: http://da.ks.gov/purch |
|Item: |Telephone Services - Inmate |
|Agency: |Kansas Department of Corrections (hereinafter |
| |referred to as KDOC) |
|Period of |Date of Award through December 15, 2015 |
|Contract: |(with two (2) additional optional one (1) year |
| |renewal periods) |
|Guarantee: |No Monetary Guarantee Required |
|Scope: |This Contract shall cover the procurement of Inmate |
| |Telephone services for the Kansas Department of |
| |Corrections during the contract period referenced |
| |above. | Event Number EVT0001446 was recently posted to Procurement and Contracts
Internet website.
The document can be downloaded by going to the following website: http://www.da.ks.gov/purch/Contracts/bids.aspx It shall be the bidder's responsibility to monitor this website on a
regular basis for any changes/amendments. Section I
INSTRUCTIONS 1. Bid Event ID/ Reference Number
1. The Bid Event number, indicated in the header of this page, as
well as on the first page of this proposal, has been assigned to
this RFP and MUST be shown on all correspondence or other
documents associated with this RFP and MUST be referred to in
all verbal communications. All inquiries, written or verbal,
shall be directed only to the Procurement Officer reflected on
Page 1 of this RFP. There shall be no communication with any
other state employee regarding this RFP except with designated
state participants in attendance ONLY DURING: Negotiations
Contract Signing
As otherwise specified in this RFP 2. Violations of this provision by Contractor or state agency
personnel may result in the rejection of the proposal. 2. Negotiated Procurement
1. This is a negotiated procurement pursuant to K.S.A. 75-37,102.
Final evaluation and award will be made by The Procurement
Negotiation Committee (PNC) consisting of the following entities
(or their designees): Secretary of Department of Administration;
Director of Procurement and Contracts, Department of Administration;
and
Head of Using Agency 3. Appearance Before Committee
1. Any, all or no Contractors may be required to appear before the
PNC to explain the Contractor's understanding and approach to
the project and/or respond to questions from the PNC concerning
the proposal; or, the PNC may award without conducting
negotiations, based on the initial proposal. The PNC reserves
the right to request information from Contractors as needed. If
information is requested, the PNC is not required to request the
information of all Contractors.
2. Contractors selected to participate in negotiations may be given
an opportunity to submit a revised proposal and/or their revised
offer to the PNC. Prior to a specified cut-off time for revised
proposals, Contractors may submit revisions to their Technical
and Cost Proposals. Meetings before the PNC are not subject to
the Open Meetings Act. Contractors are prohibited from
electronically recording these meetings. All information
received prior to the cut-off time will be considered part of
the Contractor's revised offer.
3. No additional revisions shall be made after the specified cut-
off time unless requested by the PNC. 4. Cost of Preparing Proposal
1. The cost of developing and submitting the proposal is entirely
the responsibility of Contractor. This includes costs to
determine the nature of the engagement, preparation of the
proposal, submitting the proposal, negotiating for the contract
and other costs associated with this RFP.
5. Preparation of Proposal
1. The Financial Offering is to be entered in spaces provided on
Appendix B provided herein. Computations and totals shall be
indicated where required. In case of error in computations or
totals, the unit price shall govern. The PNC has the right to
rely on any price quotes provided by Contractors. Contractor
shall be responsible for any mathematical error in price quotes.
The PNC reserves the right to reject proposals which contain
errors.
2. All copies of Cost Proposals/ Financial Offering shall be
submitted in a separate sealed envelope or container separate
from the Technical Proposal. The outside shall be identified
clearly as "Cost Proposal" or "Technical Proposal" with the Bid
Event number and closing date.
3. A proposal shall not be considered for award if the price in the
proposal was not arrived at independently and without collusion,
consultation, communication or agreement as to any matter
related to price with any other contractor, competitor or public
officer/employee.
4. Technical Proposals shall contain a concise description of
Contractor's capabilities to satisfy the requirements of this
RFP with emphasis on completeness and clarity of content.
Repetition of terms and conditions of the RFP without additional
clarification shall not be considered responsive. 6. Signature of Proposals
1. Each proposal shall give the complete mailing address of
Contractor and be signed by an authorized representative by
original signature with his or her name and legal title typed
below the signature line. If Contractor's contact will be a
different entity, indicate that individual's contact information
for communication purposes. Each proposal shall include
Contractor's tax number. 7. Acknowledgment of Addenda
1. All Contractors shall acknowledge receipt of any addenda to this
RFP by returning a signed hard copy with the proposal. Failure
to acknowledge receipt of any addenda may render the proposal to
be non-responsive. Changes to this RFP shall be issued only by
Procurement and Contracts in writing. 8. Modification of Proposals
1. A Contractor may modify a proposal by letter or by FAX
transmission at any time prior to the closing date and time for
receipt of proposals. 9. Withdrawal of Proposals
1. A proposal may be withdrawn on written request from the
Contractor to the Procurement Officer at Procurement and
Contracts prior to the closing date. 10. Competition
1. The purpose of this RFP is to seek competition. Contractor
shall advise Procurement and Contracts if any specification,
language or other requirement inadvertently restricts or limits
proposals to a single source. Notification shall be in writing
and must be received by Procurement and Contracts no later than
five (5) business days prior to the bid closing date. The
Director of Purchases reserves the right to waive minor
deviations in the specifications which do not hinder the intent
of this RFP.
11. Evaluation of Proposals
1. Award shall be made in the best interest of the State as
determined by the PNC or their designees. Although no weighted
value is assigned, consideration may focus toward but is not
limited to:
1. TECHNICAL CAPABILITIES
. Platform Type and Equipment
. Monitoring and Recording
. Pre-Paid Collect, Pre-Paid Card and Debit Calling Programs
2. SERVICE
. Installation and Upgrades
. Customer Service and Technical Support
. Responses from References
3. EXPERIENCE
. Industry Experience
. Litigation
4. COMPLIANCE WITH RFP REQUIREMENTS
5. FINANCIAL PROPOSAL
. Calling Rates and Fee Structure
. Commission and Minimum Annual Guarantee
. Financial Incentive / Signing Bonus 12. Acceptance or Rejection
1. The PNC reserves the right to accept or reject any or all
proposals or part of a proposal; to waive any informalities or
technicalities; clarify any ambiguities in proposals; modify any
criteria in this RFP; and unless otherwise specified,