County of Escambia Sealed Solicitation
Title: PD 20-21.001 Request for Information - Procurement Software
Deadline: 11/4/2020 2:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Cancelled
Solicitation Number: PD 20-21.001
Description:
The purpose of this Request for Information is to procure a cloud-based electronic bidding and vendor sourcing solution; one that includes a contract management solution.
Documents:
| Documents as of 10/21/2020 |
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Addition 1
Posted: 10/22/2020
Type of Addition: Addendum 1
Overview:
In response to questions that were submitted today, attached is Addendum 1 for review. The following is a link to Microsoft SharePoint for those who prefer not to use Vendor Registry for their information and submissions.
https://escambiacountyfl.sharepoint.com/:b:/g/bcc/po/EQHyNFPEiONEn7-Ss0iqYr4B4g3qdt7sHg4EPUpBbj4GRA?e=Khpi9o
Additionally, in case any potential respondents were unable to login via Vendor Registry, below is a link to the RFI.
https://escambiacountyfl.sharepoint.com/:b:/g/bcc/po/Ed_tpZ1NVuxGnnJ77mMnd4QB1ZH_0uPjZ--bOPeH5Ynaog?e=E7MSFz
If there are any questions, feel free to submit them here or to me at JDLovingood@myescambia.com
Best regards,
Jeffrey Lovingood
Documents:
Addition 2
Posted: 10/27/2020
Type of Addition: Addendum 2
Overview: Please see Addendum 2 for a list of recently submitted questions and the County's guidance.
Documents:
Addition 3
Posted: 10/29/2020
Type of Addition: Addendum 3
Overview: Please see the attached Addendum 3 as well as the link contained within the document.
Documents:
Addition 4
Posted: 11/4/2020
Type of Addition: In Review
Overview: Please see the attached Register of Respondents. The Short-List meeting is currently scheduled for Monday, November 9 at 10:00 AM, and all firms will be notified of the Short-Listed firms at the conclusion of the meeting.
Documents:
Addition 5
Posted: 9/21/2021
Type of Addition: Cancellation Information
Overview: This solicitation was cancelled in June 2021 and notice was never posted.
Question 1
Posted: 10/21/2020
Question: Is this Solicitation a Request for Information or a Request for Proposal? What software solution has the County identified ? Will you additionally consider the acceptance of email submissions? How do we respond to your requirements - Yes/No - if Yes do you require further comments, etc. Software provider will deliver catalog enablement and technical assistance to vendors developing catalogs, as well as assist with catalog changes and additions/deletions, as necessary. - please elaborate on this requirement If we cannot provide a requirement does that eliminate our submission?
Response: 1) This is a Request for Information. Upon receipt of responses, the County will short-list and ask those firms for a presentation. 2) The County has reviewed a few software options, however, this RFI is an effort to find all viable options for consideration. 3) The County will not accept emailed submissions. Firms who do not wish to obtain a Vendor Registry login can submit their information via U.S. Mail or courier. Instructions for such are included in the RFI. 4) If a yes/no will suffice, that is sufficient. If an explanation is needed, please provide one. Responses do not have to be submitted on the solicitation document. 5) The only "knockout" requirements are an "off-the-shelf", cloud-based electronic bidding and vendor sourcing solution that includes a contract management solution. The yes/no answers from each submission will be compared to the other submissions.
Question 2
Posted: 10/22/2020
Question: The RFI states that responses can be uploaded into Vendor Registry. However, upon registration and access to the event, there appears no discernible method to upload. Please describe in detail how a file (response) can be uploaded for this event.
Response: This issue has been resolved. The "Submit Bid" button is now next to the "Submit Question" button. We apologize for the omission.
Question 3
Posted: 10/22/2020
Question: Please provide a use case/further context for Question 27 (D. Electronic Bidding Requirements) with respect to a bidding event. What is meant by "establish catalogs"?
Response: Addressed in Addendum 1.
Question 4
Posted: 10/22/2020
Question: Question 31 (D. Electronic Bidding Requirements) - Please clarify what the County means by "track product usage." Does the County want to track POs against a contract created as a result of a bid award?
Response: Addressed in Addendum 1.
Question 5
Posted: 10/22/2020
Question: Question 32 (D. Electronic Bidding Requirements) - Please describe if the County's intent is to add cooperative contracts and/or state contracts to the County's system. If not, please provide addition clarification/context around this requirement.
Response: Addressed in Addendum 1.
Question 6
Posted: 10/22/2020
Question: Question 10 (D. Contract Management System Requirements) - Should this instead read "contract numbering" rather than "solicitation numbering"?
Response: Addressed in Addendum 1.
Question 7
Posted: 10/22/2020
Question: Question 1 (d) 2nd bullet (D. Contract Management System Requirements) - Please provide Exhibit A. Is the intent of this requirement the ability to upload documents with the contract?
Response: Addressed in Addendum 1.
Question 8
Posted: 10/22/2020
Question: Question 11 (D. Contract Management System Requirements) - What system does the County use to create purchase orders?
Response: Addressed in Addendum 1.
Question 9
Posted: 10/26/2020
Question: Question 1: A(3)(d) Unlimited Individual User Accounts - Could you please clarify what kind of functions these Unlimited Individual User Accounts will need to perform within the system? Question 2: D(Electronic Bidding)(9) Automated creation of bid packages - Could you please clarify what an automated bid package is composed of, what format you expect, and what types of preferences you would like to see? Question 3: D(Electronic Bidding)(16) Multiple agency-based workflows - Could you please provide examples of the most commonly used or most desired “workflows,” including whether the workflows involve approvals, electronic signatures, etc.? Question 4: D(Electronic Bidding)(29) Project upcoming demand - Pre-project management does not appear to be a requirement for this solicitation. Thus, how are you envisioning the system having access to this pre-project (ie, not in process) information? Question 5: F(3) Training - Do the unlimited individual users (requested in A(3)(d)) require training and, therefore, require the vendor to provide unlimited training?
Response: Please see Addendum 2 for guidance.
Question 10
Posted: 10/28/2020
Question: Will this RFI lead to a contract or will there be a subsequent RFP be issued?
Response: As noted in the first question of Addendum 1, the intent of this RFI is to make a purchase. There is no plan to hold a separate RFP after this RFI.
Posted: 10/22/2020
Type of Addition: Addendum 1
Overview:
In response to questions that were submitted today, attached is Addendum 1 for review. The following is a link to Microsoft SharePoint for those who prefer not to use Vendor Registry for their information and submissions.
https://escambiacountyfl.sharepoint.com/:b:/g/bcc/po/EQHyNFPEiONEn7-Ss0iqYr4B4g3qdt7sHg4EPUpBbj4GRA?e=Khpi9o
Additionally, in case any potential respondents were unable to login via Vendor Registry, below is a link to the RFI.
https://escambiacountyfl.sharepoint.com/:b:/g/bcc/po/Ed_tpZ1NVuxGnnJ77mMnd4QB1ZH_0uPjZ--bOPeH5Ynaog?e=E7MSFz
If there are any questions, feel free to submit them here or to me at JDLovingood@myescambia.com
Best regards,
Jeffrey Lovingood
Documents:
Posted: 10/27/2020
Type of Addition: Addendum 2
Overview: Please see Addendum 2 for a list of recently submitted questions and the County's guidance.
Documents:
Posted: 10/29/2020
Type of Addition: Addendum 3
Overview: Please see the attached Addendum 3 as well as the link contained within the document.
Documents:
Posted: 11/4/2020
Type of Addition: In Review
Overview: Please see the attached Register of Respondents. The Short-List meeting is currently scheduled for Monday, November 9 at 10:00 AM, and all firms will be notified of the Short-Listed firms at the conclusion of the meeting.
Documents:
Posted: 9/21/2021
Type of Addition: Cancellation Information
Overview: This solicitation was cancelled in June 2021 and notice was never posted.
Posted: 10/21/2020
Question: Is this Solicitation a Request for Information or a Request for Proposal? What software solution has the County identified ? Will you additionally consider the acceptance of email submissions? How do we respond to your requirements - Yes/No - if Yes do you require further comments, etc. Software provider will deliver catalog enablement and technical assistance to vendors developing catalogs, as well as assist with catalog changes and additions/deletions, as necessary. - please elaborate on this requirement If we cannot provide a requirement does that eliminate our submission?
Response: 1) This is a Request for Information. Upon receipt of responses, the County will short-list and ask those firms for a presentation. 2) The County has reviewed a few software options, however, this RFI is an effort to find all viable options for consideration. 3) The County will not accept emailed submissions. Firms who do not wish to obtain a Vendor Registry login can submit their information via U.S. Mail or courier. Instructions for such are included in the RFI. 4) If a yes/no will suffice, that is sufficient. If an explanation is needed, please provide one. Responses do not have to be submitted on the solicitation document. 5) The only "knockout" requirements are an "off-the-shelf", cloud-based electronic bidding and vendor sourcing solution that includes a contract management solution. The yes/no answers from each submission will be compared to the other submissions.
Posted: 10/22/2020
Question: The RFI states that responses can be uploaded into Vendor Registry. However, upon registration and access to the event, there appears no discernible method to upload. Please describe in detail how a file (response) can be uploaded for this event.
Response: This issue has been resolved. The "Submit Bid" button is now next to the "Submit Question" button. We apologize for the omission.
Posted: 10/22/2020
Question: Please provide a use case/further context for Question 27 (D. Electronic Bidding Requirements) with respect to a bidding event. What is meant by "establish catalogs"?
Response: Addressed in Addendum 1.
Posted: 10/22/2020
Question: Question 31 (D. Electronic Bidding Requirements) - Please clarify what the County means by "track product usage." Does the County want to track POs against a contract created as a result of a bid award?
Response: Addressed in Addendum 1.
Posted: 10/22/2020
Question: Question 32 (D. Electronic Bidding Requirements) - Please describe if the County's intent is to add cooperative contracts and/or state contracts to the County's system. If not, please provide addition clarification/context around this requirement.
Response: Addressed in Addendum 1.
Posted: 10/22/2020
Question: Question 10 (D. Contract Management System Requirements) - Should this instead read "contract numbering" rather than "solicitation numbering"?
Response: Addressed in Addendum 1.
Posted: 10/22/2020
Question: Question 1 (d) 2nd bullet (D. Contract Management System Requirements) - Please provide Exhibit A. Is the intent of this requirement the ability to upload documents with the contract?
Response: Addressed in Addendum 1.
Posted: 10/22/2020
Question: Question 11 (D. Contract Management System Requirements) - What system does the County use to create purchase orders?
Response: Addressed in Addendum 1.
Posted: 10/26/2020
Question: Question 1: A(3)(d) Unlimited Individual User Accounts - Could you please clarify what kind of functions these Unlimited Individual User Accounts will need to perform within the system? Question 2: D(Electronic Bidding)(9) Automated creation of bid packages - Could you please clarify what an automated bid package is composed of, what format you expect, and what types of preferences you would like to see? Question 3: D(Electronic Bidding)(16) Multiple agency-based workflows - Could you please provide examples of the most commonly used or most desired “workflows,” including whether the workflows involve approvals, electronic signatures, etc.? Question 4: D(Electronic Bidding)(29) Project upcoming demand - Pre-project management does not appear to be a requirement for this solicitation. Thus, how are you envisioning the system having access to this pre-project (ie, not in process) information? Question 5: F(3) Training - Do the unlimited individual users (requested in A(3)(d)) require training and, therefore, require the vendor to provide unlimited training?
Response: Please see Addendum 2 for guidance.
Posted: 10/28/2020
Question: Will this RFI lead to a contract or will there be a subsequent RFP be issued?
Response: As noted in the first question of Addendum 1, the intent of this RFI is to make a purchase. There is no plan to hold a separate RFP after this RFI.