Agenda Item
v. Replacement Parts Company (Grainger) State of Georgia Maintenance, Repair, and Operation Contract No. 99999-001-SPD000 0181-001 (Not to exceed $3,500,000) ~ Updated 4.30.2024
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education authorize the district to use the IBS Contract between DeKalb County School District and Replacement Parts Company (Grainger) for services in accordance with State of Georgia Contract SWC 99999-001-SPD0000181 not to exceed $3,500,000.
Why: The purpose of the contract is for Grainger to provide an on-site storefront, including but not limited to parts, personnel, services, and vehicles to directly support the repair, maintenance, and service of DeKalb County School District facilities, buildings and structures. By utilizing this agreement, DCSD will increase parts availability, reduce customer wait time, and utilize the vast knowledge and logistics of a national company.
Details: In accordance with Board Policy DJE (Purchasing), Paragraph III (c)(3)(c), exceptions to competitive selection are allowed when the purchase is made through contracts formally solicited and obtained by the State of Georgia, the Federal Government, or some other government agency. The Purchasing Department shall be authorized to make purchases through inter-governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economics of scale.
The initial contract term is May 1, 2024 through April 30, 2025. The contract has two (2) one (1) year optional renewals. Renewal #1 effective date is April 30, 2025 with an expiration date of March 31, 2026. The agreement between DeKalb County School District and Repair Parts Company (Grainger) is effective from May 1, 2024 through April 1, 2027.
Financial impact: The goods and services provided will be allocated from various General Fund charge codes under the Business Services Department to support the maintenance and repair of DCSD facilities, buildings and structures. Annual spend is not to exceed $3,500,000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer; Division of Operations, 678.676.1475
Mr. Keith Singleton, Director; Business Services Department, Division of Operations, 678.676.1422
Effective: Upon Board Approval
Status: Approved by General Counsel
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
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OPERATIONS
1 The Supplier(s) agrees to not include any requirement(s) for a minimum Yes No
order/ship quantity or dollar value in its solicitation response.
The Supplier(s) must have the capability of receiving Purchase Orders (P.O.s)
2 via, email, or Commerce Extensible Markup Language (CXML) Yes No
(electronically), as noted in Section 3.3.
The Supplier(s) must describe their qualifications and capability to provide
products to customers in a contract similar to the State of Georgia statewide
contract. Your attached document must include the number of years (a
3 minimum of three (3) years) your company has provided services under the Yes Yes
specific contract. The Supplier(s) must also submit a list of references (no
more than 3) who can attest to the Supplier’s capability to manage a
contract of similar scope and size to what is required in this eRFQ.
The Supplier(s) agrees to provide trained personnel fluent-in-English who
shall respond to customer inquiries within one business day of receipt of
initial contact. These inquiries can include product information, billing
4 Yes No
disputes, delivery disputes or problems, product returns, pricing
information, adding or deleting account names, addresses and numbers, and
training requests.
The Supplier(s) agrees to provide a billing system that shall be flexible
enough to meet the needs of varying accounting systems used by different
ordering organizations. This may include, but is not limited to, varied billing
5 frequencies, electronic billing, work flow approval requirements and varied Yes No
invoice requirements. The Supplier(s) acknowledges that they are capable
of handling billing from a PeopleSoft Financial system for State of Georgia
Authorized Users.
Revised 3/08/12 Page 1 SPD-SP058
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
Information" column. Attachments that are not requested, will not be considered and will not be evaluated.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
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Mandatory Questions with Additional
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The Supplier(s) agrees to work with the State Purchasing Division (SPD)
Contract Specialist in resolving any issues resulting from customer
satisfaction surveys. SPD and the Supplier's contract manager will work
6 collaboratively to continually monitor the success levels of the contract. An Yes No
initial response to survey feedback must be made within 7 days and a
specific plan to address the issues must be agreed upon by the Supplier and
State Purchasing Division.
Should the State conduct another solicitation for similar services and award
a statewide contract to a new Supplier(s), the incumbent Supplier(s) agrees
to work with the Contract Specialist to ensure that an efficient and seamless
7 Yes No
transition takes place with the new Supplier(s). Failure to cooperate may
render the incumbent Supplier(s) ineligible for future statewide contract
awards.
Supplier(s) shall, at no additional charge, provide training to Authorized
Users with respect to material management and product safety issues.
8 Yes No
Training shall be provided at the location of the Authorized User(s) and shall
be available on the Supplier's website.
The Supplier(s) agrees to be responsible for maintaining a verifiable United
9 Nations Standard Product and Services Code (UNSPSC) for any items sold on Yes No
the contract, as noted in Section 3.3.
The State has existing mandatory statewide contracts that offer some of the
10 items considered to be MRO supplies. Consequently, the State will require Yes No
the awarded Supplier(s) to block all products in the following categories:
Paint, Lamps and Ballasts, Furniture. Do you agree?
Supplier(s) shall notify the Contract Specialist, in writing, of any unresolved
11 disputes or problems encountered by Authorized User(s) of the statewide Yes No
contract that have been outstanding for more than (5) business days.
Revised 3/08/12 Page 2 SPD-SP058
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
Information" column. Attachments that are not requested, will not be considered and will not be evaluated.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
Response by
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Mandatory Questions with Additional
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The Supplier(s) must provide a specific point of contact who is
12 knowledgeable with the Jaggaer system and who will collaborate with State Yes No
Purchasing Division on issues related to the Jaggaer system.
Supplier(s) shall notify the Contract Specialist prior to any emergency or
13 scheduled maintenance on the Supplier's websites used by Authorized Users Yes No
of the statewide contract.
The Supplier(s) agrees to only distribute passwords and allow access to its
14 websites displaying State contract products to Authorized Users who don't Yes No
have access to Team Georgia Marketplace.
The Supplier(s) agrees to accept telephone orders via a toll free number
between the hours of 8:00 AM and 5:00 PM Eastern Standard Time, Monday-
15 Friday. If telephone calls are received after business hours, the Supplier(s) Yes No
agrees to provide an after hours message which includes instructions as to
how to place the order by other means.
Supplier(s) agrees to provide Authorized User(s) within three business days,
order status via telephone, Internet, or email. Order status should include
16 Yes No
order fill status, estimated delivery or ship status, total cost, and any other
order information requested by Authorized Users.
Supplier(s) agrees to immediately notify customers that an out-of-stock item
17 has been ordered and must notify the customer of the date of availability for Yes No
the out-of-stock item(s). Supplier(s) may suggest equivalent substitute(s).
Supplier(s) agrees that the ordering organization shall have the option of
accepting the suggested equivalent substitute, or canceling the item from
18 Yes No
the order. Under no circumstance is the Supplier(s) permitted to make
unauthorized substitutions.
Revised 3/08/12 Page 3 SPD-SP058
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
Information" column. Attachments that are not requested, will not be considered and will not be evaluated.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
Response by
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Mandatory Questions with Additional
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Supplier(s) agrees that If a higher priced item is used to fill an order without
the customer consent, the customer will be billed at the price of the item
19 Yes No
that was out of stock. Unfilled or substituted item(s) shall be indicated on
the packing list.
The Supplier(s) agrees to provide credit and/or replacement for freight-
damaged, and defective items. Supplier(s) will be responsible for the credit
and/or replacement of all products, including those covered by
20 manufacturer warranties. The Supplier(s) cannot require the Authorized Yes No
User organization to deal directly with the manufacturer. In all cases, the
Authorized User shall have the option of taking an exchange or receiving a
credit pursuant to the return policy.
MARKETING
The Supplier(s) agrees not to use any personal information from the
Authorized User gathered while setting up accounts for marketing purposes
21 unless the marketing is done specifically for the categories awarded on the Yes No
statewide contract. The Supplier(s) shall not market any category or
products that they were not awarded on the statewide contract.
Revised 3/08/12 Page 4 SPD-SP058
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
Information" column. Attachments that are not requested, will not be considered and will not be evaluated.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
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Mandatory Questions with Additional
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The Supplier(s) must prepare a detailed marketing plan which includes (but
not limited to) the following characteristics: (a) The marketing plan must
detail the specific efforts that will be made to increase spend through the
statewide contract, (b) a detailed action plan that explains key steps as to
how the Supplier(s) intends to incrementally grow the statewide contract
22 from its current spend year over year, (c) a list of resources and personnel Yes Yes
employed to execute the plan, (d) identification of resources needed from
the State to assist in the marketing efforts. (e) attendance at events to
market the statewide contract, e.g. Georgia Procurement Conference, highly
recommended, NIGP Expo, etc. Supplier must upload the marketing plan as
part of their response to this eRFQ.
DELIVERY
If the invoice is not inside the delivery package, the Supplier(s) agrees to
provide invoices containing all requested information by the ordering
23 Yes No
agency within 7 days of delivery. In addition, the Supplier(s) agrees to
provide access to invoices via the Internet or email.
Supplier(s) agrees to comply with State policies surrounding deliveries to
correctional facilities or other institutional grounds that require prior
clearances for all delivery drivers, as well as a search of the delivery vehicle.
24 Supplier(s) is responsible for obtaining clearance prior to delivery. Delayed Yes No
pick-up and deliveries due to driver not being cleared to enter institutional
grounds may cause Supplier(s) to be declared in default of the statewide
contract.
Revised 3/08/12 Page 5 SPD-SP058
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
Information" column. Attachments that are not requested, will not be considered and will not be evaluated.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
Response by
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Question Supplier.
Mandatory Questions with Additional
# Only Yes or
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No Answers
The Supplier(s) agrees to maintain a monthly overall average fill rate of 95%
or better. If the overall monthly average fill rate falls below 95% for three
consecutive months, the Supplier(s) will be deemed to be non-compliant
25 and will be required to immediately present a written corrective action plan Yes No
to address the issue. Fill rate is computed by dividing the lines filled by lines
ordered. Line items that are unavailable, partially filled or back-ordered are
not considered filled line items when calculating this service level.
The Supplier(s) agrees to not impose a re-stocking fee to Authorized Users if
an item is returned due to damage, incorrect product shipped, or Supplier's
26 Yes No
order entry error. Authorized users must make the return or exchange
request within thirty (30) days of delivery.
The Supplier(s) agrees that all shipped orders shall include a packing slip
with the Authorized User organization’s name, section or unit name,
location (street address, building, floor, and room number), name and
contact information of ordering person, order number and number of
27 Yes No
cartons. Packages containing multiple products shall be clearly labeled as
such. A packing slip must be included with each order. If the packing slip is
inside a box, that box must be identified. Boxes that exceed 45 pounds shall
be clearly marked as "Heavy".
Supplier(s) must have statewide distribution capabilities in order to meet
28 the delivery requirements of the various Authorized Users throughout the Yes No
entire state. Can you meet this requirement?
The Supplier(s) agrees that shipments shall be F.O.B. destination to the
29 Authorized User's receiving point. Freight must be paid by the Supplier(s) Yes No
and not billed to the Authorized User.
If pallets are used for delivery(s), the Supplier(s) agrees to remove pallets
30 Yes No
from the Authorized User's location upon the completion of delivery(s).
Revised 3/08/12 Page 6 SPD-SP058
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
Information" column. Attachments that are not requested, will not be considered and will not be evaluated.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
Response by
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Mandatory Questions with Additional
# Only Yes or
Information?
No Answers
CUSTOMER SERVICE
In the event of a product recall, the Supplier(s) agrees to quickly notify each
Authorized User that received the recalled products and shall immediately
31 notify the Contract Specialist. If the State has paid for the product, the State Yes No
will be issued a credit and refunded the amount previously charged for that
item.
The Supplier(s) agrees to comply with Invoicing and Payment policies for any
purchases made outside of the procurement card process, payment to the
32 Yes No
Supplier(s) shall be made within thirty (30) days of the State’s receipt of a
correct and undisputed invoice.
The Supplier(s) agrees to provide Authorized Users or DOAS with requested
33 P-Card purchase information (i.e. purchase history, NIGP codes, data extract, Yes No
activity, location of origin, etc).
No items shall be discontinued by the Supplier(s) without advanced notice
and agreement from the Contract Specialist, unless the item is discontinued
by the manufacturer without notice to the Supplier(s). Supplier(s) will be
responsible for notifying the Contract Specialist of any manufacturer
34 discontinued item, in writing, within 5 days of receipt of such notification Yes No
from the manufacturer. Awarded Supplier(s) will work with the Contract
Specialist to immediately identify a suitable substitute for a discontinued
item, which has the same or equivalent form, fit and function as the
discontinued item, and will make it available to the Authorized Users, at the
same or lower price as the discontinued item.
Revised 3/08/12 Page 7 SPD-SP058
RFQ/RFQC Mandatory Questions
Mandatory Response Worksheet
MRO
These questions are Pass/Fail. Ordinarily, to be considered responsive and eligible for award as a qualified
Supplier, you must answer all questions in this section with a "YES" to pass and it must be submitted via the
system. Refer to section 4.3. of the eRFQ for specific guidance.
Questions you answer with a "NO" or leave blank WILL fail the technical requirements and may result in
disqualification from further consideration for award.
By answering "Yes," the Supplier indicates that it meets the individual requirements in the response column
provided. Only upload attachments if requested (indicated by a "YES") in the "Upload Attachments with Additional
Information" column. Attachments that are not requested, will not be considered and will not be evaluated.
DO NOT INCLUDE ANY COST INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
Response by
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Question Supplier.
Mandatory Questions with Additional
# Only Yes or
Information?
No Answers
Supplier(s) bidding on the Cleaning Category may be required to supply
sample products for testing purposes. Samples should be provided within
35 four (4) business days after notification and the Material Safety Data Yes No
Sheet(s), Label(s) and Technical Data Sheet(s) are to be submitted with each
sample. Do you agree?
Revised 3/08/12 Page 8 SPD-SP058