RFP and Addendums-Fleet Facility 110520 - November 11, 2024 - DCSD Board Meeting Archive

RFP #110520
REQUEST FOR PROPOSALS
for
Fleet and Facility Related Vendor Managed Inventory and Logistics Management
Solutions

Proposal Due Date: November 5, 2020, 4:30 p.m., Central Time

Sourcewell, a State of Minnesota local government agency and service cooperative, is requesting
proposals for Fleet and Facility Related Vendor Managed Inventory and Logistics Management
Solutions to result in a contracting solution for use by its Participating Entities. Sourcewell
Participating Entities include thousands of governmental, higher education, K-12 education,
nonprofit, tribal government, and other public agencies located in the United States and Canada.
A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal
[https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell
Procurement Portal will be considered. Proposals are due no later than November 5, 2020, at
4:30 p.m. Central Time, and late proposals will not be considered.

Solicitation Schedule

Public Notice of RFP Published: September 17, 2020

Pre-proposal Conference: October 7, 2020, 10:00 a.m., Central Time

Question Submission Deadline: October 29, 2020, 4:30 p.m., Central Time

Proposal Due Date: November 5, 2020, 4:30 p.m., Central Time
Late responses will not be considered.

Opening: November 5, 2020, 6:30 p.m., Central Time **

** SEE RFP SUB-SECTION V. G. “OPENING”

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I. ABOUT SOURCEWELL PARTICIPATING ENTITIES

A. SOURCEWELL

Sourcewell is a State of Minnesota local government agency and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates
a competitive public solicitation and contract award process for the benefit of its 50,000+
participating entities across the United States and Canada. Sourcewell’s solicitation process
complies with State of Minnesota law and policies, conforms to Canadian trade agreements,
and results in cooperative contracting solutions from which Sourcewell’s Participating Entities
procure equipment, products, and services.

Cooperative contracting provides participating entities and vendors increased administrative
efficiencies and the power of combined purchasing volume that result in overall cost savings. At
times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing
volume of their membership into a single solicitation and contract expanding the reach of
contracted vendors’ potential pool of end users.

Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which
all proposals to this RFP must be submitted.

B. USE OF RESULTING CONTRACTS

In the United States, Sourcewell’s contracts are available for use by:
• Federal and state government entities;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.

In Canada, Sourcewell’s contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards,
councils, committees, commissions, and similar agencies;
• Regional, local, district, and other forms of municipal government, municipal
organizations, school boards, and publicly-funded academic, health, and social service
entities referred to as MASH sector (this should be construed to include but not be
limited to the Cities of Calgary, Edmonton, Toronto, Calgary, Ottawa, and Winnipeg), as
well as any corporation or entity owned or controlled by one or more of the preceding
entities;

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• Crown corporations, government enterprises, and other entities that are owned or
controlled by these entities through ownership interest;
• Members of the Rural Municipalities of Alberta (RMA) and their represented
Associations, Saskatchewan Association of Rural Municipalities (SARM), Saskatchewan
Urban Municipalities Association (SUMA), Association of Manitoba Municipalities
(AMM), Local Authority Services (LAS), Municipalities Newfoundland and Labrador
(MNL), Nova Scotia Federation of Municipalities (NSFM), and Federation of Prince
Edward Island Municipalities (FPEIM).

For a listing of current United States and Canadian Participating Entities visit Sourcewell’s
website (note: there is a tab for each country’s listing): https://www.sourcewell-
mn.gov/sourcewell-for-vendors/agency-locator.

Access to contracted equipment, products, or services by Participating Entities is typically
through a purchase order issued directly to the applicable vendor. A Participating Entity may
request additional terms or conditions related to a purchase. Use of Sourcewell contracts is
voluntary and Participating Entities retain the right to obtain similar equipment, products, or
services from other sources.

To meet Participating Entities’ needs, public notice of this RFP has been broadly published,
including notification in the United States to each state-level procurement department for
possible re-posting.

Proof of publication will be available at the conclusion of the solicitation process.

II. EQUIPMENT, PRODUCTS, AND SERVICES

A. SOLUTIONS-BASED SOLICITATION

This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell
is seeking equipment, products, or services that meet the general requirements of the scope of
this RFP and that are commonly desired or are required by law or industry standards.

B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES

It is expected that Proposers will offer a wide array of equipment, products, or services at lower
prices and with better value than what they would ordinarily offer to a single government
entity, a school district, or a regional cooperative.

1. Sourcewell is seeking proposals for Fleet and Facility Related Vendor Managed Inventory
and Logistics Management Solutions, including, but not to be limited to:

a. Vendor Managed Inventory solutions, such as:

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1. Parts, fluids, equipment, and supplies for vehicle, truck, fleet, and warehouse
operations;
2. On and off-site storage, service, and parts room operation, management, and
staffing;
3. Performance reporting, and data and technology analysis;
4. Fleet and facility software integration and data exchange;
5. Emergency response services;
6. Parts replacement and warranty management;
7. National distribution system services;
8. Stock and non-stock parts sourcing of original equipment and aftermarket parts,
fluids, equipment, and supplies; and,
9. Parts research, acquisition, and delivery.

b. Logistics Management Solutions, such as:
1. Warehouse management services;
2. Warehouse and transportation coordination for in and outbound supplies;
3. Shipment optimization;
4. Freight management;
5. Load scheduling and delivery confirmation;
6. Customs management for international shipments;
7. Coordination of just-in-time replenishment of parts; and,
8. Web-based solutions and knowledge-based professional services.

c. Training, consultative, and administrative or technical support services related to the
delivery of the solutions offered under Section 1. a. or b. above.

2. The primary focus of this solicitation is on Fleet and Facility Related Vendor Managed
Inventory and Logistics Management Solutions. This solicitation should NOT be construed to
include:

a. Inventory Software System-only solutions;
b. Vehicle Parts-only solutions;
c. Public Safety Consultancy-only solutions.

3. This solicitation does not include those equipment, products, or services covered under
categories included in contracts currently maintained by Sourcewell:

a. RFP #022217 Fleet Management and Related Technology Solutions
b. RFP #060618 Fleet Management Services

Proposers may include related equipment, accessories, and services to the extent that these
solutions are complementary to the equipment, products, or service(s) being proposed.

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Generally, the solutions for Participating Entities are turn-key solutions, providing a
combination of equipment, products and services, delivery, and installation to a properly
operating status. However, equipment or products only solutions may be appropriate for
situations where Participating Entities possess the ability, either in-house or through local third-
party contractors, to properly install and bring to operation the equipment or products being
proposed.

Sourcewell prefers vendors that provide a sole source of responsibility for the products and
services provided under a resulting contract. If Proposer requires the use of dealers, resellers,
or subcontractors to provide the products or services, the Proposal should address how the
products or services will be provided to Participating Entities and describe the network of
dealers, resellers, and/or subcontractors that will be available to serve Participating Entities
under a resulting contract.

Sourcewell desires the broadest possible selection of equipment, products, and services being
proposed over the largest possible geographic area and to the largest possible cross-section of
Sourcewell current and future Participating Entities.

C. REQUIREMENTS

It is expected that Proposers have knowledge of all applicable industry standards, laws, and
regulations and possess an ability to market and distribute the equipment, products, or services
to Participating Entities.

1. Safety Requirements. All items proposed must comply with current applicable safety or
regulatory standards or codes.
2. Deviation from Industry Standard. Deviations from industry standards must be
identified with an explanation of how the equipment, products, and services will
provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new,
current model; however, Proposer may offer certain close-out equipment or products if
it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the Proposal, equipment and
products must be delivered to the Participating Entity as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a
warranty that is the industry standard or better.

D. ANTICIPATED CONTRACT TERM

Sourcewell anticipates that the term of any resulting contract(s) will be four (4) years. Up to
two one-year extensions may be offered based on the best interests of Sourcewell and its
Participating Entities.

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E. ESTIMATED CONTRACT VALUE AND USAGE

Based on past volume of similar contracts, the estimated annual value of all transactions from
contracts resulting from this RFP are anticipated to be USD $100 Million; therefore, proposers
are expected to propose volume pricing. Sourcewell anticipates considerable activity under the
contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract
are not guaranteed.

F. MARKETING PLAN

Proposer’s sales force will be the primary source of communication with Participating Entities.
The Proposer’s Marketing Plan should demonstrate Proposer’s ability to deploy a sales force or
dealer network to Participating Entities, as well as Proposer’s sales and service capabilities. It is
expected that Proposer will promote and market any contract award.

G. ADDITIONAL CONSIDERATIONS

1. Contracts will be awarded to Proposers able to best meet the need of Participating
Entities. Proposers should submit their complete line of equipment, products, or
services that are applicable to the scope of this RFP.
2. Proposers should include all relevant information in its proposal, since Sourcewell
cannot consider information that is not included in the Proposal. Sourcewell reserves
the right to verify Proposer’s information and may request clarification from a Proposer,
including samples of the proposed equipment or products.
3. Depending upon the responses received in a given category, Sourcewell may need to
organize responses into subcategories in order to provide the broadest coverage of the
requested equipment, products, or services to Participating Entities. Awards may be
based on a subcategory.
4. A Proposer’s documented negative past performance with Sourcewell or its
Participating Entities occurring under a previously awarded Sourcewell contract may be
considered in the evaluation of a proposal.

III. PRICING

A. REQUIREMENTS

All proposed pricing must be:

1. Line-Item Pricing, Percentage Discount from Catalog Pricing, Cost-Plus Pricing, or a
combination of these:
a. Line-item Pricing is pricing based on each individual product or services. Each line must
indicate the Vendor’s published “List Price,” as well as the “Contract Price.”
b. Percentage Discount from Catalog or Category is based on a percentage discount from
a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price
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(MSRP) for the products or services. Individualized percentage discounts can be
applied to any number of defined product groupings. Proposers will be responsible
for providing and maintaining current published MSRP with Sourcewell, and this
pricing must be included in its proposal and provided throughout the term of any
Contract resulting from this RFP.
c. Cost-Plus Pricing is pricing based on the actual cost incurred by the Vendor in
performance of the contract, or a stated price for equipment or products supplied by
Vendor, plus a specified amount of fee or profit.
2. The Proposer’s ceiling price (Ceiling price means that the proposed pricing will be
considered as the highest price for which equipment, products, or services may be billed
to a Participating Entity). However, it is permissible for vendors to sell at a price that is
lower than the contracted price;
3. Stated in U.S. and Canadian dollars (as applicable); and
4. Clearly understood, complete, and fully describe the total cost of acquisition (e.g., the
cost of the proposed equipment, products, and services delivered and operational for its
intended purpose in the Participating Entity’s location).

Proposers should clearly identify any costs that are NOT included in the proposed product or
service pricing. This may include items such as installation, set up, mandatory training, or initial
inspection. Include identification of any parties that impose such costs and their relationship to
the Proposer. Additionally, Proposers should clearly describe any unique distribution and/or
delivery methods or options offered in the Proposal.

B. ADMINISTRATIVE FEES

Proposers are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell
facilitating the resulting contracts. The administrative fee is normally calculated as a percentage
of the total sales to Participating Entities for all contracted equipment, products, or services made
during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some
categories, a flat fee may be an acceptable alternative.

IV. CONTRACT

Proposers awarded a contract will be required to execute a contract with Sourcewell (see
attached template). Only those modifications the Proposer indicates in its proposal will be
available for discussion. Much of the language in the Contract reflects Minnesota legal
requirements and cannot be altered. Numerous and/or onerous exceptions that contradict
Minnesota law may result in the Proposal being disqualified from further review and
evaluation.

To request a modification to the Contract terms, conditions, or specifications, a Proposer must
complete and submit the Exceptions to Terms, Conditions, or Specifications table, with all
requested modifications, through the Sourcewell Procurement Portal at the time of submitting
the Proposer’s Proposal. Exceptions must:
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1. Clearly identify the affected article and section, and
2. Clearly note what language is requested to be modified.
Unclear requests will be automatically denied.

Only those exceptions that have been accepted by Sourcewell will be included in the contract
document provided to the awarded vendor for signature.

If a Proposer receives a contract award resulting from this solicitation it will have up to 30 days
to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract
award may be revoked.

V. RFP PROCESS

A. PRE-PROPOSAL CONFERENCE

Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the
date and time noted on page one of this RFP and on the Sourcewell Procurement Portal. The
purpose of this conference is to allow potential Proposers to ask questions regarding this RFP
and Sourcewell’s competitive contracting process. Information about the webcast will be sent
to all entities that have registered for this solicitation opportunity through their Sourcewell
Procurement Portal Vendor Account. Pre-proposal conference attendance is optional.

B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION

Questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the
Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to
this RFP. Repetitive questions will be summarized into a single answer and identifying
information will be removed from the submitted questions.

All questions, whether specific to a Proposer or generally related to the RFP, must be submitted
using this process. Do not contact individual Sourcewell staff to ask questions or request
information as this may disqualify the Proposer from responding to this RFP. Sourcewell will not
respond to questions submitted after the deadline.

C. ADDENDA

Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an
addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to
potential Proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability
in connection with the delivery of any addenda.

Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if
any, must be acknowledged by the Proposer by checking the box for each addendum. It is the
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responsibility of the Proposer to check for any addenda that may have been issued up to the
solicitation due date and time.

If an addendum is issued after a Proposer submitted its proposal, the Sourcewell Procurement
Portal will WITHDRAW the submission and change the Proposer’s proposal status to
INCOMPLETE. The Proposer can view this status change in the “MY BIDS” section of the
Sourcewell Procurement Portal Vendor Account. The Proposer is solely responsible to check the
“MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after
submitting its Proposal (and up to the Proposal due date). If the Proposer’s Proposal status has
changed to INCOMPLETE, the Proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) ensure the re-submitted proposal is received through the Sourcewell Procurement Portal
no later than the Proposal Due Date and time shown in the Solicitation Schedule above.

D. PROPOSAL SUBMISSION

Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal
no later than the date and time specified in the Solicitation Schedule. Any other form of
proposal submission, whether electronic, paper, or otherwise, will not be considered by
Sourcewell. Late proposals will not be considered. It is the Proposer’s sole responsibility to
ensure that the proposal is received on time.

It is recommended that Proposers allow sufficient time to upload the proposal and to resolve
any issues that may arise. The time and date that a Proposal is received by Sourcewell is solely
determined by the Sourcewell Procurement Portal web clock.

In the event of problems with the Sourcewell Procurement Portal, follow the instructions for
technical support posted in the portal. It may take up to twenty-four (24) hours to respond to
certain issues.

Upon successful submission of a proposal, the Portal will automatically generate a confirmation
email to the Proposer. If the Proposer does not receive a confirmation email, contact
Sourcewell’s support provider at support@bidsandtenders.ca.

To ensure receipt of the latest information and updates via email regarding this solicitation, or
if the Proposer has obtained this solicitation document from a third party, the onus is on the
Proposer to create a Sourcewell Procurement Portal Vendor Account and register for this
solicitation opportunity.

Within the Procurement Portal, all proposals must be digitally acknowledged by an authorized
representative of the Proposer attesting that the information contained in in the proposal is
true and accurate. By submitting a proposal, Proposer warrants that the information provided
is true, correct, and reliable for purposes of evaluation for potential contract award. The
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submission of inaccurate, misleading, or false information is grounds for disqualification from a
contract award and may subject the Proposer to remedies available by law.

E. GENERAL PROPOSAL REQUIREMENTS

Proposals must be:
• In substantial compliance with the requirements of this RFP or it will be considered
nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete.
• Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date.

Any and all costs incurred in responding to this RFP will be borne by the Proposer.

F. PROPOSAL WITHDRAWAL

Prior to the proposal deadline, a Proposer may withdraw its proposal.

G. OPENING

The Opening of Proposals will be conducted electronically through the Sourcewell Procurement
Portal. A list of all Proposers will be made publicly available in the Sourcewell Procurement
Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation
Schedule.

To view the list of Proposers, verify that the Sourcewell Procurement Portal opportunities list
search is set to “All” or “Closed.” The solicitation status will automatically change to “Closed”
after the Proposal Due Date and Time.

VI. EVALUATION AND AWARD

A. EVALUATION

It is the intent of Sourcewell to award one or more contracts to responsive and responsible
Proposer(s) offering the best overall quality, selection of equipment, products, and services,
and price that meet the commonly requested specifications of Sourcewell and its Participating
Entities. The award(s) will be limited to the number of Proposers that Sourcewell determines is
necessary to meet the needs of Participating Entities. Factors to be considered in determining
the number of contracts to be awarded in any category may include the following:
• The number of and geographic location of:
o Proposers necessary to offer a comprehensive selection of equipment, products, or
services for Participating Entities’ use.

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o A Proposer’s sales and service network to assure availability of product supply and
coverage to meet Participating Entities’ anticipated needs.
• Total evaluation scores.
• The attributes of Proposers, and their equipment, products, or services, to assist
Participating Entities achieve environmental and social requirements, preferences, and
goals. Information submitted as part of a proposal should be as specific as possible
when responding to the RFP. Do not assume Sourcewell’s knowledge about a specific
vendor or product.

B. AWARD(S)

Award(s) will be made to the Proposer(s) whose proposal conforms to all conditions and
requirements of the RFP, and consistent with the award criteria defined in this RFP.

Sourcewell may request written clarification of a proposal at any time during the evaluation
process.

Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator
Scoring Guide (available in the Sourcewell Procurement Portal):

Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty 50
Depth and Breadth of Offered Equipment, Products, or Services 200
Pricing 400
TOTAL POINTS 1000

C. PROTESTS OF AWARDS

Any protest made under this RFP by a Proposer must be in writing, addressed to Sourcewell’s
Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. The protest must be received no later than 10 calendar days’
following Sourcewell’s notice of contract award(s) or non-award and must be time stamped by
Sourcewell no later than 4:30 p.m., Central Time.

A protest must include the following items:
• The name, address, and telephone number of the protester;
• The original signature of the protester or its representative;
• Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;

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• Identification of the issues to be resolved;
• Identification of the legal or factual basis;
• Any additional supporting documentation; and
• Protest bond in the amount of $20,000, except where prohibited by law or treaty.

Protests that do not address these elements will not be reviewed.

D. RIGHTS RESERVED

This RFP does not commit Sourcewell to award any contract and a proposal may be rejected if it
is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain
false statements or do not support an attribute or condition stated by the Proposer may be
rejected.

Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP;
• Select, for contracts or for discussion, a proposal other than that with the lowest cost;
• Independently verify any information provided in a Proposal;
• Disqualify any Proposer that does not meet the requirements of this RFP, is debarred or
suspended by the United States or Canada, State of Minnesota, Participating Entity’s
state or province; has an officer, or other key personnel, who have been charged with a
serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a
reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals
received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any Proposer;
and negotiate with more than one Proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of
Participating Entities; and
• Award a contract to one or more Proposers if it is in the best interest of Participating
Entities.

E. DISPOSITION OF PROPOSALS

All materials submitted in response to this RFP will become property of Sourcewell and will
become public record in accordance with Minnesota Statutes Section 13.591, after negotiations
are complete. Sourcewell considers that negotiations are complete upon execution of a
resulting contract. It is the Proposer’s responsibility to clearly identify any data submitted that it
considers to be protected. Proposer must also include a justification for the classification citing
the applicable Minnesota law.

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Sourcewell will not consider the prices submitted by the Proposer to be confidential,
proprietary, or trade secret materials. Financial information, including financial statements,
provided by a Proposer is not considered trade secret under the statutory definition.

The Proposer understands that Sourcewell will reject proposals that are marked confidential or
nonpublic, either substantially or in their entirety.

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9/24/2020

Addendum No. 1
Solicitation Number: RFP 110520
Solicitation Name: Fleet and Facility Related Vendor Managed Inventory and Logistics
Management Solutions

Consider the following Questions and Answers to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.

Question 1:

Who are the end users? What is their Number range?

Answer 1:
Sourcewell is a State of Minnesota local government agency and service cooperative
created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21)
that facilitates a competitive public solicitation and contract award process for the
benefit of its 50,000+ participating entities across the United States and Canada. Refer
to RFP Section I. B. – Use of Resulting Contracts, for a listing of the types of entities
eligible to utilize Sourcewell cooperative contracts.

The number of participating Sourcewell Participating Entities is not static. Sourcewell
maintains a link to a Participating Entity list on the “Sourcewell for Vendors” page of the
Sourcewell website, with a separate worksheet for both the US and Canada
(www.sourcewell-mn.gov/sourcewell-for-vendors/agency-locator). The list is updated
weekly.

Question 2:

Are Participating Entities represented on the selection committee? Who else is on the
selection committee?

Answer 2:
In regard to this RFP, the proposal evaluation committee will be comprised of
Sourcewell procurement professionals.
Question 3:

Did you have demonstrations of solutions that meet your requirements before posting
the RFP? Will proposers be allowed to demonstrate a proposed solution?

Answer 3:
Refer to RFP Section V. – RFP Process for an overview of Sourcewell’s solicitation
process. No proposer demonstrations have occurred, been planned or anticipated.

Each proposer, in its discretion, will determine the method it deems best suited to
convey the relevant information through the Sourcewell Procurement Portal. The
complete proposal must be submitted through the Sourcewell Procurement Portal, no
later than the date and time specified in the Solicitation Schedule, and all relevant
information should be included in the proposal.

Question 4:

Why are you trying to get a new system? What problem are you trying to solve with this
RFP?

Answer 4:
This RFP and contract award process is a solutions-based solicitation; meaning that
Sourcewell is seeking equipment, products, or services that meet the general
requirements of the scope of this RFP and that are commonly desired or are required by
law or industry standards.

Question 5:

Are there any requirements for a native mobile app or a native web app?

Answer 5:
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based
on detailed specifications or finite quantities. A proposer can propose its entire line of
equipment, products, and services falling within the requested equipment, products,
and services as described in the RFP.

Question 6:

Is there a current vendor?

Answer 6:
For examples of current Sourcewell-awarded contracts, navigate to the page on the
Sourcewell website at the following address: https://www.sourcewell-mn.gov/contract-
search.
Question 7:

Can you provide a list of other purchasing cooperatives that you have worked with in
the past?

Answer 7:
As stated in RFP Section I. A., “At times, Sourcewell also partners with other purchasing
cooperatives…expanding the reach of contracted vendors’ potential pool of end users.”
However, regarding this RFP, Sourcewell has not partnered with another purchasing
cooperative to co-solicit this opportunity. Each RFP is an opportunity independent of
any other prior, current or future RFPs.

Question 8:

Will you provide a list of plan takers?

Answer 8:
A list of plan takers will not be provided as part of the solicitation process.

Question 9:

Section III. A. 3. instructs pricing needs to be “Stated in US and Canadian dollars”. Did
you mean stated in US or Canadian Dollars? If you meant “and,” how do you expect the
exchange rate to be applied?

Answer 9:
RFP Section III. A. 3. states that pricing is to be “Stated in U.S. and Canadian dollars (as
applicable).” Each proposer will use its discretion in addressing the exchange rate
fluctuation challenge, as applicable. Without limiting the available alternatives,
reference to applicable indexes, rates, or metrics, is allowable in a proposal. A proposer
is not required to cover every geographic region to be considered for award. Each
proposal is evaluated based on the criteria stated in the RFP.

End of Addendum

Acknowledgement of this Addendum to RFP 110520 posted to the Sourcewell
Procurement Portal on 9/24/2020, is required at the time of proposal submittal.
9/28/2020

Addendum No. 2
Solicitation Number: RFP 110520
Solicitation Name: Fleet and Facility Related Vendor Managed Inventory and Logistics
Management Solutions

Consider the following Questions and Answers to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.

Question 1:

Will Sourcewell provide additional information on the requested equipment, products,
and services? For instance, in RFP Section II. B. 1. a. 2., what is meant by “service”?
What is involved with “parts room operation and management”? Or, referring to RFP
Section II. B. 1. a. 3., what performance are you reporting? What do you need in terms
of “data and technology analysis”?

[Note: Additional submitted questions omitted as repetitive per RFP Section V. B.]

Answer 1:
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based
on detailed specifications or finite quantities. A proposer can propose its entire line of
equipment, products, and services falling within the requested equipment, products,
and services as described in the RFP. Sourcewell desires the broadest possible selection
of equipment, products, and services being proposed over the largest possible
geographic area and to the largest possible cross-section of Sourcewell current and
future Participating Entities.

Question 2:

Due to a scheduling conflict, will Sourcewell consider shifting the virtual pre-proposal
conference to the afternoon of 7 October?

Answer 2:
At this time Sourcewell will not entertain alterations to the Solicitation Schedule as
outlined in the RFP. The Pre-Proposal Conference will be recorded. Following the Pre-
Proposal Conference, registered plan takers will receive an email providing the Pre-
Proposal Conference presentation in PDF format and a link to the recording.

End of Addendum

Acknowledgement of this Addendum to RFP 110520 posted to the Sourcewell
Procurement Portal on 9/28/2020, is required at the time of proposal submittal.
10/8/2020

Addendum No. 3
Solicitation Number: RFP 110520
Solicitation Name: Fleet and Facility Related Vendor Managed Inventory and Logistics
Management Solutions

Consider the following Question and Answer to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.

Question 1:

How do I locate the prior Sourcewell RFPs that have been excluded from this
solicitation?

Answer 1:
All documentation for prior solicitations is located on the Sourcewell website
(www.sourcewell-mn.gov). On the Sourcewell website homepage, access the search
function located in the website header bar (identified with a “magnifying glass” icon)
and enter the RFP number of interest. The search results page will display a hyperlink to
the landing pages of the awarded vendors for the relevant RFP. Navigate to any
awarded vendor landing page and then select the “Contract Documents” section along
the left margin. The RFP is available as a download within the Contract Documentation
section.

End of Addendum

Acknowledgement of this Addendum to RFP 110520 posted to the Sourcewell
Procurement Portal on 10/8/2020, is required at the time of proposal submittal.
10/19/2020

Addendum No. 4
Solicitation Number: RFP 110520
Solicitation Name: Fleet and Facility Related Vendor Managed Inventory and Logistics
Management Solutions

Consider the following Questions and Answers to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.

Question 1:

How would you evaluate two partners working jointly on this RFP? Do you have a
partnering list where plan takers volunteer their contact info to be contacted?

Answer 1:
Refer to RFP Section II. B. – Requested Equipment, Products, or Services – “If Proposer
requires the use of dealers, resellers, or subcontractors to provide the products or
services, the Proposal should address how the products or services will be provided to
Participating Entities and describe the network of dealers, resellers, and/or
subcontractors that will be available to serve Participating Entities under a resulting
contract.” It is left to the discretion of each proposer to determine the information or
documentation necessary to best demonstrate their ability to serve Sourcewell
Participating Entities and satisfy all the requirements included in the questionnaire
tables. Proposals are evaluated based on the criteria stated in the RFP.

Sourcewell does not maintain a partnering list.

Question 2:

Can we review a list of plan takers?

Answer 2:
Refer to Addendum 1, Question and Answer 8.
End of Addendum

Acknowledgement of this Addendum to RFP 110520 posted to the Sourcewell
Procurement Portal on 10/19/2020, is required at the time of proposal submittal.
10/21/2020

Addendum No. 5
Solicitation Number: RFP 110520
Solicitation Name: Fleet and Facility Related Vendor Managed Inventory and Logistics
Management Solutions

Consider the following Question and Answer to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.

Question 1:

Due to the nature of our customizable solutions/services, is it acceptable to enter into
separate agreements directly with the Participating Entity that would detail the specific
scope of services to be provided and all of the key provisions relating to such services
(e.g., termination rights, insurance requirements and liability).

Answer 1:
Refer to Sourcewell contract template Section 6. B. – Additional Terms and
Conditions/Participating Addendum. “Additional terms and conditions to a purchase
order may be negotiated between a Participating Entity and Vendor, such as job or
industry-specific requirements, legal requirements (e.g., affirmative action or
immigration status requirements), or specific local policy requirements. … Any
negotiated additional terms and conditions must never be less favorable to the
Participating Entity than what is contained in this Contract.”

End of Addendum

Acknowledgement of this Addendum to RFP 110520 posted to the Sourcewell
Procurement Portal on 10/21/2020, is required at the time of proposal submittal.
10/27/2020

Addendum No. 6
Solicitation Number: RFP 110520
Solicitation Name: Fleet and Facility Related Vendor Managed Inventory and Logistics
Management Solutions

Consider the following Questions and Answers to be part of the above-titled solicitation
documents. The remainder of the documents remain unchanged.

Question 1:

If there is an “addendum” or “additional terms” entered into directly with a
Participating Entity, does that become a separate standalone and distinct agreement,
such that the Sourcewell agreement only governs the contractual relationship between
the vendor and Sourcewell?

Answer 1:
No. The Sourcewell contract is a necessary element of a Participating Entity purchase
under the contract. Refer also to Sourcewell contract template Section 6. D. –
Specialized Service Requirements, related to extra-contractual services or requirements.

Question 2:

Would the agreement that we enter into with a Participating Entity for specific services
be required to be made public?

Answer 2:
Refer to Sourcewell contract template Section 6. F. – Governing Law and Venue. “The
governing law and venue for any action related to a Participating Entity’s order will be
determined by the Participating Entity making the purchase.”

End of Addendum

Acknowledgement of this Addendum to RFP 110520 posted to the Sourcewell
Procurement Portal on 10/27/2020, is required at the time of proposal submittal.

Agenda Item