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State of Nebraska (State Purchasing Bureau)

By Wanda Lawrence,2014-11-03 22:38
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State of Nebraska (State Purchasing Bureau)

    RETURN TO: State of Nebraska (State Purchasing Bureau) State Purchasing Bureau

    301 Centennial Mall South, 1st Fl REQUEST FOR INFORMATION Lincoln, Nebraska 68508

    OR P.O. Box 94847 Lincoln, Nebraska 68509-4847

    Phone: 402-471-2401

    Fax: 402-471-2089

    SOLICITATION NUMBER RELEASE DATE

    RFI #### (Month, date, year)

    OPENING DATE AND TIME PROCUREMENT CONTACT

    (Month, date, year) 2:00 p.m. Central Time (Buyer Name)

    This form is part of the specification package and must be signed and returned, along with information

    documents, by the opening date and time specified.

    PLEASE READ CAREFULLY!

    The State of Nebraska, Administrative Services, Materiel Division, State Purchasing Bureau, is issuing this Request for Information RFI (####) for the purpose of gathering information to (information requesting).

    Written questions are due no later than (Month, date, year), and should be submitted via e-mail to matpurch.dasmat@nebraska.gov. Written questions may also be sent by facsimile to (402) 471-2089.

    Bidder should submit one (1) original and (number) (##) copies of the entire RFI response. RFI responses must be submitted by the RFI due date and time.

RFI RESPONSE MUST MEET THE FOLLOWING REQUIREMENTS TO BE CONSIDERED VALID. RFI RESPONSE

    WILL BE REJECTED IF NOT IN COMPLIANCE WITH THESE REQUIREMENTS.

    1. Sealed RFI responses must be received in State Purchasing by the date and time of RFI opening indicated above.

    No late information will be accepted. No electronic, e-mail, fax, voice, or telephone information will be accepted. 2. RFI response must meet all specifications of the RFI.

    3. This form “REQUEST FOR INFORMATION” MUST be manually signed, in ink, and returned by the information

    opening date and time along with bidder’s response and any other requirements as specified in the RFI.

    4. It is understood by the parties that in the State of Nebraska’s opinion, any limitation on the contractor’s liability is

    unconstitutional under the Nebraska State Constitution, Article XIII, Section 3, and that any limitation of liability shall

    not be binding on the State of Nebraska despite inclusion of such language in documents supplied with the

    contractor’s bid or in the final contract.

    By signing this Request For Information form, the bidder guarantees compliance with the provisions stated in this Request for Information.

FIRM:

    COMPLETE ADDRESS:

    TELEPHONE NUMBER: FAX NUMBER:

    SIGNATURE: DATE:

    TYPED NAME & TITLE OF SIGNER:

    TABLE OF CONTENTS

    REQUEST FOR INFORMATION ........................................................................................................................ i TABLE OF CONTENTS .................................................................................................................................... ii I. SCOPE OF THE REQUEST FOR INFORMATION ................................................................................ 3

    A. SCHEDULE OF EVENTS ........................................................................................................... 3 II. RFI RESPONSE PROCEDURES .......................................................................................................... 4

    A. OFFICE AND CONTACT PERSON ............................................................................................ 4

    B. GENERAL INFORMATION ........................................................................................................ 4

    C. COMMUNICATION WITH STATE STAFF .................................................................................. 4

    D. WRITTEN QUESTIONS AND ANSWERS .................................................................................. 4

    E. ORAL INTERVIEWS/PRESENTATIONS AND/OR DEMONSTRATIONS ................................... 5

    F. SUBMISSION OF RESPONSE .................................................................................................. 5

    G. PROPRIETARY INFORMATION ................................................................................................ 5

    H. REQUEST FOR INFORMATION OPENING............................................................................... 6

    I. LATE REQUEST FOR INFORMATION RESPONSES ............................................................... 6 III. PROJECT DESCRIPTION AND SCOPE OF WORK ............................................................................. 7

    A. PURPOSE AND BACKGROUND ............................................................................................... 7

    B. CURRENT BUSINESS PRACTICES .......................................................................................... 7

    C. CURRENT ENVIRONMENT ....................................................................................................... 7

    D. SYSTEM OVERVIEW ................................................................................................................ 7

    E. SCOPE OF WORK ..................................................................................................................... 7 Form A Vendor Contact Sheet ....................................................................................................................... 8

    Revised: 10/01/08 ii

I. SCOPE OF THE REQUEST FOR INFORMATION

    The State of Nebraska, Administrative Services (AS), Materiel Division, Purchasing Bureau (hereafter known as State Purchasing Bureau), is issuing this Request for Information, RFI (####) for the purpose of gathering information to (information requesting).

    ALL INFORMATION PERTINENT TO THIS REQUEST FOR INFORMATION CAN BE FOUND ON THE INTERNET AT: http://www.das.state.ne.us/materiel/purchasing/rfp.htm

A. SCHEDULE OF EVENTS

    The State expects to adhere to the tentative procurement schedule shown below. It should be

    noted, however, that some dates are approximate and subject to change. (Agencies may use

    any or all of the optional activities as applicable to the Request for Information).

    ACTIVITY DATE/TIME

    1 Release Request for Information

    2 Last day to submit written questions

    3 State responds to written questions through Request for

    Information “Addendum” and/or “Amendment” to be posted to

    the internet at:

    http://www.das.state.ne.us/materiel/purchasing/rfp.htm

    4 RFI opening

    Location: Nebraska State Office Building 2:00 PM

     State Purchasing Bureau Central Time

     301 Centennial Mall South, Mall Level

     Lincoln, NE 68508

    5 Conduct oral interviews/presentations and/or demonstrations To Be Determined

    (if required)

    Revised: 10/01/08 iii

    II. RFI RESPONSE PROCEDURES

    A. OFFICE AND CONTACT PERSON

    Responsibilities related to this Request for Information reside with the State Purchasing Bureau. The point of contact for the procurement is as follows:

Name: (Buyer Name)

    Agency: State Purchasing Bureau

    Address: 301 Centennial Mall South, Mall Level

     Lincoln, NE 68508

     OR

Address: P.O. Box 94847

     Lincoln, NE 68509

    Telephone: 402-471-2401

    Facsimile: 402-471-2089

    E-Mail: matpurch.dasmat@nebraska.gov

    B. GENERAL INFORMATION

    A subsequent Request for Proposal (RFP) may not be issued as a result of this RFI. There will not be a contract as a result of this RFI and the State is not liable for any cost incurred by vendors in replying to this RFI. If an RFP is issued, the information provided will assist the State of Nebraska in developing the Request for Proposal. This RFI does not obligate the State to reply to the RFI responses, to issue an RFP, or to include any RFI provisions or responses provided by vendors in any RFP.

    C. COMMUNICATION WITH STATE STAFF

    From the date the Request for Information is issued and until RFI opening (as shown in the Schedule of Events), contact regarding this RFI between potential vendors and individuals employed by the State is restricted to written communication with the staff designated above as the point of contact for this Request for Information.

The following exceptions to these restrictions are permitted:

    1. written communication with the person(s) designated as the point(s) of contact for this

    Request for Information;

    2. contacts made pursuant to any pre-existing contracts or obligations; and 3. state-requested presentations, key personnel interviews, clarification sessions or

    discussions.

Violations of these conditions may be considered sufficient cause to reject a vendor’s

    response to the RFI. No individual member of the State, employee of the State, or member of the Interview Committee is empowered to make binding statements regarding this RFI. The State of Nebraska will issue any clarifications or opinions regarding this RFI in writing.

    D. WRITTEN QUESTIONS AND ANSWERS

    Any explanation desired by a bidder regarding the meaning or interpretation of any Request for Information provision must be submitted in writing to the State Purchasing Bureau and clearly marked “RFI Number (####); (information requesting) Questions”. It is preferred that

    questions be sent via e-mail to matpurch.dasmat@nebraska.gov. Questions may also be sent

    by facsimile to 402-471-2089, but must include a cover sheet clearly indicating that the

    Revised: 10/01/08 4

    transmission is to the attention of (Buyer Name), showing the total number of pages transmitted, and clearly marked “RFI Number (####); (information requesting) Questions”.

    Written answers will be provided through an addendum to be posted on the Internet at http://www.das.state.ne.us/materiel/purchasing/rfp.htm on or before the date shown in the

    Schedule of Events.

    E. ORAL INTERVIEWS/PRESENTATIONS AND/OR DEMONSTRATIONS

    The Review Committee(s) may conclude that oral interviews/presentations and/or demonstrations are required. All vendors will have an opportunity to interview/present and/or give demonstrations. The presentation process will allow the vendors to demonstrate their RFI offering, explaining and/or clarifying any unusual or significant elements related to their response.

    Or

    The State reserves the right to conduct oral interviews/presentations and/or demonstrations if required at the sole invitation of the State.

    Any cost incidental to the oral interviews/presentations and/or demonstrations shall be borne entirely by the vendor and will not be compensated by the State

    F. SUBMISSION OF RESPONSE

    The following describes the requirements related to the RFI submission, handling and review by the State.

    To facilitate the response review process, one (1) original, clearly identified as such, and (number (##)) copies (enough copies for evaluation) of the entire RFI response should be submitted. The copy marked “original” shall take precedence over any other copies, should there be a discrepancy. RFI responses must be submitted by the RFI due date and time.

    A separate sheet must be provided that clearly states which sections have been submitted as proprietary or have copyrighted materials. RFI responses must reference the request for information number and be sent to the specified address. Container(s) utilized for original documents should be clearly marked ORIGINAL DOCUMENTS. Please note that the

    address label should appear as specified on the face of each container. Rejected late responses will be returned to the bidder unopened, if requested, at bidder's expense. If a recipient phone number is required for delivery purposes, 402-471-2401 should be used. The request for information number must be included in all correspondence.

    G. PROPRIETARY INFORMATION

    Data contained in the response and all documentation provided therein, become the property of the State of Nebraska and the data become public information upon opening the response. If the vendor wishes to have any information withheld from the public, such information must fall within the definition of proprietary information contained within Nebraska’s public record statutes. All proprietary information the vendor wishes the state to withhold must be submitted in a sealed package, which is separate from the remainder of the response. The separate package must be clearly marked PROPRIETARY on the outside of the package. Vendor may not mark their entire Request for Information as proprietary. Failure of the vendor to follow the instructions for submitting proprietary and copyrighted information may result in the information being viewed by other vendors and the public. Proprietary information is defined as trade secrets, academic and scientific research work which is in progress and unpublished, and other information which if released would give advantage to business competitors and serve no public purpose (see Neb. Rev. Stat. ?84-712.05(3)). In accordance with Attorney General Opinions 92068 and 97033, vendors submitting information as proprietary may be required to

    Revised: 10/01/08 5

    prove specific, named competitor(s) who would be advantaged by release of the information and the specific advantage the competitor(s) would receive. Although every effort will be made to withhold information that is properly submitted as proprietary and meets the State’s definition of proprietary information, the State is under no obligation to maintain the confidentiality of proprietary information and accepts no liability for the release of such information.

    H. REQUEST FOR INFORMATION OPENING

    The sealed responses will be publicly opened and the responding entities announced on the date, time and location shown in the Schedule of Events. Responses will be available for viewing by those present after the opening.

    I. LATE REQUEST FOR INFORMATION RESPONSES

    RFI responses received after the time and date of the RFI opening will be considered late responses. Rejected late responses will be returned to the bidder unopened, if requested, at bidder's expense. The State is not responsible for responses that are late or lost due to mail service inadequacies, traffic or any other reason(s).

    Revised: 10/01/08 6

III. PROJECT DESCRIPTION AND SCOPE OF WORK

    (This suggested outline is to be utilized by the agencies to describe their specific needs to the bidders for the project. THIS MAY BE CHANGED OR EXPANDED UPON DEPENDING ON THE NEEDS OF THE AGENCY.)

    The bidder should provide the following information in response to this Request for Information. (Agency to insert this language in the applicable sections where a bidder response is required.)

A. PURPOSE AND BACKGROUND

B. CURRENT BUSINESS PRACTICES

C. CURRENT ENVIRONMENT

D. SYSTEM OVERVIEW

E. SCOPE OF WORK

    Revised: 10/01/08 7

    Form A

    Vendor Contact Sheet

    Request for Information Number (####)

Form A should be completed and submitted with each response to this solicitation document. This is

    intended to provide the State with information on the vendor’s name and address, and the specific persons who are responsible for preparation of the vendor’s response.

    Preparation of Response Contact Information

    Vendor Name:

    Vendor Address:

Contact Person & Title:

    E-mail Address:

    Telephone Number (Office):

    Telephone Number (Cellular):

    Fax Number:

Each vendor shall also designate a specific contact person who will be responsible for responding to

    the State if any clarifications of the vendor’s response should become necessary. This will also be the

    person who the State contacts to set up a presentation/demonstration, if required.

    Communication with the State Contact Information

    Vendor Name:

    Vendor Address:

Contact Person & Title:

    E-mail Address:

    Telephone Number (Office):

    Telephone Number (Cellular):

    Fax Number:

    Revised: 10/01/08 8

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