Spend Analysis and Strategic Sourcing

Transcription

1 Description: RFP ADDENDUM #1 & ACKNOWLEDGMENT Spend Analysis and Strategic Sourcing RFP #: Addendum #1 Date: December 3, 2015 This addendum includes the following information: A. QUESTIONS NO FURTHER QUESTIONS WILL BE ACCEPTED. Below are responses to some of the questions that were received prior to or at our Pre-Proposal Conference. If your question was not specifically answered it is because we felt the question was not pertinent to your ability to respond to the RFP, it did not address what we are requesting in the RFP, it is information that only the successful proposer will need and can be obtained when they start working on the project, and/or the answer is already in the RFP package or available on our website. Responses to questions are as follows: Please note the questions are in black, with the response following in blue. 1. RFP Part calls for a state license if the services to be delivered require it. Does the license requirement apply to this solicitation? Yes If so, can a currently unlicensed consultant gain this license when awarded the contract? Yes 2. The Proposer References (RFP page 32) specifies current and local references. What is the requirement for local in this response? Our clients are throughout the U.S. and in other countries. The local requirement would encompass references in Arizona. 3. With regard to the Attachment B Checklist for MCCCD Contractor Security and Hosting Standards & Practices: 1

2 a. The document seems out of place for this project. The checklist extends from page 36 to page 48 and doesn t match with the RFP requirements. All the RFP work requirements will be carried on in collaboration with MCCCD procurement staff. There is no apparent requirement for hosting MCCCD data. This document is a requirement from our Security & Privacy Department, and must be completed prior to awarding contract. b. Our team will likely consist of 2-4 experts; none are employees. The team will consist of members who are CGR owners of our Limited Liability Corporation and one or more of our 20 associates who support our projects. All will work under the Code of Ethics maintained by the Institute of Management Consultants. c. For these reasons, would be responsive if our proposal marks No in the Yes/No column for each requirement since we believe none apply? See response to question 3a. d. Alternatively, if MCCC believes there are applicable requirements, could MCCCD indicate those requirements rather than leaving it up to responders to decide what applies? See response to question 3a. 4. How many systems or data sources (A/P, epro, Pcard, PO) will the data be provided from? AP and Procard 5. Is procurement centralized? Yes, however, colleges process purchase orders under $5, What are the Pcard limits? Transaction and cycle limits vary dependent on the Procard, but on average transactions range from $2,500 to $5, Currently, how many procurement staff does the institution have? Purchasing department consists of a director, manager, 6 buyers and 2 technicians. 8. Do you expect to have access to an analytics tool and/or the data for use by the consultants? No 9. Do you have a Pcard program? Yes, we currently use American Express but are transitioning to a Visa card with JP Morgan Chase. 2

3 10. How many Pcards are in use? Over What is the volume in dollars of the Pcard spend? Procard spend FY 2014/2015 was $9.6 million 12. What is the number of transactions for all Pcards? Approximately 28, What is the volume of the Accounts Payable file in transactions? Approximately 20, What is the amount of spend in dollars? Does this include the above Pcard $$$ as well? Approximately $190,876,950 which does not include Procard 15. How many suppliers have been paid by the institution and its campuses? Approximately 6, On page 32 private business contacts are requested as references. Can these be contacts from public entities? The use of the word private has been interpreted as private corporations rather than other like institutions. Please clarify. Yes, page 32 asks for private business references, but page 33 asks for public entity references. We would like either type of references. 17. Section 2.12 the proposal anticipates the contract to be complete within six months. Does this include the necessary time to solicit and award new supplier agreements in Phase 2? Estimated time frame created, to ensure prompt completion of project. 18. Section 4.2 the proposal requires the respondent to have experience in delivering realized strategic sourcing savings. Realized savings are a notoriously nebulous term and can be defined in a number of ways. How is Maricopa Community Colleges defining this requirement? Dollar savings above and beyond what is currently being spent. 19. Section 5.2 the proposal requires the respondent to deliver finalized business terms with suppliers. This has the potential to be an open-ended requirement for the respondent who will have no power to actually award new contracts. How will Maricopa Community Colleges define completion of this deliverable if new contracts are not awarded through no fault of the respondent? Vendor will satisfy the requirement by providing options to contract. 3

4 20. Section What are the anticipated number of attendees for classroom style training? How many classes does Maricopa Community College anticipate needing? Anticipate the Purchasing Department staff to attend. 21. Section 8.1 and 8.2 Do these sections directly correspond to Phase 1 and Phase 2 of the deliverables? Yes 22. Section 6 Can Maricopa Community College provide the actual evaluation criteria scoring weights? We do not provide scoring weights. 23. Do you have consolidated spend data available in one system or source across all of the entities that make up MCCCD or is this information dispersed across multiple systems. If multiple systems or sources, how many sources of spend information would we need to consolidate to complete the spend analysis portion of the project? We do not have detailed spend analysis. Purchase order spend is available in our financial system and Procard detail from our Procard vendor. 24. Are all of the vendor contracts consolidated in a single system or are vendor contracts distributed across multiple systems. If multiple systems or sources, how many contract management systems exist across MCCCD? It s available in our financial system. 25. How many MCCCD purchasing resources do you anticipate participating in the sourcing and spend analysis training that we will provide? Are all of these resources collocated? District Office Purchasing Department 26. What is the total dollar volume of spend that makes up the spend analysis? Do you have a breakdown of spend by category so that we can plan the appropriate sourcing expertise to propose on the project based upon the spend categories. We do not have the breakdown by category. This is part of what we want to acquire through the spend analysis. 27. How many MCCCD resources will be participating in the project full time or part time? We will allocate the necessary resources to make this project a success. We will evaluate the resource need with the awarded vendor. 28. For clarity, are there any requirements that would prohibit us from leveraging our global team and off shore resources to assist in the data aggregation and spend analysis work? We didn t see anything in the terms and conditions that would prohibit the use of off shore resources but wanted to check. No 4

5 B. PROPOSAL DUE DATE The Proposal Due Date HAS BEEN CHANGED TO: 3:00pm on Tuesday, December 15, Please fill in the requested information below as acknowledgment that you have received this addendum as noted above and include IN YOUR PROPOSAL when it is submitted. Name of Firm: Address: Fax # : ( ) Tel. #:( ) Name:(Print) Signature: Title: Date: 5