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State of Arizona Pre-Offer Conference August 30 , 2018 10 :0 0 A M

Clarification on solicitation details to prevent misunderstandings. Guidelines for vendor questions and proposal submission. Key information for successful procurement process in Arizona.

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State of Arizona Pre-Offer Conference August 30 , 2018 10 :0 0 A M

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  1. State of Arizona Pre-Offer Conference August 30, 2018 10:00 AM State Wide Real Time Captioning (CART) Sign Language Interpreter and Support Service Provider (SSP) ServicesSolicitation ADSPO19-0000849 Procurement Officer: Donna Moss donna.moss@azdoa.gov - 602-542-8911

  2. Purpose The purpose of this Pre-Offer conference is to clarify the contents of solicitation in order to prevent any misunderstanding of the State of Arizona's position. To identify any apparent omission or discrepancies and to gain understanding of the requirements of the solicitation. Vendors may ask questions but statements made during this conference are not amendments to the solicitation. Any suggested changes should be presented to the State at the conference. The State of Arizona will then determine the appropriate action necessary, if any, and issue a written amendment to the solicitation if required. • No Right to Rely on Verbal or Electronic Mail Response • Instructions to Offerors: An Offeror shall not rely on verbal or electronic mail reply to inquiries. An Offeror shall not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation. *Questions are tobe address during the pre-offer conference. Approaching staff after the conference may give the perception of providing an individual with additional information that was not available to everyone. Therefore, once the pre-offer conference has concluded, please do not approach any of the staff present today. Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

  3. Proposal Submittals in ProcureAZ • Website – • https://procure.az.gov/bso • Tips – • Respond & Upload Documents / Forms contained in the solicitation. • Acknowledge receipt of amendments in procure.az.gov • ProcureAZVendor Information – https://spo.az.gov/ProcureAZ/default.asp • Responding to a Solicitation Quick Reference Guide • ProcureAZ Help Desk # (602)542-7600 • Attachments – • Size Limits (try and limit to 10mb per attachment) • For the purpose of this solicitation, Offeror shall utilize .PDF (Adobe Acrobat) and .XLS and .XLSX (Microsoft Excel Spreadsheet), and Microsoft Word. • Do not upload a ZIP file, these present problems in opening them. • Consolidate documents into 3 uploads : Price Sheet, Confidential docs & Non-Confidential docs • To aide in the evaluation process, maintain the continuity of the solicitation. Respond on the state forms in the solicitation. • Confidential Information – When bidding on a State contract all documents are available for public view upon award. • Attachment 5A– Confidential Information Designation shall be completed to justify a request of confidentiality. Typically only financials of privately held companies are considered confidential. • Pricing is never considered confidential and shall not be withheld. • Exceptions: Exceptions to terms & conditions are rarely accepted. These must be requested at the time of bid and include any exceptions to the solicitation content, including insurance. • An offeror can bid on all or a portion of the solicitation. If a category is bid, all subcategories must also be bid. Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

  4. Offer Forms & Instructions Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

  5. Submission Due DateProposals shall be submitted by or before: September 7, 2018 at 4:00 pm Solicitation • Do not wait to the last minute to upload documents. Allow time for issues in case you require assistance from the Help Desk (602-542-7600) 7-5 AZ MST. Follow the process to the end and click submit for offer to be received. This applies to all submissions including BAFO-Best & Final Offer. Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

  6. Line Items in ProcureAZ Items Tab • The items tab is where the vendor enters pricing information for the items being bid. At a minimum, a placeholder of $1 shall be entered. If a dollar value is not entered your bid is not received in the system. This results in not being susceptible for award. • Contract is to be fixed price. Do not enter information in the Discount % field, only provide rates in the Unit Cost field. Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

  7. Items Tab Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

  8. Viewing & Submitting Questions- Q & A TAB Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

  9. Questions ? Procurement Officer: Donna Moss - donna.moss@azdoa.gov - 602-542-8911

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