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Office Supplies Pre-Solicitation Meeting Questions/Comments
March 27, 2018, 1PM, Department of Administrative Services, Walnut Willow Conference Room
Question/Comment State of Ohio Feedback
Will this be a MAC contract?
Unsure at this time whether or not this will be a Multiple Award Contract.
It is something we will be considering as we develop the new solicitation.
Will the future marketplace be similar to that which was previously
in place? How will DAS ensure that end-users are using the
marketplace?
Until the award for the e-Procurement solution is completed, we will not
know any specific requirements of the catalog.
The resulting contract will be mandatory for State users. DAS
continuously makes efforts to educate and support agency end users on
the proper way to make their purchases.
Can you share the scoring criteria?
The scoring criteria will be available at the posting of the solicitation. We
are working on developing that criteria at this time.
Will this be MBE only?
At this time, we do not know if this will be an MBE-only contract, but the
State greatly values its relationships with MBEs and will be taking that in
to consideration as we prepare the upcoming solicitation.
How will the catalog work with the new eProcurement system?
Although we do not know the functions of the new system/marketplace
tool, we expect that it will require a punch-out site or a catalog that can
be uploaded to the marketplace tool.
Is there a minimum order per purchase location? Expressed
concern with logistics of delivering small amount to all of the
agencies across the state
There is not likely to be a minimum purchase amount required for
delivery. The solicitation will seek offers that propose an efficient solution
to deliver product throughout the State.
Are there other MBE opportunities in the office business?
If you are a registered MBE, you will receive notification of solicitations
posted for office supplies and other state needs. We also recommend
that MBE firms monitor the set-aside list published on the DAS site for
expected MBE opportunities.
https://procure.ohio.gov/pdf/FUTURE_MBEEDGE_CONTRACTS.pdf
Can additional product lines be added?
The State will be looking for a wide variety of office supplies to meet the
needs of its end-users. Additional products that are not restricted and fall
within office supplies may be part of the contract.
What is the term of the contract? Will it be long term?
The term of the contract will be available in the solicitation documents.
The term will be for multiple years.
How many end-users are there?
We will attempt to provide an estimated number of users in the
solicitation.
Will items need to be blocked on the punchout site if an
eprocurement site is made available?
Yes, the contractor(s) will be responsible to maintained the
blocked/restricted item list.
Where can we obtain more information on joint ventures?
DAS EOD provided Powerpoint slides and explained that, if considering a
joint venture, the process soon. More information on joint ventures can
be obtained by contacting the Equal Opportunity Division. We have also
included the Powerpoint slides that were provided at the meeting
regarding joint ventures.
Can an attendance list be provided? Yes, please see the attached sign in sheet that is part of the web posting.
Will the products be required to be a particular brand? No, there is not a requirement for a specific brand.
Will there be a Q&A period when the RFP is made available?
Yes, there will be an inquiry period to ask questions via the website,
www.procure.ohio.gov
Will the products be made local/USA? Is there a focus to move to
local-based suppliers/producers of goods? Can this be part of the
scoring criteria?
At this time, there is not a requirement for goods to be made local or in
the USA. This is something that we will consider as we are developing the
solicitation and scoring criteria,
Will there be a quarterly pricing update as required under the
current contract?
The State is open to suggestions on pricing updates. Nothing has been
decided at this time on pricing updates, but the requirements will be
listed in the solicitation.
What are the important dates? When is the bid due?
The State has not decided on when the solicitation will be posted, or the
due dates.
Will recorded version be made available? Or will the questions and
answers be made available?
This list contains all of the Q's &A's received through the meeting and the
April 10th deadline.
Are you allowing pass throughs? The State is encouraging partnerships that best serve the end-users.
Attendee made a suggestion to penalize end-users who are making
purchases outside of the contract. P-card purchases seem most
guilty of this, so perhaps suspend their P-card if they make
purchases outside of the contract. P-Card holders are required to follow OBM P-Card requirements.
The suggestion has been made to extend the current office supplies
contract with the available renewals remaining as this provide the
State with more time to assess their future needs and gather more
feedback from end-users and MBEs. The State understands that this is a consideration. Unable to hear enough of webinar to get anything meaningful.
Requested slides or summary of information This list contains all Q's and A's.
Craig Williams 2MC Products & Services [email protected]
Chris Ellington GBEX LLC [email protected]
Andrew Ellington GBEX LLC [email protected]
Kaye Dykes GBEX LLC [email protected]
Linda Cox Kadiri Health LLC [email protected]
Melinda Kale Work Leads To Independence [email protected]
Vic Gable Work Leads To Independence [email protected]
Sharon Taylor Bolinds [email protected]
Chuck Williams Bolinds [email protected]
Karie Rosshirt Staples [email protected]
Kevin Moss Staples [email protected]
Gerry Ogilvie Staples [email protected]
Chad Diggs DFS Supply [email protected]
Jim Kroger DMSink [email protected]
Jeri Horton Zaymat Distributors [email protected]
David Elbert Zaymat Distributors [email protected]
Doug Schey Laser Cartridge Express [email protected]
Makinde Tolu MAK Engineering Services [email protected]
Brandy James MAK Engineering Services [email protected]
Briannah Griggs Trinigy Supply [email protected]
Office Supplies Pre-Solitication Meeting Attendance Sheet
March 27, 2018, 1PM, Department of Administrative Services, Walnut Willow Conference Room
Name Company Email Contact Information
John R. Kasich, Governor Robert Blair, Director
Pamela Osborne, Acting Deputy Director
Equal Opportunity Division | 4200 Surface Road | Columbus, Ohio 43228 Phone: 614-466-8380 | Fax: 614-728-5628 | Email: [email protected] das.ohio.gov
The State of Ohio is an equal opportunity employer.
Supporting Document Checklist for the Minority Business Enterprise and
Encouraging Diversity, Growth, and Equity Programs
In addition to completing your application for certification into either the Minority Business Enterprise (MBE) or Encouraging Diversity, Growth, and Equity (EDGE) programs on Ohio Business Gateway, the following supporting documentation is required to finish processing your application. Please note that the below list is not necessarily exhaustive; you may be asked to submit additional documentation if the State Equal Employment Opportunity Coordinator believes it is necessary.
You may submit all applicable documentation either by email at [email protected], by fax at 614-728-5628 (Attn: Todd McGonigle), or by mail at:
Ohio Department of Administrative Services Equal Opportunity Division Business Certification and Compliance Unit c/o Todd McGonigle 4200 Surface Rd. Columbus, OH 43228
Documents will not be returned, so please submit copies only. If you believe any requested document is inapplicable or not available, please submit a written statement explaining why the document is not applicable or available. Failure to submit required documentation or provide a written statement may be cause to deny your application.
If you have any questions, please contact the Equal Opportunity Division of the Ohio Department of Administrative Services at 614-466-8380.
I. Standard Certification Process (if Professional Certification Process, please see Section II, below)
A. Citizenship – Please submit at least one of the following:
☐ Passport
☐ Birth Certificate
☐ Certificate of Naturalization
B. Residency – Please submit the following:
☐ Most recent year’s Ohio IT 1040 or IT1040EZ
C. Membership in an Economically (MBE) or Socially (EDGE) Disadvantaged Group – Please submit at least one of the following:
☐ Affidavit Verifying Certification Eligibility (Attachment A to this checklist)
For those applying to the EDGE program based on the business’s ownership being a person with a disability, please also submit either of the following:
• Disability Verification Form or
• Letter from the U.S. Department of Veteran’s Affairs verifying VA Disability Rating.
Ohio Department of Administrative Services MBE and EDGE Supporting Document Checklist Page 2
☐ Birth Certificate (if being submitted to demonstrate race, please be sure race is identified; otherwise,
birth certificate may be used to demonstrate biological sex)
☐ Parents’ Birth Certificates (if being submitted to demonstrate race, please be sure race is identified on
both certificates; please also submit birth certificate of applicant business owner)
☐ Tribal Membership Certificate or Card (if American Indian)
☐ Personal statement of social disadvantage
D. Please select the applicable business structure to review what supporting documentation is required to process your MBE or EDGE application.
If any of the following documents are not applicable to your business, you must submit a written statement in lieu of the requested document explaining why it is inapplicable.
Sole Proprietor
Partnerships
Corporations
Limited Liability Companies
Joint Venture
II. Professional Certification Process
The Professional Certification Process is available to sole proprietors who are members of any of the following professions:
Accountants Anesthesiologists and Nurse Anesthetists
Architects Attorneys Chemical Dependency Therapists
Chiropractors
Counselors, Social Workers, and Marriage and Family Therapists
Dentists and Dental Hygienists
Engineers Midwives
Nurses and Nurse Practitioners
Occupational and Physical Therapists
Optometrists Pharmacists Physician Assistants
Physicians Psychologists and Psychiatrists
Speech-Language Pathologists and Audiologists
Teachers Veterinarians
For those applicants following the professional certification process, the following supporting documents are required;
☐ At least one of the following:
• Birth Certificate
• Passport
• Certificate of Naturalization
☐ Affidavit;
☐ Professional license(s); and
☐ Owner’s resume.
Ohio Department of Administrative Services MBE and EDGE Supporting Document Checklist Page 3
The applicant may submit the following documents to EOD or elect to have the following information reviewed in person in lieu of submission:
☐ Most recent year’s Ohio IT 1040 or IT1040EZ
☐ Form 1040, 1040A, or 1040EZ for the last two tax years for the business owner
☐ Schedules C or C-EZ and E (if applicable)
Attachment A
John R. Kasich, Governor Robert Blair, Director
Pamela Osborne, Acting Deputy Director
Equal Opportunity Division | 4200 Surface Road | Columbus, Ohio 43228 Phone: 614-466-8380 | Fax: 614-728-5628 | Email: [email protected] das.ohio.gov
The State of Ohio is an equal opportunity employer.
AFFIDAVIT VERIFYING CERTIFICATION ELIGIBILITY
I, ____________________________, residing at __________________________________________________________________ Name Address
being first duly sworn, state as follows:
Section I: Complete if either (a) you are submitting an application for certification as a Minority Business Enterprise (MBE) or (b) you are submitting an application for certification into the Encouraging Diversity, Growth, and Equity (EDGE) program based on the race of the majority ownership of the business.
I belong to and hold myself out as a member of one of the following groups (select all that apply):
☐ “Black” (all persons having origins in any of the black racial groups of Africa);
☐ “American Indian” (all persons who maintain membership with a federally recognized Indian tribe);
☐ “Hispanic” or “Latino” (all persons of Spanish or Portuguese culture with origins in Mexico, South or Central America, or the Caribbean
Islands, regardless of race); and/or
☐ “Asian” (all persons having origins in any of the original people of the Far East, including China, Japan, and Southeast Asia).
Section II: Complete if you are submitting an application for certification into the Encouraging Diversity, Growth, and Equity (EDGE) program based on one of the factors listed below.
☐ I am a female.
☐ I am a “person with a disability” (please also complete the Disability Verification Form).
☐ I am a veteran with a service-connected disability (please also submit a copy of your U.S. Department of Veteran’s Affairs letter
verifying your VA Disability Rating).
Section III: In addition to Sections I and II (if applicable), complete this section if you are applying through the Professional Certification Process.
☐ I agree to make my federal and state tax returns available for in-person inspection upon request by EOD.
Any person who intentionally misrepresents himself as owning, controlling, operating, or participating in a minority business enterprise for the purpose of obtaining contracts, subcontracts, or any other benefits under sections 123.151 and 125.081 of the Ohio Revised Code shall be guilty of theft by deception as provided in section 2913.02 of the Revised Code and such other provisions as may apply. Under the penalty of perjury, I certify, to the best of my knowledge, that the above statements are true and accurate. _______________________________________ Signature
STATE OF __________________
COUNTY OF _____________________
Being duly sworn or having duly affirmed to tell the truth, the above signatory stated personally before me that they are competent under the law to give this affidavit and has personal knowledge of the facts stated herein.
Sworn or affirmed before me on _____________________ Date
___________________________________ Notary name (please print) ___________________________________ _______________________
Notary signature Comm’n Expiration Date (Place seal here)
