BRANDED PROMOTIONAL ITEMS REQUEST FOR VENDORS (RFV) Los Angeles County Children and Families First Proposition 10 Commission (aka First 5 LA) RELEASE DATE: October 6, 2017
TABLE OF CONTENTS I. TIMELINE FOR SELECTION PROCESS... 3 II. BACKGROUND... 4 III. RFV OVERVIEW... 4 IV. TYPES OF SERVICES SOLICITED... 5 V. REQUIRED DOCUMENTS... 5 VI. HOW TO APPLY... 5 VII. METHOD OF PAYMENT... 6 VIII. TERMS OF THE RFV... 6 IX. APPEALS POLICY... 7 X. APPENDICES... 7
I. TIMELINE FOR SELECTION PROCESS 1 ACTIVITY DATE Request for Vendors (RFV) Release Date October 6, 2017 Posting of responses to questions Application Due Questions will be received on an ongoing basis and answers will be posted and updated on a monthly basis through July 6, 2018 Applications will be received on an ongoing basis through August 3, 2018 2 Application Review Notifications of Acceptance/Rejection Applications will be reviewed as received Notices will be sent on a monthly basis All questions and requests for additional information regarding this Request for Vendors (RFV) must be received in writing to First 5 LA via email. First 5 LA reserves the sole right to determine the timing and content of the responses to all questions and requests for additional information. First 5 LA may respond to individual inquiries and then update responses to all questions on a monthly basis. Addendums Please check the website regularly for updates and addendums. First 5 LA has the right to amend this solicitation by written addendums. First 5 LA is responsible only for that which is expressly stated in the solicitation document and any authorized written addendums thereto. Such addendums shall be made available via the online funding center at http://www.first5la.org/index.php?r=site/article&id=3925. It is the responsibility of proposers to ensure, prior to submission, that their application reflects the most recent amendment information and RFV requirements. In order to respond to this RFV, a complete application and all required documents must be received by First 5 LA. Please refer to Section V Required Documents, which outlines the required documents. Applications will be reviewed on an ongoing basis until August 3, 2018. Questions or requests for application assistance must be submitted in writing to: Sabel Morales, Contract Compliance Officer Email: smorales@first5la.org 1 Dates are subject to change at First 5 LA s sole discretion. 2 First 5 LA reserves the right to extend the deadline and add qualified vendors at any time at its sole discretion. Branded Promotional Items Request for Vendors (RFV) 3 of 7
II. BACKGROUND First 5 LA Giving Kids the Best Start In 1998, California voters passed Proposition 10, which levied a 50-cent per pack tax on all tobacco products. The resulting tax revenues were earmarked for the creation of a comprehensive system of information and services to advance early childhood development and school readiness within each county in California. In Los Angeles County, the First 5 LA Commission was formed as a public entity to develop and oversee various early childhood initiatives and to manage the funding from Proposition 10. Since 1998, First 5 LA has invested more than $2.2 billion to improve the health, safety and school readiness of children prenatal to age 5. The First 5 LA 2015-2020 Strategic Plan In November 2014, the First 5 LA Board of Commissioners adopted a new Strategic Plan to guide its investments from July 2015 through June 2020. The plan, Focusing for the Future, lays out a clear path for First 5 LA to maximize its impact to strengthen families and improve outcomes for the greatest number of children prenatal to age 5 in Los Angeles County. The plan provides a roadmap for increasing First 5 LA s contribution to better outcomes for young children by strengthening families, the communities they live in, and the systems that support them. Based on research, First 5 LA identified four Outcomes to achieve broad, lasting impact affecting the greatest number of children and their families. The strategies to reach these Outcomes are connected and mutually reinforcing, providing a clear, focused path for First 5 LA s work with its partners to help children enter kindergarten ready to succeed in school and life. III. RFV OVERVIEW First 5 LA is seeking applicants via this Request for Vendors (RFV) to establish a Qualified Vendors List (QVL) to support First 5 LA. First 5 LA reserves the right to extend the use of the QVL at its sole discretion. The QVL will serve as a source of pre-qualified vendors who may be asked to provide support in the production of branded promotional items. Admittance into the QVL will allow members to receive orders to fulfill specific needs for branded promotional items. First 5 LA will issue task orders to QVL members who produce the items needed as indicated in the List of Promotional Items submitted by applicant along with the application. QVL members may respond to the task orders that fit their areas of expertise and experience while considering availability and capacity to fulfill the order. First 5 LA will select the appropriate vendor(s) for each project from the QVL based on need, availability, quality, cost per item and production time. This RFV is a pre-qualification process only. First 5 LA s inclusion of any vendor on the QVL will not guarantee that the vendor will receive any particular quantity of business. Please note this is a continuous solicitation process and vendors will be added to the QVL through June 30, 2019. Accepted vendors may be offered the opportunity to extend their inclusion on the QVL at the sole discretion of First 5 LA. First 5 LA may remove a vendor from the QVL at any time with or without cause. Likewise, a vendor may withdraw from the QVL at any time by submitting a signed letter to First 5 LA. Premium Items Request for Vendors 4 of 7
IV. TYPES OF SERVICES SOLICITED First 5 LA is seeking to work with eligible and qualified vendors to support the production of branded promotional items. Examples of promotional items include, but are not limited to: pencils, crayons, lunch totes, canvas bags and water bottles. Eligible vendors must demonstrate qualifications and ability to successfully provide production services by submitting a complete application and all required documents. Please refer to Section V Required Documents, which outlines the documents required. V. REQUIRED DOCUMENTS Required submissions to respond to this RFV: 1. Application: Applicants are required to submit a Request for Vendors Application (Appendix A). 2. List of Promotional Items: Please submit a list of all promotional items available through your company. 3. Samples: Applicants are required to submit samples of promotional items (via U.S. mail or delivered in-person to First 5 LA offices), which your company produces, from the list below: Jumbo pencil Jumbo crayon Lunch tote Canvas bag Adult water bottle Mini water bottle Failure to submit all required items will constitute an incomplete application and may be grounds for disqualification. In order to respond to this solicitation, please complete and submit application and all required documents above to First 5 LA no later than August 3, 2018. First 5 LA reserves the right to request and/or validate any of the required documents or criteria at any time VI. HOW TO APPLY Application and required documents may be submitted through any of the following methods: a. Online application system b. U.S. Mail c. Email to smorales@first5la.org d. Delivered in-person to First 5 LA offices First 5 LA Attention: Sabel Morales, Contract Compliance Officer 750 N. Alameda Street, Suite 300 Los Angeles, CA 90012 Premium Items Request for Vendors 5 of 7
Applicants are responsible for submitting all required documentation via online application system, U.S. Mail, email or delivered in-person to First 5 LA offices before the closing of this solicitation in order for the application to be considered. Applications with omissions of any required documentation may be subject to disqualification. VII. METHOD OF PAYMENT First 5 LA will negotiate payment method with accepted Vendors. Payment options include (1) Vendor submits one invoice per order, or (2) Vendor provides a line of credit. VIII. TERMS OF THE RFV Acceptance to the Qualified Vendors List does not guarantee work with First 5 LA. For those vendors who are accepted to the list, First 5 LA reserves the right to use vendors based on need, availability, quality, cost per item, and/or production time. Accepted vendors are not bound to accept work solicited by First 5 LA. Any performance of services commenced prior to obtaining all written approvals by First 5 LA shall be considered voluntary. First 5 LA staff will negotiate final prices with each vendor at the time of order. First 5 LA will close the QVL when vendor services are no longer required. First 5 LA reserves the right to extend the use of the QVL at its sole discretion. First 5 LA may remove a vendor from the QVL at any time with or without cause. Vendors may update their List of Promotional Items at any time by submitting a request for update in writing to First 5 LA along with the updated List of Promotional Items. Vendors may withdraw from the QVL at any time by submitting a signed letter to First 5 LA via U.S. Mail or email. First 5 LA reserves the right to amend the QVL as needed to best meet the needs of all parties. First 5 LA reserves the right to reject all applications and re-solicit for applications. Failure to comply with RFV specifications shall be grounds for disqualification of applications. Each applicant shall be required to honor the price and specifications quoted for a minimum of sixty (60) calendar days following submission of the application. First 5 LA also reserves the right to cancel this RFV, at its sole discretion, at any time. First 5 LA shall not be liable for any costs incurred in connection with an applicant s preparation of an application in response to this RFV. Any materials submitted in response to this RFV shall become First 5 LA s property and are subject to public disclosure. Each application shall be retained for official files and will become public record upon submittal unless the application or specific parts of the application can be shown to be exempt from disclosure by law. The budget, scope of work and other contractual information may be included in Board materials which are made public if the contract requires Board approval. Premium Items Request for Vendors 6 of 7
The applicant agrees that, by submitting an application, the applicant authorizes First 5 LA verify any or all information and/or references submitted in the application. IX. APPEALS POLICY First 5 LA reserves the right, without prejudice, to reject any or all submitted applications. An appeal shall be permitted only on the grounds that the decision violated applicable law, First 5 LA policies and procedures, or the terms of the bid or RFV. Appeals challenging First 5 LA s decision on the merits or qualifications of applicant or the scoring of applications shall not be permitted. An appeal of a First 5 LA decision shall be in writing and filed with the office of the Executive Director, or his/her designee, within ten (10) business days following the date the notification of decision is made by First 5 LA. For more information, please refer to the Appeals Policy located at http://www.first5la.org/about-us/policies. X. APPENDICES Appendix A: Request for Vendors Application Premium Items Request for Vendors 7 of 7