Scope of Work Questionnaire (Goods)

Scope of Work Questionnaire (Goods)

1)  What do I want?

a)  Try and define it in one short statement (i.e. Equipment Services is soliciting the acquisition of a Front End Loader)

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2)  Why do I need this?

a)  This is the intent of the solicitation (MCSO needs the requested Body Armor for enhanced protection for patrol officers)

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3)  What is your defined and projected usage of the good?

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a)  How many do you think you want over the next one to three years?

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4)  Have you identified any potential suppliers?

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a)  If yes, please provide any quotes, contact information and any other vendor supplied information

(1)  *At the point where OPS starts to develop a solicitation, all contact with vendors regarding the good must cease for everyone involved (with the exception of OPS)

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b)  Is there a County Contract in place?

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c)  Is there a co-operative contract that can be used? (Please provide agency and contract ID)

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i)  What is the lead agency spend as compared to your potential spend?

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ii)  Do the requirements of the co-operative contract meet all of your needs or will it need to be modified?

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5)  What are the unique properties of the desired good? = Design Specification

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a)  Do you have technical specifications?

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b)  Are any of the technical specifications absolutely critical?

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i)  Are the critical specifications unique to a sole producer?

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ii)  What are the business reasons for the critical specifications?

(1)  Continuity of fleet, standardization, avoidance of warranty violations

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iii)  Are there multiple vendors who can supply this from the producer?

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c)  Are there any accessories or ancillary products or services for this good (maintenance)?

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d)  Does this good require any custom fitting?

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e)  Will you allow any substitutions?

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f)  Do you need to see a sample of the proposed good?

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i)  How large of a sample?

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ii)  Do you need to see sample materials to be used in finished good (color chip, fabric swatch)?

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g)  Do you need to approve a draft or proof of the good prior to full production authorization?

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h)  Are there any qualities/ingredients/dimensions/materials that the final good should not contain or exceed?

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6)  How does this good need to perform? = Performance Specification

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a)  How will you define acceptance of the good?

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i)  Is there any testing that needs to be done on the good?

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(1)  Define pass/fail parameters

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(2)  Who will do the testing (in house or 3rd party)?

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(a)  Who will pay for testing?

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(3)  Are there industry standards for performance? (NIJ 06 for ballistic materials)

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b)  What are the performance expectations?

i)  For Physical Items (Ballistic, fit, tensile strength, resistance load, etc.)

ii)  For Technical Items (Processing speed, system support, etc.)

iii)  Be sure to use industry standard performance measures

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c)  Is there anything that the product should not do?

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7)  What is the expected useful life of the good?

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a)  Is this a durable good (3+ years of longevity) or disposable?

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i)  If durable, does it need to be serviced regularly?

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(1)  Who will perform service? (internal personnel, vendor, 3rd party)

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8)  What qualifications or experience do you require (at a minimum)?

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9)  What type of warranty do you require?

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a)  If this good is mission critical (i.e. systems fail without this good), what response times do you need?

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b)  Does the vendor have to be local to service the good? (define local: within 30 miles of a specific or general location, response time to service call)

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c)  Can you utilize a “hot spare” of the good during maintenance?

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d)  Does the maintenance have to be performed by an authorized, certified or otherwise factory approved provider?

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10)  What is the general availability of the good?

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a)  Is it only available in certain locations, seasonally, by minimum ordering quantity?

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b)  What is the lead time on the good?

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i)  Do you have a mandatory delivery date?

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ii)  Does the lead time allow for compliance with budget restrictions? (receipt by fiscal close)

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11)  Is this good augmenting an existing program/system/product offering?

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a)  If so, how does this good need to integrate with it?

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12)  Is this a one-time purchase or on-going?

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a)  Is your decision for one-time based on budget or defined need?

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i)  If based on budget, consider a longer term contract to allow for purchases when funds are allocated.

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b)  If on-going:

i)  How often will you be ordering?

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ii)  How many will you need per order?

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iii)  Are there shelf life considerations?

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iv)  Are there advantages/discounts for bulk ordering?

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v)  Are there minimum order quantities or minimum order values?

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vi)  If you are going to stock this item, what is you par level or reordering point?

(1)  Consider your lead time in relation to your estimated rate of usage.

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13)  Where is this good being delivered to?

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a)  Does this good need to be installed?

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i)  Is it replacing existing equipment?

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(1)  How is the existing equipment to be disposed of?

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(2)  Is there any residual value in the existing equipment?

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(a)  Do you intend to trade in this equipment against the purchase of the good or dispose of it through surplus?

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b)  What are the delivery parameters for these locations?

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i)  Do they have loading docks?

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ii)  What are the delivery hours?

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iii)  Can anyone at the facility accept deliveries or does the good have to be accepted by a particular person?

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iv)  Does the facility have storage capacity to accept the potential orders?

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14)  How do you want the good packaged?

a)  Palletized, refrigerated, individually boxed

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15)  How will you evaluate the submittals from the vendors?

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a)  What is the primary consideration, price or compliance with specifications?

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b)  How will you compare submittals for products that vary from your initial specifications?

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c)  Who will perform the evaluation?

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16)  Who will be acting as Contract Administrator?

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17)  How will you be paying for the goods (lump sum, individual orders)?

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a)  How do you want the goods priced (each, case, pallet, truck load)?

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i)  Keep in mind that quantity in cases or other packaging may not be standard across all vendors

b)  Do you have budgeted funding?

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c)  Are the funds grant based? (If so, please provide a copy of the grant)

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i)  Has the grant been approved by the BOS?

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d)  How will you pay for the long term maintenance and repairs?

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