Request for Proposal: Office Supplies

Item Description:

I. IRC OVERVIEW

The International Rescue Committee helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure.

In 2015, the IRC and our partners:

• Helped 23 million people whose lives and livelihoods were shattered by conflict and disaster to survive, recover, and gain control of their future.
• Provided 16.1 million people with primary and reproductive health care
• Gave 3.3 million people access to clean drinking water and sanitation
• Vaccinated over 364,000 children under the age of one against disease
• Helped 331,448 women deliver healthy babies in IRC-supported clinics and hospitals
• Treated 104,096 children under the age of five for acute malnutrition.
• Provided schooling and educational opportunities to over 1 million girls and boys, and trained over 23,000 educators
• Provided counseling or cared for over 32,499 vulnerable children and provided skills training or access to financial services to another 10,917 young people
• Counseled and provided essential services to over 10,809 survivors of gender-based violence and educated and mobilized over 1,222,877 men, women and children to lead prevention efforts in their communities
• Created 1,231 village savings and loan associations (VSLAs) that benefited some 32,722 members in 8 countries
• Provided 18,338 farmers with agricultural or agribusiness training
• Provided job-related skills training (entrepreneurship, business and financial literacy, vocational training) to 18,417 people
• Provided legal assistance to 22,000 people through IRC-supported legal centers

See more details about our impact at: http://www.rescue.org/

II. PROJECT BACKGROUND AND CONTEXT

IRC currently operates in the U.S., Africa, Middle East, Asia, Europe, Caucasus and the Caribbean. For a complete listing of countries in which IRC operates and supports refugee programs, please visit http://www.rescue.org/where.

IRC is seeking proposals from qualified Bidders for Office services for our headquarter offices located at 122 East 42nd Street, New York, NY 10168 and various regional offices located across the US.

III. DESIRED SERVICES & SCOPE OF WORK

Scope of Work
IRC is seeking proposals for delivery of various products and office supplies, paper stock, media materials, office machines, and other miscellaneous office products. The Successful bidder will provide an online order system capable of identifying IRC employees, ship-to addresses, department names and locations, and default credit card billing information. Bidder’s system will allow for chosen IRC personnel to be assigned as system administrators to manage user-defined parameters above as well as manage and monitor fixed contract pricing that results from this proposal. The successful bidder will deliver, next day, office supplies to our US locations and pick-up any designated returns for return-to-stock processing and account crediting.

IRC expects to achieve the following outcomes through a new contract.

• Obtain a skilled Service provider with a strong record and experience, so that the IRC is assured to get dependable, responsive proven and expert office supply services;
• Obtain office services contract which will both satisfy the business needs of the IRC and deliver best value;
• Obtain quality products;
• Streamlined ordering process
• Diligent account management team with quarterly reporting and savings goals
• Assist the IRC in meeting environmental goals
• Accurate and timely invoicing.
• Fixed pricing for a period of two years. Any decreases in product pricing shall be passed through to IRC

Contractor shall have a minimum of three (3) years’ experience in providing office services in similar office and industrial facilities.

Vendors bidding must submit fixed pricing as required by Attachment A: Itemized Cost
Proposal (Excel document). The bidder’s proposal must describe how future price increases will be minimized and capped and how both increases and decreases will be passed on to the IRC if the agreement is renewed after the initial term.

Products offered should be equal to or better than current products and OEM where applicable.

Customer Service
Describe the level of customer service that will be provided, including procedures that will ensure consistency and problem resolution. The description should include, but is not limited to:
1. Customer service organizational structure
2. Contact process (phone, email, fax, etc.)
3. Follow up process
4. Process to handle back ordered or out-of-stock products, including alternate suggestions and pricing policy
5. Internal procedures to track customer service contact and resolution

https://www.rescue.org/sites/default/files/document/1216/rfp-officeservicesircdec2016.zip