00324 Flares & Highway Signal Devices-PreBid.pptx

PRE-BID ATTENDANCE

Pre-Bid Conference #00324 Signal Flares and Highway Signal Devices

To Do: Add a Welcome message in chat.

Ask Attendee’s to please provide their their business’ name AND email address into the Teams Chat.

Pre-bid Conference

#00324 SIGNAL FLARES AND HIGHWAY SIGNAL DEVICES

Julie Hannah, Procurement Coordinator

November 5, 2024 (9:00 am PST)

Thank you for taking time to participate in this pre-bid conference for #00324 Signal Flares and Highway Signal Devices

Pre-Bid Administration TEAMS Meeting: Please make sure you are muted

Washington’s Electronic Business Solution (WEBS)

A copy of the Pre-Bid presentation will be posted in WEBS.

Speaking Notes:

Teams – Using Teams; ask to mute;

If at anytime anyone is disconnected: Re-join;

Washington’s Electronic Business Solution - WEBS - Interested bidders MUST be registered in WEBS to make sure that they receive information, including potential procurement changes.

A Copy of Pre-Bid slides will be posted in WEBS.

Disclaimer This pre-bid conference is not recorded and is not authorized to be recorded.

Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding for DES. Should bidders rely on any other communication, they do so at their own risk and expense.

To Do: Read the Disclaimer.

Agenda Introductions Enterprise Services (DES) overview High-level Overview of the: Current Bidding Opportunity and Competitive Solicitation Documents Questions: Use the Teams Chat to enter questions during this presentation.

Additional Resources

First, I would like to introduce myself. I’m Julie Hannah, the procurement coordinator for this solicitation. My supervisor Theresa and there are other DES employees in attendance today; Kara and Rekha will be assisting and monitoring the chat throughout the prebid conference.

Today, I will give a high level review of the current bid opportunity as well as the documents required to submit a complete and responsive bid.

Questions: Bidder’s are encouraged to ask questions throughout this presentation. The Q&A period is currently open. All responses to questions will be answered officially in the Q&A document and posted in WEBS. It is preferred questions are in writing and entered in the Teams CHAT and/or raise your hand and when called on state your name at the beginning.

Does everyone have access to the Teams Chat?

Is there anyone calling in only who does not have access to the Teams Chat and Presentation Slides?

At the end of this presentation, there is a slide with some additional resources, including free resources that can assist Bidder’s with the bidding process.

Enterprise Services (DES) Authority to create statewide contracts for the state

Procurement bridge between Purchasers and Contractors

State Procurement Priorities

Department of Enterprise Services’ (DES) plays a crucial role in statewide contracts and state procurement.

DES is the SOLE agency empowered to create Contracts referred to as Statewide Contracts, for use by all Washington state agencies.

DES acts as a procurement Bridge adhering to the State’s competitive procurement code to connect Contractors and customers often referred to as: Purchasers to enable Purchasers to acquire the goods/services they need – efficiently and cost-effectively – to perform and fulfill their mission.

Additionally, DES implements State Procurement Priorities through contracts that include:

Inclusion preferences for small and veteran-owned businesses Economic and social considerations (e.g., pay equality and wage theft prevention)

ELIGIBLE PURCHASERS

list of organizations with current Contract Usage Agreement (CUA) (link)

Washington State Agencies Agencies must use DES contracts unless the contract cannot justifiably satisfy the agency needs.

Other eligible purchasers / Optional use with CUA Political Subdivisions (– e.g., Cities, Counties, Cities, Towns, PUDs, Irrigation Districts) Tribes in WA Federal Agencies in WA Public Benefit Nonprofits in WA

There are two broad categories of Eligible Purchasers who can utilize DES Statewide Contracts:

Washington State Agencies. DES Policy No. 090-00, Delegation of Authority: “Agencies must use existing “qualified contracts’ unless the contract cannot justifiably satisfy agency needs.”

Other eligible purchasers that may also use DES Statewide Contracts include political subdivision, tribes, federal agencies, and nonprofits.

PROCUREMENT SCOPE

“Signal Flares and Highway Signal Devices”

To all for the purchase various types of Signal Flares and Highway Signal Devices collectively “Signal Flares”.

The solicitation is limited to igniting signal flares and does not include reusable or LED flares.

Contract Award Summary Table

Up to 1 1

CONTRACT AWARD SUMMARY

The contract awards will be awarded to the highest scored, responsive, responsible bidders for the two types of award options:

Main Award. Main Award is open to all bidders. Main Award will be awarded to the highest scored, responsive, responsible bidder. Enterprise Services intends to award one (1) Main Award.

Reserved Award. Enterprise Services encourages the use of Washington Small Businesses and/or Certified Veteran-Owned Businesses for contract opportunities. Enterprise Services intends to award up to one (1) Reserved Award with Washington Small Businesses and/or Certified Veteran-Owned businesses, to the otherwise not awarded (i.e., bidder did not receive a Main Award), highest scored, responsive, responsible bidder who certifies pursuant to Exhibit A-1 – Bidder’s Certification as either a Washington Small Businesses or Washington Certified Veteran-Owned Business. Exhibit A-1 has more information on the qualifications for Reserved award.

BID EVALUATION SUMMARY

Step 1: Review each bid to determine whether the bid is complete – i.e., does the bid include each of the required bid documents, and are the submitted documents complete and signed?

Step 2: Bidders must meet specified minimums to continue for consideration. Enterprise Services will evaluate each bid to ensure that each bidder’s goods and/or services meet the specifications set forth in Exhibit B – Specifications

Step 3A: Evaluate submitted Exhibit C Bid Price document.

Step 3B: Priorities/Preferences – Bid preference in the amount of 50 points (Exhibit A1, Bidder’s Cert) On the next slide I’ll go into more detail on E18-03.

Step 4: Determine if bidder is “responsible,” which means able to perform quality contract services with integrity and legal compliance for the duration of the contract term.

Step 5: Enterprise Services aims to award substantively equivalent contracts to main and reserved successful bidders. These contracts will provide eligible purchasers with confidence that the resulting agreements are equivalent. Therefore, any concerns related to Exhibit D, Contract must be raised during the Q&A period. NOTE: more details RE: Contract will be addressed in an upcoming slide

EXHIBIT A1 - BIDDER’S CERTIFICATION

STATE PROCUREMENT PRIORITIES

Firms without Mandatory Individual Arbitration for Employees (Executive Order 18-03)

14. Workers’ Rights (Executive Order 18-03) (link). Bidder certifies as follows (must check one):

☐ No Mandatory Individual Arbitration Clauses and Class or Collective Action Waivers for Employees. Bidder does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

☐ Mandatory Individual Arbitration Clauses and Class or Collective Action Wavers for Employees. Bidder requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

STATE PROCUREMENT PRIORITIES: Executive Order 18-03 is Question #14 in Exhibit A1 Bidder’s Certification. Bidder’s who do not have Individual Arbitration Clauses or Collect Action Waivers for Employee and those companies that do not require its employees to sign or agree to mandatory individual arbitration clauses or class or collective action waivers as stated in Executive Order 18-03 will receive 50 points.

EXHIBIT B –SPECIFICATIONS

Please read Exhibit B, Specifications exhibit thoroughly.

To Do:

This Exhibit B- Specifications will be added to resultant, awarded contracts as Exhibit A – Included Goods/Services.

EXHIBIT C – BID PRICE

REQUIRED ITEMS (SCORED)

Please read all instructions thoroughly.

Please read the INSTRUCTIONS tab and also review the example provided for a Responsible Bid

On the Signal Flares Bid Prices tab, Enter Bidder’s Business (Company) Name

Bidders must bid all REQUIRED ITEMS (SCORED) to be deemed responsive for this solicitation starting at row 6, columns F – M, unless the column is labeled OPTIONAL and your bid is not offering the optional item. If your Bid is submitting an optional equal/or greater manufacture/ product and/or product number, then those OPTIONAL columns would be required.

"Equal or Better Alternative Manufacturer" is an OPTIONAL product that is equal to or greater than the Specified Manufacturer and Specified Product number listed in columns C and D. The acceptance of the Equal or Better Alternative Manufacturer and Alternate Product # is at the sole discretion of DES that the Equal or Better Alternate Manufacture and Product Number is a comparable product to the Specified Manufacturer and Specified Product Number and if approved, will be scored. If any Equal or Better Alternative Manufacturer, Product, and Product Number is not approved, Bidder will be deemed non-responsive.

OPTIONAL FEES (NOT SCORED)

If there are any additional fees for consideration, those must be identified and detailed in the Optional section: Additional Fees (Not Scored)

In Exhibit D, Contact, provision # 9.5: No Additional Charges. Unless otherwise specified herein, Contractor shall not include or impose any additional charges including, but not limited to, charges for shipping, handling, insurance, or payment processing (see page 11 of Ex. D Contact). More information regarding Inclusive Pricing is also addressed in an upcoming slide.

OPTIONAL ADDITIONAL ITEMS (NOT SCORED)

"Additional Manufacturer/Additional Product # and Product" allows Bidder's to provide additional products. This is an OPTIONAL section, from the mandatory Specified Manufacturer and Specified Product number listed in the Required Items (SCORED) section. The acceptance of the Additional Manufacturer and Additional Product #/Product is at the sole discretion of DES that the Additional Manufacture /Product Number/Product, and if approved, will NOT be scored. If any Additional Manufacturer and/or Additional Product/ Product Number is not approved, Bidders will not be deemed non-responsive for any Additional Manufacture/Product #/Product, Bidder provides in this section.

Exhibit d – CONTRACT Contract Term Terms & Conditions Pricing EPA adjustment

Fees (VMF Due 30 days after Invoice is received & reporting requirements) Insurance Requirements

The next several Slides are a high level overview of the Contract (Exhibit D).

EXHIBIT D - CONTRACT

Contract Initial Term: 2 Years 2 Year Extension, provided Contractor is not in default and has met the performance based goals for contract extension

Review the standard terms and conditions and submit any concerns during the Q&A period Do not provide a copy of Bidder’s Standard Terms and Conditions DES cannot and will not accept a bid or enter into a Contract that substantially changes the material terms and conditions set forth in this Competitive Solicitation.

To Do: Exhibit D, is the Draft, Sample Contract, for review.

Contract term 2 year initial term with one 2 Year Extension, provided Contractor is not in default and has met the performance based goals for contract extension

Review the standard terms and conditions and submit any concerns during the Q&A period

Enterprise Services aims to award substantively equivalent contracts to all successful bidders. These contracts will provide eligible purchasers with confidence that the resulting agreements are equivalent. Therefore, any concerns related to Exhibit D must be raised during the Q&A period.

Contract term & conditions: Bidder’s shall submit concerns with any Contract Terms & Conditions during the Q&A period.

Do not provide a copy of Bidder's standard terms and conditions. Bidder’s standard T&Cs will Not Be Reviewed.

Enterprise Services cannot and will not accept a bid or enter into a Contract that substantially changes the material terms and conditions set forth in this Competitive Solicitation.

EXHIBIT D – CONTRACT

PRICING, FEES, AND SALES REPORTING

Pricing: Inclusive Pricing – Include all cost elements in the Bid Pricing Vendor Management Fee (VMF) 1.25% see Contract section 11.2 (page 13 of the Contract):

Due 30 days after Invoice is received Contract Sales Reporting: Quarterly see Contract section 11.1 (pages 12 - 13 of the Contract):

To Do: Exhibit D, is the Draft, sample Contract, for review.

PRICING (See Section 4.3 of the Solicitation)

Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this Competitive Solicitation. See Exhibit C – Bid Price. A bidder’s failure to identify all costs in a manner consistent with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. In the event that bidder is awarded a Contract, the total price for the goods shall be bidder’s price as submitted. Except as provided in the Contract, there shall be no additional costs of any kind.

Vendor Management Fee (VMF) of 1.25% for all Contract sales less applicable sales tax - Bidders are NOT allowed as a separate fee/line item in invoices, it is part of contract pricing and needs to be factored in when submitting Bidder’s bid/pricing. See Ex. D Contract Section 11.2 Vendor Mgt. Fee

Quarterly sales reporting: Awarded contractors will be required to report quarterly sales, even if sales are zero. Additionally, a fee of 1.25% paid to DES will be invoiced for all sales in relation to the contract. This fee is NOT allowed as a separate fee/line item in invoices, it is part of contract pricing and needs to be factored in when submitting your bid pricing.

Contract Sales Reporting SEE Contract Performance Metric and also #12 Contractor Sales Reporting, Vendor Mgt Fee & Contractor Reports starting on page 13 of the Contract.

EXHIBIT D – CONTRACT PRICING

ECONOMIC PRICE ADJUSTMENT (EPA)

Exhibit D, Contract section 3.3 (page 3) Economic Adjustment (EPA)

The Economic Price Adjustment (EPA) clause in the contract Ex. D, section 3.3 Economic Adjustment lists the applicable indices: PPI Category and PPI Codes listed in this table, between Oct 1st Oct 31st timeframe to request and review adjustments.

Economic Adjustment. The Contract Prices set forth herein are firm and fixed for one year from the effective date of this Contract. Beginning January 1, 2026 and annual anniversary thereafter, Contractor may request an economic price adjustment (EPA). Requests for an EPA must be made in writing and emailed to the Enterprise Service’s Contract Administrator and be received by Enterprise Services between October 1st and October 31st of each year. Contractor’s EPA request cannot exceed the annual average percentage changes in the United States Department of Labor, Bureau of Labor and Statistics (BLS) Producer Price Indices (PPI) as set forth in the formula below. Once Contractor’s timely EPA request is received, Enterprise Services will analyze the PPI data to determine the appropriate EPA. Contract prices, as adjusted by an EPA shall be effective thereafter, beginning January 1st; Provided, however, that the parties must timely execute a contract amendment to incorporate such price adjustments. In the event Contractor fails to timely request a price adjustment, there shall be no EPA allowed on the Contract for that the applicable period, and the following year the EPA shall not be retroactive nor cumulative to account for unrequested EPAs. . Enterprise Services shall have the right to review PPI data annually and, if such PPI data reflects a substantial decrease in the annual average PPI, the parties shall amend the Contract to decrease the Contract prices accordingly.

in Exhibit d – contract has EXHIBIT C - Insurance REQUIREMENTS

Commercial General Liability Insurance (CGL) $2/$4Million Workers’ Compensation Insurance Employers’ Liability (stop gap) insurance $1 Million Commercial Automobile Liability: $1 Million only required if Contractor is using a vehicle to deliver goods or provide services to Purchaser premises

To Do:

The insurance coverages and limits that are required per any ASB resultant contract. ASB, must provide a COI with the appropriate limits before any resultant executed contract and a current certificate of insurance must be provided to DES on an annual basis. (EXHIBIT C of the draft/sample Contract Exhibit D)

The specific insurance requirements will not be negotiated after the bid due date. Please carefully read over the requirements in Exhibit C of the contract draft with your insurance provider, so you have a full understanding of the cost for your company to maintain the insurance requirements throughout the contract term.

In the Bidder’s Certification, Exhibit A1, Bidder’s have three options: OPTION #1: Bidder has required insurance & has attached a copy of the COI, OPTION #2: Bidder will obtain the required insurance within 24 hours of being announced as an Apparent Successful Bidder, OPTION #3: – Will not obtain the required insurance.

To determine these limits:

The State reviews the scope of the goods and/or services to determine the potential risk, and associated insurance requirements that are applicable to this contract.

maintaining these limits is important to this business relationship as it provides the State, Purchasers, Customers, and taxpayers with an established source of financial recovery against exposure to insurable losses and liabilities associated with the contractor’s performance.

QUESTION AND ANSWER (Q&A) PERIOD

Bidders are encouraged to ask questions

Q&A will be posted in WEBS

Some Q&A may lead to solicitation amendments

Submitted Questions to: descontractsteamcedar@des.wa.gov Email Subject Line: 00324 Flares Q&A

Q&A period ends Tuesday, November 12, 2024

We are currently in the question-and-answer period.

Bidders are encouraged to ask questions - questions help improve the solicitation and the resulting contract. We really want to ensure this agreement works for both the contractor and purchasers. Names are not published on the posted Q&A documents uploaded to WEBS.

Q&A period allows bidders to raise questions to the Procurement Coordinator outside of the pre-bid conference. This period will end before the solicitation is due to give bidders time before closing to adjust proposals accordingly.

Bidders should submit questions in writing to the Procurement Coordinator. The Procurement Coordinator may request additional information or clarifications before providing an official answer to any questions raised.

Feel free to ask both substantive and procedural questions.

Substantive meaning questions about the CONTENT of the solicitation and exhibits. Some of these questions may lead to changes in the solicitation documents, which will require an amendment.

Procedural questions regarding the process and have no impact on the solicitation documents themselves.

All Questions and Answers will be posted in WEBS on a rolling basis throughout the Q&A period. Bidders who are registered in WEBS should receive a notice that a new document was posted. It is highly recommended that potential bidders also proactively check regularly for uploaded documents to WEBS.

Amendments: Some Q&As may lead to solicitation amendments. It is the bidder's responsibility to use the most recent form of the required exhibits if they are amended. The details of any change will be listed in an amendment document posted in WEBS.

HOW TO SUBMIT RESPONSIVE & RESPONSIBLE BID

Check WEBS and see if there were any amendments and submit using the most current solicitation documents.

Review all solicitation documents and contract terms

Submit bid on time:

Bids are due before November 29, 2024 - no later than 11:59PM

Email bid submittals to: descontractsteamcedar@des.wa.gov

Bid Submittal Checklist - Provide all of the following completed Exhibits:

Exhibit A1 – Bidder’s Certification Exhibit A2 – Bidder’s Profile Exhibit C – Bid Price

On Page 4in the Solicitation Document – Section 4.4 Bid Submittal Checklist – Required Bid Submittals.

This section identifies the bid submittals that must be provided to Enterprise Services to constitute a responsive bid. The submittals must be delivered as set forth below. Bids that do not include the submittals identified below may be rejected as nonresponsive. In addition, a bidder’s failure to complete any submittal as instructed may result in the bid being rejected. Bidders should not provide unsolicited materials.

Exhibit A1 – Bidder’s Certification. This document is the Bidder’s Certification.

Complete the certification, along with any exceptions or required explanations, and submit it with the bid to Enterprise Services.

Note: The Certification must be complete. Where there are choices, bidder must check a box. The certification must be signed and submitted by a duly authorized representative for the bidder.

Exhibit A2 – Bidder’s Profile. This document is required bidder information for Enterprise Services’ contract administration purposes.

Complete as instructed and submit this document with the bid.

Exhibit C – Bid Price Bidder will need to complete the price worksheet tool as instructed in Exhibit C – Bid Price and submit this document with the bid.

Timeline and next steps

ADDITIONAL RESOURCES WITH LINKS

Washington Electronic Business Solution (WEBS) Office of Minority and Women's Business Enterprises (OMWBE) Washington Department of Veterans Affairs (DVA) Washington APEX Accelerator, formerly (PTAC) Statewide Payee Desk Washington Department of Revenue (DOR) Washington Secretary of State (SOS)

To Do: List additional resources and remind bidders that these slides will be posted in WEBS so they can access these provided links.

WEBS Enterprise Services official communications are posted, check WEBS regularly for updates. Interested bidders need to be registered in WEBS to make sure that they receive information, including potential procurement amendments and any changes. Note: There is no cost to register in WEBS. For assistance with WEBS, please contact WEBS customer service #360-902-7400 or email WEBSCustomerService@des.wa.gov

The next 3 resources & links provide free assistance to Bidders:

OMWBE- if you are a minority-and women-owned business and need assistance with registration and assistance with completing the bid documents, reach out to OMWBE WA Department of Veteran’s Affairs- if you are a veteran and need assistance completing the bid documents, reach out to WA Department of Veteran’s Affairs.

Washington APEX Accelerator, formerly (PTAC) - if you need assistance completing the bid documents, reach out to APEX. This is a free resource.

The next 3 resources & links are required for any resultant contract:

Statewide Payee Desk- The statewide payee desk allows a contractor to receive payments from all participating state agencies. This also allows Contractors/Vendors to receive payments by direct deposit, the state's preferred method of payment. If you are an awarded vendor and want to be paid, please register your company. If you are not registered, registration takes time (around 30-60 days).

Washington Department of Revenue (DOR). Bidder must be registered with the Washington State Department of Revenue and must have a business license to do business in Washington. If bidder does not have business license, reach out to Washington DOR.

Washington State Secretary of State (SOS). Bidder must be (1) registered with the Washington Secretary of State, in good standing, and (2) have a Unified Business Identifier (UBI) number. If bidder does not have UBI #, reach out to Washington State Secretary of State to obtain the UBI number.

Note UBI numbers only applies to bidders that are organized as separate legal entities (e.g., a corporation, partnership, limited liability company). If bidder is a sole proprietor, you may not have a UBI number.

QUESTIONS

We are currently in the question-and-answer period. This is your time to read the solicitation and ask questions or clarify anything confusing. The Q&A Period closes before the bid deadline to give time to answer all questions and give Bidder’s a chance to adjust proposals accordingly. All questions and Answers will be posted in WEBS on a rolling basis throughout the Q&A period.

This is Bidder’s chance, who are attending today, to pose any additional questions. Is there anyone on the phone that would ask a question?

This concludes the Pre Bid For #00324 Signal Flares and Highway Signal Devices thank you descontractsteamcedar@des.wa.gov des.wa.gov image9.png image7.png image8.png image10.png image11.png image12.png image13.png image14.png image15.png image4.png image5.png image6.png