00619 Pre-Bid Presentation - 2019.08.28.pdf

PRE-BID CONFERENCE

00619 – CUSTOM

UNIFORMS

Enterprise Services Contracts & Procurement Division

August 28, 2019

Presenter Presentation Notes Welcome to Enterprise Services.

Thank you for taking time to participate in the pre-bid conference for the Custom Uniforms Master Contract Solicitation. Let’s take a moment and introduce ourselves.

Mo – acknowledge Elena, WSP, Austin and Donna

AGENDA

Enterprise Services

Master Contracts

Current Opportunity

Next Steps

Additional Resources

Presenter Presentation Notes This is our agenda today.

We have a designated point for questions, but are happy to take questions throughout the presentation.

We will post a copy of this presentation in WEBs

OUR GOALS

Provide an overview of Washington State Master Contract procurements

Define the current procurement opportunity

Describe next steps and additional useful information

Answer questions and concerns

Presenter Presentation Notes This presentation is designed to be helpful. We want each bidder to understand the opportunity and limits of state procurement.

ENTERPRISE SERVICES

ENTERPRISE SERVICES

Real Estate Services

Construction & Public Works

Risk Management

Consolidated Mail Services

Small Agency Services

Contracts & Procurement

Lean Printing & Imaging

FleetEnergy Program

Parking Capital

Campus Stewardship

SurplusTraining

Presenter Presentation Notes Before diving in … This slide highlights Enterprise Services’ core programs.

As an ‘enterprise services’ agency, Enterprise Services is tasked by the Legislature with providing cost-effective, efficient solutions to a number of ‘footprint wide’ functions designed, ultimately to increase the effectiveness and accountability of government.

Enterprise Services has an extensive portfolio of programs. Most are designed by the Legislature to function – on a statewide basis – to deliver statewide services and efficiencies.

Click here > Today, we are here to focus on one division within Enterprise Services [click] – Contracts and Procurement.

LEGISLATIVE DIRECTION

"To maximize the benefits to the public, state government should be operated in an efficient and effective manner. The department of enterprise services is created to provide centralized leadership in efficiently and cost-effectively managing resources necessary to support the delivery of state government services. The mission of the department is to implement a world-class, customer-focused organization that provides valued products and services to government and state residents.“

- 2011 1st sp.s. c 43 § 101

Presenter Presentation Notes When the Legislature created Enterprise Services, in 2011, the Legislature was very specific about the new agency’s mission – especially regarding procurement.

[click] http://lawfilesext.leg.wa.gov/biennium/2011-12/Pdf/Bills/Session%20Laws/Senate/5931-S.SL.pdf?cite=2011%201st%20sp.s.%20c%2043%20%C2%A7%20101.

MASTER CONTRACTS

A MASTER CONTRACT

Customer Need

Procurement Development

SolicitationEvaluation & Award

Master Contract

Presenter Presentation Notes This slide presents a very high level overview of Master Contracts. Master Contracts are a unique type of government procurement. They are NOT the same thing as a commercial contract.

The goal for Master Contracts – set forth by the State Legislature – is to provide cost-effective and efficient procurement solutions, within the limits of the state procurement code.

First - Customer Needs: A Life safety issue (such as traffic marking paint), frequently purchased products statewide (such as computer equipment), and saving customers time and money.

Then - Procurement Development: Meet customer needs, meet certain specifications (developed with stakeholder input), research the market and determine what legislative, local, federal rules/policies and Procurement Priorities may apply (such as FTA funding or PCB policy)

Next - Solicitation: Post to WEBS, complete Q&A

Then - Evaluation & Award: Criteria determined during procurement development. Transparency (did we do what we said we were going to do). The solicitation defines how respondents will be awarded

Lastly - Master Contract: The substantive terms and conditions for the purchase and sale of the goods/services that were competitively procured. For example, the term, price, representations and warranties, insurance requirements, etc.

Enterprise Services also manages the Master Contract through its term, gather customer feedback, etc.

PROCUREMENT BRIDGE

Enterprise Services builds a ‘Procurement Bridge’ between eligible purchasers (i.e., customers) and suppliers Customer/purchaser focused Implement state procurement priorities – e.g., Green procurement Small business inclusion Mandatory use – e.g., Correctional Industries Vendor preferences – e.g., Blind-made products Product preferences – e.g., PCB-free products Economic & Social – e.g., Pay equality; Wage theft

Presenter

In building Master Contracts, Enterprise Services does not typically buy goods/services; Rather, the Agency creates the procurement bridge – in accordance with the State’s competitive procurement code – between suppliers and customers to enable customers to acquire the goods/services they need – efficiently and cost-effectively – to perform their mission.

STATEWIDE PROCUREMENT OF

GOODS & SERVICES

Suppliers Purchasers

State Procurement Priorities & Procurement Code

Enterprise Services

Di re ct io n

To ol s

Presenter Presentation Notes In building a procurement bridge, Enterprise Services looks to:

Improve the Customer (purchaser) experience Optimize the Supplier (vendor) relationship Enable cost-effective and efficient, value-added procurement of needed goods and services The procurements, of course, also implement state procurement priorities (e.g., Legislative requirements pertaining to state procurement)

This means – in part – Stakeholder driven solutions Informed by market realities Aligned with state procurement code and state procurement priorities

ELIGIBLE PURCHASERS

State Agencies Use Master

Contracts unless the contract cannot justifiably satisfy the agency needs.

Other Eligible Purchasers Optional Use with

MCUA

Eligible Purchasers

State Agencies Other

Political Subdivisions

Tribes

Federal Agencies

Public Benefit Nonprofits

Presenter Presentation Notes There are two broad categories of Eligible Purchasers who can utilize the Master Contract procurement bridge:

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

Other specified entities Political subdivisions – e.g., Counties, Cities, Towns, PUDs, Irrigation Districts Tribes located in Washington Federal Agencies Public Benefit Nonprofit Organizations

CURRENT OPPORTUNITY

00619 – Custom Uniforms

00619 – CUSTOM UNIFORMS

Procurement Overview

Timeline

Potential Customers (‘eligible purchasers’)

Contract Award Structure

Contract Pricing Model

Exhibit C- Price document

State Procurement Priorities

Bid Evaluation

Master Contract

Presenter Presentation Notes This is the procurement opportunity.

We’ll walk through each of these topics in the next few slides

PROCUREMENT OVERVIEW

Competitive Procurement

• Competitive Solicitation

• Post to WEBS

Bid

• Pre-Bid Conference

• Question & Answer Period

• Bid deadline

Evaluation

• Evaluate bids

• Determine ASB

• Protest Period

Contract

• Award Master Contract

• Contract Management

Presenter Presentation Notes This slide provides a high level overview of the procurement process.

Competitive Procurement Note: Master Contracts are a competitive procurement. Bidders do NOT sign up for a contract; Rather, the Legislature requires that these contracts be competitively awarded to the lowest responsive, responsible bidder.

Today we’re in the Bid phase.

PROCUREMENT TIMELINE –

CATEGORY ONE

Today, August 28, 2019 Pre-Bid

September 6, 2019

Q & A Period Ends

September 13, 2019

Bid Deadline

March 10, 2020 * Wear Test

ASB

April 1, 2020

Contract Award

Presenter

There are different timelines for category one and category two. Category one has a wear test component addressed in the solicitation that category two does not. This will push the announcement for the ASB for category one out to Spring of 2020.

PROCUREMENT TIMELINE –

CATEGORY TWO

Today, August 28, 2019 Pre-Bid

September 6, 2019

Q & A Period Ends

September 13, 2019

Bid Deadline

October 8, 2019

ASB

November 1, 2019

Contract Award

Presenter

We anticipate an announcement for the ASB for category two in Fall of 2019.

CONTRACT AWARD STRUCTURE

Single ‘Tier’ Master Contract No need for additional bidding

Award by Category Category One: Custom Uniforms Category Two: Custom Jumpsuits

Presenter

The purpose of this Competitive Solicitation is to receive competitive bids and award one (1) statewide Master Contract for Category 1 - Custom Uniforms and one (1) Master Contract for Category 2 – Custom Jumpsuits. Both categories will included applicable alteration services.

BID EVALUATION (SCORING)

STEP ITEM

CATEGORY 1

CUSTOM

UNIFORMS

MAXIMUM

POINTS

CATEGORY 2

CUSTOM

JUMPSUITS

MAXIMUM

POINTS

1 Responsiveness Pass/Fail Pass/Fail

2 Specifications Evaluation Pass/Fail Pass/Fail

3A Price Evaluation 40 60

3B Qualifications Evaluation 60 40

Washington State Procurement Priorities and Preferences

Executive Order 18-03 1 1

PCB-Free Products 5 5

Small Business Preference 2 2

Veteran-Owned 5 5

Prompt Payment Discount 2 2

Total Points Available 115 115

Top two (2) scored responsive bidders will advance to Step 5

5 Wear Test 65 N/A

Wear Test Total Points Available 65 N/A

6 Responsibility Analysis Pass/Fail Pass/Fail

Presenter Presentation Notes Mo – Bid Evaluation Steps include…1, 2, 3A, 3B (which I will go more in depth into in a moment), 4, and 5 – at this point we will be able to determine an ASB for category two. For category one the top tow scored bids will participate in the wear test

Price Evaluation (Step 3A).

Enterprise Services will consider the price per item, minimum order requirements, and applicable surcharges submitted in Exhibit C-1 Price sheet.

For Category One (1), the bidder with the lowest total price will receive forty (40) points.

For Category Two (2), the bidder with the lowest total price will receive sixty (60) points. Those bids with higher prices will receive proportionately fewer points.

Qualifications Evaluation (Step 3B).

Enterprise Services will evaluate each bid to assess how well the bidder meets the qualifications set forth in Exhibit B-3 – Qualifications.

For Category One (1), Enterprise Services will award up to sixty (60) points.

For Category Two (2) up to forty (40) points will be awarded.

EXHIBITS

EXHIBIT A1 & A2

Exhibit A1 – Bidder Certification

Exhibit A2 – Bidder Profile

Presenter

Some of the exhibits contain an email address for an Office Operations team, which is different than the DESGandSTeam C email. We will post an amendment updating those to the latter email.

EXHIBIT B1 & B2

Exhibit B1 – Custom Uniform Specifications

Exhibit B2 – Custom Jumpsuit Specifications

EXHIBIT B3 – BIDDER

QUALIFICATIONS

Exhibit B3 – Bidder Qualifications

EXHIBIT C – BID PRICE RESPONSE

Exhibit C consist of 2 tabs.

Tab 1 Custom Items Section 1 – Description and Price Section 2 – Minimum Orders and Associated

Surcharges

Tab 2 Alterations

Exhibit C demo

Presenter Presentation Notes Exhibit C consist of 2 sections and 2 tabs. Both sections and tabs must be completed by Bidders.

TAB One: Custom Items This tab consists of 2 sections.

Section 1- Required Items: Description and Price Section 2 – Minimum Orders &Associated Surcharges.

Columns B, C, D & E provide a description of the item. Column F provides the Standard of Quality (SOQ) item for bidder reference.

Column G indicates which items require a sample for Step #2 (if not bidding the SOQ item) of the evaluation and Column H indicates which items will be necessary for the wear test (Step #5).

Bidders can submit a bid for the Standard of Quality (SOQ) items or for alternative equivalent products made by other manufacturers, or a combination of both, as long as the specifications are met for each line item.

So how do you fill out this Exhibit? Let’s walk through it together.

Section 1 - Required Items: Description and Price Bidders must indicate if bidding the Standard of Quality (SOQ) item or an equivalent alternative in Column I. If bidding an alternative item provide a link to the item in Column J, if no link is available provide separate documentation describing the alternative item. If bidding an alternative item provide a statement of meeting or exceeding the SOQ specification in Column K. Provide a price per item (each) in Column L.

Questions or Concerns about that portion of the exhibit?

Items 1 -22 are for Category 1 - Custom Uniforms. Only complete those line items if bidding Category 1 - Custom Uniforms. If bidding Category 1, bidder must be able to provide all Category 1 Items (1-22).

Items 23, 24, & 25 are for Category 2 - Custom Jumpsuits. Only complete those lines if bidding Category 2 - Custom Jumpsuits. If bidding Category 2, bidder must be able to provide all Category 2 Items (23-25).

Now on to Section 2 of this tab - Minimum Orders and Associated Surcharges Bidders must indicate a minimum order quantity for each Manufacturer bid. If bidding manufacturers other than those listed, please add additional tables.

Bidder must indicate what, if any, surcharges are applied for orders less than the minimum order. Expand rows as necessary.

Questions or Concerns about that portion of the exhibit?

Great. On to Tab Two: Alterations This tab must be completed by the Bidder whether bidding Category 1 - Custom Uniforms and/or Category 2 - Custom Jumpsuits.

Bidders must indicate the price for each alteration service for the category/categories they are bidding.

I would pull up C1 on the big screen at this point.

EXHIBIT C2 – PCB CERTIFICATION

Exhibit C2 – PCB Certification

EXHIBIT D2 – MASTER CONTRACT

ISSUES LIST

Exhibit D2 – Master Contract Issues List

STATE PROCUREMENT PRIORITIES

EO-18-03

PCB Notice

Small Businesses

Veteran-Owned Businesses

Prompt Pay Discount

Presenter Presentation Notes Washington State Procurement Priorities & Preferences (Step 4). Enterprise Services will apply the following Washington State procurement priorities and preferences to this Competitive Solicitation:

Executive Order 18-03, one (1) point.

PCB-Free Products & Products-In-Packaging, one (1) point per product tested, not to exceed five (5) points.

Washington Small Business, two (2) points.

Veteran-Owned Businesses, five (5) points.

Prompt pay discount, two (2) points

MASTER CONTRACT

Contract Term: 6 Years

Pricing The total price for products shall be bidder’s price as submitted.

Except as provided in the Master Contract, there shall be no additional costs.

Standard Insurance Requirements

Quarterly Sales Reporting

Vendor Management Fee Due 30 Days after Invoice is received

Presenter

Master Contracts will be updated for each awarded Contractor

QUESTIONS?

NEXT STEPS

NEXT STEPS – CATEGORY ONE

Bidders Submit Responses

Bid Evaluation

• Category One - Wear test adds

3 months

Announce ASB

Protest Period

Award Master Contract

HOW TO PROVIDE A BID

Read & understand all Contract Terms Submit on Time Email Bid Submittals to:

DESGandSTeamC@des.wa.gov

Provide all completed Exhibits:

Exhibit A1 – Bidder Certification Exhibit A2 – Bidder Profile Exhibit B3 – Bidder Qualifications Exhibit C1 – Price Exhibit C2 – PCB Certification (if appl.)

Exhibit D2 – MC Issues List (if appl.)

Mill Certification ISO 9001 Certification for Textile Manf.

Presenter Presentation Notes Please note the email listed in this component of the solicitation is the correct one for submittals. We will post an amendment addressing this.

mailto:DESGandSTeamC@des.wa.gov

COMPLAINTS/DEBRIEFS/PROTESTS

Complaints Complaint period ends five (5) business days before the bid due date.

Debrief Conferences Bidders will have three (3) business days to request a Debrief Conference after announcement of ASB..

Protests Must have participated in debrief conference Bidders may protest the award of the

Master Contract only for three (3) reasons:

Bias, discrimination, or conflict of interest on the part of an evaluator;

Error in computing evaluation scores; or Non-compliance with any procedures described in the Competitive Solicitation.

Presenter Presentation Notes Complaints Bidder complaints must comply with the Complaint & Protest process set forth in the solicitation.

Debrief Conferences Bidders who are unwilling or unable to attend the Debrief Conference will lose the opportunity to protest

Protests – there are three criteria for a finding in a protest.

ADDITIONAL RESOURCES

ADDITIONAL RESOURCES

WEBS

Statewide Payee Desk

Vendor Outreach

Procurement Technical Assistance Center (PTAC)

OMWBE

WA Department of Veteran’s Affairs

Washington Department of Revenue

Washington State Secretary of State

THANK YOU