02524 Pre-bid Power Point.pdf

Pre-bid Conference 02524 Fresh Dairy Products

Kathy Paterson, Contracts & Procurement Specialist

DECEMBER 4, 2024

PRE-BID ADMINISTRATION

• Meeting Etiquette

• Please mute yourself to avoid background noise

• Questions-Raise your virtual hand or submit your questions/comments via chat.

• Washington Electronic Business Solution (WEBS)

• Power Point Presentation will be provided via 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.

AGENDA

• Introductions

• Enterprise Services overview

• Current bidding opportunity

• Competitive solicitation documents

• Additional resources

INTRODUCTIONS

ENTERPRISE SERVICES

• Authority to create statewide contracts for the state

• Procurement bridge between purchasers and contractors

• State Procurement Priorities

ELIGIBLE PURCHASERS

• State agencies

• Use DES statewide contracts unless the contract cannot justifiably satisfy the agency needs.

• Other eligible purchasers

• Optional use with Contract Usage Agreement

• Political Subdivisions

• Tribes in WA

• Federal Agencies in WA

• Public Benefit Nonprofits in WA

PROCUREMENT SCOPE

Enterprise Services intends to conduct a competitive procurement for Washington State agencies and eligible purchasers to purchase Fresh Dairy Products such as milk, cheese, cottage cheese, yogurt, buttermilk and/or ice cream.

CONTRACT AWARD STRUCTURE

Main Awards

• Main Awards by Region -7 Regions

• Up two (2) awards per Region

• Bidders can bid on one, multiple, or all regions

Reserved Awards

• Reserve Awards by County – 39 Counties

• Up to one (1) award per County

• Bidders can bid on one, multiple, or all counties

• Washington Small Business and/or Certified Veteran-Owned Business

BID EVALUATION SUMMARY

POINTSITEMSTEP

Bid Responsiveness

Pass/FailBid Responsiveness1

Bid Evaluation

75Non‐Cost Factors

Exhibit B‐2 ‐ Performance Requirements Evaluation 2A

410Cost Factors Exhibit C – Bid Price 2B

485Subtotal:

State Procurement Priorities

15Executive Order 18‐033

500Total:

Responsible Bidder

Pass/FailBidder Responsibility Analysis4

Contract Negotiations

N/AContract Negotiations5

EXHIBIT B-1 – PRODUCT SPECIFICATION

REQUIREMENTS

• Milk Requirements

• Yogurt Requirements

• Juice Box Requirements

• Product Shelf Life

• Temperature Requirements

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS

• Bidder’s Experience – Pass/Fail

• Sustainability Efforts - Optional

• Written Response

• Procedures to reduce environmental impacts of packaging – 25 pts

• Procedures to reduce or recycle food waste – 25 pts

• Web Optimization - Optional

• Select level of capability of the online ordering system - 15 pts

• Electronic Data Invoicing - 10 pts

• Written Response

EXHIBIT C - PRICE

• Market Basket of 38 items – 380 pts

• Ten (10) pts per line item: Landed cost + Fixed Fee = Evaluation Score

• Federal Milk Order (FMO) or Pacific Northwest FO 124 for October 2024.

• Kosher/Halal Products – 10 pts

• Minimum Order Fee – 20 pts

• Delivery Fee – not scored but required

• Washington Grown Products

STATE PROCUREMENT PRIORITIES

• Reserved Awards for Small Businesses and Certified Veteran Owned Businesses

• Firms without Mandatory Individual Arbitration for Employees (Executive Order 18-03) – 15pts

CONTRACT

• Contract term: Two (2) Years with an option to extend another three (3) years

• Performance Based Renewal Requirements

• Using the Contract – Section 8

• Reports - Section 11

• Quarterly sales reporting

• Vendor management fee (1.25%)

• Annual sales reporting

• Washington Grown sale reporting

• Order Substitution or Modification Report

ECONOMIC PRICE ADJUSTMENTS

Economic Adjustment – Section 3.3

• Annual adjustment available beginning May 2026

• Applies to Bidder’s Fixed Fee

Monthly Pricing Adjustment – Section 3.4

• Applies to Bidder’s Landed Fee

• Prices to be submitted three (3) business days prior to the next month

INSURANCE REQUIREMENTS

• Commercial General Liability Insurance - $2 mil/$4 mil

• Workers’ Compensation Insurance

• Employers’ Liability (stop gap) insurance - $1 mil

• Transportation Liability - $1mil

HOW TO SUBMIT A BID

• Review all solicitation and contract terms

• Submit a bid before the due date and time

• Email bid submittals to: DESContractsTeamFir@des.wa.gov

• Provide all completed Exhibits:

Exhibit A-1 – Bidder’s Certification

Exhibit A-2 – Bidder’s Profile

Exhibit B-2 – Performance Requirements

Exhibit C – Bid Price

Exhibit E – Bidder’s Diverse Business Inclusion Plan (if applicable)

QUESTION AND ANSWER PERIOD

• Bidders are encouraged to ask questions

• Q&A are posted in WEBS

• Some Q&A may lead to solicitation amendments. Review all solicitation and contract terms

TIMELINE AND NEXT STEPS

• Question and Answer period:

• Questions due December 31, 2024

• Final answer document posted January 7, 2025

• Bid due date: January 14, 2025

• Anticipated announcement of apparent successful bidder(s): March 14, 2025

• Anticipated contract award(s): April 13, 2025

ADDITIONAL RESOURCES

• Washington Electronic Business Solution (WEBS)

• Statewide Payee Desk

• Washington APEX Accelerator, formerly (PTAC)

• Office of Minority and Women's Business Enterprises (OMWBE)

• Washington Department of Veterans Affairs (DVA)

• Washington Department of Revenue (DOR)

• Washington Secretary of State (SOS)

THANK YOU

DESContractsTeamFir@des.wa.gov 360.407.2213 des.wa.gov