03115 Solicitation Amendment 2.doc

IFB 03115

Amendment 2

Solicitation Amendment

IFB 03115 – Fire Detection and Suppression Systems: Repairs, Inspections and Testing

Effect of the amendments:

All revisions or additional requirements detailed below are to be considered official and binding on the bidder for this solicitation and become official contract language upon execution of the contract, unless specifically amended later in time.

Purpose of the amendment(s):

1. To extend the bid closing date from November 25, 2015 2 p.m. to December 8, 2015 2 p.m. Sharp.

2. To replace solicitation 03115 in its entirety. Bidders must use the revised solicitation below. Failure to use the replacement solicitation (including embedded attachments) may prevent a uniform evaluation and the bidder’s bid may be rejected as non-responsive. See attachment immediately below:

Changes are too numerous to describe in specific detail. Bidders interested in understanding the specific changes may perform their own comparative analysis between the original posting and the revised posting; however, the language in the revised solicitation (Revision 1) controls.

As a courtesy the state has highlight the attachments that were revised and changed the font color to red. Bidders are cautioned to read the entire revised solicitation.

3. Questions & Answers: DES received questions regarding the contract language, process, and technical specifications. Many of the questions were turned over to our stakeholders and they also provided an updated set of specifications. DES will share the questions and the responses below. However the Bidder is again cautioned not to rely on the questions and responses below. The Bidder is advised to read the entire replacement solicitation. In the event there is a conflict between the responses below and the replacement solicitation, the replacement solicitation (revision 1) controls. Questions and Responses:

a. Q; Appendix A: Section 1.12 – It indicates that travel charges will not be reimbursed. We are interpreting this to mean truck and fuel charges. The time it takes to get to a service call once called is not technically travel costs as it is part of the cost of the work due to per Washington State Law that the travel to and from service calls is considered worked time and thus the employee is compensated at the same rate as they are when onsite performing that service work.

A: See Appendix B-Statement of Work-Section 1.9-Travel

b. Q: Appendix B: Section 1.16 – It provides a (12) hour window for “usual business hours” between 6 am and 6 pm. Please confirm any hours beyond (8) hours for service personnel performing service work will be paid at an overtime rate.

A: See Appendix B-Statement of Work-Section 1.16 added clarification sentence “Any Hours beyond (8) for service personnel performing service work will be paid at an overtime rate. Overtime must be pre-authorized by the Purchaser”.

c. Q: Appendix E: Section 2.5 – The NFPA listed for Fire Sprinkler inspections should be NFPA 25 A: See Appendix E Specifications and revisions. Note: Bidder aggrees to provide a technician that is certified and meets NFPA requirements of the system being worked on.

d. Q: Appendix F: Hourly Rate for “Usual Business Hours” should be changed to Standard Time.

A: See Appendix F with Revisions.

e. Q: Appendix F: List only one type of hourly rate but the RFP covers (2) different trades with each having up to (2) different types of labor per trade. We are requesting that (4) total labor classifications be added. (1) – Fire Alarm System test and inspection. (2) – Fire Alarm System Service and Repair. (3) – Fire Sprinkler/Suppression test and inspection. (4) Fire Sprinkler/Suppression Service and Repair.

A: See Appendix F with Revisions.

f. Q: Appendix- E Cat B “Ancillary Fire Suppression Should the State list the code reference that they by category that the vendor should perform the work Such as NFPA 96 for Kitchen hoods and hood systems, NFPA 80 for Fire Doors, NFPA 10 for Fire extinguishers, NFPA 12 for Co2, NFPA 17

A: See Appendix E with Revisions.

g. Q: Appendix E- Cat B what is mean that the vendor will replaced heat detector that fail during testing, would that not be the intend of testing to find failed devices?

A: See Appendix E with clarifying sentence “Any rate of rise and/or fixed temp heat detectors that are non-resettable and are activated by improper testing methods will be replaced at the Contractors expense”.

h. Q: When creating a quote for any location in Cat B how does the State expect to get like quotes when there is no format for the testing quote to be created. Under WSCA 08008 there were work sheets that delivered a cost for testing smokes, fire alarm panel, wet sprinkler, dry sprinkler and all other devices from Fire alarm to sprinkler. Would it not make sense to create that same pricing tool again.

A: After Contract award a User Guide may be put into place to help customers obtain quotes from awarded Contractors.

i. Q:Would the State defined Cat B the same as Cat A

A: CATEGORY A: Any periodic inspection, testing, maintenance and repair of the Department of Social and Human Services (DSHS) and Department of Corrections (DOC) facilities listed on Appendix C (Category A Specifications). Over the life of the Contract, other DSHS and DOC facilities may be added by negotiation. Contract Award(s) will be made by region for Category A, as specified in Section 4 Evaluation and Award.

CATEGORY B: Any periodic inspection, testing, maintenance or repair to be performed for any state facility not listed in Category A. Contract Award(s) will be made by region for Category B, as specified in Section 4 Evaluation and Award.

j. Q: 3.12 i. Best Pricing – Can this requirement be deleted? We have no procedure in place to comply with this requirement.

A: We are not willing to remove this section.

k. Q: 3.18 e. Ownership/rights in data – Can this be deleted or replaced with other language? SimplexGrinnell does not provide “work made for hire”. This is test and inspect for services. Any product provided will be commercially available off the shelf product.

A: DES agrees to remove this clause.

l. Q: 3.27 a. Liquidated Damages - What are the liquidated damages under this contract?

A: DES agrees to remove this clause.

m. Q: Add additional language to the contract to include a cap on liability for all damages.

A: Services performed under this agreement are under the control of the Contractor. Agreeing in advance to cap the liability is inappropriate.

Note to bidder: This amendment need not be included in its entirety in a bid packet. HOWEVER, the Solicitations Revision 1 must be used and the relevant parts must be submitted in your bid response to the state by the bid deadline.

_1509424349.doc

Invitation for Bid 03115

Fire Detection and Suppression Systems: Repairs, Inspections and Testing Services

The Washington State Department of Enterprise Services, Contracts, Procurement and Risk Management (DES), issues this Invitation for Bid (IFB) under the authority of the Revised Code of Washington (RCW) 39.26. DES reserves the right to modify dates and times. Any changes will be sent electronically as amendments to all users of Washington’s Electronic Business Solution (WEBS) who download this IFB.

Posting date October 7, 2015

Question and Complaint period Ends Five Business Days before Bid Closing

Pre-bid conference October 21, 2015

1500 Jefferson St. SE

Olympia, WA 98501 RM 2330 9:05a.m. to 10:25a.m.

Bids are due December 8, 2015, 2 p.m.

Anticipated award date December 23, 2015

Procurement coordinator Jennifer Burbage

(360) 407-9422

Jennifer.Burbage@DES.WA.GOV

Deliver bids electronically to…...

DESFacilitiGroundRec@des.wa.gov

Subject line: 03115-Fire Detection and Suppression Systems

NOTE: Do not send bid submittal to Procurement Coordinator or they will be considered non-responsive.

CONTENTS

SUMMARY OF OPPORTUNITY

41.1 Purpose of the IFB

41.2 Purchasers

41.3 Contract Term

41.4 Estimated Sales

41.5 Minority and Women’s Business Enterprises (MWBE)

51.6 Bidder’s Authorized Representative

51.7 Public records and exempt information

61.8 In-state Preference/Reciprocity

61.9 Withdrawal or Modification of Response

IFB OVERVIEW

72.1 Announcement and special information

72.2 Washington’s Electronic Business Solution (WEBS)

72.3 Amendments

72.4 Bidder Communication Responsibilities

82.5 Bidder Responsiveness

82.6 Pricing

82.7 Management Fee

82.8 Contract Sales Report

92.9 Dealer Authorization

92.10 Economic and environmental goals

PREPARATION OF BIDS

93.1 Pre-bid Conference

93.2 Bid submittals checklist

103.3 Format

103.4 Electronic Bids

113.5 No Costs or Charges

113.6 Questions and Answers

113.7 Due Date and Time

113.8 Bid Opening

EVALUATION AND AWARD

114.1 General Provisions

124.2 Initial Determination of Responsiveness

124.3 Determination of Responsibility

124.4 Technical Specifications Evaluation (SUBMITTAL)

134.5 Appendix J- Bidder Profile (SUBMITTAL)

134.6 Service Plan proposal(SUBMITTAL)

134.7 Price Evaluation (SUBMITTAL)

144.8 Bid Evaluation and Scoring

154.9 Selection of Apparent Successful Bidder

154.10 Announcement of Apparent Successful Bidder (DEBRIEFS)

164.11 Announcement of Apparent Successful Bidder (DISCLOSURE OF DOCUMENTS)

164.12 Award

16Appendix A: Model Contract………………………………………………..

16Appendix B: Statement of Work……………………………………………

16Appendix C: Category A Specification (SUBMITTAL)……………………

16Appendix D: Category A Price Worksheet (SUBMITTAL)………………..

16Appendix E: Category B Specification (SUBMITTAL)…………………………………………………………………

17Appendix F: Category B Price Worksheet (SUBMITTAL)………………………………………………………………..

17Appendix G: Estimated Sales based on Previous Contract Sales……………………………………………………………………………

17Appendix H: Category A & B Service Plan Proposal (SUBMITTAL)……………………………………………………………….

17Appendix I: Certifications and Assurances (SUBMITTAL)……………………………………………………………….

17Appendix J: Bidder Profile (SUBMITTAL)……………………………………………………………….

17Appendix K: Procurement Reform Small Business Fact Sheet………………………………………………………………………….

17Appendix L: Region Map…………………………………………………………………………….

1 SUMMARY OF OPPORTUNITY

1.1 Purpose of the IFB

The purpose of this IFB is to establish a statewide Master Contract for Fire Detection and Suppression Systems: Inspections, Testing services, Maintenance and Repair.

The Department of Enterprise Services (DES) intends to award to multiple vendors for each category identified below:

CATEGORY A: Any periodic inspection, testing, maintenance and repair of the Department of Social and Human Services (DSHS) and Department of Corrections (DOC) facilities listed on Appendix C (Category A Specifications). Over the life of the Contract, other DSHS and DOC facilities may be added by negotiation. Contract Award(s) will be made by region for Category A, as specified in Section 4 Evaluation and Award.

CATEGORY B: Any periodic inspection, testing, maintenance or repair to be performed for any state facility not listed in Category A. Contract Award(s) will be made by region for Category B, as specified in Section 4 Evaluation and Award.

1.2 Purchasers

This Contract will be available for use by all Washington state agencies and authorized parties to the Master Contracts Usage Agreement (MCUA), including institutions of higher education, cities and counties, other political subdivisions or special districts, and nonprofit corporations. Their orders are subject to the same Contract terms, conditions and pricing as state agencies.

While use of the Contract is optional for political subdivisions and nonprofit corporations authorized by the MCUA, these entities’ use of the Contracts can significantly increase the purchase volume. DES accepts no responsibility for orders or payment by MCUA. A list of MCUA members can be found at https://fortress.wa.gov/ga/apps/ContractSearch/MCUAListing.aspx

1.3 Contract Term

The initial term of the Contract is two(2) year from effective date, with the option to extend for additional term(s) or portions thereof. Extensions will be exercised at the sole discretion of DES upon written mutual agreement. The total Contract term, including the initial term and all extensions, will not exceed ten (10) years unless circumstances require a special extension. DES reserves the right to extend with all or some of the Contractors.

1.4 Estimated Sales

Based on previous Contract(s), it is estimated that purchases over the lifetime of the Contract may approximate $2,500,000. A breakdown of purchases, by Purchaser, is provided in Appendix G. This estimate includes all categories and is provided solely for the purpose of assisting Bidders in preparing their response. Orders will be placed only on an as needed basis. The state of Washington does not represent or guarantee any minimum purchase.

1.5 Minority and Women’s Business Enterprises (MWBE)

In accordance with the legislative findings and policies set forth in RCW 39.19, the state of Washington encourages participation in all of its contracts by minority and woman-owned businesses firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). While the state does not give preferential treatment, it does seek equitable representation from the minority and women’s business community. In addition, the state welcomes participation by self-identified minority and woman owned firms and strongly encourages such firms to become certified by OMWBE.

Participation may be either on a direct basis in response to this solicitation or as a subcontractor to a contractor. However, unless required by federal statutes, regulations, grants, or contract terms referenced in the original solicitation, no preference will be included in the evaluation of bids, no minimum level of MWBE participation is required as condition for receiving an award, and bids will not be evaluated, rejected or considered non-responsive on that basis.

Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the original solicitation will apply. Bidders are encouraged to contact OMWBE for information on becoming a certified firm as set forth in Washington Administrative Code (WAC) Chapters 326-02 and 326-20; or for information on other certified firms for potential sub-contracting arrangements. Nothing in this section is intended to prevent or discourage Bidders from inviting participation from non-MWBE firms as well as MWBE firms. Prior to performance, an awarded Bidder that is a MWBE or intends to use MWBE subcontractors is encouraged to identify the participating firm(s) to DES.

1.6 Bidder’s Authorized Representative

Bidders must designate an authorized representative in Appendix J Bidder Profile who will be the principal point of contact for DES for the duration of this solicitation process.

1.7 Public records and exempt information

All documents submitted by Bidders to DES as part of this procurement will become public records. They are subject to disclosure unless specifically exempt under Revised Code of Washington (RCW) 42.56 (The Public Records Act).

Confidential documents: DES strongly discourages submittal of confidential material. DES considers confidential material to be any portion of your submittal clearly marked all or in part “Confidential,” “Proprietary” or “Trade Secret” (or the equivalent).

· DES reserves the right to return, reject or disqualify any submittal that includes confidential material.

Public records requests: If a public records request seeks to view or obtain a copy of your RFP submittal, and if your submittal includes content clearly marked “Confidential,” “Proprietary” or “Trade Secret” (or the equivalent), DES will:

· Notify you of the date DES will disclose the requested records;

· Give you an opportunity to seek a court order that stops DES from disclosing the records.

DES will not:

· Evaluate or defend your claim of confidentiality. It is your responsibility to support your claim and take appropriate legal action to do so;

· Withhold or redact your documents without a court order.

Questions about the confidentiality of your submittal can be directed to the Procurement Coordinator or the DES Public Records Officer at (360) 407-8768 or publicrecords@des.wa.gov.

1.8 In-state Preference/Reciprocity

Pursuant to RCW 39.26, DES has established a schedule of price adjustments applicable against any Bidders submitting responses from states which grant a preference to their own in-state businesses as identified in the Preference Table. The reciprocity adjustment is applied as follows.

· These adjustments will be applied in formal sealed bid solicitations only.

· The business address from which the response was submitted will determine if an adjustment is to be applied.

· The appropriate percentage will be added to each response bearing the address from a state with in-state preferences rather than subtracting a like amount from Washington state Bidders.

· This action will be used only for evaluation. In no instance shall the increase be paid to a supplier whose response is accepted.

1.9 Withdrawal or Modification of Response

Bidders are liable for all errors or omissions contained in their responses.

a. Prior to response due date and time

Modification:

Mistakes in bids or proposals detected prior to the due date and time may be corrected by the Bidder by withdrawing the original bid or proposal and submitting a corrected bid or proposal to DES before the due date and time. If there is not sufficient time prior to the due date and time to withdraw the original bid or proposal and submit a corrected bid or proposal, the Bidder, or an authorized representative, may correct the mistake on the face of the original bid or proposal provided that the corrected bid or proposal is time stamped by DES upon resubmission prior to the due date and time.

Withdrawal:

An authorized Bidder representative is permitted to withdraw its response before the due date and time by submitting the withdrawal request in writing. Withdrawn responses will be returned unopened to the Bidder.

b. After response due date and time

No modification:

If Bidder mistakes in a bid or proposal are detected after due date and time, they may not be corrected.

Withdrawal:

If the Bidder submits evidence in writing satisfactory to DES that a mistake has been made by the Bidder in the calculation of its bid or proposal, DES may allow the bid or proposal to be withdrawn provided that the claim of mistake and supporting documentation is provided within three business days after the due date and time. Compliance with this section within the specified time limit shall relieve the Bidder of forfeiture of its bid guarantee. If DES subsequently reissues the solicitation, the Bidder having made the mistake may not participate in that solicitation.

Clarification:

DES reserves the right to contact Bidder for clarification of Response contents.

2 IFB OVERVIEW

2.1 Announcement and special information

The Invitation for Bid (IFB), its appendices, attachments, amendments and any documents incorporated by reference will comprise the entire IFB which will contain the enforceable provisions and terms of the resulting Contract between DES and the Awarded Contractor when DES issues a Contract with the Apparent Successful Bidder.

By responding to this IFB, a Bidder acknowledges having read and understood the entire IFB and accepts all information contained within the IFB without modification.

2.2 Washington’s Electronic Business Solution (WEBS)

Bidders are solely responsible for:

· Properly registering with Washington’s Electronic Business Solution (WEBS) at https://fortress.wa.gov/ga/webs/, and maintaining an accurate vendor profile in WEBS.

· Downloading the IFB packet consisting of the IFB, all appendices, and incorporated documents related to the IFB for which you are interested in bidding.

· Downloading all current and subsequent amendments to the IFB to ensure receipt of all IFB documents.

Notification of amendments to the IFB will only be provided to those vendors who have registered with WEBS and have downloaded the IFB from WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information and bid.

2.3 Amendments

Prior to the bid due date and time, DES reserves the right to change portions of this IFB. Any change will be issued in writing by DES as an amendment and incorporated into the IFB. If there is any conflict between amendments, or between an amendment and the IFB, the document issued last in time will be controlling. Only Bidders who have properly registered and downloaded the original IFB directly via WEBS will receive notification of amendments and other correspondence pertinent to the procurement.

2.4 Bidder Communication Responsibilities

During the IFB process, all Bidder communications about this IFB must be directed to the Procurement Coordinator. Unauthorized contact regarding this IFB with other state employees involved with the IFB may result in disqualification. All oral and written communications will be considered unofficial and non-binding on DES. Bidders should rely only on written amendments issued by the Procurement Coordinator.

Bidders are encouraged to make any inquiry as early in the process as possible to allow DES to consider and respond; however, no response is required from the Procurement Coordinator.

If a Bidder does not notify DES of an issue, exception, addition, or omission, DES may consider the matter waived by the Bidder for protest purposes.

If Bidder inquiries result in changes to the IFB, written amendments will be issued and posted on WEBS.

2.5 Bidder Responsiveness

Bidders are to respond to each question/requirement contained in this IFB. Failure to comply with any applicable item may result in a bid being deemed non-responsive and disqualified.

DES reserves the right to determine the actual level of Bidders’ compliance with the requirements specified in this IFB and to waive informalities in a bid. An informality is an immaterial variation from the exact requirements of the competitive IFB, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to Bidders.

2.6 Pricing

Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this IFB. Failure to identify all costs in a manner consistent with the instructions in this IFB is sufficient grounds for disqualification.

The proposed pricing levels should reflect the market provided by the Contract resulting from this IFB. Bidders will need to fill in all white cells for the regions they want to be considered for. Failure to fill in a white cell in the region Bidder is bidding will prevent an equal comparison and the Bidder will be considered non-responsive.

NOTE: Pricing provided on the Price Worksheet Appendices is to be rounded to the nearest whole cent. For evaluation purposes only, any pricing submitted in portions less than whole cents will be rounded up to the nearest whole cents utilizing the MS Excel “roundup” function.

Bidders must identify and include all elements of recurring and non-recurring costs in their pricing. Unless otherwise specified, this must include, but is not limited to, all administrative fees, shipping charges, labor, travel, training, consultation services, testing and initial instruction to agency personnel, warranty work and maintenance of the products/services, handling charges such as packing, wrapping, bags, containers, reels; or the processing fees and surcharge fees associated with the use of credit cards.

Notwithstanding the foregoing, in the event that market conditions, laws, regulations, or other unforeseen factors dictate, at DES’s sole discretion, additional charges may be allowed during the Contract term.

2.7 Management Fee

All Master Contracts executed as a result of this IFB will be subject to a management fee, paid by the Contractor to DES. The management fee will be 0.74 percent of Contract sales/purchase price for work orders. The purchase price is defined as total invoice price less sales tax. No taxes will be assessed against the management fee.

Example: Total sales (less sales tax) x .0074 = management fee.

The management fee is further described in Appendix A Proposed Master Contract.

2.8 Contract Sales Report

The management fee will be based on total Contract sales, which must be reported quarterly by the Contractor in the Contract Sales Reporting System. DES will provide a login password and a required vendor number.

“Zero” sales: Contractor is required to report “zero” sales even if no sales occurred during the reporting period.

The report shall identify:

A. Purchasers who have been invoiced for work orders awarded through this Contract;

B. Amounts invoiced for each purchaser during the reporting period

Reports must be submitted electronically within thirty (30) days after the end of the calendar quarter, i.e., no later than April 30, July 31, October 31 and January 31.

A further description of the sales reporting requirement and the management fee based upon it can be found in sections 3.8 and 3.9 of Appendix, Master Contract Terms and Conditions.

2.9 Dealer Authorization

The Bidder, if other than the manufacturer, must provide upon request a current, dated and signed authorization from the manufacturer that the Bidder is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to provide manufacturer’s authorization upon request may result in bid rejection or Contract termination.

2.10 Economic and environmental goals

In support of the state’s economic and environmental goals, although not an award factor (unless otherwise specified herein), Bidders are encouraged to consider the following in responding to this IFB:

DES supports a diverse supplier pool, including small, veteran-owned, minority-owned and women-owned business enterprises. DES has established for this IFB voluntary numerical goals of:

3 percent women-owned businesses (WBE);

3 percent minority-owned businesses (MBE);

3 percent small businesses (SB);

3 percent veteran-owned businesses (VB).

Achievement of these goals is encouraged whether directly or through Subcontractors. Bidders may contact the Office of Minority and Women’s Business Enterprises for information on certified firms or to become certified. Also see Appendix I Procurement Reform Small Business Fact Sheet.

Use of environmentally preferable goods and services to include post-consumer waste and recycled content.

Products made or grown in Washington.

3 PREPARATION OF BIDS

3.1 Pre-bid Conference

DES will host a pre-bid conference to address IFB requirements at the time and location indicated on the cover page. While attendance is not mandatory, Bidders are encouraged to attend and participate. The purpose of the pre-bid meeting is to clarify the IFB as needed and raise any issues or concerns, especially those of the vendor community. If interpretations, specifications, or other changes to the IFB are required as a result of the meeting, the Procurement Coordinator will post an amendment to WEBS.

Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with prior arrangement by contacting the Procurement Coordinator identified on the cover page.

3.2 Bid submittals checklist

The following checklist identifies the electronic submittals which will comprise a Bid. Any bid received without an electronic item identified in this checklist and designated as REQUIRED may be rejected as being non-responsive. Please identify each page of the submittals and any supplemental materials with your company name or other identifiable company mark.

· Appendix C – Category A Specifications (REQUIRED for Category A): Complete as instructed and return a copy. Failure to complete this submittal as instructed may result in a bid being rejected for lack of responsiveness.

· Appendix D – Category A Price Sheet (REQUIRED for Category A): Complete as instructed and return a copy. Failure to complete this submittal as instructed may result in a bid being rejected for lack of responsiveness.

· Appendix E – Category B Specifications (REQUIRED for Category B): Complete as instructed and return a copy. Failure to complete this submittal as instructed may result in a bid being rejected for lack of responsiveness.

· Appendix F – Category B Price Sheet (REQUIRED for Category B): Complete as instructed and return a copy. Failure to complete this submittal as instructed may result in a bid being rejected for lack of responsiveness.

· Appendix H – Service Proposal (REQUIRED): Complete as instructed and return a copy. Failure to complete this submittal as instructed may result in a bid being rejected for lack of responsiveness.

· Appendix I Certification and Assurances (REQUIRED): Complete as instructed and return a signed copy of the Certification and Assurances (signature page). Failure to complete this submittal as instructed may result in a bid being rejected for lack of responsiveness.

· Appendix J – Bidder Profile (REQUIRED): Complete as instructed and return a copy. Failure to complete this submittal as instructed may result in a bid being rejected for lack of responsiveness.

· IFB amendments (AS INSTRUCTED): If instructed to do so in any amendment to this IFB, sign and return a copy. Failure to sign and return any required amendments to this IFB, may result in a bid being rejected for lack of responsiveness. When in doubt, sign and return a copy of all IFB amendments.

3.3 Format

All responses must be sent by email addressed to DESFacilitiGroundRec@des.wa.gov . Bids must be legible and properly signed by an authorized representative of the Bidder. All changes and/or erasures must be initialed in ink. Unsigned bids will be rejected on opening unless satisfactory evidence was submitted clearly establishing the Bidder’s desire and intent to be bound by the bid, such as a signed cover letter. Incomplete or illegible bids may be rejected.

3.4 Electronic Bids

DES prefers the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, please submit as a pdf.

Bidders are cautioned to keep email sizes to less than 25 Mb. Also, to keep file sizes to a minimum, Bidders are cautioned not to use graphics in their Responses.

Responses may not be transmitted using facsimile transmission.

All proposals and any accompanying documentation become the property of DES and will not be returned.

3.5 No Costs or Charges

Costs or charges incurred before a Contract is fully executed will be the sole responsibility of the Bidder.

3.6 Questions and Answers

Questions regarding this IFB will be allowed consistent with the dates specified on the cover page of this Solicitation. All questions must be submitted in writing by the end of the question and answer period to the Procurement Coordinator at DESFacilitiGroundRec@des.wa.gov. DES intends to provide a written response in WEBS for questions received by the end of the question and answer period.

Verbal responses will not be provided. Only written answers posted to WEBS will be considered official and binding. Bidders will not be identified in answers.

When the question and answer period is complete, additional comments will be for the purpose of informing the Procurement Coordinator of an issue only. Questions and comments outside the question and answer period will not be answered or acknowledged.

If interpretations or other changes to this IFB are required as a result of inquiries made during the question and answer period, the IFB may be amended. Amendments are posted to WEBS.

Bidders who submit questions will not be identified. Verbal responses to questions will be considered unofficial and non-binding. Only written responses posted to the DES web site listed above will be considered official and binding.

3.7 Due Date and Time

Submissions must be received on or before the due date and time. Time of receipt will be determined by DES email time stamp. Be aware there may be a delay from when sent to actually received through emails. If the email time stamp is late or bid is sent to the wrong email address bid may be rejected. DES assumes no responsibility for delays cause by Bidder’s email, network problems or any other party.

3.8 Bid Opening

After the bid due date and time, the names of the Bidders will be recorded in Washington Electronics Business Solutions (WEBS) and made available upon request. Bid contents will not be available for public view until after the announcement of Apparent Successful Bidder(s), per RCW 39.26.030.

4 EVALUATION AND AWARD

4.1 General Provisions

· Bidder responsiveness, responsibility and price factors will be evaluated based on the evaluation process described in this section.

· Contract award will be based on the evaluation and award criteria established herein and will be subject to consideration of all factors identified in RCW 39.26 and other criteria identified in the IFB.

· Bidders whose bids are determined to be non-responsive will be rejected and will be notified of the reasons for rejection.

· After bids have been submitted, DES may require individual Bidders to appear at a time and place determined by DES to discuss Contract requirements. Any such meeting should not be construed as negotiations or an indication of DES’s intention to award.

· DES reserves the right to: (1) Waive any informality; (2) Reject any or all bids, or portions thereof;(3) Accept any portion of the items bid unless the Bidder stipulates all or nothing in their bid; (4) Cancel an IFB and re-solicit bids; (5) Negotiate with the lowest responsive and responsible Bidder to determine if that bid can be improved for the purchaser.

· Preferences and penalties: Preferences and penalties that are required by law, rule, or IFB will be applied to bid pricing. Some preferences and penalties may be added by Contract language and could be applied to bid pricing. A preference reduces the Bidder’s stated price by the amount of the preference and is an advantage to the Bidder. A penalty increases the Bidder’s stated price by the amount of the penalty and is a disadvantage to the Bidder. Preferences and penalties are applied to the pricing for evaluation purposes only but are not applied for purchasing purposes.

· Pass/Fail References: DES reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Any negative or unsatisfactory reference where the references would not hire the Bidder can be reason for rejecting a Bidder as non-responsible. DES reserves the right to waive the reference check.

4.2 Initial Determination of Responsiveness

Bids will be reviewed initially on a pass/fail basis to determine compliance with administrative requirements as specified herein.

DES reserves the right to determine at its sole discretion whether a Bidder’s response to a minimum IFB requirement is sufficient to pass. However, if all Bidders fail to meet any single IFB requirement, DES may reject all bids and cancel the IFB or waive the requirement from the IFB’s criteria for responsiveness.

Responsive bids will be further evaluated based on the requirements in this IFB.

4.3 Determination of Responsibility

During evaluation, DES reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, on-site inspection of Bidder's or Subcontractor's facilities, or other information as necessary. Failure to respond to these requests might result in a bid being rejected as non-responsive.

4.4 Technical Specifications Evaluation (SUBMITTAL)

The Bidder must complete and provide the Technical Specification submittal for the category(s) they are submitting a Bid for (A and/or B).

Technical Specifications for Categories A and B require the Bidder to mark all lines. If the Bidder can meet the specification, mark the Check as Specified box. If the Bidder is unable or unwilling to meet the specification explain why in the Alternatives to Specification box. Caution: The Bidders unable to mark the "check as specified" box increase the chances that their bid will be rejected for failure to meet the specifications. Only use the Alternatives to Specification Box column to note deviations from the specifications.

Technical Specifications for both Categories will be evaluated on a pass/fail.

4.5 Appendix J- Bidder Profile (SUBMITTAL)

Bidder must complete the Bidder Profile and submit it with their Bid.

4.6 Service Plan proposal(SUBMITTAL)

Responsive and Responsible Bids will be further evaluated on Responses to the required Bidder Service Plan Proposal found in Appendix H. DES shall designate an evaluation team to review, evaluate and score all Responses in accordance with the maximum points available, as shown below.

Service Capacity Plan

30 Points

Value Contribution

Conflict Resolution Proposal

TOTAL

90 Points

The evaluation team shall consist of a minimum of three (3) evaluators. Evaluators shall consider RCW 39.26.160 when reviewing, evaluating and scoring. Each question in the above three sections will be worth a total of 10 points. Individual evaluator scores will be averaged at the question level and then added together to determine the Bidder’s total points earned for the Service Plan Proposal. An example is provided in the table below:

Bidder A

Service Capacity Plan Proposal (max 30 pts)

Value Contribution (max 30 pts)

Conflict Resolution Proposal (max 30 pts)

Non-Cost

Total

Question #

One

Two

Three

One

Two

Three

One

Two

Three

Evaluator A

Evaluator B

Evaluator C

Average Total

7.67

6.33

9.33

8.00

7.67

8.00

6.33

8.00

7.00

68.33

4.7 Price Evaluation (SUBMITTAL)

Price sheet: Bidders must submit pricing for all required line items; failure to do so may result in disqualification from award. Bidder does not have to bid on all categories.

Category A (Appendix D) (SUBMITTAL):

By region, Bidder must provide not to exceed (NTE) pricing for all line items, in white cells. All Bidder's pricing MUST be to the nearest whole cent or only two digits to the right of the decimal point. Failure to include a dollar value for every cell within a region will prevent a uniform comparison against other Bidders and may disqualify their Bid for that region. (See Appendix L for Regional Map).

The Bidder's pricing SHALL include all components, listed in Appendix C - Category A Specifications, including but not limited to mileage. All pricing is FOB Destination freight prepaid and included.

Do not include tax in any of the pricing.

FOLLOWING THE PRICE SHEET INSTRUCTIONS, THE BIDDER SHALL: List any/all offered manufacturer catalogs the Bidder intends to use in performing the maintenance and repairs. Bidder shall list the percentage off discount for each manufacturer catalog listed. The percentage off will stay firm and fixed for the life of the Contract.

The Price Sheet may contain additional instructions. Failure to follow the instructions may result in the bid being rejected.

The responsive and responsible Bidder’s pricing will be multiplied against a weighted factor to arrive at a line total. All line totals will be summed to arrive at a comparison total. These values will be used to determine cost rankings.

The Bidder’s discount off manufacturer list catalog will be evaluated for reasonableness as pass/fail.

Appendix F- Category B Price Sheet (SUBMITTAL):

The Category B Price Sheet is segmented by Region (Olympic, Northwest, Southwest, South Central, Eastern, North Central). Each region is subdivided into Subparts called “Fire Alarm Systems” or “Fire Sprinkler/Suppression” which is further subdivided by Service and Repair and Testing and Inspections. The Bidder must bid all two subdivisions for Fire Alarm Systems or Fire Sprinkler/Suppression, or both for any region the Bidder intends to bid. The subdivisions are grouped as follows:

· Fire Alarm Systems Service and Repair (Subpart - Fire Alarm Systems)

· Fire Alarm Systems Test and Inspection (Subpart - Fire Alarm Systems)

And/or

· Fire Sprinkler/Suppression Test and Inspection (Subpart - Fire Sprinkler/Suppression)

· Fire Sprinkler/Suppression Service and Repair (Subpart – Fire Sprinkler/Suppression)

Bidders may bid Alarm Systems or Sprinkler/Suppression, or both. However the Bidder must always bid both the “Service and Repair” and the “Test and Inspection”.

Bidder must provide hourly rate pricing for all white cells, to include separate pricing for (usual business hours, after hours, weekends/holidays, and emergency repairs) for each region they are submitting a bid. All Bidder's pricing MUST be to the nearest whole cent or only two digits to the right of the decimal point. Failure to include a dollar value for every cell within a region will prevent a uniform comparison against other Bidders and disqualify that region. (See Appendix L for Regional Map).

The Bidder's pricing SHALL include all cost drivers unless excluded. Cost drivers include Appendix E - Category B Specifications, and all other parts of the solicitation. Cost drivers DO NOT include travel time which is identified separately in the price sheet. Any and all mileage costs must be rolled in to the travel time costs because mileage WILL NOT be separately paid by the customer.

All pricing is FOB Destination freight prepaid and included.

Do not include tax in any of the pricing.

FOLLOWING THE PRICE SHEET PORTION THE BIDDER SHALL: List any/all offered manufacturer catalogs the Bidder intends to use in performing the maintenance and repairs. Bidder shall list the percentage off discount for each manufacturer catalog listed. The percentage off will stay firm and fixed for the life of the Contract.

The Price Sheet may contain additional instructions. Failure to follow the instructions may result in the bid being rejected.

The responsive and responsible Bidder’s hourly rate pricing will be multiplied against a weighted factor to arrive at a line total. All line totals will be summed to arrive at a comparison total. These values will be used determine cost rankings. Cost is only one evaluation Criteria. Bidders must pass other parts of the evaluation and be responsive and responsible to receive an award in conformity with the solicitation.

The Bidder’s discount off manufacturer list catalog will be evaluated for reasonableness as pass/fail.

4.8 Bid Evaluation and Scoring

The Price Sheet will be evaluated by a Region’s Subparts called “Fire Alarm Systems” or Fire Sprinkler/Suppression”. Each subpart is further subdivided as “Service and Repair” or “Test and Inspection”. Each subdivision is further segmented by line pricing and the Bidder must provide a NTE price for all pricing cells for the Region/Subpart the Bidder intends to bid. The individual pricing cells are weighted and form a line total. Line totals are summed to form a Comparison subtotal. The two Comparison subtotals will also be summed to form a total cost for each Region/Subpart.

The Price Sheet includes a cell where the Bidder must identify NTE Travel charges per hour. The per hour price must include mileage fees, if any, because mileage feels will not be paid by the customer. The per hour travel charge will not be summed with the other pricing cells.

To determine the lowest price evaluation cost for the Region/Subpart, the Procurement Coordinator will apply any preferences or penalties to the Bidder’s Price Sheet Submittal to form a revised Region/Subpart total that will be used solely for evaluation purposes.

By Region/Subpart, the Procurement Coordinator will use the revised total to determine the lowest evaluated pricing and corresponding score for pricing submitted on Price Worksheet Submittal. The Bidder with the lowest evaluation price will receive 210 points. Those Bids with a higher evaluation price will receive a proportionately lesser number of evaluation points based upon the lowest Bid, using the following formula:

Lowest total Bid evaluation cost divided by a higher total Bid evaluation cost (Bid that is being evaluated) multiplied by number of available points equals the cost factor evaluation points. Points will be rounded to three places to the right of the decimal point using standard rounding method.

· Sample Calculation using Bidder A = $100,000 and Bidder B = $110,000

· Bid B calculation – $100,000(A) / $110,000(B) = 0.909 x 210 (max points available) = 190.890 Cost points (rounded to three places to the right of the decimal point using standard rounding).

· Bidder A is the lowest total Bid evaluation cost, so it would be assigned the 210 points. Bidder B would be assigned 190.890 points based on the formula above.

From the above examples, total score for Bid A: 80(Non-cost) + 210(Cost) = 290 total points.

Total score for Bid B: 75(Non-cost) + 190.890(Cost) = 265.890 total points

The Bid Scoring and Non-cost Submittal point totals will be added together to represent the total points received by each Responsive Bidder to this IFB.

Each Bidder will need to bid on each category separately.

Category A-By region will be awarded to the two responsive and responsible Bidder(s) with the highest evaluated point total.

Category B-By Region/Subpart, the state intends to award to the responsive and responsible Bidder with the highest evaluated point total and all other Bidders within twenty (20%), up to three (3) Awards in total for Alarm Systems and three (3) Awards Total for Sprinkler/Suppression Systems. The State reserves the right to adjust the percentage upward, if needed, to reach the multiple award goal of three (3) awards for Alarm Systems and three (3) awards for Sprinkler/Suppression Systems.

4.9 Selection of Apparent Successful Bidder

The responsive and responsible Bidder(s) with the highest evaluated point total that meets all of the IFB requirements will be the Apparent Successful Bidder(s).

DES reserves the right to request additional information or perform tests and measurements as part of the evaluation process before award. Failure to provide requested information within ten (10) days may result in disqualification.

Before award, DES may negotiate with an Apparent Successful Bidder to determine if a bid can be improved.

Designation as an Apparent Successful Bidder does not imply that DES will issue an award to your firm. It merely suggests that at this moment in time, DES believes your bid to be responsive and responsible. This designation allows DES to perform a responsibility analysis and ask for additional documentation. DES may also re-examine the bid to determine whether the bid is truly as responsive and responsible as initially believed. The Bidder must not construe this as an award, impending award, attempt to negotiate, etc. If a Bidder acts or fails to act as a result of this notification, it does so at its own risk and expense.

4.10 Announcement of Apparent Successful Bidder (DEBRIEFS)

Following the announcement of the Apparent Successful Bidder(s), Bidders may request a debrief conference. See Appendix M – Complaint, Debrief and Protest Procedures. Failure to follow instructions could result in your claim being denied.

4.11 Announcement of Apparent Successful Bidder (DISCLOSURE OF DOCUMENTS)

After the announcement of the ASB, Bidders may see results of the IFB evaluation and award by accessing www.des.wa.gov or contacting the procurement coordinator. Bidders may also schedule an appointment to review the bidding process.

4.12 Award

Upon notification of the Apparent Successful Bidder, DES will issue a Contract to that Bidder that will capture all of the mutually agreeable terms and conditions of the winning Bid. This Contract will capture all of the required elements of an enforceable contract between DES and the ASB, and will give legal force to the agreement between ASB and DES. The terms of the agreement shall not take effect until this resulting Contract is signed by a duly authorized representative of the ASB, and countersigned by DES, at which time a fully-executed Contract will result and take force.

DES reserves the right to Award on an All-or-nothing consolidated basis.

Following the Award, all Bidders will receive a Notice of Award, usually through a WEBS notification.

APPENDICES

Reminder: By responding to this IFB, a Bidder acknowledges reading, understanding, and accepting all information contained within the entire IFB without modification.

Appendix A: Model Contract………………………………………………..

Appendix B: Statement of Work……………………………………………

Appendix C: Category A Specification (SUBMITTAL)……………………

Appendix D: Category A Price Worksheet (SUBMITTAL)………………..

Appendix E: Category B Specification (SUBMITTAL)…………………………………………………………………

Appendix F: Category B Price Worksheet (SUBMITTAL)………………………………………………………………..

Appendix G: Estimated Sales based on Previous Contract Sales……………………………………………………………………………

Appendix H: Category A & B Service Plan Proposal (SUBMITTAL)……………………………………………………………….

Appendix I: Certifications and Assurances (SUBMITTAL)……………………………………………………………….

Appendix J: Bidder Profile (SUBMITTAL)……………………………………………………………….

Appendix K: Procurement Reform Small Business Fact Sheet………………………………………………………………………….

Appendix L: Region Map…………………………………………………….

Appendix M: Complaint, Debrief and Protest Procedure………………….

Department of Enterprise Services (DES) Contracting and Purchasing Solicitation #03115-R1-Fire Detection and Suppression Systems, Inspections and Testing Services

_1504615067.doc

Bidder Profile

Invitation for Bid 03115

COMPANY INFORMATION (for contract administration purposes)

Company name and address:

Authorized representative:

Phone/Cell:

Email:

Ordering contact/Address:

Name/Email:

Address:

Phone:

Sales reporting contact information:

Management fee contact:

Address to send management fee invoices:

Compan…