03424 Prebid.pdf

Pre-bid Conference 03424 Uniforms, Customization, Accessories

April Cole Enterprise Contract & Procurement Specialist

FEBRUARY 13, 2025

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

• 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

Market Basket Optional Value Add Services

Specifications/Standard of Quality (SOQ)

This is rebid of Contract 01417, Non-Custom Uniform and Accessories expires July 2, 2025 To award eligible purchasers from Washington and Oregon to obtain uniform items, accessories, and associated services such as alterations, repairs, and customization.

CONTRACT AWARD STRUCTURE

Washington / Oregon Cooperative Statewide multiple awards

Is determined as a responsive responsible bidder.

Up to three (3) main awards in WA/OR.

Up to one (1) reserved award per region in

Washington State to a certified WA Small

Business and/or Veteran- Owned Business not otherwise awarded.

awarded to Bidder(s) with the highest combined point total.

BID EVALUATION SUMMARY

STEP ITEM POINTS

Bid Responsiveness 1 Bid Responsiveness Pass/Fail

Bid Evaluation

2 Non-Cost Factors Exhibit B-1 - Optional Value-Added Services 200

3 Cost Factors Exhibit C – Bid Price (Bidder’s Bid Margin) 810

Subtotal: 1010 State Procurement Priorities

4 Executive Order 18-03 51 Total: 1061

Responsible Bidder 5 Bidder Responsibility Analysis Pass/Fail

Contract Negotiations 6 Contract Negotiations N/A

EXHIBIT A-1 BIDDER CERTIFICATION

• Purpose: to communicate procurement expectations.

• Bidder responsibility: complete and attach with any exceptions or required explanations and submit back. Where there are choices, bidder must check a box. Sign and return.

EXHIBIT A-2 BIDDER PROFILE

• Purpose: to collect necessary contract administration and management information from the bidder.

• Bidder responsibility: complete and return.

Presenter Notes Presentation Notes To Do:

Cover any important minimum qualifications/requirements/specifications from solicitation Best Practice: Pull up the Exhibit to walk though the document itself and explain/show bidders how they need to fill out the document.

EXHIBIT A-2 – BIDDER PROFILE

Presenter Notes Presentation Notes To Do:

Best Practice: Pull up the Exhibit to walk though the document itself and explain/show bidders how they need to fill out the document.

EXHIBIT B-1 OPTIONAL VALUE-ADDED SERVICES

• Purpose: To identify if Bidder can provide added value services. A potential for up to 200 additional points.

• Completion of this Exhibit is not required. If Bidder does not return this Exhibit with bid or leaves a section or question(s) blank, it will be considered as an intentional decision not to respond.

• Bidder responsibility: To qualify for points, bidders must follow the instructions outlined in this Exhibit and meet/exceed the detailed requirement and sign and return.

Presenter Notes Presentation Notes To Do:

Best Practice: Pull up the Exhibit to walk though the document itself and explain/show bidders how they need to fill out the document.

EXHIBIT B-1 – OPTIONAL VALUE-ADDED SERVICES

Presenter Notes Presentation Notes To Do:

Best Practice: Pull up the Exhibit to walk though the document itself and explain/show bidders how they need to fill out the document.

• Purpose: to provide the Standard Of Quality (SOQ) /Specifications for alternative uniform items in Section 1 (for all categories), Required Items and Manufacturers in Exhibit C, Bid Price. Bidder’s alternative items must meet or exceed, SOQ on this Exhibit.

• Bidder responsibility: bidder must use as SOQ for Alternative items in Section 1, Required Items and Manufacturers.

EXHIBIT B-2 – SPECIFICATIONS/STANDARD OF QUALITY (SOQ)

Presenter Notes Presentation Notes To Do:

Best Practice: Pull up the Exhibit to walk though the document itself and explain/show bidders how they need to fill out the document.

EXHIBIT C - PRICE

• Purpose: is used to receive and evaluate each of the bidders' bids.

• Bidder responsibility: complete the relevant sections of the cost sheet to be responsive in that category.

EXHIBIT C

EXHIBIT D – CONTRACT

• Purpose: form of the contract for this solicitation.

• Bidder responsibility: review.

EXHIBIT D - CONTRACT

EXHIBIT E - BIDDER’S DIVERSE BUSINESS

INCLUSION PLAN- SUBCONRACTOR

• Purpose: if utilizing subcontractors, we want to know who they are. If not, disregard.

• Bidder responsibility: (optional) complete and return.

STATE PROCUREMENT PRIORITIES

• Firms without Mandatory Individual Arbitration for Employees (Executive

Order 18-03) Maximum points 51.

o See Exhibit A-1 Bidder’s Certification.

• The state of Washington is committed to purchasing environmentally preferred products and services.

o See Exhibit C-2, Bid Price, Additional Manufacturers (sustainable):

Maximum points 4.

o See Exhibit B-1, Optional Value-Added Services. Recycled Content and Sustainability: Maximum points 25 points.

Presenter Notes Presentation Notes To Do:

Update the preferences/priorities as applicable to your solicitation.

Briefly explain each preference/priority during pre-bid.

INSURANCE REQUIREMENTS

Commercial General Liability Insurance: $2 million per occurrence/$4 million general aggregate.

Commercial/Automobile Liability Insurance (TBD): $1 million per accident. Required if contractor intends to use owned/lease, non-owned and hired vehicles used in the performance of the contract, such as delivery of products. See Exhibit A-1 Bidder’s Certification.

COOPERATIVE PURCHASING AGREEMENT

WASHINGTON/OREGON

Contract term: Initial Term, three (3)Years, with a possible two (2) year extension based on Contractor’s performance.

• Economic Price Adjustment (EPA):

• May be requested by Contractor beginning twelve (12) months after effective date of contract.

• EPA will be based on the Bureau of Labor Statistics Price Product

Index using the percentage breakdown.

• Quarterly Sales Reporting: Due within 30 days of the quarter’s end

• Vendor Management Fee: Due 30 days after invoice is received

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-1 – Optional Value-Added Services

• Exhibit C – Bid Price

• Exhibit F – Bidder’s Diverse Bus. Inclusion Plan-

Subcontractors (if applicable)

Presenter Notes Presentation Notes To Do:

Insert team email inbox Update the list of required exhibits to be submitted for your solicitation mailto:DESContractsTeamFir@des.wa.gov

QUESTION AND ANSWER PERIOD

Bidders are encouraged to ask questions.

questions help improve the solicitation and the resulting contract.

Q&A are posted in WEBS Some Q&A may lead to solicitation amendments

It is the bidder's responsibility to use the most recent form of the required exhibits if they get amended.

Review all solicitation and contract terms

• Last Day for questions: 3/10/2025

• Anticipated Date for Answers: 3/17/2025

Presenter Notes Presentation Notes Speaking Notes:

Q&A period allows bidders to raise questions to the Procurement Coordinator outside of the pre-bid conference Q&A period typically runs until about 10 days before bid closing, allowing the bidders time to adjust proposals accordingly depending on the answers to the questions.

Bidders are encouraged to ask questions - questions help improve the solicitation and the resulting contract.

Bidders are responsible for providing 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.

Questions received and the official answers will be posted throughout the Q&A period to WEBS. If bidders are registered in WEBS they should receive the notice that a new document is posted. But it is recommended that potential bidders also proactively check WEBS regularly.

Amendments- Some Q&A may lead to solicitation amendments. It is the bidders responsibility to use the most recent form of the required exhibits if they get amended. The details of any change will be listed in an amendment document posted in WEBS.

TIMELINE

• Ask questions by email until March 10, 2025 o DESContractsTeamFir@des.wa.gov

• Bid due date: March 28, 2025

• Anticipated announcement of apparent successful bidder: April 30, 2025

• Anticipated contract award: June 2, 2025 mailto:DESContractsTeamFir@des.wa.gov

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) https://pr-webs-customer.des.wa.gov/ https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://washingtonapex.org/ https://omwbe.wa.gov/ https://www.dva.wa.gov/ https://dor.wa.gov/ https://www.sos.wa.gov/

THANK YOU

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

Presenter Notes Presentation Notes To Do: Add Procurement Coordinator contact information.