03724_PreBid.pdf

Pre-bid Conference

Variable Message Boards

03724

Carmen Hill, ECPS

Contracts and Procurement Division

SEPTEMBER 19, 2024

DISCLAIMER

Bidders should only rely on written postings and amendments issued via

WEBS. All other communications will be considered unofficial and non-binding on DES. Should bidders rely on any other communication, they do so at their own risk and expense.

AGENDA

• Enterprise Services overview

• Current bidding opportunity

• Additional resources

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

CONTRACT AWARD STRUCTURE

Award by categories

Up to two (2) awards in each category to the highest scoring, responsive, responsible bidder

Up to one (1) award in each category to the highest scoring, otherwise not awarded, responsive, responsible

Washington Small Business and/or Certified Veteran-

Owned Business.

CONTRACT AWARD STRUCTURE

Awarded by Category

Category Description

1 2 Line Message Sign (Truck Mounted) Up to two (2) Up to one (1)

2 3 Line Message Sign (Truck Mounted) Up to two (2) Up to one (1)

3 LED Arrow Board 3'x3' (Truck Mounted) Up to two (2) Up to one (1)

4 Full Matrix - Mid-size for Small Trucks (Truck Mounted) Up to two (2) Up to one (1)

5 Full Matrix - Small Changeable Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

6 Full Matrix - Mid-size Changeable Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

7 Full Matrix - Large Changeable Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

8 Full Matrix 5-Color Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

9 Line Matrix - Small Changeable Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

10 Line Matrix - Mid-size Changeable Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

11 Line Matrix - Large Changeable Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

Statewide (WA and OR)

BID EVALUATION SUMMARY

STEP ITEM POINTS

Bid Responsiveness

1 Bid Responsiveness Pass/Fail

Performance Requirements Evaluation Exhibit B – Technical Specifications

Pass/Fail

Bid Evaluation

3A Cost Factors Exhibit C – Bid Price

1,000

Subtotal: 1,000

State Procurement Priorities

3B

Executive Order 18-03 50

Statutory Preference for Mercury Preference

Subtotal 100

Total: 1,100

Responsible Bidder

4 Bidder Responsibility Analysis Pass/Fail

EXHIBIT A-1 – BIDDER CERTIFICATION

• Purpose: to communicate procurement expectations

• Bidder responsibility: where there are choices, bidder must check a box. Complete, sign, and return

EXHIBIT A-1 – BIDDER’S CERTIFICATION

Competitive Solicitation: No. 03724 – Variable Message Boards

Contract Categories and Subcategories for which

Bidder is submitting a Bid:

Check appropriate box(es)

☐ Category 1 – 2 Line Message Sign

☐ Category 2 – 3 Line Message Sign

☐ Category 3 – LED Arrow Board

☐ Category 4 – Full Matrix Mid-Size for Small Trucks

☐ Category 5 – Full Matrix Small Changeable Message Sign

☐ Category 6 – Full Matrix Mid-Size Changeable Message Sign

☐ Category 7 – Full Matrix Large Changeable Message Sign

☐ Category 8 – Full Matrix 5-Color Message Sign

☐ Category 9 – Line Matrix Small Changeable Message Sign

☐ Category 10 – Line Matrix Mid-Size Changeable Message Sign

☐ Category 11 – Line Matrix – Large Changeable Message Sign

Bidder: _________________________________ Type/print full legal name of Bidder

Bidder’s Address: _________________________________ Type/print Bidder’s Address

EXHIBIT A-2 – BIDDER’S PROFILE

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

• Bidder responsibility: complete and return

EXHIBIT A-2 – BIDDER’S PROFILE

Competitive Solicitation: No. 03724 – Variable Message Boards

Bidder: ___________________________ Type/print full legal name of Bidder

BIDDER INFORMATION

BIDDER’S LEGAL NAME & ADDRESS

Provide Bidder’s legal name and address in the space provided:

Note: This information must match the information from Bidder’s Business License.

Business Name Address City, State, Zip Code

BIDDER’S UNIFIED BUSINESS IDENTIFIER (“UBI”) NUMBER

Does Bidder have a Registration Number/Unified Business Identifier (“UBI”) Number issued by the Washington State Department of Revenue (check applicable box)?

Note: A nine digit UBI number is assigned to each registered business in Washington.

Yes No

If yes, provide Bidder’s UBI Number:

If no, state whether Bidder promptly will obtain a UBI Number issued by the Washington State Department of Revenue if designated as an Apparent Successful Bidder:

Yes No

Note: To be eligible for a Contract award, bidders must have a UBI Number issued by the Washington State Department of Revenue.

EXHIBIT B – TECHNICAL SPECIFICATIONS

• Purpose: to advise bidders of requirements

• Bidder responsibility: complete the relevant sections of the worksheet to be responsive in that category

EXHIBIT B – TECHNICAL SPECIFICATIONS

Competitive Solicitation: 03724 Variable Message Boards

Bidder: _________________________________ Type/print full legal name of bidder company

Instructions:

1. Add Bidder’s business name above and follow the instructions below. Please note: Not following any of the instructions may result in the bid being deemed to be non-responsive.

2. Bidder Compliance. Review the Mandatory Specifications for Variable Message Boards and, as appropriate, in the Bidder Compliance column, mark either ‘Yes’ or ‘No’ depending on whether Bidder’s products meet such specification. If Bidder is NOT submitting a bid for the specific category for such specification, mark ‘N/A.’ Bidders must mark a response for each specification. If any specification does not have a response in the Bidder Compliance column, the bid may be non-responsive.

3. Written Response. If a Bidder can offer an equivalent alternative solution to what a certain specification states, or if Bidder can only partially meet the stated specification, the Bidder must provide a written response that addresses how Bidder meets that specification in the Written Response column.

4. Assessment.

a. Pass/Fail: Bidders must meet each of the Mandatory Minimum Specifications for Variable Message Boards. If Bidder selects ‘No’ for any of these specifications, or if Bidder’s proposed alternative or partial solution (if applicable) is determined to be insufficient, the bid will be deemed to be non-responsive, and the bid will be disqualified from further consideration.

b. In Bidder’s Written Response column, Bidder may provide a written response for any requirement marked ‘No.’

5. Supporting Information. Enterprise Services may request additional information to help verify the information provided by Bidder in this exhibit. A Bidder’s failure to provide requested information to Enterprise Services within three (3) business days may result in disqualification.

6. Bidder’s Commitments. Please note that Bidder’s responses, as applicable, will be added to the resulting Contract. Accordingly, Bidders are cautioned to indicate commitments that they can meet throughout the term of the Contract. If a Bidder/Contractor is not able to honor these commitments throughout the Contract term, Bidder/Contractor may be subject to early Contract termination that could impact their ability to contract with State agencies in the future. Please see Exhibit D – Contract.

7. Preferred Options. Please note that preferred options are not to include additional boards. Preferred options add value to the contract, are not required to be responsive, and will not be considered during bid evaluation.

EXHIBIT C – BID 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

Competitive Solicitation No. 03724 Variable Message Boards Bid Price Sheet Instructions

Exhibit C - Bid Price: Includes separate worksheets for eleven (11) categories of units for Variable Message Boards that will be awarded. Categories as follows:

Category 1: 2 Line Message Sign (Truck Mounted)

Category 2: 3 line Message Sign (Truck Mounted)

Category 3: LED Arrow Board 3'x6' (Truck Mounted)

Category 4: Full Matrix - Mid-size for Small Trucks (Truck Mounted)

Category 5: Full Matrix - Small Changeable Message Sign (Trailer Mounted)

Category 6: Full Matrix - Mid-size Changeable Message Sign (Trailer Mounted)

Category 7: Full Matrix - Large Changeable Message Sign (Trailer Mounted)

Category 8: Full Matrix - 5-Color Message Sign (Trailer Mounted)

Category 9: Line Matrix - Small Changeable Message Sign (Trailer Mounted)

Category 10: Line Matrix - Mid-size Changeable Message Sign (Trailer Mounted)

Category 11: Line Matrix - Large Changeable Message Sign (Trailer Mounted)

Bidders may bid on one or more categories. Bidders Must bid on all line items in categories 5-11 that are required, to be responsive for that category.

Categories: Categories 1-11 are all message signs that will VARY based on size, functionality, and mounting type (trailer vs truck mounted).

Delivery Costs: Bidder Must include freight charges passed directly from the carrier to the Purchaser, prepaid by Bidder, FOB Purchaser’s specified destination with all transportation and handling charges included added to invoice as a separate line item.

Mercury Free Preference: All Bidders Must certify whether they are seeking the statutory preference for products that contain the least amount of mercury-added compounds, in regard to the products pertaining to this procurement. Bidder's listed mercury content amount is the certification that the products specified meet the listed criteria as outlined in the Competitive Solicitation.

Products that contain the least amount of mercury-added compounds as compared to other Bidders, as designated by the interstate Mercury Education and Reduction Clearinghouse Mercury -

Price Sheet Instructions

ALL CATEGORIES (REQUIRED, SCORED) - GENERAL

Bidders may bid on one or multiple categories

REQUIRED, SCORED

Cell D8: Required - Bidders Must enter Company Name

Cell D12: Required - Bidders Must enter Manufacturer Name

Cell E12: Required - Bidders Must enter Model Code

Cell F12: Required - Bidders Must enter board Price in "$xx.xx" format

Cell C14: Required - Select "Yes" or "No". Bidders who select "Yes" to Mercury Preference are certifying that items bid meet the mercury free preference standard as outlined in the Competitive Solicitation.

Cell C15: Required - Bidders who are seeking the Mercury Preference Must include Mercury content amount for evaluation.

Exhibit C - Price Sheet

Category 1: 2-Line Message Sign (Truck Mounted)

Company Name:

Bidder is required to provide the below to be responsive.

Required Item Mercury Preference Manufacturer Model Price

2-Line Message Sign; Truck Mounted

Evaluated Price $0.00

Bidder Certifying Bid meets Mercury Preference (Select "Yes" to certify, select "No" for not seeking preference)

Mercury Content Amount (In mg) (If seeking Mercury Preference, Bidder must input content amount for evaluation purposes)

Bidder is not required to provide the below to be responsive.

Available Features/Accessories( Some examples of features and accessories may be Bluetooth compatible to provide connectivity options as well as GPS capabilities. Another feature would be to provide a tilt frame to signs. ) Manufacturer Model MSRP Percent off MSRP Price With Discount

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Competitive Solicitation - 03724 - Variable Message Boards

Exhibit C - Price Sheet

Category 5: Full Matrix - Small Changeable Message Sign (Trailer Mounted)

Company Name:

Required Item Mercury Preference Manufacturer Model Price

Full Matrix - Small Changeable Message Sign (Trailer Mounted)

Evaluated Price $0.00

Bidder Certifying Bid meets Mercury Preference (Select "Yes" to certify, select "No" for not seeking preference)

Mercury Content Amount (In mg) (If seeking Mercury Preference, Bidder must input content amount for evaluation purposes)

Bidder is required to provide the below to be responsive.

Preferred Features (NOT SCORED. Bidders MUST submit this nonscored section to be considered Responsive) Availability Manufacturer Model Price

Industrial CDMA cellular IP modem without GPS.

Industrial CDMA cellular IP modem with GPS.

Asynchronous 2 port industrial router.

NTCIP sign controller (National Transportation Committee ITS Protocol).

NEMA 4X box to house NTCIP electronics.

Mjpeg video server with NTCIP PTC cameras.

An adjustable height mast for the camera to include additional space for a separate 4.9 or 5.8 one foot panel antenna.

Industrial ethernet switch.

Multi band cellular booster.

Industrial pocket PC w/sign control application for NTCIP.

802.11 or Bluetooth connection from pocket PC to controller.

Radar interfacing with NTCIP Controller (MUST also interface with the ethernet switch for direct control).

Individually fused power distribution block for additional accessories.

Highway advisory radio option.

Cellular remote control.

Wireless RF remote control.

7-pole RV style trailer connector.

4-pole round and 4-pole flat trailer connector in lieu of the 7 pole.

Standard radar speed detection.

Bidder is not required to provide the below to be responsive.

Available Features/Accessories( Some examples of features and accessories may be Bluetooth compatible to provide connectivity options as well as GPS capabilities. Another feature would be to provide a tilt frame to signs. ) Manufacturer Model MSRP Percent off MSRP Price With Discount

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Competitive Solicitation - 03724 - Variable Message Boards

Bidder is not required to provide the below to be responsive.

Available Features/Accessories( Some examples of features and accessories may be Bluetooth compatible to provide connectivity options as well as GPS capabilities. Another feature would be to provide a tilt frame to signs. ) Manufacturer Model MSRP Percent off MSRP Price With Discount

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

STATE PROCUREMENT PRIORITIES

• Executive Order 18-03

• Statutory Preference for Mercury-Free Product

EXHIBIT D – COOPERATIVE PURCHASING

AGREEMENT

• Purpose: form of the contract for this solicitation

• Bidder responsibility: REVIEW!!! No Term

Negotiations after Award!!

COOPERATIVE PURCHASING AGREEMENT

WASHINGTON/OREGON COOPERATIVE

NO 03724

FOR

VARIABLE MESSAGE BOARDS

CATEGORY (IES):

For Use by Eligible Purchasers

By and Between

STATE OF WASHINGTON

DEPARTMENT OF ENTERPRISE SERVICES

TERM

• Two (2) Year Initial Term with Two (2) Year Extension

Provided, however, that if Contractor is not in default and if, by June 01, 2026, in Enterprise Services’ reasonable judgment, Contractor satisfactorily has met the performance-based goals for contract extension, Enterprise Services shall extend the term of this Cooperative Purchasing Agreement, by written amendment, for up to twenty-four (24) additional months. Such extension amendment shall be on the same terms and conditions as set forth in this Cooperative Purchasing Agreement. To earn the performance-based term extension, Contractor must achieve the following performance-based metrics:

• Standard Insurance Requirements

• Quarterly sales reporting

• Vendor management fee (1.25%)

• Due 30 days after Invoice is received

INSURANCE

a. COMMERCIAL GENERAL LIABILITY INSURANCE. Commercial general liability insurance covering bodily injury, property damage, products/completed operations, personal injury, and advertising injury liability on an ‘occurrence form’ that shall be no less comprehensive and no more restrictive than the coverage provided by Insurance Services Office (ISO) under the most recent version of form CG 00 01 in the amount of not less than $2,000,000 per occurrence and $4,000,000 general aggregate. This coverage shall include blanket contractual liability coverage. This coverage shall include a cross-liability clause or separation of insured condition.

b. WORKERS’ COMPENSATION INSURANCE. Contractor shall comply with applicable Workers’

Compensation or Industrial Accident insurance providing benefits as required by law.

c. EMPLOYERS’ LIABILITY (STOP GAP) INSURANCE. Employers’ liability insurance with limits not less than $1,000,000 each accident for bodily injury by accident, $1,000,000 each employee for bodily injury by disease, and $1,000,000 bodily injury by disease policy limit.

HOW TO SUBMIT A BID

• Review all solicitation and contract terms

• Submit a bid before the due date and time

• Email bid submittals to:

DESContractsTeamCedar@des.wa.gov

• Provide all completed Exhibits:

• Exhibit A-1 – Bidder’s Certification

• Exhibit A-2 – Bidder’s Profile

• Exhibit B – Technical Specifications

• Exhibit C – Bid Price mailto:DESContractsTeamCedar@des.wa.gov

QUESTION AND ANSWER PERIOD

• Bidders are encouraged to ask questions

• Q&A are posted in WEBS

• Some Q&A may lead to solicitation amendments

TIMELINE AND NEXT STEPS

• Question and Answer period:

• Questions due October 4, 2024

• Final answer document posted October 9, 2024

• Bid due date: October 14, 2024

• Anticipated announcement of apparent successful bidder:

November 14, 2024

• Anticipated contract award: December 1, 2024

COMPLAINTS/DEBRIEFS/PROTESTS

Complaints

• Complaint period ends 5 business days before the bid due date.

Debrief Conferences

• Bidders have 3 business days to request a Debrief Conference after announcement of Apparent Successful Bidder(s).

Protests

• Must have participated in debrief conference

• Bidders may protest the award only for three reasons:

• Bias, discrimination, or conflict of interest of an evaluator;

• Error in computing evaluation scores; or

• Non-compliance with any procedures described in the Competitive

Solicitation.

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/

DISCLAIMER

Bidders should only rely on written postings and amendments issued via

WEBS. All other communications will be considered unofficial and non-binding on DES. Should bidders rely on any other communication, they do so at their own risk and expense.

THANK YOU

DESContractsTeamCedar

@des.wa.gov

360-407-2215 www.des.wa.gov