07621-Solicitation Amendment_3.pdf

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 1

UPDATED 5/8/2023

State of Washington

Contracts and Procurement Division

Department of Enterprise Services

P.O. Box 41411

Olympia, WA 98504-1411

Solicitation Amendment

Solicitation No.: 07621

Amendment No.: 3

Effective Date: 06.26.2023

AMENDMENT NO. 3

TO

SOLICITATION NO. 07621

ADA COMPLIANT VANS, MINIVANS, & SPECIALTY VEHICLES (I.E., ADA WALK-IN STEP VANS)

This Amendment#3 (“Amendment”) to Solicitation No. 07621 is effective immediately. The following

Exhibits are amended:

• Competitive Solicitation- No.07621 ADA Compliant Vans, Minivans, & Specialty Vehicles (I.E., ADA Walk-In Step Vans)

• Exhibit D- Statewide Contract Template

The following Exhibit(s) are amended and required to be submitted with proposals.

• Exhibit B- Vehicle Specifications

• Exhibit C1, C2, C3- Bid Price

• Exhibit E1, E2, E3- Bidder’s Pricelist

All other terms, conditions, and specifications remain unchanged.

P U R P O S E

THE PURPOSE of this amendment is to capture the following changes:

• Competitive Solicitation No. 07621ADA Compliant Vans, Minivans, & Specialty Vehicles

(I.E., ADA Walk-In Step Vans) o Change#1: Revised Section 1.1 COMPETITIVE SOLICITATION DEADLINES to extend the

Question & Answer period and Bid Submittal Deadline for three (3) weeks in order to allow DES to provide answers to the questions asked for this solicitation, and for bidders to review any changes that may emanate from these answers.

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Competitive Solicitation Posting Date: Friday, March 24, 2023

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 2

Pre-Bid Conference: Tuesday, April 11, 2023, 10:00 a.m.–

11:00 a.m. (Pacific Time)

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Question & Answer Period:

Friday, March 24, 2023 – Thursday, June 29, 2023

Friday, March 24, 2023 – Thursday, July 20, 2023

Deadline for submitting Bids: Friday, July 7, 2023

Friday, July 28, 2023

Anticipated Announcement of

Apparent Successful Bidders:

Monday, August 7, 2023

Monday, August 28, 2023

Anticipated Award of Contracts: Tuesday, September 12, 2023

Tuesday, October 3, 2023 o Change #2: Revised Section 3.1 Overview, to reduce the Bid Price evaluation points from 1000 points to 950 points.

STEP ITEM POINTS

Bid Responsiveness

1 Bid Responsiveness Pass/Fail

2 Exhibit B – Vehicle Specifications Pass/Fail

Bid Evaluation

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 3

STEP ITEM POINTS

3A Bid Price

Exhibit C – Bid Price (Bidder’s Bid Margin) 1000-950

Subtotal: 950

State Procurement Priorities

3B Executive Order 18-03 50

Total: 1050-1000

Responsible Bidder

4 Bidder Responsibility Analysis Pass/Fail

Contract Negotiations

5 Contract Negotiations N/A o Change #3: Section 3.4 Bid Pricing Evaluation (Step 3A), has been amended by deleting the section in its entirety, and replacing it with the following to remove scoring for percent discount off the total vehicle cost :

▪ Enterprise Services will evaluate each sub-category (8) to identify up to three (3) highest scored responsive, responsible bidders. Each sub-category will have a total of 1,000 points.

i. Enterprise Services will evaluate bid submissions to identify the lowest total discounted vehicle price based off the vehicle configuration scenarios provided in

Exhibit C – Bid Price. A bidder’s total discounted price will be used as a basis for determining their point value. The bidder(s) that submit the lowest total vehicle discounted price will receive 800 points. Bids with a higher total vehicle discounted price will receive a proportionately lesser number of evaluation points based upon the lowest bid. A Bidder’s summited total vehicle discounted price for each vehicle configuration scenario per subcategory must be consistent with prices contained in bidder’s submitted Exhibit E – (Bidder’s Pricelist).

ii. 200 points will be determined by the bidder’s percent discount off total vehicle cost presented in Exhibit C – Bid Price. The bidder who submits the highest discount off total vehicle cost (per subcategory) will receive 200 points. Bidders with a lower percent discount off total vehicle cost (per subcategory) will receive a proportionately lesser number of evaluation points based upon the highest bid. The percent discount off total vehicle cost (per subcategory) provided in the bidder's response to Exhibit C -Bid Price will remain fixed throughout the Contract’s term.

▪ Example Bid Calculation: Total Discounted Vehicle Price (800 Points Possible)

▪ $45,232 (Bidder A) / $48,280 (Bidder B) X 800 (Points Possible) = 749

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 4

o Bidder A is the lowest Total Discounted Vehicle Price ($45,232) so they are assigned 800 points. Bidder B ($48,280) will be assigned 749 points based on the formula above.

▪ Example Bid Calculation: % Discount Off Total Vehicle Cost (200 Points Possible)

▪ 12% (Bidder A) / 15% (Bidder B) X 200 (Points Possible) = 160 o Bidder B is the highest % Discount Off Total Vehicle Cost (15%) so they are assigned 200 points. Bidder A (12%) will be assigned

160 points based on the formula above.

▪ Example Bid Calculation: Total Sub-category Score:

▪ Bidder (A): 800 + 160 = 960 Total Subcategory Score

▪ Bidder (B): 749 + 200 = 949 Total Subcategory Score o Bidder A would be selected as the highest scoring bidder per

Category 2 - ADA Minivans / Subcategory 1: Electric, Side Entry

▪ Enterprise Services will evaluate each sub-category (8) to identify up to three (3) highest-scored responsive, responsible bidders. Each sub-category will have a total of 950 points.

I. Enterprise Services will evaluate bid submissions to identify the lowest total vehicle price based on the vehicle configuration scenarios provided in Exhibit C – Bid Price. A bidder’s total price will be used as a basis for determining their point value. The bidder(s) that submit the lowest total vehicle price will receive 950 points. Bids with lower total vehicle prices will receive a proportionately lesser number of evaluation points based upon the lowest bid.

II. The Bidder with the lowest Total Price will receive 950 points. Other bidders that do not have the lowest total price will have their score determined with the following formula:

(Lowest total price/Bidder’s total price) X 950 = Bidder’s points.

o Change #4: Added the below language to Section 4.3. Pricing, to allow potential

Bidders to add shipping costs to Purchasers’ invoices as a pass-through fee:

▪ Shipping costs, including all transportation and handling charges shall be added to Purchaser’s invoice as a pass-through fee only. The contractor shall provide an actual shipping invoice to Purchaser if requested.

• Exhibit D- Statewide Contract:

o Change #1: Section 3.4. Price Adjustment has been hereby deleted in its entirety and replaced with the following section to remove the percentage discount off the catalog and change the price adjustment period from quarterly to annually:

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 5

o Price Adjustment. The total vehicle cost for all Purchaser orders must include the

“percentage discount off total vehicle cost” (per subcategory) included in Exhibit

B – Prices for Goods/Services. The percentage discount off total vehicle cost (per subcategory) must remain firm and fixed throughout the Contract’s term.

Contractor may request updates to the Pricelist in Exhibit E(s) quarterly.

Enterprise Services will evaluate contractors pricing annually and compare it to the current period of the United States Department of Labor, Bureau of Labor and

Statistics (BLS) Produce Price Index (PPI) commodity group (WPU141105). If % change in Pricelist pricing is higher than % change in Current Period Index of the

PPI, DES may request Contractor to adjust Pricelist prices to match % changes of the current period index for the PPI. Price increases are to be on a pass-through basis only and must not produce a higher profit margin for Contractor than that established by the original Contract pricing. Contractor may not make Contract extensions contingent on price adjustments. Pricelist updates will be implemented through a Contract amendment

Section 3.4. ECONOMIC Price ADJUSTMENT. Beginning twelve (12) months after the effective date of this Contract and for every annual anniversary thereafter, the prices set forth in Exhibit B – Prices for Goods shall be adjusted, based upon the percent changes (whether up or down) in the United States Department of

Labor, Bureau of Labor and Statistics (BLS) Produce Price Index (PPI) commodity group (WPU141105), for the most recent year. Economic adjustment will lag one

(1) calendar quarter past the Contract commencement date to allow for publication of BLS data. All calculations for the index shall be based upon the latest version of data published as of __________ each year. Prices shall be adjusted on __________. If an index is recoded (i.e., the recoded index is a direct substitute for the prior index according to the BLS), this Contract will use the recoded index, as applicable. If an index becomes unavailable, Enterprise

Services shall substitute a proxy index. If there is not a direct substitute, the next higher aggregate index available will be used. The economic adjustment shall be calculated as follows:

New Price = Old Price x (Current Period Index/Base Period Index).

o Change #2: Section 8.3(b) Delivery Requirements, has been hereby deleted in its entirety and replaced with the following section to allow potential Bidders to add shipping costs to Purchasers’ invoices as a pass-through fee:

(b) Contractor shall ship all Goods and/or Services purchased pursuant to this

Contract, freight charges prepaid by Contractor, FOB Purchaser’s specified destination with all transportation and handling charges included.

Contractor shall bear all risk of loss, damage, or destruction of the Goods and/or Services ordered hereunder that occurs prior to delivery, except loss or damage attributable to Purchaser’s fault or negligence.

https://fred.stlouisfed.org/series/WPU141105 https://fred.stlouisfed.org/series/WPU141105 https://fred.stlouisfed.org/series/WPU141105 https://fred.stlouisfed.org/series/WPU141105 https://fred.stlouisfed.org/series/WPU141105

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 6

Section 8.3(b) Delivery Requirements: Contractor shall ship all Goods and/or

Services purchased pursuant to this Contract to FOB Purchaser’s specified destination. Shipping cost, including all transportation and handling or delivery charges, shall be added to Purchaser’s invoice as a pass-through fee only. The contractor shall provide an actual shipping invoice to Purchaser if requested.

The contractor shall bear all risk of loss, damage, or destruction of the Goods and/or Services ordered hereunder that occurs prior to delivery, except loss or damage attributable to Purchaser’s fault or negligence.

o Change #3: Section 9.1. Invoicing & Payment, Added the below item to Section 9.1.

Invoicing & Payment, to require potential Bidders to include shipping costs including all transportation and handling charges as delivery fees to Purchasers’ invoices:

(e) Delivery Fee.

o Change #4: Section 9.5. No Additional Charge, has been hereby revised to allow potential Bidders to add shipping costs to Purchasers’ invoices as a pass-through fee:

9.5. NO ADDITIONAL CHARGES. Contractor shall not include or impose any additional charges including, but not limited to charges for shipping, handling, insurance, and or payment processing. All base vehicle pricing for vehicles listed for purchase in Exhibit B – Prices for Goods & Services and Contract Automobiles Request Systems (CARS) will include all costs except the shipping cost, including all transportation and handling charges to any Purchaser.

• Exhibit B- Vehicle Specifications: The following changes have been made to Exhibit B- Vehicle

Specifications to make the vehicle specifications more inclusive and wide-ranging specs:

o Change #1: Revised Cat.1 ‐ 4.05: Base model includes one(1) two (2) wheelchair positions.

o Change #2: Revised Cat.2 ‐ 2.03: Base model includes two (2) one (1) wheelchair positions.

o Change #3: Revised Cat.2- 4.01: Base vehicle floorplan must include two (2) one (1) wheelchair positions.

o Change #4: added Cat.2- 5.03: Fire extinguisher must be a Minimum 2.5 lb rechargeable, mounted per purchaser’s request.

o Change #5: Revised Cat. 3 ‐ 2.02: - Cooling system must have OEM's heavy duty pressurized liquid-cooling system. Cooling system must be OEM or Alternative.

o Changes #6: Deleted: Cat. 3 ‐ 2.10: Wheel Base - Vehicle must have a wheel base of

122 inches.

o Change #7: Revised Cat. 3 ‐ 2.11: Gauges - full gauge package including fuel, oil pressure, water temperature, ammeter or voltmeter. Chassis to include OEM dash with factory gauges/readouts or similar.

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 7

o Change #8: Revised Cat. 3 ‐ 4.02: Access Doors - Doors must be a stamped metal consistent with the OEM quality and follow the vehicle body lines. Doors must be ADA compliant and have a minimum 56 inch clear door opening height.

o Change #9: Revised Cat. 3 ‐ 4.05: Interior Finishing - Interior must be made of FRP or

ABS panels or equivalent. Interior should be OEM finish. Interior finish must be ebony, grey or light tone, color coordinated with seats, floor and exterior.

o Change #10: Revised Cat. 3 ‐ 4.07: Floor - The floor stamping includes structure to accommodate wheel chair tie downs and driver's seat. Covering is anti-slip flooring meeting ADA/CSA-D409-02 guidelines.

o Change #11: Deleted Cat. 3 ‐ 5.02: Flip Seats and Fold-away Seats - All flip seats and fold-away seats are to be single (one-passenger) and must meet FMVSS 207 and 210, unless otherwise specified.

o Change #12: Deleted Cat. 3 ‐ 5.03: Handrails - per ADA, entry assist grab handle integrated with right-hand and left-hand side of entry door.

o Change #13: Revised Cat. 3 ‐ 5.04: Seat materials - All seat materials must meet FMVSS

#302. Pilot/copilot seat shall have OEM covers. Grey color vinyl upholstery standard.

o Change #14: Revised Cat. 3 ‐ 5.05: Seat Belts - Must meet FMVSS #209 and #210. The driver's seat must be equipped the OEM retracting seat belt. All standard passenger seats must be equipped with 3 pt. shoulder belts.

o Change #15: Revised Cat. 3 ‐ 5.07 to add “Or” between “aluminum L- track” and "Slide and Click" o Change #16: Revised Cat. 3 ‐ 5.08: Floor track - Floor track must be full-length floor track or equivalent, or either of them. Floor track must be flange mount “L” track 6351 aluminum grade or approved equal.

o Change #17: Fixed numbering type in Cat. 3 ‐ 2.09 5.09.

o Change #18: Revised Cat. 3 ‐ 6.03: ADA Entrance Door Lighting - ADA compliant entrance door lighting must be mounted to fully illuminate the exterior doorway of the wheelchair LIFT, ramp, or low‐floor entrance area wheelchair ramp area. Lights must be wired to automatically turn on when wheelchair ramp wheelchair LIFT, ramp, or low‐floor entrance area door is opened.

o Change #19: Revised Cat. 3 ‐ 8.02: Wheelchair ramp system, if required per ADA, must be covered by OEM warranty. Wheelchair ramp system must be covered by OEM warranty.

• Exhibit C1, C2, C3-Bid Price:

o Change #1: Revised instructions to provide clarifications on how Exhibit C1, C2, C3- Bid

Price should be prepared.

o Change #2: The tables in all 8 sub-categories in Exhibit C1, C2, C3-Bid Price are revised to reflect the removal of the column related to percentage Discount off Total Vehicle

Cost:

• Exhibit E1, E2, E3- Bidder’s Pricelist:

SOLICITATION NO. 07621 – AMENDMENT NO. 3 PAGE | 8

o Change#1: Revised instructions to provide clarifications on how Exhibit E1, E2, E3-

Bidder’s Price should be prepared.

o Change#2: Bidder Discount in the table of all 8 sub-categories has been hereby deleted to allow the bidder to offer option cost without discount off catalog.

PRIOR AMENDMENTS

• Amendment #1 with an effective date of 05.15.2023 to extend the Question & Answer Period and Deadline for Submitting Bids, for two(2) weeks.

• Amendment #2 with an effective date of 05.30.2023 to extend the Question & Answer Period and Deadline for Submitting Bids, for four (4) weeks.

Any communications regarding this amendment must be addressed to the Procurement Coordinator listed below.

Shapoor Naveed

(360) 407-2212

DESContractsTeamMaple@des.wa.gov mailto:DESContractsTeamMaple@des.wa.gov