12825PreBid.pdf

Pre-bid Conference Fuel Station Inspection and Repair Services #12825

Bernadette Connor, Procurement Coordinator Contracts and Procurement Division

November 13, 2025

PRE-BID ADMINISTRATION

• Teams meeting

• Please mute to avoid background noise

• Please raise your hand

• Please hold questions until the end of each slide

• Submit all questions to: DESContractsTeamMaple@des.wa.gov

• Washington’s Electronic Business Solution (WEBS) https://pr-webs-vendor.des.wa.gov/ mailto:DESProcurementConsulting@des.wa.gov https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/

DISCLAIMER

This pre-bid conference is not recorded by DES. Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding on DES. Bidders relying other communication do so at their own risk and expense.

ABOUT ENTERPRISE SERVICES

• Authority to create statewide Contracts for goods and services

• Procurement bridge between contractors and eligible purchasers

• Promote State Procurement Priorities

CONTRACTING WITH THE STATE

• The Contracting Guide has been uploaded to WEBS as part of the solicitation packet. It provides useful information such as:

• Complaint, debrief and protest processes

• How to contract with the state of Washington

• Required and negotiable terms in resulting contracts

• Contracting opportunities for small and diverse businesses https://www.des.wa.gov/sites/default/files/2025-02/Bidder-Contracting-Guide-DES.pdf

ELIGIBLE PURCHASERS

• State agencies

• Must use DES statewide Contracts unless the contract cannot justifiably satisfy the agency’s needs.

• Other eligible purchasers

• Optional use with Contract Usage Agreement

• Political Subdivisions

• Tribes in WA

• Federal Agencies in WA

• Public Benefit Nonprofits in WA

• Sales History

• Procurement Scope

• Contract Award Structure

• Timeline

• Question & Answer Period

• Bid Evaluation Summary

• Exhibit A – Bidder Certification

• Exhibit B – Scored Non-Cost Factors

• Exhibit C – Bid Price

• Exhibit D – Sample Contract

• Exhibit E – References

• Exhibit F – Diverse Business Inclusion Plan – Subcontractors

FUEL STATION INSPECTION AND REPAIR SERVICES

SALES HISTORY

Note: future sales are unknown, however, we anticipate contract usage to follow 2024 – 2025 trends.

Year Sale (Apr- Dec) 2017 $ 40,993.00

2018 $ 37,191.00 2019 $ 57,474.00 2020 $ 53.576.00 2021 $ 49,540.00 2022 $ 64,639.00 2023 $ 69,427.00 2024 $ 144,461.00

(Jan – Jun) 2025 $ 95,380.00

Total $ 612,681.00

PROCUREMENT SCOPE

The inspection and repair of fuel stations throughout Washington state. Fuel stations store, monitor, and dispense fuel and other potentially hazardous substances. These systems include underground storage tanks (USTs), aboveground storage tanks (ASTs), fuel pumps, and related equipment, such as sensors and alarms.

Inspections:

• Regulatorily-required inspection and compliance testing of fuel stations, storage tanks, and related systems (WAC 173-360A).*

• Individual component testing as needed for issues discovered outside of scheduled inspections.

Repairs:*

• Remote diagnostics and technical support,

• Routine servicing,

• Repair/replacement of parts and components, including on-site during annual inspections if station(s) fails inspection.

• Does NOT include: system installation/alteration/removal, any work that involves breaking ground or other construction work.

* Full list on pg. 29-31 of Exhibit D – Contract https://app.leg.wa.gov/WAC/default.aspx?cite=173-360A

CONTRACT AWARD STRUCTURE

Categories:

• Category 1: Inspections

• Category 2: Repairs Bidders may bid on one or both Categories

Type of Awards:

• Main Awards: two (2) awards per Category within each specified

Region.

• Reserved Awards: from one (1) to two (2) reserved awards per

Category within certain Regions (see following slides), open to Washington Small Businesses and/or Washington Certified Veteran-Owned Businesses ONLY (as defined on pg. 10-11 of Exhibit A – Bidder’s Certification.)

CONTRACT AWARD STRUCTURE: REGIONS

All Bidders may bid for any or all specified Regions.

CONTRACT AWARD STRUCTURE:

AWARDS PER REGION

CONTRACT AWARD SUMMARY TABLE

REGION (# OF USTS)* MAIN AWARDS FOR EACH CATEGORY, UP TO

RESERVED AWARDS FOR EACH CATEGORY, UP

TO

Region 1 - East (52) 1

Region 2 - South Central (39) 0 Region 3 - North Central (29) 0

Region 4 - Northwest (52) 1 Region 5 - Southwest (64) 1

Region 6 - West (76) 1 Region 7 - North (24) 0

Region 8 - Puget Sound (349) 2

* Estimated

PROCUREMENT TIMELINE

November 13, 2025Pre-Bid

November 10 - 17, 2025 Q & A Period

November 25, 2025 Bid

Deadline

December 8, 2025ASB

January 7, 2026 Contract Award

QUESTION AND ANSWER PERIOD

• Purpose of the Question & Answer Period

• Bidders are encouraged to ask questions, in the Prebid and afterwards.

• All Q&A are posted in WEBS.

• Some Q&A may lead to solicitation amendments, also posted in WEBS.

• Bidders are responsible for staying up-to-date on any changes in the solicitation.

• Questions asked after Q&A may not get answered.

BID EVALUATION SUMMARY

STEP ITEM POINTS

1 BID RESPONSIVENESS REVIEW Pass/Fail

2 BID EVALUATION

Non-Cost Factors (Exhibit B – Scored Non-Cost Factors) 200 Cost Factors (Exhibit C – Bid Price) 800

Subtotal: 1000

3 WASHINGTON STATE PROCUREMENT PRIORITIES FOR GOODS/SERVICES

CONTRACTS

Executive Order 18-03 50 Prompt Payment Discount 10

Total: 1060 4 RESPONSIBLE BIDDER DETERMINATION Pass/Fail

EXHIBIT A – BIDDER CERTIFICATION

Purpose: to communicate procurement expectations and for Bidder to certify to requirements and preferences.

Bidder responsibility:

• Where there are choices, bidder must check a box.

• Some choices require Bidder to provide additional information.

• Complete, sign, and submit this form as part of the bid.

EXHIBIT A – BIDDER CERTIFICATION

EXHIBIT A – BIDDER CERTIFICATION NOTES

Some certifications require Bidder to check boxes and provide additional information(*).

• #14: Executive Order 18-03 - no mandatory individual arbitration clauses or class or collective action waivers* (preference point eligibility)

• #22: Subcontractors* (Exhibit F submission)

• #23: Washington Small Business (reserved award eligibility)

• #24: Certified Veteran-Owned Business (reserved award eligibility)

• #26: OSHA/WISHA (contract compliance)

• #27: Prevailing Wage (contract compliance)

• #28: Prompt Payment Discount (preference point eligibility)

EXHIBIT B – SCORED NON-COST FACTORS

Purpose:

• Advise Bidders of performance standards and requirements.

• Evaluate Bidder’s ability to perform on the Contract.

• Score Bidder’s responses for any performance capabilities that exceed the mandatory minimum specifications.

Bidder responsibility: provide a response to every requirement and submit this form as part of the bid.

EXHIBIT B – SCORED NON-COST FACTOR

EVALUATION

Score Rating Definition

100% Excellent added value Bidder’s response provides outstanding added value for the state across all aspects of the performance requirement/specification. The response demonstrates clear and extraordinary technical or business efficiencies and advantages compared to the stated business need.

70% Significant added value

Bidder’s response provides major added value across all aspects of the performance requirement/specification or provides outstanding added value in some aspects of the stated business need. The response demonstrates clear and substantial technical or business efficiencies and advantages compared to the stated business need.

30% Sufficient added value

Bidder’s response provides minor added value across all aspects of the performance requirement/specification or significant added value in some aspects of the stated business need. The response demonstrates vague or limited technical or business efficiencies and advantages compared to the stated business need.

0% Meets minimum acceptable standard

Bidder’s response meets the specified minimum acceptable standard for each performance requirement/specification. Note: Bidder must meet the minimum acceptable standard to be considered responsive.

Does Not Meet

Does not meet minimum acceptable standard

The bidder does not meet the specified minimum acceptable standard for the performance requirement/specification and stated business need. Note: If Bidder does not meet the minimum acceptable standard of this solicitation, they will be declared nonresponsive.

CONT

EXHIBIT B – SCORED NON-COST FACTORS NOTES

• This is a stand-alone document. The entire response must be on this form and cannot reference outside sources or attached documents.

• Bidders must provide a response to section marked Minimum Acceptable Standard. For the Added Value sections, Bidders may leave sections blank or mark N/A.

• Bidders that cannot meet the minimum acceptable standard will be deemed non-responsive and disqualified from further consideration.

• Bidders that meet the minimum acceptable standard will have their responses evaluated and scored.

• Evaluators will determine if bidder’s responses provide any added value. Points will be assigned according to the evaluation table on the next slide.

• Bidder’s responses will be made part of the Contract, if awarded.

EXHIBIT C – BID PRICE

Purpose:

• Receive and evaluate each of the Bidders’ prices.

• Provide pricing for future Contract, if awarded.

Bidder responsibility: complete the relevant sections of the cost sheet and submit this form as part of the bid.

EXHIBIT C – BID PRICE: INSTRUCTIONS (TAB 1)

EXHIBIT C – BID PRICE: EXAMPLE BIDS (TAB 2)

EXHIBIT C – BID PRICE: BIDDER INFO (TAB 3)

EXHIBIT C – BID PRICE: INSPECTION PRICING (TAB 4)

EXHIBIT C – BID PRICE: REPAIR PRICING (TAB 5)

EXHIBIT C – BID PRICE NOTES

Pricing for the entire contract term. Bidders must provide pricing for all four

(4) years of the contract term plus the optional one (1) year extension.

Economic price adjustments are not part of this contract.

Pricing must be all inclusive. The contract does not allow the following to be charged as a separate line item:

• Vendor Management Fee

• Equipment and supplies required to perform the services (e.g. testing materials, PPE, rags, electrical tape, etc.)

• Miscellaneous industry or company fees These and any other charges must be built into the bid price.

The prices submitted will be used in the Contract. All prices submitted in Exhibit C – Bid Price must be a not-to-exceed (NTE) rate.

EXHIBIT D – SAMPLE CONTRACT

Purpose: Advise Bidders of the contract requirements.

Bidder responsibility:

• Review the Contract.

• Submit any issues, questions, and concerns to the procurement coordinator during the Q&A period.

EXHIBIT D – CONTRACT

• Contract term: forty-eight (48) months, option to extend an additional twelve (12) months. Max term sixty (60) months.

• Pricing: Set for the entire term.

• Required insurance: Commercial Liability, Workers’ Comp, Employers’ Liability (Stop Gap), Commercial Automobile Liability, Professional Liability, and Pollution Liability (see pg. 33 for full insurance requirements)

• Quarterly sales reporting

• Vendor management fee (see pg. 17)

• 1.5% of the purchase price for all Contract sales

• Paid quarterly, due 30 days after Invoice is received

EXHIBIT E – BIDDER’S REFERENCES

Purpose: used to determine if Bidder is a “responsible Bidder”.

Bidder responsibility: collect completed forms from three

(3) references and submit all of them as part of the bid.

EXHIBIT E – BIDDER’S REFERENCES

SUBCONTRACTORS

• Subcontractors are individuals NOT employed by the Bidder and/or outside businesses who perform work as part of the contract. Ex.

delivery drivers, 1099 freelancers, etc.

• If subcontractors will be used, an inclusion plan (Exh. F – Diverse Business Inclusion Plan – Subcontractors) must be submitted as part of your bid.

• If awarded, Bidders are responsible for ensuring all identified subcontractors are registered in WEBS.

• Subcontractors must comply with the terms and conditions of the contract.

EXHIBIT F – DIVERSE BUSINESS

INCLUSION PLAN - SUBCONTRACTORS

INSURANCE REQUIREMENTS

Limits

a. COMMERCIAL GENERAL LIABILITY. Min $2,000,000 per occurrence and $5,000,000 general aggregate.

b.WORKERS COMPENSATION. Statutory minimum

c. EMPLOYERS LIABILITY (STOP GAP).

Min $1,000,000 each accident for bodily injury by accident, Min $1,000,000 each employee for bodily injury by disease, and Min $1,000,000 bodily injury by disease policy limit.

d.COMMERCIAL AUTOMOBILE LIABILITY. Min $1,000,000 - covering the ownership, maintenance, and use of all owned, leased, non-owned, and hired vehicles used in the performance of the Contract.

e. PROFESSIONAL LIABILITY (ERRORS & OMISSIONS). Min $1,000,000 combined single limit per occurrence or claim and $2,000,000 general annual aggregate.

f. POLLUTION LIABILITY. Min $5,000,000 combined single limit per occurrence, or the equivalent.

INSURANCE REQUIREMENTS CONT

Rating: Insurance Carriers must be rated A-minus or better

Additional Insured: COI must show the State of WA/DES, all authorized users of Contract 12825 and all subcontractors as Additional Insured.

Certificate of Insurance (COI): current COI showing contractually required limits and naming additional insured must be submitted prior to contract execution. Annual renewals are due 10 days before the current COI expires. Note: failure to maintain or show proof of required insurance may lead to suspension or termination of the contract.

HOW TO SUBMIT A BID

• Review all solicitation and contract terms

• Submit a bid before Tuesday, November 25,11:59 PM (Pacific Time)

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

• Provide all completed Exhibits as stand-alone documents:

• Exhibit A – Bidder’s Certification and any required explanations

• Exhibit B – Scored Non-Cost Factors

• Exhibit C – Bid Price

• Exhibit E – Bidder’s Reference (3, from different sources)

• Exhibit F – Diverse Business Inclusion Plan – Subcontractors (if applicable)

Note: additional documents such as fliers, catalogues, marketing material, etc. are not allowed and will not be evaluated.

mailto:DESContractsTeamMaple@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/

FINAL 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. Bidders relying other communication do so at their own risk and expense.

THANK YOU

DESContractsTeamMaple@des.wa.gov 360-407-7955 www.des.wa.gov mailto:DESContractsTeamMaple@des.wa.gov