24023_PreBid.pdf

Pre-bid Conference Variable Message Boards 24023 Carmen Hill, ECPS Contracts and Procurement Division

MAY 15, 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 one (1) Contract award total, across all categories, to the highest scoring, responsive, responsible bidder, then

• 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 categories Category Description Statewide (WA and OR)

ALL All eleven (11) categories Up to one (1)

Category Description Standard (WA and OR) Reserved (WA and OR)

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

10 Line Matrix - Large Changeable Message Sign (Trailer Mounted) Up to two (2) Up to one (1) 11 Full Matrix 5-Color Message Sign (Trailer Mounted) Up to two (2) Up to one (1)

BID EVALUATION SUMMARY

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-2 – BIDDER’S PROFILE

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

• Bidder responsibility: complete and return

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 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. 24023 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:

2 Line Message Sign (Truck Mounted)

3 line Message Sign (Truck Mounted)

LED Arrow Board 3'x' 9Truck Mounted)

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

Full Matrix - Small Changeable Message Sign (Trailer Mounted)

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

Full Matrix - Large Changeable Message Sign (Trailer Mounted)

Line Matrix - Small Changeable Message Sign (Trailer Mounted)

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

Line Matrix - Large Changeable Message Sign (Trailer Mounted)

Full Matrix 5-Color Message Sign (Trailer Mounted)

Only Category 1-11 will be evaluated.

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 but vary based on size, functionality and whether it is a truck or trailer mounted sign.

Delivery costs: Bidder must include freight charges passed directly from the carrier to the Ppurchaser, 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 -https://www.newmoa.org/wp-content/uploads/2022/03/IMERCFactSheet.pdf

Exhibit C - Price Sheet

Competitive Solicitation - 24023 - Variable Message Boards

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

Company Name:

Required Item Mercury Preference MFGR. 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. )

MFGR. Model MSRP Percent off MSRP Price With Discount

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Exhibit C - Price Sheet

Competitive Solicitation - 24023 - Variable Message Boards

Category 8: Full Matrix - Large Changeable Message Sign (Trailer Mounted)

Company Name: Happy Team

Item Mercury Preference MFGR. Model Price Full Matrix Large Changeable Message Sign (Trailer Mounted) Happy Products TMFM1234 $14,300.00

Evaluated Price $14,300.00

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

Yes

Mercury Content Amount (In mg) (If seeking Mercury Preference, Bidder must input content amount for evaluation purposes) 5

Options (Scored) In order to be considered responsive for this category, a bidder must supply pricing for each line item listed below.

FORMAT PRICE

Column to $$$ with two zeros.

$0.00

Industrial CDMA cellular IP modem without GPS. Happy Products TMFMACC1 $1,100.00

Industrial CDMA cellular IP modem with GPS. Happy Products TMFMACC2 $1,300.00

Asynchronous 2 port industrial router. Happy Products TMFMACC3 $2,500.00

NTCIP sign controller (National Transportation Committee ITS Protocol). Happy Products TMFMACC4 $1,900.00

NEMA 4X box to house NTCIP electronics. Happy Products TMFMACC5 $900.00

Mjpeg video server with NTCIP PTC cameras. Happy Products TMFMACC6 $3,900.00

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

Happy Products TMFMACC7 $630.00

Industrial ethernet switch.

Happy Products TMFMACC8

$900.00

Multi band cellular booster. Happy Products TMFMACC9 $900.00

Industrial pocket PC w/sign control application for NTCIP. Happy Products TMFMACC10 $2,090.00

802.11 or Bluetooth connection from pocket PC to controller. Happy Products TMFMACC11 $1,900.00

Radar interfacing with NTCIP Controller.

Also needs to interface with the ethernet switch for direct control.

Happy Products TMFMACC12 $3,500.00

Individually fused power distribution block for additional accessories. Happy Products TMFMACC13 $1,973.00

Highway advisory radio option. Happy Products TMFMACC14 $0.00

Cellular remote control. Happy Products TMFMACC15 $1,973.00

Wireless RF remote control. Happy Products TMFMACC16 $1,973.00

7-pole RV style trailer connector. Happy Products TMFMACC17 $700.00

4-pole round and 4-pole flat trailer connector in lieu of the 7 pole. Happy Products TMFMACC18 $900.00

Standard radar speed detection. Happy Products TMFMACC19 $0.00

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. ) MFGR. Model MSRP

Percent off

MSRP

Price With Discount

Full Matrix Message Sign Vinyl Cover ClickNCover CVMB-CMS-L $1,680.00 5% $1,596.00 Tamper Proof Mounting Kit SecureIT MK-001 $1,750.00 10% $1,575.00

$0.00 $0.00 $0.00 $0.00 $0.00

STATE PROCUREMENT PRIORITIES

• Executive Order 18-03

• Statutory Preference for PCB-Free Products and Products in Packaging

• Statutory Preference for Mercury-Free Product

EXHIBIT D – COOPERATIVE PURCHASING

AGREEMENT

• Purpose: form of the contract for this solicitation

• Bidder responsibility: REVIEW!!!, after award, we will not be negotiating terms

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.

EXHIBIT E – PCB CERTIFICATION

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

• Exhibit E – PCB Certification 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 May 24, 2024

• Final answer document posted May 30, 2024

• Bid due date: June 10, 2024

• Anticipated announcement of apparent successful bidder: June 25,

• Anticipated contract award: August 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