24023_QA.docx

Question & Answer #1 Variable Message Boards - 24023

This document is posted to capture the questions received during the question & answer period for 24023 Variable Message Boards. This document is the official response to the questions received.

Questions or responses included in this document require changes to solicitation documents. The solicitation has been updated in Exhibit B – Technical Specifications, Exhibit A-1 Bidder’s Certification, and Exhibit C – Bid Price on WEBS as Exhibit B – Technical SpecificationsV2, Exhibit A-1 Bidder’s CertificationV2, and Exhibit C – Bid PriceV2 and all changes are detailed below.

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Carmen Hill 360-407-2215 DESContractsTeamCedar@des.wa.gov

Payee Desk: Registration is a condition of payment. Please see section 4.13 of Exhibit D – Cooperative Purchasing Agreement.

Department of Revenue/Secretary of State: Registration before contract award is not required to submit a bid. If announced as an ASB, registration is required within 24 hours or bidder will be deemed unresponsive and bidder will not be awarded a contract.

Please refer to item #19 and #20 of Exhibit A-1 Bidder’s Certification for registration requirements for Washington State Department of Revenue and Secretary of State.

No

https://des.wa.gov/sell/how-work-state No

Will the following dimensions be acceptable to the State of Washington for the display panel:

71” in width and 48” in height 96” in width and 48” in height 96” in width and 55” in height 138” in width and 75” in height Any item bid for Category 4 must meet all specifications outlined in Exhibit B - Technical Specifications REQ ID 5.

Additionally, Exhibit B – Technical Specifications REQ ID 5 will be revised to provide more clarification.

Yes

1. Battery Array: The sign must have a deep cycle battery array capable of operating the sign for 168 hours or more without sunlight.

2. Solar Panel Array: Battery recharges must be accomplished with a 160-watt solar panel array that automatically points upward.

3. AC Power Battery Charging: The sign must be equipped with an AC power battery charging system.

4. Controller: The controller must be NTCIP compliant and located in a lockable enclosure.

5. Remote Control Capabilities: The sign must have remote control capabilities, such as WIFI or cellular.

6. Pre-programmed Messages: The sign must contain at least 100 of the manufacturer’s pre-programmed messages.

7. User-designed Messages: The sign must provide space for at least 100 user-designed display messages.

Questions for Formal Bid Solicitation:

1. Could you please clarify the specification requirements listed in Exhibit B – Technical Specifications for the Mandatory Specification for "Category 4 – Full Matrix Mid-Size for Small Trucks (Truck Mounted)"?

2. Are these specifications for "Category 4 – Full Matrix Mid-Size for Small Trucks (Truck Mounted)" signs correct and appropriate for this category, or are they more suited to trailer-mounted signs?

Exhibit B – Technical Specifications REQ ID 5 will be revised to provide more clarification.

Yes

Page 2:

REQ ID 1 - GENERAL SPECIFICATIONS FOR VARIABLE MESSAGE BOARDS:

In reference to: “The sign display cabinet Must be painted with a black powder coat.”

Question: When referring to “Sign display”, is it simply referring to where all the LED panels are?

Reason for question: The perimeter (outside edges) of our message boards are typically left as the natural aluminum color. While we don’t typically paint these, we can if that is what is needed.

Page 4:

REQ ID 3 – “Must include the manufacturer’s standard mounting hardware and actuator.”

Question: Do we include the mounting hardware and actuator in the total price of the truck mounted board or do we quote those components in the available features/accessories?

Reason I ask: We have multiple mounting options for trucks as well as actuator options based on function. I wasn’t sure if we should just pick the typical standard for many installs and just include it in the total price or have these options listed so the customer can choose exactly what works for them.

Manufacturer standard mounting hardware must be included in the bid price. Any other mounting hardware is considered an add-on to provide value and may be considered as an Available Feature/Accessory.

No

Page 4:

REQ ID 4 – “Category 3 – LED Arrow Board 3’x3’” Question: Is it possible this is a typo and should actually be 3’x6’?

Reason I ask: The specs ask for 25 LED lights. To fit that all on a 3’x3’ (Square arrow board) would be a tight area but also make the arrows not as distinguishable such as what is used on a rectangular frame. Additionally, I noticed on the previous contract, it listed for a 3’x6’. Just want to make sure this is correct.

Page 6:

REQ ID 5 specifications (for Small Truck Mounted) I noticed it lists the following:

“The sign Must be deployed by a powered lift system or a manually operated lift mechanism. Vendors are encouraged to provide option pricing for a power lift system if a manual system is being bid.

The mounting of portable changeable message signs on a trailer, truck, Must be such that the bottom of the message sign Must be a minimum of 7 feet above the roadway in urban areas and 5 feet above the roadway in rural areas when it is in the operating mode.

Sign stow height, as measured from the ground to the top edge of the sign, Must be equal to or less than: 98” Sign Must have a deep cycle battery array capable of operating the sign for 168 hours or more without sunlight.

Battery re-charges Must be accomplished with a 160-watt solar panel array that automatically points upward.

Must be equipped with AC power battery charging system.

Controller Must be NTCIP compliant located in a lockable enclosure.”

Question: Is this the correct requirements for this truck mounted full matrix board?

Reason for question: These spec requirements are the same ones listed for trailer mounted signs. Many of these aren’t typical for a truck mounted board such as powered lift system instead of using an actuator, or height requirements above the roadway for urban areas, or running AC power battery charging system instead of VDC, or putting that much solar on a vehicle. We have a truewireless solution that can be used such as to what is listed here; however, I wanted to confirm this was listed correctly.

Exhibit B – Technical Specifications REQ ID 5 will be revised to provide more clarification.

No

Page 11:

REQ ID 8 - Category 11 – Full Matrix 5-Color Message Sign (Trailer Mounted) Question: Would your team entertain a Full Matrix 4-color message sign?

Page 1:

Bidder organization type:

Corporation:

Question: Please confirm – Domestic here is referring to domestic to WA vs Foreign being any state other than WA, correct?

Reason for Question: Feedback on pg 2 – State of Formation for Corp./LLC/Partnership suggests “Foreign” as “not Washington”. Our HQ is out of MS which leads me to believe we should be marked as a “Foreign” Corporation (on pg1) based on these guidelines.

Page 7:

Question 1: Is it possible to have a better explanation of what the state interprets a working relationship between an OEM and a subcontractor?

Reason for question: We sell both direct to end customers but also work with different dealers. In the event we are to win one or many of the awarded categories, we plan to advertise that to all applicable end customers as listed in the requirements (Such as listed on Exhibit D 4.14). Because we also support our dealers in their efforts to support their customers, we would love to not have to “cut” them out of working direct with their customers as well as give them the opportunity to advocate for their customers to take advantage of the coop agreement. We fully understand that the coop pricing cannot adjust based on what gets submitted whether a subcontractor is involved or not. It would just be good to better understand what options might / might not be available or how the state looks at these working conditions.

This was an error. Exhibit A-1 will be revised to omit the subcontractor section.

Yes

Page 7:

Question 2: This question may not be applicable depending on your response to Question 1. In the event that we do list a subcontractor/s we work with, that doesn’t necessarily mean that we cannot also sell direct to the end customer – correct? Additionally, is this something where we could only work with subcontractors that we list? (Example: In time we add additional dealers that can offer our solutions, can we also add them to listed subcontractors as long as they meet all the criteria such as insurance requirements like listed on Exhibit D, pg 28, #6)

On Instruction page:

In reference to: “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.”

Trying to understand: Does this mean that if you are unable to bid one of the lines (do not offer said solution) – does this mean that you are not eligible for said category?

On “CATEGORY 1” page” Question: If we offer additional 2-line message boards (different size of boards) that meets the criteria, can we list those additional options in the Available Features/Accessories?

Bidders must bid on all line items in a contract category to be considered responsive. Please refer to the Exhibit C – Bid Price Sample Bid tab for an example of a responsive bid.

Per Exhibit C - Bid Price "Instructions", Available Features/ Accessories are defined as follows: Available Features/Accessories are add-ons that provide a value to the variable message board of the relevant category.

Alternative boards are not permitted.

No

Page 14:

Reference: 11.2 Vendor Management Fee Question: Does the 1.25% only apply to product or does it also apply to shipping charges?

Reason for question: It lists “sales invoiced (not including sales tax) x .0125.” Shipping would be an invoiced line; however, we are not suppose to profit from shipping but instead pass direct shipping costs on and list as a separate line item. Because there is no profit being made there, I just want to confirm if we still have to pay the VMF on that separate line item (shipping line). I just want to make sure that should we be awarded any category, that we pay these fees correctly.

Manufacturer standard mounting hardware must be included in the bid price. Any other mounting hardware is considered an add-on to provide value and may be considered as an Available Feature/Accessory.

No

(Rev5/8/2023)

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