24123PreBidPresentation.pdf

Pre-bid Conference Survey and Mapping Equipment and Supplies Kasey Brown, Procurement Coordinator

NOVEMBER 19, 2024

PRE-BID ADMINISTRATION

• Teams meeting

• Washington Electronic Business Solution (WEBS) https://pr-webs-vendor.des.wa.gov/

DISCLAIMER

This pre-bid conference is not recorded and is not authorized to be recorded. Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding for DES. Should bidders rely on any other communication, they do so at their own risk and expense.

AGENDA

• Introductions

• Enterprise Services overview

• Current bidding opportunity

• Additional resources

INTRODUCTIONS

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

• Oregon Cooperative Procurement Program (OrCPP)

PROCUREMENT SCOPE

Survey and Mapping Equipment and Supplies

DES is looking to establish and award Cooperative Purchasing Agreements for Survey and Mapping Equipment and Supplies.

• Professional services and refurbished products = not in scope

• What do eligible purchasers use Survey and Mapping Equipment for?

• Natural disaster prevention and response

• Law enforcement duties

• Construction services

• Infrastructure monitoring

CONTRACT STRUCTURE

Enterprise Services intends to award Cooperative Purchasing Agreements for Survey and Mapping Equipment and Supplies by Contract Category for each of the following specified contract category(ies):

Categories included:

• Category 1 – Survey and Mapping Land Equipment

• Category 2 – Survey and Mapping Sea Equipment

• Category 3 – Survey and Mapping Air Equipment

• Category 4 – Survey and Mapping GIS Software

This Competitive Solicitation is designed to award contracts up to:

• Five (5) Main Cooperative Purchasing Agreements per category

• Two (2) Reserved Award Cooperative Purchasing Agreements per category (small and veteran firms)

CONTRACT AWARD STRUCTURE

Statewide Awards

Not being broken out by region/county

Category 1 – up to five (5) main awards, and up to two (2) reserved awards for small and/or veteran-owned businesses.

Category 2 – up to five (5) main awards, and up to two (2) reserved awards for small and/or veteran-owned businesses.

Category 3 – up to five (5) main awards, and up to two (2) reserved awards for small and/or veteran-owned businesses.

Category 4 – up to five (5) main awards, and up to two (2) reserved awards for small and/or veteran-owned businesses. Important to note, to bid on category 4, you must ALSO bid on at least one of the other contract categories. You cannot bid on Category 4 alone.

BID NON-EVALUATION SUMMARY

Exhibit A-1 Bidders Certification Exhibit A-2 Bidder’s Profile Exhibit B-1 Mandatory Minimum Requirements Exhibit E- Diverse Inclusion Plan (If applicable)

BID EVALUATION SUMMARY

STEP ITEM

POINTS FOR

CATEGORIES

1, 2, 3, AND 4

Bid Responsiveness

1 Bid Responsiveness Pass/Fail

2 Exhibit B1 -- Required Specifications Pass/Fail

Bid Evaluation

3A Exhibit B2 – Performance Requirements 300

3B Exhibit C – Bid Price 700

Subtotal: 1000

State Procurement Priorities and Preferences

4 Executive Order 18-03 50

Total: 1050

Responsible Bidder

5 Bidder Responsibility Analysis Pass/Fail

Contract Negotiations

6 Contract Negotiations N/A

EXHIBIT B – 2 NON- COST FACTORS AND

QUALIFICATIONS

Information provided will be used to score Bidders ability to offer Survey and Mapping Equipment and Supplies. The format is short answer and written response.

Question 1: Bidders will be asked to respond to how their Company employs key personnel with extensive Survey and Mapping expertise. Up to 50 points will be awarded.

Question 2: Bidders will be asked to describe their Company’s customer service model. Up to 75 points will be awarded.

Question 3: Bidders will be asked to describe their Company’s delivery process. Up to 75 points will be awarded.

Question 4: Bidders will be asked to describe their Company’s return policy. Up to 50 points will be awarded.

Question 5: Bidders will be asked to describe their Company’s supply chain and/or sufficient ongoing inventory levels to withstand any unexpected short-term disruptions in the market and continue to supply the State with needed goods. Up to 50 points will be awarded.

EXAMPLE B-2 QUESTION

EXHIBIT C

Category Discount Tab - is for contract rate. Bidders must enter ALL Manufacturer(s) they intend to offer, if awarded a contract, and the subsequent MSRP discount.

Market Basket Tab – is for evaluation purposes only. The sample products identified represent a sample of the items that customers purchase the most.

SAMPLE RESPONSE, PART 1

Attach catalog here

SAMPLE RESPONSE, PART 2

EXHIBIT C – OPTIONAL ITEMS

Labor Service rates – not scored Software implementation

Product training

STATE PROCUREMENT PRIORITIES

EO-18-03 (Executive Order 18-03)

• Supporting Workers Rights to Effectively Address Workplace

Violations

• Firms without Mandatory Individual Arbitration for Employees

• 50 points awarded

CONTRACT

• Contract term: 24 months, with two (2) possible twelve (12) - month extensions. Up to total 48-month term.

• Performance Based Renewal Requirements

• Quarterly sales reporting

• Vendor management fee

• Due 30 days after Invoice is received

• % off MSRP discount for all Goods, this is the price structure for the Contract.

• % off MSRP must remain unchanged throughout the entire contract term. Contractors may offer a higher % off, however.

PRICE AND PRODUCT ADJUSTMENTS

All price and product adjustments terms and conditions are listed in Exhibit D - Contract

• MSRP discount percentages must be guaranteed throughout the term of the Contract, including any renewal terms, however, Contractor may increase its discount percentage at any time.

• Contractor may request, up to twice per calendar year, to alter goods on for any product updates or changes, if such changes fall within the scope of the Contract. All Product List Update requests will be reviewed by Enterprise Services and must be approved by Enterprise Services before changes can take effect. These updates will be made without a formal amendment to the Contract.

INSURANCE REQUIREMENTS

• Commercial General Liability Insurance $2M/$4M

• Workers’ Compensation Insurance

• Employers’ Liability (stop gap) insurance - $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.

• Cyber Risk Liability Insurance (If awarded category 4). $1M/$2M

• Technology Errors and Omissions (E&O) Insurance (If awarded category 4).

$1M/$2M

HOW TO SUBMIT A BID

Review all solicitation and contract terms

Submit a bid before the due date and time

Email bid submittals to: DESContractsTeamCypress@des.wa.gov

Provide all completed Exhibits Exhibit A-1 Bidders Certification Exhibit A2 Bidder’s Profile Exhibit B1 Required Specifications Exhibit B2 Performance Requirements Exhibit C- Bid Price for Goods Exhibit E - Bidder’s Diverse Business Inclusion Plan – Subcontractors (if applicable) mailto:descontractsteamcypress@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 December 16, 2024

• Final answer document posted December 18, 2024

• Bid due date: December 27, 2024

• Anticipated announcement of apparent successful bidder: January 30, 2025

• Anticipated contract award: February 28, 2025

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/

THANK YOU

DESContractsTeamCypress@des.wa.gov Contract Summary (wa.gov)(360) 407-2218 mailto:DESContractsTeamCypress@des.wa.gov https://apps.des.wa.gov/DESContracts/Home/ContractSummary/24123