28723 Elevator Srvrs-PreBid.pdf

Pre-bid Conference #28723 Elevator Full Service Maintenance, Testing, & Repairs Services Julie Hannah, Procurement Coordinator

OCTOBER 10, 2024 (11:00 AM)

PRE-BID ADMINISTRATION

• TEAMS Meeting: Please make sure you are muted

• Washington’s Electronic Business Solution (WEBS)

• A copy of the Pre-Bid presentation will be posted in 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 (DES) overview

• High-level Overview of the: Current Bidding Opportunity and Competitive Solicitation Documents

• Questions: Use the Teams Chat to enter questions during this presentation.

• Additional Resources

Enterprise Services (DES)

• Authority to create statewide contracts for the state

• Procurement bridge between Purchasers and Contractors

• State Procurement Priorities

ELIGIBLE PURCHASERS

list of organizations with current contract usage agreement (CUA) (link)

• Washington State Agencies Agencies must use DES contracts unless the contract cannot justifiably satisfy the agency needs.

• Other eligible purchasers / Optional use with CUA Political Subdivisions (– e.g., Cities, Counties, Cities, Towns, PUDs, Irrigation Districts) Tribes in WA Federal Agencies in WA Public Benefit Nonprofits in WA https://apps.des.wa.gov/DESContracts/Home/MCUAListing

PROCUREMENT SCOPE

“Elevator Services”

• Elevator Full Service Maintenance Services

• Preventative Maintenance

• Elevator Testing & Audit Services

• Documentation & Logging of Service Visits (MCPs)

• Repair Services

• Elevator Standby Services

• Timely and Excellent Customer Service

CONTRACT REGIONAL AWARD MAP STRUCTURE

Olympic Region: Clallam, Jefferson, Kitsap, Mason, and Grays Harbor Northwest Region: Whatcom, San Juan, Island, Skagit, Snohomish, King, and Pierce Southwest Region: Thurston, Pacific, Lewis, Wahkiakum, Cowlitz, Skamania, and Clark South Central Region: Yakima, Franklin, Benton, Garfield, Columbia, Asotin, Walla Walla, and Klickitat North Central Region: Okanogan, Chelan, Douglas, Grant, and Kittitas Eastern Region: Ferry, Pend Oreille, Stevens, Lincoln, Spokane, Adams, and Whitman

CONTRACT AWARD SUMMARY TABLE

GEOGRAPHIC AREA

ELEVATOR SERVICES

MAIN AWARDS

UP TO

RESERVED AWARDS

UP TO

Olympic Region 3 3 Northwest Region 3 3 Southwest Region 3 3

South Central Region 3 3 North Central Region 3 3

Eastern Region 3 3

CONTRACT AWARD SUMMARY

BID EVALUATION SUMMARY

STEP POINTS

Bid Responsiveness

1 Bid Responsiveness Pass/Fail Bid Evaluation

Non-Cost Factors

Exhibit B2 – Performance Requirements Scored

3 Cost Factors Exhibit C – Bid Price 500

Subtotal: 1,200

State Procurement Priorities

4 Executive Order 18-03 60 Total: 1,260

Responsible Bidder 5 Bidder Responsibility Analysis Pass/Fail

Contract Negotiations 6 Contract Negotiations - (No Substantive Negotiations) N/A

Exhibit A1: STATE PROCUREMENT PRIORITIES

• Firms without Mandatory Individual Arbitration for

Employees (Executive Order 18-03)

14. WORKERS’ RIGHTS (EXECUTIVE ORDER 18-03) (LINK). Bidder certifies as follows (must check one):

☐ NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR

EMPLOYEES. Bidder does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

☐ MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAVERS FOR EMPLOYEES.

Bidder requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf

EXHIBIT B’S – PERFORMANCE REQUIREMENTS

• Exhibit B1 – Scope of Services

• Exhibit B2 – Performance Requirements SCORED

EXHIBIT B1 –SCOPE OF SERVICES

Please read Exhibit B1, Scope of Services exhibit thoroughly.

EXHIBIT B2 – PERFORMANCE REQUIREMENTS SCORED

Please read all instructions thoroughly.

Instructions & Scoring

• Minimum Acceptable Standard = 0 points o Bidders who do not meet the minimum acceptable standard shall be disqualified from further consideration.

• Added Value Considerations = o 30% Sufficient Added Value, or o 70% Significant Added Value, or o 100% Excellent Added Value

X No Links/Embedded Documents. Do not include, will not be evaluated.

PERFORMANCE REQ. & STATE BUSINESS NEEDS:

1. Customer Service & Quality Assurance Measures

400 Available Added Value Points

• Responses will be added to Exhibit D – Contract Section 8.5, if awarded.

2. Recruitment & Retention 200 Available Added Value Points

3. Responsiveness to Emergencies 100 Available Added Value Points

• Response will be added to Exhibit D – Contract Section 8.5, if awarded.

EXHIBIT C – PRICE

Part Markup % & Prevailing Wage % Markup

Please read all instructions thoroughly.

EXHIBIT C – PRICE

FULL SERVICE NTE MONTHLY RATE

Please read all instructions thoroughly.

EXHIBIT D – CONTRACT

• Contract Term

• Terms & Conditions

• Pricing

• EPA adjustment

• Fees (VMF Due 30 days after Invoice is received & reporting requirements)

• Insurance Requirements

EXHIBIT D - CONTRACT

• Contract Initial Term: 2 Years

• 4 Year Extension, provided Contractor is not in default and has met the performance based goals for contract extension

• Review the standard terms and conditions and submit any concerns during the Q&A period

• Do not provide a copy of Bidder’s Standard Terms and

Conditions

• DES cannot and will not accept a bid or enter into a Contract that substantially changes the material terms and conditions set forth in this Competitive Solicitation.

EXHIBIT D – CONTRACT

• Vendor Management Fee (VMF) 1.25% see Contract section 12.2:

Due 30 days after Invoice is received

• Contract Sales Reporting: Quarterly

PRICING &

ECONOMIC PRICE ADJUSTMENT (EPA)

PARTS: Parts % percentage mark up over actual cost (% mark up over actual costs will remain fixed of the duration of the contract term will not be adjusted - See Exhibit D, Contract section 3.4 Economic Adjustment for Parts)

LABOR: Prevailing Wage plus percentage mark up (% mark up will remain fixed over the duration of the contract term and will not be adjusted - See Exhibit D, Contract section 3.3 Economic Adjustment for Labor)

MONTHLY RATES: Full Service Monthly Service Rates for the different types of Equipment (EPA adjustment – See Exhibit D, Contract section 3.5 Economic Adjustment for Full Service Maint. Rates)

EXHIBIT C - INSURANCE REQUIREMENTS

IN EXHIBIT D - CONTRACT

• Commercial General Liability Insurance (CGL) $2/$4Million

• Workers’ Compensation Insurance

• Employers’ Liability (stop gap) insurance $1 Million

• Commercial Automobile Liability: $1 Million

• Professional Liability: $1M/$2M

QUESTION AND ANSWER (Q&A) PERIOD

• Bidders are encouraged to ask questions

• Q&A will be posted in WEBS

• Some Q&A may lead to solicitation amendments

• Submitted Questions to:

descontractsteamcedar@des.wa.gov

Email Subject Line: 28723 Elevator Services Q&A

• Q&A period ends FRIDAY, OCTOBER 18, 2024 mailto:descontractsteamcedar@des.wa.gov

HOW TO SUBMIT RESPONSIVE & RESPONSIBLE BID

• Review all solicitation documents and contract terms

• Submit bid on time:

Bids are due before November 4, 2024-no later than 11:59PM

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

• Provide all completed Exhibits:

o Exhibit A1 – Bidder’s Certification o Exhibit A2 – Bidder’s Profile o Exhibit B2 – Non-Cost Evaluation Performance Requirements Scored o Exhibit C – Bid Price o Exhibit E – Bidder’s Diverse Business Inclusion Plan – Subcontractors:

IF bidder intends to utilize subcontractors, if awarded a contract.

mailto:descontractsteamcedar@des.wa.gov

TIMELINE AND NEXT STEPS

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Question & Answer Period:

Deadline for Submitting Questions October, 18, 2024

Anticipated Deadline for Answers October 21, 2024

Deadline for Submitting Bids: November 4, 2024

Anticipated Announcement of Apparent Successful Bidder(s) (ASB): November 19, 2024

Anticipated Contract Award(s): December 19, 2024

ADDITIONAL RESOURCES WITH LINKS

• Washington Electronic Business Solution (WEBS)

• Office of Minority and Women's Business Enterprises (OMWBE)

• Washington Department of Veterans Affairs (DVA)

• Washington APEX Accelerator, formerly (PTAC)

• Statewide Payee Desk

• Washington Department of Revenue (DOR)

• Washington Secretary of State (SOS) https://pr-webs-customer.des.wa.gov/ https://omwbe.wa.gov/ https://www.dva.wa.gov/ https://washingtonapex.org/ https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://dor.wa.gov/ https://www.sos.wa.gov/

QUESTIONS

THANK YOU

descontractsteamcedar@des.wa.gov (360) 407-8219 des.wa.gov