PRE-BID ATTENDANCE

Pre-Bid Conference

SUPPLEMENTAL#28723 Elevator Full Service Maintenance, Testing, & Repairs Services for the Olympic Region

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

JANUARY 8, 2026 (10:00 AM)

PRE-BID ADMINISTRATION

• TEAMS Meeting: Please make sure you are muted

• Washington’s Electronic Business Solution (WEBS) Interested bidders MUST be registered in WEBS to make sure their Firm uploads the most current solicitation documents, including potential procurement changes or amendments and any Question and Answer documents.

• 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.

SUPPLEMENTAL - OLYMPIC REGION ONLY

COUNTIES: CLALLAM, JEFFERSON, KITSAP, MASON &

GRAY’S HARBOR

A gap in the current awarded DES Statewide Agreement #28723 has been identified. To address this gap, DES is issuing this supplemental bid to allow for the addition of awarded Contractors in the Olympic Region. The Supplemental Bid is intended to ensure adequate coverage and meet the procurement needs of the purchasers with facilities located in the Olympic Region.

AGENDA

• 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

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

ELEVATOR SERVICES PROCUREMENT SCOPE

REVIEW: SUPPLEMENTAL Exhibit B1 – Scope of Services must be read carefully & understood in its entirety for Full Service & Preventive Maintenance Elevator Services.

“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

SUPPLEMENTAL – OLYMPIC REGION ONLY

CONTRACT REGIONAL AWARD MAP STRUCTURE

Olympic Region Counties ONLY:

Clallam, Jefferson, Kitsap, Mason, and Grays Harbor

CONTRACT AWARD SUMMARY TABLE

GEOGRAPHIC AREA

ELEVATOR SERVICES

MAIN AWARDS

UP TO

RESERVED AWARDS

UP TO

Olympic Region 5 3

CONTRACT AWARD SUMMARY

BID EVALUATION SUMMARY

STEP POINTS

Bid Responsiveness

1 Bid Responsiveness Pass/Fail Bid Evaluation

Non-Cost Factors

SUPPLEMENTAL Exhibit B2 – Performance Requirements Scored

3 SUPPLEMENTAL Cost Factors Exhibit C – Bid Price 500

Subtotal: 1,200

State Procurement Priorities

4 Executive Order 18-03 (EO - 1803) 60 Total: 1,260

Responsible Bidder 5 Bidder Responsibility Analysis Pass/Fail

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

EXHIBIT A – BIDDER’S CERTIFICATION

• Purpose: to communicate procurement expectations and collect necessary contract administration & management information from the bidder.

• Bidder Responsibility: When applicable and where there are choices, bidder must check the appropriate box, complete, sign, and return with the Firm’s bid submission.

EXHIBIT A – BIDDER’S CERTIFICATION: EO 18-03

Firms without Mandatory Individual Arbitration for Employees (Executive

Order 18-03) will receive 60 points

#14. WASHINGTON STATE WORKERS’ RIGHTS (EXECUTIVE ORDER 18-03) (LINK).

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

If Bidder requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers, Bidder must check the box ☐, and must attach an explanation (Exhibit A - page 8) https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf

EXHIBIT B’S –

SCOPE & PERFORMANCE REQUIREMENTS

• Supplemental Exhibit B1 – Scope of Services

• Supplemental 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

EXHIBIT B2 – PERFORMANCE REQUIREMENTS SCORED

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.

EXHIBIT B2 – PERFORMANCE REQUIREMENTS SCORED

PERFORMANCE REQ. & STATE BUSINESS NEEDS:

1. Customer Service & Quality Assurance Measures

400 Available Added Value Points

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

Supplemental Exhibit C – Bid Price

EXHIBIT C – BID PRICE

Part Markup % & Prevailing Wage % Markup Please read all

EXHIBIT C – BID PRICE

FULL SERVICE NTE MONTHLY RATE

Please read all

PRICING CONSIDERATIONS:

LABOR & MATERIAL % MARKUP & NTE RATES

• Percentage % Markups: Are those percentage costs above actual costs and include:

Prevailing Wage % Parts Replacement % Refurbished Parts %

•Not to Exceed Rates (NTE): NTE is the Not To Exceed fee. DES is requesting flat-rate amounts for these services. NTE rates are the price ceiling in each column and may be reduced and negotiated lower between Contractor and Purchaser, HOWEVER these rates are the maximum value allowed to be invoiced for these services.

•REVIEW the No Additional Charges provision #10.5

EXAMPLE - ALLOWABLE INVOICING PRICING FOR

SERVICES: MONTHLY, QUARTERLY, OR ANNUALLY:

Bidder Firm’s NTE Rate: Bidder proposes NTL rates for OLYMPIC County, the maximum allowable Monthly Full Service Rates:

EXAMPLE:

Bidder’s Bid NTE $625.00 Maximum Not To Exceed Full Service Monthly Rates

MONTHLY SERVICE: $625.00 Monthly Rate (maximum Monthly Rate billed to Purchaser after completed monthly service)

QUARTERLY SERVICE: $625.00 x 3 = $1.875.00 (maximum Quarterly Rate billed to Purchaser after completed quarterly service)

ANNUAL SERVICE: $625.00 x 12 = $7,500.00 (maximum Quarterly Rate billed to Purchaser after completed annual service)

Supplemental Exhibit D – Contract

EXHIBIT D – CONTRACT

• Contract Term

• Terms & Conditions

• Pricing (Not To Exceed Pricing)

• EPA adjustment

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

• Annual Sales Reporting Requirement

• Insurance Requirements

EXHIBIT D - CONTRACT

• Contract Term: Date of Execution through 12/31/2030

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

• Review the QnAs that were asked and answered posted for #28723.

Question(s) may have already prior been asked and answered.

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

• Enterprise Services aims to award substantively equivalent contracts to all successful bidders. These contracts will provide eligible purchasers with confidence that the resulting agreements are equivalent.

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

Awarded Bidders Requirements

Highlights for Contract Reporting

EXHIBIT D – CONTRACT VMF FEE & REPORTING

Inclusive Pricing: Bidders must identify and include all cost elements in their Firm’s % markup above actual pricing. Except as stated, there shall be no additional costs of any kind. (See also Provision 3.2 Pricing in the Comp. Sol)

Vendor Management Fee (VMF) 1.25% of Contract Sales less applicable taxes Due 30 days after Invoice is received

The VMF fee is NOT allowed as a separate fee/line item on Purchaser's invoices;

this must be factored in when submitting your Firm’s bid pricing.

See Exhibit D – Contract, Section 12.2 Vendor Management Fee(pages 19-20)

SUPPLEMENTAL EXHIBIT D - CONTRACT

See Supplemental Exhibit D – Contract, provision #10

Invoicing & Payment what’s required when invoicing a Purchaser under #28723:

See Supplemental Exhibit D – Contract, provision #10.4 Advance Payment Prohibited - Purchasers will not make any payment in advance.

See Supplemental Exhibit D – Contract, provision #10.5 No Additional Charges.

FINAL SLIDES /

CONCLUSION TOPICS

QUESTION AND ANSWER (Q&A) PERIOD

• Bidders are encouraged to ask questions

• Ask Substantive and/or Procedural questions

• Q&A will be posted in WEBS (and maybe posted on a rolling basis)

• Some Q&A may lead to solicitation amendments

• IMPORTANT NOTE: It’s your firm’s responsibility to use the most current and/or amended exhibits.

• Submitted Questions to: descontractsteamcedar@des.wa.gov Email Subject Line: SUPPLEMENTAL 28723 Elevator Services Q&A

• Q&A period ends MONDAY, JANUARY 19, 2026 mailto:descontractsteamcedar@des.wa.gov

HOW TO SUBMIT RESPONSIVE & RESPONSIBLE BID

• Review all solicitation documents and contract terms

• IMPORTANT: Make sure your Firm submits their bid using the most current version of the Bid Documents uploaded from WEBS.

• Submit bid on time:

February 18, 2026 - no later than 11:59PM Pacific Time

• Email subject line: SUPPLEMENTAL – OLYMPIC REGION BID #28723

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

SCREEN PRINT OF WEBS DOCUMENTS

• Currently Posted Documents

• Look for AMENDED SOL DOCS and make sure your Firm is submitting any updated AMD Bid document(s).

HOW TO SUBMIT RESPONSIVE & RESPONSIBLE BID

• Provide all completed & required Exhibits using the most current/amended Exhibits:

o SUPPLEMENTAL Exhibit A – Bidder’s Certification (REQUIRED) o SUPPLEMENTAL Exhibit B2 – Non-Cost Evaluation Performance

Requirements Scored (REQUIRED) o SUPPLEMENTAL Exhibit C – Bid Price (REQUIRED) o SUPPLEMENTAL Exhibit E – Bidder’s Diverse Business Inclusion

Plan – Subcontractors: IF bidder intends to utilize subcontractors.

THINGS TO KEEP IN MIND

• Per the Direct Buy Policy, POL-DES-125-03 (link) State Agencies are required to use the DES Statewide Contract unless they cannot justifiably satisfy agency needs (See FAQ #7 & FAQ #8) (link).

• Non-state Agencies AKA Other Eligible Purchasers may choose to use the contract and are encouraged to do so.

Bid Price Guidance – SUPPLEMENTAL Exhibit C - Bid Price requests Not-To- Exceed (NTE) pricing. When submitting your Firm's bid, please ensure that your firm’s enters reasonable price ceiling rates.

• Purchaser’s pricing may be subject to negotiation based on the specific size, scope, and location of the project and maybe lower,

• Rates cannot exceed the established rates in any resultant awarded contract.

• Any pricing discussions would occur directly between the Awarded Contractor and the Purchaser.

https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/policies-legal/policies-laws-rules-search/direct-buy-procurementspurchases-des-125-03 https://des.wa.gov/sites/default/files/policy-documents/FAQ-DES-125-03DirectBuy_0.pdf

TIMELINE AND NEXT STEPS

SUPPLEMENTAL COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Question

Answer Period:

Deadline for Submitting Questions January 19, 2026

Anticipated Date for Posting Answers in WEBS January 22, 2026

Deadline for Submitting Bids: February 18, 2026 (11:59 pm Pacific)

Anticipated Announcement of Apparent Successful Bidder(s) (ASB): March 10, 2026

Anticipated Contract Award(s): March 25, 2026

DES PROCUREMENT SUMMARY PAGE

28723# Contract Summary (link) & Contract #28723 Comment Updates (link) https://apps.des.wa.gov/DESContracts/Home/ContractSummary/28723 https://apps.des.wa.gov/DESContracts/Home/ContractUpdates/28723

ADDITIONAL RESOURCES WITH LINKS

Enterprise Services official communications are posted:

• Washington Electronic Business Solution (WEBS)

Next 3 resources & links are required for any resultant contract:

• Statewide Payee Desk

Awarded vendor need to be registered. If your Firm is not currently registered, registration takes time (around 30-60 days).

• Washington Department of Revenue (DOR) Bidder must be registered with the Washington State DOR and must have a business license to do business in Washington.

• Washington Secretary of State (SOS)

(1) Firms must be in good standing and

(2) have a Unified Business Identifier (UBI) number https://pr-webs-customer.des.wa.gov/ https://pr-webs-customer.des.wa.gov/ https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://dor.wa.gov/ https://dor.wa.gov/ https://www.sos.wa.gov/ https://www.sos.wa.gov/

ADDITIONAL RESOURCES WITH LINKS

Next 3 resources & links provide free assistance to Bidders:

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

• Washington Department of Veterans Affairs (DVA)

• Washington APEX Accelerator, formerly (PTAC) https://omwbe.wa.gov/ https://omwbe.wa.gov/ https://www.dva.wa.gov/ https://www.dva.wa.gov/ https://washingtonapex.org/ https://washingtonapex.org/

QUESTIONS

THANK YOU

descontractsteamcedar@des.wa.gov des.wa.gov