29223_PreBidConference.pdf

Pre-bid Conference #29223 – Flooring and Installation Services Kara Wells, Procurement Coordinator

FEBRUARY 6, 2025 (1:00

PM)

Presenter Notes Presentation Notes Welcome to Enterprise Services. Thank you for taking time to participate in the pre-bid conference.

PRE-BID ADMINISTRATION

• Teams meeting

• Please stay muted outside of questions period

• If you are disconnected, please re-join

• When asking a question, please state your name

• Washington Electronic Business Solution (WEBS)

• A copy of this pre-bid presentation will be posted to WEBS

Presenter Notes Presentation Notes Speaking Notes:

Teams – Using Teams; ask to mute; if disconnected: re-join; if you have a question, please state your name at the beginning;

WEBS - Interested bidders need to sign up on WEBS to make sure that they receive information, including potential procurement changes. copy of Pre-Bid slides 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.

Presenter Notes

To Do: Read the Disclaimer.

AGENDA

• Introductions

• Enterprise Services (DES) overview

• High-level overview of:

• Current bidding opportunity

• Competitive solicitation documents

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

• Additional resources

Presenter Notes Presentation Notes First, I would like to introduce myself. I’m Kara Wells, the procurement coordinator for this solicitation. My supervisor Theresa and other DES employees in attendance today; Rekha will be assisting and monitoring the chat throughout the pre-bid conference.

Today, I will give a high level review of the current bid opportunity as well as the documents required to submit a complete, responsive bid.

Questions: Bidder’s are encouraged to ask questions throughout this presentation. The Q&A period is currently open. All responses to questions will be answered officially in the Q&A document and posted in WEBS. It is preferred questions are in writing and entered in the Teams Chat and/or raise your hand and when called on state your name at the beginning.

Does everyone have access to the Teams Chat?

Is there anyone calling in only who does not have access to the Teams Chat and Presentation Slides?

At the end of this presentation, I will provide some additional resources.

ENTERPRISE SERVICES

• Authority to create statewide contracts for the state

• Procurement bridge between purchasers and contractors

• State Procurement Priorities

Presenter Notes Presentation Notes

To Do: Provide an overview of Enterprise Services’ role in statewide contracts and state procurement.

Speaking Notes:

Department of Enterprise Services’ (DES) plays a crucial role in statewide contracts and state procurement.

DES is the SOLE agency empowered to create Contracts referred to as Statewide Contracts, for use by all Washington state agencies.

DES acts as a procurement Bridge adhering to the State’s competitive procurement code to connect Contractors and customers often referred to as: Purchasers to enable Purchasers to acquire the goods/services they need – efficiently and cost-effectively – to perform and fulfill their mission.

Additionally, DES implements State Procurement Priorities through contracts that include:

Green product preferences (PCBs, recycled content, etc.)

Small and veteran business inclusion preferences Economic & Social – e.g., pay equality; wage theft, diverse subcontractor inclusion, etc.

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

Presenter Notes Presentation Notes Speaking Notes:

There are two broad categories of Eligible Purchasers who can utilize the Contracts:

Washington State Agencies. Note - DES Policy No. 090-00, Delegation of Authority: “Agencies must use existing “qualified contracts’ unless the contract cannot justifiably satisfy agency needs.”

Other eligible purchasers that use our Contracts:

Political subdivisions – e.g., Cities, Counties, Cities, Towns, PUDs, Irrigation Districts Tribes located in Washington Federal Agencies Public Benefit Nonprofit Organizations

PROCUREMENT SCOPE

Flooring and Installation Services

• Category 1 – Carpet

• Category 2 – Hard Surface Flooring

• Installation services for both categories

Presenter Notes Presentation Notes To Do:

Category 1 – Carpet Modular Carpet (Carpet Tiles ) Rolled Loop Carpet Rolled Cut Pile Carpet Rolled Cut and Loop Carpet Carpet Cushion (Padding) (Not Evaluated) Carpet Adhesives (Not Evaluated) Category 2 – Hard Surface Flooring Homogenous Sheet Vinyl Heterogeneous Sheet Vinyl Sheet Linoleum Solid Vinyl Tile/Luxury Vinyl Tile Rubber Flooring Flooring Adhesives (Not Evaluated) Wood Flooring (Not Evaluated) Flooring Installation services include:

Floor covering product consultation with Purchaser;

Floor covering measurement of Purchaser’s project and product ordering Removal of existing floor covering Preparation and installation of the new floor covering Delivery and storage of floor covering products Minor site repairs or routine work needed for such installation Floor covering product and installation warranty 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

Presenter Notes Presentation Notes To Do: Award structure MAP Bidders may bid on any or all specified geographic regions. Enterprise Services intends to award Contracts for each of the six (6) geographic regions.

(NOTE: next slide details the awards)

CONTRACT AWARD SUMMARY TABLE

GEOGRAPHIC AREA

FLOORING AND INSTALLATION SERVICES

MAIN AWARDS

UP TO

RESERVED AWARDS

UP TO

Olympic Region 2 1 Northwest Region 2 1 Southwest Region 2 1

South Central Region 2 1 North Central Region 2 1

Eastern Region 2 1 Per Category

CONTRACT AWARD SUMMARY

Presenter Notes Presentation Notes This solicitation aims to encourage competition and create opportunities for small businesses within each region. By dividing the awards across six regions, DES can foster a more inclusive and competitive environment. This approach enables more localized service bidders to participate, which can result in better service quality and responsiveness to regional needs.

Please note that bidders are not restricted from bidding on multiple regions. If your firm can provide services to more than one region, ensure your firm submits bids for each region your firm can serve.

The contract awards will be awarded to the highest scored, responsive, responsible bidders for the two types of award options:

Main Awards. Main Awards are open to all bidders for each specified geographic region. Main Awards will be awarded to the highest scored, responsive, responsible bidders. Enterprise Services intends to award up to three (2) Main Awards for each specified geographic region.

Reserved Awards. Enterprise Services encourages the use of Washington Small Businesses and/or Certified Veteran-Owned Businesses for contract opportunities. Enterprise Services intends to award up to three (1) Reserved Awards with Washington Small Businesses and/or Certified Veteran-Owned businesses for each specified geographic area, to the otherwise not awarded (i.e., bidder did not receive a Main Award), highest scored, responsive, responsible bidder who certifies pursuant to Exhibit A – Bidder’s Certification as either a Washington Small Businesses or Washington Certified Veteran-Owned Business. Exhibit A has more information on the qualifications for Reserved awards.

Only certified veteran-owned and/or Washington small businesses who meet the size or gross revenue standard (as defined in RCW 39.26.010(22)(a)) can be awarded under this strategy. This is permitted under the Constitution because small and veteran-owned businesses are race and gender-neutral categories.

ANY QUESTIONS on the CONTACT AWARD SUMMARY?

BID EVALUATION SUMMARY

STEP POINTS

Bid Responsiveness

1 Bid Responsiveness Pass/Fail Bid Evaluation

Non-Cost Factors

Exhibit B – Performance Requirements Scored

3 Cost Factors Exhibit C – Bid Price 800

Subtotal: 1050

State Procurement Priorities

4 Executive Order 18-03 50 Total: 1100

Responsible Bidder 5 Bidder Responsibility Analysis Pass/Fail

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

Presenter Notes Presentation Notes

Step 1: Review each bid to determine whether the bid is complete – i.e., does the bid include each of the required bid documents, and are the submitted documents complete and signed?

Step 2: Evaluate submitted Exhibit B - Bidder Qualifications. Bidders must meet specified minimums to continue for consideration; points will be assigned for added-value responses.

Step 3: Evaluate submitted Exhibit C Bid Price document.

Step 4: Priorities/Preferences – Bid preference in the amount of 50 points (Exhibit A - Bidder’s Certification) On the next slide I’ll go into more detail on Executive Order 18-03.

Step 5: Determine if bidder is “responsible,” which means able to perform quality contract services with integrity and legal compliance for the duration of the contract term.

Part of this responsibility analysis is reaching out to the reference contacts that bidders submit with their Exhibit A. It is best practice for bidders to notify their reference checks that they will be hearing from DES so that they know to respond. If reference checks are not responsive, it could delay the award, or in worst case scenarios deem the bidder non-responsible and removed from the solicitation pool.

Step 6: 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. Therefore, any concerns related to Exhibit D, Contract must be raised during the Q&A period. NOTE: more details RE: Contract will be addressed in an upcoming slide

ANY QUESTIONS on the BID EVALUATION SUMMARY?

Exhibit A: STATE PROCUREMENT PRIORITIES

• Firms without Mandatory Individual Arbitration for Employees (Executive Order 18-03)

WASHINGTON STATE WORKERS’ RIGHTS. Washington State’s Office of the Governor requires Enterprise Services to seek to contract with qualified entities and business owners who can demonstrate or will certify that their employees are not required to sign, as a condition of employment, mandatory individual arbitration clauses and class or collective action waivers. See EXECUTIVE ORDER 18-03 – Supporting Workers’ Rights To Effectively Address Workplace Violations. Accordingly, except as detailed in the attached explanation (Bidder to provide and, in such case, check the box below), Bidder certifies that 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.

☐ BIDDER EXPLANATION. Bidder has attached an explanation.

Check box if applicable.

Presenter Notes

STATE PROCUREMENT PRIORITIES: Executive Order 18-03 is Question #14 in Exhibit A Bidder’s Certification. Bidder’s who do not have Individual Arbitration Clauses or Collect Action Waivers for Employee and those companies that do not require its employees to sign or agree to mandatory individual arbitration clauses or class or collective action waivers as stated in Executive Order 18-03 will receive 50 points.

ANY QUESTIONS on the State Procurement Priorities?

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

SPECIFICATIONS

This document provides an overview of the specifications for this Competitive Solicitation. This document details mandatory commitments for the resulting contract. If Bidder is awarded a contract, this document (merged with Exhibit B – Bidder Qualifications) will be incorporated into the resulting contract as Exhibit A – Included Goods and/or Services. An awarded Bidder, (i.e., Contractor) who is not able to meet such commitments throughout the contract term, will be subject to contract termination for breach of contract and damages.

Please read Specifications thoroughly.

Presenter Notes Presentation Notes To Do:

Specifications and Exhibit B will be added to all resultant contracts.

Please read all instructions thoroughly.

EXHIBIT B – BIDDER QUALIFICATIONS

Presenter Notes Presentation Notes To Do:

Pull up the Exhibit to walk though the document itself

The state aims to find qualified companies with industry experience. Bidder’s will see, in the instructions on Exhibit B – Bidder Qualifications, that by meeting the minimum acceptable standard requirements, Bidder’s will NOT receive any points. This does not mean the Bidder will not win an award. Zero points means: Response meets the minimum expectation for the performance requirement and the stated business need. Points will be given to responses that provide ADDED VALUE your company offers and the evaluation team will be determining value added points.

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 B – BIDDER QUALIFICATIONS

Presenter Notes Presentation Notes To Do:

Pull up the Exhibit to walk though the document itself

EXHIBIT B – BIDDER QUALIFICATIONS

1. Personnel Key Experience 100 Available Added Value Points

2. Customer Service 100 Available Added Value Points

3. Environmental Concerns (3-8) 5 Available Added Value Points each (30 points total)

4. Category 1 Environmental/Technical Concerns (9) 20 Available Added Value Points

5. Category 2 Environmental/Technical Concerns (10) 20 Available Added Value Points

Presenter Notes Presentation Notes Questions 1-8 are for all contracts (230 points) Question 9 is only for Category 1 bringing the total available points for category 1 for Exhibit B to 250 points Question 10 is only for Category 2 bringing the total available points for category 2 for Exhibit B to 250 points.

Please read through the questions thoroughly. If Bidder is awarded a contract, this document (merged Specifications) will be incorporated into the resulting contract as Exhibit A – Included Goods and/or Services.

If Bidders have any concerns, or feel these specifications are too restrictive, please submit feedback via email as we are open to adjusting these per bidder feedback after research. An example of how the specifications have already been updated due to bidder feedback is with the TARR ratings being set at only a minimum of 2.8 rating.

ANY QUESTIONS on the Exhibit B2, Performance Requirements SCORED document?

EXHIBIT C – BID PRICE

CATALOG INFORMATION

Presenter Notes Presentation Notes To Do:

Manufacturer: provide the manufacturer proposed by the bidder Product Description: name or description of the manufacturer’s product Product Number: numerical or alphanumeric name of the manufacturer’s product being proposed MSRP Discount: percentage off the manufacturer’s suggested retail price Link to Catalog: provide a link to the catalog – or type in “attached” and attach the catalog in the email with your bid submission

PRICING AND MATERIAL STANDARDS

Presenter Notes Presentation Notes To Do:

Unit of Measure: represents a single unit of the Materials Only product. For evaluation purposes only; do not include pricing for "sets," "boxes," or size of quantity.

Pricing: Contractors shall ensure that while the standard practice installed price rate for flooring is calculated per square foot, all labor must be compensated according to the prevailing wage requirements as outlined by Washington State Labor and Industries (RCW 39.12). Prior to commencing work, contractors and subcontractors must file a statement of Intent to Pay Prevailing Wages with the Washington State Department of Labor and Industries and provide a copy to the Purchaser if requested. Non-compliance may result in contract termination.

Materials Only and Installation Costs: Materials Only by region will be the all-inclusive price for a single unit. Installed Price will be the cost to install the Materials Only product, including prevailing wage rates in the specified region.

TARR Rating: rating for Texture Appearance Retention Rating Modification Ratio: estimate of a fiber’s performance based on mathematical calculation.

Warranty: Must be ten years or greater to be considered responsive

ENVIRONMENTAL ATTRIBUTES

Presenter Notes Presentation Notes To Do:

Environmental Attributes Certifications: Bidder must certify at least one “yes” per line item to be considered responsive Required Environmental Attributes Certifications: Bidder must certify that the line item meets one of the three options to be considered responsive.

Technically, both of these are required – we separated them as the green cells have more options.

OPTIONAL ENVIRONMENTAL ATTRIBUTES (SCORES MAY BE

AFFECTED)

Presenter Notes Presentation Notes To Do:

Environmental Attributes: Products possessing these attributes must be reported by awarded bidders.

PCP Free Product: PCB Free products must be tested and also certified as PCB free and attested in Exhibit A.

Again, these are optional Bidders that have products containing recycled material can receive 10% discount off market basket price per line item.

Bidders that have PCP-Free Products and Products in Packaging can receive 5% discount off market basket price per line item tested.

SCORING EXAMPLE

Presenter Notes Presentation Notes To Do: Pull Up the BidTab Example Sheet Bidder 1 Offers best pricing Bidder 2 Offers middle pricing, minimal environmental Bidder 3 Offers higher pricing but uses recycled materials on all products

These bidders have been deemed responsive and responsible already – these are their final cost factor scores

ADDITIONAL PRODUCTS

Presenter Notes Presentation Notes To Do:

Additional Products are allowed under this contract – but need to be listed as part of the solicitation documents under additional products on Exhibit C. This way we can include these product offerings under the contract.

Some examples: carpet padding, flooring adhesive, wood flooring

EXHIBIT D - CONTRACT

• Contract Term

• Terms and Conditions

• Pricing

• EPA adjustment

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

• Insurance Requirements

Presenter Notes

The next several Slides are a high level overview of the Contract (Exhibit D).

• Contract Initial Term: 4 years

• 1 year extension, provided the Contractor is not in default and has met the performance based goals for the 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

Presenter Notes Presentation Notes Exhibit D, is the Draft, Sample Contract, for review.

Contract term 4 year initial term with one 1 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

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. Therefore, any concerns related to Exhibit D must be raised during the Q&A period.

Contract term & conditions: Bidder’s shall submit concerns with any Contract Terms & Conditions during the Q&A period.

Do not provide a copy of Bidder's standard terms and conditions. Bidder’s standard T&Cs will Not Be Reviewed.

Enterprise Services 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.

ANY QUESTIONS on the Exhibit D, CONTRACT RE: Contract Term, and/or Terms & Conditions?

• Vendor Management Fee (VMF) 1.25% (Contract Section 12.2)

• Due 30 days after invoice is received

• Quarterly Sales Reporting

• Annual Sales Reporting

Presenter Notes Presentation Notes Exhibit D, is the Draft, sample Contract, for review.

Vendor Management Fee (VMF) of 1.25% for all Contract sales less applicable sales tax - Bidders are NOT allowed as a separate fee/line item in invoices, it is part of contract pricing, and needs to be factored in when submitting their bid/pricing. See Ex. D Contract Section 12.2 Vendor Mgt. Fee

Quarterly sales reporting: Awarded contractors will be required to report quarterly sales, even if sales are zero. Additionally, a fee of 1.25% paid to DES will be invoiced for all sales in relation to the contract. This fee is NOT allowed as a separate fee/line item in invoices, it is part of contract pricing and needs to be factored in when submitting your bid pricing.

Contract Sales Reporting SEE Contract Performance Metric and also #12 Contractor Sales Reporting, Vendor Mgt Fee & Contractor Reports starting on page 21 of the Contract.

Annual Sales Reporting is separate from the quarterly sales report. The Annual Sales Report should be highly detailed. Please see Section ??? Of the contract

ANY QUESTIONS on the CONTRACT REQUIREMENTS, VFM, and/or the Quarterly Sales Reporting?

• Pricing is set via section 4.3 in the Competitive Solicitation document

• Based on MSRP

• Contract Terms on Pricing:

• Price Changes for Materials Only : Updated MSRP list

• Economic Price Adjustment for Installed Price: See Section 3.4

• Price Ceiling: Percent off MSRP will not change during the life of the contract

Presenter Notes Presentation Notes Exhibit D, is the Draft, sample Contract, for review.

Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this Competitive Solicitation. See Exhibit C – Bid Price. A bidder’s failure to identify all costs in a manner consistent with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. In the event that bidder is awarded a Contract, the total price for the goods and/or services shall be bidder’s price as submitted. Except as provided in the Contract, there shall be no additional costs of any kind.

For Awarded Bidders Pricing in the Contract – Section 3.3-3.5

ANY QUESTIONS on the CONTRACT Pricing?

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

Presenter Notes Presentation Notes To Do:

The insurance coverages and limits that are required per any ASB resultant contract. ASB, must provide a COI with the appropriate limits before any resultant executed contract and a current certificate of insurance must be provided to DES on an annual basis. (EXHIBIT C of the draft/sample Contract Exhibit D)

The specific insurance requirements will not be negotiated after the bid due date. Please carefully read over the requirements in Exhibit C of the contract draft with your insurance provider, so you have a full understanding of the cost for your company to maintain the insurance requirements throughout the contract term.

In the Bidder’s Certification, Exhibit A, Bidder’s have three options: OPTION #1: Bidder has required insurance & has attached a copy of the COI, OPTION #2: Bidder will obtain the required insurance within 24 hours of being announced as an Apparent Successful Bidder, OPTION #3: – Will not obtain the required insurance.

To determine these limits:

The State reviews the scope of the goods and/or services to determine the potential risk, and associated insurance requirements that are applicable to this contract.

maintaining these limits is important to this business relationship as it provides the State, Purchasers, Customers, and taxpayers with an established source of financial recovery against exposure to insurable losses and liabilities associated with the contractor’s performance.

ANY QUESTIONS on the INSURANCE REQUIREMENTS?

CERTIFICATE OF LIABILITY INSURANCE

LEGEND

1. Date Certificate Issued

2. Producer

3. Contact Information

4. Named of Insured

5. Insurer(s) Affording Coverage

6. Certificate Number

7. Types of Insurance/Coverage

14. Policy Expiration Date

15. Coverage Limits

16. Description of Operations

17. Certificate Holder

18. Cancellation

19. Authorized Signature

8. General Liability

9. GL-Policy Form

10. GL-General Aggregate Limit

11. Named Additional Insured

12. Policy Number

13. Policy Effective Date

Presenter Notes

Insurance Reference

SECTION 1-5

Presenter Notes

SECTION 6 -19

Presenter Notes

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: 29223 Flooring and Installation Services Q&A

• Q&A period ends February 18, 2025.

• Answers will be posted by February 25, 2025

Presenter Notes Presentation Notes We are currently in the question-and-answer period.

Bidders are encouraged to ask questions - questions help improve the solicitation and the resulting contract. We really want to ensure this agreement works for both the contractor and purchasers. Names are not published on the posted Q&A documents uploaded to WEBS.

Q&A period allows bidders to raise questions to the Procurement Coordinator outside of the pre-bid conference. This period will end before the solicitation is due to give bidders time before closing to adjust proposals accordingly.

Bidders should submit questions in writing to the Procurement Coordinator. The Procurement Coordinator may request additional information or clarifications before providing an official answer to any questions raised.

Feel free to ask both substantive and procedural questions.

Substantive meaning questions about the CONTENT of the solicitation and exhibits. Some of these questions may lead to changes in the solicitation documents, which will require an amendment.

Procedural questions regarding the process and have no impact on the solicitation documents themselves.

All Questions and Answers will be posted in WEBS on a rolling basis throughout the Q&A period. Bidders who are registered in WEBS should receive a notice that a new document was posted. It is highly recommended that potential bidders also proactively check regularly for uploaded documents to WEBS.

Amendments: Some Q&As may lead to solicitation amendments. It is the bidder's responsibility to use the most recent form of the required exhibits if they are amended. The details of any change will be listed in an amendment document posted in WEBS.

ANY QUESTIONS on the Q&As?

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 March 14, 2025 - no later than 11:59PM Pacific

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

• Provide all completed Exhibits:

o Exhibit A – Bidder’s Certification o Exhibit B – Bidder’s Qualifications 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.

Presenter Notes Presentation Notes

4.4 Bid Submittal Checklist – Required Bid Submittals.

This section identifies the bid submittals that must be provided to Enterprise Services to constitute a responsive bid. The submittals must be delivered as set forth below. Bids that do not include the submittals identified below may be rejected as nonresponsive. In addition, a bidder’s failure to complete any submittal as instructed may result in the bid being rejected. Bidders should not provide unsolicited materials.

Exhibit A – Bidder’s Certification. This document is the Bidder’s Certification.�Complete the certification, along with any exceptions or required explanations, and submit it with the bid to Enterprise Services.�Note: The Certification must be complete. Where there are choices, bidder must check a box. The certification must be signed and submitted by a duly authorized representative for the bidder.

Exhibit B– Bidder Qualifications�Bidder will need to confirm that bidder’s services and bidder’s performance meets or exceeds the detailed specifications/qualifications set forth in

Exhibit C – Bid Price�Bidder will need to complete the price worksheet tool as instructed in Exhibit C – Bid Price and submit this document with the bid.

Exhibit E – Bidder’s Diverse Business Inclusion Plan – Subcontractors�This document is a required bid submittal IF bidder intends to utilize subcontractors if awarded a Contract. If so, bidder must complete Exhibit E – Bidder’s Diverse Business Inclusion Plan – Subcontractors as instructed therein and submit this document with the bid.

ANY QUESTIONS on the HOW TO SUMIT A RESPONSE AND RESPONSIBLE BID?

mailto:DESContractsTeamCedar@des.wa.gov

TIMELINE AND NEXT STEPS

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Question & Answer Period:

Deadline for Submitting Questions February 18, 2025

Anticipated Deadline for Answers February 25, 2025

Deadline for Submitting Bids: March 14, 2025

Anticipated Announcement of Apparent Successful Bidder(s) (ASB): April 15, 2025

Anticipated Contract Award(s): June 12, 2025

Presenter Notes

ANY QUESTIONS on the TIMELINE AND NEXT STEPS?

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)

Presenter Notes Presentation Notes To Do: List additional resources and remind bidders that these slides will be posted in WEBS so they can access these provided links.

Speaking Notes:

WEBS Enterprise Services official communications are posted, check WEBS regularly for updates. Interested bidders need to be registered in WEBS to make sure that they receive information, including potential procurement changes. Note: There is no cost to register in WEBS. For assistance with WEBS, please contact WEBS customer service #360-902-7400 or email WEBSCustomerService@des.wa.gov

The next 3 resources & links provide free assistance to Bidders:

OMWBE- if you are a minority-and women-owned business and need assistance with registration and assistance with bids, reach out to OMWBE WA Department of Veteran’s Affairs- if you are a veteran and need assistance filling out a bid, reach out to WA Department of Veteran’s Affairs.

Washington APEX Accelerator, formerly (PTAC) - if you need assistance filling out your bid, reach out to APEX. This is a free resource.

The next 3 resources & links are required for any resultant contract:

Statewide Payee Desk- The statewide payee desk allows a contractor to receive payments from all participating state agencies. This also allows Contractors/Vendors to receive payments by direct deposit, the state's preferred method of payment. If you are an awarded vendor and want to be paid, please register your company. If you are not registered, registration takes time (around 30-60 days).

Washington Department of Revenue (DOR). Bidder must be registered with the Washington State Department of Revenue and must have a business license to do business in Washington. If bidder does not have business license, reach out to Washington DOR.

Washington State Secretary of State (SOS). Bidder must be (1) registered with the Washington Secretary of State, in good standing, and (2) have a Unified Business Identifier (UBI) number. If bidder does not have UBI #, reach out to Washington State Secretary of State to obtain the UBI number.

Note UBI numbers only applies to bidders that are organized as separate legal entities (e.g., a corporation, partnership, limited liability company). If bidder is a sole proprietor, you may not have a UBI number.

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

DESContractsTeamCedar@des.wa.gov mailto:DESContractsTeamCedar@des.wa.gov