Motor Vehicles PreBid.pdf

Pre-bid Conference

Motor Vehicles

28423

Brandon Cipolla, Contracts Liaison

8/13/2024

PRE-BID ADMINISTRATION

• Teams meeting

• Meeting will not be recorded

• 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

• Introduction

• Department of Enterprise Services overview

• Current bidding opportunity

• Competitive solicitation documents

• 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

PROCUREMENT SCOPE

Motor Vehicles

• 10 Categories

• All manufacturers will be considered

CONTRACT AWARD STRUCTURE

Multiple Award

• Awarded by manufacturer

• Up to 5 awards per manufacturer, in each category

• Bidders may bid on any manufacturers they provide

BID EVALUATION SUMMARY

STEP ITEM POINTS

Bid Responsiveness

1 Bid Responsiveness Pass/Fail

Performance Specifications

Exhibit B-1 – Specifications Pass/Fail

Bid Evaluation

3A

Non-Cost Performance

Factors

Exhibit B-2 – Performance

Requirements

3B Cost Factors

Exhibit C – Bid Price

Subtotal: 100

State Procurement Priorities

Washington Small Business 10

Certified Veteran-Owned

Business

Executive Order 18-03 5

Total: 20

Responsible Bidder

Bidder Responsibility

Analysis Pass/Fail

Contract Negotiations

6 Contract Negotiations N/A

EXHIBIT B-1 – SPECIFICATIONS

Overall requirements for vehicles offered

• Vehicle requirements for all offered vehicles

• Certifications of compliance

• Requirements are pass/fail

EXHIBIT B-2 – PERFORMANCE

REQUIREMENTS

Customer Service Requirements

• Written response detailing customer service commitments

• Customer service written requirements will be incorporated in any resulting contract

Score Rating Definition

100% Excellent added value

Response provides outstanding added value for the state across all aspects of the performance requirement. Response demonstrates clear and extraordinary technical or business efficiencies and advantages as compared to the stated business need.

70% Significant added value

Response provides material added value across all aspects of the performance requirement or provides outstanding added value in some aspects of the stated business need. Response demonstrates clear and substantial technical or business efficiencies and advantages as compared to the stated business need.

30% Sufficient added value

Response provides minor added value across all aspects of the performance requirement or significant added value in some aspects of the stated business need. Response demonstrates vague or limited technical or business efficiencies and advantages as compared to the stated business need.

0%

Meets minimum acceptable standard

Response meets the minimum expectation for the performance requirement and the stated business need.

EXHIBIT C – BID PRICES

MSRP Discount

• General instructions

• Three blank tabs provided, add or remove tabs as necessary

• Prices will be evaluated by manufacturer in the same Contract Category. Bidder’s discount rate will be compared to other bidders' average discount rate for the same Contract Category and manufacturer. The highest average discount rate for each Contract Category will receive the maximum allocation of points. The bids with a lower (less favorable) discount rate will receive proportionately fewer evaluation points based upon the lowest Bid (i.e., based upon the bid with the highest discount), using the following formula to calculate the point allocation:

Bidder’s Price/Highest Discount x points available = bidder’s score.

Example: Bidder A bids a discount of 10% and Bidder B bids a discount of 8% in the same Contract Category for the same manufacturer.

Bidder A provided the highest discount (10%) in the applicable Contract Category, so Bidder A would be assigned the maximum (80) points.

Bidder B would be evaluated as follows:

8% (Bidder B’s discount) / 10% (the highest discount, Bidder A) = 0.8 x 80 (maximum points available) = 64.0 cost points (rounded to first place to the right of the decimal point using standard rounding).

STATE PROCUREMENT PRIORITIES

• Small businesses – 10 points

• Certified Veteran-owned businesses -5 points

• Firms without Mandatory Individual Arbitration for Employees

(Executive Order 18-03) – 5 points

CONTRACT

• Contract term: Total Term of 6 Years

• Initial term of 24 months

• Performance Based Renewal Requirements

• Maintained insurance requirements

• Vendor management fee payment

• Quarterly sales reporting

• Vendor management fee (1.25%)

• Due 30 days after Invoice is received

INSURANCE REQUIREMENTS

• Commercial General Liability Insurance

• $2,000,000 or occurrence $4,000,000 aggregate

• Workers’ Compensation Insurance

• Employers’ Liability (stop gap) insurance

• $1,000,000 per accident

• Commercial Automobile Liability

• $1,000,000 per accident

HOW TO SUBMIT A BID

• Review all solicitation and contract terms

• Submit a bid before the due date and time

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

• Provide all completed Exhibits

• Exhibit A-1 – Bidders Certification

• Exhibit A-2 - Bidders Profile

• Exhibit B-1 - Specifications

• Exhibit B-2 -Performance Requirements

• Exhibit C – Bid Prices

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 26 August 2024

• Final answer document posted 5 September 2024

• Answers will be posted as soon as available, anticipate multiple Q&A documents

• Bid due date: 23 September 2024

• Anticipated announcement of apparent successful bidder: 15

October 2024

• Anticipated contract award: 1 December 2024

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

Brandon.Cipolla@des.wa.gov (360) 407-7959 https://des.wa.gov/ https://des.wa.gov/