Pre-Bid Conference 2024-05.pdf

PRE-BID CONFERENCE:

2024-05 TRAINING POSITIVE COMMUNITY FRAMEWORK

Abby Williams, Procurement Coordinator Washington Traffic Safety Commission

October 17, 2024 3:00 p.m.

DISCLAIMER

Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding on DES. Should bidders rely on any other communication, they do so at their own risk and expense.

PRE-BID ADMINISTRATION

Teams meeting:

• Please hold all your questions until the end of each slide

• Submit all questions to: awilliams@wtsc.wa.gov

Washington’s Electronic Business Solution (WEBS):

• https://pr-webs-vendor.des.wa.gov/ mailto:awilliams@wtsc.wa.gov https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/

AGENDA

• Introductions

• Washington Traffic Safety Commission (WTSC)

• Current bidding opportunity

• Next steps

• Additional resources

INTRODUCTIONS

ABOUT WTSC

Washington Traffic Safety Commission builds behavioral traffic safety programs that contribute to achieving Target Zero, when each and every road user gets home safely every day.

WSTC empowers and equips people and communities with knowledge, tools, and resources to build a positive traffic safety culture.

PROCUREMENT SCOPE

WTSC is looking for highly qualified bidder that can provide training and technical support as the agency continues to operationalize the positive culture framework. Although many of the technical aspects of the PCF framework are in place the work of shifting the culture of the agency continues. This entails helping program management staff, and agency leadership, and Target Zero Managers, and (eventually) partners to deepen their comprehension, confidence and competence in using the new tools, processes, and skills. WTSC is particularly interested in helping its staff and Target Zero Managers move beyond compliance with these steps and processes to use them to improve effectiveness. Note that the WTSC’s work is strongly driven by the federal fiscal year that begins October 1 and ends September 30. Much of WTSC work is cyclical in nature within this 12-month timeframe.

https://chsculture.org/positive-culture-framework/ https://chsculture.org/positive-culture-framework/

CONTRACT AWARD STRUCTURE

• WTSC intends to award one contract for the entire scope.

• WTSC is using federal funds for this project.

• The initial contract term commences upon the date of execution by both Parties and ends September 30, 2027. However, if the Contractor is not in default and, in WTSC’s reasonable judgment, the Contractor satisfactorily has met the performance-based goals for contract extension, WTSC may extend the term of this Contract by written amendment for up to thirty-six (36) additional months.

• Cost will be a fixed price.

PROCUREMENT TIMELINE

October 22, 2024 Q & A

Period Ends

Friday, November 1, 2024 Bid

Deadline

November 21, 2024

ASB

December 9, 2024 Contract Award

QUESTION & ANSWER PERIOD

• Question-and-answer period: October 2, 2024 – October 22, 2024

• Purpose of question-and-answer period

• Substantive or procedural questions

• Answers are posted in WEBS as Q&A documents

• Solicitation amendments

BID EVALUATION SUMMARY

STEP ITEM POINTS

Bid Responsiveness 1 Bid Responsiveness Pass/Fail

Mandatory Performance Requirements Evaluation Exhibit B-1 – Mandatory Performance Requirements

Exhibit B-2 – Additional WTSC/Federal Requirements Pass/Fail

Bid Evaluation

3A Non-Cost Factors Exhibit B-3 – Non-Cost Response 125

3B Cost Factors Exhibit C – Bid Price 35

Sub Total: 160

State Procurement Priorities

4 Executive Order 18-03 5 Sub Total: 5

TOTAL 165

TOP SCORED BIDDER(S) ADVANCE(S) TO STEP 5

5 Demonstration N/A Responsible Bidder

6 Bidder Responsibility Analysis Pass/Fail Contract Negotiations

7 Contract Negotiations N/A

EXHIBITS TO BE SUBMITTED

• Complete all exhibits as separate, stand-alone documents:

• Exhibit A-1 – Bidder’s Certification

• Exhibit A-2 – Bidder’s Profile

• Exhibit B-1 – Mandatory Performance Requirements

• Exhibit B-2 – Additional WTSC/Federal Requirements

• Exhibit B-3 – Non-Cost Response

• Exhibit C – Bid Price

• Exhibit E – Contract Issues List (IF APPLICABLE)

• Exhibit F – Bidder’s Diverse Business Inclusion Plan – Subcontractors

(IF APPLICABLE)

EXHIBITS A-1 AND A-2

Exhibit A – Required Bidder Information: These exhibits identify information that bidders must provide to constitute a responsive bid.

• Exhibit A-1 – Bidder’s Certification

• Exhibit A-2 – Bidder’s Profile

EXHIBIT A-1

Exhibit A – Required Bidder Information: These exhibits identify information that bidders must provide to constitute a responsive bid.

• Exhibit A-1 – Bidder’s Certification

EXHIBIT A-2

Exhibit A – Required Bidder Information: These exhibits identify information that bidders must provide to constitute a responsive bid.

• Exhibit A-2 – Bidder’s Profile

EXHIBIT B-1 – MANDATORY

PERFORMANCE REQUIREMENTS

The procurement coordinator will evaluate each bid to ensure that a bidder meets the performance requirements set forth in Exhibit B-1 Mandatory Performance Requirements.

• Mandatory Scored

• Mandatory Pass/Fail

• Submit as stand-alone document

• Quantifiable facts

EXHIBIT B-2 – NON-COST

RESPONSE

Bidder must provide a written response that addresses how bidder will meet each question.

Word Limits: The total word count for each question must not exceed either 500 words or 2 pages (defined as 8.5 x 11”, with 0.5” margins, double-spaced, font size 12).

Any text or images in excess of the stated word count or page limit will be deleted prior to forwarding the submittals to the evaluation team.

Please note the bidder’s responses to some of the performance requirements below may be added to the resulting contract, so bidder is cautioned to indicate commitments that they can meet throughout the term of the contract.

EXHIBIT B-3 – ADDITIONAL

WTSC/FEDERAL REQUIREMENTS

The procurement coordinator will evaluate each bid to ensure that a bidder meets the requirements set forth in Exhibit B-3 Additional WTSC/Federal Requirements.

• Certification of compliance with additional WTSC and federal requirements

• Submit as stand-alone document

EXHIBIT C – BID PRICE

Bidder must complete all columns in the tables provided in Exhibit C – Bid Price. For any portion that is not applicable, please enter N/A.

Bidder must enter a not-to-exceed (NTE) rate it will charge to perform the services as described in the solicitation. NTE rate must include all costs or expenses necessary to perform the services, using the units of measure provided int the tables, and will be the maximum allowable rate used in a potentially awarded Contract.

The procurement coordinator will evaluate the costs provided and assign points as described in the Competitive Solicitation document.

EXHIBIT D – CONTRACT

• Contract term: The initial contract term commences upon the date of execution by both Parties and ends September 30, 2027. However, if the Contractor is not in default and, in WTSC’s reasonable judgment, the Contractor satisfactorily has met the performance-based goals for contract extension, WTSC may extend the term of this Contract by written amendment for up to thirty-six (36) additional months.

• Pricing: Bidders submitted Not-to-Exceed rate

EXHIBIT E – CONTRACT ISSUES LIST

• Redlined documents will not be reviewed

• Do not provide a copy of bidder’s standard contract

• WTSC 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 F – Diverse Business Inclusion Plan – Subcontractors

Exhibit F only needs to be submitted if bidder will use subcontractors.

Section 1 – Provides a table for bidder to fill out with the anticipated percentage of contract spend by diverse business type.

Section 2 – Provides information and instructions for completing the exhibit.

Section 3 – Provides definitions for reference.

STATE PROCUREMENT PRIORITIES

WTSC encourages small, diverse businesses to compete for state contracts.

• EO-18-03 (Workers’ Rights): 15 points https://www.governor.wa.gov/office-governor/official-actions/executive-orders

NEXT STEPS – HOW TO SUBMIT A BID

• Review and understand all the Contract terms

• Submit the bid by 11:59 PM PST, November 1, 2024

• Email bid to awilliams@wtsc.wa.gov.

• Complete all exhibits as separate, stand-alone documents:

• Exhibit A-1 – Bidder’s Certification

• Exhibit A-2 – Bidder’s Profile

• Exhibit B-1 – Mandatory Performance Requirements

• Exhibit B-2 – Additional WTSC/Federal Requirements

• Exhibit B-3 – Non-Cost Response

• Exhibit C – Cost Proposal

• Exhibit E – Contract Issues List (IF APPLICABLE)

• Exhibit F – Bidder’s Diverse Business Inclusion Plan – Subcontractors (IF APPLICABLE) mailto:awilliams@wtsc.wa.gov

COMPLAINTS/DEBRIEFS/PROTESTS

Complaints

• Complaint period ends October 25th, 5 business days before the bid due date.

Debrief Conferences

• Bidders have 3 business days to request a Debrief Conference after announcement of Apparent Successful Bidder.

Protests

• Must have participated in debrief conference

• Bidders may protest the award only for three reasons:

• Bias, discrimination, or conflict of interest of an evaluator;

• Error in computing evaluation scores; or

• Non-compliance with any procedures described in the Competitive

Solicitation.

ADDITIONAL RESOURCES

• Washington Electronic Business Solution (WEBS)

• 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)

• Statewide Payee Desk

• Access Equity (B2Gnow) https://pr-webs-customer.des.wa.gov/ https://washingtonapex.org/ https://omwbe.wa.gov/ https://www.dva.wa.gov/ https://dor.wa.gov/ https://www.sos.wa.gov/ https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://omwbe.wa.gov/state-supplier-diversity-reporting/access-equity

DISCLAIMER

Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding on DES. Should bidders rely on any other communication, they do so at their own risk and expense.

THANK YOU

(360) 515-2381 www.wtsc.wa.govawilliams@wtsc.wa.gov http://www.wtsc.wa.gov mailto:awilliams@wtsc.wa.gov