PreBid 04824.pdf

Pre-bid Conference Transit Buses–04824 Heavy and Medium

Nina Mesihovic, ECPS 3

JANUARY 6, 2026

DISCLAIMER

The pre-bid conference is not being recorded by the State, and a recording will not be made available. 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.

AGENDA

• DES overview

• Current bidding opportunity

• Competitive solicitation documents

• Additional resources

ENTERPRISE SERVICES

• Authority to create statewide and cooperative contracts for the state

• Procurement bridge between purchasers and contractors

• State Procurement Priorities

CONTRACTING WITH THE STATE

Bidder Contracting Guide for Agency Contracts for Goods and Services ; Agency Contracting guide. There are 5 sections to the comprehensive guide:

• Section #1: Agency Contract for Good/Services

• Section #2: Competitive Solicitations: Bidder Complaints, Debrief Conferences & Protest Requirements

• Section #3: Contracting with the state of Washington for Goods/Services

• Section #4: Required Contract Provisions, Contract Provisions that will not be included & certain Economic Provisions that bidders timely may request be modified

• Section #5: Contracting Opportunities for Small & Diverse Businesses https://des.wa.gov/sites/default/files/2025-02/Bidder-Contracting-Guide-Agencies.pdf

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 – Coop members

• Political Subdivisions

• Tribes in WA

• Federal Agencies in WA

• Public Benefit Nonprofits in WA

HISTORICAL SALES – ALL CATEGORIES

2021 $ 68,248.00

2022 $ 105,118,378.91

2023 $ 394,947,140.90

2024 $ 602,007,748.00

2025 $ 505,142,176.00 Grand Total $ 1,607,283,691.81

Approximately 1.5 B is for heavy duty, remainder is for all the other categories

PROCUREMENT SCOPE

• This competitive Solicitation is for eligible purchasers to procure transit buses; accessories; replacement components; replacement subsystems; replacement parts through the Washington State Purchasing Cooperative.

• Heavy duty – 30, 35, 40, 45 and 60 ft length. Diesel, Hybrid, Electric, CNG and Hydrogen

• Medium Duty – 10,000-19,500 + GVWR

CONTRACT AWARD STRUCTURE – HEAVY

DUTY

Category Length Propulsion Anticipated number of awards (contracts)

1 30 ft. Diesel 4 2 35 ft. Diesel 5 3 40 ft. Diesel 5 4 45 ft. Diesel 4 5 60 ft. Diesel 4 6 30 ft. Hybrid 4 7 35 ft. Hybrid 4 8 40 ft. Hybrid 5 9 45 ft. Hybrid 4 10 60 ft. Hybrid 4 11 30 ft. CNG 4 12 35 ft. CNG 4 13 40 ft. CNG 5 14 45 ft. CNG 4 15 60 ft. CNG 4 16 30 ft. Electric 5 17 35 ft. Electric 5 18 40 ft. Electric 5 19 45 ft. Electric 4 20 60 ft. Electric 4 21 30 ft. Hydrogen Fuel Cell 4 22 35 ft. Hydrogen Fuel Cell 4 23 40 ft. Hydrogen Fuel Cell 4 24 45 ft. Hydrogen Fuel Cell 4 25 60 ft. Hydrogen Fuel Cell 4

CONTRACT AWARD STRUCTURE –

MEDIUM/LIGHT DUTY

Category Base Seating Passenger seat + Wheelchair

Seating Range Passenger seat + Wheelchair

Approx.

GVWR

Number of Awards

1 8+1 10+2 10,000- 11,500

2 10+2 12+2 12,000- 12,500

3 12+2 16+2 14,000- 14,500

4 20+2 24+2 19,500 4 5 26+2 36+2 19,500 + 4

BID EVAL SUMMARY – HEAVY DUTY

STEP ITEM POINTS

1 BID RESPONSIVENESS REVIEW

See Section 4.2, below

A Required Bid Submittals Review Bidder’s Required Bid Submittals to determine whether Bidder’s bid is responsive to the Competitive Solicitation

Pass/Fail

B

Performance Specifications Exhibit D – Contract Review whether Bidder’s Goods/Services and/or Bidder’s performance capability meets the mandatory minimum performance specifications for the Competitive Solicitation

Pass/Fail

2 BID EVALUATION

See Section 4.3, below

A

Non-Cost Factors Exhibit C-2 – Bid Price (Options) Evaluate and score Bidder’s response to stated non-cost factors

B Cost Factors: Bid Pricing Evaluation Exhibit C -2 – Bid Price Evaluate and score Bidder’s cost factors

Subtotal: 1920

3 WASHINGTON STATE PROCUREMENT PRIORITIES FOR GOODS/SERVICES

CONTRACTS

See Section 4.4, below

A Executive Order 18-03 40

B Prompt Payment 40

Total: 2000

4 RESPONSIBLE BIDDER DETERMINATION

Review and determine Bidder responsibility See Section 4.5, below

Pass/Fail

5 ANNOUNCE APPARENT SUCCESSFUL BIDDERS (ASBS)

See Section 4.6, below

6 BID INFORMATION IS AVAILABLE FOR PUBLIC DISCLOSURE & POSTED TO

ENTERPRISE SERVICES WEBSITE

See Section 4.7, below

7 CONTRACT AWARDS

See Section 4.8, below

BID EVALUATION SUMMARY – HEAVY

DUTY

•DES evaluates and scores based on non-cost factors and cost factors.

•Bidders must comply with all instructions

Non-Cost Factors (Step 2A) •Exhibit C-2 – Price Sheet (Options only).

Options Scoring •Total Points Available: 640 •Each option category (1–64) = 10 points, regardless of number of options.

•Score = Proportion of options priced vs. total options in category.

•Rules:

• Options without price (unless marked “Standard”) or listed as “Quote,” “Call for Price,” or “N/A” do not count.

• Points rounded to nearest whole number.

• Points not combined across categories.

Cost Factors – Bid Pricing (Step 2B) •Exhibit C-2 – Price Sheet.

•Base Price of Standard Bus determines score.

•Lowest total evaluation price = 1280 points.

BID EVALUATION SUMMARY –

STEP ITEM POINTS

1 BID RESPONSIVENESS REVIEW

See Section 4.2, below

A Required Bid Submittals Review Bidder’s Required Bid Submittals to determine whether Bidder’s bid is responsive to the Competitive Solicitation

Pass/Fail

B

Performance Specifications Exhibit D – Contract Review whether Bidder’s Goods/Services and/or Bidder’s performance capability meets the mandatory minimum performance specifications for the Competitive Solicitation

Pass/Fail

2 BID EVALUATION

See Section 4.3, below

A Cost Factors: Price of a standard bus Exhibit C-2 – Price Sheet Evaluate and score Bidder’s cost factors

B Non-Cost Factor: Options Exhibit C-2 – Price Sheet

Subtotal: 770

3 WASHINGTON STATE PROCUREMENT PRIORITIES FOR GOODS/SERVICES

CONTRACTS

See Section 4.4, below

A Executive Order 18-03 15

B Prompt Payment 15

Total: 800

4 RESPONSIBLE BIDDER DETERMINATION

Review and determine Bidder responsibility See Section 4.5, below

Pass/Fail

5 ANNOUNCE APPARENT SUCCESSFUL BIDDERS (ASBS)

See Section 4.6, below

6 BID INFORMATION IS AVAILABLE FOR PUBLIC DISCLOSURE & POSTED TO

ENTERPRISE SERVICES WEBSITE

See Section 4.7, below

7 CONTRACT AWARDS

See Section 4.8, below

BID EVALUATION SUMMARY –

•DES evaluates bids based on Cost Factors and Non-Cost Factors.

•Bidders must comply with all instructions.

Cost Factors – Bid Pricing (Step 2A) •Exhibit C – Bid Price.

•Price of Standard Bus:

• Lowest price in each category = 500 points.

• Higher prices receive proportionally fewer points.

Non-Cost Factors (Step 2B) •Exhibit C-2 – Price Sheet (Options only).

•Total Points Available: 270 •Each option category (1–27) = 10 points.

•Score = % of options priced vs. total options in category.

•Rules:

• Options without price (or listed as “Quote,” “Call for Price,” or “N/A”) do not count.

• Points rounded to nearest whole number.

• Points not combined across GVWR categories.

EXHIBIT A – BIDDER’S CERTIFICATION

Purpose: to communicate procurement expectations and for Bidder to certify to requirements and preferences.

Bidder responsibility:

• Where there are choices, bidder must check a box.

• Some choices require Bidder to provide additional information.

• Complete, sign, and submit this form as part of the bid.

• Notify your references to expect an email from us!

EXHIBIT A2 – FTA CERTIFICATIONS

Required Bidder Certifications:

•Government-Wide Debarment & Suspension

• Comply with U.S. DOT regulations (2 CFR Parts 1200 & 180).

Bus Testing

• Comply with 49 CFR Part 665; provide test report or grandfather status.

•Buy America Rolling Stock

• Certify compliance with 49 U.S.C. 5323 & 49 CFR 661.11.

•Lobbying Restrictions

• No federal funds used for lobbying; disclose non-federal funds if applicable.

•Transit Vehicle Manufacturer DBE

• Comply with 49 CFR Part 26.49 DBE requirements.

•FMVSS Pre-Award Review

• Certify compliance with 49 CFR Part 571 safety standards.

EXHIBIT B1 – SPECIFICATIONS

• Specifications developed by the sourcing team/customers.

• Minimum requirements – must certify compliance

• After award, can be customized by customer and all changes must be mutually agreed upon

EXHIBIT B2 – MATERIAL MODIFICATIONS

TO SPECS

•Bidder must certify substantial compliance with Exhibit B-1 Specifications.

Documenting Modifications •Only responsive material modifications documented.

•Minor/immaterial deviations handled at purchase stage.

Minor & Immaterial Modifications •Do not affect nature, quality, quantity, delivery, or performance.

•Examples:

• Equivalent equipment accepted in industry.

• Changes within 5% of specification limits.

• Adjustments via purchase/change orders.

Material Modifications •Significantly affect nature, scope, or performance.

•Responsive: Minor deviations accepted without altering intent.

• Examples: Equivalent testing, adjusting technical norms.

•Non-Responsive: Major deviations altering scope or mandatory requirements.

• Examples: Changing standards, adding/removing mandatory features, altering bus size/capacity.

Bidder Requirements •Document responsive modifications in provided table.

•Certify substantial compliance and truthfulness.

EXHIBIT C1 – PRICE SHEET

INSTRUCTIONS – HEAVY DUTY

Base Price Sheet •Enter base price for each bus category (includes all standard options).

•Delivery cost listed separately (flat fee and/or per-mile).

•Include:

•Prompt payment discount terms.

•Volume discounts per purchase order (flat fee or %).

•Parts pricing: % discount/markup by category or manufacturer.

Options Price Sheet •Lists standard components and potential modifications.

•Columns:

•Category, Item #, Description, Designation (Standard, Option, Deduct), Price.

•Propulsion-specific columns (Diesel, Electric, etc.).

•Pricing rules:

•Standard = “Included” •Option = Total cost •Deduct = Negative amount

•Additional options may be added (not scored).

Warranty Worksheet •Lists standard and extended warranties.

EXHIBIT C1 – PRICE SHEET INSTRUCTIONS

– MEDIUM DUTY

Base Price Sheet•base price for standard bus model in each category.•Include: • Base seating configuration and make/model.• Delivery cost listed separately (flat fee and/or per-mile).• Prompt payment discount terms.• Volume discounts per purchase order (flat fee or %).• Parts list rates (discounts/markups by category or manufacturer).

Options Price Sheet•Lists standard components and optional modifications.•Pricing rules: • Standard = “Included”• Option = Total cost• Deduction = Negative amount• Not Applicable = “NA” Warranty Worksheet•Lists standard and extended warranties.

EXHIBIT C2 – PRICE SHEET

• Provide pricing for bidding and future Contract, if awarded.

• Bidder responsibility: complete the relevant sections of the cost sheet and submit this form as part of the bid.

• Pricing is for a standard bus (Specifications)

STATE PROCUREMENT PRIORITIES

• Preference points for:

• Companies without Mandatory Individual Arbitration for Employees (Executive Order 18-03) – additional points for both categories

• Prompt payment – additional points for both categories

CONTRACT

• Contract term: 2 initial years, with earned extension of 3 years for overall 5 years (60 months)

• Performance Based Renewal Requirements

• Quarterly sales reporting

• Vendor Management Fee (VMF) same as before - 0.15% and 1% Due 30 days after Invoice is received

• Exhibit A od Contract – Mandatory Requirements for Goods and Services

ECONOMIC PRICE ADJUSTMENT

Section 3.4 of Exhibit D – Contract

• Adjustment Schedule: Contractors may request price adjustments (including options) twice a year—October 1 and April 1—with requests submitted between Sept 20–30 and Mar 20–30.

• Missed Window: Failure to request during these periods waives adjustment for that cycle;

future adjustments will not include missed periods.

• Basis for Adjustment: Changes are calculated using BLS Index – Truck and Bus Bodies (Series WPU 1413) based on percent change over the most recent year.

Calculation Formula:

New Price = Old Price × (Current Period Index ÷ Base Period Index).

TEMPORARY PRICE ADJUSTMENT FOR

UNEXPECTED TARIFF COSTS

Section 3.6 of Exhibit D – Contract

• Request Process: must submit a written request for temporary price adjustment

• Required Documentation: Identify affected Goods and confirm they were acquired after tariffs took effect. Provide current contract prices, tariff details (amount, effective date, % impact), and proposed tariff-based prices with supporting evidence (e.g., invoices).

• Approval Conditions: Tariffs must be unexpected and not factored into original contract pricing. No other price adjustment in the contract that would result in double payment. Adjustment limited to 12 months and applies only to future purchase orders.

• Ongoing Obligations: Notify Enterprise Services within 5 business days if tariffs are reduced or removed. Provide quarterly evidence of continued tariff impact; failure to comply removes adjustment.

INSURANCE REQUIREMENTS – LOCATED

IN EX. D – CONTRACT AS EXHIBIT C:

• COMMERCIAL GENERAL LIABILITY INSURANCE

• WORKERS’ COMPENSATION INSURANCE

• EMPLOYERS’ LIABILITY (STOP GAP) INSURANCE

• COMMERCIAL AUTOMOBILE LIABILITY INSURANCE.

• PROFESSIONAL LIABILITY (ERRORS & OMISSIONS) INSURANCE

• CLAIMS MADE POLICIES (APPLICABLE ONLY TO PROFESSIONAL LIABILITY). If any of the required policies provide claims-made coverage:

• The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.

• Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the contract work.

CONTRACTOR OBLIGATIONS

• Following and maintaining compliance with ALL Federal and

FTA laws and requirements

• Vendor onboarding

• Eligible purchasers

• Preference points must be maintained for duration of the contract.

• Timely request Economic and Temporary Price adjustments

• Quarterly Contract Sales Reporting and Annual Contract Sales Reporting

QUESTION AND ANSWER PERIOD

• Bidders are encouraged to ask questions

• Q&A are posted in WEBS

• Some Q&A may lead to solicitation amendments

• Review all solicitation and contract terms

• All requested changes to the contract template must be submitted during the Q&A period

HOW TO SUBMIT A BID

• Review all solicitation and contract terms

• Submit a bid before the due date and time

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

• Provide all four completed Exhibits: A1, A2, B2, C2

• DO NOT: include any cover letters, flyers, brochures

• DO NOT: combine files, convert Excel files to .pdf

TIMELINE AND NEXT STEPS

• Question and Answer period:

• Questions due January 28

• Final answer document is anticipated to be posted in WEBS February 4

• Will try to answer Q&A as the questions come in

• Bid due date: February 9

• Anticipated announcement of apparent successful bidder: March 1

• Anticipated contract award: March 20

DES CONTRACT SUMMARY PAGE

ADDITIONAL RESOURCES

• Washington Electronic Business Solution (WEBS)

• Washington APEX Accelerator

• 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 https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/ https://washingtonapex.org/ https://washingtonapex.org/ https://omwbe.wa.gov/ https://omwbe.wa.gov/ https://www.dva.wa.gov/ https://www.dva.wa.gov/ https://dor.wa.gov/ https://dor.wa.gov/ https://www.sos.wa.gov/ https://www.sos.wa.gov/ https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://ofm.wa.gov/it-systems/statewide-vendorpayee-services

QUESTIONS?

THANK YOU

buspurchases@des.wa.gov 360-407-9404 https://apps.des.wa.gov/DES Contracts/Home/ContractSu mmary/04824 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/04824 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/04824 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/04824