QA_24123_Round3.docx
DOCX document 106 KB Posted
- Attached to
- Survey and Mapping Equipment and Supplies
- Solicitation number
- 24123
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This document is a Question & Answer record for Washington Department of Enterprise Services (DES) Contract #24123 for Survey and Mapping Equipment and Supplies, capturing questions received through December 16, 2024. Bids are due Friday, December 27th, 2024, and the solicitation covers land, sea, and air equipment, along with associated software and supplies for surveying and mapping operations. Professional services and refurbished products are explicitly excluded from the scope. The document includes twelve questions and answers addressing various aspects of the bid submission process.
Key pricing requirements state that contractors must provide MSRP descriptions of ordered products, quoted prices showing percentage off MSRP discount, and proof of current MSRP pricing through screenshots, catalogs, or other verification methods. DES has waived the initial requirement for bidders to provide product price lists at bid submission but reserves the right to verify MSRP pricing on customer invoices at any time. The solicitation specifies that DES does not intend to negotiate substantive contract terms and conditions at award, aiming to provide all awarded bidders with substantively equivalent Cooperative Purchasing Agreements.
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Question & Answer #24123 – #3 Survey and Mapping Equipment and Supplies - 24123 This document captures the questions received during the question & answer period for contract 24123 - Survey and Mapping Equipment and Supplies that were received through December 16, 2024. This document is the official response to the questions received.
Questions or responses included in this document require changes to the solicitation documents.
Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.
Kasey Brown DESContractsTeamCypress@des.wa.gov
| Question # |
| Question |
| Response |
| Did this change the solicitation? |
| 1. |
| In Exhibit A, do we list the Manufacturer and Percent Discount "Included Goods”? |
In Exhibit B, do we list make and model as per specifications and Percent Discount " Prices for Goods”?
What if we represent more than One Manufacturer for Exhibit A, for example: we represent Topcon and Sokkia?
Same can be said for Drones, as we represent more than One Manufacturer and several Models under each Manufacturer?
No. Bidders must not list anything in Exhibit A – Included Goods OR Exhibit B – Prices for Goods.
Rather, the Bidder would list this information in 24123.Exhibit.C.Bid.Price_Amd3. Per the ‘instructions’ tab on row 6 in 24123.Exhibit.C.Bid.Price_Amd3, Bidder must enter each and every Manufacturer(s) they intend to include, if awarded a Cooperative Purchasing Agreement, in all categories bidder is bidding on in on Part 1 – Category Discount tab.
ALL Manufacturer discounts will be added to Exhibit A – Included Goods, and Exhibit B - Prices for Goods, of the Cooperative Purchasing Agreement at the time of Contract award.
No
| 2. |
| Is there a possible way to Extend the date for Submission for Contract 24123? |
Reasoning would be because of the Holiday Season and many personnel have taken time off.
| No. Enterprise Services will not extend the bid due date. All bids are due Friday, December 27th, 2024. |
| No |
| 3. |
| How do [Bidders] address exceptions in the contract? |
| Per section 3.8 of 24123 Survey and Mapping Coop Sol., “Enterprise Services does not intend to negotiate substantive contract terms and conditions pertaining to the resulting Cooperative Purchasing Agreements at contract award. Rather, absent unique considerations, Enterprise Services intends to provide all awarded Bidders with substantively equivalent Cooperative Purchasing Agreements. This approach enhances fairness for all Bidders and provides eligible Purchasers with confidence that the resulting Cooperative Purchasing Agreements are substantively equivalent.” |
| No |
| 4. |
| Related to the Final 24123 Exhibit C Bid Price spreadsheet. In your example you used a link to pdf documents. Is it approved to link to a spreadsheet and to use a cloud-based Microsoft OneDrive to our company account? |
| DES has determined to waive the bid requirement for a Bidder published product price list or MSRP list to be provided at bid submission. |
The requirement will now be the following: awarded contractor must provide MSRP description of products ordered (Applicable Goods); quoted price showing percentage off MSRP discount; proof of current MSRP pricing, by either screen shots, catalogs, or MSRP to verify pricing at time of quote.
DES reserves the right to ask for verification from awarded contractors at any time to verify MSRP pricing on customer invoices. All the above requirements will be included in 24123 Exhibit D WA-ORCoopPurAgrmt_Amd3.
If selected as an Apparent Successful Bidder (ASB), Bidder will be required to submit current copies of Bidder’s manufacturer certifications.
Yes
| 5. |
| Related to the 24123 Exhibit A1 Bidder's Certification or any of the documents that require signature. It's stated to submit these documents in original word format. Are the signatures only required once WEBS awards to vendor or are we supposed to convert to a .pdf document that supports digital signatures? |
| All signatures are required at time of bid submittal. The document must contain a signature of the authorized person. |
Per section sub-section 4.5 Bid Format, of the 24123 Survey and Mapping Coop Sol., document, “bids must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the exhibits). Unless otherwise specified in writing by Enterprise Services, documents included with an electronic bid must be prepared in MS Word, MS Excel, or Adobe PDF. Where required to do so, Bidders may sign using either a physical or electronic signature.”
No
| 6. |
| There seems to be a format error on Document "Exhibit B2" on pages 2-5; the right side of page is cut off. Please advise. |
| Please ensure that your office systems are updated, and that you are downloading bid documents as a word document. |
| No |
| 7. |
| There are things in the contract [Bidder] would like to modify - should these modifications be submitted with [Bidder’s] proposal or during the negotiation process? |
In addition, [Bidder] has product terms that would need to be included into the overall master contract.
Per section 3.8 of the 24123 Survey and Mapping Coop Sol., Enterprise Services does not intend to negotiate substantive contract terms and conditions pertaining to the resulting Cooperative Purchasing Agreements at contract award.
Additionally, if a Bidder has product terms that would need to be included into the overall contract, If Bidder is awarded a contract, DES will include these documents on the 24123 contract summary page.
No
| 8. |
| [Bidder’s] products have their own terms and conditions (EULA) - how do we incorporate those - should they be included with the overall contract or with each individual purchaser? |
| If a Bidder’s products have their own terms and conditions (such as an EULA), Bidder must provide a copy of any such documents with their bid submission. If Bidder is awarded a contract, DES will include these documents on the 24123 contract summary page. |
Further, per subsection 8.12 of the Cooperative Purchasing Agreement, “Purchasers that acquire GIS Software may be subject to End User License Agreements associated with such software. Contractors must allow purchasers to review, negotiate, and mutually agree with the Contractor, if needed, on the End User License Agreement terms applicable to the GIS Software.”
No
| 9. |
| Who do we make the Insurance policy for: |
Certificate Holder’s name and address.
Make the Insurance policy to:
Washington Dept of Enterprise Services PO Box 41411 Olympia, WA 98504-1411 No
| 10. |
| In Exhibit B1 – Required Specifications on page 5, Category 3 "Requirements" section describes specification for a very narrow scope of products within the UAS industry. Is there an opportunity to expand these requirements to address multiple use cases for UAV airframes, sensors (LiDAR, Thermal, OGI, GPR, Echo Logger), software's, and training? |
| No. The required specifications listed for all products in Exhibit B1 – Required Specifications are minimum requirements. |
Bidders will have an opportunity to share their experience with Survey and Mapping Equipment in Exhibit B2 – Performance Requirements.
No
| 11. |
| In Exhibit B1 on pg. 5, Category 3 "Requirements" section describes specification for a very narrow scope product within the UAS industry. We offer hundreds of customizable configurations of drones, sensors, and software's. How is this to be illustrated and acknowledged on the current written response? |
| No. The required specifications listed for all products in Exhibit B1 – Required Specifications are minimum requirements. Customizable configurations of Survey and Mapping Equipment are considered desirable, but not minimum requirements. |
Bidders will have an opportunity to share their experience with Survey and Mapping Equipment in Exhibit B2 – Performance Requirements.
No
| 12. |
| Many products and vendors no longer maintain or provide static price pages. They instead utilize a secure website or portal for dealers and vendors to access pricing or products. How will this be handled? We are unable to provide access to individuals who are not authorized dealers. |
| DES has determined to waive the bid requirement for a Bidder published product price list or MSRP list to be provided at bid submission. |
The requirement will now be the following: awarded contractor must provide MSRP description of products ordered (Applicable Goods); quoted price showing percentage off MSRP discount; proof of current MSRP pricing, by either screen shots, catalogs, or MSRP to verify pricing at time of quote.
DES reserves the right to ask for verification from awarded contractors at any time to verify MSRP pricing on customer invoices. All the above requirements will be included in Exhibit D - Contract.
If selected as an Apparent Successful Bidder (ASB), Bidder will be required to submit current copies of Bidder’s manufacturer certifications.
Yes
(Rev5/8/2023)
(Rev5/8/2023) image1.png
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