SolicitationAmendment2 HVAC.doc

IFB 00713

Amendment 1

Solicitation Amendment

IFB 07815 – Heating Ventilation and Air Conditioning Parts and Supplies

Effect of the amendments:

All revisions or additional requirements detailed below are to be considered official and binding on the bidder for this solicitation and become official contract language upon execution of the contract, unless specifically amended later in time.

Purpose of the amendment(s):

1. To extend bid due date to March 31, 2016 2:00pm PST

2. To extend complaint period from March 17, 2016 to March 24, 2016 or (5) days before closing date.

3. To update sections 4.1 and 4.6 of the IFB.

REQUEST: DES is currently researching alternative ways to score and evaluate solicitation # 07815. DES is requesting that our vendors and customers provide feedback, concepts, models, and/or ideas to ensure fair and competitive scoring and evaluating for this IFB. Please email the response to the Procurement Coordinator scott.schumacher@des.wa.gov no later than Tuesday March 8, 2016.

Note to bidder: This amendment must be included in its entirety in a bid packet. All other Terms, Conditions, and Specifications remain unchanged.

Insert signature block if necessary for bidder to signify acceptance of the amendment.

Authorizing Signatures

For Bidder:

Contact name, Company name

Phone email.address@company.com Signature Date For State of Washington:

Your name, Contracts, Procurement & Risk Management

(360) 407-8527 scott.schumacher@des.wa.gov Signature Date

_1517910418.doc

Invitation for Bid 07815

HVAC Parts and Supplies

Invitation for Bid 07815

Heating Ventilation and Air Conditioning (HVAC) Parts and Supplies

The Washington State Department of Enterprise Services (DES) issues this Invitation for Bid (IFB) under the authority of the Revised Code of Washington (RCW) 39.26. DES reserves the right to modify dates and times. Any changes will be sent electronically as amendments to all users of Washington’s Electronic Business Solution (WEBS) who download this IFB.

Important Dates

Posting date: February 17, 2016

Prebid meeting date: February 23, 2016

Complaint period: February 26 – March 4, 2016 or 5 days before closing date

Bids Due Date: March 10, 2016, no later than 2 p.m.

IFB Contact Information

Procurement coordinator:

Scott Schumacher

(360) 407-8520

Scott.Schumacher@des.wa.gov

ONLY ELECTRONIC RESPONSES WILL BE ACCEPTED

Electronic Bid Delivery Mailbox: DESCPRMFacilitiGrndRec@des.wa.gov

Subject line: 07815-HVAC Parts and Supplies

CONTENTS

SUMMARY OF OPPORTUNITY

31.1 Background

31.2 Purpose of the IFB

31.3 Purchasers

31.4 Contract Term

31.5 Estimated Sales

41.6 Contract and General Terms & Conditions

41.7 Contractor Qualifications and Requirements

41.8 Debarment and suspension

41.9 No Best and Final Offer

41.10 In-state Preference/Reciprocity

2 5EVALUATION AND AWARD

52.1 Announcement and Special Information

52.2 Pre-Bid Conference

52.3 Washington’s Electronic Business Solution (WEBS)

62.4 Amendments

62.5 Bidder Communication Responsibilities

62.6 Bidder Responsiveness

72.7 Bidder’s authorized representative

72.8 Pricing

72.9 Non-Endorsement and Publicity

72.10 No Costs or Charges

72.11 Diversity Participation

3 8PREPARATION OF BIDS

83.11 Bid Submittals Checklist

83.12 Format

93.13 Electronic Bids

93.14 Confidentiality, Proprietary Material and Trade Secrets

103.15 Due Date and Time

103.16 Bid Opening

103.17 Withdrawal or modification of response

4 11EVALUATION AND AWARD

114.1 General Provisions

124.2 Initial Determination of Responsiveness and Responsibility

134.3 Cost Evaluation`

134.4 Pricing Instructions

134.5 Ordering and Delivery

134.6 Selection of Apparent Successful Bidder

144.7 Award

144.8 Bid Information Availability after Award

APPENDICES

15Appendix A: Proposed Master Contract

15Appendix B: Discount Worksheet

15Appendix C: Complaint, Debrief and Protest procedures……

15Appendix D: Bidder Profile and Ordering………………………

15Appendix E: Certifications and Assurances……………………

15Appendix F: Regional Map………………………………………

SUMMARY OF OPPORTUNITY

1.1 Background

This is a replacement Contract for Contract #09109-HVAC Parts and Supplies, which expires on June 4, 2016. The Contract is used by various customers throughout the State of Washington. Based on customer feedback, the requirements identified herein are still critical to meeting our customer’s missions.

1.2 Purpose of the IFB

The purpose of this IFB is to establish a statewide master contract for the as needed purchase of materials, equipment, parts or supplies used for Heating, Ventilation, and Air Conditioning (HVAC).

The Department of Enterprise Services (DES) intends to award to multiple vendor(s) in six regions, up to a maximum of five (5) awards per manufacturer within a region.

1.3 Purchasers

This contract will be available for use by all Washington state agencies and authorized parties to the Master Contracts Usage Agreement (MCUA), including institutions of higher education, cities and counties, other political subdivisions or special districts, and nonprofit corporations. Their orders are subject to the same contract terms, conditions, and pricing as state agencies.

While use of the contract is optional for political subdivisions and nonprofit corporations authorized by the MCUA, these entities’ use of the contracts can significantly increase the purchase volume. DES accepts no responsibility for orders or payment by MCUA members.

MCUA members: https://fortress.wa.gov/ga/apps/ContractSearch/MCUAListing.aspx

1.4 Contract Term

The initial term of the contract is for two (2) years from award of the contract, with the option to extend for additional term(s) or portions thereof. Extensions will be exercised at the sole discretion of DES and upon written mutual agreement. The total contract term, including the initial term and all extensions, will not exceed eight (8) years unless circumstances require a special extension. DES reserves the right to extend with all or some of the contractors.

1.5 Estimated Sales

Based on projected usage, it is estimated that purchases over the one year initial term of the Contract may approximate $2,000,000.00. This estimate was provided solely for the purpose of assisting Bidders in preparing their Response. Orders will be placed only on an as needed basis. The State of Washington does not represent or guarantee any minimum purchase.

The awarded Contractor(s) understands the possibility of low sales or no sales and agrees to hold the state of Washington, the Department of Enterprise Services, and all potential contract customers (purchasers) harmless.

1.6 Contract and General Terms & Conditions

The apparent successful Bidder will be expected to enter into a contract, which is substantially the same as the Proposed Master Contract attached as Appendix A. In no event is a Bidder to submit its own standard contract terms and conditions in response to this solicitation.

1.7 Contractor Qualifications and Requirements

The contractor must be an established business firm with all required licenses, fees, bonding, facilities, equipment, and trained personnel necessary to meet all requirements and perform the work as specified in the Solicitation. Contractor shall maintain compliance with these requirements throughout the life of this Contract.

DES reserves the right to require receipt of proof of compliance with said requirements within ten (10) calendar days from the date of request, and to terminate this Contract as a material breach for noncompliance with any requirement of this paragraph.

In accordance with IFB requirements, Contractor agrees to take complete responsibility for all actions of such Subcontractor as related to this Contract.

1.8 Debarment and suspension

Respondent certifies, by submitting this Bid or Proposal, that neither it nor its affiliates presently are debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this procurement/Contract by any government agency. Respondent also agrees to notify DES if its debarment status changes during the Bid process or after receiving notice of Contract Award, if any. If respondent cannot certify this statement, attach a written explanation to the Bid response for review.

1.9 No Best and Final Offer

The state of Washington reserves the right to make an award without further discussion of the Response submitted. There will be no best and final offer request. Therefore, the Response should be submitted on the most favorable terms that the Bidder intends to offer.

1.10 In-state Preference/Reciprocity

Pursuant to RCW 39.26, DES has established a schedule of price adjustments applicable against any bidder submitting responses from states which grant a preference to their own in-state businesses as identified in the Preference Table. The reciprocity adjustment is applied as follows.

· These adjustments will be applied in formal sealed bid solicitations only.

· The business address from which the response was submitted will determine if an adjustment is to be applied.

· The appropriate percentage will be added to each response bearing the address from a state with in-state preferences rather than subtracting a like amount from Washington state bidders.

This action will be used only for evaluation. In no instance shall the increase be paid to a supplier whose response is accepted.

EVALUATION AND AWARD

2.1 Announcement and Special Information

The IFB, its appendices, attachments, amendments and any incorporated documents will comprise the entire IFB which will result in a contract between DES and the awarded contractor(s) when the final contract is signed by DES.

By responding to this IFB, a bidder acknowledges having read and understood the entire IFB and accepts all information contained within the IFB without modification.

2.2 Pre-Bid Conference

An optional pre-bid conference to address solicitation requirements will be held at the time and location indicated below. While attendance is not mandatory, Vendors are encouraged to attend and actively participate. If interpretations, specifications, or other changes to the solicitation are required as a result of the conference, the Procurement Coordinator will make amendments to the solicitation and provide those amendments by posting them on WEBS at https://fortress.wa.gov/ga/webs/.

Pre Bid Date:

February 23, 2016

Pre Bid Time:

11:30 a.m. – 12:30pm Room 2322

Pre Bid Location:

Department of Enterprise Services

1500 Jefferson St. SE

Olympia, WA 98501

Driving directions and parking information

Locations & Directions

2.3 Washington’s Electronic Business Solution (WEBS)

Bidders are solely responsible for:

· Properly registering with Washington’s Electronic Business Solution (WEBS) at https://fortress.wa.gov/ga/webs/, and maintaining an accurate vendor profile in WEBS.

· Downloading the IFB packet consisting of the IFB, all appendices, and incorporated documents related to the IFB for which you are interested in bidding.

· Downloading all current and subsequent amendments to the IFB to ensure receipt of all IFB documents.

Notification of amendments to the IFB will only be provided to those vendors who have registered with WEBS and have downloaded the IFB from WEBS. Failure to do so may result in a bidder having incomplete, inaccurate, or otherwise inadequate information and bid.

2.4 Amendments

Prior to the bid due date and time, DES reserves the right to change portions of this IFB. Any change will be issued in writing by DES as an amendment and incorporated into the IFB. If there is any conflict between amendments, or between an amendment and the IFB, the document issued last in time will be controlling. Only bidders who have properly registered and downloaded the original IFB directly via WEBS will receive notification of amendments and other correspondence pertinent to the procurement.

2.5 Bidder Communication Responsibilities

During the IFB process, all bidder communications about this IFB must be directed to the Procurement Coordinator. Unauthorized contact regarding this IFB with other state employees involved with the IFB may result in disqualification. All oral and written communications will be considered unofficial and non-binding on DES. Bidders should rely only on written amendments issued by the Procurement Coordinator.

Bidders are encouraged to make any inquiry as early in the process as possible to allow DES to consider and respond; however, no response is required from the Procurement Coordinator.

If a bidder does not notify DES of an issue, exception, addition, or omission, DES may consider the matter waived by the bidder for protest purposes.

If bidder inquiries result in changes to the IFB, written amendments will be issued and posted on WEBS.

2.6 Bidder Responsiveness

Bidders are to respond to each question/requirement contained in this IFB. Failure to comply with any applicable item may result in a bid being deemed non-responsive and disqualified.

DES reserves the right to determine the actual level of bidders’ compliance with the requirements specified in this IFB and to waive informalities in a bid. Informality is an immaterial variation from the exact requirements of the competitive IFB, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to bidders.

2.7 Bidder’s authorized representative

Bidders must designate an authorized representative in the Bidder Profile appendix who will be the principal point of contact for DES for the duration of this Solicitation process.

2.8 Pricing

Bid prices must include all cost components needed for the delivery of the goods described in this IFB. Failure to identify all costs in a manner consistent with the instructions in this IFB is sufficient grounds for disqualification.

All pricing shall include the costs of bid preparation, servicing of accounts, and complying with all contractual requirements.

Freight will be FOB destination, freight prepaid and included in bid prices.

Bidders must identify and include all elements of each manufacturers catalog that will be used for pricing. Unless otherwise specified, this must include, but is not limited to, all administrative fees, management fees, manuals, documentation, and shipping charges.

2.9 Non-Endorsement and Publicity

In selecting a bidder to supply goods/purchased services specified herein to contract purchasers, neither DES nor the purchasers are endorsing the bidder’s goods/services, nor suggesting they are the best or only solution to their needs.

2.10 No Costs or Charges

Costs or charges incurred before a contract is fully executed will be the sole responsibility of the bidder.

2.11 Diversity Participation

DES Strongly encourages the participation of minority and women-owned businesses, veteran-owned businesses, and Washington small businesses as prime contractors or subcontractors. No preference will be included in the evaluation of proposals, no minimum level of participation by these businesses shall be required as a condition of receiving an award, and proposals will not be rejected or considered non-responsive on that basis.

Minority and Women-Owned Businesses

In accordance with the legislative findings and policies set forth in RCW 39.19, the state of Washington encourages participation in all of its contracts by minority and woman-owned businesses firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). While the state does not give preferential treatment, it does seek equitable representation from the minority and women’s business community. In addition, the state welcomes participation by self-identified minority and woman owned firms and strongly encourages such firms to become certified by OMWBE.

Veteran-Owned Businesses

In accordance with the intent of Chapter 43.60A.200 PCW, the State encourages participation in all of its contracts by firms certified by the Washington State Department of Veterans’ Affairs (DVA). For questions regarding the above go to http://www.dva.wa/gov/.

Small Businesses

In accordance with the intent of Chapter 39.26.005 RCW, the State encourages the purchases of goods and services from Washington small businesses. Small business, minibusiness, and microbusiness are defined in RCW 39.26.010 (21), (18), and (17) respectively. Go to http://apps.leg.wa.gov/RCW/default.aspx?cite=39.26.010. All qualified state small business types are encouraged to register and identify themselves in the Washington Electronic Business Solutions (WEBS) http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx.

PREPARATION OF BIDS

3.11 Bid Submittals Checklist

The following checklist identifies the submittals which will comprise a bid. Any bid received without an item identified in this checklist and designated as REQUIRED will be rejected as being non-responsive. Please identify each page of the submittals and any supplemental materials with your company name or other identifiable company mark.

· Appendix B – Discount Worksheet: (REQUIRED) Complete as instructed and return a copy of the Discount Worksheet Appendix. Failure to complete this submittal as instructed will result in a bid being rejected for lack of responsiveness.

· Appendix D - Bidder Profile and Ordering (REQUIRED): Complete as instructed and return a copy of the Bidder Profile Appendix. Failure to complete this submittal as instructed will result in a bid being rejected for lack of responsiveness.

· Appendix E – Certifications and Assurances: (REQUIRED) Complete as instructed and return a copy of the Certifications and Assurances Appendix. Failure to complete this submittal as instructed will result in a bid being rejected for lack of responsiveness.

· IFB amendments (AS INSTRUCTED): If instructed to do so in any amendment to this IFB, sign and return a copy. Failure to sign and return any required amendments to this IFB may result in a bid being rejected for lack of responsiveness. When in doubt, sign and return a copy of all IFB amendments.

3.12 Format

ONLY ELECTRONIC RESPONSES WILL BE ACCEPTED

All responses must be sent by email to: DESFacilitiGroundRec@des.wa.gov . Subject line: 07815 – HVAC PARTS. Bids must be legible and properly signed by an authorized representative of the bidder. All changes and/or erasures must be initialed in ink. Unsigned bids will be rejected on opening unless satisfactory evidence was submitted clearly establishing the bidder’s desire and intent to be bound by the bid, such as a signed cover letter. Incomplete or illegible bids may be rejected.

3.13 Electronic Bids

Bidders must use the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, please submit as a pdf.

Bidders are cautioned to keep email sizes to less than 30 Mb. Also, to keep file sizes to a minimum, Bidders are cautioned not to use graphics in their Responses. For larger files, it is recommended that Bidders use more than one (1) email to submit their Proposal. If so, Bidders must state on each email how many emails are indicated (i.e. “Part 1 of 3”) to complete the Proposal.

DES does not assume responsibility for problems with the Bidders’ email. If DES’ email is not working, appropriate allowances will be made. Proposals may not be submitted in hard copy or transmitted using facsimile transmission.

Bidders are responsible for allowing sufficient time to ensure timely electronic receipt of their Proposal by the Procurement Coordinator. DES will not accept late bids, nor grant time extensions. DES may disqualify late bids from further consideration.

All proposals and any accompanying documentation become the property of DES and will not be returned.

3.14 Confidentiality, Proprietary Material and Trade Secrets

All documents submitted by bidders to DES as part of this procurement will become public records. They are subject to disclosure unless specifically exempt under Revised Code of Washington (RCW) 42.56 (The Public Records Act).

Confidential documents: DES strongly discourages submittal of confidential material. DES considers confidential material to be any portion of your submittal clearly marked all or in part “Confidential,” “Proprietary” or “Trade Secret” (or the equivalent).

· DES reserves the right to reject or disqualify any submittal that includes confidential material.

Public records requests: If a public records request seeks to view or obtain a copy of your RFP submittal, and if your submittal includes content clearly marked “Confidential,” “Proprietary” or “Trade Secret” (or the equivalent), DES will:

· Notify you of the date DES will disclose the requested records;

· Give you an opportunity to seek a court order that stops DES from disclosing the records.

DES will not:

· Evaluate or defend your claim of confidentiality. It is your responsibility to support your claim and take appropriate legal action to do so;

· Withhold or redact your documents without a court order.

Questions about the confidentiality of your submittal can be directed to the Procurement Coordinator or the DES Public Records Officer at (360) 407-8768 or publicrecords@des.wa.gov.

3.15 Due Date and Time

Bids must be received by DES on or before the due date and time at the location specified on the cover page. Time of receipt will be determined by the official time on the email.

If a bid is late or received at a location other than that specified it will be rejected.

Bidders should allow sufficient time to ensure timely receipt of the proposal by the Procurement Coordinator. Late Responses will not be accepted and will be automatically disqualified from further consideration.

DES assumes no responsibility for delays caused by Bidder’s e-mail, network problems or any other party.

3.16 Bid Opening

After the bid due date and time, emails will be opened. Bid contents will be available for public view after the announcement of Apparent Successful Bidder(s). (RCW 39.26.030).

3.17 Withdrawal or modification of response

Bidders are liable for all errors or omissions contained in their responses.

a. Prior to response due date and time

Modification:

Mistakes in Bids or Proposals detected prior to the due date and time may be corrected by the Bidder by withdrawing the original Bid or Proposal and submitting a corrected Bid or Proposal to DES before the due date and time.

Withdrawal:

An authorized Bidder representative is permitted to withdraw its response before the due date and time by submitting the withdrawal request in writing.

b. After response due date and time

No modification:

If Bidder mistakes in a Bid or Proposal are detected after due date and time, they may not be corrected.

Withdrawal:

If the Bidder submits evidence in writing satisfactory to DES that a mistake has been made by the Bidder in the calculation of its Bid or Proposal, DES may allow the Bid or Proposal to be withdrawn provided that the claim of mistake and supporting documentation is provided within three business days after the due date and time. Compliance with this section within the specified time limit shall relieve the Bidder of forfeiture of its Bid guarantee. If DES subsequently reissues the Solicitation, the Bidder having made the mistake may not participate in that Solicitation.

Clarification:

DES reserves the right to contact Bidder for clarification of response contents.

EVALUATION AND AWARD

4.1 General Provisions

· Bidder responsiveness, responsibility and price factors will be evaluated based on the evaluation process described in this section.

· Contract award will be based on the evaluation and award criteria established herein and will be subject to consideration of all factors identified in RCW 39.26 and other criteria identified in the IFB.

· Bidders whose bids are determined to be non-responsive will be rejected and will be notified of the reasons for rejection.

· After bids have been submitted, DES may require individual bidders to appear at a time and place determined by DES to discuss contract requirements. Any such meeting should not be construed as negotiations or an indication of DES’s intention to award.

· DES reserves the right to: (1) Waive any informality; (2) Reject any or all bids, or portions thereof;(3) Accept any portion of the items bid unless the bidder stipulates all or nothing in their bid; (4) Cancel an IFB and re-solicit bids; (5) Negotiate with the lowest responsive and responsible bidder to determine if that bid can be improved for the purchaser.

· Preferences and penalties: Preferences and penalties that are required by law, rule, or IFB will be applied to bid pricing. Some preferences and penalties may be added by contract language and could be applied to bid pricing. A preference reduces the bidder’s stated price by the amount of the preference and is an advantage to the bidder. A penalty increases the bidder’s stated price by the amount of the penalty and is a disadvantage to the bidder. Preferences and penalties are applied to the pricing for evaluation purposes only but are not applied for purchasing purposes.

· References: DES reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Any negative or unsatisfactory reference can be reason for rejecting a bidder as non-responsible. DES reserves the right to waive the reference check. In the event of a tie in Total Evaluation Cost, references will be used to determine the ASB.

· Scoring: The scoring criteria will be in three (3) steps as follows:

Step 1: Responsiveness, based on the bid Submittal. If it appears responsive, move to step 2.

Step 2: The bidder offering the highest discount based off each of the manufacturers catalog per region will become the Apparent Successful Bidder.

Step 3: Per region, up to four (4) additional vendors that bid within 20% of the highest manufacturers catalog discounted bid will also become Apparent Successful Bidders. DES reserves the right to expand the percentage to allow for up to four Apparent Successful Bidders per region.

4.2 Initial Determination of Responsiveness and Responsibility

Responsive Evaluation

Responses will be reviewed initially by the Procurement Coordinator to determine on a pass/fail basis compliance with administrative requirements as specified herein. Evaluation teams will only evaluate Responses meeting this requirement.

Responses meeting the Initial Determination of Responsiveness will then be reviewed on a pass/fail basis to determine if the Response meets the Mandatory requirements. Only Responses meeting all Mandatory requirements will be further evaluated.

The State reserves the right to determine at its sole discretion whether Bidder’s Response to a Mandatory requirement is sufficient to pass. If, however, all responding Bidders fail to meet any single Mandatory item, the Purchasing Activity will cancel the solicitation and reject all bids.

Responsible Evaluation

Only Responses that pass the Initial Determination of Responsiveness review will be evaluated based on the requirements in this Solicitation.

Pursuant to RCW 43.19,1911 (9), in determining Bidder responsibility, the following elements shall be given consideration:

1. The ability, capacity, and skill of the Bidder to perform the contract or provide the service required;

2. The character, integrity, reputation, judgment, experience, and efficiency of the Bidder;

3. Whether the Bidder can perform the contract within the time specified;

4. The quality of performance of previous contracts or services;

5. The previous and existing compliance by the Bidder with laws relating to the contract or services;

6. Such other information as may be secured having a bearing on the decision to award the contract.

During Response evaluation, DES reserves the right to make reasonable inquiries to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's subcontractor's facilities. Failure to respond to said request(s) may result in Response being rejected as non-responsive. These criteria will be pass/fail.

4.3 Cost Evaluation`

Bid Evaluation and Scoring: Responses that are determined to be responsive and responsible will have costs evaluated per the award criteria defined herein.

Within this bid, a Regional Map with six (6) Regions has been provided. Bidder may bid on one or more regions and will indicate which region by following the instructions on the Discount Worksheet and the Ordering and Delivery Worksheet.

4.4 Pricing Instructions

Bidder is to follow Discount Worksheet instructions identified on the Appendix B – Discount Worksheet. Bids received without following Worksheet Discount instructions may be rejected as non-responsive. Bidders will be required to provide a published catalog date and website link for each manufacturers catalog with discounts. Failure to provide a published catalog date and website link for each manufacturers catalog with discounts will be considered non-responsive and the bid will be rejected.

DES reserves the right to request that the Apparent Successful Bidder document that its product or service meets the technical specifications. Failure to fulfill this request within 10 business days of the request may be cause for rejection.

4.5 Ordering and Delivery

Bidder is to follow Ordering and Delivery instructions identified on the Appendix D – Bidder Profile and Ordering. Bids received without following Ordering and Delivery worksheet instructions may be rejected as non-responsive.

4.6 Selection of Apparent Successful Bidder

The responsive and responsible bidder that meet all of the IFB requirements, and has the lowest discount off of the Manufacturers list price as calculated in Appendix B: Discount Worksheet will be the Apparent Successful Bidder. In addition, up to (4) additional responsive and responsible bidders that are within 20% of the highest discounted bid for each manufacturer within a region will also be an Apparent Successful Bidder(s). DES reserves the right to expand the percentage to allow up to four Apparent Succesful Bidders per region.

Designation as an Apparent Successful Bidder does not imply that DES will issue an award to your firm. It merely suggests that at this moment in time, DES believes your bid to be responsive. This designation allows DES to perform a responsibility analysis and ask for additional documentation. DES may also re-examine the bid to determine whether the bid is truly as responsive as initially believed. The bidder must not construe this as an award, impending award, attempt to negotiate, etc. If a bidder acts or fails to act as a result of this notification, it does so at its own risk and expense.

DES reserves the right to request additional information or perform tests and measurements as part of the evaluation process before award. Failure to provide requested information within 10 days may result in disqualification.

4.7 Award

Upon notification of the Apparent Successful Bidder(s), DES will issue a Contract to those Bidder(s) that will capture all of the mutually agreeable terms and conditions of the winning Bid. This Contract will capture all of the required elements of an enforceable contract between DES and the ASB, and will give legal force to the agreement between ASB and DES. The terms of the agreement shall not take effect until this resulting Contract is signed by a duly authorized representative of the ASB, and countersigned by DES, at which time a fully-executed Contract will result and take force.

Following the award, all bidders will receive a Notice of Award, typically through a WEBS notification.

4.8 Bid Information Availability after Award

After the announcement of the Apparent Successful Bidder(s), bidders may request results of the IFB evaluation and award by contacting the procurement coordinator. Upon Contract execution, results will also be available by accessing www.des.wa.gov. Bidders may also schedule an appointment to review the bidding process.

APPENDICES

By responding to this IFB, a bidder acknowledges reading, understanding, and accepting all information contained within the entire IFB without modification.

Appendix A: Proposed Master Contract

Appendix B: Discount Worksheet

Appendix C: Complaint, Debrief and Protest procedures……

Appendix D: Bidder Profile and Ordering………………………

Appendix E: Certifications and Assurances……………………

Appendix F: Regional Map………………………………………

_1517132959.doc

Bidder Profile

Solicitation #07815

Bidder Profile

Invitation for Bid 07815-HVAC Parts and Supplies

COMPANY INFORMATION (for contract administration purposes)

Company Name and Address

Primary contact/Address

Name/Email:

Address:

Phone:

Sales reporting contact information

Management fee contact

Address to send management fee invoices

Company name:

Attn:

Address:

City/State/Zip:

Wash. Dept. of Revenue Registration No.

Federal Tax ID No. (TIN)*

*If your TIN is a Social Security Number, provide only the last four digits

REFERENCES

Provide a minimum of three commercial or government references for which bidder has delivered goods and/or services similar in scope as described in the IFB.

1. Customer:

Contact:

Email:

2. Customer:

3. Customer:

ORDERING

Region being bid (copy and paste the area if an additional region and/or different contact information)

Olympic FORMCHECKBOX North Central

FORMCHECKBOX

Southwest FORMCHECKBOX

Northwest FORMCHECKBOX

South Central FORMCHECKBOX Eastern FORMCHECKBOX

Contact _______________ Phone _______________ Fax __________________

Email _________________ Supplier Number _____________if applicable

Payment Address ___________________________________________

Payment Terms _____________________ Prompt Payment Discount _________________

Below you will find (3) “EXAMPLES” of ordering procedures. DES is asking that bidders use these examples as a guide to explain your company’s ordering procedures (be specific and add as many lines as needed). Apparent Successful Bidders will have their order procedures posted on the DES portal page.

Procedures for Ordering

EMBED Word.Document.12 \s

DELIVERY

Delivery Dates: check all applicable

Monday FORMCHECKBOX Tuesday FORMCHECKBOX Wednesday FORMCHECKBOX Thursday FORMCHECKBOX Friday FORMCHECKBOX Saturday FORMCHECKBOX Sunday FORMCHECKBOX

Hours of Service ____________________

Emergency Service:

Yes FORMCHECKBOX No FORMCHECKBOX Contact Name: ________________ Phone/ Cell: ___________________

Delivery Time: In stock items __________________ Out of Stock Items ______________________

Minimum Orders: Yes FORMCHECKBOX No FORMCHECKBOX

Questions

How are products delivered? (Example: Fed Ex, UPS, etc.) ____________________________________

How can I check status of an order? ______________________________________________________

How can I determine what parts are in stock? _______________________________________________

Is there any additional information you would like to tell us about your ordering or delivery? ________________________________________________________________________________________________________________________________________________________________________

SALES/CUSTOMER SERVICE

Purchasing cards accepted (note: any card fees must be rolled into the unit price of the bid

Check all applicable):

FORMCHECKBOX

Visa FORMCHECKBOX Master Card FORMCHECKBOX American Express FORMCHECKBOX Discover FORMCHECKBOX Other:

Department of Enterprise Services (DES) Contracting and Purchasing – Appendix E – Bidder Profile Solicitation #07815-HVAC Parts and Supplies Page 1 of 3

Department of Enterprise Services (DES) Contracting and Purchasing – Appendix D - Bidder Profile Solicitation #07815-HVAC Parts and Supplies Page 3 of 3

Contractor: Praxair Distribution, Inc.

480 E 19th Street

Tacoma, WA. 98421

Contact: Brian Abbott Phone: (253) 620-1655 Fax: (253) 620-1702

Email: brian_abbott@praxair.com

Federal ID: 94-1693764 Supplier No: W6387

Ordering Procedures:

1. Customer Service phone 800-624-7033 or fax 253-620-1700 or email tacomacustomerservice@praxair.com, will be the centralized customer contact for the State of Washington. They will be available for all concerns, including but not limited to, ordering, invoicing, and credits.

2. If required a purchase order from the state should be communicated to Praxair. The purchase order should have the end users account number on it.

3. Invoices will be mailed to the state on the day after the equipment ships. Invoices and picking ticket copies are available through www.express.praxair.com or by contacting Praxair at 800-624-7033.

Payment Address:

Praxair Distribution, Inc, PO Box 120812

Dept. 0812

Dallas, TX 75312

Credit Card Acceptance: Visa, MasterCard, Discover and American Express

Delivery Time: Payment Terms: Net 30 days

Trade-ins: Not applicable

Authorized Dealers: Not applicable

Contractor:

Grainger Industrial Supply

DES Supplier No.:

W5933

Contractor Administrator:

Chrissy Carlson

Email:

Chrissy.carlson@grainger.com

Phone:

425-429-1112

Fax:

Web catalog address:

www.grainger.com

Federal ID No.:

361150280

Department of Revenue Registration Tax #:

300-997239-0

Payment address:

Grainger Ind. Supply, Accounts Payable Dept., MW – H11, Palatine, Il. 60038-000

Order placement address:

Any Grainger branch or online at www.grainger.com

Ordering procedures:

Order on-line at www.grainger.com, by phone, fax or will-call.

Credit card acceptance:

VISA, MasterCard and American Express

Minimum orders:

No minimum order requirements

Delivery time:

1-3 days for in-stock items, 3-10 days for out of stock items After Receipt of Order

Payment terms:

Net, 30 days

Shipping destination:

Freight on Board (FOB) destination

Freight Charges:

Prepaid and included

W.W. Grainger Inc. | Pacific Northwest Region

Cell (425) 429-1112 | chrissy.carlson@grainger.com | www.grainger.com

Ordering Process: Submit Order directly to Contractor for processing either by contacting the local store or on-line at www.grainger.com. Sign in as usual. Local/regional store location and contact information is listed below.

Products and Pricing: Products are available from Grainger’s entire catalog, including Grainger Sourcing and Parts, less the exclusion noted above. A table below lists, by category, 1) other state contracts that may provide the same products and 2) the discounts off Grainger’s catalog. In addition, a Bid Market Basket of more deeply discounted items used for the Bid is reflected in Contract pricing. Orders under this Contract automatically use the lowest pricing.

Customizable Market Baskets offering greater discounts, of up to 100 items may be developed between Grainger and Authorized Purchasers.

CONTRACTOR INFORMATION

Contractor: Airgas USA LLC

3737 Worsham Ave

Long Beach, CA 90808

Contact: Richie Ford Phone: (360)435-7151 Fax: (360)501-8159

Email: richie.ford@airgas.com

Federal ID: 56-0732648 Supplier No: W40973

Contract Worth: $10,000,000/2 year term - estimated aggregate

Ordering Procedures:

1. All orders should be placed through your corresponding Branch location. Locations attached under Authorized Dealers.

2. A purchase order from the state should be sent to Airgas to receive the discounted price. The purchase order should have the contract number on it.

3. Invoices will be mailed to the state the day after the equipment ships. Faxed invoices are available by contacting Airgas or by visiting Airgas.com.

4. If you have questions or concerns regarding your account and are unable to resolve through your local Branch or Account Manager, please contact Stacey Hogan 360-944-4043 or local District Manager.

Payment Address: PO Box 7423, Pasadena, CA 91109-7423

Credit Card Acceptance: Visa, MasterCard, Discover and American Express

Delivery Time: Monday – Friday 8 am to 5 pm Payment Terms: Net 30 days

Trade-ins: Not applicable

Authorized Dealers:

image1.emf

Washington Branches_Washington State Bid.docx

Washington Branches:

Aberdeen

111 Commerce Street

Aberdeen, WA 98520

360-533-5957 nor.aberdeen.cs@airgas.com

Moses Lake

940 E Broadway Ave

Moses Lake, WA 98837

509-762-3011 nor.moses.lake.cs@airgas.com

Arlington

5925 199th St NE

Arlington, WA 98223

360-435-7151 nor.arlington.cs@airgas.com

Olympia

3021 Martin Way

Olympia, WA 98501

360-754-7600 nor.olympia.cs@airgas.com

Bellingham

401 Kansas Street

Bellingham, WA 98225

360-734-4980 nor.bellingham.cs@airgas.com

Seattle

4401 airport Way South

Seattle, WA 98108

206-682-2880 seattle.counter.sales@airgas.com

Bremerton

5373 Auto Center Way #101

Bremerton, WA 98312

360-373-2579 nor.bremerton.cs@airgas.com

Tacoma

2043 South 35th Street

Tacoma, WA 98409

253-473-2282 nor.tacoma.cs@airgas.com

Chehalis

615 West Main

Chehalis, WA 98532

360-748-4436 nor.chehalis.cs@airgas.com

Woodinville

14221 NE 190th

Woodinville, WA 98072

425-487-3688 nor.woodinville.cs@airgas.com

Fife

4405 Pacific Highway East

Fife, WA 98424

253-926-3835 nor.fife.cs@airgas.com

Vancouver – Harney

800 W Harney Street

Vancouver, WA 98660

360-759-9400 nor.vancouverharney.cs@airgas.com

Kent

22001 68th Ave. South

Kent, WA 98032

253-872-8664 nor.kent.cs@airgas.com

Vancouver – Hwy 99

11912 NE Hwy 99

Vancouver, WA 98686

360-574-5311 nor.vancouver99.cs@airgas.com

Longview

1165 Columbia Blvd

Longview, WA 98632

360-501-8100 nor.longview.cs@airgas.com

*You can also find the Branch that services your location and access contact information via Airgas.com

Search by City, State or Zip Code.

_1517133886.doc

Updated 6-29-15

Complaint, Debrief and Protest Procedures

Department of Enterprise Services

Appendix C

Complaint, Debrief and Protest Procedures

Policies for procurement protests and appeals were adopted by the Department of Enterprise Services (DES) in January 2013, by authority of Revised Code of Washington (RCW) 39.26.170.

1 COMPLAINT – PRE-SUBMITTAL

1.1 Criteria for a complaint

A formal complaint may be based only on one or more of the following grounds:

A. The solicitation unnecessarily restricts competition;

B. The solicitation evaluation or scoring process is unfair or flawed; or

C. The solicitation requirements are inadequate or insufficient to prepare a response.

1.2 Initiating a complaint

A complaint must:

A. Be submitted to and received by the procurement coordinator no less than five business days prior to the deadline for bid submittal; and

B. Be in writing (see Form and Substance, and Other below).

A complaint should:

A. Clearly articulate the basis of the complaint; and

B. Include a proposed remedy.

1.3 Response

When a complaint is received, the procurement coordinator or his or her designee will consider all the facts available and respond in writing prior to the deadline for bid submittals, unless more time is needed.

DES is required to promptly post the response to a complaint on WEBS.

1.4 Response is final

The procurement coordinator’s response to the complaint is final and not subject to administrative appeal, although the procurement coordinator may issue further clarification if needed. Issues raised in a complaint may not be raised again during the protest period. Furthermore, any issue, exception, addition, or omission not brought to the attention of the procurement coordinator prior to bid submittal may be deemed waived for protest purposes.

2 Debrief Conference (Pre-condition of Protest)

Following announcement of the Apparent Successful Bidder:

2.1 Purpose of a debrief conference

Any bidder who has submitted a timely bid response may request a debrief conference (see Form and Substance, and Other below). A debrief conference provides an opportunity for the bidder to meet with DES to discuss its bid and evaluation.

2.2 Requesting a debrief conference

The request for a debrief conference must be made in writing via email to the procurement coordinator and received within three business days after the announcement of the Apparent Successful Bidder.

Debrief conferences may be conducted either in person at the DES facility in Olympia, Wash., or by telephone, as determined by DES, and may be limited by DES to a specified period of time.

The failure of a bidder to request a debrief within the specified time and attend a debrief conference constitutes a waiver of the right to submit a protest. Any issue, exception, addition, or omission not brought to the attention of the procurement coordinator before or during the debrief conference may be deemed waived for protest purposes.

3 Protest

Following a debrief conference:

3.1 Criteria for a protest

A protest may be based only on one or more of the following:

A. Bias, discrimination or conflict of interest on the part of an evaluator;

B. Error in computing evaluation scores; or

C. Non-compliance with any procedures described in the solicitation document.

3.2 Initiating a protest

Any bidder may protest an award to the Apparent Successful Bidder. A protest must:

A. Be submitted to and received by the DES assigned investigator (if known), otherwise the procurement coordinator, within five business days after the protesting bidder’s debriefing conference (see Form and Substance, and Other below);

B. Be in writing;

C. Include a specific and complete statement of facts forming the basis of the protest; and

D. Include a description of the relief or corrective action requested.

3.3 Protest response

After reviewing the protest and available facts, the DES-assigned investigator will issue a written response within 10 business days from receipt of the protest, unless additional time is needed, and in such event DES should notify the protesting bidder the length of the additional time needed.

3.4 Decision is final

The protest decision is final and not subject to administrative appeal, although the DES-assigned investigator may issue further clarification if needed.

If the protesting bidder does not accept the agency protest response, the bidder may seek relief from the Superior Court. Any such action must be brought in the Superior Court of Thurston County, Wash.

4 COMMUNICATION DURING COMPLAINTS, DEBRIEFS AND PROTESTS

All communications about a solicitation that is subject to a complaint or debrief must be addressed to the procurement coordinator. All communications about a solicitation that is being protested must be coordinated through the DES-assigned investigator, if known; otherwise, to the procurement coordinator.

5 Form and Substance, and Other

5.1 All complaints, requests for debrief and protests must:

A. Be in writing;

B. Be signed by the complaining or protesting bidder or an authorized agent, unless sent by email;

C. Be delivered within the time frame(s) outlined herein;

D. Be sent to the appropriate individual within DES (see contact information below);

E. Identify the solicitation by DES number;

F. Conspicuously state “Complaint,” “Debrief” or “Protest” in any subject line of any correspondence or email;

G. Be sent to the address identified in the table below;

5.2 All complaints and protests must:

A. State all facts and arguments on which the complaining or protesting bidder is relying as the basis for its action; and

B. Include any relevant documentation or other supporting evidence.

How to contact DES:

COMPLAINT

Email

Other

To the procurement coordinator listed on the first page of the solicitation document.

Subject line must include “Complaint.”

(Name of procurement coordinator)

Contracts, Procurement and Risk Mgmt.

Department of Enterprise Services, 1500 Jefferson Street

P. O. Box 41411

Olympia, WA 98504-1411

DEBRIEF

Email

To the procurement coordinator listed on the face page of the solicitation document.

Subject line must include “Debrief.”

PROTEST

Email

Other

To the DES-assigned investigator (if known). If not known, send to the procurement coordinator listed on the first page of the solicitation document.

Subject line must include “Protest.”

(Name of DES-assigned investigator, if known, otherwise the procurement coordinator)

Department of Enterprise Services

1500 Jefferson Street

P. O. Box 41411

Olympia, WA 98504-1411

HVAC #07815

_1517378483.xls

Summary

APPENDIX B

DISCOUNT WORKSHEET

HVAC Parts #07815

Bidder Name:

Instructions:

1). Bidder is to enter a percentage(%) discount off Manufacturers catalog in discount column of table below. Discount percentage must be a whole number i.e. 25% NOT 25.2%. Additionally, the catalog date and Catalog web page must be entered in the appropriate columns.

2) Bidder to check box of region they choose to bid on. There is no minimum or maximum to the number of regions required to bid. Regional map is located in Appendix F.

3). Additional manufacturers may be added to the blank rows in the manufacturer column.

Manufacturer Discount Region

Date Catalog Web Page Olympic Northwest North Central Eastern Southwest South Central

Bacharach Instruments %

Baldor Motors %

Belimo %

Bell & Gossett (ITT) %

Bohn Products (Heatcraft) %

Bussmann %

Chandler Refrigeration (Heatcraft) %

Climate Control Prod. (Heatcraft) %

Compressors Unlimited Intl., LLC %

Copeland Refrigeration %

Danfoss Products %

Dwyer Instruments, Inc. %

Flo-Control Inc. %

Gates Rubber Co. %

Henry Technologies %

Highside Chemical Company %

Honeywell Inc. %

Invensys Building Systems Inc. (Paragon) %

ITT McDonnell & Miller/Hoffman %

J/B Industries Inc. %

Johnson Controls %

Klein Tools Inc. %

Larkin Refrigeration Products %

Manitowoc Equipment Works %

Maple Chase (Paragon) %

Motors & Armatures %

Mueller Industries, Inc. %

Nibco Inc %

Nu-Calgon Products %

Ranco Controls %

Raychem HTS %

Refrigeration Hardware Supply Corp. %

Ritchie Engineering %

Robertshaw Controls %

Robinair Manufacturing Corp. %

Russell Products %

Sealed Unit Parts Co, Inc. %

Siemens-Furnas Controls %

Smith A.O. Corp. %

Sporlan Valves %

Universal Enterprise Inc. (UEI) %

White-Rodgers %

Page &P of &N

_1517395290.doc

Appendix A

Proposed Master Contract

Terms and Conditions for

IFB No. 07815

Master Contract

07815

Between:

<Insert Company Name>

And

Washington State Department of Enterprise Services

TABLE OF CONTENTS

Contract FORMATION

31.1

PARTIES

31.2

RECITALS

31.3 Purpose or Scope

31.4 contract term

41.5 Changes

41.6 Price adjustments

41.7 Miscellaneous expenses

Standard Definitions

Standard Terms & Conditions

83.1 Contract modifications

83.2 Contract…