3State of Washington
Department of Enterprise Services
OSP Contract Number: 02708
For Snow and Ice Control Products
Updated June 24, 2013
Contract Administrator:
Melanie Williams
360-407-9399
This document contains the original solicitation and all four solicitation amendments as posted at the time of bid.
State of Washington
DEPARTMENT OF GENERAL ADMINISTRATION
Office of State Procurement
Rm. 201 General Administration Building, P.O. Box 41017 l Olympia, Washington 98504-1017 l (360) 902-7400
http://www.ga.wa.gov
IFB Amendment 4
IFB Reference #: / 02708Title: / Snow and Ice Control Products
Amendment Number: / 4
Date issued: / June 23, 2008
Purpose: This amendment is for informational purposes only.
As a reminder, Section 3.3.2 of the Model Contract portion of this IFB document reads in part as follows:3.3.2 Price for Rail Freight: After the effective date of the contract and during the contract period, the Contractor’s purchase cost for rail freight service (including fuel surcharges) from the manufacturer to the Contractor’s storage facility shall be allowed to change only on a direct cost pass-through-basis at the discretion of the Contract Administrator, provided the Contractor:
Thus, bidders should factor into their bid pricing any changes in rail freight rates that would become effective before the effective date of the contract, which is anticipated to be July 15, 2008. For example, we have been advised that the Union Pacific Railroad has published new rates effective July 5, 2008 that may impact one or more products covered by this IFB.
Bidders are requested to complete and return this amendment with their bid. All other terms, conditions, and specifications remain unchanged.
Bid opening date and time remains unchanged:
Date & Time: June 25, 2008 – 2:00 PM
06/23/08
Signed (Robert Paulson, Jr., C.P.M.)
Procurement Coordinator / Date signed
Bidder to complete the following:
Company: / ______
Authorized Representative: / ______
Federal ID #: / ______
Address: / ______
Phone/Fax/E-mail: / ______
Signature / Date
IFB Amendment 3
IFB Reference #: / 02708Title: / Snow and Ice Control Products
Amendment Number: / 3
Date issued: / June 13, 2008
This IFB is amended as follows:
Purpose: / This amendment is to delay the bid opening date and time by one week as shown below and to modify the bid evaluation process to include a “best buy factor” for bidders offering PNS Category 1 and Category 2 products. See below for the change to the bid document. Please apply the changes/revisions to your copy of the bid document.Bidders are requested to complete and return this amendment with their bid. All other terms, conditions, and specifications remain unchanged.
Previously scheduled opening date and time / New opening date and time
Date & Time: June 18, 2008 - 2:00 PM / Date & Time: June 25, 2008 - 2:00 PM
06/13/08
Signed (Robert Paulson, Jr., C.P.M.)
Procurement Coordinator / Date signed
Bidder to complete the following:
Company: / ______
Authorized Representative: / ______
Federal ID #: / ______
Address: / ______
Phone/Fax/E-mail: / ______
Signature / Date
IFB 02708, Snow and Ice Control Products – Amendment #3
June 13, 2008
Page 3
Comment: Upon further review, the state has decided to delay the bid opening date one week and to modify the bid evaluation process to include a “best buy factor” for bidders offering PNS Category 1 Corrosion Inhibited Liquid Magnesium Chloride and Category 2 Corrosion Inhibited Liquid Calcium Chloride products. See below for the change to the bid document.
Please make the following changes/revisions to your copy of the bid document.
Front Page Change the Bid due date and time from June 18, 2008 - 2:00 PM to June 25, 2008 – 2:00 PM.
Page 18 Part I The Solicitation Document, Section 8.2 EVALUATION PROCESS. Change the first bullet paragraph under Price Evaluation to read as follows:
· For PNS Category 1 Corrosion Inhibited Liquid Magnesium Chloride and Category 2 Corrosion Inhibited Liquid Calcium Chloride the sum of the price listed for 3 Days (times weight factor 25%), plus the price listed for 7 Days (times weight factor 75%) equals total evaluation price for the Maintenance Area for each WSDOT Region for which the Bidder bids to deliver product. The evaluation price for each Maintenance Area will be summed to determine the evaluation price for each Region (which may be adjusted for qualifying prompt payment discount). Bid prices must be quoted for all Maintenance Areas listed within the WSDOT Region. The evaluation price for each Region shall be adjusted to factor in an evaluation preference for higher concentration products. This best buy (best value) factor shall be based on a percentage of active chemical in the product using the following formula. The per ton evaluation price for each Region shall be divided by the Concentration Percentage (listed for the product by PNS in its Qualified Products List at the time of bid opening) to determine the best buy factor. For example:
a. Bidder A’s evaluation price for a 27% concentration product is $140.00/ton for Region 5. The evaluation formula would be: $140.00/27% (or .27) would result in a best buy factor of 518.5 (rounded to 1/10th). [$140.00/.27 = 518.5 best buy factor]
b. Bidder B’s evaluation price for a 30% concentration product is $155.00/ton for Region 5. The evaluation formula would be: $155.00/30% (or .30) would result in a best buy factor of 516.7 (rounded to 1/10th). [$155.00/.30 = 516.7 best buy factor]
In the above example, although Bidder B would have the higher evaluated price per ton for a higher concentration product for Region 5, it would also have the lowest best buy factor and thus would be determined to have the best value purchase price.
Page 19 Part I The Solicitation Document, Section 8.2 EVALUATION PROCESS. Change the last paragraph under Price Evaluation to read as follows:
City of Spokane's bid evaluation and award shall be to the lowest responsible and responsive Bidder to both City of Spokane's delivery locations identified herein. The estimated total price for both locations shall be added together to determine an overall total evaluation price. This total evaluation price shall be divided by 8,000 tons to determine a weighted average price per ton. This weighted average price per ton shall have the “best buy” factor described above applied to determine the best value purchase price. Bidder’s proposed off-site storage volume
and facility, and supply plan will be considered on a pass/fail basis. The state reserves the right not to award this section of bid if it is determined not to be in the best interest of the City and/or the state.
IFB 02708, Snow and Ice Control Products – Amendment #3
June 13, 2008
Page 3
IFB Amendment 2
IFB Reference #: / 02708Title: / Snow and Ice Control Products
Amendment Number: / 2
Date issued: / June 11, 2008
This IFB is amended as follows:
Purpose: / This amendment is in response to numerous questions raised about the bid and Amendment 1, including questions about product concentration levels. Please apply the changes/revisions listed on the following pages to your copy of the bid document.Bidders are requested to complete and return this amendment with their bid. All other terms, conditions, and specifications remain unchanged.
Bid opening date and time remains unchanged:
Date & Time: June 18, 2008 – 2:00 PM
06/11/08
Signed (Robert Paulson, Jr., C.P.M.)
Procurement Coordinator / Date signed
Bidder to complete the following:
Company: / ______
Authorized Representative: / ______
Federal ID #: / ______
Address: / ______
Phone/Fax/E-mail: / ______
Signature / Date
IFB 02708, Snow and Ice Control Products – Amendment #2
June 11, 2008
Page 3
Comment: We have received numerous questions about the acceptable level of concentration for PNS Category 1 Corrosion Inhibited Liquid Magnesium Chloride and Category 2 Corrosion Inhibited Liquid Calcium Chloride products. I would refer bidders to the following section of the IFB: “Appendix D Specifications, Section 1 paragraph 1.1 Qualified Products List: To bid a product in response to this IFB, that product must be listed on the current QPL developed by the PNS. Only products approved by PNS prior to the date and time of bid opening will be considered for evaluation and contract award. A listing of approved products from the QPL is available on the PNS website at http://www.wsdot.wa.gov/partners/pns/pdf/PNSQPL4-15-06.pdf” Therefore, the PNS listed concentration level for the product will be the level of concentration used for contract management purposes, especially as related to the issue of applying liquidated damages (reference Appendix C Technical Requirements Section 2.8).
Please make the following changes/revisions to your copy of the bid document.
Pages 61 & 62 Appendix C Technical Requirements, Section 2.8.3: Change the section to read as follows:
2.8.3 Product Deviations from Chemical Specifications: If Contractor delivers product not in compliance with the specifications identified herein, then liquidated damages will be assessed as defined below. Liquidated damages will be based on the Pacific Northwest Snowfighter’s testing methods as identified herein. The below liquidated damage amounts represent the reasonable forecast of Purchaser’s actual damages for use of product that does not meet the chemical specifications.
1. Concentration Specifications for Category 1 Corrosion Inhibited Liquid Magnesium Chloride and Category 2 Corrosion Inhibited Liquid Calcium Chloride.
Field samples taken of the delivered liquid chemical products will be tested for the appropriate Magnesium Chloride and Calcium Chloride concentration in percent according to Test Method A. Using diluted product results in Purchaser incurring increased operational expenses and additional product costs for having to use more of the product.
Liquidated damages for Noncompliance of Product to concentration ranges andChemical products below the minimum concentration
The below liquidated damage assessments are based on a load value of $3000.00, this amount is based on an average historical product pricing for a typical truckload quantity.
Concentration Ranges / Liquidated Damages
Concentration less 1% of the concentration level specified for the product in the PNS QPL (but in no case below the minimum concentration limit). / No liquidated damages
Concentration less 1.1% or more of the concentration level specified for the product in the PNS QPL (but in no case below the minimum concentration limit). / Anticipated to use 35% more product per truckload, therefore liquidated damages will be assessed at $1000.00 per load per delivery location
Chemical Products below the minimum concentration (25%) at 24.0% to 24.9% concentration. / Anticipated to use 50% more product per truckload, therefore liquidated damages will be assessed at $1500.00 per load per delivery location.
Chemical Products below the minimum concentration (25%) at less than 24.0% concentration. / Anticipated to use 100% more product per truckload, therefore liquidated damages will be assessed at 100% of value per load per delivery location.
Page 61 Appendix C Technical Requirements, Section 2.7.3: Change the section to read as follows:
2.7.3 For liquid products the Contractor shall provide a legibly printed ticket from a flow meter or certified weight scale that has been tested and certified by approved Washington state agency of Weights and Measures. The certification of the meter (or certified weight scale) shall not be older than one year. Weight tickets shall be stamped with a Weigh Master seal. Contractor shall have flow meters (or certified weight scales) recalibrated once a year by licensed service agent approved by Weights and Measures. Purchaser may request that the meter (or certified weight scale) be retested and certified again during the delivery year if the data from the meter or certified weight scale is in question. This retesting and certification shall be done at no additional charge to the Purchaser.
State of Washington
DEPARTMENT OF GENERAL ADMINISTRATION
Office of State Procurement
Rm. 201 General Administration Building, P.O. Box 41017 l Olympia, Washington 98504-1017 l (360) 902-7400
http://www.ga.wa.gov
IFB Amendment 1
IFB Reference #: / 02708Title: / Snow and Ice Control Products
Amendment Number: / 1
Date issued: / June 4, 2008
This IFB is amended as follows:
Purpose: / This amendment is the result of the optional prebid conference held May 22, 2008, at the Three Rivers Conference Center, Kennewick, Washington. Please apply the changes/revisions listed on the following pages to your copy of the bid document.Bidders are requested to complete and return this amendment with their bid. All other terms, conditions, and specifications remain unchanged.
Bid opening date and time remains unchanged:
Date & Time: June 18, 2008 – 2:00 PM
06/02/08
Signed (Robert Paulson, Jr., C.P.M.)
Procurement Coordinator / Date signed
Bidder to complete the following:
Company: / ______
Authorized Representative: / ______
Federal ID #: / ______
Address: / ______
Phone/Fax/E-mail: / ______
Signature / Date
Page 7 of 104
IFB 02708, Snow and Ice Control Products - Amendment #1
June 4, 2008
Page 7
Comment: There was considerable discussion at the prebid conference about bidder’s willingness to extend contract pricing to political subdivision members of the Washington State Purchasing Cooperative (reference Part II The Model Contract Section 1.6). After further consideration of the concerns raised and our belief that such orders likely would represent less than 2% of estimated value of this contract, we believe there is no current need to change or otherwise modify this solicitation document. Therefore, bidders who do not wish to extend the resulting contract and its products, prices, terms and conditions to orders received from participating political subdivisions should respond accordingly to paragraph 8 of Appendix E Bid Information and Bidder Profile.
Highlights:
1. Initial contract term changed from approximately 1 year to 2 years.
2. Price adjustment modified to allow pass-through of product and deep sea freight transportation cost changes after first year.
3. Clarification for orders received by Contractor prior to and after 2:00 p.m.
4. Minimum concentration standards for PNS Category 1 (Liquid Magnesium Chloride) and Category 2 (Liquid Calcium Chloride) have been changed to 25%.
5. The volumes for Category 1 and 2 have been reduced. See revised appendix G volumes below.
6. As requested, below are purchase volumes by product category and WSDOT Maintenance Area for the past season.