Invitation for Bid00814
Walk-in Step Vans, Various Sizes
Invitation for Bid00814
Walk-in Step Vans or Similarly Situated Vehicles, Various Sizes
The Washington State Department of Enterprise Services (DES), Master Contracts and Consulting Unit (MCC), 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 downloaded this IFB.
Posting Date...... 6/11/14
Complaint & Question Period....6/11/14 through 7/02/14
...... Note: Complaints must be received no later than 7/02/14 (see Section 2.2)
Bids Are Due...... 7/11/14 by 2:00 pm PST
...... Note: See Section 3.2 for a checklist of all required submittals
Anticipated Award Date...... 7/16/14
Procurement Coordinator...... Glen McNeill
(360) 407-9417
Deliver Bids to...... Washington State Department of Enterprise Services
Master Contracts and Legal
1500 Jefferson St. SE
Olympia, WA 98501
Attention:Bid Clerk, Master Contracts and Consulting Unit
IMPORTANT: Bids must be delivered in a sealed package and should have the following information on the outside:
- IFB number
- Bid due date and time
- Procurement coordinator’s name
- Name and address of bidder’s company
CONTENTS
1SUMMARY OF OPPORTUNITY
1.1Background
1.2Purchasers
1.3Contract Term
1.4Estimated Usage
2IFB OVERVIEW
2.1Announcement and Special Information
2.2Complaint, Debrief and Protest (General Information)
2.3Washington’s Electronic Business Solution
2.4Amendments
2.5Bidder Communication Responsibilities
2.6Bidder Responsiveness
2.7Pricing
2.8Vendor Management Fee
2.9Non-Endorsement and Publicity
2.10No Costs or Charges
2.11Dealer Authorization
2.12Economic and Environmental Goals
3PREPARATION OF BIDS
3.1Bid Submittals (Checklist)
3.2Format
3.3Electronic Copies
3.4Due Date and Time
3.5Bid Opening
4EVALUATION AND AWARD
4.1General Provisions
4.2Determination of Responsiveness
4.3Determination of Responsibility
4.4Technical Specifications Evaluation
4.5Segmentation
4.6Selection of Apparent Successful Bidder
4.7Announcement of Apparent Successful Bidder
4.8Bid Information Availability After Announcement of the Apparent Successful Bidder
4.9Award
5CONTRACT INFORMATION
5.1Incorporated Documents and Order of Precedence
5.2Parties
5.3Authority to Bind
5.4Counterparts
5.5Sales Report
5.6Changes
5.7Price Adjustments
5.8Miscellaneous Expenses
6APPENDICES
Appendix A: Standard Terms and Conditions
Appendix B: Specification Requirements for Categories 1 (15,000 lb GVWR), 2 (19,000 lb GVWR), 3 (25,500 lb GVWR), and 4 (Commonly Configured Van)
Appendix C: Price Worksheet for Categories 1 (15,000 lb GVWR), 2 (19,000 lb GVWR), 3 (25,500 lb GVWR), and 4 (Commonly Configured Van)
Appendix D: Price Worksheet for Category 5 – Comprehensive Option List
Appendix E: Bidder Profile
Appendix F: Complaint, Debrief and Protest Procedures
Appendix G: Procurement Reform / Fact Sheet for Small & Veteran Businesses
Appendix F: WSDOT Special Terms and Conditions
7CERTIFICATIONS and ASSURANCES
8BIDDER’S AUTHORIZED OFFER and CONTRACT SIGNATURE PAGE
Department of Enterprise Services Master Contracts and Consulting
Solicitation #00814 – Walk-in Step Vans, Various Sizes Page1 of 18
Invitation for Bid00814
Walk-in Step Vans, Various Sizes
1SUMMARY OF OPPORTUNITY
1.1Background
The state of Washington has an ongoing need for walk-in step vans or similarly situated vehicles in a variety of sizes.The purpose of this IFB is toestablish a statewide master contract for such walk-in step vans, as well as any related as-needed products, equipment and services.
1.2Purchasers
The primary users of this contract are expected to be political subdivisions (e.g.,cities, counties and public utility districts).
This contract will, however, be available for use by all Washington state agencies,as well as higher education institutions, political subdivisions and special districts, and qualifying nonprofit corporations who have signed the State’s MasterContracts Usage Agreement (the “MCUA”).
The contract will also be available for use by the Oregon Cooperative Purchasing Program (the “ORCPP”).
If in need of a walk-in step van, Washington State agencies are required to purchase from the contract resulting from this IFB.
While use of the contract by political subdivisions, nonprofit corporations and ORCPP members is optional, DES encourages them to use its master contracts. Their use may significantly increase purchase volume. Their orders are subject to the sameterms, conditions and pricing as Washington state agencies.
DES accepts no responsibility for orders or payment by any customer or purchaser. For a list of participating customers, see:
MCUA:
ORCPP members:
1.3Contract Term
The initial term of the contractis one yearfrom award, with the option to extend for additional term(s) or portions thereof.
Extensions will be exercised by mutual agreement between DES and awarded contractor(s). Extensionswillonly be effective upon written notice to the contractor(s) via amendment.
The total contract term, including the initial term and all extensions, will not exceed eightyears unless circumstances, as determined in DES’s sole discretion, require a special extension.
DES reserves the right to extend or not extend with any contractor. DES is not required by extending with one contractor to extend with another. Bidder/Contractor understands accepts and agrees that the state may allow the contract to expire for any reason or no reason.
1.4Estimated Usage
Based on historic purchasing patterns,purchases over the initial one year term of the contract could approximate $2,000,000.
DES does not represent or guarantee any minimum purchase.
2IFB OVERVIEW
2.1Announcement and Special Information
The IFB, its appendices, attachments, amendments and any incorporated documents will comprise the entire IFB. The IFBwill result in a contract between DES and the awarded contractor upon DES’s countersignature.
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.
NOTE:The Standard Terms & Conditions (see Appendix A) contains general provisions and terms for Solicitations issued by DES. Should a term within the Standard Terms & Conditions conflict with a term elsewhere in the IFB, the latter will prevail.
2.2Complaint,Debrief and Protest (General Information)
Section 2.2 herein provides a general background on Complaints, Debriefs and Protests. For applicability and procedural requirements, see Appendix F – Complaint, Debrief and Protest Procedures.
Complaint: This solicitation offers a complaint period for bidders wishing to voice objections, raise concerns or suggest changes to this solicitation.The complaint period ends five business days before the bid due date.
Failure by the bidder to raise a complaint at this stage is a waiver of the complaint. DES will consider all complaints but is not required to adopt a complaint in part or full.If bidder complaints result in changes to the IFB, written amendments will be issued and posted on WEBS.
Complaints must be sent to the Procurement Coordinator (see firstpage of this document for contact information).
Debrief: Debrief meetings are an opportunity for the bidder and the Procurement Coordinator to meet and discuss the bidder’s bid.A debrief is a prerequisite for a bidder wishing to lodge a protest.
Following the evaluation of the bids, DES will issue an Announcement of the Apparent Successful bidder (the “ASB”). While this announcement may be made by any means, DES will likely announce via email to the bidder’s email address provided in the bidder’s bid.Bidders will have three business days to request a debrief meeting following the announcement of the ASB(s).
Once a debrief meeting is requested, DES will offer the requesting bidder one meeting opportunity and notify the bidder of the debrief meeting place, date and time.DES will likely schedule the debrief meeting shortly following the Announcement of the ASB and the bidder’s request for a debrief meeting.
DES will not allow the debrief process to delay the award or be used as a delaying tactic. Therefore,it is the bidder’s responsibility to ensure it attends it’s debrief meeting scheduled by DES.
Protest: Bidders wishing to protest must do so in conformity with Appendix F –Complaint, Debrief, and Protest Procedures located in the Appendices section below.
2.3Washington’s Electronic Business Solution
Bidders are solely responsible for:
- Properly registering with Washington’s Electronic Business Solution (“WEBS”) at
- 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 downloaded the IFB from WEBS.Failure to register with WEBS and/or download the IFB from WEBS may result in a bidder having incomplete, inaccurate, or otherwise inadequate information.
2.4Amendments
Prior to the biddue date and time, DES reserves the right to change portions of this IFB.All changes 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 willprevail.
Only bidders who have properly registered and downloaded the original IFBdirectly via WEBS will receive notification of amendments and other correspondence pertinent to the procurement.
2.5Bidder Communication Responsibilities
During the IFB process, all bidder communications concerning 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 time to consider and respond. Whilethe Procurement Coordinator will do his/her best to respond to all inquiries, the Procurement Coordinator is not required to respond.
Additionally, 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.
2.6Bidder Responsiveness
Bidders mustrespond to each question and requirement contained in this IFB. Failure to comply with any applicable item may result in a bid’s beingdeemed non-responsive. Non-responsive bids will be disqualified.
DES reserves the right to determine the bidders’ compliance with the requirements specified in this IFB and to waive informalities in a bid.An informality is an immaterial variation from the exact requirements of the competitive IFB. An immaterial variation is one that has 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 tothe procurement. DES reserves the right to determine whether a requirement is merely an informality.
2.7Pricing
Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this IFB.Bids are to be FOB Destination, freight prepaid and included.
All costs associated with the goods and/or services must be incorporated into the Bid price.
Failure to identify all costs in a manner consistent with the instructions in this IFB is grounds for disqualification.
2.8Vendor Management Fee
Contractor must pay a Management Fee of 0.74% (.0074) to DES on all state of Washington contract sales.This provision does not include or supersede fee terms owed to other entities such as the Western States Contracting Alliance (WSCA), National Association of State Procurement Officials (NASPO), or governmental entities other than the state of Washington.
The Management Fee’s funding stream is assumed to be the Contractor’s pricing and will be treated as such even if not true. The DES management fee shall not appear as a separate line item on any invoice. The DES management fee will not be referenced or appear as a separate breakout on any price list or other customer document or public catalog, flyer, website or similar information device.
DES may, at its sole discretion, increase, decrease, or eliminate the Management Fee. Any decreases or elimination to the management fee will be reflected in contract pricing commensurate with the adjustment. Any increase of the management fee will be reflected in the Contractor pricing provided the Contractor makes a timely request, otherwise the pricing will not be increased. DES Management Fee written notifications will become effective for new purchases or new change orders to existing purchases 30 calendar days after notification unless DES grants additional time.Any management fee change and if applicable, any change in the Contractor’s pricing, will also be memorialized in a DES contract amendment. Failure by the Contractor to timely sign the amendment within the 30 days written notice period may result in suspension or termination.
The Management Fee must be paid on a quarterly basis. Contractors must report usage (contract spend) no later than 30 days after the close of the quarter. Within 60 days of the end of the quarter, DES will send an invoice based on the usage reported (money received, less any taxes, returns, credits, or adjustments). Within 90 days after the close of the quarter, the management fees are due. See Schedule below.Failure to report accurate usage data or remit timely payment is cause for contract termination and/or other remedies provided by law.
Schedule:
Contractor will provide Usage Reports and Management Fees quarterly, per the following schedule:
FOR ACTIVITY IN THESE MONTHS: / USAGE REPORTS DUE / MANAGEMENT FEES DUEQuarter 1
January, February and March / April 30th of same year / June 30th of same year
Quarter 2
April, May and June / July 31st of same year / September 30th of same year
Quarter 3
July, August and September / October 31st of same year / December 30th of same year
Quarter 4
October, November and December / January 31st of following calendar year / March 30th of same year
Taxability (if applicable): In 2013, the WA Department of Revenue announced that if the underlying transaction requires application of sales tax, then the Management Fee portion of the transaction is also subject to sales tax. However, when the Management Fee that is held in trust by the Contractor is remitted to DES, it is not taxed a second time.
The State reserves the right to audit, or have a designated third party audit, applicable records to ensure that the usage report to the State is accurate and all Management Fees have been paid. Failure to accurately report Total Net Sales, to submit a timely Usage Report, or remit timely payment of the Management Fee, may be cause for contract termination, the charging of interest or penalties, and/or the exercise of other remedies provided by law.
Management Fee payment must reference the contract number, Work Request Number (if applicable), the year and quarter for which the Management Fee is being remitted, and the contractor’s name as it is known to DES, and the DES invoice number.All payments must be sent to:
State of Washington, Dept. of Enterprise Services
Finance Dept.
1500 Jefferson Street
Mail Stop 41460
Olympia WA 98501
2.9Non-Endorsement andPublicity
In selecting a bidder to supply goods and purchased services specified herein to contract purchasers, neither DES nor the purchasers are endorsing the bidder’s goods and purchased services, nor suggesting they are the best or only solution to their needs.
2.10No Costsor Charges
Costs or charges incurred before a contract is fully executed are the sole responsibility of the bidder.
2.11Dealer Authorization
The bidder, if other than the manufacturer, mustupon request provide a current, dated and signed authorization from the manufacturer that the bidder is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products.Failure to do so may result in bid rejection.
2.12Economic and Environmental Goals
In support of the state’s economic and environmental goals, although not an award factor (unless otherwise specified herein), bidders are encouraged to consider the following in responding to this IFB:
- Support for a diverse supplier pool, including small, minority and women-owned business enterprises. MCC has established voluntary numerical goals of 3 percent WBE and3 percentMBE for this IFB. Achievement of these goals is encouraged whether directly or through subcontractors. Bidders may contact the Office of Minority and Women’s Business Enterprise to obtain information on certified firmsor to become certified.
- Use of environmentally preferable goods and services, including post-consumer waste and recycled content.
- Products made or grown in Washington.
3PREPARATION OF BIDS
3.1Bid Submittals (Checklist)
The following checklist identifies the electronic copysubmittals whichcollectively comprise a bid. Any bid received without items identified as REQUIREDbelow may be rejected as non-responsive.Please identify each page of the submittals as well as any supplemental materials with your company name or other identifiable company mark.
Signature (REQUIRED):Complete and return a signed (in blue ink) originalof the Authorized Offer and Contract Signature Page (see pages18-19).
Specification Requirements (REQUIRED): Complete as instructed and return a copy of Appendix B – Specification Requirements for Categories 1, 2, 3 and 4 (see page 17).
Price Worksheets (REQUIRED):Complete as instructed and return a copy of
- (1) Appendix C – Price Worksheet for Categories 1, 2, 3 and 4; and
- (2) Appendix D – Price Worksheet for Category 5(see page 17).
Bidder Profile (REQUIRED):Complete as instructed and return a copy of Appendix E – Bidder Profile (see page 17).
IFB amendments (AS INSTRUCTED):If instructed to do so in any amendment to this IFB, sign and return a copy.
3.2Format
Bidders should provide one electronic copy (see Section 3.3, Electronic Copies) of the required Bid submittals (see Section 3.1, Bid Submittals) to the Procurement Coordinator’s email inbox (see Cover Page of this IFB for contact information and email subject line).
Bids must be legible, completed in ink with an electronic printer or other similar office equipment, 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 unless clear evidence establishes 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.