Memo to File



|00410 |Tractor with Loader and Backhoe |Corey Larson | |

|Contract Type: New Replacement WSCA Enterprise General Use Restricted to:_____________ | |

|Contract Duration: Initial Term: 2 years months Maximum life: 8 Years & Date: 4/18/2018 | |

|Estimated Term Worth: $2,000,000.00 Estimated Annual Worth: $1,000,000.00 | |

|Number of: Bidders notified: 71 Bids received: 5 Bids Rejected: 1 Non-Responsive 0 | |

|% MWBE Award: WBE% 0 MBE% 0 Self Identified WBE% 0 Self Identified MBE% 0 | |

|Executive Summary: |The State of Washington has a need for a new long term contract for Tractors with Loader and Backhoe. This is a re-bid| |

| |of contract #14603 which expired 2/16/2010. | |

|Bid Development | |

|Stakeholder work |A request for information was sent via email to the main user, WSDOT soliciting information regarding the new IFB for | |

| |Tractor with Loader and Backhoe. The response was favorable to re-bid this contract with the existing products and | |

|Customer Forum? |standardizes specifications. | |

|Vendor Forum? | | |

|Bid Development: |The goal of this solicitation was to establish a statewide Contract for the as needed purchase of Tractors with Loader| |

| |and Backhoe. The Contract will be awarded with an initial term of two (2) years with 2-year extension options for a | |

| |total of eight (8) years. The Contract will be awarded to multiple bidder’s found to be the lowest responsive and | |

| |responsible that meet specifications and pass reference checks. | |

| Review |Michael Maverick reviewed the solicitation, and recommended the release. | |

| Management Fee? |There are no Management Fees associated with this Contract. | |

|Bid Process | |

|Pre-Bid Conference: |An optional Pre-bid Conference was held on 02/12/10 at 10:00am on the second floor of the General Administration |Tab A |

|Date: 02/12/2010 |Building and in attendance was a WSDOT representative, OSP staff and four (4) prospective bidders. | |

|[pic] | | |

| |The meeting was very productive and positive. The vendors had questions and recommended modifications to | |

| |specifications. After review these were found acceptable and an amendment was issued for clarification. | |

| | | |

| |Amendment #1 was issued as a result of the pre-bid because it contained all of the specification modifications. This | |

| |document replaced the original IFB. | |

|Bid Evaluation—Responsiveness & Responsibility | |

|Bid Opening: |Five (5) bids were opened at the bid opening. There were no late bids. One bid was rejected based on not meeting all| |

|Date: 03/01/2010 at 2:00pm PST. |specifications. | |

|Bids Sealed & Signed |All of the bids were sealed and signed. | |

|Received all required submittals:|The bidders were required to submit the following documents: | |

| |Bidders Authorized Offer Page, | |

| |Optional Equipment lists | |

| |Manufacturers cost guides for options | |

| |Anticipated Ordering and Invoicing Procedures | |

| |Part II of the Model Contract signed | |

| |Dealer Authorization | |

| |Bid Amendment 1 | |

| |Appendix C – Bidder Profile | |

| |Appendix D – Specifications | |

| |Appendix E – Price Worksheets | |

| |Warranties on each piece of equipment offered, warranty provisions | |

| |Letter from Service Facility if not an authorized service facility | |

| |List of Bidder’s Repair and Maintenance Facilities | |

| |References. | |

|Specification compliance: |Bidders were provided Attachment D, Bid Specifications for review to determine if equipment bid was equal to or |Tab B |

| |exceeded bid requirements. Evaluation was conducted on a pass/fail basis. Attached are the results of that evaluation | |

| |by the specification review committee (WSDOT). | |

|References: |Bid called for bidders to provide a minimum of 3 references which would be evaluated on a pass/fail basis. Attached |Tab C |

| |are the results of that reference evaluation. | |

|Bid Evaluation- Price | |

|Evaluation: |Attached is a summary sheet (Refer to Tab D) showing the ranking of items bid under each bid category by each bidder |Tab D |

|[pic] |in connection with their equipment bid. The results indicate in bold which bidder is the lowest responsive bidder for | |

| |that item category. | |

| |The two (2) vendors listed below are the lowest responsive, responsible bidders, meeting the scope and all the | |

| |requirements. | |

| |Contract awards are recommended as follows: | |

| |NC Machinery Co., Robert Nelson (Categories 1 & 2) | |

| |Pape Machinery, Gerald Warren (Category 3) | |

|Savings: |WSDOT standard specifications for Contract 00410 have been enhanced to include features considered as add-on options |Tab E |

| |on the prior Contract #14603. | |

| | | |

| |Category 1. Contract 14603 offered John Deere 310J at $63,921.00 (including the options now considered as a standard | |

| |for Contract 00410) with an operating weight of 16,220 lbs. Contract 00410 offers a Caterpillar 416E at $73,482.00 | |

| |with an operating weight of 18,674 lbs. There is a cost increase of 13.01% but the state has larger machine with an | |

| |increased operating weight of 2,454 lbs. | |

| | | |

| |Category 2. Contract 14603 offered John Deere 310SJ at $83,593.00 (including the options now considered as a standard | |

| |for Contract 00410) with an operating weight of 17,898 lbs. Contract 00410 offers a Caterpillar 420E at $75,722.00 | |

| |with an operating weight of 19,726 lbs. There is a cost savings of 10.39% and the state has larger machine with an | |

| |increased operating weight of 1,828 lbs. | |

| | | |

| |Category 3. Contract 14603 offered John Deere 710SJ at $159,760.00 (including the options now considered as a standard| |

| |for Contract 00410). Contract 00410 offers the same unit with a cost savings of 8.94%. | |

| | | |

| |The averaged savings to the state for all three categories is 2.11% | |

|Results & Recommendation | |

|Recommendation: |After review of the above documents and the actions taken place during this rebid of Tractor with Loader and Backhoe | |

| |under Contract 00410 it is the recommendation of the Procurement Coordinator for this bid that it is in the best | |

| |interest of the State to Award the State Contract, #00410 Tractor with Loader and Backhoe to: | |

| |NC Machinery Co., Robert Nelson (Categories 1 & 2) | |

|[pic] |Pape Machinery, Gerald Warren (Category 3) | |

| | | |

| |They were the lowest responsive, responsible bidders by category and their bids met all of the solicitation | |

| |requirements. | |

|Award Activities | |

|Implementation Plan |Notifications will be sent and the Contract will be effective 8-days after the notification (04/19/2010). | |

|WEBS | Notify bidders of the award via WEBS | |

|Communication | Send rejection letter to those bidders to disqualified bidders | |

| |Send apparent successful bidder announcement letter | |

| |Send Award Announcement letters to all bidders | |

| |Email Kerry Bustetter a brief award announcement for Bi-Weekly Broadcast | |

|Contract | Model Contract updated to reflect Bid Amendment language | |

|PCMS | Populate PCMS Info Tab | |

| |Complete PCMS Expanded Description Tab | |

| |Add Web remark in the PCMS announcing award of the contract | |

| |Add at least 5-FAQ remarks in the PCMS Remarks Tab | |

| |Complete PCMS Internet Tab to include relevant search terms | |

| |Include relevant search terms in the PCMS Internet Tab | |

| |Complete PCMS Commodities Tab | |

| |Complete PCMS Vendors Tab | |

| |Complete PCMS Customer Tab | |

| |Complete PCMS Fees Tab | |

|Post Contract to GA Website |Copy the following files into the G:\Shared Info\INTERNET folder: | |

| |Copy Contract file (00410c.doc) | |

| |Copy the price sheet (00410p.doc or xls) | |

| |Copy the bid tab (00410t.doc or xls) | |

| |Copy the bid document (00410b.doc) | |

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