Memo to File - Wa
|03010 |Genetics Testing Services |Tariq Ohab |
|Contract Type: New Replacement WSCA Enterprise General Use Restricted to:_____________ |
|Contract Duration: Initial Term: ___2__ years months Maximum life: ___6__ Years |
|Estimated Term Worth: $__900,000____ Estimated Annual Worth: $____$450,000____ |
|Number of: Bidders notified: 201 Bids received: 3 Bids Rejected: _____1___ |
| WEBS was used to notify bidders. |
|List the WEBS (not PCMS) commodity Codes were used? __9755__ |
|% MWBE Award: WBE% ___0__ MBE%__0___ Self Identified WBE% _0__ Self Identified MBE% 0__ |
|Executive Summary: |Procurement Coordinator Tariq Ohab worked with DSHS’s Division of Child Support (DCS), to develop this bid document and revise |
| |specifications. This is a re-bid of contract #02504 which is due to expire on 8/31/10. |
|Bid Development |
|Stakeholder work |Procurement Coordinator Tariq Ohab worked with DSHS’s Division of Child Support’s Kathy Jenkins and Sally De Laive in the development|
| |of this IFB. Input from DCS indicated that the contract was working well and that DCS has a critical need for the service. |
|Customer Forum? | |
|Vendor Forum? |The IFB was drafted taking into consideration the needs of DCS and current specification updates from DCS and current vendors on |
| |contract. |
| | |
|Market Research: |Research found that DCS has a critical need for this service. It was also determined that either of the two current providers was |
| |capable of handling all needs, and there were no regional issues or service interruptions. |
|EPP Strategy: |This commodity is for services and it does not have recycled content. |
|Best Value Strategy: |Utilizing best value strategy, the new contract will be awarded to a single vendor, as opposed to the previous contract, with |
| |multiple awardees. Based on this strategy, vendors offered a significant price decrease for competition purposes. |
|Diversity Strategy: |201 vendors were notified of this solicitation. 2 were Minority Owned and 7 were Women owned. 1 was minority and woman owned. |
|[pic] | |
|Bid Development: |This bid was developed by the Procurement Coordinator with input from DSHS Division of Child Support |
| Peer Review |Steve Jenkins, Michael Maverick |
| Management Fee? |There is no management fee for this contract. There is a PAF agreement in place. |
|Bid Process |
|Bid Release Through WEBS: |Upon Unit Manager approval, IFB was published in WEBS on 5/20/10. |
|Date: ___5/20/10__ | |
|[pic] | |
|Pre-Bid Conference: |A pre-bid conference was held on 6/3/10. There were 2 vendors in attendance. A variety of issues were discussed. The main issue |
|Date:____6/3/10__ |revolved around the single award clarification. The Pre-bid resulted in the publication of Amendment no. 1 |
|Amendment(s): |Amendment 1 was posted on June 3, 2010. |
|Date:_6/3/10 | |
|[pic] |The amendment clarified that it is the State’s intent to establish a single award contract that will allow any State Agency or its |
| |representative to participate in this contract. |
| |At this time, bid opening remained unchanged for June 17, 2010 |
|Amendment(s): |Amendment 2 was posted on June 14, 2010. |
|Date:_6/14/10 | |
|[pic] |This amendment was to answer several questions asked by a bidder. |
|Amendment(s): |Amendment 3 was posted on June 15, 2010. |
|Date:_6/15/10 | |
|[pic] |This amendment was to clarify licensing requirements and change the Bid Due Date to June 29, 2010. |
|Bid Evaluation—Responsiveness |
|Bid Opening: |Three bids were received. 1 was not on time, GGC Labs/MediPro, it was 8 minutes late, and thus, the bid was rejected. Therefore |
|Date 6/29/10 |leaving 2 on time bid submittals; 1)Laboratory Corporation of America Holdings and 2) Orchid Cellmark Inc. |
|Bids Sealed & Signed? |Both on time bids were sealed and signed. |
|Received all required submittals?|Both on time bidders submitted the required submittals. |
|Specification compliance? |Both on time bidders submitted all required specification submittals |
|Price Sheet compliance? |All bidders submitted their price sheets correctly. No math errors were found and the Procurement Coordinator was able to determine |
| |the apparently successful bidder easily. |
|Bid Evaluation—Responsibility |
|Past Performance? |All bidders provided the requested submittals to be evaluated. The apparently successful bidder has provided this service to DCS for|
| |the existing contract. DCS has been satisfied with the service provided by the incumbent and provided good reports on the vendor |
| |report cards. |
| | |
|Qualifications? |All bidders provided copies of their accreditations, list of medical doctors, and evidence of years of service that they have been |
| |doing genetics testing services, along with all other required responses within the IFB. |
| | |
| | |
| | |
|Bid Evaluation |
|Evaluation: |The evaluation was based on the lowest responsive responsible bidder that can service all Counties within the State of Washington at |
| |the contracted rate. |
|[pic] | |
| |Bidders were to use a price per test multiplied by an estimated usage figure for a total estimated cost per line item. The |
| |Procurement Coordinator checked for errors and found none. The Procurement Coordinator found that the pricing submitted was |
| |competitive and that Orchid Cellmark’s total cost was less than the competitor and also substantially less than the pricing on the |
| |current contract. Based on past usage, the new contract will be saving the Division of Child Support an estimated $320,000 per 2 year|
| |term. |
| | |
| |The Procurement Coordinator has determined that Orchid Cellmark Inc. is responsive, responsible and has submitted the lowest pricing |
| |to the State for Genetics Testing Services. |
|Results & Recommendation |
|Savings: |The Procurement Coordinator has determined that the state will realize a 35.6% savings when compared to the existing contract. |
|[pic] | |
|Recommendation: |It is in the best interest of the state to award this contract as it has been evaluated. |
|Award Activities |
|Implementation Plan | |
|WEBS | Notify bidders of the award via WEBS |
| |Once contract award has been finalized, archive bid in 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 UM a brief award announcement for Bi-Weekly Broadcast |
| |Provided Debriefing to: _ |
|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 Remarks Tab announcing the 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 03010c.doc or pdf) |
|Link to: Current Contract Portal |Copy the price sheet 03010p.doc or xls or pdf) |
|Training |Copy the specification 03010s.doc or xls, or pdf) if applicable |
| |Copy the bid tab 03010t.doc or xls or pdf) |
| |Copy the bid document 03010b.doc or xls, or pdf ) |
| |Copy the bid Amendment 03010a.doc or pdf ) |
| |Frequently Asked Questions (FAQ) document (#####f.doc or xls or pdf) |
| |Copy the award memo to file & checklist document (#####m. doc or xls or pdf) |
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