Memo to File
Award Memo to File
Contract #07914 Rainwear
Procurement Coordinator: Jennifer Burbage
|Contract Type: | New Rebid Replacement WSCA Enterprise General Use |
| |Restricted to: |
|Contract Duration: |Initial Term: one year 4/01/2015 through 03/31/2016 |
| |Maximum life: Eight years |
| |Maximum Date: 03/31/2023 |
|Estimated Value: |Purchases over the life time of the contract could approximate $756,988 based off previous contract #05206. Purchase |
| |potential from other purchasers is unknown. Currently, There is not a Rainwear contract in place and 05206 wasn’t |
| |extended due to poor performance. This is a new Rainwear contract and we anticipate higher usage. |
|Summary: |The purpose of solicitation 07914 is creating a state-wide master contract for Rainwear and similar products. The |
| |primary used on this contract will be Washington State Department of Transportation. |
| |There are two Category’s: |
| |Category A- Any dealer bidding up to two manufactures. Up to three dealers who offer the greatest discount off catalog |
| |will be awarded. |
| |Category B- Any dealer bidding Helly Hansen. The two dealers who offer the greatest discount off catalog will be |
| |awarded. |
|Bid Development |
|Stakeholder work: |Bi-weekly broadcast October 17, 2014 |
| |Stakeholders sought for new rainwear contract |
| |Enterprise Services has been notified that agencies have a need for rainwear. If you are interested in being a |
| |stakeholder for a new rainwear contract, please contact Jennifer Burbage, (360) 407-9422. |
| |1/26/2014 sent draft IFB to stakeholders for final review and any last input Braden, Linda (AGR) ; |
| |Anderson, Joanna (DFW) ; Norby, Jennifer (ECY) ; Dewees, Theodore |
| |(ECY) ; Werb, Kenneth L. (DOC) ; cohrsk@wsdot. |
| |Customers were Satisfied and bid was posted. |
|EPP Strategy: | |
|Supplier Diversity | Is Certification language provided “Up Front” in the solicitation? |
|Strategy: |Yes |
| |Did you include OMWBE in sourcing team? |
| |No, however, notifications was sent to Tabor 100, OMWBE, Servando Patlan and Veteran Affairs |
| |Is a diversity plan included as part of the bid response prior to award (if certified firms are subcontractors)? |
| |Does this procurement offer second tier opportunities and reporting. |
| |Did you encourage subcontracting efforts at the Prebid Conference? |
| |No pre-bid was held but as stated above OMWBE and Tabor 100 were notified. |
| Peer Review |12/26/2014 Sarah Harris and UM Michael Maverick |
| Fee? |.74% management fee and reporting requirements included. |
|Bid Process: |
|Bid Posted to WEBS: |IFB 07914 was posted to WEBS 12/29/2014 | |
|Amendment(s): | There were three solicitation amendments posted to WEBS: |Tab A |
| | | |
| |Amendment 1 posted 01/13/2015 | |
| |Amendment 2 posted 01/20/2015 | |
| |Amendment 3 posted 01/26/2015 | |
| | | |
| |For detailed review see Tab A | |
|Bid |Clarifications and acceptance of Bidder submittals, information, and product|Tab B |
|Evaluation—Responsiven|offerings were applied uniformly for all Bidders. | |
|ess | | |
|Clarifications and |1/28/2015 6 Bids were received, no bids were late. | |
|acceptance of Bidder | | |
|submittals, |Began evaluating 02/02/2015 | |
|information, and |Did a responsive and responsibility check to find all vendors submitted bids| |
|product offerings were|on time, with signatures, and required submittals with no notice to | |
|applied uniformly for |withdrawal. | |
|all Bidders. | | |
| |2/3/2015 sent rejection letter to Roger Heldman at Blumenthal’s which failed| |
| |to bid all line items on both submittals, unable to perform a uniform | |
| |comparison section 4.5.1 Appendix B- Price sheets and Specifications | |
| |Category A | |
| | | |
| |2/4/2015 sent rejection to Gloria Rosario, Ideal Commercial Uniforms for | |
| |failure to submit only one manufacture per price sheet and provide a uniform| |
| |discount off catalog section 4.5.1 Appendix B- Price sheets and | |
| |Specifications Category A | |
| | | |
| |2/4/2015 sent rejection letter to Maricel Schaeffner, Outdoor Outfits Failed| |
| |to bid all line items section 4.5.1 Appendix B- Price sheets and | |
| |Specifications Category A | |
| | | |
| |2/17/2015 completed reference checks | |
| | | |
| |2/17/2015 sent clarification email to Sanderson Safety after talking with | |
| |Patty clarify what we discussed on the phone that the items bid are | |
| |available and the asterisks are not applicable . | |
| | | |
| |2/17/2015 Patty clarified that the item numbers DES provided and pricing are| |
| |available and they are able to provide those items and that pricing. | |
| | | |
| |02/17/2015 Reviewed evaluation with UM Michael Maverick and sent ASB letter | |
| |to all bidders. | |
| | | |
| |02/23/2015 No formal Debriefs were requested | |
| | | |
| |12/15/2014 Sent draft broadcast to UM (Michael Maverick) and reviewed | |
| |evaluation and signed offer and signature page for all vendors | |
| | | |
| |12/16/2014 Sent Award Letter | |
|Bids, Signed? | | |
|Received all required |Yes all bidders submitted required documents and signatures. | |
|submittals? | | |
|Specification |No, | |
|compliance? | | |
| |Blumenthal’s failed to bid all line items on both submittals, unable to | |
| |perform a uniform comparison section 4.5.1 Appendix B- Price sheets and | |
| |Specifications Category A | |
| | | |
| |Gloria Rosario, Ideal Commercial Uniforms for failed to submit only one | |
| |manufacture per price sheet and provide a uniform discount off catalog | |
| |section 4.5.1 Appendix B- Price sheets and Specifications Category A | |
| | | |
| |Maricel Schaeffner, Outdoor Outfits Failed to bid all line items section | |
| |4.5.1 Appendix B- Price sheets and Specifications Category A | |
|Price Sheet compliance? |No, | |
| | | |
| |Bluementhals failed to bid all line items on both submittals, unable to | |
| |perform a uniform comparison section 4.5.1 Appendix B- Price sheets and | |
| |Specifications Category A | |
| | | |
| |Gloria Rosario, Ideal Commercial Uniforms for failed to submit only one | |
| |manufacture per price sheet and provide a uniform discount off catalog | |
| |section 4.5.1 Appendix B- Price sheets and Specifications Category A | |
| | | |
| |Maricel Schaeffner, Outdoor Outfits Failed to bid all line items section | |
| |4.5.1 Appendix B- Price sheets and Specifications Category A | |
|Bid Evaluation—Scoring | | |
|Evaluation: |See bid tab. |Tab C |
|Results & Recommendation|ASB Letter sent see summary below or Tab: |Tab D |
| | | |
| |Sunwest Sales-Category A | |
| |Ben’s Cleaners Company-Category B | |
| |Sanderson’s Safety Supply-Category B | |
|Diversity Evaluation: |Washington procurement law does not allow for a preference or advantage to| |
| |minority (MBE) or women (WBE) businesses. Accordingly, RFQQ #07914 did | |
| |not give any evaluation preferences MWBE Certifications. | |
| |Of the 6 responses received, 1 bidder was a Minority/Women Owned Business | |
| |and awarded the contract for Category A. | |
|Award Activities | | |
|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: N/A | |
|PCMS | Populate PCMS Info Tab | |
| |Complete PCMS Expanded Description Tab | |
| |Add Web remark in the PCMS Remarks Tab announcing the award of the | |
| |contract | |
| |Complete PCMS Internet Tab to include relevant search terms | |
| |Complete PCMS Commodities Tab | |
| |Complete PCMS Vendors Tab | |
| |Complete PCMS Customer Tab | |
| |Complete PCMS Fees Tab | |
| |Complete PCMS WBE/MBE Percents | |
| |Include relevant search terms in the PCMS Internet Tab | |
| |(Tip: For best results, ask your contractor(s) to provide search terms) | |
|Post Contract to |Copy the following files into the :\Shared Info\INTERNET folder: | |
|Website |Copy CCI | |
|Link to: Current |Copy the price sheet | |
|Contract Portal Training|Copy the bid tab | |
| |Copy the bid document | |
| |Copy the bid amendment | |
| |Copy the Award Memo to File bid document | |
| |Copy the Frequently Asked Questions | |
| | | |
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