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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