Memo to File

[Pages:2]

|Original Solicitation Background and Information |

|07214 |Add-on Furniture, Steelcase/Haworth |Alisha Ghanie |

|Contract Type: New Rebid Replacement WSCA Enterprise General Use |

|Restricted to:_____________ |

|Contract Duration: Initial Term: 2 years months Maximum life: 6 years Date: 02/01/2021 |

|Estimated Term Worth: $4,200,000 Estimated Annual Worth: $700,000 |

|Number of: Bidders notified: 706 MWBE’s notified: 9 ; WA Small Business notified:91 ; Veteran Owned Business notified:18 ; Bids received: 3 Bids Rejected: 0 |

| WEBS was used to notify bidders 10-24-14. |

|WEBS commodity Codes used: 425-03,06,07,10,11,13,14,17,18,20,21,30,33,34,37,40,41,42,44,48,49,50,53,54,55,56,58,59,60,62,64,65,68,71,74,77,80 |

|81,82,83,87,89,90,92,94 and 740-66 |

|% DVA: MWBE Goal: 3 % MWBE Award: 0 WBE: 0% MBE: 0% |

| |

|Self-Identified WBE: 0% Self-Identified MBE0% |

|Executive Summary: |The purpose of this IFB is to establish a statewide master contract for Furniture, Add-on Systems (Steelcase/Haworth). |

| |Section1.1- 2nd Paragraph: This contract is not intended for the purchase of new systems furniture, purchasers must |

| |obtain those products from Department of Corrections, Correctional Industries. This contract is for add-on purposes |

| |only. For example, an acceptable justification to use this contract is minimally adding to existing systems (i.e.; |

| |making a cubicle larger by using a larger panel, adding overhead storage, etc). |

| |This IFB replaces current contract #04308 which is scheduled to expire January 31, 2015. |

|Bid Development |

|Stakeholders: |Provided specifications of previous contract to prime users. Constant communication occurred between the stakeholders |

|Fran Huntington(ECY) |and contract specialist to implement changed to the IFB. |

|Ted Martin(DOH) |[pic][pic][pic] |

|Dean Frazee(LNI) | |

|Paul Burbage(LNI) | |

|Heidi Bohl(DES) | |

|Jennifer Burbage(DES) | |

|Tim Shay (DES) | |

|Supplier Diversity Strategy: |Certification language provided “Up Front”, section 2.12 in solicitation. Supplier diversity goals are difficult to meet|

| |because vendors are required to have manufacturer certification to sell furniture products. No more than 10 vendors are |

| |certified in the state of Washington. There were no bidders that met the economic and environmental goals, nor do they |

| |use subcontractors to meet these goals. |

| |Economic 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, veteran-owned, minority-owned and women-owned business |

| |enterprises. DES has established for this IFB voluntary numerical goals of: |

| |3 percent women-owned businesses (WBE); |

| |3 percent minority-owned businesses (MBE); |

| |3 percent small businesses (SB); |

| |3 percent veteran-owned businesses (VB). |

| |Achievement of these goals is encouraged whether directly or through subcontractors. Bidders may contact the Office of|

| |Minority and Women’s Business Enterprises for information on certified firms or to become certified. Also see Appendix I|

| |Procurement Reform Small Business Fact Sheet. |

| |Use of environmentally preferable goods and services to include post-consumer waste and recycled content. |

| |Products made or grown in Washington. |

| Peer Review |IFB was reviewed by Contracts Specialists Connie Stacy, Jessica Smith and Contracts Assistant Sonia Glenister. Unit |

| |Manager Christine Warnock reviewed the IFB. |

| Management Fee? |Management fee of .74% was included in the IFB. Section 2.8: |

| |Management fee |

| |All master contracts executed as a result of this IFB will be subject to a management fee, paid by the contractor to |

| |DES. The management fee is further described in Appendix A, Master Contract Terms and Conditions, Section 3.8 |

| |(Management fee) and Section 3.9 (Contract usage report). |

| |The management fee will be 0.74 percent of contract sales/purchase price for work orders. The purchase price is defined |

| |as total invoice price less sales tax.  No taxes will be assessed against the management fee. |

| | |

|Bid Process |

|Pre-Bid Conference: |[pic]See sign in sheet from the pre-bid. The pre-bid was not made mandatory. |

|Date: 11.17.14 | |

|Amendment(s): 1 | |

|Date: #1: 11.21.2014 | |

|[pic] |Amendment #1: See amendment for more detail. |

| | |

|#2: 11.25.2014 | |

|[pic] | |

| | |

| |Amendment #2 was issued to correct the date from section 1.3 to reflect the two years versus 3 years for the initial |

| |term. |

|Bid Evaluation—Responsiveness and Scoring |

|[pic] |

|All bids received came in before 2pm on December 5th. All bids were found to be responsive. We received bids from Facilitec, OpenSquare and Creative Office. |

|Bid Evaluation—Responsibility and Price Analysis |

|Price Sheet |Section 4.4 of solicitation. |

|[pic] |For each product category: |

| |There are 100 possible points awarded for “price”; 20 of those points will be applied to orders under $10,000, the |

|[pic] |remaining 80 points will applied to orders over $10,000. As indicated in the Price Sheets, bidders are to provide a |

| |discount off manufacturer’s current price list(s) for orders under $10,000.00, and for orders over $10,000.00. |

| |The bidder who offers the highest discount for orders less than $10,000 shall receive the entire 20 points available. Any|

| |successive bids will then receive points proportionate to their relationship to the bidder providing the highest |

| |discount. |

| |The bidder who offers the highest discount for orders over $10,000 shall receive the entire 80 points available. Any |

| |successive bids will then receive points proportionate to their relationship to the bidder providing the highest |

| |discount. |

| |The points awarded for the two elements above will then be added together to determine the total points awarded per |

| |bidder for “price”. The bidder with the highest points will be determined as the Apparent Successful Bidder for each |

| |product category. |

| |All 3 vendors that bid were responsive. Facilitec bid on Haworth products which was a responsive bid; however, they also |

| |bid on “Refurbished Products” which was not a part of the solicitation, this section of their bid is rejected. |

|Qualifications: |The apparent successful vendors provided all of the documentation necessary and can meet the needs of the State. |

|Results & Recommendation |

|Recommendation: |After completing a competitive solicitation it is in the best interest of the State to award and enter the following |

| |responsive and responsible bidders to Contract 07214 for Add-on Furniture. The discount off Steelcase products will |

| |remain the same for the State, for Haworth the State will be receiving a 21% discount more than the previous contract for|

| |orders less than $10,000 as well as 21.5% discount more than the previous contract on orders between $10,001 and 100,000.|

| | |

| |Recommended Vendor |

| |Category |

| |Notes |

| | |

| |OpenSquare |

| |Steelcase |

| |Haworth |

| |No other vendors bid on the contract for Steelcase. |

| | |

| |Creative Office |

| |Steelcase |

| |Haworth |

| |Facilitec bid on Haworth, based on the cost evaluation, they were not the best choice for the state. |

| | |

|Award Activities |

|Implementation Plan |Notification will be sent to successful vendors after Unit Manager approval and counter signature. Contract will be effective |

| |February 1, 2015. |

|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 |

|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 |

| |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 Percent |

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

| |Copy Contract file 07214c |

| |Copy the price sheet 07214p |

| |Copy the qualifications |

| |Copy the bid tab 07214t.xls |

| |Copy the bid document 07214b |

| |Copy the bid amendments 07214a |

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