Memo to File



|01513 |Various Cab and Chassis |Steve Jenkins |

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

|Contract Duration: Initial Term: ___2__ years months Maximum life: ___6__ Years & Date:6/13/19 |

|Estimated Term Worth: $_12,000,000 Estimated Annual Worth: $____6,000,000____ |

|Number of: Bidders notified: 275 Bids received: 7 Bids Rejected: _____1___ |

| WEBS was used to notify bidders. |

|List the WEBS (not PCMS) commodity Codes were used: 072-05 Class 5 Trucks ,072-06 Class 6 Trucks,072- 07 Class 7 Trucks, & 072- 08Class 8 Trucks |

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

|Executive Summary: |The Washington Department of Transportation (WSDOT) and the Tacoma Public Utility (TPU) has a need for a replacement Contract for |

| |Various Cab & Chassis The previous Contract, #02709, expired on 5/12/13.WSDOT & TPU are still in need of a Contract. In 2010, the |

| |U.S. Environmental Protection Agency (EPA) changed its emissions standards to two-tenths of a gram of nitrogen oxides per horsepower |

| |hour. The significant reduction has caused manufacturers to react strongly to meet the requirements. Most manufacturers used the SCR|

| |Technology and Navistar used EGR. Beginning in 2013 Navistar will not be able to meet the requirements using EGR and will begin |

| |using the SCR technology. |

|Bid Development |

|Stakeholder work |WSDOT& TPU provided a hard-copy and an electronic copy of their specifications. Vendors met with the Contracts Specialist (CS) to |

| |talk about the upcoming Contract and voice their opinions. The CS completed research regarding the emission changes and effects on |

|Customer Forum? |the market. |

|Vendor Forum? | |

| | |

| | |

|Market Research: |Market Research was conducted to see how manufacturers are approaching the 2010 emission standards. Due to a lawsuit against the EPA|

| |from a variety of truck manufacturers, Navistar will no longer be able to meet the EPA standards using EGR and previously banked |

| |credits. Navistar will begin manufacturing trucks with SCR technology. This should make the cost of the trucks more competitive as |

| |EGR was a less expensive technology. |

|EPP Strategy: |Not at this time |

|Best Value Strategy: |Lowest responsive, responsible bidder per category, per brand |

|Diversity Strategy: |Outreach through WEBS as well as courtesy postings from all WSCA/NASPO States that had signed Intent to Participate documents (16). |

| |Through the WEBS posting, 48 vendors downloaded the IFB including: |

| |Washington Small Business’s –16 |

| |Minority Owned – 2 |

| |Women Owned - 5 |

| |Veteran Owned – 2 |

|Bid Development: |The goal of this solicitation was to establish a statewide Contract for the as needed purchase of Various Cab & Chassis. Within in |

| |the bid, there are two (2) segments of specifications and subsequent pricing. In each Segment awards are intended to the lowest |

| |bidder for each brand of Truck the meets the specifications. |

| Peer Review |Michael Maverick, Melanie Williams, Nathan Hayes |

| Management Fee? |This contract will have the New DES .74% management fee. |

|Bid Process |

|Pre-Bid Conference: |A pre-bid conference was held on March 26, 2013 and was well attended. The pre-bid went very well with only a few questions about |

|Date:____8/31/11__ |the terms and conditions of the IFB and contract. Most of the discussion was in regards to the Specifications. WSDOT answered |

| |questions well and took several specification requirements under consideration with the possibility of revision via IFB amendment. |

|Amendment(s): |Amendment 1: was posted on April 12, 2013. It provided revised Technical Requirements, Price sheets and Special Terms and |

|Date:_4/12/13 |Conditions. |

|& | |

|4/13/13 |Amendment 2: was posted on April 13, 2013. This amendment was administrative in nature to correct an error in the WEBS posting for |

| |the IFB. |

|5/1/13 &5/1/13 | |

| |Amendment 3: Was posted on 4/15/13 providing a minor revision to one line item in the Technical requirements and changed the bid |

|[pic] |opening date to 5/1/13 |

|[pic] | |

|[pic] |Amendment 4: Was posted on 4/15/13 and provided an opportunity for a site visit to look at a current truck, also contained a contact|

|[pic] |name and number at the WSDOT facility that would host any requested site visit. |

| | |

|Bid Evaluation—Responsiveness |

|Bid Opening: |All bids were received on time. |

|Date10/7/09 | |

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

|Received all required submittals?|All Required submittals were received. |

|Specification compliance? |After review by the subject matter experts at WSDOT & Tacoma, the low bidders for each brand, within each category were found to be |

| |in compliance with the specifications |

|Price Sheet compliance? |All price sheets were submitted correctly with the exception of Small and Sons. Small and Sons did not bid on all line items for |

| |Segment B and were therefore found to be non-responsive. |

|Other Responsiveness checks? |All bidders were either manufactures or authorized dealers for the products bid |

|Bid Evaluation—Responsibility |

|Past Performance? |Five (5) of the six (6) responsive bidders have been on the previous Washington Contracts, and have performed well. The other one |

| |has not been but was found to be a reputable Volvo dealer and was found to be responsible |

|Qualifications? |All bidders are either manufacturers or authorized dealers of the products that they bid. |

|Bid Evaluation—Scoring |

|Evaluation: |The evaluation criteria was based on the lowest Price Sheet Total, per manufacturer for each Segment. The CS reviewed all price |

| |sheets to and found that there were no errors in the calculation of the Price Sheet Total. Based on the evaluation criteria, |

| |Cascadia International and Valley Freightliner were the Apparently Successful Bidders for Segment A. For Segment B, the Apparently |

| |Successful Bidders are - Cascadia International, Valley Freightliner, Western Peterbilt and TEC Equipment. |

|Results & Recommendation |

|Savings: |Since this all bidders now must use the same technology to meet the EPA emissions standards, all of the bidders were on an equal |

| |playing field. This made the bids extremely competitive within each brand and also among the different brands in the Segments. |

| |Pricing is very competitive and in some cases is better than the pricing on 02709, the previous contract. |

|Recommendation: |Based on these facts, the sourcing team recommends an award for each category as follows: |

| |Awarded Vendors, |

| |Segment A: |

| | |

| |Cascadia International |

| |PO Box 1196 |

| |Tacoma WA 98401 |

| | |

| |Valley Freightliner |

| |277 Stewart Rd SW |

| |Pacific WA 98407 |

| | |

| |Segment B: |

| | |

| |Cascadia International |

| |PO Box 1196 |

| |Tacoma WA 98401 |

| | |

| |Valley Freightliner |

| |277 Stewart Rd SW |

| |Pacific WA 98407 |

| | |

| |TEC Equipment (Volvo) |

| |25619 Pacific HWY S. |

| |Des Moines WA 98198 |

| | |

| |Western Peterbilt |

| |PO Box 24065 |

| |Seattle WA 98124 |

| | |

|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 01611c.doc or pdf) |

|Link to: Current Contract Portal |Copy the price sheet 01611p.doc or xls or pdf) |

|Training |Copy the specification 01611s.doc or xls, or pdf) if applicable |

| |Copy the bid tab 01611t.doc or xls or pdf) |

| |Copy the bid document 01611b.doc or xls, or pdf ) |

| |Copy the bid Amendment 01611a.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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