Memo to File
|Original Solicitation Background and Information |
|06013 |Security Guard Services, Armed and Unarmed |Heidi Bohl |
|Contract Type: New Rebid Replacement WSCA Enterprise General Use |
|Restricted to:_____________ |
|Contract Duration: Initial Term: 2 years months Maximum life: 6 years Years & Date: 11-24-19 |
|Estimated Term Worth: $6,100,000 Estimated Annual Worth: $3,050,000 |
|Number of: Bidders notified: 91 MWBE’s notified: 2; WA Small Business notified: 23; Veteran Owned Business notified: 8; Bids received: 15 Bids Rejected: 5 |
| WEBS was used to notify bidders 09-04-13. |
|WEBS commodity Codes used: 990-46 |
|Diversity Opportunity Calculation: Based on 14 awarded vendors: |
|7% MWBE (OMWE certified) 7% DVA (DVA certified) |
|Executive Summary: |This replaces contract 02107 which will expire once 06013 is awarded. Previous contract was divided into three |
| |regions. Replacement contract 06013 is divided into six regions to allow more companies to participate. |
|[pic] | |
| |This is a two-tier contract. The first tier (“Tier One”) includes a Rapid Selection List of vendors, which Purchasers |
| |can select if they expect their purchase to be equal to or less than $10,000. Vendors in Tier One are sorted by |
| |regions where services are to be provided. Vendors are ranked by not-to-exceed price submitted during Tier One |
| |competition. |
| | |
| |The second tier (“Tier Two”) must be selected by a Purchaser when the expected cost is greater than $10,000. |
| |Purchasers may but are not required to select Tier Two in all other circumstances, including if the Purchaser wishes |
| |to solicit further competition by price and/or expertise. |
| | |
| |This process also includes the newly implemented “Open Enrollment” opportunity. This gives additional interested |
| |bidders a future opportunity, along with those who have submitted unsuccessful responses this time, the opportunity to|
| |reapply from January through September of the calendar year. |
|Bid Development |
|Stakeholder work |Provided specifications of previous contract to prime users DSHS, ESD and WSDOT for review, comments and updates. |
|Customer Forum? | |
|Vendor Forum? | |
|Supplier Diversity Strategy: |Emailed six MWBEs (OMWBE's certification directory) to inform them of upcoming solicitation for Security Guard |
| |Services, commodity code 990-46. Recommended to check their WEBS profile/account to ensure they selected the correct |
| |commodity code in order to ensure they'll receive notification. Provided WEBS link for vendors that may not yet be |
| |registered in order to do so. |
| | |
| |Certification language provided “Up Front”, section 1.10 – 1.12 in solicitation. |
| | |
| |Review of bid notification log revealed that three of the contractors on current contract 02107 were not notified. |
| |Their WEBS profile/account lists commodity code 990-10 for armored car services but not commodity code 990-46 for |
| |guard security services. Emailed the three vendors to let them know that the solicitation was released and to access |
| |and download the RFQQ from our website. Recommended to update their profile to include cc 990-46 to ensure they will |
| |receive notification of future security guard services opportunities. |
| |Through Open Enrollment Northwest Protective Service submitted pricing for Eastern Region they had inadvertently |
| |omitted on their original submittal. |
| |Through Open Enrollment Veteran Owned Chandler Security, LLC was added to existing contract. Participation/sales for |
|Quarter 1, 2014 |contract services rendered will be available based on customer usage and quarterly sales reports. |
| |Through Open Enrollment Minority Owned Liberty Security LLC was added to existing contract. Participation/sales for |
| |contract services rendered will be available based on customer usage and quarterly sales reports. |
| | |
| | |
|Quarter 2, 2014 | |
| | |
| | |
| | |
|Quarter 3, 2014 | |
| Peer Review |RFQQ was reviewed by Contracts Specialists Stuart Sherman and Sheila Mott. Unit Manager Michael Maverick in Cheral |
| |Jones’ absence reviewed the RFQQ as well. |
| Management Fee? |Management fee of .74% was included in the RFQQ. |
|Bid Process |
|Pre-Bid Conference: |Followed new lean process pilot Two-Tier RFQQ by eliminating pre-bid conference and required electronic submittals. |
|Date: | |
|[pic] | |
|Amendment(s): 1 |Amendment #1 was issued to change the email address questions and responses are to be send to. |
|Date: #1: 09-07-13 | |
|#2: 09-13-13 |Amendment #2 was issued to replace Appendix B “Proposed Master Contract” in its entirety and answer/clarify questions |
| |received from the bidder community. |
|[pic][pic] | |
|Bid Evaluation—Responsiveness and Scoring |
|Open Enrollment submittals: |Quarter 1, 2014, Quarter 2, 2014, Quarter 3, 2014 |
|Original Bid Due Date: |09-18-13 |
|Q1, Q2 & Q3 2014 Open Enrollment Bids Sealed & |Received One RFQQ submittal electronically in Q1 |
|Signed? |Received Two RFQQ submittals electronically in Q2. |
| |Received One RFQQ submittal electronically in Q3. |
|Original Bids Sealed & Signed? |Received 15 RFQQ submittals electronically. |
|Received all required submittals? Original and|Two of the 15 RFQQ submittals were deemed not responsive and rejected – B-Force Protections and The Tip Top Service. |
|Q2 & Q3, 2014 Open Enrollment: | |
|[pic] |GS4 Secure Solutions was also non-responsive, but was also rejected by not meeting the minimum non-cost score of 75% |
| |(along with two others, see below). |
| | |
| |See attached Bidder Responsiveness Checklist |
|Bid Evaluation—Responsibility and Price Analysis |
|Non-Cost factors Evaluation |Responsive submittals were scored by the stakeholder committee on a |
| |Pass/fail basis for “Mandatory Service Requirements”. |
|[pic] |Performance Service Requirements (100 Points) |
| |Company Profile (25 available points) |
|[pic] |Incident Response and Protocol (20 available points) |
| |Customer Service (30 available points) |
| |Staff Requirements (25 available points) |
| |Northwest Protective submittal included pricing for the Eastern Region that was omitted on their original submittal. |
| |The original submittals non-cost factors were previously evaluated by the committee. Unit manager agreed with that |
| |decision. |
| |Cliff Roberts (DSHS) one of the three original evaluators moved on to another entity which left Mary O’Brien (DSHS) and|
| |Steve Fry (Ecology) to score the two submittals received during open enrollment in Quarter 2, 2014. |
| |Scoring of submittal received in Quarter 3, 2014 was very close. Therefore recruited a third independent evaluation by|
| |Chris Fox (LNI). |
|Price Sheet |Pricing for the services provided is determined by the customer(s) and the contractor during the second tier process, |
|Including Original and Open Enrollment |but is based on the “not to exceed” hourly blended rate submitted with the RFQQ. |
|Q1, Q2 & Q3, 2014 |Cost Evaluation: |
|(not to exceed pricing) |The cost evaluation will be conducted by the Procurement Coordinator, who will score and rank the Bidders in order of |
| |pricing submitted (lowest cost to highest) for placement in the Rapid Selection Vendor Pool. Price scoring will be |
| |subjected to preferences and penalties required by law, rule, or the solicitation. Scoring will begin with 50 points |
|[pic] |for the lowest cost submittal, with subsequent submittals receiving points proportionate to the percentage of increase |
| |in price when compared to the lowest cost submitted. |
| | |
| |Rapid Selection Process Evaluation |
| |Proposer’s whose scores are at or above the top 25 percent of the ‘Not To Exceed Blended Hourly Rate” scores and rate |
| |above the top 75 percent of the “Performance Qualification Requirements” will be offered a Master Contract and be |
| |placed in the Rapid Selection Process for purchases equal to or less than $10,000. |
| | |
| |Bid submittals during the Open Enrollment periods will not be added to the Rapid Selection as pricing is posted. |
| | |
| |Tier Two Traditional Process Evaluation |
| |Proposer’s whose scores are less than 25 percent of the ‘Not-To-Exceed Blended Hourly Rate” scores and rate above the |
| |top 75 percent of the “Performance Qualification Requirements” will be offered a Master Contract to be utilized in |
| |accordance with the Tier Two Traditional Competitive Process. |
| |Three submittals did not rate above the 75 percent of the “Performance Qualification Requirements” and will be |
| |rejected: |
| |King County Security – 46; G4S – 70, WWMP – 59 |
|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 the Pre-Qualified Vendor Pool for Contract 06013 for Security Guard Services, |
| |Armed and Unarmed. |
| |AlliedBarton |
| |Unarmed |
| |Armed |
| |Olympic, Southwest, North Central, South Central, Northwest, Eastern |
| | |
| |Chandler Security |
| |Veteran Owned |
| |Unarmed |
| |Armed |
| |Open Enrollment Q2, 2014 |
| |Olympic, Southwest, North Central, South Central, Northwest, Eastern |
| | |
| |CWI Security |
| |Unarmed |
| |Armed |
| |North Central, South Central |
| | |
| |Cypress Private Security |
| |Unarmed |
| |Armed |
| |Olympic, Southwest, North Central, South Central, Northwest, Eastern |
| | |
| |First Security Inc. |
| |Unarmed |
| |Armed |
| |Eastern |
| | |
| |Liberty Security, LLC |
| |Minority Owned |
| |Unarmed |
| |Armed |
| |Open Enrollment Q3, 2014 |
| |Olympic, North Central, Northwest |
| | |
| |Northwest Protective Service, Inc. |
| |Unarmed |
| |Armed |
| |South Central, Northwest |
| | |
| | |
| |Northwest Protective Service, Inc. |
| |Unarmed |
| |Armed |
| |Open Enrollment Q1, 2014 |
| |Eastern |
| | |
| |Olympic Security Services, Inc. |
| |Unarmed |
| |Olympic, Southwest, North Central, South Central, Northwest, Eastern |
| | |
| |Pierce County Security, Inc. |
| |Unarmed |
| |Armed |
| |Olympic, Southwest, Northwest |
| | |
| |Phoenix Protective Corp. |
| |Unarmed |
| |Armed |
| |Olympic, Southwest, North Central, South Central, Northwest, Eastern |
| | |
| |Puget Sound Security Patrol, Inc. |
| |Unarmed |
| |Armed |
| |Olympic, Southwest, North Central, South |
| |Central, Northwest, Eastern |
| | |
| |Twin County Security |
| |Unarmed |
| |Armed |
| |Olympic |
| | |
| |WFF Facility Services, Inc. |
| |Unarmed |
| | |
| |Open Enrollment Q2, 2014 |
| |Northwest |
| | |
|Award Activities |
|Implementation Plan |Notification will be sent to successful vendors after Unit Manager approval and counter signature. Contract will be effective |
| |January 1, 2014. |
|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 GA Website |Copy the following files into the G:\Shared Info\INTERNET folder: |
| |Copy Contract file 06013c |
| |Copy the price sheet 06013p |
| |Copy the qualifications |
| |Copy the bid tab 06013t.xls |
| |Copy the bid document 06013b |
| |Copy the bid amendments 06013a |
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