Memo to File



Award Memo to File

Contract #02415-Sign Support Materials

Procurement Coordinator: Jennifer Burbage

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

| |Restricted to:       |

|Contract Duration: |Initial Term: One year |

| |Maximum life: Eight years |

| |Maximum Date: 04/30/2023 |

|Estimated Value: |Unknown. Further, this contract will be available to all members of the DES Master Contracts Usage Agreement (MCUA). |

| |Many of these customers are discretionary and may use the contract but are not obligated to use the contract, therefore|

| |the annual spend through this contract is unknown. |

|Summary: |The purpose of this IFB is to establish a statewide master contract for sign support materials. This contract was |

| |requested from WSDOT. |

|Bid Development |

|Stakeholder work: |Received no response to the broadcast request for feedback and stakeholder participation, primary customer WSDOT was |

| |contacted directly to seek customer input on the rebid of 08008. |

|Market |[pic] |

|Research/Savings: |Evaluated totals based on WSDOT estimated annual usage vs. what WSDOT is currently paying. There is about $3,619.03 in |

| |savings. |

|Supplier Diversity | Is Certification language provided “Up Front” in the solicitation? |

|Strategy: |Yes |

| |Did you include OMWBE in sourcing team? |

| |No |

| |Is a diversity plan included as part of the bid response prior to award (if certified firms are subcontractors)? |

| |Yes |

| |Does this procurement offer second tier opportunities and reporting. |

| |No |

| |Did you encourage subcontracting efforts at the Prebid Conference? |

| |No, there was not a prebid held. |

| Peer Review |UM Michael Maverick |

| Fee? |.74% management fee and reporting requirements included. |

|Bid Process: |

|Bid Posted to WEBS: |Posted to WEBS 3/20/2015. (see tab for commodity codes on Tab A and below) |TAB A |

| | | |

| | | |

| |801-09-Blanks, Sign, Metal (See 801-71, 89, and 97 for other Sign Blanks), | |

| |801-12-Brackets and Holders, Sign, 801-20-Letters and Numerals, Sign (To | |

| |Include Logos), 801-30-Posts, Standards, Supports, and Expansion Plugs, | |

| |801-38-Recycled Signs, Equipment, and Supplies (Including Braille Type), | |

| |801-45-Sign Making Equipment Including Computerized Type, 801-48-Sign | |

| |Material, Non-Reflective, 801-50-Sign Material, Reflective (Die Cut)(See | |

| |550-45 for Reflective Sheeting for other than Signs), 801-49-Sign Material, | |

| |Reflective (See 550-45 for Reflective Sheeting for other than Signs), | |

| |801-53-Sign Painting Machines (Including Automatic), 801-54-Sign Painting | |

| |Supplies (Including Brushes and Inks), 801-76-Signs and Posters, | |

| |Informational (No Smoking, Fire Extinguisher, etc.), 801-56-Signs, American | |

| |Disability Act (ADA), 801-62-Signs, Door Knob: Meeting in Progress, Do Not | |

| |Disturb, etc., 801-66-Signs, Electronic Display (Marquee, etc.), | |

| |801-68-Signs, Exit: LED, Lighted, etc., 801-69-Signs, Fabric, 801-71-Signs, | |

| |Fiberglass (Including Blanks), 801-74-Signs, Hospital Bed, 801-78-Signs, | |

| |Janitorial (Wet Floor, Hazardous Spill, etc.), 801-81-Signs, Library, | |

| |801-82-Signs, Magnetic, 801-84-Signs, Message, Computerized, 801-83-Signs, | |

| |Metal (Not Blanks), 801-86-Signs, Miscellaneous (Not Otherwise Classified), | |

| |801-85-Signs, Neon, 801-87-Signs, Overhead (Traffic), 801-89-Signs, Plastic | |

| |and Polyethylene (Including Blanks), 801-91-Signs, Railroad Crossing | |

| |(Electric), 801-94-Signs, Runway and Taxiway, 801-95-Signs, Surge Marker, | |

| |Metal, 801-96-Signs, Traffic, Solar Powered, LED, Flashing, Programmable, | |

| |801-97-Signs, Wood (Including Blanks), 801-58-Signs: Billboard, Advertising,| |

| |etc., 801-59-Signs: Braille (Including Markers and Plaques), 801-60-Signs: | |

| |Construction (Including Roll-Up Type Message Signs) | |

| | | |

|Amendment(s): |No Amendments were required to be signed and submitted, however, Bidders |TAB B |

| |were requested to use revised IFB, Price Sheet Revision 2: |[pic] |

| |Amendment #1-Date issued 3/30/2015- Special Term 1: Use of the state’s | |

| |credit card (VISA) is an acceptable form of payment. The awarded Contractor| |

| |shall accept VISA with no corresponding charge card use fee to the customer.| |

| | | |

| |Amendment #2- Date issued 4/6/2015-To clarify specifications and answer | |

| |questions price sheet was revised and labeled Revision 1 | |

| |Amendment #3-Date issued 4/9/2015-To clarify specifications and revise price| |

| |sheet labeled as Revision 2 | |

| |Bidders were not required to complete and return any of these amendments; | |

| |however, their bid must submit the applicable amended documents that were | |

| |revised. | |

|Bid Evaluation—Responsiveness |

|Clarifications and acceptance of Bidder submittals, information, and product offerings were applied uniformly for all Bidders. Bidders were |

|required to respond to each question/requirement contained in this IFB. Failure to comply with any applicable item requested may have resulted|

|in a bid being deemed non-responsive and disqualified. |

|Bid Opening: |April 16, 2015 | |

|Bids Sealed/Signed? |Two bids received (Zumar and Traffic Safety), all bids received were | |

| |signed. | |

|Received all required |All bid submittals included all required submittals. Both bidders used |TAB C, D, & E |

|submittals? |revised documents required from Amendment 3, Traffic Safety (Tab C), |[pic][pic] |

| |Zumar (Tab D) However, Zumar submitted two bids and requested to withdraw| |

| |their first bid (Tab E). | |

|Specification compliance?|All bidders were in compliance with required specifications | |

|Price Sheet compliance? |All bidders completed all parts of revised price sheet 2 from amendment 3| |

|Bid Evaluation—Scoring |(see Tab F for IFB evaluation and award section and Bid Tab) |TAB F |

| | |[pic] |

|Evaluation: |4/20/2015 All bidders were responsive and responsible. All bidders | |

| |included required submittals. | |

|Past Performance? |4/20/2015 All three references for each vendor were emailed or called. | |

| |All bidders passed references. | |

| | | |

| |Contacted Zumar to clarify why there pricing was about $300.00 more on | |

| |line items 13 & 14. Talked to Derek at Zumar 4/29/2015 and he explain | |

| |they actually buy those items from their competitor Traffic Safety. | |

|Results & Recommendation |4/23/2015-Sent ASB Letter to the two bidders: Traffic Safety and Zumar |TAB G |

| |No debriefs were requested within the allotted three business days after |[pic] |

| |announcement of ASB. |[pic][pic] |

| |Recommendation: | |

| |Traffic Safety and Zumar are awarded for contract 02415. | |

| |4/29/2015 Award: Letters were sent to awarded vendors. Contract start | |

| |date 5/1/2015. | |

|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: None requested | |

|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 | |

|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 |Copy the bid tab | |

|Training |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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