STATE OF WASHINGTON



State of Washington

DEPARTMENT OF GENERAL ADMINISTRATION

Office of State Procurement

Rm. 201 General Administration Building, P.O. Box 41017 ( Olympia, Washington 98504-1017 ( (360) 902-7400



INVITIATION FOR BID

Vendor Seminar Accommodations

|Contract Number |Quotation Opening Date & Time |

|08906 |November 21, 2006 - 2:00 PM. |

BIDS must be receiveD & Stamped on or before the opening date & time at this location:

210 11th AVe SW, Rm. 201, General Administration Building Olympia WA 98504-1017

Neva Peckham

Procurement Coordinator

Phone (360) 902-7425

Fax (360) 586-2426

E-mail npeckha@ga.

For a site map to the Capitol Campus, click .

Driving directions and parking information

ANNOUNCEMENT AND SPECIAL INFORMATION

Bidders are required to read and understand all information contained within this entire bid package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB. By responding to this IFB the bidder agrees to read and understand these documents. These documents are available on our website at .

In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless otherwise specified in this document):

• Using environmentally preferable products and products that exceed EPA guidelines

• Supporting a diverse supplier pool, including small, minority, and women-owned firms

• Featuring products made or grown in Washington

For a site map to the Capitol Campus including driving directions and parking information, click

Table of Contents

1 ANNOUNCEMENT AND SPECIAL INFORMATION 1

1.1 questions & inquiries 3

1.2 SCOPE 3

1.3 Term 3

1.4 USAGE 3

1.5 no obligation to contract 3

1.6 PUBLIC DISCLOSURE 3

2 CHECK LIST 4

3 Bid Submittals 5

3.1 OFFER AND AWARD 5

3.2 BID INFORMATION 6

3.3 SPECIFICATIONS 8

3.4 PRICE SHEETS 12

3.5 REFERENCES 15

4 BID EVALUATION 15

4.1 EVALUATION / AWARD 15

4.2 EVALUATION CONFERENCE 15

5 CONTRACT REQUIREMENTS 16

5.1 ADDITIONAL Locations and/or equipment and services ADDED TO THE CONTRACT 16

5.2 RETENTION OF RECORDS 16

5.3 administrative REPORTS 16

6 SPECIAL TERMS AND CONDITIONS 16

6.1 PRICING AND ADJUSTMENTS 16

6.2 CONTRACTOR PERFORMANCE 17

6.3 PURCHASING CARD ACCEPTANCE 17

6.4 Bidder compliance 17

1 questions & inquiries

All questions related to the IFB shall be directed to the Procurement Coordinator (PC). Any changes to the IFB will be issued via a written amendment and posted on our website. Notification of amendment will be through Office of State Procurement’s Washington’s Electronic Business Solution (WEBS) system.

Inquiries are to be in writing and shall reference the appropriate section and paragraph number. Questions should be submitted 5 calendar days prior to bid opening. Only questions answered by written amendment are binding. Oral interpretations have no legal effect.

2 SCOPE

The purpose of this IFB is to establish a mandatory contract for the as needed purchase of State of Washington, Department of General Administration’s Annual Vendor Education Seminar Accommodation requirements, conducted annually on the west side and east side of the state. Requirements specified herein.

Purchaser:

The purchaser will be the Department of General Administration, Office of State Procurement (OSP).

3 Term

The initial term of this contract will be for 24 months from date of award, which is projected to be within 30 days after bid opening date, with the option to extend for additional terms or portions thereof. Extensions will be subject to mutual agreement. The total contract term may not exceed six (6) years.

4 USAGE

Estimated Usage: Potential value is $22,000 for the initial two (2) year term. Usage estimates are based strictly upon available past historical data and may not reflect future requirements. The state does not guarantee any minimum purchase.

5 no obligation to contract

This IFB does not obligate the State of Washington to contract for services specified herein.

6 PUBLIC DISCLOSURE

Bid information, including price sheets, will not be available for public disclosure until after award of the contract. At the time of bid opening, only the name of the bidder and time of bid receipt will be read aloud.

CHECK LIST

This checklist is provided for bidder’s convenience only and identifies the bid documents that must be submitted. Any bids received without these documents may be deemed non-responsive and may not be considered for award.

|Bid submittal entitled: Offer and Award | |

|Bid submittal entitled: Bid Information | |

|Bid submittal entitled: Specifications | |

|References | |

|Bid submittal entitled: Price Sheets | |

| |

|Bid submittals to be returned after award: |

|The following documents need not be returned with bid submission. However, contractor will be required to submit such documents at a later date as|

|required by contract terms or as requested by the Procurement Coordinator. |

|Certificate of Insurance, Please reference the Standard Terms and Conditions: | |

| | |

|Sales/Service And Subcontractor Report: | |

Bid Submittals

1 OFFER AND AWARD

Bidders are required to read and understand all information contained within this entire bid package. There are some standard documents, which are referred to in this bid package that are not automatically printed or sent out with this bid. For example, Competitive Procurement Standards (Standard Terms and Conditions, Instructions to Bidders, Definitions), Sales/Service & Subcontractor Report are binding terms of this contract. It is important that you read and understand these documents. These documents are available on our website at . If you do not have Internet access, you may contact the Procurement Coordinator to obtain copies of any and all documents contained in this bid package.

STANDARD DEFINITIONS revised 06/02/03

STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03

STANDARD TERMS AND CONDITIONS revised 06/02/03

Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document with an authorized signature constitutes complete understanding and compliance with the terms and conditions and certifies that all necessary facilities or personnel are available and established at the time of bid submittal.

|(Company Name) | |(Typed or Printed Name) |

| | | |

|(Address) | |(Title) |

| | | |

|(City) (State) (Zip) | |(Phone No.) |

| | | |

|(Federal Tax Identification Number) | |(Bidder’s Signature IN INK) (Date) |

| | | |

|(Email) | | |

CONTRACT AWARD

(For State of Washington Use Only)

A contract is hereby awarded between the above company and the State of Washington, Office of State Procurement, Purchasing and Contract Administration, to be effective , Year . This is a Partial/Total award for Contract #08906, Vendor Seminar Accommodations.

Authorized Signatures

| | | | | | | |

|(Procurement Coordinator) | |(Date) | |(Unit Manager) | |(Date) |

2 BID INFORMATION

Bidder shall complete the following:

1. Prompt Payment Discount % days. Note: Prompt payment discount periods equal to (or greater than) 30 calendar days will receive consideration and bid pricing will be reduced (for evaluation purposes only) by the amount of that discount(s).

1. Purchasing (Credit) Cards accepted Yes No

(Washington State Purchasing card is VISA)

|Purchasing Card |Accept |Purchasing Card |Accept |OTHER: |

|VISA | |MASTERCARD | | |

|DISCOVER | |AMERICAN EXPRESS | | |

2. Authorized Representative:

|Primary Contact-Contract Administration |Contact for Administrative Reports |

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

|Customer Service |Alternate Customer Service |

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

3. Lead-time: Reservations/ scheduling to be accepted within calendar days of event.

4. Addresses:

|Billing will be from: |Payment to be sent to: |

| | | |

| | | |

| | | |

5. Company registered in Washington Electronic Bid Solution (WEBS) Yes No

WEBS is an internet vendor registration and bid notification system. The system offers one online site where vendors can register to receive government bid notifications. Governmental buyers will be able to go to the same site to post bidding opportunities and amendments. In order to streamline the purchasing process the state is requesting all vendors to register in the free online system. For more information on WEBS please visit ga.webs.

6. Firms bidding from California only: Is your firm currently certified as a small business under California Code, Title 2, Section 1896.12? Yes No .

Facility Location(s):

|ADDRESS: | | |PHONE: | |

| | | |CONTACT: | |

| | | |COUNTY: | |

| | | |REGION: | |

|ADDRESS: | | |PHONE: | |

| | | |CONTACT: | |

| | | |COUNTY: | |

| | | |REGION: | |

|ADDRESS: | | |PHONE: | |

| | | |CONTACT: | |

| | | |COUNTY: | |

| | | |REGION: | |

|ADDRESS: | | |PHONE: | |

| | | |CONTACT: | |

| | | |COUNTY: | |

| | | |REGION: | |

3 SPECIFICATIONS

|Description |√ If as |Describe Fully If Not As Specified |

|Western Washington Vendor Seminar |Specified |See Standard Terms & Conditions III 26 |

| | |Quality Standards |

|Ballroom Requirements for Vendor Education Seminar | | |

|Westside location – 500 to 600 rounds | | |

|Note: Room must be able to be split into two separate rooms. | | |

|Rooms: | | |

|All rooms must be set up according to specifications the evening prior to training event. | | |

|Dates: | | |

|Seminar to be held on a Tuesday, Wednesday or Thursday in April or May for the Westside training event. | | |

|Training rooms: | | |

|Four/five additional rooms are to accommodate 60-80 people, each set up theater style, within reasonable distance from the main | | |

|ballroom. | | |

|Registration/general area: | | |

|Must have 3/4 six foot tables | | |

|Audio Visual Equipment | | |

|Screens in all rooms | | |

|The ballroom must have microphones (at least 2 wireless handheld, 1 lavaliere, 1 podium and 2 wired for a panel discussion) and mixer to| | |

|for functional control. | | |

|An Auto Visual technical support person must be readily available to provide on site assistance as needed throughout the shows | | |

|Internet connections: | | |

|Either hardwire or wireless, must be available in at least one of the four break out rooms, as well as at least two connections | | |

|available in the general conference room location. Internet connection must also be available in the main conference/ball room. All | | |

|computers and related equipment will be provided by the state. | | |

|Description |√ If as |Describe Fully If Not As Specified |

| |Specified |See Standard Terms & Conditions III 26 |

| | |Quality Standards |

|Food Services: | | |

|Facility must be able to provide food services for full capacity. | | |

| | | |

|Meals must be within the current Washington State per diem rates as posted by the Office of Financial Management. To view the current | | |

|rates please visit . Rates are to be all inclusive (i.e. service, tax). | | |

| | | |

|Continental breakfast shall include: | | |

|Pastry or muffins | | |

|Some type of fruit (cut and ready to serve) | | |

|Juice, coffee, tea, water | | |

| | | |

|Lunch: buffet or sit down (beverage included) | | |

| | | |

|Light Refreshment | | |

|Tables in Common Area | | |

|Six to ten 8 foot skirted tables in a pre-function area outside or near the ballroom. These tables are used for mini booths for the | | |

|duration of the seminar and must have power and internet access available. | | |

|Parking: | | |

|Adequate parking must be available for full capacity. Clear parking guidelines (handicap, zone, restricted, etc.) must be provided upon| | |

|request. | | |

|Description |√ If as |Describe Fully If Not As Specified |

| |Specified |See Standard Terms & Conditions III 26 |

|Eastern Washington Vendor Seminar | |Quality Standards |

|Ballroom Requirements for Vendor Education Seminar | | |

|Eastside location – 150 - 200 rounds | | |

|Note: Room must be able to be split into two separate rooms. | | |

|Rooms: | | |

|All rooms must be set up according to specifications the evening prior to training event. | | |

|Dates: | | |

|Seminar to be held on a Tuesday, Wednesday or Thursday in late May or early June for the Eastside training event. | | |

|Training rooms: | | |

|Four/five additional rooms are to accommodate 40-50 people each set up theater style, within reasonable distance from the main ballroom.| | |

|Registration/general area: | | |

|Must have 3-4 six foot tables | | |

|Audio Visual Equipment | | |

|Screens in all rooms | | |

|The ballroom must have microphones (at least 2 wireless handheld, 1 lavaliere, 1 podium and 2 wired for a panel discussion) and mixer to| | |

|for functional control. | | |

|An Auto Visual technical support person must be readily available to provide on site assistance as needed throughout the show | | |

|Internet connections: | | |

|Either hardwire or wireless, must be available in at least one of the four break out rooms, as well as at least two connections | | |

|available in the general conference room location. Internet connection must also be available in the main conference/ball room. All | | |

|computers and related equipment will be provided by the state. | | |

|Description |√ If as |Describe Fully If Not As Specified |

| |Specified |See Standard Terms & Conditions III 26 |

| | |Quality Standards |

|Food Services: | | |

|Facility must be able to provide food services, for full capacity seminar. | | |

| | | |

|Meals must be within the current Washington State per diem rates as posted by the Office of Financial Management. To view the current | | |

|rates, please visit . Rates are to be all inclusive. (i.e. service, tax). | | |

| | | |

|Continental breakfast shall include: | | |

|Pastry or muffins | | |

|Some type of fruit (cut and ready to serve) | | |

|Juice, coffee, tea, water | | |

| | | |

|Lunch: buffet or sit down | | |

| | | |

|Light Refreshment | | |

|Tables in Common Area | | |

|Six to ten 8 skirted tables in a pre-function area outside or near the ballroom. These tables are used for mini booths for the duration| | |

|of the seminar and must have power and internet access available. | | |

|Parking: | | |

|Adequate parking must be available for full capacity. Clear parking guidelines (handicap, zone, restricted, etc.) must be provided upon| | |

|request. | | |

4 PRICE SHEETS

|Item |Description |Est. Qty |Unit Price |Total Price |

| | | |(Daily) | |

| |Western Washington Vendor Seminar |1 Ea |$ ________ |$ ____________ |

| |(see Section 3.3 Specifications) | | | |

| |Ball Room | | | |

| |Training Rooms |4 Ea |$ ________ |$ ____________ |

| |Registration set up (six foot table) |4 Ea |$ ________ |$ ____________ |

| |Skirted 8 foot tables (mini booths) |10 ea |$ ________ |$ ____________ |

| |Audio Visual Equipment: |

| |Screen |5 Ea |$ ________ |$ ____________ |

| |Handheld Wireless |2 Ea |$ ________ |$ ____________ |

| |Lavaliere |1 Ea |$ ________ |$ ____________ |

| |Podium |1 Ea |$ ________ |$ ____________ |

| |Internet Access |4 Ea |$ ________ |$ ____________ |

| |Food /service (note price only if other than current per diem) |Ea |$ ________ |$ ____________ |

| |Parking |1 Day |$ ________ |$ ____________ |

| |Eastern Washington Vendor Seminar |1 Ea |$ ________ |$ ____________ |

| |(see Section 3.3 Specifications) | | | |

| |Ball Room | | | |

| |Training Rooms |4 Ea |$ ________ |$ ____________ |

| |Registration set up (six foot table) |4 Ea |$ ________ |$ ____________ |

| |Skirted 8 foot tables (mini booths) |10 Ea |$ ________ |$ ____________ |

| |Audio Visual Equipment: |

| |Screen |5 Ea |$ ________ |$ ____________ |

| |Handheld Wireless |2 Ea |$ ________ |$ ____________ |

| |Lavaliere |1 Ea |$ ________ |$ ____________ |

| |Podium |1 Ea |$ ________ |$ ____________ |

| |Internet Access |4 Ea |$ ________ |$ ____________ |

| |Food /service (note price only if other than current per diem) |Ea |$ ________ |$ ____________ |

| |Parking |1 Day |$ ________ |$ ____________ |

Optional Equipment & Services

Items identified below are optional and are not part of the bid evaluation. The intent is to have established pricing for items or services that may be in addition or removed from the specifications noted herein.

|Item |Description |Daily Price |Daily Price |

| | |Western WA |Eastern WA |

| |Additional internet access site within conference facility. |$ __________ |$ ____________ |

| |Additional microphone, wireless. |$ __________ |$ ____________ |

| |Additional microphone, wired. |$ __________ |$ ____________ |

| |List additional items available by your facility not identified above or otherwise | | |

| |specified herein | | |

| | |$ __________ |$ ____________ |

| | |$ __________ |$ ____________ |

| | |$ __________ |$ ____________ |

5 REFERENCES

Bidder shall furnish a minimum of three (3) references for which Bidder has delivered goods or services on a contract similar in scope to that described in this IFB. The state reserves the right to waive reference checks if the Bidder has a known, good performance history. Negative responses on Reference checks may be grounds for finding bid non-responsive.

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BID EVALUATION

1 EVALUATION / AWARD

In conjunction with the Competitive Procurement Standards, Section III, Paragraph 28, the award will be based on the lowest total acquisition cost to the state (Western Washington Location and Eastern Washington Location).The bid shall be awarded to the lowest responsive and responsible Bidder(s) subject to the preferences provided by law, based upon lowest cost to Washington State by evaluated total. Award criteria shall include all factors identified in RCW 43.19.1911 and the contractual requirements provided herein. It is at the states discretion to award to multiple vendors or a single award. The following steps will be used to determine the lowest responsive, responsible, Bidder.

BID SCORING

The scoring criteria will be as follows:

Step 1: Meet Bid Specifications Pass/Fail, if pass, move on to step 2.

Step 2: Responsiveness, all appropriate documentation received by the due date and time noted herein. If responsive, move on to step 3.

Step 3: References

Negative responses on Reference checks may be grounds for finding bid non-responsive. If responsive move on to step 4.

Step 4: Pricing

Lowest price, as identified on the price sheet and any applicable discount (per section 3.2.1), shall be awarded the bid.

2 EVALUATION CONFERENCE

To aid in the evaluation process, after bid opening, the state may require individual bidders to appear at a date, time and place determined by the state for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of the state’s intention to award.

CONTRACT REQUIREMENTS

1 ADDITIONAL Locations and/or equipment and services ADDED TO THE CONTRACT

During the term of this contract, with mutual agreement with the Contractor, the state may add additional locations and/or equipment and services to this contract provided Contractor maintains the same pricing structure/profit margin as was established on the original contract. These additional locations and/or equipment and services shall not significantly impact the volume or scope of the contract and will be in response to customer requirements.

2 RETENTION OF RECORDS

The contractor shall maintain, for at least three years after completion of this contract, all relevant records pertaining to this contract. This shall include, but not be limited to, all records pertaining to actual contract performance from the date of contract award. It shall also include information necessary to document the level of utilization of MWBE’s and other businesses as subcontractors and suppliers in this contract as well as any efforts the contractor makes to increase the participation of MWBE’s. The contractor shall also maintain, for at least three years after completion of this contract, a record of all bids, bids, estimates, or proposals submitted to the Contractor by all businesses seeking to participate as subcontractors or suppliers in this contract. The State shall have the right to inspect and copy such records. If this contract involves federal funds, Contractor shall comply with all record keeping requirements set forth in any federal rules, regulations, or statutes included or referenced in the contract documents.

3 administrative REPORTS

The contractor(s) must provide the following report(s) to Office of State Procurement.

Sales and Subcontractor Report

A quarterly Sales and Subcontractor Report (attached) shall be submitted in the format provided by the Office of State Procurement. You can get the report electronically at . Total purchases for each State Agency, University, Community and Technical Colleges must be shown separately. Total purchases for all political subdivisions and non-profit organizations may be summarized as one customer. Additionally, all purchases by the State of Oregon or other purchasers must be reported as an aggregate total.

The report shall include sales information (Section A) and amounts paid to each subcontractor during the reporting period (Section B).

Reports should be rounded to nearest dollar. Contractors will be provided with all necessary sample forms, instructions, and lists. Reports are due thirty (30) days after the end of the calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st.

SPECIAL TERMS AND CONDITIONS

1 PRICING AND ADJUSTMENTS

Unless otherwise stipulated all bids must include unit prices and extensions where applicable and be otherwise in the format requested. Prices shall remain valid a minimum of 90 days after bid opening to allow sufficient time to evaluate and make award.

All pricing shall include the costs of bid preparation, servicing of accounts, and all contractual requirements. During contract period pricing shall remain firm and fixed for the initial 180 days after award.

Adjustments in pricing will be considered after firm fixed price period on a pass through basis only. A minimum of 45 calendar days advance written notice of price increase is required which is to be accompanied by sufficient documentation to justify the requested increase. Documentation must be based on United States published indices such as the Producer Price Index. Acceptance will be at the discretion of the Contract Specialist and shall not produce a higher profit margin than that established on the original contract pricing. Approved price adjustments shall remain unchanged for at least 180 calendar days thereafter.

During the contract period, any price declines at the manufacturer’s level or cost reductions to Contractor shall be reflected in a reduction of the contract price retroactive to Contractor's effective date.

During the term of this contract, should the contractor enter into pricing agreements with other customers providing greater benefits or lower pricing, contractor shall immediately amend the state contract to provide similar pricing to the state if the contract with other customers offers similar usage quantities, and similar conditions impacting pricing. Contractor shall immediately notify the state of any such contracts entered into by contractor.

2 CONTRACTOR PERFORMANCE

General Requirements: The state, in conjunction with purchasers, monitors and maintains records of Contractor performance. Said performance shall be a factor in evaluation and award of this and all future contracts. Purchasers will be provided with product/service performance report forms to forward reports of superior or poor performance to the Contract Specialist.

3 PURCHASING CARD ACCEPTANCE

In an effort to streamline the purchasing and payment process, the State is encouraging agencies to use the state contracted purchasing card to facilitate small dollar purchases. While at the present time, it is not mandatory that contractors accept credit card purchases, we encourage all state contractors to consider this alternate payment process. Please indicate in Bid Submittals which card(s) you presently accept. The current card available for state agency use is a VISA product.

4 Bidder compliance

The State reserves the right to consider the actual level of bidder’s compliance with the requirements specified in this IFB, and to consider a bid responsive if it substantially complies with the state’s intent relative to overall bid requirements and specifications.

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