Colorado Body Armor Products Kickoff Webinar Overview
The State of Colorado held a webinar on April 21, 2016, to kick off the body armor products sourcing initiative. The webinar included details on the sourcing team, RFP process, evaluation criteria, and factors. It outlined the evaluation rating matrix and emphasized the importance of the Executive Information, Technical Component, and Cost/Pricing Component in the evaluation process. Various aspects such as market basket items, response time, state coverage, warranties, and recycling plans were highlighted.
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Presentation Transcript
State of Colorado Body Armor Products Kickoff Webinar April 21, 2016
Sourcing Team Nikki Kalen Colorado Melanie Williams Washington John Riggins Idaho Tina McBride Idaho Jason Urquhart Idaho Ronda Miller Nevada John Jessee Nevada Jeff Hammer Utah Tim Hay (provided oversight) NASPO ValuePoint
RFP Process & Evaluation
RFP Process Release Date: September 21, 2015 Pre-Proposal Webinar: September 28, 2015 RFP Amendments: 1 Closing Date: October 30, 2015 Proposals Received: 9 (1 Offeror found non-responsive)
Evaluation Rating Matrix Score Description No Response 0 Poor approach does not comply with requirements; high risk of unacceptable or late performance 1 Marginal approach complies in most respects with requirements, but ambiguities exist; moderate risk of unacceptable or late performance 2 Meets approach is sound and meets requirements; low risk of unacceptable performance 3 Good approach exceeds requirements and no clarification is needed; minimal risk of unacceptable or late performance 4 Superior approach demonstrates in-depth comprehension of project requirements, and vast additional benefits are offered; highly unlikely risk of unacceptable performance 5
Evaluation Factors Executive Information 10% Technical Component 40% Cost/Pricing Component 50% Total Weight 100%
Evaluation Criteria Executive Information o Major features of Proposal were hi-lighted o Adherence to RFP requirements o Compliance with NASPO ValuePoint MA T&C s (10%) Cost/Pricing Component o Market Basket Items (50%) o Non Market Basket Items (not weighted) o Vest and Carrier Price Sheets (not weighted) Technical Component o On-Site Response Time (20%) o Total number of states that Offeror can service (10%) o Delivery Time Frame (6%) o Additional Warranties (2%) o Recycling Plan (2%)
Evaluation Calculations Total Points Evaluation Factor Weight Eval 1 Eval 2 Eval 3 Eval 4 Calculation 10% 5 5 4.33 3.33 17.66 0.09 Executive Information 10% 2 3 2 2 9 0.05 Number of States Serviced 20% 3 4 3 3 13 0.13 On-Site Response Time 2% 3 2 3 3 11 0.01 Additional Warranties 6% 5 5 4 4 18 0.05 Delivery Time Frame 2% 3 3 3 3 12 0.01 Recycling Plan 50% 20 22 55.33 18.33 93.66 0.34 Total Score 50% 2 2 2 2 8 0.20 Pricing (Cost) 50% 2 2 2 2 8 0.20 Total Score
Evaluation Results Armor Express GH Armor Point Blank Renegade Armor Survival Armor US KDH Safariland Armor Performance Factors 0.35 0.37 0.41 0.36 0.32 0.37 0.26 0.27 Total Score 35% 37% 41% 36% 32% 37% 26% 27% Weight @ 50% Pricing (Cost) Factor 0.10 0.20 0.30 0.50 0.10 0.20 0.20 0.10 Total Score 10% 20% 30% 50% 10% 20% 20% 10% Weight @ 50% Combined Score (Max 100%) 45% 57% 71% 86% 42% 57% 46% 37%
New Master Agreements
Master Agreement Overview Existing Master Agreements Terminate July 31, 2016 o Still able to sign new PA s o Old Distributor List o Existing Price Sheets o 120 day Holdover clause No crossover of Agreements o Products o Distributors o Executed PA s o Sales Reporting
Master Agreement Overview New Master Agreements Initial Term o March 21, 2016 - March 15, 2018 Extension of Agreement o 3 consecutive 1 year additional terms o 5 year maximum term o Executed Amendment to extend at least 3 months prior to term expiration
Master Agreement Overview Awarded Products o Ballistic Concealable Vest: Protection Level IIA, II, IIIA, III, and IV. o Ballistic Tactical Vest: Protection Level IIA, II, IIIA, III, and IV. o Stab Resistant Concealable Vest: Spike or Edged Blade: Protection Level 1, 2, and 3. o Stab Resistant Tactical Vest: Spike or Edged Blade: Protection Level 1, 2, and 3. o Combination Concealable Vest: Ballistic and Spike and/or Edged Blade. o Combination Tactical Vest: Ballistic and Spike and/or Edged Blade. o K-9 Ballistic Vest: Level IIA, II, IIIA, 2 and 3. o K-9 Stab Resistant Vest: Level IIA, II, IIIA, 2 and 3. o K-9 Combination Vest: Level IIA, II, IIIA, 2 and 3. o Ballistic Helmets: Level IIA, II, and IIIA. o Ballistic Shields: Hard and Soft: Level I, IIA, II, IIIA, III, and IV. o Accessories: Ballistic: Hard and soft trauma plates Groin, yoke, bicep, collar and throat protectors Shield window Non-Ballistic: Carriers: Uniform Shirt, Concealable, and Tactical Pouches Replacement vest straps ID patches Carry bags: Concealed and Tactical vests, Shield, and Helmet Helmet: face shield, equipment rails, pads, suspension Shield: LED lights, shoulder straps, logos
Master Agreement Overview Product Stipulations oAdditional product categories will not be added during term of contract oProduct list updates will be allowed once per calendar quarter, beginning July 1, 2016 Removing products Adding products Modifying products
Master Agreement Overview Product Specifications o Must be ordered new and unused o Cannot contain re-used/remanufactured or re-purposed components o Labeling Name of Contractor and manufacturing location NIJ-CPL model designation number and threat level Identify NIJ Standard Completed manufacturing date and Lot Number (if applicable) Brand name and catalog number (if applicable) An area where the officer name can be entered Serial number o Serial numbers must be tracked and stored in a readily accessible database
Master Agreement Overview Pricing oCeiling prices oPrices and Rates are guaranteed for the first 12 months oPrices may be decreased at any time Updated Product and Price List will be sent to Lead State for approval oPrice increases are only allowed once every 12 months, and will go into effect on April 1stof each year. oRetroactive adjustments are not allowed
Master Agreement Overview Product and Price List
Master Agreement Overview Warranty o 5-year Manufacturer warranty on ballistic panels o 18-month Manufacturer warranty on Carriers o Warranty period begins upon acceptance by the Purchasing Entity NOT when Distributor receives product Ballistic Panel Recycling o Purchasing Entities are not required to utilize program o Some vendors offer program at no cost to the Purchasing Entity Refer to SOW in the MA
Master Agreement Overview Ordering o Specifications Sizing, measurements, and final fitting are done at no expense Improperly fitted armor must be adjusted or replaced at no expense within 30 days of Purchasing Entity acceptance of product o Documentation All orders must include the following: Name of Purchasing Entity Purchasing Entity contact information Order date Product description CPL model number and threat level (if applicable) Serial number Price Master Agreement number and PO number
Master Agreement Overview o Order Acceptance Orders cannot not be placed after the expiration or termination of the Master Agreement o Shipping and Delivery All orders must be delivered to the Purchasing Entity within 60 days of Manufacturer receipt of order Contractor can direct ship to the Purchasing Entity or ship product to the distributor All shipping charges and associated costs are the responsibility of the Contractor Purchasing Entity will not be responsible for any additional charges, should Contractor fail to observe specific delivery days and receiving hours Packages that cannot be clearly identified may be refused and/or returned at not cost to the Purchasing Entity
Master Agreement Overview o Billing Purchasing Entity issues PO to Distributor - Distributor sends PO to Contractor Contractor processes order and ships product to Distributor Distributor delivers product to Purchasing Entity Distributor issues invoice to Purchasing Entity Purchasing Entity pays Distributor Participating State may specify billing preferences in their PA o Payment Typically made within 30 days following Purchasing Entity acceptance of order, or date in which a correct invoice is received, whichever is later
Master Agreement Overview Distributors o 3 day notification to Lead State if adding or removing Distributor Lead State must approve before Distributor can be utilized o Audit of new Distributors Webinar training in late May
Master Agreement Overview Customer Service o Must provide full service and support during normal business hours o Need to offer instruction on care, usage and limitation of armor Not a commitment to purchase Presentation/demonstrations by one or more vendors On-Site Response Time
Questions? Contract Lead: Nikki Kalen State of Colorado State Purchasing & Contracts Office Phone: 303-866-5671 Email: nikki.kalen@state.co.us
Participating Addendum Process
All 50 states and The District of Columbia have executed the NASPO Cooperative MOA, allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement
Opportunities for Participation Three Options for Participation 1. State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate 2. State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate 3. State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.
Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.
Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addenda will be maintained in a repository.
Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 1. An email request should be sent to PA@naspovaluepoint.org 2. from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. 3. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. 4. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 5. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. 6. Contractor signs Participating Addendum and sends back to entity for signature . 7. Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.
1. Sample PA s are located on the NASPO ValuePoint Website under each master agreement portfolio. Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org The Lead State and NASPO ValuePoint do not get involved with negotiations. Only submit completed and negotiated PA s with signatures from both parties. Submit completed PA s in PDF Format 2. 3. 4. 5. 6.
Thank You Please let NASPO ValuePoint know if we can be of any assistance: Tim Hay, NASPO ValuePoint Cooperative Development Coordinator thay@naspovaluepoint.org (503) 428-5705 * NASPO ValuePoint Point of Contact for these Master Agreements.
