Contract Roll-Out Webinar for WSCA-NASPO Cooperative Contracts on Fire and Security Protection Services
This webinar conducted by the State of Nevada in October 2013 focused on the roll-out of WSCA-NASPO cooperative contracts for Fire Protection Services (RFP 3046) and Security Protection Services (RFP 3047). It covered key aspects of the RFPs, the participation process, and introduced the sourcing team. The contracts included specific categories for fire and security services, with details on contract terms and extensions.
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Presentation Transcript
Contract Roll-Out Webinar WSCA-NASPO Cooperative Contracts Fire Protection Services (RFP 3046) & Security Protection Services (RFP 3047) lead by the State of Nevada Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 1
Agenda Introductions High points of the RFPs and Contracts Participation Process Questions Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 2
Sourcing Team Please stand and take a bow Ronda Miller ~ Nevada, Contract Lead Victor Leamer ~ Alaska Jennifer Bauer ~ Nevada David Anderson ~ Nevada Toby Giddings ~ Oregon Adrian Ruger ~ Utah Applause Please Paul Stembler ~ Cooperative Development Coordinator Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 3
RFPs (both) released on May 15, 2013 Q & A s were June 13, 2013 Responses opened (& delivered to evaluators) on July 10 and July 11 Evaluation July 30 ~ August 1 vendors selected on August 1 Contracts Signed September 2013 Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 4
RFP 3046 ~ Fire Protection Services 4 Categories Awarded: Category 1: Portable Fire Extinguishers Category 2: Fire Extinguishing Systems Category 3: Fire Sprinkler Systems Category 4: Fire Alarm/Protective Signaling Systems This Award Did Not Include Inspections For Categories 2, 3, & 4. Each State will have to do your own solicitation for this service. Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 5
RFP 3047 ~ Security Protection Services 3 Categories Awarded: Category 1: Access Control Systems Category 2: Burglar Alarms Category 3: Closed Circuit Television (CCTV) Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 6
Contract Term (length of the contract): The resulting contract(s) will be for a contract term of four (4) years with one (1) two (2) year extension for a total of 6 years, subject to approval of the WSCA-NASPO Management Board, provided: There are no changes in legal terms and conditions; The vendors agree to the extension; and The extension is in the best interest of WSCA-NASPO and the Participating States. Each individual Participating State may negotiate the length of their Participating Addendum. Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 7
Price Decreases and Allowable Price Increases Pricing must be held firm for the first year of the contract. Pricing may be amended annually thereafter with the approval of the Lead State (Nevada). The Lead State or a contractor may request negotiation of a Price Decrease by written notice that includes a brief description of the basis for the request, e.g. vendor know changes in pricing throughout the industry based on market research. Price increases may be allowed after the first year of the contract provided that the changes are mutually agreed upon by both WSCA-NASPO and the contractor(s), and conclusive evidence of a need for the price increase is substantiated by the Producer Price Index, Consumer Price Index, or similar pricing guide most relevant to the supply or system. Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 8
Next Steps o Each participating state (or eligible political subdivision or other eligible entities) needs to execute Participating Addendum(s) with selected contractors Participating Addendum Process follows: Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 9
Participating Addendums o Through the Participating Addendum, states may: Select Contractors Include their own Administrative Fee Include required (unique) terms and conditions Identify options for political subdivisions Request entity-specific reporting or other entity-specific requirements May NOT change the terms and conditions of the Master Agreement (it belongs to Nevada (as lead state)) Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 10
Eligibility Process o In all cases STATE CHIEF PROCUREMENT OFFICIAL will have the final say on who can and cannot participate within a state o The WNCDT (WCSA-NASPO Cooperative Development Team) will notify State Chief Procurement Officials directly to start process once Master Agreements are fully executed o All 50 states, the District of Columbia and the five organized territories are eligible to use any WSCA- NASPO cooperative contract Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 11
Participation Levels Participation at different levels: 1) State signs a Participating Addenda for entire state and its cooperative purchasing venture (if it has one) o Every legally eligible entity in the state can use 2) State signs a Participating Addenda ONLY for non state agencies o Every legally eligible entity that is not a STATE agency can use 3) State does not sign a Participating Addenda o Every political subdivision PA within that state must be approved by the state chief procurement official a) Sometimes individually b) Sometimes by entity (cities, counties, etc.) Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 12
Participating Addendum Process Flow Chart Participating State Chief Procurement Officer approves participation on behalf of state, political subdivisions and other eligible entities within the state Participating State completes draft PA for each contractor Participating States PA Templates for each contractor are available for download on www.wsca- naspo.org site Other Participating Entities WNCDT will contact the State CPO for permission for participation for an individual entity or for all entities within the state PA s are maintained in repository Participating Entity contacts WNCDT to request permission from their State Chief Procurement Officer to participate Participating State sends draft PA s to each contractor for signature/negoti ations If permission is provided by the State CPO Participating State/Entity sends PDF copy of fully executed PA to PA@wsca- naspo.org Participating Entity sends drafts to each contractor for negotiations Participating State/Entity and contractor sign final copy of PA Participating Entity completes draft PA for each contractor 9/17/2024
Participation Process o If you determine that you will not enter into a state- level participating addendum, the WNCDT would like to understand how you want to proceed if other governmental or potentially eligible entities want to participate, especially for non-profit entities (501(c)(3)) o The WNCDT will process questions from potentially eligible entities for you, unless you tell us to do something else The following process will be used when other entities wish to participate: Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 14
Participation Process Details How do we get people signed up? 1. Email request from entity (can be through contract providers) as long as these details are included: contact individual s name, full name of entity, phone number, email address, physical address 2. WNCDT emails state director and requests authorization for participation 3. WNCDT emails both contract provider and entity with authorization to proceed to complete the participating addendum 4. Entity completes contract provider s model participating addendum (from webpage or the WNCDT), negotiates, signs and forwards to contract providers point of contact [this can be done by scanning signed documents if permitted by the entity] Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 15
Details Continued How do we get people signed up? 5. Contract providers point of contact signs participating addendum and forwards to WNCDT at wncoopdt@gmail.com 6. WNCDT will annotate on participating addendum state authorization, create a PDF file of the participating addendum and the state authorization 7. WNCDT will forward copies of the PDF file to entity, contract providers point of contact and the entity Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 16
Special Wrinkle? Because of the mix of contractors across contracts and categories, we have included the following list in the model Participating Addenda: o a. Contract and Category Awards: Nevada RFP 3046 Fire Protection Fire Protection Category 1 Portable Fire Extinguishers Fire Protection Category 2 Fire Extinguishing Systems Fire Protection Category 3 Fire Sprinkler Systems Fire Protection Category 4 Fire Alarm Protective Signaling Systems Awards DO NOT include Inspection for Categories 2, 3 & 4 Participating Entity s will have to issue their own solicitation/have their own contract(s) for these services. Nevada RFP 3047 Security Protection Security Protection Category 1 Access Control Security Protection Category 2 Burglar Alarms Security Protection Category 3 - CCTV o For each contractor, the categories they were awarded will be in bold and the other categories will be crossed out, we hope this will help make it perfectly clear the limits of each contractors awards. Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 17
Then What? o Participating addenda will be posted on the WSCA-NASPO website o -This is done to provide easy, direct access for your agencies, political subdivisions and other entities eligible to participate under your authority o Contract Providers may create and maintain state specific landing pages from their main contract landing page Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 18
Questions For assistance please contact: Ronda Miller, WSCA-NASPO Contract Administrator (rlmiller@admin.nv.gov) Paul Stembler, Cooperative Development Coordinator (pstembler@wsca-naspo.org) Oct, 2013 WSCA-NASPO Fire Prot/Security Prot 19
