LED Emergency Light Bars & Siren Warning Contract Rollout Webinar Overview
The webinar provides an overview of Master Agreements for LED Emergency Light Bars, Siren Warning Accessories, and Related Accessories. It covers contract details, pricing, delivery requirements, and vendor responsibilities. The purpose is to establish a source for various emergency warning products under specific terms and conditions.
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LED Emergency Light Bars, Siren Warning Accessories and Other Related Accessories Contract Rollout Webinar Chris Marquette (chris.marquette@state.mn.us) State of Minnesota - Lead Contract Administrator Tim Hay (thay@wsca-naspo.org) WSCA-NASPO Cooperative Development Coordinator (WNCDC)
Agenda Roll Call and Introductions Contract Overview Sourcing Team Process Results Awardees Questions Participation Process
Contract Overview The purpose of these Master Agreements is to provide a source for LED Emergency Light Bars, Siren Warning Accessories and Other Related Accessories Related Accessories refers to items which are part of a "Traffic Awareness Package" or "Vehicular Emergency Warning Products." This would typically include all warning lights such as roof-mounted light bars, interior lighting packages, and other miscellaneous warning lights like scene lights, spot lights as well as siren amplifiers, switches, speakers, mounting brackets, etc. Items not included are cages, push grilles, shotgun holders, etc.
Contract Overview Prices are a percent (%) discount from the Manufacturer s Suggested Retail Price (MSRP) for the products offered. The Contract Vendor will provide a specific Price List. This Price List is a max price for which the discount will be applied. Some Responders also offered order quantity breaks. Two market baskets, one for Lightbars and one for Sirens, were created to provide the best mechanism to get a true price comparison between the suppliers. The Master Agreements are direct with the Manufacturers.
Contract Overview The Contract Vendor may choose to provide all quotes, accept all Purchase Orders, accept all payments, perform all deliveries and provide all invoices or the Contract Vendor may delegate these duties to its authorized distributors The Contract Vendor is responsible for its authorized distributor s performance. The Participating Entity reserves the right to remove any authorized distributor at any time due to poor performance. The Contract Vendor may add and/or delete Authorized Distributors upon request and mutual agreement of the Participating Entity. The Contract Vendor is responsible for collecting, and submitting, all sales reports from the authorized distributors and submitting all Administration Fees on invoiced sales.
Contract Overview DELIVERY REQUIREMENTS. Unless otherwise mutually agreed, in-stock items must be delivered within five (5) business days after receipt of order and non-stock items must be delivered within fifteen (15) business days after receipt of order. Delivery requirements for custom made items will be negotiated at time of order placement. All orders will be shipped FOB Destination, with freight cost included in the unit price. WARRANTY. All items carry the manufacturer s standard warranty. PRODUCT DEMONSTRATIONS.
Sourcing Team Minnesota: Chris Marquette (Lead State) Minnesota SME: Lt. Robert Zak Minnesota SME: Lisa Jaegar Maine: Terry DeMerchant Missouri: Liz Palazzolo Oklahoma: Laura Bybee South Dakota: Scott Nelson
Process The RFP was published on November 21, 2013, and closed on January 22, 2014 There were 3 Addendums issued Award Recommendation Letters were sent to the Responders on July 9, 2014 Master Agreements were sent to awardees on July 22, 2014, with a Contract start date of August 1, 2014
Results Seven companies responded to the RFP. One supplier withdrew their bid because they did not meet specifications. The remaining six suppliers were deemed to be responsive and responsible and were scored both on the Lightbar Market Basket and the Siren Market Basket. Suppliers were given the option to offer discounts with freight costs prepaid and added to the invoice and/or with freight costs included in the unit price. After reviewing the results, the team decided that the freight costs included in the unit price offers were the best option. The top five responders were recommended for a Master Agreement award.
Results Lightbar Evaluation Rankings - Freight Allowed Rank Responder 1 Star Warning 2 Whelen 3 Soundoff 4 Code 3 5 Federal Signal Points 881.92 880 651.8 444.52 370.79 Siren Evaluation Rankings - Freight Allowed Rank Responder 1 Carson 2 Soundoff 3 Star Warning 4 Whelen 5 Code 3 6 Federal Signal Total Freight Allowed (Lightbar and Siren Scores) Rank Responder 1 Star Warning 2 Whelen 3 Soundoff 4 Code 3 5 Carson 6 Federal Signal Points 970 792.17 740.96 700.05 620.66 350.51 Points 1622.88 1580.05 1443.97 1065.18 970 *Note- Carson does not supply Lightbars 721.3
Awardees MA# 81292 Carson Manufacturing MA# 81295 Soundoff Signal MA# 81297 Whelen MA# 81365 Code 3 Inc MA# 81371 Star Headlight & Lantern Co. dba Star Warning Systems/Star Vehicle Products
Awardees Carson Manufacturing Quantity Breaks 51-125 126-300 Soundoff Signal Whelen Quantity Breaks 25+ of the same item Code 3 Inc Quantity Breaks 5-9 10-14 15+ Star Warning Systems/Star Vehicle Products 40% off List 65% off List Additional percent discount per order 5% 8% 49% off List 42% off List Additional percent discount per order 4% 45% off List Additional percent discount per order 5% 10% 15%
All 50 states and The District of Columbia have executed the NASPO Cooperative MOA, allowing them to be eligible to use any WSCA-NASPO cooperative Master Agreement 2014 WSCA-NASPO PA Process 2
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 WSCA-NASPO Cooperative Development Team (WNCDT) 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. 2014 WSCA-NASPO PA Process 3
Step by Step: Participating Addendum templates are available on each Master Agreement page on www.wsca-naspo.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 WNCDT 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 WNCDT at PA@wsca-naspo.org Executed Participating Addendum will be maintained in a repository. 2014 WSCA-NASPO PA Process 4
Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on www.wsca-naspo.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 WNCDT 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 WNCDT at PA@wsca-naspo.org Executed Participating Addendum will be maintained in a repository. 2014 WSCA-NASPO PA Process 5
Step by Step: Participating Addendum templates are available on each Master Agreement page on www.wsca-naspo.org 1. An email request should be sent to PA@wsca-naspo.org 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. 2. WNCDT will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. 3. WNCDT will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 4. 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. 5. Contractor signs Participating Addendum and sends back to entity for signature . 6. Entity sends fully executed copy to both contractor and WNCDT at PA@wsca-naspo.org Executed Participating Addendum will be maintained in a repository. 2014 WSCA-NASPO PA Process 6
Sample PAs are located on the WSCA-NASPO Website under each master agreement portfolio. 1. Executed Participating Addendum will be maintained on www.wsca-naspo.org and in a repository. 2. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.wsca-naspo.org 3. Contractors are encouraged to create and maintain state and/or entity specific web pages on their main Master Agreement website. 4. 2014 WSCA-NASPO PA Process 8
Please let the WSCA-NASPO Cooperative Development Team (WNCDT) know if we can be of any assistance: Tim Hay, WSCA-NASPO Cooperative Development Coordinator (WNCDC) E-MAIL: thay@wsca-naspo.org PHONE: (503) 428-5705 * WSCA-NASPO Point of Contact for these Master Agreements. 2014 WSCA-NASPO PA Process 9
