Public Safety Communication Products and Solutions Pre-Bid Conference Overview

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This presentation provides an overview of the pre-bid conference for public safety communication products, services, and solutions procurement. Topics include the agenda, introductions, cooperative purchasing agreements, eligible purchasers, procurement scope, timeline, process, contract structure, and bid evaluation criteria. Important information on state procurement priorities and disclaimer regarding official communications is also highlighted.

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Presentation Transcript

1 PRE-BIDCONFERENCE 00318 PUBLICSAFETY COMMUNICATIONPRODUCTS, SERVICES ANDSOLUTIONS ENTERPRISE SERVICES CONTRACTS & PROCUREMENT DIVISION Neva Peckham (Procurement Coordinator)

2 PRE-BID ADMINISTRATION Comfort Zoom Meeting Recorded Questions Phone participation Washington s Electronic Business Solution (WEBS)

3 AGENDA Introductions Enterprise Services NASPO ValuePoint Cooperative Purchasing Master Agreement Overview Public Safety Communications Products, Services and Solutions Next Steps Agenda Questions?

4 Introductions

5 DISCLAIMER All oral and written communications will be considered unofficial and non-binding on DES. Should bidders rely on any other communication, including statements made by state employees other than the Procurement Coordinator, they do so at their own risk and expense. Bidders should only rely on written amendments issued via WEBS.

6 ENTERPRISE SERVICES Authority to create Cooperative Purchasing Master Agreements Goal of the Competitive Procurement Procurement Bridge Purchaser Focused State Procurement Priorities

7 NASPO VALUEPOINT Cooperative Purchasing Program Assist states in the Competitive Procurement Process Educates and Assists States in their Participation Collects Contract Administration Fee Questions?

8 ELIGIBLEPURCHASERS Authorized Purchasers within each State Identified and defined in Participating Addendum Potential Purchasers State agencies Cities/Counties Tribal Governments Non-Profits School Districts Higher Education Boards/Commissions Hospitals

9 00318 PUBLIC SAFETY COMMUNICATION PRODUCTS, SERVICESAND SOLUTIONS Procurement Scope Timeline Procurement Overview Process Contract Award Structure Exhibit B Performance Requirements Exhibit C Bid Price Response State Procurement Priorities Bid Evaluation Master Contract

10 PROCUREMENTSCOPE To receive competitive bids, Evaluate bids, Establish and award nationwide Cooperative Purchasing Master Agreement(s).

11 CONTRACT AWARD STRUCTURE Multiple Award Multiple Awards by category/sub- category Solution Awards Radio System Solutions Power Supply System Solutions Threshold Awards (Section 3.11)

12 PROCUREMENTTIMELINE Pre-Bid December 2, 2020 Q & A Period Ends January 15, 2021 Bid Deadline January 25, 2021 ASB March 10, 2021 Contract Award March 19, 2021

13 QUESTIONAND ANSWER PERIOD Question and Answer Period Substantive or procedural questions Answers are posted in WEBS as Q&A documents Solicitation Amendments

14 PERFORMANCE REQUIREMENTS Exhibit B-1 (Pass/Fail) Exhibit B-2, Scored (250 points) Exhibit B-3, Scored (500 points) Exhibit B-4, Scored (250 points per category/sub-category)

15 BID PRICE Exhibit C, scored (300 points per category/sub-category) Minimum requirement for Bid Price Evaluation MSRP or Publically Published List Price Percentage remains the same for entire contract term

16 BID PRICE, CONT. Lowest price per category/sub- category/solution receive maximum points available Other offers will receive proportionately fewer points Warranty and Service section informational purposes only.

17 STATE PROCUREMENT PRIORITIES EO-18-03 - Procurement Preference for Executive Order 18-03, Section 3.8 (Firms without Mandatory Individual Arbitration for Employees) Bidders complying with EO 18-03, scored (50 points)

18 BID EVALUATION SUMMARY POINTS STEP ITEM Solutions Products Responsiveness Pass/Fail Pass/Fail 1 Exhibit B-1 Mandatory Technical Requirements (per category/sub-category) Pass/Fail N/A 2 Exhibit B-2 System Solutions Narratives 250 3 N/A Exhibit B-3 Experience, Qualifications, Certifications, and Services 500 500 4 Exhibit B-4 References (per category/sub-category/solution) 250 250 5 750 300 750 300 TECHNICAL/PERFORMANCE POINTS AVAILABLE Exhibit C Bid Price (per category/sub-category/solution) 6 1050 1300 COMBINED TECHNICAL/PERFORMANCE & BID PRICE POINTS AVAILABLE Washington Preference - Executive Order 18-03 50 1100 50 1350 7 TOTAL AVAILABLE POINTS Responsibility Analysis Pass/Fail Pass/Fail 8 Contract Negotiations Pass/Fail Pass/Fail 9

19 MASTER CONTRACT Contract Term: Five Years Key Items: 1) Products Updates (Exhibit D, Section 3.5) Requires review and approval Requests may be submitted semi- annually

20 MASTER CONTRACT Key Items, cont.: 2) Economic Price Adjustment (Exhibit D Section 3.6) Requires review and approval Request may be submitted semi- annually

21 MASTER AGREEMENT Standard Insurance Requirements Commercial General Liability Workers Compensation Employer s Liability (Stop Gap) Logo Use Agreement (Exhibit D, Section 9.2) Annual Supplier Business Meeting (Exhibit D, Section 9.3)

22 MASTER AGREEMENT NASPO ValuePoint Sales Reporting (Exhibit D, Section 8) All sales by state Other state reporting requirements NASPO ValuePoint Vendor Management Fee (Exhibit D, Section 10) Due 30 Days after Invoice is received Other states may have fee

23 HOWTO PROVIDEA BID Read and understand all Contract terms Submit on Time Submit as Instructed Email Bid Submittals to: DESContractsTeamCypress@des.wa.gov

24 HOWTO PROVIDEA BID Submittal Requirements Exhibit A-1 Bidder s Certification Exhibit A-2 Bidder s Profile Exhibit B-1 Mandatory Technical Requirements

25 HOWTO PROVIDEA BID Submittal Requirements Exhibit B-2 System Solution Narratives Exhibit B-3 Experience, Qualifications, and Services Exhibit B-4 References

26 HOWTO PROVIDEA BID Submittal Requirements Exhibit C Bid Price Exhibit D1 Master Agreement Issues List (if applicable)

27 COMPLAINTS/DEBRIEFS/PROTESTS Complaints Complaint period ends five business days before the bid due date. Debrief Conferences Bidders will have three business days to request a Debrief Conference after announcement of ASB. Protests Must have participated in debrief conference Bidders may protest the award of the Master Contract only for three reasons: Bias, discrimination, or conflict of interest on the part of an evaluator; Error in computing evaluation scores; or Non-compliance with any procedures described in the Competitive Solicitation.

28 ADDITIONAL RESOURCES WEBS Statewide Payee Desk Procurement Technical Assistance Center (PTAC) Office of Minority, Women Business Enterprises (OMWBE) Washington Department of Veteran s Affairs Washington Department of Revenue Washington State Secretary of State