Washington State Procurement Guidelines Overview

Explore upcoming goods and services contract opportunities in Washington State with insights from Procurement Supervisors Corinna Cooper and Josh Klika. Discover discussion points on responsiveness, pricing, and specifications, along with tips for a successful bid. Learn where to find statewide opportunities and DES contracts, as well as key procurement statutes and rules to navigate the process effectively.

• Washington State
• Procurement Guidelines
• Contract Opportunities
• Bidding Tips
• Statewide Contracts

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1. Upcoming Goods and Services Contract Opportunities Corinna Cooper & Josh Klika Procurement Supervisors

2. Discussion Points Where to Statewide & DES Opportunities WA State Procurement Rules and Policies Responsiveness, Pricing, Responsibility and Specifications Two-Tier Contracting Protests and Complaint procedures Contract Finalization Performance Issues Tips for a Better Bid & Resources 2

3. Where to find Statewide Opportunities Where to find the opportunities? Statewide view: https://fortress.wa.gov/ga/webs/bidcalendar. aspx 3

4. Where to find Statewide Opportunities Where to find the opportunities? Statewide view: 4

5. Where to find DES Contracts Where to find the opportunities? DES view https://fortress.wa.gov/ga/apps/ContractSearch/ PlannedProcurement.aspx 5

6. WA State Procurement Statutes & Rules Revised Code of Washington (RCW) - RCW 39.26 Goods & Services (includes IT) RCW 39.04 Public Works RCW 39.80 Engineering & Architectural Services Washington Administrative Code (WAC) WAC 200.300: Contracting for Goods & Services WAC 200.305: Debarment Procedures 6

7. DES Procurement Policies DES-090-00 Delegation of Authority DES-140-00 Sole Source Contracts DES-130-00 Emergency Procurements/Purchases DES-125-03 Direct Buy Procurements/Purchases DES-170-00 Complaints and Protests DES-210-01 Agency Contract Reporting 7

8. Responsiveness Timely Submittal Meets all Mandatory Requirements Price Sheet, Specifications, Bidder Profiles, Amendments, Signed Offer Acceptance of Terms 8

9. Price Evaluation Do what the solicitation says! Complete all required steps Double Check your figures Preferences & Reciprocity Prompt Payments 9

10. Responsibility Checks Ability, Capacity, Skill Character, Integrity, Reputation Performance Timeliness Past Performance and Compliance Site Visits Other Considerations References Debarment 10

11. Specification Compliance Check all the appropriate boxes Provide as much detail as possible Samples and Documentation Performance & Equipment Testing May seek Clarification on equal products 11

12. Evaluation Cost Non-Cost Scored vs. Pass/Fail A Team may review Non-Cost requirements. Group Score or Individual scores averaged Evaluators sign a Confidentiality Agreement 12

13. Two-Tier Solicitations A procurement within a procurement The first tier is similar to a typical master contract and will result in a competitively bid pre-qualified vendor pool. The second tier involves a separate competition, conducted by a purchaser, for a specific need and only sent to the established pre-qualified vendor pool (Details). Vendor pool Refresh opportunities vary depending on the contract. Examples include: Janitorial Services, Analytical Labs, Derelict Vessels, IT Professional Services and Integrated Pest Management 13

14. Complaints & Protests Two Processes Complaint After the posting of the bid Before bids are due Protest After apparent successful bidder is announced, after a debrief has occurred and before protest deadline 14

15. Complaints Vendors must be given an opportunity to submit a complaint to the agency based on any of the following: o The solicitation unnecessarily restricts competition o The evaluation or scoring process is unfair or flawed o The solicitation requirements are inadequate or insufficient to prepare a response The complaint issue may not be raised again during the protest period. The agency complaint process does not need to include an appeal process. 15

16. Protest After the announcement of the apparent successful bidder (ASB), agencies must offer a debriefing conference to any bidder upon request. Agencies must give bidders a minimum of at least 3 business days after the ASB is announced to request the debriefing conference. Agencies must give bidders at least 5 business days after their debriefing conference to file a protest. 16

17. Protest The protest process as a minimum, must allow vendors an opportunity to submit a protest based on any of the following: o A matter of bias, discrimination, or conflict of interest on the part of an evaluator o Errors in computing the scores; or o Non-compliance with procedures described in the procurement document or agency protest process or DES requirements. Agencies should assign a neutral party that had no involvement in the evaluation and award process to investigate and respond to the protest. 17

18. After Award of Contract Implementation All Documents Posted Online Contract Administration by vendor Contract Performance is monitored on both sides Marketing of Contracts by vendor Usage Reporting Management Fee Payments 18

19. Performance Issue Avoidance Maintain communication with the contract administrator. Survey the contract administrator and customers for key project milestones and request schedules, e.g. opportunities to purchase with end of year funds. Inform customers of temporary outages on key products to synchronize demand ahead of time. Inform contract administrator and customers of key staff changes (Who is my sales rep. today?). Inform contract administrator of changes to your website, catalogs, or any third party service providers that affect your customers. Submit Sales even when there have been zero sales. Pay Management Fees in a timely manner. 19

20. Tips for Better Results 1. 2. Do your Homework and learn about the previous contract. Monitor Washington Electronic Business Solution (WEBS) postings. Contact the procurement coordinator as soon as possible for clarification and any concerns Scrutinize bid specifications Attend pre-bid conference or site visit & Ask Questions Double check responsiveness Don t be late Use all forms provided Contact your references and get current contact information. 10. Make sure your business contact information is current in WEBS. 3. 4. 5. 6. 7. 8. 9. 20

21. Resources Procurement Technical Assistance Center (PTAC) PTAC s mission is to maximize the number of capable U.S. companies participating in the government marketplace. http://washingtonptac.org 21

22. Resources Office of Minority & Women s Business Enterprises (OMWBE) http://omwbe.wa.gov/ 22

23. Discussion/Questions Ask Away!! 23

24. Thank you Thank you! Corinna & Josh Corinna.Cooper@des.wa.gov Josh.Klika@des.wa.gov 24