Award Memo to File & Checklist

00814 Walk-in Step Vans or Similarly Situated Vehicles, Various Sizes

Glen McNeill

Contract Type: New Rebid Replacement WSCA Enterprise General Use

Contract Duration: Initial Term: 1 year months Maximum life: 8 Years & Date: __________Estimated Term Worth: $8,000,000.00 Estimated Annual Worth: $1,000,000.00Number of: Bidders notified: 385 MWBE’s notified: 58_____ Bids received:1 Bids Rejected: 0

WEBS was used to notify biddersList the WEBS (not PCMS) commodity Codes were used? 928-12, 071-02, 071-03, 071-04, 071-17, 071-77,071-90, 071-91, and 071-92

% DVA: 3 MWBE Goal: 3 % MWBE Award: WBE% _____ MBE%_____Self-Identified WBE% ______ Self-Identified MBE% ______Executive Summary: Snohomish County Public Utilities District (SCPUD) requested that the Department of

Enterprise Services (DES) to conduct their new solicitation and allow other customers to utilize the contract. DES conducted the solicitation and will make an award to multiple vendors provided that specification and pricing parameters were met.

Bid DevelopmentStakeholder work: Stuart Sherman (former Contracts Specialist 2) started bid development back in May

2014. Stuart conducted numerous stakeholder meetings with SCPUD and met with potential vendors on specification requirements.Stuart left state service at the end of May 2014 and the Contract was passed to Contracts Specialist Glen McNeill, for completion.

Market Research: Stuart met with Valley Freight Liner representatives and found out there was at least one other vendor who could meet the contract requirements.

Supplier Diversity Strategy:(See OSP Supplier Diversity Plan)

Did you identify and remove barriers on this procurement? The customer originally had information that would limit competition to only the current provider (Specific Vendor Specifications). The barriers were removed so all potential bidders could bid.

Did you encourage subcontracting efforts at the Pre-bid Conference? Subcontracting efforts were talked about at the pre-bid however; the bidders did not submit any subcontracting information.

Bid Development: Glen McNeill completed the initial bid development, and followed through with the final solicitation, posting and awarding.

The state of Washington has an ongoing need for walk-in step vans or similarly situated vehicles in a variety of sizes. The purpose of this IFB is to establish a statewide master contract for such walk-in step vans, as well as any related as-needed products, equipment and services.The contract term was determined to be one-year initial term, with the option to extend up to 8 years.

The solicitation was scored with a maximum score of 1,000 points. The bidder with the highest score would be the Apparent Successful Bidder (ASB). Once the debrief and protest period passed, an award would be made.

Memo To File - #00814, Walk In Step Vans

Award Memo to File & Checklist

Peer Review The solicitation was reviewed by Frank Castro and Mark Stevens from Snohomish County PUD as well as Michael Maverick (Unit Manager DES) reviewed the solicitation before posting. IFB 00814 was posted to WEBS on 6/11/2014.

Management Fee?

The new 0.74% management fee language was added to the solicitation.

Bid ProcessPre-Bid Conference:Date:6/24/2014

The pre-bid meeting was held on 6/24/2014 at the DES building. Frank Castro and Mark Stevens with SCPUD were in attendance, along with glen McNeill from DES.

One vendor participated. Representatives from Valley Freightliner were attendance in person, and Legacy ford submitted clarifications via email but could attend.

The pre-bid meeting went well, but the bidders had numerous clarification questions in order to accurately price the line items.

Amendment(s):Date: AMD 1 6/11/2014

AMD 2 – 7/2/2014

Amendment 1 was issued on 6/11/2013. The amendment set the Pre Bid Meeting for 00814 to Tuesday 6/24/2014 from 1:00pm pm to 3:00pm at the DES building in room 2332.

Amendment 2 was issued on 7/2/2014, The Purpose of this amendment was to make revisions to sections of IFB 00814, Walk-in step vans or similarly situated vehicles as well as update specification requirements to reflect needed clarifications/changes found during the Pre-Bid meeting held 6/24/2014.

Bid Evaluation—ResponsivenessBid Opening:Date:7/23/2014 @ 2:00pm

One bid was received on the bid due date. The bid was received on time and submitted from Valley Freightliner.

Bids Sealed & Signed?

The bids was sealed and signed.

Received all required submittals?

The following submittals were required upon bid opening: 1) Certifications and Assurances signed, specifications, Requirements , Price Sheets, Bidder Profile and an electronic copy.The bids had to required submittals.

Other Responsiveness checks?

No other responsiveness checks were completed.

Bid Evaluation—ResponsibilitySpecifications Before specifications were revealed to the stakeholder group Contract Specialist Glen

Memo To File - #00814, Walk In Step Vans

Award Memo to File & Checklist

Evaluation: McNeill had the evaluator sign a declaration of conflict interest form. Specification evaluation was completed by Frank Castro with SCPUD. Valley Freightliner provided justification that they could provide the needed products that met the specification requirements.

Bid Evaluation—ScoringEvaluation: The responsive and responsible bidder(s) who meets all of the IFB requirements and who

has the lowest price evaluation will be the Apparent Successful Bidder. Since only one bid was received I had Frank Castro with SCPUD evaluate the pricing that was submitted Valley Freightliner and it was found to be acceptable.

Results & RecommendationSavings: Although Modest increases to Category 2 and 3 from the previous contract was notices,

this is to be expected with new model year changes that are associated with vehicles, with some of the option pricing actually coming in a little less. Category 4, the configuration used by SCPUD is acceptable and is within our projections.

Recommendation: After a competitive solicitation, Valley Freight Liner Inc. had the overall lowest costs. It is in the state’s best interest, and it is my recommendation that an award be made to Valley Freight Liner Inc.

Implementation: No Apparent Successful Bidder (ASB) notification was made for IFB 00814 due to the fact that there was only one bid received. Valley Freightliner waived there right to a debrief conference on 7/21/2013 and the debrief was held on 7/23/2013. After five days, a protest was not received so the notice of award was issued in WEBS and the award letter was sent to NorthWest Weathernet, Inc. on 8/1/2013.

Award ActivitiesWEBS Notify bidders of the award via WEBS on 8/1/2013.

Once contract award has been finalized, archive bid in WEBSCommunication Send apparent successful bidder announcement letter

Send Award Announcement letters to all bidders Email UM a brief award announcement for Bi-Weekly Broadcast Provided Debriefing to: Iteris on 7/23/2013

PCMS Populate PCMS Info Tab Add Web remark in the PCMS Remarks Tab announcing the award of the contract Complete PCMS Internet Tab to include relevant search terms Complete PCMS Commodities Tab Complete PCMS Vendors Tab Complete PCMS Customer Tab Complete PCMS Fees Tab Include relevant search terms in the PCMS Internet Tab

(Tip: For best results, ask your contractor(s) to provide search terms)Post Contract to DES Website

Copy the following files into the G:\Shared Info\INTERNET folder: Copy Contract file (02813c.doc)

Memo To File - #00814, Walk In Step Vans

Award Memo to File & Checklist

Link to: Copy the price sheet (02813p.doc) Copy the bid tab (02813t.xls) Copy the bid document (02813b.doc) Copy the bid Amendment (02813a.doc)

Memo To File - #00814, Walk In Step Vans