Upcoming Goods and Services Contract Opportunities

Corinna Cooper & Josh KlikaProcurement Supervisors

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• 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

Discussion Points

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Where to find the opportunities?

Statewide view: https://fortress.wa.gov/ga/webs/bidcalendar.aspx

Where to find Statewide Opportunities

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Where to find the opportunities?

Statewide view:

Where to find Statewide Opportunities

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Where to find the opportunities?

DES viewhttps://fortress.wa.gov/ga/apps/ContractSearch/PlannedProcurement.aspx

Where to find DES Contracts

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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

WA State Procurement Statutes & Rules

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• 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

DES Procurement Policies

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• Timely Submittal• Meets all Mandatory Requirements

– Price Sheet, Specifications, Bidder Profiles, Amendments, Signed Offer

• Acceptance of Terms

Responsiveness

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• Do what the solicitation says!• Complete all required steps• Double Check your figures• Preferences & Reciprocity• Prompt Payments

Price Evaluation

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• Ability, Capacity, Skill• Character, Integrity, Reputation• Performance Timeliness• Past Performance and Compliance• Site Visits• Other Considerations• References• Debarment

Responsibility Checks

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• Check all the appropriate boxes• Provide as much detail as possible• Samples and Documentation• Performance & Equipment Testing• May seek Clarification on “equal products”

Specification Compliance

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• 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

Evaluation

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• 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

Two-Tier Solicitations

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Two ProcessesComplaint… 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

Complaints & Protests

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• Vendors must be given an opportunity to submit a complaint to the agency based on any of the following:

o The solicitation unnecessarily restricts competitiono The evaluation or scoring process is unfair or flawedo 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.

Complaints

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• 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.

Protest

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• 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.

Protest

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• 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

After Award of Contract

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• 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.

Performance Issue Avoidance

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1. Do your Homework and learn about the previous contract.

2. Monitor Washington Electronic Business Solution (WEBS) postings.

3. Contact the procurement coordinator as soon as possible for clarification and any concerns

4. Scrutinize bid specifications

5. Attend pre-bid conference or site visit & Ask Questions

6. Double check responsiveness

7. Don’t be late

8. Use all forms provided

9. Contact your references and get current contact information.

10. Make sure your business contact information is current in WEBS.

Tips for Better Results

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• 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

Resources

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• Office of Minority & Women’s Business Enterprises (OMWBE)

http://omwbe.wa.gov/

Resources

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Discussion/Questions

Ask Away!!

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Thank you!

Corinna & Josh

Corinna.Cooper@des.wa.gov

Josh.Klika@des.wa.gov

Thank you