Washington State Patrol Supply Section 8543 Armstrong Road SW, Tumwater, WA 98512-PO Box 42625, Olympia WA 98504
INVITATION FOR BID FOR PROCUREMENT OF LEICA FSC COMPARISON MICROSCOPE FOR WASHINGTON STATE PATROL
Invitation for Bid Number WSP TJ157645
Bid Due Date & Time 12/01/2014, 5:00PM PST
WASHINGTON STATE PATROL Attn: Theresa Jensen, IFB: TJ157645 MAILING; PO BOX 42625 OLYMPIA, WA 98504-2625 PHYSICAL; 8543 ARMSTRONG RD SW TUMWATER, WA 98512-7630
Theresa Jensen Procurement Specialist II Phone: (360) 704-5451 Fax: (360) 704-5493 E-mail:
[email protected]
WSP TJ157645
PAGE 1.
2.
3.
SOLICITATION OVERVIEW AND SCOPE
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1.1. ACQUIISTION AUTHORITY 1.2. BIDDER RESPONSIBILITIES 1.3. SCOPE 1.4. AUTHORIZED COMMUNICATIONS 1.5. SOLICITATION AMENDMENTS 1.6. RIGHT TO CANCEL 1.7. PRICING 1.8. SUBMISSION OF RESPONSE 1.9. FUNDING 1.10. DELIVERY INSTRUCTIONS
3 3 3 3 4 4 4 4 5 5
TIMELINE
5
2.1. PROCUREMENT SCHEDULE 2.2. BID OPENING PROTOCOL
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BID EVALUATION AND AWARD
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3.1. EVALUATION/AWARD 3.2. EVALUATION PROCESS 3.3. SELECTION OF APPARENTLY SUCCESSFUL BIDDER 3.4. NOTIFICATION OF APPARENTLY SUCCESSFUL BIDDER
6 6 7 7
APPENDICES PAGE
8
CHECKLIST
8
CERTIFICATIONS AND ASSURANCES
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AUTHORIZED OFFER AND CONTRACT SIGNATURE PAGE
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WSP TJ157645
1 SOLICITATION OVERVIEW AND SCOPE 1.1
ACQUISITION AUTHORITY The Washington State Patrol Procurement Coordinator issues this Solicitation acting under the authority of its enabling legislation Revised Code of Washington (RCW) 39.26 which establishes DES and regulates the manner in which state agencies may acquire general goods and services,
BACKGROUND The Washington State Patrol (WSP) is an Agency of the State of Washington and is conducting an Invitation for Bid (IFB) for the purchase of one LEICA FSC Comparison Automated Scope. WSP requires delivery on or before 12/31/2014. The quantities represented in this IFB are representative of anticipated quantities currently required by WSP. It is the intention of WSP to secure price quotes for one LEICA FSC Comparison Automated Scope as specified in this IFB. The Purchase Order Terms and Conditions, attached to this IFB as Appendix A, in addition to any other contractual clauses contained in this IFB, will govern this procurement.
1.2
BIDDER RESPONSIBILITIES Bidders are required to read and understand all information contained within this Solicitation package. By responding to this Solicitation, bidder agrees to read and understand all documents including Appendix A (Instructions to Bidders, Standard Definitions, Standard Terms and Conditions, and Protest Procedures), and all other Appendices. In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our IFBs. These are not a factor of award (unless otherwise specified in this document):
Using environmentally preferable products and products that exceed EPA guidelines Supporting a diverse supplier pool, including small, minority, and women-owned firms Featuring products made or grown in Washington FEDERAL DEBARMENT AND SUSPENSION {IF APPLICABLE} See terms and conditions in embedded document for more details in addition RCW Chapter 200-305 WAC
1.3
SCOPE The purpose of this Solicitation is to purchase Qty 1, Leica FSC Comparison Automated Microscope for the Washington State Patrol. This IFB is being issued for use by WSP. Vendors that meet all mandatory requirements of this IFB may submit a bid. By obtaining fixed price quote that may then be used by WSP, at its option, for the purchase of additional Leica FSC Comparison Automated Microscopes for the Term of 12 months. The Vendor that meets all IFB requirements, and submits the lowest price quote for the products specified in this IFB, will be selected as the Apparently Successful Vendor.
1.4
AUTHORIZED COMMUNICATION Upon release of this solicitation, all Bidder communications concerning this solicitation must be directed to the Procurement Coordinator. Unauthorized contact regarding this Solicitation with other state employees involved with the Solicitation may result in disqualification. All oral communications will be considered unofficial and non-binding on the Procurement Coordinator. Bidders should rely only on written statements issued by the Procurement Coordinator.
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WSP TJ157645 1.5
1.6
SOLICITATION AMENDMENTS WSP reserves the right to revise the Schedule or other portions of this IFB at any time. WSP may correct errors in the solicitation document identified by WSP or a Vendor. Any changes or corrections will be by one or more written Amendment(s), dated, and posted with this solicitation document on WEBS https://fortress.wa.gov/ga/webs/ While the original solicitation may be posted in numerous locations, Amendments will only be posted in WEBS. Vendors are responsible for checking WEBS for changes and should do so frequently. Changes identified after the Response Due Date & Time may not be available on the website. If the website is not available, WSP will send the Amendment to only the Vendors who submitted a Response. If Vendors did not receive this IFB via WEBS, please register with WEBS at the website above under one or more of the commodity codes listed on the title page of this IFB in order to receive further notifications. WSP will not be responsible for notifying Vendors of changes in any other manner. All changes must be authorized and issued in writing by the Procurement Coordinator. If there is any conflict between Amendments, or between an Amendment and the IFB, whichever document was issued last in time shall be controlling.
RIGHT TO CANCEL The Procurement Coordinator reserves the right to cancel or reissue all or part of this Solicitation at any time as allowed by law without obligation or liability.
1.7
PRICING Response prices must include all cost components needed for the delivery of the goods and/or services as described in this Solicitation document. All costs associated with the goods and/or services specified must be incorporated into the price of the Response to this Solicitation. Failure to identify all costs in a manner consistent with the instructions in this Solicitation is sufficient grounds for disqualification. All Bid pricing is to be FOB Destination, 2203 Airport way S Suite 250, Seattle, Washington 98134, freight prepaid and included, to the destination(s) specified herein.
1.8
SUBMISSION OF RESPONSE: BIDS SUBMITTED VIA EMAILED When submitting a Bid by email, the Procurement Coordinator prefers the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, submit as a PDF. All submittals must reference bid number in subject line.
BIDS SUBMITTED HARD COPY A. When submitting a Bid by hard copy, the Procurement Coordinator prefers the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, submit as a PDF. In the event that a hard copy and an electronic copy do not agree, the hard copy will control. All changes and/or erasures shall be initialed in ink. Unsigned Responses will be rejected on opening unless satisfactory evidence was submitted clearly establishing the Bidder’s desire and intent to be bound by the Response, such as a signed cover letter. Incomplete or illegible Responses may be rejected.
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WSP TJ157645 B. IDENTIFICATION AND DELIVERY: To facilitate proper delivery and processing, responses must be delivered to the below address and clearly identified on the outside of the package with the following information:
Bidder’s Address:
Washington State Patrol, Supply Section Attn: Theresa Jensen IFB: WSP TJ157645 Mailing Address: PO Box 42625, Olympia, WA 98504-2625 Physical Address: 8543Armstrong RD SW, Tumwater, WA 98512-7630
IFB Number: WSP TJ157645
Procurement Coordinator Name: Theresa Jensen
1.9 FUNDING Obligations of the State will cease immediately without penalty of further payment being required if the Washington State Legislature fails to appropriate or otherwise make available sufficient funds for this agreement.
1.10 DELIVERY INSTRUCTIONS Delivery timeframe may be a factor in award. Required delivery deadline – on or before 12/31/2014 to the purchaser’s ship to location. Purchaser’s Ship to Location: Washington State Patrol Seattle Crime Lab 2203 Airport Way S. Bldg A St 250 Seattle, WA 98134
2. TIMELINE 2.1 PROCUREMENT SCHEDULE The dates listed below represent the projected procurement schedule. The Procurement Coordinator reserves the right to change the schedule. Notification of amendments to the procurement schedule prior to bid opening, will be sent electronically to all properly registered users of the Department of Enterprise Services, Washington Electronic Business Solution (WEBS) https://fortress.wa.gov/ga/webs/ who downloaded this Solicitation from WEBS. Changes to the Procurement Schedule after Bid Opening may be communicated to all bidders reflecting the change. Schedule of Events
Date
Time
Event
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WSP TJ157645 11/19/2014
4:00PM, PST
11/24/2014
3:00PM, PST
If Applicable 11/25/2014 12/01/2014 12/2/2014 12/3/2014
5:00PM, PST
12/10/2014
5:00PM, PST
5:00PM, PST
Issue Solicitation Document (available for download from https://fortress.wa.gov/ga/webs/ ) Vendor questions, comments and complaints submitted by 3:00 PM PST. (Questions, comments and complaints should be submitted via email to the Procurement Specialist handling this IFB). Answers posted on WEBS 5:00 PM PST, Amendment(s) issued, if applicable Responses Due Evaluation begins Announcement of apparently successful vendor, no later than 5:00PM, PST Protest Period ends
WSP RESERVES THE RIGHT TO REVISE THE ABOVE SCHEDULE 2.2 BID OPENING PROTOCOL Only the name of the Bidder and the time of response receipt are read aloud at the time of the Bid opening. The reading does not determine award of the Solicitation, responsibility of the Bidder, or responsiveness of the Bid. Bidder attendance at the Bid opening is not required.
3. BID EVALUATION AND AWARD 3.1 EVALUATION / AWARD An Award shall be made to the lowest Responsive and Responsible Bidder based on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW 39.26 Subject to the provisions of RCW 39.26 and WAC 200-300 (http://apps.leg.wa.gov/wac/default.aspx?cite=200-300), the Procurement Coordinator reserves the right to: (1) Waive any informality; (2) Reject any or all Bids, or portions thereof;(3) Accept any portion of the items bid unless the Bidder stipulates all or nothing in their Bid; (4) Cancel a solicitation and re-solicit Bids; (5) Negotiate with the lowest Responsive and Responsible Bidder to determine if that Response can be improved for the Purchaser; (6) Award on an all or none consolidated basis taking into consideration ”lifecycle costs”; and (7) Award in aggregate when in the best interest of the state. One award will be made to the bidder who has met all of the requirements of the IFB and is determined to be responsive, responsible and has the lowest total Price Sheet Total for the line items listed. Options listed or provided by the Bidder will be reviewed for price reasonableness. To aid in the Response evaluation process, after Response due date and time, the Procurement Coordinator may require individual bidders to appear at a date, time and place determined by the Procurement Coordinator for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of the Purchasing Activity’s intention to award.
3.2 EVALUATION PROCESS Phase One: Initial Determination of Responsiveness 6
WSP TJ157645 Responses will be reviewed initially by the Procurement Coordinator to determine on a pass/fail basis compliance with administrative requirements as specified herein. Responses meeting the Initial Determination of Responsiveness will then be reviewed on a pass/fail basis to determine if the Response meets the Mandatory requirements. Only Responses meeting all Mandatory requirements will be further evaluated. The State reserves the right to determine at its sole discretion whether Bidder’s Response to a Mandatory requirement is sufficient to pass. If, however, all responding Bidders fail to meet any single Mandatory item, the Procurement Coordinator will cancel the Solicitation and reject all Bids.
Phase Two: Bidder Responsibility Bidder Responsibility will be determined according to RCW 39.26, or other criteria identified in the Solicitation. During Response evaluation, the Procurement Coordinator reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's Subcontractor's facilities. Failure to respond to said request(s) may result in Response being rejected as nonresponsive.
Phase Three: Cost Only Responses that pass the Initial Determination of Responsiveness will be further evaluated based on the requirements in this Solicitation and as follows: a. Cost Evaluation –The Quantity listed will be multiplied by the Unit Price for a Total Price (Qty x UP = TP). Bid pricing will also have, Preferences, and Penalties (if applicable) applied to the unit price totals to determine the total cost for the line item.
3.3 SELECTION OF APPARENTLY SUCCESSFUL BIDDER The Bidder who is the lowest Responsive, Responsible bidder will be declared the Apparent Successful Bidder. The Procurement Coordinator may enter into contract negotiations with the Apparent Successful Bidder. Should contract negotiations fail to be completed within one (1) month after initiation, the Procurement Coordinator may immediately cease contract negotiations and declare the Bidder with the second lowest cost the new Successful Bidder and enter into contract negotiations with that Bidder. This process will continue until the Contracts are signed or no qualified Bidders remain.
3.4 NOTIFICATION OF APPARENTLY SUCCESSFUL BIDDER All Bidders responding to this solicitation will be notified when the Procurement Coordinator has determined the Apparent Successful Bidder. The date of announcement of the Apparent Successful Bidder will be the date of the notification from the Purchasing Activity.
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WSP TJ157645
APPENDICES PAGES The following Appendices are additional required information included in the Solicitation
APPENDIX A STANDARD TERMS & CONDITIONS, INSTRUCTION TO BIDDERS, DEFINITIONS, PROTEST PROCEDURES
APPENDIX B SPECIAL TERMS AND CONDITIONS
APPENDIX C SPECIFICATIONS
Appendix B Special Terms
REFER TO APPENDIX D FOR MODEL SPECIFIC CRITERIA
WSP Competitive Terms & Conditins 5-
APPENDIX D PRICE SHEET
APPENDIX E BIDDER PROFILE
WSP TJ 157645 SPECIFICATION - PR
Appendix E - Bidder Profile
CHECK LIST This checklist is provided for Bidder's convenience only and identifies the documents to be submitted with each Response. Any Response received without any one or more of these documents may be rejected as being non-responsive. Appendix D:
Price Sheets
Appendix E:
Bidder Profile
Authorized Offer and Contract Signature Page Warranty Information Descriptive Literature Dealer Authorization
Bidder’s Company Name 8
WSP TJ157645
CERTIFICATIONS AND ASSURANCES We make the following certifications and assurances as a required element of the Response, to which it is attached, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the IFB are conditions precedent to the award. 1. We have read, understand and agree to abide by all information contained in the Solicitation, including all of the Appendices. If awarded, the Washington State Patrol will issue a Purchase Order. 2. The prices in this Response have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror or competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered. The prices in this Response have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror or competitor before IFB award unless otherwise required by law. No attempt has been made or will be made by the offeror to induce any other concern to submit or not to submit an offer for the purpose of restricting competition. However, we may freely join with other persons or organizations for the purpose of presenting a single Bid or Proposal. 3. The attached Response is a firm offer for a period of 90 days following the Response Due Date specified in the IFB, and it may be accepted by the Contracts Consultant without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 90 day period. In the case of protest, our Response will remain valid for 90 days or until the protest and any related court action is resolved, whichever is later. 4. In preparing this Response, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to the State's solicitation and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Response. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.) 5. We understand that the State will not reimburse us for any costs incurred in the preparation of this Response. All Responses become the property of the State, and we claim no proprietary right to the ideas, writings, items or samples unless so stated in the Response. Submission of the attached Response constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the solicitation document. 6. We understand that any purchase order awarded, as a result of this Response will incorporate all the solicitation requirements. Submission of a Response and execution of this Certifications and Assurances document certify our willingness to comply with the terms and conditions, if selected as a supplier. 7. We are not submitting proposed solicitation exceptions. 8. By submitting this Response, Bidder hereby offers to furnish materials, supplies, services and/or equipment in compliance with all terms, conditions, and specifications contained in this solicitation.
Bidder’s Company Name 9
WSP TJ157645
AUTHORIZED OFFER AND CONTRACT SIGNATURE PAGE In submitting this Response, the Authorized Signatory below acknowledges having read and understood the entire Solicitation and agrees to comply with the terms and conditions of the Solicitation including Certifications and Assurances. The Authorized Signatory also agrees to fulfill the offer made in this Response and any subsequently awarded Contract. The Authorized Signatory below represents that he/she has the authority to bind the entity named below to the Response submitted and any Contract awarded as a result of this Solicitation. Authorized Signature/Legal Notice Contact Information: Company Name: Signature:
Date:
Name (print): Title: Company Mailing Address: Entity Type: (LLC, LP, etc.): Phone/Fax: Email:
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Bidder’s Company Name 10
