Award Memo to FileContract #04015 Gasses: Medical, Specialty, and Industrial

Procurement Coordinator: Leslie Edwards

Contract Type: New Rebid Replacement WSCA Enterprise General UseRestricted to:      

Contract Duration:

Initial Term: One year Maximum life: Eight yearsMaximum Date: Eight years maximum from award date

Estimated Value:

Estimated Term Worth: $1,400,000.00 from Previous contractEstimated Annual Worth: $1,400,000.00

Summary: The purpose of this IFB is to establish a statewide master contract for the as needed purchase or rental of Specialty and Industrial Gases used for welding, medical, and other needs requiring the use of gases in cylinder, bottled, and bulk. Also for the as needed purchase of monthly rental and refill of portable oxygen units which include tanks, regulators, storage cases, masks and tubing. (This contract does NOT include propane gas.)

The Department of Enterprise Services (DES) intends to award to multiple vendor(s) in each category in six regions, up to a maximum of five (5) awards per region.

CATEGORY A: The as needed purchase of Gases: Medical, Specialty, and Industrial used for welding, medical, and other needs requiring the use of gases in cylinder, bottled, and bulk.

CATEGORY B: The as needed purchase of monthly rental and refill of portable oxygen units which include tanks, regulators, storage cases, masks and tubing. The units will be installed primarily on Washington State Ferries’ vessels or kept at terminals for replacement on the vessels although other Purchasers may have need of them as well.

Bid Development

Stakeholder work:

Received no response to the broadcast request for feedback and stakeholder participation, primary customer WSDOT was contacted directly to seek customer input on the rebid of contracts 07309 and 04209.

Market Research/Savings:

Supplier Diversity Strategy:

Is Certification language provided “Up Front” in the solicitation?Yes

Did you include OMWBE in sourcing team?No

Is a diversity plan included as part of the bid response prior to award (if certified firms are subcontractors)? Yes

Does this procurement offer second tier opportunities and reporting.

Award Memo & ChecklistContract 01614-Fuel Tanks and Equipment

No Did you encourage subcontracting efforts at the Prebid Conference?

Yes

Peer Review

Melissa Cox and Melanie Williams

Fee? .74% management fee and reporting requirements included.

Bid Process:

Bid Posted to WEBS:

Posted to WEBS 10/8/2015 (see attached solicitation). TAB A

Pre-Bid:

Optional attendance pre-bid conducted June 20, 2014 was held in Olympia at 10:00 a.m.- Attendance: (DES) Jennifer Burbage, LeAnna Sandy, Melanie Williams, (WSDOT) Chris Case, Jeff Schroeder, (Mascott) Steve Latimer, (AceTank) Jay Peterson, (NWP) David Boothe, Craig Danielson

TAB B

Amendment(s): No Amendments were required to be signed and submitted, however, Bidders were requested to use revised IFB, Price Sheet D, and Specs from amendments 5 & 6:

Amendment #1-Date issued 6/27/14-Purpose: To move the bid due date to July 17, 2014.

Amendment #2- Date issued 7/02/14-Purpose: To move the bid due date to July 17, 2014. Amendment 1 was issued and did not update the bid due date in WEBS. This amendment was posted to update the WEBS bid closing date to July 17, 2014 at 2p.m. sharp.

Amendment #3-Date issued 7/10/2014-Purpose: Update procurement coordinator to Jennifer Burbage along with new contact information.

Amendment #4- Date issued 7/16/2014-Purpose: To extend the bid closing date to August 6, 2014.

Amendment #5- Date issued 8/4/2014-Purpose: Extend bid closing to August 19, 2014, revise 01614 in its entirety, and answer questions from the pre-bid conference.

Amendment #6- Date issued 8/15/2014-Purpose: Extend bid due date to August 26, 2014 and revise Categories A, B, C, G and Price Sheet D.

Bidders were not required to complete and return any of

TAB C

Washington State Department of

Enterprise ServicesContracts & Legal Services Division, Master Contracts & Consulting Unit 2 of 5

Award Memo & ChecklistContract 01614-Fuel Tanks and Equipment

these amendments; however, their bid must submit the applicable amended documents that were revised.

Bid Evaluation—ResponsivenessClarifications and acceptance of Bidder submittals, information, and product offerings were applied uniformly for all Bidders. Bidders were required to respond to each question/requirement contained in this IFB. Failure to comply with any applicable item requested may have resulted in a bid being deemed non-responsive and disqualified.

Bid Opening: August 26, 2014 TAB D

Bids Signed? Four bids received, all four bids received were signed. TAB E

Received all required submittals?

Three out of four submittals included all submittals. One out of four did not use revised documents required from Amendments (5&6), However, Ace Tanks submitted a second bid which was one of the three that included all required submittals. Their first bid will be rejected.

TAB F

Specification compliance?

No bidders took exception to the “Minimum Service Requirements” specified in Appendix G

TAB G

Price Sheet compliance?

All bidders completed all or some part of Appendix B, Revised Price Sheets.

TAB H

Bid Evaluation—Scoring

(see Tab I for IFB evaluation and award section and Bid Tab)

TAB I

Evaluation: 8/27/2014 three bidders were responsive and responsible. Ace Tank submitted two bids one was rejected due, bid did not include all required submittals, bid was submitted prior to amendment #6 which required new submittals. The other two bidders were Ace Tank and North West Pump (NWP).

8/27/2014 NWP was contacted for clarification on

TAB J

Washington State Department of

Enterprise ServicesContracts & Legal Services Division, Master Contracts & Consulting Unit 3 of 5

Award Memo & ChecklistContract 01614-Fuel Tanks and Equipment

Categories A items line items excel 24-27 & C excel line items 41 & 42. Their bid showed line items were not available, after seeking clarification from Eric Leibe he confirmed this was a mistake and they could provide these items except category A line items excel 24-26 he confirmed fuel tanks do not come that small. Ace Tanks Jay Peterson were also contacted to seek clarification on Category A line items 24-26 he also confirmed fuel tanks are not available in that size. But Ace Tanks and Mascott were able to meet the spec for line item 27 and provide drawings of a 4,000 gallon split tank for category A and were able to provide all line items for category C.

9/2/2014-WSDOT sign and returned confidentially agreement and was sent all bidders Operation and Quality assurance plans. He responded all bidders passed.

9/2/2014- Sent rejection letter to Ace Tank and Fueling equipment for bid submitted 8/15/2014, bid did not include required submittals from amendment #6

Jay Peterson responded acknowledging receipt of the letter.

Sent rejection letter to NWP for not submitting pricing for Category A excel line item #27 and Category C excel line items #41 & 42.

9/3/2014- NWP responded to rejection letter.

Past Performance?

9/3/2014 All three references for each vendor were called. All bidders passed references.

Results & Recommendation

9/3/2014-Sent ASB Letter to all three bidders:

Recommendation:Ace Tank and Fueling Equipment- B, C, D, & HNorthwest Pump and Equipment- B, D, E, F, & HMascott Equipment Company-A, B, C, D, E, F, G, & H

9/15/2014-Debriefs MascottNWP

10/06/2014 Protest: NWP Protest (see attachments). Protest was not upheld.

10/09/2014 Award: Letters were sent to awarded

TAB K

Washington State Department of

Enterprise ServicesContracts & Legal Services Division, Master Contracts & Consulting Unit 4 of 5

Award Memo & ChecklistContract 01614-Fuel Tanks and Equipment

vendors. Contract start date 11/01/2014.

Ace Tank and Fueling Equipment- B, C, D, & HNorthwest Pump and Equipment- B, D, E, F, & HMascott Equipment Company-A, B, C, D, E, F, G, & H

Award Activities

WEBS Notify bidders of the award via WEBS Once contract award has been finalized, archive bid in

WEBS

Communication Send rejection letter to those bidders to disqualified bidders

Send apparent successful bidder announcement letter Send Award Announcement letters to all bidders <if

applicable> Email UM a brief award announcement for Bi-Weekly

Broadcast Provided Debriefing to:

PCMS Populate PCMS Info Tab Complete PCMS Expanded Description 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 Complete PCMS WBE/MBE Percents

Post Contract to WebsiteLink to: Current Contract Portal Training

Copy the following files into the :\Shared Info\INTERNET folder:

Copy CCI Copy the price sheet Copy the bid tab Copy the bid document Copy the bid amendment Copy the Award Memo to File bid document Copy the Frequently Asked Questions

Washington State Department of

Enterprise ServicesContracts & Legal Services Division, Master Contracts & Consulting Unit 5 of 5