Purchasing biweekly bulletin - 05/18/12

News

State Contract Updates

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General Information

Updated forms coming

Enterprise Services has begun updating some of its goods and services contracting forms, to reflect the Oct. 1, 2011 merger of General Administration into the new Department of Enterprise Services. Some of the forms still reference General Administration and have the former agency’s logo. This is just a “heads up” to those of you that use the forms and templates. You may see slight variations the next time you use these documents.

Added 5/18/12 --  Return to top

New numbers created for DES rules

In 2011, the Legislature passed a bill to consolidate central service agencies into the Department of Enterprise Services (DES).

DES consolidates the departments of General Administration (GA), Printing (PRT), and parts of the departments of Information Services (DIS), Personnel (DOP), and the Office of Financial Management (OFM).

Bringing these agencies together required merging their existing rules into a new Title 200 of the Washington Administrative Code (WAC). Examples of the rules now under DES include former DOP rules dealing with employee training, former OFM rules dealing with risk management and former GA rules dealing with purchasing and the Capitol Campus. The rules have now been re-numbered.

None of the content of the rules changed, with the exception of the public records rules. DES has since adopted new public records rules. And the rule numbers for the State Building Code Council have not been changed.

We understand that many agencies refer to the rules by number in both internal and external documents and other communications. To help ensure consistency and accuracy, please share this information within your agency and update the WAC numbers in your publications and websites.

DES has prepared a crosswalk to help you quickly see how the rule numbers have changed.

If you have any questions about DES rules, please contact Jack Zeigler, DES policy manager, at jack.zeigler@des.wa.gov.

Added 4/13/12 --  Return to top

Washington Purchasing Manual updated

The Washington Purchasing Manual has been updated to align with the laws and requirements associated to the creation of the Department of Enterprise Services (DES)

Changes include the following:

  • Improved clarification based on the feedback received since the last release
  • Restructuring the information to reflect a more intuitive and logical flow
  • Adjustments to the Direct Buy ($5,000) and Sealed Bid ($50,000) thresholds
  • Minor administrative updates, corrections and repairs
  • The addition of new guidance related to:
    • Performance Based Contracting.
    • Advancement of Veteran Owned Business and Washington Businesses.
    • Purchase of Food Grown in Washington

This version of the Purchasing Manual has been reviewed and approved by the assistant attorney general representing DES. Any questions about the manual should be directed to Steve Krueger, DES Protest and Policy manager, at steve.krueger@des.wa.gov or (360) 407-9400.

Added 10/28/11 --  Return to top

Marine Services contract extended

The Marine Services contract (#01110) has been extended for a 24-month term, effective July 22, 2012 through July 23, 2014 with Emerald Services, Inc. All other terms, conditions, specifications, and pricing remain unchanged. If you have any questions regarding this contract, please contact Melanie Williams, DES contracts specialist, at melanie.williams@des.wa.gov or (360) 407-9939.

Added 5/18/12 --  Return to top

Front Loaders contract extended

The Front Loaders Contract (#16904) has been extended for a 24-month term, effective June 11, 2012 through June 12, 2014 with all four vendors – Case Power & Equipment, Pape Machinery, NC Machinery, and Clyde West, Inc. All other terms, conditions, specifications and pricing remain unchanged. If you have any questions regarding this contract, please contact Steve Jenkins, DES contracts specialist, at steve.jenkins@des.wa.gov or (360) 407-9415.

Added 5/18/12 --  Return to top

Water Tank Inspection and Tank Cleaning Services contract extended

The Water Tank Inspection and Tank Cleaning Services contract (#00308) has been extended for a 24-month term, effective June 20, 2012 through June 21, 2014 with two vendors – Advanced Diving Services, Inc. and Extech, a division of Acuren Inspection, Inc. All other terms, conditions, specifications and pricing remain unchanged. If you have any questions regarding this contract, please contact Melanie Williams, DES contracts specialist, at melanie.williams@des.wa.gov or (360) 407-9399.

Added 5/18/12 --  Return to top

Protective Clothing and Equipment contract extended with some price increases

The Protective Clothing and Equipment Homeland Security contract (#04609) has been extended for 24 months, through April 25, 2014. Due to the low usage, MSA, a manufacturer supplying Aramsco, a contract vendor, is unable to continue to offer the same special pricing under this contract and will pass along a price increase. Bauer, Inc., the other contract vendor, extended their portion of the contract without any changes. If you have any questions regarding this contract, please contact Heidi Bohl, DES contracts specialist, at (360) 407-9421 or heidi.bohl@des.wa.gov.

Added 5/18/12 --  Return to top

Update on new flag contract

Bids for a new flag contract, for State of Washington and U.S. flags, were due to Enterprise Services by April 3, 2012. This is a rebid of contract #07805, which expired last fall. Enterprise Services recently received flag samples from the apparent responsible and responsive bidder for evaluation by the Office of the Secretary of State. The evaluation is scheduled to be complete by the week of May 21. For more information about the status of this contract, please contact Heidi Bohl, DES contracts specialist, at (360) 407-9421 or heidi.bohl@des.wa.gov.

Added 5/18/12 --  Return to top

Armored Car Services contract gets a new contracts specialist

The Armored Car Services contract (#06806) was recently re-assigned to DES contracts specialist Heidi Bohl. The contract is due to expire September 30, 2012 and has a period of 9 months left for an extension. Please contact Bohl at (360) 407-9421 or heidi.bohl@des.wa.gov with any contract questions or issues.

Added 5/18/12 --  Return to top

Security Guard Services contract gets a new contracts specialist

The Security Guard Services contract (#02107) contract was re-assigned to Heidi Bohl, DES contracts specialist. Please contact Bohl at (360) 407-9421 or heidi.bohl@des.wa.gov with any contract questions or issues.

Added 5/18/12 --  Return to top

Cutaway buses now available

Enterprise Services has partnered with the Department of Transportation to create a state master contract for “cutaway” buses. These vehicles consist of a bus “body” attached to a small- or medium-sized truck chassis behind and attached to the trucks' cabin. The contract (#06209) has three vehicle dealers who can provide these buses statewide. The contract covers light-duty and medium-duty chassis that can be ordered in a large variety of seating configurations and options. These vehicles are ADA accessible and are suitable for a wide variety of private and public transportation purposes, such as transit buses, dial-a-ride vehicles and shuttle buses. It can also be used by agencies with other carrying capacity needs. If you have any questions about this contract, please contact Breann Aggers, DES contracts specialist, at breann.aggers@des.wa.gov or (360) 407-9416.

Added 5/4/12 --  Return to top

Integrated Pest Management contract under consideration

Enterprise Services is considering the development of a master contract for Integrated Pest Management and is requesting customer input. Integrated Pest Management is a environmentally responsible method for controlling damaging insects, rodents, birds, plant diseases and weeds through regularly monitoring for their presence, modifying their habitat, protecting natural enemies and, when needed, the use of pesticides. Currently, there is no statewide contract for this service. If you are interested in providing input, please contact Scott Geist, DES contracts specialist, at (360) 407-9429 or scott.geist@des.wa.gov.

Added 5/4/12 --  Return to top

Lubricants contract vendor takes on new name

ConocoPhillips, the vendor on contract # 02411, is splitting into two smaller companies effective May 1, 2012. ConocoPhillips will be the name of the company focusing on exploration and production. The other company – Phillips 66 – will specialize in refineries and pipelines. Enterprise Services has completed negotiations with ConocoPhillips to transfer contractual responsibilities under all existing terms and conditions to Phillips 66 starting May 1. ConocoPhillips/Phillips 66 will coordinate transfer and forwarding of any correspondence for an extended period of time to facilitate a smooth transition. If you have any questions about this transition, please contact Dale Colbert, DES procurement unit manager, at dale.colbert@des.wa.gov or (360) 407-9425.

Added 5/4/12 --  Return to top

Update about new office supplies contract

Office Depot and The Office Pal, the vendors on the new office supplies contract (#04411), are developing new Washington-specific websites, which are scheduled to go “live” May 28, 2012. Contract customers will be able to browse, select and order from these websites.

Customers must register to use the websites. Registration can be done in advance of the launch of the new websites. To register, go to:

Note: Although this supplier is “out of state,” they’ve agreed to calculate and apply appropriate sales tax to customer invoices.

If you have any questions, you can also contact Connie Stacy, DES contracts specialist, at (360) 407-9403 or connie.stacy@des.wa.gov.

Added 5/4/12 --  Return to top

Janitorial services contract gets a refresh

Enterprise Services is beginning the process of “refreshing” Master Contract #00508 to ensure that all qualified janitorial services companies have a chance to compete for work through the contract.

In the refresh, Enterprise Services will invite janitorial vendors to respond to a Request for Qualifications (RFQ). Successful respondents – those that demonstrate they are qualified for the work and otherwise meet the requirements of the RFQ – will earn a place in the prequalified vendor pool for the contract.

Here are some frequently asked questions based on lessons the department learned in the last “refresh” in 2010:

Q. My agency employs a vendor on a contract that is not part of Master Contract 00508. Does this company need to worry about responding to the refresh RFQ? Aren’t they already “in the system?”
A. No, not necessarily. If this company is not in the prequalified vendor pool, it will not be eligible to bid on any further work contracts when your “rogue” contract expires. Only vendors in the prequalified pool established by Master Contract 00508 are eligible to bid on local work contracts at public-sector workplaces in the state.

Q. A janitorial vendor we worked with is already in the prequalified vendor pool. Does the company have to respond to this refresh RFQ?
A. No.

Q. How does a janitorial company get in the prequalified vendor pool?
A. First, make sure to get registered (if not) in Washington’s Electronic Business Solutions (WEBS) system. Only firms registered in WEBS will be notified of the refresh RFQ. Next, respond to the RFQ; successful respondents will earn a place in the pool.

Added 5/4/12 --  Return to top

Correctional Industries year-end notice on furniture contract

Get your furniture orders (contract #14393) in before it’s too late! In order to meet fiscal year-end delivery and invoicing requirements, Correctional Industries has identified the following order cut-off dates for delivery by June 29, 2012:

  • Nonstandard/Convenience/90-day delivery: March 30, 2012
  • Standard/60-day delivery: April 30, 2012
  • Standard/30-day delivery: May 30, 2012 (Stratus and Neutral Posture seating only)
  • Standard/15-day delivery: June 15, 2012
  • Fast Fulfillment/7-day delivery: June 22, 2012

After these dates, Correctional Industries will review requests and accept orders based on the type of product and quantity.

Visit our web site and shop online at www.washingtonci.com or contact Customer Service at 1-800-628-4738.

Added 03/30/12  --  Return to top

Vendor and Contract Report Card

The following contracts are due to expire soon: the Office of State Procurement is in need of feedback from customers who have used any of these contracts.  If you have used these contracts, please click on the feedback link and follow the instructions there to add your feedback.  Contracts can be viewed online.

Contract title Contract # Feedback due Contract expires Feedback link
Less-Lethal Munitions & Weapons 06510 7/13/2012 12/9/2012

Updated 05/18/12  --  Return to top

Less-Lethal Munitions & Weapons Contract Feedback Wanted

Contract is due to expire December 9, 2012 and has two 2-year extension left. Please submit your comments utilizing the Vendor and Contract Report Card (VCR) by July 13, 2012.

Added 5/18/12 --  Return to top