Purchasing biweekly bulletin - 11/12/09
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Questions and answers for the new posting requirements in WEBS
The recent passage of Substitute Senate Bill 5723 (SB 5723) signals a clear legislative intent to encourage, facilitate and boost the purchase of goods and services from small businesses in Washington. One key method to help accomplish this is by requiring the use of a common vendor registration and bid notification system. Here is a list of common questions and answers regarding SB5723.
- How does the WEBS posting requirement affect the use of phone quotes for
informal solicitations for goods and purchased services under RCW 43.19?
Although informal solicitations must be posted on WEBS, use of phone quotes as the means of soliciting vendor pricing is still an acceptable practice (see 43.19.1906(2)).
- Are all the vendors in a WEBS commodity group to be notified of the bid
opportunity or is it allowable to only select and notify three of these
vendors to fulfill informal competitive requirements for goods and purchased
services under RCW 43.19?
The intent of SB 5723 is to maximize purchases with Washington state small business yet in so doing, RCW 43.19.1906(2) dictates that at least three quotes shall be secured (inviting at least one quotation from a certified minority and a certified women-owned vendor) to assure establishment of a competitive price. Accordingly, competition may be restricted provided that at least three price quotes are received.
- If less than three vendors are identified in the WEBS commodity group,
should vendors outside of WEBS be notified of the bid opportunity to fulfill
informal competitive requirements for goods and purchased services under RCW
43.19?
As indicated above, price quotes from at least three vendors (inviting at least one quotation from a certified minority and a certified women-owned vendor) must be secured to satisfy informal competitive bidding requirements. Regardless of the size of the WEBS bidder pool, it is in the best interest of the state and vendors for purchasers to reach out and encourage businesses to register with WEBS. However, if outreach efforts fail to result in soliciting at least three quotes, purchasers may proceed with the award, but the purchasing file should thoroughly document outreach efforts.
- Won’t requiring informal bids to be posted on WEBS boost business with
vendors other than Washington-based small businesses?
As indicated above, price quotes from at least three vendors (inviting at least one quotation from a certified minority and a certified women-owned vendor) must be secured to satisfy informal competitive bidding requirements. Accordingly, in the course of ensuring that these requirements are met, it may also be advisable to restrict competition to Washington state small businesses so as to fulfill the intent of SB 5723.
- With regard to the purchase of goods and purchased services under RCW
43.19, does creating a prequalified vendor pool and notifying only these
vendors via WEBS meet the new requirements? If so, are there limitations on
the use of this procedure?
As indicated above, price quotes from at least three vendors (inviting at least one quotation from a certified minority and a certified women-owned vendor) must be secured to satisfy informal competitive bidding requirements. For formal competitive bids, it is recommended that all vendors in the WEBS bidder pool or those in the qualified bidder pool be notified of the bid opportunity.
- Are there any tips to help identify the most applicable WEBS commodity
code(s) for a bid opportunity?
In your outreach efforts, you may find it helpful to ask the vendors you have contacted to identify the WEBS commodity code(s) that they have select for their WEBS vendor profile and doing so will also ensure that these vendors are notified of the bid opportunity.
- If the goods or services needed are not represented in the WEBS
commodity codes nor are the vendors in need listed in WEBS ( i.e. parking
enforcement, or court recording systems), is posting in WEBS still required
and if so, how should the purchasing file be documented?
Yes. WEBS serves as a tool for posting bids on a common website and notifying vendors of bid opportunities of interest. If no commodity code exists for a particular good or service in need, it may be advisable to ask the vendors contacted as part of market research to identify which commodity code(s) they have selected in their WEBS vendor profile and use these commodity codes in WEBS. If some or all of the prospective bidders are not yet registered in WEBS, then they should be encouraged to do so and the closest available commodity code should be used in coordination with prospective bidders. Such action should be thoroughly documented in the purchasing file.
- Do I have to announce sole source awards via WEBS?
Don’t post sole source contracts on WEBS after award, but instead post an “intent to sole source” notification on WEBS to demonstrate that the sole source contract is justified. WEBS is an ideal tool for locating competition. But when no competition exists, it also serves as a tool for justifying the sole source agreement. WEBS posting of sole source contracting opportunities is only required for personal service contracts under RCW 39.29 (see 15.20.60 of the SAAM manual).
- Are there time constraints with WEBS? Can I post in the morning for an
afternoon close (quotation)?
WAC 236-48-012 indicates that bidders shall be provided sufficient time to prepare and submit their bid, quote or proposal. Purchasers are to exercise professional judgment in determining how much time is needed to conform to this WAC.
Posted 7/24/09 -- Return to top
Janitorial process review continues with survey and customer forum
In recent months, the Office of State Procurement (OSP) has worked with you to streamline the bid process, revise forms and clarify cleaning supply requirements. These improvements have been helpful to janitorial customers, vendors and state janitorial contract staff, but OSP still wants to hear from you.
You will have two ways to share your thoughts in the coming weeks: 1) a survey and 2) a janitorial training and feedback forum, either in-person in Olympia or through a live, interactive electronic transmission.
The forum is:
December 2, 2009
9:30 – 11:30 a.m.
OSP Bid Room
GA Building #201
210 11th Ave SW, Olympia
Customers will be asked for their thoughts about the second-tier process of awarding work contracts to janitorial vendors. OSP contract administrators want to hear how the work request form is working for you and how the whole process might be improved. This will help OSP prepare for an early “refresh” of Janitorial Services Master Contract 00508.
In addition, a representative from General Administration’s Custodial Services will be on hand to answer questions, help customers understand when to turn to his group for janitorial services, and to share information on healthy cleaning and how to set your janitorial scope based on the state’s cleanliness standards.
If you plan to attend the forum, please send an email with “RSVP” in the subject line to PCAJanitorial@ga.wa.gov. For Eastern Washington customers or others who can’t attend in person, stay tuned for details of the real-time Webinar presentation.
In the weeks before the forum, customers are urged to fill out the Janitorial Customer Survey at the link below. The survey offers customers a chance to air opinions, ideas and suggestions about the process and how it should be conducted in the future.
You can take the survey by clicking here: http://www.ga.wa.gov/survey/JanitorialCustomer.htm.
Reminder: All questions related to this broadcast (including forum RSVP) and daily contract or bid matters should be submitted to: PCAJanitorial@ga.wa.gov. We look forward to your input.
Posted 11/12/09 -- Return to top
Department of Printing Announces Furlough Days
To help close a revenue shortfall in 2009, The Department of Printing will shut down most of its facilities on the following two days:
- Wednesday, November 25, 2009
- Thursday, December 24, 2009
Emergency copy center services will be available through the main plant. Please call 360-570-5555 for assistance or redirection on furlough days.
Posted 11/12/09 -- Return to top
Free US Bank Webinars offered
U.S. Bank, the issuer of the State of Washington purchasing card, is offering a couple of upcoming Webinars that we thought might be useful to our customers.
Below are the Webinar topics, times and information on how to register:
- The Economic Outlook for 2009 and Beyond
Visa USA’s chief economist, Wayne Best, is the leading financial analyst on the trillion-dollar North American payments industry. Best will share his insights on the current state of the economy, review leading economic indicators, provide a forecast for 2010 and 2011, and analyze the implications for different sizes and types of organizations.
When: Thursday, December 10, 2009; 11 a.m. – noon
For more information and to register, go to: www.usbcpssolutions.com/learning/
Posted 10/15/09 -- Return to top
U.S. Bank Card Contract Forums Scheduled
The State of Washington and U.S. Bank will be holding several informational and training forums around the state for potential, new and current users of the state’s Visa™ credit card contract. The forums are open to state agencies and political subdivisions (i.e. cities, counties, non-profits and school districts).
Each forum will run the entire day, but is divided into two sessions. The morning session is for “potential” customers, who are looking for general information about state contracts and details about the U.S. Bank contract. The afternoon session will be for current contract users; those people who need specific questions answered and want to learn how more details about the contract. The Olympia forum will offer an all-day agenda modeled after the afternoon session.
Below is a general outline of the forum agenda:
Morning session (9 a.m. – noon) – for potential contract customers
- State contract terms and conditions
- Rebate opportunity
- U.S. Bank program features & benefits
- Access Online demonstration
- How to get started
- Q&A
Afternoon session (1 p.m. – 5 p.m.) - for current users
- Program update from the Dept. of General Administration
- Success stories
- Program management “best-practice” consultation
- Access Online demonstration (ad-hoc/Q&A)
- Round tables
- Q&A
Tentative locations and dates (subject to change):
- Tuesday, September 8, 2009 in Olympia
- Wednesday, November 18, 2009 in Spokane
- Wednesday, February 17, 2010 in Bellingham
- Wednesday, May 19, 2010 in Vancouver
- Wednesday, July 21, 2010 in Tacoma
Questions can be directed to Neva Peckham at npeckha@ga.wa.gov or (360) 902-7425.
Updated 9/18/09 -- Return to top
Price Increase for Janitorial Supplies Postponed
Waxie Sanitary Supply, a contract vendor on the Janitorial Supplies and Related Services contract (#00307), recently announced that the current pricing on all products will remain the same until March 1, 2010. The company had planned to raise prices on January 1, 2010. This is a Western States Contracting Alliance contract. Prices scheduled to increase next March will remain valid through February 2011. Please contact your Waxie Sanitary Supply representative for assistance on achieving the maximum price discounts available. If you have questions about this contract, please contact Keith Farley, General Administration contracts specialist, at (360) 586-0358 or kfarley@ga.wa.gov.
Posted 11/12/09 -- Return to top
Fire Alarm Testing WSCA Contract Extended, includes Price Increase
The state of Nevada has extended the Fire Alarm Testing contract (#08008) for one more year, and granted SimplexGrinnell a 4 percent price increase. This increase is in effect now. There was previously a .5 percent price increase added in the first amendment, resulting in a 4.5% increase overall. The Current Contract Information document, available on the General Administration Web site, has the most recent pricing embedded in the last page. We apologize for not notifying customers in advance about the price increase, but we only learned about very recently. Please contact Kirsten Taylor, General Administration contract administrator at 360-902-7433 or kirsten.taylor@ga.wa.gov if you have any questions.
Posted 11/12/09 -- Return to top
Recreation Park Trailers Contract Vendor Declares bankruptcy
Nor’Wester Industries, the vendor for contract #07405, has declared bankruptcy. Please contact Kirsten Taylor, General Administration contract administrator, at 360-902-7433 or kirsten.taylor@ga.wa.gov if you have any undelivered orders or if you owe Nor’Wester any money.
Posted 11/12/09 -- Return to top
Security Guard Services Contract Vendor Scrutinized
A review is underway by General Administration to determine if HWA, Inc., a contract vendor for the Security Guard Services contract (#02107), is non-responsive. If you have any direct-buy contracts with the company using this contract, please contact Kirsten Taylor, General Administration contract administrator at 360-902-7433 or kirsten.taylor@ga.wa.gov.
Posted 11/12/09 -- Return to top
Contract Awarded for Polyethylene Culverts
A polyethylene culverts contract (#05909) has been awarded to Advanced Drainage Systems, Inc. More information about the contract is available at: http://www.ga.wa.gov/Purchase/contracts.htm. Please contact Diane Donahoo at 360-902-7443 or ddonaho@ga.wa.gov if you have any questions.
Posted 11/12/09 -- Return to top
Canon Added to Copier Contract
On November 1, 2009, Canon USA, Inc. the manufacturer of Canon equipment, was awarded a contract on the Multifunctional Document Devices, standalone and networked, contract (#03706), also known as the copier contract. Canon has assembled a dealer network to cover the entire state for new sales and service. Prior placements of Canon equipment will continue to be serviced by IKON, a subsidiary of Ricoh Corporation.
Canon is able to make new placements of Canon equipment throughout the state. Please contact Jason Ostendorf of Canon USA at (949) 753-4000 or jaostendorf@cusa.canon.com, or Keith Armstrong, General Administration, contract administrator, at keith.armstrong@ga.wa.gov or (360) 902-7420 if you have any questions. See Canon’s new Web site www.gmdsowa.com.
Posted 11/12/09 -- Return to top
Public Safety Communication Equipment Extended
The Public Safety Communication Equipment WSCA contract (#02702) was extended on October 29, 2009 for two more years. All vendors have been awarded a contract extension. Some of the vendors, such as Icom America and Aeroflex, provide additional discounts for public safety equipment. General Administration is in the midst of a rebid of this contract. We need your help with this rebid to ensure that the contract meets your needs. Please send your comments, suggestions and questions to Keith Armstrong, General Administration contract administrator, at (360) 902-7420 or keith.armstrong@ga.wa.gov. A stakeholder team is being formed for the pending rebid of the contract.
Posted 11/12/09 -- Return to top
Warewash business transitions to Contract #00307
Industrial warewash customers who have been buying products using state contract #03106 can begin meeting their warewash needs through contract #00307, effective Nov 1.
Warewash customers can continue to use contract #03106 until it expires Nov. 13.
Contract #00307 is a contract of the Western States Contracting Alliance (WSCA). It offers a wide variety of cleaning products and certified “green” products at competitive prices. The contract expires on July 31, 2010, but may be extended by mutual agreement of the contractors and the state.
Awarded contractors for Contract 00307 (Category #23, Warewash) are Waxie Sanitary Supply and Mt. Hood Solutions. Once you have established an account, you will have access to their dedicated Web sites to allow for easy ordering.
Questions about contract coverage for warewash products should be directed to Bart Potter at (360) 902-7448 or bart.potter@ga.wa.gov. The Office of State Procurement Web page for this contract can be found at: https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=00307.
Posted 10/28/09 -- Return to top
The Invitation for Bid for Agent Assisted Travel Services (#00309) released in WEBS
This contract will replace contract #12103 Travel Agency Services, which expires on December 31, 2009. A pre-bid will be held on November 5, 2009 with all bids due on November 17. Please contact Sarah Simpson at sarah.simpson@ga.wa.gov or 360-902-7447 with questions.
Posted 10/28/09 -- Return to top
Changes made to Security Guards and Document Destruction contract
In an effort to provide better visibility to customers and to help us better track contract activity, we have broken the Security Guard and Document Destruction contracts out from under the Facilities Services Master Contract Program. The scrap metal recycling contract was broken out when it was rebid. It is now contract #01509.
- Security guards: You can find contract-specific information under the new number - #02107.
- Document destruction: Keeps the number – #05906 – but drops the extra letters at the end. Contract-specific information for document destruction is available on the General Administration Web page at www.ga.wa.gov. Use the “Look up state contracts” link and enter the contract number to find more information.
You can now keyword search either of these contracts and pull up a contract with a title that better matches what the contract provides. If you have any questions about either of these contracts, please call or email the contract administrator, Kirsten Taylor, at 360-902-7433 or kirsten.taylor@ga.wa.gov.
Posted 10/28/09 -- 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 |
|---|---|---|---|---|
| Tires, Tubes & Service | 00108 | 11/19/09 | 2/28/10 |
|
| Truck Service Bodies | 06107 | 11/19/09 | 3/26/10 |
|
Updated 10/28/09 -- Return to top
Feedback sought on Truck Service Bodies contract
The state contract for Truck Service Bodies (#06107) is coming up for renewal on March 26, 2010. If you would like to offer feedback, please use the “Submit Contractor Feedback” form located at https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=06107 . You must submit your comments by November 19, 2009. Please contact Kathie Collins at kcollin@ga.wa.gov or 360-902-7428 if you have questions.
Posted 10/28/09 -- Return to top
Feedback sought on Tires, Tubes & Service contract
The state contract for Tires, Tubes & Service (#00108) is coming up for renewal on February 28, 2010. If you would like to offer feedback, please use the “Submit Contractor Feedback” form located at https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=00108. Please submit your comments by November 19, 2009. Please contact Kathie Collins at kcollin@ga.wa.gov or 360-902-7428 if you have any questions.
Posted 10/28/09 -- Return to top
