Solicitation Process: Memo to File Contract Number: 01917, Fuel Station Inspection Services Step Action/Expectation Who Tool/Tip Scheduled Date Actual Completion Date Comments/Attachments 1 Assign Contracts Specialist to conduct research Team 04/10/2017 Contracts Specialist: Steve Hatfield 2 * Research and determine if a master contract is necessary/appropriate Team 4/18/2017 04/18/2017 Type: Rebid ☒ New ☐ Does the market research support a Master Contract? Yes ☒ No ☐ Number of Customers: 1 Sales Amount: 30k Exceptions Reason (if applicable): WSDOT request 3 Populate a contract number in PCMS and create an electronic folder Procurement Coordinator 4/19/2017 4/19/2017 Contract Number: 01917 4 Do contracts risk assessment Team 4/18/2017 04/18/2017 Risk Level (check one): High ☐ Medium ☐ Low ☒ 5 Determine contract assignment using risk, capacity and team priority Team See data collected in step 1 Contracts Specialist: 6 Populate contract information in PCMS Procurement Coordinator 4/19/2017 04/19/2017 Replaces Contract Number: 00211 Contract Type (all that apply): New ☐ Rebid ☒ NASPO/ValuePoint ☐ Restricted Use ☐ 7 * Communicate rebid or new contract and request stakeholder participation: Purchasing Bi-Weekly Bulletin; WACS mailing list, PCMS “web” remark Email top contract users Other Procurement Coordinator 4/18/2017 04/18/2017 Tools Used: Broadcast Email ☐ WACS Group ☐ PCMS Remarks ☒ Contract Users ☒ Other PFMA, APWA, Email top users
8 * Create and manage stakeholder team Procurement Coordinator 4/18/2017 04/18/2017 Number of Specific Stakeholders Contacted: 1 Number of Stakeholders Responded: 1 Number of Stakeholders Willing/Able to Participate: 1 Stakeholder Members: Steve Jenkins- WSDOT TEF Procurement Jeff Schroeder – WSDOT TEF Fuel Systems Specialist Final Team Notes: Meetings and Outcomes: 2 brief meetings with Steve Jenkins and Jeff Schroeder from WSDOT to verify specifications and discuss industry changes. 9 Develop Solicitation Strategy Deal Points to Consider Term Economic Adjustment/Price Type Vendor Inclusion: Diverse, Small and Veteran Owned Green Solicitation Type Risk Mitigation Procurement Coordinator 4/18/2017 04/18/2017 Term – 8 years Economic Adjustment: Yes ☐ No ☒ Anticipated Award Type (check all that apply): Statewide ☒ Regional ☐ County ☐ Categories ☐ Single Vendor ☐ Multiple Vendors ☐ Cooperative☐ Vendor Inclusion: Diversity, Small and Veteran Considerations: Green Considerations: Solicitation Type one): IFB/RFQ ☒ RFP ☐ RFQQ ☐ 10 Review Solicitation Strategy Team Consult with team and receive feedback on the strategy established in step 9 to ensure all points of consideration are covered Notes: 11* Conduct Request for Information (if applicable) Procurement Coordinator Outcomes: 12 Develop solicitation and Bid Tab Procurement Coordinator IFB Template 4/18/2017 – 04/20/2017 4/18/2017 – 04/20/2017 Management Fee: ☒ 1.5% Other ☐ Note: Fee changes made with AD approval only Estimated Sales: 40-60k Term: 13* Schedule pre-bid Procurement Coordinator 04/21/2017 04/21/2017 Key Notes:
26* Send (MTF to date/bid tab) to Supervisor for review/approval to Supervisor 05/09/2017 05/09/2017 Supervisor Approval: 27* Send (MTF to date and drafted contract with bid tab) to Signature Authority for review/approval to Signature Authority Award Approval: 28* Announce Apparent Successful Bidder(s) Procurement Coordinator # of Successful Bidders: # of Unsuccessful Bidders: 29* Conduct debriefs (if requested) Procurement Coordinator Debriefs: Yes ☐ No☐ If yes, how many: Requestor Name and Date Held: 30* Forward Protests (if received) Procurement Coordinator Protest Process Protests: Yes ☐ No☐ If yes, how many: Requestor Name and Date Forwarded to Protest Manager : 31* Obtain Signature (Vendor first) 32* Make announcement of award through WEBS Procurement Coordinator - - Notes: 33* Send contract and award letter to awarded vendors Procurement Coordinator Include Awarded Vendors: 34 Populate remainder of PCMS Procurement Coordinator 35 Prepare and post all documents to portal page Procurement Coordinator 36 Make announcement of award through: Purchasing Bi-Weekly Bulletin; WACS mailing list, PCMS ‘web’ remark Email top contract users Prepare and post all documents to portal page Procurement Coordinator Tools Used: Broadcast Email ☐ WACS Group ☐ PCMS Remarks ☐ Contract Users ☐ Other