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Shirley Smith Lead State OREGON Department of Administrative SERVICES PROCUREMENT SERVICES. Parks & Recreation Equipment and Related Services. December 21, 2016. Before we start. Please mute your phone – do not use your hold button Please use your audio pin number
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Shirley SmithLead State OREGONDepartment of Administrative SERVICESPROCUREMENT SERVICES Parks & Recreation Equipment and Related Services December 21, 2016
Before we start • Please mute your phone – do not use your hold button • Please use your audio pin number • This webinar is being recorded • Copies of this webinar and the power point will be posted on the NASPO ValuePoint website at the conclusion of todays presentation. • Please hold your questions until the end.
Sourcing Team UtahWashington Chad Hinds Leslie Edwards NevadaSouth Dakota Teri Becker Lisa Hubbard TennesseeArkansas Lindsay Oliveras Julia Shackelford Oregon David Reynolds Tim Hay, NASPO ValuePoint
Purpose To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).
Benefits of Agreements • Provides comprehensive inclusion on a specific commodity that allows for economic ordering quantities. • Award to multiple vendors to provide services nationally for purchasing entities. • Provided national and regional awards to meet socio economic considerations. • Deliver long range stabilization of market indices by using indefinite delivery concept. • Obtain more favorable pricing than previously obtained by individual state’s or local government entities. • Allowed for Added Value services.
Scope of Services There are five components that make up the scope of services for the Park & Rec Equip awards: 1. Marketing of Master Agreements by the manufacturer. 2. Meeting the delivery needs of the customers. 3. Assisting customers in developing plans and drawings. 4. Inspection of installed structures to ensure safety. 5. Meet the Child Safety Act requirement.
RFP Process continued • Proposals Received: Ten (10) • All Proposers were responsive. • Evaluation of proposals by sourcing team. • Ranking of Proposals. • Two (2) proposers not given award. • Negotiations with proposers.
Evaluation Criteria The maximum number of points available for award to each Proposal is 1,000. The Evaluation Committee will rank each Proposal based upon the total points awarded. A higher score means that the Proposal offers a Best Value relative to Proposals with lower scores. The Evaluation Committee will determine the percentage of the total points available for award by evaluating the Best Value factors against the following standards. • 90% to 100%: The Proposal overall is outstanding for this criterion and exceeds the minimum requirements in several respects; the Evaluation Committee did not identify any limitations or concerns. • 80% to 89%: The Proposal overall is above average for this criterion and exceeds the minimum requirements in some respects; the Evaluation Committee identified only minor limitations or concerns. • 70% - 79%: The Proposal overall is acceptable for this criterion and meets the minimum requirements; the Evaluation Committee identified some significant limitations or concerns. • 60% - 69%: The Proposal overall is marginal to fair for this criterion but does not meet the minimum requirements in some respects; the Evaluation Committee identified a number of significant limitations or concerns. • 50% – 59%: The Proposal overall is inadequate for this criterion and does not meet a substantial portion of the minimum requirements; the Evaluation Committee identified a substantial number of significant limitations or concerns.
Evaluation Results • Awarded eight (8) Master Agreements. • Six (6) National awardees. • Two (2) Regional awardees. • Contract Term: December 1, 2016 – November 30, 2021, with one (1) additional year term if necessary for re-solicitation, not to exceed six (6) years total.
Strengths of Vendors • Rubbercycle – Several types of play surface materials, Recycling of tires is used in one type of ground surface, Assistance with determining what surface is right for your site, Assist with design layout. • NW Playground – Design services, Provide assistance in fundraising (if applicable), Onsite consulting, Products contain approximately 85% recycled materials, while many are 100% recycled, Products also qualify toward LEED points. • Playworld – Site evaluation and inspection as well as playground inspection, Custom designs and layouts, Safety risk and management consulting, Accessibility consulting and assistance, Budget and fundraising advise, Product use training, Full commitment to Sustainability through our Green Initiatives, PlayPod is a cutting-edge mobile access (FREE access upon completion). • Play & Park – Playspace design, 3Dimensional visual aided planning, Onsite consulting, Turnkey solutions, Certified installer, if applicable to your state, Sustainability, Playground inspection.
Strengths of Vendors continued • Landscape Structures – Provide Design and plan drawings, Install inspection onsite, Child Safety Act compliant, ADA compliant, Can work with community based labor, if applicable. • Superior International – Onsite planning of Indoor or Outdoor sites, Design services, Provide turn-key environment, Sustainability/Green recycled products, Inspection after install. • MRC – On-site design, custom design, 3-D renderings, local representation, full time office support staff, use of recycled products (amount differs depending on manufacturer), ADA compliant, Child Safety Act certified. • Allplay – Assist with planning and design of play structures, Installation services (if allowed in the state), Site delivery, Environmentally sustainable products, ADA compliant, Child Safety Act compliant.
Contracts Awarded • Master Agreements were awarded on December 1, 2016 to all eight of the recommended Vendors.
Master Agreements and Pricing (Please refer to the NVP website for the most current information)
Getting Started • Select a Vendor or Vendors, if Best Value Analysis (BVA) required. • Start purchasing!!!!
Questions? Contract Lead: Shirley A. Smith State of Oregon Department of Administrative Services Procurement Services (503) 378-5395 Shirley.smith@oregon.gov
PA Process All 50 states and The District of Columbia have Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement
Participating Addendums • Through the Participating Addendum, States/Entities may: • Select Contractors • Include their own State Administrative Fee • Include required (unique) terms and conditions • Identify options for States or their political subdivisions • Request state-specific reporting or other requirements
Opportunities for Participation Three Options for Participation State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum. Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums.
Participation Opportunity #1 • Step by Step: • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at • PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.
Participation Opportunity #2 • Step by Step: Same Process as Opportunity #1 • Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org • States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum. • States may also contact contractors directly to begin Participating Addendum process. • State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. • State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. • Contractor signs Participating Addendum and sends back to state for signature. • State sends fully executed copy to both contractor and NASPO ValuePoint at • PA@naspovaluepoint.org • Executed Participating Addendum will be maintained in a repository.
Participation Opportunity #3 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org An email request should be sent to PA@naspovaluepoint.org from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. Contractor signs Participating Addendum and sends back to entity for signature . Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.
State Executed vs Polysub Executed PA’s If a state has executed a Participating Addendum that allows for Political Subdivision’s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint
Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio. Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org The Lead State and NASPO ValuePoint do not get involved with negotiations. Only submit completed and negotiated PA’s with signatures from both parties. Submit completed PA’s in PDF Format. Things to Remember
Please let NASPO ValuePoint know if we can be of any assistance: *Tim Hay, NASPO ValuePoint Cooperative Development Coordinator thay@naspovaluepoint.org (503) 428-5705 * NASPO ValuePoint Point of Contact for these Master Agreements.
