00224 Audio-Visual Solutions-Draft.pdf

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 1

(Rev 2024-04-25)

STATE OF WASHINGTON & STATE OF OREGON

COMPETITIVE SOLICITATION – NO. 00224

AUDIO-VISUAL SOLUTIONS

INTRODUCTION

The Washington State Department of Enterprise Services (Enterprise Services), in collaboration with the State of Oregon, is issuing this Competitive Solicitation pursuant to RCW 39.26. Pursuant to this Competitive Solicitation, Enterprise Services intends to conduct a competitive procurement to establish and award Cooperative Purchasing Agreements (“Cooperative Purchasing Agreements” or “Contract(s)”), by specified geographic region, for Washington state agencies, Oregon Cooperative Purchasing Program (ORCPP) Members, and other eligible purchasers to purchase Goods and/or Services performed by qualified professionals.

Washington state agencies, ORCPP Members, and other eligible purchasers have operational needs to purchase various Goods and/or Services. Pursuant to applicable governing law, such entities typically are required to purchase goods/services through a competitive procurement process or, for example, utilize an authorized enterprise procurement solution such as a cooperative purchasing agreement established or approved by the state’s central procurement authority.

Pursuant to legislative authorization, Enterprise Services is authorized to develop and administer cooperative purchasing agreements with other states, through a competitive solicitation process, for specified goods/services. See RCW 39.26.060. The State of Washington and the State of Oregon have executed an agreement to enable each state, at its discretion, to utilize competitively solicited and awarded Contracts for goods/services. See WA/OR INTERSTATE COOPERATIVE AGREEMENT FOR JOINT

PARTICIPATION IN EACH STATE'S PURCHASING PROGRAM. Accordingly, this Competitive Solicitation is structured as cooperative purchasing agreement with the State of Oregon and is designed to result in Cooperative Purchasing Agreements, that provides cost-effective and efficient procurement solutions for eligible purchasers.

Washington state agencies and other eligible purchasers desire to have replacement Contracts for 03418 that provide reliable and cost-effective Audio-Visual equipment and services. Awarded vendors under the contract will provide a full catalog of Audio-Visual equipment for customer purchase and provide the following services to customers: consultation, design, installation, maintenance, and warranty coverage.

The types of Audio-Visual equipment that awarded vendors may sell includes, but is not limited to:

▪ Audio Equipment, such as speakers, sound systems, microphones, headphones, headsets, intercom systems, sound masking devices, and amplifiers;

▪ Video Equipment, for videoconferencing and video recording, as well as displays, video walls, camcorders, and blue ray players/recorders;

▪ Projection Equipment, such as video projection systems, tripods, overheads, and video presentation boards;

▪ Photographic Equipment, such as cameras;

https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03418

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 2

▪ Assistive Communication Technology & Accessibility Solutions, such as induction loops, FM receiver/transmitter, and PA systems;

▪ Peripherals and Accessories, such as AV carts, podiums, lecterns, stands batteries, cables etc.

Both to provide a cost-effective and efficient competitive procurement solution for Washington State agencies, ORCPP Members, and other eligible purchasers to purchase various Good and/or Services and to increase the opportunity for innovative vendors to bid and compete for Contracts, this Competitive Solicitation will award Contracts by specified geographic area. As shown in the map below, the geographic areas for this solicitation are: (1) Western Washington; (2) Eastern Washington; and (3) Southern Washington and Oregon. Bidders may bid for multiple regions, so long as Bidder has a physical base of operations within the region. A P.O. Box alone within a region does not constitute a physical base of operations to be considered eligible to bid for that region. Awarded Contractors of any one region may sell to valid Purchasers within all three regions.

Enterprise Services intends to make two types of Contract awards within the three regions:

▪ Main Awards for Contracts. Main Awards are open to all bidders and made, by specified geographic area, to the highest scored, responsive, responsible bidders. Enterprise Services intends to make up to two (2) Main Awards for each specified geographic area and make such awards only to qualifying bidders whose bid is within 40% of the highest scored awarded bidder.

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 3

▪ Reserved Awards for Contracts. Reserved Awards are best value procurement awards. Enterprise Services encourages the use of Washington Small Businesses and/or Certified Veteran-Owned Businesses for contract opportunities. Accordingly, to facilitate state agency purchases of Goods and Services from Washington Small Businesses and/or Certified Veteran-Owned businesses, Enterprise Services intends to make up to two (2) Reserved Awards, for each specified geographic area, to the otherwise not awarded (i.e., bidder did not receive a Main Award), highest scored, responsive, responsible bidder who certifies pursuant to Exhibit A-1 – Bidder’s Certification as either a Washington Small Businesses or Washington Certified Veteran-Owned Business in each category. Enterprise Services intends to make such reserved awards, if any, only to qualifying bidders whose bid is within 40% of the highest scored awarded bidder.

The following table provides a summary of the contract awards by region:

AUDIO-VISUAL SOLUTIONS TOTAL POTENTIAL CONTRACT AWARDS

NO. REGION

MAIN

AWARDS

RESERVED

AWARDS

1 Western Washington Up to 2 Up to 2

2 Eastern Washington Up to 2 Up to 2

3 Southern Washington & Oregon

Up to 2 Up to 2

This Competitive Solicitation is divided into six (6) sections:

▪ Section 1 provides a summary table of relevant deadlines for responding to the Competitive Solicitation and identifies contact information for Enterprise Services’ Procurement Coordinator.

▪ Section 2 provides important information about the procurement that is designed to help interested bidders evaluate the potential opportunity, including the purpose of the procurement and Statewide Contracts, the form of the resulting Contract, and potential contract sales.

▪ Section 3 identifies how Enterprise Services will evaluate the bids.

▪ Section 4 identifies how to prepare and submit a bid for this Competitive Solicitation, including detailed instructions regarding what to submit and how to submit your bid.

▪ Section 5 details the applicable requirements to file a complaint, request a debrief conference, or file a protest regarding this Competitive Solicitation.

▪ Section 6 provides information pertaining to doing business with the State of Washington.

In addition, this Competitive Solicitation includes the following Exhibits:

▪ Exhibit A – Required Bidder Information: These exhibits identify information that bidders must provide to Enterprise Services to constitute a responsive bid. See Section 4, below.

o Exhibit A-1 – Bidder’s Certification o Exhibit A-2 – Bidder’s Profile

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 4

▪ Exhibit B – 1 Goods Specifications: This exhibit outlines the Competitive Solicitation’s mandatory technical requirements and added value specifications for Audio-Visual equipment.

▪ Exhibit B – 2 Performance Requirements: This exhibit outlines the Competitive Solicitation’s required and added value non-cost factors and qualifications for Audio- Visual Solutions.

▪ Exhibit C – Bid Price: This exhibit provides the pricing information that bidders will complete as part of their bid and the price evaluation tool that Enterprise Services will use to evaluate and compare bids.

▪ Exhibit D – Cooperative Purchasing Agreement: This exhibit is a draft of the Cooperative Purchasing Agreement that any successful bidder will execute with Enterprise Services.

▪ Exhibit E – Bidder’s Contract Issues List: This exhibit outlines bidder’s issues, if any, and bidder’s proposed resolution/solution if bidder has any business concerns with the form of Exhibit D – Cooperative Purchasing Agreement to be awarded. Note, however, that Enterprise Services reserves the right not to modify the Contract and to award the Contract on the basis of a bidder’s willingness to agree to the Contract.

▪ Exhibit F – Diverse Business Inclusion Plan: For those bidders who, if awarded a Cooperative Purchasing Agreement, intend, or want the option to utilize subcontractors for these services to perform the Cooperative Purchasing Agreement, this exhibit outlines Enterprise Services’ guidelines and goals for the inclusion of small/diverse Washington businesses in our supplier.

SECTION 1 – DEADLINES, QUESTIONS, PROCUREMENT COORDINATOR, AND MODIFICATION

This section identifies important deadlines for this Competitive Solicitation, where to direct questions regarding the Competitive Solicitation, and the process for potential amendments or modifications to the Competitive Solicitation.

1.1. COMPETITIVE SOLICITATION DEADLINES. The following table identifies important dates for this Competitive Solicitation:

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Competitive Solicitation Posting Date:

December 2, 2024

Pre-Bid Conference:

December 12, 2024, at 1:00 p.m.

(Pacific Time)

Virtual Pre-Bid Conference Attend via Insert Microsoft Teams

Weblink: link

Password: nyD2Vr https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDM1YzkyZTItZDZmYi00NTdlLWE1MzctZjE0ODA3ZDZmMGVm%40thread.v2/0?context=%7b%22Tid%22%3a%2211d0e217-264e-400a-8ba0-57dcc127d72d%22%2c%22Oid%22%3a%22f696913d-89b0-4966-8459-51a545554341%22%7d

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 5

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Question

Answer Period:

Deadline for Submitting Questions

December 20, 2024

Anticipated Deadline for Answers

December 30, 2024

Deadline for Submitting Bids: January 16, 2025

Anticipated Announcement of Apparent Successful Bidder(s):

February 17, 2025

Anticipated Award of Contract(s): March 17, 2025

1.2. COMPETITIVE SOLICITATION QUESTIONS. Questions or concerns regarding this Competitive Solicitation must be directed to the following Procurement Coordinator:

Procurement Coordinator

Name: Mitchell Gonzales

Telephone: 360-407-8034

Email: DESContractsTeamCypress@des.wa.gov

Questions raised at the pre-bid conference and during the Q&A period will be answered and responses posted to Washington’s Electronic Business Solution (WEBS).

1.3. COMPLAINTS, DEBRIEFS, & PROTESTS. The Competitive Solicitation (and award of any Contract) is subject to complaints, debriefs, and protests as explained in Section 5, which may impact the dates set forth above.

1.4. COMPETITIVE SOLICITATION – AMENDMENT & MODIFICATION. Enterprise Services reserves the right to amend and modify this Competitive Solicitation. Only bidders who have properly registered and downloaded the original Competitive Solicitation directly via the Washington Electronic Business Solution (WEBS) will receive notifications of amendments and other correspondence pertinent to this Competitive Solicitation. Bidders must be registered in WEBS to be awarded a Contract. Visit WEBS to register.

SECTION 2 – INFORMATION ABOUT THE PROCUREMENT

This section describes the purpose of the Competitive Solicitation and provides information about this procurement, including the potential scope of the opportunity.

2.1 PURPOSE OF THE PROCUREMENT – AWARD COOPERATIVE PURCHASING CONTRACTS. The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award Cooperative Purchasing Contracts, as set forth above, for Audio-Visual Solutions.

a. COOPERATIVE PURCHASING CONTRACTS. Enterprise Services has statewide responsibility to develop specified enterprise procurement solutions including cooperative purchasing agreements for goods and services. A Cooperative Purchasing Agreement (“Cooperative Purchasing Agreement” or “Contract”) is a contract for specific goods and/or services that is mailto:DESContractsTeamCypress@des.wa.gov https://fortress.wa.gov/ga/webs

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 6

competitively solicited and established by Enterprise Services, on behalf of the State of Washington and the State of Oregon, for use by statutorily specified eligible purchasers (see below). Typically, such purchasers use such Cooperative Purchasing Agreements through a purchase order, work order, or similar document. The Cooperative Purchasing Agreement is designed to function as a ‘procurement bridge’ between innovative vendors who have bid and won a competitive solicitation to supply goods/services and eligible purchasers who wish to purchase such goods/services pursuant to pre-determined, clear, consistent, easy to use, value-added Cooperative Purchasing Agreements. In short, the Cooperative Purchasing Agreement will establish precisely what goods/services may be purchased, the relevant performance requirements for such goods/services as well as the vendor’s contractual performance, and the applicable price for such goods/services. Purchaser-specific purchase orders will specify, for example, the particular volume of goods/services, the Purchaser’s delivery location, etc.

b. CONTRACT USERS – ELIGIBLE PURCHASERS. Any resulting Cooperative Purchasing Agreement from this Competitive Solicitation will be available for use by the following entities, each of whom is an eligible purchaser (“Purchasers”):

▪ WASHINGTON STATE AGENCIES. All Washington State agencies, departments, offices, divisions, boards, and commissions.

▪ WASHINGTON STATE INSTITUTIONS OF HIGHER EDUCATION (COLLEGES). Any of the following specific institutions of higher education in Washington:

▪ State universities – i.e., University of Washington & Washington State University;

▪ Regional universities – i.e., Central Washington University, Eastern Washington University, & Western Washington University

▪ Evergreen State College;

▪ Community colleges; and

▪ Technical colleges.

▪ ORCPP MEMBERS. Contract Awards also will be available for use by Oregon Cooperative Purchasing Program (ORCPP) Members, which include the following Oregon entities:

▪ Cities, counties, school districts, and special districts;

▪ Qualified rehabilitation facilities and residential programs in contract with the Oregon Department of Human Services;

▪ Quasi-state agencies and independent state agencies with their own procurement authority;

▪ Public bodies created as governmental entities but not considered a unit of local or municipal government;

▪ Oregon constitutional offices;

▪ Specified Public Benefit Nonprofit Corporations; and

▪ American Indian tribes or agencies.

ORCPP Members do not include Oregon state agencies subject to the Oregon Department of Administrative Services’ procurement authority.

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 7

WA regions can be used by WA eligible purchasers.

OR region can be used by OR (ORCPP members).

▪ CONTRACT USAGE AGREEMENT PARTIES. Any resulting Cooperative Purchasing Agreement also may be utilized by any of the following types of entities that have executed a Contract Usage Agreement with Enterprise Services:

▪ Political subdivisions (e.g., counties, cities, school districts, public utility districts, ports) in the State of Washington;

▪ Federal governmental agencies or entities;

▪ Public-benefit nonprofit corporations (i.e., public benefit nonprofit corporations as defined in RCW 24.03A.245 who receive federal, state, or local funding); and

▪ Federally-recognized Indian Tribes located in the State of Washington.

Enterprise Services maintains a list of eligible Contract Usage Agreement parties on the CUA Listing website.

While Contract usage is optional for Purchasers other than Washington State agencies, these entities can increase Contract use significantly. All Purchasers are subject to the same contract terms, conditions, and pricing as Washington State agencies.

2.2 CONTRACT. The form of the Contracts that will be awarded as a result of this Competitive Solicitation is attached as Exhibit D – Cooperative Purchasing Agreement.

2.3 CONTRACT TERM. As set forth in the attached Cooperative Purchasing Agreement for this Competitive Solicitation, the entire contract term is seventy-two (72) months. Bidders are to specify prices for the first twelve (12) months of the contract term (such prices then will be adjusted as set forth in the Contract). The Cooperative Purchasing Agreement is subject to earlier termination.

2.4 ESTIMATED SALES. Historically, for prior contracts, annual total sales on average were approximately $6,308,888.88 for the Goods and Services among all eligible Purchasers. Total potential or estimated contract sales for this Competitive Solicitation are not known. As stated in this Competitive Solicitation, however, the resulting Cooperative Purchasing Agreement will be available for use by all eligible Purchasers, including specified entities in both the State of Washington and the State of Oregon. Such Purchasers will decide whether the Cooperative Purchasing Agreement meets their needs and whether they use the Cooperative Purchasing Agreement. Although Enterprise Services and the State of Oregon do not represent or guarantee any minimum purchase from the Cooperative Purchasing Agreement, prior purchases for Washington state agencies and other eligible purchasers in Washington state are set forth in the following table and chart:

https://apps.des.wa.gov/DESContracts/Home/MCUAListing

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 8

CONTRACT NO. 03418 – TOP 10 PURCHASER TYPES

April 1, 2019 – September 25, 2024

PURCHASER CATEGORY TOTAL PURCHASES CONTRACT SALES %

State Agencies $11,617,703.74 30.69%

Higher Education $4,632,241.00 12.24%

US States/Territories $4,487,192.91 11.85%

Cities/Towns $4,214,949.00 11.13%

Counties $3,960,738.00 10.46 %

Other Gov’t $2,161,862.25 5.71%

Districts, Other $1,270,967.00 3.36%

School Districts $1,152,128.00 3.04%

Tribes $1,128,399.00 2.98%

Port Districts $858,084.00 2.27%

Federal Government $833,410.00 2.20%

Total Sales ($37,853,333.28) from Previous Contract for Audio-Visual Solutions 03418 (April 1, 2019 – September 25, 2024)

2.5 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES. Enterprise Services will apply the following Washington State procurement priorities and preferences to this Competitive

$99,117.00

$4,214,949.00

$3,960,738.00 $92,219.11

$1,270,967.00

$117,484.00

$833,410.00

$4,632,241.00

$581,073.00

$191,845.00

$402,705.27$2,161,862.25 $858,084.00

$51,215.00$1,152,128.00

$11,617,703.74

$1,128,399.00 $4,487,192.91

All Purchaser Types

Association/Medical

Cities Including Towns

County

Customers

Districts, Other

Enterprise Services

Federal Government

Higher Ed (State Agency)

Libraries

Miscellaneous

Non-Profit

Other Govt

Port Districts

Private Schools

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 9

Solicitation which, as set forth in Section 3.6, will impact the evaluation of bids for this Competitive Solicitation:

▪ Executive Order 18-03: 50 points.

▪ Statutory Preference, RCW 39.26.265, for Electronic Products that Reduce or Eliminate Hazardous Materials: Electronic Products that achieve EPEAT Bronze and Silver or Gold will receive a percentage discount off each line-item bid price.

Section 3.6 includes a full description of the Statutory Preference.

SECTION 3 – BID EVALUATION

This section identifies how Enterprise Service will evaluate bids for this Competitive Solicitation.

3.1. OVERVIEW. Enterprise Services will evaluate bids for this Competitive Solicitation as described below.

▪ Bidder responsiveness, performance requirements, price factors, and responsibility, will be evaluated based on the process described herein.

▪ Any bidder whose bid is determined to be non-responsive will be rejected and will be notified of the reason(s) for this rejection.

▪ Enterprise Services reserves the right to: (1) Request clarification regarding any bid; (2) Waive any informality; (3) Reject any or all bids, or portions thereof;

(4) Accept any portion of the bid unless the bidder stipulates all or nothing in their bid; (5) Cancel the Competitive Solicitation and, if desired, re-solicit bids; and/or

(6) Negotiate with the lowest responsive and responsible bidder(s) to determine if such bid can be improved.

▪ Enterprise Services will use the following process and evaluation criteria to determine eligibility for an award of a Contract:

STEP ITEM POINTS

Bid Responsiveness

1 Bid Responsiveness Pass/Fail

2A Goods Specifications Evaluation

Exhibit B-1 Goods Specifications Pass/Fail

2B

Performance Requirements Evaluation Exhibit B-2 Performance Requirements

Pass/Fail

Bid Evaluation

3A Non-Cost Factors

Exhibit B-1 Goods Specifications

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 10

STEP ITEM POINTS

3B Non-Cost Factors Exhibit B – 2 Performance Requirements

Cost Factors Exhibit C – Bid Price (Bidder’s Bid Margin)

Subtotal: 1000

State Procurement Priorities & Preferences

5A Executive Order 18-03 50

5B Electronic Products that Reduce or Eliminate Hazardous Material

EPEAT Silver: 5%

EPEAT Gold: 7.5% of line-item bid price

Total: 1050

Responsible Bidder

6 Bidder Responsibility Analysis Pass/Fail

7 Negotiations N/A

3.2. BID RESPONSIVENESS (STEP 1). Enterprise Services will review bids – on a pass/fail basis – to determine whether the bid is ‘responsive’ to this Competitive Solicitation. This means that Enterprise Services will review each bid to determine whether the bid is complete – i.e., does the bid include each of the required bid submittals, are the submittals complete, signed, legible.

Enterprise Services reserves the right – in its sole discretion – to determine whether a bid is responsive – i.e., to determine a bidder’s compliance with the requirements specified in this Competitive Solicitation and to waive informalities in a bid. An informality is an immaterial variation from the exact requirements of the Competitive Solicitation, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the goods or the quality, capability, or performance of the good and/or services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to bidders. Responsive bids will be evaluated as set forth herein.

3.3. SPECIFICATIONS, PERFORMANCE, AND QUALIFICATIONS REQUIREMENTS EVALUATION (STEP 2A & B).

Enterprise Services will evaluate each bid to ensure that each bidder’s good and/or services meet the specifications and performance requirements set forth in Exhibits B-1 Goods Specifications and B-2 Performance Requirements, respectively. Enterprise Services reserves the right to request additional information before selecting the Apparent Successful Bidder. A bidder’s failure

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 11

to provide requested information to Enterprise Services within five (5) business days may result in disqualification.

3.4. NON-COST EVALUATION (STEP 3A & B). The evaluation team will conduct blind evaluations and score each bid based on the merit of bidder’s responses to the non-cost factors in Exhibits B-1 Goods Specifications and B-2 Performance Requirements. Bidders must carefully read and follow all the instructions in Exhibits B1 and B-2. Bidders must not include any identifiable information in their responses. Enterprise Services reserves the right to request additional information before selecting the Apparent Successful Bidders. A bidder’s failure to provide requested information to Enterprise Services within five (5) business days may result in disqualification.

3.5. BID PRICING EVALUATION (STEP 4). Enterprise Services will evaluate bid pricing by reviewing and comparing the submitted bid prices as provided in Exhibit C – Bid Price.

▪ Bidders must offer pricing in Exhibit C – Bid Price for the region(s) bidders are submitting a bid for. Bidders may submit bids for multiple regions using the same Exhibit C – Bid Price. Bid pricing for each region will be evaluated separately, however.

▪ Points are allocated to the Tabs within Exhibit C – Bid Price. Enterprise Services will evaluate pricing for the Tabs separately, as described in more detail below.

▪ Bid pricing in Exhibit C – Bid Price will be evaluated as follows:

• Exhibit C – Bid Price, Tab 2. Design Scenario:

o Equipment: Enterprise Services will add all of bidder’s submitted equipment costs to establish bidder’s “Total Equipment Cost.”

▪ Electronic Products Purchasing Preference: Electronic Products that achieve EPEAT Bronze and Silver or Gold will receive a percentage discount off each line-item bid price. If no EPEAT registered electronic product exists, Enterprise Services shall apply a percent discount off each line-item bid price for those products containing the least hazardous materials. To determine which products have the least hazardous materials, Enterprise Services will consult with the Department of Ecology (ECY), which has designated subject matter experts for this purpose. ECY subject matter experts will evaluate such products to determine which contain the least hazardous materials.

o Labor: Enterprise Services will add all of bidder’s submitted labor costs to establish bidder’s “Total Labor Cost.”

o Total Price: Up to 650 points. Total Equipment Cost and Total Labor Cost will be added together by Enterprise Services to determine bidder’s “Total Price.” Bidder’s “Total Price” will be evaluated as follows:

▪ Evaluation: Lowest total bid evaluation cost divided by a higher total bid evaluation cost (bid that is being evaluated) multiplied

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 12

by number of available points equals the cost factor evaluation points. Points will be rounded to three places to the right of the decimal point using standard rounding method.

• Exhibit C – Bid Price, Tab 3. Equipment Pricing.

o Equipment Brands: Up to 100 points.

o Evaluation: Enterprise Services will average bidders’ submitted percent (%) above Contractor cost to determine the bidder with the lowest average percent (%) above Contractor cost.

• Exhibit C – Bid Price, Tab 4. Labor Pricing.

o Regions: Not scored.

o Physical Base of Operations: Not scored.

o Labor – Non-Prevailing Wage Rates: Not scored.

o Labor – Prevailing Wage Rates: Not scored.

• Exhibit C – Bid Price, Tab 5. Warranty Pricing.

o Extended Equipment Warranty: Not scored.

o Extended Service Warranty: Not scored.

o Ongoing Managed Support: Not scored.

3.6. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES (STEP 5A &B). Enterprise Services will apply the following Washington State procurement priorities and preferences, as set forth below, to this Competitive Solicitation:

▪ PROCUREMENT PREFERENCE FOR EXECUTIVE ORDER 18-03 (Firms without Mandatory Individual Arbitration for Employees). Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), Enterprise Services will evaluate bids for best value and will provide a bid preference in the amount of 50 points to any bidder who certifies, pursuant to Exhibit A-1 – Bidder’s Certification, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

▪ STATUTORY PREFERENCE FOR ELECTRONIC PRODUCTS THAT REDUCE/ELIMINATE HAZARDOUS

MATERIALS. Pursuant to RCW 39.26.265, Enterprise Services is providing a bid preference per product line-item to any bidder that provides electronic products which, as designated in the EPEAT Registry, achieve EPEAT Bronze registration and EPEAT Silver or Gold registration. Electronic products bid that have achieved EPEAT Silver Standard shall receive a 5 percent preference to the product line-https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717 https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717 https://www.epeat.net/#:~:text=The%20EPEAT%20Registry%20now%20includes%20photovoltaic%20modules%20that%20meet%20new https://www.epeat.net/ https://www.epeat.net/#:~:text=The%20EPEAT%20Registry%20now%20includes%20photovoltaic%20modules%20that%20meet%20new

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 13

item, whereas electronic products that have achieved EPEAT Gold Standard shall receive 7.5 percent preference to the product line-item. Before the preference will be applied, the product must have achieved EPEAT Bronze registration. If no EPEAT registered electronic product exists, Enterprise Services shall apply a 5 percent discount off each line-item bid price for those products containing the least hazardous materials. To determine which products have the least hazardous materials, Enterprise Services will consult with the Department of Ecology (ECY), which has designated subject matter experts for this purpose. ECY subject matter experts will evaluate such products to determine which contain the least hazardous materials. All bidders must certify in Exhibit A-1 – Bidder’s Certification whether they are seeking the statutory preference for electronic products. Furthermore, bidders who seek to obtain the bid preference for electronic products must certify, pursuant to Exhibit A-1 – Bidder’s Certification, that the product(s) identified in Exhibit C – Bid Price, Tab 2 Design Scenario, have achieved EPEAT Bronze registration and EPEAT Silver or Gold registration, or, in the event of no EPEAT registered product, bidder will submit for consideration to Enterprise Services and the Department of Ecology to determine whether the product(s) contain the least hazardous materials.

3.7. BIDDER RESPONSIBILITY ANALYSIS (STEP 6). For responsive bids, Enterprise Services must determine whether the bidder is a ‘responsible bidder.’ Accordingly, Enterprise Services will make reasonable inquiry to determine bidder responsibility on a pass/fail basis. In determining bidder responsibility, Enterprise Services will consider the following statutory elements:

▪ Bidder’s ability, capacity, and skill to perform the contract or provide the service required;

▪ Bidder’s character, integrity, reputation, judgment, experience, and efficiency;

▪ Bidder’s ability to perform the contract within the time specified;

▪ Bidder’s performance quality pertaining to previous contracts or services;

▪ Bidder’s compliance with laws relating to the contract or services;

▪ Whether, within the three-year period immediately preceding the date of the Competitive Solicitation, bidder has been determined by a final and binding citation and notice of assessment issued by the Washington State Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW; and

▪ Such other information as may be secured having a bearing on the decision to award a Contract.

See RCW 39.26.160(2)(a)-(g). In addition, Enterprise Services may consider the following:

▪ Financial Information: Enterprise Services may request financial statements, credit ratings, references, record of past performance, clarification of bidder’s bid, on-site inspection of bidder's or subcontractor's facilities, or other information as necessary to determine bidder’s capacity to perform and the https://www.epeat.net/ https://www.epeat.net/ https://www.epeat.net/#:~:text=The%20EPEAT%20Registry%20now%20includes%20photovoltaic%20modules%20that%20meet%20new

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 14

enforceability of bidder’s contractual commitments. Failure to respond to these requests may result in a bid being rejected as non-responsive.

▪ References: Enterprise Services reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Any negative or unsatisfactory reference can be reason for rejecting a bidder as non-responsible.

3.8. CONTRACT TERMS & CONDITIONS – CONTRACT NEGOTIATIONS (STEP 7). Enterprise Services may negotiate contract terms and conditions pertaining to the resulting Cooperative Purchasing Agreements at contract award; however, Enterprise Services will not substantially change the material terms and conditions set forth in the Competitive Solicitation and Contract. Accordingly, Bidders who have any issues or concerns with the terms and conditions set forth in Exhibit D – Cooperative Purchasing Agreement, must—in the bid submittal—raise issues or concerns through a completed Exhibit E – Bidder’s Contract Issues List. Enterprise Services reserves the right, in its discretion, with the highest scored responsive, responsible bidder(s) (Top Bidder) to finalize the Cooperative Purchasing Agreement and to determine if the bid may be improved.

Bidders are encouraged to review Exhibit D – Cooperative Purchasing Agreement and applicable attachments to identify objections or concerns in the bid submittal. If, after a reasonable period of time, Enterprise Services, in its sole judgement, cannot reach agreement on acceptable Contract terms with the Top Bidder, Enterprise Services may suspend negotiations and undertake negotiations with the next highest scored responsive, responsible bidder as determined by the evaluations.

3.9. ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER. Enterprise Services will determine the Apparent Successful Bidders (“ASB”). The ASB will be the responsive and responsible bidders who best meet(s) the Competitive Solicitation requirements and presents the best total value, including price, and other factors as set forth in this Competitive Solicitation including any applicable state procurement priority or preference.

▪ ASB designation does not imply that Enterprise Services will issue a Contract award. Rather, this designation allows Enterprise Services to perform further analysis and ask for additional documentation. Bidders must not construe ASB designation as an award, impending award, attempt to negotiate, etc. If a bidder acts or fails to act as a result of such notification or designation, it does so at its own risk and expense.

▪ Upon announcement of ASB(s), bidders may request a debrief conference as specified in Section 5.

3.10. COOPERATIVE PURCHASING AGREEMENT AWARDS. Subject to protests, if any, Enterprise Services and the ASBs will enter into Cooperative Purchasing Agreements as set forth in Exhibit D – Cooperative Purchasing Agreement. An award is made and a contract formed by signature of Enterprise Services and awarded bidder on the Cooperative Purchasing Agreement. Following the Cooperative Purchasing Agreement award, all bidders registered in WEBS will receive a Notice of Award delivered to the bidder’s email address provided in the bidder’s profile in WEBS.

3.11. BID INFORMATION AVAILABILITY. Upon Enterprise Services’ announcement of ASB, all bid submissions and all bid evaluations are subject to public disclosure pursuant to Washington’s Public Records Act. See RCW 39.26.030(2). Upon Enterprise Services’ announcement of ASB, COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 15

Enterprise Services will post all bid evaluations to Enterprise Services’ website. In addition, Enterprise Services intends to post all winning bid submissions to its contract portal webpage after Cooperative Purchasing Agreement awards.

3.12. ADDITIONAL AWARDS. Enterprise Services reserves the right, during the resulting Contract term, to make additional Cooperative Purchasing Agreement awards to responsive, responsible bidders who provided a bid but who were not awarded a Cooperative Purchasing Agreement. Such awards would be on the same or substantially similar terms and conditions and would be designed to address an awarded Contractor vacancy (e.g., an awarded contractor is terminated or goes out of business), respond to Purchaser needs, or be in the best interest of the State of Washington and the State of Oregon.

SECTION 4 – HOW TO PREPARE AND SUBMIT A BID FOR THIS COMPETITIVE SOLICITATION

This section identifies how to prepare and submit your bid to Enterprise Services for this Competitive Solicitation. In addition, bidders will need to review and follow the Competitive Solicitation requirements including those set forth in the exhibits, which identifies the information that bidders must provide to Enterprise Services to constitute a responsive bid. By responding to this Competitive Solicitation and submitting a bid, bidders acknowledge having read and understood the entire Competitive Solicitation and accept all information contained within this Competitive Solicitation.

4.1. PRE-BID CONFERENCE. Enterprise Services will host a Competitive Solicitation pre-bid conference at the time set forth in Section 1.1 of this Competitive Solicitation. Attendance is not mandatory.

Bidders, however, are encouraged to attend and participate. The purpose of the pre-bid conference is to clarify the Competitive Solicitation as needed and raise any issues or concerns that bidders may have. If changes to the Competitive Solicitation are required as a result of the pre-bid conference, the Procurement Coordinator will post an amendment to this Competitive Solicitation to WEBS. Assistance for disabled, blind, or hearing-impaired persons who wish to attend the pre-bid conference is available with prior arrangement by contacting the Procurement Coordinator.

4.2. BIDDER COMMUNICATIONS REGARDING THIS COMPETITIVE SOLICITATION. During the Competitive Solicitation process, all bidder communications regarding this Competitive Solicitation must be directed to the Procurement Coordinator specified in Section 1.2 of this Competitive Solicitation.

Bidders should rely only on this Competitive Solicitation and written amendments to this Competitive Solicitation issued by the Procurement Coordinator. In no event will oral communications regarding this Competitive Solicitation be binding.

▪ Bidders are encouraged to make any inquiry regarding the Competitive Solicitation as early in the process as possible to allow Enterprise Services to consider and, if warranted, respond to the inquiry. If a bidder does not notify Enterprise Services of an issue, exception, addition, or omission, Enterprise Services may consider the matter waived by the bidder for protest purposes.

▪ If bidder inquiries result in changes to the Competitive Solicitation, written amendments will be issued and posted on WEBS.

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▪ Unauthorized contact regarding this Competitive Solicitation with other state employees involved with the Competitive Solicitation may result in bidder disqualification.

4.3. PRICING. Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this Competitive Solicitation. See Exhibit C – Bid Price. A bidder’s failure to identify all costs in a manner consistent with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

▪ Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. In the event that bidder is awarded a Cooperative Purchasing Agreement, the total price for the goods and/or services shall be bidder’s price as submitted.

Except as provided in the Cooperative Purchasing Agreement, there shall be no additional costs of any kind.

▪ Credit Cards (P-Cards): In the event that bidder is awarded a Cooperative Purchasing Agreement, the total price for the goods and/or services shall be the same regardless of whether Purchasers make payment by cash, credit card, or electronic payment. Bidder shall bear, in full, any processing or surcharge fees associated with the use of credit cards or electronic payment.

▪ Vendor Management Fee: The resulting Cooperative Purchasing Agreement from this Competitive Solicitation will include a Vendor Management Fee as specified in the Contract attached as Exhibit D – Cooperative Purchasing Agreement.

4.4. BID SUBMITTAL CHECKLIST – REQUIRED BID SUBMITTALS. This section identifies the bid submittals that must be provided to Enterprise Services to constitute a responsive bid. The submittals must be delivered as set forth below. Bids that do not include the submittals identified below may be rejected as nonresponsive. In addition, a bidder’s failure to complete any submittal as instructed may result in the bid being rejected. Bidders may not provide unsolicited materials. For any supplemental materials expressly required by Enterprise Services in writing, bidders must identify such supplemental materials with the bidder’s name.

EXHIBIT A-1 – BIDDER’S CERTIFICATION

This document is the Bidder’s Certification. Complete the certification, along with any exceptions or required explanations, and submit it with the bid to Enterprise Services.

Note: The Certification must be complete. Where there are choices, bidder must check a box. The certification must be signed and submitted by a duly authorized representative for the bidder.

EXHIBIT A-2 – BIDDER’S PROFILE

This document is required bidder information for Enterprise Services’ contract administration purposes. Complete as instructed and submit it with the bid to Enterprise Services.

EXHIBIT B-1 – GOODS SPECIFICATIONS

Bidder will need to confirm that bidder meets or exceeds the detailed product specifications set forth in Exhibit B-1 – Goods Specifications and submit it with the bid to Enterprise Services.

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EXHIBIT B-2 – PERFORMANCE REQUIREMENTS

Bidder must confirm that bidder’s services and/or bidder’s performance meets or exceeds the detailed requirements set forth in Exhibit B-2 – Performance Requirements and submit it with the bid to Enterprise Services.

EXHIBIT C – BID PRICE

Bidder must complete the price worksheet tool as instructed in Exhibit C – Bid Price and submit it with the bid to Enterprise Services.

EXHIBIT E – BIDDER’S CONTRACT ISSUES LIST

This document is a required bid submittal IF bidder has business issues with the Contract attached as Exhibit D – Cooperative Purchasing Agreement. If so, bidder must complete Exhibit E – Bidder’s Contract Issues List as instructed therein and submit it with the bid to Enterprise Services.

EXHIBIT F – BIDDER’S DIVERSE BUSINESS INCLUSION PLAN – SUBCONTRACTORS

This document is a required bid submittal IF bidder intends to utilize subcontractors if awarded a Contract. If so, bidder must complete Exhibit F – Bidder’s Diverse Business Inclusion Plan – Subcontractors as instructed therein and submit it with the bid to Enterprise Services.

4.5. BID FORMAT. Bids must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the exhibits). Unless otherwise specified in writing by Enterprise Services, documents included with an electronic bid must be prepared in MS Word, MS Excel, or Adobe PDF. Where required to do so, bidders may sign using either a physical or electronic signature.

4.6. SUBMITTING BIDS. Bidder’s electronic bid must be emailed to DESContractsTeamCypress@des.wa.gov. Enterprise Services’ email only can accept emails (including attachments) that total less than 30MB in size. Bidders are cautioned to keep email sizes to less than 25MB to ease delivery. Zipped files cannot be accepted. Enterprise Service will send an acknowledgement of bid receipt. Acknowledgement of bid receipt is not a determination on the bid’s responsiveness. If Bidder does not receive an acknowledgement within a reasonable time, it is the responsibility of the Bidder to contact Enterprise Services for acknowledgement of bid receipt.

SECTION 5 – COMPLAINT, DEBRIEF, & PROTEST REQUIREMENTS

This section details the applicable requirements for complaints, debriefs, and protests.

5.1. COMPLAINTS. This Competitive Solicitation offers a complaint period for bidders wishing to voice objections to this Competitive Solicitation. The complaint period ends five (5) business days before the bid due date. The complaint period is an opportunity to voice objections, raise concerns, or suggest changes that were not addressed during the Question & Answer Period or, if applicable, at the Pre-Bid Conference. Failure by the bidder to raise a complaint at this stage may waive its right for later consideration. Enterprise Services will consider all complaints, but is not required to adopt a complaint, in part or in full. If bidder complaints result in changes to the Competitive Solicitation, written amendments will be issued and posted on WEBS.

mailto:DESContractsTeamCypress@des.wa.gov

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a. CRITERIA FOR COMPLAINT. A complaint may be based only on one or more of the following grounds: (a) The Competitive Solicitation unnecessarily restricts competition; (b) The Competitive Solicitation evaluation or scoring process is unfair or flawed; or (c) The Competitive Solicitation requirements are inadequate or insufficient to prepare a response.

b. INITIATING A COMPLAINT. A complaint must: (a) Be submitted to and received by the Procurement Coordinator no less than five (5) business days prior to the deadline for bid submittal; and (b) Be in writing (see Form and Substance, and Other below). A complaint should clearly articulate the basis of the complaint and include a proposed remedy.

c. RESPONSE. When a complaint is received, the Procurement Coordinator (or designee) will consider all the facts available and respond in writing prior to the deadline for bid submittals, unless more time is needed. Enterprise Services is required to promptly post the response to a complaint on WEBS.

d. RESPONSE IS FINAL. The Procurement Coordinator’s response to the complaint is final and not subject to administrative appeal. Issues raised in a complaint may not be raised again during the protest period. Furthermore, any issue, exception, addition, or omission not brought to the attention of the Procurement Coordinator prior to bid submittal may be deemed to be waived for protest purposes.

5.2. DEBRIEF CONFERENCES. A Debrief Conference is an opportunity for a bidder and Enterprise Services, through its Procurement Coordinator, to meet and discuss the bidder’s bid (and, as further explained below, is a necessary prerequisite to filing a protest). Following bid evaluation, Enterprise Services will issue an ASB announcement. The ASB announcement may be made by any means, but Enterprise Services likely will use email to the bidder’s email address provided in the Bidder’s Profile. Bidders will have three (3) business days to request a Debrief Conference, if desired. If a Debrief Conference is timely requested, Enterprise Services will offer the requesting bidder one meeting opportunity and notify the bidder of the Debrief Conference place, date, and time. Please note, because the debrief process must occur before making an award, Enterprise Services likely will schedule the Debrief Conference shortly after the ASB announcement and the bidder’s request for a Debrief Conference. Enterprise Services will not allow the debrief process to delay the Contract award. Accordingly, bidders should plan for contingencies and alternate representatives. Bidders who wish to protest must first participate in a Debrief Conference.

Bidders who are unwilling or unable to attend the Debrief Conference will lose the opportunity to protest. A Debrief Conference is a required prerequisite for a bidder to file a protest.

a. TIMING. A Debrief Conference may be requested by a bidder following the Apparent Successful Bidder (ASB) announcement.

b. PURPOSE OF DEBRIEF CONFERENCE. Any bidder who has submitted a timely bid may request a Debrief Conference (see also Section 5.4, below). A Debrief Conference provides an opportunity for the bidder to meet with Enterprise Services to discuss bidder’s bid and evaluation. It does not provide an opportunity to discuss other bids and evaluations.

c. REQUESTING A DEBRIEF CONFERENCE. The request for a Debrief Conference must be made in writing via email to the Procurement Coordinator and received within three (3) business days after ASB announcement. Debrief conferences may be conducted virtually (e.g., by telephone or web-based virtual meeting such as MS Teams), as determined by Enterprise Services, and may be limited by Enterprise Services to a specified period of time. A

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bidder’s failure to request a Debrief Conference within the specified time and attend the Debrief Conference constitutes a waiver of the right to submit a protest. Any issue, exception, addition, or omission not brought to the attention of the Procurement Coordinator before or during the Debrief Conference may be deemed waived for protest purposes.

5.3. PROTESTS. Following a Debrief Conference, a bidder may protest the award of a Contract.

a. CRITERIA FOR A PROTEST. A protest may be based only on one or more of the following:

(a) Bias, discrimination, or conflict of interest on the part of an evaluator; (b) Error in computing evaluation scores; or (c) Non-compliance with any procedures described in the Competitive Solicitation.

b. INITIATING A PROTEST. Any bidder may protest an award to an ASB. A protest must: (a) Be submitted to and received by the Protest Officer specified below, within five (5) business days after the protesting bidder’s Debrief Conference (see also Section 5.4, below); (b) Be in writing; (c) Include a specific and complete statement of facts forming the…