01120 Solicitation Documents.pdf

COMPETITIVE SOLICITATION NO. 01120 – DEBT COLLECTION SERVICES PAGE 1

(Rev 2019-07-30)

COMPETITIVE SOLICITATION – NO. 01120

DEBT COLLECTION SERVICES

INTRODUCTION

The Washington State Department of Enterprise Services (Enterprise Services) is issuing this Competitive Solicitation pursuant to RCW chapter 39.26. Pursuant to this Competitive Solicitation, Enterprise Services intends to conduct a competitive procurement and establish and award statewide Master Contracts for eligible Purchasers to contract with debt collection service firms to collect debt at competitively awarded rates pursuant to the terms and conditions of a Master Contract. In order to facilitate state agency purchases of goods and services from Washington small businesses, Enterprise Services intends to award Master Contracts in the following order:

1. One (1) award to the highest scored, responsive, responsible bidder, then

2. Two (2) awards to the highest scored, otherwise not awarded, responsive, responsible

Washington Small Businesses.

Enterprise Services will not be awarding by category but below are examples of the most common debts the awarded Bidder may be asked to collect:

1. General Collections – Unsecured debts owed by individuals or businesses.

2. Educational Collections – Unsecured educational student loans. The methods for collecting private student loans are generally the same as any other type of consumer debt (like credit card debt, medical debt, etc.). It is fundamentally different from federal loans, where the Department of Education has fairly broad and far-reaching rights to collect the debt without a lawsuit.

3. Legal Services Collections – Legal Services associated with acting on filed warrants and judgments.

This will include the levying of any money sources, as well as the garnishing of wages. All legal action will be taken in the name of the awarded bidder, in accordance with RCW 19.16.270.

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 Master Contracts, the form of the resulting Master 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.

https://en.wikipedia.org/wiki/Debt

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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 A1 – Bidder’s Certification o Exhibit A2 – Bidder’s Profile

Exhibit B – Debt Collection Services Performance Requirements: This exhibit outlines the required specifications/qualifications for the service that is the subject of this Competitive Solicitation.

Exhibit C – Debt Collection Services Bid Price and Non-Cost Factors: These exhibits provide the pricing information that bidders will complete as part of their bid. It also contains qualifications which will be scored as non-cost factors and will be used to evaluate and compare bids.

o Exhibit C1 – Debt Collection Services Bid Price o Exhibit C2 – Debt Collection Services Non-Cost Factors

Exhibit D – Master Contract: This exhibit is a draft of the Master Contract that the successful bidder(s) will execute with Enterprise Services, if awarded.

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

This section identifies important deadlines for this Competitive Solicitation and where to direct questions regarding the Competitive Solicitation.

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

*PLEASE SEE NOTE REGARDING THE PRE-BID CONFERENCE AND COVID-19

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Competitive Solicitation Posting Date: April 1, 2020

April 8, 2020 from 10am to 12pm (Pacific Time)

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COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

*Pre-Bid Conference:

Due to the COVID-19 pandemic crisis, Bidders are encouraged to participate in any Pre-Bid activities via teleconference where possible.

If an overload of electronic meeting services will not allow for a Pre-Bid meeting, DES reserves the right to not conduct a Pre-Bid.

In such cases, updates will be posted in WEBS and Bidders can always reach out to the Procurement Coordinator listed in this Competitive Solicitation.

Join Zoom Meeting:

https://des-wa.zoom.us/j/251826913

Meeting ID: 251 826 913

Attend via Phone:

877 853 5247 US Toll-free Meeting ID: 251 826 913

Question & Answer Period: April 1, 2020 – April 24, 2020

Deadline for submitting Bids: April 30, 2020

Anticipated Announcement of Apparent Successful Bidder(s): May 11, 2020

Effective date of Master Contract(s): June 1, 2020

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

Procurement Coordinator

Name: Leslie Edwards

Telephone: 360-407-8416

Email: DESContractsTeamCedar@des.wa.gov

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

1.3. COMPLAINTS, DEBRIEFS, & PROTESTS. The Competitive Solicitation (and award of any Master Contract) are 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 WEBS will receive notifications of amendments and other correspondence pertinent to this Competitive Solicitation. Bidders must be registered in WEBS to be awarded a Master Contract. Visit WEBS to register.

https://des-wa.zoom.us/j/251826913 mailto:DESContractsTeamCedar@des.wa.gov https://fortress.wa.gov/ga/webs

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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 A MASTER CONTRACT(S). The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award statewide Master Contract(s) for Debt Collection Services.

a. MASTER CONTRACTS. Enterprise Services has statewide responsibility to develop ‘master contracts’ for goods and services. A Master Contract is a contract for specific goods and/or services that is competitively solicited and established by Enterprise Services, on behalf of the State of Washington, for use by statutorily specified ’Purchasers’ (see below). Typically, such Purchasers use our Master Contracts through a purchase order, work order, or similar document. The Master Contract 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 Master Contracts.

b. MASTER CONTRACT USERS – ELIGIBLE PURCHASERS. Any resulting Master Contract 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.

MCUA PARTIES. The Master Contract(s) also may be utilized by any of the following types of entities that have executed a Master Contract Usage Agreement (MCUA) 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., § 501(c)(3) nonprofit corporations that receive federal, state, or local funding); and Federally-recognized Indian Tribes located in the State of Washington.

Enterprise Services maintains a list of eligible MCUA parties on the MCUA Listing website.

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

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

2.2. MASTER CONTRACT. The form of the Master Contract that will be awarded as a result of this Competitive Solicitation is attached as Exhibit D – Master Contract.

2.3. CONTRACT TERM. As set forth in the attached Master Contract for this Competitive Solicitation, the contract term is seventy-two (72) months. The Master Contract is subject to earlier termination.

2.4. ESTIMATED SALES. Historically, for prior master contracts, annual total sales were approximately $900,000. Total potential or estimated contract sales is not known. As stated in this Competitive Solicitation, however, the resulting Master Contract(s) will be available for use by all eligible Purchasers. Such Purchasers will decide whether the Master Contract(s) meets their needs.

Although Enterprise Services does not represent or guarantee any minimum purchase from the Master Contract(s), prior purchases under a similar contract are set forth in the following chart:

Below is a further breakdown of sales to State Agencies and Higher Education:

Cust Type 2016 2017 2018 2019 State Agency 66% 71% 68% 59% Higher Ed (State Agency) 27% 22% 20% 34% Cities Including Towns 5% 5% 11% 7% County 2% 2% 1%

100% 100% 100% 100%

State Agencies: 2016 2017 2018 2019 Dept of Ecology $14,777 Dept of Health $5,114 Dept of Licensing $133,249 $131,757 $137,202 $77,176 Dept of Natural Resources $13,419 Dept of Transportation $60,741 $145,902 $111,183 Labor & Industries $251,773 $315,839 $275,297 $72,050 Liquor & Cannabis Board $21,169 $14,759 $8,608 $3,397 Student Achievement Council $114,283 $96,666 $24,704 Supt of Public Instruction $6,773 $8,203 $48,543 Utilities & Transportation Commission $8,963 $3,159 Washington State Patrol $18,279 $5,993 $6,628

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

Executive Order 18-03: 50 points

SECTION 3 – BID EVALUATION

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

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 reasons for this rejection.

Enterprise Services reserves the right to: (1) Waive any informality; (2) Reject any or all bids, or portions thereof; (3) Accept any portion of the items bid unless the bidder stipulates all or nothing in their bid; (4) Cancel the Competitive Solicitation and re-solicit bids; and/or (5) 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 for an award of a Master Contract:

STEP ITEM POINTS

1 Responsiveness Pass/Fail

Performance Requirements Evaluation Exhibit B – Debt Collection Services Performance Requirements

Pass/Fail

Higher Education: 2016 2017 2018 2019 Bates Tech College $9,955 Clover Park Tech College $19,452 $36,406 $25,566 $7,622 Columbia Basin Comm College $41,104 $19,255 $10,565 $7,173 Green River Comm College $10,779 $15,665 $17,598 $5,315 Highline Comm College $13,970 $17,345 $10,123 $9,867 Lower Columbia College $26,367 $29,243 $26,161 $8,415 Olympic College $29,567 $33,367 $33,691 $18,242 Peninsula College $21,948 $27,929 $8,789 Renton Tech College $20,530 $9,257 Tacoma Comm College $22,192 $15,584 $37,907 $63,340 Wenatchee Valley College $9,703 Western Washington Univ $10,956 $14,187 $7,429 $3,813 Yakima Valley College $4,527

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STEP ITEM POINTS

3A

Bid Evaluation

Cost Factors Exhibit C1 – Debt Collection Services Bid Price 300

Non-Cost Factors Exhibit C2 – Debt Collection Services Non-Cost Factors

3B State Procurement Priorities

Executive Order 18-03 50

Total: 1,100 pts

Responsible Bidder

Responsibility Analysis Pass/Fail

3.2. 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 performance of the 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. PERFORMANCE REQUIREMENTS EVALUATION (STEP 2). Enterprise Services will evaluate each bid on a pass/fail basis to confirm that each bidder meets the performance requirements set forth in Exhibit B – Debt Collection Services Performance Requirements. Enterprise Services reserves the right to request additional information or perform tests and measurements before selecting the Apparent Successful Bidder. A bidder’s failure to provide requested information to Enterprise Services within ten (10) business days may result in disqualification.

3.4. BID EVALUATION (STEP 3A). Enterprise Services will evaluate bids for the cost/non-cost factors set forth in Exhibit C1 – Debt Collection Services Bid Price and Exhibit C2 – Debt Collection Services Non-Cost Factors. Enterprise Services intends to award one (1) Master Contract to the highest scored, responsive, responsible bidder, then, two (2) Master Contracts to the highest scored, otherwise not awarded, responsive, responsible Washington Small Businesses.

a. COST FACTORS. Enterprise Services will evaluate bids by reviewing and comparing the submitted bid percentages provided in Exhibit C1 – Debt Collection Services Bid Price.

The Bidder offering the lowest average percentage will receive all available points (300 points available) for the evaluation. All other bids will be evaluated by dividing the

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lowest average percentage by the average percentage of the bid being evaluated, multiplied by the total possible points, as shown in the following formula.

Formula: Lowest Average Bid Percentage / Bidder’s Proposed Average Bid Percentage X

(300) = Bid Pricing Score

b. NON-COST FACTORS. Bidders must submit all required responses to each item on Exhibit C2

– Debt Collection Services Non-Cost Factors. There are 750 points available for non-cost factors. The evaluation team will review and assign points based on the Bidder’s responses. Points will be awarded for complete responses that demonstrate a commitment, ability, and capability to provide requested services.

3.5. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES (STEP 3B). Enterprise Services will apply the following Washington State procurement priorities and preferences 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 provide a bid preference in the amount of fifty points (50 points) to the total awarded points to any bidder who certifies, pursuant to the Bidder Certification attached as Exhibit A1 – 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 waiver.

3.6. RESPONSIBILITY ANALYSIS (STEP 4). For responsive bids, Enterprise Services will make reasonable inquiry to determine the responsibility of any bidder. Enterprise Services will determine responsibility on a pass/fail basis. In determining responsibility, Enterprise Services will consider the following statutory elements:

The ability, capacity, and skill of the bidder to perform the contract or provide the service required

The character, integrity, reputation, judgment, experience, and efficiency of the bidder;

Whether the bidder can perform the contract within the time specified;

The quality of performance of previous contracts or services;

The previous and existing compliance by the bidder with laws relating to the contract or services;

Whether, within the three-year period immediately preceding the date of the Competitive Solicitation, the 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 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

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

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 offer, on-site inspection of bidder's or subcontractor's facilities, or other information as necessary. 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 services, knowledge of services/industry and timeliness. Any negative or unsatisfactory reference can be reason for rejecting a bidder as non-responsible.

3.7. CONTRACT NEGOTIATIONS (STEP 5). Enterprise Services may negotiate with the highest scored responsive, responsible bidder(s) (Top Bidder) to finalize the Master Contract and to determine if the bid may be improved. If, after a reasonable period of time, Enterprise Services, in its judgement, cannot reach agreement on acceptable Master Contract terms with the Top Bidder, Enterprise Services may suspend negotiations and undertake negotiations with the next bidder as determined by the evaluations.

3.8. ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER. Enterprise Services will determine the Apparent Successful Bidder (“ASB”). The ASB will be the responsive and responsible bidder(s) that best meet(s) the Competitive Solicitation requirements and presents the best total value, including price, as calculated consistent with the instructions set forth in Exhibit C1 – Debt Collection Services Bid Price, and other factors as set forth in this Competitive Solicitation including any applicable state procurement priority or preference.

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

Upon announcement of the ASB, bidders may request a debrief conference as specified in Section 5.

3.9. AWARD OF MASTER CONTRACT(S). Subject to protests, if any, Enterprise Services and the ASB will enter into a Master Contract as set forth in Exhibit D – Master Contract. An award, in part or full, is made and a contract formed by signature of Enterprise Services and awarded bidder on the Master Contract. Enterprise Services reserves the right to award on an all-or-nothing consolidated basis. Following the award of the Master Contract(s), 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.

3.10. 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).

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

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. Please see Section 1.1 – Competitive Solicitation Deadlines for note regarding Pre-Bid Conference and COVID-19. Enterprise Services will host a Competitive Solicitation pre-bid conference at the time and location indicated 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 for this Competitive Solicitation. See Section 1.2 of this Competitive Solicitation. Bidders should rely only on this Competitive Solicitation and written amendments to the Competitive Solicitation issued by the Procurement Coordinator. In no event will oral communications regarding the 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.

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

4.3. PRICING. Bid percentages must include all cost components needed for the delivery of the services as described in this Competitive Solicitation. See Exhibit C1 – Debt Collection Services Bid Price. A

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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 Master Contract, the total price for the services shall be bidder’s price as submitted. Except as provided in the Master Contract, there shall be no additional costs of any kind.

Credit Cards (P-Cards): In the event that bidder is awarded a Master Contract, the total price for the 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 Master Contract(s) from this Competitive Solicitation will include a Vendor Management Fee as specified in the Master Contract attached as Exhibit D – Master Contract.

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 must identify any supplemental materials with the bidder’s name.

EXHIBIT A1 – BIDDER’S CERTIFICATION

This document is the Bidder’s Certification.

Complete the certification, attach it to the bid along with any exceptions or required explanations, and submit it 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 A2 – BIDDER’S PROFILE

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

EXHIBIT C1 – DEBT COLLECTION SERVICES BID PRICE

Bidder will need to complete the price worksheet templates as instructed in Exhibit C1 – Debt Collection Services Bid Price.

EXHIBIT C2 – DEBT COLLECTION SERVICES NON-COST FACTORS

Bidder will need to respond to each question as instructed in Exhibit C2 – Debt Collection Services Non-Cost Factors.

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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.

4.6. SUBMITTING BIDS. Your electronic bid must be emailed to DESContractsTeamCedar@des.wa.gov.

Enterprise Services’ email boxes only can accept emails 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.

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 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.

a. CRITERIA FOR COMPLAINT. A formal complaint may be based only on one or more of the following grounds: (a) The solicitation unnecessarily restricts competition; (b) The solicitation evaluation or scoring process is unfair or flawed; or (c) The 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 waived for protest purposes.

5.2. DEBRIEF CONFERENCES. A Debrief Conference is an opportunity for a bidder and the Procurement Coordinator to meet and discuss the bidder’s bid. A debrief is a required prerequisite for a bidder wishing to file a protest. Following the evaluation of the bids, Enterprise Services will issue an announcement of the ASB. That 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. Once a Debrief Conference is

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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 announcement of the ASB and the bidder’s request for a Debrief Conference. Enterprise Services will not allow the debrief process to delay the award.

Therefore, bidders should plan for contingencies and alternate representatives; bidders who are unwilling or unable to attend the Debrief Conference will lose the opportunity to protest.

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

b. PURPOSE OF DEBRIEF CONFERENCE. Any bidder who has submitted a timely bid response may request a Debrief Conference (see Form and Substance, and Other below). A Debrief Conference provides an opportunity for the bidder to meet with Enterprise Services to discuss its bid and evaluation.

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 the announcement of the Apparent Successful Bidder. Debrief conferences may be conducted either in person at the Enterprise Services offices in Olympia, Washington, or by telephone, as determined by Enterprise Services, and may be limited by Enterprise Services to a specified period of time. The failure of a bidder to request a debrief within the specified time and attend a 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 the Master 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 the 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 Debriefing Conference (see Form and Substance, and Other below); (b) Be in writing; (c) Include a specific and complete statement of facts forming the basis of the protest; and (d) Include a description of the relief or corrective action requested.

c. PROTEST RESPONSE. After reviewing the protest and available facts, Enterprise Services Protest Officer will issue a written response within ten (10) business days from receipt of the protest, unless additional time is needed.

d. DECISION IS FINAL. The protest decision is final and not subject to administrative appeal. If the protesting bidder does not accept Enterprise Services’ protest response, the bidder may seek relief in Thurston County Superior Court.

5.4. COMMUNICATION DURING COMPLAINTS, DEBRIEFS, AND PROTESTS. With the exception of protests, all communications about this Competitive Solicitation, including complaints, and debriefs must be

COMPETITIVE SOLICITATION NO. 01120 – DEBT COLLECTION SERVICES PAGE 14

addressed to the Procurement Coordinator unless otherwise directed. Protests must be addressed to the Protest Officer.

a. FORM, SUBSTANCE, & OTHER. All complaints, requests for debrief, and protests must (a) Be in writing; (b) Be signed by the complaining or protesting bidder or an authorized agent, unless sent by email; (c) Be delivered within the time frame(s) outlined herein; (d) Identify the solicitation number; (e) Conspicuously state “Complaint,” “Debrief” or “Protest” in any subject line of any correspondence or email, and (f) Be sent to the address identified below.

b. COMPLAINTS & PROTESTS. All complaints and protests must (a) State all facts and arguments on which the complaining or protesting bidder is relying as the basis for its action; and

(b) Include any relevant documentation or other supporting evidence.

5.5. HOW TO CONTACT ENTERPRISE SERVICES.

a. TO SUBMIT A COMPLAINT. Send an email message to the Procurement Coordinator listed in this Competitive Solicitation. The email message must include “Complaint” in the subject line of the email message. Alternatively, mail the complaint to the Procurement Coordinator listed in this Competitive Solicitation at the following address:

Attn: Procurement Coordinator – Complaint Contracts & Procurement Division Washington State Department of Enterprise Services P.O. Box 41411 Olympia, WA 98504-1411

b. TO REQUEST A DEBRIEF CONFERENCE. Send an email message to the Procurement Coordinator listed in this Competitive Solicitation. The email message must include “Debrief” in the subject line of the email message.

c. TO SUBMIT A PROTEST. Send an email message to the Protest Officer at the following email address: DESDLProcurementProtest@des.wa.gov The email message must include “Protest” in the subject line of the email message. Alternatively, mail the protest to the Protest Officer at the following address:

Attn: Protest Officer – Competitive Solicitation #01120 Contracts & Procurement Division Washington State Department of Enterprise Services P.O. Box 41411 Olympia, WA 98504-1411 mailto:DESDLProcurementProtest@des.wa.gov

COMPETITIVE SOLICITATION NO. 01120 – DEBT COLLECTION SERVICES PAGE 15

SECTION 6 – DOING BUSINESS WITH THE STATE OF WASHINGTON

This section provides additional information regarding doing business with the State of Washington.

6.1. WASHINGTON’S PUBLIC RECORDS ACT – PUBLIC RECORDS DISCLOSURE REQUESTS.

All documents (written and electronic) submitted to Enterprise Services as part of this procurement are public records. Unless statutorily exempt from disclosure, such records are subject to disclosure if requested. See RCW chapter 42.56, Public Records Act.

Enterprise Services strongly discourages bidders from unnecessarily submitting sensitive information (e.g., information that you might categorize as ‘confidential,’ ‘proprietary,’ ‘sensitive,’ ‘trade secret,’ etc.).

o If, in your judgment, there is an applicable statutory exemption from disclosure for certain portions of your bid, please mark the precise portion(s) of the relevant page(s) of your bid that you believe are statutorily exempt from disclosure and identify the precise statutory basis for exemption from disclosure.

o In addition, if, in your judgment, certain portions of your bid are not statutorily exempt from disclosure but are sensitive because these particular portions of your bid (NOT including pricing) include highly confidential, proprietary, or trade secret information (or the equivalent) that your firm protects through the regular use of confidentiality or similar agreements and routine enforcements through court enforcement actions, please mark the precise portion(s) of the relevant page(s) of your bid that include such sensitive information.

In the event that Enterprise Services receives a public records disclosure request pertaining to information that you have submitted and marked either as (a) statutorily exempt from disclosure; or (b) sensitive, Enterprise Services, prior to disclosure, will do the following:

o Enterprise Services’ Public Records Officer will review any records marked as statutorily exempt from disclosure. In those situations, where the designation comports with the stated statutory exemption from disclosure, Enterprise Services will redact or withhold the document(s) as appropriate.

o For documents marked ‘sensitive’ or for documents where Enterprise Services either determines that no statutory exemption to disclosure applies or is unable to determine whether the stated statutory exemption to disclosure properly applies, Enterprise Services will notify the bidder at the address provided in the bid submittal of the public records disclosure request and identify the date that Enterprise Services intends to release the document(s) (including documents marked ‘sensitive’ or exempt from disclosure) to the requester unless the bidder, at bidder’s sole expense, timely obtains a court order enjoining Enterprise Services from such disclosure. In the event Bidder fails to timely file a motion for a court order enjoining such disclosure, Enterprise Services will release the requested document(s) on the date specified. Bidder’s failure properly to identify exempted or sensitive information or timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Bidder of any claim that such materials are exempt or protected from disclosure.

COMPETITIVE SOLICITATION NO. 01120 – DEBT COLLECTION SERVICES PAGE 16

6.2. ECONOMIC GOALS. In support of the state’s economic goals, bidders are encouraged to consider the following in responding to this Competitive Solicitation:

Support for a diverse supplier pool, including, veteran-owned, minority-owned and women-owned business enterprises. Results Washington has established the following voluntary numerical goals for this Competitive Solicitation:

o Ten (10) percent minority-owned businesses (MBE);

o Six (6) percent women-owned businesses (WBE);

o Five (5) percent veteran-owned businesses (VB).

Achievement of these goals is encouraged whether directly or through subcontractors.

Bidders may contact the Office of Minority and Women’s Business Enterprises for information on certified firms or to become certified

Veterans and U.S. active duty, reserve or National Guard service-members are eligible for the registry. The veteran or service-member must control and own at least fifty-one (51) percent of the business and the business must be legally operating in the State of Washington. Control means the authority or ability to direct, regulate or influence day-to-day operations.

6.3 POLYCHLORINATED BIPHENYLS (PCBS). Polychlorinated biphenyls, commonly known as PCBs, have adverse effects on human health and the environment. Accordingly, the State of Washington, through its procurements of goods, is trying to minimize the purchase of products with PCBS and to incentivize its vendors to sell products and products-in-packaging without PCBs.

6.4 RESOURCES.

Register for competitive solicitation notices at the Washington Electronic Business Solution (WEBS) WEBS Registration. Note: There is no cost to register on WEBS.

If you qualify as a Washington small business, identify yourself in WEBS. Call WEBS Customer Service at 360-902-7400.

Contact the Washington State Office of Minority and Women’s Business Enterprises about state and federal certification programs at Phone 866-208-1064 or OMWBE.

Contact the Washington State Department of Veterans’ Affairs about veteran-owned businesses certification at (360) 725-2169 or DVA.

Contact Enterprise Services about small and diverse business inclusion.

http://www.omwbe.wa.gov/ http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx http://www.omwbe.wa.gov/ http://www.dva.wa.gov/

COMPETITIVE SOLICITATION NO. 01120 – DEBT COLLECTION SERVICES PAGE 17

EXHIBITS

All listed Exhibits below have been posted as separate documents in WEBS.

Exhibit A1 – Bidder’s Certification

Exhibit A2 – Bidder’s Profile

Exhibit B – Debt Collection Services Performance Requirements

Exhibit C1 – Debt Collection Services Bid Price

Exhibit C2 – Debt Collection Services Non-Cost Factors

Exhibit D – Master Contract

EXHIBIT A1 – BIDDER’S CERTIFICATION PAGE 1

EXHIBIT A1 – BIDDER’S CERTIFICATION

Competitive Solicitation: No. 01120 – Debt Collection Services

Bidder: _________________________________ Type/print full legal name of Bidder

Bidder’s Address: _________________________________ Type/print Bidder’s Address

Bidder Organization Type:

Check appropriate box

Corporation: Domestic Foreign

Limited Liability Company (LLC): Domestic Foreign

Partnership: Domestic Foreign

Sole Proprietorship:

State of Formation: _________________________________ Type/print the state where the corporation, LLC, or partnership is formed – e.g., ‘Washington’ if domestic and the name of the state if ‘Foreign’ (i.e., not Washington)

Bidder, through the duly authorized undersigned, makes this certification as a required element of submitting a responsive bid. Bidder certifies, to the best of its knowledge and belief that the following are true, complete, correct, and made in good faith:

1. UNDERSTANDING. Bidder certifies that Bidder has read, thoroughly examined, and fully understands all of the provisions in the Competitive Solicitation (including all exhibits) and the terms and conditions of the Master Contract and any amendments or clarifications to the Competitive Solicitation, and agrees to abide by the same.

2. ACCURACY. Bidder certifies that Bidder has carefully prepared and reviewed its bid and fully supports the accuracy of the same. Bidder further understands and acknowledges that Enterprise Services shall not be responsible for any errors or omission on the part of Bidder in preparing its bid. Bidder certifies that the facts declared here are true and accurate. Bidder further understands and acknowledges that the continuing compliance with these statements and all requirements of the Competitive Solicitation are conditions precedent to the award or continuation of the resulting Master Contract.

3. NO COLLUSION OR ANTI-COMPETITIVE PRACTICES. Bidder certifies that Bidder has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this Competitive Solicitation.

Bidder certifies that Bidder’s bid prices have been arrived at independently, without engaging in collusion, bid rigging, or any other illegal activity, and without for the purpose of restricting competition any consultation, communication, or agreement with any other bidder or competitor

EXHIBIT A1 – BIDDER’S CERTIFICATION PAGE 2

relating to (a) those prices, (b) the intention to submit a bid, or (c) the methods or factors used to calculate the prices offered. Bidder certifies that Bidder has not been and will not knowingly disclose its bid prices, directly or indirectly, to any other bidder or competitor before award of a Master Contract, unless otherwise required by law. Bidder certifies that Bidder has made no attempt and shall not make any attempt to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. Bidder, however, freely may join with other persons or organizations for the purpose of presenting a bid.

4. FIRM OFFER. Bidder certifies that its bid, attached hereto, is a firm offer which cannot be withdrawn for a period of ninety (90) days from and after the bid due date specified in the Competitive Solicitation. Enterprise Services may accept such bid, with or without further negotiation, at any time within such period. In the event of a protest, Bidder’s bid shall remain valid for such period or until the protest and any related court action is resolved, whichever is later.

5. CONFLICT OF INTEREST. Bidder certifies that, in preparing this bid, Bidder has not been assisted by any current or former employee of the State of Washington whose duties relate (or did relate) to this Competitive Solicitation, or prospective Master Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this bid.

6. NO REIMBURSEMENT. Bidder certifies that Bidder understands that the State of Washington will not reimburse Bidder for any costs incurred in the preparation of this bid. All bids become the property of the State of Washington, and Bidder claims no proprietary right to the ideas, writings, items, or samples unless so stated in the bid.

7. PERFORMANCE. Bidder certifies that Bidder understands that its submittal of a bid and execution of this Bidder’s Certification certifies bidder’s willingness to comply with the Master Contract, if awarded such. By submitting this bid, Bidder hereby offers to furnish the goods and/or services solicited pursuant to this Competitive Solicitation in compliance with all terms, conditions, and performance requirements contained in this Competitive Solicitation and the resulting Master Contract or, if applicable, as detailed on a Contract Issues List, if permitted, in this Competitive Solicitation.

8. INSURANCE. Bidder certifies as follows (must check one):

BIDDER HAS REQUIRED INSURANCE. Bidder has attached a current, valid Certificate of

Insurance with each and all of the required insurance coverages as specified in the Master Contract (note: Bidder must attach the Insurance Certificate).

OR

BIDDER WILL OBTAIN REQUIRED INSURANCE. Bidder does not have a current, valid

Certificate of Insurance with each and all of the required insurance coverages as specified in the Master Contract but, if designated as the Apparent Successful Bidder, Bidder will provide such a Certificate of Insurance, without exception of any kind, to Enterprise Services within twenty-four (24) hours of such designation or notification by Enterprise Services or be deemed a nonresponsive bid.

OR

BIDDER DOES NOT HAVE REQUIRED INSURANCE.