DOH26-004C RFQQ Page 1 of 37 Competitive Solicitation RFQQ 26-004C. 06/03/2026.

WASHINGTON STATE DEPARTMENT OF HEALTH

Request for Proposal DOH26-004C RFQQ

Project Title: RFQQ 26-004C Sentry to SDWIS

This competitive solicitation is posted on behalf of the Washington State Department of Health (DOH) Office of Drinking Water (ODW). The DOH ODW requires a qualified contractor to complete the Washington State Department of Health (DOH) – Office of Drinking Water (ODW) transition from the DOH data platform (Sentry) to EPA’s Safe Drinking Water Information System (SDWIS) State application suite, herein referred to as “The Project” or “Project.”

SOLICITATION SCHEDULE: DATE

This Competitive Solicitation posted. 06/04/2026

Bidders must RSVP for the Pre-Bid Conference by 2:00 p.m. Pacific Time 06/18/2026

Virtual Pre-Bid Conference 10:05 am Pacific Time via Microsoft Teams 06/29/2026

Bidders’ written questions due by 2:00 p.m. Pacific Time 07/07/2026

DOH Responses to written questions. 07/08/2026

Complaint Deadline by 2:00 p.m. Pacific Time 07/15/2026

Bid Due by 2:00 p.m. Pacific Time 07/23/2026

Evaluation Period (approximate – includes optional Best and Final Offer period) 07/24 – 08/18/2026

Demonstrations: format (In person or virtual) and time TBD 08/10 – 08/18/2026

DOH Apparently Successful Bidder (ASB) Announcement via WEBS 08/19/2026

Deadline for a request for Debriefing (must be within three (3) days of announcement of ASB. See Section F for details). 08/24/2026

Debriefings: virtual format; time TBD 08/25/2026

If applicable, the protest period shall be five (5) business days after Bidder debrief. See section F for details. 09/03/2026

Projected Contract Start Date 09/04/2026

All times shown above are Local Time in Olympia, WA (Pacific Time).

The DOH reserves the right to revise the above schedule and solicitation. Any revisions will be made via amendment and posted to WEBS (Washington’s Electronic Business Solution).

All Bidders must register as a vendor on WEBS (Washington’s Electronic Business Solution) using an appropriate commodities code listed below and must download this Solicitation from WEBS.

Vendors must rely solely on WEBS for all Solicitation documents.

RFQQ DOH26-004C Sentry to SDWIS

DOH26-004C RFQQ Page 2 of 37

APPLICABLE WEBS COMMODITY CODES:

In order to receive notifications of this opportunity, Bidders must be registered under at least one of the following WEBS commodity codes:

Code Title Category

208-36 Data Processing Software, Microcomputer Computer Software For Microcomputers (Preprogrammed)

208-37 Database Software

208-53 Integrated Software

208-68 Project Management

208-80 Software, Microcomputer (Not Otherwise Classified)

209-38 Database Software

918-32 Consulting Services (Not Otherwise Classified) Consulting Services 918-43 Environmental Consulting

920-02 Access Services, Data Data Processing, Computer, Programming, And Software Services

920-03 Application Service Provider (ASP) (Web Based Hosted)

920-04 Applications Software (For Main Frame Systems)

920-07 Applications Software for Microcomputer Systems: Business, Mathematical/Statistical, Medical, Scientific, etc.

920-14 Applications Software (For Minicomputer Systems)

920-24 Data Conversion Services

920-45 Software Maintenance/Support

920-46 Software Updating Services

920-47 Support Services, Computer (Includes Computer Warranties)

920-64 System Implementation and Engineering Services

920-66 System/Network/Database Administration Services

The Solicitation Coordinator is the sole point of contact in the DOH for this solicitation. Upon release, all communications in regard to this solicitation shall be directed, via email, to the Solicitation Coordinator or their designee as follows:

Name Laurelle Lee, Solicitation Coordinator

Email Address

Bids@doh.wa.gov NOTE: Must include the Solicitation number RFQQ 26- 004C in the email subject line on all correspondence.

mailto:Bids@doh.wa.gov

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Posting History:

06/04/2026: Original RFQQ DOH26-004C posted on WEBS.

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TABLE OF CONTENTS

Section A. Contract Requirements

Section B. Definitions

Section C. Explanation of Solicitation Process

Section D. Instructions Regarding Content, Format and Submission of Responses

Section E. Evaluation of Responses

Section F. Debriefing and Protest Procedure

Section G. Contracting Procedures

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Attachments: (all are posted separately from this Solicitation Document)

Attachment A – Bid Submission Letter and Bidder’s Profile Attachment B – Diverse Business Inclusion Plan Attachment C – Bidder’s Certification, Order 18-03 Certification, Bidder Certifications and Assurances Attachment D – Sample Contract

Attachment D-1 – General Terms and Conditions Attachment D-2 – General Terms and Conditions Change Request Form (docx)

Attachment E – Bidder’s Response Form Part 1 (docx) Attachment E-1 – Bidder’s Response Form Part 2 (Excel Workbook) Attachment E-2 – Bidder’s Response Form Part 3 (Excel Workbook) (FR & NFR)

Attachment F – Statement of Work (SOW) Attachment F-1 – Fed Reporting List Not Reported Attachment F-2 – Remaining Sentry Fields to be Mapped to SDWIS State

Attachment G – Sample Data Sharing Agreement (DSA)

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SECTION A

CONTRACT REQUIREMENTS

1. INTRODUCTION

Purpose and Background

The State of Washington, Department of Health (hereafter referred to as “DOH”) is seeking a qualified contractor to complete Washington State Department of Health (DOH) – Office of Drinking Water (ODW) transition from the DOH non-SDWIS data platform (Sentry) to the US Environmental Protection Agency’s Safe Drinking Water Information System (SDWIS) State application suite, herein referred to as “The Project” or “Project.”

Project Scope

The existing ODW Sentry application will be replaced with the US Environmental Protection Agency’s (EPA) SDWIS application suite. We are looking to have an EPA SDWIS-knowledgeable and -experienced vendor prepare and implement this solution. Also, we have unmet federal report requirements which this project will fulfill.

Bidders must provide resumes/CVs for key staff who will work on the Project. It shall utilize in performing this Contract, and their experience and qualifications, as part of its Response. If awarded a Contract, Bidder shall not make changes to such Key Personnel during the term of the Contract except as requested or approved by DOH.

Bidder Firm Minimum Qualifications:

a) Demonstrated expertise and experience maintaining compliance with Federal 2 CFR 200 as applicable.

b) Demonstrated expertise and experience adhering to all Washington State laws, including laws pertinent to data privacy, security, and storage.

c) Demonstrated expertise and experience with cloud hosting and have current SOC 2 Type

II or ISO/IEC 27001 certification (provide latest report).

d) Demonstrated expert expertise and experience configuring, implementing, and operating the SDWIS State application suite.

e) Demonstrated expertise and experience maintaining compliance with 40 CFR 141, 40 CFR

142, and 40 CFR 143 as applicable.

f) Demonstrated an established technical support infrastructure capable of delivering timely user assistance.

g) Demonstrated expertise and experience in the ability to provide system monitoring, maintenance, and backups to ensure a minimum of 99.5% system uptime and improved rate of data integrity.

h) Demonstrated Financial Stability and Staffing sufficient to perform this project.

i) Demonstrated expertise, experience, ability, and willingness to work collaboratively with legacy contractor to transition to new solution, comparable to the project described in this RFQQ.

j) Demonstrated expertise, experience, ability and willingness to work collaboratively with DOH’s successor contractor to transition at end of any contract resulting from this RFQQ.

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k) Must be willing and able to enter into and comply with all terms of a Data Sharing Agreement (DSA) (see example DSA, Attachment F DSA), including ensuring that all Contractor staff members who work on the Project or who have access to DOH data also sign the required confidentiality agreement.

Bidder Staff Minimum Qualifications:

a) Demonstrated expertise and experience migrating and transitioning another state or

Environmental Protection Agency (EPA) region from a non-SDWIS database to a SDWIS State database.

b) Demonstrated expertise and experience in large scale, complex data sets.

c) Demonstrated expert understanding of SDWIS State, its operations, and requirements.

d) Demonstrated expert proficiency with mapping data, and migrating data.

e) Demonstrated expert understanding of Microsoft Entra ID (single sign on).

f) Demonstrated expert experience performing requirements gathering, gap analysis, and writing use cases.

g) Demonstrated expert experience in project management methodology, to include Agile, MS Project, and MS SharePoint.

Bidder Firm Desirable Qualifications:

a) Demonstrated expertise and experience supporting public-sector agencies in large-scale

IT projects.

b) Demonstrated expertise and experience supporting transition of complex data systems making sure no loss of business productivity.

Bidder Staff Members' Desirable Qualifications:

a) Demonstrated expertise, experience and technical experience in providing and developing virtual training for administrators and users.

b) Demonstrated expertise and experience with Scrum and Sprint Planning experience

c) Demonstrated expertise and experience in providing expert business analysis, quality assurance, and development artifacts and documentation.

Bidders failing to demonstrate in their Bids that they meet the minimum qualifications described above will be considered nonresponsive and will therefore be disqualified from further consideration.

PERIOD OF CONTRACT PERFORMANCE

DOH intends to award one contract for the Services described in this Competitive Solicitation.

The period of performance under the Contract shall be approximately September 17, 2026 through approximately June 30, 2032. The term of the contract may be extended by amendment up to 5 times for 1 year or more years per amendment, not to exceed approximately 11 years total, at the sole discretion of DOH and as DOH budget allows. Additional services that are appropriate to the scope of this Solicitation, as determined by DOH, may be added to the Contract in a mutually agreeable amendment.

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FUNDING

There are two phases of budgeted funding not to exceed $2,298,707.00:

a) DOH has budgeted an amount not to exceed $857,277.00 (including all costs, licensing fees and taxes for the initial Project transition phase.

b) DOH has budgeted an amount not to exceed $1,441,430 for the subsequent phase of 5 years of cloud hosting, support, licenses fees, and taxes after data transition is complete.

• It is the Bidder’s responsibility to calculate and quote the correct tax amounts in their bid submittal documents.

• The service address for DOH is 111 Israel Rd SE, Tumwater WA, 98501 and should be used to calculate any applicable retail sales taxes.

• Bidders may contact the Washington State Department of Revenue to determine applicable retail sales tax and Business and Occupation (B&O) tax amounts, etc.

The Department anticipates that any extension, for up to 5 additional years of cloud hosting, support, licenses fees, and taxes after data transition is complete, would also increase the total overall contract consideration amount at an equal or slightly higher amount.

DOH may reject any Response in excess of the budgeted amounts listed above.

Bidders are reminded to submit a bid and quote that provide the best value to the Agency, consistent with state government efforts to conserve state resources. Any Contract awarded is contingent upon the availability of funding.

WASHINGTON STATE SOLICITATION PRIORITIES & PREFERENCES.

DOH will apply the following Washington State Solicitation priorities and preferences to this Competitive Solicitation which, as set forth in Section C.11, will impact the evaluation of bids for this Competitive Solicitation:

a) Washington Small Business: or Certified Veteran Owned Business 5 percentage points

b) Executive Order 18-03: 5 percentage points

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SECTION B

DEFINITIONS

Additional definitions for Contract-specific terms are found in the Sample Contract set forth as Attachment D to this Solicitation and shall apply to those terms as they are used in this Solicitation. The following terms have the meanings set forth below:

Agency or DOH: The Washington State Department of Health.

Amendment: A unilateral change to the Solicitation that is issued by DOH at its sole discretion and posted on WEBS.

Apparent Successful Bidder (ASB): A Bidder submitting a Response to this Solicitation that is evaluated and is identified and announced by DOH as providing the best value to the Agency. Upon execution of a Contract, the ASB is referred to as the successful Bidder or the Contractor.

ASB: see Apparent Successful Bidder.

Attachment(s): Document(s) attached to this RFQQ, also referred to as Attachment(s).

Authorized Representative: An individual designated by the Bidder to act on its behalf who has the authority to legally bind the Bidder concerning the terms and conditions set forth in this Solicitation and related documents.

Bid: Also known as “Response”: An offer, proposal or quote for goods or services and all related materials prepared and submitted by a Bidder in response to this Solicitation. The terms Bid, Quotation, Response and Proposal are all intended to mean the same thing.

Bidder: An individual, organization, public or private agency or other entity submitting a bid, quotation, response, or proposal in response to this Solicitation.

Competitive Solicitation or Solicitation: A formal process providing an equal and open opportunity for Bidders culminating in a selection based upon predetermined criteria. A Competitive Solicitation requests the submission of bids, quotations, or proposals for the consideration of DOH in contracting to meet its needs. This RFQQ is a Competitive Solicitation.

Complaint: A process that may be followed by a Bidder prior to the deadline for bid submission to alert DOH of certain types of asserted deficiencies in the Solicitation.

Contract: A written agreement entered into between a successful Bidder and DOH as a result of this Solicitation.

Contractor: The individual or entity performing services pursuant to this Contract and includes the Contractor’s owners, members, officers, directors, partners, employees, and/or agents, unless otherwise stated in this Contract. For purposes of any permitted Subcontract, “Contractor” includes any Subcontractor and its owners, members, officers, directors, partners, employees, and/or agents.

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Coordinator or Solicitation Coordinator: An individual or designee who is employed by DOH within the DOH Contracts and Solicitations Office and who is responsible for conducting this Solicitation.

Data Sharing Agreement (DSA): a formal agreement between DOH and one or more other parties, governing the sharing of confidential data.

Debriefing: a short meeting an Unsuccessful Bidder may request with the Coordinator following the announcement of the Apparent Successful Bidder for the purpose of receiving information regarding the review and evaluation of that Bidder’s Response.

DSA: see Data Sharing Agreement.

External User Viewer platform: An External User Viewer platform is an online database or application that allows users — including the public, water system operators, and regulators — to search and view detailed information about public water systems. It is maintained by state drinking water programs and provides transparency about water quality, compliance, and system details. An example of this is the GEC (Global Environmental Consultants) Drinking Water Viewer (DWV).

Non-Profit Organization: A corporation no part of the income of which is distributable to its members, directors, or officers and that holds a current tax-exempt status as provided under 26 U.S.C. Sec. 501(c)(3) or is specifically exempted from the requirement to apply for its tax-exempt status under 26 U.S.C. Sec.

501(c)(3).

OCS: see Office of Cybersecurity.

ODW: see Office of Drinking Water.

Office of Cybersecurity (OCS): Washington State Office of Cybersecurity (OCS) provides strategic leadership in cybersecurity and partners with state, local, and military entities. See link:

https://watech.wa.gov/cybersecurity/state-office-cybersecurity

Office of Drinking Water (ODW): The Washington State Department of Health (DOH) program that requires the contracted work described in this Solicitation.

Office of Innovation & Technology (OIT): The Washington State Department of Health (DOH) office providing technical oversight over this project.

OIT: See Office of Innovation & Technology

Personally Identifiable Information (PII): refers to information that can be used to distinguish or trace an individual’s identity, either alone (direct) or when combined with other personal or identifying information that is linked or linkable to a specific individual (indirect).

PII: See Personally Identifiable Information.

Procurement: The broad process of identifying goods and services for purchase or acquisition, of effecting the purchase or acquisition, and of managing the purchase or acquisition. This Solicitation is a part of an https://watech.wa.gov/cybersecurity/state-office-cybersecurity

DOH26-004C RFQQ Page 11 of 37 overall Procurement process. Despite the broader meaning attributed to “procurement,” for purposes of this Solicitation, the terms Solicitation, RFP/RFQ/RFQQ and Procurement are interchangeable.

Project: The undertaking or work for which contracted services are requested pursuant to this Solicitation.

Protest: A process that may be followed by a Bidder after the announcement of the apparent Successful Bidder to alert DOH to certain types of alleged errors in the evaluation of the Solicitation.

RCW: The Revised Code of Washington. All references to RCW chapters or sections shall include any successor, amended, or replacement statute.

Request for Qualifications and Quotation(s) (RFQQ): The request for bids set forth in this Solicitation document.

Response: Also known as “Bid”: An offer, proposal or quote for goods or services and all related materials prepared and submitted by a Bidder in response to this Solicitation. The terms Bid, Quotation, Response and Proposal are all intended to mean the same thing.

Responsible Bidder: An individual, organization, public or private agency, or other entity that has demonstrated the capability to meet all the requirements of the Solicitation and to meet the elements of responsibility. (See RCW 39.26.160 (2))

Responsive Bidder: An individual, organization, public or private agency, or other entity who has submitted a Bid that fully conforms in all material respects to the Solicitation and all its requirements, in both form and substance.

RFQQ: see Request for Qualifications and Quotation(s).

Safe Drinking Water Information System (SDWIS) State application suite: The US Environmental Protection Agency (EPA) application suite designed by EPA to help states run their drinking water programs. SDWIS State application suite helps states manage the information necessary to supervise public drinking water systems. SDWIS State houses four major categories of information: inventory, sampling, monitoring, and compliance. Inventory data includes information on individual drinking water systems such as the system location, size, and population served. Sampling data includes lab results for chemical, microbiological, and radiological contaminants regulated by EPA and the state. Monitoring information contains the schedule for sampling required under each EPA rule. Compliance data includes information such as violations related to monitoring, reporting, and water quality exceedances and actions taken by the state or the water system at addressing those violations and any public notification that is necessary under state or EPA rule.

Scope of Work: The Project or work scope set forth in this Solicitation Document that identifies DOH’s contractual needs and requirements.

SDWIS: see Safe Drinking Water Information System (SDWIS) State application suite.

http://apps.leg.wa.gov/rcw/default.aspx?cite=39.26.160

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Sentry: the DOH non-SDWIS database that is currently used by the Office of Drinking Water to manage the data necessary to run the program and implement the Safe Drinking Water Act. Sentry is being replaced under this project / RFQQ.

Sentry Internet: Public facing database intended to provide summary information pertaining to public water systems in Washington state.

Services: Labor, work, analysis, or similar activities provided by a contractor to accomplish a specific scope of work.

Small Business: An in-state business (in Washington state), including a sole proprietorship, corporation, partnership, or other legal entity, that: (a) certifies, under penalty of perjury, that it is owned and operated independently from all other businesses and has either: (i) fifty or fewer employees; or (ii) a gross revenue of less than seven million dollars annually as reported on its federal income tax return or its return filed with the department of revenue over the previous three consecutive years; or (b) Is certified with the office of women and minority business enterprises under chapter 39.19 RCW.

SME: See Subject matter experts.

Solicitation or Competitive Solicitation: A formal process providing an equal and open opportunity for Bidders culminating in a selection based upon predetermined criteria. A Competitive Solicitation requests the submission of bids, quotations, or proposals for the consideration of DOH in contracting to meet its needs. This RFQQ is a Competitive Solicitation.

Solicitation Document: This RFQQ document includes all attachments and all amendments that are issued by the Coordinator.

SOW: may refer to either Scope of Work or Statement of Work.

Statement of Work: The detailed description of services to be performed by the Contractor and set forth in the Contract.

Subcontractor: One not in the employment of Vendor, who is performing all or part of the business activities under this Contract under a separate contract with the Vendor. The term “Subcontractor” means Subcontractor(s) of any tier.

Subject matter experts (SMEs): DOH staff members with specialized knowledge and expertise on a particular topic.

TCR: Refers to the Total Coliform Rule in the Safe Drinking Water Act.

Veteran-Owned Business: A business that is certified by Department of Veteran’s Affairs to be at least fifty-one percent owned and controlled by (a) A veteran as defined in RCW 41.04.007; or (b) An active or reserve member in any branch of the armed forces of the United States, including the National Guard, Coast Guard, and Armed Forces Reserves.

http://apps.leg.wa.gov/rcw/default.aspx?cite=39.19

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Washington Technology Solutions (WaTech): WaTech, including its Office of Cyber Security (OCS), is the state agency responsible for the central network and data centers, ensuring seamless operations across state agencies.

WaTech: see Washington Technology Solutions.

WEBS: Washington’s Electronic Business Solution, the Bidder notification system found at https://pr-webs-vendor.des.wa.gov/ and maintained by the Washington State Department of Enterprise Services.

https://pr-webs-vendor.des.wa.gov/

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SECTION C

EXPLANATION OF SOLICITATION AND PROCESS

This section identifies important information for this Competitive Solicitation, where to direct questions regarding the Competitive Solicitation, the process for potential amendments or modifications to the Competitive Solicitation, and other resources to help you understand and respond to the Solicitation.

1. POSTING OF SOLICITATION DOCUMENTS

DOH will post this Solicitation, and all amendments and announcements relating to this Solicitation, on WEBS. WEBS can be accessed at: https://pr-webs-vendor.des.wa.gov/. In order to inform the largest number of potential Bidders about this opportunity, DOH shall post a notice of solicitation document relating to this Solicitation on the Contracts and Procurement page on the DOH website, found at: DOH’s Contracts Page.

All Bidders must register as a vendor on WEBS, using an appropriate commodities code listed on the front section of this Solicitation, and must download all Solicitation documents, including all amendments, from WEBS. Registration should be done as soon as possible in order for the Bidder to receive notifications automatically generated on WEBS, but no later than the date set forth in the Solicitation Schedule for Announcement of the Apparent Successful Bidder(s).

2. WEB REGISTRATION

The Department is required to post all bid opportunities on WEBS, the state’s electronic vendor registration and bid notification system. If not currently registered, Bidders interested in obtaining notification of state bidding opportunities, including those for the Department, should register at: WEBS

There are step-by-step instructions to guide you through the process. If you have difficulties, questions about the registration process may be directed to webscustomerservice@des.wa.gov or (360) 902-7400, 8:00 AM to 5:00 PM, Monday – Friday.

The system is self-maintained, and Bidders are responsible for the accuracy of the information in WEBS for updating/maintaining registration information and checking with their assigned account administrators regarding notifications. In order to receive notifications, you must select “yes” for Bid notifications. If you do not download bid documents, you will not receive any subsequent notifications regarding this solicitation.

In order to receive notifications of this opportunity, Bidders must be registered in at least one of the WEBS commodity codes identified on page 2 of the Solicitation.

Announcement of the Apparent Successful Bidder will be made via WEBS.

3. AMENDMENT, CANCELLATION/REJECTION OF BIDS, REISSUANCE OF SOLICITATION

DOH may amend or add to, retract from, or cancel this Solicitation at any time, in whole or in part, and without penalty. DOH may reject all bids and cancel or rebid this Solicitation. All amendments and notifications of cancellation shall be posted on WEBS. In the event of a conflict between amendments or between an amendment and this Solicitation Document, the document issued latest shall control.

4. COMMUNICATIONS REGARDING SOLICITATION

Upon the posting of this Solicitation, all communication concerning this Solicitation must be directed to the Solicitation Coordinator listed on page 2 of this Solicitation document. Communication with the https://pr-webs-vendor.des.wa.gov/ https://doh.wa.gov/about-us/budget-contracts-and-grants/contracts-and-grants https://doh.wa.gov/about-us/budget-contracts-and-grants/contracts-and-grants https://pr-webs-customer.des.wa.gov/ mailto:webscustomerservice@ga.wa.gov

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Solicitation Coordinator must be sent via email. The Bid Response must be submitted via email as attachments, as provided in Section D Instructions Regarding Content, Format and Submission of Written Responses, DOH may disqualify a Bidder who communicates with anyone in DOH other than the Solicitation Coordinator regarding this Solicitation.

DOH considers all oral communications unofficial and non-binding on DOH. Bidders should rely only on written statements issued by the Solicitation Coordinator. Email shall be considered an official method of communication unless otherwise specified in this document. In no event will oral communications regarding this Competitive Solicitation be binding.

5. PRE-BID CONFERENCE

Bidders are invited to attend an optional Pre-Bid Conference, which shall be held virtually at the time set forth below. Attendance is not mandatory. The Pre-Bid Conference is an opportunity for bidders to learn more about the work under which the contract will be performed and to discuss the inclusion plan, especially when subcontracting opportunities may be part of the contract.

At the Pre-Bid Conference, Bidders will have an opportunity to ask questions and to hear presentations from knowledgeable DOH personnel. DOH will summarize the information shared at the Pre-Bid Conference and post that summary on WEBS as an Amendment to this Solicitation. Bidders may only rely upon information that is included in this Amendment in preparing their Responses.

Assistance for disabilities and Limited English Proficient individuals who wish to attend the pre-bid conference is available with prior arrangement by contacting the Solicitation Coordinator. The request must be submitted no later than Ten (10) business days prior to the Pre-Bid Conference date as set forth in the Solicitation Schedule.

The Department of Health (DOH) invites you to attend the optional, Virtual Pre-Bid Conference which will be conducted on Monday, June 29, 2026, from 10:05 a.m.

Bidders who wish to attend the Pre-Bid Conference must RSVP by 4:00 p.m. Pacific Time on June 18, 2026 by sending an email to the Solicitation Coordinator. Email should include the Vendor Entity Legal Name, and the name, title, and email address of each attendee so that we may send the Teams invites.

To prevent bandwidth issues, we request that vendors limit their attendees to two participants (or call-in numbers, if joining as a group).

The presentation will primarily review the RFQQ document and schedule. The presentation usually takes about 40 mins, plus a 15-minute Q&A period.

All vendor questions must be written, submitted via chat during the Pre-Bid conference or submitted via email afterward by the question deadline. All questions and DOH responses will be posted to WEBS as an amendment to this RFQQ.

Again, attendance at this Virtual Pre-Bid Conference is optional.

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6. QUESTIONS AND ANSWERS

Bidders may send written questions concerning this Solicitation to the Solicitation Coordinator by the date and time set forth on the Solicitation Schedule for submission of Questions. Questions should be sent via email and should include the number and title of this Solicitation in the subject line.

DOH may consolidate Bidder questions and shall respond by posting one or more Amendments on WEBS on or around the date specified in the Solicitation Schedule. Only Bidders who have properly registered and downloaded the original Solicitation directly via the WEBS system: WEBS will receive notification of Amendments and other correspondence pertaining to this Solicitation.

Verbal responses to questions will not be provided. Only written answers will be considered official and binding. Bidders will not be identified in answers.

7. REQUEST FOR CHANGE IN SOLICITATION REQUIREMENTS

If Bidder believes that this Solicitation contains requirements which would unreasonably prohibit or restrict Bidder’s participation or believes that different requirements would provide better value to the State, Bidder shall submit a written explanation of the issue together with proposed alternative requirements to the Coordinator no later than the deadline for Bidder Questions as stated in the Solicitation Schedule. The Coordinator shall not be required to consider requests for changes after this date. If any changes are made to the Solicitation requirements, an Amendment setting forth those changes will be posted on WEBS.

8. COMPLAINT PROCESS

In the event a Bidder believes that this Solicitation either: (a) unnecessarily restricts competition; (b) contains an unfair or flawed evaluation or scoring process; or (c) contains inadequate or insufficient information to permit preparation of a Response, the Bidder shall submit a written complaint to the Solicitation Coordinator. The complaint shall include a proposed remedy and shall be submitted no later than five (5) business days prior to the date when Responses are due. DOH shall post its response to the Complaint in WEBS.

Should a Bidder’s complaint identify a change that would be in the best interest of DOH to make, DOH may issue an Amendment modifying this Solicitation. The DOH decision regarding a complaint is final and no further administrative appeal is available. If no complaint is filed, a Bidder cannot later file a protest based on any of the above complaint criteria.

9. WASHINGTON STATE SOLICITATION PRIORITIES & PREFERENCES

DOH will apply the following Washington State Solicitation priorities and preferences, as set forth below, to this Competitive Solicitation

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), DOH will evaluate bids for best value and will provide a bid preference in the amount of 5% added to Bidder’s total points in Scoring Phase (see item 2 in Evaluation and Scoring summary table) if Bidder certifies, pursuant to Attachment C - 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.

https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/ 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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WASHINGTON SMALL BUSINESSES. In furtherance of Washington’s business inclusion goals DOH will evaluate bids for best value and will provide a bid preference in the amount of 5% added to Bidder’s total points in Scoring Phase (see item 2 in Evaluation and Scoring summary table) if Bidder certifies, pursuant to Attachment C - Bidder’s Certification that Bidder qualifies as a ‘Washington Small Business’ as set forth in DOH – Bidder’s Certification.

OR

CERTIFIED VETERAN-OWNED BUSINESSES. In furtherance of Washington’s business inclusion goals, DOH will evaluate bids for best value and will provide a bid preference in the amount of 5% added to Bidder’s total points in Scoring Phase (see item 2 in Evaluation and Scoring summary table) if Bidder certifies, pursuant to Attachment C - Bidder’s Certification, that Bidder qualifies as a Washington Department of Veterans’ Affairs Certified Veteran Owned Business.

10. DIVERSE BUSINESS INCLUSION PLAN

Applicants are required to submit a Diverse Business Inclusion Plan with their proposal. In accordance with legislative findings and policies set forth in RCW 39.19, the state of Washington encourages participation in all contracts by firms certified by the office of Minority and Women’s Business Enterprises (OMWBE), set forth in RCW 43.60A.200 for firms certified by the Washington State Department of Veterans Affairs, and set forth in RCW 39.26.005 for firms that are Washington Small Businesses.

Participation may be either on a direct basis or on a subcontractor basis. However, no preference on the basis of participation is included in the evaluation of Diverse Business Inclusion Plans submitted, and no minimum level of minority- and women-owned business enterprise (OMWBE), Washington Small Business, or Washington State certified Veteran Business participation is required as a condition for receiving an award. Any affirmative action requirements set forth in any federal governmental rules included or referenced in the contract documents will apply.

Inclusion goals are aspirational, no preference is given for inclusion plans or goals in the evaluation of bids. While no minimum level of OMWBE certified, Veteran-owned, or Washington Small Business participation will be required as a condition for receiving an award, the plan must include the actions the Contractor will take to increase subcontracting opportunities for those business types.

11. SUBCONTRACTOR PARTICIPATION MONITORING AND REPORTING

Once a contract is awarded through the solicitation or proposal process, the awarded Prime Contractor is obligated to complete the vendor registration in Access Equity. Access Equity is a secure online vendor management system. Confidential information (Tax ID, etc.) will not be published. Contractors can access the system at: https://omwbe.diversitycompliance.com through a direct link on the Office of Minority and Women’s Business Enterprises (OMWBE) website at: https://omwbe.wa.gov.

Each month during the contract, the Prime Contractor will report payments to ALL Subcontractors through the Access Equity system. This monthly reporting information includes total payment in dollars made to the Subcontractor, payment dates, and any additional information required to verify payment to Subcontractors. The Prime Contractor will enter this payment information into the Access Equity system, and the Subcontractors will verify this payment information in the system. Online training is available through the Access Equity system. This requirement applies to both Prime Contractors and Subcontractors.

https://omwbe.diversitycompliance.com/ https://omwbe.wa.gov/

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12. AUXILIARY AIDS AND LIMITED ENGLISH PROFICIENT (LEP) SERVICES

DOH will provide access to this Solicitation document to individuals with disabilities and Limited English Proficient individuals. Please contact the Solicitation Coordinator to request auxiliary aids and services.

13. COST TO PREPARE RESPONSE

The DOH will not be liable for any costs incurred by the Bidder in preparation of a bid submitted in response to this Solicitation, in conduct of a presentation, or any other activities related to responding to this Solicitation.

14. ACCEPTANCE OF SOLICITATION TERMS

In submitting a Response, the Bidder must include a signed Bid Submission Letter in the form set forth in Attachment A, as well as signed Bidder Certifications in the form set forth in Attachment C. Bidder must acknowledge that in submitting a Response, it accepts all terms of this Solicitation Document, including all of its Attachments, and that Bidder’s Response constitutes a binding offer. Bidders may not alter or redline the solicitation terms or requirements in their response. Submitting altered or redlined solicitation terms or requirements in the Bidder Response may result in Bidder disqualification.

15. JOINT PROPOSALS

If Bidders submit a joint Response with one or more other persons or entities, these persons or entities must designate a prime Bidder. The prime Bidder will be DOH sole point of contact through the Solicitation process. If selected as the Apparent Successful Bidder, the prime Bidder shall sign the contract and any amendments and will be liable and responsible to DOH for all performance under the contract.

16. BID RESPONSIVENESS

For responsive bids, DOH will make a reasonable inquiry to determine the responsibility of any Bidder, i.e., whether the Bidder is capable of fulfilling the contract. DOH will determine responsibility on a pass/fail basis. This can include reference checks, financial stability, and other evidence that the Bidder can meet performance requirements. All bids will be reviewed by the Solicitation Coordinator to determine “responsiveness” to administrative requirements and instructions specified in this Solicitation. The Bidder is specifically notified that failure to comply with any part of the Solicitation may result in rejection of the bid as non-responsive.

The DOH also reserves the right, however, at its sole discretion to waive minor administrative irregularities.

17. WITHDRAWAL OF RESPONSES

After a Response has been submitted, Bidders may withdraw their Response at any time up to the Response due date and time as specified on the Solicitation Schedule. A written request to withdraw the Response must be submitted to the Coordinator. After withdrawing a Response, the Bidder may submit another Response at any time up to the Response submission date and time.

18. OWNERSHIP OF RESPONSES

All materials submitted in response to this Solicitation become the property of DOH, unless received after the deadline in which case the Response shall be returned to the sender. DOH shall have the right to use

DOH26-004C RFQQ Page 19 of 37 any of the ideas presented as part of the process in any manner as it deems appropriate or beneficial, regardless of whether it is contained in a Response that results in selection for a Contract.

19. MOST FAVORABLE TERMS/BEST AND FINAL OFFER.

After Responses are received and written evaluations (and Oral Presentations/Demonstrations, if applicable) are completed DOH reserves the right to make an award on the original bid submitted or, may (but shall not be required to), request a best and final offer from, from one or more Responsible and Responsive Bidders as defined by the DOH. The initial bid should be submitted on the most favorable terms which the Bidder can propose. The DOH reserves the right to contact a Bidder for clarification of its bid.

The Bidder should be prepared to accept this Solicitation for incorporation into a contract resulting from this Solicitation. Contract negotiations may incorporate some or all of the Bidder’s entire bid. It is understood that the bid will become a part of the official contract file on this matter without obligation to the DOH.

20. ORAL INTERVIEWS OR PRESENTATIONS

After bids are received and written evaluations are completed, DOH may request that one or more Responsible and Responsive Bidders participate in an oral interview and/or presentation or demonstration. If this option is elected, additional points shall be awarded as set forth in Section E.3, Evaluation Criteria and Scoring of Responses.

21. ANNOUNCEMENT OF SUCCESSFUL BIDDER(S)

DOH shall announce the Apparent Successful Bidder(s) on WEBS on the date indicated on the Solicitation Schedule. All announcements of Apparent Successful Bidders are subject to the negotiation of a Contract satisfactory to DOH.

Bidders who are not announced as an Apparent Successful Bidder may request a debriefing conference with the Coordinator concerning the evaluation of their bid and may, under certain circumstances, file a formal protest requesting that DOH provide an identified remedy if Bidder believes certain types of errors occurred. A more detailed description of these processes is set forth in Section F, Debriefing and Protest Procedure.

22. ETHICS, POLICIES AND LAW

This Solicitation, the evaluation of Responses, and any resulting contract will be made in conformance with applicable Washington State laws and Policies.

Specific restrictions apply to contracting with current or former state employees pursuant to RCW 42.52.

Bidders should familiarize themselves with the requirements prior to submitting a Response. Bidders must include, in their Letter of Submittal, information regarding any current or former state employees who are employed by, or subcontracted with, Bidder.

23. NO OBLIGATION TO CONTRACT

This Solicitation does not obligate the state of Washington or the DOH to contract for services specified herein. The DOH reserves the right at its sole discretion to reject any and all bids received without penalty and not to issue a contract as a result of this Solicitation.

DOH26-004C RFQQ Page 20 of 37

SECTION D

INSTRUCTIONS REGARDING CONTENT, FORMAT AND SUBMISSION OF WRITTEN

RESPONSES

Responses must be submitted electronically as attachments to an email to the Solicitation Coordinator, at the email address listed on page 2 of this Solicitation. Attachments to email shall be in Microsoft Word format or PDF; and Attachments E-1 and E-2 in Excel format without macros enabled. Multiple attachments are expected. If multiple emails are needed to send large attachments, be sure to label multiple emails as Part 1, part 2, etc. Failure to complete and submit all required Attachments, and to sign them, if applicable, may result in Bidder disqualification. Responses should be submitted with each section of the Response clearly labeled with and should include the number and title of this Solicitation in the subject line.

As a reminder, information provided in bid documents is subject to public disclosure per Section D-3 of this solicitation. Do not include information in your response that you do not want disclosed to the public.

1. BIDDER INFORMATION ATTACHMENTS (REQUIRED, PORTIONS SCORED)

All Bidders must submit their Responses utilizing the forms set forth on Attachment A, Attachment B, Attachment C, and Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3, to this Solicitation. Each Attachment represents a separate section of the Response. Failure to complete and submit all required Attachments, and to sign them, if applicable, may result in Bidder disqualification.

Note: Bidders must submit the completed Attachments A, B, C, E, E-1, and E-2, as described below. Bidders may ALSO submit their response and include their own standard proposal format including supporting documentation as needed (for example, required resumes/CVs; project schedule; rate tables; etc.

Note 2: If Bidders wish to request changes to the contract General Terms and Conditions, or to the Data Sharing Agreement, they must submit a completed Attachment D2, General Terms and Conditions Change Request form.

Attachment A – Bid Submission Letter and Bidders Profile (REQUIRED, NOT SCORED)

This document is required Bidder information for contract administration purposes.

Complete as instructed, sign, and submit it with the bid.

Attachment B – Diverse Business Inclusion Plan (REQUIRED, NOT SCORED)

DOH requires that Bidder submit this inclusion plan template as part of their proposal. Once submitted, the Inclusion Plan template becomes part of the contract if awarded to the bidder.

The Bidder shall also include an anticipated list of small and diverse subcontractors or vendors who may provide services on the project. Responses should reflect the Bidder's sincere efforts to include diverse small businesses. Businesses listed in the plan must be certified by OMWBE or

DOH26-004C RFQQ Page 21 of 37

DVA or registered in WEBS as a small business. If a company is not certified or registered but may be eligible for certification, the Bidder should encourage the company to become certified.

Attachment C – Bidder’s Certifications (REQUIRED, NOT SCORED)

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

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

This section is a common cause of Bids being administratively failed for not being complete. Please be sure to double-check that all sections have been completed.

Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3 (REQUIRED, PORTIONS SCORED)

DOH will evaluate each bid to ensure that each Bidder’s goods(s) and/or service(s) meet the specifications and/or performance requirements set forth in Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3.

Bidders must provide answers to the questions set forth on the Bidder’s Response Form to demonstrate satisfaction of requirements and, as applicable to this Solicitation, their qualifications, approach, and proposed pricing to provide the services as outlined in this Competitive Solicitation, including the Sample Contract set forth in Attachment D. The number of points allocated to each answer is indicated next to the question.

The Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3 are posted separately from this Solicitation document in Microsoft Word format and Excel format, respectively. Except for limits that are noted on the Bidder’s Response Attachments, Bidders may utilize as much space as is reasonably required to respond to each question, provided all questions are unaltered and remain numbered and ordered as set forth in Attachments E, E-1, and E-2. If additional pages are needed, they should be attached to the page containing the initial portion of the response to a question and should be marked clearly to indicate that they provide a continuation of Bidder’s answer to a specific numbered question. Bidders should not submit product brochures, white papers, customer testimonials, cut sheets, or other pre-prepared materials in response to any of the questions. Bidders should not use links, hyperlinks, or embedded documents as part of their Bid to be evaluated.

Bidders must submit complete, well-organized explanatory answers that address all of the specific questions asked in Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3.

Bidders should not assume that evaluators will be familiar with their businesses before conducting the evaluation.

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Use of Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3 assures that Bidder responds to specific questions in space immediately adjacent to those questions or requirements, and helps to avoid confusion among evaluators about the question or requirement that is being responded to. In awarding points, evaluators shall not be obligated to search through Bidder’s answers to questions other than the one being reviewed to locate text that is responsive to the question being reviewed. Failure to use the response form as set forth on Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3, failure to respond to all questions, and/or failure to submit any documents requested in the Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3 may result in Bidder disqualification.

If Bidder is awarded a Contract, DOH may require that Attachments E, E-1, and E-2 – Bidder’s Response Form, Parts 1, 2, and 3 be incorporated, in whole or in part, into the Contract.

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