20422 Competitive Solicitation docs.pdf

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 1 (Rev 2022-10-25)

STATE OF WASHINGTON & STATE OF OREGON

COMPETITIVE SOLICITATION – NO. 20422

FOR

COOPERATIVE PURCHASING CONTRACTS

FOR

COMMUNICATIONS & MARKETING SERVICES

INTRODUCTION

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

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

Pursuant to legislative authorization, Enterprise Services is authorized to develop and administer cooperative purchasing agreements with other states, through a competitive solicitation process, for specified goods/services. See RCW 39.26.060. The State of Washington and the State of Oregon have executed an agreement to enable each state, at its discretion, to utilize competitively solicited and awarded Contracts for goods/services. See WA/OR INTERSTATE COOPERATIVE AGREEMENT FOR JOINT PARTICIPATION IN EACH STATE'S PURCHASING PROGRAM. Accordingly, this Competitive Solicitation is structured as cooperative purchasing agreement with the State of Oregon and is designed to result in Cooperative Purchasing Agreements, by contract category, that provide cost-effective and efficient procurement solutions for eligible purchasers.

Enterprise Services intends to award Cooperative Purchasing Agreements, by category, for each of the following specified contract categories (“Category(ies)”) and, in the case of Category 3 and Category 6, specified subcategories:

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 2

Category 1 – Advertising & Marketing Campaigning o Up to 15 Cooperative Purchasing Agreements; and o Up to 10 Reserved Award Cooperative Purchasing Agreements

Category 2 – Brand Development o Up to 3 Cooperative Purchasing Agreements; and o Up to 2 Reserved Award Cooperative Purchasing Agreements

Category 3 – Photography Subcategory A – Portrait o Up to 1 Cooperative Purchasing Agreements; and o Up to 1 Reserved Award Cooperative Purchasing Agreements Subcategory B – Inside Events o Up to 1 Cooperative Purchasing Agreements; and o Up to 1 Reserved Award Cooperative Purchasing Agreements Subcategory C – Outside Events o Up to 1 Cooperative Purchasing Agreements; and o Up to 1 Reserved Award Cooperative Purchasing Agreements Subcategory D – Landscapes o Up to 1 Cooperative Purchasing Agreements; and o Up to 1 Reserved Award Cooperative Purchasing Agreements

Category 4 – Social Marketing Campaigns o Up to 10 Cooperative Purchasing Agreements; and o Up to 5 Reserved Award Cooperative Purchasing Agreements

Category 5 – Graphic Design o Up to 6 Cooperative Purchasing Agreements; and o Up to 4 Reserved Award Cooperative Purchasing Agreements

Category 6 – Video Production & Editing Subcategory A – Events o Up to 2 Cooperative Purchasing Agreements; and o Up to 1 Reserved Award Cooperative Purchasing Agreements Subcategory B – Documentary o Up to 2 Cooperative Purchasing Agreements; and o Up to 1 Reserved Award Cooperative Purchasing Agreements Subcategory C – Scripted o Up to 2 Cooperative Purchasing Agreements; and o Up to 1 Reserved Award Cooperative Purchasing Agreements

Bidders may bid on one, multiple, or all specified contract Categories and subcategories.

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 3

Below are the definitions for each Category and what the Category includes if applicable.

Category 1 Advertising & Marketing Campaigning. Advertising the techniques and practices used to bring products, services, opinions, or causes to public notice for the purpose of persuading the public to respond in a certain way toward what is advertised. Marketing is a process that starts with market research needed to develop a marketing strategy, which guides all communications that includes promotions.

This category includes the following:

Advertising – Is use of paid print, broadcast, and digital communications & marketing channels to deliver advertisements for the purpose of marketing, promoting, and selling services or eliciting a specific response or action from target audience(s).

Ad Copy Writing – Is creation of written content for use in an advertisement or other marketing channel, sometimes accompanying a visual or spoken element.

Branded Campaigns & Materials - Is creating materials that reflect a unique and lasting identity for a business or product. Includes use of distinctive name, logo, and visual appearance, as well as a consistent message and tone of voice.

Digital Marketing - Is connecting with your audience or promoting services, using the internet and other forms of digital communication.

Graphic Design - Is the use of visual communication by combining images, words, and ideas to convey information to an audience.

Print Media - Is any type of printed material that provides people with information using words and/or photos.

Public Relations - Is a strategic communication process that manages and disseminates information about a brand or organization to build mutually beneficial relationships between the organization and external audiences.

Market Research/ Surveys - Is the process of gathering, conducting, and analyzing data to understand the needs, wants, and preferences of consumers or audiences, as well as the market environment in which an organization operates.

Media Buying - Is a purchase of advertising from any print, broadcast, or digital media source.

Social Media Campaign - Is the means of managing and/or influencing interaction among a network or virtual community of people in which they create, share, and/or exchange information.

Broadcast Media – Is audio or video content electronically broadcast via special providers to the public or subscribers.

Video Production & Editing – Is the creation of digital video content for communication and marketing purposes. From product/service promos to explainers, tutorials, simple and documentary-style testimonials, social stories, and scripted ads.

Category 2 Brand Development is the process of creating a unique and lasting identity for a business or product. It involves the development of a distinctive name, logo, and visual appearance, as well as a consistent message and tone of voice. Includes developing branding standards and guidelines.

Category 3 Photography is taking and producing photographic images for use in digital and printed platforms. This category includes the following subcategories:

a. Portrait - A subcategory of photography aimed toward capturing the personality of a person or group of people by using effective lighting, backdrops, and poses. Examples: head shots and team photos.

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 4

b. Inside Events - A subcategory of photography taking photos inside to capturing a meeting or an inside event. Photographer will be rotating through the venue. Must provide flash or work with organizer to determine if flash is allowed to be used. Must be able to move from one perspective to another to gain different points of view. Examples: Conferences, Networking events, Trainings, and public meetings.

c. Outside Events - A subcategory of photography taking photos outside and could be a combination of grip and grin photos and action photos. Examples: Public meetings, Ribbon cuttings, groundbreaking, unveilings, employee clean-up day, action-oriented sporting events. Must be prepared for weather variations and be able to move from one perspective to another to gain different points of view.

d. Landscapes - A subcategory of photography taking outside photographs of landscape, nature, built environments, wildlife, and structures. Examples include state parks vistas, wildlife, or local landmarks. Could include people interacting with the environment and creativity in photos (slow shutter speed for waterfalls, for instance).

Category 4 Social Marketing Campaigning is a discipline that seeks to change behaviors for the good of society, communities, and people. It combines commercial marketing and the social sciences and is built on research showing that awareness and education alone rarely change behaviors. It uses proven tools and strategies for influencing behavior in a sustainable and cost-effective way. This category may also be known as behavioral change campaigns.

This category includes the following:

Advertising – Is use of paid print, broadcast and digital communications and marketing channels to deliver advertisements for the purpose of marketing, promoting, and selling services or eliciting a specific response or action from target audience(s).

Ad Copy Writing – Is creation of written content for use in an advertisement or other marketing channel, sometimes accompanying a visual or spoken element.

Branded Campaigns & Materials - Is creating materials that reflect a unique and lasting identity for a business or product. Includes use of distinctive name, logo, and visual appearance, as well as a consistent message and tone of voice.

Digital Marketing - Is connecting with your audience or promoting services, using the internet and other forms of digital communication.

Graphic Design - Is the use of visual communication by combining images, words, and ideas to convey information to an audience.

Print Media- Is any type of printed material that provides people with information using words and/or photos.

Public Relations- Is a strategic communication process that manages and disseminates information about a brand or organization to build mutually beneficial relationships between the organization and external audiences.

Market Research/ Surveys - Is the process of gathering, conducting, and analyzing data to understand the needs, wants, and preferences of consumers or audiences, as well as the market environment in which an organization operates.

Media Buying - Is a purchase of advertising from any print, broadcast, or digital media source.

Social Media Campaign - Is the means of managing and/or influencing interaction among a network or virtual community of people in which they create, share, and/or exchange information.

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 5

Broadcast Media – Is audio or video content electronically broadcast via special providers to the public or subscribers.

Video Production & Editing – Is the creation of digital video content for communication and marketing purposes. From product/service promos to explainers, tutorials, simple and documentary-style testimonials, social stories, and scripted ads.

Category 5 Graphic Design is the use of visual communication by combining images, words, and ideas to convey information to an audience.

Category 6 Video Production & Editing is the creation of digital video content for communication and marketing purposes. From product/service promos to explainers, tutorials, simple and documentary-style testimonials, social stories, and scripted ads. This category includes the following subcategories:

a. Event(s) - A subcategory moving video and accompanying synchronous audio of the events, including conferences, workshops, and speaking engagements.

b. Documentary - A subcategory short or a long video that informs or educates its viewers about a particular topic or issue.

c. Scripted - Videos based on a pre-written script, where the message is very precise planned and crafted in advance.

Enterprise Services intends to award Cooperative Purchasing Agreements, by Category and, as applicable, by Subcategory. Accordingly, Enterprise Services intends first to award Cooperative Purchasing Agreements, by specified Category and, as applicable, by Subcategory, to the highest scoring, responsive, responsible bidders up to the maximum number of awards specified above.

In addition, to facilitate state agency purchases of goods and services from Washington Small Businesses and/or Certified Veteran-Owned Businesses, Enterprise Services also intends to award reserved Cooperative Purchasing Agreements by specified Category and, as applicable, by Subcategory, to the highest scoring, responsive, responsible bidder, not otherwise awarded, who certifies pursuant to Exhibit A-1 – Bidder’s Certification and qualifies as a Washington Small Business and/or Certified Veteran-Owned Business up to the maximum number of awards specified above.

COOPERATIVE PURCHASING AGREEMENT

AWARDS

By Specified Categories and Subcategories

Awards for

Cooperative Purchasing Agreements

Reserved Awards for

Cooperative Purchasing Agreements

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 6

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

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

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

Section 3 identifies how Enterprise Services will evaluate the bids.

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

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

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

In addition, this Competitive Solicitation includes the following Exhibits:

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

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

Exhibit B-1 – Performance Requirements: This exhibit outlines the Competitive Solicitation’s required specifications/qualifications for the Communication & Marketing Services.

Exhibit B-2 – Non-Cost Factors & Qualifications: These exhibits outline the Competitive Solicitation’s scored non-cost performance factors/qualifications for the services. There are separate Exhibit B-2 Non-Cost Factors & Qualifications for each category.

Exhibit C-1 – Bid Price Scenario: This exhibit provides the pricing scenario information that bidders will complete as part of their bid and the price evaluation tool that Enterprise Services will use to evaluate and compare bids.

Exhibit C-2 – Cost Sheet Template: This exhibit can be used when providing pricing information for Exhibit C-1 – Bid Price Scenario.

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

Exhibit E – Diverse Business Inclusion Plan: This exhibit outlines the inclusion plan for diverse business subcontractors pertaining to the Cooperative Purchasing Agreement.

This exhibit is required as part of the bid submission ONLY for bidders utilizing subcontractors.

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

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 7

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

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

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Competitive Solicitation

Posting Date:

August 30, 2023

Pre-Bid Conference:

September 13, 2023, at 10:00AM (Pacific Time)

Virtual Pre-Bid Conference Attend via TEAMS Meeting

Weblink: Click here to join the meeting Meeting ID: 279 103 511 457

Telephone Pre-Bid Conference Attend via Conference Call

Dial-In Number:

+1 564-999-2000,467727094# United States, Olympia

(833) 322-1218,467727094# United States (Toll-free) Conference ID: 467 727 094# Passcode: BxncEF

Question & Answer Period: August 30, 2023 – October 24, 2023

Deadline for submitting Bids:

November 8, 2023, by 11:59pm pacific standard time. If, bids are received after 12:00am pacific standard time on November 9, 2023, bidders will be deemed non-responsive.

Anticipated Announcement of

Apparent Successful

Bidders:

March 2024

Anticipated Contract Awards: April 1, 2024

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

Procurement Coordinator https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZGFjNjE5ODQtOTM2OS00OGRlLTlkZDYtZTZiMDhlYWI4NGNl%40thread.v2/0?context=%7b%22Tid%22%3a%2211d0e217-264e-400a-8ba0-57dcc127d72d%22%2c%22Oid%22%3a%22967adb51-b928-4129-ae9c-54a2aa0c6f35%22%7d tel:+15649992000,,467727094#%20 tel:8333221218,,467727094#%20

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 8

Name: Andrea Goff

Telephone: 360-870-4801

Email: descontractsstrategy@des.wa.gov

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

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

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

SECTION 2 – INFORMATION ABOUT THE PROCUREMENT

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

2.1 PURPOSE OF THE PROCUREMENT – AWARD COOPERATIVE PURCHASING CONTRACTS. The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award Cooperative Purchasing Contracts, by designated Contract Category, as set forth above, for Communications & Marketing Services.

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

mailto:descontractsstrategy@des.wa.gov https://fortress.wa.gov/ga/webs

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 9

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

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

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

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

Washington State University;

Regional universities – i.e., Central Washington

University, Eastern Washington University, & Western Washington University

Evergreen State College;

Community colleges; and Technical colleges.

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

Cities, counties, school districts, and special districts;

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

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

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

Oregon constitutional offices;

Specified Public Benefit Nonprofit Corporations; and American Indian tribes or agencies.

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

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

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

Federal governmental agencies or entities;

Public-benefit nonprofit corporations (i.e., § 501(c)(3) nonprofit corporations that receive federal, state, or local funding); and

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

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 10

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

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

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

2.3 CONTRACT TERM. As set forth in the attached Cooperative Purchasing Agreement for this Competitive Solicitation, the contract term is twenty-four (24) months; Provided, however that the Cooperative Purchasing Agreement shall extend for an additional thirty-six (36) months if the awarded contractor meets the performance goals set forth in the Cooperative Purchasing Agreement. Bidders are to specify prices for the Contract term. The Cooperative Purchasing Agreement is subject to earlier termination.

2.4 ESTIMATED SALES. Historically, Washington state agencies and other eligible purchasers in Washington state spent approximately $30,000,00 per year for Communication and Marketing Services. 2020 and 2021 total sales were impacted by COVID-19. Total potential or estimated contract sales for this Competitive Solicitation are not known. As stated in this Competitive Solicitation, however, the resulting Cooperative Purchasing Agreement will be available for use by all eligible Purchasers, including specified entities in both the State of Washington and the State of Oregon. Such Purchasers will decide whether the Cooperative Purchasing Agreement meets their needs and whether they use the Cooperative Purchasing Agreement. Although Enterprise Services and the State of Oregon do not represent or guarantee any minimum purchase from the Cooperative Purchasing Agreement, prior purchases for Washington state agencies and other eligible purchasers in Washington state are set forth in the following chart:

*2019 Washington State Lottery had a contract award for $54M

$0.00

$10,000,000.00

$20,000,000.00

$30,000,000.00

$40,000,000.00

$50,000,000.00

$60,000,000.00

$70,000,000.00

$80,000,000.00

2019 2020 2021 2022

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

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 11

2.5 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES. Enterprise Services will apply the following Washington State procurement priorities and preferences to this Competitive Solicitation which, as set forth in Section 3.5, will impact the evaluation of bids for this Competitive Solicitation:

Executive Order 18-03: 50 points

SECTION 3 – BID EVALUATION

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

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

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

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

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

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

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

Enterprise Services will use the following process and evaluation criteria to determine eligibility for an award of a Cooperative Purchasing Agreement:

STEP ITEM

POINTS

CATEGORIES

2, 3, 5, & 6

POINTS

CATEGORIES

1 & 4

Bid Responsiveness

1 Bid Responsiveness Pass/Fail Pass/Fail

Other 1%

Schools 1%

State 98%

Grand Total

Other Schools State

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 12

STEP ITEM

POINTS

CATEGORIES

2, 3, 5, & 6

POINTS

CATEGORIES

1 & 4

2 Performance Requirements Evaluation Exhibit B-1 Performance Requirements Pass/Fail Pass/Fail

Bid Evaluation

3A Non-Cost Factors and Qualifications Exhibit B-2 – Non-Cost Factors and Qualifications

750 910

3B Cost Factors Exhibit C-1 – Bid Price Scenario 300 300

Subtotal: 1050 1210

State Procurement Priorities

4 Executive Order 18-03 50 50

Total Available Points: 1100 1260

Responsible Bidder

5 Bidder Responsibility Analysis Pass/Fail Pass/Fail

Contract Negotiations

6 Contract Negotiations N/A N/A

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

Enterprise Services reserves the right – in its sole discretion – to determine whether a bid is responsive – i.e., to determine a bidder’s compliance with the requirements specified in this Competitive Solicitation and to waive informalities in a bid. An informality is an immaterial variation from the exact requirements of the Competitive Solicitation, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the goods or the quality, capability, or performance of the 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 ensure that each bidder’s Communication & Marketing Services meet the specifications and/or performance requirements set forth in Exhibit B-1– 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.

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 13

3.4. NON-COST FACTORS AND QUALIFICATIONS EVALUATION (Step 3A). Enterprise Services will evaluate each bid to ensure that each bidder’s Communication & Marketing Services meet the qualifications set forth in Exhibit B-2 – Non-Cost Factors & Qualifications. Enterprise Services will evaluate and award up to 910 points in Categories 1 and 4 and up to 750 points in Categories 2, 3, 5, and 6 for Bidder’s responses in Exhibit B-2 - Non-Cost Factors & Qualifications.

3.5. COST FACTOR EVALUATION (STEP 3B). Enterprise Services will evaluate bids – to identify the lowest evaluation total – by reviewing and comparing the submitted bid prices provided in Exhibit C-1 – Bid Price Scenario as described hereafter. It is imperative that bidders read all of the instructions found in Exhibit C-1 – Bid Price Scenario. The Bidder with the lowest total evaluation price will receive 300 points. Those bids with a higher evaluation price will receive a proportionately lesser number of evaluation points based upon the lowest Bid, using the following formula:

Lowest total bid evaluation cost divided by a higher total bid evaluation cost (bid that is being evaluated) multiplied by number of available points equals the cost factor evaluation points. Points will be rounded to one place to the right of the decimal point using standard rounding method.

Sample Calculation using Bidder A = $100,000 and Bidder B = $110,000

Bid B calculation: $100,000(A) / $110,000(B) = 0.909 x 300 (max points available) = 272.7 Cost points (rounded to three places to the right of the decimal point using standard rounding).

Bidder A is the lowest total bid evaluation cost, so it would be assigned the 300 points. Bidder B would be assigned 272.7 points based on the formula above.

3.6. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES (STEP 4). Enterprise Services will apply the following Washington State procurement priorities and preferences, as set forth below, to this Competitive Solicitation:

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

3.7. BIDDER RESPONSIBILITY ANALYSIS (STEP 5). For responsive bids, Enterprise Services must determine whether the bidder is a ‘responsible bidder.’ Accordingly, Enterprise Services will make reasonable inquiry to determine bidder responsibility on a pass/fail basis. In determining bidder responsibility, Enterprise Services will consider the following statutory elements:

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

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

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

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

COMPETITIVE SOLICITATION NO. 20422 – COMMUNICATIONS & MARKETING SERVICES -AM3 PAGE 14

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

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

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

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

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

Financial Information: Enterprise Services may request financial statements, credit ratings, references, record of past performance, clarification of bidder’s bid, on-site inspection of bidder's or subcontractor's facilities, or other information as necessary to determine bidder’s capacity to perform and the enforceability of bidder’s contractual commitments. Failure to respond to these requests may result in a bid being rejected as non-responsive.

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

3.8. CONTRACT NEGOTIATIONS (STEP 6). Enterprise Services will not negotiate terms on resulting contracts, any issues with contracts terms should be submitted during the Question & Answer period for consideration, with any the highest scored responsive, responsible bidder(s) to finalize the Cooperative Purchasing Agreement and to determine if the bid may be improved. If, after a reasonable period of time, Enterprise Services, in its sole judgement, cannot reach agreement on acceptable Contract terms with the Top Bidder, Enterprise Services may suspend negotiations and undertake negotiations with the next highest scored responsive, responsible bidder as determined by the evaluations.

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

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

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

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

3.11. BID INFORMATION AVAILABILITY. Upon Enterprise Services’ announcement of ASBs, all bid submissions and all bid evaluations are subject to public disclosure pursuant to Washington’s Public Records Act. See RCW 39.26.030(2). Upon Enterprise Services’ announcement of ASBs, Enterprise Services will post all bid evaluations to Enterprise Services’ website. In addition, Enterprise Services intends to post all winning bid submissions to its contract portal webpage after Cooperative Purchasing Agreement awards.

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

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

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

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

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

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

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

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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 prices must include all cost components needed for the delivery of the Communication & Marketing Services as described in this Competitive Solicitation. See Exhibit C- 1 – Bid Price Scenario and Exhibit C-2 Cost Sheet. A bidder’s failure to identify all costs in a manner consistent with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. In the event that bidder is awarded a Cooperative Purchasing Agreement, the total price for the Communication & Marketing Services shall be bidder’s price as submitted. Except as provided in the Cooperative Purchasing Agreement, there shall be no additional costs of any kind.

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

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

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

EXHIBIT A-1 – BIDDER’S CERTIFICATION

This document is the Bidder’s Certification.

Complete the certification, along with any exceptions or required explanations, and submit it with the bid to Enterprise Services.

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

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EXHIBIT A-2 – BIDDER’S PROFILE

This document is required bidder information for Enterprise Services’ contract administration purposes.

Complete as instructed and submit it with the bid to Enterprise Services.

EXHIBIT B-1 – PERFORMANCE REQUIREMENTS

Bidder will need to confirm that bidder’s Communication & Marketing Services and/or bidder’s performance meets or exceeds the detailed specifications/qualifications set forth in Exhibit B-1 – Performance Requirements and submit it with the bid to Enterprise Services.

EXHIBIT B-2 – NON-COST FACTORS & QUALIFICATIONS

Bidder will need to confirm that bidder’s Communication & Marketing Services and/or bidder’s performance meets or exceeds the detailed specifications/qualifications set forth in Exhibit B-2 – Non-Cost Factors & Qualifications and submit it with the bid to Enterprise Services.

EXHIBIT C-1 – BID PRICE SCENARIO

Bidder will need to complete the Exhibit C-2 Cost Sheet Template (if utilized) or Bidders own cost sheet template as instructed in Exhibit C-1 – Bid Price Scenario and submit it with the bid to Enterprise Services.

EXHIBIT C-2 – COST SHEET (IF UTILIZED)

Bidder will need to complete the price worksheet tool as instructed in EXHIBIT C-2

– COST SHEET and submit it with the bid to Enterprise Services.

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

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

BID FORMAT. Bids must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the exhibits). Unless otherwise specified in writing by Enterprise Services, documents included with an electronic bid must be prepared in MS Word, MS Excel, or Adobe PDF.

Where required to do so, bidders may sign using either a physical or electronic signature.

4.5. SUBMITTING BIDS. Bidder’s electronic bid must be emailed to descontractsstrategy@des.wa.gov.

Enterprise Services’ email only can accept emails (including attachments) that total less than 30MB in size. Bidders are cautioned to keep email sizes to less than 25MB to ease delivery.

Zipped files cannot be accepted.

SECTION 5 – COMPLAINT, DEBRIEF, & PROTEST REQUIREMENTS

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

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

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

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

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

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

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

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

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

b. PURPOSE OF DEBRIEF CONFERENCE. Any bidder who has submitted a timely bid may request a Debrief Conference (see also Section 5.4, below).