25-00017 - RFQQ - Surplus Carcass and Eggs.docx

Request for Qualifications and Quotations (RFQQ) No. 25-00017 Sale of Surplus Salmon Carcasses and Eggs from WDFW Hatcheries

The Washington Department of Fish and Wildlife (WDFW) issues this RFQQ (a.k.a. Solicitation) under the authority of the Revised Code of Washington (RCW) 39.26. WDFW reserves the right to change portions of this RFQQ, including modifying the dates and times set forth immediately below. Any changes will be sent electronically as Amendments to all users of Washington’s Electronic Business Solution (WEBS) who downloaded this RFQQ.

EXPECTED TIME PERIOD FOR CONTRACT: July 1, 2026 through June 30, 2029

ESTIMATED INITIAL CONTRACT VOLUME: $7.8 million - $20.1 million for a three-year contract period (annual fish returns and market values will effect the estimated contract value)

ESTIMATED PROCUREMENT SCHEDULE:

All times given are for local Olympia, Washington time. This schedule is subject to change at any time with no notice.

BIDDER ELIGIBILITY: This procurement is open to those Bidders who satisfy the minimum qualifications stated herein and are available for work in Washington State. Disadvantaged, Minority and Women Owned Business Enterprises are encouraged to apply.

SUPPLIER DIVERSITY: Department of Enterprise Services (DES) policy number POL-DES-090-06 (Supplier Diversity), section C.4. does not apply to this solicitation.

The Procurement Coordinator is the sole point of contact in WDFW for this procurement. All communication between Bidders and WDFW upon receipt of this RFQQ shall be with:

Kirsten Taylor, Contracts Team Manager Washington Department of Fish and Wildlife, Contracts Team Kirsten.Taylor@dfw.wa.gov, 360-902-2439

Washington Department of Fish and Wildlife (WDFW) Page 1 of 20 RFQQ No. 25-00017 Washington Department of Fish and Wildlife (WDFW) Page 20 of 20 RFQQ No. 25-00017 Contents

SUMMARY OF OPPORTUNITY

Purpose of the RFQQ The Washington Department of Fish and Wildlife, hereafter called "WDFW,” is initiating this Request for Qualifications and Quotations (RFQQ) to solicit proposals from firms and/or individuals, hereinafter referred to as Bidders, interested in purchasing surplus salmon carcasses and eggs from WDFW hatcheries throughout the state of Washington. The initial period of performance of any contract resulting from this RFQQ is tentatively scheduled as indicated on page one (1) of this RFQQ. Any resulting contract may be offered for renewed/extended for a period not to exceed six years at WDFW’s sole discretion.

WDFW may provide fish to state food banks per RCW 77.12.451.

This RFQQ was posted to WEBS under the following commodity codes:

Minimum qualifications Bidder must be able to provide the performance bond described in Appendix B – Specifications, item 2. All Bidders should take into consideration the cost to provide such a bond. WDFW may, at its sole discretion, waive the bond requirements if the winning bidder has a proven track record of performance providing similar services.

Bidder must be licensed or have a partner who is licensed with the Washington State Department of Fish and Wildlife as a wholesaler, canner, processor, or byproducts manufacturer of fish and shellfish or parts thereof. WDFW reserves the right to check any bidder records for potential violations. If any serious violations have been found, WDFW may determine that the bidder is not eligible for bidding on this project and will deem any proposal submitted as “non-responsive”. Determination of seriousness of any violation will be made by WDFW Enforcement Division and may not be contested.

Bidder and partner must be licensed to do business in the State of Washington.

1.3 DEFINITIONS

This section contains definitions specific to this RFQQ and any resulting contract. Additional definitions of terms commonly used in Solicitations and Contracts are contained in Appendix A – Competitive Procurement Standards.

RFQQ OVERVIEW

2.1 Announcement and Special Information

The RFQQ, its appendices, attachments, amendments and any incorporated documents will comprise the entire RFQQ.

By responding to this RFQQ, a Bidder acknowledges having read and understood the entire RFQQ and accepts all information contained within the RFQQ without modification.

NOTE: The Competitive Procurement Standards is an Appendix to this RFQQ which consists of general provisions and terms for Solicitations issued by WDFW. Should a term within the Competitive Procurement Standards conflict with a term elsewhere in the RFQQ, the latter will prevail.

2.2 Complaint, Debrief, and Protest (General Information)

NOTE: See also, Appendix G - Complaint, Debrief, and Protest Procedure located in the Appendices section below. This document contains important additional and expanded details, such as rules, timing, criteria, form, etc.

Complaint: This solicitation offers a Complaint period for Bidders wishing to voice objections to this solicitation. The Complaint period ends five business days before the bid deadline. The Complaint period is an opportunity for the Bidder to voice objections, raise concerns or suggest changes. Failure by the Bidder to raise a complaint at this stage may waive its right for later consideration. WDFW will consider all complaints but is not required to adopt complaint, in part of full. If Bidder complaints result in changes to the RFQQ, written amendments will be issued and posted on WEBS.

Complaints must be sent to the Procurement Coordinator located on the face page of this document.

Debrief: Debrief meetings are an opportunity for the Bidder and the Procurement Coordinator to meet and discuss the Bidders bid. A Debrief is a required prerequisite for a Bidder wishing to lodge a Protest. Following the evaluation of the bids, WDFW will issue an Announcement of the Apparent Successful Bidder (ASB). That announcement may be made by any means, but WDFW will likely use email to the Bidder’s email address provided in the Bidder’s bid. Bidders will have three business days to request a Debrief meeting. Once a Debrief meeting is requested, WDFW will offer the requesting Bidder one meeting opportunity and notify the Bidder of the Debrief meeting place, date and time. Please note, because the Debrief process must occur before making an award, WDFW will likely schedule the Debrief meeting shortly following the Announcement of the ASB and the Bidder’s request for a Debrief meeting. WDFW will not allow the Debrief process to delay the award or be used as a delaying tactic. Therefore, Bidders should plan for contingencies and alternate representatives and Bidders unwilling or unable to attend the Debrief meeting will lose its opportunity to Protest.

Protest: Bidders wishing to protest must do so in conformity with Appendix G - Complaint, Debrief, and Protest Procedure located in the Appendices section below.

2.3 Washington’s Electronic Business Solution (WEBS)

Bidders are solely responsible for:

· Properly registering with Washington’s Electronic Business Solution (WEBS) at www.des.wa.gov/sell/how-work-state, and maintaining an accurate Vendor profile in WEBS.

· Downloading the RFQQ packet consisting of the RFQQ, all Appendices, and incorporated documents related to the RFQQ for which you are interested in Bidding.

· Downloading all current and subsequent Amendments to the RFQQ to ensure receipt of all RFQQ documents.

Notification of Amendments to the RFQQ will only be provided to those vendors who have registered with WEBS and have downloaded the RFQQ from WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information and Bid.

2.4 RFQQ Amendments

Prior to the Bid due date and time, WDFW reserves the right to change portions of this RFQQ. All changes will be issued in writing by WDFW as an Amendment and incorporated into the RFQQ. If there is any conflict between Amendments, or between an Amendment and the RFQQ, the document issued last in time will be controlling. Only Bidders who have properly registered and downloaded the original RFQQ directly via WEBS will receive notification of Amendments and other correspondence pertinent to the procurement.

2.5 Vendor questions and Pre-Bid Conference

Questions concerning this RFQQ must be submitted via email to the RFQQ Coordinator at the email address specified in Section three (3) of this RFQQ. Only responses received as an amendment to this RFQQ in WEBS will be considered official and binding.

Submit questions in writing to the Procurement Coordinator not later than dates and times listed in the procurement schedule on page one (1). WDFW requests that the bulk of questions be submitted prior to the pre-bid conference so that representatives of WDFW may prepare preliminary answers in advance of the conference. Bidders have one more opportunity for questions after the initial question and answer amendment has been posted and after the pre-bid conference.

Additional questions will be entertained at the optional pre-bid conference; however, responses may be deferred and provided later. Any oral answer given at the conference is to be considered as tentative. All questions submitted prior to or discussed during the pre-bid conference will be researched and the official answers published to the WEBS as an amendment to this procurement on the date and time listed in the procurement schedule on page one (1). This will ensure accurate and consistent responses to all Bidders. Only the written answers will be considered official.

There will be three (3) opportunities to ask questions.

· Round one (1) questions must be received by the RFQQ Coordinator no later than the date and time specified in the Procurement Schedule on page one (1).

· Responses to those questions will be posted to WEBS on, or about, the date specified in the Procurement Schedule on page one (1).

· Optional Pre-Bid Conference on the date and time specified in the Procurement Schedule on page one (1).

· Round two (2) questions must be received by the RFQQ Coordinator no later than the date and time specified in the Procurement Schedule on page one (1).

· Responses to Round two (2) questions will be posted to WEBS on, or about, the date specified in the Procurement Schedule on page one (1).

Bidders wishing to submit a proposal for this procurement may attend an optional Pre-Bid Conference on the date and time listed in the procurement schedule on page one (1). This conference will be held virtually via a Microsoft Teams meeting; the link to this meeting is below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 270 105 834 288 27, Passcode: CG9g2TT6

Dial in by phone +1 564-999-2000,,590332384# United States, Olympia

(833) 322-1218,,590332384# United States (Toll-free) Find a local number, Phone conference ID: 590 332 384#

2.6 Bidder Communication Responsibilities

During the RFQQ process, all Bidder communications concerning this RFQQ must be directed to the Procurement Coordinator. Unauthorized contact regarding this RFQQ with other state employees involved with the RFQQ may result in disqualification. All oral and written communications will be considered unofficial and non-binding on WDFW. Bidders should rely only on written Amendments issued by the Procurement Coordinator.

Bidders are encouraged to make any inquiry as early in the process as possible to allow WDFW to consider and respond; however, no response is required from the Procurement Coordinator.

Additionally, if a Bidder does not notify WDFW of an issue, exception, addition, or omission, WDFW may consider the matter waived by the Bidder for protest purposes.

If Bidder inquiries result in changes to the RFQQ, written amendments will be issued and posted on WEBS.

2.7 Bidder Responsiveness

Bidders are to respond to each question/requirement contained in this RFQQ. Failure to comply with any applicable item may result in disqualification for non-responsiveness.

WDFW reserves the right to determine the actual level of Bidders’ compliance with the requirements specified in this RFQQ and to waive informalities in a Bid. An informality is an immaterial variation from the exact requirements of the competitive RFQQ, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies 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.

2.8 Pricing

Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this RFQQ. Failure to identify all costs in a manner consistent with the instructions in this RFQQ is sufficient grounds for disqualification.

2.9 Non-Endorsement & Publicity

In selecting a Bidder to supply goods and services specified herein, WDFW is not endorsing the Bidder’s goods and purchased services, nor suggesting that they are the best or only solution to their needs.

2.10 No Costs, Charges, or Payments in Advance

WDFW will not be liable for any costs or liabilities incurred by the Bidder associated with the preparation of the response to this RFQQ.

Costs or charges under the proposed Contract incurred before a Contract is fully executed will be the sole responsibility of the Bidder.

The Constitution of the State of Washington prohibits payments in advance or anticipation of receipt of goods or services. Contractors are paid after good are delivered and accepted and/or services rendered.

2.11 No Mandatory Best and Final Offer

WDFW reserves the right to make an Award without further discussion of the Bid submitted. Therefore, the Bid should be submitted on the most favorable terms that a Bidder intends to offer.

2.12 Economic and Environmental Goals

In support of the state’s economic and environmental goals, although not an Award factor (unless otherwise specified herein), Bidders are encouraged to consider the following in responding to this RFQQ:

· Support for a diverse supplier pool, including Washington small, minority and women-owned business enterprises. Bidders may contact the Office of Minority and Women’s Business Enterprise to obtain information on certified firms or to become certified.

· Use of environmentally preferable goods and services to include post-consumer waste and recycled content.

PREPARATION OF BIDS

· Appendix C – Bid Sheet: Complete and return.

· Appendix D – Questionnaire: Complete and return.

· Appendix E – Bidder Profile: Complete and return.

· Appendix F – Sample Performance Bond: Complete and return provided sample or provide one on insurance provider’s form.

· Appendix H – Certifications and Assurances: Complete, sign, and return.

· Appendix I – Certification of Workers’ Rights: Complete, sign, and return.

· Appendix C – Bid Sheet must be returned as a non-protected Excel spreadsheet.

· Appendix D – Questionnaire must be returned as a non-protected Word document.

3.3 Alternative Proposals

Each Bidder may submit only one (1) proposal. If you include alternatives within your proposal, or send multiple proposals, WDFW will reject all your proposals as non-responsive.

3.3 COMBINED Proposals – one prime bidder

Bidders are encouraged to consider subcontracting with a small or veteran-owned business to help them accomplish the work WDFW is requesting. Bidders can also partner with other companies; however, one company must be designated as the prime company that submits the proposal and will be the named company in any resulting contract. Any partnerships will be considered subcontractor relationships.

Bidders must only submit one proposal and must not submit a proposal and be listed as a subcontractor in a separate proposal. WDFW will reject bids received that have a named subcontractor that has also submitted a bid, and will also reject the bid of the subcontractor.

3.4 Proprietary Information

Clearly mark any portion(s) of your proposal which contains proprietary information. You may not mark the entire proposal as proprietary. If your proposal is successful, and WDFW receives a request to view or copy your proposal, WDFW shall respond according to public disclosure procedures described in this RFQQ. However, if any information in your proposal is marked as proprietary, WDFW shall not make that portion available without giving you an opportunity to seek a court order preventing disclosure.

3.5 Due Date and Time

The completed Bid must be sent to the Procurement Coordinator at the email address specified on page one (1) of this RFQQ.

Bids must be received by the Procurement Coordinator by the date and time listed on page one (1) of this RFQQ. Late bids will not be accepted and shall automatically be disqualified from further consideration.

WDFW assumes no responsibility for delay in transmission of proposals. WDFW will use the “time stamp” on the email as the official time of receipt. Time extensions will not be granted. Bid documents must meet the standards set forth in 3.2 Format.

SUBMITTALS, EVALUATION AND AWARD

4.1 General Provisions

· Bidder Responsiveness and Responsibility will be evaluated based on the Evaluation Process described in this section.

· Contract Award will be based on the Evaluation and Award criteria established herein and will be subject to consideration of the criteria identified in the RFQQ.

· Bidders whose bids are determined to be non-responsive will be rejected and will be notified of the reasons for such rejection.

· To aid in the evaluation process, after the bid due date and time, WDFW may require individual Bidders to appear at a date, time and place determined by WDFW for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature of Contractual requirements. In no manner shall such action be construed as negotiations or an indication of WDFW’s intention to Award.

Notwithstanding any other provision of this RFQQ, WDFW reserves the right to:

(1) waive any informality in the solicitation documents or process;

(2) contact any Bidder for clarification of its bid;

(3) reject any or all bids, or portions thereof;

(4) accept any portion of the items bid unless the Bidder stipulates all or nothing in their bid;

(5) cancel all or any portion of the RFQQ;

(6) request best and final offers from highest scoring Responsive and Responsible Bidder(s);

(7) award to the highest scoring responsive and responsible Bidder, taking into consideration:

a. References: WDFW 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 response may be an adequate reason for rejecting a Bidder as non-responsible and unable to suit the needs of the state. WDFW reserves the right to check references other than those the Bidder submitted. WDFW reserves the right to waive the reference check. Bidders deemed non-responsible may be rejected.

4.2 Evaluation Process Overview

Contract award shall be made to the highest scoring Responsive and Responsible Bidder for each category based on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW 39.26.060.

For the purposes of this RFQQ, the Proposer who meets all of the RFQQ requirements and receives the highest number of total points will be determined as the Responsive and Responsible Bidder, declared the Apparent Successful Bidder and awarded the contract.

The evaluations will be conducted as a five (5) step process as follows:

(1) Initial Determination of Responsiveness – The Procurement Coordinator will determine initial responsiveness of all Bids submitted. If a Bid is deemed non-compliant to the initial responsiveness requirements, it will not further evaluated.

(2) Pass/Fail – The Evaluation Team evaluates each Bid on a pass/fail basis to determine if Bid is responsive to the specifications in Appendix B; or if any proposed exceptions to the specifications are acceptable to WDFW. If a Bid is determined non-responsive to the mandatory or mandatory scored requirements, the Bid will not be further evaluated.

(3) Non-Cost Scoring – The Evaluation Team evaluates and scores each Bid in accordance with Section 4.5 to determine the Non-Cost Score for each Bid. The Procurement Coordinator will receive and calculate all scores.

(4) Cost Scoring – The Procurement Coordinator will calculate the Cost Score for each Proposal. If a Bid is deemed non-compliant to cost presentation and/or requirements, the evaluation of the Bid will not proceed to Step 5.

Pricing Responses have a maximum total of 60 Points and will be evaluated as such:

· The Evaluation Team will assess the bid prices by applying them to a scenario reflecting the average year of carcass sales, calculated on a five-year average (2018-2024).

· The Bidder demonstrating the highest total revenue generation will receive the total points available.

· Bids with lower revenue generation will receive proportionately fewer points based on the bid with the highest revenue generation, using the following formula: Highest revenue divided by the lower revenue, multiplied by the total number of available points.

(5) Total Points – The Procurement Coordinator determines the Total Points for each Bid per category by aggregating the Non-Cost Score and Cost Score for each Bid in accordance with Section 4.5.

4.3 Determination of Responsiveness

Bids will be reviewed initially on a pass/fail basis to determine compliance with the administrative requirements as specified herein. WDFW reserves the right to determine at its sole discretion whether a Bidder’s response to a minimum RFQQ requirement is sufficient to pass. However, if all Bidders fail to meet any single RFQQ requirement, WDFW may reject all Bids and cancel the RFQQ or waive the requirement from the RFQQ’s requirements for responsiveness. Responsive Bids will be further evaluated based on the requirements in this RFQQ.

4.4 Determination of Responsibility

During evaluation, WDFW reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's Subcontractor's facilities. Failure to respond to said request(s) may result in a Bid being rejected as non-responsive.

4.5 Allocation of Points

The following table outlines the scoring/evaluation components and points allocation that will be used by WDFW to calculate each Bidder’s Total Score:

1. Bidder can obtain and provide the required Performance and Default bond as described in the Scope of Work, Section #3.

2. Bidder, or their partner, is licensed with the Washington State Department of Fish and Wildlife as a wholesaler, canner, processor, or byproducts manufacturer of fish and shellfish or parts thereof as described in the Scope of Work, Section #7.

3. Bidder is licensed to do business in the state of Washington.

4. Bidder has vehicles available or will be able to obtain vehicles (example is you have a contract with a rental organization that includes short-notice availability of appropriate vehicle) in order to meet 24-hour requirement for pick up once notified by WDFW for pick up by July 1, 2026.

5. Bidder has (or will have) all equipment necessary to begin picking up carcasses as soon as the contract start date of July 1, 2026. This includes totes, ice, storage etc.

6. Carefully read the description of services (processing) that are preferred by Northwest Harvest in the Statement of Work, Section #16. Can you meet these criteria?

a. Donations to Northwest Harvest or other statewide food banks.

b. Qualifications/Experience

1. Pounds of processed fish to be provided to NWHarvest (per fish)

a. Firm’s total years and description of experience in the pick-up, transportation, storage, and processing of perishable products.

>15 Years = 20 points, 10-15 Years = 15 Points, 5-10 Years = 10 Points, <5 Years = 5 Points

b. Firm’s total years and description of experience in the operation of a statewide trucking project.

>15 Years = 20 points, 10-15 Years = 15 Points, 5-10 Years = 10 Points, <5 Years = 5 Points

c. Firm’s total years and description of experience in the management of a state or governmental contract.

>15 Years = 20 points, 10-15 Years = 15 Points, 5-10 Years = 10 Points, <5 Years = 5 Points

2. Please describe your experience, in detail, for each line above. We recommend being as detailed as possible. You may add additional pages if necessary.

4.6 Selection of Apparent Successful Bidder

The responsive and responsible Bidder who meets the RFQQ requirements and has the highest score will be the Apparent Successful Bidder.

Prior to the Award, WDFW may negotiate with an Apparent Successful Bidder to determine if a Bid can be improved.

Designation as an Apparent Successful Bidder does not imply that WDFW will issue an Award to your firm. It merely suggests that at this moment in time, WDFW believes your bid to be responsive. This designation allows WDFW to perform a responsibility analysis and ask for additional documentation. WDFW is also at liberty to re-review and determine whether the bid is truly responsive as initially believed. The Bidder must not construe this as an Award, impending Award, attempt to negotiate, etc. If you act or fail to act in reliance of this notification, you do so at your own risk and expense.

4.7 Announcement of the Apparent Successful BidderS (ASB)

The announcement of the Apparent Successful Bidder will be made through WEBS.

Following the Announcement of the Apparent Successful Bidder, Bidders may request a Debrief conference. The Bidder will have a short period of time to request the Debrief conference and a Debrief conference is a required prerequisite for any Bidder desiring to protest the award. See also Solicitation section 2.2 – Complaints, Debriefs, and Protests (General Information) and Appendix G – Complaint, Debrief, and Protest Procedures. These have expanded details regarding timing, form, and contact information. Failure to follow applicable instructions could result in your claim being denied.

4.8 Award

WDFW reserves the right to Award on an All or Nothing consolidated basis.

Following the Award, all Bidders will receive a Notice of Award through a WEBS notification.

4.9 Bid Information Availability after Announcement of Apparent Successful Bidder (ASB) RCW 39.26.030(2) exempts bid submissions and bid evaluations from disclosure until after the agency announces the apparent successful bidder (ASB). After the Announcement of the ASB, information regarding results of the RFQQ may be obtained by contacting the Procurement Coordinator. Bidders may also schedule an appointment to review the bidding process.

4.10 Receipt of Insufficient Competitive Proposals

If WDFW receives only one responsive proposal that is insufficient to meet WDFW’s needs, WDFW reserves the right to select any contractor that best meets WDFW’s needs.

CONTRACT INFORMATION

5.1 The Contract

A Bid submitted to this RFQQ is an offer to Contract with WDFW.

The documents listed below are, by this reference, incorporated into a Contract resulting from this RFQQ as though fully set forth herein. No other statements or representations, written or oral, shall be deemed a part of the Contract.

a. The RFQQ.

b. The awarded portions of the Bidder/Contractor’s Bid.

c. All Appendices.

d. RFQQ Amendments (if any).

e. Award Letter (if any).

5.2 Order of Precedence, Conflict and Conformity

In the event of a conflict in such terms, or between the terms and any applicable statute or rule, the inconsistency will be resolved by giving precedence in the following order:

a. Applicable Federal and state of Washington statutes and regulations.

b. Mutually agreed written Amendments to the resulting Contract.

c. The Contract, including all documents incorporated in the subsection immediately above.

Conflict: To the extent possible, the terms of the Contract shall be read consistently.

Conformity: If any provision of the Contract violates any Federal or state of Washington statute or rule of law, it is considered modified to conform to that statute or rule of law.

5.4 Authority to Bind

The signatories to this Contract represent that they have the authority to bind their respective organizations to this Contract.

5.7 Miscellaneous Expenses

Since expenses related to day-to-day Contract performance (including but not limited to, travel, lodging, meals, and incidentals) will not be reimbursed to the Contractor, rates proposed by the Bidder must include these costs.

APPENDICES

Reminder: By responding to this RFQQ, a Bidder acknowledges reading, understanding, and accepting all information contained within the entire RFQQ without modification. The appendices listed below are found as separate attachments in the WEBS posting and must be downloaded separately.

Appendix A – Competitive Procurement Standards Appendix B – Specifications Appendix C – Bid Sheet Appendix D – Questionnaire Appendix E – Bidder Profile Appendix F – Sample Performance Bond Appendix G – Complaint, Debrief, and Protest Procedure Appendix H – Certifications and Assurances Appendix I – Certification of Workers’ Rights Appendix J – Hatchery Location Map Appendix K – SAMPLE Contract image2.png image1.jpeg image3.jpeg