25-0008 Exh B - ScopeSamples.pdf

Exhibit B - SCOPE OF SERVICES AND SAMPLES (REV 4/10/25) Page 1

EXHIBIT B – SCOPE OF SERVICES AND SAMPLES

Competitive Solicitation: 25-0008 Parking Placards for Americans with Disabilities Act (ADA)

Bidder: _________________________________ Type/print full legal name of bidder

Instructions:

Note: Bidder must follow the instructions outlined in this Exhibit, or the bid will be deemed to be unresponsive and rejected.

1. Add bidder’s legal business name in the box above.

2. Review the two sections in this document:

a. Section 1: Provides an overview of the scope of services for this Competitive Solicitation.

b. Section 2: Instructs bidders to submit samples.

3. Section 2 Instructions. Carefully read the specifications of the parking placards in Section 1. Bidders must produce the sample placards according to the specifications and submit them to the address noted below. Bidders must provide the tracking number and link in Exhibit C – Bid Price. Failure to provide the tracking number and link in Exhibit C – Bid Price may result in the bid being deemed nonresponsive.

a. No Identifiable Information in Bidder’s Sample Response. The State intends to conduct anonymous bid evaluations to minimize potential bias risks. Bidders must not include any business names, logos, employee names (replace employee names with position titles or roles), or other specifically identifiable information in bidder’s samples. The State will review all bid submittals prior to forwarding them to evaluators. If the State finds such identifying information in bidder’s submittal, Enterprise Services will notify bidder and allow two (2) business days to correct and return bidder’s response. Bidders will not be allowed to alter any information other than to remove the identifying information. If bidder does not make the required clarifications, the Procurement Coordinator will deem the samples as invalid and bidder will be identified as a non-responsive bidder.

b. Samples Delivered to the Following Address:

Department of Enterprise Services ATTN: Contracts & Procurement-ICU, 25-0008 1500 Jefferson Street SE Olympia, WA 98501

Exhibit B - SCOPE OF SERVICES AND SAMPLES (REV 4/10/25) Page 2

Important Note: Bidders must follow the instructions above as they complete this exhibit, or the bid will be deemed nonresponsive and rejected.

Enterprise Services may, at its discretion, waive informalities and/or request clarification of a bid response, as described in the solicitation Section 4 – Bid Evaluation of the Competitive Solicitation.

• An informality is an immaterial variation from the exact requirements, which has no effect, or a negligible effect, on the good or services being solicited. Enterprise Services, at its discretion, may waive informalities.

• If clarification is requested, Enterprise Services will do so in writing. The request will include a response deadline (5 business days), and the bidder’s response to clarification requests must be received by that deadline, or the bid will be deemed nonresponsive.

4. Evaluation. Bidders submitting samples according to this Exhibit will be pass/fail.

5. Submit the exhibit as a Microsoft Word document without modifying the formatting. If you need to print out this document for any reason, please note this document is sized Legal 8.5” x 14”.

Exhibit B - SCOPE OF SERVICES AND SAMPLES (REV 4/10/25) Page 3

6. SECTION 1: SCOPE OF SERVICES.

1. Bidder’s Tasks and Responsibilities.

Physical Characteristics

1. Each placard shall measure 3.75 inches (10.16 cm) by 9 inches (22.86 cm) in accordance with standard state requirements.

2. Material: Placards shall be constructed of durable, weather-resistant plastic with a minimum thickness of 23 mil (0.023 inches) that can withstand temperature variations from -20°F to 180°F without warping, cracking, or fading. Each Placard will be die-cut into a rectangular shape with a “hang loop” to allow hanging on a vehicle rear view mirror.

3. Design: Each placard shall feature:

a. The International Symbol of Access (ISA) - a white wheelchair figure on either a blue or red background.

Exhibit B - SCOPE OF SERVICES AND SAMPLES (REV 4/10/25) Page 4

b. The placard shall be blue and white or red and white, in color scheme, conforming to standard accessibility color requirements

4. Security Features:

a. Each placard shall incorporate the following security features to prevent counterfeiting: serialized numbering system printed on both sides of the placard in black ink ½ inch minimum height (48pt)

5. Information Fields:

a. Each placard shall include clearly designated spaces for:

i. Permit number

ii. Expiration date

iii. WA State official seal or logo

iv. Instructions for proper display (minimum 8-point font

6. All text must be printed in a sans-serif font that is easily readable, with critical information (expiration date (months in 24pt & years in 36pt, permit number in 48pt)

7. Durability Requirements:

a. UV Resistance: All printing, colors, and materials must be UV-resistant and maintain legibility and color integrity for a minimum of 3 years of regular use.

b. Weather Resistance: Placards must be waterproof and resistant to snow, ice, humidity, and extreme temperatures.

c. Fade Resistance: Colors must not fade significantly (no more than 15% color degradation) over a 3-year period of normal use.

Exhibit B - SCOPE OF SERVICES AND SAMPLES (REV 4/10/25) Page 5

SECTION 2: SAMPLES.

SAMPLES REQUIRED WITH BID. Bidder shall submit samples as part of their response to this competitive solicitation. Samples will be evaluated based on the specifications defined in Section 1: Physical Characteristics, as well as for overall appearance, durability requirements.

Sample Instructions:

1. Bidders must submit two (2) different placards: the blue & white permanent parking placard and the red & white temporary parking placard following specifications in Section 1: Physical Characteristics.

2. Samples must not include any business names, logos, employee names (replace employee names with position titles or roles), or other specifically identifiable information in bidder’s samples.

3. Samples must be received by Department of Enterprise Services no later than or before the Bid Submittal Deadline.

4. Sample delivery must contain a quality assurance plan detailing a quality inspection process was completed.

Samples Instructions:

Bidders must submit six (6) total placard samples, consisting of the following:

1. Three (3) quantity blue and white permanent parking placards, and

2. Three (3) quantity red and white temporary parking placards.

Each sample must conform to the specifications outlined in Section 1: Physical Characteristics.

Samples must be received by the Department of Enterprise Services on or before the Bid Submittal Deadline. All samples shall be provided to Enterprise Services at no additional cost to the State. Submitted samples will be used solely to evaluate the quality and compliance of the placards. All samples become the property of the State of Washington upon submission and will not be returned to the bidder.

Sample Evaluation Criteria:

Samples will be evaluated on a pass/fail basis to determine compliance with the specifications defined in Section 1: Physical Characteristics. Evaluators will also review the overall appearance and durability requirements. Samples shall be clearly visible and legible. Stains, tears, or other damage that compromises legibility may render it invalid. Samples shall be durable and withhold the ability to bend without breaking. Samples that fail to meet the required specifications or quality standards may result in the bid being deemed non-responsive and receive a fail score.