Request for Proposals (RFP) No. 26-00009 Fleet Card Products and Services

The Washington Department of Fish and Wildlife (WDFW) issues this RFP (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 RFP, 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 RFP.

EXPECTED TIME PERIOD FOR CONTRACT: August 1, 2026 through July 31, 2031

ESTIMATED INITIAL CONTRACT VOLUME: $8,000,000 over a five-year period

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 RFP shall be with:

Washington Department of Fish and Wildlife (WDFW) Page 1 of 20 RFP No. 26-00009 Washington Department of Fish and Wildlife (WDFW) Page 20 of 20 RFP No. 26-00009 Contents

SUMMARY OF OPPORTUNITY

Purpose of the RFP The purpose of this request for proposals is to have a single contract for fleet card products and services for purchasing fuel, maintenance, and roadside assistance. Fuel purchases may include gasoline, diesel, biodiesel, marine, aviation, and propane. The fleet card may also be used for electric vehicle charging stations. The solution must support fuel, maintenance, and roadside assistance at all major, independent, and rural locations within Washington State, Oregon, and Idaho.

Based on past and projected usage, it is estimated that the annual volume will be approximately $1.6 million per year in purchases through use of the fleet card. The estimate is provided solely for the purpose of assisting bidders in preparing their response.

Period of Performance The Period of Performance of any resulting contract shall be five (5) years. WDFW reserves the right to extend the contract for up to an additional five (5) years, in increments of WDFW’s choosing, for a maximum total term of ten (10) years.

Compensation As indicated on page one (1) of this RFP.

Commodity Codes Used in Posting This RFP was posted to WEBS under the following commodity codes:

Requirements Bidders will find and respond to business and technical requirements in Appendix F – Bidder Questionnaire. Supporting appendices are Appendix H – Map of WDFW Regions and Appendix I – Fleet Vendor List.

Definitions This section contains definitions specific to this RFP and subsequent contract. Additional definitions of terms commonly used in Solicitations and Contracts are contained in Appendix A: Competitive Procurement Standards.

RFP OVERVIEW

2.1 Announcement and Special Information

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

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

NOTE: The Competitive Procurement Standards is an Appendix to this RFP 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 RFP, the latter will prevail.

2.2 Complaint, Debrief, and Protest Process

See Appendix B – Complaint, Debrief, and Protest Process. This document contains important details, such as rules, timing, criteria, form, etc.

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

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

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

2.4 RFP Amendments

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

2.5 Bidder Questions and Pre-bid Conference

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 1. This conference will be held virtually via a Microsoft Teams meeting; the link to this meeting is below:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/298098672016511?p=EzXJ07YQO3tlGYVs98 Meeting ID: 298 098 672 016 511 Passcode: d78WT7ep

Need help? | System reference Dial in by phone +1 564-999-2000,,338324437# United States, Olympia

(833) 322-1218,,338324437# United States (Toll-free) Find a local number Phone conference ID: 338 324 437#

Specific questions concerning the procurement should be submitted in writing to the Procurement Coordinator not later than date and time listed in the procurement schedule on page 1, so that representatives of WDFW may prepare preliminary answers in advance of the conference. Additional questions will be entertained at the 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 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 1. This will ensure accurate and consistent responses to all Bidders. Only the written answers posted in WEBS will be considered official.

2.6 Bidder Communication Responsibilities

During the RFP process, all Bidder communications concerning this RFP must be directed to the Procurement Coordinator. Unauthorized contact regarding this RFP with other state employees involved with the RFP 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 RFP, written amendments will be issued and posted on WEBS.

2.7 Bidder Responsiveness

Bidders are to respond to each question/requirement contained in this RFP. 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 RFP and to waive informalities in a Bid. An informality is an immaterial variation from the exact requirements of the competitive RFP, 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 RFP. Failure to identify all costs in a manner consistent with the instructions in this RFP 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 RFP. 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 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 RFP:

· 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 D – Certifications and Assurances: Complete, sign, and return.

· Appendix E – Bidder Profile: Complete and return.

· Appendix F – Bidder Questionnaire: Complete and return.

· Appendix G – Cost Response: Complete and return.

· Appendix F – Bidder Questionnaire must be returned as an unprotected Excel spreadsheet.

· Appendix I – Fleet Vendor List must be returned as an unprotected Excel spreadsheet.

3.3 Due Date and Time

The completed Bid must be sent to the RFP Coordinator at the email address specified on Page 1 of this RFP. Email transmission is required.

Bids must be received by the Procurement Coordinator by the date and time listed on Page 1 of this RFP. 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.

3.4 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.

3.5 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.

3.6 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 RFP. 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.

SUBMITTALS, EVALUATION AND AWARD

1.1 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 RFP.

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 RFP, 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 RFP.

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 with regard to references:

a. 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.

b. WDFW reserves the right to check references other than those the Bidder submitted.

c. WDFW reserves the right to waive the reference check.

d. 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 RFP, the Proposer who meets all of the RFP 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 F; 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 in accordance with Section 4.5.

· If a Bid is deemed non-compliant to cost presentation and/or requirements, the evaluation of the Bid will not proceed to Step 5.

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 RFP requirement is sufficient to pass. However, if all Bidders fail to meet any single RFP requirement, WDFW may reject all Bids and cancel the RFP or waive the requirement from the RFP’s requirements for responsiveness. Responsive Bids will be further evaluated based on the requirements in this RFP.

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 components and point allocation that will be used by WDFW to calculate each Bidder’s Total Score:

Cost Points

4.6 Oral Presentation/Live Demonstration

Prior to award, top-scoring Bidders may be required to present a demonstration of specific functionality of their cards.

Bidders may be required to mail, to locations and staff that WDFW identifies, cards with a small dollar value loaded (enough to test the card and no more than $5.00).

Bidders may be required to be on a call or video conference during the testing of their card so that if a card is declined, they can help WDFW investigate the reason.

Instructions regarding this demonstration will be provided at a later date to top-scoring Bidders.

4.7 Selection of Apparent Successful Bidder

The responsive and responsible Bidder who meets the RFP requirements and has the highest score will be the Apparent Successful Bidder. Should there be two top Bidders with scores that have a two percent (2%) or less difference between them, WDFW reserves the right to choose the lower scoring Bidder as 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.

4.8 Announcement of the Apparent Successful Bidder (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 Appendix B – Complaint Debrief Protest Process for details regarding timing, form, and contact information. Failure to follow applicable instructions could result in your claim being denied.

4.9 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.

4.10 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 RFP may be obtained by contacting the Procurement Coordinator. Bidders may also schedule an appointment to review the bidding process.

4.11 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.

4.12 Miscellaneous Expenses

Expenses not listed in Appendix G – Cost Response related to day-to-day Contract performance will not be reimbursed to the Contractor, rates proposed by the Bidder must include these costs.

CONTRACT INFORMATION

5.1 The Contract

A Bid submitted to this RFP is an offer to Contract with WDFW. The awarded Bidder will enter into a contract substantially similar to the Sample Contract contained in Appendix C. WDFW will not sign a Bidder’s contract.

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

a. This RFP.

b. RFP Amendments (if any).

c. All Appendices.

d. The awarded Bidder’s response.

Appendices Reminder: By responding to this RFP, a Bidder acknowledges reading, understanding, and accepting all information contained within the entire RFP without modification.

The appendices listed below are found as separate attachments in the WEBS posting and must be downloaded separately.

1. Appendix A – Competitive Procurement Standards

2. Appendix B – Complaint, Debrief, and Protest Process

3. Appendix C – SAMPLE Contract

4. Appendix D – Certifications and Assurances

5. Appendix E – Bidder Profile

6. Appendix F – Bidder Questionnaire

7. Appendix G – Cost Response

8. Appendix H – Map of WDFW Regions

9. Appendix I – Fleet Vendor List image2.png image1.jpeg image3.jpeg