26-RFP-004 FINAL.pdf

Request for Proposal Number

26-RFP-004

For

Statewide Imagery Consortium

By the

Washington State Technology Solutions

Released: April 28, 2026

State of Washington Statewide Imagery Consortium Washington Technology Solutions 26-RFP-004

1. INTRODUCTION

1.1 BACKGROUND

1.2 ACQUISITION AUTHORITY

1.3 BUSINESS OBJECTIVE

1.4 CONTRACT TERM

1.5 DEFINITIONS

1.6 OVERVIEW OF SOLICITATION PROCESS

1.7 FUNDING

1.8 ADDITIONAL PRODUCTS AND SERVICES

2. SCHEDULE

3. INSTRUCTIONS TO RESPONDING VENDORS

3.1 RFP COORDINATOR (PROPER COMMUNICATION)

3.2 VENDOR QUESTIONS

3.3 PREPROPOSAL CONFERENCE

3.4 VENDOR COMPLAINTS REGARDING REQUIREMENTS AND SPECIFICATIONS

3.5 RESPONSE CONTENTS

3.6 RESPONSE REQUIREMENTS

3.1 DELIVERY OF RESPONSES

3.2 PROPRIETARY OR CONFIDENTIAL INFORMATION

3.3 WAIVE MINOR ADMINISTRATIVE IRREGULARITIES

3.4 ERRORS IN RESPONSE

3.5 ADMINISTRATIVE CLARIFICATIONS

3.6 AMENDMENTS/ADDENDA

3.7 RIGHT TO CANCEL

3.8 CONTRACT REQUIREMENTS

3.9 INCORPORATION OF DOCUMENTS INTO CONTRACT

3.10 MINORITY AND WOMEN’S BUSINESS ENTERPRISES (MWBE)

3.11 SUBCONTRACTOR PARTICIPATION MONITORING AND REPORTING

3.12 NO OBLIGATION TO CONTRACT/BUY

3.13 NON-ENDORSEMENT AND PUBLICITY

3.14 OPTIONAL VENDOR DEBRIEFING

3.15 PROTEST PROCEDURES

3.16 VENDOR ASSUMPTION AND DEPENDENCIES

3.17 SELECTION OF APPARENTLY SUCCESSFUL VENDOR

4. VENDOR REQUIREMENTS

4.1 (M) VENDOR PROFILE(S)

4.2 (M) VENDOR LICENSED TO DO BUSINESS IN WASHINGTON

4.3 (M) USE OF SUBCONTRACTORS

4.4 (M) PRIOR CONTRACT PERFORMANCE

4.5 (D) VENDOR EMPLOYEE ARBITRATION CLAUSE

4.6 (MS 100) CLIENT REFERENCES

4.7 (MS 100) DEMONSTRATION’S

5. EXPERIENCE, SKILLS AND APPROACH

5.1 (MS 1000) MINIMUM REQUIREMENTS

6. FINANCIAL QUOTE

6.1 OVERVIEW

6.2 (MS 500) VENDOR COST PROPOSAL FORM

6.3 (M) RESPONSES

6.4 (M) TAXES

6.5 (M) PRESENTATION OF ALL COST COMPONENTS

6.6 (M) PRICE PROTECTION

7. EVALUATION

7.1 OVERVIEW

7.2 ADMINISTRATIVE SCREENING

7.3 MANDATORY REQUIREMENTS

7.4 QUALITATIVE REVIEW AND SCORING

7.5 EVALUATION OF SECTIONS 4 & 5

7.6 TECHNICAL EVALUATION – (SECTION 5)

7.7 FINANCIAL PROPOSAL EVALUATION – (SECTION 6)

7.8 PHASE II -OPTIONAL EVALUATION

7.9 ALLOCATION OF POINTS

7.10 VENDOR TOTAL SCORE

7.11 SELECTION OF APPARENTLY SUCCESSFUL VENDOR

7.12 CONTRACT NEGOTIATIONS

SECTION 1

1. INTRODUCTION

Responding Vendors are strongly encouraged to read this RFP thoroughly and completely.

1.1 Background

Washington Technology Solutions (WaTech) provides telecommunications, computing and digital government services to more than 700 state agencies, boards and commissions, local governments, tribal organizations and qualifying non-profits.

The Statewide Imagery Consortium has been in place since 2017. This RFP is to continue the overall program by selecting a vendor that can provide orthoimagery to WaTech and consortium members for the next two years or more. Details on orthoimagery product to be purchased are detailed in section 5 below.

1.2 Acquisition Authority

The Department of Enterprise Services (DES) has authority over goods and services under RCW 39.26 and sets processes for procuring information technology based on the policies and standards set by the Technology Services Board. Chapter 43.41A of the Revised Code of Washington (RCW) as amended establishes the Washington State Technology Services Board (TSB). While the TSB does not purchase for agencies, it establishes policies and standards addressing how the manner in which state agencies may acquire information technology equipment, software, and services.

RCW 39.26.100(2) provides WaTech with an exemption from the Department of Enterprise Services procurement rules and requirements. Specifically, the competitive procurement rules stated by Department of Enterprise Services do not apply to WaTech when it is contracting for the following:

1. Services and activities that are necessary to establish, operate, or manage the state data center, including architecture, design, engineering, installation, and operation of the facility, that are approved by the technology services board or

2. The acquisition of proprietary software, equipment, or IT services for or part of the provision of services offered by the Washington Technology Solutions agency.

This procurement is within the exemption and is performed consistent with WaTech’s internal Procurement Policy.

This RFP is issued in good faith but it does not guarantee an award of contract, nor does it represent any commitment to purchase whatsoever.

1.3 Business Objective

Washington Technology Solutions (WaTech) is initiating this Request for Proposals (RFP) for orthoimagery for use by consortium members which include state agencies and other contributing tribal and local agencies.

1.4 Contract Term

It is anticipated that the Initial Term of the resulting Contract will be through July 1, 2028 commencing on the effective date of the Contract. It is anticipated that the contract may be extended at WaTech’s sole option for up to an additional five (5) years.

1.5 Definitions

“Apparently Successful Vendor” (ASV) shall mean the Vendor(s) who: best meets all the requirements of this RFP and is selected to provide the service.

“Business Days” or “Business Hours” shall mean Monday through Friday, 8 AM to 5 PM, local time in Olympia, Washington, excluding Washington State holidays.

“Contract” shall mean the RFP, the Response, Contract document, all schedules and exhibits, and all amendments awarded pursuant to this RFP.

“WaTech” shall mean Washington Technology Solutions

“Desirable Scored” or “(DS)” shall mean that answering is optional, and the Response will be scored.

“Imagery Year” shall mean the imagery collected during a single flying season.

“Mandatory” or “(M)” shall mean the Vendor must comply with the requirement, and the Response will be evaluated on a pass/fail basis.

“Mandatory Scored” or “(MS)” shall mean the Vendor must comply with the requirement, and the Response will be scored.

“Purchaser” shall mean the Washington Technology Solutions

“RCW” means the Revised Code of Washington.

“Response” shall mean the written proposal submitted by Vendor to WaTech in accordance with this RFP. The Response shall include all written material submitted by Vendor as of the date set forth in the RFP schedule or as further requested by WaTech. The Response shall be in the English language, and all measurements and qualities will be stated in units required by law in the United States.

“Services” includes Purchased Services and shall mean those Services provided by Vendor relating to the solicitation, deployment, development and/or implementation activities that are appropriate to the scope of this solicitation.

“Software” shall mean the object code version of computer programs Licensed pursuant to the Contract.

Software also means the source code version, where provided by Vendor. Embedded code, firmware, internal code, microcode, and any other term referring to software residing in the Equipment that is necessary for the proper operation of the Equipment is not included in this definition of Software.

Software includes all prior, current, and future versions of the Software and all maintenance updates and error corrections.

“State” shall mean the state of Washington.

“Subcontractor” shall mean one not in the employment of Vendor, who is performing all or part of the Products under the resulting Contract under a separate contract with Vendor. The term “Subcontractor” means Subcontractor(s) of any tier.

“Solution” shall mean a product, combination of products, services, or a mix of products and services that an original equipment manufacturer, vendor, service provider or value added reseller offers to customers to address a specific business problem or scenario. The requirements stated must be part of the Solution that is commercially available at the time of the Vendor’s response to the RFP. Functionality and requirements may not be on the Vendor’s roadmap or soon to be released.

“Vendor” shall mean the company, organization, or entity submitting a Response to this RFP, its subcontractors and affiliates.

1.6 Overview of Solicitation Process

The evaluation process applies successive rounds of evaluation that will narrow the pool of competitors to assure only the highest scoring finalists’ move to the next Round in the evaluation process. WaTech, at its sole discretion, will determine the number of top scoring competitors to move to the next Round.

Step 1: A preliminary examination of the completeness and validity of responses. All responsive vendors will move to Round 2.

Step 2: Round 2 will be an evaluation to determine compliance with requirements and financial evaluation. Only the top 2 scoring vendors will move to Round 3. The financial review will look at commercial risk and cost analysis of all pricing, project schedules, terms and conditions contained within the Response. WaTech, in its sole discretion, will determine if it will conduct Step 3, and the number of top scoring vendors to move to the next Round.

Optional Step 3: Demonstrations and reference check.

Step 3 is discretionary. If WaTech chooses to move forward with Step 3, WaTech will interview the top scoring finalists and representative staff who will work on the project and conduct a reference check of the top scoring vendors.

Step 4: Announce Apparently Successful Vendor.

After completing the evaluation phases of the process as set forth above, WaTech plans to enter into contractual negotiations with one Apparently Successful Vendor (“ASV”) with a goal of finalizing a contract. Award of contract will depend on the satisfactory outcome to these negotiations.

1.7 Funding

Any contract awarded as a result of this procurement is contingent upon the availability of funding.

1.8 Additional Products and Services

Additional products or services that are determined by WaTech to be appropriate to the scope of this acquisition may be added to the Contract.

SECTION 2

2. SCHEDULE

This RFP is being issued under the following schedule. The Response deadlines are mandatory and non-negotiable. Failure to meet any of the required deadlines will result in disqualification from participation.

All times are local time, Olympia, WA.

EVENT DATE

RFP Issued April 28, 2026

Preproposal Conference April 30, 2026, 2:00pm PST Final Vendor Questions & Comments May 6, 2026, by 12:00pm (noon) PST State’s Final Written Answers issued May 11, 2026

Responses due by NOON May 18, 2026, by 12:00pm (noon) PST Evaluation period May 18, 2026

Top finalist’s demonstrations and reference check (optional)

May 19, 2026

Announcement of ASV May 26, 2026 Vendor Request for Optional Debriefing due May 27, 2026

Optional Vendor Debriefings May 29, 2026 Contract available for work on or before June 8, 2026

WaTech reserves the right to revise the above schedule.

SECTION 3

3. INSTRUCTIONS TO RESPONDING VENDORS

COMPLIANCE WITH ALL SECTIONS OF SECTION 3 IS REQUIRED. FAILURE TO FOLLOW THESE

ADMINISTRATIVE REQUIREMENTS MAY RESULT IN IMMEDIATE DISQUALIFICATION.

3.1 RFP Coordinator (Proper Communication)

Upon release of this RFP, all Vendor communications concerning this solicitation must be directed to the RFP Coordinator listed below. With the exception of the Office of Minority and Women’s Business Enterprises, (reference Subsection 3.16), unauthorized contact regarding this solicitation with other state employees involved with the solicitation may result in disqualification. All oral communications will be considered unofficial and non-binding on the State. Vendors should rely only on written statements issued by the RFP Coordinator.

Jessica Smith, RFP Coordinator Washington Technology Solutions (WaTech) 1500 Jefferson Street S.E.

P.O. Box 41501 Olympia, Washington 98504-1501 Email: jessica.smith@WaTech.wa.gov

3.2 Vendor Questions

It is the Vendor’s responsibility to remedy any ambiguity, inconsistency, error or omission within this document before submitting their Response. Vendors shall submit all requests to the contact above no later than 12:00 pm (noon) on the closing date stated in Section 2. An official written WaTech response will be provided for Vendor questions received by this deadline. Written responses to Vendor questions will be posted on the WaTech website: http://WaTech.wa.gov/procurement-announcements.

Vendors who wish to submit a response to this RFP may participate in an Optional Preproposal Conference on the date and time identified in the Schedule (Section 2). Vendors are not required to attend in order to submit a Response. The Preproposal Conference will be held virtually via Teams and WaTech will communicate the details (e.g. time and call-in info) of the Pre-Response Conference via amendment.

The purpose of this conference is to provide Vendors with an opportunity to address questions they may have concerning the RFP. Verbal answers to additional Vendor questions at the time of the conference will be unofficial. Vendors should rely only on written statements issued by the RFP Coordinator.

3.3 Preproposal Conference

WaTech shall conduct a pre-proposal conference on the time and date provided in the Schedule, via a teleconference, which is also listed below. Attendance is not mandatory, however a pre-proposal amendment, and amended RFP, if applicable, will be posted by the timeline stated in the Schedule.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/299936994645543?p=4LM0TLSrdMuA3s4BdX Meeting ID: 299 936 994 645 543 Passcode: ry9hF6yL mailto:jessica.smith@watech.wa.gov http://watech.wa.gov/procurement-announcements https://teams.microsoft.com/meet/299936994645543?p=4LM0TLSrdMuA3s4BdX

Need help? | System reference Dial in by phone +1 564-999-2000,,300459457# United States, Olympia Find a local number Phone conference ID: 300 459 457# For organizers: Meeting options | Reset dial-in PIN

3.4 Vendor Complaints Regarding Requirements and Specifications Vendors may submit specific complaints in writing to the RFP Coordinator, if Vendor believes requirements exist that unduly constrain competition. The complaint must be made in writing to the RFP Coordinator before the Response due date. The complaint must state how the requirement unduly constrains competition and provide the relevant facts, circumstances and documentation. The solicitation process may continue.

3.5 Response Contents

3.5.1 The Response must contain information responding to all mandatory requirements contained in this RFP, completed client references, and must include the signature of an authorized Vendor representative on all documents required in the appendices.

3.5.2 The Response should be submitted in two (2) volumes containing what is listed below. This separation of documentation protects the integrity of the State’s evaluation process. No mention of the cost response may be made in Volume 1.

Volume 1:

• Vendor’s cover letter explicitly acknowledging receipt of all RFP revisions issued, if any.

• The Response to the Vendor Requirements (Section 4).

• The Response to Technical and Service Requirements (Section 5).

Volume 2:

• The Responses to the Financial Requirements (Section 6) and Cost Model (Appendix E).

• Vendor’s signed and completed Certifications and Assurances (Appendix A).

• Vendor’s exceptions and/or proposed revisions to the General Terms and Conditions

(Appendix B).

• Vendor’s MWBE Certification (Appendix C), if applicable.

3.5.3 Failure to provide any requested information in the prescribed format may result in disqualification of the Vendor.

3.6 Response Requirements

Please pay attention to the following:

The signature block in Certifications and Assurances (Appendix A), must be signed by a representative authorized to bind the company to the offer.

3.6.1 Vendor must respond to each requirement. Failure to comply with any applicable item may result in the Response being disqualified. In each requirement title is a designation indicating how the Response will be evaluated:

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmE5MmQ0YjktZmEzYS00YmFjLTk2NjctNGNhMTEwODBiMWU5%40thread.v2/0?context=%7b%22Tid%22%3a%2211d0e217-264e-400a-8ba0-57dcc127d72d%22%2c%22Oid%22%3a%22eb0baf8e-d4ed-4d02-a04b-92e6d0f0c330%22%7d tel:+15649992000,,300459457 https://dialin.teams.microsoft.com/811a9140-4f87-4b3b-b4e5-c0df12d33f3f?id=300459457 https://teams.microsoft.com/meetingOptions/?organizerId=eb0baf8e-d4ed-4d02-a04b-92e6d0f0c330&tenantId=11d0e217-264e-400a-8ba0-57dcc127d72d&threadId=19_meeting_MmE5MmQ0YjktZmEzYS00YmFjLTk2NjctNGNhMTEwODBiMWU5@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

For Mandatory Requirements (M), the Response must always indicate explicitly whether or not the Vendor’s proposed Services meet the requirement. A statement, “(Vendor Name) has read, understands, and fully complies with this requirement” is acceptable, along with any additional information requested.

For Mandatory Scored (MS) and Desirable Scored (DS) items, the Response must always indicate explicitly whether or not the Vendor's proposed Services will accomplish each requirement or are desirable as it relates to the service(s) proposed.

3.6.2 Response prices must be submitted using the form provided. Separate price quotes attached to this document or submitted in some other form will not be accepted as a valid Response.

3.6.3 The Response, as well as any reference materials presented by Vendor, must be written in English and Vendor must provide all rates in United States dollars.

1.7 Delivery of Responses

All proposals must arrive via an attachment to e-mail to the RFP Coordinator at the email address above, on the proposal due date and time stated in Section 2. Responses arriving in the RFP Coordinator’s in-box after the time stated in Section 2 will be disqualified. The "receive date/time" posted by WaTech’ email system will be used as the official time stamp but may not reflect the exact time received.

Vendors should allow sufficient time to ensure timely receipt of the proposal by the RFP Coordinator.

Late Responses will not be accepted and will be automatically disqualified from further consideration.

WaTech assumes no responsibility for delays caused by Vendor’s e-mail, network problems or any other party. Zipped files cannot be received by WaTech and cannot be used for submission of Responses.

1.8 Proprietary or Confidential Information

Any information contained in the Response that is proprietary or confidential must be clearly designated.

Marking of the entire Response or entire sections of the Response as proprietary or confidential will not be accepted nor honored. WaTech will not accept Responses where pricing is marked proprietary or confidential, and the Response will be rejected.

To the extent consistent with Chapter 42.56 RCW, the Public Disclosure Act, WaTech shall maintain the confidentiality of Vendor’s information marked confidential or proprietary. If a request is made to view Vendor’s proprietary information, WaTech will notify Vendor of the request and of the date that the records will be released to the requester unless Vendor obtains a court order enjoining that disclosure. If Vendor fails to obtain the court order enjoining disclosure, WaTech will release the requested information on the date specified.

The State’s sole responsibility shall be limited to maintaining the above data in a secure area and to notify Vendor of any request(s) for disclosure for so long as WaTech retains Vendor’s information in WaTech records. Failure to label such materials or failure to respond timely after notice of request for public disclosure has been given shall be deemed a waiver by Vendor of any claim that such materials are exempt from disclosure.

1.9 Waive Minor Administrative Irregularities

WaTech reserves the right to waive minor administrative irregularities contained in any Response.

Additionally, WaTech reserves the right, at its sole option, to make corrections to Vendors’ Responses when an obvious arithmetical error has been made in the price quotation. Vendors will not be allowed to make changes to their quoted price after the Response submission deadline http://apps.leg.wa.gov/RCW/default.aspx?cite=42.56

1.10 Errors in Response

Vendors are liable for all errors or omissions contained in their Responses. Vendors will not be allowed to alter Response documents after the deadline for Response submission. WaTech is not liable for any errors in Responses.

1.11 Administrative Clarifications

WaTech reserves the right to contact Vendor for clarification of Response contents.

1.12 Amendments/Addenda

WaTech reserves the right to change the Schedule or other portions of this RFP at any time. Any changes or corrections will be by one or more written amendment(s), dated, and attached to or incorporated in and made a part of this solicitation document. If there is any conflict between amendments, or between an amendment and the RFP, whichever document was issued last in time shall be controlling.

1.13 Right to Cancel

With respect to all or part of this RFP, WaTech reserves the right to cancel or reissue at any time without obligation or liability.

1.14 Contract Requirements

To be responsive, Vendors must indicate a willingness to enter a Contract substantially the same as the Contract in Appendix B, by signing the Certifications and Assurances located in Appendix A. Any specific areas of dispute with the attached terms and conditions must be identified in the Response and may, at the sole discretion of WaTech, be grounds for disqualification from further consideration in the award of a Contract.

Vendor must explain why each item proposed as additional contract terms is in WaTech’ s best interest as a customer and how it will support WaTech’ s business objectives. Under no circumstances is a Vendor to submit their own standard contract terms and conditions as a response to this solicitation.

Instead, Vendor must review and identify the language in Appendix B that Vendor finds problematic, state the issue, and propose the language or contract modification Vendor is requesting. WaTech expects the final Contract signed by the ASV to be substantially the same as the contract located in Appendix B.

Where terms and conditions cannot be changed and may have negative consequences on the quality of goods and services or their supply, Vendors are required to recommend methods of mitigating or limiting these negative consequences.

The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiation of the final Contract.

The ASV will be expected to execute the Contract within three (3) Business Days of its receipt of the final Contract. If the selected Vendor fails to sign the Contract within the allotted three (3) days’ time frame, WaTech may elect to cancel the award, and award the Contract to the next ranked Vendor, or cancel or reissue this solicitation.

1.15 Incorporation of Documents into Contract

This solicitation document and the Response will be incorporated into any resulting Contract.

1.16 Minority and Women’s Business Enterprises (MWBE)

WaTech strongly encourages participation of minority and women’s businesses. Vendors who are MWBE certified or intend on using MWBE certified Subcontractors are encouraged to identify the participating firm on Appendix C. No minimum level of MWBE participation is required as a condition of receiving an award and no preference will be included in the evaluation of Responses in accordance with chapter 39 RCW. For questions regarding the above, contact Office of MWBE at (360) 753-9693.

1.17 Subcontractor Participation Monitoring and Reporting

Once a contract is awarded through the solicitation or proposal process, the awarded Prime Contractor is obligated to complete the vendor registration in Access Equity. Access Equity is a secure online vendor management system (B2GNow). Confidential information (Tax ID, etc.) will not be published. Prime Contractors that have previously registered with B2Gnow for any public entity, must verify the system has updated information. Contractors can access the system at https://omwbe.diversitycompliance.com/ or through a direct link on the Office of Minority and Women’s Business Enterprises (OMWBE) website at:

https://omwbe.wa.gov/.

Each month during the contract, the Prime Contractor will report payments to ALL Subcontractors through the Access Equity system. This monthly reporting information includes total payment in dollars made to the Subcontractor, payment dates, and any additional information required to verify payment to Subcontractors. The Prime Contractor will enter this payment information into the Access Equity system, and the Subcontractors will verify this payment information in the system. Online training is available through the Access Equity/B2Gnow system. This requirement applies to both Prime Contractors and Subcontractors.

1.18 No Obligation to Contract/Buy

WaTech reserves the right to refrain from Contracting with any and all Vendors. Neither the release of this solicitation document nor the execution of a resulting Contract obligates WaTech to make any purchases. WaTech reserves the right to cancel the procurement at any time during the procurement or resulting contract negotiation process.

1.19 Non-Endorsement and Publicity

In selecting a Vendor to supply Services to the state of Washington, the State is neither endorsing Vendor’s Product nor suggesting that they are the best or only solution to the State’s needs. By submitting a Response, Vendor agrees to make no reference to WaTech or the state of Washington in any literature, promotional material, brochures, sales presentation or the like, regardless of method of distribution, without the prior review and express written consent of WaTech.

1.20 Optional Vendor Debriefing

Only Vendors who submit a response may request an optional debriefing conference to discuss the evaluation of their Response. The requested debriefing conference must occur on or before the date specified in the Schedule (Section 2). The request must be in writing (e-mail acceptable) addressed to the RFP Coordinator.

The optional debriefing will not include any comparison between the Response and any other Responses submitted. However, WaTech will discuss the factors considered in the evaluation of the vendor requesting the Response and address questions and concerns about the Vendor’s performance with regard to the solicitation requirements.

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

1.21 Protest Procedures

Vendors who have submitted a Response to this solicitation and have had a debriefing conference may make protests. Upon completion of the debriefing conference, a Vendor is allowed five (5) Business Days to file a formal protest of the solicitation with the RFP Coordinator. Further information regarding the grounds for, filing and resolution of protests is contained in Appendix D, Protest Procedures.

1.22 Vendor Assumption and Dependencies

WaTech will rely upon representations made in the Response. If the Vendor chooses to identify assumption or dependencies on which it has based its proposal, WaTech retains the right to determine if the Vendor’s assumptions/dependencies render the Response non-responsive.

1.23 Selection of Apparently Successful Vendor

All Vendors responding to this solicitation will be notified by e-mail when WaTech has determined the ASV. The ASV will be the respondent who: (1) meets all the requirements of this RFP; and (2) receives the highest number of total points as described herein.

SECTION 4

2. VENDOR REQUIREMENTS

COMPLIANCE WITH ALL SECTIONS OF SECTION 4 IS REQUIRED. FAILURE TO FOLLOW THESE

ADMINISTRATIVE REQUIREMENTS MAY RESULT IN IMMEDIATE DISQUALIFICATION

2.1 (M) Vendor Profile(s) The following detail about the Vendor’s organization is required to ensure that it can meet WaTech’s requirements. The Vendor working on its behalf shall each provide the following information:

1. The legal entity — for example, a private or public corporation — together with its name and registered address.

2. The total number of years the legal entity has been in business and, if appropriate, the number of years under the present business name.

2.2 (M) Vendor Licensed to do Business in Washington Within thirty (30) days of being identified as the ASV, Vendor must be licensed to conduct business in Washington, including registering with the Washington State Department of Revenue. The Vendor must collect and report all applicable taxes. The Vendor must submit Vendor’s Unified Business Identification (UBI) number within 30 days of being identified as the ASV.

2.3 (M) Use of Subcontractors WaTech will accept Responses that include third party involvement only if the Vendor submitting the Response agrees to take complete responsibility for all actions of such Subcontractors. Vendors must state whether Subcontractors are/are not being used, and if they are being used, Vendor must list them in response to this subsection. WaTech reserves the right to approve or reject any and all Subcontractors that Vendor proposes. Any Subcontractors engaged after award of the Contract must be pre-approved, in writing, by WaTech.

Specific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 RCW. Vendors should familiarize themselves with the requirements prior to submitting a Response.

2.4 (M) Prior Contract Performance Vendor must submit full details of all Terminations for Default for performance similar to the Software/Services requested by this RFP experienced by the Vendor in the past five (5) years, including the other party’s name, address and telephone number. If the Vendor has experienced no such Terminations for Default in the past five years, they must so declare. If the Vendor has been suspended or debarred by the Department of Enterprise Services, they must so declare and provide details surrounding the suspension/debarment. WaTech will evaluate the information and may, at its sole discretion, reject the Response if the information indicates that completion of a Contract resulting from this RFP may be jeopardized by selection of the Vendor.

2.5 (D) Vendor Employee Arbitration Clause Pursuant to Executive Order 18-03, WaTech seeks to contract with qualified Vendors that can demonstrate or will certify that their employees are not required to sign, as a condition of employment, mandatory individual arbitration clauses and class or collective action waivers. Please demonstrate or certify.

RFP Scoring Phase II- OPTIONAL FOR WATECH

2.6 (MS 100) Client References WaTech at its sole discretion may elect to check the references provided for the top scoring vendor as part of the evaluation process. WaTech reserves the right to disqualify a vendor and move to the next top scoring vendor if a vendor receives a negative reference.

All responding Vendors shall provide as references the names, addresses, telephone numbers, e-mail addresses, and contact person for three (3) representative customers. References must be for projects that are of a similar size and scope of the project anticipated in this RFP.

References must not be from a person, company or organization with any special interest, financial or otherwise, in the Vendor.

WaTech may contact, at its discretion, other Vendor clients for references. WaTech will use a Client Reference Form to check references.

To the extent a Response may give rise to confidentiality obligations, WaTech will not sign an NDA to receive the information. Instead, please respond with sufficient information to enable WaTech to evaluate and contact the Client Reference. WaTech expects the contact information to be provided and will not coordinate contacting a reference through the Vendor.

In the event that one of the provided references is a member of the evaluation team, WaTech will contact the Vendor for an alternate reference. The alternate reference shall be provided timely and must be available during the evaluation period.

WaTech will make one (1) attempt to contact the client and obtain a reference, WaTech will leave a voicemail, and send an email and it is acceptable if a return call is received within the timeframe set forth in Schedule – Section 2. If a contact cannot be made, the reference will be disallowed. It is the Vendor’s responsibility to provide WaTech with references that will be timely and available during the evaluation period set forth in Schedule – Section 2. WaTech reserves the right to eliminate from further consideration in this RFP process any Vendor who, in the opinion of WaTech, receives an unfavorable report from a Vendor. WaTech also reserves the right to contact other Vendor Purchasers for additional references for consideration.

2.7 (MS 100) Demonstration’s WaTech at its sole discretion may elect to select the top scoring finalists for an interview as part of the evaluation process. If WaTech elects to hold demonstrations, it will contact the top scoring Vendors.

Vendors must ensure that they are available. Representations made by the Vendor during the interview will be considered binding. The Vendor’s must be available for online demonstrations via Teams on the dates stated in Section 2. In its RFP response, Vendor must acknowledge its availability.

SECTION 5

3. EXPERIENCE, SKILLS AND APPROACH

Respond to the following requirements per the instructions in Section 3.

3.1 (MS 1000) Minimum Requirements

Number Type Score Description Orthoimagery offered to WaTech and Consortium members

1 Pass/Fail Orthoimagery must provide statewide coverage with reasonable temporal consistency.

2 Pass/Fail Orthoimagery must include color infrared (CIR) 4-band product.

3 Pass/Fail Provide copy of metadata for orthoimagery offered to WaTech and consortium members.

4 Mandatory - Scored (MS 500) Provide clear list of orthoimagery available and offered to WaTech and consortium partners. (e.g.

Statewide 4band 2023 imagery at 1 ft resolution.)

Imagery Quality

5 Pass/Fail

Horizontal Accuracy must meet the following minimum standards:

6 inch RMSE x/y = 0.5m or better RMSEr=0.71m or better CE90 = 1.07m or better CE95 = 1.22m or better

1 foot RMSE x/y = 1.2m or better RMSEr = 1.7m or better CE90 = 2.6m or better CE95 = 3.0m or better

6 Mandatory Scored (MS 100) Orthophoto quality must be free from smears or voids and have minimal smoke, haze or fog.

Deliverables and Licensing Requirements

7 Pass/Fail

All orthoimagery products will be delivered in uncompressed GeoTiff format for WaTech on-site hosting in UTM projection.

8 Pass/Fail Licensing must allow all Washington State Imagery Consortium Participants unlimited access/licenses.

Consortium participants may include: Washington State Agencies, Regents-level institutions, all county and city governments, all public safety and municipalities (PSAP, Water, Fire Districts, PUDs) and Tribes.

9 Pass/Fail

Any commercial firm doing work on behalf of the above governmental entities will be able to access the data for the duration of that contracted work.

10 Pass/Fail Licensing must allow for using the data in perpetuity.

11 Pass/Fail Streaming service available for consortium partners.

11 Mandatory - Scored MS (100)

Please describe how the licensing would work with the public disclosure laws. E.g. Conditions that it could be released based on maximum square mile, etc.

15 Non-scored Item What is your company’s expected refresh rate for orthoimagery for Washington state?

16 Non-scored Item

Does your company offer Digital Surface Model (DSM) data? If yes, please provide clear pricing for that as an optional purchase in the costing spreadsheet.

Support for State Program

18 Mandatory - Scored (MS 100)

When will the orthoimagery be available for use by WaTech and the Statewide Imagery Consortium members?

19 Mandatory - Scored (MS 100) What level of support is available for quality control issues of the orthoimagery?

20 Mandatory - Scored (MS 100) Ability for consortium agencies to purchase expanded coverage or resolution as a separate option.

SECTION 6

4. FINANCIAL QUOTE

SUBMISSION OF A RESPONSE TO WATECH INDICATES THAT THE VENDOR HAS READ,

UNDERSTANDS AND WILL COMPLY WITH EACH OF THE MANDATORY REQUIREMENTS LISTED

IN THE FINANCIAL QUOTE REQUIREMENT SECTION.

4.1 Overview

WaTech seeks to acquire Services and products that best meet the State’s needs at the lowest cost and best value. Prices must include all aspects WaTech needed for the provision of the Services described in this RFP. Failure to identify all costs in a manner consistent with the instructions in this RFP is sufficient grounds for disqualification.

4.2 (MS 500) Vendor Cost Proposal Form Vendor must include in its Response a completed Cost Proposal Form for the Fixed Price Planning Deliverable and Hourly Rate sections contained in Appendix E. The Cost Proposal Form will be the basis for evaluation of the Financial Response as specified in Section 7.

4.3 (M) Responses Responses must be complete and include pricing for all tasks and deliverables. Present all costs for items necessary to perform the services described in the Statement of Work. Vendor’s Responses to Cost Proposal Form, Appendix E will be the basis of evaluation of the Financial Proposal as specified in Section 7. Where there is no charge or rate, enter N/C (no charge) or zero (0) on the Cost Proposal Form, as applicable. If the Vendor fails to provide a price, the State will assume the item is free. If the Vendor states “no charge” for an item in the model, the State will receive that item free for the period represented in the model.

4.4 (M) Taxes Vendor must collect and report all applicable state taxes as set forth in Section 4.2, Vendor Licensed to do Business in Washington.

4.5 (M) Presentation of All Cost Components Identify all elements of recurring and non-recurring costs and include prices set forth in the Vendor Cost Proposal Form (Appendix E). This must include, but is not limited to, all taxes, administrative fees, labor, travel time, consultation services, and supplies needed for the provisioning of the Services described within this RFP.

Please do not include travel fees. WaTech shall reimburse Vendor for travel and other expenses in accordance with the then-current rules and regulations set forth in the Washington State Administrative and Accounting Manual (http://www.ofm.wa.gov/policy/contents.asp)

Vendor shall provide a detailed itemization of expenses, including description, amounts and dates, and receipts for amounts of fifty dollars ($50) or more when requesting reimbursement under the authorizing

SOW.

4.6 (M) Price Protection For the entire initial term of the Contract, the Vendor must guarantee to provide the Services at the proposed hourly rates unless a Contract amendment is mutually negotiated.

http://www.ofm.wa.gov/policy/contents.asp

SECTION 7

5. Evaluation

5.1 Overview

The Vendor who meets all of the RFP requirements and receives the highest number of total points as described below will be declared the ASV and enter into contract negotiations with WaTech.

5.2 Administrative Screening

The RFP Coordinator will review responses to determine pass/fail basis compliance with administrative requirements as specified in Section 3, Administrative Requirements. Evaluation teams will only evaluate Responses meeting all administrative requirements.

5.3 Mandatory Requirements

Responses meeting all of the administrative requirements will then be reviewed on a pass/fail basis to determine if the Response meets the Mandatory requirements. Only Responses meeting all Mandatory requirements will be further evaluated.

The State reserves the right to determine at its sole discretion whether Vendor’s response to a Mandatory requirement is sufficient to pass. If, however, all responding Vendors fail to meet any single Mandatory item, WaTech reserves the following options: (1) cancel the procurement, or (2) revise or delete the Mandatory item.

5.4 Qualitative Review and Scoring

Only Responses that pass the administrative screening and Mandatory requirements review will be evaluated and scored based on responses to the scored requirements in the RFP. Responses receiving a “0” on any Mandatory Scored (MS) element(s) will be disqualified.

5.5 Evaluation of Sections 4 & 5

a) Section 4- Mandatory Requirement review by Evaluation team.

b) Section 5, Experience, Skills and Approach by Evaluation team

Each scored element in the Experience, Skills and Approach Requirements section of the Response will be given a score by each technical evaluation team evaluator. Then, the scores will be totaled and an average score for each Vendor will be calculated as set forth below. This will be used in the calculation of Vendor’s total score, as set forth in Section 7.10, Vendor Total Score.

Evaluation points will be assigned based on the effectiveness of the Response to each technical requirement. For example, if a response is worth 10 points, a scale of zero to ten will be used, defined as follows:

5.6 Technical Evaluation – (Section 5)

WaTech will review all mathematical computations and will allocate 40 points to the Vendor with the highest total Technical Score. The point value for every other bid will be calculated using the ratio of each Vendor’s Technical Score to the highest Vendor’s Technical Score. This ratio will be multiplied by the 1000 points allocated for the Mandatory Technical Requirements to arrive at the Total Technical Score for each Vendor.

Vendor’s Technical Score x 1000 points = Vendor’s Total Technical Score Highest Vendor’s Technical Score

These scores will be carried over in the calculation of the Vendor Total Score as explained below.

5.7 Financial Proposal Evaluation – (Section 6)

The financial evaluation team will calculate the financial score for the Financial Proposal section of the Response using Vendor’s Cost Proposal Form. That number will represent the Lowest/Vendor’s Total Proposal set forth below.

Score Description Discussion

0 No value Vendor has omitted any discussion of this requirement or the information provided is of no value.

1-3 Poor Vendor has not fully established the capability to perform the requirement, has marginally described its approach, or has simply restated the requirement.

4-6 Average Vendor has an acceptable capability or solution to meet this criterion and has described its approach in sufficient detail to be considered "as meeting minimum requirements".

7-9 Good Vendor has demonstrated an above-average capability, approach, or solution and has provided a complete description of the capability, approach, or solution.

10 Excellent Vendor has provided an innovative, detailed, efficient approach or established, by references and presentation of material, far superior capability in this area.

Lowest Vendor Cost for orthoimagery x 300 = Total Cost orthoimagery Vendor’s Cost for orthoimagery

5.8 PHASE II -Optional Evaluation

1. Client References

The RFP Coordinator will calculate the scores for each Client Reference Form, Appendix G. The total scores of each Vendor’s Client References will be summed together and a Vendor’s average score will be calculated (Step 1). Each Vendor’s Average Score will be valued using the score of the highest scored vendor to determine each Vendor’s Reference Score (Step 2). The Vendor’s Reference Score will be used in the calculation of Vendor’s total score, as set forth in Section 7.8, Vendor Total Score.

Step 1 References Total Scores = Vendor’s Average Score Number of Vendor’s References

Step 2 Vendor’s Average Score x 100 = Client Reference Score Highest Vendor Average Score

2. Demonstrations

WaTech may elect, after evaluating the written proposals, to schedule Demonstrations of the top scoring finalists.

Final points for the Demonstrations will be calculated by an average of the individual scores as set forth below. This will be used in the calculation of Vendor’s total score, as set forth in Section 7.8, Vendor Total Score.

Sum of Evaluators Demonstration Scores = Vendor’s Avg. Demonstration Score Number of Evaluators

Vendor’s Avg. Demonstration Score x 100 = Demonstration Score Highest Avg. Demonstration Score

5.9 Allocation of Points

The scores for Response will be assigned a relative importance for each scored section. The relative importance for each section is as follows:

PHASE I

• Vendor Requirements, including Experience and Skill Qualifications (Section 5)

• Financial Proposal (Section 6.2)

1000 points

500 points

Phase I Subtotal 1500 points

PHASE II- optional for WaTech

Lowest Vendor Cost for Streaming service x 200 = Total Cost for Streaming Service Vendor’s Cost for Streaming service

• Client References (Section 4.6)

• Demonstrations (Section 4.7)

100 points

100 points

Phase II Subtotal 200 points

TOTAL 1700

5.10 Vendor Total Score

Vendors will be ranked using the Vendor’s Total Score for its Response, with the highest score ranked first and the next highest score ranked second, and so forth. Vendor’s Total Score will be calculated as follows:

Total Score = (Technical Score) + (Financial Score) + (Optional Phase 2 Score)

5.11 Selection of Apparently Successful Vendor

The Vendor with the highest Vendor total score will be declared the ASV. WaTech will enter into contract negotiations with the ASV. Should contract negotiations fail to be completed as described in Section 7.12, WaTech may immediately cease contract negotiations, declare the Vendor with the second highest score as the new ASV, and enter into contract negotiations with that Vendor. This process will continue until (1) the Contract is signed, (2) no qualified Vendors remain, or (3) WaTech cancels the award or solicitation consistent with this RFP.

5.12 Contract Negotiations

Upon selection of an Apparently Successful Vendor (ASV), WaTech will enter into contract negotiations with the ASV. Vendors must be willing to enter into a Contract and End User License Agreement in substantially the same form and the same terms and conditions as the Contract in Appendix B. The Apparently Successful Vendor will be expected to complete contract negotiations within one (1) calendar day of announcement of the ASV. The Apparently Successful Vendor will be expected to execute the Contract within five (5) calendar days of its receipt of the final contract. If the selected Vendor fails or refuses to sign the Contract within the allotted five (5)-calendar day period, WaTech may immediately cease contract negotiations and elect to cancel the award. WaTech may then award the Contract to the next ranked Vendor, or cancel or reissue this solicitation. Vendor’s submission of a Response to this solicitation constitutes acceptance of these Contract requirements.

APPENDIX A

CERTIFICATIONS AND ASSURANCES

Issued by the State of Washington

We make the following certifications and assurances as a required element of the Response, to which it is attached, affirming the truthfulness of the WaTech declared here and acknowledging that the continuing compliance with these statements and all requirements of the RFP are conditions precedent to the award or continuation of the resulting Contract.

The prices in this Response have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offer or competitor relating to

(i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered. The prices in this Response have not been and will not be knowingly disclosed by the offer, directly or indirectly, to any other offer or competitor before Contract award unless otherwise required by law. No attempt has been made or will be made by the offer to induce any other concern to submit or not to submit an offer for restricting competition. However, we may freely join with other persons or organizations for presenting a single proposal or bid.

The attached Response is a firm offer for a period of 90 days following the Response Due Date specified in the RFP, and it may be accepted by WaTech without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 90 day period. In the case of protest, your Response will remain valid for 120 days or until the protest is resolved, whichever is later.

In preparing this Response, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to the State's solicitation, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Response. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

We understand that the State will not reimburse us for any costs incurred in the preparation of this Response. All Responses become the property of the State, and we claim no proprietary right to the ideas, writings, items or samples unless so stated in the Response. Submission of the attached Response constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures, compliance with Mandatory and all other administrative requirements described in the solicitation document.

We understand that any Contract awarded, as a result of this Response will incorporate all the solicitation requirements. Submission of a Response and execution of this Certifications and Assurances document certify our willingness to comply with the Contract terms and conditions appearing in Appendix B, or substantially similar terms, if selected as a contractor. It is further understood that our standard contract will not be considered as a replacement for the terms and conditions appearing in Appendix B of this solicitation.

We (circle one) are / are not submitting proposed Contract exceptions (see Subsection 3.14, Contract Requirements).

Vendor Signature Vendor Company Name

Title Date

APPENDIX B

PROPOSED CONTRACT

Posted separately on the WaTech Web site at:

http://WaTech.wa.gov/procurement/procurement.aspx http://cts.wa.gov/procurement/procurement.aspx

APPENDIX C

(If Applicable) MWBE Participation Form

Minority…