27-E02-MMS-001 RFQ Exhibition Design.pdf

STATE OF WASHINGTON

WASHINGTON STATE HISTORICAL SOCIETY

OLYMPIA, WASHINGTON

REQUEST FOR QUALIFICATIONS

RFQ NO. 27-E02-MMS-001

If you download this RFQ from the WSHS website located at WWW.WASHINGTONHISTORY.ORG, you are responsible for sending your name, address, e-mail address and telephone number to the RFQ Coordinator in order for your organization to receive any RFQ amendments or bidder questions/WSHS answers.

PROJECT TITLE: Exhibition Planning and Design: Invention and Innovation Gallery (Formal title TBD)

PROPOSAL DUE DATE: August 15, 2025

EXPECTED TIME PERIOD FOR CONTRACT: 23 Months

CONSULTANT ELIGIBILITY: This procurement is open to those consultants that satisfy the minimum qualifications stated herein and that are available for work in Washington State.

CONTENTS OF THE REQUEST FOR QUALIFICATIONS AND QUOTATIONS:

1. Introduction

2. General Information for Consultants

3. Proposal Contents

4. Evaluation and Award

5. Exhibits

A. Certifications and Assurances B. Personal Service Contract with General Terms and Conditions

Request for Qualifications No. 27-E02-MMS-001

Table of Contents

1 INTRODUCTION

1.1 PURPOSE AND BACKGROUND

1.2 OBJECTIVE

1.3 MINIMUM QUALIFICATIONS

1.4 FUNDING

1.5 PERIOD OF PERFORMANCE

1.6 DEFINITIONS

1.7 ADA

2 GENERAL INFORMATION FOR CONSULTANTS

2.1 RFQ COORDINATOR

2.2 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

2.3 PREPROPOSAL CONFERENCE

2.4 SUBMISSION OF PROPOSALS

2.5 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

2.6 REVISIONS TO THE RFQ

2.7 MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION

2.8 ACCEPTANCE PERIOD

2.9 RESPONSIVENESS

2.10 MOST FAVORABLE TERMS

2.11 CONTRACT AND GENERAL TERMS & CONDITIONS

2.12 COSTS TO PROPOSE

2.13 NO OBLIGATION TO CONTRACT

2.14 REJECTION OF PROPOSALS

2.15 COMMITMENT OF FUNDS

2.16 INSURANCE COVERAGE

3 PROPOSAL CONTENTS

3.1 LETTER OF SUBMITTAL (MANDATORY)

3.2 QUALIFICATIONS SECTION

3.2.1 BUSINESS INFORMATION (MANDATORY)

3.2.2 QUALIFICATIONS

4 EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

4.2 CLARIFICATION OF PROPOSAL

4.3 EVALUATION WEIGHTING AND SCORING

4.4 ORAL PRESENTATIONS MAY BE REQUIRED

4.5 NOTIFICATION TO PROPOSERS

4.6 DEBRIEFING OF UNSUCCESSFUL PROPOSERS

4.7 PROTEST PROCEDURE

5 RFQ EXHIBITS

1 INTRODUCTION

1.1 PURPOSE AND BACKGROUND

The Washington State Historical Society (hereinafter called “AGENCY” or “WSHS”) is initiating this Request for Qualifications (RFQ) to solicit proposals from CONTRACTORS interested in providing exhibition planning and design for the for the Washington State History Museums’ Great Hall of History in the museum’s permanent exhibition gallery located at 1911 Pacific Avenue, Tacoma, Washington.

This project involves content research, organization of content, development of the physical organization of the exhibit space, integration of all exhibit elements into a cohesive presentation, functional characteristics and visual appearance of exhibit elements, and development of technical details for fabrication.

This gallery will be focused on exploring moments of Washingtonians’ innovation, invention, and ingenuity. The gallery will employ many interactive elements, both analog and digital and be designed to connect visitors to concepts in history, as well as science and social change. Topics will span health, recreation, farming, aerospace, technology, and more.

Washington’s leading role in the development of major industries and social movements will be explored, to potentially include:

• Aerospace

• Computers and Dot coms (Microsoft, Amazon, etc.)

• Coffee culture

• Farming innovations (tree farming, new apple varietals, etc.)

• Wilderness gear and culture (REI, Filson)

• Toy and gaming culture

• Music (jazz, grunge, rap)

Additionally, the many and diverse things invented in Washington state will be featured.

Potential inventions to be included (among others) are:

• Doppler ultrasound

• Kidney dialysis machine

• Bone marrow transplants (and general cancer care innovations)

• Vinyl

• Pickleball

• Magic the Gathering, Pictionary

• Boeing 727

• Lunar Rover

• Disposable diapers

• Slinky Dog

• Automatic car washes (Elephant Car Wash)

• Pinking shears

• Electric bass guitar

• Aero-go hover technology

1.2 OBJECTIVE

The objective of this project is to provide exhibit planning and design for the new permanent exhibition gallery Agents of Change – How Washington Changed the World. The awarded company will be responsible for pre-design, schematic design, design development, construction documents, production-ready files for graphics, and creative direction during the fabrication phase of the project.

1.3 MINIMUM QUALIFICATIONS

The Consultant must be licensed to do business in the state of Washington and have at least three years of experience in exhibition planning and design and interpretive content development for museums, visitor centers, or interpretive learning environments

Bidders, who do not meet these minimum qualifications will be rejected as non-responsive and will not receive further consideration. Any proposal that is rejected as non-responsive will not be evaluated or scored.

1.4 FUNDING

The overall budget for this project shall not exceed $323,817.00. (For reference, the entire project budget is $1,386,000.00, which includes exhibition planning and design, demolition and disposal of existing exhibits, electrical work, floor prep, demising walls, exhibit fabrication, exhibit installation, media production, graphics, and image rights).

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

1.5 PERIOD OF PERFORMANCE

The period of performance of any contract(s) resulting from this RFQ is tentatively scheduled to begin on or about August 29, 2025 and to end on July 31, 2027. The AGENCY reserves the option at its sole discretion to extend the contract for two additional one-year periods.

1.6 DEFINITIONS

Definitions for the purposes of this RFQ include:

Agency. The Washington State Historical Society is the agency of the state of Washington that is issuing this RFQ.

Consultant. Individual, company, or firm submitting a proposal in order to attain a contract with the AGENCY.

Contractor. Individual or company whose proposal has been accepted by the AGENCY and is awarded a fully executed, written contract.

Proposal. A formal offer submitted in response to this solicitation.

Request for Qualifications and Quotations (RFQ). Formal procurement document in which services needed are identified and firms are invited to provide their qualifications to provide the services and their hourly rates.

1.7 ADA

The AGENCY complies with the Americans with Disabilities Act (ADA). Consultants may contact the RFQ Coordinator to receive this RFQ in Braille or on tape.

2 GENERAL INFORMATION FOR CONSULTANTS

2.1 RFQ COORDINATOR

The RFQ Coordinator is the sole point of contact in the AGENCY for this procurement. All communication between the Consultant and the AGENCY upon receipt of this RFQ shall be with the RFQ Coordinator, as follows:

Name MaryMikel Stump

Mailing Address

Washington State History Museum

1911 Pacific Avenue

Tacoma, WA 98402

Phone Number 253-961-6554

E-Mail Address marymikel.stump@wshs.wa.gov

Any other communication will be considered unofficial and non-binding on the AGENCY.

Consultants are to rely on written statements issued by the RFQ Coordinator.

Communication directed to parties other than the RFQ Coordinator may result in disqualification of the Consultant.

2.2 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Issue Request for Qualifications July 18, 2025

Preproposal Conference (if applicable) July 28, 2025 (1PM, PST)

Question & answer period July18 – August 1, 2025

Issue addendum to RFQ (if applicable) Q&A responses issued August 4, 2025

Proposals due August 15, 2025 4:00 PM, PST

Evaluate proposals August 18 – 20, 2025

Conduct oral interviews with finalists, if required August 21, 2025

Announce “Apparent Successful Contractor” and send notification via fax or e-mail to unsuccessful proposers

August 22, 2025

Hold debriefing conferences (if requested) August 28, 2025

Negotiate contract September 3-5, 2025

Begin contract work September 8, 2025

The AGENCY reserves the right to revise the above schedule.

2.3 PREPROPOSAL CONFERENCE

A preproposal conference is scheduled to be held on July 28, 2025 at 1 p.m. PST via Teams

Teams Meeting Address:

Preproposal Conference (TEAMS) | Meeting-Join | Microsoft Teams

WSHS will be bound only to WSHS’s written answers to questions. Questions arising at the preproposal conference or in subsequent communication with the RFQ Coordinator will be documented and answered in written form. A copy of the questions and answers will be sent to each prospective Consultant that has received a copy of the RFQ or made the RFQ Coordinator aware of its interest in this procurement.

2.4 SUBMISSION OF PROPOSALS

Consultants are required to send a digital copy of their proposal via email not later than 4:00 pm local time on August 15, 2025. Consultants must also submit one (1) copy of their proposal with an original signature. The proposal, whether mailed or hand delivered, must arrive at the AGENCY no later than 4:00 p.m., local time, on August 15, 2025. The envelope containing the proposal should be clearly marked to the attention of the RFQ Coordinator.

The proposal is to be sent to the RFQ Coordinator at the email address noted in Section 2.1.

Hard copy of the proposal is to be sent to the mailing address noted in Section 2.1, addressed to RFQ Coordinator noted in the same section. To ensure delivery, please request a read/receipt. Proposals with attachments should be limited to 5MB to ensure transmission, or the Consultant may provide a hyperlink for transmission via file sharing website (Dropbox, Google Drive, WeTransfer, etc).

Proposals may not be transmitted using facsimile transmission.

Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of the AGENCY and will not be returned.

2.5 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Proposals submitted in response to this competitive procurement shall become the property of the AGENCY. All proposals received shall remain confidential until the contract, if any, resulting from this RFQ is signed by the Director of the AGENCY, or his Designee, and the apparent successful Contractor; thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW).

Any information in the proposal that the Consultant desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Consultant is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDVlZjVkZDEtMDkzZC00NzI2LTkyODUtOTU5YTZkY2Y2M2Ew%40thread.v2/0?context=%7b%22Tid%22%3a%22a2c599af-032c-4ab9-b13e-e91ea73982c3%22%2c%22Oid%22%3a%22e0c22740-db07-4a8e-a9a3-6607a7e7b446%22%7d

Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored.

If a public records request is made for the information that the Consultant has marked as "Proprietary Information" the AGENCY will notify the Consultant of the request and of the date that the records will be released to the requester unless the Consultant obtains a court order enjoining that disclosure. If the Consultant fails to obtain the court order enjoining disclosure, the AGENCY will release the requested information on the date specified. If a Consultant obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the AGENCY shall maintain the confidentiality of the Consultant's information per the court order.

A charge will be made for copying and shipping, as outlined in RCW 42.56. No fee shall be charged for inspection of contract files, but twenty-four (24) hours’ notice to the RFQ Coordinator is required. All requests for information should be directed to the RFQ Coordinator.

2.6 REVISIONS TO THE RFQ

In the event it becomes necessary to revise any part of this RFQ, addenda will be provided to all who receive the RFQ.

The AGENCY also reserves the right to cancel or to reissue the RFQ in whole or in part, prior to execution of a contract.

2.7 MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION

In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis.

The established annual procurement participation goals for MBE are 10% and for WBE, 4%, for this type of project. These goals are voluntary. Bidders may contact OMWBE at OMWBE Certified Firms to obtain information on certified firms or to become certified.

2.8 ACCEPTANCE PERIOD

Proposals must provide 60 days for acceptance by AGENCY from the due date for receipt of proposals.

2.9 RESPONSIVENESS

All proposals will be reviewed by the RFQ Coordinator to determine compliance with administrative requirements and instructions specified in this RFQ. The Consultant is specifically notified that failure to comply with any part of the RFQ may result in rejection of the proposal as non-responsive.

The AGENCY also reserves the right, however, at its sole discretion to waive minor administrative irregularities.

https://omwbe.wa.gov/directory-certified-businesses

2.10 MOST FAVORABLE TERMS

The AGENCY reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Consultant can propose. The AGENCY does reserve the right to contact a Consultant for clarification of its proposal.

The Consultant should be prepared to accept this RFQ for incorporation into a contract resulting from this RFQ. Contract negotiations may incorporate some or all of the Consultant’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the AGENCY.

2.11 CONTRACT AND GENERAL TERMS & CONDITIONS

The apparent successful contractor will be expected to enter into a contract, which is substantially the same as the sample contract and its general terms and conditions attached as Exhibit B. In no event is a Consultant to submit its own standard contract terms and conditions in response to this solicitation. The Consultant may submit exceptions as allowed in the Certifications and Assurances section, Exhibit A to this solicitation. The AGENCY will review requested exceptions and accept or reject the same at its sole discretion.

2.12 COSTS TO PROPOSE

The AGENCY will not be liable for any costs incurred by the Consultant in preparation of a proposal submitted in response to this RFQ, in conduct of a presentation, or any other activities related to responding to this RFQ.

2.13 NO OBLIGATION TO CONTRACT

This RFQ does not obligate the state of Washington or the AGENCY to contract for services specified herein.

2.14 REJECTION OF PROPOSALS

The AGENCY reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFQ.

2.15 COMMITMENT OF FUNDS

The director of the AGENCY or the director’s delegate are the only individuals who may legally commit the AGENCY to the expenditures of funds for a contract resulting from this RFQ. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

2.16 INSURANCE COVERAGE

The Contractor is to furnish the AGENCY with a certificate of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth below.

The Contractor shall, at Contractor’s own expense, obtain and keep in force insurance coverage, which shall be maintained in full force and effect during the term of the contract.

The Contractor shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to the AGENCY within fifteen (15) days of the contract effective date. The insurance coverage shall also name the AGENCY as additional insured.

Liability Insurance Commercial General Liability Insurance (CGL): Contractor shall maintain general liability insurance and, if necessary, commercial umbrella insurance, with a limit of not less than $1,000,000 per each occurrence. If CGL insurance contains aggregate limits, the general aggregate limit shall be at least twice the “each occurrence” limit. CGL insurance shall have products-completed operations aggregate limit of at least two times the “each occurrence” limit. CGL insurance shall be written on ISO occurrence from CG 00 01 (or a substitute form providing equivalent coverage). All insurance shall cover liability assumed under an insured contract (including the tort liability of another assumed in a business contract), and contain separation of insureds (cross liability) condition.

Additionally, the Contractor is responsible for ensuring that any subcontractors provide adequate insurance coverage for the activities arising out of subcontracts.

Business Auto Policy: As applicable, the Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit not less than $1,000,000 per accident. Such insurance shall cover liability arising out of “Any Auto.”

Business auto coverage shall be written on ISO form CA 00 01, 1990 or later edition, or substitute liability form providing equivalent coverage.

Employers Liability (“Stop Gap”) Insurance In addition, the Contractor shall buy employers liability insurance and, if necessary, commercial umbrella liability insurance with limits not less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease.

Additional Provisions Above insurance policy shall include the following provisions:

• Additional Insured. The AGENCY, its elected and appointed officials, agents and employees shall be named as an additional insured on all general liability, excess, umbrella and property insurance policies. All insurance provided in compliance with this contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by the state.

• Cancellation. The AGENCY shall be provided written notice before cancellation or non-renewal of any insurance referred to therein, in accord with the following specifications. Insurers subject to 48.18 RCW (Admitted and Regulation by the Insurance Commissioner): The insurer shall give the state 45 days advance notice of cancellation or non-renewal. If cancellation is due to non-payment of premium, the state shall be given 10 days advance notice of cancellation. Insurers subject to

48.15 RCW (Surplus lines): The state shall be given 20 days advance notice of cancellation. If cancellation is due to non-payment of premium, the state shall be given 10 days advance notice of cancellation.

• Identification. Policy must reference the state’s contract number and the agency name.

• Insurance Carrier Rating. All insurance and bonds should be issued by companies admitted to do business within the state of Washington and have a rating of A-, Class VII or better in the most recently published edition of Best’s Reports. Any exception shall be reviewed and approved by the AGENCY, the risk manager for the state of Washington, before the contract is accepted or work may begin. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and 284-15 WAC.

• Excess Coverage. By requiring insurance herein, the state does not represent that coverage and limits will be adequate to protect Contractor, and such coverage and limits shall not limit Contractor’s liability under the indemnities and reimbursements granted to the state in this contract.

Workers’ Compensation Coverage The Contractor will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The state will not be held responsive in any way for claims filed by the Contractor or their employees for services performed under the terms of this contract.

3 PROPOSAL CONTENTS

The museum requires the digital submittal to be sent as a PDF document. Proposals must be formatted on eight and one-half by eleven-inch (8 ½” x 11”) paper with tabs separating the major sections of the proposal. The three major sections of the proposal are to be submitted in the order noted below:

1. Letter of Submittal, including signed Certifications and Assurances (Exhibit A to this RFQ)

2. Qualifications

3. Statutory non-discrimination clause.

Proposals must provide information in the same order as presented in this document with the same headings. This will not only be helpful to the evaluators of the proposal but should assist the Consultant in preparing a thorough response.

Items in this section marked “mandatory” must be included as part of the proposal for the proposal to be considered responsive, however, these items are not scored. Items marked “scored” are those that are awarded points as part of the evaluation conducted by the evaluation team.

3.1 LETTER OF SUBMITTAL (MANDATORY)

The Letter of Submittal and the attached Certifications and Assurances form (Exhibit A to this RFQ) must be signed and dated by a person authorized to legally bind the Consultant to a contractual relationship, e.g., the president or executive director of a corporation, the managing partner of a partnership, or the proprietor of a sole proprietorship. Attach the Certifications and Assurances form to the Letter of Submittal.

3.2 QUALIFICATIONS SECTION

The services to be provided under this project are Exhibition Planning and Design Documents

The qualifications section of the proposal must contain information that will demonstrate to the evaluation committee the Consultant’s understanding of the types of services proposed, the firm’s ability to accomplish them, and the ability to meet tight timeframes.

The qualifications response is to be submitted in three sections as follows: 1) Business Information, 2) Experience and Staffing, and 3) Schedule. The optional fourth section would include proof of certification for minority and women-owned businesses participating on the project.

3.2.1 BUSINESS INFORMATION (MANDATORY)

A. State the name of the company, address, phone number, fax number, e-mail address, legal status of entity (ownership) and year entity was established as it now substantially exists.

B. Provide the firm’s Federal Employer Tax Identification number or Social Security number and the Washington Uniform Business Identification (UBI) number issued by the state of Washington Department of Revenue.

C. Indicate how many employees are with the firm. Name the firm principles and their roles.

D. Identify any state employees or former state employees employed by the Consultant or on the Consultant’s governing board as of the date of the proposal.

Include their position and responsibilities within the Consultant’s organization. If following a review of this information, it is determined by the AGENCY that a conflict of interest exists, the Consultant may be disqualified from further consideration for the award of a contract.

E. If the Consultant’s staff or subcontractor’s staff was an employee of the state of Washington during the past 24 months, or is currently a Washington State employee, identify the individual by name, the agency previously or currently employed by, job title or position held, and separation date.

F. If the Consultant has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the Consultant’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default.

G. Submit full details of the terms for default, including the other party's name, address, and phone number. Present the Consultant’s position on the matter. The AGENCY will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the experience. If no such termination for default has been experienced by the Consultant in the past five years, so indicate.

3.2.2 QUALIFICATIONS

1. EXPERIENCE (SCORED)

A. Describe services provided by the Consultant that indicate the firm’s ability to provide the services described in this RFQ.

B. Describe the firm’s recent experience with designing public exhibitions that showcase innovation, invention, and ingenuity.

C. Describe how you design exhibition spaces with a fixed budget for fabrication and installation. Describe what processes you have in place to ensure the exhibition space designed to meet a project budget. Provide examples of projects with fabrication budgets of $400.00-$450.00 per square foot for fabrication and installation.

D. Provide images/examples of production-ready files you have created for museum exhibitions.

2. STAFFING (SCORED)

A. Provide a description of the proposed project team structure and internal controls to be used during the course of the project, including any subcontractors.

B. Provide the name and a resume’ of the person who will be the lead contact for the project. Provide names and resumes for other staff, which includes information on the individual’s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information.

C. List any sub-consultants you may want to include to complete your roster of services. Describe what services each would provide. Provide the information in Section 3.2.1 about each.

3. SCHEDULE (SCORED)

Describe the firm’s ability to meet deadlines, especially on a short-time frame, and give examples of how past tight deadlines have been successfully met. Provide a narrative of how you will accomplish this project, based on its timeline and the deliverables listed in Exhibit C. Provide a proposed Gantt Chart for this project. Gantt charts may be formatted at 11” x 17”.

4. REFERENCE (MANDATORY)

List names, addresses, telephone numbers, fax numbers and e-mail addresses of three business references for whom work has been accomplished and briefly describe the type of service provided for them. By submitting a proposal in response to this Work Request, the vendor and team members grant permission to AGENCY to contact these references and others, who from AGENCY’s perspective, may have pertinent information. AGENCY may or may not, at AGENCY’s discretion, contact references. Do not include current AGENCY staff as references.

5. OMWBE CERTIFICATION (OPTIONAL AND NOT SCORED)

Include proof of certification issued by the Washington State Office of Minority and Women’s Business Enterprises if certified minority-owned firm and/or women-owned firm(s) will be participating on this project.

4 EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team to be designated by the AGENCY, which will determine the ranking of the proposals.

AGENCY, at its sole discretion, may also elect to select the top-scoring firms as finalists for an oral presentation.

4.2 CLARIFICATION OF PROPOSAL

The RFQ Coordinator may contact the Consultant for clarification of any portion of the Consultant’s proposal.

4.3 EVALUATION WEIGHTING AND SCORING

The following weighting and points will be assigned to the proposal for evaluation purposes:

Qualifications Section Firm Experience………….…60 points (maximum) Staff Qualifications……..……30 points (maximum) Schedule………………...……10 points (maximum)

Grand Total 100 Points

4.4 ORAL PRESENTATIONS MAY BE REQUIRED

Oral presentations, if considered necessary by the AGENCY, may be utilized in selecting the winning proposal. The AGENCY, at its sole discretion, may elect to select the top-scoring firm(s) from the written evaluation for an oral presentation and contact the top-scoring firm(s) to schedule a date, time and location for an oral presentation. Commitments made by the Consultant at the oral interview, if any, will be considered binding.

The oral presentation shall determine the apparently successful bidder.

4.5 NOTIFICATION TO PROPOSERS

Firms whose proposals have not been selected for further negotiation or award will be by e-mail.

4.6 DEBRIEFING OF UNSUCCESSFUL PROPOSERS

Upon request, a debriefing conference will be scheduled with an unsuccessful Proposer.

The request for a debriefing conference must be received by the RFQ Coordinator within three (3) business days after the Notification of Unsuccessful Consultant letter is faxed/e-mailed to the Consultant. The debriefing must be held within three (3) business days of the request.

Discussion will be limited to a critique of the requesting Consultant’s proposal. Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

4.7 PROTEST PROCEDURE

This procedure is available to Consultants who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Consultant is allowed three (3) business days to file a protest of the acquisition with the RFQ Coordinator. Protests may be submitted by email but should be followed by the original document.

Consultants protesting this procurement shall follow the procedures described below.

Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Consultants under this procurement.

All protests must be in writing and signed by the protesting party or an authorized Agent.

The protest must state the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included. All protests shall be addressed to the RFQ Coordinator.

Only protests stipulating an issue of fact concerning the following subjects shall be considered:

• A matter of bias, discrimination or conflict of interest on the part of the evaluator

• Errors in computing the score

• Non-compliance with procedures described in the procurement document or AGENCY policy

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) An evaluator’s professional judgment on the quality of a proposal, or 2) AGENCY’S assessment of its own and/or other agencies’ needs or requirements.

Upon receipt of a protest, a protest review will be held by the AGENCY. The AGENCY director or an employee delegated by the director who was not involved in the procurement, will consider the record and all available facts and issue a decision within five business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.

In the event a protest may affect the interest of another Consultant that submitted a proposal, such Consultant will be given an opportunity to submit its views and any relevant information on the protest to the RFQ Coordinator.

The final determination of the protest shall:

• Find the protest lacking in merit and uphold the AGENCY’s action.

• Find only technical or harmless errors in the AGENCY’s acquisition process and determine the AGENCY to be in substantial compliance and reject the protest.

• Find merit in the protest and provide the AGENCY options which may include:

Correct the errors and re-evaluate all proposals Reissue the solicitation document and begin a new process Make other findings and determine other courses of action as appropriate

If the AGENCY determines that the protest is without merit, the AGENCY will enter into a contract with the apparently successful contractor. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.

5 RFQ EXHIBITS

• Exhibit A Certifications and Assurances

• Exhibit B Personal Service Contract Format including General Terms and Conditions (GT&Cs)

• Exhibit C Scope of work

• Exhibit D Statutory non-discrimination clause

EXHIBIT A

CERTIFICATIONS AND ASSURANCES

1. I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract(s):

2. I/we declare that all answers and statements made in the proposal are true and correct.

3. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition.

However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal.

4. The attached proposal is a firm offer for a period of 60 days following receipt, and it may be accepted by the AGENCY without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 60-day period.

5. In preparing this proposal, I/we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

6. I/we understand that the AGENCY will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the AGENCY, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal.

7. Unless otherwise required by law, the prices and/or cost data that have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly to any other Proposer or to any competitor.

8. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document.

9. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

10. I/we grant the AGENCY the right to contact references and others, who may have pertinent information regarding the Proposer’s prior experience and ability to perform the services contemplated in this procurement.

11. If any staff member(s) who will perform work on this contract has retired from the State of Washington under the provisions of the 2008 Early Retirement Factors legislation, his/her name(s) is noted on a separately attached page.

Signature of Proposer

Title Date

EXHIBIT B

Contract Between the

State of Washington Washington State Historical Society

And «Business_Name» «Contact_Author»

This contract is made and entered into by and between the state of Washington, Washington State Historical Society, hereinafter referred to as the “AGENCY,” and the below named firm, hereinafter referred to as “CONTRACTOR.”

«Business_Name» «Contact_Author» «Street_Address» «CityStateZip» Phone: «Phone_Number» Email: «email»

PURPOSE

The purpose of this contract is to

SCOPE OF WORK

A. Attachment A, attached hereto and incorporated by reference, contains the General Terms and Conditions governing work to be performed under this contract, the nature of the working relationship between the AGENCY and the CONTRACTOR, and specific obligations of both parties.

B. The CONTRACTOR will provide services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:

CONTRACTOR will:

AGENCY will:

PERIOD OF PERFORMANCE

The period of performance under this contract will be from MONTH XX, 2025, or date of execution, whichever is greater through MONTH XX, 2025.

COMPENSATION

Total compensation payable to CONTRACTOR for satisfactory performance of the work under this contract shall not exceed WRITTEN AMOUNT dollars ($«Amount»). CONTRACTOR’S compensation for services rendered shall be based on _________________________

BILLING PROCEDURES AND PAYMENT

AGENCY will pay CONTRACTOR upon acceptance of services provided and receipt of properly completed invoices, which shall be submitted to the Contract Manager. CONTRACTOR will complete the required Statewide Payee Registration Form prior to payment being made.

Please use the links below to complete your vendor registration and direct deposit enrollment;

include the contract number «Contract_Number» in email subject line. If you have any questions about these forms, please contact AP@wshs.wa.gov for assistance. Accounts older than two years may have been deactivated. If you have an address change or bank account change, please complete these forms, even if you have done so in the past.

Please use the below links to complete the Statewide Vendor forms, sign them and submit to OFM, additionally, please email signed/completed forms to WSHS Fiscal office at ap@wshs.wa.gov, so we can get it into our system as well.

PLEASE DO NOT SELECT LIVED EXPERIENCE ON VENDOR FORM.

https://us.services.docusign.net/webforms-ux/v1.0/forms/de31cb867090a18cab2dcc318f2484eb https://us.services.docusign.net/webforms-ux/v1.0/forms/68a289edd550e66523d34e519a6e7e7b

For additional detailed instructions you can refer to the corresponding OFM websites below:

Vendor payee registration | Office of Financial Management Vendor/Payee Direct Deposit | Office of Financial Management

The invoices shall describe and document, to the AGENCY’S satisfaction, a description of the work performed, the progress of the project, and fees. The invoice shall include the contract reference number «Contract_Number». Payment shall be considered timely if made by the AGENCY within thirty (30) calendar days after receipt of properly completed invoices. Payment shall be sent to the address designated by the CONTRACTOR.

The AGENCY may, in its sole discretion, terminate the contract or withhold payments claimed by the CONTRACTOR for services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition of this contract.

No payments in advance or in anticipation of services or supplies to be provided under this contract shall be made by the AGENCY.

mailto:AP@wshs.wa.gov mailto:ap@wshs.wa.gov https://us.services.docusign.net/webforms-ux/v1.0/forms/de31cb867090a18cab2dcc318f2484eb https://us.services.docusign.net/webforms-ux/v1.0/forms/de31cb867090a18cab2dcc318f2484eb https://us.services.docusign.net/webforms-ux/v1.0/forms/68a289edd550e66523d34e519a6e7e7b https://us.services.docusign.net/webforms-ux/v1.0/forms/68a289edd550e66523d34e519a6e7e7b https://ofm.wa.gov/it-systems/accounting-systems/statewide-vendorpayee-services/vendor-payee-registration https://ofm.wa.gov/it-systems/accounting-systems/statewide-vendorpayee-services/vendorpayee-direct-deposit

CONTRACT MANAGEMENT

The Contract Manager for each of the parties shall be the contact person for all communications and billings regarding the performance of this contract.

CONTRACTOR - Contract Manager Information

AGENCY – Contract Manager Information

«Business_Name» «Contact_Author» «Street_Address» «CityStateZip» Phone: «Phone_Number» Email: «email»

Washington State Historical Society «Contract_Manager» 1911 Pacific Avenue Tacoma, WA 98504 Phone: «CM_Phone»

FAX: 253.272.9518

Email: «CM_Email»

PERMISSIONS (if applicable) The CONTRACTOR gives permission to the Washington State Historical Society (WSHS), including the Washington State Historical Society Research Center and Washington State History Museum permission to record and/or archive the presentation/digital media file(s) resulting from services described in the Scope of Work.

The CONTRACTOR also gives permission to use the video/audio clip/digital media file(s) resulting from services described in the Scope of Work for the non-commercial purpose of:

archiving/website usage/other TBD.

The CONTRACTOR waives all copyright and objections to this use by WSHS.

ASSURANCES

AGENCY and the CONTRACTOR agree that all activity pursuant to this contract will be in accordance with all the applicable current federal, state and local laws, rules and regulations.

CONTRACTOR, if applicable, affirms they are a small business as defined by RCW 39.26.010 or from a certified veteran-owned business, thus allowing the higher direct-buy limit of $40,000

ORDER OF PRECEDENCE

Each of the exhibits listed below is by this reference herby incorporated into this contract. In the event of an inconsistency in this contract, the inconsistency shall be resolved by giving precedence in the following order:

1. Applicable federal and state of Washington statutes and regulations

2. Special terms and conditions as contained in this basic contract instrument

3. Attachment A – General Terms and Conditions

ENTIRE AGREEMENT

This contract, including referenced exhibits, represents all the terms and conditions agreed upon by the parties. No other statements or representations, written or oral, shall be deemed a part hereof.

CONFORMANCE

If any provision of this contract violates any statute or rule of law of the state of Washington, it is considered modified to conform to that statute or rule of law.

APPROVAL

This contract shall be subject to written approval of the AGENCY’S authorized representative and shall not be binding until so approved. The contract may be altered, amended, or waived only by a written amendment executed by both parties.

THIS CONTRACT, consisting of three (3) pages and one (1) attachment(s) is executed by the persons signing below who warrant that they have the authority to execute the contract.

WASHINGTON STATE HISTORICAL SOCIETY «Business_Name» Teresa Mattson

Signature Signature

Printed Name Teresa Mattson Printed Name

Title Financial Services Director Title

Date Date

ATTACHMENT A

GENERAL TERMS AND CONDITIONS

DEFINITIONS –

As used throughout this contract, the following terms shall have the meaning set forth below:

A. “AGENCY: shall mean the Washington State Historical Society of the State of Washington, any division, section, office, unit or other entity of the AGENCY, or any of the officers or other officials lawfully representing the AGENCY.

B. “AGENT” shall mean the Director, and/or the delegate authorized in writing to act on the Director’s behalf.

C. “CONTRACTOR” shall mean that firm, provider, organization, individual or other entity performing service(s) under this contract and shall include all employees of the CONTRACTOR.

D. “SUBCONTRACTOR” shall mean one not in the employment of the CONTRACTOR, who is performing all or part of those services under this contract under a separate contract with the CONTRACTOR. The terms “SUBCONTRACTOR” and “SUBCONTRACTORS” means SUBCONTRACTOR(s) in any tier.

ADVANCE PAYMENTS PROHIBITED –

No payments in advance of or in anticipation of goods or services to be provided under this contract shall be made by the AGENCY.

AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, also referred to as the “ADA” 28 CFR Part 35 – The CONTRACTOR must comply with the ADA, which provides comprehensive civil rights protection to individuals with disabilities in the areas of employment, public accommodations, state and local government services, and telecommunications.

ASSIGNMENT

Neither this contract, nor any claim arising under this contract, shall be transferred or assigned by the CONTRACTOR without prior written consent of the AGENCY.

DISALLOWED COSTS –

The CONTRACTOR is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its SUBCONTRACTORS.

DISPUTES –

In the event a dispute arises between the parties concerning any matter involving this contract, the parties shall meet and confer in an attempt to resolve their disagreement informally. The parties agree that this process shall precede any action in a judicial or quasi-judicial tribunal.

Nothing in this section shall prevent the parties from mutually agreement to an additional dispute resolution method such as mediation.

FORCE MAJEURE

Neither party will incur any liability to the other if its performance of any obligation under this agreement is prevented or delayed by causes beyond its control and without the fault or negligence of either party. Causes beyond a party’s control may include, but are not limited to, acts of God or war, changes in controlling law, regulations, orders or the requirements of any governmental entity, natural disasters, fire, epidemics and quarantines.

Each party shall notify the other orally within five (5) days and in writing within ten (10) days of the date on which the party becomes aware, or should have reasonably become aware, that such cause would prevent or delay its performance under the agreement. Such notification shall (i) describe fully such cause(s) and its effect on performance, (ii) state whether performance is prevented or delayed and (iii) if performance is delayed, state a reasonable estimate of the duration of the delay. The party claiming force majeure shall have the burden of proving that such cause(s) delayed or prevented its performance despite its diligent efforts to perform and shall produce such supporting documentation as the other party may reasonably request.

FUNDING CONTINGENCY

In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this agreement and prior to the normal completion of the agreement’s term, WSHS may suspend or terminate this agreement with ten days advance notice under those new funding limitations and conditions.

GOVERNING LAW – This contract shall be construed and interpreted in accordance with the laws of the State of Washington, and the venue of any action brought hereunder shall be in the Superior Court for Thurston County.

INDEMNIFICATION -- To the fullest extent permitted by law, CONTRACTOR shall indemnify, defend, and hold harmless the State, agencies of State and all officials, agents and employees of State, from and against all claims for injuries or death arising out of or resulting from the performance of the contract. “Claim,” as used in this contract, means any financial loss, claim, suit, action, damage or expense, including but not limited to attorney’s fees, attributable for bodily injury, sickness disease, or death, or injury to or destruction of tangible property including loss of use resulting therefrom.

CONTRACTOR’S obligations to indemnify, defend, and hold harmless includes any claim by CONTRACTOR’S agents, employees, representatives, or any SUBCONTRACTOR or its employees.

CONTRACTOR expressly agrees to indemnify, defend, and hold harmless the State for any claim arising out of or incident to CONTRACTORS for any SUBCONTRACTOR’S performance or failure to perform the contract. CONTRACTOR’S obligation to indemnify, defend, and hold harmless the State shall not be eliminated or reduced by any actual or alleged concurrent negligence of State or its agents, agencies, employees and officials.

CONTRACTOR waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend and hold harmless State and its agencies, officials, agents or employees.

INDEPENDENT CAPACITY OF THE CONTRACTOR – The parties intend that an independent CONTRACTOR relationship will be created by this contract. The CONTRACTOR and his or her employees or agents performing under this contract are not employees or agents of the AGENCY. The CONTRACTOR will not hold himself/herself out as or claim to be an officer or employee of the AGENCY or of the State of Washington by reason hereof, nor will the CONTRACTOR make any claim of right, privilege or benefit which would accrue to such employee under law. Conduct and control of the work will be solely with the CONTRACTOR.

INDUSTRIAL INSURANCE COVERAGE – The CONTRACTOR shall comply with the provisions of Title 51 RCW, Industrial Insurance. If the CONTRACTOR fails to provide industrial insurance coverage or fails to pay premiums or the penalties on behalf of its employees, as may be required by law, AGENCY may collect from the CONTRACTOR the full amount payable to the Industrial Insurance accident fund. The AGENCY may deduct the amount owed by the CONTRACTOR to the accident fund from the amount payable to the CONTRACTOR by the AGENCY under this contract and transmit the deducted amount to the Department of Labor and Industries, (L&I) Division of Insurance Services. This provision does not waive any of L&I’s rights to collect from the CONTRACTOR.

INTELLECTUAL PROPERTY INDEMNIFICATION –

CONTRACTOR shall defend, indemnify and hold AGENCY harmless from and against all claims, demands, losses, damages or costs caused by or resulting from the use of any materials, expression, design,…