Competitive Solicitation - 00224.docx

COMPETITIVE SOLICITATION – NO. 00224

FOR

AUDIO-VISUAL SOLUTIONS CONTRACTS

AWARDED BY

SPECIFIED GEOGRAPHIC AREA

Interested Bidders: On behalf of the Washington State Department of Enterprise Services (“Enterprise Services”), thank you for your interest in contracting with the State of Washington to provide goods/services. To ensure a fair and transparent procurement process that is open to all qualified vendors, Washington’s Procurement Code for Goods/Services (RCW 39.26) requires that this procurement be conducted through a competitive solicitation process.

This Competitive Solicitation is designed to result in contracts (“Contract(s)” or “Enterprise Procurement Solution Contract(s)”) that can be used by any Washington State agency as well as other specified eligible purchasers (collectively, “Purchasers”) to purchase the specified goods/services from awarded Bidders (“Contractor” for purposes of the resulting contract). Accordingly, this Competitive Solicitation and the resulting Enterprise Procurement Solution Contracts have unique features, requirements, and terminology, which are explained further in the Bidder Contracting Guide for Enterprise Procurement Solution Contracts for Goods and Services (“Contracting Guide”).

This Competitive Solicitation consists of this document and the exhibits identified in the summary table attached as Appendix A – Summary Table of All Exhibits & the Required Bid Submittals.

This Competitive Solicitation is organized into the following four sections and one appendix:

· Section 1 – Opportunity: Describes the opportunity for Bidders - i.e., what goods/services are being solicited; award type; number of awards; historical sales information; and historical purchasers.

· Section 2 – Competitive Solicitation Process: Describes the procurement process for this Competitive Solicitation.

· Section 3 –Submitting A Bid: Details how Bidders prepare and submit a bid.

· Section 4 – Bid Evaluation: Details how Enterprise Services will review and evaluate bids to determine Contract awards.

· Appendix A: Summary Table of All Exhibits & the Required Bid Submittals.

SECTION 1 – OPPORTUNITY

This section describes the goods/services that are included in the Competitive Solicitation. Bidders, if awarded a Contract, would provide such goods/services to Purchasers who utilize the Contract. This section also includes available historical data about prior purchases that may help Bidders evaluate the potential opportunity including, when available, prior purchasing data.

1.1. SCOPE OF INCLUDED GOODS/SERVICES. Enterprise Services is using this Competitive Solicitation to solicit value-added bids from innovative, qualified Bidders to purchase specified audio equipment, video equipment, system controls, projection equipment, photographic equipment, assistive communication technology & accessibility solutions, and peripherals & accessories (collectively, “Audio-Visual Equipment” or “Goods”) and specified consultation, design, installation, maintenance, and warranty coverage services pertaining to such Audio-Visual Equipment (collectively, “Audio-Visual Services” or “Services”). This Competitive Solicitation includes BOTH Audio-Visual Equipment and Audio-Visual Services (collectively, “Audio-Visual Solutions”). Bidders, who are awarded a Contract, must provide Audio-Visual Solutions that, at a minimum, meet or exceed any required minimum specifications and/or the required minimum performance requirements as stated in Exhibit D - Contract.

For purposes of this Competitive Solicitation, Audio-Visual Equipment includes:

· Audio Equipment, such as speakers, sound systems, microphones, headphones, headsets, intercom systems, sound masking devices, and amplifiers;

· Video Equipment, for videoconferencing and video recording, as well as displays, video walls, camcorders, and blue ray players/recorders;

· Projection Equipment, such as video projection systems, tripods, overheads, and video presentation boards;

· Photographic Equipment, such as cameras;

· Assistive Communication Technology & Accessibility Solutions, such as induction loops, FM receivers/transmitters, and PA systems; and

· Peripherals and Accessories, such as AV carts, podiums, lecterns, stands, batteries, and cables etc.

Audio-Visual Services includes performing the following services for Purchasers who purchase Audio-Visual Equipment:

· Consultation: Bidder will provide Purchaser with general Audio-Visual advice;

· Design: Bidder will provide Purchaser with advice for planning and designing the Audio-Video Solution;

· Installation: Bidder will provide Purchaser with an Audio-Visual Technician for Audio-Visual installation jobs;

· Maintenance: Bidder will provide Purchaser with an Audio-Visual Technician to answer questions and adjust, repair, or replace warrantied and non-warrantied equipment; and

· Warranty Coverage: Bidder, at a minimum, will provide Purchaser with a base-offer warranty of twelve (12) months on all Audio-Visual Equipment and for all Audio-Visual Services. Bidder may provide extended warranty coverage.

Please Note: To be eligible to be awarded a Contract, Bidders MUST:

· Be able to provide the Audio-Visual Equipment and perform the Audio-Visual Services.

Purchasers may purchase Audio-Visual Equipment and/or Audio-Visual Services from any awarded Contractor within Purchaser’s Geographic Area. Purchasers may also purchase Audio-Visual Equipment and/or Audio-Visual Services from awarded Contractors outside of Purchaser’s Geographic Area; provided that Purchaser attempts to obtain the Audio-Visual Equipment and/or Audio-Visual Services from Contractors within Purchaser’s Geographic Area and those Contractors within Purchaser’s Geographic Area are unable to fulfill the Purchaser’s order.

Geographic Area. This Competitive Solicitation uses the following Geographic Areas for purposes of Contract awards:

· Geographic Area 1 – Western: Clallam, Clark, Cowlitz, Grays Harbor, Jefferson, King, Kitsap, Klickitat, Lewis, Mason, Pacific, Pierce, San Juan Island, Skagit, Skamania, Snohomish, Thurston, Whatcom, Wahkiakum counties.

· Geographic Area 2 – Eastern: Adams, Asotin, Benton, Chelan, Columbia, Douglas, Franklin, Ferry, Garfield, Grant, Kittitas, Lincoln, Okanogan, Pend Oreille, Stevens, Spokane, Walla Walla, Whitman, Yakima counties.

Bidders may bid on any or all specified Geographic Areas; Provided, that Bidder has a physical base of operations within the Geographic Area (i.e. a permanent, physical location within the Geographic Area where core business activities are performed, properly registered and/or licensed within Washington State (unless exempt)). A P.O. Box alone within a Geographic Area does not constitute a physical base of operations to be considered eligible to bid for that Geographic Area.

Contract Award Type. As detailed below in the Contract Award Summary Table, Enterprise Services also intends to make two types of Contract Awards:

· Main Awards for Contracts. Main Awards are open to all Bidders. Enterprise Services intends to make Main Awards by specified Geographic Area, to the highest scored, responsive, responsible Bidders; Provided, however that Enterprise Services will NOT award a Contract to any bidder whose bid is NOT within 40% of the highest scored awarded bidder.

· Reserved Awards for Contracts. Reserved Awards are best value procurement awards. Enterprise Services encourages the use of Washington Small Businesses and/or Certified Veteran-Owned Businesses for contract opportunities. Accordingly, to help facilitate Washington state agency purchases of Audio-Visual Solutions from Washington Small Businesses and/or Certified Veteran-Owned Businesses, Enterprise Services intends to make Reserved Awards within each specified Geographic Area, to the highest scored, responsive, responsible Bidder who:

· Did not receive a Main Award within such specified Geographic Area; and

· Certifies pursuant to Exhibit A – Bidder’s Certification and qualifies as a Washington Small Business and/or Washington Certified Veteran-Owned Business. If subcontractors are utilized on a Reserved Award Contract, those subcontractors also must qualify as a Washington Small Business and/or Certified Veteran-Owned Business as described in Exhibit A – Bidder’s Certification.

Provided, however, that Enterprise Services will NOT award a Contract to any bidder whose bid is NOT within 40% of the highest scored awarded bidder.

Total potential Contract awards are stated below in the Contract Award Summary Table.

AWARDS

RESERVED

AWARDS

1.2. PRIOR SALES. Historically, for prior contracts, annual total sales were approximately $7,156,596.02 for the Audio-Visual Solutions among all eligible Purchasers. Total potential or estimated contract sales for this Competitive Solicitation are not known. The resulting Contract(s) will be available for use by all eligible Purchasers. Such Purchasers will decide whether the Contract meets their needs and whether they use the Contract to purchase included Audio-Visual Solutions. Although Enterprise Services does not represent or guarantee any potential purchases from the resulting Contract(s), prior purchases under a similar procurement are set forth in the following chart:

CONTRACT NO. 03418 – TOTAL SALES BY YEAR

April 1, 2019 – December 31, 2024

1.3. PURCHASERS. Historically, for prior contracts, the following chart(s) identify entities who used the contracts:

CONTRACT NO. 03418 – TOP 10 PURCHASER TYPES

April 1, 2019 – December 31, 2024

Total Sales ($42,939,576) from Previous Contract for Audio-Visual Solutions 03418 (April 1, 2019 – December 31, 2024)

SECTION 2 – COMPETITIVE SOLICITATION PROCESS

This section describes the procurement process for this Competitive Solicitation, including:

· Information about the purpose of the Competitive Solicitation;

· The Competitive Solicitation process;

· The form and term of the intended Contract(s);

· Important deadlines for this Competitive Solicitation;

· Information about the Pre-Bid Conference;

· Where to direct questions or concerns regarding the Competitive Solicitation;

· Limits on Bidder communications during the Competitive Solicitation process;

· Information about the complaint, debrief and protest process; and

· The process for potential amendments or modifications to the Competitive Solicitation.

2.1. PURPOSE OF THE COMPETITIVE SOLICITATION. This Competitive Solicitation is a required formal process for Enterprise Services to receive competitive bids from interested Bidders. Enterprise Services:

· Will review and evaluate such bids using the process and criteria stated herein; and

· Intends to award Enterprise Procurement Solution Contract(s) for the specified Audio-Visual Solutions.

2.2. COMPETITIVE SOLICITATION PROCESS. Enterprise Services, on behalf of the State of Washington, is issuing this Competitive Solicitation to establish and award Enterprise Procurement Solution Contract(s) that eligible Purchasers can choose to utilize to purchase specified Audio-Visual Solutions from Bidders who are awarded a Contract. Such Enterprise Procurement Solution Contract(s) enable eligible Purchasers to purchase included Audio-Visual Solutions without incurring the cost or delay of conducting multiple separate procurements. Bidders who are awarded a Contract have more efficient and cost-effective access to multiple Purchasers through established, commercially reasonable, contractual terms and conditions to provide the Audio-Visual Solutions.

Note: For purposes of this Competitive Solicitation and the resulting Contract, eligible Purchasers include:

· WASHINGTON STATE AGENCIES. All Washington state agencies, departments, offices, divisions, boards, and commissions.

· WASHINGTON STATE INSTITUTIONS OF HIGHER EDUCATION. Any the following institutions of higher education (colleges) in Washington:

· State universities – i.e., University of Washington & Washington State University;

· Regional universities – i.e., Central Washington University, Eastern Washington University, & Western Washington University

· Evergreen State College;

· Community colleges; and

· Technical colleges.

· CONTRACT USAGE AGREEMENT PARTIES. Any of the following types of entities that have executed a Contract Usage Agreement with Enterprise Services:

· Political subdivisions (e.g., counties, cities, school districts, public utility districts) in the State of Washington;

· Federal governmental agencies or entities;

· Public-benefit nonprofit corporations (i.e., public benefit nonprofit corporations as defined in RCW 24.03A.245) who receive federal, state, or local funding); and

· Federally recognized Indian Tribes located in the State of Washington.

2.3. CONTRACT FORM & TERM. As stated in Exhibit D – Contract, the Contract term is up to seventy-two (72) months. Bidders must specify prices for the first twelve (12) months of the Contract term (such prices then will be adjusted as stated in the Contract). The Contract is subject to earlier termination as stated therein. Although Contract use is optional for eligible Purchasers other than Washington State agencies, all eligible Purchasers are subject to the same contract terms, conditions, and pricing as Washington State agencies.

2.4. COMPETITIVE SOLICITATION DEADLINES. The following table identifies important dates for this Competitive Solicitation:

COMPETITIVE SOLICITATION DEADLINES

at 1:00 p.m. (Pacific Time) Attend via Microsoft Teams Weblink: link Password: qo7wH38u Dial in by phone +1 564-999-2000,,916833194# United States, Olympia

(833) 322-1218,,916833194# United States (Toll-free) Find a local number Phone conference ID: 916 833 194# For organizers: Meeting options | Reset dial-in PIN

11:59 pm (Pacific Time)

11:59 pm (Pacific Time)

Note: As required by Washington law, this Competitive Solicitation is posted to Washington’s Electronic Business Solution (“WEBS”). See RCW 39.26.150. As set forth in the Contracting Guide, interested Bidders must register in WEBS. In the event there are amendments to this Competitive Solicitation, Enterprise Services will post such amendments to WEBS. Similarly, in the event of any timely Bidder questions (i.e., questions raised during the Pre-Bid Conference or the Question & Answer Period), Enterprise Services will post written responses to such questions to WEBS.

2.5. PRE-BID CONFERENCE. Enterprise Services will host a virtual Pre-Bid Conference at the date and time stated in Section 2.4, above. Bidders are encouraged to attend and participate, but attendance is not mandatory.

The Pre-Bid Conference is intended to:

· Familiarize Bidders with Washington’s requirements for governmental procurements of goods/services through Enterprise Procurement Solution Contracts;

· Explain the Competitive Solicitation; and

· Allow Bidders to raise questions or concerns regarding the Competitive Solicitation.

As practicable, Enterprise Services will address Bidder questions or concerns that are raised during the Pre-Bid Conference at that time. To ensure a fair and transparent procurement process for all potential Bidders, however, Enterprise Services will identify Bidder questions or concerns raised during the Pre-Bid Conference and the Procurement Coordinator will provide and post to WEBS an official written response prior to the end of the Question & Answer Period.

Bidders who wish to attend the Pre-Bid Conference may request reasonable accommodations by contacting the Procurement Coordinator before the Pre-Bid Conference.

2.6. COMPETITIVE SOLICITATION QUESTIONS. Questions or concerns regarding this Competitive Solicitation must be directed to the following Procurement Coordinator:

· NAME: Kasey Brown

· Email: DESContractsTeamCypress@des.wa.gov The Procurement Coordinator will post written answers to Bidder questions or concerns WEBS. Bidders are encouraged to submit questions and concerns regarding the Competitive Solicitation as early in the process as possible to allow the Procurement Coordinator time to consider and respond.

Note: If Bidders have questions or concerns regarding the Contract (see Exhibit D – Contract), Bidders timely must submit such questions or concerns, in writing, to the Procurement Coordinator before the Deadline for Submitting Questions stated in Section 2.4, above. Enterprise Services does not intend to negotiate substantive terms and conditions pertaining to the resulting Contracts at Contract award.

2.7. BIDDER COMMUNICATION DURING THE COMPETITIVE SOLICITATION. During the Competitive Solicitation process, Bidders must direct all communications regarding this Competitive Solicitation to the Procurement Coordinator stated in Section 2.6, above. Bidders must rely ONLY on this Competitive Solicitation, written amendments to this Competitive Solicitation, and written answers to Bidder questions or concerns posted to WEBS. In no event will oral communications regarding this Competitive Solicitation be binding. Unauthorized Bidder contact regarding this Competitive Solicitation with other state employees or Purchasers involved with the Competitive Solicitation may result in Bidder disqualification.

2.8. COMPLAINTS, DEBRIEFS, & PROTESTS. This Competitive Solicitation and resulting Contract awards are subject, as applicable, to complaints, debriefs, and protests as explained in the Contracting Guide, which may impact the dates set forth above. As stated in the Contracting Guide:

· Bidder complaints and debrief requests must be emailed to the Procurement Coordinator stated in Section 2.6, above; and

· Bidder protests must be sent to the Protest Officer as stated in the Contracting Guide.

2.9. COMPETITIVE SOLICITATION – AMENDMENT & MODIFICATION. Enterprise Services reserves the right to amend and modify this Competitive Solicitation. Bidders will receive notifications, amendments, modifications, or updates regarding this Competitive Solicitation ONLY if they have registered and downloaded this Competitive Solicitation directly via WEBS. Bidders must be registered in WEBS to be awarded a Contract. Visit WEBS to register.

SECTION 3 – SUBMITTING A BID

This section identifies how to prepare and submit a bid to Enterprise Services for this Competitive Solicitation. Bidders must review and follow the Competitive Solicitation requirements including those set forth in the exhibits, which detail the information that Bidders must provide to Enterprise Services. By responding to this Competitive Solicitation and submitting a bid, Bidders acknowledge having read and understood the entire Competitive Solicitation, including the Contracting Guide, and accept all information contained within this Competitive Solicitation.

3.1. BID FORMAT. Required Bid Submittals must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the exhibits). Unless otherwise specified in writing by Enterprise Services, Bidders must submit Required Bid Submittals and permitted ancillary documents to Enterprise Services in MS Word, MS Excel, or Adobe PDF. Where required, Bidders may sign Required Bid Submittals using either a physical or electronic signature.

3.2. PRICING. Bidders must identify and include all cost elements in their pricing. In the event that Bidder is awarded a Contract, the total price for the Audio-Visual Solutions shall be Bidder’s price as submitted. Except as provided in the Contract, there shall be no additional or other costs of any kind.

· Credit Cards (aka Purchase Cards or P-Cards): If Bidder is awarded a Contract, the total price for the Audio-Visual Solutions shall be the same regardless of whether Purchasers make payment by cash, credit card, or electronic payment. Bidder shall bear, in full, any processing or surcharge fees associated with the use of credit cards or electronic payment.

· Vendor Management Fee: The resulting Contract from this Competitive Solicitation shall include a Vendor Management Fee (“VMF”) as stated in the Contract attached as Exhibit D – Contract. Bidder’s pricing shall reflect and include the VMF within Bidder’s pricing and Bidder, if awarded a Contract, shall not add a separate line item charge for such VMF to any Contractor invoices to Purchasers.

3.3. SUBMITTING BIDS. Bidders must email Required Bid Submittals to DESContractsTeamCypress@des.wa.gov. Please note:

· Bidder’s email, including all attachments, must not exceed 30MB in size.

· Enterprise Services will not accept or open zipped files.

· Enterprise Services will acknowledge bid receipt by responsive email. If Bidder does not receive such acknowledgement within five (5) business days, Bidder must contact the Procurement Coordinator to confirm acknowledgement of bid receipt. Acknowledgement of bid receipt is not a determination on the bid’s responsiveness.

3.4. ADDITIONAL BID SUBMITTALS. Bidders may not provide unsolicited materials. If Enterprise Services expressly has stated, in writing, that supplemental materials may be provided, Bidders must identify such supplemental materials as stated by Enterprise Services.

3.5. PUBLIC RECORDS. Submitted bids and any supplemental Bidder materials pertaining to this Competitive Solicitation are subject to Washington’s Public Records Act (RCW 42.56) and, in the event of a public records request, will be disclosed as stated in the Contracting Guide.

SECTION 4 – BID EVALUATION

This section states how Enterprise Services will review and evaluate bids for this Competitive Solicitation.

4.1. OVERVIEW. Enterprise Services will review and evaluate bids for this Competitive Solicitation as follows:

· BID REVIEW: Enterprise Services will review bids to determine bid responsiveness as stated in Section 4.2, below.

· BID EVALUATION: Enterprise Services will evaluate responsive bids as stated in Sections 4.3 – 4.5, below.

· PROCUREMENT AUTHORITY DISCRETION. Enterprise Services reserves the right to:

· Request Bidder clarification regarding any bid;

· Waive any informality;

· Reject any or all bids, or portions thereof;

· Cancel the Competitive Solicitation and, if desired, re-solicit bids; and/or

· Negotiate with the lowest responsive and responsible Bidder(s) to determine whether such bids can be improved.

Enterprise Services will use the following process and evaluation criteria to determine eligibility for a Contract award:

See Section 4.2, below

Review Bidder’s Required Bid Submittals to determine whether Bidder’s bid is responsive to the Competitive Solicitation Pass/Fail

Exhibit D – Contract Review whether Bidder’s Audio-Visual Equipment/Audio-Visual Services and/or Bidder’s performance capability meets the mandatory minimum performance specifications for the Competitive Solicitation Pass/Fail

See Section 4.3, below

Exhibit B – Scored Non-Cost Factors Evaluate and score Bidder’s response to stated non-cost factors including, as applicable, Bidder’s Audio-Visual Equipment/Audio-Visual Services and/or Bidder’s performance capability that exceeds mandatory minimum performance specifications for the Competitive Solicitation

Exhibit C – Bid Price Evaluate and score Bidder’s cost factors

See Section 4.4, below

See Section 4.5, below

Bidder Responsibility Analysis Review and determine Bidder responsibility Pass/Fail

See Section 4.6, below

See Section 4.7, below

See Section 4.8, below

4.2. BID RESPONSIVENESS REVIEW (PASS/FAIL). Enterprise Services will review bids – on a pass/fail basis – to determine whether the bid complies with the Competitive Solicitation requirements and, therefore, is ‘responsive.’ If Enterprise Services determines that a bid is nonresponsive, Enterprise Services will reject the bid and notify the Bidder, in writing, that the bid is nonresponsive. Such written notification will include a brief explanation as to why the bid is nonresponsive.

Enterprise Services, in its discretion, may waive informalities in a bid. An informality is an immaterial variation from the exact requirements of the Competitive Solicitation, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the Audio-Visual Equipment or the quality, capability, or performance of the Audio-Visual Services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to Bidders.

Consistent with the Washington State Legislature’s policy goals to reduce barriers to competition and increasing opportunities for small businesses to contract with state agencies, Enterprise Services, in its discretion, may clarify a Bidder’s bid that is in substantial compliance with the instructions. Clarifications are intended to ensure that the bids are complete and can be evaluated fairly.

· REVIEW BIDDER’S REQUIRED BID SUBMITTALS (STEP 1A). Enterprise Services will review each bid to determine whether:

· The bid is complete – i.e., does Bidder’s bid include each of the Required Bid Submittals as stated in Appendix A – Summary Table of All Exhibits & the Required Bid Submittals;

· Bidder’s Required Bid Submittals are complete, consistent with the instructions, signed, and legible; and

· Bidder’s certifications, as provided by Bidder in Bidder’s submitted Exhibit A – Bidder’s Certification, constitute a responsive bid.

· REVIEW MINIMUM REQUIRED PERFORMANCE REQUIREMENTS (STEP 1B). Enterprise Services will review each bid to determine whether Bidder’s Audio-Visual Equipment/Audio-Visual Services and/or Bidder’s performance capability meets the minimum required specifications and/or performance requirements stated in Exhibit D – Contract. Note: Enterprise Services reserves the right to request additional Bidder information or perform tests and measurements before selecting Apparent Successful Bidders. If Bidder fails to provide such requested information to Enterprise Services within five (5) business days, Bidder may be disqualified.

4.3. BID EVALUATION – SCORED FACTORS. Enterprise Services will evaluate and score responsive bids as specified below and as set forth in the referenced exhibits. Note: It is imperative that Bidder’s Required Bid Submittals comply with the instructions set forth in the exhibits.

· NON-COST FACTORS (STEP 2A). Enterprise Services will evaluate and score the specified non-cost factors stated in Exhibit B – Scored Non-Cost Factors by evaluating and scoring Bidder’s response – i.e., Bidder’s Audio-Visual Equipment/Audio-Visual Services and/or Bidder’s performance capability that exceeds the stated minimum required performance specifications. Note: Enterprise Services reserves the right to request additional Bidder information or perform tests and measurements before selecting Apparent Successful Bidder(s). If Bidder fails to provide such requested information to Enterprise Services within five (5) business days, Bidder may be disqualified.

· COST FACTORS – BID PRICING (STEP 2B). Enterprise Services will evaluate and score Bidder’s cost factors, as provided by Bidder in Bidder’s Exhibit C – Bid Price, as follows:

· Bidders must offer pricing in Exhibit C – Bid Price for the Geographic Area(s) for which bidders are submitting a bid for. Bidders may submit bids for both Geographic Area(s) using the same Exhibit C – Bid Price. Bid pricing for each Geographic Area(s) will be evaluated separately.

· Bid pricing in Exhibit C – Bid Price will be evaluated as follows:

· A. Geographic Areas: Not scored.

· B. Design Scenario: Up to 500 points.

· Enterprise Services will evaluate bidder’s Total Audio-Visual Solution Cost.

· C. Audio-Visual Equipment Pricing: Up to 100 points.

· Enterprise Services will evaluate bidder’s Average Percentage (%) Above Contractor Cost.

· D. Audio-Visual Services Pricing: Up to 100 points.

· Hourly Rate Positions: Up to 50 points.

i. Enterprise Services will evaluate bidder’s Total Hourly Rate, which is the sum of bidder’s hourly rates (the Audio-Visual technician hourly rate for outside of standard business hours will not be included in the evaluated score).

· Prevailing Wage Rates: Up to 50 points.

i. Enterprise Services will evaluate bidder’s Total Percentage (%) over Prevailing Wage, which is the sum of bidder’s percentage bids.

· E. Audio-Visual Warranty and Managed Support Pricing: Not scored.

· The bid with the lowest total evaluation price for each section will be awarded maximum points for that section. Bids with a higher evaluation price for each section will receive proportionately fewer evaluation points based upon the bid with the lowest total evaluation price, using the following formula:

· Lowest total bid evaluation price divided by a higher total bid evaluation price (i.e., the bid that is being evaluated) multiplied by the total number of available points equals the cost factor evaluation points. Points will be rounded to three places to the right of the decimal point using standard rounding method.

· Sample Calculation: Using Bidder A = $100,000 (lowest total evaluation price) and Bidder B = $110,000.

· Bid B calculation: $100,000 (Bidder A, lowest total evaluation price) / $110,000 (Bidder B’s evaluation price) = 0.909 x 100 (maximum points available) = 90.900.

· Bidder A is the bid with the lowest total bid evaluation price, so it would be assigned the maximum available points, 100 points. Bidder B would be assigned 90.900 points based on the formula above.

· Points for each pricing section (B. Design Scenario, C. Audio-Visual Equipment Pricing, and D. Audio-Visual Services Pricing) will be added together for the total points awarded to bidder for each Geographic Area bidder submitted a bid.

4.4. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES (STEP 3). This Competitive Solicitation is subject to the Washington state procurement priorities and/or preferences stated below (collectively, “Washington Procurement Priorities for Goods/Services Contracts”). Accordingly, Enterprise Services will evaluate Bidder’s bid to determine (a) whether Bidder is requesting to be considered for such Washington Procurement Priorities for Goods/Services Contracts; and (b) whether Bidder’s bid qualifies for such Washington Procurement Priorities for Goods/Services Contracts. Enterprise Services will score qualifying bids and adjust Bidder’s total evaluation score accordingly.

· PROCUREMENT PREFERENCE FOR BIDDER COMPLIANCE WITH EXECUTIVE ORDER 18-03. Enterprise Services will provide a bid preference in the amount of 50 points to Bidders who certify, pursuant to Exhibit A – Bidder’s Certification, that Bidder complies with Executive Order 18-03.

4.5. RESPONSIBLE BIDDER DETERMINATION (STEP 4). The Washington State Legislature requires that Washington state agencies award contracts for goods/services only to ‘responsible bidders.’ See RCW 39.26.160(2). Accordingly, to be eligible to be considered for a Contract award resulting from this Competitive Solicitation, Enterprise Services must determine that Bidder is a ‘responsible bidder.’ Accordingly, Enterprise Services will make reasonable inquiry to determine bidder responsibility on a pass/fail basis. In determining bidder responsibility, Enterprise Services will consider the following:

· Bidder’s certifications as provided in Bidder’s Exhibit A – Bidder’s Certification;

· Bidder’s ability, capacity, and skill to perform the Contract or provide the Audio-Visual Equipment/Audio-Visual Services;

· Bidder’s character, integrity, reputation, judgment, experience, and efficiency;

· Bidder’s ability to perform the Contract within the time specified;

· Bidder’s performance quality pertaining to previous contracts or services;

· Bidder’s compliance with laws relating to the Contract or services;

· Whether, within the three-year period immediately preceding the date of the Competitive Solicitation, Bidder has been determined by a final and binding citation and notice of assessment issued by the Washington State Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW; and

· Such other information as may be secured having a bearing on the decision to award a Contract.

In addition, Enterprise Services may consider the following:

· Financial Information: Enterprise Services may request Bidder financial statements, credit ratings, or other financial information necessary to determine Bidder’s capacity to perform and the enforceability of Bidder’s contractual commitments.

· References: Enterprise Services reserves the right to request and/or use references regarding Bidder to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry, and timeliness.

Enterprise Services reserves the right to request bidder responsibility information from Bidder. If Bidder fails to provide such information to Enterprise Services within five (5) business days, Bidder may be disqualified.

4.6. ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDERS (STEP 5). Enterprise Services will determine and announce the Apparent Successful Bidders (“ASBs”). The ASBs will be the responsive and responsible Bidders who best meet the Competitive Solicitation requirements and present the best total value based on the evaluation criteria stated above.

· ASB designation does not imply that Enterprise Services will issue a Contract award. Rather, ASB designation allows Enterprise Services to perform further analysis and request additional documentation. Bidders must not construe ASB designation as an award or impending award. If a Bidder acts or fails to act as a result of ASB designation, Bidder does so at its own risk and expense.

· Upon Enterprise Services’ announcement of ASBs, Bidders may request a debrief conference as stated in the Contracting Guide.

4.7. BID INFORMATION AVAILABILITY (STEP 6). Upon Enterprise Services’ announcement of ASBs:

· All bid submissions and all bid evaluations are subject to public disclosure pursuant to Washington’s Public Records Act. See RCW 39.26.030(2).

· Enterprise Services will post all bid evaluations to Enterprise Services’ website. Note: Enterprise Services also intends to post winning bid submissions to its contract portal webpage after Contract awards.

4.8. CONTRACT AWARDS (STEP 7). Subject to protests, if any, Enterprise Services and the ASBs will enter into Contracts in the form provided in Exhibit D – Contract. A Contract award is made, and a contract formed when an awarded Bidder and Enterprise Services sign the Contract. Following Contract awards, Enterprise Services will send a Notice of Award to all Bidders registered in WEBS using Bidder’s email address as provided in Bidder’s WEBS profile.

4.9. ADDITIONAL AWARDS. Enterprise Services reserves the right, during the resulting Contract term, to make additional Contract awards to responsive, responsible Bidders who were not awarded a Contract. Such awards would be on the same or substantially similar terms and conditions and would be designed to address an awarded Contractor vacancy (e.g., an awarded Contractor is terminated or goes out of business), respond to Purchaser needs, or be in the best interest of the State of Washington.

APPENDIX A – SUMMARY TABLE OF ALL EXHIBITS & THE REQUIRED BID SUBMITTALS

This Competitive Solicitation includes each of the exhibits identified below in the Summary Table of All Exhibits & the Required Bid Submittals. The Summary Table also identifies Required Bid Submittals and what actions, if any, Bidders timely must complete as part of a responsive bid submission.

BID

SUBMITTAL

Exhibit A – Bidder’s Certification Identifies required information that Bidder must provide and states required Bidder certifications.

Required

Exhibit B – Scored Non-Cost Factors Identifies scored performance requirements for Bidder’s Audio-Visual Equipment/Audio-Visual Services and/or Bidder’s performance capability that exceed the minimum required specifications set forth in Exhibit D – Contract and provides Bidders an opportunity to compete to demonstrate additional value that will be evaluated and scored.

Bidder must complete Exhibit B – Scored Non-Cost Factors, as specified therein, and submit it as part of Bidder’s bid.

Note: Awarded Bidders who receive evaluation points for any included Non-Cost Scored Performance Specifications will be required to include such additional performance specifications for Bidder’s Audio-Visual Equipment/Audio-Visual Services and/or Bidder’s Performance in the awarded Contract.

Yes Required

Exhibit C – Bid Price Provides the template and bid pricing information that Bidders must use to provide bid pricing.

Required

Exhibit D – Contract Provides the Contract form that awarded Bidders will execute with Enterprise Services.

Bidder must review Exhibit D – Contract and timely submit to the Procurement Coordinator, in writing, any issues pertaining to the Contract terms and conditions during the Question & Answer Period.

Note: Bids that are subject to Contract modifications that Enterprise Services has not agreed to and that Enterprise Services has not included in an amended/revised Exhibit D – Contract, posted to WEBS, will be rejected as nonresponsive.

No

Exhibit E – Bidder’s Diverse Business Inclusion Plan – Subcontractors Provides Bidders who, if awarded a Contract, intend to utilize subcontractors to perform the Contract, an opportunity to identify Bidder’s intended subcontractors.

Bidder Contracting Guide for Enterprise Procurement Solution Contracts for Goods and Services Provides Bidder information regarding procurements for Enterprise Procurement Solution Contracts including how to submit a complaint, debrief conference request, and protest.

Audio-Visual Equipment

Audio-Visual Services

Warranty Coverage

Maintenance

Installation

Design

Consultation

Audio Equipment

Video Equipment

Projection Equipment

Assistive Communication Technology & Accessibility Solutions

Peripherals & Accessories

Photographic Equipment

Audio-Visual Solutions

All Purchaser Types

Sum of Totals Association/Medical Cities Including Towns County Customers Districts, Other Enterprise Services Federal Government Higher Ed (State Agency) Libraries Miscellaneous Non-Profit Other Govt Port Districts Private Schools School Districts State Agency Tribes US States/Territories 107864 4781264 4684369 92219.109999999986 1159986 128071 834177 6378028 778428 191845 402705.27 2161862.25 908070.8 51215 1549534 12634359.74 1128399 4967178.9400000004 Sum of customer_type Association/Medical Cities Including Towns County Customers Districts, Other Enterprise Services Federal Government Higher Ed (State Agency) Libraries Miscellaneous Non-Profit Other Govt Port Districts Private Schools School Districts State Agency Tribes US States/Territories 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

COMPETITIVE SOLICITATION NO. 00224 – AUDIO-VISUAL SOLUTIONS PAGE 1

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