DOH24-029C Care-a-Van Mobile Services.pdf

Competitive Solicitation # DOH24-029C 1/1/2024 Page 1 of 27

STATE OF WASHINGTON

DEPARTMENT OF HEALTH

REQUEST FOR Care-a-Van- Mobile Services

RFQQ DOH24-029C

PROJECT TITLE: Care-a-Van Mobile Services

SOLICITATION SCHEDULE: DATE

This Competitive Solicitation posted. On or about March 13, 2024

Pre-Bid Conference at 1:00 p.m. Pacific Time. March 27, 2024

Bidders written questions due by 2 p.m. Pacific Time March 29, 2024

DOH Responses to written questions. April 3, 2024

Bidders may submit a written Complaint by 2:00 p.m. Pacific Time. April 24, 2024

Bid Due May 1, 2024

Evaluation Period (approximate time frame – includes optional Best and Final Offer period)

May 7, 2024, through May 10, 2024

DOH Apparently Successful Bidder(s) (ASB’s) Announcement via WEBS and begins contract negotiations.

On or about May 22, Bidders may request a Debriefing conference within three (3) days of announcement of ASB. See Section F for details).

Deadline for submission of Protests by Bidders who participated in a debriefing conference.

Five (5) business days after the date of the Debriefing

If applicable, DSHS considers Protests, if any, and issues determination. See Section F for details.

Projected Contract Start Date On or approximate July 1, 2024

All times shown above are Local Time in Olympia, WA.

The DOH reserves the right to revise the above schedule and solicitation. Revisions (if any) will be made via amendment and posted to WEBS (Washington’s Electronic Business Solution).

All Bidders must register as a vendor on WEBS (Washington’s Electronic Business Solution) using an appropriate commodities code listed below and must download this Solicitation from WEBS.

Vendors must rely solely on WEBS for all Solicitation documents.

APPLICABLE WEBS COMMODITY CODES:

In order to receive notifications of this opportunity, Bidders must be registered in the following WEBS commodity codes:

952-07 Alcohol and Drug Testing Services

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952-05 Alcohol and Drug Detoxification

952-06 Alcohol and Drug Prevention

948-55 Medical and Laboratory Services

948-57 Medical Services, Surgical

The Solicitation Coordinator is the sole point of contact in the DOH for this solicitation. Upon release, all communications in regard to this solicitation shall be directed, via email, to the Solicitation Coordinator or their designee as follows:

Name Maria Rogers

E-Mail Address Bids@doh.wa.gov

NOTE: Include the Solicitation number in the email subject line on all correspondence.

mailto:Bids@doh.wa.gov

Competitive Solicitation # DOH24-029C Page 3 of 27 1/1/2024

TABLE OF CONTENTS

Section A. Contract Requirements

Section B. Definitions…………………………………………………………….…………...

Section C. Explanation of Solicitation Process

Section D. Instructions Regarding Content, Format and Submission of Responses ............................................................................ ……….…

Section E. Evaluation of Responses

Section F. Debriefing and Protest Procedure ....................................................………………………

Section G. Contracting Procedures .............................................................. ………………………….

Attachments: (all are posted separately from this Solicitation Document)

Attachment A - Sample Bid Submission Letter and Bidders Profile Attachment B - Diverse Business Inclusion Plan Attachment B-1 - Diverse Business Inclusion Plan for Subcontractor Attachment C – Bidder’s Certification, Order 18-03 Certification, Bidder Certifications and Assurances Attachment D - Sample Contract

Attachment D-1 - General Terms and Conditions Attachment D-2 - General Terms and Conditions Change Request Form

Attachment E – Bidder’s Response Form

Competitive Solicitation # DOH24-029C Page 4 of 27

SECTION A

CONTRACT REQUIREMENTS

INTRODUCTION

Purpose and Background

The State of Washington, Department of Health (hereafter referred to as “DOH”) is seeking qualified contractor(s) to expand and enhance Care-a Van Mobile Health Program to increase the Department of Health’s ability to provide mobile health service. The Care-a Van Mobile Health services will provide and support health equity by providing preventative health services in areas with significant need and restricted access as well as the ability to quickly respond to future public health emergencies and disaster.

The primary focus of this RFP is to contract with organizations to address the inequity of health services in marginalized communities by providing all-inclusive mobile health services .

Care-a-Van (CAV) collaborates with local health jurisdictions (LHJs), Tribes, and community partners to provide mobile health services and health education to those who are disproportionately impacted by health disparities and communities that are underserved. CAV began on 6/12/21 and has supported 2,223 clinics providing over 54,000 COVID-19 vaccines, 2,000 flu vaccines, and 2,000 childhood vaccines. The populations served have been over 75% in communities with moderate to high SVI scores, 47% BIPOC and 26% rural communities.

To address the inequity of health services in marginalized communities, the Care-a-Van mobile health services will host mobile health events monthly.

Events will be:

• Located in various sparts of the state.

• Conducted in partnership with community -based organizations supporting priority communities disproportionately impacted by COVID-19 and other chronic health conditions.

• Hosted in communities with high Social Vulnerability Index

• Coordinated with Local Health Jurisdictions and Federally Qualified Health Centers to prevent duplication of service and foster collaboration and hosted jointly, when possible.

PROJECT SCOPE

Bidder shall identify the key personnel it shall utilize in performing this Contract, and their experience and qualifications, as part of its Response. If awarded a Contract, Bidder shall not make changes to such Key Personnel during the term of the Contract except as requested or approved by DOH.

This RFP is meant as a vehicle to identify potential contractors. DOH will utilize the bidder’s response to make a determination, availability, and geographic locations of qualified persons/organizations to provide all-inclusive mobile healthcare services. These services may include but are not limited to: COVID-19, Flu, Childhood/Adult Vaccinations, and Blood Pressure and Blood Glucose screening within Washington for insured and uninsured populations.

DOH reserves the right to establish contracts with multiple qualified contractors who demonstrate successful ability to fulfill clinical assignments, provide competitive rates, and are willing to agree to the terms of the Sample Contract set forth as Attachment D to this RFP.

Competitive Solicitation # DOH24-029C Page 5 of 27

The contracted vaccine providers will be made up of doctors, nurses, and medical assistants that administer the vaccines. Additional contracted staff handle administrative duties, such as patient registration, filling out vaccine cards, and overseeing the observation area.

The Contractor(s) shall provide the services and staff, and otherwise do all that is necessary to perform the work outlined below.

Coordinate with DOH to set up and administer mobile health clinics throughout Washington state as directed by DOH.

1. Coordinate with DOH to provide vaccine administration for homebound individuals, adult family homes, and long-term care facilities at the direction of the DOH.

2. Maintain enrollment in Childhood Vaccine Program and Adult Vaccine Program with DOH and meet all requirements and recommendations as outlined in the provider agreement.

3. Enroll in health insurance provider networks to support vaccination of people with public or private insurance in Washington state. Contractor is responsible for collecting insurance information and billing insurance for reimbursement of vaccine. When appropriate vendor will bill insurance for administration costs. Any administration costs billed to insurance are to be deducted from invoices.

4. Provide standing orders for all vaccines offered at mobile health clinics.

5. Provide fully trained, appropriately licensed, and qualified staff for all healthcare services using staffing models based on clinic expectations that include registration/screener (Prepmod and WAIIS), Vaccinator, Pharmacy, Medical Observer, Lead.

6. Provide necessary vehicles and equipment, to transport vaccination teams and all necessary supplies to and from vaccination sites.

7. Purchase and provide all necessary syringes, personal protective equipment (PPE), and supplies for vaccinations and agreed upon healthcare services.

8. Purchase and provide commercial vaccines for adults that do not qualify for the Adult Vaccine Program with Department of Health.

9. Provide necessary technology and office supplies, including tablets, Mobile Hot Spot, tables, chairs, pop-up tents, and water.

BIDDER Minimum Qualifications

All Bidders must meet the following minimum qualifications:

Bidders failing to demonstrate in their Bids that they meet these minimum qualifications will be considered nonresponsive and will therefore be disqualified from further consideration.

1. Must be able to serve the entire state of Washington.

2. Must have demonstrated experience running a mobile health clinic in Washington.

3. Provide standing orders for all vaccines offered at mobile health clinics.

4. Provide staff for all healthcare services in accordance with agreed-upon staffing models.

5. Staff mobile health clinics no longer than 12-hours long, 7 days a week, if needed. Clinic hours fall between 7:00 AM to 9:00 PM daily time frame.

6. Equip each mobile team with a Basic Life Support (BLS) Kit to include Epinephrine/Adrenalin, Diphenhydramine, AED, and related supplies per Washington State recommendations.

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7. Adhere to infection control and organizational methods that comply with the Center for Disease Control and Prevention (CDC) guidance for planning vaccination clinics held at satellite, temporary, or off-site locations to ensure a safe clinic.

8. Ensure staff work within their defined scope of practice as defined in the Revised Code of Washington (RCW) and the Emergency Use Authorization (EUA) issued by the Food and Drug Administration (FDA).

9. Support DOH and the LHJs in the safety of the clinics, including monitoring for, responding to, and reporting any safety concerns or adverse events during mobile health clinics.

10. Comply with all components of the Health Insurance Portability and Accountability Act (HIPAA) for confidentiality.

11. By the 10th and 25th of each month, provide a report to the Contract Manager for the previous performance periods clinics, detailing the date, clinic partner/location, number of contracted staff, number and type of vaccines administered (commercial and CVP/AVP doses), total number of clients served, time on site, and general remarks regarding the clinic.

12. Within 30 days of contract end, provide a final evaluation report tracking number of clinics, hours, and number of staff available at each clinic, and the number and type of vaccinations provided.

FUNDING

Bidder(s) must be willing to accept the fee structure set forth in the Sample Contract attached to this RFP as Attachment D. The bid must include an average cost per clinic that includes overhead, personnel, equipment, supplies, and travel.

To figure estimate, use the following two locations: Republic, WA and Tacoma, WA.

The contractor will be reimbursed for travel to not exceed the maximum allowable per diem in accordance with OFM: https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf.

DOH has budgeted an amount not to exceed $ 7,000,000 for the entire Project. DOH intends to award one/multiple Contract(s) for the Services described in this Competitive Solicitation.

DOH may reject any Response in excess of that amount. Any Contract awarded is contingent upon the availability of funding.

PERIOD OF CONTRACT PERFORMANCE

The period of performance under the Contract shall be on or approximately July 1, 2024, through June 30, 2025. The term of the contract may be extended by amendment up to two (2) times for up to one (1) year per amendment, at the sole discretion of DOH. Additional services that are appropriate to the scope of this Solicitation, as determined by DOH, may be added to the Contract in a mutually agreeable amendment.

WASHINGTON STATE SOLICITATION PRIORITIES & PREFERENCES

DOH will apply the following Washington State Solicitation priorities and preferences to this Competitive Solicitation which, as set forth in Section C.11, will impact the evaluation of bids for this Competitive Solicitation:

a) Washington Small Business: or Certified Veteran Owned Business: 5 points

b) Executive Order 18-03: 5 points https://www.ofm.wa.gov/sites/default/files/public/resources/travel/colormap.pdf

Competitive Solicitation # DOH24-029C Page 7 of 27

SECTION B

DEFINITIONS

Additional definitions for Contract-specific terms are found in the Sample Contract set forth as Attachment D to this Solicitation and shall apply to those terms as they are used in this Solicitation. The following terms have the meanings set forth below:

Agency or DOH– The Washington State Department of Health.

Amendment – A unilateral change to the Solicitation that is issued by DOH at its sole discretion and posted on WEBS.

Apparent Successful Bidder (ASB) – A Bidder submitting a Response to this Solicitation that is evaluated and is identified and announced by DOH as providing the best value to the Agency. Upon execution of a Contract, the ASB is referred to as the successful Bidder or the Contractor.

Authorized Representative – An individual designated by the Bidder to act on its behalf who has the authority to legally bind the Bidder concerning the terms and conditions set forth in this Solicitation and related documents.

Bid - An offer, proposal or quote for goods or services and all related materials prepared and submitted by a Bidder in response to this Solicitation. The terms Bid, Quotation, Response and Proposal are all intended to mean the same thing.

Bidder – An individual, organization, public or private agency or other entity submitting a bid, quotation, response, or proposal in response to this Solicitation.

Contract – A written agreement entered into between a successful Bidder and DOH as a result of this Solicitation.

Contractor- The individual or entity performing services pursuant to this Contract and includes the Contractor’s owners, members, officers, directors, partners, employees, and/or agents, unless otherwise stated in this Contract. For purposes of any permitted Subcontract, “Contractor” includes any Subcontractor and its owners, members, officers, directors, partners, employees, and/or agents.

Complaint – A process that may be followed by a Bidder prior to the deadline for bid submission to alert DOH of certain types of asserted deficiencies in the Solicitation.

Coordinator or Solicitation Coordinator – An individual or designee who is employed by DOH within the DOH Contracts and Solicitations Office and who is responsible for conducting this Solicitation.

Debriefing – a short meeting an Unsuccessful Bidder may request with the Coordinator following the announcement of the Apparent Successful Bidder for the purpose of receiving information regarding the review and evaluation of that Bidder’s Response.

Attachment (s) -Document(s) attached to this RF*, also referred to as Attachment(s).

Non-Profit Organization: A corporation no part of the income of which is distributable to its members, directors, or officers and that holds a current tax-exempt status as provided under 26 U.S.C. Sec. 501(c)(3) or is specifically exempted from the requirement to apply for its tax-exempt status under 26 U.S.C. Sec.

501(c)(3).

Procurement - The broad process of identifying goods and services for purchase or acquisition, of effecting the purchase or acquisition, and of managing the purchase or acquisition. This Solicitation is a part of an

Competitive Solicitation # DOH24-029C Page 8 of 27 overall Procurement process. Despite the broader meaning attributed to “procurement”, for purposes of this Solicitation, the terms Solicitation, RFP/RFQ/RFQQ and Procurement are interchangeable.

Project - The undertaking or work for which contracted Services are requested pursuant to this Solicitation.

Protest – A process that may be followed by a Bidder after the announcement of the apparent Successful Bidder to alert DOH to certain types of alleged errors in the evaluation of the Solicitation.

RCW – The Revised Code of Washington. All references to RCW chapters or sections shall include any successor, amended, or replacement statute.

Responsible Bidder – An individual, organization, public or private agency, or other entity that has demonstrated the capability to meet all the requirements of the Solicitation and to meet the elements of responsibility. (See RCW 39.26.160 (2))

Responsive Bidder – An individual, organization, public or private agency, or other entity who has submitted a Bid that fully conforms in all material respects to the Solicitation and all its requirements, in both form and substance.

RF* – The request for proposals, qualifications, quotations, or qualifications and quotations set forth in this Solicitation document.

Scope of Work – The Project or work scope set forth in this Solicitation Document that identifies DOH’ contractual needs and requirements.

Services – Labor, work, analysis, or similar activities provided by a contractor to accomplish a specific scope of work.

Small Business - An in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that: (a) certifies, under penalty of perjury, that it is owned and operated independently from all other businesses and has either: (i) fifty or fewer employees; or (ii) a gross revenue of less than seven million dollars annually as reported on its federal income tax return or its return filed with the department of revenue over the previous three consecutive years; or (b) Is certified with the office of women and minority business enterprises under chapter 39.19 RCW.

Solicitation or Competitive Solicitation – A formal process providing an equal and open opportunity for Bidders culminating in a selection based upon predetermined criteria. A Competitive Solicitation requests the submission of bids, quotations, or proposals for the consideration of DOH in contracting to meet its needs. This RF* is a Solicitation.

Solicitation Document – This RF* document includes all attachments and all amendments that are issued by the Coordinator.

Statement of Work – The detailed description of services to be performed by the Contractor and set forth in the Contract.

Subcontractor – One not in the employment of Vendor, who is performing all or part of the business.

activities under this Contract under a separate contract with the Vendor. The term “Subcontractor” means Subcontractor(s) of any tier.

Veteran-Owned Business – A business that is certified by Department of Veteran’s Affairs to be at least fifty-one percent owned and controlled by (a) A veteran as defined in RCW 41.04.007; or (b) An active or reserve member in any branch of the armed forces of the United States, including the National Guard, Coast Guard, and Armed Forces Reserves.

http://apps.leg.wa.gov/rcw/default.aspx?cite=39.26.160 http://apps.leg.wa.gov/rcw/default.aspx?cite=39.19

Competitive Solicitation # DOH24-029C Page 9 of 27

WEBS – Washington’s Electronic Business Solution, the Bidder notification system found at https://pr-webs-vendor.des.wa.gov/ and maintained by the Washington State Department of Enterprise Services.

https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/

Competitive Solicitation # DOH24-029C Page 10 of 27

SECTION C

EXPLANATION OF SOLICITATION AND PROCESS

This section identifies important information for this Competitive Solicitation, where to direct questions regarding the Competitive Solicitation, the process for potential amendments or modifications to the Competitive Solicitation, and other resources to help you understand and respond to the Solicitation.

1. POSTING OF SOLICITATION DOCUMENTS

DOH will post this Solicitation, and all amendments and announcements relating to this Solicitation, on WEBS. WEBS can be accessed at: https://pr-webs-vendor.des.wa.gov/. In order to inform the largest number of potential Bidders about this opportunity, DOH shall post a notice of solicitation document relating to this Solicitation on the Contracts and Procurement page on the DOH website, found at: DOH’s Contracts Page.

All Bidders must register as a vendor on WEBS, using an appropriate commodities code listed on the front page of this Solicitation, and must download this Solicitation from WEBS. This should be done as soon as possible in order for the Bidder to receive notifications automatically generated on WEBS, but no later than the date set forth in the Solicitation Schedule for Announcement of the Apparent Successful Bidder(s).

2. WEB REGISTRATION

The Department is required to post all bid opportunities on WEBS, the state’s electronic vendor registration and bid notification system. If not currently registered, Bidders interested in obtaining notification of state bidding opportunities, including those for the Department, should register at: WEBS

There are step by step instructions to guide you through the process. If you have difficulties, questions about the registration process may be directed to webscustomerservice@des.wa.gov or (360) 902-7400, 8:00 AM to 5:00 PM, Monday – Friday.

The system is self-maintained, and Bidders are responsible for the accuracy of the information in WEBS for updating/maintaining registration information and checking with their assigned account administrators regarding notifications. In order to receive notifications, you must select “yes” for Bid notifications. If you do not download bid documents, you will not receive any subsequent notifications regarding this solicitation.

In order to receive notifications of this opportunity, Bidders must be registered in the following WEBS commodity codes identified on page one (1) of the Solicitation.

Announcement of the Apparent Successful Bidder will be made via WEBS.

3. AMENDMENT, CANCELLATION/REJECTION OF BIDS, REISSUANCE OF SOLICITATION

DOH may amend or add to, retract from, or cancel this Solicitation at any time, in whole or in part, and without penalty. DOH may reject all bids and cancel or rebid this Solicitation. All amendments and notifications of cancellation shall be posted on WEBS. In the event of a conflict between amendments or between an amendment and this Solicitation Document, the document issued latest shall control.

4. COMMUNICATIONS REGARDING SOLICITATION

Upon the posting of this Solicitation, all communication concerning this Solicitation must be directed to the Coordinator listed on the cover page of this Solicitation document. With the Exception of the https://pr-webs-vendor.des.wa.gov/ https://doh.wa.gov/about-us/budget-contracts-and-grants/contracts-and-grants https://doh.wa.gov/about-us/budget-contracts-and-grants/contracts-and-grants https://pr-webs-customer.des.wa.gov/ mailto:webscustomerservice@ga.wa.gov

Competitive Solicitation # DOH24-029C Page 11 of 27

Response, which shall be submitted as provided in Section D Instructions Regarding Content, Format and Submission of Written Responses, communication with the Coordinator should be sent via email. DOH may disqualify a Bidder who communicates with anyone in DOH other than the Coordinator regarding this Solicitation.

DOH considers all oral communications unofficial and non-binding on DOH. Bidders should rely only on written statements issued by the Coordinator. Email shall be considered an official method of communication unless otherwise specified in this document. In no event will oral communications regarding this Competitive Solicitation be binding.

5. PRE-BID CONFERENCE

Bidders are invited to attend a Pre-Bid Conference, which shall be held virtually at the time set forth below. Attendance is not mandatory. The Bidder Conference is an opportunity for Bidders to learn more about the work under which a Contract will be performed and to discuss the inclusion plan, especially when subcontracting opportunity may be a part of the Contract. At the Pre-Bid Conference, Bidders will have an opportunity to ask questions and to hear presentations from knowledgeable DOH personnel. DOH shall summarize the information shared at the Pre-Bid Conference and post that summary on WEBS as an Amendment to this Solicitation. Bidders may only rely upon information that is included in this Amendment in preparing their Responses.

Assistance for disabilities and Limited English Proficient individuals who wish to attend the pre-bid conference is available with prior arrangement by contacting the Solicitation Coordinator. The request must be submitted no later than Five (5) business days prior to the Pre-Bid Conference date as set forth in the Solicitation Schedule.

The Department of Health (DOH) invites you to attend the optional Virtual Pre-Bid Conference which will be conducted on March 27, 2024, from 1:00 p.m. to 2:00 p.m. Pacific time.

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Join on your computer, mobile app, or room device.

Click here to join the meeting

Meeting ID: 297 460 537 944

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+1 564-999-2000,90991467# United States, Olympia

Phone Conference ID: 909 914 67#

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6. QUESTIONS AND ANSWERS

Bidders may send written questions concerning this Solicitation to the Coordinator by the date and time set forth on the Solicitation Schedule for submission of Questions. Questions should be sent via email and should include the number and title of this Solicitation in the subject line.

DOH may consolidate Bidder questions and shall respond by posting one or more Amendments on WEBS on or around the date specified in the Solicitation Schedule. Only Bidders who have properly registered https://pr-webs-vendor.des.wa.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZGYwM2YwMDYtMWRiYi00OTg2LThkOTAtZGIwZWIyODk2YjNm%40thread.v2/0?context=%7b%22Tid%22%3a%2211d0e217-264e-400a-8ba0-57dcc127d72d%22%2c%22Oid%22%3a%226ba78a1f-40af-4f65-9cbf-1454edabe44d%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+15649992000,,90991467# https://dialin.teams.microsoft.com/811a9140-4f87-4b3b-b4e5-c0df12d33f3f?id=90991467 https://dialin.teams.microsoft.com/usp/pstnconferencing https://aka.ms/JoinTeamsMeeting https://teams.microsoft.com/meetingOptions/?organizerId=6ba78a1f-40af-4f65-9cbf-1454edabe44d&tenantId=11d0e217-264e-400a-8ba0-57dcc127d72d&threadId=19_meeting_ZGYwM2YwMDYtMWRiYi00OTg2LThkOTAtZGIwZWIyODk2YjNm@thread.v2&messageId=0&language=en-US

Competitive Solicitation # DOH24-029C Page 12 of 27 and downloaded the original Solicitation directly via the WEBS system: WEBS will receive notification of Amendments and other correspondence pertaining to this Solicitation.

Verbal responses to questions will not be provided. Only written answers will be considered official and binding. Bidders will not be identified in answers.

7. REQUEST FOR CHANGE IN SOLICITATION REQUIREMENTS

If Bidder believes that this Solicitation contains requirements which would unreasonably prohibit or restrict Bidder’s participation or believes that different requirements would provide better value to the State, Bidder shall submit a written explanation of the issue together with proposed alternative requirements to the Coordinator no later than the deadline for Bidder Questions as stated in the Solicitation Schedule. The Coordinator shall not be required to consider requests for changes after this date. If any changes are made to the Solicitation requirements, an Amendment setting forth those changes will be posted on WEBS.

8. COMPLAINT PROCESS

In the event a Bidder believes that this Solicitation either: (a) unnecessarily restricts competition; (b) contains an unfair or flawed evaluation or scoring process; or (c) contains inadequate or insufficient information to permit preparation of a Response, the Bidder shall submit a written complaint to the Solicitation Coordinator. The complaint shall include a proposed remedy and shall be submitted no later than five (5) business days prior to the date when Responses are due. DOH shall post its response to the Complaint in WEBS.

Should a Bidder’s complaint identify a change that would be in the best interest of DOH to make, DOH may issue an Amendment modifying this Solicitation. The DOH decision regarding a complaint is final and no further administrative appeal is available. If no complaint is filed, a Bidder cannot later file a protest based on any of the above complaint criteria.

9. NO OBLIGATION TO CONTRACT

This Solicitation does not obligate the state of Washington or the DOH to contract for services specified herein. The DOH reserves the right at its sole discretion to reject any and all bids received without penalty and not to issue a contract as a result of this Solicitation.

10. WASHINGTON STATE SOLICITATION PRIORITIES & PREFERENCES

DOH will apply the following Washington State Solicitation priorities and preferences, as set forth below, to this Competitive Solicitation

EXECUTIVE ORDER 18-03 (Firms without Mandatory Individual Arbitration for Employees). Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), DOH will evaluate bids for best value and will provide a bid preference in the amount of five (5) points to any Bidder who certifies, pursuant to Attachment C- Bidder’s Certification that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

WASHINGTON SMALL BUSINESSES. In furtherance of Washington’s business inclusion goals DOH will evaluate bids for best value and will provide a bid preference in the amount of five (5) points to https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/ https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717 https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717

Competitive Solicitation # DOH24-029C Page 13 of 27 any Bidder who certifies, pursuant to Attachment C - Bidder’s Certification that Bidder qualifies as a ‘Washington Small Business’ as set forth in DOH – Bidder’s Certification.

OR

CERTIFIED VETERAN-OWNED BUSINESSES. In furtherance of Washington’s business inclusion goals, DOH will evaluate bids for best value and will provide a bid preference in the amount of (5) points to any Bidder who certifies, pursuant to Attachment C - Bidder’s Certification, that Bidder qualifies as a Washington Department of Veterans’ Affairs Certified Veteran Owned Business.

11. DIVERSE BUSINESS INCLUSION PLAN

Applicants are required to submit a Diverse Business Inclusion Plan with their proposal. In accordance with legislative findings and policies set forth in RCW 39.19, the state of Washington encourages participation in all contracts by firms certified by the office of Minority and Women’s Business Enterprises (OMWBE), set forth in RCW 43.60A.200 for firms certified by the Washington State Department of Veterans Affairs, and set forth in RCW 39.26.005 for firms that are Washington Small Businesses.

Participation may be either on a direct basis or on a subcontractor basis. However, no preference on the basis of participation is included in the evaluation of Diverse Business Inclusion Plans submitted, and no minimum level of minority- and women-owned business enterprise (OMWBE), Washington Small Business, or Washington State certified Veteran Business participation is required as a condition for receiving an award. Any affirmative action requirements set forth in any federal governmental rules included or referenced in the contract documents will apply.

Inclusion goals are aspirational, no preference is given for inclusion plans or goals in the evaluation of bids. While no minimum level of OMWBE certified, Veteran-owned, or Washington Small Business participation will be required as a condition for receiving an award, the plan must include the actions the Contractor will take to increase subcontracting opportunities for those business types.

12. 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. Confidential information (Tax ID, etc.) will not be published. Contractors can access the system at: https://omwbe.diversitycompliance.com 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 system. This requirement applies to both Prime Contractors and Subcontractors.

13. AUXILIARY AIDS AND LIMITED ENGLISH PROFICIENT (LEP) SERVICES

DOH will provide access to this Solicitation document to individuals with disabilities and Limited English Proficient individuals. Please contact the Solicitation Coordinator to request auxiliary aids and services.

14. COST TO PREPARE RESPONSE

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

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The DOH will not be liable for any costs incurred by the Bidder in preparation of a bid submitted in response to this Solicitation, in conduct of a presentation, or any other activities related to responding to this Solicitation.

15. ACCEPTANCE OF SOLICITATION TERMS

In submitting a Response, the Bidder must include a signed Bid Submission Letter in the form set forth in Attachment A, as well as signed Bidder Certifications in the form set forth in Attachment C-. Bidder must acknowledge that in submitting a Response, it accepts all terms of this Solicitation Document, including all of its Attachments, and that Bidder’s Response constitutes a binding offer. Bidders may not alter or redline the solicitation terms or requirements in their response. Submitting altered or redlined solicitation terms or requirements in the Bidder Response may result in Bidder disqualification.

16. JOINT PROPOSALS

If Bidders submit a joint Response with one or more other persons or entities, these persons or entities must designate a prime Bidder. The prime Bidder will be DOH sole point of contact through the Solicitation process. If selected as the Apparent Successful Bidder, the prime Bidder shall sign the contract and any amendments and will be liable and responsible to DOH for all performance under the contract.

After a Response has been submitted, Bidders may withdraw their Response at any time up to the Response due date and time as specified on Solicitation Schedule. A written request to withdraw the Response must be submitted to the Coordinator. After withdrawing a Response, the Bidder may submit another Response at any time up to the Response submission date and time.

17. BID RESPONSIVENESS

For responsive bids, DOH will make a reasonable inquiry to determine the responsibility of any Bidder, i.e., whether the Bidder is capable of fulfilling the contract. DOH will determine responsibility on a pass/fail basis. This can include reference checks, financial stability, and other evidence that the Bidder can meet performance requirements. All bids will be reviewed by the Solicitation Coordinator to determine “responsive’ to administrative requirements and instructions specified in this Solicitation. The Bidder is specifically notified that failure to comply with any part of the Solicitation may result in rejection of the bid as non-responsive.

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

18. WITHDRAWAL OF RESPONSES

After a Response has been submitted, Bidders may withdraw their Response at any time up to the Response due date and time as specified on the Solicitation Schedule. A written request to withdraw the Response must be submitted to the Coordinator. After withdrawing a Response, the Bidder may submit another Response at any time up to the Response submission date and time.

19. OWNERSHIP OF RESPONSES

All materials submitted in response to this Solicitation become the property of DOH, unless received after the deadline in which case the Response shall be returned to the sender. DOH shall have the right to use any of the ideas presented as part of the process in any manner as it deems appropriate or beneficial, regardless of whether it is contained in a Response that results in selection for a Contract.

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20. MOST FAVORABLE TERMS/BEST AND FINAL OFFER.

After Responses are received and written evaluations are completed DOH reserves the right to make an award on the original bid submitted or, may (but shall not be required to), request a best and final offer from, from one or more Responsible and Responsive Bidders as defined by the DOH. The initial bid should be submitted on the most favorable terms which the Bidder can propose. The DOH reserves the right to contact a Bidder for clarification of its bid.

The Bidder should be prepared to accept this Solicitation for incorporation into a contract resulting from this Solicitation. Contract negotiations may incorporate some or all of the Bidder’s entire bid. It is understood that the bid will become a part of the official contract file on this matter without obligation to the DOH.

21. ORAL INTERVIEWS OR PRESENTATIONS

After bids are received and written evaluations are completed, DOH may request that one or more Responsible and Responsive Bidders participate in an oral interview and/or presentation or demonstration. If this option is elected, additional points shall be awarded as set forth in Section E.3, Evaluation Criteria and Scoring of Responses.

22. ANNOUNCEMENT OF SUCCESSFUL BIDDER(S)

DOH shall announce the Apparent Successful Bidder(s) on WEBS on the date indicated on the Solicitation Schedule. All announcements of Apparent Successful Bidders are subject to the negotiation of a Contract satisfactory to DOH.

Bidders who are not announced as an Apparent Successful Bidder may request a debriefing conference with the Coordinator concerning the evaluation of their bid and may, under certain circumstances, file a formal protest requesting that DOH provide an identified remedy if Bidder believes certain types of errors occurred. A more detailed description of these processes is set forth in Section F, Debriefing and Protest Procedure.

23. ETHICS, POLICIES AND LAW

This Solicitation, the evaluation of Responses, and any resulting contract will be made in conformance with applicable Washington State laws and Policies.

Specific restrictions apply to contracting with current or former state employees pursuant to RCW 42.52.

Bidders should familiarize themselves with the requirements prior to submitting a Response. Bidders must include, in their Letter of Submittal, information regarding any current or former state employees who are employed by, or subcontracted with, Bidder.

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SECTION D

INSTRUCTIONS REGARDING CONTENT, FORMAT AND SUBMISSION OF WRITTEN

RESPONSES

Responses must be submitted electronically as an attachment to an e-mail to the Solicitation Coordinator, at the e-mail address listed on page 1 of this Solicitation. Attachments to e-mail shall be in Microsoft Word format or PDF. Failure to complete and submit all required Attachments, and to sign them, if applicable, may result in Bidder disqualification. Responses should be submitted with each section of the Response clearly labeled with and should include the number and title of this Solicitation in the subject line.

As a reminder, information provided in bid documents is subject to public disclosure per Section D-3 of this solicitation. Do not include information in your response that you do not want disclosed to the public.

1. BIDDER INFORMATION Attachments (REQUIRED, NOT SCORED)

All Bidders must submit their Responses utilizing the forms set forth on Attachment A, Attachment B, Attachment C, and Attachment E to this Solicitation Each Attachment represents a separate section of the Response. Failure to complete and submit all required Attachment s, and to sign them, if applicable, may result in Bidder disqualification.

Attachment A- Bid Submission Letter and Bidders Profile (REQUIRED, NOT SCORED)

This document is required Bidder information for contract administration purposes.

Complete as instructed and submit it with the bid.

Attachment B- Diverse Business Inclusion Plan (REQUIRED, NOT SCORED)

All Bidders must submit the Bidder Diverse Inclusion Plan form set forth on Attachment B, signed by an individual authorized to bind the Bidder contractually. DOH requires that Bidder submit this inclusion plan template as part of their proposal. Once submitted, the Inclusion Plan template becomes part of the contract if awarded to the Bidder.

Attachment B-1 Diverse Business Inclusion Plan-Subcontractors (REQUIRED IF UTILIZING

SUBCONTRACTORS, NOT SCORED)

Bidders who plan to utilize Subcontractors who may provide services on the project, if awarded submit the Bidder Diverse Inclusion Plan-Subcontractors form set forth on Attachment B-1, signed by an individual authorized to bind the Bidder contractually Responses should reflect the Bidder's sincere efforts to include diverse small businesses. Businesses listed in the plan must be certified by OMWBE or DVA or registered in WEBS as a small business. If a company is not certified or registered but may be eligible for certification, the Bidder should encourage the company to become certified.

Inclusion goals are aspirational. No preference is given for inclusion plans or goals in the evaluation of bids. While no minimum level of OMWBE certified, Veteran Owned, or Washington Small Business participation will be required as a condition for receiving an award, the plan must include the actions the contractor will take to increase subcontracting opportunities for those business types.

Attachment C – Bidder’s Certifications (REQUIRED, NOT SCORED)

This document is the Bidder’s Certification. Complete the certification, along with any exceptions or required explanations, and submit it with the bid.

*Note: The Certification must be complete. Where there are choices, the Bidder must check a box. The certification must be signed and submitted by a duly authorized representative for the Bidder.

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Attachment E- Bidder’s Response Form (Required, Portions Scored)

DOH will evaluate each bid to ensure that each Bidder’s goods(s) and/or service(s) meet the specifications and/or performance requirements set forth in Attachment E– Bidder’s Response.

Bidders must provide answers to the questions set forth on the Bidder’s Response Form to demonstrate satisfaction of requirements and, as applicable to this Solicitation, their qualifications, approach, and proposed pricing to provide the services as outlined in this Competitive Solicitation, including the Sample Contract set forth in Attachment D. The number of points allocated to each answer is indicated next to the question.

The Attachment E – Bidder’s Response Form is posted separately from this Solicitation document in Microsoft Word format. Except for limits that are noted on the Bidder’s Response Attachment, Bidders may utilize as much space as is reasonably required to respond to each question, provided all questions are unaltered and remain numbered and ordered as set forth in Attachment E. If additional pages are needed, they should be attached to the page containing the initial portion of the response to a question and should be marked clearly to indicate that they provide a continuation of Bidder’s answer to a specific numbered question. Bidders should not submit product brochures, white papers, customer testimonials, cut sheets, or other pre-prepared materials in response to any of the questions.

Bidders must submit complete, well-organized explanatory answers that address all of the specific questions asked in the Bidder’s Response Attachment E. Bidders should not assume that evaluators will be familiar with their businesses before conducting the evaluation.

Use of Attachment E assures that Bidder responds to specific questions in space immediately below those questions and helps to avoid confusion among evaluators about the question that is being responded to.

In awarding points, evaluators shall not be obligated to search through the Bidder’s answers to questions other than the one being reviewed in order to locate text that is responsive to the question being reviewed. Failure to use the form set forth on Attachment E with the applicable questions set forth immediately above Bidder’s answers), failure to respond to all questions and/or failure to submit any documents requested in the Bidder’s Response Attachment may result in Bidder disqualification.

If Bidder is awarded a Contract, DOH may require that Bidder’s Response to Attachment E be incorporated, in whole or in part, into the Contract.

2. COST (REQUIRED - SCORED)

Bidders are required to collect and pay Washington State taxes as applicable.

At the end of the Quotations Section in the Bidder’s Response Attachment E, show the total cost associated with this bid, not to exceed $7,000,000. Bids submitted for a total cost over $7,000,000. will be considered non-responsive and will not be evaluated.

Response prices must include all cost components needed to provide the goods or services as described in this solicitation. All costs associated with the good or services must be incorporated into the price of the Bidder’s response. A Bidder’s failure to identify all costs in a manner consistent with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

3. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Materials submitted in response to this Solicitation shall be deemed public records as defined by RCW 42.56. All Responses and accompanying documentation shall become the property of DOH upon receipt and will not be returned.

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The Bidder’s Response must include, in Attachment E, a statement identifying the pages of its Response, if any, which contain information the Bidder considers proprietary (for the purposes of public disclosure). Each page claimed to be proprietary must be clearly marked by stating the word “Proprietary” on the lower right-hand corner. Bidders must be reasonable in designating information as proprietary or confidential. Bidders may not mark their entire Response proprietary. Doing so will not be honored and will disqualify your Response from further consideration.

If DOH receives a request to view or copy a Bidder’s Response, DOH will respond according to applicable law and DOHs policy governing public disclosure. DOH will not disclose any information marked “Proprietary” in a Response without giving the Bidder ten (10) days’ notice to seek relief in superior court per RCW 42.56.540.

4. BID FORMAT.

Bids must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the Attachment s). Unless otherwise specified in writing by DOH, documents included with an electronic bid must be prepared in MS Word, MS Excel, or Adobe PDF, (including attachments) that total less than 30MB in size. Bidders are cautioned to keep email sizes to less than 25MB to ease delivery. Zipped files cannot be accepted. Where required to do so, Bidders may sign using either a physical or electronic signature.

5. SUBMITTING BIDS.

Bidder’s electronic bid must be emailed to Bids@doh.wa.gov. Bid Responses must be emailed directly to the Solicitation Coordinator at the email address provided on the cover sheet of this Solicitation Document. Bid Responses must be received by the Solicitation Coordinator in their entirety on or before the due date and time set forth on, Solicitation Schedule, unless a posted Amendment to this Competitive Solicitation revises the due date and time.

mailto:Bids@doh.wa.gov

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SECTION E

EVALUATION OF RESPONSES

This section identifies how DOH will evaluate Bid Responses for this Competitive Solicitation.

1. RESPONSE RESPONSIVENESS; ADMINISTRATIVE REVIEW

All Responses will be reviewed by the Solicitation Coordinator to determine compliance with administrative and minimum qualification requirements and instructions specified in this Solicitation. DOH may reject a Response as nonresponsive at any time for any of the following reasons:

• Incomplete Response

• Submission of a Response that proposes services that deviate from the scope and technical requirements set forth in this document and Attachment D, Sample Contract, except as permitted in an Amendment to this Solicitation.

• Failure to meet the minimum Bidder qualifications or to comply with any requirement set forth in this Solicitation Document, including Attachments.

• Submission of incorrect, misleading, or false…