IFB 2512 ADM Occupational Medical Services.docx

INVITATION FOR BID (IFB)

Procurement Coordinator: Chad Niemeyer Phone: 564-669-1001 Email: niec461@ecy.wa.gov Instructions to Bidders:

· Any questions concerning this solicitation are to be directed to the above Procurement Coordinator.

· Bid must be received on or before the Bid Due Date and Time by Ecology to be considered responsive.

· Check WEBS for any amendments.

How to respond on this bidding opportunity:

· Review IFB section 2.7 for Submission of Bids instructions.

· Only emailed bids are accepted in response to this IFB. Attach your bid submittal to your email.

· Bid must contain an official signature of a duly authorized officer or agent of the Bidder’s company empowered with the right to bind the Bidder. Remember to sign your Bid.

· For electronic submissions by email, attach a scanned PDF of the signature page to your Bid, electronic digital signatures are accepted.

· Email subject line note the Solicitation Number and Solicitation Title.

Bids must be received on or before the due date & time at this address:

· Bidders are responsible for the timely delivery of their bid to the email address shown below:

· Please submit bids via email directly to the Procurement Coordinator identified above by email to niec461@ecy.wa.gov.

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INTRODUCTION

Bidders are required to read, understand, and accept all information contained within this entire solicitation package. By responding to this solicitation, the Bidder acknowledges having read and understood the entire solicitation, and accepts all the information contained herein.

In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our solicitations. These are not a factor of award (unless otherwise specified in this document):

· Using environmentally preferable products and products that exceed EPA guidelines.

· Supporting a diverse supplier pool, including small, minority, veteran, and women-owned firms.

· Featuring products made or grown in Washington.

Objective The objective of this Invitation for Bid is to establish a service contract for the Department of Ecology (Ecology) in accordance with RCW 39.26. Ecology is seeking Occupational Medical Testing and Monitoring Services. Ecology expects to provide these services to employees who are exposed to hazardous or dangerous work environments. Ecology will purchase these services on an ‘as needed’ basis. The volume of these services that may be needed over the life of this contract is unknown at this time, although it is estimated to cover about 300 employees annually. Ecology employees are located in cities of Bellingham, Lacey, Manchester, Mount Vernon, Shoreline, Spokane, Union Gap, Vancouver, and Walla Walla.

Background In 1984, Ecology established a comprehensive Medical Monitoring (MEDMON) program. This program has been designed to exceed federal and state laws requiring the employer to provide medical surveillance for employees engaged in hazardous waste (HAZWASTE) operations, field inspections/investigations, and hazardous material response activities. However, it is important to keep in mind that, except for emergency hazardous material response activities, Ecology personnel do not usually perform as general site workers or remediation crews during field operations.

About Washington State Department of Ecology:

The Washington State Department of Ecology (http://www.ecy.wa.gov/) employs about 2,000 people located in four major offices and a number of smaller offices throughout the State. Ecology’s headquarters is in Lacey. The mission of the agency is to protect, preserve, and enhance Washington’s environment, and promote the wise management of air, land, and water for the benefit of current and future generations. The agency is organized into eleven environmental programs plus one administrative program with eight divisions. The agency provides services in the areas of environmental permitting; technical assistance; spill prevention and response; inspections and enforcement; contracts, grants, and loans; environmental monitoring and analysis; policy and rule development; and education and outreach.

Period of Performance The period of performance of any Contract resulting from this IFB is from October 1, 2025 to September 30, 2028 unless at Ecology’s sole discretion the contract is terminated sooner, or extended for additional periods. Amendments extending the period of performance, if any, shall be exercised at the sole discretion of Ecology and are subject to written mutual agreement.

Ecology reserves the right to extend the contract for additional year(s) via Contract Amendments.

The total contract term may not exceed seven (7) years unless an emergency exists and/or special circumstances require a partial term extension.

The actual period of performance may vary depending on the Apparent Successful Bidder’s response and Contract negotiations.

No Costs or Charges No costs or charges under the proposed Contract may be incurred before the Contract is fully executed.

Acquisition Authority Ecology issues this IFB acting under the delegated authority of the Department of Enterprise Services, in accordance to Revised Code of Washington RCW 39.26, which establishes Department of Enterprise Services and regulates the manner in which state agencies may acquire goods and services.

Authority to Bind The Director of the Department of Ecology, or the Director’s designee, is the only individual who may legally commit Ecology to the expenditures of funds for a Contract resulting from this IFB. No cost chargeable to the proposed Contract may be incurred before receipt of either a fully executed Contract or specific written authorization from the Director or designee.

Contract Formation A Bid submitted in response to the Solicitation is an offer to contract with Ecology. A Bid becomes a contract only when legally awarded and accepted in writing by Ecology.

Incorporation of Documents into Contract This solicitation document, any subsequent Amendments and the Bidder’s Response will be incorporated into the resulting Contract.

Contract Type Ecology anticipates awarding a service contract for Occupational Medical Services. Ecology seeks to acquire these services that best meet the State’s needs at the best value.

To be responsive to this IFB, Bidder must indicate a willingness to enter into a Contract substantially the same as the Sample Service Contract, Appendix I, by signing the Certifications and Assurances, located in Appendix A, and returning it with its bid. Bidder’s submission of a Response to this solicitation constitutes acceptance of these contract requirements, unless otherwise noted in Bidder’s submittal.

Ecology expects the Contract signed with the Apparent Successful Bidder to be substantially the same as the Sample Service Contract, Appendix I of this solicitation.

The Bidder may submit exceptions to the contract requirements as allowed in Appendix A - Certifications and Assurances. Ecology will review any requested exceptions and either accept or not accept them at its sole discretion, and exceptions may, at the sole discretion of Ecology, be grounds for disqualification from further consideration in the award of a Contract.

Under no circumstances is a Bidder to submit its own standard contract terms and conditions as a response to this solicitation. The terms and conditions of any other contract shall have no force or effect. Instead, Bidder is to review and identify the language in Appendix I, Sample Service Contract and its attached General Terms and Conditions that the Bidder finds problematic, state the issue, and propose the specific language or contract modification that the Bidder is requesting changed, and then attach such to Appendix A, Certification and Assurances as a bid submittal.

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

Definitions Bidder is to review the definitions in Chapter 39.26 RCW, all terms contained herein will be read consistently with those definitions.

In addition to the standard definitions identified in the Appendix I, Sample Service Contract, and its attached Appendix C, General Terms and Conditions, the following definitions apply for the purposes of this IFB include:

Below are some definitions for this solicitation only:

“ASB” means Apparent Successful Bidder.

“Bid” means a written offer to perform a Contract to provide materials, supplies, services, and/or equipment in reply to an Invitation For Bid.

“Contractor” means individual or company whose Bid has been accepted by Ecology and is awarded a fully executed, written contract.

“DES” means Washington State Department of Enterprise Services.

“Ecology” means Washington State Department of Ecology.

“IFB” means Invitation For Bid.

“MEDMON” means Medical Monitoring, medical testing and monitoring programs.

“SOW” means a Statement of Work, means a written agreement between Contractor and Ecology for Contractor’s Services to be accomplished under the terms and conditions of the resulting Contract.

“WEBS” means Washington’s Electronic Business Solution, the Vendor registration and Bidder notification system maintained by the Washington State Department of Enterprise Services located at: How to Work With the State | Department of Enterprise Services (DES) (wa.gov).

ADMINISTRATIVE REQUIREMENTS

Procurement Coordinator The Procurement Coordinator is the sole point of contact in Ecology for this IFB. Communications directed to parties other than the Procurement Coordinator may result in disqualification of the Bidder. All oral communications will be considered unofficial and non-binding on Ecology. Bidders should rely only on written statements issued by the Procurement Coordinator.

The Procurement Coordinator can be reached as follows:

Estimated Procurement Schedule The dates and times listed below represent the estimated procurement schedule. Ecology reserves the right to change the schedule as needed. Notification of changes to the procurement schedule prior to Bid Due Date and Time will be sent electronically to all properly registered users in the Department of Enterprise Services’ WEBS who have downloaded this solicitation from WEBS. Changes to the procurement schedule after Bid Due Date and Time may not be communicated.

All times are local time in Lacey, WA.

May 21, 2025 By 4:00 pm (Lacey, WA) Bid Due Date and Time

Below dates are anticipated and are subject to change.

Pre-Bid Conference An optional pre-bid conference to address Solicitation requirements will be held at time and location indicated below. While attendance is not mandatory, Vendors are encouraged to attend and actively participate.

VIRTUAL PRE-BID CONFERENCE:

Microsoft Teams Meeting Microsoft Teams Need help?

Join the meeting now Meeting ID: 269 591 127 304 Passcode: o2pp3CP3

Dial in by phone +1 564-999-2000,,14192501# United States, Olympia

(833) 322-1218,,14192501# United States (Toll-free) Find a local number Phone conference ID: 141 925 01#

DATE AND TIME:

April 23, 2025 11:00 AM

Purpose of this Pre-bid Conference is to review the bid requirements, bidding process, and field any questions. Bidders are expected to raise any questions, exceptions, or additions they have concerning the bid document and process at the Pre-Bid Conference.

If interpretations, specifications, or other changes to the Solicitation are required as a result of the conference, the Procurement Coordinator will make amendments to the Solicitation and provide those amendments by posting them on WEBS at WEBS (wa.gov).

Assistance for disabled, blind or hearing-impaired persons who wish to attend the Pre-Bid Conference is available with prior arrangement with Ecology. Contact the Procurement Coordinator identified on the cover page of this Solicitation for assistance.

WEBS Registration Ecology will use How to Work With the State | Department of Enterprise Services (DES) (wa.gov) exclusively for the issuance of this IFB and all IFB updates (i.e., addenda, amendments, answers to submitted questions, etc.). Vendors are responsible for checking WEBS for any changes to the IFB.

Bidders are solely responsible for:

1. Properly registering with the Department of Enterprise Services’ WEBS at How to Work With the State | Department of Enterprise Services (DES) (wa.gov).

2. Maintaining an accurate Vendor profile in WEBS.

3. Downloading the solicitation consisting of the IFB with all attachments and exhibits related to the solicitation for which you are interested in bidding; downloading all current and subsequent amendments to the solicitation.

To ensure receipt of all solicitation documents, the IFB for this solicitation must be downloaded from WEBS. Notification of amendments to the solicitation will only be provided to those Vendors who have registered with WEBS and have downloaded the IFB from WEBS. Failure to do so may result in a potential Bidder having incomplete, inaccurate, or otherwise inadequate information, or a Bidder submitting an incomplete, inaccurate, or otherwise inadequate Bid.

Bidders and potential bidders accept full responsibility and liability for failing to receive any amendments resulting from their failure to register with WEBS and download the IFB from WEBS, and hold the State of Washington harmless from all claims of injury or loss resulting from such failure. Contact the WEBS Customer Service for any questions regarding the WEBS registration process or difficulties downloading the documents at (360) 902-7400.

Bidder Questions and Answers Bidders will be responsible for communicating to the Procurement Coordinator any issues, exceptions, additions or omissions concerning the solicitation on or before the Bid due date and time. Specific questions concerning the IFB must be submitted to the Procurement Coordinator via e-mail by the date and time set forth in the Estimated Procurement Schedule. Early submission of questions is encouraged.

For questions received after the Question/Answer Period, in the interest of maintaining the procurement process, Ecology reserves the right at its sole discretion whether or not to provide an answer. An answer to any Vendor question given orally or via email is considered as tentative, unofficial, and non-binding on Ecology. If any changes result from Vendor questions, written amendments will be issued by the Procurement Coordinator and provided to Vendors by posting them on WEBS, this will assure accurate and consistent responses to all Vendors.

IFB Amendments Prior to Bid Due Date and Time, Ecology reserves the right to change portions of this solicitation. Any changes or corrections will be by one or more written amendment(s), dated, attached to or incorporated in and made a part of this solicitation document. All changes must be authorized and issued in writing by the Procurement Coordinator. If there is any conflict between amendments, or between an amendment and the IFB, whichever document was issued last in time shall be controlling.

Only Bidders who have properly registered and downloaded the original solicitation directly via WEBS system will receive notification of amendments and other correspondence pertinent to the procurement. Ecology shall use WEBS for all updates (i.e., addenda, amendments, answers to questions, etc.). Vendors are responsible for checking WEBS for any changes to the IFB.

Submission of Bid Due date and time: All bid submittals must be received by the Procurement Coordinator no later than the due bid date and time specified in Section 2.2, Estimated Procurement Schedule, at the specific location identified on cover page of this solicitation.

Bidders are responsible for the timely submission of their bids. Bids not received by the date and time specified, or at location other than that specified, will not be accepted and shall be disqualified from further consideration.

For emails, the "receive date/time" posted by the Ecology’s email system will be used as the official time stamp for the time of receipt for the response. Bidders should allow sufficient time to ensure timely receipt of the email. Ecology assumes no responsibility for delays and or errors caused by bidder’s e-mail, Ecology’s email, network events, or any other party.

Bidders assume full responsibility for timely, correct, and complete receipt of all submissions to the Procurement Coordinator. It is the Bidder’s responsibility to contact the Procurement Coordinator to verify that the items submitted are received in complete and usable form.

Bid Submittal: Submit an electronic copy of the bid submittal to the Procurement Coordinator identified on the cover page. Bids must be legible and properly signed by an authorized representative of the Bidder. Incomplete or illegible Bids may be rejected as nonresponsive.

Bid Format: Electronic copy must be in either Microsoft or Adobe product formats. Electronic digital signatures are accepted. The Bidder may submit PDF images with original signatures for the bid documents that require the signature of an authorized bidder representative. Unsigned Bids will be rejected on opening unless satisfactory evidence was submitted clearly establishing the Bidder’s desire and intent to be bound by their Bid, such as a signed cover letter.

Identification and Delivery: To facilitate proper delivery and processing, bids sent by email are to include in the subject line the IFB number and title.

Bid Presentation and Organization Bidders are encouraged to label and organize their Bid Response in the format outlined in Appendix K, Response Checklist for ease of evaluation.

Standard brochures are not to be included in the Bid submittals. There should not be any unnecessary attachments, enclosures, or exhibits. Any electronic submittals shall be in Microsoft Office or Adobe .pdf formats. Charts and spreadsheets may be larger than normal letter size 8.5in x 11in paper.

Cost of Response Preparation Ecology will not reimburse Bidders for any costs associated with preparing or presenting a Response to this IFB.

Response Property of Ecology All materials submitted in response to this solicitation become the property of Ecology, unless received after the deadline in which case the Response will be returned back to the sender. Ecology has the right to use any of the ideas presented in any material offered that is not proprietary to the Bidder, selection or rejection of a Response does not affect this right.

Proprietary or Confidential Information In accordance with RCW 39.26.030, all records submitted to the Department of Ecology relating to state procurement are exempt from public disclosure prior to the announcement of the apparent successful bidder. Upon receipt of a bid and until such announcement is issued, Department of Ecology will withhold bidder submissions and deny disclosure in the event a request for public inspection or copying is made pursuant to Chapter 42.56 RCW.

However, once the apparent successful bidder announcement is issued, Department of Ecology will withhold information marked confidential or proprietary only to the extent Ecology believes information is exempt under applicable laws. When a third party requests a bidder’s information, Ecology may or may not notify the affected bidder prior to releasing. In the event of such notification, the bidder must obtain a court order enjoining disclosure or Department of Ecology will release the information on the date specified.

Errors in Response Bidder is liable for all errors or omissions contained in their Bid Response. Bidders will not be allowed to alter their Response documents after the deadline for Bid submission. Ecology is not liable for any errors in Responses. Ecology reserves the right to contact a Bidder for clarification of Response contents.

In those cases where it is unclear to what extent a requirement or price has been addressed; the Procurement Coordinator may contact a Bidder to clarify specific points in the submitted Response. However, under no circumstances will the responding Bidder be allowed to make changes to the proposed items after the deadline for Bid submissions.

Waive Minor Administrative Irregularities Ecology reserves the right to consider the actual level of Bidder’s compliance with the requirements specified in this solicitation and to waive informalities in a Bid. 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 supplies or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial to Bidders.

Ecology reserves the right, at its sole option, to make corrections to a Bidders’ Responses when an obvious arithmetical error has been made in the price quotation for bid evaluation purposes. Bidders will not be allowed to make changes to their bid price after the Response submission deadline.

Specifications

All services and products delivered against the resulting award shall meet IFB’s minimum specifications. By submission of a bid, the Bidder certifies that all services and products delivered against this contract will be in compliance with the specifications and any noted exceptions accepted by Ecology. Bidder offering a service or product other than what is specified herein as the standard of quality shall submit descriptive literature with their Bid. Descriptive literature shall clearly describe how the service and product bid is equal in quality, function, and performance to the service and product specified/described herein. Bids without sufficient documentation to fully support equality, may be considered non-responsive. The state reserves the right to request additional information for bid evaluation purposes. Failure to provide descriptive literature within fifteen (15) calendar days after request, unless an extension is granted, will result in bid rejection.

Responsiveness All Bids will be reviewed by the Procurement Coordinator to determine compliance with administrative bid requirements and instructions, and minimum requirements specified in this IFB. Bidders are specifically notified that failure to comply with any part of the IFB may result in rejection of their bid as non-responsive. Any Bid that is rejected as non-responsive will not be evaluated for award.

Bidders who do not meet minimum bidder qualifications (Section 4.1) will be rejected as non-responsive and will not receive further consideration.

Exclusive Use This IFB is being issued for Ecology’s exclusive use for the purpose set forth in this IFB. The results of this IFB may not be used to satisfy the competitive requirements of any other agency that may choose to purchase similar services directly from the Apparent Successful Bidder.

Americans with Disabilities Act (ADA) Ecology complies with the ADA and related federal and state laws and regulations. To request ADA reasonable accommodations for public access and mobility for attending meetings, printed materials in a format for the hearing or visually impaired, or ADA parking please contact the Procurement Coordinator. Persons with impaired hearing may call Washington Relay Service at 711 and those with speech disability may call TTY at 877-833-6341. Vendors may contact the Procurement Coordinator to receive this solicitation in Braille or on tape.

Nondiscrimination Nondiscrimination Requirement. During the term of this Contract, Bidder, including any subcontractor, shall not discriminate on the bases enumerated at RCW 49.60.530(3).

Nondiscrimination Certification. Pursuant to legislative enactment, Bidder shall certify it has not willfully violated Washington’s nondiscrimination law, RCW 49.60.530(3), 9 RCW. Refer to RCW 39.26.160 (2) (f) for requirements. Bidder is to submit a completed certification for Nondiscrimination Certification form in Appendix E – Nondiscrimination Certification with their response. Bidder is to review requirements for nondiscrimination in the General Terms and Conditions, Appendix I, Sample Service Contract.

Minority and Women’s Business Enterprises (MWBE) In accordance with the legislative findings and policies set forth in RCW 39.19, the State of Washington encourages participation in all of its contracts by Minority and Women Owned Business Enterprise (MWBE) firms either self-identified or certified by the Office of Minority and Women’s Business Enterprises (OMWBE) Office of Minority and Women's Business Enterprises | (wa.gov). While the state does not give preferential treatment, it does seek equitable representation from the minority and women’s business community.

Participation may be either on a direct basis in response to this Solicitation or as a Subcontractor to a Contractor. However, unless required by federal statutes, regulations, grants, or Contract terms referenced in the original Solicitation, no preference will be included in the evaluation of Bids, no minimum level of MWBE participation shall be required as condition for receiving an award, and Bids will not be evaluated, rejected or considered non-responsive on that basis.

Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the original Solicitation will apply. Bidders may contact Office of Minority and Women Owned Business Enterprise (OMWBE) to obtain information on certified firms for potential sub-contracting arrangements. Nothing in this section is intended to prevent or discourage Bidders from inviting others from participation from non MWBE firms as well as MWBE firms. For questions regarding the above, contact OMWBE at toll free 866-208-1064.

Bidders who are MWBE or intend to use MWBE Subcontractors are encouraged to identify the participating firm on Appendix B.

Small and Diverse Business Preference ECOLOGY, in accordance with Washington law, encourages small and diverse businesses to compete for and participate in state procurements as contractors and as subcontractors to awarded bidders. Review, e.g., RCW 39.19 (OMWBE certified businesses); RCW 43.60A.200 (WDVA Certified Veteran-Owned Businesses); and RCW 39.26.005 (Washington Small Businesses).

In support of the state’s economic goals and to support a diverse supplier pool. ECOLOGY will evaluate bids for best value and provide a bid preference identified herein to any bidder who certifies, pursuant to the certification attached, Appendix F, Small Business and Veteran Business Certification.

Wage Laws and Workers’ Rights Certifications Pursuant to legislative enactment, Contractor shall certify it has not willfully violated Washington’s wage laws, Title 49 RCW. Refer to RCW 39.26.160 (2) (f) for requirements.

Bidder is to submit the completed certification for Wage Laws Certification form in Appendix C – Wage Laws Certification with their response.

Pursuant to the Washington State Governor’s Executive Order 18-03, the Washington State Department of Ecology is seeking to contract with qualified entities and business owners who certify that their employees are not, as a condition of employment, subject to mandatory individual arbitration clauses and class or collective action waivers.

Bidder is to submit the completed certification for Workers’ Rights Certification form in Appendix D – Workers’ Rights Certification with their response.

Non-Endorsement and Publicity Neither the Ecology nor the Purchasers are endorsing the Contractor’s Products or Services, nor suggesting that they are the best or only solution to their needs. Contractor agrees to make no reference to Ecology, any Purchaser or the state of Washington in any literature, promotional material, brochures, sales presentation or the like, regardless of method of distribution, without the prior review and express written consent of Ecology.

No Best and Final Offer Ecology reserves the right to make an award without further discussion of the Response submitted; that is there will be no best and final offer request, unless at the sole discretion of Ecology it is determined to be in the best interest of the state. Therefore, the Response should be submitted on the most favorable terms that Bidder intends to offer.

No Obligation to Contract/Buy Ecology reserves the right to refrain from contracting with any and all Bidders. Neither the release of this solicitation document nor the execution of a resulting Contract obligates Ecology to make any purchases.

Rejection of Bids Ecology 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 IFB.

Right to Cancel Ecology reserves the right to cancel or reissue all or part of this Solicitation at any time as allowed by law without obligation or liability.

Award Intent Only one (1) successful Bidder will be identified via this procurement. Ecology intends to award only one (1) Contract.

Insurance Coverage The Successful Contractor is required to obtain insurance to protect the State should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Contractor or its Subcontractor(s), or their agents, while performing work under the terms of any Contract resulting from this solicitation. Refer to Sample Service Contract, Appendix I, for a description of the insurance requirements.

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

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

For further information and reporting requirements review Appendix I, Sample Service Contract.

EVALUATION PROCESS and AWARD Basis for Evaluation Contract award shall be made to the lowest Responsive and Responsible Bidder based on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW 39.26 and preferences in state law.

Ecology reserves the right subject to the provisions of RCW 39.26.160 to: (1) Waive any informality; (2) Reject any or all Bids, or portions thereof; (3) Accept any portion of the items bid unless the Bidder stipulates all or nothing in their Bid; (4) Cancel a solicitation and re-solicit Bids; (5) Negotiate with the lowest Responsive and Responsible Bidder to determine if that Bid can be improved for the Purchaser; (6) Award on an all or none consolidated basis taking into consideration “lifecycle costs”; and, (7) Award in aggregate when in the best interest of the state.

Ecology reserves the right to award on an All or Nothing consolidated basis taking into consideration reduction in administrative costs as well as unit bid prices.

Ecology seeks to acquire the goods/services that best meet the State’s needs and offers best value in the interest of Ecology.

Responses will only be evaluated on the basis of the information provided in the Bidder’s Bid. Bidders are not to assume that the evaluators know anything about the Bidder. Therefore, it is important that the responses be clear and complete so that the evaluators can adequately understand all aspects of the Bid. Failure of a Bidder to provide such may result in the Bidder receiving a low evaluation score or being deemed non-responsive.

Evaluation Process Step 1: Responsiveness Evaluation Bids will be reviewed initially by the Procurement Coordinator to determine on a pass/fail basis compliance with administrative bid requirement and minimum requirements of this IFB. Ecology reserves the right to determine at its sole discretion whether Bidder’s Response to a requirement is sufficient to pass. If the Bidder does not pass the Responsiveness Evaluation, they will be deemed non-responsive and will not be further evaluated. Only Bids that satisfactorily pass the Responsiveness Evaluation will be further evaluated.

Step 2: Evaluation of Bids Ecology will evaluate Bidder’s responses to the bid requirements and cost. The evaluation of Bids shall be accomplished by an evaluation team designated by Ecology that will determine the ranking of the Bids.

Bidder will be evaluated and scored on its total bid cost. The score for the price will be computed by dividing the lowest cost bid received by the Bidder’s total bid cost, and then multiplying by the cost scoring points.

Step 3: Bidder Interviews (Optional) Ecology may select top scoring Bidder(s) from Step 2 to be invited to participate in a Bidder Interview. Ecology reserves the right to select and award to a bidder without conducting interviews. If a Bidder does not pass the Bidder Interview evaluation, they may be deemed non-responsive and will not be further evaluated.

Step 4: Reference Evaluation Ecology reserves the right to contact references supplied by the Bidder and references not supplied by the Bidder, and use the information obtained for evaluation purposes. If a Bidder does not pass the Reference evaluation, they may be deemed non-responsive and will not be further evaluated.

Evaluation and Scoring Points The evaluation scores assign a relative importance for each scored topic.

The following points will be assigned to the Bid for evaluation purposes:

*Procurement Evaluation for 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. Ecology will evaluate bids for best value and provide a bid preference identified herein to any bidder who certifies, pursuant to the certification attached as Appendix D, Workers’ Rights Certification for Executive Order 18-03, 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 waiver.

Clarification of Bid The IFB Procurement Coordinator may contact a Bidder for clarification of any portion of a Bidder’s Bid.

Bidder Interview Ecology, at its sole discretion, may elect to select the top scoring Bidder(s) from the written evaluations for a presentation. Ecology will contact the top scoring Bidder(s) to schedule a date, time, and location for a Bidder Interview. Ecology reserves the right to select and award to a bidder without conducting interviews.

The Bidder presentation will include review and confirmation of the Bidder’s bid, and may include service and product description and demonstration, demonstration of Bidder’s capabilities, etc. to aid in the evaluation of the Bidder. Representations made by the Bidder during the oral presentation will be considered binding.

If possible, the Bidder’s proposed Project Manager and key staff who will be providing the services should participate.

Selection of Apparent Successful Bidder Apparent Successful Bidder selection begins after all evaluation steps are completed as outlined in Section 3 – Evaluation Process and Award.

Based on the evaluation process, the Bidder with the highest total score and best meet the State’s needs and offers the best value in the interest of Ecology will be declared the ASB.

When evaluation of responses produces numerical ratings that are substantially equivalent, i.e., scores separated by 2% or less of the total available points, Ecology reserves the right to award the contract to the Bidder whose response is deemed to be in Ecology’s best interest.

Notification of Apparent Successful Bidder All Bidders responding to this solicitation will be notified when Ecology has determined the ASB. The date of announcement of the ASB will be the date of the notification from Ecology. The Bidders will be notified via email from DES/WEBS of the ASB determination.

Designation as an ASB does not imply that the State will issue an award to your firm. It merely suggests that at this moment in time the State believes your bid to be responsive. This designation allows the State to perform a further responsiveness and responsibility analysis and ask for additional documentation. The State is also at liberty to re-review and determine whether the bid is truly responsive as initially believed. The Bidder must not construe this as a notification of award, impending award, an attempt to negotiate, etc. If you act or fail to act in reliance of this notification, you do so at your own risk and expense.

Contract Negotiations with Apparent Successful Bidder After the notification of the ASB, Ecology may enter into contract negotiations with the ASB, which may include discussion regarding the terms of the Bid. Contract negotiations may result in incorporation of some or the Bidder’s entire Bid. The Bidder should be prepared to accept this IFB for incorporation into a contract resulting from this IFB. It is also understood that the Bid will become part of the contract and the official file.

Should contract negotiations fail to be completed within one (1) month after initiation, Ecology may immediately cease contract negotiations and declare the Bidder with the next highest score as the new Apparent Successful Bidder and enter into contract negotiations with that Bidder.

The ASB will be expected to execute the Contract within ten (10) Business Days of its receipt of the final Contract. If the selected Bidder fails to sign the Contract within the allotted ten (10) days’ timeframe, Ecology may elect to cancel the award, and award the Contract to the next ranked Bidder, or cancel or reissue this solicitation (Refer to Subsection 2.256 - Right to Cancel).

Debriefing of Unsuccessful Bidders Only Bidders who submit a Response may request an optional debriefing conference to discuss the evaluation of their Response. Upon request, a debriefing conference will be scheduled with an unsuccessful Bidder. The Procurement Coordinator must receive the request for a debriefing conference within three (3) business days after the announcement of Apparent Successful Bidder is sent to the responding Bidders. The debriefing conference is held within three (3) business days of the request, unless Ecology chooses a more convenient time. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for no more than one hour.

Discussion at the debriefing conference will be limited to the following:

· Evaluation and scoring of the Bidder’s Bid.

· Critique of the Bidder’s Bid.

· Review of the Bidder’s final score and ranking in comparison with other Bidders’ final scores without identifying the Bidders.

Complaint and Protest Requirements For Complaints and Protests, Refer to Appendix J - Complaint and Protest Procedures regarding the grounds for, filing, and resolution of complaints and protests.

VENDOR AND BID SUBMITTAL REQUIREMENTS

Minimum Bidder Qualifications Bidder is to provide a statement on compliance with the following minimum requirements:

a. Bidder must be licensed to conduct business in Washington State or commit to becoming licensed in Washington State within thirty (30) calendar days of being selected as the Apparent Successful Bidder.

b. Bidder must have been in business for a minimum of three (3) years providing those service identified herein.

c. Bidder must be a provider of occupational medicine, who is authorized, certified, and licensed to practice and provide occupational medicine and MEDMON services within the state of Washington.

d. Bidder must be able to provide local quality MEDMON services to meet the needs of Ecology employees statewide. Ecology employees are located in cities of Bellingham, Lacey, Manchester, Mount Vernon, Shoreline, Spokane, Union Gap, Vancouver, and Walla Walla.

e. Bidder must not be suspended or debarred from government contracts.

Management and Technical Evaluation Bidder is to provide the below information about their capabilities. Bidder is to use the below format with the same headings and sub-headings to fully describe services you are bidding. Photos, diagrams, and other useful information may be included to supplement your bid. Bidder’s response will be used in the evaluation of the bids.

a. Qualifications of Company – Describe relevant experience providing Occupational Medical Testing and Monitoring services in Washington State, as described in this bid, include information about:

i. Years in business.

ii. Years doing testing and monitoring services.

iii. Financial stability and business continuity planning.

iv. Experience with HIPAA and Washington State record retention requirements.

v. Number of physicians that are board certified.

vi. Number of physicians that are licensed to practice occupational medicine in the state of Washington.

vii. Number of physicians available for each identified Ecology office location.

viii. Clinics/offices locations and information on the where employees will go for tests.

ix. Other pertinent information.

b. Qualifications of Available Physicians – Describe the experience and qualifications of the on-staff physicians who are board certified and licensed to practice occupational medicine within the state of Washington.

i. Identify who will conduct and review the individual employee examinations.

ii. Identify who will sign all medical clearances summaries sent to the employee and the employer.

iii. Experience with occupational medical services, such as respirators, Hazardous Waste Operations and Emergency Response (HAZWOPER), interpreting workplace exposures, and knowledge of federal and state health and safety regulations.

iv. Identify any specialty physicians that will be used under this contract.

v. Provide a current resume for key physicians that will be used under this contract.

c. Patient Service Performance – Describe company’s ability to ensure quality, cost efficient, and effective MEDMON services to Ecology employees enrolled in the MEDMON program.

i. Explain how your company will manage contacting employees to schedule testing, and describe how your company simplifies the scheduling process, ensuring flexibility and ease of use for employees.

ii. Provide examples of how your company delivers clear, easy-to-understand instructions to employees regarding the testing process and any follow-up requirements.

iii. Explain how your company ensures timely responses to employee inquiries or concerns regarding MEDMON services.

iv. Explain how your company will monitor employees for required testing and follow-up to assure testing was completed as required.

v. Explain how your company will track and manage changes to an individual employee’s testing requirements, either initiated by the physicians or communicated by the Ecology Safety Office because of changes in hazardous work responsibilities.

vi. Describe the steps your company takes to ensure medical facilities are caring, professional, and supportive environments for Ecology employees.

vii. Explain how your company will handle a situation where an employee is treated by another medical provider not part of your network or system for an exposure-related injury/illness; what are your protocols for exchanging or obtaining medical information and for follow-up patient handling?

viii. Include whether or not you would notify Ecology and what, if any, information would be provided. Briefly outline the procedure in providing prescriptive occupational exposure consultation, the appropriate reference material to be used (if any), and the qualifications of the medical staff providing the consultation.

ix. Include whether or not your company uses a software portal to allow employees to access their appointment details, results, and other relevant information.

d. Customer Service Performance – Describe the business model for delivery of service, (e.g. direct provider, broker, etc.) and how it will meet the needs of Ecology and its employees.

i. In detail, explain how your system works for scheduling, employee monitoring/tracking, billing, payment, and customer service.

ii. Identify the number of staff providing customer service and administrative functions.

iii. Explain how your system measures the effectiveness of the physicians and testing system.

iv. Include information about testing equipment used, labs used, workflow processes, monitoring, tracking services, timelines for work, and report times, etc.

v. Describe the reports that will be provided to the Ecology Safety Office to measure current status of the testing and monitoring program, with adequate detail to identify progress and problems.

vi. Describe how your system ensures timely responses to requests or inquiries from Ecology employees…