K6624 Automated nucleic acid platform RFQQ.docx

WASHINGTON STATE DEPARTMENT OF AGRICULTURE

Request for Qualifications and Quotes (RFQQ) – No. K6624 For Automated nucleic acid extraction platform Interested bidders: On behalf of the Washington State Department of Agriculture (“WSDA”), thank you for your interest in contracting with the State of Washington to provide goods/services. To ensure a fair and transparent procurement process that is open to all qualified vendors, Washington’s Procurement Law for Goods/Services (RCW 39.26) requires that this procurement be conducted through a RFQQ process.

This RFQQ and the resulting contract have unique features, requirements, and terminology, which are further explained in the Contracting Guide for Agency Contracts for Goods and Services (“Agency Contracting Guide”).

The RFQQ consists of this document and the exhibits included in the summary table attached as Appendix A – Summary Table of All Included Exhibits & the Required Bid Submittals.

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

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

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

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

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

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

SECTION 1 – OPPORTUNITY

This section identifies the goods/services that Bidders will be bidding to supply if awarded a contract. This section also includes available historical data regarding prior purchases that may help Bidders evaluate the potential opportunity including, when available, prior purchasing data.

1.1. SCOPE OF INCLUDED GOODS/SERVICES. WSDA is utilizing this RFQQ to solicit value-added bids from innovative, qualified Bidders to provide a compact automated immunoassay system that, at a minimum, meet or exceed any mandatory minimum specifications for the Goods/Services and/or the mandatory minimum performance requirements for Bidders who are awarded a purchase. Note that WSDA will issue a standard purchase order for the awarded purchase.

1.2. CONTRACT AWARD(S). WSDA intends to award a purchase as set forth below:

Contract Award Type. As detailed below, WSDA intends to make one purchase award , as follows:

· Main Award for Purchase. Main Awards are open to all Bidders and made, to the highest scored, responsive, responsible Bidders.

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

· Did not receive a Main Award; and

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

The total potential purchase award is one (1) Compact, Automated Immunoassay System.

In the event of a tie of qualified bidders, WSDA intends to award to the Bidder with the lower cost. In the event of a tie in cost, the tied Bidders will be invited to submit a best and final offer to determine award based on lowest cost.

1.3. ESTIMATED CONTRACT VALUE. Historically, for prior contracts, the purchase price is less than $100,000.

1.4. SECTION 2 – RFQQ PROCESS

This section describes the procurement process for this RFQQ, including:

· Information about the purpose of the RFQQ;

· The form and term of the intended Contract;

· Important deadlines for this RFQQ;

· Where to direct questions or concerns regarding the RFQQ;

· Limits on Bidder communications during the RFQQ process;

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

· The process for potential amendments or modifications to the RFQQ.

2.1. PURPOSE OF THE RFQQ. The RFQQ is a required formal process for WSDA to receive competitive bids from interested Bidders to evaluate pursuant to described criteria and, as appropriate, award Contracts for specified Goods/Services that function as enterprise procurement solutions.

2.2. CONTRACT FORM & TERM. As set forth in Exhibit B - Performance Specifications and Scoring Matrix, WSDA is making one purchase from this bid. Bidders must specify a guaranteed price for the first ninety days post award.

2.3. RFQQ DEADLINES. The following table identifies important dates for this RFQQ:

5:00 pm (Pacific Time)

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

2.4. PRE-BID CONFERENCE. WSDA will NOT host a virtual RFQQ Pre-Bid Conference at the date and time set forth in Section 2.3, above. Bidders are encouraged to attend and participate, but attendance is not mandatory.

The Pre-Bid Conference is intended to:

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

· Explain the RFQQ; and

· Allow Bidders to raise questions or concerns regarding the RFQQ.

As practicable, WSDA will address Bidder questions or concerns that are raised during the Pre-Bid Conference at that time. Nonetheless, to ensure fairness to all potential Bidders, WSDA will identify Bidder questions or concerns asked during the Pre-Bid Conference and the Procurement Coordinator will provide an official response in the question and answer period. Assistance for disabled, blind, or hearing-impaired persons who wish to attend the Pre-Bid Conference is available with prior arrangement by contacting the Procurement Coordinator.

2.5. RFQQ QUESTIONS. Questions or concerns regarding this RFQQ must be directed to the following Procurement Coordinator:

· NAME: TRYG HOFF

· Tryg.Hoff@agr.wa.gov The Procurement Coordinator will answer Bidder questions in writing posted to Washington’s Electronic Business Solution (WEBS). Bidders are encouraged to submit questions regarding the RFQQ as early in the process as possible to allow the Procurement Coordinator to consider and respond.

Note: If Bidders have questions or concerns regarding the Contract (see Exhibit B - Performance Specifications and Scoring Matrix), Bidders must raise such questions or concerns, in writing, to the Procurement Coordinator before the Deadline for Submitting Questions stated in Section 2.1, above. WSDA does not intend to negotiate substantive terms and conditions pertaining to the resulting Contracts at Contract award.

2.6. BIDDER COMMUNICATION DURING RFQQ. During the RFQQ process, all Bidder communications regarding this RFQQ must be directed to the Procurement Coordinator. Bidders should rely ONLY on this RFQQ and written amendments to this RFQQ issued by the Procurement Coordinator. In no event will oral communications regarding this RFQQ be binding. Unauthorized Bidder contact regarding this RFQQ with other state employees or Purchasers involved with the RFQQ may result in Bidder disqualification.

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

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

· Protests, however, must be sent to the Protest Officer stated below.

2.8. RFQQ – AMENDMENT & MODIFICATION. WSDA reserves the right to amend and modify this RFQQ. Only Bidders who properly have registered and downloaded this RFQQ directly via the Washington Electronic Business Solution (WEBS) will receive subsequent notifications of amendments and other correspondence pertinent to this RFQQ. Bidders should be registered in WEBS to be awarded a Contract. Visit WEBS to register.

SECTION 3 – SUBMITTING A BID

This section identifies how to prepare and submit your bid to WSDA for this RFQQ. In addition, Bidders will need to review and follow the RFQQ requirements including those set forth in the exhibits, which identifies the information that Bidders must provide to WSDA to constitute a responsive bid. By responding to this RFQQ and submitting a bid, Bidders acknowledge having read and understood the entire RFQQ, including the Agency Contracting Guide, and accept all information contained within this RFQQ.

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

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

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

3.3. SUBMITTING BIDS. Bidders must email Required Bid Submittals to laura.holmes@agr.wa.gov. Please note:

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

· WSDA will not accept or open zipped files.

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

3.4. ADDITIONAL BID SUBMITTALS. Bidders may not provide unsolicited materials. For any supplemental materials expressly required by WSDA in writing, Bidders must identify such supplemental materials with Bidder’s name.

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

SECTION 4 – BID EVALUATION

This section identifies how WSDA will evaluate bids for this RFQQ.

4.1. OVERVIEW. WSDA will evaluate bids for this RFQQ as described below.

· Bid Review: WSDA will review bids to determine bid responsiveness as stated in Section 4.2, below.

· Bid Evaluation: WSDA will evaluate responsive bids as stated in Sections 4.3 – 4.5, below.

· Procurement Authority Discretion. WSDA reserves the right to:

· Request Bidder clarification regarding any bid;

· Waive any informality;

· Reject any or all bids, or portions thereof;

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

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

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

See Section 4.2, below

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

Exhibit B - Performance Specifications and Scoring Matrix Review whether Bidder’s Goods/Services and/or Bidder’s performance capability meets the mandatory minimum performance specifications for the RFQQ

See Section 4.3, below

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

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

See Section 4.4, below

Review and determine Bidder responsibility See Section 4.5, below Pass/Fail

See Section 4.6, below

See Section 4.7, below

See Section 4.8, below

4.2. BID RESPONSIVENESS (STEP 1A). WSDA will review bids – on a pass/fail basis – to determine whether the bid complies with the RFQQ requirements and, therefore, is ‘responsive.’ If WSDA determines that a bid is nonresponsive, WSDA will reject the bid and notify the Bidder, in writing, that the bid is nonresponsive. Such written notification will include a brief explanation as to why the bid is nonresponsive.

WSDA, in its discretion, may waive informalities in a bid. An informality is an immaterial variation from the exact requirements of the RFQQ, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the goods or the quality, capability, 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.

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

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

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

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

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

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

4.3. BID EVALUATION: SCORED FACTORS (STEP 2A). WSDA will evaluate and score responsive bids as specified below and as set forth in the referenced exhibits. Note: It is imperative that Bidder’s Required Bid Submittals comply with the instructions set forth in the exhibits.

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

The bid with the lowest total evaluation price will receive 25 points. Bids with a higher evaluation price will receive proportionately fewer evaluation points based upon the bid with the lowest total evaluation price, using the following formula:

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

Sample Calculation:

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

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

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

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

· PROCUREMENT PREFERENCE FOR BIDDER COMPLIANCE WITH EXECUTIVE ORDER 18-03. WSDA will provide a bid preference in the amount of 5 points to Bidders who certify, pursuant to Exhibit A – Bidder’s Certification, that Bidder complies with Executive Order 18-03.

· WASHINGTON SMALL BUSINESSES. In furtherance of Washington’s business inclusion goals WSDA will evaluate bids for best value and will provide a bid preference in the amount of 10 points to any bidder who certifies, pursuant to Exhibit A – Bidder’s Certification, that Bidder qualifies as a ‘Washington Small Business’ as set forth in Exhibit A – Bidder’s Certification.

· CERTIFIED VETERAN-OWNED BUSINESSES. In furtherance of Washington’s business inclusion goals, WSDA will evaluate bids for best value and will provide a bid preference in the amount of 10 points to any bidder who certifies, pursuant to Exhibit A – Bidder’s Certification, that Bidder qualifies as a Washington Department of Veterans’ Affairs Certified Veteran-Owned Business.

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

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

· Bidder’s ability, capacity, and skill to perform the Contract or provide the Goods/Services;

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

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

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

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

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

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

In addition, WSDA may consider the following:

· Financial Information: WSDA may request financial statements, credit ratings, references, record of past performance, clarification of Bidder’s bid, on-site inspection of Bidder's or subcontractor's facilities, or other information as necessary to determine Bidder’s capacity to perform and the enforceability of Bidder’s contractual commitments. Failure to respond to these requests may result in a bid being rejected as non-responsive.

· References: WSDA reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Any negative or unsatisfactory reference can be reason for rejecting a Bidder as non-responsible.

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

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

· ASB designation does not imply that WSDA will issue a Contract award. Rather, this designation allows WSDA to perform further analysis and ask for additional documentation. Bidders must not construe ASB designation as an award, impending award, attempt to negotiate, etc. If a Bidder acts or fails to act as a result of such notification or designation, it does so at its own risk and expense.

· Upon announcement of ASBs, Bidders may request a debrief conference as specified in the Agency Contracting Guide.

4.7. Bid Information Availability (Step 6). Upon WSDA’ announcement of ASB:

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

· Upon WSDA’ announcement of ASB, WSDA will post all bid evaluations to WEBS. In addition, WSDA intends to post winning bid submissions to its webpage after Contract awards.

4.8. CONTRACT AWARDS (STEP 7). Subject to protests, if any, WSDA and the ASB will enter into a Contract as set forth in Exhibit B - Performance Specifications and Scoring Matrix. An award, in part or full, is made, and a contract formed by signature of WSDA and an awarded Bidder on the Contract. Following Contract awards, all Bidders registered in WEBS will receive a Notice of Award delivered to the Bidder’s email address provided in Bidder’s WEBS profile.

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

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

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

BID

SUBMITTAL

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

Required

Exhibit B - Performance Specifications and Scoring Matrix Provides the specifications and scoring matrix by which bidders will be evaluated.

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

Required

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

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

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

Yes Required

Exhibit E – Bidder’s Contract Issues List Provides Bidders an opportunity to identify Bidder’s issues and proposed resolution/solution if Bidder has any business concerns with the Contract form stated in Exhibit B - Performance Specifications and Scoring Matrix.

Exhibit [] – Bidder’s Subcontractor Inclusion Plan *not applicable to this RFQQ Provides Bidders who, if awarded a Contract, intend to utilize subcontractors to perform the Contract, an opportunity to identify Bidder’s intended subcontractors.

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

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