Procurement Final Draft Investment Adviser RFP.pdf
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- Attached to
- Investment Adviser Services
- Solicitation number
- CC0601-DU002244
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This document is a Request for Proposals (RFP) issued by Washington State University (WSU) for Investment Adviser Services, with RFP No. CC0601-DU002244. The university is seeking a registered investment adviser to provide non-discretionary investment management of its operating investment portfolio, which ranges between $500 and $700 million. The RFP requires the selected firm to prepare monthly reporting on investment performance and compliance, periodically meet with the university to present portfolio reviews and economic outlooks, assist in developing investment benchmarking and strategy, and provide educational support to university investment personnel. The initial contract period is expected to be three years, with proposals due on April 25, 2025, at 3:00 pm Pacific Time, and the potential for optional renewals by mutual agreement.
The RFP outlines a comprehensive evaluation process with a total of 100 possible points, distributed across executive summary (10 points), experience (30 points), investment advisory services (40 points), support services (15 points), and cost proposal (5 points). The university prefers a flat-rate fee structure but will consider all cost proposals. Respondents must be registered investment advisers with the SEC, eligible to do business in Washington State, and have experience providing services to public clients in the state. Preference will be given to firms with investment adviser experience in higher education and those able to provide market data, credit research, and other supportive tools to aid in investment management.
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Other files
| File | Type | Posted |
|---|---|---|
| Exhibit B- Contractor Information.pdf | ||
| Exhibit A- Certifications & Assurances.pdf | ||
| Exhibit C- Terms and Conditions.docx | DOCX document |
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Text version
REQUEST FOR PROPOSALS
(“RFP”)
RFP NO. CC0601-DU002244
PROJECT TITLE: INVESTMENT ADVISER SERVICES
WSU Department: TREASURY SERVICES
PROPOSAL DUE DATE: April 25, 2025, 3:00 pm Pacific Time, Pullman, Washington, USA.
ESTIMATED TIME PERIOD FOR CONTRACT: The University anticipates utilizing the provider selected from this process until it is no longer in its best interest to do so. The initial contract period is expected to be three years with optional renewals by mutual agreement.
RESPONDENT ELIGIBILITY: This procurement is open to those Respondents that satisfy the minimum qualifications stated herein and that are available for work in Washington State.
TABLE OF CONTENTS
1. INTRODUCTION
1.1. PURPOSE
1.2. ABOUT WASHINGTON STATE UNIVERSITY
1.3. OBJECTIVES AND SCOPE OF WORK
1.4. SCOPE OF WORK
1.5. SOLUTION REQUIREMENTS
1.6. PREFERRED SOLUTION FEATURES AND CAPABILITIES
1.7 PERIOD OF PERFORMANCE…………………………………………………………………………………………….. 3
2. GENERAL INFORMATION FOR CONTRACTORS
2.1. RFP COORDINATOR
2.2. ESTIMATED SCHEDULED FOR PROCUREMENT ACTIVITIES
2.3. SUBMISSION OF PROPOSALS
2.4. REVISIONS TO THE RFP
2.5. ACCEPTANCE PERIOD
2.6. RESPONSIVENESS
2.7. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE
2.8. MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION
2.9. MOST FAVORABLE TERMS
2.10. MODEL CONTRACT
2.11. COSTS TO PROPOSE
2.12. NO OBLIGATION TO CONTRACT
2.13. REJECTION OF PROPOSALS
2.14. COMMITMENT OF FUNDS
2.15. ELECTRONIC PAYMENT
2.16. INSURANCE COVERAGE
3. CONTENTS OF THE PROPOSAL
4. EVALUATION AND CONTRACT AWARD
4.1 EVALUATION PROCEDURE
4.2 EVALUATION WEIGHTING AND SCORING
4.3 ORAL PRESENTATIONS MAY BE REQUIRED
4.4 NOTIFICATION TO RESPONDENTS
4.5 DEBRIEFING OF UNSUCCESSFUL RESPONDENT
4.6 COMPLAINT PROCESS
4.7 PROTEST PROCEDURE
5. RFP EXHIBITS
Exhibit A: Certifications and Assurances
Exhibit B: Contractor Information
Exhibit C: General Terms and Conditions and Data Security Addendum
1. INTRODUCTION
1.1. PURPOSE
Washington State University (hereafter “University” or “WSU”) is initiating this Request for Proposals
(RFP) to solicit proposals from firms interested in participating (the “Respondent,” the “Vendor” or, post-award, the “Contractor”) for Investment Advisory services to provide non-discretionary investment management of the University’s operating investment portfolio, provide regular reporting including on investment performance and compliance, assist in development of investment benchmark and strategy, and offer ongoing consulting related to management of the University operating investment program.
1.2 ABOUT WASHINGTON STATE UNIVERSITY
University Overview Founded in Pullman in 1890 by the State legislature as the State’s land-grant research university, Washington State University today has campuses in Pullman, Spokane, the Tri-Cities, and Vancouver.
The University’s sixth campus, the WSU Global campus, offers online access to the University’s degrees statewide and worldwide.
With offices in all 39 counties in the State, WSU Extension serves as the University’s primary outreach education unit bringing its resources to the State’s citizens. Agricultural research stations are located in Lind, Mount Vernon, Othello, Prosser, Puyallup and Wenatchee.
With 11 academic colleges and a graduate school, the University offers more than 200 fields of study, many recognized with national and international awards of excellence. Systemwide enrollment exceeded 26,490 students in academic year 2023-24. Students are served by more than 2,300 instructional faculty and 4,500 administrative professional and classified staff members.
Among the University’s faculty are members of the National Academy of Sciences, the National Academy of Engineering, the Institute of Medicine and many recipients of awards for teaching and research.
The University is a top tier research university, classified as a “very high research activity” institution by the Carnegie Foundation for the Advancement of Teaching. Carnegie has also granted the University its Community Engagement classification.
The University’s operating investment balances range between $500 and $700 million of working capital dependent on seasonal cash flows. WSU working capital includes current-use gift funds. From time to time, WSU establishes a dedicated portfolio for proceeds from bond issuance which are temporarily invested to match construction schedules. The University’s operating investments are currently invested in the Washington State Treasurer’s Local Government Investment Pool (LGIP), a fixed-income investment pool, and a portion of current-use gift funds are invested in a PIMCO fixed income mutual fund. WSU contracts with the WSU Foundation for management and oversight of all endowment fund assets.
The University’s investment policy can be found at the below link:
Microsoft Word - WSU Investment Policy 062422
A summary of University investments can be found in the 2024 financial report at the below link:
2024 ANNUAL FINANCIAL REPORT
https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3069/2024/03/WSU-Investment-Policy.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3077/2025/02/FY24_WSU-Finanical-Report_Indexed.pdf
1.3 OBJECTIVES AND SCOPE OF WORK
The University is seeking a firm that can provide investment advisory services as detailed in the scope of work.
1.4 SCOPE OF WORK
The Contractor will provide investment advisory services to include, but not limited to the following:
• Non-discretionary investment management of the University’s operating portfolio and when applicable dedicated portfolios.
• Prepare and submit monthly reporting on the total operating investment program including portfolio holdings, performance measurement, and compliance to the University investment policy.
• Periodically meet with the University to present portfolio reviews, regulatory changes, economic outlook, and other related topics.
• Assist in the development of investment program benchmarking and strategy and review updates to the investment policy.
• Provide educational support to University investment personnel related to the management of the investment program.
1.5 MINIMUM SOLUTION REQUIREMENTS
The Respondent’s solution must meet these minimum requirements: These must be fully described in the proposal.
REQUIREMENT YES NO
Respondent must be a registered investment adviser with the SEC under the
Investment Advisers Act of 1940
Respondent must be eligible to do business in the State of Washington
Respondent has experience with providing the services in the scope of work to public clients in the State of Washington.
Respondent must include three or more public sector client references.
Respondent affirms that they have read and understood the University’s investment policy and can perform the services of this contract within the policy.
1.6 PREFERRED SOLUTION FEATURES AND CAPABILITIES
The Respondent’s solution is preferred to have the following features and capabilities: These must be fully described in the proposal.
REQUIREMENT YES NO
Respondent has investment adviser experience with higher education institutions like the University
Respondent can provide access to market data, credit research, or similar to aid in the management of the University’s operating investments program.
1.7 PERIOD OF PERFORMANCE
The period of performance of any contract resulting from this RFP is tentatively scheduled to begin in sufficient time for all in-scope components to be deployed and in production by June 30, 2025.The University anticipates utilizing the solution selected from this process until it is no longer in its best interest to do so. The initial contract period is expected to be three years with optional renewals, but any proposals received that provide additional benefits or discounts for committing to a longer period will be considered and should be provided as an option by Respondents, which will be exercised at the sole discretion of the University. The University reserves the right to extend the contract as may be required and mutually agreeable by the parties. Amendments extending the performance period, if any, shall be at the University's sole discretion.
2 GENERAL INFORMATION FOR CONTRACTORS
2.1 RFP COORDINATOR
The RFP Coordinator is the sole point of contact in the University for this procurement. Unless otherwise provided herein, all communication between the Respondent and the University upon release of this RFP shall be with the RFP Coordinator, as follows:
Name Desiree Urban
Address Washington State University Procurement & Contract Services French Administration Building, Room 242 Pullman, WA 99164 Attn: RFP # CC0601-DU002244
E-Mail Address Desiree.urban@wsu.edu
Only communication in writing between the Respondents and the RFP Coordinator will be binding.
Communication regarding the RFP directed to parties other than the RFP Coordinator may result in disqualification of the Respondent.
2.2 ESTIMATED SCHEDULE FOR PROCUREMENT ACTIVITIES
Issue Request for Proposals via WEBS March 25, 2025
Questions due to RFP Coordinator ( desiree.urban@wsu.edu) March 28, 2025
Issue last addendum to RFP via WEBS April 9, 2025
Proposals due via email to purchasing.sealed@wsu.edu April 25, 2025
Proposals Reviewed April 28-May 9, 2025
Submitter interviews, if required Week of May 12, 2025
Apparent successful bidder named Week of May 19, 2025
The University reserves the right to revise the above schedule.
2.3 SUBMISSION OF PROPOSALS
Proposals must be submitted electronically as described below and received no later than 3:00 p.m., PDT, in Pullman, Washington, on April 25, 2025. Proposals received after this deadline will be late and ineligible for consideration.
Proposals must be submitted electronically as an attachment to an e-mail to purchasing.sealed@wsu.edu.
The email subject line must include the WSU RFP number, the company name for the bidder, and RFP due date. All attachments to the e-mail must be in PDF format. Zipped files cannot be received by WSU and cannot be used for submission of proposals. The cover submittal letter and the Certifications and Assurances form need a scanned or verified digital signature of the individual within the organization authorized to bind the Contractor to the offer.
Bidders submitting proposals should allow adequate delivery time to ensure timely receipt of their responses by the RFP Coordinator. Bidders assume the risk for the method of delivery chosen.
Washington State University assumes no responsibility for delays caused by any delivery service. Late responses shall be automatically disqualified from further consideration.
2.4 REVISIONS TO THE RFP
In the event it becomes necessary to revise any part of this RFP, addenda will be published on https://fortress.wa.gov/ga/webs/. For this purpose, the published questions and answers and any other pertinent information shall be provided as an addendum to the RFP and will be placed on the website.
The University also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract.
2.5 ACCEPTANCE PERIOD
Proposals must provide for acceptance by the University for at least 180 calendar days after the due date for this RFP.
2.6 RESPONSIVENESS
All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Respondent is specifically notified that failure to comply with any part of the RFP may result in rejection of the proposal as non-responsive.
mailto:Submitter mailto:purchasing.sealed@wsu.edu https://fortress.wa.gov/ga/webs/
The University also reserves the right at its sole discretion to waive minor administrative irregularities.
2.7 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE
Proposals submitted in response to this competitive procurement shall become the property of the University. All proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the President of the University, or his Designee, and the Apparent Successful Bidder;
thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (“RCW”).
Any information in the proposal that the Respondent desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Respondent is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page.
Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored.
If a public records request is made for the information that the Respondent has marked as "Proprietary Information," the University will notify the Respondent of the request and of the date that the records will be released to the requester unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure, the University will release the requested information on the date specified. If a Respondent obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the University shall maintain the confidentiality of the Respondent's information per the court order.
A charge may be made for copying and shipping, as outlined in RCW 42.56. All requests for information should be directed to the RFP Coordinator.
2.8 MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION
In accordance with chapter 39.19 RCW, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”).
Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis.
However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award, and proposals will not be rejected or considered non-responsive on that basis.
For information on certified firms, parties may contact OMWBE at 360-753-9693 or www.omwbe.wa.gov.
2.9 MOST FAVORABLE TERMS
The University reserves the right to make an award without further discussion of the proposal submitted.
Therefore, the proposal should be submitted initially on the most favorable terms which the Respondent can propose. There may be no best and final offer procedure, however, the University reserves the right to utilize a best and final offer procedure if it is determined to be in its best interest to do so. The University also reserves the right to contact a Respondent for clarification of its proposal.
http://www.omwbe.wa.gov./
The Apparent Successful Bidder should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Respondent’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the University.
2.10 MODEL CONTRACT/GENERAL TERMS AND CONDITIONS
The Apparent Successful Bidder will be expected to enter into a contract including terms and conditions legally consistent with those found in Exhibit C. The Respondent may submit exceptions to the Model Contract provided in Exhibit C as allowed in the Certifications and Assurances form, Exhibit A to this RFP. The Respondent should provide alternate language for any exceptions taken to WSU’s Model Contract. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A, Certifications and Assurances form. The University will review any properly requested exceptions and accept or reject the same at its sole discretion. Blanket exceptions to Exhibit C, or the inclusion of any other template agreement, will not be reviewed by WSU and may result in a bid being designated as non-responsive.
2.11 COSTS TO PROPOSE
The University will not be liable for any costs incurred by the Respondent in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.
2.12 NO OBLIGATION TO CONTRACT
This RFP does not obligate the state of Washington or the University to contract for products or services specified herein.
2.13 REJECTION OF PROPOSALS
The University reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.
2.14 COMMITMENT OF FUNDS
The President of the University or his delegate is the only individual who may legally commit the University to the expenditures of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.
2.15 ELECTRONIC PAYMENT
Washington State University is currently implementing an electronic payables system. The successful contractor may be provided with a form to complete with the contract to authorize electronic payments.
2.16 INSURANCE COVERAGE
The Apparent Successful Bidder is to furnish the University with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth in the General Terms and Conditions included as Exhibit D.
3 CONTENTS OF THE PROPOSAL
Proposals should be presented in the eight sections indicated below. Sections sharing a common file format (i.e., PDF) may be combined into a single document provided that each section is clearly identifiable.
Incomplete responses may be disqualified from further consideration.
SECTION NO AND TITLE SECTION DESCRIPTION
SECTION 1
EXECUTIVE SUMMARY
The proposer should include information regarding the company including services and products offered with details such as active certifications, involvement in industry associations, relevant experience, and general staffing and organizational structure.
The Executive Summary should also include a statement on the financial stability of the proposer. This section should also address the company’s ability to meet the
University’s requirements as detailed in the RFP.
SECTION 2
EXPERIENCE
In the experience response, the proposer should address the following items:
• Who are the primary company contacts that would be dedicated to this contract? Describe their experience and credentials relative to the services outlined in the RFP.
• Does your firm anticipate any upcoming changes in structure, staffing, location, etc? Please explain.
• Are there other technical or enterprise contacts available to the University?
• Describe the firm’s involvement with higher education or public treasury associations.
• Please indicate if your firm is a Minority or Women Business Enterprise (“MWBE”) and are registered as such with the Washington State Office of
Minority and Women’s Business Enterprises.
SECTION 3
INVESTMENT ADVISOR
SERVICES
• Describe your firm’s experience as a registered investment adviser and in providing investment advising services to public entities. Include detail on type of public sector client, assets under management, types of securities managed, and years of experience.
• What experience does your firm have working with higher education clients?
• Describe any regulatory investigations or enforcement actions taken against the firm in the past ten years.
• Provide sample reports that your firm would use to present on the investment program as described in the scope of work.
• Describe how the firm monitors the quality of the services provided.
• Describe your firm’s experience working with public sector clients from the State of Washington including within the statutory and policy framework for the investment of public funds.
• How would your firm evaluate the University’s investment program for portfolio optimization or recommend changes to investment strategy or benchmarks?
• Explain your firm’s experience with evaluating and providing recommendations for updates to investment policies.
SECTION 4
SUPPORT SERVICES
• Describe the support services available from your firm.
• Is there additional training and education support that your firm can provide to University investment personnel?
• Does your firm have tools available to aid in the University’s cash flow analysis?
• Beyond the services requested in the scope of work, are there services available that could provide business continuity to the University’s investment program in the event of a disruption to normal operations?
• Describe your firm’s support services available to the University related to credit analysis of corporate note or commercial paper issuers.
• Does your firm utilize investment management software that can be utilized by clients to aid in portfolio reporting and investment accounting?
SECTION 5
COST PROPOSAL
Include a full cost proposal for all services outlined in the proposal, including fees or rates. The University prefers a flat-rate fee structure, but will consider all cost proposals. Describe any conditions that would result in a change in fee structure or overall cost as proposed.
SECTION 6
WSU FORMS
Exhibit A Contractor Information
Exhibit B Certifications and Assurances
Exhibit C General Terms and Conditions & Data Security Addendum
4 EVALUATION AND CONTRACT AWARD
4.1 EVALUATION PROCEDURE
Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team(s), to be designated by the University, which will determine the scoring of the proposals.
The University, at its sole discretion, may elect to select the top-scoring firms as finalists for oral interviews and may adjust scoring based on an evaluation thereof. See section 4.3. below.
The RFP Coordinator may contact the Respondent for clarification of any portion of a Respondent’s proposal.
4.2 EVALUATION WEIGHTING AND SCORING
All Proposals will be initially reviewed for administrative compliance with the requirements set forth in this RFP. Any failure to provide the information requested or to follow the instructions provided herein, may result in a determination that a proposal is not responsive. All responsive proposals will be evaluated as follows:
Evaluation Criteria Points
1. Executive Summary 10
2. Experience 30
3. Investment Advisory Services
4. Support Services
5. Cost Proposal 5
Total 100
*The responsive bid with the lowest quoted cost will receive the maximum points possible for Cost. Remaining bids will receive points in accordance with the following formula:
(a/b)(c) = d a = lowest cost bid in dollars b = second (third, fourth, etc.) lowest cost bid c = maximum points for Cost category (30) d = number of points allocated to Response
The University reserves the right to award the contract to the Respondent whose proposal is deemed to be in the best interest of the University and the state of Washington.
4.3 ORAL PRESENTATIONS MAY BE REQUIRED
Written proposals and interviews, if considered necessary, will be utilized in selecting the winning proposal. The University, at its sole discretion, may elect to select the top scoring finalists from the written evaluation for an oral presentation and final determination of contract award. Should the University elect to hold oral presentations, it will contact the top-scoring firm(s) to schedule a date, time and location. The University may also elect to hold the interviews via Zoom, Teams or other platform.
Commitments made by the Contractor at the oral interview, if any, will be considered binding. The score from the interviews will be considered independently and will determine the Apparent Successful Bidder.
4.4 NOTIFICATION TO RESPONDENTS
Upon completion of the evaluation process, the University will notify its selected bidder (“Apparent Successful Bidder”), subject to completion of contract negotiations and execution of a written contract.
Bidders whose proposals were not selected for further negotiation or award will be notified separately by e-mail.
4.5 DEBRIEFING OF UNSUCCESSFUL RESPONDENT
Any bidder who has submitted a proposal and been notified that they were not selected for contract award may request a debriefing. The request for a debriefing conference must be received by the RFP Coordinator no later than 5:00 PM, local time, in Pullman, Washington, within three (3) business days after the Unsuccessful Respondent Notification is e-mailed to the Respondent. The debriefing should be held, via Zoom or telephone, within three (3) business days of the request.
Discussion at the debriefing conference will be limited to the following:
• Evaluation and scoring of the firm’s proposal;
• Critique of the proposal based on the evaluation;
• Review of bidder’s final score in comparison with other final scores without identifying the other firms.
Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.
4.6 COMPLAINT PROCESS
The complaint process allows bidders to focus on the solicitation requirements and evaluation process and raise issues with these processes early enough to allow the University to correct a problem before bids are submitted and time expended on evaluations.
The procurement complaint process will meet the following minimum requirements:
4.6.1. Bidders will be given an opportunity to submit a complaint to the University based on any of the following:
a. The solicitation unnecessarily restricts competition.
b. The solicitation evaluation or scoring process is unfair or flawed; or
c. The solicitation requirements are inadequate or insufficient to prepare a response.
4.6.2. Bidders will be allowed to submit complaints up to five (5) business days prior to the bid response deadline. Complaints must meet the following requirements:
d. Must be in writing.
e. Must be sent to the RFP Coordinator, or designee.
f. Should clearly articulate the basis for the complaint.
g. Should include a proposed remedy.
4.6.3. The RFP Coordinator will respond to complaints in writing.
4.6.4. The response to complaints including any changes to the solicitation will be posted as an amendment on WEBS.
4.6.5. The Director of WSU Purchasing Services or an employee delegated by the Director who was not involved in the procurement will be notified of all complaints and will be provided with a copy of the response.
4.6.6. The complaint may not be raised again during the protest period.
4.6.7. The complaint process does not include an appeal process.
4.7 PROTEST PROCEDURE
Protests may be made only by Respondents who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Respondent is allowed three (3) business days to file a protest of the acquisition with the RFP Coordinator. Protests must be received by the RFP Coordinator no later than 5:00 PM, local time, in Pullman, Washington on the third business day following the debriefing. Protests may be submitted by e-mail but must then be followed by the document with an original signature.
Respondents protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Respondents under this procurement.
All protests must be in writing, addressed to the RFP Coordinator, and signed by the protesting party or an authorized Agent. The protest must state the RFP number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included.
Only protests stipulating an issue of fact concerning the following subjects shall be considered:
• A matter of bias, discrimination or conflict of interest on the part of an evaluator;
• Errors in computing the score;
• Non-compliance with procedures described in the procurement document or University policy.
Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) University’s assessment of its own and/or other agencies needs or requirements.
Upon receipt of a protest, a protest review will be held by the University. The University Purchasing Director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.
In the event a protest may affect the interest of another Respondent that also submitted a proposal, such Respondent will be given an opportunity to submit its views and any relevant information on the protest to the RFP Coordinator.
The final determination of the protest shall:
• Find the protest lacking in merit and uphold the University’s action; or
• Find only technical or harmless errors in the University’s acquisition process and determine the University to be in substantial compliance and reject the protest; or
• Find merit in the protest and provide the University options which may include:
--Correct the errors and re-evaluate all proposals, and/or --Reissue the solicitation document and begin a new process, or --Make other findings and determine other courses of action as appropriate.
If the University determines that the protest is without merit, the University will enter into a contract with the Apparent Successful Bidder. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.
5 RFP EXHIBITS
Each exhibit is uploaded separately into WEBS (https://fortress.wa.gov/ga/webs/):
• Exhibit A: Certifications and Assurances
• Exhibit B: Contractor Information
• Exhibit C: General Terms and Conditions & Data Security Addendum
End of RFP https://fortress.wa.gov/ga/webs/
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