Request for Qualifications RFQ 2025- 23 Final.pdf

STATE OF WASHINGTON

OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION

OLYMPIA, WASHINGTON

PRE-BID CONFERENCE: 4:00 p.m., Pacific Time (PT) on April 16, 2025

PROPOSAL DUE DATE: 3:00 p.m., Pacific Time (PT) on June 4, 2025

ESTIMATED CONTRACT PERIOD: August 1, 2025, through June 30, 2026. Amendments extending the period of performance, if any, shall be at the sole discretion of OSPI.

CONSULTANT ELIGIBILITY: This solicitation is open to those Consultants who satisfy the minimum qualifications stated herein and that are available for work in Washington State.

SUBMIT PROPOSAL TO: contracts@k12.wa.us

All communications concerning this RFQ must be directed only to the RFQ Coordinator via email.

Any other communication will be considered unofficial and non-binding on OSPI. Consultants are to rely on written statements issued by the RFQ Coordinator. Communication directed to parties other than the RFQ Coordinator may result in disqualification of the Consultant.

This RFQ is available at the Office of Superintendent of Public Instruction (OSPI) website and at the Department of Enterprise Services, Washington Electronic Business Solution (WEBS)

Procurement website. All RFQ amendments and/or Consultant questions and OSPI answers will be posted to these sites. All interested Consultants must be registered with WEBS under the following commodity codes to receive automatic notifications: 924-05 Educational Advisory

Services;924-16 Course Development Services, Instructional/Training 924-18 Alternative

Educational Services; 924-19 Educational Research Services.924-42 Instructors, Classes for the

Public,924-42 Instructors, Classes for the Public.

OSPI, and its contractors and subcontractors, must not discriminate in any programs or services based on sex, race, creed, religion, color, national origin, age, marital status, honorably discharged veteran or military status, sexual orientation, gender expression, gender identity, disability, or the use of a trained dog guide or service animal by a person with a disability, and must comply with state and federal nondiscrimination laws, including Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the

Americans with Disabilities Act, and Title VI of the Civil Rights Act of 1964. Questions and complaints of alleged discrimination should be directed to the Equity and Civil Rights Director at 360-725-6162/TTY: 360-

664-3631; or P.O. Box 47200, Olympia, WA 98504-7200; or equity@k12.wa.us.

Request for Qualifications No. 2025-23 National Board Regional Coordinators and Trainers mailto:contracts@k12.wa.us https://www.k12.wa.us/about-ospi/contracting-ospi/competitive-procurements https://des.wa.gov/sell/how-work-state https://des.wa.gov/sell/how-work-state mailto:equity@k12.wa.us

RFQ No. 2025-23 Page 2 of 61

Rev. 05/24

Table of Contents

Section A. SCOPE & REQUIREMENTS

A.1. DEFINITIONS

A.2. PURPOSE OF REQUEST FOR PROPOSALS

A.3. BACKGROUND

A.4. OBJECTIVE AND SCOPE OF WORK

A.5. BIDDER QUALIFICATIONS

A.6. PERIOD OF PERFORMANCE

A.7. FUNDING

A.8. AMERICANS WITH DISABILITIES ACT

Section B. GENERAL INFORMATION FOR BIDDERS

B.1. RFQ COORDINATOR

B.2. QUESTIONS & ANSWERS

B.3. ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

B.4. PRE-BID CONFERENCE

B.5. COMPLAINT PROCEDURE

B.6. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

B.7. ADDENDUMS AND AMENDMENTS TO THE RFQ

B.8. SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES (MWBE),

AND VETERAN-OWNED BUSINESS PARTICIPATION

B.9. ETHICS, POLICIES, & LAW

B.10. ACCEPTANCE PERIOD

B.11. RESPONSIVENESS

B.12. MOST FAVORABLE TERMS

B.13. CONTRACT AND GENERAL TERMS & CONDITIONS

B.14. COSTS TO PROPOSE

B.15. NO OBLIGATION TO CONTRACT

B.16. REJECTION OF PROPOSALS

B.17. COMMITMENT OF FUNDS

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B.18. STATEWIDE VENDOR PAYMENT REGISTRATION

B.19. WASHINGTON STATE BUSINESS REGISTRATION

B.20. INSURANCE COVERAGE

Section C. PROPOSAL CONTENTS

C.1. SUBMISSION OF PROPOSALS

C.2. PROPOSAL OVERVIEW

C.3. LETTER OF SUBMITTAL

Section D. EVALUATION AND AWARD

D.1. EVALUATION PROCEDURE

D.2. EVALUATION AND SCORING

D.3. REFERENCE CHECKS

D.4. INTERVIEW/DEMONSTRATION

D.5. SELECTION OF APPARENT SUCCESSFUL BIDDER

D.6. NOTIFICATION TO BIDDERS

D.7. DEBRIEFING OF UNSUCCESSFUL BIDDERS

D.8. PROTEST PROCEDURE

D.9. ADDITIONAL AWARDS

Section E. RFQ EXHIBITS

EXHIBIT A

EXHIBIT B

EXHIBIT C

EXHIBIT D

EXHIBIT E

EXHIBIT F

EXHIBIT G

EXHIBIT H

EXHIBIT I

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Section A. SCOPE & REQUIREMENTS

This section describes the purpose of the RFQ and provides information about this procurement, including the potential scope of the opportunity and requirements.

A.1. DEFINITIONS

Definitions for the purposes of this RFQ include:

Agency or OSPI – The Washington State Office of Superintendent of Public Instruction; the entity issuing this RFQ.

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

Apparent Successful Bidder (ASB) – A Bidder submitting a response to this Solicitation that is evaluated and is identified and announced by OSPI as providing the best value to the Agency.

Upon execution of a Contract, the ASB is referred to as the successful Bidder or the Contractor.

Bid – An offer, proposal, or quote for goods or services submitted in response to this RFQ.

Bidder – Individual organization, public or private agency submitting a proposal to attain a contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor are interchangeable.

Competitive Solicitation – A documented formal process providing an equal and open opportunity to Bidders or Consultants culminating in a selection based on predetermined criteria.

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

Consultant – Individual organization, public or private agency submitting a proposal to attain a contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor

Contractor – Individual or company whose proposal has been accepted by OSPI and is awarded a fully executed, written contract.

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

Fiscal Year – In Washington State, a 12-month period extending from July 1 of one calendar year to June 30 of the next calendar year.

Proposal – A formal offer submitted in response to this RFQ.

Proprietary Information – Information such as patents, technological information or other related information that the Bidder or Consultant does not want released or shared with the public.

Protest – A process that may be followed by a Bidder after the announcement of the Apparent

Successful Bidder to alert OSPI to certain types of alleged errors in the evaluation of the

Solicitation.

Request for Proposals (RFQ) – Formal procurement document in which services needed are identified, and Consultants are invited to provide their qualifications to provide the services.

RCW – The Revised Code of Washington.

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

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

RFQ Coordinator – An individual or designee who is employed by OSPI and who is responsible for conducting this Solicitation.

Solicitation – A formal process providing an equal and open opportunity for Bidders culminating in a selection based upon predetermined criteria.

Subcontractor – An individual or other entity contracted by a Consultant to perform part of the services or to provide goods under the Contract resulting from this Solicitation. Subcontractors, if allowed, are subject to the advance approval of OSPI.

Vendor – Individual organization, public or private agency submitting a proposal to attain a contract with OSPI. For purposes of this Solicitation, the terms Bidder, Consultant, and Vendor

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WEBS – Washington’s Electronic Business Solution, the Consultant notification system found at

Washington Electronic Business Solution (WEBS) Procurement website and maintained by the

Washington State Department of Enterprise Services. Consultants are encouraged to register with WEBS to receive automatic notifications about this and other procurements.

A.2. PURPOSE OF REQUEST FOR PROPOSALS

The purpose of this Competitive Procurement is to receive competitive bids to evaluate and, as appropriate, award a Contract for the Office of Superintendent of Public Instruction (OSPI) to procure goods and/or services as set forth herein. Pursuant to Washington’s Procurement Code for Goods and Services, RCW chap. 39.26, state agency purchases of goods and services must be based on a competitive solicitation.

Therefore, OSPI is initiating this Request for Qualifications (RFQ) to solicit proposals from

Consultants interested in participating on a project to deliver, through the Superintendent’s

National Board Certification Program, ongoing and relevant communication within regional areas regarding outreach for National Board Certification. The Contractor shall further provide technical expertise regarding National Board Certification in specific ongoing projects identified by the National Board for Professional Teaching Standards (NBPTS) program director or program supervisor. Contractor shall also support the ongoing efforts of the OSPI National

Board Certification Facilitator Training and Conditional Loan programs, as applicable.

A.3. BACKGROUND

Led by Superintendent Chris Reykdal, OSPI is the primary agency charged with overseeing public

K–12 education in Washington state. Working with the state's two hundred ninety-five (295) public school districts, seven (7) state-tribal education compact schools, and public charter schools, OSPI allocates funding and provides tools, resources, and technical assistance so every student in Washington is provided a high-quality public education.

National Board Regional Coordinators are National Board-Certified Teachers (NBCT), experienced in working with adult learners, contracted with OSPI to offer regional support to all school districts within their designated Washington Educational Service Districts (ESDs). The

Regional Coordinator team is a resource for cohort facilitators, NBCTs, candidates, and teachers who are interested in learning more about the National Board process.

The primary objective for this team is to ensure that every National Board candidate has access to trained cohort facilitation and an opportunity to learn relevant information about the certification process. The Regional Coordinator team offers professional development opportunities to strengthen the capacity of cohort facilitators, and to promote NBCT leadership in school buildings and districts. In addition, Regional Coordinators support the agency’s mission to ensure that students in the highest need communities are served by accomplished practitioners.

https://fortress.wa.gov/ga/webs/ https://www.k12.wa.us/certification/national-board-certified-teachers/national-board-certification-regional-coordinators

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A.4. OBJECTIVE AND SCOPE OF WORK

A.4.i. Objective:

OSPI intends to create a pool of individuals with expertise in regional coordination of the National Board for Professional Teaching Standards (NBPTS) program.

To support this work, OSPI is searching for experienced Consultants to serve in one (1) or multiple of the following capacities:

• Regional Coordinator (up to nine (9) coordinators)

• Facilitator Trainers (up to three (3) trainers) must also apply to be a Regional

Coordinator; not a standalone role.

• Regional Coordinator Lead (up to one (1) coordinator); must also apply to be a

Regional Coordinator; not a standalone role.

A.4.ii. Scope of Work:

REGIONAL COORDINATOR

1. Serve as regional liaison and advocate with school districts, Educational Service

Districts (ESDs), local education associations and other public schools, including all identified OSPI support providers, focusing on promotion and support of National

Board Certification, diversifying National Board candidates and the NBCT workforce, and access to accomplished teaching for students with disabilities, students of color, students experiencing poverty, and students learning the English language.

2. Work in compliance with federal and state privacy laws, as this may involve access to personal data (name & email) for those candidates that have selected to share it.

3. Coordinate and track regional growth of candidacy and National Board support in each district of the assigned region. This work is accomplished by:

a. Establish and maintain relationships with district leadership to engage conversations about National Board

b. Tracking progress within the Regional Growth centralized tracking system (this tool will be provided with instructions)

c. Reviewing the annual High Poverty Schools list to focus and tailor support to districts with high needs communities (provided by OSPI with instructions)

d. Utilizing NBConnect reports and OSPI publicly available data sources to track and advance candidacy and NBCTs

e. Resources that identify National Board incentives, professional development opportunities; funding opportunities; local supports; and research on impact to https://www.k12.wa.us/certification/national-board-certified-teachers

RFQ No. 2025-23 Page 8 of 61 student learning

4. Develop and complete projects as determined by the Regional Coordinator team to meet OSPI and National Board needs. Concentrated work could be inclusive of:

a. Marketing National Board Certification to districts and educators, and establishing a social media presence

b. Providing general support for teachers in various stages of NBC including pre-candidacy support, new to profession supports, and establishing new district supports for National Board

c. Resource development for cohorts and supporting facilitation of cohort candidates

d. Following the release of National Board Certification, provide general support for new NBCTs and any who are renewing. This may include one-on-one support if requested

5. Attend any meetings and appointments OSPI indicates pertinent to project efforts including, but not limited to:

a. Up to ten (10) monthly Regional Coordinator team meetings

b. Co-plan and co-present up to (5) candidate and NBCT support webinars

i. Candidate Information Sessions

ii. Why and How to Find a Cohort Sessions

iii. Writing Workshops

iv. Q&A Opportunities

v. MOC Information Sessions

c. Up to ten (10) monthly office hours for support providers, facilitators, NBCTs, and/or candidates, including those retaking components post score release

d. Regional candidate information sessions and network partner-led seminars, as requested

e. Projects may require additional collaboration outside of regularly scheduled meetings

6. Organize and develop resources for Facilitator Basecamp, respond to inquiries on

Facilitator Basecamp, and utilize the Regional Coordinator SharePoint/Teams.

7. Monthly communications consistent with OSPI agency messaging, priorities, and values, including:

a. Regularly monitor email and respond to candidate, NBCT, facilitator, and district staff inquiries

b. Regional newsletters describing NBPTS or state policies, upcoming professional

RFQ No. 2025-23 Page 9 of 61 development opportunities, and other pertinent information

c. Promoting MOC to NBCTs eligible to begin the process who have not yet applied

d. Post-score release messaging to support providers and school leaders following communications from OSPI Program Supervisor on new and renewed

NBCTs

e. Re-engagement messaging with support providers to begin rollover of the

NBPTS assessment cycle

FACILITATOR TRAINER

1. Design, coordinate, and teach National Board facilitator trainings.

2. Review and update National Board Facilitator resources annually, including the virtual training module and other projects related to Facilitator Training.

3. Attend any meetings and appointments OSPI indicates pertinent to project efforts including up to two (2) Facilitator Trainings.

4. Present at least one (1) Facilitator Training module or support module presenters by responding to participant questions and leading small group meetings.

5. Facilitator Trainer Check-Ins (via webinar or conference call) as necessary.

6. Review new NBPTS Professional Learning materials for incorporation into Facilitator

Training as necessary.

7. Incorporate multilingual learner (MLL) and new to profession educator adapted supports into training.

REGIONAL COORDINATOR LEAD

1. Maintain and revise as needed communication templates for statewide outreach and regional messaging that are consistent with OSPI agency messaging, priorities, and values.

2. Support all inquiries from candidates, NBCTs, and facilitators as needed.

3. Co-develop all Regional Coordinator and Facilitator Trainer project materials in coordination with the OSPI National Board Program Supervisor. This includes:

a. Review and offer feedback on all Regional Coordinator and National Board network partner projects and presentations

b. Update as needed annual Facilitator Training and Facilitator resources, as based on feedback and changes in candidate needs

c. Review NBPTS webinars, candidate resources, and annual academies to

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4. Develop the annual scope and sequence of monthly meeting agenda items as they relate to the timeline of the National Board assessment process and candidate needs.

5. Co-lead monthly Regional Coordinator meeting topics and projects with the OSPI

National Board Program Supervisor.

6. Communicate and attend meetings with state partner organizations such as

Washington Education Association (WEA), Center for Strengthening the Teaching

Profession (CSTP), and the National Board for Professional Teaching Standards

(NBPTS) as needed.

7. Serve as state delegate to NBPTS state network and collaborative meetings.

A.4.iii. Accessibility & Branding Requirements:

All documents, videos, audio records, presentations, or other deliverables required under the resulting Contract shall be produced in format, compliant with the Americans With

Disabilities Act and follow the Web Content Accessibility Guidelines (WCAG) 2.0, OSPI’s formatting standard specified in Exhibit G – OSPI Americans with Disabilities Act

Compliance: Graphics and Colors, OSPI’s Brand Use Policy, OSPI’s Style Guide, and OSPI’s

Videography Style Guide which are hereby incorporated by this reference. For narrative or documentary style videos required under the resulting Contract, the final product and all raw footage shall be mailed to the OSPI Communication and Digital Media office on a hard drive furnished by the Contractor. In the event that the deliverables are not compliant, OSPI may require Contractor to promptly make modifications that will make the deliverables compliant. Additionally, OSPI shall have the right to modify or copy the deliverables in order to make them accessible and/or compliant.

A.5. BIDDER QUALIFICATIONS

Minimum Qualifications:

• Licensed to do business in the State of Washington. If not licensed, provide a written intent to become licensed in Washington within thirty (30) calendar days of being selected as the Apparent Successful Bidder.

• Hold a current certificate from the National Board for Professional Teaching

Standards.

• Current employment in a public Washington K-12 school or district in a non-administrative role.

• Completion of OSPI Facilitator Training. If the individual has not completed training in the revised National Board assessment process, they must complete training in their first (1) year as Regional Coordinator.

https://www.w3.org/WAI/WCAG20/glance/ https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/Agency-Brand-Use-Policy.pdf https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/StyleGuide.pdf https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/OSPI-Videography-Guidelines.pdf https://www.k12.wa.us/sites/default/files/public/communications/pubdocs/OSPI-Videography-Guidelines.pdf

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• Experience supporting and promoting National Board under the current assessment process.

• Thorough knowledge of requirements for the National Board assessment process and the resources available to candidates, facilitators, and support providers.

Consultants who do not meet these minimum qualifications will be rejected as non-responsive and will not receive further consideration. Any proposal that is rejected as non-responsive will not be evaluated or scored.

Desirable Qualifications:

• Virtual platform experience and technical skills.

• Strong oral and written communication skills for diverse settings and purposes.

• Strong presentation and facilitation skills.

• Strong organizational and time management skills.

• Commitment to continuous improvement.

• Diverse experience working with groups of adults in the K-12 system.

• Desire to grow the OSPI National Board State Program and empower educators to pursue the National Board Certification process.

A.6. PERIOD OF PERFORMANCE

The period of performance of any contract resulting from this RFQ is tentatively scheduled to begin on or about August 1, 2025, and end on or about June 30, 2026. The option to extend any contract resulting from this procurement shall be at the sole discretion of OSPI.

As such, OSPI reserves the right to amend to extend the contract for three (3) additional contract years through 2027, 2028, and 2029. Decision to amend shall be based on sustained satisfactory performance as decided by the Contract Manager, successful completion of project objectives, and availability of funding. If OSPI provides a renewal notice to the Contractor, the Contractor shall be obligated to enter into a contract with the same fiscal obligations as the previous

Contract year, provided that OSPI and Contractor shall negotiate any revision of additional services or goals beyond those encompassed in the previous Contract.

Additional services that are appropriate to the scope of this RFQ, as determined by OSPI, may be added to the resulting contract by a written amendment mutually agreed to and executed by both parties.

A.7. FUNDING

OSPI has budgeted an amount not to exceed ninety thousand dollars ($90,000); however, OSPI does not represent or guarantee any minimum purchase from the resulting contract.

Contractors will be compensated up to twenty thousand dollars ($20,000), if awarded all three

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(3) available contract roles within this RFQ, with a minimum compensation of eight thousand dollars ($8,000) for this work.

Any contract awarded is contingent upon the availability of funding.

A.8. AMERICANS WITH DISABILITIES ACT

OSPI complies with the Americans with Disabilities Act (ADA). Consultants may contact the RFQ

Coordinator to receive this Request for Proposals in an alternative format.

Section B. GENERAL INFORMATION FOR BIDDERS

This section describes the procurement timeline and includes useful information for Bidders such as procurement procedure and state requirements.

B.1. RFQ COORDINATOR

The RFQ Coordinator is the sole point of contact in OSPI for this procurement. All communication between the Consultant and OSPI upon receipt of this RFQ shall be with the

RFQ Coordinator, as follows:

Contact Information

Name: Marion Kariuki

Address:

600 Washington Street South

PO Box 47200

Olympia, WA 98504-7200

Email Address: contracts@k12.wa.us

B.2. QUESTIONS & ANSWERS

Any questions or communications concerning this RFQ must be directed only to the RFQ

Coordinator noted in Section B.1. Questions and/or inquiries must be sent via email and should include the RFQ number. Consultants are to rely on written statements issued by the RFQ

Coordinator. Communication directed to parties other than the RFQ Coordinator will be considered unofficial and non-binding on OSPI, and may result in disqualification of the

Consultant. Answers or other applicable addenda will be posted to OSPI and WEBS in accordance with the schedule in Section B.3.

Bidders are encouraged to make any inquiry regarding the Competitive Solicitation as early in the process as possible to allow OSPI to consider and, if warranted, respond to the inquiry. If a mailto:contracts@k12.wa.us

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Bidder does not notify the Procurement Coordinator of an issue, exception, addition, or omission, such matter may be considered to be waived by the bidder for protest purposes.

B.3. ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Action Date

OSPI issues RFQ March 21, 2025

Question and Answer period March 21, 2025-May 21, OSPI hosts Pre-Bid Conference 3:00 p.m. PT on April 16, OSPI posts Question and Answer Addendum or Amendment resulting from Pre-Bid Conference (if necessary) April 23, 2025

Last date to submit questions regarding RFQ May 21, 2025

Complaints due May 28, 2025

OSPI posts final Question and Answer Addendum or

Amendment (if necessary) May 28, 2025

Proposals due 3:00 p.m. PT on June 4, OSPI conducts evaluation of written proposals June 9-13, 2025

OSPI conducts oral interviews with finalists (if determined necessary by OSPI) June 16-17, 2025

OSPI announces “Apparent Successful Bidder” and sends notification to unsuccessful Bidder(s) June 18, 2025

OSPI conducts debriefing conferences (if requested) As requested, per debriefing instructions

Contract negotiation begins June 18, 2025

Anticipated contract start date August 1, 2025

OSPI reserves the right to revise the above schedule.

B.4. PRE-BID CONFERENCE

A pre-bid conference is scheduled to be held on April 16, 2025 at 4:00 p.m. PT. The purpose of the pre-bid conference is to clarify the Competitive Solicitation as needed and raise any issues or concerns that bidders may have.

The pre-bid conference will be held virtually: https://us02web.zoom.us/j/87051778660

All prospective Consultants should attend; however, attendance is not mandatory. Written questions may be submitted in advance to the RFQ Coordinator. OSPI shall be bound only to https://us02web.zoom.us/j/87051778660

RFQ No. 2025-23 Page 14 of 61 written answers to questions. Any oral responses given at the pre-bid conference shall be considered unofficial until OSPI releases a written copy of the questions and answers from the pre-bid conference. A copy of the questions and answers in the form of an Addendum will be published on the OSPI website and released on WEBS under the commodity code(s) listed on the cover page of this RFQ within five (5) business days of the pre-bid conference.

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.

OSPI has the right to cancel or stop the pre-bid conference if no interested bidders join within thirty (30) minutes of the start.

B.5. COMPLAINT PROCEDURE

The complaint process is available to Consultants interested in this RFQ. The complaint process allows Consultants to focus on the Solicitation requirements and evaluation process and raise issues with these processes early enough in the process to allow OSPI to correct a problem before proposals are submitted and time expended on evaluations.

A Consultant may submit a complaint based on any of the following:

• The Solicitation unnecessarily restricts competition;

• The Solicitation evaluation or scoring process is unfair or flawed; or

• The Solicitation requirements are inadequate or insufficient to prepare a proposal.

Consultants may submit complaints up to five (5) business days prior to the proposal due date noted in the Estimated Schedule of Procurement Activities. However, Consultants are encouraged to submit complaints as soon as possible so OSPI can rectify the issue(s) early in the process. Complaints must be submitted to the RFQ Coordinator. To be considered a valid complaint, the complaint must meet the following requirements:

• Must be in writing.

• Should clearly articulate the basis for the complaint.

• Should include a proposed remedy.

Complaints not received by the deadline noted in the Estimated Schedule of Procurement

Activities will not be reviewed by OSPI. Failure by the Bidder to raise a complaint at this stage may waive its right for later consideration.

The OSPI Contracts Administrator or an employee delegated by the Contracts Administrator will review valid complaints and respond to the submitter in writing. OSPI will consider all complaints but is not required to adopt a complaint, in part or in full. OSPI’s response to the complaint is final and not subject to administrative appeal. The response, and any changes to the RFQ, will be posted as an amendment to WEBS prior to the proposal due date. Any complaint addressed during the complaint process cannot be raised during the protest process.

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B.6. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Your entire response to this RFQ is a public record and will be disclosed consistent with the

Public Records Act, Chapter 42.56 RCW. Bid submissions and evaluations are temporarily exempt from public disclosure until announcement of the ASB(s).

B.6.i. CONFIDENTIAL DOCUMENTS

For the purposes of this RFQ, do not include confidential or proprietary information unless specifically requested by OSPI.

If OSPI requests confidential or proprietary information, you must clearly print the word

“Confidential” on the lower right-hand corner of each page containing the confidential or proprietary information.

B.6.ii. PUBLIC RECORDS REQUESTS

If a public records request seeks your proposal and the proposal contains pages clearly marked “Confidential”, OSPI will take the following steps:

i. We will notify you. We will identify the requestor and the date that OSPI will disclose the requested records.

ii. We will give you an opportunity to seek a court order to stop OSPI from disclosing the records.

iii. We will not evaluate or defend your claim of confidentiality. We will not withhold or redact your documents without a court order.

If you have any questions, refer to the OSPI Public Records Office.

B.7. ADDENDUMS AND AMENDMENTS TO THE RFQ

In the event it becomes necessary to revise any part of this RFQ, an addendum or an amendment will be published on the OSPI website. For this purpose, the published Consultant questions and Agency answers, and any other pertinent information, shall be considered an addendum to the RFQ. Additionally, all addenda referred to above will be released on WEBS under the commodity code(s) listed on the cover page of this RFQ. Only consultants who have properly registered in WEBS will receive automatic notification of amendments or other correspondence pertaining to this RFQ. For those not registered in WEBS, it will be the responsibility of interested

Consultants to check the website periodically for addenda and amendments to the RFQ.

https://www.k12.wa.us/about-ospi/contact-us/ospi-public-records-request https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips

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B.8. SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES

(MWBE), AND VETERAN-OWNED BUSINESS PARTICIPATION

In accordance with the legislative findings and policies set forth in 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 RFQ or on a subcontractor basis. For more information on certification, contact the Washington Office of Minority and Women’s Business Enterprises. However, no preference points 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.

43.60A.200 encourages the participation of Veteran and Service Member Owned Businesses certified by the Washington State Department of Veterans Affairs RCW 43.60A.195. For more information on certification, contact Washington State Department of Veteran Affairs.

Additionally, per Department of Enterprise policy, agencies are encouraged to buy from in-state small business, including microbusinesses and minibusinesses.

Vendors who meet criteria set forth in chapter 39.19 RCW, should indicate status on the Contract

Intake Form.

B.9. ETHICS, POLICIES, & LAW

This RFQ, the evaluation of proposals, and any resulting contract shall be made in conformance with applicable Washington State laws and Policies.

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

RCW 42.52. Bidders should familiarize themselves with the requirements prior to submitting a proposal. Bidders shall indicate on their Contract Intake Form any current or former state employees who are employed by, or subcontracted with, Bidder.

B.10. ACCEPTANCE PERIOD

Proposals must provide ninety (90) business days for acceptance by OSPI from the due date for receipt of proposals. OSPI may accept such bid, with or without further negotiation, at any time within such period.

B.11. RESPONSIVENESS

All proposals will be reviewed by the RFQ Coordinator to determine compliance with administrative and minimum requirements and instructions specified in this RFQ - i.e., does the http://apps.leg.wa.gov/rcw/default.aspx?cite=39.19 http://omwbe.wa.gov/ http://app.leg.wa.gov/rcw/default.aspx?cite=43.60A.195 https://www.dva.wa.gov/veterans-their-families/veteran-owned-businesses http://apps.leg.wa.gov/rcw/default.aspx?cite=39.19

RFQ No. 2025-23 Page 17 of 61 bid include each of the required bid submittals, are the submittals complete, signed, legible.

OSPI may reject a Proposal as non-responsive at any time for any of the following reasons:

• Incomplete Response

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

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

• Submission of incorrect, misleading or false information

• History of prior unsatisfactory contractual performance

The RFQ Coordinator or evaluator(s) may contact any Bidder for clarification of the proposal. A

Bidder’s failure to provide requested information to OSPI within ten (10) business days may result in disqualification.

OSPI reserves the right to reject any or all bids, or portions thereof, and/or accept any portion of a bid unless the bidder stipulates all or nothing in their bid. If a proposal meets all administrative and Bidder qualification requirements and submittal instructions, OSPI shall continue with the written evaluation and, if applicable, the oral evaluation.

OSPI reserves the right at its sole discretion to waive informalities. An informality is an immaterial variation from the exact requirements of the RFQ, 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.

B.12. MOST FAVORABLE TERMS

OSPI 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

Bidder can propose. There will be no best and final offer procedure. OSPI does reserve the right to contact a Bidder for clarification of its proposal.

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

B.13. CONTRACT AND GENERAL TERMS & CONDITIONS

The Apparent Successful Bidder will be expected to enter into a contract which is substantially the same as the sample contract and its General Terms and Conditions. In no event is a Bidder

RFQ No. 2025-23 Page 18 of 61 to submit its own standard contract terms and conditions in response to this RFQ. The Bidder may submit exceptions documented in the Contract Issues Exhibit. OSPI will review requested exceptions and accept or reject the same at its sole discretion.

Should contract negotiations fail to be completed within two (2) weeks after initiation, the

Agency may immediately cease contract negotiations, declare the Bidder with the second highest score as the new Apparent Successful Bidder, and enter into contract negotiations with that Vendor. This process will continue until the Contracts are signed or no qualified Bidders remain.

B.14. COSTS TO PROPOSE

OSPI will not be liable for any costs incurred by the Consultant in preparation of a proposal submitted in response to this RFQ, in conduct of a presentation, or any other activities related to responding to this RFQ.

B.15. NO OBLIGATION TO CONTRACT

This RFQ does not obligate the State of Washington or OSPI to contract for services specified herein. OSPI also reserves the right to cancel or to reissue the RFQ in whole or in part, prior to execution of a contract without penalty.

B.16. REJECTION OF PROPOSALS

OSPI 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 RFQ.

B.17. COMMITMENT OF FUNDS

Only an authorized representative of OSPI may legally commit OSPI to the expenditures of funds for a contract resulting from this RFQ. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

B.18. STATEWIDE VENDOR PAYMENT REGISTRATION

Consultants awarded contracts as a result of this RFQ will be required to register as a Statewide

Vendor (SWV). The SWV file is a central vendor file maintained by the Office of Financial

Management for use by Washington State agencies in processing vendor payments. This allows vendors to receive payments from all participating state agencies by direct deposit, the State's preferred method of payment. All OSPI Contractors are required to register as a Statewide

Vendor; however, participation in direct deposit is optional. For online registration, visit the

Office of Financial Management Statewide Vendor/Payee Services website.

https://ofm.wa.gov/it-systems/statewide-vendorpayee-services

RFQ No. 2025-23 Page 19 of 61

B.19. WASHINGTON STATE BUSINESS REGISTRATION

Consultants awarded contracts as a result of this RFQ will be required to register with the

Washington Secretary of State and/or Washington State Department of Revenue if registration requirements set forth by the Department of Revenue apply.

B.20. INSURANCE COVERAGE

The Apparent Successful Bidder must comply with the insurance requirements identified in the

General Terms and Conditions.

The Contractor shall, at its own expense, obtain and keep in force insurance coverage which shall be maintained in full force and effect during the term of the Contract. The Contractor shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to OSPI within fifteen (15) days of the contract effective date.

Section C. PROPOSAL CONTENTS

This section identifies how to prepare and submit a bid/proposal for this Competitive

Solicitation. In addition, bidders will need to review and follow the Competitive Solicitation requirements including those set forth in the exhibits, which identifies the information that bidders must provide to the Procurement Coordinator to constitute a responsive bid. By responding to this Competitive Solicitation and submitting a bid, bidders acknowledge having read and understood the entire Competitive Solicitation and accept all information contained within this Competitive Solicitation.

C.1. SUBMISSION OF PROPOSALS

Consultants shall submit proposals as an attachment to an email to the RFQ Coordinator noted in Section B.1. Proposals must arrive by 3:00 p.m. Pacific Time (PT) on June 4, 2025. The

RFQ number must be noted in the email subject line. Attachments to the email shall be Microsoft

Word, Portable Document Format (PDF), or a zipped file. The maximum file size that can be received via email at OSPI is 35MB. Bidders should also be aware of their own service provider's limits which may be more restrictive. Proposals that exceed such limits may be submitted via

OneDrive. OSPI does not assume responsibility for any problems with the electronic delivery of materials, unless it is determined that OSPI’s email system or server was at fault.

Proposals not received by the deadline will not be reviewed. Late proposals will not be accepted and will be automatically disqualified from further consideration. Proposals must respond to the procurement requirements. Do not respond by referring to material presented elsewhere. The proposal must be complete and must stand on its own merits.

https://dor.wa.gov/open-business/apply-business-license

RFQ No. 2025-23 Page 20 of 61

Failure to respond to any portion of the procurement document may result in rejection of the proposal as non-responsive. All proposals and any accompanying documentation become the property of OSPI and will not be returned.

C.2. PROPOSAL OVERVIEW

Proposals must be formatted to print on eight and one-half by eleven (8 ½ x 11) inch paper size with individual sections clearly identified. The Letter of Submittal, excluding the signed

Certifications and Assurances and Contractor Intake Form, shall be a maximum of one (1) page.

To assist evaluators in a consistent review process, the proposal shall be submitted in the order noted below:

1. Letter of Submittal including

a. Certifications and Assurances (Exhibit A)

b. Qualification Affirmations (Exhibit B)

c. Contract Issues List (Exhibit F)

d. Contract Intake Form (Exhibit H)

2. Application

a. Letter of Application

b. Resume

c. References

d. Past Performance

Proposals must provide information in the same order as presented in this document with the same headings. This will not only be helpful to the evaluators of the proposal, but should assist the Consultant in preparing a thorough response.

C.3. LETTER OF SUBMITTAL

The Letter of Submittal shall include any introductory remarks, contact information for the

Consultant, and applicable certifications and other exhibits must be signed and dated by the

Consultant.

C.4. APPLICATION

C.4.i. Letter of Application (Maximum of two (2) pages)

Roles – Identify ALL positions for which the Consultant is applying (Regional Coordinator, Regional Coordinator Lead, and/or Facilitator Trainer) and why.

Relevant Experience – Describe how the Consultant meets the desired qualifications.

Include other relevant experience that indicates the qualifications of the Consultant, and any subcontractors, for the performance of the potential contract.

RFQ No. 2025-23 Page 21 of 61

Related Contracts – Include a list of contracts the Consultant has had during the last five

(5) years that relate to the Consultant’s ability to perform the services needed under this

RFQ. List contract reference numbers, contract period of performance, contact persons, phone numbers, and email addresses.

C.4.ii. Resume

Include an updated resume reflecting the experience related to the minimum and desired qualifications.

C.4.iii. References

List names, addresses, telephone numbers, and fax numbers/email addresses of three (3) business references for whom work has been accomplished and briefly describe the type of service provided for them.

By submitting a proposal in response to this RFQ, the Consultant and team members grant permission to OSPI to contact these references and others who, from OSPI’s perspective, may have pertinent information. OSPI may or may not, at OSPI’s discretion, contact these references or others. OSPI 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.

C.4.iv. Past Performance

Provide information regarding past performance by indicating if the Consultant has received notification of contract breach in the past five (5) years. This does not lead to automatic disqualification. However, OSPI reserves the right to disqualify Consultant proposals based on the Consultant’s historical performance, as outlined above in Section B. General

Information for Consultants, 11. Responsiveness.

Section D. EVALUATION AND AWARD

D.1. EVALUATION PROCEDURE

Responsive proposals will be evaluated strictly in accordance with the requirements stated in this RFQ and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team, to be designated by OSPI, which will determine the ranking of the proposals.

RFQ No. 2025-23 Page 22 of 61

In addition to presiding over the evaluation team, the RFP Coordinator may review the submittals, provide input, assemble evaluation aids, or perform other functions helpful to the team. Evaluators may engage in a free flow of discussion among themselves and the RFP

Coordinator prior to, during, and after the evaluation.

For responsive bids, OSPI will determine whether the bidder is a “responsible bidder.”

Accordingly, OSPI may make reasonable inquiry to determine bidder responsibility on a pass/fail basis. In determining bidder responsibility, OSPI may consider the following statutory elements:

• Bidder’s ability, capacity, and skill to perform the contract or provide the service required;

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

• Bidder’s ability to perform the contract within the time specified;

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

• Bidder’s compliance with laws relating to the contract or services;

• Whether, within the three-year period immediately preceding the date of the

Competitive Solicitation, bidder has been determined by a final and binding citation and notice of assessment issued by the Washington State Department of Labor and

Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW; and

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

In accordance with RCW 39.26.160(2)(a)-(g), OSPI 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.

D.2. EVALUATION AND SCORING

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

Category Maximum Points Possible

Responsive to Minimum Qualifications and Requirements Pass/Fail

Responsible Bidder Pass/Fail

Management Proposal

Letter of Application & Resume 18 points

Subtotal 18 points

Reference Checks (if determined necessary by OSPI) Pass/Fail

Interview/Demonstration (if determined necessary by OSPI) 4 points

TOTAL POINTS POSSIBLE 22 points

RFQ No. 2025-23 Page 23 of 61

D.3. REFERENCE CHECKS

References may be contacted for the top-scoring Bidder(s) only and will then be scored on a pass/fail basis.

By submitting a proposal in response to this RFQ, the Consultant and team members grant permission to OSPI to contact these references and others who, from OSPI’s perspective, may have pertinent information. OSPI may or may not, at OSPI’s discretion, contact these references or others. OSPI 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.

D.4. INTERVIEW/DEMONSTRATION

After bids are received and written evaluations are completed, OSPI, at its sole discretion, may request that one or more top bidders with the highest-scored proposals participate in an oral interview and/or presentation or demonstration. Should OSPI elect to hold interviews/demonstrations, it will contact the top-scoring bidder(s) to schedule a date, time, and location. Bidder(s) is/are encouraged to hold the date(s) indicated in the Estimated Schedule of

Procurement Activities. OSPI will provide further instruction at the time of scheduling demonstrations/interviews. Commitments made by the Bidder at the interview/demonstration, if any, will be considered binding.

The scores from the written evaluation and the oral presentation combined together will determine the Apparent Successful Bidder(s).

D.5. SELECTION OF APPARENT SUCCESSFUL BIDDER

OSPI reserves the right to award the contract to the Bidder whose proposal is deemed to be in the best interest of and most advantageous to OSPI and the state of Washington. The selected bidder will be declared the Apparent Successful Bidder (ASB).

The date of announcement of the ASB will be the date the announcement is emailed. The State will enter into contract negotiations with the ASB(s).