RFI 03124 Doc 20250219.pdf.crdownload

https://app.leg.wa.gov/RCW/default.aspx?cite=39.26 https://des.wa.gov/sites/default/files/2025-01/bidder-contracting-guide-DES.docx

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The process for potential amendments or modifications to the Competitive Solicitation.

2.1. PURPOSE OF THE COMPETITIVE SOLICITATION. This Competitive Solicitation is a required formal process for Enterprise Services to receive competitive bids from interested Bidders. Enterprise Services:

Will review and evaluate such bids using the process and criteria stated herein;

and Intends to award Enterprise Procurement Solution Contract(s) for the specified

Goods/Services.

2.2. COMPETITIVE SOLICITATION PROCESS. Enterprise Services, on behalf of the State of Washington, is issuing this Competitive Solicitation to establish and award Enterprise Procurement Solution Contract(s) that eligible Purchasers can choose to utilize to purchase specified Goods/Services from Bidders who are awarded a Contract. Such Enterprise Procurement Solution Contract(s) enable eligible Purchasers to purchase included Goods/Services without incurring the cost or delay of conducting multiple separate procurements. Bidders who are awarded a Contract have more efficient and cost-effective access to multiple Purchasers through established, commercially reasonable, contractual terms and conditions to provide the Goods/Services.

Note: For purposes of this Competitive Solicitation and the resulting Contract, eligible Purchasers include:

WASHINGTON STATE AGENCIES. All Washington state agencies, departments, offices, divisions, boards, and commissions.

WASHINGTON STATE INSTITUTIONS OF HIGHER EDUCATION. Any the following institutions of higher education (colleges) in Washington:

State universities – i.e., University of Washington & Washington

State University;

Regional universities – i.e., Central Washington University, Eastern Washington University, & Western Washington University

Evergreen State College;

Community colleges; and Technical colleges.

CONTRACT USAGE AGREEMENT PARTIES. Any of the following types of entities that have executed a Contract Usage Agreement with Enterprise Services:

Political subdivisions (e.g., counties, cities, school districts, public utility districts) in the State of Washington;

Federal governmental agencies or entities;

Public-benefit nonprofit corporations (i.e., public benefit nonprofit corporations as defined in RCW 24.03A.245) who receive federal, state, or local funding); and

Federally recognized Indian Tribes located in the State of Washington.

2.3. CONTRACT FORM & TERM. As stated in Exhibit D – Contract, the Contract term is up to seventy-two

(72) months. Bidders must specify prices for the first twelve (12) months of the Contract term (such prices then will be adjusted as stated in the Contract). The Contract is subject to earlier termination as stated therein. Although Contract use is optional for eligible Purchasers other than

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Washington State agencies, all eligible Purchasers are subject to the same contract terms, conditions, and pricing as Washington State agencies.

2.4. COMPETITIVE SOLICITATION DEADLINES. The following table identifies important dates for this Competitive Solicitation:

COMPETITIVE SOLICITATION DEADLINES

ITEM DATE

Competitive Solicitation Posting Date: ______, 2025

Virtual Pre-Bid Conference:

__________, 2025 at __________ (Pacific Time)

Attend via Insert Platform Weblink: Insert applicable weblink Password: Insert any applicable password

Question & Answer Period:

Deadline for Submitting Questions: ______, 2025 11:59 pm (Pacific Time)

Anticipated Deadline for Answers: ______, 2025

Deadline for Submitting Bids: ______, 2025 11:59 pm (Pacific Time)

Anticipated Announcement of:

Apparent Successful Bidders: ______, 2025

Contract Awards: ______, 2025

Note: As required by Washington law, this Competitive Solicitation 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 Competitive Solicitation, Enterprise Services 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), Enterprise Services will post written responses to such questions to WEBS.

2.5. PRE-BID CONFERENCE. Enterprise Services will host a virtual Pre-Bid Conference at the date and time stated in Section 2.4, 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 Competitive Solicitation; and Allow Bidders to raise questions or concerns regarding the Competitive

Solicitation.

As practicable, Enterprise Services will address Bidder questions or concerns that are raised during the Pre-Bid Conference at that time. To ensure a fair and transparent procurement process for all potential Bidders, however, Enterprise Services will identify Bidder questions or concerns raised during the Pre-Bid Conference and the Procurement Coordinator will provide and post to WEBS an official written response prior to the end of the Question & Answer Period.

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Bidders who wish to attend the Pre-Bid Conference may request reasonable accommodations by contacting the Procurement Coordinator before the Pre-Bid Conference.

2.6. COMPETITIVE SOLICITATION QUESTIONS. Questions or concerns regarding this Competitive Solicitation must be directed to the following Procurement Coordinator:

NAME: SARAH SMITH

Email: DESContractsTeamApple@des.wa.gov

The Procurement Coordinator will post written answers to Bidder questions or concerns WEBS.

Bidders are encouraged to submit questions and concerns regarding the Competitive Solicitation as early in the process as possible to allow the Procurement Coordinator time to consider and respond.

Note: If Bidders have questions or concerns regarding the Contract (see Exhibit D – Contract), Bidders timely must submit such questions or concerns, in writing, to the Procurement Coordinator before the Deadline for Submitting Questions stated in Section 2.4, above.

Enterprise Services does not intend to negotiate substantive terms and conditions pertaining to the resulting Contracts at Contract award.

2.7. BIDDER COMMUNICATION DURING THE COMPETITIVE SOLICITATION. During the Competitive Solicitation process, Bidders must direct all communications regarding this Competitive Solicitation to the Procurement Coordinator stated in Section 2.6, above. Bidders must rely ONLY on this Competitive Solicitation, written amendments to this Competitive Solicitation, and written answers to Bidder questions or concerns posted to WEBS. In no event will oral communications regarding this Competitive Solicitation be binding. Unauthorized Bidder contact regarding this Competitive Solicitation with other state employees or Purchasers involved with the Competitive Solicitation may result in Bidder disqualification.

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

Bidder complaints and debrief requests must be emailed to the Procurement

Coordinator stated in Section 2.6, above; and Bidder protests must be sent to the Protest Officer as stated in the Contracting

Guide.

2.9. COMPETITIVE SOLICITATION – AMENDMENT & MODIFICATION. Enterprise Services reserves the right to amend and modify this Competitive Solicitation. Bidders will receive notifications, amendments, modifications, or updates regarding this Competitive Solicitation ONLY if they have registered and downloaded this Competitive Solicitation directly via WEBS. Bidders must be registered in WEBS to be awarded a Contract. Visit WEBS to register.

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mailto:____________________@des.wa.gov https://des.wa.gov/sites/default/files/2025-01/bidder-contracting-guide-DES.docx https://des.wa.gov/sites/default/files/2025-01/bidder-contracting-guide-DES.docx https://des.wa.gov/sites/default/files/2025-01/bidder-contracting-guide-DES.docx https://fortress.wa.gov/ga/webs

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SECTION 3 – SUBMITTING A BID

This section identifies how to prepare and submit a bid to Enterprise Services for this Competitive Solicitation. Bidders must review and follow the Competitive Solicitation requirements including those set forth in the exhibits, which detail the information that Bidders must provide to Enterprise Services. By responding to this Competitive Solicitation and submitting a bid, Bidders acknowledge having read and understood the entire Competitive Solicitation, including the Contracting Guide, and accept all information contained within this Competitive Solicitation.

3.1. BID FORMAT. Required Bid Submittals must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the exhibits). Unless otherwise specified in writing by Enterprise Services, Bidders must submit Required Bid Submittals and permitted ancillary documents to Enterprise Services in MS Word, MS Excel, or Adobe PDF. Where required, 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 or other costs of any kind.

Credit Cards (aka Purchase Cards or P-Cards): If 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.

Vendor Management Fee: The resulting Contract from this Competitive Solicitation shall include a Vendor Management Fee (“VMF”) as stated in the Contract attached as Exhibit D – Contract. Bidder’s pricing shall reflect and include the VMF within Bidder’s pricing and Bidder, if awarded a Contract, shall not add a separate line item charge for such VMF to any Contractor invoices to Purchasers.

3.3. SUBMITTING BIDS. Bidders must email Required Bid Submittals to:

DESContractsTeamApple@des.wa.gov

Please note:

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

Enterprise Services will not accept or open zipped files.

Enterprise Services 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. If Enterprise Services expressly has stated, in writing, that supplemental materials may be provided, Bidders must identify such supplemental materials as stated by Enterprise Services.

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

SECTION 4 – BID EVALUATION

This section states how Enterprise Services will review and evaluate bids for this Competitive Solicitation.

4.1. OVERVIEW. Enterprise Services will review and evaluate bids for this Competitive Solicitation as follows:

BID REVIEW: Enterprise Services will review bids to determine bid responsiveness as stated in Section 4.2, below.

BID EVALUATION: Enterprise Services will evaluate responsive bids as stated in

Sections 4.3 – 4.5, below.

PROCUREMENT AUTHORITY DISCRETION. Enterprise Services reserves the right to:

Request Bidder clarification regarding any bid;

Waive any informality;

Reject any or all bids, or portions thereof;

Cancel the Competitive Solicitation 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.

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

STEP ITEM POINTS

1 BID RESPONSIVENESS REVIEW

See Section 4.2, below

A Required Bid Submittals Review Bidder’s Required Bid Submittals to determine whether Bidder’s bid is responsive to the Competitive Solicitation

Pass/Fail

B

Performance Specifications Exhibit D – Contract Review whether Bidder’s Goods/Services and/or Bidder’s performance capability meets the mandatory minimum performance specifications for the Competitive Solicitation

Pass/Fail

2 BID EVALUATION

See Section 4.3, below

A

Non-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 Competitive Solicitation

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STEP ITEM POINTS

B Cost Factors: Bid Pricing Evaluation Exhibit C – Bid Price Evaluate and score Bidder’s cost factors

Subtotal: 1000

3 WASHINGTON STATE PROCUREMENT PRIORITIES FOR GOODS/SERVICES CONTRACTS

See Section 4.4, below

Executive Order 18-03 50

Total: 1050

4 RESPONSIBLE BIDDER DETERMINATION

See Section 4.5, below

Bidder Responsibility Analysis Review and determine Bidder responsibility

Pass/Fail

5 ANNOUNCE APPARENT SUCCESSFUL BIDDERS (ASBS)

See Section 4.6, below

6 BID INFORMATION IS AVAILABLE FOR PUBLIC DISCLOSURE & POSTED TO ENTERPRISE

SERVICES WEBSITE

See Section 4.7, below

7 CONTRACT AWARDS

See Section 4.8, below

4.2. BID RESPONSIVENESS REVIEW (PASS/FAIL). Enterprise Services will review bids – on a pass/fail basis – to determine whether the bid complies with the Competitive Solicitation requirements and, therefore, is ‘responsive.’ If Enterprise Services determines that a bid is nonresponsive, Enterprise Services 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.

Enterprise Services, in its discretion, may waive informalities in a bid. An informality is an immaterial variation from the exact requirements of the Competitive Solicitation, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the 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, Enterprise Services, 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). Enterprise Services will review each bid to determine whether:

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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). Enterprise Services 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 D – Contract.

Note: Enterprise Services 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 Enterprise Services within five (5) business days, Bidder may be disqualified.

4.3. BID EVALUATION – SCORED FACTORS. Enterprise Services 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.

NON-COST FACTORS (STEP 2A). Enterprise Services 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: Enterprise Services 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 Enterprise Services within five (5) business days, Bidder may be disqualified.

COST FACTORS – BID PRICING (STEP 2B). Enterprise Services 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 800 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

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Bid B calculation: $100,000 (Bidder A, lowest total evaluation price) / $110,000 (Bidder B’s evaluation price) = 0.909 x 800 (maximum points available) = 727.273.

Bidder A is the bid with the lowest total bid evaluation price, so it would be assigned the maximum available points, 800 points.

Bidder B would be assigned 727.273 points based on the formula above.

4.4. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES (STEP 3). This Competitive Solicitation is subject to the Washington state procurement priorities and/or preferences stated below (collectively, “Washington Procurement Priorities for Goods/Services Contracts”). Accordingly, Enterprise Services 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. Enterprise Services will score qualifying bids and adjust Bidder’s total evaluation score accordingly.

PROCUREMENT PREFERENCE FOR BIDDER COMPLIANCE WITH EXECUTIVE ORDER 18-03.

Enterprise Services will provide a bid preference in the amount of 50 points to Bidders who certify, pursuant to Exhibit A – Bidder’s Certification, that Bidder complies with Executive Order 18-03.

4.5. RESPONSIBLE BIDDER 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 Competitive Solicitation, Enterprise Services must determine that Bidder is a ‘responsible bidder.’ Accordingly, Enterprise Services will make reasonable inquiry to determine bidder responsibility on a pass/fail basis. In determining bidder responsibility, Enterprise Services 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

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 a Contract.

In addition, Enterprise Services may consider the following:

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Financial Information: Enterprise Services may request Bidder financial statements, credit ratings, or other financial information necessary to determine Bidder’s capacity to perform and the enforceability of Bidder’s contractual commitments.

References: Enterprise Services reserves the right to request and/or use references regarding Bidder to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry, and timeliness.

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

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

ASB designation does not imply that Enterprise Services will issue a Contract award. Rather, ASB designation allows Enterprise Services to perform further analysis and request additional documentation. Bidders must not construe ASB designation as an award or impending award. If a Bidder acts or fails to act as a result of ASB designation, Bidder does so at its own risk and expense.

Upon Enterprise Services’ announcement of ASBs, Bidders may request a debrief conference as stated in the Contracting Guide.

4.7. BID INFORMATION AVAILABILITY (STEP 6). Upon Enterprise Services’ announcement of ASBs:

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).

Enterprise Services will post all bid evaluations to Enterprise Services’ website.

Note: Enterprise Services also intends to post winning bid submissions to its contract portal webpage after Contract awards.

4.8. CONTRACT AWARDS (STEP 7). Subject to protests, if any, Enterprise Services and the ASBs will enter into Contracts in the form provided in Exhibit D – Contract. A Contract award is made, and a contract formed when an awarded Bidder and Enterprise Services sign the Contract. Following Contract awards, Enterprise Services will send a Notice of Award to all Bidders registered in WEBS using Bidder’s email address as provided in Bidder’s WEBS profile.

4.9. ADDITIONAL AWARDS. Enterprise Services reserves the right, during the resulting Contract term, to make additional Contract awards to responsive, responsible Bidders 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.

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

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

SUMMARY TABLE OF ALL EXHIBITS & THE REQUIRED BID SUBMITTALS REQUIRED

BID

SUBMITTAL EXHIBIT AND DESCRIPTION REQUIRED BIDDER ACTION

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

Bidder must complete Exhibit A – Bidder’s Certification, as specified therein, and submit it as part of Bidder’s bid.

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

Bidder must complete Exhibit C – Bid Price, as specified therein, and submit it as part of Bidder’s bid.

Yes Required

Exhibit D – Contract Provides the Contract form that awarded Bidders will execute with Enterprise Services.

Bidder must review Exhibit D – Contract and timely submit to the Procurement Coordinator, in writing, any issues pertaining to the Contract terms and conditions during the Question & Answer Period.

Note: Bids that are subject to Contract modifications that Enterprise Services has not agreed to and that Enterprise Services has not included in an amended/revised Exhibit D – Contract, posted to WEBS, will be rejected as nonresponsive.

No

Exhibit E – Bidder’s Diverse Business Inclusion Plan – Subcontractors Provides Bidders who, if awarded a Contract, intend to utilize subcontractors to perform the Contract, an opportunity to identify Bidder’s intended subcontractors.

Required ONLY if Bidder intends or desires to utilize subcontractors to perform the Contract, if awarded. If so, Bidder must complete Exhibit E – Bidder’s Diverse Business Inclusion Plan – Subcontractors, as specified therein, and submit it as part of Bidder’s bid.

If applicable

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SUMMARY TABLE OF ALL EXHIBITS & THE REQUIRED BID SUBMITTALS REQUIRED

BID

SUBMITTAL EXHIBIT AND DESCRIPTION REQUIRED BIDDER ACTION

Bidder Contracting Guide for Enterprise Procurement Solution 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.

Bidder must review the Bidder Contracting Guide for Enterprise Procurement Solution Contracts for Goods and Services.

No

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EXHIBIT B– PERFORMANCE REQUIREMENTS (REV 9/5/24) PAGE 1

EXHIBIT B – NON-COST SCORED FACTORS

Competitive Solicitation: 03124 Digital Storage Media and Document Destruction Services

Bidder: _________________________________ Type/print full legal name of bidder company

Instructions:

Note: Bidders must follow the instructions outlined in this Exhibit. Unless Enterprise Services, at its discretion, determines that a bidder’s variance from these instructions is immaterial or timely corrected, Bids that do NOT follow these instructions will be deemed to be nonresponsive and rejected.

1. Add bidder’s business name above and follow the instructions below.

2. Provide a written response that addresses how the bidder meets or exceeds each requirement in the Written Response column.

a. Supporting Information. Please make sure to include references in Exhibit A – Bidder’s Certification that align with the information provided in this exhibit. Enterprise Services may request additional information or references to help verify the information provided by the bidder in this exhibit. A bidder’s failure to provide requested information to Enterprise Services within five (5) business days may result in disqualification.

b. Bidder’s Commitments. Please note that, if bidder is awarded a contract, the bidder’s responses to some of the performance requirements below (e.g., customer service) will be incorporated to the resulting contract. Accordingly, bidder is cautioned to state only commitments that bidder can meet throughout the term of the contract. An awarded bidder (i.e., contractor) who is not able to meet such commitments throughout the contract term will be subject to contract termination for breach of contract and damages. Please see Exhibit D – Contract.

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Score Rating Definition

100% Excellent added value Bidder’s response provides outstanding added value for the state across all aspects of the performance requirement. The response demonstrates clear and extraordinary technical or business efficiencies and advantages compared to the stated business need.

70% Significant added value Bidder’s response provides major added value across all aspects of the performance requirement or provides outstanding added value in some aspects of the stated business need. The response demonstrates clear and substantial technical or business efficiencies and advantages as compared to the stated business need.

30% Sufficient added value Bidder’s response provides minor added value across all aspects of the performance requirement or significant added value in some aspects of the stated business need. The response demonstrates vague or limited technical or business efficiencies and advantages as compared to the stated business need.

0% Meets minimum acceptable standard

Bidder’s response meets the specified minimum acceptable standard for each performance requirement. Note: Bidder must meet the minimum acceptable standard to provide a responsive bid.

4. Submit the exhibit as a Microsoft Word without modifying the formatting. If you need to print out this document for any reason, please note that it is Legal 8.5” x 14”.

REQ

ID

Performance Requirement and Stated Business Need

Available Points Written Response

1. Bidder’s Key Personnel Experience. The State is seeking to award contracts to bidders with extensive industry knowledge and experience in Digital storage media and/or document destruction services.

To meet the minimum acceptable standard [0%]: Each of the Bidder’s key personnel who will be performing service on the contract, if awarded, must demonstrate:

(a) Three Years of Industry Experience

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state by listing years of experience, education, professional certifications, or other relevant industry recognition for each key personnel that exceeds the minimum acceptable standard above.

Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need. Add/delete personnel as applicable.

Key Personnel 1 Role/Title:

(a) Years of Industry Experience:

(b) Education or professional training:

(c) Professional Certifications:

Key Personnel 2 Role/Title:

(a) Years of Industry Experience:

(b) Education or professional training:

(c) Professional Certifications:

Key Personnel 3 Role/Title:

(a) Years of Industry Experience:

(b) Education or professional training:

(c) Professional Certifications:

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EXHIBIT B– PERFORMANCE REQUIREMENTS (REV 9/5/24) PAGE 3

REQ

ID

Performance Requirement and Stated Business Need

Available Points Written Response

2. Bidder Experience. The State is seeking to award contracts to bidders who have substantial industry knowledge and experience in Digital storage media and/or document destruction services.

To meet the minimum acceptable standard [0%]:

(a) Bidder is National Association of Information Destruction (NAID)

AAA Certified, and

(b) Bidder must have completed at least three projects that are similar in scope in the last three years, and list customer organization type (private, local government, etc), scope of services, and cost of project.

For the scope of the service, provide a description of [tasks completed, end products/deliverables, results, any metrics used]. The scope statement for each project should not exceed 300 words. Bidder must demonstrate that the scope of services is similar to the services being procured. Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state that exceeds the minimum acceptable standard above by:

(a) listing NAID AAA Endorsements maintained by bidder, OR

(b) listing any relevant industry certifications or endorsements, OR

(c) listing project examples that more closely align to the scope/value of this contract, and/or type of customers served, OR

(d) providing examples of projects that most closely align to the scope/value of this contract, and/or type of customers served.

75 Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need.

NAID AAA Certification:

(a) NAID AAA Endorsements:

(b) Other Professional Certifications or Endorsements:

How many projects similar in scope completed in the last 3 years:

Project 1 Title:

(a) Customer Organization Type and/or Name:

(b) Scope of Services:

(c) Cost :

Project 2 Title:

(a) Customer Organization Type and/or Name:

(b) Scope of Services:

(c) Cost :

Project 3 Title:

(a) Customer Organization Type and/or Name:

(b) Scope of Services:

(c) Cost :

3. Customer Service. The State is seeking to award contracts to bidders who can provide excellent and timely customer support and communications.

To meet the minimum acceptable standard [0%]: Bidder, as specified in Exhibit D – Contract §9.4, must provide:

Written Response Required. Provide as much information as needed to address the Performance Requirement and Stated Business Need.

(a) Customer Service Hours (in PST):

(b) Response Time Commitment:

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EXHIBIT B– PERFORMANCE REQUIREMENTS (REV 9/5/24) PAGE 4

REQ

ID

Performance Requirement and Stated Business Need

Available Points Written Response

(a) Customer/purchaser support via telephone and email from 8 AM to 5 PM Pacific Time,

(b) Response Time Commitments:

a. respond to customer/purchaser routine requests within 96 hours.

b. Respond to quote requests within 48 hours,

(c) Have an escalation process for any customer service issue that is not resolved within 5 business days, and

(d) An ongoing customer feedback process demonstrating bidder’s approach to proactively seek, collect, and resolve any negative customer feedback.

Bidders who do not meet this minimum acceptable standard will be disqualified from further consideration.

Added value: In the written response, demonstrate added value to the state by offering excellent and timely customer support, communication, response time, escalation, and customer feedback processes that exceed the minimum acceptable standard above.

• For customer routine questions. This response time is the time for a resolution/answer to a routine question. Routine questions are questions about the scope of work, process of work, status of current projects, invoicing, or reporting.:

• For quote requests. This response time is the time for a fully completed quote to be sent to the Purchaser, assuming the Purchaser has included relevant information in prior correspondence.:

• Other, please specify:

(c) Customer issues escalation process:

(d) Ongoing Customer Feedback Process:

Return this exhibit to Procurement Coordinator at:

DESContractsTeamApple@des.wa.gov

DRAFT

Bidders must record their bid pricing in the appropriate cells on the price sheet for each category and region they are bidding.

The Unit Prices will be summed, and the Subtotal for each region will be evaluated and given points.

If a Bidder chooses to offer additional services, list those items within "Additional Services Offered" at the bottom of this worksheet. These items will not be part of the evaluation but may be added to the awarded Contract.

Review your costs carefully - costs cannot be altered after submission.

Exhibit C: Bid Price 03124 - Digital Storage Media and Document Destruction Services

Bidder Instructions:

Bidder must bid on all line items within the region being bid. Bidder may bid one or more regions.

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Unit Price

Unit Price

Item Unit Unit Price

65 Gallon Bin - staged Gallon

95 Gallon Bin - un-staged Gallon

35 Gallon Temporary Bin Gallon 65 Gallon Temporary Bin

SUBTOTAL

South Central Region Counties: Kittitas, Yakima, Franklin, Walla

Walla, Columbia, Garfield, and Asotin

65 Gallon Bin - un-staged Gallon 95 Gallon Bin - staged Gallon

Item Unit 35 Gallon Bin - staged Gallon

35 Gallon Bin - un-staged Gallon

Gallon

65 Gallon Bin - staged Gallon 65 Gallon Bin - un-staged Gallon

95 Gallon Bin - staged Gallon

35 Gallon Bin - staged Gallon 35 Gallon Bin - un-staged Gallon

Item Unit

On/off-site paper destruction - Purging per box

SUBTOTAL

Eastern Region Counties: Adams, Ferry, Lincoln, Pend Orielle, Spokane, Stevens, and Whitman

95 Gallon Temporary Bin Gallon

Additional Services Offered

On/off-site paper destruction - Purging per box

SUBTOTAL

95 Gallon Temporary Bin Gallon

95 Gallon Bin - un-staged Gallon 35 Gallon Temporary Bin Gallon 65 Gallon Temporary Bin Gallon

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CONTRACT NO. 03124 – DIGITAL STORAGE MEDIA AND DOCUMENT DESTRUCTION SERVICES

(Rev. 2025-01-22)

EXHIBIT A

INCLUDED GOODS/SERVICES

1. Overview of the Scope.

Document destruction services provide secure disposal of physical and/or digital documents by methods such as permanently shredding and securely erasing or physically destroying digital storage media.

2. Contractor’s Tasks and Responsibilities.

• Contractor must maintain certification and compliance with all current NAID AAA requirements throughout the life of the Contract.

• Within ten (10) days of request for service, the awarded Contractor(s) will schedule comprehensive site visits with key personnel at the Purchaser’s location to conduct an initial needs assessment.

• Make recommendations and assist Purchaser with establishing initial bin locations and service schedules, continuing to monitor and advise as needed throughout the contract period.

• Provide training at the Purchaser’s location on accessing the online reporting and tracking system.

3. Service Requirements.

Services will be mutually agreed upon by the Contractor and Purchaser, with the service schedule ideally set at the contract's start. Any schedule deviations must be fulfilled within seven (7) calendar days of the service request or by the Purchaser's specified date. The Contractor must promptly notify the Purchaser of any service disruptions or delays.

• Contractor is responsible for meeting the pre-determined service schedules and all costs and risk of loss associated with same.

• Contractor shall provide the appropriate size and number of secure containers to each Purchaser’s facility requesting service under the contract.

• Each container shall contain a drop-slot, have a capacity that is suitable for the needs of the Purchaser, and have a key-locked or combination dead bolt.

• Each container shall be placed in the location requested by the Purchaser, provided that placement is in accordance with applicable fire codes. All containers shall be provided free of charge.

• Contractor shall provide locked, security containers that are prominently labeled, for the off-site destruction of digital media (computer tapes, discs, x-rays, hard drives, etc.).

• The same chain of custody requirements applies for on-site document destruction, off-site document destruction, and off-site digital media destruction and all will require the issuance of a certificate of destruction.

4. Certificate Of Destruction.

Contractor shall provide to the Purchaser a Certificate of Destruction at the time service is completed.

At a minimum, this certificate shall include the name and address of the facility, date of service, DRAFT

(Rev. 2025-01-22) description and quantity or weight of materials destroyed, exact number of bins serviced, service representative’s name, and truck number.

5. Shredding Specifications.

All paper or printed media will be destroyed to the dimensions outlined in the NAID™ specifications.

Those dimensions include:

Continuous Shred:

Maximum Width: 5/8 inch Maximum Length: Indefinite Crosscut or Pierce and Tear:

Maximum Width: 3/4 inch Maximum Length: 2.5 inches Pulverized (Equipment with Screens):

Maximum Screen Size: 2-inch diameter holes

Note: The above listed specifications are the current dimensions for document destruction used in the NAID™ Certification Program. If at any point these specifications are updated by NAID™ it is the Contractor’s responsibility to abide by the new specifications and apply them to this contract.

6. Quality Control and Acceptance Procedures.

• The Contractor shall be required to furnish all materials, equipment and/or services necessary to perform contractual requirements.

• Materials and workmanship in the construction of equipment for this contract shall conform to all codes, regulations and requirements for such specifications contained herein and set forth in the NAID™ certification.

• The Contractor shall exercise due diligence in site clean-up and restoration after shredding operations have concluded.

7. Auditable Chain of Custody Requirements.

Contractor shall submit, upon request from any Purchaser or representative of DES, electronic verification of the chain of custody for any documents/materials that have been in the Contractor’s charge for the purpose of destruction. This includes but is not limited to:

• Electronic, date/time-stamped tracking records,

• Container weights at time of collection and deposit into grinding trucks,

• Operator’s name or employee ID number, or any other such documentation that verifies service performance and,

• Chain of custody process for state audit purposes.

8. Bin Tipping Policy

• Contractor shall make every effort to provide “right-sizing” of collection bins to ensure a minimum of secure documents being left after the scheduled pickup date.

• To this end, and in keeping with NAID™ recommendations for mitigating Purchaser risk, contents in partial bins containing a volume of 1/3 or more, are to be tipped (collected and destroyed).

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(Rev. 2025-01-22)

• If, at the Purchaser’s request, a bin containing a volume representing less than 1/3 bin requires tipping, Contractor is allowed to tip.

• If, at the Purchaser’s request, a bin containing a volume of 1/3 or more is not tipped, Contractor shall make a note in a daily log of the individual making the request and a brief summary of cause, including date, time, and the Contractor’s representative.

9. Purging Files One-time purge shredding service is designed for Purchasers who need a single clean-out of their unwanted documents and papers. A purge is defined as additional volumes of paper to shred and involve large or small volumes of documents that don’t occur on a regular basis. Purging files is not considered part of the routine scheduled pick up. Off day, not regular scheduled pickups will be charged at the purge rate. The price for purging files will be a flat rate per file box identified within the price sheet. The Contractor will not supply temporary containers for purging.

Bin to Box Conversion:

35 Gallon = 3 Standard Boxes 65 Gallon = 6 Standard Boxes 95 Gallon = 10 Boxes

10. Staged And Un-Staged Environments.

The Contractor will work with Purchasers to determine special security needs, access issues, and hours of operation. While most Purchasers will stage bin servicing in a designated area, some will require the Contractor to collect bins from various locations within the facility. The Contractor will assist and advise Purchasers in determining their collection bin requirements (type, size, and quantities) as well as their appropriate service types and schedules.

11. Data Control and Security.

• Contractor shall ensure that Contractor’s staff does not use or disclose any information concerning a Purchaser, which was obtained while providing service under this Contract, as provided under Chapter 40.14 RCW and Chapter 70.02 RCW, as well as any other applicable federal and state statutes and regulations.

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DO N

OT BID

https://apps.leg.wa.gov/RCW/default.aspx?cite=40.14 https://apps.leg.wa.gov/rcw/default.aspx?cite=70.02

(Rev. 2025-01-22)

EXHIBIT C

INSURANCE REQUIREMENTS

1. INSURANCE OBLIGATION. During the term of this Contract, Contractor shall possess and maintain in full force and effect, at Contractor’s sole expense, the following insurance coverages:

a. COMMERCIAL GENERAL LIABILITY INSURANCE. Commercial general liability insurance (and, if necessary, commercial umbrella liability insurance) covering bodily injury, property damage, products/completed operations, personal injury, and advertising injury liability on an ‘occurrence form’ that shall be no less comprehensive and no more restrictive than the coverage provided by Insurance Services Office (ISO) under the most recent version of form CG 00 01 in the amount of not less than $2,000,000 per occurrence and $4,000,000 general aggregate. This coverage shall include blanket contractual liability coverage. This coverage shall include a cross-liability clause or separation of insured condition.

b. WORKERS’ COMPENSATION INSURANCE. Contractor shall comply with applicable Workers’ Compensation or Industrial Accident insurance providing benefits as required by law.

c. EMPLOYERS’ LIABILITY (STOP GAP) INSURANCE. Employers’ liability insurance (and, if necessary, commercial umbrella liability insurance) with limits not less than $1,000,000 each accident for bodily injury by accident, $1,000,000 each employee for bodily injury by disease, and $1,000,000 bodily injury by disease policy limit.

d. COMMERCIAL AUTOMOBILE LIABILITY INSURANCE. (if Contractor is using a Contractor owned, leased, or operated vehicle to access Purchaser premises). Commercial automobile liability insurance covering the ownership, maintenance, and/or use of all owned/leased, non-owned, and hired vehicles used in the performance of the Contract, with limits of not less than $1,000,000 per accident, combined single limit for bodily injury and property damage liability. Coverage shall be provided on Insurance Services Office (ISO) form number CA 0001 or an equivalent. The required limits can be satisfied by any combination of primary, umbrella, or excess policy.

e. (For Category 1 – On/Off-Site Digital Storage Media Destruction only) CYBER RISK LIABILITY

INSURANCE. Cyber risk insurance, on a claims made form. The policy shall include coverage for liability as a result of a data security breach or violation of consumer data protection laws arising out of Services provided under this Contract and resulting Purchase Orders - Limits are $1,000,000 per occurrence and $2,000,000 aggregate. The insurance coverage limits set forth herein are the minimum. Contractor’s insurance coverage shall be no less than the minimum amounts specified. Coverage in the amounts of these minimum limits, however, shall not be construed to relieve Contractor from liability in excess of such limits.

The insurance coverage limits set forth above may be satisfied by any combination of primary, umbrella, or excess policy. The insurance coverage limits are the minimum. Contractor’s

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(Rev. 2025-01-22) insurance coverage shall be no less than the minimum amounts specified. Coverage in the amounts of these minimum limits, however, shall not be construed to relieve Contractor from liability in excess of such limits.