RFP 2024 0822_QA_Revised.pdf

Questions and Answers

DATE: September 18, 2024

TO: All Potential Vendors

FROM: Schatzie Harvey, for Heidi Olson, RFP Coordinator

SUBJECT: Updated VENDOR QUESTIONS AND ANSWERS for RFP 2024 0822 – WA Electric Bicycle Rebate Program (WE-Bike)

Executive Summary:

This document is prepared by the Washington State Department of Transportation (WSDOT) and clarifies responses to some of questions (in green below) to the answers posted Sept. 17, 2024 in response to RFP 2024 0822 released on August 22, 2024. Questions and comments have generally been stated as they were received except that some questions have been modified to maintain vendor confidentiality or to reduce redundancies. The answers may only explain or clarify some aspect that is already addressed in the RFP. It is important that Vendors review all questions and answers.

Vendor Questions and Official Answers

1. QUESTION: In your scoring, does having a sub-consultant that is a WA business get the points??

ANSWER: No. Per Exhibit E – Inclusion Plan – Subcontractors, “No preference will be included in the evaluation of bids based on the Diverse Inclusion Plan – Subcontractors.”

2. QUESTION: Can you please walk me through the voucher/in-store process – are consumers buying with the voucher and then submitting documentation (invoice) onto a site we develop to audit rebate claims and we fulfill rebates upon claim validation? Or, for example, are prepaid cards issued at point of purchase?

Are we able to offer multiple rebate reward options or is there a preferred reward? i.e., prepaid cards, check, etc.

ANSWER: This can be detailed out in the implementation manual. Consumers apply online through the administrator’s website. Those selected receive a digital ‘voucher’.

Vouchers state their discount amount which will be provided at point of sale.

Consumers take the voucher to bike shops to make a purchase. Bike shops sell the bike at the cost – rebate voucher value. Bike shops document voucher use and report this to the vendor administering the program. (bidders to decide the design of this process), vendor then pays bike shops and invoices WSDOT for reimbursement. The

RFP-2024-0822 - Questions and Answers consumer does not have to apply for the rebate after purchase. All efforts to tackle potential fraud should be taken. Prepaid cards or checks cannot be used.

3. QUESTION: Will the state consider escrowing funds for rebates and if not, how often can we seek reimbursement for rebates paid?

ANSWER: The state uses reimbursement payments. Vendors can seek reimbursements by invoicing as soon as milestones are achieved.

4. QUESTION: Can you discuss the invoicing/reimbursement process for the rebates? The implementer will pay the dealers, but how will funding be provided to the implementer?

ANSWER: The administrator of the program (implementer) will be paid upon deliverables as outlined in the examples in Exhibit C. Once rebates start being redeemed the administrator will have a process in place to receive data from bike shops on number of rebates provided and $ amount of each, the administrator can then invoice the state for the amounts which have been redeemed according to table B2 in Exhibit C.

5. QUESTION: Can you please discuss any auditing requirements?

ANSWER: As this is a state funded program it is liable to be audited for performance and financial compliance and appropriate records should be maintained by the administrators.

6. QUESTION: Have you decided upon a selection process -i.e. first-come, first-served vs.

random selection or can bidders choose the method they will use for selection?

ANSWER: The rebates should be distributed using random selection across the state.

7. QUESTION: Have you considered a time limit on the voucher so that unused voucher funds can be put back into the pool?

ANSWER: Section 2.9 in the Scope of work: Establish and implement a process for returned voucher funds because of prorated returns, cancellations, etc., that will allow for e-bike awards of new vouchers to other applicants.

8. QUESTION: Regarding funding - future years (2025 and beyond) will be defined after the legislation approves funding. How long does that approval process typically take?

Will the ~$4 mil need to be used by June 2025 or can it carry over to the next fiscal year?

ANSWER: Future year funding is dependent on the next legislative session which runs January 13th – April 27 2025. The new Governor then has 45 days to sign the transportation budget before it is final. We anticipate quick uptake and redemption of the rebate vouchers based on experiences of other states. Whether funds need to be rolled over beyond June 30 2025 will be discussed with the apparent successful bidder. The current funding can be reappropriated for the biennium that begins July 1, 2025, if for any reason all the rebates are not redeemed by June 30, 2025. Reappropriation requires legislative action, which WSDOT will request through a standard process. Funding in future years relies on legislative action to adopt the transportation budget that will be in effect July 1, 2025-June 30, 2027. This action will take place during the regular legislative session that takes place January 13, 2025, ending on April 27, 2025. The Governor will have 45 days to sign the transportation budget before it is final. In the budget proviso that originally created the program the legislature stated its intent to appropriate another $5 million for this program for the 25-27 biennium, although this language is not binding

9. QUESTION: As it takes time to design a portal/the program, if business is awarded on 10/31/2024 what is the target launch date? 1/1/25? And then a 1/25-6/25 contract period with option of 2-year renewal?

ANSWER: Section G.10 of Exhibit F, Scope of Work states a key deliverable is to initiate rebate procedures and receive applications 100 business days after contract signing.

The option of a renewal would run July 1, 2025-June 30 2027 if funding is appropriated for that biennium.

10. QUESTION: Are we identifying consumers, qualifying them and issuing vouchers for redemption?

ANSWER: Yes

11. QUESTION: Do applicants need to build funding into their budgets to support the survey/research efforts by UW or will UW be funded separately/directly by WSDOT?

ANSWER: There is an expectation of collaboration with UW for the survey/research efforts. This is anticipated to involve meetings to ensure applications have the required questions for data analysis and follow up surveys. UW will do the analysis and the administrator is required to support UW with data collection. No funds are expected to be paid by the administrator to UW as UW are paid by WSDOT.

12. QUESTION: The SOW references the potential for equipment to be covered, but it's not clear if anticipated, and if additional subsidy would be provided beyond the $300/$1,200.

Also, similarly, the RFP references collecting information on the type of e-bike (e.g.

cargo or adaptive vs regular). Will there be additional subsidy for these more expensive types of e-bikes?

ANSWER: No. The $ amounts of rebates are governed by legislative E2SSB 5126 and ESHB 1125, section 310 (16) as: $1200 for lower income individuals and $300 for all other incomes. These amounts are inclusive of safety equipment and standardizes regardless of which bike the eligible customer chooses to purchase.

13. QUESTION: We recognize the goals of launching quickly and believe 100 days would typically be adequate but given that contact execution won’t occur until early November (or more likely, mid-November), the launch timeline will overlap with Thanksgiving, Christmas, and New Year’s, which could create challenges due to staff vacations (both on the consultant’s and State’s end). Our concern is that we may not be able to get timely answers on key decisions from the State, which could push the launch timeline off track. Consequently, we suggest 120 days for launch to ensure there are no challenges with testing and portal set-up.

ANSWER: The timeline for launch is 100 working business days. Timeline may need to be adjusted based on unforeseen delays.

14. QUESTION: The RFP states that a requirement is that the program be initiated and “receive applications” within 100 days after contract execution. Can you clarify what receive applications means since our suggested process separates initial registration from application submission, which only comes after selection of a participant for a voucher.

ANSWER: This can be interpreted that administrator’s system to receive applications is live and residents of Washington state have registered with the system to enter the random selection process.

15. QUESTION: When the RFP says the program must be “implemented” by June 30, 2025, does this mean all vouchers issued and all reimbursements paid to retailers prior to this date? Would implementation also include close-out or final reporting?

ANSWER: Ideally yes. All final documents must be submitted by July 14th 2025. Given we cannot predict when someone will redeem their voucher this timeline may need to be reviewed if there are still un-redeemed vouchers in circulation by June.

16. QUESTION: When completing Exhibit C- Cost Sheet, which tables are required to be completed -The Administrative Cost Sheet alone, or also either Table B1 or Table B2?

And if bidders are only proposing performance-based payments, can they simply complete Table B1 or Table B2, or are they still required to complete the Administrative Cost Sheet as well?

ANSWER: Complete Administrative costs only.

17. QUESTION: Exhibit C - Cost Sheet has three example tables: the Administrative Cost Sheet, Milestone Based Pay for Performance Invoicing (Administration), and Milestone Based Pay for Performance Invoicing (Rebates). Can WSDOT clarify its expectations for how bidders should complete Exhibit C? Should we complete our own versions of each of the three example tables listed above?

ANSWER: Complete Administrative costs only.

18. QUESTION: Can WSDOT confirm that this project needs to be delivered via the voucher reimbursement model included in the RFP? There was a mention in the pre-bid that those details were stipulated via legislation that is funding the program and we wanted to confirm.

ANSWER: Yes. The legislation talks about a rebate model see ESHB 1125 sect. 310 (16).(a) (….) ‘State appropriation is provided solely for the department to establish a program providing rebates to qualifying persons who purchase E-bikes’

19. QUESTION: What is the anticipated date WSDOT wants to launch the program to start application processing application vouchers?

ANSWER: Section G.10 of Exhibit F – Scope of Work states a key deliverable is to initiate rebate procedures and receive applications 100 days after contract signing

20. QUESTION: Should the vendor plan for a project close out date of June 30th, 2025, or is extension of the program likely?

ANSWER: The vendor should plan for project close out date of June 30th 2025. While we hope for a continuation, we will not know until after the legislative session and the Governor has signed the budget, The vendor should plan for project close out date of June 30th 2025. While we hope for additional funding in the 2025-27 transportation budget there is no guarantee of future funding beyond the total already appropriated for FY 23-25. If some vouchers may still be in circulation after June 30, 2025, WSDOT will request reappropriation of the unused balance following the regular budget process for doing so.

21. QUESTION: General:

* If the program is extended how will administrative budget be increase? E.g. Ratio/based on duration or volume?

ANSWER: If the legislature decides to appropriate additional funding for the 2025-2207 biennium and the contract is extended, this will be discussed and negotiated.

* Will there be an FAQ provided to include the questions of other bidders?

ANSWER: yes, this is that document.

22. QUESTION: Application:

In Exhibit B, REQ ID 1i, are you asking for the implementation manual prior to selection of contractor? Or this item addressing ability to provide one after a contractor is selected?

ANSWER: Ability to provide one and an example of what this would look like.

23. QUESTION: Technology:

Can we build and add a site page/form to the WSDOT website? Or will we be developing from scratch as a standalone?

ANSWER: the system will be a stand-alone site. We can add a link to it from our own webpage.

24. QUESTION: Progress Approvals:

* Turnaround of approvals from WSDOT.

ANSWER: Difficult to answer without knowing what is meant by approvals:

Approvals of invoices – WSDOT aims to pay the vendor within 30 days of submission of a complete invoice that meets requirements for WSDOT’s accounting system. WSDOT staff will review these requirements with the contractor in advance of submittal of the first invoice to support them in providing appropriate documentation with the invoice that will enable WSDOT to process payment in a timely manner.

* Service level / How many days?

Difficult to answer without knowing the meaning of service level. WSDOT has 30 days from submission of a complete invoice to approve and pay the administrator.

QUESTION:

* Will delays from WSDOT adversely affect the expected deliverable timeline for the contractor? Or will the timeline be adjusted to reflect delays from WSDOT.

ANSWER: The timeline for launch is 100 working days. Timeline may need to be adjusted based on unforeseen delays.

25. QUESTION: Auditing:

* Are there funds to allocate for a third-party audit of financials? Estimate $10,000

ANSWER: This would need to be built into the bid cost proposal. Total funds available are $4,660,000

26. QUESTION: Out of state:

* Do we have to register business in Washinton? If so, how/does this impact selection process?

ANSWER: Yes. Administrators must be registered to do business with the state of Washington. Administrators must have a UBI number and SWV number. Selection of apparent successful bidder is not affected by business registration however administrator who plans to enter a contract with WSDOT must become a registered Washington business within approx. 10 days.

* Is there additional funding for insurance coverage for out-of-state operator?

ANSWER: The State of Washington cannot fund insurance coverage. Those costs are assumed in your cost of doing business / indirect rates. See Exhibit D section: Exhibit C for insurance details.

* Our organization CEO is a certified disabled veteran (in CA), is there anything extra we need to do to have that apply in Washington?

ANSWER: If the CEO is also the business owner, the business needs to be registered in WEBs as a veteran owned business. See section 6.2 in the RFP titled Doing Business with the State of Washington:

27. QUESTION: Does the program administrator have any responsibility to monitor or collect information if a customer returns anything purchased with the voucher? If so, what is the desired outcome?

ANSWER: Yes. Section 2.9 in Exhibit F Scope of work: ‘Establish and implement a process for returned voucher funds because of prorated returns, cancellations, etc., that will allow for e-bike awards of new vouchers to other applicants.’

It is expected the vendor will provide details of returns, cancellations etc. through their reporting to WSDOT.

28. QUESTION: Is the reimbursed voucher funding subject to Washington’s Business and Occupation tax?

ANSWER: WSDOT cannot provide tax advice. Please reach out to Department of Revenue and consult with a tax advisor.

29. QUESTION: Does the state prefer random selection or first come, first serve? If it is random selection, what is the period of time for selection?

ANSWER: Random selection is the preferred method. It is anticipated the application period will be open for a fixed time, after which applications will close and random selection will begin. The application process should be designed to address equity issues and support equal opportunity for all applicants to be eligible for selection regardless of when and where they applied.

END OF DOCUMENT

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Vendor Questions and Official Answers