RFP 24-09 Final.pdf

RFP No. 24-09

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STATE OF WASHINGTON

OFFICE OF THE SECRETARY OF STATE

OLYMPIA, WASHINGTON

REQUEST FOR PROPOSALS

RFP NO. 24-09

PROJECT TITLE: Washington State Public Libraries Survey Collection Instrument

PROPOSAL DUE DATE:

August 22, 2924

EXPECTED TIME PERIOD FOR CONTRACT:

If a migration is needed, August 1,2024 is earliest to accommodate a November 1, 2024 start through – October 31, 2025, with possible one-year extensions through 2029.

CONTRACTOR ELIGIBILITY:

This solicitation shall be awarded to a certified minority-, women-, or veteran owned business. Businesses responding to this solicitation not certified as minority-, women-, or veteran owned business will be rejected unless no certified minority-, women-, and veteran owned business become eligible for award.

This procurement is open to those Contractors that satisfy the minimum qualifications stated herein and that are available for work in Washington State.

CONTENTS OF THE REQUEST FOR PROPOSALS

1. Introduction

2. General Information for Contractors

3. Proposal Contents

4. Evaluation and Contract Award

5. Exhibits Exhibit A-1 Contractor’s Certifications

Exhibit A-2 Contractor’s Profile & References

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TABLE OF CONTENTS

1. Introduction 4

1.1 Purpose and Background 4

1.2 Objective 4

1.3 Minimum Qualifications 4

1.4 Period of Performance 4

1.5 Definitions 5

1.6 Americans with Disabilities Act (ADA) Compliance 3

1.7 Funding 3

2. General Information for Contractors 4

2.1 RFP Coordinator 4

2.2 Estimated Schedule of Procurement Activities 5

2.3 Preproposal Conference 5

2.4 Submission of Proposals 6

2.5 Proprietary Information/Public Disclosure 6

2.6 Revisions to the RFP 7

2.7 Small, Minority-Owned, Women-Owned, and Veteran-Owned Business Participation

2.9 Acceptance Period 7

2.10 Responsiveness 8

2.11 Most Favorable Terms 8

2.12 Contract Including General Terms and Conditions 8

2.13 Costs to Propose 8

2.14 No Obligation to Contract 8

2.15 Rejection of Proposals 8

2.16 Commitment of Funds 9

2.17 Electronic Payment 9

2.18 Insurance Coverage 9

2.19 Evaluation Preference 9

2.20 PCB-Free Preference 9

3. Proposal Contents 9

3.1 Letter of Submittal 10

3.2 Technical Proposal 10

3.3 Management Proposal 11

3.4 Cost Proposal 12

4. Evaluation and Contract Award 15

4.1 Evaluation Procedure 15

4.2 Responsibility 14

4.3 Responsiveness 14

4.4 Evaluation Weighting and Scoring 14

4.5 Oral Presentations 17

4.6 Best and Final Offer 17

4.7 Request for Documents 18

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4.8 Contract Execution 18

4.9 Notification to Contractors 16

4.10 Complaint, Debriefing, and Protest Procedures 18

5. RFP Exhibits 18

Exhibit A – Certifications and Assurance 19

Exhibit B – Small Business Self-Certification Statement 20

Exhibit C – Contractor Certification for Executive Order 18-03, Workers’ Rights 21

Exhibit D – Contract including General Terms and Conditions 22

Exhibit

FY 2023 PLS Edit

Check Changes_Final.xlsx

Exhibit

FY 2023 PLS Import

Specs_Final.xlsx

FY 2023 PLS Users

Guide_508C.pdf

PLS FY 2023 Import and Edit File Memo_Final.pdf

WAPublicLibrariesS urveyRFP_Appendix(Demonstration)(kesEL).docx

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1. INTRODUCTION

1.1 PURPOSE AND BACKGROUND

The State of Washington, Office of the Secretary of State, Washington State Library Division (OSOS) is initiating this Request for Proposals (RFP) to solicit proposals for providing an online, Software as a

Service (SaaS) instrument to collect the annual Public Libraries Survey. Washington’s survey preparation, collection, cleaning and final submission usually runs from November to late June each year (“Group 2” schedule).

The OSOS has long used an online collection tool for the annual survey, which has been collected nationwide since the 1980s. Library respondents manually enter responses, which are validated and flagged if they are unexpectedly out of range or otherwise suggest an error. OSOS can monitor libraries’ progress during the submission period. After submission, OSOS can download submissions as a spreadsheet for review, cleaning and final submission via the Library Services and Technology Act (the

“LSTA”) originating from the Institute of Museum and Library Services (the “IMLS”).

1.2 OBJECTIVE

At minimum OSOS seeks to maintain all current features of its online survey collection instrument.

Although manual data entry should always remain an option, OSOS strongly prefers an instrument with options for automatically ingesting as much data as possible, via API or other programmatic means. Even Washington state’s smallest libraries use automated systems to manage cardholders and collections, provide internet, or schedule events. Many of these systems can export data in machine-readable form.

Section 3.2 (Technical Proposal) includes a partial list of such systems used by Washington public libraries.

OSOS also welcomes additional optional features that make collected data more useful to responding libraries themselves. These might include, for example, reports or dashboards that libraries can use in real time, or infographics that can be used for reports to the community and supervisory bodies.

1.3 MINIMUM QUALIFICATIONS

By the time of contract execution, Contractor must be registered to do business with the state and have a current Unified Business Identifier (UBI).. Contractors are preferred who have experience in online survey collection or application development.

1.4 PERIOD OF PERFORMANCE

If a migration is needed the period of performance will begin August 1, 2024, to allow time for that process. August 1,2024 is earliest to accommodate a November 1, 2024 start through – October 31, 2025. OSOS reserves the right to extend the contract for four (4) one-year periods. Any extension will be subject to mutual agreement between OSOS and the Contractor. The total contract term may not exceed five (5) years (2029).

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1.5 DEFINITIONS

Definitions for the purposes of this RFP include:

• Apparent Successful Bidder – the Contractor identified by OSOS, after evaluation of Proposals, who is recommended for contract award.

• Contractor – the individual or company submitting a Proposal in order to attain a contract with

OSOS.

• OSOS – The Office of the Secretary of State, the agency of the state of Washington that is issuing this RFP.

• Proposal – A formal offer submitted in response to this solicitation.

• RFP – This request for proposals.

• WEBS -Washington’s Electronic Business Solution, an online Contractor registration and bid notification system.

1.6 AMERICANS WITH DISABILITES ACT (ADA) COMPLIANCE

OSOS complies with the Americans with Disabilities Act. Contractors may contact the RFP Coordinator to receive this request for proposals in Braille or on tape.

1.7 FUNDING

Proposals are not limited to a not-to-exceed amount.

2. GENERAL INFORMATION FOR CONTRACTORS

2.1 RFP COORDINATOR

The RFP Coordinator is the sole point of contact in OSOS for this procurement. All communication between the Contractor and OSOS upon receipt of this RFP shall be with the RFP Coordinator, as follows:

Name: Kathleen Sullivan

Address: 6880 Capitol Blvd. SE

City, State, Zip Code: Tumwater, WA 98501

Phone Number: 360-480-0097

Fax Number: 360.586.7575

Email Address: kathleen.sullivan@sos.wa.gov

Email communication is strongly preferred. Any other communication will be considered unofficial and non-binding on OSOS. Contractors are to rely on written statements issued by the RFP Coordinator.

Communication directed to parties other than the RFP Coordinator may result in disqualification of the Contractor.

2.2 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Issue RFP 7/8

Question and Answer (Q&A) Period 7/9 - 26

Preproposal Conference 7/15

Publish Q&A’s from Preproposal Conference on WEBS and OSOS website 7/17

Last Date for Questions 7/26

Publish complete list of Q&A’s on WEBS and OSOS 7/30

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Last Amendment to RFP 8/13

Last Date for Complaints 8/15

Proposals Due 8/22

Evaluate Proposals 8/23 – 9/20

Announce Apparent Successful Bidder (ASB) and Notify Unsuccessful Contractors 9/16

Hold Debriefing Conferences See section 4.10

Protest See section 4.10

Negotiate Contract 9/17-10/1

Begin Contract Work 10/2

OSOS reserves the right to revise the above schedule.

2.4 PREPROPOSAL CONFERENCE

A preproposal conference is scheduled to be held at 4 p.m. on 7/15/2024 at https://us02web.zoom.us/j/84609507662 Prospective Contractors may attend but are not required to attend. Written questions may be submitted in advance to the RFP Coordinator. OSOS shall be bound to written answers only. Any oral responses given at the preproposal conference shall be considered unofficial.

Within 5 business days of the conference, a copy of the questions and answers will be placed in WEBS and on the OSOS website here: http://www.sos.wa.gov/office/procurements.aspx.

2.5 SUBMISSION OF PROPOSALS

Contractors are required to submit an electronic copy of their proposal. The proposal must be received by the OSOS no later than 4:00p.m. Pacific Time on August 22, 2024. Attachments to the email must be in Microsoft Word, Microsoft Excel or Adobe PDF format.

The proposal is to be sent to the RFP Coordinator at the email address noted in section 2.1.

Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of OSOS.

The Contractor’s proposal must respond to all solicitation requirements. Do not respond by referencing material presented elsewhere. The emailed proposal shall be considered complete and stand on its own merits. Failure to respond to any portions may result in rejection of the proposal as non-responsive.

Include the Contractor’s contact information, including name, title, email, and telephone number.

The Apparent Successful Contractor will be expected to enter into a contract which is substantially the same as the Contract attached as Exhibit B. In no event is a Contractor to submit its own standard contract terms and conditions in response to this solicitation. Contractors may submit exceptions as allowed in Exhibit A-

1 – Contractor’s Certification. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A-1 – Contractor’s Certification. OSOS will review requested exceptions and accept or reject the same at its sole discretion.

2.6 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

http://www.sos.wa.gov/office/procurements.aspx

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Materials submitted in response to this competitive procurement shall become the property of OSOS.

All proposals received shall remain confidential until the contract, if any, resulting from the RFP is signed by the authorized officer of OSOS and the Contractor; thereafter, the proposals shall be deemed public records as defined under the Public Records Act, RCW Chapter 42.56.

Any information in the proposal that the Contractor desires to claim as proprietary and exempt from disclosure under the provisions of RCW 42.56.270 must be clearly designated. The page must be identified and the particular exception from disclosure upon which the Contractor is making the claim.

Each page claimed to be exempt from disclosure must be clearly identified by the word “Confidential” printed on the lower right-hand corner of the page.

OSOS will consider a Contractor’s request for exemption from disclosure; however, OSOS will make a decision predicated upon RCW Chapter 42.56 and Chapter 143-06 of the Washington Administrative Code. Marking the entire proposal exempt from disclosure will not be honored. The Contractor must be reasonable in designating information as confidential. If any information is marked as proprietary in the proposal, such information will not be made available until after the affected Contractor has been given an opportunity to seek a court injunction against the requested disclosure.

A charge will be made for copying and shipping, as outlined in RCW 42.56.120. No fee shall be charged for inspection of contract files, but twenty-four (24) hours’ notice to the RFP Coordinator is required. All requests for information should be directed to the RFP Coordinator.

2.7 REVISIONS TO THE RFP

In the event it becomes necessary to revise any part of the RFP, addenda will be published in WEBS and on the OSOS website here: http://www.sos.wa.gov/office/procurements.aspx. For this purpose, any pertinent information and answers to substantive questions by potential Contractors shall be considered an addendum to the RFP and also placed in WEBS and on the OSOS website. OSOS also reserves the right to cancel or reissue the RFP in whole or in part, prior to execution of a contract.

2.7 SMALL & DIVERSE BUSINESSES

OSOS, in accordance with Washington law, encourages small and diverse businesses to compete for and participate in state procurements as contractors and as subcontractors to awarded bidders. See, e.g., RCW 39.19 (OMWBE certified businesses); RCW 43.60A.200 (WDVA certified veteran-owned businesses); and RCW 39.26.005 (Washington small businesses).

OMWBE Certification. Contractors may contact the Washington State Office of Minority and Women’s

Business Enterprises (OMWBE) regarding information on Minority-Owned and Women-Owned certified firms, state and federal certification programs, or to become certified. OMWBE can be reached by telephone, 866-208-1064, or through their website at OMWBE. OMWBE-Certified firms may provide their certification information on Exhibit A-2 – Contractor’s Profile & References.

WDVA Certification. Contractors may contact the Washington State Department of Veterans’ Affairs

(WDVA) for information regarding Certified Veteran-Owned businesses or to become a Certified Veteran-

Owned Business. The WDVA can be reached by telephone, (360) 725-2169, or through their website at

WDVA. The qualification requirements to be a Certified Veteran-Owned Business are set forth in Exhibit A-

1 – Contractor’s Certification.

Washington Small Businesses. Contractors may contact OSOS about small and diverse business inclusion and qualification as a Washington Small Business. If you qualify as a Washington Small Business, identify yourself as such in WEBS. Call WEBS Customer Service at 360-902-7400. The qualification http://www.sos.wa.gov/office/procurements.aspx https://app.leg.wa.gov/RCW/default.aspx?cite=39.19 https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.200 https://app.leg.wa.gov/RCW/default.aspx?cite=39.26.005 http://www.omwbe.wa.gov/ http://www.omwbe.wa.gov/ http://www.omwbe.wa.gov/ https://www.dva.wa.gov/veterans-their-families/veteran-owned-businesses/vob-search http://www.dva.wa.gov/

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Certification.

2.8 ACCEPTANCE PERIOD

Proposals must provide 60 days for acceptance by OSOS from the later of the due date for receipt of

Proposals or receipt of best and final offers (if utilized). The contractor agrees that during the acceptance period it may not modify, withdraw, or cancel its Proposal.

2.9 RESPONSIVENESS

All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Contractor is specifically notified that failure to comply with any part of the RFP may result in rejection of the Proposal as non-responsive.

OSOS also reserves the right, however, at its sole discretion to waive minor administrative irregularities.

2.10 MOST FAVORABLE TERMS

OSOS 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 Contractor can propose. OSOS reserves the right to contact a Contractor for clarification of its Proposal. OSOS also reserves the right to enact a best and final offer (BAFO) process. If so enacted, the procedure is described in Section 4.

The Contractor should be prepared to accept this RFP, all amendments to this RFP, all clarifying responses, and a best and final offer, as applicable, for incorporation into a contract resulting from this

RFP. Contract negotiations may incorporate some or all of the Contractor’s Proposal. It is understood that the Proposal will become a part of the official procurement file on this matter without obligation to

OSOS.

2.11 CONTRACT

The form of the contract that may be awarded as a result of this solicitation is attached as Exhibit B, Contract. The Apparent Successful Contractor will be expected to enter into a contract which is substantially the same as the Contract attached as Exhibit B. In no event is a Contractor to submit its own standard contract terms and conditions in response to this solicitation. Contractors may submit exceptions as allowed in Exhibit A-1 – Contractor’s Certification. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A-1 – Contractor’s Certification. OSOS will review requested exceptions and accept or reject the same at its sole discretion.

2.12 COSTS TO PROPOSE

OSOS will not be liable for any costs incurred by the Contractor in preparation of a Proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

2.13 NO OBLIGATION TO CONTRACT

This RFP does not obligate the state of Washington or OSOS to contract for services specified herein.

2.14 REJECTION OF PROPOSALS

OSOS reserves the right at its sole discretion to reject any and all Proposals received without penalty and not to issue a contract as a result of this RFP.

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2.15 COMMITMENT OF FUNDS

The Secretary of State or their delegate are the only individuals who may legally commit OSOS to the expenditure of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

2.16 ELECTRONIC PAYMENT

he state of Washington prefers to utilize electronic payment in its transactions. The Apparent Successful Contractor will be provided a form to complete with the contract to authorize such payment method.

2.16 INSURANCE COVERAGE

Should a contract be awarded pursuant to this RFP, the Contractor will be required to provide insurance coverage as described in Exhibit B, Contract.

Contractor will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The state will not be held responsible in any way for claims filed by the Contractor or its employees for services performed under the terms of the contract.

2.17 EVALUATION PREFERENCE

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 –

Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), OSOS will evaluate bids for best value and will provide a bid preference in the amount of 5% to any Contractor who certifies, pursuant to Exhibit A-1 – Contractor’s Certification, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

3. PROPOSAL CONTENTS

Proposals must be complete, legible, signed, and follow all instructions stated in the solicitation (including the exhibits). Unless otherwise specified in writing by OSOS, documents included with an electronic proposal must be prepared in MS Word, MS Excel, or Adobe PDF. Where required to do so, Contractors may sign using either a physical or electronic signature.

Contractors’ Proposals must respond to all of the solicitation requirements. Do not respond by referencing material presented elsewhere. The e-mailed Proposal shall be considered complete and stand on its own merits. Failure to respond to any portions may result in rejection of the Proposal as non-responsive.

This section identifies the submittals that must be provided as instructed below to constitute a responsive

Proposal. Proposals that do not include all of the applicable submittals identified below are considered non-responsive and will be rejected. In addition, a Contractor’s failure to complete any submittal as instructed may result in the Proposal being rejected. Contractors may not provide unsolicited materials.

For any supplemental materials expressly required by OSOS in writing, Contractors must identify such supplemental materials with the Contractor’s name.

Contractors must submit the following seven (7) electronic documents separately as email attachments:

https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717 https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717

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EXHIBIT A-1 – CONTRACTOR’S CERTIFICATION

Complete the certification, attach any exceptions or required explanations, and submit it to the RFP Coordinator using the following file naming convention:

ContractorName_CERTIFICATION.pdf. The certification must be complete. Where there are choices, bidders must check a box. The certification must be signed and submitted by a duly authorized representative of the Contractor.

(PARTIALLY SCORED – Pursuant to Executive Order 18-03, a 5% evaluation preference is given to those Contractors that certify that they do NOT require their employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers).

EXHIBIT A-2 – CONTRACTOR’S PROFILE & REFERENCES

Complete as instructed and submit to the RFP Coordinator using the following file naming convention: ContractorName_REFERENCES.pdf.

(PARTIALLY SCORED – A Contractor’s submitted references can earn up to a maximum of 10 points if they are a top-scoring Contractor).

TECHNICAL PROPOSAL

No form is provided for this submittal. The technical proposal must contain a comprehensive description of services including the following elements:

The following describes required and preferred features for the survey collection instrument.

Please describe how your product and service will provide these features, noting previous experience and successes. Where relevant, the Contractor may provide links to similar products, or tutorials/video demonstrations of the product.

See the Cost Proposal section of this RFP for instructions about pricing for required and preferred features.

Contractor should address any absence of a required feature. Unexplained absence of required features may result in disqualification.

Functionality The Contractor must provide an online, Software as a Service (Saas) survey collection instrument displaying the survey reporting period’s required federal and supplemental state Public Libraries Survey questions, annotation fields and instructions/support content.

The instrument must have at least the following functionality:

• Manual data entry. Respondents should always have the option to enter responses manually.

• In-survey element definitions and instructions. The respondent should not have to navigate away from survey page to access instructions for a question.

• Prefilled fields. The Contractor should be able to prefill fields as requested from a spreadsheet or other machine-readable format provided by OSOS.

• Read-only fields that cannot be changed by respondents.

• Automatic, read-only totals of component fields.

• Embedded previous-year responses.

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• Automatic saving of entries, as well as Save manual options.

• Data validation for entries, including all so-called “edit checks” required by the federal government and others as requested by the state. This includes at least flagging entries that appear radically out of range compared with previous years or expected ranges, or that use improper data types (e.g., text when a number is expected). Surveys must be able to be blocked from submission until all required fields have been completed, and any flagged entries have been corrected or annotated as required.

• Printing and export capacity. Library systems should be able to export responses for current and previous surveys, in printer-friendly PDF as well as spreadsheet form. State Library must be able to export all current responses in spreadsheet format, by administrative entity, outlet and annotations.

• Browser and hardware compatibility. Survey instrument must be compatible with Firefox, Chrome, Safari, Edge and other common web browsers, and require no add-ins or special software to use. Survey instrument should work easily on Apple and Windows-based computers, updated to latest operating systems.

• Compliance with federal and state security and privacy regulations.

• Accessibility. Instrument must work with keyboard only, and with JAWS and NVDA screen readers. Compliance with WCAG 2.1 AA standards or higher strongly preferred.

The survey product will be even stronger with the following preferred features:

• Ability to ingest responses programmatically (via API, for example) from automated systems such as Integrated Library Systems, calendar software, routers, etc. (See a partial list of Washington public libraries’ current Integrated Library Systems in the 2022 Public Libraries Survey results, columns 8.12 and 8.13 on the Technology tab of the Excel file version, found under Washington Public Library Statistics section on the Washington State Library Publications webpage:

https://www.sos.wa.gov/library/libraries/libdev/publications.aspx o If your proposal includes this feature, please provide pricing with and without this feature. See the Cost Proposal section for more details.

• Skip logic/blocking conflicting entries. Survey instrument automatically blocks some fields or marks fields with N/A, given certain responses. For example, the instrument would not allow libraries to enter both a single total for an element, and component responses for that element.

• In-page data validation flags. Respondent doesn’t have to navigate to another “edit check” dashboard page.

• Ability to display questions as matrices.

• Ability for library systems to keep internal carry-over notes in the survey, in order to embed tips and institutional knowledge for the next year (e.g., where to find the information for a particular answer).

• Capacity for multiple staff from a respondent library to enter data simultaneously, e.g., one staff member completes the Programs questions while another completes Fiscal questions.

• Along with other additional useful functions, proposals may also include these optional functionalities.

• ability for respondent libraries to create attractive online dashboards from the data fed to the survey (if the survey automatically ingests from information systems), to better use their data in real time.

https://www.sos.wa.gov/library/libraries/libdev/publications.aspx

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• Ability to generate public-facing infographics or reports from survey data, which can be used for reporting to library communities, funders, or supervisory authorities.

Interface The survey instrument must have the following interface features:

• Ease of use. A person with basic web-browsing, keyboard and mouse skills should be able to navigate and respond to the survey, without assistance.

• Embedded help content that can be viewed without navigating away from the survey page.

• Ability to embed text or pictures in the online interface, along with questions.

• Dashboards/status reports for each respondent library system, summarizing progress, validation issues (“edit checks”) and remaining information needed for submission.

OSOS welcomes proposals with other attractive or user-friendly interface features.

Capacity and Authentication The collection instrument must have the following capacity:

• Ability to accept responses from all Washington state public library systems. As of 2024, Washington state had 60 public library systems.

• Distinct logins and passwords for all library system respondents, as well as the Washington State Library (both administrative overview and distinct testing-site logins), updated each year.

Additional preferred features include,

• Capacity to add additional library types as respondents.

• More State Library control over logins/passwords, such as ability to reset passwords.

• Additional useful capacity and authentication features.

Administration and Backend Controls The product must feature the following administration and backend control features:

• An administrative account, as well as separate testing-site account for State Library. The administrative account should display the status of library systems’ response (opened survey, submitted/locked), and allow access to the State Library to enter library systems’ surveys and update responses as needed.

• Printing and export capacity. State Library must be able to export immediately all current responses in spreadsheet format, by administrative entity, outlet and annotations.

The product will be even stronger with the following preferred features:

• Optional backend/administrative control for the State Library, to configure interface, amend questions and edit checks as desired. (The State Library may also choose to have the Contractor take care of all configuration and preparation.) If your proposal offers this feature, please describe in detail

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Hosting & Back-up

The product must provide,

• Cloud-based hosting of current survey year entries, as well as 25 years of previous surveys for each library system respondent.

• Back-ups. Please describe in detail where and how often current and previous survey content is backed up. Please note the geographic location of servers.

Customer Service, Training

• Annual Survey Preparation Process. Contractor must commit to annual time-sensitive process of working with the State Library on the following:

o Process must begin no later than November 1 each year and have survey open by March 1 of the following year;

o The survey must be updated with federal (required) and state (desired) changes; this applies to data elements (questions) themselves, instructions, validation, and information about responding libraries (branches, locations etc);

o Contractor support team should incorporate annual federal (required) changes automatically into the current survey, with minimal input from State Library (e.g., designating which sections of the survey to place new elements);

o Contractor should prefill any fields as requested by State Library;

o Contractor should provide the tool for testing and correction, at least

4 weeks ahead of March 1 launch date.

• Customer support after survey opens. Please describe your services for responding to (1) urgent issues such as lost data, malfunctions, inability to access the survey, and (2) non-urgent questions from the State Library.

Include details about time for response, number of staff assigned to respond, staff availability, the State Library’s options for contacting staff.

• Notification of changes. Please provide details about how much notice the Contractor will give the State Library for service/product deprecations or changes.

The solution will be even stronger with additional features including the following:

• Contractor-provided training content for survey, including support webpages and on-demand tutorials.

• Notifications or reminders for respondents (e.g., one week until submission deadline).

• Additional useful customer service, support or training features.

Migration Any new Contractor must commit to the following for the 2024 Public Libraries Survey:

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• Must migrate historic survey data from 2000 to the present, for any current public library;

• Must complete migration by 1 November, 2024;

• Please provide details about the migration process, including how long it will take, any required work by the State Library or public libraries, and steps for troubleshooting and correction post-migration.

Submit to the RFP Coordinator using the following file naming convention:

ContractorName_TECHNICAL.pdf.

(SCORED – Up to a maximum of 70 points).

MANAGEMENT PROPOSAL

No form is provided for this submittal. The management proposal must include the following and demonstrate that the minimum qualifications set forth in Section 1.3 are met:

A. Project Management

1. Project Team Structure/Internal Controls - Provide a description of the proposed project team structure and internal controls to be used during the course of the project, including any subcontractors. Provide an organizational chart of your firm indicating lines of authority for personnel involved in performance of this potential contract and relationships of this staff to other programs or functions of the firm. This chart must also show lines of authority to the next senior level of management. Include who within the firm will have prime responsibility and final authority for the work.

2. Staff Qualifications/Experience – Identify staff, including subcontractors, who will be assigned to the potential contract, indicating the responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the project. Provide resumes for the named staff which include information on the individuals’ particular skills related to this project, education, experience, significant accomplishments and any other pertinent information.

Contractor must commit that staff identified in its Proposal will actually perform the assigned work. Any staff substitution must have the prior approval of OSOS.

B. Experience of the Contractor

1. Indicate the experience the Contractor and any subcontractors have in the following areas:

i. Preparing and collecting the Public Libraries Survey

ii. Preparing other online survey collection instruments iii.Developing data pipelines and applications Indicate the experience the Contractor and any subcontractors that demonstrates the qualifications of

Contractor and any subcontractors for the performance of the potential contract.

Include a list of contracts the Contractor has had during the last five years that relate to the Contractor’s ability to perform the services needed under this RFP.

List contract reference numbers, contract period of performance, contact persons, telephone numbers, and fax numbers/e-mail addresses.

Submit to the RFP Coordinator using the following file naming convention:

ContractorName_MANAGEMENT.pdf.

(SCORED – Up to a maximum of 60 points).

COST PROPOSAL

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No form is provided for this submittal. Identify all costs including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The

Contractor is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract.

Contractors are required to collect and pay Washington state sales tax, if applicable. Costs for subcontractors are to be broken out separately.

Please provide tiered pricing proposals for the survey instrument with automatic ingestion of data from information systems (if your proposal includes this feature), and the survey instrument without this feature. The Contractor may provide additional tiered pricing for other optional/preferred features, but is not required to.

Submit to the RFP Coordinator using the following file naming convention:

ContractorName_COST.pdf.

(SCORED – Up to a maximum of 65 points).

CONTRACT ISSUES LIST [IF APPLICABLE]

No form is provided for this submittal. This is a required submittal ONLY IF Contractor has business issues with the contract attached as Exhibit B. If so, Contractor must prepare a

Contract Issues List, attach it to Exhibit A-1 and submit it to the RFP Coordinator using the following file naming convention: ContractorName_ISSUES.pdf. Note, however, that

OSOS reserves the right not to modify the contract and to award the contract on the basis of a Contractor’s willingness to agree to the contract attached as Exhibit B.

(NOT SCORED)

CONTRACTOR’S DIVERSE BUSINESS INCLUSION PLAN – SUBCONTRACTORS [IF APPLICABLE].

No form is provided for this submittal. This is a required submittal ONLY IF

Contractor will be using subcontractors to perform the contract. If so, Contractor must outline its inclusion plan for diverse business subcontractors pertaining to the contract and submit it to the RFP Coordinator using the following file naming convention: ContractorName_INCLUSIONPLAN.pdf. (NOT SCORED)

4. EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

Proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team, to be designated by OSOS, which will determine the ranking of proposals. Both the Contractors’ responsibility and the responsiveness of their proposals to this solicitation will be evaluated. In scoring against stated criteria, the evaluation team may consider such factors as accepted industry standards and comparative evaluation of other proposals in terms of differing price and quality. These scores will be used to determine the most advantageous proposal to OSOS.

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After receipt of proposals and prior to the recommendation of an award, OSOS, at its sole discretion, may initiate discussions with one or more Contractors for clarification, and/or select the top-scoring Contractors as finalists for an oral presentation, and/or initiate a best and final offer (BAFO) process.

4.2 RESPONSIBILITY

In determining whether a Contractor is responsible, OSOS will consider (1) the Contractor’s ability, capacity, and skill to perform the contract; (2) the Contractor’s character, integrity, reputation, judgment, experience, and efficiency; (3) whether the Contractor can perform the contract within the time specified;

(4) the quality of Contractor’s performance of previous contracts; (5) the previous and existing compliance by the Contractor with laws relating to the contract; (6) whether, within the three-year period immediately preceding the date of this RFP, the Contractor has been determined by a final and binding citation and notice of assessment issued by the Washington 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 RCW Chapter 49.46, 49.48, or 49.52; and (7) such other information as may be secured having a bearing on the decision to award the contract.

4.3 RESPONSIVENESS

OSOS will initially classify all proposals as either “responsive” or “nonresponsive”. OSOS may deem a proposal nonresponsive if (1) any of the required information is not provided; (2) the submitted price is found to be excessive or inadequate as measured by the RFP criteria; or (3) the proposal does not meet the RFP requirements and specifications. OSOS may find any proposal to be nonresponsive at any time during the procurement process. If OSOS deems a proposal nonresponsive, it will not be considered further. The RFP Coordinator will notify the Contractor by email.

4.4 EVALUATION WEIGHTING AND SCORING

The following weighting and points will be assigned to the proposal for evaluation purposes:

Technical Proposal – 34% 70 points

Project Approach (15 points maximum)

Quality of Work Plan (30 points maximum)

Comprehensiveness of Product 15 points max)

Other (10 points maximum)

Management Proposal – 29% 60 points

Project Team Structure/Internal Controls (15 points maximum)

Staff Qualifications/Experience (20 points maximum)

Experience of the Contractor (15 points maximum)

Other (10 points maximum)

Cost Proposal – 32% 65 points

Executive Order 18-03 Evaluation Preference – 5% 10 points

Sub-Total

References & Demos (top-scoring Contractor(s) only)

25 points

GRAND TOTAL

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230 points

References will be contacted, and demonstrations/oral presentations scheduled for the top scoring Contractor(s) only, based on the written proposal. These will then be scored and included in the grand total.

The score for the cost proposal will be computed by dividing the lowest cost Proposal received by the

Contractor’s total cost. Then the resultant number will be multiplied by the maximum possible points for the cost section. References will be contacted for the top-scoring Contractor(s) only, based on the written

Proposal. References will then be scored and included in the Grand Total.

4.5 DEMONSTRATIONS (ORAL PRESENTATIONS)

Oral presentations, if considered necessary or desirable, may be utilized in selecting the Apparent Successful Contractor. OSOS, at its sole discretion, may elect to select the top-scoring Contractors from the evaluation of Proposals for an oral presentation and final determination of contract award. The cut-off for the top-scoring Contractors will be based on several considerations, such as responsiveness, qualifications, and competitiveness, suitability of the products and services offered, cost and economy, and the ability of the Contractor to perform. Should OSOS elect to hold oral presentations, it will contact the top-scoring Contractors to schedule a date, time and location. Commitments made by the Contractor in the oral presentation, if any, will be considered binding. The score from the oral presentation will be considered independently and will determine the Apparent Successful Contractor.

4.6 BEST AND FINAL OFFER (BAFO)

Contractors are encouraged to submit their most competitive offer, but there is a potential for a best and final offer (BAFO) process. This section defines that process.

OSOS reserves the right, at any point during the evaluation of proposals, to notify all remaining responsive and responsible Contractors that OSOS will require them to submit BAFOs. Contractors will not be allowed to make material changes to their proposals unless they receive a request for a BAFO from OSOS.

The notice will be in writing and will set a specific time and date by which the Contractor must submit the BAFO to OSOS. The BAFO notice may set additional conditions and requirements for its submission. The notice will advise Contractors that the BAFO shall be in writing and that following the closing date for submission, OSOS intends to select the highest scoring responsive and responsible Contractor for award.

Prior to the closing date for the submission of the BAFOs, OSOS may, at its sole discretion, engage in discussion with any or all remaining Contractors regarding how they can make their proposals more responsive to the selection criteria in the RFP. All Contractors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining BAFOs. In conducting discussions, there shall be no disclosure of any pricing information or other content derived from proposals submitted by competing Contractors.

For purposes of the BAFO, Contractors may make such changes to their original proposals as they believe appropriate to enhance their potential for selection and award under the selection criteria set forth in the RFP and the BAFO notice. Changes to the original proposal must be clearly identified in the re-submitted proposal using the Track Changes function in Microsoft Word.

Evaluation of the BAFOs and selection of the Apparent Successful Bidder will be based upon the evaluation criteria set out in the RFP. Terms proposed as part of a BAFO must be in accordance with terms requested in this RFP and may not materially alter the requirements of the RFP. Contractors may

Page | 18 be requested to make an oral presentation regarding their BAFO. The evaluation team may accept or reject any information submitted in as BAFO.

Contractors are not required to submit a BAFO and may submit a written response stating that their original proposal remains as originally submitted. If a BAFO process is initiated, all Contractors that submitted a proposal will be eligible for a debriefing conference.

At the conclusion of negotiations with the Apparent Successful Bidder, OSOS will require that the Contractor submit a signed contract as a BAFO pending acceptance.

4.7 REQUEST FOR DOCUMENTS

Upon concurrence with the recommendation of the evaluation team, the RFP Coordinator will request from the Apparent Successful Bidder the required documents and information, such as insurance policy documents, contract performance security, an electronic copy of any requested material (e.g., the proposal, responses to clarification questions, and any other necessary documents. Receipt of this request does not constitute a contract between the Contractor and OSOS.

4.8 CONTRACT EXECUTION

Upon receipt of all required materials, a service contract including general terms and conditions in the form of the attached Exhibit D will be presented to the Apparent Successful Bidder for signature. The ASB will be expected to accept and agree to all material requirements contained in the contract. If the ASB does not accept all material requirements, OSOS may move to the next highest scoring Contractor, or cancel the RFP. Work under the contract may begin when the contract is signed by all parties and OSOS has given the Contractor notice to proceed.

4.9 NOTIFICATION TO CONTRACTORS

Contractors whose proposals are not selected for further consideration or award will be notified via facsimile or email.

4.10 COMPLAINT, DEBRIEFING, AND PROTEST PROCEDURES

This section details the applicable requirements for complaints, debriefs, and protests.

A. COMPLAINTS. This solicitation offers a complaint period for Contractors wishing to voice objections to this solicitation. The complaint period ends five (5) business days before the proposal due date. The complaint period is an opportunity to voice objections, raise concerns, or suggest changes that were not addressed during the question and answer period. Failure by the Contractor to raise a complaint at this stage may waive its right for later consideration. OSOS will consider all complaints but is not required to modify or cancel the solicitation. If Contractor complaints result in changes to the solicitation, written amendments to the solicitation will be issued and posted on WEBS and the OSOS website.

1. CRITERIA FOR COMPLAINT. A formal complaint may be based only on one or more of the following grounds: (a) The solicitation unnecessarily restricts competition; (b) The solicitation evaluation or scoring process is unfair or flawed; or (c) The solicitation requirements are inadequate or insufficient to prepare a response.

2. INITIATING A COMPLAINT. A complaint must: (a) Be submitted to and received by the RFP Coordinator no less than five (5) business days prior to the proposal due date; and (b) Be in writing. A complaint should clearly articulate the basis of the complaint and include a proposed remedy.

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3. RESPONSE. When a complaint is received, the RFP Coordinator (or designee) will consider all the facts available and respond in writing prior to the deadline for proposal submittals, unless more time is needed. OSOS is required to promptly post the response to a complaint on WEBS.

4. RESPONSE IS FINAL. The RFP Coordinator’s response to the complaint is final and not subject to administrative appeal. Issues raised in a complaint may not be raised again during the protest period. Furthermore, any issue, exception, addition, or omission not brought to the attention of the RFP Coordinator prior to Proposal submittal may be deemed waived for protest purposes.

B DEBRIEF CONFERENCES. A debrief conference is an opportunity for a Contractor and OSOS to meet and discuss the Contractor’s Proposal (and, as further explained below, is a necessary prerequisite to filing a protest). Following the evaluation of the proposals, OSOS will issue an announcement of the Apparent Successful Contractor. Contractors will have three (3) business days to request a debrief conference. Once a debrief conference is requested, OSOS will offer the requesting Contractor one meeting opportunity and notify the Contractor of the debrief conference place, date, and time. Please note, because the debrief process must occur before making an award, OSOS likely will schedule the debrief conference shortly after the announcement of the Apparent Successful Contractor and the Contractor’s request for a debrief conference. OSOS will not allow the debrief process to delay the award. Therefore, Contractors should plan for contingencies and alternate representatives.

Contractors who wish to protest must first participate in a debrief conference. Contractors who are unwilling or unable to attend the debrief conference will lose the opportunity to protest. Participation in a debrief conference is a prerequisite for a Contractor wishing to file a protest.

1. TIMING. A debrief conference may be requested by a Contractor following the announcement of the Apparent Successful Contractor.

2. PURPOSE OF DEBRIEF CONFERENCE. Any Contractor who has submitted a timely Proposal may request a debrief conference. A debrief conference provides an opportunity for the Contractor to meet with OSOS to discuss Contractor’s Proposal and evaluation. It does not provide an opportunity to discuss other Contractor’s proposals and evaluations.

3. REQUESTING A DEBRIEF CONFERENCE. The request for a debrief conference must be made in writing via email to the RFP Coordinator and received within three (3) business days after the announcement of the Apparent Successful Contractor. Debrief conferences may be conducted either in person at the OSOS offices in Olympia, Washington, or virtually (e.g., by telephone or web-based virtual meeting such as Zoom, Skype, MS Teams), as determined by OSOS, and may be limited by OSOS to a specified period of time. The failure of a Contractor to request a debrief conference within the specified time and attend a debrief conference constitutes a waiver of the right to submit a protest.