RFP 25-CTR06 Athletics Video Pro.pdf

Eastern Washington University

Solicitation Type: Request for Proposals (RFP)

EWU Reference #: RFP 25-CTR06

Solicitation Title: Athletics Video Streaming and Production Services

Proposal Due Date: April 25, 2025 no later than 3:00 p.m.

Pacific Time

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

TABLE OF CONTENTS

1. INTRODUCTION 1

1.1. PURPOSE AND BACKGROUND 1

1.2. OBJECTIVES AND SCOPE OF WORK 3

1.3. MINIMUM QUALIFICATIONS 5

1.4. PERIOD OF PERFORMANCE 5

1.5. DEFINITIONS 5

1.6. ADA 6

2. GENERAL INFORMATION FOR CONTRACTORS 6

2.1. RFP COORDINATOR 6

2.2. ESTIMATED SCHEDULE OF SOLICITATION ACTIVITIES 6

2.3. SUBMISSION OF PROPOSALS 7

2.4. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE 7

2.5. REVISIONS TO THE RFP 7

2.6. MINORITY, WOMEN & VETERAN-OWNED BUSINESS PARTICIPATION 8

2.7. ACCEPTANCE PERIOD 8

2.8. RESPONSIVENESS 8

2.9. MOST FAVORABLE TERMS 8

2.10. CONTRACT AND GENERAL TERMS & CONDITIONS 8

2.11. INTERLOCAL CONTRACTING 8

2.12. COSTS TO PROPOSE 9

2.13. NO OBLIGATION TO CONTRACT 9

2.14. REJECTION OF PROPOSALS 9

2.15. COMMITMENT OF FUNDS 9

2.16. INSURANCE COVERAGE 9

3. PROPOSAL CONTENTS 11

3.1. LETTER OF SUBMITTAL (MANDATORY) 11

3.2. TECHNICAL PROPOSAL (SCORED) 12

3.3. MANAGEMENT PROPOSAL (SCORED/MANDATORY/OPTIONAL)- 12

3.4. COST PROPOSAL (SCORED) 14

4. EVALUATION AND CONTRACT AWARD 14

4.1. EVALUATION PROCEDURE 14

4.2. EVALUATION WEIGHTING AND SCORING 14

4.3. ORAL PRESENTATIONS MAY BE REQUIRED 15

4.4. NOTIFICATION TO PROPOSERS 15

4.5. COMPLAINT PROCESS 15

4.6. PROTEST PROCEDURE 16

5. RFP EXHIBITS 17

EXHIBIT B: WIPHE PARTICIPATION 20

EXHIBIT C: SERVICES CONTRACT FORMAT 21

EXHIBIT D: ACCESSIBLE TECHNOLOGY REQUIREMENTS 36

EXHIBIT E: HECVAT LITE TEMPLATE 38

RFP #25-CTR06 Page 1 of 38

1. INTRODUCTION

1.1. PURPOSE AND BACKGROUND

Eastern Washington University ("EWU”) is requesting proposals to produce EWU athletics events. The selected firm will produce women’s soccer, women’s volleyball, women’s basketball, men’s basketball and potentially football. Production quality must be at the level/standard of ESPN+ and meet minimum guidelines set forth by ESPN+ and the Big Sky Conference. The scope of work may be expanded to provide additional video production and streaming services to other campus events such as graduation.

EWU Profile

EWU is a regional, comprehensive public university located in Cheney and Spokane, Washington, with programs offered throughout the state and online with an enrollment of over 9,000 students. EWU’s 300-acre main campus is located in Cheney, a community of 11,000 residents, and is just 17 miles from Washington’s second largest city, Spokane.

Mission: Eastern Washington University provides an inclusive, equitable, and transformative learning experience, driving the pursuit of knowledge with affordable academic excellence.

Vision: Eastern Washington University provides an education rooted in the liberal arts, designed to address the unique challenges and opportunities facing the region.

Characterized by a student-centered focus and opportunities for applied learning in high-demand fields, this education creates upward social mobility and intellectual growth for our students that supports a healthy, sustainable, and economically successful region.

Value Statements

Academic Excellence: As a community of learners, we pursue truth and advance knowledge through creative works, research, and scholarship. Our student-centered education provides excellent teaching, dynamic conversations, and a robust intellectual experience both inside and outside the classroom. We provide applied learning opportunities to prepare students for future success, invest in our workforce and create opportunities for professional growth for students, faculty and staff.

Accessibility: Eastern Washington University strives to create a more inclusive, obtainable, and equitable college education.

Belonging Through Justice, Equity, Diversity and Inclusion: We are committed to building an inclusive, supportive, and equitable university community. We strive to integrate the principles of justice, equity, diversity, and inclusion into all university operations, fostering an environment that nurtures a sense of belonging among all members of the community.

Students, staff, and faculty, are seen, understood, and appreciated for the talents they bring to our educational community.

Regional Impact and Regional Contribution: We promote economic vitality and regional success through scholarly research, dedicated service, and educational programs that meet regional workforce needs in high-demand fields. When combined with out commitment to a liberal arts education, we enhance social mobility, inclusivity, and the well-being of our community while remaining nimble to its ever-changing demands.

Student Success: We embrace all students. Students’ needs are complex, and student success requires student engagement and positive outcomes. We are committed to supporting all our students with a focus on creating conditions informed by the needs of our first-generation, low-income, and other structurally marginalized students.

RFP #25-CTR06 Page 2 of 38

Sustainability: We are leaders committed to sustainability as a balance between the needs of the environment, the needs of the economy, and equitable outcomes for current and future generations

Athletics Background

In the 2024-25 academic year, approximately 350 student-athletes are participating in fourteen (14) varsity sports at EWU, six (6) for men (football, basketball, tennis, cross-country, indoor & outdoor track & field) and eight (8) for women (basketball, soccer, volleyball, tennis, golf, cross-country, indoor & outdoor track & field). EWU has been an official member of NCAA Division I since the 1983-1984 academic year and member of the Big Sky Conference since 1987.

Recent Success of EWU Athletics

Football

In 2010, EWU won the NCAA Division I FCS Football National Championship, the most recent Big Sky school to win an FCS Championship at the time of writing this. Since that time, the football team has been Big Sky Conference Champions or Co-Champions five times (2012, 2013, 2014, 2016, 2018), an NCAA Division I FCS Football National Quarterfinalist once (2014, 2021), an NCAA Division I FCS Football National Semifinalist three times (2012, 2013, 2016) and NCAA Division I FCA Football National Runner-Up (2018). Additionally, the program has had a winning record in 15 of the past 17 years. EWU also had the Walter Payton Award winner, given out annually to the best player in FCS, in Eric Barriere in 2021. EWU currently has three (3) active players in the NFL (Cooper Kupp with the Los Angeles Rams, Kendrick Bourne with the New England Patriots, and Samson Ebukam with the Indianapolis Colts.

Men’s Basketball

2022-23 Big Sky regular season champions and boasted the nation’s longest win streak at 18 games. Back-to-back Big Sky regular season champions in the 2022-23 and 2023-24 seasons. Made Last year’s squad made it to the Second Round of the 2023 NIT Tournament defeating Washington State in the First Round game. Has produced the Most Valuable Player in the Big Sky Conference in five (5) of the last seven eight (87) years. Big Sky Tournament champions during the 2020-21 season and nearly pulled off an upset against the University of Kansas in the First Round of the NCAA Tournament. The most notable EWU basketball alum is Rodney Stuckey who played ten (10) years in the NBA for the Detroit Pistons and the Indiana Pacers.

Women’s Basketball

Fresh off of a 29-win season, the 2023-24 team was Big Sky regular season and tournament champions first the first time in school history. The women’s basketball team had a 10-win improvement from the previous campaign and set the school record for most wins in a season.

Academics

EWU student-athletes have had 50 consecutive quarters of at least a 3.0 or higher GPA.

Have also been recipients of the Big Sky Presidents’ Cup award (which is a combination of on-field success and academic success) in 2015, 2016, and most recently in 2018.

General/Other

RFP #25-CTR06 Page 3 of 38

Upon its completion in 2010, the installation of Red Synthetic Turf at Roos Field (named after NFL Offensive Lineman, Michael Roos) gave EWU a unique & one-of-a-kind athletic facility known as “The Inferno”. Since 2012, the facility has hosted 15 NCAA FCS Football Playoff games in addition to five conference & non-conference home contests each season.

1.2. OBJECTIVES AND SCOPE OF WORK

EWU Athletics is seeking proposals for a firm to produce ESPN+ and Big Sky Conference quality broadcasts for athletics home events. The games below represent the total home games each sport has per year that would need produced. Historically, SWX has produced and televised home football games for Eastern Washington University.

● Men’s Basketball – 9-15 games per year

● Women’s Basketball – 9 – 15 games per year

● Volleyball – 8 – 13 games per year

● Soccer – 6 – 10 games per year

● Football – 5 – 6 games per year

● Big Sky Championships and other specialty events (graduation) as needed

All equipment would be supplied and operated by the contractor. Eastern Washington University shall not be responsible for maintaining and operating equipment nor shall the university be financially responsible for replacing equipment in the event that the equipment is damaged during the course of EWU game being produced. For clarity, the course of the game being produced includes setup, pregame, in-game, postgame and teardown of equipment. The minimum equipment needs for the broadcast include, but are not limited to:

Video Switcher:

• 10 inputs

• 2 keyers

• 1ME

• 8 aux buses for iso’s, monitors and transmission (Can be substituted by a router depending on production needs)

RFP #25-CTR06 Page 4 of 38

• All switchers must be capable of doing 720p59.94 as this is the ESPN Standard

• Provide a single produced feed from site with commentators to send to ESPN

• Ability to send feed to DV Sport Operator for official replay in basketball

• Ability to send replay channels to soccer officials for official replay

• Ability to send feed to EWU Sports Information for use with Twitter Media Studio

Camera Operators

• Minimum of 2-4 cameras and operators based upon sport

• One camera must have a lens no less than 30x

Graphics

• Graphics package is done with the AJT system which is EWU owned, but maintained and operated by packager.

• One graphics operator needs to be dedicated for all broadcasts

Replay System (Digital Server Based)

• Minimum of one DVR Unit with minimum 4 input/ 2 output

• Master Record devices (final program copy and melt reels)

• Provide Replay Output Feed to officials for Soccer Official Replay

Broadcast Talent

• Hire and provide play-x-play and color analyst personnel based upon sport needs.

EWU must approve broadcast talent ahead of each sport season.

Audio Console (Minimum Requirements)

• 10 inputs (Talent (x2), Spare, Sticks (x2), Effects Mics, Music Playback)

• Sub Mixer (Minimum of 5 Mixes)

• LR Main Mix

• Talent Headsets (one for each commentator, spare for interviews), stick mics for standup and possible interviews

• Intercom with control room staff and camera crew

• Ability to communicate with ESPN DSS

Transmission

• Contact ESPN transmission one (1) hour before event begins to be able to do transmission fax

HD Video Specifications

• Resolution: 1280x720

• Frame Rate: 59.94 Progressive NTSC

• Aspect Ratio: 16x9

HD Video File Formats

• Mp4/MOV

• CODEC: H.264 (Main Concept or x264 Preferred)

RFP #25-CTR06 Page 5 of 38

• Bitrate: 18Mbps(Min) to 27 Mbps(Max)

• 2-Pass VBR

• High Profile @ Level 4.1 or above

• 4:2:0 0 Bit

Contractor shall also be responsible for hiring and managing staff to produce the game (production crew). This includes, but is not limited to:

• Executive Producer: Oversee all production needs, schedule crewing, graphics, cameras, communication with crew and ESPN

• Producer: 1 per broadcast

• Replay: 1 per broadcast

• Technical Director/Switcher: 1 per broadcast

• Graphics Person: 1 per broadcast

• Audio (A1): 1 per broadcast

• Timeout Coordinator: 1 per broadcast (for basketball broadcasts only, 1 TO will be placed at the score table with monitor/headset communication)

• Camera Operators: Will vary based on sport… o Soccer: 2 (Game, High and Tight) o Volleyball: 3 (Game, Endzone, Slash) o Basketball: 4 (Game, High and Tight, 2 Under Basketball)

• Utilities: Students preferred, but 2 for each under basket camera in basketball

Preferred proposal format:

1) Introduction and executive summary of no more than one single-spaced page.

2) Listing of two to four customer references who can evaluate work that has been completed by the firm in the past five years.

3) Detailed Scope of Work plan which includes description of your setup for each sporting event and cost breakdown for each sport.

4) Other considerations that firm can provide that is not outlined in the Scope of

Work.

1.3. MINIMUM QUALIFICATIONS

Minimum qualifications include:

1. Licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparent Successful Contractor.

2. Have not 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 Chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of this solicitation (Exhibit A).

3. Does not require its employees to sign, as a condition of employment, mandatory individual arbitration clauses and class or collective action waivers (Exhibit A).

1.4. PERIOD OF PERFORMANCE

The period of performance of any Contract resulting from this RFP is tentatively scheduled to begin on date of execution and to end three (3) years later.

EWU reserves the right at its sole option to extend the Contract for two (2) additional one-year periods; not to exceed a total of five (5) years.

1.5. DEFINITIONS

Definitions for the purposes of this RFP include:

http://app.leg.wa.gov/RCW/default.aspx?cite=49.48.082 http://app.leg.wa.gov/RCW/default.aspx?cite=49.46 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48 http://app.leg.wa.gov/RCW/default.aspx?cite=49.52

RFP #25-CTR06 Page 6 of 38

1. Apparent Successful Contractor – The Contractor selected as the entity to perform the anticipated services, subject to completion of Contract negotiations and execution of a written Contract.

2. Contractor – A. Individual or company interested in the RFP and that may or does submit a

Proposal in order to attain a Contract with EWU.

B. Individual or company whose Proposal has been accepted by EWU and is awarded a fully executed, written Contract.

3. EWU – The agency of the State of Washington that is issuing this RFP.

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

5. Proposer – Individual or company that submits a Proposal in order to attain a Contract with EWU.

6. Request for Proposals (RFP) – Formal solicitation document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit the Contractor community to suggest various approaches to meet the need at a given price.

1.6. ADA

EWU complies with the Americans with Disabilities Act (ADA). Contractors may contact the RFP Coordinator to receive this RFP in Braille or on tape.

2. GENERAL INFORMATION FOR CONTRACTORS

2.1. RFP COORDINATOR

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

Name Cody Ross

Email Address Cross19@ewu.edu

Mailing Address EWU Procurement & Contracts 218 Tawanka Hall Cheney, WA 99004-2456

Phone Number (509) 359-6804

Fax Number (509) 359-7984

Email is the preferred method of communication.

Any other communication will be considered unofficial and non-binding on EWU.

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 SOLICITATION ACTIVITIES

Issue RFP March 24, 2025

Question & Answer Period March 25 – April 11, 2025

Issue Last Addendum to RFP April 18, 2025

Proposal Due Date April 25, 2025

Evaluate Proposals April 25 – May 9, 2025

Conduct Oral Interviews with Finalists, if required May 5 – 16, 2025

Announce Apparent Successful Contractor and Send Notification via WEBS to Unsuccessful Proposers

May 30, 2025

Negotiate Contract May 31 – June 15, 2025

Begin Contract Work July 1, 2025

RFP #25-CTR06 Page 7 of 38

EWU reserves the right to revise the above schedule.

2.3. SUBMISSION OF PROPOSALS

The Proposal must be received by the RFP Coordinator no later than 3:00 p.m., Pacific Time, in Cheney, Washington, on April 25, 2025.

Proposals must be submitted electronically as an attachment to an email to Cody Ross, the RFP Coordinator, at the email address listed in Section 2.1. Attachments to email shall be in Microsoft Word format or PDF. Zipped files cannot be received by EWU and cannot be used for submission of Proposals. The cover submittal letter and the Certifications and Assurances form must have a scanned signature of the individual within the organization authorized to bind the Contractor to the offer. EWU does not assume responsibility for problems with Contractor’s email. If EWU’s email is not working, appropriate allowances will be made.

Proposals may not be transmitted using facsimile transmission.

Contractors should allow sufficient time to ensure timely receipt of the Proposal by the RFP Coordinator. Late Proposals will not be accepted and will be automatically disqualified from further consideration, unless EWU’s email is found to be at fault. All Proposals and any accompanying documentation become the property of EWU and will not be returned.

2.4. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Proposals submitted in response to this competitive solicitation shall become the property of EWU. Pursuant to RCW 39.26.030, Proposals and Proposal evaluations are exempt from disclosure until EWU announces the Apparent Successful Contractor; thereafter, the Proposals shall be deemed public records as defined in Chapter 42.56 RCW.

Any information in the Proposal that the Contractor desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of Contractor’s document, must be clearly designated.

The information must be clearly identified and the particular exemption from disclosure upon which the Contractor is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page. Marking the entire Proposal exempt from disclosure or as Proprietary Information will not be honored.

If a public records request is made for the information that the Contractor has marked as "Proprietary Information," EWU will notify the Contractor of the request and of the date that the records will be released to the requester unless the Contractor obtains a court order enjoining that disclosure. If the Contractor fails to obtain the court order enjoining disclosure, EWU will release the requested information on the date specified. If a Contractor obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter

42.56 RCW, or other state or federal law that provides for nondisclosure, EWU shall maintain the confidentiality of the Contractor's information per the court order.

Any contract entered into with EWU is not considered proprietary information, is subject to public disclosure, and may be posted on EWU’s website.

2.5. REVISIONS TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided via WEBS.

EWU also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a Contract.

RFP #25-CTR06 Page 8 of 38

2.6. MINORITY, WOMEN & VETERAN-OWNED BUSINESS PARTICIPATION

In accordance with Chapters 39.19 and 43.60A RCW, the State of Washington encourages participation in all of its contracts by firms certified by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) or Washington State Department of Veteran’s Affairs (DVA). Participation may be either on a direct basis in response to this solicitation or on a Subcontractor basis. However, no preference will be included in the evaluation of Proposals, no minimum level of minority, women, or veteran-owned business participation shall be required as a condition for receiving an award, and Proposals will not be rejected or considered non-responsive on that basis.

The established annual procurement participation goals for MBE is 10% and for WBE, 4%, for this type of project. The suggested veteran-owned business participation goal is 3%. These goals are voluntary. For information on certified firms, Contractors may contact OMWBE or the DVA.

2.7. ACCEPTANCE PERIOD

Proposals must provide 90 days for acceptance by EWU from the due date for receipt of Proposals.

2.8. 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.

EWU also reserves the right at its sole discretion to waive minor administrative irregularities.

2.9. MOST FAVORABLE TERMS

EWU 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. There will be no best and final offer procedure. EWU does reserve the right to contact a Contractor for clarification of its Proposal.

The Apparent Successful Contractor should be prepared to accept this RFP for incorporation into a Contract resulting from this RFP. Contract negotiations may incorporate some or all of the Contractor’s Proposal. It is understood that the Proposal will become a part of the official solicitation file on this matter without obligation to EWU.

2.10. CONTRACT AND GENERAL TERMS & CONDITIONS

The Apparent Successful Contractor will be expected to enter into a Contract which is substantially the same as the sample Contract and its general terms and conditions attached as Exhibit C. Contractor may submit its general License or University-specific Agreement as part of its Proposal for EWU to review. If there is a conflict between the terms contained in EWU’s terms and conditions and Contractor’s Agreement, Contractor must either agree to EWU’s terms or submit exceptions as allowed in the Certifications and Assurances form, Exhibit A to this RFP. All exceptions to the Contract terms and conditions must be submitted as an attachment to Exhibit A, Certifications and Assurances form. EWU will review requested exceptions and accept or reject the same at its sole discretion.

2.11. INTERLOCAL CONTRACTING

EWU is a member of the Washington State Institutions of Public Higher Education (WIPHE) and is aware that other WIPHE members may be interested in purchasing the product(s) included in this solicitation. Therefore, pursuant to the Interlocal Cooperation Act, Chapter

39.34 RCW, all WIPHE members will be eligible to utilize the Contract(s) awarded as a result http://app.leg.wa.gov/RCW/default.aspx?cite=39.34

RFP #25-CTR06 Page 9 of 38 of this solicitation, if all parties are willing. The Contractor must complete Exhibit B as part of the Proposal.

2.12. COSTS TO PROPOSE

EWU 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 EWU to contract for services specified herein.

2.14. REJECTION OF PROPOSALS

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

2.15. COMMITMENT OF FUNDS

The President of EWU or his/her delegate is the only individual who may legally commit EWU to the expenditures of funds for a Contract resulting from this RFP. No cost chargeable to the proposed Contract may be incurred before receipt of a fully executed Contract.

2.16. INSURANCE COVERAGE

1. General Requirements A. Contractor shall, at its own expense, obtain and keep in force insurance as follows during the Period of Performance of the Contract. Upon request, Contractor shall furnish evidence in the form of a Certificate of Insurance satisfactory to EWU that insurance, in the following kinds and minimum amounts, has been secured. Failure to provide proof of insurance, as required, may, at EWU’s sole option, result in the Contract’s termination.

B. Contractor shall include all Subcontractors as insureds under all required insurance policies, or shall furnish separate Certificates of Insurance and endorsements for each Subcontractor. Subcontractor(s) must comply fully with all insurance requirements stated herein. Failure of Subcontractor(s) to comply with insurance requirements does not limit Contractor’s liability or responsibility.

C. All insurance provided in compliance with the Contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by

EWU.

2. Specific Requirements

A. Commercial General Liability Insurance: The Contractor shall at all times during the Period of Performance of the Contract, carry and maintain commercial general liability insurance and, if necessary, commercial umbrella insurance for bodily injury and property damage arising out of services provided under the Contract. This insurance shall cover such claims as may be caused by any act, omission, or negligence of the Contractor or its officers, agents, representatives, assigns, or servants.

The insurance shall also cover bodily injury, including disease, illness and death, and property damage arising out of the Contractor’s premises/operations, independent contractors, products/completed operations, personal injury and advertising injury, and contractual liability (including the tort liability of another assumed in a business contract), and contain separation of insured’s (cross liability) conditions.

RFP #25-CTR06 Page 10 of 38

Contractor waives all rights against EWU for the recovery of damages to the extent they are covered by general liability or umbrella insurance.

The limits of liability insurance shall not be less than as follows:

General aggregate limits (other than products-completed operations) $2 million

Products-completed operations aggregate $2 million

Personal and advertising injury aggregate $1 million

Each occurrence (applies to all of the above) $1 million

Fire damage limit (per occurrence) $50,000

Medical expense limit (any one person) $5,000

B. Professional Liability (Errors and Omissions) Insurance: Limits of liability shall not be less than $1 million per claim and $2 million annual aggregate.

C. Business Auto Policy: In the event that services delivered pursuant to the Contract involve the use of vehicles, or the transportation of clients, automobile liability insurance shall be required. The coverage provided shall protect against claims for bodily injury, including illness, disease, and death;

and property damage caused by an occurrence arising out of or in consequence of the performance of services by the Contractor, Subcontractor, or anyone employed by either.

Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a combined single limit not less than $1 million per occurrence. The business auto liability shall include Hired and Non-Owned coverage.

Contractor waives all rights against EWU for the recovery of damages to the extent they are covered by business auto liability or commercial umbrella liability insurance.

D. Employer’s Liability (Stop Gap): The 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 and will maintain Employer’s Liability insurance with a limit of no less than $1 million. EWU will not be held responsible in any way for claims filed by the Contractor or their employees for services performed under the terms of the Contract.

3. Additional Insurance Provisions

All above insurance policies shall include, but not be limited to, the following provisions:

A. Additional Insured: EWU shall be named as an additional insured on all general liability, umbrella, excess, and property insurance policies. All policies shall be primary over any other valid and collectable insurance.

B. Notice of Policy Cancellation/Non-Renewal

i. For insurers subject to Chapter 48.18 RCW (admitted and regulated by the Washington State Insurance Commissioner), a written notice shall be given to EWU’s Risk Manager or designee 45 calendar days prior to cancellation or any material change to the policy as it relates to the Contract. Written notice shall include the affected Contract reference number.

ii. For insurers subject to Chapter 48.15 RCW (Surplus Lines), a written notice shall be given to EWU’s Risk Manager or designee 20 calendar days prior to cancellation or any material change to the policy or

RFP #25-CTR06 Page 11 of 38 policies related to the Contract. Written notice shall include the affected Contract reference number.

iii. If cancellation on any policy is due to non-payment of premium, a written notice shall be given to EWU’s Risk Manager or designee 10 calendar days prior to cancellation. Written notice shall include the affected Contract reference number.

C. Identification: Policies and certificates of insurance shall include the affected Contract reference number.

D. Insurance Carrier Rating: The insurance required above shall be issued by an insurance company authorized to do business within the State of Washington. Insurance is to be placed with a carrier that has a rating of A- Class VII or better in the most recently published edition of Best’s Reports.

Any exception must be reviewed and approved by EWU’s Risk Manager, by submitting a copy of the Contract and evidence of insurance before Contract commencement. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter

48.15 RCW and Chapter 284-15 of the Washington Administrative Code

(WAC).

E. Excess Coverage: The limits of all insurance required to be provided by the Contractor shall be no less than the minimum amounts specified. However, coverage in the amounts of these minimum limits shall not be construed to relieve the Contractor from liability in excess of such limits.

F. Limit Adjustments: EWU reserves the right to increase or decrease limits as appropriate.

4. Industrial Insurance Coverage: The Contractor shall comply with the provisions of Title 51 RCW Industrial Insurance. If the Contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, EWU may terminate the Contract. This provision does not waive any of the Washington State Department of Labor and Industries (L&I) rights to collect from the Contractor.

3. PROPOSAL CONTENTS

Proposals must be written in English and submitted electronically to the RFP Coordinator in the order noted below:

1. Letter of Submittal, including signed Certifications and Assurances (Exhibit A) and WIPHE Participation (Exhibit B);

2. Technical Proposal;

3. Management Proposal; and,

4. Cost Proposal.

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

Items marked “mandatory” must be included as part of the Proposal for the Proposal to be considered responsive; however, these items are not scored. Items marked “scored” are those that are awarded points as part of the evaluation conducted by the evaluation team.

3.1. LETTER OF SUBMITTAL (MANDATORY)

The Letter of Submittal, Certifications and Assurances (Exhibit A) and WIPHE Participation (Exhibit B) must be signed and dated by a person authorized to legally bind the Contractor to a contractual relationship, e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter of Submittal is to include by attachment the following information about the Contractor and any proposed Subcontractors:

RFP #25-CTR06 Page 12 of 38

1. Name, address, principal place of business, telephone number, and fax number/email address of legal entity or individual with whom Contract would be written.

2. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.)

3. Legal status of the Contractor (sole proprietorship, partnership, corporation, etc.), the year the entity was organized to do business as the entity now substantially exists, and a brief company history.

4. Federal Employer Tax Identification number or Social Security number and the Washington Uniform Business Identification (UBI) number issued by the State of Washington Department of Revenue.

5. Location of the facility from which the Contractor would operate.

6. Identify any state employees or former state employees employed or on the firm’s governing board as of the date of the Proposal. Include their position and responsibilities within the Contractor’s organization. If following a review of this information, it is determined by EWU that a conflict of interest exists, the Contractor may be disqualified from further consideration for the award of a Contract.

3.2. TECHNICAL PROPOSAL (SCORED)

The Technical Proposal must contain a comprehensive description of services including the following elements:

1. Project Approach/Methodology - Include a complete description of the Contractor’s proposed approach and methodology for the project. This section should convey Contractor’s understanding of the proposed project.

2. Work Plan - Include all project requirements and the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this RFP.

This section of the Technical Proposal must contain sufficient detail to convey to members of the evaluation team the Contractor’s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of EWU staff. The Contractor may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation.

3. Outcomes and Performance Measurement - Describe the impacts/outcomes the Contractor proposes to achieve as a result of the delivery of these services including how these outcomes would be monitored, measured and reported to EWU.

4. Risks - The Contractor must identify potential risks that are considered significant to the success of the project. Include how the Contractor would propose to effectively monitor and manage these risks, including reporting of risks to EWU’s Contract Administrator.

5. Deliverables - Fully describe deliverables to be submitted under the proposed Contract. Deliverables must support the requirements set forth in Section 1.2, Objectives and Scope of Work.

3.3. MANAGEMENT PROPOSAL (SCORED/MANDATORY/OPTIONAL)-

1. Project Management (SCORED)

A. 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 the 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.

RFP #25-CTR06 Page 13 of 38

B. Staff Qualifications/Experience i.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.

ii.Provide resumes' for the named staff, which include information on the individual’s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information.

iii.The Contractor shall use best efforts to ensure that staff identified in its Proposal will actually perform the assigned work. Any staff substitution must have the prior approval of EWU.

C. Maintenance & Support Team Structure/Internal Controls – Provide a description of the software maintenance and support services. Detail any applicable help desk services, online support, error and malfunction services, and on-call/on-site support.

2. Experience of the Contractor (SCORED)

A. Indicate the experience the Contractor and any Subcontractors have that relate to their ability to provide the services as required for this RFP, especially with respect to providing Enrollment Management Marketing Services for higher education institutions.

B. Indicate other relevant experience that indicates the qualifications of the Contractor, and any Subcontractors, for the performance of the potential Contract.

C. Include a list and description of projects of similar size and scope over the last five (5) years that relate to the Contractor’s ability to perform the services needed under this RFP.

3. Related Information (MANDATORY)

A. If the Contractor or any Subcontractor contracted with the State of Washington during the past 24 months, indicate the name of the agency, the contract number and project description and/or other information available to identify the contract.

B. If the Contractor’s staff or Subcontractor’s staff was an employee of the State of Washington during the past 24 months, or is currently a Washington State employee, identify the individual by name, the agency previously or currently employed by, job title or position held and separation date.

C. If the Contractor has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the Contractor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default.

D. Submit full details of the terms for default including the other party's name, address, and phone number. Present the Contractor’s position on the matter.

EWU will evaluate the facts and may, at its sole discretion, reject the Proposal on the grounds of the past experience. If no such termination for default has been experienced by the Contractor in the past five years, so indicate.

4. References (MANDATORY)

A. List names, addresses, telephone numbers, and fax numbers/email addresses of three (3) business references for whom work has been

RFP #25-CTR06 Page 14 of 38 accomplished and briefly describe the type of service provided. Do not include current EWU staff as references.

B. By submitting a Proposal in response to this RFP, the Contractor and team members grant permission to EWU to contact these references and others, who from EWU’s perspective, may have pertinent information. EWU may or may not, at EWU’s discretion, contact references. EWU may evaluate references at EWU’s discretion.

5. OMWBE & DVA Certification (OPTIONAL AND NOT SCORED)

A. Include proof of certification issued by OMWBE if certified minority-owned firm and/or women-owned firm(s) will be participating on this project or certification from the DVA if veteran-owned firms will be participating on this project. For information, Contractors may contact OMWBE or the DVA.

6. Environmental and Social Issues (OPTIONAL AND NOT SCORED)

A. Indicate use of environmentally safe products and processes.

3.4. COST PROPOSAL (SCORED)

The evaluation process is designed to award this solicitation not necessarily to the Contractor of least cost, but rather to the Contractor whose Proposal best meets the requirements of this RFP. However, Contractors are encouraged to submit Proposals which are consistent with state government efforts to conserve state resources.

1. Identification of Costs (SCORED) Identify all costs in U.S. dollars 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 and use taxes, as applicable.

Costs for Subcontractors are to be broken out separately. Please note if any Subcontractors are certified by OMWBE and/or the DVA.

4. EVALUATION AND CONTRACT AWARD

4.1. EVALUATION PROCEDURE

Responsive Proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of Proposals shall be accomplished by an evaluation team(s), to be designated by EWU, which will determine the ranking of the Proposals.

EWU, at its sole discretion, may elect to select the top-scoring firms as finalists for an oral presentation.

The RFP Coordinator may contact the Contractor for clarification of any portion of the Contractor’s Proposal.

4.2. EVALUATION WEIGHTING AND SCORING

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

Technical Proposal Project Approach/Methodology Quality of Work Plan Project Deliverables

45 Points 20 Points 20 Points 5 Points

45%

Management Proposal Project Team Structure/Internal Controls

20 Points 8 Points

20%

RFP #25-CTR06 Page 15 of 38

Staff Qualifications/Experience Maintenance & Support Team Structure/Internal Controls Experience of the Contractor

5 Points 5 Points 2 Points

Cost Proposal 35 Points 35%

Total 100 Points 100%

EWU reserves the right to award the Contract to the Contractor whose Proposal is deemed to be in the best interest of EWU and the State of Washington.

4.3. ORAL PRESENTATIONS MAY BE REQUIRED

Written submittals and oral presentations, if considered necessary, will be utilized in selecting the winning Proposal. EWU, at its sole discretion, may elect to select the top scoring finalists from the written evaluation for an oral presentation and final determination of Contract award.

Should EWU elect to hold oral presentations, it will contact the top-scoring firm(s) to schedule a date, time and location. Commitments made by the Contractor at the oral interview, if any, will be considered binding. The scores from the written evaluation and the oral presentation combined together will determine the Apparent Successful Contractor.

4.4. NOTIFICATION TO PROPOSERS

EWU will notify all Proposers of their selection via WEBS upon completion of the evaluation process. After the announcement of the Apparent Successful Contractor, Proposers will be offered a debriefing upon written request. Proposers will be given 3 business days after the Apparent Successful Contractor is announced to request a debriefing. Reference 4.6 for the Protest Procedure.

4.5. COMPLAINT PROCESS

Pursuant to RCW 39.26.170, the complaint process allows Proposers to focus on the solicitation requirements and evaluation process and raise issues with these processes early enough in the process to allow EWU to correct a problem before Proposals are submitted and time expended on evaluations. Complaints may be made only by Contractors who intend to submit a response to the solicitation. Complaints filed on the day solicitation responses are due shall be reviewed and considered if time permits. Complaints that do not follow these procedures shall not be considered.

The complaint process will meet the following minimum requirements:

1. Proposers will be given an opportunity to submit a complaint to EWU based on any of the following:

A. The solicitation unnecessarily restricts competition;

B. The solicitation evaluation or scoring process is unfair or flawed; or C. The solicitation requirements are inadequate or insufficient to prepare a response.

2. Proposers will be allowed to submit complaints up to 5 business days prior to the bid response deadline. Complaints must meet the following requirements:

A. Must be in writing.

B. Must be sent to the RFP Coordinator, or designee.

C. Should clearly articulate the basis for the complaint.

D. Should include a proposed remedy.

3. The RFP Coordinator or designee will respond to complaints in writing. The RFP Coordinator will consider all available facts and provide a response to the Proposer.

The response will include the decision, how the review was conducted and the basis upon which a decision was made.

4. The response to complaints including any changes to the solicitation will be posted as an amendment on WEBS.

5. The EWU Director of Procurement and Contracts will be notified of all complaints and provided a copy of the response.

6. The complaint may not be raised again during the protest period.

RFP #25-CTR06 Page 16 of 38

7. The complaint process does not include an appeal process. This complaint procedure constitutes the sole administrative remedy available to Proposers under this solicitation.

4.6. PROTEST PROCEDURE

Pursuant to RCW 39.26.170, the protest process occurs after the Proposals are submitted and evaluated. This allows Proposers to focus on the evaluation process to ensure its integrity and fairness. Protests can raise issues related to the evaluation process as set out in the solicitation or how the process was executed. This allows for evaluation process errors and problems to be corrected before a Contract is executed. Protests that do not follow these procedures shall not be considered.

The protest process will meet the following requirements:

1. After the announcement of the Apparent Successful Contractor, Contractors will be offered a debriefing upon written request.

2. Contractors will be given 3 business days after the Apparent Successful Contractor is announced to request a debriefing.

A. Discussion at the debriefing conference will be limited to the following:

i. Evaluation and scoring of the Contractor’s Proposal;

ii. Critique of the Proposal based on the evaluation;

iii. Review of Contractor’s final score in comparison with other final scores without identifying the other Contractors.

B. Comparisons between Proposals or evaluations of the other Proposals will not be allowed.

C. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

3. Contractors are required to participate in a debriefing as a prerequisite for submitting a protest.

4. Contractors will be given 5 business days after their debriefing to file a written protest.

5. The protest process will allow Contractors an opportunity to submit a protest based only on the following:

A. A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

B. Errors in computing the scores; or C. Non-compliance with procedures described in the solicitation document or

EWU protest process.

6. Protests are to be submitted to the EWU Director of Procurement and Contracts and the RFP Coordinator.

7. A written response within 10 business days from receipt of the protest, unless additional time is needed. The protesting Contractors shall be notified if additional time is needed.

8. The final determination of the protest shall:

A. Find the protest lacking in merit and uphold EWU’s action; or B. Find only technical or harmless errors in EWU’s acquisition process and determine EWU to be in substantial compliance and reject the protest; or C. Find merit in the protest and provide EWU options which may include:

i. Correct the errors and re-evaluate all Proposals, and/or

ii. Reissue the solicitation document and begin a new process, or

iii. Make other findings and determine other courses of action as

The protest decision is final. If a protesting Contractor does not accept the protest response, the Contractor may try to seek relief from superior court. If EWU determines that the protest is without merit, EWU will enter into a Contract with the Apparent Successful Contractor. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.

RFP #25-CTR06 Page 17 of 38

5. RFP EXHIBITS

EXHIBIT A: PROPOSER CERTIFICATION

Proposer makes the following certifications and assurances as a required element of the Proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related Contract:

1. Proposer declares that all answers and statements made in the Proposal are true and correct.

2. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, Proposer may freely join with other persons or organizations for the purpose of presenting a single Proposal.

3. The attached Proposal is a firm offer for a period of 90 days…