RFP 325-420 Automated Pay Stations RFP.pdf

COMPETITIVE SOLICITATION

REQUEST FOR BID PROPOSALS (RFP)

RFP 325-420 – Automated Pay Stations

Brief Description: The Washington State Parks and Recreation Commission (State Parks) is soliciting proposals for Automated Pay Stations, including hardware and software, and the corresponding maintenance and operations services. These pay stations will be installed at various locations at State Parks properties, so that visitors can pay park fees immediately via credit card.

Bids are due: Wednesday, January 8, 2025, by 1:00 PM, PST.

Electronic Bid Responses Only: Bid responses will only be accepted electronically via email/email attachment, submitted to BidBox@parks.wa.gov. (PDF format).

See Section 5.1 – Submission of Responses for expanded details.

Procurement Coordinator: Susan Jabal, contracts@parks.wa.gov

Email Inquiries to: contracts@parks.wa.gov

See also (additional communication instructions) §2.1, §2.3, §2.4.

WA State’s Official Bid Notification System: Bidders are responsible for properly registering in the Washington’s Electronic Business Solutions (WEBS) system, https://fortress.wa.gov/ga/webs/ and downloading the solicitation document and all appendices and incorporated documents related to this solicitation.

WEBS Registration Information: https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips.

WEBS is the system of record for this competition. Alternatively, you can also access the bid documents for reference purposes at www.parks.wa.gov/contracts by clicking on the State Purchasing link. However, please note that the official channel for notifications and updates is through WEBS and any RFP addenda, amendments or questions & answers will only be provided to those bidders who have registered with WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information.

It is each Bidder’ responsibility to fully read and understand all provisions of this RFP. If a Bidder does not fully understand any portion of this RFP, the Bidder should contact the Procurement Coordinator.

It is the responsibility of each Bidder to carefully read, understand, and follow all of the instructions contained in this RFP and all amendments hereto.

mailto:BidBox@parks.wa.gov mailto:contracts@parks.wa.gov mailto:contracts@parks.wa.gov https://fortress.wa.gov/ga/webs/ https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips http://www.parks.wa.gov/contracts

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Table of Contents

1 INFORMATION ABOUT THE PROCUREMENT

1.1 ACQUISITION AUTHORITY

1.2 PURPOSE OF THE PROCUREMENT – AWARD A CONTRACT

1.2.1 BACKGROUND

1.2.2 CONTRACT TERM

1.2.3 ANTICIPATED PROJECT BUDGET

1.2.4 UBI REQUIREMENTS

1.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES

2 DEADLINES, PREBID CONFERENCE, QUESTIONS AND PROCUREMENT SCHEDULE

2.1 COMMUNICATION REGARDING THIS COMPETITION

2.2 Prebid Conference

2.3 QUESTION AND ANSWER PERIOD

2.4 COMPLAINT PERIOD

2.5 PROCUREMENT SCHEDULE

3 SPECIAL TERMS

3.1 ADVANCED PAYMENT PROHIBITION

3.2 BUSINESS STRUCTURE & EMPLOYEES (Compliance with Law)

3.3 THE RESULTING CONTRACT AND ITS TERMS AND CONDITIONS

4 RESPONSES - REQUIRED CONTENT, FORMAT, AND SCORING:

4.1 CHECKLIST OF REQUIRED SUBMITTALS

4.2 (APPENDIX A) – BIDDER’S CERTIFICATIONS, ASSURANCES, AND WAIVER

4.3 (APPENDIX B) – BIDDER’S PROFILE

4.4 (APPENDIX C) – BID PRICE Worksheet

4.5 (Self Authored) Experience & Expertise

4.6 (APPENDIX D) - REFERENCES

4.7 (APPENDIX E) – Diverse Business Inclusion Plan – Subcontractors

4.8 (APPENDIX F) – SPECIFICATIONS SPREADSHEET

5 RESPONSES – PREPARATION, SUBMISSION REQUIREMENTS AND PREFERENCES

5.1 SUBMISSION OF RESPONSES

5.2 RESPONSE LAYOUT REQUIREMENTS

5.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCE

6 EVALUATION AND AWARD

6.1 BID RESPONSIVENESS

6.2 BIDDER RESPONSIBILITY ANALYSIS

6.2.1 REJECTED BIDS/BIDDERS & REJECTION NOTIFICATION & REJECTION RESPONSE

6.3 GENERAL EVALUATION PROVISIONS

6.4 EVALUATION STEPS

6.4.1 Preliminary Evaluation (Procedural)

6.4.2 Substantive Evaluation: Phase 1

6.5 Substantive Evaluation: Phase 2 – Bid Clarification (Optional)

6.6 EVALUATION OF COMPLETION BY DATE (Optional)

6.7 ORAL PRESENTATION (OPTIONAL)

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6.8 Oral Presentations Evaluation CRITERIA (OPTIONAL)

6.9 SELECTION OF APPARENT SUCCESSFUL BIDDER

7 ANNOUNCEMENT OF ASB, PUBLIC DISCLOSURE, DEBRIEF, AND PROTESTS

7.1 ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER (ASB)

7.2 PROCUREMENT RECORDS DISCLOSURE

7.3 DEBRIEFING OF BIDDERS

7.3.1 How To Request a Debrief Conference

7.3.2 Debrief Meeting, Discussion, And Delay

7.3.3 Debrief is a Prerequisite for Protest

7.4 PROTEST

7.4.1 General:

7.4.2 Form And Content:

7.4.3 Content Limitations:

7.4.4 Submission Of Protests

7.4.5 Grounds Which May Be Protested

7.4.6 Manager Assignment and Review

7.4.7 Protest Determinations and Findings

7.4.8 Agency Decision is Final

8 ADDITIONAL GENERAL PROVISIONS FOR ALL BIDDERS

8.1 ANNOUNCEMENT AND SPECIAL INFORMATION

8.2 CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES

8.3 AMENDMENTS TO THE COMPETITION

8.4 RESPONSIVENESS OF BIDDER’S RESPONSE

8.5 CLARITY AND CLARIFICATIONS

8.6 COST OF RESPONSE PREPARATION

8.7 OWNERSHIP OF RESPONSES

8.8 FINAL SELECTION & NO OBLIGATION

8.9 INCORPORATION OF RESPONSE IN CONTRACT

8.10 STATEWIDE VENDOR PAYMENT REGISTRATION

8.11 WEBS REGISTRATION

8.12 POLYCHLORINATED BIPHENYLS (PCBS) NOTICE

8.13 SMALL AND DIVERSE BUSINESS

8.14 ACCESS EQUITY CONTRACT REPORTING

8.15 PUBLIC DISCLOSURE & WAIVER OF PROPRIETARY INFORMATION

8.16 CIVIL RIGHTS COMPLIANCE

9 APPENDICES AND EXHIBITS

9.1 (APPENDIX A) – BIDDER’S CERTIFICATIONS, ASSURANCES, AND WAIVER

9.2 (APPENDIX B) – BIDDER PROFILE

9.3 (APPENDIX C) – BID PRICE Worksheet (must be legible)

9.4 (APPENDIX D) - REFERENCES (must be legible)

9.5 (APPENDIX E) – DIVERSITY BUSINESS INCLUSION PLAN - SUBCONTRACTORS

9.6 (APPENDIX F) – Specifications Spreadsheet

9.7 (EXHIBIT A) – Sample Contract with General Contract Terms and Conditions

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1 INFORMATION ABOUT THE PROCUREMENT

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

1.1 ACQUISITION AUTHORITY

In accordance with RCW Chapter 39.26, the objective of this Request for Proposals (RFP) is to procure the goods and/or services described herein. State agency purchases must follow a competitive solicitation process, ensuring that the contract is awarded to the lowest responsive and responsible bidder.

This process ensures fairness, transparency, and accountability in procurement.

By following these guidelines, we seek to obtain the best value for the state while maintaining the integrity of our procurement practices. All bidders must meet specified criteria and demonstrate their ability to fulfill contract requirements. The evaluation will consider both the price and the bidder’s ability to perform the contract effectively and efficiently.

1.2 PURPOSE OF THE PROCUREMENT – AWARD A CONTRACT

The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award a contract for State Parks. The contract will allow the State to purchase automated self-pay stations for installation in various State Parks locations throughout the State of Washington. The pay stations must include hardware, software, installation, and all-inclusive M&O services. Any site preparation necessary prior to installing the units will be done by State Parks. Details of the requirements of each of these sections are defined in the attached specifications document titled: RFP 325-420 Appx F-Automated Pay Stations-Specs.

1.2.1 BACKGROUND

State Parks currently has automated pay stations installed at various sites throughout its Parks. These machines have been very successful in replacing traditional self-pay cash boxes, and visitors can purchase a variety of passes easily with their credit card.

State Parks now wants to grow the fleet of automated pay stations. The expansion strategy involves:

• Adding additional automatic pay stations to the fleet.

• Replacing older machines with new, more efficient models.

• Relocating functional but older machines to lower-traffic sites.

Along with the purchase of the hardware (automated pay station units), State Parks requires all the corresponding warranty, software, servicing, reporting, security capabilities, training and maintenance and operations (M&O) support. These include, but are not limited to:

remote monitoring, help desk support for Parks staff in the field, on-site maintenance and repair including regular preventative maintenance.

Required functions and services of this project are detailed in the attached specifications document, titled: RFP 325-420 Appx F-Automated Pay Stations-Specs. This document is an integral part of this solicitation and will clearly define the products and services that are required.

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State Parks intends to order Automated Pay Station units on an as-needed basis.

Parks makes no commitment to any minimum number of units to be purchased, however, Parks understands that it is helpful to offerors to have an idea of anticipated quantities as they consider their response. This solicitation contemplates the purchase of 5-7 units prior to June 30, 2025, and between 5-20 units each year thereafter, over the intended term of the contract (5 years? 10 years?).

Important Note: This estimate is not a guarantee of any number of units to be purchased.

The actual number purchased will depend on many factors, including budget. State Parks may purchase more, or less, units then the estimates identified above.

1.2.2 CONTRACT TERM

The initial contract term is intended to be for five (5) years.

1.2.3 ANTICIPATED PROJECT BUDGET

As described in Section 1.2.1: Background, the State intends to purchase pay stations on an as-needed basis, which can vary from year-to-year dependent on many factors, including budget. As such, the estimates proposed below is merely informational, and not a guarantee of purchasing levels.

As of the writing of this RFP, the State contemplates the following:

• the purchase of between 5-20 units each year, over the intended initial term of the contract (5 years? 10 years?).

• Maintenance & Operational services for the pay station units, including any units

State Parks already owns, if of the same manufacturer.

Important Note: the numbers above are estimates only. The State does not guarantee any minimum or maximum quantity to be purchased, as described in Section 1.2.1: Background.

1.2.4 UBI REQUIREMENTS

The successful bidder must be registered to do business in the State of Washington (hold a Universal Business Identifier (UBI)). If a bidder who does not already hold a UBI number is awarded the contract, that bidder must obtain a UBI number within 24 hours to avoid being considered nonresponsive.

1.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES

State Parks will apply the following Washington State procurement priorities and preferences to this competitive solicitation which, as set forth in Section 5.3, will impact the evaluation of bids received:

• Washington Small Business and/or Certified Veteran-Owned Business: 10 points

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2 DEADLINES, PREBID CONFERENCE, QUESTIONS AND PROCUREMENT SCHEDULE

This section identifies important deadlines for this competitive solicitation, where to direct questions regarding the competitive solicitation, and the process for potential amendments or modifications to the competitive solicitation.

2.1 COMMUNICATION REGARDING THIS COMPETITION

All communication about this competition should be directed to the State Parks Contracts and Grants Program (CGP) team at: contracts@parks.wa.gov. Please include the solicitation number in any inquiries.

Contacting other State Parks staff about this solicitation may result in disqualification.

See also Section 2.3: Question & Answer Period.

2.2 PREBID CONFERENCE

Bidders are invited to attend an optional prebid teleconference via Microsoft Teams, where they can ask questions and request changes. Interested bidders must RSVP to contracts@parks.wa.gov by the date specified in Section 2.5 – Procurement Schedule, with the solicitation number and "RSVP" in the subject line (e.g., "RFP # RSVP"). A meeting link will be sent one day prior to the solicitation conference.

The pre-bid conference date and time are identified in Section 2.5: Procurement Schedule.

Attendance at the prebid conference is optional and is not required to submit a proposal for this RFP.

During the conference, attendees should keep their video off and their microphones muted if not speaking. If the conference fails or you have additional questions, send them to contracts@parks.wa.gov by 3 pm (PST) on the same day. Responses to all questions received, including those received during the prebid conference, will be posted via amendment on WEBS.

State Parks is not responsible for technical issues or participation failures that may occur during the prebid conference.

2.3 QUESTION AND ANSWER PERIOD

Bidders may ask questions at any time, but responses must be posted on WEBS before the bid due date to allow bidders to respond to new information gained. The final day for questions to receive a formal response is identified in Section 2.5: Procurement Schedule.

Send questions to contracts@parks.wa.gov with the RFP identification number and "Question" in the subject line (e.g., "RFP # Question").

Only responses posted on WEBS are official; all other communications are unofficial and nonbinding.

2.4 COMPLAINT PERIOD

Bidders should first address any concerns they have about the solicitation via the question-and-answer process identified in Section 2.3.

If a complaint is necessary, it must be received by the date identified in Section 2.5:

Procurement Schedule. Complaints received outside of this period will not be considered.

Send complaints to contracts@parks.wa.gov with the solicitation identification number and mailto:contracts@parks.wa.gov mailto:contracts@parks.wa.gov mailto:contracts@parks.wa.gov mailto:contracts@parks.wa.gov

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"Complaint" in the subject line (e.g., "RFP # Complaint"). Failure to mark correctly may result in the complaint being missed.

Bidders must follow these procedures for complaints to be considered. Complaints must be in writing, sent to the Procurement Coordinator before the deadline, to the specified email address, and with the correct subject line. The complaint must state its basis and propose a remedy. Only complaints that fall into the categories below and stipulate an issue of fact shall be considered:

• The solicitation unnecessarily restricts competition.

• The solicitation evaluation or scoring is unfair or flawed; or

• The solicitation requirements are inadequate or insufficient to prepare a response.

Responses to complaints will be posted on WEBS; only these responses are official.

2.5 PROCUREMENT SCHEDULE

Any stated time is Pacific Time Zone (local time).

Activity Due Dates Time

RSVP Prebid Conference

Monday, 11/25/2024

See additional details in Section 2.2: Prebid Conference.

1:00 pm

Prebid Conference

Tuesday, 11/26/2024

See additional details in Section 2.2: Prebid Conference

11:00 am – 11:30 am

Question Period Closes

Tuesday, 12/10/2024

See additional details in Section 2.3: Question and Answer Period.

1:00 pm

Answer

Period

Answers posted by Monday, 12/16/2024

State responses to questions will be posted on WEBS as soon as possible.

In some instances, responses may take longer than the date identified above. See Section 2.3: Question and Answer Period

Complaint Period

12/16/2024 – 1/3/2025

See additional details in Section 2.4: Complaint Period.

Complaints must be received within this time period;

Complaints received before or after will not be considered.

1:00 pm

Response Deadline

Wednesday, 1/8/2025

Responses received after the deadline will not be considered.

See additional details in Section 4: Responses – Required Content, Format, and Scoring.

See also Section 4.1: Checklist of Required Submittals

1:00 pm

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Oral Presentations

Oral Presentations are optional and will be conducted at the preference of the State. If initiated, Oral Presentation criteria and instructions will be provided via email along with scheduling.

Announcement of Apparent Successful Bidder (ASB)

After the Response Deadline, and following the evaluation, the State will announce the Apparent Successful Bidder (ASB).

See additional details in Section 7.1: Announcement of Apparent Successful Bidder.

Debriefing of Bidders

Any Bidder wanting a Debrief must request it within three business days following the day of the announcement of Apparent Successful Bidder (ASB). See additional details in Section 7.3: Debriefing of Bidders

Protest Any Bidder wanting to submit a protest must do so within five business days following the day of their Debrief.

See additional details in Section 7.4: Protests

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3 SPECIAL TERMS

This section outlines special terms for this Competitive Solicitation that bidders will need to review and adhere to in order to comply with the requirements.

3.1 ADVANCED PAYMENT PROHIBITION

Payment is based on provided goods and services only, following proper documentation and invoicing. No payment will be made for non-designated goods or services. Per Washington’s Constitution Article 8, Section 5, progress payments are allowed, but no payment will be made before work is completed, delivered, and accepted. This includes deposits and security deposits.

3.2 BUSINESS STRUCTURE & EMPLOYEES (Compliance with Law)

State Parks may require proof that your firm is legally licensed and compliant with all business and employee-related laws, including taxes, licenses, and employee insurance, during bid evaluation, contract execution, or the contract's duration. State Parks may contact any necessary entity to validate compliance. Additionally, they may require information verifying your business structure and employment status. Failure to provide timely information may result in bid rejection or contract termination. Non-compliance with laws and regulations may also lead to bid rejection or contract termination. Information is available from state agencies such as the Department of Revenue, Labor and Industries, Secretary of State, and Employment Security Department.

3.3 THE RESULTING CONTRACT AND ITS TERMS AND CONDITIONS

A sample contract is provided at the end of this competition document to help bidders understand State Parks’ typical terms and conditions. Any resulting contract will include these terms and conditions. Bidders should review the sample, assess the risks and rewards, and bid accordingly. Selected bidders (Apparent Successful Bidders or ASB) often try to negotiate terms, but such negotiations will likely not be entertained. Bidders should consider all risks when forming their bid response.

Each Bidder’s submission of a proposal confirms their consent to these terms and conditions.

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4 RESPONSES - REQUIRED CONTENT, FORMAT, AND SCORING:

This section describes the information required for the competitive solicitation and outlines how your bid will be scored. Additionally, bidders must review and adhere to the competitive solicitation requirements, including those detailed in the exhibits, which specify the information that must be provided for a bid to be considered responsive.

4.1 CHECKLIST OF REQUIRED SUBMITTALS

The following list identifies the content that must be included in each responsible submission (bidder’s proposal). Any response that does not contain all of these items may be rejected as non-responsive. Each item is discussed in more depth in the sections following the Table.

Item # Submittal Scoring Method

References:

for further information

Check here once provided

(failure to provide as instructed may result in bid rejection)

1 Bidder’s Certifications (form provided, must be signed) Pass/Fail

Appendix A, Section 4.2 Section 9.1

Bidder’s Profile (form provided) Pass/Fail

Appendix B, Section 4.3 Section 9.2

Bidder’s Profile includes the certification as a WA Small Business and/or Certified Veteran-Owned Business

10 points

Section 1.3 Section 5.3

Section 8.13 Section 9.5

3 Bid Price Worksheet (form provided) Up to 25 points

Appendix C, Section 4.4 Section 9.3

Experience and Expertise (self-authored)

Up to 25 points Section 4.6

5 References (form provided) Pass/Fail

Appendix D, Section 4.8 Section 9.4

Diverse Business Inclusion Plan

– Subcontractors (form provided)

Pass/Fail required if using subcontractors

Appendix E, Section 4.9 Section 9.5

7 Specifications Spreadsheet (form provided)

Up to 40 points Appendix F, Section 4.5

The total points available in evaluation is 100. A minimum of 60 points must be achieved in order for a bid to be considered for award. If a Washington Small Business or Certified Veteran-Owned Business does not meet the minimum points, the bid will be deemed non-responsive and rejected.

The table serves multiple purposes:

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1. Specifies the submittal forms bidders must provide to State Parks in their bid response.

2. Acts as a checklist to ensure all required materials are included.

3. If State Parks does not provide a form, the bidder must "self-author" a response to fulfill the requirement.

The table also indicates whether submittals will be scored based on points, low price, or pass/fail and provides the references to other sections of the document for further information.

General Evaluation Continuum

Bidder demonstrates renowned experience and/or the least or no risk, and/or are an ideal fit for what is being sought by State Parks (most points)

Bidder demonstrates considerable experience, and/or some minor risk, and/or a close but not ideal fit for what is being sought by State Parks.

Bidder demonstrates solid experience, and/or mild risk, and/or fair fit for what is being sought by State Parks.

Bidder demonstrates adequate experience, and/or medium risk, and/or mediocre fit for what is being sought by State Parks.

Bidder demonstrates limited experience, and/or high risk, and/or poor fit for what is being sought by

State Parks.

(low points)

Bidder demonstrates no experience, and/or grave risk, and/or a bad fit for what is being sought by State Parks (no points)

4.2 (APPENDIX A) – BIDDER’S CERTIFICATIONS, ASSURANCES, AND WAIVER

The Appendix A Form is provided for this part of your bid response. See Appendix A: Bidder’s Certification, Assurances, and Waiver.

The Certifications must be executed as written in Appendix A. Failure to execute the Appendix in its official form will result in the Bidder’s Proposal being disqualified.

The certification must be signed and submitted by a duly authorized representative for the bidder.

Appendix A – Bidder’s Certifications will be evaluated on a pass/fail basis.

4.3 (APPENDIX B) – BIDDER’S PROFILE

The Appendix B form is provided for this part of your bid response. See Appendix B: Bidder’s Profile.

The Bidder’s Profile provides general information about the bidder and/or its corporate entity.

It is important to fully read the Bidder’s Profile, as there may be additional pages that the bidder must self-author and attach, depending on the bidder’s response.

Appendix B – Bidder’s Profile must be substantively completed and is evaluated on a pass/fail basis.

Note: The Bidder’s Profile must be complete. Where there are choices, the bidder must check a box.

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This part of the bid response includes the small business and/or veteran owned business scoring preference of 10 points for qualified offerors, as described in Section 5.3.

4.4 (APPENDIX C) – BID PRICE WORKSHEET

The Appendix C form is provided for this part of your bid response. See Appendix C: Bid Price Worksheet.

The award is made to the responsive and responsible bidder and who has the highest score and the lowest price.

All costs should be rolled in, except for sales tax. The bidder's not-to-exceed amount must factor in all cost drivers such as travel, shipping, packaging, and material costs. Washington State government agencies do pay sales tax, but it should appear separately on the invoice and not as part of the not-to-exceed amount on the Bid Price provided by the bidder.

Failure to identify all costs in accordance with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

This part of the bid response is scored up to 60 points with a pro rata share for higher-cost bids. For example, if three bids are received (A @ $25, B @ $26.50, C @ $50):

• Bid A get 60 points (25/25 = 1.0 x 60 points = 60),

• Bid B gets 56.60 points (25/26.50 = .943 X 60 points = 56.60),

• Bid C gets 30 points (25/50 = .5 X 60 points = 30).

Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. If awarded a contract, the total price for the goods and/or services shall be the bidder’s price as submitted. Except as provided in the contract, there shall be no additional costs of any kind.

Credit Cards (P-Cards): If awarded a contract, the total price for the goods and/or services shall be the same regardless of whether purchasers make payment by cash, credit card, or electronic payment. The bidder shall bear any processing or surcharge fees associated with the use of credit cards or electronic payment.

This part of the bid response is scored up to 25 points

4.5 (SELF AUTHORED) EXPERIENCE & EXPERTISE

This part of your bid response is self-authored by the bidder; no form is provided.

• Please title this self-authored document “4.5 Experience and Expertise”.

In this portion of the response, Offerors should describe their experience & expertise in providing the products & services as describe in Section 1.2. Specifically, provide experience in supplying, installing and managing pay stations and the related M&O services on a large scale (statewide). Describing experience, if any, working with governmental entities is also helpful. Offeror may provide photos if helpful.

This part of the bid response is scored up to 25 points.

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4.6 (APPENDIX D) - REFERENCES

The Appendix D form is provided for this part of your bid response. See Appendix D:

References.

This part of your bid response requires you to submit reference from other parties (do not use Washington State Parks and Recreation Commission as a reference).

Offerors should provide a minimum of five references for similar services to those of this RFP.

References should include a current point of contact, email addresses, and phone numbers.

This part of the bid response is evaluated on a pass/fail basis.

4.7 (APPENDIX E) – DIVERSE BUSINESS INCLUSION PLAN – SUBCONTRACTORS

The Appendix E form is provided for this part of your bid response. See Appendix E: Diverse Business Inclusion Plan – Subcontractors.

This form is required only if the Bidder will be using subcontractors to perform the contract.

The intention of Appendix E is for bidders to outline their proposed inclusion plan for diverse business subcontractors pertaining to the contract.

Appendix E – Diverse Business Inclusion Plan - Subcontractor is evaluated on a pass/fail basis.

4.8 (APPENDIX F) – SPECIFICATIONS SPREADSHEET

This part of your bid response requires response to all lines of the Specifications Spreadsheet, attached to this RFP and titled: RFP 325-420 Appx F-Automated Pay Stations- Specs.

All lines of the Specifications Spreadsheet must be completed by respondents. If any line is not appropriate to what you are offering, enter n/a.

Evaluation of this spreadsheet will occur in two ways:

1. Mandatory Requirements.

The evaluation team will confirm if the proposed solution meets each mandatory requirement in column H by yes or no.

Offerors whose solutions are confirmed to adequately meet the mandatory requirement will be awarded a 'yes'. If the proposed solution does not adequately meet the requirement, it will be awarded a 'no'.

After evaluating the mandatory requirements for all offerors, State Parks reserves the right to limit its continued evaluation to the top three (3) vendors whose solution meets the highest number of mandatory requirements.

2. Desirable Requirements.

The evaluation team will assess desirable requirements in column I by scoring points.

For each desirable requirement, State Parks evaluators will award either 5, 3, or 0 points.

- 5 points = fully meets the requirement

- 3 points = adequately meets the requirement

- 0 points = does not meet the requirement.

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Once points are allocated to each line on the spreadsheet, scoring points will be allocated on a sliding scale by percentages.

For example, if three offerors score 820, 750, and 690 (out of the total possible 880) on the Spreadsheet, the offerors will score the following scoring points:

Offeror Spreadsheet Score (max total 880)

Scoring Points

(40 points possible) formula

1 850 40

2 750 35 750 / 850 X 40

3 720 33.9 720 / 850 X 40

This part of the bid response is scored up to 40 points.

5 RESPONSES – PREPARATION, SUBMISSION REQUIREMENTS AND PREFERENCES

This section identifies how to prepare and submit your bid for this competitive solicitation. By responding to this competitive solicitation and submitting a bid, bidders acknowledge having read and understood the entire competitive solicitation and accept all information contained within.

5.1 SUBMISSION OF RESPONSES

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

Bidder’s electronic bid must be emailed to the Procurement Coordinator at the following email address: BidBox@parks.wa.gov.

The email subject line should include the bid identification number, ‘Bid’ and your company name (e.g., "RFP # Bid ACME"). Ensure the email, including attachments, is less than 30MB.

It's recommended to keep it under 25MB. Zipped files are not accepted. All responses and any accompanying documentation become the property of State Parks and will not be returned.

State Parks will send an automatic acknowledgment of bid receipt. This acknowledgment does not determine the bid’s responsiveness. If the bidder does not receive an acknowledgment within a reasonable time, it is the bidder's responsibility to contact State Parks for confirmation.

Verification: Bidders are welcome to contact the State Parks Contracts and Grants Program team (CGP) to verify that the bid was received, if an auto-generated verification was not received. However, this manual verification process only works if there is enough time between the date and time submitted and the bid’s due date deadline. Send verification requests to:

contracts@parks.wa.gov mailto:BidBox@parks.wa.gov

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The email subject line should include the bid identification number, "Verification," and your company name (e.g., "RFP # Verification ACME")

Note: Submit your bid response early as a safeguard against any technological slow-down or delays. Bids received after the deadline for any reason, no matter the cause, regardless of responsibility, will be rejected.

--- Late submissions will be considered non-responsive and will be rejected. ---

5.2 RESPONSE LAYOUT REQUIREMENTS

The Bidder’s response should be logically assembled so that the evaluators can easily understand what they are reading and relate what they are reading back to the competition document’s requirement. Evaluators appreciate landmarks or references using the competition document’s section numbers and section titles. One mistake that Bidders make is that they have a previously prepared statement or materials that don’t precisely relate to the competition document’s individual requirement (it wasn’t tailored or designed for the requirement), or that the previously prepared statement (or material) is supposed to relate to two or more requirements of the competition document. That can be confusing and may result in a negative impact to the evaluation of the Bidder’s bid response.

Note: If evaluators cannot easily identify the statement/material or cannot easily link it to the competition’s section reference, requirement, or question the statement/material may be misunderstood, disregarded, or may negatively impact the evaluation of the response.

5.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCE

The following Washington State procurement priorities and preferences apply to this Competitive Solicitation:

Washington Small Businesses and/or Certified Veteran-Owned Businesses.

In furtherance of Washington’s business inclusion goals State Parks will evaluate bids for best value and will provide a bid preference in the amount of 10 points to any bidder who certifies in one or both of the following:

• Washington Small Business. Bidder is a Washington Small Business as defined in RCW 39.26.010. To qualify as a Washington Small Business, Bidder must meet three

(3) requirements:

1. Location. Bidder’s principal office/place of business must be located in, and identified as being in, the State of Washington. A principal office or principal place of business is a firm’s headquarters where business decisions are made and the location for the firm’s books and records as well as the firm’s senior management personnel.

2. Size. Bidder must be owned and operated independently from all other businesses and qualify as one of the following:

• Bidder Qualifies as a Small Business – i.e.,

• Bidder has fifty (50) or fewer employees; or

• Bidder has an annual gross revenue of less than $7,000,000 as reported on

Bidder’s federal income tax return or its return filed with the Washington State Department of Revenue over the previous three (3) consecutive years.

• Bidder Qualifies as a Mini business – i.e., Bidder has an annual gross revenue of less than $3,000,000, but $1,000,000 or more, as reported on Bidder’s

WA State Parks - RFP 325-420 Automated Pay Stations Page 16 of 45 federal income tax return or its return filed with the Washington State Department of Revenue.

• Bidder Qualifies as a Microbusiness – i.e., Bidder has an annual gross revenue of less than $1,000,000 as reported on Bidder’s federal income tax return or its return filed with the Washington State Department of Revenue.

3. WEBS Certification. Bidder must have certified its Washington Small Business status in Washington’s Electronic Business Solution (WEBS).

• Certified Veteran-Owned Business. Bidder is a Certified Veteran-Owned Business under RCW 43.60A.190. To qualify as a Certified Veteran-Owned Business, Bidder must meet four (4) requirements:

1. 51% Ownership. Bidder must be at least fifty-one percent (51%) owned and controlled by:

(a) A veteran as defined as every person who at the time he or she seeks certification has received a discharge with an honorable characterization or received a discharge for medical reasons with an honorable record, where applicable, and who has served in at least one of the capacities listed in RCW 41.04.007;

(b) A person who is in receipt of disability compensation or pension from the department of veterans affairs; or

(c) An active or reserve member in any branch of the armed forces of the United States, including the national guard, coast guard, and armed forces reserves.

2. Washington Incorporation/Location. Bidder must be either an entity that is incorporated in the state of Washington as a Washington domestic corporation or, if not incorporated, an entity whose principal place of business is located within the State of Washington.

3. WEBS Certification. Bidder must have certified its Veteran-Owned Business status in Washington’s Electronic Business Solution (WEBS).

4. WDVA Certification. Bidder must have provided certification documentation to the Washington Department of Veterans’ Affairs WDVA) and be certified by WDVA and listed as such on WDVA’s website (WDVA – Veteran-Owned Businesses).

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6 EVALUATION AND AWARD

This section identifies how bids for this Competitive Solicitation will be evaluated.

6.1 BID RESPONSIVENESS

All Responses received by the stated deadline will first be reviewed by the Procurement Coordinator to ensure that the Responses appear to contain the information required in this competition document. Only Bid Responses that meet the requirements will be forwarded for further substantive review. Any Response that does not appear to contain all of the required information or any Bidder who does not meet the mandatory qualifications will be rejected as non-responsive and will be removed from further evaluation. However, the Procurement Coordinator has the right to waive minor informalities, and/or seek clarification if confused provided that neither alters the content of the Response. A bidder’s failure to provide requested clarification within five (5) business days may result in disqualification.

State Parks reserves the right to: (1) Waive any informality (State Parks reserves the right to determine the actual level of Bidders’ compliance with the requirements specified in this competition and to waive informalities in a bid). An informality is an immaterial variation from the exact requirements of the competition, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured.; (2) Reject any or all bids, or portions thereof; (3) Cancel the Competitive Solicitation and may re-solicit bids; and/or (4) Negotiate with the lowest responsive and responsible Bidder(s) (or Bidder with the most points) to determine if such bid can be improved. If, after a reasonable period of time, State Parks, in its sole judgement, cannot reach agreement on acceptable Contract terms with such bidder, State Parks may suspend negotiations and undertake negotiations with the next highest scored responsive, responsible bidder as determined by the evaluations.

6.2 BIDDER RESPONSIBILITY ANALYSIS

For responsive bids, State Parks must determine whether the bidder is a ‘responsible bidder’.

In determining bidder responsibility, State Parks must consider the following statutory elements:

a) The bidder’s ability, capacity, and skill to perform the contract or provide the service required;

b) The bidder’s character, integrity, reputation, judgment, experience, and efficiency;

c) Whether the bidder can perform the contract within the time specified;

d) The bidder’s performance quality pertaining to previous contracts or services;

e) The bidder’s compliance with laws relating to the contract or services;

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

Competitive Solicitation, the bidder has been determined by a final and binding citation and notice of assessment issued by the Washington State Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW; and

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

See RCW 39.26.160(2)(a)-(g). In addition, State Parks may consider the following:

• Best Value Criteria:

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a) Whether the bid satisfies the needs of the state as specified in the solicitation documents;

b) Whether the bid encourages diverse contractor participation;

c) Whether the bid provides competitive pricing, economies, and efficiencies;

d) Whether the bid considers human health and environmental impacts;

e) Whether the bid appropriately weighs cost and non-cost considerations; and

f) Life-cycle cost.

See RCW 39.26.160(3)(a)-(f).

• Financial Information: State Parks may request financial statements, credit ratings, references, record of past performance, clarification of bidder’s offer, on-site inspection of bidder's or subcontractor's facilities, or other information as necessary to determine bidder’s capacity to perform and the enforceability of bidder’s contractual commitments. Failure to respond to these requests may result in a bid being rejected as non-responsive.

• References: State Parks reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Any negative or unsatisfactory reference can be reason for rejecting a bidder as non-responsible.

6.2.1 REJECTED BIDS/BIDDERS & REJECTION NOTIFICATION & REJECTION RESPONSE

This Rejection Response process is not governed by Washington’s Administrative Procedures Act (APA), RCW 34.05, nor does it confer any additional rights above and beyond what the Bidder already enjoys as a taxpayer. The purpose of this process is to allow State Parks to correct evaluation process errors and problems before a contract is executed.

State Parks will perform a preliminary evaluation which is largely procedural.

See Section 6.4.1: Preliminary Evaluation (Procedural), and all of this section’s subparts.

If State Parks determines that a bid or Bidder must be rejected under Section 6.4.1 and/or subparts, State Parks will send a rejection notification to the email address provided by the Bidder in the Bidder’s Profile Form (Appendix B). State Parks bears no responsibility for any issue or technological issue preventing actual receipt of the notification to the rejected Bidder.

Two Business-Day Response Period: The Bidder may refute the rejection. The rejected Bidder must respond to the rejection within two (2) business-days following the day of rejection notification.

• The Bidder’s Rejection Response must be sent to: contracts@parks.wa.gov.

• Subject line must include the bid’s identification number and “Rejection”. See the first page or footer for the bid’s identification number. (e.g., "RFP # Rejection")

• The Bidder must explain how and why State Parks erred in rejecting the Bidder’s bid under Section 6.4.1: Preliminary Evaluation (Procedural).

State Parks will consider the rejected Bidder’s rejection response, and if in State Parks’ opinion, it determines error on our part, the bid will be moved forward to further evaluation.

If State Parks determines it did not err, the bid will not be moved forward for evaluation.

The process detailed in this section does not supersede or displace the Debrief or Protest processes. A Bidder may, after the Apparent Successful Bidder is announced, request a

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Debrief, and a Debrief is a prerequisite for a Protest. See Section 7.3: Debriefing of Bidders and Section 7.4: Protests for expanded details about these processes and what State Parks will recognize as legitimate.

6.3 GENERAL EVALUATION PROVISIONS

The evaluation process is designed to award a contract to the Bidder with the best value based on the selected evaluation criteria.

Evaluations of subjective material will likely be conducted by the purchasing or an evaluation team. State Parks has sole discretion over the selection of evaluators and will make such selections based on each potential evaluator’s availability, knowledge, skills, and experience with the subject matter. Evaluator(s) will independently grade and score or consensus score the Bidder’s material based on their own independent judgment, and in accordance with the format noted herein for each respective requirement. Evaluator(s) will only evaluate the material contained in the responses and will not incorporate outside material into their determinations. The evaluator(s) has sole discretion over his or her final scores.

Bidders should take every precaution to assure that all answers are clear, complete, and directly responsive to each specific requirement.

6.4 EVALUATION STEPS

6.4.1 Preliminary Evaluation (Procedural)

a) Did the bid response arrive by the due date (deadline) to the proper location? Pass/Fail.

b) Did the Bidder, on behalf of the Bidder’s Firm, appear to bind the company to the commitment of the competition (manifestation of assent)? This manifestation of assent is achieved by the bid being signed by an individual authorized to bind the company. Signature is allowable either in wet-ink or electronic signature. Pass/Fail.

c) Did the Bidder appear to provide and complete the information requested? Pass/Fail.

d) Does the Bidder appear to accept the State Parks terms and conditions without reservation? Pass/Fail.

e) Does the Bidder, under penalty of perjury, certify it is not a wage violator (see Certification - Wage Theft Prevention)? Pass/Fail.

f) Does the Bidder, under penalty of perjury, certify it supports worker’s rights (see Certification - Supporting Workers’ Rights)? Pass/Fail.

g) If submittals were required, were the submittals provided and do they appear to be complete so that the bid could be compared to other conforming bids? Pass/Fail.

If any bid is rejected at this stage, a Rejection Letter will be sent to the Bidder’s email address provided by the Bidder in Appendix B – Bidder’s Profile. See also Section 6.2.1: Rejected Bids/Bidders & Rejection Notification & Rejection Response.

6.4.2 Substantive Evaluation: Phase 1

a) Preferences and penalties: Preferences and penalties that are required by law, rule, or competition document will be applied to bid pricing. Preference reduces the Bidder’s stated price by the amount of the preference and is an advantage to the Bidder. A penalty increases the Bidder’s stated price by the amount of the penalty and is a disadvantage to

WA State Parks - RFP 325-420 Automated Pay Stations Page 20 of 45 the Bidder. Preferences and penalties are applied to the pricing for evaluation purposes only but are not applied for purchasing purposes if awarded the contract.

• Determine Reciprocity under RCW 39.26.271, WAC 200-300-075, DES Reciprocity

Map (list). Determine the business address from which the bid was submitted. Check the DES Reciprocity Map (list) to determine, for evaluation purposes only, if the bid’s pricing must be increased or rejected.

• Determine Polychlorinated Biphenyls (PCB) use, and the corresponding preference or penalty, if applicable.

b) If submittals were required, were the submittals provided and were they materially complete so that the material aspects of the bid response can be compared to other conforming bids? Pass/Fail. If a points methodology is being used instead of a pass/fail methodology, then determine the points.

c) Determine the low bid; use subtotal value. If a points methodology is being used instead of low bid methodology, then determine the points.

d) References: If not waived by State Parks, do the references reflect good customer service and good product quality, and no meaningful apprehension from using this Firm in the future? Pass /Fail. If a points methodology is being used instead of a pass/fail methodology, waiver is not allowed, and State Parks must determine the points.

e) Responsibility of the Bidder: In determining the responsibility of the Bidder, State Parks may also consider: RCW 39.26.160 Bid awards—Considerations—Requirements and criteria to be set forth—Negotiations—Use of enterprise vendor registration and bid notification system. If considered, then Pass/Fail criteria are applied.

f) Upon determining the lowest priced responsive and responsible Bidder (or responsive and responsible Bidder with the most points), issue the Announcement of Apparent Successful Bidder (ASB), unless the Substantive Evaluation: Phase 2 (optional) is used.

6.5 SUBSTANTIVE EVALUATION: PHASE 2 – BID CLARIFICATION (OPTIONAL)

a) Following Phase 1, if State Parks chooses, the lowest priced responsive and responsible Bidder (or responsive and responsible Bidder with the most points) may be required to appear in some form and/or present additional materials to validate that the services or items offered meet the State Parks’ needs and meet all other competition terms & conditions. If State Parks requests materials it deems necessary to validate the services or item offered, the materials must be provided within five (5) business days or face possible elimination. The Bidder will not be allowed to materially change its bid response, and the examination will be limited to the validation of the item and/or services offered. If State Parks, in its sole discretion, determines that the Bidder’s bid does not meet State Parks needs and/or other competition terms & conditions, the Bidder’s response will be rejected and the next lowest responsive and responsible (or responsive and responsible Bidder with the most points) bid response may be considered. This process may repeat itself until an Apparent Successful Bidder (ASB) is determined, or the competition is cancelled.

6.6 EVALUATION OF COMPLETION BY DATE (OPTIONAL)

State Parks reserves the right to require that the Apparent Successful Bidder (ASB) provide, within three (3) business days of a request, satisfactory evidence of ability to have the required products and/or services performed and completed according to the required timeline. Failure to provide satisfactory evidence may be grounds for submittal rejection.

https://app.leg.wa.gov/RCW/default.aspx?cite=39.26&full=true#39.26.271 https://apps.leg.wa.gov/wac/default.aspx?cite=200-300-075 https://www.naspo.org/reciprocity1…