RFP 325-420 PreBidConference-Notes-SlideDeck.pdf

Pre-Solicitation Conference for RFP 325-420

Project Title: Automated Pay Stations Time & Date of Conference: Tuesday, November 26: 11-11.30pm Location of Conference: Teams teleconference

Attendance:

State Parks Representative Role Email

Nicki Henke Project Representative Nicki.Henke@parks.wa.gov

Susan Jabal Procurement Coordinator susan.jabal@parks.wa.gov

Attendee Email

Laura Larson LLarson@lazparking.com

Victoria Lacovetto victoria@ventek-intl.com

Robert Maroney RMaroney@lazparking.com

Carrie Ann Verge Cverge@lazparking.com

Daniels, Becky Becky.Daniels@parks.wa.gov

Erika Stewart erikaa@ventek-intl.com

Muhammad Mansoor Mmansoor@lazparking.com

Ashley Moreda ashleym@ventek-intl.com

Conference Notes:

• Question deadline is Tuesday, December 10 at 1pm

• Proposal due date is Wednesday, January 8 at 1pm

• We recommend submitting your proposal early to prevent any potential technological delays.

• Proposals received after the deadline, regardless of the cause, will be rejected as non-responsive.

• Respondents will receive an auto-reply from the bidbox email address confirming receipt of email.

If further confirmation is desired, respondents can send an email to contracts@parks.wa.gov.

Please include ‘verification of response to RFP 325-420’ in the subject line.

• Questions and State answers will be posted on WEBS mailto:contracts@parks.wa.gov

WASHINGTON STATE PARKS

Pre-Bid Conference

RFP 325-420

Automated Pay Stations

Tuesday, November 26: 11-11.30pm

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Washington Parks Team

Nicki Henke, Project Representative

Susan Jabal, Procurement Coordinator

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Meeting Agenda

• Request for Proposals: Automated Pay Stations

•Scope of Project

•Evaluation Process

•Washington State Procurement Priorities

•Responding to this RFP

• Timeline and Next Steps

• Complaints / Debriefs / Protests

• Questions & Answers

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Disclaimer - Information Respondents should only rely on written postings and amendments issued via

WEBS for official information about this solicitation. All other communications, including this conference, are considered unofficial and non-binding. Any new or revised information discussed in this conference will be issued in an official format on WEBS. Should bidders rely on any information not issued on WEBS, they do so at their own risk and expense.

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RFP Overview

Automated Pay Stations

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Scope of Project – RFP Section 1.2

State Parks is interested in purchasing automated self-pay stations for installation in various State Parks locations statewide. The pay stations must include hardware, software, warranty, and M&O support and services, as described in the RFP and specifications spreadsheet.

State Parks may elect to enter into contracts with multiple vendors, with an anticipated contract term of 5 years.

Once contracted, State Parks intends to purchase units on an as-needed basis. Actual numbers purchased can vary from year to year, dependent on many factors, including budget.

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Evaluation Process – RFP Section 6 This competition may result in one or multiple contracts, at State Parks discretion.

The evaluation process is designed to award to offerors whose proposed solutions best meet the requirements of this solicitation.

• If responses are determined to be responsive, they will move on to review & scoring by an evaluation team of subject matter experts (SME’s).

• Evaluators will only evaluate the material provided in the proposals and will not incorporate outside material into their determinations.

• Each evaluator has sole discretion over his or her final scores.

• Bid Price- up to 25 points

• Experience & Expertise - up to 25 points

• Specifications Spreadsheet – up to 40 points

• Small or Veteran owned business preference – 10 points

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Specifications Spreadsheet Evaluation Evaluation of Mandatory Requirements (section 4.8.1)

• All mandatory requirements will be evaluated as yes/met or no/not met.

• State Parks reserves the right to continue evaluation with only the top 3 proposals whose solution meets the most mandatory requirements.

Evaluation of Desirable Requirements (section 4.8.2)

• Each desirable requirement will be scored using a 5 – 3 – 0 scale.

• Totals will be evaluated using a pro-rata scale (like cost evaluation)

• The offer with the highest spreadsheet score will get the full 40 points, all other offers will be proportional.

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Washington State Procurement Priorities – RFP Section 1.3 & 5.3

State Parks will award a preference of 10 points to bids that are certified/verified as one, or both, of the following:

• Washington small businesses

• Defined by RCW 39.26.010(22)

• Veteran-owned businesses

• Certified by the Dept of Veteran Affairs

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Responding to this RFP – Sections 4 & 5

• Review all solicitation and contract terms, and any amendments

• Bid due date: Wednesday, January 8, 2025, 1pm

• Email proposals to: bidbox@parks.wa.gov

• Provide:

• Appendix A – Bidder’s Certifications (form provided) – must be signed -

• Appendix B – Bidder’s Profile (form provided)

• Appendix C – Bid Price Proposal (form provided)

• Proposal – Experience & Expertise (self-authored)

• Appendix D – References (form provided)

• Appendix E – Diversity Business Inclusion Plan (required if using subcontractors)

• Appendix F – Specifications Spreadsheet (form provided) mailto:bidbox@parks.wa.gov

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Timeline/Next Steps– RFP Section 2.5

Tuesday, December 10 – 1pmQ & A Period Ends

Wednesday, January 8 – 1 pmProposal Deadline

~ Tuesday, January 21Apparent Successful

Bidder

~ Friday, February 21Anticipated Contract

Award

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Complaints, Debriefs, Protests

• Complaints (RFP 2.4)

• Complaint period ends 5 business days before the proposal due date.

• Debrief Conferences (RFP 7.3)

• Deadline to request a Debrief Conference: 3 business days after the announcement of the Apparent Successful Bidder.

• Protest Process (RFP 7.4)

• Must have participated in debrief conference.

• Deadline to Protest: 5 business days after their debrief conference.

• Three available grounds for protest:

• Bias, discrimination, or conflict of interest of an evaluator;

• Error in computing evaluation scores; or

• Non-compliance with any procedures described in the RFP.

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Questions & Answers – RFP Section 2.3

• All Q&A received will be posted in WEBS

• Today, we may request your questions be submitted in writing;

we will then respond to them formally, in WEBS.

• Questions should be submitted to contracts@parks.wa.gov

• Question deadline is Tuesday, December 10, 1pm mailto:contracts@parks.wa.gov

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Thank you!

email WEBS Washington State Parks contracts@parks.wa.gov https://pr-webs-vendor.des.wa.gov/home.html www.parks.wa.gov mailto:contracts@parks.wa.gov https://pr-webs-vendor.des.wa.gov/home.html https://pr-webs-vendor.des.wa.gov/home.html http://www.parks.wa.gov/