RFP 325-475 Life Jacket Wear Rate Study-RFP.pdf

Competitive Solicitation

Request For Proposals (RFP) - Supplier Diversity Strategy

RFP 325-475 – Life Jacket Wear Rate Observation Study

Brief Description: Washington State Parks and Recreation Commission’s (State Parks) Boating Program is seeking consultant services to facilitate a study of life jacket wear rates in Washington. The study will include developing and conducting an observation plan, completing analysis of the results, and preparation of a report including comparisons with prior statistics.

Priority Statement: Because the contract is estimated to be less than $150,000, State Parks will award to the lowest responsive and responsible bid from a small or veteran-owned business, unless none of these businesses meet the criteria. See Section 1.3 for further information.

Proposal Due Date: Wednesday, December 17, 2024, by 1 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 RFQQ Sections 2, 3, & 4 for submission details.

Procurement Coordinator: Susan Jabal email Inquiries to: contracts@parks.wa.gov

Bidders are responsible for properly registering in the Washington’s Electronic Business Solutions (WEBS) system here: https://pr-webs-vendor.des.wa.gov/, and downloading the solicitation document and all appendices and related documents from WEBS. Notification of any solicitation addenda, amendments, or questions & answers will only be provided via WEBS.

Failure to register for this solicitation in WEBS may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information. WEBS is the official system of record for this competition.

It is each Bidders responsibility to fully read and understand all provisions of this RFP.

If a Bidder does not fully understand any portion of this RFP, they should contact the Procurement Coordinator. It is the responsibility of each Bidder to carefully read, understand, and follow all instructions contained in this RFP and any subsequent amendments.

mailto:BidBox@parks.wa.gov mailto:contracts@parks.wa.gov https://pr-webs-vendor.des.wa.gov/

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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

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Contract Term Estimated Contract Value Requirements Preferred Skills Project Overview Core Study Objectives Methodology Data Analysis and Reporting Objectives / Timeline

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

4.5 Experience and Expertise

4.6 Approach - Work Plan and Project Schedule

4.7 (Appendix D) - References

4.8 (Appendix E) – Diverse Business Inclusion Plan – Subcontractors

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

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6.3 General Evaluation Provisions

6.4 Evaluation of Completion by Date

6.5 Evaluation Steps

6.5.1 Preliminary Evaluation (Procedural)

6.5.2 Substantive Evaluation: Phase 1

6.5.3 Substantive Evaluation: Phase 2 (Optional)

6.6 Oral Presentation (optional)

6.7 Oral Presentations Evaluation CRITERIA (OPTIONAL)

6.8 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 (PCB’s) 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 Proposal

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9.4 APPENDIX D - REFERENCES (return this page)

9.5 Appendix E – Diversity Business Inclusion Plan - Subcontractors

9.6 (EXHIBIT A) – Sample Contract with General 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 be for the facilitation of the objectives described below.

Contract Term The contract term is estimated to be in effect from the date of signature through December 31, 2025. Specific timelines for each objective are identified below.

Estimated Contract Value The total contract value shall not exceed $50,000.

Requirements Bidder must be registered to do business in the State of Washington (holding a Universal Business Identifier (UBI)). If awarded the contract, the successful bidder must obtain a UBI number within 24 hours to avoid being considered non-responsive.

Preferred Skills Experience in conducting recreational boating observational studies. Proficiency in data analysis and report generation. Familiarity with Washington State's boating environments.

Capability to develop methodologies for the core study and parallel component.

Project Overview

The Washington State Parks Boating Program will conduct the 2025 Life Jacket Wear Rate Observation Study to evaluate the current life jacket usage rates among recreational boaters across Washington State. This study builds on previous studies conducted in 2010 and 2014, expanding the analysis to assess trends over time and the effectiveness of existing safety campaigns. Additionally, the study will include a parallel component focusing on the impact of life jacket loaner stations on wear rates as previously included in the 2014 study.

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For reference, the State Parks 2014 Life Jacket Observational Study is attached to this solicitation as Exhibit B.

The 2023 USCG Life Jacket Wear Rate Observation Study can be found online here:

https://uscgboating.org/library/national-live-jacket-wear-study/2023-Life-Jacket-Wear-Rate- Report.pdf

Core Study Objectives

1. Assess the wear rate of life jackets among boaters using various types of vessels throughout Washington State.

2. Analyze trends in life jacket usage, considering demographic factors such as age, gender, and boating activity.

3. Compare the 2025 state data with state data from 2010 and 2014 to identify behavioral changes and the effectiveness of life jacket promotion efforts.

4. Compare the 2025 state data with USGS national data from 2023 to identify state VS national trends.

5. Investigate the influence of life jacket loaner stations on wear rates.

Methodology

1. Field Observations: Conduct observations at selected sites across Washington, prioritizing those used in the 2010 and 2014 studies to maintain consistency and comparability. Site selection will focus on areas with high boating activity and diverse environmental conditions, ensuring a representative sample of boating behaviors.

2. Observer Training: Observers will undergo training based on the USCG 2023 Life Jacket Wear Rate Observation Study protocols. This training will ensure standardized data collection, emphasizing the consistent classification of life jacket use, boater demographics, and vessel types.

3. Data Collection: Observations will be scheduled during peak boating times over the summer of 2025, following the approach of previous studies to capture a comprehensive snapshot of life jacket usage.

4. USCG Methodological Framework: The study will follow the systematic approach used in the USCG study, with necessary adaptations to account for the unique boating environments in Washington State.

5. Local Adaptation: Adjustments will be made to accommodate specific local conditions, including the addition of new sites both with and without life jacket loaner stations, to assess their impact on wear rates.

6. Data Analysis: Statistical analyses will be conducted to evaluate life jacket usage patterns, with comparisons drawn against national trends to provide context and identify any deviations or unique findings in Washington State.

7. Replicable Methodology: The study’s methodology will be designed for replication every 4-5 years, allowing for ongoing comparisons with data from 2010, 2014, and USCG/JSI studies.

Data Analysis and Reporting

Core Study: Data will be analyzed to determine overall life jacket wear rates, with findings compiled into a comprehensive report. Special attention will be given to identifying patterns and making recommendations for future safety campaigns.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fuscgboating.org%2Flibrary%2Fnational-live-jacket-wear-study%2F2023-Life-Jacket-Wear-Rate-Report.pdf&data=05%7C02%7CSusan.Jabal%40PARKS.WA.GOV%7C656ac82e11cf4481193b08dcff790bf7%7C11d0e217264e400a8ba057dcc127d72d%7C0%7C0%7C638666142620096666%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qzXT5JAwN%2BQVJ0ed4%2B2ING2LBA7UB%2B4hE9mqr1TnJio%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fuscgboating.org%2Flibrary%2Fnational-live-jacket-wear-study%2F2023-Life-Jacket-Wear-Rate-Report.pdf&data=05%7C02%7CSusan.Jabal%40PARKS.WA.GOV%7C656ac82e11cf4481193b08dcff790bf7%7C11d0e217264e400a8ba057dcc127d72d%7C0%7C0%7C638666142620096666%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qzXT5JAwN%2BQVJ0ed4%2B2ING2LBA7UB%2B4hE9mqr1TnJio%3D&reserved=0

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Parallel Component: A separate analysis will focus on the impact of life jacket loaner stations, with results included as a distinct section of the final report.

Objectives / Timeline

Objective 1: By June 1, 2025, finalize the life jacket use observational plan.

Objective 1 Activities:

1. Meet with Washington State Parks Boating Program to finalize the draft plan.

2. Ensure the protocol and research methodology are reliable and align with USCG/JSI and past Washington State observer protocols.

3. Review and revise site selection based on the 2014 study observations for location.

4. Include the variable of life jacket loaner programs at selected sites.

5. Review and update the Training Guide.

6. Review and update the observational form and protocol.

Objective 1 Deliverables:

1. Deliverable: Final project scope and expectations, including the finalized research methodology and observational plan.

2. Deliverable: Copy of the research methodology, rationale, and plan.

3. Deliverable: New form and protocol.

Objective 2: By July 1, 2025, implement observational training.

Objective 2 Activities:

1. Finalize observational logistics and recruit observers. Observers will be recruited through local marine law enforcement patrols, US Power Squadrons, USCG Auxiliary, Fish and Wildlife Enforcement, and Safe Kids.

2. Train observers through web-based or in-person formats. Address all questions and develop a Q&A document for ongoing inquiries.

Objective 2 Deliverables:

1. Deliverable: Final logistics document and list of observers submitted.

2. Deliverable: Statement of training completion, list of trainees, training materials, and

Q&A document.

Objective 3: By October 1, 2025, complete all life jacket observations.

Objective 3 Activities:

1. Conduct observations at approximately 32 sites, using locations primarily based on the 2014 study, with adjustments to increase the number observed at each site and to include more nonmotorized vessel. Ensure sites offer safe places for observers and a high volume and variety of vessels to observe. Collaborate with marine patrol, boating accident data, and the 2014 site list.

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2. Conduct observations. Each site will have at least two 90-minute observations over weekend days or holiday Mondays between July 1, 2025, and September 30, 2025.

Two observers will work together during observations.

3. Strategies will be implemented to mitigate risks such as adverse weather conditions during data collection. Contingency plans will be established to ensure data collection can proceed smoothly under various circumstances.

Objective 3 Deliverables:

1. Deliverable: List of sites and observers for each site.

2. Deliverable: Data sheets submitted, dates and times of observations, and list of observers.

Objective 4: By November 30, 2025, complete data entry, analysis, and statistically significant data analysis. Note policy and education implications, and safety outreach recommendations.

Objective 4 Activities:

1. Data-enter forms, analyze data, and compare findings with 2010, 2014, and JSI observations.

2. Prepare the report in consultation with Washington State Parks Boating Program.

Objective 4 Deliverables:

1. Deliverable: Data is entered, analyzed, and significance tests are completed.

2. Deliverable: Final report is submitted.

• 2025 Report: A comprehensive analysis of 2025 data, including comparisons with previous years 2010 and 2014 WA state reports, National USCG life jacket wear rates and recommendations for future safety initiatives.

• Parallel Report Component: A detailed report section exploring the correlation between life jacket loaner stations and wear rates.

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 submitted.

Mandatory Award to Small or Veteran-Owned Business: As of April 1, 2023, State Parks is required to award competitively procured services contracts with an initial value less than $150,000 to the highest-ranked responsive and responsible Small or Veteran- Owned Business, unless there was no responsive and responsible Proposal from a Small or Veteran-Owned Business, per DES Policy DES-090-06, Supplier Diversity section.

Given that the contract is estimated to be less than $150,000, State Parks intends to award a contract to the lowest responsive and responsible bid from small businesses (as defined in RCW 39.26.010(22)(a)) or veteran-owned businesses under RCW 43.60A.190, unless none of these businesses are deemed responsible and responsive to this solicitation.

https://www.des.wa.gov/policies-legal/supplier-diversity-des-090-06

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All bidders must meet specified criteria and demonstrate their ability to fulfill contract requirements. The evaluation process will consider both the price and the bidder’s capacity to fulfil the contract effectively and efficiently.

This approach not only supports small and veteran-owned businesses but also aligns with our commitment to supplier diversity and equitable business opportunities. By promoting competitive procurement and prioritizing these businesses, we are fostering a diverse and inclusive marketplace that benefits all involved parties.

Certification: State Parks, in accordance with Washington law, encourage small and diverse businesses to compete for and participate in state procurements as contractors and as subcontractors.

Include proof of certification issued by the Washington State Department of Veteran Affairs or self-certify as a small business through WEBS at the time of competition. You may also include proof of certification from the Washington State Office of Minority & Women’s Business Enterprises (OMWBE). If you are a small business registered in Washington's Electronic Business Solution (WEBS), we will verify your registration to determine eligibility.

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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 should be directed to the State Parks Contracts and Grants Program (CGP) via the Procurement Coordinator's email listed on the face page. Contacting other State Parks staff may result in disqualification. Only responses posted on WEBS are official; all other communications are unofficial and nonbinding. State Parks reserves the right to amend this solicitation.

2.2 Prebid Conference

Bidders are invited to a virtual prebid conference 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 bid identification number and ‘RFP 325-475 RSVP’ in the subject line. A meeting link will be sent the next day. The conference date and time are indicated in Section 2.5.

Attendance to the Prebid Conference is optional.

Attendees are asked to not display video and keep their microphones muted if not speaking. If the conference fails or you have additional questions, send them by 3 PM (PST) on the same day. Responses to all questions received will be posted on WEBS.

State Parks is not responsible for technical issues or participation failures.

State Parks reserves the right to amend and modify this Competitive Solicitation.

2.3 Question and Answer Period

Bidders may ask questions at any time, but responses must be posted on WEBS before the bid’s due date to allow bidders to respond. Therefore, the final day for questions to receive a formal response is indicated in Section 2.5 – Procurement Schedule.

Send questions to contracts@parks.wa.gov with the bid identification number and ‘RFP 325-475 – Question’ in the subject line. Only responses posted on WEBS are official; all other communications are unofficial and nonbinding.

2.4 Complaint Period

Bidders should first attempt to address any concerns during the question and answer period. If a complaint is necessary, refer to Section 2.5 – Procurement Schedule for the final date of the Complaint Period. Complaints outside this period will not be considered.

Send complaints to contracts@parks.wa.gov with the bid identification number and ‘RFP 325-475 Complaint’ in the subject line. Failure to mark correctly may result in the complaint being missed. Responses to complaints will be posted on WEBS; only these responses are official.

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.

mailto:contracts@parks.wa.gov

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2.5 Procurement Schedule

Activity Due Dates & Times (all times are PST)

RSVP Prebid Conference

Wednesday, November 20, 2024 – 1pm

See Section 2.2 – Prebid Conference

Prebid Conference

Friday, November 22, 2024 – 11am – 11.30am

See Section 2.2 – Prebid Conference

Question Period

Monday, December 2, 2024 – 1pm

See Section 2.3 – Question and Answer Period

Answers Posted

Wednesday, December 4, 2024 (anticipated but may take longer) All responses to questions received will be posted on WEBS.

See Section 2.3 – Question and Answer Period

Complaint Period

December 5 – December 10, 2024

See Section 2.4 – Complaint Period.

Complaints received before or after the Complaint period will not be considered.

Bid

Due Date

Tuesday, December 17, 2024 – 1pm

See Section 4 - Responses – Required Content, Format, and Scoring, and Section 4.1 - Checklist of Required Submittals

Oral Presentations

The Oral Presentation criteria and instructions will be provided by email to the short-listed firms, if needed. (optional)

Announcement of Apparent Successful

Bidder (ASB)

After the Bid Due Date (deadline to submit bid responses) and following the evaluation, the state will announce the Apparent Successful Bidder (ASB).

See Section 7.1 – Announcement of Apparent Successful Bidder.

Debriefing of Bidders

Any bidder wanting a Debrief must request it within three (3) business days following the day of the Announcement of Apparent Successful Bidder (ASB).

See Section 7.3 – Debriefing of Bidders

Protest The debriefed Bidder wanting to submit a protest must submit a Protest within five business days following the day of the Debrief.

See 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 the 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 its response confirms that Bidder’s consent to these terms and conditions.

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4 Responses - Required Content, Format, and Scoring

This section describes the information required from offerors in response to this competitive solicitation and outlines how bids 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 in the table in this subsection identifies the content that must be included in each responsible submission (Bidder’s response). Any response that does not contain all these items may be rejected as non-responsive. Each item is discussed in more depth in the sections following the able.

# Submittal

Scoring Points and/or Low Price and/or

Pass/Fail

For Reference:

See Appendix or Section

Bidder Mark if Provided

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

Bidder’s Certifications (form provided)

* signature required pass/fail Appendix A, Section 4.2 Section 9.1

2 Bidder’s Profile (form provided) pass/fail

Appendix B, Section 4.3 Section 9.2

3 Bid Price (form provided) Up to 30 points Appendix C, Section 4.4 Section 9.3

Experience and Expertise (self-authored) Up to 40 points Section 4.5

Approach - Work Plan and Project Schedule (self-authored)

Up to 30 points Section 4.6

6 References (form provided) pass/fail

Appendix D, Section 4.7 Section 9.4

Diverse Business Inclusion Plan – Subcontractors (form provided) pass/fail *required if using subcontractors

Appendix E, Section 4.8 Section 9.5

The total scoring points available is 100, with a minimum of 60 points required for a bid to be considered responsive. 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 above serves multiple purposes:

1. Specifies the submittals 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.

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The table also indicates whether submittals will be scored based on points, low price, or pass/fail and provides a courtesy reference linking the submittal to other sections of the document.

General Evaluation Continuum

Bidder demonstrates renowned experience and/or the least or no risk, and/or 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 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.

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

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

4.3 (Appendix B) – Bidder’s Profile A 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.

4.4 (Appendix C) – Bid Price A form is provided for this part of your bid response. See Appendix C – Bid Price.

The award is made to the responsive and responsible bidder and who has the highest score and the lowest price. See also Section 1.3 Washington State Procurement Priorities and Preferences.

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

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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 30 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).

Cost Control: A bid may be deemed non-responsive if it exceeds the average of all other bids by 20%.

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 price submitted. Except as provided in the contract, there can 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.

4.5 Experience and Expertise

Bidder this part of your bid response is self-authored by you, no form is provided.

Title this submittal section: 4.5 - Experience and Expertise.

For the performance of these services, State Parks is looking for a contractor who:

• has experience in conducting recreational boating observational studies.

• Is able to reliably conduct field observations during the specified summer months.

• Is proficient in data analysis and report generation.

• Is familiar with Washington State's boating environments.

• Is capable of developing methodologies for the core study and parallel component.

In your submittal for this section, please describe how your proposal meets the above criteria, as well as any other experience related to the services of this solicitation.

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

4.6 Approach - Work Plan and Project Schedule

Bidder this part of your bid response is self-authored by you, no form is provided.

• Title this submittal section: 4.6 Approach - Work Plan and Project Schedule 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 must contain sufficient detail to convey to members of the evaluation team the Proposer’s approach to the project, knowledge of the subject, and skills necessary to successfully complete the project.

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The Proposer may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation.

Project Schedule: Include a project schedule indicating when the elements of the work will be completed. Project schedule must ensure that any deliverables requested are met.

This part of the bid response is scored up to 30 points.

4.7 (Appendix D) - References

A form is provided for this part of your bid response. See Appendix D – References.

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

Bidder must provide at least three (3) recent references, for similar work.

References provided must include a current point of contact name, email address, and phone number.

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

4.8 (Appendix E) – Diverse Business Inclusion Plan – Subcontractors A form is provided for this part of your bid response. See Appendix E – Diverse Business Inclusion Plan – Subcontractors. This form outlines the inclusion plan for diverse business subcontractors pertaining to the Contract.

* This form is only required if the bidder will be using subcontractors in the performance of this contract. If your response will not utilize subcontractors, you do not need to submit this form.

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

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5 Responses – Preparation, Submission Requirements and Preferences

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

5.1 Submission of Responses

Bids must be complete, legible, signed, and follow all instructions stated in the competitive solicitation document (including the appendices, and exhibits). Unless otherwise specified in writing, all documents included with an electronic bid should be submitted in pdf format.

Where required to do so, bidders may sign using either a physical or electronic signature.

Bidder’s electronic response must be emailed to the following address:

BidBox@parks.wa.gov.

The email subject line should include the bid identification number and your company name (RFP 325-475 - Bid - ACME, Inc.). Ensure the email, including attachments, is less than 30MB (preferably 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, through the BidBox email account. 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 directly for confirmation (see below).

Verification: Bidders are welcome to contact the State Parks Contracts and Grants Program team (CGP) to confirm that your bid response was received, however, this process works best if there’s enough time between the date and time submitted and the bid’s due date deadline. Send verification requests to:

contracts@parks.wa.gov The email subject line should include the bid identification number, and your company name (RFP 325-475 – Verification – ACME, Inc.)

Caution: We recommend you 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 and regardless of responsibility, 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.

mailto:BidBox@parks.wa.gov

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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 to any bidder who certifies.

• Washington Small Business. Applicable if the 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:

o 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.

o 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 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.

o 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:

o 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;

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(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.

o 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.

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

o 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:

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• Best Value Criteria:

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

6.7.1 - Preliminary Evaluation (procedural) and all of this section’s subparts.

If State Parks determines that a bid or Bidder must be rejected under 6.7.1 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 (RFP 325-475 Rejection).

• The Bidder must explain how and why State Parks erred in rejecting the Bidder’s bid under Section 6.7.1 - Preliminary Evaluation (Procedural).

State Parks will consider the rejected Bidder’s 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.

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The process detailed in this section does not supersede or displace the debrief process or protest process. A Bidder may, after the Announcement of Apparent Successful Bidder, request a Debrief session, which is a prerequisite for a Protest. See Section 7.3 – Debriefing of Bidders, and Section 7.4 – Protests for expanded details about the process 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 customer program requiring the goods/services 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 of Completion by Date

State Parks reserves the right to require that the Apparent Successful Bidder (ASB) provide, within three (3) business days after request, satisfactory evidence of ability to perform the services required according to the timeframe required by this solicitation.

Failure to provide satisfactory evidence may be grounds for submittal rejection.

6.5 Evaluation Steps

6.5.1 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)? Pass/Fail.