RFP 325-584 Island Co. Waste Pumping.pdf

COMPETITIVE SOLICITATION

REQUEST FOR BID PROPOSALS

RFP 325-584 WASTE PUMPING SERVICES IN ISLAND COUNTY WASHINGTON

CONVENIENCE USE CONTRACT

BRIEF DESCRIPTION: The Washington State Parks and Recreation Commission (State Parks) is seeking proposals from qualified firms to provide Waste Pumping Services to State Park locations located in Island County, WA on an “as needed basis”. Resulting contract(s) will be an RCW 39.26.160 Convenience-Use contract also known as Indefinite Delivery/Indefinite Quantity and may lead to multiple awards.

Bids are due: Tuesday, May 27, 2025, by 1:00 PM, PST.

ELECTRONIC BID RESPONSES ONLY: Bid responses will only be accepted electronically via Email/Email Attachment to BidBox@parks.wa.gov. (PDF scan encouraged). See Section 5.1 –

Submission of Responses for expanded details.

Procurement Coordinator: Dolly Kaufman, contracts@parks.wa.gov

Email Inquiries to: contracts@parks.wa.gov

• See also (special 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 Bidders’ 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 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

1.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES

2 DEADLINES, PREBID CONFERENCE, QUESTIONS AND 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) – RATE SCHEDULE

4.5 PROJECT EXPERIENCE AND CERTIFICATION

4.6 WASHINTON Small BUSINESS AND/OR CERTIFIED Veteran-Owned BUSINESS . 13

4.7 (APPENDIX D) - REFERENCES

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

5 RESPONSES – PREPARATION, SUBMISSION REQUIREMENTS & PREFERENCES ..14

5.1 SUBMISSION OF RESPONSES

5.2 RESPONSE LAYOUT REQUIREMENTS

5.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCE

6 EVALUATION AND AWARD

6.1 ORAL PRESENTATION (OPTIONAL)

6.2 Oral Presentations Evaluation CRITERIA (OPTIONAL)

6.3 BID RESPONSIVENESS

6.4 BIDDER RESPONSIBILITY ANALYSIS

6.4.1 REJECTED BIDS/BIDDERS & REJECTION NOTIFICATION & REJECTION

RESPONSE

6.5 GENERAL EVALUATION PROVISIONS

6.6 EVALUATION OF COMPLETION BY DATE

6.7 EVALUATION STEPS

6.7.1 Preliminary Evaluation (Procedural)

6.7.2 Substantive Evaluation: Phase 1

6.7.3 Substantive Evaluation: Phase 2 (Optional)

6.8 SELECTION OF APPARENT SUCCESSFUL BIDDER

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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) – RATE SCHEDULE (must be legible)

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

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

9.6 (EXHIBIT B) – Sample Contract & 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 Bid Responses is to establish a Convenience Use contract to procure the “as needed” goods and/or services as described herein. A Convenience Use contract is a form of Indefinite Delivery, Indefinite quantity (IDIQ) contract. The agency at all times reserves the right to separately compete for similar/same products or services during the life of the Convenience Use contract. State Parks confirms neither Department of Enterprise Services nor Correctional Industries can supply these items.

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 with a qualified vendors for State Parks. This competition will lead to one or more contracts. The purpose of this procurement is to secure on-call convenience use contracts, to provide qualified waste pumping services to State Park locations located in Island County, WA. Bidders must be licensed with the Island County Public Health Department in order to be considered for award.

This competition may result in one or more contracts. Compensation will be handled through purchase requisitions, purchase orders, and/or invoicing, as applicable.

The goal is for State Parks to establish a pool of contractors who are available on an as-needed basis. As a risk mitigation strategy, State Parks aims to engage multiple contractors rather than relying on just a few. However, the number of bids received, their quality, and the specific services offered by each bidder are currently unknown. During the evaluation process, State Parks staff will review and score proposals, but the distribution of scores cannot be predicted in advance. To be clear, State Parks is not required to make a specific number of awards, nor is it obligated to accept a low-scoring bid simply to reach a certain number of awards. State Parks reserves the right to exercise sole discretion and judgment in determining which contracts to award.

Additionally, the resulting contracts will likely include provisions allowing State Parks to engage another awardee from a different service area or region in cases where a contractor lacks capacity or where no contractor is available for a particular service or region.

SCOPE OF WORK

The All interested bidders shall be able to provide waste pumping and associated services as described and detailed in Exhibit A - Service Requirements which is posted separately on WEBS as Exhibit A-Service Requirements. Bidder does not have to offer all services described but must at least provide septic tank pumping and disposal services as this service is the main focus for State Parks.

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Contract Highlights For Any Resulting Contract The Washington State Park and Recreation Commission is seeking contractors to provide Waste Pumping Services at Camano Island State Park and Cama Beach State Park. The scope of work includes:

Routine, on-call, and emergency septic pumping Filter cleaning, tank cleaning and inspection, float inspections, etc. as needed Notify staff on arrival. Coordinate vault pumping with the attending and present staff members.

Offsite and onsite disposal of sewage, dictated by attending staff member Routine vault pumping taken offsite in most cases (weekend may differ) Urgent and emergency pumping can be pumped into drain field, as directed by staff members.

Notify staff of any spills Maintain vault site and work area in an orderly manner Restore work area to original condition Proof of receipt of proper disposal of waste taken off site Follow all WAC and RCW regulations while working parks

• While State Parks can’t know at this time who will bid and the quality of those bids, and the depth of population for a service/location, for a given service/location, the State Parks representative will have the authority and discretion to:

o Pick any one of the awarded contractors relative to the service/location, or reach out to a subset, or to all and requests quotes for the work needed by the State Parks representative.

• Purchase Order/Purchase Requisition: The contract(s) act as a set of umbrella contracts that will employ work orders for specific work. The work order identifies the specific objective, tasks to be performed, the deliverables and reports, etc. It is at this point the Contractor evaluates the risk and reward and offers a quote that at a minimum identifies the personnel hours needed and the anticipated travel & expenses so that it can be compared to the rate schedule provided in the contractor’s bid response.

• Quote Process: Contractors must provide a quote in the format required by the State Parks representative, but the quote must also include a clear discussion on travel and expenses which will help the State Parks representative understand if the Contractor understands the work to the same degree as State Parks. State Parks may ask for quotes from one or more Contractors and select the one of his/her choosing for any reason.

• Invoice: Initially, may include references to travel or expenses and supporting travel and expenses documentation, such as receipts or mileage calculations, which may be required to fulfill the reimbursement request. However, as mentioned earlier, State Parks is moving to an all-encompassing Lump Sum methodology. If and when adopted VIA MUTUALLY AGREED NEGOTIATION Travel & Expenses will be assumed to be rolled into the Consultant’s/Contractor’s blended rate (an up to value).

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• Rate Schedule: The Contractor may request a change to the Rate Schedule once per calendar year. If the new Rate Schedule is not adopted or approved by State Parks, the Contractor must complete any existing task order obligations, need not accept future different task orders and request a Termination for Convenience following the conclusion of the then current task orders. Reminder: Rate Schedules are an up to value. Be mindful that if a Rate Schedule is adopted and approved by State Parks it may none-the-less make your services unattractive or cost prohibitive when compared to other convenience use contractors.

CONTRACT TERM

The resulting multi-year contract may have a duration of up to 10 years, but within the duration the contract may be segmented into specific terms. The first term is expected to be five years but at State Parks’ discretion it may be a shorter period, thereafter, subsequent terms will be mutually negotiated contract extensions between the parties. The Contract is subject to earlier termination.

REQUIREMENTS

Bidders must be licensed with the Island County Public Health Department in order to be considered for award.

Bidder must be registered to do business in the state of Washington (hold a Universal Business Identifier (UBI)). If awarded the contract, the successful 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 for this Competitive Solicitation:

• Washington Small Business and/or Certified Veteran-Owned Business: 20 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 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 "RSVP" in the subject line (e.g., "RFP # RSVP"). A meeting link will be sent the next day. The conference date and time are also in Section 2.5.

Attendees should 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 will be posted on WEBS. State Parks is not responsible for technical issues or participation failures. Questions raised at the pre-bid conference and during the Q&A period will be answered and responses posted to WEBS.

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. The final day for questions to receive a formal response is in Section 2.5 – Procurement Schedule.

Send questions to contracts@parks.wa.gov with the bid 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 concerns during the Question-and-Answer period. If a complaint is necessary, refer to Section 2.5 – Procurement Schedule for the Complaints Period. Complaints outside this period will not be considered. Send complaints to contracts@parks.wa.gov with the bid identification number and "Complaint" in the subject line (e.g., "RFP # Complaint"). Failure to mark correctly may result in the complaint being missed. Responses 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 mailto:contracts@parks.wa.gov

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2.5 PROCUREMENT SCHEDULE

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

Activity Due Dates Time

RSVP Prebid Conference

05/02/2025

See additional details in Section 2.2 – Prebid Conference.

COB

Prebid Conference

05/06/2025

See additional details in Section 2.2 – Prebid Conference

10:00AM-

10:30AM

PST

Question Period

04/10/2025 – 05/12/2025

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

NA

Answer

Period

04/10/2025 – 05/16/2025, anticipated but may take longer. All Answer Responses will be posted on WEBS. See Section 2.3 – Question and Answer Period

Complaint Period

05/13/2025 – 05/16/2025

See additional details in Section 2.4 – Complaint Period.

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

NA

Bidder’s Response – Deadline

05/27/2025

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

1:00PM

PST

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’s due date (deadline to submit bid responses) 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

The Bidder wanting a Debrief must request a Debrief 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 The DEBRIEFED Bidder wanting to submit a protest must submit a Protest within five business days following the day of the 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 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 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 in the table in this subsection identifies the content that must be included in each responsible submission (Bidder’s bid response). 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.

# Submittal

Scored by 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, must be signed)

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 Rate Schedule (form provided) Up to 50 points Appendix C, Section 4.4 Section 9.3

Project Experience and Certification (self-authored)

Up to 20 points Section 4.5

Washington Small Business and/or Certified Veteran- Owned Business (self-authored)

20 points Section 4.6 Section 5.3

6 References (form provided) Up to 10 points

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

Total points available are 100, with a minimum of 30 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 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 for the bidder.

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) – RATE SCHEDULE

A FORM is provided for this part of your bid response. See APPENDIX C – Rate Schedule.

Bidder, please fill out the form and provide a rate schedule for your services that includes but not limited to the following;

o Pumping of septic tank with offsite disposal o Pumping of septic tank with onsite disposal o Overtime rate per trip

Bidder may include more rates for associated service(s) that bidder may offer that corresponds to this RFP, but bidder does not have to provide all the services that State Parks is seeking.

Subcontractors: Bidder, if you plan to use subcontracting to augment deficiencies or vacancies in skillset or functions, include the hourly rate schedule for subcontracted personnel.

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Rate Schedule Note: In the resulting contract the initial Rate Schedule shall be as bid for at least that same calendar year. Thereafter, the Contractor may request a change to the Rate Schedule once per calendar year. If the new Rate Schedule is not adopted or approved by State Parks, the Contractor must complete any existing task order obligations, need not accept future different task orders/purchase orders and request a Termination for Convenience following the conclusion of the then current task orders. Reminder: Rate Schedules are an up to value. Be mindful that if a Rate Schedule is adopted and approved by State Parks it may none-the-less make your services unattractive or cost prohibitive when compared to other convenience-use contractors.

This part of the bid response is scored up to 50 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 gets 50 points (25/25 = 1.0 x 50 points = 50),

• Bid B gets 47.17 points (25/26.50 = .943 X 50 points = 47.17),

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

SCORING CRITERIA:

There are many reasons a Rate Schedule might fail, including but not limited to:

• Lacking details.

• Hourly/ Per Gallon rates deemed too far outside the norm.

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 PROJECT EXPERIENCE AND CERTIFICATION

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

1. EXPERIENCE (10 POINTS)

A. Describe services provided by the Contractor that indicate the firm’s ability to provide the services described in this RFP, specifically Exhibit A-Service Requirements (posted separately on WEBS)

B. Attach and certifications/licenses that indicate the firm’s ability to provide the services described in this RFP.

2. STAFFING (5 POINTS)

A. Provide a short description of the staffing team and their experience regarding similar services that the firm provides.

B. Provide a brief management plan that focuses on staffing availability to perform the functionality of an “on-call” basis contract.

3. SCHEDULE (5 POINTS)

Describe the Contractor’s ability to meet deadlines, especially on a short-time frame/notice, the bidder may provide previous examples.

This part of the bid response is scored up to 20 points.

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4.6 WASHINTON SMALL BUSINESS AND/OR CERTIFIED VETERAN-OWNED BUSINESS

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

• Title this “4.6 WA Small Business/Veteran Owned Business 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), though no points will be awarded for OMWBE certification.

If you are a small business registered in Washington's Electronic Business Solution (WEBS), we will verify your registration to determine eligibility.

This part of the bid response is scored 20 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 and Recreation Commission as a reference).

Bidder must provide at least FIVE (5) Reference WITH FRESH ACTIVITY.

Provide a minimum of five references for similar services, with name and phone number.

This part of the bid response is scored up to 10 points.

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.

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

REQUIRED ONLY if Bidder will be using subcontractors to perform the Contract: This exhibit outlines the inclusion plan for diverse business subcontractors pertaining to the Contract.

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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 this Competitive Solicitation.

5.1 SUBMISSION OF RESPONSES

Bids must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the appendices, and exhibits). Unless otherwise specified in writing by 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 see if 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, "Verification," and your company name (e.g., "RFP # Verification ACME") CAUTION: 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 may be rejected. ---

5.2 RESPONSE LAYOUT REQUIREMENTS

The Bidder’s bid 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.

mailto:BidBox@parks.wa.gov

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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 20 points to any bidder who certifies.

• 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:

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;

(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.

RFP 325-584 Waste Pumping Services in Island County Washington Page 16 of 42 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 ORAL PRESENTATION (OPTIONAL)

Oral presentations, if deemed necessary by State Parks, may be used to select the winning response. State Parks reserves the right, at its sole discretion, to invite the top-scoring firms from the written evaluation to participate in an oral presentation. The top-scoring firms will be contacted to schedule a date, time, and location for the presentation. All key personnel must participate in the oral presentation. The Procurement Coordinator will reach out to the bidder(s) to arrange a date and time and will provide further instructions. Any commitments made by the Contractor during the oral presentation will be considered binding.

There will be a maximum of 100 points awarded based on bidder’s demonstration. All points will be cumulative. The oral presentation will determine the apparently successful bidder.

6.2 ORAL PRESENTATIONS EVALUATION CRITERIA (OPTIONAL)

Oral Presentation Evaluation Criteria Maximum Possible Point Total

Organization:

- Management Plan

25 points

Project Management:

- Project Scheduling

25 points

Expertise

- Understanding of this project

25 Points

Experience

- Relevant Past Projects

25 Points

TOTAL: 100 Points

Points for Oral Presentation will be determined according to the following guidelines, and weighted appropriately:

Bidder demonstrates renowned experience (5 points)

Bidder demonstrates considerable experience (4 points)

Bidder demonstrates solid experience (3 points)

Bidder demonstrates adequate experience (2 points)

Bidder demonstrates limited experience (1 points)

Bidder demonstrates no experience (0 points)

6.3 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

RFP 325-584 Waste Pumping Services in Island County Washington Page 18 of 42 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.

6.4 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:

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 noncost considerations; and

f) Life-cycle cost.

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

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• 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.

6.4.1 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. (e.g., "RFP # 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.

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 is announced, request a 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 the process and what State Parks will recognize as legitimate.

6.5 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, RFP 325-584 Waste Pumping Services in Island County Washington Page 20 of 42 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.

6.6 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 have the services performed and completed by: not used. Failure to provide satisfactory evidence may be grounds for submittal rejection.

6.7 EVALUATION STEPS

6.7.1 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. Acceptable manifestations of assent may include:

• Is the bid signed by an individual (a person and NOT a group or team) electronic, with a wet-ink signature albeit provided as a PDF scan, photo, or other similar visual copy representation?

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.

h) If any bid is rejected at this stage, send a Rejection Letter to the Bidder’s email address provided by the Bidder in Appendix B – Bidder’s Profile. See also Section 6.4.1 – Rejected Bids/Bidders & Rejection Notification & Rejection Response. Allow the Rejection process to run its course and then for all remaining responsive bids, advance the bid(s) to Section

6.7.2 – Substantive Evaluation: Phase 1.

6.7.2 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…