COMPETITIVE SOLICITATION

REQUEST FOR BID PROPOSALS – CONCESSION OPERATIONS

RFP 527-134 Twenty-Five Mile Creek State Park Camp Store and Gasoline Dock Concession

BRIEF DESCRIPTION: The Washington State Parks and Recreation Commission (State Parks) is seeking proposals to identify individuals or businesses qualified to operate and manage a food and beverage concession at Twenty-Five Mile State Park, located near the northern part of Lake Chelan, WA.

Bids are due: Tuesday, January 27, 2026, 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 2.3 –

Submission of Responses for expanded details.

Procurement Coordinator: Danielle Ansell, contracts@parks.wa.gov

Email Inquiries to: contracts@parks.wa.gov

• See also (special communication instructions) §2.1 (i – iii) §4.6, §4.7

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 INTRODUCTION

1.1 ACQUISITION AUTHORITY AND PURPOSE

1.2 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES

1.3 OBJECTIVE

1.4 MINIMUM QUALIFICATIONS

1.5 PERIOD OF PERFORMANCE

2 GENERAL INFORMATION FOR BIDDERS

2.1 COMMUNICATION REGARDING THIS COMPETITION

2.2 PROCUREMENT SCHEDULE

2.3 SUBMISSION OF PROPOSALS

2.4 RESPONSE LAYOUT REQUIREMENTS

3 PROPOSAL CONTENTS

3.1 SUBMITTAL A - BIDDER DECLARATION & CERTIFICATION (MANDATORY)

3.2 SUBMITTAL B - BIDDER PRIFILE (MANDATORY)

3.3 QUALIFICATIONS SECTION

3.3.1 SUBMITTAL C - BUSINESS PLAN (SCORED)

3.3.2 SUBMITTAL D - EXPERIENCE (MANDATORY)

3.4 SUBMITTAL E - REFERENCE (MANDATORY)

3.5 SUBMITTAL F – WASHINGTON SMALL BUSINESS AND/OR CERTIFIED VETERAN-OWNED

BUSINESS (SCORED)

3.6 SUBMITTAL G - QUOTATIONS SECTION (SCORED)

4 EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

4.2 CLARIFICATION OF PROPOSAL

4.3 EVALUATION, SCORING METHOD, VALUES AND PAGE LIMIT

4.4 REJECTED BIDS

4.5 ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER (ASB)

4.6 DEBRIEFING OF BIDDERS

4.7 PROTEST PROCEDURE

5 ADDITIONAL GENERAL PROVISIONS FOR ALL BIDDERS

5.1 SMALL AND DIVERSE BUSINESS PARTICIPATION

5.2 ALTERATIONS TO STATE PARKS DOCUMENTS:

5.3 UNREQUESTED SUPPLEMENTAL MATERIALS IN BIDDERS BID RESPONSE:

5.4 PUBLIC DISCLOSURE/ PROPRIETARY INFORMATION & WAIVER

5.5 REVISIONS TO THE RFP

5.6 ACCEPTANCE PERIOD

5.7 RESPONSIVENESS

5.8 MOST FAVORABLE TERMS

5.9 CONTRACT AND GENERAL TERMS & CONDITIONS

5.10 COSTS TO PROPOSE

5.11 NO OBLIGATION TO CONTRACT

5.12 REJECTION OF PROPOSALS

5.13 INSURANCE COVERAGE

6 RFP SUBMITTALS SUMMARY

7 SUBMITTAL A – BIDDER DECLARATION & CERTIFICATION (MANDATORY):

8 SUBMITTAL B – BIDDER PROFILE (MANDATORY):

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9 SUBMITTAL G – QUOTATION (PRICE SHEET)

10 EXHIBIT A – SAMPLE CONTRACT

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1 INTRODUCTION

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 AND PURPOSE

RCW 79A.05.030 authorizes the Washington State Parks and Recreation Commission (State Parks) to grant concessions in its state parks and parkways and set the terms of the Concession. Under the authority of RCW 79A.05.030 State Parks may directly negotiate and enter into agreements. While competition is not required it is also not prohibited and State Parks is choosing to perform a competition to help determine which Concessionaire (a.k.a.

Contractor) is worthy of the grant and in the best interest of State Parks.

The purpose State Parks grants this concession agreement is to provide quality services, programs, and facilities that enhance the convenience, enjoyment, education, and recreational experiences of State Parks visitors.

It is State Parks’ expectation that this competition will result in a concession grant contract with a Bidder that meets the Objectives herein.

1.2 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES

State Parks will prioritize Washington State procurement goals by evaluating bids based on best value and awarding a specific point preference to businesses that meet eligibility criteria as either a Washington-certified small business or a certified veteran-owned business. To qualify as a Washington small business, bidders must demonstrate that their principal place of business is located in Washington, meet size requirements based on employee count or revenue thresholds, and be certified through the Washington Electronic Business Solution

(WEBS).

Certified veteran-owned businesses must meet requirements for ownership, control, and incorporation, provide verification from the Washington Department of Veterans Affairs (WDVA), and be certified in WEBS.

To the extent reasonable, State Parks also seeks to include qualified firms with expertise in the relevant category of work that are certified diverse businesses. Diverse businesses are defined as small businesses, microbusinesses, mini-businesses, minority-owned businesses (MBE), women-owned businesses (WBE) as defined in RCW 39.26.010, and veteran-owned businesses as defined in RCW 43.60A.010.

These procurement preferences and inclusivity goals are designed to promote business inclusion and create opportunities for small, diverse, and veteran-owned enterprises within Washington State

1.3 OBJECTIVE

The purpose of this Request for Proposal (RFP) is to solicit a qualified vendor to operate a small camp store and provide gasoline service to the marina located within Twenty-Five Mile Creek State Park on Lake Chelan. The selected vendor will be responsible for managing a full-service retail operation that caters to park visitors, campers, and boaters. The store must offer a diverse selection of grocery items, camping necessities, and convenience goods appropriate for a recreational environment.

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Vendors may also sell beer and wine in accordance with applicable state and local regulations, and are encouraged to offer other service options to enhance the visitor experience. To be considered, vendors must demonstrate a minimum of five (5) years of experience in retail operations, with proven capability in managing retail facilities.

The Park Authority seeks a vendor who can deliver reliable, customer-focused service while maintaining high standards of cleanliness, safety, and compliance with all park and environmental regulations. Twenty-five Mile Creek State Park is approximately 20 miles northwest from the city of Chelan. It offers 36 campsites, picnic area, volleyball court, small swim beach and has a modern marina with 24 slips. This is the last gas station for boats going north on the lake until Steheiken.

The building sits on the shores of Lake Chelan adjacent to the marina and is approximately 1,300 square feet with approximately 700 square feet of retail space. There is a large back room that can be used as an office or storage as well as a kitchenette and private restroom.

Outside there is a small shed to store firewood, a small grassy area and deck. Vendor will have 40 feet of space at the gas dock for customers.

Vendor will need to provide their own display furniture, refrigeration equipment, patio furniture, etc. In addition, Vendor will need an endorsement to sell gasoline as well as a gas pump.

Vendor is responsible for their own utilities consisting of electrical, water, phone, garbage and internet/WIFI.

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1.4 MINIMUM QUALIFICATIONS

REQUIRED: The awarded Bidder/Contractor must be licensed to do business in the state of Washington.

Vendor must have at a minimum of five years of experience in retail or retail management business.

Vendor must be able to provide services at the park per the schedule below:

Daily Starting Memorial Day Weekend through Labor Day from 10:00 AM to 6:00 PM. Exact schedule is negotiable, and vendor may choose to open earlier in the season or stay later in the season.

Attendance for the park for the last two seasons was as follows:

Month/Year 2025 2024

May 8,600 8,000

June 13,000 13,000

July 21,100 25,500

August 19,700 19,900

September 3814 11,700

Bidders, who cannot meet the minimum qualifications will be rejected as non-responsive and will not receive further consideration. Any proposal that is rejected as non-responsive will not be evaluated or scored.

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1.5 PERIOD OF PERFORMANCE

The period of performance of any contract(s) resulting from this RFP is tentatively scheduled to begin on or about May 15, 2026, and have a duration of up to five (5) years. Thereafter, via mutual negotiation, State Parks and the Contractor may extend the contract for an additional five years or in parts thereof. GENERAL INFORMATION FOR BIDDERS 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.

1.6 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.

i. 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 2.2 – 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 2.2.

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.

ii. Question 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 2.2 – 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.

iii. Complaint Period:

Bidders should first address concerns during the Question-and-Answer period. If a complaint is necessary, refer to Section 2.2 – 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.

To be considered, complaints must be submitted in writing to the Procurement Coordinator by the deadline, using the specified email address and subject line.

Complaints must state their basis, propose a remedy, and address one of the following issues:

• Unnecessary restriction of competition.

mailto:contracts@parks.wa.gov

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• Unfair or flawed evaluation/scoring.

• Inadequate solicitation requirements for preparing a response.

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1.7 PROCUREMENT SCHEDULE

Any stated time is Pacific Time Zone (local time)

Activity Due Dates Time

RSVP Prebid Conference

01/02/2026

See additional details in Section 2.1 (i) – Prebid Conference.

COB

Prebid Conference

01/06/2026

See additional details in Section 2.1 (i)– Prebid Conference

10:30AM-

11:00AM

PST

Question Period

12/09/2025 – 01/02/2026

See additional details in Section 2.1 (ii)– Question and Answer Period.

NA

Answer

Period

12/29/2026 – 01/09/2026, anticipated but may take longer. All Answer Responses will be posted on WEBS. See Section 2.1 (ii) – Question and Answer Period

Complaint Period

01/12/2026 – 0/19/2025

See additional details in Section 2.1 (iii) – Complaint Period.

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

NA

Bidder’s Proposal – Deadline

01/27/2026

See also: Section 2.3 – Submission of Proposals

1:00PM

PST

Evaluate Proposals

Anticipate one to two weeks

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 4.5 – 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 4.6 – 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 4.7 - Protests

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State Parks reserves the right to revise the above schedule.

1.8 SUBMISSION OF PROPOSALS

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. ---

1.9 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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2 PROPOSAL CONTENTS

This section outlines the information required for the Competitive Solicitation and specifies the details that must be provided for a bid to be considered responsive.

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

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

2.1 SUBMITTAL A - BIDDER DECLARATION & CERTIFICATION (MANDATORY)

The Bidder Declaration & Certification (Submittal A to this RFP) must be signed and dated by a person authorized to legally bind the Bidder to a contractual relationship, e.g., the president or executive director of a corporation, the managing partner of a partnership, or the proprietor of a sole proprietorship. Submittal A must be signed and is evaluated on a pass/fail basis.

2.2 SUBMITTAL B - BIDDER PRIFILE (MANDATORY)

The Bidder’s Profile (Submittal B to this RFP) 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. 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.

2.3 QUALIFICATIONS SECTION

The qualifications section of the response must contain information that will demonstrate to the agency the Bidder’s understanding of the types of services proposed, the firm’s ability to accomplish them, and the ability to meet tight timeframes, etc.

Please submit the following:

2.3.1 SUBMITTAL C - BUSINESS PLAN (SCORED)

Up to six (6) pages, self-authored.

Provide a clear description of the concession's purpose, service concepts, and rationale for success. Include sufficient detail, as evaluators are not required to seek clarification or provide interviews. Lack of information may negatively impact evaluation. Submittal C includes three scored sections: a business plan explaining the concession's purpose, service concepts, and rationale for success; a menu presenting creative, practical options to attract customers and state park patrons;

and additional ideas and proposals highlighting innovative ways to enhance the concession's value and appeal.

2.3.2 SUBMITTAL D - EXPERIENCE (MANDATORY)

Up to three (3) pages, self-authored.

The awarded Bidder/Contractor must be licensed to do business in the state of Washington. Vendor must demonstrate a minimum of five (5) years of experience in retail operations, with proven capability in managing retail facilities. You may attach copies of licenses or other documents demonstrating compliance.

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Bidder, provide a self-authored document explaining how you meet this/these requirements.

2.4 SUBMITTAL E - REFERENCE (MANDATORY)

NOTE: THE BIDDER’S SELF-AUTHORED REFERENCE RESPONSE MUST BE

LEGIBLE AND MEET THE CONDITION IMMEDIATELY BELOW.

List names, addresses, telephone numbers, fax numbers and e-mail addresses of three references for whom work has been accomplished and briefly describe the type of service provided for them. By submitting a proposal in response to this Competition, the Bidder grants permission to State Parks to contact these references and others, who from State Parks’ perspective, may have pertinent information. State Parks may or may not, at State Parks’ discretion, contact references. Do not include current State Parks staff as references.

References: State Parks reserves the right to not check references. State Parks also reserves the right to request additional references if determined as necessary to evaluate the bidder.

2.5 SUBMITTAL F – WASHINGTON SMALL BUSINESS AND/OR CERTIFIED

VETERAN-OWNED BUSINESS (SCORED)

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

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

2.6 SUBMITTAL G - QUOTATIONS SECTION (SCORED)

Submit the Quotation Form (Submittal G to this RFP). It must be signed and dated by a person authorized to legally bind the Bidder to a contractual relationship, e.g., the president or executive director of a corporation, the managing partner of a partnership, or the proprietor of a sole proprietorship.

WA State SALES TAX: Awarded Bidders/Contractors are required to collect and pay Washington State taxes as applicable.

WA State LEASEHOLD TAX: The leasehold excise tax applies in lieu of county property tax when persons or businesses lease or occupy publicly-owned real or personal property. Public property is property owned by the federal government, state of Washington, counties, school districts and other municipal corporations.

Link: https://dor.wa.gov/taxes-rates/other-taxes/leasehold-excise-tax The evaluation process is designed to award this procurement not necessarily to the Bidder of least cost, but rather to the Bidder whose proposal best meets the requirements of this RFP. Bidders are encouraged, however, to submit proposals which are consistent with state government efforts to conserve state resources.

https://dor.wa.gov/taxes-rates/other-taxes/leasehold-excise-tax

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3 EVALUATION AND CONTRACT AWARD

This section outlines how bids for this Competitive Solicitation will be evaluated. It includes information about the announcement of the apparent successful bidder, and the applicable requirements for complaints, debriefings, and protests.

3.1 EVALUATION PROCEDURE

Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals may be accomplished by an evaluation team to be designated by State Parks, which will determine the ranking of the proposals.

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

The evaluation criteria is combined with and integrated into the Checklist (Matrix) in section

4.3 EVALUATION, SCORING METHOD, VALUES AND PAGE LIMIT below.

The Checklist Matrix in section 4.3 reflects all submittals required to be present in the Bidder’s bid response. It details whether pass/fail, scored, or a combination, the specific predetermined criteria and values system, the submittal form (if any), and section reference.

Some submittals are evaluated as pass/fail or scored either by a scoring evaluator or scoring team or predetermined method, and a few submittals are optional or informational.

Pass/Fail: Some submittals are scored pass/fail. If a Bidder’s bid submittal is scored a “fail” it will be disqualified from further evaluation and receiving an award/contract.

Point Scored: See Checklist (Matrix) for an individual Submittal breakdown of points.

General Evaluation Continuum: State Parks will use the following as general guidance and the specific criteria detailed in the Checklist (Matrix) in determining scores.

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)

3.2 CLARIFICATION OF PROPOSAL

The RFP Coordinator may contact the Bidder for clarification of any portion of the Bidder’s proposal.

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3.3 EVALUATION, SCORING METHOD, VALUES AND PAGE LIMIT

The following will be assigned to the proposal for evaluation purposes:

# Submittal Method Form

Provided Page Limit

What is of value to State Parks

(SP)

Reference Section

A Bidder Declaration & Certification

P/F Yes N/A Signed and included.

3.1

B Bidder Profile

P/F Yes N/A Completed and included.

3.2

C Qualifications - Business Plan

Scored:

up to 20 points

No; self-authored by the Bidder

Up to 6 Pages

SP is looking for a plan that demonstrates a robust knowledge, capability, and wherewithal to carry out the contract and serve park patrons.

SP will be looking for the Bidder's candor and well-thought-out detail versus what appears to be an inflated and unrealistic set of promise.

3.3.1

D Qualifications - Experience

Scored:

up to 20 points

No; self-authored by the Bidder

Up to 3 Pages.

Bidder may attach proving documents such as copies of licenses, etc.

Submittal must clearly demonstrate that the Bidder is licensed to do business in the state of Washington and has at least five

(5) years’ experience in activity sought by this competition.

3.3.2

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# Submittal Method Form Provided

Page Limit

What is of value to State Parks

(SP)

Reference Section

E References P/F No; self-authored by the Bidder

1 Page Approx.

SP is looking for references that know and/or have worked with the Bidder, can vouch for the Bidder’s good work acumen and ethic, and would hire and/or work with the Bidder.

3.4

F Small Business /Veteran Ownes Business Certification

Scored:

10 points

No; self-authored by the Bidder

Proof of WA-Small/Veteran, Business Certification. If you are a small business registered in Washington's Electronic Business Solution (WEBS), we will verify your registration to determine your eligibility.

3.5

G Quotation Scored:

10 points for greatest return and pro rata for remaining Bidders.

Yes N/A Greatest return to

SP.

3.6

3.4 REJECTED BIDS

Bids that do not meet the legal and mandatory requirements are deemed non-responsive and will be rejected. State Parks will notify the Bidder using the email address that is provided by the Bidder in the Bid response. State Parks will share the reason for the rejection. Once the bid is rejected, the bid is not evaluated any further, as such, the bid may contain other disqualifying factors that are unknown to State Parks.

3.5 ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER (ASB)

Following the bid Evaluation, State Parks will announce the Apparent Successful Bidder (ASB) by email to the email address provided by the Bidder on its Declaration of Certification Submittal. The Announcement of ASB starts a clock and it is the responsibility that the Bidder provide a working email. Make sure the email address is legible; State Parks accepts no responsibility for the Bidder’s receipt of the Announcement of ASB.

The announcement is called the Announcement of Apparent Successful Bidder. Notification that a Firm(s) was selected as the ASB simply means that at this point in time State Parks believes the ASB was the responsive and responsible Bidder offering the best value, but designation as the ASB is not a guarantee of a contract and/or State Parks Purchase Order, or purchase. State Parks reserves the right to reevaluate the ASB’s bid and determine whether or not the ASB’s bid was responsive and responsible and successful as first thought.

ASBs are cautioned not to commit funds, resources, and effort prior to receiving an actual executed contract and/or State Parks Purchase Order. Bidders and ASBs that commit funds, RFP 527-134 Twenty-Five Mile Creek Camp Concession Page 16 of 30 resources, and effort prior to a contract and/or State Parks Purchase Order do so at its own risk and peril.

3.6 DEBRIEFING OF BIDDERS

A. Send Debrief Requests to: contracts@parks.wa.gov.

B. Subject line must include "RFP # Debrief" C. Also refer to Section 2.2 - Schedule of Procurement Activities

Following the Announcement of the ASB and upon request, a debriefing conference will be scheduled with an unsuccessful Bidder. The request for a debriefing conference must be received by the RFP Coordinator within three (3) business days after the day of the Announcement of Apparent Successful Bidder. The debriefing will be scheduled by State Parks and it will be likely held within a few days of the Announcement. State Parks will not allow the Bidder to delay the Debriefing conference.

Discussion will be limited to a critique of the requesting Bidder’s proposal. Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of ½ hour.

3.7 PROTEST PROCEDURE

NOTE: Protests received before or after the five (5) business day window described below will be disqualified and found to have no merit.

A. Send Protest Filings to: contracts@parks.wa.gov B. Subject line must include "RFP # Protest" C. Also refer to Section 2.2 - Schedule of Procurement Activities

This procedure is available to Bidders who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Bidder is allowed five (5) business days to file a protest of the acquisition with the RFP Coordinator. Protests may be submitted by email, but should be followed by the original document.

Bidders protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Bidders under this procurement.

All protests must be in writing and should be signed by the protesting party or an authorized Agent (a scanned PDF will suffice). The protest must state the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included. All protests shall be addressed to the RFP Coordinator.

Only protests stipulating an issue of fact concerning the following subjects shall be considered:

• A conflict of interest on the part of the evaluator

• Errors in computing the score

• Non-compliance with procedures described in the procurement document

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) An evaluator’s professional judgment on the

RFP 527-134 Twenty-Five Mile Creek Camp Concession Page 17 of 30 quality of a proposal, or 2) State Parks’ assessment of its own and/or other agencies’ needs or requirements.

Upon receipt of a protest, a protest review will be held by State Parks. State Parks will assign a person who was not involved in the procurement, who will consider the record and all available facts and issue a decision within ten (10) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.

The final determination of the protest shall:

• Find the protest lacking in merit and uphold State Parks’ action.

• Find only technical or harmless errors in State Parks’ acquisition process and determine State Parks to be in substantial compliance and reject the protest.

• Find merit in the protest and in which case State Parks options may include:

Correct the errors and re-evaluate all proposals Reissue the solicitation document and begin a new process Make other findings and determine other courses of action as appropriate

If State Parks determines that the protest is without merit, State Parks will enter into a contract with the Apparent Successful Bidder (ASB). If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.

PAGE LIMITATION: State Parks does not currently require a page limit for Protests but emphasizes the need for submissions to be succinct, organized, logical, and professional.

Protests must clearly fall within one of the allowable categories. Submissions that contain irrelevant material, rants, disparaging remarks, excessive attachments, or require the reader to piece together arguments from large volumes of material will be administratively rejected.

The Procurement Coordinator will notify the protesting party of the rejection, and no opportunity to cure or resubmit will be provided.

REVIEW OF PROTEST BY STATE PARKS: The purpose of a Protest review is to give enhanced consideration to the argument being made by the Protesting party and the agency’s need to meet the mission of State Parks. Protests will be reviewed by a State Parks manager who is not involved with this action and who will determine if State Parks needs reasonably requires the methodology employed. When a decision is reached, a response will be sent to the protesting party.

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4 ADDITIONAL GENERAL PROVISIONS FOR ALL BIDDERS

This section provides additional information regarding doing business with the State of Washington, including State Parks’ efforts to enable Washington’s small, diverse, and veteran-owned businesses to compete for and participate in state procurements for goods/services.

4.1 SMALL AND DIVERSE BUSINESS PARTICIPATION.

State Parks strongly encourages the participation of minority and women-owned businesses, Veteran owned businesses, and small businesses, as Contractor.

If you are a small business that needs assistance responding to this solicitation, help is available. Please visit OMWBE Small Business Assistance at https://omwbe.wa.gov/small-business-assistance to see the services offered. The Washington Procurement Technical Assistance Center (PTAC) is also available with no cost, confidential technical assistance for small businesses doing business with the state government.

Minority and Women-Owned Businesses In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation. Bidders may go to https://omwbe.wa.gov/directory-certified-businesses to obtain information on certified firms

4.2 ALTERATIONS TO STATE PARKS DOCUMENTS:

The Bidder understands and agrees that the Bidder shall not alter this document [original competition and any follow-on competition amendments] and if the bid response received by State Parks materially alters the competition or competition amendments (if any) then the bid response may be disqualified. Whether the alteration is noticed or not noticed by State Parks, any resulting contract may be cancelled by State Parks (only State Parks) and the Bidder/Contractor shall hold State Parks HARMLESS, SAVE HARMLESS, INDEMNIFY AND DEFEND (AT BIDDERS EXPENSE). Or, State Parks may allow the contract to continue with the altered portions being ignored in favor of the State Parks official language. The awarded Bidder/Contractor understands, agrees, and accepts this provision and SHALL hold State Parks HARMLESS, SAVE HARMLESS, INDEMNIFY AND DEFEND (AT BIDDERS

EXPENSE).

4.3 UNREQUESTED SUPPLEMENTAL MATERIALS IN BIDDERS BID RESPONSE:

Unrequested material places doubt whether or not the Bidder is making an exception to the Competition or makes the Bidder’s bid response contingent on State Parks accepting the unrequested material. The Bidder understands and agrees that the Bidder shall not supplement this document [original competition and any follow-on competition amendments] with unrequested materials and if the document received by State Parks includes unrequested materials it may be disqualified. Whether the supplemental material is noticed or not noticed by State Parks, any resulting contract may be cancelled by State Parks (only State Parks) and the Bidder/Contractor shall hold State Parks HARMLESS, SAVE HARMLESS, INDEMNIFY AND DEFEND (AT BIDDERS EXPENSE).. Or, State Parks may allow the contract to continue with the supplemental material being ignored in favor of the State Parks official language. The awarded Bidder/Contractor understands, agrees, and accepts this provision and SHALL hold State Parks HARMLESS, SAVE HARMLESS, INDEMNIFY AND DEFEND (AT BIDDERS EXPENSE).

https://omwbe.wa.gov/small-business-assistance https://omwbe.wa.gov/small-business-assistance https://omwbe.wa.gov/directory-certified-businesses https://omwbe.wa.gov/directory-certified-businesses

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4.4 PUBLIC DISCLOSURE/ PROPRIETARY INFORMATION & WAIVER

Procurement records for this competition cannot be released or viewed until after the Announcement of Apparent Successful Bidder (ASB); see Section 4.5 – Announcement of Apparent Successful Bidder. A Bidder may request copies of the competition records, including the solicitation and evaluation documents, or may inspect the competition records.

State Parks has a Public Records Officer and webpage for this purpose. If you’d like copies of these records, please click on the link(s) below for agency instructions.

• Public Records Request Info

• Public Records Center When completing your request, it is helpful to identify it clearly to avoid delays. The email subject line should include the bid identification number and project name (e.g., "RFP # Procurement Name") The Bidder will affirm in the Certifications and Assurances (Submittal A) that the bid response does not contain any confidential or proprietary information and that Bidder grants to State Parks a full and complete Release of Information should the Bid Response contain any Confidential or Proprietary information.

4.5 REVISIONS TO THE RFP

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

State Parks also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract.

4.6 ACCEPTANCE PERIOD

Proposals must provide 90 days for acceptance by State Parks from the due date for receipt of proposals.

4.7 RESPONSIVENESS

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Consultant is specifically notified that failure to comply with any part of the RFP may result in rejection of the proposal as non-responsive.

State Parks also reserves the right in its sole discretion to waive minor administrative irregularities.

4.8 MOST FAVORABLE TERMS

State Parks reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Bidder can propose. State Parks does reserve the right to contact a Bidder for clarification of its proposal.

The Bidder should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Bidder’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to State Parks.

mailto:%E2%80%A2%09public.disclosure@parks.wa.gov https://parks.wa.gov/about/contact-us/public-records-requests https://stateofwa-my.sharepoint.com/personal/manuel_iglesias_parks_wa_gov/Documents/Desktop/0-%20New%20RFx%20Documents/Washington%20State%20Parks%20and%20Recreation%20_%20Public%20Records%20Center.html

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4.9 CONTRACT AND GENERAL TERMS & CONDITIONS

The apparent successful Bidder will be expected to enter into a contract, which is substantially the same as the sample contract and its general terms and conditions attached as Exhibit A.

In no event is a Bidder to submit its own standard contract terms and conditions in response to this solicitation.

It is anticipated the first deliverable under the contract will be a scoping plan, which will define the specific services to be provided by the Contractor based upon agreement between State Parks and the Contractor.

4.10 COSTS TO PROPOSE

State Parks will not be liable for any costs incurred by the Bidder in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

4.11 NO OBLIGATION TO CONTRACT

This RFP does not obligate the state of Washington or State Parks to contract for services specified herein.

4.12 REJECTION OF PROPOSALS

State Parks reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

4.13 INSURANCE COVERAGE

Upon State Parks request, the awarded Bidder (Contractor) shall furnish State Parks with a certificate of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth below.

The Contractor shall, at Contractor’s own expense, obtain and keep in force insurance coverage, which shall be maintained in full force and effect during the term of the contract.

The Contractor shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to State Parks within fifteen (15) days of the contract effective date.

Liability Insurance Commercial General Liability Insurance (CGL): Contractor shall maintain general liability insurance and, if necessary, commercial umbrella insurance, with a limit of not less than $1,000,000 per each occurrence. If CGL insurance contains aggregate limits, the general aggregate limit shall be at least twice the “each occurrence” limit. CGL insurance shall have products-completed operations aggregate limit of at least two times the “each occurrence” limit. CGL insurance shall be written on ISO occurrence from CG 00 01 (or a substitute form providing equivalent coverage). All insurance shall cover liability assumed under an insured contract (including the tort liability of another assumed in a business contract) and contain separation of insureds (cross liability) condition.

Additionally, the Contractor is responsible for ensuring that any subcontractor provide adequate insurance coverage for the activities arising out of subcontracts.

Business Auto Policy: As applicable, the Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit not less than $1,000,000 per

RFP 527-134 Twenty-Five Mile Creek Camp Concession Page 21 of 30 accident. Such insurance shall cover liability arising out of “Any Auto.” Business auto coverage shall be written on ISO form CA 00 01, 1990 or later edition, or substitute liability form providing equivalent coverage.

Employers Liability (“Stop Gap”) Insurance In addition, the Contractor shall buy employers liability insurance and, if necessary, commercial umbrella liability insurance with limits not less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease.

Additional Provisions Above insurance policy shall include the following provisions:

• Additional Insured. State Parks, its elected and appointed officials, agents and employees shall be named as an additional insured on all general liability, excess, umbrella and property insurance policies. All insurance provided in compliance with this contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by the state.

• Cancellation. State Parks shall be provided with written notice before cancellation or non-renewal of any insurance referred to therein, in accord with the following specifications. Insurers subject to 48.18 RCW (Admitted and Regulation by the Insurance Commissioner): The insurer shall give the state 45 days’ advance notice of cancellation or non-renewal. If cancellation is due to non-payment of premium, the state shall be given 10 days advance notice of cancellation. Insurers subject to 48.15 RCW (Surplus lines): The state shall be given 20 days advance notice of cancellation.

If cancellation is due to non-payment of premium, the state shall be given 10 days advance notice of cancellation.

• Identification. Policy must reference the state’s contract number and the agency name.

• Insurance Carrier Rating. All insurance and bonds should be issued by companies admitted to doing business within the state of Washington and have a rating of A-, Class VII or better in the most recently published edition of Best’s Reports. Any exception shall be reviewed and approved by State Parks, the risk manager for the state of Washington, before the contract is accepted or work may begin. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and 284-15 WAC.

• Excess Coverage. By requiring insurance herein, the state does not represent that coverage and limits will be adequate to protect Contractor, and such coverage and limits shall not limit Contractor’s liability under the indemnities and reimbursements granted to the state in this contract.

Workers’ Compensation Coverage The Contractor will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The state will not be held responsive in any way for claims filed by the Contractor or their employees for services performed under the terms of this contract.

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5 RFP SUBMITTALS SUMMARY

• Submittal A – Bidder Declaration & Certification (use and submit form below).

• Submittal B – Bidder Profile (use and submit form below).

• Submittal C – Business Plan (placeholder only, bidder will submit a self-authored document).

• Submittal D – Experience (placeholder only, bidder will submit a self-authored document).

• Submittal E – References (placeholder only, bidder will submit a self-authored document).

• Submittal F – Small Business/ Veteran owned Business (placeholder only, bidder will submit self-authored document).

• Submittal G – Quotation (use and submit form below).

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6 SUBMITTAL A – BIDDER DECLARATION & CERTIFICATION (MANDATORY):

Bidder, through the duly authorized undersigned, makes this certification as a required element of submitting a responsive bid. Bidder certifies, to the best of its knowledge and belief that the following are true, complete, correct, and made in good faith:

1. I/My Firm make the following certifications and assurances as a required…