RFP 527-309 Cowlitz Area SMTG-RFP.pdf

COMPETITIVE SOLICITATION

REQUEST FOR BID PROPOSALS

RFP 527-309 COWLITZ AREA SNOWMOBILE TRAIL GROOMING

BRIEF DESCRIPTION: The Washington State Parks and Recreation Commission’s Winter Recreation Program (State Parks) is soliciting proposals from qualified firms to provide trail grooming services for approximately 77 miles of snowmobile trails located in the Cowlitz Valley Ranger District of the Gifford Pinchot National Forest near Packwood in Lewis and Skamania Counties, Washington State.

Bids are due: Tuesday, October 13th, 2026, by 1:00PM, 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: Jacob Eckmann, Contracts@parks.wa.gov

Email Inquiries to: contracts@parks.wa.gov

• See also (special communication instructions) §1.6, §5.1., §4.1.

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 PROCUREMENT SCHEDULE

2.1 COMMUNICATION REGARDING THIS COMPETITION

2.2 Prebid Conference

2.3 QUESTION AND ANSWER PERIOD

2.4 COMPLAINT PERIOD:

2.5 PROCUREMENT SCHEDULE:

3 SPECIAL TERMS

3.1 ADVANCED PAYMENT PROHIBITION

3.2 BUSINESS STRUCTURE & EMPLOYEES (Compliance with Law)

3.3 THE RESULTING CONTRACT AND ITS TERMS AND CONDITIONS

4 RESPONSES - REQUIRED CONTENT, FORMAT, AND SCORING:

4.1 CHECKLIST OF REQUIRED SUBMITTALS

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

4.3 (APPENDIX B) – BIDDER’S PROFILE

4.4 LIST AND DESCRIPTION OF EQUIPMENT (WITH PHOTOS)

4.5 BACK-UP PLAN FOR EQUIPMENT FAILURE

4.6 PROOF OF OWNERSHIP/CONTROL FOR THE EQUIPMENT LISTED

4.7 (APPENDIX C) – BID PRICE/COST SHEET FOR EACH PIECE OF EQUIPMENT ... 12

4.8 EXPERIENCE

4.9 PLAN OF OPERATION

4.10 CAPACITY TO CARRY OUT THE CONTRACT

4.11 SUBCONTRACTING NOT AUTHORIZED

4.12 WASHINTON SMALL BUSINESS AND/OR CERTIFIED VETERAN-OWNED

BUSINESS

4.13 LETTERS OF REFERENCE (PASS/FAIL)

4.14 (APPENDIX D) – Diverse Business Inclusion Plan – Subcontractors

5 RESPONSES – PREPARATION, SUBMISSION REQUIREMENTS AND PREFERENCES

5.1 SUBMISSION OF RESPONSES

5.2 RESPONSE LAYOUT REQUIREMENTS

5.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCE

6 EVALUATION AND AWARD

6.1 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

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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

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

7.1 ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER (ASB)

7.2 PROCUREMENT RECORDS DISCLOSURE

7.3 DEBRIEFING OF BIDDERS

7.3.1 How To Request A Debrief Conference

7.3.2 Debrief Meeting, Discussion, And Delay

7.3.3 Debrief Is A Prerequisite For Protest

7.4 PROTEST

7.4.1 General:

7.4.2 Form And Content:

7.4.3 Content Limitations:

7.4.4 Submission Of Protests

7.4.5 Grounds Which May Be Protested

7.4.6 Manager Assignment And Review

7.4.7 Protest Determinations And Findings

7.4.8 Agency Decision is final

8 ADDITIONAL GENERAL PROVISIONS FOR ALL BIDDERS

8.1 ANNOUNCEMENT AND SPECIAL INFORMATION

8.2 CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES

8.3 AMENDMENTS TO THE COMPETITION

8.4 RESPONSIVENESS OF BIDDER’S RESPONSE

8.5 CLARITY AND CLARIFICATIONS

8.6 COST OF RESPONSE PREPARATION

8.7 OWNERSHIP OF RESPONSES

8.8 FINAL SELECTION & NO OBLIGATION

8.9 INCORPORATION OF RESPONSE IN CONTRACT

8.10 STATEWIDE VENDOR PAYMENT REGISTRATION

8.11 WEBS REGISTRATION

8.12 POLYCHLORINATED BIPHENYLS (PCBS) NOTICE

8.13 SMALL AND DIVERSE BUSINESS

8.14 ACCESS EQUITY CONTRACT REPORTING

8.15 PUBLIC DISCLOSURE & WAIVER OF PROPRIETARY INFORMATION

8.16 CIVIL RIGHTS COMPLIANCE

9 APPENDICES AND EXHIBITS

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

9.2 (APPENDIX B) – BIDDER PROFILE

9.3 (APPENDIX C) – BID PRICE/COST SHEET (must be legible)

9.4 (APPENDIX D) – DIVERSITY BUSINESS INCLUSION PLAN - SUBCONTRACTORS

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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

RCW 79A.05.225 authorizes the Washington State Parks and Recreation Commission to plan, construct, and maintain suitable facilities for winter recreational activities.

Under the authority of RCW 79A.05.225 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 service provider (a.k.a.

Contractor) is in the best interest of State Parks.

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

1.2 PURPOSE OF THE PROCUREMENT – AWARD A CONTRACT

The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award a contract for State Parks. The contract will provide winter maintenance service on designated trail systems in Washington State. The Contractor shall be required to provide specified trail grooming services on the trails designated in this RFP.

Trail grooming also requires clearing downed trees from the trail after windstorms and heavy snow events, and ensuring the trail is safe for winter recreation.

The Contractor is required to provide specified trail grooming services of approximately 77 miles of snowmobile trails located in the Cowlitz Valley Ranger District of the Gifford Pinchot National Forest near Packwood in Lewis and Skamania Counties, Washington State.

This solicitation includes the following Exhibits:

Exhibit A: The sample Service Contract and the sample Task Order contract are documents which give insight into what the resulting contract may include.

Exhibit B: Statement of Work is a document that must be reviewed so that the Bidder can understand the body of work and expectations and author a competent bid response.

Exhibit C: Contains the grooming standards, operating procedure, work policies, and maps

Bidders must review these documents to understand technical standards, operational procedures, work policies and site maps. Exhibit A, B and C are incorporated by reference into the competition and by extension into any resulting contract.

Capacity: Proponents that respond to more than one RFP, or hold existing winter maintenance services contracts, must explain within their responses how they would provide winter maintenance services in more than one area, in the event that they are selected as the successful proponent in more than one area.

Proposals will be evaluated based upon factors that include but are not limited to:

a) The description of the equipment to be used (with photos).

b) Equipment failure back-up plan.

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c) The demonstrated proof of ownership or control of the equipment.

d) The hourly price of each piece of equipment.

e) Experience of the Bidder.

f) Plan of operations.

g) Capacity of the firm to carry out the contract.

h) Subcontracting not Authorized Statement and Acknowledgement.

i) Washington Small Business and/or Certified Veteran-Owned

j) Letters of Reference (fresh set).

BACKGROUND

Washington State Parks’ Winter Recreation Program has been in existence for 40 years and provides access to winter recreational opportunities for thousands of people across the state each winter. These recreational activities include cross-country skiing, snowmobiling, snow biking, snowshoeing, skijoring, dog-sledding, fat tire biking, and other snow-based activities carried out on lands owned by or administered by State Parks under agreements with other organizations. Over its life, the program has grown exponentially and now includes 136 Sno-Park parking areas statewide for motorized and non-motorized trail access. Some Sno-Parks are shared by both motorized and non-motorized uses.

Associated with these Sno-Parks are more than 3,000 miles of winter trails that are provided and maintained in cooperation with federal, state, county and local agencies, snowmobile clubs, ski clubs, private landowners and contractors. State Parks has also designated five snow-play areas that are serviced by Sno-Parks, providing access for tubing and other snow-based recreational activities.

The dramatic increase in recreational demand since inception of the program has necessitated an evolving management response to ensure that parking lots are constructed, maintained and plowed, restrooms provided, trails maintained and groomed, signs posted, rules enforced, conflicts resolved, and visitors kept informed. The successful proponent will be providing a valuable service to the public through the Winter.

CONTRACT TERM

The successful proponent will be awarded a five-year contract to provide winter maintenance services as explained in the scope of work for five winter seasons (typically December 1 through March 31), beginning December 1, 2026, and ending April 30, 2031.

Duration of Contractual Relationship: State Parks plans a potential 5-year relationship broken into fixed 1-year terms. Prior to the end of the first fixed 1-year term, State Parks and the awarded contractor will meet to discuss entering into a subsequent 1-year term, but a shorter period is allowed, and this will be accomplished via bilateral and mutual negotiation. Prior to the end of the initial up to 5-year relationship State Parks will engage the public, meaning the trail grooming and/or snow removal community via a set of Requests for Information and/or other communication streams to gage if in State Parks opinion there is any meaningful business operations and availability to warrant a new competition. If so, State Parks will compete and if not, a new up to 5-year term with the current contractor will be attempted. Community engagement would be on a similar cycle to gage business operations and availability prior to a new up to 5-year term with the current contractor. This process may continue unless/until State Parks deems it beneficial to compete or the parties are unable to mutually negotiate a new up to 5-year term.

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

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ESTIMATED CONTRACT VALUE

The Winter Recreation Advisory Committee (WRAC) approved a $46,916.00 budget for the 2025-2026 season. That figure reflects last year’s approval only; future funding remains subject to WRAC and state approval and State Parks does not guarantee any minimum purchase services. Contracts are issued annually with an initial term of five years and options to extend up to ten years total.

REQUIREMENTS

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 non-responsive.

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: 10 points

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2 DEADLINES, PREBID CONFERENCE, QUESTIONS AND PROCUREMENT SCHEDULE

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

2.1 COMMUNICATION REGARDING THIS COMPETITION

All communication 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 Complaint Deadline. The complaint period ends five (5) business days before the bid due date.

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

09/03/2026

See additional details in Section 2.2 – Prebid Conference.

COB

Prebid

Conference

09/08/2026

See additional details in Section 2.2 – Prebid Conference

10:30AM-

11:00AM

PST

Question

Period

09/08/2026 – 09/29/2026

See additional details in Section 2.3 – Question and Answer

Period.

NA

Answer

Period

09/29/2026 – 10/06/2026, anticipated but may take longer. All Answer

Responses will be posted on WEBS. See Section 2.3 – Question and

Answer Period

Complaint

Deadline

10/06/2026

See additional details in Section 2.4 – Complaint Period.

Complaints received before or after the Complaint period will not be considered. The complaint period ends five (5) business days before the bid due date.

NA

Bidder’s

Response –

Deadline

10/13/2026

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.

The document file name includes “Sample Contracts” and includes one file posted separately on WEBS:

• Exhibit A: Sample Contract

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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

List and description of Equipment with Photos (self-authored)

Scored up to 35 points.

Section 4.4

Back-up Plan if Equipment Fails (self-authored)

Section 4.5

Proof of Ownership/Control of Equipment (vehicle titles, bills of sale, receipts, purchase agreements, statements of ownership) (self-authored)

Section 4.6

Bid Price/Cost Sheet for each piece of equipment (form provided)

Scored up to 30 points.

Appendix C, Section 4.7 Section 9.3

7 Experience (self-authored)

Scored up to 25 points.

Section 4.8

8 Plan of Operation (self-authored) Section 4.9

Capacity of the firm to carry out the contract (self-authored)

Section 4.10

Subcontracting not Authorized Statement/Acknowledgement (self-authored)

Section 4.11

Certified veteran-owned and/or Washington small, diverse business (self-authored)

10 points. Section 4.12

Letters of References (provided by bidder) (fresh dates)

Pass/Fail Section 4.13

13 Diverse Business Inclusion Plan – Subcontractors (form provided)

Pass/Fail Required if using subcontractors

Appendix D, Section 4.14 Section 9.4

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Total points available are 100, with a minimum of 60 points required for a bid to be considered responsive. If a Washington Small Business or Certified Veteran-Owned Business does not meet the minimum points, the bid will be deemed non-responsive and rejected.

The table 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.

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.

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EQUIPMENT (4.4 – 4.6) - This portion of your bid response has a combined score of up to 35 points.

4.4 LIST AND DESCRIPTION OF EQUIPMENT (WITH PHOTOS).

(Scored)

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

Bidder list and describe equipment proposed to be used to provide required services, (including manufacturer, model, age, engine hours, etc.) INCLUDE PHOTOS (which do not need to be glossy originals but can be copies as long as they are of good quality, clear and in color).

Bidder please be clear how you assemble and group this information. You may provide more than one photo per piece of equipment, but the evaluators need to be able to align and understand the information. Please clearly segment and mark each piece equipment and its accompanying photo(s) as #1, #2, #3 or Equip 1, Equip 2, Equip 3, or some similar type of alpha-numerical designation. Clear designation will be important in aligning the equipment to the Hourly Costs part of the bid response.

4.5 BACK-UP PLAN FOR EQUIPMENT FAILURE

(Scored)

Bidder this part of your bid response is self-authored by you, no form is provided. Bidder explain your back-up plan should your equipment fail.

4.6 PROOF OF OWNERSHIP/CONTROL FOR THE EQUIPMENT LISTED

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

Bidder for each piece of equipment you’ve listed in the section above include proof of ownership and/or control.

Proof may be in the form of vehicle titles, bills of sale, receipts, purchase agreements, statements of ownership.

Please mark these documents as you did for the list of equipment (with photos) and make sure they align with each other.

EQUIPMENT PRICING (4.7) This portion of your bid response is scored up to 30 points.

4.7 (APPENDIX C) – BID PRICE/COST SHEET FOR EACH PIECE OF EQUIPMENT

A FORM is provided for this part of your bid response. See APPENDIX C – Bid Price/Cost Sheet

Bidder must complete Appendix C – Bid Price/Cost Sheet. Bidder must provide an all-inclusive hourly rate for each piece of equipment proposed to perform the required services, including primary equipment, backup equipment, and any support equipment proposed for paid contract work.

The all-inclusive hourly rate must include all necessary to perform the work, including but not limited to operator labor, fuel, equipment repair and maintenance, storage, transportation, insurance, overhead, profit, and any other cost associated with the contract. Cost of living adjustments (COLAS), fuel increases, and other escalation costs will NOT be considered unless expressly approved by State Parks in writing through a contracts amendment.

Price Evaluation: State Parks will evaluate price using the hourly rates submitted in Appendix C (Part 1). For evaluation purposes only, State Parks will calculate a Total

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Evaluated Price using a standardized evaluation scenario. The standardized agency evaluation scenario will be applied equally to all responsive bidders. The evaluation scenario is used only for comparing bid prices and does not guarantee any minimum amount of work, hours, payment, or purchase under the resulting contract. Actual payment will be based on approved and documented service hours performed on designated trails in accordance with contract and within budget availability.

Equipment Hours Required: Bidders must provide the all-inclusive hourly rates for all equipment, primary, backup, and support. For price evaluation purposes, State Parks will evaluate only the equipment rates associated with Bidder’s proposed regular services model for performing the standard services work identified as primary equipment. Equipment identified as backup and support-only will not be included in the Total Evaluation Price unless the Bidder proposes to use that equipment as part of regular service operations. All support costs necessary to perform the work should be included in the Bidder’ all-inclusive hourly rate.

Evaluation Scenario - For evaluation purposes only State Parks will use 140 Hours as the Winter Recreation average season hours. The 140 hours are used only to compare bid prices and do not guarantee any minimum amount of work, hours, payment, or purchase under the resulting contract.

Total Evaluate Price = All-inclusive Hourly Rate for All Primary Equipment x Winter Rec Average Season Hours

This part of the bid response is scored up to 30 points with a pro rata share for higher-cost bids. For example, if three bids are received (A @ $25, B @ $26.50, C @ $50):

• Bid A get 30 points (25/25 = 1.0 x 30 points = 30),

• Bid B gets 28.29 points (25/26.50 = .943 X 30 points = 28.29),

• Bid C gets 15 points (25/50 = .5 X 30 points = 15).

EXPERIENCE AND CAPACITY (4.8 – 4.11) This portion of your bid response has a combined score of up to 25 points.

4.8 EXPERIENCE

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

Bidder describe your experience providing like services in the past, including where you have groomed, and what type of equipment you have operated.

4.9 PLAN OF OPERATION

Bidder give a detailed description of your proposed plan of operation, including: where your grooming equipment will be stored and staged during the contract season; and an explanation of the personnel that will operate the grooming equipment, including a description of their experience. The Plan of Operation is your opportunity to explain your knowledge of the most important elements of trail grooming. It must also explain your familiarity with this trail system, your understanding of the challenges of grooming in this area, and how you will address the challenges of this area. Please note: If the equipment you are proposing to use is already in use to perform services at another location, or if you are a current contractor for other trail grooming contracts, you must explain in your Plan of Operation how you intend to utilize the same equipment at different locations, or if you can deploy other equipment that you possess.

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4.10 CAPACITY TO CARRY OUT THE CONTRACT

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

This Request for Proposals (RFP) is of several RFPs that are being released by the Winter Recreation Program this year.

Bidders that respond to more than one RFP, or hold existing grooming contracts, must explain within their responses how they would provide grooming services in more than one area, in the event that they are selected as the successful proponent in this competition and in more than one area.

Bidder please address and explain your capacity for carrying out this contract. Explain your current contract obligation(s) and your desire (if any) to secure other contracts. Explain how you will manage the current and desired workload to ensure this contract will not suffer in anyway.

4.11 SUBCONTRACTING NOT AUTHORIZED

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

Bidder the resulting contract will not authorize subcontracting unless approved in writing by State Parks. However, the Bidder must provide a bid response that is capable of performing the contract without the use of subcontracting.

Bidder, as part of your bid response, provide a statement that you understand that subcontracting is not authorized unless approved in writing by State Parks and that your bid response is not contingent or dependent upon subcontracting, and that if awarded a contract, your firm is fully capable of carrying out the contract without the use of subcontracting.

Bidder: if this is not part of your bid response, your bid may be considered non-responsive by State Parks.

WASHINGTON SMALL BUSINESS AND/OR CERTIFIED VERTERAN-OWNED BUSINESS

(4.12) This portion of your bid response is scored 10 points.

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

• Title this “4.12 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 10 points.

4.13 LETTERS OF REFERENCE (PASS/FAIL)

Bidder this part of your bid response requires you to submit letters of reference from other parties, no form is provided.

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Bidder must provide at least THREE Letters of Reference WITH FRESH DATES (approximately within 90 days of the competition’s posting date).

Provide current professional references of your work experience performing ‘trail grooming services’ services as recognized by: winter recreation clubs; state or national associations;

land managers; government agencies and other organizations; other contractors; other companies; community officials; and others with direct knowledge of your skills and abilities performing trail grooming services. WA State Parks and Recreation Commission staff cannot act as a reference in this situation.

The objective of references is to gage the Responsibility of the bidder. State Parks reserves the right and may contact your reference and may contact any person, business, agency, or database system that may have information on your skills, abilities, and customer service.

4.14 (APPENDIX D) – DIVERSE BUSINESS INCLUSION PLAN – SUBCONTRACTORS

A FORM is provided for this part of your bid response. See APPENDIX D – Diverse Business Inclusion Plan – Subcontractors.

Appendix D – 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 527-309 Cowlitz Area Snowmobile Trail Grooming Page 18 of 44 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 527-309 Cowlitz Area Snowmobile Trail Grooming Page 20 of 44 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.