RFP 6210 AVIATION FUEL Juneau.pdf

RFP No. 6210 Approved AGO 09.09.2018 Page 1 of 53 UWMC Int. – 03.06.2020 Rev. 16 - 08.15.2024

May 16, 2025 RFP No. 6210

REQUEST FOR PROPOSALS

PROJECT TITLE

AVIATION FUEL – Juneau, AK

ISSUED BY:

UW Medicine Supply Chain Seattle, WA.

PARTICIPATING ENTITIES:

Airlift Northwest (“ALNW”)

PROPOSAL DUE DATE:

Friday, June 6, 2025, by 12pm (Pacific Time)

LATE OR INCOMPLETE PROPOSALS MAY NOT BE ACCEPTED

Proposals can be submitted on or before the due date.

Zip Files or password protected documents will not be accepted.

See Section 2.7 PROPOSAL SUBMISSION for full details.

RFP COORDINATOR

Elisha Herd eherd@uw.edu (Section 2.1)

ESTIMATED TIME PERIOD FOR CONTRACT:

September 1, 2025 – August 30, 2028

UW Medicine reserves the right to extend this Contract for up to three (3) additional two-year (2 year) extension options not to exceed a total Contract term of nine (9) years.

BIDDER ELIGIBILITY:

This procurement is open to those Bidders who fulfil the minimum qualifications stated herein and are available to work in Washington State.

CONTENTS OF THE REQUEST FOR PROPOSALS:

Section 1. INTRODUCTION Section 2. GENERAL INFORMATION FOR BIDDERS Section 3. INSTRUCTIONS FOR PREPARING PROPOSALS Section 4. TECHNICAL SPECIFICATIONS Section 5. PROCUREMENT PROCESS Section 6. UW MEDICINE SAMPLE CONTRACT TEMPLATE Section 7. UW MEDICINE GENERAL TERMS AND CONDITIONS Section 8. UW BUSINESS ASSOCIATE AGREEMENT (if applicable) Section 9. UW PERSONAL DATA PROCESSING AGREEMENT (“PDPA”) (if applicable)

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BIDDER MUST SIGN THE FOLLOWING ATTACHMENTS AND RETURN WITH PROPOSAL:

Attachment A. MINORITY AND WOMEN’S BUSINESS ENTERPRISE (“MWBE”)

RESPONSE FORM

Attachment B. PROPOSAL RESPONSE CERTIFICATION

Attachment C. PRICING TEMPLATE

BIDDER MUST USE THE FOLLOWING ATTACHMENT C IN EXCEL SPREADSHEET

FORMAT TO SUBMIT QUESTIONS:

Attachment D. BIDDER’S QUESTIONS TEMPLATE IN EXCEL SPREADSHEET

BIDDER MUST FOLLOW THE DUE DATE AS STATED IN THIS RFP

DOCUMENT, NOT THE WEBS CLOSING DATE.

LATE OR INCOMPLETE PROPOSALS MAY NOT BE ACCEPTED.

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SECTION 1 - INTRODUCTION

1.1 GENERAL DESCRIPTION OF UW MEDICINE

The University of Washington (“UW”) is an institution of higher education and an agency of the State of Washington. UW Medicine is a comprehensive healthcare organization that includes three hospitals, primary and specialty clinics, the UW School of Medicine, a large physician practice plan and a critical care air transport service as follows:

Harborview Medical Center and its associated clinics (“HMC”); Public Hospital District No. 1 dba Valley Medical Center and its associated clinics (“VMC”); the University of Washington Medical Center, operating at two separate campuses, Montlake and Northwest, and its associated clinics (“UWMC”); UW Physicians Network dba UW Medicine

Primary Care (“UWMPC”); The Association of University Physicians dba UW Physicians (“UWP”); the University of Washington School of Medicine (“UW SoM”); and Airlift Northwest (“ALNW”).

UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. For further information on UW Medicine, please see www.uwmedicine.org.

The UW Medicine Hospitals participating in this Request for Proposal #5289 shall be as follows:

Airlift Northwest (“ALNW”)

Bidder shall agree that any other member of UW Medicine, as listed in the first paragraph above, may be eligible to join the Contract resulting from this RFP, during the initial term or any extension term, upon that UW Medicine Component Unit’s agreement to each and every term of the resulting Contract by signed, written amendment.

1.2 INFORMATION ABOUT UW MEDICINE’S HEALTHCARE ORGANIZATION

University of Washington Medical Center has two campuses since Jan. 1, 2020, when Northwest Hospital & Medical Center became part of University of Washington Medical Center as a single hospital.

• UW Medical Center – Montlake Campus (formerly University of Washington Medical Center) is a 529-bed comprehensive medical care facility. It is ranked as the top hospital in the state by U.S. News & World Report. Areas of specialization include cardiology, high-risk pregnancy and neonatal intensive care, oncology, orthopedics and organ transplantation. UW Medical Center – Montlake is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

• UW Medical Center – Northwest Campus (formerly Northwest Hospital & Medical Center) is a 281-bed community hospital and Level I Stroke Center located in North Seattle. It provides inpatient, outpatient and emergency services.

Areas of specialization include neurosciences, childbirth and women’s health, cardiac care, geropsychiatry, cancer care, orthopedics and sports medicine, palliative and supportive care, multiple sclerosis and hernia specialty centers.

http://www.uwmedicine.org/

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• Harborview Medical Center is a 413-bed safety-net hospital owned by King County and managed by UW Medicine. Harborview is the only Level I Adult and Pediatric Trauma Center for Washington, Alaska, Montana, and Idaho. Other areas of specialization include burn care, eye disease, HIV/AIDS, limb viability and re-implantation, neurosciences, orthopedic rehabilitation and reconstruction, stroke care, and vascular conditions. Harborview is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

• Valley Medical Center is a 321-bed acute care hospital and clinic network. It provides emergency, inpatient and outpatient care to more than 600,000 residents in Southeast King County. Areas of specialization include cancer treatment, childbirth and neonatal care, heart disease, joint replacement and orthopedics, neurosciences, sleep medicine, and stroke and spine care. Valley Medical Center operates a network of more than two dozen primary care, urgent care and specialty clinics and serves some of the most vulnerable members of the community through its extensive outreach programs.

• UW Physicians Network dba UW Medicine Primary Care is a network of freestanding, community based, ambulatory clinics serving neighborhoods around the greater Puget Sound area of Washington State.

1.3 PURPOSE

ALNW is seeking a supplier of Jet A Aviation Fuel for its Juneau, AK base.

UW Medicine, in its best interest, may award a maximum of two (2) contracts as a result of this RFP.

1.4 DEFINITIONS

Definitions for the purposes of this Request for Proposal (“RFP”) include:

Apparent Successful Bidder (“ASB”) – The individual or company selected as the entity to provide the selected products or to perform the anticipated services subject to the completion of Contract negotiations and execution of a written Contract.

Bidder – Individual or company interested in the RFP who submits a Proposal in order to obtain a Contract with the specific UW Medicine Hospitals participating in this RFP.

Contract – The Contract document awarded pursuant to this RFP, together with all incorporated schedules and exhibits, including the RFP, and the Response, and all amendments.

Contractor – Individual or company whose Proposal has been accepted by the specific UW Medicine Hospitals participating in this RFP and is awarded a written fully executed Contract.

Proposal – All material prepared and assembled by a Bidder which the Bidder submits in response to this RFP.

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Revised Code of Washington (“RCW”) - All references to RCW chapters or sections shall include any successor, amended, or replacement statute.

RFP Coordinator – The person named in this RFP as the RFP Coordinator, or the RFP Coordinator’s designee within UW Medicine Supply Chain (“UWMSC”). The RFP Coordinator shall be the sole point of contact regarding this RFP for potential Bidders and other interested parties.

RFP Proposal -- Company or individual bid for particular products or services which UWMSC has publicly announced that it wishes to acquire.

Statement of Work (“SOW”) – The Proposal from the Bidder outlining very specifically how Bidder proposes to complete the work outlined in Section 1.3 PURPOSE. The SOW defines the services to be completed or the products purchased and the cost factors for those services or products.

Washington UBI No. -- A Unified Business Identifier (“UBI”) number is a 9-digit number that registers Bidder with several state agencies and allows Bidder to do business in Washington State. A UBI number is sometimes called a tax registration number, a business registration number, or a business license number. For additional information and how to apply for a Washington UBI number, visit the following website:

http://bls.dor.wa.gov/faqlicense.aspx

Washington Electronic Business Solution (“WEBS”) –Washington State’s vendor self-registration and solicitation notification system. UW Medicine encourages all Bidders to register with WEBS at https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips.

http://bls.dor.wa.gov/faqlicense.aspx https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips

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SECTION 2. GENERAL INFORMATION FOR BIDDERS

2.1 RFP COORDINATOR

The RFP Coordinator is the sole point of contact in UW Medicine for this procurement.

All communication between the Bidder and participating UW Medicine Hospitals upon release of this RFP shall be through the RFP Coordinator as follows:

RFP Coordinator Name: Elisha Herd

E-Mail Address for questions and Proposal submission:

eherd@uw.edu

2.2 PROCUREMENT SCHEDULE – TENTATIVE

The Procurement Schedule outlines the tentative schedule for important action dates and times. It is the Bidder’s sole responsibility to periodically check WEBS at https://fortress.wa.gov/ga/webs/ for Amendments to this document.

Action Time Due Date

RFP posted on WEBS Friday, May 16, 2025

Bidder’s Questions due 12:00 PM Pacific Time Friday, May 23, 2025

UWM provides answers 5:00 PM Pacific Time Friday, May 30, 2025

Bidder’s Proposal due 12:00 PM Pacific Time Friday, June 6, 2025

Notification of Top Finalists included in Presentations

5:00 PM Pacific Time Monday, June 23, 2025

Top Finalists Best & Final Offer Presentation/Interview

TBD Week of June 23, 2025

Notification of Apparent Successful Bidder

5:00 PM Pacific Time Monday, July 7, 2025

2.3 BIDDER REGISTRATION

The Apparent Successful Bidder will be required to register and be in good standing in UW Medicine’s vendor management system prior to providing products or services and will be responsible for annual credentialing fees. UW Medicine’s vendor management system can be accessed at https://www.greensecurityllc.com/vendors/register/step1.

For additional questions regarding the Bidder credentialing process, please contact Green Security at 866-750-3373, or email them at support@greensecurityllc.com. The Green Security customer service team will be happy to guide you through the transition.

Hours of operation are Monday through Friday 8am – 5pm EST.

For an overview of the process, here is also a video link to help you get started. https://youtu.be/1GyFnWPkWOw”.

How to register as a Bidder with Green Security and target UW Medicine facilities - YouTube

A video from Green Videos on YouTube provided by: https://www.youtube.com.

https://fortress.wa.gov/ga/webs/ https://www.greensecurityllc.com/vendors/register/step1 mailto:support@greensecurityllc.com https://urldefense.com/v3/__https:/youtu.be/1GyFnWPkWOw__;!!K-Hz7m0Vt54!gHEU7uG9J_kRgXygfcd5IX4XL57gMH-5Cg2AGP8tp8ljBS06-h3c6OwQ8ykKXP0DKZcEEej1H78MO-M$ https://www.youtube.com/

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2.4 BIDDER ELIGIBILITY

Hospitals will check the eligibility of all the potential Bidders against the Dept. of Health and Human Services Office of the Inspector General (“OIG”) List of Excluded Individuals (“LEIE”) and the U.S. General Services Administration (“GSA”) System for Award Management (“SAM”) as part of the Contract evaluation process.

2.5 BIDDER WALKTHROUGH (If applicable)

UWMSC may request participation by interested Bidders in an on-site walk-through of the proposed Scope of Work. Walkthrough will ensure all Bidders understand the RFP requirements prior to submitting a Proposal and have an opportunity to ask questions.

All walk-throughs will be facilitated by the RFP Coordinator listed in Section 2.1. All interested Bidders must be accompanied at all times by a designated Hospital employee and/or UWMSC representative. Walkthrough details, if applicable, shall be included in the Scope of Work in Section 1.4 of this RFP.

2.6 QUESTIONS AND ANSWERS

Bidders may e-mail questions to the RFP Coordinator, listed in Section 2.1. Questions may be submitted until the Bidder’s Questions due date as set forth in Section 2.2

PROCUREMENT SCHEDULE – TENTATIVE.

Questions must cite the particular RFP No. and Section No. Early submission of questions is encouraged. Questions and answers will be posted by amendment on

WEBS.

If Bidder did not receive this RFP through WEBS, it is available on the Department of Enterprise Services (“DES”) WEBS for Vendors Website at https://fortress.wa.gov/ga/webs/. All interested Bidders must be registered with WEBS under one or more of the following commodity codes in order to receive further notifications:

035-83-Tanks and Accessories, Fuel (Aircraft) 405-42-Oil, Aviation Engine 906-06-Airports (Lighting, Fueling, Navaids) - Architectural Services 906-62-Petroleum and Fuel (Storage and Distribution) - Architectural

Amendment(s) to this RFP may be issued to address questions raised during the inquiry period. Bidders will be notified via email through the WEBS system that there is an amendment available for download once UW Medicine makes such document available.

The RFP Coordinator or designee is the only point of contact on all matters related to this RFP and submitted only via email. No phone calls are allowed. If Bidder requires additional information from any source, the RFP Coordinator will work with the Bidder and the specific UW Medicine Hospital(s) participating in this RFP to provide that information.

Unauthorized contact by Bidder, potential Bidder or Bidder’s representatives regarding this RFP with any other UW Medicine or University of Washington employee may result in Bidder’s disqualification.

https://fortress.wa.gov/ga/webs/

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2.7 PROPOSAL SUBMISSION

The following shall apply to all RFP Proposals:

2.7.1 The RFP Proposal must be sent via e-mail to RFP Coordinator listed in Section

2.1 as a PDF format attachment. Documents submitted as ZIP files will not be accepted. This PDF document must include all documents that require original signatures. This e-mail response must be submitted on or before the Proposal due date of this RFP as stated in Section 2.2 above, using the following format on the e-mail subject line.

Name of RFP AVIATION FUEL – Juneau, AK

RFP #

Due Date Friday, June 6, 2025

NOTE: Submit only one (1) document:

2.7.1.1 Bidder’s supplemental proposal including UW Medicine Attachments A & B, redlines to UWM General Terms and Conditions (if any), cover letter, exhibits, appendices and any marketing documents into one (1) document and no more than fifty (50) pages.

2.7.2 If the Bidder does not follow the submission instructions stated in this section, UWMSC shall not be responsible for non-delivery of Bidder’s e-mail.

2.7.3 To be considered responsive, Bidders must include all information requested in this RFP in their Proposals. RFP Proposals not meeting the requirements as stated in this section and in other sections of this RFP may be deemed non-responsive and shall not receive any further consideration.

2.7.4 Late or incomplete Proposals may not be accepted. All Proposals and any accompanying documentation will become the property of UWMSC and will not be returned.

2.7.5 In support of the University of Washington Policy on Environmental Stewardship, UWMSC is committed to promoting environmental and socially responsible actions. To assure compliance with these policies, all RFP Proposals are to be presented simply and economically as follows:

2.7.5.1 Electronic Mail (“E-mail”) submission of PDF documents for any forms requiring Bidder signatures. Documents submitted as ZIP files or password protected messages will not be accepted;

2.7.5.2 E-mail submission of any data and pricing submissions shall be via

Microsoft Excel spreadsheets;

2.7.5.3 E-mail submissions of any Contract revision shall be submitted via Microsoft Word documents, set up for “Track Changes”. These documents may be password protected for “Track Changes”, but cannot

Approved AGO 09.09.2018 Page 9 of 53 UWMC Int. – 03.06.2020 Rev. 16 - 08.15.2024 be “Read Only” documents. Contract revisions may also be submitted in PDF format as long as the desired revisions are clearly indicated on the PDF document;

2.7.5.4 Final Contracts and negotiations of the same with ASB shall be conducted using Microsoft Word documents set for “Track Changes”, to facilitate a clear redline process.

2.7.6 The Proposal must be signed by such individual(s) who has full authority from the

Bidder to enter into a binding Contract on behalf of the Bidder.

2.8 INTERPRETATION, CORRECTIONS OR CHANGES IN RFP

Should a Bidder find any discrepancies in, or omission from, the specifications, or have doubt as to their meaning, the Bidder shall notify the RFP Coordinator in writing at once, and in any case no later than the last day to submit written questions.

Any interpretation, correction or change in this RFP will be made by formal amendment by the RFP Coordinator and posted on WEBS. All amendment(s) will be incorporated into this RFP and the resulting Contract. Interpretations, corrections, or changes to this RFP allegedly made in any other manner, including but not limited to oral interpretations, will not be binding, and no Bidder may rely upon any such interpretation, correction or change.

2.9 MODIFICATION OR WITHDRAWAL OF PROPOSALS

A Bidder may withdraw a Proposal or modify same at any time prior to the specified time and date set for the RFP closing. Such a request for modification or withdrawal must be in writing executed by a person with authority as set forth under paragraph 2.7.6 above, or by electronic notice subsequently confirmed in writing.

No oral, telephone, or facsimile (“FAX”) modifications to the Proposals will be accepted.

Proposals marked “CONFIDENTIAL” will be rejected in their entirety. Strikethroughs, interlineations, or other changes in the Proposal must be initialed by the person(s) signing the Proposal.

2.10 ACKNOWLEDGMENT OF AMENDMENTS OF RFP

Receipt of all amendments to this RFP must be acknowledged by Bidder on the Proposal Response Certification, Attachment B.

2.11 OFFER ACCEPTANCE PERIOD

Bidder acknowledges that the submission of a Proposal which includes a signed Proposal Response Certification, Attachment B, shall remain in effect for a minimum period of ninety (90) calendar days from the Proposal closing date, unless otherwise indicated, and is irrevocable.

2.12 REJECTION OF PROPOSALS

All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. Bidder is specifically notified that UWMSC may reject a Proposal at any time as non-responsive for any of the following reasons:

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2.12.1 Incomplete Proposal;

2.12.2 Submission of a Proposal that proposes products or services that deviate from the technical requirements set forth in this document;

2.12.3 Failure to comply with any part of this RFP or any exhibit to this RFP;

2.12.4 Submission of incorrect, misleading, or false information.

UWMSC expressly reserves the right to reject any or all Proposals or reissue an RFP.

UWMSC may waive irregularities in a Proposal provided that, in the judgment of UWMSC, such action will not negate fair competition and will permit proper comparative evaluation of the Proposals submitted. UWMSC’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with the RFP specifications in the event the Contract is awarded to that Bidder.

2.13 PREPARATION COST

UWMSC will not be liable for any costs associated with preparation and presentation of a Proposal submitted in response to this RFP.

2.14 PROPOSAL PRICE

The prices submitted in the Proposal shall include everything necessary for the prosecution and completion of the Contract including, but not limited to, furnishing all materials and all management, supervision, labor and service, except as may be provided otherwise in the Proposal. In the event of a discrepancy between the unit prices and their extensions, the extended price will be adjusted accordingly. In the event of a discrepancy between the sums of the extended prices, the total Proposal price will be adjusted accordingly. The Proposal price shall not include any allowance for Washington/Alaska State sales/use tax.

UW Medicine will evaluate the total price for the basic requirements with any option(s) exercised at the time of award. Evaluation of option(s) will not obligate UW Medicine to exercise the option(s).

UW Medicine may reject a Proposal if it is materially unbalanced as to process for the basic requirements and the option quantities. A Proposal is unbalanced when it is based on prices significantly less than cost for some products or services and prices that are significantly overstated for other products or services.

2.14.1 Price Escalation

The prices shall not be increased during the initial term of the Contract. After the expiration of the initial term, rates may be increased by an amount negotiated, accepted in writing by both parties, not less than thirty (30) days prior to the proposed effective date of the price increase.

2.14.2 Price De-escalation

The Bidder agrees to reduce the Contract purchase price at any time during the life of the Contract if the price decline at the market level or the Bidder provides the same service to any State of Washington public agency or political

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2.15 MOST FAVORABLE TERMS

Bidders shall provide their complete Proposal with the best and most favorable terms upon initial submission. UWMSC reserves the right to make awards without further discussions. Evaluation of Proposals will be made by full and fair consideration of all Bidders. During the evaluation process, personnel involved in the selection process, facilitated by the RFP Coordinator, may contact Bidders for clarification of technical points or interpretation of Proposal information.

The negotiated Contract may incorporate some or the Bidder’s entire Proposal. The ASB should be prepared to accept that its Proposal may be incorporated in its entirety into the contract. It is also understood that the Proposal will become part of the official UWMSC file on this matter without obligation to UW Medicine.

2.16 AWARD OF CONTRACT

UWMSC may award a contract on the basis of initial Proposals received, without discussion; therefore, each initial Proposal should contain the Bidder’s best terms from a cost and technical standpoint.

Bidder agrees that any other UW Medicine Component Unit, as listed in Section 1.1 of this document, may join in this RFP by developing a Contract that follows the Terms and Conditions of this RFP or by written amendment to the resulting Contract signed by all parties to the Contract.

UW Medicine reserves the right to contract with the next responsive and responsible Bidder if the Apparent Successful Bidder fails to meet the requirements of this RFP at any time during the Contract Period after Contractor has been given thirty (30) days’ written notice to cure issues listed in the notification.

2.17 CONTRACT TERMS AND CONDITIONS

The submission of a Proposal herein constitutes the agreement of any Bidder that any Contract to be drawn as the result of an award herein shall be prepared by UWMSC.

The submission of a Proposal shall further constitute the agreement of each Bidder that it will not insist on the use of standard contract agreements, documents, or forms, and that it waives any demand for the use of its standard agreements. A UWMSC Contract shall generally follow this RFP.

The submission of a Proposal certifies that Bidder understands and accepts the Terms and Conditions of this RFP as well as the UW Medicine General Terms and Conditions as stated in Section 7 of this RFP.

Any exceptions to the UW Medicine General Terms and Conditions in this RFP should be submitted with the Proposal. All exceptions must be submitted as “Track Changes” to Section 7, UW MEDICINE GENERAL TERMS AND CONDITIONS, citing each clause with which Bidder has an issue and/or would like to suggest alternative language.

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In the event of any inconsistencies or conflicting terms and conditions in this RFP, such inconsistency or conflict shall be resolved by giving precedence in the following order:

2.17.1 Federal, state, or local laws or regulations;

2.17.2 The terms of this RFP;

2.17.3 The UW Medicine General Terms and Conditions.

In the event that a Contract and/or purchase order is issued as a result of this RFP, any inconsistency or conflict shall be governed by the Order of Precedence specified in such Contract or purchase order, or, if none is specified, by the UW Medicine General Terms and Conditions Section 31. ORDER OF PRECEDENCE.

Bidder may submit additional terms and conditions relevant to the business in response to this RFP. UWMSC will evaluate requested exemptions or additional terms and conditions proposed by Bidder and may accept or reject the same at its sole discretion.

UWMSC reserves the right to exclude the Proposal from further consideration in the event of excessive exceptions or additional terms in the Proposal.

In the event Bidder does not submit exceptions to any of the terms and conditions contained in the RFP, including the UW Medicine General Terms and Conditions, it shall be construed by UWMSC as the Bidder fully accepting and agreeing to the RFP language as is. Further changes to the same will not be allowed during the negotiation of the Contract.

2.18 CONTRACT PERIOD

Unless otherwise stated, the initial term of the agreement shall be for three (3) years with firm and fixed pricing, commencing on the effective date of the Contract.

At the Hospital’s sole discretion, the Contract term may be extended by three (3) additional two-year (2 year) extension options not to exceed a total Contract term of nine

(9) years. All extension options shall be mutually agreed upon by both parties by written amendment.

If applicable, UW Medicine reserves the right to extend the Contract on a month-by-month basis beyond the expiration of the Contract at the then current rate to facilitate establishment of a new Contract.

2.19 STATE AND FEDERAL CERTIFICATIONS

In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State of Washington encourages participation in all of its contracts by Minority and Women’s Business Enterprises (“MWBE”) firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”) http://www.omwbe.wa.gov. Participation may be either on a direct basis in response to this RFP or as a Subcontractor to a Bidder.

http://www.omwbe.wa.gov/

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However, unless required by federal statutes, regulations, grants or contract terms referenced in the Contract documents, no preference to MWBE firms will be included in the evaluation of Proposals. No minimum level of MWBE participation shall be required as a condition for receiving an award and Proposals will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the Contract documents will apply.

2.20 PROPOSAL CONFIDENTIALITY

It is the intent to receive Proposals in response to this RFP, at the time and manner designated in Sections 2.2 and 2.7. At that time, only the names of the Bidders submitting Proposals will be released.

Bidder, as an express condition for UW Medicine’s consideration of its Proposal, agrees that all Proposals received, with the exception of items therein which are public information, shall remain confidential until the ASB has been announced. After announcement of the ASB, all documents submitted, as part of this RFP process are considered part of the public record as defined in Chapter 42.56 RCW,” and shall be available for any party upon request.

Any information in the Proposal that Bidder desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the non-disclosure of Bidder’s document, must be clearly designated.

The information must be clearly identified and the particular exemption from disclosure upon which Bidder is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page.

Marking of the entire proposal as “PROPRIETARY” will be neither be accepted nor honored.

Washington State Law RCW 42.56.270 (1) allows an exemption from public disclosure for materials that contain “valuable formulae, designs, drawings, and research data when disclosure would produce private gain and public loss.” This is the only exemption granted by law that might apply to this acquisition; however, please be advised that Bidders will need to demonstrate that disclosure of their materials would produce both private gain and public loss.

If a request is made to view Bidder’s proposal, UWMSC will release the requested information. Prior to release, the University of Washington (“UW”) Office of Public Records will provide notice to Bidder(s) of the request and of the date that the records will be released to the requester unless Bidder obtains a court order enjoining that disclosure. If Bidder fails to obtain a court order enjoining disclosure, UW Office of Public Records will release the information on the date specified.

2.21 COMPLAINT PROCEDURE

The complaint process allows Bidder to focus on the solicitation requirements and evaluation process and raises issues with these processes early enough in the RFP process to allow UWMSC to correct a problem before Proposals are submitted and time is expended on evaluations.

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The complaint process shall meet the following minimum requirements:

2.21.1 Bidders will be given an opportunity to submit a complaint to UWMSC based on any of the following:

2.21.1.1 Solicitation unnecessarily restricts competition;

2.21.1.2 Solicitation evaluation or scoring process is unfair or flawed; or

2.21.1.3 Solicitation requirements are inadequate or insufficient to prepare a proposal.

2.21.2 Bidders will be allowed to submit complaints up to five (5) business days prior to the RFP response deadline. Complaints must meet the following requirements:

2.21.2.1 Must be in writing;

2.21.2.2 Must be sent to the RFP Coordinator or designee;

2.21.2.3 Must clearly articulate the basis for the complaint;

2.21.2.4 Must include a proposed remedy.

2.21.3 RFP Coordinator or designee will respond to the complaint in writing;

2.21.4 Response to all complaints including any changes to the RFP will be posted as an amendment on WEBS;

2.21.5 RFP Coordinator will notify the UWMSC Manager of Contracting of all complaints and provide a copy of the complaint response to the UWMSC Manager of Contracting and the System Director, UWM Strategic Sourcing;

2.21.6 Documented complaint may not be raised again during the protest period;

2.21.7 Complaint process does not include an appeal process.

2.22 PROTEST PROCEDURE

The protest process occurs after the bids are submitted and evaluated. This allows Bidders to focus on the evaluation process to ensure its integrity and fairness. Protests can raise issues related to the evaluation process as set out in the RFP or how the process was executed. This allows for evaluation process errors and problems to be corrected before a Contract is executed.

The protest process will meet the following requirements:

2.22.1 After the announcement of the ASB, Bidders may request a debriefing in writing;

2.22.2 Bidders must request a debrief within three (3) business days after the ASB is announced;

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2.22.3 Bidders are required to participate in a debriefing as a pre-requisite for submitting a protest;

2.22.4 Bidders will be given five (5) business days after the debriefing to file a written protest;

2.22.5 The grounds on which a protest may be based are as follows:

2.22.5.1 A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

2.22.5.2 Errors in computing the scores;

2.22.5.3 Non-compliance with procedures described in the RFP document or the UWMSC Protest Procedure.

2.22.6 Protests must be submitted to the RFP Coordinator, the UWMSC Manager of

Contracting and the System Director, UWM Strategic Sourcing;

2.22.7 The UWMSC Manager of Contracting will issue a response within ten (10) business days from the receipt of the protest, unless additional time is needed and submit a copy of the protest response to the System Director, UWM Strategic Sourcing. The protesting Bidder shall be notified in writing if additional time is required;

2.22.8 The UWMSC Manager of Contracting’s decision is final. If the protesting Bidder does not accept the UWMSC Manager of Contracting’s response, a Bidder may try to seek relief from Superior Court.

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SECTION 3 - INSTRUCTIONS FOR PREPARING PROPOSALS

3.1 GENERAL

To aid in the evaluation process, it is required that all Proposals comply with the items and sequence as presented in Section 3.2, RFP PROPOSAL OUTLINE.

Section 3.2 defines the minimum requirements for the preparation and presentation of a Proposal. Failure to comply with the guidelines in Section 3.2 may result in rejection of the Proposal. The Proposal should be specific and complete in every detail, prepared in a simple and straightforward manner.

Bidders are expected to examine this entire RFP, including all specifications, standard provisions and instructions. Failure to do so will be at Bidder’s risk. Each Bidder shall furnish the information required by the RFP. It is required that Proposal entries be typewritten. Periods of time, stated in number of days, in this request or in Bidder’s Proposal, shall be in calendar days.

Bidder must indicate acceptance and compliance with the information and instruction of this RFP by signing in longhand or via electronic signature and dating the Proposal Response Certification, Attachment B. The name and title must be typed or printed below each signature.

3.2 RFP PROPOSAL OUTLINE

3.2.1 Proposal Cover Sheet: Attachment B. PROPOSAL RESPONSE

CERTIFICATION, shall be attached to the front of the Proposal and shall contain Bidder’s certification of the submission. It shall be signed by an official who has full authority to enter into a Contract.

3.2.2 Background and History: Describe the company, organization, officers or partners, number of employees and operating policies which would affect this Contract. State the number of years the organization has been continuously engaged in business.

3.2.3 Financial Stability: Describe the financial status of the company. Attach a copy of the most recent annual financial statement or other similar document.

3.2.4 Technical Approach and Methodology: Describe Bidder’s technical approach and methodology for accomplishing the described Scope of Work. The proposed approach and methodology should include a detailed work plan and schedule.

All information to be provided by participating Hospital(s) as part of this plan must be specified including content, format and frequency.

3.2.5 Project Team and Management Structure: Identify proposed project team and management structure for completing the Scope of Work in section 4.2. This should identify roles and responsibilities, including Bidder expectations of participating UW Medicine Hospital(s) staff resources. Provide resumes of key professional staff to be assigned to the project and their level of commitment to this engagement.

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3.2.6 Proposed Fees: Provide a cost proposal to accomplish the Scope of Work or provide the requested product.

3.2.7 Firm Experience and Credentials: Provide evidence of Bidder’s experience in projects or providing products as described within this RFP.

3.2.8 References: List three (3) relevant references, including a description of the engagement, professional fees, duration and date of completion, contact person, title, mailing address, telephone number and current e-mail address.

Do not include any UW Medicine Hospitals or Clinics as references.

• Ensure the email address for any reference provided in the Bidder’s Proposal is correct; and

• Inform each reference that UW Medicine has been provided with their information and they will receive a reference questionnaire from the RFP coordinator which we ask to be completed in the timeframe requested.

3.2.9 Bidder Exceptions: Describe any exceptions to the terms and conditions contained within this document. All such exceptions must be submitted using “Track Changes” to SECTION 7. UW MEDICINE GENERAL TERMS AND CONDITIONS. Add comments about the project that are of concern to Bidder.

UWMSC reserves the right to exclude the Proposal from further consideration in the event of excessive exceptions or additional terms in the Proposal.

3.2.10 Contract Management Information: Provide primary Contract Manager

Contact name, title, mailing address, telephone number and email address.

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SECTION 4 - TECHNICAL SPECIFICATIONS

4.1 GENERAL/BACKGROUND

Identify a supplier of Jet A Aviation fuel meeting ASTM American Society for Testing and Materials (ASTM), Standard Specification for Aviation Turbine Fuels (D1655 ASTM) - 16c latest revision. Fuel Supplier is to deliver fuel within the timeline specified by ALNW into ALNW’s fuel storage tanks at ALNW’s Juneau, AK base.

ALNW is seeking a Fuel Supplier of aircraft fuel to ensure a continued level of service and uninterrupted fuel supply. ALNW will purchase fuel to be delivered to an existing fuel storage tank, directly at hangar location and to pump fuel from supplier’s own truck directly into the wing when needed. The following locations will be served under this RFP:

Juneau International Airport 8433 Livingston Way Juneau, AK 99801

4.2 SCOPE OF WORK

Aviation Fuel Specifications: The Fuel Supplier will ensure that the aviation fuel delivered meets or exceeds the following minimum specifications:

A. Jet Fuel: Aviation Kerosene type Jet A fuel received shall conform to ASTM- D-1655 specifications, latest revision.

ALNW requires dedicated Jet A fuel delivery trucks to ensure fuel supply. Fuel Supplier will ensure the quality of the fuel and provide a certificate of analysis on all aviation fuel shipments.

Fuel Supplier will also provide traceability on all shipments back to refinery.

ALNW will have the opportunity to inspect the fuel prior to fuel being delivered to the fuel storage tank. ALNW has the right to reject fuel that is not within the specifications.

Fuel Supplier must agree to reasonable terms of responsibility for damage(s) caused by negligence during delivery.

Fuel Supplier must fulfill the order every time.

Customer Service Performance:

ALNW desires a 24 hour response time for re-fueling of fuel storage tank and/or fuel truck.

As an emergency air medical transport service, ALNW requires priority fueling and delivery, especially during times of disaster and fuel shortages.

Fuel Supplier must have a representative that can answer fueling, quality control questions and support within 24 hours. Fuel Supplier must have in place a quality control program that meets or exceeds regulatory and industry standards. Fuel Supplier must have experience with FAA regulations required to support the FAA Certification.

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Fuel Supplier will provide quarterly performance reviews ensuring quality and performance standards are met.

Credit Terms:

30 days terms from date of invoice and subject to Seller’s approved credit underwriting process.

Invoice Frequency:

Upon Delivery

Delivery Point:

– Juneau International Airport – Fuel Storage Tank Pricing Structure:

Oil Price Information Service (OPIS) Pacific North West (PNW) Jet prior week’s average on date of lifting, all applicable taxes, assessments, fees, duties, tariffs or other charges whatever kind or nature, levied or imposed by any third party, whether directly or indirectly, on Fuel furnished to ALNW and all delivery charges, fees and related costs incurred by Seller in delivering fuel to ALNW. Fuel Supplier must provide ALNW with OPIS Index reports which verify accuracy of weekly fuel rates.

Fuel Volume:

The following is ALNW’s fuel consumption information. This information in no way guarantees a specific number of gallons of fuel to be purchased by ALNW.

Juneau Fuel Storage Tank Capacity – 15,000 gallons

Juneau International Airport 8433 Livingston Way Juneau, AK 99801

ALNW - Total Gallons Purchased in 2024: 102,003 gallons.

ALNW - Total Number of Fuel Deliveries to the fuel storage tank in 2024: 13

ALNW – Average Monthly Gallons Delivered in 2024: – 7,846 gallons

4.3 INSURANCE REQUIREMENTS

See General Contractual Terms and Conditions at Section 20 of that document.

4.3 COST PROPOSAL

Provide hourly rates in Attachment C.

4.4 INSURANCE REQUIREMENTS

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The Apparent Successful Bidder is required to obtain insurance to protect UW Medicine should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Bidder or its Subcontractor(s), or their agents, while performing work under the terms of any Contract resulting from this solicitation.

Bidders will find a complete description of the specific insurance requirements in RFP Section 7 UW Medicine General Terms and Conditions #28.

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SECTION 5 - PROCUREMENT PROCESS

5.1 BIDDER LIST AND QUALIFICATION EVALUATION

After the established date for receipt of Proposals, a list of Bidders submitting Proposals will be prepared, and will be available for public inspection. Qualifications and Proposals submitted by interested Bidders will be reviewed and evaluated based on the evaluation criteria set forth in this RFP.

5.2 PROPOSAL CLASSIFICATION

For the purpose of conducting discussions with individual Bidders, if required, Proposals will initially be classified as:

A. Acceptable B. Potentially Acceptable C. Unacceptable

Discussions may be conducted, if required, with any or all of the Bidders whose Proposals are found acceptable or potentially acceptable. Bidders whose proposals are unacceptable will be notified promptly. UWMSC will establish procedures and schedules for conducting oral and/or written discussions, if applicable. Contact the RFP Coordinator for details.

5.3 BIDDER INVESTIGATION

UWMSC will make such investigations as it considers necessary to obtain full information on Bidders selected for evaluations.

5.4 EVALUATION PROCESS

A committee that consists of members from the participating UW Medicine Hospitals’ requesting departments and other areas of the participating hospital(s) will evaluate all acceptable Proposals based on the criteria identified. Proposals will be rated using a weighted point structure, and then ranked. The Proposal receiving the highest ranking will be declared the ASB.

5.5 EVALUATION CRITERIA

The evaluation criteria are listed below:

5.5.1 Technical Approach and Methodology

Bidder’s approach to providing this product or service, timetable and work plan that addresses the specific technical specifications and information as described in Section 3.2.4;

5.5.2 Project Team and Management Structure

Experience and qualifications of the Bidder’s personnel as described in Section 3.2.5;

5.5.3 Proposed Fees

The compensation rate or product rate schedule for providing this service or product as described in Section 3.2.6;

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5.5.4 Firm Experience and Credentials

Bidder’s relevant experience and expertise in providing these services as described in Section 3.2.7;

5.5.5 References

The results of the references as described in Section 3.2.8.

5.6 ORAL PRESENTATION FOR BEST AND FINAL OFFERS BY TOP FINALISTS (If Applicable) UWM may elect to schedule oral presentations by top finalists for (Title of the RFP). The RFP Coordinator will contact the top finalists to schedule a date, time, and provide zoom meeting information for the presentations. Written commitments made by the top finalists, including their questionnaire responses to the best and final offers presented at the oral presentations, if any, will be considered binding. The oral presentation may determine the Apparent Successful Bidder for (title of the RFP).

5.7 FINAL OFFERS AND AWARD OF CONTRACT

In addition to the specifications stated in this RFP, the following award considerations shall apply:

5.7.1 The ability, capacity, and skills of the Bidder to perform the Contract or provide the service requested;

5.7.2 The character, integrity, reputation, judgment, experience, and efficiency of the

Bidder;

5.7.3 The quality of performance of pervious Contracts or service;

5.7.4 The previous and existing compliance by the Bidder with the laws relating to Contract and services;

5.7.5 Such other information as may be secured as having a bearing on the decision to award the Contract.

The UW Medicine evaluation committee will rank the final Bidders for the project, giving due consideration to the established evaluation criteria. The evaluation committee will recommend award to the Proposal that is found to be most advantageous to the participating UW Medicine Hospitals on the factors set forth in the RFP.

If UW Medicine opts for a “Best and Final” Proposal (oral or written), previous scores will be set aside and final evaluations will be based on the “Best and Final” Proposal. The UW Medicine evaluation committee, facilitated by the RFP Coordinator, shall make the final determination as to which Bidder, initially designated as a finalist, shall be officially selected and notified as the ASB.

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SECTION 6 – UW MEDICINE SAMPLE CONTRACT TEMPLATE

CONTRACT NO. XXXXX

CONTRACT FOR PURCHASED GOODS OR PURCHASED SERVICES

BETWEEN

SPECIFIC UW MEDICINE HOSPITALS

AND

CONTRACTOR NAME

This Contract for (insert type of equipment, good or service) is between specific UW Medicine Hospitals, namely, Harborview Medical Center and its associated clinics (“HMC”) and the University of Washington Medical Center and its associated clinics (“UWMC”), and [insert participating Hospital(s)’ names] and its associated clinics (“XXX”) (collectively “Hospital(s)”) and Fred Hutchinson Cancer Center

(“FHCC”) and associated clinics (DELETE IF NOT A PARTY) and (“Contractor”).

Contractor Company Name

Address City, State

Contractor Contract Administrator Contact Name Phone number email Washington State UBI No.

Federal ID No.

The University of Washington is an institution of higher education and an agency of the State of Washington. UW Medicine is a comprehensive healthcare organization that includes three hospitals, primary and specialty clinics, the UW School of Medicine, a large physician practice plan and a critical care air transport service as follows: Harborview Medical Center and its associated clinics (“HMC”); Public Hospital District No. 1 dba Valley Medical Center and its associated clinics (“VMC”); the University of Washington Medical Center, operating at two separate campuses, Montlake and Northwest, and its associated clinics (“UWMC”); UW Physicians Network dba UW Medicine Primary Care (“UWMPC”); The Association of University Physicians dba UW Physicians (“UWP”), the University of Washington School of Medicine (“UW SoM”), and Airlift Northwest (“ALNW”) (each a “UW Medicine Component Unit” and collectively “UW Medicine Component Units”).

Contractor agrees that any other member of the UW Medicine Component Units, as listed in the paragraph above, may join this (insert type of equipment, good or service) Contract upon that UW Medicine Component Unit’s agreement to each and every term of this Contract by signed, written amendment.

In consideration of the mutual promises contained herein, the parties agree that this Contract will be performed in accordance with the following terms and conditions:

A. PURPOSE OF CONTRACT

The purpose of this Contract is .

B. STATEMENT OF WORK

The Contractor will provide goods, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:

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Identify all tasks, work elements and objectives of the Contract, and timetables…