RFP - EVOC Coordinator.docx

STATE OF WASHINGTON

CRIMINAL JUSTICE TRAINING COMMISSION

REQUEST FOR QUALIFICATIONS (RFQ)

RFQ NO. #EVOC Coordinator Basic Training Division

Estimated Procurement Schedule

Issue amendment to RFQ (if applicable) Answers posted on WEBS Wednesday, April 30, 2025

Qualifications due Qualifications may be transmitted using electronic media such as e-mail

WSCJTC reserves the right to revise the above schedule

Contract Terms

Rates (Hourly)

· $75 for Instruction and program support activities.

Travel Expenses

· WCJTC will reimburse travel expenses in accordance with the current Washington State Office of Financial Management per diem rate table, including travel, lodging, meals, and other expenses.

· WSCJTC will reimburse mileage at the current state rate for in-person training that occurs over 60 miles from The Contractor’s home residence.

RFQ Coordinator

VENDOR ELIGIBILITY: This procurement is open to those Vendors that satisfy the minimum qualifications stated herein and are available for work in Washington State.

WASHINGTON STATE

AGENCY CONTRACT REQUEST FOR QUALIFICATIONS (RFQ) NO. EVOC COORDINATOR

Introduction The Washington State Criminal Justice Training Commission ("WSCJTC” and/or the “Commission”) is issuing this Request for Qualifications (RFQ) pursuant to RCW 39.26 for the purpose of soliciting qualifications from skilled individuals interested in providing full-time temporary services for the Basic Law Enforcement Officer Academy (BLEA) Emergency Vehicle Operations (EVOC) Course Instruction.

WSCJTC basic training is conducted in a progressive and sequential manner. Training is conducted at the BLEA Academies in Burien and Regionally over a 19-week period. Academy Students must pass the emergency vehicle training sections to graduate. EVOC training is conducted in various locations throughout the state, with durations between 1 to 14 days.

Due to the nature of WSCJTC EVOC training, contractor will be required to work a non-standard workweek and follow specific lesson plans, training, and testing protocols. Intermittent training is conducted with other qualified instructors, and often at varying times of the day. Contract instructor must be willing and able to adjust work schedules on short notice. Contract instructor must maintain their equipment, skill proficiency, and certification currency at their own expense and on their own time.

This RFQ is for the purpose of direct consultant proposal only and is NOT open for sub-contracting through the successful qualifications. WSCJTC will begin reviewing proposals/qualifications as they are received; therefore, it is in the individual’s best interest to submit the required documents as soon as possible.

Statement of Work

General. The purpose of the Agreement that may result from this procurement, is to oversee the coordination of, and provide, Basic Emergency Vehicle Operations instruction and testing for Basic Law Enforcement Academy classes. The Contractor will contact the relevant WSCJTC Program Manager or their designee (or vice versa), via email, provided website, or phone to schedule date(s), time(s), and specifics of the services provided by the Contractor.

Contractor Duties. Upon acceptance of work on a specific course and while performing under this Contract, the Contractor shall:

a. be familiar with, and adhere to, the policies and procedures of the Basic Training Division,

b. obtain the course lesson plan from the WSCJTC Program Manager, or their designee, and be familiar with it before the time of instruction,

c. coordinate with the WSCJTC Program Manager to ensure that all training materials and equipment are available and ready for use and are in good working order,

d. participate in course briefing and debriefing,

e. prepare for and sufficiently deliver the course as prescribed in the course lesson plan(s)

f. keep accurate student attendance and performance records as directed by the WSCJTC Program Manager,

g. report all injuries to the WSCJTC Program Manager, or their designee, as soon as possible,

h. ensure that all training materials and equipment used in the instruction are properly stored and/or cleaned upon the completion of instruction, and

i. report any damaged or dysfunctional equipment to the WSCJTC Program Manager, or their designee, as soon as possible after the training session.

Travel. If authorized above, travel may be approved for assignments that exceed 60 miles from the Contractor’s residence. If applicable, the Contractor shall request travel arrangements in advance, and with the approval of the Division Manager, the WSCJTC will make arrangements following state and agency guidelines.

Rules of Conduct. During the period of performance of this Agreement, the Contractor – and its subcontractors and/or employees, if authorized above – must follow these basic rules of conduct while performing under this Contract:

a. Alcohol and Drug Use. The Contractor shall not consume any alcohol or intoxicating beverage and will not appear for work while under the influence of alcohol or while having alcohol in their system. The Contractor shall not use or possess any narcotic, dangerous drug, or controlled substance except at the direction of a physician, dentist, or other medical authority for medical purposes. If the Contractor is directed by the competent medical authority to use a narcotic, dangerous drug, or controlled substance, the Contractor shall not use such medication to the extent that their performance or safety is affected while providing services under this Contract.

b. Courtesy. The Contractor shall be courteous to recruits, WSCJTC staff, and the public. The Contractor shall be tactful in the performance of their duties and shall not express any prejudice concerning age, creed, color, genetic information, gender identification, marital status, national origin, race, sexual orientation, or veteran/military status.

c. Appearance. The Contractor shall maintain a professional image, with appropriate grooming and hygiene, and wear designated or otherwise authorized attire which must be neat, clean, and in good condition.

d. Safety. The Contractor shall obey all physical, fire, and security regulations communicated to the Contractor by the WSCJTC. The Contractor is responsible for wearing appropriate safety equipment as required by the WSCJTC.

e. Status. If applicable, the Contractor shall notify the WSCJTC of any investigation, suspension, or termination of duty from their employing Criminal Justice Agency and/or any circumstance in which their peace officer or corrections officer certification is being reviewed, investigated, terminated, or otherwise scrutinized.

The Contractor may also be asked to perform additional duties in support of other WSCJTC programs such as:

· Maintaining instructor schedules and working with stakeholders and outside agencies to coordinate EVOC training for the basic training program.

Qualifications and Experience:

MINIMUM:

This Contractor shall be an individual, or organization that’s primary purpose is the provision of public safety. The Contractor shall have current and relevant experience providing these services and establish in the proposal that they are fully qualified to perform the work outlined in this RFQ which includes but is not limited to the following.

· Be licensed to do business in the State of Washington at the time it submits their qualifications and must include its Uniform Business Identifier and Federal Tax ID Number in the proposal.

· WSCJTC certified EVOC instructor or equivalent certification upon complete curriculum review.

· Minimum of three years of experience as EVOC instructor for a Law Enforcement, Corrections, Military, Security or Training organization.

· Demonstrate an understanding of the technical instructional methods and philosophical theoretical underpinnings that will enhance teaching effective and efficient EVOC concepts.

· Have experience in the development of EVOC curriculum.

DESIRABLE

· Strong work ethic, self-directed, and able to work independently and in a team-teaching environment.

· Experience providing EVOC training in various locations.

· Recent experience providing EVOC training for WSCJTC.

· EVOC certification from Washington State or other comparable qualifications.

· Instructor certified for the course-specified EVOC platform

· EVOC instructor training and experience.

· Understanding of or experience with WSCJTC protocols and chain of command.

· Experience with training in an academy setting.

· Curriculum and instructional design experience.

· Proficiency with MS Word, Excel, PowerPoint

This Competitive Solicitation is divided into six (6) sections:

· Section 1 provides a summary table of relevant deadlines for responding to the Competitive Solicitation and identifies contact information for the WSCJTC Procurement Coordinator.

· Section 2 provides important information about the procurement that is designed to help interested Vendors evaluate the potential opportunity, including the purpose of the procurement, the form of the resulting Contract, and potential contract sales.

· Section 3 identifies how WSCJTC will evaluate the qualifications.

· Section 4 identifies how to prepare and submit qualifications for this Competitive Solicitation, including detailed instructions regarding what to submit and how to submit your qualifications.

· Section 5 details the applicable requirements to file a complaint, request a debrief conference, or file a protest regarding this Competitive Solicitation.

· Section 6 provides information pertaining to doing business with the State of Washington, including WSCJTC efforts to enable Washington’s small and diverse businesses to compete for and participate in state procurements for goods/services.

In addition, this Competitive Solicitation includes the following Exhibits:

· Exhibit A – Required Vendor Information: These exhibits identify information that Vendors must provide to WSCJTC to constitute responsive qualifications. See Section 4, below.

· Exhibit A-1 – Vendor’s Certification

· Exhibit A-2 – Vendor’s Profile

· Exhibit B – Qualifications: This exhibit provides the information that Vendors will submit as part of their qualifications, and the evaluation tool that WSCJTC will use to evaluate qualifications.

· Exhibit C – Contract: This exhibit is a draft of the Contract that any successful Vendor will execute with WSCJTC.

Section 1 – Deadlines, Questions, Procurement Coordinator, and Modification

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

1.1. COMPETITIVE SOLICITATION QUESTIONS. Questions or concerns regarding this Competitive Solicitation must be directed to the following Procurement Coordinator:

Procurement Coordinator

Questions raised during the pre-bid conference and during the Q&A period will be answered and responses posted to Washington’s Electronic Business Solution (WEBS).

1.2. COMPLAINTS, DEBRIEFS, & PROTESTS. The Competitive Solicitation (and award of any Contract) is subject to complaints, debriefs, and protests as explained in Section 5, which may impact the dates set forth above.

1.3. COMPETITIVE SOLICITATION – AMENDMENT & MODIFICATION. WSCJTC reserves the right to amend and modify this Competitive Solicitation. Only Vendors who have properly registered and downloaded the original Competitive Solicitation directly via the Washington Electronic Business Solution WEBS will receive notifications of amendments and other correspondence pertinent to this Competitive Solicitation. Vendors must be registered in WEBS to be awarded a Contract. Visit WEBS to register.

Section 2 – 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.

2.1. PURPOSE OF THE PROCUREMENT – AWARD A CONTRACT. The purpose of this Competitive Solicitation is to receive qualifications to evaluate and, as appropriate, award a Contract to a trained Vendor for the purpose of providing full-time temporary services instructing and testing Firearms and Patrol Tactics, for the Basic Law Enforcement Officer Academy, and providing instruction in advanced Firearms Training.

2.2. Pursuant to Washington’s Procurement Code for Goods and Services, RCW chap. 39.26, state agency purchases of goods and services must be based on a competitive solicitation process in which the Contract is awarded to the responsive, responsible bidder. Pursuant to DES Policy 090-060 Supplier Diversity, WSCJTC intends to award the contract resulting from this competitive solicitation, estimated at less than $150,000, to the highest-ranked responsive and responsible Washington Small Business (as defined in RCW 39.26.010(22)) or Certified Washington Veteran-owned Business (as defined in RCW 43.60A.190), unless there is no responsive and responsible bid from a Small or Veteran-owned Business.

2.3. CONTRACT. The form of the Contract that will be awarded as a result of this Competitive Solicitation is attached as Exhibit C – Sample Contract.

2.4. CONTRACT TERM. As set forth in the attached Contract for this Competitive Solicitation, the initial contract term is 12 months and can be renewed for additional one-year terms at the discretion of WSCJTC. Vendors are to specify prices for the contract term. The Contract is subject to earlier termination.

2.5. Contract Execution and Amendments. This Contract shall be binding on WSCJTC only upon signature by the Executive Director of WSCJTC or designee. WSCJTC and The Contractor may mutually amend this Contract. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind WSCJTC and The Contractor

2.6. ESTIMATED CONTRACT VALUE. The WSCJTC budget for this project is $100,000 for the initial 12-month contract. The maximum contract amount may be increased if the period of performance is extended and/or additional funding becomes available.

2.7. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES. WSCJTC will apply the following Washington State procurement priorities and preferences to this Competitive Solicitation which, as set forth in Section 3.5, will impact the evaluation of qualifications for this Competitive Solicitation:

· Executive Order 18-03

· Washington Small Business

· Certified Veteran-Owned Business

Section 3 – Bid Evaluation

This section identifies how WSCJTC will evaluate qualifications for this Competitive Solicitation.

3.1. OVERVIEW. WSCJTC will evaluate qualifications for this Competitive Solicitation as described below.

· Vendor responsiveness will be evaluated based on the process described herein.

· Any vendor whose qualifications are determined to be non-responsive will be rejected and will be notified of the reasons for this rejection.

· WSCJTC reserves the right to: (1) Request clarification regarding any vendor qualifications; (2) Waive any informality; (3) Reject any or all qualifications, or portions thereof; (4) Accept any portion of the qualifications unless the vendor stipulates all or nothing; (5) Cancel the Competitive Solicitation and, if desired, re-solicit qualifications and/or (6) Negotiate with the lowest responsive and responsible vendor(s) to determine if such qualifications can be improved.

· WSCJTC will use the following process and evaluation criteria for an award of the Contract:

Total points for proposal and State Procurement Priorities

3.2. BID RESPONSIVENESS (STEP 1). WSCJTC will review qualifications – on a pass/fail basis – to determine whether the vendor is ‘responsive’ to this Competitive Solicitation. This means that WSCJTC will review each submission to determine whether the qualification is complete – i.e., does the submission include each of the required qualifications, are the submittals complete, signed, legible. WSCJTC reserves the right – in its sole discretion – to determine whether any of the qualifications are responsive – i.e., to determine a vendor’s compliance with the requirements specified in this Competitive Solicitation and to waive informalities in a submission. An informality is an immaterial variation from the exact requirements of the Competitive Solicitation, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the goods or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to Vendors. Responsive qualifications will be evaluated as set forth herein.

3.3. QUALIFICATION EVALUATION (STEP 2). WSCJTC will evaluate each submission to ensure that each vendor’s product(s) or service(s) meet the specifications and/or performance requirements to complete the project. WSCJTC reserves the right to request additional information or perform tests and measurements before selecting the Apparent Successful Vendor. A vendor’s failure to provide requested information to WSCJTC within ten (10) business days may result in disqualification.

3.4. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES (STEP 3). WSCJTC will apply the following Washington State procurement priorities and preferences, as set forth below, to this Competitive Solicitation

· Washington Small Business

· Certified Veteran-Owned Business

3.5. VENDOR RESPONSIBILITY ANALYSIS (STEP 4). For responsive qualifications, WSCJTC must determine whether the vendor is a ‘responsible vendor.’ Accordingly, WSCJTC will make reasonable inquiry to determine vendor responsibility on a pass/fail basis. In determining vendor responsibility, WSCJTC will consider the following statutory elements:

· The vendor’s ability, capacity, and skill to perform the contract or provide the service required.

· The vendor’s character, integrity, reputation, judgment, experience, and efficiency.

· Whether the vendor can perform the contract within the time specified.

· The vendor’s performance quality pertaining to previous contracts or services.

· The vendor’s compliance with laws relating to the contract or services.

· Whether, within the three-year period immediately preceding the date of the Competitive Solicitation, the vendor 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

· 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, WSCJTC may consider the following:

· Financial Information: WSCJTC may request financial statements, credit ratings, references, records of past performance, clarification of vendor’s offer, on-site inspection of vendor’s or subcontractor's facilities, or other information as necessary to determine vendor’s capacity to perform and the enforceability of vendor’s contractual commitments. Failure to respond to these requests may result in a bid being rejected as non-responsive.

· References: WSCJTC reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Any negative or unsatisfactory reference can be reason for rejecting a vendor as non-responsible.

3.6. PRESENTATION EVALUATION (STEP 5). WSCJTC may invite the vendor(s) with the top-scored qualifications to demonstrate/interview with the evaluation committee. All key personnel will be required to participate in the demonstration/interview process. WSCJTC will contact the vendor(s) to schedule a date and time for demonstration/interview. Vendor is encouraged to secure the date(s) indicated in Competitive Solicitation Section 1.1. WSCJTC will provide further instruction at the time of scheduling demonstrations/interviews. Prior points are not accumulative and will be reset to zero. There will be a maximum of 25 points awarded based on the vendor’s demonstration/interview.

3.7. CONTRACT NEGOTIATIONS (STEP 5). WSCJTC may negotiate with the highest scored responsive, responsible vendor to finalize the Contract and to determine if the qualifications may be improved. If, after a reasonable period of time, WSCJTC, in its sole judgment, cannot reach an agreement on acceptable Contract terms with such vendor, WSCJTC may suspend negotiations and undertake negotiations with the next highest scored responsive, responsible vendor as determined by the evaluations.

3.8. ANNOUNCEMENT OF APPARENT SUCCESSFUL VENDOR. WSCJTC will determine the Apparent Successful Vendor (“ASV”). The ASV will be the responsive and responsible vendor(s) that best meet(s) the Competitive Solicitation requirements and presents the best total value, as calculated consistent with the instructions set forth in Exhibit B – Qualifications, and other factors as set forth in this Competitive Solicitation including any applicable state procurement priority or preference.

· Designation as an ASV does not imply that WSCJTC will issue an award for a Contract to your firm. Rather, this designation allows WSCJTC to perform further analysis and ask for additional documentation. The vendor must not construe this as an award, impending award, attempt to negotiate, etc. If a vendor acts or fails to act as a result of this notification, it does so at its own risk and expense.

· Upon announcement of the ASV, Vendors may request a debrief conference as specified in Section 5.

3.9. AWARD OF CONTRACT. Subject to protests, if any, WSCJTC and the ASV will enter into a Contract as set forth in Exhibit C – Contract. A contract award is made, and a contract is formed by the signature of WSCJTC and awarded vendor on the Contract. WSCJTC reserves the right to award on an all-or-nothing consolidated basis. Following the award of the Contract, all Vendors registered in WEBS will receive a Notice of Award delivered to the vendor’s email address provided in the vendor’s profile in WEBS.

3.10. BID INFORMATION AVAILABILITY. Upon WSCJTC announcement of ASV, all Proposal submissions and all proposal evaluations are subject to public disclosure pursuant to Washington’s Public Records Act. See RCW 39.26.030(2). Upon WSCJTC announcement of ASV, WSCJTC will post all proposal evaluations on the WSCJTC website. In addition, WSCJTC intends to post all winning qualified submissions to its contract portal webpage after the Contract is awarded.

3.11. ADDITIONAL AWARDS. WSCJTC reserves the right, during the resulting Contract term, to make additional Contract awards to responsive, responsible Vendors who provided a proposal but who were not awarded a Contract. Such awards would be on the same or substantially similar terms and conditions and would be designed to address a Contractor vacancy (e.g., a contractor is terminated or goes out of business) or be in the best interest of the State of Washington.

Section 4 – How to Prepare and Submit your qualifications for this Competitive Solicitation

This section identifies how to prepare and submit your qualifications to WSCJTC for this Competitive Solicitation. In addition, Vendors will need to review and follow the Competitive Solicitation requirements including those set forth in the exhibits, which identifies the information that Vendors must provide to WSCJTC to constitute a responsive proposal. By responding to this Competitive Solicitation and submitting their qualifications, Vendors acknowledge having read and understood the entire Competitive Solicitation and accept all information contained within this Competitive Solicitation.

4.1. VENDOR COMMUNICATIONS REGARDING THIS COMPETITIVE SOLICITATION. During the Competitive Solicitation process, all vendor communications regarding this Competitive Solicitation must be directed by email to the Procurement Coordinator for this Competitive Solicitation. See Section 1.2 of this Competitive Solicitation. Vendors should rely only on this Competitive Solicitation and written amendments to the Competitive Solicitation issued by the Procurement Coordinator. In no event will oral communications regarding the Competitive Solicitation be binding.

· Vendors are encouraged to make any inquiry regarding the Competitive Solicitation as early in the process as possible to allow WSCJTC to consider and, if warranted, respond to the inquiry. If a vendor does not notify WSCJTC of an issue, exception, addition, or omission, WSCJTC may consider the matter waived by the vendor for protest purposes.

· If vendor inquiries result in changes to the Competitive Solicitation, written amendments will be issued and posted on WEBS.

· Unauthorized vendor contact regarding this Competitive Solicitation with other state employees involved with the Competitive Solicitation may result in vendor disqualification.

4.2. SUBMITTAL COMPONENTS. Qualifications must include all components needed for the goods and/or services as described in this Competitive Solicitation. See Exhibit B –Qualifications. A vendor’s failure to identify all components in a manner consistent with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

· Inclusive Qualifications: Vendors must identify and include all elements in their proposal. Except as provided in the Contract, there shall be no additional costs of any kind.

4.3. QUALIFICATIONS SUBMITTAL CHECKLIST – REQUIRED QUALIFICATION SUBMITTALS. This section identifies the qualifications that must be provided to WSCJTC to constitute a responsive submittal. The submittals must be delivered as set forth below. Qualifications that do not include the submittals identified below may be rejected as nonresponsive. In addition, a vendor’s failure to complete any submittal as instructed may result in the submittal being rejected. Vendors may not provide unsolicited materials. For any supplemental materials expressly required by WSCJTC in writing, Vendors must identify such supplemental materials with the vendor’s name.

EXHIBIT A-1 – VENDOR’S CERTIFICATION

This document is the Vendor’s Certification.

Complete the certification, attach it to the proposal along with any exceptions or required explanations, and submit it to WSCJTC.

Note: The Certification must be complete. Where there are choices, vendor must check a box. The certification must be signed and submitted by a duly authorized representative for the vendor.

EXHIBIT A-2 – VENDOR’S PROFILE

This document requires vendor information for WSCJTC contract administration purposes.

Complete as instructed and submit with the proposal to WSCJTC.

EXHIBIT B – QUALIFICATIONS

Vendor will need to complete the worksheet templates as instructed in Exhibit B – Qualifications.

4.4. QUALIFICATIONS FORMAT. Qualifications must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the exhibits). Unless otherwise specified in writing by WSCJTC, documents included with an electronic submission must be prepared in MS Word, MS Excel, or Adobe PDF. Where required to do so, Vendors may sign using either a physical or electronic signature.

4.5. SUBMITTING QUALIFICATIONS. Your qualifications must be emailed to the Procurement Coordinator at holly.white@cjtc.wa.gov. WSCJTC email boxes only can accept emails that total less than 30MB in size. Vendors are cautioned to keep email sizes to less than 25MB to ease delivery. Zipped files cannot be accepted.

Section 5 – Complaint, Debrief, & Protest Requirements

This section details the applicable requirements for complaints, debriefs, and protests.

5.1. COMPLAINTS. This Competitive Solicitation offers a complaint period for Vendors wishing to voice objections to this solicitation. The complaint period ends five (5) business days before the proposal due date. The complaint period is an opportunity to voice objections, raise concerns, or suggest changes that were not addressed during the Question & Answer Period or, if applicable, at the Pre-Bid Conference. Failure by the vendor to raise a complaint at this stage may waive its right for later consideration. WSCJTC will consider all complaints but is not required to modify or cancel the Competitive Solicitation. If vendor complaints result in changes to the Competitive Solicitation, written amendments to the Competitive Solicitation will be issued and posted on WEBS.

a. CRITERIA FOR COMPLAINT. A formal complaint may be based only on one or more of the following grounds: (a) The solicitation unnecessarily restricts competition; (b) The solicitation evaluation or scoring process is unfair or flawed; or (c) The solicitation requirements are inadequate or insufficient to prepare a response.

b. INITIATING A COMPLAINT. A complaint must: (a) Be submitted to and received by the Procurement Coordinator no less than five (5) business days prior to the deadline for bid submittal; and (b) Be in writing (see Form and Substance, and Other below). A complaint should clearly articulate the basis of the complaint and include a proposed remedy.

c. RESPONSE. When a complaint is received, the Procurement Coordinator (or designee) will consider all the facts available and respond in writing prior to the deadline for qualification submittals, unless more time is needed. WSCJTC is required to promptly post the response to a complaint on WEBS.

d. RESPONSE IS FINAL. The Procurement Coordinator’s response to the complaint is final and not subject to administrative appeal. Issues raised in a complaint may not be raised again during the protest period. Furthermore, any issue, exception, addition, or omission not brought to the attention of the Procurement Coordinator prior to qualification submittal may be deemed waived for protest purposes.

5.2. DEBRIEF CONFERENCES. A Debrief Conference is an opportunity for a vendor and WSCJTC, through its Procurement Coordinator, to meet and discuss the vendor’s proposal (and, as further explained below, is a necessary prerequisite to filing a protest). Following the evaluation of the qualifications, WSCJTC will issue an announcement of the ASV. That announcement may be made by any means, but WSCJTC likely will use email to the vendor’s email address provided in the Vendor’s Profile. Vendors will have three (3) business days to request a Debrief Conference. Once a Debrief Conference is requested, WSCJTC will offer the requesting vendor one meeting opportunity and notify the vendor of the Debrief Conference place, date, and time. Please note, because the debrief process must occur before making an award, WSCJTC likely will schedule the Debrief Conference shortly after the announcement of the ASV and the vendor’s request for a Debrief Conference. WSCJTC will not allow the debrief process to delay the award. Therefore, Vendors should plan for contingencies and alternate representatives. Vendors who wish to protest must first participate in a debrief conference. Vendors who are unwilling or unable to attend the Debrief Conference will lose the opportunity to protest. A debrief is a required prerequisite for a vendor wishing to file a protest.

a. TIMING. A Debrief Conference may be requested by a vendor following announcement of the Apparent Successful Vendor (ASV).

b. PURPOSE OF DEBRIEF CONFERENCE. Any vendor who has submitted a timely qualification response may request a Debrief Conference (see Form and Substance, and Other below). A Debrief Conference provides an opportunity for the vendor to meet with WSCJTC to discuss vendor’s proposal and evaluation. It does not provide an opportunity to discuss other qualifications and evaluations.

c. REQUESTING A DEBRIEF CONFERENCE. The request for a Debrief Conference must be made in writing via email to the Procurement Coordinator and received within three (3) business days after the announcement of the Apparent Successful Vendor. Debrief conferences may be conducted either in person at the WSCJTC offices in Burien, Washington, or virtually (e.g., by telephone or web-based virtual meeting such as Zoom, Skype, MS Teams), as determined by WSCJTC, and may be limited by WSCJTC to a specified period of time. The failure of a vendor to request a debrief within the specified time and attend a debrief conference constitutes a waiver of the right to submit a protest. Any issue, exception, addition, or omission not brought to the attention of the procurement coordinator before or during the debrief conference may be deemed waived for protest purposes.

5.3. PROTESTS. Following a Debrief Conference, a vendor may protest the award of a Contract.

a. CRITERIA FOR A PROTEST. A protest may be based only on one or more of the following: (a) Bias, discrimination, or conflict of interest on the part of an evaluator; (b) Error in computing evaluation scores; or (c) Non-compliance with any procedures described in the Competitive Solicitation.

b. Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) An evaluator’s professional judgement on the quality of a proposal, or 2) WSCJTC’s assessment of its own and/or other agencies’ needs or requirements.

c. INITIATING A PROTEST. Any vendor may protest an award to the ASV. A protest must: (a) Be submitted to and received by the Protest Officer specified below, within five (5) business days after the protesting vendor’s Debriefing Conference (see Form and Substance, and Other below); (b) Be in writing; (c) Include a specific and complete statement of facts forming the basis of the protest; and (d) Include a description of the relief or corrective action requested.

d. PROTEST RESPONSE. After reviewing the protest and available facts, WSCJTC will issue a written response within ten (10) business days from receipt of the protest, unless additional time is needed.

e. DECISION IS FINAL. The protest decision is final and not subject to administrative appeal. If the protesting vendor does not accept WSCJTC protest response, the vendor may seek relief in King County Superior Court.

5.4. COMMUNICATION DURING COMPLAINTS, DEBRIEFS, AND PROTESTS. With the exception of protests, all communications about this Competitive Solicitation, including complaints and debriefs, must be addressed to the Procurement Coordinator unless otherwise directed. Protests must be addressed to the Protest Officer.

a. FORM, SUBSTANCE, & OTHER. All complaints, requests for debrief, and protests must:

i. Be in writing;

ii. Be signed by the complaining or protesting vendor or an authorized agent, unless sent by email;

iii. Be delivered within the time frame(s) outlined herein;

iv. Identify the Competitive solicitation number;

v. Conspicuously state “Complaint,” “Debrief,” or “Protest” in any subject line of any correspondence or email; and

vi. Be sent to the address identified below.

b. COMPLAINTS & PROTESTS. All complaints and protests must (a) State all facts and arguments on which the complaining or protesting vendor is relying as the basis for its action; and (b) Include any relevant documentation or other supporting evidence.

5.5. HOW TO CONTACT Criminal Justice Training Commission.

a. TO SUBMIT A COMPLAINT. Send an email message to the Procurement Coordinator listed in this Competitive Solicitation. The email message must include “Complaint” in the subject line of the email message. Alternatively, mail the complaint to the Procurement Coordinator listed in this Competitive Solicitation at the following address:

Attn: Procurement Coordinator – Complaint Washington State Criminal Justice Training Commission 19010 1st Ave South Burien, WA 98148

b. TO REQUEST A DEBRIEF CONFERENCE. Send an email message to the Procurement Coordinator listed in this Competitive Solicitation. The email message must include “Debrief” in the subject line of the email message.

c. TO SUBMIT A PROTEST. Send an email message to the Protest Officer at the following email address: holly.white@cjtc.wa.gov. The email message must include “Protest” in the subject line of the email message. Alternatively, mail the protest to the Protest Officer at the following address:

Attn: Procurement Coordinator-Protest Washington State Criminal Justice Training Commission 19010 1st Ave South Burien, WA 98148

Section 6 – Doing Business with the State of Washington

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

6.1. WASHINGTON’S PUBLIC RECORDS ACT – PUBLIC RECORDS DISCLOSURE REQUESTS.

· All documents (written and electronic) submitted to WSCJTC as part of this procurement are public records. Unless statutorily exempt from disclosure, such records are subject to disclosure if requested. See RCW 42.56, Public Records Act. WSCJTC strongly discourages Vendors from unnecessarily submitting sensitive information (e.g., information that bidder might categorize as ‘confidential,’ ‘proprietary,’ ‘sensitive,’ ‘trade secret,’ etc.).

· If, in vendor’s judgment, Washington’s Public Records Act provides an applicable statutory exemption from disclosure for certain portions of vendor’s proposal, please mark the precise portion(s) of the relevant page(s) of the bid that bidder believes are statutorily exempt from disclosure and identify the precise statutory basis for exemption from disclosure.

· In addition, if, in vendor’s judgment, certain portions of vendor’s proposal are not statutorily exempt from disclosure but are sensitive because these particular portions of vendor’s proposal (NOT including pricing) include highly confidential, proprietary, or trade secret information (or the equivalent) that bidder protects through the regular use of confidentiality or similar agreements and routine enforcements through court enforcement actions, please mark the precise portion(s) of the relevant page(s) of vendor’s proposal that include such sensitive information.

· In the event that WSCJTC receives a public records disclosure request pertaining to information that vendor has submitted and marked either as (a) statutorily exempt from disclosure; or (b) sensitive, WSCJTC, prior to disclosure, will do the following:

· WSCJTC Public Records Officer will review any records marked by bidder as statutorily exempt from disclosure. In those situations, where the designation comports with the stated statutory exemption from disclosure, WSCJTC will redact or withhold the document(s) as appropriate.

· For documents marked ‘sensitive’ or for documents where WSCJTC either determines that no statutory exemption to disclosure applies or is unable to determine whether the stated statutory exemption to disclosure properly applies, WSCJTC will notify vendor, at the address provided in the proposal submittal, of the public records disclosure request and identify the date that WSCJTC intends to release the document(s) (including documents marked ‘sensitive’ or exempt from disclosure) to the requester unless the vendor, at vendor’s sole expense, timely obtains a court order enjoining WSCJTC from such disclosure. In the event bidder fails to timely file a motion for a court order enjoining such disclosure, WSCJTC will release the requested document(s) on the date specified. Vendor’s failure properly to identify exempted or sensitive information and timely respond after notice of request for public disclosure has been given shall be deemed a waiver by vendor of any claim that such materials are exempt or protected from disclosure.

6.2. SMALL & DIVERSE BUSINESSES. WSCJTC, in accordance with Washington law, encourages small and diverse businesses to compete for and participate in state procurements as contractors and as subcontractors to awarded Vendors. See, e.g., RCW 39.19 (OMWBE certified businesses); RCW 43.60A.200 (WDVA certified veteran-owned businesses); and RCW 39.26.005 (Washington small businesses).

· OMWBE CERTIFICATION. Vendors may contact the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) regarding information on Minority-Owned and Women-Owned certified firms, state and federal certification programs, or to become certified. OMWBE can be reached by telephone, 866-208-1064, or through their website at OMWBE. OMWBE-Certified firms may provide their certification information on Exhibit A-2 – Vendor’s Profile.

· WDVA CERTIFICATION. Vendors may contact the Washington State Department of Veterans’ Affairs (WDVA) for information regarding Certified Veteran-Owned businesses or to become a Certified Veteran-Owned Business. The WDVA can be reached by telephone, (360) 725-2169, or through their website at WDVA. The qualification requirements to be a Certified Veteran-Owned Business are set forth in Exhibit A-1 – Vendor’s Certification.

· WASHINGTON SMALL BUSINESSES. If you qualify as a Washington Small Business, identify yourself as such in WEBS. Call WEBS Customer Service at 360-902-7400. The qualification requirements to self-certify as a Washington Small Business are set forth in Exhibit A-1 – Vendor’s Certification.

6.3. WEBS REGISTRATION. Individuals and firms interested in state contracting opportunities with WSCJTC or any state agency must register for competitive solicitation notices at the Washington Electronic Business Solution (WEBS) WEBS Registration. Note: There is no cost to register on WEBS.

6.4. NONDISCRIMINATION.

1. Nondiscrimination Requirement. During the term of this Contract, Contractor, including any subcontractor, shall not discriminate on the bases enumerated at RCW 49.60.530(3). In addition, Contractor, including any subcontractor, shall give written notice of this nondiscrimination requirement to any labor organizations with which Contractor, or subcontractor, has a collective bargaining or other agreement.

1. Obligation to Cooperate. Contractor, including any subcontractor, shall cooperate and comply with any Washington state agency investigation regarding any allegation that Contractor, including any subcontractor, has engaged in discrimination prohibited by this Contract pursuant to RCW 49.60.530(3).

1. Default. Notwithstanding any provision to the contrary, WSCJTC may suspend Contractor, including any subcontractor, upon notice of a failure to participate and cooperate with any state agency investigation into alleged discrimination prohibited by this Contract, pursuant to RCW 49.60.530(3). Any such suspension will remain in place until WSCJTC receives notification that Contractor, including any subcontractor, is cooperating with the investigating state agency. In the event Contractor, or subcontractor, is determined to have engaged in discrimination identified at RCW 49.60.530(3), WSCJTC may terminate this Contract in whole or in part, and Contractor, subcontractor, or both, may be referred for debarment as provided in RCW 39.26.200. Contractor or subcontractor may be given a reasonable time in which to cure this noncompliance, including implementing conditions consistent with any court-ordered injunctive relief or settlement agreement.

Remedies for Breach. Notwithstanding any provision to the contrary, in the event of Contract termination or suspension for engaging in discrimination, Contractor, subcontractor, or both, shall be liable for contract damages as authorized by law including, but not limited to, any cost difference between the original contract and the replacement or cover contract and all administrative costs directly related to the replacement contract, which damages are distinct from any penalties imposed under Chapter 49.60, RCW. WSCJTC shall have the right to deduct from any monies due to Contractor or subcontractor, or that thereafter become due, an amount for damages Contractor or subcontractor will owe WSCJTC for default under this provision.

INCLUDED EXHIBITS

Exhibit A-1 – Vendor’s Certification:

Note: As set forth above, Vendor must complete, sign, and return the Exhibit A-1 – Vendor’s Certification to WSCJTC.

EXHIBIT A-2 – VENDOR’S PROFILE:

Note: As set forth above, Vendor must complete and return the Exhibit A-2 – Vendor’s Profile to WSCJTC.

EXHIBIT B - QUALIFICATIONS:

Note: As set forth above, Bidder must complete and return Exhibit B – Qualifications to Washington State WSCJTC.

EXHIBIT C – SAMPLE CONTRACT

See attached Exhibit C –Sample Contract for this RFQ

REQUEST FOR QUALIFICATIONS NO.– EVOC COORDINATOR – BASIC TRAINING DIVISION PAGE 1 (Rev March 2025) image2.jpeg image3.emf

Exhibit A-1 - Vendor's Certification.docx

EXHIBIT A-1 – VENDOR’S CERTIFICATION

Competitive Solicitation:

No. RFP EVOC Coordinator – Basic Training Division

Vendor Name:

Type/print full legal name of Vendor

Vendor’s Address:

Type/print Vendor’s Address

Vendor Organization Type:

Check appropriate box

Corporation:

· Domestic

· Foreign

Limited Liability Company (LLC):

· Domestic

· Foreign

Partnership:

· Domestic

· Foreign

Sole Proprietorship:

* Note: A sole proprietorship is an unincorporated business owned and run by an individual with no distinction between the business and the owner. It is not a legal entity. It simply refers to a person who owns the business and is personally responsible for its debts and who pays personal income taxes on profits earned from the business. If you are a bidder who operates a business on your own, you automatically are a sole proprietor unless you have adopted a business structure (e.g., corporation, LLC, partnership).

State of Formation:

Type/print the state where the corporation, LLC, or partnership is formed – e.g., ‘Washington’ if domestic and the name of the state if ‘Foreign’ (i.e., not Washington)

Doing Business Under Another Name:

Check appropriate box

State whether Bidder has been doing business under another name during the past five years:

☐ Bidder has NOT done business under another name

☐ Bidder HAS done business under another name

If Bidder HAS done business under another name, provide the name(s) and addresses:

Name: ___________________________________

Address: ___________________________________

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

1. UNDERSTANDING. Vendor certifies that Vendor has read, thoroughly examined, and fully understands all provisions in the Competitive Solicitation (including all exhibits) and the terms and conditions of the Contract and any amendments or clarifications to the Competitive Solicitation and agrees to abide by the same.

2. ACCURACY. Vendor certifies that Vendor has carefully prepared and reviewed its qualifications and fully supports the accuracy of the same. Vendor further understands and acknowledges that Criminal Justice Training Commission shall not be responsible for any errors or omission on the part of Vendor in preparing its qualifications. Vendor certifies that the facts declared here are true and accurate. Vendor further understands and acknowledges that the continuing compliance with these statements and all requirements of the Competitive Solicitation are conditions precedent to the award or continuation of the resulting Contract.

3. NO COLLUSION OR ANTI-COMPETITIVE PRACTICES. Vendor certifies that Vendor has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this Competitive Solicitation. Vendor certifies that Vendor’s qualifications have been arrived at independently, without engaging in collusion, bid rigging, or any other illegal activity, and without for the purpose of restricting competition any consultation, communication, or agreement with any other Vendor or competitor relating to the intention to submit qualifications. Vendor certifies that Vendor has not been and will not knowingly disclose its qualifications, directly or indirectly, to any other Vendor or competitor before award of a Contract, unless otherwise required by law. Vendor certifies that Vendor has made no attempt and shall not make any attempt to induce any other person or firm to submit or not to submit qualifications for the purpose of restricting competition.

4. FIRM OFFER. Vendor certifies that its qualifications, attached hereto, is a firm offer which cannot be withdrawn for a period of ninety (90) days from and after the qualification due date specified in the Competitive Solicitation. Criminal Justice Training Commission may accept such qualifications, with or without further negotiation, at any time within such period.