RFP26-012 CAD to CAD FINAL.pdf

State of Washington

Washington Military Department

EMERGENCY MANAGEMENT DIVISION

RFP26-012

REQUEST FOR PROPOSAL

for a

Statewide Computer Aided Dispatch (CAD) to CAD System

Introduction

This Request for Proposals (RFP) is a competitive procurement issued by the Washington Military Department (WMD) pursuant to RCW chapter 39.26. The Washington Military Department intends to establish and award a contract for a Computer Aided Dispatch (CAD) to CAD System with a contract term of 5 year(s) with 2 possible 5-year extensions contingent upon satisfactorily implementing and delivering the requirements of this RFP.

This RFP is divided into 5 Sections:

Section 1 - Deadlines and Questions

Section 2 - Information about the Procurement

Section 3 - How to Prepare and Submit a Proposal for this RFP

Section 4 - Proposal Evaluation

Section 5 - Contract Award

This RFP in no way obligates or otherwise commits WMD to awarding a contract, and WMD reserves the right to cancel this RFP if it is considered to be in the best interests of the WMD.

This RFP is contingent on available funding, and although WMD anticipates immediate execution of the contract, there may be some delays in obtaining the necessary funds. This contingency on available funding may cause WMD to postpone, alter, or cancel the project.

For transparency purposes, the awarded bid(s) and bid award documents will be posted on WMD’s website after an award is made. Other bids will be made available upon request.

In addition, this RFP includes the following Attachments and Figures:

Attachment A1 – Bidder’s Responsiveness Checklist. This attachment notates WMD’s review of each proposal to determine if the proposal is complete.

Attachment A2- Bidder’s Certification: This attachment includes the Bidder’s acknowledgement of their compliance with the conditions of this RFP.

Attachment A3 – Bidder’s Profile: This attachment identifies the information that the Bidder must provide to the WMD.

Attachment B1 – Proposed Contract: This attachment is the proposed form of the contract to be awarded as a result of this RFP.

Attachment B2 – Contract Issues List: This attachment outlines the Bidder’s issues, if any, and proposed resolution if they have any business concerns with the form of the contract to be awarded. Note, however, that the WMD reserves the right not to modify the contract and to award the contract on the basis of a Bidder’s willingness to agree to the contract.

Attachment C – Technical Requirements: This attachment details the technical requirements for this RFP.

Attachment D – Bid Sheet: This attachment provides information that bidders will complete as part of their bid and the price evaluation tool that WMD will use to evaluate and compare bids.

Attachment E – Complaint, Debrief, & Protest Requirements: This attachment details the applicable requirements to file a complaint, request a debriefing conference, or file a protest regarding this RFP.

Attachment F - Diverse Business Inclusion Plan – Subcontractors: This attachment details the Diverse Business Inclusion Plans that are required for bidders who plan to utilize subcontractors to perform the contract, if awarded.

Attachment G – Doing Business with the State of Washington: This attachment provides information regarding contracting with the State of Washington.

SECTION 1 – DEADLINES AND QUESTIONS

This section identifies important deadlines for this RFP and where to direct questions regarding the RFP.

Important dates: The following table identifies important dates for this RFP:

Item Date

RFP Posting Date: Monday, June 15, 2025

Pre-Bid Conference:

Thursday, June 25, 2025 at 11:00am PST

Microsoft Teams meeting

Join:

Teams Link

Meeting ID: 239 999 535 228 276

Passcode: 8sC2Eq2i

Dial in by phone

+1 564-999-2000,,109231786# United States, Olympia

(833) 322-1218,,109231786# United States (Toll-free)

Phone conference ID: 109 231 786#

RFP Questions Deadline: Tuesday, July 7, 2026 at 5:00pm PST

RFP Questions’ Responses Posted:

Tuesday, July 14, 2026

Deadline for Submitting Proposals:

Thursday, July 30, 2026 at 5:00pm PST

Anticipated Announcement of

Apparent Successful Bidder:

By September 30, 2026

Contract ends: 5 years after contract execution with the option to extend.

The RFP (and award of the contract) is subject to complaints, debriefs, and protests as explained in Attachment E– Complaint, Debrief & Protest Requirements, which may impact the dates set forth above.

https://teams.microsoft.com/meet/239999535228276?p=kAqpiPYzWA7mOMqR1J

WMD reserves the right to amend and modify this RFP. Only bidders who have properly registered and downloaded the original RFP directly via WEBS will receive notifications of amendments to this RFP, which bidders must download, and other correspondence pertinent to this procurement. To be awarded a contract, bidders must be registered in WEBS. Visit https://fortress.wa.gov/ga/webs to register.

Questions: Questions or concerns regarding this RFP must be directed to the following Procurement Coordinator:

RFP Procurement Coordinator

Name: Alyssa Pearson, Contracts & Procurement Administrator

Telephone: 253-512-7137

Email: contracts.office@mil.wa.gov

SECTION 2 – INFORMATION ABOUT THE PROCUREMENT

2.1. PURPOSE OF THE PROCUREMENT. The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award a Contract for WMD to procure a Computer Aided Dispatch (CAD)-to-CAD System as set forth herein. 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 lowest responsive, responsible bidder.

2.2 SCOPE OF WORK OF THE PROCUREMENT.

The purpose of this RFP is to acquire a Computer-Aided Dispatch (CAD)-to-CAD integration solution designed to connect disparate locally owned and operated CAD systems within the State of Washington to facilitate emergency responses that cross jurisdictional and Public Safety Answering Point (PSAP) boundaries.

The project will include no less than four phases (to be negotiated in the bidder’s contract), the completion of each will trigger a milestone payment. Phases represent a functional implementation and not a set period of time, thus phase 2 can begin as soon as the PSAPs enlisting in phase 1 are connected and operational, successfully completing all User Acceptance Testing (UAT) protocols:

Phase 1: enrolls between 1 and 10 ESInet-connected PSAPs representing a variety of CAD systems and functional levels.

Phase 2: enrolls an additional 1 to 10 ESInet-connected PSAPs for a total of up to 20 PSAPs connected and functional at the end of this phase. Service Level Agreements would take effect during this phase of the project as it is assumed that full functionality of the agreed upon levels has been established.

Phase 3: enrolls an additional 5 to 20 ESInet-connected PSAPs for a total of up to 40 PSAPs connected and functional at the end of this phase.

https://fortress.wa.gov/ga/webs mailto:contracts.office@mil.wa.gov

Phase 4: enrolls the final ESInet-connected PSAPs.

After Phase 4, non-ESInet-connected PSAPs, Dispatch Centers, and Public Safety adjacent users may begin the connection/subscription/opt-in process – with the caveat that the State 911 Office has adopted the appropriate governance documents for such endeavors.

The solution will accomplish this interoperability by providing the capability for all CAD systems within the state to interoperate/share data at the following functional levels:

Level 1 – Push Notification/Message

Connected PSAP A can create a message for any other connected PSAP or organization to let them know of a request for service, unit status, or other message of mutual concern.

CAD-connected recipients could respond or acknowledge the messages received.

Level 2 – Incident Push

Connected PSAP A can create a CAD incident for any other connected PSAP and see updates as the intended PSAP dispatches resources, adds notes, and generally updates the event. This is distinct from a Push Notification/Message in that data has been attributed to the appropriate CAD fields and shared with another CAD-based user PSAP.

This level may involve use of geo-location and GIS address validations to determine the agency having jurisdiction.

Level 3 – Shared Incident/Event (Desired or Future Functionality)

Connected PSAP A can create a CAD incident for any other connected PSAP and retain joint ‘ownership’ of the event, wherein the originating PSAP receives an acknowledgement that the intended PSAP has received the event, each PSAP can see resources being assigned, notes added, etc. This level may only be utilized by a limited number of PSAPs and is not considered to be a functionality expected at all connected PSAPs.

Level 4 – Shared Resources (Desired Long-term Functionality to Selected Participants)

Connected PSAP A can be assigned or assume dispatching duties for another, pre-designated PSAP. Functionality would extend to virtually all aspects of CAD functionality, including visualizing resource and responder status, in-progress and queued incident details, and the ability to update existing or create new incidents on the other PSAP’s behalf. This level may only be utilized by a limited number of PSAPs and is not considered to be functionality expected at all connected PSAPs. This level of functionality would also allow neighboring PSAPs to all for sharing of selected resource statuses and locations.

Type 5 – Shared View

Connected PSAPs can elect to share specific call types or response types with connected entities that are not PSAPs, such as non-911 dispatching centers, public works agencies, hospitals, private ambulance services, etc. The connected PSAP would define all aspects of the type of and extent to which information could be shared or pushed to ‘subscriber’ agencies. Connected PSAPs would have a mechanism in place to stop sharing an incident at any point during the CAD incident workflow and/or life cycle.

The project’s goal is to facilitate the transfer and/or request of neighboring agencies’ resources.

Location and status information will enable each CAD system to recommend resources based on call type and incident location to ensure the fastest capable resource responds to minimize response times to an emergency incident.

The initial phase of this project will focus on Primary PSAPs and ESInet connected PSAPs in the state. Subsequent phases should allow for non-ESInet connected PSAPs and public safety adjacent agencies and organizations to connect, with primary PSAPs able to grant read-access to those agencies.

The ultimate operational intent of this project serves multiple purposes – allowing primary PSAPs to fully leverage policy routing features for next generation 911 calls and allowing public safety adjacent organizations to ‘subscribe’ to PSAPs and incident types to share in greater situational awareness and facilitate more efficient incident response.

Bidders should provide detailed costing schedules with their responses to allow WMD to fully understand the price-point differences between functional levels as well as one-time costs, recurring costs and the ongoing maintenance costs associated with each level of connectivity.

Bidders should also provide a detailed pricing schedule that describes the costs (both non-recurring and recurring) associated with connected users changing functional levels. WMD seeks pricing on a ‘per-PSAP’ basis and not on a ‘per-seat’ model.

Bidders providing services that generally align with the functional objectives of this RFP’s Scope of Work are encouraged to respond; the State of Washington seeks to provide and apply creative thinking and solutions to real-world operational challenges faced by public safety responders.

The following are the proposed Service Level Agreements:

The following SLAs describe the definition, measurement method, objective, and rights and remedies for each category. The following SLAs are not intended to supersede any regulatory or statutory requirements and/or penalties imposed by the Federal Communications Commission (FCC), or any other legislative oversight Washington state Utilities and Transportation Commission, or any other legislative oversight.

B1. Critical Failure

Definition: The CAD Interoperability System shall be available 24/7/365. Failure is defined as any CAD Interoperability System failure that prevents the sharing of data available in the system between PSAPs.

Measurement Method: Critical Failure is calculated by adding the total number of minutes (consecutive or non-consecutive) that the CAD Interoperability System is unavailable during the month or reporting period.

Objectives, Rights and Remedies: Tier 1: Any System failure greater than five (5) minutes and less than forty-four (44) minutes.

Each tier 1 occurrence of a failure to meet this SLA objective shall result in a twenty percent (20%) credit of the CAD Interoperability Service monthly recurring cost (MRC) for the affected PSAP(s).

Tier 2: Any outage forty-four (44) to two hundred and forty (240) minutes.

Each tier 2 occurrence of a failure to meet this SLA objective shall result in a fifty percent (50%) credit of the CAD Interoperability Service monthly recurring cost (MRC) for the affected PSAP(s).

Tier 3: Any outage two hundred and forty-one (241) minutes to four hundred eighty (480) minutes.

Each tier 3 occurrence of a failure to meet this SLA objective shall result in a seventy-five percent (75%) credit of the CAD Interoperability Service monthly recurring cost (MRC) for the affected PSAP(s).

Tier 4: Any outage exceeding four hundred eighty-one (481) minutes.

Each tier 4 occurrence of a failure to meet this SLA objective shall result in a one hundred percent (100%) credit of the CAD Interoperability Service monthly recurring cost (MRC) for the affected PSAP(s).

B2. Critical Failure Notifications

Definition: Outage is defined as critical failure of the CAD Interoperability System (as defined in time-to-repair critical failure SLA).

Measurement Method: Critical failure with a duration of fifteen (15) minutes or more. It is measured by adding the total number of minutes (consecutive or non-consecutive) that the CAD interoperability system is unavailable during the month or reporting period.

Objectives, Rights, and Remedies: Notification to the affected PSAP(s) and SECO of all outages of fifteen (15) minutes or more.

One thousand dollars ($1,000) credit to each PSAP or SECO for failure to notify each within the fifteen (15) minutes of outage. Failure to report continuing after the initial fifteen (15) minutes will result in an additional $5,000 per every five (5) minute increment. Not to exceed $25,000 per PSAP/SECO per outage.

B3. Monthly SLA Reporting

Definition: Contractor(s) shall provide SLA reports to the SECO for each month of activity during the term of the Contract.

Measurement Method: Calendar days

Objectives, Rights, and Remedies: Contractor(s) shall deliver accurate and complete mutually agreed upon reports, including critical failures, no more than ten calendar days following the end of the applicable reporting month.

Each occurrence of a failure to meet the objective shall result in a $1,000 credit for each business day that the report is not delivered.

B4. SLA Remittance

Definition: Timely remittance of service credits to the SECO for missed SLA objectives.

Measurement Method: Billing cycle.

Objectives, Rights, and Remedies: Credit shall be applied to the invoice no more than two (2) billing cycles after acknowledgment by the SECO.

Each occurrence of an SLA remedy (credit) that is not remitted within two (2) billing cycles will result in an additional $5,000 remittance for each billing cycle that the credit is not issued.

B5. Notified of Planned Maintenance

Definition: All planned maintenance shall be communicated to the SECO and PSAPs via written and verbal notification and must be accompanied by a justification.

Measurement Method: Notification shall occur no less than forty-eight (48) hours prior to the planned maintenance period.

Objectives, Rights, and Remedies: To provide advanced warning, enabling SECO and the PSAPs time to prepare.

Lack of forty-eight (48) hour notice shall result in a one-time credit to the SECO of $10,000.

B6. Root Cause Analysis for Critical Outages

Definition: Root cause analysis (RCA) shall be provided to SECO for any critical outages. SECO shall have review privileges prior to submittal of a final version of the RCA.

Measurement Method: Calendar days: Contractor shall provide RCA within fifteen (15) business days of any critical outage.

Objectives, Rights, and Remedies: To give SECO visibility into the CAD Interoperability system.

Failure to provide RCA within fifteen (15) business days of the critical outage shall result in a $500 credit per day.

2.3 CONTRACT TERM. The Contract is for a five (5) year period with the possibility of two (2) five (5) year extensions contingent upon successful delivery and implementation of the functionality identified within this RFP.

2.4 ESTIMATED CONTRACT VALUE. Although WMD does not represent or guarantee any minimum purchase from the Contract, WMD anticipates the budget for this project to be between $3 million ($3,000,000) and $4.8 million ($4,800,000.00).

2.5 CONDITIONS OF WORKING ON-SITE. Successful Bidders must be willing to work on the WAARNG/WMD installations during normal business hours and on the availability of site personnel. Generally, this is Tuesday through Friday from 7:00 am through 4:30 pm. Any site work NOT within the agency’s core hours is to be coordinated and scheduled a minimum of one (1) week in advance of the site visit. This will allow personnel to be present and available during those hours. Failure to provide advance notice may result in temporary denial of access to the installation and/or time delays and interruptions of daily operations at Camp Murray.

2.6 SUBCONTRACTOR PARTICIPATION MONITORING AND REPORTING Once a contract is awarded through the solicitation or proposal process, the awarded Prime Contractor is obligated to complete the vendor registration in Access Equity. Access Equity is a secure online vendor management system (B2GNow). Confidential information (Tax ID, etc.) will not be published. Prime Contractors that have previously registered with B2Gnow for any public entity, must verify the system has updated information. Contractors can access the system at https://omwbe.diversitycompliance.com/ or through a direct link on the Office of Minority and Women’s Business Enterprises (OMWBE) website at: https://omwbe.wa.gov/.

Each month during the contract, the Prime Contractor will report payments to ALL Subcontractors through the Access Equity system. This monthly reporting information includes total payment in dollars made to the Subcontractor, payment dates, and any additional information required to verify payment to Subcontractors. The Prime Contractor will enter this payment information into the Access Equity system, and the Subcontractors will verify this payment information in the system. Online training is available through the Access Equity/B2Gnow system. This requirement applies to both Prime Contractors and Subcontractors.

SECTION 3 – HOW TO PREPARE AND SUBMIT A PROPOSAL FOR THIS RFP

This section identifies how to prepare and submit a proposal to WMD for this RFP. By responding to this RFP and submitting a bid, bidder acknowledges having read and understood the entire RFP and accepts all information contained within this RFP.

3.1. Pre-Bid Conference. WMD will host a Competitive Solicitation pre-bid conference at the time and location indicated in Section 1 of this Competitive Solicitation. Attendance is not mandatory.

Bidders, however, are encouraged to attend and participate. The purpose of the pre-bid conference is to clarify the Competitive Solicitation as needed and raise any issues or concerns that bidders may have. If changes to the Competitive Solicitation are required as a result of the pre-bid conference, the Procurement Coordinator will post an amendment to this Competitive Solicitation to WEBS. Assistance for disabled, blind, or hearing-impaired persons who wish to attend the pre-bid conference is available with prior arrangement by contacting the Procurement Coordinator.

3.2. BIDDER COMMUNICATIONS AND QUESTIONS. During the RFP process, all bidder communications regarding this RFP must be directed to the Procurement Coordinator as set forth in Section 1 of this RFP. Bidders should rely only on this RFP and written amendments to the RFP issued by the Procurement Coordinator. In no event will oral communications regarding the RFP be binding.

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

If bidder inquiries result in changes to the RFP, written amendments to the RFP will be issued and posted on WEBS.

Unauthorized contact regarding this RFP with other state employees involved with the RFP may result in bidder disqualification.

3.3. PRICING. Proposal prices must include all cost components needed for the delivery of the goods and/or services as described in this RFP. A bidder’s failure to identify all costs in a manner consistent with the instructions in this RFP is sufficient grounds for disqualification.

https://omwbe.diversitycompliance.com/ https://omwbe.wa.gov/

Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. In the event that the bidder is awarded a contract, the total price for the goods and/or services shall be bidder’s price as submitted. Except as provided in the contract, there shall be no additional costs of any kind.

Credit Cards (P-Cards): In the event that bidder is awarded a Contract including state and local taxes, the total price for the goods and/or services shall be the same regardless of whether Purchasers make payment by cash, credit card, or electronic payment. Bidder shall bear, in full, any processing or surcharge fees associated with the use of credit cards or electronic payment.

3.4. PROPOSAL SUBMITTAL CHECKLIST – REQUIRED PROPOSAL SUBMITTALS. This section identifies the proposal submittals that must be provided to WMD to constitute a responsive proposal. The checklist provided below includes all of the documentation that must be submitted to be considered a complete proposal. Proposals that do not include the submittals identified below may be rejected as nonresponsive. In addition, a bidder’s failure to complete any submittal as instructed may result in the proposal being rejected. The submittals must be delivered electronically as set forth below.

Bidders must identify each of the submittals and any supplemental materials with Bidder’s name and the following naming convention:

ATTACHMENT A2 – BIDDER’S CERTIFICATION

Complete the certification (insert name of bidder, date, and sign), attach to the proposal and submit to the Washington Military Department.

ATTACHMENT A3 – BIDDER’S PROFILE

This document is required information for contract administration purposes.

Complete as instructed and submit with the proposal to the Washington Military Department.

ATTACHMENT B2 – CONTRACT ISSUES LIST (IF APPLICABLE)

If Bidder has any business concerns related to Attachment B1 – Proposed Contract, Bidder will need to complete Attachment B2 – Contract Issues List template and include with the proposal to the Washington Military Department.

ATTACHMENT C – TECHNICAL REQUIREMENTS

Bidder will need to confirm that bidder’s goods and/or services and/or bidder’s performance meets or exceeds the detailed specifications/qualifications set forth in Attachment C – Technical Requirements and submit it with the bid to WMD.

ATTACHMENT D – BID SHEET

Bidder must include a completed bid sheet.

ATTACHMENT F – DIVERSE BUSINESS INCLUSION PLAN – SUBCONTRACTORS (IF APPLICABLE)

Bidders who plan to utilize subcontracts to perform the contract, if awarded, must fill out the Bidder’s Diverse Business Inclusion Plan – Subcontractors in Section 3 of Attachment F.

PROPOSED WORKPLAN & SCHEDULE IN RESPONSE TO SCOPE OF WORK

Bidder must include a workplan and schedule for the proposed scope of work.

PREVIOUS PROJECTS OF SIMILAR OR LIKE EXPERIENCE

Bidder must include a list of projects of similar or like experience.

RESUMES OF KEY PERSONNEL

Bidder must include resumes of key personnel who be assigned to this project.

3.5. PROPOSAL FORMAT. Proposals must be complete, legible, and as applicable, signed. Unless otherwise specified in writing by WMD, documents included must be prepared in MS Word, MS Excel, or Adobe PDF. The proposal must be signed by a person authorized to contract for the Bidder.

3.6. SUBMITTING PROPOSALS. Your proposal must be delivered as follows:

SUBMITTING PROPOSALS

Email Proposal To:

contracts.office@mil.wa.gov

Subject Line:

(Bidder Name) Response to RFP26-012

The proposal must be received by the RFP Procurement Coordinator no later than Thursday, July 30, 2026 at 5:00 PM PST. Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of WMD and will not be returned.

Note: WMD email boxes only can accept emails that total less than 50MB in size. Bidders are cautioned to keep email sizes to less than 25MB to ease delivery. Zipped files cannot be accepted.

SECTION 4 – PROPOSAL EVALUATION

This section identifies how WMD will evaluate RFP proposals. The evaluation of the RFP response will be based only upon information provided, or associated, with the Bidder’s response to this document, including references. In light of this requirement, Bidders should take every precaution to assure that references can answer all pertinent questions posed of them and that answers to RFP items are complete.

4.1. OVERVIEW. WMD will evaluate proposals for this RFP as described below.

WMD reserves the right to determine a Bidder’s compliance with the requirements specified in this RFP, request clarification, and to waive informalities in a proposal. An informality is an immaterial variation from the exact requirements of the competitive RFP, having no effect or merely a minor or negligible effect on quality, quantity, 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 bidders.

WMD reserves the right to: (1) Waive any informality; (2) Reject any or all proposals, or portions thereof; (3) Accept any portion of the items proposed unless the bidder stipulates all or nothing in their proposal; (4) Cancel an RFP and re-solicit proposals; and/or (5) Negotiate with the highest scored responsive and responsible bidder to determine if that proposal can be improved.

WMD will use the following evaluation criteria for an award of a contract:

EVALUATION SCORING AND CRITERIA

The following points/awards will be assigned to the proposal for evaluation purposes (maximums):

Bid Responsiveness Pass/Fail

Responsibility Pass/Fail

Attachment C – Technical Requirements 322 total points

C2. Solution Architecture 50 points

C3. Supplemental CAD-to-CAD Optional Offerings 20 points

C4. Detailed System Requirements 252 points

Proposed statement of work/work plan & schedule in response to the scope of work

100 points

Demonstration of product functionality in a production-like environment

100 points

Attachment D – Bid Sheet

*Per seat pricing will receive an automatic 25-point deduction.

150 points

Previous projects of similar or like experience 25 points

STATE PROCUREMENT PRIORITIES

Executive Order 18-03 30 points

Washington Small Business 50 points

Washington Veteran Owned Business 50 points

4.2. RESPONSIVENESS. WMD will review proposals – on a pass/fail basis to determine whether the proposal is ‘responsive’ to this RFP. This means that WMD will review each proposal to determine whether the proposal is complete (i.e., does the proposal include each of the required proposal submittals, are the submittals complete, signed, legible?). WMD reserves the right – in its sole discretion – to determine whether a proposal is responsive. Bidders whose proposals are determined to be non-responsive will be rejected and will be notified of the reasons for this rejection. See Attachment A1 for a checklist of responsiveness.

4.3. RESPONSIBILITY ANALYSIS. WMD will review Bidder’s responses to Attachment C –Technical Requirements and make reasonable inquiry to determine the Bidder’s responsibility. WMD will review Bidder’s responses to Attachment C –Technical Requirements and make reasonable inquiry to determine the Bidder’s responsibility. WMD’s assigned Evaluation Team will determine Bidder responsibility on a pass/fail basis.

WMD may request record of past performance, clarification of a Bidder’s offer, on-site inspection of a Bidder’s or subcontractor’s facilities, or other information as necessary. WMD may use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. WMD reserves the right to be its own reference. Any negative or unsatisfactory reference can be reason for rejecting a bidder as non-responsible.

4.4. TECHNICAL REQUIREMENTS AND PRICE EVALUATION. Technical Requirements and Price Evaluation. WMD’s designated Evaluation Team will review, evaluate, and score each Bidder’s response to this RFP. Pricing scores will be calculated using the following formula:

(Lowest Bidder Pricing (NRC + MRC for the Initial Term) ÷ Bidder Being Evaluated Pricing (NRC + MRC for the Initial Term)) × 150 points

Responses that propose pricing based on the number of connected workstations, users, or seats will be scored less favorably than responses that propose pricing on a ‘per-PSAP’ basis. Bids using workstation, user, or seat-based pricing will incur an automatic deduction of 25 points from the pricing evaluation score, resulting in a maximum possible pricing score of 125 points instead of 150 points.

4.5. Presentation Evaluation. The WMD will invite at least the top three (3) bidders to demonstrate/interview with the evaluation committee. Additional bidders may be invited pending score proximity. All key personnel will be required to participate in the demonstration/interview process. The WMD will contact the bidder(s) to schedule a date and time for demonstration/interview. The WMD will provide the demonstration questions and scoring sheet prior to the RFP closing date. Prior points are accumulated.

There will be a maximum of 100 points awarded based on bidder’s demonstration/interview.

4.6. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES. WMD will apply the following Washington State procurement priorities and preferences, as set forth below, to this Competitive Solicitation

Procurement Preference for Executive Order 18-03 (Firms without Mandatory Individual Arbitration for Employees). Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018). Enterprise Services will evaluate bids for best value, and provide a bid preference in the amount of thirty

(30) points to any bidder who certifies, pursuant to the Bidder Certification attached as Attachment A – Bidder Certification, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waiver.

Procurement Preference for Small Businesses. In furtherance of Washington’s business inclusion goals, Enterprise Services will evaluate bids for best value and provide a bid preference in the amount of fifty (50) points to any bidder that documents its status as a Washington Small Business per RCW 39.26.010. Bidders who wish to document their small business status may do so in the designated boxes in Exhibit A-1 – Bidder Certification.

https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717 https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf?=32717 https://gbc-word-edit.officeapps.live.com/we/wordeditorframe.aspx?ui=en%2DUS&rs=en%2DUS&wopisrc=https%3A%2F%2Fstateofwa.sharepoint.com%2Fsites%2Fmil-contracts%2F_vti_bin%2Fwopi.ashx%2Ffiles%2Fc9202f2aaa61484988c04b98b6f21945&sc=https%3A%2F%2Fstateofwa%2Esharepoint%2Ecom%2Fsites%2Fmil%2Dcontracts%2Fcontractsoffice%2FSitePages%2FHome%2Easpx&wdenableroaming=1&mscc=1&hid=D8C8AAA0-30AB-D000-EBE0-6C5D1933EB51&wdorigin=ItemsView&wdhostclicktime=1681922241214&jsapi=1&jsapiver=v1&newsession=1&corrid=2e35cbc9-ea67-43c1-842f-952ab92284ac&usid=2e35cbc9-ea67-43c1-842f-952ab92284ac&sftc=1&cac=1&mtf=1&sfp=1&instantedit=1&wopicomplete=1&wdredirectionreason=Unified_SingleFlush&rct=Normal&ctp=LeastProtected#Exhibit_A1

Procurement Preference for Veteran-Owned Businesses. In furtherance of Washington’s business inclusion goals, Enterprise Services will evaluate bids for best value and provide a bid preference in the amount of fifty (50) points to certified Veteran-Owned business under RCW 43.60A.190.

4.7. CONTRACT NEGOTIATIONS. WMD will negotiate with the Top Bidder(s) to finalize contract terms and to determine if the proposal may be improved. If, after a reasonable period of time, WMD, in its judgement, cannot reach agreement on acceptable contract terms with the Top Bidder(s), WMD may suspend negotiations and undertake negotiations with the next Bidder as determined by the evaluations.

SECTION 5 – CONTRACT AWARD

5.1 ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER. WMD will determine the Apparent Successful Bidder(s) (ASB). The ASB will be the responsive and responsible Bidder(s), whose proposal, in the sole opinion of WMD, best meets the requirements of this RFP and presents the best total value to WMD.

Designation as an ASB does not imply that WMD will issue an award for a contract to the designated firm. Rather, this designation allows WMD to perform further analysis and ask for additional documentation. A Bidder’s failure to provide the requested information to WMD within ten (10) business days may result in disqualification. The Bidder must not construe ASB designation as an award, impending award, attempt to negotiate, etc. If a Bidder acts or fails to act in response to designation as an ASB or a request for information, it does so at its own risk and expense.

Upon announcement of the ASB, bidders may request a debriefing conference as specified in Attachment E – Complaint, Debrief & Protest Requirements.

5.2 CONTRACT EXECUTION. Subject to protests, if any, and the process outlined in section 4.7, above,WMD and the ASB will enter into a contract as set forth in Attachment B1 – Proposed Contract.

An award, in part or full, is made and a contract formed by signature of WMD and awarded Bidder on the contract. WMD reserves the right to award on an all-or-nothing consolidated basis.

Following the award of the contract, all Bidders will receive a Notice of Award, usually through an email to the Bidder’s email address provided in the bidder’s proposal.

5.3 ADDITIONAL AWARDS. WMD reserves the right, during the resulting Contract term, to make additional Contract awards to responsive, responsible bidders who provided a bid 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.

Attachment A1

BIDDER’S RESPONSIVENESS CHECKLIST

___ Proposal was submitted on or before, 5:00 PM PST on Thursday, July 30, 2026.

If NO, stop here as the Proposal is immediately non-responsive.

___Bidder provided all required attachments:

___ Attachment A2 – Bidder’s Certification

___ Attachment A3 – Bidder Profile

___ Attachment B2 – Contract Issues List (if applicable)

___ Attachment C – Technical Requirements

___ Attachment D – Bid Sheet

___ Attachment F - Diverse Business Inclusion Plan – Subcontractors

___ Proposed Statement of Work/Work Plan and Schedule in Response to Scope of Work

___ Projects of Similar or Like Experience

___ Resumes of Key Personnel

___ Proposal demonstrates that the Bidder is capable/responsible to provide the services.

___ Bidder’s Certification and Proposal were signed by an individual authorized to bind the Bidder to a contractual relationship.

Notes:

Attachment A2

BIDDER’S CERTIFICATION

Competitive Solicitation: No. RFP26-012

Bidder:

Type/print full legal name of Bidder

Bidder’s Address:

Type/print Bidder’s Address

Bidder Organization Type:

Check appropriate box

Corporation: Domestic Foreign

Limited Liability Company (LLC): Domestic Foreign

Partnership: Domestic Foreign

Sole Proprietorship:

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)

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

1. UNDERSTANDING. Bidder certifies that Bidder has read, thoroughly examined, and fully understands all of the provisions in the Competitive Solicitation (including all attachments) 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. Bidder certifies that Bidder has carefully prepared and reviewed its bid and fully supports the accuracy of the same. Bidder further understands and acknowledges that WMD shall not be responsible for any errors or omission on the part of Bidder in preparing its bid. Bidder certifies that the facts declared here are true and accurate. Bidder 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. Bidder certifies that Bidder 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. Bidder certifies that Bidder’s bid prices 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 bidder or competitor relating to (a) those prices, (b) the intention to submit a bid, or (c) the methods or factors used to calculate the prices offered. Bidder certifies that Bidder has not been and will not knowingly disclose its bid prices, directly or indirectly, to any other bidder or competitor before award of a Contract, unless otherwise required by law. Bidder certifies that Bidder has made no attempt and shall not make any attempt to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. Bidder, however, freely may join with other persons or organizations for the purpose of presenting a bid.

4. FIRM OFFER. Bidder certifies that its bid, attached hereto, is a firm offer which cannot be withdrawn for a period of one hundred eighty (180) days from and after the bid due date specified in the Competitive Solicitation. WMD may accept such bid, with or without further negotiation, at any time within such period. In the event of a protest, Bidder’s bid shall remain valid for such period or until the protest and any related court action is resolved, whichever is later.

5. CONFLICT OF INTEREST. Bidder certifies that, in preparing this bid, Bidder has not been assisted by any current or former employee of the State of Washington whose duties relate (or did relate) to this Competitive Solicitation, or prospective Contract, and who was assisting in other than his or her official, public capacity.

Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this bid.

6. NO REIMBURSEMENT. Bidder certifies that Bidder understands that the State of Washington will not reimburse Bidder for any costs incurred in the preparation of this bid. All bids become the property of the State of Washington, and Bidder claims no proprietary right to the ideas, writings, items, or samples unless so stated in the bid.

7. PERFORMANCE. Bidder certifies that Bidder understands that its submittal of a bid and execution of this Bidder’s Certification certifies bidder’s willingness to comply with the Contract, if awarded such. By submitting this bid, Bidder hereby offers to furnish the goods and/or services solicited pursuant to this Competitive Solicitation in compliance with all terms, conditions, and technical requirements contained in this Competitive Solicitation and the resulting Contract or, if applicable, as detailed on a Contract Issues List, if permitted, in this Competitive Solicitation.

8. INSURANCE. Bidder certifies as follows (must check one):

• BIDDER HAS REQUIRED INSURANCE. Bidder has attached a current, valid Certificate of Insurance for each and all of the required insurance coverages as specified in the Contract (note: Bidder must attach the Insurance Certificate).

OR

• BIDDER WILL OBTAIN REQUIRED INSURANCE. Bidder does not have a current, valid Certificate of Insurance for each and all of the required insurance coverages as specified in the Contract but, if designated as the Apparent Successful Bidder, Bidder will provide such a Certificate of Insurance, without exception of any kind, to WMD within twenty-four (24) hours of such designation or notification by WMD or be deemed a nonresponsive bid.

OR

• BIDDER DOES NOT HAVE REQUIRED INSURANCE. As detailed on the attached explanation (Bidder to provide), Bidder does not have a current, valid Certificate of Insurance for each and all of the required insurance coverages as specified in the Contract and, if designated as the Apparent Successful Bidder would not be able to provide such a Certificate of Insurance to WMD within twenty-four (24) hours of such designation.

9. DEBARMENT. Bidder certifies as follows (must check one):

• NO DEBARMENT. Bidder and/or its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from contracting with any federal, state, or local governmental entity.

OR

• DEBARRED. As detailed on the attached explanation (Bidder to provide), Bidder and/or its principals presently are debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from contracting with a federal, state, or local governmental entity.

10. CRIMINAL OFFENSE. Bidder certifies as follows (must check one):

• NO CRIMINAL OFFENSE. Bidder and its officers, directors, and managers have not, within the three (3) year period preceding the date of this Competitive Solicitation, been convicted or had a civil judgment rendered against Bidder or such officers, directors, and managers for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a governmental contract; violation of any federal or state antitrust statute; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. Bidder further certifies that Bidder and its officers, directors, and managers are not presently indicted or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses enumerated in this paragraph.

OR

• CRIMINAL OFFENSE. As detailed on the attached explanation (Bidder to provide), within the three (3) year period preceding the date of this Competitive Solicitation, Bidder or its officers, directors, or managers have been convicted or had a civil judgment rendered against Bidder or such officers, directors, or managers for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a governmental contract;

violation of any federal or state antitrust statute; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

11. WAGE THEFT PREVENTION. Bidder certifies as follows (must check one):

• NO WAGE VIOLATIONS. Bidder has NOT been determined by a final and binding citation and notice of assessment issued by the Washington 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 RCW 49.46, RCW 9.48, or RCW 49.52 within three (3) years prior to the date of the above-referenced Competitive Solicitation date.

OR

• VIOLATIONS OF WAGE LAWS. Bidder has been determined by a final and binding citation and notice of assessment issued by the Washington 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, a provision of RCW 49.46, RCW 49.48, or RCW 49.52 within three (3) years prior to the date of the above-referenced Competitive Solicitation date.

12. WORKERS’ RIGHTS (EXECUTIVE ORDER 18-03). Bidder certifies as follows (must check one):

• NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR

EMPLOYEES. Bidder does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

• MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR

EMPLOYEES. Bidder requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

13. TERMINATION FOR DEFAULT OR CAUSE. Bidder certifies as follows (must check one):

• NO TERMINATION FOR DEFAULT OR CAUSE. Bidder has not, within the three (3) year period preceding the date of this Competitive Solicitation, had one (1) or more federal, state, or local governmental contracts terminated for cause or default.

OR

• TERMINATION FOR DEFAULT OR CAUSE. As detailed on the attached explanation (Bidder to provide), within the three (3) year period preceding the date of this Competitive Solicitation, Bidder has had one (1) or more federal, state, or local governmental contracts terminated for cause or default.

14. TAXES. Bidder certifies as follows (must check one):

• TAXES PAID. Except as validly contested, Bidder is not delinquent and has paid or has arranged for payment of all taxes due to the State of Washington and has filed all required returns and reports as applicable.

OR

http://app.leg.wa.gov/RCW/default.aspx?cite=49.48.082 http://app.leg.wa.gov/RCW/default.aspx?cite=49.46 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48 http://app.leg.wa.gov/RCW/default.aspx?cite=49.52 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48.082 http://app.leg.wa.gov/RCW/default.aspx?cite=49.46 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48 http://app.leg.wa.gov/RCW/default.aspx?cite=49.52 https://www.governor.wa.gov/sites/default/files/exe_order/18-03%20-%20Workers%20Rights%20%28tmp%29.pdf

• DELINQUENT TAXES. As detailed on the attached explanation (Bidder to provide), Bidder has not paid or arranged for payment of all taxes due to the State of Washington and/or has not timely filed all required returns and reports as applicable.

15. LAWFUL REGISTRATION. Bidder, if conducting business other than as a sole proprietorship (e.g., Bidder is a corporation, limited liability company, partnership) certifies as follows (must check one):

• CURRENT LAWFUL REGISTRATION. Bidder is in good standing in the State of Washington and the jurisdiction where Bidder is organized, including having timely filed all required annual reports.

OR

• DELINQUENT REGISTRATION. As detailed on the attached explanation (Bidder to provide), Bidder currently is not in good standing in the State of Washington and/or the jurisdiction where Bidder is organized.

16. REGISTRATION WITH WASHINGTON SECRETARY OF STATE. Bidder certifies as follows (must check one):

• BIDDER IS REGISTERED WITH WASHINGTON SECRETARY OF STATE. Bidder is registered with the Washington Secretary of State, is in good standing, and has the following Unified Business Identifier (UBI) number: ___ ___ ___.

OR

• BIDDER WILL REGISTER WITH WASHINGTON SECRETARY OF STATE. Bidder is not registered with the Washington Secretary of State but, if designated as the Apparent Successful Bidder, Bidder will register with the Washington Secretary of State and obtain a UBI number within twenty-four (24) hours of such designation or notification by WMD or be deemed a nonresponsive bid.

OR

• BIDDER IS NOT REGISTERED WITH WASHINGTON SECRETARY OF STATE. Bidder is not registered with the Washington Secretary of State and Bidder declines to register with the Washington Secretary of State. Note: WMD requires all awarded bidders (including Washington firms and out of state firms) to be registered with the Washington Secretary of State. Bidders who are not registered will not be awarded a Contract.

17. REGISTRATION WITH WASHINGTON STATE DEPARTMENT OF REVENUE. Bidder certifies as follows (must check one):

• BIDDER IS REGISTERED WITH WASHINGTON STATE DEPARTMENT OF REVENUE. Bidder is registered with the Washington State Department of Revenue, has a business license to do business in Washington, and has the following Unified Business Identifier (UBI) number: ___…