RFQ Information PR2439350.pdf

DOC COMPETITIVE SOLICITATION NO. PR2439350 INFORMATION. PAGE 1 OF 5

COMPETITIVE SOLICITATION NO. PR2439350

REQUEST FOR QUOTE - ARRI VIDEO RECORDING EQUIPMENT

The Washington State Department of Corrections (DOC) issues this Request for Quote (RFQ) pursuant to RCW 39.26. DOC reserves the right to modify any part of this Solicitation at any time, in whole or in part, and without penalty. Bidders are responsible for checking the Washington Electronic Business Solutions (WEBS) website for related notices and updates.

NOTICE

Bidders are required to read and understand all information contained within this RFQ.

By responding to RFQ the bidder confirms acceptance of, and agreement with, DOC General Terms and Conditions and all RFQ contents. To view DOC General Terms and Conditions please visit: https://www.doc.wa.gov/about/business/docs/contracts/general-terms-and-conditions.pdf .

The Procurement Coordinator is the SOLE POINT OF CONTACT for this solicitation. All communication between bidders and DOC must be with Procurement Coordinator only.

All correspondence and bid submissions must be emailed to afstearns@doc1.wa.gov and include the following:

1. RFQ PR2439350 in email subject line

2. Bidder’s company name

3. Any attachments sent must be in PDF or Word DOC format.

DOC is seeking quotes for the purchase and delivery of new ARRI video recording equipment to be used for professional production services. Specifications can be found in Attachment A.

Posting Date: November 29, 2024

Bid Due Date: December 30, 2024, at 2:00 PM

Procurement Coordinator: Ashlee Stearns afstearns@doc1.wa.gov https://fortress.wa.gov/ga/webs https://www.doc.wa.gov/about/business/docs/contracts/general-terms-and-conditions.pdf https://www.doc.wa.gov/about/business/docs/contracts/general-terms-and-conditions.pdf mailto:afstearns@doc1.wa.gov

DOC COMPETITIVE SOLICITATION NO. PR2439350 INFORMATION. PAGE 2 OF 5

1.1 Purpose

DOC intends to award one (1) Contract for the Products/Services described in this Competitive Solicitation. DOC will issue a Purchase Order Contract as a result.

Because it is estimated to be valued at $150,000 or less, DOC intends to award the contract to the lowest responsive and responsible bid from a Washington State small business (as defined in RCW 39.26.010(22)(a) or veteran-owned business, unless there is no responsive and responsible bid from a small or veteran-owned business.

1.2 Contents

This Competitive Solicitation consists of 3 parts:

1. RFQ PR2439350 Information

2. Attachment A - Specifications

3. Attachment B – Bidder Response Packet

1.3 Special Requirements

Only exact ARRI-brand equipment specified on Attachment A will be considered and accepted. Many systems were vetted, and this was chosen and approved by

DOC.

1.4 Add On Clause

By mutual and written agreement, additional quantities of items may be purchased within twelve 12 months of the date of award provided the original purchase price, terms, conditions, and specifications remain the same.

1.5 Deadlines

The following table identifies important dates:

Item Date DOC posted competitive solicitation November 29, 2024 Deadline bidders may submit questions December 6, 2024, at 2:00 PM Pacific Time DOC will post responses to questions December 13, 2024 Deadline bidders may submit complaints December 20, 2024, at 2:00 pm Pacific Time Deadline for bidders to submit bids December 30, 2024, at 2:00 pm Pacific Time DOC to begin bid review December 31, 2024 Announcement of “Apparent Successful Bidder” No sooner than January 2, 2025 Unsuccessful bidders may request debriefing Up to three (3) business days after the announcement of “Apparent Successful Bidder” Unsuccessful bidders who participated in a debriefing conference may submit protests

No sooner than five (5) business days following a debrief conference

Contract awarded and purchase order released Anticipated by January 21, 2025

DOC COMPETITIVE SOLICITATION NO. PR2439350 INFORMATION. PAGE 3 OF 5

1.6 Questions and Answers. Bidders may send written questions concerning this Solicitation to the Procurement Coordinator by the deadline provided for submission of questions. Questions must be sent via email and include the RFQ number in the subject line. DOC may consolidate bidder questions and responses will be posted to WEBS as an Amendment(s). The only official responses of DOC regarding questions will be those stated in writing from the RFQ Procurement Coordinator.

1.7 Amendments DOC reserves the right to amend, cancel, and modify this Competitive Solicitation. Any changes made will be posted as an amendment in WEBS. Oral communication is NOT binding to the Purchasing Activity. Only bidders who have properly registered and downloaded the original Competitive Solicitation directly via WEBS will receive notifications of amendments and other correspondence pertinent to this Competitive Solicitation.

1.8 Complaints, Debriefs, and Protests

The Competitive Solicitation (and award of any Contract) is subject to complaints, debriefs, and protests, which may impact the dates set forth above.

• A vendor may file a complaint in writing regarding this solicitation within five (5) business days of the bid response deadline for: unnecessarily restricting competition, unfair/flawed evaluation or scoring process, or the solicitation requirements are inadequate or insufficient to prepare a response. Complaints will be responded to in a timely manner and posted to WEBS, along with any changes made to the solicitation (if applicable). Complaint may not be raised again during the protest period. Complaints must meet the following requirements:

a) Must be in writing.

b) Must be sent to the procurement coordinator prior to the deadline.

c) Should clearly articulate the basis for the complaint.

d) Should include a proposed remedy.

• After the announcement of the apparent successful bidder, DOC will offer a three

(3) day debriefing conference period to any bidder upon request. Participation in a debriefing conference is a prerequisite to submitting any protest.

• Bidders will have five (5) business days after their debriefing conference to file any protest. The protest may only be for one or more of the following reasons:

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

b) Errors in computing the scores; or

c) Non-compliance with procedures described in the procurement document or agency protest process https://fortress.wa.gov/ga/webs

DOC COMPETITIVE SOLICITATION NO. PR2439350 INFORMATION. PAGE 4 OF 5

1.9 Bidder Responsiveness and Qualifications

All bidders must meet the following minimum qualifications:

a. Be licensed to do business in the state of Washington

b. Be registered as a vendor in WEBS

c. Must be able to meet the mandatory requirements of Solicitation

Attachments.

Bidders failing to demonstrate in their bids that they meet these minimum qualifications will be considered non-responsive and will therefore be disqualified from further consideration. DOC may also disqualify a bidder for failure to follow instructions provided such as communicating with anyone in DOC other than the Procurement Coordinator regarding this Solicitation. History of prior unsatisfactory contractual performance is also cause for disqualification. DOC reserves the right to contact any Bidder for clarification of Response contents and to waive minor administrative irregularities contained in any Bidder Response.

In support of the state’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless specified in this document):

• Using environmentally preferable products and products that exceed EPA Guidelines

• Recycled Content Purchasing

• Electronic Products Purchasing

• Nonmercury-Added Products Purchasing

• Hydrofluorocarbons Products Purchasing

• Supporting a diverse supplier pool, including small, mini, micro, and veteran owned businesses.

• Including products made or grown in Washington

1.10 Bidder Evaluation

Bidders shall submit their responses utilizing the following Competitive Solicitation forms:

1. Attachment B – Bidder Response Packet (Required)

2. Attachment A – Specifications (Only if applicable comments added).

Responses should be neatly typed in 12-point font, using proper grammar, spelling and punctuation, and be submitted on or before the deadline. Failure to complete and submit required attachments, and to sign them, if applicable, may result in Bidder disqualification. Bidders may utilize as much space as is reasonably required to respond to each question, provided attachment format remains the same. If additional pages are needed, they should be attached to the page containing the initial portion of the response to a question and should be marked clearly to indicate that they provide a continuation of Bidder’s answer to a specific numbered question.

DOC COMPETITIVE SOLICITATION NO. PR2439350 INFORMATION. PAGE 5 OF 5

Bidders should not submit product brochures, white papers, customer testimonials, cut sheets, or other pre-prepared materials in response to any of the questions.

DOC Procurement Coordinator will review submitted bid documents for compliance on a pass/fail basis to determine if the bid is ‘responsive’ to this Competitive Solicitation and meets all requirements and material terms provided.

1.11 Bidder Award

For responsive bids, DOC will make reasonable inquiry to determine the responsibility of bidder, i.e., whether the bidder can perform the contract. DOC will determine responsibility on pass/fail and comparison basis by reviewing provided responses, proposed pricing, reference checks, financial stability, and other evidence that the bidder can meet performance requirements.

The selection process shall determine which Bidder provides the best value in meeting the DOC needs. DOC shall announce the Apparent Successful Bidder (ASB) on WEBS or by an e-mail from the Solicitation Coordinator to all responsive bidders. The ASB is expected to confirm Contract acceptance. If the ASB fails or refuses within ten (10) business days of delivery by DOC, DOC may elect to designate the next highest-ranked finalist as the ASB.

Selection of the ASB depends upon DOC’s assessment of multiple factors, including Bidders’ qualifications, capabilities, efficiency, experience, reliability, responsibility, integrity, quality of proposed services and deliverables, timeliness, cost and potential impact on DOC’ needs. DOC may consider whether the Response encourages diverse contractor participation; whether the Bid provides competitive pricing, economies and efficiencies; whether the Bidder considers human health and environmental impacts; whether the Response appropriately weighs cost and non-cost considerations; and life cycle cost, as applicable. DOC may also consider a Bidder’s performance on prior State or other contracts and may reject Responses of any Bidder who has failed to perform satisfactorily under any previous contract with the state or another party. DOC reserves the right to select a Bidder whose Response is deemed to offer the best overall value and that is in the best interests of DOC and the State of Washington.