P.O. BOX 9046, OLYMPIA, WASHINGTON 98507-9046

REQUEST FOR QUOTES AND QUALIFICATIONS

RFQQ # 2026-03

PROJECT TITLE: UPS Maintenance and Repair

BRIEF DESCRIPTION: To procure maintenance and repair services for 39 Uninterruptible Power Supply (UPS) units representing a number of different brands and sizes, and situated at various locations of Employment Security Department (ESD) throughout the State of Washington.

Proposal Due Date: December 11, 2026, at 11:59 p.m. Pacific Time Procurement Coordinator: Vi Le Proposal / Inquiry Email address: esdgpbids@esd.wa.gov Bidders are responsible for properly registering in the Washington Electronic Business Solutions (WEBS) system, https://fortress.wa.gov/ga/webs/ and downloading the solicitation document and all appendices and incorporated documents related to this solicitation. Notification of any RFQQ addenda, amendments or Bidder questions and answers will only be provided to those vendors who have registered with WEBS and have downloaded the solicitation from WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information.

It is each Bidder’s responsibility to fully read and understand all provisions of this RFQQ. All sections contain information that is materially important for submitting a successful proposal. If a Bidder does not fully understand any portion of this RFQQ, the Bidder should contact the Procurement Coordinator and/or submit an inquiry.

It is the responsibility of each Bidder to carefully read, understand, and follow all of the instructions contained in this RFQQ and all amendments hereto. ESDESD complies with the American Disabilities Act (ADA): Bidders may contact the Procurement Coordinator to receive this Request for Quotes and Qualifications in Braille or tape.

Section Table of Contents

1. Procurement Schedule

2. Proposal Content, Format, and Submission

3. Summary of Opportunity

4. Bidder Information

5. Contract Information

6. Evaluation and Award

7. Debrief and Protest

8. Additional General Terms and Conditions 9.

1. PROCUREMENT SCHEDULE

Procurement Schedule: Bidders must follow the schedule of activities as set forth below. This schedule is subject to change at the discretion of ESD. Any change will be posted as an amendment on WEBS. It is BIDDER’S RESPONSIBIILTY to check WEBS to see if any amendments are posted.

All times are local to Washington State, U.S.A.

Join Teams Meeting Meeting ID: 237 461 651 000 990 7 Passcode: 4bE7gr2C

THE FOLLOWING DATES ARE ESTIMATES and can change at any time without prior notice

2. PROPOSAL CONTENT, FORMAT AND SUBMISSION

2.1 PROPOSAL CONTENT

Bidder’s Proposal Submission must include the documents listed in table 2.1 below. No other materials need to be submitted. No other materials will be evaluated or scored.

Table 2.1 – Check List of Required documents for Bidder’s Proposal Submission

2.2 SUBMISSION FORMAT

This section provides information on how each bidder should structure and deliver their Proposal Submissions.

A. Submissions sent electronically Bidders must submit their Bid Proposal via email as follows:

Email address: esdgpbids@esd.wa.gov Subject line: RFQQ 2026-03 - UPS Maintenance – [Your entity’s name].

Bidders must submit electronic file copies of their Proposals in Microsoft Office software or as a PDF.

Bidder’s submission must be all-inclusive in one email and contain all required material in that email transmission. If multiple emails are required due to size restrictions, Bidder can use multiple emails, but each email must be labeled as being a single component of a larger batch. Each email must also be sent immediately after the prior email.

B. Submission Deadline Bidder’s Proposal must be received by the date and time noted in the current Procurement Schedule.

Proposals received after the deadline will be deemed non-responsive and will not be accepted, reviewed, or evaluated.

C. Zip Files or Other Mechanisms Files must be attached directly to the email as Word, Excel, or PDF files. Bidders cannot zip the files, or use other programs designed to contain files therein. ESD must be able to scan the file individually prior to opening any folder or other format housing the files. ESD’s inability to do so may result in disqualifying the Bidder’s proposal. If Bidders intends to use any such mechanisms for its submission, it should consult with the procurement coordinator (by email) at least one week prior to submitting the files.

D. Single File Responses for Each Appendix Each appendix must be submitted as separate independent file -- all attached to one email. Bidders may not combine multiple appendices as a single file.

When responding to each respective Appendix, all content of your responses must be contained within the single file (Word, Excel, PDF) identified for that Appendix. Evaluators will ONLY BE GIVEN THE ONE SINGLE FILE to review and will not read multiple Bidder files for the same Appendix.

Bidders must include all responsive content, including any outside information, into the single file (Word, Excel, PDF). ESD disallows the use of hyperlinks; evaluators will not review outside hyperlinked material. If your response includes extra files containing brochures, resumes, letters, or other outside information, such information must be written out and included into the single file designated for that appendix. Evaluators will only review the one file identified for each Appendix.

E. Response Layout Requirements All responsive pages for each appendix must be consecutively numbered. All pages must also contain the name of the Bidder, and the appendix letter to which it applies. The required information may be located at the top or bottom (header or footer) of each page but must be consistent throughout. Any page of material that cannot be independently identified to a respective Bidder, may be disregarded, and not scored.

3. SUMMARY OF OPPORTUNITY

3.1 SOLICITATION PURPOSE

THIS IS A REQUEST FOR QUOTES & QUALIFICATIONS: The Washington State Employment Security Department (ESD) is seeking proposals from contractors to procure maintenance and repair services for 39 Uninterruptible Power Supply (UPS) units representing a number of different brands and sizes and situated at various locations of ESD throughout the State of Washington.

ESD intends to make a Single Award under this RFQQ.

3.2 SCOPE OF WORK

i. The contractor will provide maintenance and repair services for UPS units at ESD’s Headquarters, and support offices. The UPS units are listed in Appendix B, encompassing the batteries, control system, inverter, chargers, and all appurtenant devices (the "UPS"), with service anticipated to begin immediately upon award. Vendor’s price quote will provide UPS maintenance and repair services, twenty-four (24) hours per day, seven (7) days per week. Vendor’s quoted pricing shall include all parts, materials, labor, shipping, and applicable state sales tax.

ii. Preventative Maintenance The Contractor shall perform two (2) preventative maintenance visits ("PM Visit") during the duration of the first term of the Contract to each UPS unit identified in Appendix B (with the first visit occurring no earlier than 30 calendar days after start of the contract term, and no later than 90 calendar days after start of the contract term).

If the Contract is extended, the Contractor will provide two additional (2) routine preventative maintenance visits to each unit annually thereafter.

1) Each PM visit will be conducted at a mutually agreed upon time. For purposes of scheduling the appointment, the Contractor will contact Al Horton; (360-507-9665), or his designee.

2) The scope of each PM visit will include all inspection, calibration, testing, and examination of the components of the UPS as recommended by the manufacturer (the "PM Scope").

3) A document detailing the PM Scope shall be provided as part of the response to the RFQQ. A copy of the PM scope, and the certification of performance by the technician, shall be provided to Al Horton; (360-507-9665), or his designee for each PM visit conducted.

4) Any deficiencies or deviations from operation of the UPS, in accordance with the manufacturer's specification observed during the PM Visit shall be brought to the attention of Al Horton; (360-507-9665), or his designee.

5) Should the Contractor observe items that are not within the PM Scope, but which represent a risk to safe and reliable operation of the UPS, or are inconsistent with generally accepted industry practices, be brought to the attention of Al Horton; (360-507-9665),), or his designee.

6) At least one PM Visit shall involve the transfer of operation to battery power with the AC mains disabled.

iii. Repair / Restoration

1) If at any time during the contract term, the UPS shall cease to function, or such function shall, on the sole discretion of ESD, be sufficiently impaired to warrant service, Contractor shall furnish all parts, materials, labor, and shipping as required to restore UPS to service in accordance with manufacturer's product standards.

2) Repair/Restoration service shall be provided on a seven day, 24-hour basis.

3) Contractor shall provide a toll-free number for contacting Contractor at any time to request Repair and Restoration Service. The number will be answered by Contractor’s personnel or a dispatch center at all times.

4) A qualified service technician will either answer the call or call the ESD representative back within 30 minutes of the initial call. (The "Response Time")

5) Contractor will provide an Escalation Procedure and contact telephone numbers for supervisory personnel to be used in the event Response Time is not met.

6) A qualified service technician shall be on site ("On-site Time") at the location of the UPS within four (4) hours of the above contact.

7) Contractor shall provide an Escalation Procedure and contact telephone numbers for management personnel to be used in the event Service Repair/Restoration Time is not met.

iv. Parts and Materials

1) Contractor shall furnish all parts and materials as required to provide Preventative Maintenance, and Repair/Restoration.

2) All such parts and materials furnished shall be new, manufactured by the original equipment manufacturer, or manufactured to the specifications of the original equipment manufacturer.

3) Battery Replacement - Specifically, the Contractor’s price quote for services will include 100% battery replacement of failed batteries and any part that fails during the entire term of the Contract. All battery cabinets/carts shall be considered as being full.

4) Contractor shall maintain an inventory of such parts as are necessary to comply with the Service Repair/Restoration Time. Contractor may arrange with ESD to permit "on site" storage of Contractor parts at Contractor’s sole risk and expense.

v. Addition and Deletion of UPS Units As a result of ongoing changes in ESD’s office locations and requirements the following may occur during the course of the Contract term, including Amendments:

1) The contractor must allow for the addition of one or more UPS units, including batteries, at any time during the Contract term at maintenance and repair service rates comparable to other units already on the contract, and at a prorated cost based on the remaining duration of the current Contract term. Any addition of UPS units to the contract cannot substantially change the original scope of work nor substantially increase the value of the original Contract (RCW 39.26.120).

2) The Contractor must allow for the maintenance and repair service to be cancelled at any time during the contract term for any of the UPS units listed in Appendix B, or any units that may be added during the term of the contract, without penalty to ESD, and provide a credit based on the remaining duration of the Contract term for those units.

vi. Equipment List

1) Attached as Appendix B is a list of the equipment for which maintenance and repair services must be bid.

2) During the term of the contract, including Amendments, any of these units may be relocated to accommodate ESD office changes.

vii. Subcontracting Subcontracting will not be allowed.

4. BIDDER INFORMATION

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4.1 MANDATORY BIDDER QUALIFICATIONS

To be eligible for consideration, Bidder must meet the following minimum qualifications:

a. The Bidder must be licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparent Successful Bidder.

b. Bidder must indicate that it has the ability to provide maintenance and repair services for the items listed in Appendix B in order to be considered responsive.

c. Currently providing same or similar services within the State of Washington.

d. Current Electrical Contractors License with the State of Washington, with a minimum EL-07 license.

e. Personnel performing under the contract must possess experience and skills applicable to the work performed and have been factory trained by one or more equipment manufacturers on the maintenance of the equipment covered by the contract, or similar to that equipment.

4.2 BIDDER INQUIRIES - Questions and Answers

If a Bidder has questions regarding this RFQQ, such matters should be put in writing and emailed to the Procurement Coordinator as noted below.

Procurement Coordinator

ESD will only answer relevant questions received in writing by the date and time specified in the RFQQ Procurement Schedule. Please review deadline for submitting Bidder questions. All questions from a bidder should be pooled together and submitted at one time. If Bidder has subsequent questions, they may submit them to esdgpbids@esd.wa.gov, but ESD is not obligated to respond.

Responses: All questions and responses will become part of an official Amendment, which will be posted on WEBS. The Procurement Coordinator is not required to send individual notification to Bidders when responses are available. NOTE: Questions do not need to be individually answered prior to the scheduled date for responses.

Late Inquiries: ESD may respond to late inquiries, but it is under no obligation to do so. Although ESD strives to provide each and every Bidder with the full amount of information it needs to best succeed, ESD also has an obligation to make sure that all Bidders have consistent access to the same information.

4.3 BIDDER COMPLAINT PROCESS

Bidders must submit a formal written complaint to the RFQQ Coordinator. Complaints should be submitted via email to esdgpbids@esd.wa.gov.

The RFQQ Coordinator will consider complaints from the Bidder that meet one or more of the following criteria.

The Bidder believes the Solicitation:

a. Unnecessarily restricts competition.

b. Contains inadequate or insufficient requirements; or

c. Utilizes an evaluation process that is unfair or flawed.

In addition, all written complaints must comply with the following requirements:

a. The complaint must be sent to the RFQQ Coordinator in a timely manner, no later than five (5) business days prior to the bid response deadline.

b. The complaint must clearly articulate the basis for the complaint; and

c. The complaint must include a proposed remedy.

The RFQQ Coordinator will evaluate the validity of the complaint and make a good-faith effort to notify the Bidder within three (3) business days of ESD’s decision. If the RFQQ Coordinator requires additional time to make a determination, the Bidder will be notified within three (3) business days.

ESD reserves the right to modify the solicitation if it is determined, at the sole discretion of the agency, that the complaint is valid or the recommended change is in the best interest of agency. Bidder complaints may not be raised again during the protest process. The agency’s decision is final, and no appeal process will be available to the Bidder once a decision has been made.

ESD’s response to the complaint, including any resulting changes to the solicitation, will be posted on WEBS. The ESD Director of Contracts will be notified of the complaint and provided with a copy of the agency’s response.

5. CONTRACT INFORMATION

5.1 TERM

The anticipated initial term of the Contract will run from 02/01/2027 and end on 12/31/2027. ESD may agree to extend the contract term at its discretion for completion of all work stated herein, and for any additional work related to the scope of work herein.

5.2 SAMPLE CONTRACT & BIDDER EXCEPTIONS

A Sample Contract will be posted through WEBS as an addition to this RFQQ. This sample contract constitutes the foundational document from which ESD will negotiate and ultimately contract with the ASB. Final contracts must remain consistent with the sample contract. Under no circumstances is the Bidder to submit its own standard contract terms and conditions in response to this solicitation. A Bidder’s own Standard Contract will not be accepted or reviewed.

Bidder Exceptions: If Bidder does not accept all terms in the sample contract, then bidder MUST identify its exceptions no later than the date Bid Proposals are due. (Although ESD suggests that Bidder provides such exceptions as early in the Bid’- process as possible.) Bidder’s exceptions should be turned in as a separate document labeled “RFQQ 2026-03 - Contract Exceptions - [Bidder’s Name].”

ESDs Response to Bidder Exceptions: Upon receipt of bidder’s exceptions ESD may at its sole discretion: (1) Request clarifications from the bidder, (2) Deem certain exceptions to be material changes to the contract and/or otherwise unacceptable. ESD will then notify the bidder that the exceptions must be revised or waived in order for the bid to be considered responsive. (3) Deem the exceptions to be potentially allowable alterations to the contract and negotiate the merits of such edits during the contract negotiation stage should Bidder become the ASB.

5.3 FAILURE TO CONTRACT WITH ASB

ESD will make a good faith effort to negotiate proposed edits to the contract with the Apparent Successful Bidder (ASB). However, if ESD believes that despite such efforts, ESD and the ASB cannot enter into an agreement that properly serves the interests of the State of Washington, then ESD may rescind its determination of the ASB and award a new ASB.

6. EVALUATION AND AWARD

6.1 Multi-phase approach

ESD will be using a multi-phased approach to evaluate, score, and award the winning Bidder for this RFQQ. Each phase is identified below.

· Phase 1: Verification of Requirements.

· Phase 2: Evaluation of Written Proposals.

· Phase 3: Initial Award of Apparent Successful Bidder.

PHase 1: Verification of Requirements

6.2 Administrative review of Proposals

All Proposals received by the stated deadline will first be reviewed by the Procurement Coordinator and staff to ensure that the proposals contain all the required information.

Only responsive proposals that meet the requirements will be forwarded to the evaluation team for further review. Any proposal that does not contain all required information, or any Bidder that does not meet all the mandatory qualifications, will be rejected as non-responsive, and will be removed from further evaluation.

In making this initial assessment, the Procurement Coordinator has the right to waive and/or seek correction of minor informalities that do not alter the substantive content of the Proposal. If Bidders are given the opportunity to correct such issues, they must do so only as instructed by the Procurement Coordinator. They cannot alter or edit the material responses of their proposal.

PHASE 2: Evaluation of Written Proposal

6.3 Selection of evaluation team

Evaluation of proposals will be conducted by an evaluation team. ESD has sole discretion over the number and selection of evaluators. Evaluators will be selected based on their knowledge, skill, and experience. Evaluators do not need to be employed personnel of ESD.

Evaluators will only evaluate the material contained in the Proposals. Evaluators WILL NOT review outside material as part of their determinations.

6.4 independent Evaluator Judgement Each evaluator will independently score the Bidder’s proposal responses based on their own discretion and judgment.

a. Quote Evaluation

The Bidder with the lowest quote will receive the maximum 100 points. Bidders with higher quotes will receive proportionately fewer quote points based on the lowest quote as follows:

(Lowest quote/other bidder quote) X 100 (highest points avail) = other bidders’ points

Sample scoring

b. Qualification Evaluation

Each Bidder will be given a raw score by each evaluation team member. The raw scores of the evaluation team members will be totaled and averaged, then converted into points. The resulting points will be used in the calculation of Bidder’s total score, as set forth in this Section below.

Step 1: Raw Scoring:

Evaluators will score each cover letter by assigning a raw score based on the response from each Bidder. Raw scores will be valued at zero (0) to four (4). The scale of zero to four is defined as follows:

Step 2: Converting Raw scores into point value:

· Each raw score will be converted to points based on the 0-4 scale, where a 0 score is 0% or 0 points; a 1 score is 25% or 50 points; and so forth.

(Bidder’s average raw score/max raw score) x points = Converted point value score

· The converted point value score will be Bidder’s Experience section score.

c. Past Performance Evaluation

Evaluators will score each past performance by assigning a raw score based on the response from each reference. The raw scores of each past performance will then be converted into points. The resulting points will be used in the calculation of Bidder’s total score, as set forth in this Section below.

Each past performance will be scored as in Section 6.4b, except that each of the 3 past performances will be worth up to 1/3 of the total 300 points.

d. Totaling Scores

Each evaluated section will be separately scored using the scoring below:

After all initial scores are completed, the evaluators may caucus together to discuss the entire evaluation process. Additional subject matter experts also may be used for this process. This step is for clarification and consistency purposes only. Each evaluator retains sole discretion over their final scores.

PHASE 3: INITIAL AWARD OF APPARENT SUCCESSFUL BIDDER

6.5 Awarding Apparent Successful Bidder

Upon completion of all scored materials, ESD will identify its Apparent Successful Bidder (ASB).

Award shall be made to the highest scoring Responsive and Responsible Bidder based on the quote, experience, past performance and the Bidder’s ability to meet the qualifications set forth in Section 4.1, and subject to consideration of all factors identified in RCW 39.26.160.

The Designation as an ASB does not mean that ESD will issue an Award to the identified entity. It merely indicates that at that moment in time, upon conclusion of the initial evaluation, ESD believes the entity to be the most responsive and responsible bidder. This designation allows ESD to perform a responsibility analysis and ask for additional documentation if necessary. ESD still reserves the right to re-review and determine whether the Bidder is truly as responsive as initially believed.

ESD intends to award to one Bidder for this opportunity.

6.6 Announcement of Apparent Successful Bidder

Upon selecting the ASB, ESD will notify both the ASB, and the non-successful Bidders, per notice on WEBS. The WEBS notice is the official notice for debrief and protest timelines. Bidders who are not registered in WEBS are still bound by the timelines. ESD may also provide additional notice via a direct email, but ESD has no absolute obligation to do so.

Following the announcement of the Apparent Successful Bidder (ASB), Bidders may request a Debrief conference, which must be performed in accordance with procurement guidelines. Unsuccessful Bidders will have a short period of time to request the Debrief conference.

NOTE: a Debrief conference is a required prerequisite for any Bidder desiring to protest the award.

NOTE: If Bidders are not intending to protest, they may request a review meeting. The Review Meeting does not have to occur within the limited time frames of a debrief and protest. Therefore, a review meeting provides the bidder with greater flexibility to obtain their desired information.

7. DEBRIEF AND PROTESTS

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7.1 DEBRIEFING OF UNSUCCESSFUL BIDDERS

Consistent with RCW 39.26.160(7), the WEBS announcement of the apparent successful Bidder, starts the clock for the debrief and protest process outlined below. Any Bidder that does not download the RFQQ through WEBS and/or does not receive the automatic WEBS ASB announcement will still be bound by that date for all debrief and protest matters.

On announcement of an apparent successful Bidder, bid submissions and bid evaluations are available for public inspection.

Unsuccessful Bidders will be afforded a debriefing conference on request. A request for a debriefing conference must be made in writing via email to the RFQQ Coordinator. The deadline for written request is 5:00 PM Washington State time on the third working day after the Notice of ASB is generated by WEBS. Requests made after that day and time may be granted for general information reasons, but they will not be deemed as an official debrief and the Bidder will not be eligible to file a protest.

The debriefing conferences are to be held within five (5) working days after the WEBS Notice of ASB. However, ESD may require extra time for scheduling. Discussion will be limited to a critique of the requesting Bidder’s Proposal including the factors considered in the evaluation of that Proposal and the Bidder’s performance with regard to the solicitation requirements. Comparisons between the content of the Proposals will not be allowed. Debrief conferences may be conducted by video conference or on the telephone and will be scheduled for a maximum of thirty (30) minutes.

NOTE: A Debrief conference is a prerequisite for any Bidder desiring to protest the award. If a Bidder does not want to protest, they can ask for a review meeting, which waives the right to protest and does not require a limited 3-day notice or a 5-day scheduling.

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7.2 PROCUREMENT RECORDS DISCLOSURE

A Bidder may request copies of solicitation and evaluation documents or may inspect solicitation and evaluation documents in order to make a decision about the efficacy of making a protest. Such a request must be in writing and sent to the ESD Public Records Department at recordsdisclosure@esd.wa.gov.

An additional copy of the request should also be sent to the Procurement Coordinator. ESD will respond to the request within five business days. ESD will note, as part of its response, how much time it will need to produce the requested documents. If more time is needed, ESD will inform the requestor of the new date that the documents will be available.

The requested documents will either be sent to, or made available to, the requesting Bidder, except for any portions of the documents that have been identified as Proprietary Information.

Notwithstanding any language that states a protest must be submitted within five business days from the conclusion of the debrief conference, a request for documents that is timely made prior to the expiration of a protest period, will cause that five-day timeline to begin anew, starting on the date that the requested documents are provided.

7.3 PROTEST PROCESS

a. Who May Protest A Bidder may only submit a protest if it has:

1. Submitted a Proposal; and

2. Requested a debriefing conference within the required time period; and

3. Received a debriefing conference.

b. Allowable Issues Only protests setting out an issue of fact concerning the following subjects shall be considered:

1. A matter of bias, discrimination, or conflict of interest on the part of an evaluator,

2. Errors in computing the scores, or

3. Non-compliance with procedures described in the procurement document or the protest process documented in this solicitation or DES requirements.

c. Disallowed Issues Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they attack such issues as:

1. Evaluator's professional judgment on the quality of a Proposal, or

2. ESD’s assessments of its own needs or requirements.

d. Protest Procedure and Format All protests must be in writing and signed by the protesting party, or an authorized agent. The signed protests must be emailed to esdgpbids@esd.wa.gov. The protest should be identified as follows: RFQQ 2026-03 – PROTEST – [Bidder’s Name].

e. Statement of Facts The protest must state all facts and arguments about an allowable issue reasonably known by the protesting party at the time of the protest on which the protesting party is relying.

f. Required Format The protest must be set out in the following format:

1. IDENTITY OF THE PROTESTER. Name, address, phone number, FAX number, contact person.

2. IDENTITY OF SOLICITATION. Title of Solicitation, date, and RFQQ Coordinator.

3. ISSUE PROTESTED. State which of the allowable issues is being protested.

4. SPECIFIC FACTS AND CIRCUMSTANCES. Describe, with specificity and in chronological order, the exact facts and circumstances leading to the belief that a protest issue occurred. Such statement must include, but is not limited to the following:

a) Dates of documents, actions, etc.; and

b) Names and titles of all involved parties; and

c) Statements, activities, etc. of each involved party.

5. RESOLUTION REQUESTED. State the requested resolution of the protest.

6. ATTACHMENTS. List and include copies of all documents referenced in the protest. However, you do not need to send a copy of your Proposal or this Solicitation document.

g. Deadline for Receipt The written protest must be received by ESD no later than 5:00 PM Washington State time, five (5) working days following the scheduled debriefing conference with the unsuccessful Bidder.

7.4 PROTEST REVIEW PROCESS

Upon receipt of a protest, ESD shall assign a neutral party with no involvement in the evaluation and award process to investigate and respond to the protest. The investigation shall not include a review of bids submitted or the evaluation scores received. The review is limited to issues related to the evaluation process or how the process was executed. Protests not based on procedural matters shall not be considered and shall be rejected without merit if they relate to issues such as an evaluator’s professional judgment regarding the quality of a proposal or ESD’s assessment of its own needs or requirements.

If a protest may affect the interest of any Bidder, ESD reserves the right to provide such Bidder with a copy of the protest and provide them with an opportunity to submit any relevant information regarding the protest to ESD.

ESD shall consider all facts available and issue a decision within ten (10) business days from receipt of the protest unless additional time is required, in which case the protesting party will be notified by the Contracts Office of the delay.

This protest procedure constitutes the sole administrative remedy available to Bidders under this Solicitation. If a protesting Bidder does not accept the agency protest response, they may attempt to seek relief from superior court. Chapter 34.05 RCW, Administrative Procedures Act (APA) does not apply to this procurement.

Per RCW 39.26.170, the Directors of ESD and the Department of Enterprise Services (DES) will be provided with a copy of the original protest and the agency’s response to the protest

8. ADDITIONAL GENERAL PROVISIONS

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8.1 AFFIRMATION OF RFQQ CONTENT

By responding to this RFQQ, a Bidder acknowledges they have read and understand the entire RFQQ and unless Bidder has filed a complaint, or otherwise properly provided specific notice of any exception, Bidder accepts all information contained within the RFQQ without modification.

8.2 ERRORS IN RFQQ

If the Bidder discovers any discrepancy, error, or omission in this RFQQ document, or in any of the attached appendices or attachments, the Bidder must notify the RFQQ Coordinator immediately. If ESD is in agreement with the notice, an amendment will be posted on WEBS.

If the Bidder does not timely notify ESD of any discrepancy, error, or omission discovered in this RFQQ or submit any complaint or exceptions to the contract, the Bidder waives its right to assert the error as part of a protest herein.

8.3 AMENDMENTS TO THE RFQQ

ESD reserves the right to revise this RFQQ. All changes will be made by written amendment. All official amendments will be posted on WEBS and will automatically become incorporated as part of this RFQQ. If there are any conflict between amendments, or between an amendment and the RFQQ, whichever document was issued last in time will be controlling.

8.4 ERRORS IN BIDDER RESPONSE

Bidders are liable for all errors or omissions contained in their Response. Bidders will not be allowed to alter Response documents after the deadline for Response submission. ESD is not liable for any errors in Responses. ESD reserves the right to contact Bidder for clarification of Response contents. ESD has no requirement to prereview Proposals that are submitted prior to the deadline.

8.5 CLARITY AND CLARIFICATIONS

ESD will make the sole determination of clarity and completeness of the Proposals. The Procurement Coordinator has sole discretion on whether to waive, and/or seek correction of minor informalities that do not alter the substantive content of the Bidder’s Proposal. The Procurement Coordinator may also deem such matters as immaterial, and leave the content as is for evaluation purposes.

No Proposal may be altered or amended after the submission deadline; however, ESD reserves the right to contact a Bidder for clarification of responsive contents if necessary. NOTE: This clarification process is only used to clarify information that was contained within the Proposal; it is not a means of providing or incorporating new information that is material to the response and was otherwise not initially included.

8.6 RESPONSIVENESS OF BIDDER’S PROPOSAL

Failure to comply with any part of the solicitation may result in rejection of the bid as non-responsive. Rejected, non-responsive bids will not be scored.

It is the responsibility of each Bidder to carefully read, understand, and follow all the instructions contained in this RFQQ, and in any future amendments. If a Bidder does not fully understand any bid requirement, Bidder should submit an inquiry to the Procurement Coordinator. ESD reserves the right to waive any administrative minor irregularity in a proposal, but it is not required to do so.

8.7 WITHDRAWAL OF PROPOSAL

Bidders may withdraw a proposal that has been submitted at any time up to the expiration of the proposal due date. To accomplish proposal withdrawal, a written request signed by an authorized representative of Bidder must be submitted to the RFQQ Coordinator. After withdrawing a previously submitted proposal, the Bidder may submit another proposal at any time up to the proposal submission due date.

8.8 CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES

Specific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 of the Revised Code of Washington (RCW). Those restrictions also apply to any Bidder submitting a Proposal under this RFQQ who has hired a former state employee. Bidders should familiarize themselves with the requirements prior to submitting a Proposal that includes current or former state employees.

8.9 COST OF RESPONSE PREPARATION

ESD will not reimburse Bidders for any costs associated with preparing or presenting a Proposal to this solicitation. ESD will not be liable for any costs incurred by the Bidder in preparation or presentation of a responsive Proposal to this RFQQ. ESD will not pay for any costs accrued prior to a mutually executed contract or purchase order resulting from this RFQQ.

8.10 DUE DILLIGENCE

ESD has the inherent right to perform due diligence on any Bidder, and/or on any information asserted in the Bidder’s proposal. This includes, without limitation, the ability to contact any current or past references, or any other persons or entities who may have relative information concerning the Bidder or its proposal. By submitting a Proposal, Bidder consents to this review, and will provide a written disclosure or waiver upon request by ESD.

8.11 OWNERSHIP OF PROPOSALS

All Proposals and materials submitted in response to this RFQQ become the property of ESD. ESD has the right to use information or adaptations of information that is presented in a response and is not: (1) already known to ESD prior to receipt of the information in the Proposal or materials submitted in response to this RFQQ, (2) subsequently disclosed to ESD by a third party who has the lawful right to make such disclosure, or (3) lawfully publicly available. Selection or rejection of the offer will not affect this right.

8.12 FINAL SELECTION & NO OBLIGATION

ESD reserves the right, at its sole discretion, to reject all responses without penalty and not to issue a contract as a result of this solicitation. ESD further reserves the right to cancel or reissue this RFQQ prior to execution of a contract.

8.13 INCORPORATION OF PROPOSAL IN CONTRACT

The Bidder’s response, including all promises, warranties, commitments, and representations made in the successful Proposal, are binding and shall be incorporated by reference into ESD’s contract(s) with an Apparent Successful Bidder. False information contained in a bid proposal can result in a subsequent breach of the contract, and further allows ESD to argue for full claims for penalty.

8.14 STATEWIDE VENDOR PAYMENT REGISTRATION

Contractors are required to be registered in the Statewide Vendor Payment system, prior to submitting a request for payment under the Contract. The Washington State Office of Financial Management (OFM) maintains a central vendor file for Washington State agencies to use for processing vendor payment.

To obtain registration materials, go to the Statewide Vendor/Payee Services (SWPS) website at: Statewide Registration Services - Office of Financial Management. The registration form has two parts. Part 1 is the information required to meet the above registration condition. Part 2 allows the ESD (and other state agencies) to pay invoices electronically with direct deposit. This is the most efficient method of payment and vendors are encouraged to sign up.

8.15 MINORITY WOMEN OWNED AND VETERAN OWNED BUSINESS ENTERPRISES

In accordance with the legislative findings and policies set forth in chapter 39.19 RCW, and RCW 43.60A.200 and 39.22.240, the State of Washington encourages participation by veteran-owned business enterprises and Minority & Women Owned Business Enterprises (MWBE), either self-identified or certified by, respectively, the Department of Veterans Affairs or the Office of Minority & Women’s Business Enterprises (OMWBE). While the State does not give preferential treatment, it does seek equitable representation from the veteran owned business and minority and women’s business communities.

Participation by veteran owned and MWBE contractors may be on a direct basis in response to this RFQQ. However, no preference will be given in the evaluation of Proposals, no minimum level of MWBE or veteran-owned business participation shall be required, and Proposals will not be evaluated, rejected or considered non-responsive on that basis.

Bidders may contact the Office of Minority & Women’s Business Enterprises (OMWBE) at https://omwbe.wa.gov/directory-certified-firms and/or the Department of Veterans Affairs at https://dva.wa.gov/veterans-service-members-and-their-families/veteran-owned-businesses to obtain information on certified firms for potential sub-contracting arrangements or for information on how to become certified.

8.16 DIVERSITY CONSIDERATIONS

In accordance with the intent of Chapter 39.26.005 RCW, the state encourages agency purchases of goods and services from state small businesses. State small business, mini-business, and micro-business are defined in RCW Chapter 39.26.010 (21), (18), and (17) respectively.

In accordance with Chapter 43.60A.200 RCW, the state encourages participation in all of its procurement contracts from firms certified by the Washington State Department of Veterans Affairs (DVA). For information on these certified firms, Bidders may contact DVA at: https://dva.wa.gov/veterans-service-members-and-their-families/veteran-owned-businesses.

8.17 PUBLIC DISCLOSURE & PROPRIETARY INFORMATION

ESD is subject to the Public Records Act, chapter 42.56 RCW. Proposals and evaluations may not be disclosed while the RFQQ is pending (RCW 39.26.030); however, all of the Proposals and evaluations may be disclosed after the announcement of the Apparent Successful Bidder.

Notwithstanding language in the Public Records Act that accounts for special treatment of proprietary information, ESD for purposes of this Bid does not allow the Bidder to submit proprietary or confidential information within their proposals. This RFQQ and the ensuing contract from this RFQQ are both intended to be fully public documents where all actions of a winning bidder will be subject to the public request, review, and availability. As such, Bidders are not allowed to identify any sections within their proposals containing information that is proprietary or confidential. If Bidder designates any portions of their proposal, ESD will require them to withdraw such a designation, or the proposal will be disqualified as being nonresponsive.

Bidders may seek the information from other Proposals once the Apparent Successful Bidder is announced.

8.18 CIVIL RIGHTS COMPLIANCE

The Washington State Employment Security Department, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Bidders will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, age, disability, or income-level, in consideration for an award. ESD will also affirmatively ensure that any contract entered into pursuant to this solicitation will require full incorporation of these rights in relation to all employees, personnel, and agents of the contractor.

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Appendix A - Bidder Profile.xlsx Sheet1

Appendix A - Bidder Profile

Complete all information, then email to: ESDgpbids@esd.wa.gov

Name file as: RFQQ 2026-03 - Appendix A - [Bidder’s Name].

This Appendix must be submitted as an Excel file with full Excel functionality. Bidder’s response should be submitted on this form and not modified to include stationery, letterhead, logos, fonts, etc. (ESD will import information directly from this form). This form must be submitted exactly as it is. Do not modify, do not substitute a form of your own making.

1 Entity Info Entity Name Bidder entity must be a legally recognizable entity that can contract with the State of Washington -- it cannot just be a DBA or an unregistered organization name. If the Bidder is an individual, then use the Bidders full name.

Registered Name in WEBS Account Registered name of your entity in WEBS account.

Address - City - State - Zip Address of your entity to be used for legal purposes and communications.

Entity Type Identify your entity type: Corp. LLC, PLLP, Sole Proprietorship.

DBA (if any) Identify if your entity does business under a DBA.

2 Registration Information WA Statewide Vendor # (SWV) All state vendors must be registered with the Washington State Department of Enterprise Services as a statewide vendor. Vendors cannot be paid until they have a SWV number. If no current SWV number, affirm that your organization will obtain a SWV number within ten (10) days of executing contract.

State Registration Number In WA, this is the UBI number, or a tax registration number from the Dept. of Revenue. If Bidder does not have a WA registration number, it must affirm that the entity will register in the state of Washington within ten days of executing contract.

Federal Tax Identification # This is for Bidders Federal TIN. If Bidder is an individual, Bidder should not supply a Social Security Number. Pre-Apprenticeship

Unique Entity Identifier # This comes from SAM.gov. UEI number replaces DUNS and the name you have on this profile must match your name at SAM.gov.

3 RFP Contact Name This section identifies who ESD should contact during the RFP to provide the Bidder with updated information. Please identify one person.

Title

Phone

Email Address

4 Contract Manager Name If Bidder is the awarded bidder, this section identifies who would be the contract manager for the ensuing contract. Contract manager is the liaison for all communications and notices between contractor and ESD.

Phone

Email Address

5 Signatory Name If Bidder is the awarded bidder, this identifies the person for the Bidder who is authorized to execute all certifications and will also sign the agreement is Bidder is awarded as the ASB.

Title

Email Address

6 Small, Minority, or Veteran Business TYPE: "YES" or "NO" as applicable in each box. OMWBE Certified OMWBE Certified Business is a Business certified with the office of Women and Minority Businesses Enterprises under Chapter 39.19 RCW.

Small Business A Small Business is an in-state (Washington) business (including sole proprietorship, a corporation, partnership, or other legal entity,) that is owned and operated independently from all other business, and has (a) fifty or fewer employees, or (b) less than seven million dollars annually as reported on its federal income tax return over the past three consecutive years.

Minority Owned A Minority Owned Business is a “small business” (per above definition) which is at least 51% owned by a one or more minority individuals.

Women Owned A Women Owned Business is a “small business” (per above definition) which is at least 51% owned by a one or more minority individuals.

Veteran Owned Veteran Owned Business means a business certified by the Washington state department of veteran affairs under RCW 43.60A.190 or a business considered a veteran-owned business under 38 C.F.R. Part 74.

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Appendix B - Quote.xlsx Sheet1

APPENDIX B - QUOTE

- Quotes for each of the three years are to include all parts, materials, labor, shipping, and applicable state sales tax. There will be no additional charges allowed.

- The ASB at its discretion, may elect to provide the services specified in this RFQQ at a lower price than originally quoted at any time during the term of the resulting Contract.

- Travel will not be reimbursed.

Name file as: RFQQ 2026-03 - Appendix B - [Bidder's Name]

Equipment List Price Quote

City* Address Asset Type Asset Manufacturer Asset Model Asset Serial # kVA Rating 1st year 2nd year 3rd year

Renton 500 SW 7th St UPS-NONMON Schneider Smart-UPS AS2042135847 0.75 $ - 0 $ - 0 $ - 0

Renton 500 SW 7th St BATT Pack Vision Battery CP1270 $ - 0 $ - 0 $ - 0

Bellingham 101 Prospect St UPS-NONMON Schneider Smart-UPS AS1626163011 2.2 $ - 0 $ - 0 $ - 0

Bellingham 101 Prospect St BATT Pack CSB HRL 1234W F2FR $ - 0 $ - 0 $ - 0

White Salmon 107 W Jewett Blvd UPS-NONMON Schneider Smart-UPS AS0822120543 1.5 $ - 0 $ - 0 $ - 0

White Salmon 107 W Jewett Blvd BATT Pack NPP Power HR1234W-FR $ - 0 $ - 0 $ - 0

Mount Vernon 2005 E College Way UPS-NONMON Schneider Smart-UPS AS1216120436 1.5 $ - 0 $ - 0 $ - 0

Mount Vernon 2005 E College Way BATT Pack Battery Technology, Inc. PWR10467 $ - 0 $ - 0 $ - 0

Olympia 926 79th Ave SE Warehouse UPS-NONMON Schneider Smart-UPS AS1028330698 1.5 $ - 0 $ - 0 $ - 0

Olympia 926 79th Ave SE Warehouse BATT Pack Battery…