RFQQ1341-005BYakimaCourierService.pdf

REQUEST FOR QUOTATION (RFQQ)

DEPARTMENT OF SOCIAL AND HEALTH SERVICES (DSHS)

ECONOMIC SERVICES ADMINISTRATION

MAIL PICK-UP AND DELIVERY SERVICES

RFQQ #1341-005B

JANUARY 8, 2014

RFQQ Title: Mail pick-up and delivery services for DSHS

Yakima Facility

Estimated Contract Period: The anticipated start date for this contract is between March 14, 2014 and March 17, 2014.

The initial term of the contract is for two years, with the option to extend for two (2) additional two (2) year term(s). DSHS has sole discretion for any amendment to extend the Contract.

The total contract term, including the initial term and all subsequent extensions shall not exceed six years.

Proposal Due Date: All Proposals submittals must arrive as an attachment via email, by 2:00 pm PST on February 5, 2014.

Submit Proposal To: Delivered via Email only to:

Cliff N. Roberts RFQQ Coordinator Email: cliff.roberts@dshs.wa.gov Department of Social and Health Services Operations Support and Services Division, Central Purchasing Unit Olympia, WA

RFQQ Document Posted on: Washington’s Electronic Business Solutions website: https://fortress.wa.gov/ga/webs/ mailto:cliff.roberts@dshs.wa.gov https://fortress.wa.gov/ga/webs/

Table of Contents

Section A. Summary of Services........................................................... Page 3

Section B. Procurement Process ........................................................... Page 7

Section C. Proposal Contents & Submittal .......................................... Page 16

Section D. Evaluation ........................................................................... Page 20

Exhibit A, Sample Contract ................................................ Separate Document

Exhibit B, Bidder Certification and Assurances Form ... …..Separate Document

Exhibit C, Contractor Intake Form .............................. ….. Separate Document

RFQQ 1341-005B Mail pick-up and delivery services for DSHS Yakima Facility (Re-Released January 8, 2014)

SECTION A. SUMMARY OF SERVICES

1. Purpose

The Department of Social and Health Services (DSHS), is soliciting proposals for mail pick-up and delivery from and to the local post office (205 W Washington Ave, Yakima) for the DSHS facility located at 1002 N.

16th Ave., Yakima, WA 98909.

2. Background

The DSHS facility in Yakima houses staff from the Economic Services Administration (ESA), Children’s Administration (CA), Aging and Disability Services Administration (ADSA), the Division of Vocational Rehabilitation (DVR), the Juvenile Rehabilitation Administration (JRA), and the Regional Business Center (RBC) staff.

This DSHS location receives on average 4 to 5 standard postal bins of mail each day. The facility generates approximately 3 postal bins of mail each day.

The distance from facility to post office is estimated at 4 miles one way.

3. Description of Services

The successful bidder must collect the mail from the post office and deliver the mail to the loading dock of the DSHS facility no later than 8:00 am each business day (Monday through Friday except Federal Holidays).

The successful bidder must also collect the mail from the DSHS facility each business day (Monday through Friday except Federal Holidays).

The successful bidder must pick-up the mail from the loading dock of the DSHS facility no earlier than 4:30 pm and the mail must be transported to the local post office prior to 5:00 pm each day.

DSHS Facility:

1002 N 16th Ave Yakima, WA

Local Post Office:

205 W Washington Ave Yakima, WA

The mail bins used at the DSHS facility measure:

18.5 inches long by 13.25 inches wide by 11.5 inches deep

1.84 lbs tare weight

4. Minimum Qualifications

a. Bidder must be licensed to do business in the state of Washington.

b. Bidder must demonstrate three (3) years of experience performing similar services which required adherence to strict time parameters.

c. Ability to meet the insurance requirements outlined in in Exhibit A, Sample Contract.

5. Performance Measurements

a. DSHS reserves the right to incorporate any responses from the ASB’s proposal as performance measures.

b. DSHS shall evaluate successful performance as timely mail delivery from and to the DSHS facility and the post office.

c. DSHS will require a monthly log of mail pick-up and delivery times with a submission of the ASB’s invoice.

1) In the monthly log the ASB will provide justification for any delays prior to approval of invoice; regardless of justification DSHS reserves the right to apply remedies.

d. At DSHS discretion, failure to pick-up the mail timely in any given week will result in:

1) First offense, written or email notice from the DSHS contract manager to cure unsatisfactory performance,

2) Second offense, the right of DSHS to reduce total monthly invoice by 10%,

3) Third offense, termination of the Contract for default.

e. The parties will attempt to correct any issues with performance at the lowest level before relying on any remedies.

f. Each month DSHS will review any delays in delivery or pick-up and if a pattern of delays develops DSHS has the right to terminate the contract without enforcing any weekly remedies.

g. The ASB is encouraged to provide feedback in advance of possible delays.

6. Auxiliary Aids and Services

DSHS will provide access to this RFQQ document to individuals with disabilities. Please contact the RFQQ Coordinator to request auxiliary aids and services for this RFQQ.

If an individual believes that the department has discriminated on the basis of a disability, please contact the DSHS Investigations Unit (IU) for the Nondiscrimination Policy Brochure and complaint process. The brochure can be found at http://www.dshs.wa.gov/pdf/Publications/22- 171.pdf.

7. Minority & Women’s Business Enterprises (MWBE) and Veteran- Owned Business Enterprises

In accordance with the legislative findings and policies set forth in RCW 39.19, 43.60A.200 and 39.29.052, 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 veterans, minority and women’s business communities.

Participation by veteran-owned and MWBE contractors may be either on a direct basis in response to this RFQQ or as a subcontractor to a contractor. However, no preference will be given in the evaluation of Bids, no minimum level of MWBE or veteran-owned business participation shall be required, and Bids 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 http://www.omwbe.wa.gov/index.shtml and/or the Department of Veterans Affairs at http://www.dva.wa.gov/BusinessRegistry/default.aspx to obtain information on certified firms for potential sub-contracting arrangements or for information on how to become certified.

Nothing in this section is intended to prevent or discourage participation from non-MWBE firms or non-veteran-owned businesses.

8. Definitions

The following terms appear in this RFQQ and have the following meanings.

a. Agency – The Washington State Department of Social and Health Services issuing this RFQQ.

b. Apparent Successful Bidder – The Bidder selected, based on the scoring of the Bidder’s Proposal including costs, which best met the needs of DSHS. DSHS uses the term Apparent Successful Bidder until a DSHS contract is finalized and executed.

c. Bidder - An individual, organization, public or private agency, or other entity submitting a Proposal in response to this RFQQ.

http://www.dshs.wa.gov/pdf/Publications/22-171.pdf http://www.dshs.wa.gov/pdf/Publications/22-171.pdf http://www.omwbe.wa.gov/ http://www.omwbe.wa.gov/ http://www.omwbe.wa.gov/ http://www.omwbe.wa.gov/ http://www.omwbe.wa.gov/index.shtml http://www.dva.wa.gov/BusinessRegistry/default.aspx

d. Contractor – The Apparent Successful Bidder who holds the awarded, fully executed, written contract resulting from this RFQQ.

e. Issue or Issued - To mail, post or otherwise release this RFQQ as a public document to interested parties.

f. Key Personnel – Staff being proposed to do work under this Proposal.

g. Proposal or Bid – The Bidder’s material prepared, assembled, and submitted in response to this RFQQ.

h. Protest – A Bidder’s written objection protesting the results of this

RFQQ.

i. PDT – Pacific Daylight Time.

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

k. RFQQ - Request for Qualification and Quotes, or a reference to this document.

l. RFQQ Coordinator – The DSHS’ named RFQQ Coordinator, or designee. The sole point of contact within DSHS regarding this RFQQ for potential Bidders and other interested parties.

m. Statement of Work – An awarded contract’s statement of the work or services performed by the Contractor.

n. Subcontractor – An individual, organization, business, or other entity not in the employment of a Bidder, who is performing all or part of the business activities related to this RFQQ under a separate contract with Bidder

o. Submit - To deliver to the RFQQ Coordinator any of several documents described in this RFQQ and in the manner specified in this

RFQQ.

p. WAC - Washington Administrative Code. (All references to WAC chapters or sections shall include any successor, amended, or replacement regulation.)

q. WEBS – Washington’s Electronic Business Solution. DSHS encourages all bidders to register with WEBS at https://fortress.wa.gov/ga/webscust/.

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

SECTION B. PROCUREMENT PROCESS

1. Procurement Contact Information

Upon release of this RFQQ, all parties must direct all communications concerning this RFQQ to the RFQQ Coordinator listed below. DSHS may disqualify any Bidder who communicates to anyone besides the RFQQ Coordinator.

DSHS considers all oral communication unofficial and non-binding on DSHS. Bidders should only rely on written statements issued by the RFQQ Coordinator.

Contact: Cliff Roberts RFQQ Coordinator Department of Social & Health Services Operations Support and Services Division Central Purchasing Unit

E-mail Address: Cliff.roberts@dshs.wa.gov

2. Acceptance of RFQQ Terms and Binding Offer

Bidders acknowledge their submitted Proposal, including a signed Exhibit B, Bidder Certification and Assurances Form, constitutes a binding offer.

3. Contract Term

DSHS intends to award one contract to provide the services described in Section A.3 of this RFQQ.

The Contract term begins on the contract start date or execution date, whichever is later, and continues through the contract end date.

The initial term of the contract is for two (2) years from the date of award with the option to extend for additional term(s), not to exceed six (6) years.

DSHS has sole discretion for any amendment appropriate to the resulting Contract, including any extensions. Extension for each additional term shall be in two (2) year increments.

All contracts are subject to the availability of funding.

4. Procurement Schedule

The Procurement Schedule below outlines the tentative schedule for important RFQQ action dates and times. All dates after the Proposal mailto:Cliff.roberts@dshs.wa.gov submission date are approximate and may be adjusted as conditions indicate. It is the Bidder’s sole responsibility to periodically check https://fortress.wa.gov/ga/webs/ for RFQQ amendments.

Procurement Schedule

Action Item Date & Time (PST)

1. DSHS Posts RFQQ on WEBS: https://fortress.wa.gov/ga/webs/ 1/8/2014

2. Bidder Written Questions Due 1/16/2014 by 11:00 am

3. DSHS Responds to Bidder(s) Written Questions via WEBS: https://fortress.wa.gov/ga/webs/ 1/23/2014

4. Bidder Complaints Due 1/29/2014

5. Bidder Electronic Proposals Due 2/5/2014 by 2:00 pm

6. DSHS Evaluates Proposals 2/7/2014 - 2/10/2014

7. DSHS Notification of Apparent Successful Bidder via email 2/14/2014

8. Bidder request for debriefing conference due 2/19/2014 by 11:00 am

9. DSHS conducts debriefing conferences (as necessary) 2/21/2014

10. Bidder Protest Due 3/04/2014

11.

DSHS Announces the Awarded Bidder via WEBS Contract Execution/Start Date

3/14/2014 to 3/17/2014 (Date dependent on post announcement actions.)

5. Washington Electronic Business Solutions (WEBS) Registration

The contents of this RFQQ and any amendment issued will be available on Washington Electronic Business Solution (WEBS). The document(s) will be available in standard Microsoft Office formats.

Bidders are solely responsible for:

a. Properly registering with Washington’s Electronic Business Solution

(WEBS) at: https://fortress.wa.gov/ga/webs/ and maintaining an accurate Vendor profile in WEBS.

b. Downloading this solicitation consisting of the RFQQ, all Exhibits, and incorporated documents related to the RFQQ.

c. Downloading all Amendments to the RFQQ to ensure receipt of all RFQQ updates and revisions.

Notification of Amendment to the RFQQ will only be provided to those https://fortress.wa.gov/ga/webs/

Vendors who have registered with WEBS and have downloaded the RFQQ from WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate or otherwise inadequate information for bidding.

6. Ethics

Specific restrictions apply to contracting with current or former state employees pursuant to RCW 42.52. Bidders should familiarize themselves with the requirements prior to submitting a Proposal.

In addition, as described in Section C.2, Administrative Requirements, below, Bidders must include, in their Letter of Submittal, a list identifying any current or former state employees who are employed by, or subcontracted with, Bidder.

The list must include the name of the employee or subcontractor, the individual’s employment history with the State of Washington, and a statement of the individual’s involvement with the response to, or their proposed role in providing the services under a contract resulting from this solicitation.

If the Bidder has no employees or subcontractors that are current or former employees of the state of Washington, then the Letter of Submittal should so state.

7. General Terms and Conditions

The Apparent Successful Bidder must agree to the DSHS General Terms and Conditions in Exhibit A, Sample Contract.

8. Insurance

The Apparent Successful Bidder must comply with the Insurance requirements identified in Exhibit A, Sample Contract.

9. Proprietary Information/Public Disclosure

Materials submitted in response to this RFQQ shall become the property of DSHS and the proposals shall be deemed public records as defined by

RCW 42.56.

The Bidder’s Proposal must include a statement on the Letter of Submittal identifying the pages of its Proposal, if any, which contain information the Bidder considers proprietary. Each page claimed to be proprietary must be clearly marked by stating the word “Proprietary” on the lower right hand corner. Bidders must be reasonable in designating information as proprietary or confidential. Bidders may not mark their entire Proposal proprietary. Doing so will not be honored and will disqualify your Proposal from further consideration.

If DSHS receives a request to view or copy a Bidder’s Proposal, DSHS will respond according to applicable law and DSHS’ policy governing public disclosure. DSHS will not disclose any information marked “Proprietary” in a Proposal without giving the Bidder ten (10) days notice to seek relief in superior court per RCW 42.56.540.

10. Communications

All parties must direct all communications concerning this RFQQ to the RFQQ Coordinator in writing. DSHS may disqualify any Bidder who communicates to anyone besides the RFQQ Coordinator.

Bidders should base their Proposals on material contained in this RFQQ, any related amendment(s), and any questions and answers directed through the RFQQ Coordinator.

11. Questions and Answers

Bidders may e-mail written questions to the RFQQ Coordinator. Early submission of questions is encouraged. DSHS accepts questions until the date stated in the Procurement Schedule. DSHS shall post Questions and Answers on the https://fortress.wa.gov/ga/webs/ as an RFQQ amendment.

DSHS considers all oral communication unofficial and non-binding on DSHS. Bidders should rely only on written statements issued by the RFQQ Coordinator.

12. Complaints

If Bidders have concerns with the RFQQ requirements in one of the areas below, Bidders may submit those to DSHS through the Bidder Compliant process:

• The RFQQ unnecessarily restricts competition;

• The RFQQ evaluation/scoring process is unfair or flawed; or

• The RFQQ requirements are inadequate or insufficient so that a response is difficult to prepare.

Bidders cannot raise the same complaint during the protest period.

Bidders must submit a complaint in writing to the RFQQ Coordinator before the “Bidder Complaints” due date set forth in the Procurement Schedule. Bidders must clearly state the basis for their complaint and propose a remedy.

DSHS shall respond to all complaints in writing and post response on WEBS. DSHS, at its sole discretion, may modify the RFQQ based on the Bidder’s complaint. The DSHS decision is final. No further administrative appeal shall be available.

13. RFQQ Amendments

DSHS may amend the requirements of this RFQQ any time prior to the due date for proposals and subsequent opening of proposals. DSHS may amend the Procurement Schedule and due date for Proposals. DSHS may amend the dates of remaining action items at any time.

DSHS shall post RFQQ amendments on WEBS: https://fortress.wa.gov/ga/webs/. If there is any conflict between amendments or between an amendment and the RFQQ, the last issued document shall control.

14. Cancellation of this RFQQ

RCW 39.26.150(2) requires DSHS to provide reasonable notice to all bidders prior to cancellation of this RFQQ. DSHS shall post a notice of cancellation as a RFQQ amendment on https://fortress.wa.gov/ga/webs/.

RCW 39.26.160(1)(a)(i) allows DSHS to cancel this RFQQ, and reject all Proposals, after the opening of Proposals. DSHS shall post notice of cancellation as an RFQQ amendment on https://fortress.wa.gov/ga/webs/.

15. Submission of Proposals

Bidders must submit Proposals no later than the due date and time specified in the Procurement Schedule. DSHS may not consider late Proposals. DSHS will notify any Bidder whose Proposal was received late. Bidders are responsible for allowing sufficient time to ensure timely receipt by the RFQQ Coordinator. Bidders assume all risk for the method of delivery and for any delay in the delivery of the Proposals.

If DSHS receives a Proposal before the due date, DSHS may allow the Bidder to correct and resubmit by the Proposal due date.

All Proposals and any accompanying documentation and material become the property of DSHS and will not be returned.

Bidders may only submit Proposals in Electronic format, as described below. Bidders must e-mail Proposals to the RFQQ Coordinator.

a. Electronic Proposal Format:

For electronic (e-mail) delivery, Bidders must enter “Proposal for RFQQ 1341-005B” in the e-mail subject line.

DSHS shall use the “receive date/time” from the DSHS email system as the official time stamp, but may not reflect the actual time the bid was received. DSHS assumes no responsibility for delays caused by

Bidder’s e-mail, network problems or any other party.

Acceptable Electronic Formats (Software) for Electronic Proposals are as follows:

1) Files must be formatted in Portable Document Format (Adobe Acrobat PDF) or Microsoft Office 2010 and lower versions of Microsoft Word, Excel, or PowerPoint.

2) If providing spreadsheet documents, they must be submitted in Microsoft Excel and in a live, unprotected file that includes all formulas, macros, and computations that are relied on or used to calculate any rates or values presented therein.

3) When scanning documents to be submitted in PDF format, scanner resolution should be set to at least 200 dots per inch.

4) If you wish to submit a Proposal using any format other than described above, you must e-mail the RFQQ Coordinator, at least five (5) calendar days before the Proposal due date, requesting your alternative electronic format. You must receive approval to use an alternative electronic format, from the RFQQ Coordinator, before using it to send your proposal.

5) Please note that DSHS cannot accept compressed or “.zip” files due to security concerns.

NOTE: DSHS cannot receive emails that are larger than 30MB. To keep file sizes to a minimum, Bidders are cautioned not to use unnecessary graphics in their proposal. If your Proposal approaches or exceeds 30MB, you must break it up and send it by more than one email so that no single email exceeds 30MB.

16. Non-responsive Proposals

The RFQQ Coordinator shall review all Proposals to determine compliance with administrative requirements and instructions specified in this RFQQ. DSHS may reject a Proposal at any time as nonresponsive for any of the following reasons:

• Incomplete proposal;

• Submission of a proposal that proposes services that deviate from the technical requirements set forth in this document.

• Failure to comply with any part of this RFQQ or any exhibit to this

RFQQ; and/or

• Submission of incorrect, misleading, or false information.

17. Minor Irregularities

DSHS may waive minor administrative irregularities related to any Proposal.

18. Cost to Propose

DSHS is not liable for any costs incurred by Bidders in preparing, submitting or presenting a Proposal for this RFQQ.

19. Exhibits

RFQQ Exhibits are:

• Exhibit A, Sample Contract

• Exhibit B, Bidders Certification and Assurances Form

• Exhibit C, Contractor Intake Form

Bidders may access the RFQQ documents through WEBS: https://fortress.wa.gov/ga/webs/. Bidders experiencing difficulty downloading the documents should contact the RFQQ Coordinator (via email) for assistance.

20. Withdrawal of Proposal

After a Proposal has been submitted, Bidders may withdraw a Proposal from consideration at any time up to the Proposal due date and time specified in the Procurement Schedule. A Bidder must submit to the RFQQ Coordinator a request signed by an authorized representative of the Bidder. After withdrawing a previously submitted Proposal from consideration, the Bidder may submit another Proposal at any time up to the Proposal due date and time.

21. DSHS Apparent Successful Bidder Announcement

DSHS shall distribute a notification of Apparent Successful Bidder via email to all Bidders. The notification date of Apparent Successful Bidder is listed in the Procurement Task Schedule.

DSHS shall not give Award results over the phone.

22. Bidder Debriefing Conferences

After DSHS announces the Apparent Successful Bidder, all Bidders may request a debriefing conference by submitting an e-mail request to the RFQQ Coordinator. Bidders must submit all requests by the date and time specified in the Procurement Schedule.

DSHS will hold Debriefing Conferences on the date specified in the Procurement Schedule. At DSHS’s option, DSHS may conduct a Debriefing Conference either in person or by telephone and are limited to a maximum of one hour in length.

Discussion at the debriefing conference will be limited to the scoring and/or placement of the Bidder. The conference shall not include a comparison of other proposals.

Failure to request and participate in a Debriefing Conference waives the Bidder’s right to Protest.

23. Protest

In order to Submit a Protest under this RFQQ, a Bidder must have submitted a Proposal for this RFQQ, and must have requested and participated in a debriefing conference. A Protest is the sole administrative remedy available to Bidders

A Bidder may only Protest based on the following grounds:

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

• Mathematical errors were made by DSHS in computing the score;

or

• DSHS failed to follow the procedures established in this document, or to follow applicable State or federal laws or regulations.

b. Protest Form, Content, and Submittal

Bidders must submit a Protest in writing, signed by a person authorized to bind the Bidder to a contractual relationship.

Bidders must email their Protest to the RFQQ Coordinator by the date and time stated in the RFQQ Schedule.

At a minimum, a Bidder’s Protest must include:

• The Bidder’s name, mailing address, phone number, and the contact person’s name;

• The RFQQ number and title;

• The grounds for the Protest, along with the facts supporting the grounds;

• Description of the relief or corrective action requested.

Bidders must attach any documentation they want DSHS to consider in making the determination of the Protest.

b. DSHS Protest Determination

DSHS will send the Bidder a written decision within five (5) business days after DSHS receives the Protest, unless more time is required to review the Protest and make a determination. DSHS will notify the protesting Bidder if additional time is necessary.

DSHS will make a final determination of the Protest and will either determine to deny the Protest or consider the Protest to be warranted.

The Protest shall be considered warranted only if the protested grounds influenced the outcome of the RFQQ to the detriment of the Bidder.

If the Protest is warranted, DSHS will take one or more of the following actions:

• Correct any errors and re-evaluate all Proposals affected by the errors;

• Cancel the solicitation and reissue the RFQQ document;

Take such other action as may be appropriate

24. Post-Award Conference

DSHS may request the Successful Bidder attend a post-award conference to discuss contract performance requirements.

25. Execution of the Contract

DSHS requires the Apparent Successful Bidder to sign a Contract with DSHS and to sign any subsequent amendments to address specific work or services as needed.

DSHS shall negotiate the specific wording of the Statement of Work, based on the requirements of this RFQQ and the terms of the Apparent Successful Bidder’s Proposal.

If the Apparent Successful Bidder fails or refuses to sign the Contract or any subsequent amendment within ten (10) business days of delivery, the failure to sign constitutes retraction of the Apparent Successful Bidder’s Proposal, offer to perform, and releases DSHS to contract with the next Apparent Successful Bidder.

SECTION C - PROPOSAL FORMAT, CONTENTS, AND

SUBMISSION

Bidders must answer all questions and provide all items requested for their RFQQ proposal to be considered responsive, even though DSHS may not score certain items.

1. Format of Proposals

Bidders must format proposals as follows, depending upon the Proposal submission format chosen below.

a. Electronic Proposal Format:

Bidders must name the Proposal electronic file by including the RFQQ number, (RFQQ 1341-005B), and RFQQ title, (Mail pick-up and delivery services for DSHS, Yakima).

All Proposals must:

• Be formatted to print on eight and one-half by eleven inch (8 ½” x 11”) white paper.

• Use a font size not less than 12 point. No hand-written, scanned, proposals will be accepted.

• Bidders must include a labeled response in the order noted below.

o Table of Contents o Section 1: Administrative Requirements o Section 2: Qualifications Proposal o Section 3: Quote

2. Administrative Requirements

Bidders must respond to each item in the same order in which they appear.

a. Letter of Submittal

Bidders must submit a prepared and signed Letter of Submittal on Bidder’s official business letterhead stationery. Bidders must include their Letter of Submittal as the first page of Section 1.

A Letter of Submittal must include the following:

• Name, address, principal place of business, telephone number, fax number, and e-mail address of legal entity or individual.

• The name of the contact person for this RFQQ.

• A detailed list of all materials and enclosures included in the Proposal.

• A list of all RFQQ amendments downloaded by the Bidder from WEBS in order by amendment number and date. If there are no RFQQ amendments, include a statement to that effect.

• A statement substantiating that the person who signs the letter is authorized to contractually bind the Bidder’s firm.

• Identification of the page numbers on the Bidder’s Proposal that are marked “Proprietary or Confidential” Information.

• Any statements the Bidder wants to convey to the RFQQ Coordinator, including any variations between the Proposal and the RFQQ.

• A contract history or a statement of no history, going back five (5) years, listing contracts entered into by the bidder with Washington State.

• A statement if the Bidder’s performance on any contract with Washington State has been unsatisfactory and resulted in a contract termination. If yes, provide a list of those contracts terminated, the reason identified by the Agency for termination, and the Agency which terminated the contract.

b. Bidder Certification and Assurances Form

Bidders must submit a completed Exhibit B – Bidders Certification and Assurances Form. Please sign, date, and include any attachments that are necessary.

c. Contractor Intake Form

Bidders must submit a completed Exhibit C – Contractor Intake Form.

Please sign and include any attachments that are necessary.

d. Minimum Contractor Qualifications

(1) Bidders must submit a copy of their Washington State Master Business License.

(2) Bidder must provide at least three (3) examples of comparable services dating back at least three (3) years which demonstrate a strict adherence to time parameters.

(3) Certificate of Insurance with the minimum limits identified in Exhibit

A, Sample Contract, Special Terms and Conditions, Section 7.

Insurance. May be included with Contractor Intake form.

e. References

Bidders must provide contact information for three (3) professional references that includes name, email address and telephone number(s). At least two (2) must be from examples provided in Section C.2.d (directly above). DSHS may contact references to investigate past performance.

3. Qualifications Proposal

Bidders must provide a Qualifications Proposal consistent with the goals and objectives of the services described in Section A. Summary of Services.

Bidders may earn up to a maximum of fifty (50) points for their Qualifications Proposal. Bidders may review the point breakdown per question, by reviewing the point value assigned to each question below.

DSHS shall score the Qualifications Proposal using an evaluation team.

Each evaluator shall assign a score up to the maximum points available.

DSHS shall determine the average total score as an average of all evaluators’ scores.

Bidders must identify their qualifications such that they address each of the following areas of performance. Bidders must limit the response to each performance area to no more than one (1) page.

1. Timeliness (possible 20 points)

• Explain the resources you will use and how you will meet the delivery times outlined in Section A.3.

2. Contingency (possible 20 points)

• Explain what resources are at your disposal to mitigate any delays in mail delivery/pickup.

3. Accountability (possible 10 points)

• Explain how you will ensure accountability of the mail you pick-up and deliver.

4. Price Quote

Bidders may earn up to twenty (20) points total for their Price Quote.

DSHS shall review Bidders’ submitted Quote and score according to a lowest cost calculation; the Bidder with the lowest quote, as described in section D.3 will receive full points.

DSHS may approve price increases for services when renewing contracts.

If DSHS does not approve of an ASB’s proposed price increase, DSHS may opt to terminate the contract and re-bid. Bidders must collect and pay Washington State sales tax, if applicable.

1. Quote (possible 20 Points)

• Provide a per bin price regardless of location.

Example:

Quote: _________ per mail bin.

If the ASB picks up 7 bins (3 at the post office in the morning and 4 at DSHS in the evening) then the total daily price will be:

7 * per mail bin = Total daily price.

SECTION D. EVALUATION

1. Screening of Proposal

DSHS shall initially screen each Proposal to determine if the Bidder has complied with Administrative Requirements and submittal instructions (See Section C.2). DSHS shall not assign any points for this initial screening process.

If a Proposal does not meet both Administrative Requirements and submittal instructions, DSHS may consider the Proposal nonresponsive and withdraw it from the consideration. DSHS shall notify nonresponsive Bidder(s) and provide a reason for rejection.

If a Proposal meets all Administrative Requirements and submittal instructions, DSHS shall consider and evaluate the Proposal in accordance with this RFQQ document and any RFQQ amendments.

2. Service Qualification Proposal Evaluation

DSHS shall designate an evaluation team to review, evaluate, and score all proposals in accordance with the maximum points available (See Sections C.3 and C.4).

The evaluation team shall contain at least three (3) evaluators. Evaluators shall consider RCW 39.26.160 when reviewing, evaluating, and scoring.

Individual evaluator scores will be totaled and an average score for each Bidder will be calculated as set forth in the example below.

Sum of Evaluators’ Scores for Question #1 Number of Evaluators = Bidder’s Points earned for question #1

The Bidder’s points earned for each question will be added together to determine the Bidder’s total points earned for the Proposal Section and Experience and Qualifications Section.

3. Quote Evaluation

Either the RFQQ Coordinator or a DSHS designated person shall score the Quotes, up to the maximum points available (See Section C.4).

The Bidder who bids the lowest price will receive the maximum number of points per question, with each successive bidder receiving fewer points in proportion to the lowest price bid.

Below is an example for illustrative purposes only. Bidder A receives 100% of the points, and is the lowest price Bidder.

Bidder

Low Bid Point Calculation Calculated Cost Score Names

Bid Low Bid

Possible Points

Bidder A $25.00 100.00% 40 40.00 Bidder B $27.00 92.59% 40 37.04 Bidder C $30.00 83.33% 40 33.33

4. In-State Preference/Reciprocity

Pursuant to RCW 39.26.271, the Department of Enterprise Services has established a schedule of penalties applicable against bidders from states that grant a preference to their own in-state businesses. The schedule may be found at the following website:

http://des.wa.gov/services/ContractingPurchasing/Pages/ReciprocalPrefer ence.aspx.

In determining the lowest Responsible bidder, DSHS will add an amount equal to the penalty to each applicable bid submitted. In no event shall such increase be paid to a bidder whose bid is accepted.

5. Scoring Summary

The maximum number of points available is seventy (70) points. DSHS assigns the following points for the following proposal sections.

Qualifications 50 Points Price Quote 20 Points TOTAL 70 Points

The bidder receiving the highest number of total points will be considered the Apparent Successful Bidder.

6. Rejection due to unsatisfactory Performance

RCW 39.26.160 allows DSHS to reject any Proposal of any Bidder who has failed to perform satisfactorily under any previous contract with the state. DSHS shall notify a Bidder of such a rejection.

http://des.wa.gov/services/ContractingPurchasing/Pages/ReciprocalPreference.aspx http://des.wa.gov/services/ContractingPurchasing/Pages/ReciprocalPreference.aspx