UW POLICE DEPARTMENT STAFFING STUDY RFP.docx

REQUEST FOR PROPOSAL

PROJECT TITLE: RFP 835734 - UW POLICE DEPARTMENT STAFFING STUDY

The Request for Proposal is being distributed by the University of Washington Division of Campus Community Safety.

This RFP is to seek an experienced consultant to undertake a future staffing analysis for the UW Police Department.

The University of Washington is soliciting proposals from qualified Partner to provide the above referenced services. Proposals must be submitted in accordance with the requirements contained in this solicitation and any addenda.

All official information regarding this solicitation will be posted in WEBS (Washington Electronic Business Solutions). Interested parties should ensure they are registered.

Contents of this Solicitation

I. General Instructions II. Requirements III. Evaluation and Contract Award VI. Exhibits A. Certification and Assurances B. Supplier Code of Conduct IV. Attachments A. UW General Terms and Conditions B. Confidentiality Statement C. Small Business Participation D. Question Template

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Section I - General Instructions

1.1 PURPOSE

The Request for Proposal is being distributed by the University of Washington Division of Campus Community Safety. This RFP is to find a consultant to undertake a future staffing levels analysis for the UW Police Department (UWPD). UWPD, like most North American urban departments is experiencing multiple pressures on performance – changing attitudes toward the law enforcement and security professions; increased census and square footage for the Seattle campus and area; a smaller pool of qualified candidates for most positions; and greater complexity in calls for service. UWPD’s work as a department serving an institution of higher education in an urban environment makes it different from some other departments. Staffing metrics have not been evaluated for many years.

The objective is to be able to plan and budget appropriately through a forecast of UWPD staffing needs over the next 15 years. This is not a request for officer shift analysis.

1.2 RFP COORDINATOR

The RFP Coordinator is the sole point of contact in the University for this Procurement. All communication between the Contractor and the University upon release of this RFP shall be with the RFP Coordinator, in writing, as follows:

Silvia Andersen, Contract Manager Procurement Services silvif@uw.edu

1.3 DEFINITION OF TERMS

“Supplier”, “Proposer”

“Request for Proposal” A written solicitation document which identifies the UW’s need, and Contractors are invited to submit proposals which outline their solution to the need, their qualifications and experience to provide the services, including their costs or fees.

Note- Refer to UW Terms and Conditions Attachment A for additional definitions.

1.4 TIMETABLE - UW RESERVES THE RIGHT TO ADJUST THE SCHEDULE

1.5 WORKDAY SUBMISSION

This solicitation is being conducted in Workday Strategic Sourcing portal. Vendors can register for the sourcing event by visiting https://university-of-washington.public-portal.us.workdayspend.com/

Search using reference # 835734 Option 1- Select Bid > Register Option 2- Select the title of the sourcing and select Start Bid > Register

Proposals shall submit a proposal in PDF OR Word format via the Workday Strategic Sourcing portal. Proposals must be submitted on or before the time specified in 1.4 Timetable. Any proposal received after that date and time may not be considered. All proposals shall remain valid for a minimum of 180 days following the RFP closing date.

All proposals and any accompanying documentation become the property of the UW and will not be returned and shall be received on or before the submission Deadline specified in 1.4 Timetable. Any proposals received after the date shown above will not be considered.

Proposals shall be clearly marked and delivered in accordance with the instructions. It is the responsibility of the Vendor to see that their proposal is received on or before the due date for proposals

1.6 INQUIRIES

All questions must be submitted in writing via the Workday Strategic Sourcing portal citing the particular RFP section and paragraph number, and utilizing the attached template/Attachment D. Depending upon the nature of the inquiry and the response, copies of the question and response may be distributed to all other potential vendors. The closing date for asking questions is given in 1.4 Timetable. The University may exercise its option not to reply to Vendor inquiries; therefore, Vendors should be prepared to submit a proposal based on the information included in the RFP.

1.7 INTERPRETATION OF THE RFP

Should any discrepancies be found in or omissions from the specifications, or doubt as to their meaning, the Contractor shall at once notify the Coordinator, in writing. The Coordinator will send written instructions or addenda as required to all interested parties. All addenda issued shall be incorporated into the contract. The University shall not be responsible for or bound by oral interpretations. Only questions answered by written addenda are binding. Questions received after the due date for inquiries cannot be answered.

1.8 COMPLAINTS

A. Contractors may submit a complaint to the RFP Coordinator based on any of the following:

· The solicitation unnecessarily restricts competition;

· The solicitation evaluation or scoring process is unfair or flawed; or

· The solicitation requirements are inadequate or insufficient to prepare a response.

B. Contractors may submit complaints up to 5 business days prior to the proposal due date. Complaints must meet the following requirements:

· Must be in writing.

· Must be sent to the procurement coordinator, or designee.

· Should clearly articulate the basis for the complaint.

· Should include a proposed remedy.

The RFP Coordinator or designee will respond to complaints in writing; the response to complaints including any changes to the solicitation will be posted as an addendum on WEBS, https://fortress.wa.gov/ga/webs/. The complaint may not be raised again during the protest period. The complaint process does not include an appeal process.

1.9 REVISIONS TO THE RFP

The University reserves the right to change the acquisition schedule or cancel the RFP at any time and to make corrections or amendments due to errors identified in the RFP by the University or Contractor. Any changes will be issued as an addendum to solicitation and will be attached to, and made a part of, the RFP. All changes must be coordinated in writing authorized by, and made by the RFP Coordinator or designee.

All RFP corrections and addenda will be posted through Workday Strategic Sourcing portal and on WEBS https://fortress.wa.gov/ga/webs/ Contractors are responsible for checking the website for this information.

1.10 DEBRIEFING OF UNSUCCESSFUL BIDDERS

Any vendor who has submitted a response to this solicitation and has been notified that they were not selected for award may request a debriefing. The request for a debriefing conference must be received by the RFP coordinator within three (3) business days from the date of the announcement of the apparent successful vendor(s).

Discussion at the debriefing conference will be limited to the following:

· Critique of the proposal based on the evaluation;

· Review of proposer’s evaluation outcome in comparison with other bidder evaluation outcomes without identifying the other firms.

· Comparisons between proposals or evaluations of the other proposals will not be allowed.

· Debriefing conferences may be conducted in person, via phone or via Zoom or other virtual format and will be scheduled for a maximum of one hour.

1.11 PROTEST PROCEDURE

Any vendor who has submitted a response to this RFP and completed a debriefing as described in Section 1.10 may choose to file a protest on the following grounds only:

· The UW failed to follow procedures established in the RFP Document

· There was bias, discrimination, or conflict of interest on the part of an evaluator

The protest must be submitted in writing within 5 (five) business days from the date of the debriefing.to the University’s Executive Director of Procurement Services, Ray Hsu (rayhsu@uw.edu) with a copy to the RFP Coordinator. The written protest must contain the facts and arguments upon which the protest is based (see the two bullet points above) and must be signed by the person authorized to bind the bidder to a contractual relationship in accordance with the requirements as stated in this solicitation. At a minimum, the written protest must include:

· The name, mailing address, and phone number of the protesting vendor, and the name of the individual responsible for submission of the protest

· Specific and complete statement of the UW action(s) protested as it relates to this RFP

· Specific reference to the grounds for the protest

· Description of the relief or corrective action requested. The Executive Director of Procurement Services has the authority to make the final determination as to the merit of the protest.

1.12 SIGNATURE

Unless otherwise noted, the signature on execution of the offer will constitute acceptance and compliance with the information and instructions of the solicitation. Proposal must be signed and dated with name and title typed or printed below the signature. Authorized signatures acceptable to the University are as follows:

A. Proposals submitted by a proprietorship must be signed by the Owner.

B. Proposals submitted by a partnership must be signed with the partnership name by one of the partners, followed by the signature and designation of the partner signing.

C. Proposals by a corporation must be signed with the legal name of the corporation, followed by the name of an authorized officer.

1.13 COST OF PROPOSALS

Costs incurred in preparing and presenting the proposals or incurred in any other manner by the Contractor in responding to this solicitation are not reimbursable and may not be charged to the University.

1.14 WITHDRAWAL OR MODIFICATIONS OF PROPOSALS

Any Contractor may withdraw their proposal upon written request at any time prior to the scheduled due date for submission of proposals.

1.15 PUBLIC DISCLOSURE

The University is subject to RCW 42.56 (Public Records Act). All responses and any subsequent Contract will become “public records” as defined in RCW 42.56.010

The Contractor must clearly specify any specific information that it claims is confidential or proprietary. Marking of the entire Response or entire sections as proprietary will not be honored. The University may not accept responses where pricing is marked as proprietary.

All responses received will remain confidential until the Apparent Successful Contractor has been announced by the University resulting from this RFP and; thereafter, the responses will be deemed public records.

To the extent consistent with RCW 42.56, the University will maintain the confidentiality of all information marked confidential or proprietary. If a request is made to view the Contractor’s information, the University will notify the Contractor of the request and the date that such records will be released unless the Contractor obtains a court order enjoining that disclosure. The Contractor will have ten (10) business days from receipt of notice to obtain the court order. If the Contractor fails to obtain the court order enjoining disclosure, the University will release the requested information on the date specified.

1.16 ACCEPTANCE PERIOD

Contractor’s proposal must provide 120 business days for acceptance by the University from the due date for receipt of Proposals.

1.17 RESPONSIVENESS

All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Contractor is specifically notified that failure to comply with any part of the RFP may result in rejection of the Proposal as non-responsive.

1.18 SELECTION OF PROPOSALS

In determining the “Apparent Successful Contractor”, in addition to cost, the Contractor’s compliance with the requirements of this solicitation, and the items listed below, shall be given consideration.

A. The ability, capacity, and skills of the Contractor to perform the contract or provide the service required.

B. The character, integrity, reputation, judgment, experience, and efficiency of the Contractor.

C. The quality of performance of previous contracts or service.

D. The previous and existing compliance by the Contractor with the laws relating to contract and services.

E. Such other information may be secured having a bearing on the decision to award the contract.

1.19 NO OBLIGATION TO CONTRACT

This solicitation does not obligate the University of Washington to contract for the solicited services specified herein.

1.20 CONTRACT IN BEST INTEREST

The University reserves the right to accept or reject proposals on each item separately or as a whole, to reject any or all proposals without penalty, to waive informalities or irregularities, and to contract in the best interests of the University.

1.21. PUBLICITY

Advertising, including use of the University marks and logos, press releases, or any other general public announcement by a Contractor, stating the availability of its products or services to University employees is strictly prohibited unless the Contractor has obtained prior written authorization from the UW Procurement Services Department.

1.22 NON-ENDORSEMENT

The successful Contractor agrees to make no reference to the University in any literature, promotional material, brochures, sales, presentation, or the like without express written consent of the University.

1.23 FUNDING

Any contract awarded as a result of this procurement is contingent upon the continued availability of state or federal agency funding.

1.24 CERTIFICATION AND ASSURANCES

The Apparent Successful Contractor will be expected to enter into a contract. In no event is a Contractor to submit its own standard contract terms and conditions in response to this solicitation. The Contractor may submit exceptions as allowed in the Certifications and Assurances form, Exhibit A. All exceptions to terms and conditions must be submitted as an attachment to Exhibit A, Certifications and Assurances form. The University will review requested exceptions and accept or reject the same at its sole discretion.

1.25 UNIVERSITY GENERAL TERMS AND CONDITIONS

The Apparent Successful Vendor will be expected to enter into a contract which is substantially the same as the University of Washington’s General Terms and Conditions which can be located here: https://finance.uw.edu/ps/suppliers/terms-conditions, and are also attached as Attachment A. In no event is a Vendor to submit its own standard contract terms and conditions in response to this solicitation. All exceptions to the contract terms and conditions must be submitted as an attachment to the bidder’s proposal. The Agency will review requested exceptions and accept or reject the same at its sole discretion.

1.26 RIDERS TO CONTRACT

UW reserves the right to supplement the Contract with additional Rider(s) that addresses certain risk area(s) or additional conditions associated with of the Work to be performed by the Contractor. A Rider may be required during Contract negotiation and formation, or, during the term of the Contract as an amendment. Based upon the type, nature, and purpose of the Work and this Contract, the Rider may address areas such as: civil rights, educational mission specific requirements, health-care specific, requirements, payment processing, privacy, special technical requirements, special insurance coverages, specific compliance requirements, etc.

1.27 IN-STATE RECIPROCITY

Pursuant to RCW 39.26.371 and WAC 200-300-075, the State of Washington Department of Enterprise Services has established a schedule of percentage increases to be added to Bids from Bidders in states that grant a preference to Contractors located in their state, or for goods manufactured in their state. The percentages related to each respective state are provided in the NASPO’s state preference repository and apply only to Bids received from Bidders in those states listed.

The appropriate percentage will be added to each Bid bearing the address from a state with in-state preferences rather than subtracting a like amount from Washington State Bidders.

This action will be used only for analysis and award purposes. In no instances shall the increase be paid to a Bidder whose Bid is accepted and awarded a Contract.

1.28 SUPPLIER CODE OF CONDUCT

Compliance with the University’s Supplier Code of Conduct, Exhibit B is a condition of doing business with the University, Contractor agrees to self-monitor their compliance with this Code of Conduct.

Failure to comply with these policies may cause the University to exercise its right to terminate its business relationship with Contractor. The University may require noncompliant Contractor to implement a corrective action plan. Contractors and Suppliers are responsible for ensuring that their employees and representatives understand and comply with this Code of Conduct. It is the Contractor's duty under this Code of Conduct to inform University Purchasing management of any violations of these requirements.

1.29 VISITING CAMPUS

Contractor will be required to comply with all University guidelines and requirements regarding facility access.

1.30 GRATUITIES

In accordance with RCW 42-52-150 and 160, Ethics in Public Service, no gifts, gratuities, or any item of economic value may be accepted by University Employees. Contractors agree to offer no such items to any University employee.

1.31 SMALL, VETERAN, MINORITY AND WOMEN’S BUSINESS ENTERPRISE PARTICIPATION

The University is committed to increasing opportunities for small and diverse business that contract with the University and encourages participation at a direct or indirect level. Attachment C, Small Business Participation Form must be submitted with proposal.

Participation is encouraged by firms:

1.31.1 Certified by the State Office of Minority and Women’s Business Enterprises (OMWBE) per RCW 39.19

1.31.2 Certified by the State Department of Veteran Affairs (DVA) per Executive Order 19.01

1.31.3 Identified by the U.S. Small Business Administration as a small business (SB)

1.31.4 Any affirmative action requirements set forth in federal regulation or statutes included or referenced in the contract documents will apply.

Proposals will not be rejected or considered non-responsive if no participation is proposed. The solicitation does not require a minimum level of participation as a condition of receiving an award; points may be assigned to proposals received from a certified or self-identified small business.

For information on certification, vendors may contact OMWBE at 360/753-9693 or http://www.omwbe.wa.gov or DVA at 360/725-2200 https://dva.wa.gov/ and to determine small business qualifications reference the SBA's table of small business size standards to find the small business classification requirements according to individual NAICS codes

1.32 U.S. Small Business Participation

Participation in contracts for goods and services is encouraged by firms which qualify under definitions by the U.S. Small Business Administration as small business (SB), or small disadvantaged business (SDB), or small women owned business (WOB). The percentage listed below is voluntary. No preference will be included in the evaluation of bids/proposals. Participation in University contracts may be either direct as the Contractor in response to this solicitation, or as a subcontractor to a Contractor. Voluntary U.S. Small Business goals for this solicitation are 15% SB/SDB/WOB

1.33 Subcontractor Participation Monitoring and Reporting

Once a contract is awarded through the solicitation or proposal process, the awarded Service Provider is obligated to complete the vendor registration in Access Equity. Access Equity is a secure online vendor management system (B2GNow). Confidential information (Tax ID, etc.) will not be published. The Awarded Service Provider that has previously registered with B2Gnow for any public entity, must verify the system has updated information.

Service Providers can access the system at https://omwbe.diversitycompliance.com/or through a direct link on the Office of Minority and Women’s Business Enterprises (OMWBE) website at: https://omwbe.wa.gov/.

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

SECTION II - REQUIREMENTS

2.1 BACKGROUND

The Request for Proposal is being distributed by the University of Washington Division of Campus Community Safety. This RFP is to find a consultant to undertake a future staffing levels analysis for the UW Police Department (UWPD). UWPD, like most North American urban departments is operating with vacancies and experiencing multiple pressures on performance – changing attitudes toward the law enforcement and security professions; increased census and square footage for the Seattle campus and area; a smaller pool of qualified candidates for most positions; and greater complexity in calls for service. UWPD’s work as a department serving an institution of higher education in an urban environment makes it different from some other departments. Staffing metrics have not been evaluated for many years.

Determining an ideal staffing level (or band) across functions based on a set of metrics that can be shared with the greater community would be helpful for operational and financial planning. The objective is to be able to plan and budget appropriately through a forecast of UWPD staffing needs over the next 15 years. This is not a request for officer shift analysis.

2.2 SCOPE OF WORK

University of Washington Division of Campus Community Safety requests proposals from interested firms or individuals to conduct a Police Staffing Study to help determine future appropriate levels of staff.

The estimate cost of this project it $20,000.

2.21 BIDDER SPECIFICATION REQUIREMENTS

The successful vendor will be required to determine the optimal level of future staffing to provide service excellence to the UW community. The following components need to be included in a future staffing study:

1. Review and evaluate present operations. This would include review of call types and related demands on UWPD staff time (e.g., special events).

2. Benchmark public safety staffing among peer institutions of higher education.

3. Review UWPD staffing trends over the past 15 years.

4. Collect information regarding potential environmental and regulatory changes that may impact staffing requirements.

5. Review cultural expectations around safety and law enforcement that may influence long-range staffing decisions.

6. Interview, sample staffing perspectives from current employees.

7. Present recommendations and final report: Provide a detailed report of the process used, the findings of the analysis, the strengths and needs of the Department, and recommendations for future staffing.

8. Recommend staffing metrics UWPD can use moving forward.

9. Build a proposed trend line for what safe, appropriate staffing should look like at UW Seattle through 2040.

10. Deliverables should include presentation-level reports with graphics, charts.

2.3 PROJECT DELIVERABLES

A. Plan Approach / Innovation: The successful vendor will build information and develop at least two future staffing level scenarios. The following components need to be included in a future staffing study: the recommended number of sworn staff, and the recommended number of civilian staff by category.

5. Explain what recommendations your process will provide. (For example, will there be a recommendation regarding overall recommended numbers of patrol officers/sergeants, safety responders, security guards and dispatchers needed?) Include a detailed description of exactly how the recommendations will be outlined upon completion of the study.

B. Previous Projects / Technical Expertise / References:

Background/Experience: Include the number of years the firm has been in business and any previous or additional names under which the firm has conducted business. Also include the number of years of experience providing training related to staffing, including a description of associations, agencies and institutions served and the name of the businesses.

References: At least three professional / client references, within the past five (5) years, who have contracted for your staffing study service attended staffing training classes taught by your staff. Briefly describe each project and for each reference provide a current contact name, email and phone number. The proposer shall also include references within the last two (2) years. Previous projects should demonstrate experience providing similar allocation studies or an understanding of the process needed to complete a comparable study. (See 8.B., below.)

C. Team Organization and Expertise:

Provide information for all members of the proposed team. Include resumes and their proposed role and responsibilities and any subcontractors that are proposed to perform under the scope of work.

D. Cost: proposed cost to accomplish all the performance and deliverables requested by the Division of Campus Community Safety, and offered by you, under this RFP.

E. Oral Presentations/Demonstrations/Site Visits: Top ranked selected proposers may be invited to make oral presentations/demonstrations and/or site visits to supplement their proposals. The UW will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the UW on the date scheduled may result in rejection of the proposal.

2.4 PERIOD OF PERFORMANCE

It is the intent of the University of Washington for work to begin on the date of contract execution, until 09/01/2025, unless extended by the University. The University reserves the right to extend the contract for additional 12-month renewal periods but shall be under no obligation to do so.

2.5 MINIMUM QUALIFICATIONS

The expectation is the winning bidders will have significant experience specifically in the working with local enforcement agencies and the successful bid team should include in their proposal at least one if not more visits UWPD and the Seattle campus during the course of the contract.

2.6 CONTENT OF PROPOSAL

Proposal should be formatted to address the following requirements:

Experience Proposal shall clearly and concisely describe depth of experience in each of the sections of the scope of work.

References Minimum of three references where similar services have been provided within the past five years.

Personnel Provide an organizational chart (individuals and functional positions) for the firm including professional and support staff.

Clearly identify the women and people of color who are in a position of leadership.

Provide a statement of the firm’s diversity and inclusion efforts and samples of work that reflect that.

Outside Services Provide a list of other specialized services outside of the Scope of Work that may be of interest to the University.

Conflict of Interest Provide a list of UW departments, if any, that your firm has provided services to in the past 2 years.

Complete and return all attachments that require a signature

SECTION III - EVALUATION AND CONTRACT AWARD

3.1 EVALUATION PROCEDURE AND ORAL INTERVIEW / PRESENTATION

A. Evaluation Procedure Proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team, to be designated by the UW, which will determine the ranking of the proposals. The RFP Coordinator may contact the Contractor for clarification of any portion of the Contractor proposal.

B. Most Favorable Offer The University reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms.

3.2 EVALUATION CRITERIA & SCORING

TOTAL

3.3 Notification to Proposers

The RFP Coordinator will notify all Vendors who supplied proposals, of UW’s choice of the apparent successful Vendor.

EXHIBIT A – RETURN WITH PROPOSAL

CERTIFICATIONS & ASSURANCES

I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract:

1. I/we declare that all answers and statements made in the proposal are true and correct.

2. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal.

3. The attached proposal is a firm offer for a period of 90 days following receipt, and it may be accepted by the University of Washington without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 90-day period.

4. In preparing this proposal, I/we have not been assisted by any current or former employee of the State of Washington whose duties relate (or did relate) to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. If there are exceptions to these assurances, I/we have described them in full detail on a separate page attached to this document.

5. I/we understand that the University of Washington will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the University of Washington, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal.

6. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly, to any other Proposer or to any competitor.

7. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document.

8. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

9. I/we grant the University of Washington the right to contact references and other parties, who may have pertinent information regarding the ability of the Respondent and the lead staff person to perform the services contemplated by this RFP.

We (select one) are

/ are not submitting proposed Contract exceptions. See UW Terms and Conditions. If Contract exceptions are being submitted, I/we have attached them to this form.

On behalf of the Respondent submitting this proposal, my name below attests to the accuracy of the above statement. We are submitting a scanned signature of this form with our proposal.

Date Title Signature of Proposer

EXHIBIT B - UNIVERSITY OF WASHINGTON - Supplier Code of Conduct

The University Purchasing Department is committed to maintaining the highest standards of legal, ethical and responsible business practices while acting in the best interests of the University.

Because the University values these behaviors and aspires to instill them across all aspects of our business we have created the Supplier Code of Conduct to communicate the minimum standards by which all suppliers are expected to conduct business with the University.

It is our expectation that by adhering to the letter and spirit of this Code of Conduct the University and its suppliers will foster strong, long-term and mutually beneficial business relationships.

Business Practices

Compliance with Applicable Laws and Regulations Suppliers are expected to conduct their business activities in full compliance with all applicable laws and regulations, including but not limited to all environmental laws and regulations, and all laws, regulations and internationally adopted restrictions concerning bribery and corruption.

Health and Safety Suppliers must ensure a safe and healthy work environment for their employees.

Child and Forced Labor Suppliers must not use child, forced or indentured labor.

Wages and Benefits The University believes it is important to pay a living wage for work performed. Suppliers must comply with all applicable laws relating to wages and benefits, and must pay the legally prescribed minimum wage or the prevailing industry wage.

Working Hours Suppliers must not require their employees, on a regularly-scheduled basis, to work in excess of applicable laws and regulations. All overtime must be voluntary and must be fully compensated in accordance with the requirements of local law.

Harassment or Abuse Suppliers must respect the rights and dignity of their employees. We will not tolerate human rights abuses, including physical, sexual, psychological or verbal harassment or abuse of workers.

Discrimination Workers must be employed, retained, and compensated based on their ability to perform their jobs, and must not be discriminated against on the basis of gender, race, color, national origin, religious, ethnic or cultural beliefs, age, or any other prohibited basis.

Freedom of Association Suppliers must respect the rights of their workers to choose (or choose not) to freely associate and to bargain collectively where such rights are recognized by law.

Environment The University is committed to purchasing products and services whose environmental impacts are found to be less damaging to the environment and human health. The University expects suppliers to continuously develop price competitive, environmentally sound, and safe products and services that help us achieve our environmentally preferred purchasing objectives.

Suppliers will comply with all applicable environmental laws and regulations and must abide by the three principles on the environment that are set out in the United Nations Global Compact : 1) supporting a precautionary approach to environmental change; 2) undertaking initiatives to promote greater environmental responsibility; and 3) encouraging the development and diffusion of environmentally friendly technologies. To comply with these principles, Suppliers are to ensure that the resources and materials they use are sustainable, are capable of being recycled and are used effectively with a minimum of waste unless the University specifically requests supplier to use a specific product or material.

Where practicable, suppliers also are to utilize technologies that do not adversely affect the environment; and, when such impact is unavoidable, to ensure that is it minimized.

Subcontractors Suppliers must ensure that all subcontractors and any other third parties they use in the production or distribution of goods offered for sale to the University comply with the principles described in this Code of Conduct.

Monitoring and Compliance The University or its designated third-party auditor or agent shall have the right to monitor and assess compliance with these principles. A violation of this Code of Conduct may result in required corrective action, cancellation of purchase order(s) and/or termination of the business relationship.

Gifts and Gratuities In accordance with RCW 42.52, Ethics in Public Service, University employees may not accept for personal use: gifts, gratuities or any item of economic value. IDE agrees to offer no such items to any University employee.

Conflict of Interest Conflicts of interest between a supplier and University employee, and the appearance thereof, should be avoided.

Privacy and Security Federal and state laws require the University and suppliers to provide for the privacy and security of member and patient information. Suppliers are responsible for assuring their employees who provide any services to the University are knowledgeable about the requirements of both the Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security Rules. If University patient protected health information will be disclosed to you, or if you will have access to such information, we may be required to enter into a business associate agreement.

Suppliers shall comply with all federal and state laws and regulations as well as University policies, procedures, and guidelines relative to the confidentiality and privacy of University employees and students.

Ineligible Vendors The University will not conduct business with any supplier, if it or any of its officers, directors or employees is, or becomes, excluded by, debarred from, or ineligible to participate in any federal healthcare program, or is convicted of a criminal offense in relation to the provision of healthcare. The University expects each supplier to (a) disclose whether any of its officers, directors or employees becomes sanctioned by, excluded from, debarred from, or ineligible to participate in any federal program or is convicted of a criminal offense related to the provision of healthcare and (b) assume full responsibility for taking all necessary steps to assure that suppliers employees directly or indirectly involved in providing goods and services to the University have not or are not currently excluded from participation in any federal program.

Fraud, Waste and Abuse The University will investigate allegations of Vendor fraud, waste or abuse and, where appropriate, will take corrective action, including but not limited to civil or criminal action. The Federal False Claims Act and similar state laws are designed to reduce fraud, waste and abuse by allowing citizens to bring suit on the behalf of the federal government to recover fraudulently obtained funds (i.e., “whistleblower” or “qui tam” actions).University employees may not be threatened, harassed, or in any manner discriminated against in retaliation for exercising their rights under the Federal False Claims Act or similar state laws.

Other Laws Suppliers will comply with all applicable local, national and international laws, regulations, treaties and industry standards, including, without limitation, those pertaining to the manufacturer, pricing, sale and distribution and safety of the relevant products and/or services. Suppliers will safeguard the intellectual property, and ensure the information security, data protection, and privacy, of all work and communications relating to the University. In the event that the requirements of this Code of Conduct are stricter than applicable local, national or international law, supplier will comply with this Code. However, if there is any conflict between the requirements of this Code of Conduct and the requirements of any applicable local, national or international law, Supplier is to comply with the local, national or international law. Supplier will notify University in writing of any such conflicts.

Supplier Diversity Program The University has a long tradition of support for programs which foster diversity in our institution and expects our suppliers to mirror our commitment to expand opportunities for diverse businesses.

Visitation Policy When visiting University facilities and department, suppliers shall comply with building visitation and access policies.

Publicity Advertising, including use of the University marks and logos, press releases, or any other general public announcement by a supplier, stating the availability of its products or services to University employees is strictly prohibited unless the supplier has obtained prior written authorization from the Purchasing Department.

Compliance with University’s Supplier Code of Conduct As a condition of doing business with the University, suppliers is expected to self-monitor their compliance with this Code of Conduct. Failure to comply with these policies may cause the University to exercise its right to terminate its business relationship with a supplier. The University may require noncompliant suppliers to implement a corrective action plan. Suppliers are responsible for ensuring that their employees and representatives understand and comply with this Code of Conduct. It is the supplier’s duty under this Code of Conduct to inform University Purchasing management of any violations of these requirements.

Section IV Attachments

1. Attachment A. University of Washington General Terms and Conditions

1. Attachment B. Confidentiality Statement- Contractor to sign and return with proposal.

1. Attachment C. MWBE Response Form - Contractor to sign and return with proposal.

4. Attachment D. Question Template image2.emf

UW General Terms and Conditions.pdf

UW General Terms & Conditions rev: 2-2-2024_cc 1

UNIVERSITY OF WASHINGTON GENERAL TERMS AND CONDITIONS

1. DEFINITIONS – As used throughout this Contract, the following terms shall have the meaning set forth below:

a. “Contract” means purchase order and/or the entire written agreement between the UW and the

Contractor, including any exhibits, Riders, and other materials incorporated by reference.

b. "The Contractor" means that firm, provider, organization, individual or other entity providing goods and/or performing service(s) under this Contract.

c. “Contractor Group” means, collectively, the Contractor and all Subcontractors.

d. “Debarment” means an action taken by a federal official to exclude a person or business entity from participating in transaction involving certain federal funds.

e. “Improper Influence” means any influence that induces or intends to induce a UW employee or officer to give special consideration or award a Contract on any basis other than the merits of the matter.

f. “Materials” means all information in any format and includes, but is not limited to, data, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes, and sound reproductions.

g. “Ownership” includes the right to copyright, patent, and register, and the ability to transfer, these rights.

h. “RCW” means the Revised Code of Washington. All reference in this Contract to RCW chapters or sections shall include any successor, or replacement statute.

i. “Regulation” means any federal, state, local, or UW regulation, law, rule, or ordinance.

j. “Rider” means additional terms and conditions, other than General Terms and Conditions that address a specific UW requirement based on the scope and nature of Work.

k. “Subcontract” means any separate agreement or contract between the Contractor and an individual or entity (“Subcontractor”) to perform all or portion of the duties and obligations that the Contractor is obligated to perform pursuant to this Contract.

l. "Subcontractor" means one not in the employment of the Contractor, and/or entity that owns or controls, is owned or controlled by, or is under common ownership or control of the Contractor, who is performing all or part of those services under this Contract under a separate contract with the Contractor, and/or any person or entity appointed by or on behalf of the Contractor to carry out any portion of the Work. The terms "Subcontractor" and "Subcontractors" means Subcontractor(s) in any tier. Control for the context of this paragraph, shall mean the possession, directly or indirectly, of the power to direct or cause the direction of the management and policies of an entity, whether through ownership of voting security, by contract, or otherwise.

m. "UW" means the University of Washington, any division, section, office, unit, or other entity of the University of Washington, or any of the officers or other officials lawfully representing the University of Washington.

n. “Work” refers to all services, work, and activities involved in providing the materials, work product deliverables, or other obligations that are the subject of the Contract.

2. ACCESSIBILITY - Contractor represents that it is committed to promoting and improving accessibility of all its products as specified in the University of Washington IT Accessibility Guidelines (https://uw.edu/accessibility/guidelines), and will remain committed throughout the term of this Contract. If the Products and Services are not in conformance with all applicable federal and state disability laws, policies, and regulations as of the Effective Date, Contractor shall use reasonable efforts to update the Products and Services so as to be in conformance therewith. In the event any issues arise regarding Contractor’s compliance with applicable federal or state disability laws, policies and regulations, University may send communications to Contractor as specified who will assign a person with accessibility expertise to reply to University within two (2) business days.

3. ADVANCE PAYMENTS PROHIBITED – No payments in advance of or in anticipation of goods or services to be provided under this Contract shall be made by the UW except as authorized by law.

4. AMENDMENTS –

a. This Contract may be amended by mutual agreement of the parties. No material alterations in any of the terms, conditions, delivery, price, quality, quantity, or specifications shall be effective unless the alteration is expressly acknowledged and accepted in writing by the UW.

b. Automatic extensions and renewals are not authorized unless stated in writing and included in Contract issued by the UW.

UW General Terms & Conditions rev: 2-2-2024_cc 2

5. ANTITRUST ASSIGNMENTS – The Contractor hereby assigns to the UW any and all claims for price fixing or overcharges relating to goods, products, services and/or materials purchased under this Contract, except as to overcharges that result from antitrust violations commencing after the price is established under this Contract and that are not passed on to the UW under an escalation clause.

6. ASSIGNMENT – The work to be provided under this Contract, and any claim arising thereunder, is not assignable or delegable by the Contractor without prior written consent by the UW. Provision of monies due under this Contract shall only be assignable with prior written permission of the UW.

7. ATTORNEYS’ FEES – In the event of litigation or other action brought to enforce contract terms, each party shall bear its own attorney’s fees and costs.

8. BREACH, DEFAULT, TERMINATION

a. Breach: A breach of a term or condition of this Contract shall mean any one or more of the following events:

i. The Contractor fails to perform the services by the date required or by a later date as may be agreed to in a written amendment to this Contract signed by the UW;

ii. The Contractor breaches any warranty or fails to perform or comply with any term or agreement in this Contract;

iii. The Contractor makes any general assignment for the benefit of creditors;

iv. In the UW ’s sole opinion, the Contractor becomes insolvent or in an unsound financial condition so as to endanger performance hereunder;

v. The Contractor becomes the subject of any proceeding under any law relating to bankruptcy, insolvency or reorganization, or relief from creditors and/or debtors;

vi. Any receiver, trustee, or similar official is appointed for the Contractor or any of the Contractor’s property;

vii. The Contractor…