UWM RFQQ 5298 INTERIOR SIGNAGE WEBS.pdf

RFQQ FINAL - 01.29.2020 – UWMC Int. 03.06.2020 Rev. 12 – 03.08.2025 Page 1 of 54

May 16, 2025 RFQQ No. 5298

REQUEST

FOR

QUALIFICATIONS & QUOTATIONS

PROJECT TITLE

INTERIOR SIGNAGE

ISSUED BY:

UW Medicine Supply Chain Seattle, WA.

ON BEHALF OF:

Harborview Medical Center University of Washington Medical Center

UW Physicians Network dba UW Medicine Primary Care

PROPOSAL DUE DATE:

June 2, 2025 BY 12:00PM (Pacific Time)

LATE OR INCOMPLETE PROPOSALS MAY NOT BE ACCEPTED

Proposals can be submitted on or before the due date.

Zip Files or password protected documents will not be accepted.

See Section 2.7 PROPOSAL SUBMISSION for full details.

RFP COORDINATOR

Elisha Herd Eherd@uw.edu (Section 2.1)

ESTIMATED TIME PERIOD FOR CONTRACT:

October 1, 2025 – September 30, 2028

UW Medicine reserves the right to extend this contract for up to three (3) additional two-year (2 year) extension options not to exceed a total Contract term of nine (9) years.

BIDDER ELIGIBILITY:

This procurement is open to those Bidders who satisfy the minimum qualifications stated herein and that are available to work in Washington State.

CONTENTS OF THE REQUEST FOR QUALIFICATIONS AND QUOTATIONS:

Section 1. INTRODUCTION Section 2. GENERAL INFORMATION FOR BIDDERS Section 3. INSTRUCTIONS FOR PREPARING RESPONSES Section 4. TECHNICAL SPECIFICATIONS Section 5. PROCUREMENT PROCESS Section 6. UW MEDICINE SAMPLE CONTRACT TEMPLATE Section 7. UW MEDICINE GENERAL TERMS AND CONDITIONS Section 8. UW MEDICINE BUSINESS ASSOCIATE AGREEMENT (if applicable) Section 9. UW PERSONAL DATA PROCESSING AGREEMENT (“PDPA”) (If applicable)

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BIDDER MUST SIGN THE FOLLOWING ATTACHMENTS AND RETURN WITH PROPOSAL:

Attachment A. MINORITY AND WOMEN’S BUSINESS ENTERPRISE (“MWBE”)

RESPONSE FORM

Attachment B. PROPOSAL RESPONSE CERTIFICATION

BIDDER MUST COMPLETE THE FOLLOWING ATTACHMENT D IN EXCEL SPREADSHEET

FORMAT AND RETURN WITH PROPOSAL:

Attachment C. SUSTAINABILITY QUESTIONNAIRE Attachment D. COST PROPOSAL

BIDDER MUST USE THE FOLLOWING ATTACHMENTS E IN EXCEL SPREADSHEET

FORMAT TO SUBMIT QUESTIONS:

Attachment E. BIDDER’S QUESTIONS TEMPLATE IN EXCEL SPREADSHEET

BIDDER MUST FOLLOW THE DUE DATE AS STATED IN THIS RFP

DOCUMENT, NOT THE WEBS CLOSING DATE.

LATE OR INCOMPLETE PROPOSALS MAY NOT BE ACCEPTED.

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SECTION 1 - INTRODUCTION

1.1 GENERAL DESCRIPTION OF UW MEDICINE

The University of Washington is an institution of higher education and an agency of the State of Washington. UW Medicine is an integrated clinical, research and learning health system compromised of multiple entities that are managed together as a health system. UW Medicine consists of the following component units: Harborview Medical Center and its associated clinics (“HMC”) as managed by UW pursuant to a Hospital Services Contract between the UW and King County, Fred Hutchinson Cancer Center, a separate entity that serves as the Cancer Center for UW Medicine (“FHCC”); the University of Washington Medical Center, operating at two separate campuses, Montlake and Northwest, and its associated clinics (“UWMC”); UW Physicians Network dba UW Medicine Primary Care (“UWMPC”); The Association of University Physicians dba UW Physicians (“UWP”), the University of Washington School of Medicine (“UW SoM”), and Airlift Northwest (“ALNW”) (each a “part of UW Medicine” and collectively “UW Medicine Component Units”).

UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. For further information on UW Medicine, please see www.uwmedicine.org.

UW Medicine Hospitals participating in this RFQQ # 5298 shall be as follows:

University of Washington Medical Center Harborview Medical Center UW Physicians Network dba UW Medicine Primary Care

Bidder shall agree that any other member of UW Medicine, as listed in the first paragraph above, may be eligible to join any Contract during the initial term or any extension term, resulting from this Request for Qualifications and Quotations upon that UW Medicine Component Unit’s agreement to each and every term of the resulting Contract by signed, written amendment.

1.2 INFORMATION ABOUT UW MEDICINE’S HEALTHCARE ORGANIZATION

University of Washington Medical Center has two campuses since Jan. 1, 2020, when Northwest Hospital & Medical Center became part of University of Washington Medical Center as a single hospital.

• UW Medical Center – Montlake Campus (formerly University of Washington Medical Center) is a 529-bed comprehensive medical care facility. It is ranked as the top hospital in the state by U.S. News & World Report. Areas of specialization include cardiology, high-risk pregnancy and neonatal intensive care, oncology, orthopedics and organ transplantation. UW Medical Center – Montlake is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

• UW Medical Center – Northwest Campus (formerly Northwest Hospital & Medical Center) is a 281-bed community hospital and Level I Stroke Center http://www.uwmedicine.org/

Rev. 12 – 03.08.2025 Page 4 of 54 located in North Seattle. It provides inpatient, outpatient and emergency services.

Areas of specialization include neurosciences, childbirth and women’s health, cardiac care, geropsychiatry, cancer care, orthopedics and sports medicine, palliative and supportive care, multiple sclerosis and hernia specialty centers.

• Harborview Medical Center is a 540-bed safety-net hospital owned by King County and managed by UW Medicine. Harborview is the only Level I Adult and Pediatric Trauma Center for Washington, Alaska, Montana, and Idaho. Other areas of specialization include burn care, eye disease, HIV/AIDS, limb viability and re-implantation, neurosciences, orthopedic rehabilitation and reconstruction, stroke care, and vascular conditions. Harborview is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

• UW Physicians Network dba UW Medicine Primary Care is a network of freestanding, community based, ambulatory clinics serving neighborhoods around the greater Puget Sound area of Washington State.

1.3 PURPOSE

UW Medicine is seeking proposals from qualified and experienced Signage Contractors to design, fabricate, deliver, install and maintain interior (door, office, directional, informational, wayfinding, etc.) signage on a variety of surfaces for HMC, UWMC Montlake and Northwest Campuses and its clinics and Primary Care Clinics. Orders will be placed on an as-needed basis. The objective of this solicitation is to select at least two (2) Contractors; however, UW Medicine reserves the right to make multiple awards and to contract in the best interest of UW Medicine.

1.3.1 UW Medicine may, at its sole discretion, review and assess the need to refresh the Vendor Pools periodically.

1.3.2 Purchase orders will be placed on an as needed basis.

1.3.3 No contract volume is guaranteed

1.3.4 Contract(s) resulting from this solicitation will be designated as

“optional”

1.4 DEFINITIONS

Definitions for the purposes of this RFQQ include:

Apparent Successful Bidder (“ASB”) – The Bidder(s) chosen to provide the selected products or to perform the anticipated services subject to the completion of Contract negotiations and execution of a written Contract.

Contract – The Contract document awarded pursuant to this RFQQ, together with all incorporated schedules and exhibits, including the RFQQ, and the Response, and all amendments.

Contractor – Individual(s) or company(ies) whose Proposal has been accepted by the specific UW Medicine Hospitals participating in this RFQQ and is awarded a fully executed Contract.

Proposal – All material prepared and assembled by a Bidder which the Bidder submits in response to this RFP.

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

RFQQ Response (“Response”) – Written response submitted to UW Medicine in accordance with the requirements of this RFQQ. The response shall include all written material submitted by Bidder(s) as of the date set forth in the RFQQ schedule or as further requested by UW Medicine.

RFQQ Coordinator – The person named in this RFQQ as the RFQQ Coordinator, or the RFQQ Coordinator’s designee within UW Medicine Supply Chain (“UWMSC”). The RFQQ Coordinator shall be the sole point of contact within UW Medicine regarding this RFQQ for potential Bidders and other interested parties.

Statement of Work (“SOW”) – The response from the Bidder(s) outlining very specifically how Bidder(s) propose to complete the work or provide the product as outlined in Section

1.4 OBJECTIVES AND STATEMENT OF WORK. It will define what will be done or purchased, from whom, by whom and cost factors.

Washington UBI No. -- A Unified Business Identifier (“UBI”) number is a 9-digit number that registers Bidder with several state agencies and allows Bidder to do business in Washington State. A UBI number is sometimes called a tax registration number, a business registration number, or a business license number. For additional information and how to apply for a Washington UBI number, visit the following website:

http://bls.dor.wa.gov/faqlicense.aspx

Washington’s Electronic Business Solution (“WEBS”) – Washington State’s vendor self-registration and solicitation notification system. UW Medicine encourages all Bidders to register with WEBS at https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips.

http://bls.dor.wa.gov/faqlicense.aspx https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips

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SECTION 2. GENERAL INFORMATION FOR VENDORS

2.1 RFQQ COORDINATOR

The RFQQ Coordinator is the sole point of contact in UW Medicine for this procurement.

All communication between the Bidder(s) and participating UW Medicine Hospitals upon release of this RFQQ shall be with the RFQQ Coordinator as follows:

RFQQ Coordinator Name Elisah Herd

E-Mail Address for questions and Proposal submission eherd@uw.edu

2.2 PROCUREMENT SCHEDULE – TENTATIVE

The Procurement Schedule outlines the tentative schedule for important action dates and times. It is the Bidder’s sole responsibility to periodically check WEBS at https://fortress.wa.gov/ga/webs/ for Amendments to this document.

Action Time Due Date

RFP posted on WEBS Monday, May 19, 2025

Bidder’s Questions due 12:00 PM Pacific Time Friday, May 23, 2025

UWM provides answers 5:00 PM Pacific Time Monday, May 30, 2025

Bidder’s Proposal due 12:00 PM Pacific Time Monday, June 2, 2025

Notification of Top Finalists included in Presentations

5:00 PM Pacific Time Monday, June 16, 2025

Top Finalists Best & Final Offer Presentation/Interview

TBD Week of June 30, 2025

Notification of Apparent Successful Bidder(s)

5:00 PM Pacific Time Monday, July 14, 2025

2.3 VENDOR REGISTRATION

The Apparent Successful Bidder will be required to register and to be in good standing with UW Medicine’s vendor management system prior to providing products or services and will be responsible for annual credentialing fees. UW Medicine’s vendor management system can be accessed at https://www.greensecurityllc.com/vendors/register/step1.

For additional questions regarding the Bidder credentialing process, please contact Green Security at 866-750-3373, or email them at support@greensecurityllc.com. The Green Security customer service team will be happy to guide you through the transition.

Hours of operation are Monday through Friday 8am – 5pm EST. For an overview of the process, here is also a video link to help you get started. https://youtu.be/1GyFnWPkWOw”.

How to register as a Bidder with Green Security and target UW Medicine facilities - YouTube

A video from Green Videos on YouTube provided by: https://www.youtube.com/

2.4 BIDDER ELIGIBILITY

Hospitals will check the eligibility of all the potential Bidders against the Department of

Health and Human Services Office of the Inspector General (“OIG”) List of Excluded https://fortress.wa.gov/ga/webs/ https://www.greensecurityllc.com/vendors/register/step1 mailto:support@greensecurityllc.com https://urldefense.com/v3/__https:/youtu.be/1GyFnWPkWOw__;!!K-Hz7m0Vt54!gHEU7uG9J_kRgXygfcd5IX4XL57gMH-5Cg2AGP8tp8ljBS06-h3c6OwQ8ykKXP0DKZcEEej1H78MO-M$

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Individuals (“LEIE”) and the U.S. General Services Administration (“GSA”) System for Award Management (“SAM”) as part of the Contract evaluation process.

2.5 BIDDER WALKTHROUGH (If applicable)

UWMSC may request participation by interested Bidders in an on-site walk-through of the proposed Scope of Work. Walkthrough will ensure all Bidders understand the RFP requirements prior to submitting a Response and have an opportunity to ask questions.

All walk-throughs will be facilitated by the RFQQ Coordinator listed in Section 2.1. All interested Bidders must be accompanied at all times by a designated Hospital employee and/or UWMSC representative. Walkthrough details, if applicable, shall be included in the Scope of Work in Section 1.4 of this RFQQ.

2.6 QUESTIONS AND ANSWERS

If Bidders have questions to the RFP, Bidders must submit them using Attachment D – Bidder Questionnaire via e-mail to the RFP Coordinator, listed in Section 2.1. Questions may be submitted until the Bidder’s Questions due date as set forth in Section 2.2

PROCUREMENT SCHEDULE – TENTATIVE.

Questions must cite the particular RFQQ No. and Section No. Early submission of questions is encouraged. Questions and answers will be posted by amendment on

WEBS.

If Bidder did not receive this RFQQ through WEBS, it is available on the Department of Enterprise Services (“DES”), WEBS for Vendors Website at https://fortress.wa.gov/ga/webs/. All interested Bidders must be registered with WEBS under one or more of the following commodity codes in order to receive further notifications:

• 305-71

• 306-71

Amendment(s) to this RFQQ may be issued to address questions raised during the inquiry period; Bidder(s) will be notified via email through the WEBS system that there is an amendment available for download once UW Medicine makes such document available.

The RFQQ Coordinator or designee is the only point of contact on all matters related to this RFQQ and submitted only via email. No phone calls are allowed. If Bidder requires additional information from any source, the RFQQ Coordinator will work with the Bidder and the specific UW Medicine Hospitals participating in this RFQQ to provide that information.

Unauthorized contact by Bidder, potential Bidder or Bidder’s representatives regarding this RFQQ with any other UW Medicine or University of Washington employee may result in Bidder’s disqualification.

2.7 RESPONSE SUBMISSION

The following shall apply to all RFQQ Responses:

2.7.1 The RFQQ Response must be sent via e-mail to the RFQQ Coordinator listed in Section 2.1 as a PDF format attachment. Documents submitted as ZIP files will not be accepted. This PDF document must include all documents that require https://fortress.wa.gov/ga/webs/

Rev. 12 – 03.08.2025 Page 8 of 54 original signatures. This e-mail response must be submitted on or before the Response due date of this RFQQ as stated in Section 2.2 above, using the following format on the e-mail subject line.

Name of RFP

INTERIOR SIGNAGE

RFP #

Due Date Monday, June 2, 2025

NOTE: Submit only four (4) documents when submitting Bidder’s proposal:

2.7.1.1 Bidder’s supplemental proposal including UW Medicine Attachments A & B, redlines to UWM General Terms and Conditions. cover letter, exhibits, appendices and any marketing documents into one (1) document and no more than fifty (50) pages.

2. If any, track changes to UWM General Terms and Conditions, submit in Word format using this RFQQ document;

3. Attachment C Sustainability Questionnaire in Excel Spreadsheet; and

4. Attachment D Excel Spreadsheet for Cost Proposal.

2.7.2 If the Bidder does not follow the submission instructions stated in this section, UWMSC shall not be responsible for non-delivery of Bidder’s e-mail.

2.7.3 To be considered responsive, Bidder must include all information requested in this RFQQ in their Response. RFQQ Responses not meeting the requirements as stated in this section and in other sections of this RFQQ may be deemed non-responsive and shall not receive any further consideration.

2.7.4 Late or incomplete Proposals may not be accepted. All Proposals and any accompanying documentation will become the property of UWMSC and will not be returned.

2.7.5 Environmental Sustainability and Environmental Stewardship

UW Medicine understands that to improve the health of the public, it must also improve the health of the environment by addressing both sustainability and stewardship:

2.7.5.1 Environmental Sustainability

2.7.5.1.1 UW Medicine recognizes the impact climate change has on the health of the communities we serve. With its clinical, research and teaching missions, UW Medicine is uniquely positioned to deliver transformational care and train future generations of healthcare providers how to recognize and treat populations exposed to environmental threats such as heat, smoke, flooding, poor water quality and other extreme weather events;

2.7.5.1.2 UW Medicine must remain resilient in the face of climate change and mitigate the environmental footprint of its operations through waste reduction and diversion, energy and water conservation, sustainable procurement and a reduction in greenhouse gas emissions. UW Medicine’s commitments will be achieved in collaboration with its faculty, staff, learners, patients, public health experts and the healthcare sector, and will contribute to its health equity goals. UW

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Medicine makes this commitment in support of its mission to improve the health of all people;

2.7.5.1.3 UW Medicine encourages the purchase of environmentally friendly products that are made with post‐consumer recycled content, recyclable, energy efficient, and/or bio‐based products. In its commitment to support the purchase and use of such products, sustainability requirements shall be included in all contract solicitations. Suppliers will be required, upon request, to provide within a reasonable timeframe, information to enable an assessment, of their impact on the environment:

2.7.5.1.3.1 Environmental sustainability will be considered when awarding contracts. The Supplier shall prioritize environmental sustainability practices throughout production, distribution, and disposition of the product;

2.7.5.1.3.2 UW Medicine may give preference to products and services that are produced, packaged, and delivered using materials and methods that have minimal harmful impact on the affected ecological systems.

2.7.5.2 Environmental Stewardship

2.7.5.2.1 In support of the University of Washington Policy on Environmental Stewardship, UWMSC is committed to promoting environmental and socially responsible actions. To assure compliance with these policies, all RFP Proposals are to be presented simply and economically as follows:

2.7.5.2.1.1 Electronic Mail (“E-mail”) submission of PDF

documents for any forms requiring Bidder signatures. Documents submitted as ZIP files or password protected message will not be accepted;

2.7.5.2.1.2 E-mail submission of any data and pricing

submissions shall be via Microsoft Excel spreadsheets;

2.7.5.2.1.3 E-mail submissions of any Contract revision

shall be submitted via Microsoft Word documents, set up for “Track Changes”. These documents may be password protected for “Track Changes”, but cannot be “Read Only” documents. Contract revisions may also be submitted in PDF format as long as the desired revisions are clearly indicated on the PDF document;

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2.7.5.2.1.4 Final contracts and negotiations of same with

ASB shall be conducted using Microsoft Word documents set up for “Track Changes”, to facilitate a clear redline process.

2.7.6 The Response must be signed by such individual(s) who have full authority from the Vendor to enter into a binding Contract on behalf of the Vendor.

2.8 INTERPRETATION, CORRECTIONS OR CHANGES IN RFQQ

Should a Bidder find any discrepancies in, or omission from, the specifications, or have doubt as to their meaning, the Bidder shall notify the RFQQ Coordinator in writing at once, and in any case no later than the last day to submit written questions.

Any interpretation, correction or change in the RFQQ will be made by formal amendment by the RFQQ Coordinator and posted on WEBS. All amendment(s) will be incorporated into this RFQQ and the resulting Contract. Interpretations, corrections, or changes to this RFQQ allegedly made in any other manner, including but not limited to oral interpretations, will not be binding, and no Bidder may rely upon any such interpretation, correction or change.

2.9 MODIFICATION OR WITHDRAWAL OF RESPONSES

A Bidder may withdraw a Response or modify same at any time prior to the specified time and date set for the RFQQ closing, Such a request for modification or withdrawal must be in writing executed by a person with authority as set forth under paragraph 2.7.6 above, or by electronic notice subsequently confirmed in writing.

No oral, telephone, or facsimile “FAX” to the Responses will be accepted. Responses marked “CONFIDENTIAL” will be rejected in their entirety.

2.10 ACKNOWLEDGMENT OF AMENDMENTS OF RFQQ

Receipt of all amendments to this RFQQ must be acknowledged by the Bidder on the Response Certification, Attachment B.

2.11 OFFER ACCEPTANCE PERIOD

Bidder acknowledges that the submission of a Response which includes a signed Response Certification, Attachment B, shall remain in effect for a minimum period of ninety (90) calendar days from the Response closing date unless otherwise indicated and is irrevocable.

2.12 REJECTION OF QUOTATIONS

All Responses will be reviewed by the RFQQ Coordinator to determine compliance with administrative requirements and instructions specified in this RFQQ. Bidder is specifically notified that UWMSC may reject a Response at any time as non-responsive for any of the following reasons:

2.12.1 Incomplete Response;

2.12.2 Submission of a Response that proposes products or services that deviate from the technical requirements set forth in this document;

2.12.3 Failure to comply with any part of this RFQQ or any exhibit to this RFQQ;

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2.12.4 Submission of incorrect, misleading, or false information.

UWMSC expressly reserves the right to reject any or all Responses, or reissue an RFQQ. UWMSC may waive irregularities in a Response, provided that, in the judgment of UWMSC, such action will not negate fair competition and will permit proper comparative evaluation of the Responses submitted. UWMSC’s waiver of an immaterial deviation or defect shall in no way modify the RFQQ documents or excuse the Bidder from full compliance with the RFQQ specifications in the event the Contract is awarded to that Bidder.

2.13 PREPARATION COST

UWMSC will not be liable for any costs associated with preparation and presentation of a Response submitted in response to this RFQQ.

2.14 QUOTATION PRICE

The prices submitted in the Response shall include everything necessary for the prosecution and completion of the Contract including, but not limited to, furnishing all materials and all management, supervision, labor and service, except as may be provided otherwise in the Response. In the event of discrepancy between the unit prices and their extensions, the extended price will be adjusted accordingly. In the event of discrepancy between the sum of the extended prices, the total Response price will be adjusted accordingly. The Response price shall not include any allowance for Washington State sales/use tax.

UW Medicine will evaluate the total price for the basic requirements with any option(s) exercised at the time of award. Evaluation of option(s) will not obligate UW Medicine to exercise the option(s).

UW Medicine may reject a Response if it is materially unbalanced as to process for the basic requirements and the option quantities. A Response is unbalanced when it is based on prices significantly less than cost for some products or services and prices that are significantly overstated for other products or services.

2.14.1 Price Escalation

The prices shall not be increased during the initial term of the Contract. After the expiration of the initial term, rates may be increased by an amount negotiated and accepted in writing by both parties, not less than thirty (30) days prior to the proposed effective date of the price increase.

2.14.2 Price De-escalation

The Vendor agrees to reduce the contract purchase price at any time during the life of the Contract if the price declines at the market level, or the Vendor provides the same service to any State of Washington public agency or political subdivision at prices less than those set forth in the Contract. Such reductions will become effective at the time of the reduction and Vendor shall notify participating UW Medicine Hospitals in writing of such adjustment.

2.15 MOST FAVORABLE TERMS

Bidders shall provide their complete Response with the best and most favorable terms upon initial submission. UWMSC reserves the right to make an award without further discussions. Evaluation of Responses will be made by full and fair consideration of all

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Bidders. During the evaluation process, personnel involved in the selection process, facilitated by the RFP Coordinator, may contact Bidders for clarification of technical points or interpretation of Response information.

The negotiated Contract may incorporate some or all of the Bidder’s entire Response.

The ASB should be prepared to accept that its Response may be incorporated in its entirety into the Contract. It is also understood that the Response will become part of the official UWMSC file on this matter without obligation to UW Medicine.

2.16 AWARD OF CONTRACT

UWMSC may award a Contract on the basis of initial Responses received, without discussion; therefore, each initial Response should contain the Bidder’s best terms from a cost and technical standpoint.

Bidder agrees that any other UW Medicine Component Unit, as listed in Section 1.1 of this document, may join in this RFQQ by developing a Contract that follows the Terms and Conditions of this RFQQ or by written amendment to the resulting Contract signed by all parties to the Contract.

2.17 CONTRACT TERMS AND CONDITIONS

The submission of a Response herein constitutes the agreement of any Bidder that any Contract to be drawn as the result of an award herein shall be prepared by UWMSC.

The submission of a Response shall further constitute the agreement of each Bidder that it will not insist on the use of standard contract agreements, documents, or forms, and that it waives any demand for the use of its standard agreements. A UWMSC Contract shall generally follow this RFQQ.

The submission of a Response certifies that Bidder understands and accepts the Terms and Conditions of this RFQQ as well as UW Medicine General Terms and Conditions as stated in Section 7 of this RFQQ.

Any exceptions to the UW Medicine General Terms and Conditions in this RFQQ may be submitted with the Response. All exceptions must be submitted as “Track Changes” to Section 7. UW MEDICINE GENERAL TERMS AND CONDITIONS, citing each clause with which Bidder has an issue and suggesting alternative language.

In the event of any inconsistencies or conflicting terms and conditions in this RFQQ, such inconsistency or conflict shall be resolved by giving precedence in the following order:

2.17.1 Federal, state, or local laws or regulations;

2.17.2 The terms of this RFQQ;

2.17.3 The UW Medicine General Terms and Conditions.

In the event that a Contract and/or purchase order is issued as a result of this RFP, any inconsistency or conflict shall be governed by the Order of Precedence specified in such Contract or purchase order, or, if none is specified, by the UW Medicine General Terms and Conditions Section 31. ORDER OF PRECEDENCE.

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Bidder may submit additional terms and conditions relevant to the business in response to this RFQQ. UWMSC will evaluate requested exemptions or additional terms and conditions proposed by Bidder and may accept or reject the same at its sole discretion.

UWMSC reserves the right to exclude the Response from further consideration in the event of excessive exceptions or additional terms in the Response.

In the event Bidder does not submit exceptions to any of the terms and conditions contained in the RFQQ, including the UW Medicine General Terms and Conditions, it shall be construed by UWMSC as the Bidder fully accepting and agreeing to the RFQQ language as is. Further changes to the same will not be allowed during the negotiation of the Contract.

2.18 CONTRACT PERIOD

Unless otherwise stated, the initial term of the agreement shall be for three (3) years with fixed and firm pricing, commencing on the effective date of the Contract.

At the Hospital’s sole discretion, the Contract term may be extended by three (3) additional two-year (2 year) extension options not to exceed a total Contract term of nine

(9) years. All extension options shall be mutually agreed upon by both parties by written amendment.

If applicable, UW Medicine reserves the right to extend the Contract on a month-to-month basis beyond the extension of the current Contract Term at the then current rate to facilitate establishment of a new Contract.

2.19 STATE AND FEDERAL CERTIFICATIONS

In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State of Washington encourages participation in all of its contracts by Minority and Women’s Business Enterprises (“MWBE”) firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”) http://www.omwbe.wa.gov. Participation may be either on a direct basis in response to this RFQQ or as a Subcontractor to a Bidder.

However, unless required by federal statutes, regulations, grants or contract terms referenced in the Contract documents, no preference to MWBE firms will be included in the evaluation of Responses. No minimum level of MWBE participation shall be required as a condition for receiving an award and Responses will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the Contract documents will apply.

2.20 RESPONSE CONFIDENTIALITY

It is the intent to receive Responses in response to this RFQQ, at the time and place designated in Section 2.2 and 2.7. At that time, only the names of the Bidders submitting Responses will be released.

Bidder, as an express condition for UW Medicine’s consideration of its Response, agrees that all Responses received, with the exception of items therein which are public information shall remain confidential until the ASB has been announced. After announcement of the ASB, all documents submitted, as part of the RFQQ process are considered part of the public record as defined in Chapter 42.56 RCW and shall be available for any party upon request.

http://www.omwbe.wa.gov/

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Any information in the Response that the Bidder desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the non-disclosure of the Bidder’s document must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Bidder is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page.

Marking of the entire Response as “PROPRIETARY” will be neither accepted nor honored.

Washington State Law RCW 42.56.270 (1) allows an exemption from public disclosure for materials that contain “valuable formulae, designs, drawings, and research data when disclosure would produce private gain and public loss.” This is the only exemption granted by law that might apply to this acquisition; however, please be advised that Bidders will need to demonstrate that disclosure of their materials would produce both private gain and public loss.

If a request is made to view a Bidder’s Response, UWMSC will release the requested information. Prior to release, the University of Washington (“UW”) Office of Public Records will provide notice to Bidder(s) of the request and of the date that the records will be released to the requester unless Bidder obtains a court order enjoining that disclosure. If Bidder fails to obtain a court order enjoining disclosure, UW Office of Public Records will release the information on the date specified.

2.21 COMPLAINT PROCEDURE

The complaint process allows Bidder to focus on the solicitation requirements and evaluation process and raises issues with these processes early enough in the RFQQ process to allow UWMSC to correct a problem before Responses are submitted and time is expended on evaluations.

The complaint process shall meet the following minimum requirements:

2.21.1 Bidders will be given an opportunity to submit a complaint to UWMSC based on any of the following:

2.21.1.1 Solicitation unnecessarily restricts competition;

2.21.1.2 Solicitation evaluation or scoring process is unfair or flawed; or

2.21.1.3 Solicitation requirements are inadequate or insufficient to prepare a Response.

2.21.2 Bidders will be allowed to submit complaints up to five (5) business days prior to the bid response deadline. Complaints must meet the following requirements:

2.21.2.1 Must be in writing;

2.21.2.2 Must be sent to the RFQQ Coordinator or designee;

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2.21.2.3 Must clearly articulate the basis for the complaint;

2.21.2.4 Must include a proposed remedy.

2.21.3 RFQQ Coordinator or designee will respond to the complaint in writing;

2.21.4 Response to all complaints including any changes to the RFQQ will be posted as an amendment on WEBS;

2.21.5 RFQQ Coordinator will notify the UWMSC Manager of Contracting of all complaints and provide a copy of the complaint response to the UWMSC Manager of Contracting and the System Director, UWM Strategic Sourcing;

2.21.6 Documented complaint may not be raised again during the protest period;

2.21.7 Complaint process does not include an appeal process.

2.22 PROTEST PROCEDURE

The protest process occurs after Responses are submitted and evaluated. This allows the Bidders to focus on the evaluation process to ensure its integrity and fairness.

Protests can raise issues related to the evaluation process as set out in the RFQQ or how the process was executed.

The protest process will meet the following requirements:

2.22.1 After the announcement of the ASB, Bidders may request a debrief in writing;

2.22.2 Bidders must request a debrief within three business (3) days after the ASB is announced;

2.22.3 Bidders are required to participate in a debriefing as a pre-requisite for submitting a protest;

2.22.4 Bidders will be given five (5) business days after the debriefing to file a written protest

2.22.5 The grounds on which a protest may be based are as follows:

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

2.22.5.2 Errors in computing the scores;

2.22.5.3 Non-compliance with procedures described in the solicitation document or the UWMSC protest process.

2.22.6 Protests must be submitted to the RFQQ Coordinator, the UWMSC Manager of Contracting and the System Director, UWM Strategic Sourcing;

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2.22.7 The UWMSC Manager of Contracting will issue a response within ten (10) business days from the receipt of the protest, unless additional time is needed and submit a copy of the protest response to the System Director, UWM Strategic Sourcing. The protesting Bidder shall be notified in writing if additional time is required;

2.22.8 The UWMSC Manager of Contracting’s decision is final. If the protesting Bidder does not accept the UWMSC Manager of Contracting’s response, a Bidder may try to seek relief from Superior Court.

2.23 PREVAILING WAGE

Contractor shall pay the prevailing wage rate, as applicable, for all trades required in the performance of the Scope of Work in Section 4.2 of this RFP as required by the State of Washington Prevailing Wages on Public Works Act (Chapter 39.12 RCW). Contractor shall be responsible for ensuring that any and all subcontractors pay prevailing wage rate, as applicable, according to RCW 39.12 and RCW 28B.10.350. The Contractor shall be responsible for filing of all necessary paperwork for the Department of Labor and Industries (L&I).

The Washington State Department of Labor and Industries publishes information regarding the prevailing wage program and prevailing wage rates on its agency website, available at https://lni.wa.gov./licensning-permits/public-works-projects/prevailing-wage-rates/. Prevailing rates to be paid on this project can be determined using https://secure.lni.wa.gov/wagelookup. The Hospitals make no representation regarding the accuracy of any information published by the Department of Labor and Industries and does not accept liability for any inaccuracy in the published rate.

https://lni.wa.gov./licensning-permits/public-works-projects/prevailing-wage-rates/ https://lni.wa.gov./licensning-permits/public-works-projects/prevailing-wage-rates/ https://secure.lni.wa.gov/wagelookup

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SECTION 3 - INSTRUCTIONS FOR PREPARING RESPONSES

3.1 GENERAL

To aid in the evaluation process, it is required that all Responses comply with the items and sequence as presented in paragraph 3.2 RFQQ RESPONSE OUTLINE.

Paragraph 3.2 outlines the minimum requirements and packaging for the preparation and presentation of a Response. Failure to comply may result in rejection of the Response. The Response should be specific and complete in every detail, prepared in a simple and straightforward manner.

Bidders are expected to examine the entire RFQQ, including all specifications, standard provisions, and instructions. Failure to do so will be at the Bidder’s risk.

Each Bidder shall furnish the information required by the RFQQ. It is required that Response entries be typewritten. Periods of time, stated in number of days, in this request or in the Bidder’s Response, shall be in calendar days.

Bidder must indicate acceptance and compliance with the information and instruction of this RFQQ by signing in longhand or electronic signature and dating the Response Certification, Attachment B. The name and title must be typed or printed below each signature.

3.2 RFQQ RESPONSE OUTLINE

3.2.1 Response Cover Sheet: Attachment B. PROPOSAL RESPONSE

CERTIFICATION, shall be attached to the front of the Proposal and shall contain Bidder’s certification of the submission. It shall be signed by an official who has full authority to enter into a Contract.

3.2.2 Background and History: Describe the company, organization, officers or partners, number of employees and operating policies which would affect this Contract. State the number of years the organization has been continuously engaged in business.

3.2.3 Financial Stability: Describe the financial status of the company. Attach a copy of the most recent annual financial statement or other similar document.

3.2.4 Technical Approach and Methodology: Describe Bidder’s technical approach and methodology for accomplishing the described Scope of Work. The proposed approach and methodology should include a detailed work plan and schedule.

All information to be provided by UW Medicine as part of this plan needs to be specified including content, format and frequency.

3.2.5 Project Team and Management Structure: Identify proposed project team and management structure for providing the Scope of Work. This should identify roles and responsibilities, including Bidder expectations of participating UW Medicine Hospital(s)’ staff resources. Provide resumes of key professional staff to be assigned to the project and their level of commitment to this engagement.

3.2.6 Proposed Fees: Provide a cost proposal to accomplish the Scope of Work or provide the requested product.

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3.2.7 Firm Experience and Firm Credentials: Provide evidence of Bidder’s experience in projects or providing products as described within this RFQQ.

3.2.8 References: Please list three (3) relevant references, a description of the engagement, professional fees, duration and date of completion, contact person, title, mailing address, telephone number and e-mail address.

Do not include any UW Medicine Hospitals or Clinics as references.

• Ensure the email address for any reference provided in the Bidder’s Proposal is correct; and

• Inform each reference that UW Medicine has been provided with their information and they will receive a reference questionnaire from the RFQQ coordinator which we ask to be completed in the timeframe requested.

3.2.9 Bidder Exceptions: Describe any exceptions to the terms and conditions contained within this document. All such exceptions must be submitted using “Track Changes” to Section 7. UW MEDICINE GENERAL TERMS AND CONDITIONS. Add comments about the project or product that are of concern to the Bidder;

UWMSC reserves the right to exclude the Proposal from further consideration in the event of excessive exceptions or additional terms in the Proposal.

3.2.10 Contract Management Information: Provide primary Contract Manager

Contact name, mailing address, telephone number, and email address.

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SECTION 4 - TECHNICAL SPECIFICATIONS

4.1 GENERAL

UW Medicine seeks to establish a qualified pool of signage fabricators to support ongoing and future interior signage needs. Vendors shall provide professional fabrication and optional installation services for a variety of hospital signage types. Projects will vary in scale and complexity but are expected to be primarily small to mid-sized custom runs.

4.2 STATEMENT OF WORK

A. Services Vendors must demonstrate the ability to:

1. Fabricate interior and exterior signage including, but not limited to:

a. Room and office signs;

b. Directional and wayfinding signage;

c. Informational panels & event posters;

d. Regulatory and ADA-compliant signage (including Braille and tactile lettering);

e. Window Vinyl;

f. Feature Signs; and

g. UWM reserves the right to add any additional signage to Attachment D Cost

Proposal, on an as need by basis.

2. Accurately reproduce signage from client-provided design files (InDesign, Illustrator, Acrobat, AutoCAD, etc.);

3. Provide in-house design services when needed to support fabrication or troubleshoot production issues;

4. Deliver high-quality output using professional substrates and finishes appropriate for healthcare environments;

5. Support both wall-mounted and ceiling-suspended signage installation for interior projects, but may need to coordinate with other contractors or hospital facilities teams for exterior signage installation; and

6. Maintain compliance with relevant codes and accessibility standards (ADA, Fire/Life Safety, etc.).

B. Common Substrates and Materials

1. Vendors should be prepared to work with and supply the following (not exhaustive):

a. Acrylic (second-surface painted or direct print);

b. Aluminum (painted or brushed);

c. Rowmark ADA Alternative (Plastic);

d. Sintra (PVC) - Synapse (OM/XM) (Synthetic Polyester Paper);

e. PhotoTex (repositionable wall cling);

f. Falconboardl;

g. Dibond or ACM;

h. PVC Banner Vinyl;

i. Clear/colored vinyl and digital prints;

j. Raised lettering and ADA graphics; and

k. Mounting materials including high bond foam tape, mechanical fasteners, cleats, etc.

C. Installation Services

1. Installation may be required on a project-by-project basis. Vendor should be capable of:

a. Coordinating installation logistics with hospital project managers;

b. Complying with hospital protocols and safety standards;

c. Installing signage plumb, level, and per ADA-mandated mounting heights; and

d. Avoiding conflicts with electrical/mechanical systems and existing infrastructure.

e. Coordinating installation logistics with primary care clinic manager:

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a. Working with manager around clinic operating hours to minimize impact to patient care;

b. Flexibility around which areas of clinic and timing of when work can be done in those areas;

c. Coordinating with clinic landlords as needed;

d. Complying with clinic protocols and safety standards;

e. Installing signage plumb, level, and per ADA-mandated mounting heights;

f. Avoiding conflicts with electrical/mechanical systems and existing infrastructure

D. Communication & Customer Service

1. Assign a dedicated contact person (plus backup) for each hospital campus and ambulatory free-standing clinics

2. Respond to all project communications within one business day;

3. Provide cost estimates within five (5) business days of request; and

4. Complete fabrication within fifteen (15) business days from issuance of Purchase Order, unless otherwise agreed.

E. Qualifications & Proximity

1. Vendor must be licensed, bonded, and insured;

2. Demonstrate prior experience working in complex healthcare environments; and

3. Must be located within 50 miles of Seattle to ensure timely service and site coordination.

F. Proofing & Quality Control

1. All signage must be proofed and approved by designated UW Medicine staff prior to production;

2. Vendors may be required to submit physical samples or digital mock-ups for review;

3. Any deviations from approved proofs must be re-submitted and authorized before fabrication;

and

4. All final approved proofs will be retained by the client for reference and record-keeping.

G. Digital Archiving & File Retention

1. Vendors must digitally archive all final design files, proofs, and installation documentation for a minimum of five (5) years;

2. Files must be organized by project, date, and location, and provided to UW Medicine upon request;

3. Acceptable formats include universally accessible files such as PDF, JPEG, or vector-based formats (e.g., AI, EPS);

4. Vendors are encouraged to use secure cloud-based storage systems with routine backup protocols; and

5. Vendors must provide a reliable file-sharing method capable of handling large file transfers.

File sharing links should not expire within less than 30 days unless otherwise agreed.

4.3 COST PROPOSAL

A. Billing & Documentation

1. Invoices must reference the associated UW Medicine Contract Number, Purchase Order, and Spend Category;

2. Billing must include itemized labor and materials; and

3. Shop drawings and proofs may be requested on certain projects.

4.4 INSURANCE REQUIREMENTS

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The Apparent Successful Bidder is required to obtain insurance to protect UW Medicine should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Bidder or its Subcontractor(s), or their agents, while performing work under the terms of any Contract resulting from this solicitation.

Bidders will find a complete description of the specific insurance requirements in RFP Section 7 UW Medicine General Terms and Conditions #28.

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SECTION 5 - PROCUREMENT PROCESS

5.1 BIDDER LIST AND QUALIFICATION EVALUATION

After the established date for receipt of Responses, a listing of Bidders submitting Responses will be prepared and will be available for public inspection. Qualifications and Responses submitted by interested Bidders will be reviewed and evaluated based on the evaluation factors set forth in the RFQQ.

5.2 RESPONSE CLASSIFICATION

For the purpose of conducting discussions with individual Bidders, if required, Responses will initially be classified as:

A. Acceptable B. Potentially Acceptable C. Unacceptable

Discussions may be conducted, if required, with any or all of the Bidders whose Responses are found acceptable or potentially acceptable. UWMSC will establish procedures and schedules for conducting oral and/or written discussions.

5.3 BIDDER INVESTIGATION

UW Medicine will make such investigations as it considers necessary to obtain full information on the Bidders selected for evaluations.

5.4 EVALUATION PROCESS

A committee that consists of members from the participating UW Medicine Hospitals’ requesting departments and other areas of the participating hospital(s) will evaluate all acceptable Responses based on the criteria identified. Responses will be rated using a weighted point structure, and then ranked. The Response(s) receiving the highest rankings will be declared the ASB(s).

5.5 EVALUATION CRITERIA

The evaluation criteria are listed below:

5.5.1 Technical Approach and Methodology

Bidder’s approach to providing this product or service, timetable and work plan that addresses the specific technical specifications and information as described in Section 3.2.4.

5.5.2 Environmental Sustainability

Evidence of the Bidder’s commitment to sustainability as described in Attachment C - Sustainability Questionnaire and in Section 2.7.5.1. above.

5.5.3 Project Team and Management Structure

Experience and qualifications of the agency’s personnel as described in Section 3.2.5.

5.5.4 Proposed Cost / Fees

The compensation rate or product rate schedule for providing this product or service as described in Section 3.2.6.

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5.5.4 Firm Experience and Credentials

Vendor’s relevant experience and expertise in providing these services as described in Section 3.2.7.

5.5.5 References

The results of the references as described in Section 3.2.8

5.6 ORAL PRESENTATION FOR BEST AND FINAL…