WSU RFP EMR-01072025FA Economic Impact Study.pdf

REQUEST FOR PROPOSALS

(“RFP”)

RFP NO. EMR-01072025FA

PROJECT TITLE: Economic Impact Study

PROPOSAL DUE DATE: January 31, 2025 5PM Pacific Time, Pullman, Washington, USA.

ESTIMATED TIME PERIOD FOR CONTRACT: Washington State University anticipates this work beginning as soon as possible upon completion of and award made as a result of this RFP. The contract period will be as is reasonable and customary for such work, with the intent that WSU would like to use this study as soon as possible.

RESPONDENT ELIGIBILITY: This procurement is open to those Respondents that satisfy the minimum qualifications stated herein and that are available for work in Washington State.

TABLE OF CONTENTS

1. INTRODUCTION

1.1. PURPOSE

1.2. ABOUT WASHINGTON STATE UNIVERSITY

1.3. OBJECTIVES AND SCOPE OF WORK

1.4. SCOPE OF WORK

1.5. MINIMUM REQUIREMENTS……………………………………………………………………………………………………………………6

1.6. PERIOD OF PERFORMANCE

2. GENERAL INFORMATION FOR CONTRACTORS

2.1. RFP COORDINATOR

2.2. ESTIMATED SCHEDULED FOR PROCUREMENT ACTIVITITIES

2.3. SUBMISSION OF PROPOSALS

2.4. REVISIONS TO THE RFP

2.5. ACCEPTANCE PERIOD

2.6. RESPONSIVENESS

2.7. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

2.8. MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION

2.9. MOST FAVORABLE TERMS

2.10. MODEL CONTRACT

2.11. COSTS TO PROPOSE

2.12. NO OBLIGATION TO CONTRACT

2.13. REJECTION OF PROPOSALS

2.14. COMMITMENT OF FUNDS

2.15. ELECTRONIC PAYMENT

2.16. INSURANCE COVERAGE

3. CONTENTS OF THE PROPOSAL

4. EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

4.2 EVALUATION WEIGHTING AND SCORING

4.3 ORAL PRESENTATIONS MAY BE REQUIRED

4.4 NOTIFICATION TO RESPONDENTS

4.5 DEBRIEFING OF UNSUCCESSFUL RESPONDENT

4.6 COMPLAINT PROCESS:

4.7 PROTEST PROCEDURE

5. RFP EXHIBITS

• Exhibit A: Certifications & Assurances with Contract Exceptions (if any) …………………………………………….15

• Exhibit B: Contractor Information

• Exhibit C: Model Contract

1. INTRODUCTION

1.1. PURPOSE

Washington State University (hereafter “University” or “WSU”) is initiating this Request for Proposals (“RFP”) to solicit proposals from firms (the “Respondent,” the “Vendor,” the “Bidder” or, post-award, the “Contractor”) capable of performing a high-quality Economic Impact Study. WSU intends to award one contract to immediately provide the services described in this RFP.

WSU plays a broad-reaching and supportive role throughout Washington’s economy, with range and impact extending far beyond our state’s borders. Traditional economic impact studies present economic impacts with dollar values several multiples greater than the financial investment into the institution.

WSU recognizes the importance of telling a complete and compelling story that promotes the full reach and benefits to quality of life to the people of Washington State and beyond.

Due to the magnitude of its contributions, leadership believes the entire WSU System should be recognized as a significant driver of the state’s economy, with a nationally known brand and one of the most recognized logos in college athletics.

While this impact study is anticipated to provide data important to a variety of internal institutional audiences (e.g., the Board of Regents, executive leadership, faculty, staff, students, etc.), its primary purpose is to inform and influence four important categories of external stakeholders:

• Elected officials representing the state of Washington in Washington, D.C. and Olympia and major city and county jurisdictions across the state.

• Regional and state-wide business leaders

• Other leaders in core groups such as philanthropy, non-profits, and local public officials

• National, regional, and local news media

1.2. ABOUT WASHINGTON STATE UNIVERSITY

Founded in 1890 in Pullman, WSU is Washington’s land-grant university with a mission of improving the quality of life for all citizens -- locally, nationally, and globally. As a comprehensive leading land-grant institution, WSU is committed to excellence in each of its research, teaching and outreach missions.

Washington State University is one of the premier public institutions in the country, with six campuses, 11 academic colleges, Extension offices in all 39 Washington counties and on the Colville Reservation, and four research and extension centers. Additional information can be found at https://wsu.edu/about/

1.3. OBJECTIVES

Background: WSU has not done an economic impact assessment since 2014, a significant undertaking. The report, which at the time employed industry-standard methodology and models, provided estimates of the university's impact on economic activity across the state. A new report will be delivered pursuant to the awarded contract from this RFP. The new report along with its data and information, will be shared with WSU leadership, internal constituencies, various external constituencies, elected officials, media, and other selected groups, underlining the importance of this project. To create efficiencies and to draw comparisons from the previous study, WSU anticipates providing the previous economic impact assessment from 2014 to the successful respondent.

This economic impact assessment should encompass the WSU system as described above.

https://wsu.edu/about/

The objectives of this work (in relative order of importance) remain:

A. To provide a timely and credible snapshot of WSU’s economic impact data that can be shared with various internal and external constituencies, including the audiences listed above under the Purpose Section 1.1.

B. To provide “official” numbers and statistical comparisons that will be used for external and internal WSU messaging and serve as a standard set of economic variables that can easily be updated over time. (NOTE: It is anticipated a recurring economic impact analysis will be conducted at regular intervals going forward. Though this RFP is for the current analysis ONLY, vendor proposals should include comments and recommendations regarding the frequency, focus, methodology, and content of future and subsequent assessments.) WSU reserves the right to do further such related future work as would be most effective and efficiently accomplished by the apparent successful contractor.

C. To compare WSU’s economic impact to other businesses and organizations in the region - and beyond, if applicable. (A list of peer organizations will be made available to the apparent successful vendor, but the vendor’s insight and opinion are expected).

D. To provide a comparative analysis of WSU’s economic value to that of other nationally ranked colleges and universities (including the relative return on the current level of public funding) using information gleaned from previously developed and published economic impact statements (A list of peer universities is available and will be made available to apparent successful vendor, but vendor’s insight and opinion is expected.)

E. Using historical data to create trend lines and track changes to the economic impact over the last 10 years. (This is not a critical element, but if data is readily available, the vendor should be able to articulate this as part of the reporting deliverables.)

1.4. SCOPE OF WORK/METHODOLOGY

The following will be considered in Scope and in order of relative importance:

Most Important A. The overall economic and fiscal impact WSU has on the vitality of the state (including, as a minimum, capital expenditures, operational expenditures, revenues to the state, etc.).

B. The direct and indirect benefits of being one of the largest employers in the state C. The economic impact of existing WSU partnerships in the business community D. The economic impact of WSU’s strengths in agricultural education, research and extension E. An estimate of the return on the public investment in WSU (including taxes paid, etc.)

F. The economic impact of out-of-state research funding G. The impact WSU has on the regional economies of each campus H. The economic impact of WSU Athletics, including ticket and branded apparel sales, visitor spending, etc.

I. The employability and contributions of graduates.

Very Important A. An assessment of the percentage of the regional economies of each campus that is generated by

WSU activities B. Total WSU employment compared to other institutions/businesses/organizations in each campus region.

C. A high-level analysis of the economic impact of WSU on a national and global scale.

D. The impact of WSU alumni on the economy (wage premiums, job creation, etc.)

Important A. Thoughtful and statistically valid comparisons of the value of WSU versus other selected institutions of higher education (including the comparative return on current public funding, if possible) and businesses/organizations, both inside and outside the region (a list will be made available to the apparent successful contractor but vendor insight and opinion is expected)

B. The impact of out-of-state students on the state and regional economy, including a detailed comparison of WSU in-state/out-of-state student ratios to those of selected peer institutions (a list of peer universities will be made available, but vendor insight and opinion is expected)

C. The economic impact of continuing education programs.

NOTE: Proposals should include discussion of how the firm intends to work with the University to refine this list, identify other pertinent issues, and prioritize them before starting the project.

OPTIONAL ADD-ONS:

Breakout by legislative district (cost out separately): WSU asks respondents to include separate costing for breaking out its economic impact by legislative district. Such work will be awarded or not at the sole discretion of the university. Please include enough information on how your firm approaches and costs out this additional level of detail for economic impact studies.

Remote Facilities (cost out separately): The inclusion of remote facilities, both within and outside of the state of Washington, will be at the discretion of the University and shall ultimately be determined before the finalized awarded contract is executed. Respondents should address their capabilities, approach, methodology, or any other relevant information including costing components for the inclusion of remote facilities in the study.

NOTE: Any amounts for the breakdown by legislative district or inclusion of remote facilities shall be considered optional and should not be directly included in your total project cost proposal but respondents need to provide enough information for WSU to consider your approach, benefits and the costs for including remote facilities in the study to be completed. WSU should have enough information from your proposal to add remote facilities to your overall project not to exceed costs if it desired to do so without necessarily the need for further negotiation.

Methodology: It is anticipated that the successful vendor will use existing industry-accepted economic assessment methodologies and models to execute the body of this work. Vendors are expected to detail in their proposals the sources of data to be used, their approach to the project, and the methods the intend to use to provide the deliverables listed below.

Deliverables:

A. A signed project memo (charter) produced after the objective-setting process detailing the agreed-upon project scope. Ultimately decided upon scope to be reflected in awarded contract (amendments may be necessary).

B. A detailed project timeline with deadlines for each deliverable C. A preliminary draft report for review and approval by appropriate internal WSU constituencies D. All applicable raw data files (identified by zip code, legislative district, and county, if possible*).

*Actual deliverables as pertain to this level of detail will be negotiated with the apparent successful respondent.

E. Complete analytical report (non-production quality) in both MS Word and PowerPoint formats, including applicable data tables, charts, and graphs, in both hard copy (unbound) and electronic formats.

F. Data used in this analysis, and all reports generated by it are expected to be presented in meaningful and appropriate formats and media channels to the various audiences.

NOTE: Work produced due to this solicitation will be deemed a work for hire. WSU reserves the right to re-purpose any deliverables.

1.5. MINIMUM REQUIREMENTS

A. Previous experience conducting a similar economic impact study report for a comparable Institution of

Higher Education B. Being registered or willing to become registered with the state of Washington as required to perform these services within the state and the ability to work with the required legal terms and conditions as required by the state of Washington and/or WSU Policies.

C. Having qualified resources available that can start work on this project immediately upon full execution of the awarded contract.

1.6. PERIOD OF PERFORMANCE

The period of performance of any contract resulting from this RFP is tentatively scheduled to begin immediately upon signature of the Agreement and continue through the completion of the project.

Responses should indicate a realistic timeframe for completing the work and strategies that will be utilized to keep the project on schedule.

2. GENERAL INFORMATION FOR CONTRACTORS

2.1. RFP COORDINATOR

The RFP Coordinator is the sole point of contact in the University for this procurement. Unless otherwise provided herein, all communication between the Respondent and the University upon release of this RFP shall be with the RFP Coordinator, as follows:

Name Eric M. Rogers

Address Washington State University Purchasing Services French Administration Building, Room 242 Pullman, WA 99164 Attn: RFP # EMR-01072025FA

E-Mail Address emrogers@wsu.edu

Phone Number 509-335-1257

Only communication in writing between the Respondents and the RFP Coordinator will be binding.

Communication regarding the RFP directed to parties other than the RFP Coordinator may result in disqualification of the Respondent.

2.2. ESTIMATED SCHEDULED FOR PROCUREMENT ACTIVITITIES

Issue Request for Proposals via WEBS January 7, 2025

Questions due to emrogers@wsu.edu January 14, 2025 (5PM PST) mailto:emrogers@wsu.edu

Issue last addendum to RFP on WEBS January 17, 2025

Proposals due via email to emrogers@wsu.edu January 30, 2025 (5PM PST)

Evaluate proposals Week of February 3rd (Estimate)

Conduct oral interviews with finalists, if required TBD

Announce “Apparent Successful Contractor” Anticipated week of Feb 10, *The University reserves the right to revise the above schedule.

2.3. SUBMISSION OF PROPOSALS

Proposals must be received by the RFP Coordinator no later than 5:00 p.m., PST, in Pullman, Washington, on January 31, 2025. Proposals received after this deadline will be late and ineligible for consideration.

Following the deadline, the names of those responding to the RFP may be made available upon request.

All other information will remain confidential, to the extent allowed by law (see below for more details).

Proposals must be submitted electronically as an attachment to an e-mail to the RFP Coordinator, at the e-mail address listed in Section 2.1. The email subject line must include the WSU RFP number, the company name for the bidder, and RFP due date. All attachments to the e-mail must be in PDF format.

Zipped files cannot be received by WSU and cannot be used for submission of proposals. The cover submittal letter and the Certifications and Assurances form need a scanned or verified digital signature of the individual within the organization authorized to bind the Contractor to the offer.

Bidders submitting proposals should allow adequate delivery time to ensure timely receipt of their responses by the RFP Coordinator. Bidders assume the risk for the method of delivery chosen.

Washington State University assumes no responsibility for delays or inability to email your proposal on time for reasons beyond WSU’s control. Please allow adequate delivery time for email processing as WSU must show that your emailed response was received prior to the due date and time. Late responses shall be automatically disqualified from further consideration.

2.4. REVISIONS TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be published on https://fortress.wa.gov/ga/webs/. For this purpose, the published questions and answers and any other pertinent information shall be provided as an addendum to the RFP and will be placed on the website.

The University also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract.

2.5. ACCEPTANCE PERIOD

Proposals must provide for acceptance by the University for at least 180 calendar days after the due date for this RFP.

2.6. RESPONSIVENESS

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

The University also reserves the right at its sole discretion to waive minor administrative irregularities.

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

2.7. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Proposals submitted in response to this competitive procurement shall become the property of the University. All proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the President of the University, or his Designee, and the Apparent Successful Contractor;

thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (“RCW”).

Any information in the proposal that the Respondent 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 nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Respondent 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 the entire proposal exempt from disclosure or as Proprietary Information will not be honored.

If a public records request is made for the information that the Respondent has marked as "Proprietary Information," the University will notify the Respondent of the request and of the date that the records will be released to the requester unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure, the University will release the requested information on the date specified. If a Respondent obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the University shall maintain the confidentiality of the Respondent's information per the court order.

A charge may be made for copying and shipping, as outlined in RCW 42.56. All requests for information should be directed to the RFP Coordinator.

2.8. MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION

In accordance with chapter 39.19 RCW, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”).

Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis.

However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award, and proposals will not be rejected or considered non-responsive on that basis.

For information on certified firms, parties may contact OMWBE at 360-753-9693 or http://www.omwbe.wa.gov.

2.9. MOST FAVORABLE TERMS

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 which the Respondent can propose. There may be no best and final offer procedure, however, the University reserves the right to utilize a best and final offer procedure if it is determined to be in its best interest to do so. The University also reserves the right to contact a Respondent for clarification of its proposal.

The Apparent Successful Contractor should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Respondent’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the University.

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

2.10. MODEL CONTRACT

The Apparent Successful Contractor will be expected to enter into a contract including terms and conditions legally consistent with the Model Contract provided in Exhibit C. The Respondent may submit exceptions to the Model Contract provided in Exhibit C as allowed in the Certifications and Assurances form, Exhibit A to this RFP. The Respondent should provide alternate language for any exceptions taken to WSU’s Model Contract. All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A, Certifications and Assurances form. The University will review any properly requested exceptions and accept or reject the same at its sole discretion. Blanket exceptions to the Model Contract, or the inclusion of any other template agreement, will not be reviewed by WSU and may result in a bid being designated as non-responsive.

2.11. COSTS TO PROPOSE

The University will not be liable for any costs incurred by the Respondent in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

2.12. NO OBLIGATION TO CONTRACT

This RFP does not obligate the state of Washington or the University to contract for products or services specified herein.

2.13. REJECTION OF PROPOSALS

The University reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

2.14. COMMITMENT OF FUNDS

The President of the University or their delegate is the only individual who may legally commit the University to the expenditures of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

2.15. ELECTRONIC PAYMENT

Washington State University is currently implementing an electronic payables system. The successful contractor may be provided a form to complete with the contract to authorize electronic payments.

2.16. INSURANCE COVERAGE

The Apparent Successful Contractor is to furnish the University with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth in the Model Contract included as Exhibit D.

3. CONTENTS OF THE PROPOSAL

Proposals should be presented in the eight sections indicated below. Sections sharing a common file format (i.e., PDF) may be combined into a single document provided that each section is clearly identifiable.

Incomplete responses may be disqualified from further consideration.

SECTION NO AND TITLE SECTION DESCRIPTION

SECTION 1

INTRODUCTION

Signed cover letter and executive summary expressing desire to be considered for this opportunity and demonstrating an understanding of the outlined scope of services and other requirements set forth in the RFP.

SECTION 2

CONTRACTOR

EXPERIENCE

Describe experience with similar projects, including successful economic impact study experiences with higher education or similar clients with diverse areas of activities done in multiple and dispersed locations and regions.

Descriptions and/or samples of previous work to illustrate your firm’s experience is recommended.

SECTION 3

STAFF QUALIFICATIONS

Team structure and list of personnel to be assigned to this project along with information on their experience and certifications.

SECTION 4

PROJECT APPROACH

A proposed approach for the Scope of Work using effective project management to meet the stated objective(s). Include a proposed schedule and statement of availability.

SECTION 5

COST

Provide an all-inclusive not to exceed budget amount for all costs to WSU for performing your firm’s proposed statement of work. Enough detail shall be provided such that the university has a full and complete picture of all of the fees and expenses for the performance of all things necessary for the services set forth in the Scope of Work and how those will be invoiced and reconciled via the awarded contract. Any optional or future follow up related services can be detailed but should be broken out separately. Costs not identified in the proposal will not be allowed or considered for a final contract.

SECTION 6

REFERENCES

Provide names, addresses, telephone numbers and email addresses of a minimum of three (3) or more clients for whom the firm has performed similar work, one of which must be an institution of higher education.

SECTION 7

OTHER INFO

Any additional information relevant to this RFP.

SECTION 8

WSU FORMS

Exhibit A Certification and Assurances – please attach any exceptions to the Model Contract, Terms, or Conditions as an attachment to Exhibit A Exhibit B Contractor Information

4. EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

Responsive 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(s), to be designated by the University, which will determine the scoring of the proposals.

The University, at its sole discretion, may elect to select the top-scoring firms as finalists for oral interviews and may adjust scoring based on an evaluation thereof.

The RFP Coordinator may contact the Respondent for clarification of any portion of the Respondent’s proposal.

4.2 EVALUATION WEIGHTING AND SCORING

All Proposals will be initially reviewed for administrative compliance with the requirements set forth in this RFP. Any failure to provide information requested or to follow the instructions provided herein, may result in a determination that your proposal is not responsive. All responsive proposals will be evaluated as follows:

SECTION NO.

TITLE

SECTION DESCRIPTION LINE ITEM POINTS -

MAXIMUM

SECTION POINTS

AWARDED

SECTION 1

INTRODUCTION

Executive summary Mandatory, but not scored

N/A

SECTION 2

CONTRACTOR

EXPERIENCE

Contractor overall experience Comparable economic impact study experience Experience working with higher education and multiple regions of activity/impact

10 points maximum 10 points maximum 10 points maximum

30 Points

SECTION 3

STAFF

QUALIFICATIONS

Staff qualifications/experience Team structure

10 points maximum 5 points maximum

15 points

SECTION 4

PROJECT

APPROACH

Quality of Approach / Plan Project methodology Proposed schedule and availability

10 points maximum 10 points maximum 10 points maximum

30 points

SECTION 5

COST

Total not to exceed project costs (inclusive of all professional and staff support costs, direct and indirect expenses). Clear total cost for the proposed statement of work is required.

25 points maximum 25 points

SECTION 7

OTHER

INFORMATION

Any additional information relevant to this RFP Optional, not scored

Not scored N/A

SECTION 8

WSU FORMS

Exhibit A Certification and Assurances Exhibit B Contractor Information Exhibit C Model Contract with Terms & Conditions

Mandatory, but not scored

N/A

SUB-TOTAL

100 points

References may be contacted for top scoring bidders only.

SECTION 6

REFERENCES

Higher education institution reference Other reference

10 points maximum 5 points maximum

15 points

GRAND TOTAL FOR

PROPOSAL

115 points

The University reserves the right to award the contract to the Respondent whose proposal is deemed to be in the best interest of the University and the state of Washington.

4.3 ORAL PRESENTATIONS MAY BE REQUIRED

Written proposals and oral presentations, if considered necessary, will be utilized in selecting the winning proposal. The University, at its sole discretion, may elect to select the top scoring finalists from the written evaluation for an oral presentation and final determination of contract award. Should the University elect to hold oral presentations, it will contact the top-scoring firm(s) to schedule a date, time and location.

Commitments made by the Contractor at the oral interview, if any, will be considered binding. The score from the oral presentation will be considered independently and in combination with your proposal will determine the apparently successful bidder.

4.4 NOTIFICATION TO RESPONDENTS

Upon completion of the evaluation process, the University will notify its selected bidder (“Apparently Successful Contractor”), subject to completion of contract negotiations and execution of a written contract. Bidders whose proposals were not selected for further negotiation or award will be notified separately by e-mail.

4.5 DEBRIEFING OF UNSUCCESSFUL RESPONDENT

Any bidder who has submitted a proposal and been notified that they were not selected for contract award may request a debriefing. The request for a debriefing conference must be received by the RFP Coordinator no later than 5:00 PM, local time, in Pullman, Washington, within three (3) business days after the Unsuccessful Respondent Notification is e-mailed to the Respondent. The debriefing should be held within three (3) business days of the request.

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

• Evaluation and scoring of the firm’s proposal;

• Critique of the proposal based on the evaluation;

• Review of bidder’s final score in comparison with other final scores 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 or on the telephone and will be scheduled for a maximum of one hour.

4.6 COMPLAINT PROCESS:

The complaint process allows bidders to focus on the solicitation requirements and evaluation process and raise issues with these processes early enough to allow University to correct a problem before bids are submitted and time expended on evaluations.

The procurement complaint process will meet the following minimum requirements:

4.6.1. Bidders will be given an opportunity to submit a complaint to University based on any of the following:

a. The solicitation unnecessarily restricts competition;

b. The solicitation evaluation or scoring process is unfair or flawed; or

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

4.6.2. 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:

d. Must be in writing.

e. Must be sent to the RFP Coordinator, or designee.

f. Should clearly articulate the basis for the complaint.

g. Should include a proposed remedy.

4.6.3. The RFP Coordinator will respond to complaints in writing.

4.6.4. The response to complaints including any changes to the solicitation will be posted as an amendment on WEBS.

4.6.5. The Director of WSU Purchasing Services or an employee delegated by the Director who was not involved in the procurement will be notified of all complaints and will be provided a copy of the response.

4.6.6. The complaint may not be raised again during the protest period.

4.6.7. The complaint process does not include an appeal process.

4.7 PROTEST PROCEDURE

Protests may be made only by Respondents who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Respondent is allowed three (3) business days to file a protest of the acquisition with the RFP Coordinator. Protests must be received by the RFP Coordinator no later than 5:00 PM, local time, in Pullman, Washington on the third business day following the debriefing. Protests may be submitted by e-mail but must then be followed by the document with an original signature.

Respondents protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Respondents under this procurement.

All protests must be in writing, addressed to the RFP Coordinator, and signed by the protesting party or an authorized Agent. The protest must state the RFP number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included.

Only protests stipulating an issue of fact concerning the following subjects shall be considered:

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

• Errors in computing the score;

• Non-compliance with procedures described in the procurement document or University policy.

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) University’s assessment of its own and/or other agencies needs or requirements.

Upon receipt of a protest, a protest review will be held by the University. The University Purchasing Director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.

In the event a protest may affect the interest of another Respondent that also submitted a proposal, such Respondent will be given an opportunity to submit its views and any relevant information on the protest to the RFP Coordinator.

The final determination of the protest shall:

• Find the protest lacking in merit and uphold the University’s action; or

• Find only technical or harmless errors in the University’s acquisition process and determine the

University to be in substantial compliance and reject the protest; or

• Find merit in the protest and provide the University options which may include:

--Correct the errors and re-evaluate all proposals, and/or --Reissue the solicitation document and begin a new process, or --Make other findings and determine other courses of action as appropriate.

If the University determines that the protest is without merit, the University will enter into a contract with the Apparently Successful Contractor. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.

5. RFP EXHIBITS

Each exhibit is provided on the following pages as follows:

• Exhibit A: Certifications & Assurances with Contract Exceptions (if any)

• Exhibit B: Contractor Information

• Exhibit C: Model Contract with Terms & Conditions

CERTIFICATIONS AND ASSURANCES EXHIBIT A

to be submitted with Proposal

I/we make the following certifications and assurances on behalf of ________________________________ 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 and will remain valid until _________, and it may be accepted by the University without further negotiation (except where obviously required by lack of certainty in key terms) at any time prior to ________.

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 will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the University, 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 the right to contact references and other, who may have pertinent information regarding the ability of the Respondent and the lead staff person to perform the services contemplated by this RFP.

10. If any staff member(s) who will perform work on this contract has retired from the State of Washington under the provisions of the 2008 Early Retirement Factors legislation, his/her name(s) is noted on a separately attached page.

11. Washington Wage Law Certification: Prior to awarding a contract, institutions of higher education in the state of Washington are required to determine that a bidder is a “responsible bidder.” See RCW 39.26.160(2) & (4). Pursuant to legislative enactment in 2017, the responsible bidder criteria include a contractor certification that the contractor has not willfully violated Washington’s wage laws. I/we hereby certify, under penalty of perjury under the laws of the State of Washington, that I/we are not currently debarred from doing business with the State of Washington.

INITIAL ONE:

_______ NO WAGE VIOLATIONS. I/We have NOT been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082 any provision of RCW chapters 49.46, 48.48, or 49.52 within three (3) years prior to the date of signing this Certifications & Assurances form below.

OR

_______ VIOLATIONS OF WAGE LAWS. I/We have been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, a provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of the above-referenced procurement solicitation date.

12. Terms and conditions of Washington State University. INITIAL ONE:

______ NO EXCEPTIONS ARE TAKEN TO THE TERMS OF THE MODEL CONTRACT

______ EXCEPTIONS OUTLINED ON THE ATTACHED PAGE ARE TAKEN TO THE TERMS OF THE MODEL

CONTRACT.

ON BEHALF OF THE RESPONDENT SUBMITTING THIS PROPOSAL, MY NAME BELOW ATTESTS TO THE

ACCURACY OF THE ABOVE STATEMENTS.

SIGNATURE TITLE PRINTED NAME

EMAIL ADDRESS TELEPHONE DATE

EXHIBIT B – CONTRACTOR INFORMATION

to be submitted with Proposal

CONTRACTOR (LEGAL NAME OF ENTITY)

ADDRESS FOR THE PRINCIPLE PLACE OF BUSINESS

CITY, STATE, ZIP:

TELEPHONE

STRUCTURE (CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP, ETC.)

YEAR ESTABLISHED

FEDERAL EMPLOYER ID

WASHINGTON UBI (REVENUE REGISTRATION NUMBER)

NAME, TITLE, ADDRESS, EMAIL, PHONE, AND FAX NUMBERS FOR CONTRACTOR’S RFP CONTACT.

NAME AND TITLE

ADDRESS:

CITY, STATE, ZIP

PHONE:

FAX:

E-MAIL

PRINCIPLE OFFICERS (E.G.: PRESIDENT, VICE PRESIDENT, TREASURER, BOARD CHAIRPERSON)

NAME TITLE EMAIL ADDRESS

CONTRACTOR'S EMPLOYEE RELATIONSHIP TO STATE OF WASHINGTON

If the Contractor or any party named above was, or is, an employee of WA State during the past 24 months, the following information is required: If none, indicate “not applicable”.

NAME AGENCY TITLE SEPARATION DATE

PERSONS EMPLOYED BOTH BY CONTRACTOR AND STATE OF WASHINGTON

Contractors employing or having on their governing board as of the date of their proposal, WA State employees, or former WA State employees, shall identify such persons and their position and responsibilities within the Contractor’s organization. If none, indicate “not applicable”.

NAME AGENCY TITLE RESPONSIBILITIES

SEPARATION DATE

IF APPLICABLE

WSU Contract SPC00xxxx

1. PARTIES

This WSU Contract SPC00xxxx (“Contract”) is dated the date of last signature below and is between Washington State University, an institution of higher education and an agency of the state of Washington (“WSU”), and Party Name, an entity type residing/incorporated in the state of (“Contractor”).

2. PURPOSE

This Contract provides the terms and conditions applicable to a personal service provided by Contractor for the benefit of WSU. The performance of this Contract is consistent, compatible, and beneficial to the role and mission of WSU as an institution of higher education and an agency of the state of Washington.

3. SCOPE OF WORK

3.1 Contractor will provide services, staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth and detailed in the Scope of Work (“SOW”) in Exhibit A. Exhibit A is attached hereto and incorporated into this Contract by reference.

3.2 Contractor will make reasonable efforts to carry out the SOW.

4. PERIOD OF PERFORMANCE

The period of performance shall be START DATE, or date of execution, whichever is later, through END DATE (“Period of Performance”), unless a written amendment to this Contract is mutually agreed upon in writing.

5. COMPENSATION AND PAYMENT

5.1 WSU shall pay an amount not to exceed $xx.xx for the performance of all things necessary for and incidental to the performance of work as set forth in the SOW (“Contract Cost Limitation”). All payments under this Contract shall be in United States dollars. Contractor’s compensation for services rendered shall be in accordance with the following terms:

A. Fees: Contractor shall charge fees at the rate of $xx.xx per hour/day/month, an amount not to exceed $xx.xx (“Contract Fee Limitation”), which amount is included in the Contract Cost Limitation and itemized as described in chart below.

B. Expenses: Contractor shall receive reimbursement for travel and other expenses as identified below or as authorized in advance by WSU as reimbursable. The maximum amount to be paid to the Contractor for authorized expenses shall not exceed $x,xxx (“Contract Expense Limitation”), which amount is included in the Contract Cost Limitation.

i. Transportation expenses such as mileage, parking, ground transportation, and car rental.

a. Airfare: Economy or coach class only.

EXHIBIT D – MODEL CONTRACT

b. Rental car transportation: Contractor is to utilize Enterprise Rent-a-Car or National Car Rental Co. Reserve vehicles with WSU Corporate Account 45WA000 and pin

WAS.

c. Mileage reimbursement: University will reimburse mileage at the current applicable travel reimbursement rates posted by the United States General Services Administration (“GSA”) (https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates).

ii. Lodging and subsistence necessary during periods of required travel: Contractor shall receive compensation for travel expenses at current applicable travel reimbursement rates posted by the GSA (https://www.gsa.gov/travel/plan-book/per-diem-rates). Contractor is to request the state government lodging rates for reimbursable lodging under this Contract.

iii. Other expenses authorized under this Contract may be pre-approved by WSU’s Contract Manager.

5.2 Neither the Contract Fee Limitation nor the Contract Expense Limitation shall be exceeded unless a written amendment to this Contract is mutually agreed upon by the parties.

6. BILLING PROCEDURES

6.1 WSU will pay Contractor upon receipt of properly completed invoices. Invoices shall be submitted by email to xxxxxxxxxxxxxxxxx@wsu.edu. The address for WSU listed on the invoice shall be as follows:

Washington State University Controller’s Office Attn: WSU Contract SPC00xxxx Pullman, WA 99164-1025

6.2 The invoices shall describe and document to the WSU’s satisfaction a description of the work performed, the progress of the project, and fees. If expenses are invoiced, provide a detailed breakdown of each type. Any single expense in the amount of $50.00 or more must be accompanied by a receipt in order to receive reimbursement.

6.3 Payment shall be considered timely if made by the WSU within thirty (30) days after receipt of a properly completed invoice. Payment shall be sent to the address designated by the Contractor.

6.4 WSU may, in its sole discretion, terminate the Contract or withhold payments claimed by the Contractor for services rendered if the Contractor fails to satisfactorily comply with any term or condition of this Contract.

6.5 Contractor shall not invoice in advance or in anticipation of providing services or supplies under this Contract. No payments in advance or in anticipation of providing services or supplies provided under this Contract will be made by WSU.

6.6 All invoicing from Contractor under this Contract must be submitted to WSU no later than sixty (60) days after the end of the Period of Performance (“Final Invoice Date”). Invoices submitted after the Final Invoice Date may not be eligible for payment.

https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

7. CONTRACT MANAGEMENT

7.1 The “Contract Manager” for each party is named below and shall be the contact person for all communications regarding the performance of this Contract and billing.

CONTRACT MANAGER FOR CONTRACTOR CONTRACT MANAGER FOR WSU

NAME

EMAIL

7.2 The “Project Manager” for each party is named below and will be the contact person for all communications regarding the Scope of Work. WSU’s Project Manager will receive and accept deliverables and determine if Contractor has satisfactorily completed the Scope of Work.

PROJECT MANAGER FOR CONTRACTOR PROJECT MANAGER FOR WSU

NAME

EMAIL

8. ASSURANCES

WSU and Contractor agree that all activity pursuant to this Contract will be in accordance with all applicable Federal, state, and local laws, rules, and regulations.

9. ADDITIONAL TERMS INCORPORATED BY REFERENCE

9.1 The WSU “General Terms and Conditions” (dated January 8, 2024) (“General Terms and Conditions”) are incorporated into this Contract by reference. The General Terms and Conditions are available at the following link: https://s3.wp.wsu.edu/uploads/sites/1305/2024/01/General-Terms-and-Conditions- 1.8.2024.pdf.

9.2 Modifications to the General Terms and Conditions, if any, are included below in Exhibit B. Exhibit B is attached hereto and incorporated into this Contract by reference.

9.3 This Contract is funded in whole or in part by (check one only):

A. ☐ A Federal Financial Assistance Award governed by 2 CFR Part 200.

i. The WSU “Additional Terms and Conditions for Federal Grant Funded Purchases” (dated December 16, 2022) (“Grant Terms”) are incorporated into this Contract by reference.

ii. The Grant Terms are available at the following link:

https://purchasing.wsu.edu/documents/2022/12/additional-terms-and-conditions-for-federal-grant-funded-purchases.pdf/.

B. ☐ A Federal Contract governed by the Federal Acquisition Regulations.

i. The WSU “Additional Terms and Conditions for Federal Contract Funded Purchases” (dated

December 16, 2022) (“FAR Terms”) are incorporated into this Contract by reference.

ii. The FAR Terms are available at the following link:

https://purchasing.wsu.edu/documents/2022/12/additional-terms-and-conditions-for-federal-contract-purchases.pdf/.

C. ☐ No Federal funding is involved. Neither the Grant Terms nor the FAR Terms are incorporated into this Contract.

https://s3.wp.wsu.edu/uploads/sites/1305/2024/01/General-Terms-and-Conditions-1.8.2024.pdf https://s3.wp.wsu.edu/uploads/sites/1305/2024/01/General-Terms-and-Conditions-1.8.2024.pdf https://purchasing.wsu.edu/documents/2022/12/additional-terms-and-conditions-for-federal-grant-funded-purchases.pdf/ https://purchasing.wsu.edu/documents/2022/12/additional-terms-and-conditions-for-federal-grant-funded-purchases.pdf/ https://purchasing.wsu.edu/documents/2022/12/additional-terms-and-conditions-for-federal-contract-purchases.pdf/ https://purchasing.wsu.edu/documents/2022/12/additional-terms-and-conditions-for-federal-contract-purchases.pdf/

9.4 Contractor represents and warrants that it has reviewed and understands the General Terms and Conditions.

Additionally, Contractor represents and warrants that it has reviewed and understands the Grant Terms or FAR Terms, as applicable.

10. ORDER OF PRECEDENCE

In the event of an inconsistency in this Contract, the inconsistency shall be resolved by giving precedence in the following order:

1. This Contract;

2. The Grant Terms or FAR Terms, as applicable;

3. The General Terms and Conditions (as modified by Exhibit B);

4. Exhibit A;

5.…