RFP Template 00918 Final.docx · Web viewUnless otherwise specified in writing by Enterprise...

REQUEST FOR QUOTES AND QUALIFICATION – 00918IT CABLING

INTRODUCTION

This Request for Quotes and Qualifications (RFQQ) is a competitive procurement issued by the Washington Department of Enterprise Services (“Enterprise Services” or “DES”) pursuant to Revised Code of Washington (RCW) 39.26. Enterprise Services intends to establish and award a statewide master contract for information technology (IT) cabling services and materials with a contract term of three (3) years. Enterprise Services intends to award to multiple contractors in each of six (6) regions of the state for each of two (2) categories of cabling services – inside work and outside work. Please see Exhibit B1 and Exhibit B3 for additional details.

This RFQQ is divided into four (4) sections:

Section 1 – Deadlines, questions and where to submit a bid.

Section 2 – Information about the procurement.

Section 3 – How to prepare and submit a bid for this RFQQ.

Section 4 – Bid evaluation and award of the contract.

In addition, this RFQQ includes the following Exhibits:

Exhibit A1 – Bidder’s Certifications: This exhibit includes the bidder’s acknowledgement of their compliance with the conditions of this RFQQ.

Exhibit A2 – Bidder Profile and References: This exhibit identifies the information that the bidder must provide to Enterprise Services as part of a responsive bid.

Exhibit A3 – Bidder Wage Theft Certification: This exhibit includes the bidder’s acknowledgement of their compliance with Washington State wage laws.

Exhibit A4 -- Contractor Certification for Executive Order 18-03 – Workers’ Rights: This exhibit is for Bidder to certify its firm complies with Executive Order 18-03.

Exhibit B1 – Scope and Requirements: This exhibit outlines the technical, functional, and business requirements for IT cabling.

Exhibit B2 – Capabilities and Qualifications: This exhibit asks for bidders’ organizational capabilities, past professional performance and industry certifications and training.

Exhibit B3 – Work History by Region: This exhibit allows the bidder to indicate in which regions of the state it will compete for award and to demonstrate its professional and logistical capability of performing contract services in a region.

Exhibit C – Bid Pricing: This exhibit provides the pricing information that the bidder will complete as part of the bidder’s bid.

Exhibit D1 – Master Contract: This exhibit is the form of the Master Contract that the successful bidder(s) will execute with Enterprise Services.

Exhibit D2 – Master Contract Issues List: This exhibit outlines the bidder’s issues, if any, and proposed resolution if they have any business concerns with the form of the master

RFQQ NO. 00918 – IT CABLING PAGE 1August 23, 2018

contract to be awarded. Note, however, that Enterprise Services reserves the right not to modify the master contract and to award the contract on the basis of a bidder’s willingness to agree to the master contract.

Exhibit E – Complaint, Debrief, & Protest Requirements: This exhibit details the applicable requirements to file a complaint, request a debriefing conference, or file a protest regarding this RFQQ.

Exhibit F – Doing Business with the State of Washington: This exhibit provides information regarding contracting with the State of Washington.

MASTER CONTRACTS. Enterprise Services has statewide responsibility to develop master contracts for goods and services. A master contract is a contract for specific goods and/or services that is solicited and established by Enterprise Services on behalf of and for general use by specified “purchasers” (see below). Typically, purchasers use our master contracts through a purchase order or similar document.

MASTER CONTRACT USERS – PURCHASERS. The resulting Master Contract from this RFQQ will be available for use by the following entities (”Purchasers”):

WASHINGTON STATE AGENCIES. All Washington state agencies, departments, offices, divisions, boards, and commissions; and any the following institutions of higher education in Washington: state universities, regional universities, state college, community colleges, and technical colleges.

MCUA PARTIES. The Master Contract also may be utilized by any of the following types of entities that have executed a Master Contract Usage Agreement (MCUA) with Enterprise Services:

Political subdivisions (e.g., counties, cities, school districts, public utility districts);

Federal governmental agencies or entities;

Public-benefit nonprofit corporations (i.e., § 501(c)(3) nonprofit corporations that receive federal, state, or local funding); and

Federally-recognized Indian Tribes located in the State of Washington.

While use of the Master Contract is optional for political subdivisions and public-benefit nonprofit corporations authorized by the MCUA, these entities’ use of the Master Contract can increase Master Contract use significantly. All Purchasers are subject to the same contract terms, conditions, and pricing as state agencies.


SECTION 1 – DEADLINES, QUESTIONS AND WHERE TO SUBMIT YOUR BID

This section identifies important deadlines for this RFQQ and where to direct questions about the RFQQ.

Important dates: The following table identifies important dates for this RFQQ:

Item Date

RFQQ Posting Date: August 24, 2018

Pre-bid Conference:

September 6, 2018 at 1:30 p.m. PDTRoom 2331, 1500 Jefferson Bldg.

1500 Jefferson St. SE

Olympia, WA 98504

Skype phone-in number: 360-407-3814

Conference ID: 717028

Question and Answer Period: August 27 – Sept. 14, 2018 at 5:00 p.m. PDT

Deadline for Submitting Bids: September 20, 2018, at 2 p.m. PDT (Thursday)

Anticipated Announcement of Apparent Successful Bidders: October 17, 2018

Anticipated Award of Master Contract: November 8, 2018

Questions raised during the Q&A period will be answered and responses posted to WEBS.

The RFQQ is subject to complaints, debriefs and protests as explained in Exhibit E – Complaint, Debrief & Protest Requirements, which may impact the dates set forth above.

Enterprise Services reserves the right to amend and modify this RFQQ. Only bidders who have properly registered in Washington’s Electronic Business Solution (WEBS) and downloaded the original RFQQ directly from WEBS will receive notifications of amendments to this RFQQ that bidders must download and other correspondence pertinent to this procurement. To be awarded a contract, bidders must be registered in WEBS. Visit https://fortress.wa.gov/ga/webs to register.

Questions: Questions or concerns about this RFQQ must be directed to the Procurement Coordinator:

RFQQ Procurement Coordinator

Name: Barton Potter

Telephone: 360-407-9431

Email: [email protected]


mailto:[email protected]

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

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

SECTION 2 – INFORMATION ABOUT THE PROCUREMENT

This section describes the purpose of the RFQQ and provides information about this procurement, including the potential scope of the opportunity.

2.1. PURPOSE OF THE PROCUREMENT – AWARD A MASTER CONTRACT. The purpose of this RFQQ is to receive competitive bids and award a statewide master contract for IT cabling services and materials. Enterprise Services intends to award to multiple contractors in each of six (6) regions for each of two (2) categories of cabling services – inside work (indoors) and outside work (outdoors).

2.2. MASTER CONTRACT. The form of the Master Contract that will be awarded as a result of this RFQQ is attached as Exhibit D1 – Master Contract .

2.3. CONTRACT TERM. As set forth in the attached Master Contract for this RFQQ, the contract term is thirty-six (36) months. Bidders are to specify prices for the contract term. The Master Contract is subject to earlier termination.

2.4. ESTIMATED SALES. Annual total purchases could approximate $4 million from all users. Although Enterprise Services does not represent or guarantee any minimum purchase from the Master Contract, prior purchases under a similar contract are set forth in the following chart:


SECTION 3 – HOW TO PREPARE AND SUBMIT A BID FOR THIS RFQQ

This section identifies how to prepare and submit a bid to Enterprise Services for this RFQQ. By responding to this RFQQ and submitting a bid, bidder acknowledges having read and understood the entire RFQQ and accepts all information contained within this RFQQ.

3.1. PRE-BID CONFERENCE. Enterprise Services will host a pre-bid conference at the time and location indicated in Section 1 of this RFQQ. Attendance is not mandatory. Bidders, however, are encouraged to attend and participate. The purpose of the pre-bid conference is to clarify the RFQQ as needed and raise any issues or concerns that bidders may have. If interpretations, specifications, or other changes to the RFQQ are required as a result of the conference, the Procurement Coordinator will post an amendment to this RFQQ in WEBS. Assistance for disabled, blind, or hearing-impaired persons who wish to attend the pre-bid conference is available with prior arrangement by contacting the Procurement Coordinator.

3.2. BID FORMAT. Electronic bids must be complete, legible, and, as applicable, signed. Unless otherwise specified in writing by Enterprise Services, documents included must be prepared in MS Word, MS Excel, or Adobe PDF. The bid must be signed (electronic or scanned) by a person authorized to contract for the bidder.

3.3. BIDDER COMMUNICATIONS AND QUESTIONS. During the RFQQ process, all bidder communications regarding this RFQQ must be directed to the Procurement Coordinator as set forth in Section 1 of this RFQQ. Bidders should rely only on this RFQQ and written amendments to the RFQQ that are posted in WEBS by the Procurement Coordinator. In no event will oral communications regarding the RFQQ be binding, including answers provided by Enterprise Services at the pre-bid conference.

Bidders are encouraged to make any inquiry regarding the RFQQ as early in the process as possible to allow Enterprise Services to consider and, if warranted, respond to the inquiry. If a bidder does not notify Enterprise Services of an issue, exception, addition, or omission, Enterprise Services may consider the matter waived by the bidder for protest purposes.

If bidder inquiries result in changes to the RFQQ, written amendments to the RFQQ will be issued and posted on WEBS.

Unauthorized contact regarding this RFQQ with other state employees involved with the RFQQ may result in bidder disqualification.

3.4. PRICING. Bid prices must include all cost components needed for the delivery of IT cabling services and materials as described in this RFQQ. See Exhibit C – Bid Pricing . A bidder’s failure to identify all costs in a manner consistent with the instructions in this RFQQ is sufficient grounds for disqualification.

Inclusive pricing: Bidders must identify and include all cost elements in their pricing bid. In the event that bidder is awarded a Master Contract, the total price submitted for IT cabling services and materials shall be bidder’s price as


submitted. Except as provided in the Master Contract, there shall be no additional costs of any kind.

Credit cards (P-Cards): In the event that bidder is awarded a Master Contract, the total price for the goods and/or services shall be the same regardless of whether purchasers make payment by cash, credit card, or electronic payment. Bidder shall bear, in full, any processing or surcharge fees associated with the use of credit cards or electronic payment.

Vendor Management Fee: The resulting Master Contract from this RFQQ will include a Vendor Management Fee as specified in the Master Contract attached as Exhibit D1 – Master Contract .

3.5. BIDDER RESPONSIVENESS. Bidders must submit complete bids. A bidder’s failure to do so may result in a bid being deemed non-responsive and disqualified. Enterprise Services reserves the right to determine a bidders’ compliance with the requirements specified in this RFQQ and to waive informalities in a bid. Informality is an immaterial variation from the exact requirements of the competitive RFQQ, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to bidders.

3.6. BID SUBMITTAL CHECKLIST – REQUIRED BID SUBMITTALS. This section identifies the bid submittals that must be provided to Enterprise Services to constitute a responsive bid. The checklist provided below includes all the documentation that must be submitted to be considered a complete bid. Bids which do not include the submittals identified below may be rejected as non-responsive. In addition, a bidder’s failure to complete any submittal as instructed may result in the bid being rejected. The submittals must be delivered electronically as set forth below.

Bidders must identify each page of the submittals and any supplemental materials with bidder’s name and documents labeled using the following naming convention.

EXHIBIT A1 – BIDDER’S CERTIFICATIONThis document is the Bidder’s Certification.Complete the certification (insert name of bidder, date, and sign), attach to the bid and submit to Enterprise Services.

EXHIBIT A2 – BIDDER PROFILE AND REFERENCESThis document is required information for contract administration purposes.Complete as instructed and submit with the bid to Enterprise Services.

EXHIBIT A3 – BIDDER WAGE THEFT CERTIFICATION Complete the certification (insert name of bidder, date, and sign), attach to the bid and submit to Enterprise Services.

EXHIBIT A4 – CONTRACTOR CERTIFICATION FOR EXECUTIVE ORDER 18-03 – WORKERS’ RIGHTS

Complete the certification (insert name of bidder, date, and sign), attach to the bid and submit to Enterprise Services.

EXHIBIT B1 – SCOPE AND REQUIREMENTS Bidder will need to confirm that it meets requirements as detailed in this exhibit.


EXHIBIT B2 – CAPABILITIES AND QUALIFICATONSThis document is required to demonstrate a bidder’s capabilities and qualificatons for performing contract work in Washington

EXHIBIT B3 – WORK HISTORY BY REGIONThis document is required to indicate the bidder’s intention to compete for award in one or more regions of Washington.

EXHIBIT C – BID PRICING Bidder will need to complete the price worksheet template as instructed in Exhibit C - Bid Pricing.

EXHIBIT D2 – CONTRACT ISSUES LIST (IF APPLICABLE)If bidders have any business concerns related to Exhibit D1 – Master Contract, bidders will need to complete Exhibit D2 – Master Contract Issues List and include with the bid to Enterprise Services.

3.7. SUBMITTING BIDS. Your bid must be delivered as follows:

SUBMITTING BIDS

Email bid to:

Bart Potter

[email protected] Line: (Bidder name) Response to RFQQ 00918

Due date/time: Sept. 20, 2018, at 2 p.m. PDT

Note: Enterprise Services email boxes can only accept emails that total less than 30MB in size. Bidders are cautioned to keep email sizes to less than 25MB to ease delivery. Zipped files cannot be accepted.

SECTION 4 – BID EVALUATION AND AWARD OF THE CONTRACT

This section identifies how Enterprise Services will evaluate RFQQ bids.

4.1 OVERVIEW. Enterprise Services will evaluate bids for this RFQQ as described below.

Bidder responsiveness, responsibility, technical requirements/specifications, capabilities and qualifications, price and other factors will be evaluated based on the process described herein.

Bidders whose bids are determined to be non-responsive will be rejected and will be notified of the reasons for this rejection.

Enterprise Services reserves the right to: (1) Waive any informality; (2) Reject any or all bids, or portions thereof; (3) Accept any portion of the items bid unless the bidder stipulates all or nothing in their bid; (4) Cancel an RFQQ and re-solicit


mailto:[email protected]

bids; and egotiate with the Apparently Successful Bidders to determine if their bid can be improved. Enterprise Services will use the following process and evaluate the following criteria for an award of a Master Contract:


FIRST ROUND - GENERAL MAXIMUM POINTS

Responsiveness Pass/fail

Responsibility Pass/fail

Capabilities and Qualifications 50

References 25

Small business status 10

Executive Order 18-03 Certification 5Subtotal first round 90

SECOND ROUND – BY REGION MAXIMUM POINTS

Pricing in region(s) bid 25

Work history in region(s) bid 50Subtotal second round 75

FIRST ROUND – GENERAL 90

SECOND ROUND – IN REGION(S) 75

TOTAL AVAILABLE POINTS 165

4.2 RESPONSIVENESS (STEP 1). Enterprise Services will review bids on a pass/fail basis to determine whether the bid is “responsive” to this RFQQ. This means that Enterprise Services will review each bid to determine whether the bid is complete – i.e., does the bid include each of the required bid submittals and the submittals are complete and signed where requested. Enterprise Services reserves the right – in its sole discretion – to determine whether a bid is responsive. Bidders whose bids are determined to be non-responsive will be rejected and will be notified of the reasons for rejection.

4.3 RESPONSIBILITY ANALYSIS (STEP 2). For responsive bids, Enterprise Services will review bidders’ responses and make reasonable inquiry to determine the bidder’s responsibility. Enterprise Services will determine bidder responsibility on a pass/fail basis. In determining whether the bidder is a responsible bidder, Enterprise Services will consider the following elements:

The ability, capacity, and skill of the bidder to perform the contract or provide the service required;

The character, integrity, reputation, judgment, experience, and efficiency of the bidder;

The quality of performance of previous contracts or services;

The previous and existing compliance by the bidder with laws relating to the contract or services;

Whether, within the three-year period immediately preceding the date of the bid solicitation, the bidder has been determined by a final and binding citation and notice of assessment issued by the 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 chapter 49.46, 49.48, or 49.52 RCW; and

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

Financial Information: Enterprise Services may request financial statements, credit ratings, record of past performance, clarification of bidder’s offer, on-site inspection of bidder's or subcontractor's facilities, or other information as


necessary. Failure to respond to these requests may result in a bid being rejected as not responsive.

References: Enterprise Services reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Enterprise Services reserves the right to be its own reference. Any negative or unsatisfactory reference can be reason for rejecting a bidder as not responsible.

4.4 CAPABILITIES, QUALIFICATIONS AND REFERENCES (STEP 3). Bidder is required to provide references as requested in Exhibit A2 – Bidder Profile and References; and to respond fully (and document as necessary or requested) to all questions in Exhibit B2 – Capabilities and Qualifications.

4.5 SMALL BUSINESS (STEP 4). Evaluators will award points in bid scoring to any bidder that documents its status as a Washington Small Business per RCW 39.26.010. Bidders who wish to document their small business status may do so in the designated boxes in Exhibit A2 – Bidder Profile and References.

Definition: "Small business" means an in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that:

(a) Certifies, under penalty of perjury, that it is owned and operated independently from all other businesses and has either:

(i) Fifty or fewer employees; or

(ii) A gross revenue of less than $7 million annually as reported on its federal income tax return or its return filed with the Department of Revenue over the previous three consecutive years;

or

(b) Is certified with the Office of Women and Minority Business Enterprises under Chapter 39.19 RCW.

4.6 PROCUREMENT PREFERENCE FOR EXECUTIVE ORDER 18-03 (FIRMS WITHOUT MANDATORY INDIVIDUAL ARBITRATION FOR EMPLOYEES) (STEP 5). Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), Enterprise Services will provide a bid preference in the amount of five (5) points to any bidder who certifies, pursuant to the certification attached as Exhibit A4 – Contractor Certification for Executive Order 18-03 – Workers’ Rights, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waiver.

4.7 WORK HISTORY WITHIN REGION(S) BID (STEP 6). Bidders will be evaluated for ranking within each region. See Exhibit B3 – Work History by Region for full instructions on how to complete this bid requirement.


http://app.leg.wa.gov/RCW/default.aspx?cite=39.26.160

http://app.leg.wa.gov/RCW/default.aspx?cite=39.26.010

In an effort to identify vendors willing to perform small jobs (under $2,500) on down to the smallest routine service calls, DES is asking bidders to list up to five such jobs per region bid in Exhibit B3. Supplying this information is optional for this solicitation, but any information provided can earn a small number of points in this solicitation and will become part of the Contract 00918 database for an awarded vendor for the consideration of purchasers after the launch of the Contract.

4.8 PRICING IN REGION(S) BID (STEP 7). Bidders are requested to offer pricing in Exhibit C – Bid Pricing for each region they are proposing to seek award and in each category of IT cabling work (inside or outside) they are bidding.

Bid pricing for labor will be expressed as prevailing wage plus percentage for job classifications that must be paid prevailing wage and an hourly rate for project managers, forepersons, etc., for job classifications that aren’t covered by prevailing wage. See Exhibit C – Bid Pricing for further instructions and examples.

4.9 ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDERS. Enterprise Services will determine the Apparent Successful Bidders (“ASB”). The ASBs will be the responsive and responsible bidders that meet the RFQQ requirements and have the highest evaluation totals of available points per region.

Designation as an ASB does not imply that Enterprise Services will issue an award for a Master Contract to your firm. Rather, this designation allows Enterprise Services to perform further analysis and ask for additional documentation. The bidder must not construe this as an award, impending award, attempt to negotiate, etc. If a bidder acts or fails to act as a result of this notification, it does so at its own risk and expense.

Upon announcement of the ASB, bidders may request a debriefing conference as specified in Exhibit E – Complaint, Debrief & Protest Requirements.

4.10 AWARD OF MASTER CONTRACT. Subject to protests, if any, Enterprise Services and the ASB will enter into a Master Contract for IT cabling services and materials as set forth in Exhibit D1 – Master Contract.

An award, in part or full, is made and a contract formed by signature of Enterprise Services and awarded bidders on the Master Contract. Enterprise Services reserves the right to award on an all-or-nothing consolidated basis.

Following the award of the Master Contract, all bidders will receive a Notice of Award, usually through an email to the bidder’s email address provided in the bidder’s bid.

4.11 ADDITIONAL AWARDS. Enterprise Services reserves the right, during the resulting Master Contract term, to make additional Master Contract awards to responsive, responsible bidders who are not


awarded a Master Contract. Such awards would be on the same or substantially similar terms and conditions and would be designed to address a Contractor vacancy (e.g., a contractor is terminated or goes out of business), respond to Purchaser needs, or be in the best interest of the State of Washington.


EXHIBITS

EXHIBIT TITLE FILE

EXHIBIT A1 – BIDDER’S CERTIFICATION

Complete, sign and include with the bid

EXHIBIT A2 – BIDDER PROFILE AND REFERENCES

Complete as instructed and include with the bid

EXHIBIT A3 – BIDDER WAGE THEFT CERTIFICATION


EXHIBIT A4 – CONTRACTOR CERTIFICATION FOR EXECUTIVE ORDER 18-03 – WORKERS’ RIGHTS


EXHIBIT B1 – SCOPE AND REQUIREMENTS


EXHIBIT B2 – CAPABILITIES AND QUALIFICATIONS


EXHIBIT B3 – WORK HISTORY BY REGION


EXHIBIT C – BID PRICING


EXHIBIT D1 – MASTER CONTRACT

For information only, do not include with the bid

EXHIBIT D2 – MASTER CONTRACT ISSUES LIST


EXHIBIT E – COMPLAINT, DEBRIEF AND PROTEST REQUIREMENTS



EXHIBIT F – DOING BUSINESS WITH THE STATE OF WASHINGTON



RFP Template 00918 Final.docx · Web viewUnless otherwise specified in writing by Enterprise...

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