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DIVISION OF PURCHASING / OFFICE OF STATE PROCUREMENT

Rm. 201 General Administration Building, P.O. Box 41017 Olympia, Washington 98504-1017 (360) 902-7400, http://www.ga.wa.gov

INVITATION FOR BID (IFB)

Water Tank Inspection and Cleaning ServicesSolicitation Number Pre-bid Conference Date &

TimeBid due date and time

00308 March 13, 200810:00 AM

March 27, 20082:00 PM.

BIDS MUST BE RECEIVED& STAMPED ON OR BEFORE THE OPENING DATE & TIME AT THIS LOCATION:

210 11TH AVE SW, RM. 201, GENERAL ADMINISTRATION BUILDING, OLYMPIA, WA 98504-1017

Mark T. Gaffney, CPPBProcurement CoordinatorPhone: (360) 902-7424

E-Mail: [email protected]

To request this information in alternative formats call (360) 902-7400, or TDD (360) 664-3799.

Instructions to Bidders Any questions concerning this IFB are to be directed to the State Procurement Coordinator. Bid must be sealed to provide confidentiality of the information prior to the bid opening date and time. Bid must contain an original signature of a duly authorized officer or agent of the Bidder’s company

empowered with the right to bind the Bidder. Bidder is responsible for actual delivery of the bid to the address shown above before the Bid Opening

Date and Time. Any bids received after the deadline will be returned unopened. Faxed bids will be rejected.

Directions:For a site map to the Capitol Campus, Driving Directions and Parking Information:

http://www1.leg.wa.gov/WorkingwithLeg/parking.htm http://www.ga.wa.gov/visitor/index.html http://www.ga.wa.gov/public.htm

http://www.ga.wa.gov/public.htm

http://www.ga.wa.gov/visitor/index.html

http://www1.leg.wa.gov/WorkingwithLeg/parking.htm

mailto:[email protected]

http://www.ga.wa.gov/

Washington State Department of General Administration, Office of State ProcurementWater Tank Inspection and Cleaning Service Invitation for Bid #00308

TABLE OF CONTENTS

1 INTRODUCTION...............................................................................................................................................4

1.1 SCOPE.........................................................................................................................................................41.2 BACKGROUND.........................................................................................................................................41.3 PURPOSE....................................................................................................................................................41.4 EXPECTED RESULT.................................................................................................................................41.5 PURCHASERS............................................................................................................................................41.6 ACQUISITION AUTHORITY...................................................................................................................51.7 CONTRACT TERM....................................................................................................................................51.8 ESTIMATED USAGE................................................................................................................................51.9 PROCUREMENT SCHEDULE..................................................................................................................51.10 DEFINITIONS............................................................................................................................................5

2 ADMINISTRATIVE REQUIREMENTS.........................................................................................................6

2.1 BIDDER REGISTRATION........................................................................................................................62.2 BIDDER NOTIFICATIONS.......................................................................................................................62.3 BIDDER COMMUNICATIONS................................................................................................................62.4 BIDDER RESPONSIBILITIES..................................................................................................................62.5 PRE-BID CONFERENCE FOR BIDDERS................................................................................................62.6 PREPARATION OF BID............................................................................................................................72.7 COST OF RESPONSE PREPARATION...................................................................................................72.8 NO COSTS OR CHARGES BEFORE AWARD.......................................................................................72.9 PROPRIETARY OR CONFIDENTIAL INFORMATION........................................................................72.10 SOLICITATION AMENDMENTS............................................................................................................82.11 WITHDRAWAL OR MODIFICATION OF BID......................................................................................82.12 RIGHT TO CANCEL SOLICITATION.....................................................................................................82.13 BID OPENING PUBLIC INFORMATION................................................................................................82.14 MINORITY AND WOMEN OWNED BUSINESS ENTERPRISES (MWBE)........................................92.15 PROTEST PROCEDURES.........................................................................................................................92.16 SALES AND SUBCONTRACTOR REPORTS.........................................................................................92.17 OTHER REQUIRED REPORT(S)..............................................................................................................92.18 INSURANCE REQUIREMENTS...............................................................................................................9

3 BID PRICING...................................................................................................................................................10

3.1 BID PRICING REQUIREMENTS............................................................................................................103.2 PRICING PARAMETERS........................................................................................................................103.3 MINIMUM ORDER..................................................................................................................................103.4 PAYMENT TERMS..................................................................................................................................103.5 PRICE SHEET...........................................................................................................................................103.6 PRESENTATION OF ALL COST COMPONENTS...............................................................................103.7 PRICING NOT SPECIFIED ON PRICE SHEET.....................................................................................113.8 BIDDER PRODUCT PRICE LIST...........................................................................................................113.9 EXCEPTIONAL EXPENSES...................................................................................................................11

4 EVALUATION AND AWARD........................................................................................................................11

4.1 AWARD INTENT.....................................................................................................................................114.2 AWARD PROCESS OVERVIEW............................................................................................................114.3 CONTRACT FORMATION.....................................................................................................................124.4 NO BEST AND FINAL OFFER ACCEPTED.........................................................................................124.5 IN-STATE PREFERENCE/RECIPROCITY............................................................................................124.6 AWARD NOTIFICATION AND CONTRACT INFORMATION..........................................................124.7 CONTRACT AWARD CONFERENCE..................................................................................................124.8 AWARD DEBRIEFING...........................................................................................................................12

Washington State Department of General Administration, Office of State ProcurementWater Tank Inspection and Cleaning Services Invitation for Bid #00308

4.9 BID RESPONSIVENESS EVALUATION..............................................................................................134.10 RESPONSIBILITY EVALUATION........................................................................................................134.11 REFERENCES EVALUATION...............................................................................................................134.12 BIDDER CAPABILITIES EVALUATION..............................................................................................144.13 COST EVALUATION..............................................................................................................................14

5 BIDDER SUBMITTALS..................................................................................................................................14

5.1 BIDDER RESPONSIVENESS.................................................................................................................145.2 BIDDER SIGNATURES...........................................................................................................................145.3 BIDDER PROFILE...................................................................................................................................145.4 BID WORKSHEETS.................................................................................................................................145.5 DEALER AUTHORIZATION..................................................................................................................145.6 BIDDER AUTHORIZED REPRESENTATIVE......................................................................................155.7 USE OF SUBCONTRACTORS................................................................................................................155.8 FACTORY REPAIR/SERVICING...........................................................................................................155.9 REFERENCES..........................................................................................................................................155.10 BIDDER CAPABILITIES.........................................................................................................................155.11 PURCHASING COOPERATIVE USERS................................................................................................155.12 ADDITIONAL BID SUBMITTAL COPIES............................................................................................15

6 APPENDIXES...................................................................................................................................................16

6.1 APPENDIX A - PROTEST PROCEDURE..............................................................................................166.2 APPENDIX B - RESPONSE CHECK LIST.............................................................................................186.3 APPENDIX C - BIDDER PROFILE........................................................................................................196.4 APPENDIX D - CERTIFICATIONS AND ASSURANCES STATEMENT..........................................246.5 APPENDIX E - SPECIFICATIONS.........................................................................................................256.6 APPENDIX F - CONTRACT NO. 00308.................................................................................................256.7 APPENDIX G - PRICE SHEETS.............................................................................................................266.8 APPENDIX F - COST EVALUATION WORKSHEETS........................................................................29

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1 INTRODUCTION

1.1 SCOPEThe purpose and intent of this bid document is to establish a service contract for the inspection, cleaning, and minor repair of potable water tanks located throughout the state.

The structures are varied, including elevated tanks, standpipes, on-grade reservoirs, below ground tanks, clear wells, and pipelines, constructed of steel, concrete or wood, all ages, and in all sizes.

In-Service Cleaning and Inspection of Potable Water Storage Reservoirs may use Commercial Divers or Remote Control Vehicle as the need dictates.

1.2 BACKGROUNDThe Department of Corrections has requested a contract for the requirements identified herein. Other state agencies (e.g. State Parks) and political subdivisions have expressed similar needs for the service.

1.3 PURPOSEThe purpose of this solicitation is to establish a long term contract for the as needed purchase of Water Tank Inspection and Cleaning Services.

1.4 EXPECTED RESULTContract will be available for state agencies and all other authorized purchasers to meet their need.

1.5 PURCHASERS

a) Authorized Purchasers: The resulting contract is for use by all state agencies and participating Institutions of Higher Education (Colleges and Universities, Community and Technical Colleges).

b) Cooperative Purchasing Members: By mutual agreement with Office of State Procurement, the contract will be made available to political subdivisions and non-profit organizations, which are members of the State of Washington Purchasing Cooperative (WSPC) and/or State of Oregon Cooperative Purchasing Program (ORCCP). Contractors shall not process state contract orders from unauthorized purchasers.

c) A list of WSPC members is available at http://www.ga.wa.gov/PCA/SPC.htm. A list of ORCPP members is available at: http://www.oregon.gov/DAS/PFSS/SPO/docs/orcpp-member-list.pdf or http://www.oregon.gov/DAS/PFSS/SPO/docs/orcpp-member-list.xls.

d) Cooperative Purchasing Members Use: While use of the contract by Cooperative members is optional, the Office of State Procurement encourages them to use state contracts. Cooperative members’ use of the contracts may significantly increase the purchase volume. Their orders are subject to the same contract terms, conditions and pricing as state agencies. The state accepts no responsibility for orders or payment by Cooperative members.

e) Purchases by Nonprofit Corporations: Legislation allows nonprofit corporations to participate in State Contracts for purchases administered by the Office of State Procurement (OSP). By mutual agreement with OSP, the Contractor may sell goods or services at contract pricing awarded under this IFB and resulting contract to self certified nonprofit corporations. Such organizations purchasing under the State Contract shall do so only to the extent they retain eligibility and comply with other contract and statutory provisions. The Contractor may make reasonable inquiry of credit worthiness prior to accepting orders or delivering goods or services on contract.

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http://www.oregon.gov/DAS/PFSS/SPO/docs/orcpp-member-list.xls

http://www.oregon.gov/DAS/PFSS/SPO/docs/orcpp-member-list.pdf

http://www.ga.wa.gov/PCA/SPC.htm


The State accepts no responsibility for payments by nonprofit corporations. Their use of the contracts may significantly increase the purchase volume. Their orders are subject to the same contract terms, conditions and pricing as state agencies.

1.6 ACQUISITION AUTHORITYThe Washington State Department of General Administration (GA), Office of State Procurement (OSP) issues this Invitation for Bid (IFB) acting under the authority of its enabling legislation Revised Code of Washington (RCW) 43.19, which establishes GA and regulates the manner in which state agencies may acquire general goods and services.

1.7 CONTRACT TERMa) The initial term of this contract is twenty-four (24) months after the effective date of award with

the option to extend for additional term(s) or portions thereof. Extension for each additional term shall be offered at the sole discretion of the Purchasing Activity and are subject to written mutual agreement.

b) The total contract term, including the initial term and all subsequent extensions, shall not exceed six (6) years unless an emergency exists and/or special circumstances require a partial term extension. The State reserves the right to extend with all or some of the contractors, solely determined by the State.

1.8 ESTIMATED USAGEBased on past and/or projected usage, it is estimated that purchases over the initial term of the Contract may approximate $100,000.00. This estimate is provided solely for the purpose of assisting Bidders in preparing their Response. Usage may vary considerably from year to year depending on funding priorities. Orders will be placed only on an as needed basis. The State of Washington does not represent or guarantee any minimum purchase. The State makes no volume commitment in this solicitation.

1.9 PROCUREMENT SCHEDULEThe below steps represent the projected procurement schedule. Notification of amendments to the procurement schedule prior to bid opening, will be sent from Washington Electronic Business System (WEBS) via email.

Steps Projected Schedule of Events (subject to change)

1 IFB Posted and Vendors Notified thru WEBS2 Pre-Bid Conference for Interested Vendors (see cover page of IFB for date/time)3 Amendment issued, if necessary (Bidders should check WEBS for any amendments)4 Bids Due (see cover page of IFB for date/time)5 Evaluation begins within a week of Bid Opening6 Anticipated award date within a month of Bid Opening

1.10 DEFINITIONSDefinitions of terms commonly used in solicitations conducted by the State of Washington, General Administration, Office of State Procurement are found in the attached Contract document. Additional definitions may also be found in Chapter 43.19 RCW and WAC 236-48-003, and all terms contained herein will be read consistently with those definitions.

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http://apps.leg.wa.gov/RCW/default.aspx?cite=43.19


2 ADMINISTRATIVE REQUIREMENTS

2.1 BIDDER REGISTRATIONBidders are solely responsible to: a) Properly register with the Department of General Administration’s “Washington Electronic

Business System” (WEBS) at http://www.ga.wa.gov/webs. b) Maintain an accurate Vendor profile and contact information in WEBS.c) Download the solicitation consisting of the IFB with all attachments and exhibits related to the

solicitation for which you are interested in bidding, and downloading all current and subsequent amendments to the solicitation.

2.2 BIDDER NOTIFICATIONSTo ensure receipt of all solicitation documents, the IFB document for this solicitation must be downloaded from WEBS. Notification of amendments will be sent electronically to all properly registered users of the Department of General Administration’s Washington Electronic Business System (WEBS) who have downloaded this IFB from WEBS.

Bidders accept full responsibility and liability for failing to receive any amendments resulting from their failure to register with WEBS and download the IFB from WEBS, and hold the State of Washington harmless from all claims of injury or loss resulting from such failure. Failure may result in a potential Bidder having incomplete, inaccurate, or otherwise inadequate information, or a Bidder submitting an incomplete, inaccurate, or otherwise inadequate Bid.

2.3 BIDDER COMMUNICATIONS Upon release of this IFB, all Bidder communications concerning this solicitation must be directed to the Procurement Coordinator listed on the cover page of this IFB. Unauthorized contact regarding this solicitation with other state employees involved with the solicitation may result in disqualification. All oral communications will be considered unofficial and non-binding on the Purchasing Activity. Bidders should rely only on written statements issued by the Procurement Coordinator.

2.4 BIDDER RESPONSIBILITIESBidders are required to read and understand all information contained in this solicitation.

Bidders will be responsible for communicating to the Procurement Coordinator any issues, exceptions, additions or omissions concerning the solicitation on or before the Bid due date and time. Where requirements appear to prohibit or restrict your firm’s participation, an explanation of the issue with suggested alternative language should be submitted in writing to the Procurement Coordinator prior to the Bid Opening Date. If changes result, then written amendments will be made by the Procurement Coordinator and provided by posting them on WEBS as indicated above.

Specific restrictions apply to contracting with current or former state employees pursuant to Chapter 42.52 RCW in relationship to this solicitation. Bidders should familiarize themselves with the requirements prior to submitting a Response.

2.5 PRE-BID CONFERENCE FOR BIDDERSAn optional pre-bid conference to address solicitation requirements will be held at the time and location indicated on the cover page of this IFB. Vendors are encouraged to attend and actively participate. To aid the Pre-bid discussions, Vendors are encouraged to forward questions and

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http://www.ga.wa.gov/webs


concerns to the Procurement Coordinator prior to the conference. If interpretations, specifications, or other changes to the solicitation are required as a result of the conference, the Procurement Coordinator will make amendments to the solicitation and provide those amendments by posting them on WEBS.

Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with prior arrangement with the Office of State Procurement (OSP). Contact the Procurement Coordinator identified on the face page of this IFB.

2.6 PREPARATION OF BIDa) Bid Due date and time: Original, signed (in ink), sealed Bids must be received as set forth at the specified location on or before the specified date and time stated on the cover page of this IFB, unless amended. Time of receipt will be determined by the official time stamp located at the Purchasing Activity. If a Bid is late or received at a location other than that specified, it shall be rejected and returned unopened. In the event the official time clock is unavailable, the bid clerk may establish the official time and take reasonable steps to ensure the integrity of the Bid receipt is preserved.

b) Bid Format: The Purchasing Authority will identify if submitted printed hard copy and/or electronic Bids are acceptable via the solicitation document. In the event that a hard copy and an electronic copy are submitted and they do not agree, the printed copy will prevail. Hard copy Bids and Proposals must be legible and completed in ink or with electronic printer or other similar office equipment, and properly signed by an authorized representative of the Bidder. Electronic Bids must be submitted in the format described in the solicitation. All changes and/or erasures shall be initialed in ink. Unsigned Bids will be rejected on opening unless satisfactory evidence was submitted clearly establishing the Bidder’s desire and intent to be bound by the Bid, such as a signed cover letter. Incomplete or illegible Bids may be rejected.

c) Identification and Delivery: To facilitate proper delivery and processing, Responses must be delivered in sealed envelopes, boxes or other method of containment. Sealed Bids should be clearly identified on the outside of the package with the following information to the Purchasing Activity at the address below:

Bidder’s Return AddressSolicitation NumberOpening date and timeName of Procurement Coordinator

Department of General AdministrationOffice of State Procurement210 11th AVE SW Room 201 GA BldgOlympia WA 98504-1017

2.7 COST OF RESPONSE PREPARATIONThe Purchasing Activity will not reimburse Bidders for any costs associated with preparing or presenting a Response to this solicitation.

2.8 NO COSTS OR CHARGES BEFORE AWARDCosts or charges under the proposed Contract incurred before the Contract is fully executed will be the sole responsibility of the Bidder.

2.9 PROPRIETARY OR CONFIDENTIAL INFORMATIONAll Bids submitted become the property of the State of Washington and a matter of public record, after the contract has been executed.

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Any information contained in the Response that is proprietary or confidential must be clearly designated. Marking of the entire Response or entire sections of the Response as proprietary or confidential will not be accepted nor honored. The Purchasing Activity will not honor designations by the Bidder where pricing is marked proprietary or confidential.

To the extent consistent with Chapter 42.56 RCW, the Public Disclosure Act, the Purchasing Activity shall maintain the confidentiality of Bidder’s information marked confidential or proprietary. If a request is made to view Bidder’s proprietary information, the Purchasing Activity will notify Bidder 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 the court order enjoining disclosure, the Purchasing Activity will release the requested information on the date specified.

The State’s sole responsibility shall be limited to maintaining the above data in a secure area and to notify Bidder of any request(s) for disclosure for so long as the Purchasing Activity retains Bidder’s information in the Purchasing Activity records. Failure to so label such materials or failure to timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Bidder of any claim that such materials are exempt from disclosure.

2.10 SOLICITATION AMENDMENTSPrior to Bid due date and time, the Purchasing Activity reserves the right to change any and all portions of this solicitation. Any changes or corrections will be by one or more written amendment(s), dated, attached to or incorporated in and made a part of this solicitation document. All changes must be authorized and issued in writing by the Procurement Coordinator. If there is any conflict between amendments, or between an amendment and the IFB’s original document, whichever document was issued last in time shall be controlling.

2.11 WITHDRAWAL OR MODIFICATION OF BIDBidders are liable for all errors or omissions contained in their Responses.

After Bid submittal but prior to Bid Opening: The Bidder may modify or withdraw his/her Bid at any time prior to the due date and time set for Bid opening by providing a written request to the Procurement Coordinator from an authorized representative of the Bidder.

After Bid Opening: No Bid shall be altered or amended. The Purchasing Activity may allow a Bid to be withdrawn if the Bidder demonstrates that the prices were miscalculated. A low Bidder, who claims error and fails to enter into a contract with the State of Washington, may not participate in bidding on the same commodity or service if the solicitation is subsequently reissued by the Purchasing Activity.

2.12 RIGHT TO CANCEL SOLICITATIONThe Purchasing Activity reserves the right to cancel or reissue all or part of this Solicitation at any time as allowed by law without obligation or liability.

2.13 BID OPENING PUBLIC INFORMATIONBid information, including price sheets, will not be available for public disclosure until after award of the contract consistent with RCW 43.19.1911(8). At bid due date and time, only the name of the Bidder and time of Bid receipt will be read aloud. The reading does not determine award of the contract, responsibility of the Bidder, or responsiveness of the Bid or Proposal. Bidder attendance at Bid/Proposal openings is not required.

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2.14 MINORITY AND WOMEN OWNED BUSINESS ENTERPRISES (MWBE)In accordance with the legislative findings and policies set forth in RCW 39.19, the State of Washington encourages participation in all of its contracts by Minority and Woman Owned Business Enterprise (MWBE) firms either self-identified or certified by the Office of Minority and Women’s Business Enterprises (OMWBE).

Bidders who are MWBE or intend to use MWBE Subcontractors are encouraged to identify the participating firm and their level of participation in their Response. While the state does not give preferential treatment to MWBE firms, it does seek equitable representation from the minority and women’s business community. Participation may be either on a direct basis in response to this Solicitation or as a Subcontractor to a Contractor.

However, unless required by federal statutes, regulations, grants, or Contract terms referenced in the original Solicitation, no preference will be included in the evaluation of Bids, no minimum level of MWBE participation shall be required as condition for receiving an award, and Bids will not be evaluated, rejected or considered non-responsive on that basis.

Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the original Solicitation will apply. Bidders may contact Office of Minority and Woman Owned Business Enterprise (OMWBE) to obtain information on certified firms for potential sub-contracting arrangements. Nothing in this section is intended to prevent or discourage Bidders from inviting others from participation from non-MWBE firms as well as MWBE firms.

2.15 PROTEST PROCEDURESProtests shall be filed and resolved in accordance with Protest Procedure contained herein (see appendixes).

2.16 SALES AND SUBCONTRACTOR REPORTSThe Successful Bidder shall provide quarterly Sales and Subcontractor Reports to the Office of State Procurement using the on-line reporting tool provided by the Office of State Procurement at: https://fortress.wa.gov/ga/apps/CSR/Login.aspx. Reports must be submitted within thirty (30) days after the end of the calendar quarter, i.e., no later than April 30th, July 31st, October 31st and January 31st.

2.17 OTHER REQUIRED REPORT(S)The Successful Bidder may be requested to provide additional reports. These reports shall be designed by the Contract Administrator to obtain information needed for solicitation design, contract negotiation, or any other information needed. All written reports required under this contract must be delivered to the Contract Administrator.

2.18 INSURANCE REQUIREMENTSThe Successful Bidder is required to obtain insurance to protect the State 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 the Contract document (see appendixes).

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3 BID PRICING

3.1 BID PRICING REQUIREMENTSThe proposed pricing levels should reflect the potential governmental market provided by the Contract resulting from this solicitation.All pricing shall include the costs of Bid preparation, servicing of accounts, and complying with all contractual requirements. All elements of recurring and non-recurring costs must be identified and included in the price. Bid prices shall include all cost components associated with the performance and delivery of the goods/services as described in this Solicitation.

Failure to identify all costs in a manner consistent with the instructions in this IFB may be sufficient grounds for disqualification.

3.2 PRICING PARAMETERSDuring the initial contract period, pricing shall remain firm and fixed for at least 365 calendar days after effective date of contract award. See Contract document (appendixes) for additional requirements.Contract prices are the maximum price a Contractor can charge, although a Contractor may make volume discounts available to Purchasers as applicable.If, however, during any term of the Contract, lower prices and rates become effective for like quantities of products/services under similar terms and conditions, such as through reduction in Contractor’s list prices, promotional discounts, or other circumstances, then Purchasers must be given immediate benefit of such lower prices and rates. Prices shall be reflected in a reduction of the contract price retroactive to the date the price decline or cost reduction was available to the Contractor. Contractor shall immediately notify the Contract Administrator of such pricing changes for a contract amendment.

3.3 MINIMUM ORDERThere shall be no minimum order size or charge.

3.4 PAYMENT TERMSBidder must indicate in bid submittal those Payment Terms that are offered under this solicitation.

3.5 PRICE SHEET Unless otherwise stipulated all bids shall include unit prices and extensions where applicable and be otherwise in the format requested. In the event of an error in the extension of prices, the unit price shall prevail. Prices shall include all associated costs (e.g. customs duties and brokerage or import fees, etc.). Bid prices shall be in U.S. dollars.

3.6 PRESENTATION OF ALL COST COMPONENTS Unless otherwise specified in the Solicitation, no additional charges by the Contractor will be allowed, including but not limited to handling charges such as packing, wrapping, bags, containers, reels; or the processing fees associated with the use of credit/charge cards.

Notwithstanding the foregoing, in the event that market conditions, laws, regulations or other unforeseen factors dictate, at the Contract Administrators sole discretion, additional charges may be allowed.

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3.7 PRICING NOT SPECIFIED ON PRICE SHEETWhere there is no charge or rate for goods/services enter N/C (no charge) or zero ($0) on the price sheet as applicable. If the Bidder fails to provide a price, the Purchasing Activity will assume the item is no charge. If the Bidder states “no charge” for an item in the price sheet, then Purchaser will receive that item at no cost for the period represented in the price sheet.

3.8 BIDDER PRODUCT PRICE LISTBidder may offer their complete product price list with their bid response, and identify any discounts and bulk pricing discounts where applicable. Bidder’s product price list may include additional products and services appropriate to the scope of this IFB, the state reserves the right to not award these optional price items. The optional items will be evaluated on a case-by-case basis and will not affect the outcome of the bid evaluation. The product price list shall be consistent with the terms of this solicitation and subsequent Contract.

3.9 EXCEPTIONAL EXPENSESThere are to be no reimbursements for expenses related to day-to-day performance under this Contract, including but not limited to, travel, lodging, meals, incidentals, unless otherwise identified herein. Notwithstanding the forgoing, the Purchasing Activity recognizes that there may be exceptional and rare occasions when the Contractor will be required by the Purchasing Activity to travel. In such case, Purchaser must provide written pre-approval of such expenses on a case-by-case basis. Any such reimbursement shall be at rates not to exceed the guidelines for State employees published by the Washington State Office of Financial Management set forth in the Washington State Administrative and Accounting Manual (http://www.ofm.wa.gov/policy/poltoc.htm), and not to exceed expenses actually incurred.

4 EVALUATION AND AWARD

4.1 AWARD INTENTIt is the intention of the Purchasing Activity to establish one or more Statewide Contracts for the items described herein in accordance to the award methodology describe herein.

4.2 AWARD PROCESS OVERVIEWContract award shall be made to the lowest Responsive and Responsible Bidder(s) based on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW 43.19.1911.The Purchasing Activity reserves the right to subject to the provisions of RCW 43.19.1911 and Chapter 236-48 WAC 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 a solicitation and re-solicit Bids; (5) Negotiate with the lowest Responsive and Responsible Bidder to determine if that Bid can be improved for the Purchaser; (6) Award on an all or none consolidated basis taking into consideration ”lifecycle costs”; and, (7) Award in aggregate when in the best interest of the state.The Purchasing Activity reserves the right to award on an All or Nothing consolidated basis taking into consideration reduction in administrative costs as well as unit bid prices.Purchasing Activity seeks to acquire the goods/services that best meet the State’s needs and offers best value in the interest of the Purchasing Activity.

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http://apps.leg.wa.gov/WAC/default.aspx?cite=236-48

http://www.leg.wa.gov/RCW/index.cfm?section=43.19.1911&fuseaction=section

http://www.leg.wa.gov/RCW/index.cfm?section=43.19.1911&fuseaction=section

http://www.ofm.wa.gov/policy/poltoc.htm


4.3 CONTRACT FORMATIONThe Purchasing Activity will incorporate all associated solicitation documents into a resulting Contract, including but not limited to this Solicitation document, Contract (Terms and Conditions) document, any subsequent Amendments and the Bidder’s Response. A Bid submitted in response to this Solicitation is an offer to contract and indicates a willingness to enter into an Agreement with the Purchasing Activity, but only becomes a contract when legally awarded and accepted in writing by the Purchasing Activity. The Purchasing Activity, at its sole discretion, reserves the right to negotiate improvements to the lowest Responsive, Responsible Bidder’s Response.OSP will maintain Contract information and pricing, and will make it available for Purchaser’s use on the GA internet site, www.ga.wa.gov.

4.4 NO BEST AND FINAL OFFER ACCEPTED There will be no best and final offer request for this solicitation. The Purchasing Activity reserves the right to make an award without further discussion of the Response submitted. Therefore, Bidder shall submit a Response on the most favorable terms that Bidder intends to offer.

4.5 IN-STATE PREFERENCE/RECIPROCITYPursuant to RCW 43.19.700, RCW 43.19.702, RCW 43.19.704 and WAC 236-48-085, the Department of General Administration has established a schedule of percentage increases to be added to Bids and Proposals from Bidders in states that grant a preference to Contractors located in their state or for goods manufactured in their state. The percentages related to each respective state are provided in the Reciprocity List located at http://www.ga.wa.gov/pca/recip.htm and apply only to Bids and Proposals received from those states listed.The appropriate percentage will be added to each Bid or Proposal bearing the address from a state with in-state preferences rather than subtracting a like amount from Washington State Bidders.This action will be used only for analysis and award purposes. In no instances shall the increase be paid to a Bidder whose Bid or Proposal is accepted and awarded a Contract.

4.6 AWARD NOTIFICATION AND CONTRACT INFORMATIONUpon award, an electronic notification will be sent to all Bidders. After award, information regarding results of the solicitation may be obtained by contacting the Procurement Coordinator. Bidders may request an appointment to review the procurement file or submit a public disclosure request to obtain specific documents.No rejection notice will be sent to an unsuccessful Bidder(s) whose net pricing (or scoring) after evaluation is higher than the awarded Bidder(s). Bidder(s) whose bid is determined to be non-responsive will be rejected and may be notified of the reasons for such rejection.

4.7 CONTRACT AWARD CONFERENCE The awarded Contractor may be required to attend a contract award conference scheduled by the Procurement Coordinator to discuss contract performance requirements. The time and place of this conference will be scheduled following contract award.

4.8 AWARD DEBRIEFINGBidders who submitted a Response may request a debriefing conference to discuss the evaluation of their Response. Debriefing conferences shall occur within a month of the award decision. The request must be in writing, addressed to the Procurement Coordinator via fax or e-mail. The debriefing will not include any comparison between the Bidder's Response and any other responses

12

http://www.ga.wa.gov/pca/recip.htm

http://apps.leg.wa.gov/WAC/default.aspx?cite=236-48-085




http://www.ga.wa.gov/


submitted. Debriefing conferences may be conducted in person or by phone, and will be scheduled for a maximum of one hour.

4.9 BID RESPONSIVENESS EVALUATIONBid Responses will be reviewed by the Procurement Coordinator to determine on a pass/fail basis its compliance with solicitation requirements, and whether Bidder has submitted a complete bid response, those bids not meeting complete bid submittal requirements may be considered non-responsive and rejected. Responses passing the initial determination of responsiveness will then be further reviewed on a pass/fail basis to determine if the individual Bid Response meets mandatory requirements identified herein (i.e. signature pages, specifications, certifications, price sheet, cost evaluation worksheets, informational forms, etc.). Responses not meeting mandatory bid requirements may be considered non-responsive and rejected.The Purchasing Activity reserves the right to consider the actual level of Bidder’s compliance with the requirements specified in this solicitation and to waive informalities in a Bid Response. An informality is an immaterial variation from the exact requirements of the competitive solicitation, 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.The Purchasing Activity reserves the right to determine at its sole discretion whether Bidder’s Response to a solicitation requirement is sufficient to pass. If, however, all responding Bidders fail to meet any single mandatory item, the Purchasing Activity may cancel the solicitation and reject all bids.

4.10 RESPONSIBILITY EVALUATIONPursuant to RCW 43.19,1911 (9), in determining Bidder responsibility, the following elements shall be given consideration:(a) The ability, capacity, and skill of the Bidder to perform the contract or provide the service required;(b) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder;(c) Whether the Bidder can perform the contract within the time specified;(d) The quality of performance of previous contracts or services;(e) The previous and existing compliance by the Bidder with laws relating to the contract or services;

and,(f) Such other information as may be secured having a bearing on the decision to award the contract:

During solicitation evaluation, the Purchasing Activity reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's subcontractor's facilities. Failure to respond to said request(s) may result in Response being rejected as non-responsive.

4.11 REFERENCES EVALUATIONThe state reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of product/service/industry and timeliness; any negative or unsatisfactory response may be an adequate reason for rejecting a Bidder as not responsible for the state’s needs. Bidder deemed non-responsible will be rejected. References in which contact is established will be asked to rate Bidder’s past performance. The Purchasing Activity will only attempt maximum of three (3) times to make contact with a Bidder’s

13



reference. If contact cannot be established with a reference or if the reference refuses to provide a statement, then that reference will be deemed non-responsive and no further attempts will be made to contact that particular reference.The state reserves the right to seek and substitute other references to determine the sufficiency of the Bidder’s level of responsibility.

4.12 BIDDER CAPABILITIES EVALUATIONBidder Capabilities bid responses will be evaluated on a pass/fail basis. Bidder is to refer to the IFB, Specifications and Contract document sections for complete contractual requirements when responding to this requirement. Bidder is encouraged to provide sufficient information that supports your company’s capabilities to perform under this contract so as to aid in the evaluation process. Bidder that fails the Bidder Capabilities evaluation may be deem non-responsive and rejected. Bidder not providing enough information, an unclear response or lacking sufficient details to fully evaluate may be deem non-responsive and rejected.

4.13 COST EVALUATIONThe Purchasing Activity will use the results of the Cost Evaluation Worksheets to determine the lowest cost Bidder(s) (see appendixes for worksheets). The state is to evaluate the two types of service individually for award purposes.

5 BIDDER SUBMITTALS

5.1 BIDDER RESPONSIVENESS Bidder is to respond to each question/requirement contained in this solicitation. Bidder is to follow the instructions contained herein with emphasis on completeness and clarity of content to be considered a responsive Bidder. Failure to comply with any solicitation item may result in the Bid Response being deemed non-responsive and disqualified.

5.2 BIDDER SIGNATURESBidder to sign and return the Certifications and Assurances statement and the Contract Execution and Signature page (see appendixes) with their Bid Response, without modification or contingency. Any modifications or contingencies submitted by the Bidder may not be accepted. The state reserves the right to reject bids that propose alternate or additional terms and conditions or do not return the signed Contract document with Bid Response.

5.3 BIDDER PROFILEBidder is to complete in full the Bidder Profile informational form included herein (see appendixes), this provided information may be taken in to consideration in the evaluation of this solicitation.

5.4 BID WORKSHEETSBidder to follow the instructions set forth on the Price Sheet and Cost Evaluation worksheets for a complete bid submittal, these forms shall be the basis for cost evaluation of the Bid Responses for bid award purposes. Failure to follow instructions may be grounds for bid rejection.

5.5 DEALER AUTHORIZATION Bidder shall identify if they are a dealer and have authorization from the manufacturer in the bid response. Bidder, if other than the manufacturer, shall provide upon request by the Purchasing

14


Activity a current, dated, and signed authorization from the manufacturer that the Bidder is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to provide manufacturer’s authorization upon request may result in Bid rejection or Contract cancellation.

5.6 BIDDER AUTHORIZED REPRESENTATIVEBidder shall designate an authorized representative who will be the principal point of contact for bid submittal questions or related matters for this solicitation.

5.7 USE OF SUBCONTRACTORS Bidder shall identify all Subcontractors who will perform services in fulfillment of contract requirements, the nature of services to be performed and federal tax identification (TIN) number for each Subcontractor. State reserves the right to request additional information for bid evaluation purposes.The Purchasing Activity will accept Responses that include third party involvement only if the Bidder submitting the Response agrees to take complete responsibility for all actions of such Subcontractors.

5.8 FACTORY REPAIR/SERVICINGBidder is to identify the authorized factory repair and servicing centers for items purchased under this contract if applicable to the product/service being supplied.

5.9 REFERENCESBidder to furnish five (5) governmental or commercial references from different entities for which Bidder has performed or provided comparable services similar in scope (i.e. size, volume, type) to this IFB within the last three (3) years and with at least three (3) of the references for service within the geographic area of Washington State. In selecting references, choose experiences that demonstrated your company's capacities.

5.10 BIDDER CAPABILITIES Bidder shall provide a description of its company capabilities, include the following items in your description, company history, company size, years in industry, key personnel experience, areas of specialization and expertise, equipment, training and certifications, customer service procedures, sales staff, capacity to handle small to large jobs, and any other pertinent information that would aid an evaluator in formulating a determination about the responsibility of the Bidder to perform under this contract.

5.11 PURCHASING COOPERATIVE USERSBidder is to indicate in bid submittal whether the Bidder agrees to extend contract pricing to political subdivisions and non-profit organizations, which are members of the State of Washington Purchasing Cooperative (WSPC) and/or State of Oregon Cooperative Purchasing Program (ORCCP). Bidder shall identify in Bid Response if there are any additional cost for Oregon Cooperative Purchasing members use of this contract.

5.12 ADDITIONAL BID SUBMITTAL COPIESBidder is encouraged to provide an electronic version (Compact Disc, CD) of their bid along with their original signed copy of their Bid Response (original submitted printed bid response takes precedence over all electronic versions). All tables and spreadsheets are to be provided in Excel or WORD format.

15


6 APPENDIXES

6.1 APPENDIX A - PROTEST PROCEDUREPROTEST PRIOR TO AWARD:PROTEST PRIOR TO AWARD CRITERIA:Protests prior to Award will be considered only if the protest concerns:

1. the bid of another Bidder,2. the specifications or3. the manner in which the solicitation process has been conducted.

INITIATING THE PROTEST PROCESS:The protesting Bidder must notify the State Procurement Coordinator in charge of the solicitation of his/her intent to file a protest as soon as possible after he/she becomes aware of the reason(s) for the protest. The protest(s) must be received in writing by the State Procurement Coordinator not later than five (5) business days after the Bidder’s notification to the State Procurement Coordinator of the intent to protest. If an Intent to Award is announced, any protest must be received in writing by the State Procurement Coordinator not later than five (5) business days after the announcement or as otherwise specified in the Solicitation document.If a protest is not received within these time frames it will be untimely and the State Procurement Coordinator may proceed with the award without further obligation.The Procurement Coordinator will consider all the facts available and issue a decision in writing within ten (10) business days after receipt of the protest, unless more time is needed.If additional time is necessary the State Procurement Coordinator will notify the protesting Bidder and, where applicable, the Bidder(s) against whom the protest is made.APPEAL OF PROTEST PRIOR TO AWARD DECISION:The protesting Bidder or the Bidder against whom the protest is made has the right to appeal the decision of the State Procurement Coordinator to the GA Assistant Director in charge of the Office of State Procurement. The appeal must be received by the GA Assistant Director within five (5) business days after notification of the State Procurement Coordinator's decision. The GA Assistant Director will consider all of the facts available and issue a decision in writing within ten (10) business days after receipt of the appeal, unless more time is needed. The appealing Bidder will be notified if additional time is necessary.Award of the contract will be postponed until after the GA Assistant Director has issued a decision unless an emergency exists necessitating the award of the contract as determined by the GA Assistant Director. The decision of the GA Assistant Director on the protest appeal is final. The GA Assistant Director may issue further clarifications if determined necessary. PROTEST AFTER AWARD:PROTEST AFTER AWARD CRITERIA:Protests after Award will be considered only if the protest concerns:

1. A matter which arises after the Award or 2. Could not reasonably have been known or discovered prior to Award.

INITIATING THE PROTEST PROCESS AFTER AWARD:The protesting Bidder must notify both the State Procurement Coordinator in charge of the solicitation process and the Bidder that has received the Award that a protest of the Award is being made. This notification must be made as soon as possible after the Notice of Award is issued by an immediate communication method such as telephone or e-mail. The protesting Bidder must provide documentation demonstrating that they have notified the Bidder that has received the Award of their protest.

In addition to the above notification requirement, the written protest must be received by the GA Assistant Director in charge of the Office of State Procurement not later than five (5) business days after Notice of Award is issued by the Office of State Procurement.

The GA Assistant Director will:

16


Issue a decision on the protest within ten (10) business days after the protest was received, unless more time is needed.The protesting Bidder and the Bidder who has received the Award shall be notified of any delay in issuing the GA Assistant Director’s decision if more time is needed.The decision of the GA Assistant Director is final if the award is upheld. The GA Assistant Director may subsequently issue further clarifications, if necessary.If the GA Assistant Director finds that the protest should be upheld and the Award canceled, all Bidders, including the protesting Bidder and the Bidder who received the Award, will be notified of the intent to cancel the Award and the reasons therefore. AWARDED BIDDER APPEAL PROCESSThe Bidder who has received the Award has five (5) business days after receipt of notification of the intent to cancel the award in which to appeal the decision to the Director of General Administration. Copies of the Bidder’s appeal must also be sent to the GA Assistant Director and the State Procurement Coordinator responsible for the solicitation. The Director of General Administration or designee will:Issue a decision

a. to both the appealing Bidder and the original protesting Bidderb. within ten (10) business days after receipt of the appeal, unless more time is needed.

i. If more time is needed to issue a decision, all Bidders, including the appealing Bidder and the original protesting Bidder, will be notified.

DECISION FINALThe appeal decision of the Director of General Administration is final. The Director of General Administration may subsequently issue further clarifications if necessary,APPEAL UPHELD AND CONTRACT AWARD UPHELDIf the Director of General Administration upholds the appeal and upholds the contract as awarded, the State Procurement Coordinator will notify all Bidders of the decision. APPEAL DENIED AND AWARD CANCELEDIf the Director of General Administration upholds the decision of the GA Assistant Director the Office of State Procurement will proceed with cancellation of the award. If the award is cancelled, the Assistant director of GA, may reject all bids, quotes or proposals pursuant to RCW 43.1911(4) and solicit new bids, quotes or proposals.If the Assistant director of GA does not decide to reject all bids, an award will be made to the next lowest responsive and responsible Bidder.PROTEST AND APPEALS – FORM AND SUBSTANCEAll protests and appeals must:

1. be in writing, 2. signed by the protesting or appealing Bidder or an authorized agent3. delivered within the time frame(s) outlined herein. 4. addressed to that individual within the Office of State Procurement or General Administration assigned

review responsibilities as specified above. The protesting or appealing Bidder must:

1. state all facts and arguments on which the protesting or appealing Bidder is relying as the basis for its action

2. attach any relevant exhibits related, or referred to in the written protest or appeal. 3. mail, fax or deliver copies of all protests, appeals, and exhibits to the Bidder or Bidders against whom the

protest is made at the same time such protest, appeal, and exhibits are submitted to the Office of State Procurement or General Administration.

COMMUNICATION DURING PROTESTS AND APPEALSAll communications relative to a solicitation that is being protested or appealed must be coordinated through that person conducting the official review for the Office of State Procurement or General Administration.

17




6.2 APPENDIX B - RESPONSE CHECK LIST

This checklist is provided for Bidder's convenience only and identifies the documents to be submitted with each Response. Any Response received without any one or more of these documents may be rejected as being non-responsive.Offer and Signature Page, original signature and signed cover letter

Contract, Contract execution and signatures, original signature

Bidder Profile

Specifications

References

Subcontractors

Bidder Capabilities

Descriptive Literature, as requestedPrice Sheet

Cost Evaluation Worksheets

18


APPENDIX C

6.3 APPENDIX C - BIDDER PROFILE

Bidder shall complete the following information and return with bid response. Where additional space is needed and/or where specifically requested, submit an attached letter.

1. Payment Term: Prompt Payment Discount % 30 days. Note: Prompt payment discount periods equal to (or greater than) 30 calendar days will receive consideration and bid pricing will be reduced (for evaluation purposes only) by the amount of that discount(s).

2. Volume Discount: Identify volume discount(s), please indicate the discount ________% or $_________ and when it applies:

______________________________________________________________________________

______________________________________________________________________________

3. Purchasing (Credit) Cards accepted: Yes ______________ No ______________

(Washington State Purchasing card is VISA)

If yes, please list cards: __________________________________________________________

4. Standard Lead Time after receipt of order (ARO) is__________________________ calendar days.

5. Purchasing Cooperative Members:

a) POLITICAL SUBDIVISIONS: Bidder agrees to sell the goods and services on this contract to political subdivisions which are members of the State of Washington Purchasing Cooperative (WSPC): Yes_____ No_____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by political subdivisions).

b) NONPROFIT CORPORATIONS: Bidder agrees to sell the goods and services on this contract to self-certified nonprofit corporations which are members of the State of Washington Purchasing Cooperative (WSPC): Yes___ No____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by nonprofit organizations).

c) OREGON PURCHASING COOPERATIVE PURCHASING PROGRAM: Bidder agrees to sell the goods and services on this contract to political subdivisions and nonprofit organizations which are members of the State of Oregon Cooperative Purchasing Program (ORCPP ): Yes____ No____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by these members).If required, indicate delivery charge for delivery to State of Oregon ORCPP Members a price per mile of $_________/mile from Factory to delivery site with a minimum charge of $___________.

6. Firms bidding from California only: Is your firm currently certified as a small business under California Code, Title 2, Section 1896.12? Yes No .

7. Federal Tax Identification number: __________________________________________________

8. WA State Department of Revenue Registration Tax number: ______________________________

9. Company Internet URL Address (if available): __________________________________________

19Bidder’s Name:________________________________


10. Contractor Addresses for:Orders to be sent to: Billing will be from: Payment to be sent to:

11. Subcontractors: Identify any subcontractors who will perform services in fulfillment of contract requirements; the nature of services to be performed and include federal tax identification (TIN) number for each subcontractor.

Name/Address/Contact/Phone: T.I.N.: Brief description of the nature of Service Provided (e.g. testing, sampling, pick-up, etc):

12. Bidder's Capabilities: Bidder to provide a response to the items as identified in IFB, section III, Bid Information Submittals, item 5.10, Bidder Capabilities, and see item 4.12.

13. Contractor Information: Provide the below information, which will be used for contract administration:

Primary Contact-Contract Administration Alternate Contact - Contract Administration

Name: Name:

Telephone: Telephone:

After Hours Cell Phone:

After Hours Cell Phone:

Fax: Fax:

Email: Email:

Customer Service/Order Placement Contact Sales Usage Report Contact

Name: Name:

Telephone: Telephone:

Address:

Fax: Fax:

Email: Email:

Payment Information:

20Bidder’s Name:________________________________


Name:

Address:

Contact:

Telephone:

Fax:

Sales Representative(s): Indicate below the contact information and specific territories covered:

Name Name

Address Address

Territory Territory

Telephone Telephone

Mobile Phone: Mobile Phone:

Email: Email:

21Bidder’s Name:________________________________


14. References: Provide a minimum of five (5) commercial or governmental references for which Bidder has delivered goods and/or services similar in scope as describe in the IFB. (Bidder to confirm all below reference information is current.)

Bidder References

1) Agency/Company Name:

Address:

Contact Person:

Telephone:

Service Provided /Approx. Dollar Cost


Address:

Contact Person:

Telephone:



Address:

Contact Person:

Telephone:


22Bidder’s Name:________________________________


Bidder References


Address:

Contact Person:

Telephone:



Address:

Contact Person:

Telephone:


23Bidder’s Name:________________________________


6.4 APPENDIX D - CERTIFICATIONS AND ASSURANCES STATEMENT

I, the Bidder, make the following certifications and assurances as a required element of my Response to this IFB, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the IFB are conditions precedent to the award or continuation of the resulting Contract.1. The prices in this solicitation Response have been arrived at independently without any consultation,

communication, or agreement with any other offeror or competitor for the purpose of restricting competition, including but not limited to the bid prices, the intention to submit an offer, and/or the methods or factors used to calculate the prices offered. The prices offered in this Response have not been and will not be knowingly disclosed by the Bidder, directly or indirectly, to any other offeror or competitor before Contract award unless otherwise required by law. No attempt has been made or will be made by the Bidder to induce any other entity to submit or not to submit an offer for the purpose of restricting competition. However, the Bidder may freely join with other persons or organizations for the purpose of presenting a single bid submittal.

2. In preparing our Response, we have not been assisted by any current or former employee of the State of Washington whose duties related (or did relate) to this State's solicitation, or the prospective Contract, and who was assisting in other than his or her official public capacity. Moreover, neither does such an employee nor any member of his or her immediate family have any financial interest in the outcome of this Response. All and any exceptions to this requirement shall be fully described in detail on a separate page and attached to this Response.

3. Our attached Response is a firm offer for a period of ninety (90) days following the Response Due Date specified in this IFB, and it may be accepted by the Purchasing Activity without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the ninety (90) day period. In the cases of a bid protest or any related court action against this IFB that delays the awarding of this contract, our Response will remain valid for additional sixty (60) days or until the protest and any related court action is resolved, whichever is later, thereafter, the Bidder reserves the right to withdraw its offer with no damages, or may in writing elect to maintain its offer until an award decision is final.

4. We understand that the State will not reimburse a Bidder for any costs incurred in the preparation of its Response. All Responses become the property of the State, and we claim no proprietary right to the ideas, writings, items or samples unless so stated in the Response. Submission of the attached Response constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the solicitation document.

5. We understand that any Contract awarded, as a result of this Response will incorporate all the solicitation requirements. Submission of a Response and execution of this Certifications and Assurances document certifies our willingness to comply with all contract terms and conditions contained in this IFB if selected as a Contractor. It is further understood that our standard company contract will not be considered as a replacement or in addition to any terms and conditions contained in this IFB.

6. We are not submitting any proposed Contract exceptions.7. By submitting this Response, the Bidder hereby offers to furnish materials, supplies, services and/or

equipment in compliance with all terms, conditions and specifications contained in this solicitation.8. The authorized signatory below acknowledges having read and understood the entire solicitation and agrees

to comply with the terms and conditions of the solicitation, and that he/she has the authority to bind the company named below to the Bid submitted and any contract awarded as a result of this solicitation:

Company Name:Original Bidder Signature Address:

Signatory Name (Printed) Tax ID No.:Title: Date:

24Bidder’s Name:________________________________


APPENDIX E & F

Below are links to two documents that will need to be completed and returned as a Bid Response to this solicitation. These documents will be incorporated into the final contract.

6.5 APPENDIX E - SPECIFICATIONSBidder is to return the attached Specifications completed as required. To view the Specifications for this solicitation, click on the below icon:

6.6 APPENDIX F - CONTRACT No. 00308Bidder is to return the attached contract with original signatures. The Contract document contains the Terms and Conditions. To view the Contract document for this solicitation, click on the below icon:

25Bidder’s Name:________________________________


6.7 APPENDIX G - PRICE SHEETS

Bidder is to submit a price for the products and services listed below that are offered by the Contractor.

Bidder shall provide a price for each line item that is used on the Cost Evaluation Worksheet for the type of service (i.e. Diver Only or ROV Only).

The prices shall be the same as on the Bidder’s Price Sheet and the Cost Evaluation Worksheet as identified in this IFB. If a price is only found on the Cost Evaluation Worksheet, then the Purchasing Activity will consider the price as the bid price.

Failure to provide a price for each item listed in the Cost Evaluation Worksheet may be adequate reason to disqualify a Bidder as being non-responsive to this IFB and may result in bid rejection.

The Office of State Procurement will utilize the Bidder’s Price Sheet to verify prices listed in the Cost Evaluation Worksheet.

Bidder is to indicate whether its company is a Diver Only Service or ROV Only Service. There may be a company’s that offer some of both services depending on the job, if this is the case Bidder to identify such in the bid submittal.

Bidder is a (circle one) Diver Only Service, ROV Only Service company.

Item PRICE SHEETDESCRIPTION Qty Unit Unit Price

A Service Items

1Inspection/Evaluation Service Charge for Diver Only: Wet Internal/External Inspection with Report. Rate calculated on the total tank capacity in gallons.

a Tanks 100,000 gallons and under 1 gallon $

b Tanks between 100,001 and 250,000 gallons 1 gallon $

c Tanks between 250,001 and 500,000 gallons 1 gallon $

d Tanks between 500,001 and 1,000,000 gallons 1 gallon $

e Tanks between 1,000,001 and 2,000,000 gallons 1 gallon $

f Tanks greater than 2,000,001 gallons 1 gallon $

2Inspection/Evaluation Service Charge for ROV Only: Wet Internal/External Inspection with Report. Rate calculated on the total tank capacity in gallons.

a Tanks under 100,000 gallons 1 gallon $

b Tanks between 100,001 and 250,000 gallons 1 gallon $

c Tanks between 250,001 and 500,000 gallons 1 gallon $

d Tanks between 500,001 and 1,000,000 gallons 1 gallon $

e Tanks between 1,000,001 and 2,000,000 gallons 1 gallon $

26Bidder’s Name:________________________________



f Tanks greater than 2,000,001 gallons 1 gallon $

3

Clean Interior Surfaces, Service Charge for Diver Only: Clean of all interior surfaces including floor,

any horizontal surfaces (tanks are welded not bolted/riveted, if bolted their may be an additional charge.)

The price includes the removal of sediments up to one (1”) inch in depth, averaged over the entire floor area.

The price includes up to one (1) hour of debris removal from any one reservoir.

1 sq ft of surface $

4

Clean Interior Surfaces, Service Charge for ROV Only: Clean of all interior surfaces including floor,

any horizontal surfaces (tanks are welded not bolted/riveted, if bolted their may be an additional charge.)

The price includes the removal of sediments up to one (1”) inch in depth, averaged over the entire floor area.

The price includes up to one (1) hour of debris removal from any one reservoir.

1 sq ft of surface $

5

Sediment Removal: Underwater removal and disposal of tank

bottom sediment greater than one (1”) inch depth. Sediment depth is calculated as an average

sediment depth across the reservoir floor. Charge is calculated by the inch and prorated

in half-inch intervals to determine cubic yards. Should the bottom sediment exceed the one

(1”) inch in any one reservoir, the Owner will be notified and a signed authorization from the Owner, or the Owner’s Designated Representative, will be obtained prior to the Owner incurring any additional cost.

1 inch $

6

Debris Removal:Removal of debris in excess of the one (1) hour in any one reservoir. Should required debris removal exceed one (1)

hour, the Owner will be notified and a signed authorization from the Owner or the Owner’s Designated Representative will be obtained prior to the Owner incurring any additional cost.

1 Hr $

27Bidder’s Name:________________________________



7

Paint Analysis Test: Interior/Exterior paint samples tested as per

EPA 6010B for the presence of lead, cadmium, and chromium. (Steel Tanks)

1 per sample $

8 Metal Thickness Test, Interior 1 per sample $

9 Minor Repairs 1 Hr $

10

Set-up Fee for Elevated and Standpipe Tanks Fee for additional cost of servicing these types of tanks. Fee may apply to both inspection and cleaning service. Fee is figure as a flat fee per tank.

1 Ea $

11 Mobilization Charge (per job/location)

a Washington State 1 Ea $

b Oregon State 1 Ea $

12Other Items: (Bidder to Specify):

C

Price Savings

For cost analysis purposes, please indicate percent savings that your bid pricing represents compared to what prices an agencies would pay without benefit of this state contract.

Please complete one of the following:

Bid prices offered by your firm averages ____________% lower than (please check one):

A. ____ Price that would be obtained through individual agency bidding.

B. ____ Other (please specify):_______________________________________________

28Bidder’s Name:________________________________


6.8 APPENDIX F - COST EVALUATION WORKSHEETS The State will use the below Cost Evaluation Worksheets to determine the lowest cost Bidder. The Total Extended Price column prices will be calculated using the unit prices on the Bidder’s

Price Sheets and the below listed quantities, and then multiplying those prices by the Multiplier. o EXAMPLE: Inspection/Evaluation Service, Tank A: (50,000 gallons), Bidder’s Price

$0.05 per gallon, multiplier 4x: (50,000 x $0.05) x 4 equals $10,000.00 Total Extended Cost.

To determine a Bidder’s evaluation cost the state will take the Total Cost for each Service Type and follow the below worksheets to determine the Bidder’s Total Evaluation Price.

The Total Evaluation Price is the sum of the rows as indicated below and any adjustments/discounts will be taken to determine the Bidder’s total “evaluation price.”

The below information is only for bidding evaluation purposes and may not actually represent accurate numbers. The Bidder to use the below tank information when completing the Cost Evaluation Worksheets.

TANK INFORMATION

Tank Capacity (gallons)

Tank TypeOn Grade, Elevated, Standpipe

Tank Shape and Inside Tank Dimensions

A 50,000 Elevated Cylindrical, 21ft Diameter

B 100,000 On Grade Cylindrical, 30 ft Diameter

C 200,000 Elevated Cylindrical, 35 ft Diameter

D 300,000 On Grade Cylindrical, 40 ft Diameter

E 450,000 Standpipe Pipe, 35 ft Diameter

F 500,000 On Grade Cylindrical, 54 ft Diameter

G 700,000 On Grade Cylindrical, 64 ft Diameter

H 1.5 Million On Grade Cylindrical, 90 ft Diameter

I 2 Million Standpipe Pipe, 65 ft Diameter

29Bidder’s Name:________________________________


Cost Evaluation WorksheetDIVER SERVICE ONLY

Bidder shall use Bidder’s Price Sheet to calculate the Total Cost

No. Description/Quantity Multiplier Total Extended Cost

A Inspection/Evaluation Service1 Tank A: (50,000 gallons) 4x $2 Tank B: (100,000 gallons) 3x $3 Tank C: (200,000 gallons) 3x $4 Tank D: (300,000 gallons) 2x $5 Tank E: (450,000 gallons) 2x $6 Tank F: (500,000 gallons) 2x $7 Tank G: (700,000 gallons) .75x $8 Tank H: (1,500,000 gallons) .5x $9 Tank I: (2,000,000 gallons) .25x $B Clean Interior Surfaces (3.14 x Radius x Radius)1 Tank A: ( 346 sq ft) 4x $2 Tank B: ( 707 sq ft) 3x $3 Tank C: ( 962 sq ft) 3x $4 Tank D: ( 1256 sq ft) 2x $5 Tank E: ( 962 sq ft) 2x $6 Tank F: ( 2289 sq ft) 2x $7 Tank G: ( 3215 sq ft) .75x $8 Tank H: ( 6359 sq ft) .5x $9 Tank I: ( 3317 sq ft) .25x $

C Sediment Removal (inches are above the 1” minimum) ((Sq ft x (inches/12)) /27)

1 Tank A: (average sediment depth, 2 inches, 2.14 cubit yards) 4x $2 Tank B: (average sediment depth, 3 inches, 6.55 cubit yards) 3x $3 Tank C: (average sediment depth, 1 inches, 2.97 cubit yards) 3x $4 Tank D: ( average sediment depth, 3.5 inches, 13.57 cubit yards) 2x $5 Tank E: ( average sediment depth 1.5 inches, 4.45 cubit yards) 2x $6 Tank F: (average sediment depth 3 inches, 21.19 cubit yards) 2x $7 Tank G: (average sediment depth 1.5 inches, 14.88 cubit yards) .75x $8 Tank H: (average sediment depth 1 inches, 19.63 cubit yards) .5x $9 Tank I: (average sediment depth 2 inches, 20.48 cubit yards) .25x $D Other Charges1 Debris Removal (16 hours above the 1 hour minimum) 1x $2 Paint Analysis (18 tests) 1x $3 Metal Thickness (6 tests) 1x $4 Minor Repairs (40 hours) 1x $

30Bidder’s Name:________________________________


Cost Evaluation WorksheetDIVER SERVICE ONLY



5 Set-up Fee for Elevated and Standpipe Tanks (4 tanks) 1x $6 WA Mobilization Charge (9 jobs) 1x $

E Sum of Total Extended Cost (summed of above line items) $

F Minus Prompt Payment Discount _________%, multiply above line by discount: (line for use by Office of State Procurement) -$

GSum of any other any applicable in-state reciprocity, and any other

discount/preferences/reciprocities that may apply: (line for use by Office of State Procurement)

$

H Total Cost for Evaluation $

31Bidder’s Name:________________________________


Cost Evaluation WorksheetROV SERVICE ONLY



A Inspection/Evaluation Service1 Tank A: (50,000 gallons) 4x $2 Tank B: (100,000 gallons) 3x $3 Tank C: (200,000 gallons) 3x $4 Tank D: (300,000 gallons) 2x $5 Tank E: (450,000 gallons) 2x $6 Tank F: (500,000 gallons) 2x $7 Tank G: (700,000 gallons) .75x $8 Tank H: (1,500,000 gallons) .5x $9 Tank I: (2,000,000 gallons) .25x $B Clean Interior Surfaces (3.14 x Radius x Radius)1 Tank A: ( 346 sq ft) 4x $2 Tank B: ( 707 sq ft) 3x $3 Tank C: ( 962 sq ft) 3x $4 Tank D: ( 1256 sq ft) 2x $5 Tank E: ( 962 sq ft) 2x $6 Tank F: ( 2289 sq ft) 2x $7 Tank G: ( 3215 sq ft) .75x $8 Tank H: ( 6359 sq ft) .5x $9 Tank I: ( 3317 sq ft) .25x $

C Sediment Removal (inches are above the 1” minimum) ((Sq ft x (inches/12)) /27)

1 Tank A: (average sediment depth, 2 inches, 2.14 cubit yards) 4x $2 Tank B: (average sediment depth, 3 inches, 6.55 cubit yards) 3x $3 Tank C: (average sediment depth, 1 inches, 2.97 cubit yards) 3x $4 Tank D: ( average sediment depth, 3.5 inches,13.57 cubit yards) 2x $5 Tank E: ( average sediment depth 1.5 inches, 4.45 cubit yards) 2x $6 Tank F: (average sediment depth 3 inches, 21.19 cubit yards) 2x $7 Tank G: (average sediment depth 1.5 inches, 14.88 cubit yards) .75x $8 Tank H: (average sediment depth 1 inches, 19.63 cubit yards) .5x $9 Tank I: (average sediment depth 2 inches, 20.48 cubit yards) .25x $D Other Charges1 Debris Removal (16 hours above the 1 hour minimum) 1x $2 Paint Analysis (18 tests) 1x $3 Metal Thickness (6 tests) 1x $4 Minor Repairs (40 hours) 1x $

32Bidder’s Name:________________________________


Cost Evaluation WorksheetROV SERVICE ONLY



5 Set-up Fee for Elevated and Standpipe Tanks (4 tanks) 1x $6 WA Mobilization Charge (9 jobs) 1x $

E Sum of Total Extended Cost (summed of above line items) $

F Minus Prompt Payment Discount _________%, multiply above line by discount: (line for use by Office of State Procurement) -$

GSum of any other any applicable in-state reciprocity, and any other

discount/preferences/reciprocities that may apply: (line for use by Office of State Procurement)

$

H Total Cost for Evaluation $

End of Document

33Bidder’s Name:________________________________

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