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STATE OF WASHINGTON

Department of Fish and Wildlife REQUEST FOR BIDS (RFB)

NUMBER 15-00012

Project Title:

GEODUCK TRACEABILITY STUDY

Proposals Due:

APRIL 6, 2015 12:00 NOON, OLYMPIA, WA USA

E-mailed bids will be accepted. Faxed bids will not.

Estimated Time Period for Contract: 6 MONTHS AFTER DATE OF AWARD THE AGENCY RESERVES THE RIGHT TO EXTEND THE CONTRACT, BASED ON NEED, AT ITS SOLE DISCRETION. ANY CONTRACT AWARDED AS A RESULT OF THIS PROCUREMENT IS CONTINGENT UPON THE AVAILABILITY OF FUNDING.

Consultant Eligibility: THIS PROCUREMENT IS OPEN TO THOSE VENDORS THAT SATISFY THE MINIMUM QUALIFICATIONS STATED HEREIN AND THAT ARE AVAILABLE FOR WORK IN WASHINGTON STATE. Contents of the Request for Bid: 1.

General Information

2.

Preparing and Submitting A Bid

3.

Bid Selection and Award Process

4.

Bid Requirements

5.

Bid Opening & Evaluation Process

6.

References

7.

Checklist Summary, Appendices, and Required Forms Bid Documents

Attachment

Certifications and Assurances

1

Management Proposal

2

Technical Proposal

3

Price proposal

4

References

5

Request and Authorization to Release Information

6

WDFW RFB #15-00012

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Table of Contents

1. GENERAL INFORMATION .............................................................................................................4 1.1 INTRODUCTION AND BACKGROUND ....................................................................................................4 1.2 SCOPE OF THE PROJECT ...................................................................................................................4 1.3 MINIMUM QUALIFICATIONS .............................................................................................................5 1.4 DEFINITIONS .................................................................................................................................5 1.5 RFB COORDINATOR .......................................................................................................................6 1.6 CLARIFICATION / REVISIONS TO THE RFB .............................................................................................6 1.7 REASONABLE ACCOMMODATIONS .....................................................................................................6 1.8 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES .............................................................................6 1.9 CONTRACT TERM ...........................................................................................................................7 1.10 CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES ...............................................................7 1.11 NO OBLIGATION TO CONTRACT .......................................................................................................7 1.12 COMMITMENT OF FUNDS...............................................................................................................7 1.13 MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION .....................................................................7 1.14 ELECTRONIC PAYMENT ..................................................................................................................7 1.15 VENDOR WEBS REGISTRATION .......................................................................................................7 2. 2.1 2.2 2.3 2.4 2.5 2.6 2.7

PREPARING AND SUBMITTING A BID............................................................................................8 GENERAL INSTRUCTIONS ..................................................................................................................8 INCURRING COSTS..........................................................................................................................8 SUBMITTING THE BID ......................................................................................................................8 PROPRIETARY INFORMATION / PUBLIC DISCLOSURE ...............................................................................8 BID ORGANIZATION AND FORMAT .....................................................................................................9 ORAL PRESENTATIONS ....................................................................................................................9 WITHDRAWAL OF BIDS....................................................................................................................9

3. BID SELECTION AND AWARD PROCESS ....................................................................................... 10 3.1 PRELIMINARY EVALUATION ............................................................................................................ 10 3.2 BID SCORING .............................................................................................................................. 10 3.3 EVALUATION CRITERIA .................................................................................................................. 10 3.4 RIGHT TO REJECT BIDS AND NEGOTIATE CONTRACT TERMS .................................................................... 10 3.5 MOST FAVORABLE TERMS ............................................................................................................. 10 3.6 AWARD AND FINAL OFFERS ............................................................................................................ 11 3.7 NOTIFICATION OF INTENT TO AWARD ............................................................................................... 11 3.8 ACCEPTANCE PERIOD .................................................................................................................... 11 3.9 CONTRACT AND GENERAL TERMS AND CONDITIONS ............................................................................. 11 3.10 DEBRIEFING OF UNSUCCESSFUL BIDDERS ......................................................................................... 11 3.11 PROTEST PROCEDURE ................................................................................................................. 11 4. BID REQUIREMENTS .................................................................................................................. 13 MANDATORY REQUIREMENTS ................................................................................................................. 13 4.1 BID COMPONENTS (NOT SCORED) ................................................................................................... 13 4.2 BID COMPONENTS (SCORED) .......................................................................................................... 14 4.3 OMWBE CERTIFICATION (OPTIONAL) .............................................................................................. 15 WDFW RFB #15-00012

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5. 5.1 5.2 5.3

BID OPENING & EVALUATION PROCESS...................................................................................... 16 BID OPENING.............................................................................................................................. 16 EVALUATION PROCESS .................................................................................................................. 16 RANKING OF PROPOSALS ............................................................................................................... 16

6.

REFERENCES .............................................................................................................................. 17

7. CHECKLIST SUMMARY, APPENDICES AND REQUIRED FORMS ...................................................... 18 7.1 CHECKLIST .................................................................................................................................. 18 7.2. RFB APPENDICES........................................................................................................................ 19

7.2.

A | Scope of Services B | Agency Contacts C | Project Timeline D | Goods and Services Contract Contract General Terms and Conditions Contract/Project Summary RFB ATTACHMENTS .................................................................................................................... 32 1 | Certifications and Assurances 2 | Management Proposal 3 | Technical Proposal 4 | Price Proposal 5 | References 6 | Request and Authorization to Release Information

WDFW RFB #15-00012

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1. GENERAL INFORMATION 1.1

Introduction and Background

The Washington Department of Fish & Wildlife (“WDFW” or “Agency”) is initiating this Request for Bid (RFB) to solicit proposals from vendors interested in providing Need-Gap Analysis of the commercial geoduck industry to better understand vulnerabilities with current processes, and identify ways to improve the current system. Through this RFB, WDFW is seeking to enter into a contract to conduct a geoduck traceability study to obtain a better understanding on how state agencies can better protect the public health of consumers and the economic prosperity of Washington by assuring the sale or distribution of shellfish from safe sources and assuring shellfish have not been adulterated during cultivating, harvesting, processing, shipping, or handling. This work shall include a major stakeholder process in developing, implementing, and testing a solution-design for a web-based program. This RFB is designed to provide vendors with information necessary for the preparation of its competitive bid proposal. The RFB process is for the Agencies’ benefit and is intended to provide Agencies with competitive information to assist in the selection process. It is not intended to be comprehensive. Each vendor is responsible for determining all factors necessary for submission of a comprehensive bid proposal. Vendors should be aware of the limitations of the project scope, and proposal timeline. Subject to the provisions written in this RFB, the maximum term of any contract resulting from this RFB shall begin immediately after date of contract execution. The Contract may be amended (the ‘Anticipated Amendments’) for the purpose of extending the term of the Contract and the maximum not-to-exceed compensation payable under the Contract or to modify the Services to be provided by the Contractor. At the option of WDFW, and upon written amendment, the Contract may be amended for one additional 3-month period. The maximum duration of the Contract, including amendments, will not exceed 9-months. This solicitation process shall be carried out pursuant to applicable Washington Revised Statutes and Washington Administrative Rule. This RFB is open to all independent contractors who submit a written response (‘Proposal’) which complies with the Mandatory Proposal Contents described in Section 4, hereinafter the ‘Proposer(s)’. DFW has authority to conduct this project under Chapter 39.26, RCW.

Background Mandated by RCW 79.105.030, the Department of Natural Resources (DNR) has proprietary rights over the State’s sub-tidal geoduck resources, determines beds for harvest, and auctions the right to harvest geoducks to private companies. The DNR harvest agreement, awarded to successful bidders at auction, is the legal document that binds the State with the harvest companies; RCW 79.135.210. DNR marks the tracts, appraises the resource value, schedules and supervises an on-site test harvests, conducts public auctions of geoduck resources, maps and surveys tracts, secures all necessary local government shoreline permits, and enforces contract provisions and State laws regarding geoduck harvest. The Department of Fish and Wildlife (WDFW), and the Department of Health (DOH) have statutory responsibility to enforce provisions of Chapter 69.30 RCW, and Chapter 246-285 WAC, which are directed at protecting human health impacts associated with commercial molluscan shellfish operations. WDFW and DOH are also under obligation to ensure each agency fulfills its requirements for enforcement and patrols as outlined in the federal National Shellfish Sanitation Program (NSSP).

1.2

Scope of the Project

Data analysis of the commercial geoduck industry is critical to creating an easy-to-use and low cost traceability system that ensures only legal/safe product enters the market, thereby helping the State make informed decisions, understand the full shellfish commercial harvest process better, and track program effectiveness.

WDFW RFB #15-00012

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WDFW is seeking a vendor with expertise in data analysis, data integration, record keeping, product trace-back/trace-up, process mapping, vendor training, pilot project implementation in the commercial geoduck industry, and to provide a Need-Gap Analysis of the commercial geoduck traceability within Washington State. 

WDFW is the point agency in the collaborative effort with DNR and DOH to collect and coordinate the review and responses to deliverables received. WDFW will provide stakeholder candidates for the Phase II Micro-Pilot.



Provide a per hour cost for data analysis services that can be used to determine costs for projects, that will include consulting, data mining, statistical analysis, market research and reporting.



Provide a work plan described in the Technical Proposal.



Submit a draft and final pilot proposals and reports according to the Deliverable Schedule.

1.3

Minimum Qualifications

Minimum qualifications include:

1.4



Licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor.



At least one year past experience tracing commercial geoduck/shellfish products from place of origin to final destination.



Experience mapping commercial shellfish processes (who harvested it, when, where, and how), noting weaknesses, vulnerabilities, and areas of concern.



Experience working with stakeholders (state government, processors, distributors, retailers, markets) to identify ways to improve current processes.



Experience implementing commercial shellfish record-keeping/product movement tracking records management systems.

Definitions

Definitions for the purposes of this RFB include: Agency | WDFW – The Department of Fish and Wildlife is the agency of the state of Washington that is issuing this RFB. These terms are used interchangeable throughout this RFB. Apparent Successful Contractor – The Firm selected as the entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract. Collaborative Partnership – Washington Department of Fish and Wildlife (WDFW); Department Natural Resources (DNR); and Department of Health (DOH) Consultant | Firm | Vendor | Bidder – these terms are used interchangeable to mean the individual or company interested in the RFB; and may, or does submit a proposal in order to attain a contract with the AGENCY. Contractor – Individual or Firm whose proposal has been accepted by the AGENCY and is awarded a fully executed, written contract. Proposal | Bid– these terms are used interchangeable to mean the Vendor’s formal response submitted in to this solicitation. Bidder - Individual or Firm that submits a bid in order to attain a contract with the AGENCY. Request for Bids (RFB) – Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of this RFB is to permit the consultant community to suggest various approaches to meet the State’s need. WEBS – The Washington’s Electronic Business Solution is an on-line database providing procurement information and vendor notification services.

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1.5

RFB Coordinator

The RFB Coordinator is the sole point of contact in the AGENCY for this procurement. All communication between the Consultant and the AGENCY upon release of this RFB shall be with the RFB Coordinator, as follows: Name

Janice Jackson

E-Mail Address

[email protected]

Mailing Address

600 Capitol Way North Olympia, WA 98501-1091

Physical Address for Delivery

Natural Resources Building 1111 Washington Street SE Olympia, WA 98501

Phone Number

360-902-2444

Fax Number

360-902-2941

Any other communication will be considered unofficial and non-binding on the AGENCY. Consultants are to rely on written statements issued by the RFB Coordinator. Communication directed to parties other than the RFB Coordinator may result in disqualification of the Consultant.

1.6

Clarification / Revisions to the RFB

In the event it becomes necessary to revise any part of this RFB, addenda will be published on WEBS. For this purpose, the published questions and answers and any other pertinent information shall be provided as an addendum to the RFB and published on that website. WDFW also reserves the right to cancel or to reissue the RFB in whole or in part, prior to execution of a contract.

1.7

Reasonable Accommodations

The AGENCY complies with the Americans with Disabilities Act (ADA). Vendors may contact the RFB Coordinator to receive this Request for Bids in an alternative format.

1.8

Estimated Schedule of Procurement Activities

WDFW reserves the right to revise this schedule. ACTIVITY

DATE

Advertise Request for Bids on WEBS

03/09/2015

Last Day to Submit Written Questions

03/23/2015

Issue Official Answers to Questions & Last Addendum to RFB

03/30/2015

Proposals Due

04/06/2015

Evaluate Proposals Notify Firms of Intent to Award Debriefing Conferences, if requested Negotiate Contract Begin Contract Work

WDFW RFB #15-00012

04/09 - 04/13/2015 04/13/2015 04/23/2015 to 04/27/2015 04/16/2015 Immediately after date of contract execution

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1.9

Contract Term

Any contract resulting from this RFB is tentatively scheduled to end 6-months from the date of execution, with an option by mutual agreement of WDFW and Contractor, to renew for an additional 3-month period, if needed.

1.10

Contracting with Current or Former State Employees

Specific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 of the Revised Code of Washington. Proposers should familiarize themselves with the requirements prior to submitting a proposal that includes current or former state employees.

1.11

No Obligation to Contract

This RFB does not obligate the state of Washington or the AGENCY to contract for services specified herein.

1.12

Commitment of Funds

The Director of the AGENCY, or his delegate, is the only individual who may legally commit the AGENCY to the expenditures of funds for a contract resulting from this RFB. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

1.13

Minority & Women-Owned Business Participation

In accordance with chapter 39.19 RCW, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis. However, no preference will be included in the evaluation of proposals, and no minimum level of MWBE participation shall be required as a condition for receiving an award. Proposals will not be rejected or considered non-responsive on that basis. The established annual procurement participation goals for MBE is 10% and for WBE, 4%, for this type of project. These goals are voluntary. For information on certified firms, consultants may contact OMWBE at 360/753-9693 or http://www.omwbe.wa.gov.

1.14

Electronic Payment

The state of Washington prefers to utilize electronic payment in its transactions. The successful contractor will be provided a form to complete with the contract to authorize such payment method.

1.15

Vendor WEBS Registration

Vendors wishing to sell its goods and or services to the State are required to register in WEBS. Vendors may access WEBS on the Internet at https://fortress.wa.gov/ga.webs/. Vendors will receive an e-mail message each time a State agency posts a Request for Bid in the Vendor’s designated commodity/service area(s). WEBS is a self-maintained system. Vendors are responsible for updating its registration information. This project is advertised under Consulting Services Commodity Code 918-46 – Feasibility Studies Consulting.

WDFW RFB #15-00012

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2. PREPARING AND SUBMITTING A BID 2.1

General Instructions

The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor's proposal plus references and any required on-site visits or oral interviews. Failure to respond to each of the requirements in the RFB may be basis for rejecting a bid. Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.2

Incurring Costs

The State of Washington will not be liable for any costs incurred by the Firm in preparation of a proposal submitted in response to this RFB, in conduct of a presentation, or any other activities related to responding to this RFB

2.3

Submitting the Bid

Bids must be RECEIVED BY THE RFB COORDINATOR no later than 12:00 NOON, PACIFIC DAYLIGHT

TIME, IN OLYMPIA, W ASHINGTON, ON MONDAY, APRIL 6, 2015. Bids must be submitted electronically as an attachment to an e-mail to Janice Jackson, the RFB Coordinator, at the e-mail address listed in Section 1.5. Attachments to e-mail shall be in Microsoft™ Word format or PDF. Zipped files cannot be received by WDFW and cannot be used for submission of proposals. The cover submittal letter, Certifications and Assurances form must have a scanned signature of the individual within the organization authorized to bind the Vendor to the offer. WDFW does not assume responsibility for problems with Vendor’s e-mail. Appropriate allowances will be made if the WDFW email is not working. Bids may NOT be transmitted using facsimile transmission. Vendors should allow sufficient time to ensure timely receipt of its bid by the RFB Coordinator. Late bids will not be accepted and will be automatically disqualified from further consideration, unless the AGENCY’S e-mail is found to be at fault. All bids and any accompanying documentation become the property of WDFW and will not be returned.

2.4

Proprietary Information / Public Disclosure

Bids submitted in response to this competitive procurement shall become the property of WDFW. All bids received shall remain confidential until the contract, if any; resulting from this RFB is signed by the Director of WDFW, or his Designee, and the apparent successful Bidder. Thereafter, the bids shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW). Any information in the bid that the Vendor desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other State or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Firm is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored. If a public records request is made for the information that the Firm has marked as "Proprietary Information” the AGENCY will notify the Firm of the request and of the date that the records will be released to the requester unless the Firm obtains a court order enjoining that disclosure. If the Firm fails to obtain the court order enjoining disclosure, the AGENCY will release the requested information on the date specified. If a Firm obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other State or federal law that provides for nondisclosure, the AGENCY shall maintain the confidentiality of the Firm’s information per the court order.

WDFW RFB #15-00012

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A charge will be made for copying and shipping, as outlined in RCW 42.56. No fee shall be charged for inspection of contract files; however a twenty-four (24) hour notice to the RFB Coordinator is required. All requests for information should be directed to the RFB Coordinator.

2.5 Bid Organization and Format Electronic Bids Bids must be written in English and submitted electronically to the RFB Coordinator in the order noted below: Bids should be organized and presented in the same order as presented in this document with the same headings. Each heading and subheading should be separated by tabs or otherwise clearly marked. This will not only be helpful to the evaluators, but should assist the Vendor in preparing a thorough response. The RFB sections which should be submitted or responded to are: 1. Letter of Submittal 2. Signed Certifications and Assurances 3. Management Proposal 4. Technical Proposal 5. Price Proposal 6. References 7. Request and Authorization to Release Information The Vendor must submit its Price Proposal on the form provided in the attachments according to the instructions provided. Failure to provide any requested information in the prescribed format may result in disqualification of the bid.

2.6

Oral Presentations

Top scoring Firms based on an evaluation of the written bid may be required to participate in interviews to support and clarify their bids, if requested by WDFW. The State will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the Bidder. Failure of a Firm to interview on the date scheduled may result in rejection of the Firm’s bid.

2.7

Withdrawal of Bids

Bids shall be irrevocable until contract award, unless the bid is withdrawn. Firms may withdraw a bid in writing at any time up to the Bid closing date and time or upon expiration of 7 days after the due date and time if received by the RFB Coordinator. To accomplish this, the written request must be signed by an authorized representative of the Firm and submitted to the RFB Coordinator. If a previously submitted bid is withdrawn before the bid due date and time, the Firm may submit another bid at any time up to the bid closing date and time.

WDFW RFB #15-00012

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3. BID SELECTION AND AWARD PROCESS 3.1

Preliminary Evaluation

All bids will be reviewed by the RFB Coordinator to determine compliance with administrative requirements and instructions specified in this RFB. The Firm is specifically notified that failure to comply with any part of the RFB may result in rejection of the bid as non-responsive. WDFW also reserves the right at its sole discretion to waive minor administrative irregularities.

3.2

Bid Scoring

Accepted bids will be reviewed by an evaluation committee and scored against the stated criteria. A Firm may not contact any member of an evaluation committee except at WDFW’s direction. The Evaluation Committee may review references, request interviews, and/or conduct on-site visits and use the results in scoring the bids. The evaluation committee's scoring will be tabulated and bids ranked based on the numerical scores received.

3.3

Evaluation Criteria

The proposals will be scored using the following criteria:

DESCRIPTION

POINT VALUE

Management Proposal Project Management | Staff Qualifications & Experience 45

Shellfish Traceability Experience References Technical Proposal Project Approach | Methodology Quality of Work Plan

35

Project Schedule Project Deliverables Price Proposal

20 TOTAL POINTS

3.4

100

Right to Reject Bids and Negotiate Contract Terms

WDFW reserves the right to reject any and all bids. WDFW may negotiate the terms of the contract, including the award amount, with the selected Firm prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring bidder, the AGENCY may negotiate a contract with the next highest scoring bidder.

3.5

Most Favorable Terms

WDFW reserves the right to make an award without further discussion of the bid submitted. Therefore, the bid should be submitted initially on the most favorable terms which the Firm can bid. There will be no best and final offer procedure. WDFW does reserve the right to contact a Firm for clarification of its bid. The Apparent Successful Contractor should be prepared to accept this RFB for incorporation into a contract resulting from this RFB. Contract negotiations may incorporate some, or the Firm’s entire bid. It is understood that the bid will become a part of the official procurement file on this matter without obligation to the AGENCY.

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3.6

Award and Final Offers

WDFW will compile the final scores (Management, Technical, and Price) for each bid received. The award will be granted to the highest scoring bidder.

3.7

Notification of Intent to Award

WDFW will notify the Apparently Successful Contractor of its selection in writing upon completion of the evaluation process. Individuals or firms whose bids were not selected for further negotiation or award will be notified through WEBS.

3.8

Acceptance Period

Bidders must provide 60 days for acceptance by AGENCY from the due date for receipt of bids.

3.9

Contract and General Terms and Conditions

The apparent successful Firm will be expected to enter into a contract which is substantially the same as the sample contract and its general terms and conditions appended to this RFB. In no event is a Vendor to submit its own standard contract terms and conditions in response to this solicitation. The Contractor may submit exceptions as allowed in the Certifications and Assurances form. All exceptions to the contract terms and conditions must be submitted and appended to the Certifications and Assurances form. The AGENCY will review requested exceptions and either accept or reject the same at its sole discretion.

3.10

Debriefing of Unsuccessful Bidders

Any Firm who has submitted a bid and been notified that they were not selected for contract award may request a debriefing. The request for a debriefing conference must be received by the RFB Coordinator within three (3) business days after the Unsuccessful Bidder Notification is released to the Vendor from WEBS. Debriefing requests must be received by the RFB Coordinator no later than 5:00 PM, local time, in Olympia, Washington on the third business day following the transmittal of the Unsuccessful Bidder Notification. The debriefing must be held within three (3) business days of the request. Discussion at the debriefing conference will be limited to the following:   

Evaluation and scoring of the Vendor’s bid. Critique of the bid based on the evaluation. Review of bidder’s final score in comparison with other final scores without identifying the other firms.

Comparisons between bids or evaluations of the other bidders will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

3.11

Protest Procedure

Protests may be made only by Firms who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Firm is allowed three (3) business days to file a protest with the RFB Coordinator. Protests must be received by the RFB Coordinator no later than 4:30 PM, local time, in Olympia, Washington on the third business day following the debriefing. Protests may be submitted by e-mail, but must then be followed by the document with an original signature. Vendors protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Vendors under this procurement. All protests must be in writing, addressed to the RFB Coordinator, and signed by the protesting party or an authorized Agent. The protest must state the RFB number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included. Only protests stipulating an issue or fact concerning the following subjects shall be considered. WDFW RFB #15-00012

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  

A matter of bias, discrimination or conflict of interest on the part of an evaluator. Errors in computing the score. Non-compliance with procedures described in the procurement document or WDFW policy

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a bid, or 2) WDFW’s assessment of its own and/or the Collaborative Partnership’s needs or requirements. Upon receipt of a protest, a protest review will be held by WDFW. The AGENCY Director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. In the event a protest may affect the interest of another Vendor that also submitted a proposal, such Vendor will be given an opportunity to submit its views and any relevant information on the protest to the RFB Coordinator. The final determination of the protest shall: 

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



Find only technical or harmless errors in the AGENCY’s acquisition process and determine the AGENCY to be in substantial compliance and reject the protest; or



Find merit in the protest and provide the AGENCY options which may include: -- Correct the errors and re-evaluate all proposals, and/or --Reissue the solicitation document and begin a new process, or --Make other findings and determine other courses of action as appropriate.

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

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4. BID REQUIREMENTS Mandatory Requirements Items marked “mandatory” must be included as part of the bid for the bid to be considered responsive; however, these items are not scored. Items marked “scored” are those that are awarded points as part of the evaluation conducted by the evaluation team.

4.1

Bid Components (Not Scored) 4.1.1

Letter of Submittal, and Certifications and Assurances

The Letter of Submittal, and the Certifications and Assurances form – Attachment 1 must be signed and dated by a person authorized to legally bind the Firm to a contractual relationship, e.g., the President or Executive Director if a corporation; the managing partner if a partnership; or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter of Submittal is to include the following information about the Firm and any proposed subcontractors: 1. Name, address, principal place of business, telephone number, and fax number/e-mail address of legal entity or individual with whom contract would be written. 2. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.). 3. Legal status of the Firm (sole proprietorship, partnership, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists. 4. Federal Employer Tax Identification number or Social Security number and the Washington Uniform Business Identification (UBI) number issued by the state of Washington Department of Revenue. If the Firm does not have a UBI number, the Firm must state that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor. 5. Location of the facility from which the Firm would operate. 6. Identify any state employees or former state employees employed or on the firm’s governing board as of the date of the bid. Include their position and responsibilities within the Firm’s organization. If following a review of this information, it is determined by the AGENCY that a conflict of interest exists, the Firm may be disqualified from further consideration for the award of a contract.

4.1.2

References

Bidder must provide at least three current business references for whom work has been accomplished and briefly describe the type of service provided. List names, addresses, telephone numbers, and fax numbers/e-mail addresses of all references for the Vendor. Do not include current AGENCY or staff of the Collaborative Partnership as references. WDFW reserves the right to contact any potential references obtain through our own sources, and use all available information to inform the award process. By submitting a bid in response to this RFB, the Vendor and its team members grant permission to AGENCY to contact these references and others, who from AGENCY’s perspective may have pertinent information. AGENCY may or may not, at AGENCY’s discretion, contact references. The AGENCY may evaluate references at the AGENCY’S discretion.

4.1.3

Bidder and Sub-contractors State Employees or Contractors

1. If the bidder or any of its subcontractors contracted with the state of Washington during the past 24 months, indicate the name of the agency, the contract number and project description and/or other information available to identify the contract. 2. If the Bidder’s staff or subcontractor’s staff was an employee of the state of Washington during the past 24 months, or is currently a Washington State employee, identify the individual by name, the agency previously or currently employed by, job title or position held and separation date.

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3. If the Bidder has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the contractor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Firm, or (b) litigated and such litigation determined that the Firm was in default. 4. Submit full details of the terms for default including the other party's name, address, and phone number. Present the Firm’s position on the matter. The AGENCY will evaluate the facts and may, at its sole discretion, reject the bid on the grounds of the past experience. If no such termination for default has been experienced by the Firm in the past five years, so indicate.

4.2

Bid Components (Scored)

This section of the RFB identifies areas that WDFW has determined are necessary to evaluate whether the vendor can successfully accomplish the services required by this RFB. Vendors shall clearly address each of the areas identified. These elements will be evaluated and assigned points as indicated. In responding, use Attachments 2, 3 and 4, as indicated. Provide full, direct, and substantive responses. The Vendor’s failure to comply with the instructions or submittal of an incomplete bid may result in the bid being deemed non-responsive, except that WDFW reserves the right to waive minor irregularities.

PROPOSALS NOT IN COMPLIANCE WITH THE FOLLOWING MANDATORY REQUIREMENTS WILL BE REJECTED. 4.2.1

Management Proposal - Attachment 2

45 points

1. Vendor’s General Information and Project Management a) The Vendor shall provide basic corporate and sub-contractor information to include, but not be limited to, ownership, size, relationship with larger owner, financial resources, date of incorporation, and staffing locations. b) The Vendor shall provide a description of the proposed project team structure and internal controls to be used during the course of the project, including any subcontractors. Provide an organizational chart of your firm indicating lines of authority for personnel involved in performance of this potential contract and relationships of this staff to other programs or functions of the firm. This chart must also show lines of authority to the next senior level of management. Include who within the firm will have prime responsibility and final authority for the work. c) The Vendor should identify staff, including sub-contractors, who will be assigned to the potential contract, indicating the responsibilities and qualifications of such personnel, and include the amount of time each till be assigned to the project. Provide résumés’ for the named staff, which include information on the individual’s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information. The Vendor must commit that staff identified in its bid to actually perform the assigned work. Any staff substitution must have prior approval of WDFW. 2. Experience of the Vendor a) Indicate the experience of the Vendor and any sub-contractors have in shellfish traceability systems, including the administration and management of identifying current processes, providing solutions, working with industry stakeholders, and implementing solutions. b) Indicate other relevant experience that indicates the qualifications of the Vendor, and any sub-contractors, for the performance of the potential contract. c) Include a list of contracts the Vendor has had during the last five years that relate to the Vendor’s ability to perform the services needed under this RFB. List contract reference numbers, contract period of performance, contract persons, telephone numbers, and fax numbers/e-mail addresses.

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4.2.2

Technical Proposal - Attachment 3

35 points

The Technical Proposal must contain a comprehensive description of services including the following elements: 1. Project Approach | Methodology – Include a complete description of the Vendor’s proposed approach and methodology for the project. This section should convey the Vendor’s understanding of the proposed project. 2. Work Plan – Include all project requirements and the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this RFB. This section of the technical proposal must contain sufficient detail to convey to members of the evaluation team the Vendor’s knowledge of the subjects and skills necessary to successfully complete the project. You must specifically address the following: a) Identifying current commercial geoduck traceability in Washington State b) Identifying solutions to gaps in the traceability process c) Working with industry stakeholders d) Training and implementing possible traceability solutions with pilot group e) Scalability of possible solutions 3. Project Schedule - Include a project schedule indicating when the elements of the work will be completed, and when deliverables will be provided. 4. Deliverables – Fully describe deliverables to be submitted under the proposed contract. Deliverables must support the requirements set forth in Section 1.2, Scope of the Project.

4.2.3

Price Proposal - Attachment 4

20 points

The evaluation process is designed to award this procurement not necessarily to the Vendor of least cost, but rather to the Vendor whose proposal best meets the requirements of this RFB. The score for the price proposal will be computed by dividing the lowest price bid received by the Vendor’s total cost. The resultant number will be multiplied by the maximum possible points for the cots section. Bids not containing this information may be considered non-responsive and be rejected by the AGENCY.

Identification of Costs Identify all costs in U.S. dollars including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The Vendor is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Contractors are required to collect and pay Washington state sales and use taxes, as applicable. Costs for sub-contractors are to be broken out separately. Please note if any sub-contractors are certified by the Office of Minority and Women’s Business Enterprises.

4.3

OMWBE Certification (Optional)

Include proof of certification issued by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) if certified minority-owned firm and/or women-owned firm(s) will be participating on this project. For information visit: http://www.omwbe.wa.gov.

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5. BID OPENING & EVALUATION PROCESS 5.1

Bid Opening

Bids will not be opened at the bid delivery location, and at the time the bids are disqualified on the cover page of this RFB. In accordance with Chapter 39, RCW WDFW shall make available the identity of all Bidders after the opening of the bids; and bids will be available for inspection at the specified delivery location after the Notice of Intent to Award a contract is issued. No information shall be given to any Vendor relative to their standing with other bids during the RFB process until a Notice of Intent to Award has been issued.

5.2

Evaluation Process

WDFW will conduct an evaluation of the responses received to this solicitation in accordance with requirements stated in this solicitation and any addenda issued An Evaluation Committee will be established to evaluate and score the Scored Proposal Components. Any attempt by a Vendor to improperly influence a member of the Evaluation Committee during the bid review and evaluation process will result in the elimination of that Vendor’s bid from consideration. The evaluation of the responses will be conducted in up to four phases: Phase 1: Evaluation of Mandatory Proposal Components Phase 2: Evaluation of Scored Proposal Components Phase 3: Ranking of Proposals Phase 4: Interview(s), if necessary Evaluation of Mandatory (pass/fail) Proposal Components The purpose of this phase is to determine if the bid meets the Mandatory Proposal requirements listed in Section 4. Bids will be reviewed by the Contracts Officer to determine if they are complete. Complete bids will be forwarded to the Evaluation Committee for evaluation and scoring. Evaluation of Scored Proposal Components Bids will be scored according to how well the Vendor responds to each of the elements described in Section 4, Scored Bid Components. Each member of the Evaluation Committee will evaluate the Scored Bid Components of each bid, rank the bids, and identify the apparent successful vendor. The evaluation process is designed to award this procurement not necessarily to the Vendor of least cost, but rather to the Vendor whose bid proposal best meets the requirements of this RFB. However, Vendors are encouraged to submit bids which are consistent with State government efforts to conserve state resources.

Points Possible

5.3

Scored Proposal Component

45

MANAGEMENT

35

TECHNICAL

20

PRICING

100

Total Maximum Points Possible

Ranking of Proposals

Points awarded to each Scored Proposal Component will be added together to determine the total score and the ranking of each Bid Proposal. WDFW reserves the right to award the contract to the Vendor whose bid is deemed to be in the best interest of WDFW and the state of Washington.

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6. REFERENCES RCW 69.30

http://apps.leg.wa.gov/rcw/default.aspx?cite=69.30 RCW 79.105.030

http://apps.leg.wa.gov/rcw/default.aspx?cite=79.105.030 RCW 79.135.210

http://apps.leg.wa.gov/rcw/default.aspx?cite=79.135.210 WAC 246-282

http://app.leg.wa.gov/wac/default.aspx?cite=246-282 National Shellfish Sanitation Program (NSSP)

http://www.fda.gov/Food/GuidanceRegulation/FederalStateFoodPrograms/ucm 2006754.htm

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7. CHECKLIST SUMMARY, APPENDICES and REQUIRED FORMS 7.1

Checklist

Proposals not containing this information may be considered non-responsive and be rejected by the Agency. Cover Letter Certification and Assurances Form, Attachment 1 Management Proposal, Attachment 2 Technical Proposal, Attachment 3 Price Proposal, Attachment 4 Vendor References, Attachment 5 Request and Authorization to Release Information, Attachment 6 Proposed Changes to Contract, if any; appended to attachment 1 Designation of Confidential and Proprietary Information, mark applicable pages

7.2.

RFB Appendices

A | Scope of Services B | Agency Contacts C | Project Timeline D | WDFW Goods and Services Contract Contract General Terms and Conditions Contract/Project Summary

7.2.

RFB Attachments

1 | Certifications and Assurances 2 | Management Proposal 3 | Technical Proposal 4 | Price Proposal 5 | References 6 | Request and Authorization to Release Information

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Appendix A

Scope of Services Washington State Department of Fish and Wildlife (WDFW) representing a collaborative partnership with Department of Natural Resources (DNR), and Department of Health (DOH) are in need of a contractor to provide:

Phase I Need-Gap Analysis: Map current commercial geoduck traceability in Washington State (WA) and note areas of concern, with an emphasis on identifying core vulnerabilities with current processes. Identify ways to improve the current system in terms of accuracy, timeliness, prevention of illegal geoduck from entering the market, enforcement of laws, and ease of obtaining traceability data. Then propose solutions to areas of concern. This all needs to be captured in a report to be submitted to WDFW. Deliverables:

Due Dates*:

DRAFT Need-Gap Analysis Report

28 days from date of execution

FINAL Need-Gap Analysis Report

14 days from WDFW** review & comments response

* Days are calculated in calendar days. A grace period of 14 additional days is included in the overall timeline (Exhibit D) to accommodate unforeseeable delays. All work must be completed six months from date of execution of contract. ** WDFW will be the point agency in the collaborative effort with DNR and DOH to collect and coordinate the review and responses to deliverables received. Report will need to include at a minimum: (By way of narrative and visual aids.)  Identify current commercial geoduck traceability in WA by way of a flow chart and narrative describing activities occurring at each step of the process. 

Provide results of identified gaps in current commercial geoduck traceability in WA. Also identify which specific steps within the flow chart where gaps are occurring and a description of the concerns. If possible, provide economic loss and health risks to consumers due to the gaps.



Provide options to address gaps at each of the steps with concerns in the flow chart. Also includes options derived from WA commercial geoduck industry input.



Contractor proposed solutions with three implementation versions and estimated costs1 by categories. Three (3) versions: minimal, moderate, and comprehensive 2 3.



Proposed solutions with three implementation versions and estimated costs by category with WA commercial geoduck industry input. Three (3) versions: minimal, moderate, and comprehensive. Minimal version should not include an electronic solution.



Each proposed solution needs to address pros and cons, to include but not limited to; costs, legislative changes needed, stakeholder work needed, and other implementation barriers.

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Phase II Micro-Pilot: WDFW will provide their preferred solution to the contractor. A limited pilot will be conducted on a few WA commercial geoduck businesses. The businesses shall be participating in the State Geoduck wild stock fishery at different points within the traceability process for a minimum of 28 days (one month) of active participation. WDFW will provide stakeholder candidates. Contractor will then be responsible for: 

Developing a relationship with pilot businesses



Coordination



Training



Providing any supplies and equipment needed to conduct a limited pilot. (See Exhibit D)

Deliverables:

Due Dates*: **

Draft Pilot Proposal

7 days from FINAL Need-Gap Analysis Report acceptance

Final Pilot Proposal

14 days from WDFW feedback submission of draft pilot proposal

Pilot Training Initiated

7 days from WDFW acceptance of pilot proposal

Begin Pilot (minimum 28 days long)

14 days from WDFW acceptance of pilot proposal

Draft Pilot Report

7 days from completion of pilot

Final Pilot Report

7 days from draft pilot report feedback

* Days are calculated in calendar days. A grace period of 14 additional days is included in the overall timeline (Exhibit D) to accommodate unforeseeable delays. All work must be completed six months from date of execution of contract. ** WDFW will be the point agency in the collaborative effort with DNR and DOH to collect and coordinate the review and responses to deliverables received. The results of the pilot will need to be documented in a report. This report must include the following:  Address what went well and lessons learned for each step in the process. 



List all identified barriers and potential solutions noted throughout the process. Barriers could include: o Enacting policy changes o Industry concerns o Technological challenges Recommended changes based on pilot results. Provide three (3) cost1 versions of implementation solutions: minimal, moderate, and high 2 3.

Also include cost estimates if proposed solution was applied to the entire commercial shellfish industry in Washington State.

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Appendix B

Agency Contacts

1

1

Please contact respective state agencies (Exhibit E) for additional staffing costs needed from proposed solutions: e.g.: 0.5 FTE Systems Administrator (ITS 5)

2 The three versions should be tiered based upon costs, i.e., minimal, moderate, and high. 3 The minimal version should not include additional software purchases as part of the solution

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