STATE OF WASHINGTON



State of Washington

DEPARTMENT OF GENERAL ADMINISTRATION

Office of State Procurement

Rm. 201 General Administration Building, P.O. Box 41017 ( Olympia, Washington 98504-1017 ( (360) 902-7400



INVITATION FOR BID (IFB)

MEDICAL PHYSICALS FOR WASHINGTON STATE PATROL (WSP)

|Contract Number | |BidDue Date & Time |

|06604 | |July 22, 2004- 2:00 PM. |

bids must be received& Stamped on or before the due date & time at this location:

210 11th AVe SW, Rm. 201, General Administration Building Olympia WA 98504-1017

SHEILA MOTT

State Procurement Officer

Phone (360) 902-7438

Fax (360) 586-2426

E-mail: smott@ga.

For a site map to the Capitol Campus, click .

Driving directions and parking information

Table of Contents

1 ANNOUNCEMENT AND SPECIAL INFORMATION 3

1.1 PUBLIC DISCLOSURE 3

1.2 SCOPE 3

2 SPECIFICATIONS 4

2.1 PURPOSE, BACKGROUND & SCOPE 4

2.2 MEDICAL REPORTS 5

2.3 SCHEDULING OF SERVICE 6

2.4 CANCELLATION POLICY 6

2.5 LEGAL ADVICE 6

2.6 TECHNICAL ASSISTANCE 6

2.7 COMPANY MANAGEMENT 6

2.8 EXPERIENCE OF BIDDER/CONTRACTOR 7

2.9 TECHNICAL QUALIFICATIONS 7

3 CHECK LIST 8

4 Bid Submittals 9

4.1 OFFER AND AWARD 9

4.2 BID INFORMATION 10

4.3 PRICE SHEETS 11

4.4 SUPPLEMENTAL INFORMATION 12

4.5 REFERENCES 14

4.6 ADDITIONAL COPIES OF BID RESPONSE 15

5 BID EVALUATION 16

5.1 EVALUATION / AWARD 16

5.2 EVALUATION CONFERENCE 16

6 CONTRACT REQUIREMENTS 16

6.1 RETENTION OF RECORDS 16

6.2 REPORTS 16

7 SPECIAL TERMS AND CONDITIONS 17

7.1 PRICING AND ADJUSTMENTS 17

7.2 CONTRACTOR PERFORMANCE 17

7.3 PURCHASING CARD ACCEPTANCE 18

7.4 BIDDER COMPLIANCE 18

ANNOUNCEMENT AND SPECIAL INFORMATION

Bidders are required to read and understand all information contained within this entire bid package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB. By responding to this IFB the bidder agrees to read and understand these documents. These documents are available on our website at .

In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless otherwise specified in this document):

• Using environmentally preferable products and products that exceed EPA guidelines

• Supporting a diverse supplier pool, including small, minority, and women-owned firms

• Featuring products made or grown in Washington

1 PUBLIC DISCLOSURE

Bid information, including price sheets, will not be available for public disclosure until after award of the contract. At the time of bid opening, only the name of the bidder and time of bid receipt will be read aloud.

2 SCOPE

1.2.1. PURPOSE: The purpose of this IFB is to establish a MANDATORY use contract for as needed purchases of MEDICAL PHYSICALS & RELATED SERVICES for the Washington State Patrol.

1.2.2. ESTIMATED USAGE: It is estimated that purchases over the initial two-year term of the contract will be approximately $90,000. Estimates are based on past usage history. The State does not guarantee any minimum purchases. Orders will be placed on an as needed basis.

1.2.3. PURCHASERS: The primary purchasers will be the Washington State Patrol.

Purchasing Cooperatives:

Based upon contractor’s agreement, the contract will be made available to political subdivisions which are members of the State of Washington Purchasing Cooperative (WSPC).

While use of the contract by members of the WSPC is optional, the state encourages them to use state contracts. 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. The state accepts no responsibility for payment by WSPC members. A list of Washington members is available on the Internet . Contractors shall not process state contract orders from unauthorized purchasers.

1.2.4. TERM: From September 1, 2004 to August 31, 2006 for a two year period with the option to extend for additional terms or portions. Extensions will be subject to mutual agreement. The total contract terms may not exceed six (6) years

SPECIFICATIONS

1 PURPOSE, BACKGROUND & SCOPE

2.1.1. PURPOSE: The Office of State Procurement on behalf of the Washington State Patrol (WSP) desires to establish a contract to provide physical examinations and fitness for duty evaluations for its officers and prospective employees. These examinations shall be for a variety of purposes, including but not limited to: new hires, promotions, specialty positions, fitness for duty and limited duty assignments. Although some physical examinations will be for industrial insurance claims, the majority will be to determine an individual’s fitness to perform certain duties against the agency’s standards (different criteria). In addition, the Contractor will provide non-recurrent in-house medical advice for the following:

• Referrals of personnel to other service providers providing specialized medical services.

• Assistance in evaluating WSP policies regarding physical standards for various positions and grade levels.

• Advice regarding recommended examinations, as well as, testing and treatment options

2.1.2 BACKGROUND: The WSP has a need to evaluate the health and fitness of its officers and employees before assigning them to certain hazardous duties. Evaluations consist primarily of physical evaluations with additional specialized tests, when required, to determine the capability of the employee to perform the duty being considered. Additionally, fitness for duty evaluations are required occasionally to determine that an individual is capable of continuing in a currently assigned duty. The WSP also requires periodic medical advice and counsel in evaluating risks, developing guidelines and updating department medical manuals to insure the standards for various positions and grade levels are appropriate.

2.1.3. SCOPE: Contractor shall provide the following services:

2.1.3.1. Basic Physical Examination: Will include the following:

• Height, weight, temperature, blood pressure, pulse and rate.

• Vision testing utilizing the Snellen chart or equal, and Ishihara color plates.

• Complete physical examination with attention given to the minimum standards referenced in the WSP Disqualification Manual.

• Laboratory testing to include:

|Glucose |BUN |Creatinine |

|Uric Acid |Sodium |Potassium |

|Chloride |CO2 |Calcium |

|Phosphorus |Total Protein |Albumin |

|Globulin |A/G Ratio |Triglycerides |

|Cholesterol |Total Bilirubin |Direct Bilirubin |

|GGT |Alk Phos |LDH |

|SGOT |SGPT |BUN/Crea |

|WBC |RBC |HGB |

|HCT |MCV |MCH |

|MCHC |Platelets |AGAP |

• Physician’s interpretation of above.

• Medical Report (see paragraph 2.2 below).

• File preparation and maintenance.

• Transcribing and editing.

2.1.3.2. Trooper Cadet Applicant: Basic Physical Examination, plus the following:

• Stress treadmill electrocardiogram.

• Drug and alcohol screening, including lab work, reporting results, to include:

|Amphetamines |Barbiturates |Benzodiazepines |

|Cannabinoid |Cocaine Metab |Methadone |

|Methaqualone |Opiates |Phencyclidine |

|Propoxyphene |Integrity Check |Alcohol screen, UR |

• Audiogram (Pure tone air only screening test).

• X-rays when indicated (physician discretion) based on history or findings of possible abnormalities.

• Pulmonary function screening to include complete spirometry including graphic record, total and timed vital capacity expiratory flow rate measurements and/or maximal voluntary ventilation..

2.1.3.3. Bomb Technician: Basic Physical Examination, plus the following:

• Electrocardiogram, only if age 35 and above. (However, please include for pricing purposes.)

2.1.3.4. SIRT Team: Basic Physical Examination, plus the following:

• Electrocardiogram, only if age 35 and above.

• Blood lead and mercury testing.

• PSA testing.

• Pulmonary function screening to include complete spirometry including graphic record, total and timed vital capacity expiratory flow rate measurements and/or maximal voluntary ventilation.

2.1.3.5. Fitness For Duty Panels: Contractor will be called upon to evaluate a WSP employee’s fitness for duty using the WSP Disqualification Manual, as well as, medical experience and judgement. In these cases, Contractor will assemble a panel consisting of one, two or three members, from the following specialties, as required:

|Allergist Neuro-Otologist |

|Cardiologist Neurosurgeon |

|Cardiothoracic Surgeon Neurologist |

|Dermatologist Orthopedic Surgeon |

|Endocrinologist Psychiatrist |

|Gastroenterologist Pulmonary Disease Specialist |

|Hand Specialist Urologist |

|Internal Medicine Specialist Vascular Surgeon |

2.1.3.6. Non-recurrent Medical Policy Advise: WSP has occasional need to review its programs, guidelines and policies to insure they are current and effective. Contractor may be asked to provide professional advice and judgment on policies based upon past experience evaluating public safety officers who work in a high-risk environment. Physicians may also be called upon to testify in person or by deposition for any of the services provided through this contract.

2 MEDICAL REPORTS

Due to the nature of fitness for duty evaluations, swift response is necessary for WSP to make employment and placement decisions without threatening the safety of the employee or others.

2.2.1. Written Reports: Written medical reports shall be provided within 10 calendar days of the service. Reports for any of the examinations or evaluations will include the following:

• Complete identification of the employee, with age, employee number and home address.

• The examining physician(s) and their specialties.

• Complaints and present illnesses.

• Medical, social, and family history.

• Review of systems.

• Physical examination and findings using established criteria.

• Laboratory tests and x-ray readings and results.

• Diagnoses, if any.

• Recommendations and discussion, if applicable.

• Disqualifying conditions based on established criteria.

2.2.2. Verbal Reports: Verbal reports shall be provided within 24 hours of the service. Due to the nature and requirements of WSP’s personnel decisions, Contractor may be called on occasion to provide a verbal evaluation of the findings within 24 hours.

3 SCHEDULING OF SERVICE

Contractor shall have the ability to schedule/provide the services required in paragraph 2.1.3. Upon one week’s notice as a matter of routine. WSP requires the flexibility of a cancellation policy which would allow cancellation of service with three working days notice at no cost. Cancellations would be rare.

4 CANCELLATION POLICY

No-show or cancellation policy allows for no-charge up to three full working days prior to the date of examination. The fee for cancellation with less than three-day notice may be allowed provided the charge is one-half or less than the standard examination fee.

5 LEGAL ADVICE

Contractor must have the able to provide in-house legal advice regarding medical issues, requiring familiarization with disability law and how it relates to employment issues.

6 TECHNICAL ASSISTANCE

Contractor must be able to provide technical assistance with special projects on a rare or occasional basis, including the development or assessment of agency medical manuals, disqualification standards, and other in-house medical issues.

7 COMPANY MANAGEMENT

Bidder shall provide the following requested information on the attachment titled supplemental information. (See Section 4.4.1.)

2.7.1. Provide a brief description of their business with special attention paid to providing physical examinations and fitness for duty evaluations for law enforcement officers. Of particular interest is whether the business has provided these services to state law enforcement officers, which have duties and physical requirements that differ from city/county agencies. Specify the number of years the business has provided these services. A minimum of three years is required.

2. Provide an organizational chart of the business indicating lines of authority for personnel that are planned to be involved in the performance of this contract and relationships of this staff to other programs and functions of the firm.

2.7.3. Provide a description of proposed project staffing/organization and how the project team will be managed during the course of this contract. Describe the extent to which subcontracting be used to meet contract service requirements.

4. Bidder shall identify responsibilities and qualifications of key staff members to be involved in the performance of this contract.

5. Bidder’s location for delivery of medical services must be within 45 miles of the WSP’s Human Resource Division (HRD), which is located in the Olympia/Lacey area. (For mileage determination, milepost 109 on Interstate 5 shall be the ending point.) HRD schedules applicants for examination as part of the hiring process. Excessive travel time would be disruptive for the agency as well as expensive for out-of-area applicants. Additionally, HRD may arrange for medical records or other documents, to be hand-carried to and from the Contractor without undue time, burden, or cost.

6. Bidder may be asked by the State Procurement Offices to submit financial information during bid evaluation to document the bidder’s financial resources and the stability of the business. Such information must be submitted within five business days of the request. Failure to submit requested information will be grounds to find the bid non-responsive.

8 EXPERIENCE OF BIDDER/CONTRACTOR

Bidder shall provide the following requested information on the attachment titled Supplemental Information. (See Section 4.4.2.)

1. Identify the specific individual to be assigned primary administrative responsibility for this contract. (Also, identify this person on the Bid Information page.) Discuss experience the Bidder/Contractor has had in providing these services to public safety officers, particularly for law enforcement organizations. Point out specifically the types of public safety officers by occupation and organization, and indicate the number of years the firm has been involved in doing so for each.

2. List contracts the Bidder has held during the past three years (or greater) that demonstrate the firm’s ability to perform the services identified herein. List contract reference numbers, period of performance, contact persons and telephone numbers.

3. Provide any performance measures which the Bidder/Contractor may have which would provide evidence of quality of work and commitment to superior customer focused service. This can include any formal measures which relate to the Contractor’s error rate, timeliness or overall performance in the delivery of service to customers. In addition, it can include customer evaluation measures or surveys.

9 TECHNICAL QUALIFICATIONS

Bidder shall provide the following requested information on the attachment titled Supplemental Information. (See Section 4.4.3.)

2.9.1 Identify each medical provider and their specialties (reference specialists listed in paragraph 3E. above) who will be involved in the performance of this contract. Verify that each provider is board certified and currently practicing in their specialty. Include a description of each provider’s experience, especially as it relates to performing fitness-for-duty examinations.

2.9.2. Describe your network or ability to refer clients to other specialty providers. Some extremely specialized examinations and/or diagnostic measures (e.g., a certified sleep disorders clinic) may require outsourcing, which should be readily available to the company as needed.

2.9.3. If one or a group of physicians are to act as Medical Review Officers, or have oversight authority for the other providers, please identify them and include a copy of their curriculum vitae.

CHECK LIST

This checklist is provided for bidder's convenience only and identifies the bid documents that are to be submitted with each package.

|Bid submittal entitled: Offer and Award | |

|Bid submittal entitled: Bid Information | |

|Bid submittal entitled: Supplemental Information | |

|Company Management | |

|Experience of Bidder/Contractor | |

|Technical Qualifications | |

|Bid submittal entitled: Price Sheets | |

|References | |

|Additional Copies of Bid Submittal | |

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Bid Submittals

1 OFFER AND AWARD

Bidders are required to read and understand all information contained within this entire bid package. There are some standard documents, which are referred to in this bid package that are not automatically printed or sent out with this bid. For example, Competitive Procurement Standards (Standard Terms and Conditions, Instructions to Bidders, Definitions), Sales/Service & Subcontractor Report are binding terms of this contract. It is important that you read and understand these documents. These documents are available on our website at . If you do not have Internet access, you may contact the State Procurement Officer to obtain copies of any and all documents contained in this bid package.

STANDARD DEFINITIONS revised 06/02/03

STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03

STANDARD TERMS AND CONDITIONS revised 06/02/03

Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document with an authorized signature constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities or personnel are available and established at the time of bid submittal.

|(Company Name) | |(Typed or Printed Name) |

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|(Address) | |(Title) |

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|(City) (State) (Zip) | |(Phone No.) |

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|(Federal Tax Identification Number) | |(Bidder’s Signature) (Date) |

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CONTRACT AWARD

(For State of Washington Use Only)

A contract is hereby awarded between the above company and the State of Washington, Office of State Procurement, Purchasing and Contract Administration, to be effective , Year 2004. This is a Partial/Total award for MEDICAL PHYSICALS FOR THE WASHINGTON STATE PATROL.

Authorized Signatures

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|Sheila Mott, State Procurement Officer | |(Date) |

2 3 BID INFORMATION

Bidder shall complete the following:

1. 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. Purchasing (Credit) Cards accepted Yes ______________ No ______________

(Washington State Purchasing card is VISA)

3. 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).

4. Authorized Representative:

|Primary Contact-Contract Administration |Usage Reports - Contract Administration |

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

|Customer Service/Order Placement | |

|Name: | | | |

|Telephone: | | | |

|Fax: | | | |

|Email: | | | |

5. Addresses

|Orders to be sent to: |Billing will be from: |Payment to be sent to: |

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4 PRICE SHEETS

4.3.1. PHYSICAL EXAMINATIONS AND FITNESS FOR DUTY EVALUATIONS:

|Description of Services |Est. Examinations Per Year |Price Per Examination |

|4.3.1.1. Basic Physical Examination |35/Year |$_________/Exam |

|(as defined in Specifications Section). | | |

|4.3.1.2. Trooper Cadet Applicant: Basic Physical Examination, |150/Year |$_________/Exam |

|plus - (as defined in | | |

|Specifications Section). | | |

|4.3.1.3. Bomb Technician: Basic Physical Examination, plus (as |10/Year |$_________/Exam |

|defined in Specifications Section). | | |

|4.3.1.4. SIRT Team: Basic Physical Examination, plus - (as |20/Year |$_________/Exam |

|defined in Specifications Section). | | |

4.3.2. FITNESS FOR DUTY PANELS:

Contractor assembled fitness for duty panels shall consist of one, two or three members, from the specialties listed in Specifications paragraph 3E. When a panel is required it shall be constituted at the Contractor’s facility.

4.3.2.1. Fitness for duty panels when no Psychiatrist is included:

4.3.2.1.1. The charge for a one-physician panel shall be $______/panel. (For bid evaluation purposes only, 4 1-physician panels shall be used.)

4.3.2.1.2. The charge for a two-physician panel shall be $______/panel. (For bid evaluation purposes only, 10 2-physician panels shall be used.)

4.3.2.1.3. The charge for a three-physician panel shall be $______/panel. (For bid evaluation purposes only, 1 3-physician panel shall be used.)

4.3.2.2. Fitness for duty panels when one member is a Psychiatrist:

4.3.2.2.1. The charge for a one-person panel shall be $_________/panel. (For bid evaluation purposes only, 5 1-person Psychiatrist panels shall be used.)

4.3.2.2.2. The charge for a two-person panel (one Psychiatrist and one other specialist) shall be $_________/panel. (For bid evaluation purposes only, 2 panels (1 Psychiatrist and 1 other specialist person panels 2-person panels shall be used.)

3.5.2.2.3. The charge for a three-person panel (one Psychiatrist and two other specialist) shall be $_________/panel. (For bid evaluation purposes only, 3 panels (1 Psychiatrist and 2 other specialist person panelists) shall be used.)

4.3.3. NON-RECURRENT MEDICAL POLICY ADVICE:

4.3.3.1. Contractor may be asked to provide professional advice and judgment on a variety of issues, reference Specifications, and paragraph 3.4.1.3.6. In such instances, the billing rate shall be $________/hour. (For bid evaluation purposes only, 40 hours shall be used.)

4.3.3.2. Contractor or other physicians may be called upon to testify in person or by deposition for any of the services provided through this contract. In such instances, the billing rate shall be $_______/hour, including travel time and the mileage rate identified above when applicable. (For bid evaluation purposes only, 10 hours shall be used.)

5 SUPPLEMENTAL INFORMATION

Bidders shall provide the following requested information. Where additional space is needed and/or where specifically requested, submit additional page(s) if more space is needed or attachments are required. Be sure to reference the applicable paragraph number below. Provide complete information, as responses will be used to evaluate non-cost factors during bid evaluation.

4.4.1. COMPANY MANAGEMENT:

4.4.1.1 Provide a brief description of the business, with special attention paid to providing physical examinations and fitness for duty evaluations for law enforcement officers. Of particular interest is whether the business has provided these services to state law enforcement officers, which have duties and physical requirements that differ from city/county agencies. Specify the number of years the business has provided these services. Reference Specifications paragraph 2.7.1.

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4.4.1.2. Provide an organizational chart of the business indicating lines of authority for personnel that are planned to be involved in the performance of this contract and relationships of this staff to other programs and functions of the firm. Reference Specifications paragraph 2.7.2.

4.4.1.3. Provide a description of proposed project staffing/organization and how the project team will be managed during the course of this contract. Describe the extent to which subcontracting be used to meet contract service requirements. Reference Specifications paragraph 2.7.3.

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4.4.1.4. In attached letter bidder shall identify responsibilities and qualifications of key staff members to be involved in the performance of this contract. Reference Specifications paragraph 2.7.4.

4.4.1.5. Bidder’s location for delivery of medical services must be within 45 miles of the WSP’s Human Resource Division (HRD), which is located in the Olympia/Lacey area. (For mileage determination, milepost 109 on Interstate 5 shall be the ending point.)Reference Specifications paragraph 2.7.5.

|Company Name: | |

|Location at which service will be provided | |

4.4.2. EXPERIENCE OF BIDDER/CONTRACTOR

4.4.2.1. Identify the specific individual to be assigned primary administrative responsibility for this contract. Discuss experience the Bidder/Contractor has had in providing these services to public safety officers, particularly for law enforcement organizations. Point out specifically the types of public safety officers by occupation and organization, and indicate the number of years the firm has been involved in doing so for each. Reference Specifications (as revised) paragraph 2.8.1.

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4.4.2.2. List contracts the Bidder has held during the past three years (or greater) that demonstrate the firm’s ability to perform the services identified herein. List contract reference numbers, period of performance, contact persons and telephone numbers. Reference Specifications paragraph 2.8.2.

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4.4.2.3. In attached letter provide any performance measures which the Bidder/Contractor may have which would provide evidence of quality of work and commitment to superior customer focused service. This can include any formal measures which relate to the Contractor’s error rate, timeliness or overall performance in the delivery of service to customers. In addition, it can include customer evaluation measures or surveys. Reference Specifications paragraph 2.8.3.

4.4.3. TECHNICAL QUALIFICATIONS:

4.4.3.1. In attached letter identify each medical provider and their specialties (reference specialists listed in bid specifications) who will be involved in the performance of this contract. Verify that each provider is board certified and currently practicing in their specialty. Include a description of each provider’s experience, especially as it relates to performing fitness-for-duty examinations. Reference Specifications paragraph 2.9.1.

4.4.3.2. Describe your network or ability to refer clients to other specialty providers. Some extremely specialized examinations and/or diagnostic measures (e.g., a certified sleep disorders clinic) may require outsourcing, which should be readily available to the company as needed. Reference Specifications paragraph 2.9.2.

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4.4.3.3. If one or a group of physicians are to act as Medical Review Officers, or have oversight authority for the other providers, please identify them in an attached letter and include a copy of their curriculum vitae. Reference Specifications paragraph 2.9.3.

6 REFERENCES

4.5.1. Identify at least three job references where medical services similar to those identified herein were provided and briefly describe the service. Provide the name of each organization, their address and the name and telephone number of a contact person who will be contacted to verify quality of service provided during the past three years (or greater). These references may be contacted to determine the provider’s ability to perform the required services, the level of satisfaction with these services and the type of results they have had (e.g., accuracy, litigation, turnover of decision by boards, etc.). Results will be used in the evaluation of this bid.

|1. Company Name: | |

|Address: | |

|Contact Name: | |

|Title: | |

|Telephone: | |

|Brief description of the service: | |

|2. Company Name: | |

|Address: | |

|Contact Name: | |

|Title: | |

|Telephone: | |

|Brief description of the service: | |

|3. Company Name: | |

|Address: | |

|Contact Name: | |

|Title: | |

|Telephone: | |

|Brief description of the service: | |

4.5.2. Provide copies of any customer evaluations or surveys your business has conducted. These will be reviewed for positive and negative feedback to informally corroborate the responses from the listed references.

4.5.3. Submit sample (redacted) of typical report for ortho/neuro panel. This is the most common type of independent medical examination, and will provide a benchmark for comparing reports for overall quality, and whether or not the report format meets the needs of the agency.

4.5.4. Submit evidence of the quality of work, customer service, error rate, timeliness, and/or overall performance of your business. (Internal performance measures, surveys, documentation, etc.). These may take varying forms, and are requested in addition to any customer evaluations and surveys for review and comparison with other responses.

7 ADDITIONAL COPIES OF BID RESPONSE

For administrative convenience of bidder and the state, and as part of this bid, bidders are to submit their original bid packet with pricing (Price Sheets) and five (5) copies of their original bid packet without the Price Sheets (6 total packets). Bids not complying with this requirement may be found non-responsive.

BID EVALUATION

1 EVALUATION / AWARD

In conjunction with Part 2, Section III, paragraph 28, Award Factors, bid evaluation and award shall be made to a single bidder on an all-or-nothing basis. Bid evaluation shall consider cost and non-cost factors to determine “best value” for the state.

5.1.1 Award will be made on a point allocation basis with fifty percent (50%) of the points assigned to cost factors and fifty percent (50%) assigned for non-cost factors. Cost and non-cost factors will be evaluated independently of each other.

5.1.1.1 Cost factors shall be based on pricing specified by the bidder on the Price Sheets, including any applicable prompt payment discount. The lowest evaluated total bid price shall be assigned 100 points, with higher priced bids receiving a proportionally fewer number of points, down to zero points assigned for a total bid price of twice the lowest bid price. Evaluation of the cost section of each bid and the assignment of points for the section shall be done by the State Procurement Officer.

5.1.1.2. Non-cost factors shall receive 100 total points allocated as follows: 25 points for Company Management and Experience, 25 points for Experience of Bidder/Contractor, 35 points for Technical Qualifications, and 15 points for References. Evaluation of non-cost factors and the assignment of points shall be done by an evaluation committee made up of a minimum of three employees of the Washington State Patrol who are familiar with the WSP’ requirements. The maximum number of points for each category of the non-cost section shall be assigned to the bidder determined to be the best in that category. The same category of other bidders will receive proportionally fewer points as determined by the evaluation committee.

5.1.2. Contract award will be the decision of the State Procurement Officer based on the total points received by each bidder for cost and non-cost factors, and in the best interest of the State.

2 EVALUATION CONFERENCE

To aid in the evaluation process, after bid opening, the state may require individual bidders to appear at a date, time and place determined by the state for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of the state’s intention to award.

CONTRACT REQUIREMENTS

1 RETENTION OF RECORDS

The contractor shall maintain, for at least seven (7) years after completion of this contract, all relevant records pertaining to this contract. This shall include, but not be limited to, all records pertaining to actual contract performance from the date of contract award. It shall also include information necessary to document the level of utilization of MWBE’s and other businesses as subcontractors and suppliers in this contract as well as any efforts the contractor makes to increase the participation of MWBE’s. The contractor shall also maintain, for at least three years after completion of this contract, a record of all quotes, bids, estimates, or proposals submitted to the Contractor by all businesses seeking to participate as subcontractors or suppliers in this contract. The State shall have the right to inspect and copy such records. If this contract involves federal funds, Contractor shall comply with all record keeping requirements set forth in any federal rules, regulations, or statutes included or referenced in the contract documents.

2 REPORTS

The contractor(s) must provide the following report(s) to Office of State Procurement.

6.2.1. Sales and Subcontractor Report

A quarterly Sales and Subcontractor Report (attached) shall be submitted in the format provided by the Office of State Procurement. You can get the report electronically at . Total purchases for each State Agency, University, Community and Technical Colleges must be shown separately. Total purchases for all political subdivisions and non-profit organizations may be summarized as one customer. Additionally, all purchases by the State of Oregon or other purchasers must be reported as an aggregate total.

The report shall include sales information (Section A) and amounts paid to each subcontractor during the reporting period (Section B).

Reports should be rounded to nearest dollar. Contractors will be provided with all necessary sample forms, instructions, and lists. Reports are due thirty (30) days after the end of the calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st.

6.2.2. SPO Required Report

This report will be designed by the SPO to obtain information needed for IFB design, contract negotiation, or any other SPO determined need.

SPECIAL TERMS AND CONDITIONS

1 PRICING AND ADJUSTMENTS

Unless otherwise stipulated all bids must include unit prices and extensions where applicable and be otherwise in the format requested.

7.1.1 All bid pricing is to be FOB Destination, freight prepaid and included, for any destination within the State of Washington.

7.1.2. All pricing shall include the costs of bid preparation, servicing of accounts, and all contractual requirements. During contract period pricing shall remain firm and fixed for the initial term of the contract.

7.1.3. Adjustments in pricing will be at the discretion of the State Procurement Officer and shall

• not produce a higher profit margin than that on the original contract.

• clearly identify the items impacted by the increase.

• be filed with State Procurement Officer a minimum of 60 calendar days before the effective date of proposed increase.

• be accompanied by documentation acceptable to the State Procurement Officer sufficient to warrant the increase.

• remain firm for 365 days after approval.

7.1.4. During the contract period, any price declines at the manufacturer’s level or cost reductions to Contractor shall be reflected in a reduction of the contract price retroactive to Contractor's effective date.

7.1.5. During the term of this contract, should the contractor enter into pricing agreements with other customers providing greater benefits or lower pricing, contractor shall immediately amend the state contract to provide similar pricing to the state if the contract with other customers offers similar usage quantities, and similar conditions impacting pricing. Contractor shall immediately notify the state of any such contracts entered into by contractor.

2 CONTRACTOR PERFORMANCE

General Requirements: The state, in conjunction with purchasers, monitors and maintains records of Contractor performance. Said performance shall be a factor in evaluation and award of this and all future contracts. Purchasers will be provided with product/service performance report forms to forward reports of superior or poor performance to the State Procurement Officer.

3 PURCHASING CARD ACCEPTANCE

In an effort to streamline the purchasing and payment process, the State is encouraging agencies to use the state contracted purchasing card to facilitate small dollar purchases. While at the present time, it is not mandatory that contractors accept credit card purchases, we encourage all state contractors to consider this alternate payment process. Please indicate in Bid Submittals which card(s) you presently accept and payment discount you may offer the state. The current card available for state agency use is a VISA product.

4 BIDDER COMPLIANCE

The State reserves the right to consider the actual level of bidder’s compliance with the requirements specified in this IFB, and to consider a bid responsive if it substantially complies with the state’s intent relative to overall bid requirements and specifications.

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