Request for Proposals (RFP) Satellite Phone Equipment and Services

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1 Request for Proposals (RFP) Satellite Phone Equipment and Services The Washington State Department of Enterprise Services, Master Contracts and Consulting Unit (DES), issues this Request for Proposals (RFP) under the authority of the Revised Code of Washington (RCW) DES reserves the right to modify dates and times. Any changes will be sent electronically as amendments to all users of Washington s Electronic Business Solution (WEBS) who download this RFP. Posting Date:... April 10, 2015 Complaints, if any, are due... Bids are due... Procurement coordinator... Deliver bids electronically to... Five (5) business days before bids are due May 1, 2015, 2 p.m. Nathan Hayes (360) Subject line of ... Proposal for RFP #02515 RFP 02515

2 1. INTRODUCTION 1.1. Purpose of the RFP The purpose of this RFP is to establish a statewide master contract for satellite phone equipment and services. This RFP is made at the request of the Washington State Military Department. The Washington State Department of Enterprise Services (DES) intends to award multiple contracts from this solicitation, per category. There are two categories in this RFP: one category is for satellite phone service rate plans and additional features or services (Category 1) and the other category is for satellite phone equipment, parts and associated items (Category 2). This RFP is issued in good faith but it does not guarantee an award of contract, nor does it represent any commitment to purchase whatsoever Purchasers Any contract resulting from this RFP will be available for use by all Washington state agencies, Washington state institutions of higher education, political subdivisions within the state of Washington, tribal entities in the state of Washington, and any Washington non-profit corporation with 501(c)(3) tax exempt status receiving local, state or federal government funds, either directly or through a political subdivision, provided the state agency, institution of higher education, political subdivision, tribal entity or public benefit non-profit corporation has signed a Master Contracts Usage Agreement (MCUA) with DES. While use of the contract by institutions of higher education, political subdivisions, tribal entities and qualified non-profit corporations is optional, DES encourages them to use this contract. 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. DES accepts no responsibility for orders or payment by such entities. A list of current MCUA members can be found at: https://fortress.wa.gov/ga/apps/contractsearch/mcualisting.aspx 1.3. Contract Term The term of this contract is for one (1) year from the effective date of award with the option to extend for additional term(s) or portions thereof. Extensions will be exercised at the sole discretion of DES and upon written mutual agreement. The total Contract term, including the initial term and all extensions, will not exceed six (6) years, unless circumstances require a special extension. DES reserves the right to extend with all or some of the Contractors Definitions Bidder shall mean the company, organization, or entity submitting a Response to this RFP, its subcontractors and affiliates. RFP Page 1 of 19

3 Business Days or Business Hours shall mean Monday through Friday, 8 AM to 5 PM, local time in Olympia, Washington, excluding Washington State holidays. Contract shall mean the RFP and its appendices, attachments and exhibits, the Response, Contract document, all schedules and exhibits, and all amendments to this RFP. DES shall mean the Washington State Department of Enterprise Services. Mandatory or (M) shall mean the Bidder must comply with the requirement, and the Response will be evaluated on a pass/fail basis. Mandatory Scored or (MS) shall mean the Bidder must comply with the requirement, and the Response will be scored. Response or proposal shall mean the written proposal submitted by Bidder to DES in accordance with this RFP. The Response shall include all written material submitted by Bidder as of the date set forth in the RFP schedule or as further requested by DES. Request for Proposals or RFP shall mean this document and its appendices, attachments, exhibits, and incorporated documents; and any amendments to this document. Products shall mean products, equipment, parts and accessories, or their equivalents in the event of a SKU or product change, shown in sections A and B on the Bidder s Price Sheet (Appendix D), including any additional accessory items not shown on the Price Sheet template but added by the Bidder. Services shall mean all service plans (annual, monthly and emergency), and all additional services, or their equivalents, shown in sections D and E on the Bidder s Price Sheet (Appendix D), including any additional services not listed on the Price Sheet template but added by the Bidder Estimated Sales Purchases over the initial one-year term of any contract resulting from this RFP could approximate one hundred (100) phones and service plans. DES does not represent or guarantee any minimum purchase. RFP Page 2 of 19

4 2. GENERAL REQUIREMENTS 2.1. Washington s Electronic Business Solution (WEBS) Bidders are solely responsible for: Properly registering with Washington s Electronic Business Solution (WEBS) at https://fortress.wa.gov/ga/webs/, and maintaining an accurate Bidder profile in WEBS. Downloading the RFP packet consisting of the RFP, all appendices, and incorporated documents related to the RFP for which you are interested in bidding. Downloading all current and subsequent amendments to the RFP to ensure receipt of all RFP documents. Notification of amendments to the RFP will only be provided to those bidders who have registered with WEBS and have downloaded the RFP from WEBS. Failure to do so may result in a bidder having incomplete, inaccurate, or otherwise inadequate information and bid Amendments to RFP Prior to the bid due date and time, DES reserves the right to change portions of this RFP. Any change will be issued in writing by DES as an amendment and incorporated into the RFP. If there is any conflict between amendments, or between an amendment and the RFP, the document issued last in time will control. Only bidders who have properly registered and downloaded the original RFP via WEBS will receive notification of amendments and other correspondence pertinent to the procurement Bidder communication responsibilities During the RFP process, all bidder communications about this RFP must be directed to the Procurement Coordinator. Unauthorized contact regarding this RFP with other state employees involved with the RFP may result in disqualification. All oral and written communications will be considered unofficial and non-binding on DES. Bidders should rely only on written amendments issued by the Procurement Coordinator and posted in WEBS. It is the Bidder s responsibility to question or address any ambiguity, inconsistency, error or omission within this document before submitting its Response. Bidders are encouraged to make any inquiry as early in the process as possible to allow DES to consider and respond; however, bidders shall submit all inquiries to the Procurement Coordinator no later than five (5) business days before the bids are due. The Procurement Coordinator is not required to respond to any inquiry. If a bidder does not notify DES of an issue, exception, addition, or omission, DES may consider the matter waived by the bidder for protest purposes. RFP Page 3 of 19

5 If a bidder inquiry results in a change to the RFP, a written amendment to the RFP will be issued and posted on WEBS Response Contents The Response must contain information responding to all mandatory requirements and must include the signature of an authorized representative of the Bidder on all documents required in the appendices Irregularities DES reserves the right to waive minor administrative irregularities contained in any Response. Additionally, DES reserves the right, at its sole option, to make corrections to Bidders Responses when an obvious arithmetical error has been made in the price quotation Errors in Response Bidders are responsible for the content of their Responses including any and all errors or omissions contained in them. Bidders will not be allowed to alter Response documents after the deadline for Response submission. DES is not liable for any errors in Responses Administrative Clarifications DES reserves the right to contact Bidder for clarification of Response contents Right to Cancel DES reserves the right to cancel or reissue all or part of this RFP at any time without obligation or liability Pricing Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this RFP. Failure to identify all costs in a manner consistent with the instructions in this RFP is sufficient grounds for disqualification. Bid prices shall remain in effect, unchanged, for the initial one (1) year term of any contract resulting from this RFP Management Fee All contracts and purchase orders executed as a result of this RFP will be subject to a management fee, payable by the Contractor to DES ( Management Fee ). The Management Fee will be 0.74 percent of the total invoice price, less any taxes, returns, credits or adjustments of all sales under the Contract. Formula: Management Fee = Total invoice prices (less taxes, returns, credits or adjustments) x.0074 RFP Page 4 of 19

6 The Management Fee must be included in the Contractor s pricing and shall not be shown as a separate line item on any invoice to a Purchaser. DES will invoice the Contractor every quarter based on contract sales reported by Contractor. Contractors are not to remit payment until they receive an invoice from DES Contract Sales Report Contractor shall provide DES with a usage report detailing the Total Net Sales for the preceding quarter ( Usage Report ). The Usage Report must be submitted to DES electronically, using the Contract Sales Reporting System, within 30 days after the end of each calendar quarter, i.e., no later than April 30, July 31, October 31 and January 31. DES will provide a login password and a required Vendor number Non-Endorsement and Publicity In selecting a bidder to provide goods/ services specified herein to contract purchasers, neither DES nor the purchasers are endorsing the bidder s goods/services, nor suggesting they are the best or only solution to their needs No Costs or Charges Costs or charges incurred before a contract is fully executed will be the sole responsibility of the bidder Dealer Authorization The bidder, if other than the manufacturer, must provide upon request a current, dated and signed authorization from the manufacturer that the bidder is an authorized distributor, dealer or service representative and is authorized to sell and/or service the manufacturer's products. Failure to provide manufacturer s authorization upon request may result in bid rejection Economic and Environmental Goals In support of the state s economic and environmental goals, although not an award factor, bidders are encouraged to consider the following in responding to this RFP: Support for a diverse supplier pool, including small, veteran-owned, minority-owned and women-owned business enterprises. DES has established for this RFP voluntary numerical goals of: 3 percent women-owned businesses (WBE); 3 percent minority-owned businesses (MBE); 3 percent small businesses (SB); 3 percent veteran-owned businesses (VB). RFP Page 5 of 19

7 Achievement of these goals is encouraged whether directly or through subcontractors. Bidders may contact the Office of Minority and Women s Business Enterprises for information on certified firms or to become certified. Also see Appendix D Procurement Reform Small Business Fact Sheet. Use of environmentally preferable goods and services to include post-consumer waste and recycled content. Products made or grown in Washington Complaint, Debrief and Protest Procedures See Appendix C, Complaint, Debrief and Protest Procedures, located in the Appendices section below Contract Requirements To be responsive, Bidders must indicate a willingness to enter into a Contract substantially the same as the Contract in Appendix B, by signing the Certifications and Assurances located in Appendix A. Any specific areas of dispute with the attached contract terms and conditions must be identified in an Issues List and submitted with Bidder s response and may, at the sole discretion of DES, be grounds for disqualification from further consideration in the award of a Contract. Bidder's issues, concerns, exceptions or objections to any of the terms or conditions contained in the Contract must be documented in an Issues List, located in Appendix E. Any issue, concern, exception, objection or matter not identified on the Issues List shall be deemed accepted and agreed to. The Issues List prepared by the Bidder must set out by section or paragraph a description of each issue, concern, exception, and/or objection. If a Bidder objects to a particular term or condition of the Contract, then the Bidder will need to further describe, in business terms and not in proposed contract or legal language, the Bidder's concerns and what compromise terms the Bidder is willing to accept. The Issues List must provide the reason or rationale supporting the item of concern and/or business counter-proposal. Simply stating that a paragraph is "not acceptable" or supplying Bidder's proposed contract terms without describing (in business language) the Bidder's reason or rationale, will cause those concerns to not be considered during contract negotiations. If the Bidder does not identify specific concerns with a particular term or condition, the term or condition will be deemed accepted by the Bidder, and DES will not negotiate further changes to such accepted or non-commented-on terms or conditions. Redlined documents will not be reviewed. Do not provide in the response, in the Issues List, or otherwise, a redlined contract, paragraph or clause. Bidder must explain why each item proposed as additional contract terms is in customer s best interest as a customer and how it will support the customer s business RFP Page 6 of 19

8 objectives. Under no circumstances is a Bidder to submit its own standard contract terms and conditions as a response to this solicitation. Instead, Bidder must review and identify the language in the sample Contract found in Appendix B that Bidder finds problematic, state the issue, and propose the language or contract modification Bidder is requesting. DES expects the final Contract signed by the Apparent Successful Bidder (ASB) to be substantially the same as the contract located in Appendix B. If Responses are from a Reseller, wherever the supplier offers selected customers more suitable terms and conditions of supply, Bidders shall recommend these terms and help DES to obtain them wherever possible. Where terms and conditions cannot be changed and may have negative consequences on the quality of goods and services or their supply, Bidders are required to recommend methods of mitigating or limiting these negative consequences. The final contract executed by the parties must satisfy DES s obligations with respect to performance-based contracting. The parties may negotiate performance-based elements, in addition to those in Appendix B, for inclusion into the final contract. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiation of the final Contract. The ASB will be expected to execute the Contract within seven (7) Business Days of its receipt of the final Contract. If the selected Bidder fails to sign the Contract within the allotted seven (7) days time frame, DES may elect to cancel the award, and award the Contract to the next ranked Bidder, or cancel or reissue this solicitation. RFP Page 7 of 19

9 3. PROPOSALS REQUIREMENTS and INFORMATION 3.1. Proposal Content and Format Requirements Proposals must be detailed and concise. Unless otherwise stated in your proposal as an exception or identified and described on the Issues List (as the latter is described in subsection 2.17 of this RFP), Bidders agree to comply with every section, subsection, attachment and addendum of this RFP. Each proposal must include: A. Letter of Transmittal Mandatory (M) Must include the name(s), position title(s), office address (es) and contact information of the person(s) authorized as the POC for the Bidder; the letter must be signed by the Bidder s authorized representative(s). B. Executive Summary Desirable Summarize the services and equipment offered in your proposal. C. Certifications and Assurances Mandatory (M) To be responsive, Bidders must indicate a willingness to enter into a Contract substantially the same as the Contract in Appendix B, by signing and the Certifications and Assurances located in Appendix A. D. Price Sheet Mandatory Scored (MS) Bidder must provide a completed Price Sheet for each category bid (Category 1: Services; Category 2: Products), using the template found in Appendix F. There is no requirement that a bidder submit a response to both categories. The bidder s Price Sheet shall include the prices for all products/services necessary to meet this RFP's minimum mandatory requirements for the category(ies) bid. Although not scored, sections C and F of Bidder s Price Sheet may include any optional products and services appropriate to the scope of this RFP. E. Proposal Content and Format Mandatory Scored (MS) Bidders must format their proposal in a point-by-point response format to each subsection of sections 4 through 8, inclusive, of this RFP, using the same numbering, headings and format of this RFP. If a subsection does not require a specific response, Bidders are to respond with the response, Understood or Comply. If the section or subsection requires a specific response, or if Bidders wish to convey information or take exception, Bidders must provide the information at that juncture. F. Issues List Mandatory (M), if Bidder is taking any exception to any term or condition of Sample Contract RFP Page 8 of 19

10 Any specific areas of dispute with the terms and conditions of the Contract attached to this RFP must be identified in an Issues List and submitted with Bidder s response. Raising an issue, concern, exception or objection to any of the terms and conditions of the Contract may, at the sole discretion of DES, be grounds for disqualification from further consideration in the award of a contract. Any issue, concern, exception, objection or matter not identified on the Issues List shall be deemed accepted and agreed to. For more information on the purpose and requirements of an Issues List, see Subsection 2.17 of this RFP. G. References Mandatory Scored (MS) Bidders must provide references for their three (3) largest customers (excluding the State of Washington governmental agencies) that use their satellite phone services. Each reference must include: Company Name POC name and position title Contact information (voice, and postal service mailing address) H. RFP Amendments Mandatory, if instructed to do so in any such amendment If instructed to do so in any amendment to this RFP, sign and return a copy. Failure to sign and return any required amendment to this RFP may result in a Response being rejected for lack of responsiveness. When in doubt, sign and return a copy of all RFP amendments Multiple Proposals Bidders may submit multiple proposal offerings. Bidders choosing to submit alternate proposals must treat each offering separately, under separate cover, responding completely for each separate offering Delivery of Responses All proposals must arrive via an attachment to an to the Procurement Coordinator at the address shown on the face page of this document on or before the bid due date and time, or, in the event the bid due date is extended, the extended bid due date and time. The subject line of the containing the proposal should state Proposal for RFP # Failure to type this notation on the subject line of Bidder s containing the Response may cause DES to consider the Response nonresponsive. Responses arriving in in the Procurement Coordinator s in-box after such date and time will be disqualified. The "receive date/time" posted by DES system will be used as the official time stamp and may not reflect the exact time received. RFP Page 9 of 19

11 Bidders should allow sufficient time to ensure timely receipt of the proposal by the Procurement Coordinator. Late Responses will not be accepted and will be automatically disqualified from further consideration. DES assumes no responsibility for delays caused by Bidder s , network problems or any other causes. Zipped files cannot be received by DES and must not be used for submission of Responses Confidentiality, Proprietary Material and Trade Secrets All documents submitted by bidders to DES as part of this procurement will become public records. They are subject to disclosure unless specifically exempt under Revised Code of Washington (RCW) (The Public Records Act). Confidential documents: DES strongly discourages submittal of confidential material. DES considers confidential material to be any portion of your submittal clearly marked all or in part Confidential, Proprietary or Trade Secret (or the equivalent). DES reserves the right to return, reject or disqualify any submittal that includes confidential material. Public records requests: If a public records request seeks to view or obtain a copy of your RFP submittal, and if your submittal includes content clearly marked Confidential, Proprietary or Trade Secret (or the equivalent), DES will: Notify you of the date DES will disclose the requested records; Give you an opportunity to seek a court order that stops DES from disclosing the records. DES will not: Evaluate or defend your claim of confidentiality. It is your responsibility to support your claim and take appropriate legal action to do so; Withhold or redact your documents without a court order. Questions about the confidentiality of your submittal can be directed to the Procurement Coordinator or the DES Public Records Officer at (360) or 3.5. Bid Opening After the bid due date and time, the Procurement Coordinator will open and process the Responses protecting the confidentiality of the contents. The names of the bidders will be recorded and made available upon request. Bid contents will not be available for public view until after the announcement of Apparent Successful Bidder(s). (RCW ). RFP Page 10 of 19

12 4. SPECIFICATIONS 4.1. Wireless Satellite Phone Equipment (MS) All phones must have two numbers: (1) a standard international calling number, and (2) a number that consists of a standard dialing number using an area code associated with any state in the United States. (Sample number 1-xxx-xxx-xxxx) All phone equipment must be bid as a kit which must include a handset with capacity for hands-free functionality, battery included in handset and an additional spare battery, AC travel charger, auto accessory adapter, hands-free headset, portable external auxiliary antenna with eighty (80) feet of coaxial cable and case, with options to delete specific items to meet the user s operational needs All batteries must be rechargeable Bidders must provide detailed information on the equipment, phone, accessories etc. offered by manufacturers name, model number etc If satellite phone can be used with cellular based technologies, Bidders must describe what cellular services will work with the phones Satellite Rate Plan (MS) Bidders must include satellite carrier service rate plan for emergency use, monthly and annual usage. International calling or roaming capability is not a requirement identified by State users but should be included in the event any user has a need for this service in the future. RFP Page 11 of 19

13 5. NETWORK and USER DEVICE MAINTENANCE 5.1. General Maintenance Information Maintenance / Warranty Work Requirements - Bidders must have a service center available to purchasers 24 hours per day, 365 days per year, to service any problems associated with the satellite phones purchased from them Service and Maintenance of User Devices - If any contract equipment should require more than 24 hours for repair, the customer may request loaner equipment of like kind be provided at no additional charge, and Contractor shall so honor that request The Bidder must detail the procedure for obtaining service when a unit is inoperable. This must include the locations users would use to exchange equipment and the operating hours of service. The contractors must provide maintenance on all equipment provided under contract Bidders selling the satellite phone must have a service center or an agreement with a service center in the state of Washington to install and perform warranty services and emergency repairs in the state of Washington. The Bidder shall specify the number of technical staff available to perform such. Bidders must also provide contact numbers of personnel available for emergency technical support on a 24 hours/365 days a year basis Indicate the locations and operating hours of all repair facilities available to customers in the State of Washington Indicate whether or not an insurance policy, insuring the cost for equipment that is beyond repair or lost, is available Additional Maintenance Information and Requirements Bidders must establish and provide information on the procedure(s) used to notify statewide contract customers when satellite outages or other service problems occur. Detail the circumstances that would occur to meet the threshold for notification, how the State of Washington would be notified, and the timeframe for notification after discovery Bidders must detail their escalation procedure for network service problems Bidders must indicate their standards for response and repair time Bidders must describe service guarantees offered for the network and individual user devices. RFP Page 12 of 19

14 Satellite carrier must have redundant gateways located in the United States and all gateways must be available to users in the state of Washington. 6. CUSTOMER SERVICE 6.1. Order and Support Process - Bidders must provide a description of the process that State agencies will follow in order to add, delete or change service. Bidders must provide an electronic ( ) order process or on-line support processes, with confirmation Customer Support - Bidders must provide a description and the availability of support staff, times support is accessible, contact information, electronic on-line and telephone support and services provided through support staff Billing Questions and Disputes - Bidders must provide a description of the process which they will follow to resolve billing questions and disputes with customers. This description must include an escalation process and/or procedure which the customers will follow. Bidders must indicate by name and phone number the individuals who will be dealing with billing questions and disputes. Bidders must be willing to respond with either problem resolution or telephone acknowledgment or electronic response ( ) within two (2) working days of problem receipt Response Time for Equipment Replacement - Bidders must state their standards for response time for equipment replacement due to loss, theft or damage. Bidders must state any costs associated with this service Warranties - Bidders must state their warranty terms for both new and refurbished (if available) equipment (including all accessories) Equipment Recalls - Bidders must state their policies and procedures for equipment recalls (if such should occur). These policies must address service continuity including but not limited to the arrangements for loaner equipment Contractor Staffing - Bidders must provide names, phone numbers or other contact information ( for example) of any and all staff dedicated to customer problem resolution (billing; equipment failure; etc.) for the State of Washington. The list of Bidder contacts must be kept current and distributed within three (3) working days of any changes Internet Web Site Information Link - Contractors will be required to develop an Internet web site (if not currently available) which must be up and running 30 days after receipt of award, where all current customer service information will be displayed. The Web site will be linked to the DES Web site containing contract information. The Bidder Web site must be updated within five (5) working days of any changes. Any changes to URL information must be handled in as transparent a way as possible (automatic links, etc.). The Bidder web site is not intended to contain all the information of the Contract RFP Page 13 of 19

15 between the Bidder and the state, only that information that will assist customers in managing their wireless resources (i.e., new equipment; new services; customer service contacts; new prices; etc.) Trade-in/Trade-Up Policy - Bidders must provide a description of their policy regarding equipment trade-in or trade-up Bidder Responsibility Section 5 of this RFP - Contractors must agree to, and adhere to, all conditions outlined in Section 5 of this RFP ( Network and User Device Maintenance ) as they relate to and are integral with Customer Service activities Service or Coverage Maps - Bidder shall provide service or coverage maps for the entire USA by State Areas of No Service - Bidder shall describe areas in the United States that users can expect to not receive service. 7. BIDDER PROFILE 7.1. Bidder Profile Company History - Provide a brief history of your company, emphasizing your experience as a wireless communications provider of service and equipment. (Limit 2 pages) Financial Statements - Provide a copy of your most recent annual report (Profit & Loss Statement) Existing Customers - Provide the total number of customers to whom you provide wireless satellite communications services in the State Washington Bidder Account Manager - Bidder shall appoint an Account Manager who will provide oversight of Bidder contract activities. Bidder s Account Manager will be the principal point of contact concerning Bidder s performance under this Contract. Bidder shall notify the DES Contract Administrator, in writing, when there is a new Bidder Account Manager assigned to this Contract. Provide the name, title, telephone number, address and postal service mailing address of the Account Manager Subcontractors - DES will accept Responses that include third party involvement only if the Bidder submitting the Response agrees to take complete responsibility for all actions of such Subcontractors. Bidders must state whether Subcontractors are/are not being used, and if they are being used, Bidder must list them in response to this subsection. DES reserves the right to approve or reject any and all Subcontractors that Bidder proposes. Any Subcontractors engaged after award of the Contract must be preapproved, in writing, by DES. RFP Page 14 of 19

16 8. PRICING Specific restrictions apply to contracting with current or former state employees pursuant to chapter RCW. Bidders should familiarize themselves with the requirements prior to submitting a Response Bidder Licensed to do Business in Washington - Within thirty (30) days of being identified as the ASB, Bidder must be licensed to conduct business in Washington, including registering with the Washington State Department of Revenue. The Bidder must collect and report all applicable taxes Prior Contract Performance If within the last five years Bidder was a party to any contract involving Products/Services similar to the Product/Services and the contract was terminated due to Bidder s default, Bidder must include the name(s) of the other contracting parties, their address(es) and telephone number(s). If the Bidder has not experienced any such Termination for Default in the past five years, so declare. If Bidder has been suspended or debarred by the Department of Enterprise Services, so declare and provide details surrounding the suspension/debarment. DES will evaluate the information and may, at its sole discretion, reject the Response if the information indicates that completion of a Contract resulting from this RFP may be jeopardized by selection of the Bidder Proposed Costs Proposed Service Rates - For purposes of this RFP, Bidders must offer their complete current range of existing rate plans based on emergency, monthly and annual usage. Please list and detail your rate plan and detail the specific features, functions and user threshold information. For each rate plan indicate the current rate pricing and list the discount to the State of Washington for each rate plan Detail one-time charges, if any Detail any fixed recurring charges and access charges Detail any minimum charge, if any Detail any discount plans, i.e., for quantity purchases, etc Detail any and all other charges or costs associated with usage of the wireless satellite phone service The State of Washington will not accept any term agreements or any early termination fees Detail whether or not the Bidder offers Tiered Pricing meaning as the number of phones increases the rates or costs decrease. If so, delineate the ranges and pricing for each tier. RFP Page 15 of 19

17 9. PRICE SHEET 9.1. Overview DES seeks to acquire the products and services that best meet the State s needs at the lowest cost and best value. Contract prices must include all cost components needed for the provisioning of the products and service as described herein Financial Grounds for Disqualification Failure to identify all costs in a manner consistent with the instructions in this RFP is sufficient grounds for disqualification Taxes Bidder must collect and report all applicable federal, state and local taxes, fees and charges. Bidder must not include taxes in its pricing on Appendix F Price Sheet Miscellaneous Expenses Expenses related to day-to-day performance under any Contract, including but not limited to, travel, lodging, meals, incidentals will not be reimbursed to the Bidder Price Protection For the initial term of the Contract, the Bidder must guarantee to provide the Products and Services at the proposed rates or lower. In the event Bidder is providing the Products or Services to other Customers at a lower rate, DES shall be entitled to the lower rate. After the initial term ends, price adjustments will not be considered without supporting documentation sufficient to justify the requested increase. Documentation must be based on published indices such as the U.S. Department of Labor s Consumer Price Index. The grant of any price adjustment will be at the sole discretion of DES. The Contractor shall be notified in writing of any price adjustment granted and such price adjustment shall be set forth in a written amendment to the Contract. Price adjustments granted by DES shall remain unchanged for at least 365 calendar days thereafter, and no request for adjustments in price will be considered during that time period Price Sheet Bidder must provide a completed Price Sheet, using the template found in Appendix F, as part of its Response. Such sheet shall include the prices for all products/services necessary to meet this RFP's minimum mandatory requirements. Bidder s Price Sheet may include any additional products and services appropriate to the scope of this RFP. All items on the price sheet must be compatible with the terms of the RFP and subsequent Contract. RFP Page 16 of 19

18 10. EVALUATION PROCESS Administrative Screening Responses will be reviewed initially by the Procurement Coordinator to determine on a pass/fail basis compliance with administrative requirements as specified herein. Evaluation teams will evaluate only Responses meeting all administrative requirements Mandatory Requirements Responses meeting all of the administrative requirements will then be reviewed on a pass/fail basis to determine if the Response meets the Mandatory requirements. Only Responses meeting all Mandatory requirements will be further evaluated. The State reserves the right to determine at its sole discretion whether Bidder s response to a Mandatory requirement is sufficient to pass Bidder Scoring Responses that meet the mandatory requirements will be evaluated by an Evaluation Committee selected by the Procurement Coordinator. Proposals will be evaluated based on cost, customer support, maintenance support, bidder profile and references, in the following relative percentages: Cost: 40% Customer Support: 20% Maintenance Support: 30% Vendor Profile: 7% References: 3% Selection of Apparent Successful Bidder(s) The Bidder with the highest Bidder Response Total Score in each category will be declared an Apparent Successful Bidder (ASB) by announcement sent by the Procurement Coordinator to all bidders via . Any Bidder receiving a Bidder Response Total Score within 10% of the highest Bidder Response Total Score per category will also be declared an ASB. DES reserves the right to expand the percentage to allow for up to three ASBs per category. DES may but is not required to enter into contract negotiations with a declared ASB. Should contract negotiations with any declared ASB fail to be completed within seven (7) business days after initiation, DES may immediately cease contract negotiations with that ASB and enter into or continue contract negotiations with any other already declared ASB, or declare the Bidder with the next highest score (and who is not already declared an ASB) as a new ASB. This process may continue until Contracts with all declared ASBs are signed or no qualified Bidders remain, but DES is under no obligation to award any contract under this solicitation or declare additional ASBs after the bidder receiving the highest score and any receiving within 10% of that highest score are announced. RFP Page 17 of 19

19 11. APPENDICES Appendix A: Certification & Assurances 02515_App A.doc Appendix B: Sample Contract 02515c.docx Appendix C: Complaint, Debrief & Protest Procedures 02515_App C.doc Appendix D: Minority and Women's Business Enterprises (MWBE) Participation Form 02515_App D.doc Appendix E: Issues List 02515_App E.doc Appendix F: Price Sheet 02515_App F.doc Appendix G: A Few Critical Things to Keep in Mind 02515_App G.docx RFP Page 18 of 19

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