REQUEST FOR PROPOSALS – NO. 04417 - CPRM

PARKING HARDWARE, SOFTWARE AND MAINTENANCE

INTRODUCTION.

This Request for Proposals (RFP) is a competitive procurement issued by the Washington Department of Enterprise Services (Enterprise Services) pursuant to RCW chapter 39.26. Enterprise Services intends to establish and award a contract, by region, for Parking Hardware, Software, and Maintenance with a contract term of 6 years.

This RFP is divided into 5 Sections:

Section 1 - Deadlines and Questions .

Section 2 - Information about the Procurement .

Section 3 - How to Prepare and Submit a Proposal for this RFP .

Section 4 - Proposal Evaluation .

Section 5 - Contract Award .

In addition, this RFP includes the following Exhibits:

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

Exhibit A2 – Bidder Profile: This exhibit identifies the information that the bidder must provide to Enterprise Services.

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

Exhibit B1 – Parking Hardware, Software and Maintenance Requirements: This exhibit will allow evaluators based on Bidder responses to determine whether they meet or exceed the requirements of the stakeholder team.

Exhibit C1 - Parking Hardware Software & Maintenance Price Proposal: This exhibit provides the pricing worksheet that the bidder will complete as part of the proposal. Complete as instructed and include with the proposal.

Exhibit D1 – Master Contract: This exhibit is the form of the contract that will be awarded as a result of this RFP.

Exhibit D2 – Contract Issues List: This exhibit outlines the bidder’s issues, if any, and proposed resolution if they have any business concerns with the form of the contract to be awarded. Note, however, that Enterprise Services reserves the right not to modify the contract and to award the contract on the basis of a bidder’s willingness to agree to the contract.

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

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 1(Rev 2-21-2017)

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

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

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

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

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

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

Federal governmental agencies or entities; Public-benefit nonprofit corporations (i.e., § 501(c) (3) nonprofit

corporations that receive federal, state, or local funding); and Federally-recognized Indian Tribes located in the State of

Washington.

ORCPP. Contractors of either the Western Washington Region or Eastern Washington Region (as designated in section 2.3) are authorized to accept the terms of, and then participate in, selling products to eligible Oregon political subdivisions through the Oregon Cooperative Purchasing Program (ORCPP).

While use of the Master Contract is optional for political subdivisions and public benefit nonprofit corporations authorized by the MCUA and ORCPP, these entities’ use of the Master Contract can increase Master Contract use significantly.

All purchasers are subject to the same contract terms, conditions, and pricing as state agencies.

SECTION 1 – DEADLINES AND QUESTIONS

This section identifies important deadlines for this RFP and where to direct questions regarding the RFP.

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 2(Rev 2-21-2017)

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

Item Date

RFP Posting Date: 2/2/18

Question & Answer Period: 2/2/18 – 2/20/18

Pre-Bid Conference:

2/15/18

Location: Department of Enterprise Services1500 Jefferson St. SE

Olympia, WA 98501Time: 1:00PM – 2:30PM

Room: 2332 in the public area on the second floor

Parking InformationRemote Attendance: 1 (360) 407-3814

Conference ID: 719817

Deadline for Submitting Proposals: 2/23/18 by 5:00PM PST

Anticipated Announcement of Apparent Successful Bidder:

3/23/18 (estimated date)

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

Enterprise Services reserves the right to amend and modify this RFP. Only bidders who have properly registered and downloaded the original RFP directly via WEBS will receive notifications of amendments to this RFP, which bidders must download, and other correspondence pertinent to this procurement. To be awarded a contract, bidders must be registered in WEBS. Visit https://fortress.wa.gov/ga/webs to register.

Questions: Questions or concerns regarding this RFP must be directed to the following Procurement Coordinator:

RFP Procurement Coordinator

Name: Ryan Johnson

Telephone: (360) 407-8528

Email: Ryan.Johnson@des.wa.gov

SECTION 2 – INFORMATION ABOUT THE PROCUREMENT

2.1. PURPOSE OF THE PROCUREMENT. Enterprise Services through a survey of our customers has determined a need for Parking Hardware, Software and Maintenance exists throughout the

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 3(Rev 2-21-2017)

state. We endeavor to contract with multiple vendors to fill this need in environments ranging from remote state parks to metropolitan cities and marinas. Enterprise Services envisions the following aims to be within the scope of the contract:

Create convenience by streamlining the sale of discover passes in Washington State Parks;

Provide consumer friendly paid parking solutions for growing municipalities;

Create hassle-free boat slip and buoy leasing management for ports or marinas;

Offer flexible and economical parking solutions for many institutions of higher education;

Provide options for political subdivisions to purchase parking machine maintenance, repair or upgrade services for already live parking systems.

2.2. MULTIPLE VENDOR AWARDS. Enterprise Services intends to use the RFP to establish and award a statewide Master Contract with multiple awards in two different regions serving potential customers throughout Washington State. Enterprise Services intends for awarded vendors to be able to offer at least one product meeting the mandatory requirements set forth in this RFP. However, vendors will be able to offer other products from their catalogue that are within the scope of this solicitation even if those additional products do not meet all of the RFP mandatory requirements.

2.3. STATE REGIONS DEFINED. The two regions of the procurement are to be evaluated separately.

The Western Washington Region (“West Region”) shall include every county on the below map depicted in red.

The Eastern Washington Region (“East Region”) shall include every county on the below map depicted in white.

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 4(Rev 2-21-2017)

Each region may receive multiple awarded vendors who shall commit, where practicable, to serving any eligible customers within the geographical region(s) for which they are awarded.

2.4. CONTRACT TERM. As set forth in the attached Master Contract for this RFP, the contract term is six (6) years. Bidders are to specify prices for the contract term. The Master Contract is subject to early termination as set forth in the attached Master Contract.

2.5. ESTIMATED SALES. A Survey of current Enterprise Services customers indicates that annual total purchases could approximate $700,000.00. Purchase potential from non-surveyed purchasers is unknown. Enterprise Services does not represent or guarantee any minimum purchase from the Master Contract.

SECTION 3 – HOW TO PREPARE AND SUBMIT A PROPOSAL FOR THIS RFP

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

3.1. BIDDER COMMUNICATIONS AND QUESTIONS. During the RFP process, all bidder communications regarding this RFP must be directed to the Procurement Coordinator as set forth in Section 1 of this RFP. Bidders should rely only on this RFP and written amendments to the RFP issued by the Procurement Coordinator. In no event will oral communications regarding the RFP be binding.

Bidders are encouraged to make any inquiry regarding the RFP as early in the process as possible to allow Enterprise Services to consider and, if warranted, respond to the

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 5(Rev 2-21-2017)

inquiry. If a bidder does not notify Enterprise Services of an issue, exception, addition, or omission, Enterprise Services may consider the matter waived by the bidder for protest purposes.

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

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

3.2. PRE-BID CONFERENCE. Enterprise Services will host a RFP pre-bid conference at the time and location indicated in Section 1 of this RFP. Attendance is not mandatory. Bidders, however, are encouraged to attend and participate. The purpose of the pre-bid conference is to clarify the RFP as needed and raise any issues or concerns that bidders may have. Enterprise Services’ oral response to any question at a Pre-Bid Conference shall be unofficial and non-binding. Bidders must submit all questions regarding RFP in writing during Question and Answer Period and Enterprise Services will post the official responses to all questions through WEBS. If interpretations, specifications, or other changes to the RFP are required as a result of the conference, the Procurement Coordinator will post an amendment to this RFP to WEBS. Assistance for disabled, blind, or hearing-impaired persons who wish to attend the pre-bid conference is available with prior arrangement by contacting the Procurement Coordinator.

3.3. PRICING. Proposal prices must include all cost components needed for the delivery of the goods and/or services as described in this RFP. See Exhibit C1 – Parking Hardware, Software & Maintenance Price Proposal . A bidder’s failure to identify all costs in a manner consistent with the instructions in this RFP is sufficient grounds for disqualification.

Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. In the event that bidder is awarded a contract, the total price for the goods and/or services shall be bidder’s price as submitted. Except as provided in the contract, there shall be no additional costs of any kind.

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

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

EXHIBIT A1 – BIDDER’S CERTIFICATIONComplete the certification (insert name of bidder, date, and sign), attach to the proposal and submit to Enterprise Services.

EXHIBIT A2 – BIDDER PROFILEThis document is required information for contract administration purposes.Complete as instructed and submit with the proposal to Enterprise Services.

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 6(Rev 2-21-2017)

EXHIBIT A3 – BIDDER’S WAGE THEFT CERTIFICATIONComplete the certification (insert name of bidder, date, and sign), attach to the proposal and submit to Enterprise Services.

EXHIBIT B1 – PARKING HARDWARE, SOFTWARE AND MAINTENANCE REQUIREMENTS If submitting a Parking Hardware, Software and Maintenance proposal Bidder will need to complete the worksheet as instructed and include all the requested attachments to confirm that they meet or exceed the requirements.

EXHIBIT C1 – PARKING HARDWARE, SOFTWARE AND MAINTENANCE PRICE PROPOSALIf proposing a Parking Hardware, Software & Maintenance solution complete as instructed and include with the proposal.

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

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

3.6. REGION DESIGNATION. Bidders must designate which region you are submitting your proposal for by indicating either Western Region or Eastern Region in the subject line as shown in 3.7. As well as by checking the appropriate box in proposal pricing Exhibit C1. Bidders are welcome to apply for both regions. If you intend to bid for both regions please submit a separate proposal for each region as they will be evaluated and awarded separately.

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 7(Rev 2-21-2017)

3.7. SUBMITTING PROPOSALS. Your proposal must be delivered as follows:

SUBMITTING PROPOSALS

Email Proposal To:

Ryan.Johnson@des.wa.gov Subject Line: (Bidder Name) Response to RFP 04417-CPRM (Eastern Region or Western Region)

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

SECTION 4 – PROPOSAL EVALUATION

This section identifies how Enterprise Service will evaluate RFP proposals.

4.1. OVERVIEW. Enterprise Services will evaluate proposals for this RFP as described below.

Enterprise Services reserves the right to determine a bidders’ compliance with the requirements specified in this RFP, request clarification, and to waive informalities in a proposal. An informality is an immaterial variation from the exact requirements of the competitive RFP, having no effect or merely a minor or negligible effect on quality, quantity, or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial, to bidders.

Enterprise Services reserves the right to: (1) Waive any informality; (2) Reject any or all proposals, or portions thereof; (3) Accept any portion of the items proposed unless the bidder stipulates all or nothing in their proposal; (4) Cancel an RFP and re-solicit proposals; and/or (5) Negotiate with the highest scored responsive and responsible bidder to determine if that proposal can be improved.

Enterprise Services will use the following evaluation criteria for an award of a contract:

Stage Evaluation Criteria WeightStage 0 Responsiveness Check Pass/FailStage 1 Initial Responsibility Review Pass/Fail

Stage 2Requirements 45%Price Analysis 35%

Top ranked bidders will advance to Stage 3Stage 3 Oral Presentations and Demonstrations 20%Stage 4 Final Responsibility Review Pass/FailStage 5 Contract Negotiation and Implementation Planning Pass/Fail

4.2. RESPONSIVENESS (STAGE 0). Enterprise Services will review proposals – on a pass/fail basis – to determine whether the proposal is ‘responsive’ to this RFP. This means that

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 8(Rev 2-21-2017)

Enterprise Services will review each proposal to determine whether the proposal is complete (i.e., does the proposal include each of the required proposal submittals, are the submittals complete, signed, legible?). Enterprise Services reserves the right – in its sole discretion – to determine whether a proposal is responsive. Bidders whose proposals are determined to be non-responsive will be rejected and will be notified of the reasons for this rejection.

4.3. RESPONSIBILITY ANALYSIS (STAGE 1 AND STAGE 4). Enterprise Services will review bidders’ responses to Exhibit A2 – Bidder Profile and Exhibit A3 – Wage Theft Certification and make reasonable inquiry to determine the bidder’s responsibility. Enterprise Services’ assigned Evaluation Team will determine bidder responsibility on a pass/fail basis. In determining whether the bidder is a responsible bidder, Enterprise Services will consider the following elements:

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

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

Whether the bidder can perform the contract within the time specified;

The quality of performance of previous contracts or services;

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

Whether, within the three-year period immediately preceding the date of the bid solicitation, the bidder has been determined by a final and binding citation and notice of assessment issued by the department of labor and industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW; and

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

Bidder(s) that advance to Stage 4 will be asked to provide financial statements and any additional information to thoroughly assess bidders’ financial viability as set forth in Exhibit A2 – Bidder Profile. Enterprise Services may request record of past performance, clarification of a bidder’s offer, on-site inspection of a bidder's or subcontractor's facilities, or other information as necessary. Enterprise Services may use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Enterprise Services reserves the right to be its own reference. Any negative or unsatisfactory reference can be reason for rejecting a bidder as non-responsible.

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 9(Rev 2-21-2017)

4.4. REQUIREMENTS AND PRICE EVALUATION (STAGE 2). Enterprise Services’ assigned Evaluation Team will evaluate and score bidders’ responses to Exhibit B1 – Parking Hardware, Software & Maintenance Requirements and Exhibit C1 – Parking Hardware, Software & Maintenance Price Proposal.

4.5. ORAL PRESENTATIONS AND DEMONSTRATIONS (STAGE 3). Procurement Coordinator will invite top ranked bidders to make an oral presentation and demonstration. The ranking will be determined after Stage 2 scores are totaled and ranked. Oral presentations and demonstrations provide an opportunity for Bidders to explain and clarify their written responses. Bidders that advance to this stage will receive a list of items to be addressed during the presentations.

4.6. CONTRACT NEGOTIATIONS (STAGE 5). Enterprise Services will negotiate with the Top Bidder(s) to finalize contract terms and to determine if the proposal may be improved. If, after a reasonable period of time, Enterprise Services, in its judgement, cannot reach agreement on acceptable contract terms with the Top Bidder(s), Enterprise Services may suspend negotiations and undertake negotiations with the next bidder as determined by the evaluations.

SECTION 5 – CONTRACT AWARD

This section identifies how Enterprise Service will award a contract.

4.1. ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER. Enterprise Services will determine the Apparent Successful Bidder(s) (“ASB”). The ASB will be the responsive and responsible bidder(s), whose proposal, in the sole opinion of Enterprise Services, best meets the requirements of this RFP and presents the best total value to Enterprise Services.

Designation as an ASB does not imply that Enterprise Services will issue an award for a contract to your firm. Rather, this designation allows Enterprise Services to perform further analysis and ask for additional documentation. A bidder’s failure to provide requested information to Enterprise Services within ten (10) business days may result in disqualification. The bidder must not construe this as an award, impending award, attempt to negotiate, etc. If a bidder acts or fails to act as a result of this notification, it does so at its own risk and expense.

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

4.2. CONTRACT EXECUTION. Subject to protests, if any, Enterprise Services and the ASB will enter into a contract as set forth in Exhibit D1 – Contract .

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

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

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 10(Rev 2-21-2017)

EXHIBITS

EXHIBIT TITLE FILEEXHIBIT A1 – BIDDER CERTIFICATIONSComplete, sign and include with the proposal

EXHIBIT A2 – BIDDER PROFILEComplete as instructed and include with the proposal

EXHIBIT A3 – BIDDER WAGE THEFT CERTIFICATIONComplete, sign and include with the proposal

EXHIBIT B1 – PARKING HARDWARE, SOFTWARE & MAINT REQUIREMENTSComplete as instructed, include any requested attachments and submit with the proposal

EXHIBIT C1 – PARKING HARDWARE, SOFTWARE & MAINT PRICE PROPOSALIf proposing a Parking Hardware, Software & Maintenance solution complete as instructed and include with the proposal

EXHIBIT D1 – MASTER CONTRACTFor information only, do not include with the proposal

EXHIBIT D2 – CONTRACT ISSUES LISTIf applicable, complete as instructed and include with the proposal

EXHIBIT E – COMPLAINT, DEBRIEF, & PROTEST REQUIREMENTSFor information only, do not include with the proposal

EXHIBIT F – DOING BUSINESS WITH THE STATE OF WASHINGTONFor information only, do not include with the proposal

RFP NO. 04417-CPRM – PARKING HARDWARE, SOFTWARE, AND MAINTENANCE PAGE 11(Rev 2-21-2017)