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2. GENERAL INFORMATION FOR BIDDERS2.1. RFQQ COORDINATORThe RFQQ Coordinator is the sole point of contact in HCA for this procurement. All communicationbetween the Bidder and HCA upon release of this RFQQ must be with the RFQQ Coordinator, asfollows:NameDanielle MortensonE-Mail AddressHCAProcurements@hca.wa.govAny other communication will be considered unofficial and non-binding on HCA. Bidders are to relyon written statements issued by the RFQQ Coordinator. Communication directed to parties otherthan the RFQQ Coordinator may result in disqualification of the Bidder.2.2. SUBMISSION OF PROPOSALSThe proposal must be received by the RFQQ Coordinator no later than the Proposal Due deadlinein Section Error! Reference source not found., Estimated Schedule of Procurement.Proposals must be submitted electronically as an attachment to an e-mail to the RFQQ Coordinatorat the e-mail address listed in Section 2.1. Attachments to e-mail should be in Microsoft Wordformat or PDF. Zipped files cannot be received by HCA and cannot be used for submission ofproposals. The cover submittal letter and the Certifications and Assurances form must have ascanned signature of the individual within the organization authorized to bind the Bidder to the offer.HCA does not assume responsibility for problems with Bidder’s e-mail. If HCA e-mail is not working,appropriate allowances will be made.Proposals may not be transmitted using facsimile transmission.Bidders should allow sufficient time to ensure timely receipt of the proposal by the RFQQCoordinator. Late proposals will not be accepted and will be automatically disqualified from furtherconsideration, unless HCA e-mail is found to be at fault. All proposals and any accompanyingdocumentation become the property of HCA and will not be returned.2.3. PROPRIETARY INFORMATION / PUBLIC DISCLOSUREProposals submitted in response to this RFQQ will become the property of HCA. All proposalsreceived will remain confidential until the ASB is announced; thereafter, the proposals will bedeemed public records as defined in chapter 42.56 of the Revised Code of Washington (RCW).Any information in the proposal that the Bidder desires to claim as proprietary and exempt fromdisclosure under chapter 42.56 RCW, or other state or federal law that provides for thenondisclosure of a document, must be clearly designated. The information must be clearly identifiedand the particular exemption from disclosure upon which the Bidder is making the claim must becited. Each page containing the information claimed to be exempt from disclosure must be clearlyidentified by the words “Proprietary Information” printed on the lower right-hand corner of the page.Marking the entire proposal exempt from disclosure or as Proprietary Information will not behonored.If a public records request is made for the information that the Bidder has marked as “ProprietaryInformation,” HCA will notify the Bidder of the request and of the date that the records will bereleased to the requester unless the Bidder obtains a court order enjoining that disclosure. If theBidder fails to obtain the court order enjoining disclosure, HCA will release the requestedHCA RFQQ No. 2021HCA23Page 8 of 23

information on the date specified. If a Bidder obtains a court order from a court of competentjurisdiction enjoining disclosure pursuant to chapter 42.56 RCW, or other state or federal law thatprovides for nondisclosure, HCA will maintain the confidentiality of the Bidder’s information per thecourt order.A charge will be made for copying and shipping, as outlined in RCW 42.56. No fee will be chargedfor inspection of contract files, but 24 hours’ notice to the RFQQ Coordinator is required. Allrequests for information should be directed to the RFQQ Coordinator.The submission of any public records request to HCA pertaining in any way to this RFQQ will notaffect the procurement schedule, as outlined in Section 1.2, unless HCA, in its sole discretion,determines that altering the schedule would be in HCA’s best interests.2.4. REVISIONS TO THE RFQQIf HCA determines in its sole discretion that it is necessary to revise any part of this RFQQ, thenHCA will provide addenda via e-mail to all individuals who have made the RFQQ Coordinator awareof their interest. Addenda will also be published on Washington’s Electronic Bid System (WEBS) athttps://fortress.wa.gov/ga/webs/. For this purpose, the published questions and answers and anyother pertinent information will be provided as an addendum to the RFQQ and will be placed on thewebsite.HCA also reserves the right to cancel or to reissue the RFQQ in whole or in part, prior to executionof a contract.2.5. DIVERSE BUSINESS INCLUSION PLANBidders will be required to submit a Diverse Business Inclusion Plan with their proposal. Inaccordance with legislative findings and policies set forth in RCW 39.19, the state of Washingtonencourages participation in all contracts by firms certified by the Office of Minority and Women’sBusiness Enterprises (OMWBE), set forth in RCW 43.60A.200 for firms certified by the WashingtonState Department of Veterans Affairs, and set forth in RCW 39.26.005 for firms that are WashingtonSmall Businesses. Participation may be either on a direct basis or on a subcontractor basis.However, no preference on the basis of participation is included in the evaluation of DiverseBusiness Inclusion Plans submitted, and no minimum level of minority- and women-ownedbusiness enterprise, Washington Small Business, or Washington State certified Veteran Businessparticipation is required as a condition for receiving an award. Any affirmative action requirementsset forth in any federal Governmental Rules included or referenced in the contract documents willapply.2.6. ACCEPTANCE PERIODProposals must provide 120 calendar days for acceptance by HCA from the due date for receipt ofproposals.2.7. COMPLAINT PROCESSThe complaint process allows vendors to focus on the solicitation requirements and evaluationprocess and raise issues early enough in the process to allow HCA to correct a problem beforeproposals are submitted. The complaint period starts on the date of the RFQQ posting andconcludes on the Complaints Due date specified in section 1.2, Estimated Schedule ofProcurement Activities.Vendors may submit a complaint to HCA based on any of the following:HCA RFQQ No. 2021HCA23Page 9 of 23

2.7.1.1.The RFQQ unnecessarily restricts competition;2.7.1.2.The RFQQ evaluation or scoring process is unfair or unclear; or2.7.1.3.The RFQQ requirements are inadequate or insufficient to prepare a response.A complaint may be submitted to HCA prior to (5) five Business Days before the bidresponse deadline. The complaint must:2.7.2.1.Be in writing;2.7.2.2.Be sent to the RFQQ Coordinator, or designee;2.7.2.3.Clearly articulate the basis for the complaint; and2.7.2.4.Include a proposed remedy.The RFQQ Coordinator, or designee, will respond to the complaint in writing. The response to thecomplaint and any changes to the RFQQ will be posted on WEBS. The Director of HCA will benotified of all complaints and will be provided a copy of HCA’s response. A Bidder or potentialBidder cannot raise during a bid protest any issue that the Bidder or potential Bidder raised in acomplaint. HCA’s action or inaction in response to a complaint will be final. There will be no appealprocess.2.8. RESPONSIVENESSThe RFQQ Coordinator will review all proposals to determine compliance with administrativerequirements and instructions specified in this RFQQ. A Bidder’s failure to comply with any part ofthe RFQQ may result in rejection of the proposal as non-responsive.HCA also reserves the right at its sole discretion to waive minor administrative irregularities.2.9. MOST FAVORABLE TERMSHCA reserves the right to make an award without further discussion of the proposal submitted.Therefore, the proposal should be submitted initially on the most favorable terms which the Biddercan propose. HCA does reserve the right to contact a Bidder for clarification of its proposal.HCA also reserves the right to use a Best and Final Offer (BAFO) before awarding any contract tofurther assist in determining the ASB.The ASB should be prepared to accept this RFQQ for incorporation into a contract resulting fromthis RFQQ. The contract resulting from this RFQQ will incorporate some, or all, of the Bidder’sproposal. The proposal will become a part of the official procurement file on this matter withoutobligation to HCA.2.10.CONTRACT AND GENERAL TERMS & CONDITIONSThe ASB will be expected to enter into a contract which is substantially the same as the draftContract and its general terms and conditions included as Exhibit D. HCA will not accept any draftcontracts prepared by any Bidder. The Bidder must be prepared to agree to all terms of theattached Draft Contract, Exhibit D, as presented or the Proposal may be rejected. Bidders mustinclude a copy of the Draft Contract with their proposals that includes redline edits documenting thechanges they propose be made if selected as an ASB. If the Bidder fails to identify an objection toany particular term or condition, the term or condition will be deemed agreed to by the Bidder. HCAwill review requested exceptions and accept or reject the same at its sole discretion.HCA RFQQ No. 2021HCA23Page 10 of 23

If, after the announcement of the ASB, and after a reasonable period of time, the ASB and HCAcannot reach agreement on acceptable terms for the Contract, HCA may cancel the selection andAward the Contract to the next most qualified Bidder.2.11.COSTS TO PROPOSEHCA will not be liable for any costs incurred by the Bidder in preparation of a proposal submitted inresponse to this RFQQ, in conduct of a presentation, or any other activities related in any way tothis RFQQ.2.12.RECEIPT OF INSUFFICIENT NUMBER OF PROPOSALSIf HCA receives only one responsive proposal as a result of this RFQQ, HCA reserves the right toeither: 1) directly negotiate and contract with the Bidder; or 2) not award any contract at all. HCAmay continue to have the bidder complete the entire RFQQ process. HCA is under no obligation totell the Bidder if it is the only Bidder.2.13.NO OBLIGATION TO CONTRACTThis RFQQ does not obligate HCA to enter into any contract for services specified herein.2.14.REJECTION OF PROPOSALSHCA reserves the right, at its sole discretion, to reject any and all proposals received withoutpenalty and not to issue any contract as a result of this RFQQ.2.15.COMMITMENT OF FUNDSThe Director of HCA or his/her delegate is the only individual who may legally commit HCA to theexpenditures of funds for a contract resulting from this RFQQ. No cost chargeable to the proposedcontract may be incurred before receipt of a fully executed contract.2.16.ELECTRONIC PAYMENTThe state of Washington prefers to utilize electronic payment in its transactions. The ASB will beprovided a form to complete with the contract to authorize such payment method.HCA RFQQ No. 2021HCA23Page 11 of 23

3.PROPOSAL CONTENTSProposals must be written in English and submitted electronically to the RFQQ Coordinator in theorder noted below:A. Letter of Submittal (see Section 3.1), including signed Certifications and Assurances (ExhibitA)B. Bidder Information (see Section 3.2)C. Qualifications (see Section 3.3)D. Quotation Section (see Section 3.4)E. Executive Order 18-03 (see Section 3.5 and Exhibit C)F. Diverse Business Inclusion Plan (see Exhibit B)G. Draft Contract (see Exhibit D)Proposals must provide information in the same order and with the same section numbers and headingtitles as presented in this document.Items marked “Mandatory” or “M” must be included as part of the proposal for the proposal to beconsidered responsive; however, these items are not scored. Items marked “Scored” or “MS” are thosethat are awarded points as part of the evaluation conducted by the evaluation team.a) Mandatory Requirements (M): The Proposal must always indicate explicitly whether or not theBidder’s proposed services meet the requirement. A statement, “(Bidder Name) has read,understands, and fully complies with this requirement” is acceptable, along with any additionalinformation requested.b) Mandatory Scored Requirements (MS): The Proposal must always indicate explicitly whether ornot the Bidder’s proposed goods and services meet the requirement and describe how the Bidder’sproposed goods and services will accomplish each requirement.3.1. LETTER OF SUBMITTAL (M)The Letter of Submittal and the attached Certifications and Assurances form (Exhibit A to thisRFQQ) must be signed and dated by a person authorized to legally bind the Bidder to a contractualrelationship, e.g., the President or Executive Director if a corporation, the managing partner if apartnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter ofSubmittal is to include by attachment the following information about the Bidder and any proposedsubcontractors:Name, address, principal place of business, telephone number, and fax number/e-mailaddress of legal entity or individual with whom contract would be written.Name, address, and telephone number of each principal officer (President, VicePresident, Treasurer, Chairperson of the Board of Directors, etc.)Bidder’s authorized representative for this Procurement (This representative will also benamed the authorized representative identified in the Bidder’s Proposal);Legal status of the Bidder (sole proprietorship, partnership, corporation, etc.) and theyear the entity was organized to do business as the entity now substantially exists.Federal Employer Tax Identification number or Social Security number and theWashington Uniform Business Identification (UBI) number issued by the state ofWashington Department of Revenue. If the Bidder does not have a UBI number, theHCA RFQQ No. 2021HCA23Page 12 of 23

Bidder must state that it will become licensed in Washington within thirty (30) calendardays of being selected as the ASB.Location of the facility from which the Bidder would operate.Identify any state employees or former state employees employed or on the firm’sgoverning board as of the date of the proposal. Include their position and responsibilitieswithin the Bidder’s organization. If following a review of this information, it is determinedby HCA that a conflict of interest exists, the Bidder may be disqualified from furtherconsideration for the award of a contract.A statement of how you meet ALL of the Minimum Requirements specified in Section 1.5of the Procurement.Any information in the proposal that the Bidder desires to claim as proprietary andexempt from disclosure under the provisions of RCW 42.56 must be clearly designated.The page must be identified and the particular exemption from disclosure upon whichthe Bidder is making the claim must be listed. Each page claimed to be exempt fromdisclosure must be clearly identified by the word “Proprietary” printed on the lower righthand corner of the page. In your Letter of Submittal, please list which pages andsections that have been marked “Proprietary” and the particular exemption fromdisclosure upon which the Bidder is making the claim.3.2. BIDDER INFORMATION (M) and (Optional)BUSINESS INFORMATION (M):3.2.1.1.State the name of the company, address, phone number, fax number, e-mailaddress, legal status of entity (ownership), and year entity was established asit now substantially exists.3.2.1.2.Provide the firm’s Federal Employer Tax Identification number or SocialSecurity number and the Washington Uniform Business Identification (UBI)number issued by the state of Washington Department of Revenue.3.2.1.3.Indicate how many employees are with the firm. Name the firm principles andtheir roles.3.2.1.4.Identify any state employees or former state employees employed by the Bidderor on the Bidder’s governing board as of the date of the proposal. Include theirposition and responsibilities within the Bidder’s organization. If following areview of this information it is determined by HCA that a conflict of inter

The RFQQ Coordinator is the sole point of contact in HCA for this procurement. All communication between the Bidder and HCA upon release of this RFQQ must be with the RFQQ Coordinator, as follows: Name Danielle Mortenson E-Mail Address HCAProcurements@hca.wa.gov Any other communication will be considered unofficial and non-binding on HCA.