Standard Procedures
At the close of the bid deadline, the Purchasing department and the end-user will evaluate all bids received.
The following matrix for scoring each bid will generally be followed:
50 points – Pricing
10 points – Bid qualifications (does the bid meet the specifications of the RFQ/RFP)
15 points – Vendor qualifications (does the bidder meet the qualification to provide the product/service per the RFQ/RFP)
10 points – References from other customers using similar service/products
5 points – Prior experience with Peninsula College
5 points – Bid is complete (includes Attachment C, references, etc.)
5 points – Additional services/amenities offered above the minimum of the RFQ/RFP requirements
Peninsula College may change the evaluation criteria at its option based on what the RFQ/RFP is for, and the applicability of an evaluation criteria category to the RFQ/RFP item.
Once the bid has closed and the evaluation of the bids have been completed, the Purchasing department will send by e-mail a copy of the evaluation results to all participating bidders and announce the prevailing bidder. The actual contract/purchase order will be sent to the winning bidder seven (7) business days following the Notice of Intent to Award having been sent out.
Standard Attachments to All Bids
Attachment A – General Terms and Conditions.
Attached to this RFQ/RFP are the terms and conditions of this RFQ/RFP. Any requested deviations from these terms can/may be interpreted as the bid not meeting the requirements of this RFQ/RFP and therefore being disqualified or awarded reduced points in scoring towards the bid qualification section of the evaluation process.
Attachment B – OMWBE Declaration
Per WAC Title 326, Washington State agencies are required to track and encourage purchases and contracts with businesses owned by a woman, a minority, a veteran, or a disadvantaged small business. All bids are required to indicate on Attachment B if your business meets these criteria, and be prepared to provide documentation to verify that standing.
The following voluntary numerical OMWBE participation requirements have been established for this bid/proposal:
Minority Business Enterprises (MBEs): 10% AND Women's Business Enterprises (WBEs): 8%.
These goals are voluntary, but achievement of the goals is encouraged. However, unless required by federal statutes, regulations, grants, or contract terms referenced in the contract documents, no preference will be included in the evaluation of bids/proposals, no minimum level of OMWBE participation shall be required as a condition for receiving an award or completion of the contract work, and bids/proposals will not be rejected or considered non-responsive if they do not include OMWBE participation. Bidders may contact OMWBE at (360) 753-9693 to obtain information on certified firms for potential subcontracting arrangements.
Attachment C – Certification and Assurance Form
An authorized signatory of the bidding company will sign this form.
Attachment D – Wage Theft Prevention Contractor Certification
Attachment D Background:
This attachment is to be included with your bid submission. The Governor signed SSB 3501 on 5/8/17 and the law took effect on 7/23/17.
RCW 39.26.160(2)f was changed to read;
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
RCW 39.26-160(4) was changed to read;
The solicitation document must clearly set forth the requirements and criteria that the agency will apply in evaluating bid submissions. Before award of a contract, a bidder shall submit to the contracting agency a signed statement in accordance with RCW 9A.72.085 verifying under penalty of perjury that the bidder is in compliance with the responsible bidder criteria requirement of subsection (2)(f) of this section. A contracting agency may award a contract in reasonable reliance upon such a sworn statement.
Procedures for Complaints, Disputes, and Protests
Complaint Procedures
The complaint process occurs early in the solicitation, after the question/answer period, to catch mistakes and errors before vendors submit a response. The complaint process helps Peninsula College insure an open/transparent process. The purpose is to settle unresolved vendor issues before bids are submitted.
Grounds for complaint:
A vendor may file a complaint relative to a solicitation based on the following:
- The solicitation unnecessarily restricts competition;
- The evaluation/scoring process is unfair or flawed; or
- The solicitation requirements are inadequate or insufficient to prepare a response
Vendor Complaints:
- Must be in writing (email is acceptable)
- Must be sent to the Purchasing department no later than 5 days prior to bid deadline
- Should clearly articulate the basis for the complaint
- Should include a proposed remedy
Upon receipt of a written complaint, the Purchasing department will:
- Review the complaint.
- Respond to the complaint in writing.
- Post the complaint and solution, if any, to WEBS, the state procurement website.
The agency complaint process does not include an appeal process. The complaint may not be raised again during the protest period.
Protest Procedure
Any participant in a competitive solicitation (RFQ/RFP) may request a debriefing conference within three business days after the Notice of Intent to Award is published. During this conference, only matters relating to the submissions by the party who requested the conference may be discussed; competitor's submissions may not be discussed. This debriefing conference may take the form of an exchange of e-mails, a phone call, or a meeting in person.
Only parties who attend a debriefing conference may subsequently file a formal protest, in writing, during the next five business days. The protest shall state the cause of the action relating to one or more of these following criteria only:
- A matter of bias, discrimination or conflict of interest on the part of an evaluator;
- Errors in computing the scores or prices; or
- Non-compliance with procedures described in the solicitation document, agency policies or the Revised Code of Washington.
Protests shall include:
- Information about the protesting bidder such as name of firm, mailing address, phone number and name of individual responsible for submission of the protest. The protest letter must be submitted by an authorized agent of the vendor.
- The facts and arguments that are relied on as the basis for the protest
- Any relevant exhibits or evidence supporting the protest
- Specific reference to the grounds for the protest
- Description of the relief or corrective action requested.
Peninsula College will respond to the protest within ten business days or advise when it will be adjudicated if additional time is required. The response will be provided by a Peninsula College administrator who has not been involved in the subject procurement. Aggrieved parties who wish to appeal the response may do so in the Superior Court of Clallam County, WA.If an award is cancelled as a result of a protest filed after award, the College shall not be liable to the awardees for, and the awardees shall not claim against the College, any alleged (a) bid preparation charges, (b) cost incurred to ensure that
If an award is cancelled as a result of a protest filed after award, the College shall not be liable to the awardees for, and the awardees shall not claim against the College, any alleged (a) bid preparation charges, (b) cost incurred to ensure that the awardees bid is responsive, (c) claims for anticipated lost profits, or (d) claims for damages.