Communication Access Real-Time Transcription (CART)

REQUEST FOR QUOTES & QUALIFICATIONS (RFQQ) NO. 03116 COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART)

INTRODUCTION This Request for Quotes & Qualifications (RFQQ) is a competitive procurement issued by the Washington Department of Enterprise Services (Enterprise Services) pursuant to RCW chapter 39.26. Enterprise Services intends to use this RFQQ to establish and award a statewide Master Contract for Communication Access Real-time Transcription (CART) to a pool of qualified Contractors. Contract users will have the entire pool of awarded Contractors to choose from to meet their CART needs, and will not run a second tier procurement to make selections. This is a convenient use contract with services scheduled on an as-needed basis. The primary Contract users on the previous Contract are the Department of Social & Health Services (DSHS), various colleges and universities, and some political subdivisions throughout the state.

This RFQQ is divided into four (4) sections: . Section 1 provides a summary table of relevant deadlines for responding to the RFQQ and identifies contact information for the RFQQ Procurement Coordinator. . Section 2 provides important information about the procurement. . Section 3 provides information on how to prepare and submit an offer for this RFQQ, including detailed instructions regarding what to submit and how to submit your offer. . Section 4 describes how Enterprise Services will evaluate the offers.

In addition, this RFQQ includes the following Exhibits: . Exhibit A – Offeror Information: This exhibit identifies the information that offerors must provide to Enterprise Services to constitute a responsive offer. . Exhibit B –Qualifications & Requirements: This exhibit outlines the qualifications and requirements necessary for this RFQQ. . Exhibit C – Offer Price: This exhibit provides the pricing information that offerors will complete as part of their offer. . Exhibit D – Master Contract: This exhibit is the Master Contract that the successful offeror(s) will execute with Enterprise Services. . Exhibit E – Complaint, Debrief, & Protest Requirements: This exhibit details the applicable requirements to file a complaint, request a debrief conference, or file a protest regarding this RFQQ. . Exhibit F – Doing Business with the State of Washington: This exhibit provides information regarding contracting with the State of Washington.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 1 (Form Rev 6-6-2016) . Exhibit G – CART Contract Usage: This exhibit provides the dollar value spent across the State of Washington for the previous Master Contract for CART.

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 RFQQ will be available for use by the following entities (”Purchasers”): . All Washington state agencies. . All authorized parties to the Master Contract Usage Agreement (MCUA), including institutions of higher education, cities and counties, other political subdivisions or special districts, and public benefit nonprofit corporations. . The Master Contract also will be available for use by the Oregon Cooperative Purchasing Program (ORCPP) based on the contractor’s acceptance. 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, QUESTIONS, AND WHERE TO SUBMIT YOUR OFFER

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

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

Item Date RFQQ Posting Date: October 25, 2016 November 8, 2016, 10:30am – 12:00pm PDT Pre-Offer Conference: Room 2332, 1500 Jefferson St. SE Olympia, WA 98504 Question & Answer Period: October 25, 2016 – November 18, 2016 Deadline for submitting Offers: 11:59 pm PDT, December 1, 2016 Anticipated Announcement of December 27, 2016 Apparent Successful Offeror(s): Anticipated Award of Master January 16, 2017 Contract(s):

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 2 (Form Rev 6-6-2016) The RFQQ (and award of the Master 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 RFQQ. Only offerors who have properly registered and downloaded the original RFQQ directly via Washington’s Electronic Business Solution (WEBS) will receive notifications of amendments to this RFQQ, which offerors must download, and other correspondence pertinent to this procurement. To be awarded a Master Contract, offerors must be registered in WEBS. Visit https://fortress.wa.gov/ga/webs to register.

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

RFQQ Procurement Coordinator Name: Bradley DeVol Telephone: (360) 407-7920 Email: [email protected]

Questions raised at the pre-offer conference and during the Q&A period will be answered in writing via an amendment and posted to WEBS.

SECTION 2 – INFORMATION ABOUT THE PROCUREMENT

This section describes the purpose of the RFQQ and provides information about this procurement, including the potential scope of the opportunity.

2.1. PURPOSE OF THE PROCUREMENT – AWARD A MASTER CONTRACT. The purpose of this RFQQ is to receive competitive offers and award a statewide master contract for Communication Access Real-Time Transcription (CART) services. Enterprise Services intends to award to a qualified pool of vendors in each of the below service categories

a. Local CART – The real-time conversion of spoken word into written text, displayed on a screen for the audience, done on-site while communication is taking place.

b. Remote CART – The real-time conversion of communications into written text, displayed on a screen for the audience, done remotely with use of audio/video relay equipment.

c. Real-Time (Open) Captioning – The real-time placement of text upon a live stream, relaying what is being communicated.

d. Post-Webinar (Closed) Captioning – The placement of written text relaying what was being communicated on a previously recorded Webinar or other presentation typically saved on a media file.

e. Post-Production (Closed) Captioning – The placement of written text conveying what was being communicated on a previously recorded presentation saved on a DVD or CD.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 3 (Form Rev 6-6-2016) 2.2. MASTER CONTRACT. The form of the Master Contract that will be awarded as a result of this RFQQ is attached as Exhibit D – Master Contract.

2.3. CONTRACT TERM. As set forth in the attached Master Contract for this RFQQ, the contract term is thirty-six (36) months with an additional thirty-six (36) month extension option. Offerors are to specify prices for the contract term.

2.4. ESTIMATED SALES. Annual total purchases could approximate $100,000 from Department of Social & Health Services, Department of Transportation, Department of Labor & Industries, Gonzaga University, and others. Purchase potential from other purchasers is unknown. Although Enterprise Services does not represent or guarantee any minimum purchase from the Master Contract, prior purchases under a similar contract are set forth in Exhibit G – CART Contract Usage.

SECTION 3 – HOW TO PREPARE AND SUBMIT AN OFFER FOR THIS RFQQ

This section identifies how to prepare and submit your offer to Enterprise Services for this RFQQ. In addition, offerors will need to review and follow the requirements included in Exhibit A – Offeror Information, which identifies the information that offerors must provide to Enterprise Services to constitute a responsive offer. By responding to this RFQQ and submitting an offer, offerors acknowledge having read and understood the entire RFQQ and accept all information contained within this RFQQ.

3.1. PRE-OFFER CONFERENCE. Enterprise Services will host an RFQQ pre-offer conference at the time and location indicated in Section 1 of this RFQQ. Attendance is not mandatory. Offerors, however, are encouraged to attend and participate. The purpose of the pre-offer conference is to clarify the RFQQ as needed and raise any issues or concerns that offerors may have. If interpretations, specifications, or other changes to the RFQQ are required as a result of the conference, the Procurement Coordinator will post an amendment to this RFQQ in WEBS. Assistance for disabled, blind, or hearing-impaired persons who wish to attend the pre-offer conference is available with prior arrangement by contacting the Procurement Coordinator.

3.2. OFFER FORMAT. Offers must be complete, legible, signed with an electronic signature or signed and scanned as a PDF, and follow the instructions stated in Exhibit A – Offeror Information. . Electronic offers: Unless otherwise specified in writing by Enterprise Services, documents included with an electronic offer must be prepared in MS Word, MS Excel, or Adobe PDF.

3.3. OFFEROR COMMUNICATIONS REGARDING THIS RFQQ. During the RFQQ process, all offeror communications regarding this RFQQ must be directed to the Procurement Coordinator for this RFQQ. See Section 1 of this RFQQ. Offerors should rely only on this RFQQ and written amendments to the RFQQ issued by the Procurement Coordinator. In no event will oral communications regarding the RFQQ be binding. . Offerors are encouraged to make any inquiry regarding the RFQQ as early in the process as possible to allow Enterprise Services to consider and, if warranted, respond to the inquiry. If an offeror does not notify Enterprise Services of an issue, exception, addition, or omission, Enterprise Services may consider the matter waived by the offeror for protest purposes.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 4 (Form Rev 6-6-2016) . If offeror inquiries result in changes to the RFQQ, written amendments will be issued and posted on WEBS. . Unauthorized contact regarding this RFQQ with other state employees involved with the RFQQ may result in offeror disqualification.

3.4. PRICING. Offer prices must include all cost components needed for the delivery and performance of services as described in this RFQQ. See Exhibit C – Offer Price. An offeror’s failure to identify all costs in a manner consistent with the instructions in this RFQQ is sufficient grounds for disqualification. . Inclusive Pricing: Offerors must identify and include all cost elements in their pricing. In the event that offeror is awarded a Master Contract, the total price for the goods and/or services shall be offeror’s price as submitted. Except as provided in the Master Contract, there shall be no additional costs of any kind. . Credit Cards (P-Cards): In the event that offeror is awarded a Master Contract, the total price for the goods and/or services shall be the same regardless of whether purchasers make payment by cash, credit card, or electronic payment. Offeror shall bear, in full, any processing or surcharge fees associated with the use of credit cards or electronic payment. . Vendor Management Fee: The resulting Master Contract from this RFQQ will include a Vendor Management Fee as specified in the Master Contract attached as Exhibit D – Master Contract.

3.5. OFFEROR RESPONSIVENESS. Offerors must submit complete offers. See Exhibit A – Offeror Information. An offeror’s failure to do so may result in an offer being deemed non-responsive and disqualified. Enterprise Services reserves the right to determine an offeror’s compliance with the requirements specified in this RFQQ and to waive informalities in an offer. Informality is an immaterial variation from the exact requirements of the competitive RFQQ, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies 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 offerors.

3.6. OFFER SUBMITTAL CHECKLIST – REQUIRED OFFER SUBMITTALS. This section identifies the offer submittals that must be provided to Enterprise Services to constitute a responsive offer. The submittals must be delivered electronically as set forth below.

Offers that do not include the submittals identified below may be rejected as nonresponsive. In addition, an offeror’s failure to complete any submittal as instructed may result in the offer being rejected.

Offerors must identify each page of the submittals and any supplemental materials with offeror’s name.

 EXHIBIT A1 – OFFEROR’S CERTIFICATION This document is the Offeror’s Certification. Complete the certification (insert name of Offeror, date, and sign), attach to the offer and submit to Enterprise Services.

 EXHIBIT A2 – OFFEROR PROFILE This document is required information for contract administration purposes.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 5 (Form Rev 6-6-2016) Complete as instructed, attach copies of any certifications claimed, and submit with the offer to Enterprise Services.

 EXHIBIT B – CART REQUIREMENTS AND SPECIFICATIONS Offeror will need to confirm that they meet or exceed the detailed specifications addressed in Exhibit B – Requirements and Specifications.

 EXHIBIT C - OFFER PRICE Offeror will need to complete the price worksheet templates as instructed in Exhibit C – Offer Price.

3.7. SUBMITTING OFFERS. Your electronic offer must be delivered to the following:

Deliver Offers to: Email your offer to the following: Electronic: [email protected]

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

SECTION 4 – OFFER EVALUATION

This section identifies how Enterprise Service will evaluate RFQQ offers.

4.1. OVERVIEW. Enterprise Services will evaluate offers for this RFQQ as described below. . Offeror responsiveness, specification, price factors and responsibility, will be evaluated based on the process described herein. . Offerors whose offers are determined to be non-responsive will be rejected and will be notified of the reasons for this rejection. . Enterprise Services reserves the right to: (1) Waive any informality; (2) Reject any or all offers, or portions thereof; (3) Accept any portion of the items bid unless the offeror stipulates all or nothing in their offer; (4) Cancel an RFQQ and re-solicit offers; and/or (5) Negotiate with the lowest responsive and responsible offeror to determine if that offer can be improved. . Enterprise Services will use the following process and evaluation criteria for an award of a Master Contract:  Step 1: Responsiveness.  Step 2: Requirements & Specification Evaluation.  Step 3: Pricing Reasonableness Evaluation.  Step 4: Responsibility Analysis.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 6 (Form Rev 6-6-2016) 4.2. RESPONSIVENESS (STEP 1). Enterprise Services will review offers – on a pass/fail basis – to determine whether the offer is ‘responsive’ to this RFQQ. This means that Enterprise Services will review each offer to determine whether the offer is complete – i.e., does the offer include each of the required submittals, are the submittals complete, signed, legible. Enterprise Services reserves the right – in its sole discretion – to determine whether an offer is responsive. Offerors who receive a failing mark in Step 1 will not move forward to Step 2 of the evaluation process.

4.3. REQUIREMENTS AND SPECIFICATIONS EVALUATION (STEP 2). Enterprise Services will evaluate Exhibit B-“Requirements and Specifications” from each offer to ensure that each offeror’s response meets the requirements and specifications of the service category bid. The committee will be comprised of regular contract users, and will determine whether each offeror conforms to the requirements of the RFQQ. Enterprise Services reserves the right to request additional information before selecting the Apparent Successful Offeror (“ASO”). An offeror’s failure to provide requested information to Enterprise Services within five (5) business days may result in disqualification. Offerors who receive a failing mark in Step 2 will not move forward to Step 3 of the evaluation process.

4.4. OFFER PRICING EVALUATION (STEP 3). Enterprise Services will evaluate offer prices by reviewing and comparing the submitted offer prices to ensure consistent value for the State. Offerors are to submit prices for each county wherein services are offered as designated in Exhibit A, for each individual service category as identified therein. Once contract awards have been made, Enterprise Services will compile all prices offered from each offer into one Excel spreadsheet for Contract users’ selection of service providers. Offerors who receive a failing mark in Step 3 will not move forward to Step 4 of the evaluation process.

4.5. RESPONSIBILITY ANALYSIS (STEP 4). For responsive offers, Enterprise Services may make reasonable inquiry to determine the responsibility of any offeror. Determination of responsibility will be made on a pass/fail basis. . Financial Information: Enterprise Services may request financial statements, credit ratings, references, record of past performance, clarification of offeror’s offer, on-site inspection of offeror's or subcontractor's facilities, or other information as necessary. Failure to respond to these requests may result in an offer being rejected as non-responsive. . References: Enterprise Services reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness. Any negative or unsatisfactory reference can be reason for rejecting an offeror as non-responsible.

4.6. DETERMINATION OF APPARENT SUCCESSFUL OFFEROR. Enterprise Services will determine the Apparent Successful Offeror(s) (“ASO(s)”) based upon the offer(s) which best meet(s) the requirements of this RFQQ and presents the best total value to Enterprise Services, but not necessarily to the offeror with the lowest price. Enterprise Services intends to award to and establish a pool of qualified Offerors for each Service Category outlined in Exhibit C – Offer Price. All responsive and responsible offerors who meet all of the RFQQ requirements will be determined ASO(s) by specific category. . Designation as an ASO does not imply that Enterprise Services will issue an award for a Master Contract to your firm. Rather, this designation allows Enterprise Services to perform further analysis and ask for additional documentation. The

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 7 (Form Rev 6-6-2016) offeror must not construe this as an award, impending award, attempt to negotiate, etc. If an offeror acts or fails to act as a result of this notification, it does so at its own risk and expense. . Upon announcement of the ASO, offerors may request a debrief conference as specified in Exhibit E – Complaint, Debrief & Protest Requirements.

4.7. AWARD OF MASTER CONTRACT. Subject to protests, if any, Enterprise Services and the ASO(s) will enter into Master Contract(s) for CART as set forth in Exhibit D – Master Contract. . An award, in part or full, is made and a contract formed by signature of Enterprise Services and awarded offeror(s) on the Master Contract. Enterprise Services reserves the right to award on an all-or-nothing consolidated basis. . Following the award of the Master Contract, all offerors will receive a Notice of Award, usually through an email to the offeror’s email address provided in the offeror’s offer.

4.8. OFFER INFORMATION AVAILABILITY. Enterprise Services will post offer evaluations to the Enterprise Services’ website after announcement of Apparent Successful Offeror.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 8 (Form Rev 6-6-2016) EXHIBIT A1 – OFFEROR’S CERTIFICATION

RFQQ No.: 03116

Offeror:

Offeror makes this certification as a required element of submitting this offer, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the RFQQ are conditions precedent to the award or continuation of the resulting Master Contract. 1. Offeror has read, understands, and agrees to abide by the RFQQ. 2. Offeror’s offer prices have been arrived at independently, without engaging in collusion, offer rigging, or any other illegal activity, and without for the purpose of restricting competition any consultation, communication, or agreement with any other offeror or competitor relating to (a) those prices, (b) the intention to submit an offer, or (c) the methods or factors used to calculate the prices offered. Offeror has not been and will not knowingly disclose its offer prices, directly or indirectly, to any other offeror or competitor before award of a Master Contract, unless otherwise required by law. No attempt has been made or will be made by the offeror to induce any other person to submit or not to submit a offer for the purpose of restricting competition. Offeror, however, freely may join with other persons or organizations for the purpose of presenting an offer. 3. Offeror’s attached offer is a firm offer for a period of ninety (90) days following the offer due date specified in the RFQQ, and it may be accepted by Enterprise Services without further negotiation at any time within such ninety (90) day period. In the event of a protest, offeror’s offer will remain valid for ninety (90) days or until the protest and any related court action is resolved, whichever is later. 4. In preparing this offer, offeror has not been assisted by any current or former employee of the State of Washington whose duties relate (or did relate) to this RFQQ, or prospective master contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this offer. 5. Offeror understands that the State of Washington will not reimburse offeror for any costs incurred in the preparation of this offer. All offers become the property of the State of Washington, and offeror claims no proprietary right to the ideas, writings, items, or samples unless so stated in the offer 6. Offeror understands that its submittal of an offer and execution of this Offeror’s Certification certifies offeror’s willingness to comply with the Master Contract if awarded such. By submitting this offer, offeror hereby offers to furnish materials, supplies, services

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 9 (Form Rev 6-6-2016) and/or equipment in compliance with all terms, conditions, and specifications contained in the Master Contract.

DATED this ___ day of ______, 2016.

______Print Name of Company

By: ______Signature Name: ______Print Name Title: ______Print Title

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 10 (Form Rev 6-6-2016) EXHIBIT A2 – OFFEROR’S PROFILE

RFQQ No.: 03116

Offeror:

Company Information Legal Company name (from Business Indicate entity type (LLC, Inc., Corp., License) and address etc.): Indicate state of registration/incorporation:

Wash. Dept. of Revenue Registration No. Unified Business Identifier (UBI) Federal Tax ID No. (TIN) If TIN is a Social Security number, provide only the last four digits Yes No Is your firm certified as a minority or woman owned business with OMWBE? If yes, provide MWBE certification no.

Yes No

Is your firm a self-certified Washington If yes, what is your business size? State small business? Small Mini Micro

Is your firm certified as Veteran Owned Yes No with Washington State Department of If yes, provide WSDVA certification no. Veteran Affairs?

Which state or national CART/Captioning certifications does your firm currently have? (Provide copies with your Offer)

In which areas of service does your firm specialize, if any?

Contract Management Points of Contact Authorized Representative Contract Administrator Name: Name: Email: Email: Phone: Phone:

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 11 (Form Rev 6-6-2016) Sales Reporting Representative Sales Reporting Alternate Name: Name: Email: Email: Phone: Phone: Management Fee Representative Management Fee Contact Alternate Name: Name: Email: Email: Phone: Phone: Address to send management fee invoices Company name: Attn: Address: City/State/Zip: Ordering/Sales Points of Contact (expand as necessary) Name Phone Number E-mail Area of Responsibility

REFERENCES Provide a minimum of three (3) commercial or government references for which offeror has delivered goods and/or services similar in scope as described in the RFQQ.

Reference 1 Company Name: Contact: Phone: Email: Reference 2 Company Name: Contact: Phone: Email: Reference 3 Company Name: Contact: Phone: Email:

SUBCONTRACTORS/DEALERS If applicable, identify any subcontractors or dealers who will perform services in fulfillment of contract requirements. Include a federal tax identification number (TIN) for each subcontractor; if TIN is a SSN, only provide the last four (4) digits. If a subcontractor is a certified minority or woman-owned business, small business or Veteran owned indicate that socio-economic status in the table below. Also include the nature of services to be performed by that subcontractor/dealer. Expand the table below as needed.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 12 (Form Rev 6-6-2016) The contractor, by including subcontractor(s) as part of your signed bid, agrees to assume responsibility for contract obligations and any liability for all actions of such subcontractors. Enterprise Services reserves the right to approve or disapprove any subcontractor.

Sub/Dealer TIN Socio-economic Status Nature of services covered by Sub/Dlr.

PURCHASE CARDS Please indicate which types of purchasing (credit) cards are accepted (note: any card fees must be included in the unit price of the offer): Visa Master Card American Express Discover Other:

STATE OF OREGON Based on your acceptance, this contract could be available to our ORCPP partners. Do you agree to have this contract available for the ORCPP participants? Yes No If required, indicate percent increase to propose pricing for delivery to ORCPP members: percent.

COST COMPONENT BREAKDOWN A cost breakdown shows the individual components that comprise the total cost of the good and/or service. The individual components are expressed as a percent of the total cost. All the individual component percentages should equal 100 percent when added together. To better estimate market fluctuations and influences with regard to the product(s) being proposed, offerors are to identify the percent breakdown for the factors that comprise their proposed price. Some common cost categories are provided for your convenience but are not mandatory to use. Offeror may modify the table below as needed:

Cost Breakdown Activity Percentage Breakdown Labor Delivery (fuel, vehicles) Insurance Overhead [Insert Goods/Service Cost Here] [Insert Goods/Service Cost Here] [Insert Goods/Service Cost Here] [Insert Goods/Service Cost Here] 100%

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 13 (Form Rev 6-6-2016) EXHIBIT B – QUALIFICATIONS & REQUIREMENTS

CART QUALIFICATIONS

Below are the minimum qualifications for award of the CART categories defined in Section 2.1- PURPOSE OF THE PROCUREMENT – AWARD A MASTER CONTRACT . To qualify for award of the given category, you must meet the corresponding qualification below.

1) Local CART – Offerors must have the knowledge, skills, and ability to produce a high-quality verbatim record at 200wpm and 98% accuracy for at least 5-minute durations, and provide a copy of their CRC/CCP certification from NCRA, or equivalent with their Offeror’s Profile.

2) Remote CART – Offerors must have the capacity to set up services at purchaser locations, provide their own equipment, and set up all required remote CART components in conformity with location specific requirements.

3) Real-Time (Open) Captioning – Offeror shall convert all oral dialogue into captioning with 99% accuracy. Offeror will have the ability to vary placement of on-screen text to accommodate graphics. Documentation of NCRA certifications (CRC, CCP, etc.) or equivalent will be included with Attachment A2: Offeror’s Profile.

4) Post-Webinar (Closed) Captioning – Offeror seeking award for Post-Webinar Captioning must have the knowledge, skills, and ability to provide captioning services for events that have already taken place for a variety of media players including, but not limited to QuickTime, Windows Media, RealPlayer, YouTube media and PowerPoint.

5) Post-Production (Closed) Captioning – Offerors shall have the knowledge, skills, and ability to provide captioning services for recorded events that have already taken place. Must have the ability to provide captioning services for DVDs/CDs.

CART REQUIREMENTS

Below are the service requirements for all CART categories applicable to all Contractors, regardless of category awarded. By submitting an offer to this RFQQ, Offeror agrees to be bound by these requirements throughout the Contract period.

1) Maintenance – Contractors must maintain current status with their licenses and certificates, including Continuing Education Units (CEU’s) as required by state law and the NCRA/Issuing entity; 308-14-100 WAC.

2) Availability

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 14 (Form Rev 6-6-2016) a) In the event that a Contractor cannot find appropriate CART Provider when work is requested, Contractor must notify Purchaser no later than 48 hours before the assignment.

b) Contractor must be able to provide services during normal business days, hours, evenings, and weekends.

3) Billing Increments – CART services will be subject to a one-hour minimum for billing.

a) After the minimum has been reached, Contractor will bill for additional time in fifteen minute increments. Appointments going beyond one billing increment will be billed for the next full increment.

4) Billing

a) Hourly performance billing may commence one half hour prior to the event to accommodate set up. Contractor must be on location at Requestor’s requested location, and commencing setup of equipment.

b) Contractors shall submit invoices using the applicable State form, and receive payment for properly completed invoices sent to requesting party not more often than monthly, unless otherwise specified by purchaser.

5) Payment – Payment shall be considered timely if made by requestor within thirty (30) days of receipt and acceptance of a properly completed invoice. Payment may be withheld if Contractor fails to satisfactorily comply with any term or condition of the Contract.

6) Scheduled Time

a) Contractors shall be paid scheduled time. I.e. if an event is scheduled to last three (3) hours but lasts only two and a half hours (2 ½), Contractors shall be paid for full scheduled period.

b) If service extends beyond the scheduled time, the Contractors may provide continued service at the Contract rate subject to availability, or may stop services at the scheduled end time.

7) Cancellation

a) Events cancelled with at least 48-hours’ notice to Contractors will not be subject to a cancellation fee.

b) Events cancelled by the Purchaser with at least 24 but less than 48-hours’ notice will be subject to 50% of the scheduled event cost.

c) Events cancelled by the Purchaser with less than 24-hour notice will be subject to the full scheduled event cost.

d) In the event of a cancellation after the Contractor is on site, the Contractor will be paid subject to the full scheduled event cost plus mileage in excess of 30 miles.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 15 (Form Rev 6-6-2016) 8) Invoicing – Invoices must include:

a) Date(s) of service

b) Title of event

c) Name of Purchaser authorizing service

d) Breakdown of charges

e) Topic of event

f) Location of event

g) Booking fee and total dollar amount

h) Starting/ending points for mileage calculation, where applicable.

i) Rates invoiced shall be those set forth in Contract #03116, and RFQQ #03116, Exhibit C: Price Worksheet.

9) Equipment

a) Failure – In the event of Contractor equipment failure, only billing for the increments of time during which full service was provided will be allowed. Mileage may be billed if it is in excess of 30 miles round trip. Repeated failure of Contractor equipment is grounds for termination.

b) Contractors will provide their own transcription equipment, all necessary AV components, laptop, and software.

c) Real-Time Closed-Captioning Contractors will have the ability to provide services utilizing an iCap SDI Closed-Captioned Encoder.

10) Transportation – Contractors will travel to meetings; use their own machines and laptops to provide real-time CART Services, Closed-Captioning, or remote CART where applicable.

11) Delivery: Closed Captions – Contractors shall deliver a time stamped electronic file (Microsoft Word) of the captioned transcript and an auto-timed .sbv file capable of seamless integration into various media player platforms. Delivery of files shall take place within three (3) days of completion of the captioned presentation.

12) Data Security – Contractors agree to be bound by the requirement of the attached Exhibit H: DSHS Data Security Agreement for the life of the Contract.

13) Transcripts

a) Contractors must supply electronic transcripts to Purchasers by email upon completion of the project, as well as supply hard copies when requested.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 16 (Form Rev 6-6-2016) b) Contractors may bill for disk cost or per page for hard copy transcripts, as specified in Exhibit C- Offer Price.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 17 (Form Rev 6-6-2016) c) EXHIBIT C – PRICE WORKSHEET D)

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 18 (Rev 6-6-2016) e) SEE SEPARATE DOCUMENT ATTACHED TO WEBS POSTING AS 03116P, EXHIBIT C-PRICE WORKSHEET.EXHIBIT D – MASTER CONTRACT F) g) SEE SEPARATE DOCUMENT ATTACHED TO WEBS POSTING AS 03116K, EXHIBIT D-MASTER CONTRACT.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 19 (Rev 6-6-2016) h) i) EXHIBIT E – COMPLAINT, DEBRIEF, & PROTEST REQUIREMENTS j) k) l) This appendix details the applicable requirements for complaints, debriefs, and protests. m) n) Complaints o) This RFQQ offers a complaint period for offerors wishing to voice objections to this solicitation. The complaint period ends five (5) business days before the offer due date. The complaint period is an opportunity to voice objections, raise concerns, or suggest changes that were not addressed during the Question & Answer Period or at the Pre-Offer Conference. Failure by the offeror to raise a complaint at this stage may waive its right for later consideration. Enterprise Services will consider all complaints but is not required to adopt a complaint, in part or in full. If offeror complaints result in changes to the RFQQ, written amendments will be issued and posted on WEBS. . Criteria for Complaint: A formal complaint may be based only on one or more of the following grounds: (a) The solicitation unnecessarily restricts competition; (b) The solicitation evaluation or scoring process is unfair or flawed; or (c) The solicitation requirements are inadequate or insufficient to prepare a response. . Initiating A Complaint: A complaint must: (a) Be submitted to and received by the Procurement Coordinator no less than five (5) business days prior to the deadline for offer submittal; and (b) Be in writing (see Form and Substance, and Other below). A complaint should clearly articulate the basis of the complaint and include a proposed remedy. . Response: When a complaint is received, the Procurement Coordinator (or designee) will consider all the facts available and respond in writing prior to the deadline for offer submittals, unless more time is needed. Enterprise Services is required to promptly post the response to a complaint on WEBS. . Response is Final: The Procurement Coordinator’s response to the complaint is final and not subject to administrative appeal. Issues raised in a complaint may not be raised again during the protest period. Furthermore, any issue, exception, addition, or omission not brought to the attention of the Procurement Coordinator prior to offer submittal may be deemed waived for protest purposes. p) q) Debrief Conferences r) A Debrief Conference is an opportunity for a offeror and the Procurement Coordinator to meet and discuss the offeror’s offer. A debrief is a required prerequisite for offeror wishing to file a protest. Following the evaluation of the offers, Enterprise Services will issue an announcement of the ASP. That announcement may be made by any means, but Enterprise Services likely will use email to the offeror’s email address provided in the Offeror’s Profile. Offerors will have three (3) business days to request a Debrief Conference. Once a Debrief Conference is requested, Enterprise Services will offer the requesting offeror one meeting opportunity and notify the offeror of the Debrief Conference place, date, and time. Please note, because the debrief process must occur before making an award, Enterprise Services likely will schedule the Debrief Conference shortly after the announcement of the ASP and the offeror’s request for a Debrief Conference. Enterprise Services will not allow the debrief process to delay the award.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 20 (Rev 6-6-2016) Therefore, offerors should plan for contingencies and alternate representatives; offerors who are unwilling or unable to attend the Debrief Conference will lose the opportunity to protest. . Timing: A Debrief Conference may be requested by a offeror following announcement of the Apparent Successful Offeror. . Purpose of Debrief Conference: Any offeror who has submitted a timely offer response may request a Debrief Conference (see Form and Substance, and Other below). A Debrief Conference provides an opportunity for the offeror to meet with Enterprise Services to discuss its offer and evaluation. . Requesting a Debrief Conference: The request for a Debrief Conference must be made in writing via email to the Procurement Coordinator and received within three (3) business days after the announcement of the Apparent Successful Offer. Debrief conferences may be conducted either in person at the Enterprise Services offices in Olympia, Washington, or by telephone, as determined by Enterprise Services, and may be limited by Enterprise Services to a specified period of time. The failure of a offeror to request a debrief within the specified time and attend a debrief conference constitutes a waiver of the right to submit a protest. Any issue, exception, addition, or omission not brought to the attention of the procurement coordinator before or during the debrief conference may be deemed waived for protest purposes. s) t) Protests u) Following a Debrief Conference, a offeror may protest the award of the Master Contract. . Criteria for a Protest: A protest may be based only on one or more of the following: (a) Bias, discrimination, or conflict of interest on the part of an evaluator; (b) Error in computing evaluation scores; or (c) Non-compliance with any procedures described in the RFQQ. . Initiating a Protest: Any offeror may protest an award to the ASP. A protest must: (a) Be submitted to and received by the Procurement Coordinator, within five (5) business days after the protesting offerors Debriefing Conference (see Form and Substance, and Other below); (b) Be in writing; (c) Include a specific and complete statement of facts forming the basis of the protest; and (d) Include a description of the relief or corrective action requested. . Protest Response: After reviewing the protest and available facts, Enterprise Services will issue a written response within ten (10) business days from receipt of the protest, unless additional time is needed. . Decision is Final: The protest decision is final and not subject to administrative appeal. If the protesting offeror does not accept Enterprise Services’ protest response, the offeror may seek relief in Thurston County Superior Court. v)

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 21 (Rev 6-6-2016) w) Communication during Complaints, Debriefs, and Protests x) All communications about this RFQQ, including complaints, debriefs, and protests, must be addressed to the Procurement Coordinator unless otherwise directed. . Form, Substance, & Other: All complaints, requests for debrief, and protests must (a) Be in writing; (b) Be signed by the complaining or protesting offeror or an authorized agent, unless sent by email; (c) Be delivered within the time frame(s) outlined herein; (d) Identify the solicitation number; (e) Conspicuously state “Complaint,” “Debrief” or “Protest” in any subject line of any correspondence or email, and (f) Be sent to the address identified in the table below. . Complaints & Protests: All complaints and protests must (a) State all facts and arguments on which the complaining or protesting offeror is relying as the basis for its action; and (b) Include any relevant documentation or other supporting evidence. y) z) How to contact Enterprise Services

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 22 (Rev 6-6-2016) aa) Complaint ab) Email ac) Mail ad) To the Procurement af) Bradley J. DeVol, J.D. Coordinator listed in this RFQQ. ag) Contracts, Procurement and Risk ae) Subject line must include Mgmt. “Complaint” ah) Department of Enterprise Services, ai) P. O. Box 41411 aj) Olympia, WA 98504-1411 ak) Debrief Conference al) Email am) an) To the Procurement ap) Coordinator listed in this RFQQ. ao) Subject line must include “Debrief” aq) ar) Protest as) Email at) Mail au) To the procurement aw) Bradley J. DeVol, J.D. coordinator listed in this RFQQ. ax) Contracts, Procurement and Risk av) Subject line must include Mgmt. “Protest” ay) Department of Enterprise Services az) P. O. Box 41411 ba) Olympia, WA 98504-1411 bb) bc)

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 23 (Rev 6-6-2016) bd) EXHIBIT F – DOING BUSINESS WITH THE STATE OF WASHINGTON be) bf) bg) Washington’s Public Records Disclosure Act bh) All documents submitted by offerors to Enterprise Services as part of this procurement will become public records. Such records are subject to public disclosure unless specifically exempt under RCW chapter 42.56. Enterprise Services strongly discourages submittal of confidential material – i.e. any portion of your submittal clearly marked “Confidential,” “Proprietary,” or “Trade Secret” (or the equivalent). In the event Enterprise Services receives a public records request, for such documents, Enterprise Services will notify such offeror of the date of disclosure and it is that offeror’s responsibility to take legal action to block disclosure if it chooses to do so. Enterprise Services will not withhold or redact your documents without a court order requiring such action. bi) bj) Economic Goals bk) In support of the state’s economic goals offerors are encouraged to consider the following in responding to this RFQQ: . Support for a diverse supplier pool, including, veteran-owned, minority- owned and women-owned business enterprises. Results Washington has established for this RFQQ voluntary numerical goals of: o Ten (10) percent minority-owned businesses (MBE); o Six (6) percent women-owned businesses (WBE); o Five (5) percent veteran-owned businesses (VB). bl) Achievement of these goals is encouraged whether directly or through subcontractors. Offerors may contact the Office of Minority and Women’s Business Enterprises for information on certified firms or to become certified. . Enterprise Services is directed, by the Washington State Legislature, to “develop procurement policies, procedures, and materials that encourage and facilitate state agency purchase of goods and services from Washington small businesses.” See RCW 39.26.005. . Veterans and U.S. active duty, reserve or National Guard service- members are eligible for the registry. The veteran or service-member must control and own at least fifty-one (51) percent of the business and the business must be legally operating in the State of Washington. Control means the authority or ability to direct, regulate or influence day-to-day operations. bm) bn) Environmental Goals bo) In support of the state’s environmental goals offerors are encouraged to consider the following in responding to this RFQQ: . Use of environmentally preferable goods and services, including post- consumer waste and recycled content. . Products made or grown in Washington.

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 24 (Rev 6-6-2016) bp) bq) br) Resources . Register for free to receive solicitation notices at the Washington Electronic Business Solution (WEBS) www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistr ation.aspx. . If you qualify as a Washington small business, identify yourself in WEBS. Call WEBS Customer Service at 360-902-7400. . Contact the Washington State Office of Minority and Women’s Business Enterprises about state and federal certification programs at Phone 866-208- 1064 or www.omwbe.wa.gov. . Contact the Washington State Department of Veterans’ Affairs about certification at (360) 725-2169 or www.dva.wa.gov. . Servando Patlan, Business Diversity and Outreach Manager at the Washington State Department of Enterprise Services: (360) 407-9390 or [email protected].

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 25 (Rev 6-6-2016) bs) EXHIBIT G – CART CONTRACT USAGE BT) bu) YEAR CUSTOMER NAME CUSTOMER TYPE Q1 Q2 Q3 Q4 2014 ADMINISTRATIVE OFFICE OF THE COURTS AGY $402.00 $440.00 $440.00 $413.00 2014 AUDITOR OFFICE OF THE STATE AGY $0.00 $420.00 $1,355.00 $675.00 2014 DEPT OF COMMERCE AGY $0.00 $540.00 $0.00 $440.00 2014 SOCIAL & HEALTH SERV DEPT OF AGY $6,494.00 $3,082.00 $2,414.00 $1,221.00 2014 UNIV OF WASHINGTON HED $906.00 $813.00 $1,012.00 $8,903.00 2014 SOCIAL & HEALTH SERV DEPT OF AGY $120.00 $0.00 $0.00 $0.00 2014 AREA ON AGING NON $0.00 $0.00 $0.00 $1,180.00 2014 KING CO COU $975.00 $500.00 $750.00 $500.00 2014 SEATTLE CITY OF CIT $0.00 $0.00 $300.00 $0.00 2014 SOCIAL & HEALTH SERV DEPT OF AGY $0.00 $0.00 $0.00 $375.00 2014 WA STATE UNIV HED $5,329.00 $3,570.00 $840.00 $0.00 2014 ECOLOGY DEPT OF AGY $862.00 $345.00 $805.00 $345.00 2014 GONZAGA UNIVERSITY PSC $0.00 $0.00 $8,407.00 $26,092.00 2014 COLUMBIA BASIN COMM COLL HED $0.00 $0.00 $1,078.00 $6,566.00 2014 FRED HUTCHINSON CANCER RES ASC $210.00 $184.00 $210.00 $0.00 2014 FEDERAL GOVERNMENT FED $2,550.00 $0.00 $0.00 $0.00 2015 ADMINISTRATIVE OFFICE OF THE COURTS AGY $358.00 $0.00 $0.00 $385.00 2015 AUDITOR OFFICE OF THE STATE AGY $990.00 $880.00 $1,348.00 $1,039.00 2015 DEPT OF COMMERCE AGY $1,170.00 $0.00 $1,475.00 $0.00 2015 PIERCE CO COU $270.00 $0.00 $0.00 $0.00 2015 REVENUE DEPT OF AGY $0.00 $0.00 $220.00 $440.00 2015 SEATTLE CITY OF CIT $0.00 $0.00 $550.00 $0.00 2015 SOCIAL & HEALTH SERV DEPT OF AGY $2,300.00 $957.00 $2,064.00 $6,008.00 2015 WK FORCE TRNG & ED COORD BD AGY $0.00 $0.00 $0.00 $420.00 2015 UNIV OF WASHINGTON HED $250.00 $1,080.00 $0.00 $375.00 2015 ASSN OF PROSECUTING ATTORNEY ASC $0.00 $0.00 $0.00 $908.00 2015 DEAF & HARD OF HEARING-E WA CTR FOR NON $540.00 $0.00 $0.00 $0.00 2015 ADMIN HEARINGS OFFICE OF AGY $0.00 $0.00 $180.00 $0.00 2015 AREA ON AGING NON $0.00 $0.00 $0.00 $1,176.00 2015 KING CO COU $300.00 $0.00 $0.00 $0.00 2015 SOCIAL & HEALTH SERV DEPT OF AGY $130.00 $500.00 $0.00 $0.00 2015 HEALTH DEPT OF AGY $0.00 $0.00 $0.00 $1,050.00 2015 WA STATE UNIV HED $0.00 $840.00 $0.00 $394.00 2015 ECOLOGY DEPT OF AGY $230.00 $0.00 $115.00 $345.00 2015 GONZAGA UNIVERSITY PSC $19,770.00 $11,332.00 $8,306.00 $21,727.00 2015 COLUMBIA BASIN COMM COLL HED $98.00 $0.00 $1,176.00 $6,272.00 2015 FRED HUTCHINSON CANCER RES ASC $0.00 $0.00 $0.00 $105.00 2016 ADMINISTRATIVE OFFICE OF THE COURTS AGY $220.00 $0.00 $0.00 $0.00 2016 AUDITOR OFFICE OF THE STATE AGY $1,375.00 $1,980.00 $1,485.00 $0.00 2016 ENTERPRISE SERVICES DEPT OF GA $935.00 $0.00 $0.00 $0.00 2016 SOCIAL & HEALTH SERV DEPT OF AGY $1,727.00 $1,417.50 $1,507.00 $0.00 2016 UNIV OF WASHINGTON HED $0.00 $880.00 $0.00 $0.00 2016 SOCIAL & HEALTH SERV DEPT OF AGY $735.00 $0.00 $0.00 $0.00 2016 BELLEVUE CITY OF CIT $4,612.00 $8,119.00 $0.00 $0.00 2016 SEATTLE CITY OF CIT $250.00 $0.00 $0.00 $0.00 2016 SOCIAL & HEALTH SERV DEPT OF AGY $1,635.00 $1,001.00 $0.00 $0.00 2016 SNOQUALMIE VAL SCH DIST 410 SCH $0.00 $572.00 $0.00 $0.00 2016 WA STATE UNIV HED $0.00 $131.00 $0.00 $0.00 2016 TRANSPORTATION DEPT OF AGY $1,180.00 $131.00 $0.00 $0.00 2016 ECOLOGY DEPT OF AGY $345.00 $345.00 $0.00 $0.00 2016 GONZAGA UNIVERSITY PSC $14,681.00 $6,010.00 $0.00 $0.00 2016 COLUMBIA BASIN COMM COLL HED $0.00 $1,862.00 $0.00 $0.00 2016 SWEDISH MEDICAL CENTER FOUNDATION NON $950.00 $3,750.00 $0.00 $0.00 TOTALS $72,899.00 $51,681.50 $36,037.00 $87,354.00 bv)

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 26 (Rev 6-6-2016) bw)

RFQQ NO. 03116 – COMMUNICATION ACCESS REAL-TIME TRANSCRIPTION (CART) PAGE 27 (Rev 6-6-2016)