Exhibit D - Bidder Response Form

[BIDDER’S NAME]DSHS RFQQ #1823-679

Exhibit D - Bidder Response Form

Enter Bidder’s Name in the header area above.

This form is broken into the following nine (9) sections:

Section D-1. Administrative Response (Pass/Fail);

Section D-2. Minimum Qualifications (Pass/Fail);

Section D-3. Business Qualifications (Scored);

Section D-4. Technical Qualifications (Scored);

Section D-5. Quotation/Price Proposal;

Section D-6. Bidder’s References;

Section D-7. Request for Contract Changes;

Section D-8. Bidder’s Software Usage License Language; and

Section D-9. Bidder’s Maintenance and Support Agreement Language.

Bidders must respond to all questions in the expandable space provided or as directed. If a question requires Bidder to submit additional documents, please attach them (do not imbed the document) to this document or email and label them clearly as part of your response to this Exhibit D.

Please follow instructions for each section. Failure to respond to instructions specific to any section may result in Bidder’s disqualification.

SECTION D-1 – ADMINISTRATIVE RESPONSES (PASS/FAIL)

Instructions: Bidder’s Response to the questions in this Section D-1, combined with the information provided in referenced required Exhibits, demonstrates compliance with the Administrative Requirements of this Solicitation. While the Administrative Response is not given a numbered score, information provided as part of Bidder’s Administrative Response may cause the Bidder Response to be disqualified and may be considered in evaluating Bidder’s qualifications and experience.

# / Required Attachments: / INCLUDED: YES/NO
a / Bidder’s Letter of Submittalis attached, containing required elements and responses per RFQQ Section D, 1.a. Letter of Submittal.
b / Exhibit C -Bidder’s Certification and Assurances form is signed and attached.
This Exhibit D – Bidder Response Form:
c / Section D-2 – Minimum Qualifications
d / Section D-3 – Business Response completed
e / Section D-4 – Technical/Functional Response completed
f / Section D-5 – Quotation/Price Proposal completed.
g / Section D-6 – Request for Contract Changes completed or “No Changes Requested” noted.
h / Section D-7 – Bidder’s Usage License described and terms language included or attached.
i / Section D-8 - Bidder’s Maintenance, Operations and Support services described and terms language included or attached.
j / Section D-9 – Bidder’s References identified.

SECTION D-2 – MINIMUM QUALIFICATIONS (PASS/FAIL)

A minimum qualification requirement is an essential DSHS need that must be met by the Bidder. Bidders failing to demonstrate in their Bids that they meet minimum qualifications will be considered non-responsive and will therefore be disqualified from further consideration. The minimum qualifications that must be met by the Bidder are as follows:

# / Minimum Qualifications / MAXIMUM TOTAL POINTS / FOR EVALUATION PURPOSES ONLY
Experience Requirements
a. /

Bidder must have existed as a business entity for at least the previous one (1) year providing ASL VRI services.

/ PASS/FAIL
RESPONSE:
b. / Bidder must demonstrate that they have a pool of Sign Language Interpreters available during state business hours. / PASS/FAIL
RESPONSE:
c. /

Bidder must agree to use ODHH Approved Interpreters for VRI services provided under the Contract resulting from this Solicitation. See for more information.

/ PASS/FAIL
RESPONSE:
Certification/Licensure Requirements
d. /

Bidders must be licensed to do business in the state of Washington.

/ PASS/FAIL
RESPONSE:
Security Requirements
e. / Please indicate if your system(s) comply with all of the following security requirements:
1)Application must support TLS encrypted communication for services, websites and client applications.
2)Application must support TDE database encryption.
3)Application must support role-based authentication utilizing Active Directory and separate roles for administrative functions and user functions.
4)Application must support logging that meets HIPAA and NIST SP 800-92 to include but not limited to read, write and modify of records.
5)Application must support custom record retention requirements.
6)Application must meet NIST or industry standards for n-tier architecture.
7)Application must support automated and scheduled security and patch management.
8)Application must support optional notification of user account creation and modification.
If the answer is no to any of these items please explain in detail any mitigations your system may provide.
Note:The Apparent Successful Bidder will be expected to pass a security design review prior to contract execution. / PASS/FAIL
RESPONSE:

SECTION D-3 – BIDDER QUALIFICATION & EXPERIENCE (SCORED)

Instructions:Bidder’s response to the questions in Section D-3 will demonstratehow the Bidder’s qualifications meets mandatory business requirements. All questions in D-3 are considered Mandatory Requirements and must be responded to and will be scored; failure to respond or demonstrate how the requirement is met may cause Bidder to be deemed unresponsive and may be disqualified.

# / BIDDERQUALIFICATION & EXPERIENCE / MAXIMUM TOTAL POINTS:
400 / FOR EVALUATION PURPOSES ONLY
Experience
a. / Describe the experiences, skills and qualifications your organization possesses that are relevant to an evaluation of your ability to perform the Contract that is the subject of this Solicitation. Please include any relevant experience that distinguishes your organization or makes it uniquely qualified for the Contract. / 40
RESPONSE:
b. / Describe your experience working with the Deaf community in a capacity that requires understanding of cultural, linguistic, and sociological issues facing Deaf people. / 35
RESPONSE:
c. / Describe how you navigate a call in which the client demonstrates low vision and is not able to clearly see the Interpreter signing. In this situation, the Interpreter would need to provide descriptive information so that the staff would be able to problem solve. / 35
RESPONSE:
Quality Assurance
d. / Describe your method for assuring that your interpreting services are provided in accordance with high quality standards and for immediately correcting any deficiencies. What data would you propose to report to DSHS which would permit verification of your quality assurance activities, findings and actions? / 35
RESPONSE:
e. / Describe the measures you employ to assure that your services and deliverables are provided in a cost effective manner that is consistent with quality outcomes and fair employment practices. / 35
RESPONSE:
f. / Describe how you will meet the growing demands of calls over the next two (2) to three (3) years and maintain high quality standards? / 35
RESPONSE:
g. / Describe your quality assurance plan. This plan should include an acceptable method for monitoring, tracking and assessing the quality of services provided under the Contract. The QAP must also describe how the Contractor will identify and resolve issues related to interpreter quality and/or performance, as well as customer initiated concerns and/or complaints. / 35
RESPONSE:
Implementation Approach
h. / Describe your approach for implementing the first phase of this project as described in the Statement of Work, as well as all future phases as determined by DSHS. / 40
RESPONSE:
i. / What challenges does the Bidder anticipate in implementing this project, and how does the Bidder propose to manage those challenges? / 35
RESPONSE:
j. / What approach will you take to ensure an ODHH Approved Interpreter is used when the VRI service is requested? / 35
RESPONSE:
Training
k. / Describe your training approach for engagements similar to the project described in this Solicitation and describe your proposed training needs for DSHS. Differentiate between VRI software end-user training and any necessary information technology (IT)/technical staff training. / 20
RESPONSE:
l. / Provide samples of instructional material that assists end users in accessing the services that will be provided under the Contract. Instructional materials must be readily available to all customers, at no cost, throughout the term of the Contract. Attach your sample instructional material(s) to your response and clearly label all attachments. / 20
RESPONSE:

SECTION D-4 – TECHNICAL QUALIFICATIONS (SCORED)

Instructions:Bidder’s response to the questions in Section D-4 will demonstratehow the Bidder’s technical knowledge and qualifications meets mandatory technical requirements. All questions in D-4 are considered Mandatory Requirements and must be responded to and will be scored; failure to respond or demonstrate how the requirement is met may cause Bidder to be deemed unresponsive and may be disqualified.

# / TECHNICAL QUALIFICATIONS / MAXIMUM TOTAL POINTS:
230 / FOR EVALUATION PURPOSES ONLY
a. / Describe your experience providing VRI services through a variety of devices and platforms. / 40
RESPONSE:
b. / Describe your experience and approach to working with customer owned equipment; and describe your experience and approach when providing the purchaser with necessary equipment. / 30
RESPONSE:
c. / Describe the webcam(s), headset(s) and any other equipment required, or most compatible, with your software. Clearly differentiate between what is required versus what is most compatible. / 30
RESPONSE:
d. / Describe any additional software requirements needed to run your software. / 30
RESPONSE:
e. / Describe how you work with customers to ensure compliance with their information security policies. DSHS policies will be provided to the Apparently Successful Bidder (ASB) once a contract is signed and document protections are in place. / 40
RESPONSE:
f. / Describe how you navigate system issues such as firewalls. / 30
RESPONSE:
g. / Review the technical requirements in Exhibit A, Sample Contract, Statement of Work, Section 3, and check the box below confirming that they have been reviewed. Below the check box, document any statements describing variations between the Bidder’s Response and the technical requirements listed. / 30
☐The technical requirements in Exhibit A, Sample Contract, Statement of Work, Section 3 have been reviewed
RESPONSE:

SECTION D-5 – QUOTATION/ PRICE PROPOSAL (SCORED)

Instructions: Complete the quotation/price table below; including the “Not scored” questions. The evaluation of Quotation/Price Proposal shall be conducted in accordance with Section E. 3. Evaluation Criteria and Scoring of Responses

Notes:

Bidders are required to collect and pay Washington State sales tax, if applicable, but should not include it in your price proposal.
Prices for all on-site services must include all travel and per diem expenses. No invoices will be approved for separately submitted invoice items for any travel, living, or per diem expenses.

# / BIDDER’S QUOTATION/PRICE PROPOSAL / MAXIMUM TOTAL POINTS:
300 / FOR EVALUATION PURPOSES ONLY
a / Complete the table below with proposed price per deliverable. / 150
1) / Setup/Installation – Pilot (One Time Fee): / $ / 30
2) / Setup/Installation – Additional Programs (One Time Fee): / $ / 30
3) / Configuration – Pilot (One Time Fee): / $ / 30
4) / Configuration – Additional Programs (One Time Fee Per ): / $ / 30
5) / Training: / $ / 30
b / Complete the table below with proposed cost per minute(s) pricing. / 150
1) / Cost per minute: / $ / 50
2) / Cost per 1,000 minutes: / $ / 20
3) / Cost per 5,000 minutes: / $ / 20
4) / Cost per 10,000 minutes: / $ / 20
5) / Cost per 15,000 minutes: / $ / 20
6) / Cost per 30,000 minutes: / $ / 20
c / Describe how you bill for minutes used (i.e. as you go, packages, plans, etc.). / Not scored
RESPONSE:
d / Please fully describe any assumptions Bidder has made that affect its proposed pricing, if those assumptions are not explicitly addressed in Exhibit A, Sample Contract. / Not scored
RESPONSE:
e / Should DSHS choose to purchase webcams and/or headsets, provide pricing and product details below: / Not scored
Webcam
Headset
f / Describe any additional offers: / Not scored
RESPONSE:

SECTION D-6 – BIDDER REFERENCES (PASS/FAIL)

Instructions: Please list the names and contact information for a minimum of three (3) organizations you agree may serve as Bidder references for your firm, your proposed solution and your services, and who may freely provide information to DSHS regarding the reference’s experience and impressions of Bidder. In providing these names, Bidder represents that it shall hold both DSHS and the organizations and individuals providing a reference harmless from and against any and all liability for seeking and providing such reference. If references are not responsive within the solicitation schedule period for obtaining References, the reference shall not count as being submitted and Bidder’s Response may be considered non-responsive.

Indicate at least one (1) reference that would be available/willing to allow an on-site visit as part of this solicitation.

# / BIDDER’S REFERENCES / Available for an On-Site Visit by DSHS / FOR EVALUATION PURPOSES ONLY
a / [Entity / Company Name Here]
Reference Name / [YES or NO]
Reference Title
Phone Number
Email
Services provided for this entity; include size and scope of the implementation/project:
Dates services provided:
b / [Entity / Company Name Here]
Reference Name / [YES or NO]
Reference Title
Phone Number
Email
Services provided for this entity; include size and scope of the implementation/project:
Dates services provided:
c / [Entity / Company Name Here]
Reference Name / [YES or NO]
Reference Title
Phone Number
Email
Services provided for this entity; include size and scope of the implementation/project:
Dates services provided:

SECTION D-7 –REQUEST FOR CONTRACT CHANGES (NOT SCORED)

Instructions: Please indicate whether you are requesting that DSHS consider any exceptions and/or revisions to the sample contract language found in Exhibit A. If so, state the page and Section number of Exhibit A on which the text you request to change is found, and provide the alternative proposed language. DSHS shall be under no obligation to agree to any requested changes, and will not consider changes to contract language or negotiate any new language that are not identified in response to this question. DSHS may consider, but shall be under no obligation to agree to any requested modifications to Attachment A - Sample Contract, or any other contractual requests.

If no change is requested, please state “NO CHANGES REQUESTED”.

Page No - Clause/ Sub-clause # / Concern or reason for request: / Proposed substitute clause:

SECTION D-8 – BIDDER’S SOFTWARE USAGE LICENSE LANGUAGE (NOT SCORED)

Instructions: Please describe your licensing methodology. Include your licensing language below; alternatively, reference in the space below the separately submitted document name that contains your language. Please identify this document with the file name “1823-679 [Bidders Name] – D-8”.

DSHS may consider, but shall be under no obligation to agree to or add proposed language to the final contract. Bidder must be open to further negotiations of these terms and conditions upon Contract award.

RESPONSE:

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[BIDDER’S NAME]DSHS RFQQ #1823-679

SECTION D-9 – BIDDER’S MAINTENANCE AND SUPPORT AGREEMENT LANGUAGE (REQUIRED, NOT SCORED)

Instructions: Please copy your maintenance, operations, help desk and/or support services language below; alternatively, reference in the space below the separately submitted document name that contains your language. Please identify this document in the file name as “1823-679 [Bidders Name] – D-9”.

RESPONSE:

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