Notice of bid opportunity - Communications Consultant Coordination and Support

Competitive Solicitation - No. RFQQ 2026 0629
FOR
COMMUNICATIONS CONSULTANT COORDINATION & SUPPORT
Interested bidders: On behalf of the Washington State Department of Transportation ("WSDOT"), thank
you for your interest in contracting with the State of Washington to provide goods/services. To ensure a
fair and transparent procurement process that is open to all qualified vendors, Washington's Procurement
Code for Goods/Services (RCW 39.26) requires that this procurement be conducted through a competitive
solicitation process.
This Competitive Solicitation and the resulting contract have unique features, requirements, and
terminology, which are further explained in the Contracting Guide for Agency Contracts for Goods and
Services ("Agency Contracting Guide"). The Competitive Solicitation consists of this document and the
exhibits included in the summary table attached as Appendix A - Summary Table of All Included Exhibits
& the Required Bid Submittals.
This Competitive Solicitation is organized into the following four sections and one appendix:
Section 1 - Opportunity: Describes the opportunity for Bidders - i.e., what goods/services are
being solicited; award type; number of awards; historical sales information; and historical
purchasers.
Section 2 - Competitive Solicitation Process: Describes the procurement process for this
Competitive Solicitation.
Section 3 -Submitting A Bid: Details how Bidders prepare and submit a bid.
Section 4 - Bid Evaluation: Details how WSDOT will review and evaluate bids to determine
Contract awards.
Appendix A: Summary Table of All Exhibits & the Required Bid Submittals.
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SECTION 1 - OPPORTUNITY
This section identifies the goods/services that Bidders will be bidding to supply if awarded a contract. This
section also includes available historical data regarding prior purchases that may help Bidders evaluate
the potential opportunity including, when available, prior purchasing data.
1.1. SCOPE OF INCLUDED GOODS/SERVICES. WSDOT is utilizing this Competitive Solicitation to solicit value-
added bids from innovative, qualified Bidders to provide Consulting Services for Communication
Coordination and Support ( "Goods/Services") that, at a minimum, meet or exceed any mandatory
minimum specifications for the Goods/Services and/or the mandatory minimum performance
requirements for Bidders who are awarded a Contract as set forth in Exhibits D-Contract.
WSDOT requires strategic interagency coordination to mitigate mobility challenges throughout
the regional transportation system while delivering major projects. This work will support several
collaborative workgroups across various teams within WSDOT and other partner agencies,
maintaining effective working relationships by providing on-time and organized coordination and
engagement with partners. This includes project management, strategic planning and
coordination, communication planning and coordination, public involvement planning, public
information and public education efforts, developing creative concepts, communication
production techniques, and expertise in digital communication tools, contact list management,
meeting and presentation coordination.
To view the product/service requirements please find Exhibit F -Scope of Work as part of this
solicitation.
1.2. ESTIMATED CONTRACT VALUE. The total potential or estimated contract value for this Competitive
Solicitation is not known, however we anticipate the future contract value is approximately
$200,000. WSDOT does not represent or guarantee any minimum purchase from the Contract.
Contracts valued at $150,000 or less:
If WSDOT estimates that the total value of a Contract to be awarded is $150,000 or less over the
full term of the Contract, WSDOT, consistent with state procurement policy, see Enterprise
Services Policy No. POL-DES-090-06 - Supplier Diversity Policy, intends to award to the highest-
ranked responsive and responsible small or veteran-owned business whose score is within 10%
of the highest scored winning bid for a Contract Award, unless there is no responsive and
responsible bid from a small or veteran-owned business.
SECTION 2 - COMPETITIVE SOLICITATION PROCESS
This section describes the procurement process for this Competitive Solicitation, including:
Information about the purpose of the Competitive Solicitation;
The form and term of the intended Contract;
Important deadlines for this Competitive Solicitation;
Information about the Pre-Bid Conference;
Where to direct questions or concerns regarding the Competitive Solicitation;
Limits on Bidder communications during the Competitive Solicitation process;
Information about the complaint, debrief and protest process; and
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The process for potential amendments or modifications to the Competitive
Solicitation.
2.1. PURPOSE OF THE COMPETITIVE SOLICITATION. The Competitive Solicitation is a required formal process
for WSDOT to receive competitive bids from interested Bidders to evaluate pursuant to described
criteria and, as appropriate, award Contracts for specified Goods/Services that function as
enterprise procurement solutions.
2.2. CONTRACT FORM & TERM. As set forth in Exhibit D - Contract, the Contract term is up to twenty-
seven (27) months. Bidders must specify prices for the Contract term (such prices then will be
adjusted as set forth in the Contract). The Contract is subject to earlier termination. Contract
usage is optional for Purchasers other than Washington State agencies, all Purchasers are subject
to the same contract terms, conditions, and pricing as Washington State agencies.
2.3. COMPETITIVE SOLICITATION DEADLINES. The following table identifies important dates for this
Competitive Solicitation:
COMPETITIVE SOLICITATION DEADLINES
ITEM DATE
Competitive Solicitation Posting
June 29th, 2026
Date:
Pre-Bid Conference: July 8st, 2026 at 11:00 am (Pacific Time)
Attend via Microsoft Teams meeting
Join by clicking this link
Meeting ID - 213 110 000 996 122
Passcode - TL9Aq37j
https://teams.microsoft.com/meet/213110000996122?p=i2c6Mbeo5uKiEG4oK5
Dial-in information
1-206-531-0324
Phone Conf ID: 863 811 993#
Deadline for
Question & Submitting July 10th, 2026
Answer Questions:
Period: Anticipated Deadline
July 15th, 2026
for Answers
Bidder References Due to
August 12th, 2026
Procurement Coordinator:
Deadline for Submitting Bids: August 13th, 2026
Anticipated
Interview/Demonstration Date(s) - August 25th, 2026
If utilized*:
Anticipated Announcement of
August 26th, 2026
Apparent Successful Bidder (ASB):
Anticipated Contract Award: September 11th, 2026
WSDOT reserves the right to revise the above schedule*
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Note: As required by Washington law, this Competitive Solicitation is posted to Washington's
Electronic Business Solution ("WEBS"). See RCW 39.26.150. As set forth in the Contracting Guide,
interested Bidders must register in WEBS. In the event there are amendments to this Competitive
Solicitation, WSDOT will post such amendments to WEBS. Similarly, in the event of any timely
Bidder questions (i.e., questions raised during the Pre-Bid Conference or the Question & Answer
Period), WSDOT will post written responses to such questions to WEBS.
2.4. PRE-BID CONFERENCE. WSDOT will host a virtual Competitive Solicitation Pre-Bid Conference at the
date and time set forth in Section 2.3, above. Bidders are encouraged to attend and participate,
but attendance is not mandatory.
The Pre-Bid Conference is intended to:
Familiarize Bidders with Washington's requirements for governmental
procurements of goods/services through Enterprise Procurement Solution
Contracts;
Explain the Competitive Solicitation; and
Allow Bidders to raise questions or concerns regarding the Competitive
Solicitation.
As practicable, WSDOT will address Bidder questions or concerns that are raised during the Pre-
Bid Conference at that time. Nonetheless, to ensure fairness to all potential Bidders, WSDOT will
identify Bidder questions or concerns asked during the Pre-Bid Conference and the Procurement
Coordinator will provide an official response in the question-and-answer period. 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.
2.5. COMPETITIVE SOLICITATION QUESTIONS. Questions or concerns regarding this Competitive Solicitation
must be directed to the following Procurement Coordinator:
NAME: CHASE JOHNSON
Email: chase.johnson@wsdot.wa.gov and acoacquisitionsubmittal@wsdot.wa.gov
The Procurement Coordinator will answer Bidder questions in writing posted to Washington's
Electronic Business Solution (WEBS). Bidders are encouraged to submit questions regarding the
Competitive Solicitation as early in the process as possible to allow the Procurement Coordinator
to consider and respond.
Note: If Bidders have questions or concerns regarding the Contract (see Exhibit D - Contract),
Bidders must raise such questions or concerns, in writing, to the Procurement Coordinator before
the Deadline for Submitting Questions stated in Section 2.1, above. WSDOT does not intend to
negotiate substantive terms and conditions pertaining to the resulting Contracts at Contract
award.
2.6. BIDDER COMMUNICATION DURING COMPETITIVE SOLICITATION. During the Competitive Solicitation
process, all Bidder communication regarding this Competitive Solicitation must be directed to the
Procurement Coordinator. Bidders should rely ONLY on this Competitive Solicitation and written
amendments to this Competitive Solicitation issued by the Procurement Coordinator. In no event
will oral communications regarding this Competitive Solicitation be binding. Unauthorized Bidder
contact regarding this Competitive Solicitation with other state employees or Purchasers involved
with the Competitive Solicitation may result in Bidder disqualification.
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2.7. COMPLAINTS, DEBRIEFS, & PROTESTS. This Competitive Solicitation and resulting Contract awards are
subject, as applicable, to complaints, debriefs, and protests as explained in the Agency
Contracting Guide, which may impact the dates set forth above. As stated in the Agency
Contracting Guide,
Bidder complaints and debrief requests must be emailed to the Procurement Coordinator
referenced in Section 2.6, above.
Protests, however, must be sent to the Protest Officer stated below.
Protest Officer: Schatzie Harvey
Email: schatzie.harvey@wsdot.wa.gov
Address: Contract Services
PO Box 47408
Olympia, WA 98504-7408
2.8. COMPETITIVE SOLICITATION - AMENDMENT & MODIFICATION. WSDOT reserves the right to amend and
modify this Competitive Solicitation. Only Bidders who properly have registered and downloaded
this Competitive Solicitation directly via the Washington Electronic Business Solution (WEBS) will
receive subsequent notifications of amendments and other correspondence pertinent to this
Competitive Solicitation. Bidders must be registered in WEBS to be awarded a Contract. Visit
WEBS to register.
SECTION 3 - SUBMITTING A BID
This section identifies how to prepare and submit your bid to WSDOT for this Competitive Solicitation. In
addition, Bidders will need to review and follow the Competitive Solicitation requirements including those
set forth in the exhibits, which identifies the information that Bidders must provide to WSDOT to
constitute a responsive bid. By responding to this Competitive Solicitation and submitting a bid, Bidders
acknowledge having read and understood the entire Competitive Solicitation, including the Agency
Contracting Guide, and accept all information contained within this Competitive Solicitation.
3.1. BID FORMAT. Required Bid Submittals must be complete, legible, signed, and follow all instructions
stated in the Competitive Solicitation (including the exhibits). Unless otherwise specified in
writing by WSDOT, all Required Bid Submittals and permitted ancillary documents uploaded in
WEBS for RFQQ 2026 0629 must be prepared and delivered in MS Word, MS Excel, or Adobe PDF.
Where required to do so, Bidders may sign Required Bid Submittals using either a physical or
electronic signature.
3.2. PRICING. Bidders must identify and include all cost elements in their pricing. If Bidder is awarded
a Contract, the total price for the Goods/Services shall be Bidder's price as submitted. Except as
provided in the Contract, there shall be no additional costs of any kind.
3.3. SUBMITTING BIDS. Bidders must email Required Bid Submittals to chase.johnson@wsdot.wa.gov
and acoacquisitionsubmittal@wsdot.wa.gov Please note:
Bidder's email, including all attachments, must not exceed 30MB in size.
WSDOT will not accept or open zipped files.
WSDOT will acknowledge bid receipt by responsive email. If Bidder does not
receive such acknowledgement within five (5) business days, Bidder must contact
the Procurement Coordinator to confirm acknowledgement of bid receipt.
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Acknowledgement of bid receipt is not a determination on the bid's
responsiveness.
FOR RESPONSIVE BIDDERS of RFQQ 2026 0410 ONLY - Please see Appendix A for
instruction regarding 'Exhibit A2 Client References'.
3.4. ADDITIONAL BID SUBMITTALS. Bidders may not provide unsolicited materials. For any supplemental
materials expressly required by WSDOT in writing, Bidders must identify such supplemental
materials with Bidder's name.
3.5. PUBLIC RECORDS. Submitted bids and any supplemental Bidder materials pertaining to this
Competitive Solicitation are subject to Washington's Public Records Act (RCW 42.56) and, in the
event of a public records request, will be disclosed as set forth in the Agency Contracting Guide.
You may not mark the entire submittal/proposal as copyrighted, proprietary, or confidential.
Any solicitation/proposal containing language which copyrights the submittal, declares the entire
submittal/proposal to be confidential, declares the document is the exclusive property of the
consultant, will be disqualified and removed from consideration.
3.6. ORGANIZATIONAL CONFLICT OF INTEREST. THE Bidder is to review WSDOT's Organizational Conflict of
Interest (OCOI) Manual to determine if there is a situation that would preclude the Bidder's
organization from bidding on this competitive solicitation. https://wsdot.wa.gov/engineering-
standards/all-manuals-and-standards/manuals/organizational-conflicts-interest-manual
SECTION 4 - BID EVALUATION
This section identifies how WSDOT will evaluate bids for this Competitive Solicitation.
4.1. OVERVIEW. WSDOT will evaluate bids for this Competitive Solicitation as described below.
Bid Review: WSDOT will review bids to determine bid responsiveness as stated
in Section 4.2, below.
Bid Evaluation: WSDOT will evaluate responsive bids as stated in Sections 4.3 -
4.5, below.
Procurement Authority Discretion. WSDOT reserves the right to:
Request Bidder clarification regarding any bid;
Waive any informality;
Reject any or all bids, or portions thereof;
Cancel the Competitive Solicitation and, if desired, re-solicit bids;
and/or
Negotiate with the highest scoring responsive and responsible
Bidder(s) to determine whether such bids can be improved.
WSDOT will use the following process and evaluation criteria to determine eligibility for a
Contract award:
STEP ITEM POINTS
1 BID RESPONSIVENESS REVIEW
See Section 4.2, below
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STEP ITEM POINTS
Required Bid Submittals
A Review Bidder's Required Bid Submittals to determine whether Pass/Fail
Bidder's bid is responsive to the Competitive Solicitation
Performance Specifications
Exhibit D - Contract
B Review whether Bidder's Goods/Services and/or Bidder's Pass/Fail
performance capability meets the mandatory minimum
performance specifications for the Competitive Solicitation
2 BID EVALUATION
See Section 4.3, below
Non-Cost Factors
Exhibit B - Scored Non-Cost Scored Factors
Evaluate and score Bidder's response to stated non-cost factors
A 70
including, as applicable, Bidder's Goods/Services and/or Bidder's
performance capability that exceeds mandatory minimum
performance specifications for the Competitive Solicitation
Cost Factors: Bid Pricing Evaluation
B Exhibit C - Bid Price 25
Evaluate and score Bidder's cost factors
Subtotal: 95
3 WASHINGTON STATE PROCUREMENT PRIORITIES FOR GOODS/SERVICES
CONTRACTS
See Section 4.4, below
A Executive Order 18-03 1
B Washington Small Business 2
C Certified Veteran-Owned Business 2
Total: 100
4 RESPONSIBLE BIDDER DETERMINATION
Review and determine Bidder responsibility Pass/Fail
See Section 4.5, below
TOP-SCORED BIDDER(S) ADVANCE TO STEP 5
Presentation Evaluation - If Utilized*
5 DEMONSTRATION/INTERVIEW 25
6 ANNOUNCE APPARENT SUCCESSFUL BIDDERS (ASBS)
See Section 4.6, below
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STEP ITEM POINTS
7 BID INFORMATION IS AVAILABLE FOR PUBLIC DISCLOSURE & POSTED TO
WSDOT WEBSITE
See Section 4.7, below
8 CONTRACT AWARDS
See Section 4.8, below
4.2. BID RESPONSIVENESS (STEP 1A). WSDOT will review bids - on a pass/fail basis - to determine
whether the bid complies with the Competitive Solicitation requirements and, therefore, is
'responsive.' If WSDOT determines that a bid is nonresponsive, WSDOT will reject the bid and
notify the Bidder, in writing, that the bid is nonresponsive. Such written notification will include
a brief explanation as to why the bid is nonresponsive.
WSDOT, in its discretion, may waive informalities in a bid. An informality is an immaterial
variation from the exact requirements of the Competitive Solicitation, having no effect or merely
a minor or negligible effect on quality, quantity, or delivery of the goods or the quality, capability,
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.
Consistent with the Washington State Legislature's policy goals to reduce barriers to competition
and increasing opportunities for small businesses to contract with state agencies, WSDOT, in its
discretion, may clarify a Bidder's bid that is in substantial compliance with the instructions.
Clarifications are intended to ensure that the bids are complete and can be evaluated fairly.
REVIEW BIDDER'S REQUIRED BID SUBMITTALS (STEP 1A). WSDOT will review each bid to
determine whether:
The bid is complete - i.e., does Bidder's bid include each of the
Required Bid Submittals as stated in Appendix A - Summary
Table of All Exhibits & the Required Bid Submittals;
Bidder's Required Bid Submittals are complete, consistent with
the instructions, signed, and legible; and
Bidder's certifications, as provided by Bidder in Bidder's
submitted Exhibit A-1 - Bidder's Certification, constitute a
responsive bid.
REVIEW MINIMUM REQUIRED PERFORMANCE REQUIREMENTS (STEP 1B). WSDOT will
review each bid to determine whether Bidder's Goods/Services and/or Bidder's
performance capability meets the minimum required specifications and/or
performance requirements stated in Exhibit D - Contract. Note: WSDOT
reserves the right to request additional Bidder information or perform tests and
measurements before selecting Apparent Successful Bidders. If Bidder fails to
provide such requested information to WSDOT within five (5) business days,
Bidder may be disqualified.
4.3. BID EVALUATION: SCORED FACTORS (STEP 2A). WSDOT will evaluate and score responsive bids as
specified below and as set forth in the referenced exhibits. Note: It is imperative that Bidder's
Required Bid Submittals comply with the instructions set forth in the exhibits.
NON-COST FACTORS (STEP 2A). WSDOT will evaluate and score the specified non-
cost factors stated in Exhibit B - Scored Non-Cost Factors by evaluating and
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scoring Bidder's response - i.e., Bidder's Goods/Services and/or Bidder's
performance capability that exceeds the stated minimum required performance
specifications. Note: WSDOT reserves the right to request additional Bidder
information or perform tests and measurements before selecting Apparent
Successful Bidder(s). If Bidder fails to provide such requested information to
WSDOT within five (5) business days, Bidder may be disqualified.
COST FACTORS - BID PRICING (STEP 2B). WSDOT will evaluate and score Bidder's cost
factors, as provided by Bidder in Bidder's Exhibit C - Bid Price, as follows:
The bid with the lowest total evaluation price will receive 100% of the
allotted points. Bids with a higher evaluation price will receive
proportionately fewer evaluation points based upon the bid with the
lowest total evaluation price, using the following formula:
Lowest total bid evaluation price divided by a higher total bid
evaluation price (i.e., the bid that is being evaluated) multiplied
by the total number of available points equals the cost factor
evaluation points. Points will be rounded to three places to the
right of the decimal point using standard rounding method.
Sample Calculation:
Using Bidder A = $100,000 (lowest total evaluation price) and
Bidder B = $110,000
Bid B calculation: $100,000 (Bidder A, lowest total evaluation
price) / $110,000 (Bidder B's evaluation price) = 0.909 x 100
(maximum points available) = 90.900.
Bidder A is the bid with the lowest total bid evaluation price, so
it would be assigned the maximum available points, 100 points.
Bidder B would be assigned 90.900 points based on the formula
above.
4.4. WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES (STEP 3). This Competitive Solicitation is
subject to the Washington state procurement priorities and/or preferences stated below
(collectively, "Washington Procurement Priorities for Goods/Services Contracts"). Accordingly,
WSDOT will evaluate Bidder's bid to determine (a) whether Bidder is requesting to be considered
for such Washington Procurement Priorities for Goods/Services Contracts; and (b) whether
Bidder's bid qualifies for such Washington Procurement Priorities for Goods/Services Contracts.
WSDOT will score qualifying bids and adjust Bidder's total evaluation score accordingly.
PROCUREMENT PREFERENCE FOR BIDDER COMPLIANCE WITH EXECUTIVE ORDER 18-03.
WSDOT will provide a bid preference in the amount of 1 Point to Bidders who
certify, pursuant to Exhibit A-1 - Bidder's Certification, that Bidder complies with
Executive Order 18-03.
WASHINGTON SMALL BUSINESSES. In furtherance of Washington's business inclusion
goals WSDOT will evaluate bids for best value and will provide a bid preference
in the amount of 2 Points to any bidder who certifies, pursuant to Exhibit A -
Bidder's Certification, that Bidder qualifies as a 'Washington Small Business' as
set forth in Exhibit A-1 - Bidder's Certification.
CERTIFIED VETERAN-OWNED BUSINESSES. In furtherance of Washington's business
inclusion goals, WSDOT will evaluate bids for best value and will provide a bid
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preference in the amount of 2 Points to any bidder who certifies, pursuant to
Exhibit A-1 - Bidder's Certification, that Bidder qualifies as a Washington
Department of Veterans' Affairs Certified Veteran-Owned Business.
4.5. Bidder Responsibility Determination (Step 4). The Washington State Legislature requires that
Washington state agencies award contracts for goods/services only to 'responsible bidders.' See
RCW 39.26.160(2). Accordingly, to be eligible to be considered for a Contract award resulting
from this Competitive Solicitation, WSDOT must determine that Bidder is a 'responsible bidder.'
Accordingly, WSDOT will make reasonable inquiry to determine bidder responsibility on a
pass/fail basis. In determining bidder responsibility, WSDOT will consider the following:
Bidder's certifications as provided in Bidder's Exhibit A-1 - Bidder's Certification;
Bidder's ability, capacity, and skill to perform the Contract or provide the
Goods/Services;
Bidder's character, integrity, reputation, judgment, experience, and
efficiency;
Bidder's ability to perform the Contract within the time specified;
Bidder's performance quality pertaining to previous contracts or services;
Bidder's compliance with laws relating to the Contract or services;
Whether, within the three-year period immediately preceding the date of the
Competitive Solicitation, Bidder has been determined by a final and binding
citation and notice of assessment issued by the Washington State
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 a Contract.
In addition, WSDOT may consider the following:
Financial Information: WSDOT may request financial statements, credit ratings,
references, record of past performance, clarification of Bidder's bid, on-site
inspection of Bidder's or subcontractor's facilities, or other information as
necessary to determine Bidder's capacity to perform and the enforceability of
Bidder's contractual commitments. Failure to respond to these requests may
result in a bid being rejected as non-responsive.
References: WSDOT 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 a Bidder as non-responsible.
WSDOT reserves the right to request bidder responsibility information from Bidder. If Bidder fails
to provide such information to WSDOT within five (5) business days, Bidder may be disqualified.
4.6. PRESENTATION EVALUATION (STEP 5) - IF UTILIZED*. Up to three (3) bidder(s) with the highest-scored
bids, will be invited to demonstrate/interview with the evaluation committee. All key personnel
will be required to participate in the demonstration/interview process. The Procurement
Coordinator will contact the bidder(s) to schedule a date and time for demonstration/interview.
Bidder(s) is/are encouraged to hold the date(s) indicated in Competitive Solicitation Section 2.3.
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