System-Wide Parking Lot and Bike Locker Concession Contracts

PART 3
PROPOSAL INSTRUCTIONS

WASHINGTON STATE
DEPARTMENT OF TRANSPORTATION
FERRIES DIVISION
SYSTEM-WIDE PARKING LOT AND BIKE LOCKER CONCESSION
CONTRACTS
PROPOSAL INSTRUCTIONS
1 The Washington State Department of Transportation Ferries Division, operating as
2 Washington State Ferries (hereinafter called "WSF"), issues this Request For Proposals
3 (RFP) for the parking lots at Anacortes, Bainbridge Island, Edmonds, Kingston and
4 Southworth Ferry Terminal, and bike locker at Seattle Terminal at Coleman Dock
5 Concession Contracts (hereinafter called the "Contract" or "Contracts"). The Proposers must
6 comply with these Proposal Instructions, other RFP documents and the Contract documents.
7
8 1. RFP PROCESS
9
10 WSF is utilizing a Request For Proposals (RFP) selection process for this project,
11 pursuant to RCW 47.60.140 and 47.56.030(2). Under such a process, the selection of
12 the most advantageous proposal(s) will be based upon the requirements and
13 evaluation factors specified in the RFP.
14
15 An outline of the RFP process is provided in the RFP Part 1, Notice, Schedule and
16 Advertisement. A detailed description of the proposal evaluation process is provided
17 in RFP Part 6, Proposal Evaluation.
18
19
20 2. SINGLE PROPOSAL AND NOTICE OF INTENT TO RESPOND
21
22 A proposer may submit a proposal for one (1) or more parking lot locations up to and
23 including all six (6) parking lot locations. However, all such information should be
24 submitted in one (1) proposal for evaluation pursuant to RFP Part 6, Proposal
25 Evaluation.
26
27 It is preferred but not required that Proposers submit a notice of intent to respond to
28 this RFP by sending an email to WSFseattleconcessions@wsdot.wa.gov. Please
29 include your name, company or proposal name and contact information in the body of
30 the email. By sending notice of intent to respond, WSF will place you on the
31 "Notification List" to can ensure that you receive important updates and information
32 regarding this RFP.
33
34
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1 3. PRE-PROPOSAL CONFERENCE
2
3 An optional Pre-Proposal Conference will be held at 9:00 a.m. on Thursday July
4 23, 2026, to be conducted via Microsoft Teams. WSF will send a notice to all
5 interested parties on the Notification List confirming the virtual Conference dates /
6 time.
7
8
9 4. TERMINAL INSPECTIONS
10
11 WSF believes that a tour of WSF terminal parking lots is crucial to preparing a
12 proposal. The lots are open to the public and may be visited without escort. The bike
13 locker at Seattle Terminal is secure and may require escort. WSF will schedule
14 escorted site visits of the terminal parking lots for interested parties, upon request at a
15 time mutually agreeable by WSF and the Proposer, shortly after issuance of this RFP.
16 WSF will notify interested parties of the date/time by RFP Notice. Please do not
17 interfere with WSF operations while visiting the sites; terminal staff are unable to
18 answer questions or provide information about the RFP.
19
20 For further site visit details, please see RFP Part 2, Overview. All site visits will be at
21 the sole expense of the prospective Proposers.
22
23
24 5. PROPOSAL DUE DATE
25
26 The closing date for receipt by WSF of Proposals is 1:00 p.m. on -_Tuesday,
27 August 11, 2026. See Section 14, Delivery of Proposals, for additional information
28 regarding the submission of Proposals.
29
30 Due to the format of the RFP process, the proposals will not be publicly opened or
31 read. Any proposal received after the Proposal Due Date shall be rejected and
32 returned to the proposer unopened.
33
34
35 6. CORPORATE REGISTRATION
36
37 The laws of the State of Washington require that out-of-state corporations secure
38 authority from the Secretary of State to transact business in the State of Washington.
39 Accordingly, before the state can enter into a contract with an out-of-state or foreign
40 corporation conducting business within the State of Washington, such corporation
41 must comply with Washington's corporation laws. Consult the Office of the
42 Secretary of State regarding the nature of your intended business, if any, within the
43 State of Washington. Information and application blanks regarding corporate
44 registration may be obtained from: (i) the Corporations Division, Office of the
45 Secretary of State, Olympia, Washington 98504; or (ii) online at Download Forms /
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1 Online Filing Instructions | WA Secretary of State. The Corporate Information Line
2 is (360) 753-7115.
3
4 7. ESTABLISHED BUSINESS
5
6 To be considered responsive, the apparent successful Proposer must be an established
7 business firm with all required licenses, bonding, facilities, equipment and trained
8 personnel necessary to perform the type of work specified in the RFP. WSF reserves
9 the right to require proof of such compliance within five (5) calendar days from the
10 date of request.
11
12
13 8. RFP PACKAGE AND INTERPRETATION
14
15 A. RFP PACKAGE
16
17 Requesting / Picking Up an RFP Package
18 Interested parties may obtain an RFP package from the WSF office listed
19 below at no charge. The RFP will also be posted on the following WSF web
20 site:
21
22 www.wsdot.wa.gov/ferries/business/contracts.
23
24 Mailing and Pick-up Address:
25
26 Washington State Ferries (NW Corner of 2nd & Broad)
27 2901 Third Avenue, Ste. 400
28 Seattle, Washington 98121 - 3014
29
30 5th Floor Main Reception Area
31
32 Attn: Clinton Moore
33 Contracts Manager
34 Phone: 206-515-3698
35 Email: clinton.moore@wsdot.wa.gov
36 (cc: daniel.ulmer@wsdot.wa.gov)
37
38
39 B. PROPOSER QUESTIONS
40
41 To facilitate timely responses, it is WSF's intent to accept questions during
42 the RFP process only from Proposers (i.e., prime contractors). WSF may not
43 accept, and has no obligation to respond to, inquiries from subcontractors,
44 suppliers or vendors.
45
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1 Proposers should submit each question by e-mail only, to
2 WSFseattleconcessions@wsdot.wa.gov. Questions must be submitted
3 soon enough to allow: (i) development and issuance of a written response; and
4 (ii) consideration of the response by all Proposers before submission of their
5 proposals, except for confidential responses based on proprietary content.
6
7 Additionally, if a prospective Proposer requires an explanation, clarification,
8 or interpretation of any part of the RFP documents, it may submit a written
9 request for an interpretation thereof. All requests for interpretation are subject
10 to the inquiry limitations specified in the preceding paragraph. WSF will not
11 be responsible for any other explanations or interpretations of the RFP
12 documents. Oral explanations, interpretation, or instructions given by anyone,
13 at WSF or otherwise, before award of a Contract will not be binding on WSF.
14
15 Any information given to a Proposer concerning any of the RFP documents
16 will be furnished to all Proposers as an RFP Addendum if WSF deems that
17 information to be necessary in submitting proposals or if WSF concludes that
18 the lack of the information would be prejudicial to other Proposers.
19
20
21 9. EXAMINATION OF RFP DOCUMENTS
22
23 Each Proposer shall carefully examine the RFP documents. Submittal of a proposal
24 shall be conclusive evidence that the Proposer has made its examinations and
25 understands all requirements for the performance of the Contract. The Proposer
26 further warrants, agrees and acknowledges by submitting a proposal that it:
27
28 A. Has taken steps reasonably necessary to ascertain the nature and scope of the
29 concession services; and understands that failure to do so will not be
30 justification for a Contract modification, protest or claim against WSF;
31 B. Has investigated and satisfied itself as to the general and local conditions
32 which can affect the performance of the Contract or its cost, including but not
33 limited to:
34 1. the number, size, layout and locations of the parking lots under this
35 RFP;
36 2. The amount of labor and resources required to manage the parking
37 lot(s); and
38 3. technical requirements of wireless payment machines to be located at
39 the parking lots;
40 C. Has not discovered any substantive ambiguities, other than those identified in
41 writing to WSF, that would be discovered by a prudent firm in preparing its
42 proposal; and
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1 D. Has read, fully understands and intends to sign the Contract without
2 modification, subject to any WSF-approved modifications during the RFP
3 process.
4
5 Any failure of a Proposer to take the actions acknowledged above shall not relieve the
6 Proposer from the responsibility of estimating properly the difficulty and cost of
7 successfully performing the Contract, or from proceeding to successfully perform the
8 Contract without additional expense to WSF.
9
10 The Proposer agrees that WSF shall not be liable to it for any claim whatsoever
11 directly or indirectly resulting from the Proposer's failure to investigate and
12 familiarize itself sufficiently with the conditions under which the Contract is to be
13 performed.
14
15 The successful Proposer shall be familiar and comply with all applicable Federal,
16 State, and local laws, ordinances, and regulations which might affect those engaged in
17 the performance of the Contract. WSF will not consider any plea of
18 misunderstanding or ignorance of such requirements.
19
20 No claim shall be allowed because of any ambiguity in the RFP or the Contract if: (i)
21 the Proposer discovers an ambiguity, but fails to notify WSF; or (ii) the Proposer
22 failed to discover a patent ambiguity that would be discovered by a reasonably
23 prudent Proposer in preparing its proposal.
24
25 For an explanation or interpretation of the RFP documents, please refer to Section 8,
26 RFP Package and Interpretation.
27
28
29 10. PREPARATION OF PROPOSAL
30
31 Each Proposal shall include the Financial Proposal Form furnished by WSF and
32 signed by the Proposer. WSF will furnish an electronic copy of the Financial
33 Proposal Form to be submitted as part of the Proposal.
34
35 WSF will evaluate the Financial Proposal Form data, together with the other proposal
36 components, to determine the successful Proposer(s), as described in this document
37 and the RFP Proposal Evaluation document. All prices, dates, acknowledgments, and
38 signatures shall be legibly entered in the spaces provided on the Financial Proposal
39 Form, typed or in ink, and without alteration.
40
41 A Financial Proposal Form is included in the RFP package and is subject to any
42 updates by RFP Addenda.
43
44 If a corporation or a limited liability company submits a proposal, it shall be signed in
45 the name of the corporation or LLC, followed by identification of the office the signer
46 holds in the corporation or LLC.
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1
2 If a proposal is made by a partnership, it shall be so stated and shall contain the names
3 of each partner and shall be signed in the firm name, followed by the signature of an
4 authorized partner(s).
5
6 If a proposal is made by a joint venture, a certified copy of the joint venture
7 agreement shall accompany it, plus any other documents evidencing the authority of
8 all parties to the joint venture to enter into such an agreement. The proposal shall be
9 signed by one (1) or more individuals authorized by the joint venture.
10
11 The named Proposer must remain the same throughout the RFP process. Further, the
12 proposed entity that will enter into a Contract must be the same as the named
13 Proposer.
14
15
16 11. ( Reserved ).
17
18
19 12. SMALL, AND VETERAN OWNED BUSINESS ENTERPRISE (SVBE)
20 PARTICIPATION
21
22 Please refer to RFP Part 9, Contract, Article XX for voluntary Small and Veteran
23 owned Business Enterprise (SVBE) goals regarding the purchase of products,
24 supplies and/or services.
25
26
27 13. PROPOSAL SECURITY AND CONTRACT SECURITY
28
29 There is no Proposal Security required under this RFP. The successful Proposer(s)
30 shall provide Contract Security in the form and the amount specified in the Contract.
31 The Contract Security shall be provided to WSF together with the signed Contract.
32
33
34 14. DELIVERY OF PROPOSALS
35
36 The Proposer shall scan and email its completed and signed Proposal, including the
37 Financial Proposal, Service Proposal, and any required completed Certificates. The
38 documents must be emailed to the project contact listed in the RFP Notice to Plan-
39 holders. Please copy the additional email address listed in the Notice. The emailed
40 proposal must be received by the Proposal Due Date. No hard copy of the proposal is
41 required.
42
43 All proposers are advised that the Contract and Contract Security should not be
44 executed at the time of submitting a proposal.
45
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1 The closing date for receipt of proposals shall be in accordance with Section 5,
2 Proposal Due Date, herein.
3
4
5 15. PROPRIETARY DATA
6
7 Any document(s) or information which a proposer believes is exempt from public
8 disclosure (per Chapter 42.56 RCW) shall be clearly identified by the Proposer in its
9 proposal and marked with the words "Proprietary Data" along with a statement of the
10 basis for such claim of exemption. A sample Proprietary Data Statement is attached
11 hereto and incorporated herein as Exhibit "A".
12
13 WSF's sole responsibility shall be limited to maintaining the above data in a secure
14 area and to notify such proposer of any request(s) for disclosure within a period of
15 five (5) years from the award date. Failure to so label such materials, or failure to
16 provide a timely response after notice of request for public disclosure has been given,
17 shall be deemed a waiver by a proposer of any claim that such materials are, in fact,
18 so exempt.
19
20 Notwithstanding such limitations, all Proposals documents submitted under this RFP
21 process shall be considered confidential until WSF has awarded the Contract(s).
22
23
24 16. DATA ACCESS
25
26 WSF shall be solely responsible for the proposal evaluation process and selection of
27 the most advantageous Proposal(s). However, to accomplish such task, WSF reserves
28 the right to utilize the expertise of any of its project consultants on issues relating to
29 the Contract(s). Therefore, Proposers must allow WSF project consultants access to
30 all proposal data, or the proposal will be deemed non-responsive and will be rejected.
31
32
33 17. RESPONSIBILITY
34
35 WSF, at its discretion, may reject a proposal if it determines that a Proposer or any of
36 its member entities is not responsible for any of the following reasons:
37
38 A. Evidence of collusion with any other Proposer or Proposers is found.
39 Participants in such collusion will be disqualified from submitting proposals
40 on any future WSF or WSDOT work;
41
42 B. An unsatisfactory performance record exists based on past or current WSF or
43 WSDOT work;
44
45 C. There is uncompleted work (WSF or otherwise) which might hinder or
46 prevent the prompt completion of the Contract work;
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1
2 D. Failure to pay or settle bills for labor or materials on past or current contracts;
3
4 E. Failure to complete a written public contract, or conviction of a crime arising
5 from a previous public contract;
6
7 F. Inability, financially or otherwise, to perform the Contract work;
8
9 G. Unauthorized to do business in the state of Washington, unless it intends to
10 obtain proper authorization prior to Contract execution;
11
12 H. Improper communications in violation of this RFP;
13
14 I. Debarment or suspension from participating in any local, state or federal
15 contracts; or
16
17 J. There are any other reasons deemed proper by WSF.
18
19 During Proposal evaluation, WSF reserves the right to make reasonable inquiry to
20 determine the responsibility of any Proposer. Requests may include, but are not
21 limited to, financial statements, credit ratings, references, record of past performance
22 and on-site inspection of a Proposer's or any subcontractor's facilities. Failure to
23 respond to such requests will be sufficient reason to consider the Proposal non-
24 responsive.
25
26 Please note that in verifying the accuracy of a proposal, WSF reserves the right to
27 contact any known past or current clients of a Proposer, whether identified in a
28 proposal or not. Prior to evaluation, WSF will notify the Proposer of any such
29 information so obtained. Such information may be afforded evaluation consideration
30 to the same extent as comparable information provided in a proposal, consistent with
31 the RFP evaluation criteria.
32
33
34 18. ALTERATIONS, MISREPRESENTATIONS
35
36 A Proposer shall not misrepresent its Proposal information or any component thereof,
37 its ability to perform the Contract work, or the scope of its service to WSF.
38 Misrepresentation may be cause for: (i) rejection of a proposal; (ii) cancellation of
39 Contract award; or (iii) termination of the Contract.
40
41
42 19. WITHDRAWAL OR REVISION OF PROPOSALS
43
44 At any time prior to the Proposal Due Date, a Proposer may withdraw its Proposal,
45 either personally or by written, email or facsimile request. The Proposal may be
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1 revised and resubmitted as the official Proposal if WSF receives it before the
2 Proposal Due Date.
3
4 After submitting a Proposal to WSF, a Proposer may withdraw or revise it if:
5
6 A. The Proposer submits a written request signed by an authorized person; and
7
8 B. WSF receives the request before the Proposal Due Date.
9
10
11 20. CONSIDERATION OF PROPOSALS
12
13 A. After reviewing the proposals, WSF will verify the Proposals for correctness
14 of form, compliance with Proposal terms set forth herein, and the extensions
15 and totals of the unit prices (if applicable). WSF may reject a Proposal or
16 disqualify a Proposer for those reasons set forth herein. If a discrepancy exists
17 between the price per unit (if applicable) and the extended amount of any
18 Proposal item, the price per unit will control. The total of extensions,
19 corrected where necessary, will be used by WSF for proposal evaluation.
20
21 B. WSF reserves the right to:
22
23 1. Waive informalities in the RFP process;
24
25 2. Select the proposal of the responsible Proposer(s) who offers the most
26 advantageous Proposal(s);
27
28 3. Reject any or all proposals (see next paragraph);
29
30 4. Republish the call for proposals;
31
32 5. Revise, modify or cancel the Contract Work to be performed,
33 including but not limited to modifying the description of any parking
34 lot, and removing any parking lot from the scope of this RFP;
35
36 6. Do any portion of the concession services otherwise, if in its sole
37 judgment, the best interests of WSF are served thereby;
38
39 7. Develop the Contract in any manner that it, in its sole discretion,
40 deems necessary;
41
42 8. Modify any dates set or projected in the RFP;
43
44 9. Terminate the RFP and commence a new RFP for part or all of the
45 concession services;
46
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