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Request for Applications (RFA)RFA No. K594-RFA-1711

It is the responsibility of each Applicant to carefully read, understand, and follow all of the instructions contained in this RFA document and all amendments.

PROJECT TITLE: Employee Wellness Program – Chair Massage Services

SUBMISSION DUE DATE: Responsive proposals are to be submitted on or before December 12, 2017 by 2:00 pm local time in Olympia, Washington.

RFA COORDINATOR: Missy Lipparelli Phone: (360) 725-5574E-mail: [email protected]

CONTENTS TO BE RETURNED AS BID SUBMISSION: Attachment A - ApplicationYour Cover LetterYour Resume

mailto:[email protected]

1. INTRODUCTION

A. BACKGROUND AND PURPOSE:The purpose of this RFA is to contract with a vendor to provide non-disruptive, voluntary, on-site chair massage services to SAO employees at no cost to State Auditor’s Office (SAO). SAO’s responsibilities will be limited to providing access to a suitable room during regularly scheduled business hours and adequate space for any set up; and making available to SAO employees the Contractor’s contact information. SAO employees will be responsible for payment for such services to the selected Contractor(s).

The selected Contractor(s) shall be responsible for scheduling appointments and for communicating with SAO employees should appointments need to be re-scheduled. The selected Contractor(s) will provide a professional portable massage chair, disposable linens, and all other supplies to conduct the services to SAO employees. The selected Contractor(s) will abide by all state regulations governing licensed massage therapists. SAO employees will utilize their existing 15-minute break time, lunch break or other nonscheduled work time for on-site chair massage services and are responsible to schedule appointment times with the massage therapist. Participation for such massage services is at the discretion of the SAO employee. Contractor(s) shall provide the SAO Contract Manager quarterly reports regarding the number of state clients seen and number of massages performed during the preceding quarter.

B. MINIMUM QUALIFICATIONSIn order for an Applicant to be eligible for consideration, the Applicant, must meet the following minimum qualifications:

Be licensed, or able and willing to obtain a license, to do business in the State of Washington. Have at least three (3) references for whom the Applicant has provided similar services

preceding the application due date. Reference cannot be employees, employers or family members. The Applicant must grant SAO the right to contact references and others, including current state clients, who may have pertinent information. SAO reserves the right to contact references at its sole discretion.

Be a licensed Massage Therapist. Substantially agree to the terms and conditions of the Agreement as set forth in Attachment

B. Have a minimum of two (2) years of experience providing massage services. If Applicant sub-contracts with Massage Therapists, such subcontractors shall also be subject

to the minimum qualifications above.

Applicants who do not meet these minimum qualifications shall be deemed to be non-responsive and will not be interviewed. Instances of massage therapist license revocation or suspension and/or criminal history of proposed message therapists will be reviewed on a case-by-case basis and may be grounds for application rejection at SAO’s discretion.

RFA K6139 Page 3 of 14Employee Wellness Program–Chair Massage Services

2. GENERAL INFORMATION FOR APPLICANTS

A. RFA COORDINATORThe RFA Coordinator is the sole point of contact in SAO for this procurement. RFA Coordinator:

Name Missy LipparelliE-Mail Address [email protected] Number 360-725-5574

B. COMMUNICATIONSAll Communications between the Applicants and SAO, concerning this RFA must be directed to the RFA Coordinator listed above. Oral communications will be considered unofficial and non-binding on SAO. Applicants should rely only on written statements issued by the RFA Coordinator. Solicitation to other SAO employees is prohibited in any form. Unauthorized contact regarding the RFA, or the subject matter of this RFA, with other state employees may result in disqualification.

C. PROCUREMENT SCHEDULEApplicants must adhere to the following schedule of activities. All times and dates are to be deemed as final, based on strict compliance, and without exception.

Event Date

Posting of Request for Applications November 21, 2017

Deadline for Applicant Inquiries and Questions November 30, 2017 by 2:00 pm PST

Applicants’ Submission Deadline December 12, 2017 by 2:00 pm PST

Evaluations December 13-18, 2017

Optional Interviews December 20-21, 2017

Announce the Apparent Successful Bidder(s) December 22, 2017 by 2:00 pm PST

Anticipated Agreement Start Date January 1, 2018

SAO Reserves the right to revise this schedule at its discretion.

D. APPLICANT INQUIRIES - Questions and AnswersIf an Applicant has any questions, issues, or concerns regarding this RFA, such matters should be put in writing and emailed to the RFA Coordinator. SAO will only answer relevant questions received by the date and time specified in the RFA Procurement Schedule (2.C).

E. RESPONSIVENESS OF APPLICANT’S PROPOSALIt is the responsibility of each Applicant to carefully read, understand, and follow all the instructions contained in this RFA, and in any future amendments. If an Applicant does not fully understand any sections and/or requirements, said Applicant should submit an inquiry. Applicants are hereby notified that failure to comply with any part of the RFA may result in the rejection of the Proposal as being non-responsive. SAO will not be liable for any errors or omissions in Applicant’s Proposal. Applicants will not be allowed to alter Proposal documents after the Proposal Submission Deadline.

RFA K594-RFA-1711 Page 4 of 14Employee Wellness Program–Chair Massage Services

F. COSTS OF PROPOSAL PREPARATIONSAO will not be liable for any costs incurred by the Applicant in preparation of an Application submitted in response to this RFA, in the conduct of a presentation, in facilitating site visits, or any other activities related to responding to this RFA.

G. OWNERSHIP OF PROPOSALSAll Proposals and materials submitted in response to this RFA become the property of SAO.

H. PUBLIC DISCLOSURE & PROPRIETARY INFORMATIONSAO is subject to the Public Records Act, chapter 42.56 RCW. Applications submitted and evaluations may not be disclosed while the RFA is pending, however, all of the submissions and evaluations may be disclosed after the announcement of the Apparent Successful Applicant. Portions of an Applicant’s Proposal may be protected from disclosure through the process set forth below.

If an Applicant wants to protect any Confidential or Proprietary Information that is included in its Application, the information must be clearly identified by Applicant as Confidential Information. Each page containing information that is claimed to be exempt from disclosure must be clearly identified by the word “Proprietary” printed on the lower right hand corner of the page.

Any attempts to overly restrict disclosure through use of footers on every page and/or other like statements restricting disclosure will not be honored and may subject Applicant to disqualification. Also, an Applicant cannot restrict its final pricing from disclosure.

SAO will maintain the confidentiality of all information marked Proprietary to the extent consistent with the Public Records Act. If a public disclosure request is made to view Applicant’s Proprietary Information, SAO will notify Applicant of the request and of the date that the Proprietary Information will be released to the requester unless Applicant obtains a court order from a court of competent jurisdiction enjoining that disclosure. If Applicant fails to obtain the court order enjoining disclosure, SAO will release the Proprietary Information, on the date specified.

SAO’s sole responsibility shall be limited to maintaining Applicant’s true and actual Proprietary Information in a secure area and to notify Applicant of any request(s) for disclosure for so long as SAO retains Applicant’s information in SAO records. Failure to so label such materials or failure to timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Applicant of any claim that such materials are exempt from disclosure.

Applicants may seek the information from all other bids once the Apparent Successful Applicant is announced.

I. NO OBLIGATION TO BUYSAO reserves the right and without penalty to reject all Proposals, to award no Agreement, to advertise for new Proposals, to abandon the need for such services, and to cancel or reissue this RFA prior to execution of an Agreement if it is in the best interest of SAO to do so, as determined by SAO in its sole discretion.

J. INCORPORATION OF RFA AND PROPOSAL IN AGREEMENTThe Applicant’s response, including all promises, warranties, commitments, and representations made in the successful Proposal, are binding and incorporated by reference in SAO’s Agreement or purchase order with the Applicant.


http://app.leg.wa.gov/RCW/default.aspx?cite=42.56

K. CIVIL RIGHTS COMPLIANCEThe State Auditor, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Applicants will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, age, disability, income-level, or LEP in consideration for an award. SAO will also affirmatively ensure that any Agreement entered into pursuant to this solicitation will require full incorporation of these rights in relation to all employees, personnel, and agents of the contractor.

L. MINORITY AND WOMEN OWNED AND VETERAN OWNED BUSINESS ENTERPRISESIn accordance with the legislative findings and policies set forth in chapter 39.19 RCW, and RCW 43.60A.200 and 39.22.240, the State of Washington encourages participation by veteran owned business enterprises and Minority & Women Owned Business Enterprises (MWBE), either self-identified or certified by, respectively, the Department of Veterans Affairs or the Office of Minority & Women’s Business Enterprises (OMWBE). While the State does not give preferential treatment, it does seek equitable representation from the veteran owned business and minority and women’s business communities.

Participation by veteran owned and MWBE contractors may be either on a direct basis in response to this RFA or as a subcontractor to a contractor. However, no preference will be given in the evaluation of Proposals, no minimum level of MWBE or veteran-owned business participation shall be required, and Proposals will not be evaluated, rejected or considered non-responsive on that basis.

Applicants may contact the Office of Minority & Women’s Business Enterprises (OMWBE) at http://www.omwbe.wa.gov/index.shtml and/or the Department of Veterans Affairs at http://www.dva.wa.gov/program/certified-veteran-and-servicemember-owned-businesses to obtain information on certified firms for potential sub-contracting arrangements or for information on how to become certified.

3. RESPONSIVE CONTENT AND SUBMISSION REQUIREMENTS

A. SUBMISSION OF PROPOSAL – Electronic Submissions OnlyApplicants must submit their Proposal via email as follows:

Email address: [email protected], Subject line: RFA K594-RFA-1711 - Bid Submission – [Your entity’s name].

**NOTE: Submissions emailed directly to the RFA Coordinator’s personal email will be rejected.

Applications must be received by the date and time noted in the Procurement Schedule (§2.3). Time extensions after the submission deadline will not be granted. Applications received after the deadline will be deemed as non-responsive and will not be accepted, reviewed, or evaluated.

Applicants must submit electronic copies of their Proposals in Microsoft Office software 2003 or later, or as a pdf. Applicant’s email submission must be all-inclusive and contain all required material in that submission. Proposals partially submitted in separate emails will be rejected. It is acceptable to submit respective Proposal Attachments as separate files attached to the single email.



http://www.dva.wa.gov/program/certified-veteran-and-servicemember-owned-businesses

http://www.omwbe.wa.gov/index.shtml

B. APPLICANT QUALIFICATIONS (to be submitted on attached Application).The Application (Attachment C) must be completed and returned. The application requires the following information:

Applicant Information Minimum Qualifications State Employment Information Education Applicant’s Team (if applicable) Experience References Fee Statement

Other documents that need to be returned with the Application: • Cover Letter:

Cover letters should address the qualifications of the Applicant (especially including how the Applicant meets the minimum qualifications noted in §1.2. Include a copy of your Massage License.

• Resume:

Provide an updated copy of your resume, including past experiences as a massage therapist and education.

C. OPTIONAL INTERVIEWS SAO has the right to determine and announce the Apparent Successful Applicant after reviewing the written Applicant Qualifications. However, SAO reserves the option 3200 Sunset Way SE, Tumwater, WA 98501. The interview should be no longer than forty-five minutes, plus any additional time needed for SAO follow-up questions and answers.

D. EVALUATION PROCEDURES• PRE-EVALUATION

All Proposals received by the stated deadline will first be reviewed by the RFA Coordinator to ensure that the Proposals contain all of the information required in this RFA. Only responsive Proposals that meet the requirements will be forwarded to the evaluation team for further review. Any Proposal that does not contain all of the required information or mandatory qualifications will be rejected as non-responsive, and will be removed from further evaluation.

• EVALUATION PROCESS

SAO will evaluate each application based on how well the cumulative information concerning the Applicant’s qualities, references, and prices demonstrate the applicant’s ability to properly meet the needs of SAO.

SAO based on its sole discretion, has the right to award the contract to the Applicant or Applicants that it feels best meets its needs.


E. SELECTION OF APPARENT SUCCESSFUL APPLICANT(s)SAO will notify the Apparent Successful Applicant(s) and the non-successful Applicants via email.

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ATTACHMENT AMASSAGE SERVICES APPLICATION

1. Applicant Information

Company Name

Primary Contact (Name & Title)

Work Phone

Address (City, State & Zip)

City

State, Zip

Mailing Address (if different from above)

City

State, Zip

Email Address

UBI Number: (For more information http://bls.dor.wa.gov/faqlicense.aspx )

Federal Tax Identification Number:

Do you have insurance meeting the insurance requirements? Yes No

Please note you will be required to submit a copy of your Certificate of Insurance if awarded an Agreement.

Do you accept the sample Agreement as attached? Yes No

If “no,” have you attached requested exceptions? Yes No

2. Minimum Qualifications

Are you licensed to do business in the State of Washington? Yes No

Number of years licensed to do massage services:

Are you licensed in massage therapy to do business in the State of Washington? Yes No

Massage License Number:

Are you able to provide a certificate of insurance meeting the insurance requirements in the sample Agreement, within fifteen (15) business days of Agreement award? Yes No

Can you demonstrate at least two years of experience in the massage services for which you are submitting this application?

Yes No

Has the massage therapist ever been convicted of a crime? Yes No If yes, provide details regarding the conviction.

Has your massage therapist license ever been revoked or suspended? Yes No

If yes, provide details regarding the revocation or suspension.3. State Employment Information

Is Applicant (or any Applicant’s employee) an employee of Washington State? Yes * No

Has Applicant (or any Applicant’s employee) been an employee of Washington State during the twenty-four (24) months preceding the RFA submission date? Yes * No

*If either of the above questions is marked Yes, please provide the following information.Name: State Agency/Institution:

Dates of Employment: Position Held:


http://bls.dor.wa.gov/faqlicense.aspx


4. Education

Provide name of the accredited school of massage attended and graduated from, include the types of massage that the massage therapist is licensed to administer.

5. Applicant’s Team (if applicable)

If Applicant is an organization that will be assigning the work to other individuals, then Applicant must include the information on its organization, and also include the information on all individuals who may be carrying out the work functions on the application. Please describe the Applicant’s Team who will be providing services under this Agreement. Identify who will have prime responsibility for scheduling and billing.

(Note: If awarded Agreement, bidder will provide advance notification of any changes in team members.)

If a Team (subcontractors) will be performing some of the work, please identify them below:Name: Phone Number: # of licensed years: Massage License #:

Name: Phone Number: # of licensed years:Massage License #:

Name: Phone Number: # of licensed years:Massage License #:

Name: Phone Number: # of licensed years: Massage License #:

6. ExperienceA list of other organizations for which you have provided on-site massage services, including contact information and dates of service.

7. ReferencesHave at least three (3) references for whom the Applicant has provided similar services preceding the application due date. Reference cannot be employees, employers or family members. The Applicant must grant SAO the right to contact references and others, including current state clients, who may have pertinent information. SAO reserves the right to contact references at its sole discretion. Name: Address:

Email: Phone:Name: Address:

Email: Phone:Name: Address:



Email: Phone:8. Fee Statement - breakdown of your fees for the chair massage, and include your payment policiesCosts or fees based upon 15 minute and 30 minute increments:

Types of payment accepted:

CertificationI warrant that all the statements made on this form and on any attached information sheets are complete, accurate and current. I understand that any misstatements in or omissions from this statement constitute cause for denial of participation or cause for summary dismissal from the entity to which this statement has been submitted. By submitting this form, I give permission for SAO to contact references and clients.

Bidder Responsibility Criteria; Bidder certifies that Bidder has not, within the three-year period immediately preceding the date of release of this competitive solicitation, been determined by a final and binding citation and notice of assessment issued by the state of Washington Department of Labor and Industries or through a civil judgment to have willfully violated state minimum wage laws (RCW 49.38.082; Chapters 49.46 RCW, 49.48 RCW, or 49.52 RCW). Bidder attests under penalty of perjury that the foregoing statement is true and correct.

Name (print):_________________________________________________________________

Signature: __________________________________________ Date: ___________________


ATTACHMENT B SAMPLE AGREEMENT

WASHINGTON STATE AUDITOR’S OFFICW

AND

SAO

Agreement No. K594-C-

1711

FACILITY USE AGREEMENTAgreement start dateUpon Execution

Agreement end dateJune 30, 2019

Agreement amountNon-Financial

Purpose

The purpose of this Agreement is to allow PROVIDER to provide non-disruptive, on-site services to SAO employees who wish to participate in wellness programs. These services will be provided in SAO facilities designated for that purpose upon request.

ProviderProvider name dba

Address Mailing Address (if different)

Agreement Manager (Area code) Telephone Email

Washington State Auditor’s Office (SAO)Department administrationEmployee Wellness Program

DivisionHuman Resource Division

Agreement manager Marie Davis

Contact addressPO Box 40031, Olympia WA 98504-0031

(Area code) Telephone(360) 725-5622

Email [email protected]

The terms and conditions of this Agreement are an integration and representation of the final, entire and exclusive understanding between the parties superseding, all previous agreements, writings, and communications, oral or otherwise, regarding the subject matter of this Agreement. The parties signing below represent that they have read and understand this Agreement, and have the authority to execute this Agreement. Provider signature Date SAO signature Date

Name Name Kristina Swanson

Title TitleDirector of Operations

Email [email protected]

Massage License Number

Uniform Business Identifier (UBI)

Phone(360) 902-0375

RFA K6139 Page 12 of 14 March 22, 2017Employee Wellness Program–Chair Massage Services



RFA K6139 of 14 March 22, 2017Employee Wellness Program–Chair Massage Services


1. PURPOSEThe purpose of this Agreement is to allow PROVIDER to provide non-disruptive, on-site services to SAO employees who wish to participate in wellness programs. These services will be provided in SAO facilities designated for that purpose upon request. The State Auditor’s Office encourages employees to incorporate wellness activities and learning into their lives. As such, SAO will allow approved PROVIDERs to use SAO facilities to provide training or activities. Any and all of these wellness activities are exclusively between the employees and the PROVIDER.There is no Agreement for work or services between SAO and any PROVIDER. Except for damages to facilities by a PROVIDER, there is no financial relationship between a PROVIDER and SAO. In order for a PROVIDER to use SAO facilities the PROVIDER must agree to all the components of this agreement, and meet certain minimum SAO does not recommend or approve programs or PROVIDERs nor shall the agency be deemed to be a sponsor of any activities conducted by the PROVIDER, and no literature of publicity shall indicate agency sponsorship. Use of the facility for commercial exploitation is prohibited. SAO assumes no responsibility, financial or otherwise, for any activity or action of any PROVIDER under the Employee Wellness Program.The extent of the relationship between SAO and the PROVIDER is for the PROVIDER to use SAO facilities for only employee Wellness activities or programs. The PROVIDER is not guaranteed the use of a particular room or time however an attempt to find a comparable room will be done. Agency business always has priority when scheduling facilities. PROVIDERs will only use SAO facilities for the specific employee programs. Other than the room assigned, restrooms and other common areas, PROVIDERs will not use any other SAO facilities for any purpose at any time under this Wellness program. The PROVIDER understands that it is financially responsible for any damages to SAO property. The PROVIDER may not leave or store any property on SAO facilities. The PROVIDER will clean up and restore any room used after each session. SAO shall provide access to the SAO facility during core business hours and adequate space for any set-up. PROVIDER is responsible for scheduling appointments. SAO’s assistance in scheduling appointments is limited to making PROVIDER’s contact information available to EMPLOYEEs. PROVIDER is responsible for providing professional services, and maintaining the SAO space in a clean, hygienic, and professional manner in accordance with state of Washington professional standards and regulations. PROVIDER will comply with provisions of the Americans with Disabilities Act of 1990. SAO shall have no responsibility for the safety or security of any property belonging to the PROVIDER.The PROVIDER may not assign or transfer this Agreement.PROVIDER will work with particular employees for the programs or activities. For the purposes of this agreement, these employees will be termed the On-site Wellness Coordinator. The Coordinator will make arrangements for the meeting place and times, and will coordinate all communications between the PROVIDER and other employees interested in participating in a particular program or activity. All financial arrangements are between the PROVIDER and the participant. SAO will not be involved in any payment or collections of employee participants.In order for a SAO employee to sign up for, and attend a PROVIDER’s program or activity at a SAO facility, the PROVIDER will have the employee sign an agreement. At a minimum, the agreement will assure the employee understands and agrees that:

• Vendor is completely and solely responsible for any and all payments, fees, and collections of those payments charged to employees for services.

• Vendor must get a signed agreement from each participant acknowledging that the relationship is between the vendor and the employee, and that SAO is in no way involved or responsible

• What the PROVIDER’s program involves; how, where, and when the PROVIDER will operate• Who the On-site Coordinator is, how to contact them, and what that Coordinator can, and cannot,

do or agree to.



2. INSURANCE

The PROVIDER must have a General Liability Insurance Policy including contractual liability of no less than $1,000,000 per occurrence AND $3,000,000 aggregate issued by an insurance company(s) authorized to do business within the state of Washington, and shall name the state of Washington, its agents and employees as additional insureds under the insurance policy(s). All policies shall be primary to any other valid and collectable insurance. The PROVIDER shall instruct the insurers to give SAO 30 days advance notice of any insurance cancellation. Prior to performing any services, PROVIDER shall provide the SAO Contracts Office with proof of insurance and submit renewal certificates as appropriate during the term of the Agreement.

3. LICENSING, ACCREDITATION, and REGISTRATION

PROVIDER must be credentialed, if required, in good standing with the state of Washington to provide the agreed upon service, and must maintain that credential for the term of the Agreement. Prior to performing any services under this Agreement, PROVIDER will provide SAO Contracts Office a copy of their current Washington State professional license. The PROVIDER shall comply with all current federal, state and local laws, rules, and regulations and applicable.

4. SITE SECURITY

Only authorized persons can enter SAO facilities. Do not let anyone into the facility, even if they claim to be an employee. PROVIDER may not use SAO computers or telephones. PROVIDERs will sign in and out with the facility security desk and will wear the identification badge issued at all times while in the facility. Badges must be visible while worn and returned at the end of the day.

Exterior doors cannot be held open or propped open for any reason.

5. SAFETY

When unloading or loading vehicles watch out for SAO staff walking by and make sure the items are secure and out of the path of travel. If items are staged inside the facility, use cones and caution tape to ensure visibility. While working in staff areas, do not leave any materials unattended without safety coning or tape. When the job is complete or when leaving the work site for the day, verify that all materials are picked up and removed or stored in a safe place and verify that nothing is left in an aisle or hallway.

Products used in SAO facilities must be low VOC and odor free including personal products. If they are not, ensure your SAO contact is aware and approves its use.

6. ADVERTISING

The Provider can only post advertisements approved by the Wellness Program.

7. INDEMNIFICATION

To the fullest extent permitted by law, the PROVIDER agrees to indemnify and hold harmless, assume liability for and defend, the state of Washington, the SAO, and all officials, agents and employees of the State from and against any and all actions, claims, liabilities, assertions or liability, losses, costs, and expenses, which in any manner arise or are alleged to have arisen, from the acts, omissions or wrongful conduct of PROVIDER, in connection with PROVIDERS’s operations, activities, occupancy, or use of the SAO’s premises.

8. Taxes

All payments accrued because of payroll taxes, unemployment contributions, any other taxes, insurance or other expenses for the contractor or its staff shall be the sole responsibility of the contractor.

RFA K594-RFA-1711 of 14Employee Wellness Program–Chair Massage Services


9. TERMINATION

This Agreement may be terminated by either party, with or without reason, upon 15 days written notification thereof from one party to the other.

10. Waiver

Waiver of any default or breach shall not be deemed a waiver of any subsequent default or breach. Any waiver shall not be construed to be a modification of the terms of this contract unless stated to be such in writing and signed by authorized representative of the State Auditor’s Office.


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