2021/10/13 Council Agenda Packet

2.3 LETTER OF INTENT REQUIRED A potential Applicant's Letter of Intent must be received by the RFP Coordinator by 5:00 PST on the date specified in Section 2.2. Proposals received from bidders who did not timely submit a Letter of Intent will be disqualified under this RFP. Potential Applicants who submit a Letter of Intent are not bound by it and may choose not to submit a proposal without penalty. Letters of Intent submitted via or in the body of an email must be clearly identified in the subject line of the email message as a "Letter of Intent — less -than -lethal equipment". The body of the email or attached letter must: a. Clearly identify the Applicant's organization, spelling out any abbreviation or initials. b. State that the email or letter is a Letter of Intent for the "Less -than -Lethal Equipment RFP," RFP number 19-31440-1. c. Identify the Applicant's organization's contact person, title, email address, and phone number. d. Identify any other organizations if the Applicant is a multi -agency consortium. 2.4 SUBMISSION OF PROPOSALS HARD COPY OR FAX PROPOSALS NOT ACCEPTED: Hardcopy proposals or proposals transmitted using facsimile will not be accepted. Proposals must be submitted via email. ELECTRONIC PROPOSALS: The proposal must be received by the RFP Coordinator no later than 5:00 p.m. PST. Receipt time is deemed to be the email's receipt as logged by Commerce's email system. Proposals must be submitted electronically as an attachment to an email to the RFP Coordinator, at the email address listed in Section 2.1. Attachments to email shall be in Microsoft Word format or PDF. Links to documents embedded in an Application/attachment will not be considered. Zipped files cannot be received by COMMERCE and cannot be used for submission of proposals. The cover submittal letter and the Certifications and Assurances form must have a scanned or electronic signature of the individual within the organization authorized to bind the Applicant to the offer. COMMERCE does not assume responsibility for problems with Applicant's email. If COMMERCE email is not working, appropriate allowances will be made. Applicants should allow sufficient time to ensure timely receipt of the proposal by the RFP Coordinator. Late proposals will not be accepted and will be automatically disqualified from further consideration, unless COMMERCE email is found to be at fault at COMMERCE's sole discretion. Requests for deadline extensions will not be granted. All proposals and any accompanying documentation become the property of COMMERCE and will not be returned. 2.5 PROPRIETARY INFORMATION AND PUBLIC DISCLOSURE Proposals submitted in response to this competitive procurement shall become the property of COMMERCE. All proposals received shall remain confidential until the Apparent Successful Contractor is announced; thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW). Any information in the proposal that the Applicant desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Applicant is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words "Proprietary Information" printed on the lower right hand corner of the page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored. COMMERCE RFP No.19-31440-1 Page 7 of 18