2024-RFP-756_Electrical_Testing.docx

PIERCE COUNTY REQUEST FOR PROPOSALS

TITLE: Electrical Testing Services PROPOSAL DUE DATE/TIME: MONTH, DAY, 2023, X:XX PM VIA OpenGov Procurement (LINK BELOW):

https://opengov.com/products/procurement/suppliers/

RFP ISSUED BY:

Pierce County Procurement and Contract Services Attention: Procurement Specialist pcpurchasing@piercecountywa.gov 253-798-7456

Table Of Contents

Expected Term of Resulting Agreement The expected term of the initial contract will be two (2) years with three one (1) year automatic renewals.

Description of Project The purpose of this RFP is to secure the services of a Licensed Contractor to perform the necessary professional electrical testing services for Pierce County. This work will be performed at various locations within Pierce County. Other Sites and/or Divisions may be added throughout the life of the contract. We expect to receive a systematic, assured program to provide and guarantee proper inspections and testing of county-owned equipment and/or systems. All electrical testing professional services must be performed by an experienced and ANSI/NETA Certified Technician in accordance with the most current national Standards and Specifications and utilize the American/International Electrical Testing Association (ANSI/NETA MTS) Maintenance Testing Specifications.

The County will provide licensed electricians, as needed, to access any equipment for testing services.

The primary service locations (see addresses in the equipment list section) are the Chambers Creek Regional Wastewater Treatment Plant, the Sewer and Traffic Operations Center, the Environmental Services Building, outlaying Pump Stations, and other Pierce County locations as needed.

The County does not guarantee utilization through any resulting contract. The solicitation may provide estimates of utilization solely to help proposers prepare their proposal and does not serve as a guarantee of usage. Sites and/or equipment may be added or deleted throughout the life of the contract.

All contractor employees must sign in when entering Pierce County property and sign out upon departure.

COUNTY OWNED EQUIPMENT LIST

The following is a list of currently owned Pierce County equipment that we intend to have tested on an interval schedule, testing equipment every 1-3 years. Changes may be made based on current industry standards throughout the life of the resulting contract.

Areas P06-P21, Area 23-26

Located at the Pierce County Regional Wastewater Treatment Plant 10311 Chambers Creek Road West University Place, WA 98467

Area P06 - UV EQUIPMENT

A. Two (2) Cutler Hammer Air Switches (Outside) B. Two (2) 15 KV 2000 KVA Liquid Filled Transformers C. Three (3) DSII-620 Cutler Hammer Power Breakers D. Two (2) DSII-616 Cutler Hammer Power Breakers E. Four (4) SPBNH-416C Cutler Hammer Switches

Area P07 - SECONDARY TREATMENT BUILDING

A. Three (3) HMDLB3800T33W Allen Bradley 480VAC Breakers model 255P174H03C (MCC’s 071, 072, and 073.)

B. One (1) ASCO 208 Volt ATS

Area P08 – BIOSOLIDS BUILDING

G. One (1) EATON ATS 400A (Building Essential Power)

Area P11- BLOWER BUILDING

G. Ninety-Two (92)-ALCAD XHP80 Batteries (Inside-Switchgear Power) H. Two (2) ASCO 480 Volt ATS I. Three (3) Allen Bradley 800A Breakers

Area P12 – ADMINISTRATION BUILDING

Area P13- SOUTH MAINTENANCE BUILDING

A. One (1) CH/EATON 600 Amp 480 Volt Breaker

Area P14 – SERVICE ENTRANCE BUILDING

Area P16 - FERTILIZER MANUFACTURING FACILITY

Area P18 – RDT BUILDING

Area P20 – AERATION BASIN CONTROL BUILDING

E. Fourteen (14) EATON 480VAC Breaker Number Magnum DS-800AF, 480AT F. Nine (9) 15 KV EATON 150 VCP Breakers with SEL-751A Relays (Inside) G. Ninety-Two (92)-ALCAD XHP80 Batteries ((Inside-Switchgear Power) H. One (1) EATON ATS -600A (Building Essential Power)

Area P21 – RECLAIMED WATER BUILDING

E. Two (2) EATON 480VAC Breaker Number Magnum DS-800AF, 800AT F. One (1) EATON ATS -400A (Building Essential Power)

Area 23 – DIGESTER CONTROL BUILDING

E. Two (2) EATON 480VAC Breaker Number Magnum DS-800AF, 800AT F. One (1) EATON ATS -225A (Building Essential Power)

Area 24 – PROCESS CONTROL LAB BUILDING

35K 350A Breakers

Area 25 – WAREHOUSE/ADMIN BUILDIN

A. One (1) EATON Breaker – HDML 800A Breaker

Area 26-VARIOUS PLANT LOCATIONS-15 KV SECTIONALIZING CABINETS

Note: All EATON VCP 150 Breakers have integral racking motor assemblies.

ENVIRONMENTAL SERVICES BUILDING;

Located at 9850 64th Street West, University Place, WA 98467.

SEWER AND TRAFFIC OPERATIONS FACILITY (STOP)

Located at 9200 122nd Street East, Puyallup, WA 98373.

C100 Northwest Landing Pump Station

Located at 2759 Wharf Road, DuPont, WA 98327

C181 Hemlock Ponds

Located at 11919 144th Street East, Puyallup, WA 98374

Cascadia WWTP

Located 16802 Cascadia Blvd E., Bonney Lake, WA 98391

Main Electrical MCC Room #303

A. Fifteen Eaton 480V, 15A breakers B. Two Eaton 480V, 20A breakers C. Six Eaton 480V, 30A breakers D. Eleven Eaton 480V, 50A breakers E. Seven Eaton 480V, 100A breakers F. Four Eaton 480V, 125A breakers G. Four Eaton 480V, 150A breakers H. One Eaton 120/208V, 250A breaker I. Five Eaton 480V, 400A breakers J. Four Eaton 480V, 1600AF/1000AT Magnum DS MDS 616 K. Three Eaton 480V, 4000AF/4000AT Magnum DS MDS 840 L. Five Distribution/Lighting panels M. Two 480-120/208V, Dry Type Transformers N. One 480V, 400A ATS

Mechanical Room

A. One Eaton 120/208V, 400A breaker

Mechanical Room #14

A. One Eaton 120/208V, 400A Panel B. One 480-120/208 Dry Type Transformer

Shop #101

A. Eaton 120/208V, 225A Panel

Generator

A. One Square-D 480V, 1600AF/1000AT Powerpack RL 1600 B. One Square-D 120/240V, 100A Panelboard

C053 Lake City

Located at 8803 ½ 116th St SW, Lakewood, WA 98498

MCC

A. One Westinghouse 480V, KB3250F AT 250A breaker B. Four Westinghouse 480V, MCP03150R AT 15A breakers C. Five Cutler Hammer 480V, HFC3015 15A FT breakers D. One Westinghouse 480V, MCP0358R 7A AT breaker E. One Cutler Hammer 480V, HFB30, FT 30A breaker F. One Cutler Hammer 480V, HFC3125 FT 125A breaker

C049 Avondale Located at 6608 Avondale Rd SW, Lakewood, WA 98499

MCC

A. One Westinghouse 480V, KB3175F AT 175A breaker B. Four Westinghouse 480V, MCP03150R AT 15A breakers C. Five Cutler Hammer 480V, HFC3015 15A FT breakers D. One Westinghouse 480V, MCP0358R 7A AT breaker E. One Cutler Hammer 480V, HFB30, FT 30A breaker F. One Cutler Hammer 480V, HFC3070 FT 70A breaker

The result of this RFP will be the award and negotiation of a Services Agreement (SA).

Scope of Work The contractor shall comply with all federal, state, and local regulations when performing work under the resulting contract.

The following scope of work is intended as an example of the types of required work. All work shall be performed in accordance with the latest NETA, ANSI, IEEE, and/or other applicable standards and best practices for testing work.

Services include but are not limited to:

TRANSFORMERS - LIQUID FILLED

Visual and mechanical inspection

· Inspect for physical damage.

· Verify proper auxiliary device operations, such as fans, pumps, sudden pressure devices, indicators, tap changers, and the gas pressurization system.

· Check all levels in the tank and bushings for proper level.

· Notify Piece County staff if cleaning is required.

Electrical tests

· Insulation resistance tests shall be performed winding and winding to ground.

· A turn ratio test shall be performed between windings at set tap positions.

· Insulating oil shall be sampled in accordance with ASTM D-923. The sample shall be laboratory tested for:

· Gas-in-oil testing using the gas chromatograph. The following elements shall be reported and evaluated:

AIR SWITCHES - MEDIUM VOLTAGE

Visual and mechanical inspection

· Inspect for physical damage and report any findings to Pierce County Staff.

· Notify Pierce County staff if cleaning or lubrication is required.

· Perform mechanical operator tests in accordance with manufacturer’s instructions.

· Check blade alignment and arc interrupter operation.

· Check fuse linkage and element for the proper holder and current rating.

· Check key interlocks for safe operation and proper key distribution.

Electrical tests

· Perform insulation resistance test on each phase to ground and from each phase to each other phase.

· Perform a contact resistance test across each switchblade.

LARGE FRAME CIRCUIT BREAKER

Visual, mechanical, and electrical tests

· Notify Piece County staff if any repairs are required.

· Notify Piece County staff if retrofitting of breakers is required.

HIGH VOLTAGE CABLES

Cable testing

· Test cable insulation for any insulation breakdown using online Positive Discharge Testing. (Non-Destructive)

BATTERY TESTING

· Test batteries per manufacturer-recommended test procedures.

MISCELLANEOUS SERVICE

Reports Submit a detailed report stating the condition of each piece of equipment tested, including results of samples, upon project completion.

PROPOSAL PRICING and INVOICING:

The successful proposer shall furnish all mobilization, demobilization, travel time, labor, equipment, tools, and safety gear to perform the work outlined in these specifications. This shall be included in calculating your hourly prices. Lump sum pricing for each location may be established in advance if based on the hourly prices and pre-approved by Pierce County. The County has licensed maintenance electricians on site to assist with any physical work required to access systems in order to perform testing.

Materials and lab fees required for the performance of the work, excluding materials and supplies necessary to operate and maintain test equipment, shall be reimbursed at cost plus 15% and be considered full compensation for materials and lab fees.

The material used to perform the work shall be recorded as the work is performed. To support charges for materials, the successful proposer shall provide the County with valid copies of vendor invoices. If invoices are unavailable for materials from the successful proposer's stocks, the proposer shall certify actual costs (at a reasonable level). Once approved, the prices will be utilized in the calculation for materials reimbursement. Invoicing for each job must be completed no later than 30 days after completion of work.

The successful proposer will be reimbursed for labor (other than administrative support) dedicated solely to the particular job and only for hours worked at the Pierce County facility job site. The proposer will not be reimbursed for estimating and executing work orders, mobilization, demobilization, or transportation to and from the job site. Those costs should be included in the appropriate items in the pricing form.

The County does not provide a waste site for debris and/or materials. The successful proposer shall dispose of all waste properly at the designated solid waste disposal facility. Contractor will leave the work site in a clean and orderly condition each day.

Pricing Form Please include this form with your proposal.

Quantities listed estimates for pricing evaluation only. The quantities shown in the Pricing Form are for estimates and are stated only for comparison purposes. Pierce County does not guarantee those estimates. Payment will be made on the basis of the actual quantities of each item of Work completed in accordance with the Contract requirements.

Timelines/schedule

SUBMITTAL CHECKLIST

For proposals to be considered the following should be included in your submittal:

Name, local address, email address and phone number of the firm making the proposal.

The names and number of years the firm has been in business under current or previous names or additional assumed business names. Please include a list of key personnel, along with their resume and related electrical testing certifications. assigned to the project.

A document that outlines your approach to this work, including how you will provide a systematic, assured program to provide and guarantee proper inspections and testing of county-owned equipment and/or systems. Please include a list of company-owned testing equipment to be used for this work.

Complete pricing for items 1 and 2 on the pricing form, which shall include labor, equipment, and mobilization/demobilization charges per hour for the services specified.

References listing customers with contracts for similar services or volume requirements.

If needed, any additional services or procedures of benefit to the County not specifically required by this Request for Proposal, which the Contractor offers to provide.

A separate page containing any statement outlining any proposed exceptions to the County's requirements or requested clarifications to the requirements or a statement stating N/A.

Required Signature Page for Proposal and all Addendum(s) with a legally binding signature.

(1) electronic copy, in pdf format, of the complete proposal.

EVALUATION CRITERIA

Matters relating to qualification to meet the County's needs will receive highest priority in evaluation. Matters relating to the means of meeting those needs described in the proposal will be considered secondary. Actual prices may be used to select successful offerors, and pricing methods and flexibility offered by a proposer for use in negotiation of a resulting contract may be considered in evaluation. After a proposal is selected, the County expects to negotiate the details of work to be performed based upon the proposal and the County's needs and appropriate pricing of selected tasks. If negotiations fail for any reason, including price, the County may choose to negotiate with other vendors to obtain an appropriate contract for needed services.

Proposers will be evaluated on the following criteria:

RFP GENERAL TERMS AND CONDITIONS

Reserved Rights and Procedures:

The Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFP, Consultants agree that other public agencies may purchase goods and services under this solicitation or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases. Pierce County agrees to allow other public agencies to purchase goods and services under this solicitation or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such solicitation or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

5. Public Records and Proprietary Material Proposers should be aware that any records they submit to the County or that are used by the County even if the proposers possess the records may be public records under the Washington Public Records Act (RCW 42.56). The County must promptly disclose public records upon request unless a statute exempts them from disclosure. Proposers should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions are narrow and specific.

Proposers should clearly mark any record they believe is exempt from disclosure.

6. Title VI Compliance Pierce County, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

Attachment A – sample services agreement **Separate Document – Found on next page**

CONTRACT FOR

Title:

Contract Number:

Start Date:

End Date:

The County reserves the right to extend this Agreement for additional periods. The decision to extend is subject to the availability of funding, the continued priority of need for a specific service, and satisfactory performance by the Contractor during the period specified in this Agreement. Notification of intent to extend Agreement for additional periods with the Contractor will occur prior to the expiration of this Agreement.

Contractor:

Mailing Address:

Contact Name:

Title:

Phone:

Email:

Fiscal Contact:

Email:

Agency UBI:

[Department Name] Contract Team

Contract Owner:

Email:

Program Contact:

Email:

<<type>> Contact:

Email:

NOW, THEREFORE, for and in consideration of the mutual covenants, promises, and agreements contained herein, County and Contractor, mutually agree that Contractor shall provide the services and comply with the requirements set forth herein and the exhibits and attachments, incorporated by reference into this Agreement:

EXHIBITS AND ATTACHMENTS

B: Compensation and Financial Requirements

D: General Terms and Conditions

This Agreement, including all Exhibits and other documents incorporated by reference, contains all the terms and conditions agreed upon by the parties. No other understandings and representations, verbal or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind the parties. The parties signing below warrant that they have read and understand this Contract and have authority to enter this Agreement.

Approved As to Form Only by Ian Northrip, Deputy Prosecuting Attorney

EXHIBIT A – STATEMENT OF WORK

<<Contractor Name>>, hereinafter referred to as the “Contractor,” has been awarded an Agreement by Pierce County, hereinafter referred to as the “County”, reflected by the Total Contract Funding set forth herein on page one (1) of this Agreement. The Contractor shall use this funding to implement the Agreement requirements set forth below.

1. DEFINITIONS

For purposes of this Agreement, the term:

1.1. “Agreement” or “Contract” means this document and all Exhibits and other documents incorporated by reference, containing all terms and conditions agreed upon by the parties.

1.2. “RCW” means Revised Code of Washington.

1.3. “WAC” means Washington Administrative Code.

2. BACKGROUND AND PURPOSE

2.1. [Optional, brief statement of background, including statute or ordinance that required or authorized this service if applicable]

2.2. The purpose of this Agreement is to…

3. TERM OF AGREEMENT

3.1. The initial term of this Agreement begins on the Start Date listed on page 1 of this Agreement and ends on the End Date listed on page 1 of this Agreement.

3.2. This Agreement may be renewed for additional 12-month terms, at the County’s discretion and at a cost agreeable to the County and outlined in Exhibit B, Section 2 – Change in Billing Rates and for a total maximum term of 5 years.

4. SCOPE OF WORK

4.1. Task 1 – [Task Name]

5. PERFORMANCE METRICS

5.1. The Contractor’s performance will be measured by the following outcomes:

5.1.1. [Task 1]

5.1.1.1. Outcome: [intended outcome of Task 1]

5.1.1.2. Outputs:

5.1.1.2.1. [numbers/data that should be reported on to demonstrate progress toward outcome]

6. MONITORING/COMPLIANCE

6.1. The County may monitor Contractor’s performance of the work and compliance with laws and regulations. Monitoring may include, but is not limited to:

6.1.1. Reviews of invoices and backup documentation.

6.1.2. Reviews of compliance with background checks, licensing and certification requirements, prevailing wage requirements, and other terms of this Agreement.

6.1.3. Physical observation and inspections of job site, if applicable.

6.1.4. Reviews of records related to the performance of this Agreement, including personnel and other records, policies, procedures, or service delivery data.

6.1.5. Reviews regarding the quality, appropriateness and timeliness of services provided under this Agreement.

6.1.6. Inspections and/or audits of financial records.

6.2. The Contractor shall notify the County when an entity other than the County performs an audit or review described under this section related to any activity contained in this Agreement.

6.3. Upon request by the County, the Contractor shall provide records related to the performance of this Agreement.

6.4. Compliance with Laws and Regulations

6.4.1. Contractor shall provide services in compliance with:

6.4.1.1. List relevant CFRs, WACs, RCWs, etc. here if applicable.

6.5. General Compliance

6.5.1. List other general compliance requirements that are not already covered elsewhere in the Agreement.

7. REPORTING/DELIVERABLES

7.1. The Contractor is responsible for submitting all deliverables in a timely manner. Deliverables shall be submitted in the format that is identified or provided by the County and shall be submitted to XXXXXX at XXXXX@piercecountywa.gov unless instructed otherwise. Deliverables include:

7.1.1. Monthly reports on each performance measure to include progress on each measure, status of outcomes, and outputs.

7.1.2. [Other required reporting/deliverables]

8. COUNTY RESPONSIBILITIES

8.1. To accomplish the intent of this Agreement, as appropriate under the circumstances, County shall:

8.1.1. Provide required forms for any reports the Contractor is required to submit.

8.1.2. [Additional County responsibilities, if applicable]

9. CORRECTIVE ACTION PLAN

9.1. If the Contractor defaults as defined in the Termination for Default section of the General Terms and Conditions, or is at risk of default, the County may require the Contractor to develop and execute a corrective action plan (CAP), which must be submitted for approval to the County within 30 calendar days of notification. CAPs may require modification of policies or procedures by the Contractor relating to the fulfillment of its obligations pursuant to this Agreement. The County may extend or reduce the time allowed for corrective action depending upon the nature of the situation.

9.1.1. CAPs must include:

9.1.1.1. A brief description of the situation requiring corrective action.

9.1.1.2. The specific actions to be taken to remedy the situation.

9.1.1.3. A timetable for completion of the actions.

9.1.1.4. Identification of individuals responsible for implementation of the plan.

9.1.2. Corrective action plans are subject to approval by the County, which may:

9.1.2.1. Accept the plan as submitted.

9.1.2.2. Accept the plan with specified modifications.

9.1.2.3. Request a modified plan.

9.1.2.4. Reject the plan.

EXHIBIT B: COMPENSATION AND FINANCIAL REQUIREMENTS

1. COMPENSATION:

1.1. The County shall provide payment for satisfactory performance of the services as set forth in the Statement of Work in this Agreement, at the rates and in the amounts agreed upon in this Agreement.

1.2. The County will not provide payment for:

1.2.1. Costs incurred prior to start date of this Agreement;

1.2.2. Any action subsequent to an order from the County for suspension or termination of the project except as may be reasonably necessary for the protection of life and property; which could otherwise be avoided; or which is otherwise eligible of the action precipitating the order for suspension or termination is found to be acceptable to the County; or

1.2.3. Payment requests that include ineligible or inappropriate costs pursuant to state or federal laws and regulations (e.g., RCW, WAC, CFR), or as defined in this Agreement.

1.2.3.1. The Contractor shall refund to the County any payment or partial payment expended by the Contractor, subcontractors, or consultants which is subsequently found to be ineligible, inappropriate, or illegal.

1.3. The Contractor shall provide services in the most effective, efficient, and economical manner possible to establish a prudent financial management system.

1.4. The maximum consideration is not to exceed $0.00, as shown in the budget table in the following section.

1.5. METHOD OF COMPENSATION TO CONTRACTOR: The CONTRACTOR shall be compensated as follows:

1.5.1. Labor Costs shall be compensated based on actual paid labor hours expended on an authorized task by COUNTY-approved individuals multiplied by the actual direct labor rate for the individuals:

1.5.2. Direct Costs (also referred to as “expenses”), excluding subcontractors, shall be compensated on the basis cost.

1.5.3. Subcontractors shall be compensated based on actual cost plus 15%.

1.1.1. The CONTRACTOR shall provide staff to perform all work authorized by the contract. The CONTRACTOR shall bill the COUNTY for actual paid project time at the same hourly rate specified in Exhibit B, section 1.5.1 for that employee/classification. No overtime rate shall be allowed unless specifically authorized by COUNTY in advance of services.

1.1.2. CONTRACTOR and subcontractors shall be compensated only for travel time (labor) within Pierce County.

1.1.3. The CONTRACTOR shall keep records for all labor, materials, and other non-labor costs expended on each authorized task. The COUNTY reserves the right to audit and have reasonable access to CONTRACTOR and subcontractor financial records to verify billing amounts and COUNTY cost at any time during the life of the contract term plus three (3) years after the date the contract is terminated or expires.

1.1.4. The COUNTY shall have such access to financial records during normal business hours of the CONTRACTOR or subcontractor, providing at least seven (7) days advance notice of audit is provided by the COUNTY. The CONTRACTOR and subcontractors shall provide reasonable assistance to the COUNTY to facilitate the audit process. The CONTRACTOR and subcontractors will receive no additional compensation for this assistance.

1.1.5. Mileage will be reimbursed at the approved IRS rate at the time mileage is incurred. A report of mileage incurred shall accompany each invoice. Mileage will only be reimbursed for travel within Pierce County unless specifically approved in writing by COUNTY.

1.1.6. Standard convenience copying is not reimbursable.

1.1.7. Non-allowable expenses that are not directly reimbursable include all types of computer resources (including computer systems, networking, printing, plotting, engineering software), communications (including cellular telephones, facsimile transmission, telephone/ telecommunications), meals and travel/entertainment charges, unless specifically approved in advance by the COUNTY.

2. CHANGES IN BILLING RATES:

2.1. An adjustment in direct labor cost rates or hourly personnel rates may be allowed not more often than once every 12 months, provided that the first adjustment shall be effective no earlier than 12 months following the Start Date of this Agreement.

2.2. The adjustment must be submitted at least thirty (30) calendar days before its proposed effective date, and shall specify the exact adjustment to the rates and state the new rate.

2.3. The adjustment must be approved by a written amendment signed by both parties, prior to invoicing the County.

2.4. Maximum adjustments shall be limited to the percentage change in Consumer Price Index for All Urban Consumers for the Seattle-Tacoma-Bellevue Metropolitan Statistical Area (Seattle Area) for the 12-month period ending with the most recent Seattle Area CPI release at the time the cost adjustment is submitted. However, the maximum adjustment shall not exceed five (5) percent in any year.

2.5. Adjustments not taken in one year cannot be added to the adjustment for a subsequent year.

3. BILLING AND PAYMENT

3.1. The Contractor shall bill the County monthly using an invoice form acceptable to the County. Each calendar month shall be considered a billing period.

3.2. The Contractor shall submit invoices to [invoice email] no later than fifteen (15) calendar days after each billing period ends.

3.3. The Contractor shall include the following items with each invoice:

3.3.1. The Contract Number.

3.3.2. The start and end date of the billing period.

3.3.3. The rates of each category of cost billed, including, if applicable:

3.3.3.1. Cost of each completed milestone for milestone-based payment;

3.3.3.2. Hourly personnel rates or direct labor rates for each staff member;

3.3.3.3. Cost of each category of direct cost to be reimbursed;

3.3.3.4. The exact percentage of overhead allowance, professional fee, and markup rates applied to each category, if allowed under the terms of this Agreement.

3.3.4. Documentation to support the amount of the request for reimbursement.

3.3.5. A brief narrative of the services provided, including:

3.3.5.1. Deliverables completed and submitted.

3.3.5.2. Progress made toward completion of any tasks or milestones.

3.3.5.3. Information required to be reported in Exhibit A – Statement of Work, and documentation to support the reported information.

3.4. The County shall issue payment no later than thirty (30) calendar days after receipt of a properly completed invoice. Invoices that are incomplete or missing required documentation may result in delayed payment.

3.5. The County reserves the right to modify the invoice form as necessary. The County will provide any revisions or changes to the Contractor in a timely manner.

3.6. Fiscal Year End. The Contractor shall:

3.6.1. For the final invoice of the current calendar year, submit the invoice to the County by no later than January 7th of the new year in order to ensure final payment is accrued.

3.6.2. For Agreements ending in any month other than December, submit the final invoice no later than the specific date to be provided by the County.

EXHIBIT C – CONTRACT COMPLIANCE

1. Non-Segregated Facilities. The Contractor, by signature of this Agreement, certifies that no segregated facilities are maintained and will not be maintained during the execution of this Agreement at any of Contractor's establishments.

1.1. The Contractor further certifies that none of the Contractor's employees are permitted to perform their services at any location under the Contractor's control during the life of this Agreement where segregated facilities are maintained. The Contractor certifies further that they will not maintain or provide for the employees any segregated facilities at any of its establishments, and that they will not permit the employees to perform their services at any location, under his control, where segregated facilities are maintained.

1.2. The Contractor agrees that a breach of this certification is a violation of the Equal Opportunity clause in this Agreement. As used in this certification, the term "segregated facilities" means any waiting rooms, work area, rest rooms and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, creed, color or national origin, because of habit, local custom, or otherwise.

1.3. The Contractor agrees that identical certifications from proposed contractors will be obtained prior to the award of any subcontracts. Contractor will retain a copy of any subcontractor's certification and will send original to County.

2. Non-collusion and Debarment. The Contractor, also by signature of this Agreement, certifies that said firm, association or corporation or any person in a controlling capacity associated therewith or any position involving the administration of federal funds; is not currently under suspension, debarment, voluntary exclusion, or determination of eligibility by any federal agency; has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past 3 years; does not have a proposed debarment pending; and has not been indicted, convicted or had a civil judgment rendered against said person, firm, association or corporation by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past 3 years.

3. General Non-discrimination Information. It is the policy of the Pierce County Executive and County Council to foster an environment that encourages economic growth and diversification, business development and retention, increases competition and reduces unemployment.

3.1. In accordance with Initiative 200 and RCW 49.60, vendors seeking to do business with Pierce County shall not give preference in the award of subcontracts to any person or firm or discriminate against any person or firm on the basis of race, creed, color, national origin, families with children, sex, marital status, sexual orientation, age, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability.

3.2. Pierce County will take measures necessary to ensure nondiscrimination in all contracts, programs and activities to help remedy the effects of discrimination against minorities and women, and to prevent the County from directly or indirectly participating in or perpetuating the effects of such discrimination.

3.3. All parties doing business with Pierce County are encouraged to utilize local businesses and County residents where qualifications and cost effectiveness are deemed competitive.

4. MBE & WBE Participation. Pierce County has made efforts to ensure opportunities for subcontracting are available within the scope of work, pursuant to the subcontracting requirements of this Agreement. Contractors are encouraged to solicit proposals from MWBEs and award subcontracts to MWBEs whenever possible.

4.1. Participation may be on a direct basis in response to this solicitation or as a Subcontractor to an awarded Contractor. No minimum level of MWBE participation shall be required as a condition for receiving an award. Bids will not be rejected or considered non-responsive if they do not include MWBE participation. It is incumbent upon all Bidders to ensure that Subcontractors/suppliers are selected in a manner that is fair and equitable based on competitive and cost-effective bids received in the solicitation process.

5. E-Verify Participation. Pierce County requires that all businesses which contract with the County for contracts more than $25,000 and of duration longer than 120 days, and are not specifically exempted by PCC 2.106.022, be enrolled in the Federal E-verify Program. The requirement extends to every subcontractor meeting the same criteria. The Prime Contractor must provide certification of enrollment in the Federal E-verify program to the County. The Prime Contractor will remain enrolled in the program for the duration of the Agreement. The Prime Contractor is responsible for verification of every applicable subcontractor. The County reserves the right to require a copy of the Memorandum of Understanding between the Prime or any Subcontractor and the Department of Homeland Security upon request at any time during the term of the Agreement. Failure to provide this document could result in suspension of the project.

EXHIBIT D – GENERAL TERMS & CONDITIONS

1. Accounting and Payment for Contractor Services. Payment to the Contractor for services rendered under this Agreement shall be as set forth in Exhibit "B." Where Exhibit "B" requires payments by Pierce County, payment shall be based upon billings, supported unless otherwise provided in Exhibit "B," by documentation of units of work actually performed and amounts earned, including where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested. Unless specifically stated in Exhibit "B" or approved in writing in advance by the official executing this Agreement for Pierce County, (hereinafter referred to as the "Contracting Officer",) the County will not reimburse the Contractor for any costs or expenses incurred by the Contractor in the performance of this contract.

Where required, the County shall, upon receipt of appropriate documentation, compensate the Contractor, no more often than monthly, through the County voucher system for the Contractor's service pursuant to the fee schedule set forth in Exhibit "B."

2. Amendments. All amendments to this Agreement shall be in writing and signed by each of the parties.

3. Applicable Law and Venue. This Agreement shall be governed, construed, and interpreted according to the laws of the State of Washington. In the event either Contractor or County deems it necessary to institute legal action or proceedings to enforce any right or obligation under this Agreement, Contractor and County agree that any such action or proceedings shall be brought in Pierce County Superior Court. Contractor and County shall be responsible for their own attorney’s fees and costs.

4. Assignment and Subcontracting. No portion of this Agreement may be assigned to any other individual, firm, or entity without the prior express written approval of County. The County has the right to request copies of all subcontracts, agreements, or memorandum of understandings if subcontracting is approved. All subcontracts must incorporate or include all terms and conditions of this Agreement.

5. Background Checks. The Contractor may be required to conduct criminal background checks on all staff, volunteers, and subcontractors accessing certain buildings or systems under this Agreement. Specific background check requirements may be included in Exhibit A, Statement of Work or a Work Assignment, if applicable.

6. Confidentiality. The Contractor, its employees, subcontractors, and their employees shall maintain the confidentiality of all information provided by the County or acquired by the Contractor in performance of this Agreement, except upon the prior written consent of the Pierce County Prosecuting Attorney or an order entered by a court after having acquired jurisdiction over the County. Contractor shall immediately give to the County notice of any judicial proceeding seeking disclosure of such information. Contractor shall indemnify and hold harmless the County, its officials, agents or employees from all loss or expense, including, but not limited to settlements, judgments, setoffs, attorneys' fees, and costs resulting from Contractor's breach of this provision.

7. Close-Out. Contractor shall submit to County at the end of the period of performance of this Agreement all financial, performance, and other reports as required by Exhibits A and B of this Agreement.

8. Compliance with Laws. This Agreement shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, and political subdivisions of the State of Washington, and to any other provisions set forth in Exhibit C.

9. Conflict of Interest and Code of Conduct. County may, in its sole discretion, by written notice to Contractor, terminate this Agreement if it is found, after due notice and examination by County or its agent that there is a violation of chapter 42.23 RCW, or any similar statute involving the Contractor in the procurement of, or performance of this Agreement. In the event this Agreement is terminated as provided above, County shall be entitled to pursue the same remedies against Contractor as it could pursue in the event of a breach of this Agreement by Contractor. The rights and remedies of County provided for in this section (9) shall not be exclusive and are in addition to any other rights and remedies provided by this Agreement or law. The existence of facts upon which County decides under this section (9) shall be an issue and may reviewed as provided in the Dispute Resolution section (14) below.

10. Contractor Commitments, Warranties, and Representations. Any written commitment received from the Contractor concerning this Agreement shall be binding upon the Contractor, unless otherwise specifically provided herein with reference to this paragraph. Failure of the Contractor to fulfill such a commitment shall render the Contractor liable for damages to the County. A commitment includes but is not limited to any representation made prior to execution of this Agreement, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices, or options for future acquisition to remain in effect for a fixed period, or warranties.

11. Cooperative Purchasing. The Washington State Interlocal Cooperative Act RCW 39.34 provides other governmental agencies may purchase goods and services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties are willing. The Contract maximum for this contract per annual term, or for any renewal period, is for Pierce County’s use only. Other agencies may use this contract up to their contract limits, if any, exclusive of and in addition to the County’s contract maximum. By ordering and providing service under terms of this contract to any other governmental agency or jurisdiction, the governmental agency and the Agency agree to indemnify, defend, and hold harmless Pierce County per section (11) below from any and all obligations, claims, or expenses, including attorney’s fees, arising out of such action.

12. Data Security. Contractor agrees to abide by and maintain adequate data security measures consistent with applicable laws and regulations and industry standards and best practices.

13. Defend, Hold Harmless, and Indemnity.

13.1. Contractor, and its officers, agents, employees, subcontractors, and/or consultants, agree to defend, indemnify and save harmless County and its appointed and elective officers and employees,…