2026-RFP-146-VFD-Farm.pdf

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

PIERCE COUNTY

REQUEST FOR PROPOSAL NO. 2026-RFP-146

PROJECT TITLE: PUYALLUP WATERSHED IRRIGATION

EFFICIENCIES PROJECT FOR PLANNING & PUBLIC WORKS

All Proposals are to be returned via OpenGov Procurement Portal:

https://procurement.opengov.com/

PROCUREMENT CONTACT:

Aaron Bible, Pierce County Procurement & Contract Services Phone: 253-798-7456

Email: PCPurchasing@piercecountywa.gov Address: 1501 Market St, Tacoma, WA 98402

Proposal Due Dates:

Proposal Issue Date: 07-01-2026 Questions Cut-off Date/Time: 07-08-2026 4:00 PM

Proposal Due Date/Time: 07-22-2026 2:00 PM

Request for Proposal NO. 2026-RFP-146 Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works https://procurement.opengov.com/login

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

TABLE OF CONTENTS:

Summary

Background

Expected Term of Resulting Agreement

Description of Project

Scope of Work

Minimum Requirements

Evaluation Criteria

RFP General Terms and Conditions

Exhibit A - Pricing Schedule

Required Signature Page for Proposal

Supporting Documents:

Attachment 1 - VFD Project Site-Duris Cucumber Farm Attachment 2 - VFD Project Site-Local Color Farm Attachment 3 - VFD Project Site-Sidhu Farms Attachment 4 - VFD Project Site-Sterino Farm Orting Attachment 5 - VFD Project Site-Tahoma Farm Attachment 6 - VFD Project Site-Wild Hare Farm

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

SUMMARY

The purpose of this RFP is to select a contractor with documented experience with electrical installations for irrigation systems to assist Pierce County to purchase and install, according to prepared design sheets, then program as needed and test six variable frequency drives (VFDs) and required ancillary equipment. These six installations will be on existing agricultural irrigation systems located on different privately-owned farms in the Puyallup River Watershed and will require on-site hands-on operator training. See Attachments.

BACKGROUND

Floodplains by Design (FbD) grants awarded by the Washington State Department of Ecology are used to address flood mitigation, fish restoration, and farm viability demands in Washington State watersheds.

The FbD #5 grant received by Pierce County Planning and Public Works, Surface Water Management Division has targeted funds for the purchase and installation of variable frequency drive (VFD) and required ancillary equipment on selected existing agricultural irrigation systems located in the Puyallup River Watershed.

Variable Frequency Drive technology significantly reduces irrigation water use, which saves farms money by lowering electricity and irrigation maintenance costs. VFD technology allows farms to protect fish and wildlife habitat, soil fertility, and sustainable supplies of clean water as public benefits. VFDs are a specific way that Pierce County can ‘support agricultural activities’ as stated in its 2024 Comprehensive Plan (Agricultural Goals, LU-66 and LU-69). This technology is an example of the innovative farm technology that Pierce County states in the Comprehensive Plan that it will support (Land Use Goal, LU 71.6).

EXPECTED TERM OF RESULTING AGREEMENT

The initial contract period is anticipated to be 6 months with a Project Value of $400,000.00. All deliverables and final invoices are due February 26, 2027. Current & future funding is contingent upon contractual Agreements between Pierce County and state government, federal government, or other sources. The County may elect to revise the number of sites selected for installation during contract negotiation.

DESCRIPTION OF PROJECT

This Puyallup Watershed Irrigation Efficiencies Project Request for Proposals (RFP) has two parts:

1. Equipment purchase and installation: The contracted electrical-irrigation systems specialist will purchase and install six new VFDs and required ancillary equipment on existing agricultural irrigation systems, according to prepared electrical design sheets for each site. Some equipment combinations for a specific site may require system programming and it should be completed in this part of the project.

2. Irrigation system testing and training: The contracted irrigation systems contractor will provide irrigation system testing and operator training on the minimum of six installed VFDs after part one is complete.

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

SCOPE OF WORK

Introduction: The scope of work for this project will include:

1. Deliverables

2. Resources

3. Schedule

4. Contract Value

Project Deliverables: based upon the project two parts:

1. Equipment purchase and installation: Deliverables may include but are not limited to:

• VFD and ancillary equipment purchases, according to design sheet specifications.

• VFD brand use justification statement(s): written document with a short description of product availability, pricing, and contractor installation experience with that brand. Must also include warrantee features, industry reputation / customer satisfaction, and performance data as compared to other VFD brands.

• On-site installations and programming as necessary of VFDs and ancillary equipment to existing irrigation pumps using design sheets.

• Annotated digital photographs showing irrigation systems before and after completing VFD and ancillary equipment installations.

• Invoices with required descriptions for and copies of Purchase Orders for all equipment and materials, per the design sheet.

• Final invoices and supporting descriptions for all labor at each installation location.

2. Irrigation system testing and training: Deliverables may include but are not limited to:

• On-site testing for each new VFD with owner-operators; testing may overlap with installation work, if the contracted electrical-irrigation systems specialist desires to run tests immediately following installation and programming at each site and the owner-operator is available.

• On-site training for owner-operators of each VFD-modified irrigation system, to include at least one initial training.

• Final written summary detailing outcomes of testing and trainings at each VFD installation location, including any problems identified and their resolution.

• Design/brand-specific VFD operation manuals for each owner-operator’s reference.

Project Resources: To include but not limited to:

1. Site-specific electrical design sheets, created by approved electrical contractor Huitt-Zollars, to direct the purchase, installation, programming as needed, and testing of the VFD and ancillary equipment to six existing agriculture irrigation systems.

2. Dedicated staff support from the Pierce County Agriculture Program to administer this project.

Project Schedule: The tentative timeline to complete this two-part project is:

1. Equipment purchase and installation step:

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

a. Equipment purchased: All VFD controllers and ancillary equipment needed for the six installation sites selected with guidance for the design sheets by Friday, September 25th, 2026.

b. Equipment installed: All VFD controllers and ancillary equipment installed and programmed as needed at the six installation sites by Friday, December 4th, 2026.

2. Irrigation system testing and training:

a. As needed: All VFD-modified systems tested, and producer trained by Friday, December

11th, 2026.

MINIMUM REQUIREMENTS

A contractor will be selected in part based upon their:

• Documented ability from similar projects to successfully complete electrical-irrigation purchase, installation, programming, and testing systems in a variety of indoor and outdoor environments.

• Documented skill to completely and correctly follow a design sheet with site-specific electrical specifications, plans, and diagramming for similar electrical-irrigation equipment installations.

• Proven experience with similar projects appropriately interacting with owner-operators of farms and ranches, in part to provide effective operator training.

Prevailing Wage provisions: Provisions of Chapter 39.12 RCW apply to work completed under this contract. Employees must be paid not less than the prevailing wage rate required for the work they are performing.

• Responsibility: Bidder must meet all required bidder responsibility criteria outlined in RCW 39.04.350, including the prevailing wage training requirement.

Contractor

• Payment and Performance Bond for the full amount of the contract is required, and 5% retainage will be held for the length of the contract period.

EVALUATION CRITERIA

Matters relating to qualifications to meet the County's needs will receive highest priority in evaluation.

Actual prices will be used to select successful offerors, and pricing methods and flexibility offered by a proposer for use in negotiation of a resulting contract will be considered in evaluation.

Firms will be evaluated on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

1. Qualifications and Experience The experience of the prospective contractor in working with multiple jurisdictions, including federal, state, and/ or local agencies on the delivery components of a multi-phased project similar to this proposal.

Points Based 25 (25% of Total)

2. Approach The information is presented in a clear, logical manner and is well organized. The proposed approach to work demonstrates compliance with the minimum project requirements and scope of work.

Points Based 20 (20% of Total)

3. Pricing The proposed pricing is reasonable, feasible, and cost-effective.

Points Based 50 (50% of Total)

4. References A minimum of three references submitted with the proposal on three similar projects completed by the prospective contractor in the last three years.

Points Based 5 (5% of Total)

RFP General Terms and Conditions

Reserved Rights and Procedures:

1. Pierce County expressly reserves the following rights:

a. To waive any and/or all irregularities in the proposals submitted.

b. To reject any or all proposals or portions thereof.

c. To base awards with due regard to quality of services, experience, compliance with specifications, and other such factors as may be necessary in the circumstances.

d. To make the award to any vendor or combination of vendors whose proposal(s), in the opinion of the County, is in the best interest of the County.

2. Pierce County may return unopened any proposal or modification received after the hour and date specified.

3. Reimbursement: The County will not reimburse proposers for any costs involved in the preparation and submission of responses to this RFP or in the preparation for and attendance at subsequent interviews.

4. Cooperative Purchasing

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

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, or national origin, in consideration for an award.

REQUIRED SIGNATURE PAGE FOR PROPOSAL

I, the undersigned, having carefully examined the Request for Proposals, propose to furnish services in accordance therewith as set forth in the attached proposal.

I further agree that this proposal will remain in effect for not less than sixty (60) calendar days from the date that proposals are due, and that this proposal may not be withdrawn or modified during that time.

I hereby certify that this proposal is genuine and not a sham or collusive proposal, or made in the interests or on behalf of any person not therein named; and I have not directly or indirectly induced or solicited any Contractor or supplier on the above work to put in a sham proposal or any person or corporation to refrain from submitting a proposal; and that I have not in any manner sought by collusion to secure to myself an advantage over any other contractor(s) or person(s).

In order to induce the County to consider this proposal, the proposer irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to Pierce County, and proposer further promises that it will not in the future directly or indirectly induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to Pierce County.

RFP No. 2026-RFP-146 – Puyallup Watershed Irrigation Efficiencies Project for Planning & Public Works

ADDENDA: Firm acknowledges receipt of add addenda through number

Firm Name:

Signature:

Printed Name and Title:

Firm Address:

Email: Phone Number:

MAIN CONTACT INFORMATION, if different than named above:

Printed Name and Title:

Email: Phone Number: