2406 RFQ Engineering Services for FFFPP 1.pdf

NOTICE OF REQUEST FOR QUALIFICATIONS

RCO RFQ 2406

Engineering Services

SOLICITATION POSTING: RCO RFQ 2406

DEADLINE FOR SUBMITTING PROPOSALS: January 31, 2025 4:00 p.m., PST ESTIMATED CONTRACT PERIOD: April 1, 2025 – April 1, 2027 Solicitation documents: Find the full solicitation on Washington’s Electronic Business Solution (WEBS). The solicitation is also available at the agency web site: Employment and Contracts - RCO (wa.gov). Vendors not registered in WEBS will not receive updates or amendments to the solicitation which could disadvantage your bid.

Contract location: Statewide

Contract value: Maximum $250,000 per contract term (estimated average per project engineering assignment is $18,000 to $40,000, depending on project complexity)

Contract description: The Recreation and Conservation Office (RCO) Family Forest Fish

Passage Program (FFFPP) is requesting proposals from professional engineers licensed in the State of Washington (as of July 1, 2025) with experience designing and and/or implementing fish passage projects.

Commodity codes: 925-40 Engineering Services (Fisheries, Fish Ladders) and 958-40

Fishery Management Services (Including Data Collection, Research and Experimentation, Resources Protection, etc.)

Solicitation Coordinator: Submit questions or concerns about this solicitation in writing to the Solicitation Coordinator: Eric Tompkins, eric.tompkins@rco.wa.gov

ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Issue Request for Qualifications November 18, 2024

Question and Answer Period November 18 – December 9, Issue addendum to RFQ (if applicable) December 11, 2024

Deadline for receiving complaints December 31, 2024

Proposals due January 31, 2025 4:00 pm PST

Evaluate proposals and Conduct Interviews February/March 2025

Announce “Apparent Successful Bidders” and send notification via e-mail to unsuccessful proposers

April 2025

Debrief/Protest Period April 2025

Issue Contract April 2025 https://pr-webs-vendor.des.wa.gov/ https://pr-webs-vendor.des.wa.gov/ https://rco.wa.gov/about-us/employment-and-contracts/ https://rco.wa.gov/about-us/employment-and-contracts/ https://rco.wa.gov/about-us/employment-and-contracts/ mailto:eric.tompkins@rco.wa.gov

RFQ 2406

Contents

1. INTRODUCTION

1.1 BACKGROUND AND PURPOSE

1.2 SCOPE OF WORK AND TYPES OF WORK PRODUCTS

1.3 MINIMUM QUALIFICATIONS

1.4 FUNDING AND COMPENSATION

1.5 PERIOD OF PERFORMANCE

1.6 OPTION TO EXTEND PERIOD OF PERFORMANCE

1.7 DEFINITIONS

1.8 AMERICANS WITH DISABILITIES ACT

2. GENERAL INFORMATION FOR CONSULTANTS

2.1 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

2.2 COMPLAINT PROCEDURE

2.3 SUBMISSION OF PROPOSALS

2.4 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

2.5 REVISIONS TO THE RFQ

2.6 MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION

2.7 SUBCONTRACTOR PARTICIPATION MONITORING AND REPORTING

2.8 ACCEPTANCE PERIOD

2.9 RESPONSIVENESS

2.10 MOST FAVORABLE TERMS

2.11 CONTRACT AND GENERAL TERMS & CONDITIONS

2.12 COSTS TO PROPOSE

2.13 NO OBLIGATION TO CONTRACT

2.14 REJECTION OF PROPOSALS

2.15 COMMITMENT OF FUNDS

2.16 INSURANCE COVERAGE

3. PROPOSAL CONTENTS

3.1 LETTER OF SUBMITTAL

3.2 QUALIFICATIONS SECTION

4. EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

4.2 EVALUATION WEIGHTING AND SCORING

4.3 INTERVIEWS MAY BE REQUIRED

4.4 NOTIFICATION TO PROPOSERS

4.5 DEBRIEFING OF UNSUCCESSFUL PROPOSERS

4.6 PROTEST PROCEDURE

EXHIBIT A

EXHIBIT B

EXHIBIT C

EXHIBIT D……………………………………………………………………………………………….31

1. INTRODUCTION

1.1 BACKGROUND AND PURPOSE

RCW 76.13.150 established the Family Forest Fish Passage Program (FFFPP) as a cost-share program to assist small forest landowners in complying with state fish passage requirements by removing or replacing existing fish passage barriers. The program is administered by the Washington State Recreation and Conservation Office, hereafter referred to as “AGENCY”, in collaboration with the Washington Department of Natural Resources (DNR) and the Washington Department of Fish and Wildlife (WDFW).

Each biennium, FFFPP typically funds 20-25 fish passage projects located across the state. Projects are prioritized for funding in the spring of each year with the objective of completing construction in the late summer/early fall of the following year.

The FFFPP requires engineering services to develop designs and cost estimates for these fish passage projects. Engineering services may also include assisting project sponsors with implementation tasks, such as bid document preparation, contract negotiations, construction management, supervision and inspection, and permitting.

Purpose: The AGENCY is seeking statements of qualification from licensed professional engineers to provide engineering services for FFFPP projects. The AGENCY intends to award one or more contracts to the highest-ranking consulting engineer(s) who submit proposals, however there is no guarantee of a contract. Contracted consulting engineers will be placed on a roster from which the AGENCY can select and assign projects, however there is no guarantee of receiving project assignments.

Successful CONSULTANTS are expected to:

• Conduct site visits in coordination with the project sponsor and landowner.

• Provide conceptual fish passage correction alternatives and cost estimates.

• Develop final designs and cost estimates.

• Provide all equipment to perform engineering tasks.

• Provide transportation to sites. Expenses for the cost of travel and per diem over fifty miles shall be based on state rates.

1.2 SCOPE OF WORK AND TYPES OF WORK PRODUCTS

CONSULTANT shall adapt the following scope of work to all projects. Prior to any work, AGENCY will notify each project sponsor that CONSULTANT will be contacting them to initiate the project design process.

CONSULTANT shall provide progress reports specified in contract milestones into

AGENCY’s PRISM database. An automated email reminder from the PRISM database will prompt CONSULTANT thirty (30) days before the report is due. These reports shall summarize major project accomplishments, completion of design stages, and other overall project elements. AGENCY will periodically review the progress reports to reconcile reimbursement requests with recorded contract performance.

A. Preliminary Site Visit

The preliminary site visit by CONSULTANT shall be coordinated with the project sponsor and the AGENCY (or another Fish Passage Team representative), and the

CONTRACTOR will recommend that the project sponsor invite the landowner and local representatives of the appropriate permitting agencies (e.g., DNR, WDFW, Indian Tribe, County) to the preliminary site visit.

B. Site Survey and Mapping

Surveying will be done at each project site to collect site data on topography, soils, vegetation, stream profile, channel characteristics, and other information necessary for project design. Surveying will be sufficient to support the preliminary design, permitting, final design, and construction management steps of the project process. Survey data will be adequate to fulfill DNR’s Forest Practices Hydraulic Project Applicant Checklist for

Installing or Replacing Structures in Type S or F Water.

If the proposed project is dependent on exact locations for property boundaries, a

Professional Licensed Surveyor (PLS) may be required to define these boundaries.

C. Hydrology and Hydraulic Data

Hydrologic, hydraulic, and water level data will typically be defined during preliminary project design; these data will be quantitatively included and presented in the preliminary design report. Project designs on flowing streams or rivers require estimates of low flows, high flows, and the peak design flow event (often the 100-year flood but may vary among different elements of the design). There are multiple methods for estimating these flows, and CONSULTANT shall select from a wide array of methods to choose from (e.g. Log

Pearson Type III for flood flow estimates, correlation of flows from gaged to ungauged basins, etc.).

Hydraulic data for preliminary design will include surveyed water surface elevations for flowing and/or standing waters, water surface profiles, rating curves for channel sections, flood levels on which to select freeboard for culvert or bridge design, and other water measurements considered essential for design. Water level data such as downstream controls, stream water surface profiles, lake or pond elevations and variations, etc. are commonly important for accomplishment of the intended project objectives. Hydrologic and hydraulic information directly relevant to project design will be described and/or quantified in the preliminary design report.

D. Geotechnical and Other Site Data

Collection of sufficient subsurface (e.g. geotechnical) on-site data, as necessary to support design work, is the responsibility of CONSULTANT. Information and data include subsurface (geotechnical) data, information on buried utilities, and other site data relevant to the subject project. Depending on the site and proposed type of fisheries improvement project, CONSULTANT may retain a SUBCONSULTANT geotechnical firm to quantitatively evaluate subsurface conditions.

https://www.dnr.wa.gov/publications/fp_form_hp_install_checklist.pdf https://www.dnr.wa.gov/publications/fp_form_hp_install_checklist.pdf

All FFFPP efforts require a cultural resource survey prior to any ground disturbance, including geotechnical investigations. AGENCY will be responsible for scheduling and paying for these required surveys separately from CONSULTANT’s duties under this

Contract, but CONSULTANT shall be required to work within these requirements during the course of the design process.

E. Correction Analysis Form

As soon as possible after collection of site data and presenting options to the project sponsor, CONSULTANT shall fill out and submit a Correction Analysis Form (CAF) to the sponsor and AGENCY contract manager. This form will list up to three alternatives considered for the site (fish passage correction options), along with approximate cost estimates and rationale for selection of a preferred alternative.

AGENCY (and sponsor) concurrence with a fish passage alternative and cost estimate is required prior to further technical or design work by CONSULTANT.

F. Preliminary Design Drawings

Preliminary design drawings will be prepared for all design projects. Minimum drawing requirements include preparation of:

Project Site Plan (overhead view)

Hydraulic Profile (water surface profile, tidal elevations, etc.)

Project Section(s) (cross-sections at important project locations)

Additional design drawings at this stage may be required for complex projects, and/or projects with multiple features and/or multiple sites. CONSULTANT should coordinate with the project sponsor to determine the level of detail required.

All preliminary design drawings will be produced in digital format (e.g. AutoCAD), each drawing will be to scale, and the vertical and horizontal scales on the drawings will be the same.

Preliminary design drawings will be included in the design report (or separately bound

11x17sheets), with frequent references between the text and drawings for comprehensive understanding of the proposed project(s).

G. Preliminary Design Report and Construction Cost Estimate

CONSULTANT shall prepare a preliminary design report to include a summary of all relevant data and information generated during data collection steps, preliminary design drawings, and an estimate of project construction costs (for each alternative carried to this stage). The report will document and explain the design development and rationale to reviewers.

Design reports will include the following contents:

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Introduction: An explanation of the purpose of the project and its specific habitat or fisheries restoration objectives.

Site Conditions: A description of the project site conditions that may be relevant to project design. These conditions typically include topography, hydrology, subsurface conditions, existing salmon habitat, other aquatic and terrestrial habitat, baseline site conditions, existing infrastructure, and existing land use.

Design Parameters: An identification and explanation of the design and engineering variables that affect the layout and design of the project. Typical design and engineering variables include water velocities, depths and flow rates, fish passage criteria, sediment transport dynamics, and others. Non-engineering parameters such as constraints with surrounding land uses (agriculture, recreation, residential, etc.), general landowner expectations, construction constraints, long-term operation or maintenance requirements, and other relevant variables may also be included.

Preliminary Design Alternatives: An identification and description of one or more design alternatives that were considered for achieving the project objectives. Some project sites may only have one “best alternative.” If sufficiently detailed, the Correction

Analysis Form (See E above) may serve this purpose. The CONSULTANT should consult with the sponsor to determine the level of detailed analysis necessary for each project.

If more than one alternative is considered, an evaluation of the design alternatives with respect to the parameters listed above will be included. A comparison of estimated construction costs of each alternative will be included.

Preferred Alternative: Input from AGENCY, project sponsor, and one or more regulatory agencies should be considered in selecting a preferred alternative.

Preliminary Design Drawings: A project site plan (overhead view), hydraulic profile

(water surface profile), and project section(s) (cross-sections at important project locations) will be included.

Construction Quantities and Detailed Cost Estimates References

H. Review of Preliminary Design Report and Drawings

CONSULTANT shall send the preliminary design report and drawings to the project sponsor and AGENCY. The project sponsor will provide the preliminary design report and drawings to landowner and permitting agencies for review.

CONSULTANT will work with the project sponsor to identify project layout with staking, flagging, surveying, identifying with ground paint, or otherwise marking the on-site proposed locations and elevations of project features. CONSULTANT will attend an on-site stakeholder review of design plans as requested by the project sponsor.

CONSULTANT is responsible for collection of all on-site review comments.

I. Permit Assistance

CONSULTANT will provide technical assistance to the project sponsor for preparing permit applications, including amending design documents as necessary to fulfill permitting agency requirements.

Final Project Design

Final project design will be developed with consideration of comments provided by landowner, project sponsor, AGENCY, and/or permit agencies regarding the preliminary design report and on-site review. The final project design will be a stand- alone, comprehensive set of final design drawings (construction drawings) and technical specifications for project construction.

Final Design Deliverables

CONSULTANT will tailor the design process to the circumstances of each project. The following are typical required project deliverables for final designs:

Final Design Drawings Technical Specifications

Final Construction Quantity and Cost Estimate

Contract Bidding Documents and General Contract Conditions

Final Design Drawings

Design drawings from preliminary design will be revised to address review and permitting comments, as needed. Additional detailed drawings will be prepared to clarify the design of specific work items. Final design drawings for a typical fish passage project may include the following:

Location Map & Drawing List

Water Diversion, Clearing & Site Preparation Project Site Plan (from preliminary design)

Profile and Details (from preliminary design)

Cross-Sections and Details (from preliminary design) Culvert or Bridge Details

Reinforced Concrete Details

Technical Specifications

CONSULTANT will prepare technical specifications for all required project components.

Project specifications will complement design drawings, list the specific technical requirements for materials (e.g. type of culvert, bridge), and list requirements for work

(e.g. soil compaction method). There are multiple formats that can be successfully used for written specifications. However, the specifications must document the types and qualities of work and materials to be included in the project.

All work shown on project drawings will be supported with one or more technical specifications to further describe and/or control the work. CONSULTANT will provide clear and detailed technical specifications to reduce potential for on-the-ground adjustments and changes that may deviate from the original project objectives.

Estimate of Quantities and Cost Estimate for Construction

The final design will include a detailed list of project quantities such as cubic yards of soil excavation, tons of gravel & sand to be placed, pounds of aluminum fabrication, lump sum cost for project de-watering, and other items. The list of work items and quantities will be compiled into a Bid Form to be used by general CONSULTANTs to develop a cost estimate (bid) for the construction work.

A detailed breakdown of work quantities will typically include 10 to 30 separate work items, matched with respective estimated quantities. For projects to be competitively bid, a construction cost estimate will be generated for comparison with CONSULTANT bids

(“Engineer’s Estimate”)., Contract Bidding Documents and General Contract Conditions

Unless the project sponsor has an established construction contract template and/or force account construction is proposed, CONSULTANT shall develop contract bidding documents to include: a Bid Form, a proposed agreement (to be between sponsor and construction CONSULTANT), general conditions, special provisions, technical specifications, and the project drawings. The project sponsor will be consulted on all topics to be included in the contract for each project such as Tribal Employment Rights

Ordinance (TERO) requirements, performance bond, month(s) allowed for in-channel work, etc. The project sponsor is responsible for construction CONSULTANT selection.

CONSULTANT will provide technical support to the project sponsor during any

CONSULTANT selection process.

Construction Management

CONSULTANT may observe and review construction contractor performance for conformance with design plans and specifications. CONSULTANT will not directly manage any construction project; this is the responsibility of the project sponsor.

CONSULTANT may be involved in a supervisory role during construction, as requested by the project sponsor. All changes made during construction must be in writing in the form of instructions, minor changes or change orders. Substantial changes during construction must be reviewed and approved by CONSULTANT prior to implementation.

CONSULTANT will prepare and submit as-built drawings to the project sponsor after project completion if the final constructed project differs significantly from the final design.

Redlined final plans are acceptable for as-built drawings.

1.3 MINIMUM QUALIFICATIONS

Minimum qualifications include:

• Licensed to do business in the State of Washington or provide a commitment to become licensed in Washington within 30 calendar days of award

• A State of Washington professional engineer license by or before July 1, 2025.

• Working knowledge of the WDFW Water Crossing Design Guidelines

(2013).

• Working knowledge of WDFW’s guidelines for Incorporating Climate Change into the Design of Water Crossing Structures (2016)

• At least three years of experience in one or more (or a combination) of the following fields: salmon recovery, natural resources, fisheries, or environmental engineering.

• Field experience implementing successful fish passage projects.

• Ability to evaluate project site conditions and develop cost-effective conceptual and preliminary design alternatives and cost estimates.

• Ability to provide clear and concise final plans and specifications.

• Ability to accomplish tasks on time and within budget.

• Ability to work with landowners, contractors, project sponsors, and permitting agencies to implement projects.

• Ability to assist project sponsor in developing bid documents and managing the bid process.

• Ability to assist project sponsors with construction management and inspection.

• Ability and willingness to travel within Washington State.

Consultants who do not meet these minimum qualifications will be rejected as non-responsive and will not receive further consideration. Any proposal that is rejected as non-responsive will not be evaluated or scored.

1.4 FUNDING AND COMPENSATION

The FFFPP budget is established biennially by the Washington State Legislature. For the

2023-2025 biennium, the program was appropriated $7.78 million. It is anticipated that the average engineering contract amount will be approximately $18,000 to $40,000 per project assignment, depending on project complexity. Total contract amount will not exceed

$250,000 per contract term.

CONSULTANT shall be compensated for professional services on an hourly basis per the rate schedule agreed upon by CONSULTANT and AGENCY during contract negotiations.

A budget for each project will be established by the CONSULTANT and AGENCY at the time of project assignment.

1.5 PERIOD OF PERFORMANCE

The period of performance resulting from this RFQ will begin on or about April 1, 2025 and end on April 1, 2027.

1.6 OPTION TO EXTEND PERIOD OF PERFORMANCE

The period of performance may be extended, if necessary, upon mutual agreement between the AGENCY and CONTRACTOR for up to three additional one-year terms.

1.7 DEFINITIONS

Definitions for the purposes of this RFQ include:

AGENCY – The Recreation and Conservation Office (RCO) is the AGENCY of the State of Washington that is issuing this RFQ.

CONSULTANT – Individual submitting a proposal in order to attain a contract with the

AGENCY.

CONTRACTOR – Individual whose proposal has been accepted by the AGENCY and is awarded a fully executed, written contract.

Proposal – A formal offer submitted in response to this solicitation.

Request for Qualifications (RFQ) – Formal procurement document in which AGENCY needs are identified and firms are invited to provide their qualifications to deliver such services.

1.8 AMERICANS WITH DISABILITIES ACT

The AGENCY complies with the Americans with Disabilities Act (ADA). Prospective CONSULTANTS may contact the RFQ Coordinator to receive this Request for Qualifications in an alternative format.

2. GENERAL INFORMATION FOR CONSULTANTS

RFQ COORDINATOR

The RFQ Coordinator is the sole point of contact in the AGENCY for this procurement. All communication between the CONSULTANT and the AGENCY upon receipt of this RFQ shall be with the RFQ Coordinator, as follows:

Name Eric Tompkins, Contract Administrator

E-mail eric.tompkins@rco.wa.gov

Phone 360-902-2242

Any other communication will be considered unofficial and non-binding on the AGENCY.

CONSULTANTS are to rely on written statements issued by the RFQ Coordinator.

Communication directed to parties other than the RFQ Coordinator may result in disqualification of the CONSULTANT.

2.1 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Issue Request for Qualifications November 18, 2024

Question and Answer Period November 18 – December 9, 2024

Issue addendum to RFQ (if applicable) December 11, 2024

Deadline for receiving complaints December 31, 2024

Proposals due January 31, 2025 4:00 pm PST

Evaluate proposals and Conduct Interviews February/March 2025

Announce “Apparent Successful Bidders” and send notification via e-mail to unsuccessful proposers

April 2025

Debrief/Protest Period April 2025

Issue Contract April 2025

2.2 COMPLAINT PROCEDURE

The complaint process is available to CONSULTANTS interested in this solicitation. The complaint process allows CONSULTANTS to focus on the solicitation requirements and evaluation process and raise issues with these processes early enough in the process to allow the AGENCY to correct a problem before proposals are submitted and time expended on evaluations.

A CONSULTANT may submit a complaint based on any of the following:

• The solicitation unnecessarily restricts competition;

• The solicitation evaluation or score process is unfair or flawed; or

• The solicitation requirements are inadequate or insufficient to prepare a response.

CONSULTANTS may submit complaints up to five business days prior to the proposal due date noted in the Estimated Schedule of Procurement Activities. However, CONSULTANTS are encouraged to submit complaints as soon as possible so the AGENCY can rectify the issue(s) early in the process. Complaints must be submitted to the RFQ Coordinator. In order to be considered a valid complaint, the complaint must meet the following requirements:

• Must be in writing.

• Must be sent to the procurement coordinator in a timely manner.

• Should clearly articulate the basis for the complaint.

• Should include a proposed remedy.

Complaints not received by the deadline noted in the Estimated Schedule of Procurement Activities will not be reviewed by the AGENCY.

The AGENCY Contracts Administrator or an employee delegated by the Contracts Administrator will review valid complaints and respond to the submitter in writing. The response, and any changes to the solicitation, will be posted to WEBS prior to the proposal due date. Any complaint addressed during the complaint process cannot be raised during the protest process.

2.3 SUBMISSION OF PROPOSALS

E-Mail Submittal Only

CONSULTANTS are required to submit an electronic copy in PDF format of their proposal to Eric Tompkins, at eric.tompkins@rco.wa.gov. The proposal must be attached to an email and arrive at the AGENCY no later than 4:00 p.m. PST on Friday, January 31, 2025.

CONSULTANTS that submit proposals will receive a confirmation email response from the RFQ Coordinator confirming receipt by the close of the day proposals are due. If a CONSULTANT does not receive a confirmation email after submitting a proposal, there was an issue with receipt and CONSULTANTS must contact the RFQ Coordinator to arrange submitting their proposals. The AGENCY is not responsible for proposals where receipt has not been confirmed.

CONSULTANTS should allow sufficient time to ensure timely receipt of the proposal by the RFQ Coordinator. Late proposals will not be accepted and will be automatically disqualified from further consideration, unless the AGENCY’S e-mail is found to be at fault. All proposals and any accompanying documentation become the property of the AGENCY and will not be returned.

Proposals may NOT be transmitted in hard copy or through fax transmission.

2.4 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Materials submitted in response to this competitive procurement shall become the property of the AGENCY.

All proposals received shall remain confidential until the contract(s), if any, resulting from this RFQ is signed by the Director or designee of the AGENCY and the Apparent Successful Contractor; thereafter, the proposals shall be deemed public records as defined in RCW 42.56, “Public Records.”

Any information in the proposal that the CONSULTANT desires to claim as proprietary and exempt from disclosure under the provisions of RCW 42.56.270 must be clearly designated.

The page must be identified and the particular exception from disclosure upon which the CONSULTANT is making the claim. Each page claimed to be exempt from disclosure must be clearly identified by the word “Confidential” printed on the lower right-hand corner of the page.

The AGENCY will consider a CONSULTANT’s request for exemption from disclosure;

however, the AGENCY will decide predicated upon Chapter 42.56 RCW and Chapter 143- 06 of the Washington Administrative Code. Marking the entire proposal exempt from disclosure will not be honored. The CONSULTANT must be reasonable in designating information as confidential. If any information is marked as proprietary in the proposal, such information will not be made available until the affected proposer has been given an opportunity to seek a court injunction against the requested disclosure.

mailto:eric.tompkins@rco.wa.gov

A charge will be made for copying and shipping, as outlined in RCW 42.56.120. No fee shall be charged for inspection of contract files, but 24 hours’ notice to the RFQ Coordinator is required. All requests for information should be directed to the RFQ Coordinator.

2.5 REVISIONS TO THE RFQ

In the event it becomes necessary to revise any part of this RFQ, addenda will be provided via e-mail to all individuals who made the RFQ Coordinator aware of their interest. Addenda will also be published on Washington’s Electronic Business Solution (WEBS) for all who downloaded the RFQ from that site.

If you downloaded this RFQ from the AGENCY Website located at https://rco.wa.gov/about-us/employment-and-contracts/, you are responsible for sending your name, e-mail address, and telephone number to the RFQ Coordinator in order for your organization to receive any RFQ addenda.

The AGENCY also reserves the right to cancel or to reissue the RFQ, in whole or in part, prior to execution of a contract.

2.6 SMALL AND VETERAN-OWNED BUSINESS PARTICIPATION

In furtherance of Washington business inclusion goals evaluators will award points to any CONSULTANT that documents its status as a Washington Small Business per RCW

39.26.010 or a certified veteran-owned business under RCW 43.60A.190.

The established annual procurement participation goals for this type of project is 5% small business and 5% veteran-owned business. These goals are voluntary. CONSULTANTS may contact OMWBE by phone at (360) 664-9750 and DVA at 800-562-2308 to obtain information on becoming a certified firm.

2.7 SUBCONTRACTOR PARTICIPATION MONITORING AND REPORTING

Once a contract is awarded through the solicitation or proposal process, the awarded Prime Contractor is obligated to complete the vendor registration in Access Equity. Access Equity is a secure online vendor management system (B2GNow). Confidential information (Tax ID, etc.) will not be published. Prime Contractors that have previously registered with B2Gnow for any public entity, must verify the system has updated information. Contractors can access the system at https://omwbe.diversitycompliance.com/ or through a direct link on the Office of Minority and Women’s Business Enterprises (OMWBE) website at:

https://omwbe.wa.gov/.

Each month during the contract, the Prime Contractor will report payments to ALL Subcontractors through the Access Equity system. This monthly reporting information includes total payment in dollars made to the Subcontractor, payment dates, and any additional information required to verify payment to Subcontractors. The Prime Contractor will enter this payment information into the Access Equity system, and the Subcontractors will verify this payment information in the system. Online training is available through the Access Equity/B2Gnow system. This requirement applies to both Prime Contractors and Subcontractors https://rco.wa.gov/about-us/employment-and-contracts/

2.8 ACCEPTANCE PERIOD

Proposals must provide 60 days for acceptance by the AGENCY from the due date for receipt of proposals.

2.9 RESPONSIVENESS

All proposals will be reviewed by the RFQ Coordinator to determine compliance with administrative requirements and instructions specified in this RFQ. The CONSULTANT is specifically notified that failure to comply with any part of the RFQ may result in rejection of the proposal as non-responsive.

The AGENCY also reserves the right, however, at its sole discretion to waive minor administrative irregularities.

2.10 MOST FAVORABLE TERMS

The AGENCY reserves the right to make its award(s) without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms, which the CONSULTANT can propose. The AGENCY does reserve the right to contact a CONSULTANT for clarification of its proposal.

The CONSULTANT should be prepared to accept this RFQ for incorporation into a contract resulting from this RFQ. Contract negotiations may incorporate some or the CONSULTANT’S entire proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the AGENCY.

2.11 CONTRACT AND GENERAL TERMS & CONDITIONS

The Apparent Successful Bidder will be expected to enter into a contract, which is substantially the same as the contract and general terms and conditions described in Exhibit D. In no event is a CONSULTANT to submit its own standard contract terms and conditions in response to this solicitation. The CONSULTANT may submit exceptions as allowed in the Certifications and Assurances section, Exhibit A to this solicitation. The AGENCY will review requested exceptions and accept or reject the same at its sole discretion.

2.12 COSTS TO PROPOSE

The AGENCY will not be liable for any costs incurred by the CONSULTANT in preparation of a proposal submitted in response to this RFQ, in conduct of a presentation, or any other activities related to responding to this RFQ.

2.13 NO OBLIGATION TO CONTRACT

This RFQ does not obligate the State of Washington or the AGENCY to contract for services specified herein.

2.14 REJECTION OF PROPOSALS

The AGENCY reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFQ.

2.15 COMMITMENT OF FUNDS

The Director of the AGENCY or her delegate is the only individual who may legally commit the AGENCY to the expenditures of funds for a contract resulting from this RFQ. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract.

2.16 INSURANCE COVERAGE

CONSULTANT is to furnish AGENCY with a certificate of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth below.

CONSULTANT shall, at CONSULTANT’S own expense, obtain and keep in force primary insurance coverage, which shall be maintained in full force and effect during the term of the contract. CONSULTANT shall furnish evidence in the form of a Certificate of

Insurance that insurance shall be provided, and a copy shall be forwarded to AGENCY within fifteen (15) days of the contract effective date.

Liability Insurance

Commercial General Liability Insurance (CGL): CONSULTANT shall maintain general liability insurance and, if necessary, commercial umbrella insurance, with a limit of not less than $1,000,000 per each occurrence. If CGL insurance contains aggregate limits, the general aggregate limit shall be at least twice the “each occurrence” limit. CGL insurance shall have products-completed operations aggregate limit of at least two times the “each occurrence” limit. CGL insurance shall be written on ISO occurrence from CG

00 01 (or a substitute form providing equivalent coverage). All insurance shall cover liability assumed under an insured contract (including the tort liability of another assumed in a business contract) and contain separation of insureds (cross liability) condition.

Additionally, CONSULTANT is responsible for ensuring that any subconsultants provide adequate insurance coverage for the activities arising out of subcontracts.

Business Auto Policy: As applicable, CONSULTANT shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit not less than

$1,000,000 per accident. Such insurance shall cover liability arising out of “Any Auto.”

Business auto coverage shall be written on ISO form CA 00 01, 1990 or later edition, or substitute liability form providing equivalent coverage.

Professional Liability Insurance (also referred to as Errors and Omissions): Agreements requiring professional services such as, but not limited to: engineering design or surveying, architectural services, software services, information technology services, environmental services, real estate management, legal services, or financial advisory services, may require Professional Liability insurance coverage.

CONSULTANT shall provide Professional Liability (E&O) insurance in an amount not less than $1 Million per claim or wrongful act and $2 Million in the policy aggregate on a practice policy to cover CONSULTANT and its employees. Subconsultants retained by CONSULTANT who are performing professional services, shall either be added onto the policy of CONSULTANT, or subconsultant shall provide and obtain a similar policy of Professional Liability insurance coverage that covers the Subconsultant and its employees.

Additional Provisions

Above insurance policy shall include the following provisions:

• Additional Insured. RCO, its elected and appointed officials, agents and employees shall be named as an additional insured on all general liability, excess, umbrella and property insurance policies. All insurance provided in compliance with this contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by the state. If requested by the project sponsor, the AGENCY may require the CONSULTANT to list the project sponsor as additionally insured on the certificate of insurance.

• Cancellation. RCO shall be provided written notice before cancellation or non- renewal of any insurance referred to therein, in accord with the following specifications:

• Insurers subject to 48.18 RCW (Admitted and Regulation by the Insurance Commissioner): The insurer shall give the state 45 days advance notice of cancellation or non-renewal. If cancellation is due to non-payment of premium, the state shall be given 10 days advance notice of cancellation.

• Insurers subject to 48.15 RCW (Surplus lines): The state shall be given 20 days advance notice of cancellation. If cancellation is due to non-payment of premium, the state shall be given 10 days advance notice of cancellation.

• Identification. Policy must reference the state’s contract number and AGENCY name.

• Insurance Carrier Rating. All insurance and bonds should be issued by companies admitted to do business within the state of Washington and have a rating of A-, Class VII or better in the most recently published edition of Best’s Reports. Any exception shall be reviewed and approved by AGENCY and the risk manager for the state of Washington before the contract is accepted or work may begin. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with

Chapter 48.15 RCW and 284-15 WAC.

• Excess Coverage. By requiring insurance herein, the state does not represent that coverage and limits will be adequate to protect CONSULTANT, and such coverage and limits shall not limit CONSULTANT’s liability under the indemnities and reimbursements granted to the state in this contract.

Workers’ Compensation Coverage

CONSULTANT shall comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The state shall not be held responsive in any way for claims filed by

CONSULTANT or their employees for services performed under the terms of this contract.

3. PROPOSAL CONTENTS

Proposals must be submitted by e-mail to the RFQ Coordinator at the e-mail address in Section 2.1. Proposals are due Friday, January 31, 2025 by 4:00 p.m. PST.

The proposal documents are to be submitted in the following order:

1. Letter of Submittal

2. Certifications and Assurances (Exhibit A)

3. Vendor Certification of Workers’ Rights (Exhibit B)

4. Business Information

5. Qualifications

Proposals must provide information in the same order as presented in this document with the same headings. Items in this section marked “mandatory” must be included as part of the proposal for the proposal to be considered responsive; however, these items are not scored. Items marked “scored” are those that are awarded points as part of the evaluation conducted by the evaluation team.

3.1 LETTER OF SUBMITTAL (MANDATORY)

The Letter of Submittal must be signed and dated by a person authorized to legally bind CONSULTANT to a contractual relationship, e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship.

3.2 CERTIFICATIONS AND ASSURANCES (MANDATORY)

The Certifications and Assurances form (Exhibit A) must be signed and dated by a person authorized to legally bind CONSULTANT to a contractual relationship, e.g., the president or executive director of a corporation, the managing partner of a partnership, or the proprietor of a sole proprietorship.

3.3 VENDOR CERTIFICATION OF WORKERS’ RIGHTS (MANDATORY)

The Certification of Worker’s Rights form (Exhibit B) must be signed and dated by a person authorized to make such certifications by CONSULTANT.

3.4 BUSINESS INFORMATION (MANDATORY)

A. State the name of CONSULTANT, address, phone number, fax number, e-mail address, legal status of entity (ownership) and year entity was established as it now substantially exists. Provide the name, title and contact information of the authorized signatory.

B. Provide CONSULTANT’s Federal Employer Tax Identification number or Social Security number and the Washington Uniform Business Identification (UBI) number issued by the State of Washington Department of Revenue.

C. Provide CONSULTANT’s State of Washington’s Unified Business Identifier (UBI).

D. Identify any State employees or former State employees employed by CONSULTANT as of the date of the proposal. Include their position and responsibilities with CONSULTANT. If following a review of this information, it is determined by AGENCY that a conflict of interest exists; CONSULTANT may be disqualified from further consideration for the award of a contract.

E. If CONSULTANT was an employee of the State of Washington during the past 24 months, or is currently a Washington State employee, identify the individual by name, AGENCY previously or currently employed by, job title or position held and separation date.

F. If CONSULTANT has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to CONSULTANT’s non-performance or poor performance and the issue of performance was either; (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default.

G. Submit full details of the terms for default including the other party's name, address, and phone number. Present CONSULTANT’S position on the matter. AGENCY will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. If no such termination for default has been experienced by CONSULTANT in the past five years, so indicate. If you are including any subcontractors on your team, include the information above for each proposed subcontractor.

AGENCY will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. If no such termination for default has been experienced by CONSULTANT in the past five years, so indicate.

3.5 QUALIFICATIONS SECTION (SCORED)

The Qualifications Section of the proposal must contain information that will demonstrate to the evaluation committee CONSULTANT’S understanding of the types of services proposed, CONSULTANT’S ability to accomplish them, and the ability to meet tight timeframes.

The Qualifications response is to be addressed in the following order:

1. Experience

2. Staffing

3. Schedule

4. References

5. Certification of small- or veteran-owned businesses

1. EXPERIENCE

A. Summarize firm’s qualifications for design of fish passage projects

B. Describe the education and/or training received for evaluating, designing, and implementing fish passage projects.

C. Describe your fish passage survey and design experience, include date of project completion. If you have experience with FFFPP projects, please describe.

D. Describe your experience with fish passage construction, construction supervision, and construction inspection. If you have experience with FFFPP projects, please describe.

E. Describe your experience working with conservation districts, tribes, non-profits, regional fisheries enhancement groups, or other entities on projects implemented on private land.

F. Provide a plan set and before and after photos of a fish passage project the firm worked on. Describe the firm’s role in the project and dates of work.

2. STAFFING

A. Provide a description of the proposed project team, including any subcontractors, and the role of each in survey, design and/or implementation of FFFPP fish passage project assignments.

B. Provide the name of the person who will be the lead contact for the project.

C. Provide names and resumes for all staff on the project team, including information on the individual’s particular skills related to fish passage restoration, education, experience, significant accomplishments and any other pertinent information.

D. List any sub-consultants on the project team and briefly describe their role.

3. SCHEDULE

FFFPP projects are typically funded in the spring and constructed the following summer/fall. Describe the firm’s ability to meet this timeline.

4. REFERENCES

Provide references for three to five fish passage projects completed by the firm, preferably within in the last fifteen years. List the project name, date of completion, contact person name, phone number, and e-mail address. If any of the projects were funded by FFFPP, please note.

CONSULTANT must grant permission to AGENCY to contact the references and others who may have pertinent information. Do not include current AGENCY staff as references.

5. SMALL BUSINESS, OMWBE, AND/OR WA DEPARTMENT OF VETERANS

AFFAIRS CERTIFICATION

If your firm qualifies as a small business as defined in RCW 19-85-020(3), please specify. If applicable to your firm, include proof of certification issued by the Washington State Office of Minority and Women’s Business Enterprises or the

Washington State Department of Veterans’ Affairs.

4. EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team(s), to be designated by AGENCY, which will determine the ranking of the proposals.

The RFQ Coordinator or evaluation team may contact CONSULTANT for clarification of any portion of CONSULTANT’s proposal. AGENCY, at its sole discretion, may elect to select the top- scoring firms, or individual, as finalists for an oral presentation or interview.

4.2 EVALUATION WEIGHTING AND SCORING

The evaluation criteria and associated number of maximum points for each follow:

Evaluation Category Point

Experience 30

Staffing 10

Schedule 20

References 30

Small, OMWBE, and/or Veteran-Owned 10

TOTAL 100

AGENCY reserves the right to award the contract to CONSULTANT whose proposal is deemed to be in the best interest of AGENCY and the State of Washington.

4.3 NOTIFICATION TO PROPOSERS

The AGENCY will notify all proposers via WEBS.

4.4 DEBRIEFING OF UNSUCCESSFUL PROPOSERS

Any CONSULTANT who has submitted a proposal and been notified that they were not selected for contract award may request a debriefing. The request for a debriefing conference must be received by the RFQ Coordinator within three business days after the

Unsuccessful Consultant Notification is e-mailed to the CONSULTANT. Debriefing requests must be received by the RFQ Coordinator no later than 4:00 PM, PST on the third business day following the transmittal of the Unsuccessful Consultant Notification.

The debriefing must be held within three business days of the request.

Discussion at the debriefing conference will be limited to the following:

• Evaluation and scoring of the CONSULTANT’s proposal;

• Critique of the proposal based on the evaluation;

• Review of CONSULTANT’s final score in comparison with other final scores without identifying the other firms.

Comparisons between proposals or evaluations of the other proposals will not be allowed.

Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

4.5 PROTEST PROCEDURE

This procedure is available to CONSULTANTS who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the CONSULTANT is allowed three business days to file a protest of the acquisition with the RFQ Coordinator. Protests must be received by the RFQ Coordinator no later than 4:00 PM, PST on the third business day following the debriefing. Protests may be submitted by e-mail, but must then be followed by the document with an original signature.

CONSULTANTS protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to CONSULTANTS under this procurement.

All protests must be in writing, addressed to the RFQ Coordinator, and signed by the protesting party or an authorized Agent. The protest must state the RFQ number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included.

Only protests stipulating an issue of fact concerning the following subjects shall be considered:

• A matter of bias, discrimination or conflict of interest on the part of the evaluator;

• Errors in computing the score;

• Non-compliance with procedures described in the procurement document or agency policy.

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1)…