25-137-S_RFQ_Package.pdf

REQUEST FOR QUALIFICATION # 25-137-S

Consultant Contract Project Title: OC Disaster Debris Monitoring & Waste Processing Servs

Table 1: Solicitation Schedule

Solicitation Release August 10, 2026

Pre-Submittal Conference (Non-Mandatory) August 17, 2026, 10:00am

Join:

https://teams.microsoft.com/meet/247110626282 877?p=trv7nDfMh44JmzkQru Meeting ID: 247 110 626 282 877 Passcode: k3EB247u

Dial in by phone +1 206-686-8357,,918155311# United States, Seattle Find a local number Phone conference ID: 918 155 311#

Deadline for Questions August 20, 2026, 5:00pm

Response Submission Deadline September 10, 2026, 1:00pm

Interviews if Conducted (estimated) Week of Oct 5, 2026

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/250504 https://teams.microsoft.com/meet/247110626282877?p=trv7nDfMh44JmzkQru https://teams.microsoft.com/meet/247110626282877?p=trv7nDfMh44JmzkQru

Procurement Contact Information Procurement Contact: Lisa Hill, Strategic Advisor , lisa.hill@seattle.gov, (206) 572-5524

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

TABLE OF CONTENTS

1. Procurement Contact Information

2. Purpose and Background

3. Performance Schedule

4. Solicitation Objectives

5. Minimum Qualifications

6. Scope of Work

7. Contract Modifications

8. Procedures and Requirements

9. Selection Process

10. Evaluation Section

11. Award and Contract Execution

12. Response Materials and Submittals

13. Award and Contract Execution

Attachments:

A - Attachment 1 Contract Template and Exhibits

B - Attachment 2 Insurance Requirements Transmittal

C - Attachment 3 Ethics Brochure

D - Attachment 4 Consultant Questionnaire

E - Attachment 5 Byrd Anti-Lobbying Certification

F - DDMP Final 12-28-2012 (Rev9-16)1

G - 25-137-S RFQ Package

1. Procurement Contact Information

Procurement Contact: Lisa Hill, Strategic Advisor , lisa.hill@seattle.gov, (206) 572-5524

Qualifications are to be submitted through the e-Procurement portal at https://procurement.opengov.com/portal/seattle, no later than 1:00 pm on Thursday, September 10, 2026.

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Respondent contacting other City officials or employees does so at Respondent’s own risk. The City is not bound by such information.

2. Purpose and Background

Seattle Public Utilities is seeking a qualified Consultant to support the City’s disaster debris readiness and response efforts. The central purpose of this contract is to ensure SPU has robust, actionable, and FEMA-compliant debris management strategies, procedures, and tools in place before a disaster occurs. This includes major updates to the Debris Management Plan, development and refinement of emergency contingency plans, participation in disaster exercises, staff training, operational readiness advising, and assistance with debris-related contracting and procurement activities.

Following a debris-generating event, the Consultant Team will deliver comprehensive debris monitoring and documentation services including debris operations support, field and TDSRS monitoring, truck certification, QA/QC, public information support, FEMA compliance assistance, data administration, safety oversight, and demobilization and site restoration. These services will help ensure debris removal activities are efficient, well-documented, and fully aligned with FEMA reimbursement requirements to maximize the City’s recovery of eligible costs.

SPU anticipates awarding a single contract with an initial estimated value of $400,000–$500,000 to support planning and preparedness tasks. Should a qualifying disaster occur, the contract will be expanded to authorize additional funding and activate post-disaster services, including debris monitoring, operational oversight, documentation and reporting, FEMA compliance support, and other related recovery activities.

3. Performance Schedule

This is an On-call contract for a five-year term. The contract does not guarantee any minimum quantity of work. Performance schedules and delivery dates will be defined in individual Work Assignments issued under the on-call contract.

4. Solicitation Objectives

The City seeks to establish a contract with a qualified and experienced Debris Monitoring Team capable of providing comprehensive support before, during, and after a major incident. The objective of this solicitation is to secure a contractor that can:

https://procurement.opengov.com/portal/seattle

• Rapidly mobilize significant out-of-state resources to ensure efficient, timely, and sustained emergency response, with adequate staffing, equipment, and expertise to perform all required debris monitoring functions for extended periods if necessary.

• Provide proven expertise in tracking, documenting, and managing all aspects of debris monitoring, hauling, and final disposition to ensure the City maximizes FEMA reimbursement following an incident.

• Maintain the capability to operate continuously, up to 24 hours per day and 7 days per week, when required by the City’s emergency response needs.

• Deliver immediate, on-call availability with the ability to streamline and reduce the cost, time, and administrative processes associated with urgent City response activities.

• Support and advance the City’s goals related to waste reduction, resource recovery, and recycling by maximizing diversion of disaster debris without impeding or delaying recovery operations.

5. Minimum Qualifications

Minimum qualifications are required for a Consultant to be eligible to submit a proposal response. Your submittal response must show compliance to these minimum qualifications. Those that are not responsive to these qualifications shall be rejected by the City without further consideration:

The following are minimum qualifications that the Vendor must meet to submit a proposal. Proposals that are not clearly responsive to these minimum qualifications will be rejected by the City without further consideration:

Proposer shall have over 5 years of experience monitoring disaster debris collection and have monitored debris collection in at least five (5) debris removal, reduction, and disposal operations in excess of 150,000 cubic yards within the past five (5) years where the Proposer was the prime Contractor.

6. Scope of Work

6.1. 4. Scope of Work

The Debris Monitoring Consultant Team will provide comprehensive pre-disaster planning support. The City will issue WA 1 which is NOT FEMA reimbursable. Following a disaster, an amendment will be issued along with WA(s) which are potentially FEMA reimbursable for post-disaster debris monitoring, documentation, operations management, FEMA compliance support, and related services to the City of Seattle (“City”). The Consultant must be capable of sustained 24/7 operations and rapid mobilization of out-of-state resources.

6.2. (Initial Contract and WA 1) 4.1 Pre Disaster Planning Support

The Consultant shall provide Disaster Debris Planning and preparation services, including but not limited to: • Major updates to the City of Seattle Debris Management Plan (2007; last updated 2012), all appendices, and the Temporary Debris Storage and Reduction Sites (TDSRS) Report.

• Participation in City disaster exercises and drills (in-person and/or remote).

• Procurement support for Disaster Debris Hauling Services.

• Debris management training for City staff.

• General planning support for Solid Waste and Emergency Management reports and documents.

• Development and refinement of emergency management contingency plans.

6.3. (Following Disaster Amendment and Future WAs) 4.2 Debris Management Operations

During debris recovery operations, the Consultant will integrate into the City’s debris management team and provide field, administrative, and project management support.

6.4. 4.3 Project Management and Reporting

The Consultant shall: • Facilitate daily coordination meetings among the City, debris haulers, and monitoring staff.

• Prepare daily reports that include verified data such as:

– number of operating collection vehicles

– loads and cubic yards collected (by contractor, debris type, and TDSRS)

– average truck sizes

– public drop-off site participation

• Report data by the five City of Seattle waste zones identified in the TDSRS Report.

• Provide additional documentation as required, including environmental permitting reports and a final summary report.

• Deliver verified (not estimated) load data within the first seven days of debris operations. As part of its Project Management Plan, the Consultant shall also provide: • A liaison to the City.

• Event-specific Debris Management Action Plans.

• Cost tracking and accounting systems meeting FEMA requirements (City tracks costs; Consultant provides data support).

• Staff mobilization planning, including lodging coordination for out-of-area personnel.

• Equipment and supply mobilization (e.g., mobile command center, generators, load tickets, cameras, GPS units).

• Work scheduling assistance, including support for critical areas and high-impact “hot spots.”

6.5. 4.4 Initial Assistance

Consultant may assist with:

• Compiling debris hauler and City data to support reimbursement documentation.

• Maintaining mapping or databases to track road clearance and other essential operations.

6.6. 4.5 Public Information Support

Consultant may support public communication activities following a disaster, including:

• Establishing and staffing a debris hotline (equipment, phone lines, staff).

• Standing up a public-facing website or dashboard.

• Preparing press releases, public notices, and other outreach materials.

• Ensuring all communication supports FEMA reimbursement requirements.

6.7. 4.6 TDSRS Setup and Preparation

The Consultant shall:

• Monitor and direct TDSRS site setup, including ground covering and water containment consistent with FEMA and Public Health guidelines.

6.8. 4.7 Truck Certification

The Consultant may support truck certification by:

• Using FEMA-compliant certification forms and volume calculations.

• Inspecting vehicles for mechanical condition and compliance with WSDOT and City standards.

• Documenting unique vehicle characteristics and photographing vehicles and drivers.

• Conducting periodic spot checks and recertifications.

• Providing staff to perform certifications as requested.

6.9. 4.8 Field Monitoring

The Consultant shall perform field monitoring consistent with current FEMA requirements. Services include:

• Providing training for local staff at no cost to the City and deploying experienced field monitors as needed.

• Ensuring field staff carry identification badges and reference materials.

• Overseeing daily field operations, including pre-shift briefings, safety checks, and equipment distribution.

• Verifying:

– proper debris loading and compaction

– compliance with the City’s Debris Management Plan

– safe and efficient contractor operations

– identification of special debris (e.g., stumps, leaners, hangers)

– photo documentation as required

• Providing supervisors to manage ticket accuracy, data integrity, and field issue resolution.

• Submitting daily reports detailing completed tickets, cleared streets, and operational issues.

QA/QC Program: Consultant shall implement a QA/QC program covering data entry, truck certification review, ticket accuracy, and regulatory compliance.

Additional Field Monitoring Tasks: Consultant may be tasked with monitoring:

• leaner/hanger removal

• animal carcass removal

• white goods and Freon removal

• asbestos programs

• abandoned vehicle and vessel programs

• private property and Right-of-Entry (ROE) debris removal

6.10. 4.9 TDSRS Monitoring and Support

The Consultant shall provide:

• Tower Monitoring: load calls, ticket recording, photographic documentation, safety oversight, ensuring hauler vehicles are empty before exit, organizing load tickets, and providing after-hours security or traffic support if requested.

• Public Drop-Off Site Operations: supervision, permitting support, traffic control, address verification, customer service, and site closure/security.

6.11. 4.10 Demobilization and Site Restoration

The Consultant shall support:

• Coordination of debris haul-out from TDSRS to final disposal, composting, or recycling facilities.

• Verification of post-event soil sampling and site restoration activities.

• Field inspections to confirm site restoration to pre-event conditions.

6.12. 4.11 Data Administration and Invoice Reconciliation

Consultant responsibilities include:

• Maintaining electronic data systems that allow sorting, reporting, and QA/QC review.

• Providing daily verified work reports.

• Supporting multi-pass progress assessments.

• Performing ticket-by-ticket invoice reconciliation comparing Consultant and hauler databases.

• Recommending payment authorization letters to the City.

• Tracking Project Worksheet impacts and supporting adjustments.

6.13. 4.12 Funding Support

The Consultant shall help the City maximize eligible reimbursements by:

• Developing cash flow strategies supporting early reimbursement.

• Preparing FEMA-supported debris quantity estimates and early Project Worksheets.

• Assisting with FEMA Public Assistance processes and appeals.

• Tracking Project Worksheet progress and resolving issues promptly.

• Identifying additional disaster mitigation funding opportunities.

6.14. 4.13 Safety

All work must be performed safely. Consultant shall immediately report unsafe practices to the City.

6.15. 4.14 Regulatory and FEMA Policy Support

The Consultant shall serve as a technical resource to the City on FEMA policies and relevant regulatory requirements.

6.16. 4.15 Action Planning

Upon request, the Consultant shall develop event-specific action plans and cost estimates for Work Assignments.

6.17. 4.16 General Operational Requirements

To prevent excessive monitoring personnel, the City will determine the appropriate staffing levels. The City may deny reimbursement for any Consultant or debris hauler staff deemed excessive or underutilized.

7. Contract Modifications

The City consultant contract is attached. See Attachments Section, Attachment 1.

The City consultant contract is attached (See Attachments Section).

The City has attached its boilerplate contract terms to allow Respondents to be familiar with boilerplate, and the non-negotiable terms before submitting a proposal. The City may negotiate with the highest ranked apparent successful Respondent. The City cannot modify contract provisions mandated by Federal, State or City law: Equal Benefits, Audit (Review of Vendor Records), WMBE and EEO, Confidentiality, and Debarment or mutual indemnification. Exceptions to those provisions will be summarily disregarded.

8. Procedures and Requirements

This section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.

8.1. Registration into the City's Procurement Portal

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such in OpenGov. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

8.2. Pre-Submittal Conference

The City offers an optional pre-submittal conference at the time, date and location on the Timeline. Respondents are highly encouraged to attend but not required to attend to be eligible to submit their qualifications. The meeting answers questions about the solicitation and clarifies issues. This also allows Respondents to raise concerns. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-submittal conference.

8.3. Questions

Respondents may submit their questions through the Procurement Portal until the deadline stated in the Timeline. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to questions if any are issued.

8.4. Changes to the RFQ

The City may make changes to this RFQ if, in the sole judgment of the City, the change will not compromise the City’s objectives in this solicitation. Any change to this RFQ will be made by formal addendum issued by the City, through the Procurement Portal at https://procurement.opengov.com/portal/seattle and shall become part of this RFQ.

8.5. Receiving Addenda and/or Question and Answers

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the City, through the Procurement Portal. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the Consultant that any and all addenda was received and incorporated into your response. However, the Project Manager reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

8.6. Qualifications Submittal

Responses must be received by the City no later than the date and time in the Timeline, except as revised by Addenda. The submitter has full responsibility to ensure the response is submitted to the City's Procurement Portal within the deadline. The Procurement Portal will not allow vendors to upload submissions past the deadline.

A. All pages are to be 8.5 x 11 inch, numbered sequentially and closely follow the requested formats.

B. The City has page limits specified in the submittal instructions section. Any pages that exceed the page limit will be excised from the document for purposes of evaluation.

C. The submitter has full responsibility to ensure the response arrives at the City within the deadline. A response delivered after the deadline may be rejected unless waived as immaterial by the City given specific fact-based circumstances.

8.7. Electronic Submittal

The City requires electronic submittal.

A. Upload your submission to the respective procurement opportunity online at https://procurement.opengov.com/portal/seattle by the submittal deadline. We recommend you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

B. Do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Please see the Attachments section for specifications and attachments.

C. Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements.

The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL.

D. Responses to the solicitation will not be visible to the city until after the solicitation closing time.

E. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

F. You will receive an email confirmation once you finalize your submission.

G. OpenGov Procurement works with the latest versions of Chrome, Firefox, Microsoft Edge, and Safari for Mac.

H. OpenGov Procurement does not work with the following versions of Internet Explorer, Google Chrome <54, Microsoft Edge <14, Safari <10.1, and Firefox <47

I. Any risks associated with an electronic submittal are borne by the Proposer.

J. The City uses OpenGov Procurement for accepting and evaluating proposals electronically. For software support, contract OpenGov. Live support is available 4am to 7pm Pacific Time, Monday through Friday, excluding holidays.

o Chat: Click the chat bubble on OpenGov o Phone: (650) 336-7167 o Email: procurement-support@opengov.com o Self-service (available 24/7): OpenGov Help Center (https://opengov.my.site.com/support/s/)

8.8. Respondent Responsibility to Provide Full Response

It is the Respondent's responsibility to respond in a manner that does not require interpretation or clarification by the City. The Respondent is to provide all requested materials, forms and information. The Respondent is to ensure the materials are submitted properly and accurately reflect the Respondent’s qualifications. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Respondent after the RFQ deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Respondent but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.

8.9. Prohibited Contacts

Respondents shall not interfere in any way to discourage other potential and/or prospective consultants from submitting or considering participation in the submittal process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Respondent or another person acting on behalf of the Respondent) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City department, the Respondent that initiates such contacts may be rejected from the process.

8.10. License and Business Tax Requirements

The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.

Seattle Business Licensing and associated taxes mailto:procurement-support@opengov.com https://procurement.opengov.com/governments/12/projects/111841/builder/create/OpenGov%20Help%20Center https://opengov.my.site.com/support/s/

A. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.

B. A “physical nexus” means you have physical presence, such as: a building/facility/employee(s) in Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).

C. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP/RFQ, and it will ask you to specify if you have “physical nexus”.

D. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the Consultant and not charged separately to the City.

E. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.

F. The City of Seattle Application for a Business License and additional licensing information can be found this page here: https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses

G. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484.

H. Self-Filing You can pay your license and taxes on-line https://www.filelocal-wa.gov/Default_FileLocal.aspx

I. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the License and Tax Administration office at tax@seattle.gov or 206- 684-8484 to request additional assistance.

J. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

8.11. State Business Licensing

Before the contract is signed, you must have a State of Washington business license (a “Unified Business Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged separately to the City. Instructions to apply for a business license can be found at https://dor.wa.gov/open-https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses mailto:tax@seattle.gov https://www.filelocal-wa.gov/Default_FileLocal.aspx https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov https://dor.wa.gov/open-business/apply-business-license business/apply-business-license and the State of Washington Department of Revenue contact help page at https://dor.wa.gov/contact.

8.12. Federal Excise Tax

The City is exempt from Federal Excise Tax.

8.13. No Guaranteed Utilization

The City does not guarantee utilization of any contract(s) awarded through this RFQ process. The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to issue multiple or partial awards, and/or to order work based on City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

8.14. Expansion Clause

The contract limits expansion of scope and new work not expressly provided for within the RFQ.

Expansion for New Work (work not specified within the original Scope of Work Section of this Agreement, and/or not specified in the original RFQ as intended work for the Agreement) must comply with the following:

(a) New Work is not reasonable to solicit separately; (b) is for reasonable purpose; (c) was not reasonably known by the City or Consultant at time of solicitation or was mentioned as a possibility in the solicitation (i.e. future phases of work, or a change in law); (d) is not significant enough to be regarded as an independent body of work; (e) would not attract a different field of competition; and (f) does not change the identity or purpose of the Agreement.

The City may make exceptions for immaterial changes, emergency or sole source conditions, or other situations required in City opinion. Certain changes are not subject to these limitations, such as additional phases of Work anticipated during solicitation, time extensions, and Work Orders issued on an On-Call contract. Expansion must be mutually agreed and issued by the City through written Addenda. New Work performed before an authorizing Amendment may not be eligible for payment.

The City reserves the right to independently solicit and award any New Work to another firm when deemed appropriate or required by City policy.

8.15. Use of Solicitation by other City Departments

This solicitation is issued for the benefit of Seattle Public Utilities (SPU). Other departments, divisions, or offices within the City may, at their discretion, use the results of this solicitation to establish their own separate contracts with the selected Consultant, provided such use is consistent with the scope and terms of this solicitation. Any contracts issued by other City departments are solely between that department and the Consultant. SPU is not a party to, and assumes no responsibility or liability for, such contracts.

8.16. Effective Dates of Offer

https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/contact

Solicitation responses are valid until the City completes award. Should any Respondent object to this condition, they must object prior to the Q&A deadline in the Timeline.

8.17. Cost of Preparing Submittals

The City is not liable for costs incurred by the Respondent to prepare, submit and present qualifications, interviews and/or demonstrations.

8.18. Readability

The City’s ability to evaluate submissions is influenced by the organization, detail, comprehensive material and readable format of the response.

8.19. Changes or Corrections to Submittal

Prior to the submittal closing date and time established for this RFQ, a Consultant may change or correct its proposal by following the Instructions here: https://opengov.my.site.com/support/s/article/4f4218bf-7da6- 4fc6-b0c3-7eade0776ebe. No change to a submission shall be made after the solicitation closing date and time.

8.20. Errors in Submissions

Respondents are responsible for errors and omissions in their submissions. No error or omission shall diminish the Respondent’s obligations to the City.

8.21. Withdrawal of Submission

A submittal may be withdrawn at any time through the Procurement portal prior to the closing date or by written request of the submitter.

8.22. Rejection of Submissions

The City may reject any or all submissions with no penalty. The City may waive immaterial defects and minor irregularities in any submitted response.

8.23. Incorporation of RFQ and Respondent Submission in Contract

This RFQ and Respondent’s submission, including promises, warranties, commitments, and representations made in the successful response once accepted by the City, are binding and incorporated by reference in the City’s contract with the Respondent.

8.24. Independent Contractor

The Consultant works as an independent contractor. The City will provide appropriate contract management, but that does not constitute a supervisory relationship to the Consultant. Consultant workers are prohibited from supervising City employees or from direct supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of Seattle timesheet, administering employee discipline, and similar supervisory actions.

Contract workers shall not be given City office space unless expressly provided for below, and in no case shall such space be provided for over 36 months without specific authorization from the City.

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

The City will not provide space in City offices for performance of this work. Consultants will perform most work from their own office space or the field.

8.25. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Consultants provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The Consultant Questionnaire requested in the Response Materials and Submittal section includes materials to designate your equal benefits status.

8.26. Insurance Requirements

Any special insurance requirements are provided as an Attachment. If attached, provide proof of insurance and additional insured endorsement policy language to the City before Contract execution. The apparent successful Proposer must promptly provide proof of insurance to the City upon receipt of the notice of intent to award.

Consultants are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Consultant is selected as a finalist. Respondents may elect to provide the requested insurance documents within their Submittal.

8.27. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Respondents must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://app.leg.wa.gov/rcw/default.aspx?cite=42.56.

If you have any questions about disclosure of the records you submit with your response, contact the Procurement Contact named in this document.

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification.

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by the City (see page http://app.leg.wa.gov/rcw/default.aspx?cite=42.56

4 on the Consultant Questionnaire) and very clearly and specifically identify each record and the exemption(s) that may apply. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form.

Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

If the City receives a public disclosure request for any records you have properly and specifically listed on the Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to Purchasing for that record(s), you can then seek an injunction under RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

Requesting Disclosure of Public Records

The City asks bidders and their companies to refrain from requesting public disclosure of bids until an intention to award is announced. This measure is intended to protect the integrity of the solicitation process particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as required by State Law. If you do wish to make a request for records, visit https://www.seattle.gov/public-records/public-records-request-center.

8.28. Ethics Code

Familiarize yourself with the City Ethics code: http://www.seattle.gov/ethics/etpub/et_home.htm. For an in-depth explanation of the City’s Ethics Code for Contractors, Vendors, Customers and Clients, visit:

http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm. Any questions should be addressed to Seattle Ethics and Elections Commission at 206-684-8500.

No Gifts and Gratuities.

Consultants shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Consultant. An example of this is giving sporting event tickets to a City employee who is also on the evaluation team of a solicitation to which you submitted or intend to submit. The definition of what a “benefit” https://www.seattle.gov/public-records/public-records-request-center https://www.seattle.gov/public-records/public-records-request-center http://www.seattle.gov/ethics/etpub/et_home.htm http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Consultants.

Involvement of Current and Former City Employees.

The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

Contract Workers with over 1,000 Hours.

The Ethics Code applies to Consultant workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such employee must abide by the City Ethics Code. The Consultant is to be aware and familiar with the Ethics Code accordingly.

No Conflict of Interest.

Consultant (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Consultant performance. The City shall make sole determination as to compliance.

Campaign Contributions (Initiative Measure No. 122)

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two years or who has paid at least $5,000 in the last 12 months to lobby the City. See Initiative 122, or call the Ethics Director with questions.

8.29. Background Checks and Immigrant Status

The City may require background checks for the Consultant, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

9. Selection Process

9.1. Initial Screening

The City will review responses for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to Step 2. Equal Benefits, Minimum Qualifications, an Inclusion Plan (if applicable), satisfactory financial responsibility and other elements are screened in this Step. A significant failure to perform on past City projects may also be considered in determining the responsibility of a firm.

9.2. Qualification Evaluation

Qualifications shall be evaluated using the evaluation criteria in the Evaluation Section.

http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks

9.3. Interviews

The City may interview top ranked firms that are considered to be the most competitive. If interviews are conducted, rankings of firms shall be determined by the City, using the combined results of interviews and submittals. Consultants invited to interview are to bring the assigned key person(s) named by the Consultant in the Proposal, and may bring other key personnel named in the Proposal. The Consultant shall not bring individuals who do not work for the Consultant or are not on the project team without advance authorization by the Procurement Contact. If interviews are conducted, they will be worth the points listed in the Proposal Evaluation section.

9.4. References

The City may contact one or more references. The City may use references named or not named by the Proposer.

The City may also consider the results of performance evaluations issued by the City on past projects.

9.5. Selection

The City shall select the highest ranked Proposer(s) for award, including written proposal and the interview (if applicable). The City reserves the right to make a final selection based on the combined results and/or the overall consensus of the Consultant Evaluation Committee.

9.6. Contract Negotiations

The highest ranked Proposer will be asked to bring forward a fee schedule and pricing proposal for negotiation and discussion with the City. The City may negotiate elements of the proposal as required to best meet the needs of the City, with the apparent successful Proposer. The City may negotiate any aspect of the proposal or the solicitation. The City does not intend to negotiate the base contract, which has been attached (See Attachments).

9.7. Right to Award to next ranked Consultant

If a contract is executed resulting from this solicitation and is terminated within 90-days, the City may return to the solicitation process to award to the next highest ranked responsive Consultant by mutual agreement with such Consultant. New awards thereafter are also extended this right.

9.8. Repeat of Evaluation

If no Consultant is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals active at that step. The City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if no proposals meet its requirements.

10. Evaluation Section

The City will evaluate submittals using the criteria below. Responses will be evaluated, scored and ranked.

No. Evaluation Criteria Scoring Method

Weight (Points)

1. Firm Experience (Page limit 15)

• Describe previous experience with FEMA guidelines/requirements

• Describe at least 5 and not more than 10 recent projects (within the last 5 years) that demonstrate your key team members’ qualifications to complete the scope of work described in (Section 5).

• Include problems encountered and how solutions were developed and implemented during the completion of the scope of work.

• Describe why each project has relevance to the likely debris generating events in Seattle.

• Have a minimum of five (5) recent consecutive years of history performing disaster debris monitoring and recovery services

• Have performed at least four (4) separate domestic recovery efforts as a debris monitor on behalf of a state or local government during large scale debris events “150,000 cubic yards or more” with references for each cited event

• Should a disaster occur, the Contractor must have an adequate amount of trained disaster recovery personnel on staff.

Do not include projects completed by members of a firm that are not assigned to the proposed team.

0-10 Points

(40% of Total)

2. Team Member Experience (Page limit 10)

• Describe why the proposed key members of your consultant team are qualified to perform the work described in the scope of work.

• Describe the tasks that each team member will be assigned and how they are qualified to complete the work, including training and individual experience.

0-10 Points

(30% of Total)

3. Approach to Work (Page limit 5 not including resumes)

Provide a detailed consultant team organizational chart and support information to include key personnel roles and responsibilities.

• Team organization chart should show how team members will interact effectively.

• Resumes for key team personnel. No more than 1 page per team member. Resumes are not included in the total page count.

• Contractor shall have on staff at least two (2) project managers that participated in domestic debris monitoring services/public assistance services for at least 5 significant debris generating events (over 150,000 cubic yards.

0-10 Points

(30% of Total)

11. Award and Contract Execution

The Procurement Contact will provide timely notice of an intent to award to all Consultants responding to the Solicitation.

11.1. Protests

The City has rules to govern the rights and obligations of interested parties that desire to submit a complaint or protest to this process. See the City website at https://www.seattle.gov/purchasing-and-contracting/doing-business-with-the-city/solicitation-and-selection-protest-protocols. Interested parties have the obligation to know of and understand these rules, and to seek clarification from the City. Note there are time limits on protests, and submitters have final responsibility to learn of results in sufficient time for such protests to be filed in a timely manner.

11.2. Limited Debriefs

The City issues results and award decisions to all Respondents. The City provides debriefing on a limited basis for the purpose of allowing respondents to understand how they may improve in future solicitation opportunities.

11.3. Instructions to the Apparently Successful Consultant(s)

The Apparently Successful Consultant(s) will receive an Intent to Award Letter from the Procurement Contact after award decisions are made by the City. The Letter will include instructions for final submittals due prior to execution of the contract.

Once the City has finalized and issued the contract for signature, the Consultant must execute the contract and provide all requested documents within ten (10) business days. This includes attaining a Seattle Business License, payment of associated taxes due, and providing proof of insurance. If the Consultant fails to execute the contract with all documents within the ten (10) day time frame, the City may cancel the award and proceed to the next ranked Consultant, or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract as attached may disqualify the firm from future solicitations for this same work.

11.4. Checklist of Requirements Prior to Award

The Consultant(s) should anticipate the Letter will require at least the following. Consultants are encouraged to prepare these documents when possible, to eliminate risks of late compliance.

• Seattle Business License is current and all taxes due have been paid.

• State of Washington Business License.

• Evidence of Insurance (if required)

• Special Licenses (if any)

11.5. Insurance Requirements for Award

Proof of insurance is required, see Attachment E for Insurance Transmittal Form.

12. Response Materials and Submittals

Prepare your response as follows. Use the following format and provide all attachments. Failure to provide all information below on proper forms and in the order requested, may cause the City to reject your response. Items marked with an asterisk require a response.

https://www.seattle.gov/purchasing-and-contracting/doing-business-with-the-city/solicitation-and-selection-protest-protocols https://www.seattle.gov/purchasing-and-contracting/doing-business-with-the-city/solicitation-and-selection-protest-protocols

1. Submittal* *Response required

2. Minimum Qualifications* This response is mandatory. The determination you have achieved all minimum qualifications is made from this section alone, and therefore, the Evaluation Committee is not obligated to check references or search other materials in your proposal to make this decision.

For each Minimum Qualification listed below, please describe how you meet the minimum qualification.

Minimum Qualification #1 Proposer shall have over 5 years of experience monitoring disaster debris collection and have monitored debris collection in at least five (5) debris removal, reduction, and disposal operations in excess of 150,000 cubic yards within the past five (5) years where the Proposer was the prime Contractor.

*Response required

3. Consultant Questionnaire *…