25-36_FResilience_RFQQ_UFIA Data Collection.pdf

WASHINGTON STATE

DEPARTMENT OF NATURAL RESOURCES

OLYMPIA, WASHINGTON

SOLICITATION

TITLE: 2025-2026 Urban Forest Inventory and Analysis (UFIA) Data Collection

REQUEST FOR QUALIFICATIONS AND QUOTATIONS (RFQQ): DNR 25-36

PROPOSAL DUE DATE: April 8, 2025 – by 11:59 PM, local time.

SOLICITATION COORDINATOR: Daria Gosztyla

ESTIMATED TIME-PERIOD FOR CONTRACT: May 2, 2025 – October 15, 2026

DNR RFQQ: 25-36

Washington State Department of Natural Resources Page 2 of 58

REQUEST FOR QUALIFICATIONS AND QUOTATIONS (RFQQ)

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TABLE OF CONTENTS

1. INTRODUCTION AND SCHEDULE OF ACTIVITIES

1.1 PURPOSE

1.2 SCOPE

1.3 MINIMUM QUALIFICATIONS

1.4 PERIOD OF PERFORMANCE

1.5 ADDITIONAL GOODS, AND/OR SERVICES

1.6 SOLICITATION COORDINATOR

1.7 SCHEDULE OF PROCUREMENT ACTIVITIES

2. GENERAL INFORMATION

2.1 CONTRACTING RESTRICTIONS

2.2 DEFINITIONS

2.3 PRE-PROPOSAL CONFERENCE

2.4 NOTIFICATION TO BIDDERS

2.5 COMPLAINT, DEBRIEF, AND PROTEST PROCEDURES

2.6 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

2.7 REVISIONS TO THE SOLICITATION

2.8 SMALL AND DIVERSE BUSINESS PARTICIPATION

2.9 AMERICANS WITH DISABILITIES ACT (ADA)

2.10 VALIDITY PERIOD

2.11 MOST FAVORABLE TERMS

2.12 CONTRACT AND GENERAL TERMS AND CONDITIONS

2.13 COST TO PROPOSE

2.14 NO OBLIGATION TO CONTRACT

2.15 CONTRACT NEGOTIATIONS

2.16 REJECTION OF BIDS, QUOTATIONS, and/or PROPOSALS

2.17 COMMITMENT OF FUNDS

2.18 DOING BUSINESS WITH THE STATE

2.19 INSURANCE COVERAGE

3. CONTENTS AND SUBMITTAL INSTRUCTIONS

3.1 ELECTRONIC SUBMISSION OF BIDS, QUOTATIONS, AND/OR PROPOSALS

3.2 BIDDER CHECKLIST

3.3 PERFORMANCE REQUIREMENTS AND/OR SPECIFICATIONS FORM

3.4 FUNDING

3.5 COST PROPOSAL

4. EVALUATION AND AWARD

4.1 RESPONSIVENESS (PASS/FAIL)

4.2 RESPONSIBLE BIDDER CRITERIA

4.3 BIDDER’S CERTIFICATIONS AND ASSURANCES FORM (PASS/FAIL)

4.4 WAGE LAW COMPLIANCE (PASS/FAIL)

4.5 PREFERENCE – EXECUTIVE ORDER 18-03 WORKER’S RIGHTS (SCORED)

4.7 PREFERENCE – ENVIRONMENTAL CONSIDERATIONS (DOES NOT APPLY)

4.8 ORAL PRESENTATIONS MAY BE REQUIRED (SCORED)

4.9 EVALUATION AND SCORING

5. SOLICITATION EXHIBITS

EXHIBIT A – BIDDER’S CERTIFICATIONS AND ASSURANCES FORM

EXHIBIT B – PERFORMANCE REQUIREMENTS AND/OR SPECIFICATIONS

EXHIBIT C – SUBCONTRACTOR INCLUSION PLAN

EXHIBIT D – BID FORM

EXHIBIT E – SAMPLE SERVICES CONTRACT AND WASHINGTON STATE DEPARTMENT OF NATURAL

RESOURCES GENERAL TERMS AND CONDITIONS

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1. INTRODUCTION AND SCHEDULE OF ACTIVITIES

1.1 PURPOSE

The Washington State Department of Natural Resources, hereafter called “DNR” or the “Agency”, is initiating this solicitation for proposals from firms interested in a project to conduct on-the-ground data collection for the Washington Urban Forest Inventory and Analysis (Urban FIA or UFIA) program in census-designated areas of Washington State. The State of Washington, in partnership with the U.S. Forest Service, is implementing an annual long-term inventory of permanent Urban FIA plots to better understand and manage the urban forests of Washington.

This work will help fulfill Objective 1.1 of the 2023-2029 Urban and Community Forestry Strategic Plan as directed by RCW 76.15.100 (subsection 7).

The USDA Forest Inventory and Analysis (FIA) Program conducts inventories of all forestland in the nation through a network of permanent plots. The purpose of the inventory program is to provide quantified field data and analysis of forest conditions, changes, and trends. Additional USDA Urban FIA program information can be found at http://www.fia.fs.usda.gov which includes links to urban field guides and certification tools.

Work to be performed and/or services will be delivered statewide. Services will occur in census-designated areas in Washington State, including the counties of: Benton, Chelan, Clark, Cowlitz, Douglas, Franklin, Grant, Grays Harbor, King, Kitsap, Kittitas, Lewis, Mason, Okanogan, Pierce, Spokane, Thurston, Walla Walla, Whitman, and Yakima. Note: The more urban the county, the more time the Contractor can anticipate to spend there due to increased plot densities.

1.2 SCOPE

The intent of this RFQQ is to procure Urban FIA data collection services under one or more contracts on 111 statewide plots which are randomly located within census-designated areas for the 2025 and 2026 field season. The plot locations are primarily on private property which will require obtaining landowner access permission for data collection. No analysis or interpretation of the data is required.

The protocols for this effort, including the inventory plot design, are outlined and described in the "Forest Inventory and Analysis National Urban FIA Plot Field Guide, Version 9.4". The Pacific Northwest Research Station provides an additional document titled “Field Instructions of the Urban Inventory of San Diego, California and Portland, Oregon and Washington 2024” also used for this effort. The current versions serve as reference documents or instruction manuals for the life of the contract and are subject to change annually.

Urban FIA inventory plots are randomly located throughout Washington’s census-designated areas with the majority of plots occurring on private ownership. Determining ownership of plot locations and obtaining permission from landowners to complete the inventory is a critical contractor role for the success of the project. Access to some public plots, such as park settings, may also require https://app.leg.wa.gov/rcw/default.aspx?cite=76.15.100#:%7E:text=(1)%20The%20department%20must%20conduct,and%20inventory%20data%20when%20available.

https://research.fs.usda.gov/programs/fia https://research.fs.usda.gov/understory/urban-forest-inventory-and-analysis-field-guide https://research.fs.usda.gov/pnw/understory/2024-urban-inventory-portland-oregon-and-san-diego-california https://research.fs.usda.gov/pnw/understory/2024-urban-inventory-portland-oregon-and-san-diego-california

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Use of satellite imagery, maps, and plot records will be necessary to accurately locate plot locations and collect inventory data. This work will require several hours of driving, several days each week with work locations changing frequently, often on a daily basis. Many Urban FIA plots have few, if any, trees present while some have the potential to be fully forested. Depending on complexity, a plot may take an hour to upwards of an entire workday to complete. The urban environment involves working in commercial, residential, and institutional areas often with high population densities and heavy traffic. Urban FIA plots are located across numerous counties and overnight travel to access and complete inventory plots may be necessary. DNR reserves the right to specify the order in which plots are completed.

These are the minimum acceptable specifications for the services which this solicitation requires to be performed. All bidders shall clearly indicate the inability to meet any of the indicated specifications.

a) The successful Contractor will furnish all labor, materials, transportation, equipment, and associated expenses except USDA Forest Service and DNR furnished property (identified below) to monument and measure the plots in accordance with the instructions contained in the "Forest Inventory and Analysis National Urban FIA Plot Field Guide, Version 9.4," or more recent version, including supplements contained herein.

i. No analysis or interpretation of data will be required.

b) The successful Contractor will conduct on-the-ground data collection for the Urban FIA

Program. For the field season beginning in May 2025, contracted Urban FIA data will be collected on 52 plots. Additional plots for data collection may be added by the Agency upon mutual agreement of both parties. Payment for additional work will be at the submitted per plot cost. There are 4 additional plots identified that may be added to the 2025 field season upon mutual agreement of both parties. The 2025 field season contractor plots are located in the following areas:

Table 1. 2025 Contracted UFIA Plots County/ Nearest City Number of Plots Benton County 3 Total

Pasco 2 Richland 1

Clark County 3 Total Vancouver 1 Washougal 2

Cowlitz County 1 Total Longview 1

King County 5 Total Auburn 1 Enumclaw 1 Federal Way 1 Issaquah 1 https://research.fs.usda.gov/understory/urban-forest-inventory-and-analysis-field-guide

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Tacoma 1 Kitsap County 6 Total

Bremerton 5 Edmonds 1

Kittitas County 1 Total Ellensburg 1

Lewis County 2 Total Centralia 2

Mason County 2 Total Bremerton 1 Olympia 1

Pacific County 1 Total Aberdeen 1

Pierce County 14 Total Auburn 2 Enumclaw 1 Lakewood 3 Puyallup 7 University Place 1

Spokane County 4 Total Spokane 4

Thurston County 5 Total Centralia 1 Lacey 2 Olympia 1 Tumwater 1

Walla Walla County 1 Total Walla Walla 1

Yakima County 4 Total Yakima 4

Grand Total 52

i. The 4 potential plots for the 2025 field season are located in the following areas:

Table 2. 2025 Potential Contracted UFIA Plot Additions

County/ Nearest City Number of Plots Kitsap County 1 Total

Bremerton 1 Pierce County 1 Total

Puyallup 1 Spokane County 1 Total

Spokane 1

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Thurston County 1 Total Olympia 1

Grand Total 4

c) For the field season beginning in April 2026, contracted Urban FIA data will be collected on 59 plots. There are 11 additional plots that may be added to the contract upon mutual agreement of both parties. Payment for additional work will be at the submitted per plot cost. The 2026 field season contractor plots are located in the following areas:

Table 3. 2026 Contracted UFIA Plots

County/ Nearest City Number of Plots Benton County 4 Total

Kennewick 1 Pasco 1 Richland 2

Chelan County 1 Total Wenatchee 1

Clark County 3 Total Vancouver 2

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Washougal 1 Cowlitz County 1 Total

Longview 1 Douglas County 2 Total

Wenatchee 2 Franklin County 1 Total

Pasco 1 Grant County 3 Total

Moses Lake 3 Grays Harbor 2 Total

Aberdeen 2 King County 18 Total

Auburn 1 Bellevue 1 Enumclaw 1 Issaquah 2 Kent 3 Kirkland 1 Lakewood 1 Redmond 2 Renton 2 Sammamish 3 Seattle 1

Kitsap County 8 Total Bremerton 8

Mason County 1 Total Bremerton 1

Pierce County 4 Total Lakewood 2 Tacoma 1 University Place 1

Spokane County 5 Total Spokane 1 Spokane Valley 4

Thurston County 2 Total Olympia 2

Walla Walla County 1 Total Walla Walla 1

Yakima County 3 Total Yakima 3

Grand Total 59

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i. The 11 potential plots for the 2026 field season are located in the following areas:

Table 4. 2026 Potential Contracted UFIA Plot Additions

County/ Nearest City Number of Plots Grant County 1 Total

Moses Lake 1 Kitsap County 1 Total

Bremerton 1 Kittitas County 1 Total

Ellensburg 1 Lewis County 1 Total

Centralia 1 Okanogan County 1 Total

Wenatchee 1 Spokane County 2 Total

Spokane 1 Spokane Valley 1

Whitman County 1 Total Pullman 1

Yakima County 3 Total Richland 1 Yakima 2

Grand Total 11

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d) The plots assigned for 2025 and 2026 must be collected within their designated year. The assigned plots are fixed and cannot be changed by year.

e) As plots are sampled, data will be transmitted electronically to the Forest Service Pacific Northwest Research Station's Forest Monitoring and Assessment Program. The physical plot jacket and materials such as photos, maps, plot sheets, and landowner access forms, including any notes or drawn figures, will be returned to DNR. A bulk of completed plots should be returned every two weeks.

f) Data collected for the plots will be submitted by September 30, 2025, for the 2025 field season and by September 30, 2026, for the 2026 field season.

g) Consistent with other Urban FIA program implementation, fully access denied plots will be paid at a reduced rate of 60% due to reduced data collection costs.

h) Urban FIA plots are generally completed during leaf on conditions, but some plots may be collected without leaves on vegetation. Plots qualifying for collection without leaf on conditions will be determined by DNR. These are generally plots suspected to have little to no vegetation present on site.

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Private Land: The Contractor must verify current ownership information and obtain access permission for Urban FIA plots located on private land. Under no circumstances will a Contractor enter private property without at least verbal (and Contractor-documented) or, preferably written, permission from the landowner or landowner agents.

The Forest Service Inspectors use both free, such as FastPeopleSearch, and paid telephone look up services, such as BeenVerfied, in addition to other internet resources such as GIS assessor parcel data to aid in finding landowner contacts, phone numbers, and addresses. DNR will provide the Contractor with outreach materials and contact sheets for assisting with obtaining adequate permissions.

Any plot completed without landowner permission will be evaluated as a failed plot and payment may be withheld. Failure to comply with this provision may result in contract termination and may result in exclusion for future Urban FIA work. It is strictly forbidden for any contractor to solicit work of any kind from landowner contacts made during Urban FIA data collection work.

The Contractor must also refrain from giving any professional arborist advice on plot sites.

Denied Access and Hazard Plots: Any fully denied access plots must list the landowner(s) complete mailing address and, when possible, a telephone number. “DENIED ACCESS” will be written in large block letters in the notes section of the plot information sheet. All fully denied access plots will be listed on the block of plots submitted as they are encountered (not all at once at end of contract). They will be identified by writing “Access Fully Denied” next to plot number on any invoices or reports. For plots where only a portion of a plot is denied access, the Contractor may complete the plot file as described in the Field Guide.

Similarly, for any plot where the entire plot area is inaccessible due to permanent hazardous conditions, “HAZARDOUS PLOT” will be written in large block letters in the notes section of the plot sheet, as well as descriptive details explaining why the plot is classified as a hazard in the electronic plot file. Hazardous plots will be identified by writing “Hazardous” next to plot number on any invoices or reports along with noting why it was hazardous during the entire contract period. Conditions temporarily hazardous due to high water, wildlife, poor road conditions, etc. must be re-visited when the temporary hazard is no longer a factor. It is critical to anticipate such challenges for each geographic area and plan accordingly to complete the contract on schedule. For plots where only a portion of a plot is classified as a hazardous condition, complete the plot file as described in the Field Guide.

Acceptable Progress: During the duration of the field season, the Contractor must demonstrate an acceptable amount of progress is being made toward completion of the assigned plots.

Acceptable progress is defined as:

% of contract plots submitted Completion date

15% June 31

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35% July 31

65% August 30

100% September 30

Plot completion progress will be used to determine performance health of the resulting contract and may be used to drive administration actions including contract termination if unsatisfactory.

USDA Forest Service or DNR Furnished Property: The following materials will be provided by the USDA Forest Service or DNR for the Contractor’s survey crews:

• An aerial photo or digital orthophoto-quad of each plot location

• Photo distance scales

• Field data sheets

• Field manuals

• Stakes

At the termination of the contract, the Contractor must return all materials and equipment to the DNR and USDA Forest Service in usable condition. Lost, stolen, damaged, or otherwise unacceptable items must be replaced at the Contractor's expense prior to payment.

Contractor Furnished Property: With the exception of the materials provided by the USDA Forest Service and DNR described above, the Contractor agrees to furnish all required equipment necessary for the performance of the work.

Required Equipment List:

• Field computer compatible with MIDAS software and supported by the USFS for

Urban FIA work such as Trimble Ranger 7 (TSC7) or Allegro 2

• JAVAD TRIUMPH-2 Scalable GPS

• GPS unit capable of field averaging such as Garmin 64, 65, 66, 66i, 67 units.

• Loggers tape (must be graduated in tenths)

• Clinometer or hypsometer (laser such as TruPulse 200X)

• Orienteering compass capable of declination

• Chaining pin

• Increment borer (minimum 16”L)

• BOX Account

All equipment must be in good working order to pass inspection by USDA Forest Service or DNR personnel during required trainings.

Inspections: Federal check cruisers and DNR field staff will be inspecting contractors and contractor-completed Urban FIA plots (per Appendix 19U. Quality Assurance section of the https://research.fs.usda.gov/understory/urban-forest-inventory-and-analysis-field-guide

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Forest Inventory and Analysis National Urban FIA Plot Field Guide). Below is a general summary:

Hot Checks – 2%: Hot checks require a crew to be accompanied by a qualified quality assessment (QA) member to complete a plot and provide real time feedback and answers to a crew. Hot checks are typically done early in the field season to establish sound data collection methods.

Cold Checks – 4%: Cold checks are a formal QA plot inspection of a previously completed plot by qualified QA staff with three objectives: 1) To promote consistency in interpretation and application of data collection field procedures, 2) To identify training needs or protocols in need of clarification, and 3) To assess and track the quality of production crews. Cold checks are conducted on plots by QA staff with completed production plot data in hand. Inspector measurements are recorded in a cold check data file. A score less than the acceptable threshold on any plot results in a failure of that plot.

Check scores will be based on weighted factors for each measurement element.

If inspection verifies a plot meets prescribed accuracy standards, it will be accepted. If a plot fails the first inspection, DNR may require remeasurement of the plot. If DNR requires remeasurement of a plot, a second plot may then be inspected. If the second plot fails, the contract may be terminated.

Status Reports: The Contractor will provide written reports to accompany each invoice. Report requirements will be defined in the contract but will generally contain plot completion information.

1.3 MINIMUM QUALIFICATIONS

A. Bidders must be licensed to do business in the State of Washington, or provide a commitment that it will become licensed to do business in the State of Washington prior to goods delivered or services rendered (if applicable):

• All in-state Bidders must be licensed in the State of Washington; for more information contact Washington State Department of Licensing.

• Out-of-state Bidders should seek guidance from the Washington State Department of

Licensing for specific requirements.

B. All bidders must be registered in Washington’s Electronic Business Solutions (WEBS) system prior to the Proposal Due date for this solicitation.

C. Certification: At least one person per survey crew must successfully complete a USDA

Forest Service Urban FIA training course and certification test prior to beginning field work. Certification/training opportunities will be offered by the DNR or Forest Service. A certified person must be present at each plot for fieldwork to be conducted. The USDA Forest Service and DNR will make final determination on qualifications.

https://research.fs.usda.gov/understory/urban-forest-inventory-and-analysis-field-guide https://dol.wa.gov/ https://dol.wa.gov/ https://dol.wa.gov/

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D. Personnel Qualifications: At least one person per survey crew must have a documented minimum one year of field data collection experience in Urban FIA or National Forest Inventory (NFI) protocol between 2020-2024. In addition, they must possess demonstrable knowledge, skills, and abilities in the following areas:

a. Aerial photo interpretation

b. Orienteering

c. Tree identification

d. Forest measurement tools and techniques

e. Basic computer skills

All other survey crew members must have at least six months of documented Urban FIA or NFI experience and must attend the Urban FIA training course.

E. Required Contractor Security Training: The Forest Service Central Information Officer (CIO) may require all Urban FIA contractors to take and acknowledge the completion of security training pertaining to accessing MIDAS and other Forest Service information systems. Contractors must take, pass, and acknowledge completion of these security trainings whenever the CIO determines it’s necessary. Failure to meet CIO security requirements may result in rescinding a contractor’s access to Forest Service Information and Technology systems and contract default and cancelling the ability to continue as an Urban FIA contractor.

Bidders who do not meet the minimum qualifications or the required specifications and qualifications as outlined above, will be rejected as non-responsive and will not receive further consideration. Any bid, quotation, or proposal rejected as non-responsive will not be evaluated or scored.

1.4 PERIOD OF PERFORMANCE

The period of performance of any contract resulting from this solicitation is tentatively scheduled to begin on or about May 2, 2025 and end on October 15, 2026. Amendments extending the period of performance, if any, shall be at the sole discretion of DNR.

1.5 ADDITIONAL GOODS, AND/OR SERVICES

DNR reserves the right to add additional goods and/or services within the scope of this solicitation.

If additional goods/services are required, they shall be documented in amendments to the applicable contract document(s). There is no guarantee to CONTRACTOR additional goods and/or services will be ordered.

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1.6 SOLICITATION COORDINATOR

The Solicitation Coordinator is the sole point of contact for DNR for this procurement. All communication with DNR regarding this solicitation shall be with the Solicitation Coordinator, as follows:

SOLICITATION COORDINATOR

Name: Daria Gosztyla

Email Address: daria.gosztyla@dnr.wa.gov

Mailing Address: Natural Resources Building- Forest Resilience 1111 Washington St. SE

City, State, Zip: Olympia, WA 98504 Phone Number: 360-481-7399

All oral and written communications with any party other than the Solicitation Coordinator will be considered unofficial and non-binding on DNR. Unless otherwise directed, communication to DNR parties other than the Solicitation Coordinator may result in disqualification of the Bidder.

Bidders are encouraged to make any inquiry as early in the process as possible to allow DNR to consider and respond; however, no response is required from the Solicitation Coordinator. If a Bidder does not notify DNR of an issue, exception, addition, or omission, DNR may consider the matter waived by the Bidder for protest purposes. If Bidder inquiries result in changes to the solicitation, written amendments will be issued and posted on WEBS, if possible.

mailto:daria.gosztyla@dnr.wa.gov

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1.7 SCHEDULE OF PROCUREMENT ACTIVITIES

SCHEDULE OF PROCUREMENT ACTIVITIES

ISSUE SOLICITATION

DATE SOLICITATION IS POSTED IN WEBS MARCH 17, 2025

PRE-PROPOSAL CONFERENCE

DATE SCHEDULED FOR PRE-PROPOSAL CONFERENCE

ATTEND VIA VIDEO CONFERENCE: HTTPS://DNR-WA-

GOV.ZOOM.US/MEETING/REGISTER/JEKWBTXRTSYAPHJCTR5XZA

MEETING INFORMATION REGISTER VIA ZOOM LINK PROVIDED ABOVE

CONF. ID/PASS CODE MEETING ID: 827 8258 2803 PASSCODE: 988847

DIAL-IN INFORMATION +12532050468,,82782582803#,,,,*988847# US

MARCH 26, 2025

9:00 AM

QUESTIONS DUE FROM BIDDERS

DEADLINE FOR BIDDERS TO ASK QUESTIONS OF THE SOLICITATION

COORDINATOR RELATED TO THIS SOLICITATION

MARCH 27, 2025

ANSWERS DUE BY DNR

DATE THAT DNR WILL POST IN WEBS ANSWERS TO QUESTIONS

RECEIVED FROM BIDDERS, INCLUDING ANY QUESTIONS RECEIVED AT PRE-

PROPOSAL CONFERENCE

MARCH 31, 2025

COMPLAINTS DUE

DEADLINE FOR SUBMITTING UNRESOLVED ISSUES ABOUT THE PROCESS APRIL 2, 2025

PROPOSALS DUE

DEADLINE FOR DNR RECEIPT OF PROPOSALS APRIL 8, 2025

EVALUATE PROPOSALS

PERIOD OF TIME WHEN PROPOSALS WILL BE EVALUATED BY DNR APRIL 9-10, 2025

CONDUCT ORAL PRESENTATIONS WITH FINALISTS

DATE ORAL PRESENTATIONS WILL BE CONDUCTED – IF REQUIRED APRIL 14-15, 2025

ANNOUNCE APPARENT SUCCESSFUL BIDDER

AWARD DATE APRIL 16, 2025

HOLD DEBRIEFINGS

DATE DEBRIEFING CONFERENCES TO BE HELD – IF REQUESTED APRIL 17-25, 2025

NEGOTIATE CONTRACT

DATE RANGE DNR EXPECTS CONTRACT NEGOTIATIONS TO BE

CONDUCTED

APRIL 18-29, 2025

BEGIN CONTRACT WORK

DATE DNR EXPECTS THE WORK TO BEGIN MAY 2, 2025

DNR RESERVES THE RIGHT TO REVISE THE ABOVE SCHEDULE.

If the Solicitation results in only one Bidder, and that Bidder is found responsive and responsible, DNR reserves the right to accelerate the procurement schedule above.

https://dnr-wa-gov.zoom.us/meeting/register/jeKwBtxRTsyApHjcTr5xZA

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2. GENERAL INFORMATION

2.1 CONTRACTING RESTRICTIONS

Specific restrictions apply to contracting with current or former state employees pursuant to Chapter 42.52 of the Revised Code of Washington. Bidders should familiarize themselves with the requirements prior to submitting a bid, quotation, and/or proposal that includes current or former state employees.

2.2 DEFINITIONS

Definitions for the purposes of this solicitation include:

AGENCY – Any State office or activity of the executive and judicial branches of State government, including State agencies, departments, offices, divisions, boards, commissions, institutions of higher education as defined in RCW 28B.10.016, and correctional and other types of institutions.

AGENT – Personnel authorized to act on behalf of DNR for matters contained within.

APPARENT SUCCESSFUL BIDDER – Bidder whose bid, quotation, and/or proposal provides the best value in meeting DNR needs and is selected to contract with DNR for the proposed solution, subject to completion of contract negations and execution of contract.

AWARD DATE – The announcement date of the Apparent Successful Bidder.

BID, QUOTATION, and/or PROPOSAL – A formal offer, submitted by an individual or entity, in response to a solicitation issued for goods and/or services by DNR.

BIDDER – An individual or entity who submits a bid, quotation, and/or proposal in response to a solicitation issued for goods and/or services by DNR.

BUSINESS DAYS – Monday through Friday, 8AM to 5PM, Pacific Standard Time or Pacific Daylight Time, Olympia, Washington, USA.

CALENDAR DAY – Midnight to midnight, any day of the week.

CONTRACT – An agreement between DNR and CONTRACTOR that includes terms and conditions, all appendices and exhibits, associated scope of work (e.g. Services Contract or Purchase Order), and all related amendments.

https://app.leg.wa.gov/rcw/default.aspx?cite=28B.10.016

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CONTRACTOR – An individual or entity whose bid, quotation, and/or proposal has been accepted and is awarded a contract with DNR, and who is solely responsible to provide a good and/or perform a service.

DNR – Washington State Department of Natural Resources, an agency of the State of Washington, and any division, section, office, unit, or other entity of, or any of the officers or other officials lawfully representing the department.

GOODS – Products, materials, supplies, or equipment provided by a contractor.

PRIME CONTRACTOR – A contractor that signs a contract with DNR but also subcontracts a portion of the work to other individuals or businesses and manages the performance of subcontracted work.

PURCHASE – The acquisition of goods and/or services, including the leasing or renting of goods.

RCW – Revised Code of Washington

SERVICES – Labor, work, analysis, or similar activities provided by a contractor to accomplish a specific scope of work.

SOLICITATION – A documented formal process providing an equal and open opportunity to bidders and culminating in a selection based on predetermined criteria.

STATE – The State of Washington.

SUBCONTRACTOR – One not in the employment of a contractor, who is performing all or part of the business activities related to this solicitation under a separate contract with that contractor.

The terms “subcontractor” and “subcontractors” means subcontractor(s) in any solicitation tier.

VENDOR – Individual, firm, organization, company, or other entity offering products and/or services.

WASHINGTON STATE CERTIFIED MINORITY-OWNED BUSINESS – Limited to firms certified by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) as a minority-owned business (MBE). See RCW 39.19.120 and WAC 326-20.

WASHINGTON STATE CERTIFIED SMALL BUSINESS – An in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that certifies location, size, and status through WEBS certification. See RCW 39.26.010.

https://app.leg.wa.gov/rcw/default.aspx?cite=39.19.120 https://app.leg.wa.gov/wac/default.aspx?cite=326-20 https://apps.leg.wa.gov/rcw/default.aspx?Cite=39.26.010#:%7E:text=(22)%20%22Small%20business%22,Fifty%20or%20fewer%20employees%3B%20or

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WASHINGTON STATE CERTIFIED VETERAN-OWNED BUSINESS – Limited to firms certified by the Washington State Department of Veterans Affairs (WDVA) as a Certified Veteran- Owned Business. See RCW 43.60A.010(7) and RCW 43.60A.190.

WASHINGTON STATE CERTIFIED WOMAN-OWNED BUSINESS – Limited to firms certified by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) as a woman-owned business (WBE). See RCW 39.19.120 and WAC 326-20.

WEBS – Washington State’s Electronic Business Solution System. managed and maintained by Washington State Department of Enterprise Services (DES).

WORKING DAYS – Midnight to midnight, Monday through Friday, excluding Saturday, Sunday, and State legal holidays.

2.3 PRE-PROPOSAL CONFERENCE

☒ A Pre-Proposal Conference is scheduled to be held as set forth in Section 1.7 Schedule of Procurement Activities of this competitive solicitation. Attendance is not mandatory.

Bidders, however, are encouraged to attend and participate. The purpose of the Pre- Proposal Conference is to clarify the solicitation as needed and raise any issues or concerns that Bidders may have. If changes to the solicitation are required as a result of the Pre- Proposal Conference, the Solicitation Coordinator will post an amendment to this solicitation to WEBS, when possible. Assistance for disabled, blind, or hearing-impaired persons who wish to attend the Pre-Proposal Conference is available with prior arrangement by contacting the Solicitation Coordinator.

Attend via Video Conference: HTTPS://DNR-WA-

GOV.ZOOM.US/MEETING/REGISTER/JEKWBTXRTSYAPHJCTR5XZA

Meeting information Register via Zoom link provided above Conf. ID/Pass code Meeting ID: 827 8258 2803 Passcode: 988847 Dial-in information +12532050468,,82782582803#,,,,*988847# US

DNR will be bound only to DNR’s written answers to questions. Questions arising at the Pre- Proposal Conference or via other communications with the Solicitation Coordinator will be documented and answered in written form. A copy of the questions and answers will be provided to all Bidders via posting to WEBS on the date indicated in Section 1.7 Schedule of Procurement Activities.

https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.010 https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.190 https://app.leg.wa.gov/rcw/default.aspx?cite=39.19.120 https://app.leg.wa.gov/wac/default.aspx?cite=326-20

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2.4 NOTIFICATION TO BIDDERS

Upon completion of the evaluation process, DNR will notify the Apparent Successful Bidder of their selection via WEBS. Individuals or firms whose bids, quotations, and/or proposals were not selected for further negotiation or award will be notified via WEBS.

2.5 COMPLAINT, DEBRIEF, AND PROTEST PROCEDURES

COMPLAINT PROCESS – PRIOR TO BID, QUOTATION, and/or PROPOSAL DUE DATE:

The purpose of a complaint process is to settle unresolved issues or concerns that either were not or could not be resolved during the question and answer period.

Any Bidder may submit a complaint regarding this solicitation based upon the following:

• The solicitation unnecessarily restricts competition;

• The evaluation/scoring process is unfair or flawed; or

• The requirements are inadequate or insufficient so that a response/bid, quotation, and/or proposal is difficult to prepare.

Complaints not based on procedural matters will not be considered. Complaints will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) DNR’s assessment of its own and/or other agencies’ needs or requirements.

If no complaint is filed, a Bidder cannot later file a protest based on one of the above complaint criteria.

Any complaint to the solicitation must be in writing and submitted to the Solicitation Coordinator up to five (5) business days prior to the date when the bid, quotation, and/or proposal is due, and shall clearly articulate the basis for the complaint and include a proposed remedy.

Responses to complaints will be articulated in writing, including any resulting changes to the solicitation, and will be posted on WEBS, and DNR leadership will be notified.

DNR’s decision is final; no further administrative appeal is available.

DEBRIEFING OF UNSUCCESSFUL BIDDERS:

Any Bidder who has submitted a bid, quotation, and/or 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 Solicitation Coordinator within three (3) business days after the unsuccessful bidder notification is emailed to the Bidder. The debriefing must be held within three (3) business days of the request.

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

• Evaluation and scoring of the Bidder’s bid, quotation, and/or proposal;

• Critique of the bid, quotation, and/or proposal based on the evaluation; and

• Review of Bidder’s final score in comparison with other final scores.

Comparisons between bids, quotations, and/or proposals or evaluations of the other bids, quotations, and/or proposals will not be allowed. Debriefing conferences may be conducted in person, on TEAMS, or via telephone and will be scheduled for a maximum of one (1) hour.

PROTEST PROCEDURE:

This procedure is available to Bidders who submitted a response to this solicitation and who have participated in a debriefing conference. Upon completing the debriefing conference, the Bidder is allowed five (5) business days to file a protest with the Solicitation Coordinator. Protests must be submitted in writing via email and signed by the protesting party or an authorized agent.

The protest must state the grounds for the protest with specific and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included.

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

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; or

• Non-compliance with procedures described in the solicitation document, or applicable

State or federal laws or regulations.

Upon receipt of a protest, a protest review will be held by DNR. Available facts will be considered and a decision will be issued by the Commissioner of Public Lands or their delegate within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.

In the event a protest may affect the interest of another Bidder who submitted a bid, quotation, and/or proposal, such Bidder will be given an opportunity to submit its views and any relevant information on the protest to the Solicitation Coordinator.

The final determination of the protest shall:

• Find the protest lacking in merit and uphold DNR’s action; or

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• Find only technical or harmless errors in DNR’s process, determine DNR to be in substantial compliance, and reject the protest; or

• Find merit in the protest and provide DNR’s resolution to the protest, which may include:

o Correct the errors and reevaluate all bids, quotations, and/or proposals; and/or o Reissue the solicitation document; and/or o Make other findings and determine other courses of action as appropriate.

If DNR determines that the protest is without merit, DNR will continue with the solicitation process with the Apparent Successful Bidder(s).

DNR protest decision is final, with no further appeal allowed. If a protesting Bidder does not accept DNR’s protest response, the Bidder may try to seek relief from Thurston County Superior Court.

2.6 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

Bids, quotations, and/or proposals submitted in response to this solicitation shall become the property of DNR and shall be deemed public records as defined in RCW 42.56 (Public Records Act).

Per RCW 39.26.030 (State procurement records – Disclosure), bid submissions and bid evaluations are exempt from disclosure until DNR announces the Apparent Successful Bidder. The Apparent Successful Bidder is the Bidder whose bid, quotation, and/or proposal provides the best value in meeting DNR needs and is selected to contract with DNR for the proposed solution, subject to completion of contract negotiations and execution of contract.

Any information in the bid, quotation, and/or proposal that the Bidder desires to claim as proprietary and exempt from disclosure under the provisions of RCW 42.56, or other State or federal law that provides for the nondisclosure of Bidder’s document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Bidder is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page. Marking the entire bid, quotation, and/or proposal exempt from disclosure or as proprietary information will not be honored.

If a public records request is made for the information that the Bidder has marked as "Proprietary Information", DNR will notify the Bidder of the request and of the date that the records will be released to the requester unless the Bidder obtains a court order enjoining that disclosure. If the Bidder fails to obtain the court order enjoining disclosure, DNR will release the requested information on the date specified. If a Bidder obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to RCW 42.56, or other State or federal law that provides https://apps.leg.wa.gov/RCW/default.aspx?cite=42.56 https://app.leg.wa.gov/rcw/default.aspx?cite=39.26.030

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Pursuant to RCW 42.56.120, DNR uses the default fee schedule. However, records may be viewed in person for no fee. All requests for copies of identifiable records should be directed to the public disclosure office: publicdisclosure@dnr.wa.gov and the Solicitation Coordinator listed in the solicitation, posted in WEBS (wa.gov).

2.7 REVISIONS TO THE SOLICITATION

DNR reserves the right to cancel or reissue all or part of this solicitation at any time as allowed by law without obligations or liability.

In the event it becomes necessary to revise any part of this solicitation, an amendment will be posted in WEBS, when possible. Questions and answers and any other pertinent information shall be provided as an amendment to the solicitation and will be posted in WEBS, when possible.

2.8 SMALL AND DIVERSE BUSINESS PARTICIPATION

DNR strongly encourages the participation of minority and women-owned businesses, Veteran owned businesses, and small businesses, as contractors or subcontractors.

If a small business needs assistance responding to this solicitation, help is available. Please visit OMWBE Small Business Assistance at https://omwbe.wa.gov/small-business-assistance to see the services offered. The Washington Procurement Technical Assistance Center (PTAC) is also available with no cost, confidential technical assistance for small businesses doing business with state government.

Minority and Women-Owned Businesses In accordance with the legislative findings and policies set forth in RCW 39.19, the State encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis. Bidders may go to https://omwbe.wa.gov/directory-certified-businesses to obtain information on certified firms.

No preference will be included in the evaluation of bids for the participation of minority and women-owned businesses. See Section 4.6 Preference – Small and Veteran Businesses for information on preference points for small and veteran owned businesses.

mailto:publicdisclosure@dnr.wa.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpr-webs-customer.des.wa.gov%2F&data=05%7C02%7CJeremy.Hiles%40dnr.wa.gov%7C19a3d0b969b14dcd8c5808dc34b18acb%7C11d0e217264e400a8ba057dcc127d72d%7C0%7C0%7C638443184339511228%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=OHk8qqlhT564BcOQbpIhWrCyHHcmfA75j4RRlkzBmXw%3D&reserved=0 https://omwbe.wa.gov/small-business-assistance https://washingtonptac.org/ https://apps.leg.wa.gov/RCW/default.aspx?cite=39.19 https://omwbe.wa.gov/directory-certified-businesses

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2.9 AMERICANS WITH DISABILITIES ACT (ADA)

DNR complies with the Americans with Disabilities Act (ADA). Bidders may contact the Solicitation Coordinator listed above for additional assistance.

2.10 VALIDITY PERIOD

All bids, quotations, and/or proposals shall be valid for ninety (90) calendar days from the date of submission.

2.11 MOST FAVORABLE TERMS

Once a proposal is submitted, DNR reserves the right to make an award without further discussion of the bid, quotation, and/or proposal submitted. Therefore, the bid, quotation, and/or proposal should be submitted initially on the most favorable terms that the Bidder can propose. There will be no best and final offer procedure. DNR reserves the right to contact a Bidder for clarification of its bid, quotation, and/or proposal.

The Apparent Successful Bidder should be prepared to accept this solicitation for incorporation into a contract resulting from this solicitation.

2.12 CONTRACT AND GENERAL TERMS AND CONDITIONS

The awarded Apparent Successful Bidder is entering into the Washington State Department of Natural Resources generic Services Contract, including, but not limited to, the General Terms and Conditions, all appendices and exhibits, associated scope of work or purchase orders, and all related amendments.

DNR contractors hereby have access to Sample Services Contract and Washington State Department of Natural Resources General Terms and Conditions.

All exceptions to the contract terms and conditions must be submitted as an attachment to Exhibit A – Bidder’s Certifications and Assurances Form.

DNR will review requested exceptions and accept or reject the same at its sole discretion.

2.13 COST TO PROPOSE

DNR will not be liable for any costs incurred by the Bidder in preparation of a bid, quotation, and/or proposal submitted in response to this solicitation, in conduct of a presentation, or any other https://www.ada.gov/ https://www.dnr.wa.gov/publications/em_obe_contracting_template.pdf

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2.14 NO OBLIGATION TO CONTRACT

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

2.15 CONTRACT NEGOTIATIONS

DNR may negotiate with the highest scored responsive, responsible Bidder to finalize the contract and to determine if the bid may be improved. If, after a reasonable period of time as determined by DNR, DNR, in its sole judgement, cannot reach agreement on acceptable contract terms with such Bidder, DNR may suspend negotiations and undertake negotiations with the next highest scored responsive, responsible Bidder.

2.16 REJECTION OF BIDS, QUOTATIONS, and/or PROPOSALS

DNR reserves the right at its sole discretion to reject any bid, quotation, and/or proposal received without penalty and not to issue a contract as a result of this solicitation.

2.17 COMMITMENT OF FUNDS

The Commissioner of Public Lands or their delegate is the only individual who may legally commit DNR to the expenditures of funds for a contract resulting from this solicitation. No cost chargeable to the proposed contract may be incurred before acceptance of award, as reflected by the signatures of the parties.

2.18 DOING BUSINESS WITH THE STATE

DNR requires all awarded Bidders to be registered with the Washington State Office of Financial Management (OFM). Additional information can be found on the Washington State Department of Enterprise Services (DES) website https://des.wa.gov/sell/how-work-state.

2.19 INSURANCE COVERAGE

Before using any of said rights granted herein and at its own expense, Bidder, now Contractor, Contractor shall purchase and maintain, or require its agent(s)/subcontractor(s) to purchase and maintain, the insurance described within Sample Services Contract and Washington State Department of Natural Resources General Terms and Conditions for the entire duration of this agreement. Failure to purchase and maintain the required insurance may result in the termination of the agreement at DNR’s option.

https://des.wa.gov/sell/how-work-state

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All insurance provided in compliance with this agreement shall be primary as to any other insurance or self-insurance programs afforded to or maintained by DNR.

Upon notification and acceptance of award, Contractor shall provide DNR with certificates of insurance, executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements specified before using any of said rights granted herein. The description section of the certificate shall contain the contract number and the name of the DNR Project Manager. Contractor shall also provide renewal certificates as appropriate during the term of this agreement.

Contractor shall include all subcontractors and agents as insured under all required insurance policies or shall provide separate certificates of insurance for each subcontractor or agent. Failure of Contractor to have its subcontractors and agents comply with the insurance requirements contained herein does not limit Contractor’s liability or responsibility.

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3. CONTENTS AND SUBMITTAL INSTRUCTIONS

By responding to the solicitation, Bidder confirms that Bidder has read and understands all the information contained within the entire bid package, including all exhibits.

3.1 ELECTRONIC SUBMISSION OF BIDS, QUOTATIONS, AND/OR PROPOSALS

The bid, quotation, and/or proposal must be received by the Solicitation Coordinator by the due date indicated within Section 1.7 Schedule of Procurement Activities of this solicitation, or any amendments.

Bids, quotations, and/or proposals must be submitted electronically as an attachment to an email to the Solicitation Coordinator, at the email address listed in Section 1.6 Solicitation Coordinator.

The submitted bid, quotation, and/or proposal shall follow the below naming convention:

25-36_RFQQ_Bidder Name_Proposal

Attachments to email shall be in Microsoft Word format or PDF. Maximum file size for an email attachment is 30MB. Zipped files cannot be received by DNR and cannot be used for submission of bids, quotations, and/or proposals.

All forms and documents submitted must have a signature of the individual within the organization authorized to bind the Bidder to the offer. DNR does not assume responsibility for problems with Bidder’s email. If DNR’s email is not working, appropriate allowances will be made.

Bidders should allow sufficient time to…