Countywide_Window_Cleaning_Services_for_Various_Pierce_County_Facilities.pdf

REQUEST FOR PROPOSAL

2026-RFP-157

COUNTYWIDE WINDOW CLEANING SERVICES FOR VARIOUS

PIERCE COUNTY FACILITIES

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: July 1, 2026

DEADLINE FOR QUESTIONS: July 20, 2026

RESPONSE DEADLINE: July 24, 2026, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026-RFP-157 Title: Countywide Window Cleaning Services for Various Pierce County Facilities https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR PROPOSAL

Countywide Window Cleaning Services for Various Pierce County

Facilities

1. Introduction

2. Pierce County's eProcurement System

3. Summary

4. Background

5. Scope of Work

6. Minimum Qualifications

7. Anticipated Contract Details and Expectations

8. Definitions

9. ADA

10. General Information for Proposers

11. RFP Coordinator

12. Timeline

13. Procurement Documents and RFP Holder's List

14. Questions and Answers

15. Submission of Proposals

16. Public Records and Proprietary Material

17. Revisions to the RFP

18. Responsiveness

19. Contract and General Terms & Conditions

20. Costs to Prepare Proposal

21. No Obligation to Contract

22. Rejection of Proposals

23. Most Favorable Terms

24. Concern Resolution Process

25. Cooperative Purchasing

26. Title VI Compliance

27. RFP Questionnaire

28. Administrative, Organization, Threshold Review and Proposal Questions .

29. Evaluation and Scoring

30. Evaluation Process

31. Proposal Scoring Method

32. Scoring Criteria

33. Notification to Proposers

34. Debriefing of Unsuccessful Proposers

35. Protest Procedure

Attachments:

A - Background_Check_Form

B - Price Form

C - Services Agreement Template

D - Attachment B Security, Emergency & Safety Procedures

1. Introduction

1.1. Pierce County's eProcurement System

Welcome to Pierce County's eProcurement System. This system is inclusive to the procurement process, including submission of any questions and/or clarifications, the release of any addenda/notices, and submission of proposals. It is strongly encouraged that organizations responding to any procurement first read the entire procurement, paying close attention to the timelines, scope of work, eligibility, submission requirements, and specifically to the questionnaire section, which may include required attachments (when applicable), and ask for any clarifications regarding content and instructions early in the process.

1.2. Summary

Pierce County intends to award multiple Service Contracts for on-call Window Cleaning Services, a competitively procured solicitation administered by Pierce County, Procurement and Contract Services

(PCS). The County is seeking qualified Contractors capable of providing exterior, interior, and/or exterior and interior window cleaning throughout Pierce County. The county seeks to award multiple agreements to a selection of highly qualified contractors with competitive pricing structures.

The window cleaning services will both satisfy the business needs of the County and deliver best value.

Additionally, the County expects Contractors to play a role in assisting the County to meet environmental goals, maximize efficiencies, and reduce costs where possible. The County seeks Window

Cleaning Contractors which employ the latest technologies and work methods to meet service quality standards while maintaining or reducing costs.

1.3. Background

Window cleaning services will both satisfy the business needs of the County and deliver best value.

Additionally, the County expects Contractors to play a role in assisting the County to meet environmental goals, maximize efficiencies, and reduce costs where possible. The County seeks Window

Cleaning Contractors which employ the latest technologies and work methods to meet service quality standards while maintaining or reducing costs.

1.4. Scope of Work

1.4.1. Description of Solicited Services

The Countywide Window Cleaning Services RFP is a competitively procured solicitation administered by Pierce County, Procurement and Contract Services (PCS). We are seeking qualified Contractors capable of providing exterior, interior, and/or exterior and interior window cleaning throughout Pierce County. This RFP seeks to award multiple Service Agreements to a selection of highly qualified contractors with competitive pricing structures.

This solicitation is for performance-based Window Cleaning Services. The types of buildings and requested pricing are included as Attachment.

The window cleaning services will both satisfy the business needs of the County and deliver best value.

Additionally, the County expects Contractors to play a role in assisting the County to meet environmental goals, maximize efficiencies, and reduce costs where possible. The County seeks Window Cleaning Contractors which employ the latest technologies and work methods to meet service quality standards while maintaining or reducing costs.

The outcome of this RFP will be the award of multiple performance-based Contracts. The foundation of a performance-based relationship is mutually shared consequences and accountability. Measurement of the performance and constant improvement of both the County’s and the Contractor’s systems are the common focus.

The Contractor shall provide a submittal of products intending to be utilized for the County’s approval prior to starting the job.

Work Schedule

• All work shall be performed during normal business hours, Monday through Friday; however, after-hour & weekend work may be proposed & approved by the County.

• The work must be coordinated so as not to interfere with scheduled events in the building.

• The work shall be performed in such a manner to limit disruption of staff.

• Access to buildings and schedule of routing cleanings shall be coordinated in advance with each location’s Service Contact.

Performance Tasks

• The Contractor shall perform window cleaning services on all exterior and/or interior windows for each facility awarded.

• Services shall include but are not limited to: all exterior and/or interior windows, regardless of height, location, or obstacles; all interior office windows; all vestibule windows; and any windowed door in each building.

• Skylights/roof windows are not included in this bid.

• If any items are moved away from windows by the Contractor, they shall be returned to their original location.

• Contractor personnel shall not stand on furniture, windowsills, exterior buildings, roofs or decorative structures.

• Contractor personnel will give occupants every opportunity to clear window areas prior to washing and provide a minimum of 72-hour notice to County for notification of tenants.

Service Quality

• All windows are to be cleaned and free of any dirt, streaks, water spots, and chemical residue.

• The Contractor shall remove all dirt, insects, debris, and other foreign materials from frames and windowsills.

• Window frames are to be cleaned using appropriate products and rinsed clean.

• Surrounds of window frames are to be cleaned of cobwebs, dirt, and other soils.

• Window ledges are to be free of any overrun water, chemicals, or dirt from cleaning operations.

• Surfaces adjacent to the surfaces cleaned by the Contractor shall be protected and wiped clean upon completion of work.

• The Contractor shall protect all interior and exterior building surfaces and surrounding landscape. Any spills or other incidents that may cause damage to the building or surrounding landscape or present a hazardous situation must be reported to the County’s Service contact immediately.

• The Contractor shall keep the work site clean and free from rubbish and debris. Materials and equipment shall be removed from the site when the work is complete.

• The County shall inspect all cleaning work. If, in the County’s judgement, the work is substandard the Contractor shall correct all deficiencies in a timely manner to the satisfaction of the County.

• Stop work if window putty will be disturbed by work.

Supplies and Equipment

• The Contractor shall furnish the following and those costs shall be included in calculating your service price per visit:

o All prevailing wage labor, equipment, supplies, and materials.

▪ Use of County tools and equipment is not allowed.

o A products list and Safety Stat Sheets (SDS) for all products for the County’s approval prior to starting the job. The County strongly encourages the purchase of environmentally preferable products wherever possible and low volatile organic compounds (VOC).

o Any warning or safety barriers at the streets or sidewalks, as needed.

▪ Contractors are responsible for any necessary right of way permits required by local jurisdictions.

o All required safety equipment, protective equipment and fall equipment for all staff in compliance with all applicable health and safety regulations.

o The Contractor shall be responsible for the security of its equipment and material onsite. The County will not take any responsibility for missing or damage equipment, tools, or personal belongings.

Specialized Equipment such as lifts, not listed above but deemed necessary and pre-approved by Pierce

County for the performance of the work, shall be reimbursed at cost plus 15% for materials as full compensation for equipment. Equipment hours will be actual hours in use, rounded upward to the nearest half-hour.

Safety

• The Contractor must ensure all work is performed in accordance with all local, state, and federal laws, rules, and regulations, including OSHA safety regulations.

• The County reserves the right to request the removal from the work site any supplies and/or equipment that does not meet County codes and regulations. In addition, the County may request the halt of any unsafe practices observed in carrying out the contracted service. This will in no way relieve the Contractor of complying with the contract requirements.

• The Contractor will ensure that his/her safety plan is submitted to the County before they start any work and should be site specific for workplan.

Contractor’s Employees

• Contractor personnel shall have identification with them at all times while on County property.

o It is intended the contractor adhere to Pierce County security requirements when working onsite. Interior project work will require a “moderate background checks” for workers onsite. Higher security areas require a Criminal Justice Information System (CJIS) background check.

• Contractor personnel shall be neat and clean in appearance and attire.

• All cleaning personnel shall wear protective gear appropriate to the task being performed. A minimum standard for protection shall be as specified per applicable OSHA/WISHA requirements.

• Contractor personnel shall not use telephones, coffee machines, photocopiers, or any other

County equipment or supplies without the express permission of the County.

• Contractor personnel shall not smoke within 50 feet of the building.

• Contractor personnel shall not be present on County property while under the influence of drugs or alcohol which affect or could affect judgment, performance, or safety.

• Contractor personnel shall not use, possess, manufacture, distribute, or dispense drugs or alcohol while on County property.

• Contractor personnel shall not possess firearms, dangerous weapons, or explosives on County property.

• Contractor personnel shall not use abusive or obscene language or gestures, threaten, intimidate, harass, or behave in a violent manner toward County employees, customers, or visitors.

• Contractor personnel shall abide by all site regulations and safety rules.

• Contractor personnel shall conduct themselves in an appropriate manner at all times. Personnel who behave in an inappropriate manner may be banned from the site.

• The Contractor shall be responsible for any loss or damage caused by Contractor personnel, and shall repair or replace any damaged properties, structures, finishes, materials, or equipment to the satisfaction of and at no additional cost to the County.

References

Please submit with your proposal references which demonstrate the ability to ably perform the listed work. The County may reject proposals that fail to provide references when required or that provide references that do not demonstrate the ability to meet the needs of Pierce County.

Wages

All work is subject to Washington State Prevailing Wage Requirements.

The Contractor and any Subcontractor shall be bound by the provisions of Chapter 39.12 RCW, as amended, relating to prevailing wages and usual fringe benefits. No workman, laborer, or mechanic employed in the performance of any part of this Contract shall be paid less than the “prevailing rate of wage” as determined by the Industrial Statistician of the Department of Labor and Industries. Filing fee is required for each Statement of Intent to Pay Prevailing Wages and Affidavit of Wages Paid.

The following Annual Adjustment of Wages Paid shall be applicable on each anniversary date of the contract:

Notwithstanding any other provisions of this agreement, on each anniversary of the contract date, the Contractor shall increase wages paid to its employees to the extent necessary to comply with the then most recent Prevailing Wage Determination issued by the Washington State Department of Labor & Industries’ Industrial Statistician (L&I). The Contractor shall provide to Pierce County Contract Compliance a new Statement of Intent to Pay Prevailing Wages, with the then most recent Prevailing Wage Determination attached and approved by the L&I, on each anniversary date of this agreement. The Contractor shall also provide within thirty days prior to the anniversary of this contract, notice to Pierce County of a change in the prevailing wage rate. Contractor billings to Pierce County will be adjusted to reflect said new rate. The County agrees to add to the amounts due the Contractor hereunder the amount, if any, by which the applicable prevailing wages paid by the Contractor are increased as a result of the operation of this paragraph. Provided Pierce County will not be liable for additional prevailing wage payments if the contractual wage amount exceeds the new prevailing wage. The Contractor further agrees to provide to the County an Affidavit of Wages Paid, certified by the L&I, within 30 days after each anniversary date of this agreement, for all work performed during the anniversary year just completed. The terms of this paragraph shall be included in any subcontract.

Special Conditions to the Contract

A. OCCUPIED BUILDINGS - The buildings are occupied by County employees and visited by the

General Public. Additionally, the areas adjacent, inside and outside the project area at the locations indicated are occupied by the County departments and leased tenants and are prone to disturbance by construction activity. The Contractor will cooperate and coordinate with the owner to minimize noise impacts and to ensure the owner’s operations can continue during the project.

B. ASBESTOS WORK - Should the contractor or subcontractor encounter any materials suspected of containing asbestos above and beyond that delineated in the asbestos abatement documents, Contractor shall cease operations immediately and notify the Owner’s representative. Bidder, if awarded a contract hereby certifies and guarantees to Pierce County that any products or materials sold, used, or installed under the terms of this contract, will not contain any asbestos.

The contractor is required to submit an affidavit to the Pierce County Facilities Management, prior to project acceptance, stating that no products containing asbestos have been used on this project. The affidavit should state the following: "This affidavit is to certify that no asbestos containing materials will be used on the following project: (State Project Name and Project

Number, and Project Address)." The affidavit shall be signed by the owner or an authorized representative.

The Contractor will defend and indemnify the County from any claimed action, cause or demand brought against the County, to the extend such action is based on the affidavit supplied by the

Contractor. This shall remain in effect as long as the products or materials installed under this contract remain with the County. The Contractor will pay those costs and damages attributable to any such claims that are finally awarded against the County in any action. Such defense and payments are conditioned up on the following: That the Contractor shall be notified promptly in writing by County of any notice of such claim.

C. PARKING AND STAGING - The contractor will be provided a limited amount of storage space for access, staging of tools, materials and equipment whenever possible. Parking and staging will need to be discussed with the site contact person for each location. The Contractor agrees to repair or replace at their expense any damages to, windows, shrubs, lawn, plantings, concrete, and planters or asphalt parking, or any other surface or material damaged by the Contractor during the performance of the work.

D. INGRESS AND EGRESS - The Contractor will ensure that the building has ingress and egress during exterior work.

SUB-CONTRACTS AND PURCHASE ORDERS:

Regular, Planned and Defined Service Requests: Pierce County Departments may immediately begin issuing sub-contracts or purchase orders to a successful contractor following execution of a master contract. Sub-contracts will be utilized for long-term, regular and defined services (one or multiple buildings for multiple years.) Departments will issue a sub-contract based on pricing submitted in response to this RFP and incorporated into the resulting master contract, with specific locations and frequency to be set forth in the sub-contract. A contractor may request a change in pricing only upon a showing of a material change in circumstances, such as a change in what the Parties believed to be the number of windows at a location or a change in equipment or number of personnel required to perform the quoted service. When in the best interests of Pierce County, Departments may agree to a higher price to the extent reasonable based on the evidence contractor presents. Sub-contracts may be for one or multiple locations.

Small and Irregular Service Requests: Most irregular, smaller and immediate need services will be issued to an awarded contractor via a purchase order, with any justified change in pricing negotiated in the same manner as sub-contracts. Pierce County’s preference will be for a lump sum cost for issued purchase orders under this contract.

The County reserves the right to add/delete buildings at the County's sole discretion. If the County adds any building that is not listed in this solicitation, the proposer and the County shall agree upon a price that is suitable to both parties.

Price Descriptions:

Labor: The contractor will be reimbursed for labor (other than administrative support) dedicated solely to the particular job and only for the hours worked at the Pierce County job site. The contractor will not be reimbursed for a general superintendent, general foreman, field supervision or estimating and executing work orders. If the contractor wishes, uncompensated costs should be included in your calculation of pricing for bid items.

Per Visit rates listed in Category 1: Exterior windows Bid #’s 1-13 and Category 2: Exterior & Interior

Windows Schedule Bid #’s 14-27 should include all costs associated with labor, including wages and benefits, local, state and federal taxes and overhead, profit, insurance costs, office administration costs, non-labor workforce costs (foremen, superintendents, etc.), insurance, taxes and estimating costs, travel, as well as all other costs related to the performance of the work.

Materials/Parts: Any materials used, excluding materials and supplies necessary to operate and maintain equipment, will be reimbursed at actual cost plus 15% markup. The material used to perform the work shall be recorded as the work is performed. To support charges for materials, the Contractor shall provide the County with valid copies of supplier invoices. If invoices are not available for materials from the

Contractor stocks, the Contractor shall certify actual costs (at a reasonable level) by declaration. Once approved, the prices will be utilized in the calculation for reimbursement for materials.

Subcontractors: Use of subcontractors shall be compensated on the basis of actual cost plus 15%, if pre-approved and/or required for the work. Contractor shall seek approval from the County prior to any subcontracting. All labor classifications for all tiers will be paid and the bid unit price and will not be allowed the 15% markup prior County approval per Work Order.

Permits: The contractor will be responsible to obtain any and all additional required and applicable federal, state and local permits. The contractor must provide a copy all permits to the County. Contractor will be reimbursed for the cost of the permits at cost plus 5% markup.

Protective Equipment and Specialized Equipment: All level “C” personal protective equipment, defined at the following website:

www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=9767 as well as consumables and/or expendables and tools required by the trade shall be furnished by the successful contractor. Types of tools shall include, but not be limited to: electric grinders, electric drills, reciprocating saws, circular saws, miter saws, welders, gas detectors, confined space entry equipment, ladders that reach up to 50 feet, air tools and compressors, and all required hand tools.

Specialized equipment or protective equipment not listed here but deemed necessary and pre-approved by Pierce County for the performance of the work, shall be reimbursed at cost, plus 20% markup as full compensation for equipment. Equipment hours will be actual hours in use, rounded upward to the nearest half-hour. The County reserves the right to provide specialized or protective equipment. In this case, the Contractor will receive no payment for any costs, overhead, or profit arising from the value of the equipment.

SPECIAL PROVISIONS

http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=9767

Security Requirements: Contractors and their sub-Contractors shall adhere to Pierce County security requirements when working onsite including security clearances and tool control. Interior projects or those in secure courtyards require moderate background checks for staff onsite. Higher security areas require a Criminal Justice Information System (CJIS) background checks and/or a detention area specific background compliance check including Prison Rape Elimination Act (PREA) compliance. The Contractor will be informed per work order if and for which security level a background and badge will be required.

Each Contractor's personnel, who is assigned to perform work under a work order, will be an employee of the Contractor or an employee of a Subcontractor contracted by the Contractor. The Contractor is responsible for the compliance of all the Contractor’ personnel performing work. Contractor personnel must have a security clearance before on-site work can begin. They will have the appropriate and necessary criminal background checks/security forms completed and submitted to the assigned Project

Manager and their backup. CJIS background checks also require fingerprinting and online training provided after the clearance has been obtained. All cleared personnel must schedule and appointment to receive a photo ID badge from the security office located in the Count City Building prior to commencing on-site work. The County will pay the direct costs to process the criminal background and security clearances. Any additional costs incurred including fingerprinting processing fees and personnel time shall be the Contractor Subcontractor’s sole expense. Background check clearances and CJIS training are required to be renewed every two years. See attached background check forms.

Federal/State Grants: Projects assigned under this contract may be funded locally or in whole or part by

Federal and/or State Grants. Depending on funding source, the following provisions may apply to this work. Please see Attachment 1 – 2 CFR 200; Pierce County Federal Contract Terms, Conditions, and

Certifications for additional provisions that may apply. The County will inform the Contractor when requesting a work order if Federal and/or State Grant language and requirements apply and will issue the additional Terms and Conditions when requesting a work order estimate.

Wage Rules: Prevailing wages must be paid on all projects. For Federally Funded projects the Davis/Bacon

Act must be followed, and the higher of state or federal wages must be paid.

Nondiscrimination: During the performance of this contract, the contractor agrees to comply with all federal and state nondiscrimination laws, regulations, and policies.

WORK ORDER

Definitions

A. Work order: In this document the term work order refers to both Purchase Orders (PO) and Work

Assignments (WA). A work order is a document that assigns or authorizes a certain job or task to be performed.

Proceed With Work

A. An approved Work Order will serve as notice to the Contractor to proceed. All work must be coordinated through the County PM. The Contractor will not perform any work without a fully executed Work Order from the County. No mobilization on site will occur until all required pre-work submittals are submitted and accepted by the County PM.

B. All tasks and work performed must adhere strictly to the scope, terms and conditions outlined in the contract. Any work conducted beyond the specified scope will result in immediate contract termination.

C. Work shall be performed in accordance with recognized sound safety standards and any equipment, supplies and products shall be used in accordance with the manufacturer’s technical specifications.

Schedule of Working Hours

A. The Contractor will submit a written notice for any work outside the specified regular working hours under this contract. This notice must be received by the County PM at least 48 hours before the proposed work. Before any work outside regular hours can commence, the County PM must approve of any or all revised working hours. Any work conducted outside regular hours will not incur additional costs for the County, except as stipulated in the Contract Documents.

Payment For Work

A. Contractor shall provide clear and specific process, expected timelines, documentation requirements, error correction processes and engagements as it pertains to billing, invoicing, and any other process for this aspect of contract management. labor, parts, and overhead will be detailed separately.

B. The Contractor will invoice the County at the completion of the project based on actual costs, i.e., labor time, materials, permits, subcontractors and equipment hours in use for the project.

C. Invoicing will be limited to monthly per issued work order number. Final invoicing for each work order must be completed no later than 30 days after completion of completion of work.

D. The County will not make payment on any Work Order invoice until all required intents have been filed and approved with L&I.

E. The invoice shall provide an itemized accounting of the labor, material and equipment costs for all work. This includes subcontractors and prefabricated, off-site manufacturer supplier list, subcontractor work where applicable, and all approved mark-ups. Each invoice shall have backup documentation that supports the invoice including daily work reports, material invoices and equipment rental invoices per the Schedule of Unit Prices and contract requirements.

F. All invoices must conform to RCW 39.12.040.1.b: When submitting a voucher claim for payment on a project estimate, contractors must state that the prevailing wages have been paid in accordance with the pre-filed statement or statements of intent to pay prevailing wages on file with the public agency.

1.5. Minimum Qualifications

1.5.1. Specific Requirements for Submittal

Proposers who do not meet these minimum qualifications will be considered non-responsive and their proposal will not be evaluated or scored.

The following are MINIMUM QUALIFICATIONS the Contractor must meet to be considered for award.

Responses must show compliance to these minimum qualifications. The County reserves the right, but is not obligated, to clarify if compliance to the minimum qualifications is not clear in Contractor’s response. Those not responsive shall be rejected by the County without further consideration:

• Contractor shall have a minimum of three (3) years’ experience in providing cleaning services in similar office and industrial facilities; and have been in business for at least THREE years, providing these services OR Vendor’s President, Key Personnel must have at least THREE years, providing these services.

Contractor shall have successfully performed a similar scope of work with a public or private agency; and have the ability to work safely and efficiently at all heights.

Ability to complete a criminal history check as security requirement on all service technicians with access to life-safety and corrections facilities.

Ability to maintain minimum level of insurance requirements for these services as outlined in the contract document.

1.6. Anticipated Contract Details and Expectations

1.6.1. Term

The Initial Contract Period of Performance will be (1) one year, commencing from the date of the Notice to Proceed, with the option to renew for additional years. Total contract time is not to exceed 5 years.

1.6.2. Value

The County anticipates awarding multiple contracts from this procurement. The County reserves the right to make fewer awards or no awards, based on the quality and scope of proposals received, available funding, and identified service needs.

The initial service contract amount is estimated to be $350,000.00; the County reserves the right to add additional funds upon mutual agreement. Contracts will not exceed five years in duration unless additional time is needed to complete any open Work Orders.

1.7. Definitions

• “Apparently Successful Proposer (ASP)” means a proposer selected as an entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract.

• "Applicant," "Bidder," "Vendor", and "Proposer" mean an organization, agency or provider that submits a formal response to this procurement.

• "Application," "Bid," or "Proposal" mean a formal response to this solicitation.

• “CFR” means Code of Federal Regulations.

• “Contractor” means an individual or organization whose proposal has been accepted by the

County and has been awarded a fully executed, written contract.

• “Procurement” means the process by which the County obtains services.

• “Request for Proposal (RFP)” or "Solicitation" means this document and its attachments in which needed goods and/or services are identified and organizations are invited to provide information as to how they propose to meet the County's needs.

• “RCW” means Revised Code of Washington.

• “WAC” means Washington Administrative Code.

1.8. ADA

The County complies with the Americans with Disabilities Act (ADA). Bidders should contact the RFP

Coordinator to request an accommodation.

2. General Information for Proposers

2.1. RFP Coordinator

The RFP Coordinator is the sole point of contact in the County for this procurement. All communications between the Proposer and the County upon release of this RFP shall be with the RFP Coordinator.

Dalton Gamboa

Procurement & Contract Specialist

Email: dalton.gamboa@piercecountywa.gov

Phone: (253) 798-2904

Department:

Procurement and Contracts Services

Any other communication will be considered unofficial and non-binding on the County. Proposers are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Proposer.

2.2. Timeline

Proposal Release Date: July 1, 2026

Question Submission & Concern Resolution

Request Deadline:

July 20, 2026, 4:00pm

Proposal Submission Deadline: July 24, 2026, 1:00pm

The County reserves the right to revise the above timeline.

2.3. Procurement Documents and RFP Holder's List

PROPOSERS WHO REGISTER AND DOWNLOAD RFP DOCUMENTS will be automatically added to the

FOLLOWERS' list in the County's eProcurement Portal. Notifications for solicitation updates, addendum and other procurement information will be sent to all who register on the Pierce County eProcurement

Portal.

2.4. Questions and Answers

Proposers may submit questions through the County's eProcurement Portal, under the Question &

Answer Section, no later than 4:30 pm on the date set forth in Section 2.2. Proposers must be registered in the eProcurement Portal software to submit questions, receive addendums and notifications, and ultimately submit a proposal. Proposers may only rely on written statements issued by the County. Any oral communications are unofficial and are not binding on the County.

2.5. Submission of Proposals

2.5.1. Deadline

The proposal must be received by the time/date as indicated in Section 2.2.

2.5.2. Attachments

Follow instructions carefully - if attachments are provided under this solicitation, they are to be utilized as part of the proposal - do not replace or use the organization's own format, as the proposal may be deemed "non-responsive" or "not eligible."

2.5.3. Instructions

All proposals are evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The County will not contact the organization for correction of proposals and Proposers are strongly encouraged to carefully review their proposals for completeness and accuracy before submitting. For proposals to be considered responsive and move to the review process, the Proposer must, under Section 7, RFP Questionnaire:

• Acknowledge all required “confirmations.”

• Complete all required attachments, to include uploading any supplemental documents requested in attachments; and

• Submit the following materials as part of the proposal.

o (List the required attachments)

2.5.4. Additional Resources/Helps

This section provides a curated list of help articles addressing common questions and challenges proposers may encounter during the Request for Proposal process. The resources below are intended to offer clear guidance, practical solutions, and relevant information to support a smooth and successful submission. Proposers are encouraged to review these materials as needed to better understand requirements, resolve issues, and navigate the process with confidence.

• Vendor Registration

• Following a Project

• Getting Started with Subscriptions

• How to Submit a Question in OpenGov

• How to Submit a Proposal Response in OpenGov

• How to Edit or Withdraw a Proposal after Submission in OpenGov

2.5.5. Electronic Submissions Only

https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/82615c2a-a6e1-46ed-9b33-ec542acf013d https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

Only electronic submittal via the County's eProcurement Portal shall be accepted for this procurement.

No hard copies, emails, or fax submittals shall be accepted. The accepted forms of submitted materials are .pdf, png., jpeg., and MS Office formats such as docx. and xlsx.

2.5.6. Addenda & Notices

Proposers must acknowledge and confirm each addendum and notice issued under this solicitation. The system will not allow final submission unless all required confirmations are checked.

2.5.7. No Exceptions for Late Responses

Proposers should allow sufficient time to ensure timely receipt of the proposal by the County’s e-procurement System, OpenGov. Late responses will not be accepted and will be automatically disqualified. The County assumes no responsibility for delays caused by Proposer's technical related system errors.

2.5.8. County Property

All proposals and any accompanying documentation become the property of the County and will not be returned.

2.6. Public Records and Proprietary Material

• Organizations should be aware that any records they submit to the County or that are used by the County even if the organization possess the records, may be public records under the

Washington Public Records Act (RCW 42.56). The County must promptly disclose public records upon request unless a statute exempts them from disclosure. Organizations should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions are narrow and specific.

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

2.7. Revisions to the RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be published in the

County's eProcurement Portal.

All amendments and notifications of cancellation shall be posted in the County's eProcurement Portal. If you did not receive this solicitation via the County’s eProcurement Portal, please register there to receive further notifications.

The County also reserves the right to amend or add to, retract from, or cancel this Procurement at any time, in whole or in part, and without penalty.

In the event of a conflict between amendments or between an amendment and this Solicitation

Document, the document issued latest in time shall control.

2.8. Responsiveness

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this solicitation. The Proposer is specifically notified that the

County may reject or withdraw a proposal at any time as nonresponsive for any of the following reasons:

• Incomplete proposal,

• Failure to comply with any part of this solicitation or any Attachments to this procurement,

• Submission of incorrect, misleading, or false information.

The County also reserves the right, however, at its sole discretion to waive minor administrative irregularities, which are defined as variances which do not provide a proposer an advantage or benefit over other proposers.

2.9. Contract and General Terms & Conditions

The ASP will be expected to enter into a contract which is substantially the same as the Sample Contract and its General Terms and Conditions attached as Exhibit C. In no event is a Proposer to submit its own standard contract terms and conditions in response to this solicitation. If a Proposer has a concern regarding a certain General Term & Condition, they can raise the issue per the Questions and Answers section of this solicitation.

2.10. Costs to Prepare Proposal

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

2.11. No Obligation to Contract

This RFP does not obligate the County to contract for services specified herein.

2.12. Rejection of Proposals

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

2.13. Most Favorable Terms

The County reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the

Proposer can offer. There will be no best and final offer procedure.

The ASP should be prepared to accept this RFP for incorporation into a contract resulting from this

RFP. Contract negotiations may incorporate some or all of the Proposer’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the County.

2.14. Concern Resolution Process

This procedure is available to potential Proposers who are contemplating submitting a proposal in response to this RFP. Only Concern Resolution submissions (Submissions) concerning the following subjects shall be considered:

• A claim that the solicitation unnecessarily restricts competition.

• A claim the solicitation evaluation or scoring process is unfair or flawed, or

• A claim the solicitation requirements are inadequate or insufficient to prepare a response.

Proposers submitting a concern about this procurement shall follow the procedures described below. Submissions that do not follow these procedures shall not be considered. If a Proposer registers a concern against this solicitation, the issue(s) cannot be raised again during the protest period.

All submissions must be in writing and signed by the submitting party or an authorized Agent. The submission must be sent to the Procurement Coordinator, or designee, and needs to be received no later than 4:00 pm, local time, Tacoma, WA, per Section 2.2 Timeline, and must clearly articulate the basis for the submission. The Proposer submitting a concern must also include a proposed remedy.

Upon receipt of a submission, a submission review will be held by the County. The RFP coordinator will respond to submissions in writing and the Finance & Enterprise Services Department Director will be notified of all submissions and provided a copy of the County’s response. A copy of the response to the submission, including any changes to the solicitation, will also be posted in County's eProcurement

Portal.

The concern resolution process does not include an appeal process.

2.15. Cooperative Purchasing

The Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFP, Consultants agree that other public agencies may purchase goods and services under this procurement or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases.

Pierce County agrees to allow other public agencies to purchase goods and services under this procurement or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such procurement or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

2.16. Title VI Compliance

Pierce County, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to

2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of

Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

3. RFP Questionnaire

3.1. Administrative, Organization, Threshold Review and Proposal Questions

1. Administrative Questions

1.1. Proposer Confirmation*

As an authorized representative of the Proposer, having carefully examined the Request for Proposals, propose to furnish services in accordance therewith as set forth in the attached proposal.

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

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

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

☐ Please confirm

*Response required

1.2. Ownership and Copyright of Submitted Materials*

By submitting a proposal, I agree that all documents, reports, proposals, submittals, working papers, or other materials prepared by the Proposer pursuant to this proposal shall become the sole and exclusive property of the County, and the public domain, and not property of the Proposer. The Proposer shall not copyright, or cause to be copyrighted, any portion of items submitted to the County in response to this procurement.

☐ Please confirm

*Response required

1.3. Supplemental Attachment Confirmation*

I confirm I have reviewed the content of the following attachments included under this RFP: Sample

Agreement and any other documents as identified as "sample" in the Attachments section and acknowledge I understand and agree to these requirements should my organization receive a contract as a result of this proposal.

☐ Please confirm

*Response required

1.4. Insurance Requirements*

By submitting a proposal, I understand and agree that if awarded funding from this RFP, the organization must be able to meet all insurance requirements based on services being purchased, prior to contract execution, and types of insurances may include, but are not limited to:

• Commercial General Liability Insurance: Required on all contracts. Standard levels are $1M occurrence/$2M aggregate (may be higher/lower, depending on value of contract and type of service).

• Commercial Automobile Liability Insurance: Required when the Contractor uses owned, rented, or leased automobiles to complete the services as required per the contract. Higher coverages may be required for fleet/large passenger vehicles.

• Workers Compensation Insurance: As required by Washington State.

• Employers’ Liability or Stop Gap Coverage: Employers’ Liability with limits not less than

$1,000,000 or an endorsement on the General Liability policy providing Stop

Gap Coverage.

In addition:

• Pierce County shall be named as an "Additional Insured" which must be provided in the insurance endorsement; and

• Insurance requirements also apply to any subcontractors hired by the main Contractor to deliver services, where applicable.

Please see "Exhibit D" in the SAMPLE AGREEMENT under attachments to see full insurance requirements. If you have questions regarding insurance requirements, please submit them through the “Question & Answer” section of the RFP.

☐ Please confirm

*Response required

1.5. Debarment Certification*

As an authorized representative of the Proposer, I certify to the best of my knowledge and belief that the organization and its principals:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

B. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charged by a government entity

(Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

D. Have not within a three-year period preceding this proposal had one or more public transactions

(Federal, State, or local) terminated for cause or default.

E. Does not employ any person nor contracts with any person or agency excluded from participation in federal health care programs under either 42 U.S.C. 1320a-7 (§§1128 or 1128A

Social Security Act) or debarred or suspended.

By checking the confirmation, I understand that a false statement on this certification may be grounds for rejection of this proposal or termination of any award. In addition, under 18 USC Sec. 1001, a false statement may result in a fine of up to $10,000 or imprisonment for up to 5 years, or both.

☐ Please confirm

*Response required

2. Organization Information

2.1. Authorized Individual*

Please provide the name and title of the individual authorized to execute a contract on behalf of the organization.

*Response required

2.2. Organization Information*

Please provide the legal name, any d/b/a names, years in business, local address, billing address if different, email address, and phone number of the organization making the proposal.

*Response required

2.3. Organization Tax ID Number*

Please provide the Employee Identification Number (EIN).

*Response required

2.4. Ownership Type*

Must choose at least two (2) answers: Profit status (1 or 2) and organizational structure (3, 4, 5, or 6).

Select all that apply

☐ 1. For Profit

☐ 2. Non Profit

☐ 3. Sole Proprietorship

☐ 4. Corporation/LLC/Partnership

☐ 5. City/County/State

☐ 6. Tribal Organization

2.5. Organization Contacts*

Please provide the name, phone,…