Greenhouse_Gas_Inventory_Verification_for_CA,_WA,_TCR_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSAL # RFP #SCL-767082195

Consultant Contract

Project Title: Greenhouse Gas Inventory Verification for CA, WA, TCR

Table 1: Solicitation Schedule

Solicitation Release August 28, 2026

Pre-Submittal Conference (Non-Mandatory) September 9, 2026, 9:00am

Agenda

MS Teams (Virtual Meeting)

Deadline for Questions September 11, 2026, 12:00pm

Response Submission Deadline September 18, 2026, 4:00pm

Announcement of Successful Proposer(s) September 14, 2026

Estimated Dates of Interviews (if

Conducted)

September 30, 2026

Notification of Award October 15, 2026

Clarification Period October 15 - 23, 2026

Contract Execution November 3, 2026

The City reserves the right to modify this.

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

https://government-project.s3.amazonaws.com/279360/5b3781bf-e17d-4ab0-8b3d-6743bcd553b5_Pre-Submittal_Meeting_Agenda.docx

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/279360

Procurement Contact Information

Procurement Contact: Ned Lichty, Sr. Contracts & Procurement Specialist, ned.lichty@seattle.gov, (206) 386-1759

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

TABLE OF CONTENTS

1. Procurement Contact Information

2. Purpose and Background

3. Performance Schedule

4. Solicitation Objectives

5. Minimum Qualifications

6. Scope of Work

7. Contract Modifications

8. Procedures and Requirements

9. Selection Process

10. Proposal Evaluation

11. Award and Contract Execution

12. Response Materials and Submittal

Attachments:

A - Proposal Form 1 -Minimum Qualifications

B - Proposal Form 2 - Contractor Information

C - Proposal Form 3 - Project Team

D - Proposal Form 4 - Cost Proposal

E - City_Consultant_Contract_Boilerplate

F - TCR-Recognized Verification Bodies

G - Consultant_Questionnaire

H - Insurance Transmittal Form

1. Procurement Contact Information

Procurement Contact: Ned Lichty, Sr. Contracts & Procurement Specialist, ned.lichty@seattle.gov, (206) 386-

Proposals are to be submitted through the e-Procurement portal at https://procurement.opengov.com/portal/seattle, no later than 4:00 pm on Friday, September 18, 2026.

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

2. Purpose and Background

Background

California and Washington Reporting

Seattle City Light (City Light) is required under the Regulation for the Mandatory Reporting of Greenhouse Gas Emissions (MRR) to annually submit an emissions data report to the California Air Resources Board (CARB). City Light is required under WAC 173-443, Reporting of Emissions of Greenhouse Gases, to annually submit an emissions data report to the Washington Department of Ecology (Ecology).

The following is a list of applicable background information:

• City Light is the reporting entity.

• City Light is reporting as an electric power entity (EPE).

• City Light’s report includes reportable electric power transactions and emissions for the previous calendar year.

• The emission reports for calendar years 2026-2028 will represent City Light’s 7th, 8th, and 9th submissions to

CARB under the MRR. The emission reports for calendar years 2026-2028 will represent City Light’s 5th, 6th, and 7th submissions to Ecology under WAC 173-441.

• City Light requires verification for its emission reports for calendar years 2026-2028.

• The Consultant will serve as the Verification Body.

• City Light will continue to pursue Asset Controlling Supplier (ACS) status in California and will require applicable reports to be verified for calendar years 2026-2028.

• City Light’s California ACS documentation is used to support ACS designation with Oregon’s Department of

Environmental Quality’s (DEQ) Greenhouse Gas Reporting Program.

The Climate Registry (TCR) Reporting

For City Light to meet its goal to meet the electric energy needs of Seattle with no net greenhouse gas (GHG) emissions, it must annually calculate its inventory of emissions. City Light participates in TCR’s voluntary GHG emission reporting program and uses their General Reporting Protocol (GRP) to develop and publicly disclose its inventory of emissions.

TCR requires reporting entities, such as City Light, that choose to publicly disclose their inventory of emissions to complete a third-party verification of each emission report submitted for public disclosure.

The following is a list of background information on City Light’s reporting to TCR.

• City Light is the reporting entity.

• City Light is reporting an inventory classified as Complete.

• City Light reports emissions at the Entity Level.

• City Light reports based on Operational Control.

• City Light reports emissions for National – US Operations.

• City Light is reporting to a “reasonable” level of assurance.

• City Light will report emissions of any of the six Kyoto greenhouse gases.

• City Light reports through TCR’s Climate Registered Information System (CRIS), which is their online reporting system.

• City Light reports both as a business entity and as an Electric Power Utility.

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

• City Light submits the Electric Power Sector forms, including metrics for Retail, Special Power, and Wholesale products.

• City Light has reported to TCR for past emission years, and those reports have been successfully verified and registered in TCR’s CRIS. Those reports are available through TCR’s CRIS website. City Light will require applicable reports to be verified for calendar years 2025-2027.

3. Performance Schedule

Contract Schedule and Milestones

Contract Start: The term of this Agreement shall begin when fully executed by all parties.

Milestone 1 – Completion of all verification activities, tasks, and deliverables outlined for California and Washington reporting relating to emission year 2026 and TCR reporting relating to emission year 2025. To be completed on or before August 10, 2027.

Milestone 2 – Completion of all verification activities, tasks, and deliverables outlined for California and Washington reporting relating to emission year 2027 and TCR reporting relating to emission year 2026. To be completed on or before August 10, 2028.

Milestone 3 – Completion of all verification activities, tasks, and deliverables outlined for California and Washington reporting relating to emission year 2028 and TCR reporting relating to emission year 2027. To be completed on or before August 10, 2029.

Services Due: Services under this Agreement shall be completed on or before August 10th, 2029. The estimated budget is $90,000.00.

Contract End: The term of this Agreement shall end on December 31st, 2029, unless terminated earlier pursuant to the provisions hereof.

4. Solicitation Objectives

The City expects to achieve the following outcomes through this consultant solicitation:

Project Objectives

City Light is responsible for reporting its inventory of GHG emissions to the given entity and selecting a recognized verification body to assess the quality of its emission reports.

City Light requires the Consultant to serve as a CARB-accredited Verification Body for the purposes of verifying the applicable EPE and ACS emissions data reports for calendar years 2026, 2027, and 2028 submitted by City Light under the MRR. The Verification Body is expected to complete the verification services outlined under Section 95131 of the

MRR.

City Light requires the Consultant to serve as an Ecology-accredited Verification Body for the purposes of verifying the applicable EPE emissions data reports for calendar years 2026, 2027, and 2028 submitted by City Light under WAC 173-

441. The Verification Body is expected to complete the verification services outlined under WAC 173-441-085.

City Light requires the Consultant to serve as an independent party hired and under contract by City Light for the purposes of performing and completing a third-party verification of City Light’s annual GHG inventory of emissions reported to TCR for emission years 2025, 2026, and 2027, per the requirements described in TCR’s most up-to-date GRP, General Verification Protocol (GVP), Electric Power Sector (EPS) protocol and all other applicable TCR protocols. Third-party verification, as outlined in the GRP and GVP, is defined as an independent expert assessment of the accuracy and conformity of an emissions inventory based on the reporting requirements contained in the GRP and the verification requirements described in the GVP.

5. Minimum Qualifications

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

• 1) The Consultant shall be qualified and approved as a verification body to perform verification activities for California, Washington, and Oregon.

For California, only California Air Resources Board (CARB)-accredited verification bodies may provide verification services to reporting entities. For Washington, only Ecology-accredited verification bodies may provide verification services to reporting entities. Additional accredited individuals may participate on verification teams as subcontractors to accredited verification bodies. The Consultant must ensure that at least one verification team member is accredited by CARB and Ecology as a transactions specialist in order to provide verification services to City Light.

Per Mandatory Reporting Rule (MRR) Section 95130(a)(2) and WAC 173-441-085(7), reporting entities shall not use the same verification body or verifier(s) for a period of time of more than six consecutive years. Per the MRR, this includes any verifications conducted for MRR and for the California Climate Action Registry, The Climate Registry, Climate Action Reserve, etc., and applies to verification activities that include the scope of activities or operations under the CARB identification number for the emissions data report.

All services performed by Consultant shall be conducted in accordance with the California’s Regulation for the Mandatory Reporting of Greenhouse Gas Emissions and with Washington’s WAC 173-443, Reporting of Emissions of Greenhouse Gases.

• 2) The Consultant shall be qualified and approved as a verification body to perform verification activities for TCR’s voluntary reporting program, as outlined in the GVP.

Per TCR’s GVP, the Consultant must be accredited by the American National Standards Institute (ANSI) National Accreditation Board (ANAB) and a TCR-recognized verification body to conduct GHG inventory verification services. TCR will only accept verification statements from ANAB-accredited, TCR-recognized verification bodies.

Failure to achieve this accreditation may result in City Light, in its sole discretion, terminating this Agreement, and Consultant shall forfeit all payments due.

• 3) The Consultant must be accredited against the following scopes in order to conduct verification work for City Light – Organizational-level General Scope (e.g. ANSI Group 1), Power Generation Scope (e.g. ANSI Group 3) and Electric Power Transactions Scope (e.g. ANSI Group 4). All services performed by Consultant shall be conducted in accordance with ANSI standards. Sector-specific accreditation on Power Generation and Electric Power Transactions is required in order for verification bodies to verify inventories and power delivery metrics prepared in accordance with TCR’s Electric Power Sector (EPS) Protocol. City Light’s inventory of emissions includes an inventory and power delivery metrics prepared in accordance with TCR’s EPS protocol.

6. Scope of Work

6.1. Individual Tasks and Deliverables

California and Washington Reporting

The Consultant will serve as the verification body. The Verification Body must provide verification services as specified in Section 95131 of the MRR or WAC 173-441-085 for the applicable emissions report.

The following tasks, including any associated administration, are expected to be completed by the Verification Body.

Tasks to Be Completed for Emission Reporting for Calendar Years 2026-2028

Task Description Deliverable

(1) Prepare and submit the Conflict of Interest (COI) forms to CARB and

Ecology.

Pursuant to MRR Section 95133 and WAC 173-441-

085, the Consultant shall perform a COI assessment for each jurisdiction and prepare and submit COI forms and all other required associated documentation to CARB and Ecology.

The Consultant shall receive the COI approvals from

CARB and Ecology.

The Consultant shall provide City Light with the COI approvals from CARB and Ecology.

COI approvals from CARB and Ecology

(2) Prepare and submit the Notice of Verification

Services (NOVS) forms to CARB and

Ecology.

The Consultant shall prepare and submit the NOVS form to CARB, pursuant to MRR Section 95131(a), and to Ecology, pursuant to WAC 173-441-085.

The Consultant shall provide City Light with confirmation that the forms have been received by

CARB and Ecology.

Confirmation that the

NOVS forms have been submitted to CARB and

Ecology

(3) Prepare draft

Verification Plans.

The Consultant shall prepare and provide City Light with separate draft Verification Plans per MRR

Section 95131(b) and WAC 173-441-085 for review.

The Consultant may request that City Light provide initial data and information required to develop the draft Verification Plans.

Draft Verification Plans

(4) Prepare and provide final

Verification Plans.

The Consultant will revise the draft Verification

Plans per City Light’s comments.

The Consultant will provide City Light with final

Verification Plan as a PDF via email.

Final Verification Plans

(5) Schedule meetings.

The Consultant shall schedule meetings with City

Light per the Verification Plans or as needed via an agreed upon time and location, to discuss the verification process and any information needs.

Scheduled meetings

(6) Perform data analysis and prepare data findings and issues logs.

The Consultant, per the Verification Plans, shall initiate the verification activities.

Per MRR Section 95131(b)(4)-(8) and WAC 173-441-

085, City Light will provide the Consultant with access to requested reports, information, and documents needed to complete the verification effort, including a site visit if deemed necessary. It is expected that this phase of the verification process will take time and will involve discussions through email and conference calls when appropriate.

The Consultant must keep separate logs of data findings and issues identified during the verification process per Section 95131(b)(10)-(11) and WAC

173-441-085. These logs will be provided to City

Light and used to outline and identify correctable errors.

Per MRR Section 95131(b)(9), WAC 173-441-085, and the Verification Plans, the Consultant will allow for City Light to fix all correctable errors identified during the verification process that affect covered emissions or covered product data in the submitted emissions data report.

Data Findings and Issues

Logs

(7) Prepare and deliver final independent

Verification

Reports and

Verification

Statements to City

Light.

The Consultant shall prepare and deliver, in PDF format, detailed, independent Verification Reports and Verification Statements to City Light upon the completion of verification activities for each jurisdiction. The independent Verification Reports and Verification Statements must be prepared in accordance to either MRR Section 95131(c)(1)-(3) or

WAC 173-441-085.

City Light and the Consultant must adhere to MRR

Section 95131(c)(4) and WAC 173-441-085 in the case of any adverse Verification Statements or potential petition.

Final independent

Verification Statements and Verification Reports for each jurisdiction

(8) Submit the independent

Verification

Statements to

CARB and Ecology.

The Consultant shall submit the finalized

Verification Statement to CARB, per MRR Section

95131(c)(3) and to Ecology, per WAC 173-441-085.

The Consultant shall respond to any follow-up questions and administrative requirements required by CARB or Ecology with respect to the verification.

The Consultant shall provide City Light with a confirmation of the independent Verification

Statement submissions to CARB and Ecology.

Confirmation of independent Verification

Statement submissions to CARB and Ecology

TCR Reporting

The Consultant is expected to complete the following tasks and provide the following deliverables for each emission year in order to complete each Milestone. It is expected that the Consultant will complete any additional required tasks associated with TCR’s GVP or other protocols that are not explicitly outlined below but are expected of the third-party verifying body.

In order for the Consultant to complete the tasks associated with verifying each emission year, City Light must assign the Consultant as the verification body in TCR’s CRIS system and lock its inventory for verification. Upon locking the inventory and providing the Consultant with verifier access to the given emission year for verification, City Light will notify the Consultant.

Tasks to Be Completed for Emission Reporting for Calendar Years 2025-2027

Task Description Deliverable

(1) Provide Conflict of Interest documentation to

TCR.

The Consultant shall submit Conflict of Interest

(COI) documentation to TCR per TCR protocols.

The Consultant shall provide City Light with

COI approval from TCR.

(2) Develop a

Verification Plan.

The Consultant shall prepare a Verification Plan per

TCR protocols. The Verification Plan should include the following:

• An outline of the specific activities to be completed during the verification process;

• A timeline/schedule associated with the outline of activities to be conducted as part of the verification effort. The plan must include a schedule of anticipated data/new information requests;

• The plan must include a section about whether a verification site visit is expected or necessary for the given emission year;

and

• The plan should allow for City Light to conduct at least one round of corrective actions to address any misstatements, errors, omissions and misrepresentations identified during the verification process.

The Consultant may request that City Light provide initial data and information required to develop the

Verification Plan.

The Consultant shall provide City Light with the Verification Plan for review in preparation for discussion during the initial Kick-off Meeting.

(3) Coordination of an initial kick-off call/meeting.

The Consultant shall coordinate and schedule an initial meeting with City Light, via conference call, to kick-off the verification process.

The agenda for the kick-off call/meeting should include the following topics at a minimum:

• Brief introduction of the verification team members assigned to work on the verification;

• Overview of inventory scope and expected verification activities per the prepared

Verification Plan;

• Overview of the expected verification schedule/timeline of activities per the prepared Verification Plan; and

• Overview of the expected process for data and information transfers between the

Consultant and City Light.

Any changes to the Verification Plan that were discussed and agreed upon during the kick-off meeting may be implemented.

The Consultant shall complete a kick-off call with City Light to initiate the verification. If changes to the

Verification Plan were agreed upon, the

Consultant shall implement and provide

City Light with an updated version of the plan.

(4) Review GHG data and information.

The Consultant, per the Verification Plan, shall initiate the verification data and review activities.

City Light will provide the Consultant with access to requested reports, information, and documents needed to complete the verification effort, including a verification site visit, if deemed necessary. It is expected that this phase of the verification process will take several weeks and will involve discussions through email and conference calls when appropriate.

Per the Verification Plan, the Consultant should allow for City Light to conduct at least one round of corrective actions to address any misstatements, errors, omissions and misrepresentations identified during the verification process.

The Consultant must retain all records and verification documentation for the minimum time outlined in the GVP and throughout the verification process in order to support the verification statement.

The Consultant shall review the data and documents with a goal to ensure that the GHG assertions are materially correct per TCR

Protocols, and that the data provided can be documented with source material.

(5) Prepare and submit a

Verification Report and Verification

Statement to City

Light.

The Consultant shall produce and submit in PDF format a detailed Verification Report and

Verification Statement to City Light upon the completion of verification activities. The verification report and statement must be prepared in accordance to the GVP.

If necessary, City Light will respond to the

Verification Report and Verification Statement and request any changes needed. The Consultant shall revise the Verification Report and Verification

Statement.

deliver and obtain feedback and approval from City Light on the

Verification Statement and Verification Report.

(6) Coordination of a close-out call/meeting.

The Consultant shall and City Light will schedule an exit meeting, via conference call, to discuss the finalization of the verification process. The goals of this meeting will be to:

• Review the verification activities with City

Light and answer any questions about the verification process;

• Exchange lessons learned;

• Finalize the verification report and verification statement;

• Obtain authorization from City Light to input the verification findings into TCR’s

Climate Registry Information System (CRIS);

and

• Discuss schedules for next year’s verification activities and services, if applicable.

complete a close out call with City Light to finalize the Verification Report and Statement, and to obtain authorization from City Light to input its verification findings into TCR’s CRIS.

(7) Input findings into CRIS and submit independent

Verification

Statement to TCR.

The Consultant must input their findings and indicate City Light’s verification status into TCR’s

CRIS. The Consultant shall respond to any follow-up questions and administrative requirements required by TCR with respect to the verification.

input their findings into the CRIS and submit an independent Verification

Statement to TCR. The

Verification Statement must be accepted by TCR.

Budget and Payment Information

The budget to conduct the verification of the stated inventories is a total fixed price budget. This amount includes costs of labor hours sufficient to conduct a thorough review of reports and include data review and analysis, a Verification Statement, a Verification Report, and completion of all administrative requirements for the verification.

The Consultant is to be paid upon successful completion of the tasks and deliverables summarized in the tables outlined under the Individual Tasks and Deliverables section.

The fixed-price budget to complete the tasks described herein and any associated administration is summarized in the table below:

GHG Reporting Program/Jurisdiction Emission Year Milestone

Due Date

Cost

TCR 2025 8/10/2027 $

California – EPE 2026 8/10/2027 $

California – ACS 2026 8/10/2027 $

Washington – EPE 2026 8/10/2027 $

TCR 2026 8/10/2028 $

California – EPE 2027 8/10/2028 $

California – ACS 2027 8/10/2028 $

Washington – EPE 2027 8/10/2028 $

TCR 2027 8/10/2029 $

California – EPE 2028 8/10/2029 $

California – ACS 2028 8/10/2029 $

Washington – EPE 2028 8/10/2029 $

Total Cost: $

City Light will authorize and make payment of Consultant invoices only after the Consultant has provided City Light with sufficient documentation, in City Light’s sole discretion, that it has received the required accreditations and approvals, as required by CARB, Ecology, and TCR. No payments will be made by City Light to the Consultant for services provided under this Agreement unless and until the Consultant achieves the required accreditations. See more in Terms, Conditions, and Requirements.

Expected Outcome

City Light expects all emission reports to be verified to a reasonable level of assurance and to receive a positive verification finding.

Terms, Conditions, and Requirements

The Consultant shall be qualified and approved as a verification body to perform verification activities for California, Washington, and Oregon.

For California, only CARB-accredited verification bodies may provide verification services to reporting entities.

For Washington, only Ecology-accredited verification bodies may provide verification services to reporting entities. Additional accredited individuals may participate on verification teams as subcontractors to accredited verification bodies. The Consultant must ensure that at least one verification team member is accredited by CARB and Ecology as a transactions specialist in order to provide verification services to City Light.

Per MRR Section 95130(a)(2) and WAC 173-441-085(7), reporting entities shall not use the same verification body or verifier(s) for a period of time of more than six consecutive years. Per the MRR, this includes any verifications conducted for MRR and for the California Climate Action Registry, The Climate Registry, Climate Action Reserve, etc., and applies to verification activities that include the scope of activities or operations under the CARB identification number for the emissions data report.

All services performed by Consultant shall be conducted in accordance with the California’s Regulation for the Mandatory Reporting of Greenhouse Gas Emissions and with Washington’s WAC 173-443, Reporting of Emissions of Greenhouse Gases.

The Consultant shall be qualified and approved or under approval review as a verification body to perform verification activities for TCR’s voluntary reporting program, as outlined in the GVP.

Per TCR’s GVP, the Consultant must be accredited by the American National Standards Institute (ANSI) National Accreditation Board (ANAB) and a TCR-recognized verification body to conduct GHG inventory verification services. TCR will only accept verification statements from ANAB-accredited, TCR-recognized verification bodies.

Failure to achieve this accreditation may result in City Light, in its sole discretion, terminating this Agreement, and Consultant shall forfeit all payments due.

The Consultant must be accredited against the following scopes in order to conduct verification work for City Light – Organizational-level General Scope (e.g. ANSI Group 1), Power Generation Scope (e.g. ANSI Group 3) and Electric Power Transactions Scope (e.g. ANSI Group 4). All services performed by Consultant shall be conducted in accordance with ANSI standards. Sector-specific accreditation on Power Generation and Electric Power Transactions is required in order for verification bodies to verify inventories and power delivery metrics prepared in accordance with TCR’s Electric Power Sector (EPS) Protocol. City Light’s inventory of emissions includes an inventory and power delivery metrics prepared in accordance with TCR’s EPS protocol.

7. Contract Modifications

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

The City has attached its boilerplate contract terms so Proposers can be familiar with the boilerplate and the non-negotiable terms before submitting a proposal. Any questions about the City’s boilerplate should be made in advance of submittal.

If a Consultant seeks to modify the Contract, the Consultant must request that within their Proposal response as taking an “Exception”. The Consultant must provide a revised version that shows their proposed alternative contract language. The City is not obligated to accept such proposed changes. If you request Exceptions that materially change the character of the contract, the City may reject the Consultant’s Proposal as non-responsive. The City cannot modify provisions mandated by Federal, State or City law: Equal Benefits, Audit

(Review of Vendor Records), WMBE and EEO, Confidentiality, and Debarment, or mutual indemnification. Such

Exceptions would be summarily disregarded.

Although the City may open discussions with the highest ranked apparent successful Proposer to align the proposal or contract to best meet City needs, this does not ensure negotiation of modifications proposed by the consultant through the exception process above.

8. Procedures and Requirements

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

8.1. Registration into the City's Procurement Portal

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

8.2. Pre-Submittal Conference

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

8.3. Questions

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

8.4. Changes to the RFP

The City may make changes to this RFP if, in the sole judgment of the City, the change will not compromise the

City’s objectives in this solicitation. Any change to this RFP will be made by formal addendum issued by the City, through the Procurement Portal at https://procurement.opengov.com/portal/seattle and shall become part of this RFP.

8.5. Receiving Addenda and/or Question and Answers

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the

City, through the Procurement Portal. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the

Consultant that any and all addenda was received and incorporated into your response. However, the Project

Manager reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

8.6. Proposal Submittal

Proposals must be received by the City no later than the date and time in the Timeline, except as revised by

Addenda. The submitter has full responsibility to ensure the response is submitted to the City's Procurement

Portal within the deadline. The Procurement Portal will not allow vendors to upload submissions past the deadline.

8.7. Proposer Responsibility to Provide Full Response

It is the Proposer’s responsibility to respond in a manner that does not require interpretation or clarification by the City. The Proposer is to provide all requested materials, forms and information. The Proposer is to ensure the materials submitted properly and accurately reflect the Proposer’s offering. During scoring and evaluation

(prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Proposer but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.

8.8. Prohibited Contacts

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

8.9. License and Business Tax Requirements

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

Seattle Business Licensing and associated taxes

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

B. A “physical nexus” means you have physical presence, such as: a building/facility/employee(s) in

Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).

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

D. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the

Consultant and not charged separately to the City.

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

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

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

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

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

684-8484 to request additional assistance.

J. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the

City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

8.10. State Business Licensing

Before the contract is signed, you must have a State of Washington business license (a “Unified Business

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

8.11. Federal Excise Tax

The City is exempt from Federal Excise Tax.

8.12. No Guaranteed Utilization

The City does not guarantee utilization of any contract(s) awarded through this RFP/RFQ process. The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to issue multiple or partial awards, and/or to order work based on

City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

8.13. Expansion Clause

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

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

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

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

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

8.14. Effective Dates of Offer

Solicitation responses are valid until the City completes award. Should any Proposer object to this condition, the

Proposer must object prior to the Q&A deadline in the Timeline.

8.15. Cost of Preparing Proposals

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

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

8.16. Readability

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

8.17. Changes or Corrections to Proposal Submittal

Prior to the proposal submittal closing date and time established for this RFP, a Consultant may change or correct its proposal by following the Instructions here:

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe. No change to a proposal shall be made after the proposal closing date and time.

8.18. Errors in Proposals

Proposers are responsible for errors and omissions in their proposals. No error or omission shall diminish the

Proposer’s obligations to the City.

8.19. Withdrawal of Proposal

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

8.20. Rejection of Proposals

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

8.21. Incorporation of RFP and Proposal in Contract

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

8.22. Independent Contractor

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

Seattle timesheet, administering employee discipline, and similar supervisory actions.

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

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

8.23. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Proposers provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe employees, and of their dependents and family members. The Consultant Questionnaire requested in the

Submittal instructions includes materials to designate your equal benefits status.

8.24. Insurance Requirements

Any special insurance requirements are provided as an Attachment. If attached, provide proof of insurance and additional insured endorsement policy language to the City before Contract execution. The apparent successful

Proposer must promptly provide proof of insurance to the City upon receipt of the notice of intent to award.

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

8.25. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State

Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of

Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the

City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

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

If you have any questions about disclosure of the records you submit with your bid, contact the Procurement

Contact named in this document.

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

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

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

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by the City (see page

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

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption http://app.leg.wa.gov/rcw/default.aspx?cite=42.56 scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form.

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

If the City receives a public disclosure request for any records you have properly and specifically listed on the

Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the

City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to Purchasing for that record(s), you can then seek an injunction under

RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

Requesting Disclosure of Public Records

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

8.26. Ethics Code

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

http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm. Any questions should be addressed to Seattle

Ethics and Elections Commission at 206-684-8500.

No Gifts and Gratuities.

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

Involvement of Current and Former City Employees.

https://www.seattle.gov/public-records/public-records-request-center https://www.seattle.gov/public-records/public-records-request-center http://www.seattle.gov/ethics/etpub/et_home.htm http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm

The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former

City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

Contract Workers with over 1,000 Hours.

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

No Conflict of Interest.

Consultant (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing,…