Lower_Puyallup_River_Floodplain_Mapping_Services.pdf

REQUEST FOR QUALIFICATION

2025-RFQ-213

LOWER PUYALLUP RIVER FLOODPLAIN MAPPING SERVICES

Pierce County

930 Tacoma Avenue S

Tacoma, WA 98402

RELEASE DATE: October 15, 2025

DEADLINE FOR QUESTIONS: October 24, 2025

RESPONSE DEADLINE: October 30, 2025, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR QUALIFICATION

Lower Puyallup River Floodplain Mapping Services

I. Introduction II. Scope of Work

III. Submittal Information IV. RFQ General Terms and Condition V. Evaluation

VI. Vendor Questionnaire VII. Text Area

Attachments:

A - Attachment A_Sample Services Agreement

B - Attachment B_Project Area 2025

Request For Qualification #2025-RFQ-213 Title: Lower Puyallup River Floodplain Mapping Services

1. Introduction

1.1. Summary

Pierce County will select a qualified engineering firm who demonstrates expertise in hydraulic and hydrologic (H&H) modeling and mapping. This project is to map the lower 14 miles of the Puyallup River

(Sumner to Commencement Bay) using the federal mapping standards so that the work can be used to update the Federal Emergency Management Agency (FEMA) Flood Insurance Rate Maps.

1.2. Background

The Lower Puyallup River was identified by FEMA in 2004 as being at great risk of flooding because the levees did not meet federal accreditation standards. The mapped risk never was shown on the FEMA map update do to issues with levee mapping in other states. Recent hydrologic modeling shows the base flood flows to be much greater than the 2004 data, making our unpublished understanding of risk out of date. Because the lower Puyallup valley was "secluded" from the FEMA mapping, this large area will require a physical map revision (PMR).

The selected engineering firm will work in the FEMA standards so that this work can be accepted into the federal data delivery system. The selected firm will need experience with FEMA standards to minimize expenses and delays enroute to final adoption of a map update.

1.3. Contact Information

Ashley Carabelos

Procurement & Contract Specialist

950 Fawcett Ave Suite 100

Tacoma, WA 98402

Email: ashley.carabelos@piercecountywa.gov

Phone: (253) 798-7049

Department:

Planning and Public Works

Department Head:

Planning and Public Works

Director

1.4. Timeline

Release Project Date October 15, 2025

Question Submission Deadline October 24, 2025, 4:00pm

Proposal Submission Deadline October 30, 2025, 1:00pm mailto:ashley.carabelos@piercecountywa.gov tel:(253)798-7049

Proposal Evaluation Approximately three weeks after proposal submission deadline, proposals will be evaluated and interviews may be held if multiple proposers are deemed capable of meeting the requirements.

Estimated Notice of Intention to Negotiate a Contract

Approximately six weeks after proposal submission deadline.

Estimated Date of Contract Execution Approximately eight weeks After proposal submission deadline.

2. Scope of Work

2.1. Scope of Work

The Lower Puyallup River flood risk has not been updated since the late 1970's due to issues complicated with non-accredited levees. This project will assist in producing products that show current flood risks and be incorporated into a future Physical Map Revision (PMR) in partnership with FEMA.

Creating risk map products for FEMA to incorporate into a PMR that will update the Lower Puyallup

River Seclusion Area from Commencement Bay and extend to the downstream end of the middle reach

Conditional Letter of Map Revision at River Mile 14.5 - Ball Creek confluence (See Attachment B, Project

Area 2025).

The selected engineering firm will demonstrate experience in producing PMR and Flood Insurance Rate

Map (FIRM) products in complex settings. Some updated H&H is available to be built off of what was produced for a proposed bridge crossing near Puyallup River Mile 6 at Clarks Creek.

Work tasks include but are not limited to the following:

A. Project Management and Earned Value Data Entry

B. Project Outreach and Communication Plan (POCP)

C. Discovery Data Capture

D. Base Map Data Capture

E. Existing or New Topographic Data Capture and Terrain Data Capture

F. Survey Data Capture

G. Hydrology Data Capture

H. Independent QA/QC: Hydrology Data Capture

I. Hydraulics Data Capture

J. Independent QA/QC: Hydraulics Data Capture

K. Floodplain Mapping Data Capture

L. Draft FIRM Database Capture

Deliverables include but are not limited to the following:

A. Hydrologic Engineering Center - River Analysis Systems (HEC-RAS) Model (2D and 2D/1D hybrid as applicable)

B. Mapping products per FEMA RiskMap Standards

C. Follow current Levee Analysis and Mapping Procedures (LAMP) for reaches with non-accredited levees

3. Submittal Information

2025-RFQ-213, Lower Puyallup River Floodplain Mapping Services

3.1. Submittal Checklist

For proposals to be considered the following must be included in your submittal:

• A letter of interest (cover letter) to include contact information, number of years the firm has been in business under current or previous names or additional assumed business names; and the name and title of the person authorized to execute a contract on behalf of the firm. Provide similar information concerning each subcontracted firm.

• The names and number of years the firm has been in business under current or previous names or additional assumed business names.

• The name and resume of key individual who would be assigned to this project and an individual assigned to back up the key person in their absence, together with similar information for each individual to be provided under any subcontract.

• The name and title of the person authorized to execute a contract on behalf of the firm.

• Any additional services or procedures of benefit to the County not specifically required by this

Request for Qualifications, which the firm offers to provide.

• A statement outlining any proposed exceptions to the County’s requirements or requested clarifications to the requirements, including any exceptions to the terms of the County’s standard Services Agreement, a sample of which is attached hereto as “Attachment A.” Firms should understand, however, that the County is typically unwilling to change the terms of its standard Services Agreement and a firm’s inability to agree to those standard terms may be a basis for the County to instead negotiate with one or more other firms.

• References listing customers with contracts for similar services.

By submitting a proposal, proposer agrees that all documents, reports, proposals, submittals, working papers, or other materials prepared by the firm pursuant to this proposal shall become the sole and exclusive property of the County, and the public domain, and not property of the firm. The firm shall not copyright, or cause to be copyrighted, any portion of said items submitted to the County because of this solicitation.

Only electronic submittal via the County's eProcurement Portal shall be accepted. No hard copies, emails or fax submittals are acceptable.

3.2. Submittal Format

Please use the following as a guideline to format your qualifications:

• Font Size: Please fonts no smaller than 11 points

• Format: In order for Pierce County to adequately compare and evaluate qualification objectively, each response to specific requests and criteria should be clearly labeled.

• Page Count: Maximum qualifications length should not excess 20 pages - NOT including title page, letter of interest (cover letter), table of contents, resumes and required forms.)

These requirements are in addition to any other requirements identified herein.

3.3. Procurement Documents & RFQ's Holder List

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

FOLLOWER'S list in the County's eProcurement Portal. Notifications for bid updates, addendum and other bid information will be sent to all proposers who register on the Pierce County eProcurement

Portal.

3.4. Procurement Questions

All questions must be submitted within the County's eProcurement Portal, under the Questions and

Answer Section not later than 4:00 pm on Friday, October 24, 2025. Proposers must be registered in the eProcurement Portal software in order to submit questions, receive addenda, notifications and ultimately submit a proposal.

Proposals must be received by the Procurement & Contract Services and the Finance Department before

1:00 pm on Thursday, October 30, 2025. The proposer is responsible for submission of proposal before the deadline. The County shall not be responsible for late submittals.

3.5. Expected Term of Resulting Agreement

The initial contract period is anticipated to be for 24 months The County has the option of renewing for an additional three years after initial contract is executed. The actual schedule will be negotiated with the selected firm based on form and agency staff availability and finalized scope of work.

Estimated Value of Initial Contract is $500,000.00, the County reserves to add funding as necessary.

3.6. Evaluation and Award Process

An evaluation team will review the proposals and evaluate all responses received based upon the criteria listed herein. The County may request clarifications or additional information, if needed. A selection may be made based on the firm's initial evaluation criteria alone or the firms determined to be most qualified through the initial evaluation phase may be interviewed and the final determination will also consider reference checks and interviews.

The County intends to select the firm who represents the most qualified team (or teams, as determined by the evaluation team) to Pierce County and begin the negotiation and award process based on the evaluated scores.

The County reserves the right to accept or reject any or all submitted proposals, and to waive any informalities, any irregularities, and to contract in the best interest of the County. The County also may reject proposals that are non-responsive or that are submitted by non-responsible firms.

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

Matters relating to qualifications and experience to meet the County's needs will receive highest priority in evaluation. After a firm is selected, the County expects to negotiate towards a Services Agreement. If negotiations fail for any reason, the County may choose to negotiate with others to obtain an appropriate contract for needed services.

4. RFQ General Terms and Condition

4.1. Pierce County expressly reserves the following rights

A. To waive any and/or all irregularities in the proposals submitted.

B. To reject any or all proposals or portions thereof.

C. To base awards with due regard to quality of services, experience, compliance with specifications, and other such factors as may be necessary in the circumstances.

D. To make the award to any vendor or combination of vendors whose proposal(s), in the opinion of the County, is in the best interest of the County.

Pierce County will not accept late proposals. Pierce County may return unopened any proposal or modification received after the hour and date specified.

4.2. Reimbursement

The County will not reimburse proposers for any costs involved in the preparation and submission of responses to this RFQ or in the preparation for and attendance at subsequent interviews.

4.3. 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 bidders 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 bids 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.

4.4. 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 RFQ, Consultants agree that other public agencies may purchase goods and services under this solicitation 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 solicitation or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such solicitation or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

4.5. Public Records and Proprietary Material

Proposals submitted under this Solicitation will be considered public documents and, with limited exceptions, will become public information and may be reviewed by appointment by anyone requesting to do so following the conclusion of the evaluation, negotiation, and award process. This process is concluded when a signed contract is completed between the Pierce County and the Proposer. If a firm considers any portion of its response to be protected under the law, the vendor shall clearly identify each such portion with words such as “CONFIDENTIAL,” “PROPRIETARY” or “TRADE SECRET” on each page for which the protection is sought. If a request is made for disclosure of such portion, Pierce

County will notify the vendor of the request.

4.6. Contract Compliance For Professional, Technical, Supply or Services

It is the policy of Pierce County to foster an environment that encourages economic growth and diversification, business development and retention, increases competition and reduces unemployment.

In support of that policy, Pierce County reaffirms its commitment to maximize opportunities in public contracting for all contractors including minority and women owned business enterprises.

Proposers are encouraged to utilize qualified, local businesses in Pierce County and Washington State where cost effectiveness is deemed competitive. In addition, Proposers are encouraged to subcontract with firms certified by the Washington State Office of Minority and Women’s Business Enterprises

(MWBE).

A. MWBE DIRECTORY ASSISTANCE

1. A directory of MWBE firms is published quarterly by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE). Copies of the directory are available from the

State OMWBE (360-753-9693) or may be viewed at the Public Works Department, 2702 S

42nd St Suite 201, Tacoma 98409, and the Tacoma Public Library, 1102 Tacoma Avenue

South, Tacoma, 98402. Contact the Contract Compliance Office for additional information at

(253) 798-7250.

B. EQUAL EMPLOYMENT OPPORTUNITY:

1. Upon execution of this contract, the Contractor shall comply with the Equal Employment

Opportunity requirements set forth below. The Contractor shall not violate any of the terms of Chapter 49.60 of the Revised Code of Washington, Title VII of the Civil Rights Act of 1964, or any other applicable federal, state, or local law or regulation regarding nondiscrimination.

2. No person or firm employed by the Contractor shall be subject to retaliation for opposing any practice made unlawful by Title VII of the Civil Rights Act, the Age Discrimination in

Employment Act (29 U.S.C. 621 et seq.), the Equal Pay Act (29 U.S.C. 206(d), the

Rehabilitation Act (29 U.S.C. 791 et seq.), the Americans with Disabilities Act of 1990, or for participating in any stage of administrative or judicial proceedings under those statutes.

3. The Contractor shall take all reasonable steps to ensure that qualified applicants and employees shall have an equal opportunity to compete for advertised or in-house positions for employment. Applicants and employees shall be treated fairly without regard to race, color, religion, sex, age, disability, or national origin. Equitable treatment shall include, but not be limited to employment, upgrading or promotion, rates of pay increases or other forms of compensation, and selection for training or enrollment in apprenticeship programs.

5. Evaluation

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and success with producing FEMA mapping products whether a FIRM, PMR, or

CLORM/LOMR.

FEMA has very proscriptive requirements to update a Flood Insurance Rate Map (FIRM), through a Physical Map Revision (PMR), a

Letter of Map Revision (LOMR), or Conditional

LOMR. Weight will be given to experience with the more complex FIRM update including multiple panels, removal of secluded areas, and work that includes urban areas.

Points Based 30 (30% of Total)

2. Experience with HEC-RAS modeling on major rivers (peak discharge greater than 20kcfs) using 2D and 2D/1D hybrid methods.

Modeling is expected to use a current version of HEC-RAS. Weight will be given to experience shown on complex river systems similar to the lower Puyallup River where complexities include a confluence with a major river (the

White River) that has a flood control dam, a tide influenced tailwater, non-accredited levees, and a large sediment transport budget.

Points Based 25 (25% of Total)

3. Experience and successes with the FEMA

Levee Analysis and Mapping Process (LAMP).

LAMP is another proscriptive FEMA process for evaluating non-accredited levees. Weight will be given to experience with multiple reach levees, levees with various levels of integrity where a natural valley approach might not be universally applied, working with multiple stakeholders including jurisdictions, tribal and

U.S. Army Corps of Engineers (USACE).

Points Based 15 (15% of Total)

4. Experience in defining a FEMA floodway in a multi-jurisdictional floodplain.

A FEMA defined floodway has mapping options that require coordination with local jurisdictions. Weight will be given to experience with defining the FEMA floodway that covers multiple jurisdictions and has complexities such as where the overflow does not return to the main stem of the river.

Points Based 15 (15% of Total)

5. Staff experience and availability for a long-term mapping project.

Projects of this scale require experience and can take years to complete. Weight will be given for demonstrated capacity, retention, and institutional stability.

Points Based 10 (10% of Total)

6. References

References either submitted or known to the

County.

Points Based 5 (5% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews (if applicable)

Pierce County may interview the top ranked firms from the evaluation list. If interviews are conducted, rankings of the firms shall be determined by Pierce County using the combined results of interviews and proposal submittals.

Pass / Fail 100 (100% of Total)

6. Vendor Questionnaire

1. Proposal * Upload Proposal

*Response required

2. The proposal describes the firms experience with HEC-RAS modeling on major rivers using 2D and 2D/1D hybrid methods.* ☐ Yes

☐ No

*Response required

3. The proposal describes the firms experience and success with producing FEMA mapping products whether a Conditional Letter of Map Revision or Letter of Map Revision (CLOMR/LOMR) or PMR.* ☐ Yes

☐ No

*Response required

4. The proposal describes the firms experience and success with the FEMA

LAMP.*

☐ Yes

☐ No

*Response required

5. The proposal describes any previous H&H work within Pierce County.* ☐ Yes

☐ No

*Response required

6. The proposal describes any previous contracting work with Pierce County.* ☐ Yes

☐ No

*Response required

7. The proposal describes staff experience and availability for a long-term mapping project.* ☐ Yes

☐ No

*Response required

8. Text Area

DEFINITIONS OF SUPPLEMENTARY CONDITIONS:

Work Order – May also be referred to as a Purchase Order. This is the document that memorializes agreement between the Contractor and the County, in accordance with the terms of the On-Call

Contract. Work Orders are executed for defined work under the On-Call Contract.

Contract Owner - Pierce County staff member responsible for managing the On-Call Contract and executing all Work Orders.

Project Manager - Also be referred to as a Construction Project Manager or other approved County

Representative. Pierce County staff member responsible for managing a specific Work Order.

Contractor Representative – The Contractor staff member(s) responsible for fulfilling contract obligations, and also delegated the authority to provide signature approval for Work Orders under the

On-Call Contract.

WORK ORDER PROPOSALS

The Project Manager will request Contractor to provide a fee proposal for a scope of work requested by the County.

The County will not pay for time or materials associated with development of fee proposals, unless such costs are approved by the Project Manager and Contract Owner in advance.

Work Order proposals shall be signed and submitted by the Contractor Representative to the County’s

Project Manager in writing. Proposals should include a reference to the on-call contract number.

Proposals shall include one of the following, as requested by the Project Manager:

A. Lump Sum Proposal

i. Description of Work Order scope and deliverables, including all inclusions and exclusions to the scope.

ii. If requested by the County’s Project Manager, the Contractor shall also provide estimated hours by personnel title that forms the basis of fee.

iii. Total dollar amount.

OR

B. Time and Materials Proposal

i. Description of Work Order scope and deliverables.

ii. Contractor’s Personnel Titles and Rates as negotiated.

iii. Hours per person per task.

iv. Sub-tier Contractor scope and deliverables (when applicable).

v. Anticipated reimbursable costs.

vi. Total proposal with Not to Exceed dollar amount.

WORK ORDER EXECUTION

Executed Work Orders will be issued by the Contract Owner to the Contractor.

WORK ORDER REVISION

Revisions include when the Contractor becomes aware of the potential to exceed the executed amount or when changes are requested by the Project Manager.

Contractor shall provide a revised proposal detailing all revisions. Contractor shall not proceed with changed work until a revised Work Order is executed by the Contract Owner.

PAYMENT SCHEDULE

Each Work Order shall be invoiced separately. Contractor shall submit detailed invoices showing the following:

A. Invoice Number, Contract number, Title, Work Order Number and Title.

B. Summary page with a brief description of work completed during the invoice period, deliverables provided during the invoice period, and forthcoming milestones / deliverables.

C. Current Amount Due:

i. Lump Sum Work Orders: Percentage of work complete, percentage of completed work billed.

ii. Time and Materials Work Orders: titles, hours, hourly rates, and all expenses itemized, with backup, in accordance with the contract.

D. Total amount of the Work Order, and balance of Work Order amount.

E. Indicate “Final Invoice” when invoice is the final billing for that Work Order.

WORK ORDER CLOSURE

When the work has been completed and final invoice processed by the County, the Contract Owner will issue a Work Order Completion Notification to the Contractor Representative.