Native_Salmonid_Conservation_Facility_(NSCF)_Westslope_Cutthroat_Trout_(WCT)_Spawning_Matrix_and_Database_Support_Project_(Addendum_#4_Revision).pdf

REQUEST FOR PROPOSAL # RFP #SCL-767083640

Consultant Contract

Project Title: Native Salmonid Conservation Facility (NSCF) Westslope Cutthroat Trout (WCT)

Spawning Matrix and Database Support Project

Table 1: Solicitation Schedule

Solicitation Release August 28, 2026

Pre-Submittal Conference (Non-Mandatory) September 11, 2026, 2:00pm

Agenda

MS Teams Meeting (Virtual)

Deadline for Questions September 18, 2026, 4:00pm

Response Submission Deadline September 28, 2026, 4:00pm

Estimated Dates of Interviews (if

Conducted)

November 9 - 10, 2026

Announcement of Successful Proposer(s) November 24, 2026

The City reserves the right to modify this.

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

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/290428 https://government-project.s3.amazonaws.com/290428/93ad554d-8a2d-4be8-8e61-608471f59abb_Pre-Submittal_Meeting_Agenda.docx

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 (Attachment A)

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 - Insurance Transmittal Form

B - Attachment A - Minimum Qualifications

C - Attachment B - WMBE Inclusion Plan

D - Attachment C - Approach to Scope of Work-Anonymous

E - Attachment D - Narrative of Related Experience

F - Attachment E - Resume of Key Project Team & Org Chart

G - Attachment F - Cost & Rates

H - City_Consultant_Contract_Boilerplate

I - Consultant_Questionnaire

J - Attachment D - Narrative of Related Experience-Revision #1

K - Attachment F - Cost & Rates-Rev1

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 Monday, September 28, 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

Seattle City Light (SCL) has created a database and Spawning Matrix tool to assist in management of fisheries and conservation aquaculture operations at the newly constructed Native Salmonid Conservation Facility

(NSCF) in fulfillment of the Boundary Dam FERC licensing requirements. The database employs genetic data analyzed by the Washington Department of Fish and Wildlife’s Molecular Genetics Lab (WDFW/MGL) from samples of wild Westslope Cutthroat Trout (WCT) ‘salvaged’ from Pend Oreille watershed streams. The database also employs data uploaded from the PTAGIS data management system to track every individual fish on site at Seattle City Light’s NSCF. The database employs a Spawning Matrix tool that allows users to screen each individual fish for relatedness (Rxy) and avoid full-sibling pairings during spawning activities. The facility initiated ‘pilot’ operations in the summer of 2024, and successfully implemented the first spawning activities during Spring of 2025, and is now ready to undertake full-scale operations. The database will be a central tool to help manage basic fisheries parameters (e.g. length, weight, condition factor, species, sex, population, etc.)

and link those data with genetic samples and to a PIT tag code, to allow for screening of all fish coming into the hatchery for hybridization and relatedness. Thus, the database ties the genetics and PIT tag data together along with general fisheries data, allowing NSCF biologists to screen for hybrids, create conservation mating spawning matrices, avoid full-sibling mating, and allow for parent-based tag (PBT) monitoring of subsequent offspring releases. Currently the database is limited to monitoring ‘salvaged’ WCT stocks arriving on station and through the spawning season.

This project will maintain, support and host the current functions of the database, work with SCL project manager, SCL fisheries biologists, and NSCF staff to develop and expand database tools and functionality to improve current performance of the Spawning Matrix tool, enhance monitoring and tracking of spawned progeny by family group, and monitor growth and survival of offspring through key life stages while at the hatchery. These life stages include fertilization to eye-up, eye-up to emergence, swim-up/ponding survival, and subsequent growth and survival upon initiation of exogenous feeding. SCL biologists and NSCF staff will also use the database to help track post-release survival and support in-situ monitoring activities of WCT reintroduced into rehabilitated stream reaches within the Pend Oreille watershed. The database will also be used to support parent-based tagging (PBT) and genetic diversity indices to link genetic data of naturally reproduced offspring to their parents. Having a database to keep this information organized and accessible is a critical element to NSCF monitoring success. The consultant will play a critical role in assisting SCL staff with data management systems development, environmental performance evaluation, and environmental reporting.

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

3. Performance Schedule

This will be a multi-year contract anticipated to operate through December 2030. Under this RFP, we are seeking Consultant services as described in the Scope of Work (SOW) in Section 5 below. This project is expected to be front-loaded with initial two years being the busiest by tackling the development of new data management tools and upgrades to existing platform. The subsequent years (years 3 and 4) will be budgeted in the future but are expected to be less intensive and more along the lines of ongoing support and troubleshooting. Years 1 and 2 will be contracted initially under this contract. The total estimated budget is

$421,960.00.

The budget for Year 1 and Year 2 is $310,980.00. Years 3 through 4 shall be negotiated between City Light and the Consultant and released via executed amendments. A specific project schedule for Years 1 and 2 and a general project schedule for Years 3 and 4 will be developed during contract clarifications between SCL and the selected Consultant. Modifications to the schedule may occur in consultation with SCL during Year 1. Any departure in the schedule and/or plan must be approved by City Light.

4. Solicitation Objectives

City Light is soliciting proposals and qualifications from consultants to work in collaboration with City Light staff to assist in data management system support and development of fisheries and conservation aquaculture operations at the newly constructed Native Salmonid Conservation Facility (NSCF) in fulfillment of the

Boundary Dam FERC licensing requirements. Services will include ongoing support, maintenance, and development of SCL’s existing database and Spawning Matrix tool employed at the NSCF.

City Light is especially interested in a Consultant team that can identify opportunities for innovation or increased efficiency or functionality in the database design. The Consultant should also demonstrate their ability to optimize project financial conditions by balancing development costs and operational costs, and maximizing operational reliability, operational efficiency, and database maintainability.

City Light is interested in a Consultant team that can identify clear and efficient project sequencing for new tool development that minimizes adverse impacts on existing spawning and aquaculture workflow and maintains operational flexibility. Database support and development of new tools should conform to industry security standards and all applicable licensing and certificates. City Light is interested in a Consultant that can identify comprehensive training and maintenance of data for the project.

City Light may at its discretion, and subject to continuing appropriation authority by the Seattle City Council, amend the contract at any time for scope, time and funding, or may terminate subject to the contract provisions. The contract will be maintained by City Light and City Light staff will partner in all phases of the

SOW.

5. Minimum Qualifications (Attachment A)

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

• The project team must demonstrate five (5) years of experience in data management system development supporting threatened and endangered salmonid management, conservation, and recovery actions in the Pacific Northwest.

• The project team must demonstrate five (5) years of experience in developing (design, deploy, maintain) on-line or web-based data services applications that allow coordination of natural resource research (e.g. environmental performance evaluation, environmental reporting, etc.).

• The project team must demonstrate one (1) year of experience in data management system and online platform development that can support conservation aquaculture operations and workflows.

• The project team must demonstrate five (5) years of experience building open-source applications.

6. Scope of Work

6.1. Scope of Work

The Consultant selected from this RFP process will provide the services listed below. It is preferred that the

Consultant has a regional presence and experience; however, it is not mandatory. For Years 1 and 2, SCL assumes up to three (3) on-site meetings will be required of consultant staff at the NSCF site in Usk, Washington. For Years 3 and 4, SCL assumes one (1) on-site meeting per year.

Task 1. Database maintenance

Consultant team will work with SCL project manager, NSCF hatchery staff, and SCL fisheries biologists to provide ongoing database maintenance and support. This will include maintaining the existing database functionality, updating existing tools where necessary, debugging functionality issues, supporting the uploading of future datasets, and leading periodic data QA/QC processes. In addition, this task will include all database maintenance activities related to background software updates and security. This task will also require the Consultant team to coordinate the hosting and server support for the NSCF data management website and maintain continuity of access, maintenance of data back-ups, and maintenance of website security including licensing and certificates. The Consultant team shall also perform routine and general maintenance on the site throughout the contract period.

Deliverables

Improvements will be incorporated as soon as they are developed and will continue throughout the contract period.

TASK 2. Spawning Matrix and Database development

The Consultant team shall work with SCL staff to add data-related features to the existing platform(s) (e.g.

WCT Spawning Matrix and NSCF WCT Database) to manage post-spawning data for WCT at NSCF. The consultant team will also work with SCL biologists and NSCF staff to develop tools to manage potential additional stocks of WCT in the future, and as the project and genetic management matures. For example, it is important that NSCF staff know when a fish has already been spawned within a year, so they can ensure that fish are not re-spawned in the same year but are also able to be spawned again in subsequent years, but not with identical pairings. It is also important to ensure software stability and forward compatibility with newly developed tools with the current tools. The Consultant team shall work collaboratively with NSCF staff to solicit feedback that improves the existing platform’s features, including improving the clarity of data and exports, expanding access to data management, and standardizing acronyms and terminology across the site.

Deliverables

The tools to manage post-spawning data shall be incorporated as soon as they are developed. New tools will be incorporated as they are developed, tested, and deployed.

TASK 3. Design and add features to support monitoring of offspring

The Consultant team shall work with SCL biologists and NSCF staff to develop the data requirements and additional features in the existing software that allows incorporation of future demographic (abundance, density, distribution, growth, and survival) and genetic analysis datasets. The database will add features that allow tracking track key genetic monitoring elements (e.g. expected heterozygosity (He), effective population size (Ne), Allelic Richness (AR), and parentage (PBT) of outplanted and naturally reproduced WCT in their natal streams. The database must be compatible with the genetic software that generates the data provided by other partners (e.g. WDFW’s MGL, PITAGIS).

Deliverables

The data requirements and designs for managing key genetic and demographic monitoring parameters (as above) shall be documented in a PDF. The features will be incorporated as they are developed, tested and deployed.

TASK 4. Develop data analysis tools for downloaded datasets.

The Consultant team will work with SCL PM, NSCF staff, and SCL fisheries biologists to develop tools to assist with data analysis, performance evaluation, data reporting, and data sharing with partner agencies. The consultant will work with SCL and NSCF staff to identify the appropriate platforms and tools to be developed, which could include online dashboards, MS Excel (e.g. Visual Basic) or freeware such as R-Studio. These tools will assist in populating annual reports and populating graphical representation of key data metrics for performance evaluation and summaries.

Deliverables

Tools will be provided as they are developed.

TASK 5. Develop training and operational support tools for SCL staff

The Consultant team will work with SCL PM, NSCF staff, and SCL fisheries biologists to develop training opportunities and ensure that all primary users of the database and Spawning Matrix tool are able to successfully navigate the database, upload/download datasets, make use of the Spawning Matrix tool, employ data analysis and reporting tools developed by the Consultant team.

Deliverables

SOP for database navigation and operations and instructions for use of database analysis tools in PDF format.

Training sessions will be scheduled as needed when Consultant team member(s) are on-site with NSCF staff.

7. Contract Modifications

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

Consultants submit proposals understanding all Contract terms and conditions are mandatory. Response submittal is agreement to the Contract without exception. The City reserves the right to negotiate changes to submitted proposals and to change the City's otherwise mandatory Contract form during negotiations. If the

Consultant is awarded a contract and refuses to sign the attached Contract form, the City may reject the

Consultant from this and future solicitations for the same work. Under no circumstances shall Consultant submit its own boilerplate of terms and conditions.

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

8.4. Changes to the 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 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.

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

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.

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 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. Women and Minority Subcontracting

The Mayor’s Executive Order and City ordinance require the maximum practicable opportunity for successful participation of minority and women-owned subcontracts. All proposers must agree to SMC Chapter 20.42, and https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe seek meaningful subconsultant opportunities with WMBE firms. At a certain threshold, the City requires a plan for including minority- and women-owned firms, which becomes a material part of the contract. The Plan must be responsive in the opinion of the City, which means a meaningful and successful search and commitments to include WMBE firms for subcontracting work. The City reserves the right to improve the Plan with the winning

Consultant before contract execution. Consultants should use selection methods and strategies sufficiently effective for successful WMBE participation. At City request, Consultants must furnish evidence such as copies of agreements with WMBE subconsultants either before contract execution or during contract performance.

The winning Consultant must request written approval for changes to the Inclusion Plan once it is agreed upon.

This includes changes to goals, subconsultant awards and efforts.

WMBE firms need not be state certified to meet the City's WMBE definition. The City defines WMBE firms as at least 51% (percent) owned by women and/or minority. To be recognized as a WMBE, register in the City’s

Procurement Portal. Federally funded transportation projects require a Disadvantaged Business Enterprises

(DBE) program; for that program, firms must be certified by the Washington State Office of Minority and Women

Business Enterprises (OMWBE).

8.25. 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.

8.26. 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) https://omwbe.wa.gov/certification https://omwbe.wa.gov/certification http://app.leg.wa.gov/rcw/default.aspx?cite=42.56

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 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.

8.27. 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.

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

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.

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

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

Contract Workers with over 1,000 Hours.

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

No Conflict of Interest.

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

Campaign Contributions (Initiative Measure No. 122)

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

8.28. Background Checks and Immigrant Status

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

8.29. Use of Hyperlinks and URLs in Submittals

Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements. The City is not http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL. Information and documentation requested for the evaluation process must be submitted in the format indicated in the solicitation instructions.

8.30. Cost and Pricing

Provide a fully-loaded hourly rate, including a breakdown of the total number of hours to complete the Work and a firm fixed price based on the Scope of Work and deliverables provided in the solicitation. Costs shall include all direct, indirect and overhead expenses, including travel and lodging expenses and any other allowable reimbursable costs incurred by the Consultant to perform the Work.

Do not include contingency or assumptions in your cost proposal. Instead, you may include a separate breakdown for out-of-scope costs, including scope of work, hours and any assumptions for the City to consider in your proposal.

The City may request additional clarification or a breakdown of the hours and costs with the top-ranking proposers.

9. Selection Process

9.1. Initial Screening

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

9.2. Evaluation Committee

Proposals shall be evaluated using the evaluation criteria in the Proposal Evaluation Section. The Evaluation

Committee is expected to contain approximately 3 to 7 City employees with knowledge of this project. There will be representatives from the Environmental Management & Compliance unit.

City Light may also have non-evaluation committee members attend the Interviews as ‘observers’. Observers will not directly score any of the Contractors, but may provide general feedback, comments, and observations to the Evaluation Committee for their consideration.

9.3. Scoring

Proposals shall be evaluated using the evaluation criteria in the Proposal Evaluation Section.

Proposal Forms will be scored based on the numerical entries for each proposal evaluation section.

Interviews will be scored on the scale defined below:

Score Definition

10 = The Proposal Form or Presentation/Interview is excellent and clearly exceeds expectations

7 = The Proposal Form or Presentation/Interview is very good and fully meets the expectations

5 = The Proposal Form or Presentation/Interview is good yet has room for improvement

3 = The Proposal Form or Presentation/Interview is marginal and is below expectations

0 = The Proposal Form or Presentation/Interview is poor and clearly does not meet expectations

9.4. Proposal Evaluation

Proposals shall be evaluated using the evaluation criteria in the Proposal Evaluation Section.

9.5. Interviews

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

Consultants invited to interview are to bring the assigned key person(s) named by the Consultant in the

Proposal, and may bring other key personnel named in the Proposal. The Consultant shall not bring individuals who do not work for the Consultant or are not on the project team without advance authorization by the

Procurement Contact. If interviews are conducted, they will be worth the points listed in the Proposal Evaluation section.

9.6. References

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

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

9.7. Selection

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

9.8. Contract Negotiations

The City may negotiate elements of the proposal as required to best meet the needs of the City, with the apparent successful Proposer. The City may negotiate any aspect of the proposal or the solicitation. The City does not intend to negotiate the base contract, which has been attached (See Attachments).

9.9. Right to Award to next ranked Consultant

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

9.10. Pre-Contract Clarification Phase

OVERVIEW OF PRE-CONTRACT CLARIFICATION PHASE

The Pre-Contract Clarification will occur before contract signature solely with the top-ranked Contractor.

The intent is to allow the top-ranked Consultant an opportunity to clarify their proposal and plan the project approach in greater detail.

DURATION OF THE PRE-CONTRACT CLARIFICATION PHASE

Pre-Contract Clarification runs concurrently with typical contract review and negotiation activities. Pre-

Contract Clarification is scheduled for approximately 3 to 6 weeks in duration. However, City Light is prepared to take longer if the project team determines it is in the best interest of the project. Typically, Pre-Contract

Clarification is structured via the following meeting format:

Kickoff Meeting

Contractor leads a Kickoff Meeting, which is typically 2-3 hours long and consists of the following agenda:

• Description of Contractor’s project approach

• High level project schedule

• Address any major concerns provided by City Light

• Identify and address any major deal breakers

• Identify major assumptions, unknowns & clarifications

• Identify major risk items

• Propose a schedule of pertinent topics for subsequent Independent Meetings

Independent Meetings

Additional independent meetings will be scheduled with various project team members for the top-ranked

Contractor to gather additional information and have discussions regarding project details and delivery. This effort typically consists of several meetings that range from 1 to 2 hours each. Emails and phone calls are expected to occur between the meetings as needed.

Summary Meeting

The top-ranked Contractor lead the Summary Meeting, which is typically 1-2 hours long. The purpose is to review the Clarification Document and ensure project team stakeholders are in agreement.

DURATION OF THE PRE-CONTRACT CLARIFICATION PHASE

The top-ranked Contractor will be required to prepare a Clarification Document. The format of the

Clarification Document is typically a MS Word document with the following sections, made up of short paragraphs and bullet points. The Clarification Document will contain (at a minimum) the following deliverables:

Clarify the Fee Proposal

• Clarify cost proposal and invoicing protocols.

• Provide a detailed cost breakdown (major areas, phases, components, etc.)

• Clarify any ‘big-ticket’ items

• Ensure the cost is inclusive of all scope requirements

• Clarify any scope alternative options

Create a Schedule of Requested Owner Activities and Resources

• Through the process of meeting with City Light and consultant during Clarification, the Contractor will prepare a list of the major activities, decisions, and/or resources from City Light, and other project stakeholders.

• Include due dates that City Light -provided items are needed

• City Light will identify the specific individuals within City Light organization who are responsible for

(and agreed to) the items.

Create a Project Milestone Schedule

• Through the process of meeting with the owner and consultant during Clarification, the Contractor will prepare a construction schedule that lists the major activities, phases, key milestones, and/or resources needed from City Light.

Align Expectations

• Provide a list of proposal assumptions

• Identify any potential ‘deal breakers’

• Identify what is included and excluded in the proposal scope

• Review any unique technical requirements with City Light

• Revisit the site to do any additional investigating

Provide Supporting Documentation

• Acceptance of contract terms and conditions

• Provide a detailed execution methodology, including the specific means and methods that will be used

• Provide a staffing / resource plan

Clarify questions and concerns identified by City Light

Negotiation & Contract Alignment

City Light reserves the right to negotiate with the top-ranked Contractor during the Clarification Period. This may include, but is not limited to, modifying the scope of the service (time, cost, quality, expectations, etc.) Any negotiations will not constitute a legally binding offer to enter into a contract on the part of City

Light or the Contractor. In parallel with Pre-Contract Clarification, Contractor and City Light (along with their respective legal teams) will concurrently advance the traditional contracting efforts. This includes reviews of the contract, insurance, bonding, and other financial documentation necessary to reach a contractual agreement.

Notification of Intent to Contract

No action of City Light other than a written notice from City Light to the Contractor, advising acceptance of the proposal and City Light’s intent to enter into an Agreement, shall constitute acceptance of the proposal.

Failure to Enter into an Agreement

At any time during the Clarification Period, if City Light is not satisfied with the progress being made by the invited Contractor, City Light may terminate the Pre-Contract Clarification Period activities and then commence or resume a new Clarification Period with the next highest rated Contractor.