On-Call_Construction_Management_&_Road_Construction_Inspection_Services.pdf

2025-RFQ-112

ON-CALL CONSTRUCTION MANAGEMENT & ROAD

CONSTRUCTION INSPECTION SERVICES

Pierce County

930 Tacoma Avenue S

Tacoma, WA 98402

RELEASE DATE: May 19, 2025

DEADLINE FOR QUESTIONS: May 29, 2025

RESPONSE DEADLINE: June 4, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Qualification #2025-RFQ-112 Title: On-Call Construction Management & Road Construction Inspection Services https://secure.procurenow.com/portal/piercecountywa https://secure.procurenow.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR QUALIFICATION

On-Call Construction Management & Road Construction Inspection

Services

I. Introduction II. Scope of Work

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

VI. Federal Terms & Conditions VII. Vendor Questionnaire

Attachments:

A - Sample Agreement

1. Introduction

1.1. Summary

Pierce County will select a qualified consultant to provide Construction Management and Road

Construction Inspection Services.

The selected consultant will provide field construction inspection services and other tasks as necessary to document and monitor the process of Pierce County Road construction projects. The successful consultant will have working knowledge of the Washington State Department of Transportation

(WSDOT) Standard Specifications for Road, Bridge, and Municipal Construction, and be able to perform complex technical work in the fields of civil engineering, surveying, and inspection.

Funding for the work may be from County, State, or Federal sources or a combination of such sources.

All work in which Federal funds are involved must comply with current Federal Highway Administration

(FHWA) and/or Washington State Department of Transportation (WSDOT) requirements, including those in the WSDOT “Local Agency Guidelines” (LAG Manual).

1.2. 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:

Procurement and Contract Division

Department Head:

Jana Prince

Procurement & Contracts Manager

1.3. Timeline

Release Project Date May 19, 2025

Question Submission Deadline May 29, 2025, 4:00pm

Proposal Submission Deadline June 4, 2025, 4:00pm 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 Services

The selected consultant will provide field construction inspection services and other tasks as necessary to document and monitor the process of Pierce County Road construction projects.

The successful consultant will have working knowledge of Washington State Department of

Transportation (WSDOT) Standard Specifications for Road, Bridge, and Municipal Construction.

In addition, the consultant shall be able to perform complex technical work in the fields of civil engineering, surveying, and inspection. All work performed will be required to meet WSDOT

Standard Specifications.

The following services may include, but are not limited, to the following:

• Conduct on-site inspections.

• Perform the inspection of materials and projects for contract compliance.

• Ensure all reports and documents are completed in a timely manner and contain sufficient information to ensure work is being completed in compliance with the

Contract Documents.

• Prepare daily inspection reports recording the construction contractor’s operations as actually observed by the consultant, including quantities of work completed that day, contractor’s equipment and crews, site conditions, and other pertinent information.

• Observe and report the technical conduct of the daily construction activities including materials and workmanship and monitor for adherence to the Contract

Documents. Advise the County of any non‐conforming work observed.

• Collect, confirm, and calculate delivery tickets for materials delivered to the site.

• Conduct, attend, and prepare minutes for weekly meetings.

• Take digital photographs before, during, and after construction (if applicable).

• Coordinate with the County provided material testing laboratories and material testing.

• Review plans, specifications, or engineering reports for conformance to pre-established

Pierce County Standards.

• Prepare inspector as-built drawings and coordinate with the contractor for project record drawings.

• Tracking project progress.

• Safety observation, identify risk, support mitigation plans, available to respond to emergency situations.

• Advise on dispute and conflict resolution.

• Other tasks as assigned.

3. Submittal Information

2025-RFQ-112, On-Call Construction Management & Road Construction Inspection 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 consultant 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 consultant. Provide similar information concerning each subcontracted firm. Your approach to this type of work and explain how you have the experience, qualifications, size, and resources available to provide the services listed in the scope of work. Please include your knowledge of

WSDOT Standard Specifications for Road, Bridge, and Municipal Construction.

• 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.

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

Request for Qualifications, which the consultant 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.” Consultants should understand, however, that the County is typically unwilling to change the terms of its standard Services Agreement and a consultant’s inability to agree to those standard terms may be a basis for the County to instead negotiate with one or more other consultants.

• Acknowledgement (via the County's eProcurement Portal) of each addendum issued.

• The caption, cause number, Court, Counsel, and general summary of any litigation pending, or judgement rendered within the past three (3) years involving the firm. (if applicable)

• At least three (3) references listing customers with contracts for similar services.

By submitting a proposal, the consultant agrees that all documents, reports, proposals, submittals, working papers, or other materials prepared by the consultant pursuant to this proposal shall become the sole and exclusive property of the County, and the public domain, and not property of the consultant. The consultant 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

BIDDERS 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 bidders 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 Thursday, May 29, 2025. Bidders 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

4:00 pm on Wednesday, June 4, 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 consultant (s) based on consultant and agency staff availability and finalized scope of work.

Estimated Value of Initial Contract: $500,000.00

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 consultant's initial evaluation criteria alone or the consultants determined to be most qualified through the initial evaluation phase. The final determination may also consider reference checks and interviews.

The County intends to select the consultant (s) 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.

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

The County reserves the right to accept or reject any or all submitted proposals, and to waive as informalities any irregularities, and to contract as the best interest of the County may require. The

County also may reject proposals that are non-responsive or that are submitted by non-responsible firms.

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 Personal 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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications in Construction

Management and Road Inspection Services.

Points Based 40

(40% of Total)

2. Project approach, understanding, and ability to meet schedules.

Points Based 40

(40% of Total)

3. Accuracy and completeness of the proposal documents.

Points Based 10

(10% of Total)

4. References. Points Based 10 (10% of Total)

6. Federal Terms & Conditions

6.1. Federal Terms and Conditions

1. Without limitation as otherwise set forth in this Agreement, Subrecipient shall comply with all relevant Catalog of Federal Domestic Assistance (CFDA) Listing Requirements, as amended and supplemented. Specifically, but not by way of limitation, CFDA 21.027 has the following policy requirements:

1.1. 31 CFR Part 35, as amended by the Interim final rule published May 17, 2021, at 26786 FR Vol. 86, No. 93; or otherwise subsequently amended by Final Rule.

1.2. 2 CFR Part 200, including Subparts B through F

1.2.1. Additional Information: The following 2 CFR Policy requirements also apply to this assistance listing: 2 CFR Part 25, Universal Identifier and System for Award Management; 2 CFR Part 170, Reporting

Subaward and Executive Compensation Information; and 2 CFR Part 180, OMB Guidelines to Agencies on

Governmentwide Debarment and Suspension (Non-procurement). The following 2 CFR Policy requirements are excluded from coverage under this assistance listing: For 2 CFR Part 200, Subpart C, the following provisions do not apply to the SLFRF program: 2 CFR § 200.204 (Notices of Funding

Opportunities); 2 CFR § 200.205 (Federal awarding agency review of merit of proposal); 2 CFR § 200.210

(Pre-award costs); and 2 CFR § 200.213 (Reporting a determination that a non-Federal entity is not qualified for a Federal award). For 2 CFR Part 200, Subpart D, the following provisions do not apply to the SLFRF program: 2 CFR § 200.308 (revision of budget or program plan); 2 CFR § 200.309

(modifications to period of performance); CFR § 200.305 (b)(8) and (9) (Federal Payment).

2. Without limitation as otherwise set forth in this Agreement, Subrecipient shall ensure that any procurement involving funds authorized by this Agreement complies with all applicable federal, state, and local laws and regulations, including but not limited to, 2 CFR 200.318 through 200.327, as well as

Appendix II to 2 CFR Part 200 (entitled “Agreement Provisions for Non-Federal Entity Contracts Under

Federal Awards”).

7. Vendor Questionnaire

7.1. Proposer/Bidder Acknowledgement*

As an authorized representative of the proposer, having carefully examined the Request for

Qualifications, propose to furnish services in accordance therewith as set forth in the attached proposal.

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

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

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

☐ Please confirm

*Response required

7.2. Supplemental Attachment Confirmations*

I confirm I have reviewed the content of the following attachments included under this RFQ; Sample

Agreement and acknowledge I understand and agree to these requirements should my organization receive a contract as a result of this proposal.

☐ Please confirm

*Response required

7.3. Upload Proposal*

Be sure to remove any password protections on your documents before uploading.

When uploading documents, file naming maximum is restricted to 20 characters.

*Response required