REQUEST FOR PROPOSAL

2026-RFP-130

ON-CALL RIGHT-OF-WAY SERVICES FOR PLANNING & PUBLIC

WORKS

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: August 12, 2026

DEADLINE FOR QUESTIONS: August 19, 2026

RESPONSE DEADLINE: August 26, 2026, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026-RFP-130 Title: On-Call Right-of-Way Services for Planning & Public Works https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR PROPOSAL

On-Call Right-of-Way Services for Planning & Public Works

1. Introduction

2. Pierce County's eProcurement System

3. Summary

4. Background

5. Scope of Work

6. Minimum Qualifications

7. Expected Term and Value

8. Definitions

9. ADA

10. General Information for Proposers

11. RFP Coordinator

12. Timeline

13. Procurement Documents and RFP Holder's List

14. Questions and Answers

15. Submission of Proposals

16. Public Records and Proprietary Material

17. Revisions to the RFP

18. Responsiveness

19. Contract and General Terms & Conditions

20. Costs to Prepare Proposal

21. No Obligation to Contract

22. Rejection of Proposals

23. Most Favorable Terms

24. Concern Resolution Process

25. Cooperative Purchasing

26. Title VI Compliance

27. RFP Questionnaire

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

29. Evaluation and Contract Award

30. Evaluation Procedure

31. Proposal Scoring

32. Scoring Process

33. Notification to Proposers

34. Debriefing of Unsuccessful Proposers

35. Protest Procedure

Attachments:

A - Sample Service Agreement

1. Introduction

1.1. Pierce County's eProcurement System

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

1.2. Summary

Pierce County is intending to award one or more contracts to qualified Consultants who are capable of providing right of way acquisition and relocation services on an on-call or as needed basis. The County may award multiple contracts under multiple categories: All Services, All Services EXCEPT Relocation, and Relocation Only. These services will include, but are not limited to, negotiating with property owners to acquire property rights, relocation services, appraisal and appraisal review services in conformance with federal, state, and agency standards. The consultant would be under the direction of a County Right-of-Way Agent or Supervisor.

The County does not guarantee utilization through any resultant contract. Funding for the work will be from a combination of County, State, and Federal sources. All work must comply with Federal Highway

Administration and Washington State Department of Transportation (WSDOT) regulations, including those in the WSDOT “Local Agency Guidelines” (LAG Manual).

The successful firm will negotiate towards a Service Agreement (SA) for these services and will follow all the guidelines listed in Chapter 31 – Using Consultants in the WSDOT Local Agency Guidelines manual. A copy of this manual can be found at: http://www.wsdot.wa.gov./LocalPrograms/LAG/

1.3. Background

Pierce County is located in the South Puget Sound region of the State of Washington. The County is home to more than 900,000 residents and serves as a regional economic, cultural, and environmental hub. The County provides a wide range of public services to residents, businesses, and visitors, including public safety, transportation and infrastructure, environmental stewardship, parks and recreation, human services, land use planning, and administrative support functions.

1.4. Scope of Work

1.4.1. Description of Solicited Services

The Consultant may be utilized for specific County projects, as determined by the County on a written authorization basis. In some cases, the County may elect to assign only specific portions of a project, or in other cases, the entire project, including auxiliary associated work, to the Consultant.

The County may award multiple contracts under multiple categories: All Services, All Services EXCEPT

Relocation, and Relocation Only. The issuance of work assignments to individual consultants under the http://www.wsdot.wa.gov/LocalPrograms/LAG/ same category shall be based solely on what is in the best interest of the County. There is no guarantee of quantity or amount of purchase of services under this agreement.

Each consultant responding to this RFP shall be prepared to provide the following services in accordance with the Uniform Relocation Assistance and Real Property Acquisition Act (The Uniform Act), including, but not limited to:

A. Title Review

1. Review preliminary title commitments provided by the County for standard owner’s coverage, including each listed exception.

2. Review each title or easement coverage exception to determine which exceptions require removal, additional negotiations, or pose obstacles or delays to the acquisition process and make recommendations to the County.

3. Provide the County with a parcel summary memo that lists all ownerships, title exceptions, conflicting easements, or other rights of record and comments or concerns for each parcel.

B. Preparation and Administration

1. Meet with the County to obtain background on the project, contracts, and preferences.

2. Prepare a variety of letters, including but not limited to offer letters and acquisition documents on County standard forms in accordance with statutory requirements.

3. Prepare tracking and status documents, in a form satisfactory to the County (Actual Right of

Way Cost Summary form to be provided by the County). Make verbal bi-weekly reports detailing the following information relative to each site to be acquired:

a. The number of contacts made in the preceding period.

b. The persons who were contacted.

c. Summary of the discussions.

d. The terms that were resolved or agreed to in principal.

e. The terms that are not resolved or agreed to in principal.

f. Recommendations by the Consultant for resolution of remaining issues.

g. Anticipated course of action by the Consultant in attempting to resolve remaining issues.

h. Copies of any documents under discussion in draft or final form.

4. The Consultant shall be available to meet in person with the County to discuss project progress and status.

5. No costs to be incurred for missing diary entries.

6. Charges for up to 2 revisions for document preparation. Additional revisions will not qualify for charges.

7. Only pre-approved personnel per project.

8. Charges are based on work performed not personal title/position.

9. Maintain records in accordance with statutory, regulatory and policy requirements.

10. Prepare parcel files, in a satisfactory format to the County, to include fair offer letters, documents, a standard diary form indicating all contacts with owner(s), and other items necessary for negotiations.

C. Appraisal and Appraisal Review

1. Hire appraiser and review appraiser sub-consultants.

2. Manage preparation of a ROW Funding Estimate by the appraiser; form to be provided by the County.

3. Manage appraisal, appraisal review, and administrative offer summary (AOS) waiver valuation process.

4. Coordinate appraisal, appraisal review, AOS delivery schedule.

5. Review appraisals, appraisal reviews, and AOS in preparation for signature by the County.

D. Acquisitions

1. Present offer in person whenever possible.

2. Negotiate with each property owner and/or their representatives in accordance with statutory and regulatory requirements.

3. Negotiate as necessary with lien holders and easement holders to remove title defects.

4. Maintain a current detailed diary on each parcel in accordance with WSDOT Right of Way

Manual.

5. The acquisition agent will perform "good faith negotiations," as defined by The Uniform Act, and make a sufficient number of contacts with each owner in an effort to secure the needed property rights.

6. Out-of-area owners will be contacted by telephone and by certified mail.

7. Forward all administrative settlements to the County for approval.

8. If negotiations reach an impasse, the consultant shall provide the County with written notification. The filing and cost of condemnation proceedings shall be the responsibility of the County.

9. Draft and delivery the 10-day impasse letter notice, subject to prior County approval.

E. Relocations

1. Review the relocation plan provided by the County, or prepare the relocation plan, in accordance with the Uniform Act and any statutory and regulatory requirements. Identify special needs of displaced persons and problematic relocations; provide suggested resolutions for each. Amend relocation plan as necessary based on further field investigation.

2. Research available replacement properties using all available resources, including local real estate brokers, multiple listing services, local newspapers and publications.

3. Work with the County to determine eligibility, calculate entitlements, and determine statutory options for relocations consistent with the relocation assistance plan and federal and state regulations.

4. Prepare relocation documents using WSDOT's generic relocation forms from the Real Estate

Services website. All notices, entitlements, and other documents must be approved by the

County before presenting to the displaced person.

5. Provide relocation assistance and advisory services, including all notices, assistance with searches for replacement sites, Decent, Safe, and Sanitary inspections, coordination with move planners, assistance with appeal procedures and forms, and managing the relocation process until the displaced person is appropriately relocated.

6. Prepare tracking and status reports in a format satisfactory to the County.

7. Prepare relocation parcel files to include required notices, diaries, moving cost estimates, claim forms, and other items necessary for relocations.

8. Maintain a standard diary form (separate from the acquisition diary) indicating all contacts with displaced persons and other persons involved in the relocation process in accordance with LAG Manual requirements, and other items necessary. Copies of all correspondence and any associated documents and/or maps are to be kept in the files.

9. Prepare and update a relocation schedule that outlines timeframes for various tasks including an estimated vacate date for each parcel.

10. Perform relocation in accordance with The Uniform Act, the WSDOT Right of Way Manual, the WSDOT LAG Manual, and/or any other applicable requirements.

11. For full property acquisitions, conduct a final walkthrough and collect keys from the property owner when payment is made.

F. Closing

1. Prior to sending file for closing, request date down on title report from the designated Title

Company.

2. Obtain required County signatures on deeds and closing documents.

3. Follow established County procedure for closing parcels managed by Consultant.

4. Submit the necessary documents and instructions to the designated Title/Escrow Company.

5. Work with the Title Company to remove unacceptable exceptions and obtain title policies.

6. Review closing statements and obtain County signatures and approvals.

7. The County will perform all closings that do not require escrow, unless advised otherwise.

8. Deliver completed files and diaries in a form satisfactory to the County for necessary state and federal approvals within one month of closing.

G. Certification

1. Assure proper documentation for funding certification.

2. Provide certification advisory review services as necessary. This may include being available to the WSDOT auditor during their file review.

3. Meet with County and/or property owners as needed to discuss and assist in resolving any issues regarding the acquisition/relocation for the project.

4. Provide a closing report/punch list of any outstanding project or relocation claims and issues.

5. Complete WSDOT Parcel or Relocation Review Worksheets for each file.

1.5. Minimum Qualifications

1.5.1. Proposer Eligibility

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

• Registered to do business in Washington State as evidenced by an active Unique Business

Identifier (UBI) number.

• Has a valid federal tax identification number.

1.6. Expected Term and Value

1.6.1. Term

The period of performance for any contract resulting from this procurement is expected to be 12 months from the contract date of execution. Amendments extending the period of performance, if any, shall be at the sole discretion of the County. The County reserves the option to renew contracts for four additional 12-year terms. However, no Contractor will be guaranteed an extension. Decisions whether to extend a contract will be based on Pierce County’s assessment of the Contractor’s performance as evaluated by performance measure data as described in Section 1.3 of this solicitation, as well as any additional performance outcomes or deliverables negotiated in the final contract agreement.

1.6.2. Value

The total value of this procurement is $1,000,000.00. The County anticipates awarding multiple contracts from this procurement. The County reserves the right to make fewer awards or no awards, based on the quality and scope of proposals received, available funding, and identified service needs.

The total funding available under this Request for Proposals (RFP) is limited and may be distributed among multiple providers. Proposers are encouraged to scale their funding requests proportionally to the scope and geographic reach of their proposed services. The County may negotiate budgets and service levels to ensure the most effective use of funds and equitable coverage across providers. The

County reserves the right to adjust award amounts at its sole discretion.

Additional federal, State, or local funds may become available during the contracting cycle and allocated through this solicitation. Funding may only be awarded for the same scope of services as described in this solicitation. It is important to note, any contract awarded as a result of this procurement is contingent upon the availability of funding. If at any time during the term of the contract the funding relied upon for the contract is reduced, modified, or eliminated, or if the funding terms are modified, Pierce County reserves the right to amend the contract as appropriate or to terminate the contract.

1.7. Definitions

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

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

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

• “CFR” means Code of Federal Regulations.

• “Client,” "Participant," "Household," or "Member" means an individual (or individuals) who receives services, or is eligible to receive services, under this procurement.

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

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

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

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

• “RCW” means Revised Code of Washington.

• “WAC” means Washington Administrative Code.

1.8. ADA

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

Coordinator to request an accommodation.

2. General Information for Proposers

2.1. RFP Coordinator

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

Lauren Dase

Procurement and Contract Specialist 2

Email: lauren.dase@piercecountywa.gov

Phone: (253) 798-7501

Department:

Procurement and Contract Services

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

2.2. Timeline

Proposal Release Date: August 12, 2026

Question Submission Deadline: August 19, 2026, 4:00pm

Proposal Submission Deadline: August 26, 2026, 1:00pm

The County reserves the right to revise the above timeline.

2.3. Procurement Documents and RFP Holder's List

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

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

Portal.

2.4. Questions and Answers

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

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

2.5. Submission of Proposals

2.5.1. Deadline

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

2.5.2. Attachments

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

2.5.3. Instructions

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

• Acknowledge all required “confirmations.”

• Provide responsed to all required fields

• Complete all required attachments, including uploading any supplemental documents requested in attachments

2.5.4. Submittal Checklist

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

• Name, local address, email address, and phone number of the firm proposing.

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

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

• The name and resume of each individual assigned to this project and the individual assigned to back up the primary person in his/her absence. Resumes are limited to one side of one page each.

• Your approach to the work outlined under Scope of Work, to include overall qualifications of the firm, resources and commitment to provide timely services, compliance with requirements, innovative offerings, services offered, and any other related, relevant information.

• A complete rate sheet listing job classification required to complete the work outlined in the

RFP.

• References listing customers with contracts for similar services or volume requirements.

• If needed, any additional services or procedures of benefit to the County not specifically required by this Request for Proposal, which the Contractor offers to provide.

• A statement outlining any proposed exceptions to the County’s requirements or requested clarifications to the requirements. Firms should understand, however, that the County is typically unwilling to change the terms of its standard Professional Services Agreement, and a

Firm’s inability to agree to those terms may be a basis for the County instead negotiating with one or more other Firms.

2.5.5. Additional Resources/Helps

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

• Vendor Registration

• Following a Project

• Getting Started with Subscriptions

• How to Submit a Question in OpenGov

• How to Submit a Proposal Response in OpenGov

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

2.5.6. Electronic Submissions Only

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

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

2.5.7. Addenda & Notices

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

2.5.8. No Exceptions for Late Responses

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

2.5.9. County Property

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

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2.6. Public Records and Proprietary Material

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

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

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

2.7. Revisions to the RFP

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

County's eProcurement Portal.

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

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

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

Document, the document issued latest in time shall control.

2.8. Responsiveness

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

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

• Incomplete proposal,

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

• Submission of incorrect, misleading, or false information.

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

2.9. Contract and General Terms & Conditions

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

2.10. Costs to Prepare Proposal

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

2.11. No Obligation to Contract

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

2.12. Rejection of Proposals

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

2.13. Most Favorable Terms

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

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

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

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

2.14. Concern Resolution Process

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

• A claim that the solicitation unnecessarily restricts competition.

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

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

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

All submissions must be in writing and signed by the submitting party or an authorized Agent. The submission must be sent to the AGENCY Procurement Coordinator, or designee, and needs to be received no later than 4:30 PM, local time, Tacoma, WA, per Section 2.2 Timeline, and must clearly articulate the basis for the submission. The Proposer submitting a concern must also include a proposed remedy.

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

The concern resolution process does not include an appeal process.

2.15. Cooperative Purchasing

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

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

2.16. Title VI Compliance

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

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

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

3. RFP Questionnaire

3.1. Administrative, Organization, Threshold Review and Proposal Questions

1. Administrative Questions

1.1. Proposer Confirmation*

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

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

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

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

☐ Please confirm

*Response required

1.2. Ownership and Copyright of Submitted Materials*

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

☐ Please confirm

*Response required

1.3. Supplemental Attachment Confirmation*

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

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

☐ Please confirm

*Response required

1.4. Insurance Requirements*

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

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

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

• Workers Compensation Insurance: As required by Washington State.

• Professional Liability or Errors and Omissions Insurance: If the Contractor provides services such as analysis, consulting, counseling, daycare, legal, medical, nursing, pastoral, medical, or other services that require professional licensing.

• Abuse and Molestation: If the Contractor will be working directly with youth under the age of

18, elderly, disabled or other vulnerable populations.

• Cyber/Privacy and Security Insurance: If the Contractor is doing work that could give the

Contractor access to personal or sensitive information from within the County's network or on the Contractor's personal computer, or lead to breaches of security, leading to a loss of privacy or identity theft.

• Crime/Employee Dishonesty Insurance: If the Contractor is in the custody or control of Pierce

County funds such as cash, credit cards, checks or physical property.

• Other insurance(s) applicable to services being purchased: Such as Excess or Umbrella Liability

Insurance if the contract is in excess of $500,000.

In addition:

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

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

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

☐ Please confirm

1.5. Debarment Certification*

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

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

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

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

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

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

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

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

Social Security Act) or debarred or suspended.

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

☐ Please confirm

*Response required

2. Organization Information

2.1. Authorized Individual*

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

*Response required

2.2. Organization Information*

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

*Response required

2.3. Organization Tax ID Number*

Please provide the Employee Identification Number (EIN).

2.4. Ownership Type*

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

Select all that apply

☐ 1. For Profit

☐ 2. Non Profit

☐ 3. Sole Proprietorship

☐ 4. Corporation/LLC/Partnership

☐ 5. City/County/State

☐ 6. Tribal Organization

*Response required

2.5. Organization Contacts*

Please provide the name, phone, and email for:

• Executive Director/CEO/President

• Financial Manager/CFO

• Contract Manager

*Response required

3. Threshold Review Questions

3.1. Washington State Unified Business Identification (UBI) Number*

Please provide the organization's UBI number.

WARNING: Failure to provide a UBI number may be cause for the application to be disqualified from competition.

*Response required

4. Scored Proposal Questions

4.1. Identify each category of work you would like the County to consider awarding to your firm:*

• Category A: All services

• Category B: All services except relocation

• Category C: Relocation only

*Response required

4.2. Working with Federal and State guidelines applicable to the acquisition of right-of-way for government agencies:*

Provide a list and brief description of up to three (3) projects your firm has completed within the last three (3) years that demonstrate your firm has the required expertise needed for these types of projects. Include the work/services provided on the projects, the number of parcels for each project, and the time it took to complete each project. Provide references for each project that can attest to your firm's ability to provide the required expertise/services needed for this project. Include the name, address, phone number, and primary contact for each reference.

*Response required

4.3. Maintaining Records in accordance with statutory, regulatory, and local agency requirements:*

• Provide a brief description of your firm’s experience maintaining records in accordance with statutory and regulatory agencies.

• Provide a brief description of your firm’s experience maintaining records in accordance with local agency specific requirements.

• Provide three (3) acquisition diaries for parcels your firm has worked on within the last three (3) years.

*Response required

4.4. Research and clearing title to real estate and/or reforming real estate escrow closing:*

• Provide a brief explanation of your firm’s experience researching and clearing title for partial and full acquisitions.

• Provide a brief explanation of your firm’s experience performing real estate escrow closings or experience working with similar escrow companies.

*Response required

4.5. Performing relocation services in accordance with the Uniform Relocation Assistance and Real

Property Acquisition Act:*

• Provide a list and brief description of up to three (3) projects that your firm has completed within the last three (3) years that demonstrate your firm has the required expertise needed for these types of projects. Include the work/services provided on the projects, the number of relocations for each project, and the time it took to complete the relocations. Provide references for each project that can attest to your firm's ability to provide the required expertise/services needed for this project. Include the name, address, phone number, and primary contact for each reference.

• Provide the total number of relocations your firm has worked on under the Uniform Relocation

Assistance and Real Property Acquisition Act within the last five (5) years.

• Provide three (3) relocation diaries for parcels your firm has worked on within the last three (3) years. If your firm has not worked on three (3) relocations during the last three (3) years, please instead provide diaries for the last three (3) relocations your firm has worked on.

4.6. Providing Support to agencies for Project Certification:*

Provide a list and brief description of up to three (3) projects that your firm has completed within the last three (3) years that demonstrate your firm has the required expertise for these types of projects.

Include the work/services provided on the projects, the number of parcels for each project, and the time it took to complete the certification. Provide references for each project that can attest to your firm's ability to provide the required expertise/services needed for this project. Include the name, address, phone number, and primary contact for each reference.

*Response required

4.7. The experience of the firm in hiring and managing appraisal and appraisal review subconsultants.*

• Provide a brief description of your firm’s experience hiring and managing appraisal and appraisal review subconsultants.

• Provide a list of current appraisal and appraisal review firms your firm has current contracts with.

• Provide a list of appraisal and appraisal review firms that are anticipated to be utilized for this contract.

*Response required

4.8. Proposal Upload*

Please upload your proposal materials here.

4. Evaluation and Contract Award

4.1. Evaluation Procedure

An evaluation team will review the bidding documents and evaluate all responses received based upon the criteria listed herein. The County may request clarifications or additional information, if needed. The proposer 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 Contractor most qualified for this pursuit/solicitation and begin the negotiation and award process based on the requirements of this solicitation.

Selected Proposer(s) will be invited to enter into contract negotiations with the County. Should the

County and the selected proposer not reach a mutual agreement, the County will terminate negotiations and move to the next ranked contractor and proceed with negotiations. A Proposer’s inability to agree to the terms of the County’s standard contract may be a basis for the County to terminate negotiations and begin negotiating with one or more other Contractors.

4.2. Proposal Scoring

Points Available - Initial Evaluation:

Point Available - Interview:

Point Available - Executive Review:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Presentation

The information is presented in a clear, logical manner and is well-organized. All required information was provided. Scored for Category

A, B & C

Points Based 5 (5% of Total)

2. Qualifications

How the overall qualifications of the firm and key individuals meet the needs of the County.

Scored for Category A, B & C

Points Based 10 (10% of Total)

3. Capacity and Availability

The vendor has the size, resources and commitment to provide timely services based on the County’s needs. Scored for Category A, B & C

Points Based 5 (5% of Total)

4. Approach to the Work

The vendor’s approach to work, including compliance with requirements, innovative offerings, services offered, and other related matters. Scored for Category A, B & C

Points Based 5 (5% of Total)

5. Past Performance with Work

Provide the County with references from similar agencies. Scored for Category A, B & C

Points Based 5 (5% of Total)

6. Experience

The experience of the firm working with federal and state guidelines applicable to the acquisition of right-of-way for government agencies. Scored for Category A & B

Points Based 20 (20% of Total)

7. Experience

The experience of the firm maintaining records in accordance with statutory, regulatory and local agency requirements. Scored for

Category A, B & C

Points Based 20 (20% of Total)

8. Experience

The experience of the firm researching and clearing title to real estate and/or performing real estate escrow closing. Scored for Category

A & B

Points Based 5 (5% of Total)

9. Experience

The experience of the firm performing relocation services in accordance with the

Uniform Relocation Assistance and Real

Property Acquisition Act. Scored for Category

A & C

Points Based 10 (10% of Total)

10. Experience

The experience of the firm providing support services for Project Certification. Scored for

Category A, B & C

Points Based 5 (5% of Total)

11. Experience

The experience of the firm in hiring and managing appraisal and appraisal review subconsultants. Scored for Category A & B

12. Pricing

Pricing is appropriate and in line with industry standards and the firm's experience. Scored for Category A, B & C

4.3. Scoring Process

Each evaluator will score the Proposals separately. The scores of all the evaluators will be averaged to determine the Proposer’s score.

4.4. Notification to Proposers

The County will notify all proposers of the outcome of their proposal in writing upon completion of the evaluation process.

4.5. Debriefing of Unsuccessful Proposers

Any Proposer, who was not disqualified, who has submitted a proposal and been notified that they were not selected as an ASP may request a debriefing. The request for a debriefing conference must be received by the Procurement Coordinator within 5 days of having been notified that they were not selected.

Discussion at the debriefing conference will be limited to the following:

• Evaluation and scoring of the Proposal.

• Critique of the requesting Proposer’s Proposal based on the comments made by the Application

Evaluation Committee or individual comments made an evaluator; and

• Review of Proposer’s final score in comparison with other final scores without identifying the other firms.

Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or remotely and will be scheduled for a maximum of one (1) hour.

4.6. Protest Procedure

Protests may be made only by Proposers or authorized representative of a Proposer who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Proposer is allowed five (5) business days to file with the

Procurement Coordinator a protest of the award decision. Protests must be received by the

Procurement Coordinator no later than 3:30 PM, local time in Tacoma, Washington on the fifth business day following the debriefing. Protests must be in writing, addressed to the Procurement Coordinator, and submitted by email to PCSHSprocurement@piercecountywa.gov. The protest must state the RFP number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included.

mailto:PCSHSprocurement@piercecountywa.gov

Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers under this procurement.

Only protests stipulating an issue of fact concerning the following subjects shall be considered:

• A matter of bias, discrimination, or conflict of interest on the part of an evaluator.

• Errors in computing the score.

• Non-compliance with procedures described in the procurement document or County policy.

Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) County’s assessment of its own needs or requirements.

Upon receipt of a protest, a protest review will be held by the County. The Finance Department Director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.

In the event a protest may affect the interest of another Proposer who also submitted a proposal, such

Proposer will be given an opportunity to submit its views and any relevant information on the protest to the Procurement Coordinator.

The final determination of the protest shall:

• Find the protest lacking in merit and uphold the County’s action; or

• Find only technical or harmless errors in County’s procurement process and determine County to be in substantial compliance and reject the protest; or

• Find merit in the protest and provide the County options which may include:

o Correct the errors and re-evaluate all proposals, and/or o Reissue the solicitation document and begin a new process, or o Make other findings and determine other courses of action as appropriate.

If a protest is filed, the County will wait to execute the contract until a final determination on the protest is made.