OUTREACH_–_Homeless_Services_(Addendum_#1_Revision).pdf

26-001-Homeless-Outreach

OUTREACH – HOMELESS SERVICES

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: July 8, 2026

DEADLINE FOR QUESTIONS: July 22, 2026

RESPONSE DEADLINE: August 5, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Pierce County

REQUEST FOR PROPOSAL

OUTREACH – Homeless Services

1. Introduction

1.1. Pierce County's eProcurement System

1.2. Summary

1.3. Background

1.4. Objective/Scope of Work

1.5. Minimum Qualifications

1.6. Expected Term, Value, Funding Source of Resulting Contract, and Contract Expectations

1.7. Definitions

1.8. ADA

2. General Information for Proposers

2.1. RFP Coordinator

2.2. Timeline

2.3. Procurement Documents and RFP Holder's List

2.4. Questions and Answers

2.5. Pre-Proposal Meeting

2.6. Submission of Proposals

2.7. Public Records and Proprietary Material

2.8. Revisions to the RFP

2.9. Responsiveness

2.10. Contract and General Terms & Conditions

2.11. Costs to Prepare Proposal

2.12. No Obligation to Contract

2.13. Rejection of Proposals

2.14. Most Favorable Terms

Request For Proposal #26-001-Homeless-Outreach Title: OUTREACH – Homeless Services

2.15. Concern Resolution Process

2.16. Cooperative Purchasing

2.17. Title VI Compliance

3. RFP Questionnaire

3.1. Administrative, Organization, Threshold Review and Proposal Questions

4. Evaluation and Contract Award

4.1. Evaluation Procedure

4.2. Proposal Scoring

4.3. Scoring Process

4.4. Funding Awards

4.5. Notification to Proposers

4.6. Debriefing of Unsuccessful Proposers

4.7. Protest Procedure

Attachments:

A - Budget Worksheet_v2

B - SAMPLE: Client Services Agreement

C - Homeless Outreach Regions

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 (hereafter referred to as “the County”), in alignment with the Pierce County

Comprehensive Plan to End Homelessness (CPEH), has made approximately $1,679,000 available to support regionalized outreach services for homeless households throughout Pierce County using a

Geographic Information System (GIS)-informed approach. These funds are intended to support an integrated housing crisis response system (HCRS) that rapidly responds to the immediate needs of households experiencing homelessness in accordance with U.S. Department of Housing and Urban

Development (HUD) guidance.

Separate solicitations will be released for Permanent Supportive Housing, Rapid Rehousing, Transitional

Housing, Emergency Overnight Shelter, Safe Parking, and Day Center.

1.3. Background

In March 2026, Pierce County updated the Comprehensive Plan to End Homelessness (CPEH), which aims to document the scale of the need and design a system to end homelessness in Pierce County. The

CPEH is designed to achieve “functional zero” – a state where any person starting a new episode of homelessness has immediate access to shelter and a permanent housing intervention. The CPEH outlines the following eight goals:

1. Promote a comprehensive, accountable and transparent homeless crisis response system.

2. Prioritize assistance based on the greatest barriers to housing stability and the greatest risk of harm and ensure interventions are effective for all populations.

3. Prevent homeless episodes whenever possible.

4. Ensure adjacent systems address needs of people experiencing homelessness or at risk of homelessness.

5. Meet the immediate needs of people experiencing homelessness.

6. Expand the permanent housing system to meet the need.

7. Strengthen the homeless provider workforce.

8. Seek to house everyone in a stable setting that meets their needs.

This effort is in direct support of the CPEH goal 5.

1.4. Objective/Scope of Work

1.4.1. Description of Solicited Services

The County is seeking proposals from eligible and interested organizations to provide outreach services to homeless households throughout Pierce County. Pierce County Human Services is reimagining outreach through a regionalized approach that uses Geographic Information System (GIS) mapping to identify areas of need, reduce duplication of services, and improve coordination across the homeless response system.

For purposes of this solicitation, “homeless household” refers to individuals and families who are literally homeless; fleeing or attempting to flee domestic violence or other dangerous or life-threatening conditions; and certain households with youth. Specific definitions of the populations to be served are outlined in the Homeless Households Served section of this RFP.

Outreach services are intended to engage homeless households, particularly those who are unsheltered, disconnected from services, and who may not actively seek assistance despite having significant needs.

Outreach teams are expected to proactively seek out homeless households wherever they are staying -including encampments, public spaces, vehicles, or locations where they access community services -and provide engagement, resource connection, problem-solving, and navigation support with the goal of connecting households to temporary or permanent housing.

Services may include repeated engagement over time to build trust; connections to Coordinated Entry, behavioral health, healthcare, and other mainstream resources; transportation assistance; basic needs support; and housing-focused case management grounded in a Housing First approach. Outreach providers are also expected to coordinate with regional partners, participate in HMIS data collection and outreach coordination efforts, and support emergency and seasonal response activities as needed.

Regionalization

Outreach services will be regionalized into designated service areas throughout Pierce County. Funded providers will be expected to deliver outreach services across the entirety of their assigned region, including incorporated cities and all unincorporated areas within the region. Providers should demonstrate the capacity to conduct outreach comprehensively and consistently throughout the full geographic area proposed, rather than concentrating services in a single jurisdiction or population center.

Selected providers will be expected to coordinate with local jurisdictional partners and existing outreach teams within their region to reduce duplication of services and strengthen system-wide coverage.

Providers funded through this procurement are expected to expand outreach into underserved and historically under-resourced areas, including unincorporated areas within the region.

Applicants may apply to serve up to five regions but will be scored separately for each region – please see Section 4, Evaluation and Contract Award, for more information. A map of each region can be found as Attachment C. The approximate number of individuals per region is based on the 2026 Homeless

Point in Time Count.

Designated Regions

• Region 1: Gig Harbor, Key Peninsula, and surrounding unincorporated areas o Approximately 38 homeless individuals identified during the 2026 PIT Count.

• Region 2: Tacoma, North Tacoma, Fife, University Place, Auburn, and surrounding unincorporated areas o Approximately 681 homeless individuals identified during the 2026 Point in Time (PIT)

Count.

• Region 3: Lakewood, Steilacoom, South Tacoma, and surrounding unincorporated areas o Approximately 421 homeless individuals identified during the 2026 PIT Count.

• Region 4: Orting, Spanaway, Parkland, Dupont, Frederickson, and surrounding unincorporated areas o Approximately 204 homeless individuals identified during the 2026 PIT Count.

• Region 5: Sumner, Bonney Lake, South Hill, Puyallup, Edgewood, Milton, Prairie Ridge, and surrounding unincorporated areas o Approximately 162 homeless individuals identified during the 2026 PIT Count.

HMIS and GIS Mapping

Outreach providers will be required to enter data into the Homeless Management Information System

(HMIS) for data collection, outcome assessment, documentation, and system coordination. Outreach teams must document homeless status, chronicity, disability status (when applicable), and all other required information to ensure households are ready when housing referrals become available. All data entry must comply with County requirements for data quality and timeliness.

Outreach teams must also use the GIS mapping tool within HMIS to document all outreach interactions within their designated region. All interactions must include location data, which does not require client consent. Demographic and project-required data do require client consent and must be entered into

HMIS once consent is obtained.

GIS mapping provides a real-time framework for capturing, managing, analyzing, and visualizing outreach activity and location-based data related to unsheltered homelessness throughout Pierce

County, including individuals staying in encampments, vehicles, public spaces, abandoned buildings, and other places not meant for human habitation. The data will be used to identify trends, assess service gaps, support planning efforts, and improve coordination across the homeless response system. This includes informing inclement weather response, emergency shelter planning, Point-in-Time Count efforts, and outreach deployment strategies.

GIS data will also be used to ensure outreach services are distributed comprehensively across the entirety of each designated region, including unincorporated areas, and to reduce duplication of services among providers. Based on GIS data and identified community need, the County may direct selected providers to adjust outreach efforts within the contracted region or shift deployment into different geographic areas within the region to improve coverage and system coordination.

Collected data will support stronger collaboration with local jurisdictions and community partners, including first responders, law enforcement, medical providers, behavioral health providers, and other systems of care. This coordination will help ensure unsheltered individuals can more effectively access emergency shelter, Coordinated Entry (CE), housing resources, healthcare, and basic necessities, while also improving the ability to locate individuals for housing referrals, appointments, and critical follow-up communication.

Engagement Expectations

While outreach may include assessing service needs, including behavioral health and other supportive service needs, the primary focus of engagement must remain housing-focused problem solving using a

Housing First approach. Outreach teams are expected to use navigation services to connect households to natural supports, mainstream resources, and other services that address each household’s unique needs and barriers to housing stability.

Because many unsheltered and chronically homeless households may initially decline shelter or housing assistance, outreach teams are expected to maintain ongoing engagement over time to build trust and strengthen connections to the Homeless Crisis Response System (HCRS), with the ultimate goal of helping households transition to permanent housing as quickly as possible.

Coordinated Entry (CE) is a core component of outreach services. Outreach providers must be certified to conduct CE assessments and must offer assessments to households at the point of engagement whenever possible. If a household declines a CE assessment, outreach teams are expected to continue engagement and re-offer CE during future interactions.

When a household is matched to an available housing opportunity, outreach teams will be responsible for making reasonable efforts to locate the household and assist them with completing enrollment steps, including obtaining eligibility documentation and facilitating connections to the housing provider.

Outreach teams must be able to effectively engage and serve households with diverse backgrounds, identities, cultures, languages, and service needs. Providers must tailor outreach strategies and service delivery approaches to ensure services are accessible, responsive, and appropriate for the households being served. This may include modifying language access, service location, communication styles, and engagement practices as needed. Outreach teams must also be able to provide or coordinate interpretation and translation services when appropriate.

Outreach Operational Expectations

Outreach teams must be fully equipped to support households at the point of engagement. Teams are expected to utilize mobile technology, including tablets, portable scanners, phones, and hotspot capability, to complete assessments, collect documentation, coordinate referrals, and enter data in the field.

Providers must demonstrate the capacity to conduct outreach consistently throughout the entirety of their designated region, including underserved and harder-to-reach areas, rather than focusing outreach efforts solely on locations with high visibility or easy access. Outreach schedules and deployment strategies should be designed to maximize regional coverage and ensure outreach is responsive to identified community need.

Outreach teams must also operate beyond standard business hours, as flexibility is essential to effectively engage individuals experiencing homelessness who may be unavailable, displaced, or less visible during daytime hours. Effective outreach often occurs during evenings, early mornings, weekends, holidays, and overnight hours to increase engagement opportunities, build trust, and provide timely support. Coverage during weeknights, weekends, holidays, and Inclement Weather Response activations are required.

Outreach is a critical component of Inclement Weather Response efforts. Outreach teams are required to coordinate with and support Pierce County Human Services and the Pierce County Department of

Emergency Management during emergencies and severe weather events. This includes participating in

County-led coordination meetings during seasonal or inclement weather activations and ensuring staff availability after hours and on weekends as needed. Transportation to and from inclement weather sites is an eligible expense during activations.

Additional Requirements

In addition to the requirements described above, all projects funded through this RFP must meet the following contractual obligations:

• Participate in the Homeless Point in Time Count

• Coordinate services with System Navigation projects, as applicable.

• Hire and retain staff that are knowledgeable in current emerging and best practices in the field, are committed to continuous project improvement and seek opportunities to engage leadership in discussion to improve outcomes.

• Participate in a CoC-sponsored Community of Practice Collaborative (e.g., HMIS Lead meetings, Monthly Outreach Coordination meetings,).

1.4.2. Populations of Focus

Outreach teams must demonstrate the expertise, skills, and partnerships necessary to effectively serve the diverse populations experiencing homelessness throughout Pierce County. Applicants must be prepared to serve all populations and demonstrate experience coordinating with community-based systems and providers that support homeless households with varying needs and barriers to housing stability.

At a minimum, applicants should demonstrate the ability to serve and coordinate resources for the following populations:

• Veterans

• Youth and young adults

• Families with children

• Individuals experiencing chronic homelessness

• People with disabilities

• Survivors of domestic violence, dating violence, sexual assault, or stalking

• Older adults

Applicants should demonstrate knowledge and experience in areas such as Housing First practices, trauma-informed engagement, coordinated entry systems, behavioral health, mainstream benefits navigation (including SSI/SSDI), accessibility and accommodation needs, and family- or youth-centered service approaches, as applicable to the populations served.

Applicants must also demonstrate strong partnerships and referral pathways with relevant systems and providers, which may include veterans’ services, schools and youth programs, healthcare and behavioral health providers, disability and aging services, domestic violence advocacy organizations, family resource providers, shelters, legal aid organizations, and housing providers.

1.4.3. Homeless Households Served

A homeless household may be either a one-person household or a multi-person household of two or more people living together who are experiencing, or at imminent risk of, homelessness. Households must meet one of the three following categories of the HUD homeless definition:

A. Literally Homeless: Individual or family that lacks a fixed, regular and adequate night-time residence and that:

1. Has a primary residence that is a public or private place not meant for human habitation; or

2. Is exiting an institution after residing there for 90 days or less and resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

B. Fleeing/Attempting to Flee Domestic Violence: Any Individual or family who:

1. Is fleeing, or attempting to flee, domestic violence to include dating violence, sexual assault, stalking, and other dangerous or life-threatening conditions that relate to violence against the individual or family member that either takes place in, or the household is afraid to return to their primary nighttime residence (including human trafficking).

2. Has no other residence; and

3. Lacks the resources or support networks to obtain other permanent housing.

B. Youth and Young Adults at Imminent Risk of Homelessness: Households with youth and young adults between the ages of 12 and 24 who meet HUD Category 2 eligibility criteria: An individual or family who will imminently lose their primary nighttime residence, provided that:

1. Residence will be lost within 14 days of the date of application for homeless assistance;

2. No subsequent residence has been identified; and

3. The individual or family lacks the resources or support networks needed to obtain other permanent housing.

1.4.4. Eligible Costs

Funds under this RFP generally support activities detailed in the categories below. Please note that the

Pierce County Homeless Housing Program Policy Manual provides additional detail for eligible activities by intervention and funding source. The County’s monitoring includes an assessment of compliance with all funding sources; therefore, contractors are expected to know all funder requirements applicable to their projects.

Program Operations

All project types may apply for eligible activities under the Program Operations category. These eligible expenses may differ by funding source and will be finalized during contract negotiations.

Program Operations Activities

Costs Associated with Payroll

• Engagement & Case Management

• HMIS Data Collection and Entry

• Sub-Contracted Services

Supportive Service Costs

• Direct Client Assistance (Capped at $100/client for minor needs)

• Transportation

Other Program Costs

• Inclement Weather Response

Administrative Expenses

All projects may apply for eligible activities under the Administrative Expenses category. These eligible expenses may differ by funding source and will be finalized during contract negotiations. Eligible

Administrative Expenses must not exceed 15% of the total direct costs (Program Operations).

Administrative costs may be requested by budgeted line item (such as in the categories in the table below), or using an indirect cost method:

Budgeted Line Items

Administrative Expense Activities

• Advertising & Communications https://www.piercecountywa.gov/7587/Homeless-Program-Policies

• Facilities Maintenance & Repairs

• Office Lease/Rent

• Insurance

• IT Support, Software, Computer Equipment

• Other Equipment

• Office & Operating Supplies

• Administrative Personnel Salaries & Benefits

• Professional Services (e.g., bookkeeping, audits)

• Utilities (including internet/phone, water, electricity, gas, etc.)

Indirect Costs Method:

• Administrative Expense Activities

• Allocated Costs

Indirect Costs for State and Local Funding:

All indirect costs must be supported with documentation and, an Overhead Cost Allocation Plan (defined below) if an agency is performing multiple activities and proportionately applying expenses to each program.

An Overhead Cost Allocation Plan is a written summary that shows how an organization allocates shared

(indirect) costs between two or more programs. This plan will identify, measure, and allocate all shared

(indirect) costs incurred in support of all programs administered or supervised. All costs included in the plan must be supported with documentation.

1.4.5. Performance Targets & Growth Benchmarks

Pierce County is moving to Performance Based Contracting, in alignment with Washington State

Department of Commerce and U.S. Housing and Urban Development. Performance Based Contracting allows funds to be utilized more strategically to meet the needs of the community and to drive continuous process improvement with all outcomes.

All funded projects are expected to meet or exceed the performance targets outlined below. The County will provide or publish monthly performance scorecards showing each project’s progress toward established measures. Projects will be formally reviewed at six-month intervals, beginning on the contract start date, to evaluate both performance outcomes and spending. Funding may be reallocated from lower-performing projects to projects demonstrating strong performance, effective service delivery, and timely expenditure of funds.

Projects that do not have qualifying data in HMIS (and therefore do not have data for a baseline performance) shall use the average performance of all similar projects as its baseline, until a unique baseline performance can be determined. For example, the average performance for each metric across all outreach projects shall serve as the baseline for projects without qualifying data.

Performance targets are based on system-wide historical data and desired outcomes. If a project does not meet an established performance target, the project will be expected to meet the applicable growth benchmark. Growth benchmarks represent the required percentage increase from the provider’s most recent performance result for that measure and are intended to demonstrate incremental progress toward achieving the target. These benchmarks are designed to support continuous improvement and ensure all projects are making measurable progress toward stronger system performance and improved outcomes for households experiencing homelessness.

In alignment with the Greater Pierce County Continuum of Care, the County adopted the following performance targets and growth benchmarks for the resultant contracts:

Performance Measure Target Growth Benchmark

GIS Mapping Utilization 100% N/A

Coordinated Entry Connection 60% 9%

Exits to Permanent Housing 10% 3%

HMIS Data Quality 95% 3%

HMIS Timeliness 95% 9%

Grant Spending Timeliness 100% 100%

Corrective Action Plans

The County will review project performance against the contracted Statement of Work every six (6) months. If a contractor does not meet established performance targets or applicable growth benchmarks, the County may require the provider to develop and implement a Corrective Action Plan

(CAP). The CAP must be submitted to the County within 30 calendar days of notification and must clearly outline the specific actions, timelines, and strategies the provider will use to bring performance into compliance. Depending on the nature and severity of the performance concerns, the County may extend or shorten the timeframe for corrective action.

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.

• Is a 501(c)(3) Non-Profit or Government Entity.

o Eligible Government Entities include federal, state, and local agencies, as well as special purpose districts authorized under state law, such as a Health Department.

• Possesses an active Washington State Unified Business Identifier (UBI) number.

• Possesses a Federal Tax ID number.

• Possesses an active Unique Entity Identifier (UEI) number issued by sam.gov.

1.6. Expected Term, Value, Funding Source of Resulting Contract, and Contract Expectations

1.6.1. Term

The period of performance of any contract resulting from this procurement is expected to be from April

1, 2027, to June 30, 2028. Amendments extending the period of performance, if any, shall be at the sole discretion of the County. The County reserves the option to extend contracts for four additional terms of twelve months each. However, no Contractor will be guaranteed an extension.

1.6.2. Value

The total value of this procurement is estimated to be $1,679,000 in local, state, and federal fund sources over the initial contract term. The fund sources may include (but are not limited to):

• Document Recording Fee (DRF)

• State Consolidated Homeless Grant (CHG)

• State Emergency Housing Funds (EHF)

• Emergency Solutions Grant (ESG)

• State Emergency Solutions Grant (ESG-State)

The County anticipates awarding multiple contracts through this procurement and has historically funded up to five (5) qualified providers under similar solicitations. However, the County reserves the right to make more or fewer awards, partial awards, or no awards based on the quality of proposals received, available funding, and identified community need.

The total funding available under this Request for Proposals (RFP) is limited and may be distributed among multiple providers. Applicants should request funding that reflects the scope of services they propose to provide. The County may adjust award amounts, budgets, or service expectations based on the proposal received that, in the opinion of the County, is in the best interests of the County.

1.6.3. Contract Expectations

Successful applicants must use Pierce County funding only after all other available and eligible funding sources, including private, state, and federal funds, have been pursued and billed first.

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.

Any contract awarded as a result of this procurement is contingent upon the availability of funding. If funding is withdrawn, reduced, suspended, reallocated, or otherwise modified after contract execution, Pierce County may amend, renegotiate, withdraw funding from, or terminate the contract as necessary to reflect the available funding and applicable funding requirements and conditions.

Pierce County is moving toward a performance-based contracting approach. Performance measure data, as described in Section 1.4.5 of this solicitation, along with any additional performance outcomes or deliverables negotiated in the final contract agreement, may be used throughout the contract cycle to inform County decision-making,

1.7. Definitions

• “Apparently Successful Proposer” 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.

• “By-and-for organizations” means community-based, non-profit entities operated BY and FOR the specific marginalized community they serve. Their primary mission is serving a specific population, with leadership and control held by members of that same community.

• “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.

• “Coordinated Entry” is a centralized or coordinated assessment system that is designed to ensure that all people experiencing homelessness have a fair and equal access to housing solutions and services. Coordinated Entry makes referrals to a variety of housing resources and solutions. CE certification is obtained by completing the following steps:

o Creative Conversation Training: complete a full Creative Conversation Training o Conversation Observation: observe experience CE specialist o Forms & Data: learn HMIS entry and required paperwork o Mock Conversations: Role-playing scenarios o Conversation Shadows: Perform conversations while being shadowed by a CE Specialist or

CE coach

• “Family” means households with minor children OR households with permanently disabled adult children who still rely on the family for care and support.

• “PCHS” means the Pierce County Human Services Department.

• “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.

• “Underserved areas” are locations with limited existing outreach coverage, geographic barriers, transportation limitations, or reduced access to homeless services.

• “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.

Anne Marie Edmunds

Procurement & Contract Specialist

Email: annemarie.edmunds@piercecountywa.gov

Phone: (253) 798-7456

Department:

Human 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: July 8, 2026

Pre-Proposal Meeting (Non-Mandatory): July 16, 2026, 10:00am https://piercecountywa.zoom.us/j/9576348972

Question Submission & Concern Resolution

Request Deadline:

July 22, 2026, 4:30pm

Proposal Submission Deadline: August 5, 2026, 2:00pm

Evaluation Process Completion: September 2026

Estimated Date of Notice to

Successful/Unsuccessful Proposer(s):

October 2026

Deadline for Unsuccessful Proposers to Request a Debriefing:

Five business days after Date of Notice to

Unsuccessful Proposers

Hold Debriefing Conferences: October 19-22, 2026

Estimated Date of Contract Execution: By March 31, 2027 https://piercecountywa.zoom.us/j/95763489725 https://piercecountywa.zoom.us/j/95763489725

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. Pre-Proposal Meeting

A virtual or in-person Procurement Workshop will be conducted by Pierce County staff at the time, date, and location as indicated in the Procurement Schedule section of this RFP.

Pre-proposal meeting attendance is not required but is highly encouraged for all organizations considering a response to this solicitation. It is the County’s belief that attending the meeting will assist proposers in presenting the best possible request for funding. During the Pre-Proposal Meeting

Workshop, Pierce County staff will give an overview of the procurement, the procurement process, an overview of the requirements, and will also be available to answer questions and provide technical assistance. Please have the instruction/proposal packet available as well as any questions that the organization may have related to the procurement. The County will be bound only to written answers provided in response to questions. Questions arising during the Procurement Workshop will be documented and answered in the eProcurement Portal.

2.6. Submission of Proposals

2.6.1. Deadline

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

2.6.2. 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."

2.6.3. 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.”

• Complete all required attachments, to include uploading any supplemental documents requested in attachments; and

• Submit the following materials as part of the proposal.

▪ Proof of Completed Pre-Award Risk Assessment (Question 1.7)

▪ Project data, if applicable (Question 8.1.7)

▪ Budget Worksheet (Question 10.1)

2.6.4. 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.

2.6.5. 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.

2.6.6. No Exceptions for Late Responses

Proposers should allow sufficient time to ensure timely receipt of the proposal by the RFP

Coordinator. Late responses will not be accepted and will be automatically disqualified. The County assumes no responsibility for delays caused by Proposer's network problems.

2.6.7. County Property

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

2.7. 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.

2.8. 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.

2.9. 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.

2.10. 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 as Exhibit B. 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.

2.11. 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.

2.12. No Obligation to Contract

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

2.13. 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.

2.14. 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.

2.15. 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 & Enterprise Services 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.

2.16. 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.

2.17. 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

1.6. Pre-Award Risk Assessment Submission Confirmation*

Pierce County is now collecting Risk Assessment documentation through this form. Agencies MUST complete the Risk Assessment and submit related documentation through the form at LEAST every six months.

Upon completion of the form submission, you will receive a confirmation email. The confirmation email is REQUIRED as part of this application.

You MUST re-submit the form if any of the following conditions apply since the previous submission:

• It has been more than six months.

• There has been a change in leadership (ED/CEO/CFO).

• There has been a loss or reduction of funding of 20% or more of the agency's total budget.

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