Property_Tax_Notice_Printing_&_Distribution_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-147

PROPERTY TAX NOTICE PRINTING & DISTRIBUTION

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: August 26, 2026

DEADLINE FOR QUESTIONS: September 14, 2026

RESPONSE DEADLINE: September 28, 2026, 3:00 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

Property Tax Notice Printing & Distribution

1. Introduction

2. Pierce County's eProcurement System

3. Summary

4. Background

5. Americans with Disabilities Act (ADA)

6. Definitions

7. Scope of Work and Project Details

8. Minimum Qualifications

9. Expected Term and Value

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 Scoring

30. Evaluation Process

31. Proposal Scoring Method

32. Scoring Criteria

33. Notification to Proposers

Request For Proposal #2026-RFP-147 Title: Property Tax Notice Printing & Distribution

34. Debriefing of Unsuccessful Proposers

35. Protest Procedure

Attachments:

A - Pierce County Service Agreement Sample

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

The Assessor Treasurer's office of Pierce County (hereafter known as 'the County) is seeking a supplier capable of compiling data to print, personalize, manufacture and mail or electronically distribute

Property Tax Statements and Notices required by state law. This includes the folding, inserting and mailing or electronic distribution of notices to individual property owners several times a year as required by statute.

1.3.Background

The notices sent by our office to property taxpayers are time sensitive and must be distributed on a firm schedule. Each notice is individually designed with variable form fields that present differently for taxpayers as defined by the data provided from our tax administration and collection system.

1.4.Americans with Disabilities Act (ADA)

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

Coordinator to request an accommodation.

1.5.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.

• "IMb" means Intelligent Mail barcode(ing).

• "NCOA" means National Change of Address

• "Pipe-Delimited" is a type of delimited text file where the pipe symbol (|) separates individual data fields instead of commas or tabs. Each row in the file represents a record, and each field within the row is separated by the pipe.

• “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.

• "USPS" means United States Postal Service.

• “WAC” means Washington Administrative Code.

1.6.Scope of Work and Project Details

1.6.1.Scope of Work

The Contractor will ensure that property taxpayers receive clear, accurate, and timely billing information through a system that supports both traditional mail and electronic delivery. This includes maintaining accurate billing data for all taxpayers, providing a secure online platform for those who choose electronic notices, and keeping a current database of taxpayer contact preferences. It also ensures the

County can meet all legal requirements for mailing annual tax statements and related notices, while continuing to explore additional delivery methods that improve accessibility and convenience for taxpayers.

1.6.2.Forms Development

Forms Development

1. Contractor must have the ability to design and produce all forms, both those used for hard copy printing and those used for electronic bill presentment.

1. The County may periodically provide a near ready form which requires conversion -to- print file.

2. The County will provide raw data for use in forms creation.

1. Contractor must have the ability to insert variable data into the appropriate data fields for comprehensive mail-ready pieces or electronic image, including the ability to apply special rules (e.g., if this field contains XXX data, this comment prints in this location, if no data in the field, this default comment displays)

3. Contractor will provide forms and systems design services as needed, to include mock-up designs and multicolor, high resolution, and proof of all form components.

1. Proofs for forms shall be completed and provided for approval to County staff at least 30 days in advance of scheduled mail date, unless otherwise agreed upon by both parties.

4. Contractor will image a variable Bar Code line, which represents the parcel number, in the area designated by the County, on the first page of each form.

5. Contractor will image a Postal barcode on each mail piece, in compliance with the USPS postal regulations effective at the time of mailing.

1. Contractor will facilitate changes with the USPS to ensure compliance.

6. Forms will be updated annually, and the contractor must be able to incorporate layout and language changes.

Preprinted Components and Imaging Specifications

1. Contractor should produce statements “on demand” so that no preprinted shells are utilized and the County is only billed for actual statements mailed.

2. Variable data may print in color on either front and/or back of form.

1. Contractor should be capable of doing mathematical calculations for balancing of totals to match bill mail out.

Test and Production Data

The County requires test proofs at form development and production data steps in a mailing.

1.6.3.Accepted Specifications

The following specifications are stated as minimums of which will be acceptable:

1. Property Tax Statement - Single Statements to One Taxpayer

1. Approximate number of statements: 170,000

2. Document maximum size - 8 ½" x 14”

3. Paper minimum weight - 24 lb. or equivalent

4. Ink colors - Background color of choice: blue (alternates between green, yellow and blue each year).

5. Imaging - Laser quality printing

6. Finished maximum size - 8 ½" x 14”

7. Mail piece size to accommodate #10 special window envelope with name, address and IMb displaying.

8. Special features - Two (2) #9 special window return envelopes, and two (2) one-third (1/3) page inserts are inserted in this mail piece.

2. Property Tax Statement - Foreclosure Parcels

1. Approximate number of statements: 1,000

2. Document maximum size - 8 ½" x 14”

3. Paper minimum weight- 24 lb. or equivalent

4. Ink colors - Background color of choice: blue and red (alternates between green, yellow and blue each year).

5. Imaging - Laser quality printing

6. Finished maximum size - 8 ½" x 14”

7. Mail piece size to accommodate #10 special window envelope with name, address and IMb displaying.

8. Special features - will be inserted into black banded #10 special window envelope and be accompanied by two (2) black banded #9 special window return envelopes and two (2) one-third (1/3)-page inserts.

3. Property Tax Statement - Single Ownership of Multiple Parcels

1. Merged approximate number of statements: 20,000

2. Document maximum size - 8 ½" x 14”

3. Paper minimum weight - 24 lb. or equivalent

4. Ink colors - Background color: blue, color of choice (alternates between green, yellow and blue each year).

5. Imaging - Laser quality printing

6. Finished maximum size - 8 ½" x 14”

7. Mail piece size variable based on weight and ability to fit in #10 envelope.

8. Special features - Regardless of total number of statements, only two (2) #9 special window return envelopes, and two (2) one-third (1/3) page inserts are included in each mail piece.

4. Property Tax Reminder Notice

1. Approximate number of notices: 22,000, twice annually

2. Document size – 4”x 6” single and 8 ½” x 11” multiple parcel letter.

3. Paper - USPS compliant for self-mailer (contractor to recommend) and 24 lb. or equivalent, minimum weight for multiple parcel letter.

4. Ink colors - Black

5. Imaging - Laser quality printing

6. Finished size – 4”x 6” single (or current USPS regulation) and 8 ½” x 11” for multiple parcel letter.

7. Envelope

1. Card will meet USPS postal requirements for self-mailers.

2. Window envelope will display Pierce County logo for multiple parcel letters.

5. Value Change Notice Cards - Real Property

1. Approximate Number of Notices: 320,000

2. Document size – 4” x 6” single and 8 ½” x 11” multiple parcel letter (note: a portion of the letters will have multiple pages).

3. Paper - Postal compliant for self-mailer (Contractor to recommend) and 24 lb. or equivalent., minimum weight for multiple parcel letter.

4. Ink colors - Black

5. Imaging - Laser quality printing

6. Finished Size – 4” x 6” single (or current USPS regulation) and 8 ½” x 11” for multiple parcel letter.

7. Envelope

1. Card will meet postal requirements for self-mailer.

2. Window envelope with Pierce County logo for multiple parcel letter.

6. Value Change Notice Cards -Mobile Homes

1. Approximate Number of Notices: 20,000

2. Document size – 4” X 6” single and 8 ½” X 11” multiple parcel letter (note: a portion of the letters will have multiple pages).

3. Paper - USPS compliant for self-mailer (Contractor to recommend) and 24 lb. or equivalent, minimum weight for multiple parcel letter.

4. Ink colors - Black

5. Imaging - Laser quality printing

6. Finished Size – 4” x 6” single (or current USPS regulation) and 8 ½” x 11” for multiple parcel letter.

7. Envelope

1. Card will meet postal requirements for self-mailer.

2. Window envelope with Pierce County logo for multiple parcel letter.

7. Value Change Notice Letters - Personal Property

1. Approximate Number of Notices: 20,000

2. Document size -8 ½” x 11” (note: a portion of the notices will have multiple pages).

3. Paper minimum weight - 24 lb. or equivalent.

4. Ink colors - Black

5. Imaging - Laser quality printing

6. Finished Size - 8 ½” x 11”

7. Envelope

1. Window envelope with Pierce County logo for multiple parcel letter.

8. Personal Property Affidavits - Single Affidavits to One Taxpayer

1. Approximate Number of Affidavits: 12,500

2. Document size - 8 ½ x 14” (note: a portion of the notices will have multiple pages).

3. Paper -Paper weight appropriate for laser quality printing.

4. Ink colors - Black and blue

5. Imaging - Laser quality printing

6. Finished maximum size - 8 ½" x 14”

7. Mail piece size to accommodate #10 special window envelope with name, address and IM barcode displaying.

8. Special features: One #9 return envelope and two inserts are inserted in this mail piece.

1. Duplexing and additional pages will be required when variable data exceeds space allotted on page 1.

9. Exemption Renewal Forms

1. Approximate Number of Forms: 3,500

2. Document size - 8 ½” X 11”

3. Paper minimum weight - 24 lb.

4. Ink colors - Black

5. Imaging - Laser quality printing

6. Finished Size - 8 ½” X 11”

7. Special features - One A9 Business Reply Mailing (BRM) envelope and possibly one insert are inserted in this mail piece.

1. Pre-printed portion of the form will be duplexed.

2. Variable data will be limited to one side.

10. Exemption Status Change Forms (may not be required, to be negotiated at time of contracting)

1. Approximate Number of Forms: 15,000

2. Document size - 8 ½” X 11” and/or a 4”x6” self-mailer

3. Paper minimum weight - 24 lb. or equivalent, for 8 ½" x 11” and Postal compliant for self-mailer (Contractor to recommend)

4. Ink colors - Black

5. Imaging - Laser quality printing

6. Finished size - 8 ½” X 11”

7. Special features - One #9 return envelope and possibly one insert are inserted in this mail piece.

8. Pre-printed portion of the form will be duplexed.

1. Variable data will be limited to one side.

1.6.4.Mail Piece Construction and Copy Enhancements Remittance Advice

Construction - Tax Statements

The County requires that the following criteria be adhered to:

1. The remittance advice will be part of the tax statement form.

2. The horizontal perforation between the statement information section and the first and second half payment advices will be very fine, laser perforation which will facilitate remittance processing on scanning equipment.

3. A scan line for remittance processing will be located at the bottom of each tax statement remittance advice.

1. Specifications for the scan line to be provided through special instructions at the time of forms development/variable data programming.

4. Mailing and return addresses will be printed on remittance advices positioned appropriately for postal compliance for automation rates.

1. No additional data shall show in the envelope window.

1.6.5.Addressing Requirements

1. Contractor will prepare raw data addresses to be merged onto forms.

2. The address lines will vary in number based on existence of Care Of lines, foreign addresses, etc.

Logic shall be applied to recognize blank rows and create a clean address block with no blank rows.

3. Contractor shall provide address processing services (address hygiene, NCOA) that meet or exceed those required by the United States Postal Service in order to qualify for the best possible postal rate for each mail piece.

4. Contractor will provide NCOA-48 updates in order to comply with USPS Move update and to provide updated addresses to the County without additional charge.

1.6.6.Presort Mail In-House

1. To ensure compatible discounted postage at the lowest discount postage rates, Contractor may not use a pre-sort bureau.

2. Contractor must be USPS certified as a “Full Service” and “Seamless” mail service provider in order to ensure the lowest postage. USPS documentation must be provided with response proving vendor’s certification status. Postage must be a pass through to the County with no markup. The USPS 3600 postage report(s) will be required to prove actual postage charged and discounts earned.

3. Although County intends to prepay postage, the contractor must have the ability to cover the total postage amount in the event of a delay in payment in order to meet statutory mailing deadlines.

4. If contractor provides address processing services contractor will quality control address changes resulting from NCOA or address hygiene to ensure LLC’s that use street addresses in their name and their Private Mailbox (PMB) display appropriately.

5. Contractor will use the County’s IMb number to create and include the required postal barcode where necessary to meet postal requirements, if required.

1.6.7.Data Processing Requirements

1. It is required the contractor will provide all data processing functions necessary to prepare raw

County data for imaging, ensuring that field sizes are adequate so as to not cut off data; and when merging multiple ownership parcels into single mail packets, or single bill presentment if electronic

2. It is required the contractor will handle all data processing services through test file level without the need for the County to alter data or provide table look-up services for variable messages.

1.6.8.Productions Proof Requirements

1. The Contractor is required to provide production proofs for review prior to every mailing and/or presentment.

2. For USPS mailings, it is required the contractor provide test remittance advices, on actual production weight paper, manufactured to test scan tolerances of equipment used by the lock-box contractor employed by the County.

3. These will be tested on the lock-box contractor’s scanning equipment to ensure 99.9% readability on the first pass.

4. Test remittance advices will be samples of both standard and foreclosure statements.

5. To provide maximum testing time at the contracted lock-box facility it is desired that the remittance stubs be delivered in an expedient manner directly from Contractor to the County after arrangements are made.

6. Test advices will be approved, or issues identified to Contractor, within five business days of submittal to the lock-box.

1.6.9.Merging Multiple Parcels with Common Ownership into Single Mail Piece

1. Property tax statements shall be merged into a single outgoing mail piece whenever the same property owner has two (2) or more tax statements with the same outgoing address.

1. The sort criteria shall be the “mail to” address and the taxpayer's name.

2. Subject to County approval, software logic may be used to determine like matches in the taxpayer name.

3. Combined statements shall be mailed in appropriately sized envelopes or cartons.

1. Mail pieces shall be postal compliant and contain one insert and two return envelopes.

2. Mail piece construction shall be sufficient to withstand postal equipment processing, manual handling and limited exposure to weather during mail delivery without destruction.

2. The cost for merging multiple parcels into single mail pieces shall include all data processing costs necessary to sort, merge and label the multiple parcel/common ownership statements into single mail packets.

3. Contractor shall provide a report indicating number of mail pieces containing multiple statements.

1. The report shall be broken down to indicate number of statements (e.g., number of 2 statement mail pieces was XXX, number of 3 statement mail pieces was XXX, etc.)

1.6.10.Electronic Account and Bill Presentment

1. Contractor must provide a secure portal where taxpayers may register to securely log in and view their current and previous property notices electronically without a printed statement delivered by the USPS.

1. Electronic notice must provide a means to uniquely verify the individual registering to ensure validity of the registrant and validate email address prior to acceptance into the paperless system.

2. Replica PDF images of the statement mailed must be made available to the account holder for viewing at any time of day or night via vendor’s site (not the County website).

3. Ownership and/or Account holder changes must be handled by vendor without any action needed by the County.

4. Prior account holder should no longer receive the statement while new account holder is given opportunity to register for the paperless option.

The following forms may be candidates for electronic presentment:

1. Property Tax Statements - Regular or Foreclosure

2. Value Change Notices Real Property, Mobile Home, Personal Property

3. Personal Property Affidavits

4. Exemption Renewal Forms

5. Exemption Status Change Forms

6. Property Tax Reminder Notice

The contractor will host the presentment environment and maintain the registration and e-mail database. In the event the contractor receives a message failure notice, a paper copy must be mailed to the taxpayer.

1.6.11.Schedule for Mailing Electronic Presentment Requirements

The following schedule is required by Washington state law. The quantities are approximates.

Mailing Type Month Quantity

Tax Statements February 200,000

Exemption Requirements Notification, Renewals

February 3,500

Exemption Requirements Notification, Status Change

May 15,000

Property Tax Reminder Notice May 25,000

Value Change Notices 1st Mailing June 330,000

Value Change Notices 2nd Mailing September 10,000

Value Change Notices 3rd Mailing

(including personal property)

September/October 20,000

Property Tax Reminder Notice November 25,000

Personal Property Affidavits December 12,500

1. Contractor will perform all mailings/electronic presentment within ten business days of receipt of County data unless mutually agreeable alternate arrangements are made between both parties.

2. All mailings and/or electronic presentment provide an affidavit of mailing stating that out on the mutually agreed upon mail date, except for tax statements, which may be mailed incrementally if both parties agree it is beneficial.

3. Undeliverable:

1. “Invalids”, “No-Mails”, and County “Pull Requests” will be promptly returned to the County no later than one week past the final mail date.

1. For electronic presentment, it is desired that a report of undeliverable mail be provided in the same one-week period containing adequate detail to identify the associated parcel.

1.6.12.USPS Requirements

1. When mailing via USPS, it is desired the contractor will arrange for the County's “Company

Permit Imprint”.

1. Originating post office to be unknown to addressee.

2. Class of mail will be 1st Class.

2. All mail must be presented to the USPS in a manner that achieves the maximum postage savings available for the mail piece.

3. International pieces to be mailed with the appropriate international postage affixed.

4. Contractor will remain current with USPS requirements, regulations and procedures.

1. Contractor must employ a person whose responsibility is to interface with the USPS.

1. Contractor to employ such person(s) at both the primary and backup facilities.

2. These individuals should actively participate in USPS Postal Customer Councils and USPS

National Postal Forums.

5. Contractor must be current with all USPS certifications required of mail service companies.

6. Contractor will assist Pierce County in estimating postage necessary for each mailing upon request.

7. Contractor may utilize FedEx, UPS, DHL, Priority Mail, or other carrier where the cost is less than

USPS standard delivery cost.

1.6.13.Project Restrictions

1. The Contractor may not hire a subcontractor or third party to perform services, as the County will need direct contact and collaboration with those performing the work.

2. The contractor must have a backup plan to ensure their ability to complete notice production and distribution in the event the primary facility is not available. (See Section 1.7.. Quality

Control)

3. Data shared by the County to complete the notice distribution is confidential and the Contractor must have strict controls in place to keep the data secure.

4. All mailing must be processed through the United States Postal Service (USPS), unless otherwise agreed upon.

5. All notices and statements must be sent via 1st Class mail or electronic notification and must be in compliance with any and all statutory requirements.

6. The county will only pay for notices distributed and will only pay postage for notices mailed.

1.6.14.Desireables

1. It is desired that the Contractor will provide a secure, encrypted file transfer mechanism for the

County to store data for transfer to Contractor.

1. The County will utilize this method for all large data transfer processes, while secure email or other third-party transfer services (such as OneDrive) may be used for smaller files as agreed upon by both parties.

2. File formats will include text (comma, tab, or pipe-delimited) or MS Excel spreadsheet depending on the size of the file and the originating software.

1.7.Minimum Qualifications

1.7.1.Proposer Eligibility

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

I. Proposers must be licensed to operate and provide services in Washington state

1.7.2.Project Capabilities

1. All printing, binding, and stationery work done for any county, city, town in this state shall be done within Washington State, per RCW 43.19.748.

2. Contractor must be capable of providing the goods and services necessary to design, manufacture, personalize & design real property tax bills for the property tax statements and notices in a manner that meets County's objectives and specifications as outlined in the Scope of

Work.

https://app.leg.wa.gov/rcw/default.aspx?cite=43.19.748

1.7.3.Quality Control

Contractor shall have a published and fully functional Quality Control process in place throughout the duration of the project and will provide a copy of the process to the County. Contractor shall provide a copy of said Quality Control Process document to the County. Process must include, at a minimum:

1. Services provided directly by the contractor to ensure adequate communication and control over mail-piece/notification integrity.

2. Process to uniquely identify each separate mail-piece/notification.

3. Process to test print and image quality.

4. Audit of input quantities against output quantities on each live run.

5. Accounting of all records on data files provided by the County, including matching of file totals where applicable.

6. Coding Accuracy Support System (CASS) to certify and validate addresses at a minimum of 97% certification rate.

1. Foreign addresses are exempted.

7. Contractor must provide the physical address and telephone number of wholly owned backup facilities with the same capability and capacity as the primary facility to ensure its ability to complete this contract in the event production is disrupted rendering the intended production facility inoperable.

1. Backup production should be able to recover within 24 hours of original disruption.

1.8.Expected Term and Value

1.8.1.Term

The period of performance of 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 4 additional

1-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 1.6.1 of this solicitation, as well as any additional performance outcomes or deliverables negotiated in the final contract agreement.

1.8.2.Value

The total value of this procurement is $668,880.

The County anticipates awarding a single contract 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.

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.

Kimberly Smith

Procurement and Contract Specialist 2

Email: kimberly.smith@piercecountywa.gov

Phone: (253) 798-6015

Department:

Assessor-Treasurer

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 26, 2026

Question Submission & Concern Resolution

Request Deadline:

September 14, 2026, 3:00pm

Proposal Submission Deadline: September 28, 2026, 3:00pm

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.”

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

• Submit the following materials as part of the proposal.

o (List the required attachments)

2.5.4.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

2.5.5.Electronic Submissions Only https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/82615c2a-a6e1-46ed-9b33-ec542acf013d https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

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.

2.5.6.Addenda & Notices

Proposers 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.

2.5.7.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.

2.5.8.County Property

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

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 a proposer an advantage or benefit over other proposers.

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 as Exhibit C. 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 & 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.

2.15.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.Experience*

What is your experience with servicing government or other clients with similar functions and complexity? Provide proof of client history.

*Response required

4.2.Prepaid Postage*

The County intends to prepay postage, however do you have the ability to cover the total postage amount in the event of a delay in payment in order to meet the statutory mailing deadline?

*Response required

4.3.Required Certifications*

What USPS certifications do you have? (Full Service, Seamless, etc)

List certifications.

4.4.Certified Mail Design Professional *

Do you employ at least one USPS certified Mail Design Professional? If so, describe their role.

*Response required

4.5.Variable Mail Sizing*

Can you provide a full-page letter sized "postcard" mail pierce where an envelope would not be required? If so, attach proof within proposal and clearly label.

*Response required

4.6.Per Piece Cost Grid*

Provide a detailed per piece cost grid for each mailing per the Scope of Work specifications, clearly labeled within your proposal.

*Response required

4.7.Proposal Upload*

Please upload your proposal materials here.

4.Evaluation and Scoring

4.1.Evaluation Process

An Application Evaluation Committee (AEC) 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…