RFP-26-0773LY-S Partial Tree Inventory-rebid.pdf

Snohomish County

REQUEST FOR PROPOSAL (RFP)

RFP Title: Partial Tree Inventory - rebid

RFP Number: RFP-26-0773LY-S

RFP Due Date: 7/28/2026 Must be received and time stamped in the Purchasing Division Office not later than 1:00 p.m., Pacific Local Time RFP Clarification Date: 7/16/2026

Proposals are hereby requested and may be submitted by email to:

Or by hard copy to be mailed to or delivered to:

Snohomish County Purchasing Division Robert J. Drewel Building, 6th Floor

3000 Rockefeller Avenue Everett, WA 98201 425-388-3344

Office Hours: Monday - Friday, 8:00 a.m. – 4:30 p.m.

purchasing@snoco.org mailto:purchasing@snoco.org

RFP-26-0773LY-S

TABLE OF CONTENTS

SECTION

1. RFP SCHEDULE

2. RFP-S PROCESS INTRODUCTION

3. PROJECT OVERVIEW

4. BACKGROUND INFORMATION/CURRENT FUNCTIONALITY

5. FUTURE FUNCTIONALITY ....................................................... Error! Bookmark not defined.

6. CONTRACT LENGTH

7. RFP-S REGISTRATION PROCESS

8. RFP-S QUESTIONS/CLARIFICATIONS

9. ADDENDA

10. SUBMITTAL INSTRUCTIONS

11. SUBMITTAL REQUIREMENTS

12. RECEIPT AND REVIEW OF SUBMITTALS

13. EVALUATION CRITERIA

14. EVALUATION PROCESS

15. AWARD PROCESS

16. CONTRACT DOCUMENTS ....................................................... Error! Bookmark not defined.

17. COUNTY NON-DISCRIMINATION

18. FEDERAL TITLE VI NON-DISCRIMINATION

19. FEDERAL SUSPENSION AND DEBARMENT CERTIFICATION

20. PUBLIC RECORDS

21. ASSISTANCE COMPLETING AND SUBMITTING A PROPOSAL

22. COOPERATIVE PURCHASING

ATTACHMENTS:

SUBMITTAL PACKET ........................................................................................................... ATTACHMENT A

COST FORM .....................................................................................................................ATTACHMENT A-1

MAP.………………………………………………………………………………………………………………………………..…… EXHIBIT A

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REQUEST FOR PROPOSALS

RFP-26-0773LY-S

1. RFP SCHEDULE

Public announcement of Request for Proposals

7/9/2026

Questions due in writing, no later than 1:00 p.m. Local Time

7/16/2026, 1:00 p.m. Pacific Local Time

Proposals due, no later than 1:00 p.m. Local Time

7/28/2026, 1:00 p.m. Pacific Local Time

*Highest Ranked List 7/30/2026

*Begin Demonstrations, if applicable

7/31/2026

*Begin Negotiations 8/7/2026

*Execute Contract 8/17/2026

*Tentative dates are estimates only.

2. RFP-S PROCESS INTRODUCTION

The Request for Proposal-Solution (RFP-S) combines learning aspects of a Request for Information (RFI) with the competitive process of a Request for Proposal (RFP) while specifically soliciting the expertise and advice from qualified proposers.

The County seeks to benefit from proposers’ expertise and knowledge of the marketplace by providing sufficient information on County’s needs to allow proposers to offer solutions, based on their expertise.

For this project, The County is aware of budgetary constraints and is open to proposals for how to complete a partial tree inventory within the budget amount of $20,000. Proposers are encouraged to offer their expertise and suggestions while considering the County’s desired outcome as described in Section 5.

Based on proposals received in this initial phase, the County may:

A. Award to one or more proposer(s), or;

B. Continue with additional RFP-S phases that may include:

i. Scope of Work review

ii. Interviews of key personnel

iii. Interviews and/or site visits/demonstrations of current/recent customers

iv. Contract reviews and negotiations

C. Other phases that may aid in the County’s ability to evaluate proposals.

3. PROJECT OVERVIEW

Snohomish County (“the County”) is seeking proposals from qualified firms to provide a partial tree inventory to support the development of an Urban Forest Management Plan (UFMP). The partial tree inventory will be conducted in urban unincorporated areas of the County and focus on the Southwest Urban Growth Area (SWUGA).

The project is anticipated to be completed by 6/1/2027.

4. BACKGROUND INFORMATION

The Urban Tree Canopy (UTC) subelement originated as a Council-initiated proposal for the 2024 Growth Management Act

Comprehensive Plan (GMACP) Update. The County’s GMACP Update provides policy direction for ongoing and future county planning efforts over a twenty-year period.

https://www.snohomishcountywa.gov/5597 https://www.snohomishcountywa.gov/5597

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The partial tree inventory will be conducted to inform the development of an Urban Forest Management Plan for Snohomish

County. The partial tree inventory will focus on the urban unincorporated areas of the County, meeting the County’s commitment to long-term urban forestry planning in unincorporated areas. The survey data will be available to County employees at the completion of the project and will be maintained as a baseline and expanded by County employees in the future.

This project is fully funded by the Washington Department of Commerce Salmon Recovery through Local Planning Grant

(Grant). This program is funded by the Climate Commitment Act up to $20,000. The Grant is subject to the following:

“SUBGRANTING/SUBCONTRACTING

The Grantee may only subgrant/subcontract work contemplated under this Grant if it obtains the prior written approval of

COMMERCE.

If COMMERCE approves subgranting/subcontracting, the Grantee shall maintain written procedures related to subgranting, as well as copies of all subgrants/subcontract and records related to subgrants/subcontracts. For cause, COMMERCE in writing may: (a) require the Grantee to amend its subgranting/subcontracting procedures as they relate to this Grant; (b) prohibit the

Grantee from subgranting/subcontracting with a particular person or entity; or (c) require the Grantee to rescind or amend a subgrant/subcontract.

Every subgrant/subcontract shall bind the Subgrantee/Subcontractor to follow all applicable terms of this Grant. The Grantee is responsible to COMMERCE if the Subgrantee/Subcontractor fails to comply with any applicable term or condition of this

Grant. The Grantee shall appropriately monitor the activities of the Subgrantee/Subcontractor to assure fiscal conditions of this Grant. In no event shall the existence of a subgrant/subcontract operate to release or reduce the liability of the Grantee to COMMERCE for any breach in the performance of the Grantee’s duties.

Every subgrant/subcontract shall include a term that COMMERCE and the State of Washington are not liable for claims or damages arising from a Subgrantee/Subcontractor’s performance of the subgrant/subcontract.”

5. SCOPE OF PROPOSAL

A. The desired outcome of this project is:

i. The Contractor shall conduct a partial tree inventory to support the development of an Urban Forest Management Plan (UFMP). The partial tree inventory will be conducted in urban unincorporated areas of the County and focus on the Southwest Urban Growth Area (SWUGA). See Exhibit A Project Area. A minimum of 10% of the total tree canopy of Snohomish County’s urban unincorporated public land needs to be assessed.

B. Core metrics include:

i. GPS location

ii. Tree common name

iii. Tree botanical name

iv. Combined diameter at breast height of all stems

v. ISA standard health condition

vi. Tree height

vii. GIS shapefiles representing the partial tree inventory including all the collected information

C. The County is interested in:

i. Regular progress meetings with County staff.

ii. Quarterly progress reports.

iii. Observer notes on land use categories, interaction with utilities, planting strip dimensions, and/or soil conditions.

iv. A data summary.

v. Technical memo summarizing the findings which will be added to the appendix of the UFMP.

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D. The County will provide:

i. Metrics to guide the collection effort of the partial tree inventory.

ii. Access to Snohomish County GIS shapefiles that show important projects and assets.

iii. Guidance from subject matter experts.

6. CONTRACT LENGTH

The contract term will be effective upon the date of contract execution (“the Effective Date”) for one (1) year, with an option to extend up one (1) one-year terms, subject to the “Time of Performance” and the “Termination” provisions of the County’s

Pro Forma Agreement (Attachment A).

7. RFP-S REGISTRATION PROCESS

Potential proposers are encouraged to register on the County’s Purchasing Portal to view and download competitive documents, attachments, and addenda directly from the County’s website at https://snoco.procureware.com/Bids

By registering in the portal, the contractor will be placed on the County’s notification list for any future bids or RFPs. By logging in to the portal and downloading this RFP-S document, the contractor becomes a plan holder for this RFP-S and will be notified of any forthcoming addendum or other official communications. It is the proposer’s responsibility to ensure that all addenda and changes have been obtained and included in the submittal as required.

8. RFP-S QUESTIONS/CLARIFICATIONS

Questions shall be submitted to the Snohomish County Purchasing Division by email to purchasing@snoco.org or online through the purchasing portal system in the Clarifications Tab, no later than the date and time referenced in the Schedule on the title page. Please reference the RFP-S number in the subject line when submitting questions via email.

This question/clarification (Q&A) process provides an opportunity for potential proposers to ask questions and seek clarification on specifications and requirements of this RFP. This Q&A process also allows for the submission of objections to the RFP-S specifications, requirements, or process if the potential proposer feels they are overly restrictive or contain barriers to open and fair competition.

To avoid confusion and ensure all potential proposers receive the same information, oral/verbal questions will not be accepted nor answered.

A Silent Period is established between the time the County develops the RFP-S and the time that the County recommends award of the RFP-S. The Silent Period includes the issuance, submittal receipt, and evaluation of the RFP-S. All responders, consultants, or individuals acting on their behalf are hereby prohibited from contacting or lobbying any County employee, official, or representative regarding this RFP-S during the Silent Period other than the Purchasing Division. All communication regarding this RFP-S shall be directed to the email above. Failure to observe to the Silent Period may disqualify the responder and/or delay or void the RFP-S.

9. ADDENDA

If at any time, the County changes, revises, deletes, clarifies, increases, or otherwise modifies the RFP-S, the County’s

Purchasing Division will issue a written addendum to the RFP-S and post it on the Purchasing Portal. Planholders will be notified of the addendum via email. It is the proposer’s responsibility to check or addenda and other new documents online in the portal.

Becoming a plan holder for this RFP-S is easy, simply log into the Purchasing Portal and view or download this RFP-S. It is the

Proposer’s responsibility to check for addenda and other new documents on-line.

10. SUBMITTAL INSTRUCTIONS

Electronic proposals submittal via email is the preferred submittal method. Electronic submittals shall be emailed to purchasing@snoco.org. For easy identification, please list the RFP-S number in the subject line of the email. The County shall remit email confirmation that Purchasing is in receipt of the electronic submittal. Should you not receive the confirmation, your submittal is not considered received.

https://snoco.procureware.com/Bids

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Hard copy proposals may be delivered in person or sent via commercial carrier or post office. The delivery/physical address is listed on the title page of this RFP-S. If submitting a hard copy proposal, the proposal shall be sealed in an envelope and the RFP-S number and proposer’s name noted on the outside of the envelope. Proposals will not be accepted at any other county location other than the Snohomish County Purchasing Division.

Proposals (Submittal Packets) shall contain all required information as defined herein and be received by to the Snohomish

County Purchasing Division electronically or in hard copy no later than the date, time, and place as stated on the title page of this RFP-S or as amended. An authorized representative of the proposer’s firm shall digitally or originally sign the Submittal

Packet’s first page.

Proposers shall be fully responsible for any and all costs incurred in the preparation and submittal of their proposals. Late proposals will not be accepted and will be returned to the proposers unopened if hard copy or deleted if electronic.

11. SUBMITTAL REQUIREMENTS

Please see Attachment A and Attachment A-1 for Submittal Requirements.

12. RECEIPT AND REVIEW OF SUBMITTALS

Submittals received electronically via email will use the date and time the email was received in the inbox by the Purchasing

Division as the time stamp. As the County’s email system frequently experiences high volume, proposers are encouraged to submit early.

Submittals received in hard copy will be date and time stamped when received in the Purchasing Division Office. Proposers are encouraged to deliver and send early to ensure proposals are received prior to the due date and time. Submittals will not be reviewed until the due date and time have passed.

13. EVALUATION CRITERIA

A Original/Digital Signature Y or N

B Experience/Qualifications 30%

C References/Similar Projects 10%

D Methodology/Plan/Timeline 30%

E Adhere to Proposal Requirements 5%

F Cost Proposal 25%

G Ability to Contract Y or N

H Legal Action Y or N

I Disclosure Y or N

J Non-Disclosure Request Y or N

Total Written Score 100%

14. EVALUATION PROCESS

The County will evaluate proposals using the criteria set forth in Section 13 of this RFP-S based on the information provided in the Submittal Packet.

The County reserves the right to conduct one or more of the additional phases described below:

A. Demonstrations of proposed solutions, B. Interview proposers’ key personnel, C. Request/require additional information, and/or;

D. Conduct additional evaluation phases as needed to sufficiently evaluate proposals.

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The County reserves the right to award a contract with the single highest rated proposer without conducting interviews, demonstrations, clarifications, and/or other phases.

The County reserves the right, in its sole discretion, to reject all proposals, waive informalities and irregularities in responses, or not award.

15. AWARD PROCESS

The County intends to award to (one or more of) the highest ranked proposer(s). The County will negotiate with the highest ranked proposer. Should an agreement not be reached, the County reserves the right to negotiate with the second highest proposer.

The County will post the award of this RFP-S on the Purchasing Portal after the contract has been negotiated and executed by the requesting department, office, or agency.

After the RFP-S due date and prior to contract execution of the RFP-S, the Purchasing Portal will indicate the RFP-S is “in evaluation”. “In evaluation” covers both the evaluation phase which may include numerous phases (demonstrations, interviews, etc.) and also the contract negotiation phase. Both the evaluation and contract phases may be extensive and take months to complete. We appreciate your patience!

16. COUNTY NON-DISCRIMINATION

By signing and submitting a response to this RFP-S, the proposer (firm or individual) certifies that, in the event it is awarded a contract under this competitive solicitation (i.e., becomes the “successful proposer” ”supplier”), and as of the date of contract award, it shall comply with the “Non-Discrimination Clause” provided below:

Non-discrimination. It is the policy of the County to reject discrimination which denies equal treatment to any individual because of his or her race, creed, color, national origin, families with children, sex, marital status, sexual orientation, age, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability as provided in Washington’s Law against Discrimination, RCW

49.60, and the Snohomish County Human Rights Ordinance, Chapter 2.460 SCC. These laws protect against specific forms of discrimination in employment, credit transactions, public accommodation, housing, county facilities and services, and county contracts.

The successful proposer shall comply with the substantive requirements of Chapter 2.460 SCC, which are incorporated herein by this reference. Execution of an Agreement constitutes a certification by the Supplier of the Supplier's compliance with the requirements of Chapter 2.460 SCC. If the Supplier is found to have violated this provision, or to have furnished false or misleading information in an investigation or proceeding conducted pursuant to the Agreement or Chapter 2.460 SCC, the

Agreement may be subject to a declaration of default and termination at the County's discretion. This provision shall not affect the Supplier's obligations under other federal, state, or local laws against discrimination.

17. FEDERAL TITLE VI NON-DISCRIMINATION

Snohomish County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§

2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

18. FEDERAL SUSPENSION AND DEBARMENT CERTIFICATION

Federal Executive Order 12549 prohibits federal, state and local public agencies receiving grant funding from contracting with individuals, organizations, or companies who have been excluded from participating in federal contracts or grants.

The purpose of this certification is for the contractor/vendor to advise Snohomish County, in writing, of any current Federal

Suspension and Debarment.

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Debarment Certification. By signing and submitting a response to this competitive solicitation, I certify that this firm and its principals are not currently suspended or debarred by any Federal Department or Agency from participating in Federal

Funded Contracts.

19. PUBLIC RECORDS

Submittals received by Snohomish County in response to this solicitation become public records and are subject to the Public

Records Act, RCW 42.56. The proposer should clearly identify in its proposal any specific information that it claims to be confidential or proprietary. If Snohomish County receives a Public Records Act request to view the information so marked in the Proposer’s proposal and the County determines that it must produce that information in response to the Public Records

Act request, its sole obligations shall be to notify the proposer (1) of the request and (2) of the date that such information will be released to the requester unless the Proposer obtains a court order to enjoin that disclosure pursuant to RCW

42.56.450. If the Proposer fails to timely obtain a court order enjoining disclosure, Snohomish County will release the requested information on the date specified.

20. ASSISTANCE COMPLETING AND SUBMITTING A PROPOSAL

During the RFP-S process, the County maintains a silent period to ensure that all potential proposers are treated equally, fairly, and have access to the same information at the same time. As a result, County employees are not available to assist with completing and submitting proposals.

Resources for Assistance:

A. Questions and clarifications may be submitted via email to the Purchasing Division for information specific to this RFP-S as described in Section 7.

B. The County works closely with Washington APEX Accelerator (formerly PTAC), located at the Economic Alliance of Snohomish County. The Government Contracting Specialist may be available to assist with the RFP-S completion and submission process.

21. COOPERATIVE PURCHASING

The Washington State Interlocal Cooperative Act, RCW 39.34, provides that other public agencies may purchase goods or services on this RFP-S or contract in accordance with the terms and prices indicated herein if all parties agree. The County does not accept any responsibility or involvement in the purchase orders or contracts issued by other public agencies.

https://washingtonapex.org/