RFP _6608-26 Asbestos Testing Final (1).pdf

RFP# 6608-26 1

REQUEST FOR PROPOSALS

RFP NUMBER: 6608-26

RFP TITLE: Asbestos Testing

RFP COORDINATOR: Thea Prince, City of Spokane Purchasing Department

QUESTION DEADLINE: FRIDAY, AUGUST 21, 2026

TIME: 5:00 P.M.

PROPOSAL DUE DATE: TUESDAY,

SEPTEMBER 1, 2026,

TIME: 11:00 A.M.

PROPOSAL SUBMITTAL:

All Proposals shall be submitted electronically through the ProcureWare online procurement system portal:

https://spokane.procureware.com by the due date and time.

TABLE OF CONTENTS

1. GENERAL INFORMATION

1.2 COMMUNICATION

1.3 BACKGROUND AND PURPOSE SUMMARY

1.4 MINIMUM QUALIFICATIONS

1.5 CONTRACT PERIOD

1.6 ADDENDA

1.7 TERMS AND CONDITIONS

1.8 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

1.9 DEFINITIONS

2. SCOPE OF SERVICES

2.1 SCOPE OF SERVICES BACKGROUND .............................................................Error! Bookmark not defined.

2.2 SCOPE OF SERVICES SUMMARY

2.3 SCOPE OF SERVICES

3. PROPOSAL CONTENT

3.1 PREPARATION OF PROPOSAL

3.2 LETTER OF SUBMITTAL

3.3 TECHNICAL PROPOSAL

3.4 MANAGEMENT PROPOSAL

3.5 COST PROPOSAL

4. PROPOSAL SUBMISSION AND EVALUATION

4.1 SUBMISSION OF PROPOSALS

4.2 EVALUATION PROCEDURE

4.3 EVALUATION SCORING

4.4 AWARD/REJECTION OF PROPOSAL/CONTRACT

5. RFP ATTACHMENTS

CITY OF SPOKANE

PURCHASING &

CONTRACTS

915 N. Nelson St.

Spokane, Washington 99202

(509) 625-6400 https://spokane.procureware.com/

RFP# 6608-26 2

1. GENERAL INFORMATION

1.2 COMMUNICATION

All communication between the Proposer and the City of Spokane (hereinafter “City”) shall be with the Request for Proposals Coordinator and submitted through the ‘Clarifications’ tab in the City’s online procurement system portal: https://spokane.procureware.com. Any communication directed to other parties is prohibited.

1.3 BACKGROUND AND PURPOSE SUMMARY

The City, through its Mayor’s Office is initiating this Request for Proposals (hereinafter “RFP”) to solicit Proposals from companies to provide asbestos surveys of properties impacted by wildfires. In 2026, the Spokane area was impacted by a severe wildfire event that damaged or destroyed over 500 homes within the City limits. To expedite the rebuilding process, the City is looking to contract with a certified asbestos survey company or companies to profile impacted properties and provide survey reports to property owners to assist with disposing of debris and to ensure it is handled in the appropriate manner.

1.4 MINIMUM QUALIFICATIONS

The Proposer must have three (3) years of experience in conducting asbestos surveys of buildings and properties and listed through L&I on the Asbestos Certification List. Survey must be conducted by an AHERA-certified building inspector.

Note: In order to enter into a contract, the Proposer must be licensed to do business in the State of Washington.

1.5 CONTRACT PERIOD

Any contract resulting from this RFP will be for a period of one (1) year. Contract is renewable for four

(4) additional one (1) year period options upon mutual agreement.

1.6 ADDENDA

It is the responsibility of Proposers to check the City’s online procurement system https://spokane.procureware.com for Addenda or other additional information that may be posted regarding this Request for Proposals.

1.7 TERMS AND CONDITIONS

Terms and Conditions applicable to this RFP are included herein by reference and attached to this RFP as Attachment 1.

1.8 ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES

Deadline for Questions 8/21/26 Proposals Due 9/1/26 Evaluation, Negotiation and Contract Award Week of 9/1 Begin Contract Work ASAP after Contract signed

The City reserves the right to revise the above schedule.

https://spokane.procureware.com/ https://my.spokanecity.org/administrative/purchasing/current-projects/

RFP# 6608-26 3

1.9 DEFINITIONS

Definitions for the purposes of this RFP include:

City – The City of Spokane, a Washington State municipal corporation, the agency issuing this RFP.

Firm – Consultant, Joint Venture, Team, or Company including Sub-consultants.

Proposal – A formal offer submitted in response to this solicitation.

Proposer - Firm submitting a Proposal in order to attain a contract with the City.

Request for Proposals (RFP) – Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit Firms to suggest various approaches to meet the City’s needs at a given price.

2. SCOPE OF SERVICES

Due to the 2026 Wildfires that have impacted the Spokane area, and to expedite the debris removal process, the City is seeking to contract with one, or more, asbestos certified survey firms to evaluate properties for the presence of asbestos to determine appropriate debris removal procedures.

2.2 SCOPE OF SERVICES SUMMARY

The selected firm will conduct asbestos surveys of fire impacted properties by AHERA Building Inspectors and provide reports to homeowners to assist with debris removal.

2.3 SCOPE OF SERVICES

Surveys are to be conducted utilizing a 20ft x 20ft grid pattern within the footprint of the fire destroyed structure debris. Within each grid, random samples are to be collected of the full depth of debris and ash from multiple locations to comprise one composite sample for each individual grid. Samples are to be tested utilizing a NVLAP accredited laboratory for the analysis. Reports are to include address of the property, date of inspection, inspector information, description of site and sampled area, suspect materials, survey methodology, sample results and findings, recommendations, suggested procedures based off of findings, aerial map and description of sampling zone, inspector certification, laboratory certification, and laboratory results including each individual sample result.

3. PROPOSAL CONTENT

3.1 PREPARATION OF PROPOSAL

Proposals shall be clear, concise, in sequential order and titled as: Letter of Submittal, Technical Proposal, Management Proposal and Cost Proposal. Proposals shall be maximum of twenty (20) single sided pages including cover sheet and letter of submittal. Please include a representative asbestos survey report prepared by the firm from a past project, sample report will not apply towards the page limit. Resumes and Certification Regarding Debarment and Lobbying Form (if grant funded) are not included in page limit. Proposals shall be prepared with the most favorable terms that can be proposed.

There is not a “best and final offer” procedure.

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3.2 LETTER OF SUBMITTAL

The Letter of Submittal shall be signed and dated by a person authorized to legally bind the Firm to a contractual relationship. Include the following information about the Firm and any proposed sub-consultants:

A. Name, address, principal place of business, telephone number, and e-mail address of legal entity or individual with whom contract would be written.

B. Legal status of the Firm (sole proprietorship, partnership, corporation, etc.) and location of the facility from which the Firm would operate.

C. Identification of any current or former employees from the participating Agencies employed by or on the Firm’s governing board as of the date of the Proposal or during the previous twelve (12) months.

D. Confirmation that Firm meets minimum qualifications identified in Paragraph 1.4 “Minimum Qualifications”.

E. Acknowledgement that the Firm will comply with all terms and conditions set forth in the RFP, unless otherwise agreed by the City.

3.3 TECHNICAL PROPOSAL

Proposal content for this section shall include an understanding of the City’s requirements with a comprehensive proposed approach, methodology and work plan.

A. Demonstrate a clear and concise understanding of the project requirements along with a proposed approach, methodology for management, and successful completion of the scope of services. Describe how Firm will respond proactively to issues and project scope changes. The Firm may also present any creative approaches that may be appropriate and may provide any pertinent supporting documentation.

B. Provide a detailed description of the work plan with all proposed tasks, services, activities, and other items necessary to accomplish the scope of the project as described in the Scope of Services section. Include a project schedule with completion dates for elements of work and deliverables. If applicable, provide name and address of any sub-consultant and what services they may provide.

Include the Firm’s expectations regarding any required involvement by City staff in the tasks, services, and activities necessary to execute the work plan.

3.4 MANAGEMENT PROPOSAL

Proposal content for this section shall include experience, capabilities, qualifications, and application of resources to convey the ability to perform the scope of services.

A. Indicate the experience the Firm, staff and any sub-consultants have relevant to the scope of services. Explain and provide documentation of how Firm meets the minimum qualifications as identified in Paragraph 1.4 “Minimum Qualifications”. Provide name, title, brief description of duties, responsibilities, qualifications, and years of pertinent experience. Provide details describing project team, team assignments, allocation of resources, lines of authority, and responsibility. Identify person within the Firm that will have prime responsibility and authority for the work. Indicate availability for each staff member assigned to the project and include percentage of time each will be assigned to the project. Resumes may be included limited to 2 pages per person. The Firm shall commit that staff

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identified in its Proposal will actually perform the assigned work. Any staff substitution must have the prior approval of the City.

B. Include a list of contracts the Firm has had during the last three (3) years up to a maximum of ten

(10) contracts that relate to the Firm’s ability to perform the services needed under this RFP. Provide contract period, contact names, phone numbers and e-mail addresses. Identify three (3) specific references from this list and briefly describe the work accomplished. Do not include City staff as references. The Firm grants permission to the City to contact the list provided.

C. If the Firm has had a contract terminated for default in the last five (5) years, describe the incident.

Termination for default is defined as notice to stop performance due to the Firm’s non-performance or poor performance and if the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default.

Provide other party’s name, address, phone number and email address. If no such termination for default has been experienced by the Firm in the past five (5) years, so indicate.

3.5 COST PROPOSAL

The Cost Proposal shall identify all costs to be charged including any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Submit as a fully detailed budget with a total cost for each survey. Firms are required to collect and pay Washington state sales tax, if applicable. Do not include Washington state sales tax in Proposal.

4. PROPOSAL SUBMISSION AND EVALUATION

4.1 SUBMISSION OF PROPOSALS

Proposals shall be submitted with most favorable terms that can be proposed. There will be no best and final offer procedure. Proposals shall be submitted electronically through the City’s online procurement system portal: https://spokane.procureware.com before the due date and time. Hard paper, e-mailed, or faxed copies will not be accepted. Late Proposals shall not be accepted. Proposers must register if they have not done so previously and follow the steps below to enter and submit the electronic Proposal:

1. Click on “Bids” located on the left hand column.

2. Find the applicable project and click the “Project Number”.

3. Click on the “Response” tab.

4. In the “Questions” tab, answer questions and upload required documents into the bid portal by clicking on “Browse” for each item. Note that only one document can be uploaded per question line item so combine if necessary.

5. Click on the “Pricing” tab and enter pricing as requested. A “Comment” field is available if needed.

Skip “Pricing” Tab if it has no line items. Cost shall be included in Proposal document submitted.

6. Once the Questions have been entered, the yellow “Question Response” information message will change from incomplete to complete. Then the “Submit” button will become available.

7. Click the “Submit Bid” button and review the terms and conditions, pop-up window that appears.

If you agree to the terms and conditions, click the “I Accept and Submit this Bid” button.

8. If you want to remove your Proposal, click the red “Withdraw Bid” button in the “Response” tab for the applicable Proposal.

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4.2 EVALUATION PROCEDURE

Responsive Proposals will be evaluated in accordance with the requirements stated in this solicitation and any addenda issued. Proposals will be evaluated including overall completeness, quality of content, and ability to follow instructions demonstrating attention to detail as part of the Technical and Management categories. Point scoring is preliminary for evaluation discussion to determine ranking.

The City, at its sole discretion, may elect to select the top-scoring Firms as finalists for an oral presentation and evaluation. Commitments made by the Firm at the oral interview will be considered binding. The RFP Coordinator may contact the Firm for clarification of any portion of the Firm’s Proposal.

4.3 EVALUATION SCORING

The Proposal will be evaluated as follows:

TECHNICAL PROPOSAL – 35%

Project Approach/Methodology/Understanding Work Plan/Schedule/Deliverables

35 Points (Maximum) 35 Points (Maximum)

70 points

MANAGEMENT PROPOSAL – 30%

Firm and Staff Experience/Qualifications/Capabilities Project Team/Allocation of Resources

40 Points (Maximum) 20 Points (Maximum)

60 points

COST PROPOSAL – 35% 70 Points (Maximum) 70 points

GRAND TOTAL FOR WRITTEN PROPOSAL

200 POINTS

4.4 AWARD/REJECTION OF PROPOSAL/CONTRACT

This RFP does not obligate the City to award a contract. Any contract awarded as a result of this procurement is contingent upon the availability of funding.

The City reserves the option of awarding this contract in any manner most advantageous for the City and without further discussion of submitted Proposal. Failure to comply with any part of the RFP may result in rejection of Proposal as non-responsive. The City also reserves the right, at its sole discretion, to waive minor irregularities, reject any and all Proposals received without penalty and to not issue a contract from this RFP. More than one contract may be awarded. Contract negotiations may incorporate some or all of the Proposal.

Award of contract, when and if made, will be to the Proposer whose Proposal is the most favorable to the City including, but not exclusively, consideration of the evaluation criteria. Interlocal agreements accessing other agency contracts where applicable may be considered as a Proposal. Contract is optional (non-exclusive) use.

5. RFP ATTACHMENTS

Attached to this RFP and incorporated herein by reference are the following background documents:

Attachment 1 – Terms and Conditions

Attachment 2 – Certification Regarding Debarment and Lobbying Form

5. RFP ATTACHMENTS