26-006 Accela Food Safety Program RFP

Agency:	County of Cowlitz
State:	Washington
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541690 - Other Scientific and Technical Consulting Services
Posted Date:	Jan 6, 2026
Due Date:	Jan 27, 2026
Solicitation No:	26-006
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Bid Documents:	Please Login to View Page

Bid Number:	26-006
Bid Title:	26-006 Accela Food Safety Program RFP
Category:	Health & HumanServices
Status:	Open

Description:

The County is soliciting proposals from consultants to implement an additional module for its food safety program into Accela, the department’s existing cloud-based environmental health software. The new online system will automate and streamline processes for restaurants, leading to improved experience for constituents.

Publication Date/Time:

1/6/2026 12:00 pm

Closing Date/Time:

1/27/2026 9:00 am

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Cowlitz County Health & Human Services

REQUEST FOR PROPOSALS #26-006

TO CONFIGURE AN ONLINE FOOD SAFETY PROGRAM IN ACCELA

Agency Description

Cowlitz County has a population of approximately 114,000 people. Cowlitz County Health & Human

Services (CCHHS) is the local health jurisdiction that works with food facilities in the County. The CCHHS

Food Safety program works to monitor food safety with businesses engaged in food preparation and sales

in conjunction with State food safety rules.

Project Description

CCHHS has received grant funding not to exceed $200,000 that can be used for data modernization.

The department is choosing to use this funding to address the long-standing issue of slow, manual,

paper-based processes by implementing an additional module for its food safety program into Accela,

the department’s existing cloud-based environmental health software. This additional module will

allow for streamlined and automated food safety program processes related to plan reviews,

permitting, inspections, complaints, and illness reports.

Implementing this online system will allow CCHHS to move away from an inefficient, paper-based

permit application and renewal system where customers must mail paper applications or come into

the office in person to pay and apply for a restaurant permit. The new online system will automate

and streamline these processes for restaurants, leading to improved experience for constituents as

well as employees.

Accela’s cloud-based software is already used in the department’s septic and utility verification

program as well as in the county’s Building & Planning Department. This project will add the

department’s food safety program into the existing Accela platform.

All submittals must be received by 9:00 am on Tuesday, January 27, 2026.

To: Cowlitz County Health & Human Services, HHSContracts@cowlitzwa.gov

Scope of Work

The consultant must be a current Accela service provider, system integrator, or an authorized

partner of Accela, Inc. A firm that is not a partner with Accela and is interested in acting as sub-

consultant should contact Accela partner(s) directly.

The Accela partner directory can be found online at https://www.accela.com/about-accela/accela-

partner-program/certified-services-partners. Please do not contact the County to become a

partner of Accela, the County will direct you to contact the Accela partners.

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In addition to being an Accela approved provider, the consultant will:

• Work directly with Cowlitz County Health & Human Services Director and Finance Manager.

• Configure and develop an online food safety program including, but not limited to Temporary,

Annual, Mobile, Food Borne Illness and Plan Review record types.

• Custom fields

• Custom workflows

• Backoffice/Public application intake forms

• Standard comments

• Conditions of approval

• Fee calculations

• System Automation

• Inspection scheduling and inspection management

• Integrate record documents and data with the County’s existing Laserfiche repository.

• Build customer reports

• Provide training/support documentation and materials development

The consultant will begin as soon as possible upon the completion of the contract process and once

County requirements are met.

Project Timeframe

The work will be completed by September 30, 2026. Specific deadlines relating to the stages of the

project will be negotiated prior to final contract approval.

Evaluation and Selection Process

The selection of a consultant for this project will be made from the respondents to this solicitation who

meet the required eligibility criteria. All eligible firms submitting proposals will be evaluated, scored,

and ranked. The top-ranked firms may be invited to participate in interviews and have references

checked.

All proposals will be evaluated on the following items in order of priority:

1. Status as a current Accela service provider, system integrator, or authorized Accela partner. (max 5

points)

2. General project approach and demonstrated understanding of the project. (max 5 points)

3. Demonstrated success with similar projects. (max 5 points)

4. Relevant experience and qualifications of the facilitating team and of key person(s) to be

assigned to this project. (max 5 points)

5. Ability to meet the project schedule. (max 5 points)

Submittal Content Requirements

1. Letter of Interest (1 page maximum): Indicate interest, experience and availability to address

plan/scope elements, and current levels of general and professional liability insurance carried by the

consultant and any subconsultants.

2. Project Approach and Scope Consideration (2 pages maximum): Include a brief description of the

consultant’s approach to the project. Include key scoping considerations to accomplish the scope

elements stated in the RFP. The consultant is encouraged to include suggestions or supplemental

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tasks which may enhance the project or streamline the scope of work and improve cost effectiveness.

3. Schedule (1 page maximum). Include a timeline showing the estimated length of time required for

completion of the work described in the scope of work.

4. Cost Summary (1 page maximum): Provide a preliminary cost summary of the work to be completed

based upon the task outline presented above.

5. Project Team (2 pages maximum): Identify the proposed team, including subconsultants,

qualifications, experiences, and references. Identify the project manager and principal contact who

will be permanently assigned to the project.

6. Relevant Experience (2 pages maximum): Describe the consultant’s experience in preparing scope

elements. Include at least three completed projects that are similar to the projects described in this

request. For each project, provide the following information:

▪ Name and location of each project;

▪ Year completed;

▪ Name and contact information of each client;

▪ Name and contact information of the client project manager; and

▪ Elements of the project that are like the scope elements of this request.

7. Proposal Submittal Process

Consultants are encouraged to submit concise and clear responses to this RFP. Documents shall have a

minimum font size of 11 or greater. Proposals must be in digital format, with a maximum length of 9

pages excluding the cover letter and appendices. The cover letter should have the following

information: Firm name, Contact information, Name of Principal-in-Charge, and Project Manager.

All submittals must be received by 9:00 am on Tuesday, January 27, 2026, at

HHSContracts@cowlitzwa.gov. No submittals will be accepted after that date and time. It is the

consultant’s sole responsibility to ensure that timely submittals are received. All submittals become the

property of Cowlitz County and will not be returned. Cowlitz County assumes no obligations of any kind

for expenses incurred by any respondent to this invitation. The County reserves the right to modify or

cancel in part, or in its entirety, this RFP.

Anticipated Timeline for Consultant Selection

The County desires to select a consultant and complete contract negotiations by March 5, 2026.

January 27, 2026

February 12, 2026

March 5, 2026

Proposals due

Evaluation team selects finalist

Final scope and contract negotiations completed

Title VI Requirements

The selection of a consultant shall be made without regard to race, color, sex, age, religion, national origin

or political affiliation. Cowlitz County is an Equal Opportunity Employer. Cowlitz County encourages

disadvantaged, minority, and women-owned consultant firms to respond. Cowlitz 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

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such Act, hereby notifies all bidders that it will affirmatively insure 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 bids in response to this invitation and will not be discriminated against

on the grounds of race, color, national origin or sex in consideration for an award.

Prospective consultants will be held to federal Equal Employment Opportunity requirements and

Americans with Disabilities Act requirements. Persons with disabilities may request this information be

prepared and supplied in alternate forms by contacting Cowlitz County Health & Human Services at

HHSContracts@cowlitzwa.gov.

Questions

Questions regarding this Request for Proposals should be directed to Cowlitz County Health & Human

Services at HHSContracts@cowlitzwa.gov. Questions are due by January 20, 2026. Final addendum to

RFP will be posted January 22, 2026.

Revisions to the RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided via email to

all individuals, who have made the RFP coordinator aware of their interest. Addenda will also be

published on http://www.co.cowlitz.wa.us/bids.aspx . For this purpose, the published questions and

answers and any other pertinent information shall be provided as an addendum to the RFP and will be

placed on the website. If you downloaded this RFP from the COUNTY website located at:

http://www.co.cowlitz.wa.us/bids.aspx , you are responsible for sending your name, e-mail address,

and telephone number to the RFP Coordinator in order for your organization to receive any RFP

addenda.

The COUNTY also reserves the right to cancel or to reissue the RFP in whole or in part, prior to

execution of a contract.

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 Consultant can propose. There will be no best and final offer procedure. The COUNTY does reserve

the right to contact a Consultant for clarification of its proposal.

The Apparent Successful Contractor 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 Consultant’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.

No obligation to contract

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

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.

Costs of proposal

The COUNTY will not be liable for any costs incurred by the Consultant in preparation of a proposal

submitted in response to this RFP, in conduct of a presentation, if required or requested, or any other

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activities related to responding to this RFP.

Proprietary information and public disclosure

Proposals submitted in response to this competitive procurement shall become the property of the

COUNTY. All proposals received shall remain confidential until the contract, if any, resulting from this

RFP is signed by the Director of the COUNTY, or Designee, and the apparent successful Contractor;

thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code

of Washington (RCW).

Any information in the proposal that the Consultant desires to claim as proprietary and exempt from

disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for

the nondisclosure of your document, must be clearly designated. The information must be clearly

identified and the particular exemption from disclosure upon which the Consultant is making the claim

must be cited. Each page containing the information claimed to be exempt from disclosure must be

clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the

page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be

honored.

If a public records request is made for the information that the Consultant has marked as "Proprietary

Information," the COUNTY will notify the Consultant of the request and of the date that the records will

be released to the requester unless the Consultant obtains a court order enjoining that disclosure. If the

Consultant fails to obtain the court order enjoining disclosure, the COUNTY will release the requested

information on the date specified. If a Consultant obtains a court order from a court of competent

jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that

provides for nondisclosure, the COUNTY shall maintain the confidentiality of the Consultant's

information per the court order.

A charge will be made for copying and shipping, as outlined in RCW 42.56. No fee shall be charged for

inspection of contract files, but twenty-four (24) hours’ notice to the RFP Coordinator is required. All

requests for information should be directed to the RFP Coordinator.

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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26-006 Accela Food Safety Program RFP

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