BIORETENTION FACILITY MAINTENANCE PROGRAM

Agency:	County of Clark
State:	Washington
Type of Government:	State & Local
NAICS Category:	561210 - Facilities Support Services
Posted Date:	Apr 17, 2024
Due Date:	May 8, 2024
Solicitation No:	RFP Number: 891
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST for PROPOSAL #891

PROFESSIONAL, TECHNICAL AND EXPERT SERVICES

Clark County Washington

RELEASE DATE: WEDNESDAY, APRIL 17, 2024

DUE DATE: WEDNESDAY, MAY 8, 2024 by 1:30 pm

Request for Proposal for:

BIORETENTION FACILITY MAINTENANCE PROGRAM

SUBMIT:

One (1) Original of the Proposal to:

Shipping Method of your Choice or Hand Delivery

Clark County

ATTN: Office of Purchasing

1300 Franklin Street, 6th Floor, Suite 650

Vancouver WA 98660

564-397-2323

United States Postal Service

Clark County

ATTN: Office of Purchasing

PO Box 5000

Vancouver WA 98666-5000

564-397-2323

Office Hours: 8:00 am – 3:00 pm, Monday – Friday, except Legal Holidays.

No electronic submissions.

**Proposals must be delivered to the Purchasing office – No Exceptions

**Proposals must be date and time stamped by Purchasing staff by 1:30 pm on due date.

**Proposal shall be sealed and clearly marked on the package cover with RFP #, Title & Company Name

Refer Questions to Project Manager:

Jeff Schnabel

Public Works | Stormwater Infrastructure Manager

Jeff.Schnabel@clark.wa.gov

564-397-4583

General Terms and Conditions

ADMINISTRATIVE REQUIREMENTS - Contractors shall comply with all management and

administrative requirements established by Washington Administrative Code (WAC), the

Revised Code of the State of Washington (RCW), and any subsequent amendments or

modifications, as applicable to providers licensed in the State of Washington.

ALL proposals submitted become the property of Clark County. It is understood and agreed

that the prospective Proposer claims no proprietary rights to the ideas and written materials

contained in or attached to the proposal submitted. Clark County has the right to reject or

accept proprietary information.

AUTHORSHIP - Applicants must identify any assistance provided by agencies or indivi-

duals outside the proposers own organization in preparing the proposal. No contingent

fees for such assistance will be allowed to be paid under any contract resulting from this

RFP.

independently, without consultation, communication, or agreement for the purpose of

restricting competition. This does not preclude or impede the formation of a consortium

of companies and/or agencies for purposes of engaging in jointly sponsored proposals.

INTERLOCAL AGREEMENT - Clark County has made this RFP subject to Washington

State statute RCW 39.34. Therefore, the proposer may, at the proposers option, extend

identical prices and services to other public agencies wishing to participate in this RFP.

Each public agency wishing to utilize this RFP will issue a purchase order (or contract)

binding only their agency. Each contract is between the proposer and the individual agency

with no liability to Clark County.

LIMITATION - This RFP does not commit Clark County to award a contract, to pay any

costs incurred in the preparation of a response to this RFP, or to procure or contract for

services or supplies.

CANCELLATION OF AWARD - Clark County reserves the right to immediately cancel an

award if the contractual agreement has not been entered into by both parties or if new state

regulations or policy make it necessary to change the program purpose or content,

discontinue such programs, or impose funding reductions. In those cases where

negotiation of contract activities are necessary, Clark County reserves the right to limit the

period of negotiation to sixty (60) days after which time funds may be unencumbered.

CONFIDENTIALLY - Proposer shall comply with all applicable state and federal laws

governing the confidentiality of information.

CONFLICT OF INTEREST - All proposals submitted must contain a statement disclosing

or denying any interest, financial or otherwise, that any employee or official of Clark County

or the appropriate Advisory Board may have in the proposing agency or proposed project.

CONSORTIUM OF AGENCIES - Any consortium of companies or agencies submitting a

proposal must certify that each company or agency of the consortium can meet the

requirements set forth in the RFP.

COST OF PROPOSAL & AWARD - The contract award will not be final until Clark County

and the prospective contractor have executed a contractual agreement. The contractual

agreement consists of the following parts: (a) the basic provisions and general terms and

conditions, (b) the special terms and conditions, (c) the project description and goals

(Statement of Work), and (d) the budget and payment terms. Clark County is not

responsible for any costs incurred prior to the effective date of the contract. Clark County

reserves the right to make an award without further negotiation of the proposal submitted.

Therefore, the proposal should be submitted in final form from a budgetary, technical, and

programmatic standpoint.

DISPUTES - Clark County encourages the use of informal resolution to address complaints

or disputes arising over any actions in implementing the provisions of this RFP. Written

complaints should be addressed to Clark County – Purchasing, P.O. Box 5000, Vancouver,

Washington 98666-5000.

DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS - It is the

policy of Clark County to require equal opportunity in employment and services subject

to eligibility standards that may be required for a specific program. Clark County is an

equal opportunity employer and is committed to providing equal opportunity in

employment and in access to the provision of all county services. Clark County's Equal

Employment

Opportunity

Plan

available

http://www.clark.wa.gov/hr/documents.html. This commitment applies regardless of

race, color, religion, creed, sex, marital status, national origin, disability, age, veteran

status, on-the-job injury, or sexual orientation. Employment decisions are made without

consideration of these or any other factors that are prohibited by law. In compliance with

department of Labor Regulations implementing Section 504 of the rehabilitation Act of

1973, as amended, no qualified handicapped individual shall be discriminated against

in admission or access to any program or activity. The prospective contractor must agree

to provide equal opportunity in the administration of the contract, and its subcontracts or

other agreements.

MUNICIPAL RESEARCH and SERVICE CENTER - Clark County (WA) contracts with

the Municipal Research and Service Center (MRSC) to maintain our Consultant, Small

Works and Vendor rosters. To be eligible to participate in this Clark County public

solicitation and the resulting contract, your business must be registered with the MRSC

Rosters. Failure to register may result in your proposal being marked nonresponsive.

Be sure to select Clark County in your application. If you have questions about the

registration process, contact the MRSC Rosters at 206-436-3798 or

https://mrscrosters.org/businesses/business-membership/

LATE PROPOSALS - A proposal received after the date and time indicated above will not

be accepted. No exceptions will be made.

ORAL PRESENTATIONS - An oral presentation may be required of those prospective

contractors whose proposals are under consideration. Prospective contractors may be

informed that an oral presentation is desired and will be notified of the date, time and

location the oral presentation is to be conducted.

OTHER AUDIT/MONITORING REQUIREMENTS - In addition, auditing or monitoring for

the following purposes will be conducted at the discretion of Clark County: Fund

accountability; Contract compliance; and Program performance.

PRICE WARRANT - The proposer shall warrant that the costs quoted for services in

response to the RFP are not in excess of those which would be charged any other individual

or entity for the same services performed by the prospective contractor, in a similar

socioeconomic, geographical region.

PROTESTS - Must be submitted to the Purchasing Department.

PUBLIC SAFETY - May require limiting access to public work sites, public facilities, and

public offices, sometimes without advance notice. The successful Proposer’s employees

and agents shall carry sufficient identification to show by whom they are employed and

display it upon request to security personnel. County project managers have discretion

to require the successful Proposer’s employees and agents to be escorted to and from

any public office, facility or work site if national or local security appears to require it.

ACCEPTANCE or REJECTION OF PROPOSALS - Clark County reserves the right to

accept or reject any or all proposals received as a result of this RFP, to negotiate with any

or all prospective contractors on modifications to proposals, to waive formalities, to

postpone award, or to cancel in part or in its entirety this RFP if it is in the best interest of

Clark County to do so.

SUBCONTRACTING - No activities or services included as a part of this proposal may

be subcontracted to another organization, firm, or individual without the approval of

Clark County. Such intent to subcontract shall be clearly identified in the proposal. It is

understood that the contractor is held responsible for the satisfactory accomplishment

of the service or activities included in a subcontract.

VERBAL PROPOSALS - Verbal proposals will not be considered in making the award of

any contract as a result of this RFP.

WORKERS COMPENSATION INSURANCE – The contractor shall comply with R.C.W.

Title 51- with minimum coverage limits of $500,000 for each accident, or provide

evidence that State law does not require such coverage.

FOR ALTERNATIVE FORMATS

Clark County ADA Office: V: 564-397-2322

ADA@clark.wa.gov

INDEPENDENT PRICE DETERMINATION - The prospective contractor guarantees that,

in connection with this proposal, the prices and/or cost data have been arrived at

Request for Proposals

Table of Contents

PART I

PART II

PROPOSAL REQUIREMENTS

Section IA: General Information

1. Introduction

2. Background

3. Scope of Project

4. Project Funding

5. Title VI Statement

6. Timeline for Selection

7. Employment Verification

Section IB: Work Requirements

1. Required Services

2. County Performed Work

3. Deliverables and Schedule

4. Place of Performance

5. Period of Performance

6. Prevailing Wage

7. Debarred / Suspended

8. Americans with Disabilities Act (ADA) Information

9. Public Disclosure

10. Insurance/Bond

11. Plan Holders List

PROPOSAL PREPARATION AND SUBMITTAL

Section IIA: Pre-Submittal Meeting/Clarification

1. Pre-Submittal Meeting

2. Proposal Clarification

Section IIB: Proposal Submission

1. Proposals Due

2. Proposal

Section IIC: Proposal Content

1. Cover Sheet

2. Project Team

3. Management Approach

4. Respondent’s Capabilities

5. Project Approach and Understanding

6. Proposed Cost

PART III

PROPOSAL EVALUATION & CONTRACT AWARD

Section IIIA: Proposal Review and Selection

1. Evaluation and Selection

2. Evaluation Criteria Scoring

Section IIIB: Contract Award

1. Consultant Selection

2. Contract Development

3. Award Review

4. Orientation/Kick-off Meeting

ATTACHMENTS

A: Proposal Cover Sheet

B: Letter of Interest

C: Certification Regarding Debarment, Suspension and Other Responsibility Matters Form

D: Example Photos

Request for Proposal #891

Bioretention Facility Maintenance Program

Part I

Proposal Requirements

Section IA

1. Introduction

General Information

Clark County is seeking proposals to develop an ongoing maintenance program for county-

owned curbside bioretention facilities. The maintenance program developed under the

contract for this RFP will be used as specifications in a Invitation to Bid package soliciting

contractors to perform future bioretention maintenance for Clark County.

Bioretention facilities are commonly used to treat and infiltrate stormwater in Clark County and

are among the recommended best management practices in the Clark County Stormwater

Manual (CCSM). The CCSM is approved by the state Department of Ecology as equivalent to

the Western Washington Stormwater Manual.

Clark County’s National Pollutant Discharge Elimination System (NPDES) Phase 1 Municipal

Stormwater Permit requires the county to perform stormwater infrastructure maintenance

sufficient to comply with the standards listed in the CCSM.

Proposers are requested to provide their creative approaches to developing a comprehensive

maintenance program addressing a range of existing bioretention facility condition and future

maintenance needs.

Clark County (WA) contracts with the Municipal Research and Service Center (MRSC) to

maintain our Consultant, Small Works and Vendor Rosters. To be eligible to participate in this

Clark County public solicitation and the resulting contract your business must be registered

with the MRSC Rosters. Failure to register may result in your proposal being marked

nonresponsive. Be sure to select Clark County in your application. If you have questions

about the registration process, contact the MRSC Rosters at 206-436-3798 or

https://mrscrosters.org/businesses/business-membership/

If your company contact details are not on the Plan Holder List at

https://clark.wa.gov/internal-services/request-proposal-1

Attachment B, Letter of Interest must be submitted to participate in this RFP.

Proposers shall respond to all sections to be considered.

Clark County has made this Request for Proposal subject to Washington State statute RCW

39.34 Interlocal Cooperation Act. The proposer may opt to extend identical services and prices

to qualified public agencies. Each contract is between the proposer and individual agency

binding only their agency, with no liability to Clark County.

2. Background

Clark County currently owns and maintains approximately 600 curbside bioretention facilities,

with additional facilities constructed annually by private development and as part of county road

projects. Approximately half of facilities constructed by private development are ultimately

donated to Clark County for ongoing ownership and maintenance.

Effective bioretention maintenance involves a specialized and different set of tasks from those

typically performed by the county’s internal maintenance crews. To address this need and

promote more efficient overall maintenance efforts, the county seeks to leverage assistance

from contracted services to address future routine maintenance needs specifically for

bioretention facilities.

Beyond routine maintenance, the county has also identified a one-time need to refurbish a

significant number of bioretention cells (~150) due to failed vegetation. In many cases these

facilities were inherited from private developers in poor condition, and the county is responsible

for refurbishing the facilities to meet their intended level of function.

Request for Proposal #891

Bioretention Facility Maintenance Program

Overall, vegetation in existing bioretention facilities ranges in condition from established and fully

functional to significantly diminished or absent. The county seeks proposals for how to address

several general categories of current condition as described in Section 3 below.

3. Scope of Project

The county seeks proposals to develop a comprehensive maintenance program addressing a

range of identified bioretention maintenance needs, grouped into the following categories:

1. Full Re-Build or Conversion

Bioretention facilities in this category have little to no vegetation, and/or limited treatment

capacity due to compaction, erosion or other issues. The maintenance program will

include an approach to rebuilding and/or converting these facilities sufficient to bring

them into compliance with CCSM maintenance requirements and provide the county

with a low-maintenance solution for future management of these facilities.

Facilities in this category include the need for remove/replace of existing bioretention

soils, plant material, and mulch. Proposers should include considerations and

expectations for new plant establishment.

Proposers are encouraged to consider the use of alternative best management

practices such as BMP T5.21 Infiltration Swale from Volume V of the draft Stormwater

Management Manual for Western Washington.

2. Sparse Vegetation Needs Upgrading

Bioretention facilities in this category have limited vegetation insufficient to provide full

ground cover, effective weed suppression, or reasonable visual appeal. The

maintenance program will include an approach to rehabilitating these facilities that

retains existing viable vegetation and upgrades/expands the overall amount of

vegetation to enhance facility function and appearance.

Proposers should include considerations and expectations for new plant

establishment.

3. Well-Established/Ongoing Long-Term Maintenance Program

Bioretention facilities in this category currently have sufficient, well-established

vegetation and are functioning in compliance with CCSM requirements. The

maintenance program will include an approach to ongoing maintenance sufficient to

keep facilities in compliance with the CCSM and provide an acceptable level of aesthetic

appeal for county residents.

These categories are illustrative of what the county expects to see included in the maintenance

program to be developed by the selected proposer. The selected proposer may provide

additional categories or identify additional needs based on their expertise and experience.

Specific scope of maintenance plan provisions will be negotiated during contract development.

Proposals are not required to include detailed planting plans or plant lists. However, the

proposals should demonstrate an understanding of and compliance with CCSM design and

maintenance requirements for BMP T7.30 Bioretention and/or any alternative BMPs such as

T5.21 Infiltration Swale that may be included in the maintenance program.

Example photos representing facilities in the three condition categories are included in

Attachment D.

BIORETENTION FACILITY MAINTENANCE PROGRAM

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