Multi-Year Traffic Signal Maintenance (2026-2028)

ISLAND COUNTY PUBLIC WORKS

NOTICE TO CONSULTANTS

REQUEST FOR QUALIFICATIONS (RFQ)

2026- 2028 MULTI-YEAR TRAFFIC SIGNAL MAINTENANCE SERVICES

Island County Public Works Department is soliciting Statements of Qualifications (SOQ) from consultants who wish to be evaluated and considered to provide professional/general services to Island County. The Public Works Department expects the need to occasionally supplement its own resources for Public Works related projects and services. Professional services rendered by any person contracting to perform activities within the scope of the general definition of professional practice per RCW 18.08, 18.43, or 18.96 must have Professional Registration (or other appropriate license) in the State of Washington and must be registered as a company licensed to perform “engineering services” in the State of Washington.

The successful consulting firm will receive an On-Call Consultant contract in the amount not greater than $200,000 and for a three (3) year term. Individual tasks will be negotiated as stand-alone assignments terminating when the task budget is exhausted or the task time frame has expired. The agreement shall be terminated when the agreement budget is exhausted or the agreement time frame has expired, unless mutually agreed upon by Island County and the Consulting Firm to increase the amount or time of the contract. Island County encourages disadvantaged, minority, and woman-owned Consulting Firms to respond to this solicitation.

The services provided by the consultant will include Traffic Signal and other electronically powered traffic systems maintenance to support the Island County Public Works Department with special expertise and design support services as follows:

1. Traffic Signal Maintenance Providers shall have diverse professional expertise in, but not limited to, the following areas:

• Ability to perform regular monthly maintenance inspections of traffic signal systems and other electronically powered traffic systems and ability to clearly and concisely document work performed and discrepancies or deficiencies observed and/or corrected with each inspection.

• Knowledge of wiring and various other electrical components contained in traffic signal systems and other electronically powered traffic systems, including traffic signals, vehicle detection loops, emergency vehicle preemption systems, optical vehicle detection equipment, uninterrupted power supply systems, pedestrian push buttons, school zone flashing beacons, overhead flashing beacons, and streetlights.

• Understanding of troubleshooting and repair methods and database programming requirements for Econolite ASC/2 and ASC/3 Series controllers.

• Familiarity with Manual on Uniform Traffic Control Devices and other standards applicable to traffic signal design and phasing operation.

• Ability to review traffic signal design plans for modifications to existing signals or proposed new signals for compliance with relevant electrical standards and best practices.

• Knowledge of requirements for turning on and programming a new traffic signal or making modifications to the phasing of an existing traffic signal.

• Capability to review proposed scope of work for additional traffic signal work to be done by other contractors on an as-needed basis.

• Ability to assess and respond to reported malfunctions or other reported or observed operational issues within 8 hours or less on an as-needed, on-call basis.

Respondents for Traffic Signal Maintenance Provider must include proposal and pricing information with their SOQ.

SUBMITTAL REQUIREMENTS

Consultants are invited to submit their SOQ. Materials submitted in response to this competitive procurement shall become the property of Island County and will not be returned. Proposers are solely responsible for all costs incurred in the development and submission of the response statement to this RFQ or any other presentations whether in response to this RFQ or to any subsequent requirements of the consultant selection and contract negotiation process. All submittals received will remain confidential until Island County and the successful Consultants sign the agreements resulting from this advertisement. All submittals are deemed public records as defined in the RCW 42.17.250 to 42.250.340.

Consultants may submit their SOQ electronically to Matthew Lander or mail in physical copies. Electronic submittals of the SOQ will be sent in PDF format with a maximum file size of 19 MB, Matthew Lander at

the following email address: m.lander@islandcountywa.gov. If submitting physically, Submit one (1)

original (containing original signatures) and three (3) individually bound copies of the SOQ. Provide clear distinction between the original SOQ and the copies. SOQ should have no more than twenty-four (24) sheets (double sided or not), plus a cover, one-page cover/introductory letter, and the Island County Public Works Submittal Information Form (Prime), which is attached to this RFQ. Submittals shall be on 8 ½” X 11” paper size with a type size no smaller than 12 points. Resumes shall be limited to one page per full-time staff and shall be included as an Appendix. Resumes will not be included in the page limit. Fax will not be accepted. Proposers are strongly encouraged to use recycled/recyclable products and use both sides of the paper whenever appropriate.

The outside of the submittal package shall be labeled:
“STATEMENT OF QUALIFICATIONS AND EXPERIENCE”

Content of Statement of Qualifications and Experience Package:

1. A one-page cover/introductory letter that includes the On-Call service(s) for which the SOQ is being submitted. This letter shall include a brief description of the firm and a description of the firm’s experience performing services of interest. It shall also include a list of similar services provided to other governmental organizations in the last five years.

2. The number and type of staff positions assigned to the service of interest including their experience in performing public works design projects. Furnish resumes of key staff that will be assigned to such projects (include as Appendix).

3. The firm’s assurance that contracting with Island County will not result in a conflict of interest.

4. A statement expressing the firm’s commitment to meeting scope, schedule, and cost of tasks to be assigned. When task proposals are requested, project specific commitments will be required. This should include a discussion of the firm’s work philosophy, the approach to developing sound cost-effective engineering recommendations/solutions, and the approach to problem resolution.

5. A statement concerning the firm’s history of completing tasks on time and within the project budget over the last five years. References to County and City agencies that are or have recently been clients of the firm are to be provided including Contact information for the Client’s project managers.

6. A statement of acceptance of Island County’s contract language and insurance coverage requirements, per WSDOT negotiated hourly rate consultant agreements.

7. Island County Public Works Submittal Information Form (Prime)

8. Pricing Information:

• Architectural & Engineering professional services: DO NOT submit information regarding fees, price, man-hours or any other cost information with respective SOQ’s. Cost information for these types of services will not be considered.

• General services: Fees, price or any other cost information (proposal) are required to be submitted with the SOQ for the following general services: Pavement Condition Survey Consultants, Traffic Signal Maintenance Providers, and Timber Cruise Consultants.

The SOQs must be received by Island County no later than 4:00 PM on Monday, April 27th, 2026 at:

Attn: Matthew Lander

Asst. County Engineer

Island County Public Works Department

Mailing Address:
1 NE 7th Street

Coupeville WA 98239

E-Mail Address:

Email: m.lander@islandcountywa.gov

Physical Address:
1 NE 7th Street
Coupeville, WA 98239

Phone Numbers:
Work: 360-678-7965

EVALUATION PROCESS

1. The consultants will be selected by means of a dual selection process (initial evaluation of SOQs and ranking).

2. The following criteria will be the basis for initial evaluation of SOQs.

• Project Team:

o Qualifications and relevant individual experience

o Unique qualification of key personnel

o Time commitment of key members

o Organization Chart

• Firm’s Capabilities:

o Demonstrated capability on similar or related projects

o Management and scheduling abilities

o Other on-going projects and priorities

o Quality and cost control

o Staff availability

• Project Understanding and Approach:

o Demonstrated knowledge of the work required

o Explanation of the project

o Knowledge of general engineering processes

o Innovative approaches and internal measures for timely completion of project

• Feasibility of Oversight:

o Ability and willingness to respond to Department requirements

o Accessibility to Department reviewers

• References:

o Record of producing a quality product on similar projects on time and within budget

The following requirements will also be considered in SOQ evaluation:

• Acceptance of County’s contract language and insurance coverage requirements.

• Firm’s assurance that the design work will not result in a conflict of interest.

3. Based upon the combined scores and ranking of the SOQs, consultants evaluated by the selection committee and deemed to be the best qualified to undertake the services, may be interviewed by the selection committee.

4. The above criteria will similarly be the basis for the evaluation, scoring, and ranking of Consultants, as well as questions relating to the following topics:

• Consultant’s experience with engineering technology and government standards relating to Local Agency work

• Consultant’s methods for completing task assignments, scheduling, and controlling costs

• Consultant’s previously completed projects.

• Working with Island County

The contract will be pursuant to the Washington State Local Agency Guidelines, excepting requirements pertaining to Disadvantaged Business Enterprise (DBE) goals. The Standard Consultant

Agreement forms are available at the Washington State Department of Transportation website at: https://wsdot.wa.gov/business-wsdot/support-local-programs/delivering-your-project/consultant-agreements-indirect-cost-rate-information. It is expected that the Negotiated Hourly Rate Consultant Agreements will be used and no Federal Aid projects will be administered under this contract. The

consultant submitting SOQs must familiarize themselves to the insurance requirements and other requirements indicated on these forms. Island County insurance requirements can be obtained by contacting Matthew Lander, Asst. County Engineer, via email at m.lander@islandcountywa.gov or by phone at 360-240-5545.

TITLE VI NOTICE

“Island 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 in 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.”

ANTICIPATED RFQ SCHEDULE

The following schedule has been established for the submission and evaluation of the SOQs and selection of the consultants. These are tentative dates only and the County reserves the right to adjust these dates at its sole discretion:

• Pre-proposal meeting: Not required for this RFQ

• SOQs due: 4:00 PM on Monday, April 27th, 2026

• Announce final selection: by May 8th, 2026

• Contract negotiation complete: by May 15th, 2026

• Signed Contract received from Consultants: by May 22nd, 2026

• Board of County Commissioners approval: June of 2026

• Notice to Proceed: Per Task Assignment

ACCEPTANCE/REJECTION OF RESPONSES

Island County reserves the right and holds at its discretion the following rights and options:

• To waive any or all informalities in this RFQ

• To reject any or all responses

• To issue subsequent requests