Request for Proposal (RFP) ? PROFESSIONAL SERVICES ? CIP 26-07

Request for Proposal (RFP)
PROFESSIONAL SERVICES
Soliciting Agency: City of Sumner
Project: Water Sites Cellular Telemetry Conversion & PLC Modernization
The City of Sumner is soliciting proposals from qualified contractors to provide services related to Cellular
Telemetry Migration and, PLC Modernization for the City's water system facilities.
The work includes furnishing all hardware, programming, configuration, coordination, installation, and testing
necessary to upgrade existing telemetry and control systems at seven (7) water sites and the Water Shop Master
Telemetry Unit (MTU) building.
The City of Sumner reserves the right to amend terms of this "Request for Proposal" (RFP), to circulate various
addenda, or to withdraw the RFP at any time, regardless of how much time and effort consultants have spent on
their responses.
Prospective respondents will be held to the ADA and Civil Rights language adopted by the City of Sumner.
Project Description
The City of Sumner is seeking to establish an agreement with a qualified contractor to replace the City's
existing radio-based telemetry system with a new cellular-based telemetry network that integrates seamlessly
with the City's existing water Supervisory Control and Data Acquisition (SCADA) system. The project includes
work on the following seven (7) water system sites: Dieringer Well, North Tank, Central Well, Sumner Springs,
County Springs, South Well, Viewpoint Tank. Additionally, the City seeks to modernize existing
Programmable Logic Controllers (PLCs) at each site, upgrading to CompactLogix units capable of supporting
redundant cellular and radio telemetry communications.
Evaluation Criteria
Submittals will be evaluated and ranked based on the following criteria:
1) Qualifications/expertise of the firm with the PLC, SCADA, and telemetry systems work; experience
with projects of similar complexity and function.
2) Consultants' approach to the City's project as demonstrated in a description of their approach to the
work.
3) Familiar with NFPA 70E, OSHA, FCC Regulations and other relevant standards
4) Pricing and Cost Effectiveness of materials and related analysis and services.
5) Past Performance and References
Selection Procedure
After the submittal deadline, the proposals will be reviewed and evaluated by an Evaluation Committee
comprised of, but not limited to, City staff, appointed or elected officials, and individuals chosen by Public

Works staff to participate. The Evaluation Committee will establish a numerical score for each proposal within
each category listed above.
The City reserves the right to negotiate a final contract which is in the best interest of the City
considering cost effectiveness, familiarity and expertise of the firm(s) and quality central control. Once a
tentative selection has been made by the evaluation committee, City staff will attempt to negotiate a contract
with the preferred Proposer. If the negotiations are not successful, City staff will negotiate with other qualified
Proposers in order of their respective scoring of the proposals until an agreement is reached, or City staff decide
to terminate the selection process.
Format
The proposal should include the following information:
a) The proposal should be accompanied by a brief introductory letter stating your firm's interest in the
project.
b) Provide resumes of no more than three (3) key members of the proposed project team inclusive of key
subconsultant who will work on this project.
c) List projects of similar complexity and magnitude undertaken and completed in the past ten (10) years
and provide references and a phone number for each reference.
d) Demonstrate understanding of the scope of work.
e) Cost Proposal
f) Description of company's safety policies and procedures, and compliance with NFPA 70E, OSHA, FCC
Regulations and other relevant standards.
The proposal should consist of no more than ten (10) pages. The cover letter, front and back covers, and section
dividers will not be counted in the ten (10) page limit.
Submittal Deadline:
Please submit an electronic version of your proposal in a single .pdf document by email or other electronic
means to bids@sumnerwa.gov no later than 11:00 a.m. on September 2nd, 2026. Hard copy submittals are not
required. Any proposal received after the specified date and time may be rejected and may not receive any
further consideration by the City. Postmarks will not be accepted. All questions regarding this solicitation
should be directed to Thi Le, Engineering Specialist at (253) 299-5718 or bids@sumnerwa.gov.
Americans with Disabilities Act (ADA) Information
The City of Sumner in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans
with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and
activities. This material can be made available in an alternate format by emailing the Contact person or by
calling collect 253-299-5700.
Title VI Statement
The City of Sumner, 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 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.
ATTACHMENTS
(cid:891) City of Sumner Good & Services Contract Sample
(cid:891) Exhibit A - Scope of Work

Dates of Publication:
Courier Herald: August 19th, 2026
Seattle Daily Journal of Commerce: August 19th, 2026

GOODS & SERVICES CONTRACT
between the City of Sumner and
[Insert Vendor's Co. Name]
THIS CONTRACT is made by and between the City of Sumner, a Washington municipal
corporation (hereinafter the "City"), and [Insert Vendor's Company Name] organized under the
laws of the State of [Insert State Co. Formed Under], located and doing business at [Insert
Vendor's Address, Phone Number] (hereinafter the "Vendor").
CONTRACT
E
I. DESCRIPTION OF WORK.
LL
Vendor shall provide the following materiaalllsss,,, sssuuuppppppllliiieeesss,,, eeeqqquipment goods and
materials and/or perform the following serviceess fffooorrr ttthhheee CCCiiitttyyy:::
PP
[Insert Detailed Description Mof goooodddsss,,, mmmaaattteeerrriiiaaalllsss,,, aaand/or services Vendor will
be providing. Please be as dettaaiilleeeddd aaasss pppooosssssiibbllee. You may also refer to an
Exhibit so long as it is clearlyy iiidddeeennntttiiifffiiieeeddd bbbyyy tttiiitttle and date.]
AA
SS
Vendor acknowledges aannddd uuunnnderstands that it is not the City's exclusive provider of these
goods, materials, or services andd that the City maintains its unqualified right to obtain these
goods, materials, and services through other sources, at its discretion.
II TIME OF COMPLETION. Upon the effective date of this Contract, Vendor shall
complete the work and provide all goods, materials, and services [Type either "within" or "by"
depending on deadline in next form field] [Insert either a date specific or enter # of days, weeks,
months, years, etc.].
III. COMPENSATION. The City shall pay the Vendor an amount not to exceed [Insert
maximum dollar amount to be paid for services. You may type out the dollar amount and place
the numerical dollar amount in parentheses or you may just enter the numerical dollar amount
], plus Washington State Sales Tax, if applicable, for the goods, materials, and services
contemplated in this Contract. The City shall pay the Vendor the following amounts according
to the following schedule:
GOODS & SERVICES CONTRACT - 1

Vendor shall submit monthly invoices to the City. The City shall pay the first monthly invoice once
all required paperwork has been received by the City. In the event that any provision of the City's
Goods and Services Contract conflicts with any provision or Term of Contractor's Bid, the City's
contract provisions shall govern.
If the City objects to all or any portion of an invoice, it shall notify Vendor and reserves
the option to only pay that portion of the invoice not in dispute. In that event, the parties will
immediately make every effort to settle the disputed portion.
A. Defective or Unauthorized Work. The City reserves its right to withhold payment
from Vendor for any defective or unauthorized goods, materials or services. If
Vendor is unable, for any reason, to complete any part of this Contract, the City
may obtain the goods, materials or services from other sources, and Vendor shall
be liable to the City for any additionaEl cccooosssttss incurred by the City. "Additional costs"
shall mean all reasonable costs, incclluuudddiiinnnggg llleeeggal costs and attorney fees, incurred
by the City beyond the maximuLmm CCoonntttrrraaacccttt ppprrriiiccceee specified above. The City further
reserves its right to deduct tthhheeessseee aaaddddddiiitttiiiooonnnaaal costs incurred to complete this
Contract with other sourcePPs, fffrrrooommm aaannnyyy aaannnddd aaall amounts due or to become due the
Vendor.
MM
B. Final Payment: Waivveerrr ooofff CCClllaaaiiimmmsss.. VVEENDOR'S ACCEPTANCE OF FINAL
PAYMENT SHALL CCCOOONNNSSSTTTIIITTTUUUTTTEEE AAA WWWAIVER OF CLAIMS, EXCEPT THOSE
PREVIOUSLY ANNDD PPPRRROOOPPPEEERRRLLLYYY MMMAADE AND IDENTIFIED BY VENDOR AS
A
UNSETTLED AAATTT TTTHHHEEE TTTIIIMMMEEE RRREEQUEST FOR FINAL PAYMENT IS MADE.
IV. INDEPSENNNDDDEEENNNTTT CCCOOONNNTTTRRRACTOR. The parties intend that an Independent
Contractor-Employer RRReeelllaaatttiiiooonnnssshhhiiippp wwiilll be created by this Contract and that the Vendor has the
ability to control and dddiiirrreeecccttt ttthhheee pppeeerformance and details of its work, the City being interested
only in the results obtaineedd uuunnndddeer this Contract.
V. TERMINATION. Either party may terminate this Contract, with or without
cause, upon providing the other party thirty (60) days written notice at its address set forth on
the signature block of this Contract.
VI. CHANGES. The City may issue a written amendment for any change in the goods,
materials or services to be provided during the performance of this Contract. If the Vendor
determines, for any reason, that an amendment is necessary, Vendor must submit a written
amendment request to the person listed in the notice provision section of this Contract,
section XV, within fourteen (14) calendar days of the date Vendor knew or should have known
of the facts and events giving rise to the requested change. If the City determines that the
change increases or decreases the Vendor's costs or time for performance, the City will make
an equitable adjustment. The City will attempt, in good faith, to reach agreement with the Vendor
on all equitable adjustments. However, if the parties are unable to agree, the City will determine
the equitable adjustment as it deems appropriate. The Vendor shall proceed with the amended
GOODS & SERVICES CONTRACT - 2

work upon receiving either a written amendment from the City or an oral order from the City
before actually receiving the written amendment. If the Vendor fails to require an
amendment within the time allowed, the Vendor waives its right to make any claim or submit
subsequent amendment requests for that portion of the contract work. If the Vendor disagrees
with the equitable adjustment, the Vendor must complete the amended work; however, the
Vendor may elect to protest the adjustment as provided in subsections A through E of Section
VII, Claims, below.
The Vendor accepts all requirements of an amendment by: (1) endorsing it, (2) writing a
separate acceptance, or (3) not protesting in the way this section provides. An amendment that
is accepted by Vendor as provided in this section shall constitute full payment and final
settlement of all claims for contract time and for direct, indirect and consequential costs,
including costs of delays related to any work, either covered or affected by the change.
VII. CLAIMS. If the Vendor disagrees with anything required by an amendment,
another written order, or an oral order from the City, including any direction, instruction,
interpretation, or determination by the City, the Vendor may file a claim as provided in this
section. The Vendor shall give written notice to theE CCCiiitttyyy oof all claims within fourteen (14)
calendar days of the occurrence of the events giving rriiissseee tttooo ttthhhee claims, or within fourteen (14)
calendar days of the date the Vendor knew or shoLuulldd hhaaavvveee kkknnnooowwwnnn of the facts or events giving
rise to the claim, whichever occurs first. Any claaiiimmm fffooorrr dddaaammmaaagggeeesss, additional payment for any
reason, or extension of time, whether undePr ttthhhiiisss CCCooonnntttrrraaacccttt ooorrr otherwise, shall be conclusively
deemed to have been waived by the Vendooorrr uuunnnllleeessssss aaa tttiiimmmeeely written claim is made in strict
accordance with the applicable proviMsions ooofff ttthhhiiisss CCCooonnntttrrraaacccttt.
At a minimum, a Vendor's wwrrriiitttttteeennn ccclllaaaiiimmm ssshhhaaall include the information set forth in
subsections A, items 1 through 5 beelloowww...
A
FAILURE TO PROVIDDEE AAA CCCOOOMMMPPPLLLEEETTTEE, WRITTEN NOTIFICATION OF CLAIM
WITHIN THE TIMSEEE AAALLLLLLOOOWWWEEEDDD SSSHHHALL BE AN ABSOLUTE WAIVER OF ANY
CLAIMS ARISIINNNGGG IIINNN AAANNNYY WAY FROM THE FACTS OR EVENTS
SURROUNDING THHHAAATTT CCCLLLAAAIIIMMM OR CAUSED BY THAT DELAY.
A. Notice of Claim. Provvviiiddde a signed written notice of claim that provides the following
information:
1. The date of the Vendor's claim;
2. The nature and circumstances that caused the claim;
3. The provisions in this Contract that support the claim;
4. The estimated dollar cost, if any, of the claimed work and how that
estimate was determined; and
5. An analysis of the progress schedule showing the schedule change or
disruption if the Vendor is asserting a schedule change or
disruption.
B. Records. The Vendor shall keep complete records of extra costs and time incurred
as a result of the asserted events giving rise to the claim. The City shall have access
to any of the Vendor's records needed for evaluating the protest.
GOODS & SERVICES CONTRACT - 3

The City will evaluate all claims, provided the procedures in this section are followed.
If the City determines that a claim is valid, the City will adjust payment for work or time
by an equitable adjustment. No adjustment will be made for an invalid protest.
C. Vendor's Duty to Complete Protested Work. In spite of any claim, the Vendor shall
proceed promptly to provide the goods, materials and services required by the City under this
Contract.
D. Failure to Protest Constitutes Waiver. By not protesting as this section provides, the
Vendor also waives any additional entitlement and aaacccccepts from the City any written or oral
EE
order (including directions, instructions, interppprrreeetttaaatttiiioons, and determination).
LL
E. Failure to Follow Procedures Constituteeesss WWWaaaiiivvveeerrr... BByyy fffaaailing to follow the procedures
of this section, the Vendor completely waaiivvveeesss aaannnyyy ccclllaaaiiimmmsss for protested work and accepts
P
from the City any written or oral orderrr (((iiinnncccllluuudddiiinnnggg dddiiirrreeecctions, instructions, interpretations,
and determination).
M
VIII. LIMITATION OF ACTIOONNSS.. VVVEEENNNDDDOOORRR MMUST, IN ANY EVENT, FILE ANY LAWSUIT
ARISING FROM OR CONNECTED WWIIITTTHHH TTTHHHIIISSS CCCOOONNNTTTRACT WITHIN 120 CALENDAR DAYS FROM
THE DATE THE CONTRACT WAORRKK IISSS CCCOOOMMMPPPLLLEEETTTEEE OR VENDOR'S ABILITY TO FILE THAT SUIT
SHALL BE FOREVER BARRED. TTTHHHIIISSS SSSEEECCCTTTIIIOOONNN FURTHER LIMITS ANY APPLICABLE STATUTORY
LIMITATIONS PERIOD.
S
IX WARRANTY.. TTThhhiiisss CCCooonnntttrrraaacct is subject to all warranty provisions established
under the Uniform Commeeerrrccciiiaaalll CCCooodddeee, Title 62A, Revised Code of Washington. Vendor warrants
goods are merchantable, aree ffiiittt fffooorrr the particular purpose for which they were obtained, and will
perform in accordance with ttthhheir specifications and Vendor's representations to City. The
Vendor shall correct all defects in workmanship and materials within one (1) year from the
date of the City's acceptance of the Contract work. In the event any part of the goods are
repaired, only original replacement parts shall be used-rebuilt or used parts will not be
acceptable. When defects are corrected, the warranty for that portion of the work shall
extend for one (1) year from the date such correction is completed and accepted by the City.
The Vendor shall begin to correct any defects within seven (7) calendar days of its receipt of
notice from the City of the defect. If the Vendor does not accomplish the corrections
within a reasonable time as determined by the City, the City may complete the corrections
and the Vendor shall pay all costs incurred by the City in order to accomplish the correction.
The Contractor's warranty excludes remedy for damage caused by abuse, improper or
insufficient installation by others, improper operation, or normal wear and tear under normal
usage. In the event that installation is contracted with the Vendor, materials and equipment
will be applied, programmed, installed, connected, erected, used, cleaned, and conditioned
in accordance with the Work Order. Warranties will be provided as described in the Work
Order, and the City's receipt of a warranty inconsistent with the terms of the Work Order
will not constitute acceptance of those terms. This section does not supersede, nor void,
any specific material and/or labor warranties provided by individual suppliers, vendors, or
manufacturers. The Vendor agrees to assign to City at the time of final completion of the
Work, any and all manufacturer's warranties relating to materials and labor used in the
Work and further agrees to perform the Work in such a manner so as to preserve any and
all such manufacturer's warranties.
GOODS & SERVICES CONTRACT - 4

X. DISCRIMINATION. In the hiring of employees for the performance of work under
this Contract or any sub-contract, the Vendor, its sub-contractors, or any person acting on behalf
of the Vendor or sub-contractor shall not, by reason of race, religion, color, sex, age, sexual
orientation, national origin, or the presence of any sensory, mental, orphysical disability, discriminate
against any person who is qualified and available to perform the work to which the employment
relates.
XI. INDEMNIFICATION. The Vendor shall defend, indemnify and hold the City,
its officers, officials, employees and volunteers harmless from any and all claims, injuries,
damages, losses or suits including attorney fees, arising out of or in connection with the
performance of this Agreement, except for injuries and damages caused by the sole
negligence of the City.
The City's inspection or acceptance of any of VVVeeendor's work when completed shall
not be grounds to avoid any of these covenants ooofff iiinnndddeeemmnification.
IT IS FURTHER SPECIFICALLY ANDDD EEEXXXPPPRRREEESSSSSSLLLYYY UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSSTTIITTTUUUTTTEEESSS TTTHHHEEE VVVENDOR'S WAIVER OF IMMUNITY
UNDER INDUSTRIAL INSURANCE, TITLE 555111 RRRCCCWWW,,, SSSOOOLLLEEELY FOR THE PURPOSES OF THIS
INDEMNIFICATION. THE PARTIES FURTTHHHEEERRR AAACCCKKKNNNOOOWWWLLEDGE THAT THEY HAVE MUTUALLY
NEGOTIATED THIS WAIVER.
The provisions of this secctttiiiooonnn ssshhhaaallllll sssuuurrrvvvive the expiration or termination of this
Contract.
XII. INSURANCE. TTThhheee VVVeeennndddooorr shall procure and maintain for the duration of the
Contract, insurance againnnsssttt ccclllaaaiiimmmsss fffooorrr iiinnnjjjuries to persons or damage to property which may arise
from or in connection witthhh ppprrroooddduuuccctttsss aaannndd materials supplied to the City.
No Limitation. Veenndddooorrr'''ss maintenance of insurance as required by the Contract
shall not be construed to limmit the liability of the Vendor to the coverage provided by
such insurance, or otherwise limit the City's recourse to any remedy available at law or
in equity.
A. Minimum Scope of Insurance.
Vendor shall obtain insurance of the type described below:
Commercial General Liability insurance shall be written on Insurance Services Office (ISO)
occurrence form CG 00 01 and shall cover products liability. The City shall be named as an insured
under the Vendor's Commercial General Liability insurance policy using ISO Additional Insured-
Vendors Endorsement CG 20 15 or a substitute endorsement providing equivalent coverage.
B. Minimum Amounts of Insurance
Vendor shall maintain the following insurance limits:
GOODS & SERVICES CONTRACT - 5

Commercial General Liability insurance shall be written with limits no less than
$2,000,000 each occurrence, $2,000,000 general aggregate and a $2,000,000 products
liability aggregate limit.
C. Other Insurance Provisions. The Vendor's Commercial General
Liability insurance policy or policies are to contain, or be endorsed to contain that they
shall be primary insurance as respect the City. Any Insurance, self-insurance, or
insurance pool coverage maintained by the City shall be excess of the Vendor's
insurance and shall not contribute with it.
E
L
P
M
A
S
GOODS & SERVICES CONTRACT - 6

D. Acceptability of Insurers. Insurance is to be placed with insurers with a
current A.M. Best rating of not less than A: VII.
E. Verification of Coverage. Vendor shall furnish the City with original
certificates and a copy of the amendatory endorsements, including but not necessarily limited
to the additional insured endorsement, evidencing the insurance requirements of the Vendor
before goods, materials or supplies will be accepted by the City.
F. Notice of Cancellation. The Vendor shall provide the City with written
notice of any policy cancellation, within two business days of their receipt of such
notice.
G. Failure to Maintain Insurance. Failure on the part of the Vendor to
maintain the insurance as required shall constitute a material breach of contract, upon
which the City may, after giving five business days notice to the Vendor to correct the
breach, immediately terminate the contract or, at its discretion, procure or renew such
insurance and pay any and all premiums in connectiooonn therewith, with any sums so
E
expended to be repaid to the City on demand, or aaattt ttthhhee sole discretion of the City, offset
against funds due the Vendor from the City.
L
P
XIII. WORK PERFORMED AT VEENNNDDDOOORRR'''SSS RRRIIISSSKKK. Vendor shall take all necessary
precautions and shall be responsible for tthhheee sssaaafffeeetttyyy ooofff iiitttsss eeemployees, agents, and subcontractors
M
in the performance of the contract wwooorrrkkk aaannnddd ssshhaallll uutilize all protection necessary for that
purpose. All work shall be done at VVVeeennndddooorrr'''sss ooowwwnnn rrriiissk, and Vendor shall be responsible for any
loss of or damage to materials, tooollsss,,, ooorrr ooottthhheeerrr aaarrrtttiiccles used or held for use in connection with the
A
work.
XIV. PREVAILINNGGG WWWAAAGGGEEESSS...
S
The Vendor agreess tttooo cccooommmppplllyyy wwwiitth all state and federal laws relating to the employment of
labor and wage rates to be pppaaaiiiddd... NNNooo ffiinalpayment will be made on this Contract until the contractor
and each and every subconttrraaaccctttooor has submitted an "Affidavit of Wages Paid" that has been
certified by the industrial statistician of the Department of Labor and Industries. Vendor shall file
a "Statement of Intent to Pay Prevailing Wages," with the State of Washington Department of
Labor & Industries prior to commencing the Contract work. The Statement of Intent to Pay
Prevailing Wages shall include the Vendor's registration certificate number and the prevailing rate
of wage for each classification of workers entitled to prevailing wages under RCW 39.12.020, and
the estimated number of workers in each classification. Vendor shall pay prevailing wages in effect
on the date the bid is accepted or executed by Vendor, and comply with Chapter 39.12 of the
Revised Code of Washington, as well as any other applicable prevailing wage rate provisions. The
latest prevailing wage rate revision issued by the Department of Labor and Industries must be
submitted to the City by Vendor. It shall be the responsibility of Vendor to require all
subcontractors to comply with Chapter 39.12 RCW and this section of the Contract.
GOODS & SERVICES CONTRACT - 7