RFP Certified Contractor to facilitate woodstove replacement for Quinault Indian Nation

Quinault Air Quality Program
P.O. BOX 89 | Taholah, WA 98587
(360) 276-8215, ext. 7310
Request for Proposals (RFP) for Residential Woodstove Replacement Services
Project: Quinault Woodstoves Replacement Program
Due Date for Bid Submission: June 29, 2026, at 4:00 P.M. Pacific Daylight Time
Late submissions will not be considered
1. PURPOSE/OVERVIEW:
The Quinault Indian Nation Air Quality Program is seeking bids from qualified, licensed,
and insured contractors to help facilitate a community initiative to identify and replace
deficient or unsafe woodstoves used by Quinault community members. This project is
intended to improve indoor and outdoor air quality, increase energy efficiency, reduce
household heating costs, and support healthier living environments for Tribal members
and eligible residents. Funding is provided through an EPA Clean Air Act Section 105
grant-funded air quality improvement initiative, and may be subject to federal, state,
and Tribal requirements.
2. PROJECT DESCRIPTION:
It is expected that the selected contractor will complete the following work for the
selected applicants' woodstove replacement projects:
* Site visits to assess deficiencies in applicants' current systems
* Reaching consensus with the selected applicant of the new system's
installation setup and materials
* Providing the selected applicant with a basic illustration of their new system
& peripheral components, with dimensions
* Furnishing of all necessary labor and parts needed for the installation
* Full uninstallation of the old system to the extent necessary
* Installation of the new heating system and any necessary peripheral parts/
ducting/wiring/etc.
* System testing and commissioning
* Providing warranty information and aiding program coordinators in briefing
selected applicants on the functionality of their new system
* Contractors are expected to be able to facilitate the above deliverables for at
least residential woodstoves and pellet stoves systems. However, it is also
preferred that the contractor is able to offer installation services for electric
fireplaces, in addition to woodstove and pellet stove systems.
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3. SUBMISSION INSTRUCTIONS
Proposals must be received no later than:
06/29/2026, at 4:00 P.M. Pacific Daylight Time
Submission Method: Hand delivery, certified mail, or E-mail.
ATTN: Cora Pope
Quinault Indian Nation
Contracts & Procurement Officer
1214 Aalis Drive
Phone: 360-276-8215 Ext. 5035
bids@quinault.org
Contract Officer for Questions:
Cody Cook-Winscher
Quinault Indian Nation Air Quality Program
P.O. Box 189
Taholah, WA 98587
Phone: 360-276-8215, extension 7310
Email: cody.cook-winscher@quinault.org
Late submissions will not be considered.
4. CONTRACT TYPE:
This solicitation is for an Indefinite Quantity / Task Order Contract using an approved
Quinault Indian Nation Standardized Contract. The Air Quality Program cannot guarantee a
specific number of installations or contract value. Individual projects will be assigned
through work orders issued during the contract period based upon:
* Available funding
* Participant eligibility
* Site suitability
With our current funding, we anticipate at least five to seven installations. However, these
estimates are provided solely for planning purposes and do not constitute a guarantee of
work. The Nation reserves the right to increase, decrease, or discontinue assignments at its
discretion.
5. SERVICE AREA
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Work may occur throughout the Quinault Indian Reservation and surrounding service areas,
including but not limited to:
* Taholah
* Queets
* Amanda Park
* Moclips
* Pacific Beach
Other approved locations, within a maximum of 35 miles from the Quinault Indian Nation's
reservation.
6. CONTRACTOR QUALIFICATIONS
Proposers shall:
* Possess all required Washington State licenses and registrations and not be in suspended
status
* Maintain current liability insurance.
* Maintain workers compensation coverage.
* Have demonstrated experience inspecting residential woodstove systems.
* Have demonstrated experience installing woodstove and pellet stove systems
* Be capable of obtaining permits and inspections as required.
* Provide references from similar projects completed within the last five years.
* Preference may be given to contractors with experience working with Tribal
governments and rural communities.
* Preference may be given to contractors who also have demonstrated
experience installing electric fireplace systems.
7. GOVERNING LAW
The laws of QIN shall govern this RFB and associated processes and procedures. This RFB does
not constitute or include a waiver of QIN's sovereign immunity.
8. PREVAILING WAGES
Contractor agrees to comply with all applicable laws, regulations, and policies of the United
States and the State of Washington or other jurisdiction which affect wages and job safety.
The Sponsor agrees when state prevailing wage laws (RCW 39.12) are applicable, to comply
with such laws, to pay the prevailing rate of wage to all workers, laborers, or mechanics
employed in the performance of any part of this contract, and to file a statement of intent to
pay prevailing wage with the Washington State Department of Labor and Industries as
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required by RCW 39.12.40. The Sponsor also agrees to comply with the provisions of the rules
and regulations of the Washington State Department of Labor and Industries.
9. NATION'S TRIBAL EMPLOYMENT (TERO)
The Quinault Nation's Tribal Employment Right Ordinance (TERO) provides the Nation's Indian
Preference policy that applies to this contract. Other TERO requirements include submission
of a Compliance Plan and payment of a fee prior to commencing work on the Quinault Indian
Reservation. Every Contractor with a Contract Sum of $10,000 or more, or more than one
contract in a 12-month period and the aggregate sum of those contracts is $10,000 or more,
shall pay a one-time fee of 1.75% of the total Contract Sum. Such fees shall be paid by the
Contractor. Contact Evelyne Kalama, (360) 276-8211, ext. 4805, or email
EKalama@quinault.org.
10. TAX EXEMPT
NOTE: BIDS shall not include Washington State and local sales tax on all items delivered to the
site on the Quinault Indian Reservation. Washington State B&O taxes do not apply to
construction charges performed within the boundaries of the Quinault Indian Reservation. All
other applicable taxes and fees may apply. BIDDERS ARE ADVISED TO REFER TO THE
WASHINGTON STATE DEPARTMENT OF REVENUE INDIAN TAX GUIDE AT:
http://dor.wa.gov/content/findtaxesandratees/retailsalestax/indians/indiantaxguide/default.
aspx
The undersigned certify that they have examined the location of the project, and read and
thoroughly understand the plans, specifications, and contract governing the work embraced
in this improvement or as much thereof can completed with the money available, in
accordance with the said plans, specifications, contract and the following schedule:
BIDDER agrees to perform all the work contained in the CONTRACT DOCUMENTS for the
following lump sum: NOTE: BIDS shall include all other applicable fees.
11. DEBARMENT
The successful contractor must certify that it is not a party listed on the government-wide
exclusions in the System for Award Management (SAM). Furthermore, successful contractor
shall not enter into contracts with parties listed on the government-wide exclusions in the
System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180
that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part
1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of
parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
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12. BUILD AMERICA, BUY AMERICA
QIN funding for this project comes from federal sources, therefore federal requirements must
be followed. One of those requirements is the Build America, Buy America (BABA) provisions.
These provisions apply a domestic preference to the acquisition of goods and construction
materials for infrastructure projects. Thus, BABA requires that for all federal funding expended
for an "infrastructure project", "all of the iron, steel, manufactured products, and construction
materials used in the project" must be produced in the United States.
13. INSTRUCTIONS TO BIDDERS
This Request for Bid does not commit QIN to award a contract, to pay any costs incurred in
preparation of a response to this invitation or to procure or contract for services or supplies.
Bidders will not offer any gratuities, favors, or anything of monetary value to any employee,
officer, or agent of the Nation for purpose of influencing favorable disposition toward either
their proposal or any other proposal submitted as a result of this RFB. All proposals submitted
hereunder become the exclusive property of the Nation. The Nation reserves the right to
accept all or part of the bid, or to decline the whole bid.
The bidder shall provide the following information with their bid:
* Cover Letter. Bids must be signed by a person duly authorized to legally bind the Bidder
submitting the bid. The cover letter should include the company information, business
name (or DBA), physical address, contact person with phone number and email address.
* Qualifications - Description of experience and qualifications.
* References - Minimum of three professional references.
* Pricing - Provide per-unit pricing for:
Costs of any woodstove, pellet stove, and electric fireplace options you
o
offer (equipment cost alone -- could be a brochure/ menu if prices are
listed.)
Approximate total cost of labor for inspecting an existing
o
woodstove
Approximate total cost of labor for replacing an existing woodstove
o
(ASSUMING NO MODIFICATIONS ARE NEEDED TO EXISTING
DUCTING FOR COMPATIBILITY WITH NEW STOVE)
Additional labor rates
o
Travel rates (if applicable)
o
* Project Schedule
Estimated response times and project completion timelines.
o
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14. EVALUATION CRITERIA (TOTAL OF 100 POINTS POSSIBLE):
All responses shall be evaluated with respect to the completeness of the information provided,
support for all claims made, and the overall approach taken. The following criteria will be
utilized in the technical evaluation of the consultant's proposal, and are described in detail
below:
1. Bid Amount/Pricing Structure 30 points
2. Experience and Qualifications 30 points
3. References and Past Performance 10 points
4. Tribal or Minority/Women-owned Business 10 points
5. Project Schedule and Capacity 20 points
100 total points possible
I. Bid Amount/Pricing Structure (30 points)
Provide cost estimates as requested in section 6. The most cost-effective bid for the
same results will receive all 30 points. Other bids will be awarded fewer of the 30
points, according to Air Quality Program judgment of how fair and cost-effective the
service and equipment costs are.
II. Experience and Qualifications (30 points)
Description of experience and certification in practice areas and services proposed,
with explanation of how these services will best meet the Nation's needs as
described in the scope of work. Appropriate certification in the installation and
maintenance of any or all of the following heating systems: Woodstoves, Pellet
Stoves, Electric Fireplaces, and chimney/peripheral components-- For example, NFI &
CSIA Certifications.
III. References and Past Performance (10 points)
A list of at least 3 (three) references regarding reputation and qualifications (5 points.)
Upon assessing bids received, the Air Quality Program will look into past performance
by considering factors such as reviews, past experiences of Quinault working with this
contractor, etc. (5 points.)
IV. Tribal or Minority/Women-Owned Business (10 points)
Tribal or minority and women-owned businesses are encouraged to apply, and qualifying
bidders will automatically receive 10 points.
V. Project Schedule and Capacity (20 points)
Contractors who are able to complete multiple installations within the planned
timeline of this project (an estimated 5-7 installations, completed between late-
June to mid-September 2026), and whom are equipped to complete entire
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replacement heating system installations without the need for additional
contractors to be brought in, will receive all 20 points.
15. QUINAULT & FEDERAL POLICY REQUIREMENTS
Contractors will be required to follow all applicable Quinault policies, including:
a. Project is subject to Prevailing Wages.
b. Contractor will be required to possess a QIN business license.
c. Contractor will be required to possess a valid US driver's License
d. The contractor selected must submit a W-9
e. To the greatest extent practicable, preference shall be given for the use of
i. materials produced in the United States.
16. INSURANCE REQUIREMENTS:
Contractor is required to provide proof of current Worker's Compensation insurance with
Washington State statutory limits end Employer's liability insurance. Minimum coverage
$1,000,000 per occurrence. Contractor will provide proof of Commercial General Liability
Insurance stating adequate coverage for project. Carrier shall be rated A.M. Best's Insurance
rating of at least A or better. Minimum coverage: General Liability $1,000,000 per occurrence /
$2,000,000 aggregate; Excess Liability $5,000,000 per occurrence / $5,000,000 aggregate.
Policies need to list site location, project name, city and state, and shall name the following
parties as Additionally Insured and named Certificate Holders: Quinault Indian Nation, its
elected officials, officers, employees.
Contractor shall carry Automotive Liability Insurance. Minimum coverage $1,000,000
combined single limit for hired and non-owned vehicles with Personal Protection Insurance
and Property Protection Insurance.
17. RIGHT TO REJECT:
The Quinault Indian Nation reserves the right to:
a. Reject any or all proposals;
b. Waive informalities;
c. Request additional information;
d. Negotiate with proposers;
e. Award contracts to one or multiple contractors;
f. Cancel this solicitation at any time.
18. CONTRACT TERM:
The anticipated contract period shall be one (1) year from the date of award, with
possible extensions upon mutual agreement and funding availability.
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14. Bidder Certification
1) This certification attests to the bidder's awareness and agreement to the content of this
RFB and all accompanying calendar schedules and provisions contained herein.
2) The Bidder must ensure that the following certificate is duly completed and correctly
executed by an authorized officer of your company.
Name of Firm
NOTE: If bidder is a corporation, write State of Incorporation; if a partnership, give full names and
addresses of all parties below.
Signed by ,
Officials Capacity
Print Name
Address
Federal Tax ID # Email address: __________________________
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