RFP New Wastewater Treatment Plant Design

REQUEST FOR PROPOSAL (RFP) & QUALIFICATIONS:
ENGINEERING & DESIGN SERVICES
New Queets Wastewater Treatment Plant to Replace Existent
Presented by: Quinault Indian Nation
Address: 1214 Aalis Drive, PO Box 70
Taholah, WA 98587
Project Location: Allotment 466, Hwy 101, Queets, WA
Contact for questions: Bryan Pelach, Senior Planner at
bryan.pelach@quinault.org
Date of Issue: April 30, 2026
PROJECT OVERVIEW & BACKGROUND
Project -
The Quinault Indian Nation (QIN) seeks proposals from qualified design teams to provide
engineering and design services including, without limitation, preliminary and design
engineering, plans and specifications and stamped construction documents concerning the total
replacement of existing Wastewater Treatment Plant (WWTP), and integration with existing
collection system in Queets, WA. For the purposes of this RFP the term "project" means the
entirety of services listed above.
Approximately 190 people live in Queets, which is located on the Quinault Indian Reservation
(QIR) one mile from the coast of the Pacific Ocean. Erosion by adjacent waterways has
compromised the integrity of the existing wastewater treatment lagoons, failure of which would
result in discharge to Queets River and ocean. Due in part to the deteriorated condition of the
existing WWTP, the threat of spillage or seepage into the Queets River, and the viability of a
more resilient location, the Portland Area Indian Health Services issued a Finding of No
Significant Impact (FONSI) for the construction of a new WWTP.
This project will provide a new sewer treatment system for 5 commercial properties and 53
residences, with capacity to support growth and an anticipated volume of approximately
160,000 gallons per day. The new WWTP will be located in a more resilient location, at a
slightly higher elevation above the floodplain and outside the tsunami inundation zone, along
the western side of Highway 101. QIN is currently in the process of clearing and providing an
access road to the new location. A proposed lift station and force main will convey sewage from
the existing collection system to a new mechanical wastewater treatment plant with extended
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aeration lagoons (four cells) and construction of a distribution system for discharge of reclaimed
water to adjacent creek.
The purpose of this Request for Proposals (RFP) is to select a consultant to provide engineering
services for QIN concerning new system design and engineering. The selected firm or
consultant will report directly to Contract Officer and Owner's Representative.
Estimated Project Cost -
The Project is estimated to cost approximately $8,700,000.00.
Estimated Time Period -
Work on the Project is estimated to begin in 2026 and to be completed by 2027. The estimated
time period in which the Services (as defined below) will be performed will begin in the FALL
of 2026 and end in the MID 2027.
SCOPE OF SERVICES
The scope of services to be performed by the consultant pursuant to this RFP include, without
limitation, the following engineering services concerning the Project (collectively, the "Services")
A. Location & Preliminary Engineering
* Site Survey
* Geotechnical report and Recommendations
* Complete environmental and archaeological investigations and reports
* Assist with USACE Clean Water Act
B. Design Engineering
* Complete design topographical surveys.
* Preparation of draft and final (30, 60, 90, and 100%) engineer design documents
including plans, specifications, contract documents, and cost estimates for
i. A new mechanical WWTP with a four-cell extended aeration lagoon system
1. Structural System
a. Design to meet current building codes and seismic requirements
b. Foundation system based on geotechnical recommendations
2. Mechanical Systems
a. HVAC system with individual zone control
b. Energy efficiency meeting current standards
3. Electrical Systems
a. Appropriate interior and exterior lighting
b. Occupancy sensors
c. Adequate power distribution for technology needs
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ii. Distribution system for discharge of treated water to adjacent creek
iii. Associated access and parking for utility rigs and staff (7-8 parking spots)
emphasizing natural disaster resilience and low-cost maintenance upkeep.
iv. All necessary utilities and infrastructure connections including, but not limited to,
electricity, land line phone, broadband. As well as generator and UPS backup
system with minimum 72-hour power supply.
v. Full site security to include adequate full coverage lighting; security system
including cameras with remote control and communication capabilities (e.g.
Starlink); unbroken perimeter fencing (commercial grade, security fencing, min.
8' tall) substantive enough to reasonably ensure public safety from - and safety of
WWTP from -wildlife intrusion, trespass, vandalism, and other human activities.
* Submit final design plans, specifications, and other documents to QIN and applicable
federal agencies for review and approval.
* Coordinate with QIN Environmental Protection staff and/or environmental consultants
for any wetland delineation, cultural surveys and other QIN and Federal environmental
review support, as needed.
C. Other Items - It is anticipated that other Project-related tasks could arise during the preliminary
engineering and/or design engineering phases. QIN's Contract Officer and Owner's
Representative will perform the role of project managers. The Project Managers will work
closely with the consultant team and answer questions, provide information and guidance, assist
in coordination, and make decisions on behalf of QIN.
DESIGN SERVICES
As described above, the contractor shall be responsible for providing comprehensive design
services for the Queets WWTP. The design process will proceed through distinct phases
outlined below.
Design Development and Review. The initial phase requires thorough review and analysis of
existing documentation and site conditions. The contractor will evaluate the provided
background documents and conduct comprehensive analysis including site verification, project
requirements, and project outcomes.
Design Phases. The design will progress through three formal phases, with each phase building
upon previous work while incorporating QIN feedback and requirements:
Schematic Design (30%): This phase establishes fundamental decisions about the WWTP
layout, systems, and expected capacity and performance through development of:
* Site utilization and development plans showing building placement
* Design and layout of infrastructure, equipment, and overall operations
* Building elevations illustrating exterior appearance and materials
* Basic building sections showing vertical relationships
* Basic design of exterior security systems, perimeter fencing
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* Preliminary outline specifications
* Initial cost estimates based on recommended design to meet expected capacity (160,000
gallons per day)
Design Development (60%): Building on approved schematic design, this phase resolves and
documents:
* Detailed, dimensioned floor plans for all spaces
* Interior elevations of all spaces
* Detailed building sections and wall sections
* Detailed security system, infrastructure, and redundant power supply designs
* Engineering plans for all building systems
* Material and finish selections with samples
* Updated cost estimate reflecting design development
Construction Documents (100%): The final design phase delivers comprehensive documentation
for bidding and construction including:
* Complete drawing set for all disciplines with PE's stamp
* Final technical specifications
* Detailed cost estimates
* Final Engineers estimates
Required Documentation Throughout all design phases, the contractor shall maintain thorough
documentation including:
* Design calculations for all disciplines
* Energy modeling and performance analysis
* Building technology infrastructure plans
* Material samples and specifications
* Color and finish schedules
CONTRACTOR REQUIREMENTS
The selected contractor must demonstrate comprehensive qualifications appropriate for a project
of this scope and complexity. The contractor shall be licensed in Washington State and maintain
good standing throughout the project duration. The design team must include licensed
professionals across all required disciplines to ensure complete coverage of project needs.
The lead contractor must hold all necessary Washington State licenses and demonstrate the
organizational capacity to execute all elements of design and engineering for an extended
aeration WWTP. The design team shall include licensed professionals in each required
discipline, including architectural, civil, structural, mechanical, electrical, and plumbing
engineering. The contractor must either hold or be able to obtain a QIN business license prior to
contract execution.
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PROJECT TEAM EXPERIENCE
The Project Lead assigned to this project must have a minimum of 10 years of experience
leading projects of similar scope and complexity. Key team members should demonstrate
substantial experience with design methods for wastewater systems, associated infrastructure,
security systems, and design of similar facilities. The team must possess or obtain cultural
sensitivity training appropriate for working within tribal communities, and be able to provide
proof of said training to the Project Managers.
The contractor shall demonstrate extensive experience through:
* Minimum of 5 years executing design of similar projects
* Verifiable experience with similar project design and engineering
* Successful completion of projects of comparable size and complexity
* Demonstrated success working with tribal nations
* Track record of successful public facility design
Project Experience Documentation
The contractor must provide detailed information on a minimum of three completed projects of
similar scope completed within the past ten years.
INSURANCE AND BONDING REQUIREMENTS
Insurance Coverage
The contractor shall maintain comprehensive insurance coverage throughout the project duration.
All policies must name QIN as additional insured and provide 30-day notice of cancellation.
Commercial General Liability
Insurance providing $1,000,000 per occurrence and $2,000,000 aggregate coverage. Professional
Liability Insurance must be maintained at $2,000,000 per claim and aggregate. The contractor
shall also maintain automobile liability coverage at $1,000,000 combined single limit, statutory
workers' compensation coverage, and employer's liability coverage at $1,000,000 for accident,
disease-policy limit, and disease-each employee.
Bonding Requirements
There is no bonding requirement.
PROJECT MANAGEMENT REQUIREMENTS
Management Systems
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The contractor shall implement comprehensive project management systems that address all
aspects of project delivery. These systems must cover quality control, safety programs, schedule
management, cost control, document management, communication protocols, and risk
management procedures.
Reporting and Documentation
The contractor shall maintain comprehensive project documentation through regular reporting
including weekly progress updates, monthly schedule assessments, cost reports, safety
documentation, quality control records, TERO compliance documentation, tribal employment
reports, and photographic documentation of progress.
TRIBAL REQUIREMENTS
The contractor shall demonstrate full commitment to tribal employment and cultural integration
throughout project execution. This commitment encompasses several key areas:
TERO Compliance
The contractor must fully comply with the Tribal Employment Rights Ordinance (TERO),
including payment of applicable fees, documentation submission, and coordination with the
TERO office. This includes developing and implementing tribal employment goals and
providing required training and mentoring opportunities. More information about requirements
can be found on the QIN TERO website.
Cultural Integration
The project team must demonstrate cultural awareness and sensitivity through:
* Comprehensive cultural awareness training
* Understanding and respect for tribal protocols
* Protection of cultural sites and artifacts
* Meaningful integration of cultural elements
* Effective communication with tribal representatives
* Active community engagement
TERMS AND CONDITIONS
Indian Preference
Preference will be given to inclusion of qualified Indian-owned firms per the QIN's Indian
Preference Policy. Respondents must not have been suspended or debarred by the federal
government. The Nation's Indian Preference Policy applies (attached). The determination of who
is an Indian Contractor is made by the Tribal Employment Rights Office according to Quinault
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Tribal Code, Title 97.
General Conditions
The following terms and conditions govern proposal submission and project execution:
Proposal Validity Submitted proposals must remain valid for 90 days following submission, with
pricing held firm throughout this period. No proposal withdrawal will be permitted during the
validity period.
QIN Rights QIN retains comprehensive rights regarding proposal evaluation and project
execution, including the right to reject any or all proposals, waive minor irregularities, cancel or
reissue the RFP, modify requirements via addenda, extend deadlines, request additional
information, and modify the scope of work as needed to achieve project objectives.
Legal Framework
All work shall comply with applicable federal, state, tribal, and local requirements. The
contractor acknowledges tribal sovereignty and agrees to tribal court jurisdiction for dispute
resolution. Work shall conform to all building codes, environmental regulations, and labor laws.
PROPOSAL EVALUATION AND SELECTION PROCESS
Proposals shall demonstrate that the firm(s) has the professional capability and availability to
satisfactorily complete all the tasks in a timely manner as described in the Scope of Work section
of this RFP. Responsibilities shall include:
1) Company Information
Prime Consultant firm legal name, address, telephone number, principal contact email
address, License Number, SAMS UEI number, and Proof of Insurance.
2) Experience and Past Performance (25 points)
Provide a record of experience on WWTP projects and/or similar utilities projects
within the past 10 years, clearly noting work performed solely and directly by
proposing firm and work performed by staff while employed at a previous firm.
Representative projects should demonstrate your firm's ability to meet schedules,
control costs and effectively administer the project. For each project example provided,
include the following data:
* Year project was completed
* Total cost of design
* Total design fees, including consultants
* Reference contact name and telephone number.
3) Professional Qualifications & Staffing Plan (25 points)
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* This section should contain a detailed and specific discussion of your firm's proposed
staffing plan. Include description of staff roles, resumes and other relevant
biographical information as deemed necessary.
* Provide a listing of proposed design consultants, including Mechanical, Electrical,
Structural, Civil, Landscape. At their discretion, the tribe reserves the right to require
alternative consultants.
* The staffing plan should clearly identify which individuals hold professional
certifications relevant to the Project, and identify where certifications impact Critical
Path for project success.
4) Work Plan & Schedule (20 points)
The proposed work plan and schedule for activities to be performed. Should demonstrate a
clear approach to completing the Services and proposed benchmarks for Project and Services
completion.
5) Fee Proposal (25 points)
Provide a lump sum fee (Fixed Price) proposal. Include the following information:
* Estimated hours and rates for proposed staff/positions
* A list of anticipated consultants and their fee
* The amount for expenses and what is included.
* The consultant list should include those disciplines recommended by the architect
for optimal execution of the project. An explanation may be provided.
6) Availability (5 points)
Demonstrate ability to provide responsive services to assist throughout the Project, based
on the amount and type of staff resources available to perform Services both remotely
and on-site.
7) References: (no points)
A minimum of three references that are knowledgeable regarding the firm's recent
performance on projects. The references shall be for projects on which the Project Lead has
performed.
Selection of the successful proposal shall, in part, be based upon the completeness of the
submittal, the quality and price of the services, the reputation of the respondent, and the ability of
the respondent to meet all deadlines for delivery of the item(s).
This RFP 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. Respondents will not
offer any gratuities, favors or anything of monetary value to any employee, officer, or agent of
the QIN for the purpose of influencing favorable disposition toward either their proposal or any
other proposal submitted as a result of this RFP.
Proposals that do not meet the minimum required qualifications will be rejected. Proposals
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meeting the minimum required qualifications will be evaluated by an evaluation committee
based upon the criteria and points assigned in this RFP, by an evaluation committee of no fewer
than three individuals.
The QIN reserves the right to accept or reject all or part of the proposal, or to decline the whole
proposal, and to negotiate with the respondents to ensure QIN receives the appropriate
deliverables within the required timeframe. A declaration of an apparent low cost or successful
proposer does not constitute the award of the project. The award shall be made only after a
thorough review of the proposal and approval by the Quinault Business Committee.
PROPOSAL SUBMITTAL
RFP Proposals due by July 3, 2026 at 5:00 pm Pacific Time
Send your submittals to:
Procurement Administration
Quinault Indian Nation
PO Box 70
1214 Aalis Drive
Taholah, Washington 98587
Label should reference: "Queets Wastewater Treatment Plant"
PDFs are to be sent to bids@quinault.org Submittals become the property of the QIN and will not
be returned.
PROPOSAL AND AWARD TIMELINE:
April 30, 2026 RFP issued
June 02, 2026 Non-mandatory Pre-proposal Q & A meeting - Virtual @ 1pm Pacific Time
1pm (PST)
Teams Link:
https://teams.microsoft.com/meet/288044911846718?p=LL9XRlWJGeZTh4iFQr
Meeting ID: 288 044 911 846 718
Passcode: PR2576Jg
July 03, 2026 Proposals due by 5:00 pm Pacific Time
5:00pm (PST)
July 27, 2026 Recommendation of Award
August 04, 2026 Notification of Award
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CONTRACT REQUIREMENTS
Contract Documents and Management
The formal agreement between QIN and the selected contractor shall be documented through
several key instruments. The Standard Form of Agreement will be supplemented by General and
Special Conditions, detailed Scope of Work, Technical Specifications, Project Schedule, Price
Proposal, Insurance Certificates, and Performance and Payment Bonds.
These documents follow a clear order of precedence: Contract Agreement holds primary
authority, followed by Special Conditions, General Conditions, Technical Specifications,
Drawings, and other Contract Documents. This hierarchy ensures clear resolution of any
apparent conflicts between documents.
Contract Administration
Payment terms shall be structured around monthly progress payments subject to appropriate
retention requirements. Each payment application must follow prescribed formats and include
comprehensive supporting documentation. Final payment remains contingent upon satisfactory
completion of all work and release of liens.
Change order management requires strict adherence to established procedures for pricing, time
impact analysis, and documentation. All changes must receive proper approval through QIN's
designated representatives before proceeding with modified work.
Dispute resolution shall occur primarily through tribal court jurisdiction. The process includes
provisions for mediation and arbitration as intermediate steps, with specific notice requirements
and claims procedures detailed in the contract documents.
ADMINISTRATIVE REQUIREMENTS
Project Administration
The contractor must secure and maintain all required licenses and permits throughout project
execution. These include QIN business license, trade permits, environmental permits, and any
other necessary authorizations required by authorities having jurisdiction.
Documentation requirements encompass daily reports of all site activities, weekly progress
reports, monthly schedule updates, payment applications, insurance certificates, certified payroll
reports, and TERO compliance documentation. All documentation shall be maintained in an
organized system accessible to authorized project stakeholders.
Regular meetings form an essential component of project administration. These include:
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