2026 RFP for AC Pipe Condition Assessment

152 W. Cedar Street, Sequim, WA 98382
PH (360) 683-4139
Request for Proposals - Personal Services
(AC PIPE CONDITION ASSESSMENT)
The City of Sequim, a municipal corporation of the State of Washington, seeks proposals from qualified
firms or individuals to perform the following services:
The city is seeking a qualified firm to perform a condition assessment of the city's AC pipe. The city
has approximately 17 miles of AC pipe in use with approximately 83% beyond recommended 50-
years design life. These pipes range from 4" to 12" in diameter and include transmission and
distribution mains. The city is looking for a qualified firm to perform a condition assessment of the
12-inch diameter Rainey Well transmission main (approximately 3.15 miles) and additional risk-
based areas throughout the distribution system as budget allows.
The selected firm will supply the city with data and a summary report that can be referenced in
supporting long-term capital planning and decision making, prioritizing future investments, and
providing a resource of record for maintenance history. All data to either be GIS or AutoCAD based,
or compatible for integration with the city's asset management software.
The city has a budget of $350,000 for this assessment, and work is expected to be completed by June
2027.
City Contact: Proposer's submittal in response to this Request for Proposals (RFP) must be directed to
the following City staffperson(s) or designee(s):
Austin Wagner
Associate Engineer
Engineering@sequimwa.gov
360-683-5062
Response Deadline: Friday August 21st, 2026, at 4pm local time
Submittals including all requested information must be received by the City no later than the Response
Deadline. Submittals received after that date and time will be rejected without review. Submittals that
arrive on time, but are incomplete, will be rejected at the City's discretion.
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Method of Submittal: Submittals must be made electronically in pdf format, and transmitted by email
to the City Contact. The email must have "RFP FOR AC PIPE CONDITION ASSESMENT" in the subject
line. Automatic read/received confirmations are recommended but not required. It is Proposer's
responsibility to confirm the City's receipt. The submittal must be no larger than 10MB.
Questions, Further Information, City Reservation of Rights: Questions about this RFP can be directed
to the City Contact in writing. Proposers are advised to monitor the City's Bids & RFPs webpage for
further information, including possible amendments to this RFP. The City of Sequim in its sole
discretion reserves the right to terminate this RFP process, elect not to award a contract, enter into an
agreement with a firm that did not respond to the RFP, or modify the terms of this RFP at any time.
The City reserves the right to ask for clarification of a proposal. The City also reserves the right to accept
or reject any or all proposals, waive all minor technicalities and informalities, and accept the proposal or
proposals determined to be most advantageous to the City. In no event will the City or any of its officers,
officials, or employees be liable for or otherwise obligated to reimburse Proposer for any costs
incurred in preparation of a submittal. By responding to this RFP, Proposer is certifying that they have
read, understand, and agree that Proposer is able to competently perform work in accordance with the
scope. All submittals received become the property of the City of Sequim. All City records may be
subject to public disclosure unless they fall under a recognized exemption.
Submittal Requirements:
Proposals in response to this RFP are limited to 10 pages max. and must include the following
information:
* Consultant or firm name, phone numbers, mail, and email addresses
* Resumes of key personnel (max. 4 single-sided 8.5x11 pages)
* List of similar past projects with brief description and reference contact information for each
(max. 5 single-sided 8.5x11 pages)
* Project approach and possible challenges
o Explain proposed inspection methodology and how it will benefit city planning
o Project schedule with emphasis on:
Project milestones
Field work
Delivery of report and data
* A one-page cover letter (optional - doesn't count towards 10-page limit)
Scope of Services:
The selected company would be expected to provide a report of findings based upon the completed
assessment. Report to include but not limited to:
* Assessment figures and photos explaining firm's approach/findings
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* Pipe wall thickness and condition
o Spot condition rating(s) along with "overall" pipe integrity
o Risk assessment/rating
* Areas of deterioration (interior and exterior)
o Remaining useful life estimations.
o Risk assessment/rating
* Areas of joint separation/gasket concerns
o Risk assessment/rating
* Recommendation(s) of repair and/or replacement
o Prioritization
o Recommendation(s) on method of repair
* GIS/AutoCAD or GIS/AutoCAD compatible digital data for mapping, maintenance, and asset
management purposes
* Other recommendations and risk assessments
Minimum Qualifications:
Applicants must be able to demonstrate through their submittal experience in:
* Pipe condition assessment technology, methodology, and field investigation - emphasis on
asbestos concrete (AC) pipe
* Completion of projects within budget and schedule
* Experience with municipal clients
* Must be familiar with Washington Department of Health requirements for municipal water
systems
Evaluation Criteria:
Submittals will be evaluated and ranked based on the following criteria:
1. Technical approach and inspection methodology (30%)
2. Relevant project experience; asbestos concrete and municipal (25%)
3. Team qualifications (20%)
4. Project understanding and schedule (10%)
5. Value/cost proposal (15%)
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Selection Process:
All proposals will be reviewed and screened by the City Contact and any designees. The City Contact
may convene a selection panel and/or schedule interviews with Proposers to assist in the award
decision.
Proposer's Acknowledgment:
Proposer acknowledges and agrees that submission of a proposal signifies the Proposer's agreement
that the terms contained in the proposal are valid for at least 30 calendar days following the City's
receipt, or such other time period as may be mutually agreed in writing by City and Proposer.
Nondiscrimination and Equal Opportunity:
The City complies with state and federal laws prohibiting discrimination on the basis of any protected
status.
In accordance with Section 504 of the Rehabilitation Act and the Americans with Disabilities Act, the
City commits to nondiscrimination on the basis of disability in all of its programs and activities.
In accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC 2000d
to 2000d-4) and the Regulations, the City will affirmatively ensure that in this RFP process and in any
contract entered into pursuant to this RFP, disadvantaged business enterprises will be afforded full and
fair opportunity and will not be discriminated against on the grounds of race, color, or national origin
in consideration for an award.
Women- and minority-owned business enterprises (WMBE) and veteran-owned firms are encouraged
to respond to this opportunity.
Contractual Terms and Conditions:
The successful Proposer will be expected to execute a contract with the City of Sequim on a form that
is approved by the City Attorney. Any contract resulting from the City's acceptance of a proposal will
reflect the specifications in this RFP as issued, or as may be amended by the City before contract
execution. A sample of the City's "Personal Services Contract" is attached and may be modified at the
City's discretion or as negotiated between City and selected Proposer. Proposer's standard contract
may be used with preapproval by the City Attorney. If Proposer's proposal is incorporated by reference
into the executed contract, the terms and conditions of the contract will have priority over any
potentially contradictory language in the proposal.
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_________________________________________________________
PERSONAL SERVICES CONTRACT
_________________________________________________________
CONTRACT SUMMARY
Contract Number (if any)
Brief Description of Services
Initial Expiration Date
Direct Contact for Informal For City For Other Party
Communications (Names, Titles,
Departments, Phone Numbers,
Email Addresses)
PARTIES
CITY OF SEQUIM ("City") A municipal corporation of the State of Washington
and
NAME OF CONSULTANT ("XXX") A XXXX registered to do business in the State of Washington
RECITALS
WHEREAS ....
NOW, THEREFORE, THE PARTIES AGREE TO THE FOLLOWING SPECIFIC TERMS AND CONDITIONS:
CONTRACT DETAILS
A. Scope of Services
In exchange for the Compensation paid by the City under this Contract, XXX agrees to timely perform the
Scope of Services attached hereto as Appendix A and incorporated by reference ("Services"). The
Services are briefly described as follows:
Any revision to the Scope of Services must be mutually agreed to in a formal amendment to this
Contract.
B. Compensation
The City will pay a total amount not to exceed $________________ ("Contract Price") upon receipt of
invoices submitted no more frequently than once per month detailing the Services performed in the
billing period and including any applicable Washington sales tax. The City will not make any advance
payments before performance of Services.
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The Parties agree that the Contract Price is sufficient Compensation for the Services. However, the
Parties may agree to additional Compensation in a formal amendment to this Contract. Requests for
additional Compensation that have not been agreed to in a formal amendment or that are submitted
more than 30 calendar days from the date the potential need was or should have been identified will be
rejected by the City. Agreed extensions of the Contract Term do not in and of themselves constitute a
basis for a claim for additional Compensation.
If the Parties have agreed and specifically included in the Scope of Services that this Contract will include
traveling on behalf of the City, eligible travel expenses will be reimbursed at the current per diem rates
for the year established by the Washington State Office of Financial Management. Expenses must be
supported by receipts in such detail as to allow the City to determine appropriate reimbursement
charges. A log identifying beginning and end of trip odometer readings must be submitted for mileage
reimbursement.
OPTIONAL (DELETE THIS PARAGRAPH IF NOT AGREED TO): The Parties have agreed that rate schedules
can be revised once per year without the need for a formal amendment. Revised rate schedules must be
submitted to the Direct Contact or their designee no later than the anniversary of the Contract's Effective
Date. Invoices cannot rely on revised rates before they have been received by the City and appended to
the Contract.
C. Contract Term
The Parties agree that the Services will commence on or about the Effective Date below and will be
completed by _________________, 20___ ("Expiration Date") unless otherwise agreed by the Parties in
a formal amendment.
D. Extensions
This Contract will not automatically extend beyond the Expiration Date. Either Party may contact the
other Party before the Expiration Date to discuss extending the Contract Term. Failure to negotiate an
extension before the Expiration Date does not preclude the Parties from negotiating an extension at any
time as long as the extension is not prohibited by an applicable law. Extensions must be in the form of a
formal amendment appended hereto. Services performed after the Expiration Date but before a formal
amendment extending the Contract Term has been executed will be compensated if the Services are
within the existing scope and the Contract Price has not been exceeded.
E. Termination
This Contract may be terminated by either Party on 14 calendar days' prior written notice to the other
Party, given in accordance with the Notices section of this Contract.
No cause for termination is required. However, either Party may propose an opportunity to cure an issue
giving rise to their need or desire to terminate. Neither Party is obligated to agree to the cure proposal.
In addition, the City retains all rights and remedies available under law, including the right to terminate
the Contract based on public health and safety concerns, material breaches such as failure to maintain
required insurance coverage, or potential violations of civil or criminal law. In such circumstances, the
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14-day notice period may be shortened or the Contract terminated with immediate effect, in the sole
discretion of the City.
The City may include in the termination notice a direction that all Services be ceased during the notice
period. Unless the subject of a legal dispute, Services will be compensated if they were rendered prior to
(a) the formal termination date, or (b) the date of receipt of notice to cease Services, whichever occurs
sooner.
F. Notices
All formal Notices required to be given under this Contract must be (1) personally delivered to the
service address below, or (2) mailed by certified mail, return receipt requested. If mailed, delivery is
deemed to have occurred three business days after the Notice is deposited in the U.S. Postal Service. The
Parties' addresses for Notices purposes are as set forth below unless an alternate address is later
provided to the Direct Contact or designee in writing. Each Party is responsible for timely notifying the
other Party of any change in Notice address or contact persons.
"Formal" notice requirements are limited to Termination and potential legal matters arising from this
Contract. This section is not intended to apply to ordinary communications regarding the Services, which
may be conducted by telephone, email, or in person.
DIRECT FORMAL NOTICES TO:
CITY CONSULTANT
City of Sequim
Attn: City Clerk
152 West Cedar Street
Sequim WA 98382
(360) 681-3428
With separate copy addressed to City Attorney.
Certified mail is not required for attorney's copy.
G. Indemnity/Hold Harmless/RCW Title 51 Provisions
To the fullest extent of the law, the Parties agree to defend, indemnify, and hold each other harmless
from and against liability for all third-party claims, losses, damages, and expenses, including reasonable
attorney's fees, to the extent such claims, losses, damages, or expenses are caused by the indemnifying
Party's acts, errors, or omissions. If claims, losses, damages, or expenses are found to be caused by the
Parties' joint or concurrent negligence, each Party is responsible and liable in proportion to its own
negligence. This section is intended to apply to the named Party and their respective officers, employees,
agents, and representatives.
[SELECT AND INCLUDE AS APPROPRIATE AMONG THE FOLLOWING OPTIONAL PARAGRAPHS.]
(1) Title 51 Waiver. It is specifically and expressly understood that this indemnification constitutes
Consultant's waiver of immunity under RCW Title 51 (Industrial Insurance) as to the City only. Waiver of
Title 51 immunity allows a contractor's employees to sue the contractor, along with any other potentially
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liable person, for injuries the employee incurs on the City's premises during performance of a contract.
As required by the statute, this waiver has been mutually negotiated and agreed to by both Parties, as
signified by their initials below.
Authorized City Official Consultant Representative
Initials: Initials:
(2) No Employees. XXX certifies under penalty of perjury under Washington state law that XXX is a sole
proprietor and currently has no employees. Any employees hired during the pendency of this Contract
will be prohibited from performing any aspect of this Contract unless and until the Parties execute a
formal amendment that includes a Title 51 Waiver.
(3) RCW 4.24.115. The Parties agree that if a court of competent jurisdiction determines that the
Services are covered by RCW 4.24.115, XXX's obligation to defend, indemnify, and hold the City harmless
is only to the extent of XXX's negligence.
H. Insurance
This Contract requires Consultant to obtain and maintain without interruption during the Contract Term
the insurance types and coverage limits set forth in this section. Failure to maintain required insurance
constitutes a material breach of the Contract and can result in immediate termination.
Certificates and endorsements submitted as evidence of coverage must be provided on forms acceptable
to the City Attorney before Contract execution, and timely renewed and submitted by mail or email each
year of the Contract Term. If an "additional insured" endorsement is available under the insurance type,
evidence of the City's status as such must be submitted on acceptable certificate and endorsement
forms. No policy is allowed to limit the City's recourse to any remedy available at law or in equity and
must not be construed to do so.
Certificates and endorsements must not (i) exclude "contractual liability"; (ii) restrict coverage to the
"sole" liability of Consultant; (iii) exclude "third-party-over-actions"; or (iv) contain any other exclusions
contrary to this Contract.
Commercial General Liability and Automobile Liability policies must contain or be endorsed to contain
language stating they are primary insurance as respect the City and that any risk pool or other coverage
maintained by the City is in excess to and does not contribute with Consultant's insurance.
If Consultant maintains higher insurance limits than the minimums called out in this Contract, the City
must be insured for the full available limits, regardless of whether they are higher than required by this
Contract or whether any certificate furnished to the City evidences limits lower than those maintained
by the Consultant.
The City must receive written notification from the insurer or the Consultant of any policy cancellation
within two business days of the Consultant's receipt of the cancellation notice.
REQUIRED INSURANCE
(MODIFY SPECIFICS AND LIMITS AS APPLICABLE OR AS NEGOTIATED - INSERT "NO" AND STRIKE OUT IF NOT REQUIRED)
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Y/N Coverage Type and Details Minimum Limits
Yes Worker's Compensation coverage as required by the Industrial N/A
Insurance laws of the State of Washington.
Professional Liability/Errors & Omissions insurance appropriate to $2M per claim, $2M
profession. policy aggregate
Commercial General Liability (CGL). Policy must be written on a form at $2M per occurrence,
least as broad as ISO CG 00 01 and cover liability arising from premises, $3M general
operations, independent contractors, products-completed operations, aggregate, $2M
stop gap liability, personal injury and advertising injury, and liability products-completed
assumed under an insured contract. The City must be named as an operations aggregate
additional insured using ISO CG 20 10 01 or substitute endorsement
providing equivalent coverage.
Automobile Liability (AL). Policy must cover all owned, non-owned, $1M per accident
hired, and leased vehicles. Coverage must be at least as broad as ISO CA
00 01. If necessary, the policy will be endorsed to provide contractual
liability coverage. The minimum limit is the minimum combined single
limit for bodily injury and property damage.
OPTION IF DRIVING NOT ANTICIPATED: Consultant affirms that all
persons performing Services under this Contract will maintain
appropriate individual Automobile Liability insurance coverage
throughout the Contract Term. The Parties acknowledge and agree that
the Services are not anticipated to involve driving or the operation of
any vehicle on behalf of the City.
Excess or Umbrella Liability. Policy limits may be satisfied through CGL $5M per occurrence
and AL or any combination thereof. Excess or Umbrella Liability and annual aggregate
insurance is excess over and at least as broad in coverage as CGL and AL
insurance and will drop down when underlying policy aggregate limits
are exhausted.
I. Business License
State General Business. The City requires all persons and entities it contracts with to have a current
Washington state general business license before execution of the Contract or, by mutual agreement
when time is of the essence, after execution but before any Compensation is paid.
City Endorsement. In addition to the state business license requirement, the City requires all persons and
businesses it contracts with to have a current Sequim endorsement on their Washington general
business license unless they meet an exemption under Sequim Municipal Code Chapter 5.04.
State general business licenses and city endorsements are obtained and renewed through the
Department of Revenue: https://dor.wa.gov/manage-business/city-license-endorsements/sequim.
The City will verify business license status before execution of this Contract. Allowing a business license
to be suspended or to lapse during the Contract Term will be considered a breach.
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OPTION: The City waives the Sequim endorsement requirement because it has determined that the
exemption in SMC 5.04.080(?????) applies. The state general business license requirement remains in
effect.
J. Federal and State Identification Numbers
Federal Employer Identification Number (EIN):
Washington Unified Business Identifier (UBI):
OPTION: If using a Social Security Number, insert
last four digits:
The City will require a completed and signed W-9 form prior to payment of Compensation.
IN ADDITION TO THE FOREGOING SPECIFIC TERMS AND CONDITIONS, THE PARTIES AGREE TO THE
FOLLOWING GENERAL CONDITIONS:
GENERAL CONDITIONS
NOTE: "Contractor" as used throughout the General Conditions section is intended to mean the
person or business entering into this Contract with the City, whether previously described as
"Contractor," "Consultant," "Vendor," or by some other name or title.
1. Independent Entity. Contractor is an independent entity under this Contract and is not a City
employee for any purpose. All personnel rendering Services are, for all purposes, Contractor's
employees. Contractor retains sole discretion in the manner and means of carrying out Contractor's
activities and responsibilities under this Contract, except to the extent specified in this Contract.
2. Assignment. Contractor may not assign or otherwise transfer or delegate any rights or duties under
this Contract without the City's express written consent in a formal amendment hereto.
3. Subcontracts. Contractor is solely responsible for performing the Services and may not subcontract
without the City's express written consent in a formal amendment hereto.
4. Authority. Contractor does not have authority to contract for or incur obligations on the City's behalf.
5. Work Product/Copyright. All work product created under this Contract belongs to the City and must
be delivered to the City at the City's request upon termination or expiration. Contractor agrees that all
materials prepared under this Contract are "works for hire" within the meaning of U.S. copyright law and
assigns to the City all rights and interests Contractor may have in the material, including any right to
derivative use of the material. Contractor will execute all necessary documents to enable the City to
protect its rights under this section.
6. Standard of Performance. Contractor represents and warrants that Contractor will follow customary
good professional standards as found in the Puget Sound region. Contractor will ensure that all work,
including by Contractor's employees, if any, is performed to the standards set forth in this Contract and
in compliance with applicable laws, ordinances, codes, and regulations of the federal, state, and local
governments in effect at the time such Services are performed. Contractor covenants to perform all
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