Mobile Heavy Equipment Maintenance & Repair Services

Request for Proposals (RFP):
Mobile Heavy Equipment
Maintenance & Repair Services
RFP No. 2026-0039-01
ISSUE DATE: August 18, 2026
PROPOSAL DUE DATE: September 10, 2026 prior to 4:00 P.M. Pacific Time (Kelso,
Washington, USA.)
PROPOSAL SUBMISSION: Faxed proposals will not be accepted. Proposals may be
submitted via email to ClaussenA@cowlitzwa.gov or via mail or in person to:
Cowlitz County Department of Public Works
Attn: Ashley Claussen
RFP No. 2026-0039-01: Mobile Heavy Equipment Maintenance & Repair
1600 13th Ave S
Kelso, WA 98626
INITIAL TIME PERIOD FOR CONTRACT: October 1, 2026 - September 30, 2027. The
County reserves the right to extend the qualified contractor pool and/or any resulting contract
for up to two (2) additional one-year periods.
CONTRACTOR ELIGIBILITY: This procurement is open to contractors that satisfy the
minimum qualifications stated herein and that are available for work in Washington State.
RFP COORDINATOR: Ashley Claussen, Purchasing Services
ClaussenA@cowlitzwa.gov
(360) 577-3030

Table of Contents
PURPOSE AND BACKGROUND ............................................................................................................. 3
SCOPE OF WORK .................................................................................................................................... 3
EQUIPMENT FLEET ................................................................................................................................. 3
MINIMUM QUALIFICATIONS ................................................................................................................... 4
PRICING REQUIREMENTS...................................................................................................................... 4
PERIOD OF PERFORMANCE .................................................................................................................. 5
RFP COORDINATOR ............................................................................................................................... 6
ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES ................................................................. 6
SUBMISSION OF PROPOSALS ............................................................................................................... 6
PROPRIETARY INFORMATION/PUBLIC DISCLOSURE ........................................................................ 7
REVISIONS TO THE RFP ......................................................................................................................... 7
MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION ............................................................... 7
ADA ......................................................................................................................................................... 7
CONTRACTING WITH FORMER WASHINGTON PUBLIC EMPLOYEES .............................................. 7
ACCEPTANCE PERIOD ........................................................................................................................... 7
RESPONSIVENESS ................................................................................................................................. 8
MOST FAVORABLE TERMS .................................................................................................................... 8
CONTRACT AND GENERAL TERMS AND CONDITIONS ...................................................................... 8
COSTS TO PROPOSE ............................................................................................................................. 8
NO OBLIGATION TO CONTRACT ........................................................................................................... 8
REJECTION OF PROPOSALS ................................................................................................................. 8
COMMITMENT OF FUNDS ...................................................................................................................... 8
ELECTRONIC PAYMENT ......................................................................................................................... 9
INSURANCE COVERAGE ........................................................................................................................ 9
PROPOSAL SUBMISSION REQUIREMENTS ....................................................................................... 11
QUALIFICATION REVIEW ...................................................................................................................... 11
QUALIFIED CONTRACTOR POOL ........................................................................................................ 11
NOTIFICATION TO PROPOSERS ......................................................................................................... 11
DEBRIEFING OF UNSUCCESSFUL PROPOSERS .............................................................................. 11
PROTEST PROCEDURE ........................................................................................................................ 12
EXHIBIT A - PROPOSAL RESPONSE FORM....................................................................................... 13
EXHIBIT B - SAMPLE PERSONAL SERVICES AGREEMENT ............................................................. 16

INTRODUCTION
PURPOSE AND BACKGROUND
Cowlitz County is seeking qualified mobile heavy equipment repair businesses or individuals to provide on-
site maintenance, diagnostic, repair, and emergency services for heavy equipment operating at the Cowlitz
County Headquarters Landfill. The landfill operates a fleet of heavy equipment that is essential to daily
operations, including waste handling and site maintenance.
To minimize equipment downtime and maintain operations, the County requires responsive, on-site repair
services performed by experienced technicians. Work will be requested on an as-needed basis, and no
minimum quantity of work is guaranteed.
The County intends to establish a pool of qualified service providers. Proposers who meet the requirements
of this solicitation will be eligible for consideration for future contracts and individual service assignments as
the County's needs arise. Qualification does not guarantee a contract, any minimum amount of work, or any
compensation. Assignments will be made at the County's discretion based on operational needs, contractor
availability, expertise, and other factors deemed to be in the County's best interest.
The total anticipated annual expenditure under this solicitation is approximately $250,000. This amount is an
estimate for budgeting purposes only and does not represent a guarantee of work or compensation.
SCOPE OF WORK
The Contractor shall furnish all labor, supervision, tools, equipment, diagnostic equipment, materials,
transportation, and other resources necessary to perform mobile heavy equipment maintenance and repair
services on an as-needed basis. Services may include, but are not limited to:
1. Mechanical diagnostics and troubleshooting.
2. Preventive maintenance.
3. Engine repair and replacement.
4. Hydraulic system diagnosis and repair.
5. Powertrain, transmission, differential, and drivetrain repairs.
6. Undercarriage inspection and repair.
7. Brake, steering, and suspension repairs.
8. Electrical and electronic system diagnostics and repair.
9. Cooling, fuel, exhaust, and lubrication system repairs.
10. Welding and minor fabrication associated with equipment repairs.
11. Replacement of components and parts.
12. Emergency breakdown response.
13. Functional testing and verification of completed repairs.
Work will generally be performed at the Headquarters Landfill, located at 3434 S Silver Lake Road in Castle
Rock, WA. In limited circumstances, the County may authorize off-site repair when it is determined to be the
most practical or cost-effective option.
The Contractor shall respond to service requests during normal business hours and, when requested by the
County, provide emergency response outside of normal business hours, including evenings, weekends, and
holidays.
The County reserves the right to determine which qualified contractor, if any, will be contacted for a particular
service need based on availability, response time, qualifications, specialty expertise, pricing, or other
operational considerations.
EQUIPMENT FLEET
The County's current heavy equipment fleet at the Headquarters Landfill includes the following equipment:
1. D8 Dozer (qty 3)
2. 836 Compactor (qty 3)
3. 980 Wheel Loader
Cowlitz County RFP No. 2026-0039-01: Mobile Heavy Equipment Maintenance & Repair Page 3 of 26

4. 950 Wheel Loader
5. Champion Road Grader
6. D7 Dozer (qty 2)
7. Volvo 160 Wheeled Excavator
8. John Deere 210G Track Excavator
This list is provided for informational purposes to assist Proposers in understanding the types of equipment
that may require services under this RFP. The County's equipment fleet is subject to change during the term
of the qualified contractor pool and any resulting contracts. The County does not guarantee that any particular
piece of equipment listed above will require services or remain in the County's fleet.
MINIMUM QUALIFICATIONS
Proposers shall demonstrate that they meet all of the following minimum qualifications. Each minimum
qualification is mandatory. A Proposer that does not meet all mandatory minimum qualifications will not be
determined qualified and will not be eligible for inclusion in the qualified contractor pool.
1. Proposer shall have a minimum of five (5) years of experience providing maintenance and repair
services on Caterpillar (CAT) heavy equipment. Proposer shall provide a description of its relevant
experience, including the types of CAT equipment serviced and the approximate number of years of
experience.
2. Proposer shall demonstrate experience providing mobile, on-site maintenance and repair services
for heavy construction, landfill, mining, or similar heavy equipment. The response shall identify
representative customers, projects, equipment types, and services performed.
3. Ability to provide qualified technicians capable of independently diagnosing and repairing heavy
equipment in the field.
4. Ability to provide routine and emergency response services on an as-needed basis, including
evenings, weekends, and holidays when requested by the County.
5. Possession of all licenses, registrations, permits, and certifications required by applicable law to
perform the services.
6. Ability to furnish all labor, supervision, service vehicles, specialty tools, diagnostic equipment, lifting
devices, safety equipment, communications equipment, and transportation necessary to perform the
work without reliance on County resources.
7. Ability to obtain replacement parts through established supply channels and coordinate delivery as
necessary.
The County may request documentation verifying qualifications, experience, certifications, references,
insurance, or other information necessary to determine whether a Proposer meets the requirements of this
solicitation. Such documentation may be requested before a Proposer is determined qualified or before
execution of any resulting contract.
PRICING REQUIREMENTS
Pricing shall be submitted using the County's pricing schedule. All proposed rates shall remain firm for the
initial contract term of any resulting contract, unless otherwise provided in the contract.
Pricing shall include all costs necessary to perform the work, including mobilization, demobilization,
transportation, service vehicles, standard tools, equipment, administrative costs, overhead, and profit.
Separate charges for mobilization or demobilization will not be allowed.
Proposer shall provide, at a minimum, the following hourly rates:
1. Regular business hours labor rate.
2. Overtime labor rate.
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3. Travel time labor rate.
4. Emergency call-out labor rate.
5. Holiday labor rate.
If different technician classifications are proposed (e.g., Master Technician, Heavy Equipment Technician,
Hydraulic Specialist), Proposer shall provide hourly rates for each classification.
Pricing submitted by a Proposer may be considered by the County when determining which qualified
Contractor to contact for a particular service need. The County is not obligated to select the Contractor
offering the lowest price.
PERIOD OF PERFORMANCE
The qualified contractor pool established through this solicitation will have an initial term of one (1) year,
anticipated to commence October 1, 2026 and expire September 30, 2027. The County may, at its sole
discretion and subject to applicable County policy and contract terms, extend the qualified contractor pool
and/or any resulting contract for up to two (2) additional one-year periods.
Any extension shall be exercised by the County in accordance with applicable County policy and the terms
of the resulting contract. Extension of the qualified contractor pool or any resulting contract is not guaranteed.
Cowlitz County RFP No. 2026-0039-01: Mobile Heavy Equipment Maintenance & Repair Page 5 of 26

GENERAL INFORMATION
RFP COORDINATOR
The RFP Coordinator is the sole point of contact in the County for this procurement. All communication
between Proposer(s) and the County upon release of this RFP shall be with the RFP Coordinator, as follows:
Name Ashley Claussen
E-mail Address ClaussenA@cowlitzwa.gov
Mailing Address 1600 13th Ave S, Kelso, WA 98626
Phone Number 360-577-3030 ext. 6856
Any other communication will be considered unofficial and non-binding on the County. Proposer are to rely
on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP
Coordinator may result in disqualification of the Proposer.
ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES
Issue Request for Proposals August 18, 2026
Question & answer period ends August 31, 2026
Issue last addendum to RFP September 3, 2026
Proposals due September 10, 2026
Begin contract work October 1, 2026
SUBMISSION OF PROPOSALS
Proposers are required to submit one (1) copy of their proposal by mail, email, or in-person delivery.
Regardless of delivery method, the proposal must arrive at the County no later than 4:00 PM local time on
September 10, 2026.
If sent via mail or delivered in person, the proposal envelope should be clearly marked:
Cowlitz County Department of Public Works
Attn: Ashley Claussen
RFP No. 2026-0039-01: Mobile Heavy Equipment Maintenance & Repair
1600 13th Ave S
Kelso, WA 98626
Proposals can also be e-mailed to ClaussenA@cowlitzwa.gov. Proposals shall be attached as one PDF
attachment, and the subject line shall read "Proposal Submission: RFP #2026-0039-01: Mobile Heavy
Equipment Maintenance & Repair." Receipt of proposal submissions will be acknowledged via email reply,
but proposals will not be reviewed until the due date and time listed above.
Proposers mailing proposals should allow normal mail delivery time to ensure timely receipt of their proposals
by the RFP Coordinator. Proposers assume the risk for the method of delivery chosen. The County assumes
no responsibility for delays caused by any delivery service. Proposals may not be transmitted using facsimile
transmission.
Late proposals will not be accepted and will be automatically disqualified from further consideration. All
proposals and any accompanying documentation become the property of the County and will not be returned.
Cowlitz County RFP No. 2026-0039-01: Mobile Heavy Equipment Maintenance & Repair Page 6 of 26

PROPRIETARY INFORMATION/PUBLIC DISCLOSURE
Proposals submitted in response to this competitive procurement shall become the property of the County
and shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW).
Any information in the proposal that the Proposer desires to claim as proprietary and exempt from disclosure
under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure
of your document, must be clearly designated. The information must be clearly identified and the exemption
from disclosure upon which the Proposer is making the claim must be cited. Each page containing the
information claimed to be exempt from disclosure must be clearly identified by the words "Proprietary
Information" printed on the lower right-hand corner of the page. Marking the entire proposal exempt from
disclosure or as Proprietary Information will not be honored.
If a public records request is made for the information that the Proposer has marked as "Proprietary
Information," the County will notify the Proposer of the request and of the date that the records will be released
to the requester unless the Proposer obtains a court order enjoining that disclosure. If the Proposer fails to
obtain the court order enjoining disclosure, the County will release the requested information on the date
specified. If a Proposer obtains a court order from a court of competent jurisdiction enjoining disclosure
pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the County
shall maintain the confidentiality of the Proposer's information per the court order.
A charge will be made for copying and shipping, as outlined in RCW 42.56. No fee shall be charged for
inspection of contract files, but twenty-four (24) hours' notice to the RFP Coordinator is required. All requests
for information should be directed to the RFP Coordinator.
REVISIONS TO THE RFP
In the event it becomes necessary to revise any part of this RFP, addenda will be provided via e-mail to all
individuals, who have made the RFP Coordinator aware of their interest.
The County also reserves the right to cancel or to reissue the RFP in whole or in part, prior to establishing
the qualified contractor pool or execution of any resulting contract.
MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION
Cowlitz County encourages participation in all of its contracts by firms certified by the Office of Minority and
Women's Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this
solicitation or on a subcontractor basis. However, no preference will be applied in determining whether a
Proposer meets the requirements or minimum qualifications of this solicitation, no minimum level of MWBE
participation shall be required as a condition for qualification or receiving a contract, and proposals will not
be rejected or considered non-responsive on that basis.
ADA
The County complies with the Americans with Disabilities Act (ADA). Proposers may contact the RFP
Coordinator to receive this Request for Proposals in Braille or on tape.
CONTRACTING WITH FORMER WASHINGTON PUBLIC EMPLOYEES
Washington State Department of Retirement System reporting requirements apply to public entities
contracting with former Washington public employees pursuant to WAC 415-02-110, DRS Email 13-011 and
DRS Email 09-001. Proposers should familiarize themselves with these reporting requirements to the County
before submitting a proposal that includes former public employees or, if applicable, before entering into a
resulting contract. Information regarding these requirements can be found on the WA Department of
Retirement System's Independent Contractor Verification and State Retirement Status Reporting Form
located on the last page of this document.
ACCEPTANCE PERIOD
Proposers shall maintain the terms and conditions of their submitted proposals, including pricing, for sixty
(60) days following the due date for receipt of proposals.
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RESPONSIVENESS
All proposals will be reviewed to determine compliance with the administrative requirements and minimum
qualifications specified in this RFP. A proposal that meets all applicable administrative requirements and
demonstrates compliance with all mandatory minimum qualifications will be determined qualified for inclusion
in the qualified contractor pool. A proposal that fails to meet an applicable mandatory requirement or minimum
qualification may be rejected as non-responsive or determined not qualified, as applicable.
The County also reserves the right at its sole discretion to waive minor administrative irregularities.
MOST FAVORABLE TERMS
The County reserves the right to make a determination of qualification based on the information submitted in
the proposal without further discussion with the Proposer. Proposers should submit complete and accurate
information demonstrating their ability to meet all requirements and minimum qualifications of this RFP. The
County reserves the right to contact a Proposer for clarification of its proposal.
A Proposer determined to be qualified may be required to enter into the County's standard personal services
contract before performing any services for the County. Qualification does not constitute a contract or
authorize the Proposer to perform work for the County. The resulting contract may incorporate some or all of
the qualified Proposer's submitted Proposal Response Form and any other documents incorporated into the
procurement. The submitted Proposal Response Form will become part of the official procurement file without
creating any obligation on the part of the County to enter into a contract or provide work.
CONTRACT AND GENERAL TERMS AND CONDITIONS
A Contractor determined to be qualified and selected by the County for a service need will be required to
enter into a contract with the County before performing services. In no event is a Proposer to submit its own
standard contract terms and conditions in response to this solicitation. All exceptions to the contract terms
and conditions must be submitted by Proposer as an additional attachment or the standard contract shall be
deemed accepted, as attached. The County will review requested exceptions and may accept or reject
them at its discretion before entering into a contract.
COSTS TO PROPOSE
The County will not be liable for any costs incurred by the Proposer in preparation of a proposal submitted in
response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.
NO OBLIGATION TO CONTRACT
This RFP does not obligate the County to enter into a contract with any Proposer. Determination of
qualification does not constitute a contract, purchase order, authorization to perform work, or commitment of
funds. The County is under no obligation to offer a contract or any work to any Contractor determined qualified
through this solicitation.
REJECTION OF PROPOSALS
The County reserves the right, at its sole discretion and as permitted by applicable law and County policy, to
reject any or all proposals, determine that one or more Proposers do not meet the minimum qualifications,
decline to establish or maintain a qualified contractor pool, or decline to enter into any contract as a result of
this RFP.
COMMITMENT OF FUNDS
The Board of County Commissioners or duly elected official are the only individual(s) who may legally commit
the County to the expenditure of funds for a contract resulting from this RFP. No cost chargeable to any
resulting contract may be incurred before receipt of a fully executed contract.
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ELECTRONIC PAYMENT
Cowlitz County prefers to utilize electronic payment such as EFT (Electronic Funds Transfer) or ACH
(Automated Clearing House) in its transactions. The successful Contractor(s) will be provided a form to
complete with the contract to authorize such payment methods.
INSURANCE COVERAGE
The Contractor is to furnish the County with a certificate(s) of insurance executed by a duly authorized
representative of each insurer, showing compliance with the insurance requirements set forth below.
The Contractor shall, at its own expense, obtain and keep in force insurance coverage which shall be
maintained in full force and effect during the term of the contract. The Contractor shall furnish evidence in
the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to the
County within fifteen (15) days of the contract effective date.
The Contractor shall maintain in full force and effect during the term of this Agreement, and until final
acceptance of the work, public liability and property damage insurance with companies or through sources
approved by the state insurance commissioner pursuant to RCW Title 48, as now or hereafter amended. The
County, its appointed and elected officials, agents and employees, shall be specifically named as additional
insureds in a policy with the same company which insures the Contractor or by endorsement to an existing
policy or with a separate carrier approved pursuant to RCW Title 48, as now or hereafter amended, and the
following coverages shall be provided:
COMPREHENSIVE GENERAL LIABILITY:
Bodily injury, including death, $1,000,000 per occurrence
Property damage. $1,000,000 aggregate
PROFESSIONAL LIABILITY
$1,000,000 per occurrence
$2,000,000 aggregate
WORKERS COMPENSATION: Statutory amount
AUTOMOBILE: coverage on owned, non-owned, rented and hired vehicles
Bodily injury, liability, including death $1,000,000 per occurrence
Property damage liability $1,000,000 per occurrence
All Contractor's and Contractor's subcontractors' insurance policies and additional named insured
endorsements shall provide primary insurance coverage and be non-contributory.
Any insurance, self-insured retention, deductible, risk retention or insurance pooling maintained or
participated in by the County shall be excess and not contributory to such insurance policies. All Contractor's
and Contractor's subcontractors' liability insurance policies must be endorsed to show this primary coverage.
Upon request, the Contractor shall provide a full and complete certified copy of all requested insurance
policies to the County. The County reserves the right, but not the obligation, to revise any insurance
requirement, not limited to limits, coverages, and endorsements, or to reject any insurance policies which fail
to meet the requirements of this Agreement. Additionally, the County reserves the right, but not the obligation,
to review and reject any proposed insurer providing coverage based upon the insurer's financial condition or
licensing status in Washington. Any deductibles and/or self-insured retentions exceeding $10,000, stop loss
provisions, and/or exclusions contained in such policies must be approved by the County in writing. For any
deductibles or self-insured retentions exceeding $10,000 or any stop-loss provisions, the County shall have
the right to request and review the Contractor's most recent annual financial reports and audited financial
statements as a condition of approval.
Contractor hereby agrees to a waive subrogation with respect to each insurance policy maintained under this
Agreement. When required by an insurer, or if a policy condition does not permit Contractor to enter into a
pre-loss agreement to waive subrogation without an endorsement, then Contractor agrees to notify the
insurer and obtain such endorsement. This requirement shall not apply to any policy which includes a
Cowlitz County RFP No. 2026-0039-01: Mobile Heavy Equipment Maintenance & Repair Page 9 of 26

condition expressly prohibiting waiver of subrogation by the insured or which voids coverage should the
Contractor enter into such a waiver of subrogation on a pre-loss basis.
The County, its departments, elected and appointed officials, employees, agents and volunteers shall be
named as additional insureds on Contractor's and Contractor's subcontractors' insurance policies by way of
endorsement for the full available limits of insurance maintained by the Contractor and subcontractor, and all
coverage shall be primary and non-contributory. A statement or notation of additional insured status on a
Certificate of Insurance shall not satisfy these requirements. [This endorsement shall not be required if the
Contractor is a governmental entity and is insured through a governmental entity risk pool authorized by the
State of Washington.]
The Contractor shall, for each required insurance policy, provide a Certificate of Insurance, with
endorsements attached, evidencing all required coverages, limits, deductibles, self-insured retentions and
endorsements and which is conditioned upon the County receiving thirty (30) days prior written notice of
reduction in coverages, cancellation or non-renewal. Each Certificate of Insurance and all insurance notices
shall be provided to: ATTN: Risk Manager, Cowlitz County Administrative Svc., 207 4th Ave. N., Kelso, WA
98626. This Agreement shall be void ab initio if the proof of coverage is not timely supplied.
The insurance maintained under this Agreement shall not in any manner limit or qualify the liabilities or
obligations of the Contractor under this Agreement. All insurance policy deductibles and self-insured
retentions for policies maintained under this Agreement shall be paid by the Contractor.
Compensation and/or payments due to the Contractor under this Agreement are expressly conditioned upon
the Contractor's strict compliance with all insurance requirements. Payment to the Contractor shall be
suspended in the event of non-compliance. Upon receipt of evidence of Contractor's compliance, payments
not otherwise subject to withholding or set off will be released to the Contractor. This Agreement shall be
void ab initio if the proof of coverage is not timely supplied.
If the Errors and Omissions or Professional Liability insurance obtained is an occurrence policy as opposed
to a claims-made policy, the Extended Reporting Period Endorsement is not required.
The Contractor will at all times comply with all applicable workers' compensation, occupational disease, and
occupational health and safety laws, statutes, and regulations to the full extent applicable. The County will
not be held responsive in any way for claims filed by the Contractor or their employees for services performed
under the terms of this contract.
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