DIGITAL AERIAL IMAGERY SERVICES

RFP #809 PROFESSIONAL, TECHNICAL AND EXPERT SERVICES Clark County Washington RELEASE DATE: WEDNESDAY, SEPTEMBER 22, 2021 DUE DATE: WEDNESDAY, OCTOBER 13, 2021 by 1:30 pm Request for Proposal for: DIGITAL AERIAL IMAGERY SERVICES SUBMIT: One (1) Original Four (4) Complete Copies – Electronic copies are acceptable of the Proposal by shipping method of your choice or hand deliver to: Clark County Office of Purchasing P.O. Box 5000 1300 Franklin Street, 6th Floor, Suite 650 Vancouver, Washington 98660 564-397-2323 Office Hours: 8:00 am – 3:00 pm, Monday – Friday, except Legal Holidays. Proposals shall not be submitted via electronic submission. **Proposals must be date and time stamped by Purchasing staff before 1:30 pm on due date. **DO NOT PUT IN ANY DROP BOX LOCATED IN THE BUILDING** **Hand Delivery Requires Entrance to the building using the North Door on the First Floor. **Anyone entering the building must wear a face mask** Refer Questions to Project Manager: Michael Fish Chief

Deputy / Assessor’s Office Michael.Fish@clark.wa.gov mailto:Michael.Fish@clark.wa.gov General Terms and Conditions ADMINISTRATIVE REQUIREMENTS - Contractors shall comply with all management and administrative requirements established by Washington Administrative Code (WAC), the Revised Code of the State of Washington (RCW), and any subsequent amendments or modifications, as applicable to providers licensed in the State of Washington. ALL proposals submitted become the property of Clark County. It is understood and agreed that the prospective Proposer claims no proprietary rights to the ideas and written materials contained in or attached to the proposal submitted. Clark County has the right to reject or accept proprietary information. AUTHORSHIP - Applicants must identify any assistance provided by agencies or indivi- duals outside the proposers own organization in preparing the proposal. No contingent fees for such assistance will be allowed to be paid under any contract resulting from this RFP. CANCELLATION OF AWARD - Clark County reserves the right to immediately cancel an award if the contractual agreement has not been entered into by both parties or if new state regulations or policy make it necessary to change the program purpose or content, discontinue such programs, or impose funding reductions. In those cases where negotiation of contract activities are necessary, Clark County reserves the right to limit the period of negotiation to sixty (60) days after which time funds may be unencumbered. CONFIDENTIALLY - Proposer shall comply with all applicable state and federal laws governing the confidentiality of information. CONFLICT OF INTEREST - All proposals submitted must contain a statement disclosing or denying any interest, financial or otherwise, that any employee or official of Clark County or the appropriate Advisory Board may have in the proposing agency or proposed project. CONSORTIUM OF AGENCIES - Any consortium of companies or agencies submitting a proposal must certify that each company or agency of the consortium can meet the requirements set forth in the RFP. COST OF PROPOSAL & AWARD - The contract award will not be final until Clark County and the prospective contractor have executed a contractual agreement. The contractual agreement consists of the following parts: (a) the basic provisions and general terms and conditions, (b) the special terms and conditions, (c) the project description and goals (Statement of Work), and (d) the budget and payment terms. Clark County is not responsible for any costs incurred prior to the effective date of the contract. Clark County reserves the right to make an award without further negotiation of the proposal submitted. Therefore, the proposal should be submitted in final form from a budgetary, technical, and programmatic standpoint. DISPUTES - Clark County encourages the use of informal resolution to address complaints or disputes arising over any actions in implementing the provisions of this RFP. Written complaints should be addressed to Clark County – Purchasing, P.O. Box 5000, Vancouver, Washington 98666-5000. DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS - It is the policy of Clark County to require equal opportunity in employment and services subject to eligibility standards that may be required for a specific program. Clark County is an equal opportunity employer and is committed to providing equal opportunity in employment and in access to the provision of all county services. Clark County's Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/hr/documents.html. This commitment applies regardless of race, color, religion, creed, sex, marital status, national origin, disability, age, veteran status, on-the-job injury, or sexual orientation. Employment decisions are made without consideration of these or any other factors that are prohibited by law. In compliance with department of Labor Regulations implementing Section 504 of the rehabilitation Act of 1973, as amended, no qualified handicapped individual shall be discriminated against in admission or access to any program or activity. The prospective contractor must agree to provide equal opportunity in the administration of the contract, and its subcontracts or other agreements. ENVIRONMENTALLY RESPONSIBLE PURCHASING PROGRAM - Clark County has implemented an Environmentally Responsible Purchasing Policy with a goal to reduce negative impacts on human health and the environment. Negative environmental impacts include, but are not limited to, greenhouse gases, air pollution emissions, water contamination, waste from the manufacturing process and waste in packaging. This policy also seeks to increase: 1) water and energy efficiency; 2) renewable energy sources; 3) use of products with recycled content; 4) product durability; 5) use of products that can be recycled, reused, or composted at the end of its life cycle. Product criteria have been established on the Green Purchasing List https://clark.wa.gov/sites/default/files/dept/files/general- services/Purchasing/ERP%20Policy.pdf INDEPENDENT PRICE DETERMINATION - The prospective contractor guarantees that, in connection with this proposal, the prices and/or cost data have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition. This does not preclude or impede the formation of a consortium of companies and/or agencies for purposes of engaging in jointly sponsored proposals. INTERLOCAL AGREEMENT - Clark County has made this RFP subject to Washington State statute RCW 39.34. Therefore the bidder may, at the bidders’ option, extend identical prices and services to other public agencies wishing to participate in this RFP. Each public agency wishing to utilize this RFP will issue a purchase order (or contract) binding only their agency. Each contract is between the proposer and the individual agency with no liability to Clark County. LIMITATION - This RFP does not commit Clark County to award a contract, to pay any costs incurred in the preparation of a response to this RFP, or to procure or contract for services or supplies. LATE PROPOSALS - A proposal received after the date and time indicated above will not be accepted. No exceptions will be made. ORAL PRESENTATIONS - An oral presentation may be required of those prospective contractors whose proposals are under consideration. Prospective contractors may be informed that an oral presentation is desired and will be notified of the date, time and location the oral presentation is to be conducted. OTHER AUDIT/MONITORING REQUIREMENTS - In addition, auditing or monitoring for the following purposes will be conducted at the discretion of Clark County: Fund accountability; Contract compliance; and Program performance. PRICE WARRANT - The proposer shall warrant that the costs quoted for services in response to the RFP are not in excess of those which would be charged any other individual or entity for the same services performed by the prospective contractor, in a similar socioeconomic, geographical region. PROTESTS - Must be submitted to the Purchasing Department. PUBLIC SAFETY - May require limiting access to public work sites, public facilities, and public offices, sometimes without advance notice. The successful Proposer’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. County project managers have discretion to require the successful Proposer’s employees and agents to be escorted to and from any public office, facility or work site if national or local security appears to require it. REJECTION OF PROPOSALS - Clark County reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any or all prospective contractors on modifications to proposals, to waive formalities, to postpone award, or to cancel in part or in its entirety this RFP if it is in the best interest of Clark County to do so. SUBCONTRACTING - No activities or services included as a part of this proposal may be subcontracted to another organization, firm, or individual without the approval of Clark County. Such intent to subcontract shall be clearly identified in the proposal. It is understood that the contractor is held responsible for the satisfactory accomplishment of the service or activities included in a subcontract. VERBAL PROPOSALS - Verbal proposals will not be considered in making the award of any contract as a result of this RFP. WORKERS COMPENSATION INSURANCE – The contractor shall comply with R.C.W. Title 51- with minimum coverage limits of $500,000 for each accident, or provide evidence that State law does not require such coverage. FOR ALTERNATIVE FORMATS Clark County ADA Office: V: 564-397-2322 ADA@clark.wa.gov http://www.clark.wa.gov/hr/documents.html https://clark.wa.gov/sites/default/files/dept/files/general-services/Purchasing/ERP%20Policy.pdf https://clark.wa.gov/sites/default/files/dept/files/general-services/Purchasing/ERP%20Policy.pdf mailto:ADA@clark.wa.gov Request for Proposals Table of Contents PART I PROPOSAL REQUIREMENTS Section IA: General Information 1. Introduction 2. Background 3. Scope of Project 4. Project Funding 5. Timeline for Selection 6. Employment Verification Section IB: Work Requirements 1. Required Services 2. County Performed Work 3. Deliverables and Schedule 4. Place of Performance 5. Period of Performance 6. Prevailing Wage 7. Debarred / Suspended 8. Public Disclosure 9. Insurance/Bond 10. Plan Holders List PART II PROPOSAL PREPARATION AND SUBMITTAL Section IIA: Pre-Submittal Meeting/Clarification 1. Pre-Submittal Meeting 2. Proposal Clarification Section IIB: Proposal Submission 1. Proposals Due 2. Proposal Section IIC: Proposal Content 1. Cover Sheet 2. Project Team 3. Management Approach 4. Respondent’s Capabilities 5. Project Approach and Understanding 6. Proposed Cost 7. Employment Verification PART III PROPOSAL EVALUATION & CONTRACT AWARD Section IIIA: Proposal Review and Selection 1. Evaluation and Selection 2. Evaluation Criteria Scoring Section IIIB: Contract Award 1. Consultant Selection 2. Contract Development 3. Award Review 4. Orientation/Kick-off Meeting ATTACHMENTS A: Proposal Cover Sheet B: Letter of Interest C: Certification Regarding Debarment, Suspension and Other Responsibility Matters Form Request for Proposal #809 Digital Aerial Imagery Services Part I Proposal Requirements Section IA General Information 1. Introduction The purpose of this RFP is to provide digital aerial imagery services for the Clark County Assessor’s Office to utilize for assessment related purposes. The Clark County GIS department currently hosts traditional vertical aerial 6” imagery provided through a Washington State consortium. While cost effective, the service does not provide advanced digital tools such as oblique imagery, 3D mapping, change detection intelligence, ESRI integration, and hosted web-based user interfaces. These additional services are necessary to improve business operations and manage increasing workloads stemming from rapid county growth, allowing appraisers to assess properties more efficiently and effectively. Proposers shall respond to all sections to be considered. Clark County has made this Request for Proposal subject to Washington State statute RCW 39.34. Therefore, the proposer may, at the proposers’ option, extend identical prices and services to other public agencies wishing to participate in this RFP. Each public agency wishing to utilize this bid will issue a purchase order (or contract) binding only their agency. Each contract is between the bidder and the individual agency with no liability to Clark County. 2. Background Located in Southwest Washington, Clark County covers 656 square miles with a population of just over 500,000. Within the county, the Assessor’s Office is responsible for valuing approximately 160,000 residential properties, 7,500 commercial properties, and 9,000 business personal property accounts on an annual basis as of January 1st of the assessment year, in addition to administering numerous tax relief programs available to qualifying property owners. Per state law, 1/6 of the county is required to be physically inspected once every 6 years. Values for the remaining 5/6 of the county are statistically adjusted based upon valid market sales occurring between January 1st and December 31st of the year proceeding the assessment valuation date. Recent legislative changes passed in 2021 updated RCW 84.41.041 regarding physical inspection, adopting the International Association of Assessment Officers (IAAO) standards as they relate to physical inspection. This change allows inspections to be performed virtually using street level imagery paired with oblique aerial imagery. With these services successfully implemented into practice, appraisers may assess more properties by eliminating the drive time to and from inspection properties. Besides savings for labor expense, additional savings may be recognized for fleet operation and maintenance as well as associated fuel savings. 3. Scope of Project The Assessor’s Office is seeking services for digital aerial imagery to support its mandated appraisal functions. Combined with street view imagery, the use of oblique aerial imagery will allow most urban physical inspections to be performed virtually. In late 2021, the Assessor’s Office will conduct a pilot project to determine the feasibility of adopting new technologies to support physical inspection of residential properties. All deliverables resulting from this project must be compatible and operational with ESRI and GIS software systems. The county is looking to access high-resolution imagery from captures during the winter when most leaves are off as well as during the summer when leaves are on. Images, tools, and services should be hosted and accessible through cloud-based options. Other value-added services may include 3-D mapping of properties, change detection software between flyover periods to determine if an improvement has been made to a property, and impervious surface mapping to be shared with the county’s Clean Water Program. Request for Proposal #809 Digital Aerial Imagery Services 4. Project Funding Allocation of funds for this RFP will be established based on the funds requested in the selected proposal and service options, not to exceed $45,000 annually. Clark County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§