City of Olympia Hearing Examiner and Pro Tem Hearing Examiner RFQ 2026
City of OlympiaCity · Olympia, WA- Due
- Jan 30, 2026
- Deadline passed
- Posted
- Dec 30, 2025
- Contract term
- 2 years
- Primary contact
- Tim Smith
The 30-second brief
The City of Olympia is soliciting Statements of Qualifications (SOQ) from qualified individuals or firms to serve as the City's Hearing Examiner and a Pro Tem Hearing Examiner. The scope of work includes conducting quasi-judicial administrative hearings and deciding matters related to land development, including variances, conditional use permits, preliminary plat approvals, shoreline variances, and appeals of administrative decisions under OMC Chapters 18.70 and 18.82. The contract duration is two years with one two-year extension option. Evaluation criteria include knowledge of land use planning, adjudication experience, SEPA, and the ability to use 'plain talk' during hearings. Submissions must include a letter of interest, summary of qualifications, method and approach, and written work examples. Electronic submissions are due by January 30, 2026, at 4:00 PM PST.
Letter of Interest, Summary of qualifications experience and availability, Method and approach, Example of written work, Example of Rules of Procedure, Professional References, Mandatory Bidder Forms
Knowledge and experience (20), Writing legally defensible decisions (20), Quality control and case management (15), Public resource use (10), Public meeting conduct (10), Readiness and availability (10), Rules of Procedure experience (5), WA Law License (5), Mentorship willingness (5)
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Summary
The City of Olympia is soliciting Statements of Qualifications (SOQ) from qualified individuals or firms to serve as the City's Hearing Examiner and a Pro Tem Hearing Examiner.
The scope of work includes conducting quasi-judicial administrative hearings and deciding matters related to land development, including variances, conditional use permits, preliminary plat approvals, shoreline variances, and appeals of administrative decisions under OMC Chapters 18.70 and 18.82. The contract duration is two years with one two-year extension option. Evaluation criteria include knowledge of land use planning, adjudication experience, SEPA, and the ability to use 'plain talk' during hearings. Submissions must include a letter of interest, summary of qualifications, method and approach, and written work examples. Electronic submissions are due by January 30, 2026, at 4:00 PM PST.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
7- Letter of Interest
- Summary of qualifications experience and availability
- Method and approach
- Example of written work
- Example of Rules of Procedure
- Professional References
- Mandatory Bidder Forms
REQUIRED ATTACHMENTS
Exhibit A (SOQ Signature Sheet), Exhibit B (Statement of Compliance with Nondiscrimination Requirement and Equal Benefits Declaration Form)
REQUIRED STAFFING
Hearing Examiner, Pro Tem Hearing Examiner
- Submit to
- [email protected]
- Duration
- 48 months
- Scope location
- Olympia, WA
Questions about this RFQ
How do I respond to this RFQ from City of Olympia?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 30, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Tim Smith.
Can small businesses or minority-owned firms bid on this RFQ?
Most government agencies, including City of Olympia in WA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFQ submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Tim Smith. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Hearing Examiner, Pro Tem Hearing Examiner. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Letter of Interest, Summary of qualifications experience and availability, Method and approach, Example of written work, Example of Rules of Procedure, Professional References, Mandatory Bidder Forms. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Knowledge and experience (20), Writing legally defensible decisions (20), Quality control and case management (15), Public resource use (10), Public meeting conduct (10), Readiness and availability (1..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Olympia?
All active and historical solicitations from City of Olympia are tracked and searchable. As a city agency, City of Olympia regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 2 years. Contract terms may include renewal options.
What documents are required to bid on this RFQ?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Exhibit A (SOQ Signature Sheet), Exhibit B (Statement of Compliance with Nondiscrimination Requirement and Equal Benefits Declaration Form). Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Olympia for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Olympia, WA. Review the full solicitation for detailed scope requirements.