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HomeMy WebLinkAbout2015-05-21 - Request for Qualifications - Consultant for 3 Bridges Major MaintenanceCITY OF TUKWILA REQUEST FOR QUALIFICATIONS (RFQ) CONSULTANT SERVICES Major Maintenance on 3 Bridges Project Due May 21, 2015 by 5:00 p.m. Pacific Standard Time (PST) The City of Tukwila solicits interest from consulting firms with expertise in providing transportation and environmental engineering analysis. Consultants will be considered for the following project. Please review the full RFQ with detailed information and document links following this notice. PROJECT SCOPE The City of Tukwila is seeking a Statements of Qualifications (SOQ) from qualified engineering firms for professional engineering consulting services the Major Maintenance on 3 Bridges Project. The services to be performed by the CONSULTANT consists of preparing preliminary engineering and PS &E for Major Maintenance on Three Bridges as follows: Beacon Ave S Structure Identifier (SID) 07996800, Frank Zepp (S 180th St) SID 08561400, and Grady Way SID 08543600. The project schedule includes an estimated start date of June 2015 with project design completion expected by January 2016. The proposed project consists of, but is not limited to, the following: • General structural, survey, and geotechnical analysis as necessary. • Environmental planning and preparation of permits. • Seismic analysis and retrofit design. • Deck replacement and overlay including deck joint replacement. • Painting Structural Steel. • Load Rating • Cost Estimates • Coordination with Railroad • Possible Construction Management SUBMITTAL An SOQ indicating the firm's qualifications, experience with similar projects, technical expertise, capability to perform work, familiarity with project area, resumes and references. Submittals shall be limited to 15 pages of printed text, excluding resumes and any supporting information, and should include the following information: Firm name, phone and email addresses, Name of Principal -In- Charge, Project Manager, and all proposed project staff. Submittals will be evaluated and ranked based on the following criteria listed in order of importance: 1) Key personnel and resumes including Project Manager and Sub - consultants; 2) Firm experience with similar projects; 3) Ability to pro - actively keep projects on schedule and within budget; 4) Firm experience with environmental planning and permitting process; 5) Familiarity with the Local Agency Guidelines (LAG) Manual and Federal Aid/WSDOT standards and requirements; 6) Past performance /references. Please submit copies of your SOQ to: Grant Griffin City of Tukwila Public Works 6300 Southcenter Boulevard, Suite 100 Tukwila, WA 98188 Submit one (1) original and four (4), individually bound copies of the SOQ, along with an electronic version of the SOQ in PDF format on a compact disc (CD) must be arrive by May 21, 2015 no later than 5:00 p.m. (Pacific Standard Time). No submittals will be accepted after that date and time. The City will not be liable for delays in delivery of submittals due to handling by the US Postal Service or any other type of delivery service. Faxed or emailed submittals will not be accepted. Please reference the RFQ title on all communications and mailing label. Consultant selection will be based on submittal review and interviews on a date to be determined. Additional project background materials can be obtained at the following link: http:// www. TukwilaWa .gov /MajorMaint3Bridges.html. Please contact Grant Griffin via email at Grant.Griffin ©TukwilaWa.gov if there are additional questions. The City of Tukwila encourages disadvantaged, minority, and women -owned consultant firms to respond. Published Seattle Times: April 27, 2015 and May 4, 2015 Published Daily Journal: April 27, 2015 and May 4, 2015 CITY OF TUKWILA PUBLIC WORKS DEPARTMENT REQUEST FOR QUALIFICATIONS CONSULTANT SERVICES FOR THE MAJOR MAINTENANCE ON 3 BRIDGES PROJECT TUKWILA PROJECT NUMBERS: FRANK ZEPP 91510406 GRADY WAY 91510407 BEACON AVE 91510408 GRANT GRIFFIN PROJECT MANAGER PUBLIC WORKS DEPARTMENT MAJOR MAINTENANCE ON 3 BRIDGES TABLE OF CONTENTS INTENT OF REQUEST FOR QUALIFICATIONS 1.00 OBJECTIVE 2.00 SCOPE OF WORK 3.00 REQUEST FOR QUALIFICATION (RFQ) PROCESS 4.00 STATEMENT OF QUALIFICATION (SOC) SUBMITTAL CONTENT 5.00 CONSULTANT SELECTION PROCESS 6.00 CONTRACT NEGOTIATION PROCESS 7.00 TITLE VI COMPLIANCE Pagel MAJOR MAINTENANCE ON 3 BRIDGES REQUEST FOR QUALIFICATIONS Engineering Consultant Services for the MAJOR MAINTENANCE ON 3 BRIDGES ADDITIONAL INFORMATION AVAILABEL AT: http:// www. tukwilawa .qov /MajorMaint3Bridges.html 1.00 OBJECTIVE The City of Tukwila Public Works Department intends to procure engineering consultant services to preparing preliminary engineering and PS &E for Major Maintenance on three bridges as follows: Beacon Ave S Structure ID (SID) 07996800, Frank Zepp (S 180th St) SID 08561400, and Grady Way SID 08543600. The project schedule includes an estimated start date of June 2015 with project design completion expected by January 2016. The work shall be in accordance with the Local Agency Guidelines (LAG) manual. 2.00 SCOPE OF WORK The proposed project consists of, but is not limited to, the following: • General structural, survey, and geotechnical analysis as may be necessary. • Environmental planning and preparation of permits. • Seismic analysis and retrofit design. • Deck replacement and overlay including deck joint replacement. • Painting Structural Steel. • Load Rating • Cost Estimates • Coordination with Railroad • Possible Construction Management 3.00 REQUEST FOR QUALIFICATION (RFQ) PROCESS It is the City's intent to select a consultant based on the qualifications and abilities of the firm/ team and key project individuals. Proposers may either be individual firms or teams as appropriate to meet the specific needs of the project. If relevant, it shall be at the discretion of the Proposer to determine and identify the lead consultant for the team. Proposers are solely responsible for all costs incurred in the development and submission of the Statement of Qualifications (SOQ) or any other presentations whether in response to this RFQ or to any subsequent requirements of the consultant selection and contract negotiation process. 3.01 SOQ Submittal and General Guidelines SOQ submittal packages shall be submitted no later than 5:00 p.m., PST, May 21, 2015 to: Page 1 MAJOR MAINTENANCE ON 3 BRIDGES Grant Griffin, Project Manager City of Tukwila Public Works Department 6300 Southcenter Blvd., Suite 100 Tukwila, WA 98188 Grant.Griffinla',tukwilawa.gov (206) 431 -2446 Clearly mark the Tukwila Project Title, "Major Maintenance on 3 Bridges ", Tukwila Project Number 91510406, 91510407, and 91510408, and the name of Proposer on the outside of the delivery package. Submit one (1) original and four (4), individually bound copies of the SOQ, along with an electronic version of the SOQ in PDF format on a compact disc (CD). The Original copy, containing original signatures, shall be clearly marked. The binding for each copy must be comb, spiral, or glue style. Three ring binders are not acceptable as a binding method. The City requires that the Proposer's SOQ submittals be limited to no more than 15 pages (8.5 x 11) of printed text, excluding signature page and resumes. The SOQ report cover, both front and back, are excluded from the page count as long as they are not printed with SOQ content but consist of typical photos, logos and report titles. The 15 page count applies to all other pages. Sheets of text 11 x 17 in size would count as two pages per printed side. The Signature Page is provided at the end of this document. 3.02 No Objections By Submitting a Proposal in response to the RFQ, Proposer agrees that the process, evaluation criteria, and requirements described in this RFQ are fair and proper, and that the Proposer have no objection to any provisions of the RFQ. If the Proposer does not object to any of the provisions of this RFQ during period prior to Proposal submission deadline, the Proposer shall be deemed to have waived their rights to any future protests of the provisions of this RFQ. 3.03 RFQ Inquiries Formal questions and request for clarifications of the RFQ may be submitted in writing by 5:00 p.m., PST, May 13, 2015 to Grant Griffin via email to Grant.Griffin(c�TukwilaWA.gov. General questions will still be accepted after this date and time. The City of Tukwila will not be responsible for unsuccessful submittal of questions via email. Written answers to all formal questions submitted will be posted at the following internet address: http:// www. tukwilawa .qov /MajorMaint3Bridges.html These answers will be posted on or about May 14, 2015. The City reserves the discretion to group similar questions to provide a single answer or not to respond when the information is confidential. The answers will not be considered an addendum. Page 2 MAJOR MAINTENANCE ON 3 BRIDGES 3.04 Anticipated RFQ Schedule The following schedule has been established for the submission and evaluation of the SOQs and selection of the Consultant. These are tentative dates only and the City reserves the right to adjust the dates at its sole discretion. SOQs Due May 21, 2015 SOQ Review Weeks of May 25 and June 1 Interviews Week of June 8 Notification of Selection Week of June 8 A Selection Advisory Committee (SAC) shall be created by the City to review the SOQ, shortlist, interview, and select the consultant. Telephone interviews may be utilized for convenience. 3.05 Acceptance /Rejection of Responses The City of Tukwila reserves the right and holds at its discretion the following rights and options, including but not limited to: • To waive any or all informalities in any SOQ. • To reject any or all responses. • To issue subsequent requests. 3.06 Addenda or Bulletins Addenda to this RFQ document and issued prior to the SOQ deadline shall be made part of the RFQ. Failure to acknowledge addenda may result in an SOQ being deemed non- responsive by the City. 3.07 Standard Consultant Agreement A copy of the Local Agency Standard Consultant Agreement is available in the LAG Appendix 31.79 and through WSDOT Online Forms. The Standard Consultant Agreement shall be finalized between the City and the selected Consultant. The City must approve the scope of work, budget, and schedule proposed by the selected consultant. The Consultant shall maintain a professional liability insurance coverage described in the Standard Consultant Agreement during the project. 4.00 SOQ SUBMITTAL CONTENT All materials submitted in response to this RFQ, except for proprietary materials, become the property of the City. Proprietary information in a qualification submittal must be designated clearly and should be bound separately, as an appendix, and labeled with the words "Proprietary Information." Appropriate references to this information must appear in the body of the SOQ. An entire SOQ marked "Proprietary Information" shall not be accepted. Proposers should be aware that the City is required by law to make its records available for public inspection with certain exceptions. See Revised Code of Washington, Chapter 42.56. It is the City's belief that this legal obligation would not require the disclosure of proprietary, descriptive literature that contains valuable designs, drawings, or documentation. However, the Proposer, by submission of materials marked "proprietary," acknowledges and agrees that the Page 3 MAJOR MAINTENANCE ON 3 BRIDGES City shall have no obligation or liability to the Proposer in the event that the City is required to disclose these materials. To be considered responsive to this RFQ, the Proposer's SOQ must include the following information required below. 4.01 SOQ Cover and Cover Letter Clearly label the SOQ cover and the subject line in the cover letter with "Statement of Qualifications for CONSULTANT SERVICES FOR THE MAJOR MAINTENANCE OF 3 BRIDGES PROJECT, Tukwila Project Number 91510406, 91510407, and 91510408. • The cover letter should identify the consultant name and contact person with his /her title. • Include address, mailing address, e-mail address, phone number, fax number, and any other information that shall allow the City to reach the contact person quickly and directly. • The cover letter should include the name of the proposed principal -in- charge and project manager. • A duly authorized officer, employee, or agent of the consulting firm must sign the cover letter. • Include Addenda Acknowledgement (See Signature Page at the end of this document). Please check for addenda prior to submittal at http:// www. tukwilawa .qov /MajorMaint3Bridges.html . 4.02 Firm's Structure, Qualifications and Experience Please provide information on the firm's structure, qualification and experience including: • Discussion of the corporate organizational structure showing the relationship to parent and /or subsidiary companies. If the proposer is a subsidiary of a parent company, state when the subsidiary was formed and its place in the corporate structure of the parent company. • Summary of the background and experience of the firm relative to the project under consideration. o Include lists of specific projects, of similar type highlighting rail experience, on which the firm has had a major role together with the location, cost, and basic description of the project, start and completion dates, the name of the client, a description of the firm's responsibility on the project, and the specific roles of the individuals proposed for this project. o Describe experience working with municipal or other public agencies along with experience working with railroad companies. o Provide a description of any special projects, awards, or other items that make the firm especially qualified for this proposal. 4.03 Project Manager and Personnel Qualifications and Experience Please provide the following information on the proposed project personnel's qualifications and experience, which qualify them to perform the work for the project: • Names of lead persons and team members with titles and general project responsibilities including previous project experience. • Qualifications of Project Manager Page 4 MAJOR MAINTENANCE ON 3 BRIDGES o Identify the project manager who will have overall responsibility for the project. o Include professional biographical data and /or resume outlining specific roles on roadway and rail projects. • Qualifications of the Firm's Project Personnel o List the project personnel with titles who will be primarily responsible for and involved with daily work activities and their roadway and rail experience. o Identify the responsibilities and activities of each project person. o Include professional biographical data and /or resume outlining specific project capabilities. 4.04 Team Availability & Anticipated Schedule • Describe the firm's process and /or approach to accomplishing the proposed scope of work. • Confirm the availability of the firm and sufficient resources to perform the consulting services in view of the firm's current and projected workload. • Provide level of effort and availability of the firm's project manager and lead project personnel for this project. • Provide a conceptual project schedule for completing the services. 4.05 References References shall be used to verify the accuracy of information provided by the Proposer, which may affect the rating of the Proposer. The City reserves the right to contact references other than those submitted by the Proposer. Please provide: • Firm References o Provide three recent references who may be contacted concerning your firm's performance with regard to the qualifications listed in the SOQ. In listing the references, include the name of the client, mailing address, fax number, telephone number, e -mail address, contact person, and the specific work your firm did for the client. • Project Manager References o Provide three recent references who may be contacted concerning the performance of your firm's proposed project manager. Provide e -mail address and telephone numbers. 5.00 CONSULTANT SELECTION PROCESS The Selection Advisory Committee (SAC) consisting of City staff and other project stakeholders, as appropriate, shall evaluate the SOQs. Interviews shall be evaluated by the SAC according to the consultant evaluation criteria discussed below. Part 1 of the evaluation process shall consist of the evaluation of the written Statement of Qualification (SOQ) package submitted by each Proposer. Part 1 shall result in a short- listing of Proposers who may be invited to an interview with the SAC. Proposers submitting SOQs shall be notified whether they have been selected for an interview. Part 2 of the evaluation process shall evaluate the interviews and the SOQs to produce a final rating. References shall be used to help clarify and verify information presented in the SOQ and interview, which may affect the rating of the respondent. Page 5 MAJOR MAINTENANCE ON 3 BRIDGES At the conclusion of Part 2 of the evaluation process, a recommendation shall be made to City management to obtain approval to begin negotiations with the selected Proposer. Contract negotiations shall then commence with the selected Proposer. The Proposers not selected shall be notified of the selection outcome. If the selected Proposer and the City are unable to agree on the final scope and fee for the design services for the contract, the City reserves the right to terminate the negotiations with the selected Proposer and initiate contract negotiations with the next highest rated Proposer. 5.01 Evaluation Criteria 5.01.1 Part 1 — Evaluation Criteria Each member of the SAC shall evaluate qualifications independently on the basis of the firm's responses as it can be applied to our project needs. The SOQs shall be evaluated based on the criteria listed below. The relative weight of each criterion is indicated in the table as well. This relative weight is intended as a general indication as to which criteria are most important to the City, and also as a guide to the SAC for evaluation of the SOQs and interviews. The City reserves the right to give each criterion such weight as it deems appropriate. The City reserves the right to request clarification of any aspect of a firm's qualifications submittal, or to request additional information that might be required to properly evaluate the qualifications. A firm's failure to respond to such a request may result in rejection of the firm's submittal. Firms are required to provide responses to any request for clarification within 48 hours. Requests for clarification or additional information shall be made at the sole discretion of the City. The City's retention of this right shall in no way diminish a Proposer's responsibility to submit a qualification submittal that is current, clear, complete, and accurate. 5.01.2 Part 2 Interview Evaluation Criteria Following initial evaluation of the SOQs, the highest- ranking firms may be invited to participate in the interview process. The City will notify Proposers as soon as possible for Page 6 Criteria Points 1. Firm's Structure, Qualifications and Experience: Experience with similar projects, Experience with environmental planning and permitting process, Understanding of project, Familiarity with LAG Manual and Federal Aid/WSDOT Standards and requirements, Past performances and references 0 -45 2. Project Manager and Personnel Qualifications and Experience: Key personnel and resume including project manager and sub - consultants 0 -35 3. Team Availability & Anticipated Schedule: Ability to meet schedules, Approach to project 0 -20 Maximum Points 100 The City reserves the right to request clarification of any aspect of a firm's qualifications submittal, or to request additional information that might be required to properly evaluate the qualifications. A firm's failure to respond to such a request may result in rejection of the firm's submittal. Firms are required to provide responses to any request for clarification within 48 hours. Requests for clarification or additional information shall be made at the sole discretion of the City. The City's retention of this right shall in no way diminish a Proposer's responsibility to submit a qualification submittal that is current, clear, complete, and accurate. 5.01.2 Part 2 Interview Evaluation Criteria Following initial evaluation of the SOQs, the highest- ranking firms may be invited to participate in the interview process. The City will notify Proposers as soon as possible for Page 6 MAJOR MAINTENANCE ON 3 BRIDGES scheduling of interviews. The SAC will schedule interviews with the contact persons provided in the SOQs. Additional interview information will be provided at the time of the invitation. At this time, it is anticipated that the main objective of the interview will be for the SAC to meet the project manager and key personnel that will have direct involvement with the project and to hear about their relevant experience and expertise. The City does not intend to meet with company officials unless they are to be directly involved with the project. The relative weight of each Interview criterion is indicated in the table below and is the same as the SOQ criteria except a 4th criteria has been added for presentation. 5.01.3 Final Rating Once an interview is conducted the original scores from the SOQ will be disregarded and the scores from the interview and SOQ will be recalculated and become the final score. 5.02 Reference Checks References may be used to clarify and verify information presented in the SOQ and interview, and may affect the rating of the Proposer. Provide five recent references for the entire consultant team and three recent references for the project manager. The City reserves the right to contact references other than those submitted by the respondent. 6.00 CONTRACT NEGOTIATION PROCESS The City will enter into the contract negotiation process with the selected Proposer (design team) based on the recommendations of the Selection Advisory Committee (SAC). 6.01 STANDARD CONSULTANT AGREEMENT The Local Agency Standard Consultant Agreement is available in the LAG Appendix 31.79 and through WSDOT Online Forms for informational use. This agreement will be finalized between the City and the selected Proposer during this process. Due to the federal funds connected with this project this agreement cannot be amended. Page 7 Criteria Points 1. Firm's Structure, Qualifications and Experience: Experience with similar projects, Experience with environmental planning and permitting process, Understanding of project, Approach to project, Familiarity with LAG Manual and Federal Aid /WSDOT Standards and requirements, Past performances and references 0 -40 2. Project Manager and Personnel Qualifications and Experience: Key personnel and resume including project manager and sub - consultants 0 -30 3. Team Availability & Anticipated Schedule: Ability to meet schedules Approach to project 0 -20 4. Presentation 0 -10 Maximum Points 100 5.01.3 Final Rating Once an interview is conducted the original scores from the SOQ will be disregarded and the scores from the interview and SOQ will be recalculated and become the final score. 5.02 Reference Checks References may be used to clarify and verify information presented in the SOQ and interview, and may affect the rating of the Proposer. Provide five recent references for the entire consultant team and three recent references for the project manager. The City reserves the right to contact references other than those submitted by the respondent. 6.00 CONTRACT NEGOTIATION PROCESS The City will enter into the contract negotiation process with the selected Proposer (design team) based on the recommendations of the Selection Advisory Committee (SAC). 6.01 STANDARD CONSULTANT AGREEMENT The Local Agency Standard Consultant Agreement is available in the LAG Appendix 31.79 and through WSDOT Online Forms for informational use. This agreement will be finalized between the City and the selected Proposer during this process. Due to the federal funds connected with this project this agreement cannot be amended. Page 7 MAJOR MAINTENANCE ON 3 BRIDGES 6.02 SCOPE, BUDGET, AND SCHEDULE The selected Proposer will meet with the City to review the project scope and timeline. Based on the meeting the selected Proposer shall submit a draft scope, budget, and design schedule to the City within five business days or as directed by the Project Manager. The scope and budget shall include an itemized list of tasks and include estimated hours for the proposed work. 9.00 TITLE VI COMPLIANCE The City of Tukwila in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d -4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award. Page 8 SIGNATURE PAGE CITY OF TUKWILA PUBLIC WORKS DEPARTMENT All submittals must be in ink or typewritten and must be executed by a duly authorized representative of the proposing entity. If the proposer is a subsidiary or doing business on behalf of another entity, so state, and provide the firm name under which business is hereby transacted. Submittals will be received at the City of Tukwila Public Works Department, located at 6300 Southcenter Blvd, Suite 100, Tukwila, WA 98188. See the Request for Qualifications (RFQ), Section 3.00 for additional details. REQUEST FOR QUALIFICATIONS — CITY OF TUKWIAL PROJECT NUMBER 91510406, 91510407, AND 91510408 The undersigned proposer hereby agrees to execute the proposed contract and furnish all materials, labor, tools, equipment and all other facilities and services in accordance with this RFQ. The proposer agrees, by submitting a proposal under this RFQ, which in the event any litigation should arise concerning the submission of proposals or the award of contract under this RFQ, the venue of such action or litigation shall be in the Superior Court of the State of Washington, in and for the County of King. 1.00 NON - COLLUSION DECLARATION The undersigned proposer hereby certifies under penalty of perjury that this proposal is genuine and not a sham or collusive proposal, or made in the interests or on behalf of any person or entity not herein named; and that said proposer has not directly or indirectly induced or solicited any person or entity on the proposed work to put in a sham proposal or any person or entity to refrain from submitting a proposal; and that said proposer has not, in any manner, sought by collusion to secure to itself an advantage over any other consultant(s) or person(s). Proposer's Registered Name Address City, State, Zip E -Mail Address E.I.No. / Federal Social Security Number Used on Quarterly Federal Tax Return, U.S. Treasury Dept. Form 941 Addendum acknowledgement #1 Signature of Person Authorized to Enter Date into Contracts for Proposer Printed Name and Title (Area Code) Telephone Number / Fax Number State Business License Number in WA, also known as UBI (Unified Business Identifier) Number State Contractor's License Number (See Ch. 18.27, R.C.W.) #2 #3 #4 #5 THIS PAGE MUST BE SIGNED AND RETURNED WITH SUBMITTAL.