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HomeMy WebLinkAbout2016-09-02 - Request for Proposals - Public Safety Plan Project Management (Due by 9/2/16)CITY OF TUKWILA REQUEST FOR PROPOSALS (RFP) PUBLIC SAFETY PLAN PROJECT MANAGEMENT SERVICES Due September 2, 2016 by 5:00 p.m. Pacific Standard Time (PST) ONLY ELECTRONIC SUBMITTALS WILL BE ACCEPTED The City of Tukwila is requesting Proposals from qualified consultants to provide Project Management Services for the Public Safety Plan projects. Please review the full RFP following this notice below. The Public Safety Plan projects are available for review at the City website at: http: / / tukwilawa.gov/ departments/ mayors- office / key- city- plans- and - projects /public- safety -plan/ Any questions regarding the submittal and selection process, and the project shall be emailed to the City's Project Manager listed below. Only email communications will be accepted. Bob Giberson, Public Works Director Public Works Department, City of Tukwila Bob.Giberson @tukwilawa.gov Electronic PDF submittals of the Proposal, must arrive at the email address listed above no later than 5:00 p.m. (PST) on September 2, 2016. No submittals will be accepted after this date and time. The City will not be liable for delays in in receipt due to network, servers or other technical issues. Please reference the RFP title in the subject line and on all communications and mailing labels. Pursuant to the State and Federal regulations, a qualifications -based selection process will be used to select a Consultant for this project. The selection will be made from the submitted proposals and subsequent interviews. The City of Tukwila, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 USC 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 ensure 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. Published Seattle Times: August 18, 2016 and August 25 2016 Published Daily Journal: August 18, 2016 and August 25 2016 REQUEST FOR PROPOSALS PUBLIC SAFETY PLAN PROJECT MANAGEMENT SERVICES The City of Tukwila (the "City ") is requesting Proposals from qualified consultants to provide Project Management Services. 1.0 PROJECT DESCRIPTION: The City is seeking the services of a professional project management firm to provide overall project management services in support of the Public Safety Plan. The Public Safety Plan includes replacing the City's three seismically - deficient fire stations (Fire Stations 51, 52 and 54), building a Justice Center to house the Tukwila Police Department and Municipal Court, and replacing the City's Public Works Shops with a consolidated facility. The City proposes to make these investments with a mix of City General Fund, Enterprise Funds and a voter - approved bond. The bond election is slated for November 8th. Phase Two outlined in this RFP is contingent upon successful passage of the bond. Should the bond not meet the required threshold for passage (60 %), Phase Two of this RFP becomes null and void. More information on the Public Safety Plan is available here: http: / /tukwilawa.gov /departments /mayors -office /key- city - plans- and - projects /public- safety -plan/ 2.0 SCOPE OF SERVICES: Under the direction of the City's Public Works Director, the scope of services may include, but are not limited to: Project Management for Public Safety Plan 2.1 Phase 1— pre bond election project planning 2.1.1 Establish and maintain a project delivery plan 2.1.2 Organize and attend project management meetings 2.1.3 Establish and maintain a project management plan 2.1.3.1 Plan will include objectives, success criteria, roles /responsibilities /contacts; communication protocols; community engagement strategy; document control methodology; cost management; schedule management; and quality management plans 2.1.3.2 Develop and maintain overall project milestone schedule including selection of design and property acquisition teams; City's responsibilities; permitting requirements; anticipated schedules for siting decisions; land acquisition; designs, permits; and construction 2.1.3.3 Develop and maintain a project risk management plan 2.1.3.4 Assist with tracking project budgets 2.1.3.5 Develop and assist with RFPs and selections of design team and land acquisition consultants and construction managers 2.1.3.6 Develop and maintain document control solutions 2.2 Phase 2 — post bond election project planning 2.2.1 Assist with reviewing design team, land acquisition team, and construction managers for qualifications, interviews and selection. 2.2.2 Oversee land acquisition consultants and siting selection process through City Council 2.2.3 Coordinate and communicate with Public Safety Plan Financial Oversight Committee (refer to City Ordinance No. 2509: http://records.tukwilawa.gov/WebLink8/1/doc/272664/Pagel.aspx ) 2.2.4 Oversee and advise design team process for all building projects 2.2.5 Assure all required permits are obtained for all building projects 2.2.6 During Construction, advise City regarding: 2.2.6.1 Status of schedule and budget in monthly report 2.2.6.2 Provide quarterly status report to City Council 2.2.6.3 Situations affecting schedule and budget and quality SUBMITTAL REQUIREMENTS AND SCHEDULE: Interested consultant firms are encouraged to review the Public Safety Plan and related documents, in preparation of the Proposal submittal. Proposals shall provide, in the following order, required information in order to demonstrate the company has the experience, knowledge, personnel to successfully complete the requested services. Proposals are limited to 30 pages, single sided, minimum 11 point font. The required submittals are: • Cover letter introducing firm and proposal • Company Overview • Project Management Experience • Experience with citizen oversight groups and City Council reporting • Key Project Personnel: Project Manager shall have minimum of 20 years of experience managing building construction projects • Project Organization • Project Approach Project examples cited, especially those similar projects, should be within the last five years, focusing on demonstrating the capabilities listed above, include reference contact information, and include contributors only if they are proposed for this project. The City reserves the right to revise this RFP at any time before the due date. Such revisions, if any, will be announced by addenda to this RFP. When responding to questions, requests for clarification or issuing addenda, the City will send an email notification to the contact person for each Submitter as soon as each addendum or response is issued. The notification will include an electronic copy of the addendum or clarification when possible. The Submitter must acknowledge receipt of all addenda, in the introductory letter of the Proposal. Any questions submitted within three business days of the submittal deadline may not be addressed. The following is an estimated project schedule: Project management proposals due: Project management phase 1 contracts executed Project management phase 1 notice to proceed Voter Approved Bond Election Phase 2 decision Land acquisition/Siting Consultant RFP Design Team RFPs and selection SELECTION PROCESS: September 2, 2016 September 2016 September 2016 November 8, 2016 November 2016 January 2017 January 2017 Pursuant to the State and Federal regulations, a qualifications -based selection process will be used to select a Consultant for this project. The first step is the submission of Proposals in response to this RFP. The City will short -list up to four of the Project Management Teams, which demonstrate through their Proposals the closest match to the City's needs. Upon completion of the evaluation, scoring, and short- listing process, the City will send prompt notification to all Submitters, or will notify them of a decision not to issue a short-list. The second step in the selection process will be interviews with the short- listed teams. Additional information for the interviews will be provided to all short- listed candidates. Scoring from the short- listing process will be brought forward to the final scoring of the interviewed CM Teams. The following criteria will be used to evaluate and rank the Proposal responses: Step 1: Short - listing Criteria Possible Points Qualifications, Expertise & Experience of Project Management Staff 30 Project Understanding and Approach 20 Experience with siting selection and land acquisition process 20 Experience working with community engagement efforts,citizen oversight groups and City Council reporting 15 Knowledge of WSDOT Regional Mobility and Federal Requirements 10 Compliance with RFP Requirements 5 Step 1 Total 100 Step 2: Final Selection Criteria Interview Possible Points 100 At the option of the City, Past Performance/Reference Checks for the Consultants might be required, and would be included as part of the Interview scoring. SUBMITTAL REQUIREMENTS Each firm shall email the City affirming that they intend to submit a proposal from the company's point of contact. Electronic PDF Proposals must arrive at the address listed below no later than 5:00 p.m. (PST) on September 2, 2016. No submittals will be accepted after this date and time. The City will not be liable for delays in delivery of proposals due to handling by any other entity. Faxed, mailed or delivered submittals will not be accepted. Please reference to the RFP title in the subject line and on all communications and mailing labels. The City reserves the right, at its sole discretion, to cancel this RFP, issue a new RFP, reject any or all Proposals, seek or obtain data from any source that has the potential to improve the understanding and evaluation of the responses to this RFP, or to seek and receive clarifications to any questions or issues. All questions regarding this RFP are required in writing via email only to: Bob Giberson, Public Works Director Bob.Giberson@tukwilawa.gov The City is requesting that firms interested in submitting proposals submit Proposals in electronic PDF format by the deadline to the same email address above. TERMS AND CONDITIONS: If selected for project management, the successful form will be disallowed from consideration on other aspects of the building projects. The City reserves the right, at its sole discretion, to cancel this RFP, issue a new RFP, reject any or all Proposals, seek or obtain data from any source that has the potential to improve the understanding and evaluation of the responses to this RFP, seek and receive clarifications to a Proposal and waive any deficiencies, irregularities or technicalities in considering and evaluating the Proposals. This RFP does not commit the City to enter into a contract or proceed with the procurement of all phases of the project. Phase 1 work before voted bond approval is very likely to proceed. Phase 2 work post November 8th bond election is subject to a passing vote. The City assumes no obligations, responsibilities and liabilities, fiscal or otherwise, to reimburse all or part of the costs incurred by the parties responding to this RFP. All such costs shall be borne solely by each Submitter. Materials submitted in response to this competitive procurement shall become the property of the City and will not be returned. All submittals received will remain confidential until the City and the successful CM Team sign the agreements resulting from this RFP. All submittals are deemed public records as defined in the RCW 42.17.250 to 42.17.340. Persons with disabilities may request this information be prepared and supplied in alternate forms by calling collect (206) 433 -0179. The Recipient, 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 firms that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 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, sexual orientation, sexual preference, national origin, or sex in consideration for an award.