HomeMy WebLinkAboutCOW 2017-05-08 Item 4C - Discussion - Program Management Quality Assurance Request for QualificationsCOUNCIL AGENDA SYNOPSIS
--Luilials
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Prepared by
May r3 repi 1V
Council reliew
05/08/17
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❑ Resolution
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❑ Public I leai-in�
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❑ Other
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SP0NSOWS The Council asked staff to prepare a Request for Qualifications (RFQ) for a Program
Management Quality Assurance Consultant that would report to the Council. The Council is
being asked to review the RFQ prior to it being advertised and provide consensus on a final
timeline and process.
W"XIJWlm BY ❑ C.O.W. mtg. ❑ CDN Comm ❑ 1,inancc Comm. Public Safety Comm.
FTrans &Tnfrastructurc O.Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DA'1'1-,: 5/1/17 COMMITME CI LAIR: MCLEOD
RECOMMENDATIONS:
SP0NSOR /Ai)NIIN. Mayor's Office
COIN' M "Il" Unanimous; Forward to Committee of the Whole for Consensus
COST IMPACT / FUND SOURCE
AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
05/08/17
ITEM INFORMATION
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4.C.
1
IRACHEL BIANCHI
I ORKANAL A(&"Ni);\ Dxrr: 05/08/17
AC,J:NI)A Public Safety Plan Program Management Quality Assurance Consultant
Cx1'r,(,iolky E Discussion
A/ICg Date 05108117
❑ Motion
AT g Date
❑ Resolution
Alt Date
❑ Ordinance
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[—] Bid.,,Jward
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❑ Public I leai-in�
Aftg bate
❑ Other
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SI1()NS0Ik ❑(,ouncil [EMqyor ❑1112 ❑DCD ❑linance ❑Nre ❑ "11V ❑Police El I'll," 0 Courl
SP0NSOWS The Council asked staff to prepare a Request for Qualifications (RFQ) for a Program
Management Quality Assurance Consultant that would report to the Council. The Council is
being asked to review the RFQ prior to it being advertised and provide consensus on a final
timeline and process.
W"XIJWlm BY ❑ C.O.W. mtg. ❑ CDN Comm ❑ 1,inancc Comm. Public Safety Comm.
FTrans &Tnfrastructurc O.Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DA'1'1-,: 5/1/17 COMMITME CI LAIR: MCLEOD
RECOMMENDATIONS:
SP0NSOR /Ai)NIIN. Mayor's Office
COIN' M "Il" Unanimous; Forward to Committee of the Whole for Consensus
COST IMPACT / FUND SOURCE
AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
05/08/17
MTG. DATE
ATTACHMENTS
05/08/17
Informational Memorandum dated 04/26/17 (Updated after PS meeting)
Draft Project Management Quality Assurance Consultant RFQ (Updated after PS meeting)
Minutes from the Public Safety Committee meeting of 5/1/17
1
FA F.
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City of Tukwila
Allan Ekberg, Mayor
TO: Public Safety Committee
FROM: Rachel Bianchi, Communications and Government Relations Manager
CC: Mayor Ekberg
DATE: April 26, 2017 (Updated after PS Committee, per below)
SUBJECT: Public Safety Plan Program Management Quality Assurance Consultant
ISSUE
The City Council has requested the services of a Program Management Quality Assurance
Consultant (PMQA) associated with the Public Safety Plan to report directly to the City Council.
The Public Safety Committee previously reviewed draft content for the Request for qualifications
(RFQ) to recruit potential candidates for this role, and staff is now seeking Committee and
Council's consensus on the draft RFQ attached, as well as the proposed process to select the
final consultant.
BACKGROUND
The attached draft RFQ is in line with the discussion at the April 3, 2017 Public Safety
Committee meeting where members reviewed a memo from Shiels Obletz Johnsen with the
basic outline of the RFQ.
Assuming the Committee and full Council agrees with the draft RFQ, staff suggests the
following timeline:
May 10 — Issue RFQ (assuming consensus achieved at May 8 C.O.W. meeting)
May 24 — Proposals due
Week of May 29 — Interviews
June 2 — Selection
Given that this consultant will report directly to the Council, it will be important to have
Councilmembers involved in the selection process. Members of the Public Safety Committee
are a natural fit for this, and staff recommends that they, along with myself and Bob Giberson,
serve on the interview panel. Further, we propose that prior to the interviews, Laurel Humphrey,
Bob Giberson and myself score all of the responses and the top three would then move to the
interview round.
Funding for PMQA services was not included in the budget for the Public Safety Plan and
funding will need to be identified to cover the cost, estimated to be approximately $250,000 for
the first two years. Staff recommends using 2016 ending fund balance (currently at around
$400,000) to fund this effort.
RECOMMENDATION
The Committee is asked to provide any feedback or edits to the attached RFQ, which will be
forwarded to the May 8 Committee of the Whole for consensus. In addition, the Committee is
asked to approve the timeline and selection process outlined above. Staff would also seek
consensus on these at the next Committee of the Whole meeting.
ATTACHMENTS
Draft RFQ
-19M
City of
I ILIJ.��i�ll�1
REQUEST FOR QUALIFICATIONS
PROGRAM MANAGEMENT QUALITY ASSURANCE
CONSULTANT SERVICES
Issued by:
City of Tukwila, Washington
6200 Southcenter Boulevard
Tukwila, WA 98188
Contact:
Laurel Humphrey, Legislative Analyst
Telephone (206) 433 -8993
Laurel. Humphrey @TukwilaWa.gov
May 10, 2017
Pagel of 7
F,
General Background
The City of Tukwila (City) i5 G municipality in King CoUD1V in the State of Washington, directly
south of the City of Seattle. The City of Tukwila incorporated in 1908, and CVrr2Dt|v has an
estimated population of 20,000.
In November 2016, 60% of City of Tukwila voters approved a 20-year bond as a part of the City's
overall Public Safety Plan (PSP). The bond will pay for the replacement of three seismically
deficient fire stations, new fire equipment and apparatus, and construction of justice center
to house the Tukwila PO|\Ce Department and Tukwila Municipal Court. Another aspect Ofthe
PSP is the construction of a consolidated City shops facility to replace the existing inefficient and
unsafe facilities, which will be paid for byequal parts from the City's General and Enterprise
funds.
Request
The City is seeking the services of an individual or firm to provide Program Management Quality
Assurance Consultant Services to oversee the [it/5 overall Public Safety Plan, The required
services will be direct to Tukwila City Council. The selected consultant Or firm will b8 expected to
perform the services in accordance with the Scope of Services and in accordance with the
requirements of the solicitation.
This RFQ8]|iCitatiOD does not in any way obligate City to award @ contract or to pay any
expense or cost incurred in the preparation and submission V{ qualifications statement
responding to this RF[l
Scope of Semmes
The CityvxiUengage a qualified individual orfirm as an independent consultant under a separate
contract, for a specified time period and scope of services. The scope of the work for the
separate contract shall include, but not limited to, the following:
1. Review and comment on overall project budgets, schedule and delivery strategy.
2. Monthly review of budget, schedule and progress of all projects.
3. Monthly meeting with the Executive Project Management team to assess progress, advise
and strategize.
4. QuaFtedy Reports and presentations of review of budget and schedule status at four to six
council meetings annually.
S. The overall prOgn8nn delivery completion is estimated to be within the next four to five
years (see attached preliminary program delivery schedule).
Page 2 of 7
6. The City Of Tukwila has contracted with Shiels[)bletz Johnsen for Owner's Representative
/ Project K43DagenleOtserviCesfDrtheprograrnrning, design and construction 0f the public
safety projects.
Minimum Qualifications
The following rnininounn qualifications are required in order for an individual or firm to be
considered. Respondents should explain hUvx they meet each of the Scope of Service needs and
these qualifications:
l. N4inirnunn 25 years of experience in public works architectural / building project
development from design through construction, in management and oversight capacity.
2. Extensive experience with reporting role to public board, committees, councils and
equivalent stakeholders.
3. Experience successfully completing delivery of multiple public project prOgn]no5 with
delivery over 5+ years of program duration.
4. Expert in utilizing multiple delivery and contracting methods including but not limited to
Design Bid Build, GC/CM and Energy Services Companies (ESC[)).
Proposal Contents:
Responses should include the following information and arrange the document in the following
format:
1. Cover Letter, signed by the proposer /consultant.
Z. Profile and Qualifications:
u. Provide a current resume, including the following
i Description of the consultant's qualifications to provide Project
Management Quality Assurance services, with specific numbered responses
to each of the minimum qualifications listed above.
b. Description of past experience working for or representing public agencies and non-
profit organizations or similar entities.
C. Brief overview Of the consultant's philosophy and approach t0 oversight role Of
Project Management Quality Assurance.
3. Past Experience
a. Provide a summary of recent (last 5 years) list of completed projects where you
engaged in the oversight capacity.
b. References: Provide a listing Of a rnininnuno Of four former Or current client
references for your performance on projects including the following information:
I. Client Name
Page 3o[7
2. Client Contact Person and Title
3. Client Contact Person's email address and phone number
4. Brief description of the scope and dates of services provided.
The City ngqu9ststh8tthe firm limit its expression of qualifications to five (5) typewritten pages,
excluding the cover page, table of contents and the required attachments. The statement of
qualifications should take the form of a bound 8 D inch report with a table of contents and all
pages numbered insequence.
Submittal Requirements
Please submit any and all questions in writing to Laurel Humphrey by the time and date
specified below, using this email address: Laure|.Hunnphrey@Tukvvi|aVVa.g0v.
Any substantive clarifications requested by one Respondent will be shared with all known
potential Respondents. The deadline for submitting clarification questions is 5:00 pm Pacific,
May lO, 2017. Questions and answers will be sent by email 10 all respondents by5:DOpnn on
May l9,2OI7.
Interested firms shall submit original and one (1) hard copy and one (1) electronic copy Ofthe
Program Management Quality Assurance Consultant's Statement of Qualifications to the below
address no later than 4:0QpmnonMay 24,2017tVbe considered. Faxed and/or late submittals
will not beconsidered.
ATTM: Laurel Humphrey
City ofTukwila
6200 SouthcenterBmu|e*ard
Tukwila, WA 98188
RE: Program Management Quality Assurance Consultant Services RFQ
Approximate Selection Timeline
Request for Qualifications Issued
May 10, 2017
Questions Due:
May 18 2017
Responses to Questions Due:
May 19, 2017
Proposals Due:
May 24, 2017
Interviews (if deemed necessary)
Week of 29, 2017
Selection
June 2, 2017
Evaluation Criteria
Each proposal will be independently analyzed by members of an evaluation team comprised of
Page 4 of 7
City's project team. The evaluation team may chOO58 to interview top firms. Factors to be used
in evaluating the proposals will include, but are not limited to:
l. Individual or firm's experience and demonstrated ability to provide the requested
services.
2. Qualifications, skills, and applicable experience of individual or firm's proposed nn8rnb8r.
3. Quality and content ofresponse.
4. Experience in working with similar organizations On similar projects.
5. References.
City Reservation mfRights
1. City reserves the right bJ reject any Or all proposals, tO waive any informality in the RF{}
process, or to terminate the RF[} process at any time, if deemed by City to be in the
organization's best interest.
2. City reserves the right not to award a contract pursuant tothis RF{l
3. City reserves the right to terminate a contract awarded pursuant to this RFQ at any time
for convenience upon 10 days written notice tOthe selected consultant.
4. City reserves the right to retain all proposals submitted and not permit withdrawal of
proposals for a period of 60 days subsequent to the deadline for receiving proposals.
5. City reserves the right to negotiate fees proposed by bidders pursuant to this RFQ.
6. City reserves the right to reject and not consider any proposal that does not meet the
requirements Of this RF[l including but not limited t0 responses that are late,
incomplete, or that offer alternate or non-requested services.
7. City shall have no obligation t0 compensate any Respondent to this RF[\for any costs
incurred in responding to this RFCl
8. City reserves the right 1o` at any time during the RF{}or contract process, prohibit any
further participation by bidder or Respondent or reject any proposal submitted that
does not conform to any Ofthe qualifications and services required detailed herein.
9. City reserves the right to terminate the engagement at any time if City learns or
determines that respondent's activities, investments, or property ownership constitute
a conflict ofinterest.
CITY OF TUKWILA
CONTACT INFORMATION FORM
QUALIFICATION FOR PROGRAM
MANAGEMENT QUALITY ASSURANCE
CONSULTANT SERVICES
[ a Iffiel 901119 all ki r-11 ► AA I
EIN#:
ADDRESS:
PHONE NUMBER:
FAX
NUMBER:
COMPANY CONTACT:
Mly-lim-FITITIMM"
AUTHORIZED SIGNATURE:
THIS PAGE MUST BE SIGNED BY A PERSON AUTHORIZED TO ACT FOR THE COMPANY IN
HIS/HER OWN NAME.
Page 6 of 7
54
PUBLIC SAFETY COMMITTEE
• . f 1 •
Citv Council Public Safetv Committee
Meeting Minutes
May 1, 2017 - 5:30 p.m. - Hazelnut Conference Room, City Hall
Councilmembers: Thomas McLeod, Chair; Joe Duffie, De'Sean Quinn
Staff: David Cline, Jay Wittwer, Rachel Bianchi, Bob Giberson, Jack Pace, Nora Gierloff,
Lauri Dunning, Mary Hulvey, Mike Villa, Bruce Linton, Laurel Humphrey
Guests: D.J. Baxter, Shiels Obletz Johnson; Alexi Brown - Schmidt, resident
CALL TO ORDER: Committee Chair McLeod called the meeting to order at 5:30 p.m.
I. ANNOUNCEMENT
II. BUSINESSAGENDA
A. Contract: Real Estate Brokerage Services for Public Safety Plan
Staff is seeking Council approval of an agreementwith Heartland, LLC in the amount of $60,000
plus 2.5% per real estate transaction for brokerage services for the Public Safety Plan projects.
Heartland LLC was unanimously selected from three proposals received by the staff scoring
committee. The proposed contract includes a standard broker commission of 2.5% of the gross
purchase price for each transaction plus a fixed maximum fee of $60,000. Fees for
subconsultant work by CLS for acquisition and eminent domain assistance will be credited
against the commissions for up to $40,000. Chair McLeod asked if Heartland would have any
conflicts of interest or prior relationships with project management, architects and quality
assurance contractors. Staff replied that there were no conflicts, and that Heartland has
worked with Shiels Obletz Johnson on the Seawall Project in Seattle. UNANIMOUS APPROVAL.
FORWARD TO MAY 8, 2017 COMMITTEE OF THE WHOLE.
B. Program Management Quality Assurance Request for Qualifications
Staff is seeking Council approval of a Request for Qualifications and selection process for the
Public Safety Plan Program Management Quality Assurance Consultant requested by the
Council earlier in the year. If approved by Council, the RFQ will be issued May 10 with proposals
due May 24. Staff proposes that the Public Safety Committee members serve on the interview
panel during the week of May 29, with final selection occurring around June 2. Chair McLeod
inquired if the Council could request more than quarterly reporting from the consultant. Staff
noted that this would increase the contract price, but it is the Council's decision. The
Committee requested that the scope of services be revised to state that the consultant will
report to the Council between 4 -6 times per year, recognizing the potential increased cost.
Councilmember Quinn requested that fiscal impact be added to the information memo before
it goes to the Committee of the Whole. Because the Public Safety Plan budget did not include
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Public Safety Committee Minutes ................................................................................................... ............................... May 1, 2017
funding for these services, staff proposes using 2016 ending fund balance to cover the
estimated $250,000 cost. UNANIMOUS APPROVAL. FORWARD TO MAY 8, 2017 COMMITTEE
OF THE WHOLE.
C. Public Safety Plan Siting Advisory Committee Appointments
Staff is seeking Council approval of three members to serve on the Public Safety Plan Siting
Advisory Committee. The Advisory Committee will include seven members including three
Council appointees, one Mayoral appointee, two Councilmembers, and the Public Works
Director. Of 10 applications received, Mayor Ekberg has selected William Gillespie as his
appointee. The Committee reviewed the remaining applications and unanimously
recommended Tod Bookless, Jerry Thornton, and Kathleen Wilson. UNANIMOUS APPROVAL.
FORWARD TO MAY 8, 2017 COMMITTEE OF THE WHOLE.
D. Code Enforcement Update
Staff updated the Committee on current activities in the Code Enforcement division of Planning
and Development. The briefing included updates on rental housing program renewals,
integrated pest management, case backlog, abatements, and future actions. Staff is embarking
on a project to develop more streamlined and effective enforcement procedures and will return
to Committee with a proposal later this year. DISCUSSION ONLY.
III. MISCELLANEOUS
In response to a request made at the last Committee meeting, staff distributed a draft "frequently
asked questions" document that addresses why Station 51 already has a designated location in the
Public Safety Plan. The document will be discussed in greater detail at the next meeting.
Adjourned 6.28 p.m.
Committee Chair Approval
Minutes by LH
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