HomeMy WebLinkAbout2017-07-28 - Request for Qualifications - Impact Fee UpdateCITY OF TUKWILA
REQUEST FOR QUALIFICATIONS
PARK AND FIRE IMPACT FEE UPDATE
DUE: JULY 28, 2017 by 5:00 p.m. Pacific Daylight Time
The Tukwila Finance Department invites qualified consultants to submit responses to this
Request for Qualifications (RFQ) for an update to the City's park and fire impact fees. The
agency will use the information to select a consultant that best meets the agency's needs. The
update will include developing growth projections, estimating the impact of growth on park and fire
facilities, monetizing the estimate and suggesting improvements or revisions to the current impact
fee calculation and assessment methodology.
Please review the full RFQ following this notice.
Two (2) paper copies of the Statement of Qualifications, whether mailed or hand -delivered,
must arrive in a sealed box or envelope at the address listed below no later than 5:00 p.m.
(Pacific Daylight Time) on Friday, July 28, 2017. The electronic copy must also arrive by
this time at the email address listed below. No submittal will be accepted after this date and
time. The City will not be liable for delays in delivery of proposals due to handling by the
U.S. Postal Service or any other type of delivery service. Faxed submittals will not be
accepted. Please reference the project name "Park and Fire Impact Fee Update" and
consultant name on all communications and mailing labels.
Paper Copies:
Peggy McCarthy
Finance Department
6200 Southcenter Blvd
Tukwila WA 98188
Electronic Copy:
Peggy.McCarthy@TukwilaWA.gov
Questions regarding the request will be accepted by email ONLY, to Peggy McCarthy,
Finance Director, at Peggy.McCarthy(c�TukwilaWA.gov until July 25, 2017, 5:00 pm PDT.
The award shall be made to the consultant whose qualifications are most advantageous to
the municipality with price and other factors considered. The municipality may reject any and
all responses for good cause and request new responses.
Published Seattle Times: July 12, 2017 and July 19, 2017
Published Daily Journal of Commerce: July 12, 2017 and July 19, 2017
City of
TUKWILA
REQUEST FOR QUALIFICATIONS
PARK AND FIRE IMPACT FEE UPDATE
Issued by:
City of Tukwila, Washington
6200 Southcenter Boulevard
Tukwila, WA 98188
Contact:
Peggy McCarthy, Finance Director
July 12, 2017
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General Background
The City of Tukwila (City) is a municipality in King County in the State of Washington, directly south
of the City of Seattle. The City of Tukwila incorporated in 1908, and currently has an estimated
population of 20,000.
In December of 2008, the City adopted Fire and Park impact fees (Ordinance Nos. 2219 Fire and
2220 Parks) to collect impact fees from developments within the City. The impact fees are used
to help fund capital projects related to fire and park capacity within the City. The City would like
to update both the Fire and Park Impact fee ordinances.
Request
The City is seeking the services of an individual or firm with experience in successful
implementation of park and fire impact ordinances with municipal governments in the State of
Washington ("Respondent" or the selected "Consultant").
Key project elements include:
• Review current fire and park impact fee program.
• Assist the City in forecasting demand for parks and fire in the impact fee program time
horizon.
• Develop and provide recommendations to the City on updated fire and park impact fee
rates and methodologies.
• Meet with key staff and elected officials; provide briefings to the Tukwila City Council.
The selected Consultant will be expected to perform the services in accordance with the Scope of
Services and in accordance with the requirements of the solicitation. This RFQ solicitation does
not in any way obligate City to award a contract or to pay any expense or cost incurred in the
preparation and submission of qualifications statement responding to this RFQ.
Scope of Services
The contract will be to complete the Fire and Park Impact fee program for the City of Tukwila's
Finance Department. The selected Consultant must have the capability to complete the entire fire
and park impact fee program with input and review by the City. Work will entail all aspects of fire
and park impact fee development and update, including:
1. Review existing fire and park impact fee program.
2. Assist the City project future growth and estimate future costs for proposed fire and park
projects intended to provide additional capacity for new growth.
3. Recommend changes in policy, fee calculation methodology and rate structure as
necessary.
4. Document the study and recommendations.
5. Meet with key City staff.
6. Present project information to the Tukwila City Council.
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• Note: 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 and new fire equipment and apparatus. The City
has anticipated that impact fees will pay for that portion of the new fire stations and
equipment intended to provide an increase in capacity.
It is the City's expectation that this project be completed no later than December 31, 2017.
Minimum Qualifications
The following minimum qualifications are required for a Respondent to be considered. Respondents
should explain how they meet the Scope of Service needs and these qualifications:
1. Experience providing impact fee consulting to Washington State municipalities.
2. A demonstrated understanding of the legal requirements for the implementation of impact
fees in Washington State.
3. Proposed budget for providing the required services described in this RFQ, proposed
timeline, and ability to meet deadlines based on proposed project team availability.
4. Demonstrated ability of the firm to perform high quality work.
5. Ability to communicate effectively with City staff and/or elected officials.
Submittal Contents:
The responsive Park and Fire Impact Fee Update Statement of Qualifications should include the
following information in the following format:
1. Table of contents.
2. Cover letter expressing the desire and availability to perform the work, signed by the
Consultant (the person signing the proposal must be the project lead).
3. Profile and Qualifications:
a. Provide a current resume, including a description of the Consultant's qualifications
to assist the City in the update of the City's parks and fire impact fee program.
b. Description of experience working for or representing public agencies and non-
profit organizations or similar entities.
c. Brief overview of the Consultant's philosophy and approach in working with cities
regarding impact fee programs.
d. List of the Consultant's staff that will work on the update, including an estimated
number of hours for each staff person, and the billable rate for each employee.
4. Experience
a. Provide a summary list of recent (last five years) completed projects where the
Consultant provided services to Washington State municipalities in updating their
impact fee programs.
b. References: Provide a list of a minimum of four former or current client references
for Respondent's performance on projects including the following information:
1. Client Name,
2. Client Contact Person and Title,
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3. Client Contact Person's email address and phone number, and
4. Brief description of the scope and dates of services provided.
5. Proposed Work Breakdown Structure
a. Outline the key tasks that will need to be completed for this update to be completed
by December 31, 2017.
b. Key milestones where decisions by the City need to be made for the project to
remain on schedule.
6. Attachments
a. Contact information — a form is included as Attachment A.
b. Example of an impact fee study — preferably a study document that addresses
both park and fire impact fees.
The City requests that the firm limit its expression of qualifications to eight (8) pages, excluding
the cover page, table of contents and the required attachments. The statement of qualifications
should take the form of a bound 81/2 inch report with a table of contents and all pages numbered
in sequence.
RFQ Questions and Clarifications
Please submit questions in writing to Peggy McCarthy, Peggy.McCarthy@TukwilaWa.gov, no
later than 5:00 pm PDT, July 25, 2017. Questions will be answered via email within 24 hours
of receipt.
Submittal Requirements
Interested firms shall submit two (2) paper copies and one (1) electronic copy of the Park and
Fire Impact Fee Update Statement of Qualifications to the below addresses. Both the paper
copies and the email responses must be received by 5:00 pm PDT on Friday, July 28, 2017 to be
considered. Faxed and/or late submittals will not be considered.
Paper Copies:
ATTN: Peggy McCarthy
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Electronic Copy: Peggy.McCarthy@TukwilaWA.gov
Approximate Selection Timeline
Request for Qualifications issued
July 12, 2017
Statement of Qualifications Due
July 28, 2017, 5:00 pm PDT
Interviews for selected candidates
August 1, 2017, 9:00 am to 5:00 pm PDT
Selection
August 1, 2017
Evaluation Criteria
Each proposal will be independently analyzed by members of an evaluation team comprised of
City's project team. The evaluation team may choose to interview top firms. Factors to be used
in evaluating the proposals will include, but are not limited to:
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1. Consultant's experience and demonstrated ability to provide the requested services.
2. Qualifications, skills, and applicable experience of Consultant and Consultant's team.
3. Quality and content of response.
4. Experience in working with similar organizations on similar projects.
5. References.
Contract Terms
See Attachment B for a draft of the Professional Services Agreement for the Park and Fire Impact
Fee Update
City Reservation of Rights
1. City reserves the right to reject any or all proposals, to waive any informality in the RFQ
process, or to terminate the RFQ 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 to this RFQ.
3. City reserves the right to terminate a contract awarded pursuant to this RFQ at any time
for convenience upon 10 days written notice to the 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 RFQ, including but not limited to responses that are late,
incomplete, or that offer alternate or non -requested services.
7. City shall have no obligation to compensate any Respondent to this RFQ for any costs
incurred in responding to this RFQ.
8. City reserves the right to, at any time during the RFQ or contract process, prohibit any
further participation by a bidder or Respondent or reject any proposal submitted that
does not conform to any of the 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 of interest.
Public Records
The materials submitted in response to this RFP (including, but not limited to, written, printed,
graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or
reproductions thereof), may be subject to disclosure under the Washington State Public Records
Act, Chapter 42.56 RCW, or other applicable law. Copyrighted materials should be clearly
marked with the copyright number. Nothing contained in this paragraph shall affect or modify
the City's obligation to disclose public records under Chapter 42.56 RCW or other applicable law.
Attachments
Attachment A: Contact Information Form
Attachment B: Draft Park and Fire Impact Fee Update Professional Services Agreement
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ATTACHMENT A:
CONSULTANT NAME:
FIRM NAME:
EIN#:
CITY OF TUKWILA
CONTACT INFORMATION FORM
Fire and Park Impact Fee Update
ADDRESS:
PHONE NUMBER:
FAX
NUMBER:
EMAIL ADDRESS:
AUTHORIZED SIGNATURE:
THIS PAGE MUST BE SIGNED BY A PERSON AUTHORIZED TO ACT FOR THE COMPANY IN
HIS/HER OWN NAME.
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ATTACHMENT B:
CITY OF TUKWILA
PROFESSIONAL SERVICES AGREEMENT - DRAFT
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to
as "the City", and , hereinafter referred to as "the Consultant", in
consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. Project Designation. The Consultant is retained by the City to perform services in
connection with the project titled Park and Fire Impact Fee Update.
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit A
attached hereto, including the provision of all labor, materials, equipment and supplies.
3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending March 31, 2018, unless sooner
terminated under the provisions hereinafter specified. Work under this Agreement shall
commence upon written notice by the City to the Consultant to proceed. The Consultant shall
perform all services and provide all work product required pursuant to this Agreement no later
than December 31, 2017 unless an extension of such time is granted in writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made as provided on Exhibit
B attached hereto, provided that the total amount of payment to the Consultant shall not
exceed without express written modification of the
Agreement signed by the City.
B. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for that portion of the project completed to date. Such
vouchers will be checked by the City and, upon approval thereof, payment shall be made
to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned will
be made promptly upon its ascertainment and verification by the City after the
completion of the work under this Agreement and its acceptance by the City.
D. Payment as provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals necessary
to complete the work.
E. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and the state of Washington for a
period of three (3) years after final payments. Copies shall be made available upon
request.
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
Agreement shall be the property of the City whether the project for which they are made is
executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
the Consultant's endeavors. The Consultant shall not be responsible for any use of the said
documents, drawings, specifications or other materials by the City on any project other than
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the project specified in this Agreement.
6. Compliance with Laws. The Consultant shall, in performing the services contemplated by
this Agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services rendered under this Agreement.
7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages,
losses or suits including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Consultant in performance of this Agreement, except for injuries and
damages caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, and volunteers, the Consultant's liability
hereunder shall be only to the extent of the Consultant's negligence. It is further specifically
and expressly understood that the indemnification provided herein constitutes the
Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the
purposes of this indemnification. This waiver has been mutually negotiated by the parties.
The provisions of this section shall survive the expiration or termination of this Agreement.
8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from
or in connection with the performance of the work hereunder by the Consultant, its agents,
representatives, or employees. Consultant's maintenance of insurance as required by the
agreement shall not be construed to limit the liability of the Consultant to the coverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at
law or in equity.
A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the
types and with the limits described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident. Automobile Liability
insurance shall cover all owned, non -owned, hired and leased vehicles.
Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a
substitute form providing equivalent liability coverage. If necessary, the policy
shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $1,000,000 each
occurrence, $2,000,000 general aggregate. Commercial General Liability
insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall
cover liability arising from premises, operations, stop -gap independent
contractors and personal injury and advertising injury. The City shall be named
as an additional insured under the Consultant's Commercial General Liability
insurance policy with respect to the work performed for the City using an
additional insured endorsement at least as broad as ISO CG 20 26.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of
the State of Washington._
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4. Professional Liability with limits no less than $1,000,000 per claim and $1,000,000
policy aggregate limit. Professional Liability insurance shall be appropriate to the
Consultant's profession.
B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial
General Liability insurance policies are to contain, or be endorsed to contain that they
shall be primary insurance with respect to the City. Any Insurance, self-insurance, or
insurance pool coverage maintained by the City shall be excess of the Consultant's
insurance and shall not be contributed or combined with it.
C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
D. Verification of Coverage. Consultant shall furnish the City with original certificates and
a copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the Contractor
before commencement of the work. Upon request by the City, the Consultant shall furnish
certified copies of all required insurance policies, including endorsements, required in this
Agreement and evidence of all subcontractors' coverage.
E. Notice of Cancellation. The Consultant shall provide the City with written notice of any
policy cancellation, within two business days of their receipt of such notice.
F. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the City
may, after giving five business days notice to the Consultant to correct the breach,
immediately terminate the contract or, at its discretion, procure or renew such insurance
and pay any and all premiums in connection therewith, with any sums so expended to be
repaid to the City on demand, or at the sole discretion of the City, offset against funds
due the Consultant from the City.
9. Independent Contractor. The Consultant and the City agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither the Consultant nor any employee of the
Consultant shall be entitled to any benefits accorded City employees by virtue of the services
provided under this Agreement. The City shall not be responsible for withholding or otherwise
deducting federal income tax or social security or for contributing to the state industrial
insurance program, otherwise assuming the duties of an employer with respect to the
Consultant, or any employee of the Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed
or retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent
upon or resulting from the award or making of this contract. For breach or violation of this
warrant, the City shall have the right to annul this contract without liability, or in its discretion
to deduct from the contract price or consideration, or otherwise recover, the full amount of
such fee, commission, percentage, brokerage fee, gift, or contingent fee.
11. Discrimination Prohibited. Contractor, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin,
age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation,
the presence of any disability, or any other protected class status under state or federal law,
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in the selection and retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non -Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten (10)
days written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to
do so by the City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Consultant and the City, if the City so chooses.
15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the
Consultant shall at all times comply with, all applicable federal, state and local laws,
regulations, and rules, including the provisions of the City of Tukwila Municipal Code and
ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is
instituted to enforce any term of this Agreement, the parties specifically understand and agree
that venue shall be properly laid in King County, Washington. The prevailing party in any
such action shall be entitled to its attorney's fees and costs of suit. Venue for any action
arising from or related to this Agreement shall be exclusively in King County Superior Court.
16. Severability and Survival. If any term, condition or provision of this Agreement is declared
void or unenforceable or limited in its application or effect, such event shall not affect any
other provisions hereof and all other provisions shall remain fully enforceable. The provisions
of this Agreement, which by their sense and context are reasonably intended to survive the
completion, expiration or cancellation of this Agreement, shall survive termination of this
Agreement.
17. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
18. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. No
amendment or modification of this Agreement shall be of any force or effect unless it is in
writing and signed by the parties.
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DATED this day of , 20
CITY OF TUKWILA CONSULTANT
By:
Allan Ekberg, Mayor
Attest/Authenticated:
Printed Name:
Title:
Approved as to Form:
City Clerk, Christy O'Flaherty Office of the City Attorney
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EXHIBIT A — SCOPE OF SERVICES
Work will entail all aspects of fire and park impact fee development and update, including:
1. Review existing fire and park impact fee program.
2. Assist the City project future growth and estimate future costs for proposed fire and park
projects intended to provide additional capacity for new growth.
3. Recommend changes in policy, fee calculation methodology and rate structure as
necessary.
4. Document the study and recommendations.
5. Meet with key City staff.
6. Present project information and status updates to the Tukwila City Council.
EXHIBIT B — FEE SCHEDULE
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