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HomeMy WebLinkAbout2020-04-16 - Request for Proposals - Tukwila Pond Master Plan Consultant (ADDENDUM #1 with New Due Date of 4/16/20)CITY OF TUKWILA Tukwila Pond Master Plan ADDENDUM NUMBER 1 DATE OF ADDENDUM ISSUE: March 10, 2020 DATE OF RFP DUE: MarGT112, 2020- REVISED to April 16, 2020 at 5:00 p.m. NOTE TO ALL REQUEST FOR PROPOSAL APPLICANTS: This Addendum Number 1, containing the following revisions, additions, deletions, and/or clarifications, is hereby made a part of the Request for Proposals (RFP) for the above - named project. Applicants shall take this Addendum into consideration when preparing and submitting their proposal. Applicants shall acknowledge receipt and acceptance of this Addendum Number 1 in the space provided below and submitting the signed addendum with the proposal package. Failure to provide this written acknowledgement may result in disqualification of the Bidder's submittal. Due to issues associated with the coronavirus and the City's responsibility to keep the public and staff as safe as possible, revisions have been made to the Tukwila Pond Master Plan RFP. SUMMARY OF REVISIONS TO RFP 1. Submission Deadline is now Thursday, April 16, 2020, 5:00 p.m. 2. It is preferred that proposals are submitted electronically, however, printed hardcopies will still be accepted as well. 3. Project Timeline is now to be completed by July 30, 2021. 4. Estimated Project Budget is now $100,000. 5. Preliminary Scope of Work amended. DETAILED INFORMATION OF REVISIONS FOR APPLICANTS Closing Date and Submittal Information Proposals are preferred in electronic format and are to be submitted to the City of Tukwila — Parks & Recreation Department at the email address below. Please title the subject line "Proposal for Tukwila Pond Master Plan." Submissions must be received by Thursday, April 16, 2020 at 5:OOPM. The City will not take responsibility for electronic delivery delays. Printed hardcopies will still be accepted as well. Robert. Eaton(a)TukwilaWA.gov Protect Timeline The project shall be completed and adopted by City Council by July 30, 2021. Estimated Project Budget The estimated budget for this project is $100,000. Preliminary Scope of Work — amended to include the following: • Provide order of magnitude and cost estimating for identified potential larger scale projects or phases of development. • Identify potential projects that could occur on adjacent private property but that expand the use of the park. • Provide examples of ways to finance the work on private property. • Identify associated economic benefits for properties in the Southcenter District if the Tukwila Pond Master Plan was accomplished. • Identify key easements or potential acquisition of property adjacent to the park site to improve site accessibility. Provide materials to assist the city in potential future easement negotiations. • Review site accessibility and provide viable solutions to reduce constraints, improve access, promote activation, and connect site with larger Southcenter District area, Westfield Mall, and the City's regional trail system. • Facilitate Tukwila Pond Master Plan adoption through the formal local legislative process, including providing multiple updates to, and opportunities for, City Council to review as the plan is being developed (up to 8 evening meetings). ALL OTHER REQUIREMENTS OF THE REQUEST FOR PROPOSALS REMAIN IN EFFECT. Receipt acknowledged and conditions agreed to this day of 2020. Applicant: Signature CITY OF TUKWILA REQUEST FOR PROPOSALS CONSULTANT SERVICES Tukwila Pond Master Plan Due Thursday, March 12, 2020, 5:00 p.m. (Pacific Standard Time) The City of Tukwila (City) is issuing a Request for Proposal (RFP) to all qualified consultants to provide services to develop a master plan for the Tukwila Pond. The City of Tukwila is seeking proposals from consultants with experience and expertise in the successful completion of site - specific master plans, especially with public and private partnerships in urban areas and around water. The consultant must have experience with stakeholder engagement, project conceptualization, feasibility study services, and phasing of site development. The Consultant will create and facilitate a master plan that best fulfills the needs of those that live, work, visit, shop, stay, and play in Tukwila, according to the usability and accessibility of the park and surrounding area. Please review the full RFP following this notice for details. Five (5) paper copies of the Proposal, whether mailed or hand -delivered, must arrive at the address listed below no later than 5:00 p.m. (Pacific Standard Time) on Thursday, March 12, 2020. The Proposal shall be limited to twenty-six (26) pages of content, and in no smaller than 12-point font; double -sided pages count as two (2) pages. Resumes will not count toward the twenty-six (26) pages. Proposals must be in a sealed envelop and clearly marked "Proposal for Tukwila Pond Master Plan" and submitted to the address 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 US Postal Service or any other type of delivery service. Faxed or emailed submittals will not be accepted. Please reference the RFP title on all communications and mailing labels. City of Tukwila — Parks & Recreation Department ATTN: Robert Eaton 12424 — 42"d Avenue South Tukwila, WA 98168 Questions regarding the proposal will be accepted by email ONLY to Robert Eaton, Parks and Recreation Manager, at Robert. Eaton (a)_TukwilaWA.gov Pursuant to State 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 evaluations. Published Seattle Times: February 24, 2020 and March 2, 2020 Published Daily Journal of Commerce: February 24, 2020 and March 2, 2020 REQUEST FOR PROPOSALS Tukwila Pond Master Plan TUKWILA PARKS & RECREATION GOOD HEALTHY FUN Date Issued: February 24, 2020 Proposals Due: March 12, 2020 at 5:OOPM TUKWILA PARKS & RECREATION 141 111 vile] 2 I LI] 1144vJ/ M-11 REQUEST FOR PROPOSALS CONSULTANT SERVICES City of Tukwila — Parks & Recreation 12424 42^d Ave South Tukwila, WA 98168 TUKWILA POND MASTER PLAN Due Thursday, March 12, 2020, 5:00 p.m. (Pacific Standard Time) General Information The City of Tukwila lies in the heart of the Puget Sound region between Seattle and Tacoma, at the crossroads of two major interstate highways. Its central location makes Tukwila an ideal site for approximately 2,000 businesses. Due to the large retail and business center, the City's population expands from just over 20,000 to 125,000 during the day. Additional information about the City can be found at www.TukwilaWA.gov. Tukwila Pond Park is a 25-acre hidden gem, centrally located in the very heart of the Tukwila Urban Center. There are many hotels, and the Westfield Mall, located adjacent to, or in very close proximity to, the park. It is fittingly located to serve as a prime destination for people that live, work, visit, shop, stay, and play in Tukwila. Proiect Vision That Tukwila Pond be a destination amenity that is highly activated with such strong connectedness to the Tukwila Urban Center that it is an integral element to new development surrounding it and provides recreational, social, ecological, and economic benefits to those that live, work, visit, shop, stay, and play in Tukwila. Proiect Purpose The purpose of this project is to develop a long-term, all encompassing, master plan for this site that will serve as a road map both now, and into the future. This road map will be a visionary master plan with identified goals, partnership opportunities with surrounding businesses, conceptual designs, and realistic implementation strategies. It is vital that the plan outline specific phases for development that will progress this site from current state, to a regional attraction, and highly activated public space facilitating numerous amenities and methods of engagement for a multitude of users. February 3, 2020 TU IOW I LA City of Tukwila — Parks & Recreation PARKS & RECREATION 12424 42^d Ave South Tukwila, WA 98168 The City of Tukwila is seeking proposals from consultants with experience and expertise in the successful completion of site -specific master plans, especially with public and private partnerships in urban areas and around water. Experience with stakeholder engagement, project conceptualization, feasibility study services, and phasing site development will be crucial to the successful outcome of the new Tukwila Pond Master Plan. The Consultant will create and facilitate a master plan that best fulfills the needs of those that live, work, visit, shop, stay, and play in Tukwila, according to the usability and accessibility of the park and surrounding area. Preliminary Scope of Work The consultant who is ultimately selected will provide services including, but not necessarily limited to, the following: • Develop a Tukwila Pond Master Plan that provides harmonized balance of recreational, ecological, and economical benefits and opportunities for Tukwila residents and all other stakeholders. • Vision casting, master planning, conceptualizing, and future planning the site in connection with immediate surrounding properties and larger urban center area. • Review and incorporate existing studies, plans, and reports into one new master plan being developed. • Manage public and private project partnerships. • Engage and facilitate stakeholder groups (ex. city staff, local business partners, community members, etc.). • Perform feasibility studies, site evaluation, demand and needs analysis. • Perform and evaluate future growth, change, population density, existing network and trail access, level of traffic stress, and transit dependent populations analyses. • Review site accessibility and provide viable solutions to reduce constraints, improve access, promote activation, and connect site with larger urban center area. • Identify key easements to improve site accessibility and provide materials to assist the city in potential future easement negotiations. • Address water quality concerns (referencing previously completed preliminary studies and efforts by the city) and provide recommendations to improve water quality that will provide opportunities for multiple forms of water access. • Develop phases and scalable options for project development. • Design 30% conceptual plans for initial Phase 1 project. • Identify funding sources. • Project management. February 3, 2020 TUKWILA PARKS & RECREATION Desired Outcome City of Tukwila — Parks & Recreation 12424 42^d Ave South Tukwila, WA 98168 The desired outcome of this project is to have a thoroughly vetted, clearly defined, vision and concept for the entire site with a development plan broken into specific projects that can be completed in phases, as funding, opportunities, and resources are available. • Through stakeholder engagement, the master plan will hone in on what is the best use for the site, which will then drive the design and development of the site. • The Plan will identify opportunities for partnership with surrounding businesses, identify key acquisition, lease, and/or easements to further enhance the site. • The Plan will produce a scalable, phased approach to implementation and development with clearly defined strategies and projects. • The Plan will include various analyses and provide recommendations, as well as proposals, that align with the urban area future population, housing, transportation, land use, and accessibility. • The Plan will also take into consideration ecological preservation and habitat restoration. Proposal Submittal Requirements Proposals shall be no more than twenty-six (26) pages of content, not including appendices or key staff resumes, and must include the following: • Your approach to the overall task including any creative ideas or thoughts on how to structure the work to accomplish the Plan. • Your approach to the community engagement process. • Scope of services identifying specific tasks. • Description of deliverables. • Description of your experience with site -specific plans and strategies you have used with other communities on similar projects. • Key staff involved with the project with descriptions of their experience and qualifications, and in what capacity they will spend their time on the project. • Estimated time involved to complete project. • Examples of successful completion of similar plans with references and links to plans. Protect Timeline The project shall be completed and prepared for adoption by City Council by December 15, 2020. February 3, 2020 TUKWILA PARKS & RECREATION City of Tukwila — Parks & Recreation 12424 42^d Ave South Tukwila, WA 98168 Estimated Project Budget The estimated budget for this project is $110,000. Evaluation Criteria The proposals will be evaluated by an internal team from the City of Tukwila. The evaluation criteria will include: experience and expertise related to the scope of services; experience and qualifications of the consultant team; proven experience in effective public and private project partnerships, experience in community and business stakeholder engagement; experience in quality of the proposal and adherence to the requirements; availability to carry out the work within the project schedule; and proposed cost. Interviews may be conducted with all proposers or a subset of finalists. General Conditions • All materials and images developed during this project will belong to the City, and will be presented to the City in their original format. • The City shall not be responsible for any costs incurred by the consultant in preparing, submitting, or presenting its response to this RFP. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. • The City reserves the right to request clarification of information submitted, to request additional information from the consultant, and to request an interview with consultant(s). • The City reserves the right to reject any and all submittals, and to waive minor irregularities in any submittals. • A consultant response that indicates that any of the requested information in this RFP will only be provided if and when the consultant is selected as the apparently successful consultant is not acceptable, and, at the City's sole discretion, may disqualify the proposal from consideration. • The City reserves the right to award the contract to the next most qualified consultant, if the successful consultant does not execute a contract within thirty (30) days after notification of the award of the bid. • Any proposal may be withdrawn until the date and time set as the Closing Date for submittals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, for the services described herein, or until one or more of the proposals have been approved by the City, whichever comes first. • The City reserves the right to change the schedule or issue amendments to the RFP at any time. The City also reserves the right to cancel or reissue the RFP. February 3, 2020 TU IOW I LA City of Tukwila — Parks & Recreation PARKS & RECREATION 12424 42nd Ave South Tukwila, WA 98168 • In order to provide a consistent approach to the project, achieve economies of scale, and minimize disruption to City staff, the City expects to award this proposal to one consultant firm or team. • The consultant ultimately awarded a contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. Closing Date and Mailing Address for Submittal Bidders must submit five (5) copies of their proposals to the City of Tukwila — Parks & Recreation Department at the address below. City of Tukwila — Parks & Recreation Department 12424 42nd Avenue South Tukwila, WA 98168 ATTN: Robert Eaton Proposals must be received no later than Thursday, March 12, 2020 at 5:00PM. Proposals received after said deadline will not be considered. • All proposals must be in a sealed envelope and clearly marked "Proposal for Tukwila Pond Master Plan". • No faxed, emailed or telephone submittals will be accepted. • Proposals should be prepared simply and economically, providing a straightforward, concise description of the consultant's capabilities to satisfy the requirements of the request. • Proposals shall be limited to twenty-six (26) pages of content; double -sided pages count as two (2) pages. Resumes will not count toward the twenty-six (26) pages. City License The consultant awarded said contract will be required to purchase a City Business License. Public Disclosure Notice • Under Washington State law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this request for proposals (the "documents") become a public record upon submission to the City, subject to February 3, 2020 TUKWILA PARKS & RECREATION City of Tukwila — Parks & Recreation 12424 42^d Ave South Tukwila, WA 98168 mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. • Documents identified as confidential or proprietary will not be treated as such if public disclosure laws take precedence. • If the City receives a request for inspection or copying of any such documents provided by a consultant in response to this RFP, it will promptly notify the consultant at the address given in response to this RFP that it has received such a request. Such notice will inform the consultant of the date the City intends to disclose the documents requested and affording the consultant a reasonable opportunity to obtain a court order prohibiting or conditioning the release of the documents. The City assumes no contractual obligation to enforce any exemption. • Any information contained in the proposal that the consultant desires to claim as proprietary or confidential, and exempt from disclosure must be clearly designated, including identifying the page and particular exception(s) from disclosure. The City will try to respect all material identified by the consultant as being Proprietary or Confidential, but requests that consultants be highly selective of what they mark as Confidential. The City will make a decision predicated upon applicable laws and can choose to disclose information despite its being marked as confidential or proprietary. • Marking the entire proposal as proprietary or confidential, and therefore, exempt from disclosure will NOT be accepted or honored and may result in disclosure of the entire proposal or disqualification of the proposal solely at the discretion of the City. • Documents identified as confidential or proprietary will not be treated as such if public disclosure laws take precedence, the information is publicly available, the information is already in the City's possession, the information is obtained from third parties without restrictions on disclosure or the information was independently developed without reference to the Confidential information. Communications All communications concerning this RFP should be directed to Robert Eaton, the City of Tukwila Parks & Recreation Manager. Unauthorized contact regarding this RFP with any other City employees may result in disqualification. Any oral communications will be considered unofficial and non -binding on the City. Bidders should rely only on written statements issued by the City of Tukwila Parks & Recreation Manager. The City's City of Tukwila Parks & Recreation Manager is: Robert Eaton Parks & Recreation Manager Robert. Eaton @Tu kwi la WA.gov February 3, 2020