HomeMy WebLinkAbout2023-09-22 - Request for Proposals - Tukwila Community Center Business Plan and Recreation Programming PlanCITY OF TUKWILA
REQUEST FOR PROPOSALS CONSULTANT SERVICES
Tukwila Community Center Business Plan and Recreation Programming Plan
Due Friday, September 22, 2023, 5:00 p.m. (Pacific Standard Time)
The City of Tukwila (City) is issuing a Request for Proposal (RFP) to all qualified consultants to assist the
City with a 1) Community Center Business Plan and a 2) Recreation Programming Plan. The
City seeks professional expertise in authentic public engagement- particularly working with communities
of color, and immigrant populations, as well as experience in business and operational planning, cost of
service analysis and Recreation program planning. Respondents may respond to one or both requested
scopes of work. The project will require engaging the community, facility and program users, neighbors,
and other stakeholders, many who do not speak English as their primary language.
Please review the full RFP following this notice
All RFQ submittal information should be sent to: ParksRFPinfo@tukwilawa.gov
Faxed or mailed submittals will not be accepted.
Submittals received by the City will be acknowledged/confirmed via email as soon as possible upon
receipt. Qualifications received later than the submittal due date and time will not be accepted. Please
reference "Program and Business Plans REP" on all communications.
For respondents responding to one scope of work (Scope A or B):
The Letter of Interest and Statement of Qualifications (SOQ) shall be submitted addressing the specified
scope of work using a font size of 12 or greater while text within charts and/or graphs may be smaller
than 12 point but must be a readable size font. Page margins must maintain 1/2 inch margins and not
exceed the equivalent of a total of fifteen (15) single -sided sheets, not including requested staff
resumes and the Non -Collusion Certificate (Appendix A).
For respondents responding to both scopes of work (Scope A and B):
The Letter of Interest and Statement of Qualifications (SOQ) shall be submitted addressing both scopes
of work using a font size of 12 or greater while text within charts and/or graphs may be smaller than 12
point but must be a readable size font. Page margins must maintain 1/2 inch margins and not exceed the
equivalent of a total of thirty (30) single -sided sheets, not including requested staff resumes and the
Non -Collusion Certificate (Appendix A)
Questions regarding the proposal will be accepted by email ONLY to John Dunn, Recreation
Superintendent at ParksRFPinfo@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: September 8, 2023
Published Daily Journal of Commerce: September 8, 2023
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
City of Tukwila Parks and Recreation
COMMUNITY CENTER BUSINESS PLAN and
RECREATION PROGRAMMING PLAN
Request for Proposals (RFP)
RFP Opening Date/Time: August 28, 2023, 5:00 P.M. (PST)
RFP Closing Date/Time: September 22, 2023, 5:00 P.M. (PST)
All questions and RFP's must be submitted electronically to the Project Manager for this
work, John Dunn, Recreation Superintendent, at ParksRFPinfo@tukwilawa.gov
Questions and responses will be shared publicly via a link on the City of Tukwila's Parks
and Recreation Project and Planning webpage:
https://www.tukwilawa.gov/departments/parks-and-recreation/projects-and-planning/
Submittals received by the City will be acknowledged/confirmed via email as soon as
possible upon receipt. Qualifications received later than the submittal due date and time
will not be accepted. The City will not be liable for delays in delivery. Respondents
accept all risks of late delivery emailed proposals regardless of fault. Faxed or mailed
submittals will not be accepted.
Please reference "Program and Business Plans RFP" on all communications.
The City of Tukwila reserves the right to reject any and all submittals and to waive
irregularities and informalities in the submittal and evaluation process. This Request for
Proposal does not obligate the City to pay any costs incurred by respondents in the
preparation and submission of a proposal. Furthermore, the RFP does not obligate the
City to accept or contract for any expressed or implied services.
The successful respondent must comply with the City of Tukwila equal opportunity
requirements. The City is committed to a program of equal employment opportunity
regardless of race, color, creed, sex, age, nationality, or disability. The contracted
vendor for this project will be expected to comply with all Federal, State, County, and
City codes and regulations applicable to such work and perform the work in accordance
with the requirements and edifications of the contract documents.
The City of Tukwila Parks and Recreation Department (TPRD) invites the assistance of
interested firms or individuals to respond to one or both of the following distinct and
separate Scopes of Work:
1) Scope A: Business Plan for the Tukwila Community Center
2) Scope B: Recreation Program Plan for the Department.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
REQUEST FOR PROPOSALS
The City of Tukwila, Washington, seeks the assistance of interested firms or individuals:
1) to develop a new business plan for Tukwila Community Center. The City is
seeking requests for qualifications to complete the plan that include a set of
recommendations for the future operation, maintenance, capital repair,
improvement and replacement, marketing, and management of the Community
Center based on sound market and facility research.
2) to define the strategies, services and direction for Tukwila Parks and Recreation
Department's public recreation programming that is financially sustainable,
culturally appropriate, physically and economically accessible and meets the
needs of the residents of Tukwila- particularly communities of color, immigrant
populations, persons with disabilities and other underserved populations while in
alignment with city-wide and departmental goals.
The City is soliciting the following:
1) a letter of interest,
2) statements of qualifications (SOQ), which includes a description of experience in
public agency business and strategic planning and recreation program
assessment and planning and a scope of services in response to the scope(s) of
work (see submittal instructions below).
BACKGROUND
Tukwila Community Center
Tukwila Community Center (TCC) is approximately 48,000 square feet, containing a large
reception area, fitness facilities, locker rooms, gymnasium, meeting & classrooms,
banquet halls, preschool room, youth room, teen room, and administrative offices. It
serves as a regional hub for various local meetings and programs. It is host to large
nationally known events to small private parties. Meetings held have been as large as
600 people and year-round special events with more than 1000 people.
The facility was designed by ARC Architects and constructed by Berschauer Phillips
Construction in 1997. The building was designed to be a multi -use facility to house
administrative offices, programs, events, community rental spaces and informal drop-in
opportunities. The original design included a dedicated wing to serve as a senior center,
provision of Human Services, meeting rooms, banquet halls and various fitness facilities
including 2 racquetball courts.
Over time, spaces and uses have changed. While there is no longer dedicated space for
seniors, older adult recreation activities are still held at TCC. Other meeting rooms have
been transitioned into dedicated spaces for Youth, Teens and Preschool programs.
Human Services staff have relocated to City Hall and TCC's racquetball courts have been
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
converted into a ride studio and fitness space. TCC is home to the Tukwila Parks and
Recreation Department and serves as the headquarters for staff and operations.
TCC staff provide reception, registration and rental services for department visitors,
recreation participants, and rental customers. Staff issue fitness passes, register
participants for programs, manage department phone lines, process payments, monitor
facility use, respond to incidents and open/close the facility. In addition to the marketing
and promotion of community and business gatherings and events through the rental of
meeting rooms and activity spaces, TCC staff are also responsible for the administration
of park, picnic shelter and field rental opportunities.
TCC is typically open to the public Monday -Thursday from 6:30a to 8:30pm, Fridays from
6:30am-5:30pm, Saturday 7:30a to 12:30pm, and closed on Sundays. Additional hours
of operation for programs and rentals occur Friday nights, Saturdays, and Sundays. Hours
vary based on season and scheduled programs, events, and rentals. This facility is
typically open more than 100 hours a week for business, programs, and rentals.
While the facility is operated by the Parks and Recreation Department, the City's Public
Works Department maintains responsibility for building maintenance, custodial services,
repairs, and capital improvements/replacement.
Balanced with the rentals and events, recreation staff provide a wide variety of programs
from preschool to senior activities and all ages between. There is a robust fitness class
schedule and fitness room usage.
Budget detail
'excludes: Department Administrative and Recreation Programming and staffing costs
There are no dedicated capital repair/replacement funds to address flooring, furniture,
fixtures and equipment.
TCC includes 1.75 (.75 unfilled) full-time equivalent (FTE) skilled and trained staff
members that work in facility rentals & customer service. In addition, operations are
supported by recreation staffing and extra labor. Administrative support is also provided
with an additional 1.0 FTE from Administration.
The City seeks the development and implementation of a business plan to guide fiscal
and operational decision making and methods to reduce/eliminate barriers to maximize
community value and benefit while achieving performance targets.
2023
2024
Operating Rev
$195,570
$195,570
Operating Exp*
$834,733
$858,966
Difference
($639,163)
($663,396)
'excludes: Department Administrative and Recreation Programming and staffing costs
There are no dedicated capital repair/replacement funds to address flooring, furniture,
fixtures and equipment.
TCC includes 1.75 (.75 unfilled) full-time equivalent (FTE) skilled and trained staff
members that work in facility rentals & customer service. In addition, operations are
supported by recreation staffing and extra labor. Administrative support is also provided
with an additional 1.0 FTE from Administration.
The City seeks the development and implementation of a business plan to guide fiscal
and operational decision making and methods to reduce/eliminate barriers to maximize
community value and benefit while achieving performance targets.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
Recreation Programs, Arts and Events
TPRD provides a broad range of safe, high-quality recreation, health, wellness, fitness,
sports, enrichment and arts programs and special events responsive to the needs,
abilities, and interests of the diverse community. Popular programs have included a
preschool program, youth and teen programs including Teen Night, Camp Tukwilly,
Summer Free Meals, mobile recreation, senior meals, trips and tours, pickleball
tournaments, and martial arts. Noteworthy special events have included music in the
park series, First Friday music and movies, Bark in the Park, Juneteenth Celebration,
You Got Next Basketball, Touch a Truck, National Night Out, and Spirit of Giving.
Fees and charges are administered to offset activity and operational costs and are
informed by cost recovery goals that intend to balance the cost burden on who benefits
from the service, who generates the need and cost of a service, hardship that may be
posed by a full cost fee, impacts on demand and institutional barriers that contribute to
historical inequities. A youth and family scholarship program provides a low -barrier
process for obtaining financial assistance.
Recreation programs are supported by seasonal, contracted, part-time, and full-time
expertise as well as volunteers and are executed year-round, typically planned on a
seasonal basis (e.g. Fall, Winter, Spring, Summer). Programs and services are
marketed through the City's website, social media channels, direct mailings, customer
emails, recreation/activity guides, school district publications, postings in area
businesses and residential areas, and community signage.
TPRD routinely collaborates with community and partner organizations, like Global to
Local, Still Waters, Healthpoint, Tukwila and Highline School Districts, Tukwila Children's
Foundation, Starfire Sports, Tukwila Pool Metropolitan Park District, Rotary Club of
Seatac-Tukwila and Westfield Southcenter.
Budget Details Include:
*excludes: Department Administrative and TCC Business Operations and staffing costs
Recreation programming is provided by 7.75 FTE (1 unfilled). In addition, programming
is supported by extra labor, contracted instructors, and volunteers. Administrative
support is also provided by an additional 1 FTE from Administration.
2023
2024
Operating Rev
$174,200
$174,200
Operating Exp*
$2,386,026
$2,522,504
Difference
($2,211,826)
($2,348,304)
*excludes: Department Administrative and TCC Business Operations and staffing costs
Recreation programming is provided by 7.75 FTE (1 unfilled). In addition, programming
is supported by extra labor, contracted instructors, and volunteers. Administrative
support is also provided by an additional 1 FTE from Administration.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
Key Functions Include:
Social, Cultural, Physical and Educational
Programs and Activities
Preschool, Youth, Teen, Adult, Senior
Adult and Family Programming
Special Event Planning & Execution
Free Youth Summer Meal and Snack
Program
Adaptive and Specialized Recreation
Services
Senior Meals and Meals on Wheels
Services
Guided by the Park, Recreation and Open Space Plan (PROS), Older Adults Recreation
Program Plan, and Green Tukwila Stewardship Plan, a variety of social, cultural,
physical and educational recreation activities are planned, promoted and conducted at
Tukwila Community, area schools, city parks and other public spaces.
While these plans provide insightful guidance, the City desires a more in-depth and
exclusive assessment of its recreation programs and services and seeks assistance in
developing a more formal recreation program planning, costing and evaluation model
and implementation framework.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
Scope of Work (Scope A)
I. Business Plan
The vendor will be expected to provide review drafts of their work product and
present options, analysis and recommendations to customer focus groups, Park
Commission, City Council subcommittees, the City Council and others as
circumstances and needs warrant.
The scope of desired work includes but may not be limited to the following:
A) Review background research and relevant historical records, interviews with
people familiar with facility operations, interviews with customers and community
leaders and national research on best practices in community center operations.
B) Evaluate and analyze the utilization, user/visitor profile, space allocation and
operational structure of the community center, including current management
practices and systems, business and service functions, flexibility and multi -use
capabilities, audio-visual/technology amenities and services, staffing levels and
credentials, policies, procedures, job descriptions and training. Recommend and
develop model systems, practices, policies, and procedures. Identify,
recommend and prioritize improvements.
C) Determine the equitability of access and evaluate access barriers, diversity of
offerings, amenities, features and services, and fee structures and make
recommendations to meet the needs of community members and others.
Evaluate the individual and holistic use of TCC, including the current informal and
formal (I.e., dedicated) use of rooms, areas, spaces, and offices (interior and
exterior spaces), as well as availability/scheduling of such areas and identify and
recommend the highest and best use to meet community, city and policy goals
and priorities.
D) Evaluate and analyze the local area and provide a multi-year marketing plan to
include print, radio, internet, social media, sponsorship, and partnership
opportunities.
E) Analyze local community centers for such trends as visitation, participation data,
fee structures, amenities, features, services, etc. and how these trends impact
the Tukwila market share and financial performance. Provide recommendations
on improving the competitive position of TCC while ensuring current and future
community needs are adequately served.
F)
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
In coordination with other consultants to be retained by the City of Tukwila who
will be engaged in a city-wide space utilization study, public facility condition
assessment and risk, threat, and vulnerability project:
a. review the community center for efficiency, maintenance upkeep and
physical integrity.
b. Identify capital improvements that are required to maintain the community
center in a competitive market condition and estimate the associated
costs and incremental revenues that will result. Identify and evaluate
options to fund an ongoing and sustainable capital improvement program.
Provide recommendations for a six-year capital improvement program.
c. Identify administrative, physical, and operational safety and security
controls and improvements to reduce threats and risks and increase the
safety of Center patrons and staff.
G) Identify and recommend a cost recovery model addressing direct, indirect and
overhead costs, equity and access, resident and non-resident factors,
classification/types of use, revenue opportunities and other relevant
considerations and recommend a new fee structure and fee policy
H) Develop potential scenarios and options and prepare a ten-year financial
projection for the community center for each.,
I) Develop a recommended annual operating and maintenance budget and capital
repair/replacement program.
J) Identify and recommend new revenue opportunities and expenditure controls.
K) Establish key performance indicators for community center operations,
maintenance, and overall performance.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
Scope of Work (Scope B)
II. Recreation Programming Plan
The vendor will be expected to provide review drafts of their work product and
present options, analysis and recommendations to customer focus groups, Park
Commission, City Council subcommittees, the City Council and others as
circumstances and needs warrant.
The scope of desired work includes but may not be limited to the following:
A) Review background research and relevant historical records, including the
Tukwila Teen and Senior Intergenerational Center planning process (2021),
Parks, Recreation and Open Space (PROS) Plan (March 2020), Older Adults
Recreational Services Needs Assessment (March 2019), Strategic Arts Plan
(under development), other relevant plans and initiatives, surveys and interviews
with people familiar with recreation programming, interviews and focus groups
with customers and community leaders and national research on best practices
in recreation programming.
B) Analyze participation usage and determine areas of growth and emphasis of
outreach needs.
C) Evaluate current programming in comparison to the needs of the community.
Identify strengths, weaknesses, opportunities, and threats (SWOT). Make
recommendations to address the SWOT analysis and meet current and future
community needs.
D) Determine equitability of access and what the Parks and Recreation Department
is not providing that it should be. Additionally, who isn't being served, why and
recommendations on how to address.
E) Identify core program areas, age/demographic segments and/or other
classifications to effectively meet the needs of the community.
F) Establish a program lifecycle model to determine the stage of growth or decline
of programs and to inform the overall mix and "freshness" of services.
G) Identify barriers (e.g. language; economic; social; cultural; physical, etc.) to
recreation participation and key strategies to reduce and eliminate.
H) What tool or measurement process should the Department utilize to ensure
needs are being met within the changing demographics of the community?
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
I) Tools to better describe and articulate who, how and to what extent the
community is participating in Department programs and services and the value
being derived from them.
J) Identify full costs of delivering programs and services and developing cost
recovery targets for each core program area and select special events.
K) Develop a pricing strategy based on the cost -of -service analysis and adjusted to
market factors and policy goals.
L) Evaluate and analyze the operational structure of recreation programming,
including current management practices and systems, staffing levels and
credentials, policies, procedures, job descriptions and training. Identify and
recommend prioritized changes and refinements.
M) Establish key performance indicators.
N) Identify, assess, and recommend indoor (e.g. community center, Justice Center,
Sullivan Center, Tukwila Schools, Tukwila Pool, Foster Golf Links Clubhouse,
etc) and outdoor venues (e.g. Foster Golf Links, parks, picnic shelters, trails,
fields, sport courts, etc.) to better meet programming needs and priorities.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
III. Submittal Instructions
All RFQ submittal information should be sent to: ParksRFPinfo@tukwilawa.gov
Submittals received by the City will be acknowledged/confirmed via email as soon as
possible upon receipt.
Faxed or mailed submittals will not be accepted. Qualifications received later than
the submittal due date and time will not be accepted. The City will not be liable for delays
in delivery. Respondents accept all risks of late delivery of emailed proposals regardless
of fault. Please reference "Program and Business Plans RFP" on all communications.
For respondents responding to one scope of work (Scope A or B):
The Letter of Interest and Statement of Qualifications (SOQ) shall be submitted
addressing the specified scope of work using a font size of 12 or greater while text within
charts and/or graphs may be smaller than 12 point but must be a readable size font.
Page margins must maintain 1/2 inch margins and not exceed the equivalent of a total
of fifteen (15) single -sided sheets, not including requested staff resumes and the
Non -Collusion Certificate (Appendix A).
For respondents responding to both scopes of work (Scope A and B):
The Letter of Interest and Statement of Qualifications (SOQ) shall be submitted
addressing both scopes of work using a font size of 12 or greater while text within charts
and/or graphs may be smaller than 12 point but must be a readable size font. Page
margins must maintain 1/2 inch margins and not exceed the equivalent of a total of
thirty (30) single -sided sheets, not including requested staff resumes and the Non -
Collusion Certificate (Appendix A)
A) A history and a description of the range of services offered by the respondent.
B) Key Team Members Resumes: Summaries or biographies of the respondent's
staff that will be assigned to the City of Tukwila Parks and Recreation
Department. Include name, background, special skills, number of years with the
firm and years of experience. Identify the respondent's representative assigned
to manage the City's project.
C) Project Understanding: A detailed description of the respondent's approach and
vision for the project. Respondents should indicate the critical factors they
recommend exploring to address the Scope(s) of Work.
D) Adherence to Schedule: Provide a projected timeline/schedule with the
respondent's process and methodology to meet the proposed project schedule
including confirmation of staff availability.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
E) Estimated Budget: Provide an estimated budget to accomplish each of the
requested Scope(s) of Work.
F) Project List and References: Provide a list of relevant projects (with an emphasis
on recreational facilities & programming, both public and private) to which the
respondent participated in providing professional strategic, business and
operational services as a consultant or sub -consultant. The individual project
details shall include:
(1) Name of Project
(2) Project Location
(3) Brief Project Scope
(4) Client Contact Information
(5) Professional Service Rendered
(6) Status (Consultant or Sub -consultant)
(7) Project Budget
(8) Project Schedule Duration (Start Date — Completion Date)
G) Business License: Provide a statement to the effect that the respondent
understands and agrees to obtain a City of Tukwila business license as a
requirement for performing these services. A business license application can be
found at https://www.tukwilawa.gov/departments/finance/business-licensing/
H) Respondent Conduct and Non -Collusion Certificate: Prospective vendors are
prohibited from discussing the RFP and the selection process with City staff,
except as provided for in this RFP. Failure to do so may be grounds for
disqualification from the process. Additionally, respondents must include a
completed notarized Non -Collusion Certificate (see Attachment A) with their
submittal.
IV. Communications — Request for Information, Clarifications and Addenda
Any questions regarding the submittal process and/or the technical aspects of the
project should be directed via email to: ParksRFPinfo@tukwilawa.gov Only email
communications are accepted. All questions will be responded to via e-mail from the
project manager for this work, John Dunn, Recreation Superintendent.
Questions and responses will be shared publicly via a link on the City of Tukwila's Parks
and Recreation Project and Planning webpage:
https://www.tukwilawa.gov/departments/parks-and-recreation/projects-and-planning/
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
V. Preliminary Estimated Schedule
This preliminary schedule is subject to revision at any time.
VI. Method of Selection
The City will evaluate the qualifications based on statement quality and qualifications, as
further detailed below.
The City of Tukwila Parks and Recreation Department (TPRD) may, solely at its own
option, extend the RFP deadline and/or seek additional Submittals with this or a similar
RFP in the event that TPR, solely at its own option, determines that the quantity and/or
quality of Submittals received is insufficient to meet the TPR's needs and/or that award
of a contract arising from this RFP would not be in the public interest.
The City of Tukwila reserves the right to reject any and all submittals and to waive
irregularities and informalities in the submittal and evaluation process. This Request for
Qualification does not obligate the City to pay any costs incurred by respondents in the
preparation and submission of a proposal. Furthermore, the RFP does not obligate the
City to accept or contract for any expressed or implied services. All materials submitted
in response to this RFP shall become the property of the city upon delivery and not
returned.
Milestone
Target Dates
1.
RFP Issued
August 28, 2023
2.
Qualifications Due
September 22, 2023
3.
Screening, Selection and Contracting
September -November
2023
4.
Notice to Proceed
November 2023
5.
Preliminary Draft Plans
May -June 2024
6.
Final Plans and Presentations
June -August 2024
VI. Method of Selection
The City will evaluate the qualifications based on statement quality and qualifications, as
further detailed below.
The City of Tukwila Parks and Recreation Department (TPRD) may, solely at its own
option, extend the RFP deadline and/or seek additional Submittals with this or a similar
RFP in the event that TPR, solely at its own option, determines that the quantity and/or
quality of Submittals received is insufficient to meet the TPR's needs and/or that award
of a contract arising from this RFP would not be in the public interest.
The City of Tukwila reserves the right to reject any and all submittals and to waive
irregularities and informalities in the submittal and evaluation process. This Request for
Qualification does not obligate the City to pay any costs incurred by respondents in the
preparation and submission of a proposal. Furthermore, the RFP does not obligate the
City to accept or contract for any expressed or implied services. All materials submitted
in response to this RFP shall become the property of the city upon delivery and not
returned.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
The City shall convene a Selection Panel that will review responses to this
Request for Qualifications. A limited number of respondents considered to be
the most qualified may be selected for subsequent interviews.
A) Criteria for Award:
A) The qualified respondents will be asked to be available for a 30 -minute
presentation on their recommended approach for the project and up to a 30 -
minute interview. Presentations and interviews shall be made either virtually,
using Zoom or MS Teams, or in-person subject to scheduling.
(1) After interviews, and based upon information learned during the
interviews, each Committee member will rank the respondents in order of
preference and a consolidated final panel ranking established.
B) The panel shall forward its recommendations in accordance with the ranking to
the Tukwila Parks and Recreation Director which shall, at their sole option,
authorize negotiations of a contract.
C) Upon selection of a respondent, the City intends to enter into an agreement using
its standard Professional Services Agreement, which shall be used to secure
these services. See Attachment "B" for a sample contract.
Evaluation Criteria
Evaluation Points
Maximum
1.
Demonstrates a thorough understanding of project
purpose(s), objectives, scope(s) and timelines.
Demonstrates
25
2.
Qualifications of key personnel and project team
25
3.
Demonstrated experience conducting public
sector business and strategic planning and
comprehensive recreation program assessments
and plans
20
4.
Quality of previous performance and experience
with projects of similar scale and scope
20
5.
References
10
Total
100
A) The qualified respondents will be asked to be available for a 30 -minute
presentation on their recommended approach for the project and up to a 30 -
minute interview. Presentations and interviews shall be made either virtually,
using Zoom or MS Teams, or in-person subject to scheduling.
(1) After interviews, and based upon information learned during the
interviews, each Committee member will rank the respondents in order of
preference and a consolidated final panel ranking established.
B) The panel shall forward its recommendations in accordance with the ranking to
the Tukwila Parks and Recreation Director which shall, at their sole option,
authorize negotiations of a contract.
C) Upon selection of a respondent, the City intends to enter into an agreement using
its standard Professional Services Agreement, which shall be used to secure
these services. See Attachment "B" for a sample contract.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
Attachment "A" - NON -COLLUSION CERTIFICATE
STATE OF)
COUNTY OF)
The undersigned, being duly sworn, deposes, and says that the person, firm,
association, co -partnership or corporation herein named, has not, either directly or
indirectly, entered into any agreement, participated in any collusion, or otherwise taken
any action in restraint of free competition in the preparation and submission of a
proposal to the City of Tukwila for consideration in the award of a contract on the project
described as follows:
Community Center Business Plan and Recreation Programming Plan RFP
(Name of Firm)
CORPORATE SEAL:
By:
(Authorized Signature)
Title:
Printed Name:
Date•
Subscribed and sworn (or affirmed) to before me this day of
2023.
NOTARY SEAL:
Notary Public
Name as commissioned
Commission Expires
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
Attachment "B": Sample Contract Agreement
PROFESSIONAL SERVICES AGREEMENT
(Includes consultants, architects, engineers, accountants, and other professional services)
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
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
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
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.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
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 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.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
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
$2,000,000 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
endorsement form CG 20 26.
3. Workers' Compensation coverage as required by the Industrial
Insurance laws of the State of Washington.
4. Professional Liability with limits no less than $2,000,000 per claim and
$2,000,000 policy aggregate limit. Professional Liability insurance shall
be appropriate to the Consultant's profession.
B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains
higher insurance limits than the minimums shown above, the Public Entity shall be
insured for the full available limits of Commercial General and Excess or Umbrella
liability maintained by the Contractor, irrespective of whether such limits maintained
by the Contractor are greater than those required by this Contract or whether any
certificate of insurance furnished to the Public Entity evidences limits of liability lower
than those maintained by the Contractor.
C. 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.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
E. 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
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
Consultant shall furnish certified copies of all required insurance policies, including
endorsements, required in this Agreement and evidence of all subcontractors'
coverage.
F. 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.
G. 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, 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.
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
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
City of Tukwila
Allan Ekberg, Mayor
Parks & Recreation Department - Pete Mayer, Director
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.
DATED this
day of , 20
** City signatures to be obtained by ** Consultant signature to be obtained by
City Clerk's Staff ONLY. ** sponsor staff. **
CITY OF TUKWILA
Allan Ekberg, Mayor
ATTEST/AUTHENTICATED:
Christy O'Flaherty, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
CONSULTANT:
By:
Printed Name:
Title: