HomeMy WebLinkAbout2024-06-28 - Request for Proposals - Comprehensive Landslide Assessment PlanCITY OF TUKWILA
REQUEST FOR PROPOSALS
FOR COMPREHENSIVE LANDSLIDE ASSESSMENT PLAN
Due June 28, 2024 by 5:00 p.m. (Pacific Daylight Time)
The City of Tukwila is requesting proposals from qualified firms interested in preparing a comprehensive
landslide assessment plan for the City of Tukwila.
This Request for Proposals (RFP) is not a competitive bid based on price only. The RFP allows the City to
select the consultant(s) which, in its sole discretion, best meets the needs of the City, taking into
consideration price, qualifications, and service capabilities and other factors relevant to the City's
policies, programs, resources, and budget.
The successful consultant(s) ("Proposer") will contract with the City as an independent contractor and
shall not be entitled to City benefits. The consultant(s) will be responsible for the performance of all of
the obligations under the contract in conformance with state and federal law. The work is expected to
commence in July/August of 2024.
Please review the full RFP following this notice for details
All materials should be submitted by email to:
Sherry Edquid, Project Manager
sherry.edquid@tukwilawa.gov
Subject: RFP for Comprehensive Landslide Assessment Plan
Questions regarding the proposal will be accepted by email to Sherry Edquid, Project Manager at
shery.edquid@tukwilawa.gov
Materials are due by 5:00 p.m. (Pacific Daylight Time) on June 28, 2024. No submittals will be
accepted after this date and time.
Published Seattle Times —June 5, 2024 and June 12, 2024
Published DailyJournal of Commerce —June 5, 2024 and June 12, 2024
REQUEST FOR PROPOSALS
Comprehensive Landslide Assessment
Due: Friday, June 28, 2024 by 5:00 p.m.
Section 1. General Information
A. Purpose of Requested Services
The City of Tukwila is seeking a qualified consultant with demonstrated professional expertise
in Landslide Assessment and Urban Forestry Health. It is the intent of the City to enter into a
contract with the successful Proposer to complete a full assessment that consists of
investigating, modeling, mapping and defining the risk levels for landslides while compiling
the data into a final report. Further field analysis, risk assessment, mitigation and public
education will occur in phase II if/when grant funding becomes available. This project phase
is fully funded by a Cooperating Technical Partners (CTP) grant from the Federal Emergency
Management Agency (FEMA). The total contract price for this phase may not exceed
$135,000.
This agreement will be for approximately 12 months in duration with the option for the City
of Tukwila to extend it for additional time, scope and money, if necessary. The work must
comply with all applicable federal and state requirements. The purpose of this Request for
Proposals (RFP) is to solicit information, in the form of a Proposal, which will be evaluated to
determine the most highly qualified Submitters with the capabilities to successfully deliver the
project. Short-listed Submitters will be invited to interview as described below in "Section C:
Selection Process."
The City may cancel, modify, or re -advertise this RFP at its discretion.
B. Project Description
The work to be performed by the consultant will lay out an evidenced -based analysis of
landslide risk and urban forest health within these same areas. The consultant will utilize state,
historical and areas with recent landslides and liquefaction -risk areas. The consultant will also
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utilize GIS and LiDAR in their analysis. All critical facilities including utilities need to be
mapped within these landslide risk areas.
Many of the steep slopes throughout Tukwila consist of over -mature big leaf maple
monocultures; forest resilience is further compromised by noxious species such as ivy, clematis
and blackberry that impair tree health and sapling recruitment. Other destabilizing sources
include but are not limited to watercourses, flooding, climate change, fire -fighting activities,
weather events, human factors, broken utilities, etc.
Despite these challenges presented by diverse ownership of landslide risk areas, the city seeks
novel approaches at addressing public safety by identifying the greatest threats to land stability
in the highest risk areas. Successful proposals will clarify how and where to prioritize future,
to -be -determined mitigation measures for optimal success and maximized risk reduction.
Future mitigation measures will be broadly considered in the areas of prevention, risk -
reduction and response strategies, including but not limited to landowner outreach, education
and technical assistance, GIS improvements, potential code updates, incentives, cost -share
partnerships, forest restoration, grant -funded acquisitions and conservation easements,
readiness analysis, response strategies, etc.
C. Scope of Work
In general, required deliverables for this project include but not limited to:
• Draft and final technical engineering report that describes the investigation and analysis
methods, procedures, assumptions, and findings/determinations.
• Map depicting landslide and liquefaction areas, urban forest health, critical infrastructure,
water sources, and any other crucial risk factors related to land stability and landslides.
The report shall specify the methodology of how low, moderate, and severe landslide
categories have been determined, including what comprises the greatest threats to land
stability.
The report shall include the classification of urban forest health into categories pertaining to
landslide risk, and will include the determination methodology; desirable metrics include, but
are not limited to:
• sapling recruitment
• invasive species pressure
• tree maturity
• tree health and vigor
• tree spacing
• tree species composition and diversity
It is expected that urban forest health will be assessed with a variety of methods, which may
include but are not limited to: multispectral image analysis, ground and aerial remote sensing,
FLAT assessment or similar in ground -based visual assessment, use of King County's high
resolution Ecopia land cover imagery, etc.
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All work will be carefully coordinated with the City's project manager in partnership
with the funding agency FEMA. This work requires a strong focus on geotechnical
engineering related to landslides, liquefaction soils, GIS/LIDAR support and arboricultural
expertise in urban forestry.
Key Elements:
• Analysis of existing conditions and historical data
• Interviewing key city staff regarding their knowledge
• Gather existing and any additional GIS/LiDAR data needed
• Analysis of data
• Draft report
• Presentation to city council and/or staff
• Develop recommendations and cost estimates for next phase
• Final report
The City of Tukwila reserves the right to retain the services of the successful firm(s) for any
subsequent phases (Planning, R/W, CN) associated with this project.
D. Selection Process
The City is using a two-step selection process to select a design consultant team (the
"Consultant") to deliver the project. The first step is submission of Proposals in response to
this RFP. The second step in the selection process will be interviews of the short-listed teams.
The City will short-list up to three (if any) qualified Consultants that submit Proposals. Upon
completion of the evaluation, scoring, and short -listing process, the City will notify all
Consultants whether they were selected.
E. Project Manager Contact Information
Sherry Edquid
City of Tukwila Public Works Department
sherry. edquid@tukwilawa. gov
F. Communications — Requests for Information, Clarifications, and Addenda
Any questions regarding this submittal process and/or the technical aspects of the project
should be sent to the Project Manager listed above. Email communication is the official
method of communication and is strongly preferred.
G. Due Date
The Proposal (PDF) shall be submitted via email to sherry.edquid@tukwilawa.gov no later
than 5:00 pm. on Friday, June 28, 2024. Proposals received later than the submittal deadline
will not be accepted.
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H. Proposal Content Requirements
All costs for developing a response to this RFP are the obligation of the respondent and are not
chargeable to the City. The respondent must bear all costs associated with the preparation of
the submittal and of any oral presentation requested by the City. All responses and
accompanying documentation will become property of the City and will not be returned.
Proposals must include all information requested and meet all specifications and requirements
outlined in this RFP. The following submittals must be part of your proposal; if any are not
included, your proposal may be judged as non -responsive. A committee will evaluate the
submitted proposals. During the evaluation process, the City reserves the right to request
additional information or clarification from firms responding to this RFP.
A complete response will include:
1. Executive Summary & Overall Approach — Summarize your proposal and include your
firm's qualifications and contact information. The summary should discuss your overall
approach, understanding of identified work, and your strategy for completing the work.
2. Experience & Capabilities — Describe your level of industry experience and
capabilities/expertise. Identify the individual you propose to assign as principal and any
associate(s); include resume for each member.
3. Project Schedule — Include a proposed project timeline.
4. References — Include a list of references (with contact information) of at least three (3)
projects completed within the last two years for similar work. The City reserves the right
to contact references without prior notification.
5. Subconsultants — If any service is supplied by a partner or 3rd party, identify the source
service provider(s), as specified in the Scope of Work.
I. Terms and Conditions
The City reserves the right, in its sole discretion, to cancel this RFP, issue a new Request for
Proposals, reject any or all Proposals, seek or obtain data from any source that has the potential
to improve the understanding and evaluation of the responses to this RFP, seek and receive
clarifications to a Proposal and waive any informalities in considering and evaluating the
Proposals.
This RFP does not commit the City to enter into a contract or proceed with the procurement of
the project. The City assumes no obligations, responsibilities, and liabilities, fiscal or
otherwise, to reimburse all or part of the costs incurred by the parties responding to this RFP.
All such costs shall be borne solely by each Submitter.
Materials submitted in response to this competitive procurement shall become the property of
the City and will not be returned. All submittals received will remain confidential until the City
and the successful Proposer sign the agreements resulting from this advertisement. All
submittals are deemed public records as defined in the RCW 42.17.250 to 42.17.340.
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The City of Tukwila in accordance with Section 504 of the Rehabilitation Act (Section 504)
and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of
disability, in all of its programs and activities. This material can be made available in an
alternate format by emailing Sherry Edquid at Sherry.Edquid@TukwilaWA.gov or by calling
206-431-1065.
The City of Tukwila, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252,
42 U.S.C. 2000d to 2000-4 and Title 49, Code of Federal Regulations, Department of
Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally
assisted programs of the Department of Transportation issued pursuant to such Act, hereby
notifies all respondents that it will affirmatively insure that in any contract entered into
pursuant to this advertisement, disadvantaged business enterprises will be afforded full
opportunity to submit proposals in response to this invitation and will not be discriminated
against on the grounds of race, color, or national origin in consideration for an award.
The data derived from this Project, along with any reports of findings and recommendations
and any presentation materials, including PowerPoint presentations, shall be the exclusive
physical and intellectual property of the City and are required, in accordance with federal
grant requirements, to be within the public domain. The data may be added to in the future,
using the same or similar methodologies, by a city staff person or a new Vendor who is
similarly trained and experienced as the Vendor. Such new data and any resulting
recommendations and findings would be clearly noted as those of the City and not this
consultant.
The consultant must provide formal acknowledgement of the grant funding source on all
deliverables, including presentations, progress reports, draft and final reports. Specific grant
requirements will be provided at the contract stage.
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Section 2. Schedule of Project
The deadline for submitting the Proposal is stated below. The City also anticipates the
following additional project milestone dates. This schedule is subject to revision at any time.
Milestone
Request for Proposal
Proposal Due
Proposal Review
Interviews
Final Selection
Notice to Proceed
Section 3. Proposal
Target Dates
June 5, 2024
June 28, 2024, 5:00 p.m.
July 1 — July 12, 2024
July 22 -26, 2024
July 31, 2024
August 30, 2024
This section describes specific information that must be included in the Proposal. Proposals
must follow the outline presented below. Submitters shall provide brief, concise information
that addresses the requirements of the project consistent with the evaluation criteria described
in this RFP.
A. Content of Proposal Sections
The outline presented below shall be followed for preparing the Proposal. This format has been
created to organize Proposals and to facilitate the evaluation. The Proposal shall have three
sections, numbered and titled as follows. An appendix with full resumes is allowed and will
not be counted in the overall page count. The appendix material may or may not be considered
as part of the selection process. The information required in the following sections will be used
in the qualitative assessment of the Proposal.
Section 1: Introduction
The Proposal shall include an introduction stating the business name, address, and roles of the
Submitter and any sub-consultant(s). The introduction shall identify one contact person with
mailing address, telephone number(s), and email address. This person shall be the single point
of contact on behalf of the Submitter, responsible for correspondence to and from the
organization and the City. The City will send all project -related communications to this one
contact person.
Section 2: Work Plan
Provide information on the following:
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Project Manager and Key Personnel
• Proposed Project Manager with a summary of the types of relevant projects they have
led.
• Experience and qualifications for each proposed key person.
• Up to three examples for the Project Manager which demonstrates prior experience
as a Project Manager on similar projects managing the following items:
Ability to Meet Schedule
• Identify any key issues and critical milestones for the project.
• Describe your team's proposed work plan for this project.
Approach to Project
• Describe each of the elements of the proposed work plan for this project and who is
involved with the decision -making process for the development of the work plan.
• Describe your team's process/concept for managing scope, schedule, and budget.
• Describe your firm's communication structure with the internal project team;
describe your firm's communication structure with outside consultant and your
client.
• Describe how the team organization will monitor and control the project costs to
complete the project under budget and on or ahead of schedule.
Experience with Past Landslide Projects
• Provide a list of up to three projects which have been completed within the last five
years that demonstrate the required expertise needed for this project. Include the
work/services provided on the project(s), project dates, staff involved also proposed
for this project, and client/organization name(s) and contact information.
Appendix A: Resumes of Key Personnel
Resumes of Key Personnel shall be limited to two pages each.
B. Proposal Evaluations
Assuming the contract is awarded, the award will be made to the Consultant that is determined
to be best qualified to provide the services necessary to complete the project. Proposals will be
judged primarily on the technical analysis presented in the proposal, the interview, and the
Consultant's ability to conduct the full project.
C. Evaluation Criteria
Pursuant to state and federal regulations, a qualifications -based selection process will be used
to select a consultant for this project. The selection will be made from the submitted proposals
and subsequent interviews. Scoring from the short -listing process is brought forward to the
final scoring of the interviewed Proposers. The following criteria will be used to evaluate and
rank responses:
Step 1: Short -listing
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Criteria Possible Points
Qualification of Proposed Project Manager and Firm 30
Ability to meet schedule 25
Approach to project 20
Experience with past landslide studies 25
Step 1 Total 100 points
Step 2: Final Selection
Score from Step 1 40%
Interview 60%
Should a tie result from the scoring process, selection of the winning Consultant shall be
based on results of reference checks on past projects.
Section 4. Publication
Published Seattle Times: June 5, 2024 and June 12, 2024
Published Daily Journal of Commerce: June 5, 2024 and June 12, 2024
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