February 2020

Request For Qualifications for Professional Services for Design and Construction Management of a Public Works Operations Facility (CIP 17-13)

The City of Sumner solicits interest from consulting firms with expertise in providing professional services in the areas of program management, architecture, engineering, and construction management.  Services are anticipated to commence in the second quarter of 2020 and extend for approximately four (4) years with the option for the City of Sumner to extend it for additional time and money if necessary.

The City of Sumner reserves the right to amend terms of this “Request for Qualifications” (RFQ), to circulate various addenda, or to withdraw the RFQ at any time, regardless of how much time and effort consultants have spent on their responses.

The City of Sumner reserves the right to retain the services of responsive firm(s) for subsequent phases associated with this project.

Prospective consultants will be held to Federal EEO requirements for federally funded projects and to the ADA and Civil Rights language adopted by the City of Sumner.

Project Description

The City of Sumner has identified the need to improve and replace the facilities used to support the public works field operations.

The existing operations facility located at 4711- 142nd Ave E. serves as the operations base for field crews supporting the City’s streets, sidewalk, storm, water, sewer and fleet maintenance service lines.  The existing facility contains dedicated office space, crew spaces, vehicle parking, material stockpiles, and parts inventory storage.  The City also has identified the need for dedicated spaces for parks & facilities personnel, to house a parade float, and a police impound yard.

The City engaged with a consulting firm in 2018 for a pre-design study to identify program needs and identify alternative sites within the City at which the facility might be located.  That study concluded the existing site was inadequate to meet the City’s future needs.  A site on 29th Street East, west of 142nd Avenue E was selected from multiple alternatives as the best location for the construction of a new facility.  The City has recently acquired the properties associated with this site (PC TPN’s 0420124008, 0420124013, 0420124014, and 0420124022).  A conceptual site layout of the facilities within that site footprint is included in the supplemental materials associated with this solicitation.

In conjunction with the relocation of the City’s field operations to the new facility, the City may contract for the remodel and repurposing of the existing field operations facility within this solicitation for professional services.

The work to be performed by the Consultant consists is to consist of architectural, engineering and other professional services.  Specific tasks envisioned include, but are not limited to:

  • Preparation of a report summarizing the operational needs to be met by the project.
  • Permitting assistance including SEPA, Site Development, and Building Permits.
  • Topographic and boundary survey of the proposed site and any rights of way identified for offsite improvements.
  • Geotechnical Site Evaluation
  • Civil design of grading, storm, utilities, and roadways for on-site and off-site improvements.  This is anticipated to include extensive turn analysis to ensure utility vehicle access is provided within the site.
  • Structural and architectural design of multiple buildings.
  • The design should address the following specific components:
    • Interior design of occupied spaces
    • Fire protection
    • HVAC systems
    • Electrical and backup power.
    • Security
    • Vehicle fueling, washing, maintenance and storage.
    • Information technology.
  • Preparation of project cost estimates.
  • Bidding Assistance
  • Construction Management Services
  • Special inspections

This solicitation will likely have separate design and construction management phases associated with the project.  Respondents may include sub-consultants within their project team.

View the full RFQ and supplemental information here:

The RFQ and supplemental information is also available by contacting Jason Van Gilder at jasonv@sumnerwa.gov.

Evaluation Criteria

Submittals will be evaluated and ranked based on the following criteria:

  1. Qualification of the proposed project manager and key staff members;
  2. Qualifications/expertise of the firm with public works facility design; experience with projects of similar complexity and function is preferred.
  3. Consultant’s approach to the City’s project as demonstrated in a description of their approach to the work;
  4. Familiarity with City standards, relevant codes, and City planning requirements; and
  5. Demonstrated ability of the Consultant to perform high quality work, control costs, meet schedules, prepare documentation, and ensure project commitments are met.

Selection Procedure

After the deadline for acceptance of proposals, the SOQ’s will be reviewed and evaluated by an Evaluation Committee comprised of, but not limited to, City staff, appointed or elected officials, and individuals chosen by Public Works staff to participate.  The Evaluation Committee will rate written proposals based on the evaluation criteria listed above.

The City may choose to interview the top firms as ranked by the Evaluation Committee.  Information from the interviews along with feedback from references will be incorporated into the final rankings.

If a contract cannot be negotiated with the top ranked firm, the City will contact the next firm in line and attempt to negotiate with that firm.  The process will be repeated until an agreement is reached.

Format

The Statement of Qualifications (SOQ) should describe the composition of the proposed team, the qualifications of the key individuals identified on that team, and the relevant experience of the team on similar projects.  Respondents may include sub-consultants within their project team.

The Consultant’s Statement of Qualifications should include the following information:

  • The proposal should be accompanied by a brief introductory letter stating your firm’s interest in the project.
  • Provide resumes of no more than eight (8) key members of the proposed project team inclusive of key sub consultant who will work on this project.
  • List projects of similar complexity and magnitude undertaken and completed in the past six (6) years and provide references and a phone number for each reference.
  • Reference projects should list the involvement of proposed project team members for whom resumes have been submitted.
  • Please include a statement of assurance that listed team members, including those of sub-consultants, will not be replaced without prior approval of the City.

The Statement of Qualifications (SOQ) should consist of no more than fifteen (15) pages.  The cover letter, front and back covers, and section dividers will not be counted in the fifteen (15) page limit.

Submit five (5) hard copies of the SOQ along with an electronic copy in .pdf format.

Submittal Deadline: 

Five (5) hard copies and one (1) electronic copy of the Technical Proposal shall be delivered by 2:00 p.m. on March 3rd, 2020 to the attention of Jason Van Gilder, PE, Associate City Engineer, at the following address:

City of Sumner
1104 Maple Street
Suite 260
Sumner, WA  98390

Any proposal received after the specified date and time may be rejected and not receive any further consideration by the City.  Postmarks will not be accepted.

Proposal Contact Person:

All questions regarding this solicitation should be directed to Jason Van Gilder, PE, Associate City Engineer, at (253) 299-5703.

Americans with Disabilities Act (ADA) Information

This material can be made available in an alternate format by emailing Jason Van Gilder, Associate Engineer at jasonv@sumnerwa.gov or 253-299-5703.

Title VI Statement

The City of Sumner in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-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 bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

Federal Emergency Management Agency Assurances

Agencies shall read and document that they will comply with the assurances and certifications contained in FEMA Form 20-16A, Assurances – Nonconstruction Programs; FEMA Form 20-16B, Assurances-Construction Programs; FEMA Form 20-16C, Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace Requirements; SF LLL, Disclosure of Lobbying Activities (If applicable).  Agencies shall further agree that they will include the clause title “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,” provided by the FEMA Regional Office, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.  (Refer to 44 CFR Part 17.)

Dates of Publication:

Tacoma News Tribune:  February 4th and February 11th, 2020
Seattle Daily Journal of Commerce:  February 4th and February 11th, 2020

Categories: Bids & RFQs