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HomeMy WebLinkAboutRFQKachessLakeRoadCulvertReplacementKITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS AGENDA STAFF REPORT AGENDA DATE: June 4, 2019 ACTION REQUESTED: Request to Approve a Request for Statement of Qualifications Soliciting Consultants for Design of the Replacement Culvert on Kachess Lake Road (MP 2.3 — MP 2.7) BACKGROUND: Replacement of the culvert (MP 2.3 — MP 2.7) on Kachess Lake Road is on Public Works (PW) adopted six year transportation improvement plan. PW has secured design funding from a Surface Transportation Block Grant (federal funding). The Washington State Department of Transportation is expecting the design to be complete by summer 2020. Current PW staffing levels do not support "in house" design. PW is proposing bundling environmental permitting support with the design effort. INTERACTION: Public Works RECOMMENDATION: Authorize advertising the Request for Statement of Qualifications for consultant services designing the replacement culvert on Kachess Lake Road. HANDLING: Return one original to Public Works ATTACHMENTS: Statement of Qualifications Soliciting Consultants for Design of the Replacement Culvert on Kachess Lake Road (MP 2.3 — MP 2.7) LEAD STAFF: Mark R. Cook, Director Page 1 of 3 Public Notice Kittitas County, Ellensburg WA REQUEST FOR STATEMENT OF QUALIFICATIONS SUPPORTING DESIGN AND ENVIRONMENTAL PERMITTING FOR REPLACING THE ROAD CULVERT AT KACHESS LAKE ROAD (MP 2.30 - MP 2.70) KITTITAS COUNTY, WASHINGTON All submittals received after 10:00am local time on June 27, 2019 will be discarded PURPOSE: The existing road culvert at Kachess Lake Road (approximate MP 2.5) is failing and requires replacement. Design services are needed with likely fish passage implications. Environmental support services are needed supporting the acquisition of all Federal and State permits. Bid ready plans, specifications and bid support are required supporting the project. SCOPE OF PROJECT: Hydraulic analysis supporting design criteria is necessary. It is likely that interaction with the Washington State Department of Fish and Wildlife and multiple federal permitting agency personnel will be required. Once the basis of design is documented and agreed upon, the consultant will secure all necessary project environmental permits, prepare bid ready documents (plans, specifications and engineering discipline reports) and support the County through construction bidding. FOR SUBMITTAL: If you wish to be considered for work under this SOQ, you must be a registered consultant on the Municipal Research and Service Center (MRSC) of Washington — Shared Small Works and Consultant Roster (www.mrscroster.org). If interested in providing engineering and environmental permitting support services to the County, submit a sealed envelope to Mark R. Cook, Kittitas County Public Works Director, at 411 N. Ruby St. Suite 1, Ellensburg WA 98926, by 10am local time on June 27, 2019. Submittals shall include a one page cover letter with the firm name as listed on the MRSC web site, and contact information. Submittals shall also include four copies of your Statement of Qualifications describing the firm's or team's ability to professionally provide the aforementioned services. Address submittals: Kachess Lake Road Culvert Replacement. For your records, the County will provide a confirmation email to the contacts provided in the submittal confirming receipt of your interest in the proposal. Submittals received after 10:00am local time on June 27, 2019 will be disregarded. Kittitas County encourages disadvantaged, minority and women owned consultant forms to respond. The County reserves the right to reject any and all submittals. SELECTION PROCESS AND PROPOSED SCHEDULE: Kittitas County selection will be based on review of submittals in the following manner: 1. The firm's or team's qualifications, experience and ability to perform the work (30 points); 2. Demonstrated experience with similar projects (30 points); 3. Demonstrated experience obtaining state and federal environmental permits (30 points); 4. Past experience working in Kittitas County (20 points); 5. Demonstrated ability to keep projects on time and within budget (20 points); 6. Demonstrated ability to communicate and work effectively with the public, staff, policy and review bodies and regulatory agencies (20 points) Anticipated Dates and Tasks: June 27, 2019 - Deadline for SOQ submittals July 12, 2019 - Selection of Firms to Interview July 22, 2019 - Interviews and Reference Checks August 5, 2019 - Selection of firms and prepare contracts file:///C:fLJsers/candic.leader/Downloads/newspaper-text%20(24).html 5/29/2019 Page 2 of 3 August 20, 2019 - BOCC Award of Contracts The selection process shall be as follows: • Submittals are reviewed and scored by the Public Works selection committee. • Selection of firms to interview may be waived if the selection committee decides to award to a single firm based on review of the submittals. • Firms will be selected to interview is the selection committee decides that interviews are required. The specific interview format will be provided to firms in advance of interviews. • The Public Works Director will negotiate a scope of work and fee with the selected consultant. • Providing a scope of work and fee is successfully negotiated, the consultant will be recommended for award to the Board of County Commissioners during a Board business session. • The selected consultant will then enter into a standard professional service agreement with Public Works. Kittitas County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises and airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids 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 above noted schedule is tentative and may be changed based on the number of proposals submitted. Proposals will be evaluated immediately with final selection targeted for mid-August, 2019. AGREEMENT OF SERVICES: The selected consultant(s) will be expected to enter into a standard Professional Services Agreement. Insurance requirements are included in that agreement. The anticipated contract period shall be August 2019 to August 2020. Persons with disabilities may request this information be prepared and supplied in alternate forms by calling collect (509- 962-7523). Kittitas County reserves the right to accept or reject any and all proposals or any items or part thereof or to waive any information or irregularities in the proposals. Kittitas County shall have the sole discretion to determine the most responsible proposal. ADDITIONAL INFORMATION: No cost or fee schedules shall be submitted with your response. Consultants will be selected on the basis of their qualifications and experience, with fees determined through negotiations following selection. The qualifications of consultants are evaluated and the best qualified consultant is selected, subject to a mutual understanding of the scope of services and negotiation of a fair and reasonable fee. INQUIRIES: Direct all inquiries regarding this request for services to Mark Cook, Director of Public Works at (509) 962-7523 or via email: Mark Cook - mark.cookrivco.kittitas.wa.us More information is online at http://www.co.kinitas.wa.us/notices/ Clerk of the Board file:///C:/Users/candie.leader/Downloads/newspaper-text°/`20(24).html 5/29/2019 Publish: Daily Record: 06/06/19; 06/13/19; 06/20/19 Daily Journal of Commerce: 06/06/19; 06/13/19; 06/20/19 Page 3 of 3 file:///C:/Users/candie.leader/Downloads/newspaper-text%20(24).html 5/29/2019 Page 1 of 1 For more information, contact Public Works Kittitas County shall evaluate statements of qualifications and performance data submitted by firms regarding the proposed project. Following the evaluation, the county may invite one or more firms to meet with county officials to discuss the project and the relative benefits of various methods of providing the desired services. The county then selects from among those firms the one "most highly qualified" to provide the required services. County procedures and guidelines are to include a plan to ensure that women, minority, and veteran -owned firms have the maximum opportunity to compete for the contract. The level of firm participation should be consistent with their availability within the relevant professional community. After choosing the most qualified firm, the county then negotiates with that firm for a contract at a price the county determines is fair and reasonable, considering the estimated value of the services to be rendered, as well as the scope and complexity of the project. If a satisfactory contract cannot be negotiated, the county formally terminates the negotiations with that firm and attempts to negotiate a contract with the next most qualified firm. The process continues until an agreement is reached or the search is terminated. In emergency situations, the process outlined above for procuring services maybe dispensed with upon a finding by the county that an emergency requires the immediate execution of the work involved. All submittals shall become the property of Kittitas County. Kittitas County reserves the right to reject all submittals and re -advertise if necessary. file:///C:/Users/candie.leader/Downloads/www-text%20(23).html 5/29/2019 ,ni. ro ruE o °�d KITTITAS COUNTY 9 DEPARTMENT OF PUBLIC WORKS Mark Cook, Director KITTITAS CUSNTV REQUEST FOR STATEMENT OF QUALIFICATIONS SUPPORTING DESIGN AND ENVIRONMENTAL PERMITTING FOR REPLACING THE ROAD CULVERT AT KACHESS LAKE ROAD (MP 2.30 - MP 2.70) KITTITAS COUNTY, WA All submittals received after 10:00 AM LOCAL TIME ON JUNE 27, 2019 will be discarded PURPOSE: The existing road culvert on Kachess Lake Road (approximate MP 2.5) is failing and requires replacement. Design services are needed with likely fish passage implications. Environmental support services are needed supporting the acquisition of all federal and state permits. Bid ready plans, specifications and bid support are required supporting the project. SCOPE OF PROJECT: Hydraulic analysis supporting design criteria is necessary. It is likely that interaction with the Washington State Department of Fish and Wildlife and multiple federal permitting agency personnel will be required. Once the basis of design is documented and agreed upon, the consultant will secure all necessary project environmental permits, prepare bid ready documents (plans, specifications and engineering discipline reports) and support the County through construction bidding. PROCEDURES FOR SUBMITTAL: If you wish to be considered for work under this SOQ, you must be a registered consultant on the Municipal Research and Service Center (MRSC) of Washington — Shared Small Works and Consultant Roster (www.mrscroster.org). If interested in providing engineering and environmental permitting support services to the County, submit a sealed envelope to Mark R. Cook, Kittitas County Public Works Director, at 411 N. Ruby St. Suite 1, Ellensburg WA 98926 by 10am local time on June 27, 2019. Submittals shall include a one page cover letter with the firm name as listed on the MRSC web site, and contact information. Submittals shall also include four copies of your Statement of Qualifications describing the firm's or team's ability to professionally provide the aforementioned services. Address submittals: Kachess Lake Road Culvert Replacement. For your records, the County will provide a confirmation email to the contacts provided in the submittal confirming receipt of your interest in the proposal. Submittals received after 10:00am local time on June 27, 2019 will be disregarded. Kittitas County encourages disadvantaged, minority and women owned consultant firms to respond. The County reserves the right to reject any and all submittals 411 N. Ruby St. Suite 1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 2 SELECTION PROCESS AND PROPOSED SCHEDULE: Kittitas County selection will be based on review of submittals in the following manner: 1. The firm's or team's qualifications, experience and ability to perform the work (30 points); 2. Demonstrated experience with similar projects (30 points); 3. Demonstrated experience obtaining state and federal environmental permits (30 points); 4. Past experience working in Kittitas County (20 points); 5. Demonstrated ability to keep projects on time and within budget (20 points); 6. Demonstrated ability to communicate and work effectively with the public, staff, policy and review bodies and regulatory agencies (20 points). Anticipated Dates Tasks June 27, 2019 Deadline for SOQ submittals July 12, 2019 Selection of Firms to Interview July 22, 2019 Interviews and Reference Checks August 5, 2019 Selection of firms and prepare contracts August 20, 2019 BOCC Award of Contracts The selection process shall be as follows: • Submittals are reviewed and scored by the Public Works selection committee. • Selection of firms to interview may be waived if the selection committee decides to award to a single firm based on review of the submittals. • Firms will be selected to interview is the selection committee decides that interviews are required. The specific interview format will be provided to firms in advance of interviews. • The Public Works Director will negotiate a scope of work and fee with the selected consultant. • Providing a scope of work and fee is successfully negotiated, the consultant will be recommended for award to the Board of County Commissioners during a Board business session. • The selected consultant will then enter into a standard professional service agreement with Public Works. Kittitas County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises and airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids 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 above noted schedule is tentative and may be changed based on the number of proposals submitted. Proposals will be evaluated immediately with final selection targeted for mid-August, 2019. Page 2 of 3 Dept. of Public Works Page 3 AGREEMENT OF SERVICES: The selected consultant(s) will be expected to enter into a standard Professional Services Agreement. Insurance requirements are included in that agreement. The anticipated contract period shall be August 2019 to August 2020. Persons with disabilities may request this information be prepared and supplied in alternate forms by calling collect (509-962-7523). Kittitas County reserves the right to accept or reject any and all proposals or any items or part thereof or to waive any information or irregularities in the proposals. Kittitas County shall have the sole discretion to determine the most responsible proposal. ADDITIONAL INFORMATION: No cost or fee schedules shall be submitted with your response. Consultants will be selected on the basis of their qualifications and experience, with fees determined through negotiations following selection. The qualifications of consultants are evaluated and the best qualified consultant is selected, subject to a mutual understanding of the scope of services and negotiation of a fair and reasonable fee. INQUIRIES: Direct all inquiries regarding this request for services to Mark Cook, Director of Public Works at (509) 962-7523 or via email: Mark Cook mark. cookaco. kittitas.wa. us Dates of Publication: Ellensburg Daily Record: June 6, June 13 and June 20, 2019 Daily Journal of Commerce: June 6, June 13 and June 20, 2019 Page 3 of 3