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HomeMy WebLinkAboutRFQ_CrystalCreekAdvertisementKITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS AGENDA STAFF REPORT AGENDA DATE: August 6, 2019 ACTION REQUESTED: Request to Approve a Notice of Request for Qualifications for Flood Modeling Services Creating a Two -Dimensional Flow Model for Crystal Creek BACKGROUND: The Flood Control Zone District has received funding from FEMA for creating a regulatory flood map for Crystal Creek in Upper County. Pursuant to federal procurement law, the District now needs to issue a request for qualification to interested consultants. We are seeking to advertise on August 8`n, 2019 and August 15th, 2019. An internal selection committee will review responses and return to the Board for contract award. INTERACTION: Public Works RECOMMENDATION: Authorize advertising for flood modeling services supporting revised regulatory flood maps for Crystal Creek. HANDLING: Return one original to Public Works ATTACHMENTS: Notice of Request for Qualifications; Request for Qualifications LEAD STAFF: Mark R. Cook, Director Page 1 of 2 Public Notice Kittitas County, Ellensburg WA HYDROLOGY AND HYDRAULIC MODELING SERVICES CREATING A TWO DIMENSIONAL FLOW MODEL FOR CRYSTAL CREEK IN KITTITAS COUNTY, WA All submittals received after 10:00 am. Local Time on August 22, 2019 will be discarded. PURPOSE: Kittitas County desires creating a two-dimensional flow model utilizing current regulatory mapping requirements for re -mapping regulatory floodplain along Crystal Creek in Kittitas County. The model will encompass approximately five miles of FEMA approximate mapping standard and 4.5 miles of FEMA detailed standard. SCOPE OF PROJECT SUMMARY: CONSULTANT will integrate Kittitas County survey information and other data creating the modeling surface for the compliant FEMA two-dimensional flow model. The model will incorporate the most recent available LiDAR data set(s) and any supplement information provided by the County. The CONSULTANT will provide draft and final regulatory flood maps and submit the final maps to FEMA for technical review. CONSULTANT will support review of the final maps by FEMA contractors through FEMA acceptance. 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 of Washington — Shared Small Works and Consultant Roster (www.mrscroster.org). If interested in providing FEMA floodplain modeling services for Crystal Creek in Kittitas County, submit a sealed envelope to Mark R. Cook, Kittitas County Public Works Director at 411 N. Ruby St. Suite 1, Ellensburg WA 98926. 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. 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 August 22, 2019 at 10:00 AM Local Time will be disregarded. The County may elect to interview firms prior to awarding the modeling contract. Kittitas County encourages disadvantaged, minority and women owned consultant firms 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 the following review of submitted materials: 1. The firm's or team's qualifications, experience and ability to perform the work (20 points); 2. Demonstrated experience with similar projects in Kittitas County within the past ten years (30 points); 3. Demonstrated experience integrating CONSULTANT efforts with agency staff producing model hydraulics (30 points); 4. Demonstrated ability to keep projects on time and within budget specifically delivering approximate and detailed two- dimensional flow models to FEMA contractor model reviewers (20 points); 5. Demonstrated ability to communicate and work effectively with the public, other consultants, staff, policy and review bodies and regulatory agencies (20 points). Responders are encouraged to pay attention to the point allocation listed above as this forms the basis for responder selection. Anticipated Dates and Tasks: August 22, 2019 - Deadline for SOQ submittals file:///C:/Users/candie.leader/AppData/Local/Packages/Microsoft.Mi crosoftEdge_8wekyb... 7/29/2019 Page 2 of 2 August 29, 2019 - Selection of Finns to Interview (if desired) September 12, 2019 - Interviews and Reference Checks (if desired) September 12, 2019 - Selection of firms and prepare contracts September 23, 2019 - BOCC Award of Contracts The selection process shall be, 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. AGREEMENT OF SERVICES: The selected consultant(s) will be expected to enter into a standard Kittitas County Professional Services Agreement. Insurance requirements are included in that agreement. The contract period shall be October 2019 through December 2020. Persons with disabilities may request this information be prepared and supplied in alternate fomes 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 arty 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 proposal. 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. cook@co.kittitas. wa.us More information is online at http://www.co.kittitas.wa.us/notices/. Clerk of the Publish: Daily Record: 08/08/19; 08/15/19 Daily Journal of Commerce: 08/08/19; 08/15/19 file:///C:/Users/candie.l eader/AppData/Local/Packages/Microsoft.MicrosoftEdge_8wekyb... 7/29/2019 Page 1 of 1 Submit statements of qualifications and performance data to Kittitas County Department of Public Works at 411 North Ruby Street, Suite 1, Ellensburg, Washington 98926. 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/AppData/Local/Packages/Microsoft.Mi crosoftEdge_8wekyb... 7/29/2019 C""Ml._WTpe qfr O? Fra ''e, KZTTZTAS COUNTY DEPARTMENT OF PUBLIC WORKS Mark Cook, Director KITTITAS COUNTY REQUEST FOR STATEMENT OF QUALIFICATIONS HYDROLOGY AND HYDRAULIC MODELING SERVICES CREATING A TWO DIMENSIONAL FLOW MODEL FOR CRYSTAL CREEK IN KITTITAS COUNTY, WA All submittals received after 10:00 a.m. Local Time on August 22, 2019 will be discarded. PURPOSE: Kittitas County desires creating a two-dimensional flow model utilizing current regulatory mapping requirements for re -mapping regulatory floodplain along Crystal Creek in Kittitas County. The model will encompass approximately five miles of FEMA approximate mapping standard and 4.5 miles of FEMA detailed standard. SCOPE OF PROJECT SUMMARY: CONSULTANT will integrate Kittitas County survey information and other data creating the modeling surface for the compliant FEMA two-dimensional flow model. The model will incorporate the most recent available LiDAR data set(s) and any supplement information provided by the County. The CONSULTANT will provide draft and final regulatory flood maps and submit the final maps to FEMA for technical review. CONSULTANT will support review of the final maps by FEMA contractors through FEMA acceptance. 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 of Washington — Shared Small Works and Consultant Roster (www.mrscroster.org). If interested in providing FEMA floodplain modeling services for Crystal Creek in Kittitas County, submit a sealed envelope to Mark R. Cook, Kittitas County Public Works Director at 411 N. Ruby St. Suite 1, Ellensburg WA 98926. 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. 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 August 22, 2019 at 10:00 AM Local Time will be disregarded. 411 N. Ruby St. Suite 1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 2 The County may elect to interview firms prior to awarding the modeling contract. Kittitas County encourages disadvantaged, minority and women owned consultant firms 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 the following review of submitted materials: 1. The firm's or team's qualifications, experience and ability to perform the work (20 points); 2. Demonstrated experience with similar projects in Kittitas County within the past ten years (30 points); 3. Demonstrated experience integrating CONSULTANT efforts with agency staff producing model hydraulics (30 points); 4. Demonstrated ability to keep projects on time and within budget specifically delivering approximate and detailed two-dimensional flow models to FEMA contractor model reviewers (20 points); 5. Demonstrated ability to communicate and work effectively with the public, other consultants, staff, policy and review bodies and regulatory agencies (20 points). Responders are encouraged to pay attention to the point allocation listed above as this forms the basis for responder selection. Anticipated Dates Tasks August 22, 2019 Deadline for SOQ submittals August 29, 2019 Selection of Firms to Interview if desired September 12, 2019 Interviews and Reference Checks (if desired September 12, 2019 Selection of firms and prepare contracts September 23, 2019 BOCC Award of Contracts The selection process shall be, 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. AGREEMENT OF SERVICES: The selected consultant(s) will be expected to enter into a standard Kittitas County Professional Services Agreement. Insurance requirements are included in that agreement. The contract period shall be October 2019 through December 2020. Page 2 of 3 Dept. of Public Works Page 3 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 proposal. 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.cook(o)co.kittitas.wa.us Dates of publication: Ellensburg Daily Record — August 8, 2019 and August 15, 2019 Daily Journal of Commerce — August 8, 2019 and August 15, 2019 Page 3 of 3