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HomeMy WebLinkAboutSOQ_Community Development Services_Planning SupportKITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA STAFF REPORT AGENDA DATE: November 1, 2022 ACTION REQUESTED: Request to Authorize Advertisement for a Request for Statement of Qualifications for Enviromnental Planning, Long Range Planning, Current Planning and Washington State Growth Management Compliance Support BACKGROUND: Community Development Services (CDS) is requesting authorization to advertise a request for Statements of Qualifications for environmental planning, current planning, long range planning, and Growth Management Act compliance services in order to provide assistance with department planning needs and to ensure planning projects are completed on time. Selected consultants would provide these services pursuant to a Task Order Professional Services agreement with CDS for a two-year period beginning on January 1, 2023 and ending on December 31, 2024. INTERACTION: Community Development Services RECOMMENDATION: Authorize Advertisement for a Request for Statement of Qualifications for Environmental Planning, Long Range Planning, Current Planning and Washington State Growth Management Compliance Support HANDLING: Return One original to Community Development Services ATTACHMENTS: Notice of Request for Statement of Qualifications; Statement of Qualifications LEAD STAFF: Dan Carlson, Director 10/26/22, 2:28 PM newspaper -text (45).html Public Notice Kittitas County, Ellensburg WA REQUEST FOR STATEMENT OF QUALIFICATIONS FOR ENVIRONMENTAL PLANNING, LONG RANGE PLANNING, CURRENT PLANNING AND WASHINGTON STATE GROWTH MANAGEMENT COMPLIANCE SUPPORT All submittals received after 5:00 PM Local Time, on Friday December 2nd, 2022, will be discarded. PURPOSE: Kittitas County Community Development Services (CDS) is seeking qualified planning professional services augmenting staff efforts in 2023 and 2024. CDS desires support services in the following disciplines: Environmental Planning, Long Range Planning, Current Planning and Washington State Growth Management compliance. SCOPE OF THE PROJECT: Selected consultants will provide a wide range of services pursuant to a Task Order Professional Services agreement with CDS. The department will solicit a scope of work and fee from the selected consultant, negotiate specifics and then enter into a Task Order for the service. The on-call task order agreement(s) are offered for a two-year period beginning January 1, 2023 and terminating on December 31, 2024. PROCEDURES FOR SUBMITTAL: If you wish to be considered for work under this SOQ, submit a sealed envelope to Kittitas County Department of Community Development Services, at 411 N. Ruby St. Suite 2, Ellensburg WA 98926 by 5:00 pm local time on December 2, 2022. Submittals shall include a one-page cover letter with the firm name and contact information. Submittals shall also include five copies of your Statement of Qualifications describing the firm's or team's ability to professionally provide the requested services. Submittals will not exceed twenty (20) pages in length and must be a minimum font size of 11. The twenty (20) pages may be doubled sided with a single double -sided page counted as two pages. Address submittals: Kittitas County Community Development Services Department Attn: Dan Carlson, Director 411 North Ruby, Suite 2 Ellensburg, WA 98926 For your records, Kittitas County will provide a confirmation email to the contacts provided in the submittal confirming receipt of your interest in the proposal. Submittals received after 5:00 pm local time on December 2, 2022, will be disregarded. Kittitas County encourages disadvantaged, minority and women owned consultant firms to respond. The County reserves the right to retain the services of the successful firm for any subsequent phases associated with this project. The County reserves the right to reject any and all submittals. SELECTION PROCESS AND PROPOSED SCHEDULE: Kittitas County's selection will be based on review of submittals in the following manner: 1. The firm's or team's qualifications, experience and ability performing the requested work as an extension of county planning staff (50 points). 2. Detailed description of the firm's technology capabilities meeting modem mapping and outreach support services (30 points). 3. Experience working in Kittitas County in the past five years (20 points). 4. Experience working with state and federal regional staff in the past five years (20 points). file:///C:/Users/candle.leader/Downloads/newspaper-text (45).html 1/3 10/26/22. 2:28 PM newspaper -text (45).html 5. Demonstrated experience working with Washington State Department of Commerce staff on Growth Management compliance issues. (50 points). Anticipated Dates and Tasks December 2, 2022 - Deadline for SOQ submittals December 19, 2022 - Selection of Firms to Interview January 9, 2023 - Interviews and Reference Checks January 17, 2023 - BOCC contract award January 23, 2023 - Executed contract The selection process shall be as follows: • Submittals are reviewed and scored by the CDS 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 if the selection committee decides that interviews are required. The specific interview format will be provided to funis in advance of interviews. • Board of County Commission authorized on-call task order contract award. • The selected consultant will then enter into a Professional Services Consultant Agreement with the County. • The CDS Director will negotiate a scope of work and fee with the selected consultant on a task order basis. Kittitas County, 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. Kittitas County 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 electronically mailing Dan Carlson at dan.carlson@co.kitttias.wa.us by calling collect 509-962-7506. 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- January 2023, AGREEMENT OF SERVICES: The selected consultant(s) will be expected to enter into a Professional Services Consultant Agreement. Insurance requirements are included in that agreement. The anticipated contract period shall be January 1, 2023, to December 31, 2024. Persons with disabilities may request this information be prepared and supplied in alternate forms by calling collect (509- 962-7506). 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: rile:///C:/Users/candie.leader/Downloads/newspaper-text (45).html 2/3 10/26/22, 2:28 PM newspaper -text (45).html No cost or fee schedules shall be submitted with your response. Consultants will be selected on their qualifications and experience as noticed in this solicitation, with fees determined through negotiations following selection. Contracting is dependent on a negotiated mutually accepted scope of work and subsequent fee established by the consultant. INQUIRIES: Direct all inquiries regarding this request for services to Dan Carlson at (509) 962-7506 or via email to: dan.carlson@co.kittitas.wa.us. More information is online at http://www.co.kittitas.wa.us/notices/. Publish: Daily Record: 11/03/2022; 11/10/2022; 11/17/2022 Daily Journal of Commerce: 11/03/2022; 11/10/2022; 11/17/2022 file:///C:/Users/candie.leader/Downloads/newspaper-text (45).html 313 10/26/22, 2:28 PM www -text (44).html For more information, contact Community Development Services Kittitas County shall evaluate statements of qualifications and performance data submitted by ferns 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/c-andle.leader/Downloads/www-text (44).html 1/1 KITTITAS COUNTY COMMUNITY DEVELOPMENT SERVICES 411 N. Ruby St., Suite 2, Ellensburg, WA 98926 CDS@CO.KITTITAS. WA.US Office (509) 962-7506 "Building Partnerships— Building Communities" REQUEST FOR STATEMENT OF QUALIFICATIONS FOR ENVIRONMENTAL PLANNING, LONG RANGE PLANNING, CURRENT PLANNING AND WASHINGTON STATE GROWTH MANAGEMENT COMPLIANCE SUPPORT All submittals received after 5:00 PM Local Time on Fridav December 2nd 2022 will be discarded. PURPOSE: Kittitas County Community Development Services (CDS) is seeking qualified planning professional services augmenting staff efforts in 2023 and 2024. CDS desires support services in the following disciplines: Environmental Planning, Long Range Planning, Current Planning and Washington State Growth Management compliance. SCOPE OF THE PROJECT: Selected consultants will provide a wide range of services pursuant to a Task Order Professional Services agreement with CDS. The department will solicit a scope of work and fee from the selected consultant, negotiate specifics and then enter into a Task Order for the service. The on-call task order agreement(s) are offered for a two-year period beginning January 1, 2023 and terminating on December 31, 2024. If you wish to be considered for work under this SOQ, submit a sealed envelope to Kittitas County Department of Community Development Services, at 411 N. Ruby St. Suite 2, Ellensburg WA 98926 by 5:00 pm local time on December 2, 2022. Submittals shall include a one-page cover letter with the firm name and contact information. Submittals shall also include five copies of your Statement of Qualifications describing the firm's or team's ability to professionally provide the requested services. Submittals will not exceed twenty (20) pages in length and must be a minimum font size of 11. The twenty (20) pages may be doubled sided with a single double -sided page counted as two pages. Address submittals: Kittitas County Community Development Services Department Attn: Dan Carlson, Director 411 North Ruby, Suite 2 Ellensburg, WA 98926 For your records, Kittitas County will provide a confirmation email to the contacts provided in the submittal confirming receipt of your interest in the proposal. Submittals received after 5:00 pm local time on December 2, 2022, will be disregarded. Kittitas County encourages disadvantaged, minority and women owned consultant firms to respond. COMMUNITY PLANNING • BUILDING INSPECTION • PLAN REVIEW • ADMINISTRATION • PERMIT SERVICES • CODE ENFORCEMENT The County reserves the right to retain the services of the successful firm for any subsequent phases associated with this project. The County reserves the right to reject any and all submittals. Kittitas County's selection will be based on review of submittals in the following manner: 1. The firm's or team's qualifications, experience and ability performing the requested work as an extension of county planning staff (50 points). 2. Detailed description of the firm's technology capabilities meeting modern mapping and outreach support services (30 points). 3. Experience working in Kittitas County in the past five years (20 points). 4. Experience working with state and federal regional staff in the past five years (20 points). 5. Demonstrated experience working with Washington State Department of Commerce staff on Growth Management compliance issues. (50 points). Anticipated Dates Tasks December 2, 2022 Deadline for SOQ submittals December 19, 2022 Selection of Firms to Interview January 9, 2023 Interviews and Reference Checks January 17, 2023 BOCC contract award January 23, 2023 Executed contract The selection process shall be as follows: • Submittals are reviewed and scored by the CDS 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 if the selection committee decides that interviews are required. The specific interview format will be provided to firms in advance of interviews. • Board of County Commission authorized on-call task order contract award. • The selected consultant will then enter into a Professional Services Consultant Agreement with the County. • The CDS Director will negotiate a scope of work and fee with the selected consultant on a task order basis. Kittitas County, 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. Kittitas County 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 electronically mailing Dan Carlson at dan.carlson@co.kitttias.wa.us by calling collect 509-962-7506. 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- January 2023. AGREEMENT OF SERVICES: The selected consultant(s) will be expected to enter into a Professional Services Consultant Agreement. Insurance requirements are included in that agreement. The anticipated contract period shall be January 1, 2023, to December 31, 2024. Persons with disabilities may request this information be prepared and supplied in alternate forms by calling collect (509-962-7506). 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 their qualifications and experience as noticed in this solicitation, with fees determined through negotiations following selection. Contracting is dependent on a negotiated mutually accepted scope of work and subsequent fee established by the consultant. INQUIRIES: Direct all inquiries regarding this request for services to Dan Carlson at (509) 962-7506 or via email to: dan.carlson@co.kittitas.wa.us. Dates of Publication: Daily Record: November 3`d, November 10`h, and November 17,11, 2022. Daily Journal of Commerce: November 3`d, November 10,11, and November 17Th 2022