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HomeMy WebLinkAboutSOQ_Upper County Maintenance Shop_RenovationsKITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS 2022 AGENDA STAFF REPORT AGENDA DATE: December 20, 2022 ACTION REQUESTED: Request to Authorize Public Works to Solicit Architectural Services for Managing Building Renovations at the Upper County Maintenance Shop BACKGROUND: The Board of County Commissioners authorized at a previous Study Session (September 26, 2022) a proposal to solicit qualified architectural firms to lead building renovations at the Upper County Road Maintenance Shop. The renovations are being driven by poor building seals that are forcing ongoing Heating Ventilating and Cooling problems. Public Works proposes using an architectural firm to oversee building renovations. INTERACTION: Public Works. RECOMMENDATION: Authorize Public Works to Solicit Architectural Services for Managing Building Renovations at the Upper County Maintenance Shop. HANDLING: Return one original to Public Works. ATTACHMENTS: Notice of Request for Statement of Qualifications; Request of Statement of Qualifications LEAD STAFF: Mark R. Cook, Director. 12/12/22, 1:11 PM newspaper -text (48).html Public Notice Kittitas County, Ellensburg WA REQUEST FOR STATEMENT OF QUALIFICATIONS Architectural Services Overseeing Remediation Construction at the Upper County Road Maintenance Shop in Cle Elum, WA All submittals received after 5:00 PM Local Time, on January 27, 2023, will be discarded PURPOSE: Kittitas County Department of Public Works desires contracting with a qualified Architectural firm managing necessary construction renovations to the Upper County Road Maintenance Shop. The selected firm will oversee implementation of recommendations from a summer 2022 building evaluation conducted by a Heating Ventilating and Cooling specialist. SCOPE OF THE PROJECT: The selected architect will act as the owner's representative overseeing remediation construction of the Upper County Road Maintenance Shop. Assistance preparing bid documents, assistance through bid award and oversight of contractor remediation construction efforts are anticipated contract scope items. PROCEDURES FOR SUBMITTAL: If you wish to be considered for work under this SOQ, submit a sealed envelope to Kittitas County Public Works, at 411 N. Ruby St. Suite 1, Ellensburg WA 98926 by 5:00 pm local time on January 27, 2023. 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. Address submittals: Kittitas County Public Works 411 North Ruby, Suite 1 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 January 27, 2023, 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 (such as right of way or construction) 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 (15 points) 2. Detailed description of the firm's approach to the project (25 points) 3. Detailed response to the summer 2022 NEXUS air leakage report from (25 points) 4. Detailed project timeline (10 points) 5. Demonstration of similar efforts for municipal agencies acting as owner's representative (25 points) Anticipated Dates and Tasks January 27, 2023 - Deadline for SOQ submittals February 10, 2023 - Selection of Firms to Interview file:///C:/Users/candie.leader/Downloads/newspaper-text (48).html 1/3 12/12/22, 1:11 PM newspaper -text (48).html February 16, 2023 - Interviews and Reference Checks March 7, 2023 - BOCC contract award March 17, 2023 - Executed contract 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 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 design contract award. • The Public Works Director will negotiate a scope of work and fee with the selected consultant. • The selected consultant will then enter into a Professional Services Consultant Agreement with Public Works. 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 a mailing Candie Leader at candie.leader@co.kittitas.wa.us or by calling collect 509-962-7523. 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-February 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 February 2023 through December 31, 2023. 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 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. The NEXUS air leakage report is available upon request from Kittitas County Department of Public Works, Ms. Candie Leader, Administrative Supervisor, 509-962-7523; candie.leader@co.kittitas.wa.us. file:///C:/Users/candie.leader/Downloads/newspaper-text (48).html 2/3 12/12/22, 1:11 PM INQUIRIES: newspaper -text (48).html Direct all inquiries regarding this request for services to Candie Leader (509) 962-7523 or via email to: Candie Leader candie.leader@co.kiftftas.wa.us More information is online at http://www.co.kittitas.wa.us/notices/. Clerk of the Board Publish: Daily Record: 01/05/2023; 01/12/2023; 01/19/2023 Daily Journal of Commerce: 01/05/2023; 01/12/2023; 01/19/2023 file:///C:/Userstcandie.leader/Downloads/newspaper-text (48).html 3/3 12/12/22, 1:11 PM www -text (46).html 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/DownloadsM-text(46).html 1/1 KITTZTAtS COUNTY DEPARTMENT OF PUBLIC WORKS Mark R. Cook, Director AIT(I I'\5(Ilf\11 REQUEST FOR STATEMENT OF QUALIFICATIONS Architectural Services Overseeing Remediation Construction at the Upper County Road Maintenance Shop in Cle Elum, WA All submittals received after 5:00 PM Local Time, on January 27, 2023, will be discarded PURPOSE: Kittitas County Department of Public Works desires contracting with a qualified Architectural fine managing necessary construction renovations to the Upper County Road Maintenance Shop. The selected fine will oversee implementation of recommendations from a summer 2022 building evaluation conducted by a Heating Ventilating and Cooling specialist. SCOPE OF THE PROJECT: The selected architect will act as the owner's representative overseeing remediation construction of the Upper County Road Maintenance Shop. Assistance preparing bid documents, assistance through bid award and oversight of contractor remediation construction efforts are anticipated contract scope items. ',1 Lei DI 1 C 1� G If you wish to be considered for work under this SOQ, submit a sealed envelope to Kittitas County Public Works, at 411 N. Ruby St. Suite 1, Ellensburg WA 98926 by 5:00 pm local time on January 27, 2023. 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. Address submittals: Kittitas County Public Works 411 North Ruby, Suite 1 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 January 27, 2023, 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 (such as right of way or construction) associated with this project. The County reserves the right to reject any and all submittals. Page 1 of 3 • k 121 a • • ' 1 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 (15 points) 2. Detailed description of the firm's approach to the project (25 points) 3. Detailed response to the summer 2022 NEXUS air leakage report from (25 points) 4. Detailed project timeline (10 points) 5. Demonstration of similar efforts for municipal agencies acting as owner's representative (25 points) Anticipated Dates Tasks January 27, 2023 Deadline for SOQ submittals February 10, 2023 Selection of Firms to Interview February 16, 2023 Interviews and Reference Checks March 7, 2023 BOCC contract award March 17, 2023 Executed contract 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 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 design contract award. • The Public Works Director will negotiate a scope of work and fee with the selected consultant. • The selected consultant will then enter into a Professional Services Consultant Agreement with Public Works. 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 e mailing Candie Leader at candie.leader a co,kittitas.wa.us or by calling collect 509-962-7523. Page 2 of 3 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- February 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 February 2023 through December 31, 2023. 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. r.1 u )10 N 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. The NEXUS air leakage report is available upon request from Kittitas County Department of Public Works, Ms. Candie Leader, Administrative Supervisor, 509-962-7523; candie.leader@co.kittitas.wa. us. Direct all inquiries regarding this request for services to Candie Leader (509) 962-7523 or via email to: Candie Leader candie.leader((-t,)co,kittitas.wa.us Dates of Publication: The Daily Record: January 5, 12, and 19, 2023 The Daily Journal of Commerce: January 5, 12 and 19, 2023 Page 3 of 3