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HomeMy WebLinkAboutSOQ_Fire Station_ArchitecturalEngServicesKITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS 2023 AGENDA STAFF REPORT AGENDA DATE: October 3`d, 2023 ACTION REQUESTED: Authorize the Publication of a Request for Qualifications for Professional Architectural and Engineering Services for Fire Station 73. BACKGROUND: Kittitas County has developed a compliance plan to bring Fire Station 73 into compliance with the National Flood Insurance Program building standards. Compliance is required for Kittitas County to remain in good standing with the National Flood Insurance Program and remain eligible for the Community Rating System and emergency funding through FEMA. The first step in the compliance plan is to acquire professional architectural and engineering services to identify alternatives, evaluate feasibility, and provide cost estimates for compliance options. Professional Servies will be funded by the Flood Control Zone District and is included in the 2023 work plan and budget. INTERACTION: Public Works RECOMMENDATION: Direct staff issue Request for Qualifications and advertise accordingly. HANDLING: Return one original to Public Works. ATTACHMENTS: Notice of Request for Qualficiations; Request for Qualifications LEAD STAFF: Arden Thomas Water Resources Manager 9/27/23, 11:34 AM newspaper -text (15).html Public Notice Kittitas County, Ellensburg WA STATEMENT OF QUALIFICATIONS (SOQ) TO PROVIDE PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES FOR FIRE STATION FLOODPLAIN COMPLIANCE IN KITTITAS COUNTY, WASHINGTON All submittals received after 5:00 PM, local time, October 27, 2023, will be discarded. PURPOSE: The Kittitas County Flood Control Zone District is requesting Statements of Qualifications from qualified firms interested in providing professional architectural and engineering services to bring an existing fire station into compliance with National Flood Insurance Program building standards. SCOPE OF WORK: Professional architectural and engineering services are needed to identify alternatives, evaluate feasibility, and provide cost estimates for options to bring an existing fire station into compliance with National Flood Insurance Program building standards. The selected firm will work with Fire District and Flood Control Zone District staff to understand facility needs and permitting requirements for the structure. The alternative analysis should consider both building retrofit and building relocation options. PROCEDURES FOR SUBMITTAL: If you wish to be considered for work under this Statement of Qualifications (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). To respond to this solicitation to provide Professional Architectural and Engineering Services for Fire Station Floodplain Compliance, submit a sealed envelope with three (3) printed copies of the SOQ to Ms. Candle Leader, Administrative Supervisor, at 411 N. Ruby St. Suite 1, Ellensburg WA 98926, no later than 5:00 PM on October 27, 2023. Failure to adhere to submittal requirements allows for disqualification. 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 5:00 PM local time October 27, 2023, will be disregarded. The County reserves the right to reject one or more submittals. To facilitate review, SOQ submittals shall conform to the following format. 1. Experience and Qualifications: Provide a description of your frrm's experience and qualifications in designing facilities to meet National Flood Insurance Program building standards for structures located within a Special Flood Hazard Area. This description should include experience providing engineered flood proofing and fire station architectural services. 2. Project Team: Identify proposed team members and responsibilities. Provide individual resumes, outlining credentials and experience, and a statement about the availability and commitment of the proposed team members to complete the contract. 3. References: Provide the name and phone number for at least three (3) references of past clients in relation to projects similar to those in the above Scope of Work definition. 4. Project Understanding: Identify the approach that will be taken to meet the scope of work. Identify any special considerations for fire station facilities, facilities within a Special Flood Hazard Area, and retrofits of existing structures to meet National Flood Insurance Program building standards. Responders are directed as follows: • The maximum number of pages (double -sided) is ten and shall be 12-point font — including all graphics. • A cover letter may be provided in addition to the ten -page (double sided) limit. file:///C:/Users/candie.leader/Downloads/newspaper-text (15).html 1/3 9/27/23, 11:34 AM newspaper -text (15).html SELECTION PROCESS AND PROPOSED SCHEDULE: Kittitas County selection will be based on: 1. Firm/Team Qualifications (30%): Preference shall be given to qualifications in providing engineered flood proofing approaches, particularly for fire stations or other critical facilities located within a Special Flood Hazard Area. 2. Project Experience (30%): Preference shall be given to experience in relation to projects similar to those in the above Scope of Work. 3. References (15%): Preference shall be given to experience references for projects located within a Special Flood Hazard Area, buildings retrofitted to meet National Flood Insurance Program building standards, and fire station projects. 4. Project Understanding (25%): Preference shall be given to a comprehensive understanding of the Scope of Work requirements. A Kittitas County and Fire District review committee will review and rank the SOQs. The committee may choose to interview a shortlist of consultants before making the selection. The County reserves the right to reject any and all submissions to this SOQ, request clarification, and waive informalities/technicalities, if deemed in the best interest of the County. The County assumes no responsibility for costs incurred in responding to this SOQ. 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 insure 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. Anticipated Dates and Tasks 5 PM local time October 27, 2023 - Deadline for SOQ submittals November 3, 2023 - Selection of Firms to Interview November 17, 2023 - Interviews and Reference Checks November 27, 2023 - Provider Selection December 5, 2023 - BOCC Contract Award The above schedule is tentative and may be changed based on the number of proposals submitted. CONTRACT: The selected consultant will be expected to enter into a Standard Local Agency Professional Services Negotiated Hourly Rate Consultant Agreement. Insurance requirements are included in that agreement. A detailed scope of services and associated fees will be developed and agreed to by the selected consultants and the County and incorporated as part of the contract. INQUIRIES: Direct all inquiries regarding this request for services to Candie Leader, Administrative Supervisor at (509) 962-7523, or via e-mail to candie.leader@co.kittitas.wa.us The complete Request for Qualifications may be viewed online at http://www.co.kittitas.wa.us/ or contact Public Works at 509-962-7523. Published in the Daily Record and Daily Journal of Commerce: file:///C:/Users/candle.leader/Downloads/newspaper-text (15).html 213 9/27/23, 11:34 AM newspaper -text (15).html First Publication: October 5, 2023 Second Publication: October 12, 2023 Third Publication: October 19, 2023 Clerk of the Board Publish: Daily Record: 10/05/2023; 10/12/2023; 10/19/2023 Daily Journal of Commerce: 10/05/2023; 10/12/2023; 10/19/2023 (le:///C:/Users/candie.leader/Downloads/newspaper-text (15).html 3/3 9/27/23, 11:34 AM www-text (15).html 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 (15).html 1/1 �nscno�+_. ro nre KXr=XTj!LB COUNTY 4p 9 DEPARTMENT OF PUBLIC WORKS Mark Cook, PE, Director KITTITASCOONTI' STATEMENT OF QUALIFICATIONS Fire Station Floodplain Compliance Kittitas County, Washington The Kittitas County Flood Control Zone District is requesting Statements of Qualifications from interested and qualified firms interested in providing professional architectural and engineering services to bring an existing fire station into compliance with National Flood Insurance Program building standards. All submissions must be received by 5:00 PM October 27, 2023. The complete Request for Qualifications may be viewed online at http://www.co.kittitas.wa.us/ or contact Public Works at 509-962-7523. Published in the Daily Record and Daily Journal of Commerce First Publication: October 5, 2023 Second Publication: October 12, 2023 Third Publication: October 19, 2023 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 2 STATEMENT OF QUALIFICATIONS (SOQ) TO PROVIDE PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES FOR FIRE STATION FLOODPLAIN COMPLIANCE IN KITTITAS COUNTY, WASHINGTON All submittals received after 5:00 PM, local time, October 27, 2023, will be discarded. PURPOSE: The Kittitas County Flood Control Zone District is requesting Statements of Qualifications from qualified fines interested in providing professional architectural and engineering services to bring an existing fire station into compliance with National Flood Insurance Program building standards. SCOPE OF WORK: Professional architectural and engineering services are needed to identify alternatives, evaluate feasibility, and provide cost estimates for options to bring an existing fire station into compliance with National Flood Insurance Program building standards. The selected firm will work with Fire District and Flood Control Zone District staff to understand facility needs and permitting requirements for the structure. The alternative analysis should consider both building retrofit and building relocation options. PROCEDURES FOR SUBMITTAL: If you wish to be considered for work under this Statement of Qualifications (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). To respond to this solicitation to provide Professional Architectural and Engineering Services for Fire Station Floodplain Compliance, submit a sealed envelope with three (3) printed copies of the SOQ to Ms. Candie Leader, Administrative Supervisor, at 411 N. Ruby St. Suite 1, Ellensburg WA 98926, no later than 5:00 PM on October 27, 2023. Failure to adhere to submittal requirements allows for disqualification. 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 5:00 PM local time October 27, 2023, will be disregarded. The County reserves the right to reject one or more submittals. To facilitate review, SOQ submittals shall conform to the following format. Experience and Qualifications: Provide a description of your firm's experience and qualifications in designing facilities to meet National Flood Insurance Program building standards for structures located within a Special Flood Hazard Area. This description should include experience providing engineered flood proofing and fire station architectural services. 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 3 2. Project Team: Identify proposed team members and responsibilities. Provide individual resumes, outlining credentials and experience, and a statement about the availability and commitment of the proposed team members to complete the contract. References: Provide the name and phone number for at least three (3) references of past clients in relation to projects similar to those in the above Scope of Work definition. 4. Project Understanding: Identify the approach that will be taken to meet the scope of work. Identify any special considerations for fire station facilities, facilities within a Special Flood Hazard Area, and retrofits of existing structures to meet National Flood Insurance Program building standards. Responders are directed as follows: The maximum number of pages (double -sided) is ten and shall be 12-point font — including all graphics. A cover letter may be provided in addition to the ten -page (double sided) limit. SELECTION PROCESS AND PROPOSED SCHEDULE: Kittitas County selection will be based on: Firm/Team Qualifications (30%): Preference shall be given to qualifications in providing engineered flood proofing approaches, particularly for fire stations or other critical facilities located within a Special Flood Hazard Area. 2. Project Experience (30%): Preference shall be given to experience in relation to projects similar to those in the above Scope of Work. 3. References (15%): Preference shall be given to experience references for projects located within a Special Flood Hazard Area, buildings retrofitted to meet National Flood Insurance Program building standards, and fire station projects. 4. Project Understanding (25%): Preference shall be given to a comprehensive understanding of the Scope of Work requirements. A Kittitas County and Fire District review committee will review and rank the SOQs. The committee may choose to interview a shortlist of consultants before making the selection. The County reserves the right to reject any and all submissions to this SOQ, request clarification, and waive informalities/technicalities, if deemed in the best interest of the County. The County assumes no responsibility for costs incurred in responding to this SOQ. 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 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 4 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 insure 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. Anticipated Dates Tasks 5 PM local time October 27, 2023 Deadline for SOQ submittals November 3, 2023 Selection of Firms to Interview November 17, 2023 Interviews and Reference Checks November 27, 2023 Provider Selection December 5, 2023 BOCC Contract Award The above schedule is tentative and may be changed based on the number of proposals submitted. CONTRACT: The selected consultant will be expected to enter into a Standard Local Agency Professional Services Negotiated Hourly Rate Consultant Agreement. Insurance requirements are included in that agreement. A detailed scope of services and associated fees will be developed and agreed to by the selected consultants and the County and incorporated as part of the contract. INQUIRIES: Direct all inquiries regarding this request for services to Candie Leader, Administrative Supervisor at (509) 962-7523, or via e-mail to candie.leader@co.kittitas.wa.us 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663