City of Edgewood REQUEST FOR QUALIFICATIONS 2016 ON-CALL CONSULTANT SERVICES

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1 City of Edgewood REQUEST FOR QUALIFICATIONS 2016 ON-CALL CONSULTANT SERVICES I. PURPOSE OF REQUEST. The City of Edgewood is requesting statements of qualifications from professional consulting firms licensed under the laws of the state of Washington to perform a variety of on-call review and consulting services. The City does not expect that one consulting firm will have the ability to perform all of the services listed below; however, if your firm can provide more than one of the services, please provide a separate RFQ for each. The professional on-call consulting services for which the City is seeking are as follows: 1. Transportation planning, engineering design services, project review, technical support 2. Stormwater engineering services, project review, inspections and consulting 3. Building on-call, inspection, compliance and plan review services 4. Geotechnical engineering, design, project review, and on-call technical assistance 5. Wetlands and critical area technical review, mitigation plan design and review and on-call services 6. Surveying on-call, land surveying services in support of City projects and facilities The numbered service categories listed above correspond with numbered sections within this RFQ containing detailed information about the qualification statement submittal requirements for each. The City of Edgewood does not expect or require a large amount of preliminary work to be performed by the firms submitting for consideration through the selection process. It is the City s intent to select consultants based on past performance, qualifications, and the ability to perform the necessary work and to complete assigned projects within the timeframe specified. Once the City has reviewed the qualifications, one or more firms may be requested to provide additional information and/or participate in an interview process. Do not submit any price or fee information at this time. Firms providing such information as part of their response to this RFQ may be disqualified. 1. TRANSPORTATION PLANNING, ENGINEERING AND REVIEW Scope of Work: The majority of the work is anticipated to be assigned on an as-needed/on-call basis. The following is a description of typical work. All future work will be assigned on a Task Order basis and may include work/review for projects not specifically noted in this example. The consultant (firm) selected by the City will provide support to City staff to complete a variety of general municipal transportation planning, engineering and development project review support work that may include, but is not limited to the following: Review of development projects, including Traffic Impact Analysis (TIA), submitted as part of a project review 1 of 8

2 Site inspections for new development and permit compliance related to transportation infrastructure and related systems Develop and recommend draft transportation standards and roadway designs consistent with City policy and standards Traffic Impact Fee review and technical support Public Hearing support before the Hearing Examiner Task based transportation planning and engineering services necessary to support efficient project review and implementation by the City of Edgewood Maintain the City s traffic model and track development projects City Council technical support on major policy discussions Provide support on City transportation capital projects and grants as requested The Consultant will be expected to work primarily as a technical expert directly with staff. Work will be coordinated with the City s Community Development and Public Works Departments. A lead staff member from each Department will be assigned to work directly with the Consultant (Team) to provide timely and efficient development review and project delivery. The City will typically assign work to the Consultant under a general contract for services or as a Task Order under the professional services on-call contract. Senior City staff will provide direct support for required or recommended public participation or formal hearings and project review. An example of likely work with the Council includes consultant participation in Council Study Sessions, or targeted project updates with staff at regular Council meetings or working with the Hearings Examiner. The City anticipates that a successful Consultant Team will be assigned successive work based on their ability to efficiently and timely provide a range of services. Familiarity and recent experience working with the City of Edgewood will be given greater weight in the selection process. 2. STORMWATER ENGINEERING CONSULTING AND REVIEW Scope of Work: The majority of the work is anticipated to be assigned on an as-needed/on-call basis. Specific tasks (Task Orders) may also be negotiated based on a specific fee schedule. The following is a preliminary scope of work that may be modified during contract negotiations with the selected consultant. The general municipal stormwater engineering support work may include, but is not limited to the following: The consultant will be expected to review stormwater plans and technical information reports from applicants and provide an evaluation of the information provided, the analysis methodology used, and conclusions/recommendations made consistent with the 2005 Stormwater Manual for Western Washington and local code amendments (EMC 13.05) or most current version thereof Review of technical reports from other engineers for conformance with threshold determinations of stormwater facilities/methodologies and road improvement designs of preliminary land division proposals and participation in pre-application review meetings for proposed land use projects within the City may also be required City initiated project coordination and technical services based on task level assignments On-call inspection services to supplement City staff and support efficient permitting and project review Development compliance inspections for permitted projects in the City of Edgewood Support for major City Initiated stormwater planning and design projects providing staff level support and review for major projects initiated by the City 2 of 8

3 Minor design and field review services related to surface water problems and City initiated projects as directed by the City s project manager City Council and Hearing Examiner professional support as requested to respond to major policy issues and permit approvals or recommendations as a technical expert Observation of on-site soils and topography to confirm site suitability of stormwater management methods or facilities for new construction or remodels, site review of BMP s or other field methods, and inspection of roadway and other frontage improvements associated with either residential or commercial development projects, guidance on issues relative to surface water drainage, infiltration suitability, and potential for subsurface groundwater flows may also be needed. The City anticipates that a successful Consultant Team (firm) will be assigned successive work based on their ability to efficiently and timely provide services. Familiarity and recent experience working with the City of Edgewood will be given greater weight in the selection process. 3. BUILDING SERVICES - PLAN REVIEW AND INSPECTIONS Scope of Work: The majority of the work is anticipated to be assigned on an as-needed/on-call basis. Building Department support services are intended to supplement the City s existing Building Department plan review and building inspection staff with supplemental on-call services to meet peak project review needs. The following is a preliminary scope of residential and non-residential building plan review work that may be modified during final contract negotiations with the selected consultant (firm). The general municipal building plan review and inspection support work may include, but is not limited to the following: In accordance with the currently adopted City of Edgewood codes, the consultant will be expected to perform building plan reviews for a full range of residential and non-residential building types that may include, but are not limited to structural, energy code, barrier free, mechanical and plumbing plans submitted with building applications to the City of Edgewood. Should corrections be required, the consultant will provide the City with specific details regarding incomplete or incorrect items on the plans and a description of what corrections or additions are required as well as references to the specific, applicable code sections relating to the deficiencies. Attendance at preliminary review or other meetings may be required occasionally and the City may request that some inspection services be provided with some projects or to meet peak activity demand. The City anticipates that a successful Consultant Team will be assigned successive work based on their ability to efficiently and timely provide services on a task-by-task basis. Familiarity and recent experience working with the City of Edgewood will be given greater weight in the selection process. Ability to work from a City provided office space for established hours is also preferable. 4. GEOTECHNICAL REVIEW & ENGINEERING SUPPORT SERVICES Scope of Work: The majority of the work is anticipated to be assigned on an as-needed/on-call basis. The following is an example of the scope of geotechnical review work anticipated that may be modified during contract negotiations with the selected consultant. The general municipal engineering support work for geotechnical services may include, but is not limited to the following: The consultant will review geotechnical reports from project applicants and other engineers/geologists and provide evaluation of the information provided, the analysis methodology 3 of 8

4 used and conclusions/recommendations made as well as conformance with Title 14 EMC Critical Areas (with an emphasis on EMC Landslide Hazard Areas, review procedures and EMC Seismic Hazard Area standards) Project level inspection services as assigned Provide project level on-call services for City-initiated capital projects (review plans and specifications) and technical response to emerging geotechnical issues that pose a threat to the City s infrastructure or systems as a supplement to the City s existing staffing Support staff in preparing critical area and development code updates and policy related support related to geotechnical review Occasionally provide technical support to the City Council and City s Hearing Examiner as required to support policy and project level reviews The consultant may perform on-site soils/materials sampling and testing to confirm adherence to construction standards or specifications and perform on-site and office work to provide guidance on issues relative to slope stability, infiltration suitability and sub-surface groundwater flows. The City anticipates that a successful Consultant Team (firm) will be assigned successive work on a task order basis based on their ability to efficiently and timely provide services. Familiarity and recent experience working with the City of Edgewood will be given greater weight in the selection process. 5. WETLANDS & CRITICAL AREA REVIEW AND FIELD INSPECTION SERVICES Scope of Work: The majority of the work is anticipated to be assigned on an as-needed/on-call basis. The following is a preliminary scope of wetlands review work that may be modified during contract negotiations with the selected consultant. The general municipal wetland and critical area support work may include, but is not limited to the following: The consultant will perform wetland and critical area review for substantial conformance with Title 14 EMC (Critical Areas), delineation and reporting services for both public (City initiated) and private project applications in accordance with the most current version of the development codes and standards as adopted by the City of Edgewood. Should corrections be required, the consultant will provide the City with specific details regarding incomplete or incorrect items on the plans, and a description of what corrections or additions are required as well as references to the specific, applicable code sections relating to the deficiencies. Attendance at preliminary application or site review or other meetings may be required occasionally As directed, periodically provide support before the Edgewood City Council and Edgewood Hearing Examiner as an expert on the subject matter Provide task level support for ode updates and compliance efforts related to wetland and critical area compliance and permitting The City anticipates that a successful Consultant Team (firm) will be assigned successive work on a task by task basis based on their ability to efficiently and timely provide services. Familiarity with the City s Development Code and recent experience working with the City of Edgewood will be given greater weight in the selection process. 4 of 8

5 6. SURVEYING ON CALL SUPPORT SERVICES Scope of Work: The majority of the work is anticipated to be assigned on an as-needed/on-call basis. The following is a preliminary scope of surveying work that may be modified during contract negotiations with the selected consultant. The general municipal surveying support work may include, but is not limited to the following: The consultant may perform surveying services to confirm property lines, perform or establish record surveys for City-owned property and preliminary topographic surveying for City projects prior to design or repair The consultant team may be tasked with preparing and recording all documentation required for the City to verify and provide certification for projects that will utilize federal funding Laying out staking for roadways, sidewalks or paths, underground utilities, storm drainage facilities, buildings or other appurtenances during project construction may also be required Reviewing survey records and projects that will need to be recorded under the City s direction as needed The City anticipates that a successful Consultant, Firm, or Consultant Team will be assigned successive work on a task by task basis based on their ability to efficiently and timely provide services. Familiarity and recent experience working with the City of Edgewood will be given greater weight in the selection process. II. TIME SCHEDULE. The City will attempt to follow this timetable: Issue RFQ September 18, 2015 Deadline for Submittal of Qualifications October 9, 2015 Preliminary Selection of Firms to Interview (if applicable) October 23, 2015 Council Consideration of Firms November 10, 2015 Begin Contract Negotiations with Chosen Firm November 11, 2015 Council Authorization to Execute Agreement with Consultant November 24, 2015 III. INSTRUCTIONS TO PROPOSERS. A. Six (6) copies of the response to the City s RFQ must be received by October 9, 2015 at 4:00 PM. The qualifications statements must identify the disciplines submitted in response to on the cover. No faxed or copies will be accepted. It is the responsibility of the firm to ensure the qualifications statements arrive on time and to the correct location. Any qualifications statements received after the scheduled closing time shall be returned to the firm unopened. B. All RFQ s should be sent to: City of Edgewood Attn: City Clerk th Ave E Edgewood, WA of 8

6 C. Any additional information or addendum to this RFQ will be issued by the City prior to the submittal deadline. The City will mail or such information directly to known interested parties. D. RFQ s should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to perform the type of work identified, satisfy the requirements of the request and be limited to 8 pages total. E. All qualifications must include the following information: 1. The names of individuals, including any proposed sub-consultants who will be working on the proposed services, and their areas of individual expertise and responsibility. 2. A brief overview of the company, including how long in business, privately or publicly owned, etc. 3. At least three (3) recent references (within the last 12 months), including entity name, contact person and telephone number. Municipal references preferred. 4. Ability to execute contract upon award. IV. SELECTION CRITERIA. The following may be used to evaluate the applicants: A. Demonstrated experience and expertise in the one or more of the services listed in this RFQ. B. Previous experience and familiarity with the City of Edgewood. C. Demonstrated ability to work efficiently from individual task order assignments. D. Previous overall experience of consultant team assigned to project. E. References and similar project experience. F. General impressions and presentation of qualifications. G. Demonstration of understanding of the services requested. H. Familiarity and knowledge of the Edgewood Municipal Code and all other applicable adopted codes and policies relating to the discipline of services provided. V. TERMS AND CONDITIONS. A. The City reserves the right to reject any and all RFQs. B. The City reserves the right to request clarification of information submitted, and to request additional information from any firm. C. The City reserves the right to award any contract to the next most qualified firm, if the successful firm does not execute a contract by the proposed date of November 24, of 8

7 D. Any RFQ may be withdrawn up until the date and time set for receipt of the qualifications. Any RFQ not so timely withdrawn shall constitute an irrevocable offer to sell to the City the services described in the attached specifications for a period of ninety (90) days or until one or more of the proposals have been approved by the City administration, whichever occurs first. E. The contract resulting from acceptance of a proposal by the City shall be in a form supplied or approved by the City, and shall reflect the specifications in this RFQ. The City reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFQ, and which is not approved by the City Attorney s office. F. The City shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFQ. VI. SCOPE OF SERVICES. General Background. The City of Edgewood is 8.9 square miles and home to approximately 9,615 residents. The City is entirely within Pierce County and is geographically located in the North Hill area surrounded by the cities of Milton, Fife, Puyallup and Sumner. The City s northern boundary is adjacent to King County. Incorporated as a code city, the City of Edgewood formed on February 28, 1996 and operates under the strong Mayor form of government as of August, The City of Edgewood is a contract city and has a very small number of staff, therefore it is necessary to have consultants available to assist with projects on an as needed basis to assist with heavy workloads or to perform services that are not performed by on-staff personnel. Additional Task Orders As a contract City, Edgewood typically issues a variety of task-based work in several fields of expertise to on-call consultants. The City expects to develop long-term relationships with efficient service providers that can effectively respond to continuing work on a priority and on-call/as needed basis, provide exemplary service and perform to the satisfaction of the City. It is possible that more than one firm will be selected to contract with the City for on-call/as needed services in one or more of the specialty areas noted. The City of Edgewood reserves the right to award additional work or projects to the same firm, or another firm as necessary. VII. OTHER INFORMATION. For additional information or explanation of the contents or intent of these specifications, please contact the City with your questions via to Eric Phillips, AICP - Assistant City Administrator Municipal Services at eric@cityofedgewood.org or by telephone at of 8

8 City of Edgewood REQUEST FOR QUALIFICATIONS 2016 ON-CALL CONSULTANT SERVICES The City of Edgewood is requesting statements of qualifications from professional consulting firms licensed under the laws of the state of Washington to perform a variety of on-call review and consulting services. The City does not expect that one consulting firm will have the ability to perform all of the services listed below; however, if your firm can provide more than one of the services, please provide a separate RFQ for each. The professional on-call consulting services for which the City is seeking are as follows: Transportation planning, Stormwater engineering, Building inspection and plan review, Geotechnical engineering, Wetlands and critical area technical review, Surveying. A complete copy of the RFQ can be obtained on the City s website at: by selecting the 2016 Multi-Consultant on-call services RFQ link. All submittals must be received by 4:00 PM on October 9, of 8