City of Seattle
REQUEST FOR Qualifications
Consultant Contracting
Project Title: Washington Park Arboretum Multi-Use Trail
Procurement Schedule
Table 1: Procurement Schedule
Schedule of Events / Date/Time / LocationRFQ Release / 3/13/13 / DJC, Seattle Times
Optional Pre-Submittal Conference / 3/18/13, 8:30am / RDA Bldg.
800 Maynard Ave., S. 3rd. Flr.
Seattle, WA 98134-1336
Deadline for Questions / 3/22/13, 8:30am / Email:andy,
Sealed Proposals Due to the City / 3/29/13, 8:30am / Email:andy,
RFP Evaluation Results / 4/3/13, 8:30am
RFP Interviews / 4/10/13, 8:30am-12:30pm
Announcement of Successful Proposer(s) / 4/11/13, 8:30am
Anticipated Negotiation Schedule / 4/11/13 - 4/15/13
The City reserves the right to modify this schedule at the City’s discretion.
Notification of changes will be posted on the City website or as otherwise stated.
Procurement Contact
Project Manager: Andy Sheffer, , 206-684-7041
Table 2: Delivery Address
Fed Ex & Hand Delivery - Physical Address / US Post Office - Mailing AddressSeattle Parks and Recreation
ATTN: ANDY SHEFFER
800 Maynard Ave. S., 3rd. Flr
Seattle, WA 98134-1336 / Seattle Parks and Recreation
ATTN: ANDY SHEFFER
800 Maynard Ave. S., 3rd. Flr
Seattle, WA 98134-1336
It is important to use the correct address for the delivery method you chose.
Unless authorized by the Project Manager, no other City official or employee may speak for the City regarding this solicitation until the award decisions are complete. Any Proposer seeking information, clarification, or interpretations from any other City official or City employee uses such information at the Proposer’s own risk. The City is not bound by such information. Following the Proposal submittal deadline, Proposers shall continue to direct communications to only the City Project Manager.
Table of Contents
1. Purpose and Background. 3
2. Period of Performance. 3
3. Solicitation Objectives. 3
4. Minimum Qualifications. 3
5. Scope of Work. 3
6. Contract Modifications. 3
7. Instructions, Procedures and Requirements. 3
8. Response Format. 3
9. Selection Process. 3
10. Award and Contract Execution 3
1. Purpose and Background.
Project Location: The project is located in Washington Park Arboretum between the intersection of East Madison St. and Lake Washington Boulevard East, at the south end, and the intersection of East Foster Island Road and Lake Washington Boulevard East, at the North End.
Parks and Recreation (Parks) is requesting proposals for a consultant team to provide design services: including landscape architecture, civil engineering, structural engineering, and multi modal transportation design. Design includes a 1.2 mile multi-use trail along Arboretum Creek, grading, removal of culverts, improvement of an existing gravel surface lot to a 59 stall paved parking lot, 1 stairway, construction of 3 pedestrian bridges. Additional improvements include upgrades of existing crushed rock pathways to make connections to the surrounding neighborhood. Site amenities to be specified include benches, trash receptacles, interpretive and way finding signs, and various seating areas. The trail itself is proposed to be porous asphalt at 10’ in width with 2’ shoulders on either side narrowing down to 8’ in width with 2’ shoulders to the south. Wetland and stream enhancement and restoration are included. This trail is the first phase of a larger project that includes the North Entry to the Washington Park Arboretum. The attachments may include references to the North Entry Project; but, this request for proposals focuses only on the Multi-Use Trail Project
2. Period of Performance.
The project duration will start at the end of April 2013 and extend thru April of 2015. The design phase will be expected to be complete with permits, in hand, by April 2014
3. Solicitation Objectives.
The City expects to achieve the following outcomes through this consultant team solicitation:
· Provide that the consultant team has experience with multi-use trail design that accommodates safety, mobility and accessibility and meets current AASHTO standards.
· Provide that the consultant team has experience with multi-use trail design that minimizes environmental impacts and maintenance and operation costs.
· Provide that the consultant team has experience with multi-use trail design that accommodates heavy use and is sensitive to environmental constraints including critical slopes, habitat areas, peat areas and riparian areas.
· Provide that the consultant team has experience designing facilities in Arboretums with careful attention to collections and exhibits.
· Provide that the consultant team has experience designing projects that bring awareness to the mission of the greater facility.
· Provide that the consultant team has experience designing wetland and habitat restoration projects as mitigation for other project elements.
· Provide that the consultant team has experience with bridge design that is responsive to existing design idioms and materials.
· Provide that the consultant team has detailed experience with permitting on a city, state, and federal level.
· The team shall demonstrate an understanding of the relevant codes, current and proposed design guidelines, planning documentation, the City of Seattle Standard Plans for Municipal Construction and the Parks Standard Plans and Specifications. Provide solutions that are economical and feasible for implementation.
· Provide detailed scope statements and necessary drawings to direct a contractor without incurring change order costs.
· Provide skilled consultants that have a strong record and experience, so the City is assured to get dependable, responsive, proven and expert services.
4. Minimum Qualifications.
The minimum qualifications are required for a Consultant to be eligible to submit a RFQ response. Responses must clearly show compliance to these minimum qualifications. Those that are not clearly responsive to these minimum qualifications shall be rejected by the City without further consideration:
· Consultant must have a local office within 50 miles of the greater Seattle area.
· Consultant must have a valid City of Seattle business license.
· The Landscape Architect of record for the design of any work authorized in the Contract must be a current State of Washington licensed landscape architect in good standing with 10 years landscape architectural experience.
· The Engineers of record for the design of any work authorized in the Contract must be current State of Washington licensed in good standing with at least 10 years engineering experience.
· The Consultant must have demonstrated experience working on projects of similar size and scope within the last 5 years.
· The Consultant must have a minimum of 5 years continuous experience during which time the services have been the primary business service.
· Consultant must be able to meet the City of Seattle consultant insurance requirements.
5. Scope of Work.
Consultant teams shall review all background information to date to inform the design, (please review attachments at the end of this document.) Consultant Team will be expected to provide professional services to design the 1.2 mile, multi-use, trail through the Washington Park Arboretum and apply for permits in accordance with the associated timeframe. Consultant Team is expected to utilize existing CAD drawings and perform work tasks that include, but not limited to the followiong:
· Design Development: Submit final JARPA (Draft JARPA completed during conceptual design phase). Further design of CAD level layout of multi-use trail. Plans, outline technical specifications and construction cost estimate (8 hardcopies, Cad Files, and .pdfs): Twenty (20 ) calendar days after the consultant contract has been executed. Meetings: Parks Proview, Public Meeting.
· 65% Construction Document plans, technical specifications index, construction cost estimate (8 hardcopies, Cad Files, and .pdfs and written responses to the City's Design Development comments: Fifteen (15) calendar days after the Design Development Phase has been approved. Meetings: Parks Proview, Arboretum Botanical Garden Committee, UW Curatorial Committee, Seattle Pedestrian Advisory Board, Seattle Bicycle Advisory Board.
· 95% Construction Document plans, complete technical specifications, construction cost estimate (8 hardcopies, Cad Files, and .pdfs and written responses to the City's 65% Construction Document comments: Fifteen (15) calendar days after the 65% Construction Document Submittal has been approved. Meetings: Parks Proview, UW Curatorial Committee
· Completed (100%) Construction Document plans, technical specifications, construction cost estimate (8 hardcopies, Cad Files, and .pdfs), and written responses to the City's 95% Construction Document comments: Ten (10) calendar days after the 95% Construction Document Submittal has been approved.
· Revision to completed (100%) Construction Document plans, Project Manual (8 hardcopies, Cad Files, and .pdfs), updated cost estimate (both hard and electronic copies), and written responses to the City’s Construction Document comments: Five (5) calendar days after the completed Construction Documents have been approved.
Bidding Assistance: Assume complete responsibility for preparing any design-related addenda or revisions to the Bidding Documents and delivering a copy of same into the hands of the City, for distribution to plan holders.
· Construction Administration: Conduct regular site meetings and provide observation of work completed and in progress. The Consultant shall be responsible for preparing and distributing the minutes in a format to be provided by the City of each meeting prior to the next meeting including one copy to the Park Engineer for his information.
6. Contract Modifications.
The City has attached its boilerplate contract terms with this solicitation to allow Proposers to be familiar with boilerplate, and all non-negotiable terms prior to investing time into submitting a proposal. The City may negotiate with the highest ranked apparent successful Proposer, to negotiate modifications to the proposal, the proposed City contract, and/or align the proposal or the contract to best meet City needs within the scope sought by the RFP/RFQ. The City cannot modify contract provisions mandated by Federal, State or City law. This includes, but is not limited to: Equal Benefits, Audit (Review of Vendor Records), WMBE and EEO, Confidentiality, and Debarment. Exceptions to those provisions will be summarily disregarded. City administration cannot agree to any form of mutual indemnification.
7. Instructions, Procedures and Requirements.
This section details the City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject the submittal of any Consultant that fails to comply with the instructions.
7.1 Registration into City Registration System.
If you have not previously done so, register at: http://www2.seattle.gov/ConsultantRegistration/ . The City expects all firms to register. Women- and minority- owned firms are asked to self-identify. For assistance, call 206-684-0444.
7.2 Pre-Proposal Conference.
The City shall conduct an optional pre-proposal conference at the time, date and location in page 1. Proposers are highly encouraged to attend but not required to attend to be eligible to propose. The meeting answers questions about the solicitation and clarify issues. This also allows Proposers to raise concerns. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-proposal conference.
7.3 Questions.
Proposers may submit written questions to the Project Manager until the deadline stated on page 1. The City prefers questions be through e-mail to the City Project Manager. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under in any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to Questions if any are issued.
7.4 Changes to the RFP/RFQ/Addenda.
A change may be made by the City if, in the sole judgment of the City, the change will not compromise the City’s objectives in this acquisition. A change to this RFQ will be made by formal written addendum issued by the City’s Project Manager Addenda and shall become part of this RFQ and included as part of the Contract.
7.5 Receiving Addenda and/or Question and Answers.
It is the obligation and responsibility of the Consultant to learn of addendums, responses, or notices issued by the City. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.
All submittals sent to the City may be considered compliant to all Addendums, with or without specific confirmation from the Consultant that the Addendum was received and incorporated, at the sole discretion of the Project Manager. The Project Manager may reject the submittal if it does not fully incorporate an Addendum.
7.6 Proposal Submittal.
a. Proposals must be received into the City no later than the date and time on page 1 except as revised by Addenda.
b. All pages are to be numbered sequentially, and closely follow the requested formats.
c. The City has page limits specified in the submittal instructions section. Any pages that exceed the page limit will be excised from the document for purposes of evaluation.
d. The submitter has full responsibility to ensure the response arrives at the City within the deadline. A response delivered after the deadline will not be accepted unless waived as immaterial by the City given specific fact-based circumstances.
Electronic Submittal.
The City allows and will accept an electronic submittal, in lieu of an official paper submittal.
a. The electronic submittal is e-mailed to the City contact (see page 4), by the deadline (Procurement Schedule, Table 1, Page 4 or as otherwise amended).
b. Title the e-mail clearly so it won’t be lost in an e-mail stream.
c. Any risks associated are borne by the Proposer.
d. The City e-mail system will allow documents up to 12 Megabytes.
e. If the Proposer also submits a hard-copy, the hard copy has precedence.
7.7 License and Business Tax Requirements.
The Consultant must meet all licensing requirements that apply to their business immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if they are required by the laws of those jurisdictions. The Consultant should carefully consider those costs prior to submitting their offer, as the City will not separately pay or reimburse those costs to the Consultant.
Seattle Business Licensing and associated taxes.
a. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.
b. A “physical nexus” means you have physical presence, such as: a building/facility in Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).