REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS RELOCATION SERVICES FORMER MANITOU COMMUNITY CENTER 4806 South 66 th Street, Tacoma WA Page 1

2 RFP AT A GLANCE: PROJECT TITLE: ADDRESS: PROJECT DESCRIPTION: Manitou Relocation 4806 South 66 th Street, Tacoma The Tacoma Community Redevelopment Authority ( TCRA ) is seeking a relocation specialist to implement relocation services prior to redevelopment of this former school and community center. The TCRA proposes to acquire the site in 2016 and demolish the existing facility during the same year. TCRA plans to redevelop the site as single-family residences for homeownership opportunities. Although the total project design and costs are not yet identified, it is anticipated that federal funds will be used in the redevelopment of the site. The existing non-residential tenants currently residing on the site must be displaced under the Uniform Relocation and Real Property Acquisition Policies Act of 1970 (URA). A preference for a local contractors and local laborers applies. SUBMITTAL DEADLINE: Proposals are due by or before 5:00 p.m. on December 11, DELIVER SUBMITTAL TO: Carey Jenkins, Housing Division Manager City of Tacoma Community & Economic Development Department Room 900 Tacoma Municipal Building 747 Market Street Tacoma WA Hand delivered proposals to the same address may be submitted at the Customer Care Center, Second Floor/ Market Street Entrance, Tacoma Municipal Building. QUESTIONS: Questions regarding the contents of this RFP must be submitted via to cmorton@cityoftacoma.org by Tuesday, December 1, Copies of the RFP may be obtained from the City s website at: Respondents are encouraged to submit their questions regarding this RFP as soon as possible. Copies of the written inquiries and their answers will be posted as an addendum to the RFP online at the City s website address listed above. Recipients of this RFP will be notified of any addendum. Responses to questions, in either written or oral form, will not be deemed to amend the RFP unless and until the response is included in a formal addendum to the RFP. Page 2

3 PUBLIC DISCLOSURE: PRE-CONTRACTUAL EXPENSES: Proposals received by the Tacoma Community Redevelopment Authority are subject to public review and inspection under the Washington State Public Disclosure law, unless exempt, and will be made available upon request after award. The TCRA shall not, in any event, be liable for any precontractual expense incurred by any Respondent in preparation of its proposal. Pre-contractual expenses are defined as expense incurred in: 1. Preparing a proposal in response to this RFP 2. Submitting a proposal to the TCRA 3. Negotiating with the TCRA or City of Tacoma staff on any matter related to this proposal 4. Any other expenses incurred prior to date of award JOINT OFFERS: CONTRACT TYPE: Where two or more respondents desire to submit a single proposal in response to this RFP, they shall do so on a prime-sub consultant basis rather than as a joint venture. The TCRA intends to contract with a single firm and not with multiple firms doing business as a joint venture. It is anticipated that the agreement resulting from this solicitation, if awarded, will be on a not-to-exceed price contract. SCOPE OF WORK: The selected relocation team will assist TCRA with a scope of work for this project that includes: 1. Issuance of General Information Notices (GIN) if not previously issued by TCRA 2. Interview existing tenants (no more than 12) to identify tenant needs in relocating their business 3. Assist tenants with relocation advisory services, including identifying potential sites for moving, and addressing questions related to the benefits available to them under URA 4. Developing relocation budget for TCRA s review and approval 5. Issuance of Notice of Eligibility and 90-day Notice to Vacate, as appropriate 6. Assist tenants with questions related to moving business, and reimbursement of costs 7. Assist tenants with completion of relocation claim forms 8. Confirming tenants physical move prior to reimbursement of claim form(s) Document and report all relocation assistance provided. Page 3

4 DESIRED SUBMITTAL: Experienced relocation specialists interested in working with TCRA on this project should submit the following: 1. A Letter of Transmittal containing, at a minimum, the following information: a. Identification of the Respondent who will have contractual responsibility with the TCRA. Identification shall include legal name of the company or individual, corporate address, telephone and address of the contact person identified during the period of proposal evaluation. b. Proposed working relations between Prime and sub-consultants, if any. c. Acknowledgement of receipt of all addendums, if any. d. A statement to the effect that the proposal shall remain valid for a period of not less than 60 days from the RFP due date. e. Evidence of any applicable Washington State and City of Tacoma business licenses (preferred with Proposal, required prior to the award of a contract). f. Signature of the official authorized to bind Respondent to the terms of the proposal. g. Statement certifying, under penalty of perjury, that the Respondent complies with nondiscrimination requirements of the Local, State and Federal Government. h. Signed statement attesting that all information submitted with the proposal is true and correct. 2. Qualifications, Relevant Experience and References. This section of the proposal shall establish the ability of the Respondent to satisfactorily perform the required work by reasons of: experience in performing work of a similar nature to the Scope of Work; proven competence in the services to be provided; strength and stability of the firm; staffing capability; current work load; track record of meeting scheduled on similar projects and supportive client references. The Respondent shall: a. Provide a brief profile of the firm, including the types of services offered; the year founded; form of organization (corporation, partnership or sole proprietorship); number, size and location of offices; and total number of employees. b. Provide a general description of the firm s financial condition and identify any conditions (e.g. bankruptcy, pending litigation, planned office closures, impending merger, etc.) that may impede the Respondent s ability to provide these services. c. Describe the firms experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation of such work by the key personnel proposed for assignment to TCRA. Page 4

5 d. Describe specialized training, experience and professional competence in the area directly related to this RFP. e. Identify sub-consultants by company name, address, contact person, telephone number and project function, if applicable. The list should include a summary of the roles and responsibilities of each sub-consultant. f. Provide a minimum of three (3) references for completed work similar to that in scope of work contact in in this RFP. Furnish the contact name, title, address and telephone number of the person at each client agency/organization who is most knowledgeable about the work performed. 3. Proposed Team. This section of the proposal shall establish the method that will be used by the Respondent to provide requested services as well as identify key personnel assigned. The Respondent shall: a. Provide the education, training, experience and applicable professional credentials of the proposed Project Manager. b. Furnish brief resumes (two pages maximum per resume) for the proposed Project Manager and key personnel, professional credentials/licenses (including subconsultants). c. Identify key personnel proposed to perform the specified tasks and include major areas of sub-consultant work. d. Include a statement that key personnel will be available to the extent proposed for the duration of the required services acknowledging that no person designated shall be removed or replaced without the prior written concurrence of the TCRA. e. Provide an organizational chart and delineate clear lines of communication and sub consultants. 4. Detailed Work Plan. The Respondent shall provide a narrative addressing the Scope of Work and demonstrating the Respondent s understanding of the TCRA s needs and requirements. The Respondent shall: a. Describe the proposed approach and work plan for completing the services specified in the Scope of Work. The description of the proposed approach shall discuss the services in sufficient detail to demonstrate the Respondent s ability to accomplish the TCRA s objectives. b. Describe approach to managing resources, including a description of the role(s) of any sub-consultants, if applicable, their specific responsibilities, and how their work will be supervised. Identify methods that Respondent will use to ensure quality, budget, and schedule control. 5. Fee Proposal. Fee Proposal shall be submitted in a separately sealed envelope. Provide an al a cart menu of services with associated fees based upon the scope of services listed in Section III. The fee proposal can either be fixed rate for a specific service or an Page 5

6 estimate of labor hours and hourly rate. The labor hours should be based upon each task of the work. 6. Schedule. Provide a preliminary schedule and timeline showing activity and duration for each task. Assume a Relocation Agreement shall be executed no later than March 1, Letter or other documentation from a licensed insurance company certifying the following coverages can be provided: A. The Relocation Specialist shall obtain the insurance described in this section from insurers approved by the State Insurance Commissioner pursuant to RCW Title 48. The insurance must be provided by an insurer with a rating of A-: VII or higher in the A.M. Best s Key Rating Guide, which is licensed to do business in the state of Washington (or issued as a surplus line by a Washington Surplus lines broker). TCRA reserves the right to approve or reject the insurance provided, based on the insurer (including financial condition), terms and coverage, the Certificate of Insurance, and/or endorsements. B. The Relocation Specialist shall keep this insurance in force during the term of the contract and for not less than one year after the contract termination date, unless otherwise indicated in the negotiated Relocation Agreement. C. The Relocation Specialist providing any non-construction professional services shall provide evidence of Professional Liability insurance covering professional errors and omissions. Such policy must provide limits of not less than $1,000,000 per claim and $1,000,000 aggregate. If insurance is on a claims made form, its retroactive date, and that of all subsequent renewals, shall be no later than the effective date of this Contract. EXISTING TENANTS: The primary tenant is a day-care center operating under a month-to-month lease. The primary has up to twelve sub-tenants who provide a variety of community resources, primarily recreational. The tenants include a variety arts and craft groups, martial arts and social groups who utilize this space. ANTICIPATED RFP SCHEDULE*: Issue Date: November 13, 2015 Proposals due: 5:00 p.m. December 11, 2015 Interviews (if necessary): To Be Determined Selection: January 29, 2016 *Note: Issuance of this RFP does not commit the TCRA or City of Tacoma to adhere to the interview and selection schedule above. While every effort will be made to maintain the schedule, it cannot be guaranteed. Page 6

7 SUBMITTAL: Please submit three (3) hard copy originals and one electronic version on cd or flash drive. Deliver submittal no later than 5:00 p.m. on Friday, December 11, 2015 to: Carey Jenkins, Housing Division Manager City of Tacoma Community & Economic Development Department Room 900 Tacoma Municipal Building 747 Market Street Tacoma WA TERMS AND CONDITIONS: Hand delivered proposals to the same address may be submitted at the Customer Care Center, Second Floor Market Street Entrance, Tacoma Municipal Building. Issuance of this RFP does not commit the TCRA to award an Agreement, to pay costs incurred in the preparation of a response to this request, or to procure a contract for services. All respondents should note that the execution of an agreement or contract pursuant to this RFP is dependent upon the approval of the TCRA Board and the availability of federal funds necessary for the project. The TCRA retains the right to reject any and all submittals. Page 7