REQUEST FOR QUALIFICATION (RFQ) PROJECT NUMBER 2017-08 February 13, 2017 Request for Qualifications: Project 2017-08 Licensed Professional Architectural Services The EVERETT HOUSING AUTHORITY is soliciting statements of qualifications for Professional Architectural Services as outlined in this request. Firms interested in providing such service to EHA must complete and submit a statement of qualifications that substantiates and presents evidence of that firm's abilities and expertise in the areas defined in the selection criteria section of this document. DEADLINE FOR SUBMITTALS: NO LATER THAN 4:30 P.M. On March 03, 2017 Title Section Page 1.1 Background Information 2 1.2 Services to be Provided; Project Information and Scope of Work 2 1.3 Blank - 1.4 RFQ Process 2 1.5 Schedule 3 1.6 Evaluation Criteria/Submittal Format 3 1.7 Submittal Requirements No Faxed or Emailed submittals will be accepted. 4 Attachments Editable forms are available upon written request to brendam@evha.org A Firm s Experience Record; 5 B EHA Vendor Information Sheet; 6 C Consultant Certification 7 D Qualification and Sub-Consultant s List; 8 E Section 3 Business Information; 9 F W-9 Form 10 G MWBE Report 11 H Statement-Affidavit-Compliance Form 12 I Insurance Requirement (Informational purposes only, not required until award of a contract for services) 13-14 end Page 1 of 14
Request for Qualifications: Project 2017-08 Licensed Professional Architectural Services 1.1 BACKGROUND INFORMATION The Everett Housing Authority is a municipal corporation, created in 1942 by Washington State Law (RCW35.82) and City of Everett Council resolution, to provide rental housing and related services to lower income and disabled persons. EHA is governed by a five-member Board of Commissioners, appointed by the Mayor of the City of Everett and confirmed by City Council. The Executive Director is appointed by and reports to the Board and provides direction to staff and management. 1.2 SERVICES TO BE PROVIDED The Everett Housing Authority (EHA) is inviting statements of qualifications for Professional Architectural and/or Engineering Services. The term of the contract will be project specific. The primary purpose of this RFQ is to solicit services for projects as they become defined, and specifically for the Baker Heights project listed below. 1.2.1 Baker Heights Re-Development The Baker Heights project includes the re-development of an existing 50 unit 3.6-acre portion of a larger 14.35-acre site that is currently comprised of 244 1, 2, 3, 4 and 6-bedroom Public Housing row houses built in 1943 for low-income residents. It has been determined that this property has reached physical obsolescence and is in the process of receiving HUD approval for disposition. Current planning anticipates that 3.6 acres of the property will be retained by the Housing Authority for re-development. The current design for the re-development envisions that the 3.6-acre site will be consolidated into a single parcel and re-platted with affordable housing units in a mix of 1, 2, 3 and 4 bedrooms. Scope of A&E services will include a new plat with civil design of right of ways, utilities, water and sewer infrastructure and new building design with specifications and drawings sufficient for bid documents. The housing authority does own other properties and a project from one of those properties may also be selected for A & E services. This RFQ would also be in effect for any new property acquisitions/renovations the housing authority may develop. 1.3 BLANK 1.4 RFQ PROCESS All submittals will be retained for 5 years and reviewed as EHA determines the need for architectural services. EHA expressly reserves the right, during the original term and all renewal terms of the contract(s) resulting from this RFQ, to solicit similar or related services from other providers. EHA may award contracts to other vendors or use other contractors or consultants to perform similar or related work in this time period. Qualifications and performance statements will be reviewed and will be used as a source from which to select qualified firms from whom detailed proposal(s) will be requested for specific project(s) as identified. EHA reserves the right to reject any and all statements submitted, and to waive minor informalities in statements submitted. Page 2 of 14
Request for Qualifications: Project 2017-08 Licensed Professional Architectural Services The purpose of this solicitation is to select a firm that, in EHA's sole judgment, appear to be the best qualified for the given project. EHA does not guarantee that any work to any company will result from this solicitation. EHA will review all submittals, perform reference checks, interview finalists (if deemed necessary by the panel), and make recommendations to the Executive Director. The selection panel will rank companies according to EHA s determination of qualification. The best qualified firm will be asked to submit a detailed cost proposal for the specific project. If EHA is unable to negotiate a satisfactory contract for a fair and reasonable price, negotiations will be terminated and EHA may either initiate negotiations with the next most qualified firm, if any, or may issue a new RFQ for this specific work project. 1.5 SCHEDULE 1) Questions regarding this RFQ should be addressed in writing, to Brenda McLeod, Assistant Director of Procurement and Contracts, Everett Housing Authority, by email to brendam@evha.org a. Questions will be accepted until 4:30 PM on February 22, 2017. b. Questions will be answered by 4:30 PM on February 23, 2017. 2) Submittal packets are due by 4:30 PM on March 3, 2017 3) Evaluations will be completed by March 17, 2017 4) Notifications of evaluations will be sent by March 24, 2017 1.6 EVALUATION CRITERIA/SUBMITTAL FORMAT Firms interested in submitting a response to this RFQ should develop a submittal that best illustrates their expertise in the areas identified in the selection criteria below. Responses shall contain information in the following tabbed order as listed. Identify each section to facilitate quick reference. There are 80 total points possible in the evaluation process. Tab 1: Cover Letter of Interest Tab 2: Resumes and Technical Qualifications (15 Points) The successful firm shall assign a Principal in Charge as Project Architect or Project Manager for the duration of this project. Qualified personnel of the firm are required to have a minimum of 5 years professional experience. Provide resumes and statements of specific qualifications for personnel identified to work on EHA project(s). Tab 3: History of Past Performance (15 Points) Each respondent will provide at least four, but not more than six letters of recommendation from owners of projects completed by the respondent which are Page 3 of 14
Request for Qualifications: Project 2017-08 Licensed Professional Architectural Services similar to the work described in this RFQ. It is preferred that each recommendation should attest to the owner's satisfaction in terms of cost control, quality of work and compliance with schedules. Include addresses, contract amounts, owners' names, and telephone numbers. Tab 4: Specific Areas of Expertise (20 Points) Each respondent should complete Attachment A: Firm s Experience Record for current and past projects in which they were responsible for schematic design, design development, construction documentation, bidding and construction administration of projects of a similar nature to the Baker Heights Re-development. Tab 5: Ability to respond to scheduling needs (20 Points) Each respondent should provide information as to their ability to respond to projects that require special attention to timelines and possible short notice with accelerated start dates. Tab 6: (10 points) EHA Required Forms: (All required forms are attachments to this request) A) Firm s Experience Record B) EHA Vendor Information Sheet; a. Please include copies of your Business and Professional License and that of your sub-consultants C) Consultant Certification; D) Qualification and Sub-Consultant s List; E) Section 3 Business Information Form; F) W-9 Form; G) OMWBE Report; H) Non-Collusive Affidavit; I) Insurance Requirement: - This is for informational purposes only. This is not part of the submittal requirements. You will only need to provide this if you are awarded a project. 1.7 SUBMITTAL REQUIREMENTS (No Faxed or Emailed submittals will be accepted.) Please submit one (1) original and three (3) complete copies of the entire package to: Everett Housing Authority Brenda McLeod Assistant Director of Procurement and Contracts 3107 Colby Avenue Everett, WA 98201 OR Everett Housing Authority Brenda McLeod Assistant Director of Procurement and Contracts P. O. Box 1547 Everett, WA 98206-1547 Submittals shall be dated, sealed and labeled in the lower left-hand corner with "Submittal for Professional Architectural Services: Project 2017-08". The firm's name and address must be clearly shown on the outside of the envelope. Page 4 of 14
EVERETT HOUSING AUTHORITY Attachment A FIRM S EXPERIENCE RECORD NAME OF FIRM: PHYSICAL STREET ADDRESS: CHECK ONE: INDIVIDUAL: PARTNERSHIP: CORPORATION: LLC: List Similar Projects Successfully Managed, Supervised and Completed by your company for work as specified in the RFQ Documents. LIST CURRENT PROJECTS FIRST: A. NAME OF PROJECT 1. COMPLETITION DATE DURATATION (MONTHS) NATURE OF WORK AMOUNT OF CONTRACT 2. 3. 4. 5. 6. 7. 8. * Check If Additional Pages are attached for Description of Section A: B. 1. OWNER S NAME OF ABOVE PROJECTS PROJECT ADDRESS CONTACT PERSON PHONE / FAX NUMBER 2. 3. 4. 5. 6. 7. 8. The Consultant hereby Certifies that the information contained in this Firm s Experience Record is Accurate, Complete and Current. SIGNATURE: TITLE: NAME: DATE: Page 5 of 14
EHA Use only Vendor Number 1099 Yes/No ATTACHMENT B Date VENDOR INFORMATION SHEET In order for us to establish you as a vendor with the Everett Housing Authority, I need the following information: Company Name: Billing Address: City State Zip: Location Address: City State Zip: Phone: Fax: Contact Person: Email Address: Federal ID # Are you incorporated? Yes No Unified Business ID # (UBI) Washington State Only: Are you a minority contractor? Yes No On what basis are you a minority contractor? Please select one of the following: 1 2 3 4 5 6 7 8 Caucasian Black Native American Hispanic Asian Pacific Hasidic Jew Woman Other; Please describe: If you are a women owned business, please also circle the ethnicity. Are you a section 3 Vendor? Yes, qualify by # No (See Attachment E for details) If this is not applicable to your firm, mark through Page 1 of Attachment E and return only page 1 with your submittal. Administrative Services-Procurement Page 6 of 14
EVERETT HOUSING AUTHORITY ATTACHMENT C CONSULTANT CERTIFICATION PROJECT NAME: NAME OF FIRM: PHYSICAL ST ADDRESS: CIW-STATE-ZIP: TELEPHONE NUMBER: FAX NUMBER: FEDERAL TAX ID NO.: WA STATE U.B.I. NO.: TYPE OF BUSINESS: CORPORATION: LLC-PARTNERSHIP: SOLE OWNERSHIP: OWNERS OF FIRM (Must list all owners, list additional owners on reverse side if necessary): NAME OF OWNER; Under penalties of perjury, I/We hereby certify that: (Circle Appropriate Responses) 1. I/We have a complete copy of the RFQ Documents and Drawings (if applicable) for this project as supplied by the Everett Housing Authority. 2. I/We have no contractual or other circumstances that would prevent us from meeting the various requirements contained in the RFQ Documents to the greatest extent feasible and with good faith efforts to attempt to meet the attached goals. 3. I/We certify that we do not and will not maintain, nor permit our employees to work in a location where segregated facilities are maintained, except for separate or single-user toilet and changing facilities, if necessary, to assure privacy between the sexes. 4. I/We certify that we have/have not participated in an Equal Employment Opportunity Plan in the past that required filing reports with the Government; and that if we have, we have/have not filed all reports due. If we have not, we will file these reports. 5. I/We certify that the number shown on this form is my/our correct taxpayer identification number (or I/we am/are waiting for a number to be issued to me/us), and 6. I/We further certified that I/We are not subject to backup withholding because; (a) /We are exempt from backup withholding, or (b) I/We have not been notified by the Internal Revenue Service that I/We are subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me/us that I/We are no longer subject to backup withholding. (NOTE: You must cross out item #6., if you have been notified by the IRS that you are currently subject to backup withholding because of underreporting interest or dividends on your tax return). 7., who is by title the,of our firm has been designated, as the responsible official to ensure required reports are submitted, and record keeping complies with all the applicable regulations. SIGNATURE: NAME: TITLE: DATE: Page 7 of 14
EVERETT HOUSING AUTHORITY ATTACHMENT D QUALIFICATION AND SUBCONSULTANT S LIST 1. NAME OF FIRM: 2. Physical Street Address: 3. Business Type: Architectural Other: Engineer: (Please Specify): 4. Current UBI #: Federal ld#: 5. No. of Years in Business: Number of Employees in your firm: 6. No. of Years of Experience performing Specific Tasks as stated in the RFQ Documents: 7. Indicate clearly the kind of work your firm will actually perform: 8. Do you intend to use Subconsultant (s) in this project? YES: NO: (* if YES You Must Show the Name of the Subconsultant(s) with Information as Listed Below:) A. Business Name: Contact Person: Address: SUBCONSULTANT S INFORMATION ARCHITECTURAL/ YRS OF EXPERENCE (Provide Additional Page(s) as Required) ENGINEERING/OTHER IN BUSINESS Phone Number Current UBI #: B. Business Name: Contact Person: Address: Phone Number Current UBI #: C. Business Name: Contact Person: Address: Phone Number Current UBI #: The Consultant hereby Certifies that the information contained in this "Qualification and Subconsultant s List is accurate, complete and current. SIGNATURE: NAME: Page 8 of 14
ATTACHMENT E 24 CODE OF FEDERAL REGISTER PART 135 COMMONLY KNOWN AS "SECTION 3" March 1995 The above interim rule established by the Department of Housing and Urban Development applies to the activities included in this bid document. A summary of the requirements are stated herewith. BIDDER PREFERENCE The provisions of this rule require the Housing Authority extend a preference in awarding of contracts to businesses meeting any one of the following three criteria: 1. If the business is 51 percent or more owned and actively operated by Section 3 residents. Businesses meeting this preference category will be given between a 3% and 5% preference. The preference of 5% will be given to businesses owned by residents of the development in which the contract work will occur. The preference of 4% will be given to businesses owned by other EHA public housing residents. The preference of 3% will be given to businesses owned by other Section 3 residents that do not live in EHA public housing. 2. If at least 30 percent of the business' employees reside in this metropolitan area and are currently low or very-low income families or were at their time of hire (applies only to hires within the past three years). Businesses meeting this preference category will be given a 2% preference. 3. If the contractor provides evidence of a commitment to subcontract in excess of 25 percent of the dollar award of all subcontractors to businesses who meet criteria 1 or 2 above. Businesses meeting this preference category will be given a 1% preference. The definition of a Section 3 Resident is a person residing in the King/Snohomish County area whose annual family income is less than: Persons in Family 1 2 3 4 5 6 7 Very Low (50%) Income Limits 31,650 36,150 40,650 45,150 48,800 52,400 56,000 Extremely Low (30%) Income Limits 19,000 21,700 24,400 27,100 29,300 32,580 36,730 Low (80%) Income Limits 48,550 55,450 62,400 69,300 74,850 80,400 85,950 Page 9 of 14
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EVERETT HOUSING AUTHORITY ATTACHMENT G WMBE PLEASE COMPLETE THIS SURVEY AND RETURN WITH YOUR BID/PROPOSAL DOCUMENTS. NOT SUBMITTING THIS SURVEY WILL NOT DISQUALIFY YOUR BID/PROPOSAL. THIS IS FOR INFORMATIONAL PURPOSES ONLY. COMPANY NAME: ADDRESS: CITY, STATE, ZIP: TYPE OF BUSINESS: INCORPORATED FEDERAL ID#: PARTNERSHIP ID#: SOLE PROPRIETORSHIP SS#: OTHER DESCRIBE: WMBE: YES NO DESCRIBE: DISADVANTAGE (disabled) OWNED (DBE) WOMEN OWNED (WBE) MINORITY OWNED (MBE OR MWBE) 1. WHITE AMERICAN 4. HISPANIC AMERICAN 2. BLACK AMERICAN 5. ASIAN-PACIFIC AMERICAN 3. NATIVE AMERICAN 6. HASIDIC JEW NONE OF THE ABOVE (NEC) REGISTERED WMBE? YES NO REGISTRATION IN PROGRESS Signature Print Name and Title Date Page 11 of 14
ATTACHMENT H NON-COLLUSIVE AFFIDAVIT State of... County of... (Name & Title) who is an authorized Agent of the firm of being first duly sworn, on his/her oath, says that the bid herewith submitted is genuine and not a sham or collusive bid, or made in the interest or on the behalf of any person not herein named; and he/she further says that the said bidder has not directly or indirectly induced or solicited any bidder on the above work or supplies to put in a sham bid, or any other person or corporation to refrain from bidding; and that said bidder has not in any manner sought by collusion to secure him/herself an advantage over any other bidder or bidders; or to secure any advantage against the Housing Authority of the City of Everett or any person interested in the proposed contract; and that all statements in said proposal or bid are true and correct. SUSPENSION & DEBARMENT COMPLIANCE certifies that neither it, nor any person or firm which has an interest in the above named firm are debarred, suspended or ineligible from involvement by any federal, state or local government. I furthermore certify that the above or firm which has an interest in the above named firm shall not enter into any subcontract with any subcontractor who has been temporarily denied participation from participating in contracting programs by any agency of the United States Government or of the State of Washington, and shall take full responsibility for the acts or omissions of its subcontractors, and of any person(s) either directly or indirectly employed by the Contractor. Bidder (if individual)... Partner (if partnership). Officer (if corporation.. Subscribed and sworn to before me Notary Public in and for the State of residing at. this day of, 200. My Commission expires... Page 12 of 14
ATTACHMENT I INSURANCE REQUIREMENTS Insurance Endorsements: In order to comply with HUD's requirement that Housing Authorities not assume the liability of contractors or their subcontractors, and in the exercise of responsible risk management, Insurance Endorsements shall be required in order to protect the Housing Authority. Prior to the beginning of any work under this contract, an authorized representative of each successful bidder's insurers shall submit Insurance Endorsements naming the Housing Authority as Additional Insured on all but Errors and Omissions coverage. If the duties under this contract require Professional Liability Insurance, the Additional Insured requirement of these Special Conditions shall be waived. However, all other provisions herein shall remain in effect. Insurance offered to indemnify the Housing Authority shall be provided by insurers rated by the A M. Best Company with a rating of not less than B+ Vl. If the coverages offered are on a claims made form, the insurer shall provide an extended five year reporting period to the Additional Insured. All such insurance shall be primary, and not contributing with any other insurance or self insurance maintained by the Housing Authority notwithstanding any inconsistent provisions in any such policies maintained by the Housing Authority and shall not require contribution by any insurance or self insurance maintained by the Housing Authority on any basis, pro rata, or otherwise. The policy to which the Additional Insured endorsement is attached shall apply separately to each insured against whom claim is made or suit is brought except with respect to the limits of the company's liability. The policy to which the Additional Insured endorsement-is attached shall not be subject to cancellation, change in coverage, reduction of limits or non-renewal except after written notice of not less than thirty (30) days given to the designated Housing Authority official by certified mail, return receipt requested prior to the effective date thereof. The Housing Authority has provided its Instructions to Bidders and standard insurance endorsements which contain other insurance clauses required under this contract. ISO Endorsements or others, will also be acceptable provided they contain the same clauses and protection contained in the endorsements provided with these Special Conditions. Page 13 of 14
ATTACHMENT I 1. A policy of commercial general liability, including Washington Stop-Gap, naming EHA as additional insured, protecting and holding EHA harmless from any and all damages which may arise in connection with the services to be provided hereunder, in at least the principal amount of a single combined limit of One Million Dollars ($1,000,000) per occurrence, Two Million Dollars ($2,000,000) aggregate personal injury and/or property damage liability. Such insurance is subject to approval by EHA. 2. A policy of automobile liability insurance in the amount of One Million Dollars ($1,000,000) per accident for bodily injury and property damage. 3. If automobiles are used in connection with any activity performed under contract(s) resulting from this RFQ, a policy of commercial automobile liability, including coverage for owned, non-owned, leased or hired vehicles with a minimum coverage of Three Hundred Thousand Dollars ($300,000) per accident. 4. A policy of errors and omissions liability of not less than One Million Dollars ($1,000,000) per occurrence. Page 14 of 14