CITY OF FEDERAL WAY REQUEST FOR STATEMENT OF QUALIFICATIONS ARCHITECTURAL AND ENGINEERING SERVICES Surface Water Management ( SWM ) Comprehensive Plan Capital Improvements Program Update and Rate Study I. PURPOSE OF REQUEST The City of Federal Way ( City ) is soliciting statements of qualifications and performance data from architects and engineers for professional consulting services to update its Surface Water Comprehensive Plan/Capital Improvements Program and a Surface Water Utility Rate Study for the City pursuant to Chapter 39.80 RCW. The City s needs are outlined in the following Request for Statements ( Request ). II. TIME SCHEDULE The City will follow the following timetable: Issue Request for Statements April 6, 2018 Deadline for Submittal of Responses to Request April 25, 2018 Selection of Firms to Interview* May 8, 2018 Interview Firms May 24, 2018 Notify Firm Selected May 28, 2018 Scope & Budget Development/Negotiations May 29 June 7, 2018 Anticipated Notice to Proceed June 11, 2018 Anticipated project completion May 2019 * The City reserves the right to make a selection based upon the SOQ submission alone but may request interviews if needed. III. INSTRUCTIONS TO PROPOSERS A. All Responses to Request for Statements shall be sent to: Theresa Thurlow, P.E., Surface Water Manager Public Works Department City of Federal Way 33325 8th Ave S Federal Way, WA 98003-6325 (253) 835-2750 B. Please place three (3) copies of your Statement of Qualifications ( SOQ ), performance data, and one digital copy in a sealed envelope and clearly label in the lower left corner Statement of Qualification for Surface Water Management - 1 -
( SWM ) Comprehensive Plan Capital Improvements Program Update and Rate Study. No faxed or telephone statements will be accepted. C. All SOQs must be received by April 25, 2018, at 3:00 p.m., at which time they will be opened. D. SOQs should be prepared simply and economically, providing a straight forward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc. are not desired. Emphasis should be on completeness and clarity of content. Use of recycled paper for requests and any printed or photocopied material created pursuant to a contract with the City is desirable whenever practicable. Use of both sides of paper sheets for any submittals to the City is desirable whenever practicable. E. The Surface Water Manager, Theresa Thurlow or representative will notify the firm selected by May 28, 2018. F. All questions regarding the submittal process and/or the technical aspects of the project shall be directed to the SOQ Project Manager listed below. Only e-mail correspondence will be accepted. All responses will be provided via e-mail. Unauthorized contact regarding this SOQ with any other City employees will affect the proposal score and may result in disqualification. Name: Theresa Thurlow E-mail: theresa.thurlow@cityoffederalway.com G. A non-mandatory pre-submittal meeting will be held April 11, 2018 at 10:00 a.m. at City Hall, 33325 8 th Ave S, Federal Way, WA 98003, in the West Hylebos Room. H. All SOQs must include the following information: The names of individuals from those firms who will be working on the project and their areas of responsibility. Specific experience of individuals relative to the proposed project. If a sub-consultant will be utilized, the name of the firm and names of individuals who will be working on the project and their areas of responsibility. References. IV. SELECTION CRITERIA The following factors will be used to evaluate your SOQ and determine whether your firm will be selected to commence negotiations with the City regarding any contract: - 2 -
Proposal Evaluation Criteria Weight Demonstration of thorough understanding of project scope as identified by the City. 20 Comprehensive and Facility Capital Project Planning experience on surface and stormwater public projects of similar size and Utility Fund Rate Analysis project experience Experience of project manager(s) and significant team members Demonstration of understanding of current and evolving NPDES permit requirements and WRIA Salmon recovery plans. Total 100 Each SOQ will be independently evaluated on factors 1 through 5. V. TERMS AND CONDITIONS A. The City reserves the right to reject any and all SOQ s, and to waive minor irregularities in any SOQ. B. The City reserves the right to request clarification of information submitted, and to request additional information from any contractor. C. The City reserves the right to award any contract to the next most qualified consultant, if the successful consultant does not execute a contract within thirty (30) days after the selection of the contractor. D. Any SOQ may be withdrawn up until the date and time set above for opening of the SOQ s. Any SOQ not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to provide to the City the services described in the attached specifications, or until one or more of the SOQ s have been approved by the City administration, whichever occurs first. E. The contract resulting from acceptance of a SOQ by the City shall be in a form supplied or approved by the City, and shall reflect the specifications in this Request. A copy of the contract is available for review, and shall include requirements to comply with ADA, Civil Rights Act, and EEO requirements. The City reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this Request, 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 Request for Qualifications. 25 25 20 10-3 -
G. The City, 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 ensure 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. VI. SCOPE OF SERVICES (1) INFORMATION A. The City of Federal Way is located in King County and was incorporated in 1990. It is a NPDES Phase II municipality with an estimated 2017 population of 96,350 and its land mass covers approximately 23 square miles with five miles of marine shoreline, six major streams, six significant wetlands, and 13 lakes that function as part of the stormwater drainage system. The City of Federal Way watersheds fall within Water Resource Inventory Areas 9 and 10 and consist of a portion of the Lower Green River watershed, Lower Puget Sound, and Hylebos Creek watersheds. B. The City s Stormwater Management ( SWM ) Utility Fund is responsible for the operation of the City s storm drainage system. The system consists of approximately 228 miles of pipe, 12,536 catch basins and manholes, and 441 detention and water quality facilities (dry ponds, wet ponds, bioswales, underground vaults, Filtera units, and modular wetlands). (2) BACKGROUND A. The proposed Scope of Work outlines tasks to be performed by the selected consultant to assist the City of Federal Way in its efforts to update the Comprehensive Stormwater Management Plan ( CSWMP ) Capital Improvement Program ( CIP ) and conduct a SWM utility fund rate study. The update to the SWM CIP plan will serve as a major planning document for the utility through 2029 and will incorporate multiple sources including current planning documents, historical maintenance and inspection records, flooding response, and water quality reports currently available. Sources include, but are not limited to the following: City of Federal Way Comprehensive Plan City of Federal Way Municipal Code City of Federal Way Development Standards Current CSWMP and SWM CIP plan Existing GIS database of mapped MS4 Previous Watershed Basin studies and analysis conducted on behalf of the SWM utility - 4 -
Previous Water Quality studies and analysis conducted on behalf of the SWM utility Infrastructure and asset condition inspections Historical records of previous rate studies Maintenance Service Requests and Work Orders Water quality violations and enforcement records B. The updated plan must be consistent with the 2016 King County Surface Water Design Manual ( KCSWDM ), the City of Federal Way Addendum to the KCSWDM and the City s NPDES Phase II permit, including requirements for use of LID BMPs and principals. C. The SWM utility rate study will analyze current rate structure through review and analysis of current data, identify possible data gaps or issues and provide recommendations for changes to the current SWM utility rate and structure. (3) PROPOSED SCOPE OF WORK A. The proposed scope of work ( SOW ) includes tasks and activities the City of Federal Way have assumed necessary to meet the objectives outlined below. It is anticipated that some tasks will require field work. There may be additional tasks that will be identified during the course of interviews and scope/contract negotiations upon selection of a consultant team. A detailed SOW defining the exact performance requirements and schedules for completion of the project will be developed during negotiations with the selected consultant to establish terms of the professional services agreement and consultant s fees. For the purposes of this SOQ, the following tasks are assumed and included in this proposed SOW: Review of previous studies and plans, and other information associated with stormwater systems. Useful information from previous studies will be compiled and incorporated into the new plan. Characterization of the City s watershed basins. Identification and assessment of existing or potential problems areas; prioritization of problem areas, identification and evaluation of alternatives for mitigating problem areas. Evaluation of the stormwater collection system for capacity and identification of needs based on conveyance goals and policies. This work may include evaluation of the roadway system for capacity during flood events. Evaluation of City resources relating to the current and future needs of the Surface Water Management Program operations. Develop a criteria matrix for scoring and prioritizing SWM CIP projects. Development of a prioritized Capital Improvement Plan ( CIP ) and programmatic measures including 10% preliminary scoping design and planning-level cost estimates. The plan will provide an evaluation of how the proposed CIP program supports the City s overall stormwater management goals. The - 5 -
Comprehensive Plan shall be a guide to future users to mitigate water quality impacts to sensitive environmental areas within the City s jurisdiction. The plan shall identify areas of concern to water quality and prioritize stormwater projects that will most efficiently reduce pollutant loadings entering Federal Way waterways. Conduct a utilities rate study of the City s Surface Water Management fees incorporating the updated SWM CIP plan and anticipated requirements under evolving NPDES permits. Develop recommendations for a sustainable funding structure that supports the City s desired level of services for the SWM utility. Prepare written and graphic materials for review by the City Staff for use during public engagement. Public involvement and participation will include one Federal Way Land Use Transportation Committee ( LUTC ) meeting and up to two Federal Way City Council meetings. The Consultant shall assist the City with public presentations and informational meetings at various stages of the project. Public involvement will include a web (or other technology-based) survey and 2-3 public/stakeholders meetings. VII. COMPENSATION A. Upon selection of the most qualified firm on the basis of demonstrated competence and qualifications for the type of professional services required, the City will negotiate a price which it determines is fair and reasonable. If the City is unable to negotiate a satisfactory contract with the firm selected, negotiations with that firm will terminate and the City may select another firm. B. Payment by the City for the services will only be made after the services have been performed, an itemized billing statement is submitted in the form specified by the City and approved by the appropriate City representative, which shall specifically set forth the services performed, the name of the person performing such services, and the hourly labor charge rate for such person. Payment shall be made on a monthly basis, thirty (30) days after receipt of such billing statement. VIII. PUBLICATION This Request shall be published as follows: Name of Publication: Dates: - 6 -