REQUEST FOR QUALIFICATIONS: Arhitect & Engineering Services for Roof Replacment

Documents Posted: Request for QualificationsRequest for Qualifications REQUEST FOR QUALIFICATIONSArchitect & Engineering Services for Roof Replacement:Port Townsend Community Center Gym, 620 Tyler St. Port Townsend Jefferson County, WA Request for Qualifications (RFQ) Release:         October   30, 2024Statement of Qualifications (SOQ) Due:              December 13, 2025 1.     Purpose of this RequestThe Jefferson County Department of Central Services (hereafter referred to as the Agency) is soliciting Statements of Qualifications (SOQs) from consulting firms with experience in architecture, structural engineering, and historical preservation. The Agency is seeking the services of a multi-discipline consulting team to provide architectural and engineering services to address structural deficiencies in the Port Townsend Community Center Gymnasium (PTCC), located at 620 Tyler St., Port Townsend WA.In 2011 a structural evaluation was completed on the PTCC Gymnasium by Terrapin Architecture and Owen Structural Engineering, Inc. it revealed structural deficiency in the ability of the roof trusses to perform as designed.  At this time the trusses have the capacity to carry the weight of themselves and the roof above. The report indicates they do not have the ability to carry any snow load or a moderately extreme wind load.  The report further specifies we have an undetermined life expectancy of the gym roof structural components as the degradation of strength continues. The roof shingles have surpassed their useful life expectancy.  We have spot replaced shingles for the last three years which is an extremely short-term solution.The first task under this agreement will be preparation of a Preliminary Design Report to analyze corrective alternatives.  Alternatives shall meet all of the requirements of the City of Port Townsend building code. Following completion of the Preliminary Design Report, the Consultant will prepare complete Plans, Specifications and Estimates (PS&E). The consultant may also be considered for providing construction support services, under separate contract.Jefferson County encourages disadvantaged minority and women-owned consultant firms to respond, and the Agency, in accordance with Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.Jefferson County in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. This material can be made available in an alternate format by emailing Matthew Court, at document.write('mcourt'+'@'+'co.jefferson.wa.us')For security reasons, you must enable JavaScript to view this E-mail address., or by calling collect +1 (555) 000-0000. 2.     Scope of Work 2.1           Project ManagementThe Consultant will complete a project schedule within 10 days after Notice to Proceed. The schedule will detail individual work elements of the project scope, and schedule requirements incorporating both internal and external milestones. The Consultant will be responsible for managing all necessary work to produce quality deliverables on schedule and within budget.2.2       Assemble Technical Data The Consultant shall conduct the necessary analyses, including but not necessarily limited to structural engineering and architectural analysis in order to support the design.  The 2011 structural evaluation documents will be provided. (Basic drawings, scope of work, report findings)2.3           Preliminary Design ReportThe Consultant will prepare a report evaluating up to three corrective alternatives to address the structural deficiency of the Gym roof. The report should include a general description of the site and construction issues; provide pros/cons, construction costs, and appropriate conceptual drawings for each alternative.  The report shall recommend a preferred alternative. Following completion of the draft report, the Consultant will participate with the Agency in soliciting comments and obtaining concurrence from permitting agencies and other stakeholders on the preferred alternative.  Following that process, the Consultant will finalize the Preliminary Design Report.2.4       Plans, Specifications and EstimatesFollowing completion of the Preliminary Design Report, the Consultant will prepare complete Plans, Specifications, and Estimates (PS&E) for construction, in accordance with all applicable City of Port Townsend regulations. The Agency will prepare Division 1 of the Special Provisions, provide boiler plate bid documents, assemble the final bid package, and manage the bidding process.2.5       Environmental Process The gymnasium is within a National Landmark Historic District. In conjunction with PS&E preparation, the Consultant will obtain the required approvals to satisfy Port Townsend  Historical Preservation Committee requirements. The Agency will obtain any local permits required through the City of Port Townsend building department.2.6       Additional TasksAdditional tasks for which the Consultant may be considered include, but may not be limited to construction support services.Jefferson County reserves the right to authorize subsequent phases of work to the consultant within the scope of this project as described herein. Should the Agency exercise this right, the Agency may choose to supplement the existing contract or the Agency may choose to close the existing contract and negotiate a new contract, at its option.2.7       Contract TermThe term of the contract shall extend from award through completion of PS&E and obtaining approvals. The Consultant may be considered for additional tasks as described above.  The Agency is under no obligation to award future work to the Consultant.3.      Guidelines for submitting Statement of Qualifications 3.1           Communications with the CountyQuestions regarding the SOQ may be submitted by phone, email, or regular mail to Matthew Court, Capital Project Supervisor, at:Jefferson County Central Service Townsend, WA 98368Phone:     360-531-1591Email:      document.write('mcourt'+'@'+'co.jefferson.wa.us')For security reasons, you must enable JavaScript to view this E-mail address. 3.2           Instructions to Respondents and Proposal ContentThe Statement of Qualifications (SOQ) shall be in an 8½ by 11-inch format and no more than 25 pages in length, including all elements listed below. For the SOQ, firms shall:A.     Provide an introductory cover letter.B.     Provide firm name, address, phone, fax and email address. Identify the project manager and all team members, including Subconsultants.C.   Describe the proposed approach to and understanding of the project. Include a brief explanation of how the team will be organized.D.   Provide the relevant background and experience of the firm. Describe the relevant experience of the team members who will be performing the work.E.     Provide résumés for each of the key team members.F.     Provide project descriptions of previously completed projects that are relevant.G.   Provide a minimum of three and a maximum of eight personal and team references along with client contact information for similar projects, preferably completed within the last five years.H.   Quality control, project management and product delivery: Keeping a project on track and delivering a quality product are important elements to assure a successful outcome. Describe measures that the firm/team will use to account for these elements. Describe how these elements have been utilized on similar projects in the past. Indicate ability to meet the schedule described under Section 5.I.       Include evidence that the firm maintains the following minimum insurance with companies or through sources approved by the State Insurance Commissioner pursuant to Revised Code of Washington (RCW) Title 48:1.     Worker’s compensation and employer’s liability insurance as required by the State.2.     General commercial liability insurance in an amount not less than a single limit of one million dollars ($1,000,000.00) for bodily injury, including death and property damage per occurrence.3.     Professional liability insurance shall be the amount payable under agreement or one million dollars, whichever is greater, unless modified by the County. In no case shall the consultant’s professional liability to third parties be limited in any way.3.3       Delivery of QualificationsA.     To be considered, the Statement of Qualifications (SOQ) should be submitted no later than 5:00 pm, December 13, 2024 by email or regular mail to: Jefferson County Central Service Townsend, WA 98368Phone:     360-531-1591Email:       document.write('mcourt'+'@'+'co.jefferson.wa.us')For security reasons, you must enable JavaScript to view this E-mail address. B.     The Agency reserves the right to reject any or all of the SOQs or to waive immaterial defects or minor irregularities in the statement.Evaluation and Selection 4.1           Evaluation Process & CriteriaA.     The SOQs will be evaluated by a selection committee of Agency staff.B.     The SOQs will be rated according to the following criteria:1.     Responsiveness of the statement as to the purpose and scope of the services.2.     Consultant team ability and successful history working together on similar projects. 3.     Qualifications and experience of key Consultant team members.4.     Qualifications and experience of project manager.5.     Ability to meet schedule 6.     Consultant team proximity to, and past experience in Jefferson County.C.   Firms will be selected for video conference or in-person interviews with Agency staff.D.   Consultants submitting SOQs should be available between September 19 and September 23 for a video conference or in-person interview lasting one hour.4.     Anticipated Budget and ScheduleThe budget for the Port Townsend Community Center Gym Roof Replacement is anticipated to range from $1 million to $1.2 million, inclusive of all Agency expenses, design work and construction.The Agency anticipates an aggressive schedule for design and permitting of this project.  Consultants responding to this RFQ must be able to initiate work immediately and be committed to the goal of achieving construction authorization by December 2024.  The table below shows an anticipated schedule of project milestones leading up to construction funding authorization:ANTICIPATED SCHEDULEActivity/MilestoneDateNotesReceive SOQsDecember 13, 2024Schedule managed by AgencySelection Committee Reviews SOQ and selects consultant(s) for interview(s). December 20 2024 – December 29, 2024   Schedule managed by AgencyConduct interview(s)January 6, 2025 – January 10, 2025Schedule managed by AgencyRecommendation to County of highest-ranking consultantJanuary, 2025        Schedule managed by AgencyScope of Work development and Consultant Agreement fee negotiation January 13 - January 17, 2025Schedule managed by Agency Agreement executionJanuary 27, 2025Schedule managed by AgencySuccessful Firm issued Notice to ProceedFebruary 2025         Schedule managed by AgencyDraft Preliminary Design Report completedApril 2025Schedule managed by ConsultantCounty review followed by input from permit agencies and other stakeholdersApril – June 2025Schedule managed by Consultant and AgencyFinal Preliminary Design Report completedJune, 2025 Schedule managed by Consultant30% PS&E completed July, 2025Schedule managed by Consultant60% PS&E completed and permit applications submittedJuly, 2025Schedule managed by Consultant90% PS&E completedJuly, 2025Schedule managed by ConsultantPermit review, Cultural Resources review, NEPA review/ESA consultationAugust, 2025Schedule managed by Consultant and AgencyFinal PS&E, and authorizations completedAugust, 2025Schedule managed by Consultant and AgencyConstruction fund authorization processAugust 2025   5.     PublicationThe RFQ shall be published as follows:Port Townsend & Jefferson County Leader                           Dates:  October 30 and November 6, 2024Seattle Daily Journal of Commerce                                       Dates: October 30 and November 6, 20246.     Legal RequirementsProspective Consultants are hereby advised that, if selected for this contract, they will be held to Federal Equal Employment Opportunity requirements, as well as Americans with Disability Act and Civil Rights language, as it applies to the Agency.7.     Contract TypeThe Jefferson County Professional Services Agreement will be used for this contract. 8.     AttachmentsPage 7:      Vicinity MapPage 8:      Worksite plansPage 9:      2011 Structural Evaluation