Washington State University. Request for Qualifications. WSU Vancouver and Western Regional Extension Facilities. May 20, 2016

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1 Washington State University Request for Qualifications May 20, 2016 Washington State University, Facilities Services intends to retain consulting services of an Architectural/Engineering Consulting firm. This Request for Qualifications (RFQ) will solicit Statements of Qualifications from firms interested in providing architectural/engineering services for the Vancouver campus and Western Regional Extension Facilities. Up to two Master Agreements will be put in place to provide services for a period of two years with an option to extend the agreement for up to two additional one-year periods at the sole discretion of the University. To be considered, all Statements of Qualifications should be submitted via in PDF format electronic file to: Jessie Steiger Department of Facilities Services, Capital contracts@wsu.edu, with cc to Jessie.steiger@wsu.edu Phone During preparation of the qualifications submittal, all communications with WSU regarding the submittal request shall be made with Jessie Steiger, Facilities Project Manager, , Jessie.steiger@wsu.edu. All questions shall be received by and shall be received no later than five calendar days prior to the submittal deadline to be included in an addendum. A. Qualifications Submittal, Evaluation, Interview and Selection Schedule 1. Submittal deadline 3:00p.m. Wednesday, June 15, Evaluate qualifications submittals June 16, 2016 to June 30, Notify finalists July 1, Interview finalists (if necessary) July 9, Final Selection Notification July 15, Anticipated Notice to Proceed August 2016 B. Background Per RCW 39.80, WSU intends to use this A/E Master Agreement to support WSU s requirement for project designs, drawings, contract administration, and estimating services in lieu of soliciting separate A/E service support agreements for each project. While separate agreements can be an acceptable approach, it has proven to be cumbersome due May, 20, 2016 Page 1 of 6

2 to the large volume of projects WSU executes each year that would each require separate contract solicitations. WSU has found that the A/E Master Agreement a good contracting tool that enables timely support for the numerous Minor Capital, Small Works, and Job Order Contracts that are generated each year. Depending on funding and time of year, there are often multiple projects underway at any one time. As such, the A/E(s) that are selected must be able to be on campus (Vancouver)within 72-hours of the request. The selected A/E s will work very closely with the Facilities Services Project and / or Construction Manager assigned to the various WSU projects. Additionally, they will routinely interface with other WSU Facilities Services Operations personnel, end-users, contractors and consultants. Interested firms shall have the following minimum qualifications: Licensed to do business in the State of Washington. 10 years experience in the State of Washington. Experience with university campus settings with design experience supporting wet and dry laboratories, research, administration, clinics, and teaching facilities with a broad understanding and background in repair, renovation, equipment installation, facility alterations and new construction. Commitment that qualified personnel will be available for timely execution of the various services under this solicitation with the following minimum design disciplines: a. Architectural k. Electrical b. Mechanical l. Plumbing c. Structural m. Architectural Lighting d. Lighting Controls n. HVAC Controls e. Building Commissioning o. Security and Access Controls f. Elevator and Controls p. Civil g. Landscaping q. Roofing Design h. Fire Alarm r. Fire Protection i. Acoustical s. Audio Visual j. Voice & Data Design personnel shall be licensed in their respective disciplines and have a minimum of 7-years design experience in the State of Washington. Estimating Personnel shall have at least five years of verifiable past estimating experience with an emphasis in RS-Means estimating and reviewing project material take-offs from contractors for reasonableness determinations that can be used to support contract and change-order price negotiations. Drafters shall have demonstrated experience working with all forms and quality of contractor submitted documents and drawings such as red-line, as-built and napkin drawings and have the ability to produce project conforming set drawings during closeout. May, 20, 2016 Page 2 of 6

3 The A/E will have a minimum of five years experience performing A/E services in support of Minor Capital, Small works, JOC, and small higher education project support. Commitment that qualified personnel will be available for timely execution of contracted services. Commitment that personnel will not be changed during the life of each project without prior consent and notice to WSU. C. Scope of Services The A/E s scope of performance includes, but is not limited to, developing construction bid documents and drawings across multiple design disciplines to support Minor Capital, Small Works and JOC projects and contracts. The A/E will support the WSU PM/CM in their contract administration duties by reviewing contractor shop drawings, submittals, RFI s,material substitution requests from WSU s contractors, and provide appropriate feedback to those submissions in accordance with the designer s intent, code and regulatory compliance requirements and WSU s standards, specifications and design guidelines. The A/E will provide cost estimating services by evaluating the JOC s proposed material take-off quantities submitted for each Work Order using the most current published RS-Means. The A/E will also provide cost reasonableness determinations for contractor change-proposal pricing across all contract types within the scope of this solicitation as requested. The A/E will provide conforming drawing sets to support WSU during the project closeout phase from various contractor red-line drawings, as-built submissions, napkin drawings in all formats under differing quality conditions. The Consultant may be asked to provide additional A/E related duties, not specifically identified above on an as-need basis when identified. D. Qualifications Submittal The following information should be provided in the proposal submittal. Each item or group of information should be provided in a clear and simple format for ease of communication. Note that WSU is most interested in specific information regarding the proposed team members, their specific related experience, and firm ability to perform when a task order is requested. Please be sensitive to this interest and do not overwhelm the review team with information that does not relate (or relates very little) to the specific team and scope of work under consideration. The importance of completing the submittal with concise, pertinent, and descriptive responses is emphasized. Demonstrated ability to meet project commitments within the prescribed time criteria is an important factor for consideration. Demonstrated experience with collaboration and communication in a university environment is also an important factor for consideration. Information in the submittal is to be included for projects accomplished by the applicant firm under its current name or previous name(s). Projects done under previous firm name(s) are to be so identified. If a project was a joint venture or in association with another firm or firms, identify it as such, name the firm(s), and note the share of services. Do not include details for projects that members of the applicant firm worked on while employed with another firm, except under special circumstances such as Principal in May, 20, 2016 Page 3 of 6

4 Charge of a specific project with similar criteria. If submitting as a joint venture, association, or other prime group arrangement, information should be combined; please do not submit separately for each entity of a proposed joint venture. The SOQ submitted by responding firms shall include information documenting how the firm meets the evaluation criteria below. SOQ elements will be evaluated using a 1-5 ranking, five being highest ( Very Poor, Poor, Good, Very Good, Excellent ), and weighted as shown. All qualification information shall be submitted via in PDF format, with the page size set to 8 1/2 X 11 and limited to fifteen (15) single sided pages (when printed). 1. Cover Letter: A cover letter on letterhead stationery shall be a required part of the submittal. The letter shall state the Master Agreement for which consideration is requested. The letter shall clearly identify the prime applicant name(s) and any joint venture or association arrangements. The letter may also include supplemental information the applicant would like to make known regarding interest in providing the required services. 2. Basic Information (10%): Name, Address, Phone numbers, addresses, Year Established, Type of Ownership (Individual Proprietor, Partnership, Corporation, etc.), Type of firm (Architects, Engineers, etc.), MWBE status of applicant firm, Acceptance of Current State of Washington A/E Fee Schedule, Washington Revenue Registration Number, Branch Office Addresses, Previous name of firm. 3. Firm Experience (40%): WSU is most interested in the firm s specific experience of small TI or renovation projects in higher education. Showcasing large, new construction projects is not preferred. List the names, dates, clients, and budgets of at least five similar projects which have been accomplished by applicant firm which provide significant experience and qualifications for this contract. Material need not be elaborate or extensive but should depict, in the manner chosen by the applicant, scope and quality of the applicant s work and the type of services provided for the project. 4. Proposed Project Personnel (35%): Provide a resume and project experience list for the primary architect/engineer that will be assigned to this contract. 5. Fee Schedule: Provide hourly rates for all personnel levels that may work on this contract. May, 20, 2016 Page 4 of 6

5 6. Commitment To Project (15%): Continuity of the consultant team is important to the success of this Master Agreement. Provide information to assure WSU that the proposed team will remain with the Master Agreement through the duration of this scope of work and will be able to accomplish work in a timely fashion on short notice. 7. References: E. Selection Process Provide complete contact information for references from at least three project Owners. Each member of the selection committee (made up of WSU Vancouver Operations, and Facilities Services employees) will review and score the submittals received. Overall ranking will be based upon average of scores given by the committee members. A short list of firms (minimum of three) may be selected for interviews on the WSU Campus in Vancouver, Washington. The successful firm will be selected from the short list, based upon all information provided during the process, including interviews. Specific information about the interview will be provided to the short-listed firms. F. Form of Agreement The consultant agreement to be utilized for this work is posted as part of the RFQ on the web site at G. Consultant Fees Actual fees will be negotiated with WSU Facilities Services for each task order issued under the Master Agreement and will be billed on a time and material, not to exceed basis. Hourly rate agreements will be based upon state fee guidelines and rate maximums. If the respondent and University cannot agree on hourly rates, the University may cancel the negotiations and begin negotiations with the next highest ranked respondent. Should the University choose to cancel the negotiations upon failure to arrive at a Master Agreement, such cancellation will be effective upon receipt of written notification to the respondent. The respondent shall not be reimbursed for any costs associated with the hourly rate negotiations. H. Nondiscrimination Washington State University is committed to the enhancement of opportunities for minority and women owned and controlled firms in public contracting. MWBE business enterprises will be afforded full opportunity to submit Statements of Qualifications in response to this Request for Qualifications and will not be discriminated against on the grounds of race, color, sex, religion, or national origin in consideration of an award. May, 20, 2016 Page 5 of 6

6 While neither required nor a part of applicant responsiveness, the use or solicitation of minority and women s business enterprise firms is expressly encouraged. I. Master Agreement Schedule The schedule noted herein is tentative and dependent on available funds. Delay or acceleration in funding may require schedule adjustments. Base Master Agreement: August August 2018 Option Year 3: August August 2019 Option Year 4: August August 2020 J. Master Agreement Budget The total Master Agreement price is based on the summation of each individual project/task Order awarded over the life of this agreement to the winning firms with a guaranteed minimum of $35,000 per awarded firm over the Base period of this contract. The fee for each individual project/task Order of the work will be negotiated. K. Registration, Licensing and Insurance Registration, licensing, and insurance coverage shall be as required by State of Washington Laws, as applicable to the professional services being provided. End of Request for Qualifications May, 20, 2016 Page 6 of 6