Thurston County Public Works Request for Proposals (RFP) Mullen Rd Project Relocation Services (CRP# 61487, FA# STPUS-5292(004)) SCOPE OF WORK

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2 Thurston County Public Works Request for Proposals (RFP) Mullen Rd Project Relocation Services (CRP# 61487, FA# STPUS-5292(004)) Federal Statement The requested services will be federally funded and the following applies: The County of Thurston 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 insure 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. SCOPE OF WORK Provide Relocation Assistance and Advisory Services to residential displaced occupants (one residential parcel) resulting from a property acquisition for the Mullen Rd project between Lacey City Limits and Carpenter Rd. Relocation services shall be provided using procedures specified by Thurston County (County) and in accordance with the following: Federal Uniform Relocation and Real Property Acquisitions Policies Act (URA) Washington State Department of Transportation (WSDOT) Right of Way Manual. Consultant will be responsible for providing: A. Preparation and Administration 1. Meet with the County to obtain project background information. 2. Conduct reviews of relevant relocation information previously obtained by the County during community meetings, etc. 3. Prepare draft relocation documents. Consultant will provide samples as necessary. 4. Prepare tracking and status report formats. 5. Prepare relocation parcel file to include general and eligibility notices, diaries, moving cost estimates, claim forms, and other items necessary for relocation. 6. Prepare and update a relocation schedule outlining timeframes for various tasks including an estimated vacate date for the parcel. Thurston County Public Works 1

3 B. Relocation Assistance and Advisory Services 1. Relocation Plan a. Develop a relocation plan based on personal interviews with potential displacees and prepare property inventory. b. Research available replacement properties with local real estate brokers, multiple listing service, local newspapers and publications. c. Identify special needs of displaced occupants; problems with the relocation and provide suggested resolutions for each. 2. General Notice / Notice of Eligibility a. Inform displaced occupants of their potential displacement and eligibility for relocation assistance. b. Research residential comparable sales and/or secure business moving estimates. Prepare eligibility notice to include an explanation of displacees relocation benefits and 90 day assurances. 3. Conduct Replacement Site Search a. Assist displacees in search of replacement site(s); provide listings of available sites; coordinate purchase of replacement site(s) with real estate agents. b. Complete Decent Safe and Sanitary (DSS) inspections for residential properties. c. Coordinate with move planners and monitor moves for businesses. 4. File Claims and Parcel Close-out a. Assist displacees in filing relocation claims with the County for payment. b. Create and maintain necessary records to support audit of project. c. Provide a closing report of any outstanding relocation claims or issues. d. Close-out meeting(s) with County. County will provide: 1. Right-of-Way Plans and Drawings, Maps, Exhibits, Right-of-Way Staking, etc., as necessary. 2. Payment of the approved relocation payments and any incidental costs which may arise to complete the transaction. 3. Relevant relocation information previously obtained by the County during community meetings, correspondence with owners and displacees, diary information, etc. 4. Relocation appeal procedure in place, prior to starting relocation activities as required by 49 CFR Thurston County Public Works 2

4 PROPOSAL INSTRUCITONS 2.1 General Information a. The Consultant must submit a definite and specific proposal for the end results that are set forth in the RFP. The proposal shall describe the qualifications of the Consultant, the intended performance of the Consultant on the activities prescribed, and the resources required to perform the activities. The selected Consultant must have demonstrated experience relative to the work included in this proposal. b. Subconsultants proposed to be used by the Consultant shall be listed in the proposal and shall be subject to approval by the County. c. An authorized representative of the Consultant shall sign the proposal. d. The proposal should be limited to ten (10) pages, not including cover, and include the information listed in section Closing Date for Submittal of Proposals a. Proposals can be submitted by or mailed to the below address and must be received no later than 5 pm, Thursday, February 14, Faxed copies will not be accepted. Mullen Rd Project Relocation Services Thurston County Public Works 9605 Tilley Rd S, Suite C Olympia, WA Attn: Ruth Pierce b. The proposal may require one (1) week for evaluation. The County may request the Consultant to make an oral presentation to the selection committee in support of the proposal. 2.3 Proposal Acceptance The successful Consultant will be expected to enter into a contract with Thurston County Public Works using the Local Agency Real Estate Professional Services Lump Sum Consultant Agreement. The most current version of this contract can be seen at the link below: Right of Award or Rejection Proposals shall specifically stipulate all terms and conditions contained in the RFP. It is understood that all proposals will become a part of the public file on this matter without obligation to the County. The County reserves the right to reject any or all proposals. 2.5 Costs The County is not liable for any costs incurred by the Consultant in the preparation or presentation of the proposal. 2.6 Inquiries Questions that arise during preparation of the proposal shall be handled by: Thurston County Public Works 3

5 Matt Unzelman, PE - Senior Civil Engineer 2.7 Protest of Contract Award Protests concerning the consultant Engineer selection process must be delivered in writing to the County Director of Public Works within fourteen (14) days of the award announcement. The director will review the protest, contact all parties involved, and recommend the appropriate action to the Thurston County Board of Commissioners. The Commissioner s decision will be the final County position. The final decision will be presented to all interested parties within forty five (45) calendar days of receipt of the protest. PROPOSAL EVALUATION 3.1 General Information a. The County will award the contract to the most qualified Consultant whose proposal is deemed to be in the best interests of the County. b. A Selection Committee will be appointed to evaluate the proposals received. The committee, for the purpose of ranking proposals, will evaluate each of the criteria listed in subsection 4.3 and 4.4. The Consultant selection process will be carried out under Washington State Local Program Guidelines, and Thurston County procedures. 3.2 Proposal Evaluation The Consultant selection process will be conducted in two phases. The first phase will consist of a panel of reviewers who will individually review all submittals independently using a set of review criteria. The review panel will meet to finalize their selection ranking. Their findings will be forwarded to the project engineer who will conduct the second phase of the selection process. The project engineer will make the final recommendation based on their own review and the review panel s recommendations and any additional oral interviews that may be conducted. 3.3 Review Criteria EVALUATION CRITERIA Qualifications and experience of personnel assigned to project Work plan and approach to project within timeline Firm experience with federally funded relocations Past performance/references Clarity of department s role in project & ability to coordinate with County staff WEIGHT 2 pts 3 pts 2 pts 1 pts 1 pts 3.4 Criteria Explanation a. Qualifications and experience of personnel assigned to project, including subconsultants, on projects with other government agencies within the last three years including: Qualifications and relevant individual experience. The team s expertise in relation to the work required in the scope of work. Project manager s experience with project requirements. Approximate number of people to be assigned to the project. Thurston County Public Works 4

6 Quality assurance review responsibility. A stipulation that Key Personnel will not be removed from the contract without prior approval of Thurston County. b. Work plan and approach to project within timeline. This criterion relates to the basic understanding of the services being requested and the firm s capacity to accomplish this work on time/budget: Availability of resources to perform the work for the duration of the project. Other current ongoing projects. Internal procedures and/or policies associated or related to work quality and cost control. Management and organizational capabilities. A clear and insightful understanding of the project and explanation of services to be performed. The proposed methodology (include software and equipment) for accomplishing the contract. A table summarizing each task and the amount of effort (do not include cost) assigned to each task. In addition, the proposal should include a work schedule showing date of completion of tasks. A description of the nature of the end product to be received by the County. Describe the specific problems that may be encountered. c. Firm experience with federally funded relocations in Washington State Applicable experience with the Washington State Local Agency Guidelines Process Applicable experience with the Washington State Right of Way Manual. Applicable experience with federally funded relocations in accordance Federal Uniform Relocation and Real Property Acquisitions Policies Act. d. Past Performance/References List contact person, agency, phone number, address, and project. Describe the specific problems that were encountered and explain the Methodology and Action Plan (include requirements and software) to overcome them. e. Clarity of Department role in project and ease and ability to coordinate with County staff. The response should address the following: A clear and concise explanation of the information needed by the Consultant to be provided by the County. Ease and ability to coordinate with County staff and the role as extended staff of Thurston County. The firm s experience with the County if any. 3.5 Selection a. A final recommendation for selection will be made to the County Engineer. b. Consultant selection will be carried out under Washington State Local Guidelines Section c. RFP s will require approximately five (5) working days to evaluate. Thurston County Public Works 5

7 3.6 Pre-contract clarification The apparent selected Consultant will be required to review its proposal with the County. The County reserves the right to require any clarification or alterations it deems necessary in the Consultant s work plan, assignment or resources, or the project cost to clarify the Consultant s approach to the scope of work and the County s needs and expectations. This review and any changes will be made prior to contract execution and will become part of the final Consulting contract. 3.7 Schedule Typical Timeline Proposal Due February 14, 2017 Proposal Review One (1) week Short-listed Consultant interviews Optional Contract Negotiations Two (2) weeks Notice to proceed March 2017 Scope of work completion: Relocation Plan April 2017 Relocation Services TBD Thurston County Public Works 6

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