REQUEST FOR QUALIFICATIONS (RFQ) Professional Architectural/Engineering Services to Provide Space Planning and Building Assessments. INTRODUCTION The Snohomish Health District has entered into a purchase and sale agreement to acquire 2801 Lombard & 2802 Broadway in downtown Everett, currently owned by Volunteers of America Western Washington. A part of this agreement includes a 140-day due diligence period for the Health District to complete necessary feasibility studies. Information about 2802 Broadway can be found online at http://www.everettinvestment.com/. The other building, 2801 Lombard, is located adjacent to that property and can be seen in some of the images online. 2801 Lombard is comparable in square footage, built on two floors with some underground parking. The Snohomish Health District is requesting written proposals of interest/qualifications from architectural/engineering firms to perform activities associated with this feasibility period. The study is anticipated to include: Seismic assessment on both buildings Evaluation and recommendations for existing building envelops and systems Two space planning options Phasing of occupancy to accommodate existing tenants Cost estimates for tenant improvements Cost estimates for recommended building improvements The study shall be completed by 90 days from the date of Board of Health approval in order to allow the Health District to review the information prior to the end date of the purchase and sale agreement. Proposals should demonstrate the respondent's ability to complete this project and include: A. Firm's experience in public health, public sector and/or medical/health care office design and related projects; B. Firm's ability to redevelop existing site and adaptive reuse of existing buildings; C. Experience level of project manager and key personnel; D. Consideration to utilize local architect and/or engineer on the design team; E. References, including names and telephone numbers of previous clients with similar projects Prospective firms are prohibited from contacting Volunteers of America Western Washington directly, or requesting access inside the intended locations. The Health District will coordinate a time for the selected firm to gain access following contract execution. 3020 Rucker Avenue, Suite 306 Everett, WA 98201-3900 Page 1
Submittal packages will be accepted at Snohomish Health District's Administrative Office in Everett, WA until 11:00 a.m. PST (our clock) on Friday, December 1, 2017. Materials should be submitted via email to RFP@snohd.org, or delivered to: Pamela Spence, Purchasing Administrator Snohomish Health District 3020 Rucker Ave., Suite 306, Everett, WA 98201-3900 Late submittals will be rejected and returned to the Proposer unopened after that time. Should the respondent subsequently become the successful Proposer, the submitted proposal and any attachments will become part of the Contract and the property of Snohomish Health District. Submittal Content Requirements All submittals must include items identified below at a minimum, unless indicated as optional. Letter of Interest. The letter of interest should indicate: o an interest in performing space planning and building assessments needed for the Snohomish Health District; o the availability of the firm s resources for completing all components of the project within the compressed schedule; o any desire for schedule changes; o the firm s and project manager s contact information (address, telephone, email); and o additional data or recommendations, if desired. Requested Contract Modifications. In order to expedite the contract negotiation process, the Snohomish Health District s contract template is enclosed. Please indicate that you have reviewed the terms, excluding Scope of Work, and indicate that your firm is either in general agreement or contract modifications are identified that you would be requesting if selected. Note that legal counsel for the Snohomish Health District and the Board of Health will have final say on requests and agreements. Statement of Qualifications. The nature and form of response are at the discretion of the respondent, but at a minimum, the following information must be included: o Company Profile Include the location of the main headquarters for the company, as well as any other local or regional offices. List the number of years the company has been doing business under the current name. o Project Organization and Staffing 3020 Rucker Avenue, Suite 306 Everett, WA 98201-3900 Page 2
Provide an organization chart showing all proposed team members and describing their responsibilities for this project. Include professional qualifications/biosketches of each member of the project team. Describe the portion of work that will be performed by a subcontractor, if any, and information about the professional qualifications of proposed subcontractors. o Description of Related Experience Describe the firm s experience with projects similar to the one described on page 1. Include at least three projects the firm has completed that are somewhat similar to the project described in this request. For each project, provide the following information: Name, address and telephone number of the client. Name of the firm s project manager and proposed personnel who worked on each project with a brief description of their responsibilities. Budget and actual project cost. The elements of the projects that are common to the projects proposed above. Summary of the firm s role/responsibility in overall project. Summary of the firm s deliverables. o Description of Approach and Schedule The firm s ability to complete work within the compressed timeline. The firm s approach to project management and maintaining communication with necessary Health District staff. Deliverables that would be received by the Health District. The firm s approach to dealing with and communicating with public agencies and officials about complex, analytical data regarding facility planning. (Optional) Identify any other relevant information pertinent to this RFQ section. o Cost A detailed budget of costs associated with each of the items in the scope of work. (Optional) Costs for items not identified the project description that the firm would encourage the Health District to consider. 3020 Rucker Avenue, Suite 306 Everett, WA 98201-3900 Page 3
Submittal Format The Statement of Qualifications should be organized in a manner that allows the reviewer to evaluate the firm s qualifications quickly and easily. Brevity of text will be appreciated. The Statement of Qualifications shall be no more than twenty (20) pages in length. The page count excludes the cover, a 1-2 page cover letter, and requested contract modifications. The pages shall be 8.5 x 11 inches with printed text on both sides, except that pages containing only charts and graphs may be printed 11 x 17 inch single-sided pages. If submitted in person, six (6) copies and one electronic copy must be provided. If submitted electronically, package shall be submitted in one completed PDF document with a file size no larger than 10MB. Selection Process Responses to the request will be evaluated, based on their clear ability to meet the Health District s interest in quickly and efficiently completing space planning and facility assessments, consistent with the project description contained in this request. A selection committee may conduct interviews of short listed firms the week of December 4, 2017. The selected finalist will be asked to begin fee negotiations immediately. Final approval of an agreement will rest with the Board of Health, tentatively scheduled for December 12, 2017. To receive RFQ information, or to direct any inquiries, please contact Pamela Spence, Purchasing Administrator at RFP@snohd.org. Intended Submittal Schedule RFQ Advertised - November 16, 2017 Deadline for Receipt of RFQ December 1, 2017 Potential Interview Finalists December 6 or 8, 2017 Finalize Scope and Fee December 11, 2017 Board of Health Recommendation & Approval December 12, 2017 Terms, Conditions and Disclaimers 1. All facts and opinions stated within this RFQ and in all supporting documents and data are based on available information from a variety of sources. Additional information may be made available via written addenda throughout the process. No representation or warranty is made with respect thereto. 2. Respondents to this RFQ shall be responsible for the accuracy of the information they provide to the District. 3. The District reserves the right to reject any and all submittals, to waive minor irregularities in any submittal, to issue additional RFQ's, and to either substantially modify or terminate the Project at any time prior to final execution of a contract. The District also reserves the right to choose not to proceed with this project or to re-issue the RFQ. The District reserves the right to postpone the opening of the responses and to reject all responses without indicating any reasons for such rejection. 3020 Rucker Avenue, Suite 306 Everett, WA 98201-3900 Page 4
4. The District shall not be responsible for any costs incurred by the respondent(s) in preparing, submitting, or presenting its response to the RFQ or to the interview process. The Firm (or group) or responding firm (or group) shall bear all costs relating to their response to this RFQ including time in preparation of an RFQ, copies submitted, and time spent in interviews or negotiation with the District prior to final selections. 5. Nothing contained herein shall require the District to enter into exclusive negotiations and the District reserves the right to amend, alter and revise its own criteria in the selection of a respondent without notice. 6. The District reserves the right to request clarification of information submitted and to request additional information from any respondent. 7. The District will not accept any submittal after the time and date specified on the RFQ. 8. The qualifications of each member of the team are important criteria in the selection process. The selected team will not be allowed to substitute any members without prior approval by the District. The District, at its sole discretion reserves the right to accept or reject proposed changes to the team. Team members may participate in multiple team submittals. 9. In the interest of a fair and equitable process, the District retains the sole responsibility to determine the timing, arrangement and method of proposal presentations throughout the selection process. Members of the team are cautioned not to undertake activities or actions to promote or advertise their qualifications or proposal except in the course of District sponsored presentations. 10. If negotiations are not completed with the top ranked team, negotiations may proceed with the next most qualified team or teams. 11. Upon selection of a qualified team through the RFQ process, the District shall enter into a contract for Services and Needs assessment, Site Alternatives and Conceptual Design Options with the selected team on terms and conditions acceptable to the District. Until execution of a contract, the District reserves the right to cease negotiations and to start the RFQ process again. 12. All submittals and accompanying documentation will become the property of the District, will not be returned and will become public documents subject to public disclosure with limited exceptions. The Washington State Public Disclosure Act (RCW 42.17) requires public agencies in Washington to promptly make public records available for inspection and copying unless they fall within the specified exemptions contained in the act or is otherwise privileged. Qualifications submitted under the RFQ process shall be considered public documents and with limited exceptions submittals that are recommended for contract award will be available for inspection and copying by the public. 13. The District encourages submittals from firms that demonstrate a commitment to equal employment opportunity. 3020 Rucker Avenue, Suite 306 Everett, WA 98201-3900 Page 5
Snohomish Health District Background The Snohomish Health District is the local public health agency for the nearly 780,000 residents of Snohomish County. Our 145 public health professionals work for a safer and healthier community through essential programs and services that prevent injury and disease. The agency was created in 1959 under Washington State Law (RCW 70.46) as the independent municipal corporation responsible for public health in Snohomish County. A 15- member Board of Health oversees the budget and policies of the Health District. The Board is comprised of all five Snohomish County Council members and 10 District council members or mayors representing the 20 incorporated cities and towns in the county. Public meetings of the Board of Health are held monthly. The Health District is organized in three major divisions: Our Environmental Health Division inspects and permits all food service establishments, public and semi-public swimming pools, onsite septic systems, small public water systems, and solid waste disposal facilities in the county. The Prevention Services Division works to prevent and control communicable disease in Snohomish County and the North Puget Sound region through disease surveillance, outbreak response, education, vaccination, disease contact investigation, and preparedness activities. Additionally, the division focuses on improving the health of families and children through programs such as First Steps, WIC and maternal child health block grant work. The Administrative Services Division supports Environmental Health and Prevention Services staff by providing vital administrative tasks such as business office functions, human resources, information systems, fleet maintenance, and customer service support. Additionally, the Health District s Executive Office has staff that lead efforts to conduct local and regional assessment, policy analysis, public information, healthy community initiatives, and public health emergency preparedness. 3020 Rucker Avenue, Suite 306 Everett, WA 98201-3900 Page 6