Task 1 – Project Management

• Project Coordination - Provide all project coordination, including developing a preliminary project schedule, managing consultant and sub-consultant work, tracking project status and budget, preparing monthly invoicing, providing monthly project status updates, etc.
• Quality Assurance, and Quality Control - Prepare and submit a quality assurance and quality control plan, indicating how the consultant intends to assure quality and timeliness in performance of the work.
• Meetings - Attend and facilitate progress meetings.  Attend any public hearings and City Council meetings, as requested.
• Deliverables -   All drawings, reports, and other documents developed or created during performance of this work shall be provided in hard copy, with an appropriate number of duplicate copies and in an electronic format as indicated by the City.

 

Task 2 – Design

• 30% Design Documents – Develop 30% design package suitable for review and comment by City staff. City comments shall be incorporated into development of the 60% design package.
• 60% Design Documents - Develop 60% design package (plans, specifications, and cost estimate) suitable for review and comment by City staff. City comments shall be incorporated into development of the 90% design package.
• 90% Design Documents - Develop 90% design package (plans, specifications, and cost estimate) suitable for review and comment by City staff. City comments shall be incorporated into development of the Bidding Documents.
• Bidding Documents - Develop bidding package (plans, specifications, and cost estimate) suitable for advertising and bidding the construction project.  Provide support as needed during bidding.

 

Task 3 – Private Utility Coordination

• Coordinate with city and private utilities to collect maps and other information needed to complete project design.
• Coordinate design efforts directly with facility owners.
• In collaboration with facility owners determine the best resolution for any identified  utility conflicts.
• Facilitate utility relocations before and during construction as needed.

 

Task 4 – Permitting

• Conduct a Section 106 Archaeological and Historical Assessment and obtain DAHP concurrence.
• Complete a SEPA Checklist and work with the City of Olympia’s SEPA Official to obtain all required approvals.
• Conduct an initial assessment to determine if a Hydraulics Permit is required from the WDFW and obtain the necessary approvals if required.
• Conduct an initial assessment to determine if a Clean Water Act Section 404 permit is required from the Army Corp of Engineers and obtain USACE permit if required.

 

Task 5 – Construction Support

Provide design support services to the City during construction. Such services may include, but are not limited to:

• Review shop drawings and material submittals furnished by the Contractor.
• Review and respond to all requests for material substitutions.
• Respond to requests for information regarding interpretation of or changes to the construction documents.
• Review and assist the City to negotiate change orders.
• Provide reproducible record drawings reflecting all changes made during construction.

Task 6 – Construction Management Services. 

At this time, the City intends to provide observation and construction management in-house. However, depending upon resources available to support construction the City may request the consultant to provide Construction Management Services including but not limited to the following:

• Provide general consultation and advice during the course of construction.
• Attend regular construction meetings with the Contractor.
• Review shop drawings and material submittals furnished by the Contractor.
• Provide inspections services and maintain all construction documentation.
• Provide materials testing, and subsurface foundation and soils investigations including field tests.
• Review materials test reports, and field test reports.
• Provide reproductions of construction drawings and specifications as needed.
• Provide special inspection services for pavement, welding, and structural inspections.

 

Task 7 – Additional Services. 

Provide other engineering services not specifically stated herein, that may be necessary or advantageous to complete the project.  The consultant shall assist the City to identify any such additional services during contract negotiations and prior to award of this contract.  Additional services may require the consultant to:

• Assist with public involvement programs at appropriate times as requested.
• Appear on the City’s behalf before any federal, state, public agencies or other entities as required. The initial contract will be limited to Tasks 1,2 and 3.

 

The City reserves the right to extend the contract with the selected firm for continuation of the scope of work herein.  

 

PROJECT SCHEDULE

• Project Design expected completion Date: 2/29/2025
• Construction expected completion Date: 10/31/2025

 

QUESTIONS

 

For questions about this RFQ, please contact Jim Rioux, Project Manager, via email at jrioux@ci.olympia.wa.us. The email subject line should contain the verbiage “Questions regarding the 4th Avenue Sewer Upgrade Services RFQ.” Questions via telephone will not be accepted. All questions to this proposal must be sent to the Project Manager via email by April 15, 2024, at 4:00 p.m. Questions received after this date may not be answered.

 

All questions will be answered via an addendum posted at Builders Exchange at www.bxwa.com.

 

To Make Public Records Request: To obtain records related to this RFQ via a public records request, please visit our Public Records webpage. Public records fees apply.

 

SCHEDULE

The following schedule is to inform respondents of the estimated timetable of the proposal preparation, evaluation, and award. Please note the following dates when preparing your proposal. The City reserves the right to modify this schedule at its discretion; deadlines for questions and proposal submissions will never shorten.

 

Schedule Dates	Date
RFQ Advertised	April 7, 2024
RFQ Posted	April 8, 2024
Deadline for Questions from Proposers	April 15, 2024 by 4:00 p.m.
Answers to Questions Posted to BXWA via addendum	April 19, 2024
Proposals Due	April 26, 2024 by 4:00 p.m.
Evaluation Period (Tentative)	May 24, 2024
Finalist(s) Interviews/Demo (Tentative) Optionals	TBD
Finalist(s) selected and notified (Tentative)	TBD

 

EVALUATIONS

The City will assemble a selection committee to evaluate consultant qualifications and develop a short list of qualified firms. Selected firms may be invited to appear for interviews (as deemed necessary by the Committee). The committee will make a final ranking and a recommendation for selection-based Selection Criteria listed below. When the recommendation is approved, the highest ranked firm will be invited to enter into contract negotiations with the City.

 

The city will evaluate the SOQ based on the firm’s demonstrated experience and expertise in the following areas:

 

Selection Criteria	Percentage
Project Management	15 %
Civil Engineering – sewer pipe design, bypass pumping, pavement design and replacement, utility relocation, traffic control, and access control	20 %
Utility Coordination	15 %
Environmental Permitting	15 %
Construction Management	20 %
Public Communication	15 %
Total possible score	100 %

 

SUBMISSIONS
 

SOQs shall be submitted to Brittney George, Contract Specialist, via email at bgeorge@ci.olympia.wa.us on or before April 26, 2024 by 4:00 p.m. Only emailed submissions will be accepted. The timestamp of the City of Olympia email system will be considered the official time of submittal. SOQs submitted after this deadline will not be accepted. Any errors discovered after RFQ submission deadline must remain and cannot be adjusted.

 

SOQs shall not exceed twenty (20) pages, including letter of interest and required documents, with a minimum 12 pt. font, double-spaced. Submittals that do not follow the format as stated may be rejected.

The email subject line must include: City of Olympia 4th Avenue Sewer RFQ. Proposals submitted after the deadline may be rejected as non-responsive.

Submissions must include the following:

 

1. Cover Letter

The cover letter should demonstrate your firm’s understanding of requirements related to the submission and summarize your firm’s qualifications and relevant experience. The letter should be signed by someone authorized to enter into an agreement with the City of Olympia.

 

2. Consultant Identification

Provide the legal name of the firm, the firm’s mailing and physical address, the names and contact information of the legally responsible principal and the primary contact person (Project Manager) for this project. Provide a brief summary of the firm’s (or team’s) qualifications specific to this project.

 

3. Project Understanding and Approach

Explain in detail your understanding of the proposed work, including all anticipated tasks along with any supplemental tasks (those not specifically identified in the RFQ) you deem necessary for successful completion of this project.

 

4. Qualifications of Consultant Team

Identify all members of the team, including all proposed consultants and sub consultants.

Provide a summary of qualifications of the assembled team and detailed resumes of key personnel who will be assigned to the project.  The key personnel must consist of Professional Engineers Licensed in the State of Washington and other professionals with experience and certifications necessary to perform all aspects of the work listed under the Scope of Work above.

 

5. Prior Experience

Demonstrate the proposed team’s prior experience as it relates to each of the Consultant Selection Criteria listed below. Include similar relevant municipal and private projects which best illustrate the team’s qualifications for this project. Provide details on each project including:

• Name of Project
• Project Location
• Project Description
• Photographs and/or Renderings (optional)

 

6. References

Provide a list of at least 3 references.

 

7. Required Forms

Complete and include the following forms with your SOQ submittal:

• Proposal Signature Sheet – Note that a failure to acknowledge receipt of Addenda may be considered an irregularity in the submission.
• Exhibit “A” - Equal Benefits Compliance Declaration
• Exhibit “B” - Statement of Compliance with Nondiscrimination
   

FINALIST INTERVIEWS

If deemed necessary, finalist interviews will be scheduled after the City has completed initial screening of submitted materials.

 

CONTRACT 

The City of Olympia’s Professional Service Agreement will be the contract document for these services. It is expected that firms are familiar with and willing to agree to the terms of the agreement when submitting a proposal. The executed agreement shall reflect the specifications stated in this RFQ and the final scope of work between the City and the selected firm. The City will not sign any company’s service agreement, contract, or any other form of agreement. The City does reserve the right to extract certain language from a company’s agreement and incorporate it into the City contract, if agreed upon by both parties. The Agreement may be amended upon the mutual written agreement of the City and the respondent.

 

These contracts are subject to certification of equal benefits provided to all employees.  All respondents are advised that Statement of Compliance with Nondiscrimination Requirement Form (attached Exhibit “C”), and when applicable, the Equal Benefits Compliance Declaration Form (attached Exhibit “D”) will be used on this project. 

 

PAYMENT FOR SERVICES

Payment for services will be made in accordance with the fee schedule/milestone payment schedule agreed upon in the contract and a voucher or invoice is submitted in the form specified in the contract, and the same is approved by the appropriate City representative. Payment shall be made on a monthly basis, within thirty (30) days after receipt of such voucher or invoice.

 

INSURANCE

The CONSULTANT shall obtain and keep in force during the terms of this AGREEMENT, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to Title 48 RCW.

 

1. 1. Worker’s compensation and employer’s liability insurance as required by the STATE.
   2. Commercial general liability insurance written under ISO Form CG 00 01 12 04 or its equivalent with minimum limits of two million dollars ($2,000,000.00) per occurrence and two million dollars ($2,000,000.00) in the aggregate for each policy period.
   3. Business auto liability insurance written under ISO Form CG 00 01 10 01 or equivalent providing coverage for any “Auto” (Symbol 1) used in an amount not less than a one million dollar ($1,000,000.00) combined single limit for each occurrence.
   4. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit.

 

Excepting the Worker’s Compensation Insurance and any Professional Liability Insurance, the STATE and AGENCY, their officers, employees, and agents will be named on all policies of CONSULTANT and any subconsultant and/or subcontractor as an additional insured (the “AIs”), with no restrictions or limitations concerning products and completed operations coverage. This coverage shall be primary coverage and non-contributory and any coverage maintained by the AIs shall be excess over, and shall not contribute with, the additional insured coverage required hereunder. The CONSULTANT’s and the sub-consultant’s and/or subcontractor’s insurer shall waive any and all rights of subrogation against the AIs. The CONSULTANT shall furnish the AGENCY with verification of insurance and endorsements required by this AGREEMENT. The AGENCY reserves the right to require complete, certified copies of all required insurance policies at any time.

 

All insurance shall be obtained from an insurance company authorized to do business in the State of Washington.

 

The City of Olympia, its officers, officials, employees, and volunteers must be included as addition insureds on the policy.

 

A Certificate of Insurance and corresponding Additional Insured Endorsement form(s) must be provided to and approved by the City before work can begin.

 

The cost of such insurance shall be paid by the Vendor.

 

Please refer to Section 11 the Professional Services Agreement (attached) to review the full insurance requirements.

 

TERMS AND CONDITIONS
 

1. The City will review all submittals to determine compliance with the requirements and instructions specified in this RFQ. The Respondent is specifically notified that failure to comply with any part of this RFQ may result in rejection of the submittal as non-responsive. The City reserves the right, in its sole discretion, to waive irregularities deemed immaterial.
2. Response to this RFQ does not commit the City to pay any costs incurred in the preparation of the response, demonstrations, or any other activities related to this response.  All responses and accompanying documentation become the property of the City and will not be returned. 
3. It is the sole responsibility of the respondent to assure that they have received the most current RFQ and addenda.
4. It shall be the responsibility of each respondent to call to the attention of the City any apparent discrepancy in the RFQ or any question of interpretation. Failure to do so constitutes acceptance as written.
5. The proposal, as presented, must remain valid for a period of ninety (90) days from proposal due date.
6. The City of Olympia reserves the right to reject all proposals or to request and obtain, from one or more of the respondents, supplementary information as may be necessary for the City to analyze the proposals pursuant to the selection criteria contained herein.
7. The City reserves the right to waive minor irregularities in any proposal and to negotiate with any proposer.
8. The City reserves the right to revise or amend the RFQ prior to the proposal due date by written addenda.
9. The respondent, by submitting a response to this RFQ, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ.
10. The City reserves the right to negotiate with the selected respondent(s) the exact terms and conditions of the contract or agreement.
11. The contract resulting from acceptance of a submittal by the City shall be in a form supplied by the City and shall reflect the specifications in this RFQ. 
12. The insurance certificate required, as detailed within the Professional Services Agreement template, shall be submitted upon notification of award.
13. All documents submitted to the City as part of the response to this RFQ, including but not limited to proposals and other documents submitted as part of the response, are public record and subject to public disclosure.
14. The successful applicant must comply with all Federal, State, and City of Olympia statutes and codes as may be applicable to the scope of work detailed herein, including all labor laws.
15. The City shall not be responsible for any costs incurred by any respondent in preparing, submitting, or presenting its response to the RFQ.
16. Washington State Law and Venue: Any resulting contracts, (if any) shall be construed under the laws of the State of Washington. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of resulting contracts shall be brought in Thurston County, Washington.
17. All selected respondents shall obtain a license to do business in the City of Olympia prior to executing their contract with the City.
18. All responses and accompanying documentation become the property of the City and will not be returned. 
19. This RFQ does not obligate the City to contract for services or products specified herein. 
20. The respondent will be required as part of the agreement to certify that no one being directly compensated for their services pursuant to the Agreement has retired from the Washington State Retirement System using the 2008 Early Retirement Factors with restrictions on returning to work.

 

TITLE VI
 

During the performance of this AGREEMENT, the CONSULTANT, for itself, its assignees, and successors

in interest agrees as follows:

 

1.    Compliance with Regulations: The CONSULTANT shall comply with the Regulations relative to nondiscrimination in federally assisted programs of the AGENCY, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the “REGULATIONS”), which are herein incorporated by reference and made a part of this AGREEMENT.

2.    Non-discrimination: The CONSULTANT, with regard to the work performed during this AGREEMENT, shall not discriminate on the grounds of race, color,  or national origin in the selection and retention of sub-consultants, including procurement of materials and leases of equipment. The CONSULTANT shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the REGULATIONS, including employment practices when this AGREEMENT covers a program set forth in Appendix B of the REGULATIONS.

3.    Solicitations for sub-consultants, Including Procurement of Materials and Equipment: In all solicitations either by competitive bidding or negotiations made by the CONSULTANT for work to be performed under a sub-contract, including procurement of materials or leases of equipment, each potential sub-consultant or supplier shall be notified by the CONSULTANT of the CONSULTANT’s obligations under this AGREEMENT and the REGULATIONS relative to non-discrimination on the grounds of race, color, sex, or national origin.

4.    Information and Reports: The CONSULTANT shall provide all information and reports required by the

REGULATIONS or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the AGENCY, the STATE, or the Federal Highway Administration (FHWA) to be pertinent to ascertain compliance with such REGULATIONS, orders and instructions. Where any information required of a CONSULTANT is in the exclusive possession of another who fails or refuses to furnish this information, the CONSULTANT shall so certify to the AGENCY, the STATE, or the FHWA as appropriate, and shall set forth what efforts it has made to obtain the information.

5.    Sanctions for Non-compliance: In the event of the CONSULTANT’s non-compliance with the nondiscrimination provisions of this AGREEMENT, the AGENCY shall impose such AGREEMENT sanctions as it, the STATE, or the FHWA may determine to be appropriate, including, but not limited to:   

•     Withholding of payments to the CONSULTANT under this AGREEMENT until the CONSULTANT

       complies, and/or;

•     Cancellation, termination, or suspension of this AGREEMENT, in whole or in part.

6.    Incorporation of Provisions: The CONSULTANT shall include the provisions of paragraphs (1) through (5) in every subcontract, including procurement of materials and leases of equipment, unless exempt by the REGULATIONS, or directives issued pursuant thereto. The CONSULTANT shall take such action with respect to any sub-consultant or procurement as the STATE, the AGENCY, or FHWA may direct as a means of enforcing such provisions including sanctions for non-compliance. Provided, however, that in the event a CONSULTANT becomes involved in, or is threatened with, litigation with a sub-consultant or supplier as a result of such direction, the CONSULTANT may request the AGENCY enter into such litigation to protect the interests of the STATE and/or the AGENCY and, in addition, the CONSULTANT may request the United States enter into such litigation to protect the interests of the United States.

            7.     Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits              discrimination on the basis of race, color, national origin); and 49 CFR Part 21.

•     The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C.

§ 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);

•     Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);

•     Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27;

•     The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);

•     Airport and Airway Improvement Act of 1982, (49 USC§ 471, Section 47123), as amended,

(prohibits discrimination based on race, creed, color, national origin, or sex);

•     The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms

"programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);

•     Titles II and Ill of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38;

•     The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

•     Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures Non-discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations;

•     Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of Limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);

•     Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).

 

END OF RFQ

 

 

 

PROPOSAL SIGNATURE SHEET

Addendum Acknowledgement Form

 

4th Avenue Sewer Upgrade Engineering Services RFQ

 

The Consultant is hereby advised that by signature of this proposal he/she is deemed to have

acknowledged all requirements and signed all certificates contained herein.

Washington State Consultant's License No.                                                                                                                                       

Consultant's Unified Business Identifier (UBI) No.                                                     

Consultant's Employment Security Department No.                                                 

Consultant's Department of Revenue State Excise Tax Registration No.

                                                                                                                                                                                                                                                                                                                                                           

M/W/DBE Certification No. (If Applicable),                                                                                                                                                

List all Addendum(s) by individual number. Contractor shall verify number of Addendums with Builder's Exchange of Washington prior to proposal opening by either calling (425) 258­-1303 or going online at www.bxwa.com.

Receipt is hereby acknowledged of addendum(s) No.(s) ______, ______, ______,&______

SIGNATURE OF AUTHORIZED OFFICIAL(S)

                                                                                                                                                                                                                                 

SIGNATURE                                                                                                                                                PRINTED NAME

                                                                                                                                      

SIGNATURE                                                                                                                                                PRINTED NAME

                                                                                                                                      

SIGNATURE                                                                                                                                                PRINTED NAME

VENDOR NAME                                                                                                            
Address                                                                                                                         
Telephone No. (_______)_____________________

NOTE: Failure to acknowledge receipt of Addenda may be considered as an irregularity in the Proposal.                                                                          

 

 

EXHIBIT A

 

EQUAL BENEFITS COMPLIANCE DECLARATION

 

 

Consultants on City contracts estimated to cost $50,000 or more shall comply with the City of Olympia Municipal Code, Chapter 3.18.  This provision requires that if contractors provide benefits, they do so without discrimination based on age, sex, race, creed, color, sexual orientation, national origin, or the presence of any physical, mental or sensory disability, or because of any other status protected from discrimination by law.  Contractors must have policies in place prohibiting such discrimination, prior to contracting with the City.

 

 

 

 

 

 

I declare that the Consultant listed below complies with the City of Olympia Equal Benefits Ordinance, that the information provided on this form is true and correct, and that I am legally authorized to bind the Consultant.

 

 

 

 

                                                                                                    

Consultant Name                                                                     

 

 

 

                                                                                                                                                                            

Signature                                                                                    Name (please print)

 

 

 

                                                                                                                                                                            

Date                                                                                            Title