October 20, 2023

 

REQUEST FOR PROPOSAL (RFP)

YOU ARE INVITED TO SUBMIT A LETTER OF INTEREST AND PROPOSAL ON THE FOLLOWING PROJECT:

Main Street Phase II ProjectProfessional Services - Design Engineering and Right of Way Services

Advertisements in Everett Herald on 10/24 and 10/31

and the Daily Journal of Commerce on 10/24 and 10/31

Posted on City of Mountlake Terrace RFPs/Bids Page - https://www.cityofmlt.com/Bids.aspx, and https://omwbe.wa.gov/small-business-assistance/bids-contracting-opportunities

Proposals due on November 15, 2023 at 3:00 PM PST

Responses should be emailed, mailed or hand delivered to the City Hall and addressed to:

City of Mountlake Terrace

Attn: Rich Meredith, City Engineer

23204 58th Avenue W

Mountlake Terrace, WA 98043

                                                                                                                                                           

 

The City of Mountlake Terrace (City) seeks written statements of proposals from qualified consultants to undertake design engineering, right of way services, and construction management services for the Main Street construction project phases 2A and 2B. Phase 2A includes development of plans, specifications, cost estimates (PS&E), and right of way acquisition on the following roadways: 56th Avenue W between 230th and 236th Streets, 232nd Street SW between 56th Avenue W and 58th Avenue W, and 234th Street SW between 56th Avenue W and 58th Avenue W. Phase 2B includes concept development for a new roadway of 57th Ave W between 236th Street SW and 232nd St SW.

Project elements include, but not limited to, design engineering for new pavement, wider sidewalks, water main replacement, surface water infrastructure, lighting, traffic signals, fiber optic for ITS, and coordination with Snohomish County Public Utilities District and other utility providers for undergrounding of overhead power, communications, etc., for phase 2A as well as the pre-design study and right of way needs of a new 57th Ave W roadway. Project deliverables include bid-ready PS&E package and right of way certification for Main Street Phase 2A. Upon project award, the City seeks construction management support from the consultant.

Request for Proposals (RFP)  

Objective

The City seeks to combine two project elements into this RFP: 1) Main Street Phase 2A PS&E and Right of Way services, and 2) 57th Ave SW pre-design study.  Main St Phase 2A will begin first and be expedited.

 

Background

In 2007, the City of Mountlake Terrace adopted a Town Center Subarea Plan that set forth the City’s vision for a revitalized downtown with an emphasis upon the creation of jobs, housing, walkability and the infrastructure to support development. The land use planning has been done, codes and regulations updated, and Town Center design standards developed.

The existing roads and infrastructure in the Town Center area are more than 50 years old and in need of repair or replacement. Pedestrian connectivity is minimal to other public facilities such as the Civic Center. Bicycle lanes do not exist on many streets. The intersections are inefficient.

The centerpiece of the Town Center revitalization is the reconstruction of its ‘Main Street’ arterial system (236th St SW and 56th Avenue W) that would provide much improved, convenient multimodal access between the new Mountlake Terrace Transit Center, the Civic Center, and Town Center area.

In 2020, the reconstruction of 236th Street SW between I-5 and 56th Ave W, including bicycle lanes, was completed through the Main Street Phase I project. The next step is design and construction of Main Street Phase 2A by improving 56th Avenue W along with 232nd Street SW and 234th Street SW.

The Main Street Phase 2B pre-design study will help determine the alignment and location of a new roadway that will service the Town Center core zone and create a north/south local connection supporting mixed-use development and improved vehicular, pedestrian, and bicycle connectivity in the City.

Main Street Phase 2A PS&E

This element provides for preparing design plans and specifications for reconstruction of the following roadways in the Town Center of Mountlake Terrace:

• 56th Avenue W, from 230th Street SW to 236th Street SW (0.45 miles), which is currently a 44 foot wide asphalt arterial street, known as Main Street. 56th Ave W has an approximate ADT of 8,500 vehicles. 
• 232nd Street SW, connecting 56th Avenue W to the MLT Civic Center at 58th Avenue W (0.12 miles), is currently an improved, 40 foot wide asphalt street with curb, gutter, and sidewalks on both sides of the road. 
• 234th Street SW, from 56th Avenue W to 58th Avenue W (0.12 miles), is currently an improved, 32 foot wide asphalt street with curb, gutter, and sidewalk on the north side of the road. 

The City seeks to improve the 56th Ave W roadway with new pavement and a final roadway configuration consisting of two 10ft to 12ft wide travel lanes, two 5ft to 6ft wide bike lanes, a center turn lane, and a minimum of 9.5’ wide to 10.5’ wide sidewalks on both sides. The improvements also include curb ramps meeting Americans with Disabilities Act (ADA) design criteria, signalization, relocating overhead utilities underground, storm drainage conveyance improvements, water main replacement, fiber optic/broadband conduit, roadway channelization, streetlights, pedestrian lighting, street power outlets for decorative lighting and displays, and street trees.

 

Key Design Considerations

1. The City anticipates that an additional right-of-way width of up to three feet (3’) of will be required for Phase 2A on both sides of 56th Avenue W along with additional right of way at intersections to accommodate the completed improvements. This may affect approximately 45 parcels. Undergrounding of utilities will require easements for placement and maintenance of infrastructure. Additionally, some temporary “Permits to Enter” will be necessary for construction on private property, e.g., for matching into existing driveways at the widened sidewalks.
2. As part of the design, the consultant will need to prepare right-of-way (RoW) acquisition plans, and facilitate the RoW federal certification process, as the City is seeking federal grants for construction.
3. Intersection signalization will need to be upgraded. This includes new controllers, cabinets, APS, signal head adjustments, video detection, fiber optic interconnection, new signal standards and mast arms.
4. New traffic signals will be built on 56th Ave W at the intersections with 232nd Street SW and 234th Street SW.
5. Survey data is available for 56th Ave W and some of 232nd St SW and 234th St SW. Any topographical and existing features survey needed to complete Phase 2A and for Phase 2B will need to be obtained.
6. Relocation of overhead power utilities underground is required. Design concept is being analyzed by Snohomish County PUD. Coordination with SNO-PUD and the other franchise utilities located on PUD poles will be required for relocating to new underground facilities.  
7. Electrical plans as part of this project need to ensure that streetlights, pedestrian lights, receptacles for holiday lighting, service cabinets, EV charging stations, and any other electrical facilities required for the pedestrian activity area are adequately provided.
8. Fiber optic and broadband conduits servicing the Town Center area will be installed during the construction phase. The plans will need to include a layout for the conduit mainlines and service stubs connecting to existing facilities located at the Civic Center on 58th  Avenue W and servicing the Town Center area, coordinating with existing and proposed sanitary sewer, water, stormwater, power, telephone, cable, natural gas, and other underground utilities.
9. An independent agency cost estimate.

Main Street Phase 2B Pre-Design

This element provides for development of conceptual layout, alignment, and property impacts for a new 57th Ave W roadway between 236th St SW and 232nd St SW.

Key Design Considerations for Phase 2B

1. 57th Ave W vision is a pedestrian oriented street with retail on both sides of roadway
2. Communications with community members and community engagement will be necessary for this process to help shape the roadway design concept, such as an open house design charrette both in-person and web based.
3. Roadway sections should comply with Mountlake Terrace Municipal Code (MTMC) 19.50 and 19.123 Town Center Design standards.

Project Name

Main Street Reconstruction Project Phase 2A and Phase 2B

City’s Project Manager

Rich Meredith, PE, PTOE,

City Engineer

Project Scope

The City seeks a consultant to develop bid-ready construction contract documents (plans specifications and estimates) for the construction of the Main Street Construction Project Phase 2A and all associated work. 

The scope of the Consultant's work includes but is not limited to the following items:

1. Coordination Meetings - A preliminary planning meeting to discuss needs or resources necessary for the design portion of the project. Coordination meetings will be held for the duration of project.
2. Survey for Design and Plan Preparation - Detailed survey is available for 56th Avenue W and portions of intersecting roadways. Additional survey will be required to complete PS&E for Phase 2A, and will be needed for Phase 2B to prepare a base plan for design.  All plans and drawings must be compatible with the City's GIS and CAD systems (AutoCAD Civil 3D) and meet City of Mountlake Terrace CAD standards. The City has a vertical base datum that shall be incorporated into the survey.

The Consultant shall contract for and coordinate utility identification, survey, and other work, as necessary, to locate all underground and overhead utilities and identify any potential conflicts with the proposed improvements. 

3. Preparation of Plans, Specifications, and Estimates - The Consultant shall prepare PS&E for Phase 2A of this project to meet City, State, Federal and APWA/AWWA standards.  The Consultant shall make submittals at the 60%, 90%, and 100% completion stages of the project for City review. Design calculations shall be provided to the City for review along with the plans, specifications and estimates for review.  Right-of-way acquisition plans, coordination with the right-of-way acquisition consultant, special construction and installation needs, construction sequencing, erosion and sedimentation control plans, and temporary traffic control plans shall be included in the PS&E.  Engineering design will be based on the standards outlined in the current edition of the Washington State Department of Transportation (WSDOT) Highway Design Manual, the Washington State Department of Transportation (WSDOT) Hydraulics Manual, the AASHTO Green Book, the Manual for Uniform Traffic Control Devices (MUTCD), the Washington State Department of Ecology Stormwater Management Manual for Western Washington, Transportation Code for Complete Streets, SNO-PUD utility design, and other applicable standards.  The construction contract will be based on the WSDOT Standard Specifications for Road, Bridge, and Municipal Construction (current edition), with APWA and City of Mountlake Terrace supplements as applicable.
4. Bidding and Award - The City will be responsible for advertising for bids for the project, as well as for the bid opening and project award. The consultant will be expected to assist the City in answering any questions that arise, as well as to review any addenda that might be required.
5. Construction Management - The City will administer the construction management and consultant contract portion of the project.  The consultant will be expected to assist the City in answering any questions that arise, as well as to review any revisions that might be required.
6. Subsequent phases of the project - The City reserves the right, but is not obligated, to engage the consultant to complete subsequent phases of the project, including construction management and construction inspection.  The decision will be based upon factors including but not limited to the consultant’s satisfactory performance on prior work, successful negotiations of an agreement for the work, and sufficient project funding.
7. Optional Tasks: The City may seek additional tasks from the consultant if needed for updating environmental documents, advancement of the design for Phase 2B to final design with bid documents, specifications and cost estimates, development of a right-of-way plan and management of right-of-way acquisition for Phase 2B, and construction management of Phase 2B.

 

Funding

This project is being funded by the City and the Transportation Improvement Board.  The City is seeking federal funding for construction of these projects.

The funding available for design and right-of way acquisition is $5,000,000 - $7,000,000.

Information Available

The City has the following information available:

• GIS coverage, including aerial topography, parcel and utility data for City owned utilities
• Traffic counts
• Basemap Survey for 56th Ave W
• Approx. 50% design plans and Autocad files for layout of 56th Ave W (Phase 2A)
• Geotechnical Report
• Stormwater Report
• District Energy Feasibility Analysis Report
• City Comprehensive Plan, current version
• City of Mountlake Terrace Transportation Code, Chapter 19.95 MTMC
• Storm Drainage Facilities, Chapter 16.20 MTMC
• 2022 Mountlake Terrace Engineering Standards
• Town Center EIS (DEIS and FEIS), Addendum and Mitigation Measures
• Town Center Planned Action Ordinance, Chapter 19.90 MTMC
• Town Center Design Standards 19.123 MTMC
• Freeway/Tourist District EIS (DEIS and FEIS) and Mitigation Measures
• Freeway/Tourist District Planned Action Ordinance, Chapter 19.100 MTMC
• Freeway/Tourist Design Standards
• Referenced Codes, Chapter 15.05.030 MTMC

 

Preliminary List of Deliverables 

Main Street Phase 2A PS&E

1. Bid-Ready Construction plans and specifications
2. Cost estimates
3. Electronic files in Autocad, MS-Word, MS Excel, and PDF file formats
4. Right of Way certification meeting federal requirements

 

Main St Phase 2B - 57th Avenue W pre-design engineering study

1. Preliminary survey and topographic maps
2. 10% Preliminary design plans
3. Preliminary cost estimates
4. Electronic files, including reports, studies, base plans, and survey information
5. Right of Way plan

 

Anticipated Timeline for Selection and Project Deliverables     

• Advertise and post RFP on October 24 and repeat advertisement on October 31
• Questions due to City by November 3 at 3:00 PM
• Response to questions will be posted on City’s website by November 8 at 3:00 PM - https://www.cityofmlt.com/Bids.aspx
• Proposals due to City by November 15 at 3:00 PM
• Notification to finalists of invitation to interview by November 22
• Selection and contract negotiation by December 22, 2023
• Execution of the contract and Notice to Proceed estimated on January 8, 2024
• Phase 2A - 60% Submittal due to City (plans only) February 28, 2024
• Phase 2A - 90% Submittal due to City (plans, specifications and prelim. estimate) April 24, 2024
• Phase 2A - 100% Submittal due to City (complete contract documents) November 29, 2024. NOTE: 100% PS&E will be held for advertisement until right-of-way acquisition is complete.
• Phase 2B - Preliminary survey and topographic maps – 2nd quarter 2024
• Phase 2B - 10% Preliminary design plans – 4th quarter 2024
• Phase 2B - Preliminary cost estimates – 4th quarter 2024
• Phase 2B - Electronic files, including reports, studies, base plans, and survey information – 4th quarter 2024
• Phase 2B - Right of Way plan – 4th quarter 2024

 

RFP Questions  

If consultants have questions about this RFP, they should promptly email Rich Meredith by email at: rmeredith@mltwa.gov . Questions and responses will be uploaded to the RFP link on the City’s webpage by November 8 at 3:00 PM - https://www.cityofmlt.com/Bids.aspx

 

Submittal of Proposal

Submittals are limited to twenty numbered pages and may be printed double-sided. A minimum 11 point type size is required. Responding consultants should provide a brief letter of interest including all contact information, which will not be counted as part of the twenty page limit for the submittal. The nature and form of the response are at the discretion of the respondent but, at a minimum, the following information must be included:

 

     A.  Approach to the Scope of Work / Methodology & Schedule

Describe sequentially the tasks and methodologies appropriate to accomplish this project, including key deliverables and a project schedule. The submittal should include any recommended modifications of the preliminary scope of work provided above that the consultant believes are pertinent to the successful completion of the project. 

 

2. Description of Related Experience

Describe recent, directly related experience, including at least three projects the firm has done that are similar to the project described in this RFP that the proposed project team worked on. It is preferred that the projects cited were for public agencies. Provide the following information for each project:

1. Name, address and telephone number of the client.
2. Name of the proposer’s project manager and personnel who worked on each project with a brief description of their responsibilities.
3. The elements of the project’s common attributes with the Main Street Construction Project.

 

3. Project Team Organization and Qualifications

1. Organization chart showing all proposed team members and describing their responsibilities. Include a) the percentage of the total project time each person will devote to this project (should add up to 100%) and b) the percentage of company time each person has available to dedicate to this project.
2. Description of project team members’ individual experience and qualifications. Full resumes can be included as an attachment, not counted in the 20 page limit.
3. Describe the portion of work that will be performed by a subcontractor, if any, and information about the professional qualifications of proposed subcontractors.

 

Selection Criteria

A.  General Approach

Respondents to the RFP will be rated according to the criteria detailed below by a staff committee comprised of members of the Engineering Services and other City Departments.  Staff will make a consultant selection recommendation to the City Council.  Final approval of a consultant agreement will rest with the City Council.

The City of Mountlake Terrace encourages disadvantaged, minority, and women-owned consultant firms to respond.

The City of Mountlake Terrace, 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 ensure 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.

The City reserves the right to choose not to proceed with this project or to re-issue the RFP.  The City reserves the right to postpone the opening of submittals and to reject any and all submittals without indicating any reasons for such rejection.

B.  Evaluation Criteria for Submittal

Each submittal will be evaluated and given a score based upon the quality of response to each of the following topic areas. Maximum number of points achievable is 100.

1. 1. Approach to Scope of Work / Methodology & Schedule – 35 points maximum.

The firms will be rated on their approach to the scope of work and proposed schedule and any suggested modifications to it.  Points will also be earned by developing a methodology that clearly demonstrates understanding of the project’s objectives and technical requirements, responsiveness to all aspects of the project.

1. 2. Description of Related Experience – 30 points maximum.

The firms will be rated on their experience and demonstrated success in performing work similar to that described in this RFP. Points will be awarded to submittals based on previous City or public agency project experience on state or federally funded projects using the WSDOT Standard Specifications for Road, Bridge, and Municipal Construction, including projects with multiple funding sources.

1. 3. Project Team Organization and Qualifications – 25 points maximum

The firms will be rated on the qualifications of the members of the proposed team, including the responsibilities and skills of each team member, the appropriateness of the team relative to the scope of work, the percent of time allotted to the members.

1. 4. Responsiveness and Clarity of Submittal - 10 points maximum

Points will be awarded to submittals that present all the required information with clarity.

General Conditions:

1. Evaluation of the qualifications will be made by a staff evaluation committee. The Committee will request interviews of the top proposers. Upon completion of the evaluation process, the Committee will determine the most qualified organization based on all materials and information presented.
2. Any proposer failing to submit information following the procedures provided in the RFP may be disqualified.
3. The City reserves the right to:

1. Request clarification of information submitted and request additional information from the proposer.
2. To change the solicitation schedule, issue addenda to the solicitation, or cancel the solicitation at any time before the submittal deadline.
3. To reject all the qualifications, at any time, without penalty.
4. To waive immaterial irregularities contained in the solicitation.
5. To award any contract to the next most qualified firm if the selected consultant does not execute the contract within thirty (30) calendar days after the contract was awarded.

4. Proposals remain confidential until closing deadline after which proposals are considered a public record subject to public disclosure under RCW 42.56, the Public Records Act. Proposing firms shall mark as “proprietary” any information that the proposer believes meets the exemption under RCW 42.56.270(1). The City will consider this designation in response to public records requests.
5. Any proposal submission may be withdrawn, either personally or by written request, at any time before the time set for the submittal deadline.
6. The City actively supports utilization of WMBE (women and minority-owned businesses), Veteran Owned Businesses, Americans with Disabilities and those protected by Title VI on City contracts as both primes and subcontractors, and for consulting and purchasing contracts.  Furthermore, the City of Mountlake Terrace, under 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 under such Act, hereby notifies all bidders that it will confirm that in any contract entered into under this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will have an opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of color, ethnicity, gender, national origin, race, or religion in consideration for an award.
7. The consultant shall comply with all applicable federal, state, and local laws, executive orders, guidelines, rules, and regulations affecting its performance. The firm shall comply with the applicable provisions of the Federal Occupational Safety and Health Administration (OSHA) and the standards and regulations issued thereunder and certifies that all items furnished and purchased shall conform to and comply with said law, standards and regulations. The firm shall certify that it has complied and shall continue to comply during the duration of this contract, with the United States Immigration and Control Act of 1986 in that every employee of the firm is eligible for employment in the United States.
8. Proof of application or receipt of a City of Mountlake Terrace business license will be required prior to receipt of a fully executed contract. Consultants may obtain information for licensing on the City of Mountlake Terrace website.
9. The City intends to use the WSDOT form “Local Agency A&E Professional Services Cost Plus Fixed Fee Consultant Agreement” to engage the selected consultant with the City for the work outlined in this RFP. The document can be found at https://wsdot.wa.gov/sites/default/files/2021-10/LP_AEPS-CostPlusFixedFee.pdf