Request for Qualifications

RFQ Number: 24-03

RFQ Title: Lake Forest Park Levy Lid Lift Consulting Services

Date Issued: July 22, 2024

Submittals Due: August 12, 2024 (no later than 4:00 p.m.)

The entire Request for Qualifications document, as well as supporting information, is available on theCity of Lake Forest Park website, www.cityoflfp.gov

Contact Person: Phillip Hill, City Administrator

Email Address: phill@cityoflfp.gov

Backup Contact Person: Lindsey Vaughn, Finance Director

Email: lvaughn@cityoflfp.gov

Dates of Publication: July 22, 2024 - Seattle Times, Seattle Daily Journal of Commerce, Construction Journal, MRSC Roster, and the City's website/list serve/notifications.

Submit Physical or Mailed Qualifications on or before August 12, 2024, 4:00 p.m. to:

Physical Address: City of Lake Forest Park - Front Desk

Attn: Phillip Hill

17425 Ballinger Way NE

Lake Forest Park, WA 98155

Mailing Address: City of Lake Forest Park

Attn: Phillip Hill

17425 Ballinger Way NE Lake Forest Park, WA 98155

Section 1 - General Information

NOTICE:

Notice is hereby given that the City of Lake Forest Park, Washington (the City) seeks Statements ofQualifications (SOQ) in response to this Request for Qualifications No. 24-03. A SOQ submitted in response tothis RFQ must be submitted with the City at the physical address noted above on or before August 12, 2024, nolater than 4:00 p.m.

PURPOSE:

The City of Lake Forest Park intends on placing a Levy Lid Lift on the November 2025 general election ballot. This effort requires consultant services to support the city council and city administration in messaging and educating the public regarding the need for this levy.

Examples of required services include: Develop a public input and engagement plan that builds awareness, assesses community interest, builds an understanding of the ballot measure and the opportunity to vote. Conduct a focus group to test the narrative of the messaging for the community. Prepare messaging inviting the community to feedback sessions, conduct sessions with live polling and prepare a summary of findings for city leadership. Create fact sheet(s), FAQ’s, display boards, an educational oversized postcard the city can send to all households, social media content, and a social media calendar for staff. Work with staff to update websites. Staff a booth at the Farmer’s Market on multiple Sunday’s. Educate the administration and council on the limitations set by Public Disclosure Commission.

DURATION OF SERVICES:

The term of the professional services agreement(s) will be from approximately September 2024 through Summer 2025. A designated Project Manager reporting to City Staff will be required for the entire term.

The professional services agreement(s) resulting from this RFQ shall remain in effect until completion and finalpayment of the services described in the agreement(s), unless terminated earlier in accordance with theagreement(s).

RFQ SCHEDULE:

(These dates are estimates and subject to change by the City)

RFQ RESPONSE PROCESS AND DEADLINEFour (4) hard copy of the SOQ and one (1) digital copy on a USB flash drive to the address noted above, must be received by the City by 4:00 PM on Monday, August 12, 2024. They must be mailed or delivered in a sealed envelope that is clearly marked with the solicitation/project title to the address listed above. SOQs may not be faxed or emailed. Inquiries about this RFQ must be submitted via email no later than 5:00 PM on Monday, August 5, 2024, and directed to:Phillip Hill, City AdministratorCity of Lake Forest ParkEmail: phill@cityoflfp.govRespondents to this RFQ shall bear all costs to prepare their response/SOQ. No claims against the City for reimbursement of RFQ-response-related expenses will be accepted.BACKGROUND INFORMATION:

The Lake Forest Park Mayor and City Council have identified a structural financial deficit resultant of being a bedroom community with limited sales tax base in a region of high inflationary pressures. The city prides itself on maintaining its own police force, providing residents a force with a strong dedication to maintaining a positive culture and delivering exemplary service, and a dedicated general government work force running the day-to-day operations of the city. The city has, for many biennia, maintained sufficient fund balances thanks to one-time revenue funds and responsible spending. The funds generated by this levy would supplant current general fund revenues budgeted for current ongoing staffing expenditures.

BRIEF SCOPE OF SERVICES:

Develop a public input and engagement plan that builds awareness, assesses community interest, builds an understanding of the ballot measure and the opportunity to vote. Conduct a focus group to test the narrative of the messaging for the community. Prepare messaging inviting the community to feedback sessions, conduct sessions with live polling and prepare a summary of findings for city leadership. Create fact sheet(s), FAQ’s, display boards, educational oversized postcard city can send to all households, social content, and a social media calendar for staff. Work with staff to update websites. Staff a booth at the Farmer’s Market on multiple Sunday’s. Educate the administration and council on the limitations set by Public Disclosure Commission.

QUALIFICATIONS:

This project will require the firm/team to have the following qualifications:

• Experience in a public input and engagement plan and process.
• Experience conducting focus groups.
• Experience conducting community feedback sessions, including participant polling, and providing summary reports.

· Experience working with the public including the ability to present detailed property tax information in an easy-to-understand format.

· Experience educating the public and elected officials on the structure and implementation of a levy lid lift.

· Experience creating exceptional print and electronic media.

· Project manager’s overall experience and their demonstrated ability to work without significant guidance,provide strategic recommendations, and clearly communicate technical information to elected officials, citystaff and the community.

SUBMITTAL REQUIREMENTS:

Responses to this RFQ must include the following:

• Statement of Qualifications limited to a cover page and 10 single sided pages.

· Resumes for proposed team members may be included as an appendix to the proposal (does notcount towards the page limit).

• Signed and dated Title VI Compliance Affidavit and Non-Collusion Certificate forms (does not counttowards page limit).

REQUIRED NUMBER OF SOQ's: Four (4) hard copy of the SOQ and one (1) digital copy on a USB flash drive to the address noted above, must be received by the City by 4:00 PM on Monday, August 12, 2024. They must be mailed or delivered in a sealed envelope that is clearly marked with the solicitation/project title to the address listed above.

EVALUATION PROCEDURES: Submittals will be evaluated by the Selection Committee. The SelectionCommittee will consider the completeness of a Consultant’s submittal and how well the qualifications meetthe needs of the City.

EVALUATION CRITERIA:

Submittals will be evaluated by the Selection Committee based upon the responsiveness of the submittal to thisRFQ. Evaluations will also be based on criteria outlined in the Qualifications above.

Interviews, if considered necessary, will be held with selected firms/teams based on an evaluation of theQualifications and the firm’s/team’s overall fit with the City and its projected projects.

QUESTIONS:

Questions regarding this project may be directed to Phillip Hill via e-mail at phill@cityoflfp.gov. Please place “Lake Forest Park Levy Lid Lift RFQ” in the subject line. Unauthorized contact regarding this RFQ with other Cityemployees may result in disqualification. Any oral communications will be considered unofficial and non-bindingon the City.

Any questions will be answered in writing to the firms receiving this solicitation who have provided their email contact information to the city’s designated contact.

CODE OF CONDUCT POLICY - COMPETITIVE SOLICITATIONS:

Definitions:

Solicitations: method of acquiring goods, services, and construction for public use in which offers are made to theCity between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation toQuote, Request for Proposals, Request for Qualifications, Request for Information, or any other method ofobtaining competitive offers.

Blackout Period: The period between the time a solicitation is issued by the City and the time the City awards thecontract.

Lobbying: The attempt to persuade or influence any City employees, officials, or representatives responsible forreviewing, evaluating, ranking, or awarding the work or contract for goods or services for or against anysolicitation; provided, however, that lobbying shall not include the submission of required materials in directresponse to the solicitation according to the instructions to respondents in such solicitation.

CONDUCT OF PARTICIPANTS: After the issuance of any solicitation, all bidders, proposers, contractors, consultants or individuals acting on theirbehalf are hereby prohibited from lobbying any City employee, official or representative at any time during theblackout period.

SANCTIONS: The City may reject the submittal of any bidder, proposer, contractor and/or consultant who violates the policy setforth herein.

REJECTION OF SUBMITTALS: The City reserves the right to reject any submittals and to waive irregularities and informalities in the submittaland evaluation process.

This RFQ does not obligate the City to pay any costs incurred by Consultants in the preparation and submission oftheir Statement of Qualifications. Furthermore, the RFQ does not obligate the City to accept or contract for anyexpressed or implied services.

RFQ ADDENDUMS:

The City reserves the right to change the RFQ schedule or issue addendums to the RFQ at any time. The Cityalso reserves the right to cancel or reissue the RFQ. All such addenda will become part of the RFQ. If it becomesnecessary to revise any part of this RFQ, the City will issue the addenda on the City’s website(www.cityoflfp.gov) and email to the firms receiving this solicitation who have provided their email contact information to the city’s designated contact. It is the Consultant’s responsibility to confirm whether anyaddenda have been issued.

QUALIFICATION MODIFICATION & CLARIFICATIONS:

The City reserves the right to request that any Consultant clarify its submittal or to supply any additional materialdeemed necessary to assist in the evaluation of the submittal.

Modification of a submittal already received will be considered only if the request is received prior to the submittaldeadline. All modifications must be made in writing, executed, and submitted in the same form and manner asthe original submittal.

EXCEPTIONS:

If Consultant(s) takes exception to any term or condition set forth in

this RFQ and/or any of its Exhibits and Attachments (including Insurance Requirements), said exceptions mustbe clearly identified in the response to this RFQ. Exceptions or deviations to any of the terms and conditionsmust not be added to the SOQ pages but must be submitted in a separate document accompanyingConsultant’s SOQ identified as “Exceptions.” Such exceptions shall be considered in the evaluation and theaward processes. The City shall be the sole determiner of the acceptability of any exception.

QUALIFICATION SIGNATURES:

An authorized representative must sign submittals, with the Consultant's address, telephone and emailinformation provided. Unsigned submittals may not be considered.

CONTRACT AWARD:

The City reserves the right to make an award without further discussion of the submittals. The Consultant(s)selected as the apparently successful Consultant(s) will be expected to enter into a contract with the City. TheCity shall not be bound, or in any way obligated, until both parties have executed a contract. No party may incurany chargeable costs prior to the execution of the final contract.

The City reserves the right to award multiple contracts to multiple Consultants for this scope of service if it is inthe best interest of the City or use a contract different from the sample City contract.