GENERAL INFORMATION
Per RCW 39.80, the University of Washington Facilities (UWF) is soliciting Statements of Qualifications (SOQ) from experienced firms to provide on-call architectural and engineering services for projects in campus facilities. Project locations include the University of Washington Seattle, Bothell, and Tacoma campuses, as well as UW Medical Center (UWMC), Harborview Medical Center (HMC) and other facilities within the UW system. Services may be needed during multiple project phases, including planning, design, or construction.
This RFQ is intended to seek firms who have specific design experience in highly-sensitive medical facilities, and demonstrate experience managing considerations such as patient care, infection control, privacy and patient confidentiality, specialized equipment, medical treatment and testing protocols, along with high standards for safety, health, and cleanliness. Projects examples may include laboratory upgrades; installation of owner-furnished highly specialized medical equipment, specialized suite/wing remodels, and renovations of operating room or other critical patient care spaces. Projects are typically delivered within existing, in-use, and occupied areas of our medical facilities.
To the greatest extent practicable, the University intends to include qualified consultants have the following diverse business interests:
 Small business, microbusiness, mini-business enterprises (SBE) as defined in RCW 39.26.010;
 Minority (MBE) and Women-owned business enterprises (WBE) as certified under RCW 39.19; and
 Veteran-owned businesses as defined in RCW 43.60A.010.
UWF Units which may use the resulting Master Services Agreements include:
 Project Delivery Group (PDG): capital projects/construction support
 Campus Architecture and Planning (CAP): planning, programming, pre-design, feasibility studies
 Maintenance & Operations (M&C): small project support
 Real Estate (RE): project support in UW-owned / managed properties in various locations
Consultants must be able to provide complete services for the specific discipline selected for both pre-construction services and design work, including but not limited to, planning, programming, studies, design, bidding, contract administration and project close-out.
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II. RFQ COORDINATOR
The RFQ Coordinator is the sole point of contact in the University for this Procurement. All communication between Service Providers and the University upon release of this Solicitation shall be addressed through the communications function of Workday Strategic Sourcing platform and with the RFQ Coordinator, in writing, as follows:
Shirley Yang
UW Facilities Procurement
III. MASTER AGREEMENT(S)
The University intends to select multiple firms under an on-call Master Agreement that will have no specific contract amount. As individual projects are identified that require the services described in this RFQ and any resulting Agreement, the parties will negotiate a specific scope of services and fee that will be formalized and authorized through a work-specific authorization. Project authorizations under each Master Agreement must be executed prior to the expiration of the Master Agreement. The initial term of the Master Agreement will be two (2) years with an option for the University, with the consultant’s concurrence, to extend the Agreement by amendment for two additional two (2) year terms (for a maximum of six (6) years).
IV. COMPENSATION
Hourly rates established for the Master Agreement will remain in effect for the initial two year term of the Master Agreement. Additionally, Rates shall remain effective from the time of the project authorization is issued to the end of the project.
The hourly rates may be adjusted after the initial two year term upon the consultant’s request, thereof, but no more often than one (1) time every two years. The rate of adjustment shall be in alignment with the Consumer Price Index (CPI) published by U. S. Bureau of Labor Statistics, during the month of review prior to such adjustment, as compared with the CPI at the time of the settlement of the agreement, and new rate, if approved, shall be authorized by an amendment to the Master Agreement.
V. SCOPE OF SERVICES
The services under the Master Agreement may include, but are not limited to:
o Feasibility Studies
o Cost Estimates
o Pre-Design Reports
o Interior Design/Programming; medical planning
o Schematic Design;
o Design Development;
o Construction Documents, including Bid Documents;
o Permit drawings, assistance/coordination;
o Review of equipment and product specifications;
o Support for Maintenance and Repair Projects
o Construction administration, including, but not limited to, sufficient quality and quantity of
inspections to certify the Project, review of shop drawings and
other submittals, and a CADD/electronic file Record Set of Final As-Built Drawings.
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Both pre-design and design on-call services will be required by the University for Project Support. Firms selected to provide Services may be required to work with other consultants providing services to the University. The University understands that some firms may routinely utilize sub-consultants to perform work associated with the above listed disciplines, but for the purpose of this RFQ, the University is most interested in firms who can self-perform work related to the specialties listed above.
Potential Project Assignments:
The services requested are required in a range of project sizes, and will support projects delivered through a variety of delivery methods including Job Order Contract(s), Small Works Roster, or Minor Works projects. Project authorizations issued under the resulting agreements will not exceed $500,000 per project, and will fall into one of three Project Size Categories noted below.
Responding firms should indicate the project size categories from the list below for which it requests consideration. Firms should consider the depth of staffing, availability of resources that can be committed when determining which project category they feel most comfortable delivering services for. Firms may request consideration for one, two, or all three of the categories. The University reserves the right to select firms for one or more category, but may select a firm for fewer than the requested number of categories.
Project Size Categories:
A. Projects with anticipated design fee of less than $100,000
B. Project with anticipated design fee of $100,000-$350,000
C. Projects with design fees between $350,000 and $500,000
This RFQ does not obligate the UW or the state of Washington to contract for services. UW reserves the right to reject any and all proposals received without penalty and not to issue a contract as a result of this solicitation.
VI. GENERAL REQUIREMENTS
1. A contract will be awarded only to design firm qualified by experience and in a financial position
to perform the Scope of Service for the terms of the Agreement.
2. Firm must have a minimum of five (5) years of continuous licensure in the State of Washington,
and in good standing with all state agencies regarding licensing, taxes, and employment.
3. Evidence of insurance coverage meeting UWF requirements.
VII. SUBMITTAL REQUIREMENTS AND EVALUATION CRITERIA
Respondents are asked to submit one (1) PDF/electronic format of the Statement of Qualifications to Workday Strategic Sourcing, the University’s electronic bid management system, no later than the published submittal deadline, or as modified by any subsequent addenda. Consultants are responsible for ensuring receipt of the SOQ by the deadline and should take into account delays or technical issues that may occur when using electronic submissions. Submittals received after the deadline will not be considered. Any addenda issued for this RFQ will be published in Workday Strategic Sourcing. Consultants are responsible for checking for any addenda prior to submission of qualifications.
The SOQ will be evaluated based on the criteria set forth in this solicitation. Each firm’s SOQ is limited to 20 single-sided pages and must be organized by discrete sections corresponding to the criteria and in the same order as listed below. Cover Letter, section dividers, Table of Contents, and resumes are not
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counted in the page limit. All required questions in the online Supplier Questionnaire must be completed in order to be considered responsive.
A. COMPANY INFORMATION AND COVER LETTER (NO POINTS)
1. Complete the online Supplier Questionnaire stating your firm’s name, address, phone, email, and contact person for this solicitation. If the firm has multiple offices, identify the office that will manage and administer the projects, as well as the office that will develop the services requested.
2. In the online Questionnaire, please indicate the categories / disciplines where your firm has experience and interest.
3. Please upload a brief (maximum 1 page) cover letter in PDF format addressing the following:
 Your firm’s interest and general qualifications;
 Your firm’s historical workload and ability to provide requested services;
 Discuss your firm’s financial and organizational stability
B. EXPERIENCE AND PAST PERFORMANCE (30%)
1. Relevant Projects: Please provide examples of at least four (4) relevant projects completed in the last five (5) years where your firm provided design services for new construction or renovation of healthcare facilities. Each project presented should represent a budget of less than five million dollars. Include the project name, budget, size, services rendered, individuals assigned to this contract, and type of facility for each. UWF is especially interested in experience with similar “on-call” contract experience for the purpose of this RFQ.
2. Programming, Planning, and Pre-Design Experience: Highlight an example of at least one (1) additional project that demonstrates your firm’s experience in the preparation of feasibility studies, programing and concept development. Additionally, please note if you have completed a State of Washington Office of Financial Management pre-design document and include as an example.
3. Ability to Manage Schedule and Budget: Discuss your firm’s approach to schedule and budget management. UWF is interested in firms with a history of relevant projects showing their ability to manage schedule and budget without loss of quality in design outcomes. Compare original design budget with the final budget and schedule duration for any/all project examples provided to support your response.
C. STAFF EXPERIENCE AND KEY PERSONNEL (30%)
1. Please specify the staff members who will be assigned to this contract, if awarded. Provide an
organizational chart with roles and responsibilities, including naming the proposed lead representative.
2. For each of your proposed staff/consultants, provide a resume that highlights relevant experience and expertise, including a paragraph that speaks to their overall capabilities and subject areas of expertise. (Resumes and certifications can be placed in an appendix and will not count toward any page counts.)
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D. PROJECT MANAGEMENT APPROACH (30%)
1. Planning and Programming: Discuss your firm’s approach to programming and planning. Provide details on how your firm incorporates your client’s specific requirements (ex., staffing, space requirements, major equipment needs, and infrastructure support) into its planning methodology.
2. Project Delivery: Offer examples that exemplify your firm’s successful project delivery approach and collaboration(s) with Owner stakeholders, engineering design firms, general contractors, subconsultants, and Authorities Having Jurisdiction. List strategies for providing best value to the Owner.
3. Quality Control/Quality Assurance: Explain how you will approach QC/QA, preferably citing/relying on experience from the projects cited in Criteria B, Experience and Past Performance. Note any differences in QC/QA approach for different project delivery methods (ex., Design-Bid-Build vs. Design-Build).
4. Risk Management: Explain your approach to project risk management. Your response should identify design and construction risks in campus/public settings, potential impacts, and your firm’s mitigation strategies. Examples should include, but are not limited to, agile response to design changes, permitting challenges, factors affecting project schedule, change orders, and financial risks.
5. Permitting and Other Regulatory Knowledge: Knowledge of and experience with the approval and permit processes of the City of Seattle or other city/county government agencies, other applicable regulatory agencies, and with the administrative review processes and requirements.
E. BUSINESS EQUITY ENTERPRISES (10%)
1. The University is committed to providing the most practicable opportunity for Business Equity Enterprises (BEE). Discuss at least two (2) past projects of similar service scopes where your firm has provided opportunity for sub-consultants and BEEs to be included. For each demonstration project please include the name, description, the size, and the specific opportunity that was afforded. Discuss the scope of work performed by the diverse business partner and any lessons learned.
2. For this Agreement, discuss potential opportunity for BEE inclusion. Be sure to include thoughts around size, scope, and similar factors that would present the highest practicable opportunity for BEE firms in this work.
If your firm is a BEE please indicate. Even if your firm is a BEE, UWF is still interested in any opportunities to partner and sub-consult with BEE firms so please discuss any opportunities available. Refer to Attachment A- Business Equity Inclusion for definitions of BEE.
F. REFERENCES (PASS/FAIL)
Provide a minimum of three (3) project owner references for work completed by your firm in the online questionnaire. References should come from owners other than the UW. References submitted should from at least one of the projects submitted in your SOQ. Cited references should include project name, reference name, title, project role, and current contact telephone number.
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The University reserves the right to conduct reference checks for the highest scoring firm(s) either after submissions have been evaluated, and/or after interviews have been held. In the event that information obtained from the reference checks reveals concerns about the firm’s past performance or their ability to successfully perform the work of the agreement(s) to be executed based on this RFQ, the University may, at its sole discretion, determine that the firm is not qualified to move forward in the selection process and/or to enter into negotiations with the University. In conducting reference checks, the University may include itself as a reference if the firm has performed work for the University, even if the firm did not identify the University as a reference. Likewise, the University reserves the right to check references for the firm from other owners and designers even if they were not identified by the firm as references in the SOQs submitted.
G. WEIGHTING OF EVALUATION CRITERIA
The SOQ will be evaluated based on the following scale for each evaluation criterion:
SOQ Evaluation Criteria Weight
1
Cover Letter
No Points
2
Experience and Past Performance of the Firm
30%
3
Staff Experience and Key Personnel
30%
4
Project Management Approach
30%
5
BEE Inclusion
10%
6
References
Pass/Fail
Total
100%
H. SELECTION PROCESS
The SOQs will be reviewed by an evaluation committee and the highest ranking firm(s) will be invited to enter into negotiations with the UW. As an option, the UW may decide to invite the top ranked firm(s) to an interview in order to appropriately size a roster of firms. If so, the scores from the interviews will be used to identify the apparent successful Consultant(s). The University will contact the Consultant(s) directly to schedule the interview/presentation process. If the University and the highest ranked firm(s) cannot agree on terms that are fair and reasonable, the University may enter into negotiations with the next ranked firm(s).
I. TIMETABLE
Anticipated Consultant Selection Schedule is indicated below. The UW reserves the right to adjust the timetable as necessary. All dates and time are US, Seattle (Pacific) time zone.
Schedule of Events Date
Issue Request for Qualifications
Friday, August 16, 2024
Deadline for Questions
Friday, August 30, 2024, 3:00pm PT
Responses to Questions Due
Monday, September 9, 2024
Statement of Qualifications Due, RFQ Closes
Monday, September 16 , 2024, 3:00pm PT
Selection and Notification of top ranking firm(s)
Week of September 30, 2024
Interviews, if required
Week of October 14 and 21, 2024
Announcement of Award(s)
On or Before Week of October 28, 2024
Execution of Master Agreement(s)
On or Before Week of November 4, 2024
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VIII. ACCEPTANCE OF UNIVERSITY’S STANDARD AGREEMENTS
The University intends to utilize its standard Consultant Master Agreement for Architectural and Engineering Professional Services for the work. These Agreements are available for review on the UW Facilities website at: https://facilities.uw.edu/projects/business-opportunities/contracts-forms. Select the “Master Agreement for Architectural Services OA3 and the “Master Agreement for Professional Services –Miscellaneous OA4’. Even if requesting in your response that you reserve your right to negotiate terms and conditions, the University makes no commitment that it will modify any of the terms of these standard agreement based on the firm’s exceptions. Firms should not comment on the terms of any Agreement that include compensation provisions.
IX. APPEALS
Those that wish to appeal, or take issue with, this request, process, or subsequent contract, may submit their written protest to the RFQ Coordinator for consideration within three (3) business days of any determination by UWF. All protests/appeals will be reviewed and resolved prior to any Award being issued. Protests should contain facts that evidence discrimination, unfairness, impropriety, or similar and how the firm has, or will be harmed. All internal evaluation documents and submissions will be reviewed by the UWF Associate Vice President for Asset Management, with any protest. Within seven (7) business days of receipt of a protest, the Associate Vice President of Asset Management will make a determination as to accept the appeal and change previous determinations made by the selection committee, or to uphold. Determinations made by Associate Vice President of Asset Management shall be final and will exhaust administrative remedies in this matter.
X. QUESTIONS
All questions regarding this RFQ should be transmitted via the Workday Strategic Sourcing platform.
Document(s) included in this RFQ: Attachment A – Business Equity Inclusion
Publication date(s) in the Seattle Daily Journal of Commerce: August 16, 2024.
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