Introduction: The City of Woodinville is soliciting Requests for Qualifications (RFQ) from interested and qualified firms to provide Construction Management professional services with a focus on construction inspection, quality assurance, general construction oversight and administrative services for the 133rd Grid Road Extension & Roundabout Project No. ST-23-007 (“Project”), from Woodinville-Snohomish Road to Little Bear Creek Parkway Intersections.

This Project (see Exhibit A) constructs a roundabout at the extension of 133rd Avenue NE that connects Woodinville Snohomish Road to Little Bear Creek Parkway (aka NE 177th Pl).  The roundabout Project will also include construction of a tunnel to accommodate the Eastrail Trail that creates a grade separated crossing for trail users.

The Project is fully funded by local/City funds. The anticipated Construction Invitation to Bid Advertisement is in March 2025.

The following documents are included in this RFQ:

• Exhibit A – Project Scope/Vicinity Map
• Professional Services Agreement DRAFT
• Title VI Assurances for Contractors

Scope of Services: This is a summary of the minimum expectations of the Service Provider.  Final provisions shall be established during Agreement negotiations.  

1. 90% Constructability Review: Perform a constructability review of plans and specifications and provide detailed comments to the Design Engineer of Record.
2. Construction Project Management: Oversee the construction process, ensuring compliance with Project specification, timelines, and budgets.  Includes facilitating pre-construction meeting(s) and weekly meetings with the awarded Contractor and the City, document control, material tracking, change orders, and pay applications.
3. Inspection Services: Conduct daily inspections to ensure that construction work meets required standards and specifications.
4. Coordination: Coordinate with City staff, Contractors, utilities, property owners, and other stakeholders to facilitate smooth Project execution.
5. Reporting: Provide regular progress reports to the City, highlighting any issues or delays and proposed solutions.
6. Quality Control: Implement quality control measures to ensure that the Project meets the highest standards of construction.
7. Safety Management: Ensure all construction activities comply with relevant safety regulations and standards, emphasizing safety of all workers and the public throughout the construction process.
8. Construction Project Closeout: Ensure all closeout items are identified and completed, this will include the punch list phase, as-built documents, M&O manuals including manufacturer equipment and material warranties, and providing Project files to the City.

Submittal Requirements: All interested and registered Service Providers must submit their Statements of Qualifications (SOQ’s) through the Public Purchase portal by 10 am on January 9, 2025. SOQ’s received after this time will not be accepted.

(For instructions on how to get registered in Public Purchase go here: https://www.sharedprocurementportal.com/VendorRegistration . Note that it may take up to 24 hours for newly registered accounts. Registration is a 2-step process. Step 1 is to register. Step 2 occurs after you receive an activation email from Public Purchase. You will have to log back in, click on the “Tools” tab then, on the “Agencies” tab. This will take you to the Agency search page. In the Agency name box type in “Agency Name”. Leave the “new Agency since” box blank. Make sure Registration Status says “ALL”. Click on “search”. This will bring up the Agency below. To the far right of it you will see “view” and “Register”. Click on the “Register” link to complete the supplier registration with the Agencies. If you do not select “Woodinville” you will not appear to me as a registered vendor and you will not be able to access this RFQ or download bid attachments).

All SOQ’s submitted shall not exceed twenty (20) pages. All pages count towards the page total including but not limited to cover page and staff resumes.

SOQ Evaluation Components/Criteria

The following should be included in the submittal:

1. Executive Summary: An executive summary should include key elements of the Service Provider’s SOQ, project approach, and an overview of the team. Indicate the address, contact info, office location (nearest Woodinville), and the office from which the project will be managed. Provide information if firm is certified as a Veteran, Small, or OMWBE owned business (including any applicable sub-consultants).

2. Related Firm Experience: Describe recent (within the last 3 to 5 years), directly related experience with other firms or municipalities matching the requirements defined herein. This reference list should include the name of the client, description of work done, deadlines met, dates of the project, name/address/phone number/email of client’s project manager.  The City reserves the right to contact any reference listed.

3. Statement of Team Experience: Service Provider to demonstrate their team’s ability to perform the work directly related to the requirements defined herein. The experience listed must be of the team that would potentially be assigned to the City if awarded an agreement. Experience portfolio should include all applicable certifications, experience with local municipalities, and large public works projects. Include current workloads.

4. Project Approach/Methodology: Based on the information included herein, provide a brief narrative on how the Service Provider would approach the Construction Management of this Project to deliver the Project on time and within budget.

Selection Process

Proposals will be evaluated and ranked from 0 through 5 (5 being the highest ranking) against each criteria listed below. The highest cumulative total that can be given to any Service Provider is 20 points.

1. Service Provider’s relevant experience matching the objectives and Scope of Work detailed herein.
2. Completeness of SOQ submitted.
3. Ability and reputation.
4. Project Approach/Methodology.

References may or may not be contacted and interviews may not be scheduled. If a reference is contacted or an interview is performed, these will also be points of evaluation weighted the same with a cumulative total up to 30 points.

The 0 to 5 scores represent the following:

• 0 = 0% did not provide a response to the requirement
• 1 = 20% Far below expectations, poor response that minimally meets the requirements
• 2 = 40% Below expectations, a fair response that meets the requirements in an adequate manner
• 3 = 60% Meets expectations, a good response that meets all the requirements and has demonstrated in a clear and concise manner, a thorough knowledge and understanding of the subject matter.
• 4 = 80% Exceeds expectations, a very good response that provides useful information, while showing experience and knowledge within the category.
• 5 = 100% Far exceeds expectations, a superior response that is highly comprehensive, excellent reply that meets all requirements of the area within that category.

The City will review all timely submitted SOQ’s and following such review, the City may interview one or more Service Providers to assist its determination of the most highly qualified Service Provider. The City will, in its sole discretion, determine the number of Service Providers interviewed, and may require additional interviews or interviews of additional Service Providers as deemed necessary by the City to determine the most highly qualified Service Provider on the basis of the criteria stated above.

The City shall not be responsible for any costs incurred by any person or entity to prepare, submit or present its response to this request. 

The City reserves the right to change the schedule or issue amendments to the RFQ at any time, cancel or reissue the RFQ, request clarification of information submitted and to request additional information from any Service Provider.

The City reserves the right in its sole and absolute discretion to reject any or all statements, wholly or in part, to waive any irregularities in any submitted statement, or refrain from contracting with any Service Provider or to accept any statement received by reason of this request and which will best serve the interest of the City.

Public Records Act

All responses submitted become the property of the City and after opening may be subject to public disclosure under the Public Records Act, RCW 42.56.Any information contained in the response that is exempt from public disclosure because it is proprietary, a trade secret or otherwise exempt must be clearly designated. Marking of the entire response or entire sections of the response as exempt will not be accepted or honored.

Title VI Non-Discrimination Compliance

The City of Woodinville, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252,42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.