HomeMy WebLinkAbout4042 Resolution - For PSA with TCA Inc for Future Fire Stations DesignRESOLUTION NO. 4042
A RESOLUTION OF THE CITY OF PASCO, WASHINGTON,
AUTHORIZING THE CITY MANAGER TO SIGN AND EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH TCA ARCHITECTURE
PLANNING, INC., PS, FOR ARCHITECTURE AND ENGINEERING
SERVICES FOR FUTURE FIRE STATIONS
WHEREAS, the City of Pasco, Washington requires professional services from an
architecture, planning and design firm for the purpose of design services for future fire stations;
and
WHEREAS, the City of Pasco has published an advance announcement of its Request for
Qualifications (RFQ) related to its general need for professional services for future fire stations as
required by RCW 39.80.030; and
WHEREAS, after a staff panel for the City of Pasco reviewed and scored responses
received from four (4) firms, it determined the most highly qualified firm to be TCA Architecture
Planning, Inc., PS; and
WHEREAS, the City of Pasco has negotiated a fair and reasonable contract with TCA
Architecture Planning, Inc., PS, based on the estimated value of the services including their scope,
complexity, and professional nature; and
WHEREAS, TCA Architecture Planning, Inc., PS, will provide services for amounts
budgeted within the 2021-2022 adopted biennial budget; and
WHEREAS, the City of Pasco Fire Department is in need of design services for future fire
stations; and
WHEREAS, the City of Pasco hereby finds that TCA Architecture Planning, Inc., PS, is
the most highly qualified firm to perform the necessary architectural and engineering services
related to future fire stations, and the negotiated contract is both fair and reasonable
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PASCO, WASHINGTON:
Section 1. That this Agreement is approved to allow TCA Architecture Planning, Inc., PS,
to provide professional services as described within Exhibit A.
Section 2. The City Manager of the City of Pasco, Washington, is hereby authorized,
empowered, and directed to sign and execute the PSA with TCA Architecture Planning Inc., PS,
for anticipated design needs related to future fire station projects on behalf of the City of Pasco.
Resolution — PSA with TCA Architecture Planning, Inc., PSA
Fire Station Design - 1
Adopted by the City Council of the City of Pasco, Washington this 15th day of March,
2021.
Saul Martinez
Mayor
ATTEST:
APPROVED AS U) FORM:
Debra Barham, CMC Kerr F r son a , PLLC
City Clerk City me
Resolution — PSA with TCA Architecture Planning, Inc., PSA
Fire Station Design - 2
EXHIBITA
PROFESSIONAL SERVICES AGREEMENT
Fire Department Design Services for 2021 thru 2022
THIS AGREEMENT is made and entered into this day of March, 2021, between
the City of Pasco, a Washington Municipal Corporation, hereinafter referred to as "City", and TCA
Architecture Planning, hereinafter referred to as "Consultant."
RECITALS
WHEREAS, the City desires to have certain services and/or tasks performed as set forth
below requiring specialized skills, training, equipment, and other supportive capabilities; and
WHEREAS, the Consultant represents that it is qualified and possesses sufficient skills,
experience, equipment, and necessary capabilities, including: technical and professional expertise,
when required, to perform the services and/or tasks as set forth in this Agreement upon which the
City is relying; and
WHEREAS, the City has, consistent with RCW 39.80, published an announcement related
to its need for continued Architectural and Engineering services, evaluated Consultants current
performance data, and has determined that Consultant is the most highly qualified firm to perform
continued Architectural and Engineering services related to design of fire stations; and
WHEREAS, the City Council has found that the contract with Consultant is both fair and
reasonable in light of the duties to be performed and the Consultant's performance data.
NOW, THEREFORE, in consideration of the mutual covenants, and performances
contained herein, the parties agree as follows:
1. Scope of Services. The Consultant shall perform such services and accomplish such tasks,
including the furnishing of all labor, materials, facilities and equipment necessary for full
performance thereof, as identified and designated as Consultant's Responsibilities
throughout this Agreement, and as more particularly described as providing Architectural
Design and Engineering services for Fire Department building design as addressed in the
attached RFQ for Fire Station Design Services (Attachment 1)
2. Term. This Project shall begin on March , 2021, and be completed at a time
mutually agreed between the City and the Consultant.
3. Compensation and Payment.
3.1 Payment for services provided hereunder shall be made following the performance
of such services. Such payment shall be full compensation for work performed or
services rendered, and for all labor, materials, supplies, equipment, and incidentals
necessary to complete the Project.
3.2 No payment shall be made for any services rendered by the Consultant except for
services identified and set forth in this Agreement except as may be authorized by a
written supplemental agreement approved by the City.
3.3 The City shall pay the Consultant for work performed under this Agreement upon
timely submitted invoices detailing work performed and expenses for which
reimbursement is sought. The City shall approve all invoices before payment is
issued. Payment shall occur within thirty (30) days of receipt and approval of an
invoice.
3.4 The City shall pay the Consultant for all work performed and expenses incurred under
this Agreement, as follows.
❑ Hourly (Single Rate): $ per hour plus actual expenses incurred as
provided under this Agreement, but not to exceed a total of $
without prior written authorization by the City; or
❑ Hourly (Multiple Rate): Such rates as identified on Exhibit , plus actual
expenses incurred as provided under this Agreement, but not to exceed a total
of $ without the prior written authorization by the City; or
❑ Fixed Sum: or
® Other: An agreed Rough Order of Magnitude (ROM) amount for each and
any project that a ROM is requested.
4. Reports and Inspections.
4.1 The Consultant at such times and in such forms as the City may require, shall furnish
to the City such statements, records, studies, surveys, reports, data, and information
as the City may request pertaining to matters covered by this Agreement.
4.2 The Consultant shall, at any time during normal business hours and as often as the
City or the Washington State Auditor may reasonably deem necessary, make
available for examination all of its records and data with respect to all matters
covered, directly or indirectly, by this Agreement and shall permit the City, or its
designated authorized representative to audit and inspect other data relating to all
matters covered by this Agreement. The City shall receive a copy of all audit reports
made by the agency or firm as to the Consultant's activities. The City may, at its
discretion, conduct an audit at its expense, using its own or outside auditors, of the
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Consultant's activities which relate, directly or indirectly, to this Agreement.
Consultant shall be provided a copy of such reports.
4.3 The Consultant, during the term of this Agreement, shall obtain all registration
documents necessary for the performance of its work and for the execution of services
at its own expense, and shall maintain its validity. Upon request, the Consultant shall
deliver to the City copies of these licenses, registration documents, and/or proof of
their issuance or renewal.
4.4 Consultant shall maintain books, records and documents, which sufficiently and
properly reflect all direct and indirect costs related to the performance of this
Agreement, and shall maintain such accounting procedures and practices as may be
necessary to assure proper accounting of all funds paid pursuant to this Agreement.
These records shall be subject, at all reasonable times, to inspection, review, or audit
as provided above.
4.5 The Consultant shall retain all books, records, documents or other material relevant
to this Agreement for three (3) years after its expiration. Consultant agrees that the
City, or its designee, shall have full access and right to examine any of said materials
at all reasonable times during this period.
5. Ownership and Use of Documents.
5.1 All research, tests, surveys, preliminary data, information, drawings and documents
made, collected, or prepared by the Consultant for performing the services subject to
this Agreement, as well as any final product, collectively referred to as "work
product," shall be deemed as the exclusive property of the City, including copyright
as secured thereon. Consultant may not use them except in connection with the
performance of the services under this Agreement or with the prior written consent
of the City. Any prior copyrighted materials owned by the Consultant and utilized in
the performance of the services under this Agreement, or embedded in with the
materials, products and services provided thereunder, shall remain the property of the
Consultant subject to a license granted to the City for their continued use of the
products and services provided under this Agreement. Any work product used by the
Consultant in the performance of these services which it deems as "confidential,"
"proprietary," or a "trade secret" shall be conspicuously designated as such.
5.2 In the event of Consultant's default, or in the event that this Agreement is terminated
prior to its completion, the work product of the Consultant, along with a summary of
the services performed to date of default or termination, shall become the property of
the City, and tender of the work product and summary shall be a prerequisite to final
payment under this Agreement. The summary of services provided shall be prepared
at no additional cost, if the Agreement is terminated through default by the
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Consultant. If the Agreement is terminated through convenience by the City, the City
agrees to pay Consultant for the preparation of the summary of services provided.
6. Public Records.
6.1 Consultant acknowledges that the City is an agency subject to Chapter 42.56 RCW
"Public Records Act." All preliminary drafts or notes prepared or gathered by the
Consultant, and recommendations of the Consultant are exempt prior to the
acceptance by the City or public citation by the City in connection with City action.
6.2 If the Consultant becomes a custodian of public records of the City and request for
such records is received by the City, the Consultant shall respond to the request by
the City for such records within five (5) business days by either providing the records,
or by identifying in writing the additional time necessary to provide the records with
a description of the reasons why additional time is needed. Such additional time shall
not exceed twenty (20) business days unless extraordinary good cause is shown.
6.3 In the event the City receives a public records request for protected work product of
the Consultant within its possession, the City shall, prior to the release of any
protected work product or as a result of a public records request or subpoena, provide
Consultant at least ten (10) business days prior written notice of the pending release
and to reasonably cooperate with any legal action which may be initiated by the
Consultant to enjoin or otherwise prevent such release.
7. Independent Contractor Relationship.
7.1 The parties intend that an independent contractor relationship is created by this
Agreement. The City is interested primarily in the results to be achieved; subject to
the scope of services and the specific requirements of this Agreement, the
implementation of services will lie solely with the discretion of the Consultant. No
agent, employee, officer or representative of the Consultant shall be deemed to be an
employee, agent, officer, or representative of the City for any purpose, and the
employees of the Consultant are not entitled to any of the benefits or privileges the
City provides for its employees. The Consultant will be solely and entirely
responsible for its acts and for the acts of its agents, employees, officers,
subcontractors or representatives during the performance of this Agreement.
7.2 In the performance of the services provided in this Agreement, Consultant is an
independent contractor with full authority to control and direct the performance of
the details of the work, however, the results of the work contemplated herein must
meet the approval of the City and shall be subject to the City's general rights of
inspection and review to secure the satisfactory completion thereof.
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7.3 The Consultant shall perform its services consistent with the professional skill and
care ordinarily provided by architects practicing in the same or similar locality under
the same or similar circumstances. The Consultant shall perform its services as
expeditiously as is consistent with such professional skill and care and the orderly
progress of the Project.
The Consultant shall comply with all State and Federal laws including, but not limited
to:
7.3.1 The definition requirements of RCW 50.04.140 (Employment Security).
7.3.2 RCW 51.08.195 (Industrial Insurance).
7.3.3 Obtain a City of Pasco business license.
7.4 The City may, at its sole discretion, require the Consultant to remove any employee,
agent or servant from employment on this Project who, in the City's sole discretion,
may be detrimental to the City's interest.
8. Indemnification.
8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers,
officials, agents, employees, and volunteers from any and all claims and causes of
action, including, but not limited to, actions of law or administrative proceedings for
all injuries to persons or damages to property, and all losses, damages, demands, suits,
judgments, including attorney fees, arising out of, or as a result of, or in connection
with the work performed under this Agreement, and caused or occasioned in whole
or in part by reason of errors, negligent acts or omissions of the Consultant or its
subcontractors in the performance of this Agreement, except for injuries and damages
caused by the sole negligence of the City, its officers, employees, agents, and
volunteers.
8.2 Should a Court of competent jurisdiction determine that this Agreement is subject to
RCW 4.24.115, then, in the event of liability for damages arising out of bodily
injuries or damages to property caused by or resulting from the concurrent negligence
of the Consultant, and the City, its officers, employees, agents and volunteers, the
Consultant's liability and obligation to defend hereunder shall only be the
proportionate extent of the Consultant's negligence.
8.3 It is further agreed that the indemnification provided herein constitutes the
Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely
for the purposes of this indemnification.
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8.4 No liability shall attach to the City by reason of entering into this Agreement except
as expressly provided herein.
8.5 This indemnification shall include damages, penalties and attorney fees sustained as
a result of Consultant's delayed or failed performance of Section 6 above.
8.6 This waiver has been mutually negotiated by the parties, and the provisions of this
section shall survive the expiration or termination of this Agreement.
9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from
or in connection with the performance of the work hereunder by the Consultant, its agents,
representatives, employees, or subcontractors.
9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types
described below:
9.1.1 Automobile Liability insurance covering all owned, non -owned, hired and
leased vehicles. Coverage shall be written on Insurance Services Office (ISO)
form CA 00 01 or a substitute form providing equivalent liability coverage.
If necessary, the policy shall be endorsed to provide contractual liability
coverage.
9.1.2 Commercial General Liability insurance shall be written on ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations,
independent contractors and personal injury and advertising injury. The City
shall be named as an insured under the Consultant's Commercial General
Liability insurance policy with respect to the work performed for the City.
9.1.3 Workers' Compensation coverage as required by the Industrial Insurance
laws of the State of Washington.
9.1.4 Professional Liability insurance appropriate to the Consultant's profession.
9.2 Minimum Amounts of Insurance. Consultant shall maintain the following insurance
limits:
9.2.1 Automobile Liability insurance with a minimum combined single limit for
bodily injury and property damage of $1,000,000 per accident.
9.2.2 Commercial General Liability insurance shall be written with limits no less
than:
❑ $1,000,000 each occurrence;
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❑ $2,000,000 general aggregate; or
® $1,000,000 each occurrence; and $2,000,000 general aggregate
9.2.3 Professional Liability insurance shall be written with limits no less than:
❑ $1,000,000 per claim;
❑ $1,000,000 policy aggregate limit; or
® $1,000,000per claim; and $2,000,000 per policy aggregate limit
9.3 Other Insurance Provisions. The insurance policies are to contain, or be endorsed to
contain, the following provisions for Automobile Liability, Professional Liability,
and Commercial General Liability insurance:
9.3.1 The Consultant's insurance coverage shall be primary insurance as respects
the City. Any insurance, self-insurance, or insurance pool coverage
maintained by the City shall be excess of the Consultant's insurance and shall
not contribute with it.
9.3.2 The Consultant's insurance shall be endorsed to state that coverage shall not
be cancelled by either party, except after thirty (30) days prior written notice
by certified mail, return receipt requested, has been given to the City.
9.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
9.5 Verification of Coverage. Consultant shall furnish the City with original certificates
and a copy of the amendatory endorsements, including but not necessarily limited to
the additional insured endorsement, evidencing the insurance requirements of the
Consultant before commencement of the work.
10. Nondiscrimination. In the performance of this Agreement, the Consultant will not
discriminate against any employee or applicant for employment on the grounds of race,
creed, color, national origin, sex, marital status, age or the presence of any sensory, mental
or physical handicap; provided that the prohibition against discrimination in employment
because of handicap shall not apply if the particular disability prevents the proper
performance of the particular worker involved. The Consultant shall ensure that applicants
are employed, and that employees are treated during employment in the performance of this
Agreement without discrimination because of their race, creed, color, national origin, sex,
marital status, age or the presence of any sensory, mental or physical handicap. Consultant
shall take such action with respect to this Agreement as may be required to ensure full
compliance with local, State and Federal laws prohibiting discrimination in employment.
11. Covenant Against Continp-ent Fees. The Consultant warrants that it has not employed nor
retained any company, firm, or person, other than a bona fide employee working exclusively
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for the Consultant, to solicit or secure this Agreement; and that it has not paid or agreed to
pay any company, person or firm, other than a bona fide employee working exclusively for
the Consultant, any fee, commission, percentage, brokerage fee, gift, or other consideration
contingent upon or resulting from the award or making of this Agreement. For breach or
violation of this warranty, the City shall have the right to terminate this Agreement.
12. Assip-nment and Subcontracting.
12.1 The City has awarded this Agreement to the Consultant due to its unique
qualifications to perform these services. Neither the Consultant or City shall assign
(or subcontract other than as specifically identified in Exhibit A) its performance
under this Agreement or any portions of this Agreement without the prior written
consent of the other party, which consent must be sought at least thirty (30) days prior
to the date of any proposed assignment.
12.2 Any work or services assigned or subcontracted hereunder shall be subject to each
provision of this Agreement including Section 6, Public Records; Section 10,
Nondiscrimination; proper bidding procedures where applicable; and all local, State
and Federal statutes, ordinances and guidelines.
12.3 Any technical or professional service subcontract not listed in this Agreement, must
have prior written approval by the City.
13. Termination.
13.1 Termination for Convenience. Either party may terminate this Agreement for any
reason upon giving the other party no less than ten (10) business days written notice
in advance of the effective date of such termination.
13.2 Termination for Cause. If the Consultant fails to perform in the manner called for in
this Agreement, or if the Consultant fails to comply with any other provisions of this
Agreement and fails to correct such noncompliance within five (5) business days of
written notice thereof, the City may terminate this Agreement for cause. Termination
shall be effected by serving a notice of termination on the Consultant setting forth the
manner in which the Consultant is in default. The Consultant will only be paid for
services and expenses complying with the terms of this Agreement, incurred prior to
termination.
14. General Provisions.
14.1 For the purpose of this Agreement, time is of the essence.
14.2 Notice. Notice provided for in this Agreement shall be sent by:
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14.2.1 Personal service upon the Project Administrators.
14.2.2 Certified mail to the physical address of the parties, or by electronic
transmission to the e-mail addresses designated for the parties below.
14.3 The Project Administrator for the purpose of this Agreement shall be:
14.3.1 For the City: Adam Lincoln or his designee
P. O. Box 293
525 North 3rd Ave.
Pasco WA 99301
lincolna a,pasco-wa. ov (e-mail address)
14.3.2 For the Consultant: Brian Harris, or his designee
6211 Roosevelt Way NE
Seattle, WA 98115
briangtca-inc.com (e-mail address)
15. Dispute Resolution.
15.1 This Agreement has been and shall be construed as having been made and entered
into and delivered within the State of Washington, and it is agreed by each party
hereto that this Agreement shall be governed by the laws of the State of Washington.
15.2 In the event of a dispute regarding the enforcement, breach, default, or interpretation
of this Agreement, the Project Administrators, or their designees, shall first meet in a
good faith effort to resolve such dispute. In the event the dispute cannot be resolved
by agreement of the parties, with or without the assistance of mediation, said dispute
shall be resolved by arbitration pursuant to RCW 7.04A, as amended, with both
parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco,
Franklin County, Washington. The substantially prevailing party shall be entitled to
its reasonable attorney fees and costs as additional award and judgment against the
other.
16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other similar event or
other provision of this Agreement.
17. Intep-ration. This Agreement between the parties consists in its entirety of this document
and any exhibits, schedules or attachments verified by initials as a part of Exhibits A and B.
Any modification of this Agreement or change order affecting this Agreement shall be in
writing and signed by both parties.
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18. Authorization. By signature below, each party warrants that they are authorized and
empowered to execute this Agreement binding the City and the Consultant respectively.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the
day and year first written above.
CITY OF PASCO, WASHINGTON CONSULTANT:
TCA ARCHITECTURE
PLANNING INC., PS
Dave Zabell, City Manager Brian Harris
ATTEST:
Debra Barham, City Clerk
APPROVED AS TO FORM:
Kerr Ferguson Law PLC, City Attorney
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Attachment 1
Mj j rys�Cityco
I Fire Department
Fire Department
525 N Third Avenue
Pasco, WA 99301
Phone 509.544.3080
REQUEST FOR QUALIFICATIONS
FIRE STATION DESIGN SERVICES
FOR 2021 through 2022
Project #CP5-FR-23-
RESPONSE DUE: January 20, 2021 at 2:00pm
January 2021
Page 11 of 20
TABLE OF CONTENTS
1 Information and Instructions...........................................................................................................................133
1.1 Invitation to Propose...........................................................
1.2 Intent of the City..................................................................
1.3 Submittal.............................................................................
1.4 Late Submittals and Modifications ......................................
1.5 Withdrawal of Submittals....................................................
1.6 Conditions Affecting the Work .............................................
1.7 Explanations for Submitting Consultants ............................
1.8 City Representatives...........................................................
1.9 Form of Submittals..............................................................
1.10 Basis for Selection..............................................................
1.11 Professional Services Agreement .......................................
2 Scope of Work.............................................................................
2.1 Background.........................................................................
2.2 Purpose...............................................................................
2.3 Scope Description...............................................................
2.4 City Responsibilities............................................................
3 Requirements and Qualifications................................................
3.1 Submittal Requirements......................................................
3.2 Consultant Qualifications....................................................
4 Consultant Selection Procedures ................................................
4.1 Evaluation Criteria...............................................................
4.2 Interview Criteria.................................................................
APPENDIX A: PROFESSIONAL SERVICES AGREEMENT .............
.................................................................. 133
...................................................................144
................................................................... 144
................................................................... 144
...................................................................144
...................................................................144
.................................................................. 144
...................................................................155
...................................................................166
...................................................................166
...................................................................17-7
................................................................... 17-7
................................................................... 17-7
................................................................... 17-7-
................................................................... 177-
................................................................... 177-
................................................................... 186
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...................................................................195
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................................................................. 20--w
................. A -Error! Bookmark not defined.4
Page 12 of 20
Information and Instructions
Invitation to Propose
The City of Pasco, Washington (City) Fire Department is soliciting Statements of Qualifications (SOQ) to provide
design services for design and bid documents for the construction of future Pasco Fire Department Stations.
Specifically, the design services related to this RFQ are to implement the current design from Station 83 Schematic
Design attached which is incorporated herein by this reference and retrievable at https://www.pasco-
wa.gov/bids.aspx?bidlD=157. The objective of this Request for Qualifications (RFQ) is to provide sufficient
information to enable qualified Consultants to submit a written SOQ that demonstrates recent experience in design
involving fire stations.
Future funding for the actual construction of additional stations is unsecured at this time.
The City of Pasco, 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, 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 ground of race, color, national origin, or sex in consideration for an award.
Submitting Consultants deemed most qualified to undertake the services required under this RFQ may be invited
to provide a presentation to the City of Pasco interview team.
City of Pasco, Washington
Prepared by Samantha McCanse — Procurement Specialist
Reviewed by
Approved by Bob Gear— Fire Chief
Page 13 of 20
Intent of the City
The objective of this RFQ is to provide sufficient information to enable qualified Consultants to submit a written
Statement of Qualifications that demonstrates recent experience in designing fire stations.
The anticipated timeframe to begin construction of this project is currently undetermined at this time but is
anticipated to be in the 11'/ of 2022 for at least one station. The current total CIP project estimate (includes CIP
design and construction, other CIP costs, and the City's contributions) is $6 million; the estimate provided herein is
to show the rough order of magnitude for this project.
This RFQ is not a contractual offer, nor is it a commitment to purchase services. Contents of this RFQ and the
Consultant's submittal will be used as the basis to determine final contractual obligations. It is understood that this
RFQ and the successful Consultant's submittal may be attached or included by reference, in part or in whole, to
any agreement regarding the services included in this RFQ between the City and said Consultant.
Submittal
For the safety and wellbeing of the City, during the pandemic, we are only accepting submissions via email.
Email submissions to the City Clerk:
cityclerk(o)pasco-wa.gov
Subject line: REQUEST FOR QUALIFICATIONS: FIRE STATION 85 DESIGN SERVICES
Late Submittals and Modifications
Submittals and modifications thereof received after the stated time of closing may be returned unopened. The City
is not responsible for late deliveries. Time of closing will be determined per the Pacific Time Clock at
http://www.time.gov/ .
Withdrawal of Submittals
Submittals may be withdrawn by written request up to one (1) hour after the stated time of closing, as mentioned
above. Determination of the one-hour grace period shall be calculated based on the same reference as identified
in Section x`4-4.
Conditions Affecting the Work
Before submitting a Statement of Qualifications, each submitting Consultant is advised to:
A. Examine this RFQ document thoroughly.
B. Review and be familiar with this project.
C. Familiarize himself/herself with federal, state, and local laws, ordinances, rules, and regulations that may —
in any manner — affect the cost, progress, or performance of the work.
D. Study and carefully correlate said Consultant's observations with the RFQ response.
Failure to do so will not relieve any Consultant from any contractual obligations of the work described herein.
Explanations for Submitting Consultants
There are twelve (12) pages in this RFQ, including the cover sheet and table of contents; each is sequentially
numbered in the bottom right corner of the page (Pages 1 through 11, and A-1 through A-7). It is the responsibility
of the submitting Consultant to ensure that all pages are included. If any pages are missing, the Consultant should
immediately request a copy of the missing page(s) by emailing the request to the City Representatives listed in
Section 1.8. Please write "FIRE STATION 85 — DESIGN SERVICES" in the subject line. It is the responsibility of
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the Consultant to procure missing pages; submittals based on incomplete information will not be granted exception
for any faults deriving thereof.
Any explanation desired by a submitting Consultant regarding the meaning or interpretation of the RFQ, or any part
thereof, must be requested in writing (via email) and directed to all City Representatives listed in Section 04-.8, no
less than 72 hours prior to the time that submittals are due. Any interpretation made will be in the form of an
addendum to the RFQ, issued by the City and will be posted to the City Website — htti)://www.pasco-
wa.qovJbias.aspx. It is the sole responsibility of the Consultant to obtain any RFQ updates or addenda.
City Representatives
Bob Gear — Fire Chief
City of Pasco
525 N 3rd Avenue
Pasco, WA 99301
gearb@pasco-wa.gov
Samantha McCanse, Procurement Specialist
City of Pasco
525 N 3rd Avenue
Pasco, WA 99301
mccanses(cDpasco-wa.gov
Page 15 of 20
Form of Submittals
To assist in the evaluation process, submittals shall conform to the following:
1) The submittal shall be limited to a maximum of 10 numbered pages (5 double -sided pages).
2) All pages will be counted towards the page total, except for the front cover, back cover, tab pages, resumes,
references, and the cover letter. The cover letter shall be limited to a maximum of 1 double -sided page.
3) All pages shall be printed on 8W x 11" size paper and shall be printed double -sided.
4) Font shall be "Arial' no smaller than 10 point". Use of an alternate font or a size smaller that 10 -point will
result in a 50% score reduction. The body of this RFQ is written in "Arial 10 -point" as example.
5) Margins on all edges should be a minimum of 0.75 -inches.
Basis for Selection
A. General
The selection will be based on demonstrated experience and qualifications from similar projects. For the purpose
of this RFQ, "similar projects" shall mean design and design implementation of similar buildings. The Consultant
shall demonstrate the ability to implement design of buildings similar to the Station 83 Schematic Design. The
Consultant must also demonstrate the ability to work closely with City staff to ensure a successful completion of the
project.
B. Selection Committee
The Selection Committee will be made up of three (3) or more City selected individuals and may include the City
Representatives listed in Section � of this RFQ.
C. Ranking:
1) Submittals will be ranked based on the following categories:
a. Project Understanding and Approach
b. Project Team Experience and Qualifications
• Qualifications of Proposed Project Manager and Expertise of Firm
c. Project Management History and Plan
• Past performance/references
d. Cost Estimating and Cost Control History
• Ability to effectively manage contractors
e. Understanding of federal, state and local process requirements
f. Presentation, Organization and Clarity of Response to Request for Qualification Submittal
2) Should the City elect to conduct an interview for shortlisted candidates, interviews will be judged based on:
a. Project Team Presentation and Organization
b. Project Management, Teamwork, and Communication
c. Demonstration of project understanding and project approach
d. Questions and Answers
3) Final Selection:
a. The Consultant judged to be the most qualified based on all of the information presented and evaluated
will be selected
b. The selected Consultant shall be notified in writing. No other method shall be considered to be official
notification of selection by the City
c. The selection of the committee shall be final
The City reserves the right to make a selection based solely on the information contained in the written submittal.
The City further reserves the right to either interview selected Consultants or request additional information to help
in determining the most qualified Consultant. The City may make a selection based on any combination of written
or interview evaluations.
Page 16 of 20
The City reserves the right to reject any or all of the submittals. If the City elects to select one of the submitting
Consultants, the City will have the right to negotiate with said submitting Consultant over the final terms and
conditions of the contract in the best interest of the City. The primary objective of the negotiations is to maximize
the City's ability to obtain the best value, based on the requirements and evaluations relating to this RFQ. If an
agreement cannot be reached, the negotiations will be terminated and similar negotiations will occur with the
second -ranked submitting Consultant.
Professional Services Agreement
The successful Consultant will be required to sign the City's Professional Services Agreement, a copy of which is
enclosed to this RFQ in Appendix A. Please write "FIRE STATION 85 — DESIGN SERVICES" in the subject line for
all emails and correspondence related to this project. All submitting Consultants are directed to carefully review the
Professional Services Agreement before preparing their submittal, as the successful Consultant will not be able to
significantly modify the wording of the City's Professional Services Agreement. The successful Consultant's refusal
to sign the City's Professional Services Agreement will render their submission nonresponsive, all dialogues will be
immediately terminated, and negotiations will begin with the second ranked submitting Consultant.
Scope of Work
Background
Due to its rapid and continued growth, The City of Pasco has the need to build an additional fire station.
Purpose
This RFQ will be issued for the purpose of soliciting qualified Consultants to provide design services for an
existing design, the Station 83 and Station 84 Schematic Design, and bid documents for the construction of Pasco
Fire Department Station 85. The selected Consultant shall be responsible for performing all tasks necessary to
complete the work, and all other efforts described herein.
Scope Description
The selected firm will provide a detailed design implementation plan and prepare contract bid documents for the
requested improvements. This initial contract, at the City's discretion, may be amended or expanded to continue
beyond the cost modeling, design concept phase and construction documents, to include construction
administration or other required services to complete the project. In this event, the selected firm will be required to
possess the proper and applicable professional registrations for design in the State of Washington.
City Responsibilities
City staff will assist the selected Consultant where possible, but said Consultant should anticipate and be
prepared to be completely self-reliant in accomplishing the tasks associated with this RFQ. The City will provide,
when available, project information and any other associated project documents, as well as base information
(such as original survey, base map with existing utility data, City Standards, etc.).
Page 17 of 20
Requirements and Qualifications
Submittal Requirements
Formatting of the submittal shall be as set forth in Section of this RFQ. In addition to these formatting
requirements, per Section the following items, at a minimum, shall be included in the submittal:
A. Project Understanding & Approach:
1) Provide a statement of project understanding which shall cover but not be limited to:
a. Understanding of need of the project.
b. Project challenges, pitfalls, and issues.
c. Level of commitment the Consultant believes is necessary for this project.
2) Provide a description of the Consultant's ability to develop creative solutions utilizing previous
projects that had similar challenges, pitfalls, and issues as an example.
B. Project Team Experience & Qualifications
1) Qualifications of the proposed project team members on projects of similar size and complexity.
Submitted resumes shall not exceed one page in length per team member. Resumes are not
counted in the overall page total. DO NOT submit resumes for employees who will not actively work
on this project.
2) Demonstration of working knowledge in the design services for fire stations.
3) Project History Matrix:
a. List of completed projects of similar size and complexity within the last 5 years. Dates for each
project shall be clearly indicated.
b. Include the proposed project team member's roles in these projects.
c. Client name and phone number.
4) Include a listing of proposed sub -consultants with their portion of the work identified and a
demonstration of the appropriate sub -consultant qualifications. Provide sub -consultant references
with phone numbers.
5) References: Provide names and phone numbers of a minimum of three references. References
should have direct experience with the Project Manager and other proposed key team members
on projects of similar complexity and size. The references are not included in the sheet count for
the submittal.
6) Project Management: Provide documentation of effective project management techniques, project
cost control and scheduling tools, and project communications on completed projects of similar
nature and scope.
Consultant Qualifications
The required minimum qualifications for submitting Consultants are as follows:
A. Staff shown in the organization chart should currently possess all applicable certifications and licensing
from the State of Washington required to complete the project.
B. Knowledge of all applicable Federal, State, and local regulations and standards.
C. Minimum of 5 years' experience in providing design services on similar projects.
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Consultant Selection Procedures
Evaluation Criteria
A. Submittals received by the City of Pasco will be reviewed by the Selection Committee, and will be
evaluated based upon criteria including, but not limited to, the following:
CATEGORY
Points
PROJECT UNDERSTANDING & APPROACH
a. Consultant's Statement of Qualifications (SOQ) indicates a clear understanding of the
project, and provides the following information:
• Perspective of the project's biggest challenges.
• Approach and methods of practice they intend to utilize. If alternative
solutions/methods to the approved City plans are proposed, please provide
information on how this alternative approach would benefit the City.
25
• Insight, historic knowledge, or previous efforts performed on this specific
project.
• Capacity to recognize "project specific" issues and develop creative solutions
to address them. Provide examples of challenges and resulting solutions
from previous projects.
PROJECT TEAM EXPERIENCE & QUALIFICATIONS
a. Consultant's SOQ provides specific management experience and their value of
effective safety, quality, leadership, communication, team building, and other human
resource skills that are necessary for any successful project team. Consultant should
identify the key personnel and highlight roles and responsibilities of team members
involved in producing deliverables and day-to-day activities.
25
• At a minimum, a Project History Matrix, level of commitment (including
availability w/ current and upcoming projects), and team member resumes
(including sub -consultants) should be identified when highlighting the
involvement of the team individually and as a whole.
b. Consultant's SOQ provides proven experience in competency area with project
examples over the last 5 years. This includes a track record of projects managed and
current projects (if any). Include their magnitude, size, and complexity. Provide
independent references (i.e. contact names, email, telephone number, etc.). NOTE:
20
Do not use City selected members as references.
• For project examples, discuss the planned and actual timeline; if a project
timeline is extensive, provide reasoning for its duration. NOTE. Years of
experience do not necessarily always imply a good competency rating.
Provide lessons learned, positive and adverse experiences, and conflict
resolution.
c. Consultant's SOQ identifies team members who will maintain responsibility of
applying accepted/standard project management tools used for project scope,
schedule, and cost management. Provide insight to Consultant's current work
20
processes used and their success. Consultant should also provide examples of
schedule and cost performance and how their techniques will benefit the City.
PRESENTATION, ORGANIZATION AND CLARITY OF RFQ SUBMITTAL
a. The organization of the SOQ submittal and the manner in which information is
presented in the submittal will be evaluated as an indication of the Consultant's ability
to assemble clear and concise documents and to present the project to the City.
10
NOTE: SOQs should be written for a General Public and Engineering audience; please
do not attempt to address/influence a specific audience-member(s).
TOTAL
100
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Interview Criteria
Should the City elect to conduct interviews with short-listed candidates, Consultants should plan for the
following:
1) Interview format (if used):
a. 20 -minute presentation
b. 30 minutes for questions and answers
c. The proposed Project Manager shall lead the presentation (Consultant).
d. Presentation team shall have a maximum of three (3) people.
e. The City may elect to conduct a phone interview without the requirement of a presentation
2) Presentation: The objective of the interview will be to clearly demonstrate the Consultant's
qualifications to complete the project to the satisfaction of the City. The presentation shall be brief
and concise and shall include but shall not be limited to:
a. A demonstration of project understanding, objectives, and challenges.
b. A presentation of how the team proposes to manage this project and successfully keep the
project on schedule and within budget.
c. A description of how the Project Manager and the team propose to work and communicate with
the City and the public throughout the project.
d. Following a review of the submittals, the City may establish specific requirements and content
for the interview to further aid in the determination of the Consultant's qualifications.
e. Questions: The selection team may prepare a list of standard questions for the interview.
Additional questions may be developed based on the Consultant's Statement of Qualifications
to clarify information submitted.
The City will then negotiate a specific scope of services, fees, and schedule with the selected Consultant.
If an agreement cannot be reached with the first selected Consultant, the City will terminate negotiations
with said Consultant and open negotiations with the second ranked Consultant. The compensation
discussed with one Consultant is confidential and will not be discussed or disclosed with others.
Page 20 of 20
TMA
ARCIi1TERURE + PLANNING +DESIGN
City of Pasco February 25, 2021
ME Fees - Fire Station 85
Exhibit A
FEE BASIS and BREAKDOWN
Design Process
Schematic Design (13% x Base Fee) $ 32,520
Design Development (20% x Base Fee) $ 76,500
Construction Documents (36% x Base Fee) $ 159,900
Bidding (2% x Base Fee) $ 8,885
Construction Admin/Closeout (29% x Base Fee) $ 128,850
Design Process Total $ 406,655
Interior design, Fuminshings, Signage Desgin & Coordination $ 5,000
Specialty Subconsultants
Civil Engineering
$
39,700
Landscape Design
$
21,000
Geotech
by City
Survey
by City
Data/Communications/Engineering
$
3,000
Paging/Alerting Systems
$
3,000
Independent Estimating
by City
Traffic Engineering
by City
Specialty Consultant 10% handling fee
$
6,670
Printing/Postage/Delivery/Travel/Mark-up - TCA
$
12,000
Total Consultant Fee
$
497,025