HomeMy WebLinkAboutRFQ Port Townsend Community Center Gym Roof ReplacementDepartment of Central Services
Jefferson County, Washington
P.O. Box 1220
Port Townsend, WA 98368
Phone: (360) 531-1591
Fax: (360) 385-9195
REQUEST FOR QUALIFICATIONS
Architectural &Engineering (A&E)Services for Roof Replacement:
Port Townsend Community Center Gym
620Tyler St., Port Townsend, WA 98368
Request forQualifications (RFQ) Release: August 2, 2023
Statement of Qualifications (SOQ) Due*: September1, 2023
*Requests for extensions will be considered.
1. Purpose of this Request
The Jefferson County Department of Central Services (hereafter referred to as the County)
is soliciting Statements of Qualifications (SOQs) from consulting firms with experience in
architecture, structural engineering, roofing, and historic preservation. The County is
seeking the services of a multi-discipline consulting team to provide architectural and
engineering (A&E) services to address structural deficiencies at the Port Townsend
Community Center (PTCC) Gymnasium, located at 620 Tyler St., Port Townsend, WA.
In 2011, a structural evaluation of the PTCC Gymnasium by Terrapin Architecture and Owen
Structural Engineering, Inc. was completed (available upon request). It revealed structural
deficiencies in the ability of the roof trusses to perform as designed. Beyond the roof, the
ideal consultant will be capable of performing a comprehensive analysis to determine what
is required to safely extend the life expectancy of the structure overall. Site plans,
topographical surveys, and related documentation is also available upon request.
Currently, the roof trusses have the capacity to carry the weight of themselves and the roof
above. The 2011 report indicates they do not have the ability to carry any snow load or a
moderately extreme wind load. The report further specifies we have an undetermined life
expectancy of the gym roof structural components as the degradation of strength continues.
The roof shingles have surpassed their useful life expectancy. We have spot replaced
shingles for the last three years as an extremely short-term solution.
The first task under this agreement will be preparation of a Preliminary Design Report to
analyze corrective alternatives. Alternatives shall meet all of the requirements of City,
County, and State building codes. Following completion of the Preliminary Design Report,
the Consultant will prepare complete Plans, Specifications, and Estimates (PS&E). The
consultant may also be considered for providing construction support services, under a
separate contract.
Jefferson County encourages disadvantaged,minority,and women-owned consultant firms
to respond, and the County, in accordance with 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.
Jefferson County in accordance with Section 504 of the Rehabilitation Act (Section 504) and
the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of
disability, in all of its programs and activities. This material can be made available in an
alternate format by emailing Matthew Court, at mcourt@co.jefferson.wa.us, or by calling
360-531-1591.
2.Scope of Work
2.1 Project Management
The Consultant will complete a project schedule within ten (10) working days after Notice to
Proceed. The schedule will detail individual work elements of the project scope, and
schedule requirements incorporating both internal and external milestones. The Consultant
will be responsible for managing all necessary work to produce quality deliverables on
schedule and within budget.
2.2 Assemble Technical Data
The Consultant shall conduct the necessary analyses, including but not necessarily limited
to structural engineering and architectural analysis in order to support the design. The 2011
structural evaluation documents will be provided. (Basic drawings, scope of work, report
findings)
2.3 Preliminary Design Report
The Consultant will prepare a report evaluating up to three corrective alternatives to address
the structural deficiency of the Gym roof. The report should include a general description of
the site and construction issues; provide pros/cons, construction costs, and appropriate
conceptual drawings for each alternative. The report shall recommend a preferred
alternative driven by cost-effectiveness balanced with longevity. In particular, if the main
goal of repairing the existing gym roof is deemed unviable, the County is interested in
exploring alternatives such as structural repair so that roof repair becomes possible and,
lastly, complete structural replacement of building, roof, and/or both. Following completion
of the draft report, the Consultant will participate with the County in soliciting comments and
obtaining concurrence from permitting agencies and other stakeholders on the preferred
alternative. Following that process, the Consultant will finalize the Preliminary Design
Report.
2.4 Plans, Specifications and Estimates
Following completion of the Preliminary Design Report, the Consultant will prepare complete
Plans, Specifications, and Estimates (PS&E) for construction, in accordance with all
applicable local codes and regulations. The Agency will prepare Division 1 of the Special
Provisions, provide boilerplate bid documents, assemble the final bid package, and manage
the bidding process.
2.5 Environmental Process
The gymnasium is located within a National Landmark Historic District. In conjunction with
PS&E preparation, the Consultant will obtain the required approvals to satisfy Port
Townsend Historical Preservation Committee requirements. The County will assist the
Agency in obtaining any local permits required through the City of Port Townsend building
department.
2.6 Additional Tasks
Additional tasks for which the Consultant may be considered include, but may not be limited
to construction support services.
Jefferson County reserves the right to authorize subsequent phases of work to the
consultant within the scope of this project as described herein. Should the County exercise
this right, the County may choose to supplement the existing contract or the County may
choose to close the existing contract and negotiate a new contract, at its option.
2.7 Contract Term
The term of the contract shall extend from award through completion of PS&E and obtaining
approvals. The Consultant may be considered for additional tasks as described above
pending County approval. The County is under no obligation to award future work to the
Consultant. Project timelines will be agreed upon after a qualifying applicant is selected.
3. Guidelines for submitting Statement of Qualifications
3.1 Communications with the County
Questions regarding the SOQ may be submitted by phone, email, or regular mail to:
Matthew Court, Capital Projects Supervisor, at:
Jefferson County, Central Services Department
P.O. Box 1220
Port Townsend, WA 98368
Phone: 360-531-1591
Email: mcourt@co.jefferson.wa.us
3.2 Instructions to Respondents and Proposal Content
The Statement of Qualifications (SOQ) shall be in an 8½ by 11-inch format and no more
than 25 pages in length, including all elements listed below. For the SOQ, firms shall:
A. Provide an introductory cover letter.
B. Provide firm name, address, phone, fax and email address. Identify the
project manager and all team members, including Subconsultants.
C. Describe the proposed approach to and understanding of the project. Include
a brief explanation of how the team will be organized.
D. Provide the relevant background and experience of the firm. Describe the
relevant experience of the team members who will be performing the work.
E. Provide résumés for each of the key team members.
F. Provide project descriptions of previously completed projects that are
relevant.
G. Provide a minimum of three and a maximum of eight personal and team
references along with client contact information for similar projects, preferably
completed within the last five years.
H. Quality control, project management and product delivery: Keeping a project
on track and delivering a quality product are important elements to assure a
successful outcome. Describe measures that the firm/team will use to
account for these elements. Describe how these elements have been utilized
on similar projects in the past. Indicate ability to meet the schedule described
under Section 5.
I. Include evidence that the firm maintains the following minimum insurance
with companies or through sources approved by the State Insurance
Commissioner pursuant to Revised Code of Washington (RCW) Title 48:
1. Worker’s compensation and employer’s liability insurance as required
by the State.
2. General commercial liability insurance in an amount not less than a
single limit of one million dollars ($1,000,000.00) for bodily injury,
including death and property damage per occurrence.
3. Professional liability insurance shall be the amount payable under
agreement or one million dollars, whichever is greater, unless
modified by the County. In no case shall the consultant’s professional
liability to third parties be limited in any way.
3.3 Delivery of Qualifications
A. To be considered, the Statement of Qualifications (SOQ) should be submitted
no later than 5:00 pm, September 1, 2023 by email or regular mail to:
Jefferson County Central Services
PO Box 1220
Port Townsend, WA 98368
Phone: 360-531-1591
Email: mcourt@co.jefferson.wa.us
B. The County reserves the right to reject any or all of the SOQs or to waive
immaterial defects or minor irregularities in the statement.
4. Evaluation and Selection
4.1 Evaluation Process & Criteria
A. The SOQs will be evaluated by a selection committee of County staff.
B. The SOQs will be rated according to the following criteria:
1. Responsiveness of the statement as to the purpose and scope of the
services.
2. Consultant team ability and successful history working together on
similar projects.
3. Qualifications and experience of key Consultant team members.
4. Qualifications and experience of project manager.
5. Ability to meet schedule
6. Consultant team proximity to, and past experience in Jefferson
County.
C. Firms will be selected for video conference or in-person interviews with
County staff.
D. Consultants submitting SOQs should be available between September 11,
2023–September 22, 2023 for a video conference or in-person interview
lasting approximately 90 minutes. An in-person interview is strongly
preferred.
5. Anticipated Budget and Schedule
The budget for the Port Townsend Community Center Gym Roof Replacement is anticipated
to range from $1.0 million to $2.0 million, inclusive of all County expenses, design work and
construction.
The County anticipates an aggressive schedule for design and permitting of this project.
Consultants responding to this RFQ must be able to initiate work immediately and be
committed to the goal of achieving construction authorization by August 2024, unless
otherwise authorized and approved.
The table below shows a desired, yet negotiable, schedule of project milestones leading up
to construction funding authorization:
ANTICIPATED SCHEDULE
Activity/Milestone Date Notes
Receive SOQs September 1, 2023 Schedule managed by County
Selection Committee Reviews September 4– Schedule managed by County
SOQ and selects consultant(s) September 8, 2023
for interview(s).
Conduct interview(s) September 11 – Schedule managed by County
September 22, 2023
Scope of Work development and September 25 –Schedule managed by County
Consultant Agreement fee October 20, 2023
negotiation
Agreement execution October 30, 2023 Schedule managed by County
SelectedFirm issued Notice to October 31, 2023 Schedule managed by County
Proceed
Draft Preliminary Design Report October 31, 2023 – Schedule managed by
completed January 5, 2024Consultant
County review followed by input January 2023 Schedule managed by
from permit agencies and other Consultant and County
stakeholders
Final Preliminary Design Report February 23, 2024 Schedule managed by
completed Consultant
30% PS&E completed Schedule managed by Schedule managed by
Consultant Consultant
75% PS&E completed and Schedule managed by Schedule managed by
permit applications submittedConsultantConsultant
100% PS&E completedJuly 1, 2024 Schedule managed by
Consultant
Permit review, Cultural August 2, 2024 Schedule managed by
Resources review, any ancillary Consultant and County
funding authorizations that
emerge
Construction fund authorization August 2024Schedule managed by County
process
6. Publication
The RFQ shall be published as follows:
Port Townsend & Peninsula Daily News Dates: August 2 and August 9, 2023
Seattle Daily Journal of Commerce Dates: August 2 and August 9, 2023
7. Legal Requirements
Prospective Consultants are hereby advised that, if selected for this contract, they will be
held to Federal Equal Employment Opportunity requirements, as well as Americans with
Disability Act and Civil Rights language, as it applies to the County.
8. Contract Type
The Jefferson Professional Services Agreement will be used for this contract.
9. Attachments
Page 7: Vicinity Map
Page 8: Worksite plans
Page 9: 2011 Structural Evaluation