Request for Qualifications (RFQ) #2018-54 On-Call Land Surveying Services November 21, 2018 Electronic Submittals are due by 3:00 PM on December 10 th, 2018 The EVERETT HOUSING AUTHORITY is soliciting statements of qualifications for Professional Services for On- Call Land Surveyor services. Firms interested in providing such service to EHA must complete and submit a statement of qualifications that substantiates or presents evidence of that firm's abilities and expertise in the areas defined in the selection criteria section of this document. The term of the contract will be project specific. The purpose of this RFQ is to solicit services for projects as they become defined. All submittals will be retained for 5 years and reviewed as EHA determines the need for services. Qualifications and performance statements will used as a source from which to select qualified firms from whom detailed proposal(s) will be requested for specific project(s) as identified. The best qualified firm will be asked to submit a detailed cost proposal for a specific project. If EHA is unable to negotiate a satisfactory contract for a fair and reasonable price, negotiations will be terminated and EHA may either initiate negotiations with the next most qualified firm, if any, or may issue a new RFQ for this specific work project. Title Section Page 1 Background Information 1 2 HA s Reservation of Rights 2 3 Services to be Provided 3 4 Evaluation Criteria 3 5 Questions 4 6 Submittal Procedures 4 7 Evaluation Process 5 8 Evaluation Criteria Scoring Table 5 Fillable Forms: Can be found on our website at http://www.evha.org/universal-bid-documents 1 P a g e
1. BACKGROUND The Everett Housing Authority is a municipal corporation, created in 1942 by Washington State Law (RCW35.82) and City of Everett Council resolution, to provide rental housing and related services to lower income and disabled persons. EHA is governed by a six-member Board of Commissioners, appointed by the Mayor of the City of Everett and confirmed by City Council. The Executive Director is appointed by and reports to the Board and provides direction to staff and management. EHA is currently a familiar and respected name in the management and development of low-income housing apartments for over seventy-five years. EHA is a high performing public housing agency known for its strong and innovative management, maintenance, and capital programs. 2. HA S RESERVATION OF RIGHTS The HA reserves the right to reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFQ process at any time, if deemed by the HA to be in its best interests. a. The HA reserves the right not to award a contract pursuant to this RFQ. b. The HA reserves the right to terminate a contract awarded pursuant to this RFQ, at any time for its convenience upon 30 days written notice to the successful proposer(s). c. The HA reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFQ. d. The HA reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the HA Contracting Officer (CO). e. The HA reserves the right to negotiate the fees proposed by the proposer entity. f. The HA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFQ, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or non-requested services. g. The HA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFQ. h. The HA shall reserve the right at any time during the RFQ or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the HA s website and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the HA that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the HA, but not the prospective proposer, of any responsibility pertaining to such issue. i. The HA will reject the proposal of any Offeror who is debarred by the U.S. Department of Housing and Urban Development (HUD) from providing services to public housing agencies and reserves the right to reject the proposal of any Offeror who has previously failed to perform any contract properly for the HA. j. The HA will select the firm with the highest amount of total points. k. The HA and the selected firm will negotiate the terms and conditions of the professional services contract. The HA reserves the right to modify the scope of work and expand or modify the terms and conditions specifically set forth in this RFQ. In the event the HA and the selected firm are not able to reach agreement on contract terms and conditions acceptable to both parties, the 2 P a g e
HA reserves the right, at its sole discretion, to enter into negotiations with the next highest -rated firm(s) and will be relieved of any obligation to negotiate with or contract for services from the selected firm(s). 3. SERVICES TO BE PROVIDED Services may include, but not limited to: Field surveys of boundary lines, pipelines per as-built drawings, easements, topography, existing structures, and potholes, including staking. Preparation of property descriptions, plats, and right-of-way maps. Perform various types of surveying tasks on all types of construction projects. The Contractor shall provide all labor, equipment, materials, and incidentals to provide the services identified above. The Contractor shall provide on-call surveying services within five (5) days from the time EHA requests such services. All surveying work shall be paid on an hourly basis for work performed only. EHA will not pay travel and/or Stand-by time. All travel time shall be factored into the hourly rate provided by the Contractor on the Cost Proposal Form. In addition, the Contractor shall provide necessary office support to process the information obtained as a result of the land surveying effort. All work shall be performed under the direction of a Registered Land Surveyor, in accordance with the appropriate state codes, and/or a licensed engineer authorized to perform Land Surveying registered with the State of Washington. The surveyor shall maintain professional licenses required by the laws of the State of Washington at all times while under contract with EHA. The surveyor shall have and use his/her own equipment and use his/her own office space. Potential bidders are encouraged to notify EHA in writing, of any apparent major inconsistencies, problems or ambiguities in the Scope of Work. If deemed necessary, EHA shall request a meeting to discuss any relevant issues raised by any potential bidder. 4. EVALUATION CRITERIA Firms interested in submitting a response to this RFQ should develop a submittal that best illustrates their expertise in the areas identified in the selection criteria below. Responses shall contain information in the following tabbed order as listed. Identify each section to facilitate quick reference. There are 72 total points possible in the evaluation process. Tab 1: Technical Qualifications (20 Points) (Limit) 5 pages) Each respondent should include a statement regarding their experience with the type of projects listed above in the Services to be Provided Provide resumes and statements of specific qualifications for personnel identified to work on EHA project(s). Tab 2: References (20 points) (Limit 4 pages) Provide three references with current contact information. 3 P a g e
o It is preferred that each reference should attest to the owner's satisfaction in terms of cost control, quality of work and compliance with schedules. 3Include addresses, contract amounts, owners' names, and telephone numbers. Tab 3: Ability to respond to scheduling needs (20 points) (Limit 1 Page) Include a statement regarding timeliness of services. How long will it take from the initial call for services to have a proposal drafted and then work scheduled? o Each respondent should provide information as to their ability to respond to projects that require special attention to timelines and possible short notice with accelerated start dates. Tab 4: EHA Required Forms: (12 points); (Limited to the number of pages per form required) (All required forms can be found on our website at http://www.evha.org/universal-biddocuments) EHA Vendor Information Sheet; Section 3 Business Certification Form; W-9 Form; OMWBE Report; Non-Collusive Affidavit; Acknowledgement of any addendums that have been posted for this project. Professional Services Insurance Requirement: - This is for informational purposes only. This is not part of the submittal requirements. You will only need to provide this if you are awarded the project. 5. QUESTIONS REGARDING THIS REQUEST Questions regarding this RFQ should be addressed in writing, to erikm@evha.org. Questions will be accepted until 4:00 PM on November 28, 2018. Questions will be answered by the following business day, but no later than December 3, 2018. 6. SUBMITTAL PROCEDURES Only emailed submittals will be accepted, they must be delivered in one (1) email, with no late section submittals or changes after initial receipt of the packet, with the subject line of the email clearly stating that this is "Company Name--Submittal for On-Call Land Surveying: Project 2018-54 to submittals@evha.org Electronic Submittals are due by 3:00 PM on December 10 th, 2018 Responses shall contain information in the criteria tabbed order as listed. EHA reserves the right to waive any irregularities in the submission package and process. Companies interested in submitting a response to this RFQ should develop a submittal that best illustrates their expertise in the areas identified in the selection criteria. 4 P a g e
7. EVALUATION PROCESS EHA will review all submittals, perform reference checks and make recommendations to the Executive Director. The selection panel will rank companies according to EHA s determination of qualifications based upon the submittals provided. 8. EVALUATION CRITERIA SCORING TABLE Responses shall contain information in the following criteria tabbed order as listed by the chart below and more specifically detailed in Section 4 Evaluation Criteria. There are 72 total points possible in the evaluation process. Criteria Tabbed Order Evaluation Criteria - Qualifications Weighting (Max Points) 1 Technical Qualifications 20 2 References 20 3 Ability to respond to scheduling needs 20 4 EHA s Required Forms 12 Total: 72 End of RFQ 2018-54 5 P a g e