Franklin County REQUEST FOR QUALIFICATIONS Engineering and Real Estate Acquisition Services for CRP 602 JUNIPER DUNES RECREATION AREA ACCESS L11AP2000001-002 and CRP 605 PASCO-KAHLOTUS ROAD RECONSTRUCTION/OVERLAY II STPR-F115(003) Franklin County invites your firm to submit written qualifications to assist the County s engineering department by providing a feasibility study and real estate acquisition services for the County related to the proposed construction of the Juniper Dunes Recreation Area Access road and the Pasco-Kahlotus Road Reconstruction/Overlay II project. The selected consultant shall be qualified and responsible for a feasibility study that aims to objectively and rationally identify a preferred roadway alignment for Juniper Dunes Recreation Area Access road and produce fair market value appraisals and acquisition for public right-of-way for these two (2) separate projects. All Real Estate Acquisition must be in compliance with legal requirements of State and Federal laws and regulation regarding acquisition of real property. The selected firm shall have expertise in conducting Real Estate procedures in accordance with WSDOT procedures as stated in the current WSDOT s Local Agency Guideline Manual (LAG), WSDOT s Right-of-Way Manual, the Uniform Relocation Assistance and Real Property Policies Act of 1970 as amended (The Uniform Act), and the Code of Federal Regulations Title 49, part 24 as amended. Work covered by this service will augment the engineering and right-of-way capability of COUNTY S inhouse staff. GENERAL INFORMATION Introductions Franklin County, located in southeastern Washington State, covers about 1,265 square miles with a population of approximately 86,600. The triangular shape of Franklin County is bordered on the west by the Columbia River, on the east by the Snake River, and the north by Grant and Adams counties. Franklin County Public Works office is located in the county s seat of the City of Pasco; our department is responsible for operation, maintenance, and improvements of 974 miles of County maintained roads as well as approximately 100 bridges and other related features such as signage, drainage, and pavement markings. Our office is also responsible for coordination with various Local, State, and Federal agencies to ensure compliance with regulations and environmental requirements, as well as to acquire funding for future projects. 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 1 of 10
Juniper Dunes Project Background Juniper Dunes is a recreational area located in eastern Franklin County, about ten miles northeast of the City of Pasco. Managed by the federal Bureau of Land Management (BLM), this public land offers an abundance of recreation opportunities for horseback riding, hiking, camping, and off-highway vehicle activities. Juniper Dunes consist of three (3) adjoining areas comprising a total of approximately 19,600 acres. Each area has different use and regulations: Juniper Dunes Wilderness The 7,100-acre wilderness area, designated in 1984. OHV Open Area A 3,920-acre off-highway vehicle (OHV) area ACEC Lastly, within the 8,620-acre Area of Critical Environmental Concern (ACEC) Although Juniper Dunes is open to the public, the only access road into the area is privately owned. Public access is contingent on the willingness of adjacent landowners to permit the public to cross their property to reach the BLM public lands. Franklin County, BLM, and the Western Federal Lands Highway Division (WFLHD) of the Federal Highway Administration (FHWA) are working in joint partnership to establish a legal public access into the Juniper Dunes Wilderness area. All three (3) agencies have vested funds towards this project. The estimated project costs are between $3.8M to $4.3M, which includes planning, design, right-of-way, and construction. The BLM grant will cover $716,000, while the balance will be covered by WFLHD funding and 13.5 percent Franklin County match. A public hearing was conducted on April 8 th, 2015, during the regular meeting of the Franklin County Board of Commissioners, to hear the Engineer s report on the alternative routes for a new access road to the Juniper Dunes Wilderness Area, at that time the Board chose Alternative Route 2 as the preferred route to access the dunes. On April 24, 2015, FHWA issued a finding of no significant impact (FONSI) pursuant to a determination based on the final environmental assessment (EA) also issued on that same date. In the EA, FHWA selected Alternative Route 2 as the best alternative to meet the purpose and needs for the project. On July 29, 2015, the Franklin County Board of Commissioner held a public hearing and established Alternative Route 2 as a County Road and public necessity for access into the Juniper Dunes Wilderness area. The location of the new access roadway corridor route is located approximately one (1) mile east of where the privately owned access road is located. The new access roadway corridor will begin at approximately milepost 7.0 on the Pasco-Kahlotus Road and runs northerly along Sections 3 and 4 of Township 9 North, Range 31 East W.M. and Sections 15, 16, 21, 22, 27, 28, 33, and 34 of Township 10 North, Range 31 East W.M to the southern boundary of the Juniper Dunes OHV Open Access Area. The approximate length of the road will be 4.2 miles. The new roadway will cross existing agricultural land and undeveloped gently rolling hill terrain. The agricultural lands are watered by center pivot irrigation system and hand line sprinklers. The property descriptions for these lands are typically parceled into square mile lots with ownership consisting of approximately five (5) property owners and United States land. 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 2 of 10
The roadway will be classified as a rural minor collector, the specification for the anticipated roadway calls for a 28-foot wide roadway (12 foot lanes, two foot shoulders). The first mile of the road will be paved and the remainder will be gravel. At the north end of the road, located inside the Juniper Dunes OHV open access area, an area for staging and parking will be constructed. Pasco-Kahlotus Reconstruction/Overlay II Project Background Pasco-Kahlotus Road is a rural major collector that runs northwest/southeast in the eastern part of Franklin County through developed agricultural lands. The County began widening and overlaying the Pasco-Kahlotus Road in 2003, since then, approximately 9.5 miles of roadway has been improved and brought up to current AASHTO safety requirement standards. Due to funding restraints, the County was not able to upgrade the roadway between milepost (MP) 5.92 (Peterson Road - private) to milepost 8.93 (Ice Harbor Road). Franklin County is currently in the design phase of the Pasco-Kahlotus Reconstruction/Overlay II project. This project will fill in the 3.0 mile gap between the previous overlay/widening projects by reconstructing sections of the vertical alignment and widening the existing 26-feet roadway prism to 34- feet. The parcels are located in Sections 2-5 and 8-11, Township 9 North, Range 31 East, W.M. To accommodate the new roadway s profile and widening, it will be necessary to acquire rights of way from approximately eight (8) property owners; partial acquisitions (strip purchases) in fee. In addition to these permanent acquisitions, it may be necessary to acquire temporary construction permits. The County has had the property recently appraised; however, the County is in need of a consultant to perform the appraisal review and acquisition of the property. The location of this project is adjacent to the Juniper Dunes Access road but a separate federally funded project. It is imperative that Juniper Dunes Access and the Pasco-Kahlotus Reconstruction/Overlay cost be tracked separately, and that the chosen firm is prepared to show this in any future audit(s) for these two (2) projects. STATEMENT OF WORK Statement of Services Needs for Juniper Dunes Franklin County is responsible for the design and right-of-way phase for this project. Currently, we are at approximately 30% design completion. The County has three (3) proposed alignments and is in need of consultation for the preferred roadway alignment. Once the proposed alignment has been identified, the consultant will begin the process of acquiring the needed right-of-way for this project. Statement of Services Needs for Pasco-Kahlotus Reconstruction/Overlay Franklin County is at approximately 50% design completion for this project. The County has had the property recently appraised; however, the County is in need of a consultant to perform the appraisal review and acquisition of the right-of-way. 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 3 of 10
Statement of Services Needs The need for a feasibility study is only for the Juniper Dunes Recreation Area Access road project. The Consultant will prepare a right-of-way cost analysis report along with an Engineering Cost Benefit Analysis Matrix, in order to assist the County in comparing the three (3) proposed roadway alignment and identifying and selecting the preferred option. All Real Estate Acquisition must be in compliance with legal requirements of State and Federal laws and regulation regarding acquisition of real property. The selected firm shall have expertise in conducting Real Estate procedures in accordance with WSDOT procedures as stated in the current WSDOT s Local Agency Guideline Manual (LAG), WSDOT s Right-of-Way Manual, the Uniform Relocation Assistance and Real Property Policies Act of 1970 as amended (The Uniform Act), and the Code of Federal Regulations Title 49, part 24 as amended. Per 49 CFR 24.102(n)(3), negotiators cannot supervise appraisers, review appraisers, or waiver valuation prepares, unless FHWA approves a waiver of this requirement, and appraisers, review appraisers, or waiver valuation preparers shall not have any interest, direct or indirect, in the property be valued. The services for the properties within the project limits shall include but may not be limited to: 1. Research and Determine Ownership Interests in Property a. Research Public Records to Determine Ownership interest in Property Certificate of Title b. Have at least a 5-year ownership sales history of the property c. Show all encumbrances affecting the Property 2. Establish Just Compensation a. Appraisal by WSDOT s Approved Appraiser i. Prepare an Appraisal Report, per Chapter 4 of the WSDOT s Right of Way Manual b. Appraisal Reviewer by WSDOT s Approved Appraiser i. Requirements pertaining to appraisal review of the property to be acquired are provided in Chapter 5 of the WSDOT s Right of Way Manual c. Written statement of Determination of Value (DV) 3. Make written offer to Property Owners 4. Negotiate on behalf of the County after receiving appropriate authority. Maintain negotiation diary 5. Produce, facilitate the execution of, and record all deeds, easements, and other legal documents required for the acquisition 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 4 of 10
6. Facilitate Payments to the Property Owners 7. Provide General Real Estate Consultation 8. Provide Litigation Services, if needed Selected Consultant must be a Principal Appraiser or have Principal Appraiser on staff that complies with the following: Licensed General Real Estate Appraiser in the State of Washington On the WSDOT approved Appraiser list Minimum of (5) years of appraisal experience; and Expertise of projects with at least 25 parcels Services Provided by the County The County will furnish, as required for the Acquisition and not at the expense of the Acquisition Agent, the following items: 1. Project drawing showing proposed alignments, profiles, and cross sections for the three (3) proposed roadway designs. 2. Mapping, aerial photography, and field staking required by the Agent to accomplish the acquisition. 3. Project drawings showing the limits of right-of-way and/or easements to be acquired. 4. Funding for the approved negotiated price of acquisition. Anticipated Project Schedules Juniper Dunes Recreation Area Access Franklin County, BLM, and WFLHD expect to advertise for construction by October 2016. Anticipated targets dates for this project are as follows: Deadline for RFQ response February 4, 2016 Notice to Proceed March 10, 2016 Feasibility/Cost Report April 10, 2016 Appraisal Complete May 27, 2016 Appraisal Review Complete June 24, 2016 Negotiations Complete September 31, 2016 Relocation (Crops) September 31, 2016 Project Advertised for Construction October 6, 2016 Begin Construction December 2016 Construction Complete November 2017 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 5 of 10
Pasco-Kahlotus Reconstruction/Overlay II Anticipated targets dates for this project are as follows: Deadline for RFQ response February 4, 2016 Notice to Proceed March 10, 2016 Appraisal Complete Complete Appraisal Review Complete May 27, 2016 Negotiations Complete September 31, 2016 Relocation (Crops) September 31, 2016 Project Advertised for Construction April 2017 Begin Construction June 2017 Construction Complete December 2017 STATEMENT OF QUALIFICATIONS DEVELOPMENT PROCESS Statement of Qualifications Response Content Qualifications should be prepared as simply as possible and provide a straightforward, concise description of the firm s capabilities to satisfy the requirements of the RFQ. Expensive bindings, promotional material, etc., are not necessary or desired. Emphasis should be concentrated on accuracy, completeness, and clarity of content. The Qualifications shall include, as a minimum: Profile outlining history, experience, size, and affiliations of your firm. An introduction and executive summary of the proposal. The project approach, including comments on schedule, public process, coordination with County, project management, understanding of the work and what work, if any, you would expect the County to perform. Qualifications: o Describe and document a minimum of three (3) recent federally funded Washington State projects, preferably with similar needs as the County in scope and size o Name, address, and telephone number of contact person for each project referenced above. The names and qualifications of key personnel to be assigned to this project, including subconsultants. 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 6 of 10
Discussion and interpretation of the scope of work. A schedule of sufficient detail to convey an understanding of the timing and sequence of the work elements. Describe method of firm s accounting procedures for tracking project cost separately and the ability to be prepared to show this in any future audit(s). Consultant shall certify in writing that that they have a current Indirect Cost Rate (ICR) as issued by WSDOT s Audit Office or their cognizant agency. Request for Qualifications Format Clearly label the RFQ cover and subject line in the cover letter with REQUEST FOR QUALIFICATIONS FOR ENGINEERING AND REAL ESTATE ACQUISITION SERVICES JUNIPER DUNES RECREATION AREA ACCESS and PASCO-KAHLOTUS RECONSTRUCTION/OVERLAY. Responses shall be limited to twenty (20) pages (single sided, minimum 11-pt font), excluding cover sheet, cover letter, table of contents, section dividers, client references, and staff resumes. Staff resumes shall be limited to one (1) page each. Additional project references to be included should be within the past seven (7) years and shall include the agency s name, contact person, phone number, and a brief description of the services provided. Client reference letters shall be limited to three (3) in number, and shall be dated within the past three (3) years. If sub-consultants are to be used for any of the work, the following will be provided: name, address, telephone number, and contact person for each sub-consultant. Include staff resumes, company s qualifications, and certify in writing that the sub-consultant has a current Indirect Cost Rate (ICR) by WSDOT s Audit Office or their cognizant agency. QUALIFICATIONS SUBMISSION Qualifications Delivery Submit one (1) original (containing original signatures), two (1) individually bound copy, and one (1) electronic copy in PDF format on CD or Flash Drive, shall be submitted in a sealed package marked REQUEST FOR QUALIFICATIONS FOR ENGINEERING AND REAL ESTATE ACQUISITION SERVICES JUNIPER DUNES RECREATION AREA ACCESS and PASCO-KAHLOTUS RECONSTRUCTION/OVERLAY. Packages shall be delivered to the County in person or by mail at the following location: Franklin County Public Works Department Attention: Craig Erdman 3416 Stearman Avenue Pasco, Washington 99301 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 7 of 10
All proposals will be received at the prescribed location no later than 1:30 pm Pacific Standard Time on Thursday, February 4 th, 2016. Proposals received after the time and date specified above will not be considered and will be returned unopened to the proposer. Inquiries Regarding RFQ All questions and inquiries are to be placed in writing and emailed to the County Engineer: Craig Erdman, PE, County Engineer cerdman@co.franklin.wa.us 509-545-3514 A Questions and Answers (Q&A s) document will be posted on the County s website to ensure that all proposers have access to the information at the same time. Revisions to RFQ The County reserves the right to modify this request and/or cancel this request in whole or part, prior to execution of a contract. In the event it becomes necessary to revise any part of the RFQ, it shall be the responsibility of the interested firms to obtain a copy of the addendum. Addendums, revisions, updates, and/or Q&A s will be posted on the County s web page at http://www.co.franklin.wa.us/public_works/rfqandorproposals.htm or by contacting our office at 509-545-3514. Anticipated RFQ Schedule The following schedule has been established for the submission and evaluation of the RFQ and selection of consultant(s). Except for the RFQ due date, the remaining dates are tentative only and the County reserves the right to adjust these dates at its sole discretion. Deadline for RFQ response February 4, 2016 Evaluation period begins February 8, 2016 Interview of top candidates February 11, 2016 Announcement of Final Selection February 16, 2016 Contract negotiation completed by February 26, 2016 Board of County Commissioners Execute Contract March 9, 2016 Notice to Proceed March 10, 2106 Franklin County reserves the right to revise the above schedule. 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 8 of 10
PROPOSAL EVALUATION AND SELECTION Evaluation Criteria for Qualifications The following criteria will be used in the evaluation of the consultant: TECHNICAL Experience and qualification of staff assigned to the project 20 points Understanding of the project and tasks performed 20 points Experience with similar kinds of projects 20 points Familiarity with state and federal techniques 10 points Ability to track project cost separately and be prepared to show this in any future audit(s) 10 points Capacity to perform the work within the anticipated schedule 10 points Client references 10 points Total 100 points Scoring and Selection Each firm s response to the RFQ will be evaluated on the above criteria. Selection will be based solely on the materials submitted in response to the RFQ. Not other criteria will be used. The evaluation team will consist of four (4) County employees who have direct knowledge of the work to be performed and who will be directly impacted by the services provided under the agreement. The evaluation team average of the member s scores will be used to determine the selected firm. Contract Negotiation Process Negotiation of the scope of services and terms of the agreement for project will follow the guidelines provided in Chapter 31.3 of the LAG Manual. It is expected that these agreements will be utilizing the WSDOT s Local Agency s A&E Professional Services Cost Plus Fixed Fee Consultant Agreement contract. This type of agreement is based upon specific rates of pay for each class of employee engaged directly in the work. In order to keep cost separate and track the two project separately, there will be two (2) separate agreements executed for each project. 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 9 of 10
GENERAL NOTICES Equal Business Opportunity All prospective consultants must be advised that federally funded projects will be held to Federal EEO requirements. Americans with Disabilities Act (ADA) Information This material can be made available in an alternate format by emailing Craig Erdman, Franklin County Engineer, via email at cerdman@co.franklin.wa.us. Title VI Statement The County of Franklin 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, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, 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 grounds of race, color, national origin or sex in consideration for an award. 605 Pasco-Kahlotus Road Reconstruction/Overlay II STPR-F115(003) Page 10 of 10