22-076A-RFQ_Attachment_4A-DRAFT_RFP_VOL_1.pdf

City of Seattle

Seattle City Light

REQUEST FOR PROPOSALS:

VOLUME I -

INSTRUCTIONS TO PROPOSERS (ITP)

For Design-Build Services

Gorge Powerhouse Cranes Replacement

Design-Build Project

PW#-2022-076A

Proposal Deadline: January 13, 2027 at 2:00 PM Pacific Time

Purchasing and Contracting

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TABLE OF CONTENTS

1.0 Procurement Process

1.1 Introduction

1.2 Project Overview

1.3 Project Goals

1.4 Design-Build Work

1.5 Available Project Documents and Drawings

1.6 Procurement Schedule

1.7 Design-Build Contract Estimate

1.8 Social Equity in Contracting

1.8.1 Underutilized Business Inclusion Plan

1.8.2 Underutilized Business Implementation Plan

2.0 Procurement Process

2.1 Organizational Conflicts of Interest

2.2 Confidentiality during Evaluation and Selection Process

Non-Disclosure Agreement (NDA)

2.3 Examination of RFP

2.4 RFP Questions

2.5 Alternative Technical Concepts

2.6 RFP Addenda and Responses to Questions

2.7 Project Site Walkthrough

2.8 Confidential One-on-One Meetings with the City

Technical Topics for the One-on-One Meeting General Terms and Conditions Topic for the One-on-One Meeting

2.9 Technical Approach and Innovations

2.10 Price Proposal

2.11 Change in Proposer’s Organization

2.12 Submittal of Proposal

2.13 Withdrawal of Proposal

2.14 City of Seattle’s Rights

2.15 Proposal Evaluation and Announcement of the Highest-Ranked Proposer

2.16 Negotiation Period

2.17 Intent to Award Letter

2.18 Execution of Contract

2.19 Failure to Execute Contract

2.20 Contract Structure

2.21 Proposer Honorarium

2.22 Protests and Debriefing

3.0 Contents of the Proposal

3.1 Format

3.2 Page Limits, Copies, and Submission Instructions

3.3 CONTENTS AND PAGE LIMITS

4.0 PROPOSAL CONTENT

ELEMENT 1: EXECUTIVE SUMMARY

ELEMENT 2: MANAGEMENT APPROACH

ELEMENT 3: BASELINE SCHEDULE/PHASING/OUTAGE APPROACH

ELEMENT 4: TECHNICAL APPROACH

APPENDIX A – RFP EXCEPTIONS/CLARIFICATIONS FORM

APPENDIX B - DETAILS OF TECHNICAL APPROACH

APPENDIX C – UNDERUTILIZED BUSINESS INCLUSION PLAN

APPENDIX D – PRELIMINARY HEALTH AND SAFETY PLAN

APPENDIX E – SUPPLEMENTAL KEY PERSONNEL FORMS

APPENDIX F – TEAMING AGREEMENT

ELEMENT 5: PRICE PROPOSAL

5.0 PROPOSAL EVALUATION PROCESS

5.1 INITIAL RESPONSIVENESS EVALUATION

5.2 PROPOSAL EVALUATION SCORING SUMMARY

5.3 EVALUATION OF TECHNICAL PROPOSAL

5.4 INTERVIEW

5.5 PRICE PROPOSAL

5.6 REFERENCES

5.7 EVALUATION OF FINANCIAL STATUS

List of Tables Table 1: Procurement Schedule………………………………………………………………………………………………………………………………………….….4

Table 2: Address & Location………………………………………………………………………………………………………………………………….……….….…12

Table 3: Proposal Contents and Page Limits……………………………………………………………………………………………….………………………..20

Table 4: Evaluation Criteria and Total Score – Maximum Possible Points……………………………………………………………………….…….30

Table 5: Example of application of weighting factors for final scoring of proposals……………………………………..……………………..32

List of Attachments Proposal Forms

Form A Price Proposal Form Form B RFP Exceptions/Clarifications Form Form C Underutilized Business Inclusion Plan Form Form D NOT USED Form E Exhibit 6-1: Performance Guarantees Form F Exhibit 7-1: Preliminary Submittal Plan

Contact Information, Submittal Instructions, and Design-Builder Selection Schedule

This procurement is managed for the City of Seattle (City) by Purchasing and Contracting (PC) within the Finance and Administrative Services (FAS) Department. The contact for this procurement is the PC Program Administrator:

Ian Hernandez, Ian.Hernandez@seattle.gov, 206-684-0128

Back-up Contact: Mark Nakagawara, Mark.Nakagawara@seattle.gov, 206-684-4542

Seattle City Light (SCL) is the Administering Department that will manage the Project. The SCL Project Manager is Eddie Plana, Eddie.Plana@seattle.gov, 206-684-3520.

Questions about this procurement must be submitted to the PC Program Administrator named above.

Proposers must not rely on information derived from other sources including other City employees.

Proposals must be uploaded electronically to OpenGov.

Detailed Proposal submittal requirements and instructions are provided in Sections 3.0 and 4.0 of this Instructions to Proposers (ITP).

The procurement schedule for the second phase of the selection of a Design-Builder, including the deadline for Proposal submittals, is shown in Section 1.6 below. This schedule is subject to revision by addenda.

mailto:Ian.Hernandez@seattle.gov mailto:Mark.Nakagawara@seattle.gov

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Request for Proposals: Volume I - Instructions to Proposers

1.0 Procurement Process

1.1 Introduction

This Request for Proposals (RFP) is issued for the second phase of the procurement. The City invites the short-listed finalists (referred to herein as Proposers) to submit competitive, sealed Proposals for design, manufacture and construction of the Project, as more specifically described in this RFP. The City will accept Proposals only from short-listed Proposers who attend the mandatory Project Site

Walkthrough described in Section 2.6 of this ITP.

The City intends to Award the Design-Build Contract for the Project to the responsive and responsible

Proposal that is ranked highest. The process for determining the Highest Ranked Proposer includes a review of pass/fail requirements; an assessment of the quality of the Proposer’s Technical Proposal;

interviews if conducted and consideration of the Proposer’s Price Proposal (Design-Build Price).

The RFP consists of the following:

• Volume I - Instructions to Proposers (ITP)

• Volume II - Technical Requirements (TR) including Appendices

• Volume III – Draft General Terms and Conditions

1.2 Project Overview

Seattle City Light, which was established in 1910 by the City of Seattle, is managed by Seattle’s Mayor and overseen by the nine-person Seattle City Council. It is the seventh largest publicly owned utility in the United States in terms of customers served. It owns significant hydroelectric resources and its 131 square mile service area includes Seattle and several surrounding cities. SCL serves over 445,000 customers and has annual revenues in excess of $1.4 Billion.

The Gorge Powerhouse is located approximately 90 miles northeast of Seattle on the Skagit River, within the borders of North Cascades National Park, in Whatcom County. SCL intends to replace the two existing powerhouse bridge cranes with a new single or dual bridge crane system. The work includes structural engineering analysis, demolition of the existing cranes, replacement of the bridges, new trolleys, hoists, associated motors, controls, and brakes. This replacement upgrades the crane(s)

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Request for Proposals: Volume I - Instructions to Proposers to a modern and reliable material handling system. The overhead cranes are essential to the operation and maintenance of multiple powerhouse and generation related equipment. The intent of this project is to complete prior to the anticipated generator overhauls that will occur at Gorge Powerhouse.

The Project will consist of design and construction services for the following work.

• Removal of existing crane system

• Design and Fabrication of new bridge crane system

• Procurement of all equipment for new bridge crane system

• Delivery and Installation of new bridge crane system

• Commissioning and Testing of new bridge crane system

1.3 Project Goals

As stated in the RFQ, the City has established the following Project Goals:

1. Optimize scheduling and sequencing of design and construction. This goal will be achieved by:

• Meeting or exceeding the in-service milestones specified;

• Having critical components on-site well ahead of time;

• Performing an efficient “cut-over” to the new equipment.

2. Project Collaboration. The City recognizes that to effectively and efficiently resolve the unique challenges in this Project, the Design-Builder must manage risk and partner with the City to identify and resolve issues early. The City seeks a Design-Builder who recognizes the benefits of focusing on the Project Goals during all phases of the Project and who facilitates collaboration during the entire design-build process.

3. Quality. The City seeks a Design-Builder who will meet or exceed technical quality requirements for design and construction through implementation of a clear and thorough Quality Management Plan that actively and transparently discovers and tracks quality issues before they impact schedule and cost.

4. Minimize Crane Outages. The successful design builder will efficiently plan ahead, coordinate with affected stakeholders and sequence work to minimize the overall duration of the removal and construction.

5. Safety. The successful Design-Builder will design for safety and optimize equipment layout to efficiently use available space while still providing safe and convenient access for maintenance.

6. Cultural Resources and its impacts. The successful Design-Builder will optimize the design and configuration of equipment to minimize impact to surrounding environment and existing historic, architectural and cultural resources.

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1.4 Design-Build Work

The Technical Requirements of the Design-Build Work with expectations and deliverables is provided in the Volume II - Technical Requirements (TR) of this RFP. The Design-Build Work also includes all services, labor, material, and equipment necessary to design and construct the Project in accordance with the Design-Build Contract.

Proposers are advised that this RFP was developed to organize and consolidate the Technical

Requirements and Performance Guarantees for the design, manufacture and construction of all Project components. However, the RFP does not specifically describe every detail of the Design-Build Work which may be required. It is each Proposer’s responsibility to review all pertinent Project requirements and criteria, as contained in the RFP, and the Proposer selected as the Design-Builder must perform its obligations in accordance with the requirements of the RFP and executed Design-Build Contract. The

Design-Builder shall determine the full scope of design and construction requirements of the Project through a thorough examination of the RFP, all available project documents and drawings provided on eBid, the Project Site Walkthrough, additional research as deemed necessary by the Design-Builder, and any reasonable inferences to be gathered from each.

The Design-Build Work for the Project as presented in this RFP may or may not be the final scope of the work for the Project. The City reserves the right to continue to develop the RFP through such time as

One-on-One meetings have been concluded and all questions from Proposers addressed. The RFP may be modified by addendum and/or Volumes II and III may be modified based on negotiations with the

Highest Ranked Proposer prior to Execution of the Design-Build Contract.

The selected Design-Builder will perform design-build services, including planning, design, manufacturing, construction and any other services or tasks necessary for the safe and effective execution of the Project in accordance with the Project Goals and Technical Requirements.

1.5 Available Project Documents and Drawings

Each Proposer is responsible for reviewing all available information in advance of submitting a Proposal, for purposes of assessing their adequacy for meeting the Design-Build Contract requirements and determining whether any changes are necessary or advisable. The Design-Builder shall be solely responsible for project design and construction in accordance with the Design-Build Contract.

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1.6 Procurement Schedule

Table 1: Procurement Schedule

Proposal Phase

Milestone Target Date

Notification of Short List November 16, 2026

Request for Proposals Issued November 18, 2026

Mandatory Project Site

Walkthrough December 10, 2026

One-on-One Meetings December 14, 2026

Deadline for Submitting Questions and Alternative Technical Concepts December 21, 2026

Last Day for City response to questions and to Issue Addenda January 06, 2027

Proposal Deadline January 13, 2027

Interviews (optional) January 20, 2027

Announcement of Highest-Ranked

Proposer January 22, 2027

Design-Build Contract Negotiations January 22, 2027

Notice of Intent to Award March 12, 2027

Design-Build Contract Execution March 12, 2027

1.7 Design-Build Contract Estimate

The estimate for the Design-Build Contract is $12.5 Million.

1.8 Social Equity in Contracting

As provided in SMC 20.42, the City of Seattle is committed to offering the greatest practicable opportunity for participation of women-owned businesses and minority-owned businesses (WMBEs) in City contracts. Additionally, RCW 39.10.320 requires plans for the inclusion of other Underutilized Businesses (i.e. WMBE Firm(s), Small Business(es), Veteran-owned Business(es), and small businesses as allowed by law).

Proposers may use these resources to assist in identifying a firm’s status as an Underutilized Business:

1. The City of Seattle’s Procurement Portal, powered by OpenGov:

https://procurement.opengov.com/portal/seattle.

https://procurement.opengov.com/portal/seattle

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Request for Proposals: Volume I - Instructions to Proposers

2. State OMWBE Directory (also has state-certified small businesses): Directory of Certified Businesses | Office of Minority and Women's Business Enterprises (wa.gov)

3. State Veteran-owned Directory: https://pr-webs-vendor.des.wa.gov/VendorSearch.aspx

All Proposers must seek meaningful subcontracting opportunities with Underutilized Businesses both in the design phase and construction phase.

1.8.1 Underutilized Business Inclusion Plan

In order to be considered responsive, the Proposal must contain a completed Underutilized Business Inclusion Plan, on the form provided by the Owner in Volume I, Proposal Form C of this RFP. Failure to submit a completed Underutilized Business Inclusion Plan as required will result in a determination that the Proposal is non-responsive, and it will be rejected.

1.8.2 Underutilized Business Implementation Plan

The Highest Ranked Proposer must convert their Underutilized Business Inclusion Plan into the Underutilized Business Implementation Plan (see Volume III, Contract Form A of the RFP) and submit to the City for review and approval as described in Volume I, Section 4.22 of the RFP. The City reserves the right to negotiate modifications to the Underutilized Business Implementation Plan prior to contract execution. The City will not execute the Design-Build Contract until the City has approved the Underutilized Business Implementation Plan, which will become a material part of the Design-Build Contract.

The Underutilized Business Implementation Plan must be responsive in the opinion of the City, which means a meaningful and successful search and commitments to include Underutilized Businesses for subcontracting work. At minimum, the Underutilized Business Implementation Plan must include the information provided in the Proposer’s Inclusion Plan, strategies to meet the proposed Underutilized Business utilization and meaningfully address each section of the Plan.

The Design-Builder must use methods and strategies sufficiently effective for successful Underutilized Business participation. At the City’s request, the Design-Builder must furnish evidence such as copies of agreements with Underutilized Business subcontractors either before or after contract execution. The Design-Builder must request written approval for changes to the Inclusion Plan and Implementation Plan once they are agreed upon. An integral part of the Implementation Plan includes monthly meetings to track progress. Design-Builder’s compliance with the Inclusion Plan and Implementation Plan will be evaluated within the Contractor Performance Evaluation as described in the General Terms and Conditions.

https://omwbe.wa.gov/directory-certified-businesses https://omwbe.wa.gov/directory-certified-businesses https://pr-webs-vendor.des.wa.gov/VendorSearch.aspx

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Request for Proposals: Volume I - Instructions to Proposers

2.0 Procurement Process

2.1 Organizational Conflicts of Interest

As used in this RFP, “Organizational Conflict of Interest” means:

With respect to Proposers, activities or relationships with other persons, entities, or City representatives which results in the Proposer being unable or potentially unable to render impartial assistance or advice to the City; or

With respect to Proposers, activities or relationships with other persons, entities, or City representatives which impairs or appears to impair a Proposer’s ability to perform the contract work objectively; or

The activities, business or personal relationships of any Proposer, City representative or City employee working on this RFP or the Project which results in an unfair competitive advantage or the appearance of an unfair competitive advantage.

The integrated nature of the design-build project delivery method creates the potential for

Organizational Conflicts of Interest. Disclosure, evaluation, neutralization, and management of these conflicts and of the appearance of conflicts, is in the interests of the public, the City, and the consulting and construction communities.

City employees are required to comply with the City’s Ethics Code. Additionally, the City requires that individuals involved in the preparation of the procurement documents (e.g., RFQ, RFP), evaluation of

SOQs and Proposals, and selection of Design-Builder identify any Organizational Conflicts of Interest at the earliest time possible in order for the City to take appropriate steps to prevent any

Applicant/Proposer being given an unfair competitive advantage over another.

Applicants/Proposers are required to disclose all relevant facts concerning any past, present, or currently planned interests, activities, or relationships which may present an Organizational Conflict of

Interest. Applicants/Proposers shall state how their interests, activities, or relationships, or those of the chief executives, directors, Key Personnel, or any proposed consultant, subconsultant at any tier, contractor, or subcontractor at any tier may result, or could be viewed as, an organizational conflict.

If an Organizational Conflict of Interest is determined to exist, the City may, at its sole discretion, offer the Applicant/Proposer the opportunity to avoid or neutralize the impact of the conflict; disqualify the

Applicant/Proposer from further participation in the procurement; cancel this procurement; or, if

Award has already occurred, declare the Proposal non-responsive and Award the Design-Build Contract to the next Highest Ranked Proposer, or cancel the Design-Build Contract. If the Applicant/Proposer

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Request for Proposals: Volume I - Instructions to Proposers was aware of an Organizational Conflict of Interest prior to Award of a Design-Build Contract and did not disclose the conflict to the City, the City may terminate the Design-Build Contract for default.

2.2 Confidentiality during Evaluation and Selection Process

Subject to applicable law, the City will use reasonable efforts to maintain confidentiality during the Proposal process.

Non-Disclosure Agreement (NDA)

A Non-Disclosure Agreement (NDA) will not be required for this project.

2.3 Examination of RFP

Each Proposer is solely responsible for reviewing and examining, with appropriate care, all documents included in the RFP, including any supplements, addenda, and clarification notices issued by the City, as well as all Reference Documents; requesting an explanation or interpretation of any discrepancy, deficiency, ambiguity, error, or omission contained therein, or of any provision that the Proposer fails to understand; and investigating and informing itself during the Project Site Walkthrough (See Section

2.6 of ITP) of any and all Project conditions that are reasonably observable during the Project Site

Walkthrough that may in any way affect the contents of the Proposal or the performance of the

Design-Build Work after Contract Execution. The Proposer bears the risk of all consequences of any failure to thoroughly investigate all relevant Project and Project Site conditions and circumstances as described herein.

If the Proposer wants to perform any testing or take any samples during the Project Site Walkthrough, the Proposer must provide the City with a list of the tests it would like to perform or samples it would like to take as well as the test/sample locations at least five (5) business days prior to the Project Site

Walkthrough. The City will, at its sole discretion, approve the tests/sampling and will attempt to prepare these locations for testing/sampling if necessary.

2.4 RFP Questions

The City’s representative for receiving written Proposer questions, submittals, and all other written communications about the Project and the RFP is as follows:

Eddie Plana Seattle City Light 700 Fifth Ave, Suite 3500 P.O. Box 34023 Seattle, WA 98124-4023 E-mail: eddie.plana@seattle.gov mailto:eddie.plana@seattle.gov

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Except for communications expressly permitted by the RFP, the Proposer shall not discuss the RFP with other City staff members or City consultants involved with the Project before Contract Execution or cancellation of the RFP. Any Proposer engaging in such prohibited communications may be disqualified at the sole discretion of the City.

Any Proposer questions regarding a perceived discrepancy, deficiency, ambiguity, error, or omission contained in the RFP documents, or regarding any provision that the Proposer otherwise fails to understand in relation to the RFP or the Project, must be submitted by email to City’s Representative by the deadline for questions set forth in this RFP.

Requests for clarification or interpretation must specifically reference the Sections and the page numbers of the RFP, unless such request is of a general application. The City will provide responses to questions as described below.

2.5 Alternative Technical Concepts

Prior to the date set forth in the Design-Builder Selection Schedule (see Table 1 of this ITP), Proposers may submit Alternative Technical Concepts (ATCs) that are not consistent with the Technical Requirements. The City’s goal in requesting ATCs is to encourage innovation by Proposers to better meet the City’s Project Goals set forth in the RFQ.

Proposed ATCs must meet or exceed the performance requirements set forth in the Technical Requirements. ATCs that merely cut a portion of the scope of Work or provide a lesser standard of performance or materials are not considered ATCs and will not be accepted by the City.

Proposers must provide the following information with each proposed ATC:

1. Identify the portion or portions of the Technical Requirements that the Proposer suggests changing.

2. Provide a narrative describing the ATC, including the benefits of incorporating the ATC into the Project.

3. Include any drawing, submittal, or other back up documentation that demonstrates to the City that the ATC meets or exceeds the relevant Technical Requirement(s).

The City reserves the right to consider ATCs and accept or reject such ATCs in whole or in part. All ATCs will remain confidential until the conclusion of the procurement. The City will inform Proposers by the date set forth in the Design-Builder Selection Schedule whether submitted ATCs have been accepted or rejected. If accepted, Proposers may submit the ATC as part of its Proposal. Proposers may not submit ATCs that have not been reviewed and accepted by the City.

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Request for Proposals: Volume I - Instructions to Proposers

The City will make an independent determination with respect to the extent to which the ATC is consistent with the Technical Requirements as well as any changes necessary to the Technical Requirements to allow the City to accept the ATC. Notwithstanding any consideration, acceptance, or rejection of an ATC as part of the procurement, the City reserves the right to consider such ATC during the performance of the Project and amend the Technical Requirements to include the ATC.

If a Proposer claims that any portion of a submitted ATC should be designated as proprietary information and exempt from disclosure at the conclusion of the procurement, the Proposer must identify that portion of the ATC that it considers to be proprietary. The City will consider the request to keep such information proprietary but reserves the right to make its own determination regarding the proprietary nature of the ATC. If the City disagrees with the Proposer’s designation of the information as proprietary, the City will provide written notice to the Proposer and an opportunity to withdraw or modify the proprietary information prior to disclosure.

2.6 RFP Addenda and Responses to Questions

The City may issue Addenda to answer questions from Proposers regarding the RFP or to otherwise clarify or append the RFP. Any Addenda issued by the City will be sent by e-mail to all Proposers and posted on the City’s online procurement website at: https://procurement.opengov.com/portal/seattle

Notwithstanding the foregoing, the City will communicate with each Proposer at One-on-One Meetings as described in this ITP. These meetings are considered confidential communication with the exception of questions or clarifications related to the RFP and/or Contract Documents that would be relevant to all Proposers.

A final set of questions and answers will be compiled and distributed prior to the Proposal Deadline. If the City determines, in its sole discretion, that any interpretation or clarification resulting from the question and answer process requires a change in the RFP, the City will issue an Addendum making such change.

The City will not be bound by, and the Proposer shall not rely on, any oral communication or representation regarding the RFP, or any written communication except to the extent that it is an

Addendum to this RFP and is not superseded by a later Addendum to this RFP, and except to the extent provided above regarding responses to questions.

Proposer shall acknowledge, in the Executive Summary of their Proposal, receipt of all RFP Addenda issued prior to the Proposal Deadline.

2.7 Project Site Walkthrough

The mandatory Project Site Walkthrough will occur on November 18, 2026, for the Proposers; the City will only accept Proposals from Proposers who attend the mandatory Project Site Walkthrough. The https://procurement.opengov.com/portal/seattle

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Request for Proposals: Volume I - Instructions to Proposers

Proposers will provide the SCL Project Manager with a list of names of personnel attending the site visit at least five (5) Business Days prior to the site visit. The Proposers will meet at the Gorge Inn, Newhalem, WA at 10:00 AM for sign-in and site orientation training. The Proposers are required to bring their own Personal Protective Equipment (PPE) including hard hat, safety glasses and boots.

The Proposers will tour the Gorge Powerhouse and adjacent areas, and view existing bridge cranes.

All Proposers will attend the same site visit. No further visits will be scheduled during the procurement phase.

2.8 Confidential One-on-One Meetings with the City

One of the advantages to the City of the design-build process is to tap into contractor expertise and innovation in dealing with similar design and construction challenges to achieve efficiencies in the performance of the job. The One-on-One Meetings are a key element in this process as they provide a forum for design-build teams to describe their vision for the Project and how it will uniquely benefit the City. These meetings are an opportunity for open, creative, and confidential discussion1 of the

Proposer’s design concepts and will allow the City to provide feedback and direction that ensure the concepts are consistent with the City’s intent and expectations as well as with the Project Goals and

Technical Requirements.

The City will conduct a confidential One-on-One Meeting with each Proposer following the site visit and an additional One on One Meeting prior to the submission of the proposal. The format of the One-on-One Meeting will be designed to allow the Proposers to ask the City questions regarding the Project and the City’s Project Goals and concerns, and for Proposers to explain the general concepts in their

Technical Proposal and for the City to observe the Proposers’ ability to collaborate with their own team members and with the City. The City will provide candid feedback.

Proposers will provide meeting minutes as an attachment to the Technical Proposal in Appendix B, not to exceed 4 pages per meeting.

The maximum duration for the One-on-One Meeting is four (4) hours. The Proposer may elect to utilize less time.

In advance of the meeting, the City will issue letters to the Proposers requesting a list of the team members expected to attend. Proposers are requested to only bring team members who will have significant involvement in the Project. This letter will also provide a deadline for submitting the advance materials described below.

1 In accordance with RFQ sections 3.18 and 3.19

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Request for Proposals: Volume I - Instructions to Proposers

Proposers may not rely on any information provided by the City orally during the meeting unless such information is provided in writing as an Addenda to this RFP.

No Price Proposal information should be presented or discussed at these meetings.

The City reserves the right to disclose, via Addendum, to all Proposers any clarifications or errors within the RFP that are identified during the One-on-One Meeting, except to the extent that the City determines, in its sole discretion, such disclosure would reveal confidential or proprietary information of the technical approach.

Technical Topics for the One-on-One Meeting

To facilitate the City’s review and preparation, prior to the Meeting, Proposer shall provide a detailed agenda of the major topics and components of their management and technical approaches that the team would like to discuss with the City. This agenda should provide enough detail to allow the City to identify appropriate personnel to participate in the meeting. In addition, Proposers shall provide information for the City to review related to the topics of concern identified on the agenda. Examples of information that could be useful for the City to review in advance may include but not be limited to:

• A description of the management approach including quality management and validation phase approaches.

• Preliminary Baseline Schedule demonstrating how the team will manage the Design-Build Work to meet the project milestones, including outages and cut-over work.

• A description and/or drawings of the technical approach or other appropriate descriptive information to communicate the topics on your agenda, which may include proposed modifications to the concept design presented in the RFP.

General Terms and Conditions Topic for the One-on-One Meeting

The Proposer shall also provide a detailed agenda including a list of contract provisions that need clarification, which may include the WMBE Inclusion and/or Implementation Plan. The intent of this meeting is to clarify the expectations and requirements of the General Terms and Conditions prior to the Proposer formally taking “exception” to any contract provision in the Proposal using Proposal Form

A. Any “exceptions” to the contract provisions may be negotiated in accordance with Volume I, Section

2.15.

2.9 Technical Approach and Innovations

It is incumbent on the Proposer to determine a technical approach and provide a Proposal that demonstrates how the team will complete the work outlined in the RFP. The City seeks Proposals that

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Request for Proposals: Volume I - Instructions to Proposers provide details related to execution of the Project as outlined in the Technical Requirements and other

RFP documents.

The proposed technical approach must include submittal requirements as outlined in Section 3.0 and

4.0 of this ITP. The preliminary calculations, drawings and concepts developed during the Proposal phase will serve as major components in the evaluation and selection phase of the procurement process. The Proposer must develop sufficient detail in the Proposal to clearly demonstrate a strong understanding of the Project scope and the technical solution which will also serve to illustrate technical competence for the work and demonstrate the capacity of the team to deliver the Project in accordance with the Project milestone and Project Completion Date.

2.10 Price Proposal

Proposers shall provide a Design-Build Price Proposal for the work required to construct the new crane system and any other Design-Build Work in the Contract. Proposers shall also provide pricing for

Optional Items as defined in the RFP.

2.11 Change in Proposer’s Organization

If a Proposer wishes to change its form of organization from that described in its SOQ, or if it wishes to add or remove any Key Personnel (as such terms are defined in the RFQ) from those identified in the

SOQ, the Proposer must obtain written approval of the change from the City’s Representative as specified in this Section prior to submitting its Proposal. To qualify for the City’s approval, the written request must document that the proposed change will be equal to or better than the Key Personnel identified in the SOQ. The written request shall include a completed copy of Attachment 3: Key

Personnel Form from the RFQ for the proposed person. The City reserves the right in its sole discretion to approve or disapprove the request.

2.12 Submittal of Proposal

Proposals must be submitted electronically by the Proposal Deadline shown in Section 1.7, Table 1 of this ITP, as modified by Addendum. Detailed Proposal submittal requirements and instructions are provided in Sections 3.0 and 4.0 of this Instructions to Proposers (ITP).

2.13 Withdrawal of Proposal

After submitting a Proposal to the City, the Proposer may withdraw it if the Proposer submits a written request signed by an authorized representative of the Proposer.

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Request for Proposals: Volume I - Instructions to Proposers

2.14 City of Seattle’s Rights

Throughout the procurement process, the City reserves the right, at its sole discretion, to:

1. Appoint an evaluation committee to review Proposals;

2. Investigate the qualifications of any Proposer;

3. Seek or obtain data related to the Proposals from any source;

4. Require confirmation of information furnished by a Proposer;

5. Hold meetings and conduct discussions and correspondence with the Proposers to seek an improved understanding and evaluation of the Proposals;

6. Require additional information from a Proposer concerning its Proposal;

7. Seek and receive clarifications to a Proposal;

8. Require additional evidence of qualifications to perform the Design-Build Work;

9. Modify the procurement process as permitted by law;

10. Waive minor deficiencies and irregularities in a Proposal;

11. Reject any or all Proposals;

12. Cancel, modify, or withdraw the RFP;

13. Issue a new RFP;

14. Issue a request to interview Proposers;

15. Conduct negotiations with the Highest Ranked Proposer prior to award of the Contract;

16. Cancel a Design-Build Contract signed by the Highest Ranked Proposer but not yet executed by the City; and

17. Not issue Notice to Proceed after execution of the Design-Build Contract.

This RFP does not commit the City to enter into a Design-Build Contract or proceed with the procurement described herein. Other than the right to receive an Honorarium as described in this RFP, no unsuccessful Proposer shall be entitled to reimbursement of its costs in connection with the RFP.

2.15 Proposal Evaluation and Announcement of the Highest-Ranked Proposer

Proposals will be evaluated by the City’s Evaluation Committee as described in Section 5.0 of this ITP.

After the Technical Proposals have been scored and interviews (if any) have been conducted, PC will open the sealed Price Proposals, complete the scoring matrix, and notify all Proposers of the Highest

Ranked Proposer. PC will also post notice of the Highest Ranked Proposer in a timely manner on the

City website. The City will make a selection summary of the Proposals available to all Proposers within two (2) Business Days of such notification.

2.16 Negotiation Period

The City will initiate negotiations with the Highest Ranked Proposer to work together to revise and finalize the Design-Build Contract (e.g., Technical Requirements, General Terms and Conditions, WMBE

Implementation Plan, Proposal sections, addenda). All formal exceptions and clarifications, assumptions and exclusions presented in the Proposal will be discussed as needed and incorporated

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Request for Proposals: Volume I - Instructions to Proposers into the Design-Build Contract as negotiated. The negotiation period may be structured as a series of meetings and may include email exchanges. The City and the Proposer will work together to determine the most efficient way to accomplish the tasks. The City and the Proposer will each designate one person to lead the effort and ensure each party has accounted for all components of the final Design-Build Contract.

If the City is unable to reach mutual agreement on the Design-Build Contract with the Highest Ranked

Proposer, negotiations with that Proposer may be suspended or terminated, and the City may proceed to negotiate with the next highest scored Proposer. The City will continue in accordance with this procedure until mutual agreement is reached, or the selection process is terminated.

2.17 Intent to Award Letter

The Highest Ranked Proposer with whom the City is able to negotiate an acceptable contract (i.e., mutual agreement) will receive an Intent to Award letter from the PC Program Administrator, announcing the City’s intent to Award a Design-Build Contract to the selected Proposer. The letter will include a request for documents that are to be submitted within ten (10) Business Days of receipt

(unless otherwise noted) and prior to execution of the contract, including:

4. Unless the Proposer has already submitted a Taxpayer Identification Number and Certification Request Form (W-9) to the City, the Proposer must submit this form prior to Contract Execution

5. Certificate of insurance and all required insurance documents (e.g., endorsements, policies) as outlined in Volume III, Article IX, Section 9.1 of the RFP

6. Evidence of required licenses for Proposer and identified Subcontractors

7. Payment and Performance Bond (using Form B provided in Volume III of this RFP)

8. Retainage Bond, if applicable (using Form C provided in Volume III of this RFP)

9. Original, signed Agreement Form (three (3) copies)

10. WMBE Implementation Plan (due within three (3) Business Days of the Notice of Intent to

Award)

In addition, prior to contract execution:

1. Proposer must have:

a. An Employment Security Department Account number for Unemployment Insurance and be current on payments; and

b. A Labor & Industries Account for Industrial Insurance (Worker’s Compensation) and be current on amounts due or submit proof of being self-insured; and

c. A Department of Revenue tax account set up and be current on payments.

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Request for Proposals: Volume I - Instructions to Proposers

2. Prior to Notice of Intent to Award, Proposer must have received training on the requirements related to public works and prevailing wage by Labor and Industries or approved training provider per RCW 39.04.350, chapter 39.12. Bidders Proposers are exempt from training if Bidder Proposer has been in business with active unified business identifier number for 3 or more years and have performed work on 3 or more public works project.

Proposer must have an Employment Security Department Account number for Unemployment Insurance and be current on payments; and a Labor & Industries Account for Industrial Insurance (Worker’s Compensation) and be current on amounts due or submit proof of being self-insured;

and have an Department of Revenue tax account set up and be current on payments.

The City reserves the right to re-verify all of the information submitted in the SOQ by the Highest

Ranked Proposer.

The City will endeavor to issue the notice of Intent to Award the Contract within thirty (30) calendar days of the announcement of the Highest Ranked Proposer. If the Highest-Ranked Proposer and the

City agree, this deadline may be extended. The City will notify the Highest-Ranked Proposer of the

Contract Award in writing.

2.18 Execution of Contract

The City will only execute (sign) the Design-Build Contract after the Highest Ranked Proposer has signed and returned all three (3) copies of the Agreement Form and after all required documentation listed in Section 2.16 of this ITP has been accepted by the City. This includes the WMBE

Implementation Plan which must be approved by PC prior to execution of the Design-Build Contract.

Until the City executes a Design-Build Contract, no Proposal shall bind the City. No Work shall begin on the Project until issuance of Notice to Proceed (NTP). The Highest Ranked Proposer shall bear all risks for any Work and for any materials ordered before the Design-Build Contract is executed by the City and the Notice to Proceed has been issued.

If the Proposer experiences circumstances beyond its control that prevents execution of the Design-

Build Contract, the City may, at its discretion, grant additional Business Days for return of the executed

Design-Build Contract, provided the City deems the circumstances warrant it.

Once executed, SCL will provide one (1) original signed copy of the negotiated Design-Build Contract to the Design-Builder.

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Request for Proposals: Volume I - Instructions to Proposers

2.19 Failure to Execute Contract

Failure of the Highest Ranked Proposer to return the insurance certification, Payment and Performance

Bond, or other information required by the City, failure to obtain approval on the WMBE

Implementation Plan, or failure or refusal to sign the Design-Builder Contract, shall result in a rejection of a Proposer and their Proposal. If this should occur, the City may then award the Design-Build

Contract to the next highest ranked Proposer or reject all remaining Proposals and restart the process.

2.20 Contract Structure

The City will enter into a Design-Build Contract for design-build services. A draft of the General Terms and Conditions and definition of the Contract Documents is provided in this RFP (Volume III). The City reserves the right to modify the Design-Build Contract via addenda to this RFP or through negotiations with the Highest Ranked Proposer.

2.21 Proposer Honorarium

The City will pay an Honorarium of $75,000 to each Proposer that provides a responsive but unsuccessful Proposal. The unsuccessful Proposers may submit an invoice for payment upon notification that a Design-Build Contract has been executed. The City reserves the right to withhold the honorarium to Proposers who do not put forth a good-faith effort and serious, relevant attempt in preparation. If no Contract award is made, all responsive Proposers that have completed the entire process will receive the Honorarium. The Honorarium will be paid within thirty (30) calendar days after receipt of invoice or a City decision not to enter into a Contract.

No Proposer shall be entitled to reimbursement of any of its costs in connection with the RFP except as specified in this Section. A Proposer that has submitted a non-responsive Proposal will not earn an

Honorarium.

2.22 Protests and Debriefing

See Section 7.0 of the RFQ.

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Request for Proposals: Volume I - Instructions to Proposers

3.0 Contents of the Proposal

3.1 Format

Proposals must address each topic below in a clear, comprehensive, and concise manner and in the format and order described below. Proposals should be prepared to provide straightforward and concise information that will enable the Evaluation Committee to efficiently evaluate them. The

Proposals shall be formatted as follows:

1. Number all pages sequentially. The content should follow closely what has been asked for in this ITP, including the order of answers and the order of documents.

2. Use tabs to separate the required sections; tabs shall not contain any supplemental text, graphics, or information addressing any aspect of the RFP.

3. The City has strict page limits for certain sections of the Proposal as shown on Table 3 above. Any pages that exceed the page limit will not be considered for purposes of evaluation. The City does not intend to reject Proposals for exceeding page limits, but instead, will not consider any information on pages that exceed the page limitation for an individual section.

All Proposals shall be in an 8 ½” by 11” format with the exceptions noted. Proposers may use 11” by 17” format for plans, figures, drawings, schedules, charts, tables, or other illustrative and graphical information used in responding to the RFP requirements. Pages in 11” by 17” format may not be used for narrative responses.

Covers, tabbed divider pages, and appendices are not included in the page limitations.

4. All information (including dimensions) shall be in English.

5. All narrative text shall be single-spaced in a standard commercial style font (e.g., Times New Roman) at a minimum size of 11 points. The type style and size of headings and figures are not prescribed. All material must be presented in a readable format.

6. No text, charts, tables, figures, photos, graphics or other substantive content shall be printed within 1.0 inch of any page edge.

The Proposal shall include only information required by this RFP. No other information (including marketing materials) will be considered in the evaluation of the Proposal.

3.2 Page Limits, Copies, and Submission Instructions

The page limits for each section of the Proposal are identified in Table 3 of this ITP.

Proposals must be submitted electronically. Technical Proposals must be fully contained within searchable, bookmarked PDF Submittal Files, each with a maximum size of 15MB and each emailed separately. The Price Proposal must be submitted in a separate PDF Submittal File because pricing will not be viewed and scored until after the Technical Proposals are scored and interviews (if any) are

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Request for Proposals: Volume I - Instructions to Proposers conducted. The PDF Proposal Files must contain all components of the Proposal specified in this ITP and required at the time of Proposal submittal. PC will accept Electronic Signature for the Proposals, where applicable. Applicants must submit Proposals electronically through OpenGov. The Proposal File must contain all specified components of the Proposal, with the exception of the Price Proposal, which must be submitted as a separate PDF file with “Price Proposal” added to the end of the filename.

Proposals are due by 2:00 PM PST on the Proposal Deadline Date. OpenGov cannot accept proposals after the Proposal Deadline.

Identify the PDF Submittal File using a filename that contains the Public Works Number (PW#), name of the Proposer, and the file number out of the total files (e.g. “PW# 2022-072A – XYZ Construction – File 1 of 2”).

Proposals must be transmitted by 2:00 PM on the Proposal due date shown on Table 1 of this ITP as modified by Addendum. OpenGov cannot accept submittals after the Proposal deadline.

Hardcopy responses via mail or courier will not be accepted. While hard copies are not accepted, the City may opt to print submittals for easier review.

Submit Proposal as outlined below with all completed attachments. Failure to clearly and completely provide all required Proposal submittal contents including all forms requested may result in the City rejecting the Proposal as non-responsive.

3.3 CONTENTS AND PAGE LIMITS

The Proposal shall contain the sections listed below, and shall respond fully to all applicable requirements of the ITP:

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Table 3: Proposal Contents and Page Limits

Part 1 PROPOSAL ELEMENTS 1-4 AND APPENDICES Page Limit

Element 1 - Executive Summary 3

Element 2 – Management Approach 5

Element 2.1 – Approach to Project Management and Construction Management

Element 2.2 – Approach to Collaboration and Teaming Include

Minutes in Appendix B

Element 2.3 – Quality Management

Element 3 – Preliminary Baseline Schedule and Phasing Approach

2 + single 11X17

Schedule Graphic

Element 4 – Technical Approach 15

Element 4.1 –Technical Approach Narrative

Element 4.2 – Engineering Design and Equipment

Appendix A – RFP Exceptions/Clarifications Form None

Appendix B - Details of Technical Approach None

Appendix C Underutilized Business Inclusion Plan None

Appendix D – Health and Safety Plan None

Appendix E – Supplemental Key Personnel Forms None

Appendix F – Teaming Agreement (if applicable) None

Part 2 ELEMENT 5: PRICE PROPOSAL Page Limit

Section 5 - Price Proposal Form A None

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4.0 PROPOSAL CONTENT

Include concise narrative descriptions and graphic illustrations, drawings, technical reports, and calculations that will enable the City to clearly understand and evaluate both the capabilities of the

Proposer and the characteristics and benefits of the proposed Work. Appendices are not subject to page limitations. No price information of any kind may be included in the Technical Proposal.

NOTE: Word or Excel versions of Proposal Forms A through F are provided separately on the…