On-Call_Aviation_Engineering_Services_(Addendum_#1_Revision).pdf

2025-RFQ-020

ON-CALL AVIATION ENGINEERING SERVICES

Pierce County

930 Tacoma Avenue S

Tacoma, WA 98402

RELEASE DATE: February 7, 2025

DEADLINE FOR QUESTIONS: February 21, 2025

RESPONSE DEADLINE: March 7, 2025, 12:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/piercecountywa https://secure.procurenow.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR QUALIFICATION

On-Call Aviation Engineering Services

I. Introduction II. Scope of Work

III. Submittal Information IV. RFQ General Terms and Condition V. Evaluation

VI. Federal Terms & Conditions VII. Vendor Questionnaire

Attachments:

A - Combined Federal Contract Provisions

B - Certification of Nonsegregated Facilities and Non-Collusion & Debarment

Affidavit

C - Professional Services Agreement Sample

D - Sample E-Verify Form

Request For Qualification #2025-RFQ-020 Title: On-Call Aviation Engineering Services

1. Introduction

1.1. Summary

Pierce County will select qualified consultant (s) who are qualified in providing On-Call

Aviation Engineering Services. Selection shall be based on qualifications where price is not a factor in compliance with the requirements of 49 USC § 47107(a) (17) and 2 CFR §200.320, as amended. Qualifications based procedures require that a contract for

Architectural/Engineering (A/E) Services be awarded pursuant to a fair and open selection process based on the qualifications of the firms.

Funding for the work may be from County, State, or Federal sources or a combination of such sources. All work in which Federal funds are involved must comply with current Federal

Aviation Administration (FAA) (See Attachment B), Federal Highway Administration (FHWA) and/or Washington State Department of Transportation (WSDOT) requirements.

1.2. Contact Information

Stephanie Browning

Procurement and Contract Specialist 2

950 Fawcett Ave

Suite #300

Tacoma, WA 98402

Email: stephanie.browning@piercecountywa.gov

Phone: (253) 798-7796

Department:

Procurement and Contract Division

Department Head:

Jana Prince

Procurement & Contracts Manager

1.3. Timeline

Release Project Date February 7, 2025

Question Submission Deadline February 21, 2025, 3:30am

Proposal Submission Deadline March 7, 2025, 12:00am mailto:stephanie.browning@piercecountywa.gov tel:(253)798-7796

Proposal Evaluation Approximately three weeks after proposal submission deadline, proposals will be evaluated and interviews may be held if multiple proposers are deemed capable of meeting the requirements.

Estimated Notice of Intention to Negotiate a Contract

Approximately six weeks after proposal submission deadline.

Estimated Date of Contract Execution Approximately eight weeks After proposal submission deadline.

2. Scope of Work

2.1. Scope of Work

Services may include but are not limited to the following:

• Preliminary Phase: This phase involves those activities required in defining the scope of the project and establishing preliminary requirements including review of finances, schedules, zoning, environmental impacts, preparing surveys, field investigations, engineering studies, developing design sketches, cost estimates, preliminary layouts, and improvement recommendations.

• Design Phase: This phase involves all activities required to accomplish a full and complete project design including obtaining information to coordinate and resolve design matters, collection of engineering data, environmental studies, preparation of detailed engineering plans, specifications, and cost estimates.

• Bidding Phase: This phase involves the advertising and solicitation of bids. This includes all preparation of contract and grant documents.

• Construction Phase: This phase includes services rendered following the award of a construction contract including pre-construction coordination, inspection of work in progress, prepare daily progress reports, review shop drawings, review lab test results of equipment and material quality, prepare payment requests, prepare change orders, coordination of final inspections, and final reports for completed projects. The firm may also be responsible for the preparation of as-built drawings and other engineering documents as requested.

• Preparing/printing/binding final contract documents for distribution.

• Preparing written reports of findings and recommendations.

• Providing written inspection reports.

• Scheduling and documenting meetings.

• Obtaining permits, rights, and approvals.

• Airport projects may include but are not limited to the following:

o Obstruction Removal.

o Engineering support related to State & federal regulations.

o Project development and proposal engineering.

o Runway reconstruction which may include widening, marking and signs.

o Sound wall design.

• Engineering services shall coordinate all efforts in acceptance with following (if applicable):

o Federal Aviation Administration o US Environmental Protection Agency o US Federal Aviation Administration o Washington State Department of Transportation o Airport Fixed Base Operator o Pierce County Planning and Public Works o Pierce County Council o Washington Department of Ecology o Washington Department of Health o Tacoma-Pierce County Health Department o Tacoma Narrows Airport Advisory Commission o Thun Field Advisory Commission

3. Submittal Information

2025-RFQ-020, On-Call Aviation Engineering Services

3.1. Submittal Checklist

For proposals to be considered the following must be included in your submittal:

• A letter of interest from the prime consultant/contractor, signed by the principal professional intended to lead the project effort. The letter needs to include contact information, number of years the consultant/contractor has been in business under current or previous names or additional assumed business names. Provide similar information concerning each subcontracted contractor The name and resume of key individual who would be assigned to this project and an individual assigned to back up the key person in their absence, together with similar information for each individual to be provided under any subcontract.

• Your approach to this type of work and explain how you have the experience, qualifications, size, and resources to provide the services listed in the scope of work. Please include your knowledge of FAA regulations, policies, and procedures.

• The name and brief resume of the key individual(s) who would be assigned to this project and an individual assigned to back up the key person in their absences, together with similar information for each individual to be provided under any subcontract.

• A proposal that outlines your firm approach to the work, capacity and availability, as well as any additional services or procedures of benefit to the County not specifically required by this

Request for Qualifications, which the Consultant offers to provide.

• The name and title of the person authorized to execute a contract on behalf of the firm.

• The caption, cause number, Court, Counsel, and general summary of any litigation pending, or judgment rendered within the past three (3) years involving the firm. (if applicable)

• A statement outlining any proposed exceptions to the County’s requirements or requested clarifications to the requirements, including any exceptions to the terms of the County’s

Professional Services Agreement, a sample of which is attached hereto as “Attachment C” Firms should understand, however, that the County is typically unwilling to change the terms of its standard Services Agreement and a firm’s inability to agree to those standard terms may be a basis for the County to instead negotiate with one or more other firms.

• Submittal of Certification of Nonsegregated Facilities and Non-Collision &Debarment Affidavit attachment "B"

• References listing customers with contracts for similar services.

• Acknowledgement (via the County's eProcurement Portal) of each addendum issued. (if applicable)

By submitting a proposal, proposer agrees that all documents, reports, proposals, submittals, working papers, or other materials prepared by the Contractor pursuant to this proposal shall become the sole and exclusive property of the County, and the public domain, and not property of the Contractor. The

Contractor shall not copyright, or cause to be copyrighted, any portion of said items submitted to the

County because of this solicitation.

Only electronic submittal via the County's eProcurement Portal shall be accepted. No hard copies, emails or fax submittals are acceptable.

3.2. Submittal Format

Please use the following as a guideline to format your qualifications:

• Font Size: Please fonts no smaller than 11 points

• Format: In order for Pierce County to adequately compare and evaluate qualification objectively, each response to specific requests and criteria should be clearly labeled.

• Page Count: Maximum qualifications length should not excess 20 pages - NOT including title page, letter of interest (cover letter), table of contents, resumes and required forms.)

These requirements are in addition to any other requirements identified herein.

3.3. Procurement Documents & RFQ's Holder List

BIDDERS WHO REGISTER AND DOWNLOAD BID DOCUMENTS will be automatically added to the

FOLLOWER'S list in the County's eProcurement Portal. Notifications for bid updates, addendum and other bid information will be sent to all bidders who register on the Pierce County eProcurement Portal.

3.4. Procurement Questions

All questions must be submitted within the County's eProcurement Portal, under the Questions and

Answer Section not later than 3:30 am on Friday, February 21, 2025. Bidders must be registered in the eProcurement Portal software in order to submit questions, receive addenda, notifications and ultimately submit a proposal.

Proposals must be received by the Procurement & Contract Services and the Finance Department before

12:00 am on Friday, March 7, 2025. The proposer is responsible for submission of proposal before the deadline. The County shall not be responsible for late submittals.

3.5. Expected Term of Resulting Agreement

The initial contract period is anticipated to be for 24 months The County has the option of renewing for an additional three years after initial contract is executed. The actual schedule will be negotiated with the selected firm based on consultant and agency staff availability and finalized scope of work.

Estimated Value Resulting Contract: $2,000,000.00 https://procurement.opengov.com/portal/piercecountywa

3.6. Evaluation and Award Process

An evaluation team will review the SOQ and evaluate all responses received based upon the criteria listed herein. The County may request clarifications or additional information, if needed. A selection may be made based on the Firms and initial evaluation criteria alone or the firms determined to be most qualified through the initial evaluation phase may be interviewed and the final determination will also consider reference checks and interviews.

The County intends to select the Consultant who represents the most qualified team (or teams, as determined by the evaluation team) to Pierce County and begin the negotiation and award process based on the evaluated scores.

Selected Consultant will be invited to enter contract negotiations with the County. Should the County and the selected consultant not reach a mutual agreement, the County will terminate negotiations and move to the next highest ranked consultant and proceed with negotiations. A Consultant’s inability to agree to the terms of the County’s Professional Service Agreement "Attachment C" may be a basis for the County to terminate negotiations and begin negotiating with one or more other Consultant.

Selected Consultant(s) may be asked to provide the following for negotiation

A. Per Employee Direct Labor Rates

B. Provide the most recent audit of the firm received that can establish the overhead rate.

C. Subcontractors (if used) fully burdened, per-employee labor rates direct labor rates (if available). If subcontractors are on an ad hoc basis no rates needed.

The County reserves the right to accept or reject any or all submitted SOQs, and to waive as informalities any irregularities, and to contract as the best interest of the County may require. The

County also may reject SOQs that are non-responsive or that are submitted by non-responsible firms

4. RFQ General Terms and Condition

4.1. Pierce County expressly reserves the following rights

A. To waive any and/or all irregularities in the proposals submitted.

B. To reject any or all proposals or portions thereof.

C. To base awards with due regard to quality of services, experience, compliance with specifications, and other such factors as may be necessary in the circumstances.

D. To make the award to any vendor or combination of vendors whose proposal(s), in the opinion of the County, is in the best interest of the County.

Pierce County will not accept late proposals. Pierce County may return unopened any proposal or modification received after the hour and date specified.

4.2. Reimbursement

The County will not reimburse proposers for any costs involved in the preparation and submission of responses to this RFQ or in the preparation for and attendance at subsequent interviews.

4.3. E-Verify

Pierce County requires that contracted vendor attest to participation in the E-Verify program. A sample

E-Verify form will be attached to this solicitation and will be required to be completed by the awarded vendor and returned with contract documents.

4.4. Title VI Compliance

Pierce 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 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, or national origin in consideration for an award.

4.5. Cooperative Purchasing

The Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFQ, Consultants agree that other public agencies may purchase goods and services under this solicitation or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases.

Pierce County agrees to allow other public agencies to purchase goods and services under this solicitation or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such solicitation or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

4.6. Public Records and Proprietary Material

Proposals submitted under this Solicitation will be considered public documents and, with limited exceptions, will become public information and may be reviewed by appointment by anyone requesting to do so following the conclusion of the evaluation, negotiation, and award process. This process is concluded when a signed contract is completed between the Pierce County and the Proposer. If a firm considers any portion of its response to be protected under the law, the vendor shall clearly identify each such portion with words such as “CONFIDENTIAL,” “PROPRIETARY” or “TRADE SECRET” on each page for which the protection is sought. If a request is made for disclosure of such portion, Pierce

County will notify the vendor of the request.

4.7. Contract Compliance For Professional, Technical, Supply or Services

It is the policy of Pierce County to foster an environment that encourages economic growth and diversification, business development and retention, increases competition and reduces unemployment.

In support of that policy, Pierce County reaffirms its commitment to maximize opportunities in public contracting for all contractors including minority and women owned business enterprises.

Proposers are encouraged to utilize qualified, local businesses in Pierce County and Washington State where cost effectiveness is deemed competitive. In addition, Proposers are encouraged to subcontract with firms certified by the Washington State Office of Minority and Women’s Business Enterprises

(MWBE).

A. MWBE DIRECTORY ASSISTANCE

1. A directory of MWBE firms is published quarterly by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE). Copies of the directory are available from the

State OMWBE (360-753-9693) or may be viewed at the Public Works Department, 2702 S

42nd St Suite 201, Tacoma 98409, and the Tacoma Public Library, 1102 Tacoma Avenue

South, Tacoma, 98402. Contact the Contract Compliance Office for additional information at

(253) 798-7250.

B. EQUAL EMPLOYMENT OPPORTUNITY:

1. Upon execution of this contract, the Contractor shall comply with the Equal Employment

Opportunity requirements set forth below. The Contractor shall not violate any of the terms of Chapter 49.60 of the Revised Code of Washington, Title VII of the Civil Rights Act of 1964, or any other applicable federal, state, or local law or regulation regarding nondiscrimination.

2. No person or firm employed by the Contractor shall be subject to retaliation for opposing any practice made unlawful by Title VII of the Civil Rights Act, the Age Discrimination in

Employment Act (29 U.S.C. 621 et seq.), the Equal Pay Act (29 U.S.C. 206(d), the

Rehabilitation Act (29 U.S.C. 791 et seq.), the Americans with Disabilities Act of 1990, or for participating in any stage of administrative or judicial proceedings under those statutes.

3. The Contractor shall take all reasonable steps to ensure that qualified applicants and employees shall have an equal opportunity to compete for advertised or in-house positions for employment. Applicants and employees shall be treated fairly without regard to race, color, religion, sex, age, disability, or national origin. Equitable treatment shall include, but not be limited to employment, upgrading or promotion, rates of pay increases or other forms of compensation, and selection for training or enrollment in apprenticeship programs.

5. Evaluation

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experiance and Qualifications

In a narrative, identify the team (to include working titles, degrees, certificates, and licenses), describe the roles and responsibility of each team member, and how each team member will contribute to the successful completion of the scope of work of the overall contract. Describe the team’s experience and capacity for providing the services being requested. Describe how team members meet or exceed the preferred experience being requested in this RFQ.

• Provide an organizational chart demonstrating the relationships and hierarchy of the team described above. Identify individuals by name, position, discipline, and contractor.

Identify key backup personnel.

• Resumes of the team members may be included as an appendix. Resumes are to be limited to one single-sided, letter-size page for each team member. Resumes exceeding this limit will not be reviewed.

• Provide (within the last 5 years) experience working with FAA as it relates to Airport design and construction projects. List projects and provide a brief summary of the scope.

Points Based 40 (40% of Total)

2. Past Performance

• Include a list of, at a minimum, five

(5) recent contracts/projects in the last ten years, to include a point of contact, contact information (phone and email), and brief description, for services relevant to the items listed in the Scope of Services as performed by the team members. Only projects completed by team members of the project team will be considered.

Supplemental project information may be included as part of the appendix.

Points Based 10 (10% of Total)

3. Project Approach Narrative

Describe the team’s general approach, methodology and goals for accomplishing the various services outlined in the Scope of

Services section for providing the requested services. Approach should include information on:

• General information for supporting the services at Pierce County as outlined in the Scope of Services.

• Any subconsultants that may be utilize to meet the Scope of Services outlined.

• Innovative offerings and Service offered

• Acknowledgement that the

Contractor accepts the general terms and conditions set forth in the

County’s standard Personal Services

Agreement for the requested services.

• Communication Plan: Describe the flow of information and project communications with team members, the County’s project manager, and various stakeholders.

• QC/QA: Explain the Quality Control and Quality Assurance program for the requested services.

Points Based 30 (30% of Total)

4. Capacity and Availability

The firm has the size, resources, and commitment to provide timely services based on the County’s needs. Please outline your team organization for this account.

Points Based 15 (15% of Total)

5. Accuracy and Completeness of the Statement of Qualification (SOQ)

Statement of Qualification will be evaluated on the following criteria:

• Formatting and layout.

• Spelling and grammatical accuracy.

• Legibility of figures and chart information.

• Coherent and logical flow of written responses.

• Completeness

Points Based 5 (5% of Total)

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews (if applicable)

Pierce County may interview the top ranked from the evaluation list. If interviews are conducted, rankings of the firms shall be determined by Pierce County using the combined results of interviews and proposal submittals.

N/A N/A

6. Federal Terms & Conditions

6.1. Federal Terms and Conditions

1. Without limitation as otherwise set forth in this Agreement, Subrecipient shall comply with all relevant Catalog of Federal Domestic Assistance (CFDA) Listing Requirements, as amended and supplemented. Specifically, but not by way of limitation, CFDA 21.027 has the following policy requirements:

1.1. 31 CFR Part 35, as amended by the Interim final rule published May 17, 2021, at 26786 FR Vol. 86, No. 93; or otherwise subsequently amended by Final Rule.

1.2. 2 CFR Part 200, including Subparts B through F

1.2.1. Additional Information: The following 2 CFR Policy requirements also apply to this assistance listing: 2 CFR Part 25, Universal Identifier and System for Award Management; 2 CFR Part 170, Reporting

Subaward and Executive Compensation Information; and 2 CFR Part 180, OMB Guidelines to Agencies on

Governmentwide Debarment and Suspension (Non-procurement). The following 2 CFR Policy requirements are excluded from coverage under this assistance listing: For 2 CFR Part 200, Subpart C, the following provisions do not apply to the SLFRF program: 2 CFR § 200.204 (Notices of Funding

Opportunities); 2 CFR § 200.205 (Federal awarding agency review of merit of proposal); 2 CFR § 200.210

(Pre-award costs); and 2 CFR § 200.213 (Reporting a determination that a non-Federal entity is not qualified for a Federal award). For 2 CFR Part 200, Subpart D, the following provisions do not apply to the SLFRF program: 2 CFR § 200.308 (revision of budget or program plan); 2 CFR § 200.309

(modifications to period of performance); CFR § 200.305 (b)(8) and (9) (Federal Payment).

2. Without limitation as otherwise set forth in this Agreement, Subrecipient shall ensure that any procurement involving funds authorized by this Agreement complies with all applicable federal, state, and local laws and regulations, including but not limited to, 2 CFR 200.318 through 200.327, as well as

Appendix II to 2 CFR Part 200 (entitled “Agreement Provisions for Non-Federal Entity Contracts Under

Federal Awards”).

7. Vendor Questionnaire

7.1. Proposal *

Upload Proposal

*Response required