on_call_elevator_assessment_modernization_or_replacement_and_construction_administration_services-2026-10-29-16-54-46.pdf

REQUEST FOR QUALIFICATION # FAS 2026-039

Consultant Contract

Project Title: On-Call Elevator Assessment, Modernization or Replacement and Construction

Administration Services

Table 1: Solicitation Schedule

Solicitation Release October 29, 2026

Pre-Submittal Conference (Non-Mandatory) November 5, 2026, 1:00pm https://teams.microsoft.com/meet/270685196159

2203?p=14B2WJ4lL2m8MJWriv

Deadline for Questions November 12, 2026, 5:00pm

Response Submission Deadline November 19, 2026, 2:00pm

Interviews if Conducted (estimated) Week of November 30 - December 4, 2026

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/284217 https://teams.microsoft.com/meet/2706851961592203?p=14B2WJ4lL2m8MJWriv https://teams.microsoft.com/meet/2706851961592203?p=14B2WJ4lL2m8MJWriv

Procurement Contact Information

Procurement Contact: Nigel Horton, Senior Project Manager, nigel.horton@seattle.gov, (206) 867-0531

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

TABLE OF CONTENTS

1. Procurement Contact Information

2. Purpose and Background

3. Solicitation Objectives

4. Minimum Qualifications

5. Scope of Work

6. Contract Modifications

7. Procedures and Requirements

8. Selection Process

9. Evaluation Section

10. Award and Contract Execution

11. Response Materials and Submittal

Attachments:

A - FAS City-wide Standard Roster Consultant Agreement

1. Procurement Contact Information

Procurement Contact: Nigel Horton, Senior Project Manager, nigel.horton@seattle.gov, (206) 867-0531

Qualifications are to be submitted through the e-Procurement portal at https://procurement.opengov.com/portal/seattle, no later than 2:00 pm on Thursday, November 19, 2026.

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Respondent contacting other City officials or employees does so at Respondent’s own risk. The City is not bound by such information.

2. Purpose and Background

The City of Seattle Finance and Administrative Services, Capital Development (FAS/CD) division owns and maintains elevators throughout approximately 120 buildings across the City. As such, there is a continuous need for elevator assessment, modernization and replacement to ensure the safety and functionality of these facilities.

3. Solicitation Objectives

The City expects to achieve the following outcomes through this consultant solicitation:

• Establishment of 2 On-Call Elevator Assessment, Modernization or Replacement and Construction

Administration services contracts that will be valid through 2031.

• Identify teams of professionals who will be available to perform studies, preliminary engineering, design phase and construction administration.

• Ensure access to experienced On-Call professionals with the desired background in Section 5. Scope of

Work.

• Determine the teams who can best serve the City's on-call needs as they come.

4. Minimum Qualifications

Minimum qualifications are required for a Consultant to be eligible to submit a proposal response. Your submittal response must show compliance to these minimum qualifications. Those that are not responsive to these qualifications shall be rejected by the City without further consideration:

A. Consultant has completed at least 3 projects that included Elevator Assessment, Modernization or Replacement and

Construction Administration services in the last ten (10) years.

B. Provide three (3) references: previous clients / owners / architectural partners that have worked with your firm in the last ten (10) years to demonstrate client satisfaction. Include contact name, phone number and address and name of project(s). Exclude any references within City of Seattle Finance and Administrative Services Capital Development Division.

C. Lead team members for the prime consultant, as well as any subconsultants, must work in an office within 50 miles of downtown Seattle.

5. Scope of Work https://procurement.opengov.com/portal/seattle

5.1. Scope of Work for Elevator Assessment, Modernization or Replacement and Construction

Administrative Serivces

FAS/CD is seeking two teams of qualified professional firms for on-call elevator Assessment, Modernization or

Replacement and Construction Administration services. The preferred Consultation Teams would include, but are not limited to, Architectural, Structural, Elevator and MEP, disciplines. Services would include preparation and completion of elevator modernization scopes of work to existing elevator(s), or to design new elevator installations to replace existing elevators, all in occupied buildings. CD may also require on an as-needed basis, elevator repair technical and maintenance review advisory services.

Typical assessments would include the following items but would be customized based on each project's conditions.

This project will include the production of a feasibility assessment report to outline recommended elevator replacement and improvements to existing equipment, finishes, controls, shafts and communication devices and integration into existing building systems. The assessment report will provide scope definition, options, and recommendations to upgrade and modernize elevators to improve operation, reliability and system performance. Site visits to verify conditions and gather information shall be coordinated by the City’s project manager.

This type of work is complex in its nature. In order to produce a thorough Feasibility Assessment Report, there are several different systems and standards that will be reviewed. Please see a more detailed list below of the anticipated areas of analysis:

Architecture Analysis

• Provide project oversight and team coordination/support.

• Review existing conditions.

• Evaluate and identify interior cab, elevator lobby areas for deficiencies, including damaged finishes, code compliant general signage, general lighting levels.

• Review documents and plans for code compliance.

Project Management Assistance/QA:

• Work with team to identify milestone delivery dates.

• Review completeness of deliverables.

• Assist with coordination meetings and provide meeting minutes.

Elevator and Vertical Conveyance Analysis:

• Review all onsite maintenance records and other applicable documents provided by the Client, including the past (twelve) 12 months of preventive maintenance, repairs, callbacks, and testing.

Results will be compared to industry standards for equipment type, age, and condition.

• Assessment of the existing maintenance contract, comparing past performance with coverage requirements as well as the current pricing, terms and conditions (to be provided after execution of the LOA).

• A visual review of the equipment, hoistways and machine rooms will be performed to determine overall condition, quality and level of maintenance, and the anticipated life expectancy.

Areas of focus will include, but not be limited to: Cleanliness, Testing, Lubrication, and Maintenance

Control Plan (MCP) Documentation, and Performance.

• A thorough review of conditions of elevators pits to include water intrusion, sumps, sump motors, water intrusion repairs or mitigations, code compliance for modern elevator pit functions.

• Performance of each unit will be compared to requirements included in the existing maintenance contract, capabilities for the type of equipment.

• Summary of the overall condition of the equipment, maintenance evaluation, and life expectancy with estimated costs and recommended schedule for repairs and modernization for planning purposes.

• Summary of related building components that will need to be added or replaced to meet applicable

Code requirements as part of any modernization project.

• Provide a list of deficient items that need to be addressed by either the Client or the elevator maintenance provider along with the following: Performance deviations, lubrication, necessary repairs or adjustments, deferred maintenance, and testing.

• Review mainline power data, provided by others, to ensure compatibility with prospective new equipment. Review will include communication with each approved manufacturer to understand product limitations, if any, due to any power abnormalities within the mainline power data.

• Baseline power analysis/power quality, recommendations on suitability of control options (such as destination control), elevator harmonic and regeneration evaluation.

• A code compliance evaluation including changes to emergency communications requirements.

• An Accessibility standards compliance evaluation, including all accessibility requirements per the NEW

ICC A117.1-2017 and that the screens are between 48 and 60 inches (if applicable).

• Comparison of your findings to the existing maintenance agreement requirements.

• Provide a separate document that can be provided to the maintenance provider that includes deficient maintenance items for their review.

HVAC Systems Analysis:

• Review impacts of proposed elevator equipment upgrades to HVAC systems supporting the dedicated elevator spaces.

• Recommendations for modifications of existing equipment or new equipment to support proposed elevator equipment upgrades.

• Review of supply/exhaust air systems including ductwork for shaft pressurization.

• Maintenance audit of mechanical equipment serving elevator machine rooms and shafts.

• Code synopsis and study.

Plumbing System Analysis:

• Sanitary waste and vent piping is to be assessed. Connections for any new sump pumps will be reviewed. Any existing equipment is assumed to be able to be grandfathered in.

Electrical Power Systems:

• Electrical usage from Seattle City Light (if available).

• Code analysis and establish code versions for permitting.

• Field Investigate and document existing normal and emergency electrical distribution systems serving elevators.

• Surge protections analysis and recommendations to meet code requirements.

• Evaluate existing elevator current protection devices, controllers, devices and components.

• Evaluate electrical equipment SCCR ratings and provide recommendations for future upgrades if SCCR rating is inadequate.

• Evaluate code required receptacles in machine rooms, electrical rooms, and elevator pits.

• Review proposed HVAC revisions.

• Evaluate lighting illumination and power to determine code compliance for machine rooms, machinery space and elevator pits.

Fire Alarm Systems:

• Fire alarm system analysis for code required devices located in machine rooms, machinery spaces, elevator shafts and pits as well as code required devices at each elevator lobby on all landings/stops.

Structural Systems Analysis (if necessary):

• Review and consultation regarding the support structure for Code‐required modifications and seismic attachments.

Sound or Noise Analysis (if necessary):

• Review and consultation regarding the support structure for Code‐required modifications and seismic attachments.

Accessibility Analysis:

• Visit the site, in the company of the client and design team, to investigate the existing accessibility conditions

• Review existing as-built drawings and reports provided by the City for compliance with the applicable accessibility codes

• Provide written summary (an itemized spreadsheet) illustrating findings and suggest best practices.

Cost Analysis:

• Prepare an opinion of probable construction costs during this stage including all elements as necessary for a complete cost estimate. The cost estimate will be prepared in Uniformat II component format.

• This stage includes a maximum of five additive/deductive bid alternates.

Phasing/Plan Development:

• Gathering information on building usage patterns, peak traffic times, existing elevator capacity, and any specific operational requirements.

• Produce a proposed project schedule by phase, area, or function, with work packages and sensible sequencing. This schedule will outline the key project phases, individual work activities, estimated durations, and dependencies to ensure efficient and timely completion.

• Communication system shall meet current code requirements and be integrated into existing building systems to ensure functionality.

6. Contract Modifications

The City consultant contract is attached (See Attachments Section).

Consultants submit proposals understanding all Contract terms and conditions are mandatory. Response submittal is agreement to the Contract without exception. The City reserves the right to negotiate changes to submitted proposals and to change the City's otherwise mandatory Contract form during negotiations. If the

Consultant is awarded a contract and refuses to sign the attached Contract form, the City may reject the

Consultant from this and future solicitations for the same work. Under no circumstances shall Consultant submit its own boilerplate of terms and conditions.

7. Procedures and Requirements

This section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.

7.1. Registration into the City's Procurement Portal

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such in OpenGov. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

7.2. Pre-Submittal Conference

The City offers an optional pre-submittal conference at the time, date and location on the Timeline. Respondents are highly encouraged to attend but not required to attend to be eligible to submit their qualifications. The meeting answers questions about the solicitation and clarifies issues. This also allows Respondents to raise concerns. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-submittal conference.

7.3. Questions

Respondents may submit their questions through the Procurement Portal. Respondents may also email questions to the Procurement Contact until the deadline stated in the Timeline. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to questions if any are issued.

7.4. Changes to the RFQ

The City may make changes to this RFQ if, in the sole judgment of the City, the change will not compromise the

City’s objectives in this solicitation. Any change to this RFQ will be made by formal addendum issued by the City, through the Procurement Portal at https://procurement.opengov.com/portal/seattle and shall become part of this RFQ.

7.5. Receiving Addenda and/or Question and Answers

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the

City, through the Procurement Portal. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the

Consultant that any and all addenda was received and incorporated into your response. However, the Project

Manager reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

7.6. Qualifications Submittal

Responses must be received by the City no later than the date and time in the Timeline, except as revised by

Addenda. The submitter has full responsibility to ensure the response is submitted to the City's Procurement

Portal within the deadline. The Procurement Portal will not allow vendors to upload submissions past the deadline.

7.7. Respondent Responsibility to Provide Full Response

It is the Respondent's responsibility to respond in a manner that does not require interpretation or clarification by the City. The Respondent is to provide all requested materials, forms and information. The Respondent is to ensure the materials are submitted properly and accurately reflect the Respondent’s qualifications. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Respondent after the RFQ deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Respondent but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.

7.8. Prohibited Contacts

Respondents shall not interfere in any way to discourage other potential and/or prospective consultants from submitting or considering participation in the submittal process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Respondent or another person acting on behalf of the Respondent) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City department, the

Respondent that initiates such contacts may be rejected from the process.

7.9. License and Business Tax Requirements

The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.

Seattle Business Licensing and associated taxes

A. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.

B. A “physical nexus” means you have physical presence, such as: a building/facility/employee(s) in

Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).

C. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP/RFQ, and it will ask you to specify if you have “physical nexus”.

D. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the

Consultant and not charged separately to the City.

E. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.

F. The City of Seattle Application for a Business License and additional licensing information can be found this page here: https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses

G. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484.

H. Self-Filing You can pay your license and taxes on-line https://www.filelocal-wa.gov/Default_FileLocal.aspx

I. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the License and Tax Administration office at tax@seattle.gov or 206-

684-8484 to request additional assistance.

J. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the

City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

7.10. State Business Licensing

Before the contract is signed, you must have a State of Washington business license (a “Unified Business

Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged separately to the City. Instructions to apply for a business license can be found at https://dor.wa.gov/open-business/apply-business-license and the State of Washington Department of Revenue contact help page at https://dor.wa.gov/contact.

7.11. Federal Excise Tax

The City is exempt from Federal Excise Tax.

7.12. No Guaranteed Utilization

The City does not guarantee utilization of any contract(s) awarded through this RFQ process. The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to issue multiple or partial awards, and/or to order work based on City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

7.13. Expansion Clause

The contract limits expansion of scope and new work not expressly provided for within the RFQ.

Expansion for New Work (work not specified within the original Scope of Work Section of this Agreement, and/or not specified in the original RFQ as intended work for the Agreement) must comply with the following:

mailto:tax@seattle.gov https://www.filelocal-wa.gov/Default_FileLocal.aspx https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/contact

(a) New Work is not reasonable to solicit separately; (b) is for reasonable purpose; (c) was not reasonably known by the City or Consultant at time of solicitation or was mentioned as a possibility in the solicitation (i.e. future phases of work, or a change in law); (d) is not significant enough to be regarded as an independent body of work; (e) would not attract a different field of competition; and (f) does not change the identity or purpose of the Agreement.

The City may make exceptions for immaterial changes, emergency or sole source conditions, or other situations required in City opinion. Certain changes are not subject to these limitations, such as additional phases of Work anticipated during solicitation, time extensions, and Work Orders issued on an On-Call contract. Expansion must be mutually agreed and issued by the City through written Addenda. New Work performed before an authorizing Amendment may not be eligible for payment.

The City reserves the right to independently solicit and award any New Work to another firm when deemed appropriate or required by City policy.

7.14. Effective Dates of Offer

Solicitation responses are valid until the City completes award. Should any Respondent object to this condition, they must object prior to the Q&A deadline in the Timeline.

7.15. Cost of Preparing Submittals

The City is not liable for costs incurred by the Respondent to prepare, submit and present qualifications, interviews and/or demonstrations.

7.16. Readability

The City’s ability to evaluate submissions is influenced by the organization, detail, comprehensive material and readable format of the response.

7.17. Changes or Corrections to Submittal

Prior to the submittal closing date and time established for this RFQ, a Consultant may change or correct its proposal by following the Instructions here: https://opengov.my.site.com/support/s/article/4f4218bf-7da6-

4fc6-b0c3-7eade0776ebe. No change to a submission shall be made after the solicitation closing date and time.

7.18. Errors in Submissions

Respondents are responsible for errors and omissions in their submissions. No error or omission shall diminish the Respondent’s obligations to the City.

7.19. Withdrawal of Submission

A submittal may be withdrawn at any time through the Procurement portal prior to the closing date or by written request of the submitter.

7.20. Rejection of Submissions

The City may reject any or all submissions with no penalty. The City may waive immaterial defects and minor irregularities in any submitted response.

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

7.21. Incorporation of RFQ and Respondent Submission in Contract

This RFQ and Respondent’s submission, including promises, warranties, commitments, and representations made in the successful response once accepted by the City, are binding and incorporated by reference in the

City’s contract with the Respondent.

7.22. Independent Contractor

The Consultant works as an independent contractor. The City will provide appropriate contract management, but that does not constitute a supervisory relationship to the Consultant. Consultant workers are prohibited from supervising City employees or from direct supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of

Seattle timesheet, administering employee discipline, and similar supervisory actions.

Contract workers shall not be given City office space unless expressly provided for below, and in no case shall such space be provided for over 36 months without specific authorization from the City.

The City will not provide space in City offices for performance of this work. Consultants will perform most work from their own office space or the field.

7.23. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Consultants provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The Consultant Questionnaire requested in the

Response Materials and Submittal section includes materials to designate your equal benefits status.

7.24. Women and Minority Subcontracting

The Mayor’s Executive Order and City ordinance require the maximum practicable opportunity for successful participation of minority and women-owned subcontracts. All proposers must agree to SMC Chapter 20.42, and seek meaningful subconsultant opportunities with WMBE firms. The City requires a plan for including minority-and women-owned firms, which becomes a material part of the contract. The Plan must be responsive in the opinion of the City, which means a meaningful and successful search and commitments to include WMBE firms for subcontracting work. The City reserves the right to improve the Plan with the winning Consultant before contract execution. Consultants should use selection methods and strategies sufficiently effective for successful

WMBE participation. At City request, Consultants must furnish evidence such as copies of agreements with

WMBE subconsultants either before contract execution or during contract performance. The winning

Consultant must request written approval for changes to the Inclusion Plan once it is agreed upon. This includes changes to goals, subconsultant awards and efforts.

WMBE firms need not be state certified to meet the City's WMBE definition. The City defines WMBE firms as at least 51% (percent) owned by women and/or minority. To be recognized as a WMBE, register on the City’s

Procurement Portal. Federally funded transportation projects require a Disadvantaged Business Enterprises

(DBE) program; for that program, firms must be certified by the Washington State Office of Minority and Women

Business Enterprises (OMWBE).

7.25. Insurance Requirements

https://omwbe.wa.gov/certification https://omwbe.wa.gov/certification

Any special insurance requirements are provided as an Attachment. If attached, provide proof of insurance and additional insured endorsement policy language to the City before Contract execution. The apparent successful

Proposer must promptly provide proof of insurance to the City upon receipt of the notice of intent to award.

Consultants are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Consultant is selected as a finalist. Respondents may elect to provide the requested insurance documents within their Submittal.

7.26. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State

Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of

Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the

City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Respondents must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://app.leg.wa.gov/rcw/default.aspx?cite=42.56.

If you have any questions about disclosure of the records you submit with your response, contact the

Procurement Contact named in this document.

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification.

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by the City (see page

4 on the Consultant Questionnaire) and very clearly and specifically identify each record and the exemption(s) that may apply. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form.

Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

http://app.leg.wa.gov/rcw/default.aspx?cite=42.56

If the City receives a public disclosure request for any records you have properly and specifically listed on the

Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the

City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to Purchasing for that record(s), you can then seek an injunction under

RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

Requesting Disclosure of Public Records

The City asks bidders and their companies to refrain from requesting public disclosure of bids until an intention to award is announced. This measure is intended to protect the integrity of the solicitation process particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as required by State Law. If you do wish to make a request for records, visit https://www.seattle.gov/public-records/public-records-request-center.

7.27. Ethics Code

Familiarize yourself with the City Ethics code: http://www.seattle.gov/ethics/etpub/et_home.htm. For an in-depth explanation of the City’s Ethics Code for Contractors, Vendors, Customers and Clients, visit:

http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm. Any questions should be addressed to Seattle

Ethics and Elections Commission at 206-684-8500.

No Gifts and Gratuities.

Consultants shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Consultant. An example of this is giving sporting event tickets to a City employee who is also on the evaluation team of a solicitation to which you submitted or intend to submit. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Consultants.

Involvement of Current and Former City Employees.

The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former

City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

Contract Workers with over 1,000 Hours.

https://www.seattle.gov/public-records/public-records-request-center https://www.seattle.gov/public-records/public-records-request-center http://www.seattle.gov/ethics/etpub/et_home.htm http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm

The Ethics Code applies to Consultant workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such employee must abide by the City Ethics Code. The Consultant is to be aware and familiar with the Ethics Code accordingly.

No Conflict of Interest.

Consultant (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Consultant performance. The City shall make sole determination as to compliance.

Campaign Contributions (Initiative Measure No. 122)

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two years or who has paid at least $5,000 in the last 12 months to lobby the City. See Initiative 122, or call the Ethics Director with questions.

7.28. Background Checks and Immigrant Status

The City may require background checks for the Consultant, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

7.29. Use of Hyperlinks and URLs in Submittals

Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements. The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL. Information and documentation requested for the evaluation process must be submitted in the format indicated in the solicitation instructions.

8. Selection Process

8.1. Initial Screening

The City will review responses for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to Step 2. Equal Benefits, Minimum Qualifications, an Inclusion Plan (if applicable), satisfactory financial responsibility and other elements are screened in this Step. A significant failure to perform on past City projects may also be considered in determining the responsibility of a firm.

8.2. Qualification Evaluation

Qualifications shall be evaluated using the evaluation criteria in the Evaluation Section.

8.3. Interviews (if needed)

http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks

The City may interview top ranked firms that are considered to be the most competitive. If interviews are conducted, rankings of firms shall be determined by the City, using the combined results of interviews and submittals. Consultants invited to interview are to bring the assigned key person(s) named by the Consultant in the Proposal, and may bring other key personnel named in the Proposal. The Consultant shall not bring individuals who do not work for the Consultant or are not on the project team without advance authorization by the Procurement Contact. If interviews are conducted, they will be worth the points listed in the Proposal

Evaluation section.

8.4. References

The City may contact one or more references. The City may use references named or not named by the Proposer.

The City may also consider the results of performance evaluations issued by the City on past projects.

8.5. Selection

The City shall select the highest ranked Proposer(s) for award, including written proposal and the interview (if applicable). The City reserves the right to make a final selection based on the combined results and/or the overall consensus of the Consultant Evaluation Committee.

8.6. Contract Negotiations

The City may negotiate elements of the proposal as required to best meet the needs of the City, with the apparent successful Proposer. The City may negotiate any aspect of the proposal or the solicitation. The City does not intend to negotiate the base contract, which has been attached (See Attachments).

8.7. Right to Award to next ranked Consultant

If a contract is executed resulting from this solicitation and is terminated within 90-days, the City may return to the solicitation process to award to the next highest ranked responsive Consultant by mutual agreement with such Consultant. New awards thereafter are also extended this right.

8.8. Repeat of Evaluation

If no Consultant is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals active at that step. The City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if no proposals meet its requirements.

9. Evaluation Section

The City will evaluate submittals using the criteria below. Responses will be evaluated, scored and ranked.

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Consultant Team Qualifications

Consultant team qualifications will be evaluated based on the

Consultant's submittal response to the Statement of Qualifications in

Section 11, Subsection 1 of this

RFQ.

Points Based 35

(35% of Total)

2. Demonstration of Quality and

Relevant Work

Provide experience (within the past

10 years) demonstrating the team's elevator assessment, modernization or replacement and construction administrative services. For each relevant project cited in this section, describe the specific role each proposed team member played. Do not include projects completed by individuals at your firm who are not part of the proposed project team.

• Project scope, objectives, and deliverables

• Client organization (Facility or public sector preferred)

• Team members from your proposed team who participated

• Project timeline and budget

• Key challenges and how they were addressed

• Outcomes and measurable results

• Reference contact information (name, title, email, phone)

Points Based 35

(35% of Total)

3. Professional Practice Approach

• Describe your team’s approach for managing stakeholders, coordination with consultants, and reconciling competing priorities to ensure all stakeholder needs are effectively addressed.

• Describe your team’s internal quality assurance/quality control processes and their successful application to value engineering, schedule performance, and the delivery of highly coordinated bid documents. Provide examples of problems encountered on past projects and explain how solutions were developed and implemented.

• Provide a communications plan that describes how the team will respond to planned, unplanned, and emergent situations.

Points Based 10

(10% of Total)

4. WMBE Inclusion Plan

Core work may include but is not limited to the following disciplines or functions:

• Mechanical and Plumbing

Engineering

• Electrical Engineering

• Architectural

• Structural Engineering

• Elevator

Points are awarded for responses that evidence:

• Responsible good faith effort

• Meaningful and attainable self-set aspirational goals, which are consistent with

Consultant Team strategy

• WMBE firms integrated into the team and within core work

• WMBE firms integrated within value-added work opportunities

• Evidence of strong past performance using effective models

• Evidence of effective mentoring, training, or capacity-building

Points Based 20

(20% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interview (if needed) 0-100 Points 100

(100% of Total)

10. Award and Contract Execution

The Procurement Contact will provide timely notice of an intent to award to all Consultants responding to the

Solicitation.

10.1. Protests

Interested parties that wish to protest any aspect of this RFQ selection process shall provide written notice to the Procurement Contact. Note the City shall notify Federal Transit Administration if protesting a solicitation for contracts with FTA funds.

10.2. Limited Debriefs

The City issues results and award decisions to all Respondents. The City provides debriefing on a limited basis for the purpose of allowing respondents to understand how they may improve in future solicitation opportunities.

10.3. Instructions to the Apparently Successful Consultant(s)

The Apparently Successful Consultant(s) will receive an Intent to Award Letter from the Procurement Contact after award decisions are made by the City. The Letter will include instructions for final submittals due prior to execution of the contract.

Once the City has finalized and issued the contract for signature, the Consultant must execute the contract and provide all requested documents within ten (10) business days. This includes attaining a Seattle Business

License, payment of associated taxes due, and providing proof of insurance. If the Consultant fails to execute the contract with all documents within the ten (10) day time frame, the City may cancel the award and proceed to the next ranked Consultant, or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract as attached may disqualify the firm from future solicitations for this same work.

10.4. Checklist of Requirements Prior to Award

The Consultant(s) should anticipate the Letter will require at least the following. Consultants are encouraged to prepare these documents when possible, to eliminate risks of late compliance.

• Seattle Business License is current and all taxes due have been paid.

• State of Washington Business License.

• Evidence of Insurance (if required)

• Form W-9 if a new Consultant for the City

10.5. Insurance Requirements for Award

Proof of insurance is required, see Attachments for Insurance Transmittal Form.

11. Response Materials and Submittal

Prepare your response as follows. Use the following format and provide all attachments. Failure to provide all information below on proper forms and in the order requested, may cause the City to reject your response. Items marked with an asterisk require a response.

1. Statement of Qualifications*

The response materials shall be 8-1/2"x 11" in format, double-sided, and no more than ten (10) pages - twenty

(20) surfaces excluding covers, tabs and the City's mandatory forms.

The response materials should include:

• Letter of Interest.

• Statement of Qualifications

• Minimum Qualifications (#2 in this section)

• Consultant Questionnaire (#3 in this section)

• Consultant Inclusion Plan (#4 in this section)

• Proof of Secretary of State registration (#5 in this section)

Criteria for Evaluation:

o Provide a detailed consultant team organizational chart that identifies key team members, their relevant experience, primary roles and responsibilities on this project.

o Provide detailed information on the design team’s experience designing electrical infrastructure upgrades at existing facilities. This qualification can be met through the use of subconsultants.

o Describe the team’s ability to adequately staff the project through all phases, including construction, and to meet challenging schedule requirements.

o Discuss key team members’ experience obtaining permits from Seattle Department of Construction and Inspection or other comparable design review bodies that advise and provide oversight.

o Describe the prime consultant’s and lead subconsultants' experience providing design services to public agencies for projects of similar scale & complexity using the design-bid-build delivery method

*Response required

2. Minimum Qualifications*

This response is mandatory. The determination you have achieved all minimum qualifications is made from this section alone, and therefore, the Evaluation Committee is not obligated to check references or search other materials in your proposal to make this decision.

For each Minimum Qualification listed below, please describe how you meet the minimum qualification.

Minimum Qualification #1

Consultant has completed at least 3 projects that included Elevator Assessment, Modernization or Replacement and

Construction Administration services in the last ten (10) years.

Minimum Qualification #2

Provide three (3) references: previous clients / owners / architectural partners that have worked with your firm in the last ten

(10) years to demonstrate client satisfaction. Include contact name, phone number and address and name of project(s).

Exclude any references within City of Seattle Finance and Administrative Services Capital Development Division.

Minimum Qualification #3

Lead team members for the prime consultant, as well as any subconsultants, must work in an office within 50 miles of downtown Seattle to be able respond/arrive in-person to a project site within a 2-hour timeframe.

*Response required

3. Consultant Questionnaire *

Please download the below document, complete, and upload.

Provide information to the extent this information is available. If your response is incomplete or requires further description, the City may request additional information within a specified deadline, or may determine the missing information is immaterial.

• fas-cpcs-consultant-questio...

*Response required

4. Consultant Inclusion Plan*

Please download the below documents, complete, and upload.

• Consultant_Inclusion_Plan.pdf

*Response required

5. Proof of Legal Business Name

Provide a certificate or documentation from the Secretary of State in which you incorporated that shows your company legal name. Many companies use a “Doing Business As” name or nickname in daily business; the City requires the legal name for your company. When preparing all forms below, use the proper company legal name. Your company’s legal name can be verified through the State Corporation Commission in the state in which you were established, which is often located within the Secretary of State’s Office for each state. For the

State of Washington, see http://www.secstate.wa.gov/corps/ https://government-project.s3.us-west-2.amazonaws.com/99893/1916fc87-84d7-4c73-a2b0-468094d4595e_fas-cpcs-consultant-questionnaire.docx…