RFQ - Building 120 Study.pdf

RFQ_QUALIF-0000000010

801 228 th Avenue SE Sammamish, WA 98075 phone: 425-295-0500 fax:

425-295-0600 web: www.sammamish.us

REQUEST FOR QUALIFICATIONS (RFQ)

Building 120: Feasibility Assessment and Community Use Planning City of Sammamish Department of Parks and Recreation

Sammamish, Washington

INVITATION

The City of Sammamish Department of Parks and Recreation is soliciting interest from qualified firms to conduct a phased evaluation and planning process for Building 120, a City-owned facility located at 120 228th Ave NE in Sammamish. The selected team will conduct a building and site analysis, work with a subconsultant specializing in community engagement efforts, and prepare a feasibility study for potential future public use of the facility. This project will proceed in three distinct phases, with City Council review and approval required at the end of each phase before advancing to the next. The City highly encourages women and minority owned firms to submit proposals in response to this RFQ.

Please submit one PDF of no more than twenty (20) pages, including cover pages. All materials must be received no later than October 1, 2025, at noon (12 p.m.)

Proposals must be submitted through the City's procurement platform, Bidnet. City of Sammamish bidding and solicitation opportunities including this RFQ can be found at https://www.sammamish.us/business/bidding/.

A non-mandatory, information site visit will be conducted on Thursday, September 18, 2025, at 2 pm at Building 120. The property is located at 120 228th Ave NE, in the City of Sammamish. The purpose of this meeting is to provide interested firms with any background information that may be beneficial in preparing a submittal.

QUESTIONS/INQUIRIES

Please direct any questions concerning this RFQ to the solicitation page in Bidnet. Only written questions will be considered. Questions received after the deadline identified in the Proposed Timeline may not be considered.

Unauthorized contact regarding this RFQ with other City employees may result in disqualification from consideration. Any oral communications will be considered unofficial and non-binding on the City.

Questions will be answered in writing and posted on Bidnet. It is the responsibility of individual firms to check this website for any amendments or Q&As related to this RFQ.

For questions relating to Bidnet and the submission process, please contact the City’s Project Contact listed below.

PROJECT CONTACT

Janie Walzer | Management Analyst jwalzer@sammamish.us | 206-702-7420 http://www.sammamish.us/ https://www.sammamish.us/business/bidding/

BACKGROUND

Community Overview Sammamish is located west of the Cascade Mountains in the Puget Sound region, about 20 miles east of Seattle. The City is bordered by Lake Sammamish to the west and the Snoqualmie Valley to the east.

Incorporated in 1999, Sammamish is situated on a plateau that spans over 24 square miles. Sammamish is a vibrant, growing city and characterized by quality neighborhoods, diverse natural features, and outstanding recreational opportunities.

The City serves a population of approximately 68,000 people and provides a full range of municipal services including:

• Police protection (contracted with the King County Sheriff)

• Fire protection (contracted with Eastside Fire & Rescue)

• Parks and Recreation

• Public Works

• Community Development

• General Administrative Services

Municipal court, jail, prosecutor, public defender, and related services are all contracted. Water and sewer utilities are provided by two special purpose districts within City limits.

Project Background Building 120 (located at 120 228th Ave NE) is an approximately 32,000 square-foot facility built in 2008, situated on a 22-acre parcel that includes known wetland areas. The City purchased the property in 2015, and it has been leased to Central Washington University (CWU) for higher education programming since 2017. CWU elected not to renew its lease and vacated the facility in June 2025. With the expiration of this long-term lease, the City is evaluating whether this building can be feasibly and responsibly reused for community or public purposes. The building appears to be in good condition, but questions remain about its structural condition, code compliance, site constraints, and alignment with modern environmental and zoning requirements.

Project Budget and Timeline The City has allocated $300,000 in the 2025–2026 biennial General Fund to support this project. These funds are intended to cover all consultant costs, including technical studies, community engagement, and feasibility planning, as well as any associated project administration expenses.

The project is expected to begin in early 2026 and conclude by the Fall of 2026. Work will be completed in three phases, with City Council approval required at the end of each phase before proceeding. The City may elect to conclude the project at any phase checkpoint based on findings and Council direction.

SCOPE OF WORK

The City of Sammamish is seeking a qualified consultant team to support a multi-phase planning effort for Building 120, (formerly leased to Central Washington University) that the City is evaluating for potential public and community use. The project will begin with a technical assessment of the building and site to determine whether the facility is safe, code-compliant, and operationally feasible for public access. If barriers to expanded or community use are identified, the assessment should include high-level cost estimates and a summary of what it would take to bring the facility into compliance.

If the initial findings support further consideration, subsequent phases will include targeted community engagement focused on realistic, site-appropriate uses, and the development of a comprehensive feasibility study. This study will include conceptual programming, capital needs, operational considerations, and potential funding and phasing strategies. If the findings do not support continued use of the building, community engagement will instead focus on future opportunities for the site as a whole — including the potential removal of the building — and will result in a high-level site concept plan.

The work will be completed in three distinct phases, each ending with a City Council checkpoint. Council approval will be required before proceeding to the next phase, and the City may elect to conclude the project at any of these decision points based on findings or direction.

The Consultant may perform the following:

Phase 1 – Building and Site Evaluation: This phase focuses on determining whether Building 120 is physically and operationally suitable for community programming. It includes an in-depth assessment of the facility’s condition, safety compliance, and environmental constraints.

• Structural and seismic assessment

• Fire/life safety and accessibility (ADA) code review

• General building condition review – including Clean Building Performance Standards recommendations and cost estimates

• Updated wetland delineation and buffer analysis

• Topographic and preliminary geotechnical review

• Zoning and infrastructure analysis (parking, utilities, access)

• Summary of findings, including whether the building can be responsibly used for public/community purposes

• Deliverable: Technical memo summarizing all findings and a recommendation on whether to proceed

• Council Checkpoint #1: Council review and direction before proceeding to Phase 2

Phase 2 – Community Engagement (if approved): If Phase 1 findings support continued exploration of the building’s use, this phase will gather targeted community input to help shape realistic, site-appropriate options for future programming. Engagement will focus on feasible ideas that align with the building’s condition, site constraints, and operational considerations.

If the Phase 1 findings do not support building reuse, this phase will instead engage the community around future opportunities for the site itself — including the potential removal of the building — and will contribute to a high-level site concept plan.

The selected consultant team will collaborate with the City’s designated community engagement lead (or sub-consultant) to support planning, coordination, and participation in all engagement activities.

• Support the City’s community engagement lead in designing and implementing a plan focused on feasible, site-appropriate use concepts

• Co-facilitate or attend workshops, focus groups, surveys, or other outreach activities, with a focus on reaching Sammamish’s diverse community — especially those who may not typically engage with City processes

• Conduct a review of existing City community services to identify gaps and avoid duplication, helping to inform what types of programming or uses may be most appropriate for the site.

• Summarize input, identifying realistic opportunities aligned with building and site constraints

• Deliverable: Engagement summary report and recommended themes or use directions, including alternative site concepts if the building is not viable.

• Council Checkpoint #2: Council review of community input and direction to proceed to Phase 3

Phase 3 – Feasibility Plan & Final Report (if approved): In this final phase, the consultant will develop a feasibility plan that integrates findings from previous phases into a clear, actionable roadmap. If the building is determined to be of value and suitable for community programming, the plan will focus on conceptual reuse scenarios, operational needs, and long-term implementation strategies.

If the building is found not to be viable for reuse, the focus of this phase will shift to broader site planning and analysis of how the property could support community-oriented uses in the absence of the structure.

• Develop draft vision and goals for potential public/community use of the building or site

• Prepare conceptual use options, including site/program layouts for either building reuse or full site redevelopment

• Identify capital needs, operational requirements, and phasing options

• Outline preliminary costs and funding strategies

• Conduct a second round of engagement (as needed) to validate and refine concepts

• Deliverable: Comprehensive feasibility study and final presentation to Council, including recommendations for either building-based reuse or site redevelopment

• Council Checkpoint #3: Final review and decision on next steps

BUDGET

The anticipated contract duration is approximately nine (9) months, beginning in early 2026 and concluding by the Fall of 2026. The project will proceed in phases, with City Council approval required at the end of each phase before continuing. The total contract value will not exceed $300,000, subject to refinement of scope and authorization of subsequent phases.

PROJECT TIMELINE

Posting RFQ September 10, 2025

Optional Walkthrough September 18, 2025, 2 p.m.

RFQ Questions Due to City September 19, 2025

Q&A Posted on Bidnet September 24, 2025

RFQ Due through Bidnet October 1, 2025

Short List of Firms Notified October 8, 2025

Interviews* Week of October 13, 2025

Notification to All Applicants October 22, 2025

City Council Review/Approval December 2, 2025

Consultant to start work January 5, 2026 *The need for interviews will be determined by the review team during their evaluation

MINIMUM QUALIFICATIONS

Minimum qualifications are required for a Consultant to be considered eligible for selection. Responses must clearly show compliance with these minimum qualifications. The City shall reject those not responsive to these minimum qualifications without further consideration.

• Project Manager Experience: The proposed Consultant Project Manager must have recent experience (within the last five years) managing a public sector planning or feasibility project of comparable scope and complexity for a city or agency similar in size to the City of Sammamish.

• Relevant Project History: The consultant team must have led at least three (3) public sector projects that include some combination of building condition assessments, environmental or site constraints analysis (e.g., wetlands, zoning), and/or community engagement for future facility use.

• Technical Expertise: The team must include personnel or subconsultants with demonstrated experience in at least the following areas:

o Building condition and code compliance analysis o Environmental studies including wetlands and site development constraints o Community engagement focused on land use, facilities, or programming o Feasibility planning and cost estimation for public facilities

• Council or Public Process Experience: Demonstrate familiarity with phasing work to align with Council checkpoints and community input, including preparing decision-support materials and presenting findings to governing bodies.

• References: Include no fewer than three (3) references for past performance on comparable projects.

STATEMENT OF QUALIFICATION REQUIREMENTS

Submittals are sought from firms with experience conducting feasibility studies for public facilities, including building and site evaluations, code compliance reviews, and meaningful community engagement. Information provided will play a significant role in the City's selection of the consultant team considered best qualified to execute the project. Upon selection, the City and successful consultant will work together to refine the scope of work.

Please provide the following in your statement of qualifications:

• Cover Letter: Please submit a one-page letter of intent listing the proposed project team and affirming the firm’s commitment to providing the services described in the scope of work. The letter should include the primary point of contact and confirm availability for a phased process through the end of the proposed timeline.

• Statement of Experience: Identify the proposed project manager and key personnel of the project team;

include the relevant experience, qualifications, and project roles for each member. For each member, describe their experience in this type of work and any other relevant experience.

• Project Approach: Describe your understanding of the project scope and a timeline that identifies major proposed tasks and products.

• References: Three (minimum) client references for similar projects (within the last 5 years) led by the proposed Project Manager. Please include the full name of the client, project manager, phone number and e‐mail.

• Relevant Sample Work: Please provide the following information for no more than (5) five relevant projects with similar scope and size that have been completed or are in progress by members of the team. At least one project should include site or building feasibility work for a public or civic facility, including community engagement. For each work sample listed, please provide the following:

o Name of project o Project website, if applicable o Brief project description highlighting special attributes/features of the project o Project team, clearly identifying each’s role in the project o Reference o Estimated or actual project cost, if applicable

Note: Proposals must be submitted through the City's procurement platform, Bidnet. Proposals received outside of this platform will not be considered. City of Sammamish bidding and solicitation opportunities including this RFQ can be found at https://www.sammamish.us/business/bidding/.

All costs for developing submittals in response to this RFQ are the obligation of the Consultant and are not chargeable to the City. All submittals will become property of the City and will not be returned. Submittals may be withdrawn at any time prior to the published close date, provided notification is received in writing to the Project Contact listed on this RFQ. Submittals cannot be withdrawn after the published close date.

EVALUATION CRITERIA

Submittals will be evaluated based on the following criteria and point values below. The City intends to enter into an agreement with the Consultant who provides a submittal that, in the opinion of the City, best meets all the below listed evaluation criteria as determined by the City’s selection committee.

https://www.sammamish.us/business/bidding/

Evaluation Criteria Weight

Professional qualifications of team members and alignment with the specific tasks to which they will be assigned. 20

Experience with similar work as detailed in the scope of services and experience supporting public agencies. 35

Demonstrated ability to successfully provide the scope of services, to perform high quality work, to control costs, and meet task schedules. 35

Overall quality content and responsiveness to RFQ requirements. 10

Total 100

Other Weight

To support the City’s Diversity, Equity, Inclusion, and Belonging efforts, additional points will be awarded in Request for Proposals scoring for Minority and Women’s Business Enterprises. To receive an additional 3 points, the business or organization must be registered as a Minority or Women’s Business Enterprise with Washington State before the RFQ due date.

The City of Sammamish reserves the right to reject any or all proposals, and to waive any irregularities or information in the evaluation process. If the City decides to, the chosen firms will be scheduled for an interview between October 15-17, 2025. The final decision is the sole discretion of the City of Sammamish, and the respondents to this formal request have no appeal rights or procedures guaranteed to them.

The City reserves the right to award additional work and contracts for future phases to the team that completes the feasibility study, or to one or more of the finalist teams selected in the initial selection process.

ADDITIONAL DETAILS

CONTRACT

The City reserves the right to ask for additional or clarifying information from firms. Upon selection of a consultant, the City intends to enter into an agreement using its standard Consulting Services Agreement, which shall be used to secure these services. Please see Attachment A.

No changes or deviations from the terms set forth in this document are permitted without the prior approval of the City. If you have any questions about the contract terms, please submit them through the Question/Inquiry process detailed above. Please submit any requested deviations with your proposal.

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

DISCRETION AND LIABILITY WAIVER

The City reserves the right to reject all submittals or to request and obtain supplementary information as may be necessary for the City to analyze the submittals pursuant to the consultant selection criteria listed above.

The consultant, by submitting a response to this RFQ, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ.

TITLE VI NON-DISCRIMINATION ASSURANCES

The City of Sammamish, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. § 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair 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 of an award.

AMERICANS WITH DISABILITIES ACT (ADA) INFORMATION

This material can be made available in an alternate format by calling 425‐295‐0500.

DIVERSITY, EQUITY, INCLUSION AND BELONGING

To support the City’s Diversity, Equity, Inclusion, and Belonging (“DEIB”) efforts, additional points will be awarded in Request for Proposals scoring for Minority and Women’s Business Enterprises (“MWBE”). To receive an additional 3 points, the business or organization must be registered as a Minority or Women’s Business Enterprise with Washington State before the RFQ due date.

RFQ AMENDMENTS

The City reserves the right to change the schedule or issue amendments to the RFQ at any time. The City also reserves the right to cancel or reissue the RFQ. Any changes to the schedule or amendments to the RFQ will be posted through Bidnet.

OWNERSHIP OF DOCUMENTS

Any reports, studies, conclusions, and summaries prepared by the Proposer shall become the property of the City.

ATTACHMENTS

A – Professional Services Contract B – Building As-Builts C – 2022 Facility Condition Assessment http://www.sammamish.us/