Qualified firms to provide on-call real property services. Selected Consultants will augment and support City staff with real property needs planning, analysis,...

City is soliciting proposals from qualified firms to provide on-call real property services. Selected Consultants will augment and support City staff with real property needs planning, analysis, acquisition and disposition tasks, on an as-needed basis. Services will be assigned by Task Order for a contract period of two (2) years, with an additional two-year option. Posting Date: January 7, 2019 Proposals Due: January 28, 2019 at 2:00PM (PST) The City of Redmond, Washington (the “City”) requests interested parties to submit proposals for the above referenced Request for Proposals (RFP). Background The City of Redmond, WA is a suburb of Seattle and hub for residential and employment growth due to its strong technology business sector. The City encompasses an area of over 17 square miles and is located less than 20 miles east of downtown Seattle. The City has two urban growth centers in Downtown and Overlake Village, which are expected to grow significantly in the next 20 years. Today,

the City has about 61,000 residents and 85,000 jobs and by 2030, it is expected to have 78,000 residents and 119,000 jobs. The City is interested in contracting with qualified firms to support the increasing levels of various, ongoing real property management activities. Scope of Work Consultants will augment and support City staff with real property needs planning, analysis, acquisition and disposition tasks. One or more firms may be selected to enter into a contract with the City, as a result of this RFP process. The City does not guarantee that Consultant will receive a specific volume of work or total contract amount. Specific services assigned under this on-call contract will be authorized by Task Order (see Attachment C, Sample Task Order Form). Each Task Order will provide a specific scope of services, schedule, completion date, and budget to complete the task. Task Orders will be approved and signed by the City’s Deputy Finance Director (or designee) prior to beginning work. This on-call contract is estimated to begin in March 2019 and end in March 2021, with the option for the City to extend the contract for an additional two (2) years, based on the City’s need for continued services and Consultant’s performance. RFP 10627-19/DKK – On-Call Real Property Services Page 2 of 7 The scope of work includes the following: Real property services may include any of the below listed topics. A project-specific scope of work will be developed for each Task Order.  Site identification, planning, and evaluation for the purpose of potential acquisition  Advise City teams on real property needs  Title research coordination and review  Acquisition, relocation and disposition planning and procedures  Cost estimating services  Property rights valuation, coordination of third party appraisals and appraisal reviews  Create/prepare brochures, forms, notices and correspondence  Prepare various property reports  Acquisition negotiations with private and public property owners to secure real property rights  Administer support of local real property/real estate resources  Administer or coordinate clearing of property title encumbrances  Escrow/closing coordination  Create and maintain precise project records and files  Eminent domain/condemnation support The administration of the tasks will be accomplished and documented in accordance with the requirements of the funding source, anticipated funding source, or pre-existing agreement which may include, but is not limited to, the following: 1) City of Redmond Capital Improvement Program 2) Washington State Department of Transportation (WSDOT) 3) WSDOT Local Agency Guidelines 4) Washington State Recreation and Conservation Office Term The City intends to enter into an initial two-year agreement, with one (1) optional two-year renewal term, for a potential maximum total term of four (4) years (see Attachment D, Option for Renewal), provided that 1) Consultant is in compliance with the terms and conditions of the contract and, 2) that the annual payment is cost-effective as determined by the City, and 3) that sufficient funds have been appropriated by the City. The City reserves the right to cancel this contract at any time, upon thirty (30) days written notice to Consultant. Should the City exercise a renewal option, the City and Consultant may discuss a price adjustment, in accordance with the Bureau of Labor Statistics Consumer Price Index (CPI-W) for the Seattle-Tacoma- Bellevue area occurring during the immediately preceding 12-month period for which CPI-W data is available, or a fixed 3% increase, whichever is greater. The Bureau of Labor Statistics website can be found at: https://www.bls.gov/cpi/data.htm. Consultant shall notify the City in writing at least thirty (30) days prior to a proposed price adjustment. Acceptance of such a request will be at the sole discretion of the City. Proposed Timeline The following table outlines the anticipated schedule for this RFP process. The City reserves the right to modify or reschedule milestones as necessary. RFP 10627-19/DKK – On-Call Real Property Services Page 3 of 7 Proposal Due Date/Time 2:00PM (local time) on Monday, January 28, 2019. The City must receive proposals no later than said date and time. By submitting a proposal, respondents acknowledge their satisfaction as to the size, scope and location of the work to be performed. In keeping with the City’s environmental sustainability efforts, please email one (1) copy of your proposal to the following City staff members:  Debbie Keranova, Sr. Purchasing Agent, dkeranova@redmond.gov  Kelley Cochran, Deputy Finance Director, kcochran@redmond.gov  Malisa Files, Finance Director, mfiles@redmond.gov Alternatively, proposals may be hand-delivered or mailed. If these options are used, please deliver one (1) printed response copy, as follows: Hand-Delivery or FedEx/UPS: Redmond City Hall Purchasing Division, MS: 3NFN 15670 NE 85th Street Redmond, WA 98052 (For hand-delivery, drop off on 1st floor at the Customer Service Desk) Or U.S. Mail: City of Redmond Purchasing Division, MS: 3NFN PO Box 97010 Redmond, WA 98073-9710 If these options are used, a printed response copy should be submitted on unbound, double-sided, 8.5”x11” (letter-sized) pages. In keeping with the City’s environmental sustainability efforts, no bindings, cover page, or table of contents are required. Use of recycled content paper is preferred. Please place RFP number on envelope. It is the respondent’s responsibility to ensure that any mailed responses are received by Purchasing on time. Item Date RFP Announced January 7, 2019 Proposals Due By January 28, 2019 at 2:00PM (PST) Evaluation of Proposals By January 31, 2019 Interviews (optional at City discretion) February 2019 Consultant(s) Selected and Contract(s) Developed February 2019 City Council Approval By March 2019 Main Task Order Timeframe March 2019 to March 2021 RFP 10627-19/DKK – On-Call Real Property Services Page 4 of 7 Response Requirements & Format All costs for developing a response to this RFP are the obligation of the respondent and are not chargeable to the City. The respondent must bear all costs associated with the preparation of the submittal and of any oral presentation requested by the City. All responses and accompanying documentation will become property of the City and will not be returned. Proposals may be withdrawn at any time prior to the published close date, provided notification is received in writing to the below listed City agent(s). Proposals cannot be withdrawn after the published close date. Proposals must include all information requested and meet all specifications and requirements outlined in this RFP. The following submittals must be part of your proposal; if any are not included, your proposal may be judged as non-responsive. A committee will evaluate the submitted proposals. During the evaluation process, the City reserves the right to request additional information or clarification from firms responding to this RFP. A complete response will include: 1) Cover letter stating: a. Brief overview of firm b. Reason for interest c. List of services offered by firm, in accordance with the scope of work d. Firm’s point-of-contact name, position and contact information 2) Identify firm’s current personnel with their respective qualifications and relevant experiences (limit to no more than one page per person). Team member qualifications and roles, particularly Lead Consultant qualifications, are important. Please include Professional Registration or Licensure in the State of Washington, where appropriate. 3) Organizational chart of firm. 4) List of firm’s recent tasks, projects, and current on-call commitments. Include Lead Consultants’ contact information for each listing. 5) Cost proposal (see Attachment A, Cost Proposal Form). While cost is not an evaluation criterion in this RFP, the City requests a rate schedule, to have the information on-hand for possible future contract formation. 6) Business name – proposals must be made in the official name of the firm or individual under which business is conducted (showing official business address) and must be signed by a person duly authorized to legally bind the person, partnership, company, or corporation submitting the proposal. A corporation must indicate place and date of incorporation. 7) Business license – provide a statement to the effect that you understand and agree to obtain a City of Redmond business license as a requirement for performing these services. If your place of business is not located within the City limits, but you or your agents will