Riverbend Irrigation System

INFORMATION PACKET

REQUEST FOR QUALIFICATIONS

CONSULTING SERVICES FOR

RIVERBEND GOLF COMPLEX IRRIGATION SYSTEM

ISSUE DATE – December 16th, 2024

MANDATORY SITE VISIT – January 8th, 2025

SUBMITTALS DUE – January 17th, 2025

POINT OF CONTACT:

Eric T. Hinrichs, PGA- Golf Course Manager

City of Kent Parks, Recreation and Community Services Department

220 Fourth Avenue South

Kent, WA  98032

Phone: (253)856-5191

Email: ehinrichs@kentwa.gov

I.          PROJECT OVERVIEW:

Riverbend Golf Complex is a public golf facility located in Kent, Washington, and is owned and managed by the City of Kent Parks and Recreation Department.  It is known for its accessibility and offers a variety of golfing experiences catering to players of all skill levels.  The complex opened in June of 1989 and features an 18-hole championship golf course, driving range and retail merchandise center.

The 18-hole championship golf course is located on 117 acres and spans approximately 6,700 yards from the back tees.  It features a traditional design with a variety of hole lengths and configurations, providing a good balance of par 3s, par 4s, and par 5s.  The fairways are lined with mature trees, and the course incorporates the natural landscape of the area, with the Green River running alongside several holes.

The course is known for its well- maintained fairways and greens, providing a quality experience for the 65,000- 70,000 rounds played annually, establishing itself as one of the busiest golf courses in Washington state.  It is open year-round, with conditions that adapt to the Pacific Northwest climate, including frequent rain.

The current irrigation system was installed in 1988 and currently faces a variety of challenges due to outdated technology, wear and tear and changing environmental conditions.  The following are common problems associated with older irrigation systems: inefficient water distribution, high water usage and cost, system wear and tear, limited control and flexibility, obsolete technology, environmental and regulatory concerns, maintenance challenges, and water quality issues.

This project is being initiated with funding from Riverbend Golf Complex and will likely include multiple phases. The total budget is subject to refinement as the project moves through feasibility and concept phases.

The purpose of this RFQ (request for qualifications) is to identify qualified consultants for the design and installation of an irrigation system.

SCOPE OF WORK:

•           To design an efficient irrigation system that promotes optimal turf health and minimizes water usage.

•           To incorporate advanced technology for monitoring and managing water application.

•           To ensure the system is sustainable and environmentally friendly.

II. SCOPE OF SERVICES AND DELIVERABLES

The selected firm will work with the city and the community to develop a shared vision for the irrigation system.

Primary tasks of design may include:

•           Review of the existing irrigation system and deficiencies

•           Analyze opportunities for phased improvements for long term sustainability.

•           Create a phasing plan for complete system replacement that prioritizes most pressing issues and allows golf course to operate while improvements are underway.

•           Land Survey.

•           100% construction ready plans and specifications for replacement of irritation system

•           Permitting support

•           Develop a Climate plan to evaluate climate and energy efficiency.

•           Bidding and Construction Administration support, we the expectation of full support throughout the bidding and construction process.

•           Drainage evaluation where necessary

•           Develop a maintenance plan for ongoing system care and performance monitoring.

A more detailed scope and fee structure will be developed with the selected firm from the RFQ process.

III. INSTRUCTIONS

A.        Pre-Response Information and Questions: Each response received by the submittal deadline will be evaluated on its merits and completeness of all requested information. In preparing responses, firms are advised to rely only upon the contents of this RFQ and accompanying documents and any written clarifications issued by the City of Kent. If a Respondent finds a discrepancy, error or omission in the RFQ package, or requires any written addendum thereto, the Respondent is requested to notify the Point of Contact noted in this RFQ, so that written clarification may be provided to all prospective consultants. City of Kent staff is not responsible for, and Respondents shall not rely upon, any verbal instructions.

B.        RFQ Modifications: Clarifications, modifications, or amendments may be made to the RFQ at the discretion of the City of Kent. Any revision(s) to the RFQ will be made available at the mandatory site visit.

C.        Site Visit: Interested firms shall attend a mandatory pre-submittal site visit, to be held 10:00 a.m. on January 8th, at Riverbend Golf Complex, located at 2019 W. Meeker ST.  (Those unable to attend cannot submit)

D.        Response Submission: To be considered, the indicated number of copies of the response must be prepared in the manner and detail specified in this RFQ.

1.         Responses must be hand delivered or mailed to Kent City Clerk’s office, Kent Parks and Recreation- Golf Division, 220 4th AVE. S, Kent, WA. 98032 and be received by the deadline indicated in this RFQ. It is each firm’s responsibility to ensure that its response is received by the City of Kent prior to the deadline.

2.         Submission of a response establishes a conclusive presumption that the firm is thoroughly familiar with this Request for Qualifications (RFQ). By submitting a response, the firm warrants that it understands and agrees to abide by each, and all of the stipulations and requirements contained therein.

3.         All documentation submitted with the response will become the property of the City of Kent.

IV. TERMS AND CONDITIONS

The City of Kent reserves the right to reject any and all responses to this RFQ and to waive irregularities and informalities in the submittal and evaluation process. This solicitation for Consultant Services does not obligate the City of Kent to pay any costs incurred by respondents in the preparation and submission of a response. This solicitation does not obligate the City of Kent to accept or contract for any expressed or implied services. Furthermore, the City of Kent reserves the right to award the contract to the next most qualified Consultant if the selected Consultant does not execute a contract within (14 days) after the award of the proposal.

V. MATERIALS PROVIDED

The City of Kent will provide the following material to the selected firm:

A.        Existing GIS mapping and utility information

B.        Relevant City Plans (i.e. Park and Open Space Plan, etc.)

C.        Historical project files (if applicable)

VI. SUBMITTAL REQUIREMENTS

A.        Cover Letter: A cover letter from the lead firm containing the name, address, and daytime phone number(s) and e-mail contacts for the lead firm and any partnering firm(s). The lead firm’s primary contact person shall be identified along with any individuals who will be authorized to act on behalf of the firm and any partnering firm(s). The letter shall bear the signature of the person authorized to act as the legal agent of the principal firm.

B.        Basic firm information:

1.         Organizational background

2.         Key members of the project team

C.        Availability: A description of the availability of the firm, its partnering firm(s), and key staff to provide services in a timely manner and showing commitment to the importance of this project.

D.        A proposed schedule, demonstrating the firm’s ability to meet the city’s deadline for completion of the Concept Design phase by March 2025 and Construction Documentation by June 2025.

E.         Examples of prior work that demonstrate the ability of the firm to meet the objectives of the project.

VII. SCHEDULE

•           Project First Advertised: December 16th, 2024

•           Mandatory Site Visit: January 8th, 2025

•           Submittal Deadline: January 17th, 2025

•           Target Short List Selection:  January 27th, 2025

•           Final Selection:  February 10th, 2025

•           Contract Negotiations Complete:  February 14th, 2025

•           To Committee of the Whole: TBD if necessary

•           Contract to City Council:  TBD if necessary

•           Project Kick-off:  TBD

VIII. SUBMITTAL PROCESS

Interested firms shall submit five (5) copies of their response to this RFQ as outlined in this document. All responses must be in an envelope and clearly marked in the lower left-hand corner: "STATEMENT OF QUALIFICATIONS – RIVERBEND GOLF COURSE IRRIGATION SYSTEM”.  Responses must be received by the submittal deadline specified above.

IX. SELECTION PROCESS

Evaluation of responses will be based on the following scoring criteria:

A.        Overall approach to the project 25%

B.        Experience and commitment of staff assigned to project 25%

C.        Schedule of work 25%

D.        Experience with similar or comparable projects 25%