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HomeMy WebLinkAboutResolution 20-029-CCBOARD OF COUNTY COMMISSIONERS Grant County, Washington RESOLUTION DECLARING PROSECUTING ATTORNEY'S OFFICE SHARP MX-X5141N COPIER SURPLUS RESOLUTION No. 20- t -CC WHEREAS, pursuant to RCW 36.34.010, the Grant County Board of County Commissioners has the authority to decide whether real or personal property owned by the county is surplus to the needs of the county; and WHEREAS, the Grant County Prosecuting Attorney's Office has a Sharp MX -X514 IN Photocopier (Asset ID# 500019); and WHEREAS, they have determined that this copier is in need of being replaced; and WHEREAS, their office will purchase a new copier from Business Interiors and Equipment and trade-in this older copier for a new model. NOW, THEREFORE, BE IT HEREBY RESOLVED THAT the Board of County Commissioners declare as surplus the above named photocopier within the Prosecuting Attorney's Office with the intent to trade it in on a new photocopier purchased from Business Interiors. DATED this i 6 day of 1 " C q , 2020. BOARD OF COU TY COMMISSIONER Yea Nay Abstain OU Y, SHINGTON All4' ❑ ❑ Cindy Cart , diiir ATTEST: Tom ylor, ber C�A, ❑ ❑ Barbar J. Val uez Richard Stevens, Member Clerk of the Board N:\Staff\BVasquez\Resolution-Ordinance\Prosecuting Attorney's Office surplus of photocopier 03162020.doc Page 1 of 1 Monday, March 9, 2020 J,V- � ;'�`� CJ Grant County Fairgrounds 3953 Airway Dr NE Moses Lake WA 98837-1029 A u (509) 765-3581 ISwww.gcfair¢rounds.com To: Board of County Commissioners Re: Request award RFP contract for an Economic Impact Study Per the approved 2020 Capital budget for an Economic Impact Study I am requesting approval of CAI consulting out of Seattle. A request for proposals was emailed through the MRSC roster to all businesses that provide consulting services. Three proposals were obtained based on the attached RFP. The proposals were then evaluated based on the RFP evaluation criteria with CAI garnering the best score. The budgeted amount was $35,000 I recommend awarding the RFP contract for the Economic Impact Study from CAI with an RFP of $30,000. Budget number is 133.184.00.9931.531105100 u for your consideration Sificerely, Jim McKiernan, Director L#3 7 day of 20� oard of County Commissioners Grant County, Washington Disapprove Abstain Dist # 1 Dist # 1 ist # 2 Dist # 2 Dist # 3 Dist # 3 GRANT COUNTY WASHINGTON Jim McKiernan Director Grant County Fairgrounds 509.765.3581 Ext. 4613 i cmckiernan((-v L,ra n teountvwa.$!ov REQUEST FOR PROPOSALS Grant County WA is seeking proposals from qualified consultants to provide an Economic hnpact Study for the Grant County Fairgrounds. Issuing Office The Grant County Fairgrounds is the issuing office for this Request for Proposal (RFP) and the point of contact for the County for all process and contract questions. Issuing Office Grant County Fairgrounds Jim McKiernan Fairgrounds Director 3953 Airway Drive NE Moses Lake, WA 98837 (509) 765-3581 ext 4613 jcmckiernan�igrantcountywa.aov CONTENTS Request for Proposals (Follows) Exhibit "A" Scope of Services Exhibit "B" Evaluation Criteria Exhibit "C" Payment Schedule Anticipated RFP Schedule The COUNTY anticipates the following general timeline for this RFP and the schedule may change as necessary. Issuance of RFP documents — Thursday, January 16, 2020 Deadline for RFP questions and comments — Friday, February 28, 2020 (5:00 PM) Deadline for RFP Submission — Friday, March 6, 2020 (3:00 PM) RFP Review — Completed by Friday, March 20, 2020 Notice of Intent to Award — Friday, March 27, 2020 County Commissioner Approval —Tuesday March 24, 2020 Commencement of Contract — Friday, April 3, 2020 Submission Date and Location Each proposer must provide one electronic copy and six hard copies of the proposal; one hard copy should be marked "Original". The outside of the sealed envelope or box should be marked with the Contractor name and "Fairgrounds Economic Impact Study" before delivering to the address listed below. The proposals must be physically received by the COUNTY issuing office by the Deadline for Proposal Submission, as defined above. Solicitation Documents and Changes (Addenda) This RFP is being advertised through the MRSC roster and to its participant.. Any addenda, questions and their corresponding answers will be emailed to all firms originally emailed with the initial RFP Advertisement. Once emailed, emails that are returned as "undeliverable" or "domain does not exist" will be deleted from future emails. It is the responsibility of all fines to ensure their company information and contact information is updated and accurate. Grant County is not responsible for firms not receiving this RFP due to their lack of correct information as of the initial advertisement. Packets received from other sources will not be considered valid documents. Please contact the Issuing Office listed above with any problems viewing solicitation documents. Any clarifications or revisions will be addressed and issued in addenda; COUNTY must receive requests for changes in writing prior to 5:00 PM February 28, 2020. Proposers are responsible for checking with the COUNTY for the issuance of any addenda prior to submitting a proposal. The proposer is held responsible for all addenda/changes to the documents and may be considered non-responsive if their proposal does not reflect those addenda/changes. Pleasecontact the Issuing Office listed above to ensure no addenda have been provided. If by mail: If hand delivered: Grant County Fairgrounds Grant County Fairgrounds Attn: Jim McKiernan Attn: Jim McKieman 3953 Airway Drive NE 3953 Airway Drive NE. Moses Lake, WA 98837 Moses Lake, WA 98837 Solicitation Documents and Changes (Addenda) This RFP is being advertised through the MRSC roster and to its participant.. Any addenda, questions and their corresponding answers will be emailed to all firms originally emailed with the initial RFP Advertisement. Once emailed, emails that are returned as "undeliverable" or "domain does not exist" will be deleted from future emails. It is the responsibility of all fines to ensure their company information and contact information is updated and accurate. Grant County is not responsible for firms not receiving this RFP due to their lack of correct information as of the initial advertisement. Packets received from other sources will not be considered valid documents. Please contact the Issuing Office listed above with any problems viewing solicitation documents. Any clarifications or revisions will be addressed and issued in addenda; COUNTY must receive requests for changes in writing prior to 5:00 PM February 28, 2020. Proposers are responsible for checking with the COUNTY for the issuance of any addenda prior to submitting a proposal. The proposer is held responsible for all addenda/changes to the documents and may be considered non-responsive if their proposal does not reflect those addenda/changes. Pleasecontact the Issuing Office listed above to ensure no addenda have been provided. Protests Any complaints or perceived inequities related to this RFP shall be made in writing and directed to the Issuing Office at the address listed above. Rejection of Proposals The COUNTY reserves the right to cancel any and all proposals submitted. The COUNTY also reserves the right to waive or not waive any informalities or irregularities in proposal responses. Modification / Withdrawal Unless otherwise specified, modification of the Proposal will not be permitted; however a proposer may withdraw his or her Proposal at any time prior to the scheduled closing time for receipt of Proposals; any proposer may withdraw their firms Proposal, either personally or by written request to the Issuing Office. Withdrawal of Proposal shall not disqualify the proposer from submitting another Proposal provided the time for receipt of Proposals has not expired. Cancellation The COUNTY reserves the right to cancel award of this contract at any time before execution of the contract by both parties if cancellation is deemed to be in the COUNTY'S best interest. In no event shall the COUNTY have any liability for the cancellation of award. Duration of Proposals Proposals must remain valid for at least 90 days. Proposals must be signed by an official authorized to bind the proposer. Public Record All proposals submitted are the property of the COUNTY and are public records. All documents received by the COUNTY are subject to public disclosure after the COUNTY selects a contractor. Incurring Costs The COUNTY is not liable for any cost incurred by contractors prior to execution of a contract. Selection Process The County specifically reserves the right to evaluate, in its absolute discretion, the total proposal of each vendor so as to select the services which best serve the needs of the County, thus ensuring that the best interest of the County will be served. Proposal Evaluation Criteria and Scoring The evaluation will be based on the technical and administrative capabilities in relation to the needs of the project/task. The criteria listed below will be used to evaluate the proposers. Proposal Contents Proposals are to include, but not necessarily be limited to, the content listed below. The volume, or size of the proposal, should be consistent with the relative size of the project. Concise proposals without needless duplication are encouraged. 1. Letter of transmittal. Include an introductory letter expressing interest in the project, as well as what value you add to the Economic Impact Study process. The letter should include name of firm, RFP contract person, email address, mailing address, telephone number, and must be signed by a person authorized to bind the firm. 4 2. Project Description and Approach. Provide a statement of the services to be provided including a detailed explanation of how the services are to be provided and managed. Identify the expected involvement by County staff for each major activity in the project. A project schedule should be included in this section. 3. Project Team. List the experience and qualifications of staff who will be working on the project. Confirm availability and commitment of named key staff to the project. Describe how project management, coordination and communications with the County will be accomplished. Do not include persons who will not be working on the project. Indicate what resources are available if additional support is requested. 4. Related Experience. Provide project descriptions for up to five recent projects similar in nature and size to the proposed project, including type of entity, start and completion dates. Provide client reference names and phone numbers. 5. Cost Proposal. Provide a cost proposal to perform the scope of work. Include estimated person hours, labor costs and expenses for each task listed in the scope of work. The proposed costs should include any applicable travel and/or other expenses. Travel costs must be included in the cost proposal. Travel costs will only paid through reimbursements. Clearly describe any deviation from the listed scope of work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of services requested. Include a listing of hourly rates for all employee classifications anticipated to work on the project, as well as rates for non -labor direct expenses. Include similar information for any major sub consultants. The listed rates will be used in preparation of any future change orders. Sample Deliverables. Provide, in electronic format, samples of project and communication plans and project status reports created for referenced projects. Project Overview The Grant County Fairgrounds is 127 acres in the heart of Grant County, surrounded on three sides by the City of Moses Lake. The grounds boasts 456 RV sites, 324 horse stalls, two large indoor riding pavilions, a 5000 -seat Rodeo arena, numerous bams and three large indoor rental facilities. In addition, we see 300+ days of sunshine per year. We host between 50-75 major events per year ranging from equestrian events to weddings. The Fairgrounds has long been an economic driver for the county but to what extent it is anyone's guess. To bolster and determine types of investment and return the county needs data on the economic impact of the Fairgrounds. EXHIBIT "A" SCOPE, OF SERVICES / WORK Grant County is soliciting a request for proposals (RFP) for an Economic Impact Study for the Grant County Fairgrounds. The County wishes to have a more comprehensive and cohesive picture of the effect the Fairgrounds has on the City of Moses Lake and surrounding Grant County. The Economic Impact Study should include: • A large-scale research study assessing the benefits and economic impacts the Fairgrounds, its associated events, and attendees, have on the Moses Lake area and Grant County. The Process should include: • Identify, define and quantify direct, indirect and induced economic activity of the Fairgrounds events. • Provide an analysis of total economic impact including direct, indirect and induced impacts, appropriate multiplier effects and tangle and intangible effects. • Include the dollar value of hotel nights, campground stays, restaurant purchases, shopping purchases and miscellaneous purchases as a result of events at the Fairgrounds within the Moses Lake area as well as the county. • Identifying the distances traveled by patrons of the Fairground hosted events. • A list of areas for the greatest potential return on investment with regards to facility improvements as well as potential programming improvements. • A survey of Fair attendees as well as surveys of event participants and attendees Deliverables: A document containing the following information: • Direct (Indirect and Induced) spending as a result of the Fairgrounds • Direct Tourism Output • Number of visitors by type per year • Direct Heads in Beds as a result of events at the Fairgrounds • Distances traveled by event attendees and participants • Demographic breakdown of attendees and participants including household income levels • Subjective impact of event participation on youth • Participant and attendee suggested improvements to the Fairgrounds • Jobs created as a result of the Fairgrounds In addition to the above data these County Fair specific data points • Per person spending by day at the Fair • Jobs created as a result of the Fair EXHIBIT `B" EVALUATION CRITERIA Written proposals will be evaluated with the following criteria in mind Team quality and experience Weighted Heavy (22 points possible) Vendor Capabilities Weighted Heavy (22 points possible) Pricing Information Weighted Moderate (17 points possible) Research Methodology Weighted Moderate (17 points possible) Quality of Reference Feedback Weighted Heavy (22 points possible) EXHIBIT "C" PAYMENT SCHEDULE Compensation and Payment A. Contractor shall submit invoices to the attention of: Grant County C/o Fairgrounds 3953 Airway Drive NE Moses Lake, WA 98837 Or tcnickiernan(a)? rrantcountywa.�_yov B. Invoices shall include the Contract number and a detailed description of the work performed. C. Payment will be made by the County upon completion of work following County's approval of Contractor's invoices. Invoice shall be subject to the review and approval of the County. Invoice shall be in a detailed and clear manner supported by such infortnation the County may require. The County will make payment to Contractor within 30 days after County's receipt and approval of said invoice. Reimbursable Expenses: Reimbursable expenses are those reasonable and necessary costs incurred on or directly for the County's project, including necessary transportation costs, meals and lodging. All reimbursable expenses shall be pre -approved. REIMBURSABLE EXPENSES: Reimbursable expenses are those reasonable and necessary costs incurred on or directly for the County's project, including necessary transportation costs, meals and lodging. Meals and Incidental Expenses: Meals and incidental expenses will be limited to the Federal Per Diem rate for meals and incidentals established for the location where lodging is obtained. The current rate for all Grant County locations is $55.00 per day. Federal Per Diem guidelines which includes the meal breakdown and Federal Per Diem rates for other locations can be found at www.gsa.JZov. Lodging: Grant County does not anticipate the need for lodging. Lodging should be pre -approved on a case by case basis. If approved lodging will be paid at the current GSA Rates (currently $94.00) Travel: Ground transportation by privately owned vehicle, if utilized, billed at the Internal Revenue Service mileage rate for privately owned vehicles in effect at the time of travel. Grant County will held harmless for any incident occurring while traveling to and from any Grant County site. Sub-consultants/Subcontractors: Services requested by the County, verifiable by applicable supporting documentation or at specified rates, will be reimbursed to Contractor at cost. Other: All other expenses will be based on actual costs and include appropriate documentation and should be pre - approved by the County. 8 All reimbursable expenses must be accompanied by receipts, and any other support documentation as the County may require. Public Agency Name: Grant County Roster Type: Consultant Roster Date: 01/16/2020 Time: 01:36 pm Main -Category: Financial Services Sub-Cateaorv: Economic Analvsis Consultant Roster Businesses: BDS Planning & Urban Design Beckwith Consulting Group Bell & Associates, Inc. BERK Consulting, Inc, BIS Consulting LLC BST Associates Clifton Larson Allen LLP Coho Water Resources Collins Engineers, Inc. Community Attributes Inc. E. D. Hovee & Company, LLC ECONorthwest Elesco LLC EXIGY LLC FCS GROUP Fehr & Peers Finney, Neill and Company, P.S. Gray and Osborne, Inc. HDR Engineering, Inc. Jacobs Engineering Group Inc. Katy Isaksen & Associates, Utility Financial Planning Leland Consulting Group, Inc. Maul Foster & Alongi, Inc. MICHAEL F. WNEK, PE., PS Moffatt & Nichol Munimanage, LLC. MWL Advisory, LLC Northwest Social Research Group, LLC Peninsula Financial Consulting Professional Training Association ProjectCorps SMDSolutions, LLC Sound Municipal Consultants SRT Consultants Stowe Development & Strategies TD&H Engineering, Inc. The Athena Group, LLC The Beckett Group TMK Consulting Inc. WSP (formerly WSP I Parsons Brinckerhoff) Economic Impact d comparisons Company -� Location Points Consulting $28,290.00 Moscow, Idaho CAI $30,000.00 Seattle, WA Elesco LLC $68,000.00 Tumwater WA Notes We provide surveys, they do fair survey Outside survey $10,500 more Billing rate of $160/hour Experience No Fairground Fairground9 Port of M"