On Call Construction Estimating

101 Elliott Avenue W, Suite 100
P.O. Box 79015
Seattle, Washington 98119
Website: www.seattlehousing.org
Informal Solicitation No. 6194
On Call Construction Estimating
Important Information:
* Solicitation Issued: Friday / May 1, 2026
* Deadline for Questions: Friday / May 8, 2026, at 1:00 PM PST
* Submittals/Proposals Due: Tuesday / May 26, 2026, at 1:00 PM PST
* SHA's Contact: Patti Armstrong
* E-Mail Address: patti.armstrong@seattlehousing.org
The Seattle Housing Authority (SHA) for itself or as an agent for another SHA related entity
(hereinafter "SHA"), is soliciting Submittals/Proposals from qualified individuals and businesses
interested in performing the following:
A. Project Description:
Seattle Housing Authority is seeking Requests for Proposals for On Call Construction
Estimating Services. Construction estimating scopes of services may include but are not
limited to reviewing project documents; material takeoff; cost analysis; value analysis; vendor
and supplier coordination; risk assessment; budget preparation; bid proposal support;
contractor change order review; and claims support.
1. Scope of Work:
The Scope of Work is as follows:
1. Reviewing Project Documents: Analyzing plans, specifications, and contracts to
under and the project's requirements.
2. Material Takeoff: Calculating the quantities of materials needed for the project.
3. Cost Analysis: Estimating costs for materials, labor, equipment, and other
resources.
4. Value Analysis: Providing feedback on early project design for cost saving
measures. Identifying cost saving opportunities in line with industry standards.
5. Vendor and Supplier Coordination: Soliciting and evaluating Quotes from
suppliers and subcontractors.
6. Risk Assessment: Identifying potential risks and including contingencies in the
estimate.
7. Budget Preparation: Compiling all costs into a comprehensive budget for the
project.
8. Bid Proposal Support: Assisting in the preparation of competitive bids for project
contracts.
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9. Contractor Change Order Review: Evaluating and validating General Contractor
and Subcontractor change order packages.
10. Claims Support: Providing cost claims support to Owner by evaluating and
validating contractor cost claims.
2. Schedule: It is anticipated that the work will be performed between summer of 2026 and
spring of 2031.
3. Anticipated Contract Duration: SHA expects to execute a Contract for the requested
services for the scheduled dates shown above. If necessary, and at SHA's option, time
extensions and appropriate scope and compensation adjustments may be made by
Change Orders to the Contract.
4. Estimated Amount: The estimated range of cost for the Contract, based on this
Solicitation, is expected not to exceed $150,000.00.
B. SHA Goals and Obligations:
1. Women and Minority Business Enterprise (WMBE) Inclusion: For all federally funded
projects, SHA requires proposers to make good-faith efforts to meet SHA's 14%
aspirational WMBE goal and provide meaningful opportunities to WMBE firms to
participate in the direct performance of commercially useful work as part of the proposed
Project Team.
2. Reserved.
3. Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between public
agencies (political subdivisions) in the State of Washington. Public agencies that file an
Interlocal Joint Purchasing Agreement with SHA may also wish to procure the services
herein offered by the successful party. The successful party shall have the option of
extending its offer to SHA to other agencies for the same cost, terms and conditions.
SHA does not accept any responsibility for agreements, contracts or purchase orders
issued by other public agencies to the successful party. Each public agency accepts
responsibility for compliance with any additional or varying laws and regulations governing
purchase by or on behalf of the public agency. SHA accepts no responsibility for the
performance of the successful party in providing services to other public agencies, nor any
responsibility for the payment price to the successful party for other public-agency
purchases.
C. Contents Required in Your Submittal/Proposal:
1. Your Submittal/Proposal must include:
* A cover letter that includes:
a) An expression of your interest in performing the work
b) The name, telephone number and e-mail address of who your contact person is for
this Solicitation
c) Signed by a principal or officer of the firm authorized to execute contracts or other
d) similar documents on the firm's behalf
* Your response to each of the Evaluation Criteria noted in the table below
* A list of three references that includes:
2 Last Revised 04-29-25

a) Agency or business name of client
b) Contact person at that agency or business
c) Address of agency or business
d) Telephone number and/or e-mail address for the Contact person
Your submittal/proposal shall not exceed a maximum of 8 single sided in 12-point font. Your
cover letter and any forms required to be included with your submittal/proposal do not count
toward the maximum number of pages.
2. Attachments to be included with Your Submittal/Proposal: You must complete and
attach the forms listed below with your submittal/proposal:
* Price / Rates
* Vendor Fact Sheet
* Suspension and Debarment Compliance Certificate for Consultant and Sub-
Consultants
* Any applicable Section 3 Form(s)
D. Evaluation Criteria: SHA will evaluate Submittals/Proposals received based on the
following weighted subjective/technical criteria. Your Submittal/Proposal should directly
address each of the Criteria listed below:
Maximum
No. Evaluation Criteria Number of
Points
Women and Minority Business (WMBE) Inclusion Plan
Provide a detailed Inclusion Plan describing Proposer's good-faith
efforts to meet the aspirational WMBE goal and provide meaningful
opportunities to WMBE firms to participate in the direct performance
1 10
of commercially useful work as part of the proposed Project Team.
Proposer's Plan must also include, if applicable, pre-award
commitments or agreements with Proposer's named WMBE and/or
Project Team members' firm(s).
Evidence of the Proposer's ability to perform the work as indicated
2 by the principals' and Staffs' professional and technical 15
competence/experience.
Evidence of the Proposer's capability to provide professional
3 15
services in a timely manner.
Evidence of the Proposer's past performance in terms of cost
4 control, quality of work, and compliance with performance 20
schedules.
Proposer's demonstrated knowledge of local building codes and
5 20
Federal building alterations requirements.
6 Proposed price plus any reimbursable expenses. 20
MAXIMUM TOTAL POINTS 100
SHA reserves the right to check references of one or more of the top ranked firms. In
conducting reference checks, SHA may include itself as a reference if the Proposer has
performed work for SHA, even if the Proposer did not identify SHA as a reference.
In the event that information obtained from the reference checks reveals concerns about the
Proposer's past performance and their ability to successfully perform the contract to be
executed based on this Solicitation, SHA may, at its sole discretion, determine that the
3 Last Revised 04-29-25

Proposer is not a responsible proposer and may select the next highest-ranked proposer whose
reference checks validate the ability of the proposer to successfully perform the contract to be
executed based on this Solicitation.
Due Date for Questions: Any questions or requests for further information must be directed
in writing no later than the date mentioned at the beginning of this Solicitation. Questions are
to be sent by e-mail to SHA's Contact, also shown at the beginning of this Solicitation.
E. Submittals: Submittal/Proposal due date is shown at the beginning of this Solicitation.
You are required to submit as indicated below:
By e-mail to SHA's Contact shown at the beginning of this Solicitation.
F. Administrative Information:
1. About the Seattle Housing Authority (SHA): Visit SHA's website for more information
about SHA at www.seattlehousing.org
2. Deadline for Submission of Submittals/Proposals: Proposers are responsible for
ensuring that SHA receives your submittal/proposal as indicated herein by the stated
deadline. Submittals/Proposals received after the deadline will not be considered.
3. Contract Requirements: Proposers may review a sample of SHA's standard contract
language that will form the basis for any contract executed based on this Solicitation by
visiting "Forms and Policies" on the "DO BUSINESS WITH US" page of SHA's website
at www.seattlehousing.org
SHA's standard contract document is intended to guide you in developing your
submittal/ proposal. The actual contract that the successful Proposer and SHA will sign
will be based on this sample contract. Please be advised that SHA will only negotiate
some aspects of the contract. Much of the contents of the sample contract are based
on non-flexible requirements and cannot be modified in any form.
The following language in the standard contract document will apply to this project:
SECTION 7 - COMPLIANCE WITH LAWS, RULES, REGULATIONS AND POLICIES:
I. SHA Rules, Regulations and Policies: The Consultant shall comply with the
rules, regulations, and policies that SHA may from time to time enact and/or
modify with respect to work to be performed on or at its properties. Any such
rules, regulations and policies shall be binding upon the Consultant upon
delivery of a copy of them to the Consultant. SHA shall not be responsible
to the Consultant for nonperformance of any such rules, regulations or
policies by any other vendors, contractors, consultants or other third parties.
4. Small and/or Disadvantaged Business Enterprise Requirements: SHA strongly
encourages minority-owned and women-owned businesses, socially and economically
disadvantaged business enterprises, HUD Section 3 businesses, small businesses and
veteran-owned businesses to submit proposals, to participate as partners, or to
participate in other business activity in response to this Solicitation.
5. WMBE Participation: As outlined in more detail above, SHA has also included a 14%
Women and/or Minority Business Enterprise (WMBE) aspirational participation goal.
Consequently, in responding to this Solicitation, submitters must include an Inclusion
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Plan demonstrating good faith efforts in seeking meaningful opportunities for WMBEs in
the work of the Contract.
6. Section 3 Requirements: Section 3 of the Housing and Urban Development Act of
1968 (hereinafter "Section 3 Laws") requires SHA to the greatest extent feasible to
provide employment opportunities to Section 3 residents. Section 3 residents include
residents of SHA communities and other low-income residents of Seattle.
Section 3 Contract Language: The following language regarding Section 3 will be
included as part of the Contract to be executed based on this Solicitation.
a) The work to be performed under the Contract is subject to the requirements of the
Section 3 Laws. The purpose of the Section 3 Laws is to ensure that employment
and other economic opportunities generated by HUD assistance or HUD-assisted
projects covered by the Section 3 Laws, shall, to the greatest extent feasible, be
directed to low- and very low-income persons, particularly persons who are
recipients of HUD assistance for housing.
b) The parties to the Contract agree to comply with the Section 3 Laws. Without
limiting the generality of the foregoing, Consultant shall comply, and shall require
its subcontractors and subconsultants to comply, with the requirements of 24
CFR 75.9. As evidenced by their execution of the Contract, the parties to the
Contract certify that they are under no contractual or other impediment that would
prevent them from complying with the Section 3 Laws.
c) The Consultant agrees to include this Section 3 clause in every subcontract, and
to otherwise take all necessary steps to ensure compliance with the Section 3
Laws by its subcontractors and subconsultants. The Consultant agrees to take
appropriate action, as provided in an applicable provision of the subcontractor in
this Section 3 clause, upon a finding that the subcontractor or subconsultant is in
violation of the Section 3 Laws. The Consultant will not subcontract with any
subcontractor or subconsultant where the Consultant has notice or knowledge
that the subcontractor or subconsultant has been found in violation of the Section
3 Laws.
d) The Consultant will provide certifications in form and substance required by SHA
at such times as SHA may request, certifying (i) its compliance with the Section
3 Laws, and (ii) as to such facts and circumstances pertaining to the Section 3
Laws as SHA may require or request, including, without limitation, certification
with respect to total number of labor hours worked under this Agreement, labor
hours worked by Section 3 Workers (as defined in the Section 3 Laws), and labor
hours worked by Targeted Section 3 Workers (as defined in the Section 3 Laws).
e) Noncompliance with the Section 3 Laws may result in sanctions, termination of
this Contract for default, and debarment or suspension from future HUD assisted
contracts.
f) Each party agrees to perform any further acts and execute and deliver any further
documents that may be reasonably necessary to carry out the provisions and
intent of this section or otherwise to ensure performance in compliance with the
Section 3 Laws.
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7. Reserved.
8. Payment Requirements: Proposers should be aware that SHA will only make
payments on the Contract issued under this Solicitation after the work being billed has
been completed, and will pay reimbursable expenses only upon receipt of an invoice for
the reimbursable expenses. No advanced payments will be made to the Proposer, who
must have the capacity to meet all project expenses in advance of payments by SHA.
9. Insurance Requirements: The individual or business selected by SHA will be required
to provide acceptable evidence of insurance prior to beginning work. The following
summarizes the required insurance coverage. Additional requirements are detailed in
the Contract that SHA will execute with the selected individual or business. See Section
9 of the standard consultant contract for a complete listing of SHA's standard insurance
provisions.
10. Rights Reserved by SHA: SHA reserves the right to waive as an informality any
irregularities in submittals/proposals, to reject any or all submittals/proposals, and to
cancel this Solicitation at any time prior to contract award. SHA also reserves the right
to award all or any portion of the work specified in this Solicitation to any proposer(s).
Prior to making a selection decision, SHA reserves the right to interview any or all
individuals or businesses submitting for this work, and to check references as part of
the final evaluation process. Any protest of the selection process shall be resolved in
accordance with SHA's Procurement Policy and Procurement Procedures, which may
be reviewed by visiting "Forms and Policies" on the "DO BUSINESS WITH US" page
of SHA's website at www.seattlehousing.org.
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Attachment A
FORMS
The forms under Attachment A are to be completed and submitted as
a separate document when you submit your proposal.
Additionally, if Proposer identifies as a Section 3 business, please
complete the "Section 3 Business Concern Certification for
Contracting" in Attachment B and include it in the submittal. Proposer
may combine the "Section 3 Business Concern Certification for
Contracting" and the forms in Attachment A as one separate
document.
Last Revised 09-30-24

VENDOR FACT SHEET
Return this Form TO: Seattle Housing Authority, Purchasing Division,
ATTN: Patti Armstrong
101 Elliott Avenue W, Suite 100, PO Box 79015, Seattle, WA 98119
General Business Information: For SHA Use Only:
Name of Business, Organization, or Name of Person (if payment is to an individual): JDE Vendor Purchasing contracts
No.
Mailing Address for Payments:
City: State: Zip Code: E-Mail Address:
Telephone No.: Fax No.: DUNS No.: UEI:
Washington UBI No.: City of Seattle Business License No.: Washington Contractor's License No.:
Employee Tax ID No. (TIN) or Social Security No. (if Individual):
President/General Manager: Principal products and/or services offered:
Type of Organization (check one):
Individual Partnership Sole Proprietor Corporation Governmental Agency Other_________
Substitute IRS Form W-9 Certification:
Under penalties of perjury, I hereby certify that the number shown on this form is my correct taxpayer
identification number, and that I am not subject to backup withholding because: (a) I am exempt from backup
withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup
withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no
longer subject to backup withholding, and I am a U.S. person (including a U.S. resident alien). Note: The Internal
Revenue Service does not require your consent to any provision of this document other than the certifications
required to avoid backup withholding.
SIGN Signature of U.S. Person Date
HERE
Ownership Status (check all that apply): Racial/Ethnic Status (check one):
MBE (Minority-Owned Business Enterprise) Caucasian (1)
WBE (Women-Owned Business Enterprise) African American (2)
MWBE (Minority / Women-Owned Business Enterprise) Native American (3)
CBE (Combination Business Enterprise) Hispanic American (4)
Small Business HUD Section 3 Business Asian/Pacific American (5)
Certified by WA Office of Minority and Women's Business Enterprises
Hasidic Jews (6)
Self-Identified (SHA may request a signed statement re: self-certification)
Method of Contract Payments: As outlined on the reverse side of this form, for contracts over one million dollars,
SHA's method of contract payments is through an electronic virtual credit card issued by SHA's e-payables vendor, Bank of
America. Unless SHA grants a waiver, Vendors will receive an enrollment form from SHA following issuance of a contract.
SIGN BELOW:
Signature of Authorized Representative of Vendor: Date:
By signing immediately above, the Vendor hereby represents the following:
a) The Vendor certifies that to the best of its knowledge and belief, neither it, nor any person/principal or firm
which has an interest in the Vendor's firm, is ineligible to participate in a SHA contract, purchase order, direct
pay or other transaction, pursuant to the Certification of Eligibility provision specified in the Vendor Fact Sheet
Instructions, or;
b) The Vendor will comply with SHA's General Terms and Conditions applicable to Purchase Orders (available
at SHA website https://www.seattlehousing.org/, DO BUSINESS WITH US page, under FORMS AND
POLICIES), if the Vendor will be supplying goods and/or services through an SHA Purchase Order.
Last Revised 09-30-24

Vendor Fact Sheet Instructions
Thank you for your interest in doing business with the Seattle Housing Authority (SHA). We look forward to
doing business with you. If you have any questions about completion of the Vendor Fact Sheet, please call us
at (206) 615-3379. In order for SHA to make payments to you or to procure goods or services from you, we
need the information requested on the Vendor Fact Sheet, which also serves as a substitute IRS W-9 Form.
The information about you will be entered into our computerized payment system and will allow us to make
required reports to the Federal government about our business and payment transactions.
Substitute IRS Form W-9 Certification: In completing the Vendor Fact Sheet, you must sign the "Substitute
IRS Form W-9 Certification" or backup withholding will apply. If you are subject to backup withholding and you
are merely providing your correct taxpayer identification number to SHA, you must cross out the portion of the
certification after the word "and" in line two, through the end of line five, before signing the form. Detailed
instructions about IRS Form W-9 are included on the form, which may be obtained by calling our office at (206)
615-3379 or visiting the IRS web site at www.irs.gov.
Certification of Eligibility: In order to do business with SHA, the Vendor must be eligible to:
1) Be awarded contracts by any agency of the U.S. Government, HUD, or the State in which this
Contract work is to be performed; or,
2) Participate in HUD programs pursuant to 24 CFR Part 24.
Use the websites of the General Services Administration and the U.S. Department of Housing and Urban
Development to verify eligibility of the firm and its principals. By signing the Vendor Fact Sheet, the Vendor
understands that the certification of eligibility is a material representation of fact upon which reliance was
placed when SHA agreed to enter into the transaction with the Vendor. SHA may require the Vendor to
submit such certification on an annual basis depending on the terms of its contract or the frequency of its
business transactions with SHA. If the Vendor subcontracts any portion of the work, the Vendor will be
required to submit a similar certification of eligibility to SHA for any Vendor subcontracts. Any written contract
executed between SHA and the Vendor shall include these provisions, which may also be referred to as
Suspension/Debarment provisions.
Contract Payments: Unless SHA grants a waiver, its method of contract payment for contracts of one million
or more is through its Bank of America epayables program. Payments will be made electronically through a
virtual Visa credit card. Benefits for using this method include reduced labor costs associated with the
processing of checks and enhancing cash flow by eliminating float time associated with the mailing of checks.
To learn more about the program, please click here or copy and paste the following URL into your browser:
www.bankofamerica.com/epayablesvendors. For new vendors, SHA will automatically send an enrollment
form upon contract award. If you have questions about the program, please contact Tran Wong, SHA's
Accounts Payable Manager, at 206-615-3483 or twong@seattlehousing.org.
Small Businesses: The Vendor Fact Sheet also requests information about whether your business is owned
and controlled by women or minorities, and/or is a small business. The following are definitions of these terms
for your use. This information provides valuable information to SHA in its efforts to ensure its contracting
program meets its diversity objectives and requirements.
* WMBE: Minority and women-owned business enterprises must either be self-identified or certified by the
Washington State Office of Women's and Minority Business Enterprises (OMWBE) to be at least fifty-one
percent owned by women and/or minority group members. For self-identification as WMBE, refer to
Minority/Women Owned Business Enterprise Self-Identification Form for Work Performed on Seattle
Housing Authority Projects
* Small Business: A small business means a business concern, including its affiliates, that is independently
owned and operated, not an affiliate or subsidiary of a business dominant in its field of operation, and
qualified as a small business under the criteria and size standards in 13 CFR 121. Furthermore, a business
is considered small according to the Small Business Administration's established guidelines provided to
such businesses.
* HUD Section 3 Business: A business that meets at least one of the following criteria, documented within
the last six-month period: (1) at least 51% owned and controlled by low- or very low-income persons; (2)
over 75% of the labor hours performed for the business over the prior three-month period are performed by
Section 3 workers; or (3) a business at least 51% owned and controlled by current public housing residents
or residents who currently live in Section 8-assisted housing. More detailed information available at the
website of the U.S. Department of Housing and Urban Development.
Last Revised 09-30-24

SEATTLE HOUSING AUTHORITY
SUSPENSION AND DEBARMENT COMPLIANCE CERTIFICATE FOR CONSULTANT
By signing below, the Consultant certifies that to the best of its knowledge and belief neither its firm
nor any of its principals as named below are presently debarred, suspended, or have been declared
ineligible or are excluded from participation in this transaction by any federal, state or local
government.
Consultant's Firm Name:
Address:
City, State, Zip:
PRINCIPAL(S) Name(s) Title(s)
1
2
3
4
5
Consultant's Signature Printed Name Title Date
NOTE: This requirement applies to the Consultant's firm as well as its principals. Principal is defined
in the regulation (2 CFR 180.995) as follows:
1) An officer, director, owner, partner, principal investigator, or other person within a participant
with management or supervisory responsibilities related to a covered transaction; or
2) A consultant or other person, whether or not employed by the participant or paid with Federal
funds, who-
a) Is in a position to handle Federal funds;
b) Is in a position to influence or control the use of those funds; or,
c) Occupies a technical or professional position capable of substantially influencing the
development or outcome of an activity require to perform the covered transaction.
The federal websites to verify eligibility include:
SAM.gov | Home and Limited Denial of Participation, HUD Funding Disqualifications and Voluntary
Abstentions list | HUD.gov / U.S. Department of Housing and Urban Development (HUD).
Last Revised 09-30-24