THREE RIVERS AREA YOUTH SPORTS COMPLEX. Request for PROPOSALS. 333 West Michigan Ave. Three Rivers, Michigan,

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1 City of Three Rivers THREE RIVERS AREA YOUTH SPORTS COMPLEX Request for PROPOSALS 333 West Michigan Ave. Three Rivers, Michigan, Engineering Services for the Youth Sports Complex Key Dates Request for Proposals Issued... January 28, 2016 Due Date for Proposals... February 18, 2:00 pm Bid Opening... February 18, 2:00 pm

2 REQUEST FOR PROPOSALS - TABLE OF CONTENTS PART I - INSTRUCTIONS TO CONTRACTORS PURPOSE OF CONTRACT HOW TO PARTICIPATE IN THE CONTRACTING PROCESS Proposal and Contract Examination Bid Submission Bid Opening Bid Award PROPOSAL EVALUATION AND CONTRACT AWARD Proposal Evaluation Contract Award PRICE QUOTATIONS Taxes DELIVERY AND/OR COMPLETION CANCELLATION ADDITIONAL TERMS AND CONDITIONS FREEDOM OF INFORMATION ACT FURTHER INFORMATION AND CLARIFICATION... 4 PART II - SCOPE OF WORK INTRODUCTION OVERVIEW SCOPE OF WORK Scope of Engineering Design and Construction Services Surveying Services Design Services Bidding Services Construction Engineering Services Project Schedule City-Provided Information and Data... 7 PART III - PROPOSAL AND CONTRACTOR REQUIREMENTS PROPOSAL REQUIREMENTS General Considerations PROPOSAL CONTENT Proposed Work Plan or Services Price Basis INVOICING AND PAYMENT TERMS Invoices Payment Terms INSURANCE COVERAGE Professional Liability/Workers' Compensation Insurance Additional Insured Proof of Insurance Coverage BID FORM APPENDIX AERIAL SITE OVERVIEW

3 PART I - INSTRUCTIONS TO CONTRACTORS 1. PURPOSE OF CONTRACT The City of Three Rivers intends to secure the service(s) outlined in this Request for Proposal (RFP) at the lowest price and earliest delivery of service(s). Any failure on the part of the supplier to comply with the ensuing conditions and specifications shall be reason for termination of contract. 2. HOW TO PARTICIPATE IN THE CONTRACTING PROCESS Contractors interested in responding to this RFP must follow the bidding process outlined below Proposal and Contract Examination Any interested Contractor must (aebenstein@threeriversmi.org), call ( ), or fax ( ) Alex Ebenstein their contact information so they can be added to the bidders list, which will ensure receipt of any addendum. Before submitting a proposal, contractors should carefully examine the entire RFP. By the submission of a proposal, the contractor will be understood to have read and be fully informed as to the contents of this RFP. Should a Contractor find any discrepancies, omissions, ambiguities, or conflicts within the RFP, or be in doubt about their meaning, they should bring such questions to the attention of Alex Ebenstein at City of Three Rivers Department of Public Services Bid Submission due by 2:00 p.m. on February 18, Bids shall be submitted in a sealed envelope, mailed or delivered to: City of Three Rivers, Clerk 333 West Michigan Ave. Three Rivers, MI The outside of the envelope will show the contractor s company name as a return address (for identification purposes during bid opening) and clearly marked Engineering Services for the Youth Sports Complex. It is the sole responsibility of the contractor to ensure that the proposal reaches or is delivered to the City as specified above by the hour and date due Bid Opening at 2:00 p.m. on February 18, All bids received will be publicly opened at the City of Three Rivers, City Hall, at 333 W. Michigan Ave. Contractors may be present, but attendance is optional. Proposals will be announced and taken into record Bid Award It is anticipated that the contract for engineering services will be awarded by the City Commission on Tuesday, March 1,

4 3. PROPOSAL EVALUATION AND CONTRACT AWARD In evaluating and awarding contracts, the City follows the process outlined below Proposal Evaluation Proposals will be evaluated by City Staff and they will make a recommendation to the Three Rivers City Commission. The Commission will vote and award the contract at a regular City Commission meeting. Proposals will be evaluated on the basis of the following criteria: Experience and Qualifications of the Proposer Consideration will be given to firms (including the individuals assigned to the project) demonstrating strong capabilities, experience, and reputation in undertaking similar projects to those described in this RFP. The firm should demonstrate specific expertise in civil, geotechnical, environmental and electrical engineering, landscape architecture, and construction management/inspection services. Proposal Completion Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, technical approach, and proposal presentation. Financial Terms Consideration will be given to proposals that present the most cost efficient terms to the Three Rivers Sports Complex Contract Award The award will be made by the City Commission and shall be based on the respondent s qualifications including, but not limited to the following: references, knowledge and interpretation of the needs, and experience with similar projects. Upon award, the Contractor will be contacted to plan and schedule work Rejection of Bids The City reserves the right to reject any and all bids or to accept the bid or any part thereof which it determines to best serve the needs of the City and to waive any informalities or irregularities in the bids. While cost is a factor in any contract award, it is not the only factor and may not be the determining factor. 4. PRICE QUOTATIONS The following items should be taken into consideration when making price quotations Taxes The City of Three Rivers is exempt from Federal Excise Tax and Michigan Sales Tax and same shall not be charged to the City or included in the cost proposal. 3

5 5. DELIVERY AND/OR COMPLETION Contractors shall confirm that they can meet the schedule indicated in Section 3.2. Although all dates are important in the timeline, dates of specific concern are the final plans, receipt of bids, and commence construction. These dates may be taken into consideration in making the award. 6. CANCELLATION Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting from this RFP shall result in immediate cancellation. The agreement may be canceled by the City for any other reason(s) and or without explanation(s) upon 15 days written notice by registered mail to the bidders last known address. 7. ADDITIONAL TERMS AND CONDITIONS Proposals and prices must remain valid for three (3) months after receipt by the City. 8. FREEDOM OF INFORMATION ACT Contractors should be aware that information submitted with a proposal is subject to the Michigan Freedom of Information Act and may not be held in confidence after the proposals are opened. All proposals shall be available for review after City staff has evaluated them. 9. FURTHER INFORMATION AND CLARIFICATION Should prospective contractors require further information or clarification, contact Alex Ebenstein at City of Three Rivers Department of Public Services (p ). 4

6 PART II - SCOPE OF WORK 1. INTRODUCTION The City of Three Rivers is soliciting proposals from qualified firms to provide engineering services for the development of a youth sports complex in Three Rivers, Michigan OVERVIEW The Three Rivers Community and Area have growing needs in the youth sports organizations and facilities, specifically Three Rivers Little League, Three Rivers Rocket Football, and Three Rivers American Youth Soccer Organization Currently these youth sports organizations require the use of multiple sites to meet their needs. Due to this, the organizations established the Committee and began discussing cooperative efforts to increase the quality of the programs and develop future growth opportunities. The Committee targeted centralized, higher quality fields, adequate parking, and fields with the potential for regional tournaments, camps, and clinics. Below is a summary of the Committee s vision (from the Three Rivers Multi-Sport Complex Feasibility and Needs Analysis): The vision is of a multi-sport complex that meets the field needs of the Three Rivers Rocket Football, Three Rivers Little League, and AYSO 1197 programs. A concession stand will be managed by volunteers and will house restrooms. A storage shed will house field and sports equipment as well as lawn care equipment. A trail will wind around and within the complex for recreational use, non-motorized transportation, and as a pathway between fields to avoid wear on the lawn. After the study and review of several sites the Committee selected a site with parcels totaling approximately 80 acres in size (see Appendix). After choosing this site, the Committee selected an engineering firm to further develop the concept for the selected 80 acres site, specifically using input from adjacent property owners and residents of the City and Lockport Township. This initial schematic design is in the process of being completed, and is scheduled to be finalized by the end of March. Providing professional engineering services to design, bid, and construct the Sports Complex based on that conceptual design is the scope of this request, and is outlined below in the SCOPE OF WORK. The following is a list of the needs and desired features of the proposed sports complex, as noted in the Feasibility and Needs Analysis: Soccer Fields: one U-19 size field; six U- 12 size fields that can be split into the following: one U-12, two U-10, one U-8, four U-6, and two U-5 Football Fields: three full-length Baseball Fields: two 13 & Up; two U-12; one T-Ball Softball Fields: two Regular; one T-Ball Parking Lot: Initial Phase & Final Phase Equipment Storage Bleachers Concession and Restroom Facility Trail System Landscaping Decorative Concrete Plaza Field Lighting 5

7 3. SCOPE OF WORK The general scope of work is to provide professional engineering services for the Three Rivers Area Youth Sports Complex. Additional services or modifications to the services outlined above, as deemed appropriate by the respondent, should be identified in the response to this RFP Scope of Engineering Design and Construction Services Surveying Services 1. Secure topographic survey of the approximately 80-acre sports complex property. The limits of topographic survey shall include the entire site, along with collecting data fifty (50) feet beyond the project boundary. 2. Topographic surveys shall include all above ground topographic features within the limits noted above, including, but not limited to, property corners, road edge of metal/top of HMA, curb and centerline at a maximum of 25-foot intervals. 3. Topographic surveys shall include the locations of all underground utilities including water mains, sanitary sewer, storm sewer, natural gas, electric, telephone, fiber optic and cable TV. Top of casting and pipe invert elevations shall be provided for all structures. Sump elevations shall be provided for structures, where applicable. Top of nut elevations on water valves shall also be provided, where accessible. 4. Provide a worksheet type drawing in AutoCAD.dwg format using your CAD template and layers on State Plane coordinates in International feet Design Services 1. Pre Design Conference: Attend pre-design conference with the Sports Complex Committee and City staff to review anticipated scope of work and deliverables. 2. Preliminary Bid Documents: Develop preliminary bid documents consisting of plans with a title sheet, utility information/note sheet(s), standard detail sheet(s) overall plan sheet, and base plan and profile sheets. Base plan and profile sheets shall be developed at a scale of 1 inch=20 feet (plan) and 1 inch=4 feet (profile). Plans shall be developed in AutoCAD 2012, and located in the City s coordinate system. 3. The City will provide standard water main, storm sewer, and sanitary sewer specifications for use in the bid documents. The front end of the bid documents shall utilize Engineers Joint Contracts Document Committee standard documents. One paper set and a pdf copy of the preliminary plans shall be submitted to the City DPS for review and comment. Two (2) review meetings with the City DPS staff and the Committee shall be included in the proposal. 4. Soil Borings: The engineer shall provide soil borings to ensure proper design of the infrastructure. There shall be a minimum of ten (10) soil borings on the site. Include the number of borings in your proposal. 5

8 5. Final Bid Documents: Develop final bid documents consisting of plans and specifications. One paper set and a pdf copy of the final plans shall be submitted to the City DPS for review and comment. One (1) review meeting with the City staff and Committee should be included in the proposal. 6. Permits: Secure required permits on behalf of the City. Provide the required sets of sealed plans and specifications for applying for all of the required permits. Anticipated permits include, but are not limited to MDEQ water, MDEQ sanitary sewer, SESC, MDOT driveway/roadway access, St Joseph County Road Commission driveway/roadway access Bidding Services The scope of services is anticipated to include distribution of bid documents to prospective bidders and plan rooms, address questions from prospective bidders, issue addendums as necessary, attend bid opening, review bids and meet with City staff and the Committee to develop a recommendation of award to the low, responsive bidder. Consultant shall also plan to attend the City Commission meeting where the construction contract will be recommended for award Construction Engineering Services 1. Prepare contract documents for execution by the City and Contractor. 2. Schedule and attend pre-construction meeting. 3. Provide construction staking for the proposed improvements. 4. Provide office administration including, but not limited to shop drawing processing, periodic payment, bulletin, and change order processing, coordination of field resident project representatives and material testing consultant services. 5. Provide one (1) full-time, experienced (a minimum of 3 years of relevant field experience required) resident project representative (RPR) to monitor the construction of the project. Provide written daily reports of the RPR to the City DPS on a weekly basis. 6. Conduct monthly progress meetings at the Three Rivers City Hall. 7. With City staff, develop a project punch list of items to be completed and/or corrected and provide administration to complete punch list items. 8. Deliver project record drawings in AutoCAD and pdf formats, and one (1) copy in paper format to the City DPS staff. This will also include detailed utility information for all utilities added to the site. 9. Attend City Commission meetings when change orders, or other major contract changes are brought before them. 6

9 3.2. Project Schedule Award engineering services March 1, 2016 Pre Design Meeting March 15, 2016 Complete Prelim Design April 2016 City review of Prelim April 2016 Final Plans (w/ Permits) June Plans Released for Bidding June Receive Bids for Construction June 23, 2016 Award Construction Contract July 5, 2016 Commence Construction August 15, 2016 Complete Construction June 1, City-Provided Information and Data In conjunction with the proposed project, the City of Three Rivers will provide the following information and data: 2013 color aerial photography in.tiff or.sid format, and current City parcel base mapping in.dwg file format. GIS information, and access to record drawing information on existing utilities owned by the City. With regards to GIS data, we have 90% data on the water system, 50%- 55% data on the sanitary sewer system, and 15%-20% data on the storm sewer system. The City of Three Rives has adopted a Local Preference Policy regarding any contractual or professional contracts. A copy of the policy is available upon request. 7

10 PART III - PROPOSAL AND CONTRACTOR REQUIREMENTS 1. PROPOSAL REQUIREMENTS 1.1. General Considerations Before submitting a proposal, the contractor should carefully examine the entire RFP and have a full understanding of the contents needed for the proposal. Submission of a response constitutes the contractor s understanding of the contents of this RFP. 2. PROPOSAL CONTENT A signed letter stating the contractor understands the City s needs as outlined in Part II Scope of Work and is committed to performing the requested services Proposed Work Plan or Services Describe the work plan or services to be provided to address the City s needs as outlined in PART II Scope of Work, as well as: A history and description of the firm indicating principal business of firm and complete description of in-house services. Include detailed information on how the firm meets the qualification and scope of work requirements as listed herein. Include the resumes of the individuals that will be assigned to the project. A list and description of similar project experience for athletic complexes. A list of references A fee proposal for work outlined in PART II Scope of Work Price Basis The proposal for design and bidding services should be submitted on a lump sum fee basis. The lump sum fees shall include all labor, material and expenses required to complete the proposed design and bidding services described herein. The proposal for construction administration and RPR services should be submitted on a time and material, estimated basis. For purposes of the proposal, assume a thirty (30) week construction period and 30 hours per week of RPR effort for a total of 900 RPR field hours. The proposal should identify all reimbursable expenses, including but not limited to mileage and meals. Some weeks of RPR coverage may be greater than 40 hours. The respondent is requested to submit a breakdown of hours by staff classification for the design, bidding, and construction administration services. Respondent is also requested to submit an hourly rate sheet showing the charges for any items not included in the original project scope. 8

11 3. INVOICING AND PAYMENT TERMS 3.1. Invoices All invoices must reference property address, itemize services rendered, purchase order number, and be sent to: City of Three Rivers Accounts Payable 333 W Michigan Ave. Three Rivers, MI Payment Terms The City will accept payment terms of Net 30 days, or as negotiated. 4. INSURANCE COVERAGE The selected contractor must have and maintain the following insurance during the term of the contract. If any listed insurance coverage expires during the term of this contract, the Contractor shall deliver renewal certificates and/or policies to the City at least ten (10) days prior to the expiration date Professional Liability/Workers' Compensation Insurance The Contractor shall procure and maintain during the life of this contract, Workers' Compensation Insurance, including Employers' Liability Coverage, in accordance with all applicable statutes of the State of Michigan Additional Insured Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating that the following shall be Additional Insureds: City of Three Rivers, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof Proof of Insurance Coverage The Contractor shall provide the City at the time the contracts are returned for execution, the certificates and policies as listed below: a.) A copy of Certificate of Insurance for Workers' Compensation Insurance; b.) A copy of Certificate of Insurance for Commercial General Liability Insurance; c.) A copy of Certificate of Insurance for Vehicle Liability Insurance; If so requested, Certified Copies of all policies mentioned above will be furnished. 9

12 5. BID FORM The undersigned having familiarized themselves with the local conditions affecting the cost of the work and the Contract Documents hereby proposes to provide and furnish all labor, materials, necessary tools, equipment, utility and transportation services necessary to perform and complete all work required for the project in accordance with the specifications as prepared by the City of Three Rivers, Michigan, for, including Addenda No. issued thereto, the following unit prices: COMPANY ADDRESS CITY STATE ZIP CODE SIGNATURE TITLE TELEPHONE DATE Professional Engineering Services Item No. Item Description Quantity Unit Price 1 Design Engineering Services 1 LS 2 Bidding Engineering Services 1 LS 3 Construction Engineering Services 1 LS Total Base Bid 10

13 APPENDIX AERIAL SITE OVERVIEW 11