Request for Qualifications #9709RFQ. Architectural Services for Dawson County Fire Station #9

Transcription

1 Dawson County Board of Commissioners Dawson County, GA Request for Qualifications #9709RFQ Architectural Services for Dawson County Fire Station #9 Schedule of Events This Request for Qualifications will be governed by the following schedule: August 10, 2009 RFQ Released August 21, :00 AM Pre-Proposal Conference & Site Visit August 24, 2009 NOON Deadline for Questions August 26, :00 PM Deadline for Addenda to be posted to County website. September 1, :00 PM Statements of Qualifications are DUE. Purpose The Dawson County Board of Commissioners is soliciting qualifications from qualified architectural firms to provide architectural services for the re-purposing of a 9100 sq. ft. metal building to a fire station. The county intends to seek LEED Silver Certification for the project. Qualified firms will have extensive experience with LEED certification and fire station design. Dawson County has applied for a federal grant that requires the project to be shovel ready if the funds are awarded. If the grant is awarded, construction will likely proceed in late If the grant monies are not received, the project will be tabled until local funding can be found. #9709RFQ Dawson County, GA Page 1 of 10

2 Restrictions on Communications From the issue date of this RFQ until the Standby Contractors are selected and the awards are announced, prospective submitters are not allowed to communicate for any reason with any County staff or elected officials except: 1) through the Purchasing Agent named herein, or 2) as provided by existing work agreement(s). This policy shall be strictly enforced and the County reserves the right to reject the submittal of any bidder violating this provision. Scope of Work Scope of Work for Architectural Services Relating to the New Fire Station The Dawson County Board of Commissioners is soliciting proposals from professional Architects to provide architectural, engineering and construction phase services for a new Fire Station. The scope of services shall include final space programming, schematic design, design development and construction documents. Bid and award services may also be required. The Fire Station Architect will provide Professional Services as outlined during the following five phases of the Project: Phase 1 Conceptual Design Based on the programming and agreed upon budget and schedule, develop a Diagrammatic Plan for the Fire Station, inclusive of parking. Plans at this stage would consist of bubble diagrams with scale that establish the basic relationships of the project components. Design must re-use metal building and contain sufficient points to achieve SILVER LEED Certification. Phase 2 Design Development Refine the design of the building based on the approved schematic design documents and any adjustments authorized by Staff in the program, schedule, or construction budget. Design must re-use metal building and contain sufficient points to achieve SILVER LEED Certification. The Fire Station Architect will work with the Emergency Services Department, the county Engineer, and the Community Development Department to achieve compatibility in the site design features with the surrounding areas. Update the construction cost estimate and confirm the construction schedule. Phase 3 Final Construction Documents Develop and prepare the working drawings (including electrical and mechanical details) and specifications necessary for construction of the Project. Included with the Construction Documents will be an list of equipment, a revised cost estimate, final #9709RFQ Dawson County, GA Page 2 of 10

3 construction sequencing/schedule and instructions setting forth the requirements for the construction of the Project and the duties and responsibilities of the Architect, the County, and the Contractor(s). Phase 4 Bidding and Evaluation Following the approval of the Construction Documents, the architect may assist the Staff in preparing the bid documents. Receipt of grant monies for construction will determine if the County and Architect move forward with the construction phase. If grant monies are delayed or not received, the project will end at this point. If grant dollars are forthcoming the Architect will assist with the bid process, evaluating the bids and bidders, and preparing and awarding a contract(s) for the construction of the Project. The Architect will be available to answer questions from the bidders regarding the intent of the Construction Documents and shall assist in the preparation of addenda as may be required. The Architect shall attend one (1) Pre-bid Conference. Phase 5 Construction Support Services The Fire Station Architect shall visit the site at intervals appropriate to the stage of construction (at least bi-weekly) to become generally familiar with the progress and quality of work completed and to determine in general if the Project is proceeding in accordance with the Contract Documents. Services will include: Respond to requests for information from the contractor interpret plans and specifications for the correctness of workmanship and materials, and the appearance of the final product, but without assuming any responsibility for the Contractor s means and methods review and approve contractor submittals review and certify contractor applications for payment prepare change orders prepare a set of reproducible record drawings showing significant changes in the work made during construction based on marked-up prints furnished by the contractor Services to be provided by Architects All Services required to accomplish the above work are to be included in the Fire Station Architect s scope of work. The following disciplines are anticipated to be required: building architect, landscape architect, structural engineer, civil engineer (Drainage and Utilities), mechanical engineer, and electrical engineer. Architect will assist County with documentation and applications to get structure LEED Certified. #9709RFQ Dawson County, GA Page 3 of 10

4 County s Responsibilities The County will provide the necessary services and documents to meet any geological and materials testing, any special reports, permit fees, and County or agency approval fees. Selection Process The County has structured a procurement process that seeks to obtain the desired results, while establishing a competitive process, to assure that each person and/or firm is provided an equal opportunity to submit a Statement of Qualifications in response to this RFQ.. Qualification Statements will be reviewed and evaluated by County staff and one representative from the courthouse Architectural firm (collectively, the Evaluation Team. The Statements of Qualifications will be reviewed to determine if the Respondent has met the experience, staff qualifications and financial criteria described in this RFQ. Based upon the totality of the information contained in the Statement of Qualifications, the County will (in its sole judgment) determine which Respondents most closely meet the needs of the County. The respondents that best meet the requirements of the RFQ (in the sole judgment of the County) will be designated as a Qualified Bidder and will be given the opportunity to participate in the bid process for the Dawson County Courthouse construction. Conditions Applicable to RFQ. Upon submission of a Statement of Qualifications in response to this RFQ, the Respondent acknowledges and consents to the following conditions relative to the submission and review and consideration of its Qualification Statement: This document is an RFQ and does not constitute an Invitation to Bid. This RFQ does not commit the County to issue an Invitation to Bid. All costs incurred by the Respondent in connection with responding to this RFQ shall be borne solely by the Respondent. The County reserves the right (in its sole judgment) to reject for any reason any and all responses and components thereof and to eliminate any and all Respondents responding to this RFQ from further consideration for this procurement. The County reserves the right (in its sole judgment) to reject any Respondent that submits incomplete responses to this RFQ, or a Statement of Qualifications that is not responsive to the requirements of this RFQ. The County reserves the right, without prior notice, to supplement, amend, or otherwise modify this RFQ, or otherwise request additional information. #9709RFQ Dawson County, GA Page 4 of 10

5 All Qualification Statements shall become the property of the County and will not be returned. All Qualification Statements will be made available to the public at the appropriate time, as determined by the County (in the exercise of its sole discretion) in accordance with law. The County may request Respondents to send representatives to the County for interviews. Any and all Qualification Statements not received by the County by 3:00 p.m. Prevailing Time on August 18, 2009 will be rejected. Neither the County, nor their respective staffs, contractors or advisors (including but not limited to the Review Team) shall be liable for any claims or damages resulting from the solicitation or preparation of the Statement of Qualifications, nor will there be any reimbursement to Respondents for the cost of preparing and submitting a Qualification Statement or for participating in this procurement process. Qualification-based Selection Criteria: Primary factors to be considered in the evaluation of proposals include the following: 1. Contractor s experience designing projects of similar size and scope. 2. Qualifications and experience of key staff you would devote to this project 3. Success with LEED Certification 4. Approach to design that is specific to this project. 5. References 6. Financial stability. 7. Material business litigation within the last five (5) years. #9709RFQ Dawson County, GA Page 5 of 10

6 Evaluation Scoring Submissions will be reviewed by the Evaluation Committee for quality and completeness. Qualifications will then be scored in each of the following categories using the maximum point values listed below. Experience of the Contracting Firm 15% Qualifications of Staff 15% LEED Experience 20% Approach to project & design 25% Business Organization 5% References 10% Financial Credentials & Litigation 10% #9709RFQ Dawson County, GA Page 6 of 10

7 GENERAL TERMS Pre-Proposal Conference A Pre-proposal conference and site visit is scheduled for 10:00 AM on August 21, The meeting will be held in courtroom # 204 in the Dawson County Courthouse located at 24 Tucker Avenue, Dawsonville, GA The parking lot entrance is on Shoal Creek Road. Following the Q & A session, attendees will be allowed to tour the building that is being dismantled and will be reused for Fire Station #9. Inquiries and Addenda All questions concerning this RFQ must be submitted in writing (fax or may be used) to the Purchasing Director no later than 12:00 NOON on August 24, 2009 local time. Inquiries must identify the RFQ by title and must include the contractor/company name making the inquiry. Written inquiries must be directed to: Jill Rathe, Purchasing Director jrathe@dawsoncounty.org FAX No response other than written shall be binding upon the County. Dawson County reserves the right to issue written addenda to any inquiries that alter the scope of this Request for Qualifications. Addenda shall be posted to the county website, no later than August 26, 2009 at 5:00 PM, local time. A signed copy of any addenda shall accompany each submission. Bidders are advised to check the County website for addenda before submitting their Qualifications. Preparation of the Statement of Qualifications A MANDATORY Pre-Qualification Form is provided. Each qualification submission should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete package. The cost for developing the submittal is the sole responsibility of the Respondent. The County will not provide reimbursement for such costs. Please do NOT submit qualifications in three-ring binders. Misrepresented qualifications in the Statement of Qualifications submission, determined after the contract is let, are grounds for termination of the contract and other legal actions. Submission of Qualifications: SIX (6) copies of each respondents Statement of Qualifications to provide these services, shall be submitted in a sealed container/envelope with the statement #9709RFQ Architect-Fire Station #9 written in the lower left hand corner of the shipping container/envelope. An ORIGINAL copy must be clearly marked and shall contain original signatures on any addenda that were issued. Qualifications submitted by fax or electronic mail will NOT be accepted. Statements of Qualifications may be delivered, or express mailed to: #9709RFQ Dawson County, GA Page 7 of 10

8 Jill Rathe, Purchasing Director Dawson County Board of Commissioners 76 Howard Avenue East, Suite 120 Dawsonville, GA Qualifications being submitted by US Mail shall be sent to: Jill Rathe, Purchasing Director Dawson County Board of Commissioners 78 Howard Avenue East, Suite 100 Dawsonville, GA Submittals must be stamped as received by the Purchasing Department no later than 3:00 PM on Tuesday, September 1, NO submittal will be accepted after the sounding of the alarm on the official time clock as designated by the Dawson County Purchasing Director. It is the responsibility of the submitting firm to ensure that the Purchasing Director receives the submittal by the proposal due date and time. NOTE: Most overnight mail services do NOT guarantee timed, next-day delivery to Dawson County. Late proposals will be rejected in their entirety. No submittals or modifications to submittals will be accepted after the submittal due date and time. Non-Discrimination Dawson County is an Equal Opportunity Employer. Conflict of Interest The Respondent must disclose any existing client relationship that involves Dawson County. Responsibility of Respondent Request for Qualification must be signed by an authorized official to bind the Respondent. Prohibition of Gratuities Firms shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the Dawson County Board of Commissioners for the purpose of influencing consideration of this qualification. Ownership of Material Ownership of all data, material, and documentation originated and prepared for the County pursuant to this contract shall belong exclusively to the County. #9709RFQ Dawson County, GA Page 8 of 10

9 Selection and Notification The selected firm will be given written notification of being selected by the County. This project may be awarded in whole or in part at the sole discretion of the County. The County will negotiate and execute a contract with the selected firm prior to the beginning of the actual services. Should contract negotiations fail, the County will negotiate with one of the highly ranked firms. In general, the contract will comply with applicable laws and standard provisions and shall contain the following terms: Detailed scope of services, Schedule for providing services, and Cost of services. Insurance Prior to commencing work firm, at his own expense, shall furnish insurance certificate showing the certificate holder as Dawson County Board of Commissioners, with a special notation naming Dawson County as an additional insured on the liability coverage. At a minimum: Commercial General Liability and Automobile Liability: combined single limit at least $1,000,000 per occurrence; Umbrellas liability in the amount of at least $1,000,000 that follows the coverage forms for underlying liability policies or is broader; Worker s Compensation policy providing statutory limits; Architects & Engineers Professional Liability errors and omissions polity in the amount of at least $1,000,000 per occurrence. Coverage shall provide for professional errors and/or omissions in the preparation of designs and/or specifications and include the rendering of supervisory, inspection, or engineering services. Indemnification The Firm shall indemnify, protect, defend and hold harmless Dawson County, their agents, and employees, from and against any and all claims, demands, judgments, or causes of action, including costs and attorney s fees by any party or parties whatever for loss, damage, injury, fines or penalties of any kind of character either to persons or property directly or indirectly arising out of the operations performed under the Contract except such lost, damage, or injury as is caused by the sole negligence of the County General The proposer agrees that they presently have no interest and shall not acquire any interest, directly or indirectly, which would conflict in any manner or degree with the performance of the services hereunder. The proposer further agrees that no person having any such known interest shall be employed or conveyed an interest, directly or indirectly, in the contract. Qualifications submitted are not publicly available until after award by the Dawson County Board of Commissioners. All qualifications and supporting materials, as well as correspondence relating to this RFQ become the property of Dawson County when received. Any proprietary information contained in the qualification should clearly marked. However, a general indication that the entire contents, or a major portion, of the qualification is proprietary will not be honored. #9709RFQ Dawson County, GA Page 9 of 10

10 Protest Procedures Any firm that who is aggrieved in connection with the solicitation or award of a contract, may protest to the Purchasing Director. The protest shall be submitted in writing within five (5) days after such aggrieved person knows or should have known of the facts giving rise thereto. The protest must be accompanied by a detailed statement, indicating the reasons for such protest. The Purchasing Director shall have authority to settle and resolve a protest of an aggrieved Respondent concerning the solicitation or award of a contract. If the protest is not resolved by mutual agreement, the Purchasing Director shall issue a decision in writing within ten (10) days. The decision shall state the reasons for the action taken. This decision shall be final and conclusive, unless the firm appeals administratively within five (5) days after receipt of decision to the Dawson County Board of Commissioner s. Any protest taken to the Board or court shall be subject to the protestant paying all administrative costs, attorney fees, and court costs when it is determined that the protest is without standing. Rejection of Submissions/Cancellation of RFQ The Dawson County Board of Commissioners reserves the right to reject all qualifications submissions or any submission that is non-responsive or not responsible and to waive technicalities and informalities. It is also within the right of the County to reject submissions that do not contain all elements and information requested in this document. The County reserves the right to cancel this RFQ at any time. The County will not be liable for any cost/losses incurred in the preparation of submittals #9709RFQ Dawson County, GA Page 10 of 10