REQUEST FOR QUALIFICATIONS FOR. ISSUE DATE: November 3, 2017 DUE DATE: November 20, 2017

Transcription

1 REQUEST FOR QUALIFICATIONS FOR Design/Build Construction Services Merriam Community Center ISSUE DATE: DUE DATE: November 20, 2017 Project Manager: Meredith Hauck, Assistant City Administrator Contact Information: 1

2 1. INTRODUCTION The City of Merriam is soliciting Request for Qualifications for the design and construction of a new Community Center Project located at Lucyann C. Vavra Park (6040 Slater Street) as illustrated on the attached Exhibit B (the Project ). The City seeks to select the most qualified design and construction team to provide Design /Build (D/B) services in a two-step qualification based selection process. The purpose of this Request for Qualifications (RFQ) is to invite interested parties to submit and substantiate their qualifications in connection with the design and construction of a new Merriam Community Center. Only those Respondents selected for the Short-List will be invited to participate in the next stage of the competitive procurement process requiring response to a Request for Proposal (RFP), which will require submission of detailed information regarding project approach and project work plan along with a concept estimate, fee and schedule proposal. The Scope of Services required of the responders will be outlined further in the upcoming RFP and attachments. The City is currently in the process of engaging an Owner s Representative who will act on behalf of the City and assist with updates to the City, stakeholders and the general public regarding progress and status. Through all phases, the Owner s Representative will be responsible for financial management and cost control. The Owner s Representative will also assist with the selection of all city consultants including; special inspection and geotechnical consultants, commissioning, utilities, furniture, fixtures and equipment vendors and move management services. All architectural and engineering design for the building and site will be developed and executed by the selected D/B Team. 2. PROJECT DESCRIPTION The new Community Center Project will be located in the heart of Merriam and encompass many of the ideas envisioned in a citizen led Recreation Facilities Steering Committee Process conducted between late to early As proposed, the building program includes a 66,000 SF Community Center to include both indoor and outdoor aquatic components and related site work. Current projections contemplate a 12-month design schedule followed by a 15-month construction schedule. The Project is comprised of the following elements: New Community Center Components Youth, teen and senior programming. An indoor aquatic center An outdoor aquatic center A large walking track Fitness facilities, including cardio and weight training equipment A multi-use gymnasium Child watch area Public art gallery space Parks and Recreation Administrative Offices Multiple community meeting rooms 2

3 The current outdoor pool will be demolished as part of this project. No component of the pool, parking area or other improvements on the parcel will be retained. The complete master plan can be reviewed at: 3. SCOPE OF SERVICES 3.1. Scope of Responsibility: The City anticipates that the general scope of work and responsibility under the Project Agreement will be as follows with further outlining in the upcoming RFP and as per the anticipated contract type (expected to be DBIA 520) 3.2. General Services: The Design/Build (D/B) Team shall have primary design and construction responsibility for the Project and shall deliver the Project within the parameters of the established budget and schedule. The D/B Team and Owner will execute a Design/Build Agreement with the City of Merriam, Kansas Design: The Design/Build Team will be responsible for and provide all professional services necessary to implement all aspects of the design for the new Merriam Community Center. The D/B Team shall coordinate the design with Owner-Furnished furniture, fixtures and equipment and assist Owner with the selection as required Construction: The Design/Build Team will be responsible for the construction of the new Merriam Community Center. The D/B Team is to coordinate the selection of and all subcontractor activity with City and the Owner s Representative. D/B Team will be responsible for overall budget and cost management, schedule development and coordination, and prepare comprehensive safety and quality control plans pursuant to City requirements. The D/B Team is to assist Owner with coordination of Project Commissioning and complete final closeout Permits/Approvals: The D/B Team will be responsible for obtaining all permits and necessary approvals for construction of the new Merriam Community Center. The Project will be designed and constructed in compliance with all applicable laws, regulations and codes LEED: The Owner does not intend to pursue LEED but will require design and construction activities to follow best practices for environmental sustainability, energy efficiency and use of recycled products. 4. QUESTIONS To ensure open and fair competition for all potential respondents, ALL questions and contact concerning this RFQ shall be in writing only and directed to Meredith Hauck, City of Merriam, at mhauck@merriam.org. Respondents should make NO CONTACT, either written or verbal, with any other City Staff and department personnel beginning with the issuance of this document through approval of award. 5. STATEMENT OF QUALIFICATIONS Required Qualifications of the Design/Build Team: 5.1 The Design/Build (D/B) Team must have recent expertise and experience in the design and construction of Community Centers or other public or governmental facilities specifically those with aquatic facilities of similar size and scope as the Project. The D/B Team must have experience 3

4 with Design/Build project delivery of similar size and scope. It is desirable for the D/B Team to have experience working together in the design and construction industry. 5.2 The D/B Team must be able to work effectively in a very collaborative environment. With a focus on quality and communication, the D/B Team must be able to work with the City Project Team to achieve expected outcomes through a team approach. Exceptional communication, interpersonal and organizational skills are required. Demonstrated application of innovation and creativity are additionally required. 5.3 The Respondent shall identify within its submission their key team members with proposed roles and experience for the Project from conception through completion. This should include; MEP and structural engineer, civil engineer and interior design. The D/B team should NOT include a pool design consultant as the City will solicit proposals for this consultant after selection of the D/B. Respondent should include names of potential pool design consultants, specifically those team has worked with in the past. The D/B team may also consider pre-selection of primary MEP sub-contractors and if so should identify potential companies. These should not be exclusive team members as City may elect to participate in their selection. 5.4 Prerequisites for qualification are the ability to bond the Project, meet insurance requirements, an exemplary safety program with safety performance rating and proof of financial stability. 6. INSTRUCTIONS FOR RESPONDING TO RFQ 6.1. LETTER OF TRANSMITTAL (limit 1 page) Respondents must submit a transmittal letter on the Respondent s letterhead. It must be signed by a representative of the Respondent who is authorized to sign such material and to commit the Respondent to the obligations required. The transmittal letter must include the name, address, phone number and address for the Respondent Contact, and must specify who would be the Design/Build Team s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the Respondent TABLE OF CONTENTS (limit 1 page) Provide a Table of Contents with sections and page numbers. Sections should follow order as represented in RFQ DESIGN/BUILD TEAM PROFILE (limit 10 pages) Provide a detailed and complete description of the Design/Build Team proposed. (The term company can refer to either a single entity or a joint venture.) The Design/Build Team Profile must include the following information: General: Provide a firm profile for the Design Builder, Lead Designer, and Consultants that will form the D/B Team, include a company overview, service offerings, locations of home and other offices, and evidence of required licenses. Please also include team partners for structural, civil and MEP engineering. As stated in section 5.3, please do not include pool designer. 4

5 Legal Structure: Identify whether the D/B Team is organized as a corporation, limited liability company (LLC), general partnership, joint venture, limited partnership, or other form of legal entity. Safety Record: Identify the D/B Team safety record. Payment and Performance Bonds: Provide a letter from the Design/Build Team s surety to verify the availability of a Design/Build bond of up to $30 million for this Project. The surety must be authorized by law to do business in Kansas and must have an A.M. Best Company Rating of A minus or better. Insurance: Provide a letter or Certificate of Insurance from the Design/Build Team s insurance company stating its ability to acquire and provide the minimum limits for the required insurance stated in Exhibit A of this RFQ. The required insurance must be obtained and maintained from insurance companies that have an A.M. Best Company Rating of A minus or better and are duly licensed or authorized in Kansas TEAM HISTORY All firms shall disclose their arbitration and litigation claims history TEAM ORGANIZATION & RESUMES Key personnel members for this project shall be identified and the current/ projected availability for these personnel throughout the duration of the project schedule should be addressed. A resume (one page maximum) describing relevant education, project experience, and professional certifications of key team members shall be included. Note: Please also include team partners for structural, civil and MEP engineering and potential pool designer. It is requested these are not fixed members of your team as city may elect to participate in their selection. The response should include a clear description of D/B team members roles and responsibilities, including a team organizational chart. This chart should clearly illustrate project decision making authority. After the RFQ phase, the selected Semifinalist teams may not make any significant changes in the composition of the team s member firms, personnel assignments, and individuals roles and responsibilities without the city s written approval PROJECT EXPERIENCE (limit 10 pages) Provide information about your firm s experience on similar projects, and your overall qualifications to carry out community/recreational, civic/municipal, and aquatics type projects similar in nature to the Merriam Community Center. Please provide project descriptions, locations, owner, and other relevant information. Projects should be recent, completed in the last 7 years. Provide specific project 5

6 examples related to your team s experience in design build delivery. The firms shall provide evidence of common experience between the key member firms and individuals on previous projects of similar scope and complexity REFERENCES (limit 2 pages) Please provide at least 5 references, including at least one public entity, for which team members have performed. Please provide at least 1 reference for a project which team worked together, if possible UNIQUE QUALIFICATIONS (limit 2 pages) Through narrative discussion and/or graphics, show reasons why the team believes it is especially qualified to undertake the Project and demonstrate the team s exceptional innovation and creativity relative to the design and construction. 7. EVALUATION PROCESS The proposal submissions of Respondents will be evaluated by an Evaluation Committee composed of City personnel. Members of the Evaluation Committee will independently review and rate each submission based on the listed criteria RELEVANT TEAM MEMBERS Chris Engel City Administrator Meredith Hauck- Assistant City Administrator Anna Slocum Parks & Recreation Director Owner s Representative To Be Named 7.2. EVALUATION OF PROPOSALS The City s evaluation criteria may include, but not be limited to: (a) overall responsiveness to the RFQ and quality of the Proposal in clearly stating an understanding of the work to be performed; (b) extent of applicable resources available; (c) qualifications and experience and the persons responsible for providing the services to the City; (d) technical ability of the applicant to perform the required services; and (d) experience and reputation of the applicant as represented in the proposal and the quality of the references After evaluating the Proposals, the City may short list the submissions. In addition, the City may request additional information including participation in interviews with representatives of some or all of the applicant(s). City staff will then endeavor to negotiate a contract with the successful applicant. After completion of this process, a recommendation for selection will be made to the Governing Body. In the event a mutually agreeable contract cannot be negotiated, City staff will then enter into contract negotiations with the next highest rated applicant until a mutually agreeable contract can be negotiated, or alternatively, the City may reject all remaining submissions. 6

7 7.2.3 The City s process will consist of an Evaluation Committee which will review short-listed team submissions and interviews The City will not require or allow the presentation of design concepts for this specific project by Respondents during the interview process. Respondents will receive further detailed information regarding the interview once short-listed A fee proposal is not required as part of this RFQ. The City, at its discretion, may request one be submitted at the time of the interview. The fee proposal shall not be opened until all of the technical/qualification evaluation of the interview is complete The City will evaluate RFQ submissions and will select the D/B team that meets the best interests of the City. The City shall be the sole judge of its own best interests, the Proposals and the resulting negotiated agreement. The decision of the City is final. 8. PROPOSAL SUBMISSION To be considered for selection as the Design-Build Construction Services an applicant must submit one original and six copies of the applicant s Proposal, along with an electronic copy on a standard jump drive, to City Clerk at Merriam City Hall, 9001 W 62nd Street, Merriam, KS by 12:00 noon CST November 20, Interested applicants may contact City s project manager Meredith Hauck regarding questions about the Proposal by ONLY at mhauck@merriam.org. Only written requests will be accepted for clarification concerning the meaning or interpretations of this Proposal, until seven (7) days prior to the submittal date (November 13th). The City will record its responses to any inquiries and any supplemental instructions will be provided in the form of written addenda. The City may issue written addenda before the date fixed for receiving the Proposals. To be notified of any addenda, applicants should provide their name, address, telephone number, and address to Ms. Hauck. Failure to receive such addenda does not relieve an applicant from its obligation to submit a responsive Proposal To avoid inconsistencies and confusion, all communication related to this Proposal process is requested to be directed to Ms. Hauck. Contact with other City personnel regarding the Proposal or the process may be grounds for elimination from the selection process A Proposal may be withdrawn prior to the submission deadline. After the submission deadline, all Proposals received shall remain valid and be binding upon the applicant if accepted by the City within sixty (60) calendar days after the submission date. The City is not responsible for any costs incurred in connection with preparation of any Proposal submittal The City reserves the right to accept or reject any and all Proposals and to waive any technicalities or irregularities therein. Further, the City reserves the right to negotiate any and all terms of the Proposals. All persons submitting a Proposal agree that rejection shall create no liability on the part of the City because of such rejection. 7

8 8.1.6 The City is a Kansas municipality governed by the Kansas Open Records Act (KORA), K.S.A et seq. By providing a Proposal, the applicant acknowledges that its Proposal, once opened, is presumed to be an open record under the KORA. If the applicant submits information that it believes to be subject to an exemption to disclosure under the KORA, the applicant must reference the particular exemption from mandatory disclosure outlined in the KORA. The words Confidential or Proprietary are not sufficient. The City cannot guarantee the confidentially of claimed material, however. Applicants specifically waive any claims against City related to the disclosure of any material if made pursuant to a public records request. 9. TENTATIVE TIMELINE RFQ Issue Date Deadline for RFQ Questions RFQ Response Submission November 13, 2017 by 5:00pm November 20, 12:00pm Notify Shortlisted Teams November 27, 2017 Issue RFP November 27, 2017 Receive RFP Submittals December 20, 2017 Potential Interviews January 4 and 5, 2018 Proposed Notice of Award January 12,

9 EXHIBIT A INSURANCE REQUIREMENTS General Liability Limits Each Occurrence. $2,000,000 Personal & Advertising Injury $1,000,000 Products/Completed Operation Aggregate $2,000,000 Aggregate.. $2,000,000 General Aggregate.. $2,000,000 Policy MUST include the following conditions: a. Contractual Liability and Independent Contractors; and b. Explosion, Collapse & Underground, if applicable Automobile Liability Policy shall maintain comprehensive automobile insurance covering all owned, non-owned and hired automobiles used in connection with the services or other work, whether on or off the site, and shall have minimum bodily injury and property damage limits of $1,000, combined single limit per occurrence. An MCS-90 endorsement shall be procured when applicable. Workers Compensation The Design/Build Team shall maintain Workers Compensation Insurance to cover the statutory limits of the Workers' Compensation laws of the state in which any work is to be performed and when applicable to Federal Laws, Voluntary Compensation and Employer's Liability (including occupational disease) coverage with limits not less than $500, per occurrence/aggregate for all workers on site, $500,000 each employee/$500,000 policy limit for Bodily Injury by Disease, $500,000 per accident for Bodily Injury by Accident, regardless of whether a worker is also an employee of the Design/Build Team. Umbrella Liability An umbrella for excess liability policy in the minimum amount of $4,000,000 each occurrence, $4,000,000 aggregate is required. The umbrella or excess policy must be at least as broad as the underlying policies and include the following protection: a. General Liability; b. Automobile Liability; and c. Employers Liability Owner s Liability The Design/Build Team shall take out, pay for, and deliver to the City, an Owner's Protective Liability insurance policy written on an occurrence basis and naming the City as named insured. The policy shall be maintained during the life of this Agreement. Limits of protection shall be at least $1,000, Combined Single Limits, Bodily Injury, and Property Damage, and shall contain no exclusion relative to any function performed by the City or its employees and agents in connection with the Project. 9

10 Professional Liability The Design/Build Team shall purchase, and maintain for a period of three years after the date of Final Completion, insurance covering claims arising out of the performance or furnishing of Design or Professional Services and for claims arising out of allegations of errors, omissions or negligent acts in connection with the Agreement. The policy shall include, a minimum limit of $2,000, per occurrence and $2,000, aggregate. Builders Risk Insurance Unless otherwise provided in the Contract Documents, the Design/Build Team shall procure and maintain property insurance from insurance companies authorized to do business in the State of Kansas upon the entire Project to the full insurable value of the Project, including professional fees, overtime premiums and all other expenses incurred to replace or repair the insured property. The property insurance obtained by the Design/Build Team shall include as additional insureds the interests of the City, the Design-Build Team, Design Consultants, Subcontractors, and sub-subcontractors, and shall insure against the risk of direct physical loss including but not limited to fire and extended coverage, theft, vandalism, malicious mischief, collapse, flood, earthquake, debris removal, and other perils or causes of loss as called for in the Contract Documents. The property insurance shall include physical loss or damage to the Work, including materials and equipment in transit, at the Site or at another location as may be indicated in the Design/Build Team s Application for Payment and approved by the City. All deductibles are the responsibility of the Design/Build Team. 10

11 EXHIBIT B PROJECT SITE 11

12 SLATER ST New Community Center Location Vavra Park - Merriam Ü IKEA WAY W 62ND ST Project Area is shaded and approximately 7 acres bpd - 11/02/2017

13 New Community Center Location Utilities Vavra Park - Merriam Ü W 62ND ST IKEA WAY SLATER ST Legend Cable TV facilities Natural Gas facilities Sanitary Sewer facilities Water facilities Project Area is shaded and approximately 7 acres bpd - 11/02/2017 Electrial facilities Stormwater facilities