REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS Issue Date: March 6, 2015 Title: ARCHITECTURAL/ENGINEERING SERVICES FOR THE RENOVATION OF AN EIGHT (8) BEDROOM WAIVER RESIDENTIAL FACILITY (RFP# 2015RFPKeen ICF) Issuing Agency & Address: Danville-Pittsylvania Community Services 245 Hairston Street Danville, Virginia Location of Work: 505 Keen Street, Danville, VA MANDATORY PRE-PROPOSAL CONFERENCE: Danville-Pittsylvania Community Services, 505 Keen Street, Second Floor Conference Room/Sunroom, Danville, VA 24540, 2:00 p.m., local time, Wednesday, March 25, All inquires for information should be directed to: Richard G. Gary, Director of Intellectual Disability Services. Telephone #: (434) , extension This project is contingent on receipt of funding. The Owner reserves the right to award more or less work than contemplated in this RFP. Proposals may be mailed or hand delivered directly to Danville-Pittsylvania Community Services at the following address: Danville-Pittsylvania Community Services (West Wing Receptionist Area), 245 Hairston Street, West Wing Receptionist Area, Danville, Virginia Sealed proposals for furnishing the services described herein will be received until 2:00 p.m. local time on Wednesday, April 15, One (1) original and two (2) copies of the bound Proposals must reach the above address by the deadline stated. Signed Proposal: In compliance with this Request for Proposal and to all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached proposal or as mutually agreed upon by subsequent negotiation. Name and Address of Proposer: Date: By: (Signature in ink) Typed Name: Title: FEIN/SSN# Telephone No. This cover page must be returned with a copy of the Request for Proposal which consists of eleven (11) pages.

2 REQUEST FOR PROPOSALS ARCHITECTURAL/ENGINEERING SERVICES FOR THE RENOVATION OF AN EIGHT (8) BEDROOM MR/ID WAIVER RESIDENTIAL FACILITY TO A MR/ICF FACILITY (RFP #2015RFPKeenICF) Issue Date: March 6, 2015 Danville-Pittsylvania Community Services (hereinafter called the Agency ) invites qualified Architectural/Engineering Firms (hereinafter called A/E Firms ) to submit proposals to perform architectural design and development, and supervision services for the construction/renovation of an eight (8) bedroom Waiver Home, approximately 4,743 square feet, located at 505 Keen Street Danville, Virginia, to a MR/ICF Residential Facility. I. PURPOSE The purpose of this RFP is to solicit proposals for the purpose of entering into a single contract through competitive negotiations for the professional services of an A/E Firm authorized to do business in the Commonwealth of Virginia with experience in planning, project management, and renovation of various site projects. II. SCOPE OF SERVICES The A/E Firm, serving as project manager, will be responsible for overseeing the development, renovation, completion, and conversion of an eight (8) bed Medicaid funded waiver home to an eight (8) bed Intermediate Care Facility (ICF). The A/E Firm will be required to follow the Code of Federal Regulations Title 42, Public Health Section , Condition of participation: Physical environment and Commonwealth of Virginia Life Safety Codes. The Agency will need full A/E documents (a complete detailed set of site, floor, structural, electrical, mechanical plans and specifications for bidding/construction purposes) for General Contractors to review and submit bids. The A/E Firm will assure compliance with the time frame for completion no later than July 2, The Agency will also require the A/E Firm s assistance in procurement of general contracting services and construction administration until the project is complete, as well as assistance working with Department of Behavioral Health and Developmental Services Office of Architectural/Engineering Services. A mandatory Pre-proposal Meeting will be held Wednesday, March 25, 2015, at 2:00 p.m., at 505 Keen Street, Second Floor Conference Room/Sunroom, Danville, Virginia, for Danville-Pittsylvania Community Services to outline the general guidelines of the project and to tour the site to review specific issues. Page 2 of 12

3 The A/E Firm will assure the following: Exterior and Interior of Building Site: Bedrooms: Single occupancy bedrooms are to measure at least 80 square feet. Bedrooms below grade level must have a window that is usable as a second means of escape in the event of an emergency evacuation. The window can be no more than 44 inches (measured to the window sill) above the floor unless the facility is surveyed under the Health Care Occupancy Chapter of the Life Safety Code, or if accepted by the Life Safety Code, in which case the window must be no more than 36 inches (measured to the window sill) above the floor. Each bedroom in the facility must have at least one window to the outside. Bedroom closets must have enough space for a reasonable amount of the current season s clothing and individuals who use wheelchairs or have other physical challenges can reach the racks and shelves in their closets. Suitable storage space for personal possessions, such as TVs, electronic equipment, prosthetic equipment and clothing should be accessible to clients. Bathrooms: Toilet and bathing facilities need to be sufficient in number to meet the needs of the individual without prolonged delay. There must be enough toilets in the living unit to meet the program needs of the individuals at any given time. Bathroom fixtures must be adapted to accommodate individuals with physical disabilities. Miscellaneous: Facility pantry will need to be modified to meet ADA specifications and guidelines. Laundry room will need to be modified to meet ADA specifications and guidelines. Floors must be covered with a resilient, nonabrasive, slip-resistant surface. Doors throughout facility will need to be replaced or modified according to Life Safety Codes. Page 3 of 12

4 Kitchen will require modifications including but not limited to: an exterior exit door to be added in the event of emergency evacuations and replace current furniture with furniture that has an approved fire rating. Small storage areas must be sealed behind furnace. Communication closet must have cooling system. Vents into halls must have fire proof dampers or done away with (two on each floor) Remove potential hazardous material from property. Fire Alarm System: A/E Firm will oversee the following regarding implementation of facility alarm system: Replacement of current smoke alarms. Smoke alarms must be added to all bedrooms and hard wired to alarm system. Smoke alarms in kitchen, living area, and halls may be wireless. Automatic door closures must be wired to alarm system including: First floor laundry room, first floor stairwell doors 2 (two) and all eight (8) doors upstairs. A. Attendance at the Pre-proposal Meeting to be held at Danville-Pittsylvania Community Services, 505 Keen Street, Second Floor Conference Room/Sunroom, Danville, Virginia will be mandatory. B. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable codes and regulations including, but not limited to, the Virginia Uniform Statewide Building Code, the Uniform Federal Accessibility Standards, and the Code of Federal Regulations for Intermediate Care Facilities. C. Provide specifications that reflect current requirements, standards and product availability. D. If applicable, develop and prepare construction documents for Erosion and Sediment Control Plan and a Stormwater Management Plan; obtain approvals from required agencies. E. If applicable, coordinate the design of utility connections with local utility provider and obtain necessary approvals. The Agency will pay filing fees and connections charges, as required. Page 4 of 12

5 F. Prepare A/E cost estimates for the projects. G. Prepare timeline(s) for the projects. H. With the Agency, present necessary oral and/or graphic presentations. I. Complete all forms and documents in generally accepted formats. J. Provide services to assist the Agency in the bidding and award of the construction contract. K. Provide A/E, supervision and other necessary services for the construction phase. L. Project will be completed no later than July 2, III. PROPOSAL REQUIREMENTS A. The proposal shall be signed by an authorized representative of the A/E Firm. By submitting a proposal, the A/E Firm certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will result in rejection of the proposal. B. The proposal should be prepared simply and economically, providing a straightforward, concise description of the A/E Firm s capabilities for satisfying the requirements of this RFP. Emphasis should be on completeness and clarity of content. C. In order to be considered for selection, the A/E Firm must submit a complete response to this RFP which includes one (1) signed bound original and two (2) bound copies of this RFP document and must include the signed cover page and Pages 1 through 10 of the RFP. D. All documentation submitted with the proposal shall be included in the signed original and two copies. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired. E. Clearly indicate proposed design team members with special expertise related to the specific population to be served by the project. A/E Firm s history and experience with projects of a similar size and scope should also be included. F. Any relevant information, but not specifically applicable to the enumerated scope of the project, may be provided as an appendix to the proposal. If publications are supplied by the A/E Firm to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP. Page 5 of 12

6 IV. EVALUATION AND AWARD OF CONTRACTS A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria: 1. Expertise, experience, and qualifications of the A/E Firm relative to the services described in Section II, Scope of Services. 2. Expertise, experience, and qualifications of team members proposed for providing the services described in Section II, Scope of Services. 3. Geographic location of the A/E Firm s office where work will be performed in relation to the location of the projects. 4. Current and projected workload, plan to complete the work, and ability to complete the work in a timely manner. 5. Expertise and past experience of the A/E Firm in providing services on projects of similar size, scope, and features as those required on these projects. 6. Qualifications and experience of the A/E Firm s Project Manager to be assigned to these projects. 7. A/E Firm s recent (past 5 years) experience/history in designing projects within an established Design-not-to-exceed budget. 8. Financial Responsibility as evidenced by the A/E Firm s carrying Professional Liability Insurance. 9. Size of the firm relative to the size of the project. Generally, the Agency will consider the A/E Firm s overall suitability to provide the required services within the time, budget, and operational constraints of the projects, and will consider the comments and/or recommendations of the A/E Firm s previous clients, as well as other references. B. Award of Contract: After evaluation of the Proposals received in response to the RFP, the Agency shall engage in individual discussions and interviews with two or more A/E Firms deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. A/E Firms shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. A/E Firms may also propose alternative concepts or methodology. Proprietary information from competing A/E Firms (including any data on estimated man-hours or rates and the plan for accomplishing the scope of Page 6 of 12

7 work) will not be disclosed to the public or to competitors, provided such information is duly marked as Proprietary Information by the A/E Firm and the designation is justified as required by Section , Code of Virginia, as revised. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section IV (A), Evaluation Criteria, and the information provided and developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed A/E Firms whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted with the A/E Firm ranked first. If a contract satisfactory and advantageous to the Agency can be negotiated at a fee considered fair and reasonable, the award shall be made to that A/E Firm. Otherwise, negotiations with the A/E Firm ranked first shall be formally terminated and negotiations conducted with the A/E Firm ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee. Should the Agency determine in writing and in its sole discretion that only one A/E Firm is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that A/E Firm. Award of Contract is contingent on available funding. The Agency reserves the right to reject any or all proposals, and to award more or less work than contemplated. V. FEES AND PAYMENT A. The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required. B. Payment to the A/E Firm shall be negotiated upon Award of Contract. C. Any optional work shall be agreed upon in writing before the work begins. The A/E Firm shall submit an invoice to the Agency for the agreed upon price. Said invoice shall be paid within 30 (thirty) days. VI. GENERAL TERMS AND CONDITIONS A. Agency s Procurement Policy: The Agency s process of procurement shall be in accord with the Virginia Procurement Act as set forth in the Code of Virginia. B. Mandatory Use of Agency Form and Terms and Conditions: Failure to submit a proposal on the official Agency form provided for that purpose may be a cause for rejection of the proposal. Return of the complete document is required. Modification of or additions to any portion of the solicitation may be cause for rejection of the proposal; however, the Agency reserves the right to decide, on a case by case basis, in its sole discretion, whether or not to reject such a proposal. Page 7 of 12

8 C. Clarification of Terms: If any A/E Firm has questions about the specifications or other solicitation documents, the A/E Firm should contact the contract officer whose name appears on the face of the solicitation, no later than five days before the due date. Any revisions to the solicitation will be made only by addendum issued by the contract officer. D. Payment Terms: Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. However, this shall not affect offers of discounts for payment in less than 30 days. E. Invoices: Invoices for services ordered, delivered and accepted shall be submitted by the contractor to the attention of the Director of Intellectual Disability Services and mailed to the Agency address. All invoices shall show the project number and contract name assigned by the Agency. F. Default: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Agency, after due oral or written notice, may procure them from other sources and hold the A/E contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Agency may have. G. Assignment of Contract: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Agency. H. Antitrust: By entering into a contract, the offeror conveys, sells, assigns, and transfers to the Agency all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Agency under said contract. I. Anti-Discrimination: By submitting their proposals, all A/E Firms certify to the Agency that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as Page 8 of 12

9 amended, where applicable, and the Virginia Public Procurement Act which provides: In every contract over $10,000 the provisions in 1 and 2 below apply: 1. During the performance of this contract, the contractor agrees as follows: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this Section. 2. The contractor will include the provisions of 1 above in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. J. Debarment Status: By submitting their proposal, the A/E Firm certifies that it is not currently debarred from submitting proposals on contracts by any Agency of the Commonwealth of Virginia, nor is it an agent of any person or entity that is currently debarred from submitting proposals on contracts by any Agency of the Commonwealth of Virginia. K. Applicable Law and Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The A/E Firm shall comply with applicable Federal, State and local laws and regulations. L. Qualifications of A/E Firm: The Agency may make such reasonable investigations as deemed proper and necessary to determine the ability of the A/E Firm to perform the work and the A/E Firm shall furnish to the Agency all such information and data for this purpose as may be requested. The Agency reserves the right to inspect A/E Firm s physical facilities regarding its capabilities. The Agency Page 9 of 12

10 further reserves the right to reject any proposal if the evidence submitted by or investigations of such A/E Firm fails to satisfy the Agency that such A/E Firms is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein. The Agency will conduct personal interviews with representatives of the A/E Firm to determine current personnel qualifications, location relative to work, expertise, workload, capability to meet the proposed schedule, past performance on similar projects and ability to provide the service within the budgeted costs. M. Immigration Reform and Control Act of 1986: By submitting their proposals, the A/E Firm certifies that it does and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of N. Subcontracts: The A/E firm will remain fully liable and responsible for all work done by any subcontractor and assure compliance with all requirements of the contract. O. Ethics in Public Contracting: By submitting proposal, all A/E Firms certifiy that: (1) its proposal is made without collusion or fraud; (2) it has not offered or received any kickbacks or inducements from any other A/E Firm, supplier, manufacturer or subcontractor in connection with its proposal; and (3) it has not conferred with any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. P. Drug Free Workplace Policy: The A/E Firm shall comply with the applicable provisions of the Drug-Free Work Place Act of 1988 (Public Law , Title V, Subtitle D; 41 U.S.C. 701 ET SEQ) and maintain a drug-free work environment. The A/E Firm shall also comply with the relevant provisions thereof, including any amendments to the final rule that may hereafter be issued. VII. SPECIAL CONDITIONS A. OWNERSHIP OF MATERIAL Ownership of all data, material, and documentation originated and prepared for the Agency pursuant to the RFP shall belong exclusively to the Agency and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an A/E Firm shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the A/E Firm must invoke the protection of this section prior to or upon submission of the data or other Page 10 of 12

11 materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary. B. INSURANCE 1. By signing and submitting a proposal under this solicitation, the A/E Firm certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these coverages during the entire term of the contract and all coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the Contract the Agency reserves the right to require the A/E Firm to furnish certificates of insurance for the coverages required by the Agency and Commonwealth as indicated. 2. INSURANCE COVERAGES REQUIRED Worker's Compensation-Standard Workers' Compensation Policy. Broad Form Comprehensive General Liability--$500,000 Combined Single Limit, with the Danville-Pittsylvania Community Services named as additional insured. Automobile Liability--$500,000 Combined Single Limit NOTE: In addition to the above, various Professional Liability/Errors and Omissions and negligent acts coverages are required for those services indicated below. The limits as shown below are to remain in effect until the completion of the project(s). Profession/ Service Limits Architectural $1,000,000 per occurrence, $6,000,000 and Engineering aggregate 3. The A/E Firm's signature on this solicitation constitutes certification that if awarded the contract, it shall obtain the necessary coverage as specified within 10 days of notification of Award of the Contract. C. PROPOSAL ACCEPTANCE PERIOD This RFP shall be binding for sixty (60) calendar days following the RFP opening date. Any proposal on which the A/E Firm shortens the acceptance period may be rejected. Page 11 of 12

12 D. RECORDS RETENTION The A/E Firm hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment. The Agency, its authorized agents, and/or State Auditors shall have full access to and the right to examine any of said materials during said period. E. CANCELLATION OF CONTRACT The Agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty upon 60 days written notice to the A/E Firm. Any contract cancellation notice shall not relieve the A/E Firm of the obligation to deliver and/or perform on all outstanding orders issued prior to the effect. F. AVAILABILITY OF FUNDS It is understood and agreed between the Agency and the A/E Firm herein that the Agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. G. CHANGES TO THE CONTRACT The Agency may order changes within the general scope of the contract at any time by written notice to the A/E Firm. The A/E Firm shall be compensated for any additional costs incurred as the result of such order and shall submit a credit to the Agency for any savings. Said compensation shall be determined by mutual agreement in writing by the Agency and the A/E Firm. *********************************** Page 12 of 12