ARCHITECTURAL SERVICES FEMA HOUSE ELEVATION PROJECT

Transcription

1 VILLAGE OF LISLE REQUEST FOR QUALIFICATIONS ( RFQ ) #1247 ARCHITECTURAL SERVICES FEMA HOUSE ELEVATION PROJECT DUE BY: FRIDAY, JULY 28, 2017AT 11:00 AM CST BUSINESS OFFICE 925 BURLINGTON AVE, LISLE, IL Prepared By: Marilyn L. Sucoe, P.E., CFM Staff Engineer/Stormwater Administrator msucoe@villageoflisle.org & Joe Catalano Procurement Services Manager jcatalano@villageoflisle.org

2 I. Project Overview The Village of Lisle s Community and Economic Development Department (the Village ), is soliciting qualifications ( Submittal ) from interested and qualified architects to provide professional architectural design services for residential home elevations (the Project ). The Project includes activities necessary to design, permit, and elevate five (5) residential structures at least three-feet above the base flood elevation of the East Branch of the DuPage River or as required by Village Code at time of permitting. The Village intends to enter into an agreement with the selected firm/individual(s). An example agreement is attached hereon as Attachment 1. II. Deliverables The deliverables for the Project shall include but not be limited to: homeowner consultation, design plans, specifications, drawings, bid process and construction oversight. III. Background The Village of Lisle was awarded flood mitigation funds under the Hazard Mitigation Grant Program (HMGP) for elevation of five residential structures located in the floodplain of the East Branch of the DuPage River. The elevations are to be completed by October Federal and state laws and policies govern the program, including procurement, contracting, competition and grant administration. IV. Scope of Work The selected firm(s) or individual(s) shall provide Deliverables in accordance with the Federal Emergency Management Agency, the National Flood Insurance Program, DuPage County Stormwater and Flood Plain Ordinance, as amended by the Village, and the Village of Lisle Building Codes. The Scope of Work incudes, but is not limited to: a. Kick off Meeting. This meeting with project manager and Village Building official will include a site visit to develop conceptual design and evaluate any site specific requirements. b. Homeowner Consultation. Once conceptual drawing have been developed, this includes a meeting with the Project Manager and the Homeowner(s) to discuss conceptual design and address comments, modifications and answer the homeowner(s) comments, requests for

3 modifications, and questions c. Design Plans, Specifications & Drawings. Includes, but is not limited to, floor plans, specifications, elevations, diagrams, sections, schedules, and details in sufficient detail to permit the Village of Lisle to issue Invitation to Bid ( ITB ), obtain the necessary certifications and permits from DuPage County and the Village of Lisle, and secure a qualified contractor. In addition, all necessary architectural, mechanical, plumbing, and electrical items for the complete elevation of the homes shall be included as well. The home elevation design shall incorporate, but not be limited to, the following items: i. First floor of homes shall be elevated at a minimum to the Flood Protection Elevation (FPE), as defined in the Village Code. The elevation project must be designed and adequately anchored to prevent flotation, collapse or lateral movement of the structure due to hydrodynamic and hydrostatic loads, including the effects of buoyancy. The method of elevation shall be determined by the engineer/architect. Available methods are thoroughly described in both FEMA Publication P-312 (Chapter 5) and FEMA 347. Fully enclosed areas below the lowest shall be designed to automatically equalize hydrostatic flood forces on exterior walls by allowing for the entry and exit of floodwaters. Designs for meeting this requirement must either be certified by a registered professional engineer or architect or meet or exceed the criteria in 44 CFR Section 60.3(c)(5). Guidance on meeting this requirement can be found in FEMA TB-1, Openings in Foundation Walls and Walls of Enclosures (2008). ii. iii. iv. All utilities, such as hot water tanks, furnaces, HVAC, heating ducts, electric panels, telephone junction boxes, washing machine, clothes dryer, etc. shall be relocated and elevated at or above the FPE. The only electrical fixtures allowable at or below the flood protection elevation are the minimum necessary to meet local safety codes. These electrical fixtures must be of exterior quality, outdoor grade, plastic and/or ceramic. Stairways and handicapped ramps shall be modified or constructed to provide access to homes. Access shall be maintained and/or provided at all entrances. Porches, decks and other attachments to home shall be elevated as necessary. Eligible costs include the elevation of structural items. Basements, defined as an enclosed building area below grade on all four walls, must be eliminated.

4 v. Since the basements are to be eliminated and many homes have utilities in the basements, a 10 x 10 utility room, constructed at a minimum to the Flood Protection Elevation, may be incorporated into the plans for elevation of the home. Use of abandoned stairwells or horizontal furnace and water heaters may also be considered. vi. vii. viii. ix. The repair to the structure s foundation is eligible if the repair is necessary to ensure the safe and adequate elevation of the structure. Turning off, extending, and turning on utility services including electric, telephone, gas, water, sewer, communications, and cable television. Temporary removal and storage of foundation plantings and replanting. The homeowner will be responsible for all costs above the minimum requirements included in the Hazard Mitigation Grant Program project. x. Per FEMA HMGP guidelines the project must be compliant with 2006 International Residential Code or One- and Two- Family Dwellings published by the International Code Council. d. Bid Process Oversight. Includes, but is not limited to, providing the Village with all necessary documents, forms, and certification as required by law or best practice to be included in ITB. In addition, the selected individual(s) or firm shall provide oversight and guidance during all phases of the ITB process, including drafting of the documents, reviewing and tabulating responses, and selecting qualified contractor to perform the work. e. Construction Oversight. Includes, but is not limited to, any inspections, meetings or site visits with the selected contractor that may be necessary to insure proper construction. V. Submission Requirements Submittal shall be organized in the following manner and include the following: A. Company Information. Provide the company name, address, phone number, and names of principals.

5 B. Personnel Qualifications. Identify the individuals who will be involved in the project and their responsibilities. Provide resumes of key team members. Provide a complete list of any sub-consultants that will be used for the project and indicate their primary contact name and contact information. C. Experience. Describe local experience with home elevation and any relevant experience that uniquely qualifies firm or individual for this project. Discuss experience with the Village of Lisle, DuPage County and local construction conditions. D. References. Include at least three references by including name, organization, title, address, address and telephone number. The Village reserves the right to contact any organizations or individuals listed. E. Proximity to Project Location. Describes the firm s ability to respond to field conditions or issues that may arise during design or construction. F. Statement of Technical Approach. Given the detail provided within Scope of Work section of this document, include a statement of the technical approach to be used in this project including potential alternatives. Describe any project approaches or ideas that you would apply to this project. VI. Submittal Interested firms shall submit one (1) original and two (2) copies of their qualifications in a sealed envelope plainly marked with the title of the RFQ and the submitter s full legal name. It shall be addressed and delivered to the place and before the time set forth above. Qualifications may be delivered by mail or in person. Submittals received after the time specified above will be returned unopened. VII. Selection Process Submittals will be evaluated and ranked based upon the following criteria, with 100 Points possible: Personnel Qualifications, 25 Points; Experience & References, 25 Points; Proximity to project Location, 10 Points; and Technical Approach, 40 Points. The Village intends to review and evaluate each Submittal, then select and

6 interview up to three (3) firms/individuals considered most qualified to provide the Services. During the interview process, selected firms may be requested to make an oral presentation before the Village's Evaluation Team. The Village's representative will provide additional details outlining the preferred content of the presentation to each firm or individual(s) that are invited to participate. The Village shall not be responsible for any costs incurred by any person or entity to prepare, submit or present its response to this request. Additionally, the Village reserves the right in its sole and absolute discretion to reject any and all statements, to waive any irregularities in any submitted statement or to accept any statement, which will best serve the interest of the Village. The Village reserves the right to enter into an agreement with one or more firms/individuals as necessary in order to complete the elevations by the grant deadline. VIII. Miscellaneous Information All Submittals received in response to this request must remain valid for at least 60 days following the date of submission. All questions should be ed to by 5:00 PM CST on July 20, Responses will be provided in an addendum published to the Village s website. Attachments Example Front End - Professional Service Agreement

7 CUT AND ATTACH LABEL ON OUTSIDE OF SEALED PROPOSAL RFQ# 1247 ARCHITECTURAL SERVICES FEMA HOUSE ELEVATION PROJECT DUE DATE: FRIDAY, JULY 28, 2017 AT 11:00 AM CST COMPANY S LEGAL NAME COMPANY ADDRESS

8 ATTACHMENT 1 Example Agreement INDEPENDENT CONSULTANTS AGREEMENT FOR PROFESSIONAL AND OTHER SERVICES THIS AGREEMENT entered into by and between (hereafter the Consultant ) and VILLAGE OF LISLE (hereafter VILLAGE ). WHEREAS, Consultant will be performing work and providing services for VILLAGE (hereafter, Work ) as set forth in the proposal and the following documents:, all of which are attached hereto as Exhibit A; and WHEREAS, this Agreement, together with the documents attached as Exhibit A, constitute the Contract Documents setting forth the rights, duties and obligations of the parties; and WHEREAS, Consultant may have Subcontractors, material suppliers and one or more employees engaged in the performance of said work. NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, and other good and valuable consideration received and to be received, the Consultant hereby further agrees: 1. To comply with all applicable laws, regulations, and rules promulgated by any Federal, State, County, Municipal and or other governmental unit or regulatory body now in effect during the performance of the work. By way of example, the following are included within the scope of the laws, regulations and rules referred to in this paragraph, but in no way to operate as a limitation on the laws, regulations and rules with which CONSULTANT must comply, are all forms of Workers Compensation Laws, all terms of the Equal Employment Opportunity Clause of the Illinois Fair Employment Practices Commission, any applicable prevailing wage laws, the Illinois Preference Act, the Social Security Act, Statutes relating to contracts let by units of government, all applicable Civil Rights and Anti- Discrimination Laws and Regulations, and traffic and public utility regulations. 2. To the fullest extent permitted by law, to waive any and all rights of contribution against VILLAGE and to indemnify and hold harmless VILLAGE and its officers, officials, employees, volunteers and agents from and against all claims, damages, losses and expenses, including, but not limited to, legal fees (attorney s and paralegal s fees, expert fees and court costs) arising out of or resulting from the performance of CONSULTANT s work, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or injury to or destruction of property, other than the work itself, including the loss of use resulting therefrom, or is attributable to misuse or improper use of trademark or copyright protected material or otherwise protected intellectual property, to the extent it is caused in whole or in part by any wrongful or negligent act or omission of CONSULTANT, any Subcontractor, anyone directly or indirectly employed by any of

9 ATTACHMENT 1 them or anyone for whose acts any of them may be liable. Such obligation shall not be construed to negate, abridge or otherwise reduce any other right to indemnity which VILLAGE would otherwise have. CONSULTANT shall similarly, protect, indemnify and hold and save harmless, VILLAGE, its officers, officials, employee, volunteers and agents against and from any and all claims, costs, causes, actions and expenses, including, but not limited to, legal fees, incurred by reason of CONSULTANT s breach of any of its obligations under, or CONSULTANT s default of any provisions of the Contract. The indemnification obligations under this paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for CONSULTANT or any Subcontractor under Workers Compensation or Disability Benefit Acts or Employee Benefit Acts. 3. To keep in force, to the satisfaction of VILLAGE, at all times during the performance of any work referred to above, the following insurance coverage: Professional Liability Insurance CONSULTANT shall obtain and maintain, at his own expense, CONSULTANT's professional liability insurance in the amount of Five Hundred Thousand Dollars ($500,000.00) (including a broad form contractual liability coverage with all coverage retroactive to the earlier date of this Agreement of the commencement of CONSULTANT's services in relation to the project) for each claim with respect to negligent acts, errors and omissions in connection with professional services to be provided under the contract with a deductible not to exceed $50,000 without prior written approval. Said coverage shall be maintained for a period of three (3) years after the date of final payment. Liability Insurance A. Commercial General and Umbrella Liability Insurance CONSULTANT shall maintain commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this project/location. CGL insurance shall cover liability arising from premises, operations, independent Consultants, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract *(including the tort liability of another assumed in a business contract). VILLAGE shall be included as an insured under the CGL. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance afforded to VILLAGE.

10 ATTACHMENT 1 There shall be no endorsement or modification of the CGL limiting the scope of coverage for liability arising from explosion, collapse, or underground property damage. B. Business Auto (if applicable) and Umbrella Liability Insurance CONSULTANT shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto including owned, hired and non-owned autos. C. Workers Compensation Insurance CONSULTANT shall maintain workers' compensation as required by statute and employers liability insurance. The commercial umbrella and/or employers liability limits shall not be less than $500,000 each accident for bodily injury by accident or $500,000 each employee for bodily injury by disease. D. General Insurance Provisions 1. Evidence of Insurance Prior to beginning work, CONSULTANT shall furnish VILLAGE with a certificate(s) of insurance and applicable policy endorsement(s), executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth above. All certificates shall provide for 30 days' written notice to VILLAGE prior to the cancellation or material change of any insurance referred to therein. Written notice to VILLAGE shall be by certified mail, return receipt requested. Failure of VILLAGE to demand such certificate, endorsement or other evidence of full compliance with these insurance requirements or failure of VILLAGE to identify a deficiency from evidence that is provided shall not be construed as a waiver of CONSULTANT's obligation to maintain such insurance. VILLAGE shall have the right, but not the obligation, of prohibiting CONSULTANT from entering the project site until such certificates or other evidence that insurance has been placed in complete compliance with these requirements is received and approved by VILLAGE. Failure to maintain the required insurance may result in termination of this contract at VILLAGE's option.

11 ATTACHMENT 1 CONSULTANT shall provide certified copies of all insurance policies required above within 10 days of VILLAGE's written request for said copies. 2. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to the VILLAGE. At the option of the VILLAGE, CONSULTANT may be asked to eliminate such deductibles or self-insured retentions as respects the VILLAGE, its officers, officials and employees or required to procure a bond guaranteeing payment of losses and other related costs including but not limited to investigations, claim administration and defense expenses. 3. Sub-Contractors CONSULTANT shall cause each consultant employed by CONSULTANT to purchase and maintain insurance of the type specified above. When requested by the VILLAGE, CONSULTANT shall furnish copies of certificates of insurance evidencing coverage for each consultant. Miscellaneous Insurance Provisions Under no circumstances shall the VILLAGE be deemed to have waived any of the insurance requirements of this Contract by any action or omission, including but not limited to: (a) allowing any work to commence by CONSULTANT before receipt of certificates of insurance; (b) failing to review any certificates of insurance received from CONSULTANT; (c) failing to advise CONSULTANT that any certificate of insurance fails to contain all the required insurance provisions, or is otherwise deficient in any manner. CONSULTANT agrees that the obligation to provide the insurance required by these documents is solely its responsibility and that this is a requirement which cannot be waived by any conduct, action, inaction or omission by the VILLAGE. Nothing contained in this Contract is to be construed as limiting the liability of CONSULTANT. The VILLAGE does not, in any way, represent that the coverages or limits of insurance specified is sufficient or adequate to protect the VILLAGE, or CONSULTANT, but are merely minimums. The obligations of CONSULTANT to purchase insurance shall not, in any way, limit its obligations to the VILLAGE in the event that the VILLAGE should suffer an injury or loss in excess of the amount recoverable through insurance, or any loss or portion of a loss which is not covered by CONSULTANT's insurance.

12 ATTACHMENT 1 In the event CONSULTANT fails to furnish and maintain the insurance required by this Contract, the VILLAGE, upon 7 days written notice, may purchase such insurance on behalf of CONSULTANT, and CONSULTANT shall pay the cost thereof to the VILLAGE upon demand or shall have such cost deducted from any payments due CONSULTANT. CONSULTANT agrees to furnish to the VILLAGE the information needed to obtain such insurance. All insurance provided by CONSULTANT shall provide that the insurance shall apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits of the insurer's liability. 4. To furnish any affidavit or Certificate in connection with the work covered by this agreement as required by law. 5. CONSULTANT grants to VILLAGE, in perpetuity, a license to use the drawings, specifications and other work products of CONSULTANT and its consultants for its own purposes. Reuse of any of the drawings, specifications or other work products of CONSULTANT and its consultants without the written consent of CONSULTANT, and/or the consultant, as the case may be, shall be at the risk of the VILLAGE and VILLAGE agrees to indemnify, defend and hold harmless CONSULTANT, and/or its consultant, as the case may be, from all claims, damages, and expenses, including attorneys fees, arising out of such unauthorized reuse. VILLAGE shall endeavor to give CONSULTANT prior written notice of VILLAGE s intent to reuse any work products. 6. CONSULTANT agrees to maintain, without charge to the VILLAGE, all records and documents for projects of the VILLAGE in compliance with the Freedom of Information Act, 5 ILCS 140/1 et seq. In addition, CONSULTANT shall produce records which are responsive to a request received by the VILLAGE under the Freedom of Information Act so that the VILLAGE may provide records to those requesting them within the time frames required. If additional time is necessary to compile records in response to a request, then CONSULTANT shall so notify the VILLAGE and if possible, the VILLAGE shall request an extension so as to comply with the Act. In the event that the VILLAGE is found to have not complied with the Freedom of Information Act due to CONSULTANT s failure to produce documents or otherwise appropriately respond to a request under the Act, then CONSULTANT shall indemnify and hold the VILLAGE harmless, and pay all amounts determined to be due including but not limited to fines, costs, attorneys fees and penalties.

13 ATTACHMENT 1 IT IS MUTUALLY UNDERSTOOD AND AGREED that CONSULTANT shall have the full control of the ways and means of performing the work referred to above and that CONSULTANT or its employees, representatives or Subcontractor are in no sense employees of VILLAGE, it being specifically agreed that CONSULTANT bears the relationship of an independent CONSULTANT to VILLAGE. This agreement shall be in full force and effect from the day of, 20 until such time as it is terminated by VILLAGE. IN WITNESS WHEREOF, THE PARTIES have executed this Agreement this day of, 20. VILLAGE OF LISLE CONSULTANT Name Title Date Name Title Date , v. 1