LEGAL ADVERTISEMENT CITY OF WINTER GARDEN REQUEST FOR QUALIFICATIONS (RFQ) RFQ #EN DESIGN CRITERIA PROFESSIONAL SERVICES

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1 LEGAL ADVERTISEMENT CITY OF WINTER GARDEN REQUEST FOR QUALIFICATIONS (RFQ) RFQ #EN DESIGN CRITERIA PROFESSIONAL SERVICES REQUEST FOR QUALIFICATIONS (RFQ) NO. EN FOR A DESIGN CRITERIA PROFESSIONAL TO PREPARE THE DESIGN CRITERIA PACKAGE FOR THE DOWNTOWN PARKING GARAGE PROJECT, WHICH IS INTENDED TO BE A DESIGN- BUILD CONTRACT; AND TO SERVE AS THE CITY S REPRESENTATIVE DURING THE SELECTION OF THE DESIGN-BUILD FIRM FOR THE PROJECT, CONCERNING THE EVALUATION OF THE RESPONSES SUBMITTED BY THE DESIGN-BUILD FIRMS; REVIEW AND APPROVE FOR COMPLIANCE OF THE DETAILED WORKING DRAWINGS FOR THE PROJECT; AND FOR EVALUATION OF THE COMPLIANCE OF THE PROJECT CONTSTRUCTION WITH THE DESIGN CRITERIA PACKAGE. The City of Winter Garden, Florida, is requesting qualification statements from a Design Criteria Professional. For the purpose of the RFQ is a firm who holds a current certificate of registration under chapter 471 as a registered engineer to practice engineering and who has documented experience in the preparation of design criteria package for public facilities and meets the minimum qualification described in this document. Qualification packages must be received no later than 4:00 p.m. (local time) on Tuesday, September 10, Any qualification packaged received after the above-noted time will not be accepted under any circumstances. Any uncertainty regarding the time a qualification package was received will be resolved against the respondent. Qualification packages submitted after this designated time will be returned unopened. Firms or companies interested in providing the Design Criteria Professional services shall submit (1) original and five (5) copies of their qualifications to the City of Winter Garden reception desk by the submission deadline to the attention of: Donald R. Cochran City of Winter Garden 300 West Plant Street RFQ EN No faxed or electronic submissions will be accepted. The City, though written inquiries directed to Donald Cochran, will receive questions regarding the RFQ. The deadline for receipt of written inquiries is September 3,

2 Pursuant to Section (2)(a), Florida Statutes, interested firms who have been placed on the convicted vendor list following a conviction for public entity crimes may not submit a proposal on a contract to provide services for a public entity, may not be awarded a consultant contract, and may not transact business with a public entity for services, the value of which exceeds $35,000, for a period of 36 months form the date of being placed on the convicted vendor list. Interested firms may obtain a copy of the RFQ documents at City Hall, 300 West Plant Street,. The RFQ documents are also available online at 2

3 I. INTRODUCTION The downtown Winter Garden historic business area has enjoyed renewed activity in its commercial and retail sectors as part of the Community Redevelopment Area project. The revitalization of the Downtown has been so successful that there is a need for sufficient convenient parking which will help provide a vibrant, urban, pedestrian-friendly downtown environment. The City will be requesting RFP s for the design and construction of an approximate vehicle-parking garage on a portion of a City-owned parcel located on 160 South Boyd Street,. The identified site provides centralized parking for the urban core. Centralized municipal parking structures enhance economic vitality of the downtown by encouraging workers and visitors to use the pedestrian ways to move between destinations. The City has identified multiple design goals that will be achieved as part of the municipal project. The parking garage must be easy to enter, drive through and park for pedestrians, bicycles, and vehicles. The parking decks shall be well lit and maintained and provide a level of security consistent with a public parking structure. The proposed parking garage will be a multi-level parking structure consisting of no more than three stories and four parking levels. The first floor of the garage will be designed to accommodate any required mechanical, electrical, fire protection, or elevator equipment rooms. The design should also compliment the current style of the historic downtown district of Winter Garden. The design-build project must provide the highest level of functionality while maintaining cost efficiency to the greatest extent possible. The City desires that the design-build criteria package be complete within 45 days of the contract commencement, construction period not exceed six (6) months and be accomplished during off-season so that impacts to the surrounding businesses will be minimal. Construction of the project shall begin May 1, II. RFQ PURPOSE The City of Winter Garden is requesting qualification statements from a Design Criteria Professional (DCP). For the purpose of this RFQ is a firm who holds a current certificate of registration under chapter 471 as a registered engineer to practice engineering and who has documented experience in the preparation of design criteria package for public facilities and meets the minimum qualifications described in this document. The DCP Consultant shall provide the City a Design Criteria Package for the City of Winter Garden Downtown Parking Garage Project no later than 45 after the contract has been signed. III. SCOPE OF SERVICES The Design Criteria Package at a minimum shall contain concise, performance-oriented drawings or specifications of the public construction project. The purpose of the Design Criteria Package is to furnish sufficient information to permit Design-Build firms to prepare a 3

4 bid or a response to the City s request for proposal, or to permit the City to enter into a negotiated Design-Build contract. The Design Criteria Package must at a minimum specify performance-based criteria for the public construction project, including the legal description of the site, survey information concerning the site, material quality standard, schematic layouts and conceptual design criteria of the project, cost or budget estimates, design and construction schedules, site development requirements, provisions for utilities, storm water retention and disposal, and parking requirements applicable to the project. Pursuant to FL (9)(b) a Design Criteria Professional (DCP) who has been selected to prepare the Design Criteria Package for the City is not eligible to render services under a Design-Build contract executed pursuant to the Design Criteria Package. The basic services provided by the DCP Consultant shall include but not be limited to preparation of bidding documents incorporating schematic design, performance specifications and design criteria for the Project (the bidding documents shall require compliance with the design criteria by the Design-Build firm awarded this Project) and enforcement of the design criteria including but not limited to notifying the City of regarding the Design-Builder s compliance or non-compliance with the requirements of the design criteria. The successful DCP Consultant will be tasked with the following duties and responsibilities: 1. Schematic The DCP Consultant shall become familiar with the Project site and shall provide the City with the following services as part of this task: a) Update the existing topographic survey. b) Provide Geotechnical Soils report. c) Provide Drainage Calculations and preliminary drainage analysis for the proposed stormwater design. d) Review and validate the City s proposed Project schedule and construction phasing plan. e) Analyze the cost estimates prepared by the City for this Project and provide an updated construction estimate. 2. Design Criteria Package The DCP Consultant shall coordinate with the City, as to the methodology, procedures, format and other specifics that the Design Criteria Package shall contain. The Design Criteria Professional shall prepare the Design Criteria Package for bidding by incorporating all information as required by the City, and all federal, state, and applicable local codes. The preparation of the design criteria bidding documents shall include, but not be limited to the following: 4

5 a) Finalize all design criteria for the Project to be utilized by Design-Build firms to bid, design and construct the Project. The design criteria shall include issues related to infrastructure design analysis of the schematic phase design, and performance specifications. b) Preparation, coordination and incorporation of all construction related documents, including front-end documents. c) Coordination of bidding documents and other related deliverables, to ensure consistency of Design-Build bid documents. d) The DCP Consultant shall consult with the City in preparation of the design criteria bid documents and shall seek approval from all applicable City staff prior to bidding the Project. 3. Bidding and Award of Contract The DCP Consultant shall assist the City in obtaining bids and in the award of the Design-Build contract for the work that was bid pursuant to the Design Criteria Contract documents. 4. Design-Builder s Design Phase The DCP Consultant shall, at a minimum, monitor the Design-Builder s design phase as follows: a) The DCP Consultant shall instruct the Design-Builder s Engineer of Record to prepare all required drawings utilizing CADD. b) The DCP Consultant shall instruct the Design-Builder s Engineer of Record team of the City s requirements as to the various phases of design and approvals required and/or mandated by the City. c) Coordinate and monitor the Design-Builder s design phases and recommend approval or disapproval to the City. d) Respond to all inquiries and evaluate alternatives presented from the Design- Builder for compliance with the bidding documents and possible City approval. e) Review all Design-Builder s documentation at all phases of design, submit and obtain review comments and subsequent approvals from the City s departments having the authority to review the Project. 5. Construction Phase The DCP Consultant shall ensure and require that the Design-Builders Engineer of Record team provide construction administration of the construction to ascertain compliance with all approved construction documents 5

6 This shall include but not be limited to construction administration of the Design-Build Construction Contract as set forth in City s agreement with the DCP Consultant and in the General Conditions of the Design-Build Construction Contract, unless otherwise provided in City s agreement with the DCP Consultant. On the basis of on-site observations as the DCP Consultant, the DCP Consultant shall keep the City and Design-Builder informed immediately in writing of the progress or lack of progress and quality of the construction work and shall endeavor to guard the City against defects and deficiencies in said work. The Consultant shall at all times have access to the work, whether it is in the preparation stage or in progress. The DCP Consultant shall conduct on-site observation visits during the construction of the Project. Compensation for each authorized site visit shall be determined during negotiations at a lump sum cost per visit. The frequency of the on-site visits will be determined by the City s Projects Manager based on the Design-Builder s schedule. The DCP Consultant shall prepare a monthly progress report in the format acceptable to the City. 6. Design-Builders Submittals The DCP Consultant shall review and evaluate samples, schedules, shop drawings, and other submissions for conformance with the Design Criteria and the Design-Build Contract documents. The DCP Consultant shall also prepare in a timely manner change order items, including the proper documentation, for the City s review and approval. The DCP Consultant shall assemble, for transmittal to the City other written items required for the Design-Builder including, but not limited to, shop drawings, guarantees, operation and maintenance manuals, and releases of claim and record documents. 7. Quality Control The DCP Consultant shall evaluate the materials and/or workmanship for conformance with the Design-Build Contract Documents, evaluate quality control testing reports, advise the Design-Builder and the City immediately of any unacceptable materials and workmanship the DCP Consultant may discover and ensure that the Design-Builder take appropriate action to remedy unacceptable conditions. 8. Certification for Payments The DCP Consultant shall require that the Design-Builder s Engineer of Record review and approve all requisitions for payment prior to submitting them to the DCP Consultant. The DCP Consultant shall review the Design-Builder s notarized requisitions for payment, along with the schedule of values, the Project schedule, and other requirements as noted in the construction contract and shall determine the amounts to be paid to the Design-Builder and shall recommend for City s approval 6

7 certificates for payments in such amounts. These certificates will constitute a representation to the City that the work has progressed to the point indicated. 9. Record Drawings Upon completion of construction, the DCP Consultant shall coordinate and require that the Design-Builder s Engineer of Record, utilizing record data provided by the Design- Builder along with the Engineer of Record s own record data, shall revise and update the original working drawings showing all changes made by addenda, substitutions, change orders or field instructions during construction, in accordance with the Design- Build Contract. After original working drawings have been updated by the Design- Builder s Engineer of Record to conform to the record data, and after review and approval of these record drawings has been obtained from the Consultant and the City, the DCP Consultant shall require the Engineer of Record and the Design-Builder s expense for duplication, to furnish the City these documents pursuant to the Design Build contract. 10. Substantial Completion Upon notification from the Design-Builder s Engineer of Record that the Project is substantially complete including, but not limited to, the Design Builder s contract and all Regulatory Agency and Life Safety Standards, the Consultant shall promptly do the following: Conduct inspections to determine the date or dates of substantial completion for the project. If the project is found substantially complete and in accordance with the Design-Build Contract documents, the DCP Consultant shall then certify that to the best of the DCP Consultant s knowledge and professional judgment the Project has been constructed in accordance with the Contract Documents, and shall furnish such other certification as required by applicable laws or regulations. If the Project is deemed to be incomplete, the DCP Consultant shall notify the Design-Builder in writing of the deficiencies and shall verify the Design-Builder s correction of the deficiencies, as required, and shall then certify. 11. Final Completion If the DCP Consultant finds the Project to be complete and acceptable, the DCP Consultant shall obtain the City s approval to advise the Contractor of acceptance and commencement of the warranty period. 12. Project Closeout Upon acceptance of the Project by the City as outlined in the Design Build contract, the DCP Consultant shall immediately commence the closeout of the Project, finalizing all aspects of the construction phase, including: obtaining from the Design-Builder s Engineer of Record all required submittals, such as marked-up record documents, warranties, operating and maintenance manuals, releases of claim; updating and submitting record documents; verifying the Contractor s completion of punch list items; assisting the City with respect to the final inspection by all authorizing jurisdictions; completing the processing of any remaining contract change orders; evaluating the 7

8 assessment of liquidated damages, if any, and reviewing and processing final payments to the contractors. IV. SELECTION PROCESS AND SCORING A. Description Of Selection Process A city selection committee will evaluate each respondent s qualifications and will shortlist and recommend to the City Commission no fewer than three (3) firms to provide the requested services. The City Commission s decision shall be final. The criteria for selection shall be based on the selection criteria below, including the firm s qualifications, service location, past performance, and reference checks. The City reserves the right, before awarding the contract, to require a respondent to submit evidence of its qualifications, as it may deem necessary. The City shall be the sole judge of the competency of respondents. All successful respondents shall be required to execute an agreement that provides, among other things, that all plans, drawings, reports, and specifications that result from respondent s services shall become the property of the City. Upon the successful negotiation of an agreement, a formal contract will be prepared and submitted to the City Commission for approval, and executed by both parties. B. Scoring Criteria Qualification packages will be reviewed and evaluated by a selection committee and a short list of qualified firms may be invited to make a formal presentation. The qualification packages will be reviewed and evaluated in accordance with the following criteria and weighting factors: 1. Overall experience of the firm 20% 2. Past performance and experience of the firm 20% 3. Past performance and experience with or in the City 20% 4. Ability to meet time and budget requirements 15% 5. Effect of legal action against the firm 15% 6. Location of the office and proximity to the City of Winter Garden 5% 5. Project workloads of the firm 5% V. SUBMISSION REQUIREMENTS The interested and qualified firms shall submit a Statement of Qualifications describing their qualifications and experience in the type of work requested. Submissions shall be singlesided, portrait orientation, 12-point font. The required submission material includes the following: 8

9 A. Firm s Qualifications List of firm s employees, their qualifications, and their role in providing the services to be performed. Firm s and employee s certifications and registration with regulatory agencies, professional organizations, etc. List of firm s sub-consultants, their qualifications, and their role in providing the services to be performed. List of firm s other current or recently completed similar services within the past two (2) years with other public or private agencies. List and quantity of firm s (and firm s sub-consultants, if applicable) equipment including CADD workstations, traffic counters, etc. List of at least three (3) client references to include organization name, contact person, telephone number(s), and address. B. Firm s Office Location List the location of all offices (firm and sub-consultants) involved with this project and approximate distance (in miles) and time (in hours) to City Hall. The City reserves the right to accept or reject any or all submittals that it may, in its sole discretion, deem unresponsive or waive technicalities that best serve the overall interests of the City. Cost of preparation of a response to the RFQ is solely that of the Consultant and the City assumes no responsibility for such cost incurred by the Consultant. Any request to withdraw a qualification package must be addressed in writing as above. Such requests must be received by the City prior to the deadline for submission. C. Proof of Professional Liability Insurance Provide a current insurance certificate providing proof of Professional Liability Insurance. The successful respondent shall be required to provide evidence of both general (public and property) liability and professional (design errors and omissions) liability insurance in the form of a certificate of insurance issued on behalf of the City of Winter Garden by companies acceptable to the City at the following minimum limits and coverages with deductible amounts acceptable to the City: Comprehensive General Liability Insurance: $1,000, (The City of Winter Garden is to be named 9

10 as an additional insured.) Professional Liability Insurance: $1,000, (Design errors and omission) The contractor shall not commence any work in connection with an agreement until all of the following types of insurance have been obtained and such insurance has been approved by the City, nor shall the contractor allow any subcontractor to commence work on a subcontract until all similar insurance required of the subcontractor has been so obtained and approved. Policies other than workers compensation shall be issued only by companies authorized by subsisting certificates of authority issued to the companies by the Department of Insurance of Florida that maintain a Best s Rating of A or better and a Financial Size Category of VII or better according to the A.M. Best Company. Policies for workers compensation may be issued by companies authorized as a group self-insurer by F.S , Florida Statutes. a) Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any sums of money, which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the consultant and/or subcontractor providing such insurance. b) Workers Compensation Insurance: The contractor shall obtain during the life of this Agreement, workers compensation insurance with employer s liability limits of $500,000/$500,000/$500,000 for all the contractor s employees connected with the work of this project and, in the event any work is sublet, the contractor shall require the subcontractor similarly to provide workers compensation insurance for all of the latter s employees unless such employees are covered by the protection afforded by the consultant. Such insurance shall comply fully with the Florida workers compensation law. In case any class of employees engaged in hazardous work under this contract for the City is not protected under the workers compensation statute, the consultant shall provide, and cause each subcontractor to provide adequate insurance, satisfactory to the City, for the protection of the consultant s employees not otherwise protected. Include waiver of subrogation in favor of the City of Winter Garden c) Contractor s Public Liability and Property Damage Insurance: The contractor shall obtain during the life of this Agreement COMMERCIAL AUTOMOBILE COVERAGE, this policy should name the City of Winter Garden as an additional insured, and shall protect the contractor from claims for damage for personal injury, including accidental death, as well as claims for property damages which may arise from operations under this Agreement whether such operations be by the contractor or by anyone 10

11 directly or indirectly employed by the contractor, and the amount of such insurance shall be the minimum limits as follows: Automobile Bodily Injury Liability & Property Damage Liability $1,000,000 Combined single limit per occurrence (each person, each accident) All covered automobile will be covered via symbol 1 Liability coverage will include hired and non-owned automobile liability Include waiver of subrogation in favor of the City of Winter Garden Comprehensive General Liability (Occurrence Form) This policy should name the City of Winter Garden and additional insured and should indicate that the insurance of the consultant is primary and not contributory over the insurance of the City of Winter Garden. $2,000,000 GENERAL AGGREGATE $1,000,000 PRODUCTS-COMPLETED OPERATIONS AGGREGATE $1,000,000 PER OCCURRENCE $1,000,000 PERSONAL AND ADVERTISING INJURY Include waiver of subrogation in favor of the City of Winter Garden Subcontractor s Comprehensive General Liability, Automobile Liability and Workers Compensation Insurance: The contractor shall require each subcontractor to procure and maintain during the life of this subcontract, insurance of the type specified above or insure the activities of these subcontractors in the contractor s policy, as specified above. Owner s Protective Liability Insurance: The contractor shall procure and furnish an owner s protective liability insurance policy with the following limits: $1,000,000, and per occurrence, $2,000,000. Aggregate and naming the City of Winter Garden as the Named Insured. Contractual Liability Work Contract: The contractor s insurance shall also include contractual liability coverage. NOTE: PUBLIC LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE, THE CITY SHALL BE NAMED AS ADDITIONAL INSURED. $1,000,000 PER OCCURRENCE $2,000,000 AGGREGATE Certificates of Insurance: Certificate of Insurance Form, naming the City of Winter Garden as an additional insured will be furnished by the contractor upon notice of award. These shall be completed by the authorized resident agent and returned to the office of the buyer. This certificate shall be dated and show: The name of the insured contractor, the specific job by name and job number, the name of the insurer, the number of the policy, its effective date, its termination date. Statement that the insurer shall mail notice to the owner at least thirty 11

12 (30) days prior to any material changes in provisions or cancellation of the policy. 12