REQUEST FOR PROPOSAL (RFP) FOR ARCHITECTURAL/ENGINEERING SERVICES FOR MAJOR IMPROVEMENTS FOR RECREATIONAL OPPORTUNITIES IN ROTARY PARK

Transcription

1 REQUEST FOR PROPOSAL (RFP) FOR ARCHITECTURAL/ENGINEERING SERVICES FOR MAJOR IMPROVEMENTS FOR RECREATIONAL OPPORTUNITIES IN ROTARY PARK Kraig Boynton, Purchasing Agent City of Galesburg 55 W. Tompkins St. Galesburg, IL RFP Circulation Date: May 3, 2014 PROPOSALS DUE NO LATER THAN 11:00 A.M., MAY 21, 2014 (4 COPIES) TO THE ATTENTION OF KRAIG BOYNTON, PURCHASING AGENT.

2 CITY OF GALESBURG PURCHASING 55 West Tompkins Street Galesburg, IL Phone: 309/ REQUEST FOR PROPOSALS ARCHITECTURAL/ENGINEERING SERVICES FOR MAJOR IMPROVEMENTS OF RECREATIONAL OPPORTUNITIES IN ROTARY PARK CITY OF GALESBURG, ILLINOIS The City of Galesburg is seeking Requests for Proposals (RFP) to provide architectural/engineering services for major improvements of recreational opportunities in Rotary Park. If you are interested in pursuing the work as outlined herein, please submit your proposal to Kraig Boynton, Purchasing Agent, 55 West Tompkins Street, Galesburg, IL no later than 11:00 a.m. local time May 21, GENERAL INFORMATION: The City of Galesburg will renovate and improve the 12.1 acre Rotary Park site by constructing a walking/jogging trail, two off street parking lots, a combination ice rink detention pond with warming shelter, a rain garden, restroom facilities, zero depth spray pad, a slide and swing set and a ball field backstop with trees and landscaping. This work shall consist of preparing the necessary plans, specifications and construction cost estimate for major renovation and improvements at Rotary Park, Galesburg, IL. This work shall be covered by a written contract between the City of Galesburg and consultant selected to provide these services. The consultant agrees to secure the services of a design professional subconsultant with background in park and recreation development. Site inspections can be arranged by contacting Mr. Larry Cox, Director of Public Works at 309/ It is critical to complete this project in a timely manner. Time is of the essence. The selected consultant will be expected to have available staff to begin work soon after award and available staff to begin work soon after award and complete the work in a timely manner. Consultants submitting proposals shall submit a Not to Exceed dollar amount for each of the phases listed herein, while actual costs will be based upon hourly rates of the various disciplines including but

3 not limited to architectural/landscape architectural, mechanical, electrical and structural engineers and any other services required of the project. SCOPE OF WORK: The Proposal Area The proposed project area is shown on Attachment A and is delineated by the bold property line. The proposed development items are shown on Attachment B. The total budgeted funds for all work, including design fees is $660,000. The consultant shall carry out the following tasks: TASK ONE Design Development This task is designed to match the existing park master plan with the physical characteristics of the site, making any design changes required due to topography, drainage, or prior work at the park. 1.1 Base Map The consultant and its sub-consultant will review and utilize current city supplied digitally surveyed topographic base map data in the assembling of a project base map. Any additional improvements by the city will be incorporated onto our base as well. 1.2 Design Development The site improvement plans for the property will show and incorporate the following: A. Hardscape elements: Pavements- both vehicular and pedestrian Utilities including storm water structures, water, lighting Site furnishings seating, drinking fountain, play structures, sports equipment, signage, special decking. B. Grading: Find and mass grading of pavement area Fine grading of softscape areas Drainage structures for hardscape (and softscape) areas C. Softscape/Planting Plans: Identify plant species, spacing and quantities for the various planting zones including: Wetland/Mesic Zone Prairie Zone Open Lawn/Traditional Park Area The consultant will verify location of existing plantings from a field inspection.

4 1.3 Preliminary Cost Estimate A detailed cost estimate will be prepared for the proposed improvements. The cost estimates will be broken down by discipline or trade and provide both the city and consultant an opportunity to evaluate the proposed improvements. 1.4 City Review (Meeting One/Review One) After the city has had the opportunity to review both the design development plans and the cost estimate, the consultant team shall meet with the city s appropriate representative or agencies to discuss the design development plans. TASK TWO Construction Documents 2.1 Construction Documents The consultant and its sub-consultant(s) will incorporate appropriate review comments received under Task One prior to commencing with the construction document phase of the contract. Construction documents will further refine those scope items identified under Task 1.1 Design Development. These construction documents will include graphic and written information necessary to bid and construct the project improvements. Plans at no less than 1 = 30 scale Construction details (at an appropriate scale) Notes and Legends Specifications 2.2 Construction Document Review The consultant and its sub-consultant(s) will submit a 90% construction document review set to the city for the final review prior to finalizing the documents (Review Two). 2.3 Revised Construction Documents Appropriate review comments received from the city review will be incorporated into the final construction documents % Construction Documents The consultant and its sub-consultant(s) will provide the city with twenty (20) sets of the documents (Plan sheets and unbound specifications) suitable for the city to solicit and administer for bids and one copy of the plan sheets in Auto Cad compatible digital format. TASK THREE Design Implementation 3.1 The consultant and its sub-consultants will each provide the following construction site visit meetings: Project kick-off meeting (Meeting 2) 50% completion walk thru (Meeting 3) Substantial completion walk thru (Meeting 4)

5 Additional Services A. Prepare additional graphics that may be required to deem necessary by the city or outside review parties to better convey images of proposed landscape improvements. These may include site sections, elevations, interpretive signage details, and or perspectives of the proposed landscape median designs and their surrounding context. B. Any public hearings or meetings that the consultant is required or asked to attend regarding this proposal s scope of services. C. Any additional meeting other than those specified above. D. Provide construction/contract administration consisting of Bid Administration Planting verification (tag trees at nursery, etc.) Site coordination and inspections, preparation of punch list and follow-up inspections. E. Materials not furnished by the city are deemed necessary to conduct the work such as digital, print or reproducible originals or copies of property surveys, utilities, topographic and spot elevation maps, prints, photographs, reprints, aerial survey, etc. of the project area as well as adjacent properties. BIDDING The architect/engineer shall assist the city in obtaining bids and assist in awarding and preparing contracts for construction. SUBMITTALS Consultants responding to this RFP shall submit the following as part of their proposal: 1. Name, size and description of firm. 2. Location of main office where work will be accomplished. 3. Qualifications and previous experience with similar projects. 4. Resumes of key personnel who would be assigned to this project. 5. Names, addresses and phone number of references associated with previous work experience. 6. Completed Certificate of Compliance (see attachment). 7. Completed Proposal Form (see attachment) Provide in a separate sealed envelope - 8. Any additional comments or information you may believe to be relevant. 9. Items 1 through 8 for each sub-consultant. Proposals will be ranked upon the professional qualifications (Item 1 through 5, above) and time required to complete the work. The cost of professional services, although required as a part of the proposal, does not enter into the ranking process. It will however, determine whether the desired services are affordable within our budget constraints after the proposal effectively addressing our needs is selected. Applicable cost documents should be placed in a separate sealed envelope and labeled Pricing for Arch/Eng Services for Rotary Park Project. The outer label of this envelope should clearly state the name and address of the contractor. Note: While four copies of the proposal are required to be submitted; only one copy of the pricing shall be required for submittal.

6 ROTARY PARK IMPROVEMENTS PROJECT INFORMATION SHEET If adequate space is not provided for a complete response, please attach additional pages as necessary and identify by number. Proposals will not be considered responsive unless all requests for information are provided. Please us such terms as none, not applicable, unknown, etc. if requested information does not pertain or cannot be provided. 1. Please indicate the response that best describes your business Sole Proprietor Partnership Corporation Other (please explain) 2. Firm Name: Address: Telephone: FAX: First Date in Business: 3. Is your Firm involved in any proceedings that may affect the ability of the firm to continue under the current firm name for the duration of the project? Yes No If yes, please explain (use additional page) 4. Is your firm up for sale? Yes No If yes, please explain (use additional page) 5. Primary Staff to be assigned to the project: (Please indicate college degree and certifications, if any, of personnel listed). Owner/Partner: Project Supervisor: Principal Professional(s):

7 Other Significant Technicians and Employees to be assigned: Please provide resume for project supervisor and principal professionals to be assigned at time of proposal submission for personnel listed above. 6. Estimated project hours of work reflected I the lump sum proposal are as follows: A. Owner/Partner: Hours B. Professionals: Hours C. Technicians: Hours D. Clericals: Hours E. Others (Please identify) Hours Hours 7. Experience: Please indicate below the experience of the individuals in Item 5 from your firm pertaining to the specific type of work listed. Please restrict projects listed to those projects performed by the individuals identified for the project. Please list professional service projects directly involving public renovation similar to work requested for this project where staff identified in Section 5 have provided professional services: Name of Unit/Company Project Contact Person Phone # Total Fee A. B. C. (If more than three projects have been performed, please list the top three that you feel are most comparable to the scope of work being requested. Do not list projects over 5 years old). List any other professional services projects that you feel may indicate the ability of your firm to perform he work requested (use additional pages(s) if necessary).

8 8. If it becomes necessary to preform extra work the following hoarsely rates will apply: A. Owner/Partner: /hour B. Professionals /hour C. Technicians /hour D. Clericals /hour E. Others Specify /hour Rates quoted should be inclusive of all expenses including, but not limited to personnel services, fringe benefits, overhead and profit required by the firm. Please list any expense rates that may apply to extra work. If no expense rates are indicated, no expenses will be allowed. Expenses and Charge Back Rates: 9. Please identify all subcontractors and work to be performed. Please provide a separate Project Information Sheet for each subcontractor. 10. If one or more subcontractors are proposed, it all compensation for fees of the subcontractor included in the fee reflected in the Proposed Cost Summary? Yes No If no, please explain 11. Have all items requested been included with your proposal? Yes No 12. Please provide a tentative timeline of the project. Utilize appropriate benchmarks in developing the timeline.

9 I certify that all information provided above is complete, accurate and to the best of my knowledge, true. I further certify that I am fully authorized by the firm identified in Item 2 of this form to execute this information sheet on behalf of that firm. I hereby state that I have read, understand and agree to be bound by all terms of this Request for Proposal document. Firm: By: Name: Position: Telephone: Facsimile:

10 PROVIDE IN SEPARATE SEALED ENVELOPE ROTARY PARK IMPROVEMENTS PROPOSAL COST SUMMARY I, the undersigned, certify that I have read and fully understand all of the specifications supplied by the City in this Request for Proposals. I propose to provide professional services as specified in the Request for Proposals for the total sum of: I propose the following payment schedule by percent of total compensation for each phase: 1. Task I - percent of total compensation 2. Task II Increase to percent of total compensation 3. Task III Increase to percent of total compensation 4. I would propose to meet the timetable for project completion as provided in my proposal. If you cannot submit a proposal in the format requested, please attach a schedule of total compensation that will cover any and all expenses and services related to the project. I hereby state that I have the authority to submit this proposal which will become a binding contract if accepted by the city. I further state that I have not communicated with nor otherwise colluded with any other person or firm, nor have I made any agreement with nor offered or accepted anything of value from an official or employee of the city that would tent to destroy or hinder free competition. I hereby state that I have read, understand, and agree to be bound by all terms of this Request for Proposal document. Signed: Title: Name: Date: Firm Name: Address: Telephone:

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13 PROVIDE IN SEPARATE SEALED ENVELOPE ROTARY PARK IMPROVEMENTS PROJECT PROPOSAL FORM Name of Offeror: Business Address: Contact Person: Address: Telephone No. Date of Proposal The offeror above mentioned declares and certifies: First - That this proposal is made without any previous understanding, agreement or connection with any other person, firm or corporation making a proposal for the same purpose, and is in all respects, fair and without collusion or fraud. Second - That no officer, employee or person whose salary is payable in whole or in part from the City of Galesburg, Illinois is directly or indirectly interested in this proposal or in any portion of the profits thereof. Third - That said offeror has carefully examined the instructions to offerors and the Specifications, and will if successful in this proposal, furnish and deliver at the prices proposed/negotiated the services for which this proposal is made. Fourth - That the prices quoted in separate sealed envelope for this project are net and exclusive of all taxes from which the City of Galesburg is exempt. Fifth - That the cost of the professional services which meet the requirements as set forth in the Instructions and the Specifications aforementioned is: Sixth - That said bidder has executed the Certificate of Compliance and has submitted herewith.

14 PROVIDE IN SEPARATE SEALED ENVELOPE BASIS OF COMPENSATION: Design Phase (Calendar Days to not include agency review time) Preliminary Construction Plans Cal. Days % Design Fee Final PS & E (Other) Cal. Days % Design Fee Cal. Days % Design Fee Total Cal. Days 100% "Total Proposal-Not to Exceed." $ Firm Phone By Title Address State and Zip Subscribed and sworn to before me this day of, Notary Public

15 SPECIAL PROVISIONS TO COVER CONTRACTOR'S AND MUNICIPAL VENDORS The Contractor, or Municipal Vendor, shall not commence work under this contract until he has obtained all insurance required under this paragraph, and such insurance has been approved by the City; nor shall the Contractor allow any sub-contractor to commence work on his sub-contract until all similar insurance required of the sub-contractor has been approved by the City. COVERAGE LIMITS 1) Comprehensive General Liability Bodily Injury Property Damage $500,000 each occurrence $500,000 aggregate $500,000 each occurrence $500,000 aggregate OR $1,000,000 Combined Single Limit Comprehensive Form Premises-Operations Explosion Collapse Hazard Underground Hazard Products/Completed Operations Contractual Insurance* Broad Form Property Damage Independent Contractors *See separate Hold Harmless Agreement for Contractors and Municipal Vendors. COVERAGE LIMITS 2) Automobile Liability Bodily Injury $300,000 each person $500,000 each accident 3) Property Damage $100,000 OR $500,000 Combined Single Limit Comprehensive Form Hired Non-Owned Workers' Compensation A. Statutory B. $500,000 each accident 4) Excess Liability - Umbrella Form Although not a minimum requirement unless specifically stated, all contractors should seriously consider an umbrella policy of at least $1,000,000. The above insurance requirements are minimum insurance requirements, however, the City of Galesburg, Illinois reserves the right to demand specific insurance requirements for specific contracts. The contractor, prior to execution of the contract, shall file with the City copies of completed certificates of insurance, satisfactory to the City, to afford protection against all claims for damages to public or private property, and injuries to persons, arising out of and during the progress of the work to its completion, being whenever the improvement called for by the contract shall have been completely performed on the part of the contractor and all parts of the work have been approved and accepted by the City, and the final payment made. The policy of insurance shall include the City as an additional insured or provide separate coverage with an Owner's Protective policy. All such insurance must include an endorsement whereby the insurer agrees to notify the City at least 30 days prior to non-renewal, reduction, or cancellation. The contractor shall cease operations on the project if the insurance is cancelled or reduced below the required amount of coverage. All costs for insurance as specified herein will not be paid for separately, but shall be considered as incidental to the contract.

16 RETURN WITH BID TO THE CITY OF GALESBURG, ILLINOIS CERTIFICATE OF COMPLIANCE EMPLOY- MENT SUPER- VISORY SALES OFFICE SKILLED SEMI- SKILLED NON- SKILLED WHITE BLACK OTHER MALE FEMALE (PLEASE FILL IN THE NUMBER OF EMPLOYEES IN EACH CLASS) 1. THE CONTRACTOR OF COMPANY WILL NOT DISCRIMINATE AGAINST ANY EMPLOYEES OR APPLICANT FOR EMPLOYMENT BECAUSE OF RACE, CREED, COLOR, SEX, AGE, NATIONAL ORIGIN, HANDICAPPING CONDITION UNRELATED TO ABILITY TO PERFORM THE JOB; AND, WILL TAKE AFFIRMATIVE ACTION TO ENSURE THAT APPLICANTS ARE EMPLOYED WITHOUT REGARD TO THEIR RACE, CREED, COLOR, SEX, AGE, HANDICAP OR NATIONAL ORIGIN. SUCH ACTION SHALL INCLUDE, BUT NOT BE LIMITED TO, THE FOLLOWING: EMPLOYMENT, UPGRADING, DEMOTION OR TRANSFER, RECRUITMENT OR RECRUITMENT ADVERTISING, LAYOFF OR TERMINATION, RATES OF PAY OR OTHER COMPENSATION, AND SELECTION FOR TRAINING, INCLUDING APPRENTICESHIP. THE CONTRACTOR OR COMPANY AGREES TO POST, IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF THIS NON-DISCRIMINATION CLAUSE. 2. THE CONTRACTOR OR COMPANY WILL, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES OR ON THEIR BEHALF, STATE THAT ALL QUALIFIED APPLICANTS WILL RECEIVE CONSIDERATION FOR EMPLOYMENT WITHOUT REGARD TO RACE, CREED, COLOR, SEX, AGE, HANDICAPPING CONDITION UNRELATED TO ABILITY OR NATIONAL ORIGIN. THE SAME SHALL HOLD TRUE WHEN RECRUITMENT SOURCES ARE USED TO SECURE APPLICANTS. 3. THE CONTRACTOR OR COMPANY AGREES TO NOTIFY ALL OF ITS SUBCONTRACTORS OF THEIR OBLIGATION TO COMPLY WITH THE NON-DISCRIMINATION POLICY. 4. In the event of the Contractor's or Company's non-compliance with the non-discrimination clauses of the Contract or Purchase or with any of such rules, regulations or orders, the CONTRACT OR Purchase may be cancelled, terminated or suspended in whole or in part and the Contractor or Company may be declared ineligible for further City Contracts or Purchases in accordance with the Affirmative Action Program adopted by the Galesburg City Council at their meeting on August 6, BY: BIDDER

17 RETURN WITH BID CITY OF GALESBURG MUNICIPAL VENDORS HOLD HARMLESS AGREEMENT All vendors doing business with the City of Galesburg, Illinois, shall read and agree to sign this Hold Harmless Agreement. In lieu of the vendor signing this agreement, the City will accept being named as an additional insured on the vendor s general liability policy only as respects specific operations performed by the vendor on behalf of or on the premises of the City of Galesburg, Illinois. In consideration of your permitting us, our servants, our agents, employees and representatives from time to time to enter upon or to place or maintain equipment upon premises owned or controlled by you for the purposes of servicing our account, we agree to indemnify and hold harmless the City and its agents and employees from and against all claims for personal injury or property damage, including claims against the City, its agents or servants, and all losses or expenses, including attorney s fees that may be incurred by the City in defending such claims, rising out of or resulting from the performance of the work and caused in whole or in part by any negligent act or omission of the Municipal Vendor, or anyone directly or indirectly employed by the Municipal Vendor or anyone for whose acts any of them may be liable, the indemnification obligation under this paragraph shall not be limited in anyway by any limitation on the amount or type of damages, compensation or benefits payable by or for the Municipal Vendor, under Workers Compensation Acts, Disability Acts, or other Employee Benefit Acts. Subscribed and sworn to before me this, 20 Person, Firm, or Corporation Notary Public

18 THIS FORM IS BASED ON IRS REQUIRMENTS FOR THE SAME ESSENTIAL INFORMATION AS A W-9 RETURN TO: CITY OF GALESBURG ATTN: A/P 55 W TOMPKINS ST GALESBURG, IL OR FAX TO: The following information is needed to complete your vendor file and to comply with IRS requirements. Please fill out this form as completely as possible to ensure proper payment to you. Please return completed form as soon as possible to The City of Galesburg at the above address or fax number. Please call with any questions. BUSINESS NAME: INDIVIDUAL NAME: (for Sole Proprietors as appears on Social Security Card) BUSINESS ADDRESS: CITY, STATE, ZIP: YOUR TAXPAYER IDENTIFICATION NUMBER: (FEIN or business tax ID. No.) OR, YOUR SOCIAL SECURITY NUMBER: If using SSN, enter the name on the card above as Individual Name.) PLEASE CHECK APPROPRIATE BOX: Individual/Sole Proprietor Corporation Partnership Other YOUR COMPANY PROVIDES: Legal Services Services Materials Other ARE YOU SUBJECT TO BACKUP WITHHOLDING? Yes No PERSON TO CONTACT: PHONE NUMBER: UNDER PENALTY OF PERJURY, I CERTIFY THAT THE INFORMATION PROVIDED ABOVE IS CORRECT AND COMPLETE. Signature Date Title FOR OFFICE USE ONLY ENTERED INTO SYSTEM VENDOR NUMBER:

19 Only required to be submitted if your firm is the awarded vendor. City of Galesburg Operating Under Council Manager Government Since 1957 The City of Galesburg will no longer be issuing checks for vendor payments. The City will pay vendors through ACH by automatically depositing payments to a bank checking/savings account (once a month) or payment to vendors can be made by credit card at the time of purchase. In order to process your next payment, please fill out the following information and provide a copy of a void check. Please mail to City of Galesburg, Accounts Payable, P.O. Box 1589, Galesburg, IL or fax the completed form and a void check, if the funds are being deposited to a checking account, to the fax number listed below. Vendor Name: Address: City, State, Zip Code: Phone Number: Address: Bank Name: Checking/Savings Acct Number: (Please indicate type of account by circling Checking or Savings) Bank Routing Number: Signature: Payment information will be ed to you approximately 2 days prior to the funds being credited to your bank account. If you have any questions, please contact me. Tifani Miller Accounts Payable City of Galesburg 309/ / fax City Hall 55 West Tompkins Street Galesburg, IL /