REQUEST FOR PROPOSAL (RFP) FOR ARCHITECTURAL/ENGINEERING SERVICES FOR BUILDING ANALYSIS OF THE CITY- OWNED BUILDING LOCATED AT 149 NORTH BROAD STREET (FORMER ILLINOIS NATIONAL GUARD ARMORY) Kraig Boynton, Purchasing Agent City of Galesburg 55 W. Tompkins St. Galesburg, IL 61402 RFP Circulation Date: August 21, 2015 PROPOSALS DUE NO LATER THAN 11:00 A.M., SEPTEMBER 23, 2015 (6 COPIES) TO THE ATTENTION OF KRAIG BOYNTON, PURCHASING AGENT.
CITY OF GALESBURG PURCHASING 55 West Tompkins Street Galesburg, IL 61401 Phone: 309/345-3678 REQUEST FOR PROPOSALS ARCHITECTURAL/ENGINEERING SERVICES FOR BUILDING ANALYSIS OF CITY-OWNED BUILDING LOCATED AT 149 NORTH BROAD STREET, GALESBURG, IL. The City of Galesburg is seeking Requests for Proposals (RFP) to provide architectural/engineering services for a building analysis of the building located at 149 North Broad Street. 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 61401 no later than 11:00 a.m. local time September 23, 2015. GENERAL INFORMATION: The City of Galesburg owns the vacant building located at 149 North Broad Street. The building was a former Illinois National Guard Armory. The building contains approximately 31,000 square feet and is comprised of two segments. The north segment of the building consists of approximately 16,500 square feet of floor area on three floors (basement, first floor and second floor each have approximately 5,500 square feet). The south segment of the building consists of approximately 14,500 square feet of floor area. There is approximately 10,500 square feet of floor area in the auditorium space on the first floor, with the majority of this area being two stories in height. There is also approximately 1,100 square feet of first floor entrance and restroom space, approximately 1,100 square feet of second floor office space and approximately 1,800 square feet of balcony seating on the second floor. The City is interested in offering this property for redevelopment or in redeveloping the property itself. One of the uses proposed for this site is a combined community center/exhibition convention facility. In order to provide interested parties with information regarding the facility and to better understand costs associated with renovation of the facility, the City desires to hire an architect/engineering consultant to develop specific information regarding the building. The awarded architect/engineering firm shall be tasked with performing the necessary analysis, developing conceptual drawings, preparing the appropriate reports and providing other information as required in the scope of work. All work shall be covered by a written contract between the City of Galesburg and consultant selected to provide these services. Interior building inspection of the property can be arranged by contacting Roy Parkin, Director of Community Development at 309-345-3652. It is critical to complete this project in a timely manner. The selected consultant will be expected to have available staff to begin work soon after award and complete the work in a timely manner.
Consultants submitting proposals shall submit separate Not to Exceed dollar amounts for each of the tasks listed in the scope of work. Actual costs will be based upon hourly rates of the various disciplines including but not limited to architectural, mechanical, electrical and structural engineers and any other services required of the project with the not to exceed figures. SCOPE OF WORK: Submitted proposals shall be divided into five tasks as follows: 1. Building and equipment condition report A thorough inspection of the building and equipment shall be made to determine the condition of the building and all existing equipment, systems, etc. located within the building. This shall include foundation, walls, flooring system, roofing system, electrical, plumbing, mechanical, fire alarms, handicapped accessibility, etc. The final submission for this work shall be a report describing the current condition of the structure itself and all equipment with any appropriate photographs, drawings, etc. The report should describe in detail all significant construction issues which would need to be addressed as part of a general redevelopment project, as well as any specific issues related to the renovation of the building as a combined community center/exhibition convention facility. 2. As-built drawings The City had a set of to scale as-built drawings prepared of the building by Metzger Johnson Architects in 2012. These drawings included the layout for each floor with general measurements. These drawings shall be reviewed and updated as needed. The new drawings shall include ceiling heights in each room/area of the building. 3. Construction code analysis A construction code analysis shall be prepared to determine code issues related to the redevelopment of the building as a combined community center/exhibitionconvention facility. A report shall be prepared providing an explanation of the findings from the construction code analysis. 4. Conceptual drawings Conceptual drawings shall be prepared showing the redevelopment of the building as community center/exhibition-convention facility. The conceptual drawings shall include a possible layout of each floor with proposed uses, suggested handicapped access to and within the building, and other information as appropriate. 5. Preliminary construction estimate A cost estimate for the redevelopment of the building as a community center/exhibition-convention facility shall be prepared. The estimate shall be broken down by typical building construction elements. A Phase I Environmental Site Assessment of the building and site was completed in January of 2008. In addition, asbestos testing was completed on the building in December of 2007. Finally, a limited lead based paint survey was completed in January of 2008. The successful architectural/engineering firm will have access to the reports regarding these three activities. Please note depending upon the costs for each of the five work items in the scope of work, the City reserves the right to select a reduced number of work items. Should the City need to reduce the scope of work, please note in your proposal which work items can be completed separately and which work items are contingent upon completion of other work items (specify). 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 similar work experience. 6. Provide detailed description of what work your firm will perform and what documents your firm will provide for the five items listed in the scope of work. 7. Completed Certificate of Compliance (see attachment). 8. Completed Proposal Form (see attachment) Provide in a separate sealed envelope. 9. Any additional comments or information you may believe to be relevant. Proposals will be ranked upon the professional qualifications (Item 1 through 6, 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 149 North Broad Street. The outer label of this envelope should clearly state the name and address of the consulting firm. Note: While six copies of the proposal are required to be submitted; only one copy of the pricing shall be required for submittal.
149 NORTH BROAD STREET BUILDING ANALYSIS 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 use 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):
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 in the lump sum proposal, if all scope of work items are selected, 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 building analysis 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. If it becomes necessary to perform extra work the following hourly 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, is 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 (If no, please explain)
12. Please provide a tentative timeline for each item on the scope of work. Utilize appropriate benchmarks in developing the timeline. Provide summary of days to complete each item in the scope of work. 1. Building and Equipment Condition Report Calendar days to complete 2. As-Built Drawings Calendar days to complete 3. Construction Code Analysis Calendar days to complete 4. Conceptual Drawings Calendar days to complete 5. Preliminary Construction Estimate Calendar days to complete 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: E-mail:
PROVIDE IN SEPARATE SEALED ENVELOPE 149 NORTH BROAD STREET BUILDING ANALYSIS PROJECT PROPOSAL FORM Name of Offeror: Business Address: Contact Person: E-mail 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 said bidder has executed the Certificate of Compliance and has submitted herewith. Sixth - That the costs of the professional services which meet the requirements as set forth in the Instructions and the Specifications aforementioned are:
PROVIDE IN SEPARATE SEALED ENVELOPE BASIS OF COMPENSATION: 1. Building and Equipment Condition Report Fee for work 2. As-Built Drawings Fee for work 3. Construction Code Analysis Fee for work 4. Conceptual Drawings Fee for work 5. Preliminary Construction Estimate Fee for work $ $ $ $ $ 6. Total cost if all five work items are selected $ Firm Phone By Title Address State and Zip Subscribed and sworn to before me this day of, 2015. Notary Public
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.
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, 1990. BY: BIDDER
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
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 61401 OR FAX TO: 309-343-4765 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 309-345-3674 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:
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 61402-1589 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: Email 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 e-mailed 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 309/345-3674 309/343-4765 fax City Hall 55 West Tompkins Street Galesburg, IL 61401 309/ 343-4181