Design Services for College s Advanced Transportation Center

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1 WASHTENAW COMMUNITY COLLEGE Request for Proposal #6110 Design Services for College s Advanced Transportation Center RFP Release Date: December 19, 2018 Proposal Due Date: February 8, 2019 Submit Proposals To: Don Harrison Washtenaw Community College RFP # Design Services for College s Advanced Transportation Center Purchasing Office, Room 200 2nd Floor Student Center Building Ann Arbor, MI Page 1

2 1.0 Proposal Invitation Washtenaw Community College ( College and/or WCC ) seeks proposals from qualified Suppliers of Design Services. The major goal of this project is to produce the required documents as stated in the RFP Scope. The selected supplier will be able to provide all deliverables outlined in the RFP. The proposal must be comprehensive by including all services and costs necessary to meet the business and technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a detailed approach/methodology, supplier and College staffing requirements, and any other assumptions to complete the proposed work. The College would like the project deliverables for phase 400/500 completed no later than September 30, The College is not liable in any manner or to any extent for any cost or expense incurred by the supplier in the preparation, submission, presentation, or any other action connected with proposing or otherwise responding to this RFP. Such exemption from liability applies whether such costs are incurred directly by the supplier or indirectly through the supplier s agents, employees, assigns, or others, whether related or not to the supplier. In submitting a proposal, Supplier agrees that all materials associated with, attached to, or referenced by the submitted proposal will become the property of the College and may be incorporated into a subsequent contractual agreement between the successful supplier and the College. The College expects to enter into an agreement with the successful bidder(s), commencing on the contract signature date through construction and closeout support. Response to this RFP confirms an understanding that this is not a contract or offer of business by the College. Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, portfolio samples, price proposals, and the recommendations put forth by the Supplier. The College reserves the right to request follow-up information such as questions, demos, and site visits prior to awarding the contract. The College reserves the right to reject any and all proposals and waive any irregularities. Proposals which fail to comply fully with any provisions of this document may be considered invalid and may not receive consideration. The College also reserves the right to negotiate terms and conditions of a contract with the chosen Supplier. The College reserves the right to award a contract based on any combination of the specifications described herein. As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act. As required by law, any information submitted in response to this request for proposal could become public information. Suppliers responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified in writing as such and accepted by the College as proprietary. Any documents submitted may be reviewed and evaluated by any person at the discretion of the College, including non-allied and independent consultants retained by the College now or in the future. Page 2

3 This request for proposal in no manner obligates the College to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the College without penalty or obligation at any time prior to the signing of an agreement, contract, or purchase order. 2.0 Planned RFP Schedule RFP Timeline: RFP Issued December 19, 2018 Walk-Thru/Pre-bid January 7, 2019 Submission of Written Questions for Suppliers January 18, 2019 Written Questions Responded by the College January 25, 2019 RFP Due Date February 8, 2019 Presentations by Finalists Week of March 18, 2019 Awarding of Contract May Pre-Bid Meeting / Site Visit An approved site visit is not required. Responses will be accepted from bidders who have not attended an approved site visit to inspect the project site to obtain first-hand knowledge of existing conditions. A pre-bid meeting will be conducted at the start of the scheduled site visit. Each supplier may inspect the site and become familiar with existing conditions and limitations of the site and construction, means of access to the site and to work areas, relationship of existing and new work, and other conditions which might affect the proper performance and completion of the work. No allowance shall be made after RFP opening for errors attributed to the failure to adequately evaluate existing conditions and their limitations on the scope and/or cost of the work. Supplier s representative shall report to the Owner s Representative and register his name, phone number, and name of the company, signing in as record of any site visits. The College is not obligated to offer any other times to conduct site visits. The scheduled site visit is as follows: Date: Monday, January 7, 2019 Time: 10AM Location: Damon Flowers Bldg. (Facilities Management) Conference Room, DF 104 Washtenaw Community College, Ann Arbor, MI 4.0 Background of the College and Project The College is located in central Washtenaw County, between Ann Arbor and Ypsilanti, Michigan. It was established in 1965 and is a well-respected and well-supported community college. The College s academic offerings make WCC a standout among two-year institutions across the country. WCC s Page 3

4 personal enrichment and professional development courses for licensing and certificate credentials as well as special classes for seniors help to keep one of the nation s highest degreed communities in step with trends and technology. During the academic year, over 21,000 students enrolled in at least one credit course. Also, thousands more enroll in non-credit and continuing education classes and Workforce Development training offered by the College s Division of Economic and Community Development. The Facilities Management Department is charged with all campus design, construction, planning and maintenance of over 1.2 million square feet of buildings and 291 acres of property, along with multiple off-site locations. 5.0 Project Scope / Specifications The College is soliciting proposals from qualified professional design firms to prepare Phase 400 Preliminary/Design Development Submission documents, and Phase 500 Final Design/Construction Document Submission documents, as outlined in State of Michigan Department of Technology, Management and Budget (DTMB) Capital Outlay Design Manual for State universities, community colleges, state agencies, and professional service contractors dated May 2016 or later ( In addition to the Phase 400/500 design work, the supplier will provide construction and closeout support to the College during completion of this project. The scope of work will include all work associated with the requirements outlined in Appendices Two, Five, and Six of the Capital Outlay Design Manual, and all other applicable sections. Suppliers shall primarily refer to Attachment B Program Statement and Schematic Design for the Advanced Transportation Center, which is attached to this RFP, for the basis of the work/project. Suppliers shall also refer to: Attachment C - Fiscal Year 2018 Capital Outlay Project Request, and Attachment D - Fiscal Year 2020 Capital Outlay Project Request. Suppliers shall disregard project dates reflected in the Capital Outlay Requests. Following submission of Phase 200/300 Program Statement and Schematic Design documents, the State of Michigan, through PA 207 of 2018, approved the College to proceed with Phase Preliminary/Design Development documents, Phase 500 Final Design/Construction Document documents, and construction of the project. The Advanced Transportation Center is sited at a prominent location on the College campus and will provide a notable influence on the future developmental look and feel of the campus. The facility itself must reflect the modern and cutting edge influence of the programs that will occur within its walls. This new facility will not only support the instructional programs to be offered within the building, but also diverse activities related to the development of the autonomous vehicle and its related infrastructure. The facility will host a myriad of events, conferences and community workshops, all with the intent of contributing to the development of the broader autonomous vehicle infrastructure. Given the Page 4

5 innovative role in which these programs and activities will play in the development of the advanced transportation industry, our new ATC facility design will need to inspire this new generation of transportation technology. Suppliers shall note that the project must remain compliant with the approved program statement for the project and that final construction documents for the project will be reviewed by the State of Michigan to ensure the project is substantially unaltered from the approved Phase 200/300 preliminary planning documents. At the conclusion of the preliminary stage, the design for the new facility was 12,348 square feet at a total approximate cost of $5.7 million including fees, engineering, fixed equipment and furnishings with LEED Silver certification as an additional goal. In addition, this project site is in close proximity to the College s next priority for the capital outlay program (refer to Attachment D - Fiscal Year 2020 Capital Outlay Project Request). During initial supplier selection process and during presentations, the College will be examining the supplier s conceptual vision for how the exterior appearances of this project can meet the goals described above as well as how these two projects can work together to create an inviting and intriguing face to the College. 6.0 Pricing Supplier shall complete each of the 3 tabs on Attachment A: Pricing Spreadsheet. Suppliers shall complete a fixed fee proposal for each phase: 400, 500, and for construction and closeout support. The costs shall also include a reimbursable expenses estimate with a breakdown and costs associated with regulatory agency review fees. The supplier shall include in this proposal, time to participate in on-campus meetings with WCC personnel. Supplier shall be expected to present and review design aspects as need with WCC personnel. These meetings will be in addition to the formal reviews with DTMB. Anticipated milestone reviews will include: Initial Visioning & Project Kickoff Stakeholder Group Meetings (3 anticipated) Vision Verification Presentation Phase % Review Phase % Review Phase % Review Phase % Review Phase 500 Final Review Supplier shall include all subcontractor and supplier cost to fulfill the design requirements. This includes surveys, geotechnical investigations, and related as required. Provide, in narrative form, an explanation of the comprehensive cost proposal for this project as well as any assumptions being made. Page 5

6 7.0 RFP Requirements - General The following requirements must be met when responding to this RFP: A. A comprehensive solution to achieve the scope listed above. Suppliers should be prepared to provide renderings of the proposed solutions during initial submittals with further materials such as conceptual models as warranted during on-campus presentations if selected as a finalist. B. A statement acknowledging the supplier s understanding of the scope of this RFP. (Signature Page) C. The supplier must provide a comprehensive price proposal that outlines costs of services, rates by individual, travel expenses, and any other costs incurred as well as all assumptions. Washtenaw Community College holds a tax-exempt status and shall not be charged any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when required. D. The supplier must warrant its products and services to the requirements and objectives in this RFP. E. Suppliers submitting a proposal agree to work with the College to develop a detailed Statement of Work that will be part of the contract at no cost to the College. F. Proof of Insurance - shall be maintained and a copy shall be provided to the College. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Insurance shall be maintained for the following coverages in the amounts stated below. 1. Commercial general liability insurance (occurrence form) with respect to the premises, including contractual and products/completed operations coverages. The limits of liability are not to be less than $1,000,000 combined single limit of bodily injury and property damage per occurrence and $2,000,000 combined single limit of bodily injury and property damage annual aggregate. 2. Automobile liability insurance with limits not less than $1,000,000 combined single limit of bodily injury and property damage per accident. Statutory workers compensation employer s liability. 3. Umbrella or excess liability with limits not less than $2,000,000 per occurrence and aggregate. 4. Professional liability insurance. Specify amounts carried. G. References - The Supplier must provide 3-5 current customer references. References should reflect organizations that have similar requirements and business goals, scope of work, and contract value. In addition, we would prefer at least one reference from the educational space. H. Supplier Company Information 1. Background - Brief history and background of your company as well as the length of time you have supplied services requested in this RFP. Describe the product(s) and service(s) being offered for this solution. Also indicate experience with State of Michigan projects. 2. Industry Recognition - What industry recognition has your company received? 3. Customers- Who are your key customers? Do you specialize in a certain vertical? 4. Implementation -Please describe how you go about implementing services requested in the RFP. 5. Employee Background - Vendor shall provide a professional resume for members of the team that will be working on this project. 6. Certifications / Licensed held Provide a list of all current certifications / licensed held by the organization. I. Timeline Suppliers shall provide a timeline outlining how they will meet the September 30, 2019 delivery date for Phases 400 and 500, and include a conceptual plan of how often and when the supplier and College will meet to review design activities and progress. Page 6

7 8.0 Submission Directions A. Submission - Proposals following the guidelines outlined in this document are due on or before Friday, February 8, 2019 at 3:00 p.m. EST, at the following location: Washtenaw Community College Attn: Don Harrison RFP # Design Services for College s Advanced Transportation Center Purchasing Office, Room nd Floor Student Center Building Ann Arbor, MI Submit six (6) copies of the proposal. One (1) copy marked Original - must have original signature. The other five (5) copies can have photocopied signatures marked Copy. The proposal name must be clearly marked on all boxes, envelopes, and/or packages. Faxed and ed replies are not acceptable and will be rejected. It is the responsibility of the Supplier to ensure that proposals are received at the location stated above on or before the due date and time. The college normal office hours are 8:00 AM to 4:30 PM EST. The Supplier assumes all responsibility for delivery to the location given above regardless of the method of shipment and delivery used and the time received to the specified location on campus. Note that overnight packages via the US Post Office will be delayed by one day. Late proposals will NOT be accepted. For driving directions and campus map, please access the WCC web site at (Look in the upper-right corner for SC 200). B. Questions Questions may be addressed to Don Harrison, Purchasing Agent, at The deadline to submit questions is Friday, January 18, 2019 by 2:00 pm EST. All questions received by the deadline date will be posted on the WCC Budget and Purchasing website on Friday, January 25, 2019 by 4:00 pm EST. 9.0 Exceptions to the College s Terms and Conditions While it is WCC s preference that the supplier sign the standard template as is and in fact the College may consider extensive changes to the agreement as a reason to exclude a vendor from further consideration; vendors may take select exception to terms and conditions (Attachment C WCC Sample Agreement). The supplier must clearly set forth each exception in its proposal, referencing the affected RFP or Agreement section, paragraph and page. The supplier must set forth the reason(s) for the exception and indicate what (if any) alternative is being offered by the supplier. WCC will determine (at its sole discretion) the acceptability of any proposed exception(s). Page 7

8 This RFP and any subsequently offered contracts will be governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed incorporated herein Proposal Submission Format The following table is a summary of the required proposal submission format for this RFP. Please structure your proposal submission per the content and sequence below. Where noted under Template for Submission, utilize the attachments provided with this RFP for inputting your responses. Proposal Section Intro Title Page Table of Contents Section Title Template for Submission 1.0 Comprehensive solution to achieve the project scope 2.0 Proof of Insurance 3.0 References 4.0 Supplier Company Information 5.0 Proposed Timeline 6.0 Signature Page 7.0 Exceptions to College Contract 8.0 Cost Proposal Open-Ended Responses (see proposal sections for overview of content required) Attachment A - Pricing Spreadsheet Page 8

9 SIGNATURE PAGE This page must be signed and submitted with the proposal. By virtue of submittal of a proposal, Supplier acknowledges: That all of the requirements of this RFP have been read and understood. That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any Federal department or agency. Any responses, materials, correspondence, or documents provided to WCC are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with the Act. By signing below the Supplier warrants that the information submitted is complete and factual. The individual signing below has authority to enter into this on behalf of Supplier. Proposal shall remain valid for a minimum of ninety (90) days. Signature Company Name Signature Printed Name Title Address Address City, State, Zip Phone Fax EIN/W-9 Indicate if your company is: Minority-owned yes or no Woman-owned yes or no Include documentation to verify status if available. The Supplier agrees to comply with all applicable federal, state, local and College laws, rules and regulations in providing goods and services under this agreement. Page 9

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