Request for Qualifications. Professional Design and Construction Services as a Design-Builder. For. Delhi Township Fire Station

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1 Request for Qualifications Professional Design and Construction Services as a Design-Builder For Submittal Due Date: August 4, 2015 Notice is hereby given that Delhi Township is seeking Statements of Qualification for firms interested in providing pre-construction (design) and construction services as a Design-Builder for the proposed Project located at 440 Greenwell Avenue, Cincinnati, OH The project - including site & building improvements - is expected to be an approx. 11,500 sf building house regular fire department functions. Estimated budget is $3,000,000. Obtaining the RFQ: A copy of the RFQ with additional information about the project and the selection process may be obtained from the Criteria Architect: KZF Design, Attn: Mark Shoemaker, 700 Broadway Street, Cincinnati, OH 45202, p , fax , E- Mail: Submittal Deadline: Statements of Qualifications must be received at the Delhi Township Administrative Offices, 934 Neeb Road, Cincinnati, Ohio no later than 2:00 PM August 4, Pursuant to O.R.C. Section , all firms submitting responses will be evaluated and ranked based on the criteria set forth in the RFQ. Following the evaluation, the firms deemed most qualified will be asked to submit a proposal for this Project Questions: All questions and Requests for Information (RFI s) shall be directed to the Criteria Architect: KZF Design, Attn: Mark Shoemaker, 700 Broadway Street, Cincinnati, OH 45202, p , f , Publication: To be published in the Cincinnati Enquirer: By order of the Board of Trustees of Delhi Township, Hamilton County, Ohio. Pete Landrum Administrator Delhi Township

2 Request for Qualifications (RFQ): July 9, 2015 Delhi Township 934 Neeb Road Cincinnati, OH Project Location: 440 Greenwell Avenue, Cincinnati, OH Response Deadline: August 4, :00pm, Local Time Project Overview: A. Project Description: a. Delhi Township is seeking Statements of Qualification (SOQ) from firms interested in providing design and construction services as a design-builder for the new Project. b. The Project budget for design and construction is: $3,000,000 c. Criteria Architect: KZF Design, Cincinnati, OH. d. The scope of the project is to design and construct a new Fire Station for Delhi Township located on an existing acre site located at 440 Greenwell Avenue, Cincinnati, OH. The project program is anticipated to include office space, living quarters, apparatus bays, and related support spaces, totaling approximately 11,500 GSF. The project will include site improvements, including planning for relocation of the existing Firemen s Memorial currently located at Five Points Park, 5710 Rapid Run road. e. Green Build Policy: Although Delhi Township does not have a formal Green Build Policy, it is encouraged that this project includes sustainable design initiatives and materials where economically feasible and operationally practical. B. Project Delivery: a. The project will be designed and constructed using a Design-Build project delivery method. Compensation will be based on the cost of the work plus fee with a Guaranteed Maximum Price (GMP). The design and construction services shall be set forth in additional detail in the Request for Proposal provided to short-listed firms. 1

3 b. Scope of Services: The scope of services anticipated to be provided by the Design-Builder include, but are not limited to the following: i. Preconstruction Services: 1. Schematic Design 2. Design Development 3. Construction Documents 4. Constructability Review 5. Permit Acquisition / Approval ii. Construction Services: 1. Construction Supervision 2. Progress Scheduling / Compliance 3. Regular Progress Meetings 4. Management 5. General Conditions 6. Contingency 7. Testing, Inspection and Commissioning 8. Punch List 9. Project close-out iii. Post-Construction Services: 1. Warranty Service 2. Warranty Close-out C. Selection Process: The Design-Builder will be selected using a two-phase, best value selection process in which the award will be based on a combination of qualifications and price considerations. The process is anticipated to chronologically follow the steps outlined below. a. Qualifications Phase (RFQ): Statement of Qualifications ( SOQ ) will be requested which generally outline a firm s competence to perform the required design-build services, ability to manage the work, provide qualified personnel, express past performance success related to cost, quality and schedule compliance, ability to comply with all applicable federal, state and local statutes which may apply, financial responsibility and capability, history of performance with meeting goals of any diversity and inclusion programs required by a public authority or applicable law, compliance with applicable affirmative action programs, and other similar factors. Respondents shall follow the required format and not deviate in content, order, length, or format, and shall include all required supplemental information, certifications and attachments. b. Short List: Delhi Township s evaluation committee, in consultation with the Criteria Architect will evaluate each RFQ Respondent on the basis of that firm s 2

4 submitted SOQ and the qualifications and experience of the individuals on the team the Respondent has proposed for this Project. Delhi Township s evaluation committee, in consultation with the Criteria Architect may choose to interview or ask questions of any of the Respondents to clarify or further explore their qualifications, the scope and nature of services they would provide, or the various technical approaches they may take regarding the Project. After evaluating the RFQ responses, Delhi Township s evaluation committee will select a short-list of no fewer than three (3) candidates that it considers to be the most qualified (the short-listed firms). If, however, Delhi Township s evaluation committee determines that less than three (3) firms submitting qualifications are appropriately qualified, it will only select the qualified firms. c. Proposal Phase (RFP): Delhi Township will provide the short-listed firms a Request for Proposal ( RFP ) that will contain a description of the Project, including a Criteria Document Package outlining available program requirements, design standards, and other similar information, as well as a description of the preliminary GMP and final GMP Proposals including the estimated level of design detail upon which the GMP shall be based, and the form of the design-build contracts. In addition to a preliminary GMP pricing proposal, the RFP will require a detailed technical proposal to clearly define the proposed approach. Proposals will be submitted by the short-listed firms and shall contain all required information in the format requested. Respondents shall follow the required format and not deviate in content, order, length, or format, and shall include all required supplemental information, certifications and attachments. i. Any designs, documents or other information submitted will become the property of Delhi Township upon submittal of each firm s proposal and some, part or all of those documents may be used on subsequent activities for development of this project. d. Pre-Proposal Meeting After RFP: Prior to submitting a response to the RFP, the short-listed firms will be invited to meet individually with Delhi Township and the Criteria Architect, to permit the short-listed firms to ask questions related to preparation of their responses to the RFP. Generally submitted questions received during the RFP Phase by the Criteria Architect, as well as responses to questions received during the Pre-Proposal Meetings which Delhi Township reasonably believes could have a material effect on the proposals of other short-listed firms may be shared with all short-listed firms. e. Interviews After RFP: After submitting responses to the RFP, short-listed firms will be interviewed by Delhi Township and the Criteria Architect. The purpose of the interview will be to meet the proposed Project Team including key 3

5 personnel, and to discuss specifically the short-listed firm s project approach, concept design, technical components of the design, ability to meet the Project objectives, and the firm s ability / capacity to conduct this work in compliance with the stated schedule, budget, programmatic and technical expectations and requirements. f. Selection: Upon final scoring and ranking of RFP Respondents, Delhi Township will enter into a Contract with the Respondent considered to be the best value. g. Delhi Township, at its sole discretion, shall have the right to seek clarifications from any of the Respondents in order to fully understand the nature of the submissions and to evaluate and rank the Respondents. h. Delhi Township reserves the right to reject all SOQs and Proposals and cancel at any time for any reason this solicitation, any portion of this solicitation, the RFP or any phase of the Project. Delhi Township shall have no liability to any Respondent arising out of such cancellation or rejections. Delhi Township reserves the right to waive minor variations in the selection process. i. Communication: Firms considering responding to this RFQ are strictly prohibited from communicating with any member of Delhi Township staff. All questions and Requests for Information (RFI s) shall be directed to the Criteria Architect only: Mark D. Shoemaker, AIA KZF Design 700 Broadway Street Cincinnati, OH Phone Fax D. RFQ / RFP Process Schedule (tentative, subject to change): a. Request For Qualification Issued: July 9, 2015 b. Statement Of Qualifications Due: August 4, 2015, 12:00pm c. Short-listed Firms Notified: August 27, 2015 d. Request For Proposal Issued to Short-List Firms: September 1, 2015 e. Pre-Proposal Meetings: Sep. 15 & 29, 2015 f. Proposals Due: October 13, 2015 g. Interviews: Oct. 20 & 21,

6 h. Selection of Design-Build Team: November 11, 2015 E. Design / Construction Schedule: The final design and construction of this Project is expected to commence immediately following the execution of a contract with the successful Design-Build Team. Subsequent to commencement the anticipated construction schedule is as follows: a. Final Design Complete / Approved: January, 2016 b. Submit for Permits: February, 2016 c. Construction Commencement: March, 2016 d. Construction Completion / Substantial Completion: January, 2017 or earlier F. Requested Submissions / Response Instructions: To accurately assess each Respondent s qualifications for this project, Delhi Township requests that each Respondent submit the requested submission information in the order and format that it is presented. Responses must be limited to the experience of the branch office and / or individuals that will have primary responsibility for the project. a. Executive Summary / General Design-Builder Team Information: i. List all Project Team Member Firms, office locations, responsibility on the Project Team, Project Team Lead / Contact Info, Organization Chart, and a brief bio on each firm, maximum 2 pages total. ii. Provide a one page summary describing why Respondent s Project Team is the most qualified for the project. b. Qualifications Selection Criteria Information: Unless noted otherwise below, for each of the listed Selection Criteria items noted below, Respondents shall provide a chronologically ordered list (most recent first) of projects with specific relevance to the specific criteria, and the requested project information only. Projects may appear on more than one list. Recent history for all Selection Criteria is considered to be within the past 7 years. For each project, list only the project name, client name and contact info, project location, year of completion, project cost, project size (area) on a single line, in the order noted below. i. Construction firm s relevant fire station and public safety facility experience within recent history. ii. A/E firm s relevant fire station and public safety facility project experience within recent history. iii. Construction firm s project experience with design-build project delivery method on projects in excess of $2,000,000 construction cost. 5

7 iv. A/E firm s project experience with design-build project delivery method on projects in excess of $2,000,000 construction cost. v. Construction firm s average annual revenue for construction projects (Average of past 7 years) List average revenue only. vi. Proximity of the Construction firm s primary office where the majority of the project work will be managed / performed to the project site List distance in miles, straight-line method. vii. Previous Collaboration of the Project Team members on any project type, sample projects on which a significant number of individual team members have collaborated previously. viii. Construction firm s project team qualifications / credentials / experience / education; provide bios for Project Executive/Project Manager, Project Administrator (Site Level), and Construction Technical Staff (Estimating, Budgeting, Scheduling) only. ix. A/E firm s project lead s qualifications / credentials / experience / education; provide bios for Architectural Project Design Lead, MEP Project Design Lead, Structural Project Design Lead, and Civil Project Design Lead only. x. Budget Management success by Construction firm on any project type between $500,000 and $5,000,000 construction cost for which original estimates / pricing were prepared in-house. Show comparison of original estimates versus actual final construction bid costs and variance percentage only, up to 10 projects may be listed. xi. Schedule Management success by Construction firm on any project type between $500,000 and $10,000,000 construction cost for which actual completion dates were significantly shortened versus original contracted completion date or original completion dates were held despite a challenging, unexpected schedule issue that occurred. List a brief summary for each of the circumstances, up to 5 projects may be listed. xii. Demonstrate Construction firm s bonding capacity as evidenced by a recently dated letter from that firm s bonding agent listing current available bonding capacity, as well as total maximum bonding capacity. xiii. Demonstrate Project Team s past success in providing past design-build projects with betterment or value added components thru the Project Team s creative or innovative design, construction technique or other similar methods. For each example, provide a brief one paragraph summary. 6

8 xiv. Representative project experience detailed information. Provide detailed project information including project name, project location, project completion year, project owner, owner contact name, owner contact phone number / , brief description of the project and its relevance to this RFQ, firm(s) from Project Team associated with project and their role on the project, construction cost, project size. Up to 10 projects may be listed from members of the Project Team. c. Respondent must complete and include the attached Certification Letter (Attachment A). G. Submittal Instructions: a. RFQ Submittal Instructions: i. Each Respondent must submit 5 paper copies (4 bound, 1 un-bound) & 1 electronic copy in PDF format on CD of its response to this RFQ by the date indicated at the top of this Request for Qualifications. Late responses will not be accepted. ii. Submittals will be received at: Delhi Township Administrative Office, ATTN: Delhi Township Board of Trustees, 934 Neeb Road, Cincinnati, OH iii. Envelopes containing SOQ materials must be sealed and addressed to the Delhi Township Board of Trustees, attention Pete Landrum, Administrator, and the project name () must be listed on the envelope, as well as the Respondent firm s name. iv. Submittals / narrative pages are to be 8½ x 11. All information provided shall be bound in a single volume, three ring binder format only. A clear and concise presentation of information is encouraged with a total maximum page limit of 25 single sided pages for all requested information and supporting data. v. Electronic submittals must be combined into a single PDF format file names with the project s name () and the Respondent firm s name. Use the print feature of Adobe Acrobat or similar software for creating a PDF rather than using a scanner. If possible, reduce the size of the PDF. Label the CD and the CD cover with the project name and firm name. vi. Delhi Township reserves the right to waive any informalities, irregularities or technical defects in the responses to this RFQ. 7

9 H. Evaluation Criteria for Selection: a. All SOQ s will be afforded equal consideration by the members of the evaluation committee. The criteria to be used during the initial RFQ stage to develop a short-list of qualified candidates is a qualifications-based selection process. The committee will review and rank each SOQ submitted in terms of the firm s qualifications based on the SOQ Scoresheet (see Attachment B). The Proposer that receives the highest ranking under the RFP evaluation criteria and executes a Contract with Delhi Township is the Selected Proposer. I. Security and Bonds: a. The Selected Proposer will be required, prior to execution of the contract, to provide and maintain separate performance and payment bonds in the forms provided under the Ohio Revised Code. The bonding company shall have an A.M. Best rating of A or above. Each short listed Respondent must submit a letter from its surety s agent expressing its intent to issue the required bond if the Respondent is selected as the Design-Builder. In response to this RFQ, the Respondents shall provide an acknowledgment of the performance and payment bond and letter of credit requirements and its willingness to enter into such a contractual arrangement. J. General Information: a. Delhi Township reserves the right to determine the best value on the basis of an individual item, group of items, or in any way determined to be in the best interests of Delhi Township. b. Delhi Township shall have no liability for the costs and expenses incurred by the Respondents in responding to the RFQ, the forthcoming RFP, responses to clarification requests and resubmittals, potential interviews, and / or subsequent negotiations. c. Delhi Township is not subject to federal excise taxes. Per O.R.C., Delhi Township is exempt from state and local sales taxes. d. Respondents shall promptly notify Delhi Township and Criteria Architect of any ambiguity, inconsistency or error which they may discover upon examination of the documents. Interpretations, corrections and changes will be made by addendum. Each Respondent shall ascertain prior to submitting an SOQ that all addenda have been received and acknowledged in the SOQ. 8

10 e. Prevailing Wage requirements as provided in Ohio law will be incorporated by reference into any agreement. Project must be delivered using current prevailing wage rates. f. Respondents must have or obtain all necessary local, state and federal occupational licenses prior to performing any work on the project. g. Contracts entered into will be governed by and construed according to the laws of the State of Ohio. h. Short-listed Respondents will be required to supply a current Workers Compensation certificate. Delhi Township may request proof of Workers Compensation at such other times during the life of the Contract as it deems necessary. i. All SOQs and subsequent Proposals received in response to the procurement documents will become the property of Delhi Township and will not be returned. Respondents recognize and agree that the Delhi Township will not be responsible or liable in any way for any losses that the Respondent may suffer from the disclosure of information or materials to third parties. All information submitted to the Delhi Township will become public records after the Delhi Township announces the name of the firm determined to be the best value through the selection process. End of Request for Qualifications 9

11 Attachment A - Certification Letter Delhi Township Administrative Office ATTN: Delhi Township Board of Trustees 934 Neeb Road Cincinnati, OH RE: Statement of Qualifications for the Design Build Construction of the (the Respondent ) hereby submits its Statement of Qualifications (SOQ) in response to the Request for Qualifications for the Design-Build Project issued by Delhi Township. As a duly authorized representative of the Respondent, I hereby certify, represent and warrant as follows in connections with the SOQ: a. The Respondent acknowledges receipt of the RFQ and the following addenda: No. Date b. The submittal of the SOQ has been duly authorized by, and in all respects is binding upon the Respondent. This Certification Letter evidences my authority to submit the SOQ and bind the Respondent to its terms. c. The Respondent has completely reviewed and understands and agrees to be bound by the requirements of the RFQ. d. The firms that will be members of the Respondents Project team include as follows (must list all disciplines): Name Responsibility 10

12 e. All information and statements contained in the SOQ are current, correct and complete, and are made with the full knowledge that Delhi Township will rely on such information and statements in short listing the Respondents. f. The SOQ has been prepared and is submitted without collusion, fraud or any other action taken in restraint of free and open competition for the services contemplated by the RFQ. g. The Respondent will comply with any applicable state and federal equal opportunity and affirmative action requirements associated with the funding of this Project. h. Neither the Respondent, nor any of the listed team members are currently suspended or debarred from doing business with any governmental entity. i. Neither the Respondent, nor any of the listed team members are currently in arrears or delinquent on any Delhi Township or Fairfield County property taxes. j. The Respondent s contact person who will serve as the interface between Delhi Township and the Respondent is: Name: Title: Address: Phone: Fax: Name of Respondent Name of Designated Signatory Signature Title Date 11

13 (Notary Public) State of County of On this day of, 2015, before me appeared personally known to me to be the person described in and who executed this Certification Letter and acknowledged that (he / she) signed the same freely and voluntarily for the uses and purposes therein described. In witness thereof, I have hereunto set my hand and affixed my official seal the day and year last written above. (Seal) Notary Public in and for the State of (Name Printed) Residing at My Commission Expires 12

14 Statement of Qualifications - Scoresheet Attachment B July 9, 2015 No. Selection Criteria Value Score 1a 1b 2a 2b a 6b 7 Construction firm's relevant fire & public safety facility project experience within recent history (Past 7 years) A/E Firm's relavent fire and public safety facility project experience within recent history (Past 7 years) Construction firm's project experience with design-build project delivery method in excess of $2,000,000 construction cost within recent history (Past 7 years) A/E Firm's project experience with design-build project delivery method in excess of $2,000,000 construction cost within recent history (Past 7 years) Construction firms average annual revenue from new construction within recent history (Average past 7 years) Proximity of the Construction firm's primary office where the majority of the project work will be managed / performed to the project site Previous collaboration of the Project Team on any project type (sample projects on which a significant number of individual team members have collaborated previously in the past 7 years) Construction firm's project team qualifications / credentials / experience / education Project Manager / Executive Project Administrator (Site Level) Construction Technical Staff (estimating, budgeting scheduling) A/E firm's project lead's qualifications / credentials Architectural project design lead MEP Engineering project design lead Structural Engineering project design lead Civil Engineering project design lead Budget and schedule management of new construction projects ranging from $1,000,000 to $5,000,000 Past performance as indicated by evaluations and letters of reference 0-5 Less than 2 projects to 5 projects 4-7 More than 5 projects 8-10 Past performance as indicated by evaluations and letters of reference 0-5 Less than 2 projects to 5 projects 4-7 More than 5 projects 8-10 Past performance as indicated by evaluations and letters of reference 0-5 Less than 5 projects to 10 projects 4-7 More than 10 projects 8-10 Past performance as indicated by evaluations and letters of reference 0-5 Less than 5 projects to 10 projects 4-7 More than 10 projects 8-10 Less than $5,000, $5,000,000 to $15,000, More than $15,000, Less than 25 miles from project site miles from project site 3 More than 50 miles from project site 1 Past performance as indicated by evaluations and letters of reference 0-5 Less than 5 projects 1 5 to 10 projects 3 More than 10 projects 5 Demonstrated experience / ability of PM to manage scope, budget, schedule, quality Demonstrated experience / knowledge of PA staff to achieve successful overall project results Demonstrated experience / ability to coordinate schedule, provide accurate & thorough estimates Demonstrated experience / knowledge / creativity of lead architectural designer Demonstrated experience / knowledge / creativity of lead MEP designers Demonstrated experience / knowledge / creativity of lead Structural designer Demonstrated experience / knowledge / creativity of lead Civil designer Demonstrated budget management success (original estimates prepared "in-house" versus actual final construction bids) Demonstrated schedule management success (initially contracted completion date versus actual completion dates) Bonding capacity of construction firm 9 Betterment & value added experience Demonstrated capability to provide a bond 5 Demonstrated experience in developing and implementing creative / innovative offerings on past projects to provide significant "value 0-5 added" or "betterment" for clients Total Possible Score KZF Design Cincinnati, OH

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