HENNEPIN COUNTY Designer Selection Committee

Transcription

1 HENNEPIN COUNTY Architectural/Engineering Services REQUEST FOR PROPOSAL New Southdale Library Westonka Library Replacement North Regional Library Refurbishment 1800 Chicago Triage Center Medina Communications Consolidation and Office Remodeling August 7, 2017

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3 TABLE OF CONTENTS SECTION I: Background Information 5 A. Issuing Office.. 5 B. Procedural Information C. Proposal Submittals for Multiple Projects D. Evaluation of Proposals and Presentation Interviews. 5 E. DSC Recommendations and Final Action SECTION II: Project Description 6 New Southdale Library Westonka Library Replacement... 8 North Regional Library Refurbishment Chicago Triage Center Medina Communications Consolidation and Office Remodeling. 15 SECTION III: Proposal Format and Submission Requirements 19 A. Number of Proposal Copies and Deadline B. Format and Length of Proposal.. 19 SECTION IV: Proposal Contents 19 A. Cover Letter B. Project Approach C. Project Team Personnel and Roles D. Lead Firm and Sub-consultant Firms Design Experience.. 20 E. Summary Statement SECTION V: Evaluative Criteria / Presentation Information 21 A. Project Approach B. Fees/Billable Rates.. 21 C. Project Team Personnel D. Lead Firm and Sub-consultant Design Experience E. Summary Statement SECTION VI: General Terms and Conditions 22 EXHIBIT A: Consultant Fee Matrix 27 DSC RFP of 34

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5 Your firm is encouraged to submit a proposal for providing professional, registered architectural/engineering and/or planning services for the project listed in Section II of this document. This request for proposal (RFP), including qualifications, provides specific guidelines for preparing and submitting proposals to the Hennepin County (DSC). This process is open and competitive, therefore any firm, or team of firms, may submit a proposal as long as the criteria listed in this RFP are met. SECTION I: BACKGROUND INFORMATION A. Issuing Office On behalf of the DSC, the office issuing this RFP is the Hennepin County Facility Services Department, A Government Center, Minneapolis, MN The DSC consists of seven non-staff members appointed by the Hennepin County Board of Commissioners. In certain circumstances, two county staff may be added to the DSC as voting members. The DSC s role will end once it has made its recommendations to the County Board. B. Procedural Information Procedural questions relating to this RFP may be directed to Adam Sobiech, Hennepin County Facility Services, at or adam.sobiech@co.hennepin.mn.us. The person designated above shall be the only contact for all inquiries regarding any aspect of this Request for Proposal process and its requirements. Do not contact any County official/employee, or any other representative regarding this RFP unless specifically indicated or instructed to do so in writing by the person designated above. If any respondent attempts any unauthorized communication, the County may, in its sole discretion, reject that respondent s proposal. C. Proposal Submittals for Multiple Projects The Committee does allow firms to submit proposals for more than one project. For each project that a firm wishes to be considered for, a separate and unique set of proposals should be submitted following the proposal format and submission requirements as described in Section III. D. Evaluation of Proposals and Presentations/Interviews The DSC will evaluate the proposals according to the criteria in Section V of this RFP. Based upon this evaluation, the DSC may invite selected firms to participate in a presentation and interview. The DSC will also evaluate the presentation and interview of each invited firm according to the criteria in Section V. Firms are not permitted to contact members of the DSC or any County official/employee during the evaluation of specific proposals or presentations and interviews. E. DSC Recommendations and Final Action The DSC will make recommendations to the County Administrator and the County Board for contract award, along with first and second alternates for this project, based on its evaluation of the proposals and presentations/interviews. The Board will then take final action on the DSC s recommendations and direct staff accordingly. DSC RFP of 34

6 SECTION II: PROJECT DESCRIPTIONS The following project is included in this year s selection process. New Southdale Library North Regional Refurbishment Westonka Library Replacement 1800 Chicago Triage Center Medina Communications Consolidation and Office Remodeling Note that the County reserves the right to make changes by either revising the project scope, the estimated budget or by withdrawing project in its entirety. NOTE: Project question & answer session on ALL PROJECTS: A short project presentation and question & answer session will be held on Tuesday, August 29 th from 10:30am 11:30 for all five projects listed above. This meeting is open to any firms interested in submitting a project proposal. The project information meeting will be held on the main floor conference room at the new HSPHD South Minneapolis Regional Human Services Center, which is located at 2215 East Lake Street in Minneapolis, NEW SOUTHDALE LIBRARY A. Project Information Project Name: New Southdale Library Project Description: This project will replace the existing Southdale Regional Center with a new stand-alone library. The library will be up to 72,000 gross square feet and up to 55,000 usable square feet. The Library will be adjacent to a public-private development which may include commercial, retail and/or housing components on the existing site. In the years since its construction in 1972, multiple renovation and expansion projects have been undertaken on the building. Due to the high cost of facility preservation of the existing building systems and infrastructure as well as its age and inefficient layout for service provision, a decision was made to leverage the value of the site and pursue re-development. The County is working collaboratively with local municipalities in soliciting proposals for site re-development anchored by a new, stand-alone library of approximately 72,000 GSF along with approximately 200 structured parking stalls. The remaining site will be considered for its best re-use via a request for proposals, which may include commercial, retail and/or housing separate from the Library program requirements. HCL (Hennepin County Library) is looking to build a library that supports vision and desired outcomes for the County and Library by being innovative, accessible, community-based, and focused on themes identified by the community. DSC RFP of 34

7 The community values the library in its current location, appreciates the size and access to staff, library materials, meeting rooms, and other library services. Existing Building Information: Southdale Regional Center, located at 7009 York Ave. S. in Edina, is an 116,580 gross square foot (GSF) facility situated on a 7.7 acre site with a parking lot for 480 vehicles. It is currently comprised of two major public service components which include: 1) The Library, with 69,600 usable square feet (USF), and 2) District Court in the south building, with 14,700 USF on two floors. The Resident & Real Estate Services' Service Center previously occupied 6,800 USF in the south building and was relocated to the Southdale Mall in Project Assumptions: The New Southdale Library project will construct a new stand-alone library facility. Several community meetings have taken place in 2016 and 2017 to solicit preliminary feedback from residents, library patrons and stakeholders regarding mixed use opportunities on the site, and one meeting was held to gather feedback for library programs. Additional community meetings will be scheduled as Library planning and design continues in upcoming years. The current Court functions will be relocated to a new permanent location being planned at the Bloomington Civic Plaza, with an expected move-out date in fall B. Other Noteworthy Items Scope of Services: Basic Services: Full scope architectural, interior design and engineering services, cost estimating and consulting services. Phase I services consist of pre-design and schematic design phases. Phase II services consist of the design development phase, construction document phase, bidding or negotiation phase, and construction administration phases. The full definition of basic scope of service can be found in the Hennepin County Modified AIA B101 (2007) Contract. Additional Services: Programming and Pre-Design Services Community Engagement - periodic community meetings to solicit input and update community organizations and stakeholders Demolition of the existing building complex Site restoration/remediation Required Consultant Team (including but not limited to): Architectural Library Design Expertise Interior Design Acoustician Landscape Architect Engineering: Structural, Mechanical, Electrical, Civil Technology - Telecom, Low Voltage, AV Cost Estimating DSC RFP of 34

8 Services provided by others (including but not limited to): Site Survey, Geo-Technical Hazardous Material Testing & Removal Commissioning Special Testing Anticipated schedule: To be jointly determined by the Library, Facility Services and the selected consultant. Phase I design services are expected to commence immediately following consultant selection and contract execution. Schematic Design Phase will require County Board approval prior to commencing with subsequent phases. Preferred Lead Firm: Architectural or Architectural/Engineering firm. Architect of Record shall be a local firm registered in the State of Minnesota. Project Budget:* New Southdale Library Overall Budget: $ 50,000,000 * Budget figures are preliminary estimates and subject to change. WESTONKA LIBRARY REPLACEMENT A. Project Information Project Name: Westonka Library Replacement Project Description: This project will replace the Westonka Library, located at 2079 Commerce Boulevard in Mound, MN. The library, built in 1972, is an 8,600 gross square foot (GSF) single story facility situated on a 1.68 acre site, with surface parking for 48 vehicles. Westonka Library is a significant community resource and has been providing valued library services for western Hennepin County patrons for over 45 years. The remodeled building will transform the library experience for patrons with an updated building plan that is flexible, open and designed to meet the needs of the community. A study will be completed to determine the appropriate size, location on the current site, and required parking needed - the new library will not be larger than the current library and it is anticipated that fewer parking spots will be needed. Proposed library features and services include: Collaborative gathering and meeting spaces for students and groups of all ages An early literacy learning environment Refreshed and right-sized collections of books, DVDs and CDs, with World Language resources Enhanced access to technology, including support for current and future technologies DSC RFP of 34

9 Recent building assessment studies conclude that facility replacement is the recommended long-term solution rather than refurbishment / renovation in order to correct the facility deficiencies for this 45 year old facility and to make it more efficient and patron friendly. Replacement renews the entire facility and resolves some issues not fully addressed by refurbishment / renovation; The small cost differential (5.8%) between replacing all infrastructure that is beyond its useful life and bringing the existing facility up to current code versus new construction supports the recommendation to build new; and Replacement presents less potential risk of unknown conditions than a renovation project. Existing Building Information: The Westonka Library, located at 2079 Commerce Boulevard in Mound, MN, is a 8,600 gross square foot (GSF) single story facility situated on a 1.68 acre site, with surface parking for 48 vehicles. The following list of items have supported the recommendation to build new: Facility Preservation: Items that preserve building integrity and maintain long term value as real-estate assets include: Major modifications required by current building code; Repairs and/or replacement of HVAC, plumbing, and electrical systems; Exterior building shell improvements and/or replacements (wall systems, windows, roof systems); Exterior site repairs and/or replacements (paving and parking surfaces, grounds and landscape improvements, lighting, storm water management and sewer systems). Systems Upgrades: Necessary upgrades / improvements to address deficiencies in IT/data systems, security systems, building automation systems, code compliance, energy code, and environmental and safety requirements Library Refurbishment: The interior spaces of the library were partially updated in 2008 and no longer efficiently support library services. Project Assumptions: The Westonka Library Replacement project will demolish and replace the existing library A community engagement process will be conducted during the design phases of this project. B. Other Noteworthy Items Scope of Services: Basic Services: Full scope architectural, interior design and engineering services, cost estimating and consulting services. Phase I services consist of pre-design and schematic design phases. Phase II services consist of the design development phase, construction document phase, bidding or negotiation phase, and construction administration phases. The full definition of basic scope of service can be found in the Hennepin County Modified AIA B101 (2007) Contract. DSC RFP of 34

10 Additional Services: Programming and Pre-Design Services Community Engagement - periodic community meetings to solicit input and provide updates to community organizations and stakeholders Demolition of the existing building complex Site restoration/remediation Required Consultant Team (including but not limited to): Architectural Library Design Expertise Interior Design Acoustician Landscape Architect Engineering: Structural, Mechanical, Electrical, Civil Technology - Telecom, Low Voltage, AV Cost Estimating Services provided by others (including but not limited to): Site Survey, Geo-Technical Hazardous Material Testing & Removal Commissioning Special Testing Anticipated schedule: To be jointly determined by the Library, Facility Services and the selected consultant. Phase I design services are expected to commence in early Schematic Design Phase will require County Board approval prior to commencing with subsequent phases. Preferred Lead Firm: Architectural or Architectural/Engineering firm. Architect of Record shall be a local firm registered in the State of Minnesota. Project Budget:* Westonka Library Replacement Construction: $ 4,249,000 Furniture: $ 470,000 Overall Budget: $ 6,526,000 *Please note that these figures are only part of the total project budget, they only reflect the construction and furniture portions of the project. Budget figures are preliminary estimates and subject to change. DSC RFP of 34

11 NORTH REGIONAL LIBRARY REFURBISHMENT A. Project Information Project Name: North Regional Library Refurbishment Project Description: This project will remodel and refurbish approximately 38,993 GSF, including 23,000 USF of public space and 5,600 USF of staff space, of the North Regional Library, located at 1315 Lowry Ave. N. in Minneapolis, MN. Additionally, facility asset preservation improvements will also be made to address infrastructure and building system requirements to preserve building integrity and maintain long term value as a real-estate asset. North Regional Library is a significant community resource and has been providing valued library services for Hennepin County patrons in North Minneapolis for over 45 years. The new building will transform the library experience for patrons with an updated building plan that is flexible, open, addresses sound issues, and designed with the community to meet the needs of the community. Some of the areas to be addressed include: Collaborative gathering and meeting spaces for students and groups of all ages Refreshed and right-sized collections of books, DVDs and CDs, with World Language resources Enhanced access to technology, including support for current and future technologies Re-designed early literacy, children, and teen spaces based on the most recent research Enhanced access to technology, including support for current and future technologies Improve efficiencies for staff areas on two floors. Improved acoustics throughout the building - the "discovery" room has no ceiling and funnels the noise out to the library. Updated restrooms and elevator Library's will be evaluated to ensure they 1) support the Library's mission/vision/promises/outcomes; 2) meet patron service commitments; 3) are environmentally sound; and, 4) are financially sustainable. Existing Building Information: The North Regional Library is a 38,993 gross square foot (GSF) two story facility situated on a 1.36 acre site, with a surface parking lot for 41 vehicles. An enclosed parking garage of 2,872 USF is included in the above GSF. A partial lower level space houses mechanical equipment. This library, built in 1971, has not seen any major remodeling since Project Assumptions: The existing building, including all library spaces, building common areas, and parking, will be fully renovated to support library programmatic requirements and building service needs. Interior finishes, furniture and equipment will be replaced. This capital project will include necessary improvements and upgrades to address all site and building system deficiencies and requirements including: replacement of HVAC, plumbing, and electrical systems; Exterior building envelope improvements; exterior site repairs and/or replacements (paving and parking surfaces, grounds and landscape improvements, lighting, storm water management and DSC RFP of 34

12 sewer systems); IT/data systems, security systems, building automation systems, code compliance, energy code and environmental and safety requirements. HVAC needs to be assessed; the facility's Air Handling Unit was retained during North Regional's remodel in 2006, with ventilation duct distribution alteration for the remodel; A community engagement process will be conducted during the design phases of this project. B. Other Noteworthy Items Scope of Services: Basic Services: Full scope architectural, interior design and engineering services, cost estimating and consulting services. Phase I services consist of pre-design and schematic design phases. Phase II services consist of the design development phase, construction document phase, bidding or negotiation phase, and construction administration phases. The full definition of basic scope of service can be found in the Hennepin County Modified AIA B101 (2007) Contract. Additional Services: Programming and Pre-Design, including a complete facility assessment that includes the entire facility - including building common spaces, building envelope and mechanical/electrical areas. Community Engagement periodic community meetings to solicit input and provide updates to community organizations and stakeholders. Required Consultant Team (including but not limited to): Architectural Library Design Expertise Interior Design Acoustician Landscape Architect Engineering: Structural, Mechanical, Electrical, Civil Technology - Telecom, Low Voltage, AV Cost Estimating Services provided by others (including but not limited to): Site Survey, Geo-Technical Hazardous Material Testing & Removal Commissioning Special Testing Anticipated schedule: To be jointly determined by the Library, Facility Services and the selected consultant. Phase I design services are expected to commence in early Schematic Design Phase will require County Board approval prior to commencing with subsequent phases. DSC RFP of 34

13 Preferred Lead Firm: Architectural or Architectural/Engineering firm. Architect of Record shall be a local firm registered in the State of Minnesota. Project Budget:* North Regional Library Refurbishment Construction: $ 2,940,000 Furniture: $ 1,413,000 Overall Budget: $ 6,216,000 *Please note that these figures are only part of the total project budget, they only reflect the construction and furniture portions of the project. Budget figures are preliminary estimates and subject to change CHICAGO TRIAGE CENTER A. Project Information Project Name: 1800 Chicago Triage Center Project Description: This project will construct a new Intake and Triage Center on the first floor of as part of the initiative to develop 1800 Chicago as a Behavioral Health Care (BHC) Center. The purpose of this project is to create a triage center that will provide triage and assessment services for adults who appear to have substance and/or mental health issues, co-occurring disorders or developmental disabilities and/or health/medical issues, and who are not presenting imminent risk to themselves or others. Following assessment, clients may be referred to the 1800 Chicago Withdrawal Management Program (formerly called Detox), the new 1800 Chicago Mental Health Crisis Stabilization Program, other social services, a hospital or emergency room if warranted, or released back into the community. The Withdrawal Management Program is located on the 3rd floor, and then Mental Health Crisis Stabillization Program on the 2nd floor. The new Intake and Triage Center will reduce the frequency of hospital emergency room visits and provide a lower cost treatment alternative for the subject populations. The Center will accept self-referrals and referrals from law enforcement, hospitals, and other professionals. In addition to meeting the needs for a triage space for the Mental Health Crisis Stabilization and the Withdrawal Management Programs, this space will also provide further efficiencies and linkages to existing human service resources currently available at 1800 Chicago, such as Vocational Services Program, Team 160, DART, Case Management, and Community Integrated Recovery Teams. The triage center will consist of approx. 13,000 USF on the first floor of 1800 Chicago and share the exterior patient entrance with the current Withdrawal Management Program and Mental Health Crisis Stabilization functions that are located in the building. Spaces to be provided include exam/ counseling rooms, waiting areas, and staff/support spaces. A complete remodeling of the building area is required. DSC RFP of 34

14 Existing Building Information: The 1800 Chicago Facility is a three-story, 102,815 GSF facility located just south of downtown Minneapolis at 1800 Chicago Ave. The property includes 19 parking spaces on 1.65 acres of land. The original building was built in 1913 by General Hospital (originally City Hospital) as the Lymanhurst School-Hospital. This was the first children s hospital in the city of Minneapolis. Hospital employee, Elizabeth Kenny, had developed a polio treatment and convinced the hospital to remodel the property into a polio rehabilitation center. On December 17, 1942, the Sister Kenny Institute opened. The South wing was added in 1951 and the North wing in At that time, the original brownstone façade was removed from the center section and it was finished in brick to match the additions. In the early 1970 s, the Sister Kenny Institute merged with the Abbott Northwestern Hospital. After sitting vacant for several years, the property was acquired by Hennepin County to function as the Chemical Dependency Treatment Center. It now houses a residential detoxification center and many other programs to help the local populace. Project Assumptions: This capital project will include necessary improvements and upgrades to the remodeled area to address building system deficiencies and requirements including: replacement of HVAC, plumbing, and electrical systems; IT/data systems, security systems, building automation systems, code compliance, energy code and environmental and safety requirements B. Other Noteworthy Items Scope of Services: Basic Services: Full scope architectural, interior design and engineering services, cost estimating and consulting services. Phase I services consist of pre-design and schematic design phases. Phase II services consist of the design development phase, construction document phase, bidding or negotiation phase, and construction administration phases. The full definition of basic scope of service can be found in the Hennepin County Modified AIA B101 (2007) Contract. Additional Services: Programming and Pre-Design Services, including a complete Facility Assessment Community Engagement - periodic community meetings to solicit input from community organizations and stakeholders Required Consultant Team (including but not limited to): Architectural Interior Design Engineering: Structural, Mechanical, Electrical, Civil Technology - Telecom, Low Voltage, AV Cost Estimating DSC RFP of 34

15 Services provided by others (including but not limited to): Site Survey, Geo-Technical Hazardous Material Testing & Removal Commissioning Special Testing Anticipated schedule: To be jointly determined by the Human Services & Public Health Department, Facility Services and the selected consultant. Phase I design services are expected to commence immediately following consultant selection and contract execution. Schematic Design Phase will require County Board approval prior to commencing with subsequent phases. Preferred Lead Firm: Architectural or Architectural/Engineering firm. Architect of Record shall be a local firm registered in the State of Minnesota. Project Budget:* Chicago Triage Center Construction: $ 4,737,000 Furniture: $ 347,000 Overall Budget: $ 7,123,000 *Please note that these figures are only part of the total project budget, they only reflect the construction and furniture portions of the project. Budget figures are preliminary estimates and subject to change. MEDINA COMMUNICATIONS CONSOLIDATION AND OFFICE REMODELING A. Project Information Project Name: Medina Communications Consolidation and Office Remodeling Project Description: This project will relocate and consolidate Transportation Operations Roads and Bridges Dispatch Operations Center and the Traffic Management Center (TMC) on the garage level of Public Works Facility in Medina. Additionally, this project will also address the first floor office space needs for the many departments that utilize this space. Options include reconfiguration and consolidation of workspaces to increase workspace densities, creation of flexible and collaborative works spaces. The Public Works Facility has had major operational changes since the facility opened in 1998, and some functions are not supported well by the current facility design. To reduce duplication of services and provide operating efficiencies, consolidation of the TMC and Roads and Bridges Dispatch Operations Center is needed. A new Operations Control Center will be developed with shared wall hung monitors in order to create better communication and collaboration between the existing standalone communications centers and free-up space for other uses. This new center will also enhance the capability of secure monitoring of existing public work facilities. Remodeling of the current DSC RFP of 34

16 Transportation Operations Sign Shop will allow for consolidation of these operations centers. Right sizing this space reflects the reduced volume and current procurement practices of the Sign Shop. Furthermore, remodeling is needed as Hennepin County received a grant in 2017 from the Highway Safety Improvement Program (HSIP) for new Advanced Transportation Management System (ATMS) to replace the current Aries TMC system which is no longer supported by its manufacturer. The new ATMS system will provide system updates to the county's traffic signal communications infrastructure to facilitate monitoring and implementation of current transportation management technology to minimize congestion and improve system efficiency and safety. The consolidation of the operations centers will allow remodeling of the current Roads and Bridges Dispatch Operations Center to create a larger staff break room for drivers, this will create one space to support activities which prepare staff for their day and will also be used as a training room. Additionally, Transportation Operations office staff on the first floor are currently remote from staff working daily on the garage level of the facility. This project will relocate the office staff to the garage level to increase communications and collaboration within the department. Implementation of Just in time delivery of goods to the warehouse will free-up space to allow for an expansion. In association with the development of the new Operations Control Center, Security improvements will be made on three Public Works facility sites focusing on the addition of exterior cameras, exterior lighting and card readers at exterior entries to improve site and building envelope security. The three locations will be Osseo Maintenance Station, Bloomington Maintenance Station and Medina Public Works Facility. This request requires remodeling a portion of the garage level of PWF which contains a mixture of various Transportations Operations Departments and Emergency Management. The following areas will require remodeling all on the garage level: Consolidation of the Roads and Bridges Dispatch Center and the Traffic Management Center to the current Sign Shop area with an area of 2,400 USF. Remodeling of the Sign Shop and Signal Shop for right sizing with an area of 1,900 USF. Relocation of the Transportation Operations Office space to the current Warehouse and Facility Services space. Remodeling will include a mezzanine above the Office space with access by an extended elevator cab. This will have an associated area of 5,600 USF. Remodeling of the former Dispatch Center and current Break Room to create a larger Break Room / Meeting Space and new entry vestibule with an area of 4,800 USF. Remodeling of the former mechanical sump space for CMED Storage with an area of 500 USF. Remodeling of the Garage Level North Break Room to add a vestibule to the west exit doors with an area of 150 USF. Relocation of the Facility Services Shop Area to the former Sign Shop with an area of 1,700 USF. New Large Conference Room in the former Sign Shop space with an area of 730 USF. Total area of remodeling for the garage and mezzanine levels would be approximately 18,000 USF. In addition to the Garage Level work described above, many of the programs that operate out of this facility are in need of updated and reconfigured office space on the main level of the facility. There is a shortage of workstations and storage space and the current office layout does not allow for future DSC RFP of 34

17 growth. Reconfiguration of the current layout will allow areas to consolidate space and increase capacity. A concept plan completed by Facility Services in September of 2015 identified opportunities to create more office space. Currently all of the workstations in the building are the same size and shape (7.5'x10'), larger than necessary and larger than the current county standard workstations. Existing systems furniture is antiquated and parts hard to come by which makes rearranging existing furniture difficult. PWF was originally completed in 1998 and since that time major operations changes have occurred which are not supported by the current facility design. This project would represent the first significant upgrade to this facility. This request requires remodeling much of the first floor of PWF which contains a mixture of open office work environment, enclosed offices and support space. Total area for remodeling or refresh on the first floor is approximately 35,000 USF. The following is a breakdown of the spaces to be remodeled or refreshed: First floor office environment remodeling of 21,800 USF includes 24 enclosed offices, 124 open office workstations and 27 support spaces including conference rooms, huddle spaces and various support spaces. Work will include new energy efficient LED lighting, new finishes and new fin tube radiation to replace the ceiling radiation heating system at the curved perimeter wall. Support spaces across the main hall of 4,600 USF to provide minor remodeling for more efficient use of space. Main hall refresh of 8,600 USF to provide better acoustics. New carpet on floor and vertical acoustic panels will provide needed acoustic treatment. Existing Building Information: The Public Works Facility (PWF) is 218,000 GSF facility located at 1600 Prairie Drive in Medina, Minnesota. The facility houses multiple Public Works departments and the Emergency Management Department. Built in 1998, the facility is located on a 146-acre site about 20 miles west of downtown Minneapolis. The building is home to many of the County s Public Works departments including Transportation Project Delivery, Transportation Operations, Public Works Administration, Community Works, Environment & Energy departments as well as the Emergency Management Department. The complex houses a warehouse, sign and signal shops, vehicle maintenance and storage areas, a testing lab and a permits office. Also located on the site is the Sheriff s Office s 400- foot-high communications tower. Project Assumptions: This capital project will include necessary improvements and upgrades to the remodeled area to address building system deficiencies and requirements including: replacement of HVAC, plumbing, and electrical systems; IT/data systems, security systems, building automation systems, code compliance, energy code and environmental and safety requirements. DSC RFP of 34

18 B. Other Noteworthy Items Scope of Services: Basic Services: Full scope architectural, interior design and engineering services, cost estimating and consulting services. Project design services consist schematic design, design development phase, construction document phase, bidding or negotiation phase, and construction administration phases. The full definition of basic scope of service can be found in the Hennepin County Modified AIA B101 (2007) Contract. Additional Services: Space Programming and Pre-Design Services (Pre-design study completed in Summer 2017) Required Consultant Team (including but not limited to): Architectural Interior Design Engineering: Structural, Mechanical, Electrical, Civil Technology - Telecom, Low Voltage, AV Cost Estimating Services provided by others (including but not limited to): Site Survey, Geo-Technical Hazardous Material Testing & Removal Commissioning Special Testing Anticipated schedule: To be jointly determined by the Public Works Departments, Facility Services and the selected consultant. Phase I design services are expected to commence immediately following consultant selection and contract execution. Schematic Design Phase will require County Board approval prior to commencing with subsequent phases. Preferred Lead Firm: Architectural or Architectural/Engineering firm. Architect of Record shall be a local firm registered in the State of Minnesota. Project Budget:* PW Medina Communications Consolidation PW Medina Office Remodeling Construction: $ 6,182,000 Furniture: $ 1,491,000 Overall Combined Budget: $10,700,000 *Please note that these figures are only part of the total project budget, they only reflect the construction and furniture portions of the project. Budget figures are preliminary estimates and subject to change. DSC RFP of 34

19 SECTION III: PROPOSAL FORMAT AND SUBMISSION REQUIREMENTS A. Number of Proposal Copies and Deadline The lead firm shall provide the DSC with 12 printed copies AND one copy in portable document format (PDF) on a compact disc (CD) or flash drive. The PDF version must be identical in content, but does not need to be identical in layout; i.e. if your bound copies contain divider pages, the PDF copy can omit such items. The proposals must be received by 2:00 P.M. Tuesday, September 5, 2017, at the following address: Hennepin County, ATTN: Adam Sobiech, A-2208 Government Center, 300 South Sixth Street, Minneapolis, MN B. Format and Length of the Proposal 1. The proposal shall be limited to 20 pages, with a maximum of 10 pages for text, including the cover letter (described below in Section IV: A.). 2. The pages of text need not be consecutive. For example, if your firm is submitting the maximum of 20 pages, each page may include one-half page of text or another variation provided that the cumulative text amount does not exceed 10 pages. 3. If the proposal exceeds 20 pages, it may be disqualified. 4. The front and back covers, the table of contents, and any divider pages will be excluded from the 20 page limit. 5. Pages shall be 8½ x 11 inches in size, portrait format and bound on the left side. SECTION IV: PROPOSAL CONTENTS In preparing your proposal, assume that the understands the general practices of architecture and engineering. Accordingly, firms should focus on the evaluative criteria and other distinguishing characteristics of your firm concerning project approach, concept (not solutions), delivery and past experience. Please remember, this process is not about solving the problem, but rather to find a design firm to work with Hennepin County to find options for the project. High-level conceptual designs are acceptable to touch on, however it is to the design team s benefit to focus on the 5 selection criteria outlined in Section V. Within the Proposal, please identify each element as labeled below: A. Cover Letter The cover letter will identify: 1) the project name for which you are proposing 2) the name, postal address, telephone and fax numbers, and address of the project contact from the lead firm and 3) the project responsibilities of each firm/consultant (if applicable) on the proposed project team. Please address the letter to the Hennepin County and bind the letter at the front of each proposal. If firms wish to include non-public information, as defined in the Minnesota Government Data Practices Act, within your proposal response, you are required to clearly identify within the cover letter: which DSC RFP of 34

20 information within the proposal is non-public and reference the page number where the information is located. (For more information on including information covered under the Minnesota Government Data Practices Act, see SECTION VI: H and I). B. Project Approach Describe the approach that will be taken to accomplish this specific project. Note any innovative methods or concepts, including creative approaches/options that might be particularly beneficial to Hennepin County. One aspect of design that should be specifically addressed is sustainability. Proposed project activity should recognize that Hennepin County uses the current version of the State of Minnesota Sustainable Building Guidelines (MSBG) as a resource tool ( for all design and construction projects. Firms should identify how this will be incorporated into the project approach. In addition, to your project approach, please: Describe any constraints that you perceive for the project Give your impression of the scope/budget alignment List any potential risks unique to this project C. Project Team Personnel and Roles This section should include a proposed organizational chart that identifies the project manager and team organization. Include leadership titles and responsibilities as well as the maximum hourly billing rates for all team members (both the lead firm and consultants) who will be assigned to the project. Include brief resumes of all proposed project team members including engineering staff and/or consultants. The resume should include discipline, level of expertise, years of experience in areas of specialty and list date referenced work experience on projects similar to the one being proposed. If a resume includes project experience at a previous firm, please note those projects. At the end of this section, please also submit a firm-wide staff count, by professional discipline only, for all firms included in the project team. ***In addition, please complete the Consultant Fee Matrix (Exhibit A) that is attached to this RFP and submit it along with the project proposal. This exhibit is NOT required for the New Southdale Library Project. For the Consultant Fee Matrix, your firm is required to provide: 1. Maximum, billable rates for various project team personnel. 2. Two fee ranges. One fee range expressed as a percentage of the estimated construction amount. A second fee range expressed as a percentage of the estimated furniture amount. Estimated budgets are subject to change, based on County / consultant negotiations. (This exhibit will NOT count towards the 20 page maximum page limit) D. Lead Firm and Sub-consultant Firms Design Experience The firm should provide insight into and date referenced examples of design experience / work on comparable projects for both the lead firm and the sub-consultant firms, highlighting team member experience above firm experience. This section should identify similar projects for which the team members have provided design / construction administration services, as well as their roles on those projects. Also indicate the extent to which the proposed sub-consultants have been involved with such work. If the lead firm and sub-consultants have not historically worked together on similar projects to the one described in this proposal; highlight examples where the teams have successfully worked together. DSC RFP of 34

21 Furthermore, be sure to include any work experience with Hennepin County by either the lead firm or subconsultant firms. The DSC may also consider the design quality of the firm s recent experience on unrelated project types, and encourages submission of projects that represent their ability to provide quality design. Provide references for each project, including the name, telephone number, and address of a contact for each client. E. Summary Statement Please state your project team s most significant qualification(s) and resources for the project. SECTION V: EVALUATIVE CRITERIA / PRESENTATION INFORMATION Based on the following criteria, firms may be selected to participate in a presentation and interview before the. Presentation/interview times will be scheduled for the weeks of October 9 th and 16 th, Firms selected for the presentation process will receive a confirmation letter as to the date, time and place for the interview. Firms not selected for the presentation will be notified via letter. The DSC intends to notify all firms of their continuance by September 22 nd, ) Project Approach: 25 Points Understanding of County s objectives. Understanding of project scope. Reasonableness of proposed approach. Constraints / Risk identification 2) Fees / Billable Rates: 20 Points Reasonableness of firm s hourly staff rates. Reasonableness of firm s fee ranges. 3) Project Team Personnel: 25 Points Previous experience with similar projects. Personnel/project team (experience, expertise and team composition). Previous experience with Hennepin County and/or other governmental agencies. Consultants (discipline, experience, expertise and team composition). Previous project experience with consultants. 4) Lead Firm and Sub-consultant Firms Design Experience: 20 Points General project experience. Similar project experience in local office (for multi-office firms). Previous experience with Hennepin County and/or other governmental agencies. 5) Summary Statement: 10 Points Project team's most significant qualification(s) for the project. Total: 100 Points ***Please note the evaluation criteria shown above is applicable to the all projects except for the New Southdale Library Project. DSC RFP of 34

22 For the New Southdale Library firms will be evaluated on the following criteria: 1) Project Approach 30 Points 2) Project Team Personnel 30 Points 3) Lead Firm and Sub-consultant Firms Design Experience 30 Points 4) Summary Statement 10 Points SECTION VI: GENERAL TERMS AND CONDITIONS TOTAL 100 Points A. Assignment of Staff from the Lead Firm All staff assigned to the project will be subject to County approval and changes shall not be made without the County's prior written approval. B. Assignment of Consultants The County reserves the right to make recommendations to the lead firm regarding the services of other consultants or sub consultants, when the County and lead firm agree that such services may be beneficial to the project. C. Multi-firm/Consultant Project Teams The DSC will consider proposals from firms/consultants wishing to work together on this project. For this project, the lead firm will be an architectural or architectural/engineering firm, unless noted otherwise within the project description; see Section II. The A/E firm submitting the proposal will be referred to as the lead firm. The lead firm and the other firms/consultants with whom the lead firm proposes to work will be referred to as a project team. D. Authorization of Projects The County Board, as part of the 2015 Capital Budget has approved funding in December, 2014 for the capital project listed in Section II of this document. However, this project may be deleted or deferred to a later date at any time. E. Contractual Intent All projects will be executed in a phased manner with phase I being completion of schematic design as agreed to at project commencement, preceded by a pre-design study that will detail the scope and budget. Contracts may be executed for phase I only with no commitment on the County s part to continue services into additional phases. F. Rejection of Proposals The County reserves the right to reject any proposal based on the proposal format and submission requirements in Section III, the proposal content guidelines in Section IV or based on any other requirements in this document. The County s rights in rejecting or retaining any and all submissions are broad and it is at the sole discretion of the County. The County also reserves the right to cancel or amend this RFP at any time and will notify all RFP recipients accordingly. DSC RFP of 34

23 G. Extension of Time The County reserves the right to extend the submission deadline solely at the discretion of the County. H. County Ownership of Submissions Upon submission, all responses become the property of Hennepin County. The County reserves the right to use the information and any ideas presented in any submission in response to this RFP, whether or not the submission is accepted. If Responder is submitting non-public information, as defined in the Minnesota Government Data Practices Act, then the Responder is required to clearly identify within their cover letter: which information within their proposal is non-public, their justification and reference the page number where the information is located. (Also see subsection I, below). I. Public Record Information supplied by the Responder to the County is subject to the Minnesota Government Data Practices Act, Minnesota Statutes, et seq. Such information shall become a public record unless it falls within one of the exceptions in the Act, such as trade secret information pursuant to Minnesota Statute If the Responder believes any non-public information will be supplied in response to the RFP, the Responder shall provide such information in conformance with the instructions provided in this document and provide reasonable justification to the County regarding which data, if any, falls within the Minnesota Government Data Practices Act exceptions. However, the Responder agrees as a condition of submitting a response that the County will not be held liable or accountable for any loss or damage which may result from a breach of confidentiality as may be related to the responses submitted. The County will treat the RFP submission as business data as defined in Minnesota Statute Upon opening of the submission, only the names of the responders will be made public. Upon the completion of the evaluation and selection process, all other data will become public, except for trade secret information as defined by Minnesota Statute The Responder is advised that for purposes of this RFP, Minnesota law permits data to be labeled and treated as trade secret information only if the information is the subject of the Responder's efforts that are reasonable under the circumstances to maintain its secrecy and derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use. No portion of the information or any attachments thereto may be designated as trade secret information unless Responder in good faith determines that such designation is clearly allowed by the foregoing trade secret criteria. The County reserves the right to decline any such designation by Responder if upon evaluation by the County; the County determines that the information so designated is clearly and commonly regarded as public data in the State of Minnesota. Responder, at its sole expense, shall at all times be responsible for promptly defending and/or responding to any request for access to and/or copies of data designated by Responder as trade secret, provided that the County shall inform persons seeking such data of its trade secret designation and promptly notify Responder of the fact of such request and the County's response thereto. J. Public Review of DSC Proposals The architectural/engineering firm proposals that are submitted to the DSC, in response to the RFP, are to remain non-public until the completion of the evaluation process, which occurs when the County Board has formally approved an AIA contract that was negotiated between County staff and the successful responder. DSC RFP of 34