REQUEST FOR QUALIFICATIONS RFQ # Jamestown-Yorktown Foundation P.O. Box 1607 Williamsburg, VA

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1 Jamestown-Yorktown Foundation P.O. Box 1607, Williamsburg, Virginia (757) (757) Fax (757) TDD REQUEST FOR QUALIFICATIONS RFQ # Issue Date: August 8, 2014 Title: Category B A/E SERVICES Commodity Code: PROFESSIONAL A/E SERVICES (90600, 92500) Issuing Agency & Address: Location of Work: Commonwealth of Virginia Jamestown-Yorktown Foundation P.O. Box 1607 Williamsburg, VA Jamestown Settlement, Williamsburg Yorktown Victory Center, Yorktown Central Support Complex, Williamsburg Period Of Contract: Single project services All inquiries for information should be directed to: Erika Allen, VCA, Acting Procurement & Contract Administrator Phone #: (757) Freda Rosso, VCCO, Capital Projects Administrator Phone#: (757) IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE HAND DELIVERED, DELIVER TO: Erika Allen, 200 Hawks Nest Drive, Williamsburg, VA Note RFQ#, Title and Attn: Tonia Darrisaw on the outside of the envelope. Sealed proposals for furnishing the services described herein will be received until October 10, The proposals will be kept on file until March 20, Proposals must reach the above address by the deadline stated. In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFQ cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFQ. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations. Name and Address of Proposer: Zip: Date: By (Signature in Ink) Typed Name: Title: FEIN/SSN # Telephone No. ( ) RFQ Category B A/E Services Page 1

2 . TABLE OF CONTENTS Section No. Description Page No. I Applicability of the A/E Manual 3 II Purpose 3 III Background 3 IV Information Available 4 V Scope of Services 4 VI Policy on Small Businesses and Businesses Owned by Women and Minorities 5 VII Proposal Requirements 5 VIII Evaluation and Award of Contracts 6 IX Fees 7 X Attachments 7 NOTE: Electronic copies of A/E Data Forms (AE-1 through AE-6) and of the Small Businesses and Businesses Owned by Women & Minorities" forms are available for download at the following website: eva Vendor Registration: The offeror shall be a registered vendor in eva. See the attached eva Vendor Registration Requirements. RFQ Category B A/E Services Page 2

3 I. APPLICABILITY OF THE A/E MANUAL The A/E Manual as defined in the Commonwealth of Virginia Construction and Professional Services Manual, 2012, as amended, shall apply to the contract awarded pursuant to this RFQ and is incorporated by reference herein in its entirety. Proposer's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFQ. The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFQ and mean the public body issuing this solicitation for services and with whom the successful A/E Proposer will enter into an agreement. For purposes of clarity and uniformity in this RFQ, only the term "Agency" will be used herein. Proposer's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a). II. PURPOSE The purpose of this RFQ is to solicit proposals for the purposes of entering into a contract through competitive negotiations for the professional services of an Architectural/Engineering firm, authorized to do business in the Commonwealth of Virginia, with experience in professional architecture and/or engineering assistance for discrete, small projects such as investigations, studies, reports, design of small projects and related services. The aim of this RFQ is to contract with A/E s who will agree to be available to provide these services in a timely manner, thereby reducing the agency s cost and time for advertising and developing numerous RFQ s/rfp s, and generally to increase the Agency s efficiency in obtaining professional services. The A/E shall provide professional services for the project described in Part V of this RFQ consistent with the A/E Manual, as revised, and latest directives issued by the Division of Engineering and Buildings concerning construction and professional services for new and renovated State buildings. III. BACKGROUND The mission of the Jamestown-Yorktown Foundation is to educate and to promote understanding and awareness of Virginia s role in the creation of the United States of America. The Foundation, accredited by the American Association of Museums, is an educational institution of the Commonwealth of Virginia and administers two living-history museums. Jamestown Settlement interprets the cultures of 17 th century colonial Jamestown, America s first permanent English settlement, and the Powhatan Indians. The Yorktown Victory Center interprets the impact of the American Revolution on the people of America and the development of the new nation. The Jamestown Settlement is generally described as a multistory 142,000 sq. ft. museum complex. The downstairs facility consists of a cafeteria, visitor services area, gift shop, theater and museum. The second level consists of two separate wings that accommodate office and administrative functions, computer/data processing operations, storage, shipping and receiving, a gallery, and support functions, which are known as the visitor services wing and the education wing. Also on the second level are conference rooms. There are also three separate parking lots one for visitors, one for employees, and an overflow lot. The outdoor area consists of the Powhatan Indian village, Riverfront Interpretive area, a dock for the securing of three ships, a fort area and two separate maintenance buildings. The site maintenance building is 10,400 sq. ft. and the ship maintenance building is 4,000 square feet. RFQ Category B A/E Services Page 3

4 The Yorktown-Victory Center is generally described as two buildings. The orientation building is 4,000 sq. ft. and consists of a visitor services area, gift shop, offices and classrooms. The second building is 56,000 sq. ft. and contains a multistory indoor gallery and collection of artifacts in addition to offices for the purpose of administrative functions, computer/data processing operations, storage, shipping and receiving, and support functions. The outdoor area consists of a timeline path connecting the orientation area to the museum building, a military encampment, and a farming area. Also included is surface parking and a separate maintenance building. The Central Support Complex maintains administrative and maintenance support for all locations. The Central Support Complex is generally described as a single 50,600 sq. ft. office building. It accommodates office and administrative functions, computer/data processing operations, storage, shipping and receiving, and support functions. Also included are classrooms and conference rooms, and surface parking. IV. INFORMATION AVAILABLE The Agency has procured boundary and topographic surveys of the facilities, environmental impact studies, and geotechnical reports. The Agency has also developed space utilization plans, along with drawings of the facilities buildings that shall be used in the justification of the projects. These items shall be made available for examination in the Agency's office located at2110 Jamestown Rd, Williamsburg, VA at such time as the Agency solicits for individual projects. V. SCOPE OF SERVICES: The Agency's documents indicated in Section IV above describe the program, siting, appearance, aesthetics, functional arrangement, and level of quality desired by the Agency. The selected A/E shall furnish all expertise, labor and resources for complete design and construction period services for the project in accordance with the requirements of the A/E Manual. The following generally highlights the services that the A/E will be required to perform: A. Refine, clarify, and define the Agency s project description, data, and requirements as necessary to develop a Schematic design of the project which meets the Agency s requirements and is within the stipulated design-not-to-exceed construction cost. Respond to all BCOM and other agency review comments and resolve outstanding design issues at the various phases by taking appropriate action in the design of the project. B. Provide complete construction contract documents with professional seals and signatures in accord with the procedures of the A/E Manual. C. Assure that the construction contract documents are in conformance with generally accepted architectural and engineering practices and comply fully with all applicable codes and regulations including, but not limited to, the Virginia Uniform Statewide Building Code, and the handicap accessibility standards adopted by the CPSM. D. Provide specifications which reflect current requirements, standards and product availability. E. Coordinate the design of utility connections with local utility provider and obtain necessary RFQ Category B A/E Services Page 4

5 approvals. Agency will pay filing fees and connections charges, as required. F. Prepare A/E cost estimates for the project per the A/E Manual. G. Represent the Agency by presenting necessary oral and/or graphic presentations to State Agencies such as the Art and Architectural Review Board, the Division of Engineering and Buildings or any other group having interest in the project. H. Complete all forms and documents in formats required by the A/E Manual and process in accord with the Agency's instructions. I. Provide services to assist the Agency in the bidding and award of the construction contract. J. Provide services for the construction phase, as required by the A/E Manual, for the administration of the contract K. Other types of professional services of a nature consistent with the intent of the RFQ. VI. POLICY ON SMALL BUSINESSES AND BUSINESSES OWNED BY WOMEN AND MINORITIES: It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in state procurement activities. The Commonwealth encourages contractors to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses required with any proposal for A/E services where the total A/E contract amount may exceed $100,000. Proposer must provide information on its past utilization of Small, Women, and Minority Owned disadvantaged businesses, and must also state any plans to utilize such businesses and the manner in which they may be utilized under this Contract. Electronic copies of the Small Businesses and Businesses Owned by Women & Minorities" Data Forms are available for download at the website. VII. PROPOSAL REQUIREMENTS: A. Qualifications shall be signed by an authorized representative of the A/E. By submitting a proposal, the proposer certifies that all information provided in response to this RFQ is true and accurate. Failure to provide information required by this RFQ will ultimately result in rejection of the proposal. B. Qualifications should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFQ. Emphasis should be on completeness and clarity of content. C. The Respondent s proposal shall include: the completed and signed RFQ cover page 1; the completed and signed Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6; and the completed "Small Businesses and Businesses Owned by Women & Minorities" Data. One (1) manually signed original shall be submitted to the Agency. Each copy of the proposal shall be bound in a single volume where practical. RFQ Category B A/E Services Page 5

6 D. The proposal shall be bound in a 1-1/2 to 2 white 3-ring binder with plastic cover. The company name, contact person, date, phone number and fax number shall appear on the front of the binder(s) and the company name and date shall be inserted on the spine. Identifying tab sheets shall separate each division of the proposal. E. All documentation submitted with the proposal shall be included in that single bound volume. Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired. F. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the proposer to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFQ. G. To reduce the effort and expense of responding to RFQ's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE- 1 through AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA, shall be used by A/E's responding to State agency RFQ's. H. Descriptions of these forms and instructions for completing the forms are included in the A/E Manual. Forms AE-1, AE-2, AE-3, AE-4, AE-5 and AE-6 and the "Small Businesses and Businesses Owned by Women & Minorities" Data Forms are available for download at the website VIII. EVALUATION AND AWARD OF CONTRACTS: A. Evaluation Criteria: Selecting an A/E by Category B Procedures, the Agency shall: 1. Identify from a list of firms that have expressed an interest in doing work for the Agency and which have Form AE-1 through AE-6 on file with the Agency and which appear to be qualified and suitable to render the required services, not less than three A/E s for interviews (Note: Most A/E s with a licensed professional in the applicable disciplines will be qualified to provide the service. Therefore, the Agency must establish selection criteria to select an A/E as best suited for the work). 2. Conduct telephone or personal interviews with representatives of the three A/E s to determine current personnel qualifications, location relative to the work, expertise, workload, capability to meet the proposed schedule, past performance on similar projects and ability to provide the service within budgeted costs. 3. Give consideration to number and value of previous agency and state contracts awarded to each firm. (One method would be to assess negative points for each previous Category B contract awarded to the A/E during the past 12 months). Agencies shall consider the opportunity to maximize the participation of qualified Virginia firms interested in doing such work for the Commonwealth and to avoid favoritism or the appearance of favoritism. 4. Rank order A/E s and negotiate fee for service using competitive negotiation procedures. RFQ Category B A/E Services Page 6

7 5. Award a contract and post notice of same. 6. Prepare contract Form CO-3.2, have parties sign, and forward a copy of the signed contract to D.E.B. Generally, the selection committee will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will consider the comments and/or recommendations of the A/E's previous clients, as well as other references. IX. FEES: The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the Agency. X. ATTACHMENTS Attachment A: eva Vendor Registration Requirements RFQ Category B A/E Services Page 7

8 ATTACHMENT A eva BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eva Internet electronic procurement solution, website portal streamlines and automates government purchasing activities in the Commonwealth. The eva portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eva Internet eprocurement solution either through the eva Basic Vendor Registration Service or eva Premium Vendor Registration Service. All bidders or offerors must register in eva and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected. Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows: a. For orders issued July 1, 2011 thru December 31, 2013, the Vendor Transaction Fee is: (i) DMBE-certified Small Businesses: 0.75%, capped at $500 per order. (ii) Businesses that are not DMBE-certified Small Businesses: 0.75%, capped at $1,500 per order. b. For orders issued January 1, 2014 and after, the Vendor Transaction Fee is: (i) DMBE-certified Small Businesses: 1%, capped at $500 per order. (ii) Businesses that are not DMBE-certified Small Businesses: 1%, capped at $1,500 per order. For orders issued prior to July 1, 2011 the vendor transaction fees can be found at The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled through purchase order changes. RFQ Category B A/E Services Page 8