Design Build Services Lake Shawnee Junior Pond Improvements

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1 SHAWNEE COUNTY PARKS AND RECREATION REQUEST FOR PROPOSALS Design Build Services Lake Shawnee Junior Pond Improvements Proposal # Lake Shawnee Shawnee County Topeka, KS. April

2 PROPOSAL # DATE MAILED CLOSING 2:00 PM REQUEST FOR PROPOSAL DESIGN BUILD SERVICES Proposals will be received by the Shawnee County Parks and Recreation (SCP+R) it the Audit Finance Department Office until 2:00 PM, local time April 24, 2017 for completing Design-Build improvements for the Lake Shawnee Junior Pond., Lake Shawnee, West Edge Road Topeka, KS. Those wishing to submit proposals may obtain requirements by contacting Michele Hanshaw in the Audit Finance Department, 200 SE 7th Street, Room 201, Topeka, KS 66603, phone , or on the internet at - Bids Requests for Proposal and Quotation. Read This Request Carefully Failure to abide by all of the conditions of this request may result in the rejection of a proposal. Inquiries about this request should indicate the Proposal # and be directed to the Purchasing Specialist. This is a Request for a Design-Build Proposal; refer to Section 1; Conditions of Proposal, Section 2; Content and Submittal of Proposal, and Section 3; Scope of Proposal. Reference Sections 4, 5, and 6 for Other Requirements, Owner Provided Activities, and Supplemental Work respectively 2

3 SIGNATURE SHEET SCP+R Project WO4446, Design-Build Improvements for Lake Shawnee Junior Pond, Lake Shawnee. I hereby certify that I (we) do not have any substantial conflict of interest sufficient to influence the proposal process. A conflict of substantial interest is one, which a reasonable person would think would compromise the proposal process. Addenda: The undersigned acknowledges receipt of the following addenda as applicable: #1 ( ) #2 ( ) #3 ( ) Legal Name of Person, Firm or Corporation Telephone (800) Local ( ) Fax ( ) Address City & State Zip Code Social Security Number (SSN) or Federal Employee Identification Number (FEIN) Business Status: DBE ( ) Other ( ) Signature Date Typed Name of Signature Title If awarded a contract and purchase orders are to be directed to an address other than above, indicate mailing address and telephone number below: Address City & State Zip Code Telephone (800) Local ( ) Fax ( ) 3

4 SECTION 1 CONDITIONS OF PROPOSAL # Proposal Reference Number: The above Proposal Number has been assigned to this Request and MUST be shown on all correspondence or other documents associated with this Request and MUST be referred to in all verbal communications. The single point of contact for all inquiries, written or verbal requests, shall be directed to: Shawnee County Purchasing ATTN: Michele Hanshaw 200 SE 7 th Street, Room 201 Topeka, KS Phone No communication is to be had with any other County employee regarding this Request unless otherwise stated. Violations of this provision may result in the rejection of a proposal. 1.2 General Scope of the Proposal: The Shawnee County Parks and Recreation Department, hereinafter referred to as SCP+R, is seeking a Design Build Team (DBT) to provide complete design and construction services for renovations to the Lake Shawnee Junior Pond, Lake Shawnee, Topeka, KS. The goals of the project include: a. transform the Lake Shawnee Junior Pond from its current condition to a condition that allows for access to all locations around the pond to persons with limited mobility, b. demolition of the existing spillway and reconstruction of a new spillway that is appropriate for the pond, c. bank stabilization with metal or concrete pilings that will allow for a defined shoreline and limit erosion, d. removal of excess sediment in the pond to a depth to be determined in the design process e. provide other landscape features that improve the aesthetics and function of the location to enhance the user experience. SCP+R invites your DBT to submit a proposal utilizing the CONTENT OF PROPOSAL, which outlines the objectives and submissions required for the proposal. Provide design, construction, equipment, labor and materials, modifications/alterations as required to fully perform the scope of the proposal to current standards with the appropriate associated amenities in conformance with all applicable laws, ordinances, and codes. 1.3 Design Build Team: Proposal shall be submitted by a DBT with the necessary experience, personnel, and equipment required to complete the project within the timeframe specified herein. 1.4 Cost of Preparing Proposal: The cost of developing and submitting the proposal is entirely the responsibility of the DBT. This includes costs to determine the nature of the engagement, preparation of the proposal, submitting the proposal, negotiating for the contract and other costs associated with this Request. All submittals in response to this RFP will become the property of Shawnee County and will be a matter of public record after signing of the contract or rejection of all submittals. 1.5 Project Timetable: The project shall be completed within the following project period: April 10, 2017: Pre-proposal meeting April 24, 2017: Proposals due by 2:00 PM May, Selection-Negotiation Committee review of proposals and selection of DBT, Board of County Commissioners approval May-June: Concept development with SCP+R. Preparation of proposed DBT contract and Maximum Not to Exceed Cost. Final DBT contract and Costs negotiated. Contract to Board of County Commissioners for contract approval 4

5 1.5.5 June: Notice to Proceed to construction, Pre-construction Conference June-December: Construction Period (See Section 3) November 17, 2017 Substantial Completion Inspection December 18, 2017 Final Completion 1.6 Pre-Proposal Conference: A pre-proposal conference will be held at 1:30 PM, (Monday) April 10, 2017 at the existing Junior Pond Lake Shawnee, West Edge Road, Topeka, KS. Terry L. Bertels, Deputy Director of Properties will conduct the meeting and shall administer the project for Shawnee County. Attendance is not mandatory at the pre-proposal conference, but due to the nature of the project attendance is highly recommended. All questions requesting clarification of items/issues discussed at the pre-proposal conference must be submitted in writing or to Terry Bertels, Deputy Director of Properties and to the Purchasing Specialist Michele Hanshaw prior to the close of business on April 7, Impromptu questions will be permitted and spontaneous unofficial answers provided, however proposers should clearly understand that the only official answer or position of Shawnee County will be in writing. Failure to notify the Purchasing Specialist of any conflicts or ambiguities in the Request may result in items being resolved in the best interest of Shawnee County. Any modification to this Request because of the pre-proposal conference, as well as written answers to written questions, shall be made in writing by addendum and mailed to all vendors who received the original request from the Purchasing Division. Only written communications are binding. 1.7 Negotiated Procurement: Final evaluation and selection of a DBT shall be made by a Selection- Negotiation Committee or their designees consisting of members from Shawnee County Departments and the Shawnee County Board of County Commissioners. The County reserves the right to select the DBT deemed to be in the best interest of Shawnee County and reserves the right to negotiate the final Design-Build scope of work and the Maximum Not to Exceed Cost for the work with the selected DBT. 1.8 Appearance Before Committee: Any, all or no DBT may be required to appear before the Selection- Negotiation Committee to explain their understanding and approach to the project and/or respond to questions from the Committee concerning their proposal; or, the Committee may award the proposal without conducting negotiations. The Committee reserves the right to request information from any and/or all DBT as needed. 1.9 Evaluation of Proposal: Consideration shall be made in the best interest of Shawnee County and SCP+R as determined by the Selection-Negotiating Committee or their designees. Considerations will include but are not limited to: Response to format as required by this Request Background and history of DBT members Adequacy and completeness of the Request Submittal DBT understanding of the project Compliance with the terms and conditions of this Request Experience with similar projects Qualified Staff/Personnel qualifications Methodology, approach, and equipment proposed to accomplish tasks Proposed Schedule-ability to meet SCP+R priorities of construction Familiarity with Shawnee County and its facilities Any Special Considerations 1.10 Acceptance or Rejection: The Committee reserves the right to accept or reject any or all proposals or part of a proposal; to waive any informalities or technicalities; clarify any ambiguities in proposals; modify any criteria in this Request; and unless otherwise specified, to accept any item in a proposal. SELECTION OF A DBT FOR FURTHER PROJECT DEVELOPMENT AND NEGOTIATION SHALL BE BASED ON THE BEST OVERALL INTERESTS OF SHAWNEE COUNTY and SCP+R, AS OUTLINED ABOVE IN PARAGRAPH 1.9) Contract Maximum Not to Exceed Cost: The selected DBT shall develop a Maximum Not to Exceed Cost for the Scope of Work (Sections 3-2), with supporting information delineating all proposed cost elements, suggested allowances, exclusions, etc. The information shall also include man-hour, equipment costs, overhead factor, and markup to be applied to any additional work requested by the County Contract: The successful DBT and Shawnee County shall negotiate and enter into a written contract to include a detailed scope of work, schedule, and Maximum Not to Exceed Cost Contract Formation: No contract shall be considered to have been entered by Shawnee County until all statutorily required signatures and certifications have been rendered; and a written contract has been 5

6 signed by the successful DBT Open Records Act: All proposals become the property of Shawnee County. Kansas law requires all information contained in proposals to become open for public review once a contract is signed or all proposals are rejected. Copies of individual proposals may be obtained under the Kansas Open Records Act by calling to request an estimate of the cost to reproduce the documents and remitting that amount with a written request to the above address, or a DBT may make an appointment by calling the above number to view the proposal file. Upon receipt of the funds, the documents will be mailed. Information in proposal files shall not be released until a contract has been executed or all proposals have been rejected Federal, State and Local Taxes-Governmental Entity: Unless otherwise specified, the Maximum Not to Exceed Cost shall include all applicable federal, state and local taxes. The successful DBT shall pay all taxes lawfully imposed on it with respect to any product or service delivered in accordance with this Request. Shawnee County is exempt from state sales or use taxes and federal excise taxes. These taxes shall not be included in the vendor's price quotations Suspension from Proposing and/or Bidding: Any DBT member, who defaults on delivery as defined in this Request may, at the discretion of the Audit-Finance Director, be barred from proposing or bidding on any subsequent Request for a period to be determined by the Director Insurance: Shawnee County shall not be required to purchase any insurance against loss or damage to any personal property nor shall Shawnee County establish a "self-insurance" fund to protect against any loss or damage. Subject to the provisions of the Kansas Tort Claims Act, the DBT contractors/consultants shall bear the risk of any loss or damage to any personal property Cash Basis and Budget Laws: All contracts entered by Shawnee County are subject to the State of Kansas Cash Basis and Budget laws. Any obligation incurred, because of, the issuance of the specifications binds Shawnee County only to the extent that cash is available at the time payment is required. Furthermore, any contract that extends beyond Shawnee County s current fiscal year does not create an indebtedness or obligation for the subsequent fiscal year, and Shawnee County reserves the right to cancel any contract until the first date of the subsequent fiscal year. SECTION 2 CONTENT AND SUBMITTAL OF PROPOSAL 2.1 Transmittal Letter: The transmittal letter is to serve only as the document covering transmittal of the DBT proposal. The letter should provide the name(s), title(s), address(s), (s), and telephone number(s) of the official contact and alternate, if applicable. These individuals should have the authority to bind the contractor and shall be available to be contacted by telephone and attend any interviews to be scheduled. 2.2 Past Projects and Performance: The DBT shall include a list, individual narratives, and performance information for similar projects which it has completed in the past five years. Any previous projects with Shawnee County should be included. 2.3 Key Personnel and Organization: Personnel of the DBT (engineers and contractor) assigned to the project shall be identified, qualifications provided, and roles identified. A resume indicating key relevant experience and knowledge for each person named must be attached to the proposal. Professional and technical support personnel must be included. All key personnel shall be identified for this section 2.4 Proposed Schedule: The Design Build team shall provide the time required, in terms of the number of calendar days required from date of issuance of the Notice to Proceed by the owner, to complete the project and shall include a detailed schedule, in terms of calendar days to complete the project 2.5 Work Plan (Project Approach): The DBT shall visit the site and provide a detailed description/work plan for the extent of the work, services, equipment and material for all phases of this project and describe any proposed differences from the Scope of the Proposed Work as described in this Request for Proposal. This description/work plan shall address all of the specific concerns that are contemplated or should be contemplated within the scope of this project. A corresponding project schedule shall be included with 6

7 the work plan. Any work plan submitted by the DBT shall be preliminary, and a final work plan will be developed after the DBT is selected. The DBT shall identify any problems that are anticipated in completing the work and how these problems will be solved. 2.6 Other Information: Please provide any other information that the contractor feels pertinent to this project including suggested changes and/or services that can be provided by the Contractor as part of his work efforts. 2.7 Submission of Proposals: Six (6) paper copies and one (1) PDF copy of the DBT proposal sealed securely in an envelope or other container shall be received promptly at 2:00 PM, April 24, 2017 (Central Standard Time). Shawnee County Purchasing Division Proposal #021-17, Closing Date: April 24, SE 7 th Street, Room 201 Topeka, KS Faxed or telephoned proposals are not acceptable unless otherwise noted. Proposals received prior to the closing date shall be kept secured and sealed until closing. Shawnee County shall not be responsible for the premature opening of a proposal or for the rejection of a proposal that was not received prior to the closing date because it was not properly identified on the outside of the envelope or container. Late proposals will be retained unopened in the file and not receive consideration. 2.8 Signature of Proposals: Each proposal shall give the complete mailing addresses of the DBT and shall be signed by an authorized representative by original signature with his or her name and legal title typed below the signature line. Each proposal shall include the DBT lead firm Federal Employer's Identification Number. 2.9 Acknowledgment of Addenda: All DBT shall acknowledge receipt of any addenda to this Request. Failure to acknowledge receipt of any addenda may render the proposal to be non-responsive. Changes to this Request shall be issued only by the Purchasing Division in writing Withdrawal of Proposals: A proposal may be withdrawn on written request from the DBT to the Purchasing Specialist at the Purchasing Division prior to the closing date Proposal Disclosures: At the time of closing, only the names of those DBT who submitted proposals shall be made public information. Interested contractor s or their representatives may be present at the announcement at Shawnee County Courthouse Purchasing Division, 200 SE 7 th Street, Room 201, Topeka, KS SECTION 3 SCOPE OF PROPOSAL 3.1 Project Objectives: The SCP+R is seeking a Design Build Team (DBT) to provide complete design and construction services for renovations to the Lake Shawnee Junior Pond, Lake Shawnee, Topeka, KS. The goals of the project include: transform the Lake Shawnee Junior Pond from its current condition to a condition that allows for access to all locations around the pond to persons with limited mobility, demolition of the existing spillway and reconstruction of a new spillway that is appropriate for the pond, bank stabilization with metal or concrete pilings that will allow for a defined shoreline and limit erosion, removal of excess sediment in the pond to a depth to be determined in the design process provide other landscape features that improve the aesthetics and function of the location to enhance the user experience 7

8 3.2 Selected DBT will be required to provide: Detailed scope of work and work plan based on coordination with and approval by SCP+R following DBT selection Not to Exceed Cost for all aspects of the project as determined from the approved work plan Sealed architectural/engineering drawings and construction documents on the design agreed upon with the owner Upon completion, provide as-built architectural/engineering drawings and O&M manuals including warranty paperwork, and report to the owner upon satisfactory completion. 3.3 Referenced Criteria and Specifications: The project shall be constructed in accordance with; City of Topeka Shawnee County Standard Technical Specification Manual (2016), inclusive of all issued Addenda to the date of the project Notice to Proceed. 3.4 Major Items of work for the project include, but need not be limited to: Analysis (programming), design, preparation and submission of proposed architectural/engineering drawings, details, and construction documents necessary to perform the work Management of the demolition of existing infrastructure and construction of new infrastructure Creating a concept that provides for bank stabilization, accessibility under the ADA, spillway improvements, aesthetic appeal in keeping with the established theme at Lake Shawnee, excavation of sediment to create a uniform depth of the pond that is to be determined during the planning period. Plan should incorporate smooth transitions between areas and provide for ease of access to all areas. Ability to show past work incorporating multi-use components of a park into a workable plan are essential 3.5 Project Coordination: Due to the nature of this project, coordination between the DBT and SCP+R staff, is critical throughout the implementation of the project. In that regard, the contractor is expected to Construction work days shall be 7:00 AM - 5:00 PM unless otherwise approved by the SCP+R staff An on-site pre-construction conference will be required prior to the beginning of construction The SCP+R staff will issue a Start Work Order County personnel will inspect all work daily. A construction inspector will be assigned to the project Staking and layout will be inspected as required by the SCP+R Project Manager or designee. 48 hours notice from the contractor is required Contractor is responsible for calling Dig Safe and SCP+R to locate all utilities concerning this project. Parks and Recreation phone Provide daily coordination with SCP+R staff. This will include a daily electronic update summary (PDF) with attached work site photos and a brief description of activities completed and any outstanding issues. The daily update shall be provided to the SCP+R Project Manager. The daily update shall also track project days to completion Provide for weekly progress and coordination meetings onsite on a schedule sufficient to meet the implementation of active construction. A project schedule update shall be completed weekly during the project and included as part of the project meetings. 8

9 SECTION 4 OTHER REQUIREMENTS Weather days shall be determined and allowed monthly based on Shawnee County Public Works criteria. 4.1 Subsidiary Requirements: In addition to the above, the DBT shall be required to provide prior to construction or following construction, as indicated, all items listed below, which are considered as subsidiary to the Maximum Not to Exceed Cost.: SECTION Current City of Topeka/Shawnee County trade licenses for all trades utilized in the construction All applicable City/State building permits, certificates, and inspections as required Performance and Payment Bonds Demolition Plan Erosion and Sediment Control Plan A one year correction period, following the Final Completion Date to correct defective materials, construction, and workmanship at no cost to SCP+R. OWNER PROVIDED ACTIVITIES 5.1 Owner Provided Activities: As part of the proposed work and the DBT proposal submittal, the DBT may partner with the SCP+R staff where possible to identify and integrate limited County work tasks into the project to help facilitate funding use to maximize constructed facilities. County staff will; Identify and field mark available access and contractor parking/staging/storage areas Identify and field mark available onsite contractor debris and excess soil storage/disposal areas Provide final disposal of all construction debris and excess soils from the contractor designated on-site storage areas Provide removal of any trees (including stump grinding) identified and confirmed by the contractor and SCP+R staff necessary to facilitate construction Provide field identification of existing utility piping, valves, and sprinkler heads in the construction area Identify location for cleanout of contractor concrete trucks. Contractor shall be required to remove and dispose of all concrete waste materials and return the area to original condition (other than seeding) as part of the project completion Provide final seedbed grading/preparation, seeding, sodding, and mulching of all disturbed areas, as required, following DBT fine grading of all disturbed areas. DBT shall not be required to provide restoration seeding/sodding Provide topsoil/backfill soil source onsite for contractor use at no charge to the contractor. 9

10 SECTION 6 ADD ALTERNATES 6.1 Add Alternates: The SCP+R, at its sole discretion may request the completion of supplemental work in the form of ADD Alternates beyond the Maximum Not to Exceed Cost. DBT shall provide requested cost estimates for any supplemental work. Any supplemental work shall be completed only as ADD Alternates with the approval of the SCP+R. 10

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