Washington County Public Works, Building Services

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1 Public Works Department Myeron Road North Stillwater, MN Washington County Public Works, Building Services Qualifications for Architectural and Engineering Services For Washington County Library, Cottage Grove MN June 26th, 2017 Qualifications Due by: 4:00 PM (Central Time), July 10th, 2017

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3 RFQ General Information Table of Contents Page 1.0 Invitation Qualifications Due-Date and Location Qualifications Format Evaluation of Qualifications Schedule Contract Department Contact/Request for clarification Rejection of Qualifications Rights Reserved Addenda to the RFQ... 5 Attachment A Anticipated Scope of Services Attachment B Project Organization Structure... 9 Attachment C Washington County Vision & Values Attachment D - Qualifications Statement

4 REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL AND ENGINEERING SERVICES 1.0 INVITATION: Washington County intends to construct a new Library building in the City of Cottage Grove, Minnesota to replace the existing Park Grove Library located at 7900 Hemingway Avenue South, Cottage Grove, MN. It is the intent of this document to outline a general description of the Project, the extent of services required, and the relationship of this Project to other work, and the agencies or other parties that will interact with the Consultant. The contents of this document are considered representative of the Project as a whole, but are by no means conclusive. This Request for Qualifications should only be considered as a document to determine qualifications for the project and not as an offer to contract. 1.1 SUBMISSION OF A QUALIFICATIONS STATEMENT IS THE FIRST STEP IN A THREE- STEP PROCESS: Step One: Request for Qualifications (RFQ): Respondents will submit Qualifications Statements in response to this RFQ. The County will evaluate responses according to the criteria outlined in Section V of this document and select responders whose proposed qualifications demonstrate, in the County s sole opinion, the qualifications that best fulfill the purposes of this RFQ. Firms will be selected based upon quality of responses Step Two: Request for Proposals (RFP): Qualified firms selected in the RFQ process will provide a formal proposal. The Request for Proposal will be issued at a later date to the selected firms. After review of the formal proposals, a short list may be determined for Presentation/Interviews. After the Presentations/Interviews, a short list may be determined for a Design Vision Submittal. Firms will be selected based upon quality of responses Step Three: Design Vision Submittal: If deemed necessary, selected firms will enter into a contract with the County and receive a stipend to submit Design Vision proposals. Design Vision information will be provided at a later date in the above-mentioned RFP. 2.0 QUALIFICATIONS DUE DATE and LOCATION: Respondents shall submit one (1) electronic copy (Via to: and three (3) Hard copies of their RFQ proposal to: Joe Welter, Project Manager Washington County Building Services nd Street North Stillwater, MN THE SUBMITTAL SHALL BE MADE at or before 4:00 P.M. (Central Time), July 10 th, NOTE: Late Proposals may not be accepted. 3

5 3.0 QUALIFICATIONS FORMAT: The Respondent shall provide the appropriate information in sufficient detail to demonstrate that the evaluation criteria has been satisfied as specified in Section 4.0 EVALUATION OF QUALIFICATIONS. See attachment E for required information to include in qualifications submittal. Please provide short, concise responses using the format provided as a guideline. 4.0 EVALUATION OF QUALIFICATIONS SELECTION OF QUALIFIED FIRMS: Qualifications will be reviewed by an Evaluation Panel made up of representatives and staff of Washington County. 4.1 After identifying responders that meet the minimum criteria, the County s evaluation panel will evaluate qualifications listed in Attachment E using a 100-point scale. Evaluations will be based on the required information listed and weighted on the following: Quality, thoroughness, and clarity of Qualifications. (20%) Consultant s previous experience in the design of similar projects and record of past performance during past 10 years (including references). (40%) Qualifications and experience of staff. (40%) 4.2 The Evaluation Panel will select a "short list" of qualified Respondents who will be asked to provide a formal proposal (RFP will be issued to the qualified Respondents at a later date). 5.0 SCHEDULE: The following is a listing of project milestones. Note: all dates subject to change. Step 1 Request For Qualifications RFQ Release June 26 th, 2017 Qualifications due by July 10 th, 2017 Estimated selection of Qualified Firms July 21 st, 2017 Step 2 Request For Proposal Estimated Release of RFP to Qualified Firms July 24 th, 2017 Proposals Due August 2017 Interview of qualified Firms August 2017 Estimated selection of Firms to Participate in August 2017 Design Vision Submittal Step 3 Design Vision Submittal (if necessary) Design Vision Proposals Due September 2017 Estimated services start date September 2017 Estimated services end date CONTRACT: AFTER selection process is complete (RFQ, RFP and Design Vision Submittal), the contracting parties will be Washington County and the Consultant selected to provide the architectural and engineering services. The selected proposal, along with the RFQ, RFP and any counter proposal will be incorporated into a formal agreement after negotiations. 4

6 7.0 DEPARTMENT CONTACT/REQUESTS FOR CLARIFICATION: The Consultant s primary interface with the County will be with the Project Manager who will act as the County s designated representative for the Design Services selection process. Prospective Respondents will direct inquiries/questions via to: Project Manager: Joe Welter Only written questions will receive responses. Washington County reserves the right to disregard questions received after 4:00 PM on Friday June 30th, A copy of all written questions submitted, with responses, will be posted on the Website via addendum ( ) 8.0 REJECTION OF QUALIFICATIONS: The County reserves the right to reject any or all Qualifications or parts of Qualifications, to accept part or all of Qualifications, and to create a project of lesser or greater expense and reimbursement than described in the Request for Qualifications, or the respondent's reply based on the component prices submitted. 9.0 RIGHTS RESERVED: Notwithstanding anything to the contrary, the County reserves the right to: 9.1 Have unlimited rights to duplicate all materials submitted for purposes of RFQ evaluation, and duplicate all public information in response to data requests regarding the Qualifications. 9.2 At its sole discretion, to waive any non-material deviations from the requirements and procedures of this RFQ and to waive irregularities contained in the RFQ. 9.3 Cancel the Request for Qualifications at any time with no cost or penalty to the County. 9.4 All costs incurred in responding to this RFQ will be borne by the Respondent. This RFQ does not obligate the County to award a contract or complete the project, and the County reserves the right to cancel the solicitation if, in its sole discretion, it is considered to be in the County s best interest ADDENDUM TO THE RFQ: If any addendum is issued for this RFQ, it will be posted on the Washington County web site at: no later than 4:00pm on Friday July 6 th, The County reserves the right to cancel or amend the RFQ at any time. 5

7 ATTACHMENT A ANTICIPATED SCOPE OF SERVICES 1.0 WASHINGTON COUNTY (the County ) intends to construct a new Library building in the City of Cottage Grove, Minnesota to replace the existing Park Grove Library located at 7900 Hemingway Avenue South, Cottage Grove, MN. It is the intent of this document to outline a general description of the Project, the extent of services required, and the relationship of this Project to other work, and the agencies or other parties that will interact with the Consultant. The contents of this document are considered representative of the Project as a whole, but are by no means conclusive. 2.0 PROJECT BACKGROUND 2.1 The County is seeking to enhance the quality and efficiency of Library services provided to the citizens. The current County Library in Cottage Grove is aging and in need of significant repairs. As expectations and demand for Library services are continually evolving the County is seeking to accommodate these changes now and in the future. Improved technology and energy efficiency continue to be a goal within the County and will be integral to this project. Therefore, the County has decided to build a new Library in Cottage Grove. 2.2 The County is seeking assistance from the Architectural Team (Architect) to provide site selection for the new Library in Cottage Grove. Site selection may include use of the current site located at 7900 Hemingway Avenue South, in Cottage Grove, MN, in addition to site development opportunities with the City of Cottage Grove on adjacent properties. 2.3 The Library project will require Pre-design and Programming services. It is anticipated that the Architect will develop a robust community engagement process to facilitate communication between the County staff, City staff and the Citizens in determining the programing needs for the new Library design and intent. Construction is expected to commence in summer of 2019 with the total project cost budgeted at $7M. 2.4 Anticipated other team members: Solicitations for a Construction Manager as an Agent of the Owner will be issued in summer Other consultants such as Geotechnical Consultant, Surveyor, Testing and Balancing, Exterior Envelope Consultant, Hazardous Materials Consultant, Commissioning, and Mechanical Consultant, etc. may also be hired by the County as the project progresses. Additional collaboration with the County Board, Library Board, Security Consultant, and City will also be necessary. 3.0 THE SCOPE OF BASIC SERVICES to be provided by the Architect relative to the Project shall include the general disciplines outlined below to the extent necessary to provide complete, accurate and fully coordinated design documents and construction administration for the Project. The required Basic Services and other tasks will be described more fully in the Request for Proposal that will be issued at a later date in Step 2 of the selection process. Architectural Design Civil Design 6

8 Structural Design Mechanical Design Electrical Design Plumbing and Fire Protection Design Landscape Architecture Interior Design Construction Administration ADA Design Energy modeling, building analysis Sustainable Design Code Compliance Vertical Transportation Design Acoustic Design Traffic and Pedestrian Engineering Interior & Exterior Signage Wayfinding signage Audio, video, communications and information technology design Furniture, fixtures and equipment (FF&E) design Telecommunications, WLAN, and DAS. 4.0 THE BASIC SERVICES to be provided by the Architect will be divided into the following phases: Schematic Design Design Development Construction Documents/Bid and Award Construction Administration, including weekly meetings, punch list, commissioning and closeout Post-construction, including record drawings and warranty inspections 5.0 THE ARCHITECHT WILL BE EXPECTED TO ASSIST THE COUNTY WITH OTHER TASKS, SUCH AS THE FOLLOWING: 5.1 DEVELOP PROJECT GOALS Building and Site Image Quality Level of Materials and Systems Flexibility of Space to Adapt to Changing Needs Customer Service and Experience Sustainability 7

9 5.2 DEVELOP CONCEPTS FOR IMPROVING PUBLIC SERVICE AND EXPERIENCE Determine and implement appropriate data gathering methodology from the public, businesses, other governmental entities, including small group meetings, and individual meetings Participate in informational presentations to the elected officials, businesses and the general public during the design phase Identify and lead visits to similar recently constructed public Library buildings within the Twin Cities metropolitan area. 5.3 COST ESTIMATING Assist the Owner s Project Team to develop a preliminary project cost budget for the entire project, which would include construction costs, soft costs, operating costs with appropriate contingencies for all areas Assist the Construction Manager and Owner s Project Team with cost reports during each design phase. Review cost reports by others and provide concurrence. 5.4 REVIEW SCHEDULE Develop a master schedule and work plan for the design phase, which incorporates the real time implications of governmental processes, client processes, construction method and funding approval. 8

10 ATTACHMENT B Organizational Structure - Washington County Library, Cottage Grove Project LIBRARY MASTER PLANNING PROCESS EXECUTIVE COMMITTEE County Administrator City Administrator Building Services Director Community Development Director/ City Engineer Library Director Economic Development Director County Architect Library Space Needs City Land Use Design/Layout Market Review (Stantec) TECHNICAL ADVISORY COMMITTEE City and County Staff REPORTS TO: County Board County Library Board City Council Cottage Grove Economic Development Authority 9

11 Vision Mission Goals Values ATTACHMENT C WASHINGTON COUNTY VISION, MISSION, GOALS, AND VALUES STATEMENT A Great Place to live, work and play today and tomorrow Providing quality services through responsible leadership, innovation, and the cooperation of dedicated people. To promote the health, safety, and quality of life of citizens. To provide accessible, high quality services in a timely and respectful manner. To address today s needs while proactively planning the future. To maintain public trust through responsible use of public resources, accountability, and openness of government. Ethical: to ensure public trust through fairness, consistency and transparency. Stewardship: to demonstrate tangible, cost effective results, and protect public resources. Quality: to ensure that services delivered to the public are up to the organization s highest standards. Responsive: to deliver services that are accessible, timely, respectful, and efficient. Respectful: to believe in and support the dignity and value of all members of this community. Leadership: to actively advocate for and guide the county toward a higher quality of life. Mission WASHINGTON COUNTY LIBRARY Inspire curiosity. Champion Innovation. Spark opportunity. 10

12 ATTACHMENT D ARCHITECTURAL AND ENGINEERING QUALIFICATIONS STATEMENT WASHINGTON COUNTY LIBRARY, COTTAGE GROVE SUBMITTED TO: Washington County- Procurement Joe Welter, Project Manager Washington County Building Services nd Street North Stillwater, MN Request for Qualifications for Architectural and Engineering Services SUBMITTED FOR: Washington County Library, Cottage Grove SUBMITTED BY: (Firm) (Street) (City) (State) (Zip) (Telephone) (Fax) CONTACT PERSON: (Name) (Title) (Telephone) (Mobile) ( ) 11

13 ATTACHMENT D ARCHITECTURAL AND ENGINEERING QUALIFICATIONS STATEMENT WASHINGTON COUNTY LIBRARY, COTTAGE GROVE After identifying responders that meet all the following minimum criteria, the County s evaluation panel will evaluate qualifications listed on the following pages of Attachment E. All of the following information should be provided completely and accurately in order to be considered by the evaluation panel. Submittals can be received in any format deemed appropriate by the submitter, however all content within Attachment E must be included. 1.0 MINIMUM CRITERIA 1.1 CONFORMANCE TO RFQ: Attachment #E Qualifications Statement is submitted and properly completed The Response must be submitted on time and at the location indicated in the RFQ. 1.2 FIRM EXPERIENCE: List the name of the project(s) that demonstrates the primary firm has 10 years experience in architectural design and engineering, has experience as the primary design professional on a City or County Library, and experience with sustainable design List number of years the firm has been in business List projects that demonstrates primary firm has 10 years experience List projects that demonstrates firm has experience as the primary design professional on a City or County Library project List project that demonstrates the primary firm has sustainable design experience with buildings constructed to Minnesota B3 Guidelines, or better, standards. 2.0 BUSINESS ORGANIZATION Corporation Individual Other Partnership Joint Venture 2.1. How many years has your firm provided professional design services? 2.2. List office location that will be responsible for this project If your organization has branch offices, list locations: 2.4. What other services does your firm presently provide under the name stated above or any other name: 2.5. If this is a Joint Venture, list the other firm(s) that form the joint venture: 12

14 ATTACHMENT D ARCHITECTURAL AND ENGINEERING QUALIFICATIONS STATEMENT WASHINGTON COUNTY LIBRARY, COTTAGE GROVE 3.0 PROFESSIONAL ORGANIZATION 3.1 How many people are in in your organization? 3.2 How many people are in the office responsible for this project? 3.3 Please provide a company organizational chart demonstrating personnel by technical level and discipline. Include how many individuals in each discipline and if they are inhouse or subcontracted 4.0 STAFF EXPERTISE / KEY PERSONNEL 4.1 List all personnel who will be assigned to this project. Please include name, years of experience, years with your firm, and professional license number. 4.2 Briefly explain the expertise of the staff you have assigned as it relates to this project. Include expertise the Design Architect and other key personnel have on projects listed in Section EXPERIENCE 5.1 Describe the percentage of your business mix between Public sector and Private sector during the past five years. Describe what percentage of Public sector projects pertain to City or County Libraries in the past five years. 5.2 What has been your annual volume of work (in construction dollars) during the past five years? 5.3 Please describe your present work load in each phase. I.e. Feasibility, Design and Construction. 6.0 RELATED PROJECT EXPERIENCE Provide information on up to five (5) projects on which your firm has served as primary designer of a City or County Library Project during the past 10 years. Please include the project name, location, and owner. Also include a brief description of the project including your firm s role in the project, scope, size, cost, anticipated completion date, unique design features and images (renderings, photos, and/or floorplan). 13

15 ATTACHMENT D ARCHITECTURAL AND ENGINEERING QUALIFICATIONS STATEMENT WASHINGTON COUNTY LIBRARY, COTTAGE GROVE 7.0 PROJECT COMPATIBILITY On one page or less, briefly introduce your firm and describe your firm s background and related experience demonstrating ability to provide required services on this project including any unique qualifications you may have. 8.0 REFERENCES 8.1 Provide references from five (5) projects. Utilize as many City and County Library Project references as possible. 8.2 For Joint Ventures and team submissions, list projects which you have collaborated on in the past five (5) years. 14

16 ATTACHMENT D ARCHITECTURAL AND ENGINEERING QUALIFICATIONS STATEMENT WASHINGTON COUNTY LIBRARY, COTTAGE GROVE CERTIFICATION OF INFORMATION PROVIDED The information provided herein is to the best of my knowledge accurate and can be accepted by the recipient first named above as a true representation of: BY POSITION SIGNATURE of Authorized Representative DATE This page should be Signed and included with your RFQ Submittal. 15

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