REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL TO PERFORM ARCHITECTURAL AND ENGINEERING SERVICES FOR: NEW COMMUNITY RECREATION CENTER TO BE LOCATED IN CROWN MOUNTAIN PARK EL JEBEL, COLORADO PROPOSALS MUST BE DELIVERED TO Chris Woods, Executive Director Mailed: 0020 Eagle County Drive, Suite F, El Jebel, CO Physical: 501 Eagle County Drive, El Jebel, CO By 3:00 pm, October 4, 2013

2 Only those proposals duly delivered and submitted in conformance with this Request for Proposal will be opened and evaluate for supplying the following: Professional Architectural and Engineering Services for the Crown Mountain Community Recreation Center Received no later than FRIDAY, OCTOBER 4 th, :00 pm Any proposals received after 3:00 pm on October 4 th, 2013 will not be considered. It is the offeror s responsibility for delivery of all materials prior to the deadline. Until the final selections, the Crown Mountain Park & Recreation District (CMPRD) reserves the right to reject any or all proposals, to waive technicalities or other similar irregularities, to re-advertise or to otherwise proceed if any such action is deemed by the CMPRD to be in its best interest. CMPRD reserves the right to select and or assign, negotiate, or bid direct the professional services of specialized consultants.

3 I. Preliminary Statement The Crown Mountain Park & Recreation District (CMPRD) is requesting proposals for architecture and engineering services for a new community recreation center to be constructed in Crown Mountain Park (CMP). The project scope will include the building, parking lots, utilities, and landscaping. II. Anticipated Timeline for the Project Publish / Advertise / Post - September 8, 2013 Issue RFP - Monday, September 9, 2013 Optional Site Visit - Friday, September, 13, 2013, at 9:00 am RFP Clarification Deadline - Monday, September 16, 2013 RFP Clarification Responses - Wednesday, September 18, 2013 Proposals Due - 3:00 pm on October 4, 2013 Review of Proposals - October 10 to October 18, 2013 Shortlist Announced - Friday, October 18, 3013 Interviews - Monday, October 21 through Friday, October 25, 2013 Election Date - Tuesday, November 5, 2013 Selection Announced - Friday, November 8, 2013 Contract Negotiations - November 11-15, 2013 Start Design - January 1, 2014 Bid / Negotiation - September 2014 Construction Start - October 2014 Construction Completion - November 2015 III. Description of the Project The project is intended to serve as a community recreation center for the residents of the Mid- Roaring Fork Valley and the Crown Mountain Park & Recreation District, and will be located at Crown Mountain Park. The park is a 124-acre parcel located in El Jebel, Colorado, approximately 7 miles east of Carbondale, Colorado, and 5 miles west of Basalt, Colorado. The park is located on Valley Road just south of Highway 82.

4 The Crown Mountain Park & Recreation District (CMPRD) was created in The formation of the District, bond and property tax questions to fund the development and maintenance of the park s playing fields, restroom pavilion, trails, etc., were approved by voters in A Planned Unit Development (PUD) specifying the details of park development was approved in Since then, the CMPRD has concentrated its efforts on building-out park infrastructure and developing recreational programming. In 2012 Eagle County approved an amendment to the PUD that incorporated additional County property into the lease and described future development of the park. Approved uses include a recreation center, indoor ice & tennis facilities, and various other improvements, subject to voter-approved funding and site-specific design review. As part of the PUD Amendment process, the CMPRD identified a location, came up with a conceptual design for a 63,100 SF community recreation center - with a total project cost of $25 million - based on input from user groups, public open house meetings & work sessions, and surveys. The recreation center will include a natatorium / aquatics components, multi-purpose gymnasium, gymnastics/zero gravity area, cardio & weight training area, (2) group fitness rooms, walk/jog track, community meeting rooms, birthday party room, administrative space, and other components that may be identified through further public input. For additional information on the conceptual design, please refer to the CMPRD s website: and by clicking the Click here for more information on the New Design. The Community Recreation Center is consistent with PUD Amendment, and with the various conditions to the PUD Approval. The CMPRD will be asking for approval from the voters on November 5, The CMPRD will utilized the Construction Manager at Risk (CM/GC) project delivery method, and anticipate issuing an RFQ/P on Friday, November 8, IV. District Mission, Vision, and Goals Statement Mission Statement: Creating a community legacy through parks and recreation Vision Statement: The Crown Mountain Park & Recreation District is a living, evolving entity that respects both land and people. The purpose of the District is to create a community legacy by providing parks and recreation. The District fosters a sense of place, provides opportunities and places for community gathering, and provides diverse, equitable and safe recreation opportunities for all, through creative collaboration.

5 Goals Statement: 1. Create environmentally responsible recreational opportunities for groups and individuals 2. Develop park and recreational amenities to meet community needs 3. Enhance open space 4. Manage and maintain amenities, programs and lands 5. Create ongoing opportunities for community interaction and sharing 6. Enhance existing partnerships, and create new and productive partnerships, with existing recreational and community groups 7. Continue, nurture and enhance existing intergovernmental partnerships 8. Seek out new opportunities for volunteerism, cooperation and collaboration with organizations and individuals 9. Develop productive and mutually respectful relationships between and among the District Board, staff and community 10. Plan effectively for future and long-term activities 11. Pursue new and alternative sources of funding and other resources 12. Integrate programs, policies and projects with local land-use decision-making The CMPRD is committed to including the public in the refinement of the design and programming of the Community Recreation Center. Solicitation of the CMPRD residents opinions and concerns may require additional public meetings, surveys, newsletters, website postings, press releases and other activities aimed at receiving and responding to public comment. The CMPRD may convene special citizen's advisory groups to assist the CMPRD in the refinement of the design of specific program elements. V. Scope of Work & Services Scope of the Work shall include, but not limited to, the following: 1. Coordination with CMPRD s Owner s Representative (TBD) and Building Committee in all phases of the project. 2. Assistance with the selection of the CM/GC for the project. This process may involve review of Requests for Qualifications & Proposal for these services and recommendations as to the preferred Construction Manager/General Contractor. 3. Review and finalization of facility Program for the project. Architect will incorporate preliminary work completed as reflected in the Conceptual Design.

6 4. Preparation of a Schematic Design, including preliminary building plans, sections and elevations, study models, perspective sketches, electronic modeling, etc. The Architect will present the Schematic Design to Eagle County for compliance with the PUD Amendment. 5. Coordination with the CM/GC beginning at the Schematic Design level. Coordination will include review of construction materials and methods, cost estimating, project phasing, etc. 6. Preparation of Construction Documents. Documentation will include drawings and specifications that establish in detail the quality, quantity, and levels of materials and systems required for construction of the project. Presentation at 100% SD, 50% DD, 100% DD, 50% CD, and 100% CD will be provided. Documents will be in sufficient detail at 100% DD for the CM/GC to produce a preliminary Guaranteed Maximum Price (GMP) to perform construction. Construction Documents at 100% will be used by the CM/GC to present to and negotiate with the CMPRD a final GMP. Architect will provide a review of the proposed Guaranteed Maximum Price on behalf of the CMPRD. 7. Obtain final design approval from the Eagle County Board of County Commissioners and/or staff. 8. Coordination of all permitting and other similar requirements. 9. Continued coordination with the CM/GC throughout the bidding and construction process for the project. This coordination will include regular updates to the CMPRD Board regarding project progress. 10. Coordination with CM/GC in project inspection and closeout, including all closeout documentation, maintenance and operation manuals, warranties, as-built drawings, systems testing, quality assurance, etc. Professional Services in addition to architectural and structural engineering shall include, but not limited to, the following: 1. Civil Engineering (on & off site) 2. Landscape Design 3. Mechanical Engineering (MEP, Including Lighting) 4. Aquatics 5. Fire & Life Safety 6. Specifications 7. ECO Build Submittal 8. Energy Modeling 9. Daylight Analysis 10. Lighting Dissipation System design 11. Acoustical Engineer 12. Audio Visual Integration 13. Sound System Design

7 14. Security Design 15. Tele / Data / TV Cabling / Computer Design 16. Solar Thermal Integration 17. Sustainability Consulting (SD-CD) 18. LEED Certification Submittal 19. Kitchen Design 20. Commissioning Basic & Enhanced 21. Emergency Power VI. Terms and Conditions 1. CMPRD reserves the right to reject any or all proposals or to award the contract to the next most qualified offeror if the successful offeror does not execute a contract within thirty (30) days after the award of the contract. 2. CMPRD may request clarification of information and additional information from the offeror. 3. Any proposal may be withdrawn up to the date and time set for the opening of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer for a period of ninety (90) days to furnish the CMPRD with the services set forth herein or until a proposal has been accepted by CMPRD. If for any reason the successful offeror shall fail to fulfill the obligations agreed to, CMPRD may terminate the contract by written notice at least sixty (60) days before the termination date. In this event, the offeror shall be entitled to compensation for any work satisfactorily completed. 4. Any agreement resulting from the acceptance of a proposal shall be subject to execution of a written contract acceptable to CMPRD and containing, among other things, all applicable provisions of the RFP. CMPRD may reject any agreement that does not conform to the RFP or any CMPRD requirement for contracts. 5. The successful offeror may not assign any interest in the contract for services without the prior written consent of CMRPD. 6. Until the final selections, CMPRD reserves the right to reject any or all qualification proposals, to waive technicalities or other similar irregularities, to re-advertise, or to otherwise proceed if any such action is deemed by the CMPRD to be in their best interest. CMPRD reserves the right to select and/or assign, negotiate, or bid direct the professional services of specialized consultants. 7. All materials submitted are subject to Colorado Open Records Law. 8. Materials must include but are not limited to the requirements set forth by the Scope of Work. Statements of qualifications submitted to the CMPRD may be withdrawn or modified prior to the time set for opening of proposals by delivering written notice to the Executive Director of CMPRD. Notice may be ed to the Executive Director of Crown Mountain Park & Recreation District, Chris Woods, at crownmtndirector@sopris.net

8 9. The CMPRD will open, review and facilitate evaluation of all proposals, as they are received at the CMPRD Office. The CMPRD reserves the right to evaluate credit references prior to the interview selection. 10. The offeror shall be solely responsible for due diligence in researching necessary information, and in preparation of any proposals, submitted to the CMPRD. Before submitting proposals, offerors may visit the building site in order to ascertain by direct inspection local conditions or other items which might be pertinent to the offeror s submittal, such as: location within the community, character and accessibility of the site; local labor conditions; etc. The offeror shall be solely responsible for any assumptions or conclusions drawn from such a visit. There will be an Optional Site Visit on Friday, September, 13, 2013 at 9:00 am. VII. Proposal Format A. General Requirements In order to facilitate comparison and evaluation, offeror shall follow the format outline herein. Failure of any Offeror to follow the required format may, at the sole discretion of the CMPRD, result in the disqualification and rejection of that Offeror s submittal. Any statement of qualification proposals shall contain concise written material and illustrations, which enable clear understanding and evaluation of capabilities of the Offeror. Legibility, clarity, and completeness shall be considered essential aspects of any acceptable materials. It shall be the Offeror s sole responsibility to ensure that all information contained in a submittal complies with this requirement. The CMPRD, at its sole discretion, may disqualify and reject any proposal which it deems illegible, unclear or incomplete. B. Physical Formatting of Submittal For typed pages, an 8 ½ x 11 format is required For illustrations, an 11 x 17 format may be used. Submittals may use either a single-sided or double-sided copying. Pages shall be sequentially numbered. Tab dividers corresponding to the materials formatting requirements herein, may be used at the discretion of the Offeror. Eight (8) bound copies of any Offeror s proposal shall be submitted by Offeror s responding to this request for proposals. Please provide (1) electronic copy (on CD, DVD, or USB drive).

9 C. Materials Formatting and Requirements General Information a. Provide the Offeror s name, address, telephone number, fax number, address, and website address (if any). b. Provide the total number of current employees, including principals; and provide the average number of employees, including principals, for each of the last five years. c. Provide the total number of projects under current contract; and provide the total number of projects under contract for each of the last five years. D. Qualifications of Project Team Members a. Provide an organization plan for management of this project, identifying potential key team members, consultants, and support staff to be used on this project. Describe specific responsibilities of each key team member and consultant; and describe how quality control will be managed in the organization. b. Provide qualifications of key project team members and consultants, including education, registrations, certifications, memberships in professional organizations, and unique knowledge of experience. c. For each key team member and consultant, describe the individual s specific work experience, and field(s) of specialization (if applicable). Also for each, provide a brief, exemplary list of architecturally significant projects on which each individual has participated, including each project s name, client, description, completion date, and construction cost (if applicable), and describing the role of the individual on each project. E. Qualifications on Project Experience a. Provide a brief description of the philosophy of the Offeror with respect to architectural design, especially as it applies to the Roaring Fork Valley. Provide a detailed project time-line. b. Provide a description of at least three (3) similar-sized community recreation facilities for which Offeror has provided professional architectural services. Include each project s name, client (with contact information), description, completion date, and construction cost (if applicable), and describing the role of the Offeror on each project. Describe the major design considerations of each project, including: programming, formal configurations, and site context and relationship. c. Provide a description of three (3) other architecturally significant projects for which the Offeror was the primary provider of professional architectural services, and which exemplify the professional design ability of the Offeror. The choice of these projects is at the Offeror s discretion, and may be of a different building type than that which is the object of this request for qualification proposal. Include each project s name, client, description, completion date, and construction cost (if applicable). Describe why

10 each project was chosen as exemplary by the Offeror, and how aspects of each might apply to this project. d. Provide a list of comparisons of final construction cost estimates to construction bid award amounts, including cost per square foot, for all projects for which the Offeror was the primary provider of professional architectural services during the past five (5) years, and for which such information is available. e. Provide a list of comparisons of contract time limits to actual performance for all projects for which the Offeror was the primary provider of architectural services during the past five (5) years. Briefly explain any discrepancies. VIII. PROPOSAL REVIEW AND EVALUATION PROCESS EVALUATION PROCESS Stage One The Building Committee will meet, review and evaluate (rank) all proposals (which have not been rejected and/or disqualified) in accordance with the criteria established herein. The committee shall only consider proposals submitted by the Offeror s in this Stage One Ranking. Individual Committee members shall evaluate each proposal by point score; point scores for each proposal shall be totaled by the Committee as a whole; and all proposals shall be given a ranking from 1 st to last in accordance with the highest point total to the lowest. Stage Two The Building Committee may conduct interviews of the top three (3) to five (5) ranked Offeror s from Stage One in accordance with the criteria established herein. The Building Committee shall meet to rerank the top three (3) to five (5) Offerors from 1 st to 5 th. The Building Committee will than recommend their rankings to the CMPRD Board. The CMPRD Board will then enter into contract negotiations for the architectural services with the recommended Offerors. The CMPRD reserves the right to reject any and all proposals.

11 EVALUATION CRITERIA Stage One 1) 5 points How capable is the Offeror to handle an additional contract, based on the Offerors historical ratio of staff/projects? 2) 15 points How well do the qualifications and organization plan of the Offeror s team members meet the needs of CMPRD s project under this request for proposal? 3) 10 points How well does the philosophy of the Offeror with respect to architectural design and sustainability apply to the current needs and desires of the CMPRD? 4) 15 points How well did the Offeror succeed in responding to the design considerations of similar municipal and/or special district community recreation centers, based on responses from References? 5) 5 points How well do aspects of the Offeror s exemplary work, apply to CMPRD s project under this request for proposal? 6) 10 points How well did the Offeror perform under contract with other municipalities/public agencies on similar projects, with respect to construction cost estimating, based on responses from References? 7) 10 points How well did the Offeror perform under contract with other municipalities/public agencies on similar projects, with respect to meeting contract time limits, based on responses from References? 8) 20 points How well does the Offerors past experience working with similar projects (community recreation center) meet the needs of the CMPRD for this project? 9) 5 points How professionally prepared and organized is the material submitted by Offeror? 10) 25 Points Estimate of total fees Total 130 Points Possible

12 Stage Two Criteria Offeror s Qualifying for Stage Two Interview/Presentation must be prepared to discuss any/all criteria of Stage One. In addition, such Offerors shall be prepared to discuss proposed project time scheduling, and also any proposed conditions or exceptions related to the provisions or requirements of this request for proposal which might affect the performance of the Offeror under a possible contract for services with the CMPRD. During the Interview/Presentation, special consideration shall be given by the CMPRD and Building Committee to the personality fit between the CMPRD Building committee & Board and the Offerors as it relates to the perceived ability of any Offeror to provide a project which best meets the needs and desires of the CMPRD as expressed in current plans and policies. Interviews/Presentations will be scheduled to last for approximately one (1) hour.