City of Provo, Utah Parks and Recreation Department. Request for Proposal (RFP) Architectural Services for a New Community Recreation Center
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1 City of Provo, Utah Parks and Recreation Department Request for Proposal (RFP) Architectural Services for a New Community Recreation Center RFP No I. GENERAL OVERVIEW AND DESCRIPTION OF PROJECT OBJECTIVE The City of Provo, Utah is seeking to hire a qualified and motivated firm to provide architectural services for the detailed design of a new community recreation center to be located at North Park 250 West 500 North, Provo, Utah. Provo is located in the beautiful Rocky Mountain region of Utah, forty miles south of Salt Lake City. Provo is a community with a population of about 120,000 people and is the home of Brigham Young University. Provo is a thriving community that has experienced phenomenal growth and prosperity over the past fifteen years. The community recreation center will be a regional facility that will serve all of Provo City. Citizen surveys and feasibility studies have shown that the development of a new community recreation center is the highest recreation priority of Provo City residents. In 2008, a comprehensive feasibility study was conducted to address the following: 1) Viability of developing a new community recreation facility 2) Evaluation of existing recreation facilities 3) Facility programming 4) Conceptual layout and building design 5) Construction and operational cost analysis 6) Operational structure 7) Final programming and design directive 8) Site selection 9) Project funding options 10) Demographic research, market analysis and collection of other important data. A copy of the Provo Recreation Center Feasibility Study is available at parks.provo.org. On November 2, 2010, Provo residents indicated that they were willing to pay for a new community recreation center by approving a general obligation bond to fund the facility. The new community recreation center should enhance the quality of life of Provo City residents by providing positive activity spaces for users while also creating a pleasing aesthetic structure and landscape. It is desirable that the massing of the exterior structure be creative and reflects the functions of the interior spaces. The Veterans Memorial Pool at North Park shall adjoin and share facilities with the new community recreation center. Other desired elements of the new facility include an indoor leisure pool, indoor competition pool (25 yards x 25 meters), locker rooms, gymnasiums, suspended running track, multi-purpose court, racquetball courts, a senior center/community spaces, administrative offices, drop-in child care, teen space, bouldering wall, concessions, weight/cardio areas, exercise studios, spinning room, etc. Work shall also include site design for parking and landscape areas, a skate park and demolition of several existing structures. The new community recreation center is projected to be about 156,000 sq. ft. 1
2 Provo City expects that the facility will contain energy efficient features and will utilize sustainable building principles. The facility will reflect creative design, connectedness to the community and cost consciousness. Provo City projects a total construction budget of about $35.1 million. The City of Provo has agreed to administer the design, funding, construction, maintenance and operation of the facility. The City anticipates using a Construction Manager/General Contractor (CM/GC) management approach for this project and expects to select the CM/GC at the 10% design level. The selected architectural firm may assist the City in the selection of the Construction Manager/General Contractor. The Construction Manager/General Contractor will provide a Guaranteed Maximum Price at the 100% construction drawing level. II. SCOPE OF SERVICES TO BE PERFORMED BY THE SELECTED ARCHITECT The selected architectural firm shall provide finalization of the facility program plan, concept design, schematic design, master plan design, construction documents, coordination with the CM/GC, project oversight and inspection, which includes site improvements. Scope of the work shall include the following: 1. Coordination with City appointed Project Manager and Project Management Team in all phases of the project, according to the approved Project Approach and Project Schedule submitted by the Architect. 2. Review and finalization of Facility Program Plan for the project. Architect will incorporate preliminary work completed as reflected in the Provo Recreation Center Feasibility Study. 3. Preparation of a Concept Design, Schematic Design and Master Plan Design for the project, including preliminary building plans, sections and elevations, study models, perspective sketches, electronic modeling, etc. The Architect will present the Schematic Design and Master Plan Design to the City Project Management Team for input. 4. Facilitation of public input and public presentations at key project phases. 5. Assistance with the selection of the CM/GC for the project. This process may involve review of Requests for Proposals for these services and recommendations as to the preferred General Contractor/Construction Manager. 6. Coordination with the General Contractor/Construction Manager beginning at the 10% design level. Coordination will include review of construction materials and methods, cost estimating, project phasing, etc. 7. 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 of 50%, 85%, 95% and 100% Construction Documents will be provided. Documents will be in sufficient detail at 85% for the CM/GC to produce a preliminary Guaranteed Maximum Price to perform construction. Construction Documents at 100% will be used by the General Contractor/Construction Manager to present to and negotiate 2
3 with the City a final Guaranteed Maximum Price. Architect will provide a review of the proposed Guaranteed Maximum Price on behalf of the City. 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 City 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. III. REQUIRED PROPOSAL SUBMITTAL GUIDELINES These guidelines are developed to standardize the preparation of submittals by architectural firms. The purpose for these guidelines is to help ensure consistency in format and content of submittals that are prepared by architects and submitted to Provo City. The submittal should provide the Selection Review Committee with an understanding of the Architect s ability to undertake and complete the proposed project in a thorough and timely manner. It is very important that submittals be clear and concise in the recommended format so they can be evaluated in an objective manner by the Selection Review Committee. Each section in the submittal should be tabbed for easy reference. In addition to other required submittals in this RFP, the submittal should contain the following information in the order listed. 1. Summary Statement Provide a brief statement that summarizes the qualifications of the architect in relation to the unique and general requirements of this project. (2 pages maximum) 2. Proposed Project Team Organization and Qualifications Provide a chart that identifies the roles of each of the key individuals involved in each phase of the project and the geographical location where the work will be performed. Provide resumes for all key individuals on the proposed project team outlining qualifications, education and specific experience and expertise related to recreation and aquatic center design. List current work commitments to other projects or activities in sufficient detail to indicate that individuals assigned to the proposed project will be able to meet time commitments. Provide a matrix that indicates past project collaborations carried out by the proposed team. Personnel indicated as assigned to the project must be actively engaged in completion of the tasks. Any change of personnel after the RFP is submitted or after award of the contract must be approved by the Provo City Parks and Recreation Department before the change is made to assure consistent expertise throughout the term of the project or any signed contract may be deemed in breech. (4 pages maximum) 3. Proposed Project Team Performance on Past Projects Provide information on at least five recreation center projects that demonstrate the Architect s ability to accomplish a project of this scope and magnitude. For each project identified, provide the following information: 3
4 Owner, Location of Project, Project Description, Photo, Square Footage, Cost, Date Completed, Change Order History, Special Features and Project Team Members involvement. (4 pages maximum) 4. References Provide a reference for each project listed above who may be contacted for further information regarding the performance of the Architect s Project Team. Include name of contact, address, telephone numbers and address. (2 pages maximum) 5. Team Roles and Responsibilities Provide a description of the roles and responsibilities of the Architect s Project Team members and how the Team will work together to achieve the objectives of the project. Explain internal policies and procedures related to work quality and cost control. Describe experience with appointed and elected officials, citizens, special focus groups and facilitating pubic information gathering meetings. List and describe any potential conflicts of interest. (2 pages maximum) 6. Proposed Project Schedule Provide a schedule that includes individual phases as applicable. The proposed project schedule shall list important dates, times and locations of meetings and submittals. Identify internal methods that will be used for project schedule control. (2 pages maximum) 7. Proposed Project Approach Outline the tasks, any special approaches and the plan for completion. Innovation and alternatives to the scope proposed here are welcome. (2 pages maximum) 8. Local Knowledge Describe your knowledge of the local area and criteria that needs to be considered in the building design and project execution. Provide examples of your experience in the area. (2 pages maximum) 9. Public Project Experience Discuss your experience in designing public projects, which are funded by public monies. (2 pages maximum) 10. Anticipated costs for architectural and engineering services. (1 page maximum) 11. Statement on Immigration Status All architects are reminded of the requirements of Utah Code Annotated 63G that Provo City is prohibited form entering into any contract for the performance of services with any successful proposer who does not provide the City with proof of registration and participation in a federally approved immigration status verification system. Failure to provide the required proof may be grounds for rejection of a successful proposal. (1 page maximum) Include graphs, charts, photos, resumes and conceptual renderings at your discretion within the submittal page requirements. 4
5 IV. GENERAL PROPOSAL INSTRUCTIONS AND REQUIREMENTS 1. THE DEADLINE FOR ALL PROPOSALS IS WEDNESDAY, FEBRUARY 23, 2011 at 2:00 P.M. MST. Any proposal not received before the date and time specified shall not be accepted. Faxes of proposals will not be accepted. 2. Architects must deliver or mail ten (10) copies of the submittal numbered sequentially from one (1) to ten (10) on the upper right-hand corner of the cover to Provo City Purchasing Coordinator General Services Counter, 351 West Center Street, Provo, Utah no later than the deadline noted above. Identify submission as RFP No The entire submittal should not exceed twenty-four (24) pages in length. In addition, the Architect may submit a brochure describing the capabilities of their firm. 3. A Pre-submittal Meeting will be held on Thursday, February 10, 2011 at 4:00 p.m. The meeting will be held at the Covey Center for the Arts, 425 West Center Street, Provo, Utah. A representative from each interested primary firm is encouraged to attend. During the meeting, a presentation will be made to describe the overall scope of work and intended schedule. Interested firms may ask questions and request clarification about the project and the procurement process. 4. The legal status of the architectural firm, whether a corporation, partnership, limited liability company or individual shall be stated in the proposal. A corporation shall execute its proposal by its duly authorized officers in accordance with its corporate by-laws and shall indicate the State in which it is incorporated. A partnership shall give full names and addresses of all partners. Partnerships and individual architects shall be required to state in the proposal the names of all persons interested therein. A limited liability company shall execute the proposal by its members or authorized manager. 5. If the proposal is a joint venture consisting of a combination of any or all of the above entities, each joint venturer shall execute the proposal. Anyone signing a proposal as an agent of another or others shall submit with his or her proposal, legal evidence of his or her authority to do so. The place of residence of each Architect, or the office address in the case of a firm or company, telephone number, fax number and address shall be given after his/her signature. 6. All architects and sub consultants must be properly licensed to conduct business in the State of Utah. All architectural firms shall include evidence that the firm is licensed to do business in the State of Utah. Proof of all applicable professional licenses is required. 7. The selected Architect will be required to enter into a written contract with the City in order to provide the services required in the RFP. Relevant proposal documents shall be attached to this written contract. This Request for Proposal does not commit Provo City to award a contract, to pay any costs incurred in the preparation of proposals to this request or to procure or contract services. Provo City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source, or to cancel in part or in its entirety the Request for Proposal, if it is in the best interest 5
6 of Provo City. Submittals become the property of Provo City, are treated as privileged documents and are disposed of according to Provo City policies. V. COMMUNICATION, ADDENDA AND EXPLANATIONS 1. Scott Henderson, Assistant Director of Recreation, will be the primary contact for the Architect in fulfilling the work described in this RFP. Any questions regarding this RFP should be directed in writing no later than 2:00 p.m. MST on Thursday, February 17, Mr. Henderson can be reached at: 351 West Center Street, Provo, Utah 84601, telephone (801) , fax (801) and address 2. Responses to requests for explanations shall be made in the form of an addendum, a copy of which shall be available on the City s website, parks.provo.org. Architectural firms shall be responsible to check the website to obtain addenda. 3. Addenda issued to architectural firms shall become part of the Contract Documents and all proposals shall include the work described in the addenda. 4. Any other information and/or supplemental instructions shall be in the form of a written addendum, posted on the City s website, parks.provo.org. VI. SELECTION PROCESS AND EVALUATION CRITERIA TO BE USED Proposals will be evaluated in two stages, according to the Proposed Selection and Project Schedule. At Stage One, a Selection Review Committee composed of representatives from Provo City, the Provo City Parks and Recreation Department and Provo citizens will review proposals according to the criteria established in this RFP. The Selection Review Committee will select architectural firms to proceed to Stage Two of the Proposed Selection and Project Schedule. Architectural firms who proceed to Stage Two will be invited to an interview/presentation before the Selection Review Committee, who will then select one firm that appears to be the most qualified and appropriate for the design of the project Proposals shall be evaluated according to the following criteria: 1. 20% Responsiveness to the Request for Proposal. Proposals should contain each submittal outlined in Section III above, in the order the items are listed. Proposals should not be boiler plate proposals and should reflect familiarity with the project and the community % Experience as a team with similar projects. Experience with recreation and aquatic centers will be of particular importance, as will experience with projects incorporating energy efficiency in design. Experience in working with the Construction Management/General Contractor method of project delivery will also be taken into consideration. References will be part of the assessment of the Selection Review Committee. 6
7 3. 20% Ability of architectural firm to meet the requirements of the work to be performed % Extent to which architectural firm conveys understanding of vision and unique demands of the work % Anticipated costs for architectural and engineering services provided. On site visits of past projects may be conducted as part of the evaluation process. Provo City may consider as incomplete any proposal not prepared and submitted in accordance with the provisions hereof and may waive any informalities or reject such proposal for lack of formality. Upon a final recommendation by the Selection Review Committee, the City shall negotiate a fee with the highest ranked firm. If a mutually agreed upon fee cannot be negotiated, the City will enter into negotiations with the second highest ranked firm. VII. PROPOSED SELECTION AND PROJECT SCHEDULE Event Completion Date Time Advertisements Placed Sunday, February 6, 2011 Sunday, February 13, 2011 Presubmittal Meeting Thursday, February 10, :00 p.m. Last Day to Submit Questions/Explanations Thursday, February 17, 2011 Proposals Due Wednesday, February 23, :00 p.m. Selection Committee Review of Proposals Wednesday, March 9, 2011 (Stage One) Announcement of Short Lists Wednesday, March 9, 2011 Short List Interviews/Presentations (Stage Two) Thursday, March 24, 2011 Selection of Preferred Architect Thursday, March 31, 2011 Approval of Professional Service Agreement Thursday, April 14, 2011 with Architect Start of Design Process Monday, April 18,
8 PROVO CITY PARKS AND RECREATION DEPARTMENT REQUEST FOR PROPOSAL SUMMARY SHEET 1. Project: RFP No.14065, Architectural Services for a New Community Recreation Center 2. Location: Provo, Utah 3. Requested Services: Professional architectural services 4. Type of Submittal Required: Request for Proposal in accordance with written guidelines as described in RFP No Submission Date: Wednesday, February 23, Submission Time: No later than 2:00 p.m. MST 7. Submission Place: Provo City Purchasing Coordinator General Services Counter 351 West Center Street Provo, Utah Number of Submittal Copies: Ten (10), numbered sequentially from one (1) to ten (10) on the upper right-hand corner of the cover. 9. Submittal Length: The entire submittal should not exceed twenty-four (24) pages in length. In addition, Architect may submit a brochure describing the capabilities of their firm. 10. Project Manager and Primary Contact: Scott Henderson Assistant Director of Recreation 351 West Center Street Provo, Utah Telephone: (801) Fax: (801) shenderson@provo.utah.gov Advertisement Dates: Sunday, February 6, 2011 Sunday, February 13,
9 NOTICE OF REQUEST FOR PROFESSIONAL SERVICES Provo City is seeking the services of a qualified firm to provide architectural services for the design of a new community recreation center. If interested in providing these services, guidelines for preparing a submittal are available on the BidSync and Provo City s website. RFP deadline 2:00 p.m. MST on Wednesday, February 23, Dated this 27 th day of January, Provo City Scott Henderson Assistant Director of Recreation To be published in the Salt Lake Tribune, Deseret News and the Daily Herald on Sunday, February 6, 2011 and Sunday February 13,
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