Jackson Area Transportation Authority Request for Qualifications for Architectural Services RFQ #2016-01 1
CONTENTS Section I: Qualifications... 3 Section II: Scope of Service... 4 Scope of Proposal for Engineering Service:... 4 Scope of Engineering Services:... 5 Section III: Submission Content... 6 Submission Conditions... 6 Questions... 7 Evaluation Criteria... 7 Withdrawal of Offers... 7 Terms and Conditions... 7 Oversight... 8 Indemnification... 8 Assignment:... 8 Award of Engineering Services... 8 Section IV: Federal Clauses... 9 2
SECTION I: QUALIFICATIONS Direct Questions To: Penny Maher, Facilities Manager Jackson Area Transportation Authority 2350 E. High St. Jackson, MI 49203-2390 Penny.Maher@jacksontransit.com Questions must be received by 6/30/2015 Date Issued: January 13, 2017 Optional Pre-Proposal Mtg. Thursday, February 2, 2017 Qualifications Due: Thursday, March 2, 2017 @ 5:00 PM EDT Firm Name: Submit one Qualifications page via email to: AND submit the original proposal and three (3) copies to: Penny.Maher@jacksontransit.com Penny Maher Facilities Manager Jackson Area Transportation Authority 2350 E. High St. Jackson, MI 49203-2390 SUBMITER READ AND COMPLETE The undersigned certifies that he/she offers to furnish materials in strict accordance with the requirements of this solicitation including the specifications, Terms and Conditions that are attached. Print Name and Title: Signature Federal Tax ID # Date 3
SECTION II: SCOPE OF SERVICE The Jackson Area Transportation Authority (hereafter referred to as the Agency ) provides public transportation services throughout Jackson County, located in central Lower Michigan. The Agency operates both fixed-route and demand response service and provides over a half of a million trips per year. The Agency is seeking proposals for architectural services to design and replace the heating, ventilation and cooling systems in the administrative, maintenance, and bus storage facility, located at 2350 East High Street, Jackson, MI 49203. The objective of this restoration work is to improve the environment comfort and the energy efficiency of the systems. Ease of systems maintenance and operation shall also be considered. For this project the facility has been divided into four zones. Zone 1 - Driver Facility Zone 2 - Operations Office Zone 3 - Maintenance Garage Zone 4 - Bus Storage The existing HVAC systems consist of: Zone 1 - Rooftop cooling and ventilation, and hot water heating Zone 2 - Rooftop cooling and ventilation, and hot water heating Zone 3 - Vehicle exhaust ventilation system. 100% tempered fresh make-up air system, exhaust fans and gas fired unit heaters Zone 4-100% tempered fresh make-up air system, exhaust fans and gas fired unit heaters SCOPE OF PROPOSAL FOR ENGINEERING SERVICE: An optional pre-proposal meeting will be held on Thursday, February 2, 2017 at 1:00 PM at the project site, located at 2350 E. High Street, Jackson, MI 49203. Attending firms will be provided a partial set of original mechanical and electrical drawings for their use in preparing a proposal of services. The attendees will be afforded a tour of the building, including the roof, in order to become familiar with the existing systems. The drawings and any other materials distributed at the pre-proposal meeting will be posted on JATA s website at www.jacksontransit.com. Firms are asked to submit a proposal of services to the Agency. The proposal shall include: 1. A written statement about the firm including its history, list of similar projects and list of key individuals to be assigned to the project. 2. A listing of at least four references which your firm has provided similar services in the past. (Name, contact person, phone number, and project date) 3. Provide a written statement of how you would approach the objectives of the project and the results you intend to achieve. 4. Provide a construction estimate for completion of the proposed project. 4
5. Provide a projected time schedule for proposed engineering services. 6. Proposals for engineering service shall be received at the offices of the Agency on or before Thursday, March 2, 2017 at 5:00 PM EDT. Proposals may be submitted in writing to the above address or by email to penny.maher@jacksontransit.com. SCOPE OF ENGINEERING SERVICES: 1. Complete site investigation work to familiarize your firm on all facets of the project 2. Prepare a concept statement for all work. This should include sketches, detailed description, and project cost estimate. 3. Submit the concept statement to the Agency and obtain Agency s approval. Incorporate changes to the concept statement based on feedback as needed to meet Agency requirements. 4. Based on Agency s approved concept statement, prepare drawings and specifications prescribing the construction work in sufficient detail to allow for bidding and construction. Documents shall be available to Agency and Bidders electronically. 5. With Agency, issue project for bidding, receive bids, and assist in bid evaluation 6. Based on Agency s directive, prepare the required documents for the Award of construction work. 7. Regularly visit the construction site to monitor and evaluate progress. Keep the Agency informed of any issues. 8. Receive, review and advise the Agency as to appropriateness of progress payments. Obtain necessary waivers and warranties. 9. Upon completion of all construction work, perform a final inspection, manage call back issues, and issue a final statement of work, including final payment, warranties and waivers. 5
SECTION III: SUBMISSION CONTENT Submissions must include the Qualifications page sent with this RFQ. The cover page must be signed in ink by an official of the submitting organization authorized to bind the submitter to the provisions of the RFQ. The complete Qualifications page must be returned with the submission. No copies will be accepted. Submissions must also include: Business Organization: Full business name and address, and primary contact(s) and authorized negotiator(s) for this proposal and project, and their contact information. Experience: A description of your firm s experience with the unique nature of this construction project. Include descriptions of prior or present projects which would tend to substantiate your qualifications to perform this project. Qualifications: A description of the qualifications of individuals who will be performing the work, their job titles, and any certifications or licenses they possess. References: Provide a minimum of four references with the business s name, address, project date, contact person and that person s email and phone number. Do NOT send price information with the qualifications. The agency will negotiate price with the top scoring firm and the firm must provide a derivation of cost. If the agency is unable to successfully negotiate price with the top scoring firm, the agency will end negotiations and negotiate price with the next highest scoring firm. SUBMISSION CONDITIONS 1. Submitted qualifications become the property of the agency. The contents of the submitted qualifications are considered valid for one hundred and twenty (120) days after the submission deadline. 2. Payment will be by progress payments based on percentage of work completed. Final payment will not be made until the Scope of Services is completed to the Agency s satisfaction. 3. The Agency reserves the right to waive any informalities or minor defects and to accept or reject any or all of the submitted proposals for sound, documentable, business reasons, and to postpone the proposal due date. 4. Submit the original qualifications and three (3) copies in a sealed envelope to: Facilities Manager, Penny Maher, 2350 East High Street, Jackson, MI 49203 or via email to penny.maher@jacksontransit.com. Sealed proposals are due by mail, email, or hand delivery by 5:00 PM EDT on Thursday, March 2, 2017. Late submissions will not be accepted. 5. Conditional submissions will be considered non-responsive and may be rejected unless the Agency gives specific approval to a written request received at least ten (10) working days prior to the submission due date. No other submission changes will be accepted after submittal. All other interested parties will be notified of any changes to the Scope of Services. 6
6. This RFQ does not commit the agency to award a contract, to pay any cost incurred in the preparation of a proposal, or to preclude the agency from canceling, in part or in its entirety, this RFQ, for sound, documentable, business reasons. QUESTIONS Questions about this RFQ must be submitted in writing by mail or delivered to Jackson Area Transportation Authority, 2350 East High Street, Jackson, Michigan 49203-2390, or by email to penny.maher@jacksontransit.com. Phone calls involving the RFQ or related questions will not be accepted. All questions, answers and any addendums related to this RFQ will be sent to vendors who were sent an RFQ and to every firm who has submitted qualifications or a question. All questions and/or comments must be received at least ten (10) working days prior to the submission due date. Verbal comments are not part of this solicitation. EVALUATION CRITERIA The evaluation criteria for this solicitation are following and listed in order of importance although the second and third criteria listed are equally weighted: Documented ability to provide these architectural services Staff qualifications: key management and staff experience, capabilities and functions on similar projects References The selection panel members will be the Agency Executive Director, Program Manager and Facilities Manager. Any submitter falling within a competitive range as determined by the selection panel may be asked to give a presentation to the selection panel to discuss any aspects of the submitted qualifications needing clarification. Presentations will be evaluated on clarity, quality and completeness. Evaluation scores may be adjusted based on the results of the interviews. The award will only be made to a responsive and responsible firm. WITHDRAWAL OF OFFERS Submissions may be withdrawn by written request prior to the due date and time. A proposal may also be withdrawn in person by a submitting firm, provided the withdrawal is made prior to the due date and time. The submitting firm must sign a receipt of withdrawal. No submission may be withdrawn after the due date unless there is a material error in the submission. Withdrawn submissions may be resubmitted, with or without modifications, up to the due date and time. The Agency shall require proof of agency from person withdrawing the submission TERMS AND CONDITIONS This project is funded by Federal Transit Administration (FTA) and Michigan Department of Transportation (MDOT) grants. It is subject to federal and state guidelines. The federal requirements for this project are included in Section IV. The clauses must be signed and included with your submission. The Agency complies with Title VI of the Civil Rights Act of 1964. All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract. The agency is exempt from federal, 7
state, and local taxes. The agency will not be responsible for any taxes levied on the respondent as a result of the contract resulting from this RFP. Protests must be submitted consistent with the agency s procurement policy. The selected vendor will contract with the agency and must have a third party subcontract approved by the MDOT. This is a firm, fixed price contract. The awarded subcontract serves as the vendor s Notice to Proceed. The agency reserves the right to cancel the contract with thirty (30) days written notice. OVERSIGHT The selected firm must provide the Agency and its authorized representatives safe access to the work at all times. The selected firm must provide the Agency and its authorized representatives with the information and assistance necessary for them to make complete and detailed inspections. The selected firm is not entitled to a time extension or compensation for reasonable delays, inconvenience, or any other cause attributed to the agency s reasonable inspection of the work. INDEMNIFICATION The selected proposer shall indemnify, defend and hold harmless the Agency, its officers, agents, employees, independent contractors, the Federal Transit Administration, the State of Michigan, MDOT and all officers, agents, employees thereof: From any and all claims by persons, firms, or corporations for labor, materials, supplies or services provided in connection with any contract awarded, which the offer or shall perform under the terms of this contract; and From any and all claims for injuries to, or death of, any and all persons, for loss of or damage to property, environmental damage, degradation response and cleanup costs, and attorney fees or other related costs arising out of, under, or by reasons of this RFQ, except claims resulting from the sole negligence or willful acts or omissions of said indemnities, its agents or employees. ASSIGNMENT: Neither party may assign, directly or indirectly, all or part of its rights or obligations under this Agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld or delayed. AWARD OF ENGINEERING SERVICES The Agency reserves the right to award the contract based on the best interests of the Agency. Price negotiations are expected to begin with the highest-scoring firm within 30 days of the proposal due date. Award of contract will only be in writing. 8
SECTION IV: FEDERAL CLAUSES Please see attached. 9