REQUEST FOR QUALIFICATIONS DESIGN SERVICES FOR RICHMOND HILL PARK City of Geneseo 115 S Oakwood Ave Geneseo, IL 61254
CITY OF GENESEO I. Description of Procurement Process A. Submission of Written Qualifications B. Oral Interviews II. III. IV. Site Visits Scope of Services Desired Payment V. Project Size and Individual Characteristics VI. VII. Qualifications of Design Firm Attachments A. Evaluation Criteria B. Request for Qualifications Timeline C. Information/Background and Project Description D. Design Firm s Profile Form
CITY OF GENESEO Request of Qualifications Design Services The City of Geneseo is seeking specific qualifications from interested design firms who are capable of providing professional services for a Master Plan and Design Services project at one (1) park site. The City will appoint a Design Firm Evaluation Team that will consist of the City Administrator, Mayor, Director of Public Works, Alderman, School District representative and Park District representative. I. Description of Design Firm Procurement Process It is anticipated that the process for procurement of design services will proceed in two stages. A. Submission of Written Qualifications The Design Firm Evaluation Team will review and evaluate the written response to this Request for Qualifications (RFQ) in accordance with the evaluation criteria identified in Attachment A. The Team will select no fewer than two qualified de sign firms to proceed to the competitive oral interview stage of the procurement process. B. Oral Interview No less than two qualified design firms will participate in a detailed oral interview with a Design Firm Evaluation Team to more fully discuss how their approach to this project satisfied the evaluation criteria set forth in Attachment A. In addition, design firms will be required to answer questions posed by the Design Firm Evaluation Team to make the final selection of a design firm based upon the evaluation of written responses to the RFQ and oral responses received during the interview process. II. Site Visits The City officials will be available to answer questions about the park site. A nonmandatory opportunity to visit the site with City officials will be made available by appointment on Tuesday, June 20, 2017. Appointments will be made by calling Lisa Kotter, City Administrator, 309.944.6419. III. Scope of Services Desired The professional services of the design firm desired shall include the following. The design firm proposal shall include a detailed description of their scope of services and methods that they use to provide these services.
IV. A. Master Plan, Schematic Design Phase and Opinion of Probable Cost. B. Design Development Phase and Opinion of Probable Cost. Payment No cost or fee information shall be submitted or considered during the selection process. V. Project Size and Individual Characteristics While the complete program for this project has not been finalized, this project is anticipated to contain some of the following components. A. Evaluate Richmond Hill for upgrades, expansions or relocations existing facilities to include soccer and softball athletic fields, concession stand/restroom/storage building, tennis and pickle ball courts, pavilions, and playground. Stone Field (baseball) is not part of the evaluation. B. Meetings with key staff, community partners at the School District, Park District, Tennis Boosters, Pickleball Club, Church Softball and Soccer Club. C. Meetings to gain public feedback both pre and post design. D. Conceptual design plans. E. Cost estimation. F. Presentations to City Council. G. Assist the City with grant submissions. VI. Qualifications of Design Firm Design Firms who wish to be qualified by the City of Geneseo must submit seven (7) copies of Attachment D (the Design Firm s Profile Form and Qualifications and Approach to Project) by NOON, Wednesday, July 5, 2017 to the following address: Lisa Kotter, City Administrator City of Geneseo 115 S Oakwood Ave Geneseo, IL 61254 All submissions become the property of the City of Geneseo and will not be returned to the design firm. As required by the Illinois Freedom of Information Act, all information in the proposals may become public information. All design firms will be notified by email by Wednesday, July 12 if they were selected for the oral interviews. No less than two (2) firms will be invited to a competitive oral interview.
The City of Geneseo reserves the right to reject any or all submissions and to waive informalities and minor irregularities in submissions received and to accept any submissions if deemed in the best interest of the City to do so. The City also reserves the right to not proceed with the project or contract with a design firm. All costs associated with submission preparation will be borne by the design firm. To aid your firm in your response to this request, the following items are attached: Attachment A: Attachment B: Attachment C: Attachment D: Attachment E: Evaluation Criteria Request for Qualification Timeline Project Description Design Firm s Profile Form Aerial Map of Park
ATTACHMENT A Evaluation Criteria The following criteria will be used to evaluate the written submissions of the design firm s qualifications along with interviews with previous clients and the responses of the design firm during the final selection process. These are not ranked in order of importance. 1. Project Management a. Clear assignment of responsibilities for various project tasks to specific individuals. All individuals with major responsibilities for the project s design, bidding specification and follow through should be identified at the oral interview. b. Ability to oversee construction, design, field changes and emergencies effectively. c. Comprehensiveness of management, design and monitoring services provided by the design firm. d. Ability to complete the project on schedule. e. Responsiveness to the specific user goals identified in the RFQ. f. Quality of communication skills and effectiveness of the on-site construction representative from your firm. g. Ability to coordinate project construction with contractor, equipment suppliers and City personnel. 2. Technical Approach a. Understanding of the existing conditions, systems, operations and schedules. b. Qualifications of the design professionals. c. The number of the past projects which include similar amenities proposed for inclusion in this project and completed by the person(s) responsible for project design. d. Creativity, cost effectiveness and reliability of performance of design firm s past projects. e. Attention to safety in designs while still providing attention to creative design approaches.
f. State whether your firm is able to provide professional liability insurance. THE ESTABLISHMENT, APPLICATION AND INTERPRETATION OF THE ABOVE CRITERIA SHALL BE SOLELY WITHIN THE DISCRETION OF THE CITY OF GENESEO.
ATTACHMENT B Request for Qualification Estimated Timeline Activity Date Issue RFQ May 14, 2017 Site Visit with City officials (non-mandatory) June 20, 2017 Written Qualifications due no later than NOON July 5, 2017 Notification to Firms Selected for Oral Interviews July 12, 2017 Oral Interviews (up to 1 hour each) July 24, 2017 with Design Firm Evaluation Team Design Firm Evaluation Team recommends July 25, 2017 firm to Committee of the Whole (If Prepared) Consideration of Final Approval August 8, 2017 by City Council (If it goes to COW on July 25)
ATTACHMENT C Project Description The City of Geneseo desires to complete a master plan and schematic design for Richmond Hill Park with the intention of moving on to the design development phase, bidding phase, construction phase, and total project implementation. The firm selected shall work with the City to develop park design options, generate cost estimates, and, if necessary, produce bid documents, prepare grant submissions, assist with the bidding process, and provide associated construction related services. Interested firms are expected to provide expertise in general park planning and design, athletic field spaces, sport lighting, support facility design, water/sewer utilities, storm water retention, natural area plantings and management and integration with active and passive recreation uses, playground layout, design and grading, traffic management and circulation, architecture and ADA requirements.
ATTACHMENT D Design Firm s Profile Form Qualification and Approach to Project SEVEN (7) COPIES OF EACH PROPOSAL MUST BE SENT TO: Lisa Kotter, City Administrator City of Geneseo 115 S Oakwood Ave Geneseo, IL 61254 CLEARLY MARK THE ENVELOPE AS FOLLOWS: Response to RFQ Design Firm Services 1. Firm Name Business Address City State Zip Email 2. Names and titles of two contact people 1) Phone 2) Phone 3. Submittal is for Parent Company List any division or branch offices which are to be included Division in the pre-qualification rating. (Attach separate list if more than Subsidiary one is to be included) Branch Office Name of Entity Address Date Prepared
4. Type of Firm Corporation Partnership Sole Ownership Joint Venture 5. Federal Employer Identification Number 6. Year Firm was Established 7. Name and Address of Parent Company, if applicable. NOTE: All questions must be addressed by the design firm in order for this Qualification form to be properly completed. Failure of the design firm to answer any question or comply with any directive contained in this form may be used by the City as grounds to find them ineligible. If a question or directive does not pertain to your organization in any way, please indicate the fact with the symbol N/A. For additional space, attach 8-1/2 x 11 sheets and indicate reference number (i.e., 12a, 12b, etc.) to correspond with each question. 8. Corporate Background/Historical Data a. How many years has your firm been in business under its present name? years b. Indicate all other names by which your organization has been known and the length of time known by each name. c. Please identify all states in which your firm is legally qualified to do business.
9. Personnel Information a. Please attach the resumes of the principal individuals who will be directly responsible for this project. Please indicate the specific role each individual will play for the duration of the contract. b. Please give the number of years of experience for each of the above individuals and describe all supervisory responsibilities. Please provide a list of all projects each individual has been associated with during the last three (3) years including type of project and dollar size. 10. Project Contact Person Who will be the main contact representative from your firm on this project? 11. Project History and References On separate sheets of 8-1/2 x 11 paper, please briefly describe not fewer than three (3) but not more than five (5) projects similar in scope to this project which your firm has completed in the last five years. Projects done for cities, park districts and recreation agencies or departments are most desirable. You may give a composite, condensed or supplementary listing of other projects designed in addition to the 3-5 projects stated above. a. Project b. Location with address c. Client (complete with agency name, contact person, address and phone.) This should be the person whom you have done business with on each of the projects listed. d. Project dollar amount e. Lead team member on the job f. Start and end dates of project g. Was project completed within budget? h. Was project completed on time? BY YOUR SUBMISSION OF THE RFQ, YOU ARE AUTHORIZING THE CITY OF GENESEO TO CONTACT REFERENCES SUBMITTED.
12. Authorization Dated this day of, 2017 Name of organization: By Signed Title 13. Notary Statement being duly sworn deposes and says that he/she is the of Design Firm, and that answers to the foregoing questions and all statements therein contained are true and correct. Subscribed and sworn before me this day of, 2017. Notary Public My commission expires, 2017.
ATTACHMENT E Aerial Map of the Park Area