Design Services for ML Building Renovations

Request for Proposal # 6136: Design Services for ML Building Renovations RFP Release Date: March 19, 2019 Proposal Due Date: May 16, 2019 at 2:00 p.m. EST Submit Proposals To: Don Harrison Washtenaw Community College RFP # 6136 Design Services for ML Building Renovations Purchasing Office, Room 200 2nd Floor Student Center Building Ann Arbor, MI 48105 Page 1

1.0 Proposal Invitation Washtenaw Community College ( College and/or WCC ) seeks proposals from qualified Suppliers of Design Services. The major goal of this project is to produce the required documents as stated in the RFP Scope. The selected Supplier will be able to provide all deliverables outlined in the RFP. The proposal must be comprehensive by including all services and costs necessary to meet the business and technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a detailed approach/methodology, Supplier and College staffing requirements, and any other assumptions to complete the proposed work. The College would like the project design deliverables completed no later than December 20, 2019. The College is not liable in any manner or to any extent for any cost or expense incurred by the Supplier in the preparation, submission, presentation or any other action connected with proposing or otherwise responding to this RFP. Such exemption from liability applies whether such costs are incurred directly by the Supplier or indirectly through the Supplier s agents, employees, assigns or others, whether related or not to the Supplier. In submitting a proposal, Supplier agrees that all materials associated with, attached to, or referenced by the submitted proposal will become the property of the College and may be incorporated into a subsequent contractual agreement between the successful Supplier and the College. Response to this RFP confirms an understanding that this is not a contract or offer of business by the College. The College expects to enter into an agreement with the successful Supplier(s) from contract signature date through construction and closeout support. Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, portfolio samples, and the recommendations put forth by the Supplier. The College reserves the right to request follow-up information such as questions, demos, and site visits prior to awarding the contract. The College reserves the right to reject any and all proposals and waive any irregularities. Proposals which fail to comply fully with any provisions of this document may be considered invalid and may not receive consideration. The College also reserves the right to negotiate terms and conditions of a contract with the chosen Supplier. The College reserves the right to award a contract based on any combination of the specifications described herein. As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act. As required by law, any information submitted in response to this request for proposal could become public information. Suppliers responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified in writing as such and accepted by the College as proprietary. Any documents submitted may be reviewed and evaluated by any person at the discretion of the College, including non-allied and independent consultants retained by the College now or in the future. Page 2

This request for proposal in no manner obligates the College to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the College without penalty or obligation at any time prior to the signing of an agreement, contract, or purchase order. 2.0 Planned RFP Schedule RFP Timeline: RFP Issued March 19, 2019 Mandatory Pre-Bid/Site Visit April 4, 2019 Submission of Written Supplier Questions Due April 18, 2019 College s Written Response to Supplier Questions Due April 25, 2019 RFP Deadline May 16, 2019 Presentations by Finalists Week of June 10, 2019 Awarding of Contract July 29, 2019 3.0 Pre-Bid Meeting / Site Visit An approved site visit is required. Responses will not be accepted from bidders who have not attended an approved site visit to inspect the project site to obtain first-hand knowledge of existing conditions. A pre-bid meeting will be conducted at the start of the scheduled site visit. Each Supplier may inspect the site and become familiar with existing conditions and limitations of the site and construction, means of access to the site and to work areas, relationship of existing and new work, and other conditions which might affect the proper performance and completion of the work. No allowance will be made after RFP opening for errors due to any failure to properly estimate the effect of the existing conditions and limitations on the scope and/or cost of the work. Supplier s representative shall report to the Owner s Representative and register his name, phone number, and name of the company, signing in as record of any site visits. The College is not obligated to offer any other times to conduct site visits. The scheduled site visit is as follows: Date: April 4, 2019 Time: 10:30AM Location: Damon Flowers Bldg. (Facilities Management) Conference Room, DF 104 Washtenaw Community College, Ann Arbor, MI 4.0 Background of the College and Project The College is located in central Washtenaw County, between Ann Arbor and Ypsilanti, Michigan. It was established in 1965 and is a well-respected and well-supported community college. The College s academic offerings make WCC a standout among two-year institutions across the country. WCC s personal enrichment and professional development courses for licensing and certificate credentials as Page 3

well as special classes for seniors help to keep one of the nation s highest degreed communities in step with trends and technology. During the 2017-2018 academic year, over 21,000 students enrolled in at least one credit course. Also, thousands more enroll in non-credit and continuing education classes and Workforce Development training offered by the College s Division of Economic and Community Development. The Facilities Management Department is charged with all campus design, construction, planning and maintenance of over 1.2 million square feet of buildings and 291 acres of property, along with multiple off-site locations. 5.0 Project Scope / Objectives The Morris Lawrence Building was built in 1990 as the Jobs Skills and Campus Events Building. During the past 29 years it has received three small building additions and numerous minor deferred maintenance upgrades. As the primary location for external campus events, it welcomes over 150,000 visitors and guests each year. The building is the public face of the College and is the primary destination of campus visitors not enrolled in college credit courses. The primary purpose of this project is to accomplish the first major upgrades to the building s public spaces since original construction. The Deferred Maintenance Report in the college s latest Capital Outlay Plan indicates that the Morris Lawrence Building has a Facilities Condition Index (FCI) of 23% which is considered poor. The proposed public space improvements are not limited to the interior; the building s exterior also requires major upgrades that impact the structural integrity of the building. The exterior brick veneer, precast concrete, and plastic skylight are all suffering deterioration due to age as well as water infiltration. The intent of this project is to address the most visible and visual deficiencies in the building while providing upgrades to the exterior structure and the meeting and public space that see the most use. Other deficiencies that involve building system component upgrades such as HVAC, electrical and plumbing systems will also be addressed within this project. Key scope items include: Replace the deteriorating skylight system and with a new glass and metal panel skylight Replace the manual horizontal moveable wall system Replace the lighting throughout the public areas Replace all finishes throughout the public areas including wall, ceiling and flooring materials Install new electronic event directories and kiosks at meeting rooms Replace failing exterior brick and precast concrete at the entrances Replace the east and west entranceways, doors & vestibules Create a new inviting exterior landscape garden at the west entrance Upgrade all existing pneumatic controls to DDC controls Replace existing hydronic heating loop throughout building Replace the major components of the building electrical system as needed Page 4

Evaluate building envelop and recommend solutions Evaluate and define the replacement of windows on the structure Evaluate and expand the network capacity of the building Replace the existing kitchen sanitary line Repair the underfloor storm drain system Evaluate waterproofing enhancements around structure Investigate the feasibility of expanding the kitchen and re-aligning the conference room Refinishing or replacement of the wooden floor in the Towsley Auditorium Additional changes to the facility to improve functionality 6.0 Project Specifications/Requirements Meetings Supplier participation in on-campus meetings with WCC project team is essential. Supplier shall be expected to attend all scheduled on-campus meetings, and to present and review design aspects of this project as needed with WCC personnel. The Supplier will record and distribute minutes for all project meetings attended. The contractor shall prepare all agendas and distribute prior to meetings. The following meetings are anticipated: Initial Visioning & Project Kickoff Stakeholder Group Meetings (2 anticipated) Vision Verification Presentation 50% Design Development Review 95% Design Development Review 100% Bid Document Review Onsite Pre Bid Meeting Bi-Weekly Construction Meetings In addition to attending the anticipated meetings above, the Supplier shall visit the site and attend as many additional meetings with the College as necessary to document existing site conditions, validate and propose corrections to the drawings, and assist with all construction work. Cost Estimates The Supplier shall work with the Owner to provide project cost estimates at the following milestones. Vision Verification 50% Design Development Review 95% Design Development Review 100% Bid Document Review The Supplier shall work within the Owner s approved project budget to recommend cost effective solutions and phasing recommendations to complete the anticipated scope. The anticipated project budget is $5,800,000. The Supplier shall also generate bid documents that can allow flexibility in award with budget constraints. Page 5

Planning The Supplier shall generate a project phasing plan and schedule to limit disruption to the building utilizing these general milestone dates. June 2020 Selective, non-disruptive improvements can be made September 2020 Reduced MLB use; limited disruptive work can begin January 2021 - June 2021 Building shutdown; disruptive work activities June 2021 Building re-opens for use With an on-time design deliverable in December 2019, the College anticipates award of a single (general contractor) construction contract by May 2020. Dependent upon the design solutions and phasing for the work, work may begin in the facility as early as June 2020 with the intended purpose of having the facility entirely re-opened in June 2021 ready to support critical summer programs. The Supplier will serve as the technical advisor to the College for specific problems or modifications that arise during the bid and construction phase. The Supplier will be responsible during all phases of the contract to recommend solutions and alternatives that provide the College with creative, cost effective solutions that meet the College s needs. Site Assessments Supplier to perform assessment and engineering analysis of existing systems (ex., electrical, mechanical, structural, security, communications, technology, utilities, etc.) as they relate to the renovation of the building. Building as-built drawings are included that relate to the Morris Lawrence Building. It shall be the responsibility of the Supplier to verify as-built drawings if needed to complete design. The Supplier will develop, produce and submit all construction documentation needed including, but not limited to: design drawings, specifications, product data, material samples, schedules, submittals, etc. Additional Support The Supplier shall include construction support services as a portion of this contract. Supplier shall include time to work with successful contractor on construction related items including but not limited to RFI, submittal review and approval, construction sequencing, biweekly on-site meeting, punch list generation and verification. The Supplier will collect as-built data from contractors and generate master as-built data in electronic format. 7.0 Pricing Supplier shall complete Attachment A: Pricing Spreadsheet Suppliers shall provide a fixed fee proposal for each phase: design, construction, and closeout support. The costs shall also include a reimbursable expenses estimate with a breakdown and costs associated with regulatory agency review fees. Supplier shall include all subcontractor and Supplier cost to fulfill the design requirements. This includes surveys, investigations, subcontractors, and related as required. Provide, in narrative form, an explanation of the comprehensive cost proposal for this project as well as any assumptions being made. Page 6

8.0 RFP Requirements - General The following requirements must be met when responding to this RFP: A. A comprehensive solution to achieve the scope listed above. Suppliers should address their approach to meeting the project s intent. B. A statement acknowledging the Supplier s understanding of the scope of this RFP (Signature Page). C. A completed Washtenaw Community College Contractor Responsibility Form must be included as part of the Proposal submission. D. The Supplier must provide a comprehensive price proposal that outlines costs of services, rates by individual, travel expenses and any other costs incurred as well as all assumptions. Washtenaw Community College holds a tax-exempt status and shall not be charged any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when required. E. The Supplier must warrant its products and services to the requirements and objectives in this RFP. F. Suppliers submitting a proposal agree to work with the College to develop a detailed Statement of Work that will be part of the contract at no cost to the College. G. Proof of Insurance - shall be maintained and a copy shall be provided to the College. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Insurance shall be maintained for the following coverages in the amounts stated below. 1. Commercial general liability insurance (occurrence form) with respect to the premises, including contractual and products/completed operations coverages. The limits of liability are not to be less than $1,000,000 combined single limit of bodily injury and property damage per occurrence and $2,000,000 combined single limit of bodily injury and property damage annual aggregate. 2. Automobile liability insurance with limits not less than $1,000,000 combined single limit of bodily injury and property damage per accident. Statutory workers compensation employer s liability. 3. Umbrella or excess liability with limits not less than $2,000,000 per occurrence and aggregate. 4. Professional liability insurance. Specify amounts carried. H. References - The Supplier must provide 3-5 current customer references. References should reflect organizations that have similar requirements and business goals, scope of work and contract value. In addition, we would prefer at least one reference from the educational space. I. Supplier Company Information 1. Background - Brief history and background of your company as well as the length of time you have supplied services requested in this RFP. Describe the product(s) and service(s) being offered for this solution. Also indicate experience with State of Michigan projects and other projects that may be similar in nature. 2. Industry Recognition - What industry recognition has your company received? 3. Customers- Who are your key customers? Do you specialize in a certain types of work? 4. Implementation -Please describe how you go about implementing services requested in the RFP. 5. Employee Background - Vendor shall provide a professional resume for members of the team that will be working on this project. 6. Provide a list of all current certifications/licenses held by the organization. J. Timeline Suppliers shall provide a timeline outlining how they will meet the December 20, 2019 delivery date for project design, to include a conceptual plan of how often and when the Supplier and College will meet to review design activities and progress. Page 7

9.0 Submission Directions Submissions Proposals are due on or before May 16, 2019 at 2:00 p.m. EST at the following location: Washtenaw Community College Attn: Don Harrison RFP # 6136 Design Services for ML Building Renovations Purchasing Office, Room 200 2 nd Floor Student Center Building Ann Arbor, MI 48105 Submit six (7) copies of the proposal. One (1) copy marked Original - must have original signature. The other six (6) copies can have photocopied signatures marked Copy. The proposal name must be clearly marked on all boxes, envelopes, and/or packages. Faxed and emailed replies are not acceptable and will be rejected. It is the responsibility of the Supplier to ensure that proposals are received at the location stated above on or before the due date and time. The college normal office hours are 8:00 AM to 4:30 PM EST. The Supplier assumes all responsibility for delivery to the location given above regardless of the method of shipment and delivery used and the time received to the specified location on campus. Note that overnight packages via the US Post Office will be delayed by one day. Late proposals will NOT be accepted. For driving directions and a campus map, please access the WCC web site at http://www.wccnet.edu/about-us/room-locator/room/sc2/ (Look in the upper-right corner for SC 200). Questions Questions may be addressed to Don Harrison, Purchasing Agent, at pur@wccnet.edu. The deadline to submit questions is Thursday, April 18, 2019 by 2:00 pm EST. All questions received by the deadline date will be posted on the WCC Budget and Purchasing website http://www.wccnet.edu/departments/purchasing/ on Thursday, April 25, 2019 by 2:00 pm EST. 10.0 Exceptions to the College s Terms and Conditions While it is WCC s preference that the Supplier sign the standard template as is, the College may consider extensive changes to the agreement as a reason to exclude a vendor from further consideration. Vendors may take select exception to terms and conditions (Attachment B WCC Sample Agreement). The Supplier must clearly set forth each exception in its proposal, referencing the affected RFP or Agreement section, paragraph and page. The Supplier must set forth the reason(s) for the exception and indicate what (if any) alternative is being offered by the Supplier. WCC will determine (at its sole discretion) the acceptability of any proposed exception(s). This RFP and any subsequently offered contracts will be governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed incorporated herein. Page 8

11.0 Proposal Submission Format The following table is a summary of the required proposal submission format for this RFP. Please structure your proposal submission per the content and sequence below. Where noted under Template for Submission, utilize the attachments provided with this RFP for inputting your responses. Proposal Section Intro Section Title Title Page Table of Contents Template for Submission 1.0 Comprehensive solution to achieve the project scope 2.0 Proof of Insurance 3.0 References 4.0 Supplier Company Information Open-Ended Responses (see proposal sections for overview of content required) 5.0 Proposed Timeline & Sequencing 6.0 Washtenaw Community College Contractor Responsibility Form 7.0 Signature Page 8.0 Exceptions to College Contract 9.0 Cost Proposal Attachment A - Pricing Spreadsheet Page 9

SIGNATURE PAGE This page must be signed and submitted with the proposal. By virtue of submittal of a proposal, Supplier acknowledges: That all of the requirements of this RFP have been read and understood. That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any Federal department or agency. Any responses, materials, correspondence, or documents provided to WCC are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with the Act. By signing below the Supplier warrants that the information submitted is complete and factual. The individual signing below has authority to enter into this on behalf of Supplier. Proposal shall remain valid for a minimum of ninety (90) days. Signature Company Name Signature Printed Name Title Address Address City, State, Zip Phone Fax Email EIN/W-9 Indicate if your company is: Minority-owned yes or no Woman-owned yes or no Include documentation to verify status if available. The Supplier agrees to comply with all applicable federal, state, local and College laws, rules and regulations in providing goods and services under this agreement. Page 10

Washtenaw Community College Contractor Responsibility Form Firm: (Insert name, address and telephone number of firm submitting certification) Project Name: Design Services for ML Building Renovations Type of Work/Project: Design Project Bid/RFQ/RFP Number: RFP 6136 As a condition of performing work on a contract for Washtenaw Community College, a contractor submitting a bid shall complete this form with the responsible contractor qualification standards set forth below. Bids will not be accepted unless they are accompanied by a completed copy of this form. The form is required for all bona fide solicited contracts greater than or equal to $20,000. Washtenaw Community College will use this form and the items noted below in consideration of awarding the bid for the project identified above. This form must be completed by an employee or other person representing the submitting firm who has the authority to execute this form and has adequate knowledge to address all matters specified herein. The person completing this form shall answer each question and execute the signature requirement at the end of this form in the presence of a notary. If this form has already been completed and submitted by a responding contractor for a previous bid or contract, it shall be valid for a period of no longer than two years from the date of receipt. Contractor Qualification Standards (1) Does the firm meet the bonding requirements for the contract, as required by applicable law or contract specifications and any insurance requirements, as required by applicable law or contract specifications, including general liability insurance, workers compensation insurance and unemployment insurance? (2) Has the firm been debarred or suspended by any federal, state or local government agency or authority in the past three years? (3) Has the firm defaulted on any contract in the past three years? (4) Has the firm had any type of business, contracting or trade license, registration, or other certification revoked or suspended in the past three years? Page 11

(5) Have the firm or its owners been convicted of any crime relating to the contracting business in the past ten years? (6) Has the firm within the past three years been found in violation of any law applicable to its contracting business, including, but not limited to, licensing laws, tax laws, prompt payment laws, wage and hour laws, prevailing wage laws, environmental laws or others, where the result of such violation was the payment of a fine, back pay damages or any other type of penalty in the amount of $5,000 or more? (7) Is the firm currently a party to any pending litigation and/or arbitration? If the answer to above is YES, please describe: (8) Does the firm pay all craft employees that it employs on the contract the current wage rates and fringe benefits as required under applicable federal, state or local wage laws? (9) Will all individual workers on the contract be W-2 employees? (10) Have all craft labor, who will be employed by the firm for the contract, completed at least the OSHA 10 hour training course for safety established by the U.S. Department of Labor, Occupational Safety & Health Administration? (11) Will the firm employ craft employees in all classifications and individual trades required to successfully perform the work related to this contract? (12) Does the firm participate in an Apprenticeship Program for each separate trade or classification in which it employs craft employees and will the firm continue to participate in such program or programs for the duration of the contract? For purposes of this section, an Apprenticeship Program is an apprenticeship program that is currently registered with and approved by the U.S. Department of Labor or a state apprenticeship agency and has graduated apprentices to journeyperson status for at least three of the past five years. If the answer to the question above is YES, is the Apprenticeship Program a Class A or Class B program? Page 12

(13) Does the firm have all other technical qualifications and resources, including equipment, personnel and financial resources necessary to perform the referenced contract, or will obtain same through the use of qualified, responsible subcontractors? (14) Will the firm maintain all qualifications, resources and capabilities referenced in this form throughout the duration of the contract? (15) Can the firm provide a listing containing a minimum of three (3) similar projects completed including the client name, dollar value of the project, and documentation regarding timeliness, extension requests, any fines or penalties imposed, liens filed, and claims for extra work? (If Yes, please be prepared to provide listing at request of College) (16) Will the firm notify Washtenaw Community College, within seven days of any material changes to all matters attested to in this form? (17) If the firm is identified as the lowest responsible bidder, will it affirm to Washtenaw Community College that any and all subcontractors used for this contract will also adhere to the same contractor qualification standard responses attested to within this form within seven days (excluding items (7) and (15))? The undersigned attests that he or she has the authority to execute this form and has sufficient knowledge to address all matters specified herein and attests, under the penalty of perjury, that the information submitted is true, complete and accurate. Subscribed and sworn to before me this day of, 20 Notary Public My Commission Expires: Print and Sign Name Title Name of Firm Date Page 13