Galesburg Public Library, Galesburg, IL Request for Qualifications ( RFQ ) Architectural, Engineering, Construction Management and Related Services I. OVERVIEW The Galesburg Public Library is seeking architectural, engineering, and related services to design and construct a new library building in downtown Galesburg. This building must be flexible to accommodate inevitable changes in the breadth and scope of future library services, comfortable and convenient to both patrons and staff, energy efficient and cost effective to operate and maintain, aesthetically attractive and appropriate to the site location as befitting an important public building, and it should be adequate to serve the current and anticipated needs of the Galesburg community for the next half century. The construction of this new library is subject to funding availability. It is anticipated that funding for this project will come from multiple sources including state and/or federal construction grants, and local fund raising and participation by the City of Galesburg through the sale of bonds. The Galesburg Public Library board of Trustees intends to seek out any and all suitable grant funding opportunities, and the choice of a project architect and at least general design plans and project scope with anticipated costs will be a requirement of most such applications. For more detailed information on the library board s needs assessment for the new facility please visit www.galesburglibrary.org and click on the front-page link Galesburg Public Library New Building Needs Assessment. The library board has not made a determination at this time as to the delivery service method that might be employed from lump sum to construction management but would expect to do so prior to finalizing any contract. II. SCOPE OF WORK Α. Project The project is to design a new public library for the citizens of Galesburg, Illinois that meets the general guidelines outlined in the Galesburg Public Library Needs Assessment as approved by the Galesburg Public Library Board of Trustees. This library is to be constructed on the site selected by the Library Board south of West Main Street bounded by West Street to the east, Simmons Street to the south and Academy Street to the west. This entire block will be used for construction of the new library plus necessary parking and be within the building codes and zoning restrictions established by the City of Galesburg, and any additional requirements that may be attached to grant funds received for this project. GPL New Construction Committee 1 of 10 Architect RFQ: 9/8/2012
B. Services The Galesburg Public Library Board of Trustees will retain one A/E firm which brings the necessary service disciplines in architecture, engineering and others together to meet the comprehensive needs of the Library Board to effectively program, plan, design, and provide construction phase services to execute the scope of projects described above. Complimenting traditional A/E services, the Library Board is interested in exploring the possibilities of sustainable design, including LEED initiatives and possible certification. Additional services required will include needs assessment and facility programming prior to design, including collaboration with the Library staff, Trustees, community members and special consultants. The A/E services may be provided solely by in-house staff or by a combination of in-house staff and outside consultants. Please articulate in Section III of your submittal a description of services and overall structure of the proposed team. It is anticipated that all architectural and engineering work for a new Galesburg Public Library, including schematic design through construction documents, will be completed following commissioning of the successful A/E firm and the securing of adequate project funding. Construction Work will be bid in phases with a schedule to be determined in consultation with the A/E firm and project Construction Manager (if applicable), with the A/E firm participating in Bid and Construction Administration Services accordingly. III. STATEMENT OF QUALIFICATIONS Please provide 12 copies of the following information in 8 ½" x 11" format to: Harriett Zipfel Library Director Galesburg Public Library 40 E Simmons St Galesburg, Illinois 61401 It is also required that digital versions of the complete package of information (along with supplemental supporting material) be provided on DVD (5 copies) and accompany the paper submittal. The library will receive submittals until noon, Wednesday, October 10, 2012. Submittals should be marked GPL Architect RFQ. Provide all information requested below and organize each category of information as an exhibit, each exhibit beginning on its own separate page. Incomplete packages will be disqualified. GPL New Construction Committee 2 of 10 Architect RFQ: 9/8/2012
A. Firm Profile 1) General (On a separate page, complete with below information and mark as Exhibit Firm Profile.) Legal Name of Firm Location of the firm s principal office within which the work will be managed (Include Address, City, State, Zip) Telephone Number / Fax Number Person to Contact: (name) (e-mail) Location of the firm s other office(s), if any, within which portions of the work will be performed (Include Address, City, State, and Zip) Number of years in Business under current legal name List previous legal names and years in business Type of Organization: ( ) Individual ( ) Partnership ( ) Corporation ( ) LLP ( ) LLC Within this organization, are there any entities that are Professional Service Corporations? If yes, list the names of each. Number of full time employees at firm s principal office and at other offices. 2) Number of Illinois Licensed* Personnel within each A/E discipline Offered (On a separate page, complete with below information and mark as Exhibit Firm Staffing.) Principal Office Architecture* Structural Engineering* Mechanical Engineering* Electrical Engineering* Civil Engineering* Landscape Architect* Interior Design* Other Offices Security/Technology Technical Support Staff Expertise In: LEED Sustainable Design Educational facilities programming (*Disciplines licensed by the State of Illinois. Otherwise, indicate number of staff holding relevant registration or certification.) GPL New Construction Committee 3 of 10 Architect RFQ: 9/8/2012
3) List the firm s general and special areas of practice. Include the percentage of work for practice areas, and dollar fee volumes, of total work within last five years. Please advise if your firm has ever failed to complete a project (explain), are there any judgments, claims, arbitration proceedings or lawsuits outstanding or pending against any firm or officers of a firm that would be participating with you on this project (explain in detail as necessary). (On a separate page, complete with requested information and mark as Exhibit Firm History.) Has your firm ever been disbarred from participating in any public/government design projects at the local, state or federal level? (explain). Please describe your current workload and assure us of your firm s capability to complete this project. 4) Provide a copy of the firm s financial statement, for the past three years. (In a separate sealed envelope, complete with requested information and mark as Exhibit FS. This information will be treated as privileged and confidential.) 5) Indicate the levels of professional liability and general liability insurance coverage carried by the firm. Please use industrystandard Acord form for this information. (On a separate page Acord form, complete with requested information and mark as Exhibit Insurance.) B. Proposed Team Note that it is expected that only those members of your organization who will be directly engaged in our project, should your firm be selected, will represent your firm during the selection process. (On a separate page, complete with below information and mark as Exhibit Team.) 1) Organization/Firm Roles and Responsibilities (Indicate prime firms, consultants, and proposed staff, with a description of the roles of each. Indicate number of professional staff for all disciplines to be assigned to the project.) 2) Structure (Provide an organization chart identifying firms, individuals, locations and interface relationships) 3) Key Personnel (Include resumes of key professionals of prime firm and consultants for all disciplines and special services who are expected to play a direct role in the Galesburg Public Library project.) 4) If you plan to utilize outside consultants, indicate the name, specialty and address of each. Provide a detailed scope of services for each consultant, and indicate the approximate percentage of the total design fee allocated to each. 5) Describe the project scope and role played by proposed team members in each of the projects included below as reference projects. GPL New Construction Committee 4 of 10 Architect RFQ: 9/8/2012
C. Library Design Experience (On a separate page, complete with below information and mark as Exhibit Library Design Experience.) For each project described please include the following performance data: final actual versus estimated project cost, estimated versus actual time to project completion, cost per square foot, and change orders not voluntarily initiated by the client. Please include: 1) Any Library projects your firm is currently in the process of design or construction including the scope of your firm s involvement, project status, and anticipated completion dates. 2) Design of new construction public libraries (the design team must have completed at least three designs of new library construction since 1990, two or more since 2000 to merit consideration for this project). 3) Design and project completion of renovated, remodeled or expanded public libraries (to be included projects must have been completed within the last 20 years). 4) Design and project completion of new, renovated, remodeled or expanded libraries other than public libraries such as corporate, academic, or institutional (to be included projects much have been completed within the last 20 years). 5) Design and project completion of other significant public, corporate or academic projects that illustrate design experience indicative of the capabilities and skills of your organization particularly relevant to the successful completion of the GPL project. For each project included please provide the following information (no more than 12 projects total): 1) Client information for library boards and directors served as part of each design project listed along with necessary and appropriate contact information (postal, telephone and electronic). 2) Project experience (please select projects similar in nature to that proposed by Galesburg Public Library with more detailed information on team members involved to be engaged with GPL, project scope, cost and schedule performance, completion dates, general site layout, floor plans, photographs of facade and selected interior locations, etc.; clearly indicate if role was that of prime firm, consultant, or individual). 3) References (provide name, title, phone number, address and e-mail for ten people who can speak to the firm s overall performance and key individual team members service performance). GPL New Construction Committee 5 of 10 Architect RFQ: 9/8/2012
D. Firm s general approach to Library construction and design Please describe how your firm approaches library design including pre-design, community involvement, teaming with construction managers or other professionals to achieve the best possible result within reasonable funding limitations. Describe the use of novel or creative approaches, materials or techniques to control construction costs as well as to minimize subsequent operational and utility costs. E. Geothermal/Geoexchange and Alternative Energy Experience (On a separate page, complete with below information and mark as Exhibit Green.) Include two or more examples of in-place work each of two or more years. For each describe the owner s goals and objectives and your approach to addressing the same. Describe challenges encountered along the way. Quantify the outcome based upon two years operating experience. What might be done differently given today s technology? F. Other Relevant Experience (On a separate page, complete with below information and mark as Exhibit Other Experience) Include other information with supportive data or graphics, which you believe is relevant for Galesburg Public Library consideration in enhancing the team s performance in accomplishing the services for the proposed scope of work. Describe your team s experience with Illinois governmental construction projects/grants. Limit to ten pages. G. Five professional references other than customers included in projects listed above including all necessary contact information and their relationship to your firm or past projects within the last five years. IV. Selection Process A. Evaluation Criteria The criteria outlined below will be initially employed to assess the attributes of the firm and its ability to respond to the unique needs of Galesburg Public Library Board of Trustees. These criteria will be used to paper-screen the field of respondents to four to six firms, who will then be interviewed. As part of the narrowing process it is expected that the semi-finalists will schedule a one-day field trip for Galesburg Public Library representatives to see and visit one or more of the new construction libraries completed by the firm. The field will then be narrowed to three finalists who will compete in a public design competition in Galesburg as more fully outlined below and the sum total of their paper, interview, and design entry will be used as the basis for the final ranking of each firm. GPL New Construction Committee 6 of 10 Architect RFQ: 9/8/2012
1) Library Experience Experience with public library construction, renovation and expansion with emphasis on new construction Experience incorporating contemporary standards and the latest in green technologies, natural day-lighting, HVAC, comfort control, communication and other technologies, aesthetics, safety and security among other features designed to enhance the library environment and patron experience Experience with optimizing and configuring spaces Approach to working with libraries and their communities in needs assessment and facility programming, fund raising or grant application Experience with LEED Initiatives and Sustainable Design Experience in lowering operating costs Information learned from library field trips Presentation 2) References 3) Team Organization 4) Team Member Credentials 5) Firm's Service Office Location(s) 6) Firm's Interface Experience with various construction delivery methods particularly including the Construction Manager at Risk method. B. Design Competition The Galesburg Public Library Board of Trustees is looking for conceptual designs of what might be to get a better feel for each participating firm s vision of a new Galesburg Public Library on the site selected, meeting the needs identified in our needs assessment document. In so doing the Board s goal is to get a design that depicts and communicates a sense or feeling of comfort (i.e., geothermal, controlled HVAC), safety/security (i.e., access control, monitoring and circulation), patron convenience (i.e., comfortable attractive seating accommodation new technology and traditional reading, study rooms of various sizes, meeting rooms, public spaces), technology generally (i.e., both library computer workstations and accommodations for patron laptops or tablets, use of electronic display technology, digital security video system), warmth yet seriousness (i.e., colors, textures, treatments, elements), staff needs (sightlines, appropriate workspaces, easy adaptability for new technology, storage, maximize ability to monitor and supervise public areas), and the like. GPL New Construction Committee 7 of 10 Architect RFQ: 9/8/2012
1) Scope General floor plan or layout in conformance with the needs assessment An attractive and appropriate exterior facade in keeping with the site chosen Open and flexible interior design easily adaptable to future needs and service changes Approach to parking and potential landscaping Use of green technologies including Geothermal climate controls 2) Deliverables (minimum required) 1/8 scale floor plan illustrating general layout of library interior space General site plan including parking, landscaping and storm water drainage Color drawings illustrating 360 degrees exterior elevations Color drawings illustrating critical interior public areas Estimated necessary square footage and 2013 construction expenses Written description of proposed design (5 page maximum) Each team will be provided with a 20 minute presentation opportunity, not including discussion 3) Budget General estimated cost for the project based upon your experience with similar library construction. 4) Considerations All work developed in this process becomes the property of the Galesburg Public Library The Galesburg Public Library Board of Trustees may accept or reject all proposals (and any other reasonable protections and conditions) With selection of a firm to proceed with the work, the non-selected finalist firms meeting the deliverable requirements will each receive a stipend; the aggregate of all stipends awarded not to exceed $10,000. Other guidelines may be added, deleted, modified as the circumstance warrants C. Schedule (subject to change) The proposed timetable for the A/E selection process and project implementation is outlined below. This schedule is subject to change as the Library Board moves through the process. Semi-finalists will be determined and contacted before year-end. Library field trips will be scheduled as time permits. Finalists will be invited to make public presentations at the library. The selection committee will present a recommendation to the Board of Trustees at the first board meeting following the presentations. GPL New Construction Committee 8 of 10 Architect RFQ: 9/8/2012
V. RFQ Conditions A. RFQ Conditions The Galesburg Public Library Board of Trustees reserves the right to accept or reject, either in whole or in part, any and all submittals in response to this request, with or without cause, and to waive informalities in any submittals which are in the best interest of the Library. B. Response Material Ownership All material submitted regarding this RFQ becomes the property of the Galesburg Public Library Board of Trustees and will not be returned to the submitting firm C. Incurring Costs The Galesburg Public Library Board of Trustees is not liable for any cost incurred by any firm prior to issuance of a written agreement and then only to the extent agreed upon in writing. No oral agreements or agreements not authorized by the Galesburg Public Library Board of Trustees for any costs will be honored. D. Reference Checks The Galesburg Public Library Board of Trustees reserves the right to contact any reference or any client listed in the documents for information which may be helpful in evaluating the firm s performance on previous assignments or projects. E. Clarification Deadline All requests for clarifications shall be received by the below listed office on or before October 10, 2012 so sufficient time is available to make the same known to all prospective respondents. F. Library Board Contact Person The Library contact person to whom all questions regarding clarification of the RFQ and related matters is: Mike Kroll, Chair of the New Construction Committee, Galesburg Public Library, Mike@ZBurg.net Email is the preferred method of communication. Place in the subject line of any correspondence GPL Architect RFQ when requesting information or corresponding with this office. Relevant information will be distributed to all potential applicants via email. G. Other Contact Under no circumstances shall the architects and/or their agents make contact with and/or respond to individual library board members, staff, or selection advisory committee members during this selection process. Failure to follow this protocol may result in the disqualification of the firm. GPL New Construction Committee 9 of 10 Architect RFQ: 9/8/2012
VI. Separate Fee Proposal A. Separate Fee Proposal in Sealed Envelope For a lump sum 1 construction delivery method, each respondent shall prepare a separate approximate fee proposal, to be placed in a separate sealed envelope (one copy only), and to be submitted with the 12 copies of the RFQ firm information. This fee proposal shall include an approximate dollar amount to design the scope of projects detailed herein. This fee proposal shall be for Basic Services for building and site design, as defined in the AIA B141 Contract Document (current edition); with a fee breakdown provided for the standard elements of Basic Services (Schematic Design, Design Development, Construction Documents, Bidding & Negotiation, and Construction Administration). Design fees for Green or LEED features and pre-design programming will be considered and additional services, shall be excluded. An alternate document should be submitted along with any caveats for a construction delivery method that includes a construction manager. 2 B. Basis for Negotiation This separate envelope with fee proposal shall remain sealed until the final firms are selected and ranked, at which time the envelope for each firm ranked first will be opened. When opened at that time, the proposal will form the basis for negotiation of definitive A/E contracts with the Galesburg Public Library Board of Trustees. If the Library Board is unable to reach agreement with a first ranked firm on a particular project, it will move to the second ranked firm for the said given project, and so on and so forth until a selection is made. Actual construction of the new library is subject to the availability of funds. The project scope may be modified to reflect project design changes necessary to complete the new library within an available budget. It must be understood that sufficient funds are not currently available and therefore the Galesburg Public Library Board of Trustees reserves the right to abandon or postpone the project subject to the availability of requisite funding for the project. 1 This is the traditional method and the one that is familiar to most Clients. It is a linear process where one task follows completion of another with no overlap. Plans/Specifications are completed, and then advertised for bid. Contractors bid the project exactly as it is designed. The award is to the lowest responsible bidder. (Gary Hill, Turner Construction) 2 Construction Manager at Risk allows the Client to hire a CM at any time during the project predesign phase. The CM and the A / E work together to develop and estimate the design. A guaranteed maximum price is provided by the CM@Risk who then receives proposals from and awards contracts to subcontractors. The construction price is the sum of the CM@Risk fee and the subcontractors bids. The Client will not pay more than the GMP, except for Owner changes made. (Gary Hill, Turner Construction) GPL New Construction Committee 10 of 10 Architect RFQ: 9/8/2012