Boulder Junction TOWN PLAZA REQUEST FOR QUALIFICATIONS RFQ # 2016-PR-001 I. Project Overview The Town of Boulder Junction, Villas County Wisconsin, is accepting qualifications for an experienced design team to create an unrivaled public plaza on the main street of the Boulder Junction business district. This centralized town plaza is envisioned to be the crown jewel of the park & recreation spaces that are currently part of The Town of Boulder Junction. The Town Plaza is intended to become the central, main public space for the town s signature events and other key civic activities. Boulder Junction enjoys a reputation as one of the premiere tourist destinations of the Wisconsin northwoods and it will be the objective of the Design Phase to create a central plaza that is a tourist draw in its own right, in addition to supporting our important visitor focused programming. This document provides information for interested parties to prepare and submit a response to Phase 1 - (RFQ), for consideration and action by The Town of Boulder Junction and the Selection Committee. The RFQ is the first phase of an anticipated 4-phase process. The planned Phases are as follows: 1. Identify Qualified Teams & Down Select 2-3 Qualified Teams for Phase 2 (RFQ) 2. Obtain 2-3 Concept Design Proposals & Down select to winning Design (RFP) 3. Obtain Project Funding 4. Final Design & Construction of Plaza The objective of Phase 1 is to identify interested and qualified design/construction teams, and to down select up to three qualified teams to participate in the Phase 2 design process for the proposed Boulder Junction Town Plaza. Once the top teams are selected, the second phase of the design process would be the preparation of Concept Design proposals by those selected teams for final judging and selection of the winning design concept/team. Upon completion of Phase 2, the development of project funding in Phase 3 will be initiated. Certain funding objectives must be accomplished prior to the launch of the Phase 4 Final Design & Construction effort. In Phase 4, the winning design team from the 2nd phase would work with the Town to complete the design process through design development and construction drawings. Construction will begin upon achievement of certain funding milestones. Depending on the final site selection, the proposed Boulder Junction Town Plaza will be between 30,000-65,000 square feet in area, with frontage on our main business street. For information purposes, the 4 sites under consideration for the plaza are shown in Attachments A and B of this RFQ. Details of the selected site will be provided in the Request for Proposal (RFP), Phase 2 of the outlined process. 1
II. Qualifications to Compete This section identifies the critical qualifications and attributes which the Town of Boulder Junction believes are required for a winning team. A. Desired Team Characteristics and Composition 1. Any interested architectural, landscape, urban design, or other design firm with experience in place-making, designing urban public open space and civic plazas. 2. The team may consist of, but not limited to: landscape architect, architect, civil engineer, lighting designer, fountain/ water feature specialist, artist and/or sculptor. 3. Understanding of, and experience developing master plans, infrastructure and utility issues. 4. Knowledge of, and experience with local development projects or issues in or near the project area, while not required, is helpful. 5. Knowledge of, and experience with, integrating green infrastructure and/or sustainable water features into development projects and public spaces, while not required, may be beneficial. B. Specific Goals in the Future Design Process 1. Enhance the cultural and recreational visitor experience in Boulder Junction. 2. Create a showcase plaza that provides a four season activity venue that is both welcoming and accessible for a diverse group of visitors. 3. Integrate landscape design with surrounding village and reflective of the northwoods experience. 4. The full project scope will be outlined when the concept design process occurs. Possible additional design elements may include statuary, water feature(s), entertainment venue, and all season multi-use pavilion. C. Submission Format and Requirements In fulfillment of this RFQ, each respondent shall provide the original and nine (9) hard copies of your submission, along with one (1) pdf version of the same RFQ response on disc. A responsive RFQ proposal will include the following: 1) Cover letter indicating interest, project understanding, and composition of design team. 2) Description of qualifications, including: a) The respondent s relevant design experience with projects for public space placemaking and civic plazas. b) A one-page resume for each member (and/or member company) of the design team who will be working on the project. Provide information on how long the members of the firm have been working together and a list of similar projects the design firms, or individuals, have each worked on. 3) The respondent s demonstrated expertise in: a) Ability to integrate various elements in the design of a project; artistic, functionality, ease of maintenance, sustainability, and durability. b) Ability to plan and execute work effectively, meet deadlines, and interface professionally with the Town of Boulder Junction and related Local Stakeholders. 4) Provide information on the types and amounts of insurance carried by the respondent, including a) general liability, auto coverage, workers compensation, and 2
b) professional liability coverage. 5) Color images showcasing relevant examples of similar work, with brief description. Display boards or other higher quality work samples are not required and will not affect the RFQ down select process. Incomplete submissions, as determined by the selection committee, will not be considered. Proposals may be mailed or hand delivered to arrive no later than 11:00 a.m. on Friday, April 15, 2016 to the address below. Late submissions will not be accepted. MAIL TO: Attn: Plaza Selection Committee Town of Boulder Junction PO Box 616 Boulder Junction, Wisconsin 54512 HAND DELIVER TO: Town Offices, Community Center Building Plaza Selection Committee, c/o Town Clerk 5392 Park Street (County Hwy M/K) Boulder Junction, WI 54512 Proposal to be clearly marked: Official Notice #2016-PR-001, Boulder Junction Town Plaza RFQ III. Schedule and Selection Process A. Schedule: RFQ issuance on March 1, 2016 RFQ responses are due April 15, 2016, at 11 a.m. Down Selection of respondents for Phase 2 is anticipated by May 15, 2016 Issue RFP is anticipated by June 1, 2016 B. Questions Regarding this RFQ: All questions and communication regarding this RFQ should be submitted in writing to Dennis Duke at d.duke@townofboulderjunction.org. Questions must be received by close of business March 15, 2016. Questions initiated after this date will not be considered. Responses to all questions, and any additional information, changes and/or clarifications regarding this RFQ will be issued in the form of an addendum to this RFQ by close of business March 22, 2016, and be posted at the following link: http://townofboulderjunction.org All interested respondents will be responsible for keeping abreast of the change addenda as they are posted, no direct emails will be made. All such addenda shall become a part of the RFQ, and all respondents shall be bound by such, whether or not received by the respondent. 3
C. Selection Process All submitted respondents meeting the criteria of this RFQ will be screened by a selection committee of up to eight (8) people, composed of, but not limited to, members from the Town Board of Boulder Junction, Boulder Junction Community Foundation, Boulder Junction Chamber of Commerce, and other key Local Stakeholders. The selection committee will evaluate all responses based on the qualifications and background presented in the RFQ responses. Prior experience the members of the selection committee may have with the respondents, if not include in their RFQ response, will not be considered as part of the evaluation. As part of the screening and down select process, each selection committee member shall independently screen and rate each of the responses that are submitted. A maximum of 100 points will be awarded to each complete submission based upon the following criteria: Qualifications and capacity to perform work (50 points) Previous related experience 25 points) Experience with, or understanding of, related technical issues such as utility infrastructure, water features, streetscaping, etc. (15 points) Understanding of local planning and development issues/practices (10 points) Following the selection committee s individual member assessment and ranking, the committee will convene a final selection meeting to compare and reach a consensus on the top tier RFQ respondents. The goal is to select up to 3 teams for Phase 2 Concept Design proposals. However, the selection committee reserves the right to increase or reduce this number for any reason. D. Future Phases All applicants to this RFQ process should understand that during the Second Phase of the selection process, compliance with the following requirements and programs may be included: Small Business Enterprise (SBE) program Local Business Enterprise (LBE) contracting program; Payment monitoring requirements; Insurance requirements; and other requirements as deemed appropriate by the Town for the project. 4
IV. General RFQ Requirements 1. Interpretations of RFQ All requests for interpretation should be submitted in writing to Dennis Duke, d.duke@townofboulderjunction.org. No oral interpretations will be made to any Respondent as to the meaning of the RFQ requirements. All interpretations will be posted and answered on the Internet. Each Respondent will be responsible for keeping abreast of the addenda as they are published. All such addenda shall become a part of the RFQ, and all Respondents shall be bound by such, whether or not received by the Respondent. 2. Receipt of Proposals Proposals received prior to the time of opening will be secure. The person whose duty it is to open them will decide when the specified time has arrived, and no proposal received thereafter will be considered. No responsibility will be attached to any person for the premature opening of a proposal not properly addressed and identified. Respondents are cautioned to allow ample time for transmittal of proposals by mail or otherwise. Respondents should secure correct information relative to the probable time of arrival and distribution of mail at the place where proposals are to be forwarded. 3. Withdrawal of Proposals Proposals may be withdrawn on written request dispatched by the Respondent in time for delivery in the normal course of business prior to the time fixed for closing. Negligence on the part of the Respondent in preparing a proposal for offer to The Town of Boulder Junction confers no right of withdrawal or modification of the proposal after such proposal has been opened. In case of withdrawal of a proposal by a Respondent, the Respondent will be disqualified thereby from submitting a second proposal on the contract at hand. See Section 66.0901(5), Wisconsin Statutes. 4. Rejection of Proposals The Town of Boulder Junction reserves the right to reject the proposal of any Respondent who has previously failed to perform properly or to complete on time contracts of a similar nature, who is not in a position to perform the contract, or who has habitually and without just cause neglected the payment of bills or otherwise disregarded his obligations to subcontractors or employees. 5. Miscellaneous The Town of Boulder Junction reserves the right to waive informalities in any proposals, reject any or all proposals in whole or in part, with or without cause, and to accept that proposal which in its judgment best meets its needs. 6. Equal Employment Opportunity The Respondent agrees that there will not be discrimination as to race, sex, sexual orientation, religion, color, age, creed, or national origin in regard to obligation, work, and services performed under the terms of any contract ensuing from this RFQ. 7. Indemnification The Respondent agrees that it will indemnify, save and hold harmless the Town of Boulder Junction, their officers, employees, or agents, from and against all claims, demands, actions, damages, loss, costs, liabilities, expenses, judgments, and litigation costs, including reasonable attorney s fees, photocopying expenses and expert witness fees, recovered from or asserted against The Town of Boulder Junction on account of injury or damage to person or property or breach of contract to the extent that such damage, injury, or breach may be incident to, arising out of, or be caused, either directly or proximately, wholly or in part, by an act or omission, negligence or misconduct on the part of 5
the Respondent or any of its agents, servants, employees or subcontractors. The Town of Boulder Junction shall tender the defense of any claim or action at law or in equity, arising out of or otherwise related to an act or omission, negligence, misconduct, or breach of contract on the part of the Respondent or any of its agents, servants, employees or subcontractors, to the Respondent or its insurer and, upon such tender, it shall be the duty of the Respondent and its insurer to defend such claim or action without cost or expense to the Town of Boulder Junction. 8. Ethics It is the policy of the Town of Boulder Junction, that contracts shall not be awarded to any Respondent team that includes individuals who have left Town employment within the past 12 months, or individuals who are currently employees of the Town. 9. Wisconsin Public Records Law Both parties understand that The Town of Boulder Junction is bound by the Wisconsin Public Records Law, and as such, all of the terms of this Agreement are subject to and conditioned on the provisions of Wis. Stat. 19.21, et seq. The Respondent acknowledges that it is obligated to assist the Town of Boulder Junction in retaining and producing records that are subject to Wisconsin Public Records Law, and that the failure to do so shall constitute a material breach of this Agreement, and that the Respondent must defend and hold the Town of Boulder Junction harmless from liability under that law. Except as otherwise authorized, those records shall be maintained for a period of seven years after receipt of final payment under this Agreement. 6
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION Material submitted in response to the Town of Boulder Junction s No. 2016-PR-001 includes proprietary and confidential information that qualifies as a trade secret, as provided in Wis. Stats. 19.36(5) & 134.90, or is otherwise material that can be kept confidential under the Wisconsin Public Records Law. As such, the proponent asks that certain pages, as indicated below, of this proposal be treated as confidential material and not released, to the extent allowed by Wisconsin law. Therefore, I am providing the following information with the express understanding that it is being submitted to the Town of Boulder Junction under a pledge of confidentiality. I would not have submitted this information had the Town of Boulder Junction not pledged to keep it confidential* and request that the following pages not be released: Section Page Topic NOTE: Respondents are cautioned that the ENTIRE PROPOSAL WILL NOT FALL WITHIN THE CONFINES OF THE PLEDGE OF CONFIDENTIALITY. PLEASE LIMIT DESIGNATIONS OF CONFIDENTIALITY ONLY TO PROPRIETARY OR TRADE SECRET INFORMATION, OR OTHER LIMITED INFORMATION THAT YOU PROVIDE ONLY UPON RECEIPT OF A PLEDGE OF CONFIDENTIALITY. IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY. Failure to include this designation in the proposal response may mean that all information provided, as part of the proposal response will be open to examination and copying. Signature (Authorized Representative) Telephone Number Name (Please Print) Date Title Company Name NOTE: The Town of Boulder Junction, as custodian of these public records, has the obligation, pursuant to the Public Records Law, to determine whether the above information can be kept confidential. The Town of Boulder Junction will notify any proponent if a determination is made that the requested information cannot be kept confidential. Generally, proposals are available for public review after the Town of Boulder Junction has awarded and executed a contract. PROPRIETARY INFORMATION: Proprietary information submitted in response to this will be handled in accordance with applicable procurement regulations. A respondent responding to this proposal should not include any proprietary information as part of its proposal unless the respondent 1) designates the specific information that it maintains is proprietary and the reason(s) for such designation in a separate document to the Town of Boulder Junction, and 2) identifies the specific information when it occurs within the proposal. The Town of Boulder Junction s preference is for the respondent to segregate all information designated as confidential into one section of the and/or a separate document for easier removal to maintain its confidential status. The response to the proposal should indicate which portion of the requested information is proprietary and where this information is located within the response. Data contained in the proposal and all documentation becomes the property of the Town of Boulder Junction. 7
ATTACHMENT A: Plat View of Target Plaza Sites 8
ATTACHMENT B: Aerial View of Target Plaza Sites 9