REQUEST FOR PROPOSALS For Design Services for PROPOSAL SUBMISSION DEADLINE: March 18, 2015 Page 1
Table of Contents A. Introduction B. Project Description C. Scope of Services D. Qualifications E. Selection Procedure F. Minimum Qualifications G. Proposal Requirements H. Evaluation Criteria I. Schedule J. Terms and Conditions Attachments: Exhibit A Exhibit B - Insurance Requirements - Nondiscrimination/Non-preferential treatment provisions Page 2
A. INTRODUCTION The City of Heppner ( City ) is seeking an engineer architect consultant ( Consultant ) for the planning and design of a new fire station. The City requests that firms desiring to provide these services submit a Proposal in response to this ( RFP ). As described more fully below, Proposals meeting a set of minimum requirements will be scored by a Selection Panel based on predetermined evaluation criteria. The top ranked firms will then be invited for oral presentation and interview. Based on the combined score of the Proposal and interview, the top ranked firm will be selected to enter into negotiations with the City to perform the scope of services under a master services type agreement. B. PROJECT DESCRIPTON The City proposes to construct a new fire station that will house the Heppner Volunteer Fire Department and the Heppner Rural Fire District. The layout of existing fire station is poor. The inefficient space creates a safety hazard during maneuvering of the fire trucks and it is also too small. The fire department cannot store all of the vehicles or equipment at this location. The location of the existing fire station also poses several problems. The station is located in the center of town, at the intersection of Gale and Willow Street. This creates a bottleneck during activities at the station. Non-existent parking and a limited staging area creates a safety hazard during fire emergencies. Equipment in different locations creates an organizational and time use problem. The new fire station will be located on the north edge of town with better access, ample parking and will meet all OSHA and ADA requirements. This station will be large enough to accommodate all vehicles and equipment. It will also include office and training space. It will be designed with sufficient space to effectively serve our community far into the future. C. SCOPE OF SERVICES The successful Proposer will provide the City with a full range of professional services including: 1. Development and analysis of concept alternatives 2. Feasibility study 3. Planning 4. Preliminary engineering 5. Design 6. Project management including scheduling, cost estimating (construction, operation, and life-cycle), packaging, and phasing 7. Construction Administration The Consultant will be tasked to provide these services under a master services agreement for the construction of the new building. The successful Proposer will most likely consist of a prime Page 3
consultant and a team of principal sub consultants in order to provide the breadth of services requested. C. QUALIFICATIONS The City seeks a Consultant with proven success, skill, experience, and knowledge in the planning and development of fire stations. The selected Proposer shall possess the range of financial, architectural, engineering, and project management expertise required to plan and design fire stations. Furthermore, the Proposer must have the skill, experience and knowledge to successfully resolve the following Key Project Challenges employing effective and innovative solution-seeking approaches: Feasibility Need for facility. Describe and include condition, adequacy and suitability for continued use of the existing facilities, and other pertinent information. Generally describe proposed facility including design criteria adopted for continued use and other pertinent information. Describe the building site; provide a site plan and site suitability. Provide a cost estimate including: o Development and construction o Land and rights o Legal o Architect fees o Interest o Equipment o Contingencies o Refinancing o Other (describe) Provide operation and maintenance costs and project costs realistically. Provide maps showing locations, boundaries, elevations, population distribution, existing and proposed facility, right-of-way, and land ownership. Provide drawings and sketches showing preliminary design and layout elevations. Also provide photographs as needed. Discuss in detail any construction problems that may affect the cost of construction. Discuss possible alternatives to proposed plan. Discuss Consultant s ability to assist the City in complying with the solar energy technology requirements of ORS 279C.527. Design Successfully resolve building code issues to maximize facility functionality. Incorporate green building features as much as practicable. Maximize user comfort in terms of light, air quality, security and safety. Page 4
Management Manage project expectations to maximize scope and quality within the established budget and schedule. Prepare construction plans and specifications suitable for bidding and awarding a construction contract in accordance with Oregon State Public Contracting laws and Chapter 13 - Public Contracting Regulations of the Heppner City Code. Provide construction administration services in a traditional design-bid-build delivery method or under an assignment to a design-build entity. Manage consultant team effectively and communicate effectively with client. D. SELECTION PROCEDURE 1. Interested, qualified consultants ( Proposers ) shall submit Proposals in accordance with the requirements of this RFP by the deadline indicated. 2. Pre-Proposal Conference; Questions and Clarifications There will be a pre-proposal conference beginning at 1:00 p.m. (PDT) on Wednesday, March 4, 2015, at the City Hall, 111 North Main Street, Heppner, OR 97836. All interested, qualified firms are invited to attend. All questions and requests for clarification must be received prior to, and will be answered at, the conference. Submit questions and requests for clarification regarding this RFP in writing via fax or email to the contact person indicated below in section 4. Please submit questions on or before March 4, 2015. Proposers should register with the City for receipt of addenda to this RFP. Proposers will be responsible for checking to make sure they have received all addenda prior to submitting a proposal. 3. Due Date Proposals are due no later than 2:00 p.m. (PDT), Wednesday, March 18, 2015. Eight (8) copies of the document should be enclosed in a sealed envelope identified clearly with the words new Fire Station addressed to the contact person indicated in section 4 below. 4. Contact Person Kim Cutsforth, City Manager 111 N. Main Street PO Box 756 Heppner, OR 97836 Phone: 541-676-9618 Fax: 541-676-9650 Email: Heppner@centurytel.net Page 5
5. A Selection Panel consisting of one (1) representative from the Heppner City Council; two (2) members of the Citizens Fire Advisory Committee; the City Manager; The Mayor and the Heppner Fire Chief will be formed. 6. The Proposals will be reviewed for compliance with the Minimum Qualifications as set forth in Section F and for compliance with the Proposal requirements set forth in Section G. If the Proposal is found not in compliance with these minimum requirements, the Proposal will be removed from further consideration and the Proposer informed of this action. 7. The Selection Panel will then score the remaining Proposals according to the Evaluation Criteria listed in Section H. The Proposers submitting the three (3) highest scoring Proposals will be invited for oral presentations and interviews. 8. Each Proposer invited for oral presentation and interview will be allowed a single session consisting of a 20-minute presentation by the Proposer followed by a 25-minute interview with the Selection Panel. Only individuals proposed as key personnel on the project shall participate in the presentation and interview. The Proposer s proposed Project Manager shall lead the presentation. Supplemental information provided at the interview shall be limited to 8 ½ x 11 inch copies of slides or other materials used in the presentation. 9. The Selection Panel will then score the combined oral presentation/interview and Proposal in accordance with the Evaluation Criteria listed in Section H, producing a final numerical score. The Selection Panel will determine the final rankings based on the numerical score. 10. The Selection Panel will submit its rankings to the Heppner City Council for approval. After Council approval, the City will then proceed with negotiating an agreement with the highest-ranked Proposer. If the City and Proposer cannot reach an agreement in the negotiation, the City will terminate negotiation and, at its option, negotiate with the nextranked Proposer. E. MINIMUM QUALIFICATIONS Proposers must meet all of the following minimum qualifications to be eligible to participate in the selection process: 1. The Proposer must demonstrate that they were the Architect or Engineer of Record for a Fire Station of at least $500,000 total construction cost within the past five (5) years. 2. The Proposer must have a principal office located in the United States. 3. The individual proposed to be the architect or engineer of record shall possess a valid State of Oregon professional registration in the claimed field of expertise. 4. The Proposer must demonstrate experience in working with federal funding agencies. Page 6
F. PROPOSAL REQUIREMENTS Deliverables: The Proposal shall be wholly contained in a single bound binder or cover. Paper size shall be 8 ½ x 11 inch using a 12-point minimum font size for text and limited to 50 pages. Covers, dividers, and resumes of key personnel will not be included in the page count. Resumes shall be limited to one page per person. Specialized graphics may be included on larger sheets, not to exceed a maximum of 11 x17 inches. Proposal materials will not be returned to the Proposers. The Proposal shall include the following information in the order indicated: 1. A Cover Letter to the City signed by an officer of the firm stating general qualifications, expertise and ability to perform the scope of services as described in this RFP. a. Introduction of Project Manager. b. Summarize compliance with each of the Minimum Qualifications, referencing necessary detail found elsewhere in the Proposal by name. 2. Qualifications/Expertise a. Provide a description of the consultant team, including listing the prime consulting firm and the principal sub consultant firms that will be providing the following services: i. Architectural Concepts ii. Architectural Design iii. Structural Engineering iv. Fire Engineering v. Mechanical Engineering vi. Electrical Engineering vii. Alternative Code Review and Risk-Based Assessment viii. Other firms whose experience and expertise is significant to the response to Item 4 Project Approach and item 5 Production Capacity of the Proposal. b. For the Prime Consultant and each Principal Sub Consultant, provide an individual Firm Profile in outline form responding to each item below: i. Name of firm, address, telephone, and email and fax number. ii. Total number of persons employed by the firm. iii. Table of firm s organizational structure listing at a minimum the president, any vice-presidents, and principals in the firm and their area of expertise and responsibility. iv. Include a brief summary of the firm s staff professionals and technical profile, including number of personnel by type, title, licenses, areas of expertise and position. v. The firm s role, responsibilities, and organizational relationship to the consultant team. Page 7
vi. Description and chart of key personnel and their role on the project. Include resume of all key personnel in an appendix. vii. A brief narrative describing the qualifications of the firm and the key personnel to provide the Scope of Services described in Section C. 3. Experience For the Prime Consultant and each of the Principal Sub consultants included in item 2 Qualifications/Expertise : a. Provide information about previous experience relevant to the Evaluation Criteria in Section H and the Scope of Services in Section C in which the Proposer was the Architect or Engineer of Record. Firms are also required to list all relevant projects that the submitting office has worked on over the last five (5) years. Include the following: i. Name, location and description of project. ii. Estimated construction value on each project. iii. Value of firm s services on each project. iv. Description of the firm s involvement for each project. v. Name, address, phone number, and e-mail address of client with name of contact person. vi. Firm s history in performing the work required and bringing the projects described in the scope of work within schedule and budget. vii. Dates of projects. viii. Brief description of important features. ix. Photographs and/or drawings. b. Describe the specific role that the Key Personnel served on the projects submitted as experience. c. List of contracts/agreements to which your firm was a party that were terminated by either party for convenience or default within the past five (5) years, if any. d. List any litigation that now affects or may affect in the Proposer s ability to perform. 4. Project Approach a. Individually describe the Proposer s specific approach to resolve each of the Key Project Challenges listed in Section D Qualifications, above. b. Describe the structure of the Proposer s team, the command and control structure, and roles and responsibilities of the team members. Describe issue resolution procedures and communication protocols. c. Describe the Quality Control/Quality Assurance program(s) for the Proposer s team. Page 8
d. Describe program management approach to control costs and meet schedules. 5. Production Capacity a. Provide chart listing key personnel and their time availability on a percentage basis. b. Provide analysis quantifying project team s (Consultant and first tier sub consultants) production capacity and capability. G. EVALUATION CRITERIA The score for the initial Proposal screening and the combined score for the combined oral presentation/interview and Proposal shall be out of a total of 100 points. 1. Qualifications/Expertise of the key personnel and the firms comprising the Project Team relevant to the Scope of Services listed in Section C. (20 points) 2. Experience and success delivering Fire Stations quality and functionality with budget and schedule. (30 points) 3. Project Approach to resolve Key Project Challenges, for Quality Assurance/Quality Control, and for Project Management. (40 points) 4. Production Capacity of the Project Team and ability to meet the project completion date. (10 points) H. SCHEDULE The schedule for the Qualifications Based Consultant Selection process is as follows, subject to change at the City s sole discretion: February 18, 2015 March 4, 2015 March 18, 2015 April 1, 2015 April 13, 2015 Mail RFP to potential Proposers Pre-proposal Conference Proposals Due Schedule Interviews Council Approval of Consultant I. TERMS AND CONDITIONS The City may also engage other consultants to provide for independent third party review of work done. Page 9
The City reserves the right to accept or reject any or all Proposals, to postpone the selection process for its own convenience at any time, and to waive minor defects in the Proposals. The City also reserves the right to accept or reject any individual sub consultant that a candidate proposes to use. This RFP and the interview process shall in no way be deemed to create a binding contract or agreement of any kind between the City and the Proposer. By submitting a response to this RFP, the successful Proposer agrees to negotiate in good faith to agree to and execute an agreement with the City. The City reserves the right to negotiate any and all items of the agreement, including the Terms, Scope of Services and Compensation. Each Proposer submitting a Proposal in response to this RFP acknowledges and agrees that the preparation of all materials for submittal to the City and all presentations, related costs and travel expenses are at the Proposer s sole expense and the City shall not under any circumstances, be responsible for any cost or expense incurred by the Proposer. In addition, each Proposer acknowledges and agrees that all documentation and/or materials submitted with the RFP shall remain the property of the City, and shall not be returned to the Proposer. Further, by submitting a Proposal in response to this RFP, each Proposer affirms: That the information provided in the Proposal is true, accurate and represents the most current information available as of the date of this RFP. That the Proposer can comply with the insurance requirements as set out in Attachment A Insurance Requirements. The nondiscrimination non-preferential treatment provisions described in Attachment B will be included in any contract with the selected Consultant. The selected Consultant shall procure at its own expense, and keep in effect at all times during the term of any agreement with the City, the types and amounts of insurance as specified in Attachment A to this RFP. Factors such as, but not limited to, any of the following may be considered just cause to disqualify a Proposal without further consideration: A. Evidence of collusion, directly or indirectly, among Proposers in regard to amount, terms, or conditions of this RFP; B. Any attempt to improperly influence any member of the selection staff; C. Existence of any lawsuit, unresolved contractual claim or dispute between the Proposer and the City; D. Evidence of incorrect information submitted as part of the Proposal; E. Evidence of Proposer s inability to successfully complete the responsibilities and obligations of the Proposal; and F. Proposer s default under any agreement, which resulted in termination of the agreement. The Heppner Volunteer Fire Department is based on volunteer services and funded by public dollars in form of tax receipts. To avoid even the appearance of impropriety, any and all Page 10
consultants or contractors that will be hired by the City shall not and cannot offer any gifts or souvenirs, even of minimal value, to Heppner City Council members, Heppner Volunteer Fire Department Officers, or their respective employees. Any violation of this prohibition shall constitute a material breach of the City s agreement with any successful bidder, contractor, or consultant. In addition to any other remedies the City may have at law or in equity, the City reserves the right to terminate the Consultant s services, and any related agreement, for such breach. Page 11