REQUEST FOR QUALIFICATIONS (RFQ) AIRPORT ARCHITECTURAL AND ENGINEERING SERVICES AGREEMENT MINOT INTERNATIONAL AIRPORT 2016-2021 GENERAL The intent and purpose of this Request for Qualifications (RFQ) is to solicit a Statement of Qualifications (SOQ) from Airport Architectural / Engineering Consulting firms for the purpose of the City of Minot (Sponsor) selecting a single firm to provide architectural and engineering services for various federal, state, and locally funded projects at, Minot, ND up to a five-year period. A list showing anticipated federally funded projects during the five-year period is included at the end of this document. This selection process will be in compliance with the requirements set forth in Federal Aviation Administration (FAA) Advisory Circular 150/5100-14E, Architectural, Engineering, and Planning Consulting Services for Airport Grant Projects, along with the requirements listed in this request. SCOPE OF WORK The contract will be for basic airport architecture and engineering services as defined herein. The City of Minot, on behalf of the (MOT), reserves the right to inquire about the proposer s ability to provide professional services, as defined below, to amend the Schedule of Projects, and to initiate additional procurement action for additional services or individual projects that may or may not be included in list of projects. Consultant Service includes the typical airport architectural and engineering services normally required for airport development projects. In addition to those projects listed below which may require aviation engineering services, MOT may utilize the selected consultant for any of those items listed under Paragraphs 1.4.2 and 1.5.2 of FAA Advisory Circular 150/5100-14E. It is anticipated that individual projects may be assigned to the selected consultant periodically, on an as-needed basis, over a five-year period. The Sponsor will negotiate with the selected consultant and may enter into contracts with the selected consultant for individual projects periodically through the five-year period. The City of Minot reserves the right to stop assigning projects to the selected consultant at any time and to perform a new consultant selection or engage the services of other consultants for specific projects on a case-by-case basis. Airport Architectural/Engineering Services are typically conducted in five distinct and sequential phases: A. Preliminary Phase. This phase involves those activities require for defining the scope of project and establishing preliminary requirements including, without limitation, as follows: 1. Coordinating with the Sponsor on project scope requirements, finances, schedules, operational safety and phasing considerations, site access and other pertinent matters. As applicable, coordinating project with local FAA personnel Request for Qualifications Professional Architectural and Engineering Services 1
and other interested stakeholders to identify potential impacts to their operations. 2. Planning, procuring, and/or preparing necessary surveys, geotechnical engineering investigation, field investigations, and engineering studies required for preliminary design considerations. 3. Developing design schematics, sketches, environmental and aesthetic considerations, project recommendations, and preliminary layouts. 4. Preparing project design criteria and other bridging documents commonly used for alternative project delivery methods such as design-build contracting. 5. Preparing for cost estimates and necessary applications for FAA-Airport Improvement Program (AIP) or other funding. B. Design Phase. This phase involves all activities required to undertake and accomplish a full and complete project design including, without limitation, as follows: 1. Conducting and attending meetings and design conferences with Sponsor to obtain information and to coordinate or resolve design matters. 2. Collecting engineering data and undertaking field investigations; performing geotechnical engineering studies; surveys; and performing architectural engineering and special environmental studies. 3. Preparing necessary engineering reports and recommendations. 4. Preparing detailed design and construction plans, technical specifications, and contract documents. 5. Preparing cost estimates and a Construction Safety and Phasing Plan (CSPP). 6. Printing and providing copies of plan, specifications, and contract documents for review. 7. Preparing documents and calculating project goals or Disadvantaged Business Enterprise (DBE) participation. C. Bidding or Negotiation Phase. This phase involves providing sets of plans and specifications and all bid documents; acting for the owner in advertising and securing bids, conduct pre-bid conferences, analyzing bid results, furnishing recommendations on the award of contracts, and preparing contract documents; submittal of bid results and related information to the FAA. D. Construction Phase. This phase involves all services rendered after the award of a construction contract including, without limitation, as follows: 1. Providing consultation and advice to the Sponsor during all phase of construction. 2. Representing the Sponsor at preconstruction conferences. 3. Inspecting work in progress periodically and providing appropriate reports to Sponsor. 4. Reviewing and approving shop and erection drawings submitted by contractors for compliance with design concept/drawings. Request for Qualifications Professional Architectural and Engineering Services 2
5. Reviewing, analyzing, and accepting laboratory and mill test reports of materials and equipment. 6. Assisting in the negotiation of change orders and supplemental agreements. 7. Observing or reviewing performance tests required by specifications. 8. Determining amounts owed to contractors and assisting Sponsor in the preparation of payment requests for the amounts reimbursable from grant projects. 9. Making final inspections and submitting punch-lists and a report of the completed project to the Sponsor. 10. Reviewing operations and maintenance manuals. 11. Preparation of construction management plans and review of contractor construction schedules. 12. On-site construction inspection and management involving the services of a resident engineer, inspector or manager, full-time or periodically during the construction or installation phase of a project as required by the owner, and providing appropriate progress reports to the Sponsor and FAA. 13. Observing or reviewing performance tests required by specifications. 14. Reviewing contractor progress and final payment request and assist Sponsor in the preparation of FAA reimbursable requests for amounts reimbursable from AIP grant projects. 15. Conducting wage rate interviews in accordance with federal standards. 16. Making final inspection and submit a final construction report for the completed project to the owner. 17. Preparing record drawings of the project. Revise the Airport Layout Plan to reflect as-constructed conditions. 18. Assisting owner with project close out documents. E. Project Closeout Phase. This phase includes all basic services rendered after the completion of a construction contract, including, but not limited to, the following activities: 1. Making final inspections and submitting punch-lists and a report of the completed project to the Sponsor. 2. Providing record drawings. 3. Preparing summary of material testing report. 4. Preparing summary of project change orders. 5. Preparing grant amendment requests and associated justification, if applicable. 6. Preparing final project reports including financial summary. 7. Obtaining release of liens from all contractors. CONTRACT LIMITATIONS A. All parties competing for the work are advised that the work may be accomplished over the course of several AIP grants or via other funding sources that may be phased. Request for Qualifications Professional Architectural and Engineering Services 3
B. All firms are advised that some of the services may not be required and that the Sponsor reserves the right to initiate additional procurement action for any of the services included in the initial procurement. C. The services are limited to those projects or phase/components thereof which are expected to be initiated within five (5) years of the date the first contract is signed by the consultant. SELECTION PROCESS A. A Selection Committee will be assembled to review the submittals, interview selected shortlist candidates and select the successful firm based on rankings of submittal and interview. Members of the selection committee may consist of City Department Heads, Airport Committee Members, Airport Staff, City Council Members, and other individuals appointed by the City Manager. B. The selection of a consultant shall be based on a comparative analysis of the professional qualifications necessary for satisfactory performance of the services required. C. The selection may be made based solely on the information submitted in the Request for Qualifications and Experience. The Selection Committee may also conduct interviews and/or require presentations from a shortlist of select candidates. A firm s failure to do either, when requested to do so by the City, may be cause for the City to disqualify such firm from consideration for selection. D. All Statements of Qualifications and Experience submitted shall become the property of the City of Minot and may thereafter by used by the City without compensation to the proposers, for any lawful purpose. Submitted material will be subject to public disclosure under the Freedom of Information Act. E. The contract issued to the selected firm will be subject to the provisions of Executive Order 11246 (Affirmative Action to Ensure Equal Employment Opportunity) and to the provisions of the Department of Transportation Regulation 49 CFR part 26 (Disadvantaged Business Enterprise Participation). DBE firms are encouraged to participate. F. Statements of Qualifications and Experience: 1. Proposers shall submit six (6) copies of a below described Statement of Qualifications and Experience for architecture and engineering consulting services to City Clerk Office, City Hall, Attention: Airport Architecture and Engineering Services, 515 2 nd Ave SW, Minot, ND 58701. The general format for the submittal should be as follows: a. Responses are limited to no more than 20 pages double-sided on 8.5 x 11 letter-size paper and must have a minimum font size of eleven (11) points. Cover and table of contents are excluded from the page count. Resumes may be included as an appendix and are also excluded from the page count. Request for Qualifications Professional Architectural and Engineering Services 4
b. Statement of Interest in performing the proposed services to include the firm s services to airport clients. c. Statement of Qualifications to include capabilities and recent experience with comparable airports/aviation projects such as those listed in the Airport Capital Improvement Plan (ACIP); experience and familiarity with FAA and NDAC advisory circulars, rules and regulations, including grant funding and Sponsor assurances; knowledge, experience, and capability to successfully perform and/or administer all of the requirements for the described scope of work, including the ability to progress and complete multiple projects simultaneously. d. Firm Overview: Include company organizational structure, history and background, size, and office locations. e. Affiliation with other firms: Identify other firms and key staff with whom you plan to subcontract or joint venture, if any, for this contract. f. Key People: Identify key person(s) in firm(s) who will work on the administration, management, design, and field engineering portion of projects and who will be directly in charge of projects; describe the roles these key people will fill, their background, caliber, and experience. g. Current Workload: Provide a list of the firm(s) current airport engineering workload (description of current projects and name of client). Identify availability to proceed with project formulation, designs, and contract administration for any upcoming project. Articulate standard response time for clients under current workload conditions. h. Demonstrated Capability to meet schedules/deadlines, without delays, cost escalations/overruns, or contractor claims. Include average percent of dollars over contract. i. Information Access and Transfer: Describe ability to provide electronic access to work products and deliverables such as client portals, project websites, SharePoint, etc. j. Evidence of meeting prior Affirmative Action and/or Disadvantaged Business Enterprise (DBE) contract goals and/or evidence that adequate good faith efforts were made to meet those goals. k. References: Include the name, airport, and contact information of at least four (4) clients/references who received professional aviation services from firm similar to those requested and outline in this RFQ. 2. Submittals must contain the name, address, daytime phone number, and email address for contact person to whom additional selection process requests should be communicated. It is the responsibility of the proposer to be properly recorded as a proposer of record with the City of Minot for purposes of receiving clarifications, addenda, or other pertinent information. All changes and/or clarifications will be distributed to all proposers of record in the form of addenda. A list of proposers and others who have been issued Request for Statements of Qualifications and Experience documents will made available upon request. Request for Qualifications Professional Architectural and Engineering Services 5
3. All submittals must be received at the address and by the date and time specified herein. The City of Minot reserves the right to extend the Request for Statements of Qualifications and Experience submittal date for any reason. 4. Any submittal received after the identified date and time will be returned unopened. All submittal envelopes or packages must be clearly marked, Statement of Qualifications Planning and Environmental Services. The City of Minot reserves the right, at any time, to reject any and all submittals, make requests for new SOQs, conduct a new selection of a consultant, and to accept any submittal and make award of a contract that is deemed to be in the best interest of the City of Minot and the. EVALUATION CRITERIA AND WEIGHING Submittals will be ranked based upon the following criteria and relative importance (as may be supplemented by secondary selection criteria) as applied by the Selection Committee to the material in the required submittals: A. Capability to perform all or most aspects of the anticipated projects and ability to provide consultant services to the. (15 points) B. Key personnel s professional qualifications, experience, and availability for the anticipated projects; their reputation and professional integrity and competence; and their knowledge of FAA regulations, policies, and procedures. (20 points) C. Demonstrated ability to meet schedules, deadlines, and budgets without major cost escalations, overruns, or disputed claims. (18 points) D. Familiarity with the project(s) similar to those proposed at MOT and an understanding of potential problems and Sponsor concerns regarding such projects. (15 points). E. Capability of personnel to be responsive to Sponsor and Airport needs. (15 points) F. Evidence that the consultant met, or made good faith efforts to meet, Affirmative Action or DBE contract goals, and evidence that the consultant has experience with DBE requirements associated with federal grants. (2 points) G. Demonstrated capability to properly administer projects funded by the FAA (references and examples). (15 points). TIMELINE Statements of Qualifications must be received at City Clerk Office, City Hall, Attention: Airport Architectural and Engineering Services, 515 2 nd Ave SW, Minot, ND 58701 by 4:00pm local time on May 6, 2016. Request for Qualifications Professional Architectural and Engineering Services 6
The City of Minot will work to complete initial rankings and interviews by the mid to end of May, respectively. It is anticipated that the recommendation for selection will be made the first week of June and made effective July 1, 2016. Anticipated Timeline RFQ Published April 12 th Questions Due April 19 th Responses to Questions Due April 22 nd SOQ Due May 6 th SOQ Scoring Complete May 13 th Interviews May 24-25 th Recommendation to Airport Committee June 1 st Contract Negotiation June Effective Date July 1 st LIST OF ANTICIPATED PROJECTS AT MOT Airport projects completed under this section may be funded by FAA AIP funds and/or other sources. Projects may include, but are not limited to the following: Perimeter Road Paving GA North Apron Construction GA Parking Lot Design and Construction Rental Car QTA Design and Construction T-hangar Demolition, Design, and Construction Perimeter Fence Replacement GA South Apron Construction Taxiway Bravo Replacement Jet Bridge Construction The City of Minot reserves the right to add or remove projects for consideration as warranted by demand and dynamics at the Airport. QUESTIONS AND CLARIFICATIONS Interested parties may contact: Kelly Matalka City of Minot, City Clerk PO Box 5006, Minot, ND 58702 Office: 701-857-4752 At no time should Airport staff or other City personnel be contacted. Request for Qualifications Professional Architectural and Engineering Services 7