REQUEST FOR QUALIFICATIONS RFQ ARCHITECTURAL SERVICES Return Completed Qualifications to: Meridian Library District Library Director 1326 W Cherry Lane Meridian, ID 83642 TO BE CONSIDERED, QUALIFICATIONS MUST BE RECEIVED IN THE LIBRARY BY 5:00PM (MT), Friday, September 21, 2018.
REQUEST FOR QUALIFICATIONS MLD needs to expand branch library locations to meet the growth in population Meridian has experienced, and continues to experience, as well as future renovations and improvements to existing facilities including the main library on Cherry Lane. The goal is to provide maximum patron benefit and access with/for minimum cost to the taxpayers. Meridian Library District (MLD) is seeking responses from qualified architectural firms for design services for a variety of upcoming library construction projects and other future needs. The District may select one qualified firm, multiple qualified firms if projects are separated or select a list of three preapproved qualified architects from those who respond to this RFQ for these projects and future needs. Responses should address proposer s specific qualifications for each of the particular projects described below. A. PROJECT INFORMATION The District anticipates that it will have future needs for architectural services for projects which are not yet planned or funded. The District is currently planning to construct, perform tenant improvements, and/or renovate the following projects for which architectural services are required: 1. North Branch - A developer in North Meridian has offered to work with MLD to build a NEW 15,000 sq ft branch library as a part of a commercial development project on a very busy intersection. MLD needs an architect to work with the developer to design this branch. A 15,000 sq ft branch library would offer a circulating collection, programs for people of all ages with special attention to children/family programs, access to technology, quiet areas for study, and social community gathering spaces within a commercial development. It would require some areas for library staff to work as well as space for an automated handling system and place to process physical materials. A staff of approximately 8 full time employees (FTE) would be employed. The new space would require public restrooms. We desire to include a drive-up book return (and possible pick up), and extended lobby that could remain open to the public with limited or no staff. The project budget is $1.3M for the interior build out, while the exterior shell will be designed and constructed in concert with or by the developer. 2. Cherry Lane - The Cherry Lane main library was built in 1996 and is in need of a RENOVATION. The site includes a separate property referred to as the Annex which houses back-office departments such as HR, Finance, Technology and Materials Services. Adding a 2nd floor or partial 2nd floor to the main building could allow the Annex staff to move and with the demolition of that property, redesign the parking lot and traffic flow. The Cherry Lane library is 27,600 sq ft, Annex is 1,840 sq ft, both single story buildings. The current library space needs to be remodeled to better fit current uses and users which include users attending library programs, spaces for parents and their young children, a dedicated space for tweens, a dedicated teen space, a quieter working space for adults, study rooms, a commons area for socialization, and an area for users to engage with technology. As a 20-year old building, it also needs infrastructure and systems upgrades. The project would include updated furnishings and flooring surfaces.
The project budget is $3M for a renovation only, $5M for an expansion to add a 2nd floor pending funding approval. 3. The Hill Branch - The Treasure Valley Family Y has offered to donate land for a NEW library branch to be part of a unique multi-partner collaborative campus including the YMCA, city park, elementary school and health care provide known as The Hill in South Meridian. The desired size of the branch is between 10,000-15,000 sq ft depending on what the budget can provide. The branch had a conceptual design created in 2015, but funding was not approved. The other campus partners have opened and the branch would now require a unique and fresh, creative approach to the design as the conditions have changed considerably since the idea was conceived. The project budget is $8M pending funding approval. 4. Additional design opportunities may be available in the future for the unbound technology branch and a potential building partnership with the Treasure Valley Children s Theater. Should a capital funding measure pass, the North branch would have funding in January 2020 and the desired opening to be in 2020. The Cherry Lane branch could not be closed for a renovation until there is an alternate location in place for citizens to use and is scheduled to follow with an opening date desired in 2024. The Hill being the most costly and a new facility would be the final priority. Additional opportunities may be available in the future for the unbound technology branch and a potential partnership with the Treasure Valley Children s Theater. It is the intent of the District that the three (3) main components of the evaluation team will consist of the District, their Independent Owner s Representative, and a Library Trustee. Additional evaluation committee members will include two (2) citizens of the community as designated by the Board of Trustees. The District contact for questions and information regarding the RFQ is: Gretchen Caserotti Library Director Meridian Library District 1326 W Cherry Lane Meridian, ID 83642 Phone: (208) 888-4451 x1226 director@mld.org B. PROPOSAL CONTENT Selection will be based on qualifications and demonstrated competence; the criteria noted herein are a tool to help the District evaluate the responses. Proposers may choose to submit a proposal for one or more projects. Proposals should identify which project and/or projects they want to propose on and tailor their response accordingly. Responses must include the following information in this sequence. Responses are invited to include innovative methods and/or
procedures, which they can provide to assist in ensuring successful completion of the project. Unique qualities and/or capabilities and cost efficiencies may be identified. Written Requirements for Responses to Request for Qualifications Possible Points for Each Section of Proposal Cover Letter (limit to one page) 0 Complete the ARCHITECT INFORMATION as provided on Part H (below) COMPANY PROFILE. Provide basic data relative to firm s size, history, personnel, special expertise and general credits. Individual resumes, awards, associations, etc. may be included. Provide an organizational chart clearly illustrating proposed staffing. MLD reserves the right to investigate and confirm the proposer s financial responsibility. This may include financial statements, and creditors. Unfavorable responses to these investigations are grounds for rejection of the proposal. PROJECT APPROACH. Describe your approach to develop the most cost-effective & transparent approach to designing these buildings and other potential projects. Include a statement on your approach to some or all of these specific projects including design philosophy, understanding of programs, alternative concepts and methods for consideration. Discuss how you would provide leadership to facilitate teamwork and communications among all parties involved in the project covered by your response. EXAMPLES OF WORK. Renderings, photographs, preliminary drawings, working drawings and specifications may be submitted as examples of your work. SCHEDULING. Describe the different phases of design and how your firm manages the overall design process and how you maintain the schedule of the design to be as cost effective as possible PAST PERFORMANCE. Name three (3) recent and relevant projects of similar size and scope to that of the District s projects for while you propose that demonstrate your firm s ability to manage and complete projects within budget and on schedule. Submit reference letters from prior clients or client representatives. Performance on past projects with public libraries or other government building projects is a highly important factor. 10 10 20 25 10 25
C. SUBMITTAL Five (5) bound copies of the submittal shall be delivered by the time and place specifics above. Submittal shall clearly identify the point of contact regarding the submittal, with email and phone number listed. D. EVALUATION An evaluation committee consisting of persons from the District, Independent Owner s Representative and citizens from the community will rank the proposals and at least one (1) but not more than five (5) firms will be selected for personal interviews. E. AWARD Based on the results of the proposals and review of previous projects awards to each firm, the committee will recommend a decision to the Meridian Library District Board of Trustees at the next scheduled regular open meeting. F. SELECTION TIMELINE AND PROCEDURES RFQ advertisements: August 27 September 10, 2018 RFQ available: September 1 21, 2018 RFQ proposals Due: Friday, September 21, 2018 Evaluation committee ranking: Wednesday, September 26, 2018 Interview notification (if necessary): Thursday, September 27, 2018 Evaluation committee interview and selection: Friday, October 12, 2018 Recommendation to the MLD Board of Trustees: Wednesday, October 17, 2018 Board of Trustees selection: Wednesday, October 17, 2018 The representatives of the Board of Trustees and their designees ( evaluation committee ) will evaluate all responses. Other than the due date noted above the other aspects of the timeline are estimates. G. SELECTION This RFQ does not commit the District to enter into any contract with any firm at any time. Upon selection of a firm or firms, MLD will issue a letter of intent. Final award to the selected firm(s) is contingent upon the successful negotiation of a contract that MLD determines is reasonable and fair to the public. The contents of the proposal may be used in a legal contract or agreement. Proposers should be aware that methods and procedures proposal could become contractual obligations and are part of the public record. MLD reserves the right to reject any or all proposals received as a result of this request. RESPONSE SUBMISSION PROCEDURES 1. Written responses to the RFQ will be accepted at the Meridian Library District, 1326 W Cherry Lane, Meridian, ID 83642 until 5:00 pm (Friday, September 21, 2018). 2. Submittals shall include one (1) original and five (5) copies of the proposal. The original must be marked original and be dated and signed by a duly authorized partner or
corporate officer. Proposals must be sealed in an opaque package and clearly marked: Architectural Services Proposal. 3. The District will not be liable for any costs incurred in the preparation and production of a proposal or any work performed prior to the execution of a contract for Architectural Services. 4. All responses and supporting materials will become the property of the District. 5. Upon the District s request, a respondent may be asked to submit additional information to supplement their response. 6. All questions regarding this RFQ must be directed to Gretchen Caserotti, 1326 W Cherry Lane Meridian, ID 83642, Phone (208) 888-4451, email director@mld.org. The District may elect to forward some questions to and receive input from their Independent Owner s Representative, Ken Fisher of Paradigm of Idaho, Inc. but all questions must be in writing in email format by Friday, September 21 st, 2018 and directed to Ms. Caserotti. Submitting firms are requested to NOT contact library staff or Library Trustees. 7. Those interested in submitted a response to the RFQ are responsible to make sure they have any and all addenda to the RFQ issued by the District and that they consider any addenda in their response. In the event that it is necessary to revise any part of the RFQ, timely addenda will be posted on the web page and sent via e-mail to those firms that have requested in writing to be sent a copy of the any Addenda. 8. The District reserves the right to: a. Waive any informalities or irregularities and reject any or all responses received as a result of this RFQ. b. Following initial selection, negotiate the scope of services, contract terms and compensation for Architectural Services to be provided. c. Conduct investigations required to determine the respondent s performance record and ability to perform the work specified as part of the RFQ. d. Modify any dates or times in the RFQ e. Supplement, amend, or otherwise modify the RFQ or cancel this request with or without the substitution of another RFQ. f. Disqualify any respondent who fails to provide information or data requested herein, who provides inaccurate or misleading information or data, who has any real or apparent conflict of interest or on the basis of past performance with the District.
H. ARCHITECT INFORMATION 1. Contact information for you firm s main office as follows: Firm Name Mailing Address City, State, ZIP Physical Address City, State, ZIP Telephone Fax Email Address 2. Name, title, telephone and fax number of the firm s officer responsible to the District for all work to be provided under this RFQ: Name/Title Mailing Address City, State, ZIP Physical Address City, State, ZIP Telephone Fax Email Address 3. Please check the appropriate box to identify the legal status of the entity making this proposal: Corporation Partnership Limited Liability Other (Explain) Please provide the following license information:
AIA Member Number 4. Provide a certificate or letter of professional liability for the project(s) you propose on. 5. If you answer yes to any of the following questions, provide a written explanation on a separate sheet: -Has your firm ever been denied coverage or had coverage terminated or cancelled by any insurer during the past five (5) years? (If so, state the company, date, reason, and specific details)? Yes No -Within the last five (5) years has your current firm or any predecessor organization been involved as a party or filed a claim in any bankruptcy, litigation, mediation, or arbitration proceedings? Yes No 6. Name, title, and signature or your firm s officer who was responsible for the preparation and hereby verifies the accuracy of your proposal. Printed Name Title Signature Date 7. By submitting a response to this RFQ I and my firm agree to by bound by the terms and conditions stated in the RFQ and any addenda thereto. Initials 8. I acknowledge and that I am responsible to obtain copies of any and all addenda issued by the District and that I have received and considered the following Addenda: Addendum # Addendum # Addendum # Initials
RELEASE FORM (Respondents must attach a signed copy of this Release with their response) The undersigned has read and fully accepts the Meridian Library District s (MLD) discretion and non-liability as stipulated herein and expressly for, but not limited to, MLD's decision to proceed with a selection process in response to the Request for Qualifications for On- Architectural Services ("the RFQ"). I. Discretion of MLD: MLD reserves the right in its sole discretion and judgment for whatever reasons it deems appropriate to, at any time: a. Modify or suspend any and all aspects of the process seeking interested parties to provide on-call engineering services; b. Obtain further information from any person, entity, or group, including, but not limited to, any person, entity, or group responding to the RFQ (any such person, entity, or group so responding is, for convenience, hereinafter referred to as "Submitter"), and to ascertain the depth of Submitter's capability and desire to provide on-call engineering services; c. Waive any formalities or defects as to form, procedure, or content with respect to the RFQ and any responses by any Submitter thereto; d. Accept or reject any statement and/or proposal received in response to the RFQ, including any statement or proposal submitted by the undersigned, or select any one submission over another; e. Accept or reject all or any part of any materials, plans, implementation programs, schedules, phasing, and proposals or statements, including, but not limited to, the nature and type of proposal. II. Non-Liability of MLD. The undersigned agrees that MLD shall not have any liability whatsoever of any kind or character, directly or indirectly, by reason of all or any decision made at the discretion of MLD as identified above. III. The undersigned declares that he/she holds the position indicated below as a corporate officer or the owner or a partner in the business entity submitting this response to the RFQ; that the undersigned is informed of all relevant facts surrounding the presentation and submissions of this response; that the undersigned knows and represents to MLD that this response is prepared and submitted without collusion with any other person or entity with any interest in this RFQ. I declare under penalty of perjury that the forgoing is true and correct. "Submitter" By: Its: Date:
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