REQUEST FOR QUALIFICATIONS For the Architectural Services for a Community Building For the Town of Princeton, NC Submission Deadline: November 1, 2018 Project Coordinator: Town Administrator Marla Ashworth Town of Princeton PO Box 67 Princeton, NC 27569 919-936-8171 Purpose The Town of Princeton is seeking qualifications from qualified firms and/or individuals to provide architectural services for the renovation of an existing Community Building. Project Background Located in central North Carolina, Princeton is home to approximately 1,250 people. Princeton is located in Johnston County and covers approximately 0.6 square miles. Demographics According to the 2010 census, of the total population, the median age in Princeton is 38.4 years old. The population is 43.4% male and 56.6% female. It is comprised of 26.4% African American, 68.6% Caucasian, 2.7% Hispanic, Asian, American Indian and Pacific Islander combined. Median household income is $24,706. Homes are 55.4% owner occupied and 44.6% tenant occupied. Median value of owner occupied housing is $101,800. Page 1 of 10
Community Building Project The Princeton Community Building, located in the heart of downtown, holds community events, organized group meetings, Boy Scout and Girl Scout meetings, and is rentable by the public. The Princeton Community Building, built in the late 1970s, is a 50 x 75, one story metal framed building on concrete slab construction. The Town of Princeton desires to update the building for its current uses and to, once again, house the public library. The Princeton Public Library opened its doors in March 1977, in a mobile unit located on Edwards Street. In February 1980, the library moved to a room in the Princeton Community Building. After being inactive for a number of years, the Princeton Public Library reopened as part of Princeton High School s library in February 2001 and is presently sharing space with the school while waiting for its new home to be completed. The Town of Princeton acquired the Community Building in 2016. Funds from an EPA Brownfields grant performed Phase I and II environmental assessments and funded the creation of exterior and interior building concepts. The Town of Princeton has selected a concept to move forward with; however, Community Building stakeholders have not been consulted to assure the plans are suitable for all. Page 2 of 10
Scope of Work This Request for Qualifications (RFQ) requests qualifications for architectural services for a renovated community building. The scope of work shall include: 1. Design: a. Complete schematic design and prepare design development drawings based upon concept previously selected and incorporating stakeholder needs. i. Design team to include sub consultants for Structural and Plumbing, Mechanical, Electrical (PME) engineering. ii. The Town will contract directly with the civil design consultant for site design services. b. Submit design development drawings (35%, 60%, and 90% levels) to the Town of Princeton for review and comment. c. Incorporate the Town s comments and prepare construction/bidding documents. 2. Bidding and Negotiation: a. Prepare advertisement for bids. b. Coordinate and hold prebid conference with prospective bidders. c. Answer questions from bidders and issue addendums as appropriate. d. Review bids and negotiate contract. e. Prepare construction contract. 3. Construction Administration: a. Conduct pre-construction conference. b. Review shop drawings and product submittals for compliance with the design. c. Conduct once per month construction meetings. d. Conduct bi-weekly (or more frequent as the project requires) inspections of the work and issue field reports of observations, issues, and field changes. e. Review and recommend approval of contractor applications for payment. f. Conduct substantial completion and final inspections. Page 3 of 10
g. Conduct final project delivery to include delivery of O&M manuals, warranties, and as-built drawings/records. RFQ REQUIREMENTS 1. Qualifications shall include the following: a. Name, address and brief history of the firm and/or individual. b. Resumes of key personnel to be assigned to the project. c. The current workload of the firm and if there is adequate staff to successfully complete the project on time as indicated in this RFQ and the firm s proven track record to bring a project in on time and on budget. d. Description of the firm s experience and areas of expertise relative to this project over the last five (5) years. Include a list of specifically related projects including services provided, project description, total budget, duration, owner and/or contact person. e. A timeline for completion of the project. f. A copy of firm s standard contract. g. Provide the costs associated with the completion of the project as outlined in the scope of work, including estimated expenses. h. Any restrictions on the use of data contained within the proposal must be clearly stated in the proposal itself. (if applicable) i. All statements of qualifications submitted, must be valid for a minimum period of ninety (90) days after the date of the proposal opening. j. Submission of a proposal indicates acceptance by the responding firm of the terms, conditions, and requirements described in the RFQ unless clearly and specifically noted in the submission. 2. Statement of Qualification Submittals: a. Statements of Qualifications must be submitted on or before the deadline of November 1, 2018. b. The Town prefers electronic submittals of proposals but will accept hard copies. If hard copy submitted, please provide five (5) copies of the firm s response. Page 4 of 10
c. The submittal is limited to a Cover Letter (2 page max) and a Statement of Qualifications (10 page max). Double sided pages count as two pages. A cover sheet will count as a page. d. All submittals must be sealed and clearly marked as follows: Re: RFQ Town of Princeton Architectural Services for Community Building e. Telephone or facsimile submittals will not be accepted. f. Submittals received after the deadline specified will not be accepted and will be returned unopened to the sender. g. Any costs incurred by the respondents in the preparation of any information or material submitted in response to the RFQ shall be borne solely by the respondents. h. The Town reserves the right to reject any and/or all submittals, or to withhold the award for any reason it may determine, and waive or decline to waive irregularities in any submittals. 3. Selection Process: a. The purpose of this request for Qualifications (RFQ) is to enable the Town of Princeton to select the most qualified firm with whom the Town intends to enter into negotiations for architectural service for a community building. b. This project will utilize a qualifications based selection process, in accordance with G.S. 143-64.31, Mini Brooks Bill Act. A Review Committee composed of key Town officials and staff will review and evaluate all submittals received for compliance with the terms and conditions contained herein. Recommendation will be made to the Town Board of Commissioners. c. Submittals will be reviewed for responsiveness and compliance with the criteria noted herein. d. If an agreement is reached, it will be with the most qualified firm with whom the Town is able to successfully negotiate the terms and conditions best suited for the Town s needs. e. This project is subject to all applicable laws and codes as well as review and approval of the Princeton Board of Commissioners. Final selection of firm together with the terms and conditions of any agreements, and authority to proceed with the project will be at the discretion of the Town Administrator and Commissioners. Page 5 of 10
4. Selection Criteria: a. Prior experience in designing other municipal facilities. b. Familiarity with local government services, staffing plans and facility needs. c. Knowledge, experience, and capabilities of the proposed personnel assigned to this project. d. Ability to meet the time constraints of the Town. e. The proposing firm must insure that all proposed work meets all applicable State and Federal requirements. 5. Evaluation Process: a. The selection Committee will review and evaluate all submittals for responsiveness and compliance with the criteria noted herein: Familiarity with the Town and Previous work history 15 points with the Town Similar Project and Project Management Experience 25 points Project Understanding and Approach 25 points Personnel Qualifications 15 points Previous Experience of the Project Team 20 points Total Points Available 100 points b. After the selection committee ranks the submittals, the top two (2) or three (3) firms may be invited to participate in an oral interview with the Princeton Town Board. c. Interviews will be scheduled with adequate time for a presentation and a question and answer period. d. Following the oral interview, the Princeton Town Board will select the highest ranked firm and a letter of intent to commence negotiations will be issued. e. If the Town is unable to successfully negotiate a satisfactory agreement with terms and conditions the Town determines to be fair and reasonable, negotiations with that firm will be terminated. The Town will then commence negotiations with those remaining firms in sequence of their ranking until an agreement with any of the firms, the Town reserves the right to reject all submittals and to re-solicit qualifications. f. All applicants will be notified of the selection after a contract has been executed. Page 6 of 10
6. Acceptance Time: It is expected that the Princeton Town Board will make a qualification selection by December 3, 2018. 7. Payment for Services: The Architect agrees to bill the Town of Princeton upon completion and approval of project milestones and allow thirty (30) days for payment to be received. Submission of Statements of Qualifications All submittals for consideration must be received in the Princeton Town Hall on or before Thursday, November 1, 2018 at 5:00 pm. Submittals should be directed to: Town Administrator Marla Ashworth Town of Princeton PO Box 67 Princeton, NC 27569 919-936-8171 m.ashworth@myprincetonnc.com Page 7 of 10
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