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HomeMy WebLinkAboutRFP - P954 POLICE SERVICES FACILITY DESIGN & BUILD (5)Page 1 of 27 REQUEST FOR PROPOSAL CITY OF FORT COLLINS POLICE SERVICES FACILITY-DESIGN/BUILD PROPOSAL NO. P954 PROPOSAL DATE: 3:00 P.M. (OUR CLOCK) October 8, 2004 Page 2 of 27 Request for Proposal City of Fort Collins Police Services Facility-Design/Build Proposal No. P954 The City of Fort Collins is seeking qualifications and the best possible combination of design and building construction services for the design and construction of a new Police Facility. Written proposals, six (6) copies, will be received at the City of Fort Collins’ Purchasing Division, 215 North Mason Avenue, Fort Collins, Colorado 80521. Proposals will be received before 3:00pm (our clock) October 8, 2004. Proposal No. P954 Proposing teams or members must have experience on Police Facilities projects of similar size and must also have experience on design-build projects within the last five years. No telephone communications regarding the scope of the project will be answered. City of Fort Collins’ staff will not hold individual meetings with any prospective proposers. Questions concerning the scope of the proposal will be addressed in one way. 1. A pre-proposal meeting will be held on September 17, 2004, at 10:00 a.m.-12:00 p.m., at 300 West LaPorte Avenue (City Council Chambers) in Fort Collins. Questions regarding the proposal submittal process should be directed to James B. O’Neill II, CPPO, FNIGP, (970) 221-6775. Questions regarding the project should be directed to Ron Kechter, PE, Facilities Project Manager (970) 221-6805. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision- making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Page 3 of 27 TABLE OF CONTENTS CHAPTER 1................................................................................................................... 4-6 CHAPTER 2................................................................................................................... 7-8 CHAPTER 3...................................................................................................................... 9 CHAPTER 4.................................................................................................................... 10 CHAPTER 5............................................................................................................... 11-12 CHAPTER 6............................................................................................................... 12-15 CHAPTER 7.................................................................................................................... 16 CHAPTER 8.................................................................................................................... 17 Page 4 of 27 CHAPTER 1 – GENERAL INFORMATION 1. GENERAL The City of Fort Collins is seeking qualifications and the best possible combination of design and building construction services for the design and construction of a new Police Facility. Pre-Conceptual design of the Facility has determined the building to be approximately 93,000 sq. ft. located on the west side of Timberline Road north of Drake Road. The Facility will serve the Fort Collins Police Services, which will include administration, patrol, information services, investigative services, and common areas. 2. REQUIREMENTS The City desires the best possible combination of design and building construction services for the project. The successful team will be responsible for ALL disciplines required for the design, engineering, cost estimating, and construction services necessary for completion of the project from conceptual design through project close- out. The successful team will be responsible for meeting all state and local licensing requirements in the design and construction of the facility. The standards referenced and included in this RFP are intended to establish the expectations the City has for this project regarding quality of materials and workmanship. 3. TEAM BUILDING The City desires a successful project for everyone involved. The City would like to create an environment where trust and teamwork prevent disputes, foster a cooperative bond to everyone’s benefit, and facilitate the completion of a successful project. City staff wishes to work with the design/build team closely on a day to day basis as members of a project team during design and construction. 4. DESIGN/BUILD SELECTION PROCESS The design/build selection process will be completed in two phases: Step I: Selection by Qualifications The City will issue a “Request for Proposal” (RFP) and select the top three design/build teams based upon the quality and experience of the team. No schematic plans for this project will be considered in Step I. The selection committee will evaluate the submitting Teams’ qualifications only, NOT specific architectural proposals. Step II: Selection of the Design/Build Team The City will transmit to the three selected design/build teams the following: a. The “Police Services Space Plan”, dated September 2000, as prepared by Roth Sheppard Architect, using the staff projections through the year 2020 for a single facility. (This space plan will be updated by the selected design/build team). b. A detailed list of the City’s “Expectations” of the project and any special requirements. c. A site boundary survey showing gross acreage as well as the approximate net acreage after dedication of the proposed streets on all four sides. d. A current topographic drawing of the site. e. A copy of the preliminary soils report, dated July 28, 2000, prepared by CTL/Thompson of the entire site. Page 5 of 27 f. A schematic design interview of two hours will be held with each design/build team and the City’s selection committee. g. Phase I Environmental Assessment. h. Construction cost factors. Establish in detail the factors which will be used in determining the final prices of work on time and material projects OR on negotiated guaranteed maximum price construction contracts. These factors shall be comprehensive in establishing all costs to be applied to direct project labor and materials in determining the construction cost. Commitments shall include: ƒ Overhead and profit (combined) margin for general office activities on the base bid cost. ƒ Overhead and profit (combined) margin for field office activities on the base bid cost. ƒ Markup on subcontractor work by the General Contractor. ƒ Markup on materials and equipment on the base bid cost. ƒ Markup on project labor or materials to determine the final contract price. ƒ Change order markup, including supervision allowance, labor and material markups, and overhead and profit percentages, as a percent of labor and materials cost for any changes in the work following contract award. ƒ You MUST submit the above requested information. The selection team will consider other methods of contract negotiations that the firm may have experience with. Firms are encouraged to submit basis for contract negotiation. ƒ Your firm is expected and required to have a completely open book policy on all pricing of work. i. Following is the proposed schedule for the selection process: STEP I DATE RFP to Proposers September 10, 2004 RFP Pre-Proposal Meeting September 17, 2004 Received Proposals October 8, 2004 Select Three Design/Build Teams October 25, 2004 STEP II DATE Submit Information to Three Design/Build Teams October 27, 2004 Pre-Proposal Meeting with Three Design/Build Teams November 16, 2004 Receive Design/Build Proposals December 6, 2004 Interviews with Three Design/Build Teams December 16, 2004 Select Final Design/Build Team December 17, 2004 Notice to Proceed D/B Team January 31, 2005 5. PURCHASING RESTRICTIONS The proposer’s authorized signature on the proposal assures the team’s compliance with City of Fort Collins’ purchasing restrictions. A copy of the restrictions are available for review in the Purchasing and Risk Management Division or the City Clerk’s Office. City of Fort Collins’ Resolution 91-121 requires that suppliers and producers of cement, or products containing cement, to certify that the cement was not made in cement kilns that burn hazardous waste as fuel. Page 6 of 27 6. THE CAPITAL PROJECTS PROCEDURE MANUAL The City of Fort Collins has adopted the uses of the Capital Projects Procedures Manual. The detailed Scope of Work for this project will relate to this manual. This manual correlates very closely to the phases of work sequence by the American Institute of Architects. It includes site analysis, schematic design, design development, construction documents, bidding, construction administration and project close-out. This manual will be available for use by the selected team. 7. BUILDING DESIGN STANDARDS MANUAL The City of Fort Collins has developed a Building Design Standards Manual, dated August 1997. This manual will be available for use by the selected team. 8. STATE TAXATION The City of Fort Collins is exempt from all state taxation including state sales and use taxes. Page 7 of 27 CHAPTER 2 – OBJECTIVES 1. DESCRIPTION The proposed project is the design and construction of an approximately 93,000 sq. ft. Police Facility. The Facility will serve the Fort Collins Police Services, which will include administration, patrol, information services, investigative services, and all common areas. The site size is approximately ten (10) gross acres, with a net acreage after dedication of all street rights-of-way of approximately seven and one half (7.5) acres. It is anticipated the building will be 2-3 stories in height with parking for approximately three hundred thirty (330) vehicles (100 visitors and 230 secured). The new Facility is being constructed to replace the existing Police Services Facility located at 300 West LaPorte Avenue (26,000 sq. ft.). Divisions to be located in the building are administration, patrol, information services, investigative services, community room and training room, and common areas. The project will conform to the City of Fort Collins Land Use Code. 2. IMAGE Project Positive Image to the Community a. Convey sense of permanence and community pride. b. Timeless look, not “trendy”. c. Avoid flashy or expensive looking. d. Solid and permanent e. Useful and efficient f. Fits well into site/environment Welcome Persons with all Levels of Abilities a. Friendly barrier-free design. b. Integrate the disabled without stigmatizing them. c. Universal design for entire population (all ages, all levels of ability). d. Warm, professional and welcoming. e. Wide, well lighted corridors. f. The building should “delight” visitors. g. Enough entries to be convenient to approach from more than one direction. 3. FLEXIBILITY/DURABILITY Avoid having the Building Become “Outdated” in 5-10 Years a. “Serviceable” life of the building anticipated to be 40+ years. b. Plan for changes. c. Maximize use of re-locatable/reusable/recyclable products. d. Maintain “modular” space standards as identified in the program. e. Plan for future expansion. Reduce On-Going Maintenance and Repair Costs a. Reduce need to repair or replace equipment and materials. b. Use materials that prolong the useful service life of the building. c. Ensure equipment and corresponding distribution network is accessible for serviceability. d. Consider maintenance cost in the life cycle analyses of equipment, systems and materials. Page 8 of 27 4. WORK ENVIRONMENT a. Recognizing that people are the highest cost associated with buildings, provide an “uplifted” work environment that supports and enhances, worker productivity. b. Design high quality lighting utilizing daylighting and quality electric lighting. c. Maximize visual connections to the outdoors without negatively, impacting energy use. d. Create a thermally comfortable environment with minimal use of energy. e. Provide good indoor air quality through use of less toxic materials, well-designed ventilation, etc. f. Minimize HVAC, and other equipment noise. 5. SUSTAINABLE DESIGN It is the intent of the City of Fort Collins that the project earn enough credits using the US Green Building Council’s (USGBC) LEED™ Green Building Rating System to earn a “Silver” certification. The most current version of LEED™ at the time of the project design shall be used. In this context, it is desired that particular attention be given to building shape and orientation to optimize daylighting potential while minimizing unwanted heat gain and glare. Page 9 of 27 CHAPTER 3 – PROFESSIONAL SERVICES 1. DESIGN SERVICES All the necessary design services to complete the project including the following: a. All architectural design services – prime and local ƒ Sustainable Design ƒ Acoustical Design b. All planning design services – local • Sustainable Design c. All landscaping and irrigation design services – local • Sustainable Design d. All civil design services – local • Sustainable Design • Transportation Impact Study (TIS) • All other civil work necessary for City approval e. All structural design services • Sustainable Design f. All mechanical design services • Sustainable Design • Fire Protection Design g. All electrical design services ƒ Sustainable Design ƒ Communications & Security Systems ƒ Fire Alarm System h. Any Special System Design Services needed for a Police Facility The City of Fort Collins requests the prime architect be very experienced in Police Facility Design and include an architect and planning firm experienced in working with the City of Fort Collins planning process. Also, the City requests all design consultants be contracted with the prime architect. 2. CONSTRUCTION SERVICES All necessary construction services to complete the construction of the project, including a cost consultant. 3. PROJECT BUDGET The project budget for the design and construction services is in the range of $20,000,000 to $22,500,000, which includes the design services, building construction, and all “on-site” improvements. Page 10 of 27 CHAPTER 4 – SPECIAL INTERFACES 1. SUSTAINABLE DESIGN The goal of the City is that the project will be designed using the U.S. Green Building Council’s (USBGC) LEED™ Green Building Rating System for new construction and major renovations, to earn a “silver” certification. 2. COMMISSIONING The City of Fort Collins will provide the commissioning firm and the design/build team will be asked to coordinate the design and construction with this commissioning agent. 3. ART IN PUBLIC PLACES The design/build team will be requested to work with an artist from the City’s “Art in Public Places” Program with the intent to design artistic elements into the project concept, and that are within the APP budget for this project. A member of the design/build team will be added to the committee that selects the artist. The City will contract directly with that artist. 4. FURNITURE DESIGN AND INSTALLATION The City of Fort Collins will be responsible for the furniture design and procurement. It is intended the design/build team will assist in the coordination of this effort as the furniture design effort will proceed at the same time as the building design effort. 5. TESTING SERVICES The City of Fort Collins will be responsible for all the testing services (soils, concrete, asphalt, structural steel, etc.). It is intended the design/build team will assist in the coordination of this effort. 6. COMMUNICATION WORK The City of Fort Collins will be responsible for all communication work (telephone and computer cabling). It is intended the design/build team will assist in the coordination of this effort. Also, it will be the responsibility of the design/build team to install the raceways, conduits, fixtures, etc. for the communication systems. Security for the facility will be the responsibility of the design/build team. Page 11 of 27 CHAPTER 5 – QUALIFICATION REQUIREMENTS Only Teams that have the requisite experience and qualifications are encouraged to submit proposals. 1. DESIGN/BUILD PROJECTS OF POLICE FACILITIES Provide a brief project description and history for design/build projects, similar in scope to this project, completed in the last 5 years. Include the following information. a. Project description that includes the project name, firms that comprised the design/build team, occupancy type (UBC), construction type (UBC), gross square footage, major structural system(s), and HVAC system. b. Project history that includes the original schedule agreed upon at the time of signing the contract, the actual duration of design and construction, and any special characteristics of the project. c. Project budget information that includes the cost at the time of signing the contract, and the final cost. d. Methodology for controlling project cost and schedule for each phase of the project. e. Names, addresses and telephone numbers of project owners. 2. FINANCIAL CAPABILITY Applicants must have the financial capacity to absorb project start-up costs, as well as to maintain the day-to-day working financial aspects of the organizational structure. Provide the following information: a. Bonding company. Provide the name, address and phone number of the firm’s bonding agent. Provide a letter from the bonding agent indicating the firm’s bonding capacity is adequate ($22,500,000) to undertake this work. b. Identify project financial arrangements. c. Any pending or outstanding claims or judgments. d. References from banking and credit institutions with whom business has been conducted. e. Insurance company. Provide the name, address and phone number of the firm’s insurance agent(s). Provide certificate of insurance outlining coverage and policy limits. Can this coverage be extended for work on this project? Can coverage be increased? Can City and Engineer be listed as an additional insured? Are there any current claims that will affect coverage limits available to the City for this project? f. Financial statement. Provide a recent financial statement (audited if possible) including balance sheet and income statement showing: ƒ Current assets ƒ Other assets ƒ Current liabilities ƒ Other liabilities ƒ Fixed assets and equipment g. Banking reference. Provide the name, address and phone number of the firm’s banking reference. Page 12 of 27 3. MANAGEMENT EXPERIENCE AND CAPABILITY Applicants must have strong project team leadership capability and relevant management experience, for both the design and the construction services. Provide information on: a. Recent (within the past 5 years) examples of management of projects that required management organization, skills, and expertise, similar to those required by this project. b. Approaches used to cut costs when estimated costs exceed the budget. 4. EXPERIENCE WITH SUSTAINABLE DESIGN State the team’s commitment to and experience with whole-building performance and sustainable design. List projects completed within the past 5 years that feature workable, cost-effective, low energy, and sustainable design strategies. Include: a. Design team organization used for these projects. b. Description of the process used to reach final design. c. Description of the low energy, sustainable design features of each project. d. Descriptions of energy analysis technique(s) used. e. Information on commissioning and actual performance of the listed projects. f. Names, addresses and telephone numbers of project owners. 5. TEAM MEMBER EXPERIENCE Describe the level of participation in the projects listed above by key staff proposed for this project. Provide information regarding each team member’s professional licensure. Provide information regarding recent team member experience with the City of Fort Collins’ development review process, including the procedures and requirements necessary under the current Land Use Code of the City of Fort Collins “City Plan”. 6. TEAM BUILDING Describe any experience by the team or key staff on the team with similar owner/design/ build teams. Describe the firm’s experience with team building, either formal or informal. Highlight any team building experience by key staff proposed for the project. Provide references for cited experience. Describe any experience by the firm or key staff with similar owner/engineer/contractor teams. Highlight any team building experience by key staff proposed for this project. Provide references for cited experience. Address in this section all projects completed in the last five years on a negotiated contract basis and give details and references. 7. UNIQUE CAPABILITIES Describe any unique capabilities/experience the proposed key staff will bring to this project. How will their experience benefit this project? 8. SAFETY RECORD Provide the firm’s OSHA reportable accident rate and current workman’s compensation insurance multiplier for the last 3 years. Outline your company’s safety program and any additional information that would be useful in showing your approach to a safe work site. Unsafe conditions with respect to the public, owner, engineer, and contractor are not an option. 9. SUBCONTRACTORS Based on the description of the work in this request, describe subcontractors that you Page 13 of 27 have working relationships with that might be used on these projects. 10. AGREEMENT COMMENTS Design Build team is expected to sign the agreement (Chapter 7). Any exceptions to the agreement must be stated with your submission of qualifications for this project. The City makes no guarantees it will change the agreement but will consider the exceptions. CHAPTER 6 – PROPOSAL EVALUATION CRITERIA 1. PROCUREMENT PROCESS This is a two-step procurement process. Firms will be judged on the following rating criteria. 2. STEP 1 No schematic plans for this project will be considered in Step 1. The selection committee will evaluate the submitting teams’ qualifications only, NOT specific architectural proposals. Proposals will be evaluated on the following criteria. These criteria will be the basis for review of the written proposal and the oral interviews. The rating scale is from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. Weighting Factor Criteria Standard 4.0 Team Capability/ Experience Does the team have the capability and experience to design and construct a project of this type and scope? Does the team have the skills to manage and obtain the necessary development? Are sufficient people of the requisite skill assigned to the project? 2.0 Assigned Personnel Has the team identified the personnel that will work on the project? 1.0 Schedule/Availability Can the target completion date be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Services? 1.0 Motivation Is the team interested and motivated to perform the work in the required time frame? 1.0 Sustainable Design Has the team completed LEED design work? 1.0 Safety Has the team performed, meeting all safety requirements. Page 14 of 27 3. STEP II The three Design/Build Teams that are selected to proceed to the design and costing process will also be evaluated by the following criteria. The rating scale will be from 1 to 5, with 1 being a poor rating, and 5 being an outstanding rating. Weighting Factor Criteria Standard 4.0 Scope of Proposal Does the proposal show an understanding of the scope of the project, methodology to be used in the design and construction phases and the results that are desired from the project? 3.0 Cost for Design/ Build Project Are the proposed design/build costs reasonable and competitive? 2.0 Construction Performance Do the referenced projects reflect favorably in respect to completion within the contract schedule, cost and number of change orders and claims? 2.0 Assigned Project Team Does the proposed team have the necessary skills and experience to fulfill the requirements of the project? Is the key staff available to doe the work? 1.0 Safety Record OSHA Illness/Injury Rate, OSHA Lost Work Day Incidence Rate and Workman’s Comp Experience Modification Rate Insurance multiplier. 1.0 Team Experience Design/Build & Sustainable Design Has the firm worked on projects similar in scope to this project? Has partnering been used as a basis in design and construction of other projects? Was this work of high quality in nature? Has the team completed LEED design work? 1.0 Construction Cost Factors Do the proposed construction cost factors compare favorably with industry standards and other firms’ construction cost factors? 1.0 Motivation Has the firm shown an interest in work and a commitment to the successful completion of the project? Page 15 of 27 4. EVALUATION COMMITTEE The same panel will evaluate each proposal. The panel will be comprised of the following: Police Services Representative, Utilities Representative, Purchasing, City’s Project Manager, Administrative Services Representative, and an outside representative. Panel member evaluation scores, rankings, results and comments will remain confidential. 5. REFERENCE EVALUATION (TOP RANKED TEAM) The Project Manager will check references of the top ranked firms using the following criteria. The evaluation will be labeled Satisfactory/Unsatisfactory. Qualification Standard Overall Performance Would you hire this designer or builder again? Did they have the skills required by the project? Timetable Was the original scope of work completed within the specified time? Were interim deadlines met in a timely manner? Professionalism Was the professional responsive to client needs? Did the professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original scope of work completed within the project budget? Quality Was the project functional upon completion and did it operate properly? Did the project meet or exceed the client objectives and needs? Submit six (6) of your proposals. Page 16 of 27 CHAPTER 7 – EXAMPLE AGREEMENT Example Agreement will be issued by Addendum on approximately September 20, 2004 Page 17 of 27 CHAPTER 8 – EXHIBITS 1. Boundary Survey of the Site 2. Conceptual Review Comments of the Site 3. City’s Proposal Organization Chart of Project Team 4. Milestone Schedule 5. Police Services Organization Chart Page 18 of 27 A REPRESENTATION OF EXHIBIT 1 1 1 Page 19 of 27 EXHIBIT 2 Page 20 of 27 Page 21 of 27 Page 22 of 27 Page 23 of 27 Page 24 of 27 Page 25 of 27 EXHIBIT 3 APP ARTIST OWNER COMMISSIONING GENERAL CONTRACTOR A/E PLANNING TEAM GC CONSULTANT CONSULTANT CONSULTANT CONSULTANT CONSULTANT CONSULTANT CONSULTANT SUBCONTRACTOR SUBCONTRACTOR SUBCONTRACTOR SUBCONTRACTOR SUBCONTRACTOR SUBCONTRACTOR SUBCONTRACTOR SUBCONTRACTOR SUBCONTRACTOR Page 26 of 27 EXHIBIT 4 MILESTONE SCHEDULE NEW POLICE FACILITY Timberline Site North of Drake Issued: August 19, 2003 Revised: September 11, 2003 Revised: February 19, 2004 Revised: August 2, 2004 ITEM ESTIMATED COMPLETION DATE: 1. ROW Work Closed on Timberline Site July 20, 2004 3. Financing City Council Approves Issuance of Bonds and Appropriates Project Funding July 6, & 20, 2004 4. Design and Construction Start the Preparation RFP for Design/Build Team August 1, 2004 Solicit Design/Build Proposals October 1, 2004 Receive Design/Build Proposals November 1, 2004 Select Design/Build Team and Notice to Proceed January 1, 2005 Start Off-Site Improvements (Engineering) April 1, 2005 Finish Off-Site Improvements (Engineering) October 1, 2005 Complete Preliminary Design February 1, 2006 Begin Final Design February 15, 2006 Complete Final Design July 1, 2006 Notice to Proceed Construction August 1, 2006 Complete Construction December 31, 2007 Occupy New Facility January 31, 2008 file: milestone schedule police Page 27 of 27 EXHIBIT 5