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HomeMy WebLinkAboutRFP - 7378 CARNEGIE BUILDING CONCEPTUAL DESIGNADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7378: Carnegie Building Conceptual Design OPENING DATE: 3:00 PM (Our Clock) May 1, 2012 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Exhibit 2 – Floor Plans Please contact John Stephen, CPPO, LEED AP, Senior Buyer, at (970) 221-6777 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 7378 Carnegie Building Conceptual Design Page 1 of 32 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Can you please tell me when the design team will be selected and how long you anticipate fee negotiation to take? A. We hope to make a decision and negotiate the fee within two weeks of the May 1 deadline, assuming the firm initially selected and the City can come to agreement. The RFP states the grant is providing up to $25,000 for interior and landscape space planning and conceptual design, including the public charrettes. We have a list of charrette attendees already in progress, which should aid in moving the charrettes forward early in the process. 2. Are there any specific questions you'd like the RFP to address, or shall we just do our best to address the assessment criteria on page 5. A. Please address the criteria on page 5. Also, after reading the background and scope of work, provide any information that would show your firm’s relevance to this particular project. 3. The document is called an RFP, but page 4 says, "Do not provide any pricing," shall we treat this as a RFQ instead? A. Do to Federal Grant requirements, we are not allowed to solicit a cost at this time. Cost will be negotiated with the selected consultant. However, we do want to see the scope of work and the RFP requests work hours for each phase of the project. 4. Are you interested in more narrative or visual responses? A. This is up to each submitting firm. 5. Page 4 indicates that Final Deliverables must be submitted by June 30th, 2012; can you please tell us when the project will be awarded so we understand how much time we have to complete the work? A. Assume the project will be awarded within one week of May 1, with some additional time to negotiate the final cost. 6. Are you planning to pursue LEED or any other "green" design / build initiatives? A. The City has a goal of meeting LEED Gold for any capital projects. However, as an interior remodel, we won’t be seeking LEED, but will want to pursue energy efficiency and green products and practices that might apply. 7. What will be the next phase of this project be? Addendum 1 – 7378 Carnegie Building Conceptual Design Page 2 of 32 A. After the conceptual design phase is complete, fundraising will be pursued to implement the plan. The conceptual plan is being asked to be broken into phases to allow for change to happen as funding comes available. 8. Do you have any existing drawings of the building? A. We have some basic floor plans of the building that are attached. Total building square footage is approximately 12,000. 9. Please clarify what you mean by “phased construction plan” listed in deliverables especially in regards to what might cause phasing (funding, continued occupancy during construction, etc): A. Funding is the primary challenge which will cause phasing; phasing will be contingent on the program usage priorities. 10. Do you anticipate the study to provide any of the following: - Historic assessments and/ or review with local and state historic state agencies: A. We will need to include local and/or state agencies in the process as part of the review requirement. We will not be requiring the selected firm to complete a Historical Assessment as part of this project. - Hazardous material assessments: A. No - Building exterior envelope condition assessments and recommendations, including structural, roofing, windows, etc: A. No condition assessment on the exterior envelope except the windows - Building mechanical & electrical system condition assessments and recommendations: A. No - Building code analysis and/ or review with local agencies: A. No - Accessibility analysis: A. As it pertains to how the interior spaces are oriented - Can you describe the level of detail you desire for hours projections you request: A. Break down as to type of personal and number of hours for the project that is associated with your work plan. 11. Process - Who will comprise the client group and how will input and direction be regularly provided to the selected consultant? Addendum 1 – 7378 Carnegie Building Conceptual Design Page 3 of 32 A. Jill Stilwell is the primary client and will work directly with the selected consultant. - Are their presentations to policy making boards such as the library district, city council or historical association anticipated? A. We will include the Cultural Resources Board in the process, but do not anticipate the selected consultant needing to do these presentations 4. Project objectives - Can you describe objectives and potential audiences for your distance learning program element: A. Creatives, artists, students, community members primarily in the 10 state intermountain west. - Can you describe your initial thoughts on types of performance events that might take place in the renovated facility? A. Small black box events – meaning no stage, no raked seating – to accommodate experimental theater, poetry readings, acoustic performances, etc. - Is it anticipated that existing exterior features such as playground, cabins, arbor, and a small parking lot be retained? A. Yes - Can you clarify who will be responsible for maintaining the site after improvements? A. The City of Fort Collins 12. Proposal contents- Do you desire a detailed project work plan outlining key events, timelines and products anticipated? A. If you would like to provide this, please do. 13. Would you be able to tell me which mechanical engineer in town has a history with this facility? Perhaps the one that did the ADA renovation years ago? Or someone who has modified or researched the mechanical system lately? A. We will work to provide that information with the selected consultant. 15. Would you be willing to discourage proposals from including design solutions or ideas? A. It is up to each firm to prepare their proposal as they see fit. We do anticipate significant input from our stakeholders and program developers will be required before any design solutions will be determined. Addendum 1 – 7378 Carnegie Building Conceptual Design Page 4 of 32 16. There is reference to a Master plan for the park, some existing rough drawings of the building and a drawing showing the boundary of what the library owns. Where can I find those? A. The Library Master Plan is included with this addendum as well as the floor plans; and the boundary with this addendum (the “retained area” is the City owned property that includes the Carnegie Building, adjacent Courtyard and playground). 17. Is there any information on the existing conditions assessment that has been completed? A. The existing conditions assessment is being completed by the City’s Operation Services Department and is not complete at this time. 18. Have there been any code studies of the existing building? A. No 19. Do you have a timeline established for the construction and when you anticipate the building to be re-opened, or is that to be part of the early programming process? A. The timeline for construction is dependent on fundraising efforts. The building however will begin to be used Fall 2012 in its current condition. 20. When the RFP says not provide any pricing but to provide hours, I assume that pricing is referring to fees only (not construction pricing) and that we are also not to give hourly rates. A. Yes, this is referring to consultant fees only and not construction pricing. 21. I understand that there is not a construction budget established currently and that will be part of our task during the program phase of the project. Please confirm. A. Yes, Confirmed. 22. In the ” Scope of Work – Final Deliverables” there is a list deliverables that the selected firm will provide on June 30. However items in red (below) are on this list but would appear to be requirements for the proposal due May 01. Please confirm. A. Yes, the following items are requirements of the proposal due May 01. LASTLY:  Do not provide any pricing. This will be negotiated with the selected service provider.  Please provide work hours for each phase of the project  Please limit your proposal to 40 pages. Addendum 1 – 7378 Carnegie Building Conceptual Design Page 5 of 32 EXHIBIT 2 – FLOOR PLANS Addendum 1 – 7378 Carnegie Building Conceptual Design Page 6 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 7 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 8 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 9 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 10 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 11 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 12 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 13 of 32 Library Park Masterplan R IPLEY DESIGN INC. Prepared By: Addendum 1 – 7378 Carnegie Building Conceptual Design Page 14 of 32 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 15 of 32 Project Credits Poudre River Public Library District Board of Trustees Michael Liggett, President Robin Gard, Vice President Linda Gabel, Secretary John Knezovich, Treasurer Mary Atchison Michelle Kalkowski (Shelly) Cara Neth Library Staff Holly Carroll, Executive Director Consultants Oz Architecture Ripley Design, Inc. Addendum 1 – 7378 Carnegie Building Conceptual Design Page 16 of 32 Overall Masterplan E. Oak Street E. Olive Street Peterson Street Mathews Street Owned by City Owned by Poudre River Public Library District Addendum 1 – 7378 Carnegie Building Conceptual Design Page 17 of 32 Overall Masterplan Introduction Beyond providing books for people to read, libraries provide opportunities for people to learn, to investigate, to connect with others and to have fun. These opportunities don’t begin and end at the front door, but can be ex- tended to the outside environment as well. The Main Library of the District originally constructed in 1975. Recently the Library District has had the opportunity to renovate and expand the library. While the library park landscape was not a significant part of that remodel effort, it became clear during the community design process, that there was a strong desire by the community to consider the appearance and functionality of the landscape setting as well as the library’s interior spaces. In response to community comments, the Library District authorized the creation of this master plan document to guide future site and landscape improvements as funds become available. The guiding principle of the master plan effort is to extend the learning, investigative and social opportunities that the library provides to the outside environment: Library Park. Primary Goals • Update the landscape and hardscape at the main entrance so that it will complement the new architectural components as well as enhance the user experience. • Provide a variety of seating opportunities and gathering spaces to support both individual and group activities. • Respect the historical significance of the site and the many historical features that exist in it, including the existing trees. • Make the history of the park more visible and accessible. • Insure that the park remains a safe place for users by maintaining appropriate lighting levels and making surveillance straightforward. • Reduce the existing congestion and pedestrian /bike conflicts at the library main entrance and along the diagonal path. • Provide space for additional bike parking. • Transition the landscape to become more sustainable utilizing xeric principles. • Provide the opportunity for volunteers to create and maintain special purpose gardens within a manageable framework. • Consider maintenance costs and funding sources when planning for future improvements. Addendum 1 – 7378 Carnegie Building Conceptual Design Page 18 of 32 Projects Amphitheater Bench Alle The Plaza Bike Court Story Tree Arboretum Mapping Street Accessibility Street Accessibility Owned by City Owned by Poudre River Public Library District Project Breakdown Addendum 1 – 7378 Carnegie Building Conceptual Design Page 19 of 32 Projects The Master Plan Process The design process began with a site analysis that looked at existing conditions, and noted assets and constraints of Library Park. The ownership of Library Park is divided, with the City of Fort Collins owning the southwest corner and the Poudre River Public Library District owning the remainder of the Park. The City’s Parks and Recreation Department currently maintains the entire park. The Design Team gathered information from a variety of sources, including library users, library staff, parks and recreation staff responsible for park maintenance, the city forester, local historians, New West Fest organizers, the building architects, people responsible for fund raising and the Library Board of Trustees. Alternative design concepts were presented at a community meeting to get feedback from the general public about the proposed park improvements. This meeting was followed by a presentation to the Board of Directors of the Poudre Library District, who provided comments and direction for the Master Plan document. Proposed improvements for the park are organized into projects that can be accomplished together or independently. On the following pages projects are described in more detail along with sketches that create visual images of the planned improvements. Addendum 1 – 7378 Carnegie Building Conceptual Design Page 20 of 32 Arboretum Mapping 10 18 12 15 17 16 1 11 13 14 2 4 3 5 6 7 8 9 21 19 20 87 85 84 80 79 78 77 76 7574 73 72 70 71 67 68 69 88 65 66 63 59 60 62 64 22 23 25 24 32 27 31 30 28 29 38 39 37 36 42 40 41 46 47 50 48 49 51 44 45 35 34 33 43 58 55 57 56 53 Arboretum Mapping Arboretum Mapping Library Park bounded by Oak Street, Peterson Street, Olive Street and Mathews Street was originally known as Lincoln Park. Established in the early 1900s, it was the first public park in Fort Collins. It was originally planted with trees and shrubs including many American elm trees. Most of the American elm trees have been lost to the elm beetle; however, the trees have been replaced by other species over the years. The City forestry department has made a conscious effort to increase the number and diversity of tree species in the park. The park site is now home to many distinctive trees by virtue of their unusual species, extraordinary size, or age. The Park is home to a state champion green ash tree, one of the 4th largest in the state. Many trees also were planted as a memorial to certain people or events such as in 1919 when three burr oak trees were planted to honor soldiers that served in World War I. The goal of the mapping project is to make historical site information available to more people in a user-friendly way. The historical information located throughout the park: the trees, gardens, memorials, historical markers, and art all provide an opportunity to explore and learn. Mapping all this information, similar to a data base inside the library, can make it more accessible. A variety of exterior reference nodes can be used to make the connection between exploration and learning a fun experience, while bringing the library outside. Access to a wireless network at a café table, an interactive LCD screen kiosk, a scanable code placed next to a memorial marker or tree, or geo-cached/high tech game of hide and seek, are all examples of ways to provide meaningful information about a place, thing or event. This project is long overdue. If the many pieces of historical data are not collected and documented relatively soon, much of it may be lost. 81 Species: Gleditsia triacanthos Common Name: Honeylocust Planted (Approx): 1950 60 Item: Annie the Dog Statue Placed: 1998 Notes: Adopted by railroad workers in 1934, Annie spent her life as the unofficial ambassador to Fort Collins, greeting passengers at the train depot until 1948. Her legend serves as an inspira- tion to all who read it. Addendum 1 – 7378 Carnegie Building Conceptual Design Page 22 of 32 The Plaza Planview 1 3 2 1 Existing pines and perennial garden 2 3 Enhanced paving 3 Alternative Seating 3 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 23 of 32 The Plaza The Plaza The core plaza that was originally constructed in 1975 is in need of a face lift. The goal is to update the plaza area at the main building entrance to emphasize a common design vocabulary; provide alternative seating and/or gathering options; ease pedestrian movement; reduce maintenance; and enhance security. New hardscape surfaces would be designed to provide wider and more open pedestrian access to the library, emphasizing a Poudre River theme that is already reflected in the library name and logo. The new design will emphasize a variety of places for people to sit, including seatwalls, moveable furniture, benches with arm rests, and boulders at the edge of landscape areas. Site furnishings such as benches, trash receptacles, and light fixtures will be selected to create a more uniform design vocabulary that reflects the enduring qualities of the library itself. The existing sculpture pieces currently located in the plaza will remain and there may be an opportunity to add more as part of the “Arts in Public Places” program. The new design will feature a “no curb” flush entry along Peterson Street to enhance accessibility and extend the plaza to the street. Existing trees will be retained, while shrub and perennial areas will be enhanced with plant material that provides sea- sonal color and interest without dramatically increasing maintenance costs. Looking towards building entrance Addendum 1 – 7378 Carnegie Building Conceptual Design Page 24 of 32 Bike Court (Funded!) 1 Bermed landscape island with flag 2 3 Bike Racks Connection to walk 1 2 3 2 2 Planview Addendum 1 – 7378 Carnegie Building Conceptual Design Page 25 of 32 Bike Court (Funded!) Bike Court A visual survey of the existing bicycle parking situation was conducted by library staff in late summer of this year. The survey indicated a need for approximately 30-40 bike parking spaces at any one time during the day. Depending on the size of bike, baskets, trailers, etc… the bike court will park 63-99 bikes, enough to adequately serve present and future needs. The bike court will provide convenient bike parking for not only traditional bikes, but also for bike trailers, scooters, e-bikes, etc… close to the main entrance without creating congestion. Located adjacent to the building just south of the main entrance, the bike court is part of the building remodel project. The generous concrete pavement will accommodate pedestrians and bicyclists, as well as provide space for parking a wide assortment of vehicles from tricycles to scooters for the elderly. The bike racks are selected to efficiently park bikes, be user friendly as well as to be visually coordinated. Windows along the building provide the opportunity for surveillance of the plaza to lessen the possibility of bike theft. A new landscape island surrounding the existing flag pole buffers the visual appearance of the parked bikes and creates a welcoming experience for library users. Looking south across bike court Addendum 1 – 7378 Carnegie Building Conceptual Design Page 26 of 32 Bench Allé 1 1 Benches paired on either side of walk Planview Addendum 1 – 7378 Carnegie Building Conceptual Design Page 27 of 32 Bench Allé Tree / Bench Allé The existing diagonal walk that runs from the northwest corner to the southeast corner of Library Park is part of the origi- nal park design and also acts as a “gateway” to the park for pedestrians and bicyclists coming from Old Town or the central business district. The goal is to widen and upgrade the walk, add benches along the edge and address safety issues centered around bicycle/pedestrian conflicts. A secondary purpose of the benches would be to provide a coordinated opportunity for people to purchase a memo- rial bench to honor a loved one. The custom of putting memorials in Library Park has been going on for generations resulting in a disorganized collection of stone markers, monuments and a variety of bench styles and placements. The Allé would provide an appropriate setting for future memorials. A third possibility is to incorporate special purpose gardens along the path that would be planted and maintained by volunteers. The gardens would be relatively small and developed around a theme, such as a butterfly garden, a shade garden, or an historic vegetable garden featuring heirloom plants. This would be a fun way to create hands-on learning opportunities, while encouraging stewardship of the park. Looking down allé Addendum 1 – 7378 Carnegie Building Conceptual Design Page 28 of 32 Amphitheater & Story Tree 1 Stage 2 Sloped amphiteater lawn 1 2 3 4 3 Story-telling amphitheater at base of large existing tree 4 Shrub beds Planview Addendum 1 – 7378 Carnegie Building Conceptual Design Page 29 of 32 Amphitheater & Story Tree Through New West Fest, theater groups and outdoor summer reading events, a tradition of holding performances on the lawn northwest of the library building has evolved. There are existing mature Colorado blue spruce trees that provide a natural stage backdrop. The goal would be to reinforce the existing characteristics of the space to better accommodate performances of various types. This can be done through grading and strategic planting of trees and shrubs that define the space as well as structural accommodations that may include an actual stage, seating opportunities and special lighting. Just to the east of the proposed amphitheater, there is an opportunity to do a similar project on a smaller scale. There is an existing slope wrapping around a Honeylocust tree . The pastoral space is an ideal setting for a casual talk or “story time” under the shade of the tree. Seatwalls set into the existing slope would facilitate and enhance the use of this space. Story Tree Amphitheater & Story Tree Addendum 1 – 7378 Carnegie Building Conceptual Design Page 30 of 32 Street Accessibility Planview 1 Paving extends to street for easy access to main sidewalk from parking 2 Landscape areas preserve large existing 1 trees 1 2 2 1 Addendum 1 – 7378 Carnegie Building Conceptual Design Page 31 of 32 Street Accessibility Street Accessibility Diagonal parking along Peterson Street provides convenient and popular parking for library users. How- ever, since the street sidewalk is detached from the curb, it can be cumbersome getting from your car to the sidewalk that leads to the library entrance. The fact that there are sloping conditions and that this area is sometimes full of snow and ice in the winter make it especially troublesome. The proposed solution is to incorporate attached sidewalks along Peterson Street where possible to make it easier for pedestrians to ac- cess the detached walks. Having pavement adjacent to the curb will also make it possible to clear the area of snow and ice in the winter time making it both safer and more convenient. In order to accommodate the root systems of existing trees, low retaining walls will be necessary in some locations. Paving extended to street Addendum 1 – 7378 Carnegie Building Conceptual Design Page 32 of 32 RFP 7378 Carnegie Building Conceptual Design Page 1 of 19 REQUEST FOR PROPOSAL 7378 Carnegie Building Conceptual Design The City of Fort Collins is requesting proposals from qualified firms for a consultant or consultant team to help determine the programmatic uses of interior and exterior space at the historic Carnegie Library Building in Fort Collins, Colorado. Proposals can be submitted in hard copy or electronic format. Electronic proposals can be emailed in PDF format to purchasing@fcgov.com. If submitting hard copies, please submit four (4) copies. Proposals will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), May 1, 2012 and referenced as Proposal No. 7378. If delivered, they are to be sent to 215 North Mason Street, 2 nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522- 0580. A pre-proposal meeting will be held at the site on April 18, 2012 at 10:00 am and meet on the east side of the building in the parking lot. This project is funded in part by a grant from the National Endowment for the Arts. The City encourages the participation of Disadvantaged and Women owned businesses. There is no specific contract goal for this project but the City encourages proposals from and the use of DBE firms in this project. Questions concerning the scope of the project should be directed to Project Manager, Jill Stilwell at (970) 416-2935 or jstilwell@fcgov.com. Questions regarding bid submittal or process should be directed to John Stephen, LEED AP, CPPO, Senior Buyer, at (970) 221-6777 or jstephen@fcgov.com. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 7378 Carnegie Building Conceptual Design Page 2 of 19 forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. 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 RFP 7378 Carnegie Building Conceptual Design Page 3 of 19 7378 CARNEGIE BUILDING CONCEPTUAL DESIGN SCOPE OF WORK SUMMARY The City of Fort Collins and Beet Street seek a consultant or consultant team to help determine the programmatic uses of interior and exterior space at the historic Carnegie Library Building in Fort Collins, Colorado. Deliverables will include program use design documents, construction budget, and phased construction plan. BACKGROUND The City of Fort Collins owned Carnegie Library Building (1903) has served the Fort Collins community as a center for culture and arts for over a century. Serving as a library until 1974, and then as a museum, the landmark building is centrally located in downtown Fort Collins. It is a registered local landmark and listed as part of the Laurel School Historic District. This historic treasure is being repurposed as a cultural community center, including an arts incubator. In July 2011, the City and Beet Street were awarded an NEA Our Town Grant to plan the arts incubator. The Arts Incubator of the Rockies (AIR) will require office space, distance learning space, and resource and meeting areas. Additional spaces will be made available for public rental including gallery, performance, and workshop spaces. The grant included up to $25,000 for interior and landscape space planning and conceptual design, including public charettes. This prominent historic landmark site includes the 1903 Carnegie building, landscaped areas immediately adjacent to the building, and a courtyard housing five early Fort Collins historic buildings. The Main Library of the Poudre River Library District owns the majority of the urban park and is in the midst of a renovation of its building. The Library District has developed a master plan for a large portion of the surrounding park which will need to be considered in planning the Carnegie site. SCOPE OF WORK 1. The selected firm or team will provide space planning for the interior of Carnegie building to best serve the programmatic needs of the Arts Incubator of the Rockies and the public rental spaces including gallery, performance, workshop and event spaces, etc. 2. The selected firm or team will also consider the landscaped areas around the building and the courtyard and recommend how best to integrate these resources into the program. The Library District’s master plan should also be consulted. 3. The planning process will include public outreach including 2 – 3 charrettes of key stakeholders, and may include an open-house and/or on-line survey to specific constituents or the public at large. 4. Final Deliverables: The selected firm or team will deliver a building and space program that includes: • Interior conceptual design and drawings with square footage assigned to the program design; • Landscape conceptual design and drawings that integrates with the Library Districts master plan; • Phased construction plan for implementing the full design; RFP 7378 Carnegie Building Conceptual Design Page 4 of 19 • Do not provide any pricing. This will be negotiated with the selected service provider. • Please provide work hours for each phase of the project • Please limit your proposal to 40 pages. 5. The conceptual design and budget estimates should take into account the technology infrastructure required for distance learning, video streaming, and Wi-Fi. 6. The historic nature of this building will require consultation with local, state and federal historic preservation agencies pursuant to section 106 review. TIMELINE The Final Deliverables must be submitted by June 30, 2012, or earlier, in order to comply with grant deadlines. RFP 7378 Carnegie Building Conceptual Design Page 5 of 19 REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and optional interview session. At discretion of the City, interviews of top rated firms may be held. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates 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 Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Work Hours Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? RFP 7378 Carnegie Building Conceptual Design Page 6 of 19 REFERENCE EVALUATION (TOP RATED FIRM) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness 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? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 7378 Carnegie Building Conceptual Design Page 7 of 19 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) pages, and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Contract Period. The services to be performed pursuant to this Agreement shall be initiated within five (5) days following execution of this Agreement. Services shall be completed no later than_______, 20__. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: RFP 7378 Carnegie Building Conceptual Design Page 8 of 19 Professional: City: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 With Copy to: City of Fort Collins, Purchasing PO Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits and errors and omissions insurance in the amount of $ Optional: according to the Insurance Requirements attached hereto as Exhibit “ “, consisting of one (1) page. 6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs. All such fees and costs shall not exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's RFP 7378 Carnegie Building Conceptual Design Page 9 of 19 actual reimbursable expenses. [Optional] Insert Subcontractor Clause Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. Compensation. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($ ). Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City-verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival, prepared on stable Mylar base material using a non-fading process to provide for long storage and high quality reproduction. "CD" disc of the as-built drawings shall also be submitted to the RFP 7378 Carnegie Building Conceptual Design Page 10 of 19 City in an AutoCAD version no older then the established city standard. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event RFP 7378 Carnegie Building Conceptual Design Page 11 of 19 the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Professional represents and agrees that: a. As of the date of this Agreement: 1. Professional does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Professional will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Professional shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a RFP 7378 Carnegie Building Conceptual Design Page 12 of 19 subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Professional is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. d. If Professional obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Professional shall: 1. Notify such subcontractor and the City within three days that Professional has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Professional shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Professional shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Professional violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Professional shall be liable for actual and consequential damages to the City arising out of Professional’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Professional violates this provision of this Agreement and the City terminates the Agreement for such breach. 18. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting of ( ) pages, attached hereto and incorporated herein by this reference. RFP 7378 Carnegie Building Conceptual Design Page 13 of 19 THE CITY OF FORT COLLINS, COLORADO By: _________________________________ James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: ______________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] or Doing business as [insert name of business] By: __________________________________ Title: _______________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date: _______________________________ ATTEST: _________________________________ (Corporate Seal) Corporate Secretary RFP 7378 Carnegie Building Conceptual Design Page 14 of 19 INSURANCE REQUIREMENTS 1. The Professional will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Professional shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Professional, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Professional under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Professional's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Professional shall maintain during the life of this Agreement for all of the Professional's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Professional shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Professional shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. RFP 7378 Carnegie Building Conceptual Design Page 15 of 19 [Optional] EXHIBIT “ ” CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Professional hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Professional has agreed to perform, the Professional hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Professional agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Professional shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Professional shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Professional understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Professional shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Professional ceases to perform services for the City, or the City so requests for any reason, the Professional shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Professional understands and agrees that the City’s remedies at law for a breach of the Professional’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. RFP 7378 Carnegie Building Conceptual Design Page 16 of 19 FEDERAL REQUIREMENTS Access to Records: Contractor agrees to provide access to its books, documents, papers, and records to the extent such are subject to inspection under applicable law for the purpose of audit, examination, excerpts, and transcriptions. Record Retention: Contractor shall retain all records for the greater of five years or for so long as such records pertain to any disputes or other pending matters. Clean Air Act: Contractor will comply with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR part 15). Clean Water : (1) The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. The Contractor agrees to report each violation to the Purchaser and understands and agrees that the Purchaser will, in turn, report each violation as required to assure notification to the appropriate EPA Regional Office. Energy Policy and Conservation Act: Contractor will comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94–163, 89 Stat. 871). Lobbying Restrictions: By accepting funds under this award, you agree that none of the funds obligated on the award shall be expended, directly or indirectly, to influence congressional action on any legislation or appropriation matters pending before Congress, other than to communicate to Members of Congress as described in 18 U.S.C. 1913. This restriction is in addition to those prescribed elsewhere in statute and regulation. No Obligation by the Federal Government: The Purchaser and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract, absent the express written consent by the Federal Government, the Federal Government is not a party to RFP 7378 Carnegie Building Conceptual Design Page 17 of 19 this contract and shall not be subject to any obligations or liabilities to the Purchaser, Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying contract. The Contractor agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by DOE. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions. Federal Changes: Subject to Pricing and Time Schedule as provided below, Contractor shall at all times comply with all applicable DOE regulations, policies, procedures and directives, including without limitation those listed directly or by reference in the Grant Agreement between City and DOE, as they may be amended or promulgated from time to time during the term of this contract. Pricing and Time Schedule: The price(s) and time schedule(s) set forth herein are based on applicable laws, rules, regulations, orders or requirements of governmental authorities and other applicable codes and standards effective on the day prior to the date of Contractor’ bid, proposal, quote or other response to the City’s initial solicitation or inquiry. Any change to any law, rule, regulation, order, code, standard or requirement (including any changes in application or interpretation thereof) which requires any change or addition to the work hereunder shall entitle Contractor to an equitable adjustment in the Agreement price(s) and time schedule(s). Early Termination by City: Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. In the event of any such early termination by the City, the Contractor shall be paid for all services performed prior to the date of termination including a reasonable profit margin on such services and for all reasonable costs arising from such termination Such payment shall be the Contractor's sole right and remedy for such termination RFP 7378 Carnegie Building Conceptual Design Page 18 of 19 Disputes: The parties shall make a diligent, good faith attempt to resolve by negotiation all disputes arising out of or in connection with this Agreement. If such negotiation is unsuccessful within a period of forty-five (45) days, the parties shall make a diligent, good faith attempt to settle the dispute by mediation. If such mediation is unsuccessful within a reasonable period of time, either party may submit any unresolved dispute to arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association. Any such arbitration shall be conducted in Denver, Colorado, by the Regional Office of the American Arbitration Association. Any award shall be final and binding, and may be entered into a court of competent jurisdiction for enforcement. Performance during Dispute: Unless otherwise directed by City, Contractor shall continue performance under this Contract while matters in dispute are being resolved Claims for Damages: Should either party to the Contract suffer injury or damage to person or property because of any act or omission of the party or of any of his employees, agents or others for whose acts he is legally liable, a claim for damages therefore shall be made in writing to such other party within a reasonable time after the first observance of such injury of damage. Remedies: The laws of the State of Colorado shall govern the validity, interpretation and enforcement of this Agreement. Assignment may be made only with the written consent of both parties; provided, however, that Contractor may assign to its affiliate without consent. Venue for the resolution of any dispute requiring court action shall be in U.S.Federal Court in Denver, Colorado. Rights and Remedies: The duties and obligations imposed by the Contract Documents and the rights and remedies available there under shall be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. No action or failure to act by the (Recipient), (Architect) or Contractor shall constitute a waiver of any right or duty afforded any of them under the Contract, nor shall any such action or failure to act constitute an approval of or acquiescence in any breach there under, except as may be specifically agreed in writing. RFP 7378 Carnegie Building Conceptual Design Page 19 of 19 CITY OF FORT COLLINS BID PROTEST PROCEDURES The City of Fort Collins has a protest procedure, covering any phase of solicitation or award, including but not limited to specification or award. The protest procedures are available from the Purchasing Department, City of Fort Collins, 215 N. Mason, Street, 2nd Floor, P. O. Box 580, Fort Collins, CO. 80522. You may also request a copy of the procedures by emailing: Purchasing@fcgov.com or calling 970-221-6775. 54 52 83 82 81 86 61 E. Oak Street E. Olive Street Peterson Street Mathews Street Mapping Example Addendum 1 – 7378 Carnegie Building Conceptual Design Page 21 of 32