TOWN OF WINDERMERE REQUEST FOR QUALIFICATIONS RFQ: # ARCHITECTURAL/ ENGINEERING SERVICES FOR TOWN FACILITIES

Transcription

1 TOWN OF WINDERMERE REQUEST FOR QUALIFICATIONS RFQ: # ARCHITECTURAL/ ENGINEERING SERVICES FOR RESPONSES ARE DUE BY 5:00 PM EST June 2, 2014 MAIL OR DELIVER RESPONSES TO: ATT: Rbert Smith, Twn Manager 614 Main St. Windermere, FL CONTACT: Rbert Smith, Twn Manager 614 Main St. Windermere, FL Phne: (407) , Fax (407)

2 1. OVERVIEW The Twn f Windermere is seeking qualificatins and prpsals frm qualified architectural and engineering firms r teams f architectural and engineering firms t prvide cmplete design services with respect t the Twn s desire t explre the current and future needs as it relates t the Twn s Gvernmental Cmplex lcated at 614 Main St. Windermere, FL. This prject includes: verifying the current and prjected space needs f Twn departments hused in the existing Twn Office facilities; analyzing develpment feasibility and preparing rder f magnitude cst estimates, develping design alternatives fr the Twn s cnsideratin t meet the space needs f the Twn Departments; taking the design cncept n the site selected by the Twn and develping schematic plans and specificatins sufficient t present a detailed prject budget fr cnsideratin. In additin t meeting the Twn s space needs, the resulting plan fr the Twn Offices must meet the requirements f the Americans with Disabilities Act (ADA), the State Building Cde, and all ther regulatry requirements pertaining t the design, functin, and safety f a Twn Office facility. Thse firms interested in prviding this service are instructed t submit three (3) bund cpies, ne (1) unbund riginal, and ne (1) electrnic cpy (CD: PDF Frmat) f their qualificatins pertinent t the scpe f wrk prir t 5pm Eastern Standard Time, June 2, 2014, t the attentin f Rbert Smith, Twn Manager 614 Main St. Windermere, FL Qualificatin dcuments received after this date and time will nt be cnsidered. The Twn f Windermere reserves the right t reject any and all qualificatin dcuments received, t slicit new qualificatin dcuments, r take any ther such actins that may be deemed t be in the best interest f the Twn f Windermere. The Twn f Windermere is an Equal Opprtunity Emplyer. MBE/WBE/DBE businesses are encuraged t participate. The Twn f Windermere strictly enfrces pen and fair cmpetitin. 2

3 2. SUBMISSION REQUIREMENTS: Firms are invited t submit qualificatins dcuments t the Twn f Windermere RFQ Architectural/Engineering Services fr Twn Facilities. Requirements fr submissin and selectin criteria may be btained frm the Twn f Windermere s web site at All questins pertaining t this Request fr Qualificatins (RFQ) shuld be directed, in writing, t Rbert Smith, Twn Manager, 614 Main St. Windermere, FL 34786, by facsimile (407) , r by rsmith@twn.windermere.fl.us. Any addenda t this RFQ shall be made n the Twn web site. It is the sle respnsibility f thse submitting an RFQ t check the web site fr addendums. These questins are due by 5pm EST May 15, Final addenda will be psted by 5pm EST May 19, Prpsers must submit ne (1) riginal respnse unbund marked Original, three (3) bund cpies marked Cpies, and ne (1) electrnic cpy (CD; PDF Frmat) f the submittal in a sealed envelpe clearly marked n the utside with the Prpsers name and RFQ Architectural/Engineering Services fr Twn Facilities addressed and delivered t: Att: Rbert Smith, Twn Manager 614 Main Street Windermere, FL All qualificatins must be received by Rbert Smith befre 5:00pm EST June 2, Any qualificatins received after this date and time will be autmatically rejected. Materials may be delivered by Certified Mail, Return Receipt, hand delivered r curiered. Faxed r ed prpsals will be autmatically rejected. Hand delivered qualificatin dcuments may request a receipt. If sent by mail r curier, the abve mentined envelpe shall be enclsed in anther envelpe addressed t the entity and address stated abve. Prpsers shuld be aware that certain express mail services will have t meet the required time frame f submittal r be deemed autmatically rejected. It is the sle respnsibility f the Prpser t ensure their prpsal is received in a timely manner. The Twn f Windermere reserves the right t reject any and all prpsals, t waive infrmalities in any r all qualificatin dcuments, t re-advertise fr RFQ s, and t separately accept r reject any item r items and t negtiate cntracts in the best interest f the Twn f Windermere. While every effrt has been made t ensure the accuracy and cmpleteness f the infrmatin in this RFQ we recgnize that the infrmatin may nt be cmplete in every detail and that all wrk may nt be expressly mentined in these specificatins. It is the respnsibility f the prpsing cmpany t include in their prpsal all pertinent infrmatin in accrdance with the bjectives f the Twn. 3

4 3. Calendar f Events All times listed in the calendar f events is Eastern Daylight Time Request fr Qualificatins Advertised May 1, 2014 Technical Questins Due t the Twn (written) May 15, 2014 Respnses t Questins Due frm the Twn May 19, 2014 Prpsals Due t the Twn June 2, pm EST Shrt List Presentatins (if necessary) June 2014 Cntract Negtiated with Twn June/July 2014 Bard Apprval f Qualified Vendr July/September 2014 The Twn reserves the right t alter scheduled dates if necessary 4

5 4. Instructins t Respndents 4.01 Descriptin Twn f Windermere is seeking prpsals frm qualified architectural and engineering firms r teams f architectural and engineering firms t prvide cmplete design services with respect t the Twn s desire t explre the current and future needs as it relates t the Twn s Gvernmental Cmplex lcated at 614 Main St. Windermere, FL Cpies f Respnding Dcuments Only cmplete sets f Respnding Dcuments will be issued and shall be used in preparing respnses. The Twn des nt assume any respnsibility fr errrs r misinterpretatins resulting frm the use f incmplete sets Disqualificatin f Respndents A. NON-COLLUSION AFFIDAVIT: Any persn submitting a respnse t this invitatin must execute the enclsed NON-COLLUSION AFFIDVIT. If it is discvered that cllusin exists amng the Respnders the respnse f all participants in such cllusin shall be rejected, and n participants will be cnsidered in future respnses fr the same wrk B. PUBLIC ENTITY CRIME: A persn r affiliate wh has been placed n the cnvicted vendr list fllwing a cnvictin fr a public entity crime may nt submit a respnse/bid n a cntract t prvide any gds r services t a public entity submit respnse/bids n leases r perfrm wrk as a cntractr, supplier, subcntractr, r cnsultant under a cntract with any public entity, and may nt transact business with any public entity in excess f the threshld amunt prvided in sectin , Flrida Statutes, fr Categry Tw fr a perid f 36 mnths frm the date f being placed n the cnvicted vendr list. C. DRUG-FREE WORKPLACE FORM: Any persn submitting a respnse r qualificatin dcuments in respnse t this invitatin must execute the enclsed DRUG-FREE WORKPLACE FORM and submit it with the respnse. Failure t cmplete this frm in every detail and submit it with yur respnse will result in immediate disqualificatin f yur respnse. 5

6 D. CONFLICT OF INTEREST: Any Respndent wh is deemed t have a cnflict f interest prhibited by Chapter 112, Flrida Statutes, shall be disqualified. E. PROHIBITED COMMUNICATION: Any frm f cmmunicatin, except fr written crrespndence authrized herein, shall be prhibited regarding this particular request fr qualificatins, r any ther cmpetitive slicitatin between: 1. Any persn r persn s representative seeking an award frm such cmpetitive slicitatin; and 2. Any Twn Cuncil Member r any Twn staff authrized t act n behalf f the Cuncil t award a particular cntract (Selectin Cmmittee Member, etc) Fr the purpse f this sectin, a persn s representative shall include but nt limited t, the persn s emplyee, partner, fficer, directr, cnsultant, lbbyist, r any actual r ptential subcntractr r cnsultant f the persn. This prhibitin n cmmunicatin shall be in effect as f the publicatin f the bid advertisement. The prvisins f this sectin shall nt apply t ral cmmunicatins at any public prceeding, ral presentatins befre selectin cmmittees, cntract negtiatins, presentatins made t the Cuncil if requested, and prtest hearings. The prvisins f this sectin shall terminate at time f award f grant writing services, rejects all bids, r therwise takes actin which ends the slicitatin prcess EXAMINIATION OF RFQ DOCUMENTS Each Respndent shall carefully examine the RFQ and ther cntract dcuments, and infrm him r herself thrughly regarding any and all cnditins and requirements that may in any manner affect cst, prgress, r perfrmance f the wrk t be perfrmed under the cntract. Ignrance n the part f the Respndent in n way relieves the Respndent f the bligatins and respnsibilities assumed under the cntract. Shuld a Respndent find discrepancies r ambiguities in, r missins frm, the specificatins, r be in dubt as t their meaning, Respndent shall ntify the Twn Manager in writing prir t the Respnse Questin Due Date. 6

7 4.05 INTERPRETATIONS, CLARIFICATIONS, AND ADDENDA N ral interpretatins will be made t any ptential Respndent as t the meaning f the cntract dcuments. Any inquiry r request fr interpretatin received n r befre May 15, 2014 will be given cnsideratin. Any changes r interruptin will be made in writing in the frm f an addendum and, if used, will be psted n the Twn Web Site Each respndent shall acknwledge receipt f any addenda in their prpsal. If the acknwledgement is nt included, the respnse t the RFQ will cnstitute acknwledgment. It is the respnsibility f all Respndents t verify all addenda prir t submitting a respnse t the RFQ GOVERNING LAWS AND REGUALTIONS The Respndent is required t be familiar with and shall be respnsible fr cmplying with all Federal, State, and Lcal laws, rdinances, rules, and regulatins that in any manner affect the wrk including grant award terms fr all grants t which a respndent may apply n behalf f the Twn SIGNATURE OF RESPONDENT The Respndent must sign the respnse frms in the space prvided fr the signature. If the Respndent is a prfessinal assciatin r ther business entity, the title f the fficer signing the respnse n behalf f the entity must be stated and evidence f the fficer s authrity t sign the respnse must be submitted. The Respndent shall state in the respnse the name and address f each persn interested therein COST OF PROPOSAL The Twn f Windermere assumes n respnsibility r liability fr the csts incurred by the submitting firm t prepare and/r submit a prpsal. The entire cst f preparing and submitting qualificatin dcuments, r any wrk in cnnectin therewith will be brne by the submitting frm r team f firms. 7

8 PROJECT SCOPE 5. Scpe f Services Backgrund Infrmatin Future Facilities Expansin Planning The Twn currently cnsists 2,800 residents. There are pssibilities f future develpment and annexatins but staffing needs wuld remain at r near what they are nw. A lng-term master facilities plan based n the twn reaching full build-ut shuld be cnsidered at this time. The prjects t be studied in this plan: Twn Administratin The Twn Administratin cmplex is currently perating ut f several buildings. Originally built as a schlhuse cmplex in 1916, the schlhuse was cnverted t Twn Offices in The cmplex is cmprised f Building A (Twn Admin, Clerk, Finance), Building B (Old Finance, PW Supervisr, Strage), Building C (Cmmercial Rental Space: Windermere Cunseling, Kaley s Alteratins, and Realty Internatinal), Windermere PD (cnnected t the PD is Elizabeth Parsn s Schl f Dance), and the Public Wrks strage yard and facility are at the suth f the Windermere PD and share a parking lt (Secured). Twn Administratin (Building A) currently huses 5 emplyees (Twn Manager, Administrative Assistant, Twn Clerk, Twn Finance Directr, and a Finance Clerk.) Windermere Plice Department- An assessment needs t take place s the twn can ensure that it can adequately accmmdate plice persnnel and strage f equipment/vehicles at full build-ut. As indicated abve, the future annexatin and develpment pssibilities are limited and shuld nt have a majr impact n the Plice Department but sme expansin shuld be anticipated. The Department wuld seek State Accreditatin which Respndent shuld take int accunt and cnsider when making recmmendatins. Currently, the Windermere PD fully staffed cmprises f 12 swrn fficers, 5 reserve fficers, and 1 civilian emplyee (Admin Assistant). Public Wrks Facility-The current site utilized by the Public Wrks Department includes ne metal wrkshp/strage building that is used t shelter certain equipment frm the elements. There is very little rm fr strage f materials and equipment. Office space fr the public wrks manager is lcated within Building B and a break rm fr public wrks staff is prvided fr within the Public Wrks wrkshp/strage building. All fleet vehicles are stred behind a security fence that surrunds the metal wrkshp/strage building Schl Site-On the brder f the Twn Facilities prperty lays a dedicated histrical site. The prperty includes three parcels and the master plan is attached within the RFQ packet. The schl site cannt be mved and shuld be incrprated int the verall master plan. 8

9 Twn Square-The Twn Square is between 5 th Avenue and 6 th Avenue n the west side f Main Street. The blck cntains the Twn Hall (Twn Cuncil and Bard & Cmmittee Meetings currently take place here), the Cal Palmer Memrial Building (cmmercially leased), the Franklin W. Chase Memrial Library, a Twn Cmmunity Rm (disrepair) and a small basketball curt. Mst special events take place within this square (Fd Trucks, Farmers Market, etc.) and parking is limited in the surrunding areas. The Twn Square is nt t be re-planned within the scpe indicted belw but shuld be a factr in any recmmendatins Services will include the fllwing t the extent apprved by the Twn Cuncil and/r Twn Manager Prgramming review f the current department persnnel and related space requirements. Verify departmental adjacencies and future grwth trends in develping a cmprehensive needs assessment. Stake Hlder Meetings shuld be anticipated which may include public wrkshps. Site Analysis using the infrmatin gathered in the prgramming phase, prpse ptins fr adding the new facilities r refurbishing existing facilities. Prepare site layut plans t illustrate the cncepts and functinality f the prpsed site design, including evaluatin f prpsed structures. Site Analysis shuld include whether the Twn shuld mve the Twn Facilities t a new lcatin. Site Analysis shuld include whether the Twn shuld mve Public Wrks t a new lcatin. Site Analysis shuld explre whether bth public and private cmmercial interests can cntinue t strive within the same cmplex. Cst Estimating prepare an accurate cst estimate f prbable cnstructin cst fr the prpsed buildings and site enhancements. This estimate wuld include the ttal prject price including cnsulting fees, utilities and infrastructure related t the site as well as the actual building cnstructin csts and any and all ther csts assciated with the prject. Identifying varius funding surces fr the cst f cnstructin r rehabilitatin f the facility. 9

10 6. Qualificatin/Experience requirements: The Respndent must submit qualificatin/experience Respndents must demnstrate the fllwing: The firm must be established as a legal entity, be licensed in the State f Flrida, and the principals f the firm must have perfrmed cntinuus Architectural r Engineering Servicers fr a minimum f five (5) years. Respndent must be a qualified architect/engineer wh has experience in prjects specifically in the develpment f general gvernment r cmmercial ffice space. Capability f the prpser t deliver the prpsed services, as demnstrated n recent prjects (either cmpleted r underway) f similar prject type, size, scpe, and cmplexity fr ther municipalities within the State f Flrida. Respnses frm a minimum f three references Describe yur general apprach and estimated time frame fr the prject. Prvide infrmatin n any additinal benefits f yur team 6.02 The Supervisin and Persnnel Respndent must demnstrate hw the peratin will be supervised and what current quality cntrls plicies wuld be in place fr the service. Please identify the individual wh, frm prject start t finish, will be the leader f yur design team and the principal pint f cntact between yur firm and the Twn, the Architect, and ther cnsultants. This individual s cmpetence, his/her leadership, and his/her/her ability t achieve custmer satisfactin will be heavily cnsidered in the selectin f a Designer 6.03 Recrds Respndent shall be required t maintain recrds in accrdance with lcal, State, and Federal Public Recrds Retentin Requirements. 10

11 7. EVALUATION/PROPOSAL FORMAT Qualificatin dcuments will be evaluated n the basis f Scpe f Services listed. Prpsals will be evaluated based n the infrmatin prvided in the respnse. All Respndents wh demnstrate previus success as described abve and are nt disqualified n sme ther basis utlined in this RFQ shall be apprved as a qualified vendr. Fr qualificatin dcuments t be eligible, the frmat must be strictly fllwed. All qualificatin dcuments shuld be type written, bund 8 1/2 x 11 frmat, and shuld be prperly identified by name f respndent and marked with RFQ Architectural/Engineering Services fr Twn Facilities t facilitate effective evaluatin by the Twn, qualificatin dcuments shall be limited t 25 pages. MBE/WBE/DBE certificate(s), ther appendix dcumentatin, sectinal dividers, and frnt and back cvers will nt be cunted twards the ttal. A letter f interest r executive summary, nt t exceed three (3) additinal pages, may als be included in the prpsal. Qualificatin dcuments that exceed this length will be cnsidered nn respnsive and will nt be evaluated. During this RFQ prcess, any intentinal missins, alteratins, r false representatins will be grunds fr rejectin f any prpsal. Prpsals must include the fllwing tabbed sectins: 1. Cmpany r Persnal Backgrund 2. Experience 3. References 4. Service apprach 5. Required Frms a. Respnse Cver b. Hld Harmless Agreement c. Certificate f Insurance d. Nn Cllusin Affidavit e. Drug Free Wrkplace Frm 11

12 8. Indemnificatin and Insurance Indemnificatin and Hld Harmless The Respndent agrees t indemnify and hld the Twn harmless fr any and all claims, liability, lsses and causes f actin which may arise ut f its fulfillment f the cntract awarded pursuant t this RFQ. It agrees t pay all claims and lsses, including related curt csts and reasnable attrneys fees, and shall defend all suits filed due t the negligent acts, errr r missins r Respndent emplyees and/r agents In the event the cmpletin f a prject awarded pursuant t this RFQ (t include the wrk f thers) is delayed r suspended as a result f the Respndent s failure t purchase r maintain the required insurance, the Respndent shall indemnify the Twn frm any and all increased expenses resulting frm such delay Insurance Requirements Respndent must prvide a certificate f insurance with their respnse. 12

13 RESPONSE TO: RFQ ARCHITECTURAL/ENGINEERING SERVICES FOR TOWN FACILITIES ROBERT SMITH, TOWN MANAGER 614 MAIN ST. WINDERMERE, FL I acknwledge receipt f any/all Addenda: I have included: Hld Harmless Agreement Certificate f Insurance Nn Cllusin Affidavit Drug Free Wrkplace Frm Mailing Address: TELEPHONE FAX: DATE BY signing and submitting this prpsal, I am certifying that (a) I am a citizen f the United States; (b) I am nt a member r an emplyee f any taxing authrity; and (c) I d nt represent any prperty wner in an administrative r judicial review f prperty tax issues. Signature f Respndent Witness STATE OF FLORIDA COUNTY OF Swrn t (r affirmed) and subscribed befre me this day f, 20, by (name f persn making statement). Ntary Public Persnally Knwn OR Prduced Identificatin Type f Identificatin Prduced My Cmmissin Expires 13

14 HOLD HARMLESS AGREEMENT I (Respndent) agrees t indemnify and hld the Twn harmless fr any and all claims, liability, lsses and causes f actin which may arise ut f its fulfillment f the cntract awarded pursuant t this RFQ. It agrees t pay all claims and lsses, including related curt csts and reasnable attrneys fees, and shall defend all suits filed due t the negligent acts, errr r missins f Respndent r emplyees and/r agents f Respndent. In the event the cmpletin f a prject awarded pursuant t this RFQ (t include the wrk f thers) is delayed r suspended as a result f the Respndent s failure t purchase r maintain the required insurance, the Respndent shall indemnify the Twn frm any and all increased expenses resulting frm such delay. Signature f Respndent Witness STATE OF FLORIDA COUNTY OF Swrn t (r affirmed) and subscribed befre me this day f, 20, by (name f persn making statement). Ntary Public Persnally Knwn OR Prduced Identificatin Type f Identificatin Prduced My Cmmissin Expires 14

15 NON-COLLUSION AFFIDAVIT I (Respndent) f the firm f (Respndent Firm Name) respnded t the ntice fr calling fr qualificatin fr Auditing Services fr the Twn f Windermere. This prpsal has been executed with full authrity t d s. This respnse has been arrived at independently withut cllusin, cnsultatin, cmmunicatin r agreement fr the purpses f restricting cmpetitin, as t any matter relating t qualificatins r respnses f any ther respnder r with any cmpetitr, and n attempt has been made r will be made by the Respnder t induce any ther persn, partnership r crpratin t submit, r nt t submit, a respnse fr the purpse f restricting cmpetitin; The Statements cntained within this affidavit are true and crrect, and made with full knwledge that the Twn f Windermere relies upn the truth f the statements cntained in this affidavit in awarding cntracts fr said services. Signature f Respndent Witness STATE OF FLORIDA COUNTY OF Swrn t (r affirmed) and subscribed befre me this day f, 20, by (name f persn making statement). Ntary Public Persnally Knwn OR Prduced Identificatin Type f Identificatin Prduced My Cmmissin Expires 15

16 DRUG FREE WORKPLACE CERTIFICATION In rder t have a drug-free wrkplace prgram, a business shall: 1. Publish a statement ntifying emplyees that the unlawful manufacture, distributin, dispensing, pssessin, r use f a cntrlled substance is prhibited in the wrkplace and specifying the actins that will be taken against an emplyee fr vilatins f such prhibitin. 2. Infrm emplyees abut the dangers f drug abuse in the wrkplace, the business s plicy f maintaining a drug free wrkplace, available drug cunseling, rehabilitatin, and emplyee assistance prgrams, and the penalties that may be impsed upn emplyees frm drug abuse vilatins. 3. Give each emplyee engaged in prviding the cmmdities r cntractual services that are under this slicitatin a cpy f the statement specified in subsectin (1) abve. 4. In the statement specified in subsectin (1), ntify the emplyees that, as a cnditin f wrking in the cmmdities r cntractual services that are under this slicitatin, the emplyee will abide by the terms f the statement and will ntify the emplyee f any cnvictin f, r plea f guilty r nl cntender t, any vilatin f Chapter 893 r f and cntrlled substance law f the United States r any state, fr a vilatin ccurring in the wrk place n later than five (5) days after such cnvictin. 5. Impse a sanctin n, r require the satisfactry participatin in, a drug abuse assistance r rehabilitatin prgram if such is available in the emplyee s cmmunity, by any emplyee wh is s cnvicted. 6. Make a gd faith effrt t cntinue t maintain a drug-free wrkplace thugh implementatin f this sectin. As the persn authrized t sign the statement, I certify that this firm cmplies fully with the abve requirements. Signature f Respndent Witness 16