REQUEST FOR QUALIFICATIONS
City of Bainbridge Island
Senior Community Center/Commons Renovation Project
I. INTRODUCTION
The City of Bainbridge Island, in cooperation with Bainbridge Island Senior Center, is soliciting detailed statements of qualifications from firms with experience in architectural and engineering services. The project consists of design and engineering for reconstruction of the west wing of the existing Senior Center and remodel of the entry. The design must be buildable by either a modular construction company or a stick build general contractor and must be constructible within the available budget.
II. SCOPE OF WORK
Phase 1 - West Wing Reconstruction
A Small Work Group appointed by the City Council has developed a conceptual drawing (floor plan) and a prioritized list of building requirements. The consultant shall develop a design consistent with the approved conceptual drawing and a preliminary cost estimate, documents as needed to obtain a building permit, plans, specifications and an estimate for bidding, as well as bidding and construction support. Architectural, Landscape Architecture, Civil Engineering, Structural Engineering and Cost Estimating services are likely to be needed. Mechanical, Electrical, Fire Alarm, and Fire Sprinkler systems are also included to be bidder designed so they will integrate with existing systems.
Work shall include collaboration with a modular construction company and work product shall be consistent with the design, tooling, construction techniques and systems common to the modular building industry, so that product can be constructed by a modular building company.
Work will require informal meetings with City and Parks Staffs, a kick off and design review meeting with the Small Work Group and a public meeting to present the final design to the City’s Architectural Review Board.
The design must be achievable within the budgetary constraints of the project. Construction budget available for contracted construction is $425,000.00. Bidding documents are requested to be completed in the third quarter of 2011.
III. Award of Agreement
Upon completion of review period, the City will notify any Firm(s) whose submittal will be considered for further evaluation.
The City reserves the right to reject any or all proposals, and to waive any irregularity.
Award of the Agreement, if made by the City, will be based upon a total review and analysis of the proposal and negotiated costs.
If the City determines, after further evaluation and negotiation, to award the Agreement, a Professional Services Agreement shall be sent to the successful Firm for signature. No proposal shall be binding upon the City until after the Agreement is signed by duly authorized representatives of both the Firm and the City.
IV. Evaluation and Selection Process
The purpose of this submission is to demonstrate the qualifications, competence and
capacity of firms seeking to undertake construction drawings for the City in conformity with the requirements of this RFQ. Selection of the best qualified will be made in favor of the respondent offering the response which best represents the required capability to accomplish the scope of work to the City of Bainbridge Island as determined by Department of Public Works Cross Functional Selection Panel committee.
The committee representatives will include Engineering, Planning and Senior Center Personnel.
The process will be at the sole discretion of the City. The City will evaluate the qualifications of the respondents through the committee, following the application deadline. Statements of Qualifications and other information submitted by respondents in support of their applications will be thoroughly reviewed by the Selection Panel, who will recommend the most highly qualified firm(s) for selection. The City may develop a short list of the respondents and may arrange to interview them before making a final selection. The City may require additional information after review of initial information received.
Responding to this RFQ constitutes understanding and agreement to methods of evaluation and selection.
V. Format of Proposal
Provide 6 Copies of the proposal. A suggested format for your firm’s proposal submission is outlined in the following section. Special Notice: The Firm’s Proposal should NOT EXCEED 18 pages in length, and must be organized in loose-leaf notebooks or bound and include the following content:
A) Report Cover
The cover clearly displays title of the RFQ:
City of Bainbridge Island
Public Works & Engineering Department
Request for Qualifications Bainbridge Island Senior Center/Commons Renovation Project
Submitted By: [Name of Firm]
Submittal Date: _________________
B) Table of Contents
C) Tabbed Dividers
Each proposal should have tabbed dividers separating each of the following 4 sections and matching the following headings:
1. Divider #1- Firm Information
• Firm name, address, telephone/fax numbers, and e-mail
Addresses, Firm web address if available
• Registration Numbers if any
• Primary contact person
• Structure of firm, i.e., sole proprietorship, partnership, or corporation
• Size of firm
• Years the firm has been in business
• Names of principals in firm
• Organizational description
• Description of firm’s philosophy
• City’s Contact Person
2. Divider #2- Letter of Interest
The first page following the divider shall be a letter stating the firm’s interest in being considered for this RFQ. The letter should provide a summary of:
• Firm’s background
• Letter must be signed by a partner or principal of the firm
3. Divider #3- Qualifications of Personnel
Provide brief resumes of personnel to be involved in the assignment. The resume must clearly state professional credentials and previous experience in the areas discussed above.
• Summarize areas of expertise, experience and skill levels
• Explanation of each person’s role
• Provide information on any firms proposed as sub-contractors or project team partners.
4. Divider #4 - Project Plan & Schedule
The submission should set forth a draft work plan, data requirements and timetable from inception to completion, including an explanation of the methodology to be followed to perform the services required. The submission shall include a proposed schedule for the project.
VI. CITY OF BAINBRIDGE ISLAND GENERAL CONDITIONS
The following general conditions apply to this submittal:
A) General Guidelines for Content: Response to this RFQ shall be clear, concise and detailed enough to enable the selection committee to make a thorough evaluation and arrive at a sound determination as to whether the responding team meets the requirements of the City. The response to the RFQ should demonstrate that the respondent has a thorough understanding of the City’s requirements.
B) Duty to Inquire: Before submitting a response to the RFQ, respondents must carefully read all sections of this RFQ and fully inform themselves as to all conditions and limitations. Should a respondent find discrepancies in or omissions from the RFQ documents, or should the respondent be in doubt as to their meaning, the respondent shall at once notify the City. Such notifications and questions must be in writing and must be received by the City at least five (5) calendar days before the submittal date. All City responses will be shared with each of the known firms who were sent the RFQ.
C) Explanation to Respondents: The City of Bainbridge Island reserves the right to interpret or change any provision of this RFQ at any time prior to submission date. Such interpretations shall be in the form of an addendum and will be made available to each person or organization that has received the RFQ. Oral explanations will not be issued. Any requests for clarification shall be made in writing and responses will be sent to all participants in the RFQ process. The City, at its sole discretion, may determine a time extension is required for submission of the response to the RFQ. In such a case, an addendum shall include a new response to the RFQ submission deadline.
D) Right to Judge Representations: The City shall be the sole judge of the acceptability of a respondent's written or oral representations.
E) Failure to Conform/Proof of Presentation: Any response to the RFQ that modifies or fails to conform to the essential requirements or specifications of the RFQ will be considered non-responsive and unacceptable.
F) Financial Information: The City may require whatever evidence is necessary relative to the respondents' financial stability. The City also reserves the right to request further information from the authorized representative of a respondent, either orally or in writing. Written requests will be addressed to the authorized representative of the respondent.
G) Truth and Accuracy of Representations: False, incomplete or non-responsive statements will be cause for rejection of the response to the RFQ. Evaluation and determination of the fulfillment of above requirements will be the City’s responsibility and their judgment will be final.
H) Rights to RFQ Information: Information disclosed in the response to the RFQ and attendant submissions will become the property of the City.
I) Disclaimer: This solicitation does not commit the City of Bainbridge Island to award a contract, pay costs incurred in the preparation of a response or to procure a contract for any services. The City, at its sole discretion, may reject any and all submittals.
VII. SUBMISSION OF RESPONSES
Response to the RFQ must be received no later than 3:00 p.m. June 3, 2011. Responses to the RFQ received after that time will be returned unopened. Postmark is not acceptable.
A) Send or deliver Proposal to:
City of Bainbridge Island
280 Madison Ave. North
Bainbridge Island, WA 98110
Attn: Larry Ward, Project Manager
Subject: Request for Qualifications for Bainbridge Island Senior Center/Commons Renovation Project.
Six (6) copies of each response to the RFQ are required.
B) Questions should be submitted in writing or e-mailed to:
Questions in Response to RFQ - Bainbridge Island Senior Center/Commons Renovation Project.
Attn: Larry Ward, Project Manager
City of Bainbridge Island
280 Madison Ave. North
Bainbridge Island, WA 98110
Contact Telephone Number: Larry Ward (206) 780-3746
E-mail:
lward@bainbridgewa.gov
The City of Bainbridge Island web site www.ci.bainbridge-isl.wa.us will contain a copy of this RFQ and any related pertinent information. Attachments:
