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HomeMy WebLinkAbout18- RFQ - Architectural Services for the Bozeman City Commission Room RemodelPage 1 of 11 CITY OF BOZEMAN, MONTANA Request for Qualifications ARCHITECTURAL SERVICES FOR THE BOZEMAN CITY COMMISSION ROOM REMODEL Proposals must be received no later than: Thursday, November 15, 2018 at 3:00 pm MST Deliver hard copies of the proposal to: Robin Crough, City Clerk PO Box 1230 121 North Rouse Ave, Suite 200 Bozeman, MT 59771 Page 2 of 11 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms qualified to provide architectural services for the remodel of the Bozeman City Hall Commission Room at 121 North Rouse Ave. Copies of the proposed Scope of Services, Qualifications Evaluation Criteria and the City's Consultant Selection Procedure are available at the City Manager’s Office, 121 North Rouse Avenue, P.O. Box 1230, Bozeman, Montana 59771-1230, or by calling 406-582-2306 during normal business hours. A MANDATORY pre‐submittal conference for the contract will be held at the project site, City Hall, Commission Room, 121 N. Rouse, Bozeman MT 59715 on November 8, at 3:00 PM. City staff will discuss the preliminary scope of services, general contract issues, and respond to questions from the attendees. Attendance at this pre‐ submittal conference is required due to limited access to the facility. All proposals must be in the format specified, enclosed in a sealed envelope and clearly identified with RFQ title, company name and due date and transmitted via hard copy. Deliver proposals to the City Clerk by Thursday, November 15, 2018 at 3:00 p.m. MST. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The physical address is: City Clerk’s Office, Suite 200, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana. The mailing address is: City Clerk’s Office, City Hall, P.O. Box 1230, Bozeman, Montana, 59771 (USPS only, shipping companies should be sent to the physical address) NON-DISCRIMINATION The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Page 3 of 11 Failure to comply with the above may be cause for the City to deem the submittal non-responsive. Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City Clerk (406) 582-2321, agenda@bozeman.net Questions relating to scope of services and project management should be directed to: Mike Gray, Facilities Superintendent, mgray@bozeman.net DATED at Bozeman, Montana, this 18th day of October, 2018. Robin Crough City Clerk For publication on: Sunday, October 21st, 2018 Sunday, November 4th, 2018 Page 4 of 11 1. BACKGROUND In 2008, the City remodeled the former Bozeman Public Library into a new City Hall. The remodeled building was the first public structure in Montana to be certified LEED Silver for Existing Buildings and for the past 10 years the building has served the community well. A changing demographic and growing workforce places different demands on our public facilities and the City is planning to remodel the City Commission Room to better serve the public, staff, and the City Commission. The City has worked with a local architecture firm to develop options and preliminary cost estimates for budgeting and planning purposes. 2. SCOPE OF SERVICES The Scope of Services for the proposed contract is final design for a new Commission Room layout to improve opportunities for public participation, maximize safety of the public, staff and elected officials. The successful firm will work with the City’s audio/visual consultant to upgrade the AV components of the room as a part of the remodel. The successful firm will provide all services necessary to develop construction bid documents, assist in bidding the project and coordinate in oversight of the construction activities. All work must be in compliance with all applicable requirements under Montana and Federal laws and regulations. Detailed project schedules will be established during task order negotiations. Proposals must clearly demonstrate the firm's ability to provide the services detailed above given their current staffing. 3. MANDATORY CONTENT AND SEQUENCE OF SUBMITTAL I. Submission Requirements and Instructions All requirements in this section are mandatory. The City reserves the right to waive any non-material variation. a. Submit one (1) original proposal package and three (3) copies, under sealed envelope, by mail or hand-delivery to the address shown on the front. b. Each submission must be marked on the outside with the Company’s name and the name of the project. c. Any proposal received after the deadline will be returned to the bidder unopened. Page 5 of 11 d. Proposals and required attachments shall be submitted as specified and must be signed by officials authorized to bind the bidder to provide the services. II. Proposal Outline and Content Assemble and submit each proposal in the order below and address the required content/questions. The order in which items are presented is important, as proposal evaluators will follow this order: 1. Title Page The title page shall include the firm/individual name, address, contact, telephone number and email address to contact for information regarding the RFQ. The title page must bear the signature of authorized representative of the Respondent and designates, by name, not more than two individuals authorized to sign agreements with the City on behalf of the Respondent. 2. Executive Summary This section shall provide an overview of the SOQ and the Respondent’s understanding of the City’s needs. Emphasis should be placed on the Respondent’s expertise in the subject area of the Project. The summary should also include any points the Respondent wishes to highlight, as well as any relevant conditions or restrictions. 3. Firm/Individual Profile This section shall provide a profile of the firm/individual including the number of employees and their locations. Brief resumes shall be provided for each key project individual. Any proposed subcontractors should be clearly identified and their profiles described. The percentage of total time key staff people (e.g. project manager, implementation staff) will devote to this project should be listed. A complete list of local government clients shall be provided including all Montana local governments. Key staff may not be replaced once a contracting firm has been selected without prior approval of the City. 4. Scope of Project This section shall describe how the Respondent will fulfill the Scope of Work. 5. Related Experience with projects similar to the Scope of Services Provide case studies featuring prior work for each core area of professional services as delineated in the Scope of Services. The case studies should demonstrate the depth experience of the proposing prime firm and their team. 6. Proposed Schedule Page 6 of 11 This section shall include the Respondent’s schedule for completion. Work will begin upon the approval of a contract between both parties and will continue according to the schedule established as part of the final Scope of Work. 7. Present and Projected Workloads Describe the firms current major projects and, if possible, affirm that the firm can accommodate the projects anticipated by the Scope of Work. 8. Recent and current work for the City of Bozeman List projects completed for the City of Bozeman over the last 4 years. 9. Affirmation of nondiscrimination (see Attachment 1) Non-completion of the Affirmation of non-discrimination is cause for disqualification of firms. Cost and Expenses Selection is based upon qualifications. Upon selection, a cost for the work will be negotiated. Time for performance and scope of services may be modified during cost negotiations. If a satisfactory price cannot be reached the City reserves the right to terminate negotiations and work with the next most qualified firm. The City reserves the right to require the submittal of additional information that supplements or explains proposal materials. 4. REQUEST FOR QUALIFICATIONS SCHEDULE EVENT DATE/TIME Publication dates of RFP Sunday, October 21, 2018 Sunday, November 4, 2018 Deadline for receipt of proposals Thursday, November 15, 2018 Evaluation of proposals Anticipated on or about November 20, 2018 Interviews (if necessary) and Selection of consultants Week of November 26, 2018 5. CONTACTS Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City Clerk (406) 582-2321, agenda@bozeman.net Page 7 of 11 Questions relating to scope of services and project management should be directed to: Mike Gray, Facilities Superintendent, mgray@bozeman.net 6. SELECTION PROCESS AND RANKING CRITERIA A review committee will evaluate all responses to the RFQ that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFQ submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection of interview candidates will be based on an evaluation of the written responses to the RFQs. Award will be made following contract negotiations to the most qualified firm at a price which the City determines to be fair and reasonable taking into account the qualifications of the team as related to the services to be rendered, as well as the scope, complexity, and professional nature thereof. If the City is unable to negotiate a satisfactory contract with the firm initially selected at a price the agency deems to be fair and reasonable, negotiations with that firm will be formally terminated and the agency shall select another firm in accordance with 18-8-204 MCA, and continue until an agreement is reached or the process is terminated. All submitted proposals must be complete and contain the information required as stated in the "Request for Qualifications.” 7. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [45 points] Qualifications of the Firm for Scope of Services • [30 points] Related Experience with Similar Projects • [5 points] Location of the Firm o Describe the ability of the prime firm and its team to provide on-demand, in-person, and cost-effective support to the City • [10 points] Present and Projected Workloads • [5 points] Recent and current work for the City of Bozeman Page 8 of 11 8. RESERVATION OF RIGHTS; LIABILITY WAIVER All proposals submitted in response to this RFQ become the property of the City and public records and, as such, may be subject to public review. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFQ; to waive any minor irregularities, informalities, or failure to conform to the RFQ; to extend the deadline for submitting proposals; to postpone award for up to 30 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFQ and if multiple awards or phases are determined by the City to be in the public interest; and to reject, without liability therefore, any and all proposals upon finding that doing so is in the public interest. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor's scope of service and work schedule as part of the agreement (see Attachment 2 for form of professional services agreement). This RFQ does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a response to this RFQ, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. The City reserves the right to cancel, in part or in its entirety, this RFQ including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFQ, all Contractors who submitted proposals will be notified using email. Projects under any contract are subject to the availability of funds. 9. CONFIDENTIALITY AND DISCLOSURE OF INFORMATION Page 9 of 11 Upon completion of negotiations or a determination that no proposals will be pursued, one copy of each submitted proposal shall be retained for the official files of the City and will be considered a public record. 10. NO PARTNERSHIP/BUSINESS ORGANIZATION Nothing in this RFQ or in any subsequent agreement, or any other contract entered into as a result of this RFQ, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the City and respondent. 11. EMPLOYMENT RESTRICTION AND INDEMNITY No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. 12. ACCESSIBILITY Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. 13. GOVERNING LAW This RFQ and any disputes arising hereunder or under any future agreement for the sale and purchase of shares, interests, or rights shall be governed hereafter and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. 14. MISCELLANEOUS Page 10 of 11 No conversations or agreements with any officer, employee, or agent of the City shall affect or modify any term of this RFQ. Oral communications or any written/email communication between any person and the designated contact City staff shall not be considered binding. Page 11 of 11 Statement of Non-Discrimination – Attachment 1 ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. ______________________________________ Name and title of person authorized to sign on behalf of submitter