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HomeMy WebLinkAbout20- RFQ - Public Works Facilities (Shops) Master Plan REQUEST FOR QUALIFICATIONS (RFQ) PUBLIC WORKS FACILITIES MASTER PLAN CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 January 2020 Request for Proposals for CMGC Services Public Works Facilities Master Plan Page 2 of 11 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to develop a long range (twenty year) master plan for City office and shop facilities for various functions, predominantly Public Works functions. Copies of the Request for Qualifications are available on the City’s website at https://www.bozeman.net/government/city-clerk/bids-rfps-rfqs. 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 RFQs to the City Clerk by Friday, January 31, 2020 at 3:00 p.m. MST. It is the sole responsibility of the proposing party 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 RFQ 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. 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: Mike Maas, Interim City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFQ should be directed to: Mitch Reister, Public Works Director, (406) 582-2315, mreister@bozeman.net. Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 3 of 12 DATED at Bozeman, Montana, this 2nd day of January, 2020. Robin Crough City Clerk City of Bozeman For publication on: Sunday, January 5, 2020 Sunday, January 19, 2020 Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 4 of 12 I. INTRODUCTION The City of Bozeman (Owner), is seeking qualifications from firms to undertake the development of a 20-year Public Works Facilities Master Plan. This RFQ shall not commit the Owner to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for any supplies, goods or services. The Owner reserves the right to accept or reject all responses received as a result of this RFQ if it is in the Owner’s best interest to do so. This procurement is governed by the laws of the State of Montana and venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFQ, all Submitters agree to be bound by the laws of the State of Montana and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. II. SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION Introduction The City of Bozeman is committed to providing the citizens and visitors of Bozeman with outstanding governmental services. City of Bozeman Vision: “Bozeman remains a safe, inclusive community, fostering civic engagement and creativity, with a thriving diversified economy, a strong environmental ethic, and a high quality of life as our community grows and changes.” City of Bozeman Strategic Plan: “High Performing Organization - 7.3 Best Practices, Creativity & Foresight Utilize best practices, innovative approaches, and constantly anticipate new directions and changes relevant to the governance of the City. Be adaptable and flexible with an outward focus on the customer and an external understanding of the issues as others may see them.” The City of Bozeman, in attempting to meet the challenges brought by geographical boundaries, increasing public pressure for services, and rapidly expanding populace, has identified the need for a Facility Master Plan that will provide the Public Works Divisions, City Manager, and the City Commission a comprehensive overview of the current status of the physical environment of selected City facilities. The City of Bozeman is located on the eastern slope of the Rocky Mountains and is the county seat of Gallatin County, Montana. Gallatin County encompasses over 2,500 square miles, bordering Yellowstone Nation Park to the south. The City encompasses an area of over 20 square miles whith its next closest municipality being the city of Belgrade. Bozeman is located 143 miles west of Billings and 2oo miles east of Missoula. More information is available at www.bozeman.net. Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 5 of 12 The goal of the Public Works Facilities Master Plan is to address both the immediate and short- term, as well as the long-term facility needs for various Public Works and other department’s functions. The Master Plan will serve as a "road map" for the future development and operation of the associated facilities. The scope of the master plan is for the next twenty years, with a special emphasis on the next five and ten years. To this end, the master plan shall: • Provide a comprehensive document that identifies the building, equipment, and employee space needs to aid the City in budgeting, scheduling and administering all major building renovation and new construction capital projects • Evaluate the departmental/divisional functions, related service requirements, and administration of the same to develop a best-practictes approach to facility infrastructure that supports those activities • Assure that all new near-term and mid-term capital building and major renovation projects are planned in conjunction with, and in support of, a long term (20-year) strategic vision • Develop a funding-level cost-basis estimate for each component of the plan, including engineering & architectural design, real property aquisistion, and contstruction costs associated with each phase of plan implementation • Consider a life-cycle approach to sustainability measures including quality, maintainability, and efficiency with associated facility baseline operational costs The Master Plan will consider numerous facilities and lands that the City currently owns and operates. The buildings vary in age from the early 1900’s to the present. The facilities identified below represent the buildings that currently support staff work space, and/or include critical storage functions, that we view as core to this analysis. Background data including record drawings (if available) will be made accessible to prospective proposal submitters. Existing City-Owned Building/Site Address Department(s) Approx. Building Sq. Ft Employees 1. Shops Buildings & Site 814 N. Bozeman Avenue, Bozeman Streets, Water & Sewer Operations, Storm water Operations, Public Works Administration, Facilities 16,800 Approx 55, including part- time 2. Parks Building 814 N. Bozeman Avenue, Bozeman Parks Operations 1,000 Approx 25, including part- time 3. Stiff Professional Building 20 E. Olive Street, Bozeman Public Works Administration, Engineering, Storm water Admin, Water Conservation, (plus: other Non-Public Works departments) 23,040 Approx 70, including part- time 4. Vehicle Maintenance Building (including Forestry), Multiple Cold Storage Buildings & Overall Site 1812 N. Rouse Avenue, Bozeman Vehicle Maintenance, Forestry, Facilities 25,200 Approx 20, including part- time Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 6 of 12 III. SCOPE OF SERVICES The City of Bozeman is seeking a qualified firm to provide consulting services in the formulation of a comprehensive Facilities Master Plan including strategies and solutions to address current and future office space, vehicle and equipment storage, and service delivery facilities. The plan shall include prioritized identification of the most pressing facility needs. The Facilities Master Plan shall identify current, five, ten, and twenty-year facility needs with consideration given to adaptability for meeting future city needs beyond the twenty-year horizon. The plan shall make recommendations regarding facilities expansion, repurposing existing facilities and the acquisition of additional real property and infrastructure to provide sufficient, efficient work space, vehicle and equipment storage, co-location of functions and services and service delivery to the citizens of City of Bozeman. Public accessibility to receive efficient and effective development services, particularly relating to the co-location of the Public Works Engineering Division and Community Development Department, shall be of principal importance. The selected consultant is to work in conjunction with the City Public Works and Facilities Divisions, and other designated department representatives, to create a collaborative environment for discussion and project delivery. The expectation for the project is a very transparent and open dialogue surrounding the workspace needs for future planning. IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS As the initial submittal to the Owners, RFQs MUST BE DELIVERED NO LATER THAN 3:00 PM, MOUNTAIN TIME, January 31, 2020, in a sealed box or envelope with company name shown clearly on the outside, addressed to: 5. City-Acquired Summit Sports Building & Site 1804 N. Rouse Avenue, Bozeman General Off-Site Parking area, no department assigned. None. 6. Solid Waste Administration & Shops Building 2143 Story Mill Road, Bozeman Solid Waste Collection & Recycling Approx 20, including part- time 7. Cemetery Office Building & Storage Buildings 340 Golf Way, Bozeman Cemetery 2,200 Approx 10, including part- time 8. Laurel Glen Shops Annex 5519 Saxon Way, Bozeman Water/Sewer Operations & Other Department Storage 3,700 None. 9. Potential Expansion Area located at current Water Reclamation Facility site 2245 Spring Hill Road, 59718 Water Reclamation Facility None. None. Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 7 of 12 PUBLIC WORKS FACILITIES MASTER PLAN Bozeman City Clerk City Hall 121 North Rouse Avenue Bozeman, MT 59715 RESPONSES THAT ARE UNSIGNED OR SUBMITTED BEYOND THE DEADLINE SHALL NOT BE CONSIDERED AND SHALL BE REJECTED. A. Contact Information ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO: Mitch Reister, Public Works Director P.O. Box 1230 Bozeman, MT 59771-1230 (406) 582-2325 mreister@bozeman.net Amendments to Solicitation Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 12:00 PM MST on January 24, 2020. B. Selection Timeline Advertising dates: January 5 and 19, 2020 Receipt of RFQs: No later than 3:00 p.m. MST January 31, 2020 RFQ Review Complete by Committee: February 10, 2020 Interviews, if necessary: February 19, 2020 Selection: February 24, 2020 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. V. SELECTION PROCEDURE A. STATEMENT OF QUALIFICATIONS Respondents must comply with the mandatory requirements provided in this solicitation. The selection process shall be conducted pursuant to all applicable Montana law including those criteria set forth in §18-8-204, MCA and applicable City policy. Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 8 of 12 1. Evaluation of RFQs. The selection committee shall consist of no less than three persons representing the City. The selection committee will review conforming RFQ responses using the criteria listed above. RFQ responses that do not contain the required documentation will be deemed nonresponsive to this solicitation and may be rejected. 2. Revisions. Responses will be accorded fair and equal treatment with respect to opportunity for discussion and revision of responses, and such revisions may be permitted, after submissions and prior to award for the purpose of obtaining best and final responses. 3. Evaluation & Elimination. After evaluating all conforming responses based on the criteria herein the selection committee may eliminate one or more or all Respondents from further review if they do not meet the qualification criteria specified herein. Any Respondents eliminated by the selection committee, at any time, or for any reason, shall have no opportunity to make revisions or participate further in the selection process. 4. Interviews. After reviewing conforming RFQ responses, the selection committee may decide to schedule interviews with qualified respondents. If interviews are required they will be held on February 12th, 2020 at the Professional Building, 20 East Olive Street (upstairs conference room), Bozeman MT 59715. Each firm selected for interview will be notified of the specific time for their interview. The format of the interview will be left up to the proposing firm; however, interviews will be [45] minutes inclusive of questions from the selection committee, with 15 minutes between interviews for transitions and set up between Respondents. 5. Selection and Final Recommendation. The selection committee will tally the scores for the RFQ. At that time contract negotiations will take place between the City and successful Respondent. The City may negotiate a contract with the next highest ranked Respondent if a contract cannot be made. B. RFQ – FORM AND CONTENTS Deliver one (1) original, five (5) copies, and one digital copy (via flash drive), prepared as follows: i. General Instructions: a. RFQ responses must be bound and signed by an officer or principal of your firm. b. RFQ responses must be contained in a document not to exceed 20 pages total (single or double-sided pages) including whatever pictures, charts, graphs, tables, and text the firm deems appropriate to be part of the review of the firm's qualifications. A separate transmittal letter, cover page, cover sheets, and dividers are exempted from the page limit. Page size is limited to 8-l/2 x 11 inches, with basic text information no smaller than 12-point type. Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 9 of 12 c. Schedules may be submitted in addition to the page limit. ii. Firm Information: a. Experience. Respondent must demonstrate successful experience and capacity to act as a contractor on projects of similar size, type and complexity. Provide the name and location of each project, the client, and the contact person and phone number. Describe experience and qualifications of the professional personnel to be assigned to this project. Describe your recent and current work for the City of Bozeman, if any. b. Firm Background. Provide information about the firm, including location. Describe the firm’s history. Include information identifying the firm’s annual volume of business, financial/bonding capacities, and speak to the firm’s stability in the marketplace. Information identifying the firm’s strengths and weaknesses along with special capabilities that may be appropriate to the Project will assist in the evaluation. c. Firm Workload. Provide the status of current and anticipated work within the firm in terms of time and magnitude for the anticipated Project schedule as it relates to availability of key personnel and your firm. Describe the firm’s capability to meet time and project budget requirements. d. Claims. At any time in the last ten (10) years has your firm been assessed and paid liquidated damages after completion of a project under a contract with a public owner? e. References. Provide detailed contact information for the Owner for at least five (5) project undertaken by your firm within the past five years. C. EVALUATION CRITERIA Qualifications will be evaluated by the Selection Committee who will individually score them out of a total of 100 possible points based on the criteria below.The scoring criteria and possible point values are: 1. Respondent’s experience with projects of similar size and design: Possible Points: 40 2. Firm’s Qualifications: Possible Points: 20 Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 10 of 12 3. Capabilities to meet time schedule and project budget requirements. Possible Points: 20 4. Present and projected workloads: Possible Points: 10 5. Past projects/experience working with the City of Bozeman: Possible Points: 5 6. Office(s) location: Possible Points: 5 VI. FORM OF AGREEMENT The final form of the contract documents will be disclosed to Respondents during contract negotiations. VII. CITY RESERVATION OF RIGHTS 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. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE. A. This RFQ may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFQ, all Respondents who submitted will be notified using email. B. The City reserves the right to accept or reject any and all submissions; 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 60 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 are determined by the City to be in the public interest. Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 11 of 12 C. The City reserves the right to reject the submission of any person/firm who previously failed to perform properly to the satisfaction of the City, or complete on time agreements of similar nature, or to reject the submission of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City. D. The City reserves the right to determine the best qualified Respondents and negotiate a final scope of service and cost, negotiate a contract with another Respondents if an agreement cannot be reached with the first selected Respondents, or reject all proposals. The successful Respondents will be required to enter into a contract with the City, which will incorporate the Respondents' scope of service and work schedule as part of the agreement. A. This RFQ does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by Respondents in responding to this request for qualifications 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 Respondents, by submitting a response to this RFQ, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. B. 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. C. This project is subject to the availability of funds. NONDISCRIMINATION POLICY The City of Bozeman requires each entity submitting under this notice shall affirm, on a separate form provided, that 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, sexual preference, gender identity, or disability in fulfillment of a contract entered into for the services identified herein and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts it enters into in the fulfillment of the services identified herein. Failure to comply with this requirement shall be cause for the submittal to be deemed nonresponsive. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. Request for Qualifications for Professional Services Public Works Facilities Master Plan Page 12 of 12 B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. 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. D. 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. E. Procurement. When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall attach to a City employee for the premature opening of an SOQ not properly addressed and identified in accordance with these documents. F. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. VII. ATTACHMENTS The following exhibits are incorporated in this RFQ: Appendix A: Non-Discrimination Affirmation END OF RFQ APPENDIX A NONDISCRIMINATION AFFIRMATION ____________________________________(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