Loading...
HomeMy WebLinkAboutLibrary Expansion RFQ-RFPPage 1 of 14 REQUEST FOR QUALIFICATIONS AND PROPOSALS (RFQ/RFP) COMMUNITY ENGAGEMENT AND CONCEPTUAL DESIGN PROFESSIONAL ARCHITECTURAL SERVICES FOR THE BOZEMAN PUBLIC LIBRARY CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 September 2020 Page 2 of 14 NOTICE IS HEREBY given that the City of Bozeman (City), Bozeman Public Library Board of Trustees, and Bozeman Public Library Foundation are seeking statements of qualifications and proposals (hereafter collectively referred to as “proposals” or “responses”) from firms qualified to provide community engagement and conceptual design services for reconfiguration of existing spaces and a possible addition to the Bozeman Public Library (“Library”) at 626 E. Main St. Copies of the Request for Qualifications/Request for Proposals (RFQ/RFP) are available on the City’s website at http://weblink.bozeman.net/WebLink8/0/doc/224018/Electronic.aspx. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. Deliver proposals to the City Clerk by 3:00 p.m. MST October 14, 2020. 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 email address for submission is: mmaas@bozeman.net NON-DISCRIMINATION AND EQUAL PAY 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. In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. 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, City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFQ/RFP should be directed to: Janay Johnson, Bozeman Public Library Foundation, janay@bozemanlibraryfoundation.org. DATED at Bozeman, Montana, this September 23, 2020. Mike Maas City Clerk City of Bozeman For publication on: Sunday, September 27 Sunday, October 4 I. INTRODUCTION The City of Bozeman, with an incorporated population of 46,569, is one of the fastest growing micropolitan areas in the country with 3.6% annual population growth. Bozeman has a multi-county trade service area. It is the home of Montana State University and a major gateway to Yellowstone National Park. It is the fourth largest city in the state. Bozeman is served by Bozeman Yellowstone International Airport, Montana’s busiest airport. Bozeman has a highly regarded, well-loved public library with over 430,000 annual visitors located at 626 E. Main St. It has a large collection that circulates very well and a robust schedule of programs for all ages which regularly draw large audiences. The 52,000 square-foot LEED silver certified library opened in 2006, but the growing population is straining both the staff size and the building size. This project will focus on the existing facility, while a parallel effort is being made to study the idea of an eventual branch library to serve the growing community. The City of Bozeman and the Bozeman Public Library Foundation (hereafter collectively referred to as “City”), are seeking proposals from qualified firms to perform community engagement and conceptual design services (Phase 1) and potentially final design (Phase 2) and construction (Phase 3) services limited to the existing facility. Community input regarding future needs for a west side branch should be included within the scope of Phase 1 in an effort to inform design elements that should be considered within the existing facility relative to future needs, as a west side branch is imminent within the next several years. Upon completion of Phase 1, the City may, at its discretion and further subject to available funding, request additional professional services from the selected firm to complete final design and construction for the project. The scope of the project will be determined based on multiple factors including fundraising success, obtainable priority needs as identified in the conceptual design process, and the City’s desire to continue with the selected consultant. The selection under this procurement action will be based on all scope of services outlined below notwithstanding Phase 2 or Phase 3 being potential additional services. The Bozeman Public Library Foundation (“Foundation”) commissioned a limited-scope study to identify some potential areas for improvement. The following were identified: • Lack of adequate meeting spaces. • A need for more spaces for casual social interaction. • Children’s programs are most popular and highly regarded—question of whether more space would benefit this “crown jewel” of library programs. • A need for a covered parking structure for the bookmobile. • A need for a west side branch. As this study was limited, more community engagement needs to be conducted to ensure the Library is responding to the needs of its patrons. The following are the objectives for the project as identified by key stakeholders: • Commitment to extensive public engagement during the design process. • Innovative, flexible new spaces and/or adaptive re-use of existing spaces that honor the character of the existing structure. • Spaces that fulfill the Library’s mission to inspire curiosity, exploration and connection. • A built environment that encourages lifelong learning and engagement. • Honor the spirit of the Library’s silver LEED status, including possible upgrades to aging mechanical systems necessary to accommodate space reconfigurations. • Distinct zones for solitary, quiet activities and collaborative activities. • Design elements to be considered within the existing facility relative to future needs for a west side branch. Any remodeling or additions will be funded by private dollars donated to the Foundation with long term facility maintenance provided by the City. The Foundation is targeting a $3-5 million dollar project to include all phases of the project. This RFQ/RFP shall not commit the City 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 City reserves the right to accept or reject all responses received as a result of this RFQ/RFP if it is in the City’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/RFP, all submitters agree to be bound by the laws of the State of Montana and of the City, 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 Phase 1 – Community Engagement and Conceptual Design The City is considering an interior renovation and/or addition to the Bozeman Public Library to meet the needs of a growing community. A general description of areas that may be addressed with stakeholder and community input are as follows: • Interior re-imagining/reconfiguring of the 52,000 square foot building to create spaces conducive to realizing the Library’s vision to be the community cultural center that connects all Bozeman citizens to their neighbors and the world. • Need for larger/more meeting spaces • Addition of enclosed structure to house the bookmobile • Focus on building efficiency, including sustainable maintenance and operations • Analysis of options for building expansion • Consideration of design elements within the existing facility that will compliment a future west side branch. The consultant hired will be expected to take a creative approach to stakeholder and community engagement to determine what kinds of activities and spaces patrons want in their library. That engagement should guide the resulting conceptual design. In addition to the concept design, the consultant will be tasked with the development of a marketing package to help communicate the proposed project to potential donors and other stakeholders. The consultant is expected to conduct preliminary engineering review and work related to site constraints and code compliance (i.e., parking requirements, etc.) to determine the feasibility and true cost of the proposed concept. The consultant’s concept plan should include a preliminary budget that includes estimated construction costs with escalation and contingencies, site improvements, and soft costs. Upon completion of Phase 1, the City may, at its discretion and further subject to available funding, request additional professional services from the selected firm to complete final design and construction for the project (Phases 2 and 3). Phase 2 – Final Design Upon completion of conceptual design the City may work with the consultant to complete final design for the proposed changes or additions. The consultant may work with the City to provide all services necessary to develop construction bid documents. Phase 3 – Construction The successful consultant may work with the City to select a General Contractor/Construction Manager (GCCM) to ensure constructability and cost efficiency. The selected firm may work with the GCCM to provide all services necessary to bidding the project and coordinate in oversight of the construction activities of the project. All work must be in compliance with all applicable requirements under Montana and Federal laws and regulations. The City reserves the right to pursue subsequent selection processes for any future project(s) at their sole discretion should fundraising efforts be successful. Project Deliverables Deliverables must comply with the Americans with Disabilities Act. To comply with the ADA, documents posted online, including, but not limited to, Adobe PDF files, Microsoft Word documents, Microsoft PowerPoint presentations, and online flipbooks, must be screen-reader friendly. Accessible documents are often part of web-based information or used for support documents. Therefore, under Section 508 standards and WCAG accessibility guidelines, it is critical to ensure all support documents made available to end users can be accessed by people with disabilities. Therefore, any digital material created for the City of Bozeman and its websites will maintain the requirements outline in WCAG 2.0 AA Convention guidelines, Section 508 "Electronic & Accessibility Standards" of the U.S. Rehabilitation Act, the Usability.gov accessibility Guidelines, and ADA Title II State & Local Government nondiscrimination requirements. III. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS RESPONSES TO THIS RFQ/RFP MUST BE DELIVERED NO LATER THAN 3:00 PM, MOUNTAIN TIME, OCTOBER 14, 2020 All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFP Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of same, prior to the given deadline. 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 email address for submission is: mmaas@bozeman.net 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/RFP MUST BE SUBMITTED IN WRITING TO: Janay Johnson janay@bozemanlibraryfoundation.org 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 October 9th. B.Selection Timeline Advertising dates: September 27 and October 4, 2020 Receipt of RFQs/RFPs: No later than 3:00 p.m. MST October 14, 2020 RFQ/RFP Review Complete by Committee: October 28, 2020 Interviews: November 4, 2020 Selection: November 5, 2020 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. IV. SELECTION PROCEDURE A. STATEMENT OF QUALIFICATIONS/PROPOSALS Respondents to this RFQ/RFP (“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. 1. Evaluation of Proposals. The selection committee will review conforming responses using the criteria listed below. Responses to this RFQ/RFP 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 responses, the selection committee may decide to schedule interviews with qualified Respondents. Interviews will be conducted virtually. 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 responses to this RFQ/RFP. 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. RESPONSES – FORM AND CONTENTS 1. General Instructions: a. Responses must be bound and signed by an officer or principal of your firm. b. Assemble and submit your response 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. 2. Response Contents: a. Title Page. The title page shall include the firm/individual name, address, contact, telephone number and email address to contact for information regarding the proposal. 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. b. Executive Summary. This section shall provide an overview of the proposal and the Respondent’s understanding of the City’s needs. The summary should also include any experience the Respondent wishes to highlight, as well as any relevant conditions or restrictions. c. Prime Firm/ Team Profile(s) and Key Project Individuals. Provide information about the firm, including location and number of employees. 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. Brief resumes shall be provided for each key project individual. Any proposed subcontractors should be clearly identified and their profiles described. Key staff may not be replaced once a contracting firm has been selected without prior approval of the City. d. 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. e. 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. f. 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? g. Project Approach. Describe your approach to the Project Scope. i. Describe your process for gathering information and input from key stakeholders such as library staff and trustees, city officials and library foundation officials. Include number and type of meetings, surveys, etc… ii. Describe your experience with and approach to community engagement. How would you solicit input from the broader community? Provide a timeline and specific processes for this part of the process. iii. How will the Prime Firm/Team provide ongoing, on-demand, in-person, and cost-effective support for the community engagement and the master planning process? iv. Describe the expertise of the Prime Firm/Team in knowledge, skills, and abilities related to design of public spaces such as libraries. v. Respond to the concept of being innovative while still respecting the design of the existing library building. vi. Describe the elements of a marketing package you will produce to aid in fundraising. vii. Describe your experience with sustainable building practices including LEED certification. h. References. Please provide name and contact information for at least three references for projects completed in the last two years. i. Affirmation of nondiscrimination and equal pay (see Attachment 1). Noncompletion of the Affirmation form is cause for disqualification of Respondents. C. EVALUATION CRITERIA Qualifications and proposals 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 approach to the Project: Possible Points: 30 2. Respondent’s experience with projects of similar size and design: Possible Points: 20 3. Qualifications of Firm and Key Personnel to be assigned to this Project: Possible Points: 30 4. Capabilities to meet time schedule and project budget requirements. Possible Points: 10 5. Present and projected workloads: Possible Points: 6 6. Past projects/experience working with the City of Bozeman: Possible Points: 2 7. Office(s) location: Possible Points: 2 V. FORM OF AGREEMENT The final form of the contract documents will be disclosed to Respondents during contract negotiations. VI. CITY RESERVATION OF RIGHTS All proposals submitted in response to this RFQ/RFP become the property of the City and public records and, as such, may be subject to public review. A SUBMISSION IN RESPONSE TO THIS RFQ/RFP 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/RFP 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/RFP; to waive any minor irregularities, informalities, or failure to conform to the RFQ/RFP; 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/RFP and if multiple awards are determined by the City to be in the public interest. 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. E. 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. F. This RFQ/RFP 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/RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ/RFP. G. This project is subject to the availability of funds. VII. NONDISCRIMINATION AND EQUAL PAY 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. The City also requires each entity submitting under this notice shall affirm it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. VIII. 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. 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. IX. ATTACHMENTS The following exhibits are incorporated in this RFQ/RFP: Appendix A: Non-Discrimination and Equal Pay Affirmation END OF RFQ/RFP Attachment A NONDISCRIMINATION AND EQUAL PAY 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. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter