HomeMy WebLinkAbout15- Specs Sports Park RFQCity of Bozeman, Montana
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City of Bozeman
Request for Qualifications for Professional Services
Bozeman Sports Park - TOP Bond Fund Project
1 - GENERAL INFORMATION
1.1 The City of Bozeman seeks to procure a qualified professional service provider to
provide design, engineering, and project management services to the City of Bozeman for the
Bozeman Sports Park.
1.2 The Statement of Qualifications (SOQ) must be received by the City Clerk at 121
North Rouse Ave., Bozeman, Montana, Suite 202 or by mail at PO Box 1230, Bozeman,
Montana, 59771-1231, no later than 5:00 PM local time on Friday, February 6, 2015.
1.3 Questions pertaining to the selection process should be directed to Carolyn Poissant,
at 582-2908 or cpoissant@bozeman.net .
1.4 The City of Bozeman shall not be held responsible for any oral instructions. Any
changes to this Request for Qualifications (RFQ) will be in the form of an addendum, which
will be published on the City’s website and furnished to all firms having already submitted a
SOQ. All submissions under this notice are considered public records of the City.
1.5 A pre‐submittal conference for the contract will be held at the Stiff Professional
Building, 20 E. Olive Street, 59715, Bozeman, MT on Wed., Jan. 28, 2015 at 1:30 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 highly
recommended.
1.6 The service provider will be selected on the basis of demonstrated competence and
qualification for the type of services required and thereafter the City will negotiate the services
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agreement with what it deems to be the most qualified firm. All City standard insurance and
indemnification requirements will be included in any eventual contract.
2 ‐ PRELIMINARY SCOPE OF SERVICES
After being selected, the service provider will execute a professional services agreement with
the City to provide services based on the preliminarily scope of services set forth below. The
service provider and the City shall negotiate a final scope of services after selection. See Exhibit
A – Project Background and Preliminary Scope of Services - attached.
3 ‐ QUALIFICATIONS EVALUATION CRITERIA
3.1 The service provider will be selected through a qualification‐based selection process.
Firms interested in providing requested scope of services to the City of Bozeman must submit a
SOQ that addresses the following evaluation criteria. Applicants are encouraged to organize
their submissions in such a way as to follow the general evaluation criteria listed below.
Information included within the SOQ may be used to evaluate your firm as part of any criteria
regardless of where that information is found within the SOQ. Information obtained from the
SOQ and from any other relevant source may be used in the evaluation and selection process.
3.2 Qualifications Criteria.
Respondents to this RFQ shall be evaluated on the following criteria and the requirements of
§18-8-201 et seq., MCA, with the selection committee choosing, in its opinion, the most
qualified firm to provide the services required for the proposed project:
PROJECT APPROACH
The SOQ shall include qualifications of personnel and tasks delineating with the team’s
approach for this project, to include the following:
1. Project Team make-up, including job title and primary role in the project, for the lead
and all sub-consultants (identified as such)
2. Project Team experience with similar public park and infrastructure projects,
identifying the following:
a. Project name and location
b. Project construction costs
c. A brief description of the project
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d. The firm’s role and that of each member of the Project Team
e. A project reference and contact information
3. The Project Team’s approach to this project identifying the following:
a. Key role and key tasks to be assigned to each team member
b. Approximate percentage of time of overall project workload to be performed by
each team member
c. Project task schedule by week (assuming a start date of March 17, 2015)
d. Description of Project Team experience working with public sector officials,
public interest groups, and partnering agencies as appropriate
e. Other information pertinent to the successful completion of the project (quality
control, communication strategies, special technologies, etc.)
4. A description of any recent or current work for the City of Bozeman.
EVALUATION CATEGORIES Rating %
1. Project Team experience with similar projects 25%
2. Project Team member qualifications 25%
3. Project approach and task definition 25%
4. Project schedule 15%
5. Quality assurance and other factors 10%
4 ‐ SUBMITTAL REQUIREMENTS
4.1 All SOQs must contain the following information:
a. A one-page cover letter;
b. Standard Federal Form 330 completed in full (all work, not just federal agencies);
c. Project management chart identifying all key personnel and approximate
percentages of overall time each is expected to contribute to the project;
d. Example project schedule depicting all tasks for the project;
e. Additional information (graphics, photos, etc.) illustrating the firm's
qualifications for the specific project and including all information required by
this section;
f. Description of: (i) any litigation, arbitration, or claims filed by the submitting firm
against any other client as a result of a contract dispute within the past ten (10 years);
(ii) a list of any contract or negligence claims filed against the submitting firm within
the past ten (10 years); and (iii) a list of similar service agreements wherein termination
occurred prior to final completion of the project within the past ten (10 years); and
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g. Any other information necessary to address the criteria included in Section 3,
above and the scope of services ;
h. A list of references from similar projects and
i. At the discretion of the firm, a company brochure.
4.2 The SOQ must be submitted to the City Clerk at 121 North Rouse Ave., Bozeman,
Montana, by 5:00 PM local time, Friday, Feb. 6, 2015. An original and five copies
must be submitted.
4.3 Failure to comply with the following criteria may be grounds for disqualifications:
Delivery of submission after the specified cut‐off date and time.
Failure to provide the required number of originals and/or copies of the
submittal specified.
Failure to submit required non-discrimination affirmation statement.
5 ‐ SELECTION PROCEDURE AND SCHEDULE
5.1 Up to a five‐member Project Evaluation Committee will evaluate each SOQ according
to the above criteria. Each respondent will be ranked and, if necessary, the Committee may
select up to three respondents for interviews. The purpose of the interview will be to expand on
the information provided in the SOQ, not to repeat information already provided. Respondents
selected for interviews will be provided additional instruction by the City. Respondents not
selected for further consideration will be notified. The final selection will be based on an
evaluation of the written responses to the RFQ and, if conducted, interviews. Award of the
project will be made following contract negotiations to the most qualified respondent at a price
which the City determines to be fair and reasonable taking into account the estimated value of
services to be rendered, as well as the scope, complexity, and professional nature thereof.
5.2 The following tentative schedule has been prepared for this project. Firms interested in
this project must be available on the interview meeting date(s) (if conducted).
Pre‐submittal mtg: Mon., Jan. 26, 2015, 1:30 PM - Stiff Building, 20 E. Olive Street, Bozeman
SOQs due: Friday, Feb. 6, 2015 at 5:00 PM
Firms notified for interview: Friday, Feb. 13, 2015
Interviews: Friday, Feb. 20, 2015, 1:00 – 5:00 PM, Bozeman City Hall - Gallatin Room
Project kickoff meeting: Tuesday, March 17, 2015
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5.3 Following the interviews the Project Evaluation Committee will determine a ranking for
each firm based on the published criteria in Section 3. Consideration will be given to both the
written SOQ and interview.
5.4 Requests for briefings or selection decisions shall be made in writing to the City. All
information submitted by firms and related Project Evaluation Committee evaluations and
rankings shall be considered confidential until after contract execution and approval by the
City.
5.5 The City will enter into negotiations with the selected respondent and execute an
agreement for professional services upon completion of negotiations for City Commission
approval. If the City is unsuccessful in negotiating a contract with the highest ranked team, the
City may then negotiate with the second or third highest ranked team until a contract is
executed, or may decide to terminate the selection process.
6 – RESERVATION OF RIGHTS BY CITY OF BOZEMAN
The issuance of this RFQ and the acceptance of a submittal do not constitute an agreement by the
City that any contract will actually be entered into by the City. Any costs incurred by
respondents in preparation of a response to this RFQ are completely the responsibility of the
respondents. Any or all disputes arising under this RFQ and any contract negotiated as a result of
this RFQ shall be governed by the laws of the State of Montana. The City reserves the right to
issue written notices of any change in the submittal process should the City determine, in
its sole and absolute discretion that such changes are necessary or desirable.
In addition and notwithstanding any other provision of the RFQ, the City reserves the right to:
1. Waive any immaterial defect or informality in a submittal;
2. Extend or otherwise revise the submittal due date;
3. Reject any or all submissions or portions thereof;
4. Cancel this RFQ at any time;
5. Reissue a new or revised RFQ; and
6. Request additional information or require one or more teams to submit a more detailed
submittal.
This solicitation does not require the City to award a contract, to pay any cost incurred with the
preparation of a qualifications statement, or to procure or contract for services. The City reserves
the right to accept or reject any submittals received in response to this request, to negotiate with
any qualified source, or cancel in whole or part this process if it is in the best interest of the City.
Prior to negotiations, prospective entities may be required to submit revisions to their
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qualifications statements. All submitters should note that the award of any contract pursuant to
this solicitation may be dependent upon the recommendation of the City staff and the approval of
the Bozeman City Commission.
7 – SUBMITTAL REJECTION/RIGHT TO DISQUALIFY
Submittal of terms, condition and/or agreements may result in rejection if such terms, conditions,
or agreements are deemed unacceptable by the City in its sole discretion. The City reserves the
right to disqualify any entity who fails to provide information or data specifically requested
herein or who provides materially inaccurate or misleading information or data or who attempts
to influence the selection process outside the procedures established herein. The City reserves the
right to disqualify any entity on the basis of any real or apparent conflict of interest. This
disqualification is at the sole discretion of the City.
8 – CITY OF BOZEMAN’S NON-DISCRIMINATION POLICY
Each entity submitting under this notice shall affirm, on a separate form provided by the City,
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, 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 related to fulfillment of the services identified in this RFQ.
Failure to comply with the above shall be cause for the City to deem the submittal non-
responsive.
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EXHIBIT A
Project Background and Preliminary Scope of Work
BACKGROUND INFORMATION
On July 16, 2012, Resolution 4386 established the Parks, Trails, and Open Space (“TOP”)
Bond improvement program for the purposes of acquiring land and designing and construction
of public park and recreational improvements in the City of Bozeman. The City Commission
approved a total of $7.5 million from the TOP Bond for Bozeman Sports Park project, in
conjunction with a $976,100 community match through the Bozeman Sports Park Foundation,
Inc. The allocation of funds as per Resolution 4521 includes approximately $3,600,000 for
park improvements. It is anticipated that the park construction will begin in late summer of
2015. The goal is to have Phase I improvements completed by June of 2016.
This project will include a Master Development Plan for the entire 80-acre Bozeman Sports
Park site on property recently purchased by the City. The park is bordered by Flanders Mill
Road to the east, Baxter Lane to the north, Cottonwood Road to the west, and Oak Street to the
south (NW1/4&in the SW1/4of section 3 T2S, R5E). The Bozeman Sports Park plan will
include multi-use sports and recreational fields that are planned primarily as soccer and
lacrosse fields but that could be used for other sports, as well as on-site improvements in
support of the playing fields, including a concessions / restroom / maintenance building,
interconnecting walkways, and parking lots. The park is also expected to include walking /
jogging trails, spectator viewing areas, green infrastructure and landscaping, shade structures,
small play features, and an all-accessible playground that is currently being planned as a
community-built project. The site is expected to be developed in phases, with Phase I being
focused primarily on the north 50% – 75% of the site, depending on project budget and
fundraising considerations.
PROJECT DESCRIPTION (from TOP application)
The Bozeman Sports Park is a multi-phase project designed to meet the current and future
needs of the Bozeman field sport community, specifically youth soccer and lacrosse, while
providing a neighborhood park, urban open space, and Safe-Route-To-School benefits for
Bozeman’s northwestern neighborhoods. Bozeman’s soccer and lacrosse community has
undergone tremendous growth over the last 15 years since Adam Bronken Field was built to
accommodate a community of 300 players. Since its construction, these communities have
grown tenfold, numbering in excess of 3,000 registered participants in Bozeman Blitzz FC,
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AYSO (American Youth Soccer Organization), Bozeman Adult League Soccer, and Gallatin
Valley Lacrosse League.
The demand for suitable practice, league, tournament fields, and indoor practice facilities far
outstrips the supply currently provided by the Bozeman Public School system, MSU, and the
Bozeman Parks and Recreation Department. Access to these fields is tenuous with year to year
arrangements that are threatened by multiple demands, seasonal limitations, increased user
fees, and in the case of MSU, a shrinking recreational land base. As an economic driver,
soccer and lacrosse tournaments in Bozeman, at a scale that is relevant, are untenable given
the lack of a sufficiently sized, centralized tournament venue. The Montana Youth Soccer
Association and the Montana High School Association have consistently denied Bozeman’s
bids for tournaments citing insufficient infrastructure for large multi-day tournaments.
Bozeman’s ability to host spring and fall league games are limited by short seasons and fields
that were not sighted or designed for the extended seasons these sports require. Bozeman’s
inability to host tournaments during the shoulder seasons results in an economic loss to our
merchants and hoteliers.
Several community organizations have joined forces to create the Bozeman Sports Park
Foundation (“BSPF”) for the purposes of raising funds and providing assistance with design
and ultimately, the operation, of the Bozeman Sports Park. A conceptual Master Plan has
been developed with community input by Stefan and Associates (see Attachment A). A
topographic survey was completed in November 2014.
Proposed improvements for the Bozeman Sports Park project include, but are not limited to,
the following:
Approximately 20 sports fields for soccer, lacrosse, rugby, and other recreational uses
Concessions, restroom, and maintenance building(s)
A roughly 3-acre, fenced-in dog park with shade structures and other amenities
Picnic shelter pavilion(s) and dispersed picnicking facilities
Several dispersed play features, shade structures, and spectator areas
An all-accessible play area of approximately 4000 SF
Accessible paved and gravel fines walkways and inter-connecting trails
Native grass and landscaped areas incorporating green infrastructure
Parking to accommodate approximately 200 vehicles (8 barrier-free / van accessible)
Stormwater detention basin and site utilities
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SCOPE OF WORK
The project Scope of Work will include, but is not limited to, the following elements:
1. Design and Engineering
a. Master Site Development Plan. The consultant shall utilize and refine
the current conceptual plan prepared by Stefan and Associates (see
Attachment A) in order to prepare a “Master Site Development Plan,”
which shall consist of a layout drawing that delineates all proposed
improvements and infrastructure at 1”= 100’ (or larger) scale. The
elements shown on the conceptual master plan are intended to be
included, but exact locations and types of features and site improvements
will be determined during the site planning process.
b. Phase I Site Plan. The consultant shall prepare, with city and partner
input, a design development drawing (preliminary site plan) based on the
available budget for “Phase I” construction as a precursor to the final site
plan and submit to the DRC for an informal review. Following the DRC
informal review, a detailed site plan shall be prepared by the consultant
incorporating input received at the DRC meeting. The final Phase I site
plan will be reviewed again by the DRC, then City Commission, revised
if necessary, and submitted for final sign-off by the DRC upon City
Commission approval. If additional tasks are required for additional
phases or substantive changes to the Phase I Site Plan , the scope of
services will be negotiated by the Consultant and the City, with
additional compensation subject to City approval.
c. Construction documents (“CDs”). The consultant shall provide plans,
details, and specifications for city review at 60%, 90% and 100%
completion, with revisions as necessary to comply with City
requirements. The CDs shall include all drawings, specifications and
details as required for the installation of all proposed site improvements.
d. Utilities. The consultant shall design, specify, and coordinate provisions
for all public and private utility connections as needed for the proposed
park improvements and indicate such connections on the site plan and in
the CDs.
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e. Water and Irrigation. The consultant shall design water facilities,
including site irrigation, in cooperation with the Park Operations
supervisor and city legal department. The consultant shall perform and
coordinate all work necessary, including obtaining state and local
permits and water rights assignments, for installation of site water and
irrigation facilities and specify the appropriate construction activities to
be performed by the contractor in the CDs.
f. All-accessible play area. The site plan shall include a footprint of
approximately 4000 SF for the play area, which is being designed by a
firm specializing in community-built projects. The consultant shall
include sufficient notation in the CDs to accommodate this project. If
additional tasks are required for the design and construction of the play
area, the scope of work and Professional Services Agreement will be
amended accordingly.
g. Indoor facility. The site plan shall include a footprint of approximately
240,000 SF for a future indoor facility. The consultant shall include
sufficient notation in the CDs to accommodate this project. If additional
tasks are required for the design and construction of the indoor facility,
the scope of work and Professional Services Agreement will be amended
accordingly.
h. Concessions / restroom / maintenance buildings. In the interest of
economy, these facilities shall be selected from pre-fabricated designs,
with some custom features as needed. The consultant shall identify
appropriate, complimentary products that are harmonious with the park’s
design and work with manufacturers to provide details and specifications
as required for their proper installation in the park.
2. Cost estimate. The selected consultant will be expected to provide, with the
preliminary site plan, an itemized, preliminary cost estimate for Phase I for City
staff review and an itemized, pre-construction cost estimate upon final site plan
approval.
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3. Project Management tasks shall include, but are not limited to:
a. Coordination of all design and engineering services
b. Coordination of all city reviews and approvals, including Community
Development Department Development Review Committee, Trails,
Open Space and Parks Committee, Recreation and Parks Advisory
Board, City Commission and any others as needed
c. Coordination with partnering organizations and stakeholders, including
the Bozeman Sports Park Foundation and various sub-committees, the
Gallatin Valley Land Trust, Run Dog Run, City of Bozeman departments
(engineering, park planning, park operations, building, community
development, emergency services, facilities / ADA coordinator, etc.),
and others as appropriate.
d. The consultant shall attend (at a minimum) four public meetings: DRC
initial review and second review, Recreation and Parks Advisory Board,
and City Commission. Attendance at additional meetings may be
required if substantial site plan revisions are necessary. The consultant
shall coordinate and meet the City / Parks staff and partnering
organization representatives as needed to develop the site plan and CDs.
4. Construction Management. The consultant shall provide:
a. Bid period assistance (attendance at pre-bid meeting, responding to bid
questions, and preparation of addenda if needed)
b. Shop drawing and submittal reviews
c. On-site construction supervision, including:
i. Coordination of weekly progress meetings and distribution of
meeting notes
ii. Coordination with other city department, partners, and others as
needed to ensure proper integration of project issues
iii. Preparation of change orders
iv. Review of requests for payment
v. Preparation and review of construction punch list(s)
vi. Project close-out, including Statement of Substantial Completion
and preparation of Drawings of Record per city specifications (to
include one electronic and three hard copies)
vii. Assistance with warranty inspection(s) as needed
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Attachment A
Bozeman Sports Park Conceptual Master Plan
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