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HomeMy WebLinkAbout#11 - RFP for Architectural-Engineering SvcsSTAFF REPORT DATE: January 21, 2020 CONSENT AGENDA ITEM: Request for Proposals – Architectural/Engineering Services for Public Facilities SUBMITTED BY: Jake Dickson, Assistant City Administrator BACKGROUND: The 2020-2024 Capital Improvement Plan approved last year lists a new City Hall, Fire Station, and Public Works improvements as a very important project. A space study performed in 2017 identified areas in which public facilities could be improved, as well as included concept plans for new public facilities. At the November work session, staff was directed to also include having a high level cost analysis completed to evaluate if city hall should be located on the recently acquired land on Ideal Ave. A proposed Request for Proposal (RFP) is included in your packet. ISSUE BEFORE COUNCIL: Should the Council authorize the issuance of a Request for Proposals (RFP) for Architectural/ Engineering Services? PROPOSAL DETAILS/ANALYSIS: After reviewing audits from other cities staff is proposing the following scope of service: Provide a high level cost analysis of two options for City facilities in order to help Council identify the preferred option between collocating City Hall and Fire Station at Brookfield site or constructing a Fire Station and Public Safety Office at Brookfield site and constructing City Hall on Ideal Ave. Provide design and construction services of the preferred option. If approved, staff would advertise the RFP the following day. Submittals would be due on February 19 with final selection of a firm anticipated at the March 17th Council meeting. FISCAL IMPACT: To be Determined upon selection of firm OPTIONS: 1)Authorize staff to issue an RFP for Architectural/Engineering Services for Public Facilities 2)Amend the RFP then Authorize staff to issue it 3)Do not authorize issuance of an RFP for Architectural/Engineering Services for Public Facilities RECOMMENDATION: If removed from the consent agenda: “Motion to authorize issuance of an RFP for Architectural/Engineer Services for Public Facilities.” ATTACHMENTS: RFP for Architectural/Engineer Services for Public Facilities. REQUEST FOR PROPOSAL ARCHITECTURAL / ENGINEERING SERVICES For City Hall and Fire Department Facility 1.INTRODUCTION The City of Lake Elmo is requesting proposals from interested firms that possess qualifications to provide full A/E design and construction services for a renovated Lake Elmo City Hall, Fire Department Facility and Public Works office facilities with alternate design of a standalone City Hall on a new site. Interested firms must submit their proposal by 4:00 p.m. Wednesday, February 19, 2020. 2.DESCRIPTION OF GOVERNMENT The City of Lake Elmo, incorporated in 1926, is a Minnesota Statutory City with an Optional Plan A form of government. It has a mayor elected at large for a four-year term and four council members also elected at large for four-year terms. As the policy- making body of the City, the City Council is responsible for the overall operation of the City; however, the City Council does not become involved in the day-to-day administration. The City Administrator is responsible for carrying out the Council’s policies and for the administration of all City business. The City encompasses approximately 25 square miles. The City is experiencing significant growth, has a population of approximately 10,500, and is located in central Washington County. The City employs 23.5 FTE in addition to 6 part time firefighters, 18 paid on call fire fighters and contracts with Washington County Sheriff’s office for police services. Lake Elmo has approximately 160 miles of streets, is home to Lake Elmo Regional Park in the center of the city along with over a dozen city parks throughout the community and has four recreational lakes. The city has both urban and rural areas. The significant population centers are located along I-94, the Old Village area and Tri Lakes area in the northwest corner of the city. More information about the City of Lake Elmo can be obtained on our website at www.lakeelmo.org 3.PROJECT DESCRIPTION The project consists of three main tasks: A. Provide a high level cost analysis of two options for city facilities in order to help Council identify the preferred option: i. City Hall and Fire Station to be collocated at 3880 Laverne Ave. This would include an interior remodel of the Brookfield building and extension of a fire apparatus bay and council chambers to the exterior. ii. Fire Station and Public Safety offices to be located at 3880 Laverne Ave with the addition of a fire apparatus bay. City Hall to be located separately near Public Works facility at 3445 Ideal Ave. B. Provide design and construction services of the preferred option identified above. Depending on the preferred option chosen, this design is likely to include construction of approximately 9,315 square feet for City Hall, 22,300 square feet for fire and public safety, and 6 apparatus bays. C. Provide design and construction services of an approximately 2,340 square foot addition of Public Works office space. The facility improvements and parameters are based on a space study and recommendations prepared by BKV Group in 2017 and presented to the public in 2018, which is available for review on the City website. Note: Ambulance facilities will not be included in the project. 4. SCHEDULING The project development schedule is as follows:  Approval of Contract 3/17/2020  Selection of Preferred Option 4/7/2020  Complete Preliminary Site and Building Layout: 10/1/2020  Complete Final Design: 1/15/2021 The following tasks will be dependent on the Lake Elmo City Council to proceed:  Site Preparation: 6/1/2021  Construction: 6/1/2021 5. RIGHTS OF THE CITY OF LAKE ELMO The City of Lake Elmo reserves and may exercise one or more of the following rights and options regarding this RFP:  Reject any and all Proposals.  Seek additional Proposals.  Enter into negotiations and subsequently contract with more than one Respondent.  To select the successful Respondent on the basis of the Proposal meeting requirements established by the City of Lake Elmo and not necessarily the lowest price.  Choose not to award any Agreement and Contract.  Add to, delete, modify or enlarge this RFP, including any specifications and/or statement of work, the proposed contract, the terms and conditions, and any subsequently executed Agreement and Contract, and acknowledges an attendant and corresponding adjustment in the bid price.  Modify the terms and conditions of any proposed or executed Agreement and Contract prior to execution.  Cancel or withdraw this RFP without the substitution of another RFP, or alter the terms and conditions of this RFP.  Extend deadlines or otherwise modify the required schedule (within reason) at its sole discretion. 6. PROJECT SCOPE The firm selected shall provide complete A/E design and construction related services through completion of the project construction. The scope of services shall include preliminary site/building layouts, final design, preparation of construction documents, (plans, specifications, bidding and contract documents, etc.), bidding administration, and construction administration for the following:  Architectural  Structural Engineering  Mechanical Engineering (Plumbing/fire protection/HVAC)  Electrical Engineering (Including low-voltage rough in)  Furnishings, Fixtures & Equipment (FF&E) design and specifications  Landscape Architecture Civil site engineering will be provided, as required, by the City Engineer’s Office, Focus Engineering Inc. 7. SUBMISSION REQUIREMENTS Interested firms shall submit 1 bound copy and one electronic copy by 4:00P.M. on Wednesday, February 19th, 2020 to the attention of Kristina Handt, City Administrator, 3880 Laverne Avenue N, Suite 100, Lake Elmo, MN 55042. Questions shall be directed to Kristina Handt by phone at 651-747-3905 or via e-mail at Khandt@lakeelmo.org. The submission shall include the following: a. Cover letter and introduction including the name of the firm, address, and the name and contact information of the person(s) authorized to represent the company regarding all matters related to the proposal. b. Information on the firm and the firm’s qualifications, capabilities, staffing, areas of services, years in business, etc. c. Resumes and qualifications of the individual(s) who will be performing the work, including:  Name  Address, telephone number, fax number, email address  Resources available to assist in performing design duties  Education  Experience  Current projects they are working on  Any special qualifications, licenses or certifications held by the firm and/or individual(s). d. References, a minimum of three (3), specific to similar municipal building projects, outlining Proposed approach to the project development and design, outlining schedule, meetings, critical tasks, and other information that demonstrates how the firm intends to manage the overall project design and construction administration. e. Other pertinent information. f. Proof of insurance, by either copy of the certificate of declaration page, for general liability and professional responsibility/errors and omission insurance policies currently in place and related to providing design and planning services. All insurance policies must be issued by companies authorized to do business under the laws of the State of Minnesota. g. The proposed A/E fees for the Project. Identify the basic services included in your fee; any additional services and additional costs not included in your basic fee; and any reimbursable expenses with the applicable reimbursable rates. Provide a best estimate of what the reimbursable expense costs would be. h. Scope of services, project description, and cost. 8. METHOD OF SELECTION The City intends to retain the services of the firm evaluated to be best qualified to perform the work for the City within the required time frame, experience with similar contracts and clients, extent to which previous clients have found the firm’s services acceptable, cost of services, ability to deliver work within budget, and other factors considered. The firm will be selected upon the basis of the information provided as requested in this proposal. Staff will undertake a preliminary review of all proposals submitted for compliance with this submission requirements and select firms for interviews. Follow-up with any or all firms submitting proposals may occur to gather additional information upon which to make a decision. Any other pertinent data generated by the City will be considered. The City Council shall make the final appointment of the firm. The final contract award will be conditioned upon the successful proposer’s complying with all terms and conditions, mutual agreement about the final work plan, and completion of a contract agreeable to all parties. The City reserves the right to negotiate and further refine the scope of the work which may affect the final contract amount. The City Council reserves the right to reject any and all proposals, in whole or in part, to waive any and all informalities, to disregard all non-conforming, non-responsive or conditional proposals, to request additional information from a proposer, or to expand the period for submitting proposals. 9. OTHER Proposer understands and acknowledges that the proposal is subject to the Minnesota Governmental Data Practices Act. Proposals are private or non-public until they are opened by the City. Once the proposals are opened, the name of the proposer becomes public. All other data in a proposal is private or non-public until the completion date of the evaluation process. After the City has completed the evaluation process, all remaining data submitted by all proposers are public with the exception of trade secret data as defined and classified in Minnesota Statutes 13.37. Data will at all times be governed by Minnesota Governmental Data Practices Act. Minnesota Statutes Chapter 13. Proposer agrees to maintain all data obtained from the City consistent with the requirements of the Data Practices Act. Proposer agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of the proposer’s failure to comply with the requirements of the Data Practices Act. If selected by the City, the proposer will be required to execute a contract with the City within one (1) week of notification. Those submitting proposals do so entirely at their own expense. There is no expressed or implied obligation by the City to reimburse any individual or company for any costs incurred in preparing or submitting proposals, providing additional information when requested by the City or for participating in any meetings or interviews.