HomeMy WebLinkAbout2016-03-16 PACKET 04.K. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 3/16/16 m
PREPARED BY: Community Development Jennifer Levitt
ORIGINATING DEPARTMENT STAFF AUTHOR
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COUNCIL ACTION REQUEST:
1. Consider accepting the Space Needs Study for Fire Station #2.
2. Consider approving that the proposed Fire Station #2 be located at 8641 80th Street South.
3. Consider approving the Request For Proposals for Architectural Services.
STAFF RECOMMENDATION:
Approve the requests
ADVISORY COMMISSION ACTION:
DATE REVIEWED APPROVED DENIED
❑ PLANNING ❑ ❑ ❑
� PUBLIC SAFETY 2/23/16 ❑ � ❑
❑ PUBLIC WORKS ❑ ❑ ❑
❑ PARKS AND RECREATION ❑ ❑ ❑
❑ HUMAN SERVICES/RIGHTS ❑ ❑ ❑
❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑
❑ ❑ ❑ ❑
SUPPORTING DOCUMENTS:
� MEMO/LETTER: Memo from Jennifer Levitt dated 3/10/16
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Space Needs Study
Request For Proposals for Architectural Services for Fire Station #2
ADMINISTRATOR'S COMMENTS:
�``'`� ,�'� � ,
; ; ,�
V J f � It { � ��
City Admi istrator Date
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COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
Cottage
� Grove
�he�e pride andprosperity Meet
TO: Honorable Mayor and City Council
Charlene Stevens, City Administrator
FROM: Jennifer Levitt, Community Development Director/City Engineer
DATE: March 10, 2016
RE: Fire Station #2 —Architectural Services Request for Proposal
Background
The existing building was constructed in 1972. In the early 1980's expansion occurred to the
facility to meet the growth of the fire department. The renovations to the facility were completed
in 1985, which then allowed for additional apparatus storage, improved kitchen facility, fitness
room, and small day room. Due to its age, increased maintenance costs, functionality of the facil-
ity, and a new fire response model, the existing facility is not able to meet the growing needs and
demands of the fire and EMS response systems.
In March of 2011, staff began to assemble and evaluate the needs of the fire department. The
staff-led facilities needs summary was completed in September 2011. The project was then intro-
duced into the Capital Improvement Plan (CIP) at $7 million. The project has since been in the
CIP and is currently proposed to be constructed in 2017. In order to move toward design and
ultimately construction of the new facility, a space needs study was perFormed by Wold Architects
and Engineers. This work was started in the summer of 2015 and has now been completed. The
final Fire Station Space Needs Study is attached.
Discussion
The space needs study concluded that the following elements would be included in the proposed
36,254 square foot building:
• 12 apparatus bays
• Public lobby and historical component
• Exam room
• Training rooms
• Offices
• Living area
• Kitchen
• Locker rooms
• Fitness rooms
• Dorm rooms
• Training tower
• Storage areas
Honorable Mayor, City Council, and Charlene Stevens
Fire Station #2—Architectural Services Request for Proposals
March 10, 2016
Page 2 of 2
The space needs study outlines these elements and square footages in more detail. Through the
space needs study, it was determined that the estimated budget for the proposed facility would
be $9.1 million compared to the $7 million outlined in the CIP.
The Public Services Commission has reviewed the space needs study and are supportive of the
site selection of 8641 80th Street South.
Recommendation
1. Accept the Space Needs Study
2. Approve proposed Fire Station #2 to be located at 8641 80th Street South
3. Approve the Request For Proposals for Architectural Services
Request For Proposals
Architectural Services for
City of Cottage Grove
Fire Station #2
March 2016
RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
Table of Contents
Page
I. INTRODUCTION AND BACKGROUND ........................................................................... 3
II.INSTRUCTIONS .............................................................................................................. 5
III. PROPOSAL CONTENTS ................................................................................................ 7
IV. SCHEDULE ..................................................................................................................... 9
V. SELECTION .................................................................................................................. 10
VI. CONTRACT TERMS AND CONDITIONS ...................................................................... 11
ATTACHMENT A SPACE NEEDS STUDY
ATTACHMENT B PHASE II ENVIRONMENTAL REVIEW
ATTACHMENT C AS BUILT UTILITY INFORMATION
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
I. INTRODUCTION AND BACKGROUND
The City of Cottage Grove is issuing this Request For Proposal (RFP) for professional
Architectural Services for the design of the proposed Fire Station #2.
Existing Building
facility to meet the growth of the fire department. The renovations to the facility were completed
in 1985 which then allowed for additional apparatus storage, improved kitchen facility, fitness
room, and small day room. Due to the age of the existing facility, increased maintenance costs,
functionality of the facility, and a new fire response model, the existing facility is not able to meet
the growing needs and demands of the fire and EMS response systems.
Proposed Building
The proposed building is anticipated to be 36,254 square feet with the following features:
12 apparatus bays
Public lobby and historical component
Exam room
Training rooms
Offices
Living area
Kitchen
Locker rooms
Fitness rooms
Dorm rooms
Training tower
Storage areas
Site Information
The proposed site is at 8641 80th Street South. The proposed fire station is to be constructed to
the east of the existing fire station. The existing fire station shall stay operational through
construction, and once a certificate of occupancy is issued for the new fire station and
apparatus and personnel transitioned to the new facility, demolition of the existing fire station
shall take place and the area restored.
must be used
For this proposal, the following schedule and cost estimate :
Schedule:
Proposals due April 22, 2016, by Noon.
Contract Award for Architectural Services May 18, 2016
Schematic Design May to August 2016
Design Development September 2016 to January 2017
Plans and Specifications Completed February 2017
Bid Project March 2017
Award April 2017
Begin Construction April 2017
Project Completion February 2018
Cost Estimate: $9,000,000
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
Key challenges for the Architect to address on this project are:
Maintaining project budgets
Delivering the project on schedule
Incorporating new technologies to enhance efficiency
Cottage Grove fire history incorporated in lobby
Energy efficiency
Functionality and flexibility of the building as a work and training facility
Designing with future growth in mind
The Architect Scope of Services includes:
Project budget analysis, development, estimating, and tracking
Preparing bidding documents, bidding analysis and award recommendation, and
preparation of contract documents
Project coordination, permitting, and approvals
Project management and project team management
Value engineering, safety, sustainability, and quality standards review
Project staging development and implementation
Construction inspection and contract administration
Management and coordination of final startup, testing, and occupancy
A City Project team has been established for the Fire Station #2. This team has members from
various departments within the City. The Architect will be expected to attend the monthly City
Project team meetings. Attendance at City Council meetings may be required to provide
feedback on the status of the project; this can be expected to be infrequent.
City Staff assigned to the Project Team:
Charlene Stevens City Administrator
Craig Woolery Public Safety Director
Jennifer Levitt Community Development Director/City Engineer
Robin Roland Finance Director
Rick Redenius Fire Chief
Al Beasley Fire Department
PJ McMahon Fire Marshal
Two City Council Representatives
All questions pertaining to this RFP should be directed to Jennifer Levitt, Community Development
Director/City Engineer, at 651-458-2890 or jlevitt@cottage-grove.org.
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
II.INSTRUCTIONS
A. Submission of Proposals
Submit ten (10) bound copies of the proposal in a sealed package addressed to:
Jennifer Levitt, Community Development Director/City Engineer
City of Cottage Grove
12800 Ravine Parkway South
Cottage Grove, MN 55016
All documents must be received by 12:00 Noon on April 22, 2016.
Documents
received after this time will not be accepted.
B. Examination of Proposal Documents
By submitting a proposal, the proposer represents that it has thoroughly examined and
become familiar with the work required under this RFP and that it is capable of
C. Addenda/Clarifications
Any changes to this RFP will be made by written addendum. No verbal modification will
be binding.
D. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the proposer in:
1) Preparing its proposal in response to this RFP
2) Submitting that proposal to the City of Cottage Grove
3) Negotiating with the City of Cottage Grove any matter related to this proposal;
4) Any other expenses incurred by the proposer prior to the date of execution of the
proposed agreement.
The City of Cottage Grove shall not, in any event, be liable for any pre-contractual
expenses incurred by the proposers in the preparation of this proposal. Proposers shall
not include any such expenses as part of their proposals.
E. Exceptions and Deviations
Any exceptions to the requirements in this RFP, including the language in the
contractual terms and conditions in Section V, must be included in the proposal
submitted by the proposer. Segregate such exceptions as a separate element of the
propos.
F. Joint Offers
Where two or more consultants desire to submit a single proposal in response to this
RFP, they should do so on a prime-subcontractor basis rather than as a joint venture.
The City of Cottage Grove intends to contract with a single firm and not with multiple
firms doing business as a joint venture.
G. Rights
The City of Cottage Grove may investigate the qualifications of any proposer under
consideration, require confirmation of information furnished by the proposer, and require
additional evidence of qualifications to perform the work described in this RFP. The City
reserves the right to:
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
1)
2) Cancel the entire Request for Proposal
3) Issue a subsequent Request for Proposal
4) Remedy technical errors in the Request for Proposal process
5) Appoint evaluation committees to review proposals
6) Negotiate with any, all, or none of the RFP respondents
7) Reject and replace one or more subcontractors
This RFP does not commit the City of Cottage Grove to enter into a contract, nor does it
obligate the City to pay for any costs incurred in preparation and submission of
proposals or in anticipation of a contract.
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
III. PROPOSAL CONTENTS
Proposals shall be prepared two-sided on 8--out sheets
for large tables, charts, or diagrams is permissible but should be limited. Index the proposal and
sequentially number all pages through or by section. The proposal should include the following
information:
1. FIRM QUALIFICATIONS
each project provide:
Name and location of project
o
Contract amount
o
Type of project
o
Owner name and contact person
o
Architect name and contact person
o
Date of completion
o
Simple explanation as to how and why this project is similar to the proposed
o
project
company
to be exceptionally competent.
2. STAFF QUALIFICATIONS
Organizational chart showing how your firm will staff and organize, and identify those
individuals you propose for the design team.
Provide resumes for each person in your project team.
o
Provide two client references for the lead Architect.
o
What capacity and resources do you possess for back-up and support of assigned
staff?
3. DESIGN AND CONSTRUCTION
Engaging City Staff Design Team and Fire personnel staff
o
Public engagement
o
Maintaining project budgets
o
Delivering the project on schedule
o
Describe involvement with through the construction process:
Contract administration
o
Communication
o
Inspection
o
Ensuring project quality
o
Change orders
o
Management and coordination of final startup, testing, and occupancy
o
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
4. COST PROPOSAL
A.
Identify key staff, consultants, and positions for each of the phases proposed for
this work.
B.
Provide lump sum cost for each phase of scope of services.
C.
Identify project availability during the work and any project conflicts based upon
other work or project commitments.
D.
Describe which, if any, portions of the work would likely be performed by
ffice location, and a brief
relationships between the lead firm and subcontractors.
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
IV. SCHEDULE
The City of Cottage will maintain this schedule for selection:
Issue Request for Proposals March 21, 2016
Proposals Due April 22, 2016 by 12:00 noon
Interviews with City By May 6, 2016
Selection/Award of Contract May 18, 2016
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
V. SELECTION
City of Cottage Grove representatives will evaluate all proposals received by the deadline. The
City will use a best value approach to the selection of the firm.
From the complete group of submitting firms, the committee may select two to four firms as
finalists depending on the number and quality of proposals received. These finalists will be
asked to make 30-minute formal presentations of their proposals and to respond to oral
questions from the committee. Finalist firms must refrain from contact with committee members
during the final selection process.
The proposals will be evaluated using, though not exclusively, the following criteria:
1. Company Capability: Does the Firm have stability, experience, expertise, and finances to
successfully complete the work? Is the Firm located in an area that ensures accessibility and
timely meetings/connections between the Firm and the Project Team?
2. Does the proposed project Firm have the necessary skills and experience to fulfill the
requirements of the project? Have they led similar projects successfully? Are the key team
members available and committed to do the work without being pulled off to another project?
Does the proposed Firm have a proven/consistent pattern of being responsive and focused
on customer service?
3. Subcontractors: Is the type and percentage of work estimated to be performed by
subcontractors appropriate for this type of project?
4. Relevant Project Experience: Has the Firm worked on projects similar in size and technical
requirements to this project? Was this work of high quality in nature? Has the Firm worked
on highly visible projects that require successful public interaction and communication? Do
the referenced projects reflect favorably in respect to completion within the contract
schedule, cost, and number of change orders and claims?
5. Project Communications: How does the Firm handle the various communications including
meetings and project schedule to keep the job running smoothly? It is expected that nearly
all communications on the project will occur digitally (email) and the Firm must have a
proven history of supporting this expectation.
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
VI. CONTRACT TERMS AND CONDITIONS
A professional services agreement will be prepared by the City upon selection of a firm. The
professional services agreement will be the product of negotiations between the Firm and the
City.
Appropriate language will be added to document the specific nature and scope of services,
costs, responsibilities, and liabilities of each party. Additional areas of concern may be
incorporated, subject to mutual agreement between parties. General conditions set forth in this
section will be incorporated into the professional services agreement. These provisions are
considered minimum requirements and may be increased or expanded if it is agreed to be in
s.
A. Equal Employment Opportunity Civil Rights
During the performance of the Agreement, the Consultant agrees to the following:
No person shall, on the grounds of race, color, religion, age, sex, disability, marital
status, public assistance status, criminal record, creed or national origin, be excluded
from full employment rights in, participation in, be denied the benefits of, or be
otherwise subjected to discrimination under any program, service, or activity under
the provisions of any and all applicable federal and state laws against discrimination
including the Civil Rights Act of 1964.
If during the term of the Agreement, it is discovered that the Consultant is not in
compliance with the applicable regulations as aforesaid, or if the Consultant engages
in any discriminatory practices, then the City may cancel said Agreement as provided
by the cancellation clause of the Agreement.
B. Standards
The Consultant shall comply with all applicable Federal and State statutes and
regulations as well as local ordinances now in effect or hereafter adopted.
Failure to meet the requirements of the above may be cause for cancellation of the
contract effective the date of receipt of the Notice of Cancellation.
C. Data Privacy
All data collected, created, received, maintained, or disseminated, or used for any
purposes in the course of the Consultant's performance of the Agreement is governed by
the Minnesota Government Data Practices Act, Minnesota Statutes 1984, Section 13.01,
et seq. or any other applicable state statutes and state rules adopted to implement the
Act, as well as state statutes and federal regulations on data privacy. The Consultant
agrees to abide by these statutes, rules and regulations and as they may be amended.
D. Audits, Reports, Records, and Monitoring Procedures
The firm will:
Maintain records that reflect all revenues, costs incurred and services provided in the
performance of the Agreement.
Agree that the City, the State Auditor, or legislative authority, or any of their duly
authorized representatives at any time during normal business hours, and as often
as they may deem reasonably necessary, shall have access to and the right to
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
examine, audit, excerpt, and transcribe any books, documents, papers, records, etc.,
and accounting procedures and practices of the firm which are relevant to the
contract.
E. Indemnity
The firm will need to agree that it will defend, indemnify, and hold harmless the City
against any and all liability, loss, damages, costs, and expenses, which the City may
hereafter sustain, incur, or be required to pay by reason of any negligent act or omission
or intentional act of the firm, its agents, officers, or employees during the performance of
the Agreement.
F. Insurance Requirements
The firm will need to further agree that in order to protect itself as well as the City under
the indemnity provision set forth above, it will at all times during the term of the Contract
keep in force the following minimal insurance protection in the limits specified:
A single limit or combined limit or excess umbrella general liability insurance policy of
an amount of not less than $300,000 for property damage arising from one
occurrence; $2,000,000 for total bodily or personal injuries or death and/or damages
arising from one occurrence. Such policy shall also include contractual liability
coverage by specific endorsement or certificate acknowledging the contract between
the firm and the City.
A single limit or combined limit or excess umbrella automobile liability insurance
policy, if applicable, covering owned, non-owned, and hired vehicles used regularly
in the provision of services under this Agreement, in an amount of not less than
$300,000 per accident for property damage; $2,000,000 for bodily injuries and/or
damages to any one person; and $2,000,000 for total bodily injuries and/or damages
arising from any one accident.
A professional liability insurance policy covering personnel of the firm while
performing services under this Agreement in the following amounts: Errors and
omissions $300,000 per occurrence and $1,000,000 in total for any individual
occurrence.
Workers Compensation Insurance and employers liability as required by law
including all states endorsement in an amount of $100,000 for each occurrence.
Prior to the effective date of the Agreement, the firm will furnish the City with certificates
of insurance as proof of insurance for general Liability and Auto Liability, Professional,
Any policy obtained and maintained under this clause shall provide that it shall not be
cancelled, materially changed, or not renewed without thirty days notice thereof to the
City.
G. Independent Contractor
It will need to be agreed that nothing in the Agreement is intended or should be
construed in any manner as creating or establishing the relationship of co-partners
between the parties hereto or as constituting the firm as the agent, representative, or
employee of the City for any purpose or in any manner whatsoever. The firm is to be and
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
shall remain an independent contractor with respect to all services performed under the
Agreement.
The firm represents that it has, or will secure at its own expense, all personnel required
in performing services under the Agreement. Any and all personnel of the firm or other
persons, while engaged in the performance of any work or services required by the firm
under the Agreement, shall have no contractual relationship with the City and shall not
be considered employees of the City.
H. Modifications
Any material alteration, modification, or variation shall be reduced to writing as an
amendment and signed by the parties. Any alterations, modifications, or variations
deemed not to be material by agreement of the City and the firm shall not require written
approval.
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
ATTACHMENT A
SPACE NEEDS STUDY
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RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
ATTACHMENT B
PHASE II ENVIRONMENTAL INVESTIGATION
RFP Architectural Services for Cottage Grove Fire Station #2 March 2016
ATTACHMENT C
AS-BUILT UTILITY INFORMATION
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