REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS TOWN OF VAIL Professional Design Services For the Redevelopment of Booth Creek Park 2900 Manns Ranch Road Vail, CO REQUESTED BY TOWN OF VAIL Department of Public Works and Transportation 1309 Elkhorn Drive Vail, CO August 19,

2 INTRODUCTION The Town of Vail s Department of Public Works and Transportation is soliciting proposals from qualified professional design and engineering firms specializing in the design and development of neighborhood and community public park facilities. The selected firm will have demonstrated through their responses to the Town of Vail Request for Proposal that they possess the necessary experience and expertise to provide the Town of Vail with the design development and construction documentation required for the development of Booth Creek Park in accordance with the schedule and budget established by the Vail Town Council. Booth Creek Park is an existing 3 acre community park located at 2900 Manns Ranch Road, Vail, CO. Existing park features are limited to a small playground area and asphalt tennis courts. Both are outdated and will be removed and replaced by new park features. The site is bounded on the north and west by single family and multifamily residential; on the east by an additional 3 acre stream tract parcel along Booth Creek and on the south by Colorado Department of Transportation Interstate 70 right-of-way. Booth Creek Park is the last of 6 community parks in Vail to undergo renovation over the past 15 years. The Town of Vail Department of Public Works and Transportation staff has previously conducted a series of community meetings regarding the design of Booth Creek Park. Multiple park design options were prepared and presented to the community and the Vail Town Council. On August 4, 2015 the Vail Town Council approved the Final Park Design Concept for Booth Creek Park and directed staff to proceed through the Town s approval process and prepare for construction of the park in the spring of No additional public meetings or input are anticipated for the Booth Creek Park project although the Town of Vail does intend to involve the community in the design of the playground elements within the park. The Town will provide a recent survey of the site in CAD format and a soils investigation report. PROGRAM STATEMENT The Final Park Design Concept for Booth Creek Park is attached to this Request for Proposals. The program for the design concept contains the following park elements that are to be carried forward through design development, approvals, bidding and construction. Natural areas. Parallel parking on Manns Ranch Road. Looped paved path using the existing bike path. This will also be the accessible route through the park. Open turf grass area as a significant design element. Double, hard-surface, post tensioned concrete tennis court with fencing and bounce-back wall. Playground with natural elements and artistic components. Low level, dark sky compliant site lighting Public restroom, 2-stall, 3 season, accessible and sensitive to the natural setting. 2

3 Picnic shelter for 2 to 3 picnic tables with other picnic tables, benches, grills, trash/recycle containers, and bike racks throughout the park. Preservation of Existing Vegetation: The preservation of existing trees and native shrubs is an important consideration in the design and development of Booth Creek Park. While not all of the existing trees can or should be preserved, the Final Park Design Concept was deliberately prepared to avoid large areas of existing vegetation. This intended preservation of vegetation is to be carried through design development, approval, construction documentation, and construction of the park. Playground Design and the Inclusion of Public Art Elements: The Town of Vail is renowned for creative, artist inspired, custom playgrounds within its community parks. Booth Creek Park will include this type of playground element. In previous playground projects town staff has worked with the Vail Art in Public Places Board (AIPP) to identify and involve professional, experienced public artists in the creation of a playground design concept. Town staff, certified in public playground safety by the National Playground Safety Institute and collaborating closely with the artist to preserve design integrity, has then prepared detailed playground designs and construction documents to develop the concept into a safe, fun and functional public playground. The services of a licensed structural engineer have been utilized where needed. The Town desires to include members of the community, especially children, in the design concept for the playground. The involvement of community members will involve 2 to 3 evening or weekend public sessions with sketches and drawings to document and facilitate the discussion. The scope of design and documentation required on the playground elements in undetermined at this time. The playground boundary, surfacing and related landscape and irrigation should be included in the overall design fee provided. Proposals submitted should include separate hourly fees for design, drafting and structural engineering of playground elements. SCOPE OF SERVICES Following is an outline of the general scope of work for design services for the Booth Creek Park Redevelopment Project. This list is provided as a generalization of the required scope of work and is not all inclusive. Submitted responses to this Request for Proposal should include a complete breakdown of all necessary tasks to complete the project as described. 1. Preparatory a. Review the owners Final Design Concept for Booth Creek Park as the basis for the requested design services and submit questions and/or observations to the owner s representative to be addressed. b. Review the owner provided site survey, soils investigation report and project manual and notify the owner s representative of any discrepancies and additional information required. c. Develop the CAD base file for use in creating design development and construction documentation throughout the project. d. Contact appropriate utility providers to determine service availability, connection points and other requirements. 3

4 e. Contact Town of Vail Street, Park, Landscape, Irrigation and Building maintenance managers to discuss and document maintenance capabilities, requirements and design implications. 2. Design a. Prepare preliminary and design development park design documents including but not limited to the following. i. Demolition and site preparation ii. Layout iii. Grading and drainage iv. Landscape and irrigation v. Architectural design vi. Playground design vii. Roadway design and CDOT submittals b. Consulting with a qualified construction firm experienced in park construction, prepare preliminary opinion of probable construction costs for review by the owner. c. Attend and participate in owner arranged and facilitated community playground design workshops. Document the public input received and assist the owner in preparing sketches and narratives for subsequent follow-up meetings. 3. Entitlement and Approvals a. Prepare submittal packages including transmittals, graphic images and narratives representing the park design for review by the following Town of Vail boards and commissions. i. Planning and Environmental Commission conditional use permit ii. Design Review Board design approval iii. Art in Public Places Board playground design iv. Vail Town Council overall project approval b. Attend required hearings and participate in design presentations in collaboration with owner s representative. Assume each organization will require a work session and final hearing for approval. Make edits to design documents and resubmit as required to obtain approvals. 4. Construction Documentation a. Project manual including but not limited to Town of Vail standard requirements for bidding, construction contracts, bonding, general conditions and technical specifications to describe all required Divisions and tasks. A standard project manual boiler plate will be provided by the owner. b. Construction drawings illustrating in detail all work requirements including but not limited to the following. i. Cover Sheet ii. General and project specific notes iii. Demolition and site preparation iv. Layout v. Grading and drainage vi. Landscape vii. Irrigation 4

5 viii. Architectural design ix. Playground design x. Structural engineering xi. Mechanical engineering and plumbing xii. Roadway design and CDOT submittals xiii. Construction detailing as required c. Consulting with a qualified construction firm experienced in park construction, prepare final opinion of probable construction costs for review by the owner. 5. Bidding a. Prepare and issue an advertisement for bid to be submitted to local news agencies and uploaded to the Town of Vail website. Provide an address for prospective bidders to contact for access to bidding documents. b. Prepare bidding documents and upload to the owner s electronic sharefile project document distribution site. c. Attend and facilitate a mandatory prebid meeting, field questions from prospective bidders and prepare written responses. d. Prepare and issue addenda as required to answer questions from prospective bidders and clarify project bidding requirements. e. Attend and document the public bid opening. Compile and upload bid results to the project sharefile site. 6. Construction Administration a. Attend and facilitate a preconstruction meeting with the owner representative, contractor project manager and appropriate design and utility representatives. b. Download, review and respond to all contractor uploaded submittals, requests for information and other project communications. c. Attend contractor facilitated weekly Owner, Architect and Contractor project meetings. Make weekly project inspections and document observations. d. Review and comment on Monthly progress payment applications. e. Attend contractor facilitated preliminary and final project walk inspections. Prepare and upload punch list to the project sharefile site. PROJECT BUDGET The Vail Town Council has established an overall project budget of $2,068,880 in the 2015/2016 Real Estate Transfer Tax Capital Project Budget. This budget amount includes all design fees, construction costs and contingency associated with the project. PROJECT SCHEDULE Following is a general schedule for the Booth Creek Park Redevelopment Project. All dates are tentative and subject to change. Submitted responses to this Request for Proposal should include a complete schedule of all necessary tasks to complete the project as described. August 25, 2015 Issuance of Request for Proposals 5

6 September 10, 2015 September 24, 2015 October 6, 2015 October 14, 2015 Nov Jan Feb.-March 2016 May 2, 2016 Completed Proposals Submitted Interviews of prospective design firms If required Design Services Contract Awarded Issuance of Notice to Proceed Design Development, Approvals and Construction Documents Bidding and Town Council Contract Award Commence construction PROPOSAL INSTRUCTIONS Please submit the following information with the proposal. 1. Cover Letter including primary contact person, acknowledgement of contractual requirements including insurance and bonding and statement of availability to staff and meet listed schedule. 2. Signed affidavit concerning PROSPECTIVE CONTRACTOR'S CERTIFICATE REGARDING EMPLOYING OR CONTRACTING WITH ILLEGAL ALIENS. 3. Proposed Scope of Services relative to the design services described herein broken down by major task category and individual task. 4. Proposed not-to-exceed design fee and reimbursable expenses relative to the design services described herein and according to the proposed Scope of Services Provide. Additionally, a proposed hourly fee for design, drafting and structural engineering of custom, artistic playground structures and components. 5. Proposed project schedule relative to the design services and general schedule described herein, and the proposed Scope of Services provided. 6. Staff assignment including the list the names and roles of each individual staff member that will be assigned to the project. Indicate the length of time each staff member assigned to the project has been with the company and his/her individual project experience. 7. Examples of previous completed projects with a specific narrative regarding proposed versus actual project schedule and cost of construction. 8. Current reference contacts for 3 projects of similar scope and complexity completed within the past 24 months. Submittal of Proposals Address all questions and submittals to the attention of: Todd Oppenheimer Department of Public Works and Transportation 1309 Elkhorn Drive Vail, CO

7 Phone: (970) Fax: (970) NOTE: There is a 5 MG limit on all attachments and no zip files will be accepted. Proposal submittal via DropBox or other electronic file sharing programs is acceptable. The deadline for submittals is 5:00 PM, MST, September 10, 2015 General Conditions 1. Limitations and Award a. This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred, in the preparation and submission of proposals in anticipation of a contract. The Town of Vail reserves the right to reject all or any submittal received as a result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. After a priority listing of the final firms is established, the Town of Vail will negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and will be initiated with the second most qualified firm and, likewise, with the remaining firms. The Contractor will be required to enter into a design/build construction contract with the Town of Vail. An example of the design/build construction contract is attached to this RFP. 2. Selection a. Initial evaluation will be based upon the qualifications of the applicant. The Town of Vail reserves the right to not interview, and to make final consultant selection based upon the qualification statements and cost estimate. 3. Equal Employment Opportunity a. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. 4. Contract Phasing a. Proposed tasks within this RFP may be eliminated or expanded by the Town of Vail at any time due to the progression and sequencing of the scope of work. 5. Insurance a. The Contractor shall obtain and maintain in force for the term of this Agreement the following insurance coverage s. Certificates of insurance evidencing such coverages shall be furnished to the Town at the time of signing this Agreement. Prior to cancellation of, or material change in, any requisite policy, thirty (30) days written notice shall be given to the Town through its risk manager. All automobile liability and general liability policies shall include the Town as an additional named insured by policy endorsement. 7

8 b. Automobile Liability (including owned, non-owned, and hired) in an amount not less than one million dollars ($1,000,000) per individual and not less than one million dollars ($1,000,000) per occurrence. c. Worker's compensation and employer liability in accordance with the Worker's Compensation Act of the State of Colorado for employees doing work in Colorado in accordance with this Agreement. d. Comprehensive General Liability (including personal injury) in an amount not less than five hundred thousand dollars ($500,000) per individual and not less than one million dollars ($1,000,000) per occurrence. 6. Prohibition Against Employing Illegal Aliens. a. Pursuant to Section , C.R.S., et. seq., Contractor warrants, represents, acknowledges, and agrees that: b. Contractor does not knowingly employ or contract with an illegal alien; c. Contractor shall not enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien; d. Contractor has verified or attempted to verify through participation in the basic pilot employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the Basic Pilot Program ) that Contractor does not employ any illegal aliens. If Contractor is not accepted into the Basic Pilot Program prior to entering into this Agreement, Contractor shall forthwith apply to participate in the Basic Pilot Program and shall submit to the Town written verification of such application within five (5) days of the date of this Agreement. Contractor shall continue to apply to participate in the Basic Pilot Program, and shall verify such application to the Town in writing, every three (3) months until Contractor is accepted or this Agreement is completed, whichever occurs first. This subparagraph 3 shall be null and void if the Basic Pilot Program is discontinued; e. Contractor shall not use the Basic Pilot Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed; f. If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Contractor shall notify such subcontractor and the Town within three (3) days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien, and shall terminate the subcontract with the subcontractor if within three (3) days of receiving the notice required pursuant to this subsection the subcontractor does not cease employing or contracting with the illegal alien, except that Contractor shall not terminate the contract with the subcontractor if during such three (3) days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien; g. Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the Department ) made in the course of an investigation that the Department undertakes or is 8

9 undertaking pursuant to the authority established in subsection (5), C.R.S; and h. If Contractor violates any provision of this Agreement pertaining to the duties imposed by subsection , C.R.S. the Town may terminate this Agreement and Contractor shall be liable for actual and consequential damages to the Town arising out of said violation. 9

10 PROSPECTIVE CONTRACTOR'S CERTIFICATE REGARDING EMPLOYING OR CONTRACTING WITH ILLEGAL ALIENS FROM: (Prospective Contractor) TO: Town of Vail 75 South Frontage Road Vail, CO Project Name Bid Number Project No. As a prospective Contractor for the above-identified bid, I (we) do hereby certify that, as of the date of this certification, I (we) do not knowingly employ or contract with an illegal alien who will perform work under the Agreement and that I (we) will confirm the employment eligibility of all employees who are newly hired for employment to perform work under the Agreement through participation in either the E-Verify Program administered by the United States Department of Homeland Security and Social Security Administration or the Department Program administered by the Colorado Department of Labor and Employment. Executed this day of, Prospective Contractor By: Its: Title (Insert the Individual, Corporate or Partnership Certificate as appropriate) 10

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