REQUEST FOR PROPOSALS

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1 Birmingham Jefferson Civic Center Authority address 2100 Richard Arrington Jr. Blvd North Birmingham, AL website phone REQUEST FOR PROPOSALS DESIGN & ENGINEERING SERVICES FOR ICE PLANT AND ICE FLOOR REPLACEMENT PROPOSALS DUE ON OR BEFORE January 6, 2017 Contact: Jerry Nelms, Facility Engineer 2100 Richard Arrington Jr. Blvd N Birmingham, Alabama Phone: (205) jerry.nelms@bjcc.org All questions related to this RFP should be submitted via . Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 1 of 11

2 REQUEST FOR PROPOSALS FOR DESIGN & ENGINEERING SERVICES I. INTRODUCTION Birmingham-Jefferson Civic Center Authority (BJCC) invites proposals from qualified engineering firms for the replacement of the existing forty (40) year old ice floor and its related ice plant in the Legacy Arena at the BJCC. The requested proposal will include initial site assessment, design and engineering services for a complete replacement of system, bidding services and bid evaluation, and construction/installation management services including construction oversite for the new floor system and related equipment. II. BACKGROUND BJCC, a sports, convention, and entertainment complex was constructed in four phases. The initial phase including the Mechanical Plant, Legacy Arena, Concert Hall, Theater, and North Exhibition Hall were completed in the timeframe of The South Exhibition Hall was completed in In 1991, the Forum Building, East Complex, Southeastern Conference Headquarters Building and the Atrium of the Sheraton Hotel were completed. The final phase was completed in 2013, and included the Westin Hotel and Uptown Entertainment District. A cornerstone of BJCC is The Legacy Arena at the BJCC located on the southwest corner of the complex. The Legacy Arena is a 19,000-seat arena which opened in 1976, and still remains a vital part of the complex. The venue hosts a variety of events including major musical concerts, sporting events, including AHSAA State Championship and college basketball, ice shows, rodeos, and motor sport events. The present ice floor and supporting equipment are forty (40) years old. All ice plant equipment has exceeded the expected useful life for the specified chiller, pumps and controls. A large part of the original control system has been abandoned due to a lack of replacement parts. III. SCOPE OF SERVICES TO BE PROVIDED The successful firm will be responsible to develop a proposal encompassing all design and engineering services, including a full assessment of the existing floor and ice plant equipment, engineering design services including a complete set of drawings and project specifications, a detailed estimate for installing the designed system, contractor pre-qualification and identification, bidding services including advertising, bid package preparation complying with all applicable state laws and project oversight for the scope of work outlined in this document. The project design should comply with all prevailing industry standards, and all applicable federal, state, and local regulations and ordinances. Firms or joint ventures responding to this RFP must show capability and satisfactory experience for the required technical disciplines: Structural, Refrigeration, Mechanical, and Electrical Engineering. All key and principal engineers must be registered in the State of Alabama. Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 2 of 11

3 The following items should be included in the deliverables: 1. An assessment shall be completed. It shall include a review of the original construction drawings furnished by BJCC and a complete onsite inspection of the existing equipment and controls, including piping. A summary of all findings and recommendations and probable construction costs for the new proposed system shall be supplied to BJCC prior to beginning the design process. 2. The drawing set shall include, but is not limited to, a full set of plans and specifications for the demolition of the existing system, the new refrigeration system, flooring and accessories. A PDF of all drawings and specifications will be supplied to BJCC for inclusion of the project on our website during the bidding process. 3. Assist BJCC staff in the identification of pre-qualified contractors with the skills necessary to install the designed system. 4. Development of a bid package complying with the State of Alabama Bid Laws. These services will include development of required advertisements, oversight of the bid process, final evaluation, and selection of the successful bidder. 5. Installation oversight for the scope of work included in the specifications and drawings. 6. The engineer is expected to: review shop drawings make periodic site visits to insure the construction work is performed in accordance with the plans and specifications prepare change orders prepare payment requests 7. Final inspection and certification of the installed system. 8. Development of a maintenance and inspection program for the new floor system and equipment. 9. Development of Operator s Training Program. 10. Develop recommendation for warranty for floor and equipment. 11. Following completion of the project, a complete set of as built drawings in PDF and AutoCAD with an electronic stamp will be supplied to BJCC. A PDF of the final specifications with electronic stamp will be included. Three sets of equipment manuals, Operator s Training Manual, Maintenance and Inspections Manuals, and photographic history of the project from demolition to completion will be supplied to BJCC. Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 3 of 11

4 A complete set of the original construction drawings are attached to this document for your review and use in developing this proposal. IV. QUALIFICATIONS AND EXPERIENCE Any firm submitting a proposal for this project shall have extensive experience with the design of ice floors and ice plants similar to the attached drawings. Small ice rinks for recreational facilities are not considered similar. All proposers should include in the proposal, five (5) projects involving the total design of an ice floor system including the ice plant. Any firm submitting a response should have a minimum of ten (10) years of experience in the design of ice floors and ice plant systems. The proposed project designer must have a minimum of five (5) years experience in the design and engineering of ice floors and ice plant systems. V. SITE SURVEY MEETING For the purposes of developing the proposal, a site visit will be conducted on Thursday, November 17, 10:00 a.m. All interested parties should meet in the Arena Club of the Legacy Arena. This meeting will provide an opportunity for all interested parties to walk the facility, inspect the existing installation, and ask questions concerning scope and expectations. VI. PROPOSAL FORMAT All proposals should include the following items: 1. An introduction providing background information and the organizational history of the company. At a minimum it should include: Name of company, address, telephone number of main office and any branch office which will be involved with BJCC. A list of all Principals and the size of the organization. Organizational chart showing how the design team will be organized with key personnel who will be working on the project. All those personnel with significant project responsibilities for whom resumes are furnished must be identified on this chart. Indicate approximate percent of total responsible work effort for both design and construction for each individual on this chart. Include the name, title, and address of the individual(s) in your company with the authority to negotiate contracts. A resume of ALL key persons, specialists, and individual consultants expected to be involved in this project. Limit listing to only those personnel who have significant project responsibilities and are expected to have a key assignment with this project. Be very specific and detailed as to the functions and anticipated duties and responsibilities to be performed as BJCC will expect these individuals to function in the capacities so indicated. Be specific as to type of registered discipline and indicate Alabama registration number along with year first registered. Include items directly relevant to each of the individuals potential contribution to this particular proposed project. Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 4 of 11

5 List five (5) relevant projects with similar floor design and equipment requirements completed in the last five years including a brief description for each project, contact information for the owner s representative having knowledge of the project, time frame for completing the project, and total cost of the project. Photographs for each project listed shall be included as part of the response. 2. An anticipated project schedule outlining the time requirements for engineering design and approval. 3. A detailed/itemized design fee schedule clearly stating the distribution of cost for the each phase of project as detailed in section III. It should clearly list the per hour charge for each skill being utilized in the performance of the requested scope. 4. Provide a detailed description of the floor system design being recommended including conceptual drawings of proposed design for the floor with the ice plant layout, data sheets on equipment being proposed, description of floor durability and reliability of the proposed equipment. 5. Provide an understanding of the proposed project along with the proposed design and construction work approach indicating a time line for each task included in the project. The proposal should remain valid for a period of a minimum of ninety (90) days but not longer than one hundred and twenty (120) days from the date of submittal to provide for adequate review of all proposals and for BJCC Board of Directors to review and award the project. The proposal and all its contents will become the property of BJCC, including design approach and concepts, whether the company is awarded the contract or not. VII. SELECTION PROCESS BJCC will review each proposal in its entirety. All aspects of the proposal will be considered with special attention being given to the proposed concept, design cost and installation cost. All references will be checked. BJCC reserves the right to request the top three firms meeting all requirements to present their concepts and proposal to selected members of BJCC staff. The date, time and location of the meeting will be determined at a later date. VIII. LIMITATIONS Receipt of the Request for Proposals does not commit BJCC to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for services or supplies. BJCC reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source, or to cancel in part or in its entirety this Request for Proposals if it is in the best interest of BJCC to do so. Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 5 of 11

6 IX. GENERAL INFORMATION OR QUESTIONS BJCC requires eight (8) bound copies of the proposals to be submitted for review on or before January 6, 2017, in a sealed envelope to the attention of: Sharon Proctor, Purchasing Coordinator Birmingham-Jefferson Civic Center Authority Design & Engineering Service for Ice Plant and Ice Floor RFP 2100 Richard Arrington Jr. Blvd N, Dock #2 Birmingham, AL sharon.proctor@bjcc.org Proposals can be mailed or hand delivered to the office of Sharon Proctor, Purchasing Coordinator, with delivery on or before the due date. Faxed or ed proposals will not be accepted. All questions, clarifications, and inquiries shall be ed to Jerry W. Nelms, BJCC Facility Engineer, at jerry.nelms@bjcc.org no later than seven (7) days prior to the due date to provide for distribution of information to interested parties via an addendum. The proposal shall be signed by an authorized official of the firm. The proposal shall include a statement clarifying the proposal to be valid for the specified period as noted in the Proposal Format Section. BJCC reserves the right to reject any and all proposals. X. DRAWINGS Several Drawings are attached to the RFP. They are all available in PDF format on our website: (click on vendor information, then click open bids). The following drawings are available: M24 M25 M26 M28 M29 Ice Rink Plan Sections Piping Details Piping Electrical Controls Dasher Details Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 6 of 11

7 M24 Ice Rink Plan Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 7 of 11

8 M25 Sections Piping Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 8 of 11

9 M26 Details Piping Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 9 of 11

10 M28 Electrical Controls Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 10 of 11

11 M29 Dasher Details Design & Engineering Services for Ice Plant and Ice Floor RFP 01/06/17 Page 11 of 11

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