PLEASE READ: If you are obtaining this RFQ document electronically from the City s web-site, please email jward@blueash.com or call Judi Ward at 745-8538 and request to be placed on the RFQ holder s list. The City will notify RFQ holders of any addenda that may be issued for the project. If you do not place your company on this list, you will not receive addenda and possibly submit an incomplete RFQ which will be rejected.
CITY OF BLUE ASH REQUEST FOR QUALIFICATIONS TO PROVIDE ARCHITECTURAL AND ENGINEERING SERVICES FOR THE DESIGN OF THE BLUE ASH MUNICIPAL BUILDING ROOF REPLACEMENT PROJECT CLOSING DATE FOR RECEIVING QUALIFICATIONS: 5:00 PM, Wednesday, February 28, 2018 SUBMIT PROPOSALS TO: RYAN NOLAND PROJECT COORDINATOR CITY OF BLUE ASH 4343 COOPER ROAD BLUE ASH, OH 45242 Packets received after the indicated time and date may not be considered. Your packet must include the name and telephone number of the contact person. - 1 -
REQUEST FOR QUALIFICATIONS TO PROVIDE ARCHITECURAL AND ENGINEERING SERVICES FOR THE DESIGN OF THE BLUE ASH MUNICIPAL BUILDING ROOF REPLACEMENT PROJECT TABLE OF CONTENTS 1. INTRODUCTION 3 2. PROJECT OVERVIEW 3 3. PURPOSE 4 4. SERVICES TO BE PROVIDED 4 5. QUALIFICATIONS PACKET REQUIREMENTS 5 6. RIGHT OF REJECTION 7 7. SELECTION PROCESS 7 8. TENTATIVE SCHEDULE 7 APPENDIX 8-2 -
SECTION 1 - INTRODUCTION The City of Blue Ash is seeking a qualified design and/or engineering firm with experience designing the roof replacement for the Blue Ash Municipal Building. This work will include, but not be limited to schematic design, cost estimates, design development, and completed construction documents to be used in a public bidding process. The City will be heavily engaged with the selected consultant throughout all portions of these listed components to achieve the vision of the replacement roof within the allowed budget. The construction budget will be determined during the schematic and design phase. However, the total project is suspected to be in the $700,000.00 range, including design and engineering. The City has currently budgeted $70,000.00 towards the design and engineering of the new roof. The construction budget will not be available until 2019 at the earliest. The Blue Ash Municipal Roof Replacement Project will be locally funded. SECTION 2 PROJECT OVERVIEW The site for this project is located in Blue Ash, Ohio at the Blue Ash Municipal Building, 4343 Cooper Road, 45242. Please see the attached exhibits showing the map and photos of the project location. The Roof Replacement Project will entail removing an existing metal seam roof and redesigning a new roof and gutter system to properly divert the water into an exterior gutter system. The new roof and gutter design will be open for debate during the schematic phase of the project with early brainstorming meetings that will be held collaboratively between the City and the selected consultant to determine a concept for design. The existing metal seam roof is near the end of its useful life and is in need of replacement. It is unknown if we want to replace it with another metal seam roof or perhaps another type of material or installation method. We are open to suggestions on that. Regardless, the finished look of the roof must match the existing characteristics of the existing building and perhaps surrounding City buildings such as the Recreation Center located next door to the Municipal Building. One issue that must be resolved with this project is the poorly designed gutter system which sits on top of exterior walls and drains through downspouts that are installed within the exterior walls of the building. This has caused a lot of issues over time with problems such as water leaking into interior spaces, causing the interior and base of the wall to be saturated and in need of repairs. A new gutter system that extends beyond the exterior wall and downspouts installed on the outside of the building façade are an essential part of this redesign. In areas where the existing downspouts will be removed leaving a void in the exterior walls, plans must be established to create a structurally sound, long lasting finished appearance that matches the existing building façade. - 3 -
SECTION 3 PURPOSE The purpose of this request for qualifications (RFQ) is to select the most qualified consultant for the design and engineering of a new roof and downspout system. The Municipal Building is home to multiple City departments including, Administration, Community Development, Recreation and Public Works Department Heads, Finance, Tax, Human Resources, Police Department and Council Chambers, all under one roof. The Municipal Building has been expanded in the past causing there to be multiple differing looks and conditions of metal roofing. The goal is for the entire roof to be replaced with a new durable, long lasting roof that may also bring an updated look to the exterior of the building. In addition, the goal is to correct the downspout drainage issues. SECTION 4 SERVICES TO BE PROVIDED The scope of work the City expects the consultant to perform, but is not limited to: Review the existing site and area. Regularly scheduled meetings between the selected consultant and the City for planning and design purposes with provided meeting minutes. Schematic design and design development of a new roof and downspout design that captures the look and use that is requested. Multiple options may be explored depending on costs and schedule impacts. Review and consideration of mechanical, electrical, plumbing, and any other components or systems that may penetrate or vent through the roof or utilize the roof that may be impacted by the roof replacement project. Demolition plans for removal of existing roof and gutter system as well as any other potential affected components. Value engineering including energy efficiencies and sustainable materials in design. Provide cost estimates throughout the design process, from the schematic phase to construction bidding phase. Provide estimated construction schedules. Make recommendations for architectural finishes and aesthetics. All federal and State requirements must be met during the design and engineering of this project, including satisfying all applicable building codes. - 4 -
The City will provide the consultant with as much information and plans regarding the existing building as possible. If necessary, perform site surveys, including topographical surveys, mapping, and cross-sections of existing conditions for the engineering design of the new roof layout. Preparation of detailed construction plans and specifications for public bidding. Provide 60%, 90% and 100% plans for review and eventual release. Technical specifications must be totally complete also including a scope of work and bid tab. The City can help provide the front and back end of the specifications consisting of the bidding requirements and legal documents. After the completion of the design and the project has been advertised, the consultant may be requested to represent the owner for technical questions during the bidding process and the pre-bidding conference, so long as it is within a reasonable and agreed upon amount of time after the design is completed. Project administration will be provided by the City. However, we ask that the consultant be available for site visits due to major issues or RFI s regarding design upon request. SECTION 5 QUALIFICATION PACKET REQUIREMENTS Packets must be prepared in accordance with the following requirements. 1. Qualification Packet: The packet, excluding resumes and transmittal letter, shall not exceed a total of 10 double-sided 8.5 x11 pages, excluding a cover page and table of contents. Pictures, key personnel, charts, and graphs will count toward the 10 page limit. Resumes shall be included in an appendix and will not count toward the page limit. 2. Transmittal Letter: The packet shall include a cover letter describing the consultant team s interest and commitment to the proposed project. The letter shall include the primary consultant s name, and number of years in business. The letter shall state that the qualification shall be valid for 90 days from the date of receipt by the City. The letter shall include the name, title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the consultant selection process. The person authorized by the consultant team to negotiate a contract with the City shall sign the Transmittal Letter. Address the Transmittal Letter to the following: Ryan Noland, Project Coordinator City of Blue Ash Public Works Department 4343 Cooper Road Blue Ash, Ohio 45242-5 -
3. Staffing Plan and Experience of Key Team Members: Describe the staffing plan you propose to use for this project. Explain the relevant experience to this project that each key member holds. 4. Project Understanding and Approach: This section must clearly convey the consultants understanding of this project, including the consultant team s proposed approach and management plan to perform the services outlined in Section 4 of the RFQ. 5. Qualifications and Experience: Provide a list of at least 3 similar projects in size and scope that the project team has performed within the last 3 years. For each project, provide a summary of the project including cost of the project, contact information of owner of the project, and the dates the services were provided. 6. Schedule: The schedule shall show the expected sequence of tasks and subtasks and include durations for the performance of each task, subtask, and milestones. 7. Additional Relevant Information: Provide any additional references and relevant information that may be useful in the selection process. Include and identify any innovation approaches and solutions used on similar projects. 8. Submittal of Packets: Two (2) copies of the qualifications packet are due to the City of Blue Ash at the location specified in this RFQ no later than the time and date specified. Envelopes or packages containing the packet shall be clearly marked Qualification Packet Enclosed with the name of the project, BLUE ASH MUNICIPAL BUILDING ROOF REPLACEMENT PROJECT, clearly shown on the envelope or package. 9. Cost Packet: After the City has shortlisted and reviewed the submitted Qualifications Packets, the City will notify the selected Consultant. The selected consultant will then have 24 hours to submit their cost packet to the City. The selected Consultant shall submit their cost packet using the following criteria: A cost packet (one copy) shall be submitted in a separate, sealed envelope titled BLUE ASH MUNICIPAL BUILDING ROOF REPLACEMENT PROJECT. This sealed envelope shall be clearly marked Cost Packet Enclosed. The cost packet shall indicate the number of anticipated hours for each Key Team Member and other associated staff (by position or general categories). Also include a list of personnel positions proposed for performance of the services and the hourly salary range of each classification, including sub consultants. - 6 -
SECTION 6 RIGHT OF REJECTION The City of Blue Ash reserves the right to reject any and all qualifications received as a result of this request for qualifications. The City will not pay for any information contained in the qualifications obtained from participating firms. The City is not liable for any costs incurred by firms prior to the issuance of a Consultant Services Contract. The City also may negotiate separately with any source in any manner necessary to serve the best interests of the City. Selection (if made) will be based on the criteria set forth in Section 7 of this Request for Qualifications. SECTION 7 SELECTION PROCESS The overall selection process will be to evaluate the technical components of all proposals completely and independently from the cost component. The qualification submittals will be evaluated using the following criteria: Qualifications and specific experience of Key Team Members Project understanding and approach Team experience with similar types of projects Satisfaction of previous clients Project schedule and capacity to provide qualified personnel. The selection of the Consultant Team shall be based on the above criteria as presented in the technical proposal and in conjunction with potential interviews, as deemed necessary by the City. After negotiation of a mutually satisfactory agreement and fee, the contract for the selected Consultant Team will be submitted to City Council for recommendation of contract award. SECTION 8 - TENTATIVE SCHEDULE DATE February 7, 2018 February 23, 2018 February 28, 2018 March 1-7, 2018 March 8, 2018 March 15, 2018 June 1, 2018 RFQ Advertised and Released Last Day to Answer Questions and Final Addendum Release Packets Due no later than 5:00 p.m. at 4343 Cooper Road, Blue Ash, Ohio 45242. City Review RFQs, Potential Interviews, Shortlist, Selection Council and Recommendation of Contract. Potential Award on March 8 Council Meeting, 7PM. Pre-Design Meeting (Establish Design Schedule of Events) Anticipated Completion Design - 7 -
APPENDIX CITY MAP SHOWING PROJECT LOCATION PLAN VIEW OF MUNICIPAL ROOF AREA EXISTING CONDITIONS EXAMPLES Sheet A Sheet B Sheet C You may contact Ryan Noland at 513-745-8578 regarding any questions you may have. Site visits can be scheduled as needed throughout the RFQ process, pending City availability. - 8 -
MSC Roof Area 35,000 SF +/-
MSC Roof Gutters