Request for Proposal 90003519W Clark Hall Professional Engineering Services to Assess the Existing Retaining Wall and to Develop Repair Recommendations 1
2
West Virginia University Request for Proposals 90003519W: Clark Hall Retaining Wall Assessment 1. Background The retaining wall is located between Clark Hall and the Charles C. Wise, Jr. Library on the Downtown Campus of West Virginia University (WVU). The existing brick façade is showing signs of deterioration at multiple locations. There are concerns regarding possible failure of the wall and/or the brick facade. WVU would like to repair or replace the exterior wall structure and brick façade to eliminate any safety concerns due to the existing brick condition or possibility of wall and/or brick failure. 2. Project Scope WVU is seeking proposals from Engineering firms specializing in this type of investigation and professional services to assist the University in assessing the condition of the existing wall. The successful firm will aid the University in identifying the cause of the walls brick façade failure, develop a scope of work to remediate all identified issues, and provide prioritized recommendations for completing the proposed remediation work. 3
The project is expected to be completed in three phases consisting of (1) the investigation of the existing wall and development of a scope of work for replacement or remediation, (2) the design and development of bid documents and specifications to replace or remediate identified deficiencies in the wall, and (3) the bidding and construction administration of the replacement or remediation work. The selection of the consulting firm and award of the contract will be for the first phase of the work: the investigation and assessment of the existing walls condition. At the conclusion of the investigation phase, the consulting firm will provide a written scope of work for either the replacement or remediation of the walls issues and present all findings to WVU. WVU will then review the proposed scope and make a determination on how to proceed with the design and execution of the replacement or remediation work. Based upon the developed scope of work for replacement or remediation, the successful firm will be given the opportunity to continue with the phase two and phase three should WVU elect to continue with those phases. The investigation phase will include but is not limited to the following: Hiring of a masonry contractor, supervision and overseeing of masonry contractor to make and repair exploratory openings, to assist in the wall investigation. Hiring, supervision, and overseeing of a Geotechnical Engineering Company Evaluation of the current condition of the existing masonry or cement wall and brick façade Investigation of the cause(s) of the failure A written report detailing observations, test results, and identified deficiencies A written scope of work required to replace the wall or remediate all identified deficiencies A presentation of the Consultant s findings to WVU representatives at the end of the investigation Once a firm has been selected, a fully executed AIA B101 with West Virginia Supplementary Conditions will be issued to the successful firm. 3. Project Constraints Sidewalks, ramps and green space near the wall are used by students enrolled at West Virginia University. Such areas are continuously used during the Fall, Spring and Summer Semesters. It is anticipated that the investigative work will begin with the issuance of a Purchase Order and that the fall semester will be underway. All efforts shall be made to protect students, faculty, staff, and existing facilities during the investigation phase. All work to be coordinated with Facilities Management. Grass areas will need to be in a useable condition at the end of the investigation phase as weather permits or suitable fencing to keep students, faculty and staff from having access will be used. Contractor will be required to repair any defects that occur in 4
fence when notified by Consultant or may be notified by WVU, Facilities Management, if immediate action is deemed necessary by WVU, Environmental Health and Safety. All construction and testing activities will need to be closely coordinated with the WVU Project Manager, and WVU Facilities Management Group. It is imperative that a detailed schedule of investigative activities and tests be provided to WVU in advance of starting the work. 4. Anticipated Services INVESTIGATION PHASE: Task 0: Contractor Support The Consultant will oversee the contracting of Geotechnical Engineering efforts. Prepare a scope of work and arrange for a Contractor and a Geotechnical Engineer, to provide construction and geotechnical support to the Consultant as necessary to complete the services described within this RFP. The services of the contractor will include, but may not be limited to the development of a site specific safety plan that encompasses work on the displaced retaining wall adjacent to a heavily congested area with pedestrian traffic, site protection, and pedestrian protection for all investigation activities to be undertaken on site. Work with Engineer and University in obtaining match of existing brick and mortar. A sample panel must be approved prior to mobilizing to the site. Provide access to exterior of the wall. Height of wall at tallest point is approximately 12ft. The locations of access will be selected by the Engineer, Consultant and University. Two test pits should be excavated to expose the retaining face of the wall in order to permit verification of the wall structural components. Depending on the materials, core samples of the wall components may be extracted for laboratory analysis. Remove and replace approximately five square feet of brick at approximately five locations. The exact size, location, and number of exploratory openings will be determined by the Engineer once access is provided and will be based on initial observations. Remove and replace approximately three sections of parapet cap. Remove not more than five cores for future compressive strength testing if the wall is constructed of concrete. Remove small sections of concrete at opening locations for verification of reinforcing bar size and condition. Engineer will mark exact locations of reinforcing bars and other construction support as described herein during the investigation. The services of the geotechnical Engineer will include, but may not be limited to, the geotechnical scope of work that includes a field investigation to determine geotechnical conditions that support the existing distressed masonry wall as well as its retained soil conditions. Three (3) Standard Penetration Test (SPT) Borings should be advanced on the high side of the distressed retaining wall to a design depth of 25 + feet below existing grade or to refusal, whichever occurs first. The purpose of the test borings is to define the soil profile, depth to rock and groundwater (if at shallow depths), to provide 5
representative samples where required, and to identify conditions which will influence the retaining wall. The test borings will need to be grouted to within 5ft of top and backfilled with the soil that is excavated at that location. The location and associated depth of each test boring will be estimated based upon reports and pictures by others of the distressed masonry retaining wall. This information is critical to determine how best to repair or replace the masonry retaining wall and to define evaluation/design parameters for the wall. This information also affords the Contractor with soils information for construction planning/strategy and bidding purposes. Samples of the subsurface soils should be obtained using a split-spoon sampler and the Standard Penetration Test (SPT) procedure (ASTM D1586). Normal sampling will need to be conducted at 2-1/2+ foot intervals within the upper 10 feet and, at 5+ foot intervals thereafter. Any required bulk samples should be obtained from the auger cuttings of representative soil types. If unusual subsurface conditions are encountered or if more detailed information is required, then additional split-spoon sampling may be performed as needed. No rock coring will need to be performed as part of this study. Direct shear testing (ASTM D3080) will need to be performed in order to determine the consolidated drain strength and residual strength of the soil under direct shear boundary conditions. This testing provides soil phi angle and cohesion properties. The Geotechnical Engineer shall notify Miss Utility and retain a private utility locator to locate all utilities within the grassy area along the retaining face of the wall. All utilities must be located prior to mobilization on site for the geotechnical investigation. All utility markings should be maintained in legible condition. The test borings should be backfilled with the auger spoils at each test boring location and will take place prior to demobilization from the site. Laboratory testing will need to be performed as necessary to determine the engineering properties and characteristics of the subsurface materials. Laboratory testing should include, but shall not be limited to, soil strength and classification tests such as Moisture-Density Relationship (Proctor Tests), Atterberg Limits, Sieve Analyses, and Natural Moisture Contents. A report should be issued to the Consultant and University after the initial evaluation is completed. Once the report has been issued, the Geotechnical Engineer should participate in a meeting with Consultant and WVU to discuss the findings from the investigation. It will be necessary to receive the information from the investigation as soon as possible so the structural analysis can proceed. Any unusual subsurface conditions, which may be encountered that could adversely affect construction methods or design, may need additional testing, and analysis should be provided in the report. If such conditions are encountered, the Geotechnical Engineer should notify the Consultant of such conditions. The Geotechnical Engineer should retain a sub-consultant or conduct a geophysical survey of the retaining wall to locate the heel of the existing wall. The survey should consist of ground penetrating radar and electric resistivity imaging to determine the depth and distance of the heel from the face of the retaining wall. 6
Task 1: Review of Limited Design Documents Prior to mobilization, the Consultant will meet with the University s Project Manager and Building Maintenance Staff to coordinate the investigation. Any available Design Documents from the original building construction and any subsequent remedial construction will be provided by the University for the Consultant s use. The Consultant will perform a limited review of any available documents to become generally familiar with the design and construction of the wall. Task 2: Visual and Geotechnical Survey The Consultant will perform a survey of the existing wall. Consultant will supervise the masonry contractor to assist in the investigation and supervise the Geotechnical Engineer during their on site evaluation. Task 3: Structural Analysis, Letter Report & Meeting The Consultant will perform structural analysis of the existing retaining wall system based on the as-built wall data collected and the geotechnical report. The analysis will assess structural capacity and overall stability of the wall system. If deemed structurally adequate, recommendations will be developed to address the cracking and deflection in the existing wall system. If the existing wall system is not deemed structurally adequate or salvageable through strengthening, present options (least 2) for replacing the wall system with estimated cost. Task 5: Summary Letter Report and Presentation Upon completion of the investigation which includes the work as described within this RFP the Consultant will prepare a summary report for the University. This report will outline all observations, findings, conclusions, and include a recommended scope of work for remediation. The recommended scope of work for remediation will be prioritized within the report. Following the submittal of this summary report, the Consultant will attend a meeting with the University to present the findings, discuss all recommendations, and answer any questions. DESIGN PHASE: 7
The complete list of services required for the Design Phase and the schedule for completion of these services will be based upon the outcome of the investigation, the consultant s recommendations, and WVU s final selection of specific items to pursue for remediation. At a minimum the consultant should anticipate providing design drawings, specifications, an opinion of probable cost, and an estimated construction schedule to complete the project during the summer of 2016. Specific scope of work for bidding and construction will be selected by WVU from the consultant s recommendations provided in Phase One. BIDDING PHASE and CONSTRUCTION PHASE The successful design firm will be required to closely coordinate with the WVU Project Manager during the Bidding and Construction Administration Phase. At a minimum the consultant should anticipate providing the following services: Conduct the pre-bid meeting and respond to all questions submitted by registered bidders during the bid process. Conduct construction progress meetings on site. Make occasional site visits and document visits with photographs and written reports. Approve submittals, answer RFI s, compile and analyze change orders, issue sketches, punch lists, etc. Assist WVU with final documentation and Close-out. Provide at a minimum one (1) site visit at pre-construction to kick-off the project, weekly site visits during construction, one (1) visit at substantial completion, and one (1) visit at final completion. All site visits shall include written reports and photographic documentation. 5. Schedule WVU anticipates that all work for the Investigation Phase will begin immediately. The Investigation Phase must be completed by December 31, 2015. If possible WVU would like to have the investigation completed earlier to ensure that the building and grounds are clean and prepared for winter. As a key component of this proposal, the submitting firm will provide a schedule indicating the time necessary to fully provide the services and complete the scope of work for the INVESTIGATION phase described in this RFP. 8
The Design and Construction schedule will be developed and finalized at the conclusion of investigation based on the developed scope of work for the remediation. 6. Pre-Proposal Conference and Site Visit A MANDATORY Pre-Proposal Conference and Site Visit is scheduled for, September 30, 2015 at 11:00 a.m., at Clark Hall, 100 Prospect Street, Morgantown WV, in Room 214, on the Downtown Campus of West Virginia University. All bidders will be required to attend both Pre- Proposal Conference and Site Visit 7. Form of Proposal and Selection Criteria WVU is seeking an Engineer led team comprised of consultants with appropriate qualifications and experience to carry out the anticipated services for the scope of work described within this RFP. The selected team will possess specialized skills in investigating, testing, and assessing existing wall and demonstrate a minimum of five (5) years experience in investigation and remediation of masonry, concrete retaining walls. Interested firms should provide qualifications in a written proposal to WVU for review and evaluation. The written proposal should not exceed ten (10) pages, not including the cover, and will address all information described in the following list of criteria: I. Project Approach (limit 2 pages) 20% Submit a description of the consulting team s approach to the project. Highlight any anticipated challenges and present any initial proposals to address these challenges. II. Project Team Overview (limit 3 pages) 30% Summarize qualification and experience of the lead firm associated with retaining wall investigation and remediation projects. Submit an organizational chart of the proposed project team. Provide a list of all sub-consultants that will be utilized to address each area listed under Project Scope. Summarize qualifications and experience of each subconsultant and note any previous working relationships with sub-consultants. If technical expertise resides in-house, please identify. III. Project Team Experience (limit 5 pages) 30% Team Experience based on at least 3 retaining wall investigation and remediation projects completed within the last 5 years for work of a similar scope and scale. Submitted projects should demonstrate the firm s ability to execute a project of similar complexity and size. Please emphasize any projects of comparable type for Higher Education Institutions. Include the following for each project: Project Name, Location, Description and Scope of Services provided, and Contact information for Owner s Project Manager 9
IV. Project Schedule (limit 1 page) 15% Provide an anticipated schedule to complete the investigation phase following the award of a contract for professional services. This schedule should start with the award of the contract and finish with the delivery of the summary report and presentation to WVU. V. Project Fee (limit 1 page) 5% Provide a Stipulated Lump Sum Fee for all work to be provided in the Investigation Phase based upon the scope described in this RFP. This Fee will be inclusive of all project costs including all reimbursable expenses, sub-consultants, and contractor support costs. The actual fee will be negotiated when the scope of the investigation is further defined during the pre-design meeting. If for some reason the negotiations are unsuccessful, West Virginia University will negotiate with the second firm. The Consultant fee for Phase Two and Phase Three, will be negotiated separately at following the conclusion of the Investigation and the presentation of the results to WVU. If the negotiations are unsuccessful, WVU reserves the right to terminate Phase Two and Phase Three, and issue a separate RFP for those services. 8. Submitting Your Proposal Proposals are limited to ten (10) pages, not including the cover. Page size is limited to 8.5x11 with a minimum 10 point font. Electronic submittal only. Please send in pdf format as a single document. All questions will be submitted via email to Rob Beck, (RABeck@mail.wvu.edu) with a courtesy copy to Richard Steele (Rick.Steele@mail.wvu.edu). Questions will be accepted until, October 2, 2015 at Noon (Eastern Standard Time) and an Addendum addressing all submitted questions will be issued no later than Tuesday, October 6, 2015, prior to Noon (Eastern Standard Time). Any questions submitted after this date will not be answered. Proposals will be due by Monday, October 12, 2015 no later than 4:00 p.m. (Eastern Standard Time). 10
Proposal Submission Information: Submission of Proposal: Proposals will be received until 4:00 p.m. on October 12, 2015 at the address listed below. For information pertaining to this project or proposal procedures please contact: West Virginia University Procurement Services Third Floor Rob Beck One Waterfront Place / Don Knotts Blvd P.O. Box 6024 Morgantown, WV 26506-6024 (304)293-8475 bid@mail.wvu.edu 11