Lincoln City Visitor and Convention Bureau City of Lincoln City REQUEST FOR QUALIFICATIONS Visitor Center Concept Development and Designs Architectural Services Lincoln City, Oregon April 20, 2018 RFQ SCHEDULE Request for Qualifications Issued: April 20, 2018 Deadline to Submit Clarifying Questions: April 25, 2018 Request for Proposals Due: May 11, 2018 Tentative Date for Interviews, if needed: Week of May 14, 2018 Notice of Intent to Award Contract: May 21, 2018 Anticipated Contract Start Date: May 25, 2018 Deadline for Renderings: June 29, 2018
Lincoln City Visitor and Convention Bureau City of Lincoln City REQUEST FOR QUALIFICATIONS Visitor Center Concept Development and Designs Architectural Services Table of Contents I. PURPOSE OF RFQ II. SITE DESCRIPTION III. OBJECTIVES IV. SCOPE OF WORK V. FUNDING VI. SELECTION PROCESS VII. EVALUATION CRITERIA VIII. ADDITIONAL INSTRUCTIONS, NOTIFICATIONS AND INFORMATION IX. SUBMITTAL INSTRUCTIONS X. NOTICE
Lincoln City Visitor and Convention Bureau City of Lincoln City REQUEST FOR QUALIFICATIONS Visitor Center Concept Development and Designs Architectural Services MISSION: VISION: PURPOSE OF RFQ: SITE DESCRIPTION: OBJECTIVES: SCOPE OF WORK: To promote tourism in Lincoln City To establish Lincoln City as the preferred beach vacation destination on the Oregon Coast. The City of Lincoln City Visitor and Convention Bureau invites the submittal of responses to this Request for Qualifications (RFQ) from qualified firm(s) interested in providing architectural services in connection with the design and planning of a new Lincoln City Visitor and Information Center. The new Lincoln City Visitor and Information Center would be located at the D-River Wayside in Lincoln City, Oregon. The physical address of the Wayside is 101 SW HWY 101, Lincoln City, OR 97367. The City of Lincoln City Visitor and Convention Bureau proposes to retain a highly qualified, capable firm to act as the architect through-out the design, planning and construction of the project. The City of Lincoln City Visitor and Convention Bureau will give prime consideration to the architect with significant, current experience in the development, design, renovation and construction of Visitor Center related projects. The City of Lincoln City Visitor and Convention Bureau will also give prime consideration to the architect with significant, current experience designing projects on the Oregon Coast and have a proven track record of their designs withstanding the climate of the Oregon Coast. The City of Lincoln City Visitor and Convention Bureau is not obligated to enter into any contract with any respondent on any terms or conditions. This RFQ s scope of work focuses on Phase One of this project. Phase one work will include, at a minimum, the following
components: Analysis of the site where the new Lincoln City Visitor and Information Center will be built; Development of a design plan, including schematic designs and renderings, of a proposed new Lincoln City Visitor and Information Center; and The design of a project plan that allows for any and all additional phases necessary for this project. The Architect is welcome to include information regarding architectural design, engineering, construction administration, and inspection services for the design of a new Lincoln City Visitor and Information Center in this RFQ response. The architectural firm will need to work with all stakeholders involved. The additional project scope and services phases shall include, but are not necessarily limited to the following: Architectural Design Services Preparation of bid list Preparation of Construction and other bidding documents for the project to be sent to construction firms and posted per Oregon Statutes Construction Bidding Phase Assistance Review of bids received and assist with selection and award of construction firm. Construction Administration to include meeting facilitation and regular site observations of the contractor and subcontractors during the construction phase Cost estimating Provide complete design services under his/her contract including plumbing, mechanical, electrical, heating, ventilation and air conditioning engineering services plus any other necessary sub-contract services Sign offs on construction to assure that scheduled payments are made, with appropriate holdbacks, when predetermined work has been completed Obtaining approvals of governmental agencies having jurisdiction over the project. i.e., County Fire Marshal inspections, Lincoln City/County and the State of Oregon building and zoning codes plus all other applicable federal, state and local laws and regulations Final sign-off on the project, assuring that the final project represents what was originally
conceptualized and captured in the working drawings. Project close-out, including warranty phase administration. The selected architect will be required to perform the services to be specified more fully in a contract agreement to be negotiated after selection. The contract agreement will provide for payment for phases of work completed with options to proceed through all phases or to discontinue work as circumstances may dictate. Upon the selection of an architect based on qualifications, with which negotiations will proceed, a Scope of Work will be developed. The City of Lincoln City Visitor and Convention Bureau anticipates contracts which will include schematic design, production of computer generated renderings, and cost estimations for each phase of the project; however, The City of Lincoln City Visitor and Convention Bureau reserves the right to include additional project elements in the initial or subsequent professional services agreements as The City of Lincoln City Visitor and Convention Bureau may deem appropriate. The selected architect will be required to retain and be responsible for all basic engineering disciplines such as mechanical, electrical, plumbing, fire protection, landscape services, civil engineering, and structural engineering as appropriate for the Scope of Work negotiated. The architect is also required to identify and select the appropriate sub-consultants; however, the City of Lincoln City Visitor and Convention Bureau reserves the right to approve proposed sub-consultants that will be associated with the project. FUNDING: SELECTION PROCESS: Funding of the work described herein will be determined by the City of Lincoln City Visitor and Convention Bureau as approved and authorized by the Lincoln City City Council. From a review of the statements of qualifications received, the City of Lincoln City Visitor and Convention Bureau intends to evaluate the proposals and possibly invite one or more firms to be interviewed before making a final selection of a firm for the project. The City of Lincoln City Visitor and Convention Bureau will notify selected firms of the date and times of any interviews. The City of Lincoln City Visitor and Convention Bureau reserves the right to make a selection based solely on statements of
qualifications received. The selected respondent whose selection was based on qualifications will then negotiate with the City of Lincoln City Visitor and Convention Bureau on fee and contract conditions. If a reasonable fee cannot be achieved with the respondent of choice, negotiations will proceed with other qualified respondents until a mutually agreed contract can be negotiated. EVALUATION CRITERIA: The criteria used to evaluate the RFQ responses will include, but not be limited to, the following: Qualifications of Firm: specifically as they relate to this project. Firm s Experience on Similar Projects: Related project experience of the firm and the individuals who would be assigned to the project. Available Resources to Complete Project: This criterion would include the analytical, design tools, personnel, resources or methodologies commonly used by the firm that may be applicable to the project categories. Responsiveness to the RFQ: This would include any documents submitted such as concept plans, space planning, and design concepts and other related items. Professional References: Provide names and contact information for professional references. ADDITIONAL INSTRUCTIONS, NOTIFICATIONS AND INFORMATION: A. All Information True: By submitting a response, Respondents represent and warrant that all information provided in the response submitted shall be true, correct and complete. Respondents who provide false, misleading, or incomplete information, whether intentional or not, may be excluded. B. Cost of Responses: The City of Lincoln City Visitor and Convention Bureau will not be responsible for the costs incurred by anyone in the submittal of responses. C. Contract Negotiations: This RFQ is not a contract or a commitment of any kind. If this RFQ results in a contract offer by The City of Lincoln City Visitor and Convention Bureau, the specific scope of work, associated fees, and other contractual matters will be determined during contract negotiations.
D. No Obligation: The City of Lincoln City Visitor and Convention Bureau reserves the right to evaluate responses submitted; waive any irregularities therein; select candidates for the submittal of more detailed or alternate proposals; accept any submittal or portion of submittal; reject any or all Respondents submitting responses; should it be deemed in the City of Lincoln City Visitor and Convention Bureau s best interest; or cancel the entire process. E. Professional Liability Insurance: The Respondent shall have the appropriate liability insurance certificate by an insurer authorized to transact insurance in the State of Oregon. SUBMITTAL INSTRUCTIONS: Sealed submittals are required. One copy of the response is to be delivered to The City of Lincoln City Visitor and Convention Bureau at 801 SW HWY 101, Ste. 401, Lincoln City, OR 97367. All submittals must be labeled: RFQ Architectural Services Lincoln City VCB. Although one copy is required, The City of Lincoln City Visitor and Convention Bureau also requires that the RFQ response be emailed attention to Liz Francis at lfrancis@lincolncity.org. Once both the hard copy and the email copy is received, the Respondent will receive a confirmation email that all elements have been received. To enable the City of Lincoln City Visitor and Convention Bureau to efficiently evaluate the responses, it is important that the Respondents follow these submittal requirements. CONTENT OF SUBMITTAL: Each response shall be submitted as outlined in this section. Please include an outside cover and/or first page, containing the name of the project followed by a Table of Contents. Section #1: Firm Information a. Firm name, addresses, and telephone number of all firm offices. b. Structure of firm, ie sole proprietorship, partnership, corporation, and size of firm. c. Years firm has been in business d. Name of principals in firm e. Primary contact
f. Organizational description g. Description of firm s philosophy Section #2: General Company History/Qualifications a. A brief history of the architect and the services routinely provided b. An organizational chart that explains team member responsibilities c. Name of the project team leader in charge of projects d. The resumes of all persons to be assigned to the project with their prospective roles identified e. Documentation that the firms on the architect s team (architects and engineers) are registered in the State of Oregon f. Cost estimate for all services provided by project team Section #3: Experience and References a. Discussion of architect s experience in working with government agencies b. Discussion of architect s experience in working on projects on the Oregon Coast and it s extreme weather conditions c. Discussion of architect s experience working on Visitor Center related projects. d. List of representative government projects, whether ongoing or completed including references. Please begin with projects in Oregon. For each, please provide: i. Project name and location ii. Year completed iii. iv. Short description of project Name, addresses, and phone numbers of owner and contact person tasked with daily responsibilities of the project v. Cost of construction for the project vi. vii. Names, addresses and telephone numbers of general contractors and engineers Design and construction costs and whether or not deadlines were met e. List of Oregon Coast projects, whether ongoing or completed including references. For each, please provide:
i. Project name and location ii. Year completed iii. Short description of project iv. Name, addresses, and phone numbers of owner and contact person tasked with daily responsibilities of the project v. Cost of construction for the project vi. Names, addresses and telephone numbers of general contractors and engineers vii. Design and construction costs and whether or not deadlines were met Section #4: Management and Organizational Approach On two pages or less, please describe your management and organizational approach to the project. The following should be addressed within this description: a. Describe your firm s understanding of the project b. Describe how your firm will organize to perform the services c. Description of the architect s approach to code analysis and jurisdictional approvals NOTICE: PLEASE EMAIL YOUR BID TO Liz Francis at lfrancis@lincolncity.org. PLEASE MAIL THREE COPIES OF YOUR BID TO Lincoln City Visitor and Convention Bureau, Attn: Liz Francis 801 SW HWY 101, Ste. 401 Lincoln City, OR 97367