Full Text
Request for Qualifications Regarding Community Facility Design in Douglas, Wyoming Revised March 27, 2024 The intent of this Request for Qualifications (RFQ) is to create a transparent process for interested parties to design a community facility for the City of Douglas City Council. RFQ’s will be accepted until 3pm, 17 April 2024 and will be evaluated immediately following. Please send your response to: City Clerk City of Douglas P.O. Box 1030 101 North 4th Street Douglas, WY 82633 ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 2 of 12 Section One Introduction and Summary The City of Douglas (“City) is seeking professional architectural, construction management, and administrative services for a Community Facility, including building and site design (such improvements being referred to herein as the “Work” or the “Project”), which must be performed in compliance with the adopted City of Douglas Building Codes and Unified Land Development Code. The City is hereby requesting Qualifications from professional architecture firms to be the construction manager agent for the City. Once a qualified construction manager agent (the “Architect”) is selected the City shall negotiate a final contract (the “Final Contract”) with the Architect for its services in managing the design and completion of the Work (such design, architecture, construction management and administrative services being referred to collectively herein as the “Services”). The Final Contract shall be between the City and the selected Architect. It is anticipated that work associated with this RFQ will begin on 01 May 2024. Completion will be required by 31 August 2024. Written RFQ’s with a fixed fee amount must be received by City Clerk, City of Douglas, P.O. Box 1030, 101 North 4th Street, Douglas, WY 82633, no later than 3pm, April 17, 2024. Anticipated Timeline (subject to change) • March 25, 2024: Issue RFQ. • April 5, 2024 3pm: Deadline for written questions. • April 17, 2024 3pm: RFQ Submittal. • April 22, 2024: Possible interviews. • May 13, 2024: Council Approval. • Design: Anticipated 10-12 months. • Construction: Anticipated 12-14 months. ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 3 of 12 Section Two City of Douglas Recognized as the Jackalope Capital of the world, the City of Douglas, population 6,400±, is a growing Wyoming community located in east central Wyoming in Converse County along the Interstate 25 corridor approximately 50 miles East of Casper, WY. Our legacy is rooted in the Oregon Trail pioneers, railroads, and the wild western frontier. That pioneering spirit essential to survival in the old west still exists today. Douglas has been called one of the best 100 Small Towns in America and was recently selected as the best small town in the western United States to practice medicine. Douglas has a diverse economy and high quality of life grounded in traditional family values. With breathtaking views, Douglas sits at 5,000 feet at the foot of the beautiful Laramie Mountain range, and beside the Nort Platt River and is only a short distance from the Medicine Bow National Forest and Glendo Reservoir. This beautiful location offers many outdoor recreational opportunities such as hunting, fishing, boating, and hiking. In addition to being the official home of the Jackalope and a Tree City USA, Douglas is also the home of the Wyoming State Fairgrounds and Pioneer Museum, Wyoming Law Enforcement Academy, Douglas Railroad Interpretive Center, Douglas Community Golf Course and the Douglas Motorsports Park. Douglas has a strong economic base primarily influenced by the availability of rail access, nearby coal resources and related mining operations, as well as exploration and production activities associated with oil, gas, and uranium reserves in Converse County Section Three Project Background The City of Douglas would like to construct an expandable community facility that will contain three basketball/ volleyball/multipurpose courts, side-by-side and an elevated seating section and walking path. The facility may contain a commons/ entrance/ toilet area. It also may include high translucent windows added to introduce natural daylight into the space. The structure will be a pre-manufactured metal building package, with a modest amount of conventional finishes. The floor may be a rubberized sports floor, with appropriate game striping. ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 4 of 12 There are no planned exterior recreation components at this time; however, these could be considered in a future phase. The budget has not been established yet for this project at this time. Section Four Scope of Services The selected firm will provide architectural and engineering services to design a Community Facility and develop the accompanying construction and bid documents. The selected firm will work closely with staff and council to develop a final design. The firm will be required to meet with staff and council in person and may set up some virtual meetings as needed. The firm will submit construction drawings to both the City of Douglas Community Development Department and the State Fire Marshal for review. The firm will write the bid documents to be posted by the City for construction of the Community Facility. Upon acceptance of a bid by the City Council and issuance of a building permit, the selected firm will perform construction management duties and some possible inspections working closely with the City of Douglas Building Official, Public Works Director, and City Engineer until the Community Facility has received a Certificate of Occupancy. For further design information, please see Attachment A. ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 5 of 12 Section Five RFQ Submittal Requirements RFQ’s must include the following information: 1. Introductory Requirements a. Transmittal Letter RFQs must have a transmittal letter signed by an authorized representative of the applicant’s company confirming the applicant’s availability to accomplish this project and a commitment to complete the project in a timely manner. b. Project Understanding A statement describing the applicant’s understanding of the project and any special skills the applicant will bring to the project. 2. General Information a. Provide the following company information: i. Firm name ii. Business address iii. Primary contact name, email and telephone number iv. Year established v. Type of ownership b. Experience i. Provide information on the applicant’s background and experience on similar projects. ii. Provide background of key members in the team and their specific experience in previous projects that would relate to this project. iii. Describe any specific skills the applicant team would bring to this project. c. Proof of Insurance i. Provide proof of the following: 1. Comprehensive General Liability Insurance Applicant shall have comprehensive general liability insurance coverage during the entire term of the contract, against claims arising out of bodily injury, death, damage to or destruction of the property of others, including loss of use thereof in an amount not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. 2. Workers’ Compensation or Employers Liability Insurance Applicant shall provide proof of workers’ compensation coverage, for all employees working on this project. Applicant’s coverage shall be under the Wyoming Workers Safety and Compensation program if statutorily required or such other workers’ compensation insurance as appropriate. Applicant’s insurance shall include Stop Gap coverage in the amount not less than five hundred thousand dollars ($500,000) per employee for ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 6 of 12 each accident and disease. Applicant shall also supply proof of worker’s compensation and employer’s liability insurance on any sub-applicant. 3. Professional Liability or Errors and Omissions Liability Insurance Applicant shall provide proof of professional liability insurance or errors and omissions liability insurance to protect Committee from any and all claims arising from Applicant’s alleged or real professional errors, omissions or mistakes in the performance of professional duties by Applicant or his sub-applicants in an amount no less than five hundred thousand dollars ($500,000). 4. Business Automobile Liability Applicant shall maintain, during the entire term of the Contract, automobile liability insurance in an amount not less than five hundred thousand dollars ($500,000) per occurrence. d. Potential or Perceived Conflicts of Interest i. Any potential or perceived conflicts of interest must be disclosed. 3. Project Approach, Schedule and Presentations a. Provide narrative detailing the applicant’s philosophy and approach to complete the project as described. It is expected the applicant will have a many times of discussion and interaction with both staff and City Council. Many of these may occur electronically via TEAMS. b. Provide an overall project schedule including the timing of major tasks, progress reports, public participation events and draft reports. c. Describe the applicant’s ability to prepare and present findings and recommendations to staff, local appointed and elected officials and other interested parties. In addition to the public process in 3.a. above, the applicant will be expected to conduct one or two work sessions with the City Council to review the project prior to final submittal as well as a work session to present final deliverables. As mentioned in 3.a. above, with City Manager approval, these may be conducted electronically via TEAMS. d. Describe deliverables for the overall project and each phase of the project. d. Provide any additional information or approaches felt to be relevant to indicate the applicant’s ability to successfully complete this project. 4. Resumes a. Provide resumes of individuals who will be working on the project. For each individual, describe their proposed role and list their relevant experience as requested in 2b above. 5. References Provide references from at least three similar projects for which the applicant has provided survey and reporting services. References are to include the name of a project contact along with their position, email address and telephone number. Each reference is to include a description of the services provided to the client and the applicant’s specific role. ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 7 of 12 6. Copies Provide one hard copy and one electronic copy containing the entire submittal in .pdf format. 7. Project Costs Expenses are to be broken down into line items showing the cost of each major task as well as the overall cost. The RFQ is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the RFQ is a firm offer for a ninety (90) day period from opening. The RFQ is also to provide the following information: name, title, address, email address, and telephone number of the individual(s) with authority to contractually bind the company and also who may be contacted during the period of RFQ evaluation for the purpose of clarifying submittal information. Section Six Selection Procedures, Schedule and Budget Written questions regarding this RFQ should be submitted to Mary Nicol at [EMAIL REDACTED] no later than 3pm, April 5, 2024. Responses to questions will be emailed to everyone who submitted questions or who notified the City Council they would like to receive responses. All communication during the solicitation process will be directed to Mary Nicol. No other contact will be made regarding this RFQ with any City staff, City Council, Agents, Consultants, etc. during the RFQ process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. All responses to this RFQ must be received in a sealed envelope clearly marked “RESPONSE TO RFQ, EVALUATION OF COMMUNITY RECREATION” by 3pm, April 17, 2024. Evaluation of RFQ’s will be completed by members of the Committee. RFQ’s will be evaluated based on the following criteria: Ability to meet project schedule 30% Experience with similar projects 50% Proposed Fee 20% Based upon the evaluation and scoring, interviews may be held. All RFQ’s are to be submitted to: Mary Nicol, City Clerk City of Douglas P.O. Box 1030 101 North 4th Street ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 8 of 12 Douglas, WY 82633 Attachment A: Conceptual Design ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 9 of 12 ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 10 of 12 ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 11 of 12 The City Council would like the facility design to be in a place that is a mix between these two concepts while including the internal components provided above. The Council would like to not have the tall canopy and would like the amount of windows reduced and also be maintainable. ---PAGE BREAK--- RFQ: Douglas Community Center Design Page 12 of 12