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Page 1 of 6 REQUEST FOR PROPOSALS DESIGN-BUILD FOR DOUGLAS CITY HALL RENOVATIONS DOUGLAS, WYOMING Proposals due: 3:00pm local time, June 1, 2018 ---PAGE BREAK--- Page 2 of 6 Section One Introduction and Summary The City of Douglas (City) is soliciting proposals for professional pre-design architectural and site- planning services as well as construction estimates for renovation of City Hall in Douglas, Wyoming. Final design and construction will depend on approval of a renovation budget for the 2018-2019 fiscal year. It is anticipated that work associated with this RFP will begin the summer of 2018. Written proposals with a fixed fee amount must be submitted to Karen Rimmer, City Clerk, City of Douglas, P.O. Box 1030, Douglas, WY 82633, no later than 3:00pm on June 1, 2018. Should funding for the construction be approved, it is expected that work may begin July 10, 2018. Section Two Background The City of Douglas Police Department and Communications will be moving to a new location in May 2018. The Administrative Department, Finance Department, and Community Development Department will remain in City Hall. Renovation of the space is required to allow the remaining departments utilization of the entirety of the building. The design and construction estimates will be required to be submitted no later than 3:00pm on June 1, 2018. The renovation may include, but is not limited to, the following: expanding the kitchen into a full break room, adding a new public stair case, closing an existing stair case, increasing security, removing the communications center, adding and new walls, removing walls, expanding the basement conference room, adding windows, and reopening the entrance from North 4th Street. The successful applicant will also be required to review and make recommendations regarding the roof, HVAC, the façade, site drainage, and parking lot improvements, including paving the north end of the parking lot. A mandatory pre-bid meeting and tour of the building and site will be held on May 24, 2018 at 10:30am. Section Three Proposal Submittal Requirements Proposals must include the following information: 1. Introductory Requirements a. Transmittal Letter ---PAGE BREAK--- Page 3 of 6 Proposals 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 within the approved timeframe. 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 design/build projects. The applicant team will be required to include a contractor licensed with the City of Douglas. Per Municipal Code 15.10.080 plans will be required to be stamped and signed by a Wyoming licensed architect. ii. Provide background of key members of each firm 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 such as Wyoming Worker’s Compensation Certificate of Good Standing. 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 each accident and disease. Applicant shall also supply ---PAGE BREAK--- Page 4 of 6 proof of worker’s compensation and employer’s liability insurance on any subconsultant. 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 architectural and site planning project as described. b. Drawings with multiple floor plan options. c. All construction documents. d. Provide an overall project schedule including the timing of major tasks and progress reports. e. Describe the applicant’s ability to prepare and present findings and recommendations to staff, local appointed and elected officials and other interested parties. f. Describe deliverables for the overall project and each phase of the project. g. 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 his or her proposed role as well as relevant experience as requested in 2(b) above. 5. References Provide references from at least three similar projects for which the applicant has provided design services. References are to include the name of a project contact along with the reference’s 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. 6. Copies ---PAGE BREAK--- Page 5 of 6 Provide ten (10) hard copies and one CD or flash drive 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. 8. Disclosures a. Any professional or personal financial interest that is or could be a conflict of interest in representing the City, including but not limited to any arrangements to derive additional compensation from various investment and reinvestment projects, including financial contracts. b. Certify if the applicant or any of the owners or principals is/are subject to any pending or threatened litigation and/or sanctions. The certified statement should cover the size and scope of any pending litigation and/or sanctions. If no litigation is pending, include a statement to that effect. c. Ownership interest or management of any other company providing same or similar services as provided herein. The proposal is to be signed by an official authorized to bind the offer and is to contain a statement to the effect that the proposal is a firm offer for a ninety (90) day period from opening. The proposal 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 proposal evaluation for the purpose of clarifying submittal information. Section Four Scope of Services The City is seeking a conceptual design and estimate of cost for use in the development of the 2018- 2019 budget. The design, building, and all associated material will be required to comply with all City of Douglas codes and construction requirements. At a minimum, the City seeks the following as part of this pre-design project: Conceptual building design showing possible exterior elevations and architectural features to update the façade of the existing building. Floor plans and interior layouts. An estimate of total project cost broken out by interior first floor, interior basement, exterior, parking lot, and mechanical. Section Five ---PAGE BREAK--- Page 6 of 6 Selection Procedures, Schedule and Budget Written questions regarding this RFP should be submitted to Karen Rimmer, City Clerk at [EMAIL REDACTED] no later than May 25, 2018. Responses to questions will be emailed to everyone who submitted questions or who notified the City they would like to receive responses. All communications during the solicitation process will be directed to Karen Rimmer. No other contact will be made regarding this RFP with any City staff, City Council, Agents, Applicants, etc. during the RFP process. Failure to comply with this requirement will result in the offending applicant being removed from consideration. All responses to this RFP must be received in a sealed envelope clearly marked “RESPONSE TO PROPOSAL, CITY HALL RENOVATION” by 3:00 PM on or before June 1, 2018. Evaluation of proposals will be completed by members of the Committee. Proposals will be evaluated based on the following criteria: Ability to meet project schedule 30% Experience with similar projects 50% Proposed Fee 20% All proposals are to be submitted to: City of Douglas Attn: Karen Rimmer, City Clerk P.O. Box 1030 Douglas, WY 82633 The anticipated schedule for proposal evaluation the project is: RFP Published – May 16 and May 23, 2018 Mandatory Tour of Site with Staff – May 24, 2018 at 10:30am Last day for questions – May 25, 2018 RFP Responses due – June 1, 2018 no later than 3:00 PM Notification of selected applicant – June 22, 2018 Contract awarded and executed – July 9, 2018 Project startup –July 10, 2018