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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Architectural Programming Services for the Millcreek City Hall Proposals Due by October 28, 2020 at 10:00 local time 1. Introduction. Millcreek (the “City” or “Millcreek”) is requesting proposals (“Proposals” or “Responses”) from qualified design teams (“Proposing Teams”) to provide architectural programming services (“Services”) for the Millcreek City Hall (“Project”). 1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this Request. 2. Background and Detailed Description of Services. When Millcreek incorporated, the City established a temporary city hall utilizing leased space in an aging commercial strip mall located at 3330 South 1300 East. The City anticipates that the building lease will expire in June 2023 and could be terminated prior to that date, provided the landlord provides relocation expenses. The current city hall was never intended as a permanent location for Millcreek’s municipal functions and the landlord has expressed interest in repurposing or redeveloping the site in the next decade. Millcreek is seeking a Proposing Team to provide Services to help the city understand the spatial, development, and fiscal implications of a new city hall. The scope of work will include professional services to generate conceptual ideas, engage stakeholders, and provide an architectural program that analyzes current and future space needs, articulates best practices and innovation in city hall design, establishes a conceptual, planning-level construction cost estimate, and discusses potential opportunities for public-private partnerships and potential costs and benefits of including a city hall as part of Millcreek’s City Center Master Plan. More specifically, the Services are described in the Scope of Work below. The City expects to allocate up to $30,000 in funds for the Services. 3. Scope of Work. The scope of work for the Services is as follows: A. Existing Conditions and Statement of Need 1. Describe why the facility is needed. 2. Discuss Millcreek’s existing staffing needs and likely growth. i. Discuss the current location and the space currently used. ii. Discuss anticipated growth. iii. Discuss the needs for adaptability, flexibility, and expansion. ---PAGE BREAK--- Request for Proposals – Millcreek City Hall Programming 28 September 2020 3. Describe how the Project will further the City’s mission, vision, strategic goals, and general Plan. B. General Building and Site Considerations 1. Site Orientation, including solar exposure and view protection. 2. Circulation of vehicles, pedestrians, and service needs. 3. Concepts of how circulation will work for the general public, staff, and pedestrian and vehicular access, and vehicular parking. C. Detailed Building Considerations and Room Descriptions 1. Describe a summary of programmed spaces, and room descriptions. 2. Consider the type and number of a variety of public spaces to accommodate public meetings of various sizes, including but not limited to a City Council Chamber and other conference or reception areas. 3. Summarize Mechanical, Structural , Electrical, and Communications/IT requirements. 4. Consider and provide recommendations on appropriate energy efficiency standards that should be pursued as part of a City Hall design. 5. Consider the implications of a police precinct collocated with City Hall. D. Economic Development Considerations 1. Evaluate potential opportunities for public-private partnerships, and showcase relevant examples. 2. Evaluate the economic development impacts of locating a city hall in a community redevelopment area, as opposed to another area in the city. E. Opportunities for Innovation Discuss and evaluate opportunities for cost-effective innovation in terms of information technology, public engagement, transparency, sustainability, and collaboration between resident stakeholders and city officials. F. Cost Model. 1. Summarize the cost model, accounting for the following: i. Civil/Site ii. Landscape iii. Architectural – 1. Exterior 2. Interior Finishes iv. Mechanical ---PAGE BREAK--- Request for Proposals – Millcreek City Hall Programming 28 September 2020 v. Electrical vi. General Conditions vii. Overhead and Profit 2. Find and present the actual costs of two projects of similar size, use, and quality that have completed construction in the past three years as a comparison to the proposed project. 3. Mandatory Pre-Submittal Meeting. A mandatory pre‐submittal meeting will be held on the date and time and at the location listed on the Procurement Schedule. A representative from each firm on the Proposing Team is required to attend. During the meeting, a presentation will be made to describe the overall scope of work and intended schedule. Interested firms may ask questions and request clarification about the project and the procurement process at the mandatory pre-submittal meeting. Subconsultants are invited to attend this meeting but it is not mandatory for them. 4. Addendum. All references to questions and requests for clarification will be in writing and issued as addenda to the Request for Proposals. The addenda will be posted on Millcreek’s web site. Any addenda issued prior to the submittal deadline shall become part of the Request for Proposals and any information required shall be included in the Proposing Team’s submittal. All questions pertaining to this Request must be submitted in writing to Francis Lilly at Millcreek Planning and Zoning by the last day for questions as indicated on the procurement schedule below. 5. Team Composition. The Proposing Team should include, at a minimum, expertise in programming municipal facilities 6. Proposal Requirements. Seven written copies and an electronic copy in PDF format of the Proposal are required to be submitted to Francis Xavier Lilly, AICP, Planning Director, as listed below, no later than 10:00 a.m. local time on the date listed in the procurement schedule below. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. No electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: ---PAGE BREAK--- Request for Proposals – Millcreek City Hall Programming 28 September 2020 6.1. Introductory Letter. An introductory letter expressing an interest in providing the Services should be included. The introductory letter should be addressed to: Francis Xavier Lilly, AICP Planning Director Millcreek City Hall 3330 South 1300 East Millcreek, UT 84106 Include an e-mail address for the primary contact of the Proposing Team. 6.2. Project Team Composition and Experience. Describe the Proposing Team’s background and history of working together on programming projects. Provide examples of experience in programming municipal facilities. Each project listed should describe your role, year built, major consultants utilized, final construction cost, a description of the project, and an owner reference. Please include projects that were actually constructed. Identify the Proposing Team’s key personnel, representing the architect/engineer, planning or landscape architecture firm, civil engineers, and others to be assigned to this project. Resumes and references for each individual are to be provided. Indicate percentage of time each staff member will be assigned to the project and status of availability. 6.3 Programming Philosophy and Approach. Describe the Proposing Team’s approach and philosophy to architectural programming. What are the most important elements for success? What lessons have you learned from experience on similar municipal programming projects? What are the important operational considerations? How will you work with the City to achieve cost, quality and functional objectives, including sustainability? Indicate how the Proposing Team will balance budget considerations with opportunities to create a lasting and valued civic space and community amenity. Indicate how the Proposing Team understands the potential for growth and flexibility in the City’s mission and operations over the lifecycle of a new city hall. 6.4. Project Approach and Schedule. Outline a basic course of action. Propose a methodology for programming that is shown to be effective in municipal building design and construction. Identify key milestones and identify impediments and conflicts toward a timely and thorough completion. Propose mitigations to those impediments Assuming an award by November 2020, please provide a detailed programming schedule assuming a program completion and presentation to the City Council by January 25, 2021. ---PAGE BREAK--- Request for Proposals – Millcreek City Hall Programming 28 September 2020 6.5. Cost. Provide a detailed fee schedule that includes a total “not-to-exceed” price to complete the project that includes any and all fees and any and all costs the Proposing Team may incur, including any costs for transportation, lodging, communication, printing, etc. 6.6. References. Include the name, address, and contact person of at least three government agencies with which the Proposing Team has provided similar type Services. The City may contact such references. 7. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Services. 8. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by the Evaluation Committee. Each evaluation criterion has been given a percentage based on its relative value as a whole. The criteria and each associated percentage are as follows: Project Team Composition and Experience The selection committee will evaluate the Proposing Team’s understanding of the project including: o Past performance of team members on projects of similar size and complexity. o Familiarity with programming city halls and other municipal facilities o Knowledge of municipal staffing needs and growth trends, budget limitations, and economic development opportunities Programming Philosophy and Approach The selection team will evaluate the Proposing Team’s programming philosophy and approach including: o Innovative approaches to programming municipal spaces o Balancing budget considerations with opportunities to create a lasting and valued civic space and community amenities. o Commitment to sustainability principles. o Understanding the potential for growth and flexibility in the City’s mission and operations over the lifecycle of a new City Hall. Project Approach and Schedule The selection team will evaluate how well the Proposing Team planned a basic course of action, what alternatives and/or preliminary approaches are proposed, and what provisions are identified for dealing with potential impacts, impediments, and conflicts. The team will evaluate the following: o The proposed course of action to meet the goals and objectives of the Project. ---PAGE BREAK--- Request for Proposals – Millcreek City Hall Programming 28 September 2020 o Key milestones are identified and align with the City’s overall goal of a timely completion. o Impediments and conflicts toward a timely and thorough completion are identified and potential mitigations proposed. Cost (15%) References (10%) 9. Short List Selection. A selection committee will short-list the applications based on qualifications. One or more short-listed Proposing Teams will be invited to interview. 10. Final Interview and Selection Process. Short-listed teams will be invited to participate in an interview. Selection interviews will be held on the date listed in the procurement schedule below. The proposed primary project management personnel, including the project manager, should be in attendance at the Selection Interview. The project manager is the Proposing Team’s representative who has overall authority over the Project, will be in attendance at all Project meetings, and is authorized by the team to negotiate and sign any and all change orders in the field, if necessary. Unless otherwise noted, the attendance of subconsultants is at the discretion of the Proposing Team. Each short listed team will be allowed 45 minutes to interview, including time for questions and answers following a presentation. The method of presentation is at the discretion of the short-listed Proposing Team. Presentations shall not exceed 30 minutes in length. ---PAGE BREAK--- Request for Proposals – Millcreek City Hall Programming 28 September 2020 11. Procurement Schedule Event Day Date Time Place Request for Proposals Available Monday September 28, 2020 12:00 noon Millcreek City Hall 3330 South 1300 East Millcreek, Utah 84106 Mandatory Presubmittal Meeting Wednesday October 14, 2020 10:00 am Millcreek City Hall – City Council Chamber 3330 South 1300 East Millcreek, Utah 84106 Last Day to Submit Questions Monday October 19, 2020 12:00 noon Francis Xavier Lilly, Millcreek Planning and Zoning [EMAIL REDACTED] Final Addendum Issued, if required Wednesday No later than October 21, 2020 12:00 noon Via email to mandatory presubmittal meeting attendees and on the Millcreek website: http://millcreek.us Proposals Due Tuesday October 28, 2020 12:00 noon Millcreek City 3330 South 1300 East Millcreek, Utah 84106 Announcement of Short-List Wednesday October 29, 2020 5:00 pm Via email to Proposing teams and on the Millcreek website: http://millcreek.us Interviews Wednesday November 4, 2020 To be determined Millcreek City Hall 3330 South 1300 East Millcreek, Utah 84106 Notification of Selection Committee Recommendation to Mayor Thursday November 5, 2020 10:00 am 12. General Information. City reserves the right to reject any and all Responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposing Team’s sole risk and expense. All Proposing Teams must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than the date listed on the procurement schedule. The contact person will endeavor to respond to such request for clarification or additional ---PAGE BREAK--- Request for Proposals – Millcreek City Hall Programming 28 September 2020 information and if the contact person deems, in her sole and absolute discretion, that such response is of general applicability, her response, if any, will be posted on the City’s website at Millcreek.us (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act. 13. Terms of Contract. The successful Proposing Team will be required to enter into a contract with the City to provide the Services. If the selected Proposing Team and the City Attorney are unable to negotiate an acceptable agreement, then another Proposing Team(s) will be selected by the Mayor or his designee and negotiation will continue with such other Proposing Team(s) until an acceptable agreement is completed. 14. Contact Person. For more information on the Proposal, contact Francis Xavier Lilly, AICP, 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Kurt M. Hansen, ADA Coordinator, (801) 214-2751, 3330 South 1300 East, Millcreek, UT 84106.