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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Consultant Services for the Design of the Millcreek City Center Open Space Mandatory Pre-Submittal Meeting on Thursday, August 22, 2019 at 10:00 am local time Millcreek City Hall 3330 South 1300 East Millcreek, Utah 8416 Proposals Due by September 4, 2019 at 12:00 noon local time 1. Introduction. Millcreek (the “City”) is requesting proposals (“Proposals” or “Responses”) from qualified design teams (“Proposing Teams”) to provide consultant services for the design of the Millcreek City Center Open Space (“Services”). 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. In June 2019, the City adopted a City Center Master Plan that establishes a vision and design standards for a mixed use transit-oriented city center located at approximately the intersections of 3300 South and Highland Drive and 1300 East and Highland Drive (“City Center”). The City Center would be the highest concentration of development found anywhere in the City. The City Center is the focal point for the City, the center of government, cultural, office, commercial, financial, transportation and other activities with a variety of day and night activities that attract visitors from throughout the City and region. Major arterials provide access and the City Center is envisioned to have both local and regional transit connections. Pedestrian access and movement is critically important to the City, and consideration for pedestrians is paramount. New development should be sensitive to the context of the surrounding neighborhoods and districts, and build on the and character of these established areas. The City Center will be anchored by a substantial, linear urban open space along a known fault line that is intended to accommodate a variety of public uses and activities, and that will become a regional destination for events. In July 2019, the Millcreek City Council authorized the issuance of a bond to fund property acquisition, utility relocation, and design and construction of the open space. The City allocated $3.2 million for the design and construction of the open space. The Millcreek General Plan and the Millcreek City Center Master Plan are essential components of the City’s planning efforts for the City Center and are included in this Request for Proposals ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space Design by reference. The plans can be found on the City Website (http://millcreek.us) or at the links below: Millcreek General Plan Millcreek City Center Master Plan 3. Scope of Work. The scope of work for the City Center Open Space Design is as follows: A. Concept Plan 1. Conduct a preliminary site investigation. i. Complete a property survey to identify property boundaries, utilities, and easements. ii. Complete a geologic hazards survey that complies with city code. 2. Develop a Park Program i. Identify potential users of the park. ii. Identify limitations and constraints for public events due to limitations such as, park dimensions, available parking and access, as well as logistical challenges associated with preparing for and holding outdoor events. iii. Outline possible park functions and where they might be located in the park. 3. Design a Concept Plan i. Concept Layout ii. Furnishings and Lighting iii. Concept Landscaping Plan iv. Sustainability Plan – establish water and energy usage goals and strategies. v. Roadway design – pavement section, grading and drainage, pedestrian circulation, ADA accessibility, etc. vi. Coordinate with utility providers to identify potential utility corridors and prepare a utility phasing plan to include triggering conditions for each phase. vii. Cost Estimate viii. Develop a Public Engagement and branding Strategy, to include a series of neighborhood/stakeholder design meetings, meetings and open houses with the community councils, planning commission, and city council, and regular with staff and potential stakeholders, such as the Millcreek Arts Council, Venture Out, and the Millcreek Business Council B. Develop Construction Drawings and a Bid Package 1. Schematic Design 2. Design Development ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space Design 3. Construction Drawings and Final Cost Estimate 4. A complete bid package using APWA forms. 4. Mandatory Pre-Submittal Meeting. A mandatory pre‐submittal meeting will be held on the date and time and at the location listed on the Project 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. Subconsultants are invited to attend this meeting but it is not mandatory for them. 5. 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 the City’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. 6. Team Composition. The City seeks the development of a comprehensive program and design that establishes a consistent design aesthetic and achieves the intent of the City Center Open Space vision. Accordingly, the design team should include at a minimum expertise in the architecture, engineering, geology, marketing and branding, landscape architecture, and urban planning. 7. Proposal Requirements. Ten(10) written copies and one electronic copy in PDF format of the Proposal are required to be submitted to Francis Xavier Lilly, AICP, Planning Director, at Millcreek City Hall, as listed below, no later than 12:00 noon 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. Proposals will be limited to ten (10) 8.5” x 11” pages, double sided, using a font at least 10 points in size. Proposals must include the following elements and be signed by an authorized representative of the Proposer: ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space Design 7.1. 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 and Zoning Director Millcreek City Hall 3330 South 1300 East Millcreek, UT 84106 Include an e-mail address for the primary contact of the Proposing Team. 7.2. Team History. Describe the Proposing Team’s background and office locations. Indicate the extent to which the team have worked together. 7.3. Team Experience. Provide examples of experience in urban park design and of other similar projects. Each project listed should describe the Proposing Team’s 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. 7.4. Team Composition. Identify in an organization chart the design team and the consultants the Proposing intends to utilize on this project. For each consultant, please describe the prior experience on the Proposing Team. 7.5. Staffing Plan. 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, in an organization chart. Resumes for each individual are to be provided. Indicate percentage of time each staff member will be assigned to the project and status of availability. 7.6. Design Philosophy and Project Approach. Describe the Proposing Team’s approach and philosophy to the design of the project. What are the most important elements for success? What lessons have you learned from experience on similar promenades and other public places? What are the important operational considerations? How will you work with the City to achieve cost, quality and functional objectives. Response to this section should be a narrative and is not intended to solicit specific drawings/design solutions for this project. Due to the tight project cost, provide us with your comments and suggestions how to achieve the maximum quality for the budget. 7.7. Branding and Public Engagement. Describe, in sufficient detail, the Proposing Team’s approach to branding and public engagement. Inform the selection committee of past successful efforts at branding and public engagement, ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space and indicate lessons learned that could be applied to the Millcreek City Center Open Space. 7.8. Concept Vision. Describe in narrative form, the Proposing Team’s vision for the project, and identify precedential projects that are similar in scope and impact, and that have been successfully built elsewhere. Propose innovative ideas that the Proposing Team might have for the City Center Open Space. 7.9. Qualifications. Describe, in sufficient detail, the Proposing Team’s experience in the planning and designing innovative urban parks and other public spaces that are successful not just as placemaking efforts but also as economic development 7.10. Design Schedule. Assuming an award by September 2019, please provide a detailed design schedule indicating the Proposing Team’s approach to assuring project groundbreaking by June 2020. 7.11. 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. 7.12. 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. 8. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Services. 9. 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 Experience The Evaluation 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 local government projects, public parks, streetscapes, and other urban gathering places. o Knowledge of existing site conditions, and sensitivity of the City’s planning objectives for the Millcreek City Center. ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space Design Philosophy and Concept Vision The Evaluation Committee will evaluate the Proposing Team’s design philosophy including: o Pedestrian access and amenities. o Compatibility with the City Center Master Plan. o Commitment to sustainability principles. o Creation of programmable spaces to accommodate a variety of activities at various times of day and in all four seasons. o Innovative approaches to urban parks and placemaking. o Innovative approaches to branding and public engagement. Project Approach and Schedule The Evaluation Committee 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. 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 References will be asked to score and comment on each application, using the criteria above, and reference evaluations will be used to inform the selection committee’s assessment of each of the criteria. 10. Short List Selection. An evaluation committee will short-list the applications (“Short-Listed Teams”) based on qualifications. One or more short-listed Proposing Teams will be invited to interview. 11. Final Interview and Selection Process. Short-Listed Teams will be invited to participate in an interview (“Selection Interview” or “Interview”). 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. ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space 11.1 Method of Presentation. i. Interview Submittal: Short-Listed Teams shall provide copies of an expanded concept vision, to include at no more than three concept renderings and an illustrative site plan of the concept vision, prepared on 11” X 17” paper. The interview submittal shall include a narrative of the concept vision, to include a discussion on how the concept vision achieves the guiding principles of the City Center, which can be found on page 3.5 of the City Center Master Plan. Narratives shall not exceed three 8.5” x 11” pages, double-sided, using a font of at least 10 points in size. Interviews. Each Short-Listed Team will be allowed 30 minutes for the Interview, including time for questions and answers following a presentation. The method of presentation is at the discretion of the Short-Listed Team. Presentations shall not exceed 15 minutes in length. 11.2 Final Selection, Stipend, and Work Product. The Mayor or his designee will make the award upon recommendation by the Evaluation Committee of a Proposer Team whose proposal provides the greatest value to the City. Following the award, the City will provide a stipend of $4,000 to other Short-Listed Trams who: met all submittal requirements but were not selected; and apply in writing for award of the stipend within thirty (30) calendar days of notification of non-selection. By submitting a Proposal the Proposing team agrees that the City can incorporate portions or ideas of the applicant’s proposal in the final project. Upon successful completion of contract negotiations, a Notice to Proceed will be provided to the selected team. ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space 12. Procurement Schedule Event Day Date Time Place Request for Proposals Available Monday August 12, 2019 12:00 noon Millcreek City Hall 3330 South 1300 East Millcreek, Utah 84106 Mandatory Presubmittal Meeting Thursday August 22, 2019 10:00 am Millcreek City Hall – City Council Chamber 3330 South 1300 East Millcreek, Utah 84106 Last Day to Submit Questions Tuesday August 27, 2019 12:00 noon Francis Xavier Lilly, Millcreek Planning and Zoning [EMAIL REDACTED] Final Addendum Issued Thursday August 29, 2019 12:00 noon Via email to mandatory presubmittal meeting attendees and on the Millcreek website: http://millcreek.us Proposals Due Wednesday September 4, 2019 12:00 noon Francis Xavier Lilly, Millcreek Planning and Zoning 3330 South 1300 East Millcreek, Utah 84106 Announcement of Short-Listed Teams Monday September 9, 2019 4:00 pm Via email to Proposing teams and on the Millcreek website: http://millcreek.us Interview Submittals Due Monday September 16, 2019 4:00 pm Francis Xavier Lilly, Millcreek Planning and Zoning 3330 South 1300 East Millcreek, Utah 84106 Interviews Monday September 23, 2019 To be determined Millcreek City Hall 3330 South 1300 East Millcreek, Utah 84106 Notification of Selection Committee Recommendation to Mayor Tuesday September 24, 2019 10:00 am 13. 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 ---PAGE BREAK--- Request for Proposals – Millcreek City Center Open Space 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 information and if the contact person deems, in his sole and absolute discretion, that such response is of general applicability, his 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 Records Access and 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 Records Access and Management Act. 14. 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 the Mayor or his designee may select another Proposing Team, and negotiation will continue with such other Proposing Team(s) until an acceptable agreement is completed. 15. Contact Person. For more information on the Proposal, contact Francis Xavier Lilly, AICP, 3330 South 1300 East, Millcreek, UT 84106, [EMAIL REDACTED], [PHONE REDACTED], or for American with Disabilities Act (ADA) accommodation, contact the ADA Coordinator, 3330 South 1300 East, Millcreek, UT 84106, [EMAIL REDACTED], [PHONE REDACTED].