REQUEST FOR QUALIFICATIONS ARCHITECTURAL DESIGN SERVICES FOR A FIRE STATION

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1 Architectural Design Services RFQ October 30, 2015 Shoreline Fire Station & Headquarters Modifications REQUEST FOR QUALIFICATIONS ARCHITECTURAL DESIGN SERVICES FOR A FIRE STATION A. Purpose of Request: The Shoreline Fire Department, Shoreline, Washington ( Department ) solicits a Request for Qualifications (RFQ) for Architectural and Engineering Design Services for the design of a new fire station building. The fire station building is proposed to be constructed on or near the existing site at 1410 Northeast 180 th Street within the city boundaries of Shoreline. The Department does not expect or require a large amount of preliminary work to be performed by the applicants for this phase of the selection process and requests a limit of thirty (30) pages total (back to back is ok) for the RFQ, including cover page, examples and supplements. It is the Department s intent to select an Architectural firm based on qualifications, abilities, past performance, and ability to complete the work within the timeframe specified. Once the Department has reviewed the qualifications, one or more firms may be requested to provide additional information and/or participate in an interview process. B. Project Description: The new fire station will replace the existing Station 63 at 1410 Northeast 180 th Street. The existing Station 63 has been through two significant remodels and does not meet space needs for crew and apparatus. The new fire station facility is currently being proposed to be built on or near the existing Station 63 site. The Department is currently evaluating those options and if the station is to be relocated to a new site, the Architect will be consulted on the feasibility of the new location. It is intended that this station will achieve some level of LEED certification. Review of RFQs will be performed by a committee comprised of the Fire Chief, Project Manager, two Assistant Chiefs, and a Fire Commissioner. However, the final decision on an architectural firm will only be made with the concurrence of the Department s Board of Fire Commissioners. C. Scope of Services: Station 63 The Department anticipates that the selected firm will provide normal professional architectural services required for the site planning, design and construction of a fire station with a minimum of three double-deep apparatus bays, nine bedrooms, a meeting room of sufficient size to accommodate crew training, regional and neighborhood meetings. Services will include, but are not limited to; architectural services, programming, cost estimating, structural engineering, MEP (mechanical, electrical, plumbing), surveying, civil engineering, geotechnical investigations, landscaping design, interior design, and construction administration for the new fire station. 1

2 Station 61 The Department anticipates that the selected firm may also need to provide normal professional architectural services required for the site planning and permitting to accommodate a pre-fab metal building at the headquarters facility (Station 61) located at Aurora Avenue North, Shoreline, Washington. D. Submittal Deadline: The Department must receive Requests for Qualifications by close of business, 4:00 p.m., on November 16, They may be mailed or delivered to the address listed below. Faxed or ed Requests for Qualifications will not be accepted. Please direct all questions to Rick Ashleman, Project Manager via . Shoreline Fire Department Attention: Rick Ashleman Aurora North Shoreline, WA E. Submittal Requirements: 1. Letter of Interest: The cover letter shall briefly summarize the firm s qualifications and past experience relevant to the scope. A principal or officer of the firm authorized to execute contracts or other similar documents on the firm s behalf must sign the letter. 2. Evidence of firm s ability to perform the required services. 3. Outline your firm s experience on the scope of work required for the appropriate discipline. 4. Describe your firm s overall approach, including organization and work tasks necessary to accomplish the objectives. 5. If it is your firm s practice to have specific sub-categories of the Scope of Work, as described in Section B of this RFQ, performed by sub-consultant(s), please identify the sub-consultant(s) you anticipate using for a Contract, indicate their specific role(s), and outline their experience on similar or related work. 6. Describe your quality control process. 7. Note any activity in organizations and/or institutes that would aid you or your firm in maintaining current state of the art expertise in your field. 8. Note any understanding and experience with the United States Green Building Council s LEED rating system and its requirements. 9. Identify qualifications/expertise of the key personnel on your team; and evidence of availability of staff to begin immediately upon awarding of the Contract. 10. Provide a list of key personnel, including sub-consultants personnel indicating the specific role of each, and clearly identify the Project Manager. 2

3 11. Provide a professional resume for each of the named key personnel, indicating the extent of his/her experience on projects related to this type of work. Each of the key personnel suggested for use on projects must have current professional registration or certification and, if applicable, be currently licensed with the State of Washington. 12. Past performance and record of successful completion of similar work: a. Describe any previous projects (firm and individual) of similar scope to our project, and include a description of specific responsibility of such projects. b. Note any information useful in demonstrating successful results on prior projects. c. Provide reference contact names, phone numbers, and addresses related to the above prior projects. F. Consultant Evaluation Criteria: Consultant s RFQ will be evaluated based on the criteria listed in this section. In preparing the RFQ, it is important to clearly demonstrate expertise in the areas described in this document. The RFQ must demonstrate expertise and firms must have available adequate, experienced, personnel in all of the areas described in the appropriate discipline either through in-house staff or with sub-consultants. Firms are encouraged to identify and clearly label in their RFQ how each criterion is being fully addressed. Evaluation of responses to this RFQ will be based only on the information provided in the RFQ package, and if applicable, during an interview and reference review phase. The Department reserves the right to request additional information or documentation from the firm regarding its RFQ documents, personnel, or other items in order to complete the selection process. The following criteria, with a point system of relative importance with an aggregate total of 100 points, will be utilized to evaluate the qualifications of each firm: Evaluation Criteria Weighting a. Evidence of firm s ability to perform the required services: 20 b. Qualifications/expertise of the key personnel on the team: 30 c. Past performance and record of successful completion of similar work (including the understanding and implementation of LEED certification): 30 d. Evidence of availability of staff to begin immediately upon being awarded the contract: 20 As part of the evaluation, the Department will consider prior experience in fire service planning and design to be a significant component of the proposal from the successful firm or team. In particular, the Department places substantial emphasis on fire service planning and design experience on behalf of other fire service agencies in King, Pierce and Snohomish Counties. 3

4 G. Submission Requirements: 1. Upon receipt of each RFQ, the Department will date-stamp it to show the exact time and date of receipt. Upon request, the Department will provide the firm with an acknowledgment of receipt. All RFQs received will become the property of the Department and will not be returned. 2. Required Number of Copies: Firms responding to this RFQ shall submit one original RFQ along with four (4) copies of the RFQ to the address indicated in Section D. 3. The Department reserves the right to waive as informality any irregularities in RFQs and/or to reject any or all submittals. H. Selection Process: All responses to this RFQ will be screened for eligibility. As time permits, a selection panel will rate eligible responses, according to the criteria listed above, and may conduct reference checks as part of the process. If there is insufficient information, the Department reserves the right to request additional information, and to interview firms to discuss their RFQs. Any protest of the selection process shall be resolved in accordance with Department Procurement Policies. It is the Department s intent to interview the top two or three firms based upon the submitted written materials. 1. This solicitation does not obligate the Department to award a Contract to any respondent. At its option, the Department reserves the right to waive as informality any irregularities in the RFQs and/or to reject any or all submittals. 2. The Department reserves the right to request clarification of information submitted, and to request additional information from any firm. 3. If the Department awards a firm the Contract to provide architectural services, the successful firm shall be issued a written Notice of Intent to Award. The successful firm shall execute an agreement acceptable to the Department within thirty (30) days from the date of Notice of Intent to Award. Failure by the successful firm to execute an agreement within the stipulated 30-day period shall constitute non-conformance with the RFQ, allowing the Department to unilaterally withdraw and terminate such intent to award. 4. The Department reserves the right to award any contract to the next most qualified firm, if the successful firm does not execute a contract within 30 days from the date of Notice of Intent to Award. 5. The Department shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFQ. 6. Approximate Selection Timeline: RFQ Deadline: November 16, 2015 Consultant Shortlist: November 17, 2015 Consultant Interviews (if needed): November 19, 2015 Consultant Selected: November 20,

5 I. Administrative Information: 1. Minority-owned and Women-owned Business Enterprises: The Department strongly encourages minority owned and women-owned businesses, socially and economically disadvantaged business enterprises, and small businesses to respond to this RFQ, to participate as partners, or to participate in other business activity in response to this RFQ. 2. Basic Eligibility: Any successful firm must be licensed to do business in the State of Washington, the City of Shoreline and must have a state Unified Business Identifier (UBI) number. In addition, the successful firm must not be debarred, suspended, or otherwise ineligible to contract with the Department. 3. Payment Requirements: Firms should be aware that the Department will only make payments on work orders after the work being billed has been completed, and will pay reimbursable expenses to the firm only upon receipt of an itemized invoice for the reimbursable expenses. No advance payments will be made to the firm; who must have the capacity to meet all project expenses in advance of payments by the Department. 4. Approval of Sub-Consultants: The Department retains the right of final approval of any sub-consultant of the selected firm who must inform all sub-consultants of this provision. 5. Documents Produced: All construction drawings, reports, specifications, and other documents produced under Contract to the Department must be submitted to the Department in both hard copy and a digital format that meets the Department s requirements, using Microsoft Office or AutoCAD products. All documents and products created by the firm and their sub-consultants shall become the exclusive property of the Department. 6. Civil Rights: The Shoreline Fire Department embraces civil rights and equal opportunity. If any events occur involving the firm or subcontractors that would violate those rights then the firm shall take full responsibility for said actions. J. General Insurance Requirements: 1. Prior to undertaking any work under this Contract, the firm shall procure and maintain, continuously for the duration of this Contract or associated work orders, at no expense to the Department, insurance coverage as specified below, in connection with the performance of the work of this Contract by the firm, its agents, representatives, employees and/or subcontractors. 2. The firm s insurance shall be primary in respect to the Department; and any other insurance maintained by the Department shall be excess and not contributing insurance with the firm s insurance. 3. Except with respect to the limits of insurance, and any rights or duties specifically assigned to the first named insured, the firm s Commercial General Liability and Commercial Automobile Liability insurance coverage shall apply as if each named insured were the only named insured, and separately to each insured against whom claim is made or suit is brought. 5

6 4. Failure of the firm to fully comply with the insurance requirements of this Contract will be considered a material breach of contract and, at the option of the Department, will be cause for such action as may be available to the Department under other provisions of this Contract or otherwise in law, including immediate termination of the Contract. 5. Required Insurance Coverage: The following are the types and amounts of insurance coverage that must be maintained by the firm during the term of this Contract. The Department reserves the right to increase or otherwise change insurance requirements in accordance with the scope of work of any work order to this Contract. The firm must provide acceptable evidence of such coverage prior to beginning work under this Contract or associated work orders. a. Commercial General Liability Insurance. A policy of Commercial General Liability insurance including bodily injury, property damage, and products/completed operations, written on an occurrence form, with the following minimum coverage: $2,000,000 each occurrence/aggregate. Coverage shall extend to cover the use of all equipment on the site or sites of the work of this Contract. b. Employers Liability or Washington Stop Gap Liability. A policy of Employers Liability or a Washington Stop Gap Liability insurance endorsement with the following minimum coverage: $2,000,000 each accident. c. Commercial Automobile Liability Insurance. A policy of Commercial Automobile Liability Insurance, including coverage for owned, non-owned, leased or hired vehicles written on an insurance industry standard form (CA 00 01) or equivalent, with the following minimum coverage: $2,000,000 combined single limit coverage. d. Professional Liability Insurance: A policy of Errors and Omissions Liability Insurance appropriate to the firm s profession. Coverage should be for a professional error, act, or omission arising out of the Scope of Work, with the following minimum coverage: $2,000,000 per Claim/Aggregate. If the Professional Liability Insurance policy is written on a claims-made form, the Consultant warrants continuation of coverage, either through policy renewals or the purchase of an extended reporting period (tail) for a minimum of three years from the date of completion of the work authorized by the Contract. In the event that the firm is authorized to engage sub-contractors, each sub-contractor shall provide evidence of separate professional liability coverage equal to the levels specified above, unless such requirement is waived in writing by the Department. e. Workers Compensation Policy: As respects Workers Compensation insurance in the State of Washington, the firm shall secure its liability for industrial injury to its employees in accordance with the provisions of Title 51 of the Revised Code of Washington (RCW). If the firm is qualified as a self-insurer in accordance with Chapter RCW, the firm shall so certify by a letter signed by a corporate officer, indicating that it is a qualified self-insured, and setting forth the limits of any policy of excess insurance covering its employees, or any similar coverage required. 6

7 f. Additional Insured Endorsement: The Shoreline Fire Department must be named as an additional insured on a primary and non-contributory basis on all Commercial General Liability policies of the firm. A policy endorsement (form CG2O lob or equivalent) must be provided to the Department as evidence of additional insured coverage. 6. Proof of Insurance and Insurance Expiration: The firm shall furnish certificates of insurance and policy endorsements as evidence of compliance with the insurance requirements of the Contract. A person authorized by that insurance company to bind coverage on its behalf must sign such certificates and endorsements. 7. The firm shall include all sub-contractors, at any tier, as insured s (except for Professional Liability insurance). Alternatively, the firm shall: a. Obtain from each sub-contractor not insured under the firm s policy or policies of insurance, evidence of insurance meeting all the requirements of this Contract, and b. Maintain such evidence on file for a period of one year after the completion of this Contract and, upon request, submit such evidence to the Department for examination, and c. Ensure that the firm s coverage of sub-contractors under the firm s policies is not excluded by any policy provision or endorsement. 8. The firm s insurance shall not be reduced or canceled without thirty (30) days prior written notice to the Department. The firm shall not permit any required insurance coverage to expire during the term of this Contract. 9. The Department reserves the right to require complete, certified copies of all required insurance policies at any time during the term of this Contract, or to waive any of the insurance requirements of this Contract at its sole discretion. 10. Carrier Review and Approval Authority: Insurance policies, deductibles, self-insured retentions, and insurance carriers will be subject to review and approval by the Department. All insurance shall be carried with companies that are financially responsible. Generally, except for Professional Liability Insurance coverage, all carriers of insurance or reinsurers must have and maintain a rating of A VII or better as identified in the A. M Best Insurance Rating Guide, most recent edition. Insurance carriers or reinsurers who do not have a rating of A VII or better may not be used without written approval of the Fire Chief. K. PUBLICATION The RFQ shall be published as follows: 1. Daily Journal of Commerce 2. Seattle Times 3. Shoreline Fire Department Web Site END OF REQUEST FOR QUALIFICATIONS 7

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