Architectural Services Request for Qualifications

Transcription

1 Architectural Services Request for Qualifications Fairview Fire District Response Due: November 2 nd, 2015 at 2:00 PM (1400 hrs) Submit to: Building Committee Architectural Services Proposal Fairview Fire District 258 Violet Avenue Poughkeepsie, NY The Fairview Fire District Board of Fire Commissioners are requesting qualifications from Architectural firms for Architectural and Engineering Services for additions and remodeling to the Fairview Fire District fire station. The District hopes that you will have an interest in working with them to meet the future public safety needs of the community. 1 P age

2 OVERVIEW FAIRVIEW FIRE DISTRICT The Fairview Fire District dates back to December 8, On December 8, 1910 the first meeting was held to organize the Fairview Fire Company. Just a few days later, on December 15th, the Fairview Fire Company was established to provide fire protection to the Fairview section of the Town of Poughkeepsie. On February 11, 1929, the Fairview Fire District was created and with that the first paid firefighter, Sal Lozier, was hired. Over the years, as the volunteer ranks diminished and the district became more developed, more paid firefighters were hired. Unfortunately today there are even less volunteer firefighters. The paid firefighters were used to respond with the apparatus immediately and then volunteers would meet them at the scene. Over time the availability of volunteer personnel decreased and there was a need to increase staffing. In 1990, the Fairview Fire Company started a rescue squad. The rescue squad was operated by volunteer EMTs. Over time the demand for the ambulance and a lack of volunteers led to the career staff operating the ambulance during certain hours and then eventually 24 hours a day. Presently, the 18 career staff is comprised of 12 firefighter/emts, 4 Lieutenants, and 1 Captain. Career staff is on duty every day of the year, operating in four-man groups, working 10-hour day shifts and 14-hour night shifts. In addition to the career staff, the district employs a full-time Career Chief and a part-time secretary. Advanced Life Support services are provided by Mobile Life Support Services. The career firefighters work very closely with the volunteer personnel who fill multiple positions within the organization. Adequate space to accommodate volunteer and career members within the station does not currently exist. Additionally, the fire station lacks in meeting a number of standards including OSHA. There is a lack of storage space for apparatus and equipment. Fairview provides fire protection and emergency medical services (EMS) for the northern section of the Town of Poughkeepsie and the southern portion of the Town of Hyde Park. Our district is approximately four and a half square miles in size and encompasses two colleges, two hospitals, two elementary schools, State and County facilities, industrial facilities, residences, numerous day-care centers, and a three-mile section of the Hudson River. Fairview also has preplanned mutual aid agreements with the City of Poughkeepsie Fire Department, Arlington Fire District, Roosevelt Fire District, Hyde Park Fire District, and the Pleasant Valley Fire District. Approximately 50% of our fire and EMS response is to tax exempt properties within the Fire District. There are a number of anticipated projects coming to the Fairview Fire District which is anticipated to increase the number of calls for service each year. Those who are interested in providing services to the District are encouraged to review a number of reports and studies on the Fairview Fire District website. 2 P age

3 SCOPE OF PROJECT The Fairview Fire District and the Building Committee has established a number of priorities and desires that need to be addressed concerning the facility we operate in and out of on a daily basis. We are in the beginning stages of establishing a capital facilities plan outlining necessary facility improvements and replacements. The priorities and desires are outlined below: Priorities: Desires: 1. Improve the living conditions of the career staff. 2. Increase apparatus space. 3. A permanent roof solution. 1. Improve the living area to a minimum of eight on duty personnel with separate but equal spaces for two female personnel. a. Day room space. b. Kitchen/Pantry. c. Eating area. d. Shower facilities (3-4 unisex.) e. Locker area. f. Bunk area. g. Watch area/communications room. h. Quiet/study area 2. Decontamination area with showers 3. Apparatus space for 4-5 fire apparatus without storing back to back. 4. Adequate storage space for equipment. 5. Adequate watch area. 6. Records retention space. 7. Commissioner office space. 8. Public meeting space/training area Design build may need to be done in stages as funding is available. SCOPE OF SERVICES Provide professional design and construction administration support services for the additions and remodeling to the Fairview Fire District firehouse in accordance with the Building Committee s priorities and desires. The Design Consultant shall, without, limitation to other required services not listed herein, carry out the responsibilities delineated in the scope of services set forth below and any additional responsibilities reasonably necessary and customarily provided by A/E firms conducting business in the State of New York for this type of work. The project is to be planned, designed, and constructed within the parameters of the standards, regulations, and laws of local, State, and Federal agencies having jurisdiction. The Design Consultant services to be provided shall be governed by the scope of work, schedule, and terms and conditions of the specific contract issued for the awarded project. 3 P age

4 Terms and conditions will be subject to negotiation with the Fairview Fire District Board of Fire Commissioners. Initial services shall include the following: 1. Existing conditions assessment a. Provide Architectural, Mechanical Engineering, Electrical Engineering, Structural Engineering, Civil Engineering, and all other disciplines detailing existing conditions 2. Initial architectural needs assessment a. Provide Architectural, Mechanical Engineering, Electrical Engineering, Structural Engineering, Civil Engineering, and all other disciplines, including all plans and specifications, necessary to complete future facility designs 3. Feasibility assessment INSURANCE Basic Insurance Requirements: Prior to commencing Work, Consultant and each of its Sub Consultants shall procure and maintain insurance at Consultants own cost and expense for the duration of the Basic Term against Claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Work or services hereunder by Consultants, its agents, representatives, employees or Sub-Consultants. Consultant and each of its Subcontractors shall obtain insurance of the types and the amounts described below: A. Commercial General Liability Insurance (CGL) with a combined limit of not less than $1,000,000 each occurrence and $1,000,000 in the annual aggregate. B. Business Automobile Liability Insurance with a combined single limits of not less than $1,000,000 each accident. C. Professional Liability (Errors and Omissions) Insurance with a limit not less than $1,000,000 aggregate. D. Workers Compensation Insurance as required by the State of New York. E. Employer s Liability Insurance in the amount of $1,000,000 per accident for bodily injury or disease. RFP SUBMITTAL INFORMATION REQUESTED In order to be considered for selection as an A/E Services Design Consultant, the respondent shall submit following items in the specified order: 1. FIRM INFORMATION a. Provide a letter of introduction signed by a Principal or Senior Officer of the organization. b. Name, address and website of firm(s) submitting the proposal c. If submitting a team, note which team is the prime consultant or lead joint venture partner (if applicable). Also, if submitting as a team, please provide information on recent projects the team has done together. d. Include the name of the individual leading the A/E Services team. e. Brief history / description of the firm(s) 4 P age

5 2. TEAM EXPERIENCE a. Identify the following key members within the firm or team-of-firms and provide their qualifications especially as it relates to the design of emergency services facilities. Project Principal Project Manager Project Architect Project Design Architect Project Mechanical Engineer Project Electrical Engineer Project Civil Engineer Cost Estimator Other relevant team members b. Provide a list of principal consultants who will be used to provide those services not provided by your firm. Include a list of relevant projects that you have worked on with each consultant in the last five years. Identify any proposed additional consultants and any other relevant disciplines. 3. FIRM EXPERIENCE SELECTION PROCESS a. Provide a listing of fire station projects that your firm and/or team have provided architectural services to in the last seven years or less. b. Provide (3-5) references with current contact information from emergency services clients within the last ten years that a representative of the District may contact regarding performance. Your responses should consider that Fairview Fire District Building Committee has established the following Evaluation Criteria: a. Expertise and past experience of the A/E in providing services on projects of similar size, scope and features as those required in this project. b. Past experience with design of fire and EMS facilities. c. Past experience with design of public safety facilities d. Firm s ability and capacity to perform the work. e. Geographic location of the A/Es office where the work will be performed in relation to the project location(s). f. Overall suitability of the firm for the project. g. It is preferred that if responding as a team that the team has worked together on similar projects. 5 P age

6 UNIQUE QUALIFICATIONS a. Provide a listing any additional features or qualifications of your firm or team that the District should consider. b. Provide reasons why your firm is best qualified to provide A/E services for the district s projects. FEES & SERVICES a. What are the fees and costs associated with each portion of the design and construction process? b. How does your firm approach Change Orders? c. How does your firm approach Additional Project Scope? d. In what ways can your firm work to attempt a phased construction process in order to work with the budget when funds become available? FIRM RESOURCES a. Provide a statement demonstrating your firm s ability to accomplish the scope of services in a comprehensive and thorough manner with the project schedule in order to meet the client s goal of moving projects into construction within the earliest possible timeframe, in compliance with all applicable laws, regulations and environmental standards. b. Provide a statement of current workload, and how your firm intends to staff and schedule this work within that context. c. Provide a statement that the firm is able to meet the insurance requirements outlined within the RFQ. If submitting as a team, both/all firms must submit similar statements. Provide proof of insurance as an attachment to your RFQ response. PROJECT MANAGEMENT a. Provide examples on how your firm manages the project budget. Give specific examples of tools and/or reporting methods utilized to control costs. b. Describe the process on how your firm manages the project schedule, including both design phase milestones as well as construction administration. c. Describe the process on how your firm approaches Construction Administration. Describe how you would intend to staff this effort, biggest challenges you see in assisting during this time, and effective tools you use to ensure completion on time and an efficient close-out process. d. Provide details on your firm s quality control standards and practices. How will you ensure that the District is receiving full value and a quality product once complete? e. Describe how your firm approaches change orders for quality control. 6 P age

7 FIRM CULTURE & FIT a. Provide a statement describing your understanding of the district s culture and how your firm could best connect with these strengths and challenges as we look to the future. b. Describe your firm s process, approach and methodology to involve all parties and provide for a comprehensive design. c. Describe what you feel are the top issues with the projects as you see them, and what you will do to address these issues. Any questions regarding the Projects or the Request for Qualifications should be directed to the building committee at the building walk-through, or in writing to Christopher Maeder, Chief of Department no later than October 29 th, :00 pm (1500 hrs). Please do not contact any of the individuals on the building committee or Fire District staff directly. Questions will not be answered. Thank you. 7 P age

8 RFQ PROCESS AND TIMELINE A walk-through of the building will occur prior to the RFQ deadline. The walk-through is scheduled on October 15 th, 2015 at 2:00 pm (1400hrs). Questions will be permitted. Those seeking to attend the walk-through are asked to RSVP via to cmaeder@fairviewfd.net. Interested firms should submit two hard copies and two memory sticks in a sealed envelope with the same information to: Building Committee Architectural Services Proposal Fairview Fire District 258 Violet Avenue Poughkeepsie, NY Sealed proposals are due no later than 2:00 pm (1400hrs), November 2 nd, It is anticipated that all proposal and qualifications documents will be opened at the November 2015 Board of Fire Commissioners meeting. SCHEDULE It is presently unknown when the funding for construction and design will become available. The district is confined to budget constraints with budgets that are put aside for unforeseen events. The district is hopeful to make additions and improvements to the structure and staffing of the Fire District in the near future. The selected firm will be expected to work with the Building Committee and Board of Fire Districts from the beginning of the design phase until the end of construction. It is anticipated that with the budget constraints the project may have to be completed in phases. 8 P age