REQUEST FOR QUALIFICATIONS By Town of Apex, NC For Architectural Services For The Design of a Senior Services Facility

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1 REQUEST FOR QUALIFICATIONS By Town of Apex, NC For Architectural Services For The Design of a Senior Services Facility Introduction In accordance with NCGS , the Town of Apex requests statements of qualifications from architectural firms for the design and construction of a Senior Services Facility. The Town of Apex anticipates awarding a single contract for the services required. Project Description New Town of Apex Senior Center - A new Apex Senior Services Facility will be located on the Town Campus. A 10+ acre parcel of property currently housing the Apex Town Hall, Apex Community Center and Tunstall House (an older residential property designated as a historic property) bounded by Hunter Street and Mason Streets in the Town of Apex, Wake County. It is expected that this new Senior Services Facility will house numerous activities primarily for the senior population of Apex. Project Schedule The following is a preliminary milestone date list for this project: Task Date Time Request for Qualifications Advertised September 15, :00 p.m. Deadline for written questions and clarification on RFQ October 6, :00 p.m. Responses to written questions and clarification returned October 14, :00 p.m. Deadline for submission of qualifications October 23, :00 p.m. Owner completes qualification evaluation to establish a short list of firms remaining under consideration. Owner notifies short listed firms and schedules interviews November 6, 2015 (on or before) Interview short listed firms Week of November 16, 2015 Notify selected firm and begin contract negotiations Week of November 23, 2015 Award contract December 1, 2015 Final design and cost estimates complete April 30, :00 p.m.

2 Scope of Work During the design process, the Town of Apex would like to include certain Town staff, including Department Directors and others who may use the facility. As a part of the assigned scope, the Design Consultant: (a) Shall develop a site plan sensitive to traffic patterns and natural resources while functioning well for its intended use. (b) Shall complete all design development drawings and specifications for the project that meet all local code requirements. Plans must be sealed by a design professional in the State of North Carolina. (c) Shall develop a complete project cost estimate to include all required services, costs and contingencies to assure budget compliance. (d) Shall provide construction management services related to the project. (e) May be required to appear and provide updates at up to two Town Council meetings. (f) Will be required to appear and provide an update at one or more meetings of the Parks, Recreation, and Cultural Resources Advisory Commission. Proposal Format A written proposal must be submitted in the format outlined herein. Each proposal will be reviewed to determine if it is complete prior to actual evaluation. A total of five (5) copies of the proposal shall be submitted to the Town of Apex. Proposal Content The written proposal should provide background information about the company, its employees, and its experience with related projects and related clients. It should cover the experience of the firm, as well as any consultants on the proposed team. For the purposes of the RFQ, the term company or firm shall refer to the prime respondent to this RFQ (the company with whom the Town of Apex will contract). The term consultant shall refer to any and all consultants with whom the prime respondent will work on the project team. The proposal shall clearly delineate any experience, background, etc. between the prime company and consultants. Specifically, the RFQ should address the following information. Firms may submit their standard qualification package supplemented by a cover letter or attachments as necessary to comply with this request. 1. A brief statement of your understanding of the project. 2. Provide your company s proposed approach to the project based on the information provided herein including how the required completion schedule will be met or bettered. 3. Company profile listing: name, address, year established, type of ownership, size of company and staff, and an organization chart. If company has multiple offices, please list where the work for this project will be performed. 4. Information about the overall makeup of the project team, including the identity of all key personnel, a description of their respective responsibilities and duties, and each team member s experience with Senior Services Facility design projects.

3 5. Information about any consultants to be included on the team. Identify consultant company name, address, telephone number, contact person, and names of key personnel. Identify consultants experience with Senior Services Facility design projects. 6. Company s experience as prime designer on a project team. Company and consultant experience and methods related to construction management through occupancy of the Senior Services Facility by the owner. 7. Summary of at least three (3) similar projects for which the designer was responsible. Each of the project summaries should include the following: a: Description of the facility, including: size, functions housed, and year completed. b: Degree of involvement (principals or consultant). c: Consulting firms involved and their assigned responsibilities. d: Project references including names, addresses, and telephone numbers. 8. Current company workload, and ability to perform work for this project given the schedule listed above. 9. Proposed design approach by company for this project including how the required completion schedule will be met or bettered. 10. Listing of any pending or settled lawsuits or professional liability claims in which the designer was involved during the past ten (10) years. 11. Additional information the respondent believes to be relevant to the selection efforts of the Town of Apex including minority business status of prime or consultants. Also include a standard hourly rate chart for all personnel and other charges associated with a project. Evaluation Process Statements of Qualifications will be evaluated on qualifications and other criteria listed below. The Town of Apex anticipates it will select no more than three firms for in-person interviews; however, at its discretion and after review of the submitted statements, the Town of Apex may dispense with further interviews and select a firm to perform the work. Firms will be evaluated on the basis of the following factors: (a) Demonstrated previous design experience to meet the intent of the stated request for qualifications: 30% (b) Demonstrated ability to develop a facility that meets the needs of the Town s Senior population and the community: 20% (c) The firm s demonstrated ability to carry out the project on time and within budget: 20% (d) Ease of maintenance: 10% (e) Quality Assurance Plan- how quality control will be implemented throughout the design and construction process: 10% (f) Design safety of the facility: 10% Companies are hereby notified that the interview process will quickly follow the submittal deadline and firms should prepare their submittal and proposed team accordingly. Elaborate presentations and submittals during the interview process are not expected or requested. Each interview will last no more than 2 hours and will be conducted in Town Hall, 73 Hunter Street. The Town of Apex team will consist of approximately 4 individuals.

4 Selection Process References will be contacted and the Town may conduct other investigations as the Town deems necessary to assist in the evaluations to select a responsible and qualified firm. The Town of Apex will seek to negotiate a contract, a detailed scope of work, fee schedule, etc. with the preferred firm. If unable to reach an agreement, the Town of Apex will terminate negotiations and commence negations with the second-ranked firm, and so forth. Proprietary Information All Statements of Qualifications received are considered public record and available for public inspection. According to General Statutes , trade secrets or proprietary information contained in a response may be kept confidential if, at the time the proposal is submitted, the information is designated as proprietary information and it is requested the information be kept confidential. This right of privacy will be construed as narrowly as possible to protect the interests of the individual responding to the RFQ while attempting to maximize the availability of information to the public. Minority/Women Business Enterprise (M/WBE) Program It is the policy of the Town of Apex that minority businesses, as defined by NCGS have maximum opportunity to participate in the performance of contracts and subcontracts funded in whole or in part with public funds. The Town has established a verifiable goal of ten percent (10%) M/WBE participation in the total value of the work. Questions and Clarifications Please submit questions electronically via to in the subject line note RFQ-Senior Services Facility. Deadline for questions is October 6, 2015 at 4:00pm. Any changes in the qualification s request will be sent by and furnished to all known responders. Verbal information obtained otherwise will not be considered in the awarding of the project. Firms interested in submitting a response should expressing their intent to submit a statement of qualifications. Doing so will provide information necessary to inform the firm of any changes. In order that the selection process is as objective as possible, firms may not have communications, verbal or otherwise, concerning this RFQ with any personnel or boards from Town of Apex, other than the person listed in this section. If any bidder attempts or completes any unauthorized communication, the Town may reject the firm s proposal. Costs Incurred by Submission The submitting firm will be responsible for all costs associated with the submission of their Qualifications for consideration. The Town will not be responsible for reimbursement of any costs associated with the submission of Qualifications. All responses, inquiries, or correspondence relating to this RFQ will become the property of the Town of Apex. Proposal Submission Submit five (5) copies of the SOQ no later than 3:00 p.m., October 23, No submittals will be accepted after this time.

5 Submit Qualifications to: Town of Apex Attn: Marty Mitchell Director, Facility & Fleet Services P O Box Hunter Street Apex, NC Insurance Requirements (a) Commercial General Liability (1) Firm shall maintain Commercial General Liability ( CGL ) insurance with minimum limits of $1,000,000 per occurrence and a general aggregate of $3,000,000 minimum. (2) Town of Apex, its officers, officials, agents, and employees shall be included as additional insureds under the CGL by endorsement to the policy. (3) The firm s Commercial General Liability insurance shall be primary and non-contributory. (b) Workers Compensation and Employer s Liability (1) Firm shall maintain Workers Compensation insurance as required by the general statutes of the State of North Carolina and Employer s Liability Insurance. (2) The Employer s Liability insurance shall not be less than $500,000 each accident for bodily injury by accident, $500,000 each employee for bodily injury by disease, and $500,000 policy limit. (3) The insurer shall agree to waive all rights of subrogation against the Town of Apex County, its officers, officials, and employees for losses arising from work performed by the contractor for the Town of Apex. (c) Business Auto Liability (1) Firm shall maintain Business Auto Liability insurance with a limit of not less than $1,000,000 each accident. (2) Such insurance shall cover liability arising out of any auto, including owned, hired, and non-owned autos. (3) The Town of Apex shall be listed as an additional insured by endorsement to the policy. (4) The firm s Business Auto Liability insurance shall be primary and non-contributory. (d) Professional Liability Insurance (1) Firm shall maintain in force for the duration of this contract professional liability or errors and omissions liability insurance appropriate to the contractor s profession. Coverage as required in this paragraph shall apply to liability for a professional error, act, or omission arising out of the scope of the contractor s services as defined in this contract. Coverage shall be written subject to limits of not less than $ 1,000,000 per loss. (2) If coverage required in paragraph 1. above is written on a claims-made basis, the firm warrants that any retroactive date applicable to coverage under the policy precedes the effective date of this contract; and that continuous coverage will be maintained or an extended discovery period will be exercised for a period of 2 years beginning from the time that work under the contract is complete.

6 Right to Reject The Town reserves the right to reject any and all submittals received in response to this request.

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