Request for Qualifications

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1 Kitsap County Human Services Department Request for Qualifications Architectural and Project Management Services - Kitsap County Work Release Facility Remodel Response Deadline: November 17, 2015 at 3:00 PM Kitsap County Human Services Department Developmental Disabilities Program MANDATORY SITE VISIT: THURSDAY, October 22, :00 AM KITSAP COUNTY WORK RELEASE 661 TAYLOR STREET PORT ORCHARD, WA 98366

2 KITSAP COUNTY HUMAN SERVICES ISSUING AGENCY This Request for Qualification (RFQ) is issued by the Kitsap County Human Services Department, hereafter referred to as the "County". PURPOSE Kitsap County ("County") is seeking a qualified architectural firm to design and assist in the remodel of the Kitsap County Work Release Facility located at 661 Taylor Street, Port Orchard, WA. The purpose of this Request for Qualifications is to receive information from architectural firms interested in working on this project. The County is interested in expediting the project and will select an architectural firm to begin design immediately. PROJECT DESCRIPTION The County desires to remodel the Work Release Facility to be a 30 day drug and alcohol inpatient facility. The remodel must be compliant with all Washington State Department of Health and Department of Social and Health Services rules and regulations for a Residential Treatment Facility (WAC (6)(a)) Family of Codes to be utilized for remodel: 2010 Standard for the Installation of Sprinkler Systems NFPA National Fire Alarm Code Handbook NFPA 72 Residential Treatment Facility Washington State Administrative Code - WAC International Building Code (IBC) 2012 Washington State amendments (WAC 51-50) 2012 International Mechanical Code (IMC) 2012 International fuel & Gas Code (IFGC) 2012 Uniform Plumbing Code (UPC) 2008 National Electric code (NEC) NFPA 70 The selected Architect will provide all engineering and architectural services including, but not limited to, preliminary design, design development, cost estimating, contract documents, public works contract bidding support and contract administration services. The existing building is composed of a variety of residential rooms, restrooms and office spaces constructed around A diagram of building construction history will be made available along with diagrams approximating the existing building interior and exterior. Existing building construction documents are limited and field investigation is assumed to be a major component of the preliminary design phase work. Existing floor plan diagrams will be made available (See Attachment A). The architect may select and contract with consultants as necessary to provide the 2

3 scope of services required by the agreement between the owner and the architect on the project. Consultants need not be exclusive and may participate on more than one architect's team for this RFQ response period. Other consulting or engineering services as deemed necessary for the successful completion of the project should be included in the architect's proposed project team. The selected firm must also be prepared to develop cost estimates at agreed-to intervals during schematic design and design development. The preliminary design estimate will be used to establish a Maximum Allowed Construction Cost, (MACC). Other considerations for the remodel project are as follows: Utilizing LEED building principles where feasible Utilize the latest window component technology to maximize energy efficiency for heat gain, heat loss, infiltration and occupant comfort. It is assumed that no modifications will be necessary of existing HVAC systems. The building is not considered for historical preservation and it is the desire that the architectural design enhances or compliments the existing architectural character. PROJECT TIMELINE The County intends to design and construct the remodel to completion within the next 6 months. PROCUREMENT CONTACT INFORMATION Upon release of this RFQ, all communications concerning this RFQ must be directed only to the RFQ Coordinator listed below. Any communication directed to Kitsap County staff or consultants other than the RFQ Coordinator may result in disqualification. Contact: Mailing Address: Angie Williams, RFQ Coordinator Kitsap County Purchasing Office 614 Division St., MS-7 Port Orchard, WA Physical Address: Purchasing Office Fourth Floor 619 Division St. Port Orchard, WA Telephone: Address: PROCUREMENT SCHEDULE The Procurement Schedule outlines the tentative schedule for important action dates and times. All dates after the proposal submission due date are approximate and may 3

4 be adjusted as conditions indicate, without amending this document. It is the Proposer s sole responsibility to periodically check the Kitsap County website for amendments to this document. PROCUREMENT SCHEDULE Item Action Date 1. Kitsap County issues RFQ October 12, MANDATORY SITE VISIT October 22, 2015 at 10 a.m. 2. Proposer may submit written questions until 3 p.m. Pacific Standard Time October 29, Kitsap County will issue responses. November 3, Proposer must submit Proposal by 3 p.m. Pacific Standard Time November 17, Kitsap County evaluation of Proposals November 18, 2015 November 30, Contract Execution Anticipated December 18, 2015 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE Materials submitted in response to this RFQ shall become the property of Kitsap County and the proposals shall be deemed public records as defined by RCW The proposal must include a statement on the Cover Letter identifying the pages, if any, which contain information that the Proposer considers proprietary. Each page claimed to be proprietary must be clearly marked by stating the work Proprietary on the lower right hand corner. Proposers must be reasonable in designating information as proprietary or confidential. Proposers may not mark their entire proposal proprietary. Doing so will not be honored and will disqualify your proposal from further consideration. If Kitsap County receives a request to view or copy a Proposer s proposal, the County will respond according to applicable law and the County s policy governing public disclosure. Kitsap County will not disclose any information marked Proprietary in a proposal without giving the Proposer ten (10) days notice to seek relief in superior court per RCW

5 The selected firm must demonstrate that it has the capacity to complete the design to meet an anticipated construction bid date. The qualified design firm is responsible for completing all design requirements. The selected firm will work closely with the Kitsap County Project Manager. QUESTIONS AND ANSWERS Proposer s may or mail written questions to the RFQ Coordinator. Questions will be accepted until the date set forth in the Procurement Schedule. Early submission of questions is encouraged. Questions and answers will be posted on the Kitsap County website by amendment. Proposers may only rely on written statements issued by the RFQ Coordinator. Any oral communications are unofficial and are not binding on Kitsap County. RFQ ADDENDUMS Kitsap County reserves the right, at any time before the execution of a contract to amend all, or a portion of this RFQ. Addendums will be posted on the Kitsap County website. If there is any conflict between addendums or between an addenda and this document, whichever document was issued last in time shall be controlling. QUALIFICATION STATEMENT CONTENTS The statement of qualifications will include information or statements regarding the firm's experience with the design and remodel of residential treatment facilities, storefront retrofits, renovation project design and cost estimating and any other qualifications associated with this type of project. The Statement of Qualifications shall detail not only the firm's experience, but also identify the proposed project staff and their experience on similar projects. Each statement of qualifications must demonstrate how the firm will meet the deadlines established by the County. These are the criteria by which the evaluation committee will score and rank each firm's submittal. Applicants are hereby informed that the information sought shall be used to score each firm's qualification statement. Behind the cover page, the statement of qualifications shall not exceed 5 total letter size pages in length, including references and staff information: 1. Description of firm, sub-consultant firms, and experience of working together to complete building renovation projects that include residential treatment facilities and or buildings of similar construction. (20 points) 2. Professional background and caliber of previous experience of each person of your firm and of each of your consultants to be assigned to this project. (10 points) 3. Your project specific proposed management plan and the precise role of key persons in accomplishing the work. (10 points) 4. Capability of the firm to perform this projects work on schedule. (10 points) 5

6 5. Firm's familiarity with the area of the project. Example: local codes, local jurisdictions of authority, state regulations and familiarity working with Counties, Cities and other governmental agencies. (10 points) 6. Firm's experience in working with Washington State "Public Works" contracting and contract management requirements. (10 points) 7. Firm's ability to integrate strong architectural design within the context of this project. (20 points) 8. List of 2 or more building owner references with contact information. (10 points) Total of 100 points. Qualification statements will be scored on a point system based on criteria outlined above. Summary information will then be prepared by the Kitsap County Facilities Manager with a recommendation to the Board of Commissioners. Those firms demonstrating the greatest level of qualification for the project will be rated most highly. If for whatever reason a final ranking of the applicants cannot be made based on the evaluations of the submittals alone, the County will interview highly qualified applicants and their development teams. Oral presentations and interviews may be held and contribute to point totals for each category. A detailed cost proposal is not required at this time and will not be considered as a part of the selection process. The County anticipates negotiating a total project for architectural and project management services with the selected firm after the selection process has been completed. The evaluation committee will be composed of the Kitsap County Facilities Manager, and a Kitsap County staff member. SUBMITTING THE QUALIFICATION STATEMENT Submissions will be made in a package clearly marked with the identification of "REQUEST FOR QUALIFICATIONS, Architectural and Project Management Services - Kitsap County Work Release Facility Remodel. Please submit one (1) Original and six (6) copies of your presentation to: Please submit by mail to: OR For hand delivery, express, or courier: Angie Williams, RFQ Coordinator Angie Williams, RFQ Coordinator Kitsap County Purchasing Office Kitsap County Administration Building 614 Division Street, MS-7 Purchasing Office Fourth Floor Port Orchard, WA Division Street Port Orchard, WA All submissions will be delivered no later than 3:00 p.m. on November 3, It will be the responsibility of the firm to deliver their qualification statement to the above referenced address. Qualification statements received after this date and time will not be considered. 6

7 SELECTION The Facilities Manager shall make the final determination of the most qualified firm to negotiate a contract with. Prior to the final selection, the review staff may select a short list and may require firms to make presentation and/or may require submittal of further documentation regarding the firms' capabilities and qualifications. Dates and times for those presentations are to be determined. Any and all contracts will be approved and signed by Kitsap County. RESERVATIONS The County reserves the right to reject any and all qualification statements, and to waive, informality, technical defect, or clerical error in any qualification statement, as the interest of the County may require. The County reserves the right to select a group of firms for a future selection process. All costs incurred in the preparation of the statement of qualifications will be borne entirely by the submitter. All materials submitted to the County become the property of the County and becomes public record. CONTRACT NEGOTIATIONS The County will attempt to negotiate and contract for design services with the most qualified firm. If an agreement cannot be reached there will be an attempt to negotiate a contract with the second most qualified firm. This process will continue until an agreement is reached or the County exhausts the approved list of qualified architectural firms or the process is terminated. 7

8 EXHIBIT A Supplemental Project Management Services To Be Provided Kitsap County seeks professional architectural project management services for the renovation of the Kitsap County Work Release Facility (circa ) located at 661 Taylor St., Port Orchard, Washington. The current Facility encompasses a total gross area of 25,000 square feet in two floors (first and second floors). The general scope of services and deliverables will include: A. Coordinate selection of a general contractor through the public procurement process; including attendance at pre-bid conference, attending and administering a mandatory site visit of potential bidders and assisting in responding to inquiries regarding the drawings and specifications. B. Provide construction administration services to include the following: 1. Review/approve shop drawings and other data submitted to the Owner. 2. Provide periodic site visits by principals, project architect, and other staff members as appropriate, to observe the work in progress and to make appropriate reports to the County. 3. Review proposed change orders submitted by the selected general contractor and make recommendations as to whether such change orders should be accepted; assist the County in preparation of change orders to the contract as deemed necessary by the County. 4. Review and verify monthly payment estimates submitted by the general contractor, and conduct periodic meetings to review progress and assist in coordinating ongoing work. 5. Assist in providing (by subcontract if necessary) material testing services as needed during construction to assure appropriate quality control. 6. Identify construction inspection/verification hold points that require verification/approval by either the AE or the County assigned project Inspector(s); such verification/hold points pertain to and/or are in addition to inspections required by the Washington State Uniform Building Code to insure quality and acceptability of the project is confirmed in all phases of construction. 7. Prepare and provide an Inspection Guide and Checklist for use by the AE and/or the County s assigned project Inspector(s) to provide documentation of the acceptance of all required inspections conducted/completed throughout construction of the project. 8. Make a final inspection of the completed project with the County. 8

9 9. Upon completion of the work, compile for and deliver to the County a complete set of record documents, including warranties on equipment, permits, as-built drawings and inspection reports. C. Provide other services required to assist the County in bidding the construction work, awarding the construction contract and administering the construction contract. D. Coordinate all activities of the program work and consult regularly and clearly with the County with regard to any concerns or difficulties that may arise with respect to adhering to the ordered or agreed schedule and timelines. E. Consult regularly with the County and any contractors performing work in the Work Release Building, County Campus grounds, or adjacent to the Work Release Building to maintain an environment conducive to the secure, safe and dignified activities of the County Jail Facility. F. The selected Offeror will be required to assist in the management of the entire building project from design to Certificate of Occupancy. This is a general listing of the scope of services and deliverables and should not be construed as being the full and complete list of all services and deliverables that may be required under this RFQ. A more comprehensive list of services and deliverables may be developed through discussion and negotiation between the Offeror and the County. 9

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