REQUEST FOR PROPOSAL For FAIR BOARD FEASIBILITY STUDY For THE LARAMIE COUNTY FAIR BOARD Issued by: Laramie County and the Laramie County Fair Board Laramie County, Wyoming Proposal Statements due: February 16, 2016 at: 4:00 PM Laramie County Courthouse 3rd Floor Attn: Sandra Newland, Grants Manager 309 W. 20th Street, Suite 3100 Cheyenne, WY 82001 Laramie County Fair Board Feasibility Study, Laramie County, Wyoming Page 1 of 18
LCRPAB RFP 1 14 Laramie County and the Laramie County Fair Board hereby requests proposals for the above named project. Proposers shall be professional firms licensed by the State of Wyoming. If the proposer is a non-resident business entity, the firm shall also be registered with the Secretary of State of Wyoming to do business in Wyoming. Proposers shall submit, in writing, information outlined under the PROPOSAL FORMAT section. The submittal shall address the selection criteria as listed herein and such other data as may be useful in evaluating the ability of the firm to perform the work required. Proposals should be short and concise. Information contained in the Request For Proposal and in the proposal submitted by the winning consultant shall be incorporated by reference into and be considered part of the contract between the Laramie County Fair Board, Laramie County and the firm selected. A. PROPOSAL SUBMITTAL To be considered, proposals must be received at the following location before 4:00p.m. MST on Tuesday, February 16, 2016 at: Laramie County Courthouse 3rd Floor Attn: Sandra Newland, Grants Manager 309 W. 20 th Street, Suite 3100 Cheyenne, WY 82001 Any proposal received after that time shall not be considered, but shall be returned unopened to the proposer. Telegraphic or fax submittals shall not be considered. Proposers are advised that, consistent with provisions of Laramie County policy for the procurement of professional architectural and engineering services, the County shall utilize a two-step process for selecting a consultant through this solicitation. This process dictates that proposers divide their submittals in two parts: a technical proposal and a price proposal. Proposers shall submit their technical proposals and price proposals simultaneously on the date and time specified in this RFP, sealed in separate, clearly marked envelopes as follows: Technical Proposal: Proposers must submit one (1) original of the technical proposal bound with all required attachments, one (1) electronic copy of the technical proposal and eight (2) additional copies in a sealed envelope clearly marked with the following information: (a) the phrase: FAIR BOARD FEASIBILITY STUDY " Laramie County Fair Board Feasibility Study, Laramie County, Wyoming Page 2 of 18
(b) the date specified for receipt of proposals; and (c) the name and address of the proposer. Price Proposals: Proposers must submit one (1) original of the price proposal attached to the technical proposal in a separate sealed envelope clearly marked with the following information: (a) the phrase: FAIR BOARD FEASIBILITY STUDY (b) the date specified for receipt of proposals; and (c) the name and address of the proposer. Proposers are advised that proposal content and completeness are most important, and that clear and effective presentations are preferred, with unnecessarily elaborate, decorative or extraneous materials discouraged. Each section within the proposal shall be clearly defined for easy reference. All blank spaces must be filled in (e.g., the number 0, the word None or the words Not Applicable or NA are to be inserted, where appropriate, on the forms). B. PROPOSAL FORMAT The proposer shall use the following format when preparing their proposal: Technical Proposal (Envelope #1) 1. Project Team. Identify the project team members and their positions on the team, briefly outlining the responsibilities of each member. The office of each project team member not located in Cheyenne should be identified. Detailed resumes should be attached to the back of this section to identify the experience and qualifications of the individual team members. If the proposer intends to utilize one or more sub-consultants to complete a portion of the Project, all such firms must be listed on Attachment B-3. The proposer shall describe the relevance of each firm to the Project and explain past relationships between the proposer (the legally responsible entity) and each sub-consultant. 2. Schedule. The anticipated time to perform the required work with respect to the availability of project personnel and present work load should be identified using the tasks outlined under the SCOPE OF WORK. Identify the team members and the percentage of time that they will dedicate to each task. A bar graph is suggested for this section. Additional tasks or duties not addressed in Exhibit "A - Scope of Work should be discussed in paragraph form, under Section 6, Other Information. Attention Laramie County Fair Board Feasibility Study Page 3 of 18
is directed to Exhibit C - Project Schedule, draft copy attached. 3. Project Area. The proposer should show briefly and concisely his familiarity with the project area. The proposer is expected to thoroughly review all data submitted and identify potential problems that may arise during design and construction. 4. Scope of Work. All proposers will commit at a minimum to the services outlined in Exhibit "A - Scope of Work, draft copy attached. The COUNTY/Fair Board and proposer may supplement the draft Scope of Work with any additional work or clarification of work that is determined necessary for the successful completion of the project. 5. References. List at least three (3) similar projects. Use additional sheets if more than three references are provided. Provide the following information for each reference: Client Name, Address, Contact Person, Telephone, Project Dates, Project Description, Original Project Budget, Final Project Cost, and an explanation of any variation from original budget to final project cost. 6. Other Information. Any additional information the proposer feels would be useful to the committee in evaluating the proposal should be placed in this section. 7. Project Specific Information. The proposer should carefully review Exhibit A Scope of Work. This exhibit provides background information and directions necessary for proposal preparation. 8. Proposal Submittal Checklist. This form (Attachment B-1) must be completed and signed by the proposer and attached to the outside of the technical proposal envelope to ensure completeness of submittal. Any proposal not submitted in this format shall be deemed to be non-responsive and shall not be considered further by the County/Fair Board. The signer of the proposal must declare that the person(s), companies or parties interested in the contract as principals are named therein; that it is, in all respects, fair and in good faith without collusion or fraud; and that the signer of the proposal has the authority to bind the principal proposer. Price Proposal (Envelope #2) 1. Cover Letter. Identify the proposer s name, mailing address, telephone number and Laramie County Fair Board Feasibility Study Page 4 of 18
contact person(s). The letter must be signed by the proposer, and should be limited to two (2) pages. Consortiums, joint ventures or teams submitting proposals, although permitted and encouraged, will not be considered to be responsive unless it is established that all contractual responsibility shall rest solely with one consultant or one legal entity, which shall not be a subsidiary or affiliate with limited resources. Each submittal shall indicate the entity responsible for execution on behalf of the team. 2. Provide a complete line item budget for all Phases of the work listed in Exhibit B COMPENSATION SCHEDULE, with a breakdown of each phase, as necessary to complete the Project as specified in the RFP, its attachments and other documents referenced. Each proposer shall certify that its price proposal shall remain valid for a period of at least one hundred and twenty (120) days. In the event that a contract award by the COUNTY/Fair Board is delayed beyond the 120-day period, such award shall be conditioned upon the proposer's acceptance. C. ADDENDA Any and all proposers may make inquiries in writing to COUNTY/Fair Board at any time prior to noon on February 5, 2016. Any written question regarding the meaning or interpretation of the RFP, work scope, specifications, etc., must be submitted to the COUNTY/Fair Board prior to the above specified date. All clarifications given to any prospective proposer shall be similarly furnished to all prospective proposers in summary form as an addendum to this RFP. No technical assistance shall be given by the COUNTY/Fair Board to any proposer in preparation of its proposal. Written inquiries shall be directed to: Laramie County Courthouse 3rd Floor Attn: Sandra Newland, Grants Manager 309 W. 20th Street, Suite 3100 Cheyenne, WY 82001 Any or all changes, additions, or clarifications in connection with this RFP shall be issued by the COUNTY/Fair Board in the form of written addenda. Each proposer must sign the Acknowledgment of Receipt of RFP Packet, Sample Agreement and Addenda form (Attachment B-2) and submit the executed form with its proposal. Oral comments, responses and/or representations shall not be binding upon the COUNTY/Fair Board. Laramie County Fair Board Feasibility Study Page 5 of 18
D. DISCLOSURE OF PROPOSAL CONTENTS All proposals and supporting documents, except such information that discloses proprietary or financial information submitted in response to qualification statements, becomes public information held in custody of the COUNTY/Fair Board after the proposal submittal date given in this RFP. The COUNTY/Fair Board assumes no liability for the use or disclosure of technical or cost data submitted by any proposer. Nevertheless, if a proposal contains information that the respondent does not want disclosed to the public, or used for any purpose other than the evaluation of the proposal, all such information must be indicated with the following or similar statement: "The information contained on pages shall not be duplicated, used in whole or in part for any purpose other than to evaluate the proposal provided; that if a contract is awarded to this firm as a result of the submission of such information, the County shall have the right to duplicate, use or disclose this information to the extent provided in the contract or to the extent provided by law. This restriction does not limit the Counties right to use the information contained herein if obtained from another source." All such nondisclosure items specified in the proposal shall be subject to disclosure as provided in "The Wyoming Public Records Act" or as otherwise provided by law. E. PROPOSAL PROTEST PROCEDURES Proposers are advised that the COUNTY/Fair Board shall administer any protest initiated by a protesting party concerning this solicitation in the following manner: The protesting party may submit a written protest prior to the due date for Proposals stated elsewhere in this RFP. If the protesting party did not know and could not have known of the facts giving rise to such protest prior to the proposal opening, the protest shall be submitted within three (3) calendar days after the protesting party acquires actual knowledge of the facts giving rise thereto. Upon receipt of a timely written protest, the COUNTY/Fair Board shall not proceed further with the solicitation or contract award until all administrative remedies have been exhausted, or until the COUNTY s Attorney determines that a contract award without delay is necessary to protect the interests of the COUNTY. Timely protests shall be reviewed by the COUNTY s Attorney, who shall consider all facts, Laramie County Fair Board Feasibility Study Page 6 of 18
technical support, and justification submitted by the protesting party, and in a timely manner render a decision on behalf of COUNTY/Fair Board as to the validity of the protest and the disposition thereof. The COUNTY s Attorney may request additional information from the protesting party to clarify or support its protest, in which case such information shall be supplied in writing by the protesting party within three (3) calendar days following the COUNTY s request. After the COUNTY s Attorney renders a decision on the protest, the matter shall proceed to the COUNTY s Governing Body and the Fair Board for the award of a contract to the successful proposer. F. SELECTION PROCESS Each responsive proposal received by the COUNTY/Fair Board shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract. Prospective proposers are advised to submit all required forms, attachments, and other information as requested in the RFP. Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive. As noted above, the COUNTY/Fair Board shall utilize a two-step evaluation process for selecting a Consultant through this solicitation. The two-step process dictates that proposers make submittals in two parts: a technical proposal and a price proposal. It is the intent of the COUNTY/Fair Board to first evaluate all technical proposals in order to establish a quantitative ranking of the proposals exclusive of price. The COUNTY/Fair Board shall use this process to identify one or more proposers who are considered to be best qualified to perform the work required by the COUNTY/Fair Board. All responsive technical proposals will be reviewed by an evaluation committee comprised of Laramie County Fair Board members and other personnel to be selected by the board. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-1. After review of the technical proposals, if needed the best qualified firms may be invited to participate in oral interviews with the evaluation committee for the purpose of clarifying and confirming the assertions made in their proposals. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-2. At the end of the selection process, the COUNTY/Fair Board shall then unseal the highest Laramie County Fair Board Feasibility Study Page 7 of 18
ranked proposer price proposal and initiate negotiations toward a final contract containing a detailed scope of work and budget. If negotiations with the first selected proposer are unsuccessful, negotiations with the second highest ranked proposer will be pursued, followed by the third proposer, if necessary to secure a contract. In the event the COUNTY/Fair Board is unable to secure an Agreement with any of the qualified proposers, this procurement may be terminated at the COUNTY s/fair Board s option. The COUNTY/Fair Board reserves the right to delay making an award as necessary to permit proper study and analysis of all proposals received, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers. The COUNTY/Fair Board reserves the right to reject any or all proposals if it believes there is a sound business reason for doing so, and to negotiate matters of Consultant performance, project schedule and other issues not directly related to the proposal price submitted prior to awarding a contract. The COUNTY/Fair Board further reserves the right to cancel the procurement process at any time during the evaluation process if it appears that the proposals received are not suitable for any reason whatsoever. G. SELECTION PROCESS SCHEDULE January 19, 2016 February 2, 2016 February 16, 2016 February 17-24, 2016 Week of March 1, 2016 March 7, 2016 Legal Notice Posted in Paper Proposals Due Review Committee selects Firm for negotiations or sets up interviews and selects successful Proposer Professional Services Agreement finalized with successful Proposer Agreement placed on Fair Board Agenda Laramie County Fair Board Feasibility Study Page 8 of 18
ATTACHMENT A-1 FIRST ROUND CONSULTANT PROPOSAL EVALUATION CRITERIA WEIGHTING CRITERIA DESCRIPTION WEIGHT Applicable Experience Approach To Project Cost Saving & Project Innovations Technical Expertise Adequate Resources Jobsite Proximity Performance On Past Projects/Reference Check Familiarity With Project Proposal Quality Quantity and type of experience with this type of project, Public Involvement and Construction Management work. Methods of identifying, understanding and addressing project, including significant issues i.e.; shelter design, Renovation, Recreational Trends, Public Information, Safety, etc. Ideas or suggestions to improve schedule, cost, Feasibility, or scope of the project. Expertise dealing with the technical issues important to the project. Sufficient available staff and equipment to complete the proposed work within the requested time frame. Physical location relative to project site in order to minimize response time to project needs. Success on previous projects in the way of project deadlines, cost control, quality, innovative deadline driven design approaches, public relations and general cooperative nature of the firm. Knowledge of project background, needs, goals, limitations, and special considerations. Readability, completeness, brevity, and organization of the proposal. 15 15 10 15 5 10 15 10 5 TOTAL 100 Laramie County Fair Board Feasibility Study Page 9 of 18
LCRPAB RFP 1 14 PROJECT NAME: LARAMIE COUNTY FAIR BOARD FEASIBILITY STUDY ATTACHMENT A-2 SECOND ROUND CONSULTANT PROPOSAL EVALUATION (INTERVIEWS) CRITERIA WEIGHTING INTERVIEW SCORE COMMENTS --Completeness 10 --Method of presentation 10 --Professionalism 10 --Enthusiasm for project 10 Innovative ideas/creative 20 project approach Applicable experience/technical 20 expertise Familiarity with project 20 TOTAL 100 List reasons you have for recommending a particular firm: List reasons you have for rejecting a particular firm: General comments/clarifications/questions: Date: Laramie County Fair Board Feasibility Study, Laramie County, Wyoming Page 10 of 18
PROJECT NAME: LARAMIE COUNTY FAIR BOARD FEASIBLITY STUDY ATTACHMENT B-1 PROPOSAL SUBMITTAL CHECKLIST This form must be completed and returned with the proposal submittal. Attachment Description B-1 Proposal Submittal Checklist Proposers initials County s Initials Envelope #1 Technical Proposal Sealed Envelope with required information on front Signed Cover Letter B-2 Project Team Schedule Project Area Scope of Work References Acknowledgment of Receipt of RFP Packet, Sample Agreement and Addenda B-3 Use of Sub-consultants Envelope #2 Price Proposal Sealed Envelope with required information on front Signed Cover Letter Project Fee Proposal with breakdown Name of Proposer: Signature of Proposer: Date: Laramie County Fair Board Feasibility Study Page 11 of 18
ATTACHMENT B-2 ACKNOWLEDGMENT OF RECEIPT OF RFP PACKET, SAMPLE AGREEMENT AND ADDENDA The undersigned hereby acknowledges receipt of the Laramie County Request for Proposals (RFP) packet for LARAMIE COUNTY FAIR BOARD FEASIBILITY STUDY, Including: Sample Scope of Work, Compensation Schedule, Project Schedule, and the following addenda issued during the procurement process. Addendum #1: Addendum #2: Addendum #3: dated dated dated Failure to acknowledge receipt of the proposal packet, sample Agreement, and all addenda may cause the proposal to be considered non-responsive to this solicitation. Name of Proposer: Signature of Proposer: Date: Laramie County Fair Board Feasibility Study Page 12 of 18
ATTACHMENT B-3 USE OF SUBCONSULTANTS Sub-consultant Name/City/State Est. Value of Work Work Tasks to be Assigned Total Value of Subcontracts Name of Proposer: Signature of Proposer: Date: Laramie County Fair Board Feasibility Study Page 13 of 18
EXHIBIT A SCOPE OF WORK A. PROJECT DESCRIPTION Laramie County and the Laramie County Fair Board are seeking qualification statements and service proposals from consulting groups specializing in the area of planning. The specific nature of the scope of work for the project is outlined in this Request for Proposals (RFP). Introduction and Background The Laramie County Fair Board is a Laramie County appointed Board that oversees Fair Operations in Laramie County. All contracts will be contracts through the County Fair Board and will require County approval. The Board has determined that a study needs to be done to determine if building a Multi-purpose Facility at the Fairgrounds within the Archer Complex will be sustainable. Therefore, the purpose of this Feasibility study is to evaluate existing infrastructure, current and potential events and businesses operated by the Laramie County Fair to examine if moving the Fair from Cheyenne Frontier Days out to the Archer Complex and constructing and operating a Multi-purpose Facility at the is sustainable. This study should provide the information needed to allow the decision makers to make sound decisions which will benefit the largest number of community residents. I. Project Points a. Agriculture Heritage Center- These facilities can bridge the gap between the Ag producer and the consumer as well as preserve and showcase our rich Laramie County Agricultural Heritage, the youth of Laramie County and educate our community about the origin and safety of our food supply. This facility is not just for the people involved in Agriculture, but for the entire community and region. It will create a sense of place and park atmosphere. b. Educational tool- These facilities will both acts as in indoor classroom as well as outdoor interpretive classroom (hands on). How many people in Cheyenne have access to the farm or ranch experience? How many young people know where their eggs and milk come from? How many young people have witnessed the planting and harvesting of their farm produce? This will be possible at the Fairgrounds. c. Vitality- This will help diversify our community s amenities. This is definitely a quality of life project. This facility will eventually create new job opportunities and Laramie County Fair Board Feasibility Study Page 14 of 18
may keep more of our young people in Laramie County. d. Economic Impact on the Community-Because this facility will be multi-purpose with unlimited potential and used year round, it will have a positive economic impact on the community i.e. fuel, hotels, restaurants etc e. Economic Development- This facility will drive the economic development for future businesses at the Archer Complex and the surrounding area. For example, development flourished in and around The Ranch at Loveland, CO when the facility was built. f. Distance- Archer is only 10 minutes from downtown Cheyenne. The only place for Cheyenne to grow is South and East. Currently Saddle Ridge is exploding with the building of new housing and new elementary school. g. Reuse of Existing Buildings- This will help reduce the amount of funding needed for this project. II. Project Objectives The objectives of this project are: What is the condition of the existing facilities, what improvements need to be made and what are the costs to bring these facilities into operation for having the Laramie County Fair out at the Archer Complex? What are the revenue and market activities which might impact this Multi-purpose Facility and the Fairgrounds? Describe an achievable usage plan for the Multi-purpose Facility and the Fairgrounds. What are the impacts on surrounding properties with a Multi-purpose Facility and the Laramie County Fair moving out to Archer? What primary funding sources are recommended to pay for the infrastructure and movement? Will the current Laramie County Fair operations and maintenance budget support sustainability of the proposed Archer Fairgrounds Master Plan Facility? o Analyze the current revenue and expenditures of the Laramie County Fair Budget. o Will additional revenues be needed to support the Fairgrounds at Archer? What will the need be? What is the cost of mobilizing the Laramie County Fair from Archer to Frontier Park? o Compare the current costs of mobilizing the Fair from Archer to Frontier Laramie County Fair Board Feasibility Study Page 15 of 18
Park to permanently relocating it to Archer. Are we currently breaking even on events that we are hosting at Archer? o Analyze and compare the current building usage revenues to expenditures at the Fairgrounds at Archer. Can the Multi-purpose Facility at the Archer Fairgrounds be sustainable by analyzing potential events and examining like facilities in the region for the proposed Archer Master Plan Fairgrounds Vision? o Attached are some examples of potential events that could be performed at this proposed facility. This feasibility study should allow the community leadership to determine if the expected expenditures do provide for a return on investment to the community and if this return is sufficient to support the expenditures for sustainable operations. III. Deliverables a. Create Feasibility Study which shall include the following: i. Research any new or additional information about the proposed Multipurpose Facility and move of all Fair activities out to the Archer Complex. ii. Conduct research to enable a complete knowledge of prospective businesses opportunities and activities at the new facilities. iii. Interview stakeholders, residents, community and business leaders for a report on the economic impact assessment for a multiplicity of events held at the purposed Multi-purpose Facility. iv. Generate a report of facts and findings for the Sustainability of the proposed Multi-purpose Facility at Archer. v. Create a detailed itemized list of expected annual operating expenses to include an energy audit needed to construct, a shovel ready Multipurpose Facility. vi. Recommend primary funding sources to pay for the infrastructure and move. vii. Make recommendations on best potential option(s) for the Fair Board. B. General Conditions The following items are considered to be included as part of the basic compensation to be paid to the successful proposer for this project: Laramie County Fair Board Feasibility Study Page 16 of 18
Normal business expenses - phone, postage, etc. Cost of insurance In-house computer time and service Word processing, accounting, and man-hour records Permits and license fees Mileage Travel fees, room and board, per diem Printing costs for all standard review, bidding, and as-constructed plans and other correspondence and contract documents Film and processing Overtime engineering and inspection Survey materials, stakes, etc. Additional required services Any changes in the Proposers or Sub-proposers staff or fee structure shall be presented in writing to the Board for approval prior to initiating any changes or performing any work. Laramie County Fair Board Feasibility Study Page 17 of 18
EXHIBIT B COMPENSATION SCHEDULE The Proposer shall prepare and submit proposed estimated compensation, bearing in mind that it should be a unit-based contract with a negotiated not-to-exceed amount. A Payment Schedule based upon the following and any other pertinent payment schedule shall be submitted with payment for a specific phase not exceeding the scheduled amount prior to completion of that phase. $ $ $ $ Total Contract Amount $ Laramie County Fair Board Feasibility Study Page 18 of 18