HomeMy WebLinkAboutRequest for Proposals-Public Works Facility Phase 1______________________________________________________________________________________
City Of Iowa City
Public Works Facility – Phase 1 RFP
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Request for Proposals (RFP): Architectural and Engineering Services
Project Title: Public Works Facility - Phase 1
Contents:
1.0 Introduction ............................................................................................................. page 1
2.0 Invitation ............................................................................................................... page 2
3.0 Project Timeline ....................................................................................................... page 2
4.0 Site Location .......................................................................................................... page 2
5.0 Scope of Work ......................................................................................................... page 2
6.0 Design Team Proposal ............................................................................................. page 5
7.0 Selection and Award ............................................................................................... page 6
8.0 Questions ................................................................................................................. page 7
9.0 Proposal Submittal Deadline ................................................................................... page 7
10.0 Reference Documents .............................................................................................. page 8
Note to proposers: additional information and/or clarification and Answers to questions may be posted in the updates
section of the Public Works Facility – Phase 1 RFP website. It is the responsibility of the proposer to periodically
check the site for updates. See section 8.0 Questions regarding dates.
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1.0 Introduction
The City of Iowa City has approximately 14 acres of property generally located at the Northwest corner of
McCollister Boulevard and South Gilbert Street. This property was purchased for a Public Works Facilities
Complex. The consolidation of the Public Works operations to this location will allow for the
redevelopment of the former Public Works Site located at the corner of Riverside Drive and Highway 6.
In 1999, the City purchased property along South Gilbert Street for a Public Works Facility. At that time,
the site was to include the Streets and Traffic Engineering Division’s equipment and material storage,
Equipment Maintenance and the Fuel Facility. The plan developed in 1999 allowed for future expansion.
In 2001, the first phase of the project was completed with the construction of the Streets Division
Administration Building. This allowed the Streets Division to relocate from a building on the former
Public Works Site.
In 2005, the City revised the Facility Plan. This revision included a larger Salt Storage Building and a
larger building with shop space, equipment storage and pipe storage for Water Distribution; the Salt
Storage Building was completed in 2010.
The Flood of 2008 led to the purchase of additional property along the Iowa River and added to the overall
property available for the Public Works Facility development.
In 2012, the City revised the Facility Plan. This revision led to the construction of the Fuel Facility, Refuse
Warm Storage Building and the Washout area for the refuse trucks.
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City Of Iowa City
Public Works Facility – Phase 1 RFP
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In 2015, the City hired Neumann Monson Architects, with Maintenance Design Group as a sub-consultant,
to update the Master Plan. The City worked with the design team, exploring multiple schematics, exploring
how to best meet the operational needs within the confines of the site. The City of Iowa City Public Works
Master Plan is available on the Public Works Facility – Phase 1 RFP website.
At this time, the City intends to move forward with Scheme G2 as presented in the Public Works Master
Plan. It should be noted the final recommendation in the master plan is Scheme H which included
purchasing the property at the Northwest corner of McCollister Boulevard and South Gilbert Street. This
property is no longer available for purchase and Scheme H is no longer an option.
The ultimate build out of the Public Works Master Plan is estimated at $40.3 million. This project has truly
become a Municipal Campus including multiple Departments and Divisions, such as Public Safety, Transit,
Streets, Traffic Engineering, Water Distribution and Equipment, co-located on the site. This combination
opens different funding opportunities, which could also include the p roceeds from the sale of the former
Public Works Site.
The City of Iowa City intends to enter into an agreement with an experienced Architecture and/or
Engineering Firm for programming review through construction administration and closeout for the Public
Works Facility – Phase 1 Project.
The selected firm will work with the City integrating the information from the City of Iowa City Public
Works Master Plan completed by Neumann Monson Architects, which included schematic design and
construction phasing.
2.0 Invitation
Subject to having experience relevant to the noted scope of work, the City of Iowa City invites
Architectural and Engineering firms, individually or in collaborative teams, to submit proposals that best
illustrates their respective qualifications. Only individuals or firms that are licensed to practice in the State
of Iowa will be qualified to apply. It is expected that the prime consultant or members of their team have
significant experience in municipal building projects, in particular new public works facilities.
3.0 Project Timeline
Tentative project schedule is as follows:
September 22, 2017 Posting of Public Works Complex – Phase 1 RFP
October 24, 2017 Question submittal deadline
November 3, 2017 Public Works Complex – Phase 1 RFP deadline
November 8, 2017 Staff Committee Review complete and Short List posted
November 15-17, 2017 Interview Short Listed Firms
December 19, 2017 Council Awards agreement
March 2018 Site Work / Tree Removal / Animal Center Fencing
June 2018 Facility Construction Commences
4.0 Site Location
The site for this project will be located in Iowa City, Iowa. The proposed site is lo cated on City property
south of the City of Iowa City Streets Division Administration and Salt Storage Building (3800 Napoleon
Lane).
5.0 Scope of Work
The work to be performed by the consultant team will include all architectural and engineering services
required for the construction of the facility. The scope of work will within one contract, which includes
Programming Review of scheme G2, Design Development, Construction Documents, Bidding and
Construction Administrations through closeout.
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City Of Iowa City
Public Works Facility – Phase 1 RFP
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The City intends to build the Vehicle Storage identified in Phase 1 of the Master Plan. This will also
include Site Preparation and the Fire Training Tower.
The following is a description of the proposed project and an outline of work tasks. These will include but
not be limited to the following activities:
Phase 1:
A. Programming: review of completed study documents
1. The selected firm [the consultant] will review and become familiar with the City of
Iowa City Public Works Master Plan prepared by Neumann Monson Architects. This
document is posted on the RFP website.
This document defines the space needs, functional relationship and priorities for the
project.
2. The consultant will lead the meetings, maintain meeting minutes and organize
information between the sub-consultants and the owner.
3. The consultant is to review and conduct visits to the new site and to include that as
part of the dialogue and final analysis.
4. The consultant will provide professional services that will take the information in the
Neumann Monson Architects’ City of Iowa City Public Works Master Plan and
develop a modern Public Works facility on the designated site.
B. Schematic Design:
1. The consultant is to lead meeting(s) with the staff to confirm the Program
requirements previously established by the Public Works Master Plan. The
consultant will ascertain the current wants and/or versus needs for the facility and
exterior spaces. The meetings will involve intensive input process involving users
of the facility.
2. Develop Schematic Design Documents and possibly multiple conceptual options
and alternatives based on programming study, user group meetings and budget.
The consultant shall prepare drawings and other documents which depict several
alternative concepts which satisfy program, schedule and budget requirements, and
will make a recommendation to the City as to the most appropriate alternative
and/or a ranking of alternatives.
3. Site analysis, program and design including access to neighboring roads and trails.
The consultant will assist in geotechnical services and survey work.
4. Determine if a phased implementation plan will be necessary and define the best
first costs in a phasing plan.
5. Preliminary costs estimates will be established.
6. The Schematic Design phase will also include renderings of the final selected
concept plan(s). The renderings will be used by the City and auxiliary
organizations for presentations on the proposed facility.
7. The consultant may be requested to provide presentations to City Staff, City
Council, auxiliary groups and the public to provide an appropriate summary of the
project.
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City Of Iowa City
Public Works Facility – Phase 1 RFP
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Phase 2:
A. Design Development:
1. Development Documents consisting of drawings and other documents to fix and
describe the size and character of the Project, as to the architectural, structural
electrical, civil and mechanical systems. These documents will also include
information on materials and other such elements as may be appropriate.
2. Design Development will also involve compiling a comprehensive equipment list
and specifications. The equipment list will include existing equipment and
equipment programmed for replacement to be included in the future facilities.
3. The consultant will work with the City in the Design Development Phase to organize
and coordinate information from internal City and external entities, such as Utility
companies, FAA, and the Corps of Engineers.
4. The consultant will work as a liaison and representative for the City for the
MidAmerican Energy new construction program, including documenting and
facilitating information for selection of bundling packages, rebates and bonus
incentives. The consultant will work with the City to provide requested information
to complete required documentation. The MidAmerican Energy rebate programs
have strict completion guidelines, the consultant will work on the City’s behalf to
coordinate and submit contracts to best meet the requirements.
5. The consultant will work with the City to determine what level of LEED certification
is attainable. The City’s goal is to earn a LEED Gold certification.
6. The consultant may assist the City in the procurement of grants for the site,
specifically in providing data and information, and specifications of the futur e
facilities and site.
7. The consultant shall advise the Owner of any adjustments to the preliminary estimate
of Construction Costs identified in the Master Plan.
B. Construction Documents:
1. Based on approval of the Design Development Documents, the Consulta nt shall prepare
Construction Documents consisting of Drawings and Specifications setting forth detail in the
requirements for the construction of the Project.
2. The Consultant shall assist the Owner in the preparation of necessary bidding information and
contractual documentation.
3. The Consultant shall assist the Owner in the Owner’s responsibilities for filing documents
required for the approval of governmental authorities having jurisdiction over the project.
4. All regulatory requirements of the Iowa City Building and Fire Codes, Workplace, Health and
Safety, the State, OSHA and Controlled Product Standards and any other applicable
codes/bylaws must be met.
5. The Consultant shall advise the owner of any adjustments to previous preliminary estimates of
Construction Costs indicated in changes in requirements or general market conditions. This
final construction estimate will be established prior to Bidding. The consultant shall prepare a
design that does not exceed the estimated final construction cost. The final estimate provided
by the Consultant will be public record and the amount submitted to the City Council.
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City Of Iowa City
Public Works Facility – Phase 1 RFP
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6. If the lowest responsive, responsible bid exceed s the final estimated construction costs, the
owner may of their own accord, choose one of several courses of action, including increase
the budget, authorize rebidding and negotiation, or review and revise the project, program and
scope in order to reduce construction costs. Should the owner choose the last action, the
Consultant is obligated to redesign without additional cost.
C. Bidding and Negotiation:
1. The consultant shall assist the City in preparation of bid documents and be present
and conduct the pre-bid meeting, answer questions formally and review and analyze
the bid documents and make a formal recommendation to the City.
2. The consultant will be responsible for any and all addendum and will distribute to
the appropriate parties within four (4) working days prior to the receipt of the bids.
D. Construction Administration:
1. The Consultant shall provide administration o f the Contract for Construction as set
forth in the AIA Document A201, General Conditions of the Contract for
Construction, current as the date of the Consultant/Owner agreement.
2. Costs and schedule control are to be reviewed and monitored by the consultant
throughout the process; any deviations from approved cost and schedule must be
immediately addressed. The consultant will tract all project costs, including soft
costs, and other project charges as provided by the City, to ensure that overall budget
guidelines are followed. The Consultant will maintain progress meeting minutes and
report field notes throughout the construction administration process; this will be part
of the project record.
3. The Consultant shall provide complete Record Drawings, in electronic format in
CAD and PDF.
6.0 Design Team Proposal
To standardize and to simplify the comparisons and evaluations of proposals, all proposals shall be
organized and labeled in the manner set forth below. All information and material requested shall be
provided in the proposal under a single cover. All submitted length shall be limited to a maximum of 30
single-sided pages, not including dividers and covers. Minimum font size shall be ten (10) point.
Cover Letter- Your design team’s proposal should include an introductory letter that includes:
Primary consultant’s name (show complete legal name)
Contact person
Contact information, including phone number, address and email address
Number of years in business
Type of business (sole proprietorship, partnership, corporation, other)
Firm’s Interest in being considered for the project
General Firm Profile- A general description of the firm is required. Describe the general nature of services
provided by the firm, the location of main and branch office s, and the number of years the firm has
provided services similar to those requested by this RFQ. Any sub-consultants who are proposed to be a
part of the design team must be identified.
Multiple Firms - For proposals that involve multiple firms submitting as a single project team, provide a
summary of the roles each firm will play and the project management approach that will be used to provide
seamless delivery of the end product. List any and all companies that the Primary Firm will be
subcontracting consulting work, such as structural, architectural, electrical, and include percentage of
involvement in the proposed project.
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City Of Iowa City
Public Works Facility – Phase 1 RFP
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Key Personnel - Provide the names of the key personnel to be involved in the project, along with a brief
summary of their areas of expertise, their intended role in the project and years of relevant experience with
firm (and previous employers). Resumes and CVs may be included as part of the supplemental information
but cannot substitute for the required summary page. Please indicate the persons possessing the licenses and
certifications necessary to perform the type of work being requested.
Additionally, a one-page organizational chart for this project shall be provided, indica ting the key personnel,
their relationship to the overall project and their position within the firm. It is a requirement of the City of
Iowa City that the key personnel identified during the consultant selection process will participate in and
execute the project. The key personnel, and specifically the Project Manager, to provide continuity for the
City project will attend construction progress meetings and conduct site visits during the construction phase
to close-out. Substitution of key personnel after an award of contract will require approval by the City of
Iowa City as project lead professionals are considered essential.
Experience-Your design team and related experience must be identified in a statement of relevant
experience. Projects should be listed where similar work was completed. List a minimum of three
references of projects of similar scale that the proposed project manager from the design team has been the
direct lead. Include client contact information.
Particular emphasis should be placed on innovative, sustainable and cost-effective solutions. Indicate
which members being proposed for the project team were involved in the reference projects and what their
particular role in the referenced projects. Provide contact information for the project owners, the nature of
the firm’s scope of work on the project and the date the contract started and ended. Each project listing
shall be no longer than two pages in length.
Public Works Facility Design Experience- Firms that have had experience in Public Works Facility design
should demonstrate that area of experience.
LEED and Sustainable Design Experience- Firms that have had experience in the completion of LEED
building public building projects should demonstrate that area of exp erience. Further, firms that have had
experience working with the MidAmerican Energy Rebate and incentive programs on public building
projects should indicate and demonstrate that area of experience.
Project Schedule and Estimated Fee – Provide a preliminary project schedule that includes projected
durations for the tasks outlined in the scope of services. The schedule shall also include project milestones
and deliverables. Firms shall submit an estimated fee.
Supplemental Information - Firms are encouraged to submit any additional or supplemental information
that may be considered by the selection team when narrowing the list of firms invited to participate in
formal interviews. Firms should discuss any critical assumptions, extenua ting circumstances, or other
factors that may be critical to understanding the submitted qualifications. There is no page limit for the
supplemental information. Supplemental information will not count toward the 30 -page submittal and shall
be bound separate from the required submittal.
NOTE: Firms participating in the consultant selection process will be responsible for all costs incurred to
respond to this RFP.
7.0 Selection and Award
Interviews may be conducted as part of the selection process.
The City of Iowa City may require clarification from proposers to assist in making its evaluation.
The City of Iowa City reserves the right to either select the team that in its view constitutes the best fit for
the City or to not select any team.
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City Of Iowa City
Public Works Facility – Phase 1 RFP
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The proposals and accompanying documentation submitted by Consultant Firms shall become the property
of the City of Iowa City and will not be returned.
The Consulting Firm is obliged to inform the City of Iowa City, in a timely manner, of any changes to key
personnel, ownership, financial position or any other information related to this project.
The City of Iowa City reserves the right to contact owners, owner’s representatives and/or consultants on
any construction projects that have been carried out by the proposer, as well as the references provided in
this Statement.
It is the intent of the City of Iowa City to enter into a contract with the selected team. The City of Iowa
City reserves the right to conduct negotiations in the areas of scope of work and the identified deliverables,
with the selected team. It is not the intent of the City to negotiate lower pricing nor is it the intent of the
City to allow for new or significant altered proposals, but rather to ensure the City has the flexibility it
needs to arrive at a mutually agreeable final contract.
The City reserves the ability to add and negotiate additional work to perform design services within the
project site, any addition will be an amendment to the original contract and the fees and conditions will
coincide with the original consultant owner agreement.
8.0 Questions
During the proposal period, teams will be allowed to submit to the City written questions and requests for
additional information to Ron Knoche at ron-knoche@iowa-city.org
All questions will be answered via updated postings on the Public Works Facility – Phase 1 RFP website.
The last time and date to submit a written request or question to the City is 5 p.m. on
Tuesday, October 24, 2017. The last date that information, answers to questions and/or updates will be
posted on the City website will be Friday, October 27, 2017.
Ron Knoche, PE
Public Works Director
City of Iowa City
Public Works Department
410 East Washington Street
Iowa City, IA 52240
Phone: (319) 356-5138
Fax: (319) 356-5007
Email: ron-knoche@iowa-city.org
9.0 Request for Proposal Deadline
Five copies of the proposal must be submitted to the City. One copy must be an original and must be
clearly marked as such. No portion of a submittal may be submitted by FAX or e -mail. Qualification
submittals must be submitted before: 5:00 p.m. Friday, November 3, 2017.
Deliver proposals to:
City of Iowa City
City Clerk’s Office, Room 140
City Hall, 410 East Washington Street
Iowa City, IA 52240
The proposal documents shall be sealed in an envelope or packing clearly marked:
“Public Works Facility – Phase 1”
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City Of Iowa City
Public Works Facility – Phase 1 RFP
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10.0 Reference Documents
The following documents are posted on the Public Works Facility – Phase 1 Website as supplemental
information:
City of Iowa City Public Works Master Plan prepared by Neumann Monson Architects and
Maintenance Design Group, LLC
Proposed Fire Training Tower Specification Language by Iowa City Fire Department
Proposed Fire Training Tower Layout
S:\ENG\CAD\BUILDING\PUBLIC WORKS COMPLEX\Consulting Services\Phase 1\RFQ Consultant Services- Public Works Facility Phase I Schematic and Programming through CA 08082017- Final.docx