City of Beaver Dam 205 South Lincoln Avenue Beaver Dam, Wisconsin 53916
REQUEST FOR PROPOSAL
March 5, 2008
Facilities Program 2020 City of Beaver Dam, Wisconsin
Proposals Due: 4:00PM CST March 28, 2008 to: Director of Administration 205 S Lincoln Avenue Beaver Dam WI 53916
PROJECT OVERVIEW Description: The City of Beaver Dam, population 15,545, seeks a consultant to assess the existing, conditioned, non-utility city buildings listed below, and interview staff, elected officials, and citizens to determine adequacy of same. Summarize all findings in the form of a solutions document entitled “Facilities Program 2020,” detailing a comprehensive solution to the city’s space needs through year 2020. Historically, city space needs were addressed at the department level, but with business conditions changing a comprehensive and longer-term approach is advised. Some departments may grow in the future, some may need satellite facilities (public safety), some may have reduced needs due to technology or other adaptations, and some may expand service offerings (library and/or senior center). All of these will impact the city’s need for space in the next decade. Purpose: The project is intended to be a “net” effort, matching potential space need reductions with anticipated needs for additional space. The program will identify current and developing inadequacies, and present a range of potential solutions, including but not limited to additions, reconfigurations, relocations, mechanical updates, new construction, and other alternatives. This project largely originates out of a long-standing need to update the city’s police facility, however, city leaders see significant merit in a comprehensive review. Buildings identified for study include: • City Hall, 205 S Lincoln Avenue (includes police, fire, and administration) • Library, 311 N Spring St • Community Activities & Services, 114 E Third St (Senior Center & Rec Dept) • Park Shop, 205 W South St • Public Works, 640 S Center St Project Contact Information: Tom Kennedy, Engineering Coordinator 205 S Lincoln Ave, Beaver Dam, WI 53916. Email: tkennedy@cityofbeaverdam.com Phone: 920.887.4600 x326 Project Schedule: The city envisions the following project schedule: • RFP Release: March 5, 2008 • Proposers’ Meeting: March 13, 2008 9am ** • Proposal Due Date: March 28, 2008 • Committee and Council Consideration: April, 2008 • Start Project: April 22, 2008 • Interim Review: June 9, 2008 • Final Plan Due: July 31, 2008 ** Meeting to be held at the Wastewater Treatment Plant, 108 Myrtle Road.
PROPOSAL SPECIFICS Pre-Proposal Meeting and Tour: Interested consultants are invited to attend a pre-proposal meeting in City Hall, 205 S Lincoln Avenue, Beaver Dam, to gather information, ask questions, and participate in a facilities tour. The session is scheduled for March 13, 2008 at 9:00am. Required Proposal Elements: Contact information for project principals (name, address, phone(s), email address) Contact information for any work done by others (project partners) Qualifications and experience for project staff, including licenses and certifications held Names, addresses and phone numbers of three (3) clients receiving services equivalent in scope to this project within the last (2) years. Include four (4) copies each of any final reports prepared for the referenced clients • A detailed description of the consultant’s approach to the project • Deviations from the project description herein; highlight any unique challenges observed following the project tour • A one-page proposal summary suitable for distribution to the media
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Interviews Required: A significant element of this project is gathering input from the public, elected officials, and city staff. Initially, plan to interview or otherwise gather input from: • Chief of Police • Fire Chief • Alderpersons (5 of 14 – mayor to ask for volunteers) • Chair – Operations Committee • Chair – Administrative Committee • Mayor • Director of Administration • Library Administrator • CAS Administrator (Senior Center, Rec Dept) • Acting Supervisors – Public Works • Parks Supervisor • Library Patrons (5 minimum, including some youth) • CAS Patrons (5 minimum) • Executive Vice-President – Beaver Dam Area Development Corp (siting work) • Citizen Survey (Online survey possible) Financial – Legal Considerations • Consultants shall submit one copy, in a separate sealed envelope, a not-to-exceed contract amount. Label the envelope “Facilities Program 2020” and the consultant’s name. • Identify costs by project phase, and a proposed billing schedule. Note that the final invoice, payable upon Common Council acceptance of the facilities program, must be not less than 10% of the total project cost. • Billing rates for project personnel shall be specified. • Any work exclusions shall be noted (it is assumed all costs will be included). • Proposals are considered binding offers, and they may not be withdrawn for a period of ninety (90) days beyond the submittal date.
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Proposals shall be signed by a principal of the firm legally authorized to execute contractual obligations on its behalf, and signatures affixed thereto convey acceptance of all terms and conditions set forth in this RFP.
Alternates: Consultants may suggest additional or ancillary project elements or services beyond the project scope defined herein, but only in the form of bid alternate(s). Communication Prohibited: Communication with city officials involved in the selection process, other than for purposes of clarification, are expressly prohibited and may result in rejection of a consultant’s proposal. Proposal Deadline: Submit 10 printed and one (1) PDF copy of proposals, plainly labeled “Facilities Program 2020” not later than 4:00 p.m. CST, March 28, 2008, to: Mr. John Somers, Director of Administration 205 S Lincoln Avenue Beaver Dam WI 53916 Faxed or emailed proposals will not be accepted. City Resource Commitments: The consultant will have access to any/all documentation the city has on current buildings, including but not limited to floor plans (conceptual or other), specifications, site plans, as-built drawings, and related documents. Mr. Kennedy will brief attendees on available facility documentation at the pre-proposal meeting on March 13, 2008. City staff will assist in the scheduling of interviews, and the city will also make its website survey capability available to the consultant for this project. The Operations Committee must approve any survey instrument before fielding. SELECTION PROCESS Screening: • Staff will screen submitted proposals to assess their completeness, the proposer’s qualifications and experience, and other key elements. To be considered further, proposals must illustrate a clear understanding of the project, suitable qualifications for those proposed to be involved in the project, and a clear history of client satisfaction. • Proposal review will incorporate additional elements such as experience in working with the public, reference checks, written and visual quality of the proposal, and the ability to complete the project in the timeframe identified. • Staff will forward acceptable proposals to the city’s Operations Committee, or subset thereof, for additional review, and a finalist will be selected. If two or more proposals are effectively equal, the committee may schedule interviews. • The city may seek financial or other supplemental information for the successful consultant(s) and/or its subcontractors as an element of consideration. • Following committee selection of a finalist, city staff will then develop final contract terms and a final cost in the event any alternates are accepted. The city reserves the right to request clarification and alter the project scope as part of the process.
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The city reserves the right to accept or reject any or all submittals, waive any irregularities, reissue all or part of this request for proposal, negotiate contract terms and conditions, or not award any contract, all at its discretion and without penalty.
Additional Provisions: • Questions arising after the project tour but before the proposal deadline may be directed to the city’s project contact. Responses will be promptly forwarded to all proposers the city is aware of at the time the response is prepared. • Reimbursement will not be made for costs incurred prior to a formal award. • The consultant shall neither assign nor sublet the project or its parts without the prior written consent of the city. • Any change in scope after the original contract has been signed shall be documented in the form of a written change order, be accepted by the signatures of all parties, and be made a part of the original contact by addendum. • The city will own and have exclusive use of all materials, including but not limited to paper and digital materials prepared, acquired, created, or used to fulfill this request for proposal and its objectives shall become the property of the city of Beaver Dam where allowed by law. • The contents of this packet are for informational purposes only and the representations made herein are without warranty. Proposers shall rely exclusively on their own investigation and analysis.
INTERIM REPORT To assure an actionable and on-point facilities program the consultant shall prepare and present a short (30 minutes maximum) PowerPoint presentation to appropriate city officials and interested citizens which includes the following: • Significant deficiencies identified • Significant and/or predominant interview findings • Key drivers which will underscore proposed solutions (population changes, law or code requirements, etc) • Identify preliminary program elements through the Year 2020, including intended uses, approximate square footages involved, locations (if known), and costs • Preliminary program schedule, and approximate capital borrowings/timing • Site acquisition needs (acreages only, not specific parcels) Copies of the presentation (three PowerPoint slides per page, room for notes) shall be provided to members of the Common Council at least seven days prior to the presentation, tentatively slated for June 9, 2008. An additional 20 copies are to be made available for public use. A PDF version of this presentation shall be posted to the city’s website, and it shall be made available to the city’s Smart Growth planning consultant (Crispell-Snyder). Upon completion of the presentation the Common Council will provide guidance to the contractor regarding direction, timing, and content of the final report. Of particular value to city leaders is understanding project prioritization and fiscal impacts of the program.
FACILITIES PROGRAM 2020 – FINAL REPORT A final program report entitled “Facilities Program 2020,” shall be prepared based on Common Council guidance offered at its Interim Report session. Copies shall be provided as follows: • Twenty printed copies (City will distribute) • Two editable electronic copies, on CD/DVD, in Microsoft Office™ format. • Two master (non-editable) PDF versions on CD/DVD. The final program document shall include the following elements: Current Facilities Inventory • Total size in square feet, and space dedicated to principal interior uses • Age and shell construction-type and condition summary for each • Type and condition of mechanicals, interior finishes, other equipment • Compliance status for ADA and/or other applicable codes • Security systems (employees, records, police evidence, buildings) • Environmental considerations (oil/salt storage, MSDS materials, runoff, asbestos, and similar etc), and floodplain considerations • Energy efficiency opportunities (interior and exterior lighting, heating, controls) • Status of emergency power systems • Adequacy of existing electrical systems (e.g. dedicated technology circuits) Needs Identified • Identified deficiencies in current inventory • Projected maintenance investment required through 2020 (roof or mechanical replacements, structural issues – approximate a year and a cost +/- 10%) • Remaining useful life of existing roofing, mechanicals • Code compliance issues (> $10K in value) which would require mitigation even without a general remodeling effort in place, if any • Current uses likely requiring less space in the future • Current uses likely requiring more space in the future • Space needs identified by community members (meeting spaces, access, etc.) Summary of Interview Findings • Segregated by department / topic • Identify prominent or persistent concerns • Summary of website input if appropriate (survey results) Alternatives Analysis For identified problems, detail proposed solutions in the form of an alternatives analysis: • doing nothing • remodeling • relocation • new building • Identify pros and cons of each option, and interrelationships with other program elements (If A, then B, etc).
Green and LEEN Elements (Leadership in Energy and Environmental Design) If new buildings and / or additions are contemplated in the facilities program, specify key design considerations and a payback analysis for green/LEED elements. Identify any known grant opportunities related to efficiency. Concept Drawings For each proposed facility project provide: • An appropriately-scaled, ledger-sized plan • Overall building dimensions • Dimensions and space for principal interior uses • Proposed locations of fixed equipment • Where necessary and applicable, place new buildings on an appropriately sized parcel and illustrate parking and site access conceptually Program Funding Analysis • Costs by program element (state financial assumptions) • Incorporate existing funds in the analysis (donations, endowments) • Prioritize all program elements for some point in time between 2009 and 2020. • Develop a debt service schedule between 2009 and 2020. Consult the city’s current Capital Improvements Plan (CIP) to assure relevance and functionality of the facilities program. The Director of Administration can provide information on historical capital costs, borrowing limits, and similar information.
c:\coun\oper\030508 RFP Facilities Program 2020