SUBMITTAL DEADLINE: AVAILABLE ON CITY OF SAN ANGELO - BONFIRE

CITY OF SAN ANGELO • PURCHASING DIVISION • 72 WEST COLLEGE AVENUE • SAN ANGELO, TEXAS 76903

City of San Angelo

REQUEST FOR QUALIFICATIONS

RFQ PW-02-26 • Public Works Department San Angelo Coliseum Architectural Services https://cosatx.bonfirehub.com/

CITY OF SAN ANGELO, TEXAS

PURCHASING DIVISION

72 West College Avenue, San Angelo, Texas 76903

325.657.4219 • sapurch@sanangelo.gov

PW-02-26 San Angelo Coliseum Architectural Services • 2

Table of Contents

INVITATION

General Confidentiality Document Availability Insurance and Indemnification Requirements Interpretations Required Response Deadline and Submission Addenda Award of Contract Acceptance of Proposal Content Equal Employment Opportunity Proposal Term

1. INSTRUCTIONS TO RESPONDENTS

1.1. Corrections, Additions, or Deletions

1.2. Examinations of RFQ Documents

1.3. Taxes

1.4. Authorized Signature

1.5. Modification or Withdrawal of Qualifications

1.6. Restrictions on Communication

1.7. Disqualification

1.8. Reservations

1.9. Acceptance

2. SCOPE OF SERVICES REQUESTED

San Angelo Coliseum Architectural Services

2.1. Phase I: Existing Design Evaluation and Budget Alignment

2.2. Phase II: Design Revisions

2.3. Phase III: Procurement Assistance

2.4. Phase IV: Construction Phase Services/Owner Representation Services include:

2.5. Optional Services

2 RFQ SUBMISSION FORMAT

1. Cover Page

2. Table of Contents (1 page)

3. Discipline of Interest and General Experience (up to 3 pages per discipline or scope)

4. Organizational Chart and Resumes of Proposed Staff (up to 3 pages per discipline or scope)

5. Quality of Similar Projects (up to 5 pages)

6. Approach in Providing Services (up to 5 pages)

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7. References (up to 5 pages)

8. Statement of Qualifications (up to 5 pages)

9. Sample Contract Terms

10. Additional Data or Service Offerings (up to 5 pages + all required forms)

3 SELECTION PROCESS

4 REQUIREMENTS

Request for Qualifications 1295 Form Anti Lobby

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INVITATION

General The City of San Angelo seeks qualifications from architectural firms to provide professional architectural, engineering coordination, cost management, bidding assistance, and construction administration/owner representation services for the renovation of the San Angelo Coliseum and Fairgrounds. The project will utilize existing conceptual design documents and advance the project into a constructible, budget-aligned design while preserving the City's operational and programmatic goals.The selected firm will serve as the City's representative throughout design and construction.

The successful firm should demonstrate experience in the following areas:

• Renovation, expansion, or modernization of public assembly facilities, arenas, coliseums, convention centers, event venues, or similar civic facilities.

• Value engineering and cost management for public capital improvement projects, including successfully reducing project costs while maintaining operational functionality and design intent.

• Preparation and coordination of complete architectural and engineering construction documents for publicly funded projects.

• Design and construction of facilities requiring compliance with the Americans with Disabilities Act (ADA), current building codes, life safety standards, and accessibility regulations.

• Construction administration and owner representation services, including review of submittals, requests for information, change orders, pay applications, scheduling issues, claims, project closeout, and warranty administration.

• Cost estimating, budgeting, and preparation of Opinions of Probable Construction Cost (OPCC) at multiple design milestones.

• Coordination of multi-disciplinary consultant teams, including structural, civil, mechanical, electrical, plumbing, technology, and specialty consultants.

• Delivery of municipal, county, state, or other publicly funded projects requiring collaboration with governing bodies, public stakeholders, and multiple user groups.

Confidentiality All RFQs submitted shall remain confidential. After award, RFQs will be made available for public inspection. The City shall not be responsible for the confidentiality of any trade secrets or other information contained or disclosed in the proposal unless clearly identified as such.

Document Availability Bid Documents are available in the Purchasing Division or may be downloaded from the City’s website at https://cosatx.bonfirehub.com/. To locate the documents on the Bonfire Portal, go to:

Open Public Opportunities > RFQ: PW-02-26/ San Angelo Coliseum Architectural Services Insurance and Indemnification Requirements Insurance and indemnification requirements applicable to this project are detailed within the Special Insurance Rider and/or the draft project agreement included with this solicitation package. Please review the insurance and indemnification requirements with your insurance agent prior to submission.

Interpretations All questions about the meaning or intent of the contract documents, including specifications shall be submitted to the Purchasing Division through Bonfire, City’s e Procurement Platform. Questions received after the deadline established for submitting questions/interpretations will not be answered.

Replies will be issued by addenda and posted on the Bonfire Project Page. Only questions answered by formal written addenda will be binding. Oral interpretations or clarifications will be without legal effect.

https://cosatx.bonfirehub.com/ https://cosatx.bonfirehub.com/projects

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Required Response The City requires a response to any Request for Qualifications (RFQ) notifications sent to potential vendors. Should a company choose not to participate, then in order to remain on the City of San Angelo’s potential vendors list, a “No Bid Reply” must be submitted.

Deadline and Submission RFQ submittals must be received no later than the posted submission deadline listed in City’s e Procurement Portal (Bonfire). The time recorded in Bonfire will serve as the official record of time. Bids received after the bidding deadline will not be considered.

It is the sole responsibility of the vendor to ensure that the sealed RFB submittal arrives via Bonfire by the specified deadline.

Addenda Should specifications be revised prior to the deadline for submittals, the City’s Purchasing Division will issue addenda addressing the nature of the change and post them on the City’s e Procurement Portal (Bonfire). Respondents should acknowledge any addenda as part of their submission in Bonfire.

Respondent is responsible for checking the City’s e Procurement Platform (Bonfire) to determine if any addenda have been issued prior to submitting a bid. Failure to consider all addenda will be at the respondent’s risk.

Award of Contract The City reserves the right to accept or reject any or all proposals, and to waive any informalities or irregularities in the RFQ process. Firms with current contracts in good standing shall be given preference prior to accepting new firms. The City is an equal opportunity employer.

The City will select the most highly qualified respondent(s) of the requested services based on all evaluation factors and then attempt to negotiate a contract.

Acceptance of Proposal Content Before submitting a proposal, each respondent shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the performance of the contract and to verify any representations made by the City upon which the proposal will rely. If the respondent receives an offer because of its proposal, failure to have made such investigation and examinations will in no way relieve the respondent from its obligation to comply in every detail with all provisions and requirements.

Equal Employment Opportunity Attention of respondents to the requirement for ensuring that employees and applicants for employment are not discriminated against because of their race, color religion, sex, national origin, age, or disability.

Proposal Term This proposal will be for three (3) years or project completion if sooner, effective from the award date by the City Council.

Jeffrey Tomlinson, Purchasing Manager Purchasing Division City of San Angelo 72 W. College Ave.

San Angelo, Texas 76903 sapurch@sanangelo.gov

(325) 657 4219

Charles Michalewicz Public Works Projects Administrator City of San Angelo 301 W. Beauregard Avenue San Angelo, Texas 76903

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1. INSTRUCTIONS TO RESPONDENTS

1.1. Corrections, Additions, or Deletions

Corrections, additions, or deletions to any portion of the invitation will be in the form of written addenda.

1.2. Examinations of RFQ Documents

Respondents are expected to examine all specific criteria published in the RFQ documents.

1.3. Taxes

All quotations are to be submitted less Federal Excise and State of Texas Sales Taxes. Tax exemption certificates will be provided upon request.

1.4. Authorized Signature

Proposals must show vendor name, address, and be manually or digitally signed. The person signing the proposal must have authority to bind their firm in a contract. Any erasures or other changes must be initialed by the person signing the proposal.

1.5. Modification or Withdrawal of Qualifications

Qualifications CANNOT be altered or amended after the closing time. Qualifications may be modified or withdrawn prior to the closing hour and date by written notice to the Purchasing Division. A Qualification submission may also be withdrawn in person by a respondent or their authorized agent, provided their identity is made known and they sign a receipt for the proposal. No Qualification Submission may be withdrawn after the closing time and date without acceptable reason in writing and with approval of the Purchasing Division.

1.6. Restrictions on Communication

Respondents shall not communicate with: 1) elected City officials and their staff regarding the RFQ from the time the RFQ has been released until the contract is posted as a City Council agenda item; and 2) City employees from the time the RFQ has been released until the contract is awarded. These restrictions extend to “thank you” letters, phone calls, emails and any contact that results in the direct or indirect discussion of the RFQ and/or proposal submitted by respondent. Violation of this provision by respondent and/or its agent may lead to disqualification of respondent’s proposal from consideration.

Exceptions to the Restrictions on Communication with City employees include:

1. Private (non business) contacts with the City by the respondent’s employees acting in their personal capacity;

2. Casual social contacts that do not include mention of the RFQ;

3. Respondents may submit written questions concerning this RFB to Bonfire Vendor

Discussions up to a week prior to submission due date. Questions received after the stated deadline will not be answered. Submission of questions to any other party prior to award may result in the disqualification of a respondent from bidding on this project as well as future projects for the City.

It is required that all questions be sent through the City’s e Procurement Platform, Bonfire.

Questions submitted and the City’s responses will be published in the form of addenda to the Project Page in Bonfire. Respondent is responsible for calling the City or reviewing the Bonfire Project Page to determine if any addenda have been issued prior to their submittal.

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Only questions answered by formal addenda will be binding.

4. Respondents may provide responses to questions asked of them after responses are received and opened. During interviews, if any, verbal questions and explanations will be permitted. If interviews are conducted, respondents shall not bring lobbyists. All cost associated with interviews will be at the respondents’ expense. The City reserves the right to exclude any persons from interviews as it deems in its best interests;

5. Upon completion of the evaluation process, respondents shall receive a notification letter indicating the recommended firm and anticipated City Council agenda date. Respondents desiring a review of the solicitation process may submit a written request no later than five (5) calendar days from the date the letter was sent. The letter will indicate the name and address for submission of requests for review.

City reserves the right to contact any respondent to negotiate if such is deemed desirable by City. Such negotiations initiated by City staff persons shall not be considered a violation by respondent of this section.

1.7. Disqualification

The respondent may be disqualified for any of the following reasons:

A. The respondent is involved in any litigation against the City of San Angelo;

B. The respondent is in arrears on any existing contract or has defaulted on a previous contract with the City;

C. The respondent is debarred, suspended, terminated, or otherwise excluded from or ineligible covered transactions by any federal, state, or local government entity or agency;

D. The proposal is not received by the proposal submittal deadline; or, E. The proposal is not executed by a person authorized to enter into a contract binding on the respondent.

1.8. Reservations

The City expressly reserves the right to accept, reject, or cancel all proposals AND:

A. Waive any defect, irregularity, or informality in any proposal or bidding procedure;

B. Extend the proposal closing time and date;

C. Reissue a bid invitation or RFQ;

D. Procure any item by other means; or, E. Increase or decrease the quantity specified, unless the vendor specifies otherwise.

1.9. Acceptance

Acceptance of respondent’s qualifications will be in the form of a contract. Notice for annual contract agreements will be a notice of award, purchase order, or contract.

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2. SCOPE OF SERVICES REQUESTED

The City of San Angelo Requests Qualifications for the following Disciplines:

San Angelo Coliseum Architectural Services

2.1. Phase I: Existing Design Evaluation and Budget Alignment The Consultant shall review all existing design documents, programming information, studies, and cost estimates prepared for the Coliseum Renovation Project.

Services shall include:

- Review existing architectural, structural, civil, MEP, and specialty consultant documents.

- Evaluate constructability and completeness of the existing design.

- Validate current cost estimates against current market conditions.

- Identify scope elements that exceed the City's available construction budget.

- Conduct value engineering workshops with City staff and stakeholders.

- Develop recommendations to reduce project cost while maintaining operational functionality, life-cycle value, accessibility, and project objectives.

- Prepare alternative design options, phasing strategies, or scope reductions as necessary.

- Present recommendations to City staff and governing bodies.

Deliverable:

- Existing Conditions & Budget Alignment Report

- Recommended Scope of Work

2.2. Phase II: Design Revisions

Upon approval of the recommended project scope, the Consultant shall revise the existing design documents.

Services include:

- Revise architectural plans and specifications.

- Coordinate all engineering disciplines.

- Update code analysis.

- Update accessibility compliance.

- Update life safety requirements.

- Update technical specifications.

- Prepare complete bidding documents.

- Coordinate permitting requirements.

- Provide sealed construction documents.

Deliverables:

- Schematic Design (if required)

- Design Development

- Construction Documents (100%)

2.3. Phase III: Procurement Assistance

The Consultant shall assist the City and CMAR during procurement.

- Assist in preparing bid packages

- Respond to bidder questions

- Issue addenda

- Review Substitutions

2.4. Phase IV: Construction Phase Services/Owner Representation Services include:

The selected Consultant shall serve as the City's technical advisor during construction.

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- Attend preconstruction meeting.

- Attend progress meetings.

- Review contractor submittals.

- Review shop drawings.

- Review RFIs.

- Review proposed substitutions.

- Review change order requests for technical merit and cost reasonableness.

- Review contractors pay applications.

- Conduct periodic site observations.

- Monitor construction quality and conformance with the Contract Documents.

- Advise the City regarding schedule impacts.

- Identify potential construction issues before they become claims.

- Assist in dispute resolution.

- Prepare punch lists.

- Conduct substantial completion inspections.

- Conduct final completion inspections.

- Review closeout documents.

- Assist with warranty administration.

2.5. Optional Services

The RFQ may request qualifications for optional services including:

- Interior design

- FF&E selection

- Signage and wayfinding

- Technology systems

- Audio/visual systems

- Sustainability enhancements

- LEED or energy analysis

- Additional value engineering

- Phased construction planning

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2 RFQ SUBMISSION FORMAT

Qualifications shall be submitted in the following format with each element requested and/or form furnished as specified to facilitate evaluation of the proposals. The detailed requirements in this RFQ are mandatory.

FAILURE TO ADHERE TO THE REQUIRED FORMAT MAY BE CAUSE FOR REJECTION OF

PROPOSAL.

To aid in the evaluation, all responses shall follow the same general format. Each section has a maximum page limit:

1. Cover Page Show the subject, the name of your firm, address, telephone number(s), name of contact person, and date. Clearly indicate “RFQ: PW-02-26 SAN ANGELO COLISEUM – Architectural Services” on this page.

2. Table of Contents (1 page) Show the subject, the name of your firm, address, telephone number(s), name of contact person, and date.

3. Discipline of Interest and General Experience (up to 3 pages per discipline or scope) Clearly articulate the scope of the required services to be provided. Ensure the scope of services are consistent with the City’s needs defined in Section 2 – “Scope of Services Requested.”

4. Organizational Chart and Resumes of Proposed Staff (up to 3 pages per discipline or scope)

Please identify the key personnel that will be working on the proposed discipline or scope. This section should include resumes and/or information to expound on the proposed staff experience and qualifications.

5. Quality of Similar Projects (up to 5 pages) Indicate your capability to meet schedules, deadlines, and minimum requirements prescribed in Section 2

– “Scope of Services Requested.” Highlight the quality of each similar project or agreement previously undertaken and your capability to complete a similar project or agreement without major cost escalation or overrun. Provide at least five comprehensive project descriptions and references from organizations for which you have performed similar services.

6. Approach in Providing Services (up to 5 pages) Based on the general requirements listed in this RFQ document, please describe your overall approach and methodology for completing the services as requested. Be specific on services provided with proposed staff and services that will be subcontracted.

7. References (up to 5 pages) Please provide information in this section on references for similar services you have provided for other municipalities or similar institutions. For this section, respondents must use the form titled “List of References” included in “Submission Forms.” You may also include additional information to supplement the information included on the reference pages.

8. Statement of Qualifications (up to 5 pages) Respondents shall submit a narrative discussion of the knowledge, skills, abilities, and other qualities which relate to the desirable qualifications of this solicitation. This section should substantiate the respondent’s ability to provide excellent value to the City in conformance with the terms, conditions, and requirements established by this solicitation.

9. Sample Contract Terms Respondents shall submit copies of standard contract terms along with any and all terms and conditions applicable to the deliverance of goods/services resulting from this solicitation meeting the following Federal and State requirements.

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10. Additional Data or Service Offerings (up to 5 pages + all required forms) Provide any additional information considered essential to this proposal and all other required forms.

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3 SELECTION PROCESS

The City reserves the right to negotiate and execute the final scope and fee schedule on an “as needed” when called for basis for numerous separate task orders for projects requiring Professional Services. The City also reserves the right to negotiate and execute agreements with multiple qualified vendors as described in the “General” information section of this solicitation document.

The City’s process is as follows:

1. The City will evaluate and rank the proposals in relation to the published selection criteria within thirty (30) days for existing contracted firms and sixty (60) days for new firms after the opening.

2. The City then will select the firm(s) that offers the best services based on the published selection criteria and its ranking evaluation.

3. Following the selection process, the City will enter into a three (3) year Professional Service contract with the highest ranked firm.

The proposals will be evaluated based on the criteria and weighting detailed below:

Item Criteria Points 1 Completeness and conformity of the reply to the RFQ 20

2 Overall approach and methodology to be used to accomplish the RFQ requirements 40

3 Staff Qualifications and Organization Experience 35 4 References 5

Total 100

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4 REQUIREMENTS

Request for Qualifications

Please submit all forms and requirements in Bonfire:

� Response to RFQ: PW-02-26- SAN ANGELO COLISEUM– ARCHITECTURAL SERVICES � List of References � Contact Information Form (IRS Form W-9) � Disclosure of Certain Relationships Form � Debarment and Suspension Certification � Local Preference Consideration Application & Economic Impact Details � Special Insurance Rider � Vendor Compliance with Reciprocity on Non-Resident Vendors � Verification Relating to Prohibited Contracts

1295 Form At Council award, one original of the Texas Ethics Commission Interested Parties Disclosure Form 1295 completed online at https://www.ethics.state.tx.us/filinginfo/1295/ will be required within thirty (30) days following the date of Council action. Failure to submit the Form 1295 within the prescribed time limit may result in loss of contract(s).

Anti Lobby In submitting its proposal, respondent certifies that it has not lobbied the City or its officials, managers, employees, consultants, or contractors in such a manner as to influence or to attempt to influence the bidding process. In the event it reasonably appears that the respondent influenced or attempted to influence the bidding process, the City may, in its discretion, reject the proposal.

https://www.ethics.state.tx.us/filinginfo/1295/