1-A E Services RFQ 12-14-22 FINAL.pdf

DEPARTMENT OF PURCHASING

FOR THE

DEPARTMENT OF PLANNING AND CONSTRUCTION

REQUEST FOR QUALIFICATIONS (RFQ)

FOR

ARCHITECTURE AND ENGINEERING SERVICES

P-22018

CONTRACT TERM

To be included in this Architecture and Engineering Services Pool at inception, contractors must submit Qualification packages by March 10, 2023.

Thereafter, contractors may be added to this Pool on a rolling basis. This Request for Qualifications will remain open through December 31, 2027.

Contracts awarded under this RFQ will have an initial Contract Term of five (5) years, subject to final determination by the

Chicago Park District. Respondents are encouraged to submit their Qualifications by March 10, 2023 in order to maximum their Contract Term.

Upon completion of the Contract Term, a possible one (1) year extension period may be exercised at the Chicago Park District’s sole discretion.

ADVERTISED: Thursday, December 15, 2022

QUESTIONS: Questions can be submitted in writing to the Department of Purchasing any time to hugo.zapata-martinez@chicagoparkdistrict.com

QUALIFICATIONS DUE DATE AND LOCATION: This is an open Request for Qualifications. Firms are encouraged to submit their qualifications by March 10, 2023. The final day Qualifications will be accepted is December 31, 2027. Qualifications must be submitted on Bonfire

Myetie H. Hamilton President, Board of Commissioners

Rosa Escareño

General Superintendent and CEO

Mark L. Reed Director of Purchasing

P-22018 1

LEGAL ADVERTISEMENT

Date Advertised: December 15, 2022

CHICAGO PARK DISTRICT

DEPARTMENT OF PURCHASING

FOR THE

DEPARTMENT OF PLANNING AND CONSTRUCTION

REQUEST FOR QUALIFICATIONS (RFQ)

FOR

ARCHITECTURE AND ENGINEERING SERVICES

The RFQ is available for download by taking the following steps: (1) going to www.chicagoparkdistrict.com; (2) clicking on “Doing

Business” at the top of the page; (3) selecting “Purchasing;” (4) clicking on “Contracting Opportunities;” (5) clicking on the link for this RFQ, (6) registering for the RFQ, and then (7) downloading the RFQ.

If you are not able to download the RFQ, please call Hugo Zapata-Martínez, the contact person for this project, at (312) 742-4417, Monday – Friday, between the hours of 8:30 a.m. and 4:30 p.m.

Specification No.: P-22018

Description: The Chicago Park District invites the submission of qualifications submittals for

ARCHITECTURE AND ENGINEERNG SERVICES

Qualifications Due Date and Location: This is an open Request for Qualifications and Firms are encouraged to submit their qualifications by March 10, 2023. The final day Qualifications will be accepted is December 31, 2027. Qualifications must be submitted via the Chicago Park District Bonfire Portal.

Myetie H. Hamilton President, Board of Commissioners

Rosa Escareño

General Superintendent and CEO

Mark L. Reed Director of Purchasing http://www.chicagoparkdistrict.com/

P-22018 2

REQUEST FOR QUALIFICATIONS for ARCHITECTURE AND ENGINEERING SERVICES Specification Number P-22018

Contact Person: Hugo Zapata-Martínez Phone: (312) 742-4417

Fax: (312) 742-5312 hugo.zapata-martinez@chicagoparkdistrict.com

For information regarding MBE/WBE participation, contact Ryan Tripp at 312-742-4436, or ryan.tripp@chicagoparkdistrict.com.

P-22018 3

TABLE OF CONTENTS

Section Topic Page

1. General Information

2. Qualifications Information

3. Scope of Work

EXHIBIT A

4. General Conditions………………… …………………………………………….. 24

5. Special Conditions

6. Notice Regarding MBE/WBE Participation

7. MBE/WBE Utilization Reporting Requirements……………………………….. 38

8. Compliance Conditions: Minority & Women Owned Business Enterprises

8. Insurance Requirements

9. Evaluation and Selection Process

10. Execution of Qualifications Submittal

11. Qualifications Submittal Contents

12. Qualifications Submittal - Packaging and

Delivery

13. QUALIFICATIONS SUBMITTAL FORMS

A. Signature Page B. Categories Forms……………………………………………………………. 58 C. Economic Disclosure Statement and Affidavit ..…………………………. 59 D. MBE/WBE Compliance Affidavit………… E. Financial Statement F. Legal Actions Forms G. Self-Performance Affidavit H. Sustainability Statement Instructions & Statement

14. No Response Form

P-22018 4

GENERAL INFORMATION

DEFINITIONS

All terms not specifically defined in the below will be governed by the definitions in the General Conditions or Compliance Conditions unless indicated otherwise. The Director of Purchasing of the Chicago Park District will resolve any inconsistency and provide any clarification requested regarding the definitions in this Request for Qualifications.

Board means the Board of Commissioners of the Chicago Park District.

CPD means the Chicago Park District.

Request for Qualifications means the document used to solicit qualification submittals from firms for possible inclusion in the pre-qualified pool of responsible firms.

Project means the total scope of work as discussed during negotiations of the project award.

Project Awardee means the pre-qualified firm that is awarded a specific project by the CPD.

Project Solicitation means any document used during negotiations by the CPD that describes the scope of work and that forms the basis for the cost and fees for that work from the Project Awardee.

Qualifications Submittal means the response submitted by the submitter pursuant to the RFQ.

RFQ means this Request for Qualifications.

Submitter means a party or entity that submits its qualifications submittal in response to the RFQ.

BACKGROUND

The Chicago Park District is a municipal corporation organized in 1934. It is governed by a seven-person Board of Commissioners appointed by the Mayor of Chicago, with the advice and consent of the City Council. The Board of Commissioners appoints the General Superintendent, who is responsible for the CPD’s day-to-day operations.

The CPD owns and operates over 8,100 acres of park property. This includes 580 parks and play lots, over 250 staffed park recreation centers, 6 golf courses, 10 major museums, a stadium, a zoo, and 24 miles of lakefront, including 9 harbors and 31 bathing beaches. There are approximately 450 buildings in the system, including several schools, which are used jointly with the Chicago Board of Education.

The CPD offers a wide range of recreational and educational programs featuring both physical and cultural activities.

For more information, visit www.chicagoparkdistrict.com.

POOL CONTRACT AWARDS

Through this RFQ, the CPD will establish a pool of pre-qualified responsible firms that will be eligible to provide architecture and engineering services to the CPD.

Candidates whose qualification submittal have been determined by the CPD to be qualified in accordance with the evaluation criteria discussed on p. 50, will be recommended for inclusion in the pool. The recommendation of firms for inclusion in the pool will be presented to the Board for their approval, and upon Board approval, master contracts will be executed with each firm approved by the Board covering general terms and conditions other than fee or the specific scope of work.

The CPD may award these contracts for inclusion in the pool based on the evaluation of the qualification submittals

P-22018 5 received, without discussion of those qualification submittals with any submitter. Alternatively, the CPD may conduct interviews and discussions with any submitter as part of the evaluation of any qualification’s submittal.

The CPD reserves the right to reject any and all qualification submittals, or to withdraw, cancel, or reissue this RFQ, in whole or in part, in the event that competition is deemed inadequate or that it is otherwise in the best interest of the

CPD.

TERM OF POOL CONTRACTS

All contracts of firm’s selected for inclusion in this pool will be coterminous. Contracts awarded under this RFQ will have a Contract Term of five (5) years, subject to final determination by the Chicago Park District, with a one (1) year extension option available at the Chicago Park District’s sole discretion.

Contractor will receive written notification of such a contract extension. If the contracted vendor is unable or unwilling to agree to an upcoming extension option, the contractor must notify the Director of Purchasing, in writing, at least thirty (30) days prior to the contract’s expiration date.

PROJECT AWARDS

Inclusion in the pool is not a guarantee of any specific project award. Pursuant to the “Local Government Professional Services Selection Act” 50 ILCS 510, throughout the contract period, when the need for services arises, the CPD will identify at least three firms from the pre-qualified pool for the specific project award and rank them according to their qualifications for the project. The ranking will not include any inquiry regarding cost, fees, or any other measure of compensation for the project. Once the firms identified by the CPD are ranked, the CPD will then attempt to negotiate a project award with the highest ranking firm concerning costs, fees, and scope of work, incorporating the terms of the master contract. It is only during these negotiations that the CPD will inquire about cost and fees for the project. If the CPD and the firm reach an agreement regarding the scope of work and the cost and fees for the project, then the CPD will issue a Notice-to-Proceed to this firm. If the CPD and the highest ranking firm do not reach an agreement, then the CPD will begin negotiations with the second highest ranked firm for the project. If the CPD and the second highest ranking firm for the project do not reach an agreement, then the CPD will begin negotiations with the third highest ranking firm for the project. Lastly, any project award that exceeds $400,000.00 will be presented to the Board of Commissioners for their approval before issuance of a Notice-to-Proceed.

Alternatively, rather than using the pre-qualified pool of responsible firms, the CPD may publicly advertise a separate solicitation for a project (or projects). You do not need to be pre-qualified with the CPD to submit a response to one of these separate publicly advertised solicitations. Lastly, the CPD also may elect to undertake a project with its own staff; or with firms currently under other contracts with the CPD.

POST-SUBMITTAL INFORMATION

Submitters may track the progress of the evaluation process related to their qualifications submittals by clicking on the “Contract Opportunities” link on the Department of Purchasing’s home page, and then the tab “Cancelled / In Review / Awarded.”

INFORMATION RELATED TO OUR CONTRACTS AND SOLICITATIONS

Department of Purchasing Home Page

If you seek information related to our contracts and solicitations then you're encouraged to first look through our home page by (i) going to www.chicagoparkdistrict.com; (ii) clicking on the “About Us” button at the top of the page; selecting

(iii) “Doing Business,” and then (iv) “Purchasing.” Often, the information you seek is available there. For example, active and previous contracts, current IFBs, RFPs, and RFQs, and bid tabulations (including the line item bids from each bidder) can be accessed there.

Freedom of Information Act (FOIA) Requests

P-22018 6

If you prefer to submit a FOIA request, or if the information you seek is not available at our home page, then click on the link below for details regarding how you can submit a FOIA request:

http://www.chicagoparkdistrict.com/departments/administration/communications/foia/

COMPLAINTS AND PROTESTS

Complaints

You can submit a complaint or concern anytime by sending an e-mail to the Department of Purchasing at purchasing@chicagoparkdistrict.com or by sending an e-mail to the Department of Purchasing contact identified on p.

3 of this RFQ.

If you prefer, you can also submit your complaint or concern anytime to the Inspector General of the Chicago Park District by going to: http://www.chicagoparkdistrict.com/departments/board-of-commissioners/inspector-general-hotline/

Protests

In the event that you want to submit a protest regarding: (i) the solicitation (pre-due date); (ii) the evaluation of bids, qualifications, or proposals (after the due date but pre-award); or (iii) the award of the contract (post-award), the CPD’s Solicitation and Contacting Process Protest Procedures can be found at http://www.chicagoparkdistrict.com/doing-business/purchasing/rules-regulations-procedures/

End of General Information http://www.chicagoparkdistrict.com/departments/administration/communications/foia/ mailto:purchasing@chicagoparkdistrict.com http://www.chicagoparkdistrict.com/departments/board-of-commissioners/inspector-general-hotline/ http://www.chicagoparkdistrict.com/departments/board-of-commissioners/inspector-general-hotline/ http://www.chicagoparkdistrict.com/doing-business/purchasing/rules-regulations-procedures/ http://www.chicagoparkdistrict.com/doing-business/purchasing/rules-regulations-procedures/

P-22018 7

QUALIFICATIONS INFORMATION

1. EXAMINATION OF RFQ DOCUMENTS

Each submitter may download one copy of the RFQ directly from the CPD’s website. Chicago Park District RFQ documents obtained from any source other than the CPD cannot be assumed to be complete, and qualification submittals prepared from such documents are subject to rejection.

It is expected that each submitter will read the entire RFQ with care, and will submit the forms and affidavits contained in this RFQ without alteration. The CPD will not accept RFQ forms that have been recreated or reformatted by the submitter.

It is also expected that each submitter will carefully review its qualifications submittal before submittal to the Department of Purchasing, to confirm that it meets all requirements set forth in the Execution of Qualifications section. The submitter’s negligence in these matters, or the failure of the submitter to ask relevant questions before submitting its qualifications will not relieve the submitter of any obligations to comply, in every detail, with all provisions and requirements of the RFQ, if the submitter is awarded a contract. Conversation with an attorney is recommended, since this document may have important legal consequences.

2. PRE-SUBMITTAL MEETINGS

If there is a mandatory pre-submittal meeting and the prospective submitter does not attend, he/she cannot submit qualifications. Additionally, if a non-attendee attempts to submit qualifications, that qualification submittal will not be considered.

If there is a non-mandatory pre-submittal meeting, attendance is not required but is strongly recommended.

If representatives of the CPD address questions at a pre-submittal meeting, no such statements made shall in any way bind the CPD. Prospective submitters must submit all questions in writing to the Director of

Purchasing (or his/her designee) by the date and time specified herein. A reply, if any, will be issued in the form of an addendum or a clarification, as described below.

If there is no scheduled pre-submittal meeting and a prospective submitter is in doubt as to the true meaning of any part of the RFQ, he/she may submit to the CPD’s Director of Purchasing (or his/her designee) a written request for an answer, an interpretation, or the correction of any ambiguity, as set forth below.

3. QUESTIONS and ANSWERS

Questions can be submitted in writing to the Department of Purchasing between Monday – Friday, 8:30 a.m. –

4:30 p.m.

Any correction, revision, answer, or clarification of the RFQ documents will be made only by a written addendum (if something in the RFQ is changed) or a Clarifications / Answers document (if nothing in the RFQ is changed.) duly issued by the Director of Purchasing or designee.

Since this is an open RFQ, a copy of any addendum, or Clarifications/Answers, will be uploaded to the RFQ’s page at the Department of Purchasing’s home page whenever the CPD makes the addendum or

Clarifications/Answers available. Failure on the part of the prospective submitter to receive such written interpretations, clarifications, or answers will not be grounds for the withdrawal of the submitter’s qualifications submittal after it is submitted. The CPD will not be liable for the submitter’s failure to download or otherwise obtain any addenda that may be issued for this RFQ. It is the sole responsibility of the submitter to obtain such addenda.

P-22018 8

Submitter must acknowledge receipt of each addendum on the RFQ’s signature page. It is not necessary to acknowledge receipt of a Clarifications / Answers document.

4. FORMS

Remove and complete all of the forms listed on p.52 in the Qualifications Submittal Contents section. For purposes of comparisons between submitters, use “as is.” Do not scan and reformat these forms. Any qualifications submittal form that has been reformatted or re-created in any fashion by the submitter may be summarily rejected. Sign appropriately and have notarized where required.

5. SUBCONTRACTORS

The contractor shall subcontract only with competent and responsible subcontractors. The CPD reserves the right to approve all subcontractors.

Awardee shall not replace any subcontractor or add or subtract subcontractors without the prior written consent of the Director of Purchasing of the Chicago Park District. Such consent by the CPD shall not be unreasonably withheld.

6. EXCEPTIONS TO THE RFQ

Any deviations from or exceptions to the RFQ must be noted on the relevant submittal page(s), with the exact nature of the change(s) outlined in sufficient detail in a cover letter. The reason for such deviations or exceptions should also be included. The CPD will evaluate their impact on the RFQ, and reserves the right to reject qualification submittals that do not completely meet the RFQ requirements. Further, changes, additions, or deletions made to the General Conditions by the submitter are not favored, and are included in this disqualification caution. Lastly, failure of a submitter to comply with the terms of this paragraph also may be cause for rejection of the qualification submittal.

7. TRANSPARENCY WEBSITE; TRADE SECRETS

Consistent with the CPD’s practice of making available to the public all information submitted in response to a public procurement* through the CPD’s internet website, submitters may designate the portions of a qualification submittal that contains trade secrets or other proprietary information/data (“data”) that the submitters desire to remain confidential.

[*All qualification submittals; any information and documentation contained therein; any additional information or documentation submitted to the CPD as part of this solicitation; and any information or documentation presented to the CPD as part of the negotiation of a contract or other agreement.]

To designate portions of a qualification submittal as confidential, the submitter must:

A. Mark the cover page as follows: “This qualification submittal includes trade secrets or other proprietary data.”

B. Mark each sheet or data to be restricted with the following legend: “Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this qualification submittal.”

C. Provide a redacted copy of the entire qualification submittal in PDF format for posting on the CPD’s website. Submitter is responsible for properly and adequately redacting any data which the submitter desires to remain confidential. If entire pages or sections are removed, they must be represented by a page indicating that the page or section has been redacted. Failure to provide a redacted copy may result in the posting of an un-redacted copy.

Indiscriminate labeling of material as “Confidential” may be grounds for deeming the qualification submittal as non-responsive.

P-22018 9 All qualifications submitted to the CPD are subject to the Freedom of Information Act (“FOIA”). The CPD will make the final determination as to whether information, even if marked “Confidential,” will be disclosed pursuant to a request under FOIA or valid subpoena. The submitter agrees not to pursue any cause of action against the CPD with regard to disclosure of information.

8. WITHDRAWAL OF QUALIFICATION SUBMITTAL

After the Chicago Park District receives the qualification submittal, it may be withdrawn only at the discretion of the Director of Purchasing.

9. ERRORS IN QUALIFICATION SUBMITTAL

Submitters are cautioned to verify the information in their qualification submittal prior to delivering them to the CPD. Thereafter, modifications to the qualification submittal will be permitted only at the discretion of the Director of Purchasing. Any material misrepresentations made by the submitter may void their qualification submittal and eliminate the submitter from further consideration.

10. RETURN OF QUALIFICATION SUBMITTAL

The CPD shall be under no obligation to return any qualification submittal or other materials submitted by the submitter in response to this RFQ.

11. INCURRED COST

All cost incurred in the preparation and submission of the qualification submittal, and any responses, shall be borne by the submitter.

12. RESERVED RIGHTS

The Director of Purchasing or his/her designee shall represent the CPD in all matters pertaining to this RFQ.

The CPD reserves the right at any time and for any reason to cancel this RFQ, to reject any, some, or all of the qualification submittals, or to accept any, some, or all of them. The CPD also reserves the right to waive any immaterial defect in any submittal when, in his/her opinion, the best interests of the CPD will be served by such action.

The CPD reserves the right to approve all subcontractors. Project awardees shall not replace any subcontractor or add or remove subcontractors without the prior written consent of the Director of Purchasing of the Chicago Park District. Such consent by the CPD shall not be unreasonably withheld.

End of Qualifications Information

P-22018 10

SCOPE OF WORK

INVITATION

The Chicago Park District (“CPD”) invites experienced architectural, engineering, and landscape architectural firms or consultants to submit their qualifications for possible inclusion in the Architecture and Engineering Services pre-qualified pool (“DES pool”). There are five (5) categories of work for this pool, and firms can submit their qualifications for one, some, or all four categories work: (i) Architecture; (ii) Engineering: Civil, Structural & MEP; (iii) Landscape Architecture and Urban Planning; (iv) Environmental Engineering; and (v) Ecological Restoration Services (See Categories Form on p. 60).

Pre-qualification will be awarded by category. If the firm is submitting their qualifications package for more than one category, a separate qualification package is not required for each category, however the qualification package must include the Categories Form (p. 60) that indicates the categories or categories for which you are submitting your qualifications package and all documentation pertinent to the category such as experience and personnel (See Qualifications Package Contents). Lastly, pre-qualification is not a guarantee of work.

Firms Currently In the Design and Engineering Pool

Current members of the CPD’s Architecture and Engineering Services pre-qualified pool must submit their qualification package in response to this RFQ in order to be considered for possible inclusion in this new pool. There is no automatic qualification, special consideration, or expedited review for firms in the current Architecture and Engineering Services pre-qualified pool.

Subcontracting

You cannot pre-qualify your firm in a category by subcontracting the entirety of the work of that category to another firm.

For pre-qualification in a category, your firm must itself perform a minimum of 25% of the work of the category.

EXPERIENCE

The CPD seeks architectural, engineering, and landscape architectural firms or consultants who have experience necessary for the types and sizes of projects described in the Scope of Work and Exhibit A. In addition, submitters, acting as individuals, partnerships, corporations, or other legal entities, must be financially solvent; familiar with local, state, and federal codes, legislation, procedures, and regulations affecting work in its professional area; of professional status, licensed to perform all applicable professional disciplines in the State of Illinois; and governed by professional ethics in its relationship to the CPD.

Engineering: Civil, Structural & MEP

Interested firms can have either civil, structural or MEP engineering experience. It is not necessary to have all to submit a qualification package for consideration for this category.

Landscape Architecture, Urban Planning and Community Outreach

Interested firms can have landscape architecture, urban planning or community outreach experience. It is not necessary to have all to submit a qualification package for consideration for this category.

REQUIRED SERVICES FOR ALL CATEGORIES

Generally, the services required of the pre-qualified firms in the pool will involve assisting the CPD in developing construction projects for bid and in assisting the CPD with the construction administration of these projects. All pre-qualified firms will be expected to have the ability to perform a variety of tasks.

Standards and Requirements

The work performed by any firm awarded a project shall meet the following standards, requirements, and

P-22018 11 expectations:

1. PROJECT DRAWINGS: The generation of all necessary drawings shall be the responsibility of the project awardee. The project awardee will have an opportunity to review and make prints of record drawings in the CPD vault with the CPD project manager. The CPD cannot guarantee the accuracy of this information, however, and the project awardee shall determine and assume responsibility for the suitability and accuracy of the record drawings for the assigned project.

2. ACCESSIBILITY: The selected firm and the CPD’s project manager shall meet with the Mayor’s Office for

People with Disabilities during the programming/schematic design phase of individual projects to determine a clear and agreed-on direction for required accessibility improvements. All work shall comply with the Americans with Disability Act and the latest version of the Illinois Accessibility Code.

3. SUSTAINABILITY: Whenever possible, the project awardee shall utilize “green” or “sustainable” products and practices, in order to minimize the impact of the work on the environment and on human health.

4. CAD: The project awardee shall produce all drawings for each project on the latest version of AutoCAD. These drawings shall include accurate base drawings for the entire building/project area. Upon completion of each project, a disk containing the final drawing set shall be sent to the CPD.

5. STANDARDS: Where historic buildings, facilities, or landscapes are involved, all work shall be consistent with the Secretary of Interior’s Standards for Rehabilitation. The CPD will provide the project awardee with information concerning the standards and requirements of its particular facilities. This may include program information, and may also include certain standard drawings and specifications. The project awardee shall determine the suitability of information for this project.

6. PERMITS: Throughout the design process, the project awardee shall work with all of the various permitting agencies in order that code and permit-related issues can be identified, resolved, and incorporated into the final contract drawings and technical specifications prior to the construction package being issued for bid. It is the CPD’s goal to accelerate the acquisition of permits so that construction can start at the earliest possible date after contract award. The project awardee shall obtain all necessary permits for the relevant construction project.

7. ALTERNATES: If required, the project awardee shall develop construction documents with add or deduct alternates, and shall clearly identify these alternates in all cost estimates.

8. DOCUMENTS: The final version of the technical specification must be provided to the CPD’s Department of Purchasing electronically, as one Word document, not write-protected, along with a final electronic version of the drawings. Projects will not be advertised before receipt of drawings.

At least two days prior to the date of project advertisement the project awardee shall deliver to the Department of Planning and Construction a limited number of printed hard copies of the drawings and technical specifications.

Design Administration

The project awardee will:

• Verify program needs including scope, schedule and budget.

• Meet with the CPD staff and community representatives as required and prepare meeting minutes within 5 days following each meeting.

• Communicate with CPD on a regular basis through the attendance of meetings, issuance of meeting minutes, submission of revised project schedules, updated cost estimates, correspondence with other city or private agencies, copies of CPD and City of Chicago Building Department comments and your response to said comments and a list of outstanding issues and concerns that directly affect the cost and schedule.

P-22018 12 Permitting

• Consultant must demonstrate a clear understanding and ability to procure all required permits. Consultant shall conduct reviews and submit for review/permits with all required regulatory agencies, including, but not limited to, Department of Buildings, Bureau of Fire Prevention, Chicago Department of Transportation, Mayor’s Office for People with Disabilities, Office of Emergency Management and Communications, and Illinois Environmental Protection Agency, IDNR and IHPA.

• Consultant will work with all applicable permitting agencies, as necessary, until all permit reviews have been completed and permits have been issued. This will include, but not be limited to, conducting review meetings with all necessary permitting agencies, resolving all design issues associated with obtaining permits and providing the required number of stamped drawings. All permit issues should be resolved prior to the award of the construction contract.

• Designs must meet or exceed the standards set forth in the Chicago Building Code, all applicable ADA codes, the Chicago Sustainable Development Policy Handbook, the Chicago Park District Design Guidelines and Standards, and the Chicago Park District Landscape Guidelines for Playground Design. Any changes in these codes during the life of the proposal will not entitle the consultant to additional compensation.

• Review plans with the City of Chicago Building Department, Illinois Department Natural Resources (IDNR), the Illinois Historic Preservation Agency (IHPA), and any other relevant permitting agencies and departments as designs are developing to ensure that no major changes will need to be incorporated into the construction drawings after having formally submitted for permits.

• Consultant must conduct a preliminary meeting with City of Chicago Department of Water Management (DWM) prior to final plans being submitted for permit. If DWM’s approval is not obtained in one meeting, Consultant is expected to conduct as many meetings as necessary to receive DWM approval. The Consultant is responsible for preparing meeting minutes and submitting to CPD for all meetings. As-built drawings shall be prepared in accordance with DWM requirements by consultant. The costs associated with the stormwater permit review fee shall be included as a Reimbursable Expense on the Cost Proposal/Fee Schedule Form.

• Consultant must conduct a preliminary meeting with the City of Chicago Mayor’s Office of Persons with Disabilities (MOPD) prior to final plans being submitted for permit. If MOPD’s approval is not obtained in one meeting, Consultant is expected to conduct as many meetings as necessary to receive MOPD approval. The Consultant is responsible for preparing meeting minutes and submitting to CPD for all meetings.

Site Verification

• Conduct site review and confirm existing conditions.

• Review and analyze available CPD archives, environmental reports, feasibility studies, and other archival documentation of existing conditions.

• Review existing utilities and other relevant infrastructure information within the project boundary and adjacent areas from all available sources beyond CPD documentation.

• Complete OUC information retrieval and incorporate into site survey.

• Prepare site survey for the disturbed areas for the accurate and complete preparation of conceptual plans, construction documents, and City of Chicago permit approvals. Survey extent should provide the Consultant knowledge of all site conditions that will affect project design, including all utilities, the existing built environment that may be impacted, topography with contour lines, and trees (over 2 inches in caliper) and be used for the City of Chicago permitting. The Consultant is required and responsible to research of all CPD archive drawings, field verify and to incorporate all utility information into the drawings.

• Prepare an ALTA survey and Title Commitment of the entire park.

• Soil borings and infiltration testing may be required as determined by the City’s Department of Water Management (DWM) as part of City permit review due to the size of the disturbed area.

• Complete geotechnical investigation for building improvements as required to produce accurate and complete construction documents to satisfy City of Chicago permit requirements.

• Conduct any investigation and testing necessary to produce accurate and complete construction documents to satisfy City of Chicago permit requirements.

P-22018 13 30% Schematic Design

• Develop 30% Schematic Design concepts with a preliminary basis of design narrative including all scope items.

• Develop a detailed cost estimate for each design concept (not based on square footage).

• The Consultant assumes all responsibility for staying within the assigned project budget unless otherwise directed in writing by the CPD Project Manager. If the lowest bona-fide bid exceeds the Consultant’s estimate for the project budget by more than 5%, CPD may direct the Consultant to redesign the project to conform to the project budget at no additional compensation to the Consultant.

• Develop a written permit analysis.

• Develop a written Zoning Code analysis.

• Submit a PDF copy of the design concepts, cost estimates, Zoning Code analysis and Building Code & Permit analysis for CPD Review as well as up to five (5) printed drawings.

• Attend CPD review meeting.

• Revise schematic design concepts as necessary to obtain CPD approval.

• Prepare rendered presentation graphics for the 30% Schematic Design concepts approved by CPD. Provide printed and mounted 24x36 boards for public presentation.

50% Design Development

• Utilizing the schematic design concept and based on comments received from the assessment report, develop 50% Design Development drawings with a basis of design narrative, incorporating the review comments. Drawings to include but not limited to a cover sheet, demolition plans, site plans, floor plans, elevations, civil plans, electrical drawings, MEP drawings, sections, and details.

• Engineer site utilities as necessary, including sewer, water, gas, irrigation, and electrical and coordinate with appropriate utility companies.

• Provide draft technical specifications including site investigation reports.

• Develop a detailed cost estimate for each design concept (not based on square footage).

• The Consultant assumes all responsibility for staying within the assigned project budget unless otherwise directed in writing by the CPD Project Manager. If the lowest bona-fide bid exceeds the Consultant’s estimate for the project budget by more than 5%, CPD may direct the Consultant to redesign the project to conform to the project budget at no additional compensation to the Consultant.

• Provide written responses to the 30% Schematic Design review comments.

• Submit A/E checklist to CPD.

• Submit a PDF copy of the drawings, draft technical specifications, cost estimate, review responses, A/E checklist, and up to ten (10) sets of printed drawings to CPD for review.

• Attend the CPD design review meeting.

• Revise Design Development Documents as necessary to obtain CPD approval.

• Prepare rendered presentation graphics for the 50% Design Development plan approved by CPD. Provide printed and mounted 24x36 boards for public presentation.

95% Construction Drawings

• Develop 95% Construction Drawings incorporating the review comments with a final basis of design document. Drawings to include but not limited to a cover sheet, demolition plans, site plans, floor plans, elevations, civil plans, electrical drawings, MEP drawings, sections, and details.

• Update the draft technical specifications including site investigation reports.

• Develop a detailed cost estimate for each design concept (not based on square footage).

• The Consultant assumes all responsibility for staying within the assigned project budget unless otherwise directed in writing by the CPD Project Manager. If the lowest bona-fide bid exceeds the Consultant’s estimate for the project budget by more than 5%, CPD may direct the Consultant to redesign the project to conform to the project budget at no additional compensation to the Consultant.

P-22018 14

• Provide written responses to the 50% Design Development review comments.

• Submit A/E checklist to CPD.

• Submit a PDF copy of the drawings, draft technical specifications, cost estimate, review responses, A/E checklist, and up to ten (10) sets of printed drawings to CPD for review.

• Attend the CPD design review meeting.

• Revise 95% Construction Drawings and technical specifications as necessary to obtain CPD approval.

• Consultant must formally make application to the City of Chicago and any other applicable permitting agencies for all permits that will need to be obtained before work can begin. All permit issues should be resolved prior to the award of the construction contract.

100% / Bid Construction Documents

• Develop 100% / Bid Construction Documents incorporating the review comments. Drawings to include but not limited to a cover sheet, demolition plans, site plans, floor plans, elevations, civil plans, electrical drawings, MEP drawings, sections, and details.

• Consultant to provide table of contents, draft cost proposal pages with alternates identified and schedule of unit prices for use in the front end specifications. CPD will provide the final front end specifications for Consultant to incorporate into the final bid documents

• Provide final technical specifications including site investigation reports.

• Develop a detailed cost estimate for each design concept (not based on square footage). NOTE: The Consultant assumes all responsibility for staying within the assigned project budget unless otherwise directed in writing by the CPD Project Manager. If the lowest bona-fide bid exceeds the Consultant’s estimate for the project budget by more than 5%, CPD may direct the Consultant to redesign the project to conform to the project budget at no additional compensation to the Consultant.

• Provide written responses to the 95% Construction Drawings review comments.

• Update and submit A/E checklist to CPD.

• Submit a PDF copy of the complete bid package, final technical specifications, cost estimate, review responses, A/E checklist, and up to six (6) sets of printed drawings and specifications.

• Provide a PDF copy of a final rendered site plan.

• When construction drawings are at 100% complete and approved by CPD, Consultant must formally make application to the City of Chicago and any other applicable permitting agencies for all permits that will need to be obtained before work can begin. All permit issues should be resolved prior to the award of the construction contract.

Issue for Construction Drawings

• Develop Issue for Construction Drawings incorporating all addenda and permit revisions. Submit a PDF copy and up to six (6) sets of printed drawings to CPD.

Bidding and Negotiation

• Attend Pre-Bid Meeting.

• Answer questions and issue written addenda regarding changes to or clarification to the Contract Documents

Construction Administration and Observation

The project awardee will:

• Perform site reviews during construction and submit written observation reports identifying work in progress and action items needed by the General Contractor within 5 days following each visit. On average, site inspections will be conducted once a week. However, consultant will work with the CPD Project Manager on the frequency of visits as more or less may be needed from week to week depending on the activity.

• Ensure that work in the field is consistent with the construction drawings and technical specifications.

• Compile monthly reports that include but are not limited to: monthly meeting minutes, RFI log, change order log, revised project schedule, and updated budget, correspondence with other city or private agencies, and a list of outstanding issues/concerns that directly affect the cost and the schedule.

P-22018 15

• Review and approval of shop drawings, samples and all submittal packages, review and respond to contractor’s requests for information, review and respond to work authorization requests and review and approve contractor’s payment requests, all within 5 days of receipt.

• Site review and preparation of punch list.

• Final site review and sign-off upon completion of punch list.

• Review project record documents and other required close-out items from the General Contractor and verify for completeness and accuracy. This includes as-built drawings showing the actual location and elevation of all improvements; all warranties and guarantees in correct form and length of term as required by the bid document; all operation and maintenance manuals all tools hardware or project attic stock required to be turned over to CPD, and any other items required by the bid document prior to Final payment issuance.

These should be provided in PDF format and placed on a CD or Flash Drive in three (3) separate folders as follows; As-Built Drawings, Warranties, Operation and Maintenance. These items will be delivered to CPD before Final Payment is made to General Contractor. These items shall become the property of the Park District.

• Completion and delivery of As-Built plans in accordance with the Department of Water Management regulations for Stormwater Management.

• Provide a PDF and AutoCAD file of the final Site Survey sheets signed and sealed by a licensed surveyor to the Chicago Park District.

• Delivery of 100% construction drawings issued for bid and permit in digital form, in both AutoCAD and PDF, compatible with CPD version of this software as directed by CPD Project Manager. These items will be delivered to CPD before Final Payment is made to either Consultant or General Contractor. These items shall become the property of the Park District.

• Problem resolution for 6-12 months after final inspection.

Schedules

The CPD seeks to achieve the earliest possible beneficial occupancy with every project and consequently will require that all projects have a demanding completion schedule.

• The project awardee will be asked to confirm the schedule and will be encouraged to suggest alternative design/construction methods that may expedite the completion of the project.

• The process of obtaining City permits must be initiated prior to the award of the construction contract.

• The bidding period in the pre-qualified pool is approximately six (6) weeks.

• The project awardee shall coordinate the project and work with the CPD project manager to complete these projects on time. Where there are problems, the project awardee shall be responsible for defining the issues and developing corrective actions and/or contingency plans in order to put the projects back on schedule.

The following parameters will be clarified at the beginning of each specific project:

• Schematic drawings completion date: (TBD) weeks from the date of the NTP.

• Design development documents completion date: (TBD) weeks from schematic design approval.

• 95% construction documents completion date: (TBD) weeks from the date of the design development document approval.

• Final construction documents completion date: (TBD) weeks from the date of the 95% construction documents approval.

• Construction start date: (TBD).

P-22018 16

• Construction completion and occupancy date: (TBD), or earlier, if and when possible.

CATEGORY SPECIFIC SERVICES

In addition to the required services outlined above, additional tasks specific to each category may be required. The lists of category-specific services below are not intended to be exhaustive, but simply representative of the types of services that may be required for each category.

Architecture

• Conduct investigations, feasibility studies, analyses, research, and/or develop drawings for new facilities, building additions, interior remodeling, and other similar work.

• Research and conduct facilities programming studies, zoning code, and/or historical building analyses.

• Develop interior design, furniture, and equipment recommendations and layouts.

• Obtain approved occupancy placards for the fieldhouse.

• Perform other work routinely performed by architects.

Refer to Exhibit A for a list of project solicitations distributed to this category in 2017 and 2022.

Engineering: Civil, Structural & MEP

• Conduct investigations, feasibility studies, analysis, and/or develop drawings for new or existing park facilities --including water services, storm and sanitary sewers, drainage, grading, pathways, trails, courts, parking lots, and other paved areas.

• Develop mechanical, electrical, and/or plumbing assessments or reports.

• Develop a cabling infrastructure system for voice and data communications, consisting of workstation outlets, data and voice cabling, local concentrator enclosures, fiber optic backbone data cabling, voice cabling, four main distribution frame (MDF) racks, and voice and fiber optic terminations in the MDF room.

• Research new and existing materials, including relevant testing and specification parameters, and provide recommendations.

• Perform other work routinely performed by civil, structural, or MEP engineers.

Refer to Exhibit A for a list of project solicitations distributed to this category in 2017 and 2022.

Landscape Architecture, Urban Planning and Community Outreach

• Conduct investigations, feasibility studies, analyses, and/or develop drawings for new parks, park additions, planting designs, floral designs, shoreline & lagoon rehabilitations, restorations and rehabilitations of parks and facilities, and other similar work.

• Conduct Park programming studies, inventories, and/or historic park analyses.

• Facilitate Park planning studies and framework planning.

• Develop environmental restoration plans.

• Facilitate Community Outreach and Engagement processes.

• Research and develop National Register Nominations, Cultural Landscape Reports or other historical reports

P-22018 17

• Develop wayfinding signage or interpretative signage.

• Perform other work routinely performed by landscape architects or urban planners.

Refer to Exhibit A for a list of project solicitations distributed to this category in 2017 and 2022.

Environmental Engineering

• Conduct feasibility studies, environmental investigations, or analyses of new or existing facilities.

• Conduct and Review Phase 1 and/or Phase 2 environmental assessments of park property, including property being considered for acquisition by the Park District.

• Manage underground fuel storage tank removal and remediation (as required), including preparing and filing documents and obtaining permits from appropriate agencies.

• Manage remediation projects and obtain No Further Remediation Letters through the Illinois Environmental Protection Agency’s Site Remediation Program .

• Manage and conduct oversight for asbestos abatement projects and generate technical specification for renovation projects.

• Manage and conduct oversight for lead based paint abatement and mitigation projects and generate technical specification for renovation projects.

• Manage and conduct oversight for mold abatement projects.

• Manage bird control and abatement.

• Conduct testing of suspected hazardous materials.

• Manage hazardous and non-hazardous waste removal, including but not limited to universal waste, used oil, PBC waste, and potentially infectious medical waste.

• Other work routinely performed by environmental engineers.

Refer to Exhibit A for a list of project solicitations distributed to this category in 2017 and 2022.

Ecological Restoration Services

• Evaluate plant community, composition, and structure, which may include tree inventories and ecological monitoring.

• Provide design services for natural areas and nature gardens.

• Develop ecological restoration and management plans.

• Develop specifications and performance standards for natural areas.

• Evaluate and assess erosion stabilization and maintenance.

• Evaluate and assess hydrological conditions, water quality, and watershed influences.

• Develop terrestrial and shoreline plant and animal inventories.

P-22018 18

• Provide soil and water testing services, evaluations, and recommendations.

• Provide assessments of nature gardens for supplemental annual plantings.

• Provide wetland, aquatic, or other specialized habitat restoration planning.

• Perform other work routinely performed by ecological restoration consultants

CPD’s RESPONSIBILITIES

For each awarded project developed for bid, the CPD will provide:

• Access to record drawings that it has in its possession (for reference only).

• A project manager assigned to the project.

• Review of design submittals.

• All of the construction bid package except for the technical specifications, drawings, and related (pricing pages) material.

• Issuance of the construction bid package, its public advertisement, the bidding process, bid evaluations, the contract award and contract execution; or through distribution to a select pool of pre-qualified construction firms.

• Reimbursement of permit fees if applicable and not waived.

PROCURING SERVICES FOR A PROJECT

As mentioned in the General Information section, inclusion in the pool is not a guarantee of…