2024 09-18 A_E_Ac RFQ.pdf

REQUEST FOR QUALIFICATIONS (RFQ)

for

Architectural, Engineering and Acoustical Design Services

Issued:

September 18, 2024 by

Traverse City Area Public Schools Capital Projects | Planning

1212 Cass Road

Traverse City, Michigan 49685

Request for Qualifications T C A P S · C A P I T A L P R O J E C T S | P L A N N I N G

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Traverse City Area Public Schools (TCAPS) is Requesting Qualifications for Architectural, Engineering and Acoustical Design Services. TCAPS is seeking firm(s) to provide Architectural, Engineering and Acoustical Design services whose combination of experience and expertise will provide timely, professional services to the District.

TCAPS reserves the right to enter into one or more contracts with any firm(s) selected under this RFQ process.

Overview of Traverse City Area Public Schools (TCAPS)

Serving approximately 9,000 students, the TCAPS district encompasses approximately 300 square miles with a total of 17 operating school buildings, four support buildings and two standalone athletic complex sites. The 17 schools consist of ten traditional elementary buildings, a toddler thru eighth grade Montessori school, an elementary building leased to the ISD, two traditional middle schools, two traditional high schools, and one alternative high school. The four support buildings are an administration building, a bus garage/transportation offices, facilities offices, and the technology data center. Nearly $400 million in assets are incorporated into 2,000,000 square feet of space serviced and maintained with an approximate $100 million dollar general fund budget. TCAPS is the region's second largest employer with approximately 1,200 staff members.

Traverse City Area Public Schools (TCAPS) is known for offering the region’s widest variety of high-quality academic and extracurricular programs. Ranked among the top schools in the nation, TCAPS offers multiple world languages, award-winning robotics, music and performing arts programs, and opportunities for students to earn college credit while still in high school.

TCAPS RFQ

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REQUEST FOR QUALIFICATIONS

Scope Overview:

Traverse City Area Public Schools (TCAPS) recently passed a Bond Authorization that included funding for improvements to our existing facilities for the music programs that are an integral part of the District’s educational system. TCAPS’ Architect / Engineer / Acoustician is expected to provide a team that has experience in planning, programming, design and construction of facilities that provide musical instruction, practice and performance spaces. It is expected that the selected team will provide all disciplines necessary to design and administer the District’s construction work.

Submittals may be presented by individual disciplines, however TCAPS preference is for team submittals incorporating multiple disciplines.

This is a multi-year process. Not all identified projects are intended to be completed at the same time or within the same year. It is expected the selected team will assist TCAPS in developing a timeline for completion of approved projects.

Generally, the scope of this commission includes, but is not limited to, the following services for all projects designated at the discretion of TCAPS:

1. Pre-planning, Programming, Schematic Design, Design Development, Construction Documents, Bidding and Negotiations, Construction Administration and Project Closeout;

2. Preparation of Cost Estimates for construction;

3. Preparation of Project Facility Assessments and Feasibility Studies;

4. Collection and/or verification of pre-design information (either furnished or not furnished by the

District’s representatives);

5. Preparation of conceptual plans and assistance in the development of reasonable project budgets and time schedules;

6. Implementation and/or Development of District Standards;

7. Intentional incorporation of energy savings in design work and securing incentives and rebates;

8. Preparation of plans and specifications for designated projects with negotiated stipulated sum fees which include but are not limited to;

a. Interior design, FF & E

b. Site evaluation and planning

c. Incorporation of Technology and Security

d. Commissioning

e. Development of AIA Contracts on the Districts behalf

9. Securing of required government agency plan reviews and approvals;

10. Provisions of value engineering services in conjunction with the District’s representatives;

11. Representing the District, as directed, supervise and coordinate with other professional services firms retained for specific tasks;

12. Represent the District, as directed, during the construction delivery process from bidding through project close-out.

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Schedule: RFQ Submission

Advertisement of RFQ September 18, 2024 Discussion meeting September 26, 2024, 3:30 - 4:30 PM (RSVP to this RFQ at thwingpa@tcaps.net with an email address to receive an invite for virtual attendance) Submissions due October 25, 2024 Interviews of short listed firms October 28, 2024 – November 15, 2024

Evaluation Criteria and Process Submittals will not be considered from firms that are not properly licensed and/or registered within the State of Michigan. TCAPS reserves the right to enter into one or more contracts with any firm(s) selected under this RFQ process.

Evaluation Criteria includes but is not limited to the following:

Experience and results in providing similar services for other K-12 educational entities.

Qualifications and relevant experience of key team members.

Availability, familiarity with local conditions, codes and practices.

Scope understanding; Projects approach and methodology.

Responsiveness, relevance and readability of submittal.

Fee Schedule

TCAPS intends to select Architects / Engineers / Acousticians team on the basis of capability and qualifications, capacity, availability, personnel assigned, relevant experience and proposed compensation.

TCAPS intends to review the RFQ packages submitted, short-list to the four or five most qualified and make final selection through interviews before a committee. The District’s decision is final. The District reserves the right to waive any irregularities in the RFQ packages or process to suit its own needs. The District intends to execute a contract with the successful firm for an initial period of three (3) years, with extensions possible.

Submittals will be reviewed by a committee made up of the Operations and Music Departments, the Superintendent’s Office and the Board of Education. TCAPS reserves the right to select the most qualified firm(s) based on the submittals and the best interests of the District.

Firms who submit packages will be notified of the selection results. Final recommendation of any selected firm is subject to the approval of the TCAPS Board of Education.

Submittal Format Interested firms must submit one (1) bound original qualification / proposal package, including all required forms and one (1) USB-drive containing a digital copy of the complete package in PDF format.

Proposals shall be printed and printable on 8 ½” x 11” paper; pages containing organizational charts, matrices, or large diagrams may be printed on larger paper in order to preserve legibility. Type size shall be no smaller than 11 point for narrative sections, but may be reduced for captions, footnotes, etc. while maintaining legibility.

Submit proposals with the fewest pages possible, double-sided is acceptable; use materials that are easily recyclable.

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Submittal Content: RFQ Response Firms interested in responding to the RFQ should submit a Statement of Qualifications that contains the following information:

1. Business Organization

a. Provide name, address and brief description of the firm, including type of ownership or legal structure.

b. List not more than two principals who may be contacted.

c. Indicate compliance with equal opportunity employment requirements.

d. Provide the name, title, phone and email address of the person considered the main contact for TCAPS’ projects.

e. Indicate the firms/teams availability and capacity.

f. Identify any legal proceedings (arbitration, complaint or court order) filed by an owner against the firm for any project where services were provided during the last five years.

g. Describe your firms policy related to errors and omissions.

2. Experience

This section must include relevant recent experience on K-12 educational commissions of varying scope and nature. “Signature” buildings are not as important as experience with remodeling, renovation, addition and other projects of similar nature.

a. List a maximum of six (6) relevant projects completed in the last ten (10) years. Include:

Brief project description;

Owner’s representative having knowledge of the firms work, include contact information;

Contract dollar amount, phases of project involved, total time period and;

Discuss the methods, approach and controls used to complete the project in an effective, timely economical and professional manner.

Indicate or highlight projects that were completed by the same team proposed for this contract.

b. Indicate familiarity and experience with K-12 education design and construction in Michigan and with LEED or other “green” initiatives in building construction, especially in K-12 education.

c. Indicate experience in administering “blanket” type contracts, particularly for K-12 education.

d. List firm principals or team leaders proposed for the TCAPS team who have worked on past projects at

Traverse City Area Public Schools.

e. Describe the proposed team that would be working on TCAPS’ projects, furnish names and resumes of all pertinent team members and their most recent experience with Michigan K-12 projects. Indicate in a matrix the proposed team’s organization and responsibilities.

3. RFQ Understanding, Methodology and Approach

Discuss your firms approach to the following:

a. Programming, Planning, Design and inclusion of primary stake-holders

b. Project management and quality control procedures; describe how the firm/team addresses the common issues in construction projects.

Quality and Costs Control

Change Orders

Value Engineering

Local presence for problem solving

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4. Hourly rates and fee schedule

a. Attach Schedule(s) of hourly rates and fees for all disciplines of firm and proposed team.

b. Fee Schedule will be used for the contract period as the basis for fees charged and invoiced for hourly work. Some projects will require a negotiated hourly not-to-exceed fee.

c. Fees of consultants retained by the selected Architect / Engineer / Acoustician, in the course of discharging its duties under this commission, will be treated as a reimbursable expense with a multiplier of 1.0 for authorized work.

Form of Contract

The form of Contract for the Architectural Engineering commission will be AIA Document B102, “Standard Form of Agreement Between Owner and Architect without a Predefined Scope of Architect’s Services”, 2007 edition, which may be modified by negotiation with the selected Architect / Engineer. Fees of consultants retained by the selected Architect / Engineer, in the course of discharging its duties under this commission, will be treated as a reimbursable expense with a multiplier of 1.0 for authorized work.

Insurance Requirements Show evidence of insurance coverage and indicate coverage limits for the following:

1. General Liability

2. Automobile Liability

3. Excess Liability

4. Workers Compensation and Employers’ Liability

5. Architect/Engineer Professional Liability

6. TCAPS and its representatives shall be named as additional insured.

Employee Identification: TCAPS requires all Contractor personnel to wear identification badges at all times.

1. Badging requirements and information can be found on the TCAPS Capital Projects and Planning webpage at: https://www.tcaps.net/about/departments/capital-projects-and-planning/

Project Deliverables

1. Deliverables will be defined and modified by project size, phases and submittal requirements.

2. Typical delivery method is Design – Bid – Build.

3. In all cases when project size requires the work to be bid, Final Owner Review CD drawings will be provided prior to the solicitation of bids

4. CADD Backgrounds; in addition to typical close-out contract documents the Architect / Engineer will provide the owner with a single CADD plan drawing incorporating all disciplines (AMEP) work on the plan for the given project.

5. Energy Incentives and Rebates; during the course of project work whenever and wherever possible incentive and rebate programs will be taken advantage of, tracked and recorded on the owners behalf.

Discussion Meeting

A discussion meeting will be held with all interested firms on Thursday September 26, 2024; 3:30 - 4:30 p.m.

EST at the GL - Administration Building, 1009 S. Oak Street, Traverse City, Michigan; Conference Room #10.

(RSVP to this RFQ at thwingpa@tcaps.net with an email address to receive an invite for virtual attendance) Attendance at the Discussion Meeting is not mandatory but highly recommended.

END OF RFQ