240809 SSD AE Housing RFQP Final 8-9-24.pdf

REQUEST FOR QUALIFICATIONS

& PROPOSAL (RFQ/P)

FOR PROFESSIONAL SERVICES

Request for Qualifications & Proposal for Professional Services

ARCHITECTURAL & ENGINEERING

For the 2024 Bond Program – Staff Rental Housing Project

Summit School District

Qualifications Due 08.29.2024 @ 5 PM

Provided by: DYNAMIC PROGRAM MANAGEMENT

SUMMIT SCHOOL DISTRICT

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Request for Qualifications & Proposal

A. Invitation & Procurement Schedule

Summit School District (Owner) would hereby invite interested firms and/or individuals (Professional Service Providers) to submit a response to this Request for Proposal (RFQ/P) for professional services in support of the 2024 Bond Program for the Staff Rental Housing portion.

QUALIFICATIONS SUBMITTAL INSTRUCTIONS

Proposals must be submitted via the electronic submission on BidNet (https://www.bidnetdirect.com/colorado ) no later than 5:00 PM prevailing time on August 29th, 2024, as specified on the solicitation notice. Please note that candidates must register on BidNet in order to submit proposals electronically. Late proposals will not be accepted. If you need assistance, please contact BidNet’s Vendor Support Department at 800-835-4603, Option 2.

No physical copy will be required, please address the Cover Letter to:

Ms. Kara Drake, CFO 150 School Road

PO Box 7 Frisco, CO 80443

Questions shall be submitted, in writing only, through bidnetdirect.com site for this solicitation no later than 5:00 PM prevailing time on August 19th, 2024. Responses to all questions shall be issued in the form of an addendum no later than 5:00 PM, August 21st, 2024.

Candidates should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the RFQ/P during the open solicitation period.

Candidates should not contact any team members or any individual associated with the Owner or the Colorado Department of Education (CDE) regarding this RFQP or this project.

PROCUREMENT SCHEDULE

RFQ/P Available 8.09.2024

RFQ/P Clarification Deadline by 5 PM 8.19.2024 RFQ/P Clarification Responses 8.21.2024 RFQ/P Responses due by 5:00 PM 8.29.2024 Interview Invitations sent to Short-Listed Candidates 9.5.2024 Interviews Week of 9.16.2024 Candidates Notified of Selection 9.20.2024 Contract Accepted by BOE Oct. 2024

C

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SUBMISSION CHECK LIST

A complete submission includes the following:

1. Cover Letter

2. Firm Information

3. Qualifications

4. Similar Project Experience

5. Project Approach

6. References

Fees are not to be submitted at this time. A short list of candidates will be invited for interviews and fee proposals will be required as part of the interview process.

CONTRACT FORMAT

The contract format for this project will be a modified AIA B133. The shortlisted candidates invited for interviews will be provided with the proposed contract for comment prior to interviews.

B. Owner and Project Information

The Summit School District Board of Education has decided to include an approximately $195.4M bond measure on the November 2024 ballot. A portion of the bond program will support the housing projects.

The school district is committed to developing solutions for staff rental housing. Norris Design was engaged during master planning to help develop a better understanding of the housing development possibilities at the McCain site, Silverthorne site and the High School site.

After review, the district has decided the 2024 bond program staff rental housing project will support the design and construction of the infrastructure and approximately 60 rental units on the approximately 10-acre Summit Education Center Site in Silverthorne. This is generally the first phase of housing planned at this site.

The budgeted HARD costs of the program are between $20-$25M.

Please find the overall bond program schedule, housing master plan presentation and school facility master plan at this link: SSD Bond and Housing Information

The Owner intends to hire, or has already selected, the following professionals for the project team:

Owner’s Representative (Dynamic Program Management) Surveyor Architect / Engineering - Schools (Up to 3 Firms – in progress)

Architect / Engineering - Housing (Single Firm – this procurement) CM/GC – Schools (Up to 2 Contractors maximum) CM/GC – Housing (Single Firm) Commissioning Agent

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Geotechnical Engineer & CMT Environmental Consultant Hazardous Materials Abatement Contractor FF&E Vendor (Possibly through A/E team(s)) Moving Company

C. Scope of Work

The selected design team should plan to explore, with the Owner, alternative construction methods and systems, including modular and panelized construction, in order to control construction costs, accelerate construction schedule and maximize the value delivered to the community. A quick decision is desirable with the assistance of the selected architectural firm’s analysis and the CMGC partner of modular or panelized versus traditional construction to inform the design team’s next steps forward.

The Owner is looking for analysis from the architect for the pros/cons of modular construction for the project in order to make a timely decision. It is likely that Schematic Design will need to accommodate modular construction as an option, but the Owner may decide on framing systems after analysis at SD.

The goal of SSD is to open units to staff prior to the 2026-27 school year.

The A/E Scope of Work will generally consist of the requirements in the AIA B-133 contract and the following:

TRANSPARENCY

All scope of work shall be completed in a collaborative and transparent manner. The Candidate should expect to attend Board of Education, Community and User Group meetings in evenings outside of normal business hours.

PROGRAMMING/CONCEPTUAL DESIGN CONFIRMATION

The Candidate will assist the Owner in the development of a program that meets the needs of the school. The Candidate will develop a basic site plan, building footprint/ floor plan and exterior design concept format. The Candidate shall utilize the Master Plan already developed for this project and prepare schemes for the Owner to review. The Candidate shall provide an understanding that the options presented can be completed within the Owner’s budget and other parameters. The delivery method selected for the project is CM/GC. It is expected the A/E firm will have representatives at the CM/GC interviews.

SCHEMATIC DESIGN (SD)

Consisting of SD drawings, outline specifications and other documents illustrating the scale and relationship of Project components. Schematic Design should include the evaluation of systems for the project including the ability of the Owner and their staff to operate and maintain the new facility given the High-Performance Design components.

The project program and budget must be within the Owner’s budget for the program. The Candidate will present SD documents to a select user group and Owner’s Executive Committee for review and refinement. SD documents shall be provided to the CM/GC to prepare a construction cost estimate, and the Candidate shall assist the CM/GC in reviewing and verifying the construction cost estimate. As noted above, the Owner is

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interested in analyzing modular construction version on-site framing. SD documents will need to conform to a modular constraint.

DESIGN DEVELOPMENT (DD)

Consisting of DD drawings, outline specifications, and other documents to fix and describe the size and character of the entire Project as to site, architectural, structural, mechanical, and electrical systems, materials and such other elements as may be appropriate.

Continuing review of High-Performance design ideas and operation and maintenance by the Owner.

The Design Development Documents shall be developed in sequence replicating the proposed Bidding Packages. DD documents shall be provided to the CM/GC to update the construction cost estimate, and the Candidate shall assist the CM/GC in reviewing and verifying the construction cost estimate. The project must be within budget for the project to move into Construction Documents.

The Owner’s executive committee will still be highly involved through Design Development. The Candidate shall coordinate meetings for the Executive Committee to provide feedback to refine the design during Design Development.

Please note that although the permit authority is DFPC, it is expected that the housing projects will need to go through a municipal review process such as a location & extent that will require the design team to lead and be the point of contact for the municipality. This may include presentations at planning & zoning commission and town council meetings. The design team, as their base scope of work, will be expected to respond to comments and design direction received from this process.

CONSTRUCTION DOCUMENTS (CD)

Consisting of CD drawings and specifications setting forth in detail the requirements for the construction of the Project. These shall include a complete set of architectural, civil, site development, structural, mechanical, electrical drawings including low voltage systems and I.T., and specifications and any other information necessary for the design of the project.

The Candidate will assist the CM/GC in preparation of a written report summarizing the construction cost estimate through the completion of this phase of work. After working on the construction documents, the Candidate will prepare a presentation of the Final Design for the Executive Committee and Board of Education.

BIDDING PHASE AND CONSTRUCTION ADMINISTRATION

The Candidate will assist the CM/GC in obtaining bids by rendering interpretations and clarifications of the drawings and specifications in appropriate written form. The Candidate shall assist the Construction Manager in conducting mandatory pre-bidding conferences with all principal bidders.

The Candidate must attend construction meetings weekly and as needed based on the stage of construction and will assist the CM/GC in administration of the project by reviewing and timely return of submittal and shop drawings, providing observation during construction, and providing project documentation in the form of supplemental instructions, requests for information, change orders, etc.

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ALTERNATE #1 – TRAFFIC ENGINEERING

Candidate shall provide as an alternate in the fee proposal (if short listed) traffic engineering for projects that will require CDOT coordination.

SUBCONSULTANTS

It is expected the Candidate will provide the following subconsultants at a minimum for these projects – as required for the project scopes of work:

Civil Engineering Traffic Engineer for CDOT requirements (Alternate)

Structural Engineering Landscape Architecture MEP Engineering Irrigation Design Acoustical Consultant Fire Protection Design IT / Low Voltage Design Interior Design Envelope / Waterproofing/ Roofing Consultant

Lighting Design

SUSTAINABILITY PROGRAM

At this time, it is expected the projects will be designed to be energy and water efficient.

While the Owner does not intend to pursue a sustainability program such as LEED, the Owner expects the schools to be designed to be within High Performance standards.

UTILITY COORDINATION

Candidates will be expected to assist in utility coordination with the various utility providers with assistance from the Owner’s Representative.

DESIGN ALTERNATES

At all phases of design, the design team is expected to develop a list and design add alternates for the project for the owner to review and make decisions as to if the alternates will be incorporated into the program. This list will need to be identified early and submitted to the Owner during SD and DD.

LOCAL EXPENSES

Candidate should understand local economic impact is important to the Owner. The Candidate will be expected to track and report to the Owner’s Representative on each pay application a breakout of local expenses for any meals, lodging, subconsultants, gas, etc.

made within Summit School District boundaries for the duration of the project. These expenses are compiled each month and provided to the Board of Education as an estimate of expenses spent within the community as a result of the project.

ADDITIONAL GRANT FUNDING

The Owner will pursue additional grant funding. These grants may include GOCO, DOLA, Colorado Health Foundation, etc. The Candidate will provide assessments, drawings and specifications as required to submit to various grant programs.

D. Submittal Requirements

Responses shall respond to each item noted below. Please limit response information to relevant information only.

1. COVER LETTER / LETTER OF INTEREST

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2. FIRM INFORMATION

Provide a brief history of the firm including the following information:

- Number of years in business

- Location of office servicing this project and size of staff

- Location of main office, if different, and size of staff

- Location of any proposed associate architect and size of staff

- Information on any claims or lawsuits your firm has had in the past 10 years.

- Confirmation your firm will include all items outlined in the Scope of Work in

Section C.

- Indicate if your firm meets the insurance limits outlined below by providing an

ACORD format insurance certificate. Please note if your firm does not meet these limits, but if they could be provided if required by the Owner.

General Liability

General Aggregate $ 2,000,000

Products/Completed Operations Aggregate $ 2,000,000

Each Occurrence Limit $ 1,000,000

Personal/Advertising Injury $ 1,000,000

Fire Damage (Any One Fire) $ 50,000

Medical Payments (Any One Person) $ 5,000

Auto Liability

$1M Bodily Injury/Property Damage Each Accident Coverage applying to owned, hired and non-owned autos

Professional Liability Per Loss $ 3,000,000

Aggregate $ 5,000,000

Policy is to be on a primary basis; if other professional coverage is carried.

Workers; Compensation Per State minimums

3. QUALIFICATIONS OF PROPOSED TEAM

- Provide organizational chart for your proposed team, including subconsultants and, if applicable, associate architects

- Provide roles and responsibilities for each team member

- Provide resumes for all key team members including subconsultants and associate architects

- Please note proposed key team members are expected to be involved throughout the life of the project and may not be changed without written authorization from the Owner

- Given your current and planned workload - in a simple table - provide current availability and commitment to this project for each architectural team member proposed as a % of full time (40 hours per week) availability at each stage of design outlined in Section C

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A sample table would look similar to the following:

4. SIMILAR PROJECT EXPERIENCE

- Provide project profiles for up to five workforce housing (or similar) projects in progress or completed by your firm. Please include the following:

o Project Description o Approximate Program Cost o Client Contact Information o General Contractor Contact Information o Information regarding if the project was delivered on time and on budget, and if not, why?

- The selection committee is interested in reviewing projects in which the proposed key team members have provided services and worked collaboratively together.

5. PROJECT APPROACH

- Provide your team’s design philosophy in approaching workforce housing projects.

- Describe how you integrate the Owner and community into the design process.

- How do you approach challenges such as being over budget, over schedule and ensuring quality of the finished project?

- Indicate how your firm will handle the CA phase and if you will have local staff or a local associate architect available to respond quickly if needed during construction.

- Meeting design deliverable milestones is paramount to the success of this project. Please indicate you have reviewed the provided schedule and provide any proposed changes that could increase the probably of a successful project for the Owner. Provide an alternate schedule if necessary.

6. REFERENCES

Provide a comprehensive list of all workforce housing (or similar) projects completed or begun within the past 8 years by your firm with contact information, along with a project description. Identify in the reference list which projects this A/E team has performed collectively. The Owner reserves the right to check additional references beyond those provided in the submittal.

SUBMITTAL SCORING MATRIX

Submittal Section Points

COVER LETTER 5

FIRM INFORMATION 10

QUALIFICATIONS OF PROPOSED TEAM 25

SIMILAR PROJECT EXPERIENCE 20

PROJECT APPROACH 25

REFERENCES 15

TOTAL 100 POINTS

Team Member, Role Program/ Concept

SD DD CD CA

Jane Doe, Principal-in-Charge 25% 25% 10% 5% 0% John Doe, Project Architect 30% 50% 50% 50% 25% Etc. X% X% X% X% X%

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E. Short List and Interviews

From the scoring results, the selection committee will short list firms to invite to an interactive interview. At the time of interviews, initial scoring will be discarded, and all firms will start from equal scoring positions.

The proposed contract and more detailed interview format information will be provided to the short-listed candidates.

F. Provisions

ACCEPTANCE AND REJECTION

The Owner reserves the right to request additional information which, in the Owner’s opinion, is necessary to ensure that the Owner has complete information with regard to the Professional Service Provider’s competence, business organization, and financial resources to assist in determining if the Professional Service Provider is qualified.

The Owner reserves the right (a) to terminate the Request for Proposals process at any time; (b) to reject any or all proposals; and (c) to waive formalities and minor irregularities in the proposals received. The Owner reserves the right to reject any and all proposals in response to this Request for Proposal that are deemed not to be in the Owner’s best interests. The Owner further reserves the right to amend this Request for Proposal at any time and will notify all recipients accordingly.

RFQ/P SUBMISSION INFORMATION

Proposals due at the specified date and time must be received at Owner's location by that date and time to receive consideration. Proposals received after the specified date and time are considered late and are not opened. Owner is not responsible for any late proposals received by mail or any other method of delivery.

The Owner is not responsible for cost incurred in preparation of this proposal. Proposals will not be returned and become the property of the Owner once submitted. By submitting a proposal all Candidates agree to the terms and conditions of this RFQ/P and the RFQ/P will become part of the awarded Candidates contract. The Owner and the Owner’s legal council will review the agreement and negotiate terms prior to commencement of work.

Candidates acknowledge all submissions to this RFQP may be subject to the Colorado Open Records Act (CORA).

Addenda may be issued for this RFQP. It is assumed by the Owner any candidate providing a submission is responsible for receiving and reviewing all information provided by addenda.

INSURANCE

The Professional Service Provider shall provide insurance coverage for the Project which shall not be less than the amounts listed in the contract as set forth in the Request for Qualifications and Proposals; such insurance coverage shall include professional liability, general liability, automobile liability and workers' compensation.

The consultant and their insurance carrier(s) shall agree to a Waiver of Subrogation. At the time of award, consultant shall furnish to Owner a Certificate of Insurance for General

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Liability naming the Owner and Owner’s Representative as additional insured to provide evidence of insurance compliance. Consultant shall also furnish to Owner a Certificate of Insurance for Professional Liability to provide evidence of insurance compliance.

CONTRACT FEES

If the apparent winner’s fee exceeds the Owner’s budget and if subsequent negotiations with the apparent winner(s) are unsuccessful, the Owner reserves the right to negotiate with the next highest-scoring Candidate.

End - Request for Qualifications & Proposal