250609 REVISED LC Reno AE RFQP.pdf

Lake County Building Renovation © DYNAMIC PROGRAM MANAGEMENT, LLC

A/E RFQ/P

REQUEST FOR QUALIFICATIONS

& PROPOSAL (RFQ/P)

FOR PROFESSIONAL SERVICES

Request for Qualifications & Proposal for Professional Services

ARCHITECTURAL & ENGINEERING

For

Lake County Renovation Project Sheriff’s Office Operations, Courts & County Offices

Qualifications Due: June 27, 2025 at 5 pm

Provided by: DYNAMIC PROGRAM MANAGEMENT

Lake County Building Renovation © DYNAMIC PROGRAM MANAGEMENT, LLC

Request for Qualifications & Proposal

A. Invitation & Procurement Schedule

Lake County (Owner) hereby invites interested firms and/or individuals (Professional Service Providers) to submit a response to this Request for Qualifications & Proposal (RFQ/P) for professional services in support of the Lake County Building Renovation Project in Leadville, Colorado.

QUALIFICATIONS SUBMITTAL INSTRUCTIONS

The Owner desires to receive a clear, concise, economical presentation of the vendor’s proposal. Proposals must be submitted via the electronic submission on BidNet (https://www.bidnetdirect.com/colorado ) no later than 5:00 PM prevailing time on June 27th, 2025, 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:

Lauren Snyder, Deputy County Manager 505 Harrison Avenue

Leadville, Colorado 80461

Questions shall be submitted, in writing only, through bidnetdirect.com for this solicitation no later than 5:00 PM prevailing time on June 16th, 2025. Responses to all questions shall be issued in the form of an addendum on June 18th, 2025.

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 regarding this RFQ/P or this project.

PROCUREMENT SCHEDULE (Subject to Change)

RFQ/P Available 06/10/25 RFQ/P Clarification Question Deadline by 5 PM 06/16/25 RFQ/P Clarification Responses 06/18/25 RFQ/P Responses due by 5:00 PM 06/27/25 Interview Invitations to Short-List (no later than) 07/04/25 Interviews week of 07/14/25 Candidates Notified of Selection (no later than) week of 7/21/25 Contract Accepted by County Commissioners July 2025 Construction Commences Q1 2026 https://www.bidnetdirect.com/colorado

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Construction Complete October 2026

SUBMISSION CHECK LIST

A complete submission includes the following:

1. Cover Letter

2. Firm Information

3. Qualifications of Proposed Team

4. 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. Owner will not consider substantial modifications to these agreements. The delivery method selected for the Project is CM/GC.

B. Owner and Project Information

Please refer to the Owner’s website here (https://www.lakecountyco.com/) for information regarding the Owner.

Lake County has prioritized addressing the following facilities deficiencies in the existing County building as follows:

• Sheriff operations: detention and administration

• Courts security

• Building updates to windows, bathrooms and Board of County

Commissioners Chambers

• District attorney operations space

Lake County is in need of updated Sheriff operations facilities, located within the existing County Administration building. The project will consist of relocation of detention and sheriff office operations inside the building. This scope of the project will be considered “base scope” while the other two priorities will be designed as ‘add alternates’ as budget, and potential additional grant funding, allows.

The County has engaged the specialty services of McClaren, Wilson & Lawrie (MWL), Inc. to provide programming, conceptual drawings and technical https://www.lakecountyco.com/

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A/E RFQ/P

specifications for the project. MWL will not serve as the architect of record, but will provide technical consulting throughout the project.

This RFQP has been published to select an architect of record to work within the technical guidance of MWL.

Please refer to the attached program and space planning documents by MWL

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

Owner’s Representative (Dynamic Program Management) Technical Consulting Architect (McClaren Wilson & Lawrie) CM/GC (FCI Constructors, Inc.)

Surveyor (in progress) Architect / Engineering (in progress) Geotechnical Engineer & CMT (TBD) Environmental Consultant (TBD) Abatement Contractor (TBD) Commissioning Agent (TBD) FF&E Vendor (TBD) Moving Company (TBD)

C. Scope of Work

The A/E Scope of Work will generally consist of the requirements in the AIA B133 contract and the following:

TRANSPARENCY

All scope of work shall be completed in a collaborative and transparent manner.

The Candidate should expect to attend County Commissioner meetings to provide updates at regular intervals.

EXPERTISE

The selected design team will provide expertise and competency in designing facilities of this nature, including knowledge of current design best practices for courts, law enforcement, jails and County administration.

PROGRAMMING/CONCEPTUAL DESIGN CONFIRMATION

The Technical Consulting Architect, McClaren Wilson & Lawrie (MWL) has been developing the Program with the Owner and Sheriff Department Staff to meet the needs of the project. MWL is developing a basic conceptual plan, building footprint/ floor plan, and exterior design concept format. The selected Architect will use MWL’s Programming/Conceptual Design as the starting point for the design and continue working with MWL throughout the design process. Design team will need https://www.lakecountyco.gov/DocumentCenter/View/2028/4-14-25-Lake-County-CO-Courts-Renovations https://www.lakecountyco.gov/DocumentCenter/View/2028/4-14-25-Lake-County-CO-Courts-Renovations

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A/E RFQ/P

to investigate and create structural, mechanical, electrical & plumbing as-builts for the existing building.

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 the Project's systems including the Owner's and their staff to operate and maintain the new facility. The project program and budget must be within the Owner's budget for the program. The Candidate will present SD documents to the Owner’s Executive Committee for review and refinement. The Candidate will plan informational meetings for the public with the Owner’s Representative. The Candidate shall coordinate User Group meetings for various stakeholders who will utilize the building daily to refine the design. 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.

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.

The Design Development Documents shall be developed sequentially 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 the budget for the Project to move into Construction Documents.

The Candidate shall coordinate User Group meetings for various stakeholders who will utilize the building daily to refine the design during Design Development. At completion of Design Development, the Candidate shall attend a BOCC work session to provide a progress update, and shall lead presentations as may be required as part of development review by Lake County.

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., interior design 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.

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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-bid conferences with all principal bidders.

The Candidate must attend construction meetings weekly and visit the site 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. The owner expects the design team to be on site a minimum of twice a month during most construction activities and issue field observation reports.

SUBCONSULTANTS

It is expected the Candidate will provide the following subconsultants at a minimum for this project at a minimum. Services provided in-house are to be noted in the 'Candidates' response:

1. Civil Engineering

2. Structural Engineering

3. MEP Engineering

4. Interior Design, Including FFE color selection

5. Lighting Design

6. IT / Low Voltage – Telecom, AV, Access Control, Paging.

7. Envelope/Waterproofing/Roofing Consultant

UTILITY COORDINATION

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

FURNITURE, FIXTURES & EQUIPMENT (FF&E)

General FF&E coordination with the selected vendor is required as the base scope of work.

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. As identified above, the scope at the courts and the district attorney’s office will be add alternates.

PROJECT FUNDING

This Project will be funded by Lake County provided the facility can be constructed within the Owner's budget. The Owner may pursue additional grant funding for the project, especially for the add alternates.

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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

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; and

- The successful proponent shall be governed by the following insurance requirements. Proponent shall procure and maintain its insurance coverage in compliance with and subject to the County’s insurance requirements as they exist and are amended from time-to-time.

Insurance shall be issued by an insurer whose business reputation;

financial stability and claims payment reputation is satisfactory to the County, for the County’s protection only. Unless otherwise agreed, the amounts, form and type of insurance shall conform to the following minimum requirements set forth below. Indicate if your team meets the following Insurance requirements. If not, please provide existing limits for Architect, Civil Engineer, Structural Engineer & MEP Engineer and if there would be a cost increase to meet the following:

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 Bodily Injury/Property Damage Each Accident $ 1,000,000 Coverage applies to owned, hired and non-owned autos

Professional Liability Per Loss $ 1,000,000

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A/E RFQ/P

Aggregate $ 2,000,000 Policy is to be on a primary basis if other professional coverage is carried.

The Proponent and their insurance carrier(s) shall agree to a Waiver of Subrogation. At the time of award, Proponent shall furnish to Owner a Certificate of Insurance for General Liability naming the Owner as additional insured to provide evidence of insurance compliance. Proponent shall also furnish to Owner a Certificate of Insurance for Professional Liability to provide evidence of insurance compliance.

Workers; Compensation Per State minimums

3. QUALIFICATIONS OF PROPOSED TEAM

- Provide an 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; and

- 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 percentage of full time (40 hours per week) availability at each stage of design outlined in Section C

A sample table would look similar to the following:

4. PROJECT EXPERIENCE

- Provide project profiles for up to three 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

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

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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5. PROJECT APPROACH

- Provide your team’s design philosophy in approaching municipal and law-enforcement projects.

- Detail how you integrate flexibility for the future into your design

- Detail how you approach challenges such as being over budget, over schedule and ensuring quality of the finished Project

- Provide your team’s design schedule from kick off to permit package submittal.

- Meeting design deliverable milestones is paramount to the success of this project.

6. REFERENCES

Provide up to five (5) project references completed or begun within the past ten

(10) years by your firm with contact information. 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

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.

Fees will be submitted by the short-listed candidates.

The following criteria, as established by the Lake County Purchasing Policy, shall be relevant to the County’s review of proposals:

1. Price;

2. Proponent’s ability, capacity, and skill to perform the specified requirements;

3. Proponent’s experience, reputation, efficiency, judgement and integrity;

4. Proponent’s past performance;

5. Sufficiency of Proponent’s financial resources to fulfill the contract;

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6. Proponent’s ability to provide future maintenance and/or services in relation to its deliverables;

7. Proponent’s location. If Proponent is headquartered in Lake County, conducts the majority of its business within Lake County, and/or employs residents of Lake County, then a ten percent (10%) credit shall be applied to their proposed price. If Proponent is headquartered within an adjacent county, conducts the majority of its business within an adjacent county, and/or employs residents of adjacent counties, then a five percent (5%) credit shall be applied to their proposed price;

8. Other applicable factors that the County determines necessary or appropriate such as compatibility with existing facilities, programs, equipment or hardware; and

9. Any special criteria specified in this RFQ/P.

Additionally, Lake County reserves the right to waive informalities in proposals, reject all proposals, and accept the proposal deemed most advantageous to the best interest of the county.

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.

RFQP SUBMISSION INFORMATION

Proposals due at the specified date and time must be received on BidNet to receive consideration. Proposals received after the specified date and time are considered late and are not opened. The Owner is not responsible for any late proposals.

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A/E RFQ/P

The Owner is not responsible for costs incurred in preparation of this proposal.

Proposals will not be returned and will 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.

CONTRACT FEES

The Owner reserves the right to negotiate fees with the apparent winner if fees exceed the Owner’s budget and if subsequent negotiations with the apparent winner are unsuccessful, the Owner reserves the right to negotiate with the next highest-scoring Candidate.

Additional Contractual Terms and Conditions Successful Proponent is prohibited from assigning or subcontracting the whole or any part of the contract without the prior written consent of the County.

Successful Proponent shall not hire, discharge, promote, demote, or otherwise discriminate in matters of compensation, terms, conditions, or privileges of employment against any person otherwise qualified solely because of race, creed, sex, national origin, ancestry, physical or mental disability, color, or age.

Successful Proponent shall be in compliance with the applicable provisions of the Americans with Disabilities Act of 1990 as enacted and from time to time amended and any other applicable federal, state, or local laws and regulations. A signed, written certificate stating compliance with the Americans with Disabilities Act may be requested at any time during the life of this contract or any renewal thereof.

Accessibility Guidelines (as applicable): Proponent(s) shall comply with and the work product provided under this RFP shall comply with all applicable provisions of § 24-85- 101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the State of Colorado Office of Information Technology (OIT) according to § 24-85-103(2.5), C.R.S. Contractor shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines, incorporated in the State of Colorado technology standards. (https://www.w3.org/WAI/standards-guidelines/wcag).

Indemnification https://www.w3.org/WAI/standards-guidelines/wcag

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A/E RFQ/P

To the fullest extent permitted by law, the successful Proponent, its subcontractors, agents, officers, and/or employees shall indemnify and hold harmless Lake County, Colorado, including, but not limited to, its respective elected and appointed officials, officers, employees, and agents, from and with respect to any claim resulting, arising, or alleged to have arisen from the negligent, and/or willful, wanton or reckless acts, errors, or omissions of the Proponent, its subcontractors, agents, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damages, costs, and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the contract referenced above relating to insurance requirements.

GENERAL CONDITIONS

Reserved Rights:

Lake County reserves the right to:

• Modify or cancel the selection process or schedule at any time;

• Waive minor irregularities;

• Reject any and/or all responses to this RFQ/P and to seek new proposals when it is in the best interest of Lake County to do so;

• Seek clarification or additional information from respondents as it deems necessary to the evaluation of the response;

• Request any additional information or evidence from individual Proponent;

• Judge the Proponent’s written or oral representations as to their veracity, substance and relevance to development of the Property, including seeking and evaluating independent information on any project team;

• Incorporate this RFQ/P and the selected team’s response to this RFQ/P as a part of any formal agreement between the County and the Proponent(s);

• Issue revisions to the RFQ/P or amend the scope of the RFQ/P.

Hold Harmless: By participation in this RFA/P process, Proponent(s) agree(s) to hold harmless Lake County, their officers and employees from all claims, liabilities and costs related to all aspects of the responder selection process.

Public Information: All documents, conversations, correspondence, etc. between the County and Proponents are public information subject to the laws and regulations that govern Lake County, unless specifically identified otherwise.

Expenses: All expenses related to any Proponent(s)’s response to this RFQ/P, or other expenses incurred during the course of the selection process are the sole obligation and responsibility of that bidder.

We appreciate your interest and look forward to hearing from you.

End - Request for Qualifications & Proposal

End - Request for Qualifications & Proposal