8-Scope of Work 26-0214 .pdf

RFQ 26-0214

Request for Qualifications for Architectural Design of the Public Works South Field Operations Facility

Scope of Work

Intent:

The City of Arlington (“City”) is seeking Statements of Qualifications and interest from qualified firms to provide Architectural/Engineering services needed to develop a Master Plan and A/E professional services for the design of a new Public Works South Operations facility, a Water Department Operations Facility and a organizational plan to repair, relocate and add improvements to the material storage containment located on the Water Department site at 1100 Green Oaks Blvd Arlington, Texas

The consultant will furnish all required labor, materials, supplies, and travel required in connection with the project. The City expects that the project staff will include individuals with expertise in similar types of project.

Project Description and Background:

The City of Arlington seeks responses to the RFQ from qualified firms to provide Architectural/Engineering services needed to provide design and construction documents for a new Public Works and Water Department Operations facilities and material storage containment areas. The project should include options for individual buildings and an option for a combined facility to hold the Public Works and Water Department facilities.

Also, included is a copy of the “Arlington South Service Center Improvements Study” prepared for the City of Arlington by Pacheco Koch outlining improvements needed at the Water Department site. Attached to this RFQ are site plans of the existing area to be studied.

Project Overview:

The City of Arlington seeks to design and construct a comprehensive field operations facility at the South Service Center (SSC), located at 1100 SW Green Oaks Boulevard.

The project aims to address operational inefficiencies, improve compliance with stormwater quality regulations, and enhance facilities for Public Works (PW) and Water

Utilities (WU). The SSC site is approximately 25.5 acres and includes administrative offices, field offices, materials storage, heavy equipment parking, and the City’s fleet services. The purpose of this project is to construct a new office building for the Public Works Department’s Field Operations street maintenance and stormwater crews and renovate the existing materials and equipment storage yard and parking area for efficiency and compliance with stormwater quality regulations. This project also includes the design and construction of a new Water Department support facility.

Objectives:

1. Phase 1: Preliminary Design for the entire project scope:

o Identify location of the Public Works and Water Department buildings o One option for separate buildings o One option for both departments in one building.

2. Phase 2: New Public Works Facility Design: (Or a one building for PW and Water) o Construct a 13,000-square-foot office for the Public Works Department to accommodate nearly 75 field personnel, featuring:

▪ Reception area

▪ Offices (1-Assistant Director, 1-Field Operations Manager, 2-Field

Operation Supervisor, 1-Hybrid Office for staff)

▪ Workspace for 4 to 6 crew chiefs and 2 specialists,

▪ Restrooms (size should meet or exceed North Field Ops)

▪ Kitchen amenities, vending, small lunch break area.

▪ Lockers (60 Approx.)

▪ Meeting/Conference rooms (2) – One to serve as Hybrid

Department Operations Center.

▪ Training room (50-60 capacity)

▪ Technology infrastructure (Touchscreens and computers in all meeting rooms, barco connections, webcams, Cameleon Traffic camera access, etc.

▪ Dedicated docking PC port for CCTV- exterior connection

▪ Backup Generator during power outages o Develop nearly 70,000 square feet of additional space for:

▪ Employee and heavy equipment parking.

▪ Covered materials storage area with space for construction material disposal, recycling, and debris cleanout subgrade drying bed.

▪ Secured warehouse for receiving, storage, and distribution of construction materials and equipment.

▪ Equipment maintenance repair – tool bench area

▪ Covered Storage for Stormwater Vactor Truck.

o Equip the facility with backup generators for emergency operations.

o Design detention pond and new storm drain system with stormwater

BMPs.

o Designate space for a future water tower on the southern side of the property along Nathan Lowe Drive.

3. Phase 3: Stormwater Best Management Practices Design:

o Provide the final design of stormwater treatment measures on the existing storm drain system to address site stormwater pollution issues, including, but not limited to:

▪ Sediment-capture trench drains.

▪ Curb inlet screen boxes.

▪ Hydrodynamic separators

▪ Improvements to existing system to improve drainage and repair failures including storm drain inlets.

o Ensure compliance with the City’s Drainage Criteria Manual (DCM).

4. Phase 4: Existing Materials Storage Yard and Parking Site Improvements:

o Optimize the site layout for efficient circulation and parking of vehicles and heavy equipment.

o Design of awnings or similar structures to protect uncovered construction materials, equipment, and waste storage areas, reducing maintenance and enhancing compliance with state stormwater quality regulations.

o Evaluate soil conditions to ensure the stability of the improvements.

5. Phase 5: Demolish existing Public Works facility and add a New Water SSC

Building Needs – (If it is a separate building)

Vehicle Bay: 18 total vehicles slots (100’ x 260’)

• Single Bays

• Auto Gates

• Chain Opener

• Heating via Natural Gas

• Air Circulation system – Fans

• Locker Storage

Vehicle Details:

• 7 combo/sewer cleaning vehicles

• 1 stop truck

• 2 stop trailers

• 2 Crew Trucks

• 2 hydro-excavators

• 2 CCTV trucks

• 1 Concrete truck

• GapVax: 40’ L x 8’ 4” W x 11’ 9” H

• Concrete Truck: 32’ L x 8’ 2” W x 11’ 2” H

• Pump trailer + crew truck: 44’ 2” L x 8’ 2” W

Office (Attached to Vehicle Bay:

• 10 Offices

• Small Conference Room

• Small Kitchen

Bathroom (Attached to Vehicle Bay:

• Men’s Bathroom o 8 Stalls & 4 Urinals & 2 Showers

• Women’s Bathroom o 2 Stalls & 2 Showers

Additional Requests:

• Awning installation for equipment storage

• Canopy structures

• Building backup generator or run building “A” generator to new facility

• Remodel existing restroom on-site

• Install lockers at existing buildings on-site

A preliminary site study will need to be conducted to determine where the additional facilities can be located. The work will need to be generated during the Phase 1 scope of design.

This project will be broken into several phases of design and construction.

Phase 1 – Preliminary Design for the overall scope of work with estimated construction costs Phase 2-4 – New Public Works South Operations facility; a detention pond; re-organize materials storage yard and parking improvements; Storm Water Best Management Practices Design Phase 5 – Demolish existing Public Works South Operations temporary buildings and add a new Water Department Operations Facility (if this becomes a separate building)

The scope of services includes all aspects of design and construction, including but not limited to the following:

Architectural/Engineering (A/E) Services:

1. Meet with City Staff to gain a detailed understanding of the project requirements and general parameters under which the project will be designed.

2. Based on discussions in the initial meetings, prepare Master Plan documents for staff review.

3. Design presentation for City Manager’s Office, and City Council Members.

4. Provide probable cost of construction for each phase.

Role of City:

The City will make available copies of any relevant reports, studies, or other resources as may be needed for the completion of the project.

The following provisions are intended to ensure a fair and equitable review process so that there is no actual or potential situation where one RFQ Respondent secures or attempts to secure an unfair advantage over another RFQ Respondent or creates a situation where there is an appearance of impropriety in contacts between the RFQ Respondent or RFQ agent or RFQ contractor and City officials.

After release of the RFQ, no officer, employee, agent or representative of the Respondent shall have any contact or discussion, verbal or written, with any members of the City Council, City staff or City’s consultants, or directly or indirectly through others, seek to influence any City Council member, City staff, or City’s consultants regarding any matters pertaining to this Request for Qualifications, except as herein provided.

Contacts by the Respondent with City staff when such contacts do not pertain to this proposal are exempt from this provision. Examples include:

Private (non-business) contacts with the City by the Respondent’s employees acting in their personal capacity;

Contact made to conduct business with the City of Arlington or City of Arlington programs, unrelated to this RFQ;

Presentations and/or responses to inquiries initiated by City Staff; and if a representative of the Respondent has a question about any potential contact as described above, the Purchasing Manager will be notified in order to make a determination as to whether any contact is allowed in accordance with the RFQ.

If a representative of any company or party submitting a proposal violates the foregoing prohibition by contacting any of these parties, such contact could result in a Respondent being disqualified from the process.

Request for Qualifications:

Responses to this RFQ should be provided in the following numbered format as listed below.

1. Provide a brief description of the firm, including the number of years the firm has been in existence, range of professional services, office location(s), and staff size.

2. The City is interested in the experience of the firm and/or the proposed project leaders on similar projects. Please provide information regarding up to five (5) similar projects and include the following items in the narrative:

• project name and location:

• year completed:

• owner representative’s name, title, address, and phone number:

• project description, including interior, exterior and site amenities:

• project budget and actual cost (break out components of the cost included i.e. purchase of land, FF & E, etc.):

• Number and amount of change orders, if any:

• Established timeline for construction completion and actual timeline:

• Name of project manager and members of the project team, educational background and experience:

• Specific goals on the projects, time completion incentives etc., and whether those goals were met and if not explain why:

• Challenges addressed during project construction and how they were addressed:

Projects must have been completed within the last five (5) years.

3. Please include an organizational chart that indicates the project’s key personnel and their responsibilities. This chart should also include any proposed subcontractors.

4. Provide for each of the key personnel, including the project team, and subcontractors related work experience, education, training, and any other pertinent data that would demonstrate competence and experience in this type of work. This portion of the submittal shall include a resume for each proposed individual. Please note if any proposed individual would be a subcontractor or consultant outside the lead firm. Explain the firm’s past experience with each subcontractor listed. No change in the proposed key personnel or subcontractors will be approved without express written consent of the City.

5. Identify the project’s principal contact and contact information.

6. Provide a graphic timeline and project schedule with key milestones identified.

7. Describe a general project approach that could be employed to complete the project. Describe a process or project that was used in the past to successfully complete a similar project.

8. The firm should list and describe any prior or ongoing engagements or professional relationships that would constitute a potential conflict of interest, together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the proposed project. The firm covenants and agrees that the firm and its officers, employees, and subcontractors will have no interest, including personal financial interest, and will acquire no interest, either directly or indirectly, that will conflict in any manner with the performance of the services called for under this RFQ.

9. An affirmative statement should be included indicating that the firm and all assigned key professional staff are properly registered/licensed to practice in the State of Texas.

10. Identification of Potential Problems

The response should identify and describe any potential problems, the firm's approach to resolving these problems, and any special assistance that will be requested from the City.

Consultant Selection Process:

Qualifications will be evaluated by a selection committee made up of City of Arlington staff. This committee will select up to three (3) prospective consultants or firms using the above criteria whose responses best demonstrate the competence and qualifications needed to perform the service. The short-listed firms may be interviewed by the selection committee. Notice will be given as to the time and place of the interviews.

Upon selection, the consultant will participate in the final development of the project’s structure, scope, sequence, timeline for completion, and other performance measures required to meet the indicated contractual responsibilities. A formal contract for professional services will be executed through the Arlington City Attorney’s Office, with coordination through the Department of Asset Management Department, Building Design and Construction Division.

Submission of Qualifications:

Qualifications shall be limited to 25 pages, which can be printed on both sides. Cover sheets, photographs, pictures and graphs are not included in the 25-page limit.

Possible site improvement layout

Existing Site