9527.00 CHMHI - Four Corner Elevator Replacement - Designer RFP.pdf

STATE OF IOWA

REQUEST FOR PROPOSALS

PROFESSIONAL DESIGN SERVICES

RFP COVER SHEET

Administrative Information

RFP Number RFP952700-01 Title of RFP HHS CHMHI Four Corner Elevator Replacement

Agency Iowa Department of Administrative Services (DAS)

Project

Description

The State of Iowa Department of Administrative Services (DAS) is seeking professional design services for replacement of Elevator F, a 4 stop, hydraulic elevator in the Main

Building, referred to as the Four Corner area.

State Issuing Officer:

Michael Bradbury

Issuing Officer

Iowa Department of Administrative Services

Hoover State Office Building, Level 3

1305 East Walnut, Des Moines, IA 50319-0105 Phone: 515-823-9327

Email: construction.procurement@iowa.gov

PROCUREMENT TIMETABLE—Event or Action Date/Time (Central Time)

State Posts Notice of RFP on TSB website 3/23/26

State Issues RFP 3/25/26

Pre-Proposal Conference Location and Address: 1251 W Cedar Loop, Cherokee, IA 51012 – Main Admin Building

Is Pre-Proposal Conference mandatory? No https://teams.microsoft.com/meet/22588744844927?p=IRcFkKjxNXSL7

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Phone Number - 515-612-9860 - Conference ID: 459 821 23#

If a map is needed, contact the Issuing Officer.

3/31/26 – 1:00 PM

Questions, requests for clarification, and suggested changes from

Respondents due to Construction Procurement

4/6/26 – 2:00 PM

Proposals Due 4/14/26 – 2:00 PM

Relevant Websites

Website where Addenda to this RFP will be posted http://bidopportunities.iowa.gov

Website where contract terms and conditions are posted https://das.iowa.gov/sites/default/files/procurement/pdf/ConsensusDoc803.pdf

Number of Copies of Proposals Required to be Submitted: 1 Digital

Firm Proposal Terms

The minimum number of days following the deadline for submitting Proposals that the firm guarantees all proposal terms, including price, will remain firm is 120 Days.

1.1 INTRODUCTION

The Iowa Department of Administrative Services (DAS) is seeking proposals from qualified and available

Design companies for services, per RFP cover page, and as outlined in the following (Sections 1.2 - 1.3).

The successful proposal must:

● For the staff that will be assigned, identify and describe qualifications, experience, and expertise in providing services for similar, or relevant, projects.

● For the staff that will be assigned, provide a list of past similar or relevant projects completed in the last 5 years, and include brief descriptions of what the projects entailed and a contact name and phone number (reference). In addition provide estimated project cost, final project cost at acceptance, and whether it was completed on time.

● Describe the composition of your team. Identify staff to be assigned. Provide resumes of key individual(s) including education, relevant experience, and certifications/licensing.

NOTE: Any responding company and/or consultant that is part of the project design services cannot receive an award from the resulting request for bid of construction services.

● Describe the cost estimating, status reporting, and cost reporting procedures you utilize.

● Describe computer program/software capabilities and expertise you utilize. Please describe your experience.

● Provide a copy of your organizational chart.

● Describe your experience, if any, on designing similar or relevant projects for the State of Iowa.

● Provide the hourly rates, and anticipated hours by position, for all persons (including sub-consultants) that will be assigned to the project. Also provide an estimated fee total.

● Identify desired reimbursable charges (the State has limitations, per State of Iowa Accounting Policies and Procedures 210.245), and all other charges.

1.2 SCHEDULE

DAS is seeking a firm that can commence work upon execution of a contract. Time is of the essence.

Execution of Designer’s Contract Week of 5/12/26

Tentative Design Kick-Off Meeting Week of 5/19/26

50% Construction Documents and Cost Opinion By To Be Coordinated

95% Construction Documents and Cost Opinion By To Be Coordinated

100% Construction Documents and Cost Opinion By 8/6/26

Contractor Bidding 8/7/26 -8/28/26

Execution of Contractor’s Contract(s) 9/14/26

Submittals, Procurement and Construction September 2026 – June 2027

Close out July 2027

1.3 PROJECT DESCRIPTION

Construction Manager (DCI Group) has been engaged for this Project to serve as advisor to DAS and to provide assistance in administrating the Contract for Design between DAS and the Designer according to separate contract between DAS and Construction Manager. DAS is currently seeking design services from qualified firms for a project consisting of replacement of an existing elevator

F in the Main Building known as Four Corners on the Iowa Department of Health and Human

Services - Cherokee Health Mental Health Institute campus.

Design services shall include:

1.3.1 The contract for this work will be a modified ConsensusDoc 803. See link on cover page for a sample contract.

1.3.2 All design disciplines necessary to complete the scope of work.

1.3.3 Attend design kick-off meeting onsite to discuss desired outcome of the project with the

Owner, Construction Manager, and Owner’s maintenance staff.

1.3.4 Use of the State of Iowa‘s construction management software program for uploading all documents, submitting and approving pay apps, and construction administration. The cost for the use of the software is paid by the Owner.

1.3.5 Project-specific design needs

1.3.5.1 Conduct site visit to document existing elevator, hoistway, pit, machine room, and supporting systems.

1.3.5.2 Develop Basis of Design outlining performance requirements, equipment type, and owner preferences.

1.3.5.3 Prepare architectural, structural, mechanical, and electrical design documents for full elevator replacement, including any and all modification to the machine room.

1.3.5.4 Provide permit‑ready drawings and respond to plan review comments.

1.3.5.5 Assist with bidding, including technical specifications and responses to bidder questions.

1.3.5.6 Review elevator contractor submittals and perform periodic construction‑phase observations.

1.3.5.7 Coordination with Owner’s lock set and keying requirements

1.3.6 Design for scope of work. Provide material recommendations based on experience, quality, and price. Recommendations for replacements and upgrades shall include non-proprietary equipment and systems.

1.3.7 Provide minor drawing work to assist the Construction Manager in the development of hazardous materials bid package. This shall include providing PDF backgrounds for identification, by others, of hazardous materials removal

1.3.8 Designer shall include any and all survey work required for completion of project.

1.3.9 Coordinate with State agencies to confirm utilities that may be abandoned as well as shut down requirements where required.

1.3.10 Provide detailed input of design schedule to Construction Manager for overall incorporation into master schedule.

1.3.11 Designer shall assist Construction Manager in the evaluation of long lead times.

1.3.12 Quality control during Design, Preconstruction and Construction.

1.3.13 Compliance with all Federal, State, and applicable AHJ codes.

1.3.14 Completion of State building and energy code documents, as required.

1.3.15 Design review will be conducted at 100% design development documents, 50% construction documents, and 95% construction documents. Dates for design review meetings to be coordinated with the design and project team and set no later than the design kickoff meeting. Review will be conducted with DAS Owner Representative, Construction Manager, and Facility Representative, at a minimum. Drawings, specifications and cost opinions (if applicable) shall be provided at least five days prior to each review meeting. An additional review meeting may be required at the end if there are discrepancies in cost opinions or constructability review questions.

1.3.16 Review with the Department of Inspections, Appeals, and Licensing’s Building Code

Bureau for approval of plans or exemption from review. All fees associated with the

Bureau are the responsibility of the designer.

1.3.17 Develop and distribute agendas and meeting minutes for all meetings during the design phase.

1.3.18 Construction cost opinions provided by the Design Professional team during Design (at

50% Construction Documents, and 95% construction documents) with a Final Estimate for construction included with bid documents, per Iowa Code.

1.3.19 Construction drawings, specifications (the Construction Manager will produce Divisions

00 and 01), and addenda.

1.3.20 Provide bid alternates as determined during the course of design and bid package development.

1.3.21 Assist Owner and Construction Manager in obtaining bids from qualified contractors.

1.3.22 Construction administration, including creation of the submittal and closeout items log, review of and responses to submittals and closeout documentation, RFIs, proposal requests, change orders, pay applications, periodic site visits, attendance at project meetings as required, participation / development of contractor punch list, closeout documentation review and approval, certificates of substantial completion, and certificates of final completion, as well as development of Architectural Supplemental

Instructions for design revisions, and punch lists within the construction management software program.

1.3.23 Participation with project team during construction progress meetings as required.

Designer shall participate in bi-weekly conference calls during the construction period.

1.3.24 Field Observation reports, with photos, submitted for each site inspection within five (5) days of the site visit.

1.3.25 Acknowledgement that all documents are copyright to the State of Iowa and shall be turned over to the State of Iowa in their native computer format. Any ASIs/RFIs/PRs and addendums will be expected to be incorporated before final posting. Both the native computer format and PDF versions shall be uploaded to the construction management software program at the end of the project.

1.3.26 The Department requests lump sum pricing from the respondents to this RFP, with the lump sum base scope price being inclusive of all reimbursables, such as printing, mileage and travel expenses. The Department requests the fee proposal from the respondents to this RFP be broken down as follows. These breakdown prices will be used as the schedule of values for billing purposes.

1.3.26.1 Construction Documents

1.3.26.2 Bidding or Negotiation Assistance

1.3.26.3 Construction Phase

Include at minimum the following site/virtual visits:

In-Person Virtual

Design Kickoff/Building Evaluation 1 -

100% Design Development - -

50% Construction Documents - 1

95% Construction Documents - 1

100% Construction Documents - -

Pre-Bid Meeting 1 -

Construction Field Observation 2 -

Substantial Completion/Punch List

Development 1 -

Final Completion/Punch List

Verification 1 -

One Year Warranty Correction Period

Visit 1 -

7 2

Beyond these site visits, each proposing firm shall provide additional visits as they see fit to complete the work of design. In addition to the lump sum pricing, the Department requests a unit price per construction inspection visit. This unit price will be additive or deductive based on the number of actual visits made.

1.4 ATTACHMENTS

1.4.1 Exhibit A – (2 pages)