NEJC RFQ-240001 AE Final.pdf

RFQ-AE

Rev. 7/2022

STATE OF COLORADO

OFFICE OF THE STATE ARCHITECT

STATE BUILDINGS PROGRAM

REQUEST FOR QUALIFICATIONS

FOR

ARCHITECTURAL/ENGINEERING/CONSULTING SERVICES

For The

CDHE/Northeastern Junior College

For The

Walker Hall HVAC Chiller Replacement and New Elevator Installation

REQUEST FOR QUALIFICATIONS

FOR

ARCHITECTURAL/ENGINEERING/CONSULTING SERVICES

TABLE OF CONTENTS

I. INTRODUCTION

A. Project Description/Minimum Requirements/Project Delivery B. Selection Process

1. Mandatory Pre-Submittal Conference

2. Architect/Engineer/Consultant Submittals

3. Screening Panel/ Short List

4. Oral Interviews

C. Schedule

II. SUBMITTAL REQUIREMENTS

A. Project Team B. Firm Capabilities C. Prior Experience D. Project Approach E. Work Location

APPENDICES

Appendix A: Preliminary Selection/Evaluation Form Appendix A1: Interview Selection/Evaluation Form Appendix A2: Final Ranking Matrix Appendix B: Architect/Engineer/Consultant Contract (Standard or CM/GC Format) Appendix C: Acknowledgment and Attestation Form

Rev. 7/2022

ARCHITECTURAL/ENGINEERING/CONSULTING SERVICES

REQUEST FOR QUALIFICATIONS

DEPARTMENT OF HIGHER EDUCATION

Northeastern Junior College

I. INTRODUCTION

A. PROJECT DESCRIPTION

2024-064M23: Walker Hall HVAC Chiller Replacement & New Elevator Installation

Northeastern Junior College is Requesting Qualifications for the replacement of the HVAC chiller and the installation of a new elevator in Walker Hall. This is an existing building that was built in 1955 and the addition was built in 1973. The elevator will allow access to the first and second floor of the original building, and the basement, first and second floor of the addition. The elevator will have a total of 5 stops and doors will need to open front and back. The HVAC chiller was installed in 1971 and serves the addition portion of the building.

Project deliver method will be D/B/B.

B. SELECTION PROCESS

The selection of an architect/engineer/consultant will be conducted in accordance with the Colorado Revised Statutes, 24-30-1401 et. seq. The process will involve two stages:

submittals will be screened and scored. A limited number of firms will be short listed and invited to participate in oral interviews. The [agency/institution] will attempt to negotiate a contract with the highest ranked firm following the interview segment. Following is additional information relative to the selection process:

1. Mandatory Pre-submittal Conference: To ensure sufficient information is available to firms preparing submittals, a mandatory pre-submittal conference has been scheduled.

The intent of this conference is to tour the site and to have Northeastern Junior College staff available to discuss the project. Firms preparing submittals must attend and sign-in in order to have their submittals accepted. The pre-submittal conference will be held at:

Northeastern Junior College

Walker Hall, Room 101 100 College Ave.

Sterling, CO 80751 Monday, July 24, 2023, 10:00 a.m.

2. Architect/Engineer/Consultant’s Submittals: Specific requirements for submittals and scoring criteria are detailed in II. SUBMITTAL REQUIREMENTS. In order to facilitate review, three (3) copies of submittals must be provided. Submittals must be received at:

Rev. 7/2022

Northeastern Junior College Attn: Martha Gareis 100 College Ave.

Sterling, CO 80751

Deadline for receipt (whether mailed or hand delivered) is Thursday, August 17th, 2023, by 2:00 p.m. MST.

Late submittals will be rejected without consideration. Northeastern Junior College and the State of Colorado assume no responsibility for costs related to the preparation of submittals.

3. Screening Panel/Short List: Submittals will be evaluated by a panel of individuals selected in accordance with state policies. The panel will review and score the submittals. Firms ranked the highest will be invited to an oral interview. It is anticipated no fewer than three (3) or no more than four (4) will be interviewed.

4. Oral Interviews. It is anticipated that oral interviews will be conducted during the week of August 28, 2023. Interviews will be conducted at: Northeastern Junior College, Walker Hall 101, 100 College Ave., Sterling, CO. The time for interviews is to be determined.

Key personnel from the firm and major consultants who will be directly involved with the project should attend the interview. The interview panel will, in particular, be interested in knowing about the project approach proposed and in meeting the individuals who will act as the primary contacts with the [agency/institution].

C. SCHEDULE

Following is a detailed schedule of events for the RFQ process and an outline of the schedule for the balance of the project.

Advertisement Friday, July 14, 2023 Mandatory Pre-submittal Conference/ Tour Mon., July 24, 2023, 10 am MST Date Email Questions Due Mon., July 31, 2023, 4 pm MST Date Email Answers Issued Mon., Aug. 7, 2023, 4 pm MST RFQ Submittal Due Thur., Aug. 17, 2023, 2 pm MST Interview List Released Tuesday, August 22, 2023 Oral Interviews (as scheduled) Monday, August 28, 2023 Negotiation of A/E Contract Monday, Sept. 4, 2023 Contract Approval (projected) TBD Anticipated A/E professional Services - Start TBD Anticipated Construction Services – Start - Finish Feb 2024-Sept 2024

II. SUBMITTAL REQUIREMENTS

Firms will be judged not only on their past experience for the type of work involved, but also on their ability to address issues critical to the success of the project requirements outlined in this RFQ document. (Note that the primary focus of the prequalification evaluation will be the firm(s) capability and the primary focus of the oral interview will be the proposed Project Management Team member’s capabilities.) Following are elements that will be used to evaluate each firm's qualifications:

A. PROJECT TEAM

Identify the project principal, the project manager, key staff and sub-consultants. Present a brief discussion regarding how the team's qualifications and experience relate to the specific project.

❑ Qualifications and relevant individual experience.

❑ Unique knowledge of key team members relating to the project.

❑ Experience on projects as a team.

❑ Key staff involvement in project management and on-site presence.

❑ Time commitment of key staff.

❑ Qualifications and relevant sub-consultant experience.

B. FIRM/TEAM CAPABILITIES

❑ Are the lines of authority and coordination clearly identified?

❑ Are essential management functions identified?

❑ Are the functions effectively integrated? (e.g., sub-consultants’ role delineated)?

❑ Current and projected work load.

Note: Organization charts and graphs depicting your capacity may be included.

C. PRIOR EXPERIENCE

Use this portion of your submittal to describe relevant experiences with the project type described in this RFQ document and various services to be provided.

❑ Experience of the key staff and firm with projects of similar scope and complexity.

❑ Demonstrated success on past projects of similar scope and complexity.

❑ References.

Note: Include the name and current telephone number of the owner’s project manager for every project listed.

D. PROJECT APPROACH

For the project and services outlined in the RFQ document, describe how you plan to accomplish the following project control and management issues:

❑ Budget Methodology/Cost Control.

− Establish and maintain estimates of probable cost within owner's established budget.

− Control consultant contract costs − Coordinate value engineering activities

❑ Quality Control Methodology.

− Insure State procedures are followed − Improve energy efficiency through the use of an integrated design process, life cycle costing, the use of an energy standard (current OSA energy code) and the specification of energy efficient materials, systems, and equipment

− Insure the project is designed for durability and maintainability

Rev. 7/2022

❑ Schedule.

− Manage the required work to meet the established schedule

E. WORK LOCATION

Describe where the prime and sub-consultants will do the key work elements of this project.

❑ Proximity of firm’s office as it may affect coordination with the State's project manager and the potential project location.

❑ Firm's familiarity with the project area.

❑ Knowledge of the local labor and material markets.

Appendix A

PRELIMINARY SELECTION/EVALUATION FORM

ARCHITECT/ENGINEERING/CONSULTANT SERVICES

QUALIFICATION BASED SELECTION (This form is to be used in the first step, i.e. short listing, of an architectural/engineering/consulting services selection process.)

Evaluator #:_____________________________________ Date:_________________________ Name of Firm:_________________________________________________________________ Name of Project:_______________________________________________________________

RFQ REFERENCE

MINIMUM REQUIREMENTS Y ____ N ____

If the minimum requirements have not been met, specify the reason(s):

Acknowledgment and Attestation included: Y _____ N _____

SCORE (PROJECT SPECIFIC QUALIFICATIONS): Weight2 x Rating3 = Score

1. PROJECT TEAM1

❑ Qualifications and relevant individual experience. ___4__x_____=____ ❑ Unique knowledge of key team members relating to the project. ___4__x_____=____ ❑ Experience on projects as a team. ___3__x_____=____ ❑ Key staff involvement in project management and on-site presence. ___5__x_____=____ ❑ Time commitment of key staff. ___4__x_____=____ ❑ Qualifications and relevant sub-consultant experience. ___3_ x_____=____

2. FIRM CAPABILITIES1

❑ Are the lines of authority and coordination clearly identified ___3__x_____=____ ❑ Are essential management functions identified? ___4__x_____=____ ❑ Are the functions effectively integrated (e.g., sub-consultants’ roles delineated?) ___3__x_____=____ ❑ Current and projected work load. ___4__x_____=____

3. PRIOR EXPERIENCE1

❑ Experience of the key staff and firm with projects of similar scope and complexity. ___4__x_____=____

❑ Demonstrated success on past projects of similar scope and complexity. ___4__x_____=____

❑ References. ___2__x_____=____

4. PROJECT APPROACH1

❑ Budget methodology/cost control. ___3__x_____=____ ❑ Quality control methodology. ___4__x_____=____ ❑ Schedule maintenance methodology. ___3__x_____=____

5. WORK LOCATION1

❑ Proximity of firm’s office as it may affect coordination with the state's project manager and the potential project location. ___3___x____=_____ ❑ Firm's familiarity with the project area. ___3___x____=_____ ❑ Knowledge of the local labor and material markets. ___3___x____=_____

TOTAL SCORE: ________4

NOTES:

1. Criteria: Agencies/Institutions are encouraged to include additional criteria that reflect unique characteristics of the project under each category to help determine the submitter’s overall qualifications.

2. Weights: Agency/Institutions to assign weights, using whole numbers, to all criteria on evaluation forms for inclusion into RFQ document and prior to evaluations.

3. Ratings: Evaluator to assess the strength of each firms qualifications and assign a numerical rating of 1 to 5 with 5 being the highest rating 0 is missing information. (Use whole numbers)

4. Total Score: Includes the sum of all criteria. Note: a passing score (as a percentage of the total points available) is optional and should be assigned by the agency/institution prior to evaluation.

Appendix A1

ORAL INTERVIEW SELECTION/EVALUATION FORM

ARCHITECTURAL/ENGINEERING/CONSULTANT SERVICES

QUALIFICATION BASED SELECTION (This form is to be used in the second step, i.e. oral interview, of an architectural/engineering/consulting services selection process.)

Evaluator #:_________________________________________ Date:_____________________ Name of Firm:_________________________________________________________________ Name of Project:_______________________________________________________________

SCORE (OVERALL QUALIFICATIONS)1: Weight2 x Rating3 = Score

1. PROJECT TEAM1 ___4__ x _____ = _____

2. TEAM CAPABILITIES1 ___5__ x _____ = _____

3. PRIOR EXPERIENCE1 ___3__ x _____ = _____

4. PROJECT APPROACH1 ___4__ x _____ = _____

5. WORK LOCATION1 ___3__ x _____ = _____

TOTAL SCORE: ________4

1. Criteria: Agencies/Institutions are encouraged to include additional criteria that reflect unique characteristics of the project under each category to help determine the submitter’s overall qualifications.

2. Weights: Agency/Institutions to assign weights, using whole numbers, to all criteria on evaluation forms for inclusion into RFQ document and prior to evaluations.

3. Ratings: Evaluator to assess the strength of each firms qualifications and assign a numerical rating of 0 to 5 with 5 being the highest rating. (Use whole numbers), 0 is missing information.

4. Total Score: Includes the sum of all criteria. Note: a passing score (as a percentage of the total points available) is optional and should be assigned by the agency/institution prior to evaluation.

Appendix A2

STATE BUILDINGS PROGRAM

FINAL RANKING MATRIX

QUALIFICATION BASED SELECTION

(This form is to be used separately to rank and determine the most qualified architectural/engineering/consulting services firm for both the preliminary and interview evaluations.)

FIRM

QUALIFICATIONS SCORE1

CUMULATIVE2

TOTAL SCORE

RANK3

EVAL

#1

EVAL

#2

EVAL

#3

EVAL

#4

EVAL

#5

EVAL

#6

1. Insert total score from each evaluator's PRELIMINARY SELECTION AND INTERVIEW SELECTION/EVALUATION FORMS. DO NOT combine scores of the two evaluations.

2. Add all evaluators' total scores to determine the cumulative score. NOTE: Each firm's cumulative total score should be as a percentage of the total points available.

3. Rank all firms with the highest scoring firm being the most qualified.

Appendix B

ARCHITECT/ENGINEER/CONSULTANT CONTRACT

(STANDARD OR CM/GC FORMAT)

Appendix C

ACKNOWLEDGEMENT AND ATTESTATION FORM

By responding to these guidelines, the respondent(s) certify that he/she has reviewed the Agreement and its Exhibits contained herein, and is familiar with their terms and conditions and finds them expressly workable without change or modification.

I certify and declare that the foregoing is true and correct.

Subscribed on ________________________ at _________________________, Date City ____________________________, State of ____________________________, County State

Applicant or Corporate Officer Signature Date

Witness Date

NOTE: Use full corporate name and affix corporate seal (if available).

(Seal)

FIRM