New Burn Building at The Philadelphia Fire Academy RFP 5.26.26.pdf

Cherelle L. Parker, Mayor

Adam K. Thiel, Managing Director

The City of Philadelphia

REQUEST FOR PROPOSALS FOR

New Burn Building at The Philadelphia Fire Academy

This opportunity is a reposting of Opportunity #21260415134336.

Any Applicant who wishes to be considered must timely submit a responsive application to this opportunity.

WORK SUMMARY:

The City of Philadelphia’s (City), Managing Director’s Office (MDO) is charged with the oversight of the City’s operating departments. The Capital Program Office (CPO), which is a division of the MDO, is soliciting proposals from qualified firms interested in providing design, construction documentation, and construction administration services for the construction of a new multi-story Class A Burn Building. The Burn Building will accommodate for the required controlled live fire-burn training.

PROPOSED COMPENSATION:

Payment for design and construction services required by CPO under this contract shall be made based on a not-to-exceed lump sum fee. The total shall not exceed a pre-determined amount negotiated by the City and the Applicant and less than Five Hundred Thousand Dollars prior to commencement of the project.

RFP ISSUE DATE:

27 May 2026

RESPONSE DEADLINE:

No later than 5:00PM Philadelphia time on 20 July 2026. A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

PRE-PROPOSAL MEETING:

A MANDATORY pre-proposal meeting will be held virtually via Microsoft Teams on 08 June 2026 at 1:00PM Philadelphia time. It is MANDATORY that all applicants attend. See Teams info below:

Microsoft Teams meeting join:

https://teams.microsoft.com/meet/237055784071026?p=1sPYJQNytSCIRISyBQ Meeting ID: 237 055 784 071 026 Passcode: gA78t8dM

An OPTIONAL site visit will be held on 09 June 2026 at 10AM Philadelphia time. Address: 5200 Pennypack Street, Philadelphia, PA 19136. The meeting will be held in the Fire Academy. Applicants should enter the grounds via the main vehicle gate and enter the facility via the main entrance. Refer to Appendix G for a map of the existing site.

OFFICIAL RFP CONTACT:

Fredda Lippes, Project Manager, Capital Program Office Fredda.lippes@phila.gov

SUBMISSION REQUIREMENTS:

All proposals must be submitted electronically to the correct contract opportunity established for this RFP (identified by opportunity number) through eContract Philly at https://philawx.phila.gov/econtract/ https://teams.microsoft.com/meet/237055784071026?p=1sPYJQNytSCIRISyBQ https://philawx.phila.gov/econtract/

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

1.4 Feedback about this RFP

2. THE OPPORTUNITY

2.1 Summary

2.2 Background

2.3 RFP Schedule

2.4 Outcome Goals

2.5 Award Terms

3. SCOPE OF WORK

3.1 Description of Services

3.2 Performance Metrics, Contract Management & Payments

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

4.2 How To Submit Your Application

4.3 Proposal Binding

5. HOW WE CHOOSE

6. GENERAL RULES GOVERNING RFPs/PROPOSALS

6.1 Health Insurance Portability and Accountability Act (HIPAA)

6.2 Special Rules Applicable to Joint Ventures

6.3 Mandatory Political Contribution Disclosures and Penalties

6.4 Political Contribution Limits for City Contractors

6.5 City Employee Conflict Provision

6.6 Reservation of Rights

6.7 Confidentiality and Public Disclosure

APPENDICES

Appendix A – General Provisions

Appendix B – City of Philadelphia Tax & reulatory Status & Clearance Statement

Appendix C – Certification of Site Visit

Appendix D – Fee proposal Estimate Form

Appendix E – City of Philadelphia 17-111 Regulation on Energy Efficiency and Environmental Design in Construction of Buildings

Appendix F – Existing Site Context Map

1. INTRODUCTION

1.1 Values

The City of Philadelphia is committed to ensuring all businesses have access to contracting opportunities with the City and seeks to promote the economic development of small and local businesses.

1.2 Contracting with the City of Philadelphia

Consistent with our values, the City requires that all contractors and subcontractors comply with all applicable laws, regulations, and policies, including:

Please closely review the City’s contract attachments including the standard terms and conditions found in the General Provisions under Appendix A of this RFP. Any contract resulting from this RFP will incorporate and be governed by these documents.

1.3 Contacting Us

For technical assistance with the eContract Philly website, email eContractPhilly@phila.gov or call

(215) 686-4914.

IF ELIGIBLE, YOU ARE ENCOURAGED TO:

Apply for Local Business Entity (LBE) certification with City’s Procurement Department. If you provide your LBE status and/or promise to have a Local Impact, this must be used by the contracting department as a positive factor in evaluation and potential selection.

Additionally, some opportunities are exclusively reserved for LBE certified businesses.

Get Paid Faster! Enroll on the Vendor Payment Portal to effortlessly submit electronic invoices and monitor payment progress 24/7. The process of submitting invoices through the Vendor Payment Portal is user-friendly, efficient, and free.

1 2 3

CITY BUSINESS

LICENSES AND

PERMIT

REQUIREMENTS

PAYMENT OF CITY

BUSINESS TAXES

OR OTHER

INDEBTEDNESS

OWED TO THE CITY

CHAPTER 17-1300.

PHILADELPHIA 21ST

CENTURY MINIMUM

WAGE AND BENEFITS

STANDARD

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• Please note the phone number provided is not a live helpline.

• Allow for two (2) business days prior to any application deadline to receive a response to your request. The City will not extend a deadline even if it has not responded to your question or request.

• All other questions regarding the RFP, including substantive questions, must be submitted in accordance with Section 2.3. Applicants are otherwise prohibited from contacting City representatives concerning this RFP or related matters.

1.4 Feedback about this RFP

The City recently updated the design of the RFP we use for Professional Services, and would like feedback from vendors. If you have feedback you would like to share, please complete this voluntary survey. Thank you.

https://phila.formstack.com/forms/updated_rfp_feedback_survey https://phila.formstack.com/forms/updated_rfp_feedback_survey

2. THE OPPORTUNITY

2.1 Summary

The City of Philadelphia (“City”) acting through its Capital Program Office (“CPO”), which is a division of the Managing Director’s Office (“MDO”), is seeking proposals from qualified organizations with the capacity to provide Architecture and Engineering services as described in the Scope of Work for the construction of a new Burn Building at the Philadelphia Fire Academy located at 5200 Pennypack Street.

Applicants must demonstrate extensive experience with a minimum of five years in managing the construction of burn buildings for firematic training. The successful applicant shall be capable of performing architectural and engineering services required to deliver the project in an expeditious manner consistent with the interests of the City and of the highest professional quality.

The estimated construction cost/budget for this project is $15,000,000.00. The exact available budget shall be confirmed with CPO during the design phase.

Applicants may be invited for interviews and presentations of their proposal prior to the final selection.

2.2 Background

Managing Director’s Office Overview

The Managing Director’s Office (“MDO”) is a cabinet-level office with oversight of the City’s operating departments. The MDO works with these departments to:

• Create and successfully enact new policies.

• Deliver efficient, effective, and responsive public services.

• Implement the mayor’s vision.

The MDO oversees the following divisions:

• Capital Program Office

• Community Services

• General Services

• Health and Human Services

• Office of Children and Families

• Office of Transportation and Infrastructure Systems

The MDO works collaboratively with the Office of Public Safety, the Philadelphia Police Department and all other cabinet-level agencies.

Capital Program Office Overview

The Capital Program Office (“CPO”) is a newly created office within the Office of the Managing Director’s purview, responsible for capital planning and implementation for a number of City departments and agencies, including but not limited to Philadelphia Parks and Recreation, Police, Fire, Prisons, Health, Homeless Services, Fleet Services, Free Library, Public Property and the Zoo. CPO is assigned to work with the City Planning Commission, Budget Office and client departments in the creation of the annual capital budget and capital program, by evaluating proposed capital projects in terms of cost, schedule of work, timetable for completion, utility and practically, as well as benefit to the City and compliance with the priorities of the Administration.

CPO is responsible for the major design, renovation or new construction of City-owned or City-leased properties, along with other various public facilities and infrastructure. These capital projects are financed by City general obligation bonds, and self-sustaining revenue bonds (in the case of the International and Northeast Airports and the Water Department), which may be matched by in some cases by state and federal grants as well as private funding. Projects sponsored by CPO support the operations of buildings and facilities owned or leased by the City of Philadelphia.

Philadelphia Fire Department Overview

Nearly three centuries ago, Benjamin Franklin helped to establish the nation’s first volunteer fire company in Philadelphia. In 1871, the growing city's network of all-volunteer companies was consolidated into a career fire department. Today, the Philadelphia Fire Department serves the country’s sixth-largest city with nearly 1.58 million people, and its tradition of dedication and service remains as strong as ever.

Project Background

The Philadelphia Fire Department (PFD) operates the Philadelphia Fire Academy at 5200 Pennypack Street in the Holmesburg neighborhood of Northeast Philadelphia.

The Philadelphia Fire Academy is the primary training setting for all cadets joining the Philadelphia Fire Department (PFD) and for continued training for established personnel. A cornerstone of the practical training on the Academy campus is the Burn Building. The Burn Building provides a simulated environment for live burns, hose work, rescues, and other essential training opportunities. The live burns are classified as “Class A” as wooden pallets, excelsior, and other flammable and solid materials are used to fuel the fires. The spaces where the fires are staged within the Burn Building shall be designed to resist damage from continuous burns.

The existing Burn Building was constructed with the rest of the Fire Academy around 1970. Fifty-five years of continued use has taken its toll on the structure. Restoration efforts required to meet the requirements of the NFPA 1402-2019 standard become more expensive with each subsequent five-year inspection. Additionally, the structural floors of the burn rooms are not constructed to support the load of contemporary standard fire brick floor surface. Critical floor drainage is primarily accommodated through piped floor drains; this system is prone to failure. The industry standard lifespan for Class A burn building constructed today (with today’s higher standards) is expected to last 40 years with regular maintenance and restoration every five years. The existing PFA Burn Building has outlived its serviceable life for Class A burns. The existing Burn Building is not obsolete for the non-burn training scenarios it accommodates and is to remain in place. Future restoration activities and costs are expected to be less extensive given the proposed relocation of live burns to a new facility. The design scope for improvements to the existing Burn building is not included in this Request for Proposals.

Problem Statement

The Burn Building at the Philadelphia Fire Academy provides a critical training environment where fire cadets and active firefighters practice combating live fires. Due to the continuous exposure to extreme heat and flammable materials, the building undergoes a required structural inspection every five years.

Recent renovations addressed:

• Structural deficiencies

• Safety concerns identified through inspection

• Necessary repairs to extend the building’s usable life

In the long term, the fire tower does not provide training scenarios or contemporary building materials and structural systems to provide the proper training environment and maintenance program required to provide optimal training opportunities. The tower must be replaced.

The City requires the siting and design for a new Burn Building. Design and document a new Class A Burn Building to provide for the required controlled live fire burn training. Provide construction administration services relating to the project.

General Building characteristics:

- Concrete and masonry construction protected by a high temperature linings system o Durability – provide for a 30-year life span o Adequate drainage – Interior and Exterior of building to prevent standing water o Lighting – Adequate lighting in and around the structure o Water Supply – adequate hydrant locations o Maintenance – Easy upkeep and maintenance contract,

- Utilize Class A fuels to simulate actual fire conditions encountered by PFD members during structure fire responses.

- Utilize Class B Fuel Props to simulate Gas and Liquid Fuel Fires encountered by PFD members during fire responses.

- Provide for Fire Dynamics, Fire Growth and Flashover training

- Provide flexibility to allow additional training to be conducted under smoke and live-fire conditions to include Rapid Intervention, Firefighter Survival, rescue operations and Self- Contained Breathing Confidence scenarios.

Preliminary Programmatic Concept:

- Provide Commercial, High-rise and Residential type layouts common to Philadelphia.

o Basement and Garage Live-Fire training o Roof construction to allow for flat and peaked roof ventilation with bargeboard prop for roof ventilation operations.

o Anchor points for rope evolutions o Multiple doors to allow for forcible entry operations to include conventional and saw operations o Windows to allow for ladder and rescue operations and horizontal ventilation o Rooftop Deck/Patio fires/operations o Fire escape operations o Standpipe and Sprinkler Operations o Overhaul/hidden fire

Residential Structures- approx. 3,750 SF

2- story row type residential layout dwelling approx. 1,500SF 3 story row type approx. 2,250 SF residential layout dwelling with a 2-story step down in the rear to allow for up and over ventilation practices (2nd floor entry to allow for basement fire scenarios). Rear Garage entry (roll up door)

Exterior gas meter / fire capability Appliance fires Front porch roof

Commercial- Approx. 3,000 SF 3 story building – Store front 1st floor open floor plan w/rear storage room, 2nd floor office rooms, 3rd floor apartment layout.

High-Rise- Approx. 12,500 SF

5-story Fire Tower with FDC and Standpipe with roof access 1st floor lobby/utility room (non-burn) allow for lobby control/fire tower access and utility control, Sprinkler system room, open rear burn room (doubles as storage room for Garden apt and garage for residential)

Flashover simulator 1st floor lobby rear, garden Apt storage, Sprinklered area for stopping

Second entry point on side (only access 2nd and 3rd floors (Garden style apartment) 2-3 apartments per floor. Apartments also have rear common hallway accessible by fire tower for high-rise operations.

Second entry point on side (only access 2nd and 3rd floors (Garden style apartment) 2-3 apartments per floor. Apartments also have rear common hallway accessible by fire tower for high-rise operations.

4th floor office space with cubical and open search area 5th floor penthouse apartment Dumpster fire/loading dock area

2.3 RFP Schedule

RFP Posted 27 May 2026

Pre-Proposal Meeting/Site Visit

A MANDATORY pre-proposal meeting will be held on 08 June 2026 at 1:00PM Philadelphia time via Teams. It is MANDATORY that all Applicants attend. See Teams info below:

Microsoft Teams meeting join:

https://teams.microsoft.com/meet/237055784071026?p=1sPYJQNytSCIRISyBQ Meeting ID: 237 055 784 071 026 Passcode: gA78t8dM

An OPTIONAL site visit will be held on 09 June 2026 at 10AM Philadelphia Time: Address: 5200 Pennypack Street, Philadelphia PA 19136

The meeting will be held at the Fire Academy. Applicants should enter the grounds via the main vehicle gate and enter the facility via the main entrance. Refer to Appendix G for a map of the existing site.

Applicant Questions Due

Applicants must submit questions regarding this opportunity by 15 June 2026 at 5:00PM Philadelphia time. All questions must be submitted via email to:

Fredda.Lippes@phila.gov

Answers Posted on eContract Philly

30 June 2026 by 5:00PM Philadelphia time

Proposals Due 20 July 2026 by 5:00PM Philadelphia time

Applicant Selection 07 August 2026

Contract Execution 14 September 2026

Commencement of Work 14 September 2026

The above dates are estimates only. Notice of changes in any pre-proposal meeting or site visit date, time or location, due date for Applicant questions, or proposal due date will be posted as a notice/Addendum with the original RFP on eContract Philly and will become a part of the RFP.

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A mandatory pre-proposal meeting will be held on the date and at the location listed in the RFP Schedule above to review the requirements of this RFP.

An optional site visit will be held on the date indicated in the RFP Schedule above. In order to be a responsive applicant, you must complete Appendix D – Certification of Site Visit.

The City believes that attendance at the pre-proposal meeting and site visit is essential for successful participation in this RFP, and expects every Applicant to attend. The City reserves the right, in its sole discretion, to reject without evaluation, the proposal of any Applicant that does not attend the mandatory meeting and site visit.

2.4 Outcome Goals

The Capital Program Office (“CPO”) is committed to advancing the city's sustainability objectives and enhancing community well-being through the effective execution of capital projects. All City of Philadelphia capital projects should be designed and constructed to:

• Need minimal maintenance

• Be cost-effective and durable for public use over the lifecycle of the project

• Provide a safe and healthy environment

• Meet or exceed code requirements

• Meet or exceed city sustainability goals

• Plan for climate resilience and adaptability

• Support City-wide urban planning goals

Launched in 2024, CPO set out to bring the Capital Projects Division of the Department of Public Property, Capital Projects Group of Philadelphia Parks and Recreation, and Rebuild together under one Division of the Managing Director’s Office for efficiency and to focus on more than just design and construction, but also to address an ambitious set of civic and economic development goals.

These three core goals are to:

• Make physical improvements to city facilities, parks, recreation centers, and libraries.

• Promote and support diversity, economic inclusion and opportunities for small businesses, minorities and women who work or want to work in the construction industries.

• Engage with community members to leverage their knowledge, power, and expertise.

To support these goals, projects should support the following outcomes:

Enhanced communities

Increasing the quality of the public environment leads to a greater sense of community pride and stewardship. Key preconditions for achieving this are that neighborhoods have inspiring, functional, and sustainable civic infrastructure and facilities.

CPO wants to ensure that those projects which include community engagement as part of the process helps residents become “changemakers” in their communities. Central to this is Civic Participation and Trust, whereby residents have the opportunity and capacity to engage in the design of certain projects.

Healthy Lifestyles

Increasing physical activity and improved mental health for children and adults are targeted outcomes of CPO’s investment in parks, playgrounds, libraries, and recreation centers.

Public Safety A community’s perception and experience of safety are a significant factor in the utilization of public facilities. CPO focuses on achieving facility designs and constructions that promote safety while also ensuring that safety measures do not deliberately or inadvertently exclude diverse populations.

Sustainability

Employ integrative design practices to create projects that efficiently support Greenworks, Philadelphia’s vision of a greener, more resilient city. Project goals include a commitment to high-quality environmental standards and energy efficiency, as well as water efficiency, indoor environmental quality, site contributions to local ecologies, and other ways that facility improvements can support a broad understanding of sustainability.

Design and construction projects shall support climate adaptation and mitigation strategies, contributing to the reduction of the city’s carbon footprint and enhancing human and ecological health.

Design and construction projects shall support climate adaptation and mitigation strategies, contributing to the reduction of the city’s carbon footprint and enhancing human and ecological health.

Additionally, this project should support the goals of the Administration, as well as the mission of the Philadelphia Fire Department:

The mission of the Philadelphia Fire Department to provide efficient and effective fire protection, emergency rescue and emergency medical services to the citizens and visitors of Philadelphia

The Applicant’s proposed scope of work should “briefly” address each objective specifically and describe in detail how the Applicant will achieve the objectives, or how the Applicant will enable CPO to achieve the objectives.

2.5 Award Terms

Term

The term of this contract is expected to start on or about 14 September 2026 and end on or about 13 September 2030.

The City may, at its sole option, amend the contract to add up to four (4) additional terms, each term shall not to exceed one year.

Compensation Qualifications based, fixed price. Contract will state maximum compensation including all expenses. Contract will state maximum compensation including all expenses.

Cost Proposal Type

Applicants must provide a detailed cost proposal, with a line-item breakdown of the costs for specific services and work products proposed. Cost proposal must be a “fixed price” proposal. The proposed price must include all costs that will be charged to the City for the services and tangible work products the Applicant proposes to perform and deliver to complete the project and including, but not limited to, costs for the following, if the CPO is to pay for them: employee compensation and fringe benefits;

communication; printing; administrative expenses; bonding;

acquisition of real estate; rent, utilities, maintenance and security related to real estate; travel (reimbursable only at rates approved by the CPO and in accordance with current City policies, which can be obtained from the CPO); project management; development;

testing; implementation; maintenance; training; and all other work proposed. Any contract resulting from this RFP will provide for a not-to-exceed amount in the compensation section of the contract.

In the electronic submission, the fee proposal shall be a separate document labeled “Fee Proposal” with a lump sum fee for performing the scope of services for the project. Use the forms attached as Appendix E to this RFP.

The lump sum fee shall include all costs that will be charged to the City for the services and tangible work products the applicant proposes to perform and deliver to complete the project including, but not limited to: employee compensation and fringe benefits;

communication; printing; administrative expenses; bonding;

acquisition of real estate; rent, utilities, maintenance and security related to real-estate; project management; development; testing;

implementation; training; all incidental costs relating to the project i.e. telephone, copies, mailing, courier services, technology-related overhead, photographs and transportation, as well as printing and duplication of drawings and specs as is generally required by the project as deliverables; and all other work proposed. Any contract resulting from this RFP will provide for a not-to-exceed amount in the compensation section of the contract.

An allowance can be made for any specialized direct costs, which must be authorized by CPO, and will be reimbursed on the basis of actual expenses incurred. These extra expenses may include specially requested multiple printings of drawings sized 24”x36” or above, binding and copying of multiple specifications, specialized testing and/or specialized subcontractors. Copies of receipts must be submitted for reimbursement. No extra allowance will be permitted for travel, or any type of transportation expenses, within the City or from the Applicant’s office to City offices or the job site.

Lump sum fee must cover all phases of the project described in Section 3. Applicants shall identify all major tasks to be provided under each phase. To support and justify the lump sum quotations, include a breakdown by phase and task, of the hours and hourly rates for all personnel, including sub-consultants, proposed for the project. The City reserves the right to utilize this information for the purpose of (1) developing a payment schedule that fairly allocates the applicable lump sum fee of the selected Applicant, and (2) setting fees for any additional services beyond the scope of the executed contract that may be requested by the City. An adjustment of rates will not be considered unless the project runs past the contract limit.

Terms of Payment

Monthly invoices. Payment to Provider by the City for Services and Materials satisfactorily performed shall be made “not to exceed” as follows:

1. Ten percent (10%) upon validation of the Schematic Design Report and completion and approval of Pre-Design Development Phase;

2. Thirty-Five (35%), inclusive of previous payment, upon completion and approval of Design Development Documents;

3. Sixty-five (65%), inclusive of previous payment, upon completion and approval of the Final Design/Construction Documents;

4. Seventy-five (75%), inclusive of previous payments, following completion of all Services required of Provider during the City’s Bid/Award process;

5. Eighty-five (85%), inclusive of previous payments, at forty (40%) completion of construction;

6. Ninety-five percent (95%), inclusive of previous payments, at eighty percent (80%) completion of construction;

7. One hundred percent (100%), inclusive of previous payments, at substantial completion of construction, commissioning, and project close-out, unless the Responsible Official or his/her designee determines that further work is required of Provider in connection with punch list items.

Monthly invoices. Submit invoices directly to CPO project manager for review. With each monthly invoice submission, include the following documentation to substantiate the invoiced amount:

• Brief narrative of the services completed and/or tangible work products delivered during the billing period (including work performed by any sub-consultants related to the project).

• Summary of Applicant personnel who worked on the project during the billing period. Include name, total number or hours worked, hourly rate, and amount.

• Summary of sub-consultant personnel who worked on the project during the billing period. Include name, total number of hours worked, hourly rate, and amount for each sub-consultant who worked on the project during the billing period.

• Summary of reimbursable expenses for actual costs incurred during the billing period, including receipts.

• Project timesheets for all Applicant and sub-consultant personnel. Include date, name, hours worked, hourly rate, and amount.

3. SCOPE OF WORK

A new Burn Building will utilize Class A fuels to simulate actual fire conditions encountered by PFD members during structure fire responses. It should provide Fire Dynamics, Fire Growth, and Flashover training. The facility shall provide flexibility to allow additional training to be conducted under smoke and live-fire conditions to include Rapid Intervention, Firefighter Survival, rescue operations and Self- Contained Breathing Confidence scenarios. There shall be infrastructure for Class B Fuel Props on the exterior site adjacent to the building to simulate Gas and Liquid Fuel Fires encountered by PFD members during fire responses.

The new building is preferred to have a structural concrete frame, fully protected by high temperature linings. All walls shall be ‘non load bearing/nonstructural’ partitions built from concrete masonry units.

Partitions shall be maintained and/or replaced as needed over time. Some of the interior partitions shall be lined in high use areas (lots of frequent fire). This approach is intended to limit the initial construction cost while allowing burning throughout the structure. Floors shall have brick fire pavers throughout, and design is expected to allow for 100 lbs. PSF loading. Interior drainage shall be via exterior wall scuppers. Doors and window shutters shall be steel plate. Interior stairs shall be concrete. Exterior stairs shall be galvanized steel with safety grating. The building design shall simulate commercial, high-rise and residential layouts common to Philadelphia. The structure shall withstand Class A fuels to simulate actual fire conditions and extreme class B fuel props to simulate gas and liquid fuel fires encountered by PFD members during fire responses.

The new building shall adhere to best practice standards as identified in the following documents:

NFPA 1402 – Guide to Building Fire Service Training Centers

NFPA 1403 – Standard on Live Fire Training Evolutions

The proposed building replacement is to be located close to the existing structure. The exact site on the Fire Academy campus is to be determined under the work of this Request for Proposals. The site-immediately surrounding the new Burn Building shall be graded to divert water to improved subsurface drainage system. Adequate hydrant locations are to be provided. The adjacent ground surface shall be paved to accommodate fire apparatus. Site and building exterior shall be illuminated for night training.

The Design Professional will be responsible for all paperwork (including applications) and fees, necessary for municipal, state and/or federal approvals and/or permits having jurisdiction over project, including L&I.

The Applicant’s proposed scope of work should “briefly” address each objective specifically and describe in detail how the Applicant will achieve the objectives, or how the Applicant will enable CPO to achieve the objectives.

3.1 Description of Services

This Section 3.1 Description of Services includes the requirements for the project, including the services to be performed and the deliverables that must be met by the selected Applicant. The City reserves the right to change certain service requirements or deliverables based on changed circumstances, like a change in the business or technical environment or contract negotiations with Applicant(s) selected for negotiations, without issuing a revised RFP.

Applicants should read this section closely. An Applicant’s proposed scope of work must detail how they will meet the service requirements or achieve the deliverables described in this section.

Applicants may also propose additional or revised services or deliverables to achieve the outcomes described in Section 2.4 Outcome Goals of this RFP. However, Applicants must explain why each of these additional services or deliverables are necessary, and when and how they will be completed.

The CPO requires at least the services listed below, including the specific tasks and work activities described. The applicants’ proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles (as identified in Section 4.1, responsible for completing the task. For each service specified, the Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed. Applicants may propose additional or revised tasks and activities but should explain why each is necessary to achieve the project objectives.

• Architectural Services

• Civil engineering services

• Land Surveying

• Geotechnical Services

• Others as required for the work products listed below

• Building renderings for signage and public outreach

• The inclusion of a firematic design expert with five years’ minimum experience in the design of fire live burn training facilities and a minimum of five live burn training buildings completed in that time as a meaningful member of the design team to assure that innovative fire training design practices are included is required.

3.1.1 Applicant’s Service Requirements

The Applicant’s proposed scope of work should address each objective above specifically and describe in detail how the Applicant will achieve the objective, or how the Applicant will enable the City to achieve the objective.

In summary, the scope of work consists of performing all Design related activities and construction administration for all work related to the construction of the new Burn Building facility, including all improvements to related special systems that will be required to accommodate the new facility’s program. CPO, in general, shall have primary management responsibility for all project matters.

3.1.2 Scope of Services

The Department requires at least the services listed below, including the specific tasks and work activities described. Applicant’s proposed scope of services should state in detail how it will carry out each task, including the personnel/job responsible for completing the task (See Section 4.1, What you must Include in Your Proposal). For each service specified, the Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed. Applicants may propose additional or revised tasks and activities, but should explain why each is necessary to achieve the project objectives. This section is intended only as an overview of specific services to be provided by the Applicant for this project. It should not be considered an exhaustive list:

(1) Programming/Conceptual Design Phase: During this phase, the design professional shall work with the CPO and the PFD/User Agency to define overall goals, parameters and guidelines for the site analysis and selection of possible building locations, building design and construction of the project. This effort shall generally include the definition of functional criteria, architectural standards and alternate building systems. The ultimate goal of this phase is to develop a design concept that will satisfy the functional requirements of the User Agency within the limits of the funds available.

(2) Schematic Design/ Design Development Phase:

The Applicant shall prepare and submit to the City a Developed Design, indicating all building and site component details and their configurations. It shall portray specific fulfillment of Program Requirements, and Code and Regulatory requirements. The Applicant shall also submit a formal detailed construction cost estimate for the Developed Design, which shall not exceed the construction budget provided above.

Design development documents present the approved schematic design in greater detail. Design drawings are organized according to construction contract and include site plans, dimensioned floor plans, horizontal and vertical utility distribution and special systems. Architectural finish standards are established. Design development documents are submitted for regulatory review and approval.

Upon consultation and review by the City, the initial Developed Design shall be revised and perfected.

Based upon comments from the City, the Applicant shall continue to refine the Developed Design to achieve the Program Requirements, to meet the probable construction cost budget. During this period, the Applicant shall meet and coordinate extensively with representatives of the City to facilitate their decisions on project details and resolution of issues. The refinement of the Developed Design shall continue until formal Acceptance by the City of a Final Developed Design. This Phase is complete upon that Acceptance.

Provide all services necessary for design review by the Department of Licenses + Inspections (“L+I”) and other agencies having jurisdiction over project. Provide a list of all permits and approvals required for the project to the Project Manager in writing. As part of this contract, the Design Professional shall submit to the Department of Licenses + Inspections “eCLIPSE” program sealed sets of plans for permitting purposes. Additionally, a minimum of two (2) sealed sets of plans shall be submitted to

CPO.

The CPO agrees to serve as the applicant for the L&I process, and any application or expediting fees relating to the approvals will be the responsibility of the CPO. Any supplementary (optional) reviews requested by the Design Professional will be the Design Professional’s responsibility.

During this phase, the design professional shall work with the CPO and the User Agency to define overall goals, parameters and guidelines for the design and construction of the project. This effort shall generally include the definition of functional criteria, architectural standards and alternate building systems. The goal of this phase is to develop a design concept that will satisfy the functional requirements of the User Agency within the limits of the funds available. This phase will then translate the design concept into alternative spatial and material solutions. The design shall consist of appropriate plans depicting spaces, elevations and sections as may be necessary, outline specifications, a general narrative description of basic systems and materials, and other documents that illustrate the scale and relationship of project components. Civil, architectural, structural, plumbing, and electrical concepts will be represented. Tasks may include:

• Evaluation of Existing Conditions

• Review and Validation of Program

• Collection of Project Site Information

• Subsurface Investigations – Provide allowance – clearly define full scope of subsurface investigations required

• Environmental Investigation coordinated with CPO

• Building Materials and System Selection

• Conceptual Phasing Plan for Construction

• Cost Estimates

• Value Engineering

• Preliminary Project Schedule (Construction Phasing)

• Schematic Design Report and site selection Options

• Design Development Report

(3) Final Design Phase:

Construction documents describe in drawings, specifications, and other contract documents, the requirements for construction of the project. All schedules of equipment, materials and finishes are finalized. Technical and supplementary general specifications are completed. Receipt of all permits and regulatory approvals must occur before the completion of this phase.

Upon consultation and review by the City, the initial submitted Construction Documents shall be revised and perfected. Based upon comments from the City, the Applicant shall continue to refine the Construction Documents to achieve the Program requirements and meet the probable construction cost budget. During this period, the Applicant shall meet and coordinate extensively with representatives of the City to facilitate their decisions on project details and resolution of issues. The refinement of the Construction Documents shall continue until a formal Acceptance by the City of those Documents. This Phase is complete upon that Acceptance.

Tasks may include:

• Detailed Construction Drawings including Special Systems, Furnishings, Telephone/Data Layout

• Final Specifications (Divisions 0 and 1 to be edited/coordinated from/with CPO Master)

• Project Special Conditions to be coordinated with User Agency

• Regulatory Approvals

• Multiple Construction Contract Definition and Preparation (if required)

• Development of Bid Alternates

• Construction Phase Schedule

• Final Construction Cost Estimate

• Signage Details/Documentation

• Submit Final Documents on in pdf and dwg format on external drive

(4) Construction Bid Phase:

The Applicant will assist the CPO in explaining the requirements of the project and evaluating the responsiveness of proposals for construction bids.

Tasks may include:

• Preparation of bid documents

• Prepare responses to bidder questions & request for information

• Preparation of addenda

• Attendance at pre-bid conferences

• Evaluation of bid differential (required if not within 10% of estimate)

(5) Construction Phase:

The Applicant will assist the CPO in the administration and management of the construction contract(s).

Tasks may include:

• Construction Monitoring

• Project Meetings (minimum two per month)

• Project Site Visits as required

• Review Contractor(s) Schedule of Values

• Review and Approve Contractor’s Submittal Schedule

• Response to Contractor Questions and Request For Information (RFI)

• Review/Approval of all required Submittals and Shop Drawings

• Review of Requests for Substitutions/Approved Equals

• Review/Approval of Sample Fabrications and Installations

• Contract Document Interpretation

• Contractor Payment Review

• Change Order Evaluation

• Construction Schedule/Coordination Review

• Attend Semi-final and Final Inspections and Prepare Punch Lists

• OM&S Requirements (Collection of all manuals, development of spreadsheet listing manufacturers, model numbers, technical information, date accepted, warranty period, PM schedules, required inspections etc.)

• PECO smart Ideas final application submission with construction close out (https://www.peco.com/SiteCollectionDocuments/PECOCIApplication_v2_1.pdf)

• Equipment Training, coordination only

• Updated drawings and data on external drive, reflecting all changes to plans and any significant systems

• Move Coordination

The CPO will use the Procore project management platform for it’s design and construction projects.

The Design Professional shall use CPO’s Procore platform for the applicable project activities as determined by CPO. The Design Professional shall assist in all uploading and tracking the project on the City Procore platform.

The Applicant’s proposed scope of work should address each objective specifically and describe in detail how the Applicant will achieve the objectives, or how the Applicant will enable CPO to achieve the objectives.

Construction Contractors and Lead Designers are required to use the Capital Program Office’s Construction Project Management Platform software. The Platform (Procore) is used to manage design document packages, construction documents (change orders, ASIs, RFIs, RFPs, field orders, field reports/observations, consultant reports/observations, etc.), project financials, invoice management, quality/safety reports, close-out documents and other project-related documents for retention purposes.

CPO has procured and will issue licenses to active representative(s) of each of the organizations listed below as “Users”. Note that subcontractors to the Construction Contractors or subconsultants to the Lead Designer may be administered licenses to the system as needed on a case-by-case basis.

Subcontractor/subconsultant management systems and processes are left to the discretion of the Construction Contractors, and Lead Designers.

Users:

- CPO Project Manager

- Lead Designer

- Construction Contractors

- Contractor invoice

- Construction Inspector

Core functions include but are not limited to:

- Storage of project contacts

- Submission and review of payment applications

- Submission and review of project schedules in Platform compatible formats

- Submission of Potential Change Order (PCO) requests

- Log risks and issues

- Submission and review of meeting agendas, minutes, and bi-weekly updates

- Storage of permits

- Storage of Architect/Engineer Daily Observations

- Transmission of Architect’s Supplemental Instructions

- Storage of Drawings & Specifications

- Submission and review of Submittals and Requests for Information

- Storage of inspector reports

- Facilitation of closeout processes, including punchlist https://www.peco.com/SiteCollectionDocuments/PECOCIApplication_v2_1.pdf

3.1.3Applicant’s General Requirements

(1) Standard Requirements

The following requirements apply to all architectural, engineering and related professional service contracts:

(a) The Applicant shall perform all services in an expeditious manner consistent with the interests of the City and of the highest professional quality. All work shall be in conformance with all applicable City of Philadelphia standards and requirements, including The Philadelphia Code.

(b) The CPO Project Manager shall chair all design review meetings and construction progress meetings with administrative support by the Applicant. Minutes shall be prepared by the

(c) Design Professional and distributed to all attendees. Design Professional shall provide and keep logs of all submittals, RFIs, and change orders and shall be cognizant of all schedule and budget updates.

(d) Design Professional shall obtain sign-off of all utilities including PECO Smart Ideas pre and final applications, government agencies having jurisdiction, using agencies, and coordinate with and/or present work to related or affected City agencies including the Office of Public Arts, Culture and the Creative Economy (along with Art Commission), as required by the specific project.

(e) Construction cost estimates shall be provided as described in the Scope of Services of this RFP.

Estimates shall be organized in accordance with Construction Specifications Institute (CSI) format and incorporate contingencies and escalation appropriate to the project schedule.

Estimates must be presented for each Prime Contract and for each Alternate (if applicable).

(f) The Design Professional shall accomplish the design services required under the contract so as to permit the award of a construction contract or multiple construction contracts, pursuant to standard CPO practices, for the construction of the facilities designed at a price which does not exceed the estimate set forth as otherwise determined during schematic design. If bids or proposals for the construction contract are received that exceed the estimated cost by more than 10%, the Design Professional may be required to perform such redesign and other services as are necessary to permit contract award within the estimated cost. These additional services shall be performed at no increase in the price of this contract. The Design Professional shall not be required to perform such services at no additional cost when the unfavorable proposals or bids are the result of conditions beyond the Design Professional's reasonable control. (Lack of knowledge regarding bid climate does NOT constitute beyond reasonable control.)

(g) The CPO has a Division 00 and Division 01 master specification that is frequently revised and updated. The current version (available in Microsoft Word) will be provided by the CPO at the start of the Construction Documentation Phase. The Master Specs and relevant design standards must be fully coordinated and incorporated with the technical sections by the Design Professional as a complete Project Manual and resubmitted in Microsoft Word (without exception).

(h) The City of Philadelphia is required to competitively bid all jobs under the Pennsylvania State Separations Act. Therefore, Design Professionals must completely and accurately define construction documents into clear scopes of work for each required discipline. All work described in the specifications must be non-proprietary unless specific approval from the Procurement Department has been obtained.

(i) All work shall be…