Professional_Design_Services_for_Fire_Station_No._3_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR QUALIFICATIONS

226098

PROFESSIONAL DESIGN SERVICES FOR FIRE STATION NO. 3

Due Date: Wednesday, July 13, 2022

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/22282

PUBLISH DATE: June 22, 2022 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR QUALIFICATIONS NO. 226098

BUSINESS SERVICES DEPARTMENT Page 2 of 49 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Sandra Alcorn

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4118

Attachments:

A - OFFER AND ACCEPTANCE.RFQ

B - SBE Program Provisions C - Architectural Program Statement D - TFD Station #3 Feasibility Study

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A. NOTICE OF REQUEST FOR QUALIFICATIONS

A.1. City of Tucson

NOTICE OF REQUEST FOR QUALIFICATIONS NO. 226098

ARCHITECTURAL AND ENGINEERING PROFESSIONAL SERVICES FOR Professional Design Services for Fire Station No. 3

Notice is hereby given that the City of Tucson, hereinafter referred to as "COT" is conducting a competitive Two-Step Process to retain One (1) Firm(s) to provide professional design services for the construction of a new Tucson Fire Station No. 3. The City is seeking firms (hereinafter referred to as “Consultant”) to provide consultant services in the form of a multi-disciplinary team. The estimated annual budget for this project is $5,800,000.

COT invites interested firms to submit written Statements of Qualifications (SOQ’s) relating to this solicitation. A Screening Committee will evaluate firms’ qualifications and experience with similar projects. The firm(s) determined to be best qualified will then be invited to enter into negotiations with COT for billing rates under the contract. (Selection Plan: i.e.up to three (3) will be selected.)

Questions must be addressed to the Contract Officer listed in the solicitation.

SUBMITTAL DUE DATE: Wednesday, July 13, 2022 AT 2:00 pm LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Thursday, June 30, 2022

TIME: 10:00 am

LOCATION: +1 213-293-2303,,284567063# United States, Los Angeles Phone Conference ID: 284 567 063# https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBiMGJmNzktMTk3YS00NDM2LTliNjAtNzZkMTA2ZjhjMGJj%40thread.v2/0?co ntext=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%224dd6ef81-011f-43e1-b8dd-8668cf929fb8%22%7d

QUESTIONS SHALL BE DIRECTED TO: Sandra Alcorn

PHONE NUMBER: (520) 837-4118

EMAIL ADDRESS: sandra.alcorn@tucsonaz.gov

Publication Dates: Friday, June 24, 2022 & Friday, July 1, 2022 published in The Daily Territorial

Posted Date: Wednesday, June 22, 2022

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B. INTRODUCTION

B.1. Summary

Notice is hereby given that the City of Tucson, hereinafter referred to as "COT" is conducting a competitive TWO-STEP process to retain ONE (1) CONSULTANT to provide professional design services for the construction of a new Tucson Fire Station No. 3. The estimated construction budget for the project is $5,800,000. The City anticipates using the Construction Manager at Risk (CM@Risk) project delivery method for this project.

COT invites interested firms to submit written Statements of Qualifications (SOQ’s) relating to this solicitation. A Screening Committee will evaluate firms’ qualifications and experience with similar projects (Step 1). Up to THREE (3) firms will then be invited to participate in a presentation/interview (Step 2). The firm determined to be best qualified based solely on the presentation/interview will then be invited to enter into negotiations with COT for the contract.

B.2. Contact Information

Sandra Alcorn Senior Contract Officer 255 W. Alameda 6th Floor Tucson, AZ 85701 Email: sandra.alcorn@tucsonaz.gov Phone: (520) 837-4118 Department:

City Manager's Office mailto:sandra.alcorn@tucsonaz.gov tel:(520)837-4118

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C. SCOPE OF WORK

C.1. Scope of Work

I. PROJECT LOCATION

This project will be constructed at 24 N. Norris Ave., Tucson, Arizona, 85711.

II. PROJECT DESCRIPTION

The City of Tucson is planning to use the Construction Manager at Risk (CM@R) method of delivery, with a phased GMP (Guaranteed Maximum Price) for the construction work. The Design Consultant will be selected in anticipation of the selection of the Construction Manager. If timing of contract award allows, The selected Design Consultant will be a voting member of the Selection Committee for the CM@R. Attendance at all subsequent meetings and participation in accordance with all procurement policies, rules and regulations for a committee member are expected.

Contracts for the Design Services and Construction Manager Services will be executed separately.

However, the design and Construction Manager team will be required to work closely together as it will be the team’s responsibility to define, monitor, and stay within the construction budget and schedule.

The team’s priorities are as follows:

• Ensure constructability prior to the negotiated GMP,

• Conduct value engineering,

• Maintain budget controls,

• Maintain schedule controls.

The Design Consultant will be required to comply with the City of Tucson A/E Design Standards including the A/E Division Energy Management and Control System (EMCS) Technical Guidelines and A/E CAD Standards located at https://www.tucsonaz.gov/files/gs/AE_Design_Construction_Standards_02-27-2015_.pdf as referred to throughout this solicitation.

This project will be managed by the City Manager’s Office, Tucson Delivers Program

III. PROJECT BUDGET

This project is the fourth fire station of five (5) fire stations that will be rebuilt under the Tucson Delivers, Safer City Program. This program and the rebuild of Fire Station 3 is funded through a half cent sales tax approved by voters in May 2017 (Proposition 101) The City has programmed approximately $5,800,000 for construction. The final Project Construction Budget will be established as a result of the cost analysis by the Consultant and the reviews and approval the City.

It is the responsibility of the Architect and his consultants to maintain the security of all drawings, plans, etc. in order to protect the safety and security of the Facility and operations impacted by this project

IV. THE PROJECT

A. Design Criteria

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The Project requirements presented are not all-inclusive and are only presented in an effort to relate the general Project and the scope of this design project.

The Consultant shall provide programming, design, engineering, and construction administration for the Project. The project scope is for the design and construction services for the construction of a new Fire Station No. 3. See Appendix A.

Project Timeframe: A Project Schedule shall be developed by the Consultant based on input from the City of Tucson’s Project Manager and the CMAR. The Project Schedule shall be developed based on the estimated durations below and approved by the City’s Project Manager.

• Programming: 1 Month

• Design: 8-10 Months (shall include a concept/schematic design, design development, and construction development phase allowing 2-3 weeks for internal review of plans at each stage)

• Bidding and Permitting: 3 Months

• Phased Construction: 12-14 Months

B. Goals and Objectives

The City of Tucson is seeking an architect that will provide maximum performance (shortest time, minimum cost, and maximum quality and customer satisfaction).

The Consultant shall provide design and engineering and construction administration for the Project.

The project scope is for the design and construction of a new Fire Station located on a vacant lot at [address]

Preparation of Construction Documents, that satisfy the functional requirements as described herein, and as established in the approved Architectural Program Statement as attainable within the budgeted funds.

Refer to the Architectural Program Statement for additional Project goals.

V. SCOPE OF PROFESSIONAL SERVICES

A. General Description

Consultant shall be responsible for the professional quality and the technical accuracy of the professional services being provided to the City under this Contract. All reviews, comments, acceptances, and approvals by the City shall not be deemed to be for review of the technical accuracy, but shall be for monitoring progress, clarifying User Agency questions, certifying payments, determining that the work complies with the overall Project requirements, and meets acceptable standards of care.

Architects and/or Engineers registered to practice in their particular field of endeavor with the State of Arizona shall render the specific services being furnished during the life of this Contract. The professional and associated services provided shall be rendered by personnel pre-approved by the City, which reserves pre-approval rights for any personnel substitutes, and shall be rendered promptly and diligently upon receipt of written Notice to Proceed with any or all of the services herein.

Professional services for the Project are to consist of the following phases and as described below:

• Existing conditions survey/review. The current Fire Station is historically significant. Provide HABS documentation in accordance with the following website:

https://www.nps.gov/hdp/standards/habsguidelines.htm

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• Site survey and feasibility study

• Programming

• Concept design and phasing Options

• Schematic design

• Land development package for submission to Planning and Development Services for zoning review

• Construction documents o 50% CD review and pricing documents o 90% CD review and pricing documents – GMP Package o 100% CD permitting documents

• GMP review and acceptance

• Construction administration

• Warranty review and closeout

Professional Disciplines/Services shall include but are not limited to the following:

• Architectural

• Historical Survey (develop HABS documentation)

• Interior design and FF&E

• Civil engineering

• Surveying

• Landscape architecture

• Structural engineering

• Mechanical and plumbing engineering

• Electrical engineering

• Telecommunications engineering

• LEED AP consultation

• Public art coordination

• Signage design – code required and building/monument signage

• Interior signage

• Cost estimating at all phases

• ADA compliance

• CMAR coordination and cost estimate reconciliations

• Special inspections if determined necessary during design development

• Materials testing - specify testing requirements in contract documents

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• Geotechnical investigations

• Building commissioning (CxA) will be contracted directly by City of Tucson.

Consultant shall be responsible for the completeness and accuracy of all services rendered under this Contract and to correct all errors of omission or commission on the drawings, specifications and other documents notwithstanding prior acceptance by the City.

The Consultant, arranging through the Project Manager Pre-Design conferences with interested parties, shall confirm the requirements of the Project. The Project Management Team concerned with the development of the Project includes, but is not limited to, the following:

• City Manager’s Office Program Manager and Project Manager

• Tucson Fire Representatives

• Development Services Department

• Business Services Department, Shared Services Procurement Section

Record Drawings: Consultant shall furnish a PDF and native CAD electronic set of the final detailed working drawings which reflect “as-built” conditions within thirty days of Consultant’s receipt of the as-built drawings from the Contractor. Record drawings shall be prepared and provided to the City in conformance with A/E CAD Standards. Refer to A/E CAD Standards for description of drawing standards and deliverables.

Submittal Requirements: All contract submittals for this project shall be in accordance with the latest version of City of Tucson A/E Design Standards. The Consultant shall develop a Submittal Register and include in the Specifications.

B. Work Schedule

A work schedule, as outlined above, in a format that shall present information in monthly increments as required for the accomplishment of the various tasks involved in providing professional services under this Contract and will include, but not limited to:

• The milestone events which will satisfy each of the professional service phases.

• The dates each phase will start and be completed, including Owner’s reviews.

• The dates of each public meeting and design review meetings.

• The elements that will hinder normal progress.

• Construction Schedule showing the phases.

• The names of persons responsible for each event.

C. Architectural Design Program

Refer to City of Tucson A/E Design Standards including the Environmental and General Services, Energy Management and Control System (EMCS) Technical Guidelines and A/E CAD Standards located at https://www.tucsonaz.gov/files/gs/AE_Design_Construction_Standards_02-27-2015_.pdf

The Consultant shall prepare a formal comprehensive Architectural Design Program for the proposed facility. It shall clearly state services, circulation and functional relationships in and adjacent to the facilities and delineate size and types of the components. The program shall also include alternative

BUSINESS SERVICES DEPARTMENT Page 9 of 49 approaches to accommodate possible future growth and operational change;; develop probable construction costs and project budget recommendations; and document interviews with designated City personnel and other interested parties as necessary. The Preliminary Architectural Program Statement only identifies the basic requirements in order to establish feasibility and the construction budget and is considered a starting point for the Architectural Design Program.

The Consultant, working with the CMAR, shall prepare a preliminary estimate of the cost of work that shall be updated and refined as the design process progresses and evaluated against the construction budget in order to keep costs within budget while accommodating project needs.

The Architectural Design Program is to be submitted for analysis, review, comment, and approval prior to proceeding with basic design services for design of the facilities.

Architectural Design Program, in general terms, shall include the following:

• Establish the project GOALS - a documentation of what the City wants to do and why it wants to do it.

• Collect, organize, and analyze the FACTS - organize and analyze the program facts to reveal their relative importance and meaning.

• Uncover and test program CONCEPTS - test programmatic concepts related to ideas intended mainly as functional solutions to the design and operational problems of the Project.

• Determine facilities and staff NEEDS - space requirements, quality of construction, and money.

• State the design PROBLEM - after evaluating all the information derived from the above, develop the most important statements that can be made regarding the problem.

The Architectural Design Program is viewed by the City staff as a formal document to be used as the basis for making decisions concerning the Project and should be designed for ease of communication.

The final program document will be arranged in a format established in consultation with the Project Manager.

C.2. Scope of Work Continued

D. Schedule I - Basic Design Services

Design services shall occur in the following phases and include deliverables as outlined in each phase.

During all phases of basic design, the Consultant shall prepare, working with the CMAR, an opinion of probable construction costs. Additional information, regarding the evaluation of probable construction cost is provided in the Evaluation of Cost of Work section.

Basic Design Services Phases:

1. Concept Design Phase: Continuation with this phase of the Professional Services Contract will be contingent on the satisfactory completion of the Programming Phase and acceptance of the Architectural Design Program and authorization from the Project Manager to proceed with the design of the facilities as defined in the approved Architectural Design Program.

2. Schematic Design: The approved Architectural Design Program Document shall be in compliance with all regulations and codes. This document shall inform the schematic design. The consultant shall prepare and present schematic design drawings together with a general description of the Project. The design shall include a summary of proposed circulation for both public and City staff on and adjacent

BUSINESS SERVICES DEPARTMENT Page 10 of 49 to the site. The design should be developed with consideration of long-range plans and should include available energy efficiency measures and proposed construction materials, as may be necessary to illustrate possible design solutions to the Project Manager. The Project Manager will arrange for reviews and conferences. All review comments and final acceptance shall come from the Project Manager.

The Schematic Design submittal shall indicate the area(s) in which construction is proposed, along with the requirements for soils investigations prepared by the structural engineer for the Design Development phase. The CMAR shall submit an opinion of probable construction costs based on current unit costs for similar construction. Options for energy efficiency, electric, mechanical systems and LEED compliance are to be presented, as well as a plan to comply with ADA Standards.

3. Land Development Package: This package is to be developed in accordance with the latest version of City of Tucson Code, Unified Development Code, Section 2: Application Submittal Requirements, Section 2-06.0.0 Development Package. This package is to be submitted to the City of Tucson, Planning and Development Services Department for review and approval of all zoning issues.

4. Design Development: The Design Development phase will proceed after written acceptance by the Project Manager of the Schematic Design. The Consultant will proceed with the Design Development, and prepare plans, elevations; sections and other drawings as required to firmly fix the Project in all its architectural, structural, civil, mechanical, electrical, graphics, landscape and other technical design essentials. Consultant shall prepare a site plan indicating general locations and nature of all site improvements provide an outline specification to establish the basic materials of construction. Building Energy Modeling is required in conformance with LEED requirements.

Consultant shall prepare a summary of the design features including LEED Points incorporated in the design and an itemized construction cost estimate to enable the Project Manager to appraise the economic value of the Project design to the City. Consultant shall include LEED Checklist indicating the credits being proposed to achieve LEED Silver Certification. Checklist shall be updated with each subsequent design submission package to include any proposed changes to the credits being attempted. Stipulate the number and types of material and/or equipment tests contemplated during construction. Include a Submittal Register with the specifications indicating the types, quantities, required submission dates and approving authority for all submittals required for the project. Consultant shall submit these items in one package to the Project Manager for review and acceptance.

5. Construction Documents: The Construction Documents phase will proceed after written acceptance of the Design Development package by the Project Manager. All phases of construction documentation shall include quantity take-off cost estimates prepared in conformance with A/E Design Standards and submitted to the Project Manager.

Prepare working drawings and specifications for the construction of the facilities described in the accepted Design Development documents. Consultant shall leave room on all drawings in the bottom right-hand part of each sheet for plan approval stamps.

Complete detailed working drawings, specifications and submittal register. All final documents shall be prepared by such methods and be of such quality of workmanship as will permit the making of satisfactory reproductions for efficient execution of the construction work and for record purposes.

Complete a Code Review Analysis, Building Permit Application, and Plan Review Record for submission to the City of Tucson Planning and Development Services Department. Obtain approvals and permits from all governmental authorities having jurisdiction over the project upon acceptance of the final plans, specifications and supporting documents by the Project Manager. Consultant is

BUSINESS SERVICES DEPARTMENT Page 11 of 49 obligated to closely monitor and follow-up on the Building Permit application (plans, specifications, and supporting documents as required to ensure the application does not expire by limitation). Consultant shall request an extension of the time for action on the application, if necessary, to comply with the expiration of plan review limitation. Consultant will be responsible for making modifications to the plans;

specifications and supporting documents as required to obtain the City of Tucson building permit.

When the City has accepted final designs, details, working drawings and specifications, the Consultant shall work with the CMAR, o a final opinion of the probable construction costs for the base project and alternates as accepted by the City Submit the signed final opinion of the probable construction cost to the Project Manager. Additional information regarding the evaluation of probable construction cost is provided in the Evaluation of Cost of Work Section.

Basic design services shall also include:

• The Consultant is required to include the design services for geotechnical engineering

• A Registered Communications Distribution Designer (RCDD)shall design and locate the communications distribution to the building(s) in conformance with A/E Design Standards.

• The Consultant is required to obtain written approval for all necessary permits for construction, including, but not limited to, the Federal Stormwater Quality National Pollutant Discharge Elimination System (NPDES), the Environmental Protection Agency (EPA), National Environmental Policy Act (NEPA), Arizona Department of Environmental Quality (ADEQ) (Aquifer Protection Permit), Pima County Department of Environmental Quality (PDEQ) (Air Quality Permit) and Pima County Waste Water Management (Industrial Wastewater Control Permit). Consultant shall prepare Stormwater Pollution Prevention Plans (SWPPP) for construction activities and ongoing operational and maintenance activities. Design, construction and operation shall comply with the City‘s Municipal Stormwater NPDES Permit as issued by the EPA

Evaluation of Cost of the Work. At each phase of the design, the Consultant shall prepare a preliminary cost estimate with the assistance of the CMAR for the Cost of the Work. This estimate may be based on current area, volume or similar conceptual estimating techniques. As the design process progresses through the end of the preparation of the Construction Documents, the Consultant shall update and refine the preliminary estimate of the Cost of the Work. The Consultant, working with the CMAR, shall advise the Project Manager of any adjustments to previous estimates of the Cost of the Work indicated by changes in Project requirements or general market conditions

Evaluations of the Construction budget, the preliminary estimate of the Cost of the Work and updated estimates of the Cost of the Work prepared by the Consultant, working with the CMAR, represent the Consultant’s judgment as a design professional familiar with the construction industry.

If the Consultant’s estimate of the Cost of Work exceeds the Construction Budget, at any phase, the Project Manager and User Department may:

• work with the Consultant to revise the scope and quality of the Project as required to meet the Construction Budget.

• reject the submittal, and require the Consultant to redesign the Project, update the submittal and the cost estimate at no additional fee; or

• give written approval of an increase in budget for the Cost of the Work; or

• authorize re-negotiating of the Project within a reasonable time; or

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• terminate in accordance with contract provisions contained in Standard Terms and Conditions, Section 43.

• work with the Consultant to revise the scope and quality of the Project as required to meet the Construction Budget.

In preparing initial estimates of the Cost of the Work, the Consultant, working with the CMAR, shall be permitted to include contingencies for design until they determine what materials, equipment, component systems and types of construction are to be included in the final Contract Documents.

Alternates to the base project will be added to the final construction documents if the contractor’s GMP include them as part of the overall project budget.

If the contractor’s GMP exceeds the budget for the Cost of the Work, the Project Manager and User Department may:

• cooperate in revising the Project scope and quality as required to reduce the Cost of the Work.

• give written approval of an increase in the budget for the Cost of the Work; or

• authorize re-negotiating of the Project within a reasonable time; or

• terminate in accordance with contract provisions contained in Standard Terms and Conditions, Section 43; or

If the City chooses to proceed under Clause 2.4.12.3.4, the Consultant, without additional compensation, shall modify the documents for which the Consultant is responsible under the Contract as necessary to comply with the budget for the Cost of the Work.

E. Schedule II - Services during Construction

Consultant agrees to render the following professional services promptly, diligently and in accordance with A/E Design Standards upon receipt of written Notice to Proceed with the services in Schedule II herein.

Construction Contract Administration: The Construction Contract Administration phase will proceed after receipt of written acceptance by the Project Manager of the construction documents. Consultant shall:

The consultant shall prepare for distribution, the addenda for approval by the City of Tucson, and review requests for approval of alternative products.

Consultant will assign a Project Representative with at least five years Construction Administration experience, including a minimum of three projects with similar scope and construction budgets.

The Project Representative shall provide qualified assistance in administration of the Construction Contract; act as the representative of the City to the extent provided in the Construction Contract documents, hereby incorporated by reference; and advise and consult with the City concerning the weekly progress and quality of the work.

CMAR shall prepare minutes of all meetings attended and supply the City and Consultant with a typed copy within three working days. Consultant shall review meeting minutes to verify accuracy.

Consultant shall provide advice and consultation on the interpretation of the plans and specifications and in response to any questions which may arise before and during the course of construction and until 60 days after the Project receives final acceptance by the City.

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Consultant shall review and comment within 5 business days, all shop drawings, working drawings, sketches, product details, samples, etc., submitted by Construction Contractor(s) or suppliers of material and equipment for conformance with Project design and compliance with the construction documents.

Consultant shall prepare such supplemental drawings and change orders with supporting documentation and data as deemed necessary for the City’s approval and execution. Consultant shall not authorize the Construction Contractor(s) to proceed with any change in the Project without a written, fully executed change order. Consultant may, after notification to the City, authorize minor changes in the work, which involve neither additional costs nor extensions of time and which are not inconsistent with the intent of the construction documents but are rather an interpretation, correction for field conditions, or clarifications.

Consultant shall be responsible for the completeness and accuracy of all services rendered under this Contract and shall correct all errors of omission or commission on the drawings, specifications and other documents notwithstanding prior acceptance by the City.

Consultant shall assist the City in preparation of completion reports including Certificate of Substantial Completion, punch list and record (as-built) drawings, administer all Requests for Information and preparation of Change Orders, Consent of Surety, and review and recommended action of the Construction Contractor’s payment requests.

Consultant shall coordinate training with owner in equipment and facilities operation.

Field Administration: Field administration shall be provided by Consultant and his Sub-Consultants for the construction of the Project and until sixty days after the approved Date of Substantial Completion of the Work. Consultant shall make not less than weekly periodic visits to the site to be thoroughly familiar with the progress and with the quality of the Work. And to determine, in the Consultant’s opinion, all phases of the Work conform to the Construction Documents and the most recently revised and approved operational schedule. Consultant’s Sub-Consultants shall make periodic visits to the site to thoroughly familiarize themselves with the progress and with the quality of the Work and to determine whether, in their opinion, all phases of the Work conform with the Construction Documents and the most recently revised and approved operational schedule. Consultant shall immediately inform the City of defects and deficiencies observed in the executed work of the Construction Manager.

Consultant shall make such on-site observations of the quality and quantity of the contractor’s work, which are commensurate with the progress of the Project.

The Consultant’s Project Representative shall attend weekly project meetings to discuss construction progress and construction administration issues, verify work schedules and notify the City of any possible problems and/or conflicts.

The Project Representative shall attend any additional meetings and/or site visits as required to resolve critical issues throughout construction that may affect the project.

The Project Representative is required, weekly, to review the Contractor’s as-built set of drawings, verify they are current, report discrepancies to the City and help resolve any discrepancies.

The CMAR shall maintain a daily diary recording observations of the activities related to the Project. It shall include weather conditions, nature and location of work being performed, equipment on site, trades on site, materials stored on site, problems encountered, work accomplished. The diary shall be available for review by the City and will be provided to the City upon completion of construction. CMAR

BUSINESS SERVICES DEPARTMENT Page 14 of 49 shall photograph any possible problems and/or conflicts and maintain an on-going, electronic folder of the photographs labeled with dates, who the problem/conflict was discussed with, and what the problem or issue is.

Consultant shall submit weekly progress reports for the civil, structural, mechanical, electrical, landscape, irrigation and other special phases of the construction signed by the professional(s) responsible for the design of these elements. Consultant shall furnish signed copies of each weekly and periodic progress report to the City promptly.

Consultant shall prepare and maintain a log and copy of all final, approved Submittals, Requests for Information, Change Orders, Proposal Requests and Supplemental Instructions, testing and inspections and pay applications; and shall assemble (from the Contractor) maintenance agreements for the warranty period, review for completeness, and provide to the City. Consultant shall also provide to the City copies of all final, approval submittals.

Consultant is required to submit the above items to the City at closeout of the Project and to maintain a complete set of copies in the Consultant’s files for a minimum of three years.

Materials and Equipment Testing: The City will provide an independent testing agency to make investigations and tests which have been previously authorized by the City to safeguard compliance with the contract documents. CMAR shall prepare and maintain a project testing log and will immediately report by fax or email all non-conformities of materials, equipment and workmanship to the City and Consultant, again within three days after the observation and then after the correction is made.

Consultant shall monitor the testing and initial operation of mechanical and electrical equipment, report marginal or doubtful areas of conformance with the contract documents, in writing, to the City and furnish all professional services in support of proper operation. Consultant shall forward to the City after review and recommendation for payment all pay-applications from the testing agency.

C.3. Scope of Work Continued

Payments for Construction: Consultant shall review requests by the Construction Contractor for partial and final payments for all phases of construction, issue certification for payment, and maintain a record of Contractor payment applications.

Certificate of Substantial Completion: Consultant shall prepare the Certificate of Substantial Completion, punch list report, and a recommendation for acceptance of the Project.

Duration of Construction Contract Administration Services: The Consultant shall provide basic Construction Contract Administration services until sixty days after the approved Date of Substantial Completion of the Work. Consultant shall provide services as required to meet final completion and shall coordinate permanent utility hook-up. Consultant shall conduct a warranty review of the project just prior to the end of the warranty period provided in the construction contract.

F. Additional Services (to be determined prior to contract award)

Consultant may be requested to include the following in Consultant’s services:

Special Consideration: In the site analysis and development plan formulation, the Consultant shall give special consideration to the impact of the facilities and related improvements upon the surrounding neighbors. Such considerations shall include, but not be limited to, architectural compatibility, traffic patterns, noise and light levels, visual impact, and other concerns. Design and Construction services

BUSINESS SERVICES DEPARTMENT Page 15 of 49 related to the addition of an intersection with a Fire Department “Opticom” or the relocation of the existing intersection; including coordination with TDOT, documentation to include in the bid documents and construction services.

Site Analysis: The Consultant shall develop a complete site analysis based on the Architectural Design Program to include evaluation of the existing site elements, traffic and parking considerations, topography analysis, environmental contamination survey. It shall also include drainage analysis, geo-technical investigation, zoning, utility easements, and other legal restrictions and future site enhancements.

Development Plan: The Consultant shall also compile, analyze and refine information derived from the interviews with the User Department and other interested parties and a survey consisting of research and investigation of existing site as well as other similar facilities for incorporation in the design program.

The Consultant shall develop from this information a definitive site development program for the building site and related improvements that is compatible with the long-range plans and goals established by the Water Department. The site development plan shall be arranged in a format agreed to with the Project Manager.

Deliverables: The product of the services to be provided under this heading shall include the Consultant’s recommendations as to the most functional and feasible Development Plans.

Implementation schedule and a statement of probable costs of the development are to be included as a part of the Development Plan documentation.

Graphics: This service shall include the design, drawings, specifications, cost estimates and direction of the placement of the exterior graphics required for the Project. Graphics design shall cover exterior treatment as required to ensure the proper functioning of the facilities developed under this contract.

Vandalism of the graphics employed on City projects has been a continuing problem. Special consideration in the design of the project graphics is to be directed toward signing that will discourage vandalism. All graphics shall comply with ADA requirements. These graphics shall include, but not be limited to:

• Monument signs at entrance to property

• Site directional signs

• Building identification signs

• Building address numbers

• Hazardous Material signs

• Building identification numbers

• Interior lobby directories

• Room names

Hydrology Report: An allowance is made for the Consultant to obtain detailed engineering design services to include the preparation of definitive Site Drainage Analyses and Retention Reports with Civil Engineering Design in accordance with the requirements of the City of Tucson Floodplain Ordinance.

This comprehensive hydrologic/hydraulic analysis and design shall address existing drainage conditions affecting the site in the 2, 10, and 100-year return events.

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The findings and results of the hydrologic/hydraulic analysis and design shall be detailed in a comprehensive report for approval by the City Engineering Department. Resulting detailed design plans shall be included as part of this task and shall be coordinated with other project disciplines and functions. The detailed engineering design services shall provide for the design, construction documents, services during construction, and a warranty review as required for the site-engineering portion of the project. In this connection the Consultant shall coordinate the services of others in their preparation of a detailed survey of existing Site conditions.

Storm Drainage System Design: The Consultant is to provide the detailed engineering design services for the integration of the Storm Drainage System into the existing system in accordance with the requirements of the City of Tucson Floodplain Ordinance, the National Pollutant Discharge Elimination System (NPDES) requirements, and Pima County Wastewater Management Standards.

The Consultant shall provide site drainage and storm drain analysis for the selected facilities improvements identified in the Architectural Design Program Document. The Storm Drainage System Analysis shall address measures to minimize pollutants in the storm water runoff generated at the facilities. These measures shall include, to the maximum extent practicable, practices typical of modern industry standards including: secondary containment of bulk liquids, directing flows away from material storage and waste disposal areas, spill control staging areas, and other practices designed to prevent storm water pollution during facilities operation. The findings and results of the Storm Drainage System analysis and design shall be detailed in a comprehensive report for approval by the City and the County coordinated with other project disciplines and functions.

Resulting detailed design plans shall be included as part of this task and shall be coordinated with other project disciplines and functions. The detailed engineering design services shall provide for the following:

• Design

• Construction Documents including all plans and documents necessary to meet the requirements of the NPDES Storm water Permit for Construction Sites that disturb 1 acre or more,

• Services during construction,

• Warranty Review as required for the site-engineering portion of the project.

In connection to this, the Consultant shall coordinate the services of others in their preparation of a detailed survey of existing site conditions.

G. Reimbursable Expenses

Aerial Topographic and Property Survey: An allowance is made for the Consultant to obtain all aerial and ground survey work necessary to establish horizontal and vertical controls including the existing utilities, existing construction, restrictions, easements and other rights affecting the property. The survey and mapping shall extend a sufficient distance beyond the Project boundaries for all design purposes. The survey shall include benchmark(s) on City datum in the vicinity of the proposed construction. The horizontal controls shall be tied to the City of Tucson monumentation system.

Presentation Media: The Consultant shall provide presentation media of the subject facilities to convey the proposed design for the Project. The presentation media shall be of a size and scale agreed to between the Consultant and the Project Manager The allowance for presentation media shall include funds for providing photographs of the final product.

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Printing: An allowance will be provided for the reproduction of copies of the Architectural Design Program, Schematic Documents, and Design Documents; of copies of the final Construction Documents

Travel Costs and Expenses: An allowance will be provided for actual expenditures made by the Consultant or his employees in the interest of the Project for transportation and living when traveling out of Tucson in connection with the Project and for long distance calls and overnight mailings. All such travel shall have the prior approval of the Project Manager.

Public Meetings: Consultant shall participate with the City, and be available for three public meetings dealing with this Project that may require presentation of the proposed facilities design and its potential impact on the surrounding area.

Internet On-Line Project Hub: Consultant shall provide internet service where Consultant can post contract documents on-line for retrieval at all times by the Sub-Consultants, the Project Manager, and selected individuals associated with the project. The Consultant shall post the revised documentation on a basis consistent with the progress of the work.

VI. CITY-FURNISHED SUPPORT SERVICES

A. General

For purposes of aiding the Consultant in the performance of the obligations under this Contract, the City shall furnish the Consultant, upon request, all relevant data in the City’s possession. And it shall direct City officers, agents, and employees to render all reasonable assistance to the Consultant in connection with the performance under this Contract. The provision of such aid, assistance, information or services as Consultant receives from the City shall in no way relieves from Consultant’s obligations under this Contract including any obligation to screen information, which Consultant incorporates into the design.

B. Support Services

The City will:

• Assign a Project Manager who shall be the representative of the City Manager’s Office and the staff person responsible for the day-to-day coordination and administration of all matters pertaining to the fulfillment of the terms of this Contract.

• Compensate the Consultant in accordance with the terms and schedules as described in ARTICLE

FOUR.

• Provide upon the Consultant’s request available information pertinent to the Project. It must be noted that the present information on file may be outdated and may lack accuracy. This information will require the Consultant’s field verification to ensure reliability.

• Provide reasonable access to and make all provisions for the Consultant’s entry to public and private property, as the Consultant is required to perform the services.

• Review, comment on and provide final acceptance of all studies, reports, sketches, drawings, specifications, proposals and other documents the Consultant presents, within a mutually agreed upon time, so as not to delay the services. Such reviews, comments, and acceptances by the City shall not be deemed to be for review of the technical accuracy of the Consultant’s work.

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• Provide personnel knowledgeable with regard to existing site and systems to accompany the Consultant during the orientation and data collection tasks as necessary and by mutual agreement.

• Bear all costs incident to City’s compliance with the requirements of this section.

• Provide reports of any hazardous materials present in the existing facilities.

• Consultation with City officials as required.

• Provide as-builts and utility information in the City’s possession.

• Pay for building/development plan permit fees.

VII. FINANCIAL CONSIDERATION

A. Compensation and Method of Payment

For performance of the services described herein, the City shall pay the Consultant based on the negotiated amounts stated in this Article which include overhead, profit and all other costs associated with performing services under this Contract. If the Scope of Services or the Project budget increases or decreases significantly, the amounts of compensation shall be revised in accordance with City procedures.

Progress payments will be made consistent with City procedures The Consultant shall prepare Pay Requests for the amount representing the actual value of the services rendered including an updated project schedule and submit these forms to the Project Manager for approval and processing.

Schedule I - Basic Design Services: Progress payments will be made consistent with the percent of work complete for each payment period.

Schedule II - Services During Construction: The Consultant shall prepare Pay Requests for submittal to the Project Manager for professional services rendered as of the first day of each calendar month in terms of the estimated percentage of construction completed by the Construction Contractor at the time of Consultant’s billing. Final payment may be made when the construction contract is declared satisfactorily accomplished, electronic as-builts have been forwarded to and approved by the City, and copies of all final, approved submittals have been forwarded to the City.

Additional Services: The City shall pay the Consultant only the authorized amounts for the complete performance of each of the required additional services.

Reimbursable Expenses (which are all not-to-exceed allowances): Pay Requests shall be submitted with documentation of incurred expenses for reimbursement as approved expenses are incurred but not to exceed the amount agreed upon by the Consultant and the City.

VII. PUBLIC ART

A project artist will be selected for this particular project. The selected artist will sign a separate contract with the City, and the design consultant shall have no financial or contractual obligations in the services to be provided by the artist. However, the selected consultant team will be expected to incorporate the project artist’s work within the overall project and provide general oversight and coordination assistance to the City project manager.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

City: The City of Tucson, Arizona

Contract: The legal agreement executed between the City and the Contractor/Consultant.

Contractor/Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the City.

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Director of Business Services: The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

Offeror: The individual, partnership, or corporation who submits a proposal in response to a solicitation.

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the City’s sole discretion, result in the rejection of a proposal as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the information.

D.2. PRE-SUBMITTAL CONFERENCE

If scheduled, the date and time of a Pre-submittal conference is indicated on the cover page of this document. Attendance at this conference is not mandatory. Written minutes and/or notes will not be available, therefore attendance is encouraged. If an Offeror is unable to attend the Pre-submittal Conference questions may be submitted in writing. Offerors are encouraged to submit written questions, via electronic mail or facsimile, at least five days prior to the Request for Qualifications due date to the Contract Officer listed above. The purpose of this conference will be to clarify the contents of this Request for Qualifications in order to prevent any misunderstanding of the City's position. Any doubt as to the requirements of this Request for Qualifications or any apparent omission or discrepancy should be presented to the City at this conference.