RFP-2025-FO-102.pdf

CHESTERFIELD TOWNSHIP FIRE STATION

ARCHITECTURAL AND ENGINEERING SERVICES

BID NUMBER: RFP 2025-FO-102

REQUEST FOR PROPOSALS

ISSUED BY: Josh Sonnenberg, Director of Facilities & Operations, facilities@chesterfieldtwp.org

Cindy Berry, Clerk

47275 Sugarbush Chesterfield, MI 48047 (586) 949-0400 cberry@chesterfieldtwp.org mailto:facilities@chesterfieldtwp.org

Architectural and Engineering Services for Chesterfield Township Fire Station

Chesterfield Township is seeking proposals from qualified architectural firms with considerable, prior experience in Fire Station design to provide architectural and engineering services for the Chesterfield

Township Fire Station North. Firms must respond to the requirements outlined in this Request for

Proposals (RFP) to be considered responsive.

Proposals to receive consideration shall be received prior to the specified time of opening, as designated on the bid form. NO LATE PROPOSALS WILL BE ACCEPTED. Proposals are considered officially submitted when received and date stamped by the Township Clerks office.

This invitation for proposal includes the following sections:

Section I: Proposal Bid Instructions Section II: Firm Past Experience Requirements / References /Signatures Section III: Project Description / Request(s) Section IV: Project Specifications Section V: Proposal Cost Form Section VI: Insurance Requirements Section VII: Request for Proposal Checklist Appendix A: Proposed Site Plan Appendix B: Proposed Floor Plan

Section I: Proposal Bid Instructions

Proposal Bid Schedule

Publication of Request for Proposal: June 2, 2025

Pre-Proposal Meeting: Tuesday June 17, 2025 at 10:00 AM (Non-Mandatory) Chesterfield Township Municipal Office

47275 Sugarbush Road, Chesterfield MI 48047

Project Site: 25 Mile Road and Gratiot Ave, Chesterfield Twp., MI 48047

Proposal / Bids Due: Tuesday July 1, 2025 at 10:00AM

Deliver Bid to the Clerk’s Office located at 47275 Sugarbush Road, Chesterfield Township, Michigan 48047 Attn: Township Clerk, Cindy Berry - Architectural and Engineering Services for Chesterfield Township Fire Station

Proposals/Bids will be accepted- One (1) sealed envelope with 2 hard copies and 1 electronic for qualifications; and one (1) separated sealed envelope with 1 hand copy and 1 digital copy for proposal cost form (See Section V for form in this RFP). Both envelopes require Bidder’s name and address clearly written on front.

Any questions regarding this proposal should be directed to Josh Sonnenberg, Director of Facilities and Operations, facilities@chesterfieldtwp.org .

Any questions must be received by Monday June 23, 2025. Please list by document name, page number, and heading. All questions will be answered and posted on the website for all prospective proposal respondents’ access to the question(s) and response(s).

Proposal Bid Instructions Continued:

It is the intent of the Chesterfield Township to review each firm’s qualifications, past projects, and submitted proposal(s) in order to rank the firms’ proposals. The project is to be completed by a Licensed

Architect/Engineer with considerable prior experience on similar projects.

Non-Mandatory Pre-Proposal Meeting: A n o n - mandatory pre-proposal meeting will be held Tuesday June 17, 2025 at 10:00 AM at Chesterfield Township Municipal Office: 47275 Sugarbush Road, Chesterfield, MI, 48047

Reservation of Rights: Chesterfield Township reserves the right to: (l) reject any and all proposals; (2) waive any errors or irregularities in the proposal process or in any proposals; (3) resubmit all or part of the project; (4) select to honor all or part of the project components; (5) negotiate with any respondents for a reduced price, or for an increased price to include any alternates that the respondents may propose; and (6) defer or abandon the project. The Township also reserves the right to request supplemental information if deemed necessary.

Disclosure of RFP Responses: All information in a respondent’s proposal, including any attachments or exhibits, is subject to possible disclosure under the Michigan Freedom of Information Act. Any information submitted in response to the RFP will generally be subject to disclosure at the time the proposals are opened.

Proposals shall be submitted to the Clerk’s Office, 47275 Sugarbush Road, Chesterfield Township, Michigan 48047, Tuesday July 1, 2025 before 10:00AM at which time receipt of proposals will publicly be acknowledged. Each respondent shall submit (2) two hard copies and (1) one electronic copy (USB compatible device is preferred) of its qualification’s proposal and a separate sealed envelope containing the RFP Proposal Cost Form with pricing to the Chesterfield Township.

Proposal pricing shall be stated clearly using the specified Section V: Proposal Cost Form. In case of a discrepancy in computing the amount of the total bid, the individual pricing shall govern. If discrepancies exist between the written and electronic media copies, the electronic media shall govern. All addendums may be attached to the Proposal Cost Form if desired by the submitting firm.

The responding firm is responsible for all costs associated with the research and preparation of their proposal document. Chesterfield Township will not reimburse any respondents for costs incurred in responding to this RFP.

Ownership of Documents: Chesterfield Township will retain ownership of all documents prepared, secured and developed through the completion of the work. The selected consultant will be required to transfer to Chesterfield Township all project documents, including digital and electronic files.

Consultant shall be allowed to retain the content of the project for consultant’s own use on this project.

Proposal Submission:

1. Deliver or mail your proposal Qualification and Proposal Cost Form in a SEALED Envelope, clearly marked: “Architectural and Engineering Services Chesterfield Township Fire Station: SEALED PROPOSAL

2. Include one sealed envelope with (2) two hard copies and (1) one electronic (USB storage device preferred) copy of submitted proposal; and one (1) separated sealed envelope labeled “Proposal Cost Form’ with the Proposal’s Cost Form, see Section V for form.

3. Sealed proposal(s) must be received by Tuesday, July 1, 2025 no later than bid deadline of 10:00AM.

Section II: Firm Past Experience Requirements / References /Signatures

To assure invited firms have prior experience in similar designs, submitters must provide past projects/references with current contact information. It will be required for an official owner or designee to sign the submitted proposal.

Please Provide List of past work references.

1. Agency: _______________________ Contact:____________________

Summary: _______________________ Phone:_____________________

2. Agency: _______________________ Contact:____________________

Summary: _______________________ Phone:_____________________

3. Agency: _______________________ Contact:____________________

Summary: _______________________ Phone:_____________________

4. Agency: _______________________ Contact:____________________

Summary: _______________________ Phone:_____________________

5. Agency: _______________________ Contact:____________________

Summary: _______________________ Phone:_____________________

Request for Proposal Submission Final Official Signatures

Company: __________________________________________________________

Address: __________________________________________________________

Telephone: _____________________ Fax: ___________________

Email: __________________________________

Tax ID / EIN Number: ___________________________

Authorized Signature Title

Printed Name Date

Section III: Project Description / Request(s)

Background and Scope:

Understanding of the Project

The Township is considering to construction on a 9,500 square foot masonry construction fire station located at 25 Mile Road and Gratiot Ave.

The fire station will contain a living quarter, kitchen, administration, exercise room and dorm rooms. The

6,000 square foot apparatus bay will be located to the east of the administration which will consist of three bays for a total of 6 vehicles. The project cost is anticipated to be between $5 - $6 million dollars.

Services to be Provided

Architecture and Engineering:

• Site plan approval package

• Attendance at the planning commission meeting

• Civil engineering and landscape design

• Surveying services

• Structural engineering

• Traffic engineering

• Architectural design

• One exterior rendering

• Opinion of probable cost

• Mechanical, Electrical and Plumbing engineering

• All required permit and construction documents, submissions and coordination. Fees paid by Township

• Design meetings in person and as needed via virtual meeting

• Bidding services, review and construction award recommendation

• Construction staking

• Typical construction administration services

• Punchlist and closeout document review Note: Geotechnical Investigations will be provided by the Township.

Appendix A: Chesterfield Township has provided the master site plan and Fire Station conceptual site plan in Appendix A.

Appendix B: Chesterfield Township has provided the current available conceptual floor plan in Appendix

B.

RFP End Product Components (Phases)

The following are three components or phases of the RFP project that require tangible end products that the winning selected firm shall provide to Chesterfield Township in time sequential order:

(1) Feasibility, preliminary design, opinion of probable cost, and one (1) exterior rendering.

(2) Design, develop, and provide complete and thorough official Engineer and Architectural Designs plans needed to allow Chesterfield Township to move forward in obtaining all required permits and requesting of bids for the construction phase of the project.

(3) Provide final construction cost projections for the project based upon approved and finalized

Engineering and Architectural Design Plans. These opinions of probable costs shall be provided to the firm’s best ability with the current construction costs. These end products shall be completed as depicted in each bid proposed description details.

(4) Provide complete construction documents that can be used to go out for bid for the project including all required permits while adhering to required building codes. These bid documents are required upon completion of an acceptable design plan and will be used to acquire bids for the construction phase of the project. The Township is anticipating a Design, Bid, Build delivery method at this time.

(5) Construction administration services includes bid assistance and construction contract recommendation, pre-bid and pre-construction meeting attendance, shop drawing and change order review, RFP responses to contractor’s questions, virtual progress meeting (as needed), twice a month on-site progress meeting, review monthly construction pay requests, meeting with authorities having justification (if needed), prepare punch list, and review close out documents.

Relevant Codes and Standards

The submitted reports and architectural designs shall comply with the current standard federal and state building codes that apply within the jurisdiction of the facilities location, as appropriately.

Section IV: Project Schedule and Performance Expectation

Proposal must include an anticipated project schedule with benchmarks of the proposal work that includes all milestone tasks including but not limited to Schematic Design, Design Development, Construction Documents, Permitting Approvals, Bidding and Construction services.

Section V: Proposal Cost Form

Surveying Services $_________________

Schematic Design $_________________

Design Development $_________________

Construction Documents $_________________

Bidding Services $_________________

Construction Staking $_________________

Construction Administrative Services $_________________

TOTAL BID AMOUNT: $________________________________

Section VI: Insurance Requirements

Insurance requirements for work on or within city property/facilities

1. Liability Insurance An ACORD certificate of insurance, or its equivalent, shall be furnished to Chesterfield Township at 47275 Sugarbush Road Chesterfield, MI 48047 evidencing insurance in force for the duration of and applicable to this contract and/or temporary events/special event with an insurance company acceptable to the Chesterfield Township with a minimum A.M. BEST rating of “A-”, and the following minimum requirements:

a. General L i a b i l i t y ( affording coverage not less than ISO Commercial General Liability coverage form):

$2,000,000

b. Automobile Liability:

$2,000,000

c. Commercial Umbrella of at least $3,000,000

2. Workers Compensation The Contractor shall procure and maintain during the life of the contract, statutory Workers Compensation and Employers Liability Insurance for all employees employed at or in the vicinity of the Contractor’s property, or any property used in connection with the Contractor’s operation or in carrying out any work related to this contract.

Workers Compensation and Employers Liability Insurance shall be procured and maintained with the following limits of liability:

- $1,000,000 E.L. each accident

- $1,000,000 E.L. each disease – each employee

- $1,000,000 E.L. Disease – Policy Limit

This insurance shall comply with all applicable rules and regulations of the State of Michigan and shall be from an insurance company acceptable to Chesterfield Township.

3. Professional Liability If the Contractor is providing professional services/work, then the Contractor shall procure and maintain during the life of the contract Professional Liability insurance in the amount of $1,000,000. (Professional services is defined but not limited to architects, builders, engineers, agents, attorney,)

4. Certificate of Insurance

The Contractor agrees that he/she will file all required Certificates of Insurance satisfactory to the Chesterfield Township simultaneously with or prior to the execution of this contract indicating that the insurance required herein has been issued and is in full force and effect.

Further, the Contractor will provide updated certificates annually prior to the policies expiration dates, to indicate that the policies and conditions required hereunder are in full force and effect during the life of this contract.

It is understood and agreed that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change in coverage shall be mailed to:

Township Clerk, Cindy Berry RE: Chesterfield Township Fire Station 47275 Sugarbush Road Chesterfield, MI 48047

5. Sub-Contractors Insurance Requirements

If approval is granted by the Chesterfield Township for Contractor to subcontract any or all of this contract to others, then prior to commencing the subcontract, the Contractor shall furnish certificates evidencing the same insurance for the Chesterfield Township Fire Station No. 2 as required in this document.

6. Requirement as Part of Contract

These insurance requirements shall be expressly contained in and/or incorporated by reference into the contract executed between the contractor and Chesterfield Township.

7. Bid Bond

A bid bond is not required for this project. Product and services charges will be paid upon completion and acceptance of the work by the Chesterfield Township.

Section VII: Request for Proposal Checklist

Exterior First Sealed Envelope:

[ ] Reference List (Section II) [ ] Submitting Firm’s Authorization Signature Page (Section II) [ ] Insurance Paperwork (Section VI) [ ] Anticipated Design and Construction Schedule (Section V)

Interior Second Sealed Envelope:

[ ] Proposal Cost Form (with Addendums if Needed) (Section V)

Submit Sealed Envelope, clearly marked: SEALED PROPOSAL ‘ARCHITECTURAL AND ENGINEERING Chesterfield Township Fire Station. This outer sealed submitted proposal shall include an interior sealed envelope with the submitter’s ‘Proposal Cost Form’ clearly marked.

Submitted proposals must be received by Tuesday, July 1, 2025 no later than the proposal deadline of

10:00AM.

Appendix A: Proposed Site Plan

Appendix B: Proposed Floor Plan