RFP_8-24_Johnson_Pool.pdf

City of Cheyenne / Request for Proposal #8-24 / Johnson Pool Evaluation and Design

REQUEST FOR PROPOSAL

(RFP #8-24)

FOR

JOHNSON POOL EVALUATION AND DESIGN

Issued by:

City of Cheyenne, Public Works Department

City of Cheyenne, Wyoming

REQUEST FOR PROPOSAL (RFP 8-24)

JOHNSON POOL EVALUATION AND DESIGN

The City of Cheyenne (“City”) is currently seeking proposals for the following work as specified:

The City of Cheyenne, Wyoming, Community Recreation & Events Department, Aquatics Division, hereby requests proposals for the JOHNSON POOL EVALUATION AND DESIGN as written in the attached Exhibit

A.

Proposers shall submit, in writing, information outlined under, Proposal Format. The submittal shall address the selection criteria as listed herein and such other data as may be useful in evaluating the ability of the firm to perform the work required. Proposals should be short and concise.

Information contained in the Request for Proposal and in the proposal submitted by the winning Consultant shall be incorporated by reference into and be considered part of the contract between the City and the firm selected.

I. PROPOSAL SUBMISSION FORMAT

Each responsive proposal received by the City shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract. Prospective proposers are advised to submit all required forms, attachments, and other information as requested in the RFP. Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

All responsive proposals will be reviewed by an evaluation committee. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-1.

Upon completion of evaluation, the City will initiate negotiations with the highest ranked proposer toward a final contract containing the detailed scope of work and budget. If negotiations with the first selected proposer are unsuccessful, negotiations with the second highest ranked proposer will be pursued, followed by the third proposer, if necessary, to secure a contract. In the event the City is unable to secure an agreement with any of the qualified proposers, this procurement may be terminated at the City’s option. The City reserves the right to delay making an award as necessary to permit proper study and analysis of all proposals received, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers. The City reserves the right to reject any or all proposals if it believes there is a sound documented business reason for doing so, and to negotiate matters of Consultant’s performance, project schedule and other issues not directly related to the proposal price submitted prior to awarding a contract. The City further reserves the right to cancel the procurement process at any time during the evaluation process if it appears that the proposals received are not suitable for any reason whatsoever.

1. TECHNICAL PROPOSAL:

Upload via the e-procurement portal (1) TECHNICAL Proposal, in PDF format.

(Please merge all documents relating to your proposal into one single PDF document).

2. PRICE PROPOSAL:

Upload via the e-procurement portal (1) PRICE Proposal, in PDF format.

(Please merge all documents relating to your proposal into one single PDF document).

II. PROPOSAL FORMAT

TECHNICAL PROPOSAL FORMAT

The proposer is requested to use the following format when preparing their proposal:

a. Project Approach - Briefly describe the way that your firm or team would address the work described in the attached SCOPE OF WORK. The proposer should show briefly and concisely familiarity with the project area.

b. Project Team – Identify the project team members and their position in the team, briefly outlining the responsibilities of each member. Include any anticipated sub-consultants with the project team.

c. Schedule – Describe the schedule you would propose to accomplish the work described in the SCOPE OF WORK and prepare a graphic to illustrate that schedule.

d. Project Area – The proposer should show briefly and concisely their familiarity with the project area. The proposer is expected to thoroughly review all data submitted and identify potential problems that may arise during all processes.

e. Scope of Work - All proposers will commit at a minimum to the services outlined in

Exhibit “A – Scope of Work”, of the proposed Professional Services Agreement. The proposer may supplement the draft Scope of Work with any additional work or clarification of work that is determined necessary for the successful completion of the project.

f. References - List at least three (3) similar projects which were completed during the preceding five (5) years. Use additional sheets if more than three (3) references are provided. Provide the following information for each reference: Client Name, Address, Contact Person, Telephone, Project Dates, Project Description, Original Project Budget, Final Project Cost, and Explanation of variation from original budget to final project cost.

g. Other Information - Any additional information the proposer feels would be useful to the committee in evaluating the proposal should be placed in this section.

Any proposal not submitted in this format shall be deemed to be non-responsive and shall not be considered further by the City. The signer of the proposal must declare that the only person(s), company or parties interested in the contract as principals are named herein; that it is, in all respects, fair and in good faith without collusion or fraud; and that the signer of the proposal has the authority to bind the principal proposer.

PRICE PROPOSAL FORMAT

COST OF WORK

a. Cover Letter - Identify the proposer’s name, mailing address, telephone number and contact person(s). The letter must be signed by the proposer and should be limited to two (2) pages. Consortiums, joint ventures or teams submitting proposals, although permitted and encouraged, will not be considered to be responsive unless it is established that all contractual responsibility shall rest solely with one consultant or one legal entity, which shall not be a subsidiary or affiliate with limited resources. Each submittal shall indicate the entity responsible for execution on behalf of the team.

b. Provide a complete line-item budget for all phases of the work, with a breakdown of each phase, as necessary to complete the Project as specified in the RFP, its attachments and other documents referenced. Each proposer shall certify that its price proposal shall remain valid for a period of at least one hundred twenty (120) days. In the event that a contract award by the City is delayed beyond the 120-day period, such award shall be conditioned upon the proposer’s acceptance.

SELECTION CRITERIA – PRICE/COST

a. Although each Firms submitted Price/Cost will be considered, it is not the sole factor for determination of Award. The City will use a weighted scale to assign points (Lowest cost = most points, highest cost = fewest points) for the Price

Submission.

b. The firm with the lowest cost will receive a Score of 10. Each firm with the next lowest cost will receive a Score of 9, and then 8, and this will continue for all received proposals. If more than 10 proposals are received, the scores will be assigned so that all firms receive some points for this scoring criteria.

ATTACHMENT “A-1”

FIRST ROUND CONSULTANT PROPOSAL EVALUATION

CRITERIA WEIGHTING

CRITERIA DESCRIPTION WEIGHT

Applicable

Experience Experience with Pool Design and Evaluation. 15

Approach to

Project

Methods of identifying, understanding and addressing project, including significant issues.

Cost Saving

& Project

Innovations

Ideas or suggestions to improve schedule, cost, constructability, feasibility, or scope of the project.

Technical

Expertise Expertise dealing with the technical issues important to the project. 10

Adequate

Resources Sufficient available staff and equipment to complete the proposed work. 10

Jobsite

Proximity

Physical location relative to the project site in order to minimize response time to project needs.

Performance on Past

Projects

Success on previous projects in the way of project deadlines, cost control, quality, innovative deadline driven design approaches used, public relations, and general cooperative nature of the firm.

Familiarity with the

Project

Knowledge of project background, needs, goals, limitations, and special considerations.

Proposal quality Readability, completeness, brevity, and organization of the proposal. 5

Price

Proposal Weighted Scale / Assigned Value 20

Resident

Firm

Firm is registered with Wyoming Department of Workforce Services, as

Resident Firm (If Not Registered, Zero Points Assigned)

TOTAL 100

EXHIBIT “A”

SCOPE OF WORK

Johnson Pool Evaluation and Design

This project consists of the design and construction engineering for the renovation of the City of Cheyenne Johnson

Pool. This is an outdoor pool that serves a recreation venue located in south Cheyenne. Coordination with the Director of CRE, Aquatic Manger and the Board of Public Utilities is a must.

The existing pool is 70+ years old, and is beginning to show signs of significant concrete failure in the pool deck, and pool itself. The pool is used seasonally in the summer months, typically for around 3 months.

The City’s goal is to have the pool redesigned for use in its current location, but the City is flexible on site layout and final pool size. The City is the owner of the adjoining land to the East (Lincoln Park). Updates and upgrades are requested for all amenities on site (Concessions, Restrooms, etc). The City would ideally like the new pool to be a

‘Zero-Entry’ style, if feasible. The existing pool has swim lanes, but that feature is not mandatory in the redesign.

Design plans should be prepared using the latest engineering software. The design must meet all EPA, OSHA, DEQ, Red Cross, ADA and Board of Public Utility requirements and should include provisions for the following:

1. Design.

2. Construction and bidding documents with specifications.

3. Develop minimum qualifications for potential contractors.

4. Cost Estimates.

5. Identification of Potential bid alternates.

The City is requesting that the work awarded under this RFP be complete by October 3, 2024.

The existing Pool is located at 308 E 8th Street, Cheyenne, Wyoming 82001.

Photo from 2020