RFP_8-26.pdf

City of Cheyenne / Request for Proposal #8-26 / Fleet Maintenance Mechanic Shop Design

REQUEST FOR PROPOSAL

(RFP #8-26)

FOR

FLEET MAINTENANCE MECHANIC SHOP DESIGN

Issued by:

City of Cheyenne, Public Works Department

City of Cheyenne, Wyoming

REQUEST FOR PROPOSAL (RFP 8-26)

FLEET MAINTENANCE MECHANIC SHOP DESIGN

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

The City of Cheyenne, Wyoming, hereby requests proposals for the design of a new Mechanic Shop for the City’s

Fleet Maintenance Facility of the above-named project as written in the attached Exhibit A. Proposers shall be professional firms with Engineers licensed by the Wyoming State Board of Examining Engineers and Architects licensed by the Wyoming State Board of Architects and Landscape Architects. If the proposer is an out-of-state corporation, the firm shall be registered with the Secretary of State of Wyoming to do business in Wyoming.

Proposers shall submit, in writing, information outlined under Section II, 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. Proposals are requested for data collection, data analysis, and report preparation.

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 comprised of Public Works and may include Engineering, and other personnel to be selected by the City. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-1.

After review of the technical and price proposals, the best qualified firms may be invited to participate in oral interviews with the evaluation committee for the purpose of clarifying and confirming offerings and assertions made if deemed necessary. A weighted evaluation methodology shall be used to rank each proposal, using the evaluation criteria and relative weighting indicated on Attachment A-2.

At the end of the interview process, 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.

SELECTION CRITERIA – PRICE/COST

Although each Firm’s 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.

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.

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 Team – Identify the project team members and their positions in the team, briefly outlining the responsibilities of each member. The office of the project team members not located in Cheyenne should be identified. Detailed resumes should be attached to the back of this section to identify the experience and qualifications of the individual team members.

If the proposer intends to utilize one or more sub-consultants to complete a portion of the Project, all such firms must be listed on Attachment B-1. The proposer shall describe the relevance of each firm to the Project and explain past relationships between the proposer (the legally responsible entity) and each sub-consultant.

b. Schedule – The anticipated time to perform the required work with respect to the availability of project personnel and present workload should be identified using the percentage of time that they will dedicate to each task. A bar graph is suggested for this section. Additional tasks or duties not addressed in Exhibit “A – Scope of

Work” of the Professional Service Agreement should be discussed in paragraph form, under Section 6, Other Information. Attention is directed to Exhibit “C –

Project Schedule” of the proposed Professional Services Agreement, draft copy attached.

c. 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.

d. 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.

e. References - List at least three (3) similar “Mechanic Shop Design” 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.

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

g. Project Specific Information - The proposer should carefully review Exhibit “A -

Scope of Work” in the attached Professional Services Agreement. This exhibit provides background and other information as well as directions necessary for proposal preparation.

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 listed in Exhibit B, Compensation Schedule of the Professional Services Agreement, draft copy attached 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.

ATTACHMENT “A-1”

FIRST ROUND CONSULTANT PROPOSAL EVALUATION

CRITERIA WEIGHTING

CRITERIA DESCRIPTION WEIGHT

Applicable

Experience

Experience designing all aspects of mechanic shop facilities, environmental impacts, working with a municipality during the process, etc.

Approach to

Project

Methods of identifying, understanding and addressing the project, including Fleet

Maintenance needs, public information, security, etc.

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. 5

Jobsite

Proximity

Physical location relative to the project site in order to have adequate access and 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

Resident

Contractor

Firm is a Resident Contractor, registered with Wyoming Workforce Services

(Yes 10 Points, No 0 Points)

Price

Proposal Weighted Scale - Assigned Value 20

TOTAL 100

ATTACHMENT “A-2”

SECOND ROUND CONSULTANT PROPOSAL EVALUATION

(SITE VISIT / INTERVIEW)

CRITERIA WEIGHTING

INTERVIEW WEIGHT SCORE COMMENTS

Professionalism 10

Innovative ideas/creative project approach

Applicable experience/Technical expertise

Familiarity with City’s needs 20

Price Proposal (Score From A-1) 20

TOTAL 100

List reasons you have for recommending a particular firm:

List reasons you have for rejecting a particular firm:

General comments/clarifications/questions:

Date: ___________________

ATTACHMENT “B-1”

USE OF SUB-CONSULTANTS

Sub-consultant

Name/City/State

Est. Value of Work Work Tasks to be Assigned

Total Value of Sub-contracts

EXHIBIT “A”

SCOPE OF WORK

A. Project Description

The City of Cheyenne, Wyoming is seeking qualification statements and service proposals from consulting groups for the Design of the New City of Cheyenne Fleet Maintenance Mechanic Shop located at 2731 Old Happy Jack Road, Cheyenne, Wyoming. The proposals should be designed to provide the City with a clear understanding of the scope of work to be completed. The specific nature of the scope of work for the project is outlined in this Request for Proposal (RFP).

Consultants responding will be evaluated and a short list may be developed for formal interviews to be conducted at a later date. A schedule for Consultant selection and project completion is attached.

I. Introduction and Background

The City of Cheyenne is looking to add a new mechanic shop to the Fleet Maintenance Facility. As the City grows, more space is needed to accommodate vehicle repairs for its expanding fleet. The new mechanic shop will need to contain approximately 6 bays with plenty of storage for tools, equipment, supplies, etc, a paint booth, one set of bathrooms, and a small office space. Features will include extra ventilation for welding, two oil pits, and one lift. There are two potential areas at the Fleet Maintenance Facility for the new mechanic shop that the Consultant will analyze for the design. If neither of these areas can accommodate the shop, the Consultant will provide the requirements necessary for a potential new location. The Consultant should work closely with City staff to incorporate all Fleet Maintenance needs in the design phases.

The Consultant must have experience in the design of mechanic repair facilities and working with municipalities.

II. Project Objectives

The objectives of this project are:

1. Design construction plans for a new mechanic shop that meets all the needs of the City’s

Fleet Maintenance.

2. Provide quality control for the construction phase of the project.

III. Scope of Services

The minimum scope of services related to this project includes the following: [The Consultant is invited to provide additional steps or work tasks as they see fit to assist in the completion of the objective.]

1. Prepare complete design plans for the new mechanic shop.

2. Conduct regular meetings with city staff.

3. Evaluate potential locations for the mechanic shop at the Fleet Maintenance Facility.

4. Provide cost estimates for construction.

5. Provide the City with bid documents for the construction of the new mechanic shop.

6. Provide cost projections based on inflation for construction in the event that the start of construction is delayed for up to five years.

7. Provide construction administration.

IV. Materials/Information to be Provided by the City of Cheyenne

The City of Cheyenne will provide all existing plans of the Fleet Maintenance Facility that are available.

V. General Criteria for Evaluating Qualification Statements.

Experience:

The experience of the proposed consultants should be documented, including experience in projects similar to the project proposed by the City of Cheyenne. This experience will be examined on the basis of consulting firms that have completed mechanic shop designs.

Expertise:

Specific expertise is desirable in a variety of areas including the following:

1. Developing cost estimates that are within five percent of actual costs.

2. Professional references shall be provided wherever practicable.

Workability:

The qualification statement should provide assurance of the demonstrated ability of the consultant to work with a diverse group of individuals and agencies including elected officials, citizens, property owners, businesses, and governmental organizations.

Conflicts of Interest:

The qualification statement shall specifically address any possible conflicts of interest and the proposer’s position or response as to whether or not such other work or relationship may be deemed a conflict of interest with this project.

Special Qualifications:

The qualification statement shall identify any specific qualifications which might make the proposer uniquely qualified to provide the requested services. These may include similar work experience related to another community of similar size or a project of similar design.

Professional Staff:

The experience of the proposed consultant’s personnel assigned to this project shall be noted.

Individual biographical resumes with specific project experience related to work task outlined in this request for proposals.

VI. Sub consultants

The consultant shall be responsible to retain, and pay for the services of, any sub consultant necessary to complete the work. The City and the consultant shall mutually agree to the use of any sub consultants which the consultant desires to retain.

VII. Meetings

The consultant shall meet with members of the City staff as needed to keep all current on the progress of the project. The consultant may also be required to meet with the City Council to discuss the project and/or recommendations.

VIII. Contract

The consultant will be required to sign a contract with the City of Cheyenne, in the form attached, relating to the work to be performed. Such contract shall include, but not necessarily be limited to, the following articles: method of compensation, time of performance, subcontracts, duties of the consultant, termination of the contract, ownership of material, changes, EEO, submission of material, and obligations to the City. See attached sample professional services contract.

IX. Recommendations

To be considered, the proposal must respond to all requirements in the RFP. Any other information believed to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal. If publications are provided, the document and page number shall be referenced. The proposal shall be divided into sections as indicated below:

Statement of Project Requirements: Each proposer shall state in sufficient terms its understanding of the project requirements presented in this RFP.

Scope of Work: Each proposer shall describe in narrative form the proposer’s technical plan for accomplishing the work. Please use the Scope of Work tasks provided in this RFP as the point of departure. Additions to or modifications of the Task descriptions are permissible, but reasons for changes shall be fully allocated to each Task. Include a Gantt chart showing each task and event.

In addition, include a cross reference of each task and event with the proposed assigned staff and number of hours for each staff position to complete the task or event. A fee schedule with each proposed staff position must be included.

Personnel and Prior Experience: Each proposal should identify specific executive, professional and technical personnel who will be assigned to the project. The proposal shall indicate the responsibilities each person will have in the project and indicate the previous related work experience of each individual. Personnel indicated having appropriate expertise for this project must be assigned to the project and actively engaged in completion of the tasks. Any changes in assignment of personnel shall be reviewed with the City of Cheyenne to assure consistent technical expertise throughout the term of the project.

Cost and Price Analysis: Each proposer is required to outline their approach to negotiating a fee for services. The proposal shall provide an estimate of the total costs involved in completing the project.

The City reserves the right to contract for all or a portion of the project depending on budget constraints.

X. Criteria for Selection

All proposals received shall be subject to evaluation by a Selection Committee comprised of City staff, City selected representatives and City Council representatives. The evaluation shall be for the express purpose of selecting the proposal which most clearly meets the RFP requirements. The following areas will be considered in the selection:

1. Understanding the Problem: This refers to the contractor's understanding of the City of

Cheyenne's needs, objectives of the RFP, and the nature and scope of work involved.

2. Consultant Qualifications: This includes the ability of the consultant to meet the needs of the RFP. Particularly, time constraints, cooperation and participation by City staff, elected officials, and special interest groups, and the quality and relevancy of recent projects of similar nature completed by the consultant.

3. Professional Personnel: This refers to the competence of professional personnel assigned to the project by the consultant. Qualifications of all professional personnel will be measured by education and experience, with particular emphasis on experience and analysis of innovative practices particularly in States with similar weather, population, and resources to the State of

Wyoming. Individual biographical resumes with specific project experience related to a study or project similar to the Fleet Mechanic Shop Design project will be given strong consideration.

4. Soundness of Approach: Emphasis shall be placed on stated techniques for gathering data, sequence and relationship of major project steps, and methods for managing the project.

5. Cooperative Process: This refers to the consultant's understanding, expression, and historical experience involving projects which demonstrate sensitivity for developing a spirit of cooperation between different levels of government [City and State], elected officials, individual citizens, and City staff.

XI. Interviews

City staff will review all proposals and reserves the option to select a maximum of three (3) for interviews by the selection committee. Upon completion of the interviews one firm will be selected on the basis of compliance with criteria. In the event that a satisfactory fee cannot be negotiated with the selected firm, the City will contact other firms in the order of their ratings to negotiate a contract. Final selection and award of the contract will be made by the City Council.

XII. Fees

The negotiated fee shall be based on estimated project costs, time and materials [including hourly rate for technical personnel], and reimbursable expenses, with a cost not to exceed amount. By submission of proposal, the consultant warrants that he/she is aware of the budget for the project and is confident that he/she will be able to complete the project within budget.

XIII. Contract Award

The City of Cheyenne reserves the right to accept, reject, or request changes in proposals. The City will work closely with the selected consultant to develop or refine a detailed scope of work, schedule for completion of tasks and costs associated with completed work included in the contract documents. The City is not liable for any costs incurred by the consultant prior to contract issuance.

XIV. Addenda to the Request for Proposals

In the event that it becomes necessary to revise any part of this RFP, addenda will be provided to all consultants invited to respond.

XV. Late Proposals

Late proposals will not be accepted. It is the responsibility of the consultant to ensure that the proposal arrives prior to the dates outlined in this request for proposals.

XVI. Response Material Ownership

The material submitted in response to the RFP becomes the property of the City of Cheyenne and will only be returned to the consultant at the City's option. Responses may be reviewed by any person after the final selection has been made. The City of Cheyenne has the right to use any or all ideas presented in reply to this request. Disqualification of a consultant does not eliminate this right.

The consultant shall not charge for the preparation of this proposal. All materials, products, labor and indirect fees shall be at the expense of the consultant.

XVII. Acceptance of Proposal Content

The contents of the proposal submitted by the successful consultant may become contractual obligations if the City of Cheyenne wishes to execute a contract based on that proposal. Failure of the successful consultant to accept these obligations in a contract may result in cancellation of the award and such consultant may be removed from future solicitations.

XVIII. Reference Checks

The City of Cheyenne reserves the right to contact any reference, client, or regulatory agency listed in the documents for information which may be helpful to the City in evaluating the consultant's performance on previous assignments.

Location tours are given with two Business day notice, contact Public Works Department, 307-637-

6263 to set up an appointment with Adele Bartel, PE, Public Works Engineer.

B. General Conditions

The following items are considered to be included as part of the basic compensation for this project:

1. Normal business expenses - phone, postage, etc.

2. Cost of insurance

3. In-house computer time and service

4. Word processing, accounting, and man-hour records

5. Permits and license fees

6. Mileage

7. Travel fees, room and board, per diem

8. Printing costs for all standard review, bidding, and as-constructed plans and other correspondence and contract documents

9. Film and processing

10. Overtime engineering and inspection

11. Special inspections, including vacuum excavation potholing

12. Survey materials, stakes, etc.

13. Additional required services

Any changes in the Consultants or Sub-consultants staff or fee structure shall be presented in writing to the City for approval prior to initiating any changes or performing any work.

C. Preliminary Design Phase

Upon receipt of Notice to Proceed with this project, the Consultant shall proceed with the following tasks:

1. Furnish three copies of the preliminary design plans for review by the City of Cheyenne.

2. Advise City of estimated Project Cost. The Consultant shall provide a summary of the probable Project Cost based on the preliminary design plans. The bid tabulation shall be laid out using standard numbering for work items and basic pay units.

The services will be completed and the data submitted within the stipulated period indicated in

Exhibit C “Project Schedule.”

D. Final Design Phase

The City of Cheyenne will review the preliminary design and cost estimate. The City of Cheyenne will then provide Consultant with comments, suggestions and or modifications. The consultant will, upon receipt of written authorization from the City of Cheyenne, Proceed with final design and shall:

1. Prepare final drawings showing the character and extent of the Project and Specifications incorporating any modifications or changes indicated during review of Preliminary documents.

2. Advise the City of Cheyenne of any adjustments to the latest opinion of the estimated Project

Cost caused by changes in extent or design requirements of the Project. The Consultant shall provide a summary of the probable Project Cost based on the Final Design Drawings and

Specifications showing estimated construction quantities, bid prices, and items of work.

The bid tabulation shall be laid out using standard numbering for work items and basic pay units.

3. Furnish three copies of the above final design documents then present and review them in person with the City of Cheyenne.

E. Construction Administration Phase

1. Prepare Construction Documents for the City to use in bidding.

2. Attend and assist Pre-Bid meetings to answer questions associated with the project.

3. Prepare Addenda and provide clarifications to bidders as needed.

4. Review all submitted bids and provide the City of Cheyenne with a detailed analysis.

Include a recommendation of responsible successful bidder.

5. Attend City Council and Finance meetings (as necessary) to provide detailed information on successful bidder’s documentation.

6. Administer, conduct and inspect all work under the City’s Bidding and Construction

Documentation. Cost of onsite inspection to be shown as a separate itemized hourly price.

7. The services will be completed and the data submitted within the stipulated period indicated in Exhibit C “Project Schedule”.

8. The work performed should be billed hourly and the Exhibit B “Price Proposal”, should reflect a conservative not-to-exceed price of the hourly amounts required to perform all

Construction Administration Tasks.

“EXHIBIT B”

COMPENSATION SCHEDULE

The Consultant shall prepare and submit proposed estimated compensation, bearing in mind that it should be a unit-based contract with a negotiated not-to-exceed amount. A Payment Schedule based upon the following and any other pertinent payment schedule shall be submitted with payment for a specific phase not exceeding the scheduled amount prior to completion of that phase:

Preliminary Design $ .

Final Design $ .

Construction Administration $ .

Total Contract Amount $ .

Include this page as a part of the FLEET MAINTENANCE MECHANIC SHOP DESIGN – PRICE

PROPOSAL submission.

“EXHIBIT C”

PROJECT SCHEDULE

The key milestones for the Fleet Maintenance Mechanic Shop Design Project.

The proposer should complete the following schedule as part of the proposal and include any other key dates needed.

Date Schedule Item

August 3, 2026 Notice-to-proceed issued by City

______________ Hold scoping meeting with City Representative

______________ Submit preliminary design phase documents

______________ Meet with City to discuss review of design

______________ Submit final design phase documents

______________ Conduct Pre-Bid meeting

______________ Bid Opening

______________ Start Date

______________ Completion Date

Include this page as a part of the FLEET MAINTENANCE MECHANIC SHOP DESIGN –

TECHNICAL PROPOSAL submission.