RFP PUBLIC SAFETY COMPLEX 1-29-24.pdf

Request for Proposals (RFP)

Architectural Design Services and Construction Support for the

Construction of a Public Safety Center

Proposals Due: Friday February 16th, 2024

City of Prairie du Chien

PO Box 324

Prairie du Chien, WI 53821

City of Prairie du Chien Request for Proposals

Professional Design Services for New Public Safety Complex

GENERAL INFORMATION

I. SUMMARY

The City of Prairie du Chien is proposing to design and construct a new Public Safety Complex to replace the current Fire Station and also house the Police Department in this new facility.

Based on preliminary studies and design work, the new station will be approximately 22,000 square feet and will serve as the sole base of operations for the Fire Department and Police Department.

The City of Prairie du Chien is tentatively proposing to construct a new Public Safety Complex on a parcel of land that is currently owned by Crossing Rivers Health and the former site of the hospital, which will be donated to the City for the purpose of a new Public Safety Complex. This parcel is located on the entire 600 block of South Dousman Street on the east side of the street, between East Dunn St. and East Taylor St. The City is requesting proposals from qualified architect/engineer (A/E) consultants to be part of a team to perform professional services for the design of the new Public Safety Complex. Design services shall include landscape design, architectural design, structural design, interior design, site civil, plumbing, mechanical, electrical, and telecommunication engineering services.

The City intends to use the Construction Management/constructor (CMc) method of project delivery. The City will execute a separate agreement with the CMc. The CMc will manage the bidding and construction of the project and will provide input on the design development and specifications.

The A/E design proposal should include the following phases:

A. Schematic design, B. Design development, C. Construction documents, D. Bidding and construction administration services in conjunction with the CMc.

II. BACKGROUND

The Prairie du Chien Fire Department provides traditional fire services and public safety services to the City of Prairie du Chien. In addition, the Department provides mutual aid assistance to numerous communities in the further outlying area. The new Complex will address the ongoing and documented deficiencies of the existing building that negatively impact (a) fire fighter performance, response time, and safety, (b) equipment storage and maintenance, and (c) the ability to expand services to meet the needs of the City of Prairie du Chien.

The current Fire Station Complex is housed in 3 building currently that have gone through minor renovations. While the buildings have been serviceable, deficiencies were recognized in the last several years. In 2021, it was made clear that the current buildings are severely inadequate and prohibits necessary growth.

The Prairie du Chien Police Department currently leases space in the Crawford County Sheriff’s Department in the Joint Law Enforcement Center. The City and County share Dispatch services and the The City will continue to utilize the Crawford County Joint Dispatch Center within the Sheriff’s Department. The Police Department lacks adequate space for storage including evidence. The current workflow presents challenges as police personnel move witnesses, victims and detainees between two floor levels. The Department also lacks training space and shares a squad room with the Sheriff’s Department.

The City retained Short Elliot Hendrickson (SEH) in 2021 to prepare a Space Needs Study for the Fire and Police Department along with a Conceptual Site & Building Plan and Cost Opinion.

The City has applied for and received approval of a $4,900,000 USDA Community Facilities Rural Development (USDA) grant. The design and construction of the new fire station will need to comply with USDA guidelines and requirements. This will include, but is not limited to:

A. Architect shall execute an AIA Agreement B101-2017 with the USDA Attachment.

B. The Build America, Buy America Act (BABAA) applies. All iron, steel, construction materials and manufactured products must be produced in the United States.

C. Architect shall prepare the Preliminary Architectural Study and submit to USDA for approval.

D. Submit construction documents to USDA for review and approval.

III. PROJECT COMMUNICATION

This project will require an approach that supports good communication, and collaboration between many different interests. The proposal should describe specifically how your team will support a high level of communication and collaboration. Further, it should demonstrate your ability to communicate clearly and concisely into easy-to-understand public communications.

The main points of contact for this RFP shall be Chad Abram, City Administrator and Nate Gilberts, City Planner. They can be reached as follows. Email is preferred.

• Chad Abram, City Administrator, cabram@prairieduchien-wi.gov, Phone (608)-326-6406

• Nate Gilberts, City Planner, ngilberts@prairieduchien-wi.gov Phone (608)-326-6406

IV. SCOPE OF SERVICES

The A/E firm will be responsible for, but not limited to, the following:

A. Phase 1 – Planning & Schematic Design

1. The A/E consultant will conduct a review of the already completed Space Needs Study, Conceptual Design and Cost Opinion for City of Prairie du Chien Fire and Police Departments as part of their background for the project planning.

2. Using industry standards, project experience, and input from City Staff, the A/E consultant will confirm space programming for the building including basic information such as sizes, space requirements, workflows, activities, and special uses.

3. The A/E consultant will facilitate meetings with City Staff as needed to confirm basic components and planning of the building program, including building systems, equipment, materials, and code compliance to support service needs.

4. The A/E consultant will make recommendations regarding sustainable options to consider in the construction of the Facility as prescribed by Leadership in Energy and Environmental Design (LEED) standards.

5. The A/E consultant will create and provide schematic site plan, elevations, renderings, cost estimates, and project schedules as necessary to create the schematic project design.

6. The schematic design should include preliminary scope information on structural systems, interior finishes, MEP systems, and any other relevant building components or systems related to the scopes of work listed above, which may include green/sustainable design.

7. The A/E consultant will make recommendations regarding alternative materials, or design features that offer potential cost savings, while meeting desired quality standards.

8. The A/E consultant will prepare the Preliminary Architectural Feasibility Report required by USDA and submit to USDA for approval.

9. Once the Common Council has accepted the recommended conceptual design as outlined here within Phase 1, the A/E consultant shall proceed to Phase 2.

B. Phase 2 – Design Development

1. The A/E consultant with input from the CMc, shall further development of plans & specifications to provide more details on all aspects of the project design, for final approval before commencing with construction documents. Prepare detail design documents (plans & specifications) for the approved design and layout.

C. Phase 3 - Construction Documents

1. The A/E consultant with input from the CMc shall prepare a complete set of construction plans & specifications for use in the bid process. Include State of Wisconsin submittal, as well as local project reviews. Design firms should include all relevant scopes of design, including civil, landscaping, structural, mechanical, plumbing, and electrical systems.

2. The A/E consultant will attend all applicable public meetings associated with the review and approval of the proposed design.

3. Once the Common Council has accepted the recommended final design as outlined here within Phase 2, then the A/E consultant shall proceed to Phase 4.

D. Phase 4 – Bidding & Construction

The CMc shall be responsible for the bidding and construction of the project. The A/E consultant shall:

1. Provide timely answers to Contractor questions or issues throughout the bid phase. Written responses will be provided for incorporation into addenda.

2. Participate in review and analysis of bidding to assist City.

3. Provide timely responses to construction requests for information (RFIs) relative to construction plans developed by A/E consultant and its consultants. All RFIs shall be coordinated by the Architect.

4. Provide review of shop drawings related to architectural, structural, HVAC, lighting, electrical, plumbing, and interior finishes for general compliance with design intent. All project shop drawings shall be coordinated through the A/E consultants.

5. Review Payment Applications from Contractor(s) as required by USDA.

Consistent site visits are required to be able to observe construction progress.

(Note, in the event the City selects the same firm to provide both A/E and CMc services, the City shall retain a third-party firm to review Payment Applications and make corresponding construction site visits).

6. Conduct visits to support both the desired level of service and to confirm that the intent of the design is properly executed, life safety measures are in place prior to occupancy, and perform our required due diligence for submitting forms to the Authorities Having Jurisdiction:

a) Architect’s Representative estimated to perform site visits as necessary based on the contractor’s schedule.

b) Structural Engineering Representatives estimated to attend a minimum of four (4) site visits as appropriate during construction.

c) MEP Engineering Representatives estimated to attend a minimum of four (4) site visits as appropriate during construction.

7. Provide a Certificate of Substantial Completion prior to Client occupancy upon completion of required life safety punch list items.

8. Review architectural “Operation and Maintenance” manuals developed by the contractor for contract content and general conformance with project specifications only if directed by Owner.

INSTRUCTIONS TO PROPOSERS

V. REQUEST FOR PROPOSAL INFORMATION

It is the responsibility of the Consultant to carefully read the entire Request for Proposal, which contains provisions applicable to successful completion and submission of an RFP. If any ambiguity, inconsistencies, or errors are discovered in the RFP, the city must be notified in writing. Only interpretations or corrections of the RFP made in writing through addenda by the city will be considered binding. The city must receive all requests for interpretations or corrections no later than the date specified in the RFP timetable. The RFP consists of all documents identified in the Scope of Work section of the RFP.

VI. SUBMISSION OF PROPOSAL

The following information must appear on the lower left-hand corner of the envelope: “Proposal for Professional Design Services for City of Prairie du Chien Public Safety Complex”.

The hard copy submittals must be addressed to: Chad Abram, City Administrator, City of Prairie du Chien, 214 E. Blackhawk Ave/PO Box 324., Prairie du Chien, WI 53821.

The pdf email submittal must be addressed to: Chad Abram, City Admin at:

cabram@prairieduchien-wi.gov.

All submittals must be received no later than 4:30 p.m. on Friday, February 16, 2024.

Hand carried proposals may be delivered to the above address ONLY between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding holidays observed by the city.

VII. PROPOSAL REQUIREMENTS

The proposal shall include the following information:

A. A statement of A/E consultants understanding that demonstrates knowledge of the project requirements.

B. A description of the A/E consultant’s technical approach to the project, including an outline of the sequence of tasks, major benchmarks, and milestone dates. Identify the number of design phase site visits and meetings that are anticipated with City staff.

C. A brief summary, with resumes attached, of key staff assigned to the project team who will be directly involved in the project. Identify a single point of contact for coordination of the project.

D. A description of the project team’s similar project experience with new Police and Fire Stations. The A/E consultant agrees to provide references upon request.

E. A description of the project team’s experience with other USDA funded projects, including an understanding of the USDA requirements.

F. A description of the A/E consultants proposed schedule and ability to meet the targeted completion date. The City would be interested in an accelerated schedule if possible.

G. In a separate envelope, the estimated lump sum cost of the services to be provided under this proposal. If the consultant identifies any additional scope of work items not listed in this RFP that may be of benefit to the project, can include those in the proposal as “Possible Additional Services”.

H. Proposed services to be sub-consulted, if any, identifying the sub-consultants and anticipated cost for these services.

I. Any additional terms or conditions, which are deemed necessary for entering into a contract with the City, should be attached or incorporated as part of the proposal.

All submitted materials become the property of the City of Prairie du Chien and will not be returned. The City reserves the right to reject any or all proposals, to waive technicalities, or to negotiate further with a responder who appears to most nearly meet the City's desires. All costs associated with this RFP shall be borne by the responding party.

VIII. PROPOSED PROJECT TIMETABLE

Following is the City’s proposed implementation schedule for the new Public Safety Complex project:

Description Target Dates RFP disseminated to potentially interested firm .................................................... January 29, 2024 Proposals Due 4:30 PM ......................................................................................... February 16, 2024 Staff evaluation of proposals & references completed ........................................ February 19, 2024 Common Council approves A/E consultant selection ........................................... February 20, 2024 Agreement Executed............................................................................................. February 21, 2024 Complete Schematic Design .......................................................................................... May 7, 2024 Complete Preliminary Architectural Feasibility Report & Submit to USDA ................... May 7, 2024 Complete Design Development .................................................................................. June 14, 2024 Complete Final Construction Documents & Submit to USDA ....................................... July 15, 2024 Bidding Opening ................................................................................................... November 1, 2024 Contract Award .................................................................................................. November 19, 2024 Execute CMc Construction Agreement .............................................................. November 20, 2024 Start Construction ............................................................................................................. April, 2025 Construction Completion ........................................................................................ November, 2026

IX. PROPOSAL DEADLINE & SUBMITTAL REQUIREMENTS

Proposals are due in the Office of the City Administrator, City of Prairie du Chien, 214 E.

Blackhawk Ave., Prairie du Chien, WI 53821, no later than 4:30 PM, Friday, February 16, 2024.

Interested parties should submit, in two separate envelopes, six (6) hard copies of the proposal and one (1) hard copy of the estimated cost of service. One envelope shall be clearly labeled “Proposal” and the other envelope shall be clearly labeled “Estimated Cost”. In addition, a PDF version shall be emailed to Chad Abram, City Administrator at: cabram@prairieduchien-wi.gov.

All submittals will be evaluated by City Staff using the evaluation criteria summarized below. The top ranked firms may be interviewed; however, the City reserves the right to award the contract without interviews. City staff will make a recommendation to the Common Council for a preferred specific firm.

X. EVALUATION CRITERIA

The evaluation team will base their decision on the evaluation criteria listed below, along with feedback from references and other sources. The evaluation process will include a review and ranking by each individual member of the review team of each proposal. The review team will meet and combine their rankings to select the top firms to interview. The evaluation criteria will help to guide the selection of the firm. However, the City reserves the right to select the firm they feel will best serve the interests of the City.

Following is a list of evaluation criteria and list of evaluation points:

A. Firms experience with design of similar size new Police and Fire Stations. (25 points), B. Experience of key personnel assigned to the project with design of similar size new public safety complexes, including any sub-consultants. (25 points), C. Proposed scope of work including project approach. (15 points), D. Proposed project schedule and capacity to meet the City’s schedule (15 points), E. Success in completing comparable Public Safety Complex building design projects on schedule and within budget. (10 points), F. Experience of firm and key individuals with USDA funded projects and USDA requirements. (10 points), G. Total Maximum Points: 100 points.

Request for Proposals (RFP)