RFP - Public Works Design 2024.04.26 FINAL (003).pdf

CITY OF MASON

MICHIGAN

PROJECT NAME: City of Mason Public Works Building- Design Services

PROPOSAL REFERENCE NO: RFP 2024-01

DATE OF ISSUANCE: April 26, 2024

DATE PROPOSAL DUE: May 15, 2024, 2:00 PM

ISSUING OFFICE: City of Mason

201 W. Ash Street Mason, MI 48854

RFP: 2024-01 April 26, 2024 City of Mason, Public Works Building- Design Services Page 2 of 13

Table of Contents

Table of Contents

INSTRUCTIONS TO ENGINEERING CONSULTANTS

PROPOSALS

SUBMITTAL OF PROPOSALS

TERMS & CONDITIONS

AWARD AND TYPE OF CONTRACT

BID AMENDMENTS & QUESTIONS

ACCEPTANCE OF PROPOSAL CONTENTS

CITY OF MASON CONTRACT REQUIREMENTS

SIGNATURES

NO THIRD-PARTY RIGHTS

CITY RESPONSIBILITIES

CONTRACT PAYMENT SCHEDULE

SPECIFIC PROJECT INFORMATION

INTRODUCTION TO PROJECT

BACKGROUND INFORMATION

CITY RESPONSIBILITIES

SCOPE OF SERVICES

OVERVIEW

TENTATIVE SCHEDULE

CONTENTS OF PROPOSAL

BUSINESS ORGANIZATION

APPLICABLE EXPERIENCE

APPROACH TO THE PROJECT

TIME AND EFFORT

CONTRACT TERMS

COST PROPOSAL

EVALUATION OF PROPOSALS

INTERVIEWS

Note: Should any of the pages or documents listed above be missing from your packet, or if you have any questions regarding this RFP, please contact Kirk Crawford, Director of Public Works, kirkc@mason.mi.us, 517-749-8726, 201 W. Ash Street, Mason, MI 48854.

mailto:kirkc@mason.mi.us

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INSTRUCTIONS TO ENGINEERING CONSULTANTS

PROPOSALS

All proposals must be submitted following the proposal format supplied by the City of Mason in this document and shall be subject to all requirements of this document.

The City may consider as irregular any proposal in which there is an alteration of or departure from the format stated in the RFP Documents, and at its option may reject the same.

Each firm shall include in its proposal, in the format requested thereof, the cost of performing the work. The prices set forth in the proposal submitted by each firm shall remain in effect for the duration stated for each phase of the project.

Each firm shall include in their proposal a listing of each office which may be involved in the project.

SUBMITTAL OF PROPOSALS

Three hard copies, two bound and one unbound, along with one electronic* copy of the proposal documents shall be submitted in a sealed envelope. The envelope shall be clearly marked on the exterior denoting the name of the firm submitting the proposal and the name of the particular professional services contract for which the proposal is offered. *Alternatively, the electronic copy may be emailed to: masonclerk@mason.mi.us.

Send the proposal to: City of Mason, 201 W. Ash Street, Mason, MI 48854.

The proposals shall be submitted by: 2:00 PM on Wednesday, May 15, 2024.

mailto:masonclerk@mason.mi.us

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TERMS & CONDITIONS

AWARD AND TYPE OF CONTRACT

The contract will be awarded to the firm who provides a proposal that is most responsive to meeting both the needs of the project and the City of Mason.

It is proposed that the contract entered into as a result of this RFP and subsequent negotiations will have a lump sum cost, hourly rates not to exceed, or hourly rates with an estimated cost for those tasks as noted. The contract that may be entered into will be the one which is most advantageous to the City of Mason, price, and other factors, considered. The City reserves the right to consider proposals or modifications thereof received at any time before the award is made, if such action is deemed to be in the best interest of the City.

The City reserves the right to reject any and all proposals and to waive any irregularity in proposals received whenever such rejection or waiver is in the best interest of the City. The firm to whom the award is made will be notified at the earliest possible date. All firms submitting proposals will be notified when the award is made.

The contract shall be considered executed after the City of Mason City Manager and/or other designated official signs it.

BID AMENDMENTS & QUESTIONS

If amendments are made to the project scope or description, each firm receiving this RFP will be notified via email, or another preferred contact method, to the primary contact. That contact will also receive responses to any questions posed to City staff from a potential responding firm.

ACCEPTANCE OF PROPOSAL CONTENTS

The contents of the proposal of the successful offerer will become contractual obligations if a contract is executed.

Failure of the successful firm to accept these obligations will result in cancellation of the award.

CITY OF MASON CONTRACT REQUIREMENTS

The following City of Mason contract requirements will be included in the contract (some exclusions may apply):

Independent Contractors: The parties agree that Contractor is an independent contractor as that term is commonly used and Contractor’s employees are not and shall not be considered subcontractors or employees of the City and has no authority to bind the City in any manner. Contractor shall be solely responsible for the withholding and reporting of all federal, state, and local income and employment taxes. Contractor acknowledges that it is not insured in any manner through the City for any bodily injury, personal injury, or property loss whatsoever.

Limitation of Liability: Except for indemnification pursuant to this agreement, neither party shall be liable to the other, or any of their respective agents, representatives, or employees for any lost revenue, lost profits, loss of technology, rights or services, incidental, punitive, indirect, special or consequential damages, loss of data, or interruption or loss of use of service, even if advised of the possibility of such damages, whether under theory of contract, tort (including negligence), strict liability, or otherwise.

Indemnity: Contractor shall, to the fullest extent permitted by law pursuant to MCL 691.991(2), defend, indemnify and hold harmless the City, and its elected and appointed officers, agents, servants, and employees from any and all claims, damages, losses, expenses, liability, judgment, or liens, including reasonable attorney fees and other costs of defense arising out of any acts, errors or omissions or the discharge, release or escape

City of Mason, Public Works Building- Design Services Page 5 of 13 of contaminants or hazardous substances by Contractor or by anyone acting on their behalf under or in any matter connected with this agreement. Contractor’s obligations to indemnify the City shall survive the expiration, non-renewal, or termination of this Agreement.

Liability Insurance: Contractor shall obtain and maintain in full force and effect during the entire term of this agreement a policy of comprehensive general liability insurance, including professional errors and omissions, with limits of liability of not less than $1,000,000 and workers disability compensation insurance in compliance with Michigan’s statutory limits, and shall provide a certificate of insurance to the City naming the City as a certificate holder, which certificate shall provide that the City shall receive at least 30 days prior written notice of cancellation or nonrenewal of such insurance.

Non-Assignment: The parties agree that there shall be no authority on the part of Contractor to subcontract, assign, or otherwise dispose of any portion of the services to be performed herein without the prior written approval of the City. In the event that the City approves a subcontract, assignment, or disposition, Contractor solely shall be responsible for managing, directing and paying the subcontractors or assignees, and the City shall have no obligations whatsoever toward said subcontractors or assignees. Consent to subcontract, assign, or otherwise dispose of any portion of this Agreement shall not be construed to relieve Contractor of any responsibility for the fulfillment of this Agreement.

SIGNATURES

Prior to awarding a contract, all proposals, notifications, claims, and statements must be signed as follows:

CORPORATIONS: Signature of official shall be accompanied by a certified copy of the resolution of the Board of Directors authorizing the individual signing to bind the corporation.

PARTNERSHIPS: Signatures of one partner shall be accompanied by a certified copy of the Power of Attorney authorizing the signing to bind all partners. If all partners sign the proposal no authorization is needed.

LIMITED LIABILITY COMPANY: Signature of a member, or if organized on a managing member basis, a certified copy of a resolution appointing the signer as the managing member.

INDIVIDUAL: No authorization is needed.

NO THIRD-PARTY RIGHTS

It is agreed and understood that any contract is made solely for the benefit of the City of Mason and the Provider of Services; that it is not made for the benefit of any third party; and that no action or defense may be founded upon any contract except by the parties hereto.

CITY RESPONSIBILITIES

The City of Mason will provide information as to the City’s requirements for the project and make available pertinent information which may be useful in the project work.

The City will designate a person to act as the City’s Project Manager with respect to the work to be performed.

Such person will have the authority to transmit instructions, receive information, interpret, and define the City’s policies and decisions with respect to elements pertinent to the project.

The City will examine all studies, reports, estimates, proposal, and other documents prepared by the firm and render in writing, if necessary, decisions pertinent thereto within a reasonable time.

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The City will direct the consultant in writing to begin the work on each phase of the project upon receipt of written evidence from the firm of the appropriateness of such action.

The City will direct the firm in writing to furnish any special services, sub-consultants and/or extra work that may be required on the project upon receipt of written evidence from the firm detailing as to cost, time schedule, and reason for such special service or extra work.

CONTRACT PAYMENT SCHEDULE

Payment for a contract entered into as a result of this request will be made monthly upon receipt of the firm’s billing invoice. The firm’s billing invoice should include detailed information regarding person-hours expended by classification and by task, as well as information regarding such items as mileage, materials, and other non-overhead costs.

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SPECIFIC PROJECT INFORMATION

INTRODUCTION TO PROJECT

The City of Mason seeks a qualified firm to analyze current Department of Public Works (DPW) buildings pursuant to providing a needs analysis, site evaluations, recommendation of location, conceptual layouts for a new DPW campus, and cost estimates of a new DPW campus and facility.

BACKGROUND INFORMATION

The City of Mason currently has one site that houses the Department of Public Works (including water distribution, sanitary sewer collection, street maintenance, park maintenance, forestry maintenance, cemetery maintenance, and mechanic) and the Wastewater Treatment Plant. The current DPW site is needed for the expansion of the Wastewater Treatment Plant and must be relocated. The current DPW facilities are outdated and are undersized for current use. Within the DPW site, there are two salt sheds, a drying bed, water filling station, outdoor material storage (sand, gravel, topsoil, and pipe), and the need for more indoor storage.

CITY RESPONSIBILITIES

The City of Mason will assist and provide information as to the city’s requirements for the project and make available pertinent information which may be useful in completion of the project tasks.

Responsibilities include:

A. Schedule and/or conduct the following:

1. Project related meetings,

2. Interim base plan and specification review, and

3. Final plan, specification and estimate review.

B. Furnish pertinent reference materials.

C. Furnish maps and plans of the project areas, if available.

D. Conduct final reviews and provide comments on all proposal documents.

The City will designate a person to act as the City’s Project Manager with respect to the work to be performed.

Such person will have the authority to transmit instructions, receive information, interpret, and define the City’s policies and decisions with respect to elements pertinent to the projects.

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SCOPE OF SERVICES

OVERVIEW

The Interested Party shall perform the necessary work to perform a needs analysis of the current and future DPW operations; prepare conceptual plans for the new DPW campus; recommend a site for the construction of a new DPW campus; develop a set of construction drawings and specifications pursuant to the design of the new DPW campus.

Task 1: Perform a needs analysis of the current DPW Operations Currently the departments operate out of several different buildings, that are approximately 25,000 square feet when combined. This includes some cold storage, bays for vehicles and decorations, a mechanics workshop, offices, breakroom, and locker room facilities. A separate salt/sand storage shed, and drying bed is also on site at the current DPW Facility.

Integrating the equipment, inventories, and personnel other these departments will be of paramount concern when the new facility is complete.

Equipment and inventory considerations include:

• Provide space under roof for all vehicles and equipment used by the departments and make them easily accessible.

o Consider differing uses of vehicles- early morning snowplowing, after-hours emergency water repairs, sewer backups. etc.

o Provide space for vehicle maintenance and for the mechanic.

o Temperature-appropriate storage for all vehicles and equipment.

• Cold storage space for various items of municipal property.

• Comprehensive storage and racking to accommodate the City’s parts and inventory supply needs.

• Outside storage and inventory for various products including road salt, sand, gravels, topsoil, stone, piping, and other products.

• Inside wash bay capable of washing the largest pieces of equipment.

• Drying bed for both street sweeping debris and sanitary sewer.

• Secured storage area(s) for specialized supplies, chemicals, or other products.

Personnel and office considerations include:

• Locker room, showers, laundry, and facilities for employees.

• Breakroom with kitchen area: space should also be used for training and meetings for 20 employees.

• Office areas for Department Supervisors, a small conference room, reception/clerical area and storage area for drawings and plans.

• Computer station for employees, GIS review accessibility, and other technological needs.

Given the above considerations, the selected firm should consult City management on exact needs for the facility.

The firm should consider best practices in the design of similar projects, analyze the City’s current needs, work with staff to understand future needs, and develop design. The selected firm should also consult with management to solicit input from employees in this process.

The firm should also consider ways to make the building environmentally friendly and incorporate elements of “green” design elements for the project.

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Task 1 will include providing renderings, drawings, and simulated images showing how the completed complex might appear for the roadway, from air, and to neighbors. Drawings should include sufficient detail so that final engineering drawings can be prepared based on these renderings. Consideration should be made for avoiding the spillage of light and sound onto adjacent parcels, for how the complex might be landscaped, and flow of traffic.

Considerations due to cost constraints should also be considered, including potential phasing of lower priority items identified during the assessment and the ability for future expansion.

Task 2: Recommend a site for a DPW Campus The City owns approximately 16 acres with access to Temple Street in the southeast quadrant of the City. This site currently has no buildings and is used as farmland but is served by water, sewer, and improved roads.

A second site, approximately 50 acres in total size, is adjacent to the Water Treatment Plant on Avery Lane off Temple Street. This site currently has no buildings and is not served directly by water, sewer, and improved roads.

The following characteristics should be used in assessing the sites:

• Size of the site to fulfill the needs identified for the building, including future expansions.

• Consistency of the site with current and future use and surrounding land uses.

• Ease of access to the site and efficiency for servicing the needs of the department.

• Ability of the site to enhance sharing of space and services across City departments.

• Appropriate utilities serving the site and/or the cost benefit to bring utilities to an unserved site.

Task 2 will include preparing a concise narrative outlining the reasons for selecting the recommended site with a conceptual layout on the site based on zoning requirements. This will be used as a discussion point with City Council and members of the public. Once a site is selected the final deliverable will be site plan approval by Planning Commission.

Task 3: Cost Estimates and Scheduling Once a design has been selected by the City, estimates for the cost of the design and construction as well as a schedule shall be developed for review and approval by the City. The estimates should be of sufficient detail so that if cost savings are needed, the City can easily identify items within the estimates. The schedule should be developed to account for not only the actual construction but obtaining any permits, approvals, and material lead time such that the City may formulate realistic timelines for relocation. Final deliverable will be bid documents to be advertised for construction and support during the bidding process, including answering questions and/or providing any addenda as needed.

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TENTATIVE SCHEDULE

Issue RFP April 26, 2024

Informational Meeting/ Tour May 2, 2024 ; 9 AM (Meet at DPW Facility, 435 N Jefferson) May 3, 2024; 9 AM

RFP Due & Public RFP Acceptance May 15, 2024; 2:00 PM

City Council Award June 3 or 17, 2024

Kick Off Meeting Two (2) weeks after Award

Task 1 Deliverable October 2, 2024

Task 2 Deliverable November 6, 2024

Task 3 Deliverable December 4, 2024

Construction Begins Spring 2025

City occupies new DPW Campus Fall of 2025

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CONTENTS OF PROPOSAL

Proposals should be brief. Listings and descriptions of projects, lengthy resumes, and other information shall be condensed where possible. As a minimum, each proposal shall include the following items and they should be labeled accordingly:

BUSINESS ORGANIZATION

These items are minimum requirements to be considered.

• State the full name and address of your organization, and if applicable, any branch offices or other subordinate elements that will perform or assist in performing the work.

• Indicate whether you operate as an individual, partnership, limited liability company or corporation. If a corporation or limited liability company, indicate the State in which you are incorporated. Provide proof or certification of license to operate in the State of Michigan.

• Include the names and telephone numbers of those persons in your organization authorized to negotiate the proposed contract with the City of Mason.

APPLICABLE EXPERIENCE

Evaluation of this area will be based upon applicable experience of the firm and key team members with similar type design projects recently completed.

FIRM:

• Include a brief description of five (5) projects of similar scope that your firm has completed in the last five (5) years.

PROJECT STAFFING:

• Indicate the key professional personnel by skill and qualifications that will be assigned to the projects and include their resumes. Indicate where these individual personnel will be physically located during the time they are engaged in the work.

APPROACH TO THE PROJECT

Evaluation of this area will be based upon understanding by the consultant of the project and providing an approach that provides the best final product for the City of Mason within budget and time constraints.

• Describe in narrative form your technical plan for accomplishing the work by each Task.

• Explain the choice of methodology including its strengths and weaknesses.

• Note any innovative approaches incorporated into the projects, specific to energy efficiency.

• Include any additional information and/or comments believed to be pertinent but not specifically requested elsewhere in the document.

• Provide a detail of how the consultant will work closely with City staff for the duration of the project.

TIME AND EFFORT

Evaluation of this area will be based upon the consultant’s commitment to provide professional engineering services in a timely and cost-effective manner. Review will consider overall timeline, designated decision points, the critical path, and the total time necessary to accomplish the work.

• Provide an overall timeline for the project, detailing timelines for each task (presented in chart form).

• Provide a summary of anticipated manhours to complete each task.

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CONTRACT TERMS

This item is a minimum requirement to be considered.

• Provide a copy of your standard Professional Engineering Services contract that you would propose using for these services.

COST PROPOSAL

The information requested in this section is required to support the reasonableness of your quotation. The proposal should include a cost breakdown for all services requested.

The Cost Proposal Portion must include a task-by-task summary of costs and staff-hour distribution in a readable format and a task-by-task breakdown of costs in a format as described in the below sections.

• Manpower Costs: Itemize to show the following for each category of personnel with a different rate per hour:

o Category, i.e. project manager, engineer, draftsman, architect, senior estimator, estimator, etc.

o Estimated hours o Rate per hour o Total cost for each category and for all staff needs

• General and Administrative Burden or Overhead: Indicate percentage and total cost.

• Cost of Supplies and Materials: Itemized

• Other Direct Costs: Itemized

• Transportation Costs: Show travel costs and per diem separately

• Total Bid Price for the Project

The City of Mason reserves the right to negotiate a final project price and scope.

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EVALUATION OF PROPOSALS

All proposals received shall be subject to evaluation by representatives of the City. The following factors will be considered in making the selection:

• APPLICABLE EXPERIENCE (15 PTS)

• APPROACH TO THE PROJECT (15 PTS)

• TIME & EFFORT BY TASK (10 PTS)

• COST PROPOSAL (10 PTS)

INTERVIEWS

Interviews may be conducted by the City of Mason prior to the contract award if consultants cannot be differentiated from proposals alone. If desired, interviews will be scheduled at the convenience of interested firms and the City of Mason. The point structure above will be re-evaluated and become the basis for the decision based on the additional information provided during the interview.