RFQ Architect Services _ Esom Hill.pdf

POLK COUNTY BOARD OF COMMISSIONERS

REQUEST FOR QUALIFICATIONS

FOR

ARCHITECTURAL SERVICES

Contact Information:

Polk County Attn: Connor Hooper, Assistant County Manager 216 Main Street Cedartown, Georgia 30125 chooper@polkga.org mailto:chooper@polkga.org

TABLE OF CONTENTS

PURPOSE OF THIS REQUEST FOR QUALIFICATIONS (RFQ)

BACKGROUND INFORMATION………………………………………………………………………………….3

INITIAL SCOPE OF WORK

TENTATIVE RFQ TIMELINE

RFQ INQUIRIES

QUALIFICATION SUBMITTAL DEADLINE

METHODOLGY FOR SELECTION

PROPOSAL FORMAT

GENERAL TERMS AND CONDITIONS

PURPOSE OF THIS REQUEST FOR QUALIFICATIONS (RFQ)

The purpose of this RFQ is to engage an architectural firm to work with the County on designing a new fire station in the Esom Hill community (located in the Southwest portion of Polk County). Therefore, the Polk County Board of Commissioners is soliciting for qualifications from architectural consultants that have significant experience in the construction of new fire stations.

BACKGROUND INFORMATION

The current fire station (Station #8) was completed in the late 1970’s – early 1980’s and is located at 1329 Shiloh Road, Cedartown, GA 30125.

The fire station was built on a 0.5 acre tract of land. In the fall of 2023, the County acquired an additional half-acre to bring the entire tract to a total of 1 acre. The County is very confident that a new station can be constructed behind the current station to allow the current station to remain operational until construction is completed.

The existing station is in a state of disrepair. This station is currently manned completely by volunteer firefighters; however, the County would like to see the new station be designed to effectively address the future population growth that Polk County expects to see in the coming years.

An updated survey is attached to the end of this document to provide an accurate description of the tract of land that will be utilized in the construction of a new fire station.

INITIAL SCOPE OF WORK

The architectural consultant selected from this RFQ process will be required to complete the following initial scope of work. Depending upon the results of the Initial Scope of Work, additional phases of work associated with this project may be negotiated with the selected consultant at the County’s discretion.

• Meet with County representatives to determine the County’s ultimate expectation and vision for the new fire station.

• Consult with County Administration, Fire Chief and other appropriate fire staff to determine space needs. In addition, apply best practices for fire station design and operations acquired through previous experience(s) working on similar projects.

• Prepare a report with recommendations and an architectural design for a new fire station.

• Prepare an estimated project budget for the new fire station, to include: architectural, engineering, construction, and any other relevant costs.

FUTURE SCOPE OF WORK

Depending upon the results of the Initial Scope of Work, additional phases of work associated with this project may be negotiated with the selected consultant at the County’s discretion. Such additional work may include:

• Preparing construction plans and specifications for the newly designed fire station

• Assisting the County in creating and evaluating a Request for Qualification document for potential General Contractors.

• Preparing bid documents suitable for bidding.

• Assisting County staff in evaluating all construction bids received.

• Assisting County staff in negotiating a contract with the successful construction bidder.

• Conducting a value-engineering exercise with the successful construction bidder prior to construction.

• Providing construction administration and inspection services to include responding to requests for information, review shop drawings, approval of all pay requests, and change orders.

TENTATIVE RFQ TIMELINE

Issue RFQ December 4, 2023

Submission Deadline 4pm – January 8, 2024

Evaluate Submitted RFQs/Interviews January 9 – February 2, 2024

Presentation of Firm Rankings February 5, 2024

Board to Consider Top Ranked Firm February 6, 2024

Fee Negotiation with Selected Firm February 7 - 21, 2024

Board to Consider Contract Award March 5, 2024

RFQ INQUIRIES

All inquiries and questions regarding this RFQ shall be in writing and directed to:

Connor Hooper, Assistant County Manager chooper@polkga.org

The deadline for submission of any questions shall be December 28, 2023 at 5:00 p.m. All questions and answers will be combined into a formal written post bid addendum to the RFQ and posted on the county’s web site and accessed by all interested parties prior to the submittal deadline.

QUALIFICATION SUBMITTAL DEADLINE

Qualifications are due no later than 4:00 p.m. on Monday, January 8, 2024. An original and 5 copies of the qualifications must be enclosed in a sealed envelope clearly marked, “Qualifications for Architectural Services”. All proposals must be delivered to the Polk County Administrator’s Office, 216 Main Street, Cedartown, Georgia, 30125 by the deadline date and time. A representative of Polk County government will publicly read the names of the firms submitting qualifications at 4:00 p.m. on Monday, January 8, 2024. Any qualifications received after the deadline date and time will be returned unopened.

Incomplete qualifications may not be considered if the omissions are determined to be significant.

METHODOLGY FOR SELECTION

An evaluation team will evaluate all submitted qualifications and rank them based upon the criteria below. The top 2-3 ranked firms will be invited to Polk County to present their qualifications in person to the evaluation team. This meeting will provide an opportunity for the proposing firms to clarify and elaborate on their qualifications. This meeting will be a fact finding and explanation session only and will not include negotiations.

After the presentations, a top firm will be selected and recommended to the Board of County Commissioners. If the Board approves the top ranked firm, negotiations regarding a contract will begin. If negotiations with the top ranked firm are unsuccessful, the County will proceed with the second ranked firm.

The following will be used in ranking qualified submittals:

• Company’s experience and success in construction of new fire stations

• Company’s experience with other governmental projects

• Qualifications/experience of key personnel that will be directly involved in this project

• Companies overall response quality

• Reference results

• Financial strengths, past and ongoing litigation, bonding, and insurance capacities

• Polk County’s experience with company (if any)

PROPOSAL FORMAT

All proposing firms shall submit an original and five copies of their qualifications which must include the following information and documents in the order specified below. The Underlined Sections below must be tabbed with the named categories. Failure to follow the prescribed order is reason for rejection a submittal.

Cover

Table of Contents

Executive Summary

Prime Consultant History – Provide a brief history of the prime consulting firm to include the location of relevant offices, the number of years the consultant has been in the architectural design business, and other relevant information.

Prime Consultant Projects – Provide a detailed description of relevant fire station projects completed by the Prime Consultant within the past 5 years to include the following:

1. Project description – must be a new fire station and or addition project

2. Names and references (must list company/owner, contact name, phone, and e-mail of contact)

3. Project timeframe (both initial and final), for each project

4. Project budget (initial and final)

5. Location of project

6. Photos (if any)

7. Identify key staff members that will be involved with this project.

Prime Consultant Resumes - Provide resumes for key personnel that will be assigned to this project to include their experience with similar projects, length of service with your firm, length of time in their current position, and any other information that would be relevant to this project.

Sub-Consultant History – For each sub-consultant that will be used for this project, provide a brief history of the prime consulting firm to include the location of relevant offices, the number of years the consultant has been in the architectural design business, and other relevant information.

Sub-Consultant Projects – Provide a detailed description of relevant fire station projects completed by each Sub-Consultant within the past 5 years to include the following:

1. Project description – must be a new fire station and or addition project

2. Names and references (must list company/owner, contact name, phone and e-mail of contact)

3. Project timeframe (both initial and final), for each project

4. Project budget (initial and final)

5. Location of project

6. Photos (if any)

7. Identify key staff members that will be involved with this project.

Sub-Consultant Resumes - Provide resumes for key personnel that will be assigned to this project to include their experience with similar projects, length of service with the sub-consultant, length of time in their current position, and any other information that would be relevant to this project.

Project Approach – Describe your company’s approach to completing the scope of work for this project. This section should include your use of technology and manpower to complete the scope of work efficiently and effectively for this project.

Method – Describe your experience with various construction delivery methods (i.e.

Design/Bid/Build vs. Design/Build vs. CM at Risk, vs., Design/Qualify/Bid/Build, etc.)

Administration – Describe your approach to construction administration.

Workload – Provide a description of your company’s current workload and availability for completing the initial scope of work for this project to include a proposed schedule.

Financial – Provide information indicating your company’s financial strength and ability to complete this project.

Litigation - Statement of any previous, existing, or pending litigation related to a current or past project. Additionally, provide a statement of any previous, existing, or pending arbitration.

Authorized – Provide documentation regarding your company’s status as an authorized corporation authorized to do business in the State of Georgia.

Insurance - The successful consult agrees to always maintain in full force during the contract term the following coverages. Provide documentation for this requirement.

• Statutorily required Worker compensation insurance

• Liability insurance, with an endorsement naming the County as an additional insured, and with limits of not less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate

• Professional Liability insurance.

• Errors and Omission insurance.

GENERAL TERMS AND CONDITIONS

The successful vendor shall submit the following items within ten calendar days of written notification from the county of the firm’s selection:

• Proof the Consultant is an authorized corporation and is authorized to do business in the State of Georgia.

• Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1) – E-Verify Form

• Written certification that the Vendor operates a drug-free workplace in accordance with

O.C.G.A. 50-24-1 through 50-24-6 (form provided by county).

• Workman’s Compensation Insurance documentation

• Liability Insurance documentation

• The County is not liable for any cost incurred in the preparation of a RFQ. Nor is the

County responsible for costs or damages incurred by Respondents, member(s), partners, sub-Contractors/Vendors or other interested parties in connection with the RFQ process, including but not limited to costs associated with participating in any conferences, site visits, product/system demonstrations, oral presentations or negotiations. The County shall not be bound by any information provided unless reduced to writing and distributed as a written addendum.

• The County reserves the right to request clarifications regarding information submitted as well as request additional information from one or more company’s submitting qualifications.

• By submitting qualifications, a company certifies that it has fully read and understood this RFQ, has reviewed the attached documents, and has full knowledge of the nature, scope, quantity, and quality of the work to be performed; the detailed requirements of the services to be provided and the conditions under which the services are to be performed. Failure to do so will not relieve the successful proposing company of their obligation to enter into a contract and to completely perform the contract in strict accordance with this RFQ.

• Any proposal submitted shall constitute an irrevocable offer for a period of 90 calendar days.

• Ownership of all data, materials, and documentation prepared for and submitted in response to this RFQ shall belong exclusively to Polk County and will be considered a public record and subject to public inspection in accordance with the Georgia Open Record Act, O.C.G.A. 50-18-70 et. seq. unless otherwise provided by law.

• The Polk County Board of Commissioners reserves the right to reject any or all proposals, call for new proposals, to waive any informalities in a proposal, or to award a contract to the next most qualified company if the selected company does not execute a contract in a reasonable timeframe after notification of the award. The Polk

County Board of Commissioners reserves the right to accept, reject, and/or negotiate any and all proposals or parts of proposals deemed by the Board to be in the best interest of citizens of Polk County.

• Any contract resulting from this RFQ between Polk County and the successful proposing company will be on a form approved by the County.

• This RFQ and any resulting contract shall be governed in all respects by the laws of the State of Georgia and the successful proposing company shall comply with all applicable federal, state, and local laws and regulations.

• By submitting their qualifications, all proposing companies certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other person or party in connection with their proposals, and that they have not conferred on any Polk County employee having official responsibility for this procurement transaction of any payment, loan, subscription, advance, deposit of money, services, or anything of value of more than nominal value, present or promise, unless consideration of substantially equal or greater value was exchanged. The proposing companies specifically certify that submitting their proposals that they are not in violation of O.C.G.A. 16-10-2 and 16-10- 22 for acts of bribery, and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

• The proposing parties specifically certify in submitting their qualifications that they are not in violation of O.C.G.A. 16-10-2 and 16-10-22 for acts of bribery, and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions.

• By submitting their qualifications, all proposing companies certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia and the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government.

• All qualifications submitted as a result of this RFQ must be returned in a sealed envelope with the following information in the lower left-hand corner of the envelope:

POLK COUNTY – ESOM HILL FIRE STATION

JANUARY 8, 2024 – 4:00PM EST

• The successful consultant shall not assign or transfer any interest in a contract resulting from this RFQ nor subcontract any part of a contract without prior written approval of Polk County.

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PRELIMINARY

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FOR REVIEW ONLY

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(50' RIGHT OF WAY)

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(60' RIGHT OF WAY)

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(50' RIGHT OF WAY)

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JOB NO. 23-038 / 008A033A / PLAT # P-23-033

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THIS BLOCK RESERVED FOR THE CLERK OF THE SUPERIOR COURT

AutoCAD SHX Text NOTES: 1. THIS PLAT IS SUBJECT TO ALL EASEMENTS, RIGHTS-OF-WAY, LOCAL GOVERNMENT APPROVAL AND MATTERS OF TITLE THAT WOULD BE DISCLOSED BY A COMPLETE TITLE SEARCH. 2. RIGHTS-OF-WAY BASED ON APPARENT WIDTHS AND EXISTING CENTERLINE. NO DEEDS FOR R/W FOUND UNLESS NOTED OTHERWISE. 3. THIS PLAT OR MAP HAS BEEN PREPARED FOR THE EXCLUSIVE USE FOR THE PERSON(S) OR ENTITIES NAMED HEREON. 4. THIS SURVEY WAS AUTHORIZED BY: CONNOR HOOPER 5. CURRENT TAX RECORDS SHOW THE OWNER AS STACEY J HILLIS (TAX PARCEL 008A033A)

AutoCAD SHX Text INITIAL CONTROL POINTS FOR THIS SURVEY WERE ESTABLISHED USING A CARLSON BRX7 MULTI-FREQUENCY CARLSON BRX7 MULTI-FREQUENCY MULTI-FREQUENCY GNSS RECEIVER RECEIVING CORRECTIONS FROM A REAL TIME GNSS CORRECTION SERVICE. A CARLSON BRX7 MULTI-FREQUENCY GNSS BASE/ROVER CARLSON BRX7 MULTI-FREQUENCY GNSS BASE/ROVER MULTI-FREQUENCY GNSS BASE/ROVER MULTI-FREQUENCY GNSS BASE/ROVER SYSTEM WAS USED FOR A SUBSTANTIAL PORTION OF THE FIELD DATA SHOWN ON THIS PLAT. THE RELATIVE POSITIONAL ACCURACY OF THE FIELD DATA IS 0.04' HORIZONTAL AT THE 95% CONFIDENCE LEVEL. A TRIMBLE S6 TOTAL STATION WAS USED TO OBTAIN THE TRIMBLE S6 TOTAL STATION WAS USED TO OBTAIN THE TOTAL STATION WAS USED TO OBTAIN THE TOTAL STATION WAS USED TO OBTAIN THE ANGULAR AND LINEAR MEASUREMENTS FOR A PORTION OF THE FIELD DATA SHOWN ON THIS PLAT. THIS PLAT HAS BEEN CALCULATED FOR CLOSURE AND IS FOUND TO BE ACCURATE WITHIN ONE FOOT IN ****** FEET. ****** FEET. ****** FEET. FEET. FEET. DATE OF FIELD WORK: MAY 19, 2023

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AutoCAD SHX Text SURVEYORS CERTIFICATION: AS REQUIRED BY SUBSECTION (D) OF O.C.G.A. SECTION 15-6-67, THIS PLAT HAS BEEN PREPARED BY A LAND SURVEYOR AND APPROVED BY ALL APPLICABLE LOCAL JURISDICTIONS FOR RECORDING AS EVIDENCED BY APPROVAL CERTIFICATES, SIGNATURES, STAMPS, OR STATEMENTS HEREON. SUCH APPROVALS OR AFFIRMATIONS SHOULD BE CONFIRMED WITH THE APPROPRIATE GOVERNMENTAL BODIES BY ANY PURCHASER OR USER OF THIS PLAT AS TO INTENDED USE OF ANY PARCEL. FURTHERMORE, THE UNDERSIGNED LAND SURVEYOR CERTIFIES THAT THIS PLAT COMPLIES WITH THE MINIMUM TECHNICAL STANDARDS FOR PROPERTY SURVEYS IN GEORGIA AS SET FORTH IN THE RULES AND REGULATIONS OF THE GEORGIA BOARD OF REGISTRATION FOR PROFESSIONAL ENGINEERS AND LAND SURVEYORS AND AS SET FORTH IN O.C.G.A. SECTION 15-6-67. ____________________________________ __________ ROBERT LARRY CANNON DATE GEORGIA PLS #3463

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ROBERT LARRY CANNON

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GA PROFESSIONAL LAND SURVEYOR - 3463

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P.O. BOX 998

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ROCKMART, GA. 30153

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(470) 598-1550

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GRID NORTH

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GA WEST ZONE NAD 1983

AutoCAD SHX Text IPF - IRON PIN FOUND IPS - IRON PIN SET CMF - CONCRETE MONUMENT RBF - REBAR FOUND RBFC - REBAR FOUND (CAPPED) RBS - REBAR SET (CAPPED) OTP - OPEN TOP PIPE CTP - CRIMP TOP PIPE UP - UTILITY POLE R/W - RIGHT OF WAY C/L - CENTERLINE N/F - NOW OR FORMERLY DB/PG - DEED BOOK/PAGE PB/PG - PLAT BOOK/PAGE B.S.L. - BUILDING SETBACK LINE LL - LAND LOT ICV - IRRIGATION CONTROL VALVE

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ABBREVIATIONS

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- IRON PIN FOUND IRON PIN FOUND - IRON PIN SET (CAPPED) - CONCRETE MONUMENT - CROSSTIE POST - CALCULATED POINT - UTILITY POLE - SIGNSIGN

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LEGEND

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FENCE LINE

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PROPERTY LINE

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LAND LOT LINE

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OVERHEAD POWER

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UNDERGROUND POWER

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UNDERGROUND COMMUNICATIONS

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CM

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UNDERGROUND GAS

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UNDERGROUND SANITARY SEWER

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UNDERGROUND WATER LINE

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SS

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AutoCAD SHX Text LAND DIVISION SURVEY FOR: : POLK COUNTY GEORGIA OF PROPERTY NOW OR FORMERLY OWNED BY STACIE J. HILLIS BEING IN LAND LOT 112 - 17TH DISTRICT 4TH SECTION - POLK COUNTY, GEORGIA SCALE 1" = 80' PLAT DATE: JULY 26, 2023