RFQ - Pool Renovation Engineering Services.pdf

17130 Vashon Hwy SW PO Box 1608

Vashon, WA 98070

REQUEST FOR QUALIFICATIONS (RFQ)

Pool Renovation Architecture & Engineering Services

Project Title: Vashon Pool Renovation Project

Project Number: 2025-01

The Vashon Park District (VPD) is seeking Statements of Qualifications for a three-phase project that includes developing design alternatives and cost estimates; creating permit/construction documents; and project management for needed renovations and desired upgrades to an existing public pool facility on Vashon Island.

Background The Vashon Pool is an outdoor community swimming pool located at 9526 S.W. 204th Street on Vashon Island. From October through April, the pool is covered with an inflatable dome to provide for year-round swimming.

The pool is a “forward thrust” pool built in 1975 by Gunite Construction.

• The total facility is nearly 17,500 square feet, with 3,823 sf for the bathhouse.

• The filter and boiler rooms are attached to the concrete block building bathhouse. The bathhouse consists of a front entry, office area, showers, toilets, and dressing rooms.

• The pool is a six-lane 25-yard lap pool; 75 x 44 feet; minimum depth 3’0”, maximum depth 10’6”; approx. 12-foot deck on three sides and 15 x 75 foot lounge and seating area on remaining side.

• Capacity: 165,000 gallons.

• The building has a passive solar system on both sides of the roof that is integrated with the pool’s boiler heat system.

• The pool is owned by the Vashon Island School District and is leased to VPD. Exhibit 1 is a copy of the lease that defines the pool’s area boundaries. The Pool Construction Drawings are attached as Exhibit 2.

In 2016, VPD retained the services of an architectural firm specializing in the design and evaluation of aquatic facilities to perform an evaluation of the pool in order to document its condition and make recommendations in the form of an Engineering Service Report (see Exhibit 3). The report analyzed the condition of the infrastructure in addition to the mechanical and electrical systems. It then outlined recommendations and costs for repair and renovation needs. It should be noted that the pool’s diving board and water slide have been permanently removed.

Community surveys have indicated that the Vashon Island community desires improvements and renovations to the aging community pool. As a result, VPD has made this a high priority project in its 2024 - 2028 Comprehensive Plan.

While the Engineering Service Report makes specific and detailed recommendations, VPD’s high level evaluation is that the pool deck is unsafe; the pool plaster liner is cracked and peeling; the tile around the pool edge is falling off; the pool bathhouse needs improvements to be truly suitable for a year-round operation; and the pool’s mechanical systems are unreliable. VPD’s vision for the pool includes addressing these concerns in addition to adding features for kids; adding a cover/retractable roof that can be opened during warm weather; and adding a warming pool.

Goals for the project include:

• Making the facility attractive to a broader spectrum of the island’s population.

• Building as many amenities as the District can afford.

• Minimizing the required number of lifeguards and operational staff.

• Being mindful of the Department of Ecology water drainage allowance.

Scope of Work The project will consist of three phases:

1. Design and cost estimates

2. Permit/construction documents

3. Construction oversight

The consultant selection will be based on qualifications for all three phases, but the initial contract will be for Phase 1 only. If design and cost estimates satisfactorily meet VPD’s budget and estimated funding capacity via grant applications and fundraising, the consultant will be contracted for Phase 2 work. Construction oversight for Phase 3 will be contracted based on VPD’s budget, grant awards, and fundraising success.

Phase 1 – Design and Cost Estimates Provide VPD with design concepts and cost analyses for the following elements. The design concepts will be chosen with space limitations in mind. The cost estimates will include estimated costs for engineering services for all three phases, necessary permits, and construction.

Phase 1 Deliverables:

1) Conceptual plans, sections, and perspective drawings as necessary to convey a complete understanding of design intent.

2) Two cost estimates:

a. One cost estimate will be for the required plan elements to serve as the basis for considering alternatives and added desired elements.

b. A second cost estimate will incorporate the desired plan elements collectively, but each desired element should be cost-specified separately, so certain features can be dismissed if deemed outside the District’s funding capacity.

Required Plan Elements:

The Pool Deck – The pool deck will be demolished and replaced with a new concrete deck with a broom finish for better slip resistance.

• One design concept and cost estimate will be for just the new deck incorporating the other required elements.

• The second design concept and cost estimate will incorporate foundation work to support a future pool cover and features such as a training pool, a hot tub, water park or shallow pool for small children. These additional features will be described below.

The Gutter System – The water depth at the shallow end of the pool does not allow for a safe flip turn. A perimeter gutter system would cause the water to flow over the pool edge into slots at the deck level, which would increase the shallow-end depth by about a foot. At that depth it would meet minimums for a competitive pool.

Pool Liner – The pool’s plaster liner is cracked and discolored and needs to be replaced. The tile trim around the pool edge is broken and dangerous and needs to be replaced. Changes in the gutter system may eliminate this tile trim or modify it greatly.

All-Season Pool House – The existing pool house was built in 1975 to serve a summer season pool. As a required plan element, the design concept and cost estimate will be to modify the existing structure with better heating and ventilation to make it suitable for winter use.

Desired Plan Elements:

All-Season Pool House - Replace the existing pool house to make it suitable for winter use. Replacement will include an improved reception area, lockers in the main changing rooms, two additional small changing rooms for swimmers who desire more privacy, shower rooms and changing rooms for guards, and a concession area with a window that opens to the pool deck area.

Hot Tub / Warming Pool – A moderate-sized hot tub/warming pool will be provided on the pool deck.

Pool Steps – The portable pool steps for swimmers who find it difficult to enter the pool will be eliminated in favor of permanent steps that are built into the pool basin. The steps will be cut into the side of the pool at the shallow end.

Slide – A permanent pool slide will be provided. The curving tube will be entered from a platform at the top. The platform will be reached by a stairway. The slide will fit under the winter dome without requiring removal, or the slide will be easily removable. See photo for example.

Diving Board – A recreational low-level diving board will be provided.

Water Park / Kiddie Pool – A small, shallow pool for toddlers will be provided. A water park (sprinklers, etc.) will be installed for toddlers and non-swimming children.

Outdoor Lighting – Current outdoor lighting will be improved or replaced to facilitate evening swimming during warm weather.

All Electric with Solar Panels – Solar panels will be incorporated into the pool house roof. All facilities and equipment will be electric powered.

Pool Weather Cover – A permanent structural cover will allow all-season use of the pool. Since surveys show that island residents prefer an open-air pool during warm weather months, this structural cover will have large retractable sections that will provide the open-air experience.

Possible Joint Venture with Vashon Island School District –The school district recently approached VPD with the idea of including the pool facility in a school-district-owned community center, which would potentially include a gym, meeting rooms, cardio equipment, a weight room, etc. These additions would be other buildings outside the present pool boundary defined by the lease. The consultant will not be designing these outside structures but will merely consider these potential outside structures as a future possibility in considering lighting, parking, and bathhouse entry. See Exhibit 4 for potential Community Center site.

Phase 2 – Permit/Construction Documents Conduct a public meeting for final determination of design.

Prepare the preferred alternative permit and construction documents.

Phase 2 Deliverables:

1) Participate in a public meeting that guides the conceptual plan alternatives.

2) Refine the plans, sections, elevations, and perspective drawings that reflect the selected alternative and approved additions.

3) Prepare permit documents.

4) Prepare bidding/construction documents and technical specifications for all improvements.

5) Prepare the final cost estimate.

Phase 3 – Construction Oversight Conduct construction meetings and perform site visits as needed to monitor construction progress and ensure quality of finished work through completion of construction.

Phase 3 Deliverables:

1) Construction phase administration/documentation.

2) Meeting minutes and all other project related documentation.

3) Post-construction project record documents.

The consultant will be required to provide electronic copies in PDF and AutoCAD of all drawings and work produced throughout the project.

Exhibit 1 – Pool Lease Exhibit 2 – Pool Construction Drawings Exhibit 3 – 2016 Engineering Service Report Exhibit 4 – Potential Community Center Site Exhibit 5 – Professional Services Agreement

ACCESS TO PROJECT DOCUMENTS:

1) Free-of-charge access to project bid documents (plans, specifications, addenda, and Bidders List) is provided to Prime Bidders, Subcontractors, and Vendors by going to www.bxwa.com and clicking on "Posted Projects", "Public Works", and "Vashon Park District". This online plan room provides Bidders with fully usable online documents with the ability to: download, view, print, order full/partial plan sets from numerous reprographic sources, and a free online digitizer/take-off tool. It is recommended that Bidders “Register” in order to receive automatic e-mail notification of future addenda and to place themselves on the “Self-Registered Bidders List". Bidders that do not register will not be automatically notified of addenda and will need to periodically check the on-line plan room for addenda issued on this project. Contact Builders Exchange of Washington at (425) 258-1303 should you require assistance with access or registration.

2) The full Bid Packet for this project is available through Elaine Ott-Rocheford, Executive Director, Vashon Park District, 206-463-9602 or eott@vashonparks.org. Project bid documents and addenda can also be accessed on the Vashon Park District website at www.vashonparks.org, Administration – Project Bid Information.

Project Budget The consultant will design to a Maximum Allowable Construction Contract between $2,500,000 and $3,500,000 including taxes and shipping.

http://www.bxwa.com/ mailto:eott@vashonparks.org http://www.vashonparks.org/

Relevant Dates Deadline for RFQ Submission: February 11, 2025 prior to 4:00 p.m.

Telephone Interviews: February 18 – 20, 2025 Selection: February 21, 2025 Contract Negotiation and Notice to Proceed for Phase 1: February 24 – 28, 2025 Desired Phase 1 Completion Date: August 29, 2025 Desired Phase 2 Completion Date: December 31, 2025 RCO Grant Applications (submitted by VPD): May, 2026 Permitting/Construction Start Date: July, 2027 Construction Completion Date: by July, 2028

Any proposal or modification received after the hour and date specified as the deadline for RFQ Submission will be ineligible for consideration.

Consultants will be selected based on the following proposal requirements criteria:

Vashon Park District is seeking an engineering team with experience in similar pool renovation and desired plan element projects. Firms should include samples of similar work completed or in progress. The selected team must provide/demonstrate the following:

• Letter of interest

• Ability to provide all services based on the scope of work for all three phases

• Experience of the firm, individual members, and project team on similar size and type projects

• At least three professional references including phone numbers and other contact information

• Ability to meet or beat the relevant date timelines

• Permitting experience, including but not limited to structural engineering and building permit to bid and build the designed elements to completion

• Record of efficient and effective project and staff management to minimize A&E and project costs for public sector clients

• Experience leading public meetings

• Experience with cost estimating

Selection Criteria and Process Firms will be selected in a two-part process: 1) short listing firms based on submitted information; and 2) phone interviews of short-listed firms. All interested individuals are requested to provide a response containing all required elements to the Vashon Park District via the delivery options noted below.

Evaluation criteria will be rated as follows:

• Project team experience 30 points

• Samples of similar work 20 points

• References 20 points

• Cost estimating experience 15 points

• Permitting experience 15 points

Total 100 points

Appointment will occur after approval of a negotiated contract. This RFQ is not an offer of employment. This is a contract position. The Vashon Park District reserves the right to consider applicants who do not meet every qualification and to reject all applicants.

Other Information The Agreement for Consultant services will be the standard Professional Services Agreement attached as Exhibit 5, and fees will be negotiated, when applicable, on a current Architectural/Engineering Fee Schedule for Washington State Public Works Building Projects. The Agreement will be for Phase 1 with a negotiated fee for the conceptual designs and cost estimating. An estimated fee will be provided for the later Phase 2 bid/construction documents and public meeting work and Phase 3 construction management dependent upon grant awards from the Washington State Recreation and Conservation Office or other appropriate sources of funding. If Vashon Park District is not awarded adequate grant funding, Phase 3 of the Agreement will be null and void subject to the discretion of the Vashon Park District.

Instructions to Proposers Questions about this RFQ and/or email submittals to Elaine Ott-Rocheford, Executive Director, at 206-463-9602 or eott@vashonparks.org.

Mail to: Vashon Park District, P.O. Box 1608, Vashon, WA 98070 Deliver to: Vashon Park District, 17130 Vashon Hwy. S.W., Vashon, WA 98070

Following the evaluation of these submittals, the consultant selection board will interview top ranked short-listed firms via a phone discussion. The ranking is based on evaluation of submitted information (as well as reference checks) from firms deemed to be the most highly qualified for the required service. The top ranking firm resulting from the interview will be selected.

The Vashon Park District is an equal opportunity employer. All submittals become the property of the Vashon Park District.