RFQP_Architectural Design Const Admin Servic.pdf

Request for Qualifications and Sealed Fee Proposal (RFQP)

RFQP #COK 24-002

Architectural Design & Construction Administration Services

For Kingsland Police Headquarters Building

Issued by:

City of Kingsland, Georgia

Proposals must be submitted

No later than

2:00 PM on Tuesday, October 31, 2023

To:

City of Kingsland

Mailing Address

City of Kingsland

Finance Department

Attn: Linda Johnson, Purchasing Agent

P.O. Box 250

Kingsland, Georgia 31548

Delivery Address

City of Kingsland

Finance Department

Attn: Linda Johnson, Purchasing Agent

105 West William Avenue

Kingsland, Georgia 31548

LATE PROPOSALS WILL BE REJECTED

Issued: 09/27/2023

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

WWW.KINGSLANDGEORGIA.COM ARCHITECTURAL DESIGN & CONSTRUCTION ADMINISTRATION SERVICES

City of Kingsland, Georgia Page 2

Objective

The City of Kingsland, Georgia is soliciting proposals from qualified firms for architectural design and construction administration services for the construction of a new Police Headquarters Building. This

RFQP is seeking services for concept/preliminary design, final design, bidding, and construction administration management services.

Background

The City of Kingsland (population 18,337) is in the Southeastern corner of Camden County Georgia, which is bordered on the south by the state of Florida. Camden County has three municipalities, with Kingsland being the largest. The city is the 12th largest city in the state of Georgia as far as land mass. The city presently has a total area of approximately 45 square miles and is approximately 25 feet above sea level.

Police Department Building

The police department building is currently located in a one-story building at 111 Seaboard Street in downtown Kingsland. Originally constructed in the late 1980s. It is approximately 4,200 square feet.

Project Details Site Location

The location for the new Police Headquarters will be in the vicinity of 531 North Lee Street, Kingsland, Georgia.

Building Goals

The City of Kingsland will accept proposals from firms that are capable of providing all of the work described in the Scope of Work. Applicants shall include qualifications for work set forth in the Scope of

Work for which it proposes to provide services. The selected firm will be encouraged to provide guidance and recommendations toward designing a Police Headquarters building that will best meet the needs of the police department and the City. The City and police department have identified the following goals:

Facilities should include additional office space to accommodate current and future department staff and visitors. Other needs include meeting space, interview room, secure evidence room, restroom facilities, storage, security measures including interior and exterior cameras.

Facilities should include space and optimal layout for locker rooms, officer workstations, break room, and storage of equipment.

Facilities should be designed to accommodate storm shelter services for emergency response personnel.

Facilities should be designed to maximize functionality, durability, and account for and allow future growth.

Facilities should embrace sustainable design practices that emphasize energy efficiency as well as renewable and redundant energy sources.

At the City’s discretion, value engineering will be applied when substituting of materials and methods does not hinder functionality.

http://www.kingslandgeorgia.com/

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

WWW.KINGSLANDGEORGIA.COM ARCHITECTURAL DESIGN & CONSTRUCTION ADMINISTRATION SERVICES

City of Kingsland, Georgia Page 3

Project Description in Phases

Phase 1 - Concept design and opinion of probable cost for the Police Headquarters building – the selected firm will work with city staff to evaluate current needs, gather input, and analyze available options for this facility. To allow sufficient time for multiple meetings, the City anticipates this concept design phase to take place within 60 days following award notification.

Phase 2 - Schematic design, design development and final design phase – the City anticipates this phase to take place up to 90 days following concept design phase.

Phase 3 - Bidding and contract award phase

Phase 4 - Construction and project close-out phase

Scope of Services

Each firm will submit a scope of services with their proposal. The scope of services listed in this section is intended to give firms direction and understanding as to what the City values. Firms are encouraged to tailor their proposed scope of services as they see fit to deliver a process that balances timeliness, cost efficiency, input, exploration of options and best practices for a municipal type building.

The selected architect shall work closely as a part of the project team to develop a design for the facility that meets the needs of the City and the police department. This objective will be accomplished through frequent and routine communication and meetings of the project team, a series of design review workshops, and close coordination with City staff.

The Scope of Services includes all architectural design and construction administration services to construct a new Police Headquarters building. Project will include construction cost estimation and development of a comprehensive project manual of specifications and all construction documents needed for public bidding of the construction project. During construction, the design team will provide

Construction Administration Assistance. Design plans shall include site renovations, erosion control, tree protection/landscape design, and irrigation design.

Kickoff/Develop Base information

Design team shall commission a field run survey including all underground utility locations, topography, and tree locations.

Design team will develop base as-built building plans based on building design plans (hard copy) and field measurements.

Design team shall coordinate a kickoff meeting with City Staff including City Manager, Police Chief, and Public Works Director at a minimum to discuss project goals, programming, budgets, and overall project schedule. Stakeholder group to be identified.

Design team shall develop Conceptual Floor Plan sketch into a full conceptual design.

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

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City of Kingsland, Georgia Page 4

Design Phases

Conceptual Design shall include a 30% design level construction document package, including PDF and hard copy submittal to the City, with associated cost estimate for budgeting purposes. A design review meeting with the City Stakeholders shall be included. Stakeholders will provide review comments within 1 week.

Schematic Design shall include 60% design level construction document package including PDF and hard copy submittal to the City, associated cost estimate and project specification manual outline. Design team shall meet with City Stakeholders for design review. Stakeholders will provide review comments within 1 week.

Construction Document Design shall include 90% design submittal, with associated cost estimate, in PDF and hard copy format. Submittal shall include all design disciplines for Municipal permitting review, including site and building design and a complete project manual of specifications for review. Land Disturbance Permitting will be handled through the City of Kingsland. The Consultant will be required to submit design plans for Municipal plan review, including submittal to the

Kingsland Fire Marshall’s Office. All revisions for permitting approval shall be included in the fee.

Bid Package shall include full 100% construction documents and specifications integrating all stakeholder comments and Municipal review comments to date for construction bidding.

Bidding & Construction Administration

Consultant shall provide an Hourly NTE fee for bidding and construction administration to include response to bid questions (Architect will prepare the addendum) submittal review, RFIs, review of pay applications, punch list inspection and punch list development. Consultant to include attendance at bi-weekly construction progress meetings (including sub consultants, as needed), and coordination of construction phase submittals (as necessary).

Additionally, if construction costs are higher than the project budget, the architect will work with the

City to:

Assist in value engineering the project to reduce costs. Evaluate alternatives, provide cost information, and advise the City as to the value of all revisions.

Work with vendors/contractors in developing and evaluating cost reduction alternatives.

Assist the City in re-design and re-bidding the project if required. Justification of additional compensation to the Architect shall be considered based on the reason and sources of the cost overruns.

Provide any other work and assistance during the bidding process that would be usual and customary for a project of this size and scope.

Prepare construction contracts.

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

WWW.KINGSLANDGEORGIA.COM ARCHITECTURAL DESIGN & CONSTRUCTION ADMINISTRATION SERVICES

City of Kingsland, Georgia Page 5

Site Visit

A site visit is recommended. To schedule a site visit please contact one of the following:

Chief Rick Evans Deputy Chief Jason Seward

PH: (912) 464-9045 PH: (912) 464-1514

Email: revans@kingslandga.gov Jseaward@kingslandga.gov

Proposal Submission Process

Submittals must be in a sealed envelope clearly marked” Architectural Design & Construction

Administration Services” (RFQP) number, opening date. The delivery of said proposal to the prescribed delivery point on or before the specified opening date and time is solely and strictly the responsibility of the Proposer. Any proposal received at the prescribed delivery point after the specified date and time will NOT be accepted. Proposals must be submitted in writing and as prescribed by the City. No other forms will be accepted. Electronic, telephone, telefax, and telegraph proposals will NOT be considered.

NO Proposal may be modified after opening.

All Responders shall submit one (1) hard copy and three (3) copies of their documents in a envelope or package with the price proposal being in a SEALED envelope. Responders must submit their proposal no later than 2:00 PM on Tuesday, October 31, 2023. In submitting a proposal, the Contractor hereby certifies that he has reviewed this RFQP and is familiar with all conditions contained therein.

Exclusive of resumes, cover sheets, and fee proposal, proposals should include the following:

1. Cover letter (1 page)-submitters shall include a cover letter indicating interest in the project and identifying the consultant’s point of contact.

2. Firm information (1 page)-include office locations, size, and contact information

3. Organization chart-submitters shall include an organizational chart showing team structure and personnel for the project.

4. Project approach/schedule (3 pages, maximum)- submitters shall include a summary of the recommended approach and milestone dates for data gathering, design development and presentation of recommendations.

5. Experience/references (3 pages, maximum)-submitters shall include a summary of 3 projects of similar size/scope within the past 5 years. Include a reference with contact information for each project. Also include approximate project construction budget, key sub consultants and current project status.

6. Resumes-submitters shall include resumes for key personnel on the project.

7. Fee Proposal-include in a separate sealed envelope. Should be responsive to the range of issues elaborated in this RFQP. Provide a line-item lump sum per phases 1 & 2 and itemized pricing for phases 3 & 4, as depicted on the Bid Proposal Form, page 10 of this RFQP.

mailto:revans@kingslandga.gov mailto:Jseaward@kingslandga.gov

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

WWW.KINGSLANDGEORGIA.COM ARCHITECTURAL DESIGN & CONSTRUCTION ADMINISTRATION SERVICES

City of Kingsland, Georgia Page 6

Additional documents to be submitted with RFQP:

1. Copy of firm’s current Certificate of Insurance

2. Copy of signed W-9

3. E-Verify Contractor and/or Sub-Contractor/Sub-Sub-Contractor Affidavit

(Must be a Notarized Original)

4. Acknowledgement of Addenda (page 9, if applicable) (check city website for updates)

5. Bid Proposal Form (page 10)

Proposals may be submitted by providing all information requested to either address listed below:

Mailing Address: Delivery Address:

City of Kingsland City of Kingsland

Finance Department Finance Department

Attn: Linda Johnson, Purchasing Agent Attn: Linda Johnson, Purchasing Agent

P.O. Box 250 105 West William Avenue

Kingsland, Georgia 31548 Kingsland, Georgia 31548

Any proposals received after the specified date and time will be rejected and returned unopened.

Proposals may not be modified or withdrawn after the submittal deadline. However, a respondent may withdraw one’s proposal from the selection process at any time prior to the submittal deadline. The City of Kingsland reserves the right to extend the time for submittals.

For Technical Questions: For Submittal questions:

Rick Evans, Police Chief Linda Johnson, Purchasing Agent

City of Kingsland City of Kingsland

PO Box 250 P.O. Box 250

Kingsland, GA 31548 Kingsland GA 31548

PH: (912) 729-8271 PH: (912) 729-8113

Email: Revans@kingslandga.gov Email: Ljohnson@kingslandgeorgia.com

Evaluation Criteria

Criteria Max Score

Experience & Qualifications 25

Strength of overall proposal 20

Technical Consideration 20

References 15

Fee Proposal 20

Total 100 http://www.kingslandgeorgia.com/ mailto:Revans@kingslandga.gov mailto:Ljohnson@kingslandgeorgia.com

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

WWW.KINGSLANDGEORGIA.COM ARCHITECTURAL DESIGN & CONSTRUCTION ADMINISTRATION SERVICES

City of Kingsland, Georgia Page 7

Insurance Requirements

Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property; which may arise from or in the connection with the performance of this agreement. The Contractor shall pay the cost of such insurance.

The amount of insurance shall not be less than:

Commercial General Liability: Minimum of $2,000,000 commercial general liability coverage with

$1,000,000 for each occurrence. Policy to include coverage for operations, contractual liability, personal injury liability, products/completed operations liability, broad-form property damage (if applicable) written on an occurrence form.

Business Automobile Liability: $1,000,000 combined single limit per occurrence for bodily injury and property damage for owned, non-owned and hired autos.

Workers’ Compensation and Employer’s Liability: Worker’s Compensation limits as required by the Labor

Code of the State of Georgia and employer’s liability with limits of $1,000,00 per accident.

Professional Liability: Minimum of $1,000,000 aggregate with $500,000 per occurrence

The City of Kingsland reserves the right to require complete, certified copies of all required insurance policies at any time.

Compliance with OSHA Standards and Regulations

The work connected with this contract shall be performed in accordance with all applicable OSHA regulations and standards including any additions or revisions thereto, until the job is completed and accepted by the City of Kingsland.

Local Vendor Preference

For purchases, bids, proposals or contracts less than $100,000 the local vendor may be given an opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 5% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, service and conditions, then the local vendor shall be awarded the contract. (See City of Kingsland Purchasing Ordinance for complete guidance.)

Payments

Unless otherwise stated, payment will be made within thirty (30) days of delivery and acceptance by the

City of Kingsland. Proposer shall compute pricing less sales tax, of which the City of Kingsland is exempt, and documentation will be provided upon request.

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

WWW.KINGSLANDGEORGIA.COM ARCHITECTURAL DESIGN & CONSTRUCTION ADMINISTRATION SERVICES

City of Kingsland, Georgia Page 8

Hold Harmless

The Contractor will indemnify, defend, and hold harmless the City of Kingsland from loss for all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Contractor.

The Contractor agrees that this clause shall include claims involving infringement of patent or copyright.

For purposes of this document, “City” and “Contractor” includes their employees, officials, agents and representatives.

Rejection of Proposals

The City of Kingsland reserves the right to clarify any terms with the concurrence of the Vendor; however, any substantial non conformity in the offer, as determined by the City of Kingsland, shall be deemed non-responsive and the offer rejected. The City of Kingsland reserves the right to reject Proposals, or any part of any proposal, containing any additional terms or conditions not specifically requested in the original conditions and specifications.

The City of Kingsland reserves the right, at any time, to modify, waive, or otherwise vary the terms and conditions of this RFP including, but not limited to, the deadlines for submissions and submission requirements. The City further reserves the right to cancel or withdraw this RFP at any time. The City and

DDA also reserves the right to negotiate mutually acceptable contract terms with the successful proposer.

(City Purchasing Ordinance, Article IV, Division 2, Section 2-99).

The City of Kingsland reserves the right to reject any or all proposals, or any part of any proposal, to award in part or in whole, to waive any informality in any submission, and to award a contract deemed to be in the best interest of the City of Kingsland. City of Kingsland reserves the right to accept or reject any and all responses, to waive irregularities, and to re-advertise as may be determined to be in the best interest of the City.

Production and Contract Requirements

Time is of the utmost importance for this project. The successful firm will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work within the contract timeframe.

The successful firm is required to do the following with then (10) days of Notice:

a) Return contract documents executed by authorized representative.

b) Provide Insurance certificates as specified in the proposal documents.

c) Provide schedule of Architect Design and Construction Administration Services.

Failure to execute the Contract or provide required documents by specified time may be just cause for the annulment of the award. At the discretion of the City, the award may then be made to the next responsible firm or advertised.

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

WWW.KINGSLANDGEORGIA.COM ARCHITECTURAL DESIGN & CONSTRUCTION ADMINISTRATION SERVICES

City of Kingsland, Georgia Page 9

Acknowledgement of Addenda

Proposer hereby acknowledges receipt of all Addenda.

Addendum No. __________________________, dated ____________________________

Addendum No. __________________________, dated ____________________________

Addendum No. __________________________, dated ____________________________

Company _____________________________________________________________________

Authorized Signature ____________________________________________________________

Print Name ____________________________________________________________________

CITY OF KINSLAND, GEORGIA RFQP #COK24-002

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City of Kingsland, Georgia Page

Sealed Bid Proposal Form

The following statement must be signed and submitted with bid. Failure to sign this statement will render bid invalid.

“I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Company Name: Person Authorized to Sign:

Name: ___________________________ Name: ____________________________

Address: __________________________ Title: ______________________________

City: ______________________________ Signature: __________________________

State: ______________Zip____________ Telephone Number: ___________________

Fax: _______________________________ E-Mail: _____________________________

Signed This _________ Day of __________________________, 2023

This proposal is valid for a period of not less than _______ calendar days from date of receipt.

OTHER EXCEPTIONS/VARIATIONS:

Architectural Design & Construction Administration Services: Cost

Phase 1: Concept Design and Opinion of Probable Cost $

Phase 2: Schematic Design, Design Development and Final Design – Full Project

Phase 3: Bidding and Contract Award $

Phase 4: Construction and Project Close-out $

Provide separate itemized hourly rate table, as applicable

List any reimbursable expenses with rates, as applicable