SENIOR_CENTER_IN_LAVEEN_ARCHITECTURAL_SERVICES_(GO_BOND).pdf

CITY OF PHOENIX, ARIZONA

OFFICE OF THE CITY ENGINEER

DESIGN AND CONSTRUCTION PROCUREMENT

REQUEST FOR QUALIFICATIONS

SENIOR CENTER IN LAVEEN ARCHITECTURAL SERVICES (GO BOND)

PROFESSIONAL SERVICES

OPENGOV ID NO. HS60050004

RFQ Rev. 1/25 Page | 2

The City of Phoenix is seeking a qualified consultant team to provide Architectural services for development of a new Senior Center in Laveen. Services will include full architectural design services and construction administration and observation services. The new Senior Center will be developed within an existing park in Laveen located near 35th Avenue and Baseline. The estimated construction cost is $9 million.

Project Description

The City seeks to develop an approximately 12,000 square foot senior center and related site improvements in the “Parkway West” location described in Attachment B - Feasibility

Assessment, which will include multipurpose rooms, lobby / reception, commercial kitchen, fitness center and other necessary spaces. Site work will include, but is not limited to grading and drainage, parking / drop-off and landscaping. The program is further outlined in the attached

Feasibility Assessment.

Scope of Work

Consultant team shall provide all necessary design services for development of the new Senior

Center. These services include, but are not limited to:

• Architectural, Landscape and Interior Design services

• Mechanical, Electrical, Plumbing, Structural and Civil Engineering services

• Development of schematic design drawings, as well as design development (60% plans) and construction documents necessary for all applicable permits and construction scope development and pricing

• General project administration

• Construction Administration and Observation services to help the City ensure construction meets the design intent, code requirements and quality standards

• Review and respond to contractor submittals and Requests for Information

• Other services as needed to ensure Consultant team timely delivers to City all design documents necessary for the construction and opening of the Senior Center pursuant to all applicable codes / laws and the program intent.

General Project Administration shall include, but not be limited to:

• Coordinate with the City and possibly contractor during the design of the project

• Attend all project meetings as necessary to maintain the project objectives

• Submit and retrieve all required documents to and from various agencies

• Coordinate all permits and approvals from federal, state, county, and local utility authorities

• Prepare and submit written monthly progress reporting during entire design period

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Design services shall include, but not to be limited to:

• Confirm project program with the City, including leading stakeholder meetings

• Prepare exhibits, renderings and plans to present to stakeholders

• Participate in City coordinated public information and community outreach

• Develop studies to lead to recommended solutions during the decision-making process

• Consult with the City to meet project requirements

• Design project to conform to requirements of Title 34, Arizona Revised Statutes

• Address stakeholder design / constructability comments

• Prepare construction cost estimates for each design phase milestone

• Review recommendations regarding cost models and provide feedback to City

• Perform value engineering / cost reduction efforts to optimize project budget

• Develop a schedule for City approval of design submittals for Planning and Development

Department review(s)

• Identify private and public utility easements

• Conduct geotechnical engineering and investigations of project site

• Investigate and design utilities and infrastructure for project development (including but not limited to water, sewer, and stormwater)

• Coordinate with City’s contractor

• Coordinate and submit design packages for contractor bidding

• Design and prepare project plans and specifications for construction

• Work with City and stakeholders for space planning and layout requirements

• Work with stakeholders from various agencies as required

• Recommend green stormwater infrastructure, heat mitigation and other sustainable design elements consistent with the site, program, and budget

• Other services as required to support successful completion of the work

Construction Administration and Observation (CA&O) services shall include, but not be limited to:

• Provide general project administration and construction observation to ensure compliance with the project plans and specifications

• Provide resident engineering services during construction and act as the City’s representative

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• Hold on-site and off-site meetings as appropriate with contractor, City staff, impacted third parties, utilities, and agencies as required

• Participate in the construction progress meetings and other project meetings

• Perform record keeping and maintain project documents including correspondence, schedules, submittals, test data, payments, meeting minutes, specifications, drawings, photographs, shop drawings, as-builts, etc.

• Review and comment on construction submittals; product data, shop drawings, samples, etc.

• Perform field observations and prepare reports to ensure compliance with the project plans and specifications and to keep City informed of project status and issues

• Review and certify contractor’s monthly progress payments

• Notify City and contractor of any unsafe conditions observed at the construction site(s)

• Respond to Requests for Information (RFIs) and Change Order requests (issue interpretations and clarifications of the construction documents)

• Verify compliance with contract documents

• Conduct pre-final and final walkthrough

• Conduct Substantial Completion walkthrough

• Issue recommendation for Substantial Completion

• Review and comment on closeout documentation, which includes contractor as-built documents to incorporate into project record documents

• Review contractor record drawings monthly and prepare final record drawings

• Prepare and submit punch list and record documents

• Observe building system equipment start-up and commissioning

• Conduct 11-½ month warranty walkthrough and inspection

• Other services as required to support successful completion of the work and the City’s interests

Use of UNIFIER, an Application Service Provider (ASP) web-based project management database, may be required. The following information provides a guideline for utilization. Any questions related to the requirements of UNIFIER should be directed to the Project Manager.

• The Consultant will be required to maintain all project records in electronic format.

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• The City provides an ASP web-based project management database which the

Consultant will be required to utilize in the fulfillment of the contract requirements.

• The Consultant shall provide a computerized networked office platform with broadband internet connectivity.

• UNIFIER training will be provided through the City of Phoenix to firms under contract.

Pre-Submittal Meeting

A pre-submittal meeting will be held at 9:00 am, Phoenix time on Monday, June 1, 2026, at 200

W. Washington St., Floor 6 West Conference Room, Phoenix, AZ 85003 AND via Teams. At this meeting, City staff will discuss the scope of work, general project requirements, and respond to questions from the attendees. It is strongly recommended that interested firms attend the pre-submittal meeting. Inquiries regarding the project scope outside of this pre-submittal meeting must be directed to the Contracts Specialist.

Pre-Submittal Meeting Teams Information:

Join: https://teams.microsoft.com/meet/218289493848920?p=xtRYFnp0pi4HW6XxaT

Meeting ID: 218 289 493 848 920

Passcode: a3qN6888

Statement of Qualifications Evaluation Criteria

A firm will be selected through a qualifications-based selection process based on the criteria below. Subcriteria are listed in order of importance in relation to project services. City of Phoenix project experience is not required.

No. Evaluation Criteria Scoring Method Weight (Points) https://teams.microsoft.com/meet/218289493848920?p=xtRYFnp0pi4HW6XxaT

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1. Design Experience of the Prime Firm

Describe the experience and qualifications of the prime firm in providing design services for similar projects. Identify projects the submitting firm has completed.

For each project listed, provide:

A. Description of the project including scope and project owner

B. Role of the firm and explain how this relates to the services being solicited

C. Project’s original contract value, final contract value, and reason for variance

D. Project’s start date and completion date

Points Based 175 (17.1% of Total)

2. Construction Administration and

Observation Experience of the Prime

Firm

Describe the experience and qualifications of the prime firm in providing construction administration and observation (CA&O) services for similar projects. Identify projects the submitting firm has completed.

Include assigned CA&O personnel if different from personnel performing design services. For each project listed, provide:

A. Description of the project including scope and project owner

B. Role of the firm and explain how this relates to the services being solicited

C. Project’s original contract value, final contract value, and reason for variance

D. Project’s start date and completion date

Points Based 100 (9.8% of Total)

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3. Design Experience of the Key Personnel and Subconsultants

Describe the experience and qualifications of the specific project team expected to be assigned to this project in providing design services for similar projects. For each key person identified, list their length of time with the firm. List each key person’s role in the projects provided. If a project selected for a key person is the same as one selected for the firm, provide just the project name and the role of the key person. For each project listed, provide:

A. Description of the project including scope and project owner

B. Role of the team or team member and explain how this relates to the services being solicited

C. Project’s original contract value, final contract value, and reason for variance

D. Project’s start date and completion date

Points Based 175 (17.1% of Total)

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4. Construction Administration and

Observation Experience of Key

Personnel and Subconsultants

Describe the experience and qualifications of the project team expected to be assigned to this project in providing construction administration and observation services for similar projects.

For each key person identified, list their length of time with the firm. List each key person’s role in the projects provided. If a project selected for a key person is the same as one selected for the firm, provide just the project name and the role of the key person. Include assigned CA&O personnel if different from personnel performing design services. For each project listed, provide:

A. Description of the project including scope and project owner

B. Role of the team or team member and explain how this relates to the services being solicited

C. Project’s original contract value, final contract value, and reason for variance

D. Project’s start date and completion date

Points Based 100 (9.8% of Total)

5. Project Understanding and Approach

Describe your firm’s understanding of the

City’s need for this project, including important considerations such as project issues and challenges. Describe the team’s approach to the project, including important considerations such as scope, schedule, and budget.

Points Based 300 (29.4% of Total)

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6. Staffing Information for Key Personnel

Provide the following:

A. Team’s availability and commitment to the project, including subconsultants

B. Team’s plan to maintain continuity of the proposed services

C. Organization chart showing key personnel, current professional licenses or certifications, and assigned roles for both Design and Construction Administration and Observation Services for the project

D. Identify the location of the lead firm’s principal office and the home office location of key staff on this project.

Points Based 150 (14.7% of Total)

7. Reference Checks

Use the form provided in the Attachments section to obtain at least three references.

It is preferred no more than one be a City of Phoenix project. If your firm has not completed prior projects with other agencies, you will not be penalized. It is recommended there be references outside the City of Phoenix.

*These points are in addition to the 1,000 points for the SOQ.

Points Based 21 (2.1% of Total)

Submittal Requirements

Electronic Submittal Process: Firms interested in this project must submit a Statement of

Qualifications (SOQ) electronically through the City's Procurement Portal at https://procurement.opengov.com/portal/phoenix.

Submittal requirements are as follows:

Vendor Information: All firms must be registered in the City’s Vendor Management System prior to submitting a proposal. The vendor number should be included on the cover of the

SOQ. Information on how to register with the City is available at:

https://www.phoenix.gov/financesite/Pages/EProc-help.aspx https://procurement.opengov.com/portal/phoenix https://www.phoenix.gov/financesite/Pages/EProc-help.aspx

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If your firm is already registered with the City of Phoenix’s Procurement system, please visit https://procurement.opengov.com/portal/phoenix to login and access the electronic solicitation.

Submittals:

• Submit only one SOQ electronically, in .PDF format only, addressing all evaluation criteria. No hard copies will be accepted.

• Clearly display the firm legal name, vendor number, project title, and project number on the cover of the SOQ.

• A maximum of 15 pages is permitted to address all content in the SOQ submittal.

(Maximum page limit includes evaluation criteria and all additional content. It does not include information sheet.)

• Submit electronically the Statement of Qualifications by 12:00 pm, Phoenix time, on

Friday, June 12, 2026.

• Page size must meet requirements of 8½” x 11”.

• Font size must not be less than 10 point.

• Content count:

o Each side of a page containing evaluation criteria and additional content will be counted toward the maximum page limit noted above.

o Pages that have project photos, charts and/or graphs will be counted towards the maximum page limit noted above.

o Front and back covers, information sheet, Table of Contents pages, and divider (tab) pages will NOT be counted toward the maximum page limit noted above, unless they include evaluation criteria and additional content that could be considered by the selection panel.

Information Sheet: Provide an information sheet that includes project title, OpenGov ID number, legal firm name (not a trade name), address, phone number, vendor number, and the name, title, email address and signature of your contact person for the project. Do not include any additional information.

Evaluation Criteria: Address the SOQ evaluation criteria.

Note: All pages exceeding the specified maximum page limit will be removed from the submittal and not considered in evaluating a submitted SOQ.

Grounds for Disqualification

Please be advised that the following will be grounds for disqualification, and will be strictly enforced:

• Submitting a Statement of Qualifications for a different project.

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• Failure to submit electronically through the OpenGov Procurement Portal by the due date and time.

• Violating the “Contact with City Employees” policy contained in this RFQ.

Selection Process and Schedule

Interested teams will submit a Statement of Qualifications (SOQ). The team will be selected through a qualifications-based selection process. A Selection Panel will evaluate each SOQ per the criteria set forth above.

The City will select a team based on the SOQs received; no formal interviews will be conducted. The City may conduct a due diligence review on the team receiving the highest evaluation.

The City expects to create a final list of at least one, but not more than three teams for this project.

The City will enter into negotiations with the selected team and execute a contract upon completion of negotiation of fees and contract terms for City Council approval.

The following tentative schedule has been prepared for this project.

Pre-submittal Meeting 9:00 am on Monday, June 1, Last Date for Questions 4:00 pm on Friday, June 5, 2026

SOQs Due 12:00 pm on Friday, June 12, Selection Notification Early July 2026

Scope Meeting Mid-July 2026

If the City is unsuccessful in negotiating a contract with the best-qualified team, the City may then negotiate with the next most qualified team until a contract is executed, or the City may decide to terminate the selection process. Once a contract is executed with the successful firm, the procurement is complete.

The firm selected for this project will be notified directly by the City. Notification to all other firms on the status of a short list for this project will be posted on the City of Phoenix’s Procurement

Portal:

https://procurement.opengov.com/portal/phoenix

General Information

Citywide Capital Improvement Projects. Consulting and contractor services supporting the

City’s Capital Improvement Projects are procured under the authority of the City Engineer, currently located within the Street Transportation Department. Design and Construction

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Procurement coordinates the citywide consulting and construction contracting procurement processes.

Changes to Request for Qualifications. Any changes to this Request for Qualifications

(RFQ) will be in the form of a Notification. The City of Phoenix shall not be held responsible for any oral instructions. Notifications are available on both the Current Opportunities and City's eProcurement Portal at https://procurement.opengov.com/portal/phoenix.

It shall be the responsibility of the registered RFQ holder to determine, prior to the submittal of the Statement of Qualifications, if a Notification has been issued. Registered

RFQ holders may refer to the web page or call the Contracts Specialist, Thomas Newman (602)

495-7065 to ascertain if a Notification has been issued for this project.

Alternate Format. For more information or a copy of this publication in an alternate format, contact the Contracts Specialist (listed above) - Voice or TTY 711. Requests will only be honored if made within the first week of the advertising period.

Release of Project Information/Public Records Request. The City shall provide the release of all public information concerning the project, including selection announcements and contract awards. Those desiring to release information to the public must receive prior written approval from the City. To submit a Public Records Request, visit phoenix.gov/prr.

City Rights. The City of Phoenix reserves the right to reject any or all Statements of

Qualifications, to waive any informality or irregularity in any Statement of Qualifications received, and to be the sole judge of the merits of the respective Statements of Qualifications received.

Contact with City Employees. This policy is intended to create a level playing field for all

Proposers, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT VIOLATE THIS POLICY WILL BE DISQUALIFIED.

Beginning on the date the RFQ is issued and until the date the contract is awarded or the RFQ withdrawn, all persons or entities that respond to the RFQ, including their authorized employees, agents, representatives, proposed partner(s), subcontractor(s), joint venture(s), member(s), or any of their lobbyists or attorneys (collectively the Proposer), will refrain from any direct or indirect contact with any person (other than the designated Contract Specialist) who may play a part in the selection process, including members of the evaluation panel, the City Manager, Assistant

City Manager, Deputy City Managers, Department heads, the Mayor and other members of the

Phoenix City Council. As long as the RFQ solicitation is not discussed, Proposers may continue to conduct business with the City and discuss business that is unrelated to this RFQ solicitation with City staff.

Commencing on the date and time a solicitation is published, potential or actual proposers

(including their representatives) will only discuss matters associated with the solicitation with the

Mayor, any members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated procurement officer) at a public meeting, posted under the Arizona

Revised Statutes, until the resulting contract(s) are awarded or all offers or responses are rejected and the solicitation is cancelled without any announcement by the procurement officer of the City’s intent to reissue the same or a similar solicitation.

https://phoenix.gov/prr

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Proposers may discuss their proposal or the RFQ solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the

Contract Specialist (listed above), conducted in person at 200 W. Washington, Phoenix, Arizona

85003, and are posted as open meetings with the City Clerk at least twenty-four (24) hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

Conflict of Interest. The City reserves the right to disqualify any Proposer on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the City. This disqualification is at the sole discretion of the City. Any Proposer submitting a proposal herein waves any right to object now or at any future time, before any body or agency, including but not limited to, the City Council of the City of Phoenix or any court.

Protest Procedures. Firms responding to disqualification or a procurement outcome are referred to the Code of the City of Phoenix Chapter 2, Article XII, Section 2-187 to 2-190.4, which governs protest procedures utilized throughout the selection process. The procedures may be reviewed through the City of Phoenix website at:

http://www.codepublishing.com/az/phoenix/

A copy of the Protest Policy is also available online at:

https://www.phoenix.gov/administration/departments/streets/careers/business-opportunities.html

Questions - Questions pertaining to this selection process or contract issues should be submitted via the Procurement Portal.

Vendor Questionnaire

*Response required http://www.codepublishing.com/az/phoenix/ https://www.phoenix.gov/administration/departments/streets/careers/business-opportunities.html