PURCHASING DEPARTMENT
POST OFFICE DRAWER 1228 ¨ BEAUFORT, SOUTH CAROLINA 29901-1228
TELEPHONE: (843) 255-2350 FAX: (843) 255-9437
REQUEST FOR QUALIFICATION NOTICE NO: 3918/121112 Page 1 of 19
CLOSING DATE AND TIME: November 4, 2011, 3:00 pm
TITLE: Request for Statements of Qualifications to provide Architectural Design and
Construction Services for Renovations and Upgrades to Bluffton Fire District Station #33.
You are invited to submit a Statement of Qualifications in accordance with the requirements of this solicitation which are contained herein. A non-mandatory pre-proposal meeting will be held on the date shown on the paragraph titled SCHEDULE. All questions shall be directed to David L. Thomas, CPPO. The last day to ask questions shall be no later than the date shown on the paragraph titled SCHEDULE. Contact shall be via email at t or telephone at 843-255-2353. This document is also posted on the Beaufort County website, www.bcgov.net, under “Find Bid Opportunities.” Addenda and any schedule changes shall also be posted as this solicitation progresses through the qualification process.
In order for your Qualification Statement to be considered, it must be submitted to the Purchasing Department no later than the date and time indicated at which time respondents to this request will be recorded in the presence of one or more witnesses. Qualifications received by the Purchasing Department after the time specified will be returned to the Offeror unopened. Due to the possibility of negotiation with all Offerors, the identity of any Offeror or the contents of any Qualifications Statement shall not be public information until after the contract award is made; therefore, the public is not invited to the qualification closing.
The Qualification Statement must be signed by an official authorized to bind the Offeror, and it shall contain a statement to the effect that the statement is firm for a period of at least one year from the closing date of submission. Documents must be submitted in a sealed opaque envelope/container showing the above qualification number, closing date, and title.
All submittals received in response to this Request for Qualifications will be evaluated by the Beaufort County Selection Committee, based upon the established qualification requirements. This solicitation does not commit Beaufort County to award a contract, to pay any costs incurred in the preparation of a qualification statement, or to procure or contract for the services. The County reserves the right to accept or reject any or all qualifications received as a result of this request, to negotiate with all qualified Offerors, award multiple contracts, or to cancel in part or in its entirety this solicitation, if it is in the best interests of the County to do so.
BEAUFORT COUNTY
David L. Thomas, CPPO
Purchasing Director
Table of Contents / Page Number(s)Section I
BACKGROUND INFORMATION
/ 3
Section II
SCOPE OF WORK / 3
Section III
PROCESS PARAMETER-Design-Build Team
/ 3-4
SPECIAL INSTRUCTIONS / 4-5
EVALUATION CRITERIA FOR SELECTION / 5
EVALUATION / 5
CONTRACT NEGOTIATIONS / 6
GENERAL INFORMATION / 6-8
Section IV
SUBMITTAL REQUIREMENTS / 8-15
Section V
OFFEROR’S CERTIFICATION / 16
Section VI
CONTRACTUAL REQUIREMENTS / 16-19
ATTACHMENT A
Small and Minority Business Participation Provisions / 1-12
Section I
BACKGROUND INFORMATION
Beaufort County recently hired a consulting firm to conduct a comprehensive study of its emergency services delivery system with primary importance upon its emergency medical service (EMS). There were many recommendations delivered to the County Council in regards to the data generated by the study. These recommendations are designed to improve service levels to our citizens, increase efficiencies, and reduce overall costs as much as possible. One of those recommendations is to place a Beaufort County EMS advanced life support ambulance in the Bluffton Township Fire District Fire Station #33. This unit will provide EMS service to areas of the County which had previously been under contract to the Town of Hilton Head Island for service.
Section II
SCOPE OF WORK
Currently Fire Station #33 is not designed to accommodate the additional personnel and equipment required to house a Beaufort County EMS advanced life support ambulance crew. The station when constructed was only designed to accommodate a four (4) person fire crew. In addition, the station has two (2) “drive through” apparatus bays for equipment. One (1) of the bays houses the District’s first out response engine. The second bay houses the District’s reserve ladder truck. In order to accommodate the new EMS crew, office space, and its equipment, the station will need to be expanded to allow for additional living/office space and an additional apparatus storage bay. The County would like the chosen vendor to provide the necessary design, engineering, permitting, and construction services required for successfully renovating and expanding the current fire station to accommodate the new EMS crew and its related equipment.
Section III
PROCESS PARAMETER - Design-Build Team
Beaufort County (here after referred to as County) would like a proposal from you to design and build renovations required at Fire Station #33 to house an additional Beaufort County EMS crew. The County has chosen the design-build method of construction management for this process. The County envisions that the following will occur as a result of utilizing the Design-Build Process:
· The County will select a single team including the Architect, Design Engineers and Contractor as the Design-Builder.
· The Design-Build team will be chosen based upon experience of the members of the proposed team, qualifications of the project team, financial strength of the companies represented by the proposed team members and general conditions costs.
· The County desires a single contract with Design Build team rather than separate contracts with each company represented by the proposed team.
· The Design-Build Team will then work with the County and Bluffton Fire District to prepare the design program and preliminary floor plans, building elevations and site plan for the County’s and Bluffton Fire District approval.
· Once the County has approved the preliminary plans, the Design-Build team will prepare a guaranteed maximum price (GMP) estimate for the project for review by the Fire District. Once the GMP estimate is approved, the Design-Builder is at risk to design and deliver the project at or below the agreed to budget.
· During the design phase, the Design-Build team will meet frequently with the County for approval of the design as it progresses.
· The Design-Builder is also responsible for managing the approval process, pre-construction and construction schedule and managing and coordinating the whole project delivery process.
PROCESS PARAMETER –
The completed station after renovation will contain at a minimum the following areas or spaces:
· Individual sleeping quarters for up to seven (7) personnel.
· Adequate kitchen, eating, dayroom, exercise, office and computer work spaces to support the operation of the fire station and EMS crew. Both fire and EMS crews need separate office spaces.
· Adequate male and female restrooms to support up to seven (7) emergency response personnel as well as meet ADA compliance.
· Three (3) apparatus bays with adequate space to house one (1) pumper, (1) ladder truck, and one (1) advanced life support ambulance.
· A decontamination area for cleaning soiled uniforms and medical equipment.
· Adequate laundry facilities to support the operation of the fire station.
· Adequate storage areas for lawn maintenance equipment, personal protective clothing, medical equipment, cleaning supplies and other station related materials.
· Adequate storage areas for station records and documents.
· Adequate lobby/reception/wait area with public restroom.
It is our intent that the apparatus bays be designed using a “pull-through” principle and be at least deep enough to hold two fire engines each.
SPECIAL INSTRUCTIONS
The vendor wishing to submit a proposal must at a minimum, provide the following information:
1. A statement of the design-build team’s qualifications to perform the requested work, including professional resumes of key personnel to be assigned.
2. Provide a brief narrative about the persons and/or firms comprising their team, to include whether the team includes any local, small and/or minority-owned firms.
3. A statement from each of the member companies represented on the design-build team that indicates it currently maintains the necessary licenses and certificates required to provide the work in accordance with all applicable rules, ordinances, and regulations of Beaufort County, South Carolina.
4. A statement from each of the member companies represented on the design-build team that it maintains the necessary worker’s compensation and liability insurance required to work in Beaufort County, South Carolina. The firms will be required to provide proof of insurance should they be selected.
5. A list of at least 3 clients for whom a comparable project has been conducted within the past five (5) years. Include a contact name, telephone number, client size, and a description of the project.
6. A detailed description of services the vendor proposes to deliver consistent with the scope of services and required work contained within this RFQ.
7. A proposed time table in outline form which details the steps that will be taken to bring the project to completion. Please assume the earliest possible start date of November 1, 2011 and the latest possible end date of July 1, 2012.
8. Describe any special experience, insight, or qualifications the design-build team has which may differentiate it from others in the field and prove beneficial to this project.
9. The proposal must be signed by an official of the lead firm for the design-build team that is authorized to bind the firms into a contract. The proposal shall include a statement that the proposal is valid and firm for one hundred and twenty (120) days from the date of submission and that the vendor understands and agrees to the terms and conditions of this RFQ.
EVALUATION CRITERIA FOR SELECTION
Proposals will be evaluated and ranked based on, but not limited to, the following criteria (Total possible points equal to 100):
1. Nature and quality of previously completed work as a design-build team. (20 points)
2. Understanding of the project requirements and approach to meeting the proposed schedule. (15 points)
3. Ability to customize the design to the needs of the County and the Bluffton Township Fire District. (10 points)
4. Qualifications of personnel assigned to the project. (15 points)
5. Availability to deliver the services required with flexibility in scheduling. (10 points)
6. History of previous design-build projects final cost compared to original budget. (20 points)
7. Unique approaches and intangible factors demonstrated by the Offeror. (10 points)
EVALUATION
Qualified responses shall be reviewed by the County Purchasing Department and other selected members of the evaluation committee in accordance with the County Code of Ordinances pertaining to procurement. If warranted, additional information may be requested by the County. The County reserves the right to request oral presentations if deemed necessary. A qualified short list of firms will be developed. The County reserves the right to choose the most qualified firm. The County also reserves the right to accept or reject any part or the entire submitted proposal. The County further reserves the right to cancel in part or in its entirety this RFQ if it is in the best interest of the County to do so.
CONTRACT NEGOTIATIONS
The County will negotiate a contract to perform the requested services with the highest ranked firm. If a contract cannot be negotiated, the County will negotiate with the next highest ranked firm. The contract will comply with all applicable laws, standards, and regulations. The contract will generally contain:
1. Detailed scope of services.
2. Schedule for providing services.
3. Not-to-exceed cost for the services.
The County expressly reserves the right to cancel the contract by written notice, in whole or in part, without cause and at its sole discretion. Payment to the firm will be made for services actually performed prior to cancellation.
GENERAL INFORMATION
1. Qualification Statements will be considered as specified herein or attached hereto under the terms and conditions of this proposal.
2. Qualification Statements must be made in the official name of the firm or individual under which business is conducted (showing official business address) and must be signed in ink by a person duly authorized to legally bind the person, partnership, company, or corporation submitting the proposal.
3. Offerors are to include all applicable requested information and are encouraged to include any additional information they wish to be considered.
4. General information regarding the project can be obtained from Mr. David L. Thomas, CPPO, Purchasing Director for Beaufort County, telephone 843.255.2353 and by email at
5. Specific project information can be obtained from Deputy Fire Chief John Thompson, at 843.757.2800 and email at
6. The County requests that Offerors not contact Beaufort County Council Members or County Staff, other than stated in conjunction with this RFQ. Any unauthorized contact with a member of Beaufort County Council or County Staff may be grounds for rejection of a response to this RFQ. Site visits shall be arranged by the County at dates to be determined.
7. Answers to questions received that would change and/or clarify this solicitation will be provided in writing to all firms that have received the original Request for Qualification. Mail, fax, email or hand deliver any questions you have, at least seven (7) days prior to qualifications closing date, to (emailing questions is the preferred method):
David L. Thomas, CPPO
Purchasing Director
Beaufort County
PO Drawer 1228
Beaufort, SC 29901-1228
843. 255.2353 phone
843.255.9437 fax
Email:
The statement of qualifications must be submitted under seal and marked “CONFIDENTIAL” to David L. Thomas, CPPO, PO Drawer 1228, Beaufort, SC 29901-1228. The names of Offerors applying for pre-qualification are public records subject to disclosure after receipt and opening of qualifications, and the first page of the questionnaire will be used for that purpose.
8. NOTICE: SUBMITTING CONFIDENTIAL INFORMATION — For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the word "CONFIDENTIAL" every page, or portion thereof, that Offeror contend contains information that is exempt from public disclosure because it is either (a) a trade secret as defined in S.C. Code §30-4-40(a)(1), or (b) privileged and confidential, as that phrase is used in S.C. Code §11-35-410. For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the words "TRADE SECRET" every page, or portion thereof, that Offeror contends contains a trade secret as that term is defined by S.C. Code §39-8-20 of the Trade Secrets Act. For every document Offeror submits in response to or with regard to this solicitation or request, Offeror must separately mark with the word "PROTECTED" every page, or portion thereof, that Offeror contends is protected by S.C. Code §11-35-1810. All markings must be conspicuous; use color, bold, underlining, or some other method in order to conspicuously distinguish the mark from the other text. Do not mark your entire response (bid, proposal, quote, etc.) as confidential, trade secret, or protected! If your response or any part thereof, is improperly marked as confidential or trade secret or protected, the State may, in its sole discretion, determine it non-responsive. If only portions of a page are subject to some protection, do not mark the entire page. By submitting a response to this solicitation or request, Offeror (1) agrees to the public disclosure of every page of every document regarding this solicitation or request that was submitted at any time prior to entering into a contract (including, but not limited to, documents contained in a response, documents submitted to clarify a response, and documents submitted during negotiations), unless the page is conspicuously marked "TRADE SECRET" or "CONFIDENTIAL" or "PROTECTED", (2) agrees that any information not marked, as required by these instructions, as a “Trade Secret” is not a trade secret as defined by the Trade Secrets Act, and (3) agrees that, notwithstanding any claims or markings otherwise, any prices, commissions, discounts, or other financial figures used to determine the award, as well as the final contract amount, are subject to public disclosure. In determining whether to release documents, the County will detrimentally rely on Contractor’s marking of documents, as required by these instructions, as being either “Confidential” or “Trade Secret” or “Protected”. By submitting a response, Contractor agrees to defend, indemnify and hold harmless Beaufort County, its officers, and employees, from any claim, demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or resulting from Beaufort County withholding information that Contractor marked as “confidential” or “trade secret” or “Protected”. Notwithstanding any markings to the contrary, by signing this document you consent to the disclosure of the contents to those third parties that maybe able to verify the item of information at issue.