RFP # 14-9662-10JK

October 10, 2014

REQUEST FOR PROPOSAL

ARCHITECTRUAL AND ENGINEERING SERVICES

TUCKAHOE CREEK PARK

COUNTY OF HENRICO, VIRGINIA

Your firm is invited to submit a proposal to provideArchitectural and Engineering Services for Tuckahoe Creek Park in accordance with the enclosed specifications. The submittal, consisting of the original proposal and three (3) additional copies marked, “Architectural and Engineering Services Tuckahoe Creek Park” will be received no later than 2:30 p.m., November 7, 2014, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

1590 E. Parham RoadP O Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or RFP), click the link and save thedocument to your hard drive. To receive an email copy of this document, please send a request to: John Kida, CPPBat

Time is of the essence and any proposal received after 2:30 p.m., November 7, 2014, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.

A pre-proposal conference will be held on October 21, 2014 at 11:00 a.m. in the Purchasing Division, North Run Office Complex, 1590 East Parham Road, Henrico, VA. Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per team will be allowed to be present for the meeting PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this contract is the Board of Supervisors.

All questions concerning this Request for Proposal should be submitted to John Kida, Senior Purchasing Officer, e-mail Questions shall be submitted no later than October 23, 2014.

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

John Kida, CPPB

Senior Purchasing Officer

(804) 501-5664

1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

TUCKAHOE CREEK PARK

COUNTY OF HENRICO

I.INTRODUCTION:

The intent and purpose of this Request for Proposal (RFP), and the resulting contract, is to obtain the services of a qualified firm, for architectural and engineering services necessary toconstruct an open pile, elevated boardwalk system designed to provide public access for passive recreation activities per the approved Tuckahoe Creek Phase I master plan and in accordance with the Scope of Services section of the solicitation.

II.BACKGROUND:

Tuckahoe Creek Park Project Overview & History

Henrico County Division of Recreation and Parks owns 240-acres of land along Tuckahoe Creek. This land is comprised of several non-contiguous parcels that stretch across Three Chopt and Tuckahoe Magisterial Districts, from just south of Broad Street to just below Patterson Avenue. The land was acquired, largely through donation, between 1980 and 1991. We have long recognized the recreational potential of this wonderful resource, but have been unsuccessful in many attempts to acquire out-of-floodplain property that would allow us to create trailhead access points that could provide some basic amenities like parking, picnic tables, and perhaps restrooms. Henrico citizens approved a project to develop a passive park here in the 1989 Bond Referendum as well as in the subsequent parks referendum in 2000.

Citizen Input

The Division of Recreation and Parks has conducted four public meetings related to this project to date (May 22, June 12, November 18, 2013, and September 17, 2014). These meetings have allowed for public review of concept plans for the upcoming park development and have answered development/permitting questions related to this project. The Tuckahoe Creek Phase I master plan was approved by the Henrico County board of supervisors on September 23, 2014.

Tuckahoe Creek Park – Phase I Project Description & Funding

This project will provide an open pile, elevated boardwalk system designed to provide public access for passive recreation activities. The boardwalk system will provide an ADA accessible access to Tuckahoe Creek for walking, fishing, overlooks, and experiencing nature. The county intends to proceed with the first phase of development which provides a boardwalk system connecting Ridgefield Parkway and a route as depicted on the approved master plan. The actual length of board walk constructed will be determined once the permitting restrictions are known, engineering work is completed and final cost estimates provided. County of Henrico project funding in the amount of $322,424 was provided to complete the master plan, permitting, construction of a trailhead at the end of Ridgefield Parkway, and boardwalk system. In addition to the above funding, the Division of Recreation and Parks will receive supplemental funding for this project by the Virginia Department of Conservation & Recreation (DCR) through a Recreation Trails Program (RTP) grant of the Federal Highway Administration. Supplemental funding is anticipated late fall 2014.

The basis of the contract form will be AIA Document B151, Abbreviated Standard Form of Agreement Between Owner and Architect (1997), reference Attachment C, and Modifications to Abbreviated Standard Form of Agreement Between Owner and Architect, reference Attachment D, County required provisions are provided integral to the aforementioned documents. Variables contained in the contract that shall be negotiated include final scope of work, fees, fee schedule and work/completion.

RFP reference documents:

Exhibit 1 – Tuckahoe Creek Phase I Master Plan

Exhibit 2 – Federal-Aid Contract Provisions – FHWA-1273

III.SCOPE OF SERVICES:

The Successful Offeror shall be responsible for the preparation of complete contract documents for all elements of the scope of work and for construction contract administration until successful completion and acceptance of the project by the Owner.

All work necessary for the completion of the project shall be in accordance with the applicable provisions of the Virginia Uniform Statewide Building Code, latest edition, including referenced International Building Code and all subsequent modifications and supplements, and the Americans with Disabilities Act. Firms should be able to demonstrate similar services and designs associated with boardwalk facilities, public access, and ADA accessibility in sensitive wetland and riparian environments. This project will utilize RTP grant funding from the Federal Highway Administration (FHWA) to be administered by the Virginia Department of Conservation and Recreation (DCR). The selected consultant will need to assist the owner with the administrative and compliance requirements of the RTP grant agreement issued for the project.

Basic Services will include, but not limited to, the following:

  1. Program Phase: Not Applicable – The program phase is completed. The county intends to proceed with the first phase of development which provides a boardwalk system connecting Ridgefield Parkway and a route as depicted on the approved master plan.
  2. Schematic Design Phase: The Park will include features in accordance with the approved master plan. Preliminary designs shall be developed. Include at least two design alternatives for design comparison if practical. The Architect shall provide a statement of probable construction cost and schedule for all alternatives presented.
  1. Design Development Phase: Upon approval by the County, in writing, of the schematic design documents, the Architect shall prepare documents consisting of design development drawings and specifications. The Architect shall submit to the County an updated statement of probable construction cost.
  1. Plan of Development (POD): The Architect shall prepare and submit a Plan of Development to meet Henrico County’s POD Review Process. The Plan of Development shall address all engineering requirements required to develop the site and comply with the environmental restrictions of the site. The architect shall assist the owner related to preparing and submitting all permits related to the project.
  2. Construction Document Phase: Upon approval by the County, in writing, of the design development documents, the Architect shall prepare working drawings and specifications for the solicitation of bids for the construction of the Tuckahoe Creek Pump Park. The Architect shall be responsible to insure the construction documents are in accordance with applicable codes and that the Plan of Development is approved by all County of Henrico review agencies prior to soliciting construction bids. A professionally prepared statement of probable construction costs shall be provided.
  3. Bid Phase: The Architect will conduct a pre-bid meeting. The County, through its annual reprographics vendor will provide for the distribution of bid documents for construction bidding process. The Architect shall assist in the bidding of the project for construction, to include providing required documents for bidding, preparation of addenda, evaluation of bids and recommending contract award. The County will provide construction contract documents for contractor execution. Architect will provide County with record CAD drawings and specifications for the bid phase.
  1. Construction Phase:
  2. The Architect shall administer the contract for construction, but not limited to, bi-weekly site visits, conducting progress meeting, issuing meeting minutes, certifying contractor payments, evaluating and recommending requests for proposals and claims, shop drawing reviews and approvals, preparing and issuing change orders, construction change directives, punch list and substantial completion certification(s), and other related work, and as detailed below.
  1. The Architect will issue construction contract instructions on behalf of the County and prepare all changes orders as required; Architect may, as county’s representative, require special inspection or testing of the work and shall act as interpreter of the requirements of the final plans, specifications and contract documents.
  1. The Architect will verify that the completed project reasonably conforms to the final plans, specifications and contract documents. During site visits and on the basis of its on-site observations, The Architect shall keep the County informed in writing of the progress of work and shall endeavor to guard the County against defects and deficiencies in the work of the contractor(s); shall notify the County of any observed defects or deficiencies in the work of the contractor(s) and shall disapprove or reject work as failing to conform to the requirements of the final plans, specifications or contract documents.
  1. Take appropriate action to review and approve shop drawings, samples, the results of tests and inspections and other data which contractor(s) is required to submit for conformance with the design concept of the project and compliance with the information given in the final plans, specifications and contract documents; determine the acceptability of substitute materials and equipment proposed by the contractor and receive and review maintenance and operating instructions, schedules, guarantees, bonds and certificates of inspection, which are to be assembled by the contractor in accordance with the final plans, specifications and contract documents.
  1. Based on Architect’s on-site observations as an experienced and qualified design professional and on his review of contractor’s applications for payment and the accompanying data and schedules, shall advise the County as to the amount owed to contractor(s) and indicate whether he approves such amount; such approvals of payment will constitute a representation to the County, based on such observations and review, that the work has progressed to the point indicated and that, to the best of knowledge, information and belief, the quality of the work is in accordance with the final plans, specifications and contract documents (subject to an evaluation of the work as a functioning project upon substantial completion, to the results of any subsequent tests called for in the final plans, specifications and contract documents and to any qualifications stated in the approval).
  1. Conduct an inspection to determine if the project is substantially complete and conduct a final inspection to determine if the project has been completed in accordance with the final plans, specifications and contract documents. If each contractor has fulfilled all of his obligations, the Architect shall indicate to the County and other governmental agencies, in writing, that final payment should be made to each contractor
  1. Survey: The Architect shall provide site survey, topographic survey with 1-foot contours and establish benchmarks. In addition, the Architect shall prepare survey plans for additional parking areas.
  2. Record Documents: The Architect shall provide project record documents to the County, as follows: Record set of "Bid Documents" and the Contractor’s “As Built Drawings”, including data from the Architect’s on-going record (Approved submittals and shop drawings, RFIs, COs, ASIs, CCDs, Sketches, etc.). The Architect shall review the Contractors “As Built Drawings” for general completeness, however shall not be required to verify them beyond the extent of the Architects on-going record.
  3. Reference draft contract, Attachment C, Paragraph 2.6.19 for complete record document requirements.
  4. Warranty Phase: The Architect, as part of his basic service, shall advise the Owner, concerning warranties, correction of defective work, or equipment operational problems during the contractor's warranty period.

IV.COUNTY RESPONSIBILITIES:

The County will designate an individual to act as the County’s representative with respect to the work to be performed under this contract. Such individual shall have the authority to transmit instructions, receive information, and interpret and define the County’s policies and decisions with respect to the contract.

V.PROJECT SCHEDULE or ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Proposals distributedOctober 10, 2014

Advertised in newspaperOctober 12, 2014

Pre-proposal conferenceOctober 21, 2014, 11:00 a.m.

Receive written proposalsNovember 7, 2014, 2:30 p.m.

Conduct oral interviews with Offerors December 3, 2014

Negotiations completed December 2014

Contract Award by Board of Supervisors December 2014/January 2014

Engineering Design EffortJanuary to March 2014

VI.GENERAL CONTRACT TERMS AND CONDITIONS:

  1. Annual Appropriations

It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for the Contract.

B.Award of the Contract

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing office the Contract documents and any other forms or bonds required by the RFP.

  1. The basis of the contract shall be AIA Document B151, Abbreviated Standard Form of Agreement Between Owner and Architect (1997), Reference Attachment C, Modifications to Abbreviated Standard Form of Agreement Between Owner and Architect (B151-1997) reference Attachment D. County required provisions are provided integral to the aforementioned documents.
  2. Variables contained in the contract that shall be negotiated include final scope of work, fees, fee schedule and work/completion unless agreed to otherwise in writing by both parties. County required provisions integral to the aforementioned document. Variables to be negotiated in this agreement are limited to the final scope of work, project deliverables, fees, hourly rates and project delivery schedule for design, construction administration and warranty period.
  3. Any contract resulting from this RFP is not assignable.

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6.Notice of award or intent to award is posted on the Purchasing Office website:

C.Collusion

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

D.Compensation

The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.

Reference draft contract, Attachment C, Paragraphs 10.3 and 11.5.2)

E.Controlling Law and Venue

The Contract will be made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.

Reference draft contract, Attachment C, Paragraph 9.1

F.Default

1.If the Successful Offeror is wholly responsible for a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail in any way to perform as specified herein), the County may consider the Successful Offeror to be in default. In the event of default, the County will provide the Successful Offeror with written notice of default, and the Successful Offeror shall provide a plan to correct said default within 20 calendar days of the County’s notice of default.