RFP #16-1298-12CS
December 13, 2016
REQUEST FOR PROPOSAL
ENGINEERING SERVICES
HIGH SCHOOL ATHLETIC FIELD IMPROVEMENTS
COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provideengineering services necessary to provide expertise in the design and construction of the High School Athletic Field Improvements in accordance with the enclosed specifications. The submittal, consisting of the original proposal and six(6) additional copies marked,A Proposal for Engineering Services, “High School Athletic Field Improvements", will be received no later than 2:30 p.m.,January 27, 2017, by:
IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE
County of HenricoCounty of Henrico
Department of FinanceDepartment of Finance
Purchasing DivisionORPurchasing Division
8600 Staples Mill Road NEW ADDRESSP O Box 90775
Henrico, Virginia 23228Henrico, Virginia 23273-0775
This RFP and any addenda are available on the County of Henrico website at:
The Bids and Proposal link is listed under the Henrico Business Section on the homepage. Please contact Cecelia Stowe at (804) 501-5685 or if you need technical assistance downloading this document.
Time is of the essence and any proposal received after 2:30p.m.,January27, 2017, 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 non-mandatory pre-proposal conference will be held on January 5th, 2017 at 2:30 p.m. in the Purchasing Division, 8600 Staples Mill Road, Henrico, VA. Attendance is not mandatory; however, it is strongly encouraged to attend the pre-proposal conference in order to familiarize themselves with the requirements and to ask questions related to the proposal submission. Please bring a copy of the RFP with you in order to discuss the requirements. Only two representatives from each firm will be allowed to attend the meetings. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7769. It is limited to one caller from each supplier. Offerors are not to schedule appointments to visit the school sites or to visit the sites during school hours.
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.
Questions concerning this Request for Proposal should be directed to Mrs. Cecelia H. Stowe, Purchasing Director at no later than 12:00 noon on January 9, 2017.
Cecelia H. Stowe, CPPB, C.P.M
Purchasing Director
804-501-5685
8600 STAPLES MILL ROAD/P.O. BOX 90775 / HENRICO VIRGINIA 23273-7032
(804) 501-5664 FAX (804) 501-5693
REQUEST FOR PROPOSAL
ENGINEERING SERVICES
HIGH SCHOOL ATHLETIC FIELD IMPROVEMENTS
COUNTY OF HENRICO, VIRGINIA
I.PURPOSE AND GENERAL INFORMATION:
The purpose and intent of this Request for Proposal (RFP) is to solicit proposals, from qualified firms, for engineering services necessary to plan, design, and construct improvements to Henrico County’s nine (9) High School Football Athletic Fields. The proposed capital improvements would convert the existing natural grass football stadium fields to new multi-use synthetic turf stadium fields, including supporting below ground drainage system. Supporting civil engineering work such as other site drainage or grading improvements, rework/replacement of existing rubberized running tracks, and storm water improvements may be required.
Aerial photographs of the nine sites are being provided as a separate document to this RFP and are available electronically. The nine project sites are outlined below:
Varina High School - 7053 Messer Road, Henrico, VA 23231
J.R. Tucker High School - 2910 Parham Road, Henrico, VA 23294
Highland Springs High School - 15 S. Oak Avenue, Highland Springs, VA 23075
Hermitage High School - 8301 Hungary Spring Road, Henrico, VA 23228
Henrico High School - 302 Azalea Avenue, Henrico, VA 23227
Mills E. Godwin High School - 2101 Pump Road, Henrico, VA 23238
Glen Allen High School - 10700 Staples Mill Road, Glen Allen, VA 23060
Douglas S. Freeman High School - 8701 Three Chopt Road, Henrico, VA 23229
Deep Run High School - 4801 Twin Hickory Road, Glen Allen, VA 23059
Henrico County intends to engage one engineering firm(Successful Offeror) from this RFP in order to procure all necessary professional services related to this project to ensure design for all project locations and construction activities for the nine High School Athletic Field Conversion projects can be completed concurrently as outlined in the project schedule in Section V of this RFP. While it is the County’s intent to have the design and plan of developments (POD’s) of the 9 athletic field improvements completed at the same time, the County may phase the bidding and construction administration of the construction projects.
II.BACKGROUND:
On the November 8th, 2016 general-election ballot in Henrico Virginia, voters approved the 2016 Bond Referendum program which will allocate $419.8 million for 26 projects within Henrico County. The 2016 Bond Referendum approved $87.1 million for projects within the Division of Recreation & Parks. The approved nine projects for Henrico’s parks system will provide new and improved facilities, rehabilitate and expand public access to high school athletic fields and support the county’s tourism initiative. This project will begin work within the Division of Recreation & Parks on the first bond project“High school athletic field rehabilitation”, which is designed to upgrade athletic fields at Henrico’s nine high schools and open them for public use.
III.SCOPE OF SERVICES:The Selected Engineering Firm (Successful Offeror) shall provide all supplies,materials, labor and supervisor to provide the following services:
A.The selected engineering firm will be responsible for providing Sports Field Design (synthetic turf systems and rubberized running tracks) professional services at all nine project sites, in addition to full design and construction administration services.
B.Services shall include planning, site and civil engineering design, sports field design, site survey, Plan of Development approval, and storm water regulation compliance & permitting. Supporting work such as other site drainage or grading improvements, rework/replacement of existing rubberized running tracks, ADA accessibility, utility work/rework and storm water improvements may be required.
C.Design Committee consisting of representative members of local government and schools will be made available to assist the Engineer during programming and design efforts. The Engineer shall work with the Design Committee to attain consensus of the design requirements and solutions.
D.The school facilities will be occupied and remain in use during the construction efforts at all field locations. Sequencing construction, site access and staging during construction within the operational requirements of the school will be a function of the Engineer, as validated by the Design Committee.
E.No other contact will be made with the Owner (County) during the proposal period with the exception of questions directed to the Division of Purchasing regarding procurement procedures.
F.The resulting contract from this RFP as well as contracts required for the construction will be administered by the Division of Recreation & Parks, Henrico County, Virginia.
G.GENERAL QUALIFICATIONS
1.The Engineer and its consultants will have demonstrated ability to finish projects within specified times, within a specified fixed fee, within Owner’s budget, with minimal claims and with minimal change orders other than those requested by the Owner.
2.The Engineering firm and its consultantswill be responsible for the Sports Field Design elements and therefore must display experience in providing design services, construction quality assurance and construction administration, including design and construction administration for a minimum of 20 synthetic turf fields.
3.The Engineeringfirm should also have completed at least three (3) single field conversion projects and three (3) running track projects that were designed in accordance with NFHS or NCAA standards.
4.The Engineering firm will be required to supply a qualified Project Manager/Engineer and a Construction Administrator for the duration of the on-site synthetic turf field installations. The Project Manager/Engineer in charge of the project for the firm will be required to hold a Professional Engineer’s license in the State of Virginia. The work of the firm shall be performed under the direction of, and shall be reviewed by the Project Manager/Engineer. The Construction Administrator, performing the work under the direction of the Project Manager, shall have a minimum of 5 years of experience performing field quality assurance inspections of similar synthetic turf field systems and synthetic surfaced running tracks.
5.The Engineer and its consultants will have demonstrated experience in project construction administration to include proposal evaluation, negotiations, problem and claims resolution, team building, site observation and reporting, logs and CPM scheduling analysis.
6. The Engineer and its consultants 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.
7.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.
H.Contract Services will include, but not limited to, the following:
1.Topographic Survey & Geotechnical Services: The Engineer shall perform site analysis, prepare survey plans and review existing site survey/Plan of Development information provided by Owner. The owner will self-perform required geotechnical work and provide this information to the Engineer.
2.Planning & Conceptual Phase: The Engineer will collaborate with the Design Committee to prepare sketch plans for grading/ADA access/drainage for the existing football field areas plus surrounding areas within proximity to the field areas (running surfaces/football field/common grounds). Attend one (1) design workshop to review concept options and select preferred plan. Prepare a final cost opinion for the preferred concept.
3.Schematic Design Phase:
Design services for the project have been segmented into two distinct developmental stages. Schematic, (35% complete) and Construction Documents.
In general disciplines involved in this project will advance as outlined below:
Sports Field Design services during the design development phase include advancement of the various project elements in sufficient detail to establish:
- Field type and layout plan
- Field grading and football field area drainage system
- Product evaluation/selection
- Draft technical specifications
- Sports related amenities
Civil Engineering Design and documentation services during the schematic design phase consist of development of civil design documents and development of specifications or materials lists to establish details for on-site civil engineering work. The site design will be performed with the intention of balanced earthwork. Review of Plan of Development requirements and a strategy to meet the DPW engineering and environmental permit requirements will be needed at this phase. The civil engineering design will need to prepare a storm water management plan to address water quality and quantity control to include storm water collection outside of the running track ovals in additions to the football field areas and adjacent areas.
4.Plan of Development (POD) and Land Disturbance Permitting: The Engineer shall prepare and submit a Plan of Development for each High School Field Project (Standalone POD Package) that meets the Henrico County’s POD design and submission requirements. The Engineer will work directly with the Plan of Development review engineers and staff to monitor the POD status, work directly with county staff as needed, and bring closure to all POD issues as needed.
5.Construction Document Phase: Upon approval by the County, in writing, of the schematic design documents, the Engineer shall prepare construction drawings and specifications for the solicitation of bids for the construction of the High School Athletic Field Improvements. The construction drawings and specifications for each project location will be packaged as a standalone package to allow the owner to bid all or individual project locations as desired. Construction drawings will include the following:
- Multi-Purpose Stadium Field
Synthetic turf playing field with drainage
Site design plans will comprise layout, alignment, dimension, material, and grading for the facilities.
- Running Track & Common Grounds Surrounding Field
Site design plans will comprise layout, alignment, dimension, material, and grading for the facilities.
- Storm water management
Onsite management for quality and quantity
On site collection system
- Erosion and sedimentation control
Phased E&S plan for the site
Implementation and phasing plan for E&S control
Supporting calculations and narrative.
- Construction Sequencing, Access, and Staging Areas
- Provide independent construction cost estimate.
6.Bid Phase: The Engineer will compile all bid documents and upload the same to the county eBid Web Portal. The Engineer will conduct a pre-bid meeting in conjunction with the Purchasing Department to present the project and bidding requirements to perspective bidders, to review the project requirements and other special construction requirements of details in the bid package. The Engineer will evaluate all bids, verify references and licenses and provide a written recommendation regarding the contract award. The County will provide construction contract documents for contractor execution. The Engineer will provide County with complete record CAD drawings and specifications for the bid phase.
7.Construction Phase: The Engineer shall administer the contract for construction for compliance with the contract documents, but not limited to, bi-weekly site visits, conducting progress meeting, preparation and 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.
The Engineer will issue construction contract instructions on behalf of the County and prepare all changes orders as required; Engineer 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.
The Engineer shall provide a web portal acceptable to the county for managing project documents that may include: plans & specifications, permits, site visit reports, logs, proposals, schedules, claims, RFI’s, RFP’s, PCO’s, FC, ASI, CCD’s, CO’s, Application for Payments, Special Inspections, O&M Manuals, Warranties, photographs, correspondence, punch list, notices of non-conformance and Certificate of Substantial Completion.
The Engineer will verify and certify that the completed project conforms to the POD, final plans, specifications and contract documents. During site visits and on the basis of its on-site observations, the Architect provides site visit reports, including photographs that document the progress of work.
The Engineer 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.
The Engineer shall 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 intent of the project and compliance with the information provided in the final plans, specifications and contract documents; determine the acceptability of substitute materials and equipment proposed by the contractor and receive and review as-built plans, maintenance and operating instructions, schedules, guarantees, warranties, bonds and certificates of inspection, which are to be assembled by the contractor in accordance with the final plans, specifications and contract documents.
Based on Engineer’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, the Engineer 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).
The Engineer shall 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 the contractor has fulfilled all obligations, the Engineer shall indicate to the County and other governmental agencies, in writing, that final payment should be made to the contractor.