RFP # 12-9228-3CS
May 2, 2012
REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING SERVICES
VARINA AREA LIBRARY
COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provide architectural and engineering services necessary to provide expertise in the design and construction administration of the Varina Area Library in accordance with the enclosed specifications. The submittal consisting of the original proposal and six (6) additional copies marked, "A Proposal for A & E Services, Varina Area Library", will be received no later than 2:30 p.m. on May 25, 2012 by:
IN PERSON OR SPECIAL COURIER U.S. POSTAL SERVICE
County of Henrico County of Henrico
Department of General Services Department of General Services
Purchasing Office OR P O Box 90775
1590 E. Parham Road Henrico VA 23273-0775
Henrico, VA 23228
This RFP and any addenda are available on the County of Henrico website at: www.co.henrico.va.us
The Bids and Proposal link is listed under the Henrico Business Section on the homepage. Please contact Richard Edwards at (804) 501-5687 or if you need technical assistance downloading this document.
Time is of the essence and any proposal received after 2:30 p.m. on May 25, 2012 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of General Services. 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 Office personnel by the deadline indicated.
A non-mandatory pre-proposal conference will be held on May 10, 2012 at 3:00 p.m. in the Purchasing Office, North Run Office Complex, 1590 East Parham Road, Henrico, Virginia 23228. 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 804-501-7555 and enter meeting ID #7002 and password#2123. It is limited to one caller from each supplier.
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 Manager at no later than May 11, 2012.
Very truly yours,
Christopher L. Winstead
Director of General Services
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Manager
804-501-5685
REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING SERVICES
VARINA AREA LIBRARY
COUNTY OF HENRICO, VIRGINIA
I. PURPOSE AND GENERAL INFORMATION
A. The purpose and intent of this Request for Proposal (RFP) is to solicit proposals, from qualified firms, for architectural and engineering services necessary to program, design, and construction a new 40,000 square foot Varina Area Library with expansion capability at to be located at 1875 New Market Road Drive, Henrico, VA 23231.
B. Services shall include design, construction contract administration, interior furnishings & equipment design, site civil design, site survey, Plan of Development, site lighting and landscape plan, as well as Public Library Building consulting and Public Library Technology consulting services for the new facility. The work will also include all necessary architectural and engineering services to apply for LEED Certification for the project with the USGBC (U. S. Green Building Council).
1. The work includes the design of a 40,000 square foot area library with expansion capability. The work will include all civil, architectural, structural, plumbing, mechanical and electrical related disciplines for the building design and site related improvements. The project design shall incorporate criteria of LEED-NC such that the completed project will achieve LEED-NC v3 Silver Certification.
The basis of the contract form will be AIA Document B151, Abbreviated Standard Form of Agreement Between Owner and Architect, 1997, reference Attachment C, Electronic Format, Modifications to Abbreviated Standard Form of Agreement Between Owner and Architect, reference Attachment D, and AIA Document B214, Standard Form of Architect’s Services: LEED® Certification, reference Attachment E. County required provisions are provided integral to the aforementioned documents. The County may transition to AIA Document A101 during this contract award. The Architect is expected to execute either the county B151 (1997) or B101 (2007). Variables contained in the contract that shall be negotiated include final scope of work, fees, fee schedule and work/completion.
C. The resulting contract for this RFP as well as contracts required for the construction and furnishings will be administered by the Facilities Management Division of the Department of General Services, Henrico County, Virginia.
II. SCOPE OF SERVICES
A. GENERAL QUALIFICATIONS
1. The Architect 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. It is desirable that the selected Architect have demonstrated experience in the incorporation of sustainable and energy efficient design (LEED®) principles; including the coordination of the design and construction process with commissioning agents.
3. The Architect and its consultants will have demonstrated experience in project construction administration to include proposal evaluation, negotiations, problem resolution, team building, reporting, logs and CPM scheduling analysis.
4. The selected Architect and its consultants will have demonstrated expertise in the implementation of modern library design of comparable size and complexity.
5. The Design Team selected shall have prior experience in designing governmental facilities and specifically public libraries of comparable size.
6. The Design Team selected shall have demonstrated expertise in the implementation of data technology (communications and data) for a public library.
7. The Design Team selected shall have prior experience in conducting public meetings for the purpose of building community consensus.
B. CONTRACT 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 Henrico County General Services Design Standards, Virginia Uniform Statewide Building Code, latest edition, including referenced International Building Code and all subsequent modifications and supplements, and the Americans with Disabilities Act.
Contract Services will include, but not limited to, the following:
1. Survey: The Architect shall perform site analysis, prepare survey plans and review existing site survey information provided by Owner. The Architect will assist the owner in evaluation of the existing site improvements (a house and miscellaneous structures) in context of the new library and its future expansion. The evaluations shall be for all possible scenarios i.e. demolition, relocation, or rehabilitation of the existing structure(s) and consequent impact of each of the scenarios on the project scope, budget, and time.
2. Program Phase: The Architect will assist the Owner in refining the Architectural Program for the proposed facility. The Architect will then provide the preliminary construction cost estimate and project schedule for Owner’s approval. The Architect will conduct a meeting(s) with the Owner for the purpose of reviewing the proposed program and presenting the final program. A pre-design workshop will be conducted by the Architect with the Owner, Owner’s consultants and Architect’s consultants for examination of each LEED credit utilizing the appropriate Green Building Rating System Project Checklist as a template to identify potential LEED points, examine strategies for implementation, assess impact on Owner’s program and budget and determine LEED points to be targeted.
The Program shall include, but not be limited to the following:
1. Building size.
2. Exterior and interior planning.
3. Assignable areas and spatial relationships.
4. Technology requirements, present and future including wireless construction.
5. Project cost estimates.
6. Building and parking expansion.
7. General interior and exterior physical attributes.
8. Technology recommendations.
During Programming, the Public Library Consultant shall conduct the following meetings:
o Information gathering meetings with community members and library staff.
o Information gathering meetings with the District Supervisor to gather his vision for the library.
o Presentation meeting(s) with the Owner.
o Presentation meeting(s) with the District Supervisor.
During the Program Phase, the owner’s intent is that the Public Library Consultant take a leadership role in collaboration with the Architect to develop the architectural and library program, preliminary construction cost estimate based upon the Owner’s budget, project phasing and the preliminary project schedule for the Owner’s approval.
3. Schematic Design Phase: The Architect will work with the County to validate the preliminary architectural program and budget provided. At least two preliminary design alternatives for testing different design approaches shall be developed during a multi-day design charrette with the Facilities Management representative(s) and key personnel representing the Library agency. The Architect shall also provide a LEED Certification Plan based on LEED points targeted for all alternatives presented.
The goal of the charrette is to develop schematic designs for presentation by the Architect at three (3) community meetings. The target audience will be determined as the work progresses. The Schematic Design shall then be finalized and presented to the County’s representatives, including an itemized statement of probable construction cost, a detailed project schedule, and a LEED Certification Plan for approval.
4. Design Development Phase: Upon approval by the County, in writing, of the schematic design documents, including interior design, the Architect shall prepare design development documents consisting of drawings and specifications. The proposed layout for expansion and parking shall be included. The Architect will provide specifications that incorporate LEED requirements for inclusion in the Contract Documents. The Architect shall submit to the County an updated statement of probable construction cost. The Public Library Consultant shall review all design development documents for Program compliance.
5. LEED: The Owner will register the project with the USGBC. The Architect will organize and manage the LEED design documentation and certification process including, but not limited to, regular progress reports to the Owner, provision of services by LEED accredited professionals necessary for project certification, and inclusion of submittals for Credit Rulings from the USGBC. The Architect will prepare and submit the LEED Certification Application for the Project to the USGBC including responses and submittal of additional information required by comments or questions received from the USGBC after review of original submission for certification.
6. Plan of Development (POD): The Architect shall prepare and submit a Plan of Development to meet Henrico County’s POD Review Process. The plan shall include a landscape plan and an exterior lighting design plan in conformance with Henrico County Planning Standards.
7. Landscape Design: The Architect shall have the landscaping plans developed by a Landscape Architect licensed in the State of Virginia.
8. Construction Document Phase: Upon approval by the County, in writing, of the design development documents, including interior design, the Architect shall prepare working drawings and specifications for the solicitation of bids for the construction of the Varina Library. The Architect shall be responsible to insure the construction documents are in accordance with applicable codes, the Plan of Development, and the updated LEED Certification Plan. A professionally prepared statement of probable construction costs shall be provided.
9. Bid Phase: The Architect will conduct a pre-bid meeting to review differences between current standard construction practices and LEED principles, procedures, and requirements. The County, through its annual reprographics vendor will provide for the distribution of bid documents for construction and interior furnishings. Architect shall assist in the bidding of the project for construction and interior furnishings, to include providing required documents for bidding, preparation of addenda, evaluation of bids and recommending contract award. The Architect will provide to prospective bidders responses and clarifications related to LEED certification and will assist Owner in bid validation related to LEED certification. The County will provide construction contract documents for contractor execution. Architect will provide County with complete record CAD drawings and specifications for the bid phase.
10. Construction Phase: The Architect shall administer the contract for construction and for compliance with the LEED certification including, 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 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.
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.
The Architect 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 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.