Clear Creek Fire Authority Consulting/Professional Services RFP

Clear Creek Fire Authority

REQUEST FOR PROPOSALS

Consulting/Professional Services Facilities Plan and Remodel Assessment

 

The Clear Creek Fire Authority (“Authority”) is requesting written proposals from qualified firms to assist them in developing a Facilities Remodel Assessment and a Facilities Plan that includes a business and implementation plan, as more fully described in the Scope of Services, attached hereto as Section I. It is anticipated that the services provided pursuant to this solicitation will be complete no later than 8 August 2016. It is anticipated the Construction projects will be completed by 2 October 2017.

On behalf of the Authority, proposals will be received by Kelly Babeon, Fire Chief, Clear Creek Fire Authority, P.O. Box 507, 681 County Road 308, Dumont, CO 80436-0507 until 3:00 pm, May 13, 2016. Absolutely no late proposals will be considered, regardless of the situation.

 

Tentative Solicitation Schedule:

 

2 May 2016

Pre-Bid Meeting   3:00 – 5:00 p.m.  (optional)

6 May 2016

Deadline for final Questions to the Authority, 12:00 p.m.

13 May 2016

Proposals due, by 3:00 p.m.

19 May 2016

Notification of short-listed firms

1 June 2016

Interviews with top-ranked firms, if required

8 June 2016

Accept a proposal

 

Note, the Authority has the right to change the schedule at any time, for any or no reason.

 

PROCEDURE

This RFP is being solicited under a three-step procurement procedure. The first step requires interested parties to submit proposals addressing those items cited in the Proposal Submittal Requirements, attached hereto as Section II. Proposals will be evaluated and ranked based on the evaluation criteria set forth herein. Only those firms that are placed on the short list for further evaluation will be considered during the second phase.

During the second phase, the Authority may make further investigations and request additional information from the short-listed firms, as described under “Evaluation of Proposals,” and the Authority may conduct interviews with the short-listed firms if deemed necessary by the Authority in its sole discretion. The Authority reserves the right to accept a proposal without conducting any such investigations or interviews.

In the final phase, the Authority and the firm determined by the Authority to be the most suitable will negotiate the terms of the final contract, and final Authority approval will be requested. Upon the Authority’s approval, the contract will be signed and work may begin.  Should the Authority be unable to reach an agreement with the firm deemed most suitable to them, negotiations will commence with the next most suitable firm on the   list.  This process will continue until a satisfactory contract is negotiated, or the Authority exercises its right to reject all proposals and terminate the solicitation. This solicitation can be terminated at any time by the Authority for any or no reason.

The Authority reserves the right, in its sole discretion, to reject any and all proposals, to waive any informalities or irregularities in the proposals received, and to accept the proposal that, in its estimation, is the most advantageous and in the best interests of the Authority.

 

QUALIFICATIONS OF PROPOSERS

Proposals will be considered only from entities that: (a) have been primarily engaged in a business that provides services similar to those requested in this RFP for at least 60 months prior to the date this RFP is issued; (b) have completed a minimum of four projects providing fire facilities programming, condition assessments/evaluations, and financial modeling to public entities in Colorado (at least one of such projects must have been completed in the past three years); (c) have the financial resources to perform the requested

 

services; (d) are licensed to do business in the State of Colorado; (e) have the resources, equipment,   experience, and capability to perform the requested services in a professional and expedient manner; and (f) have an existing and established office within a 1.5 hour commuting distance from the Dumont Fire Station as determined by mapquest.com, under light traffic conditions. Proposals will not be received from individuals or sole-proprietors. Experience with fire station remodel design and/or construction design is preferred, along with experience providing design services for remodels that require operations to remain ongoing during construction.

 

AWARDS

The Authority intends to award a contract to a single firm.

 

EVALUATION OF PROPOSALS

The proposals shall be evaluated based on: (a) the proposer’s qualifications, references, past performance, financial capabilities, and business management; (b) the proposed price; (c) the proposed delivery times; (d) responsiveness to this RFP; and (e) any other criteria deemed material by the Authority.

Prior to the award of a contract, the Authority may make any investigations it deems necessary to determine the ability of a proposer to timely and satisfactorily perform the work described in this solicitation including, without limitation, contacting a proposer to clarify any ambiguities in a proposal, ask questions, request additional information, or clarify that a proposer clearly understands the requirements of this solicitation and that a submitted proposal conforms to the requirements of this solicitation. Failure to provide additional requested information may result in the proposal being immediately rejected.

PROPOSAL SCORING CRITERIA

 

 

Max Points

Firm’s background, experience, and understanding of the scope of services, including past record of performance, and capacity to provide necessary resources (experience in rural Colorado fire department and grants and loan a plus)

30 pts

Experience of key proposed staff as it relates to the Scope of Services (experience in rural Colorado fire department and grants and loan a big plus)

25 pts

Approach,   methodology,   and   schedule   of   the successful management of services to be provided

20 pts

Fee Schedule

10 pts

Overall quality and responsiveness of the proposal

15 pts

TOTAL

100 pts

 

 

BINDING EFFECT OF SUBMITTED PROPOSALS

All timely submitted proposals shall be binding upon the proposer and may not be withdrawn for a period of sixty (60) calendar days following the proposal opening date. The Authority may request a proposer to extend this period of time if necessary to complete the solicitation and contract award process.

 

ADDITIONAL ITEM

  1. The Authority reserves the right, at its sole discretion, to negotiate with the selected firm, in matters of this solicitation and potential future matters including but not limited to provide design phase services for a remodel of up to two of the assessed locations.

ERRORS IN PROPOSALS

 

Any error in a proposal that is not modified or withdrawn prior to the time designated for receipt of proposals shall not relieve the submitting proposer from any obligation to provide the services to be acquired through this RFP at the prices stated in that proposal.

 

MODIFICATION OR WITHDRAWAL OF PROPOSALS

A proposer may request in writing to modify or withdraw a proposal it has submitted at any time prior to the time and date designated for receipt of proposals.

 

CONFIDENTIALITY

Please be aware that proposals submitted to the Authority in response to this solicitation shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S. Any confidential information in the proposal shall be specifically identified as such by the proposer, and the proposer agrees to indemnify the Authority for any and all attorney’s fees the Authority may incur in defending the withholding of such information.

Notwithstanding the foregoing, should the Authority receive a request for the release of any information in a proposal in accordance with the open records law, the Authority will make a final determination as to whether the information is subject to disclosure. Proposers will be notified of any open records requests prior to the release of any information identified as confidential.

 

LICENSES

The successful proposer, without additional expense to the Authority, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the performance of the services.

 

ADDENDA TO THE SOLICITATION

The Authority reserves the right to amend this solicitation by an addendum at any time prior to the date set for receipt of proposals. Addenda will be sent only to the firms being of record as having a copy of the solicitation as recorded by Chief Babeon. If addenda are of such magnitude to warrant, in the Authority’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date. It is the proposer’s responsibility to ensure they are noted as holder of record of this solicitation, as recorded by Chief Babeon. Proposals received that do not list having received all issued addenda, if any, will be rejected.

 

PROPOSER’S RESPONSIBILITY FOR PROPOSAL COSTS

The Authority is not liable for any costs incurred by any proposer associated with the preparation of a proposal, the negotiation of a contract, or for services rendered prior to entering into an agreement.

Short-listed proposers may be asked to present their proposals and/or to demonstrate their ability to provide the requested services to the Authority’s representatives. The proposers shall bear all costs of such presentations.

 

INSURANCE REQUIREMENTS

The follow represents the minimum required insurance for this project. Proof of current insurance must be provided with your proposal in the form of a sample certificate.

 

General Liability            $1,000,000 Each Occurrence

$2,000,000 General Aggregate

$2,000,000 Products Completed Operations Aggregate 3 years Products/Completed Operations

Automobile Liability      $1,000,000 Each Accident

*including hired & Non-Owned auto

 

Worker’s Compensation and Employer’s Liability

Statutory Limits Professional Liability or Errors & Omissions

$1,000,000 per loss

$1,000,000 Aggregate

Coverage maintained or extended discovery period for 2 years

INDEPENDENT CONTRACTOR

THE SUCCESSFUL PROPOSER WILL BE AN INDEPENDENT CONTRACTOR. AN INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’ COMPENSATION BENEFITS. AN INDEPENDENT CONTRACTOR IS OBLIGATED TO PAY FEDERAL AND STATE INCOME TAX ON ANY MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP. ADDITIONALLY, IT IS UNDERSTOOD THAT THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS UNEMPLOYMENT COMPENSATION COVERAGE IS PROVIDED BY THE INDEPENDENT CONTRACTOR OR SOME ENTITY OTHER THAN THE AUTHORITY.

 

CONTACTS DURING THE SOLICITATION PROCESS

ANY QUESTIONS, COMMENTS, OR OTHER COMMUNICATIONS SHALL BE DIRECTED TO FIRE CHIEF KELLY BABEON PURSUANT TO THE INSTRUCTIONS HEREIN. NO OTHER CONTACT SHALL BE MADE REGARDING THIS RFP WITH ANY OTHER AUTHORITY EMPLOYEE, DIRECTOR, SELECTION COMMITTEE MEMBER, AGENT, OR CONSULTANT DURING THE RFP PROCESS. FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL RESULT IN THE OFFENDING PROPOSER BEING REMOVED FROM CONSIDERATION.

PROPOSERS ARE NOT AUTHORIZED TO VISIT THE AUTHORITY’S FACILITIES FOR REASONS RELATED TO THIS SOLICIATION EXCEPT DURING THE PRE-BID MEETING. UNAUTHORIZED VISITS WILL, WITHOUT EXCEPTION, RESULT IN THE OFFENDING PROPOSER BEING REMOVED FROM CONSIDERATION.

 

QUESTIONS

Written questions regarding this RFP shall be submitted by e-mail ONLY to Kelly Babeon, Fire Chief Administrator, CCFA, no later than May 6, 2016 at 5:00 p.m., at kb@clearcreekfire.com

 

Only emailed questions will be considered.  The Authority will seek to issue responses to questions within 48 hours of receipt. All responses to questions will be disseminated to all holders of record of the solicitation, regardless as to who submitted the question.

 

PRE-BID MEETING

 

The Authority shall conduct an optional pre-bid meeting on April 28, 2016 at 3:00 – 5:00 p.m. at 681 C.R. 308, Dumont, Colorado. Representatives of the Authority will be present to answer questions. All interested parties are invited to attend.

 

ACCEPTANCE OF PROPOSAL

By submitting a proposal in response to this RFP, the proposer accepts all of the conditions described in this solicitation, including the Professional Services Agreement, and agrees to abide by all final decisions made by the Authority.

 

 

 

 

Background

 

SECTION I SCOPE OF SERVICES

 

The Authority is particularly interested, as needed, in the planning, design, financing (grants and loans), permitting and construction/remodel management of three key facilities:

  1. Station No 3 outside Town of Empire (new)
  2. Burn Building at Station No 1 at Dumont, Colorado (new at Authority owned site)
  3. Station No 4 in Town of Georgetown (remodel and upgrade)

This Scope of Services is not to be considered all-inclusive. It is indicative of services to be provided, and the successful firm may need to provide additional services as required to meet the overall goals and objectives of this solicitation.

Scope of Services

  1. General
    1. Meet with appropriate Authority staff, end user representatives, and stakeholders, as needed, to establish a consensus regarding development of priorities for both the order in which the assessments will be performed as well as the priority items to be included within the Facilities Plan and Remodel Assessment. Numerous meetings are assumed. The exact number is not defined. Whatever is needed in terms of meetings and site visits to effectively execute this project is what will be necessary. The Authority will not accept conditions on the number of meetings nor will additional compensation be granted to the proposer for meetings in addition to a fixed number anticipated.
    2. Ensure adequate and detailed recordkeeping throughout the process. All meeting minutes are the responsibility of the selected firm.
    3. Recognize that facilities must remain operational through the remodel process.

 

  1. Coordinate with appropriate Authority staff, end user representatives, and stakeholders to complete the Facilities Plan for the Authority. This will include, but is not limited to:
    1. Budgets and timetables for the implementation of the plan must be clearly delineated and ability to write grants and loan (i.e. Energy and Mineral Impact, Department of Local Affairs and USDA loan as examples)
    2. Analysis and review should include, but not be limited to, the following:

1.Workflow and response time.

  1. Facility and space utilization.
  2. Configuration, effectiveness of facilities for daily operations of the firehouse.
  3. Access and ADA/accessibility.
  4. Health and safety of personnel including include keeping living areas free of and limiting exposure to carcinogens, diesel fumes, biohazards, etc.
  5. Environments allowing for privacy, rest, relaxation and recovery for firefighting personnel.
  6. Amenities.
  7. Aesthetics.

 

  1. Comfort.
  2. Environment.
  3. Health and safety.
  4. Customer service with focus on function, efficiency and a user-friendly environment.
  5. Storage.
  6. Site analysis.
  7. Renovation and/or new construction experience and knowledge of NFPA standards
  8. Other issues and deficiencies.
  1. Coordinate with appropriate Authority staff, end user representatives, and stakeholders to complete the Facilities Remodel Assessment for Station No 4 in Town of Georgetown (remodel and upgrade).
  2. Minimum Deliverables
  1. Completed written Facilities Remodel Assessment report for each of the identified properties and (where applicable) recommendations to remedy deficiencies for each facility;
  2. In both the Facilities Plan and Facilities Remodel Assessment reports, include detailed opinions of probable cost (facility cost pro-forma) including hard costs and soft costs related to design, permitting, and construction for the recommendations from the Authority’s perspective.  In facilities where extensive renovations are recommended, up to two alternatives (i.e. lower cost alternative and a full implementation of the recommendation) should be provided. Assumptions must be included;
  3. In both the Facilities Plan and Facilities Remodel Assessment reports, provide a business and implementation plan that includes a comprehensive capital budget plan and time line, the Authority’s capital funding capacity and potential funding methodologies, and a proposed pro- forma operating budget that is incremental to the proposed development scheduled.
  4. In both the Facilities Plan and Facilities Remodel Assessment reports, provide conceptual floor plans of the recommended changes; and
  5. In both the Facilities Plan and Facilities Remodel Assessment reports, include a preliminary schedule specific to design, permitting, and construction of recommendations for each facility, associated with the immediate, short term, and long term deficiencies of each facility.

 

 

SECTION II

PROPOSAL SUBMITTAL REQUIREMENTS

Limit the TOTAL LENGTH of the core proposal to twenty (20) pages maximum, which does not include cover letter; index and/or table of contents, front and back covers, separation tabs, and resumes (keep resumes to 2 pages each, maximum).  A maximum of five of the twenty pages can be in 11x17 tri-fold format. Proposer must use 11 point font or larger.  Use of figures, photographs, or other graphics within the page constraints indicated is up to the discretion of the firm. The Authority will not guarantee review of voluminous firm-specific or other information contained as an appendix.  Proposers must submit ten

  1. hard copies and one (1) electronic copy on flash drive or compact disc. The proposals shall be retained by the Authority and will not be returned. The proposal shall include at a minimum the following information:
    1. Letter of transmittal
      1. Identify the RFP project or contract for which proposal has been prepared.
      2. Briefly state your firm understands the services to be performed and make a positive commitment to provide the services as specified.
      3. Provide the name of the person authorized to make representations for your firm, their title, address, telephone number and other contact information.
      4. The letter must be signed by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individual(s) signing the proposal must be clearly shown immediately below the signature.
    2. Company information
      1. Firm Name
      2. Business Address of location that will be servicing this Agreement
      3. Primary Contact Name, Telephone Number and Email Address
      4. Year Established
      5. Type of Ownership
    3. Detailed information on the firm’s background and experience as it relates to the scope of services, including capacity to provide resources necessary to ensure successful delivery of services and work product.
    4. Provide an organizational chart showing the entire proposed team structure.
    5. Include resumes for all staff including name and license/certification number(s), if applicable, of the principal proposed to be in charge of services and that will be actively engaged in the project, and seen by the Authority at the meetings. Include qualifications, relevant individual experience including roles and responsibilities for the top three (3) key staff.  State current and projected work load of the firm’s proposed staff for the duration of this contract.
    6. If the proposer plans on using any sub consultants, list all sub consultants including qualifications and relevant experience.  It should be noted that the Authority will give more value to firms that are capable of self-performing work contemplated herein than firms that are proposing to rely on sub consultants for part of the work.
    7. Provide approach and methodology to the successful management of services to be provided. Include a detailed work plan narrative to demonstrate your firm’s approach. Include a detailed

 

schedule of services including proposed milestone dates and a narrative that details the schedule’s assumptions.

  1. < > an overview of what the firm views as what may or will constitute important factors to the Authority in developing such a plan as contemplated herein, as well as the issues that will require specific attention to ensure success.< > examples of demonstrated success and experience of the firm and proposed key staff for no less than three projects of similar scope and complexity.< > Provide names and contact information for at least three relevant contracts with other clients (at least one being within the past three years) where similar services have been performed and team members have provided similar services.  The Authority shall be the sole judge of whether or not the team demonstrates the necessary abilities and experience.< > a complete fee schedule for Scope of Services provided for within this RFP. Include any additional services you may recommend, or may be requested by the Authority, separately with associated pricing (if applicable).< > hourly billable rates, valid for the entire duration of the contract.< > a not-to-exceed estimate for reimbursable expenses with a clear definition of what is included within these expenses.

    Clear Creek Fire Authority

    REQUEST FOR PROPOSALS

    Consulting/Professional Services Facilities Plan and Remodel Assessment

     

    The Clear Creek Fire Authority (“Authority”) is requesting written proposals from qualified firms to assist them in developing a Facilities Remodel Assessment and a Facilities Plan that includes a business and implementation plan, as more fully described in the Scope of Services, attached hereto as Section I. It is anticipated that the services provided pursuant to this solicitation will be complete no later than 8 August 2016. It is anticipated the Construction projects will be completed by 2 October 2017.

    On behalf of the Authority, proposals will be received by Kelly Babeon, Fire Chief, Clear Creek Fire Authority, P.O. Box 507, 681 County Road 308, Dumont, CO 80436-0507 until 3:00 pm, May 13, 2016. Absolutely no late proposals will be considered, regardless of the situation.

     

    Tentative Solicitation Schedule:

     

    2 May 2016

    Pre-Bid Meeting   3:00 – 5:00 p.m.  (optional)

    6 May 2016

    Deadline for final Questions to the Authority, 12:00 p.m.

    13 May 2016

    Proposals due, by 3:00 p.m.

    19 May 2016

    Notification of short-listed firms

    1 June 2016

    Interviews with top-ranked firms, if required

    8 June 2016

    Accept a proposal

     

    Note, the Authority has the right to change the schedule at any time, for any or no reason.

     

    PROCEDURE

    This RFP is being solicited under a three-step procurement procedure. The first step requires interested parties to submit proposals addressing those items cited in the Proposal Submittal Requirements, attached hereto as Section II. Proposals will be evaluated and ranked based on the evaluation criteria set forth herein. Only those firms that are placed on the short list for further evaluation will be considered during the second phase.

    During the second phase, the Authority may make further investigations and request additional information from the short-listed firms, as described under “Evaluation of Proposals,” and the Authority may conduct interviews with the short-listed firms if deemed necessary by the Authority in its sole discretion. The Authority reserves the right to accept a proposal without conducting any such investigations or interviews.

    In the final phase, the Authority and the firm determined by the Authority to be the most suitable will negotiate the terms of the final contract, and final Authority approval will be requested. Upon the Authority’s approval, the contract will be signed and work may begin.  Should the Authority be unable to reach an agreement with the firm deemed most suitable to them, negotiations will commence with the next most suitable firm on the   list.  This process will continue until a satisfactory contract is negotiated, or the Authority exercises its right to reject all proposals and terminate the solicitation. This solicitation can be terminated at any time by the Authority for any or no reason.

    The Authority reserves the right, in its sole discretion, to reject any and all proposals, to waive any informalities or irregularities in the proposals received, and to accept the proposal that, in its estimation, is the most advantageous and in the best interests of the Authority.

     

    QUALIFICATIONS OF PROPOSERS

    Proposals will be considered only from entities that: (a) have been primarily engaged in a business that provides services similar to those requested in this RFP for at least 60 months prior to the date this RFP is issued; (b) have completed a minimum of four projects providing fire facilities programming, condition assessments/evaluations, and financial modeling to public entities in Colorado (at least one of such projects must have been completed in the past three years); (c) have the financial resources to perform the requested

     

    services; (d) are licensed to do business in the State of Colorado; (e) have the resources, equipment,   experience, and capability to perform the requested services in a professional and expedient manner; and (f) have an existing and established office within a 1.5 hour commuting distance from the Dumont Fire Station as determined by mapquest.com, under light traffic conditions. Proposals will not be received from individuals or sole-proprietors. Experience with fire station remodel design and/or construction design is preferred, along with experience providing design services for remodels that require operations to remain ongoing during construction.

     

    AWARDS

    The Authority intends to award a contract to a single firm.

     

    EVALUATION OF PROPOSALS

    The proposals shall be evaluated based on: (a) the proposer’s qualifications, references, past performance, financial capabilities, and business management; (b) the proposed price; (c) the proposed delivery times; (d) responsiveness to this RFP; and (e) any other criteria deemed material by the Authority.

    Prior to the award of a contract, the Authority may make any investigations it deems necessary to determine the ability of a proposer to timely and satisfactorily perform the work described in this solicitation including, without limitation, contacting a proposer to clarify any ambiguities in a proposal, ask questions, request additional information, or clarify that a proposer clearly understands the requirements of this solicitation and that a submitted proposal conforms to the requirements of this solicitation. Failure to provide additional requested information may result in the proposal being immediately rejected.

    PROPOSAL SCORING CRITERIA

     

     

    Max Points

    Firm’s background, experience, and understanding of the scope of services, including past record of performance, and capacity to provide necessary resources (experience in rural Colorado fire department and grants and loan a plus)

    30 pts

    Experience of key proposed staff as it relates to the Scope of Services (experience in rural Colorado fire department and grants and loan a big plus)

    25 pts

    Approach,   methodology,   and   schedule   of   the successful management of services to be provided

    20 pts

    Fee Schedule

    10 pts

    Overall quality and responsiveness of the proposal

    15 pts

    TOTAL

    100 pts

     

     

    BINDING EFFECT OF SUBMITTED PROPOSALS

    All timely submitted proposals shall be binding upon the proposer and may not be withdrawn for a period of sixty (60) calendar days following the proposal opening date. The Authority may request a proposer to extend this period of time if necessary to complete the solicitation and contract award process.

     

    ADDITIONAL ITEM

    1. The Authority reserves the right, at its sole discretion, to negotiate with the selected firm, in matters of this solicitation and potential future matters including but not limited to provide design phase services for a remodel of up to two of the assessed locations.

    ERRORS IN PROPOSALS

     

    Any error in a proposal that is not modified or withdrawn prior to the time designated for receipt of proposals shall not relieve the submitting proposer from any obligation to provide the services to be acquired through this RFP at the prices stated in that proposal.

     

    MODIFICATION OR WITHDRAWAL OF PROPOSALS

    A proposer may request in writing to modify or withdraw a proposal it has submitted at any time prior to the time and date designated for receipt of proposals.

     

    CONFIDENTIALITY

    Please be aware that proposals submitted to the Authority in response to this solicitation shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S. Any confidential information in the proposal shall be specifically identified as such by the proposer, and the proposer agrees to indemnify the Authority for any and all attorney’s fees the Authority may incur in defending the withholding of such information.

    Notwithstanding the foregoing, should the Authority receive a request for the release of any information in a proposal in accordance with the open records law, the Authority will make a final determination as to whether the information is subject to disclosure. Proposers will be notified of any open records requests prior to the release of any information identified as confidential.

     

    LICENSES

    The successful proposer, without additional expense to the Authority, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the performance of the services.

     

    ADDENDA TO THE SOLICITATION

    The Authority reserves the right to amend this solicitation by an addendum at any time prior to the date set for receipt of proposals. Addenda will be sent only to the firms being of record as having a copy of the solicitation as recorded by Chief Babeon. If addenda are of such magnitude to warrant, in the Authority’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date. It is the proposer’s responsibility to ensure they are noted as holder of record of this solicitation, as recorded by Chief Babeon. Proposals received that do not list having received all issued addenda, if any, will be rejected.

     

    PROPOSER’S RESPONSIBILITY FOR PROPOSAL COSTS

    The Authority is not liable for any costs incurred by any proposer associated with the preparation of a proposal, the negotiation of a contract, or for services rendered prior to entering into an agreement.

    Short-listed proposers may be asked to present their proposals and/or to demonstrate their ability to provide the requested services to the Authority’s representatives. The proposers shall bear all costs of such presentations.

     

    INSURANCE REQUIREMENTS

    The follow represents the minimum required insurance for this project. Proof of current insurance must be provided with your proposal in the form of a sample certificate.

     

    General Liability            $1,000,000 Each Occurrence

    $2,000,000 General Aggregate

    $2,000,000 Products Completed Operations Aggregate 3 years Products/Completed Operations

    Automobile Liability      $1,000,000 Each Accident

    *including hired & Non-Owned auto

     

    Worker’s Compensation and Employer’s Liability

    Statutory Limits Professional Liability or Errors & Omissions

    $1,000,000 per loss

    $1,000,000 Aggregate

    Coverage maintained or extended discovery period for 2 years

    INDEPENDENT CONTRACTOR

    THE SUCCESSFUL PROPOSER WILL BE AN INDEPENDENT CONTRACTOR. AN INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’ COMPENSATION BENEFITS. AN INDEPENDENT CONTRACTOR IS OBLIGATED TO PAY FEDERAL AND STATE INCOME TAX ON ANY MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP. ADDITIONALLY, IT IS UNDERSTOOD THAT THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS UNEMPLOYMENT COMPENSATION COVERAGE IS PROVIDED BY THE INDEPENDENT CONTRACTOR OR SOME ENTITY OTHER THAN THE AUTHORITY.

     

    CONTACTS DURING THE SOLICITATION PROCESS

    ANY QUESTIONS, COMMENTS, OR OTHER COMMUNICATIONS SHALL BE DIRECTED TO FIRE CHIEF KELLY BABEON PURSUANT TO THE INSTRUCTIONS HEREIN. NO OTHER CONTACT SHALL BE MADE REGARDING THIS RFP WITH ANY OTHER AUTHORITY EMPLOYEE, DIRECTOR, SELECTION COMMITTEE MEMBER, AGENT, OR CONSULTANT DURING THE RFP PROCESS. FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL RESULT IN THE OFFENDING PROPOSER BEING REMOVED FROM CONSIDERATION.

    PROPOSERS ARE NOT AUTHORIZED TO VISIT THE AUTHORITY’S FACILITIES FOR REASONS RELATED TO THIS SOLICIATION EXCEPT DURING THE PRE-BID MEETING. UNAUTHORIZED VISITS WILL, WITHOUT EXCEPTION, RESULT IN THE OFFENDING PROPOSER BEING REMOVED FROM CONSIDERATION.

     

    QUESTIONS

    Written questions regarding this RFP shall be submitted by e-mail ONLY to Kelly Babeon, Fire Chief Administrator, CCFA, no later than May 6, 2016 at 5:00 p.m., at kb@clearcreekfire.com

     

    Only emailed questions will be considered.  The Authority will seek to issue responses to questions within 48 hours of receipt. All responses to questions will be disseminated to all holders of record of the solicitation, regardless as to who submitted the question.

     

    PRE-BID MEETING

     

    The Authority shall conduct an optional pre-bid meeting on April 28, 2016 at 3:00 – 5:00 p.m. at 681 C.R. 308, Dumont, Colorado. Representatives of the Authority will be present to answer questions. All interested parties are invited to attend.

     

    ACCEPTANCE OF PROPOSAL

    By submitting a proposal in response to this RFP, the proposer accepts all of the conditions described in this solicitation, including the Professional Services Agreement, and agrees to abide by all final decisions made by the Authority.

     

     

     

     

    Background

     

    SECTION I SCOPE OF SERVICES

     

    The Authority is particularly interested, as needed, in the planning, design, financing (grants and loans), permitting and construction/remodel management of three key facilities:

    1. Station No 3 outside Town of Empire (new)
    2. Burn Building at Station No 1 at Dumont, Colorado (new at Authority owned site)
    3. Station No 4 in Town of Georgetown (remodel and upgrade)

    This Scope of Services is not to be considered all-inclusive. It is indicative of services to be provided, and the successful firm may need to provide additional services as required to meet the overall goals and objectives of this solicitation.

    Scope of Services

    1. General
      1. Meet with appropriate Authority staff, end user representatives, and stakeholders, as needed, to establish a consensus regarding development of priorities for both the order in which the assessments will be performed as well as the priority items to be included within the Facilities Plan and Remodel Assessment. Numerous meetings are assumed. The exact number is not defined. Whatever is needed in terms of meetings and site visits to effectively execute this project is what will be necessary. The Authority will not accept conditions on the number of meetings nor will additional compensation be granted to the proposer for meetings in addition to a fixed number anticipated.
      2. Ensure adequate and detailed recordkeeping throughout the process. All meeting minutes are the responsibility of the selected firm.
      3. Recognize that facilities must remain operational through the remodel process.

     

    1. Coordinate with appropriate Authority staff, end user representatives, and stakeholders to complete the Facilities Plan for the Authority. This will include, but is not limited to:
      1. Budgets and timetables for the implementation of the plan must be clearly delineated and ability to write grants and loan (i.e. Energy and Mineral Impact, Department of Local Affairs and USDA loan as examples)
      2. Analysis and review should include, but not be limited to, the following:

    1.Workflow and response time.

    1. Facility and space utilization.
    2. Configuration, effectiveness of facilities for daily operations of the firehouse.
    3. Access and ADA/accessibility.
    4. Health and safety of personnel including include keeping living areas free of and limiting exposure to carcinogens, diesel fumes, biohazards, etc.
    5. Environments allowing for privacy, rest, relaxation and recovery for firefighting personnel.
    6. Amenities.
    7. Aesthetics.
     
    1. Comfort.
    2. Environment.
    3. Health and safety.
    4. Customer service with focus on function, efficiency and a user-friendly environment.
    5. Storage.
    6. Site analysis.
    7. Renovation and/or new construction experience and knowledge of NFPA standards
    8. Other issues and deficiencies.
    1. Coordinate with appropriate Authority staff, end user representatives, and stakeholders to complete the Facilities Remodel Assessment for Station No 4 in Town of Georgetown (remodel and upgrade).
    2. Minimum Deliverables
    1. Completed written Facilities Remodel Assessment report for each of the identified properties and (where applicable) recommendations to remedy deficiencies for each facility;
    2. In both the Facilities Plan and Facilities Remodel Assessment reports, include detailed opinions of probable cost (facility cost pro-forma) including hard costs and soft costs related to design, permitting, and construction for the recommendations from the Authority’s perspective.  In facilities where extensive renovations are recommended, up to two alternatives (i.e. lower cost alternative and a full implementation of the recommendation) should be provided. Assumptions must be included;
    3. In both the Facilities Plan and Facilities Remodel Assessment reports, provide a business and implementation plan that includes a comprehensive capital budget plan and time line, the Authority’s capital funding capacity and potential funding methodologies, and a proposed pro- forma operating budget that is incremental to the proposed development scheduled.
    4. In both the Facilities Plan and Facilities Remodel Assessment reports, provide conceptual floor plans of the recommended changes; and
    5. In both the Facilities Plan and Facilities Remodel Assessment reports, include a preliminary schedule specific to design, permitting, and construction of recommendations for each facility, associated with the immediate, short term, and long term deficiencies of each facility.
     

     

    SECTION II

    PROPOSAL SUBMITTAL REQUIREMENTS

    Limit the TOTAL LENGTH of the core proposal to twenty (20) pages maximum, which does not include cover letter; index and/or table of contents, front and back covers, separation tabs, and resumes (keep resumes to 2 pages each, maximum).  A maximum of five of the twenty pages can be in 11x17 tri-fold format. Proposer must use 11 point font or larger.  Use of figures, photographs, or other graphics within the page constraints indicated is up to the discretion of the firm. The Authority will not guarantee review of voluminous firm-specific or other information contained as an appendix.  Proposers must submit ten

    1. hard copies and one (1) electronic copy on flash drive or compact disc. The proposals shall be retained by the Authority and will not be returned. The proposal shall include at a minimum the following information:
      1. Letter of transmittal
        1. Identify the RFP project or contract for which proposal has been prepared.
        2. Briefly state your firm understands the services to be performed and make a positive commitment to provide the services as specified.
        3. Provide the name of the person authorized to make representations for your firm, their title, address, telephone number and other contact information.
        4. The letter must be signed by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individual(s) signing the proposal must be clearly shown immediately below the signature.
      2. Company information
        1. Firm Name
        2. Business Address of location that will be servicing this Agreement
        3. Primary Contact Name, Telephone Number and Email Address
        4. Year Established
        5. Type of Ownership
      3. Detailed information on the firm’s background and experience as it relates to the scope of services, including capacity to provide resources necessary to ensure successful delivery of services and work product.
      4. Provide an organizational chart showing the entire proposed team structure.
      5. Include resumes for all staff including name and license/certification number(s), if applicable, of the principal proposed to be in charge of services and that will be actively engaged in the project, and seen by the Authority at the meetings. Include qualifications, relevant individual experience including roles and responsibilities for the top three (3) key staff.  State current and projected work load of the firm’s proposed staff for the duration of this contract.
      6. If the proposer plans on using any sub consultants, list all sub consultants including qualifications and relevant experience.  It should be noted that the Authority will give more value to firms that are capable of self-performing work contemplated herein than firms that are proposing to rely on sub consultants for part of the work.
      7. Provide approach and methodology to the successful management of services to be provided. Include a detailed work plan narrative to demonstrate your firm’s approach. Include a detailed
     

    schedule of services including proposed milestone dates and a narrative that details the schedule’s assumptions.

  2. < > an overview of what the firm views as what may or will constitute important factors to the Authority in developing such a plan as contemplated herein, as well as the issues that will require specific attention to ensure success.< > examples of demonstrated success and experience of the firm and proposed key staff for no less than three projects of similar scope and complexity.< > Provide names and contact information for at least three relevant contracts with other clients (at least one being within the past three years) where similar services have been performed and team members have provided similar services.  The Authority shall be the sole judge of whether or not the team demonstrates the necessary abilities and experience.< > a complete fee schedule for Scope of Services provided for within this RFP. Include any additional services you may recommend, or may be requested by the Authority, separately with associated pricing (if applicable).< > hourly billable rates, valid for the entire duration of the contract.< > a not-to-exceed estimate for reimbursable expenses with a clear definition of what is included within these expenses.

    Clear Creek Fire Authority

    REQUEST FOR PROPOSALS

    Consulting/Professional Services Facilities Plan and Remodel Assessment

     

    The Clear Creek Fire Authority (“Authority”) is requesting written proposals from qualified firms to assist them in developing a Facilities Remodel Assessment and a Facilities Plan that includes a business and implementation plan, as more fully described in the Scope of Services, attached hereto as Section I. It is anticipated that the services provided pursuant to this solicitation will be complete no later than 8 August 2016. It is anticipated the Construction projects will be completed by 2 October 2017.

    On behalf of the Authority, proposals will be received by Kelly Babeon, Fire Chief, Clear Creek Fire Authority, P.O. Box 507, 681 County Road 308, Dumont, CO 80436-0507 until 3:00 pm, May 13, 2016. Absolutely no late proposals will be considered, regardless of the situation.

     

    Tentative Solicitation Schedule:

     

    2 May 2016

    Pre-Bid Meeting   3:00 – 5:00 p.m.  (optional)

    6 May 2016

    Deadline for final Questions to the Authority, 12:00 p.m.

    13 May 2016

    Proposals due, by 3:00 p.m.

    19 May 2016

    Notification of short-listed firms

    1 June 2016

    Interviews with top-ranked firms, if required

    8 June 2016

    Accept a proposal

     

    Note, the Authority has the right to change the schedule at any time, for any or no reason.

     

    PROCEDURE

    This RFP is being solicited under a three-step procurement procedure. The first step requires interested parties to submit proposals addressing those items cited in the Proposal Submittal Requirements, attached hereto as Section II. Proposals will be evaluated and ranked based on the evaluation criteria set forth herein. Only those firms that are placed on the short list for further evaluation will be considered during the second phase.

    During the second phase, the Authority may make further investigations and request additional information from the short-listed firms, as described under “Evaluation of Proposals,” and the Authority may conduct interviews with the short-listed firms if deemed necessary by the Authority in its sole discretion. The Authority reserves the right to accept a proposal without conducting any such investigations or interviews.

    In the final phase, the Authority and the firm determined by the Authority to be the most suitable will negotiate the terms of the final contract, and final Authority approval will be requested. Upon the Authority’s approval, the contract will be signed and work may begin.  Should the Authority be unable to reach an agreement with the firm deemed most suitable to them, negotiations will commence with the next most suitable firm on the   list.  This process will continue until a satisfactory contract is negotiated, or the Authority exercises its right to reject all proposals and terminate the solicitation. This solicitation can be terminated at any time by the Authority for any or no reason.

    The Authority reserves the right, in its sole discretion, to reject any and all proposals, to waive any informalities or irregularities in the proposals received, and to accept the proposal that, in its estimation, is the most advantageous and in the best interests of the Authority.

     

    QUALIFICATIONS OF PROPOSERS

    Proposals will be considered only from entities that: (a) have been primarily engaged in a business that provides services similar to those requested in this RFP for at least 60 months prior to the date this RFP is issued; (b) have completed a minimum of four projects providing fire facilities programming, condition assessments/evaluations, and financial modeling to public entities in Colorado (at least one of such projects must have been completed in the past three years); (c) have the financial resources to perform the requested

     

    services; (d) are licensed to do business in the State of Colorado; (e) have the resources, equipment,   experience, and capability to perform the requested services in a professional and expedient manner; and (f) have an existing and established office within a 1.5 hour commuting distance from the Dumont Fire Station as determined by mapquest.com, under light traffic conditions. Proposals will not be received from individuals or sole-proprietors. Experience with fire station remodel design and/or construction design is preferred, along with experience providing design services for remodels that require operations to remain ongoing during construction.

     

    AWARDS

    The Authority intends to award a contract to a single firm.

     

    EVALUATION OF PROPOSALS

    The proposals shall be evaluated based on: (a) the proposer’s qualifications, references, past performance, financial capabilities, and business management; (b) the proposed price; (c) the proposed delivery times; (d) responsiveness to this RFP; and (e) any other criteria deemed material by the Authority.

    Prior to the award of a contract, the Authority may make any investigations it deems necessary to determine the ability of a proposer to timely and satisfactorily perform the work described in this solicitation including, without limitation, contacting a proposer to clarify any ambiguities in a proposal, ask questions, request additional information, or clarify that a proposer clearly understands the requirements of this solicitation and that a submitted proposal conforms to the requirements of this solicitation. Failure to provide additional requested information may result in the proposal being immediately rejected.

    PROPOSAL SCORING CRITERIA

     

     

    Max Points

    Firm’s background, experience, and understanding of the scope of services, including past record of performance, and capacity to provide necessary resources (experience in rural Colorado fire department and grants and loan a plus)

    30 pts

    Experience of key proposed staff as it relates to the Scope of Services (experience in rural Colorado fire department and grants and loan a big plus)

    25 pts

    Approach,   methodology,   and   schedule   of   the successful management of services to be provided

    20 pts

    Fee Schedule

    10 pts

    Overall quality and responsiveness of the proposal

    15 pts

    TOTAL

    100 pts

     

     

    BINDING EFFECT OF SUBMITTED PROPOSALS

    All timely submitted proposals shall be binding upon the proposer and may not be withdrawn for a period of sixty (60) calendar days following the proposal opening date. The Authority may request a proposer to extend this period of time if necessary to complete the solicitation and contract award process.

     

    ADDITIONAL ITEM

    1. The Authority reserves the right, at its sole discretion, to negotiate with the selected firm, in matters of this solicitation and potential future matters including but not limited to provide design phase services for a remodel of up to two of the assessed locations.

    ERRORS IN PROPOSALS

     

    Any error in a proposal that is not modified or withdrawn prior to the time designated for receipt of proposals shall not relieve the submitting proposer from any obligation to provide the services to be acquired through this RFP at the prices stated in that proposal.

     

    MODIFICATION OR WITHDRAWAL OF PROPOSALS

    A proposer may request in writing to modify or withdraw a proposal it has submitted at any time prior to the time and date designated for receipt of proposals.

     

    CONFIDENTIALITY

    Please be aware that proposals submitted to the Authority in response to this solicitation shall be subject to the Colorado Open Records Law, Section 24-72-201, et seq., C.R.S. Any confidential information in the proposal shall be specifically identified as such by the proposer, and the proposer agrees to indemnify the Authority for any and all attorney’s fees the Authority may incur in defending the withholding of such information.

    Notwithstanding the foregoing, should the Authority receive a request for the release of any information in a proposal in accordance with the open records law, the Authority will make a final determination as to whether the information is subject to disclosure. Proposers will be notified of any open records requests prior to the release of any information identified as confidential.

     

    LICENSES

    The successful proposer, without additional expense to the Authority, shall be responsible for obtaining any necessary licenses and for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the performance of the services.

     

    ADDENDA TO THE SOLICITATION

    The Authority reserves the right to amend this solicitation by an addendum at any time prior to the date set for receipt of proposals. Addenda will be sent only to the firms being of record as having a copy of the solicitation as recorded by Chief Babeon. If addenda are of such magnitude to warrant, in the Authority’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date. It is the proposer’s responsibility to ensure they are noted as holder of record of this solicitation, as recorded by Chief Babeon. Proposals received that do not list having received all issued addenda, if any, will be rejected.

     

    PROPOSER’S RESPONSIBILITY FOR PROPOSAL COSTS

    The Authority is not liable for any costs incurred by any proposer associated with the preparation of a proposal, the negotiation of a contract, or for services rendered prior to entering into an agreement.

    Short-listed proposers may be asked to present their proposals and/or to demonstrate their ability to provide the requested services to the Authority’s representatives. The proposers shall bear all costs of such presentations.

     

    INSURANCE REQUIREMENTS

    The follow represents the minimum required insurance for this project. Proof of current insurance must be provided with your proposal in the form of a sample certificate.

     

    General Liability            $1,000,000 Each Occurrence

    $2,000,000 General Aggregate

    $2,000,000 Products Completed Operations Aggregate 3 years Products/Completed Operations

    Automobile Liability      $1,000,000 Each Accident

    *including hired & Non-Owned auto

     

    Worker’s Compensation and Employer’s Liability

    Statutory Limits Professional Liability or Errors & Omissions

    $1,000,000 per loss

    $1,000,000 Aggregate

    Coverage maintained or extended discovery period for 2 years

    INDEPENDENT CONTRACTOR

    THE SUCCESSFUL PROPOSER WILL BE AN INDEPENDENT CONTRACTOR. AN INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’ COMPENSATION BENEFITS. AN INDEPENDENT CONTRACTOR IS OBLIGATED TO PAY FEDERAL AND STATE INCOME TAX ON ANY MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP. ADDITIONALLY, IT IS UNDERSTOOD THAT THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS UNEMPLOYMENT COMPENSATION COVERAGE IS PROVIDED BY THE INDEPENDENT CONTRACTOR OR SOME ENTITY OTHER THAN THE AUTHORITY.

     

    CONTACTS DURING THE SOLICITATION PROCESS

    ANY QUESTIONS, COMMENTS, OR OTHER COMMUNICATIONS SHALL BE DIRECTED TO FIRE CHIEF KELLY BABEON PURSUANT TO THE INSTRUCTIONS HEREIN. NO OTHER CONTACT SHALL BE MADE REGARDING THIS RFP WITH ANY OTHER AUTHORITY EMPLOYEE, DIRECTOR, SELECTION COMMITTEE MEMBER, AGENT, OR CONSULTANT DURING THE RFP PROCESS. FAILURE TO COMPLY WITH THIS REQUIREMENT SHALL RESULT IN THE OFFENDING PROPOSER BEING REMOVED FROM CONSIDERATION.

    PROPOSERS ARE NOT AUTHORIZED TO VISIT THE AUTHORITY’S FACILITIES FOR REASONS RELATED TO THIS SOLICIATION EXCEPT DURING THE PRE-BID MEETING. UNAUTHORIZED VISITS WILL, WITHOUT EXCEPTION, RESULT IN THE OFFENDING PROPOSER BEING REMOVED FROM CONSIDERATION.

     

    QUESTIONS

    Written questions regarding this RFP shall be submitted by e-mail ONLY to Kelly Babeon, Fire Chief Administrator, CCFA, no later than May 6, 2016 at 5:00 p.m., at kb@clearcreekfire.com

     

    Only emailed questions will be considered.  The Authority will seek to issue responses to questions within 48 hours of receipt. All responses to questions will be disseminated to all holders of record of the solicitation, regardless as to who submitted the question.

     

    PRE-BID MEETING

     

    The Authority shall conduct an optional pre-bid meeting on April 28, 2016 at 3:00 – 5:00 p.m. at 681 C.R. 308, Dumont, Colorado. Representatives of the Authority will be present to answer questions. All interested parties are invited to attend.

     

    ACCEPTANCE OF PROPOSAL

    By submitting a proposal in response to this RFP, the proposer accepts all of the conditions described in this solicitation, including the Professional Services Agreement, and agrees to abide by all final decisions made by the Authority.

     

     

     

     

    Background

     

    SECTION I SCOPE OF SERVICES

     

    The Authority is particularly interested, as needed, in the planning, design, financing (grants and loans), permitting and construction/remodel management of three key facilities:

    1. Station No 3 outside Town of Empire (new)
    2. Burn Building at Station No 1 at Dumont, Colorado (new at Authority owned site)
    3. Station No 4 in Town of Georgetown (remodel and upgrade)

    This Scope of Services is not to be considered all-inclusive. It is indicative of services to be provided, and the successful firm may need to provide additional services as required to meet the overall goals and objectives of this solicitation.

    Scope of Services

    1. General
      1. Meet with appropriate Authority staff, end user representatives, and stakeholders, as needed, to establish a consensus regarding development of priorities for both the order in which the assessments will be performed as well as the priority items to be included within the Facilities Plan and Remodel Assessment. Numerous meetings are assumed. The exact number is not defined. Whatever is needed in terms of meetings and site visits to effectively execute this project is what will be necessary. The Authority will not accept conditions on the number of meetings nor will additional compensation be granted to the proposer for meetings in addition to a fixed number anticipated.
      2. Ensure adequate and detailed recordkeeping throughout the process. All meeting minutes are the responsibility of the selected firm.
      3. Recognize that facilities must remain operational through the remodel process.

     

    1. Coordinate with appropriate Authority staff, end user representatives, and stakeholders to complete the Facilities Plan for the Authority. This will include, but is not limited to:
      1. Budgets and timetables for the implementation of the plan must be clearly delineated and ability to write grants and loan (i.e. Energy and Mineral Impact, Department of Local Affairs and USDA loan as examples)
      2. Analysis and review should include, but not be limited to, the following:

    1.Workflow and response time.

    1. Facility and space utilization.
    2. Configuration, effectiveness of facilities for daily operations of the firehouse.
    3. Access and ADA/accessibility.
    4. Health and safety of personnel including include keeping living areas free of and limiting exposure to carcinogens, diesel fumes, biohazards, etc.
    5. Environments allowing for privacy, rest, relaxation and recovery for firefighting personnel.
    6. Amenities.
    7. Aesthetics.
     
    1. Comfort.
    2. Environment.
    3. Health and safety.
    4. Customer service with focus on function, efficiency and a user-friendly environment.
    5. Storage.
    6. Site analysis.
    7. Renovation and/or new construction experience and knowledge of NFPA standards
    8. Other issues and deficiencies.
    1. Coordinate with appropriate Authority staff, end user representatives, and stakeholders to complete the Facilities Remodel Assessment for Station No 4 in Town of Georgetown (remodel and upgrade).
    2. Minimum Deliverables
    1. Completed written Facilities Remodel Assessment report for each of the identified properties and (where applicable) recommendations to remedy deficiencies for each facility;
    2. In both the Facilities Plan and Facilities Remodel Assessment reports, include detailed opinions of probable cost (facility cost pro-forma) including hard costs and soft costs related to design, permitting, and construction for the recommendations from the Authority’s perspective.  In facilities where extensive renovations are recommended, up to two alternatives (i.e. lower cost alternative and a full implementation of the recommendation) should be provided. Assumptions must be included;
    3. In both the Facilities Plan and Facilities Remodel Assessment reports, provide a business and implementation plan that includes a comprehensive capital budget plan and time line, the Authority’s capital funding capacity and potential funding methodologies, and a proposed pro- forma operating budget that is incremental to the proposed development scheduled.
    4. In both the Facilities Plan and Facilities Remodel Assessment reports, provide conceptual floor plans of the recommended changes; and
    5. In both the Facilities Plan and Facilities Remodel Assessment reports, include a preliminary schedule specific to design, permitting, and construction of recommendations for each facility, associated with the immediate, short term, and long term deficiencies of each facility.
     

     

    SECTION II

    PROPOSAL SUBMITTAL REQUIREMENTS

    Limit the TOTAL LENGTH of the core proposal to twenty (20) pages maximum, which does not include cover letter; index and/or table of contents, front and back covers, separation tabs, and resumes (keep resumes to 2 pages each, maximum).  A maximum of five of the twenty pages can be in 11x17 tri-fold format. Proposer must use 11 point font or larger.  Use of figures, photographs, or other graphics within the page constraints indicated is up to the discretion of the firm. The Authority will not guarantee review of voluminous firm-specific or other information contained as an appendix.  Proposers must submit ten

    1. hard copies and one (1) electronic copy on flash drive or compact disc. The proposals shall be retained by the Authority and will not be returned. The proposal shall include at a minimum the following information:
      1. Letter of transmittal
        1. Identify the RFP project or contract for which proposal has been prepared.
        2. Briefly state your firm understands the services to be performed and make a positive commitment to provide the services as specified.
        3. Provide the name of the person authorized to make representations for your firm, their title, address, telephone number and other contact information.
        4. The letter must be signed by a corporate officer or other individual who has the authority to bind the firm. The name and title of the individual(s) signing the proposal must be clearly shown immediately below the signature.
      2. Company information
        1. Firm Name
        2. Business Address of location that will be servicing this Agreement
        3. Primary Contact Name, Telephone Number and Email Address
        4. Year Established
        5. Type of Ownership
      3. Detailed information on the firm’s background and experience as it relates to the scope of services, including capacity to provide resources necessary to ensure successful delivery of services and work product.
      4. Provide an organizational chart showing the entire proposed team structure.
      5. Include resumes for all staff including name and license/certification number(s), if applicable, of the principal proposed to be in charge of services and that will be actively engaged in the project, and seen by the Authority at the meetings. Include qualifications, relevant individual experience including roles and responsibilities for the top three (3) key staff.  State current and projected work load of the firm’s proposed staff for the duration of this contract.
      6. If the proposer plans on using any sub consultants, list all sub consultants including qualifications and relevant experience.  It should be noted that the Authority will give more value to firms that are capable of self-performing work contemplated herein than firms that are proposing to rely on sub consultants for part of the work.
      7. Provide approach and methodology to the successful management of services to be provided. Include a detailed work plan narrative to demonstrate your firm’s approach. Include a detailed
     

    schedule of services including proposed milestone dates and a narrative that details the schedule’s assumptions.

  3. < > an overview of what the firm views as what may or will constitute important factors to the Authority in developing such a plan as contemplated herein, as well as the issues that will require specific attention to ensure success.< > examples of demonstrated success and experience of the firm and proposed key staff for no less than three projects of similar scope and complexity.< > Provide names and contact information for at least three relevant contracts with other clients (at least one being within the past three years) where similar services have been performed and team members have provided similar services.  The Authority shall be the sole judge of whether or not the team demonstrates the necessary abilities and experience.< > a complete fee schedule for Scope of Services provided for within this RFP. Include any additional services you may recommend, or may be requested by the Authority, separately with associated pricing (if applicable).< > hourly billable rates, valid for the entire duration of the contract.< > a not-to-exceed estimate for reimbursable expenses with a clear definition of what is included within these expenses.