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HomeMy WebLinkAboutRFPbidland.doc Request for Proposals Purchase of P3 April 8, 2004 Introduction In November 2002, the voters of the Town of Vail approved a dedicated revenue source to facilitate in the development of a world class Conference Center. A 1.2-acre site adjacent to the 1200 space Lionshead parking structure has been designated as the Conference Center site. An alternative location is being considered above the Lionshead parking structure. The site is strategically located between the Lionshead and Vail Village commercial areas. It is anticipated that the new Conference Center will be a financially sound development that will increase year-round visits to the Town of Vail. The Town of Vail envisions a world-class, sustainably designed conference center that is desired with a 25,000 s.f. ballroom, associated breakout rooms, commercial kitchen facilities, and office spaces. The total gross area of the conference center is roughly 100,000 square feet. The site for this conference center is located at 395 South Frontage Road West. The Town envisions four phases for the development of the Conference Center. The initial phase will involve the creation of a business and operational plan for the conference center. This phase is nearing completion. The second phase would include creating a design that meets the programmatic and financial goals of the business plan. The design shall also comply with the applicable development regulations of the Town of Vail. The third phase of the work will include construction of the Vail Conference Center. The fourth and final phase includes the operation and maintenance of the facility. This RFP is intended to solicit proposals for an owner’s representative that have expertise in both the managing design and construction projects. Experience managing large public projects, particularly where there are large assemblies of people is desired. PROJECT GOALS To provide a financially sound conference center that maximizes positive economic impact and spending year round within the Town of Vail. Achieve the highest possible design and environmental standards in all aspects of the facility, its operation, and maintenance. Maximize the site utilization without compromising the above requirements. Design and construction of the facility that minimizes the long-term cost of operation and maintenance, while adhering to the high standards expected in Vail. To provide a conference facility that is on budget and on time. The Project A world-class, sustainably designed conference center that has a 25,000 s.f. ballroom, associated breakout rooms, commercial kitchen facilities, and office spaces. Site is a 1.2 acre parcel of land owned by the TOV situated on the south side of I-70 adjacent to the Lionshead Parking structure. An alternative location is being considered over the parking structure. Site address is 395 South Frontage Road, Vail, Colorado. Site is surrounded by multiple utility, state, and local right-of-way easements. Wet and dry utilities are available onsite. Access to the 1200 space parking structure needs to be maintained. The Town of Vail has a dedicated lodging and sales tax to pay for the construction and subsidize operation of this facility. The capital and operating costs shall be separate and independent of the Town of Vail’s general fund. The project should be financially self sustaining. The project will need to provide required parking for the facility. 4. SCOPE OF SERVICE A. PRE CONSTRUCTION Using its experience on similar projects, assist the Town of Vail in determining the appropriate type of design and construction method to be used. This could involve participating in 1-2 meetings and providing written materials on pros and cons related to various techniques (design build, owner selects design team separately from the contractor ect.). Prepare and Develop an RFP and a distribution list for the design process based on direction received by the Town Council. The consultant shall work interactively with the Conference Committee and Town staff to develop the RFP for design. Once the RFP is approved by the Vail Town Council the consultant shall facilitate the dissemination of the RFP for design. Depending on the design and construction process selected by the Town of Vail, the consultant may have to prepare and solicit an RFP for a general contractor in the design process. Facilitate and coordinate a selection process for the design team. This will include coordinating interviews and meetings with the Conference Center Advisory Committee and providing tools to evaluate alternative candidates. Attend regular meetings with the project team and provide recommendations to the Town of Vail as appropriate to assist in making timely decisions, control costs, drive the schedule, as well as manage Town of Vail expectations and risk. Facilitate the creation of an initial owner’s budget, which must be approved by the Town of Vail, and provide updated cost estimates on the project as the design evolves from concept plan to design development, and finally construction drawings. Establish processes for and be proactive with informing the Town of Vail’s multiple stakeholders of project status, as well as assist with coordination and dissemination of input from these stakeholders. Review meeting minutes (prepared by others) from all pre-construction meetings prior to distribution. A constructability review by the Owner’s Representative will be required at some point between design development and final construction documents. The focus of this effort will be on the quality of the documents and how to prevent change orders. A report will be prepared by the Owner’s Representative outlining ambiguities, costly specifications, expensive detailing, required addenda, etc. for Town of Vail and project team review. Specifically, the owner’s representative shall determine if the developer is optimizing the balance of cost of the project, quality of the facility, and future maintenance costs of the facility. The report will be sorted into architectural, structural, mechanical, electrical and civil sections for ease of design team distribution, and will be used as a quality assurance checklist tool at the next issuance of documents. 10. Provide assistance to the Town of Vail project manager on coordinating and planning meetings and other miscellaneous tasks related to the conference center. 11. Depending on the design and construction process chosen by the Town of Vail, the consultant shall prepare and assist in the preparation of construction bid documents and the bid process. The consultant shall facilitate the construction bid process which shall include working with the architect to develop the bid documents, developing a bidder’s mailing list, facilitating interviews, and providing tools to evaluate contractors. 12. The consultant shall work with the Town of Vail in negotiating and preparing a construction contract for the project. This contract shall include a guaranteed maximum price. B. SERVICES REQUIRED DURING CONSTRUCTION Monitoring and Reporting: The Owner’s Representative will attend weekly meetings with the project team to monitor project goals, including but not limited to quality, schedule and cost. Results of this monitoring will be made available by the owners representative weekly to the Town of Vail staff, and formally reported to Vail Town Council once per month. Construction Observation: Tour the jobsite with or without the Architect and/or general contractor, devoting at a minimum 10 hours per week two – three times per week at the project site for this observation. Take note of any workmanship that is below quality standards or that does not conform to contract documents or specifications. Submit written narrative of each observation to include recommended courses of action if the construction contract requirements are not being fulfilled. Change Order Cost and Schedule Impact Review and Validation: Owner’s Representative will provide analysis of Change Orders presented by the general contractor, reviewing them for detail of information provided, compliance with industry standards, and accuracy of pricing. Pay Application Analysis: The Owner’s Representative will take the supporting information provided by the general contractor and verify its mathematical and contractual correctness, as well as verifying the status of the completion of the project in relation to these items. Review the job-cost-coded labor reports for any contractor self-performed work for reasonableness and compliance with industry standards. Punch List Review: Work closely with the Town of Vail, Architect and general contractor to develop the final punch list, which will result in the production of a schedule for completion of each of these items. Work with the Town of Vail, general contractor and Architect to develop a weekly program to validate the implementation of the punch list schedule. Provide assistance to the Town of Vail project manager on coordinating and planning meetings and other miscellaneous tasks related to the conference center. Warranty Follow-up: Perform a minimum of two (2) warranty inspections with Owner’s maintenance personnel. Provide written reports to all involved. Follow up to ensure warranty items are complete to Owner’s satisfaction. 5. THE CANDIDATE’S QUALIFICATIONS Please provide the following information about the employees your firm proposes for this project. Senior Project Member: Current resume of the Owner’s Representative team leader. Include a list of projects completed by this individual. Key qualifications that make this individual an ideal "fit" for the Town of Vail and this project. Support Staff Members assigned to this project: Current resume for support members. Roles and responsibilities for each team member Provide an organizational chart showing the proposed staffing of this project by your firm, and the relationship to the Town of Vail, developer, design team and contracting team. Provide the qualifications of the proposed operations and management expertise on the team, as follows: An overview of the firm including but not limited to time in business, number of personnel on staff, accounting personnel on staff, and administrative support personnel. Current resume that outlines experience related to managing and providing owners representative services for design and construction of public facilities. List of projects managed by this individual, together with owner and phone number for each project shown. Minimum number of hours per week this individual will be specifically dedicated to this project during the project. 6. PROPOSAL SUBMITTAL Provide your firm’s anticipated fee to perform the services described herein. Show a basis for calculating this fee, including anticipated staff time, by hours per week, devoted to this project, broken out by individual. Separately, show all associated reimbursable costs for providing these services (e.g. office space, phone, travel, reproduction, etc.). Provide itemized list and your proposed cost (either lump sum or hourly rate) for optional services that may be of benefit to the Town of Vail but are not identified in the Scope of Work of this RFP. Provide the hourly rate schedule for individuals proposed in this project to be used if the TOWN OF VAIL wished to increase the scope or frequency of services. 12 copies of the proposal should be submitted to Russell Forrest, Town of Vail, 75 South Frontage Rd, Vail, CO 81657 by April 27, 2004. Individuals or companies responding to the RFP should notify Russell Forrest prior to April 23, 2004 that a proposal will be submitted to the Town of Vail. 7. SCHEDULE RFP issued: April 8th, 2004 Notify Russ Forrest at 970-479-2146 that you will April 23RD , 2004 be submitting an RFP Proposal and cost estimate submittal deadline April 27th, 2004 Interviews April 29th, 2004 Selection (Tentative) May 4th, 2004 8. GENERAL CONDITIONS Limitations and Award: This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred in the preparation and submission of qualifications in anticipation of a contract. The Town of Vail reserves the right to accept or reject all or any submittal received as a result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. After a priority listing of the final firms is established, the Town of Vail will negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and will be initiated with the second most qualified firm and, likewise, with the remaining firms. Selection: Initial evaluation will be based upon the qualifications of the applicant. The Town of Vail reserves the right to not interview, and to make final consultant selection based upon the qualification statements and cost estimate. Equal Employment Opportunity: The selected consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. Contract Phasing: Proposed tasks within this document may be eliminated by the Town of Vail at any time (i.e., depending on progress in Phase I, Phase II could be delayed or eliminated). Development of construction drawings and project management should be budgeted separately, as contracts for this work may be issued as a separate contract. 1