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7, 2010 Date of Pre-Submission Conference: Thursday, October 28, 2010 Date Due: Tuesday, November 9, 2010 Date of Proposal Opening: Wednesday, November 10, 2010 RFP # CD100710
Comprehensive Facilities Management Assessment Request for Proposal TABLE OF CONTENTS INTRODUCTION COMMUNITY BACKGROUND SCOPE OF WORK SUMMARY 3.1 PROJECT MANAGEMENT 3.2 REPORTS AND PRESENTATIONS 3.3 DELIVERABLES 4. FACILITY BACKGROUND SUMMARYIES 5. REQUIRED SUBMITTALS FOR PROPOSAL 5.1 TECHNICAL SECTION 5.2 GENERAL PROFILE OF FIRM AND QUALIFICATIONS 5.3 CONTACT INFORMATION 5.4 SCHEDULE FOR PROVISION OF WORK 5.5 PAST WORK SAMPLES 5.6 CERTIFICATION OF COMPLIANCE WITH STATE OF MARYLAND POLICIES 6. PROPOSAL SUBMITTAL 6.1 SEPARATE SEALED DOLLAR COST BID/BASIS OF COMPENSATION 7. GENERAL REQUIREMENTS AND INFORMATION 7.1 PRE-BID CONFERENCE AND SITE VISIT 7.2 QUESTIONS AND CLARIFICATIONS 8. ATTACHMENTS ATTACHMENT A ATTACHMENT B ATTACHMENT C ATTACHMENT D ATTACHMENT E ATTACHMENT F ATTACHMENT G ATTACHMENT H ATTACHMENT I 9. SUBMISSION OF PROPOSALS 10. EVALUATION OF PROPOSALS 11. OTHER PROPOSAL REQUIREMENTS AND INFORMATION 1. 2. 3.
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2. COMMUNITY BACKGROUND
The City of Hyattsville is a Smart-Growth community making it a prime candidate for assistance offered by the State of Maryland and the Federal Government for investment. Hyattsville is located only one mile from Washington DC and is approximately 2.7 square miles of historic and urban residential, commercial, industrial and high-density mixed-use residential/commercial/office and development. The residential neighborhoods of Hyattsville are one of our best-kept secrets. They are thriving, stable enclaves of tree-lined streets with an architecturally diverse housing stock. The City of Hyattsville has convenient access to transit and transportation options for residents and visitors. We are located on the Metro's Green line, served by two stations: West Hyattsville and Prince George's Plaza. In addition to Metro, the City is traversed by an excellent network of roads, buses, freight transportation, and rail services including THE BUS, AMTRAK, and MARC. We are also located near the region's three airports: Baltimore Washington International, Reagan National (accessible via Metro) and Dulles. The City of Hyattsville is in close proximity to the University of Maryland campus at College Park as well as many other private and public colleges and universities. Public and private schools for all age groups include Northwestern High School and the nationally recognized DeMatha Catholic High School. Since 2000, the City of Hyattsvilles population has increased from 14,000 to approximately 18,000, and total City budget has increased from $5.8 to $22.7 million for FY11. This growth is a direct result of both annexation and new high-density residential/mixed-use development the City. The geographic area, tax base, community and economic development initiatives, community involvement, and quality of services, all have increased during the past decade. RFP# CD100710 Page 3 of 21
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The selected firm will submit for review and approval by the City their key individual to serve as Project Manager and primary point of contact (POC). The selected individual will report to the City Administrator or his/her City Staff designee who will serve as the City of Hyattsvilles Project Manager (CHPM) and primary point of contact for this project (POC). Both the CHPM and firm Project Manager(s) will be identified in the executed contract for services.
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Firms proposing to complete all activities identified in the scope of work should anticipate presenting at, or facilitating, three (3) public meetings separate from project meetings. The specific details of these meetings are identified below. The proposal should include a per meeting fee separate from the Total All-Inclusive Maximum Price if additional meetings are required by the City. Prepare an interim report and presentation for the City of Hyattsville Project Manager (CHPM) which will include the deliverables of all work identified and completed in Phase I. The report will be presented, by the selected firm, to the public at a City Council meeting. (1 public meeting) Prepare an interim report and presentation for the CHPM which will include the deliverables of all work identified and completed in Phase II. The report will be presented to the public at a City Council meeting. (1 public meeting) Prepare a final Comprehensive Facilities Management Assessment for the CHPM. The report will be presented, by the selected firm, to the public at a City Council meeting. (1 public meeting)
3.3. DELIVERABLES
The selected firm will provide the City of Hyattsville Project Manager (CHPM) with five (5) three-hole loose leaf binders of the final Comprehensive Facilities Management Assessment document, which will be organized as follows and will include the following:
Executive Summary
The Executive Summary will summarize both the Phase I and Phase II reports, in such a way that readers can rapidly become acquainted with the material without having to read it all. It will contain a brief statement of the problem or proposal covered in the major document(s), methodology, background information, concise analysis and main conclusions. The Executive Summary is intended as an aid to decision making by the City of Hyattsville Mayor and Council.
Phase I As Built Drawings, Existing Conditions Assessment and Existing Space Analysis
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Phase II of work will commence only after the delivery of all Phase I documents, review and discussion by the Mayor, City Council and City Staff and approval to proceed by the City of Hyattsville. The project schedule should anticipate a duration of up to 3 weeks for City review and discussion. See project schedule on page 13 of this RFP. The approval to proceed will include specific directives which will be based on directives made by the Mayor and City Council. These directives will be incorporated in the Phase
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The City of Hyattsville Administration Building (CAB) is a concrete and steel structure constructed in 1991 and currently serves as the Citys primary operations building. The 23,464 square foot building is the primary location of most City Departments including Administration, Police, Community Development, Communications, Code Enforcement, Arts & Recreation, Finance, Volunteer Services and IT. The facility is also the primary indoor public meeting/programming space in the City. This public meeting space includes the City Council Chambers, two large public meeting rooms and two conference rooms. Due to the number of existing programmed functions at this facility, recommendations and actions related to this facility will result in the greatest impact all the Citys other facilities. Therefore, it is the Citys preference that this facility serves as the starting point for both Phases I and II of this project. City staff recently conducted a space survey of this facility, which is provided in the backup material of this RFP. The survey is an estimate of square footage and includes programming details of both the office and public use space of the building.
In April 2010, the City of Hyattsville acquired a former office building which was built by the Hyattsville Building Association, one of several banks founded in Hyattsville. The original structure in the front was constructed in 1955 (two levels above ground (double height first level) and one level below) and the back section was added in 1964 (three levels above ground and one level below). Both sections are constructed of concrete and steel with a colonial brick facing, and the building is approximately 19,357 square feet. The building is situated on one acre of land with approximately RFP# CD100710 Page 9 of 21
The Department of Public Works (DPW) Operations Yard serves as the sole operating facility of the DPW. This 5,750 square facility includes administrative offices, a lunchroom, an enclosed facility maintenance garage and covered maintenance bays. The facility also includes a 700 ton salt dome and 4,100 covered storage. City staff recently conducted a space survey of this facility, which is provided in the backup material of this RFP. The survey includes programming details of both the office, operational and storage space of this facility. In addition to the services and requirements previously identified in the RFP, this facility will require a complete topographical and utility survey indicating all structures, easements, significant features, etc. The survey will comply with all provided CAD requirements.
The Arcade, located at 4318 Gallatin Street is a 13,000 sq. ft. building located adjacent to the City of Hyattsville Administration Building. The building was donated to the City in 2000 and is in the process of being revitalized. In the past 24 months, the City has stabilized the building by performing a complete environmental remediation, replaced 70% of the roof structure, interior demolition and replacing the original wood framing with a concrete and steel reinforced framing and poured concrete flooring. The building is scheduled to undergo a faade improvement during the Fall of 2010. The building is currently an enclosed shell with no mechanical, electrical or plumbing systems. The City is in the process of completing the design of the facility and has existing Design Development drawings of the building. A permit construction package is scheduled to be developed by March 2011, but has not yet started. The Design Development drawings include programmed space for two ground floor retail bays with adjoining restroom facilities and un-programmed space. The second level includes a conceptual 220-seat auditorium/conference space (no fixed seating) with
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The Magruder Park Recreational Center serves as the Citys primary facility for recreational programming. The facility is approximately 5,688 square feet and includes 4,588 square feet of classroom and recreational space, four restrooms, a 500 square foot storage facility for athletic field equipment and a 600 square foot garage. The City does not have adequate documentation of this specific facility. City staff recently completed a space survey and floor plan schematic of this facility, both of which are included in the documents directory.
Responding firms must submit five (5) bound copies of the technical section. The purpose of the technical section of the proposal is to demonstrate the submitting firm has a clear understanding of the work to be performed and to identify the qualifications, competence and capacity of the firms seeking to perform the services identified in this request for proposals. The substance of proposals will carry more weight than their form or manner of presentation. The technical proposal must demonstrate the qualifications of the firm and the particular staff to be assigned to this engagement. No information regarding professional fees or costs should be included anywhere in the technical section.
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The proposal must include a statement of affirmation of the firms qualifications for professionally and expertly conducting the work as understood. Please include relevant background and resumes for individuals to be assigned to this project. If your firm is a Maryland State Certified Minority Business Enterprise (MBE)/Disadvantaged Business Enterprise (DBE), please include a copy of the certificate.
The proposal must clearly identify the firms contact person concerning the proposal, the firms main and/or local addresses, telephone number, and email address where the contact person can be reached.
The proposal must indicate the firms anticipated availability for the project and an estimated performance schedule, if selected for the project. A detailed schedule presentation is an important consideration for the proposal review. The proposal must include a clearly defined timetable in Gantt chart, a graphical representation of the duration of tasks against the progression of time. The timetable should include a start date of November 2010 and should highlight the work timeline, presentations, meetings, and anticipated deliverable dates. The work on this project shall be completed in accordance with the following schedule: Proposed Submission/Phase/Activity Completion by Weeks after NTP Phase I Mobilization, Schedule and Work Plan 2 Weeks Facility 1 Survey 2 Weeks Facility 1 Prepare Submittal (65%) 2 Weeks Facility 1 Review and Approval (65%) 2 Weeks Facility 1 Prepare Submittal (100%) 2 Weeks (8 Weeks) Facility 1 Review and Approval (100%) 3 Weeks Facility 2 Survey (concurrent with Facility 1 Review 65%) 2 Weeks Facility 2 Submittal (65%) 2 Weeks Facility 2 Review and Approval (65%) 2 Weeks Facility 2 Submittal (100%) 2 Weeks (12 Weeks) Facility 2 Review and Approval (100%) 3 Weeks
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Phase I Final Submission March 15, 2010 Phase II Final Submission May 2, 2010 Comprehensive Facilities Management Assessment Submission May 12, 2010
The Citys goal is to have this project complete and deliverables to the City by May 12, 2010. Firms submitting a proposal should acknowledge these delivery dates date and must clearly articulate how they intend to complete the work identified in this RFP by the delivery date. If it is the opinion of the submitting firm that the project timeline cannot be met, the firm must clearly articulate a justification for recommending a revised timeline and must include a revised timeline.
The proposal must include two (2) examples of similar work product that reflect similar work scope and budgetary parameters. All proposals must include contact information for the municipality and/or client.
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Comprehensive Facilities Management Assessment Request for Proposal 5.6. CERTIFICATION OF COMPLIANCE WITH STATE OF MARYLAND POLICIES
It is the responsibility of the respondent to certify compliance with State of Maryland policies relating to Equal Opportunity Employment, Non-Discrimination, Drug and Alcohol Policy requirements, Compliance with Applicable Law, and Non-Debarment from doing business with the State of Maryland and / or any other governmental organizations.
6. PROPOSAL SUBMITTAL
All responding vendors are required to submit (5) printed copies of their proposal. These proposals will be kept on file and will not be returned to the submitting vendor.
Responding firms must submit (5) copies of the Sealed Dollar Cost Bid. The Sealed Dollar Cost Bid must be submitted in a separate envelope from the Letter of Proposal documents. The Sealed Dollar Cost Bid section of the proposal should contain all pricing information relative to providing the work as described in this request for proposals. This section should include a statement of your firms Basis for Compensation. For the basic services offered in this proposal, the respondent shall provide a lump sum, total all-inclusive maximum price as well as a summary of the percentage of estimated professional costs, total anticipated hours to complete the work, and the wage rate for analysts. The City of Hyattsville will not be responsible for expenses incurred in preparing and submitting the technical proposal or the sealed dollar cost bid. Such costs should not be included in the proposal.
6.1 SEPARATE SEALED DOLLAR COST BID/BASIS FOR COMPENSATIONS General Information
The Sealed Dollar Cost Bid must include the following information: A. Name of firm as it appears on the Federal and/or State Tax Identification forms. B. Certification that the person signing the proposal is authorized to represent the firm empowered to submit the bid and authorized to sign a contract with the City of Hyattsville. C. A Professional Services Pay Rate Per Service for each specific professional field that may be required to successfully complete the services identified in the submitted proposal. D. A Total Phase Cost for each of the two phases of work identified in this RFP. The total phase cost is to contain all direct and indirect costs including all anticipated out-
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Comprehensive Facilities Management Assessment Request for Proposal 7.2. QUESTIONS AND CLARIFICATIONS
All requests for further information or clarifications must be submitted in writing and will be accepted up until 4:00 P.M. on Thursday, November 4, 2010, when the questions and clarification period closes. No further queries will be accepted. All responses to any written requests for information or clarification will be shared with all the interested parties during the open query period or as soon after the query period ends as is feasible.
8. ATTACHMENTS A-I
The City strongly encourages firms submitting a response to this RFP to review these documents prior to preparing and submitting a proposal for consideration. These documents are available on the City of Hyattsville website at www.hyattsville.org. A hardcopy of these documents will not be provided.
Attachment A is a directory of all relevant and available documents pertaining to existing City of Hyattsville Facilities. The quantity and quality of background documents vary for each facility and include external and internal photographs, programming surveys, floor plans, conditions reports, hand-drawn schematics and architectural design development plans.
Attachment B is a document which articulates specific guidelines for Architectural and Engineering services for the City of Hyattsville. Specific requirements and variations from the general requirements are described in the RFP Scope of Work (SOW) for each individual project. Questions as to whether a specific requirement in the Special Conditions for Architect/Engineer Services applies to the Comprehensive Facilities Management Assessment project should be directed to the City of Hyattsvilles Project Manager (CHPM) for the A/E Contract for clarification prior to submission of a fee proposal. Review of this document should be acknowledged in the proposal.
Attachment C is a summary of utility costs and capital expenditures for all City owned facilities for Fiscal Years 2008, 2009 and 2010.
Attachment D is a map identifying the locations of the five (5) City owned facilities to be studied in this scope of work.
Attachment E is the City of Hyattsvilles Goals and Actions adopted by the Mayor and City Council for Fiscal Years (FY) 2010-11. These goals include the goal of ensuring the long-term RFP# CD100710 Page 17 of 21
Attachment F includes standard A/E proposal documents which the City requires firms to complete as part of the Sealed Dollar Bid Submission. The purpose of this requirement is to insure consistency of proposals and to facilitate reviews and consistent evaluations. These documents include: a. SF-330 or equivalent (Standard Form 330.htm, sf. 330.doc, sf. 330.pdf) b. Attachment F Spreadsheet i. Tasks and hours spread sheet (Labor Hours Task List.xls) ii. Labor hour rates spread sheet (Direct Costs - Prime.xls, Direct Costs - Sub.xls) iii. Other Direct Costs (ODC) spread sheet (ODC Summary.xls) iv. Summary spread sheet (Fee Summary AE.xls)
Attachment G is the City of Hyattsvilles Design Standards and Definitions to be used in all submission documents.
Attachment H is the City of Hyattsvilles organizational structure. This document is included to the Citys form of government and operational structure.
Attachment I is the City of Hyattsvilles Sustainability Policy. This document is included to articulate the Citys Sustainability Policy which should be incorporated into the planning and decision making process.
9. Submission of Proposal
The RFP Transmittal Letter and the marked Sealed Dollar Cost Bid are due to the City of Hyattsville by 4:00 p.m. on Tuesday, November 9, 2010, and must be either mailed or hand-delivered to: Comprehensive Facilities Management Assessment RFP City of Hyattsville Attn: Jim Chandler, Community Development Manager 4310 Gallatin Street Hyattsville, Maryland 20781 Questions concerning this jchandler@hyattsville.org. RFP should be directed to Jim Chandler at
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Comprehensive Facilities Management Assessment Request for Proposal 10. Evaluation of Proposals and Award of Contract
The submitted proposals (not including the Sealed Dollar Cost Bid) will be publicly opened and read on Wednesday, November 10, 2010, 10:00 AM in the Prangley Room of the City of Hyattsvilles Municipal Building, 4310 Gallatin Street, Hyattsville, Maryland. The separate Transmittal Letter of the proposals submitted will be reviewed and evaluated first. The qualifying firms from this section will have their sealed dollar cost bid opened and evaluated. Evaluation will take place between the days of Wednesday, November 10 and Wednesday, November 17, 2010. The City anticipates that the top three rated firms will be selected for an interview. The firm best meeting the experience, approach and cost requirements will then be selected and a recommendation will be submitted to the City of Hyattsville Mayor and Council for consideration of approval in late November 2010. The City of Hyattsville reserves the right to reject any and all RFP submissions and further reserves the right to re-issue the RFP.
The City of Hyattsville reserves the right to cancel, amend, modify or otherwise change this RFP at any time if it deems it to be in the best interest of the City of Hyattsville to do so.
Proposal Modifications
No additions or changes to any proposal will be allowed after the proposal due date, unless such modification is specifically requested by the City of Hyattsville. The City, at its option, may seek respondent retraction and/or clarification of any discrepancy or contradiction found during its review of proposals.
Respondents must be prepared to provide any evidence of experience, performance, ability, and/or financial sureties that the City of Hyattsville deems to be necessary or appropriate to fully establish the performance capabilities represented in the firms submitted proposal for contracted services.
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Comprehensive Facilities Management Assessment Request for Proposal Demonstration of Proposed Services
At the discretion of the City of Hyattsville, respondents must be able to confirm their ability to provide all proposed services. Any required confirmation must be provided at a site approved by and without cost to the City of Hyattsville.
Erroneous Awards
The City of Hyattsville reserves the right to correct inaccurate awards. This may include, in extreme circumstances, revoking the awarding of a contract already made to a respondent and subsequently awarding the contract to another respondent. Such action on the part of the City of Hyattsville shall not constitute a breach of contract on the part of the City of Hyattsville once this determination has been made.
Respondents are responsible for all costs and expenses incurred in the preparation of proposals and for any subsequent work on the proposal that is required by the City of Hyattsville.
Proposal Expenses
Ownership of Proposals
All proposals shall become the sole property of the City of Hyattsville and will not be returned.
Execution of Contract
This RFP is not a contract and, alone, shall not be interpreted as such. Rather, this RFP only serves as the instrument through which proposals are solicited. If, for some reason, the City of Hyattsville and the initial selected respondent fail to reach consensus on the issues relative to the contract, then the City of Hyattsville or its agents may commence contract negotiations with other respondents. The City of Hyattsville may decide at any time to start the RFP process again.
Any alleged oral agreements or arrangements made by respondents with the City of Hyattsville, or employees of the City of Hyattsville will be disregarded in any proposal evaluation or associated award.
The City of Hyattsville must approve any and all Sub-Consultants utilized by the successful respondent prior to any such Sub-Consultant commencing any work. Respondents acknowledge by the act of submitting a proposal that any work provided under the contract is work conducted on behalf of the City of Hyattsville and that the City Administrator or their designee may communicate directly with any Sub-Consultant as the City of Hyattsville deem to be necessary or appropriate. It is also understood that the successful respondent
Sub-Consultants
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Copyright
The selected firm must agree to execute and deliver to the City of Hyattsville any and all necessary documents to support the transfer and assignment of any and all intellectual property and copyright rights pertaining to the plan to be developed under this proposal.
The successful respondent agrees to protect the confidentiality of any files, data or other material pertaining to this contract and to restrict their use solely for the purpose of performing this contract. The successful respondent shall take all steps necessary to safeguard data, files, reports or other information from loss, destruction or erasure. Any costs or expenses of replacing or damages resulting from the loss of such data shall be borne by the contractor when such loss or damage occurred through its negligence.
It is the policy of the City of Hyattsville that any contract for services requires that all legal disputes are heard in a court of law in Prince Georges County, Maryland and that each party is responsible to pay for the cost of their own legal fees. The City will not agree to terms that are not consistent with this policy.
Legal Terms
End of RFP
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