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HomeMy WebLinkAboutPavilionTentStructure.pdf 1 REQUEST FOR PROPOSALS (RFP) CITY OF AUBURN, WASHINGTON PLAZA PARK PAVILION STRUCTURE Proposals Due: Monday, May 7, 2012, 5:00 p.m. PST The City of Auburn (“City”), Washington is soliciting proposals from qualified Vendor/Contractors to design, fabricate, transport and install a permanent fixed pavilion structure including a surface-mounted foundation system and changeable color uplight fixtures for the City owned and operated Plaza Park within Downtown Auburn as outlined herein. Five (5) - comprised of one (1) unbound and four (4) bound - copies of the proposal package must be submitted in a sealed envelope on or before 5:00 P.M. Pacific Standard Time (PST) on Friday, May 18, 2012. The proposal package shall be mailed or delivered to the City of Auburn City Clerk, 25 West Main Street, Auburn, WA 98001. The sealed envelope shall state the submitter’s name and shall be clearly marked in the lower left hand corner with the following: “Response to Request for Proposals – City of Auburn, WA Plaza Park Pavilion Project”. The submitted package shall be made to the attention of Elizabeth Chamberlain, AICP, Planning Manager, City of Auburn Planning and Development Department. Submitters assume the risk of the method of delivery and the City assumes no responsibility for delays caused by any delivery service. Postmarks on the date due will not substitute for actual receipt. All proposals and accompanying documentation will become the property of the City and will not be returned. The City shall not accept any proposal submittals by electronic mail message or facsimile. The City will comply with the Open Public Records Act, Chapter 42.56 Revised Code of Washington (RCW) when responding to requests for copies of any proposal. If any information is marked as proprietary in a proposal, the City will not make such information available to the public until the affected vendor has been given an opportunity to seek a court injunction against the requested disclosure, pursuant to RCW 42.56. However, designations that an entire proposal is proprietary will not be honored. Questions regarding this solicitation should be directed to Elizabeth Chamberlain, AICP, Planning Manager, by email only at echamberlain@auburnwa.gov Responses to questions will be issued to all vendors/contractors who have submitted a separate previous inquiry and will be accessible to all at http://www.auburnwa.gov/business/planning_development/urban_center.asp. For specific instructions on information to include in the Proposal, refer to the section below entitled Proposal Elements. Responders to the RFP may also visit http://www.auburnwa.gov/business/planning_development/urban_center.asp for scaled drawings of Plaza Park, illustrative pictures of similar pavilion tent structures and current pictures of the Park to help them in responding to this RFP. Evaluation of the Proposals and ultimate Vendor/Contractor selection is identified in the section entitled Selection Process and Evaluation Criteria below. 2 PROJECT DESCRIPTION AND KEY ISSUES The City of Auburn (City), Washington has a historic downtown core that is currently undergoing revitalization as a result of private sector and public sector investments. The City completed Plaza Park, a 4,800 square foot rectangular hard surface plaza, in 2011 as part of the City Hall Plaza Improvement Project. Plaza Park is comprised of brick pavers, two (2) ornamental street lights and functional and ornamental boulders. The City is interested in hiring a qualified and experienced Vendor/Contractor that can design, fabricate, transport and install a custom permanent fabric pavilion tent structure and associated elements. The pavilion is intended to act as an iconic feature in the revitalized Downtown and support Plaza Park as a year round formal and informal event and gathering space. The City’s expectation is that the pavilion tent structure will be sufficiently unique in design that it will become a readily-identifiable symbol of the City’s downtown. The design, fabrication and installation of the pavilion and associated elements will need to address the following key issues: 1. Colors and materials of pavilion tent structures and associated surface mounted foundation system to insure design consistency with other downtown design elements. 2. Interior design elements of pavilion including but not limited to interior support elements. 3. Height, shape and overall design features of the pavilion tent structure. 4. Type and design of surface mounted foundation system including but not limited to support pillars, support posts and support cabling. 5. Use of a surface mounted foundation method. Because of an existing storm drainage system underneath Plaza Park, the opportunity to use an undersurface foundation is limited. Vendor/contractor will be expected to work within the design constraints of the Plaza Park undersurface storm drainage system and will likely need to develop a surface mounted foundation method that meets the loading limitations of this system and the adopted building code standards and requirements of the City. 6. Removal and relocation of two (2) existing pedestrian lights and associated foundations. Power is available at relocation site. 7. Incorporation of uplighted fixtures incorporating changeable colors within the pavilion; this may include additional electrical work at Plaza Park. 8. Meet all structural requirements of the currently adopted version of the International Building Code. 9. Warranty and anticipated lifespan of the product and installation. 10. Warranty standards, requirements and provisions. 11. Operations and maintenance procedures and requirements to insure that product and installation lifespan are achieved. BUDGET The total price, including taxes, labor, materials, freight, construction, installation, fabrication and any and all other costs for the project shall not exceed $400,000. Minor errors and inconsistencies in pricing shall be called to the attention of the responder and responder will make corrections. 3 COMPLETE PROPOSAL RESPONSE The City seeks a qualified and experienced firm or firm with subcontractors that can complete all required elements of the City’s project. The City requires that all submitted proposals address all elements of the City’s project. Proposals that respond only partially or to specific elements of the projects shall be rejected as incomplete and will not be considered by the City. MULTIPLE PROPOSAL RESPONSES Vendor/Contractors interested in submitting more than one proposal may do so, provided each proposal stands alone, and independently complies with the instructions and specification of this RFP. USE OF SUBCONTRACTORS BY MORE THAN ONE FIRM The City will not object to the use of one or more of the same subcontractors by firms submitting a response to this RFP. BUSINESS LICENSES AND OTHER REQUIREMENTS Firms submitting proposals are advised that in order to be selected by the City as a preferred vendor that they will be required to obtain a City business license, State of Washington business and professional licenses (as applicable) and must also comply with the City’s other requirements including but not limited to applicable state and federal prevailing wage rates, auditing and insurance requirements. SCHEDULE The City’s timeframe for the design, fabrication, transport and installation of the pavilion tent structure and any and all associated construction or other features installation work is six (6) months from the date of contract execution. Vendor/Contractors submitting a proposal shall be required to submit a written statement testifying to the following: I________________(INDIVIDUAL NAME) certify that I am authorized representative of ________________(NAME OF VENDOR/CONTRACTOR) and have legal authority to make all acknowledgements and agreements stated herein. I hereby acknowledge and agree that as a condition of submitting a response to this Request for Proposal that the design, fabrication, transport and installation of the pavilion tent structure and any and all associated construction or other features installation work shall not exceed six (6) months from the date of contract execution. I further acknowledge and agree that the City, at its sole discretion, may decide to extend beyond the specified six (6) month period, but is no under no legal obligation to do so. I acknowledge and agree that if I must submit this certification as part of my firm’s response to this Request for Proposal, I am acknowledging and agreeing to the City’s requirement for completion of all required tasks and work within six (6) months from contract execution and that my firm or any subcontractor to my firm give up any and all rights of protest regarding this timeline. 4 Printed Name Signature Date NOTARY INFORMATION HERE SCOPE OF WORK The Scope of Work will include, at a minimum, the following elements: 1. Project Management 2. Preparation and submittal to the City of Auburn of two (2) scaled conceptual design alternatives inclusive of plan views and elevation perspectives from which the City will make a preferred design selection. 3. Preparation of construction design drawings, specifications and cost estimate (s) for the City’s preferred design. 4. Identification and provision of appropriate outdoor changeable color light fixtures that can be attached to support systems or pavilion components be used to uplight the pavilion. 5. Preparation of any and all required building permit documentation required by the City of Auburn for building permit issuance for the pavilion. 6. Fabrication of the pavilion and surface mounted foundation system. 7. Transport and installation of the pavilion, surface mounted foundation system and uplight fixtures. 8. Preparation and submittal to the City of Auburn of a Pavilion Operations and Maintenance Manual providing detailed description on how the pavilion shall be operated and maintained. 9. Preparation and submittal of all as-built documentation and required warranty documentation and instructions. PROPOSAL ELEMENTS Each proposal is limited to fifteen (15) double-sided pages (excluding cover and dividers). The proposal shall identify the following: 1. Narrative of Vendor/Contractor’s proposed project approach including responses to the key issues specified in Project Description and Key Issues and scope of work elements specified in Scope of Work. 2. Qualifications and availability of the Vendor/Contractor including any subcontractors for design, fabrication, transport and installation within the City’s specified project timeframe. 3. The Vendor/Contractor’s, and including subcontractors as may be applicable, expertise and experience with a minimum of two (2) similar projects. The following minimum information shall be included:  Project name  Location and project costs 5  A brief description of the project  Vendor/Contractor’s role in the project  A project reference and contact phone number 4. The Vendor/Contractor’s proposed project budget. A detailed project budget showing all cost centers inclusive of any taxes, charges or fees, shall be submitted. 5. The Vendor/Contractor’s anticipated project schedule. 6. The Vendor/Contractor’s process/procedures for providing quality assurance/quality control through out the life of the project. 7. The Vendor/Contractor’s warranty provisions for product (s) and installation services. 8. The Vendor/Contractor’s typical and required contract requirements inclusive of a sample contract. 9. Certification in writing that all Vendor/Contractor proposal terms, including total price, will remain in effect for a minimum of three hundred (300) calendar days after the due date. 10. Certification in writing agreeing to the project schedule containing the language specified in the Schedule section of this RFP. SELECTION PROCESS AND EVALUATION CRITERIA A committee of City personnel will evaluate and rate the proposals using these criteria: 1. Vendor/Contractor experience with similar projects, including feedback from any references provided by responders. 2. Vendor/Contractor qualifications including any subcontractors. 3. Approach to the project. 4. Capacity to complete all required project elements. 5. Capability of meeting the project schedule. 6. Quality assurance / quality control plan. 7. Warranty provisions of the product. 8. Total price. Selection may be made based upon information acquired by the City outside of the proposals submitted by any Vendor/Contractor. Following evaluation of the Proposals, the City will select the vendor. Final award will be made by the City Council. The selected vendor should be prepared to have its proposal incorporated, along with all of its other written correspondence concerning this RFP, into the contract. The proposal shall be added as an exhibit to any contractual agreement between vendor and the City. SELECTION SCHEDULE The City’s proposed schedule for consultant selection, subject to change, is as follows: 1. Advertise for Proposals April 18, 2012 and April 25, 2012. 2. Deadline for Submittal of Proposals May 7, 2012 @ 5:00 p.m. 3. Selection of Vendor May 15, 2012 4. Complete Contract Negotiations June 15, 2012 5. City Council Approval July 2, 2012 6. Execution of Agreement July 6, 2012 6 This schedule is subject to change. The City is under no obligation to follow this schedule as presented and may modify it at its sole discretion without any prior notification. The City reserves the right to conduct appropriate follow-up investigations in order to select the preferred proposal. These activities may include: interviews, site visits, reference checks, and any other activities considered necessary to make an informed selection by the City. TERMS AND CONDITIONS The City of Auburn reserves the right, at its sole discretion, to reject any and all Proposals and to waive irregularities and informalities in the submittal and evaluation process. This solicitation for Vendor/Contractor Services does not obligate the City of Auburn to pay any costs incurred by respondents in the preparation and submission of a Proposal. This solicitation does not obligate the City of Auburn to accept or contract for any expressed or implied services. Furthermore, the City of Auburn reserves the right to award the contract to the next most qualified Vendor/Contractor if the selected Vendor does not execute a contract within thirty (30) days after the award of the proposal. Award of a contract requires approval of the Auburn City Council. All final agreements are contingent upon Council approval. EQUAL EMPLOYMENT OPPORTUNITY Disadvantaged, Minority, and Women’s Business Enterprises are encouraged to respond. The City of Auburn does not discriminate on the grounds of race, color, religion, national origin, sex, sexual orientation, age or handicap in consideration for an award.