RFQ Owners Rep, Bus Stop Construction Swan Meadow Village
| Agency: | Summit County |
|---|---|
| State: | Colorado |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Oct 2, 2023 |
| Due: | Nov 3, 2023 |
| Solicitation No: | 100220232 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
100220232
|
| Bid Title: |
RFQ Owners Rep, Bus Stop Construction Swan Meadow Village
|
| Category: | Transit |
| Status: | Open |
|
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Attachment Preview
REQUEST FOR QUALIFICATIONS (RFQ)
for
SWAN MEADOW VILLAGE BUS STOP BUILDING PROJECT
October 02, 2023
Solicitation #100220232
Proposals Due:
November 03, 2023, by 4:00pm MST/MDT
Overview
Summit County Government (“County”) is soliciting responses from qualified firms (Contractor) to provide services
for the Summit County Transit Department and hereby invites candidates interested in providing Owner’s
Representative, Administrative, Procurement, Compliance, Administration and Project Management (Owner’s Rep)
Services to submit a response to this Request for Qualifications (RFQ) in connection with the Swan Meadow Village
Bus Stop Building Project in Summit County Colorado.
The County proposes to retain a highly qualified, capable firm(s) to act as the Owner’s Rep responsible for design
finalization, contractor solicitation/selection, preconstruction, construction and facility commissioning phases of the
project. The candidate will be responsible for finalizing design drawings, submitting and finalizing local regulatory
documents/permits, advertising for and selecting contractors, meeting local/state compliance requirements/deadlines
and creating/coordinating a complete project phasing plan, schedule and budget to complete the project timely and
within budget in accordance with the guidance provided in this RFQ and the resulting contract for services between
the Contractor and the County. It is envisioned that a successful Owner’s Rep will include specialization in the areas
of architectural/engineering, planning and project management and cost estimating with demonstrated experience in
designing and building public transit facilities.
It is envisioned that this facility will provide a loading/unloading area for up to two 40-foot transit vehicles while
providing passenger queueing for up to four passengers. The property is intended to be routinely accessed by the public
as well as transit routes, a public bus stop and travelers using multiple modes of transportation such as automobiles
and bicycles.
The anticipated budget for this building project is between $135,000 and $200,000. The County shall use funds
generated by local sales taxes to complete this project as more fully described below. At the time of this RFQ, the
Summit County Transit Board has approved this project which will support the goals of the Summit County
Commission and the Summit County Transit Board to reduce greenhouse gases and provide quality, dependable,
multimodal, mass transit services.
Copies of the request are available at www.SummitCountyCO.gov under ‘Responses & Proposals’ or by request at
the County Transit Department Office. Contact Chris Lubbers, Transit Director for additional project information at
chris.lubbers@summitcountyco.gov
Scope of Services
Contractor shall furnish all labor, transportation, and incidentals necessary to perform the Owner’s Rep services.
Work shall be completed as set forth in a contract for this project to be negotiated with the County based upon the
Contractor’s written proposal. Oversight of the Owner’s Rep services will be provided by the Summit County
Transit Department.
The services will consist of preparing/completing the preliminary and final design/planning documents needed to
obtain application approval, building and grading permits, and detailed construction documents for all phases of the
project. The services will also consist of project management and Owner’s Rep services which include cost
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estimation and procurement management as well as coordination with regulatory agencies throughout the entire
project.
All construction and design shall follow local development codes and related building codes. Particular emphasis
should be placed on innovative, sustainable and cost-effective design and construction methods that demonstrate
environmental soundness, neighborhood compatibility and access to current and future modes of transportation.
The County desires this development to be energy efficient and environmentally sustainable in all aspects of its
design and operation.
Specific construction methodology has not yet been determined and the Contractor will be expected to provide
options, recommendations and accordingly, justification for its recommendations of construction methodology and
best practices. The Contractor will be responsible for the quality and timeliness of work of all contractors as well
as the accounts payable, accounts receivable, regulatory compliance and budget adherence functions of the project.
The Owner’s Rep Scope of Work will generally consist of the following:
General Requirements - The Contractor will be expected to provide a full range of architectural, engineering, cost
estimating, accounts payable, accounts receivable, budget management, regulatory compliance, project
management, work quality and timeliness responsibilities at all levels. The services shown below are not to be
considered the final scope of work. The final scope of work will be determined between the selected candidate and
the County. The Contractor will commit to managing design teams and contractors and organizing public entities
in a manner that achieves the project priorities, goals and expectations.
Meetings and Public Relations – The Contractor should expect to plan and preside over all planning and construction
meetings throughout the project held inside and outside of normal business hours with a variety of audiences
including residents, business owners, public agencies and others during the project.
Compliance Management – The Contractor will manage all compliance tasks for the project through to completion.
This includes federal, state and local regulatory agency compliance and financial administration. Accordingly,
contractor selection and purchases must be in compliance with FTA guidance.
At all levels of design and construction, the Contractor will be required to provide detailed plans and cost estimation
to governing agencies for all components of the project. A status set of plans will be made available to the County
for review as the Contractor prepares submittals to the appropriate agencies, utility companies, and affected property
owners. The Contractor will coordinate the identification of rights-of-ways and easements, if applicable, and
complete the preparation of right-of-way/easement exhibits and plans as required by local governance.
Document Review & Estimating – Contractor shall conduct ongoing pricing exercises to advise the
design/construction teams on design decisions and best practices that ensure the project stays within budget and on
schedule. In addition, milestone cost estimates will be required at the conclusion of Schematic Design and during
Design Development if needed; with a detailed report in which cost comparisons are easily understood. Detailed
estimate reporting will be required to be reviewed and approved before proceeding to the next level of design.
Therefore, timely reporting will be essential.
Value Analysis & System Analysis – System Analysis for major building systems and Value Analysis for
cost-saving or value enhancements will be required. A trend log, including potential alternates and value
engineering, shall be managed and communicated by the Contractor to the design/construction teams.
Constructability Reviews – The Contractor shall perform and/or oversee periodic constructability reviews during
the design development phase through construction document phase. These may include review of construction
assemblies, materials, lead time, architectural details, schedule impacts, sequencing and site limitations.
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Procurement and Pricing – All work shall be competitively advertised and shall be presented to the County for final
acceptance. Contractor shall provide to the County any cost increases or decreases as they select local contractors.
Schedule – Contractor will coordinate with design/construction teams to establish a detailed project schedule
identifying long lead items and critical path activities. Contractor shall manage the project schedule and
communicate a 1-week strategy as well as a 3-week look ahead every week and provide updated full project
schedules monthly with each of the design/construction teams. Contractor will routinely recommend adjustments
to the schedule and budget to maximize the positive impact to the Project. Contractor will utilize innovation and
manage risk to recover funds to reinvest in the project.
Financial – Contractor is responsible for the construction budget and will provide weekly budget updates to the
County and Design/Construction Teams. Pay applications will be provided per the contract in a timely fashion. A
change order control system shall be provided to advise the teams of potential added costs and shall be reviewed on
a weekly basis. Contractor will be responsible for all budgeting forecasting, accounts payable, accounts receivable,
local funding requests and financial reporting to the County.
Submittals – Contractor shall institute a reasonable submittal process in consultation with design/construction
teams; and facilitate timely reviews and responses. The Contractor will work with the County and
design/construction teams to create and manage an ongoing site staging and work plan while meeting the
requirements and deadlines of regulatory agencies.
Documentation and Administration – Contractor shall maintain and provide as required, all construction related
documentation such as RFI’s, submittals, schedules and inspections, submittal reviews and continuous full time
field inspections for the project. Similarly, Contractor shall provide local, state and federal regulatory agencies with
all necessary documentation including but not limited to solicitations, proposals/responses, selection, contracting
and purchases. The Contractor may also be required to produce “as constructed” drawings at the completion of the
project. All documents shall also be kept securely in PDF format. All material submitted at the completion of the
project shall become property of Summit County.
Quality – Quality of the project and all resulting work product is the Contractor’s responsibility whether or not a
Construction Manager/General Contractor is present.
Collaboration and Communication – Contractor shall foster collaboration, communication, and partnerships among
community members and stakeholders as required throughout the project. Contractor shall leverage partnerships
with stakeholders to maximize opportunity for the incorporation of innovation throughout the Project.
Completion & Warranty – Contractor will be responsible for close-out and warranty services in accordance with
each contract for services. Contractor will manage design/construction teams to proactively and efficiently close
out the project at completion. Contractor will provide warranty requests to the County and respond appropriately
and timely to such requests. A warranty walk shall be included in Contractor’s services, along with warranty-related
corrective work following the walk.
Utility Coordination - Contractor will manage utility coordination with the various utility providers with assistance
from the County as needed. Contractors should be aware that all utilities will be provided directly from each utility
provider. All utility conflicts must be identified, and relocation/removal plans must be coordinated through the
appropriate utility companies.
Required Availability of Key Personnel - The Contractor shall make Key Personnel available to complete the
services of the contract at the level the Project requires. County requires that all Key Personnel be engaged to
perform their specialty for services required by this contract, and the Key Personnel shall be retained for the life of
this contract to the extent practicable and to the extent that such services maximize the quality of work hereunder.
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Date and Time of Service
Service will be performed on an ongoing daily basis beginning at contract execution and continue until final facility
commissioning and grant closeouts are complete. Service will be performed on a regular daily schedule as well as the
potential to work during weekends, holidays and non-traditional business hours if the project requires. The potential
schedule and availability of personnel should be included in contractor's written proposal.
Indemnification and Insurance
Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses
arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising
out of the performance of services by Contractor. No later than seven (7) days following the execution of an
Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with
certificates of insurance evidencing the types and amounts of insurance specified below:
a. Worker’s Compensation and Employer’s Liability:
i. Worker’s Compensation must be maintained with the statutory limits.
ii. Employer’s liability is required for minimum limits of:
$1,000,000 Each Accident
$500,000 Disease Policy
$1,000,000 Disease Each Employee
b. Commercial General Liability:
i. $1,000,000 Each Occurrence
ii. $2,000,000 General Aggregate
iii. $2,000,000 Products Completed Operations Aggregate
c. Automobile Liability: Contractor will maintain business auto liability coverage covering liability
arising out of any auto (including owned, hired and non-owned autos) used in the performance of
services under this Agreement.
i. $1,000,000 Combined Single Limit Each Accident
Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written
approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be
provided to the County upon request. With regard to all insurance, such insurance shall:
• Be primary insurance to the full limits of liability herein before stated and, should County have other valid
insurance, County insurance shall be excess insurance only; and
• Not cancelled without thirty (30) days prior written notice to the County.
Proposal Format
Qualifications and methods for performing services outlined in this RFQ shall be clearly stated to allow the
County to effectively evaluate each proposal. A potential daily schedule of services as well as plans and strategies
to satisfy all of the responsibilities of the Owner’s Rep should be included.
Refinements and Improvements
Applicants should feel free during the proposal submission process to provide any suggestions or comments that might
be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not
committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this
work.
The following pages contain the RFQ instructions and the County’s requirements.
Part I - ADMINISTRATIVE INFORMATION
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A. Issuing Officer
This RFQ is issued by the Summit County Transit Department. For questions, please contact Chris Lubbers, Transit
Director at chris.lubbers@summitcountyco.gov
B. Purpose
This RFQ provides prospective contractors with sufficient information to prepare and submit proposals for
consideration by the County. To be considered responsive, each candidate must provide a complete narrative of their
qualifications that would ensure the completion of the building project outlined in the RFQ.
C. Scope
This RFQ contains the instructions governing the proposals to be submitted and the materials to be included therein.
These are mandatory requirements that must be met to be eligible for consideration.
D. Scheduling
Proposals must be submitted via email to chris.lubbers@summitcountyco.gov to the Transit Department by
November 03, 2023, no later than 4:00pm MST/MDT. The proposal should outline a potential schedule for
commencement of service to be negotiated during contract negotiations.
E. Inquiries and Questions
Prospective applicants are welcome to make inquiries and ask questions concerning the RFQ to obtain clarification of
the requirements or schedule a site visit to the properties. Direct all inquiries to:
Chris Lubbers, Transit Director
Summit County Transit Department
chris.lubbers@summitcountyco.gov
Time Schedule:
October 02, 2023 - Request for Qualifications publicly advertised and posted on county website
October 11, 2023 - Deadline for all questions
October 13, 2023 - All questions, comments and responses to questions posted by the County at Bids & Proposals
on www.SummitCountyCO.gov
November 03, 2023 - Proposals must be submitted via email to chris.lubbers@summitcountyco.gov no later
than 4:00p.m. MST/MDT
Week of November 06 through 10, 2023 - Interview with proposers if deemed necessary by the County
Week of November 13 through 17, 2023 – Anticipated contract negotiations
November 30, 2023 – Anticipated notice of award and unsuccessful respondent email to all proposers
Questions can be sent via email to: Chris Lubbers, chris.lubbers@summitcountyco.gov
F. Instructions for Submission of Proposals
It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with
appropriate text in the email subject line and text in the top few lines of the body of the email:
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