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The City of Poplar Bluff, Missouri (herein after “City” or “Owner”) is currently seeking a design consultant (“Firm”) to provide the professional design services required for a New Police/Dispatch Center.
The proposed project will include:
1) A new 27,000 SF or smaller facility to house City Police and Dispatch functions on property located near the intersection of Highway PP and Shelby Road in Poplar Bluff, Missouri. Current size allocations are based upon similar facilities built in the State of Missouri within the last three years.
2) The total project budget has been set not to exceed $10,600,000 including $7,655,000 for ALL Construction, $350,000 for furniture and the remaining $2,595,000 for professional service fees, furniture, contingency, etc.
The Design Team will provide the following services:
- Needs Assessment and Space Programing
- Architectural and Interior Design
- Plumbing Engineering
- Electrical Engineering (including Short Circuit Study and Arc Flash Study)
- Fire Protection Engineering
- Structural Engineering
- Civil Engineering (for 3-5 acre site)
- Furniture inventory, planning, selection, estimating, specifying and procurement. The City is anticipates that furniture will be bid (based upon the design consultants bid documents) to local vendors.
- Low Voltage Design
? Audio Visual System
? Courtroom Systems
? Telecom and Data Backbone
? Wireless Systems
? Two Way Radio Reception and Communications
? 911 Dispatch Systems (see Exhibit B)
? Security design including perimeter entry, interior access, monitoring, holding cells and sally port systems.
- Landscape and Irrigation Design
- Signage Design: building, exterior and interior
- Specialty Estimates: Consultant to provide mechanical, electrical, plumbing, furniture, low voltage systems (see above) cost estimating. Owner’s Representative shall provide architectural, civil and structural cost estimating as well as total program budgeting.
- Public Agency Interface: All pre planning required for AHJ Approvals and permitting.
- Commissioning: Design team to provide specifications for all IBC Code required commissioning and provide the required third party field verification.
Services Not Required:
- Re Zoning
- LEED Certification (However the involvement of a LEED Accredited Professional on your team will be viewed positively)
- Environmental Abatement
- Traffic Studies
City Provided Services include:
- Owner Representation – Navigate Building Solutions
- Site Survey
- Geotechnical Services
- Telecom Services Contract
The selected design firm shall provide a standard AIA contract format with the attached OwnerArchitect contract provisions included (See Exhibit C). Any concerns with the provisions provided in Exhibit A must be noted, under a separate tab, in your RFQ response.
Shortlisted firms will be expected to prepare a final draft of their Owner-Architect contract, including proposed fees prior to the interview. However, only the top ranked firm (following the interviews) will be requested to submit their contract/fee proposal within 24 hours of notification.
Qualifications Submittal Specifics:
Submittals should be specific and with adequate detail to accurately define your Firm and its ability to provide professional services for the proposed scope of work. Particularly, discuss the following elements:
Provide a company profile including a brief history of the lead Firm. Include an organizational chart depicting all sub consultants proposed on the project. Clearly define the roll of each subconsultant tied back to each scope of service listed above. Provide a table listing the projects your Firm has completed with each sub consultant. Provide the following information on the lead Firm:
- Date, state and type of business organization
- Federal and State tax ID numbers
- Names of Owners, Principals and/or Officers
- Civil or criminal claims, judgments or suits within the last ten (10) years
- Evidence of the Firm’s financial wherewithal to complete the project
- The name, title, email address, mailing address and telephone number of the officer authorized to represent the Firm
Please complete, authorize and include the Prerequisite Form (Exhibit A)
On a separate page please list projects/references (maximum 3) that support each prerequisite. Include agency name, contact/reference information, project square footage, construction cost, year completed and who from your firm worked on the assignment.
Include a summary of the Lead Firm’s experience and qualifications designing Police/911 facilities. Please include information for each project listed/profiled including (date completed, description, size, cost, locations, key personnel and references). Please clarify projects that were new construction and those that were renovations. Emphasis should be given to projects performed using staff nominated as available for this project.
Include a summary of experience and qualifications for each subconsultant. Clearly identify which work was completed by subconsultants and which was completed by the lead firm.
Provide a staffing proposal with includes the names and resumes of the project manager and staff (including sub consultants) to be committed to the project. ONLY include resumes for staff that will have a specific and key role on this project. For each of the key personnel identify years in industry, education, years with your Firm (or sub consultant firm), their expected areas of responsibility, a list of previous experiences on similar projects, licenses/registrations and the office location where they reside.
Describe your Firm’s contingency plan to respond with appropriate back-up staff in the case of death, disability, illness or separation.
Describe your understanding of the project and approach to delivering the services requested. Furthermore, please provide a detailed schedule and narrative of how your Firm will accomplish the objectives set forth from notice to proceed to project completion. Clearly define the date you will contractually commit to issuing 100% Complete Construction Document (for inclusion in any forthcoming agreement between the Owner and your firm).
Provide references for the last five (5) clients (please list in order based upon contract date) that have utilized your Firm’s services. Also provide references for each project profiled in your qualifications. Please provide a list of any professional liability insurance claims made against your firm in the last 10 years.
All proposals submitted will be evaluated using the following criteria:
For consideration to be given to any proposal submitted pursuant to this RFQ, twelve (12) bound copies and one electronic copy must be received by 2:00 PM on Tuesday, February 4, 2020 at the following address:
City of Poplar Bluff
501 Vine Street
Poplar Bluff, MO 63901
Attn: City Manager – Police/Dispatch Center RFQ
No faxed, emailed, or late proposals will be accepted. The City will not be responsible for proposals placed in the mail which do not arrive by the deadline. Proposals received before the time of opening will be kept by the City Clerk securely and unopened. Proposals received after the deadline will not be considered.
At no time shall the Applicant, its agent, representatives or contracted personnel contact or otherwise communicate with Elected Officials. Doing so will be grounds for rejection.
All questions relating to the RFQ are to be emailed to the Owner’s Representative, Navigate
Building Solutions. The contact person at Navigate is Todd Sweeney
It is the intent of the City of Poplar Bluff to adhere to the following schedule for the selection of the Firm. However, the schedule may change at the Owner’s discretion.
All proposals submitted in response to this RFQ will become the property of the City and a matter of public record. The Applicant must identify, in writing, all copyrighted material, trade secrets, or other proprietary information that it claims is exempt from disclosure. Any Applicant claiming such an exemption must also state in this proposal that the applicant agrees to hold harmless, indemnify and defend the City and its agents, officials, and employees in any action or claim brought against the City for its refusal to disclose such materials, trade secrets or other proprietary information to any party making a request therefore. Any Applicant failing to include such a statement shall be deemed to have waived its right to an exemption from disclosure.
By submitting a proposal, the applicant offers to enter into the Contract, the form and content of which shall be agreed upon by both parties. The applicant’s proposal shall not be revocable for ninety (90) days following the response deadline indicated above. The City reserves the right to waive any defects in the offer of any vendor, to reject any or all offers, and to request additional information from any and all vendors.
If selected the Firm shall agree provide insurance with the coverage stated below:
General Liability: $1,000,000 Each Occurrence, $2,000,000 General Aggregate
The amounts of the general liability insurance to be secured by Architect shall at all times be in accordance with the amounts contained in RSMo. 537.610 or exceed said amounts, and as amended in the future, and it shall be Architect’s responsibility to ensure compliance with said statute.
Nothing contained herein will create any contractual relationship between the Owner and the firm submitting qualifications. Statements contained in the response of the successful firm may become part of the agreement for services.
Information received from each firm will become the property of the Owner. Information
submitted by the firm cannot be considered confidential.
Owner reserves the right to approve all assigned personnel and may require the firm to replace members of the project team as deemed necessary.
The owner, Principal, or Corporate Officer of the responding firm shall sign the response to the Request for Qualifications attesting that all the information provided is true.
The Owner reserves the right to accept or reject any or all qualifications and to waive any irregularities.
The Owner is not responsible for any costs incurred by any firm for any work performed relative to the preparation of the Response to this Request for Qualifications or subsequent negotiations of a contract for professional services.
As part of your cover letter, provide name, address, telephone and fax number, and e-mail address of the firm responding to this Request for Qualifications. Please designate a single representative or prime contact through whom the Owner may communicate at the firm.
The selected Firm shall agree to indemnify and defend and hold harmless the Owner, together with its employees, agents, and authorized representatives, from and against any and all losses, suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, reasonable attorney fees, costs and expenses of whatsoever kind or nature whether arising before or after completion of the work and in any manner directly or indirectly caused, occasioned or contributed to in whole or in part, by reason of any action, omission, fault or negligence whether active or passive of Firm, or of anyone acting under its direction or control or on its behalf in connection with or incidents to the performance of the Contract. Firm’s indemnity and hold harmless obligations shall apply to the fullest extent permitted by law.
EXHIBIT A – Project Prerequisites
Entity/Firm to be contracted directly by the City of Poplar Bluff.
Lead Firm staff member who will lead the design team and all subconsultants
throughout the duration of the project. This person is expected to be the Owners
direct point of contact and be at all project design meetings.
A new, ground up, building used for the purpose of housing Police/Sheriff and/or 911
Dispatch Station as specified below. Renovations or additions to existing buildings do
1) Has the Lead Firm proposing on this project served as the lead firm for another local or county government for the purpose of designing a New Police/Sheriff Facility? Y / N
2) Has the Lead Firm proposing on his project served as the lead firm for another local or county government for the purpose of designing a New 911 Dispatch Facility? Y / N
3) Has your proposed Project Manager led the design of a New Police, Sheriff, 911 Facility? Y / N
4) Has each proposed subconsultant been involved with a New Police, Sheriff or 911 Facility? Y/ N
I attest that the above responses are true and accurate. _______________________________
City of Poplar Bluff, Missouri
911 Dispatch: Technology Design Requirements
EXHIBIT B – 911 Dispatch: Technology Design Requirements
Architect shall provide all specifications, drawings, and coordination of the technical requirements for the 911 Dispatch facility. These design services include, but are not limited to:
? Cabling (LV and Structured Cabling Systems)
? PSAP floor layouts
? Data center design rack layouts, backbone distribution, horizontal and vertical cable management, pathways and spaces, terminations and labeling, certification.
? Platform to support all systems including building system automation, access control, intrusion detection, surveillance, fire alarm, panic/duress alarm
? Platform to monitor electric and mechanical systems, fire alarm, panic/duress, etc.
? Coordination of all elements into the bid documents
? Coordination with City service and equipment vendors, assessment of existing technology to determine what can be reused/relocated and what should be replaced/upgraded. Inventory and document all known systems. Assessment includes:
? Procurement support of electronic equipment racks, in-building reception, recorder, 911 console furniture and audio/visual systems
? Migration of key radio systems from current location at the community college to the new Police Station.
? Lead the development of transition plans with city vendors. Coordination of all City vendors scope with the bid documents identifying what the City vendors will provide and what the project bidders need to provide. Including relocation schedule for components, hardware, workstations, etc. and the cutover plan.
EXHIBIT C: Owner - Architect Contract Provisions
The following clarifications shall be made part of any Agreement made between the selected Architect and Owner.