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Bid Number: 001
Bid Title: Request for Qualifications - Professional Design Services
Category: City Hall
Status: Closed
Bid Recipient: City Clerk


General Information

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.


Project Description 

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.


Scope of Services

The Design Team will provide the following services:

-          Needs Assessment and Space Programing

-          Architectural and Interior Design


Mechanical Engineering 

-          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


Contract Format

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:


General Information and Sub Consultant Team Structure

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


Prerequisite Form

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.


Relevant Project Experience

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.  


Key Personnel Qualifications

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.


Project Understanding/Approach/Schedule

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).


Record of Performance / References

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.


Criteria for Selection 

All proposals submitted will be evaluated using the following criteria:

  • Professional and ethical reputation of firm and subconsultants
  • Prerequisites
  • Relevant project experience and key personnel qualifications
  • Project understanding, schedule and approach
  • Past record of performance with respect to quality of work and ability to meet schedules

Proposal Instructions

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.  

Contact with City Personnel

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

().  Addenda information shall be shared, as necessary, to all participants.

Proposal Schedule: 

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.


  1. Request for Qualifications - Issuance                              January 13, 2019
  2. Advertise                                                                               January 14, 2019
  3. Request for Qualifications – Responses Due                 February 4, 2020      
  4. Shortlist Notifications                                                          February 10, 2020 E. Interviews and Selection                                               February 17, 2020
  5. Final Contract / Fee Negotiations                                     February 18 – 28, 2020
  6. Council Approval and NTP                                                 March 16, 2020


Disposition and Disclosure of Proposals

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.

Expiration of the Proposal

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.

Miscellaneous Provisions

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.

                        Automobile Liability:             


                        Workers’ Compensation:  


                        Professional Liability:           


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




EXHIBIT A – Project Prerequisites


“Lead Firm”:  

Entity/Firm to be contracted directly by the City of Poplar Bluff. 

“Project Manager”:  

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.

“New Facility”: 

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


not qualify.



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.    _______________________________

                                                                                                Authorized Personnel







  City of Poplar Bluff, Missouri 

                                                                                                                                                                                  EXHIBIT B 

 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:

?  Grounding

?  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:

  • Console/Workstation Positions o CAD (Computer-aided Dispatch) o Protocol software o Phases (Administrative and 911)
  • Radio Consoles o Logging Recorder
  • Communications Cabling, and Antennas
  • Radio Interoperability o Emergency Power, ie: Generator, UPS, etc.
  • Audio-Visual Systems

?  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.


  1. To “Architect’s Responsibilities”, Add:  
    1. The Architect, in consideration of the Fee specified hereinafter, conveys and agrees to perform, in connection with this Project, with the assistance of competent registered professional staff and/or sub consultants including, but not limited to, architect, structural engineer, civil engineer, mechanical engineer, electrical engineer and any others as necessary, to complete the professional services as detailed herein or in any additional contract Attachments/Exhibits.


  1. The Architect is responsible for the coordination of all drawings and other design documents relating to the Architect’s project design, regardless of whether such drawings and documents are prepared by the Architect or by the Architect’s consultants.  If preliminary or design development work has been performed by others, the Architect is nevertheless fully responsible for and accepts full responsibility for such earlier work when the Architect performs subsequent phases of the Basic Services, as fully as if the preliminary, schematic, and design development work had been performed by the Architect itself.  The Architect is responsible for coordination and internal checking of all design documents and for the accuracy of all dimensional, layout and specified information contained therein, as fully as if each document were prepared by the Architect.   The Architect is responsible for the completeness and accuracy of all documents, including drawings and specifications, submitted by or through the Architect and for their compliance with all applicable codes, ordinances, regulations, laws and statutes.


  1. The Architect must prepare drawings, specification and other documents necessary so that the construction contract bid from a responsive, responsible bidding contractor will be within the Cost of Work (COW) currently defined as $7,655,000 and/or as defined by the last estimate agreed upon (in writing) by all parties prior to Project Bidding.  The Architect shall be responsible to redesign at its own expense to reduce scope to get within budget.


  1. For each design deliverable the Architect shall provide an estimate for the Mechanical, Plumbing, Fire Protection, Electrical, Low Voltage Systems (Audio Visual, Security, Voice/Data), Furniture, water element, specialty park amenities and possible playground scopes of work.  Furthermore, the Architect shall collaborate with and review Navigate Building Solutions estimates of the civil, structural and building scope of services.   The Architect may, at its own expense, prepare independent estimates of the COW if deemed necessary.   


  1. To “Scope of Architect’s Basic Services”, Add:  
    1. Architect shall review and approve contractor submittals.  
    2. Architect shall review and respond to RFI’s.  


  1. For Competitive Bidding Phase Services, Add:
    1. The Architect shall attend and assist with a pre-bid conference for prospective bidders, and attend and assist with the opening of bids, and subsequently documenting and distributing bidding results, as directed by the Owner.  


  1. Under ‘Changes in the Work’, Add:
    1. Preparation of Change Orders which are not initiated by the Owner shall be included as a basic service, at no additional cost to the Owner, unless the Owner, in its reasonable discretion, agrees to additional compensation for good cause shown by the Architect with the Contract Documents.  


  1. Under ‘Basic Services’, Design and Construction Phase Services Shall include the following as the responsibility of the Architect:   
    1. Needs Assessment and Space Programing
    2. Architectural and Interior Design
    3. Mechanical Engineering 
    4. Plumbing Engineering 
    5. Electrical Engineering (including Short Circuit Study and Arc Flash Study)
    6. Fire Protection Engineering 
    7. Structural Engineering
    8. Civil Engineering (for 3-5 acre site) 
    9. 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. 
    10. Low Voltage Design 
    11. Audio Visual System
    12. Courtroom Systems
    13. Telecom and Data Backbone iv. Wireless Systems
      1. Two Way Radio Reception and Communications
      2. 911 Dispatch Systems (see Exhibit B)
      3. Security design including perimeter entry, interior access, monitoring, holding cells and sally port systems.  
      4. Landscape and Irrigation Design 
      5. Signage Design: building, exterior and interior 
      6. 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. 
      7. Public Agency Interface: All pre planning required for AHJ Approvals and permitting.
      8. Commissioning: Design team to provide specifications for all IBC Code required commissioning and provide the required third party field verification.


  1. Under ‘Architect’s Additional Services’, the following limits shall be reached before Additional Services can be requested: 
    1. Maximum of three (3) reviews of each Shop Drawing, Product Data item, sample and similar submittals of the Contractor
    2. Bi-weekly visits to the site by the Architect during construction
    3. Maximum of two (2) inspections for any portion of the Work to determine whether such portion of the Work is substantially complete in accordance with the requirements of the Contract


  1. Two (2) inspections for any portion of the Work to determine Final Completion


  1. Under ‘Cost of the Work’, revise the following statement as such:  
    1. The Cost of the Work does not include the compensation of the Architect or NAVIGATE Building Solutions; the costs of the land, rights-of-way, financing, or other costs that are the responsibility of the Owner.


  1. Under ‘Copyrights and Licenses’, replace all other language with the following:  
    1. All right, title and interest, including all rights under federal and state copyright and intellectual property laws in the Drawings, Specifications and other documents prepared by the Architect for this Project (collectively “Instruments of Service”) and the electronic methods of reproducing such documents are hereby conveyed, assigned and transferred by Architect and its consultants to Owner.  Owner shall retain legal title to such Instruments of Service, whether or not the project for which they may be made is completed, provide that the Architect has been paid for all compensation due under this agreement for the services completed by the Architect.  No further compensation shall be due to the Architect for Owner's use of the Instruments of Service, whether during performance of this Agreement or after its termination or completion.  Except as described below, Owner may use the Instruments of Service for any purpose.  Owner agrees not to sell the Instruments of Service to others under any circumstances, and to hold harmless the Architect for any re-use of the Instruments of Service by Owner, provided that the Architect is not the Architect of Record for the re-use and the reuse is not for maintenance, repair or operation of the Owner’s Facility.  All Instruments of Service, including series in electronic form, shall be furnished to the Owner in a format requested by Owner, including electronic format.


  1. The Owner shall not pay any unearned fee if the Owner terminates this Agreement.  


  1. This Agreement shall terminate one year from Final Completion (Not Substantial Completion).  


  1. Under Reimbursable Expenses, Add: 
    1. Architect shall provide Owner with two full size and one-half size sets of documents at each design milestone.
    2. Architect shall provide to Navigate Building Solutions one half size set of documents at each design milestone.  
    3. Anticipated Design Milestones are: Schematic Design, Design Development, 50% Construction Documents, 100% Construction Documents.  


  1. Under Reimbursable Expenses, Add: 
    1. For Reimbursable Expenses the compensation shall be the expenses incurred by the Architect and the Architect’s consultants plus zero percent ( 0  %) of the expenses incurred.  Total Reimbursable Expenses shall not exceed $10,000.


    1. To the fullest extent permitted by law, Architect, its successors, assigns and guarantors, shall defend, indemnify and hold harmless City of Poplar bluff, its agents, representatives, officers, directors, officials, employees and Navigate Building Solutions from and against all allegations, demands, proceedings, suits, actions, claims, damages, losses, expenses, including but not limited to, attorney fees, court costs, and the cost of appellate proceedings, and all claim adjusting and handling expense, related to, arising from or out of, or resulting from any negligent or intentional actions, acts, errors, mistakes or omissions caused in whole or part by Architect relating to work or services in the performance of this Contract, including but not limited to, any Subcontractor or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable and any injury or damages claimed by any of Architect’s and Subcontractor’s employees.


  1. Insurance provisions set forth in this agreement are separate and independent from the indemnity provisions of this paragraph and shall not be construed in any way to limit the scope and magnitude of the indemnity provisions. The indemnity provisions of this paragraph shall not be construed in any way to limit the scope and magnitude and applicability of the insurance provisions.




  1. General Liability: $1,000,000 Each Occurrence, $2,000,000 General Aggregate
  2. 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.
  3. Automobile Liability:                       $1,000,000
  4. Workers’ Compensation:              $1,000,000
  5. Professional Liability:                      $3,000,000
  6. Certificate - Evidence of Insurance: Prior to commencing any work or services under this Contract, Architect shall furnish City of Poplar bluff with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Architect’s insurer(s) as evidence that policies are placed with acceptable insurers as specified herein and provide the required coverage’s, conditions, and limits of coverage and that such coverage and provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Poplar bluff shall reasonably rely upon the Certificate of Insurance as evidence of coverage but such acceptance and reliance shall not waive or alter in any way the insurance requirements or obligations of this agreement. If any of the above-cited policies expire during the life of this Contract, it shall be Architect’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates shall specifically cite the following provisions:


  1. City of Poplar bluff, its agents, representatives, officers, directors, officials and employees                shall be named an Additional Insured under the following policies:                                            a. Commercial General Liability
    1. Auto Liability
    2. Excess Liability - Follow Form to underlying insurance.


  1. Architect’s insurance shall be primary insurance as respects performance of subject            contract.


  1. All policies, except Professional Liability insurance, waive rights of recovery (subrogation) against City of Poplar bluff, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Architect under this Contract.


  1. Certificate shall cite a 30-day advance notice of cancellation provision. If ACORD Certificate of Insurance form is used, the phrases in the cancellation provision “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” shall be deleted. Certificate forms other than ACORD form shall have similar restrictive language deleted.


Publication Date/Time:
1/14/2020 9:00 AM
Publication Information:
Request for Qualifications Design Services New Police/Dispatch Center
Closing Date/Time:
2/4/2020 2:00 PM
Submittal Information:
twelve bound copies and one electronic copy - sealed bids
Bid Opening Information:
City Hall 2:00 p.m.
Contact Person:
City Manager Mark Massingham (573) 785-7474
Business Hours:
7:30 a.m. to 4:30 p.m.
Related Documents:

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