Okaloosa County BOCC — September 3, 2013 — RFQ-CRESTVIEW COURTHOUSE Renovate (11-05-13) — reading text

available for use by the Owner for future additions, alterations and remodeling to any structure that is subject to this project. The Design/Builder, the Architect and other providers of professional services shall be permitted to retain copies of the drawings, specifications and electronic data for informational purposes and reference in connection with the Owner’s use and occupancy of the project. The Design/Builder shall not use the drawings, specifications or electronic data for any other projects, except by Owner’s prior written approval. The Design/Builder, the architect and other providers of professional services on this project shall not be held liable for any changes or modifications to the drawings and specifications made by the Owner after termination of this agreement. After successful completion of this agreement, the Owner shall retain possession of the drawings and specifications as provided herein and shall be entitled to use of the drawings, specifications, and electronic data furnished by the Design/Builder without the written permission of the Design/Builder. Last Revised – 10/18/2013 Page 4 INTRODUCTION/SCOPE OF WORK – The Okaloosa County Board of County Commissioners is soliciting Statements of Qualifications from interested firms detailing their technical and financial qualification to design and construction all work required to renovate the Okaloosa County Courthouse located at 101 James Lee Boulevard, Crestview, FL. Renovations will involve internal modifications and/or additions to the existing building to support court operations, the functions of staff, and update the building to comply with all Federal, State and local codes. Modification/Replacement of the Building Safety System, including the fire sprinkler system and Fire Alarm System may be required and is to be included if required. The successful contractor will be required to replace any windows or doors that are not in compliance with the local area wind load requirements. The entire complex is required to be ADA compliant. All necessary internal and external signage is to be included. The successful proposer will be responsible for field measurements of all existing space and analyze space for any limitations. They will include analysis of structural components, window/door locations, handicap accessibility, parking considerations, plumbing services, electrical services, HVAC requirements and building system accessibility. The successful proposer will be required to participate in meetings with each user group which will occupy the remodeled facility to determine the space size and use requirements. The proposer selected to be the DBC will be required to sign a security letter (attached) before obtaining a copy of the plans for the Crestview Courthouse. The successful contractor will be responsible for removing all construction debris and ensuring a safe work environment. Construction Phase Services – The Crestview Courthouse is almost fully occupied with a robust calendar of court activities taking place on a daily basis. Some, most, or all construction phase activities must take place after normal business hours. Actual work hours may be anytime between 6:00 pm and 7:00 am daily. The specific work hours allowed must be negotiated with the owner’s representative, Mr. Donald L. Turner, the Facilities Maintenance Director. This is to ensure that construction activities do not disturb court activities. No change order will be allowed for any work done outside of normal business hours; therefore, all bidders are advised that any costs associated with working non-traditional shifts must be included in bidders’ base bid. A complete construction schedule and GMP for the project shall be submitted by the DBC and approved by the county in writing prior to the beginning of the construction phase. Last Revised – 10/18/2013 Page 5 EVALUATION/SELECTION OF PROPOSALS – A Selection Review Committee appointed by the Board of County Commissioners will evaluate all proposals received and: 1. Prepare an alphabetical listing of those proposers determined to be interested and available. Evaluate the proposals meeting minimum submission criteria based upon qualifications and conduct discussions with those firms deemed to be the most highly qualified to provide the services required. Each of the firms will be required to execute the Truth-In-Negotiation certificate as defined in Florida Statutes 287.055. Selection as best qualified will be based on the following considerations: a. Responsiveness of the proposal clearly stating an understanding of the work to be performed for the County. b. Firm’s reputation and competence, including technical education and training, experience in similar type projects, availability of adequate personnel, equipment and facilities and the extent of repeat business of the firm. c. Current workload. d. Financial responsibility. e. Ability to observe and advise whether plans and specifications are being complied with. f. Past record of professional accomplishments. g. Previous experience with Okaloosa County Board of County Commission. h. Familiarity with the proposed project area. i. Qualifications of personnel assigned to the program. j. Experience with programs similar in size and scope to those herein proposed. k. Firm’s capability to meet schedules. l. Willingness to meet time and budget requirements. m. Geographic location of the firm, including permanent office of staff and project management team. 2. Review of all proposals received will proceed as follows: a. The Selection Committee will review all written documents submitted. b. The committee’s ranking of prospective firms shall be based on the firm’s capabilities, ability, and adequacy of personnel, past record, recent experience, current workload and location of the firm or individual as provided in the submittal. c. The Selection Committee may call for presentations by the top ranks firms. Last Revised – 10/18/2013 Page 6  3. Negotiations between the Selection Committee, or the Committee Designee, and the priority vendors (the vendors ranked highest on the Board approved short list) that will proceed as follows: a. Negotiations will be held with the 1st vendor on the priority list. b. If no tentative agreement can be reached with the 1st vendor, then negotiations will commence with the 2nd vendor on the short list. c. If no tentative agreement can be reached with the 2nd vendor, then negotiations will commence with the 3rd vendor. d. If no tentative agreement is reached with the 3rd vendor, then the Committee shall return to the Board to report such and recommend that a new short list be established from among the other proposals submitted. If for any reason, said procedure is not feasible, the Committee shall seek direction from the Board as to how to proceed further. 4. Presentation of the tentative agreements by the Selection Committee to the Board for approval. The Executive Summary shall inform the Board as to the terms, conditions, and costs associated with the contracts. 5. Upon approval of the agreement by the Board, execution of a formal written agreement prior to commencement of the work associated with the contract. 6. Direct contact one-on-one with the Committee members or the Board of County Commissioners is not allowed. Selection will be on the basis of professional qualifications and experience. Failure to comply with this requirement can result in disqualification. a. The Selection Review Committee will evaluate and rank all proposals meeting the minimum submission requirements and enter into formal negotiations with said firms. Firms will be notified of dates and times of any interviews. PROPOSAL OPENING – Names of firms that submit a proposal on or before the dealing specified herein shall be available to the public once the submittal deadline has passed. It is the proposer’s responsibility to assure that his proposal is delivered at the proper time and place. Offers by telegram, facsimile or telephone are NOT acceptable. Note: Crestview, Florida is “not a next day guaranteed delivery location” by delivery services. Last Revised – 10/18/2013 Page 7  --- EXAMPLE --- CRESTVIEW COURTHOUSE FLOOR PLANS – SECURITY LETTER Dear Requestor: Please be advised that the documents you have requested are protected under provisions of the Homeland Security Act. Since secure governmental operations are conducted at the Shalimar Annex, the facility may become the target of foreign or domestic terrorists who would seek to do harm to the persons inside. Okaloosa County is providing you a package of documents that includes pages of plans for the Crestview Courthouse with the following limitations on their use. While in possession of the floor plans for the courthouse: 1. You will restrict access to only those persons directly involved in the design and cost estimate on the project. 2. While in your custody, the documents will be safeguarded at all times to prevent access to or viewing by unauthorized individuals 3. You may not publish any portion of the plans in any internal or external media or communications. 4. You may not reproduce the documents without expressed written consent from the documents’ custodian, the Okaloosa County Facilities Maintenance Director. 5. You may not distribute the documents to any person or firm for any reason without expressed written consent from the documents’ custodian, the Okaloosa County Facilities Maintenance Director. 6. Once the proposal has closed for the project, all copies of the documents will be returned to the document custodian within ten (10) business days via the Okaloosa County Purchasing Department. 7. Violation of these terms may result in prosecution under the Homeland Security Act of 2002 and its revisions. By signing below you are agreeing to the terms and conditions herein described. Signed in Agreement by: Signature Date Firm Name Last Revised – 10/18/2013 Page 8  SPECIAL CONDITIONS 1. Construction Cost - The construction price shall include all equipment, labor, materials, permit(s), freight, taxes, required insurance, Public Liability, Property Damage and Workers' Compensation, etc., to cover the finished work called for. 2. Applicable Laws and Regulations - The proposers attention is directed to the fact that all applicable state laws, county municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over project shall apply to the proposal throughout, and they will be deemed to be included in the contract the same as though they are written out in full herein. Special attention shall be applied to ensure that the building and all modifications to it are compliant with the current ADA codes for Florida courts. 3. Protection of Work Area -