request for proposal architectural and engineering ...gov.findrfp.com/docs/19001_a-e.pdf ·...

ST. CROIX COUNTY, 1101 CARMICHAEL ROAD, HUDSON, WI 54016

REQUEST FOR PROPOSAL

ARCHITECTURAL AND ENGINEERING SERVICES

FOR

ST. CROIX COUNTY

9-1-1 DISPATCH CENTER

AND

EMERGENCY OPERATIONS CENTER

Important RFP Dates

Pre-Submittal Conference February 20, 2013, 2:00 PM

Completed Request For Proposal Due February 28, 2013, 4:00 PM

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

Description Page

I. Invitation ............................................................................................................... 1

II. Form of Proposals ................................................................................................. 2

A. Scope of Work .............................................................................................. 2

B. Previous Similar Experience ......................................................................... 2

C. Personnel ....................................................................................................... 2

D. Use of Consultants ........................................................................................ 2

E. Familiarity with City Offices and Requirements .......................................... 3

F. Cost of Services ............................................................................................ 3

G. Cost of Bid .................................................................................................... 3

H. Insurance ....................................................................................................... 3

1. Commercial General Liability............................................................... 4

2. Worker’s Compensation ........................................................................ 4

3. Comprehensive Automobile Liability ................................................... 4

4. Umbrella ................................................................................................ 4

5. Professional Liability ............................................................................ 4

6. Additional Insurance ............................................................................. 5

III. Inclusionary Concepts .......................................................................................... 5

A. Pre-Submittal Conference ............................................................................. 5

B. Rejection of Proposals .................................................................................. 5

C. Evaluation of Proposals ................................................................................ 5

D. Equal Employment Opportunities ................................................................ 6

E. Hold Harmless............................................................................................... 6

F. Completion Time .......................................................................................... 7

G. Project Schedule ............................................................................................ 7

H. Contract ......................................................................................................... 7

I. Exceptions ..................................................................................................... 7

J. Alternates ...................................................................................................... 8

K. Drawings and Documents ............................................................................. 8

L. Project Director’s Decision ........................................................................... 8

M. Suspension of Work/Termination for Breach ............................................... 8

N. Document of Precedence .............................................................................. 9

O. Force Majeure ............................................................................................... 9

P. Governing Law ............................................................................................. 9

Q. Additional Information ............................................................................... 10

IV. Scope of Work .................................................................................................... 11

A. Project Description ...................................................................................... 11

B. Service Requested ....................................................................................... 11

C. Background ................................................................................................. 11

D. Base Project Phase I .................................................................................... 12

1. Expansion of the 9-1-1 Center ............................................................ 12

2. Relocation of the E.O.C. ..................................................................... 13

Attachment A ...................................................................................................... 14

9-1-1 & EOC Center RFP 1

I. INVITATION: St. Croix County, WI (hereinafter referred to as the buyer) makes

this request for proposal (hereinafter referred to as the RFP) in order to select a

Design Consultant (hereinafter referred to as the bidder) who will provide

Architectural and Engineering Services for the expansion of our existing

Emergency Communications Center (9-1-1), relocation of Administrative Support

offices and the establishment of an Emergency Operations Center within the

physical confines outlined within the “Scope of Work” section of this RFP.

The buyer will consider incomplete any bid not prepared and submitted in

accordance with the provisions herein outlined and may reject any or all bids as

deemed in the best interests of the buyer. Any bid may be withdrawn by the bidder

prior to the scheduled time for the opening of bids or authorized postponement

thereof. Any bid received after the closing time for submitting bids will be returned

to the bidder unopened. No bids may be withdrawn for a period of ninety (90)

calendar days after the date of bid opening. Negligence on the part of the bidder in

preparing the bid confers no right to withdraw the bid after the scheduled time for

bid opening.

Prior to bid opening, changes may be made provided the change is initiated by the

bidder or authorized agent. If the intent of the bidder is not clearly identifiable,

interpretation most advantageous to the buyer will prevail.

Design Consultant Firms must submit six (6) sealed copies of their proposals to St.

Croix County, labeled:

St. Croix County Emergency Support Services

Request for Proposals

Architectural and Engineering Services

St. Croix County 9-1-1 and E.O.C.

1101 Carmichael Rd.

Hudson, WI 54016

The submittal must be made by or before 4:00P.M. CST, February 28, 2013


II. FORM OF PROPOSALS: Proposals should contain the following sections and

appendices.

A. Scope of Work: Based upon the “Scope of Work”, the bidder shall describe

their understanding of the Project and their approach to providing full

Architectural and Engineering services, including their approach to

accomplishing “Leadership in Energy and Environmental Design (LEED®).

B. Previous Similar Experience: This section should identify similar projects

involving multi-use Emergency Operations Center Design and Emergency

Communication Center design concepts and projects for which the proposing

firm has provided design, construction administration and inspection services.

In addition, the bidder shall identify related experience involving LEED®

building standards. The bidder shall have experience in the field of sustainable

building design and a demonstrated ability to comprehensively integrate the

concept of “sustainability” into the Project. The bidder shall provide

documentation that demonstrates experience relevant to the specification of

this RFP, include specialized knowledge and expertise in as many of the

following areas of sustainable design as possible: environmentally sound site

design and planning, sustainability performance standards for the existing

building, energy efficiency, indoor air quality, environmentally sound

materials, construction waste management, OSHA required specifications for

the workplace, fire suppression systems conducive to an electronics and

employee filled environment and low maintenance design and materials. The

projects listed should include references with name, title, date and phone

together with the approximate cost per square foot of space.

C. Personnel: This section should include resumes from all proposed bidder team

members and indicate the number of staff available within the firm and/or sub-

consultant’s firm, for work on this Project. The bidder’s team shall include

LEED®

Accredited Professionals. The bidder shall assign and identify an

experienced Project Manager and Team Leader who are experienced in multi-

phased design to the Project, who will be responsible for all aspects of service

delivery including the qualitative requirements of LEED® building standards.

The resumes shall identify discipline, level of expertise and years of

experience in areas of specialty.

D. Use of Consultants: This section should provide a list of consultants, which

the bidder intends to utilize on the Project. Clear indication of previous

associations with those consultants as well as the consultant’s experience and


their intended participation should be included with the consultant’s

commitments to LEED® building standards shall be emphasized. The bidder

shall make and document every reasonable effort to include certified small

businesses, including companies owned by women and minority persons as

part of their Design Team.

E. Familiarity with City Offices and Requirements: This section should

clearly describe the familiarity with the City of Hudson and St. Croix County

departments and agencies with which the bidder shall be required to

coordinate. The project is located within the City of Hudson, therefore; all city

and county ordinances and regulatory requirements must be met. The bidder

shall clearly describe any previous experience working with the City of

Hudson and St. Croix County.

F. Cost of Services: This section shall provide a detailed breakdown of the cost

of services anticipated to perform the work as described herein and as outlined

in “Scope of Work”. Each phase of service shall be priced separately and

should include hourly rates, reimbursable expenses and detailed explanation of

cost determination. Specifically, the bidder shall identify (as a base fee) those

costs related to providing basic services and specifically identify those

additional costs related to LEED®. Total fee for the costs of services will be

on a lump sum, not-to-exceed basis. The cost of services shall include an

hourly rate schedule. The base fee shall include fees for program development

and conceptual design.

G. Cost of Bid: This invitation to bid does not commit the buyer to pay any costs

incurred by any bidder in the submission of a bid or in making necessary

studies or designs for the preparation thereof or for procuring or contracting

for the items to be furnished under the invitation to bid.

H. Insurance: The successful bidder, upon execution of contract with buyer shall,

at the bidder’s expense, secure and maintain in effect throughout the duration

of this contract, insurance of the following kinds and limits. The bidder shall

furnish Certificates of Insurance to the buyer before starting work or within ten

(10) days after the notice of award of the contract, whichever date is reached

first. This provision shall also be stated on each Certificate of Insurance as

“Should any of the above described policies be cancelled before the expiration

date, the issuing company will mail fifteen (15) days written notice to the

certificate holder named to the left.” The limits of liability for the insurance

required shall provide coverage for not less than the following amounts, or

greater where required by law.


1. Commercial General Liability:

a. Coverage to include Premise/Operations, Products/Completed

Operations, Independent Contractors, Broad Form Property Damage,

Contractual and Personal Injury

b. Limits:

General Aggregate $3,000,000

Products/Completed Aggregate $1,000,000

Each Occurrence $1,000,000

Personal Injury $1,000,000

c. Coverage is to be written on an “occurrence” basis

d. Products/Completed Operations coverage is to remain in force for a

period of two (2) years after the completion of the project.

e. Cover all claims arising out of the Contractor’s operations or

premises, anyone directly or indirectly employed by the Contractor

and the Contractor’s obligations under indemnification under this

Agreement.

2. Worker’s Compensation: Shall be in accordance with the provisions of

the laws of the State of Wisconsin, including occupational disease

preventions, for all employees at the site of the project and in case work is

sublet, the Contractor shall require each of its Subcontractors similarly to

provide Worker’s Compensation Insurance. In case employees engaged

in hazardous work under this contract at the site of the project are not

protected under Worker’s Compensation statute, the Contractor shall

provide, and shall cause each of its Subcontractors to provide, adequate

and suitable insurance for the protection of employees not otherwise

provided.

3. Comprehensive Automobile Liability:

a. Coverage to include all Owned, Hired, Non-owned and/or trailers

and other equipment required to be licensed

b. Limits:

Combined Single Limit $1,000,000

4. Umbrella:

a. Limits:

Each Occurrence/Aggregate $2,000,000

5. Professional Liability:

a. Per Occurrence $1,000,000

b. Coverage shall include all claims arising out of the Contractor’s

operations or premises, any person directly or indirectly employed by

the Contractor and the Contractor’s obligation under this Agreement.


6. St. Croix County shall be named as additional insured on all

insurance policies except Workmen’s Compensation and Professional

Liability.

The Contractor understands and agrees that, except as to professional liability,

any performance bond or insurance protection required by this contract or

otherwise provided by the Contractor, shall in no way limit the responsibility

to indemnify, keep and save harmless and defend St. Croix County as herein

provided.

III. Inclusionary Components: The following components need to be considered

while formulating your response to this RFP:

A. Pre-Submittal Conference: A pre-submittal conference will be held at

2:00PM (CST), February 20, 2013 in the City of Hudson at the St. Croix

County Government Center located at 1101 Carmichael Rd in the lower level

(south entrance) Community Room. Attendance at the pre-submittal

conference is strongly recommended for all parties planning to submit

proposals. The County’s purpose for this meeting is to provide answers to any

questions related to the scope of the proposal and intent of this request. A

written response will be made to all questions raised at this conference. The

written response will be posted on the project website and communicated to all

attendees by the Project Manager.

Please note, a formal tour of the site will only be conducted at the pre-

submittal conference. Unescorted site visits will not be permitted.

B. Rejection of Proposals: The buyer reserves the right to reject any or all of the

proposals submitted. The buyer also reserves the right to cancel or amend the

RFP at any time. Any changes to the status of the RFP will be brought to the

attention of all parties who have obtained a copy of the RFP from the

Emergency Support Services Department, 1101 Carmichael Rd, Hudson, WI

54016.

C. Evaluation of Proposals: Proposals will be reviewed by an evaluation panel

comprised of representatives of St. Croix County. Buyer reserves the right to

request clarification of any proposals. The evaluation panel’s selection criteria

will be based on the response to the “Section II, Scope of Work” as well as the

following:

1. Quality, thoroughness and clarity of proposal


2. Single vendor preference

3. Qualifications and experience of staff, including a review of references

4. How well the Scope of Work offered meets department objectives

5. Financial responsibility and capacity of company

6. Organization and management approach along with an ability to work

with multiple stakeholders in colocated situations, requiring intensive

consensus building.

7. Reputation for delivering superior architectural design and consultant

services for modern, next generation 9-1-1 Emergency

Dispatch/Communications and Emergency Operations Center (EOC)

facilities.

8. Express a clear understanding of design and functional/operational models

of a 9-1-1 Emergency Dispatch Center and EOC facilities.

9. Cost of services proposed

Formal bid presentations will not be entertained.

D. Equal Employment Opportunities: All bidders shall certify they do not

discriminate against any employee or applicant for employment because of

race, religion, color, gender, age, handicap or national origin.

E. Hold Harmless: The bidder shall defend, indemnify and hold the buyer, its

officers, agents and/or employees harmless from all claims of damage, from

any and all causes during the contract until all work has been accepted by the

buyer. Bidder shall pay all losses, damages or claims recovered that the buyer,

its officers, agents and/or employees may be liable for and save the buyer, its

officers, agents and/or employees harmless in all things, from any accident of

casualty, damages, losses or claims which may happen to arise out of or are

related to the bidder’s performance of the work.

The bidder agrees to protect, defend (if the buyer requests) and save the buyer

harmless against any demand for payment of wrongful or unauthorized use of

any patented material, process, article or device that may enter into

manufacture, construction or form a part of the work covered by the contract.

All information provided to the buyer in these specifications (or subsequent

issuance(s) of clarification) represents the buyer’s best effort to provide

accurate and complete information. It is the responsibility of each bidder to

verify all information contained herein. Should the bidder find any

discrepancy between existing conditions and the specifications, or if the bidder

finds that the requirements can be met and the work completed in a more


advantageous way, the bidder shall promptly notify the Project Director in

writing of such findings.

F. Completion Time: Bids shall include a schedule of work to be accomplished

by the bidder. That schedule shall show completion in 3 months or less after

the issuance of the Notice to Proceed by the buyer.

G. Project Schedule: This Project is scheduled as an optimal timeframe so that

construction can be completed near the end of 2013. Phase II consists of the

systematic replacement of the Communications Center Infrastructure which

has specific bonding requirements which will be tied to the 2014 fiscal year.

RFP Issued ................................................................. February 12, 2013

Pre-Submittal Conference ......................................... February 20, 2013

Proposals Received .................................................... February 28, 2013

Recommendation to County Board ................................. March 5, 2013

Bid Award ....................................................................... March 6, 2013

Concept Design .................................................................... April, 2013

Schematic Design .................................................................. May, 2013

Design Development Complete ............................................ June, 2013

Construction RFP Complete ................................................... July, 2013

Construction RFP Advertise for Bid ...................................... July, 2013

Recommendation to County Board ................................ August 6, 2013

Bid Award ...................................................................... August 7, 2013

Construction Begins ............................................... September 11, 2013

Project Complete .......................................................... November, 2013

H. Contract: The contracting parties will be St. Croix County and the successful

bidder selected to provide services as described herein. The selected proposal,

along with the RFP (including attachments) and any counter proposal will be

incorporated into a formal agreement after negotiations.

I. Exceptions: If exceptions are listed by bidders on any portions of these

specifications, such exceptions must be listed separately as well as underlined

where they may appear elsewhere in the bid. It is in the sole discretion of the

buyer whether or not changes will be made to these specifications as the result

of exceptions made by bidders.


J. Alternates: In all parts of the specification, where deviations from the

specifications may result in lower cost and/or improved performance, bidders

are encouraged to describe, in writing, a system design in full agreement with

the specifications as well as a suggested alternate with sufficient detail to

permit evaluation. Bidders shall explain why the alternate configurations will

provide equivalent or improved performance and/or lower cost. The

description of the alternate and the price effect of the alternate should be

described as an additional option.

K. Drawings and Documents: All drawings and other documents required to be

prepared by the bidder for the Project shall be the property of the buyer.

Subject to disclosure requirements of the Freedom of Information Act, all

drawings and other documents prepared by the bidder for the Project shall not

be released to any third party without prior written approval from the buyer.

The bidder shall retain its rights in the standard drawing details, designs,

specifications, databases, computer software and any other proprietary

property. Rights to intellectual property used or modified in the performance

of the Services shall remain the property of the bidder. All documents,

including without limitation, drawings, specifications and computer software

prepared by the bidder pursuant to this RFP are instruments of service with

respect to the Project. Such documents are not intended or represented to be

suitable for reuse by the buyer or others for expansions of the Project or for

any other Project. Any reuse of such documents without the bidder’s prior

written authorization will be at the user’s sole risk.

L. Project Director’s Decision: The buyer’s Project Director shall in all cases

determine the quality, acceptability and fitness of the work and materials

which are to be paid for hereunder. Project Director shall resolve all questions

which may arise as to the fulfillment of this contract on the part of the bidder.

His/her interpretation of the contract and his/her determination and decision

thereon shall be final and conclusive; and such determination and decision, in

case any questions arise, shall be condition precedent to the right of the bidder

to receive any money hereunder. The Project Director shall have the right to

correct, in writing, any clerical, mathematical or minor errors or omissions in

the specifications which such corrections are necessary for proper fulfillment

of their intention.

M. Suspension of Work/Termination for Breach: The Project Director shall

have the right to suspend, with ten (10) calendar days’ notice, the work, or any

part of it, for noncompliance or refusal to carry out the requirements of the


specifications. This notice shall contain the reasons for such intention to

suspend the contract and unless within the ten (10) days after service of such

notice upon the bidder, such violation or delay shall cease and satisfactory

arrangement for corrections be made, work shall be suspended until such time

as the violation is corrected.

In the event that any of the provisions of this contract are violated by the

bidder or by any of its subcontractors, the buyer may serve written notice upon

the bidder and the surety of its intention to terminate the contract; such notice

shall contain the reason for intention to terminate; and unless, within ten (10)

calendar days after the service of such notice upon the bidder, the violations or

delay shall cease and satisfactory arrangement for corrections be made, the

contract shall, upon expiration of said ten (10) calendar days, cease and

terminate.

In the event of any such termination, buyer shall immediately serve notice

thereof upon the surety and the surety shall have the right to take over and

perform the contract, provided, however, that if the surety does not commence

performance upon its notice of termination, buyer may take over the work and

prosecute the same to completion at the expense of the bidder and/or surety for

the excess cost to complete the system or subsystem to a capability not

exceeding that which was originally proposed by the bidder, and in such an

event, the buyer may take possession of and utilize in completing the work,

such materials as have been delivered to the work site (physically or

electronically) or are in transit to the work site.

N. Document of Precedence: This document shall remain the document of

precedence concerning issues related to project design, construction

requirements, existing parameters and thresholds and acceptance unless formal

exemption is granted to the bidder in writing.

O. Force Majeure: Neither the bidder nor the buyer shall be responsible for any

delay caused by any contingency beyond their control, including, but not

limited to: acts of God, war or insurrection, strikes or lockouts by parties’ own

employees, walkouts by the parties’ own employees, fires, natural calamities,

riots or demands or requirements of governmental agencies

P. Governing Law: This RFP shall be governed by the laws of the State of

Wisconsin both as to interpretation and performance.


Q. Additional Information: All questions and requests for further information

shall be in writing and directed to the Project Manager. The only person that

should be contacted for further information regarding proposal requirements or

general submittal procedures is:

Casey Swetlik, Director

St. Croix County Emergency Support Services

1101 Carmichael Rd

Hudson, WI 54016

Phone: (715) 377-5817

Fax: (715) 386-4720

E-mail: [email protected]

mailto:[email protected]


IV. SCOPE OF WORK

A. Project Description:

1. Expansion of existing St. Croix County 9-1-1 Center to include

Administrative and Administrative Support offices

2. Relocation of existing Emergency Operations Center (EOC) into a multi-

purpose, multi-use setting

B. Service Requested: This RFP calls for services related to

1. Full-scope architecture and engineering services for the 9-1-1 Center

expansion and EOC relocation

2. All technical services related to design that supports documentation

deemed essential for solicitation of bids required for construction

3. Design sensitive to the installation of special equipment required for a

progressive, next generation supported 9-1-1 Center and EOC.

4. Consideration related to design restrictions which may include but are not

limited to

a. The physical confines of the dedicated space available for expansion

of the existing 9-1-1 Center

b. The physical confines of the dedicated space available for the

relocation of the EOC

c. Existing HVAC, electrical and plumbing design

d. OSHA, ADA, City, County and State compliance requirements.

C. Background: St. Croix County Emergency Communications and St. Croix

County Emergency Management are Divisions of the St. Croix County

Emergency Support Services Department. Each Division is located on the

lower level of the St. Croix County Government Center at 1101 Carmichael Rd

in the City of Hudson, WI. The existing physical footprint of the 9-1-1 Center

is outlined below and depicted in Attachment A:

Dispatch Center with 4-Position Console Array ...................... 440ft2*

Equipment/Infrastructure Room .............................................. 216ft2*

2-Administrative Offices .......................................................... 160ft2

Kitchen Facilities...................................................................... 130ft2

Employee Locker Area .............................................................. 75ft2

Restroom .................................................................................... 30ft2

*Denotes area equipped with 10-inch subfloor.

Adjacent and to the West of the St. Croix County 9-1-1 Center is a 1,500ft2

Community Room and West of the Community room are 2 storage areas


totaling 306ft2. The aforementioned Community Room also currently serves

as the primary Emergency Operations Center for St. Croix County.

Fragmented from the 9-1-1 Center and Community Room, but on the same

lower level, is the remainder of the Emergency Support Services

Administrative Team. The existing physical footprint from their offices are

outlined below and are also depicted in Attachment A:

ESS Director, EM Coordinator and Program Specialist ............... 720ft2

Emergency Preparedness Specialist .............................................. 120ft2

D. Base Project Phase I: 1. Expansion of the 9-1-1 Center: The expansion of the 9-1-1 Center will

include the retention of the existing footprint as well as the incorporation

of the aforementioned Community Room as well as the 2-storage areas.

The combined designated area will be re-designed to accommodate an

expansion from the existing 4-position 9-1-1 console array to a 6-position

console array with scalability for future expansion to an 8-position

console array. The overall design needs to account for the following

requirements:

a. Capture natural lighting to facilitate industry standards related to

employee work environment

b. Enhance security design to ensure the safety and protection of

personnel and public safety infrastructure

c. Buffer 9-1-1 personnel from environmental and external audio

intrusions

d. Sub-floor design to address a technology driven 9-1-1 center

e. Incorporation of existing HVAC system to supply anticipated

expansion of heating and cooling requirements as well as isolation

which ensures redundancy as well as minimizing exposure to system

intrusions for maximum survivability

f. Fire suppression design which will accommodate an employee

environment as well as maximizing the survivability of our

technology and infrastructure investments

g. Sensitivity related to the existing infrastructure connectivity

h. 24X7 access to Public Safety Stakeholders while maintaining

security clearance measures


2. Relocation of the E.O.C.: The current Primary E.O.C. for St. Croix

County is assigned to the existing Community Room. Since this 1,500ft2

area is being repurposed for the use of the 9-1-1 Center the County will

need to secure an architectural design for a Primary E.O.C. within the

confines of the 720ft2 space which currently supports the administrative

offices of the ESS Director, EM Coordinator and Program Specialist.

The scope and nature of the technology to support a traditional E.O.C. has

increased over the last decade. A sensitivity to design given the

condensed physical confines needs to address a facility that can support

large scale emergencies involving multiple jurisdictions and service

providers. These needs involve multi-jurisdictional access to critical

information and sharing of data for informed decision making.

Although the vision for technological needs is significant, they are typical

of E.O.C. facilities built recently. The design needs to focus on

survivability with a quality to withstand severe weather conditions and

heightened security needs. The facility needs to conform to existing

HVAC and electrical design to provide reasonable assurances that the

facility will be operational at all times. In addition to the aforementioned

components, the design for the E.O.C. should also consider:

a. Facilitate operational compliance with the National Incident

Management System (NIMS) as well as State and Federal Homeland

Security initiatives and planning

b. Design components based around the Incident Command System

(ICS) form of operations (Command, Operations, Planning, Logistics

and Finance)

c. Design to facilitate interoperable communications for all critical

components

d. Functional needs of appropriate County, City, Village or Township

stakeholders as well as Public Safety and Service entities

e. Space expandable to accommodate 20-30 stakeholders and meet the

needs of multi-agency coordination

Special consideration will be provided for design concepts that present a

multi-functional use of this dedicated area. Such use should include but is

not limited to: training, conferences, meetings and other day-to-day

governmental demands. All multi-functional design concepts presented

must include an ability to preempt normal assigned activity in the event of

an E.O.C. activation.


Attachment A