Architectural & Engineering Services - Library Administration Building

RFQ #22-072 REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL AND ENGINEERING SERVICES July 27, 2022 RFQ #22-072 This page intentionally left blank Page 1 of 8 RFQ #22-072 July 27, 2022 REQUEST FOR QUALIFICATIONS FOR ARCHITECTURAL AND ENGINEERING SERVICES I. Project Wake Library Administration Building Expansion and Renovation II. Project Summary The Wake County Library Administration Building acts as a hub to the 23 operating libraries and 1 bookmobile across Wake County. Constructed in 1986, the 21,143 square foot facility is located at 4020 Carya Drive in Raleigh within the Wake County Office Park campus. At the time it was constructed there were 18 public libraries throughout the County totaling 62,000 building square feet. Over the next 3 decades and construction stemming from 3 library bond referendums approved by voters, Wake now has over 330,000 square feet of library space across 23 library facilities to serve Wake County taxpayers. Facility growth and increased book volume alone

would drive the need to expand LAB, but changes in the way libraries offer services is also driving the need for change. Today Wake Libraries maintains a Web presence with a digital library to extend services offered at the physical facilities. Public computers, WiFi, and self- checkouts stations are available in each library as well as access to collection lookup and reservations countywide. The library administration staff has been creative in leveraging the available space as best they can. The building has never been expanded but has had some minor interior improvements through the years in addition to building and mechanical system maintenance upgrades. More space and a significant reconfiguration of the existing building is needed, including redevelopment of the building mechanical system. In 2015, Wake County conducted a long range plan for the Wake Library Administration Building. The study identified space needs, recommended reconfigurations, and an overall building expansion of 5,120 sf. A copy of the LAB Long Range Plan report is available under the same web link where the RFQ was found. pfqb=mi ^k = Page 2 of 8 RFQ #22-072 Space needs can be broken down into three main categories including administration, collections, and technology services. Need for more training space was also identified. The administrative space needs have increased the least but changes in how the library system operates demands a full reorganization. Collections includes a significant warehouse expansion as well as supporting staff workspace. The technology services group did not exist in 1986 and has taken on space originally programmed for general storage, printing, and equipment storage. Today, the technology services group has growing staffing needs and space needs that are equivalent to the administration staff. Site improvements include developing a new truck entrance to serve the expanded loading dock and shifting staff/visitor parking to the south. Wake County’s FY2023 Capital Improvement Plan (CIP) includes funding to begin design for the Wake Library Administration Building renovation/expansion. Page 3 of 8 RFQ #22-072 III. Project Budget The estimated cost to complete the project including professional fees, materials testing, site development, building construction, furniture, furnishings, automation, equipment, and signage is $13.2 million. The target construction budget is $10.5 Million. Funding for this CIP project was approved in the FY2023 County budget earlier in June. At this time, the County is planning to utilize the Construction Management at Risk (CMAR) construction delivery method. IV. Request and Scope of Work Wake County government hereby requests qualifications and experience packages from architectural and engineering consultant firms for providing all architectural and engineering services required to satisfactorily complete all phases of this project within the time limitations as stipulated herein. The architect shall take the lead project management role of the design team. In addition to building and site design, services will include landscape design, and interior design (modular workstations, furniture, signage, finishes, etc.), and building systems design (plumbing, mechanical, electrical, data, and, if required, fire protection). Services desired include the following: Pre-Design Services  Update Existing Programming and Adjacency Diagrams  Space Schematics and Flow Diagrams  Regulatory Agency Consulting Site Analysis  Site Development Planning  Site Utilization Studies  Traffic Studies  Utility Studies (on-site/off-site)  Research of Regulatory Requirements Design  Schematic Design  Design Development  Construction Documents  Detailed Cost Estimating (ea design phase)  Public Presentations  Energy & High Performance Design Analysis  Environmental Design Studies  Life Cycle Cost and Value Analysis  Materials Research  Renderings & Public Presentation Materials Procurement  Securing Regulatory Approvals / Permits  Separate Bid Packages as recommended by CMAR, including but not limited to: Site/Construction/Landscaping/Signage/Furniture  Prebid Conferences  Evaluation of Bids  County/State DOI/DOT/Agency Approvals  Prequalification Packages  Analysis of Substitutions/Alternates  Clarifications and Addenda Construction Phase  Construction Contract Administration  Project Meetings  Quality Assurance  Contractor Submittal / Shop Drawing Reviews  Participation in Bldg. Systems Commissioning  Contractor Pay Request Review/Evaluation  Contractor Claim /Change Order Reviews Project Closeout/Warranty  Punch List Inspections  Start-Up Assistance / Owner Training/Cx  Record Drawings  MWBE reporting  Final Regulatory Approvals  Warranty Claim Review and Inspections Page 4 of 8 RFQ #22-072 V. Consultant Qualifications The architectural and engineering consultants' staff proposed to be assigned responsibilities on this Project must be experienced in all phases of the planning, design and construction of similar public facilities; have extensive knowledge of the regulations governing the design, bidding, construction and operation of such facilities in the State of North Carolina; and have a proven capability to effectively and efficiently manage a project of this complexity to produce a facility consistent with and meeting the needs and goals outlined by Wake County. VI. Project Durations A schedule will be negotiated and established at the completion of Schematic Design Phase of the project. VII. Proposal Submission Requirements Submittals shall be made on 8 1/2" x 11" paper, side bound with Table of Contents and reference tabs for key sections. The package submitted shall not exceed forty (40) pages single-sided, or twenty (20) pages double- sided (front/back covers, Table of Contents and Tab pages are excluded from these totals). Complete responses to each of the following categories is required. A. Qualifications and Experience 1. Letter of Interest identifying all firms proposed for the design team, including the organizational and contractual relationship between the principal and associate firms. Discuss the responsibilities to be fulfilled by each design team member who will be assigned to the Project. Provide detailed resumes and list of completed projects for staff proposed. Identify current weekly contract commitments of staff to be assigned to the Project. 2. Summary of at least four (4) similar projects for which the designer was responsible. Each of the project summaries shall include the following: a. Description of facility, including size, functions housed, original project budget, actual project cost and year completed; costs to be categorized as follows: (1) Original project budget (2) Total final project cost (3) Construction costs (4) Design fees (5) Furniture, Furnishings, Equipment (6) Other project costs b. Description of services rendered by designer. c. Degree of involvement (principal or associate). d. Associate firms involved and their assigned responsibilities. e. Key principal and associate staff involved, along with their assigned responsibilities. f. Brief summary of client's program along with key design elements and how they were addressed by the designer. g. Indicate construction delivery method (single prime, multi-prime, CMAR, etc.) h. Project references including names, addresses and telephone numbers. 3. Submit an hourly billing rate schedule for all professional staff of principal and associate firms that will be assigned to work on this project. 4. History of liability claims: Page 5 of 8 RFQ #22-072 a. Attach a list by case name, case number, location and listing all parties for all cases of dispute b. Resolution, mediation, arbitration or litigation pending or resolved within the past ten (10) years wherein the firm or any staff member was involved. c. Identify any contract for the firm's services that has been considered in default, suspended or terminated within the past ten (10) years; Include pertinent details. 5. Listing of projects currently underway and schedule for completing them. 6. Other relevant information which the design consultants believe demonstrate their qualifications for the project. VIII . Selection Process The County Commissioners have a long-standing policy that is followed in the selection of design consultants. This policy is for the purpose of ensuring that design consultants are selected in a fair and uniform manner, that those selected for work are qualified and experienced in designing public facilities and to ensure that every qualified design consultant has the opportunity to be considered for providing professional services to the County. A. Process The process for the Project will involve four stages: 1. Pre-Selection - This phase has commenced with the establishment of a Selection Committee with its members having been appointed by the County Manager. 2. Qualification Stage: A Request for Qualifications (RFQ) is being sent to firms identified on the County's current "Capital Improvement Program - List of Design Consultants" that have previously expressed interest in being considered for providing design services for this type. Upon receipt of Submittal Packages from respondents, Selection Committee members will review and identify ("short list") at least three firms which appear to be most qualified to provide services for the projects. 3. Presentations and Interviews: Separate presentations and interview sessions will be scheduled with the "short-listed" firms to permit Selection Committee members to further evaluate each firm's qualifications. It is anticipated that one firm will be selected to provide design services. After reference checks and the interviews the Selection Committee will make their selection and provide written recommendations to the Department Head for his approval. 4. Contract Negotiations: Following the Department Head’s approval, the Facilities Design & Construction office will be directed to negotiate terms, conditions and fees of an agreement (consistent with the County's Standard Professional Services Agreement) with the selected Design Team. In the event negotiations prove unsuccessful with this team, the Department Head will collaborate with the Selection Committee on selection of the next highest ranked team with which to begin negotiations. Page 6 of 8 RFQ #22-072 IX. Selection Timeline The key activities and milestone dates for the design team selection and contracting process are listed below: Activity Milestone Date RFQ Published & Distributed July 27, 2022 Deadline for Respondent Questions August 11, 2022 Qualification Submission Deadline August 24, 2022 Selection Committee Reviews Qualifications September 14, 2022 “Short Listed” Design Teams Contacted September 16, 2022 Design Team Interviews (Tentative) October 11, 2022 Finalize Selection of Design Team October 18, 2022 Contract Negotiations Completed November 1, 2022 Projects Begins November 14, 2022 X. Evaluation Criteria A. The following criteria will be the basis on which consultants will be selected for further consideration, relative to this Request for Qualifications: 1. Specialized or appropriate expertise Consulting Team has in this particular type of project. 2. Past performance of the lead firm, any consultants, and their employees on similar projects. 3. Qualifications and experience of members of the lead firm and consultants proposed for the project. 4. Recent experience with cost control and maintaining project schedules. 5. Current workload of the lead firm and nay consultants proposed. 6. Proposed preliminary approach to planning, design and construction of the project. 7. Proven ability of the consulting team to successfully administer the construction phase of publicly funded projects, especially on projects utilizing the CMAR delivery method. 8. Proximity to and familiarity with the area where the project is located. 9. Consulting Team's record of successfully completed projects without major legal or technical problems. 10. Consulting Team's capabilities and proven experience in extensive evaluations of facility energy consumption and life cycle cost analysis as part of design of similar projects. 11. Design consultants list of hourly rates for performing required work. (this is for reference only and not a significant evaluation criteria) 12. Other factors that may be appropriate for the project. Page 7 of 8 RFQ #22-072 XI. QUESTIONNAIRE A. Respondents are required to provide responses to the following questions. Each question is to be listed in italics, followed by the response in normal type style. 1. Provide an overview of your team's philosophy toward the design. 2. Describe your team's approach toward renovation and expansion projects 3. Describe the process by which you will inventory and document existing space. 4. Identify specific studies which will be undertaken during the various phases of the project to assure the building is energy efficient and complies with Wake County's "Guidelines for Design and Construction of Energy Efficient Facilities". A link to these guidelines is noted in section XIII.F 5. Describe how environmentally friendly and energy efficient design was incorporated into the summary of your team's most similar projects, described earlier in this RFQ. Please highlight where renewable energy was incorporated, what type, and challenges it created. 6. Describe the team's approach to maintenance considerations during the design and construction phases of a project. 7. Explain the firm's procedures for document quality control and coordination of the various disciplines of work in preparing construction documents. 8. Explain the management tools, techniques and procedures your team uses to maintain the schedule for the programming, planning and design phases. 9. Describe your approach to the project design and materials/systems research that will assure the functional, aesthetic, and quality requirements are satisfactorily addressed for this project. 10. How do you manage the time and quality aspects of the process of reviewing subcontractor submittals, clarification requests, issuance of bulletin drawings, review of contractors' cost proposals, review and justification of change orders, payment requests, commissioning, final inspections and assembly of the project close-out documents? 11. Describe your team's commitment to the success of this project and why you believe your assembled team is the best choice for this project. XII. Submission of Qualifications and Experience Packages Seven (7) complete proposal packages must be received at the following address by 2:00 p.m. on Wednesday, August 24, 2022 at the following location: County of Wake Facilities Design & Construction 336 Fayetteville St., Suite 1100 Post Office Box 550 Raleigh, NC 27602 Attention: Mr. Patrick McHugh Facilities Project Manager Phone: 856-6350 XIII. General Comments A. Any cost incurred by respondents in preparing or submitting a proposal for the Project shall be the respondents' sole responsibility. B. All responses, inquiries or correspondence relating to this RFQ will become the property of Wake County when received (Subject to Section XIV Confidentiality of Documents). C. Respondents are requested to refrain from contact with the Selection Committee members. Page 8 of 8 RFQ #22-072 D. Any questions regarding the RFQ should be directed to Patrick McHugh, Facilities Project Manager, Wake County Facilities Design & Construction (patrick.mchugh@wakegov.com) or by telephone (919) 856-6357. If a question of general concern is asked by any firm with regards to this RFQ, a copy of the written response will be included in an addendum which will be posted on the website where the RFQ was download. Please check the website prior to submission. E. Please refer to the following website location for a copy of the RFQ and any other related information. https://www.wakegov.com/departments-government/finance/current-business-opportunities F. The following reference documents can also be found with the RFQ link above:  A-E Agreement for Professional Services  Guidelines for Design and Construction of Energy Efficient Facilities  Wake County LAB Long Range Plan G. Wake County has sole discretion and reserves the right to reject any and all responses received with respect to this RFQ and to cancel the process at any time prior to entering into a formal agreement. The County reserves the right to request additional information or clarification of information provided in the response without changing the terms of the RFQ. XIV. CONFIDENTIALITY OF DOCUMENTS In general, documents that are submitted as part of the response to this RFQ will become public records, and will be subject to public disclosure. North Carolina General Statutes Section 132-1.2 and 66-152 provide a method for protecting some documents from public disclosure. If the consulting firm follows the procedures prescribed by those statutes and designates a document “confidential” or “trade secret,” the County will withhold the document from public disclosure to the extent that it is entitled or required to do so by applicable law. If the County determines that a document that the Design Team has designated "confidential" or "trade secret" is not entitled to protection from public disclosure, the County will provide notice of that determination to the contact person designated by the Design Team, in any reasonable manner that the County can provide such notice, at least five business days prior to its public disclosure of the document. If the Design Team does not designate anyone to receive such notice, or if, within five business days after the designated person receives such notice, the Design Team does not initiate judicial proceedings to protect the confidentiality of the document, the County will not have any obligation to withhold the document from public disclosure. By submitting to the County a document that the Design Team designates as "confidential" or "trade secret", the design Team agrees that in the event a third party brings any action against the County or any of its officials or employees to obtain disclosure of the document the Design Team will indemnify and hold harmless the County and each organization's affected officials and employees from all costs, including attorney's fees incurred by or assessed against any defendant, of defending against such action. The Design Team also agrees that at the County's request the Design Team will intervene in any such action and assume all responsibility for defending against it, and that the Design Team's failure to do so will relieve the County of all further obligations to protect the confidentiality of the document.