REQUEST FOR
STATEMENT OF QUALIFICATIONS
RSOQ # 2016-21
FOR
CORE SERVICES MAINTENANCE FACILITY PROJECT
Design/Build
Project No. 01-10002
TABLE OF CONTENTS
Part
Page
i. PUBLIC NOTICE ... .ii
I. GENERAL INFORMATION ... 1
A. Project Description ... 1
B. Project Budget ... 1
C. Scope of Services ... 1
D. Project Schedule ... 2
E. The Use of the Design-Build Process... 3
II. STATEMENT OF QUALIFICATIONS REQUIREMENTS ... 3
A. General Requirements ... 3
B. Pre-Submittal Conference ... 3
C. Interpretation of RSOQ Documents/Communications with Owner ... 3
D. Delivery of Submittals ... 4
III. STATEMENT OF QUALIFICATIONS ORGANIZATION AND FORMAT ... 4
A. General ... 4
B. Format ... 4
C. Organization ... 5
IV. EVALUATION CRITERIA ... 6
Required Information... 6
A. Firm/Team Overview, General Background & Information ... 6
B. Company Project Management Approach ... 6
C. Experience and Qualifications of Firms and Key Personnel ... 6
D. Project Approach ... 7
E. Executive Summary of Qualifications and Experience Presented ... 7
F. Value Added Knowledge and Experience ... 8
V. EVALUATION AND SELECTION PROCESS... 8
A. Overview ... 8
B. Qualification for Evaluation ... 8
C. Selection Committee ... 8
D. RSOQ Evaluation and Ranking Process ... 8
E. Interviews ... 9
F. Interview Instructions ... 9
G. Interview Ranking and Team Selection... 9
VI. ADDITIONAL INFORMATION ... 10
A. Instructions ... 10
B. City Rights ... 10
C. Release of Project Information ... 10
D. Contact with City Employees and Consultants ... 10
E. Contact with Elected Officials (Mayor, City Council, etc.) ... 10
F. Reservation of Rights... 10
G. Protests ... 10
ATTACHMENT A – Non-Collusion Affidavit Form………..12
City of Flagstaff Public Works Project #01-10002
i.
PUBLIC NOTICECity of Flagstaff – Public Works Division
NOTICE of REQUEST for STATEMENT of QUALIFICATIONS (RSOQ): DESIGN/BUILD CONSTRUCTION
THE CORE SERVICES MAINTENANCE FACILITY PROJECT
The Public Works Department for and on behalf of, City of Flagstaff, is seeking Statements of Qualifications (SOQ’s) from Arizona licensed Contractors for Design-Build services for:
Complete Design-Build Services including Design Review/Value Engineering, and Construction Services for the above referenced project. The estimated total construction cost for this project is approximately $ 21,000,000.
SCHEDULE OF STATEMENT DEADLINES
Advertise for Services: October 25, 2015, November1, 2015
Pre-Submittal Meeting: 3:00 PM, November 11, 2015
City Hall Staff Conference Room, 2nd Floor
Statements Due: 3:00 p.m. November 25, 2015 Interviews Anticipated (if conducted) Mid-December 2015
Anticipated Award of Design-Build Services Contract: January 2015 Statements must be clearly addressed and delivered to: City of Flagstaff Purchasing Division, 211 W. Aspen Avenue, Flagstaff AZ. 86001, with the understanding that materials must be in hand by 3:00 p.m. Local Time, November 25, 2015. Statements received after that time and date will be considered non-responsive and will be returned unopened.
Complete information packets are available for download from: http://www.flagstaff.az.gov/bids.asp. Request for Statement of Qualifications packages may also be obtained at the office of City of Flagstaff Purchasing Section, 211 W. Aspen Ave., Flagstaff, AZ 86001, or by emailing Patrick Brown, C.P.M., Senior Procurement Specialist at pbrown@flagstaffaz.gov.
The City of Flagstaff reserves the right to reject any or all Statements, to waive or decline to waive irregularities in any Statement, or to withhold the award for any reason it may determine.
Publish two (2) times only, Arizona Daily Sun
October 25, 2015 November 1, 2015
I. GENERAL INFORMATION
City of Flagstaff (the “Owner”) invites interested Contractors to submit a written Statement of Qualifications (SOQ) for performing Design-Build services relating to the design review, value engineering and construction of the Core Services Maintenance Facility Project – for the City of Flagstaff, Arizona (the Project).
To be eligible for consideration, Contractors must submit an SOQ demonstrating appropriate competence, qualifications, and relevant construction experience with these types of projects.
A. Project Description
The City (Owner) is planning to develop a parcel of land for the Core Services Maintenance Facility Project. The location of the parcel (referred as the McAllister property) is on the north side Old Route 66 just west of the intersection of Woody Mountain Road (Exhibit A). The parcel is located at, 3200 W ROUTE 66. The Coconino County Assessor Parcel Numbers for the subject parcel are 112-01-001D and 112-01-002.
The City reviewed two potential locations for the new Core Services Maintenance Facility. Following an in-depth analysis, the McAllister location was selected. City staff is currently in a simultaneous process of annexation and rezoning of the McAllister property. During the annexation and rezoning process a preliminary site plan was developed (by Shephard Wesnitzer, Inc. (SWI)).
While in developing the site layout, Johnson Walzer Associates (JWA) reviewed the City’s programming needs and produced a site layout (Exhibit B) that will meet the needs of the facility. The annexation / rezoning / site plan approval is currently on schedule to be completed in December 2015.
B. Project Budget
The Owner’s initial construction budget for this project is currently estimated at $ 21,000,000. This is an approximate estimate. Actual available construction funding will be determined during the design phase of this project.
C. Scope of Services
The scope of design and construction phase services required is consistent with the current City of Flagstaff standard Design-Build Services Contract. A copy of this contract template will be provided to firms requesting RSOQ packets and will also be posted on the City of Flagstaff website along with the RSOQ as a related document.
The Design-Builder will begin with the firm in a lead role for design phase services and will hold the construction contract with the City for construction of the project. Design phase services are anticipated to include architectural, structural, mechanical, electrical, plumbing and related work. At some point prior to construction, the Design-Builder will assume the risk of delivering the project through a guaranteed maximum price.
The Design-Build contractor will be responsible for construction means and methods, and will be required to solicit bids from pre-qualified subcontractors to perform the work. The Design-Build contractor will not be required to self-perform portions of the work, but may competitively bid to do so. There will be no limit to the amount of self-performance allowed by the City of Flagstaff.
A. Design phase services by the Design-Builder shall include but will not be limited to the following:
• Provide detailed cost estimating and knowledge of marketplace conditions.
• Prepare a complete and comprehensive set of construction plans and specifications; i. Complete build out of all preprogramed improvements, including concrete floor slab,
interior partitions and masonry walls, ceilings, insulation, interior finishes and millwork, plumbing, HVAC, electrical, communications systems and roof-mounted equipment.
ii. Design new exterior sitework including concrete aprons and driveways, walkways, parking lot paving, site walls and fencing, gates and controls, parking canopies, landscape and irrigation, and site lighting.
iii. Gas lines and emergency generator provisions, and site utility extensions as required.
iv. Water distribution lines and connection connections as required. v. Drainage improvements as required.
vi. Roadway improvements to the existing Route 66 as required.
• Provide for construction phasing and scheduling that will minimize impacts to traffic. • Provide alternate systems evaluation, value engineering and constructability studies; • Advise City of ways to gain efficiencies in project delivery.
• Select subcontractors/suppliers for this project. • Provide project planning and scheduling.
B. Construction phase services by the Design-Builder may include but will not be limited to the following:
• Complete construction of the facility in accordance with plans and specifications; • Coordinate with various City departments, other agencies, utility companies, etc.; • Arrange for procurement of materials and equipment;
• Schedule and manage site operations;
• Bid, award, and manage all construction related contracts; • Provide quality controls;
• Bond and insure the construction;
• Address all federal, state and local permitting requirements; • Deal with Owner issues;
• Maintain a safe work site for all project participants.
C. The City of Flagstaff shall not be responsible for acts of the contractor, subcontractors, equipment suppliers or installers, or other entity outside of the City’s control, including:
• Default or non-performance, or failure to fulfill contract obligations. • Defects in materials or workmanship.
• Additional costs of change orders that are not specifically due to negligent errors or omissions on the part of the architect or its subconsultants.
• Work required due to unforeseen or hidden existing conditions. • The contractor's selection of means or methods of construction. • Jobsite safety or environmental concerns.
• Actions or approvals by authorities having jurisdiction related to the construction process. • Construction scheduling or actual cost of construction. Alternate bids may be used to help
control the budget.
D. During design and / or construction, the contractor will be responsible for the following services: • Design and drawings for modifications to the existing concept plan.
• Preparation and updating of all construction cost estimates and schedules.
• Preparation and distribution of meeting minutes during the design and construction phases. • Any required materials testing, performance testing, or technical reports for distribution to
outside state agencies.
• Prepare and maintain on the site as-built redline drawings. At the conclusion of construction, the contractor will provide the owner and architect with final as-built drawings in electronic format.
D. Project Schedule
The City expects that design will be complete by the end of May 2016, with construction to begin as soon thereafter as possible. Construction should be complete by the end of May of 2017.
E. The Use of the Design-Build Process
The Owner intends to select a Design-Build contractor through a procurement process pursuant to A.R.S. Section 34-603 and wishes to employ the Design-Build project delivery process to encourage a creative value engineering approach through the interactive efforts of an experienced, highly motivated team. The Design-Build process is expected to foster a cooperative owner-designer-constructor effort to review completed design documents, to identify potential value engineering concepts and to complete construction of the Project.
The Owner’s primary objective in utilizing the Design-Build approach for this project is to bring the best available construction experience and expertise together to work flexibly and cooperatively and meet the schedule and budget challenges presented by this Project. The Owner will expect the following from the contractor:
• An accurate project delivery schedule,
• Ability to maintain delivery according to an approved schedule, • Optimal use of available budget, and quality construction.
The Owner will encourage the development of creative options to maximize the value of the end product received.
II. STATEMENT OF QUALIFICATIONS REQUIREMENTS
A. General Requirements
Responses to this RSOQ must be in the form of a Statement of Qualifications (SOQ), as outlined in this RSOQ and as allowed by A.R.S. Section 34-603(C). Submittals must be clear and concise, organized as indicated in the outline in Part III, and with all identified sections included. If, in the judgment of the Owner, a SOQ does not conform to the format specified herein, or if any section is absent or significantly incomplete, the Owner reserves the right to reject the submittal.
Interested firms are required to submit information relative to their qualifications, experience, project delivery approach, ability to meet the project’s goals and objectives, and other criteria as listed. All information must be provided as requested for all firm members and their key personnel to be assigned to this Project.
Wherever the word "Proposer" is used in this RSOQ, it shall mean each or any of the individuals, firms, partnerships, or corporations, submitting an SOQ for performance of the Design-Build services being sought by the Owner for this Project.
B. Pre-Submittal Conference
A Pre-Submittal Conference will be held for this project at 3:00 PM on November 11, 2015. The purpose of this conference will be to clarify the contents of this RSOQ, in order to prevent any misunderstanding of the Owner’s intentions. Any doubts as to the requirements of this RSOQ, or any omission or discrepancy, should be presented to the Owner at this conference. The Owner will then determine the appropriate action necessary, if any, and issue a written addendum to the RSOQ. Oral statements or instructions will not constitute an addendum to this solicitation unless confirmed in writing by addenda.
C. Interpretation of RSOQ Documents/Communications with Owner
Proposers who desire clarifications of the Project, selection criteria, or submittal requirements shall restrict their inquiries to written communications only.
Address all communications (other than delivery of the SOQ) to the Owner’s Project Manager at the address noted below.
Attn: Patrick Brown, C.P.M., Senior Procurement Specialist 211 West Aspen Avenue Flagstaff, Arizona 86001
pbrown@flagstaffaz.gov
Written communications, other than the SOQ, may also be faxed to (928) 213-2209.
Requests for clarifications/questions must be received no later than 3:00 P.M. November 19, 2015.
The following procedures apply:
1. The Proposer submitting the question shall be responsible for its prompt delivery prior to the stated deadline for clarifications.
2. Interpretation or correction of the RSOQ Documents will be made only by issuance of a written addendum which will be made available to each known recipient of an RSOQ. The City is not responsible for any explanations or interpretations of the RSOQ documents other than those made by written addendum.
D. Delivery of Submittals
SOQs shall be delivered to the City of Flagstaff Purchasing Division, (2nd floor, City Hall) at 211 West Aspen, on or before the hour and date indicated in the Public Notice. SOQs shall be clearly marked as follows:
The Core Services Maintenance Facility Project – Design-Build Services Statement of Qualifications #2016-21
PROJECT NO. 01-10002
(The name of the Prime Proposer) November 25, 2015, 3:00 P.M.
Submittals received after the scheduled due date and time for receipt shall not be accepted and will be returned to the Proposer unopened. Proposers are solely responsible for the delivery of their submittals to the above location by the time and date specified. Please note that delivery services and “overnight mail” should not be relied upon to make timely deliveries. Telegraphic, telephonic, telecopy (facsimile), or electronic submittals or modifications of submittals will not be considered.
SOQ’s received by the date and time listed above, will be opened and the name of the Respondents will be read aloud. All information regarding the content of the specific submittals will remain confidential until an award is made, or all are rejected.
III. STATEMENT OF QUALIFICATIONS ORGANIZATION AND FORMAT
A. General
The SOQ shall display clearly and accurately the capability, knowledge, and ability of the contractor to meet the technical requirements of this RSOQ. One (1) hard copy original and one (1) electronic version in Adobe Acrobat (PDF) on either compact disc or disc drive, of the SOQ are required. The SOQ shall be fully self-contained and shall follow the format outlined in Section III of this RSOQ. Organization and
presentations within the SOQs shall reflect consideration of the specific evaluation criteria included at the conclusion of Section III of this RSOQ.
B. Format
The Selection Committee will evaluate firms submitting responses to this RSOQ based on the information provided in their Statements of Qualifications (SOQ), and interviews (if conducted). To allow for a standard basis of evaluation, all SOQs are requested to follow a similar format. SOQs shall not exceed sixteen (16)
pages total in length excluding front and back cover pages, title page, table of contents, signed transmittal letter and Affidavit of Non-Collusion. Total allowable pages shall be double-sided 8 ½” x 11” with the exception that up to one page may consist of 11” x 17” fold-out. One page equals one side, two sided equals two pages of the sixteen (16) allowable.
Combinations of text and graphic material may be used at the Proposer’s discretion. Proposers are encouraged to employ any methods they consider appropriate in communicating facts and qualifications. Do not include any design concepts, fees, or pricing related to this project with SOQ submittals. These materials will not be considered, and failure to comply with this provision may result in the rejection of the submittal.
Proposers must submit with their Proposal a signed copy of the Non-Collusion affidavit included as Attachment “A”.
C. Organization
SOQs should be organized with sections/dividers as follows (Include all of the following): Cover:
The cover should contain the following relevant data as a minimum:
• Statement indicating response to: RSOQ for The Core Services Maintenance Facility Project • RSOQ #2016-21
• Project # 01-10002
• Submittal due date and time
• Company name (and logo if desired) • Other information/graphics as desired Title Page:
(One page maximum)
Include company name, addresses, email/website addresses, phone and FAX numbers and name(s) of Principals.
Transmittal Letter:
(One page maximum)
Provide a transmittal letter on the Proposer’s company letterhead identifying the Proposer and introducing key proposed Team members. Provide an expression of the firm’s interest in being selected. Briefly summarize the Proposer’s background and any distinguishing qualities or capabilities that uniquely qualify the Proposer for this project. Identify the key team members and their length of experience both in their respective industries and in their current companies. Confirm the availability of the key personnel identified in the SOQ. Specifically state that reasonable diligence has been exercised in the preparation of the SOQ and that all contents are true, accurate, and complete to the best of the signer’s knowledge. Specifically state that no exceptions are taken to the contents of the RSOQ, or specifically identify and explain any RSOQ item to which an exception is taken. Note: Exceptions taken may render an SOQ non-responsive, or exceptions taken may be considered in scoring the SOQ under relevant scoring criteria.
This letter is to be signed by the individual with authority to bind the Proposer contractually. Please address the letter to:
Patrick Brown, C.P.M.
City of Flagstaff – Purchasing Department 211 W. Aspen Avenue
Flagstaff, AZ. 86001 Table of Contents:
The Table of Contents shall include all SOQ sections as listed below. (Please tab the following SOQ
IV. EVALUATION CRITERIA
Required Information: (New separate category not as a part of evaluation criteria below)
If selected as a finalist for this Project, the firm will be required to provide a statement from an A-minus rated or better Surety Company describing the firm’s bonding capacity, commensurate with the project estimate.
1. Provide a list of current licenses by state. Include type, category, and number.
2. List both Arizona professional and Arizona contractor licenses held, including license numbers and note whether licenses are held by the firm, individuals or sub-consultants.
A. Firm/Team Overview, General Background & Information (5 points) (3 page maximum)
1. Provide cover letter of your Firm/Team overview, identify the Firm/Team’s primary point of contact and contact information. (1 page maximum – 2 points possible)
2. Identify any contract or subcontract held by the firm or officers of the firm which has been terminated within the last five years and give a brief explanation (1-2 page maximum – 3 points possible).
B. Company Project Management Approach (15 points)
1. Describe your company’s approach to warrantees, warranty follow-up, repairs, and obtaining customer satisfaction. (3 points possible)
2. Describe your firm's Project Management approach and experience. Include the following items as part of your overall discussion; (6 points possible)
a) systems used for planning, scheduling, estimating and managing construction;
b) experience with design review, development and refinement, cost and scope control, value engineering and working with a project’s design engineer and owner’s Project Manager protocol or process for quality control for construction (DESIGN BUILD);
c) DESIGN BUILD experience with directly addressing all public concerns associated with the construction.
3. Describe your approach to the DESIGN BUILD process; include at minimum the following in your overall discussion; (6 points possible)
a) your process for establishing and using DESIGN BUILD contingencies and method for cost control;
b) your process for establishing General Conditions expense; c) your subcontractor qualifications and selection process.
C. Experience and Qualifications of Firms and Key Personnel (40 points)
1. Identify the number of comparable projects completed within the past five (5) years where the firm and/or team provided DESIGN BUILD services (Arizona projects are preferred).
2. Select three projects of character, size, budget and complexity comparable to the proposed Project. Include the following items as part of your overall discussion (Arizona projects are preferred). (15 points possible);
a) Role of the firm;
b) Original schedule/completion date, and final schedule/completion date; c) Key issues and problems;
d) Whether DESIGN BUILD, Construction Manager or General Contractor; identify the percent of work self performed if DESIGN BUILD or general contractor;
e) Services provided during the design phase (if any); resolution process on issues that may arise with project stakeholders (i.e. consultant, Owner, City Departments, franchise utilities, residents, et al);
f) Establishing critical schedule milestones, monitoring of progress, means to identify schedule slippage and methods to bring performance back in line with anticipated timelines;
g) Managing cold weather and winter issues;
h) Managing public expectations and disruptions, provide examples of issues & resolutions; i) Managing contingency;
j) Familiarity with relevant and current City of Flagstaff, state, and federal regulations and procedures. 3. Provide Organizational Chart for this Project. (2 points possible)
4. For each person identified in the organizational chart, include their education, registration, years of experience and years of experience with your firm. For each person on the Firm/Team identified in the organization chart, list at least two comparable projects in which they have played the same role as presented for the Project. If a project selected for a key person is the same as one selected for the firm/team, provide just the project name and the role of the key person. For other projects provide (10 points possible):
a) Description of project; b) Role of the person;
c) Project’s original contracted construction cost and final construction cost. Explain cause of variance (if applicable);
d) Construction dates; e) Project owner;
f) Reference information, including name(s) with telephone numbers and e-mail addresses per project;
5. Provide a more in depth discussion for the assigned Project Manager and Superintendent (11 points possible).
6. List any proposed consultants, including the experience and qualifications of these individuals (2 points possible).
D. Project Approach (40 points)
1. Provide your firm’s technical approach to critical success factors for this Project, include the following items as part of your overall discussion (30 points possible):
a) Involvement with design development and refinement;
b) Planning, scheduling, estimating and managing construction, dispute resolution and safety management;
c) Design review, cost and scope control, value engineering and working with a project’s design engineer ;
d) Directly addressing all public concerns associated with the construction, demonstrate approach to minimizing disruptions;
e) Describe your methodology and approach to the development of design solutions for this project;
f) [PM OPTION FOR PROJECT SPECIFIC DETAIL]
2. Describe your methodology to develop and deliver a GMP. Include the following in your overall discussion (10 points possible):
a) your process on establishing and using DESIGN BUILD contingencies and method for cost control;
b) establishing General Conditions expense;
KEY PERSONNEL IDENTIFIED AND LISTED ARE REQUIRED TO PERFORM THEIR IDENTIFIED ROLES UNLESS OTHERWISE AGREED TO IN WRITING BY THE CITY.
E. Executive Summary of Qualifications and Experience Presented (10 points)
F. Value Added Knowledge and Experience (10 points)
The team hired by the City must be familiar with local community needs, standards, historical challenges, local codes and site conditions. Additionally, the team must be accessible to City staff and citizens (e.g. public hearings, neighborhood meetings and other citizen outreach identified in the Request for Statements of Qualifications) during the contracting design and construction phase of the Project.
1. Resolution of issues may be part of the Project work. Describe your response protocol and how the firm’s Project Manager (or responsible person in charge) will be accessible to City staff and citizens.
2. Explain why your firm is particularly qualified to perform your services in the Flagstaff area. Demonstrate the Project Manager’s (or responsible person in charge) knowledge of local geology, climate practices, materials, and codes by specifying in the submittal their experience working in the Northern Arizona region or in a region with geology, climate and conditions similar to those of the City of Flagstaff.
a. Briefly describe two of your most recent projects that were performed in the greater Flagstaff area as defined by the Regional Plan and/or Flagstaff Metropolitan Planning Organization (FMPO) boundaries.
3. During construction, what is the response time by a qualified person (decision making authority) to meet in person and resolve concerns and to accommodate unforeseen issues?
Required Attachment
Complete and include the Non-Collusion Affidavit form included in this RSOQ as Attachment A.
V. EVALUATION AND SELECTION PROCESS
A. Overview
This is a qualifications-based selection process as authorized by ARS Section 34-603. The initial activity will involve an evaluation and scoring of each Proposer’s qualifications and relevant experience, as indicated in its SOQ. A minimum of three and a maximum of five firms, or as otherwise allowed by law, may be invited to participate in interviews pursuant to A.R.S. Section 34-603(C)(2)(b). Following the interviews, if interviews are elected to be conducted by the Owner, the selection committee shall rank three firms in order of preference to generate a Final List per A.R.S. Section 34-603(C)(1)(a) or as may be allowed by A.R.S. Section 34-603(C)(2)(c)(i-iii). Negotiations will commence with the highest ranked firm on the Final List in accordance with ARS Section 34-603(E) and will proceed as set forth therein; or the solicitation may be cancelled pursuant to 34-603(H).
B. Qualification for Evaluation
To qualify for evaluation, the SOQ must have been submitted on time and materially satisfy all requirements identified in this document.
C. Selection Committee
The Selection Committee will consist of up to seven members and will be composed of City staff, an
engineer who is registered pursuant to A.R.S. Section 32-121, a senior management employee of a licensed contractor, and others.
D. RSOQ Evaluation and Ranking Process
The Owner intends to award a Contract to the most qualified firm on the basis of demonstrated competence and qualifications. SOQ submittals that are responsive to the requirements of this RSOQ will be evaluated by the Selection Committee and awarded points for each stated criteria item as follows:
Maximum Achievable Points A. Firm/Team Overview, General Background & Information 5
B. Company Project Management Approach 15
C. Experience and Qualifications of Firms and Key Personnel 40
D. Project Approach 40
E. Executive Summary of Qualifications and Experience Presented 10
F. Value Added Knowledge and Experience 10
Total Available Points 120
The Selection Committee SOQ ranking process will result in a list in order of rank of a minimum of three and a maximum of five firms with whom the Selection Committee may elect to conduct interviews.
E. Interviews
Selected Proposers/Teams may be required to participate in an interview, pursuant to A.R.S. Section 34-603(C)(2)(b). If the city conducts interviews, each Proposer/Team is required to be represented in its interview by the key personnel with whom Owner staff will be directly conducting the day-to-day business of the Project including the project Team Leader.
Should your firm wish to prepare a formal presentation as part of the interview, feel free to do so, however please note that any presentation will be strictly limited to 15 minutes in duration. The remainder of the interview period will be dedicated to discussion of project specific criteria and response to questions from Selection Committee in attendance.
F. Interview Instructions:
Should interviews be elected by the Owner, a specific schedule and additional instructions for the interview will be provided to each firm selected for an interview.
Form of Agreement: The Owner will prepare an Agreement for Design-Build Services to be used in connection with the Project. A review copy will be provided to each firm listed for interviews prior to the time set for their interview. At the time of the interview each firm will be required to provide, in writing, a statement of concurrence with the terms and conditions of the Agreement, or, a statement of any specific exception(s) to the terms and conditions of the Agreement. Exceptions may be considered in scoring under appropriate criteria.
G. Interview Ranking and Team Selection:
Following interviews with the listed Proposers/Teams, the Selection Committee will rank the Proposers/Teams. Ranking criteria for the interviews will be:
Maximum Achievable Points
• Submitted RSOQ Score 120 points
• Presentation 30 points
• Response to Interview Questions 50 points
200 Points Available
Following the evaluation process the Selection Committee will select a Final List of three Teams (or as otherwise allowed by law) deemed most qualified to provide the Design-Build services, ranked in order of preference based on the SOQ evaluation and/or the interview evaluation. The Owner will proceed to
negotiate an Agreement with the highest ranked Final List firm, or will terminate the solicitation. If the Owner is unable to negotiate a satisfactory Agreement with the highest ranked firm, with terms and conditions the Owner determines to be fair and reasonable, negotiations with that firm will be formally terminated. The Owner will then undertake negotiations with the next most qualified Final List firm in sequence, until an Agreement is reached or a determination is made to reject all SOQs and terminate the solicitation.
VI. ADDITIONAL INFORMATION
A. Instructions
The City of Flagstaff shall not be held responsible for any oral instructions. Any changes to this Request for Qualifications will be in the form of an addendum to the Statement of Qualifications. The addendum will be transmitted to all registered Request for Qualifications document-holders.
B. City Rights
The City of Flagstaff reserves the right to reject any or all Statements of Qualifications, to waive any informality or irregularity in any Statement of Qualifications received, and to be the sole judge of the merits of the respective Statements of Qualifications received.
C. Release of Project Information
The City of Flagstaff shall provide the release of all public information concerning the project, including selection announcements and contract awards. Those desiring to release information to the public must receive prior written approval from the City of Flagstaff.
D. Contact with City Employees and Consultants
All persons and/or firms that are interested in this project (including the firm’s employees, representatives, agents, lobbyists, attorneys, and sub-consultants) will refrain, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process. This includes but is not limited to the evaluation panel, the City Manager, Assistant City Manager(s), Deputy City Manager(s), Division Directors or other staff. This policy is intended to create a level playing field for all potential firms, assure that contract decisions are made in public, and to protect the integrity of the selection process. All contact on this selection process should be addressed to the authorized representative identified in Section II.
E. Contact with Elected Officials (Mayor, City Council)
Any contact pertaining to this selection process with elected officials must be scheduled, in person, through the Flagstaff City Clerk’s Office, 211 W. Aspen Avenue, Flagstaff AZ 86001, and are posted by the City Clerk at least twenty-four (24) hours prior to the scheduled meeting. The Clerk’s posting shall include and detail the participants and the subject matter, and shall invite the public to participate. No contacts made by telephone, other than to schedule a public meeting, are permitted. Copies of contacts made by letter, facsimile, e-mail, or other written method shall be made available to the public, press, and all submitting firms, upon written request to the City Clerk.
F. Reservation of Rights
There shall be no express or implied intent to contract until expressly stated in writing by the City of Flagstaff, an award is made, and all conditions stated herein are satisfied. The City of Flagstaff reserves the right to reject any or all SOQs, or to withhold the award for any reason it may elect, and to waive or decline to waive irregularities in any proposal.
G. Protests
Protests shall be resolved, in accordance with the following: A protest shall be in writing and shall be personally delivered or served upon the City Purchasing Director. A protest of a solicitation shall be received
at the City Purchasing Department before the solicitation opening date. A protest of a proposed award or of an award shall be personally delivered or served upon the City Purchasing Director within ten (10) days after the protester knows or should have known the basis of the protest. A protest shall include:
a. The name, address and telephone number of the protester; b. The signature of the protester or its representative;
c. Identification of the solicitation or contract number;
d. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and
