Department of Public Works Building Project

REQUEST FOR PROPOSAL AND QUALIFICATIONS CITY OF COLUMBUS PUBLIC WORKS DEPARTMENT BUILDING RENOVATION AND EXPANSION Issue: October 16, 2024 Responses Due: Monday, November 18, 2024 at 4PM EST  
A. Executive Summary/Introduction   1. Overview of the Opportunity   The City of Columbus, Indiana (the “City”), a consolidated city under Indiana Code 36-3 et seq. is pleased to present this Request for Proposal and Qualifications (“RFPQ”) to prospective entities or groups of entities (“the Offerors”) interested in submitting proposals and statements of qualifications (“Proposals”) to develop, build, operate and maintain the Department of Public Works Building Project (“the Project”) pursuant to a public-private partnership agreement (“PPA”) with a selected Developer (“Developer”).   Proposals will be received until 4pm EST, on November 18, 2024. Any Proposal received after the designated time will be returned unopened. Proposals will only be accepted through the electronic bidding system, Ion Wave Technologies. All responses are due prior to the published response due date and time. Submittals must include all required attachments to be considered for selection. No mailed, emailed, faxed, hand delivered or late responses will be accepted. To register with Ion Wave, view current City of Columbus RFQs, or submit a RFPQ, please visit https://columbusin.ionwave.net/. Signed and scanned documents, or electronically applied signatures are acceptable. Do not send additional forms, resumes, brochures, or other material unless otherwise noted in the item description. The Offerors will be publicly announced by the Columbus Redevelopment Commission at 4pm on November 18, 2024 at City Hall, 123 Washington Street, Columbus, Indiana.
Throughout the term of the PPA, the Commission will own the land and will grant the Developer a construction easement for the purposes of constructing the Project. The Commission will work with the Developer to identify suitable locations for a construction office, construction staging, and parking during construction.
The Commission has engaged Force Design Inc. (“Force Design”) to prepare bridging documents, including owner criteria (the “Bridging Documents”), for the Project. All services performed by Force Design through the preparation of the Bridging Documents will be paid for by the Commission pursuant to its contract with Force Design. Any other professional services and consultants required to build, operate, and maintain a project of this magnitude, including, but not limited to architect, engineering (including civil, structural, mechanical, electrical, plumbing, and technology), AV/IT, security, procurement, etc., shall be selected and engaged by the Offeror. Professionals who have assisted the Commission in preparation of Bridging Documents may be selected as members of an Offeror’s team, provided they are not required by the Offeror to participate exclusively on its team.   2. Project Description   The Columbus Public Works Department requires a new location to house their functions. The Commission has purchased a property with an existing building. The Bridging Documents indicate the extent of required construction. The project includes: renovation of existing building for office, maintenance, and storage uses; addition to the existing building to provide maintenance bays and additional storage; a stand-alone pole barn for equipment storage; a wash bay building; a fueling station; and associated drives, walks, multi-use paths, and landscaping to provide a functional site that is compliant with zoning, land use, and other regulations.   Pending approval of additional funding, the scope of the project will be expanded via addendum or during the scoping process to include additional items including the design and construction of a salt storage barn per the bridging documents.   3. Project Site   The property is located at 1350 Arcadia Drive, Columbus, IN, 47201   4. Project Budget   The Project will be funded by the Commission. The Guaranteed Maximum Price (“GMP”) shall not exceed $6,113,407 and shall include all design services required for bidding and permitting; all permits , reviews, and associated fees; all construction services , materials, and equipment (except where Bridging Documents indicate items or work provided by owner); all operational expenses (except utilities) and services as required during the operational period; all warranties; and all equipment, materials, services, and other items required as part of the construction process. The Commission will pay for on-site utilities during construction and operational period.   Pending approval of additional funding associated with the incorporation of an onsite salt storage barn, the project budget may be increased via addendum or during the scoping process.   5. Project Schedule   Issue request for qualifications and proposals                                      Wednesday, October 16, 2024 Pre-bid at Arcadia Drive                                                                     Thursday, October 31, 2024 1pm Deadline for questions                                                                       Thursday, November 7, 2024 5pm Final addendum posted on Ion Wave                                                  Tuesday, November 12, 2024 Proposal due                                                                                     Monday, November 18, 2024 4pm Offerers announced at Redevelopment Commission                              Monday, November 18, 2024 4pm Announcement of short-listed developers                                            Thursday, November 21, 2024 Interviews, if required                                                                       Monday, December 2, 2024 Revised proposals with best and final offer                                          Wednesday, December 4, 2024 Selection of best and final offer                                                          Thursday, December 5, 2024 Hearing with public comments                                                           Monday, December 16, 2024 Construction starts                                                                           Tuesday, April 1, 2025 Construction complete                                                                      Wednesday, April 1, 2026 Occupancy begins                                                                            Wednesday, April 1, 2026
  6. Procurement Method   It is anticipated that the Developer will develop, design, construct, operate, and maintain the Project as well as procure any identified furniture, fixtures, and equipment in return for periodic payments, which payments are likely to include significant milestone payments made by the Commission during the construction process. Offeror and the Commission shall negotiate a milestone payment schedule during the Scoping Period (as hereinafter defined), which will be incorporated into the PPA.   7. Project Goals and Priorities   Goals and priorities for this project include: a. Interior renovation of portions of existing building for maintenance and storage uses b. Addition to the existing building to provide maintenance bays and additional storage c. Construction of a new stand-alone pole barn for equipment storage d. Construction of associated drives to service existing building, addition, and new pole barn e. Construction of a new wash bay building and associated drives f. Construction of a fueling station with two underground 12,000 gallon tanks and associated drives g. Interior renovation of portions of existing building for office and personnel uses h. Construction of a multi-use path along eastern and northern edges of property i. Cleaning of existing building exterior j. Site fencing and gates k. Landscaping as required to meet zoning requirements l. Construction of a salt storage barn     Additional items may be added to the scope of the project via addendum or during the scoping process to include the design and construction for: a. Replacement of the existing building roof system b. Replacement of the existing building HVAC equipment c. Existing building bathroom remodels d. Parking overlay e. Additional landscaping f. Exterior painting of the existing building   8. Procuring Agency   The Commission will be the procuring agency for the Project.   9. Key Stakeholders   The Project will be led by City of Columbus Redevelopment Commission. The City of Columbus Public Works Department will be the primary user for this Project.
B. Procurement Process   1. Background   Pursuant to Indiana Code Section 5-23 et seq., the City of Columbus is authorized to solicit requests for proposals, to conduct discussions with Offerors to clarify their proposals, to have eligible Offerors revise their proposals and to negotiate best and final offers with responsible Offerors who submit proposals that the City determines to be reasonably susceptible of being selected for award of the PPA.   Pursuant to this authority and in accordance with the process described in this RFPQ, the Commission intends to select a Developer to enter into a PPA with the Commission. The selection of the Developer will be based on the Commission’s evaluation of the factors and criteria described within this RFPQ.   Following submission of the proposals, the Commission reserves the right to conduct discussions with one or more of the Offerors to clarify their proposal and to understand and evaluate them in accordance with the process set forth herein. The Commission intends, but is not bound, to select a group of Offerors (“Short-Listed Offerors”) that are determined, based on a review and evaluation of the proposals as set forth herein, to be responsible Offerors that are reasonably susceptible of being selected for award of the PPA. The Short-Listed Offerors will be selected based on the Commission’s evaluation of the proposals using the factors and criteria described in this RFPQ.   The Commission intends to conduct interviews with the Short-Listed Offerors during this process and may solicit and negotiate best and final offers (“Revised Proposals”). The Commission will evaluate the original proposals or, if applicable, Revised Proposals, based on the criteria described in the RFPQ.   The Commission intends to negotiate with and award a professional services agreement with one of the Short-Listed Offerors (the “Scoping Agreement”) for the purpose of further defining the scope, programming, and total cost of the Project, including a GMP (the “Scoping Period”). Upon completion of the deliverables within the Scoping Agreement, the Commission intends to enter into a PPA that includes the GMP. If the selected Offeror is unable to present an acceptable proposal for: (a) the design; and (b) the establishing of a GMP; for the Project (the “GMP Proposal”), the Commission reserves the right to terminate the Scoping Agreement at any time pursuant to its terms and enter into negotiations with another Short-Listed Offeror.   Copies of the RFPQ Documents including Bridging Documents, and other reference documents must be obtained from the Ion Wave site. These sets may include full-size drawings. It is the sole responsibility of each Offeror to review the Ion Wave site and attachments prior to submitting a proposal to ensure that the Offeror has obtained all available instructions, addenda, changes, supporting documents, and any other information pertaining to the RFPQ. Offerors shall assure that they have obtained complete sets of drawings and the RFPQ Documents and shall assume the risk of any errors or omissions in bids prepared in reliance on incomplete sets of drawings and RFPQ Documents.   Please submit questions to Jason Larrison at contact@example.gov no later than Thursday, November 7, 2024 by 5pm EST. Responses to all questions received will be posted via an addendum publicly on Ion Wave by Tuesday, November 12, 2024.
A pre-bid meeting will be held at 1350 Arcadia Drive, Columbus, IN at 1pm on October 31, 2024 for the Offerors to tour the existing building and site. Offerors can ask questions about the Bridging Documents and general Project structure during the pre-bid meeting. Outside of this meeting, individual questions shall be submitted through the RFPQ process outlined above.   Offerors shall not contact, communicate with, or discuss any matter relating to this RFPQ during the procurement process with any employee or elected official of the City, members of the Evaluation Committee or their advisors, other than the person noted above. No oral interpretation or clarification will be made to any Offeror as to the meaning of the RFPQ or other information furnished by the Commission with this RFPQ. Any such communication initiated by an Offeror shall be grounds for disqualifying the Offeror from consideration of this Project award.   Addenda may be issued at any time prior to the receipt of proposals. Issued Addenda will be promptly posted to the Ion Wave site prior to the date fixed for the opening of proposals. Failure of any Offeror to receive or review any such Addendum via the Ion Wave site shall not relieve any Offeror from any obligation under its proposal as submitted. All Addenda so issued shall become part of the RFPQ Documents. Offerors shall indicate receipt of Addenda in their proposals. Failure to do so may result in rejection of the proposals. Offerors shall not rely upon interpretations, clarifications, and/or approvals made in any other way.   2. Proposal Contents and Requirements   Each Offeror shall submit its Proposal in accordance with the above submission format and timing requirements, and submit its Proposal in accordance with the following content requirements:   2.1 Cover Letter The Proposal should be accompanied by a cover letter which should clearly designate the Offeror’s preferred contact person and office in charge (name, phone number, email address) for all correspondence through the RFPQ process.   2.2 Safety Record Provide Statement of Experience Modification Rate, Injury and Illness and Days Away, Restrictions, and Transfer Statistics.   2.3 Bonding Capacity Each Offeror shall include documentation from its bonding agent or surety company regarding its bonding capacity. The successful Offeror will be required to provide payment bonds and performance bonds in an amount not less than the entire GMP amount.   2.4 Certificate of Insurance Insurance coverage is required in the amount of not less than Two Million Dollars ($2,000,000) per person, nor less than Five Million Dollars ($5,000,000) in the aggregate to ensure coverage for the maximum amount of damages that can be recovered from the City under the Indiana Tort Claims Act. Submit a copy of the Certificate of Liability Insurance with the quote. The City requires that it be included as an additional insured on the policy.   2.5 Project Approach to GMP The Commission intends to establish a GMP for this Project at the end of the Scoping Period and prior to execution of the PPA. The GMP and the PPA contract terms are subject to the approval of the Columbus Redevelopment Commission. The GMP Proposal will identify the date of substantial completion. The Offeror shall present an Execution Plan within the Proposal, including the team’s approach and timing for establishing a GMP, including but not limited to the Offeror’s approach to managing design within the Project framework, as well as percentages and types of contingencies at GMP, including but not limited to the amount of: a. developer fee b. construction management fee c. estimated design and construction contingencies d. estimated site condition contingencies e. design fees f. any other allowance-based fee. Within the Execution Plan, the Offeror shall indicate its approach to self-performing work or pre-qualifying first-tier subcontractors. The Offeror shall include its proposed strategy, if any, for shared cost savings, with a narrative describing how such strategy will provide the Commission with the lowest total borrowing amount and GMP. Notwithstanding the foregoing, unspent owner allowances or owner contingencies shall be returned to the Commission in their entirety.   2.6 Project Schedule A milestone schedule for the Scoping Period and anticipated construction commencement and completion dates of the Project shall be included with the Proposal and will be attached to the Scoping Agreement, including a narrative describing how such schedule shall be developed with the Commission to meet its scheduling objectives. A detailed construction schedule shall be accepted and agreed to by the Commission prior to execution of the PPA. This construction schedule is subject to adjustment for excusable delays or force majeure events; the substantial completion date and final completion date listed in this RFPQ, however, are critical to meet the Commission’s financing obligations. Due to the underlying Project financing provided by the Commission, the selected Offeror will have no ability to extend or delay the completion date. Offerors who are unable to deliver the Project by the listed final completion date should not submit a Proposal for the Project. The construction schedule may be provided in either a CPM format or Gantt Chart.   2.7 Project Experience List up to ten (10) projects within the last five (5) years led by Offeror that are most representative of Offeror’s performance, where applicable, in the following areas: a. projects with the City of Columbus b. public projects c. public projects through public private partnerships d. public projects through build-operate-transfer agreements e. design-build projects, public and/or private f. public works facilities g. vehicle maintenance facilities h. renovation of existing facilities   The following details should be provided with each project: Project Name and Location, Owner, Team Members and their roles, Designer, Project Type and Size, Original Budget Amount, Final Contract Amount, and Overview of Construction Schedule. The Overview of Construction Schedule shall include the proposed targeted completion date, actual substantial completion date, and final completion date.   2.8 Probable Cost Estimate and Fee Proposal Utilize Exhibit B and provide an itemized fee for each Project phase. For the Scoping Period, provide a fee proposal that includes: a. Design fee including proposed b. Itemized reimbursable expenses c. Developer fee if the Commission elects not to accept the GMP proposal d. Preconstruction fee if the Commission elects not to accept the GMP proposal   For the Construction and Operations Period, provide a probable cost estimate that includes: a. Administrative fees including permits, design team construction administration fees, testing fees, and other itemized administrative fees b. Construction expenses listed by project component c. Allowances including owner’s construction allowance, owner’s furniture allowance, and other itemized allowances d. General conditions including staffing, bonds, insurance, and other itemized allowances e. Developer fee including how it is calculated f. Escalation contingency including a strategy for how it is utilized g. GMP contingency including how it is calculated and eligible uses   Include in the proposal the Offeror’s approach to project savings.   The Commission acknowledges that any initial probable cost estimate will have limited value towards establishing a GMP, but desires additional information that will provide context for how Offeror intends to carry out its approach to the Project.   The Commission is willing to consider proposals that take innovative approaches to: (a) energy efficiency and usage; (b) long-term operation, maintenance, and lifecycle replacement of the Project; or (c) other strategies that would improve quality while reducing total Project cost. Offerors should include any information related to the operation, maintenance, or replacement of all or portion of the Project within its Proposal response.   The Commission acknowledges that the Probable Cost Estimate will be provided by each Offeror for conceptual purposes and to provide additional context to the fees and charges to be added to design and construction cost of each Offeror. If an Offeror believes that there are alternative means, methods, materials, or other specifications that would: (a) reasonably be acceptable to the Commission, given its focus on Project quality and value; and (b) provide a material cost savings to the Project; the Offeror should separately identify those alternatives for evaluation and consideration by the Commission. Any alternative suggestions will ultimately be evaluated and considered by the Commission after execution of the Scoping Agreement and prior to the execution of the PPA.   2.9 Qualifications Include in the main narrative of the Proposal a description of the Offeror team’s qualifications to perform and complete all of their portion of the services, in accordance with the requirements of the RFPQ, Project Documents and Bridging Documents, and clearly state which portion of the services are being performed by each Offeror team member.   Provide (3) three references from past projects, including project name and contact information of the owner or owner’s representative.   2.10 Required Statements The Proposal shall include, at a minimum, statements regarding the understanding of the services to be provided and an execution plan. The Offeror shall specifically describe its understanding and approach to the requirements of the services to be performed and deliverables required. The Offeror’s main narrative shall explain its proposed methodology for fulfilling the requirements for the term of the PPA.  
The Offeror shall also provide a detailed execution plan which describes its proposed staffing plan, a milestone schedule for services, and its methods and approach to organize, administer, and manage the services. The plan shall outline the Offeror’s approach to collaboration with stakeholders, management of milestone Owner approvals, maintenance and communication of Project schedule and budget status, and document and information management. The plan should also include the Offeror’s approach for overcoming any challenges and problems and mitigating risks in order to avoid problems.   2.11 Comprehensive Compliance Form Include a completed, signed, and notarized Comprehensive Compliance Form (see Exhibit F).   2.12 Interviews The Commission, at its sole discretion, may interview any Offeror to confirm its understanding of and approach to delivering the Project. Interviews may be conducted at any time during the Proposal evaluation process. However, the Commission may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating Offerors.   3. Proposal Evaluations   3.1 Evaluation Committee The successful Offeror will be determined by an Evaluation Committee. The Evaluation Committee reserves the right to meet and confer with one another and the Commission’s advisors for the Project as part of its evaluation and rating process.   3.2 Evaluation Methodology The Commission’s decision to enter into a PPA with an Offeror will be made on the basis of the best qualified Offeror’s qualifications, Project Approach, and ability to deliver to the Commission the best value over the life of the Project.   3.3 Acceptance of Proposal Award of a PPA will be made to the most highly qualified Offeror whose overall Proposal, in Commission’s judgement, best meets the content and other factors of the RFPQ, Project Documents and Bridging Documents. Accordingly, all Offerors are encouraged to include their most favorable terms and as much information as possible in their Proposal.   3.4 Execution of PPA The successful Offeror shall execute a Scoping Agreement with the Commission as set forth in the RFPQ and without exception, and in such number of counterparts as the Commission may request. During and upon completion of the services to be performed in the Scoping Agreement, the parties shall negotiate the PPA, including the final GMP.   The failure of the successful Offeror to execute the PPA and to supply the required bonds when the PPA is presented for signature, or within such extended period as the Commission may grant, based upon reasons determined adequate by the Commission, shall constitute a default, and the Commission may either award the PPA to the next highest evaluated Offeror or re-procure for Proposals.   3.5 Communication From the date of issuance of this RFPQ until an Offeror is selected by the Commission, the following rules of contact shall apply. These rules are designed to promote a fair and unbiased procurement process. Contact includes face- to-face, telephone, facsimile, electronic-mail (e-mail), other electronic means or formal written communication. The specific rules of contact are as follows: a. No Offeror may prohibit subcontractors that are shared between two or more Offeror teams from communicating with their respective team members. b. Each Offeror shall designate one representative responsible for contacts with the Commission, and shall correspond with the Commission regarding the RFPQ only through the Commission’s Owner’s Representative. c. No Offeror or representative thereof through either of their respective employees, agents, or representatives shall have any ex parte communications regarding the RFPQ with the Mayor, any member of the Council, or with any Commission staff, advisors, contractors, or consultants involved with the procurements, except for communications expressly permitted by the RFPQ or except as approved in advanced by the Owner’s Representative in her sole discretion. The foregoing restriction shall not, however, preclude or restrict communications with regard to matters unrelated to the RFPQ or participation in public meetings of the Council. Any Offeror engaging in such prohibited communications may be disqualified at the sole discretion of the Commission.
  C. Developer Responsibilities   1. Environmental   Developer will be responsible for meeting all federal, state, and local laws, codes, and regulations associated with the project. Developer will be responsible for a Stormwater Pollution Prevention Plan. The Commission completed a Phase 1 study. A site survey was also completed. Both documents are included as attachments to this RFPQ.   2. Permitting   Developer is responsible for obtaining all federal, state, and local permits and releases. Developer is also responsible for all fees associated with permits, releases, and inspections.   3. Geotechnical   The Commission commissioned a geotechnical report. The document is included as an attachment to this RFPQ.   4. Design   Developer will be responsible for all aspects of the design for the Project, which must comply with the Bridging Documents. All drawings and building information models shall be made available to the Commission. All requests for deviations shall be included in the Proposal documentation.   Drawing packages for the Developer are: • 30%, schematic design • 60%, design development • 90%, construction documents • Issued for Permit • Issued for Construction • Record Drawings   Document information is to be consistent with industry standards for the level of care required to successfully accomplish the design intent shared within this Proposal. Other design team responsibilities include: • Construction observation • Requests for Information • Shop drawing and construction submittal review   5. Construction   Developer will be responsible for construction and commissioning of the project as identified in the Bridging Documents   6. FFE Procurement and Installation   Existing furniture will remain. Provide an allowance of $100,000 for procurement of furniture at the Commission’s discretion. Three vehicle lifts at the existing Public Works building will be disassembled and delivered by the owner. Developer will install the lifts. A generator at the existing Public Works building will be utilized at the Project. Developer will disassemble, deliver, and install the generator.   7. Security   Developer will be responsible for security of the Project until completion.   8. Operating Period   Developer will be responsible for performing operations and maintenance for the Project for a thirty (30) day period after the City of Columbus Public Works Department receives the Project (the “Operating Period”), subject to further agreement of the parties during the process of developing the PPA.   Punchlist and certificate of occupancy must occur prior to 30 day operating period.   Developer’s responsibility for performing operations and maintenance during the Operating Period shall be subject to the terms and conditions of the PPA, which shall include, but not be limited to, the following: (a) the Commission shall have the sole right to direct the work to be performed during the Operating Period; and (b) all work performed during the Operating Period shall be included within the GMP, unless otherwise subject to applicable warranties or otherwise negotiated by the parties.   9. Warranties   Developer will also be required to provide a warranty of the design and construction work for a period of 2 years after the Operating Period. Parent guarantees and warranty bonds from the developer may be required to support the developer’s obligations with respect to such warranties and work relating to such portions.   Developer will participate in a warranty walkthrough 11 months after the operating period.   D. List of Exhibits   The following exhibits are available as attachments on Ion Wave:   Exhibit A – Bridging Documents Exhibit B – Probable Cost Estimate and Fee Proposal Exhibit C – Topo Survey for site Exhibit D – Environmental Phase 1 Exhibit E – Geotechnical Report Exhibit F - Comprehensive Compliance Form