facilities condition assessment rfq...2.3 facility condition assessment . the consultant will...

Facilities Condition Assessment and Space

Needs Plan for Alamance County

Request for Qualifications

RFQ #2018-01

Issue Date: February 16, 2018

Due Date: March 12, 2018 by 3:00 p.m. EDT Purchasing ·Director: Randy Clark

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Table of contents

Table of contents ......................................... .................................................................................................. 2

1 Purpose ............ .................. ....................... ................................. ............................................................ 3

2 Scope of Work ..................................... .................... .............................................................................. 3

2.1 Meet with Staff ................................................... ........................................................................... 3

2.2 Facility Space Assessment ................................................................................ ............................. 3

2.3 Facility Condition Assessment ............................ ........................................................................... 4

2.4 Condition Assessment and Space Needs Plan ................................................ ............................. .. 4

2.5 Presentation to Alamance County Board of Commissioners ........................................................ 5

3 Target Dates ......................... ................................................................ ..................................... ............ 5

4 Format of Request for Qualifications ...................................... ............................................ .................. 5

5 Submittal of RFQ ....................... ............................................................................................................ 6

5.1 How to submit RFQ .................................................................... ...................................... .............. 6

6 Questions ........................................... ...................... ............... ............................................................... 6

7 Addenda ...................................... .......................................................................................................... 7

8 Eva I uation ....................................... ..................................................................................................... .. 7

8.1 Evaluation criteria ......................................................................................................................... 7

9 Additional information ................... .................................. ..................................................................... 8

9.1 Disclaimer ............................................................................................................. ................... ...... 8

Appendix A. List of Buildings ............. ...................................................... ..................................................... 9

Appendix B. Statement of Qualifications Questionnaire .................................................................................... 10

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1 Purpose

Alamance County ("County") is a growing community of over 155,000 people located in the central North Carolina straddling the 1-85/1-40 corridor with the Triad region immediately to the west and the Triangle immediately to the east. Alamance County is interested in learning more about the current condition of its facilities and how well the needs of County staff, and the services provided to the County, are met currently and for the future.

The County requests sealed qualifications for a qualified firm to prepare a Facilities Condition Assessment and Space Needs Plan. This Plan will be based on quantifiable and qualitative data, such as space needs and facility condition, to address the County's immediate and long-range needs. The overall goal is to provide adequate, sufficient, environmentally friendly, and functional space for County employees to effectively and efficiently perform required duties and responsibilities. Consideration must also be made for current and future facility needs of our Criminal Justice System. It is the County's desire to observe historic preservation and compliance with Americans with Disabilities Act when evaluating facility opportunities.

2 Scope of Work

2.1 Meet with Staff The Consultant will meet with County staff to review the County's goals and objectives for this

project. The County staff will provide a site tour of all County facilities to familiarize the firm

with existing condition and uses of the facilities. The Consultant will also meet with individual

department heads and key stakeholders to discuss current space utilization and projected

need.

Details about each of the County facilities and the departments located within will be

listed in Attachment A.

Consulting team tasks

• Develop a consistent method to capture pertinent information from County staff.

• Determine analytical indicators that portray space use, i.e. square foot/person.

• Assessment of current and future security and safety needs.

• Assessment of current and future space needs.

2.2 Facility Space Assessment The Consultant will review and incorporate existing assessment reports and perform any evaluations needed to assess space needs for County departments or other County-supported facilities including Criminal Justice System facilities. The Consultant may be required to accurately perform measurements of the County's facilities, listed in Attachment A, and create single line drawings for utilization within the County's Arc GIS program to include attributes which capture room usage and space dynamics .

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Consulting team tasks

• Develop a consistent method to measure and collect County facility space usage data .

• Create single line drawings of existing facilities that accurately detail interior and

exterior dimensions.

• Accurately depict space by County Department.

• Develop a method to catalogue all facility space and space use inventory.

• Load captured data into GIS dataset consistent with the County's needs.

2.3 Facility Condition Assessment The Consultant will conduct a facility condition assessment which tabulates the structural, MEP (mechanical, electrical, and plumbing}, roof and interior components of a building. This assessment will determine the current condition and utilize a proven lifecycle method to predict the deterioration of these components.

Consulting team tasks • Recommend a consistent method to perform facility condition assessments.

• Utilize ArcGIS to locate and catalogue major equipment and components within a facility.

• Document and report any safety issues found during the assessment.

• Immediately report any life safety issues. • Develop a 10 year facility capital investment forecast based on findings. • Compile all costs (in dollars per year) of maintaining the County buildings, parking lots,

and grounds together with an estimate of how these costs will increase with the age and continuing deterioration of the buildings.

2.4 Condition Assessment and Space Needs Plan The Consultant will create a space needs plan based on the data captured during the facility space and condition assessment. This plan will provide multiple options which include rough order of magnitude estimates. The plan will reflect the County's goals and objectives while evaluating the use of existing and proposed County facilities. The analysis should provide multiple options and present the pros and cons of each option and will serve as guidance for future County facility planning and decisions.

Consulting team tasks • Work with County staff to understand current and future facility needs. • Work with County to understand possible locations and ideas for new construction. • Include an analysis of new construction vs renovation/maintenance requirements of

existing facilities. • Provide a current and future space needs evaluation by departments. • Provide a plan for departments to relocate as facilities are renovated or constructed.

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• Provide a narrative of the plan development process and assumptions used as a basis for the plan.

• Develop a draft version of the deliverables for staff review • Provide final draft of deliverables based on staff review

2.5 Presentation to Alamance County Board of Commissioners The Consultant may be required to present the final space needs plan to the Board of Commissioners. The presentation will include the list of recommendations and explain the pros and cons of each.

3 Target Dates

• February 16, 2018: RFQ issued

• March 12, 2018: Consultant proposals due by 3:00 PM EDT

• March 12 - 16, 2018: Internal review

• March/April 2018: Consultant Interview and Selection

• April/May 2018: Contract execution

• May 2018: Project kickoff

• September 2018: Project Completion

4 Format of Request for Qualifications Sections and required contents

1. Cover letter a. Reference to the "Facility Condition Assessment and Space Needs Plan -

Alamance County Request for Qualifications" b. Listing of all individuals on the project team c. Conflict of interest statement

2. The firm or firms' experience, knowledge, familiarity, and past performance with similar projects and

a. The firm's understanding of the project, the tasks, and Alamance County in general

b. The proposed project staff's experience, expertise, and availability c. The proposed project staff's resumes

3. Project approach a. Project management strategy b. Individual Team member roles c. Proposed methodology for specific tasks

4. Contact information for three references for similar projects 5. Firm's projected project timeline 6. If subcontracts with another firm(s) please provide rationale for such use along with the

qualifications of such firm(s)

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5 Submittal of RFQ

5.1 How to submit RFQ

RFQs may be submitted by USPS mail or other delivery service to the Purchasing Director. Respondents may also bring proposals to Alamance County Purchasing Department at the address listed in this section.

One {1} original and four (4) copies of the RFQ shall be sent or delivered to Alamance County by the deadline. The RFQ name and number should be listed in the lower left corner of the envelope.

If using USPS mail or another shipping/delivery service, please use the following address:

Randy Clark, Purchasing Director

Alamance County 124 W. Elm St. Graham, NC 27253 [email protected]

Proposals submitted after 3:00 p.m. EDT on Friday, March 12, 2018 will not be considered for evaluation.

6 Questions

All questions are to be submitted in writing before 3:00 p.m. EDT February 28, 2018 and reference the specific section (s) in the RFQ. Questions are to be sent to:

Andrea Rollins via email at [email protected], or via mail at 124 W. Elm St., Graham, NC 27253.

Responses to questions may result in the issuance of addenda to the RFQ (see Addenda section below). The County reserves the right to address questions via a published addendum to this RFQ. This includes publishing the question verbatim or paraphrased (information about the person submitting the question, or their firm, will not be published.) See the Addenda section for more information.

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mailto:[email protected]

mailto:[email protected]

7 Addenda

After it is released, the County may revise the RFQ with one or more addenda. All addenda will be posted at the Alamance County website Purchasing Department page to ensure all potential proposers have equal access to the information.

Qualification submittals must include statements acknowledging that the proposer has read and understands all addenda. Proposers are responsible for checking the website for addenda.

All addenda, if deemed necessary by the County, will be posted by February 28, 2018, at 5:00 p.m. EDT. If, after the aforementioned time, an addendum is deemed necessary to address an issue that substantially affects the ability of firms to have reasonable amount of time to submit their qualifications, the deadline for submitting proposals may be extended by the County.

8 Evaluation

8.1 Evaluation criteria

The evaluation criteria will be used to select the most qualified firm. The staff review team reserves the right to schedule in-person interviews with top firms if desired.

1. Experience and qualification - 35 points a. Do the individuals assigned to the project have experience on similar projects? b. Do the individuals assigned to the project have experience with the specifictasks

outlined in the RFQ? c. Are resumes complete and do they demonstrate backgrounds that are desirable

for individuals engaged in the work the project requires? d. How successful is the general history of the firm regarding timely and successful

completion of projects? e. Has the firm provided letters of reference from clients? f. If subcontractors will perform work on the contract, how well do they measure

up to the evaluation used for the firm?

2. Understanding of the Project - 20 points a. How well has the firm demonstrated a thorough understanding of the purpose

and scope of the project? b. How well has the firm identified issues and potential problems related to the

project? c. How well has the firm demonstrated that it understands the deliverables the

County expects it to provide?

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2. Methodology used for the project - 30 Points a. How well does the methodology depict a logical approach to fulfilling the

requirements of the RFQ? b. How well does the methodology match and contribute to completing the tasks

set out in the RFQ? c. How well does the methodology interface with the schedule in the RFQ?

3. Management plan for the project - 15 Points a. How well does the management plan support all of the project requirementsand

logically lead to the deliverables required by the RFQ? b. How well is accountabil ity completely and clearly defined? c. Is the organization of the project team clear? d. How well does the management plan illustrate the lines of authority and

communication? e. Does it appear that the firm can meet the schedule set out in the RFQ? f. Has the firm gone beyond the minimum tasks necessary to meet the objectives

of the RFQ? g. Is the proposal practical, feasible and within budget?

9 Additional information

9.1 Disclaimer This RFQ does not form or constitute a contract with any responder. Alamance County shall not be liable for any loss, expense, damage or claim arising out of the advice given or not given or statements made or omitted to be made in connection with this RFQ. The County will not be responsible for any expenses which may be incurred in the preparation of this RFQ. Any cost incurred by respondents in preparing or submitting a proposal for the project shall be the respondents' sole responsibility .

Ownership of all data, materials and documentation originated and prepared for Alamance County pursuant to a contract resulting from a proposal submitted for this RFQ shall belong exclusively to the County and be subject to public inspection in accordance with the Freedom of Information Act . Trade secrets or proprietary information submitted shall not be subject to public disclosure under the Freedom of Information Act; however, the respondent must invoke the protections of the appropriate section of the Code of North Carolina, in writing, either before or at the time the data or other materials are submitted to Alamance County and state the reasons why protect ion is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words , figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire document, line item prices and/or total costs as proprietary or trade secrets is not acceptable and may result in rejection of the proposal. Alamance County reserves the right to reject any or all proposals received or to request additional info rmation as may be needed to clarify or determine qualifications .

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Appendix A:

ALAMANCE COUNTY BUILDING INFORMATION

Estimated Building County Buildings Square Footage

Agriculture Building

Board Of Elections

Civil Courts Building

Community Corrections

County Office Annex (Court Services)

County Office Building

Criminal Courts Building (JB Allen Courthouse)

CSI Building

Dental Clinic

Development Services (Blue Modular)

Elderly Services Building

EMS Boone Station

EMS Garage/Alamance County Rescue

EMS Main

EMS Rudd Street

Environmental Health Building

Family Justice Center

Historic Courthouse

Human Services Center

Kernodle Easttown

Law Enforcement Cente r (New Jail)

Law Enforcement Center (Old Jail)

Maintenance Department

Open Door Clinic

Pine Street Property

Prison Annex Building

Psychotherapeutic Services

Register Of Deeds

South Annex

10,176

3,829

14,850

9,956

10,529

30 ,760

40 ,891

2,071

5,376

2,050

11,234

3,756

5,324

9,638

2,584

6,388

14,709

21 ,699

114,100

27,000

55 ,834

66 ,562

7,500

2,676

1,464

4 ,617

5,022

6,698

1,936

499 ,229

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Appendix B:

ALAMANCE COUNTY

STATEMENT OF QUALIFICATIONS QUESTIONAIRE

PROFESSIONAL SERVICES

Your submission does not guarantee any work with the county.

Firm Name : ___________________ _

Address: ____________________ _

City , State, and Zip: ________________ _

Telephone Number: ________________ _

Fax Number ___________________ _

Contact :

Email :

Primary Professional Service Type : � Architect � Engineer

Business Classification:

� No � Yes Disadvantaged , Women or Minority Owned.

� No � Yes Individual

� No � Yes Partnership

� No � Yes Corporation

1. Are you currently licensed to do business in the state of North Carolina? � No � Yes License Number :

2. Have you been in continuous business in the state of North Carolina for two years or more? � No � Yes

3. Professional Training and Experience (Degrees, training , licenses, awards , experience, etc.) :

� Cont inuation Page Attached

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4. Capacity for Timely Project Completion (Professional Staff and Support Manpower) :

� Continuation Page Attached

5. List past similar professional public projects undertaken:


6. List current professional public projects:


7. List names, positions, and qualifications of key personnel who will be assigned to this project:

D Continuation Page Attached

8. List any other information you feel that may be of use in our qualification process:


9. Has the firm ever been disqualified or debarred by any public agency from public contracts? � No � YesExplain:


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10. Do you maintain Professional Liability, Errors & Omission Insurance? � No � Yes-Type& Amounts:


11. List any personal business dealings or relationships with any city, county, or elected official:


12. Are there any potential conflicts of interests conducting business with county? � No � Yes-Explain


13. Have you or any of your officers, directors, or owners been involved in litigation with any public agency

regarding a public contract? � No � Yes-Explain


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Continuation Page

Question Number ___ _

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