7 City Center Design Specs
CITY OF
CHANHASSEN
'City Cm,,, Drive, PO Box 147
'hanhossen, Minnesota 55317
Phone 612.937.1900
General Fax 612.937.5739
19ineering Fax 612.937.9152
·blic Safety Fax 612.934.2524
7tb www.ci.chanhassen.mn.us
MEMORANDUM
TO:
Mayor
City Council
Scott A. Botcher, City Manager ~
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, Citv ofCbanhasse11. A 'lTowint¡ community with clean kkes, auality ghools, a channinv douJ11town. thrivin'1 businesses. /lnd beautiful Mrks. A (TTeat fJltce to live. work. and vlay.
FROM:
DATE:
October 19, 2000
SUBJ:
City Center Commons Design RFP
Please find a draft copy of the specs. I used the library RFP as a template.
There are some issues involved in this we need to discuss, but we at least have a
start.
City of Chanhassen, Minnesota
City Center Commons Design Project
Requestfor Proposal
A. General Purpose and Proposal Guidelines
I. The City of Chanhassen wishes to retain design firms for the design of City Center
Commons. The City is seeking design proposals for the project that shall include:
a. Development of a site plan
b. Complete design services (schematic design, design development,
construction drawings).
c. Work with City staff in administering/observing construction activities.
2. Submission of Proposal
Seven copies of the proposal should be submitted by 12 o'clock noon,
December 1,2000, to the resource agent identified below. Due to the
requirements of this RFP,faxed proposals will not be accepted. Late proposals
will not be accepted.
3. Resource Agent
Questions regarding this Request for Proposal, or submitted proposals, should be
directed to:
Scott A. Botcher, City Manager
City of Chanhassen
690 City Center Drive
Chanhassen, MN 55317
Phone: 952-937-1900 ext. 112
Fax: 952-937-5739
sbotcher@ci.chanhassen.mn.us
4. Acceptance of Proposal
The City of Chanhassen reserves the right to cancel the Request for Proposal at
any time, to reject any and all proposals as it sees fit in what it alone deems to be
in the best interests of the City, to accept other than the lowest fee proposal, and
to negotiate the specified dollar amount, or any portion of that amount.
5. Proiect Team
The proposal should clearly outline the background and experience of the firm
and the project team members who will be involved in the project. No change in
personnel assigned to the project will be permitted without prior approval of the
City's project manager.
City of Chanhassen City Center Commons Project
Requestfor Proposal
6. Proposal Preparation
The City of Chanhassen will not be responsible for any costs incurred by
applications in preparing proposals. Proposals Will be returned upon request,
absent one kept as a City file copy, at the applicant's expense.
7. Independent Price Determination
Applicants are held legally responsible for their proposals. Applicants are not to
collaborate, for the purpose of restricting competition, with other applicants or
competitors in developing proposals.
8. Selection and Review Process
A selection committee will review and rank proposals. Three to five firms will be
recommended to the Chanhassen City Council for interviews. Those firms
selected for interviews will be informed of the exact time and place of the
interview at a later date.
9. Contract Tvpe
A contract for charges with a not to exceed maximum will be executed between
the successful applicant and the City of Chanhassen. Only those firms invited for
an interview by the Chanhassen City Council will be asked to submit a fee
proposal. The exact deadline for the fee proposal will be provided to the selected
firms.
10. Council Obiectives
The City's desire is to deliver a high quality City Center Commons area as
economically and professionally as possible.
The City, both at the staff review level and at the final interview stage with the
Council, will ask the respondents to give us their opinion as to their recommended
process( es) for incorporating public input in the design of a Commons such as is
contemplated here, experiences in the past with specific methodologies, and
rationales for each.
B. Nature of Project
1. The City desires the development of a City Center Commons immediately south
of City Hall. It is envisioned that this area will be a gathering place for the
community, and a location where cultural activities can take place. The City
desires a place combining beauty and functionality, and hope that this Commons
will serve to cap off the center of our downtown central business district.
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City ofChanhassen City Center Commons Project
Requestfor Proposal
2. A new public library is recommended by a needs assessment to contain
approximately 34,000 gross square feet. A proposed site is immediately adjacent
to Chanhassen City Hall and may have shared parking with the City Hall site.
C. Scope ofthe Work
L The selected party will:
· Meet with City staff to gain an understanding of the project program and
project constraints and to develop a project timetable.
· Lead a series of public meetings to gather input from citizens as to what they
expect in a City Center Commons area. The selected party will be responsible
for working with City Staff in publicizing these meetings. Citizen input will
be important in the development of the plans.
· Prepare interactive program diagrams or sketches illustrating program spaces.
· Develop and analyze alternative site plans and assist the city in selecting a
specific design for the Commons.
· Prepare a design based upon the project program and approved schematic site
plan.
· Prepare design development and construction drawings based on the program
and approved schematic design.
· Prepare project manuals and bid specifications for construction and interiors.
· Oversee construction and interior bid processes.
· Coordinate with general contractor in observation of the construction work,
prepare change orders, and issue RFP's and ASI's.
· Prepare the necessary punch list and project closeout documents.
2. The party will be responsible for ensuring that applicable Federal, State, and local
codes and regulations related to the facility design are met.
3. The schematic site plan will, at a minimum, indicate the all applicable features of
the Commons, including a full land. The final site plan shall be assumed to be an
evolutionary process involving analysis of schematic alternatives with
appropriate presentations of staff and elected! appointed officials.
4. The construction bid drawings will be on AUTO CAD or compatible software. A
copy of the CAD files(s) shall be provided to the City at the time of bidding.
Your proposal shall indicate your firm's software and system to be used for the
project. The cost of providing the plans via CAD should be reflected in your
final proposal. At the conclusion of the project, "as-built" drawings shall be
provided to the City with the same software.
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City of Chanhassen City Center Commons Project
Requestfor Proposal
5. During the Design Development phase of the project, the architect will contract
for or develop a virtual computer model of the Commons. The model will allow
City staff to "tour" the proposed facilities by either panoramic nodes or a lineal
course. The model will provide staff with a realistic representation City Center
Commons.
6. The City may hire an independent cost estimator to conduct periodic cost
estimates and assist in value engineering. The selected party will cooperate with
the cost estimator in the preparation of three estimates (schematic design, design
development, and 90% construction drawings).
7. The City may use a construction manager. City staff will coordinate construction
activities and construction related issues.
8. During the design phase, the architect/designer will need to meet regularly with
City project staff. Typically, these meetings will be held at Chanhassen City
Hall.
9. It is anticipated that the project design team will make three presentations to the
Chanhassen City Council as directed by the City.
10. The City's desire is to deliver a high quality Commons as economically and
professionally as possible.
The City, both at the staff review level and at the final interview stage with the
Council, will ask the respondents to give us their opinion as to their recommended
process( es) for incorporating public input in the design of a building such as is
contemplated here, experiences in the past with specific methodologies, and
rationales for each.
D. Criteria for Selection
In order to facilitate the selection process, your proposal should provide the following
information:
L Experience of the Design Team Members
a. Provide the following information for each proposed team member:
I) Name
2) Firm for which they work
3) Job title for this project
4) Specific duties assigned on this project
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City ofChanhassen City Center Commons Project
Requestfor Proposal
5) Recent experience in City Center Commons work or other related
facilities
6) Education of each team member
When describing recent experience, begin with the individual's most
recent projects and include: project, location, size (cost and sq. ft.), year
completed, the individual's job title or responsibilities, and firm (if
different than current).
b. List the projects that the team members have collaborated on in the past.
Include: project, location, year, project size, type of project. Describe the
steps you will take to insure that all aspects of the project will be well
coordinated.
c. Describe methods you will use to ensure that the design and construction
of the project will be completed on time and within budget. Indicate your
firm's track record on completing projects within budget.
2. A vailabilitv
Identify the team member's current projects and the project's stage of
development. State when the team members will be available to begin work on
this project.
3. References
Please provide client references (name, address, phone number, and e-mail) for
projects of a similar size and nature.
4. Design Philosophv
Please identify what you feel are the most important emerging City Center
Commons design issues and discuss how these issues will impact library design.
5. Conservation/Operational Efficiency
The City stresses conservation and operational economic efficiency in all of its
construction and remodeling projects. Please address your achievements in
energy conservation design and achieving operational efficiency.
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City ofChanhassen City Center Commons Project
Requestfor Proposal
6. Calculation of Fees
Only those firms invited for an interview by the Chanhassen City Council will be
asked to submit a fee proposal.
7. Claritv and Creativity of Proposal
a. The City's desire is to deliver a high quality City Center Commons as
economically and professionally as possible.
b. The City seeks creative proposals especially as it relates to encouraging
and incorporating public input into the design of the Commons. Creativity
in design will be valued, and showing the ability to communicate your
creativity clearly will be equally valued. For example, the City of
Chanhassen wishes to incorporate this facility with a larger community
"City Commons" potentially adjacent to this library, and the City is
looking for, in part, respondents who can develop a larger vision and
communicate it clearly.
E. Additional Submittals
To facilitate the selection committee's evaluation, the following should be attached to
your proposal.
1. If not provided in your proposal, include one set of photographs and!or drawings
(no larger than 11 in. x 17 in.) that illustrate previous design projects, preferably
community commons projects. If possible, include both interior and exterior
views. The photographs and drawings will be returned upon request, at your
expense.
2. One copy of a project manual for a similar project. This will also be retumed
upon request, at your expense.
F. Contract and Conditions
The selected firm will be required to enter into a contract with the City of Chanhassen.
Additional contract conditions may be required, depending upon the nature and extent of
the services to be provided. The City reserves the right to negotiate a change or
modification to any of the proposed contractual conditions.
g:\user\scottb\library rfp.doc
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