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O Office Cit E of M Ty of P Manag Pittsb Gemen Burg Nt CITY OF PITTSBURGH OFFICE OF MANAGEMENT AND BUDGET Request for Proposals (RFP) for Professional Services Facilities Optimization Plan RFP Released: July 1, 2015 Response Due: September 3, 2015 Final Selection: October 1, 2015 City of Pittsburgh Office of Management and Budget City-County Building, Room 526 414 Grant Street Pittsburgh, PA 15219 Phone: 412.255.2640 Fax: 412.255.4899 OVERVIEW The City of Pittsburgh (the City) is soliciting proposals from qualified firms to develop an overall facilities optimization plan consistent with the City’s goals related to maximizing space utilization, reducing operating cost, and increasing sustainability and energy efficiency. Additionally, the City requires a facilities condition assesssment of City-owned buildings in order to better understand the condition of its facilities; prioritize maintenance, repairs and replacement of building systems; have budgetary cost information to assist in funding future projects; and develop an investment and funding strategy. The objectives of the proposed project are: Develop a 40-year facilities master plan that incluudes an investment strategy and identifies funding mechanisms Develop a comprehensive facilities maintenance plan including a maintenance monitoring baseline Determine the market value for all facilities and develop a disposition plan Determine the most appropriate use allocation and space planning Complete a condition assessment on all City owned facilities which includes, but is not limited to, all systems and building envelope Identify opportunities for energy efficiency and the implementation of sustainability initiatives Vendor to prioritize all buildings for investment Vendor to provide all data in a format that is searchable and is owned wholly by the City BACKGROUND The City of Pittsburgh, located in Allegheny County, Pennsylvania, is a community of 305,841. The City owns and maintains over 300 facilities occupied and/or operated by various departments and bureaus throughout the City (EXHIBIT A). In 2010, the City engaged a general contracting services firm to provide a condition assessment of select City facilities, which resulted in the conditions assessment of thirty-three facilities. With thhe assistance of the Act 47 Oversight Coordinators, the City has recognized the continued need for capital asset life cycle 1 planning and investment. Further, Mayor William Peduto has issuedd an Executive Order on June 9, 2015, outlining the Strategic Investment and Maintenance Plan (EXHIBIT B). PROPOSAL SUBMISSION REQUIREMENTS The Office of Management and Budget is seeking propossals from qualified individuals or firms to conduct a Facility Optimization Plan which will include comprehensive forensic building evaluations (architectural, structural, mechanical, electrical, plumbing), corrective recommendations, budget estimates for the corrective work, programming needs analyses, disposition/marketability analyses, fiscal sustainability annalyses for the next forty years, and an estimated schedule for the completion of evaluations on all facilities. Expenses incurred by the respondents in replying to the RFP or in making any appearance are at the respondent’s own expense and risk. Sub-consultants may participate on multiple applicant teaams. The City reserves the right to make suggestions related to team structure during final contract negotiations. This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in the preparation and/or submissioon of proposals or in anticipation of a contract. Inquiries and proposal submission may be directed to: Peter McDevitt Asset Management Analyst City of Pittsburgh City-County Building, Room 502 414 Grant Street Pittsburgh, PA 15219 [email protected] 412-255-8924 All questions must be submitted in writing to the above contact by July 15, 2015. Sealed Proposals (three hard copies and one digital copy) must be received no later than noon on September 3, 2015. Postmarks are not sufficient. Proposals by fax or email will not be accepted. 2 SCOPE OF SERVICES Overall Analysis A. Meet with the Department of Public Works to discuss current facilities database and condition of facilities B. Meet with specific departments to discuss programming and use of facilities C. Provide updated progress reports at the first of each month for review and comments D. Provide a final report of “City of Pittsburgh Facilities Optimization Plan” for review and comments in one year from executed contract date E. Provide all results and data in a searchable format (i.e. Microsoft Excel or Access) and input said data into the City’s Cartegraph Operations Management System. The City shall be the owner of all data, all deliverables, and all work product resulting from this engagement. Conditions Assessment A. Review previous studies and reports available B. Evaluate the condition of each building including: Interior, envelope, entrances, window/doors, parking lot, electrical/plumbing/HVAC systems, meters C. Identify needs for capital improvements along with cost estimates and priority rankings D. Evaluate ADA requirements E. Provide photos and architectural designs of each facility, including digital 3-D models F. Assess wireless networking capabilities G. Assess building security and life safety systems H. Identify any warranties that may be available I. Evaluate the energy efficiency and opportunities for the implementation of environmental sustainability initiatives J. Estimate annual operating costs K. Evaluate insurance, safety, and risk management issues Programmatic Assessment A. Evaluate the program use for each facility and identify opportunities for consolidation and co-locations B. Evaluate existing building capacities, space planning, and occupancy C. Analyze demographics within the City limits and evaluate shifts in population in the City by census tracks, feeder patterns and PA state projections to recommend appropriate or alternate program use(s) in communities Marketability and Disposition Strategy A. Determine Fair Market Value 3 B. Assess opportunities for facility disposition, including marketability, demolition or deconstruction, or community partnerships C. Identify opportunities to divest in facilities where programmatic services can be handled by the private sector D. Identify Market Based Revenue Opportunities (billboards, naming rights, etc.) E. Interact with all appropriate departments and other stakeholders to ensure completeness of this study F. Evaluate all lease arrangements where the City is lessor G. Interact with such entities as the Pittsburgh History and Landmarks Foundation to ensure protection of historical features and structures PROPOSAL CONTENT AND SUBMISSION FORMAT A. Letter of Transmittal i. Include a brief statement of your willingness and ability to perform the services outlined in this RFP. Provide the name, address, phone number, and email, of the person who will serve as your primary contact with the City. ii. If you, as an individual, or if any principal or employee of your firm, has a relationship or knowledge of, or contact with any official or employee of the City; that relationship, knowledge, or contact should be stated and described in your Letter of Transmittal. B. Profile of the Respondent iii. This should demonstrate your experience in performing the services and producing the work product sought by the RFP, including references. iv. This Profile should also list the key personnel you will assign to perform the services outlined in the RFP, along with their qualifications including experience with similar engagements. v. Include in this Profile the location from which you will provide the bulk of the services. Brochures and other promotional materials may be included here if they relate to the services or work product requested. C. Detailed Description of Services and Work Product vi. Address all points covered by this RFP. Describe your work plan and list the resources, personnel, methods, and processes you will bring to bear on the required task(s). vii. Include expectations of City resources including time spent with City personnel. viii. Include any estimated timelines for completion of different stages of the project and a list of the deliverables you intend to provide. ix. Provide examples of similar projects you have completed or are currently working on, if applicable. D. Cost x. Cost will not be the only factor considered when evaluating your Proposal, but will be one of the primary considerations. Please provide the project cost on a per square foot 4 basis. Additionally, you may show cost over the project’s several stages or based on one or more hourly rates. Estimated costs for travel, lodging, food, office expenses, and similar items should be included. E. Exceptions x. Describe any and all proposed exceptions, alterations or amendments to the Scope of Work or other requirements of this RFP, including the Sample Professional Consultant Services Agreement (EXHIBIT C). This section shall be clearly marked “Proposed Exceptions” in your submittal, and should be delineated in a separate section of your proposal. The nature and scope of your proposed exceptions may affect the evaluation of your submittal and the City’s determination of whether it is possible to successfully negotiate a contract with your firm/individual. F. MBE/WBE/Veteran Owned Solicitation Commitment Form xi. The City of Pittsburgh is committed to the ideal of providing all citizens an equal opportunity to participate
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