Issued: September 27, 2019 REQUEST FOR PROPOSALS FOR PROFESSIONAL ARCHITECTURAL / ENGINEERING SERVICES FOR West Side Market Arcade Entrance Improvements Issuing Office: City of Cleveland Mayor’s Office of Capital Projects Division of Architecture and Site Development 601 Lakeside Avenue, Room 517A Cleveland, Ohio 44114 (216) 664-2584 PROPOSALS DUE DATE: October 1818,, 2019 12:00 Noon Local Time ALL RESPONSES SHALL BE MARKED AS:::: “SEALED PROPOSAL” Proposal for Professional Architectural / Engineering Services for West Side Market Arcade Entrance Improvements TABLE OF CONTENTS 1. BACKGROUND AND CONCEPT…………………………………… …………. 3 - 4 2. SCOPE OF SERVICES…………………………………………………………… 5 - 10 3. PROPOSAL SCHEDULE……………………………………………… ………... 11 4. OTHER CONDITIONS AND INFORMATION…………………… …………. 12 - 15 5. PROPOSAL SUBMISSION REQUIREMENTS…………………… ………… 16 - 21 6. SELECTION CRITERIA……………………………………………… ………… 22 EXHIBIT A – NON -COMPETITIVE BID CONTRACT STATEMENT AND W-9 FORM EXHIBIT B – NORTHERN IRELAND FAIR EMPLOYMENT PRACTICES DISCLOSURE FORM EXHIBIT C – SUBCONTRACTOR ADDITION AND SUBSTITUTION POLICY AND PROCEDURE EXHIBIT D – SAMPLE PROFESSIONAL SERVICES AGREEMENT AND REIMBURSABLE POLICY EXHIBIT E – MAILING LIST EXHIBIT F – REFERENCE DRAWING West Side Market Arcade Entrance Improvements RFP – page 2 REQUEST FOR PROPOSAL FOR PROFESSIONAL ARCHITECTURAL/ENGINEERING SERVICES FOR WEST SIDE MARKET ARCADE ENTRANCE IMPROVEMENTS City of Cleveland: Mayor’s Office of Capital Projects Matthew L. Spronz, P.E., PMP, Director Division of Architecture and Site Development Carter A. Edman, AIA, Manager 1.1.1. BACKGROUND AND CONCEPT 1.1. PROJECT BRIEF: It is the intent of the City of Cleveland Mayor’s Office of Capital Projects (MOCAP), through this Request for Proposal (RFP), to solicit proposals for Professional Architectural/Engineering Services for improvements to the West Side Market Arcade Entrances. These improvements shall consist of the replacement of eight double-leaf entrance doors, their associated storefront systems, and miscellaneous electrical/low voltage for accessibility and security hardware; the overhead doors are existing to remain and not part of this project. The new entrances must comply with accessibility requirements while aesthetically matching the existing conditions. The West Side Market is a Cleveland Landmark and is listed on the National Register of Historic Places, and the City desires to preserve this iconic asset while implementing these improvements to enhance functionality, accessibility, and security. 1.2. PROCESS BRIEF: The Scope of Services for this project will be organized into three (3) Stages as follows: STAGE I – PRELIMINARY DESIGN: Schematic Design STAGE II – DETAILED DESIGN: Construction Documents STAGE III – ADMINISTRATION OF THE CONSTRUCTION CONTRACT: Phase A – Bidding and Award Phase B – Construction Administration It is the intent of the City to implement these improvements expeditiously. Stage I will establish the extent of scope and initial design solutions for the improvements. The Cleveland Landmarks Commission process should be initiated during this Stage as well. During Stage II, the proposed solutions will be fully detailed and documented, incorporating the outcomes of the Cleveland Landmarks Commission process. Stage III efforts will correlate with the bidding, contract award, and construction of the Bid Package. West Side Market Arcade Entrance Improvements RFP – page 3 1.3. ACTION STEPS AND OWNERSHIP OF WORK PRODUCTS: The City reserves the right to contract for the performance of Stage I services only, and delay or terminate future Stages pending the outcome of the design and cost estimation work. Furthermore, the City reserves the right to award a contract for all Stages of the project, yet terminate the project at any time, upon written notice to the Consultant and making payment for all satisfactory services rendered to date of termination. All deliverables shall become the sole property of the City for use or distribution as it sees fit without limitations from the Consultant, other than usual disclaimers for reliance of accuracy of use of another person’s work product. 1.4. CITY AGENCIES (CLEVELAND): The Consultant shall consult in detail with the Director of the Mayor’s Office of Capital Projects (MOCAP) and/or his designee and carefully analyze any information furnished by the Owner concerning the specific requirements of the Project, including but not limited to, design, construction, scheduling, budgetary, or operational requirements, limitations, and objectives. The Division of Architecture and Site Development (DASD) will coordinate the project and will work closely with the Consultant in all phases of the development. The Consultant shall comply with all standards and directives established and issued by the Division of Architecture and Site Development. This facility is located within the corporate limits of Cleveland, Ohio and all work shall comply with all local, state and/or federal standards and ordinances and revised codes, including but not limited to Ohio Revised Code (O.R.C.) Chapter 153, as applicable to the scope of work. Compliance with these standards is mandatory by the Consultant and any resources needed to gain design compliance shall be borne by the Consultant. Any work potentially affecting the historic character of this facility is subject to review and approval by the Cleveland Landmark Commission. West Side Market Arcade Entrance Improvements RFP – page 4 2.2.2. SCOPE OF SERVICES 2.1. SCOPE OF SERVICES OVERVIEW: It is the City’s intent to hire a creative Architectural and Engineering Team (“Consultant”) qualified and experienced in the renovation and preservation of historic public market facilities for the execution of the scope of work as described in this RFP. The Scope of Services is organized into the three (3) Stages, each with various Phases, as follows: 2.2. STAGE I ––– PRELIMINARY DESIGN: Services within this Stage will establish project scope and design of recommended improvements as described in Section 1 of this RFP. This Stage will comprise the following: 2.2.A. Schematic Design: 2.2.A.1. Objective: This Phase will establish the scope and character of design solutions within the budget and other requirements of the project. It is to include, but is not limited to, the following: 2.2.A.2. Process: 2.2.A.2.1. Project Kick-Off Workshop: Host, in collaboration with the City Staff, a workshop to establish project goals and aspirations with key project stakeholders (list of which is to be pre-approved by the Director of the Mayor’s Office of Capital Projects). 2.2.A.2.2. Site Visits and Investigations: Conduct site visits and investigations as necessary to fully understand and document extent and requirements of proposed design solutions. 2.2.A.2.3. West Side Market Staff & Management Meetings: One (1) meeting is anticipated for this Phase. 2.2.A.2.4. Project Team Meetings: Anticipate bi-weekly meetings in this Phase. 2.2.A.3. Deliverables: 2.2.A.3.1. Project Kick-Off Workshop Summary: Document and memorialize outcomes of this workshop. Include any narratives, diagrams, graphics, etc. that were part of, or a result of the workshop. 2.2.A.3.2. Schematic Design Package: Provide the following: a. Architectural and Structural: Plans (Floor Plans, etc.) elevations and sections, and diagrams. Illustrate size, scale, location, dimensions, character, material, spatial relationship, and construction of all components of the project. West Side Market Arcade Entrance Improvements RFP – page 5 b. Electrical, Technology: Narratives, preliminary plans, and diagrams which include equipment locations, distribution layouts, and proposed routing. c. Zoning and Building Code Summary: List applicable zoning and building codes for site and building. Describe building data including size, construction type, occupancy, etc. and identify potentially anomalous conditions as related to code compliance. Provide accessibility analysis for building entrances, describe all requirements and proposed schematic design solutions. d. Written description of all materials, systems, and components proposed for use in the project. 2.2.A.3.3. Schematic Cost Estimate: Within the Cost Estimate, organize costs by CSI format. Utilize data appropriate for the various components of the project and its location. 2.2.A.3.4. Schematic Project Design Schedule: Provide an updated and refined schedule which identifies the sequencing, durations, and milestones of the development of the Bid Package. 2.2.A.4. Reviews and Approvals: 2.2.A.4.1. General: The Consultant shall attend all project meetings with various City departments/divisions and/or public meetings as required and prepare presentations and represent the Department in presenting design proposals to the Cleveland Landmarks Commission, Cleveland Design Review Committee, the City Planning Commission and any other State of Ohio or municipal agencies necessary to achieve final plan review and approval. 2.2.A.4.2. Stage/Phase Completion: After all review and approval requirements for this Stage and/or Phase have been met, and incorporation of any changes ordered by the Director have been completed, the Director shall authorize the Consultant in writing to commence the subsequent Stage and/or Phase. 2.3. STAGE II ––– DETAILED DESIGNDESIGN:::: Services within this Stage will be as necessary to complete and fully document the design solutions for proposed improvements. This Stage will comprise the following: 2.3.A. Construction Documents: 2.3.A.1. Objective: This