(mock) Request for Proposal

request for proposal

introduction

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who we are: philadelphia fire department

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site criteria project goals program criteria goals

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project areas

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design considerations

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unique challenges

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scope of services

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project schedule

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budget

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selection process

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required proposal content

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criteria for architect selection instructions for submittal

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Request for Proposal developed by: Daniel Russioniello, Michael Louison, Ryan Brown, Gary Carnevale and Bonnie Netel This request for proposal has been developed to complete the course, Professional Management, in the fall of 2011.

introduction The Philadelphia Fire Department is seeking proposals for the construction of a new Fire Station on a vacant lot in the Gray’s Ferry area of South Philadelphia. The Fire Department has identified the need for enhanced service in this developing area and is interested in providing a building that will perform exceptionally well both for the fire fighters who live there, and the surrounding community.

The new fire station project incorporates opportunities to provide additional services to an underserved area, as well as develop enhanced urban public spaces for this community. The residential context of the site is a challenge for the project designers who will work with the community to make this addition to their neighborhood as smooth and positive a change as possible.

The Capital Programs Office, as representative of the Fire Department has acknowledged the value of incorporating sustainable design strategies with the goal of minimizing operating costs over the building’s lifespan. The architects will be responsible for creating a cohesive project balancing the rigorous demands of the Philadelphia Fire Department and the neighboring community that has the potential to adapt to changing needs in the future.

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who we are: philadelphia fire department The Philadelphia Fire Department is one of the oldest firefighting departments in the United States. They have provided firefighting and Emergency Medical Services (EMS) within the City of Philadelphia, for almost three-hundred years. The branch was created as a volunteer, Union Company on December 7, 1736. In 1870 an ordinance was created to provide a professional fire department to handle the needs of a dramatically growing city. The department today attempts to extinguish, investigate, and prevent fires.

Similar to many other large city fire departments throughout the United States, the PFD also provides EMS service to the city’s in habitants. Their goal is to provide emergency, pre-hospital care and transportation to the citizens of Philadelphia. Currently this EMS Squad is one the busiest in the country handling 221,133 emergency medical responses in 2009. In addition to the basic EMS services the PFD also responds to the scene of multi-casualty incidents to assist with patient triage, treatment, and disposition.

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site criteria

Grays Ferry, Philadelphia and Fire Station The block in which the site sits is triangulated by the carving of West Snyder Avenue, South 28th Street, and Point Breeze Avenue. The lot is located on the southernmost area of the block at the intersection of South 28th Street and Point Breeze Avenue. The total area of the site is 42,750 SF with a perimeter length of approximately 250 FT along 28th Street and a perimeter of approximately 280 FT along Point Breeze Avenue. The site is designated as R10 under the zoning code, which allows fire stations with a Certificate from the Zoning Board of Adjustment as long as the building is completely enclosed and detached. (http://www.phillyzoning.com/r-10/) 20 percent of the lot needs to be open area with no minimum set-backs. A width of 8 feet must be allotted on both sides of the building and the building needs to be offset from the back by a minimum of 9 feet. The building must be no taller than 35 feet plus 1 additional foot for every additional foot of set-back, up to 60 feet total.

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site criteria

The lot is located in the Grays Ferry neighborhood in the southern part of the city. The neighborhood is generally bound by 25th street to the east, the Schuylkill River to the west, Vare Avenue to the south and Greys Ferry to the north. The site is near the border of the Point Breeze neighborhood to the east. During the mid-20th century, the Point Breeze neighborhood suffered from abandonment and a decline in population. Currently the neighborhood is experiencing a slight revitalization due to programs such as South Philadelphia H.O.M.E.S. Inc. and the Point Breeze Community Development Coalition Inc.

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site criteria

The neighborhood is comprised of a population that is 56 percent Black, 39 percent White, and 5 percent of other demographics*. The neighborhood is largely residential and lacks wealth; it represents less than 1 percent of the city’s population, but houses more than 10 percent of the city’s section 8 residents. This may be due to the neighborhood’s close proximity to the Schuylkill Expressway, which was built between 1949 and 1959. This Expressway is only one block both to the south and west of the site. Directly across the street of Point Breeze Avenue is a housing development called Wilson Park, which was newly renovated in 2003. These homes are owned and operated by the Philadelphia Housing Authority (PHA), the fourth largest public housing agency in the country. In total, the housing agency serves more than 76,000 residents. The Wilson Park housing complex includes 554 different two, three and four bedroom homes.^ The residential area directly to the west is of poor condition and looks to be built around the late 19th century, while the housing to the north seems to be built around the early to middle part of the 20th century. Housing to the west is built directly to the side walk while residential lots to the north include front lawns in between.

*(http://www.loopnet.com/xNet/MainSite/Listing/Profile/ListingDemographics.aspx?LID=16583054&PgCxtGui d=6df43699-1579-404b-bf36-c9df4ced3b79&PgCxtFLKey=&PgCxtCurFLKey=Profile&PgCxtDir=Down) ^(http://www.pha.phila.gov/pha-news/pha-news/2003/first-residents-move-in-as-pha-completes-renovation-ofwilson-park.aspx).

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site criteria-views of site

Street to the North

On-Site

Street to the West

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project goals There is a strong need for access to fire protection in the area due to the density of residential homes and the scarcity of nearby fire stations. As a result, many of the residents in this area are at risk of major damages due to the untimely nature of a response time. These time issues extend also to the emergency medical services provided through the department. The average response time for the city of Philadelphia is 4 minutes and 53 seconds. Based on the scarcity of stations in the area, it becomes nearly impossible for a fire truck to reach the area in that amount of time.

The establishment of a new fire station creates a safer environment for the residents living in the area and hopefully raises the property value of the surrounding areas. The addition of the fire station will help in the following areas: •

A form that is both functional and contextual. Right now there is a disconnect between three different styles of row houses that converge at this lot. Taking all of these architectural styles into account, it should seamlessly transition through to all of the different styles near the site.

•

The design needs to be economical and practical without losing the element of a well-designed space.

•

The building should take into account solar angles, wind patterns, and sustainable strategies to lower the utility costs of the building in terms of mechanical and electrical systems as well as cause less negative environmental impact.

•

A facility that fully supports all of the needs of the fire fighters inside to better be prepared in times of an emergency.

•

A holistic architectural and urban design that creates exterior public spaces that activate the neighborhood.

program criteria goals

Upon its establishment, the Gray’s Ferry Fire Station will support the needs of the Philadelphia Fire Department and the community in which it is located.

In cooperation with the Fire Department the facility shall be designed to minimize response time and provide the appropriate required emergency services. It will accommodate extremely diverse functions including housing, recreation, training, administration, community education, equipment and vehicle storage, equipment and vehicle maintenance, as well as hazardous materials storage.

This 15,000 SF facility will accommodate the general public for educational community outreach programs in addition to the trained personnel that it will typically be occupied by.

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project areas The primary motives behind the functional layout and space adjacencies include efficient emergency response time—the time for firefighters to reach the apparatus and be ready to dispatch—and the appropriate separation of diverse and conflicting program functions, for example the residential and industrial spaces.

Apparatus Bay • Storage space will be provided for fire fighting and emergency response vehicles • Allocation of space that accommodates the largest housed vehicle, determined by the size of the apparatus and types of response equipment necessary • The Apparatus bay shall be placed between the support functions and the maintenance portions for proper adjacencies and efficiency of performance • This layout will allow for flexible expansion of apparatus in multiple directions Apparatus Bay Support and Vehicle Maintenance • The support bay will provide functions including cleaning and maintenance areas for the firefighter’s SCBA, self-contained breathing apparatus, protective clothing, fire extinguishers and other equipment.

Additional space will be provided for firefighting gear and equipment and medical supplies.

• The bay support shall be easily accessible for loading and unloading of fire fighting agents along the drive leading up to the Apparatus Bay • An additional vehicle maintenance bay shall be provided for service and maintenance to the fire fighting apparatus that includes heavy-duty lifts and utilities Administrative and Training Areas • Administrative areas include offices alongside conference and training spaces • The area includes the Chief ’s office with sleeping and shower spaces • Training areas may include specialized computer testing/training spaces for continuing education • Additionally a highly specialized dispatch room will be provided for receiving emergency calls from the public Residential Areas • The dormitory portion houses the firefighters overnight and is served by bath, shower and laundry components.

• Main residential spaces include the day room that links the kitchen, dining and living functions including recreation • These three main areas shall be distinguished from one another but can serve as flexible space for other program uses like training and meeting, and therefore must accommodate appropriate audiovisual equipment

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design considerations Design goals for the Gray’s Ferry Fire Station include the following: Promote Quality of Life

Personnel will occupy the fire station 24 hours a day, seven days a week.

Therefore the comfort level of the firefighters’ living environment is of utmost importance. This includes the separating quiet and noisy spaces, providing ample recreation space and using durable, comfortable, and safe materials.

Maintain a Safe and Healthy Environment The facility is required to accommodate equipment and operational strategies in order to maintain a healthy environment. This includes proper ventilation of the space, the use of non-toxic material and implementation of security systems for both the personnel and sensitive materials like medical and hazardous supplies.

Ensure Flexibility In tandem with the evolving technological realm, the fire station needs to allow for expansion and modification in order to accommodate appropriate products and integration of systems. The firm must also consider designing in flexibitlity for the changing nature of firefighters’ work.

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unique challenges SCOPE DEFINITION & BUDGETING The architect will NOT be required to lead a thorough needs analysis, programming, and scope definition. This specific information is detailed in the Program Criteria Goals and Projects Areas. The Gray’s Ferry Fire Station requires a strict adherence to such criteria or the proposal will be dismissed from further considerations. A budget and contract schedule is defined in this RFP; however, it is the responsibility of the architect to work directly with a General Contractor to propose a cost estimation and budgeting process.

EARLY GC PARTICIPATION* The architect will be required to work directly with a general contractor selected by the Capital Programs Office and Philadelphia City Fire Department in the early phases of scoping, budgeting, and design to speed the development of accurate pricing, construction sequencing, and constructability analyses that will be used by the project team to make sound decisions throughout the entire process.

POLITICAL SUPPORT* The architect and the larger project team will be required to work collaboratively with local officials, city agencies, and the business community to obtain broad support for the project, particularly with respect to securing required approvals.

Specific to the design process, 10% of the project must be allotted to a small business, or multiple businesses, that are certified under the Small Business Administration. An additional 1% of the project must be designated to art installation to maintain public support. Reference the code specifications of particular site.

PROJECT FINANCE The architect must source local labor, adhere to proper wages, and plan such conditions according with the estimated costs and budget definition. In order to sustain the project and gain public support, the architect will host events that generate additional revenue. Such fundraising campaigns will provide argument for receiving government funding for the majority of the project cost.

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unique challenges (cont.)

TEAM LEADERSHIP* The architect will be required to create an environment that encourages collaboration and coordination amongst a large group of diverse stakeholders—within the Gray’s Ferry Fire Station, Philadelphia City Fire Department and in the broader community—that represent multiple and potentially competing or conflicting agendas and interests.

PROVISION OF SERVICES The architect is challenged to follow all of the criteria listed in the content of this RFP. Due to the strict requirements asked of the proposal, the architect needs to creatively respond to such restrictions to provide efficient and pleasant spaces for the end user. Based on the project requirements, the architect is responsible for assembling a team to execute the project accurately and efficiently.

PROJECT SECURITY The architect will NOT disclose specific project details to the community and outside of contracted help. The architect will follow a list of procedures to gain and maintain clearance and control of the site. Proper insurance coverage is required for the safety and liability of project participants.

ENVIRONMENTAL RESPONSIBILITY The architect shall have proven experience in designing a project to LEED Silver standards. The architect is obliged to resource only local material and labor. Environmental responsibility will be a challenge to integrate with the specific project needs, and the architect must respond creatively to provide cost efficient solutions. *Work has been taken from the Minnesota Orchestra RFP provided in class due to its relevance to this RFP.

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scope of services The Capital Programs Office, at the behest of the Philadelphia Fire Department, is contracting for architectural design services. Architecture firms are requested to submit proposals addressing services along phases of the project from programming through design, bidding, and award, construction administration, commissioning, and project closeout.

project schedule The CPO expects a 24-26 month project schedule, starting from entrance into a mutually agreed-upon contract in March of 2012, followed by a 1416 month construction period beginning no later than June, and through to commissioning occurring during the Fall of 2012. The CPO will be evaluating alternative timelines with the intent of optimizing the use of tax dollars toward construction costs. Important phases of the project include conceptual design, design development, construction documents phase, and construction administration.

Key Dates October 2011 February 2012 April 2012 May 2012 June 2012 September 2013

RFP Issued Architect Contracted, Begins conceptual design Conceptual and Schematic design approved Construction Documents complete, sent for bidding Begin Construction All work complete

project budget 15,000 Sq Ft * 275 Price per Sq Ft * 1.3= $5.4 million Assuming primarily cast in place concrete site construction, with fairly complex systems to handle the program the price per square foot is set at $275. The total project cost is estimated at $5.4 million, including all hard and soft costs over the 16 to 18 month process, from RFP process to design, to finished construction. Assumed construction cost is approximately $4.1 million.

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selection process Process The architect selection process is structured to obtain the best architectural design in relation to the cost of the structure. Design proposals will be submitted and reviewed by the Philadelphia Capital Programs Office.

Following the first round of selections, interviews and presentations with the architects will follow. Following the interviews, representatives of the CPO may choose to visit the offices or built works of the firms to better inform the decision making process. The CPO will make a final recommendation to the Philadelphia Fire Department’s leadership and from there, the negotiation of a final contract with a single firm will commence. A construction company will be determined separately.

Design Orientation and Assembly of the Project Team The architect selection process will consider proposals for design services only, with the understanding that the selected firm will work with the CPOt and its Project manager in assembling the full design team prior to entering into a contract administered by the architectural firm as prime consultant.

Architecture firms should base their proposals on the following general understanding of how the design team will be assembled once the final selection has been made: • Should the selected architectural firm be from outside Philadelphia, the Philadelphia Fire Department and its project manager’s representative (the CPO) will assist the firm in partnering with one of several prequalified local architectural firms. The firm will be encouraged to partner with a local firm that possesses complimentary capabilities so as to ensure a cohesive collaborative effort and the highest quality coordination amongst the design team members and with the Philadelphia Fire Department • The Philadelphia Fire Department and its project manager’s representative will create a list of pre-qualified local consultants and upon selection, will assist the architectural design firm in partnering with a local Landscape Architect and with local Civil, Structural, Mechanical, Electrical, Plumbing, and fire Protection engineers to ensure knowledge of codes and standards, local presence, and responsiveness.

• Based on the above, proposing architecture firms are asked not to contact any local engineers or consultants as a part of assembling their proposals • Once the architect has assembled their entire design team with the Capital Program Office’s assistance and approval, the CPO will contract with the prime architectural firm for the full-scope architecture and engineering services described above. The CPO does not intend to contract separately with engineers and sub-contractors.

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selection of the architect The City of Philadelphia intends to contract with the selected firm no later than February, 2012. The schedule for the RFP and selection process is as follows:

selection process- timeline The City of Philadelphia intends to contract with the selected firm no later than February, 2012. The schedule for the RFP and selection process is as follows: Issue RFP: Tuesday, October 25th, 2011 Mandatory Pre-proposal Conference Wednesday, November 9th, 2011 Questions Due (by 2:00 PM EST, via email): Wednesday, November 16th, 2011 Responses to questions sent (via email): Wednesday, November 23rd, 2011 Completed Proposals Due (by 4:00 PM EST): Wednesday, November 30th, 2011 Owner Review of Proposals: Thursday, December 1st, 2011–Wednesday, December 21st, 2011 Owner Notifies Finalists: Thursday, December 22nd, 2011 Interviews at City Hall: Tuesday, January 3rd, 2012 – Thursday, January 5th, 2012 Visits to Firm Offices/Projects: Monday, January 9th, 2012 –Friday, January 13th, 2012 Notification of selected firm: Late January, 2012 Contract Finalized: Mid-May, 2012

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required proposal content The Capital Programs Office requests that proposers submit a proposal similar to the format of this RFP that is concisely and thoughtfully designed, written and presented, and includes the requirements specified in this document. In less than 25 pages of information please incorporate the following: –A cover letter that answers why we should select this particular firm over its competitors. The response should be supported with background information that describes what makes the firm unique and what experience the firm brings that will contribute to a successful execution of this project.

–Firm Background o Description of approach to client service o Description of approach to design o Business organization history, awards, honors and principals o The numbers of staff and their respective disciplines o The firm’s technological capacity including hardware and software

available as well as the trained work force. o The firm must demonstrate a proficiency in Building Information

Modeling (BIM) and the ability to fully design, document,

and construct the project.

–Project Experience o Provide a list of past projects completed by the firm that are similar

or relevant to the Fire Station project. o Provide detailed information on multiple examples considering

how they enhance identity, incorporate high quality living spaces,

and maximize efficiency and safety. o Please include the following for each submitted project:

–The client’s goals for the project

–The firm’s approach

–Imagery and illustration of the project including photos and drawings

–An outline of the program, space layout and adjacencies, square

footage, budget, and team members prominently engaged in the process.

–Identify any challenges presented by the project and the firm’s

solution strategy for dealing with the issues.

–Quantitative and qualitative evaluation of the complete project in

terms of the client’s initial goals and how your firm

approached the project

–Include any testimonials, periodicals, news letters, and awards

related to the project.

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required proposal content (cont.)

–Project Approach o Provide an overview on your understanding of the Fire Station

project and what design opportunities are unique to the program or

site. Also discuss potential challenges foreseen that impact

the success of this project o Provide an outline of project approach including response to

opportunities and challenges to the project o Describe the firm’s plan for collaboration with and management of

other team member firms o Explain how you will cooperate with the Philadelphia Fire

Department and other involved organizations and departments to

achieve a successful project.

–Project Team o Provide a visual outline of the firm’s project team structure

conveying the relationships of team members within the

company as well as with future sub-consultant members o Compile a list of key individuals engaged in the project and

describe their responsibilities within the process. These include

project manager, project architect, project designer and partner-in-

charge. Provide a resume and three references for each individual o Involve these key individuals in the proposer’s contract, as they

will be expected to be present at the interview(s) by the Capital

Programs Office. o Any individual who replaces a team member in such an appropriate

situation will be subject to an interview and approval process by the

Capital Programs Office.

–References o In addition to the information on the key individuals previously

requested, provide at least two references for each project listed in

your proposal who are able to discuss the firm’s team, approach,

style and effectiveness. Consider referencing the following members:

–Owner, the key person responsible for starting the project, as well

as the Fire Chief, board chair, director of facilities or other key members

–General Contractor and key subcontractors

–Owner’s representative o Provide current contact information for each reference provided.

These individuals will be contacted as part of the interview process.

–Fee Proposal o Provide an architectural fee proposal for the total scope of the

project including cost budget of approximately $432,000,

a single design phase, and construction phase of 14-

16 months. Fee proposal should include the following:

–A fixed fee range for the services provided, broken down into phases

–Hourly wage or key project personnel

Estimated reimbursable cost of the architectural design services

through all phases including travel and lodging.

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criteria for architect selection The Philadelphia Fire Department has very similar criteria for the design team as that of many other governmental projects. The architecture firm who meets the expectations of the following criteria of the CPO to fullest will win the bid for the new Gray’s Ferry Fire Station.

• Demonstrated ability to work at a steady pace and continually meet project deadlines.

• Demonstrated ability to meet the required budget, continually attempting to reduce the cost of the project, while maximizing the quality of the construction or design.

• Demonstrated ability to lead a large team who may consist of owners, users, consultants, city government and community residents.

• Experience with working within Philadelphia and have dealt with the building code, zoning, and siting issues of the city and greater context.

• Experience working with governmental projects where the budget was the driving factor of the design process.

• Demonstrated ability to work with contractors throughout design process to achieve minimal change orders and create a smooth transition from design stage through construction.

• Experience with mechanical systems that go hand in hand with the fire station such as innovative water systems.

• Experience with cast in place concrete systems to minimize exploration of how the structure and mechanical system work within the project.

• Experience with an integrated team of contractors and recommendations of subcontractors that could be used for the construction phase.

• Experience with complex mechanical systems that can be found throughout fire station design, implementing building and systems technologies through the project to create a long lasting, low maintenance design.

• Experience with LEED Silver certification.

• Experience with projects that encompass housing and other functions balancing the two and creating a design where they work together.

• The firm specifying the lowest fee proposal for the total scope of the work to be incorporated into the project.

In conclusion, the bidder who has demonstrated the greatest ability to meet the needs of the Fire Department, while keeping the project under budget, will receive the bid to design.

Experience-Based Evaluation The selection of the proposal will be based on the author’s fee structure and proven experience with the project type. The Capital Programs Office, as representative of the interests of the City of Philadelphia reserves the right to reject any and all proposals and negotiate any aspect of a proposal with a proposer.

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instructions for submittal All Proposers must adhere to the following criteria: A.

Team Qualifications

1. Possess current registration as a licensed Architect in the State of Pennsylvania.

2. Have sufficient staff or sub-consultants experienced in the various disciplines required for this design (mechanical, electrical, plumbing, structural and civil).

3. Have a licensed Civil Engineer (in the State of Pennsylvania) on staff or sub consulted with.

4. Minimum of 10 years of experience in the design of Essential Services Facilities in Pennsylvania.

5. LEED Certifications and demonstrated ability to design to LEED Silver standards.

6. Participants, if selected, will be submitted to criminal background checks and fingerprinting.

7. To attain a site visit post-selection, contact Gary Knappick at 215-6943659 to attain specific clearances necessary to be permitted on site.

8. The proposer will be selected depending on the qualifications that adhere most closely to the “Criteria for Architect Selection” and the “Experience-Based Evaluation” outlined within this RFP. Please reference both sections to be considered.

B.

Format for Submittal

1. Design and drawing capabilities on electronic digital media format. A building information model must be developed in Autodesk Revit to review mechanical, electrical, and plumbing systems.

2. Required proposal format: 11” x 17” Landscape Sheets 3. A proposal must include the following:

1.a. 10 hard copies of the complete proposal (6 bound, 4 loose)

1.b. 2 copies of the entire proposal in digital format on a CD

1.c. 1 copy of the fee proposal in a separate, sealed enveloped

clearly marked “fee proposal” to be addressed to the

correspondence address listed below.

1.d. Do not exceed the requested materials as specified above.

4. One the proposal cover letter, specify one representative to be contacted at the proposing firm who will be responsible for communications with the Capital Program Office and throughout the entirety of the selection process and execution. Please include proper contact information that includes: full name, number where he/she can be reached, email address, and mailing address.

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instructions for submittal (cont.)

C.

Proposal Conditions

1. Contingencies

a. Funding for the design, engineering and construction of this

project is not included in the fiscal year 2011-2012. Funding

will be determined by cost estimate submitted by the proposer.

While a budget is provided within this document, proposers

are required to submit the following:

a.i.

Fee proposal outlined in greater detail by the proposal contents section

a.ii. A cost estimation that does NOT exceed the project budget.

b. The Capital Programs Office reserves the right to accept or reject

the proposal depending on the best interest of the project. If

the CPO finds that the proposer does not adhere to

these requirements, it will reject the proposal and will notify

the proposer in writing. The written rejection will be

sent to the point of contact listed in the proposal cover letter 2. Adherence to Public Responsibilities

a. RFP’s will not be considered if the following criterion is not met.

a.i.

Due to the nature of this project and its

responsibility to the community, the proposal must

utilize local resources such as contracted help and materials.

a.ii. Adhere to the Buy American Act.

a.iii. Proposal must be designed to LEED Silver standards.

D.

Mandatory Pre-Proposal Conference

A mandatory pre-proposal conference will be held at the office of the correspondence listed below on November 9, 2011 at the hour of 9:00 a.m.

All prospective proposers will be required to attend and sign a sign-in roster which will be passed. Only proposers attending this conference will be invited to submit a proposal. Proposals will not be accepted from firms that were not in attendance.

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instructions for submittal (cont.)

E.

Correspondence

All correspondence, including proposals and questions, will be submitted to: Capital Program Office ATTN: Gary Knappick, Program Director 1680 Market Street, Second Floor Philadelphia, Pennsylvania 19102 (215) 683-4477 Fax (215) 694-3659 E-Mail: knappickg@bod.edu

F.

Proposal Submission Deadline

All completed proposals must be received at the address listed above no later than 4:00 p.m. EST on November 30, 2011. Late or incomplete proposals will not be opened or considered. Review the project schedule for further information. *Information follows the format and information of the Minnesota Orchestra RFP provided and class and the San Bernardino County Fire Department RFP to be found at: http://www.sbcfire.org/docs/rfp/RFP_Architect_AmboyFS_Final.pdf

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