ST. CROIX COUNTY, 1101 CARMICHAEL ROAD, HUDSON, WI 54016
REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING SERVICES
FOR
ST. CROIX COUNTY
9-1-1 DISPATCH CENTER
AND
EMERGENCY OPERATIONS CENTER
Important RFP Dates
Pre-Submittal Conference February 20, 2013, 2:00 PM
Completed Request For Proposal Due February 28, 2013, 4:00 PM
REQUEST FOR PROPOSAL
TABLE OF CONTENTS
Description Page
I. Invitation ............................................................................................................... 1
II. Form of Proposals ................................................................................................. 2
A. Scope of Work .............................................................................................. 2
B. Previous Similar Experience ......................................................................... 2
C. Personnel ....................................................................................................... 2
D. Use of Consultants ........................................................................................ 2
E. Familiarity with City Offices and Requirements .......................................... 3
F. Cost of Services ............................................................................................ 3
G. Cost of Bid .................................................................................................... 3
H. Insurance ....................................................................................................... 3
1. Commercial General Liability............................................................... 4
2. Worker’s Compensation ........................................................................ 4
3. Comprehensive Automobile Liability ................................................... 4
4. Umbrella ................................................................................................ 4
5. Professional Liability ............................................................................ 4
6. Additional Insurance ............................................................................. 5
III. Inclusionary Concepts .......................................................................................... 5
A. Pre-Submittal Conference ............................................................................. 5
B. Rejection of Proposals .................................................................................. 5
C. Evaluation of Proposals ................................................................................ 5
D. Equal Employment Opportunities ................................................................ 6
E. Hold Harmless............................................................................................... 6
F. Completion Time .......................................................................................... 7
G. Project Schedule ............................................................................................ 7
H. Contract ......................................................................................................... 7
I. Exceptions ..................................................................................................... 7
J. Alternates ...................................................................................................... 8
K. Drawings and Documents ............................................................................. 8
L. Project Director’s Decision ........................................................................... 8
M. Suspension of Work/Termination for Breach ............................................... 8
N. Document of Precedence .............................................................................. 9
O. Force Majeure ............................................................................................... 9
P. Governing Law ............................................................................................. 9
Q. Additional Information ............................................................................... 10
IV. Scope of Work .................................................................................................... 11
A. Project Description ...................................................................................... 11
B. Service Requested ....................................................................................... 11
C. Background ................................................................................................. 11
D. Base Project Phase I .................................................................................... 12
1. Expansion of the 9-1-1 Center ............................................................ 12
2. Relocation of the E.O.C. ..................................................................... 13
Attachment A ...................................................................................................... 14
9-1-1 & EOC Center RFP 1
I. INVITATION: St. Croix County, WI (hereinafter referred to as the buyer) makes
this request for proposal (hereinafter referred to as the RFP) in order to select a
Design Consultant (hereinafter referred to as the bidder) who will provide
Architectural and Engineering Services for the expansion of our existing
Emergency Communications Center (9-1-1), relocation of Administrative Support
offices and the establishment of an Emergency Operations Center within the
physical confines outlined within the “Scope of Work” section of this RFP.
The buyer will consider incomplete any bid not prepared and submitted in
accordance with the provisions herein outlined and may reject any or all bids as
deemed in the best interests of the buyer. Any bid may be withdrawn by the bidder
prior to the scheduled time for the opening of bids or authorized postponement
thereof. Any bid received after the closing time for submitting bids will be returned
to the bidder unopened. No bids may be withdrawn for a period of ninety (90)
calendar days after the date of bid opening. Negligence on the part of the bidder in
preparing the bid confers no right to withdraw the bid after the scheduled time for
bid opening.
Prior to bid opening, changes may be made provided the change is initiated by the
bidder or authorized agent. If the intent of the bidder is not clearly identifiable,
interpretation most advantageous to the buyer will prevail.
Design Consultant Firms must submit six (6) sealed copies of their proposals to St.
Croix County, labeled:
St. Croix County Emergency Support Services
Request for Proposals
Architectural and Engineering Services
St. Croix County 9-1-1 and E.O.C.
1101 Carmichael Rd.
Hudson, WI 54016
The submittal must be made by or before 4:00P.M. CST, February 28, 2013
9-1-1 & EOC Center RFP 2
II. FORM OF PROPOSALS: Proposals should contain the following sections and
appendices.
A. Scope of Work: Based upon the “Scope of Work”, the bidder shall describe
their understanding of the Project and their approach to providing full
Architectural and Engineering services, including their approach to
accomplishing “Leadership in Energy and Environmental Design (LEED®).
B. Previous Similar Experience: This section should identify similar projects
involving multi-use Emergency Operations Center Design and Emergency
Communication Center design concepts and projects for which the proposing
firm has provided design, construction administration and inspection services.
In addition, the bidder shall identify related experience involving LEED®
building standards. The bidder shall have experience in the field of sustainable
building design and a demonstrated ability to comprehensively integrate the
concept of “sustainability” into the Project. The bidder shall provide
documentation that demonstrates experience relevant to the specification of
this RFP, include specialized knowledge and expertise in as many of the
following areas of sustainable design as possible: environmentally sound site
design and planning, sustainability performance standards for the existing
building, energy efficiency, indoor air quality, environmentally sound
materials, construction waste management, OSHA required specifications for
the workplace, fire suppression systems conducive to an electronics and
employee filled environment and low maintenance design and materials. The
projects listed should include references with name, title, date and phone
together with the approximate cost per square foot of space.
C. Personnel: This section should include resumes from all proposed bidder team
members and indicate the number of staff available within the firm and/or sub-
consultant’s firm, for work on this Project. The bidder’s team shall include
LEED®
Accredited Professionals. The bidder shall assign and identify an
experienced Project Manager and Team Leader who are experienced in multi-
phased design to the Project, who will be responsible for all aspects of service
delivery including the qualitative requirements of LEED® building standards.
The resumes shall identify discipline, level of expertise and years of
experience in areas of specialty.
D. Use of Consultants: This section should provide a list of consultants, which
the bidder intends to utilize on the Project. Clear indication of previous
associations with those consultants as well as the consultant’s experience and
9-1-1 & EOC Center RFP 3
their intended participation should be included with the consultant’s
commitments to LEED® building standards shall be emphasized. The bidder
shall make and document every reasonable effort to include certified small
businesses, including companies owned by women and minority persons as
part of their Design Team.
E. Familiarity with City Offices and Requirements: This section should
clearly describe the familiarity with the City of Hudson and St. Croix County
departments and agencies with which the bidder shall be required to
coordinate. The project is located within the City of Hudson, therefore; all city
and county ordinances and regulatory requirements must be met. The bidder
shall clearly describe any previous experience working with the City of
Hudson and St. Croix County.
F. Cost of Services: This section shall provide a detailed breakdown of the cost
of services anticipated to perform the work as described herein and as outlined
in “Scope of Work”. Each phase of service shall be priced separately and
should include hourly rates, reimbursable expenses and detailed explanation of
cost determination. Specifically, the bidder shall identify (as a base fee) those
costs related to providing basic services and specifically identify those
additional costs related to LEED®. Total fee for the costs of services will be
on a lump sum, not-to-exceed basis. The cost of services shall include an
hourly rate schedule. The base fee shall include fees for program development
and conceptual design.
G. Cost of Bid: This invitation to bid does not commit the buyer to pay any costs
incurred by any bidder in the submission of a bid or in making necessary
studies or designs for the preparation thereof or for procuring or contracting
for the items to be furnished under the invitation to bid.
H. Insurance: The successful bidder, upon execution of contract with buyer shall,
at the bidder’s expense, secure and maintain in effect throughout the duration
of this contract, insurance of the following kinds and limits. The bidder shall
furnish Certificates of Insurance to the buyer before starting work or within ten
(10) days after the notice of award of the contract, whichever date is reached
first. This provision shall also be stated on each Certificate of Insurance as
“Should any of the above described policies be cancelled before the expiration
date, the issuing company will mail fifteen (15) days written notice to the
certificate holder named to the left.” The limits of liability for the insurance
required shall provide coverage for not less than the following amounts, or
greater where required by law.
9-1-1 & EOC Center RFP 4
1. Commercial General Liability:
a. Coverage to include Premise/Operations, Products/Completed
Operations, Independent Contractors, Broad Form Property Damage,
Contractual and Personal Injury
b. Limits:
General Aggregate $3,000,000
Products/Completed Aggregate $1,000,000
Each Occurrence $1,000,000
Personal Injury $1,000,000
c. Coverage is to be written on an “occurrence” basis
d. Products/Completed Operations coverage is to remain in force for a
period of two (2) years after the completion of the project.
e. Cover all claims arising out of the Contractor’s operations or
premises, anyone directly or indirectly employed by the Contractor
and the Contractor’s obligations under indemnification under this
Agreement.
2. Worker’s Compensation: Shall be in accordance with the provisions of
the laws of the State of Wisconsin, including occupational disease
preventions, for all employees at the site of the project and in case work is
sublet, the Contractor shall require each of its Subcontractors similarly to
provide Worker’s Compensation Insurance. In case employees engaged
in hazardous work under this contract at the site of the project are not
protected under Worker’s Compensation statute, the Contractor shall
provide, and shall cause each of its Subcontractors to provide, adequate
and suitable insurance for the protection of employees not otherwise
provided.
3. Comprehensive Automobile Liability:
a. Coverage to include all Owned, Hired, Non-owned and/or trailers
and other equipment required to be licensed
b. Limits:
Combined Single Limit $1,000,000
4. Umbrella:
a. Limits:
Each Occurrence/Aggregate $2,000,000
5. Professional Liability:
a. Per Occurrence $1,000,000
b. Coverage shall include all claims arising out of the Contractor’s
operations or premises, any person directly or indirectly employed by
the Contractor and the Contractor’s obligation under this Agreement.
9-1-1 & EOC Center RFP 5
6. St. Croix County shall be named as additional insured on all
insurance policies except Workmen’s Compensation and Professional
Liability.
The Contractor understands and agrees that, except as to professional liability,
any performance bond or insurance protection required by this contract or
otherwise provided by the Contractor, shall in no way limit the responsibility
to indemnify, keep and save harmless and defend St. Croix County as herein
provided.
III. Inclusionary Components: The following components need to be considered
while formulating your response to this RFP:
A. Pre-Submittal Conference: A pre-submittal conference will be held at
2:00PM (CST), February 20, 2013 in the City of Hudson at the St. Croix
County Government Center located at 1101 Carmichael Rd in the lower level
(south entrance) Community Room. Attendance at the pre-submittal
conference is strongly recommended for all parties planning to submit
proposals. The County’s purpose for this meeting is to provide answers to any
questions related to the scope of the proposal and intent of this request. A
written response will be made to all questions raised at this conference. The
written response will be posted on the project website and communicated to all
attendees by the Project Manager.
Please note, a formal tour of the site will only be conducted at the pre-
submittal conference. Unescorted site visits will not be permitted.
B. Rejection of Proposals: The buyer reserves the right to reject any or all of the
proposals submitted. The buyer also reserves the right to cancel or amend the
RFP at any time. Any changes to the status of the RFP will be brought to the
attention of all parties who have obtained a copy of the RFP from the
Emergency Support Services Department, 1101 Carmichael Rd, Hudson, WI
54016.
C. Evaluation of Proposals: Proposals will be reviewed by an evaluation panel
comprised of representatives of St. Croix County. Buyer reserves the right to
request clarification of any proposals. The evaluation panel’s selection criteria
will be based on the response to the “Section II, Scope of Work” as well as the
following:
1. Quality, thoroughness and clarity of proposal
9-1-1 & EOC Center RFP 6
2. Single vendor preference
3. Qualifications and experience of staff, including a review of references
4. How well the Scope of Work offered meets department objectives
5. Financial responsibility and capacity of company
6. Organization and management approach along with an ability to work
with multiple stakeholders in colocated situations, requiring intensive
consensus building.
7. Reputation for delivering superior architectural design and consultant
services for modern, next generation 9-1-1 Emergency
Dispatch/Communications and Emergency Operations Center (EOC)
facilities.
8. Express a clear understanding of design and functional/operational models
of a 9-1-1 Emergency Dispatch Center and EOC facilities.
9. Cost of services proposed
Formal bid presentations will not be entertained.
D. Equal Employment Opportunities: All bidders shall certify they do not
discriminate against any employee or applicant for employment because of
race, religion, color, gender, age, handicap or national origin.
E. Hold Harmless: The bidder shall defend, indemnify and hold the buyer, its
officers, agents and/or employees harmless from all claims of damage, from
any and all causes during the contract until all work has been accepted by the
buyer. Bidder shall pay all losses, damages or claims recovered that the buyer,
its officers, agents and/or employees may be liable for and save the buyer, its
officers, agents and/or employees harmless in all things, from any accident of
casualty, damages, losses or claims which may happen to arise out of or are
related to the bidder’s performance of the work.
The bidder agrees to protect, defend (if the buyer requests) and save the buyer
harmless against any demand for payment of wrongful or unauthorized use of
any patented material, process, article or device that may enter into
manufacture, construction or form a part of the work covered by the contract.
All information provided to the buyer in these specifications (or subsequent
issuance(s) of clarification) represents the buyer’s best effort to provide
accurate and complete information. It is the responsibility of each bidder to
verify all information contained herein. Should the bidder find any
discrepancy between existing conditions and the specifications, or if the bidder
finds that the requirements can be met and the work completed in a more
9-1-1 & EOC Center RFP 7
advantageous way, the bidder shall promptly notify the Project Director in
writing of such findings.
F. Completion Time: Bids shall include a schedule of work to be accomplished
by the bidder. That schedule shall show completion in 3 months or less after
the issuance of the Notice to Proceed by the buyer.
G. Project Schedule: This Project is scheduled as an optimal timeframe so that
construction can be completed near the end of 2013. Phase II consists of the
systematic replacement of the Communications Center Infrastructure which
has specific bonding requirements which will be tied to the 2014 fiscal year.
RFP Issued ................................................................. February 12, 2013
Pre-Submittal Conference ......................................... February 20, 2013
Proposals Received .................................................... February 28, 2013
Recommendation to County Board ................................. March 5, 2013
Bid Award ....................................................................... March 6, 2013
Concept Design .................................................................... April, 2013
Schematic Design .................................................................. May, 2013
Design Development Complete ............................................ June, 2013
Construction RFP Complete ................................................... July, 2013
Construction RFP Advertise for Bid ...................................... July, 2013
Recommendation to County Board ................................ August 6, 2013
Bid Award ...................................................................... August 7, 2013
Construction Begins ............................................... September 11, 2013
Project Complete .......................................................... November, 2013
H. Contract: The contracting parties will be St. Croix County and the successful
bidder selected to provide services as described herein. The selected proposal,
along with the RFP (including attachments) and any counter proposal will be
incorporated into a formal agreement after negotiations.
I. Exceptions: If exceptions are listed by bidders on any portions of these
specifications, such exceptions must be listed separately as well as underlined
where they may appear elsewhere in the bid. It is in the sole discretion of the
buyer whether or not changes will be made to these specifications as the result
of exceptions made by bidders.
9-1-1 & EOC Center RFP 8
J. Alternates: In all parts of the specification, where deviations from the
specifications may result in lower cost and/or improved performance, bidders
are encouraged to describe, in writing, a system design in full agreement with
the specifications as well as a suggested alternate with sufficient detail to
permit evaluation. Bidders shall explain why the alternate configurations will
provide equivalent or improved performance and/or lower cost. The
description of the alternate and the price effect of the alternate should be
described as an additional option.
K. Drawings and Documents: All drawings and other documents required to be
prepared by the bidder for the Project shall be the property of the buyer.
Subject to disclosure requirements of the Freedom of Information Act, all
drawings and other documents prepared by the bidder for the Project shall not
be released to any third party without prior written approval from the buyer.
The bidder shall retain its rights in the standard drawing details, designs,
specifications, databases, computer software and any other proprietary
property. Rights to intellectual property used or modified in the performance
of the Services shall remain the property of the bidder. All documents,
including without limitation, drawings, specifications and computer software
prepared by the bidder pursuant to this RFP are instruments of service with
respect to the Project. Such documents are not intended or represented to be
suitable for reuse by the buyer or others for expansions of the Project or for
any other Project. Any reuse of such documents without the bidder’s prior
written authorization will be at the user’s sole risk.
L. Project Director’s Decision: The buyer’s Project Director shall in all cases
determine the quality, acceptability and fitness of the work and materials
which are to be paid for hereunder. Project Director shall resolve all questions
which may arise as to the fulfillment of this contract on the part of the bidder.
His/her interpretation of the contract and his/her determination and decision
thereon shall be final and conclusive; and such determination and decision, in
case any questions arise, shall be condition precedent to the right of the bidder
to receive any money hereunder. The Project Director shall have the right to
correct, in writing, any clerical, mathematical or minor errors or omissions in
the specifications which such corrections are necessary for proper fulfillment
of their intention.
M. Suspension of Work/Termination for Breach: The Project Director shall
have the right to suspend, with ten (10) calendar days’ notice, the work, or any
part of it, for noncompliance or refusal to carry out the requirements of the
9-1-1 & EOC Center RFP 9
specifications. This notice shall contain the reasons for such intention to
suspend the contract and unless within the ten (10) days after service of such
notice upon the bidder, such violation or delay shall cease and satisfactory
arrangement for corrections be made, work shall be suspended until such time
as the violation is corrected.
In the event that any of the provisions of this contract are violated by the
bidder or by any of its subcontractors, the buyer may serve written notice upon
the bidder and the surety of its intention to terminate the contract; such notice
shall contain the reason for intention to terminate; and unless, within ten (10)
calendar days after the service of such notice upon the bidder, the violations or
delay shall cease and satisfactory arrangement for corrections be made, the
contract shall, upon expiration of said ten (10) calendar days, cease and
terminate.
In the event of any such termination, buyer shall immediately serve notice
thereof upon the surety and the surety shall have the right to take over and
perform the contract, provided, however, that if the surety does not commence
performance upon its notice of termination, buyer may take over the work and
prosecute the same to completion at the expense of the bidder and/or surety for
the excess cost to complete the system or subsystem to a capability not
exceeding that which was originally proposed by the bidder, and in such an
event, the buyer may take possession of and utilize in completing the work,
such materials as have been delivered to the work site (physically or
electronically) or are in transit to the work site.
N. Document of Precedence: This document shall remain the document of
precedence concerning issues related to project design, construction
requirements, existing parameters and thresholds and acceptance unless formal
exemption is granted to the bidder in writing.
O. Force Majeure: Neither the bidder nor the buyer shall be responsible for any
delay caused by any contingency beyond their control, including, but not
limited to: acts of God, war or insurrection, strikes or lockouts by parties’ own
employees, walkouts by the parties’ own employees, fires, natural calamities,
riots or demands or requirements of governmental agencies
P. Governing Law: This RFP shall be governed by the laws of the State of
Wisconsin both as to interpretation and performance.
9-1-1 & EOC Center RFP 10
Q. Additional Information: All questions and requests for further information
shall be in writing and directed to the Project Manager. The only person that
should be contacted for further information regarding proposal requirements or
general submittal procedures is:
Casey Swetlik, Director
St. Croix County Emergency Support Services
1101 Carmichael Rd
Hudson, WI 54016
Phone: (715) 377-5817
Fax: (715) 386-4720
E-mail: [email protected]
9-1-1 & EOC Center RFP 11
IV. SCOPE OF WORK
A. Project Description:
1. Expansion of existing St. Croix County 9-1-1 Center to include
Administrative and Administrative Support offices
2. Relocation of existing Emergency Operations Center (EOC) into a multi-
purpose, multi-use setting
B. Service Requested: This RFP calls for services related to
1. Full-scope architecture and engineering services for the 9-1-1 Center
expansion and EOC relocation
2. All technical services related to design that supports documentation
deemed essential for solicitation of bids required for construction
3. Design sensitive to the installation of special equipment required for a
progressive, next generation supported 9-1-1 Center and EOC.
4. Consideration related to design restrictions which may include but are not
limited to
a. The physical confines of the dedicated space available for expansion
of the existing 9-1-1 Center
b. The physical confines of the dedicated space available for the
relocation of the EOC
c. Existing HVAC, electrical and plumbing design
d. OSHA, ADA, City, County and State compliance requirements.
C. Background: St. Croix County Emergency Communications and St. Croix
County Emergency Management are Divisions of the St. Croix County
Emergency Support Services Department. Each Division is located on the
lower level of the St. Croix County Government Center at 1101 Carmichael Rd
in the City of Hudson, WI. The existing physical footprint of the 9-1-1 Center
is outlined below and depicted in Attachment A:
Dispatch Center with 4-Position Console Array ...................... 440ft2*
Equipment/Infrastructure Room .............................................. 216ft2*
2-Administrative Offices .......................................................... 160ft2
Kitchen Facilities...................................................................... 130ft2
Employee Locker Area .............................................................. 75ft2
Restroom .................................................................................... 30ft2
*Denotes area equipped with 10-inch subfloor.
Adjacent and to the West of the St. Croix County 9-1-1 Center is a 1,500ft2
Community Room and West of the Community room are 2 storage areas
9-1-1 & EOC Center RFP 12
totaling 306ft2. The aforementioned Community Room also currently serves
as the primary Emergency Operations Center for St. Croix County.
Fragmented from the 9-1-1 Center and Community Room, but on the same
lower level, is the remainder of the Emergency Support Services
Administrative Team. The existing physical footprint from their offices are
outlined below and are also depicted in Attachment A:
ESS Director, EM Coordinator and Program Specialist ............... 720ft2
Emergency Preparedness Specialist .............................................. 120ft2
D. Base Project Phase I: 1. Expansion of the 9-1-1 Center: The expansion of the 9-1-1 Center will
include the retention of the existing footprint as well as the incorporation
of the aforementioned Community Room as well as the 2-storage areas.
The combined designated area will be re-designed to accommodate an
expansion from the existing 4-position 9-1-1 console array to a 6-position
console array with scalability for future expansion to an 8-position
console array. The overall design needs to account for the following
requirements:
a. Capture natural lighting to facilitate industry standards related to
employee work environment
b. Enhance security design to ensure the safety and protection of
personnel and public safety infrastructure
c. Buffer 9-1-1 personnel from environmental and external audio
intrusions
d. Sub-floor design to address a technology driven 9-1-1 center
e. Incorporation of existing HVAC system to supply anticipated
expansion of heating and cooling requirements as well as isolation
which ensures redundancy as well as minimizing exposure to system
intrusions for maximum survivability
f. Fire suppression design which will accommodate an employee
environment as well as maximizing the survivability of our
technology and infrastructure investments
g. Sensitivity related to the existing infrastructure connectivity
h. 24X7 access to Public Safety Stakeholders while maintaining
security clearance measures
9-1-1 & EOC Center RFP 13
2. Relocation of the E.O.C.: The current Primary E.O.C. for St. Croix
County is assigned to the existing Community Room. Since this 1,500ft2
area is being repurposed for the use of the 9-1-1 Center the County will
need to secure an architectural design for a Primary E.O.C. within the
confines of the 720ft2 space which currently supports the administrative
offices of the ESS Director, EM Coordinator and Program Specialist.
The scope and nature of the technology to support a traditional E.O.C. has
increased over the last decade. A sensitivity to design given the
condensed physical confines needs to address a facility that can support
large scale emergencies involving multiple jurisdictions and service
providers. These needs involve multi-jurisdictional access to critical
information and sharing of data for informed decision making.
Although the vision for technological needs is significant, they are typical
of E.O.C. facilities built recently. The design needs to focus on
survivability with a quality to withstand severe weather conditions and
heightened security needs. The facility needs to conform to existing
HVAC and electrical design to provide reasonable assurances that the
facility will be operational at all times. In addition to the aforementioned
components, the design for the E.O.C. should also consider:
a. Facilitate operational compliance with the National Incident
Management System (NIMS) as well as State and Federal Homeland
Security initiatives and planning
b. Design components based around the Incident Command System
(ICS) form of operations (Command, Operations, Planning, Logistics
and Finance)
c. Design to facilitate interoperable communications for all critical
components
d. Functional needs of appropriate County, City, Village or Township
stakeholders as well as Public Safety and Service entities
e. Space expandable to accommodate 20-30 stakeholders and meet the
needs of multi-agency coordination
Special consideration will be provided for design concepts that present a
multi-functional use of this dedicated area. Such use should include but is
not limited to: training, conferences, meetings and other day-to-day
governmental demands. All multi-functional design concepts presented
must include an ability to preempt normal assigned activity in the event of
an E.O.C. activation.
9-1-1 & EOC Center RFP 14
Attachment A