Civic Center Place Construction Management Services

(Holland Civic Center, Entrance, and Parking Lots)

ISSUED BY:

CITY OF HOLLAND, MICHIGAN OFFICE OF THE CITY MANAGER

270 South River Avenue Holland MI 49423

616.355.1310 main * 616.355.1490 fax www.cityofholland.com

December 3, 2015

REQUEST FOR

QUALIFICATIONS

A Unique Redevelopment Construction Project in the

Heart of Holland, Michigan Between Lake Macatawa

and An Award-Winning Downtown

SUMMARY SCOPE OF WORK: The City of Holland desires to obtain Requests for Qualifications (RFQ) from a construction manager team to manage cost estimates, contractors and other construction services for redevelopment of the 60-year old Civic Center and surrounding area. This process will include meeting with the Design Team, the Steering Committee, and the City Council on a regular basis. The intent of this Request for Qualifications is to determine the best firm to deliver comprehensive construction manager services. These professional services are needed to guide the City staff, Design Team and City Council through each of the construction steps needed to complete redevelopment of the City-owned Civic Center and the surrounding site. The current estimated total budget is $11 Million. SELECTION PROCESS: A two-step selection process will be used.

1. A response as to your team(s) qualifications and a standard listing of your hourly rates is due by 11:00 AM on Wednesday, December 23, 2015. Subsequent phone calls/interviews with a sub-set of the responding firms may be held, depending on a number of variables.

2. After a short-list is created, the firms remaining on the list will be asked for

pricing, followed by an interview and contract discussion. (No pricing other than the rate sheet is requested in this initial review process.)

3. One firm or partnership will eventually be asked for a contract to be negotiated and

recommended to the Holland City Council for award. DUE DATE: Wednesday, December 23, 2015 – RFQ Submittals Due by 11:00 AM to City Clerk’s Office, a.perales@cityofholland.com.

REQUEST FOR QUALIFCATIONS ABOUT THE CITY OF HOLLAND: The City of Holland, Michigan is a vibrant community in a beautiful lakefront setting. It is a full-service city with a small-town feel -- making it one of the best places to live, work, vacation and retire. Holland has been recognized by Forbes Magazine and Money Magazine as one of the safest and most beautiful places in the U.S. and was voted as the “Second Happiest and Healthiest Places to Live in America” by Gallup-Heathways Well-Being Index. The charm that is found in the City of Holland Michigan is underpinned by its cherished heritage, cultural diversity and thriving economy. ABOUT THE HOLLAND CIVIC CENTER: The City-owned Civic Center facility is located at 150 West 8th Street. The building was dedicated on November 16, 1954. The building has the following components:

i. A main auditorium/gym consisting of 9,700 square feet, which can seat a maximum of 3,100 in stage show and/or meeting seating, and a maximum of 2,500-2,700 for a basketball game. Current available seating includes bleachers on the main floor, a balcony with fixed seating, and additional chairs set up on the gym floor as needed;

ii. An exhibit room consisting of 1,760 square feet which can accommodate 180 persons in meeting-style setup and 130 persons in banquet-style set up.

iii. Parking for 300 cars in the main lot, 50 cars (including 12 handicapped-

accessible spaces) in the lot south of the building, and an additional approximately 200 cars in the north of 8th Street.

Several inadequate conditions exist and include: an underutilized kitchen, insufficient storage, a leaky basement/boiler room, a small conference room, a small stage, no sound or lighting system, no air conditioning, loose ceiling tiles, and an inadequate concession stand. The Civic Center is currently used for basketball games and a variety of interscholastic and City sponsored athletic, cultural, and recreation activities. See attached list of typical events/activities/programs. Spectator basketball is not viewed as a long-term use any longer. The Eighth Street Farmers’ Market is adjacent and features over 80 vendors who provide fruits, vegetables, flowers, baked goods and fresh farm produce from May through November. The Farmers’ Market provides a venue for a variety of seasonal family activities as well.

All outdoor events rely upon the Civic Center’s outdated restrooms. The Civic Center is often used as a rain location back-up. Eighth Street and the nearby parking areas are intended to be used in the future to both support the Farmers’ Market, parades, attendance, access, and circulation; yet are also intended to be included in this design effort so as to complement the existing uses and recreational needs as well as better connect the Downtown to the evolving waterfront and to support future recreational amenities. The renovated building is intended to be certified as green, energy smart building, have improved entry, an attractive lobby space, be a multi-purpose event/performance space, as well as provide a location for a winter farmer’s market, be air conditioned, and flexibly provide for multipurpose recreational programs for the City of Holland. PROJECT OBJECTIVES: The City of Holland will use the design process outlined above, the draft timeline attached, and your services to enhance efficiency and effectiveness of the Civic Center Place project. The major objectives for the Construction Manager are:

1. Secure Multiple Bids; 2. Have No Conflicts of Interest; 3. Provide a Full-Time Site Manager; 4. Provide Full-Time Estimating Staff; 5. Provide Frequent Evaluation and Value Engineering for the Project; and 6. Provide a One-Year Warranty Inspection.

Qualified bidders should include examples of their experience building environmental and financially sustainable projects with a high degree of community involvement that were actually approved, completed on-time and came within budget. The successful construction manager team should be prepared to work as part of a public/private partnership with the City of Holland staff and Council and support the projected private fund raising efforts with additional meetings with new donors and holding special project sneak preview tours. ADDITIONAL RESOURCES: The following documents are available for review.

Edgewater Resources Design Team Contract and Related Documents

Edgewater Resources Calendar of Public meetings

EVENTUAL CONSTRUCTION PROCESS ENVISIONED

STAGE ONE – REVIEW OF DESIGNS (See Attachment 1: Timetable)

1. Participate in final conceptual planning (the actual number of meetings will be determined later based on the Construction Manager’s recommended process);

2. Provide preliminary construction estimates for up to three (3) options; 3. Develop preliminary construction cost estimates for the final design in advance

of Council recommendation; 4. Participate in presenting a final design concept recommendation to City

Council; and 5. Attend and support one (1) or two (2) public hearings (to be unit priced in your

proposal). STAGE TWO – FINAL DESIGN AND BUILDING (See Attachment 2: Timetable -- Note: Pricing is not desired until a final firm is selected, other than submittal of your rate sheet.)

1. Assist the Design Firm with the final design and construction value engineering; 2. Recommend options for bidding; 3. Conduct the bidding; 4. Conduct and recommend a construction award process; 5. Manage, oversee and complete construction on-time and under budget; 6. Coordinate punch list completion; 7. Support and participate in ribbon-cutting and other ceremonial support; and 8. Conduct a one-year warranty inspection and coordinate completion.

SUBMITTAL CONTENTS AND FORMAT A one page cover letter identifying why your firm should be selected supplemented

by up to ten pages of attachments.

Submittals should not exceed 10 pages single sided pages (8.5” x 11”) and should include the following information: History of the basic firm. Please include the one principal contact person

authorized to commit the firm.

Explain your financial position and your Dunn and Bradstreet rating. Explain arbitration, any litigation, claim or litigation against your company.

Resume for the Project Manager and the main project assistant who will be

involved in completing project.

Experience and references, including contact information (name, email address, phone number) from 3-5 similar projects completed in the past 10 years.

Typical rate schedule.

A typical contract for services (This is in addition to the page limit). All prospective multi-disciplinary design teams should inspect the site and/or

go on-line to learn about the current Civic Center.

Due Date for RFQ: Wednesday, December 23, 2015, 11:00 AM to the City Clerk’s Office.

Please email one (1) PDF copy to Anna Perales, Deputy City Clerk; City of Holland, City Hall; City Clerk’s Office, Holland, MI 49423; a.perales@cityofholland.com

REQUEST FOR PROPOSAL (RFP) PRICING (SHORT-LIST): A not-to-exceed quote will be requested later from a short list as the City moves

into the second phase of this solicitation. Selection of a short-list of firms will prompt a subsequent Request for Proposal with detailed pricing information and completion steps according to a calendar on the next page. Please set aside these dates and times for potential interviews and include the Project Manager.

The City will meet with this short-list of prospective multi-disciplinary design teams along with a selection committee of the City Council, Design Team, and staff within a matter of weeks after the RFQ due date according to the schedule that follows:

ANTICIPATED SCHEDULE: The City reserves the right to amend the following dates. While the timeline may be subject to change, all participating parties will be notified. The anticipated schedule is as follows:

1. December 3, 2015 – Release of the RFQ and encouragement of questions via email to s.babinec@cityofholland.com;

2. December 23, 2015 – RFQ Submittals Due at 11:00 AM to City Clerk’s Office,

a.perales@cityofholland.com;

3. December 23 to January 6, 2016 - Review Short-List Notifications. (Phone calls or other ways to interview you may be set up, depending on number of responses and other variables);

4. January 14, 2016 at 11 AM — Pricing deadline followed by Design Team

interviews at 7:30 AM on Friday, January 15, 2016 and Monday, January 18 at 7:30 a.m. and 8:30 a.m.– SAVE THESE POTENTIAL DATES (include your Project Manager);

5. January 18 to January 20, 2016 – Development of a Contract;

6. January 20, 2016 – City Council Contract Approval. Please keep this date open

from 5:30 PM to 9 PM should you be invited to meet the City Council and include your Project Manager.

Please email one (1) PDF copy of your response by 11:00 AM, Wednesday, December 23, 2015 to:

Anna Perales, Deputy City Clerk City of Holland, City Hall

City Clerk’s Office, Holland, MI 49423 a.perales@cityofholland.com

INQUIRIES: If you have any questions regarding this RFQ, please direct them to Sinka Babinec in the City Manager’s Office at (616) 355.1310 or via email at s.babinec@cityofholland.com EVALUATION CRITERIA: It is the City’s intent to eventually contract with the firm whose proposal is properly registered, licensed and deemed most advantageous in municipal and recreation experience, qualifications, price and other factors considered.

All eventual proposals must remain valid for at least ninety (90) days from the date of submission. Firms who are invited to submit proposals will be required to make oral presentations. These presentations will provide an opportunity for firms to clarify their proposals, as well as provide a forum for discussion in person, by skype, by telephone or combination. Proposals are due by 11:00 AM on Wednesday, December 23, 2015 to the City Clerk’s Office, a.perales@cityofholland.com. The City reserves the right to consider modifications to any proposal received at any time before the award is made, if such action is in the best interest of the City. REJECTION OF PROPOSALS: The City reserves the right to reject any and all proposals received as a result of this RFQ and to negotiate separately in any manner necessary to serve the best interest of the City. The City does not necessarily intend to award a contract solely on the basis of any response made to this request or otherwise pay for any information solicited or obtained during the RFQ and RFP process. INCURRING COSTS: The City is not liable for any costs incurred by the firm prior to issuance of a contract. Thank you, Ryan Cotton City Manager City of Holland 270 South River Avenue Holland, MI 49423 Attachments: Planning and Construction Schedule Current Schedule of Activities and Related Information Pictures cc: Anna Perales, Deputy City Clerk Tim Vagle, Finance Director

CITY OF HOLLAND

REQUESTS FOR QUALIFICATIONS (RFQ) FOR THE RENOVATION & REDEVELOPMENT OF THE HOLLAND CIVIC CENTER

150 WEST 8TH STREET

The City of Holland is requesting statements of qualifications (RFQ) from an experienced, construction management firm to for the renovation and redevelopment of the Holland Civic Center and area at 150 W. 8th St.

A Request for Qualifications packet is available from Sinka Babinec, Executive Assistant, City of Holland, 616.355.1310 or www.cityofholland.com Sealed responses must be emailed to Anna Perales, a.perales@cityofholland.com; City Clerk’s Office, Holland City Hall, 2nd Floor, 270 S. River Avenue, Holland, Michigan 49423 by December 23, 2015, 11:00 a.m.