SUNSET HILL FARMS COUNTY PARK -- EDUCATION CENTER RFP

REQUEST FOR PROPOSALS (RFP)

The Porter County Parks and Recreation Department (hereinafter, the Department) is soliciting proposals from contractors (hereinafter, the Contractor) to construct a Barn-Style Education Center in Sunset Hill Farm County Park. The Department will select a firm to provide construction services for completion of the project based on the following Request for Proposal (RFP).

Anticipated construction & design components include:

Use of traditional post and beam framing

Management of state and county permitting and approval process

Grading and earthwork

Cost estimate for operating budget

Cost estimate and schedule of needed capital items by date

Recommended priorities and phasing of improvements

Known issues and potential components to be addressed in the project are:

Drainage and storm water management

Desire to incorporate LEED criteria wherever possible to mitigate environmental and natural resource impact

Associated signage, including way finding, identification and traffic control

Review of designs for lighting, site furnishings and other such elements

Location, and design of centralized concessions, restrooms, water fountains, shelters and other comfort and safety facilities

Utilities assessment including underground sewer and water connections

Potential for naturalizing water conveyances including use of ponds

The building will be developed in response to input from the Department, and will include Department program staff, natural resources managers and maintenance staff. In addition, the plan will reflect public input as endorsed by the Department and major stakeholders.

Project Process

The project will be completed, generally, as follows:

1. Meet with the Department, architect and other stakeholders to review current construction drawings, existing information and coordinate tasks between Department and Contractor.

2. Conduct site and facility analyses as necessary.

3. Public park Board meetings in cooperation with the Department.

4. Produce updated construction documents based on site and facility conditions, program plan, project parameters, fundraising progress and guidance provided by the Department, stakeholders and funding requirements.

5. Execution of design and construction plans.

Resources that will be made available to the Contractor:

1. Topographic survey of immediate area

2. Meeting minutes and notes as appropriate to this project

The Contractor shall:

1. Prepare all necessary design and construction documents in collaboration with current architectural firm including related narrative text, maps and visuals.

2. Furnish all labor, materials and equipment to perform the work as described and services in connection with the project in accordance with the requirements, criteria and instructions contained in this document.

3. Provide contractual arrangements, project submittal and design in accordance with recognized criteria, regulations, manuals and other applicable standards; and otherwise successfully provide all of the services required under this Request for Proposals.

4. Commence work promptly after issuance of a contract agreement with The Department in order to complete project within approximately six (6) months.

5. Coordinate input from relevant County agencies, which may include, but is not limited to, the Porter County Planning Commission, Porter County Drainage Board and the Porter County Highway Department.

Additionally, the Contractor will be expected to meet regularly with the Porter County Parks Foundation and the Porter County Park and Recreation Board to provide progress reports and receive input and feedback. These meetings will be scheduled to coincide with dates of already scheduled public meetings.

Submittal of Work

Final submittal documents for the project shall include:

Ten (10) copies of bids

All planning provided in a .pdf format for the Department’s use

Projected timetable (subject to change)

Request for Proposals Issued: September 13, 2010

Pre-proposal Conference (Call or in person) September 15, 2010, 3:00 pm CDT

Proposals Due: September 24, 2010, 4:00 pm CDT

Interviews of selected teams: * September 29, 2010

Final Contractor selection: October 1, 2010

Contract Execution: October 8, 2010

Contractor Begins Work: October 11, 2010

Project Completion: August 26, 2011

*number of interviewed firms TBD by committee

Submission Requirements:

Submissions should include the following items:

Cover Letter

Provide a cover letter indicating your firm’s understanding of the requirements of this specific job proposal. The letter should be a brief formal letter from the Proposer that provides information regarding the firm’s interest in and ability to perform the requirements of this RFP.

Acceptance of Conditions

Indicate any exceptions to the terms and conditions, including the Scope of Services.

Project Plan

Include a schedule of completion for the project, including major tasks and sub-tasks to be accomplished. The schedule should show how long each phase will take.

Tab IV- Cost of Services

Provide the total not-to-exceed fee (including all direct and indirect costs) and estimated work-hours for which your firm will provide the services described in this RFP. Cost and work-hours should be broken down for each phase of services according to the submitted business plan.

Compensation will be based on hourly costs, using the firm’s schedule of hourly rates included in a final Agreement with The Department.

Profit and overhead should be incorporated into the hourly rates, which also include, without limitation, all supplies, equipment, printing, copying, telephone, computer, plotting, travel, mileage, drafting and other charges. No separate or additional costs of any kind will be allowed. (Sub-Contractor fees may be included as a separate item, without any mark-up.)

Submissions must be received by 4:00 pm CDT on September 24, 2010 at:

Porter County Administration Building

Parks and Recreation Department

155 Indiana Avenue, Suite 304

Valparaiso, IN 46383

Attn: Walter Lenckos

All questions and inquiries should be directed by email only to:

wlenckos@porterco.org

Selection Criteria:

The selected construction firm will exhibit extensive experience specific to the construction of large, multi-objective buildings and related site planning; professional background in the treatment of historic landscapes; the design of outdoor park amenities, recreational ponds, pedestrian and bicycle pathways, and urban design.

Bid Costs: The Department will not be liable for any costs associated with responses to the RFP.

(September 14, 21, 2010)