REQUEST FOR QUALIFICATIONS for the City of Lake Forest Issue Date: September 23, 2015 Bid Due Date: October 19, 2015 The City of Lake Forest 800 N. Field Drive Lake Forest, Illinois 60045
THE CITY OF LAKE FOREST REQUEST FOR QUALIFICATIONS on Retainer for The City of Lake Forest September 23, 2015 Submittals Due Monday, October 19, 2015 at 2:00 P.M. CST I. INTRODUCTION The City of Lake Forest ( City ) is soliciting qualification proposals from qualified landscape architect professional(s) based on the criteria/requirements outlined in this request for qualifications ( RFQ ). The intent of this RFQ is to obtain the best qualified, responsible professional(s) to perform architectural landscape services and manage landscape project site planning and design for various projects. All submittals must be received by Chuck Myers, Superintendent of Parks, Forestry and Special Facilities at The City of Lake Forest, 800 N. Field Drive, Lake Forest, IL 60045, by 2:00 P.M. CST on Monday, October 19, 2015. II. OVERALL PROJECT OBJECTIVES The purpose of the RFQ is to select a short list of candidate Landscape Architect professional(s) ( Firm ) based upon a review of similar project experience and the Firm s ability to perform architectural design and planning services for various City landscape and hardscape projects. Landscape Architect services include, but are not limited to, Architecture, Site Analysis, Site Planning, Site Design, Sustainable Design, Construction Specification and insuring that all plans meet the current Building Codes and Local and Federal Ordinances. Additionally, the selected Firm will be expected to collaborate with City staff which may include, but is not limited to, the Parks and Recreation Department, Engineering Department, Community Development Department, and Public Works Department. The Firm may also be required to present project plans to City Boards and Commissions which may include, but is not limited to, City Council and the Civic Beautification Committee. Page 2
III. DESCRIPTION OF THE RFQ PROCESS The RFQ shall consist of a three (3)-step process. A. Step 1 - Submission of Written Statement of Qualifications The City will establish a Selection Committee to review and evaluate the written responses to the RFQ in accordance with the evaluation criteria identified herein. The Selection Committee will select no less than two (2) qualified Firms to proceed to the interview stage of the selection process. B. Step 2 - Interviews Each of the selected Firms will participate in a detailed interview to discuss how their experiences and qualifications satisfy the evaluation criteria identified herein. In addition, during this interview Firms will be required to answer questions posed by the Selection Committee. It will be the sole responsibility of the Selection Committee to rank the candidates based on the evaluation of the written responses to the RFQ and responses received during the interview process. The top ranking candidates shall then be invited to proceed to the Negotiation and Proposal stage. C. Step 3 - Negotiation and Proposal Stage Once a minimum of two top-ranking candidates have been selected, the Firms will be offered an opportunity to present a proposal to the City. Negotiation of a proposal for fair and reasonable compensation for each phase of architectural services based on the estimated value, scope, and complexity of the services required shall be conducted with the Firm ranked as the first most qualified, and in the event agreement cannot be reached, negotiations shall proceed with the second, and if necessary, the third most qualified Firm. IV. BACKGROUND The City is located 28 miles north of the Chicago central business district and is one of eight Chicago north suburban communities fronting on Lake Michigan collectively referred to as the "North Shore". Contiguous municipal neighbors to the north include Lake Bluff; to the west are Mettawa and Bannockburn; and to the south are Highland Park and Highwood. One of Lake Forest's most notable features is its prairies, woodlands, and other natural areas. The City operates under the Council-Manager form of government. The Mayor and eight council members are elected by ward for two-year, staggered terms. The City Manager serves as the Chief Administrative Officer, responsible for the day-to-day operations of the City. The City is proud of the fact that it has been able to offer high quality landscaping work in the past and looks forward to continue to do so in the future with the help of a professional Page 3
Landscape Architect that has local interest. An example of a similar local project that the City expects the selected Landscape Architect Firm to work on the future would be the Western Avenue landscape work that was completed in 2012. The Western Avenue landscape project entailed not only infrastructure improvements but also streetscape enhancements. Since this project site was located in the historic district that includes, Market Square, a nationally recognized site, the streetscape enhancements match the tradition and vitality of downtown Lake Forest. The project needed extensive coordination with City staff, City Council, and local business owners. V. SCOPE OF WORK The City is providing the following scope of work as a basis for what the City envisions and believes will be minimally necessary to fulfill this position. Firms that are chosen to proceed as finalists in this process will be asked to submit proposals for the scope of work provided herein. A. Concept Development Site Review and Inventory Regulatory Requirement Review Sketch and Illustrative Design Scenarios Refinement and Evolution of the Conceptual Design Presentation Documents for Public Review (Civic Beatification Committee/City Council) When Required B. Design Development Develop All Necessary Construction Documents Including, But Not Limited To: Title Sheets Irrigation Plans Planting Plans Site and Dimension Plans Hardscape Plans Landscape Lighting Details and Specifications C. Construction Administration Review and Respond to Request for Information Review of Bidding Value Engineering of Drawings As Built Drawings VI. TERM FOR PROJECT The City anticipates the selection of a Firm in the fall of 2015 and to be contracted on a retainer basis for The City of Lake Forest through 2018. Page 4
STATEMENT OF FIRM QUALIFICATIONS & FEE STRUCTURE Certain basic requirements must be met to insure that adequate information is being offered to The City of Lake Forest for consideration as outlined in the following paragraphs. Respondents to this RFQ are encouraged to provide any additional information that they believe will enhance their submittal and help The City of Lake Forest evaluate their capability. A. Cover Letter A brief cover letter expressing interest in providing Landscape Architectural services in connection with the proposed scope of work and summarizing key points of the RFQ stressing the professional approach to the position and how the professional s abilities and experience fit the position. B. Professional s Description and Position Approach A detailed description of the professional s approach to successfully fulfill the City s needs in hiring a Landscape Architect. Provide proposed concepts to meet the scope of work in the RFQ. C. Staffing Plan and Resumes Provide information about the professional team, including: 1. The qualifications for all professional staff members who will help to work to fulfill the needs of this position. 2. A description of any special requirements or innovations needed or suggested for fulfillment of this position. 3. Hourly rates for all team members involved in connection with this position. 4. A description of which portions of the work will be executed by subcontractors or sub-consultants, and a list of those members that will be connected to this position. D. Fee Structure This section should provide a breakdown of fees and estimated fee structure that includes: 1. A chart or table which provides the hourly rates of the individual members of the Firm who are to be assigned to help complete projects. E. Experience and Reference List This section should provide a corporate resume or statement of qualifications with respect to recent relevant experiences on similar projects, including: 1. Brief description of three similar local projects that have been completed within the past five years if available please include any aerial images of the completed project; Page 5
2. Provide a list of clients for whom similar types of work have been performed. The list should include the project name and description of the type of work it involved, the client name, address, phone number, and a contact name. F. Licensure 1. Must be licensed by the Illinois Department of Financial & Professional Regulation 2. Must comply with all the Illinois Landscape Architecture Act of 1989. 3. Must comply with all the rules and regulations of the Illinois Department of Financial & Professional Regulation, specifically Landscape Architect professionals licensed by the IDFPR. VII. RFQ SUBMITTAL FORMAT Proposer shall submit a sealed envelope or box containing one original, five copies and one electronic copy (in.pdf format on a compact disk or flash drive) in Word Format in a clear, concise format, on 8½ x 11 paper no later than 2:00pm CST on Monday, October 19, 2015. Each tabbed set shall contain all the information required herein to be considered for award. Omission of required data may be cause for disqualification. Any other information thought to be relevant, but not applicable to the enumerated sections, should be provided as an appendix to the statement of qualifications submittal. Responses must be submitted to: Chuck Myers Superintendent of Parks, Forestry and Special Facilities The City of Lake Forest 800 N. Field Drive, Lake Forest, IL 60045 RFQ ON: Landscape Architect Only one statement of qualifications may be submitted by each Proposer. VIII. BASIS FOR EVALUATION OF LANDSCAPE ARCHITECT PROFESSIONAL Qualified professionals interested in providing the services described herein are invited to submit a complete Qualifications Statement for consideration. All Respondents will be evaluated by a Selection Committee comprised of City staff in accordance with the evaluation criteria specified below. The Committee s selection of the preferred firm will be subject to the approval of the City of Lake Forest City Council. Page 6
Proposals will be evaluated on a total score basis, with a maximum score of one-hundred (100) points. The following criteria will be used in the evaluation process to determine the successful respondents, which will proceed to Step 2: GRADING CRITERIA VALUE VALUE 1. Experience and Qualifications of the Professional 15 2. Experience with Projects Involving Local Sites 20 3. Experience with Municipal Government Projects 15 4. Experience and Qualifications of Team Members Proposed 10 5. Anticipated Position Approach 20 6. References / Results Achieved with Prior Projects 20 Total Points 100 IX. RFQ PROCESS TIMELINE (TENTATIVE AND SUBJECT TO CHANGE) DATE September 23, 2015 October 5, 2015 4:00pm CST October 12, 2015 4:00pm CST October 19, 2015 2:00pm CST Week of October 26, 2015 (TBD) November 2015 (TBD) ACTIVITY Request for Qualifications sent to potential firms and advertised. Please confirm that you have received via email to Chuck Myers at myersc@cityoflakeforest.com Deadline for questions from respondents Responses to questions will be issued to Respondents Deadline for RFQ Submission. Qualification Statements received after the date and time identified will be returned unopened. Submit a sealed envelope or box containing one original, five copies and one electronic copy (in.pdf format on a compact disk or flash drive) in Word Format in a clear, concise format, on 8½ x 11 paper no later than 2:00pm CST. Chuck Myers Superintendent of Parks, Forestry and Special Facilities The City of Lake Forest 800 N. Field Drive, Lake Forest, IL 60045 RFQ ON: Landscape Architect Step 2 RFQ Interviews Select Candidate Page 7
X. QUESTIONS Questions concerning the Project, RFQ, and elements discussed herein, may be directed to Chuck Myers, Superintendent of Parks, Forestry and Special Facilities, at 847/810-3565 or via myersc@cityoflakeforest.com. Updated 9/22/2015 Page 8