Request for Proposal (RFP) Virtual Building Design Project City of Webster City 400 Second Street – PO Box 217 Webster City, IA 50595 November 2011
2TABLE OF CONTENTS PAGEINTRODUCTION ABOUT W EBSTER CITY, IAREQUEST FOR PROPOSAL (RFP) REQUEST FOR PROPOSAL PROJECT COSTS MINIMUM BUSINESS TERMSSITE & LOCATION PROPERTY DESCRIPTION UTILITIES ZONING & BUILDING REGULATIONSPROPOSAL PROCESS & REQUIREMENTS REQUIRED INFORMATION SELECTION PROCESS TIMELINE SUBMITTAL INFORMATION TERMS & CONDITIONS INDEMNIFICATION MINIMUM PROPOSAL ELEMENTS DOCUMENTS AVAILABLE FOR REVIEW
3 INTRODUCTIONABOUT WEBSTER CITY, IOWALocated in North Central Iowa, Webster City sits on four lane Highway 20 roughly tenminutes from Interstate 35 and has a population of 8,070, which is roughly half the totalpopulation for Hamilton County. Webster City’s closest big city neighbors include FortDodge (population 25,075) twenty five miles to the west and Ames (56,814) forty sixmiles south. A virtual familiarization tour of our location and assets can be found at:www.buildwebstercity.com/virtualfamiliarizationtourMore information about the City can be found at www.buildwebstercity.com. REQUEST FOR PROPOSAL (RFP)REQUEST FOR PROPOSALWebster City owns a 4.72 acre parcel in the Southeast Development Park and seeks towork with a company experienced in developing virtual building designs or buildinginformation models (BIMs). The City desires to contract for the design of a virtualindustrial building. The goal of this project is twofold: 1. Develop a virtual speculative industrial building that will expand the marketing opportunities for this property. 2. Have a project designed, pre-permitted and development ready.Attributes that are sought in the virtual building or BIM: Building size of approximately 30,000 to 50,000 square feet and expandable to between 50,000 and 75,000. A building design flexible enough that with minor changes it could be used for manufacturing or warehouse, or combination thereof.The City seeks qualified proposals from design professionals, including, but not limitedto, architects, planners, design-build companies and/or developers that have experiencein developing virtual buildings or BIMs.The City reserves the right to select up to three firms that would be invited to interviewwith the City for further consideration before a final selection is made.
4The City desires the virtual building or BIM be created and ready to use in the City’smarketing before the end of January 2012.PROJECT COSTSPrice is only one criterion that will be evaluated in reviewing qualified proposals for thevirtual design project. The City would encourage proposes to consider alternativepricing, which may include holding back some of the design fee contingent upon sale ofthe project or like alternative.MINIMUM BUSINESS TERMSThe following are minimum business terms that the successful firm must accept: 1. The proposer will create either a virtual industrial building or a BIM. 2. The proposer shall carry adequate insurance. 3. The proposer will commit to a schedule for the completion of the project as mutually agreed upon by the developer and the City. 4. The proposer will design the building in consideration of all city, state and federal requirements, including any environmental review. 5. The proposer will indemnify the City for any damages resulting from activities or omissions by the proposer. SITE & LOCATIONPROPERTY DESCRIPTIONThe virtual speculative industrial building would be designed for Lot 2 in the City’s SEDevelopment Park. Lot 2 has an approximate slope of 3% with its highest point near theSW corner of the lot and lowest point at the NE corner.
5Legal DescriptionC & I – WC SouthParcel Number4965100002000Coordinates93°4830.358"W42°2653.423"NSize & DimensionsThe parcel is 4.72 acres. The dimensions are approximately 512’ x 419’.Address & AccessThe site is in the 100 block of East Commerce Drive. The site would take access fromEast Commerce Drive.Adjacent uses North Right of Way & Highway 20 (four lane) East Storage Sheds South American Concrete, McMurray Hatchery, Vantec, Inc. West Mitchell Machine (small business)UTILITIESLot 2 is served by an 8” water main along the north side of E. Commerce Drive and a 12”sewer line located on the south side of E. Commerce Drive. The site is also served by13.2 kV underground lines. A map of the site and utilities is shown on the next page.ZONING & BUILDING REGULATIONSThe site is currently zoned M1 Light Industrial. A copy of the City’s zoning regulations,as well as other pertinent information on this project can be downloaded at:http://www.buildwebstercity.com/VirtualBuildingRFP.aspx.
6 PROPOSAL REQUIREMENTSREQUIRED INFORMATIONProposers shall submit the following required information:Company/Team InformationPlease provide a general overview of your company. At a minimum, you must providethe following information: Name and title of the company’s representative Name of the company Address, telephone numbers (work and cell), fax number and email addressesRelevant Project ExperiencePlease provide specific examples of projects that demonstrate your experience increating virtual building designs or BIMs, especially any experience you have workingwith economic development entities or municipal governments.Pricing and FeesPlease provide maximum detailed as to what is and is not included in your proposedprice and/or fees. Proposers may submit proposals that include multiple design options.
7SELECTION PROCESSThe City will convene a selection committee to review the responses and recommendthe most Qualified Respondents to the City Council. RFPs will be reviewed to determinethe ability of the Respondent to meet the City’s objectives for this project. Selectionconsideration will consider, but not be limited to, the following elements (the weightingshown is illustrative only, and the City reserves the right to depart from the relativeweighting shown here in order to select the most qualified and desirable proposer):Demonstrated Overall Experience 20%Demonstrated Experience with Similar Projects 20%Building Concept 20%Proposed Cost/Fee Schedule 20%Potential to Develop a Positive Working Relationship with City 20% 100%If a City is unable to negotiate an agreement with the highest ranked proposer, the Citywill attempt to negotiate the next highest ranked proposer. If unsuccessful with the topthree proposers, the City may choose to negotiate with any other proposer whoparticipated in the process or may choose to reopen the RFP.TIMELINEThe proposed process will follow the timeline below:City Publishes the RFP November 8, 2011Deadline for Submission of Response November 22, 2011Selection of Short List November 23, 2011Interviews of Proposers TBD – November 2011Selection of Preferred Proposer December 5, 2011Contract Executed TBD – December 2011SUBMITTAL INFORMATIONProposals must be submitted in person, by mail, or electronically not later than 5:00 PMCentral Time (CT) on November 22, 2011.Please note that UPS and FedEx overnight do not always arrive overnight when comingto Webster City, Iowa. Please plan accordingly.Proposals must be clearly marked “Virtual Building Design Project” and shall be tothe attention of: David Toyer, Economic Developer City of Webster City PO Box 217 / 400 Second Street Webster City, IA 50595 email@example.com
8Please direct all questions to David Toyer, Economic Developer, at 515-832-9151 firstname.lastname@example.org.TERMS AND CONDITIONSThe following terms and conditions shall apply to this process: Respondents shall be responsible for the accuracy of the information they provide the City. The City reserves the right to reject any and all submittals, to waive minor irregularities in any proposal, to issue additional RFPs, and to either substantially modify or terminate the Project at any time prior to the final execution of a contract. Nothing herein shall require the City to enter into exclusive negotiations and the City reserves the right to amend, alter, and revise its own criteria in the selection of a developer for the property without notice. The City reserves the right to request clarification of information submitted, and to request additional information from any Respondent. The City shall not be responsible for any costs incurred by the Respondent(s) in preparing, submitting, or presenting its response to the RFP or other information required to be submitted by the City. The City may select, at its sole discretion, proposals it deems most feasible and beneficial to the City. City may negotiate contracts with Respondents that differ from the terms contained in this RFP. The City reserves the right to amend or revise the RFP. In the event that it becomes necessary to revise any part of the RFP, an addenda will be provided in the same manner as publication of the RFP. The City will not be liable for any errors in the Respondent’s proposal. Respondents will not be allowed to alter their proposals after the deadline for submission unless the alterations are the result of a request by the City. The City reserves the right to make corrections or amendments to the response due to errors identified by the City or Respondent. This type of amendment will only be allowed for such errors as typing, transposition, omission, or any other obvious error. The City must receive the Respondent’s proposal in its entirety at the address or email address, date and time specified herein. Proposals arriving after said deadline will be returned to the Respondent. Respondent assumes the risk for delivery and City assumes no responsibility for delays in receipt of proposals. Postmarking by the deadline is not a substitute for submittal. All proposals become the property of the City. The City will maintain the confidentiality of proposals as prescribed by law. Proprietary information must be marked as such to prevent disclosure under law.
9 A Respondent may withdraw or amend a proposal prior to the submission deadline. To do so, a written request must be signed by an authorized representative of the Respondent and submitted to the City. Any oral representations, commitments and warranties offers by the Respondent during the RFP process will not be considered unless formally reduced to writing. Any and all oral representations, commitments and warranties, if reduced to writing by the Respondent, will be binding and may be considered by the City during the evaluation process. Selection of a Respondent does not imply endorsement by the City nor suggest that Respondent’s proposal is the best or only solution, and respondent agrees not to make reference to the City in any marketing or promotional materials without express written consent of the City. The successful Respondent will be expected to contractually agree that no individual shall be excluded from participation in, denied the benefits of, subjected to discrimination under, or denied employment in the administration of or in connection with any program provided by the contract between the City and the respondent because of race, color, creed, marital status, religion, sex, sexual orientation, national origin, Vietnam Era or disable veterans status, age, or the presence of any disability. The prohibition against discrimination in employment shall not apply if the particular disability prevents the individuals from performing the essential functions of his/her position, with or without reasonable accommodations. The successful respondent will be required to have insurance including some or all of the following and any other provisions as deemed necessary by the City: o No limitation. Respondent’s maintenance of insurance as required by a contract with the City shall not be construed to limit the liability of the Respondent to the coverage provided by such insurance, or otherwise limit the City’s recourse to any remedy available at law or in equity. o Respondent shall obtain and show proof of automobile liability insurance covering any auto with a minimum combined single limit for bodily injury and property damage of $1,000,000.00 per accident. o Respondent shall obtain and show proof of general liability insurance with limits no less than $1,000,000 for each occurrence, $1,000,000 aggregate. o Respondent shall maintain builder’s risk, construction or other such applicable insurance in an amount sufficient to cover the liabilities of the project. o Any subcontractor, sub-consultant or other party working on behalf of the Respondent shall be named as an additional insured with respect to the project. o Respondent’s insurance shall be the primary insurance coverage with respect to the City. o Respondent shall assume full responsibility for all loss or damage from any cause whatsoever to any tools, machinery, equipment, computers,
10 hardware, software, motor vehicles owned or rented by Respondent, or the Respondent’s agents, suppliers, consultants, contractors, sub consultant or sub-contractors. This includes such tools, machinery, equipment, hardware, software, motor vehicles owned or rented by the Respondent’s employees. o The Respondent and City waive all rights against each other, any of their sub-contractors, sub-consultants, agents and employees, and each of the other, for damages caused by fire or other perils to the extent covered by Builders Risk Insurance (if applicable) or other property insurance obtained pursuant to the insurance requirement provisions agreed to by contract or other property insurance otherwise applicable to the work. The policies shall provide such waivers by endorsement or otherwise. o Respondent shall furnish to the City one or more Certificates of Insurance and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the Automobile Liability and Commercial General Liability Insurance of the Respondent, before commencement of the work. Before any exposure or loss may occur, the Respondent shall file with the City a copy of the Builder Risk Insurance Policy (if applicable) that includes all applicable conditions, exclusions, definitions, terms and endorsements related to the work. o Respondent shall ensure that each sub-contractor or sub-consultant of every tier obtain and maintain a minimum of the same insurance coverage and limits as stated herein for the Respondent. At the request of the City, the Respondent shall provide evidence of such insurance.INDEMNIFICATIONThe Respondent performing the project for the City of Webster City shall indemnify, holdharmless, and defend the City, if officers, agents, consultants and employees from anyand all liability, including claims, damages, demands, losses, costs, and expenses of anykind and description or damage to person or property arising out of or in connection withor occurring during the course of any agreement between the Respondent and the Cityof Webster City where such liability is founded upon or grows out of the acts oromissions of any agents or employees of the Respondent.MINIMUM PROPOSAL ELEMENTSAll proposals, at a minimum, shall provide such sufficient documentation, detail andnarrative as to: Show Respondent’s acceptance of the minimum business terms Provide all the required information Provide a Federal Suspension and Debarment Certification
11AVAILABLE FOR REVIEWThe City has posted documents and additional information online, which can be foundat: http://www.buildwebstercity.com/VirtualBuildingRFP.aspxQUESTIONSPlease do not hesitate to contact David Toyer, Economic Developer, at 515-832-9151 email@example.com with any questions you may have or requests for additionalinformation.