CITY OF MARSHALL
MARSHALL HOUSE APARTMENTS
ARCHITECT/ENGINEERING REQUEST FOR
PROPOSALS FOR
2015 CAPITAL IMPROVEMENT FIRE ALARM
SYSTEM UPGRADE
Design services including basic architecture, interior design and planning, structural, mechanical, plumbing and electrical
engineering services as needed and any services related to residential capital improvement.
Request for Proposal for Architectural/Engineering Services
PROJECT:
2015 Marshall House Capital Improvement
Fire Alarm System Upgrade
Owner:
City of Marshall, Marshall House Apartments
Mandatory Pre-Bid Meeting:
March 30, 2015
1:00 pm., local time
Marshall House Apartments
200 E Spruce St.
Marshall MI 49068
Opening
April 13, 2015
1:00 pm., local time
Town Hall
323 W Michigan Ave.
Marshall MI 49068
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MARSHALL HOUSE APARTMENTS
CITY OF MARSHALL
ARCHITECT/ENGINEERING REQUEST FOR PROPOSALS FOR CAPITAL IMPROVEMENT FIRE
ALARM SYSTEM UPGRADE
City of Marshall/Marshall House Apartments (MHA) is hereby soliciting Request for Proposals from Architects/Engineers
(A/E) firms to supply design services and construction administration for the following project:
 Upgrade the building’s fire alarm system, including Fire Alarm control panel, annunciator and field devices in the
common areas and units
Submission of Responses
Submit four (4) original Request for Proposals on the original document with “wet” signatures of an owner or officer of the
company. Facsimile, electronic transmission (email) proposals or late submissions will not be accepted and will be
returned to the bidder.
Sealed proposals will be received until 1:00 pm, local time on April 13, 2015 at the City of Marshall, City Hall, 323 W
Michigan Ave., Marshall MI 49068. Proposals shall be clearly marked on the outside of the envelope, "2015 Capital
Improvement Fire Alarm System Upgrade”.
Questions should be referred to Theresa Sears, Marshall House Administrator at [email protected].
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TABLE OF CONTENTS
A.
B.
GENERAL INFORMATION
I.
SOLICITATION
 Qualification Documents
 Questions and Inquiries
 Confidentiality of Responses
 Instructions to Bidders
 MHA Employment
II.
SCOPE OF SERVICES
 Scope of Work (SOW)
 Specific Project Information
 Form of Contract Agreement
 MHA Property Reference Material
III.
SUBMISSION REQUIREMENTS
 Contents of Response
 Contract Type (Cost for Services)
IV.
EVALUATION FACTORS
 Evaluation Process
 Evaluation Criteria & Values
V.
CONTRACT AWARD
APPENDIX – Mandatory Forms/Contract Provisions/Site Layout
1. HUD 5369-B, Instructions to Bidders Non-Construction
2. HUD 51915, Model Form Agreement between Owner and Design Professional
3. HUD 51915-A, Contract Provisions Required by Federal Law or Owner Contract w/HUD
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SECTION 1 – SOLICITATION
This Request for Proposal does not commit the City of Marshall MHA to award a contract, to pay any cost incurred in the
preparation of a response to this request, or to procure or contract for services. City of Marshall MHA reserves the right to
reject any and/or all requests, to waive any informality or cancel in whole or in part this Request for Proposal, if it is in the
best interest of the City of Marshall MHA.
The City of Marshall MHA reserves the right to take other action before a contract is signed or a purchase order is
approved; even after City Council accepts or approves the bid.
The City of Marshall MHA does not discriminate based on race, color, national origin, sex, religion, age, disability in
employment or the provisions of service.
The City of Marshall MHA will not accept brochures, fliers, binders or any additional information with the bid document. If
attachments are received, the bid submitted will be considered non-responsive and the bid rejected.
Qualification Documents
This section includes all information and forms required for being eligible to receive consideration. Make sure all required
documents are fully completed and executed.
Throughout these documents you may see the terms OWNER, PHA, HUD, City of Marshall, MHA and Housing Authority.
All of these titles refer to the City of Marshall, Marshall House Apartments.
Questions and Inquiries
All questions pertaining to this Request for Proposal must be submitted in writing at least three (3) business days before
the due date. Written questions may be submitted by email. MHA will only respond to written questions of the RFP’s form
and content within the specific time frame, and only be bound by its response to written questions. Oral communications
are discouraged, and MHA will not be bound by any oral answers or interpretations of the RFP.
In order to maintain a fair and impartial competitive process, direct all inquiries regarding the proposal documents to:
Theresa Sears, Administrator
[email protected]
Please respect this policy and do not attempt to query MHA personnel or members of City Council regarding this RFP
except through written questions submitted in the manner and within the time frame indicated above.
Instructions to Bidders
Refer to HUD 5369-B, Instructions to Offerors Non-Construction (SEE Appendix).
Proposals shall not contain any recapitulations of the work to be done. Alternate proposals will not be considered unless
expressly requested.
MHA Employment
Minority and Women-owned businesses are encouraged to respond. MHA is an equal opportunity employer.
SECTION II – SCOPE OF SERVICES
Scope of Work (SOW)
Perform all professional Architect/Engineering (A/E) design services including basic architecture, interior design and
planning; as well as structural, mechanical, plumbing and electrical engineering services, as needed and any services
related to residential capital improvement for this project which will include at a minimum:
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Upgrade to the building’s Fire Alarm System, incl. Fire Alarm control panel, annunciator and field devices in the
common areas and units.
Work shall include installation of a new fire alarm system. Design must conform to all current Federal, State and HUD
requirements.
1.
Provide Phases and Description of Basic Services as extrapolated from HUD 51915-Model Form Agreement
Between Owner and Design Professional:
A. Preliminary Development Activities
 Physical inspection and evaluation of the site and related conditions
 Pre-design meeting and discussion(s) with MHA regarding concept development (design, work and
materials) and recommendations based upon stated objectives and funding limitations.
 Designs and specifications should be tailored for durable (hard use) products.
 Provide preliminary construction cost estimate for labor and material of project.
 Project specific analysis of codes, ordinances and regulations of all projects.
 Review meeting w/proposed documents prior to final design completion, with MHA to assure mutual
understanding of the overall project requirements and where MHA approval will be granted for the
Final Design of all projects.
 Should be familiar with Phase Construction practices.
Note: Multiple objectives and meeting overlap may be completed on a scheduled visit to minimize the architects schedule
and costs.
B. Final Design Development Activities
 Prepare final independent cost estimate.
 Prepare detailed floor plans and specifications and incorporate for issuance of bidding.
 Provide four (4) hard copies of bid document on original document and one (1) electronic copy of
Contract Documents for bidding. Contract Documents shall include all drawings and specifications.
C. Bidding and Award Activities
 Attend and provide design details at a Pre-Bid meeting.
 Prepare written addendum(s) as appropriate to interpret, clarify or expand the bidding documents
approved by owner.
 Assist in determining any “or equivalent” products submitted prior to bid opening. (Specifications
sheets shall be submitted with bid).
 Provide Letter of Recommendation to MHA.
 Re-design or alter drawings and specification as often as required if bids are over the design
professionals final cost estimate.
D. Construction Contract Administration Activities
 Verify manufacturer’s product data and product sample for compliance with written technical
specifications.
 Attend and provide comment, as necessary at the Pre-Construction meeting.
 Conduct frequent on-site inspections, once construction activities begin to review progress and
document their observations by a Construction Observation Report for a period of three (3) months.
 Prepare a written cost or price analysis for any change orders.
 Attend dispute resolution conferences when requested by owner.
 Available by electronic communication to assist, interpret or clarify any technical questions that may
arise from the contractor during installation. It may require sketches to resolve problems due to
actual field conditions encountered.
2. All drawings and specifications must comply with the regulations and standards of the US Department of Housing
&Urban Development (HUD), all other applicable codes and ordinances. All design documents must be in
compliance with the State of Michigan and Ordinances of the City of Marshall.
3. Submit meeting reports within seven (7) days of each visit.
4. Completion of project due by June 30, 2015
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Form of Contract Agreement
The use of the standard contract HUD Form-51915 and 51915-A, Agreement between Owner and Architect (See
appendix), is a HUD MANDATORY requirement for successful bidder. Proposers should review this document.
MHA Property Reference Material
MHA will provide the selection firm with any relevant “as Built” paper architectural drawings (blue prints) and electronic
copy for the specific site.
SECTION III – SUBMISSION REQUIREMENTS
Contents of Response
1. GENERAL INFORMATION
a.
FIRM INFORMATION
b.
PROPOSED TEAM
c.
RESUMES OF KEY PERSONNEL
d.
ADDITIONAL COMPANY SERVICES, INCLUDING ANY ADA, ENERGY
STAR/LEED, EPA COMPONENTS, ADDITIONAL CERTIFICATION(S) OR
EXPERIENCES.
2. PROJECT SPECIFIC
a.
PAST FIRE PANEL REPLACEMENT PROJECTS
b.
LIST OF PUBLIC/HUD HOUSING EXPERIENCE
3. NAME OF COMPANY, ADDRESSES, AND CONTACT NAME OF FIVE (5)
CUSTOMER REFERENCES
4. PROVIDE PROOF OF INSURANCE; COMMERCIAL GENERAL LIABILITY AND
ERRORS AND OMISSIONS COVERAGE
5. PROOF OF REGISTRATION AS AN ARCHITECT/ENGINEER IN THE STATE OF
MICHIGAN
6. NOTARIZED STATEMENT OF NON-COLLUSION
7. NOTARIZED STATEMENT OF NON-DEBARMENT
8. PROPOSED COST OF SERVICES
9. INSURANCE
a. At its own expense, Contractor shall acquire and continue in effect for the term of the Contract, insurance
providing the following coverage:
i.
Commercial General Liability Insurance on an occurrence basis. This coverage shall include Personal
Injury, Contractual Liability, and Products/Completed Operations insurance. The limit of liability shall
be at least $1,000,000 combined single limit for bodily injury and property damage.
ii.
Automobile liability insurance that complies with the requirements of the Michigan No-fault law with
Residual Liability limit of at least $1,000,000 combined single limit for bodily injury and property
damage. There shall be coverage for owned, hired, and non-owned vehicles.
iii.
Worker’s compensation insurance as required by Michigan law.
b. Contractor shall name the “City of Marshall, its employees, City Council, City Manager, and members” as
additional insureds on all liability coverages other than workers compensation.
c. The coverage granted to the Owner as an additional insured shall apply on a primary basis. The Owner’s
coverage shall be excess.
d. Deductibles and retentions shall be clearly stated on any certificate of insurance and shall be the responsibility
of Contractor and not the Owner.
g. Neither the issuance of any insurance policy required by this provision, nor the minimum limits specified with
respect to any insurance coverage, shall be deemed to limit or restrict in any way the liability of Contractor or its
Subcontractors arising under or out of this Contract.
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h. BEFORE PERFORMING ANY WORK, Contractor shall provide copies of the applicable insurance certificates
to the City of Marshall Clerk with a copy to Owner’s Representative. ANY WORK PERFORMED PROIR TO
PRESENTMENT OF AN ACCEPTABLE INSURANCE CERTIFICATE MAY NOT BE COMPENSABLE.
CONTRACTOR PERFORMS WORK PRIOR TO THE PRESENTMENT OF ACCEPTABLE INSURANCE
CERTIFICATE AT THEIR OWN RISK.
10. INDEMNIFICATION
The Contractor shall indemnify and hold harmless the City of Marshall, its council members, city manager,
directors, employees and agents from and against all liabilities, claims, demands, causes of action of every kind
and descriptions, damages, Losses and Litigation Expenses, including but not limited to attorney’s fees though
appeals, arising out of or resulting from the performance of work in this contract, providing that any such claim,
demand, cause of action, damage, Loss or expense (1) is attributable to bodily injury, disease or death, or to
injury to or destruction of property including the loss of use resulting therefrom, and (2) is caused in whole or in
part by any negligent act or omission of the Contractor, anyone directly or indirectly employed by the Contractor,
or anyone for whose acts for any of them may be liable, regardless of whether or not it is caused in part by a party
indemnified hereunder. This indemnification obligation shall not be limited in any way by any limitation on the
amount or type of damages, compensation or benefits payable by or for the contractor under workers’ or
workmen’s compensation acts, disability benefit acts or other employee benefit acts.
It is incumbent upon the bidder to provide acceptable evidence of their ability to meet the above requirements.
We encourage Request for Proposals to obtain any sufficient presentation of information as deemed necessary by the
bidder to present a complete and effective response.
Contract Type (Cost for Services):
The contract shall be for a FIXED PRICE fee plus reimbursable expenses as identified in Article B.2.0 of HUD Form
51915.
Except as otherwise herein provided, no charge for any extra work or materials will be allowed unless the same has been
ordered in writing by MHA and the price stated in such order.
SECTION IV – EVALUATION FACTORS
(Based upon HUD Handbook 7460.8 Rev 2. Procurement Handbook for Public Housing Agencies, Section 7.2 (E. –
Evaluation Factors, Price; K – Evaluation Process & L – Evaluation Report).
Evaluation Process
The evaluation of responses shall be based on “written statement of evaluation factors and their relative value clarifies
each important factor to the bidders and ensures a fair selection process”. The company submitting a proposal agrees
that by submitting a proposal it authorizes MHA to verify any and all information and/or references given in the proposal.
A. Pre-Evaluation
All submitted proposals will be initially reviewed by MHA to determine compliance with the specified
Guarantee Assurance requirements listed below and to check reference information. Submissions which
do not comply with these requirements may be rejected without further review.
B. Evaluation
MHA will review and score in writing each applicant in the selection process; “prepare an evaluation
report to document the ranking of the proposals by technical merit, using point scores”.
Each firm will be rated on their submissions, with points given to specific responses to this RFP based
upon the evaluation criteria with a total possible score of one hundred (100) points as listed below
(Evaluation Criteria and Values).
1. Experience and Technical Capability
Review qualifications submitted for completeness, compliance with requirements and the
outlined criteria as verified by reference checks or other means. Follow up with requests
for additional information if needed. That criteria (not limited to) will be considered in the
subjective grading of the architect/engineer (A/E) firm’s ability to successfully perform the
scope of services.
2. Cost for Services
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Evaluate the submitted amount for a combined total by giving it a weight and converting it
to a point scale. The maximum number of points available will be awarded to the lowest
combined price. For every $1,000 above the lowest price, .05 (1/2) point will be deducted
from the maximum points possible.
If, the bidders firm is not currently registered as an Architect or Engineer in the State of Michigan, is currently listed on the
Federal Excluded Parties (Disbarred) list, suspended or otherwise prohibited from professional practice by any Federal,
State or Local agency or does not have a Commercial General Liability and Errors & Omission insurance coverage, will be
disqualified and removed from consideration.
Evaluation Criteria & Values
A. HACR Guaranteed Assurances
1. Proof of registration in the State of Michigan
2. Proof of insurance coverage’s (general liability/errors & omissions
3. Proof of Non-Debarment
(No-Disqualified)
Yes/No
Yes/No
Yes/No
B. Experience and Technical Capability.......... 75 points.
1. Evidence of the ability to perform the work, as indicated by the qualification of the specifically named
key professional staff in performing such assignments = 0 – 20 points.
2. Demonstrates past performance in terms of cost controls, quality of work and compliance with
performance schedules as verified by reference checks or other means = 0 – 4 points.
3. Demonstrated ability to solve problems with existing site conditions and materials as verified by
reference checks or other means – 0 – 5 points.
4. Demonstrated experience and capability in successfully performing efforts from comparable projects
as verified by reference checks or other means = 0 – 15 points.
5. Knowledge of HUD procurement, HUD construction administration and HUD general conditions for
construction guidelines as verified by reference checks or other means = 0 – 15 points.
6. Previous experience involving projects with HUD funded subsidized housing programs (0= Opt, 1- 3
years = 4 points, 4 – 7 years = 8 points, 8 – 11 years = 12 points, 12 + years = 16 points.).
C. Cost of Services ………. 10 points
D. Other Contributing Factors ………. 15 points
1. Distance to Marshall Michigan = 2 points – 35 miles / 1 point – 35 + miles
2. Cost for Services = Yes – 1 point
3. Five (5) customer references = Yes – 1 point
4. Notarized Statement of Non-Collusion = Yes – 2 point
5. Notarized Statement of Non-Debarment = Yes – 2 point
6. Provided list of additional company services = Yes – 1 point
7. Complete project within the time limit = Yes – 5 points
8. MBE/WBE/DBE/SBE = Yes – 1 point
If, A/E states that it qualifies as one of these, documentation must be provided.
AVAILABLE POINTS ………. 100
SECTION V – CONTRACT AWARD
Funding is in place for this work and we intend to award the architect/engineer work within thirty (30) days of the close of
requests.
MHA reserves the right, after contract award to amend the resulting contract as needed throughout the term of the
contract to best meet the needs of all parties.
Any addenda issued during the time of bidding or forming a part of the contract documents shall be included in the
proposal and shall be made a part of the contract documents. Every effort will be made to supply any addenda to bidders
on file as receiving a copy of the bid document. However, it shall be the bidder’s responsibility to inquire of any addenda
before submitting his/her bid.
APPENDIX
Mandatory Form – Contract Provisions
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1.
2.
3.
4.
5.
HUD 5369-B, Instructions to Offerors Non-Construction
HUD 51915, Model Form Agreement between Owner and Design Professional
HUD 51915-A, Contract Provisions Required by Federal Law or Owner Contract w/HUD
Notarized Statement of Non-Collusion
Notarized Statement of Non-Debarment
TO: CLERK, CITY OF MARSHALL, MICHIGAN
The undersigned, having familiarized (himself/themselves) with the local conditions affecting the cost of the work and
the contract documents hereby proposes to perform everything required to be performed and to provide and furnish
all the labor, materials, necessary tools, equipment, utility and transportation services necessary to perform and
complete in a workmanlike manner all of the work required for Capital Improvement, in accordance with the plans and
specification as prepared by the City of Marshall, Marshall House Apartments, Michigan, for including any and all
Addenda officially issued, the receipt of which is hereby acknowledged.
Addendum Number
Date of Receipt
Signature
City of Marshall/Marshall House reserves the right to reject any or all bids/offers, and to select any part or parts
thereof without accepting the entire bid/offer.
PROPOSAL PRICE:
The bidder agrees to complete the project for the following lump sum:
Upgrade building’s Fire Alarm System: $___________________________
Certification Regarding Debarment, Suspension and Other Responsibility Matters—Primary Covered Transaction
I. The prospective primary participant certifies to the best of its knowledge and belief, that it and all its principals: (a) Are
not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered
transactions by any Federal department or committee; (b) Have not within a three-year period preceding this proposal
been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract
under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently
indicted for or otherwise criminally or civilly charged by a governmental entity (federal, State or local) with commission of
any of the offenses enumerated in paragraph (1)(b) of this certification and (d) Have not within a three-year period
preceding this application/proposal had one or more public transaction (Federal, State or local) terminated for cause or
default.
II. Where the prospective primary participant is unable to certify to any the statements in this certification, such
prospective participant shall attach an explanation to this proposal.
In submitting this proposal, it is understood and agreed by the undersigned that the right is reserved by the City of
Marshall to reject any or all proposals. It is further understand and agreed by the same undersigned that any qualifying
statement or conditions made to the above proposal, as originally published, as well as any interlineations, erasures,
omissions or entered wording obscure as too its meaning may cause the bid to be declared irregular and may be cause
for rejection of the bid.
The undersigned hereby agrees that if the foregoing proposal shall be accepted by the owner, he will, within five (5)
consecutive calendar days after receiving notice of the acceptance of such proposal, enter into contract, in the appropriate
form, to furnish the labor, materials, equipment, tools and construction equipment necessary for the full and complete
execution of the work, at and for the price named in his proposal.
The undersigned further agrees that if the foregoing proposal shall be accepted, he will commence and complete the work
within the dates included within these contract documents and agrees to the assessment of liquidated damages as
expressed in these contract documents.
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In submitting this bid it is understood that the right is reserved by the owner to reject any and all bids, or to change the
quantities listed in the proposal for MHA’s best interests.
Dated and signed at______________________________________________________________________________
In the State of __________________________________________________________________________________
This the ___________________________ day of __________________________________, 20________________
Name of Bidder_________________________________________________________________________________
Official Address ____________________________________________________________________________________
Telephone________________________________________________________________________________________
Email address_________________________________________________________________________________
Signature_____________________________________________________________________________________
Title__________________________________________________________________________________________
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STATEMENT OF NO BID
NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this form. Your
response will assist us in evaluating all responses for this project, to improve our bid solicitation process and not waste
your time in the future.
The Purchasing Division of the City of Marshall wishes to keep its bidders list up-to-date. If, for any reason you cannot
supply the commodity/service noted in this bid solicitation, this form must be completed and returned to remain on the
particular bid list for future projects of this type.
If you do not respond to this inquiry before the bid deadline, we will assume that you can no longer supply this
commodity/service, and your name will be removed from this bid list.
__________
Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below).
__________
Specifications are unclear (explain below).
__________
We are unable to meet specifications.
__________
Insufficient time to respond to the Request for Quote.
__________
Our schedule would not permit us to perform.
__________
We do not offer this product or service.
__________
Remove us from your bidders list for this commodity or service.
__________
Other (explain below).
REMARKS____________________________________________________________________________________
_____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
SIGNED_______________________________________ NAME_________________________________________
TITLE________________________________________ DATE_________________________________________
FIRM NAME__________________________________________________________________________________
PHONE________________________________________ DATE_________________________________________
ADDRESS____________________________________________________________________________________
(Street Address)
(City)
(State)
(Zip)
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DAVID W MARTIN
KINGSCOTT
229 EAST MICHIGAN AVE
SUITE 335
KALAMAZOO, MI 49007
LARRY RIZOR
ARCHITECTS INCORPORATED
49 SOUTH CASS
BATTLE CREEK, MI
RANDY CASE
ARCHITURE PLUS DESIGN
36 EAST MICHIGAN AVE
BATTLE CREEK, MI
STEVAN JURCZUK
C2AE
648 MONROE AVE. NW, SUITE 210
GRAND RAPIDS, MI 49503
DAN DURKEE
FISHBECK, THOMPSON, CARR AND HUBER
1515 ARBORETUIM DRIVE SE
GRAND RAPIDS, MI 49546
DAVID STEINHAUER
MC SMITH ASSOCIATES AND ARCHITECTURAL GROUP
529 GREENWOOD AVENUE SE
EAST GRAND RAPIDS, MI 49506
DAN REDSTONE
REDSTONE ARCHITECTS, INC.
2709 SOUTH TELEGRAPH ROAD
BLOOMFIELD HILLS, MI 48302-1008
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