Architectural and Engineering Services for COMCARE Crisis Center

Agency:	Sedgwick County
State:	Kansas
Type of Government:	State & Local
NAICS Category:	541310 - Architectural Services 541330 - Engineering Services
Posted Date:	Oct 20, 2023
Due Date:	Nov 14, 2023
Solicitation No:	23-0067
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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SEDGWICK COUNTY, KANSAS

DIVISION OF FINANCE DEPARTMENT

Purchasing Department

100 N. Broadway, Suite 610 ~ Wichita, KS 67202

Phone: 316 660-7255 Fax: 316 660-1839

https://www.sedgwickcounty.org/finance/purchasing/

requests-for-bid-and-proposal/

REQUEST FOR PROPOSAL

RFP #23-0067

ARCHITECTURAL AND ENGINEERING SERVICES

FOR COMCARE CRISIS CENTER

October 20, 2023

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide Architectural &

Engineering Services for COMCARE Crisis Center. If your firm is interested in submitting a response, please do so in

accordance with the instructions contained within the attached Request for Proposal. Responses are due no later than 1:45

pm CST, TUESDAY, NOVEMBER 14, 2023.

All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not

contact county employees, department heads, using agencies, evaluation committee members or elected officials with

questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the

Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.

Sincerely,

Joe Thomas

Director of Purchasing

JT/ks

RFP #23-0067

Sedgwick County…Working for you

Table of Contents

About this Document

II. Background

III. Project Objectives

IV. Submittals

V. Scope of Work

VI. Sedgwick County’s Responsibilities

VII. Proposal Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Proposal Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Proposal Conditions

VIII. Required Response Content

IX. Response Form

RFP #23-0067

Sedgwick County…Working for you

About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,

as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm

specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As

defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around

the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or

capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal

evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements

and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The

county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether

to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.

A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the

right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its

required needs, quality levels and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public

facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become

public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to

public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses

and responders should understand this information will be considered prior to release, however no guarantee is made that

information will be withheld from public view.

II. Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,

employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

The County desires to select an A/E firm to provide professional design services required to construct a facility for

COMCARE Crisis. In 2020, programming and schematic design was completed for COMCARE Crisis and both of these

documents are available and included with this RFP. At the conclusion of the pandemic, the COMCARE Crisis operation

changed and requires new programming and schematic design. The awarded vendor to this RFP will complete

programming and schematic design, then continue to create construction documents for bidding and provide construction

oversight as required.

III. Project Objectives

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide architectural and

engineering services. The following objectives have been identified for this contract:

1. Acquire Architectural and Engineering Services meeting the parameters, conditions and mandatory requirements

presented in the document.

2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and

customer satisfaction.

3. Acquire Architectural and Engineering Services with the most advantageous overall cost to the county.

4. Enter into a contract with a firm that has superior service history in providing the following types of A/E services:

a. Experience in developing plans, coordinating large-scale multimillion dollar healthcare projects, and

administering simultaneous projects.

b. Architecture

c. Mechanical Engineering

RFP #23-0067

Sedgwick County…Working for you

d. Structural Engineering

e. Electrical Engineering

f. Civil Engineering

g. Interior Design

h. Landscape Design

i. Building Network and Telecommunications Design

j. Construction Cost Estimating

k. Utility and Maintenance Cost Estimating

l. Firms will not be limited in their use of subcontractors, but will be required to establish a standard hourly

rate for services. Subcontractors can be selected based on the project need and their availability.

IV. Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in

formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be

entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand

corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic

copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Joe Thomas

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CST, TUESDAY, NOVEMBER 14th, 2023. If there is any

difficulty submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for

assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you

choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault

of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CST on the

due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have

Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please

dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

V. Scope of Work

Design and administer construction of the COMCARE Crisis facility to be built within Sedgwick County. The County is

actively searching for vacant land for new construction or an existing building that will fit the need for this facility, with

an emphasis to be located in downtown Wichita, near the Biomed campus. The awarded A/E vendor will assist with

determining if the existing building will be remodeled or razed and a new facility built in its place. Emphasis will be to

complement and resemble the design of the Biomed school if location is adjacent. A/E coordination is expected

throughout all phases of the project.

RFP #23-0067

Sedgwick County…Working for you

Phase One (1) is to include the following:

1. Consult with county staff to determine project requirements and review available data in the county’s

possession.

2. Prepare preliminary schematic drawing in enough detail to develop a detailed construction estimate opinion of

probable costs.

3. Submit an opinion of probable cost.

Phase Two (2) is to include the following:

1. Perform necessary research and field survey work as required to complete design including soil testing.

2. Prepare and present for approval, preliminary design documents consisting of preliminary construction plans

and outline specifications.

3. Prepare any necessary documents for alternate bids requested by county staff.

4. Develop a project schedule defining and establishing all owner’s costs, consulting, A/E services,

programming, design and construction activities and milestones in consultation with county staff. Opinion of

probable cost is to be provided both at the end of the design phase, and then again once the final CD’s are

prepared.

5. Prepare and present for approval, final project plans and specifications, and assist in the preparation of other

related documents. Assist in obtaining approvals by participating in submissions and negotiations with

appropriate officials and authorities, including administrative hearings and meetings as reasonably required.

6. Design in such a manner to ensure Contractor’s compliance with ADA Standards, with consideration for

construction tolerances. See U.S. Access Board’s final report, “Initiative on Dimensional Tolerances in

Construction” dated January 2011 (https://www.access-board.gov/research/completed-research/dimensional-

tolerances) which identifies best practices for design and specifications.

7. Provide bidding assistance to include:

o Attending any Pre-Bid conference

o Advising county staff as to the acceptability of substitute materials and equipment proposed.

o Providing addendums to bid documents.

8. Provide construction administration to include:

o Provide a minimum of one (1) site visit each week to observe the progress and quality of the work

being completed, including review for compliance with ADA standards.

o Review contractor’s applications for payment including any supplemental materials and advise the

county as to the amount owing to contractor. Approval, in writing, of payment should be based on

observations and review that the progress and quality is in accordance with the final project

documents.

o Take appropriate action to review and approve shop drawings, samples, test results, substitutions of

materials/equipment, maintenance and operating instructions, schedules, certificates of inspections,

final plans, specifications, contract documents as submitted by contractor.

o Verify that completed project confirms to the final plans, including compliance with ADA

standards. Provide written verification of approval or disapproval of work to project manager,

o Prepare all change orders as required.

o Conduct inspections to determine if the project is substantially complete and conduct a final

inspection to determine if the project has been completed in accordance to all project documents.

Upon disapproval, prepare a list of incomplete, unsatisfactory items and a schedule for their

completion. Upon approval of final inspection, provide written verification to county staff.

o Approve, in writing, final payment upon receipt of guarantees, manuals, bonds, warranties, as-built

drawing, etc.

o Act on behalf of the county to the extent authorized by county staff.

RFP #23-0067

Sedgwick County…Working for you

Architectural and Engineering Services for COMCARE Crisis Center

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See Also

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
23-0067	11/14/2023 1:45:00 PM	Architectural and Engineering Services for COMCARE Crisis Center	RFP