On-Call Architectural Services

Agency: City of San Antonio
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541310 - Architectural Services
Posted Date: Apr 29, 2020
Due Date: Jun 2, 2020
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On-Call Architectural Services
The City of San Antonio (hereafter referred to as “City”), Public Works Department (hereafter referred to as “PWD”) is seeking Statement of Qualifications (hereafter referred to as a “SOQ”) from qualified firms to provide professional architectural services for the On-Call Architectural Services Project (hereafter referred to as “the Project”). Professional architectural services may be utilized during the execution of City projects. This agreement allows consultants to assemble team members of comprised of various disciplines to address potential issues, and to commence services immediately upon City’s recognition of the requirement for services. As part of the Public Works Department’s continuing efforts to improve efficiency, PWD will utilize services under this agreement to expedite project delivery and completion. Consultants may be called upon to provide design services due to unforeseen issues; the level of design could range from extensive to minor, but are imperative for continued facility operation and the provision of community services or benefits. The selected consultant(s) may provide civil architectural services on an as-needed basis for time sensitive situations in connection with City improvements and construction projects.

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On-Call Architectural Services Adobe PDF 377.06 KB
Civcast Training Guide Adobe PDF 158.95 KB

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CITY OF SAN ANTONIO
PUBLIC WORKS DEPARTMENT
REQUEST FOR QUALIFICAIONS
(“RFQ”)
for
ON-CALL ARCHITECTURAL SERVICES
RFQ#: PublicWorks04292020JEC
Release Date: April 29, 2020
Proposals Due: June 02, 2020; 10:00 AM Central Standard Time (CST)
_____________________________________________________________________________________________
RESTRICTIONS ON COMMUNICATIONS
In accordance with and as authorized by Section 2-61 of the City Code, the following restrictions on communications apply to this
solicitation: Respondents are prohibited from contacting 1) City officials, as defined by §2-62 of the City Code of the City of San
Antonio, regarding the RFQ or submittal from the time the RFQ has been released until the contract is posted for consideration as an
agenda item during a meeting designated as an A session; and 2) City employees from the time the RFQ has been released until the
contract is approved at a City Council “A” session.
Restrictions extend to “thank you” letters, phone calls, emails and any contact that results in the direct or indirect discussion of the
RFQ and/or proposal submitted by Respondent.
Violation of this provision by Respondent and/or its agent may lead to disqualification of Respondent’s submittal from consideration.
For additional information, see the section of this RFQ entitled “Restrictions on Communication”.
Section
TABLE OF CONTENTS
Page Number
I. BACKGROUND ......................................................................................................................................................3
II. SCOPE OF WORK AND GENERAL REQUIREMENTS ................................................................................3
III. SCHEDULE OF EVENTS ...................................................................................................................................3
IV. PRE-SUBMITTAL CONFERENCE ...................................................................................................................4
V. SUBMITTAL DOCUMENT REQUIREMENTS AND EVALUATION CRITERIA......................................4
VI. SUBMISSION INSTRUCTIONS ........................................................................................................................8
VII. AMENDMENTS TO RFQ..................................................................................................................................9
VIII. RESTRICTION ON COMMUNICATIONS...................................................................................................9
IX. AWARD OF CONTRACT AND RESERVATION OF RIGHTS ..................................................................10
ATTACHMENTS
Contract Template
SBEDA Ordinance Contract Provisions
General Conditions
Exhibit A
Exhibit B
Exhibit C
Forms to be uploaded in Civcast with Statement of Qualifications:
Submittal Checklist and Table of Contents
Required Forms must be Uploaded/Submitted Individually in Civcast:
Respondent Submittal Cover Sheet
Contracts Disclosure Form and Instructions
Litigation Disclosure Form
SBEDA Subcontractor/Supplier Utilization Commitment Form
Form 1
Form 2
Form 3
Form 4
Form 5
ON-CALL ARCHITECTURAL SERVICES
(RFQ#: PUBLICWORKS04292020JEC)
Page 2
ON-CALL ARCHITECTURAL SERVICES
(RFQ#: PUBLICWORKS04292020JEC)
I. BACKGROUND
The City of San Antonio (hereafter referred to as “City”), Public Works Department (hereafter referred to as “PWD”) is
seeking Statement of Qualifications (hereafter referred to as a “SOQ”) from qualified firms to provide professional
architectural services for the On-Call Architectural Services Project (hereafter referred to as “the Project”).
Professional architectural services may be utilized during the execution of City projects. This agreement allows consultants to
assemble team members of comprised of various disciplines to address potential issues, and to commence services immediately
upon City’s recognition of the requirement for services. As part of the Public Works Department’s continuing efforts to
improve efficiency, PWD will utilize services under this agreement to expedite project delivery and completion. Consultants
may be called upon to provide design services due to unforeseen issues; the level of design could range from extensive to
minor, but are imperative for continued facility operation and the provision of community services or benefits. The selected
consultant(s) may provide civil architectural services on an as-needed basis for time sensitive situations in connection with City
improvements and construction projects.
Selection of the Respondent(s) and performance of the contract resulting from this RFQ shall be governed by requirements of
the Texas Professional Services Procurement Act pertaining to architectural services. The contracts resulting from this RFQ
shall be for a one-year term with an option to extend one (1) one-year option period(s) for a total amount not to exceed
$800,000.00.
II. SCOPE OF WORK AND GENERAL REQUIREMENTS
The professional architectural services provided under this agreement may include, but are not limited to:
assessment and evaluation of facilities;
building design;
design services for minor interior modifications;
design and/or evaluation for improved accessibility for the disabled;
periodic field observation and reporting as required; and
the development of recommendations for repairs, preparation of plans and specifications, the oversight of any required
construction, repair, rehabilitation or alteration of a facility or improvement as necessary.
The scope of work will be specifically identified in Work Tasks provided by City and in the subsequent individually negotiated
and City-accepted Consultant proposals.
The Consultant shall commence work on the project once they have been thoroughly briefed regarding the scope of the specific
project and have been notified in writing, hereafter known as Notice to Proceed (NTP).
The Consultant, in consideration for the compensation herein provided, shall render professional architectural consulting
services, in accordance to agree upon defined scope, as necessary for the development of the Project to final completion.
III. SCHEDULE OF EVENTS
The following tentative schedule has been prepared for this project:
Pre-Submittal Conference:
Deadline for Submission of Written Questions:
Responses Due:
Interviews, if necessary
Anticipated City Council Consideration
ON-CALL ARCHITECTURAL SERVICES
(RFQ#: PUBLICWORKS04292020JEC)
May 13, 2020 @ 10AM
May 19, 2020
June 02, 2020
July 2020
September 2020
Page 3
IV. PRE-SUBMITTAL CONFERENCE
A Pre-Submittal Conference is scheduled, for Wednesday, May 13, 2020 at 10:00 a.m. CST. The Pre-Submittal Conference
will be held via WebEx meeting. Prospective Respondents may join the WebEx using the following instructions:
Join by phone: 1-415-655-0001
Meeting number (access code): 800 713 157
Meeting password: 7nFDTAKKe64
Join meeting:
https://sanantonio.webex.com/sanantonio/j.php?MTID=med43c49da695e3176ff217c3260d58e6
Attendance at the Pre-Submittal Conference is optional, but highly encouraged.
Respondents who join the WebEx Pre-Submittal Conference are highly encouraged to email the solicitation’s point of contact
person confirming Respondent attendance and participation through the WebEx.
Respondent is encouraged to submit written questions concerning this RFP through the CivCast website at least five (5)
calendar days in advance of the Pre-Submittal Conference, in order to expedite the proceedings.
City’s responses to questions received by this due date may be distributed at the Pre-Submittal Conference, as well as being
posted on the CivCast website at https://www.civcastusa.com/bids.
Any oral responses provided by City staff at the Pre-Submittal Conference shall be preliminary. A written summary of the Pre-
Submittal Conference shall contain City’s official responses to issues raised during the Pre-Submittal Conference and posted
on the CivCast website at https://www.civcastusa.com/bids. Any oral response given at the Pre-Submittal Conference that is
not confirmed in the posted written summary from the Pre-Submittal Conference or in a subsequent addendum shall not be
official or binding on City. Only written responses shall be official. All other forms of communication with any officer,
employee or agent of City shall not be binding on City.
V. SUBMITTAL DOCUMENT REQUIREMENTS AND EVALUATION CRITERIA
City will conduct a comprehensive, fair and impartial evaluation of all submittals received in response to this RFQ. City may
appoint a selection committee to perform the evaluation(s) of the received submittals. Each submittal received by City shall be
analyzed to determine overall responsiveness and qualifications to the RFQ. The selection committee may select all, some or
none of the Respondents. If City elects to conduct interviews, Respondent may be interviewed and re-scored based upon these
same criteria or other criteria, to be determined by the selection committee.
Respondent’s submittal shall include the following items included in Submittal Checklist & Table of Contents in the following
sequence combined in PDF format:
1. SUBMITTAL CHECKLIST AND TABLE OF CONTENTS (Form #1) (Indexed and labeled as “Tab 1”)
Respondent shall complete this form, which shall be used as the Table of Contents and as a checklist for Respondent’s
submittal.
2. EXECUTIVE SUMMARY (Indexed and labeled as “Tab2”) – Respondent shall include a one (1) page Executive
Summary at the beginning of the Statement of Qualifications. Respondent’s Executive Summary shall state the
number of years Respondent’s team has been in business, Respondent’s number of years in business in its local office,
Respondent’s local office address and the number of employees employed in Respondent’s local office.
3. CONTRACT TEMPLATE AND GENERAL CONDITIONS REVIEW (Indexed and labeled as “Tab 3”)
Respondent shall review the Contract Template and its General Conditions, provided hereto and made a part hereof
and labeled as RFQ Exhibit A and B, and provide written comments and/or concerns regarding the Contract and
General Conditions. If Respondent does not have any comments and/or concerns, Respondent shall indicate this in
this Tab 3. If no objections are submitted by the Respondent, City and Respondent agree Respondent shall sign the
Contract as presented, if a contract is awarded.
ON-CALL ARCHITECTURAL SERVICES
(RFQ#: PUBLICWORKS04292020JEC)
Page 4
4. LETTERS OF REFERENCE (required) (Indexed and labeled as “Tab 4”) – Respondent shall provide a
maximum of five (5) letters of reference including contact information.
5. STATEMENT OF QUALIFICATIONS – Respondent shall provide a narrative document, as outlined in the
Statement of Qualifications below, addressing all evaluation criteria in Section V of this RFQ considering the
project defined in this solicitation. Sufficient information regarding Respondent’s past projects and key personnel’s
experience shall be provided in Respondent’s submittal to indicate its team has met or exceeded the minimum
qualifications provided in Section V of this RFQ in submittal.
City shall conduct a comprehensive, fair and impartial evaluation of all submittals received, in response to this RFQ.
It currently is anticipated City shall appoint and utilize a selection committee to perform said evaluation.
The following Evaluation Criteria shall be used, in recommending the award of this Contract:
A. Experience, Background, Qualifications of Firm, Key Personnel, and Key Sub-Consultants (45 Points)
Respondent shall respond to the following items, as they relate to Scope of Work:
1. Experience (Indexed and Labeled as “Tab 5”) – City shall consider the relevance of past experience of
Respondent. Respondent shall provide a narrative, on (1) page, describing the Respondent’s qualifications, as
they relate to the referenced scope of services in this solicitation.
2. Project Sheets (Indexed and Labeled as “Tab 6”) – Respondent’s submittal shall include a maximum of
three (3) project sheets, limited to one (1) page for each project included, which shall describe similar projects
Respondent has completed within the last five (5) years. Each project sheet shall include the following:
1. Name and Description of the completed project, including any similarity to the Project defined in this
solicitation;
2. Year(s) of work on the cited project;
3. Respondent’s role in the cited project;
4. Project Manager;
5. Superintendent;
6. Cited project’s original and final contract amounts (explain inconsistencies);
7. Cited project’s proposed completion date and the actual completion date achieved (explain
inconsistencies);
8. Cited project’s owner’s name and the name of the representative (if different) who served as the day-to-day
liaison for the cited project, in the following format:
a. Name of Owner: ______________________________________
b. Name of Owner’s representative: _________________________
c. Representative’s Phone Number: _________________________
d. Representative’s E-mail: _______________________________
3. Proposed Key Personnel/Organizational Chart (Indexed and Labeled as “Tab 7”) –Provide a detailed
organizational chart of Respondent’s proposed team, identifying key personnel who will be committed to work on
the various tasks for this Contract.
Label assignments as:
a. Project Manager
b. Superintendent
c. Safety Coordinator
d. Chief Estimator
4. Resumes (Indexed and Labeled as “Tab 8”) – Respondent shall submit one (1) page resumes for all its key team
members. Resumes should link to project sheets and also may include additional previously-completed relevant
projects not highlighted in the project sheets.
Resumes also shall include:
a. the license type (if applicable) and number of years licensed,
b. Number of years employed with the firm
c. Number of years’ experience in proposed role corresponding to the assignments included in the
organizational chart
d. City of residence
ON-CALL ARCHITECTURAL SERVICES
(RFQ#: PUBLICWORKS04292020JEC)
Page 5

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