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Request for Qualifications

for

Starvaggi Memorial Swimming Pool

Professional Services & Feasibility Study

April 4, 2023

TABLE OF CONTENTS

1. INTRODUCTION.........................................................................................................................3
2. PROPOSAL SUBMISSION.........................................................................................................4
3. BACKGROUND INFORMATION.................................................................................................4
4. ANTICIPATED SCOPE OF WORK..............................................................................................5
5. QUESTIONS/ADDENDA ............................................................................................................5
6. INFORMATION TO BE SUBMITTED IN PROPOSAL ................................................................5
   1.  CONTENT............................................................................................................................5
   2. COST OF SERVICES............................................................................................................6
   3. NON-DISCLOSURE AND DISCLOSURE OF PROPOSALS.................................................6
7. SELECTION CRITERIA................................................................................................................7
   1. GENERAL..............................................................................................................................7
   2. FINAL SELECTION................................................................................................................7
   3. PROTEST PROCEDURE .....................................................................................................7

City of Weirton Board of Park & Recreation Commissioners (“Park Board”), a West Virginia public recreation entity founded by the City of Weirton Charter (“Charter”) and operated as an autonomous board under the administration of the City of Weirton (“City”) and in compliance with the City Charter and West Virginia (“State”) legislation, standards, policies and charters, hereby gives notice that it is now accepting qualifications for a professional engineering and architectural firm or consultant to complete a “Feasibility Study for the Replacement of the Starvaggi Memorial Swimming Pool Vessel” located at 144 Starvaggi Drive, Weirton, WV, for The City of Weirton Board of Park & Recreation Commissioners.

The goal of this “RFQ” is to solicit a Statement of Qualifications from planning, engineering and/or architecture firms with expertise in recreation facility development and construction specifically with respect to:

1)    Identifying existing and future needs of a public water recreation facility;

2)    Assessing the existing location, conditions and configuration, uses and equipment

3)     Identifying potential new elements of public water recreation, achievable within current

funding, confines of space and infrastructure

The consultant shall study and draft a report addressing the City of Weirton’s current and future water recreation facility needs. The study must include deficiency assessment; site evaluation; and add the phasing of construction and utilization and programing, in addition to developing conceptual site plans, preliminary budgets for hard costs, contingencies, and soft costs, and other areas determined by the consultant that will allow the Park Board to fully understand the City’s need for a new public water recreation facility.

To respond to this RFQ, interested parties should (a) send a simple email with a statement of interest, qualifications, experience and any need for clarification by 4 p.m. EDT on Monday, April 24, 2023; and (b) submit a full response no later than 4 p.m. EDT on Wednesday, May 3, 2023 in a sealed envelope labeled: “Feasibility Study Starvaggi Public Water Recreation Facility” to the office of the Park Board Executive Director W. Coty Shingle, 3420 Main Street, Weirton, West Virginia 26062.

Proposal packets and additional information regarding this project may be obtained by contacting:

W. Coty Shingle

Executive Director

Weirton Park Board

3420 Main Street

Weirton, WV 26062

Phone: (304) 797-8522

Email: mccoperations@comcast.net

The City of Weirton Board of Park & Recreation Commissioners reserve the right to reject any or all submissions, to waive any informalities or irregularities in any submissions received, and to accept any submission which is deemed most favorable to the City of Weirton Board of Parks.

The Weirton Park Board is a fair housing and equal opportunity city and a minority and women’s business supporter.

Sealed qualification submittals will be received by the Park Board at the office of its Executive Director located at 3420 Main Street, Weirton, WV 26062 until 4 p.m. on Monday, April 24, 2023, but not before 10 a.m. on Friday, April 21, 2023. All qualification envelopes will be time stamped to reflect their submittal date and time. Submittals received after the submission deadline will be returned unopened to proposer. The submission shall include three (3) hard copies and one (1) digital copy transmitted via e-mail after notification of receipt that the proposer’s documents have been received prior to the submittal deadline. The Park Board will not accept qualifications/submittals by e-mail or fax transmission.

Proposer should label its envelope: “Feasibility Study Starvaggi Public Water Recreation Facility”. The Park Board may reject a submission as non-responsive for failure to provide all information requested in this Request for Qualifications (RFQ).

The Park Board serves the City of Weirton as a West Virginia public recreation autonomous board entity established under the City of Weirton Charter and operated under the administration of the City of Weirton and in compliance with the City Charter and West Virginia legislation, standards, policies and charters. The Park Board’s mission is to provide quality, affordable recreation to all people. The Park Board is currently a seven-member board of directors comprised of volunteer officials duly appointed by the mayor of the City of Weirton and ratified by the Common Council of the City of Weirton, in compliance with the City Charter and State Code. General information regarding the Park Board, its members, the City, Common Council and City Charter can be found at the City’s website: http://cityofweirton.com/.  General information about the Park Board’s facilities, programs and recreational offerings can be found at its website: http://cityofweirton.com/183/Parks-Recreation

The Park Board is responsible for the management of recreation facilities owned and placed in its care by the City of Weirton, as well as establishing policies regarding the facilities and programs, events and activities, current and future. The Park Board meets monthly on the third Thursday at 8 a.m. in the Weirton Room at the Weirton Millsop Community Center. Meetings are open to the public and a complete packet of minutes, reports and materials is kept on file in the office of the Park Board Executive Director.

The anticipated scope of work for each area of study identified in Section I above: 1) Identifying existing and future needs of a public water recreation facility; 2) Assessing the existing location, conditions and configuration, uses and equipment; and 3) Identifying potential new elements of public water recreation, achievable within current funding, confines of space and infrastructure should be listed as completely and precisely as possible, taking into consideration the population of the City and its demographics. All provided documentation should be in compliance with the guidelines presented in Attachment A of this RFQ. The successful firm/consultant will demonstrate sufficient staff resources, expertise, relevant experience, and lack of disabling professional conflicts to perform the anticipated scope of work for each element of the study, along with demonstrated commitments to cost-control and client service that meet the Park Board’s needs. Services may be provided to both the Park Board and the City during the completion of work.

Any questions about this RFQ must be submitted via e-mail to Park Board Executive Director W. Coty Shingle utilizing the address provided above. To be considered prior to the approval of final submittals, any questions must be received by Mr. Shingle and the Park Board no later than 12 p.m. on Thursday, April 27, 2023. The Park Board may, if deemed necessary, respond to such questions by issuance of formal written addenda, interpreting or clarifying the requirements of this RFQ. The Park Board may also issue addenda to modify the RFQ as deemed necessary by the Park Board. Any such addenda shall be incorporated into this RFQ and binding upon each proposer. The Park Board may, upon inquiry, orally direct a firm’s attention to specific provisions of the RFQ. However, any supplemental information provided by the Park Board during the RFQ process shall not be binding unless communicated by formal written addenda. All addenda will be made available to all prospective proposers via e-mail. Each proposer is solely responsible for obtaining all addenda by contacting Mr. Shingle via e-mail. The Park Board will not conduct formal interviews but may contact proposers to clarify information submitted.

1. INFORMATION TO BE SUBMITTED IN PROPOSAL
   1. CONTENT

Each proposal shall be limited to 15 pages (not including transmittal letter, table of contents, tabs, dividers, and resumes) and shall follow the outline below:

State in succinct terms your understanding of the anticipated scope of work in the RFQ for the services which you are proposing. Identify additional tasks, if any, that are believed essential or advisable to constitute a more complete scope of work.

Describe in narrative form the experience and expertise of your firm and/or project team members in providing the service sought by Park Board. Identify representative clients. Compare and contrast their size, public or private sector status, location, and operational activities to those of the Park Board. Include a description of the project organization and project team experience.

Identify each individual you expect to work on the project team, including sub-consultants, if any. Provide resumes for each member of the team. Describe with particularity the specific areas of expertise of each team member, and the specific education, experience, or other information that substantiates that expertise. Note that project team members may not be substituted during the Contract term without the written approval of Park Board.

Describe your approach to Quality Assurance and Control for your firm’s work product. Identify all current and reasonably foreseeable actual or potential professional conflicts that could hinder the provision of the requested services, and propose means of managing any such conflicts.

Provide contact information for representatives of three former or current clients for whom your firm or project team members have performed similar services so that the Park Board may interview these references.

All successful proposers will be required to execute a contract in the form shown in Attachment B attached hereto and to meet the insurance requirements of Paragraph 9 of Attachment B. Professional liability insurance is required for all professional services categories. Please indicate your firm’s willingness and ability to comply with these requirements.

All proposals must include a complete and current table of hourly rates and charges bound within the proposal for professional service providers (including any subconsultants) that are reasonably anticipated to perform work under the proposed contract. The hourly rates are to remain constant over the entirety of the contract period. No increases in the rates or charges shall be allowed. Award of a professional services contract does not in-and-of-itself entitle the selected firm to any work for the Park Board or payment from the Park Board but instead provides the Park Board with a detailed proposal with concise pricing to solicit services from when the Park Board deems it prudent to proceed with the feasibility study of Starvaggi Memorial Pool, in advance of a pending improvement project. At that time, the Park Board will execute a contract with the successful proposer for the desired services.

Qualifications will be held in confidence during the evaluation process until the Park Board staff issues a Notice of Intent to Award the professional services contracts. Thereafter, all proposals will be treated as documents subject to disclosure under the laws and policies of the City of Weirton and the State of West Virginia. If a proposer believes any portion of its qualifications contains confidential or proprietary information, exempt from public disclosure, proposer must submit that information with its qualifications in a separate sealed envelope labeled “Confidential Information.” Except as compelled by court process, the Park Board will not release any such documentation claimed to be exempt that is submitted in said manner without prior written notice to the proposer.

1. SELECTION CRITERIA
   1. GENERAL

The submittals received shall be subject to an evaluation by the Park Board for the full range of services, whether provided by its own staff or subconsultants and as deemed appropriate for purposes of selection. The evaluation will be made according to the following criteria:

1. Understanding of and approach to scope of this work

2. Experience and expertise

3. Project team makeup, capabilities and verifiable references

4. Hourly rates, affordability and cost control

Submittals will be rated based on the merit of the entire proposal. Each responsive submittal will be scored by the Park Board using the sheet attached hereto as Attachment A. The highest scoring submittals will be considered for contract award. The Park Board staff presently anticipates making contract award recommendations to the Park Board at its regularly scheduled meeting of Thursday, April 20, 2023. Proposers will be notified at least ten (10) calendar days prior to the Park Board meeting. Park Board staff anticipates recommending award of only one contract to the firm that is deemed to be able to provide services in the best interest of the Park Board. In the event the Park Board receives less than three submittals or the Park Board and/or Park Board staff and/or City of Weirton administrators finds that less than three submittals received rate highly enough to be considered for award of a contract, the Park Board and/or City of Weirton administrators may, in its discretion, reject all submittals received. The Park Board reserves the right to reject any or all submittals and to re-issue this RFQ. The Park Board may waive any informalities or irregularities in any proposal that are immaterial and inconsequential in nature. The Park Board reserves the right to request additional information from proposers to obtain clarification of their submittals. All submittals become the property of the Park Board. All costs associated with development of the submittals shall be the sole responsibility of the proposing firm and shall not be charged in any manner to the Park Board.

Any protest concerning the rating of any qualification or award of any contract hereunder must be submitted in writing to the Park Board’s Executive Director at 3420 Main Street, Weirton, WV 26062 on or before 4 p.m. of the tenth (10th) calendar day following the Park Board’s Notice of Intent to award a contract. The results of grading and complete submittals will be held on file at the office of the Executive Director of the Park Board, located at the above address. Any letter of protest must specifically state the reason for the protest and provide all relevant facts to support the protest. The procedure and time limit set forth in this paragraph are mandatory and are the proposer’s sole and exclusive remedy in the event of a protest of the rating of its submittals or award of the professional services contract. Failure to pursue said remedy shall constitute a waiver of any right to further pursue said protest, including filing a Government Code claim or legal proceedings.

ATTACHMENT A

Proposal Grading

Feasibility Study Starvaggi Public Water Recreation Facility

May 3, 2023

Proposer’s Name:____________________________________________________________________

Representing (firm):__________________________________________________________________

Reviewer’s (Park Board member) name:__________________________________________________

*One (1) being lowest and ten (10) highest

**Maximum total weighted points = 1,000

____________________________________________________________________

Reviewer’s signature

____________________________________________________________________

Attested by