Bid Docs PROJECT SCHEDULE*
CITY OF ATLANTIC BEACH
RFQ - Bid Number 0304-12
Completed RFQ due no later than 4:30 p.m.
Completed Shortlist selected
06-11-04 General Contractors selected receive documents
06=25-04 Pre-bid conference
07-07-04 Bids to be submitted to
Purchasing Agent no later than
2:30 p.m. and will be opened
publicly at 3:00 p.m.
07-09-04 City Staff review/report
07-26-04 City Council approves bids
07-27-04 Contractor executes Agreement
08-09-04 City Council considers/approves Agreement
08-13-04 Construction Begins
01-25-05 Substantial completion
02-25-05 Final completion
01-25-06 Warranty inspection
* This project schedule for the subject project is being issued to each General Contractor which has
expressed interest in the RFQ for use in preparing its response to the advertisements.
}1
4
1
City of Atlantic Beach
May 27,2003
REQUEST FOR PROPOSALS NO. 0203-6
PROFESSIONAL ARCHITECTURAL SERVICES
FOR THE RENOVATION OF CITY HALL
CITY OF ATLANTIC BEACH,FLORIDA
The City of Atlantic Beach is seeking proposals and submittal of qualifications from architectural
firms interested in providing professional services for the renovation of the Atlantic Beach City Hall.
Proposals must be submitted in triplicate by 4.30 p.m. Tuesday,June 24,2003 and addressed to:
Mr. Don Ford,Building Official
800 Seminole Road
Atlantic Beach, FL 32233
(904) 247-5800
dfordna ci.atlantic-beach.fl.us
All questions concerning the submittal of proposals must be addressed to Don Ford,Building
Official. No questions may be directed to any other party.
1. INFORMATION:
A. Owner: City of Atlantic Beach
B. Manager: Building Department
2. PROJECT SCOPE:
This project will include both an expansion of the City Hall building located at 800 Seminole
Road in Atlantic B structure. We anticipate a
need or approximately 1,200 square feet in news ace from an expansion. The existing City
Hall building contains 6,400 square feet. The project wilme ue t ea ition of several new
offices, remodeling of the lobby area, expansion or relocation of a conference room�an_d_p ssi ly�
t d tion of a drive-thru payment window and reconfigu►t it�n Qf the adiacent parking lot .
__�_
The city wi review esigns based on efficiency of operations, esthetics, and costs.
The design portion of the project will have two phases. The first will include a schematic design
of the floor plan with cost estimate so that a budget can be established for the project. The first
phase must be cpm Tete b Se tember 1, 2003 so as to be available for City Commission
consi eration during FY 2004 budget deliberations. The second phase o e project 1 include
"`final design and rebated services up to the bid opening and be approved once the City Commission
has budgeted the funds needed. We anticipate this work to begin on or after October 1, 2003.
The new addition shall have an architectural style that is consistent with the original City Hall
building.
1
City of Atlantic Beach
May 27,2003
3. CITY DOCUMENTS: During preparations of a response to this RFP, the following material
is available at the Building Department of the City for review by prospective architect(s). The
architect(s) accepts the responsibility for verifying the accuracy of any information furnished and
ultimately incorporated into their response. If any inaccuracies are noted,the architect shall notify
the Building Officer in writing.
A. Plans of the existing structure
4. ARCHITECT(S)WRITTEN PROPOSAL REQUIREMENTS AND SELECTION PROCESS:
A. SELECTION PROCESS: Architect selection shall be in accordance with this request
for proposal. The evaluation process shall determine qualifications, interest, and
availability. City staff will first review all written responses. This review will result in a
ranked list of fully qualified respondents. If deemed necessary, informal interviews may
be conducted of selected respondents determined to be best qualified based upon the
evaluation of the written responses. The determinations shall be based upon the criteria
below.
An agreement will be developed for signatures upon approval of the City Commission.
The City reserves the right to reject any and all proposals, waive informalities and
technicalities, and make awards to the architect whose proposal best serves the interest of
the City. Also,the City reserves the right to make such investigation as it deems
necessary to determine the ability of any proposer to perform the services requested.
B. METHOD OF RANKING: During the review of written responses, each criterion
below will be ranked on a scale of zero (0)through ten(10). In addition, each criterion
has been assigned a percentage value that weighs the criterion's significance to the project
as shown below.
C. WRITTEN PROPOSAL/QUALIFICATIONS PACKAGE REQUIREMENT:
Respondents are to adhere to the requirements shown below. Failure to do so may result
in rejection of proposal as non-responsive.
- Be concise and to the point
- Provide adequate information on each criterion below
- Provide the ranking criteria information below in the order shown
2
City of Atlantic Beach
May 27,2003
D. RANKING CRITERIA:
(1) Architect's Professional Qualifications [20%]: List consultant team members and
subcontractor firms, including resumes. Provide brief bullets on technical training,
education and experience for related projects.
(2) Past record of professional accomplishments [20%1: A list with brief descriptions of
completed projects similar to the City project under consideration. Provide a reference
list of public sector entities within the state of Florida for which similar services have
been provided. Include owners' contact person, FAX number and telephone number,
and type of projects completed.
(3) Staff Availability and Capability to Meet Deadlines [15%1: Current and projected
workload, which indicates the availability of staff to complete assigned projects in a
timely manner. Timeliness of completion of current or past projects for the City of
Atlantic Beach will be included in this criterion, if applicable.
(4) Project Approach [15%]: Describe the architect's specific proposed approach to the
completion of the project.
(5) Financial Responsibility and Insurance [10%]: The form of business of the prime
consultant, i.e., proprietorship,partnership, corporation;years in business; changes in
ownership;bank reference; and any other information the applicant may wish to supply
to verify financial responsibility. Include current certificate of insurance.
(6) Cost Estimating [10%]: Provide evidence of the ability to accurately estimate the cost
of construction projects designed by the architect. Consultant must be able to provide
realistic estimates to be used in the City's budgeting process. Accuracy of project cost
estimates provided for past or current City of Atlantic Beach projects will be included in
this criterion, if applicable.
(7) Proximity [5%1: Location of the architect's home office and location of the office
where the project will be produced should be noted in the proposal. Routine and
responsive face-to-face interaction will be important in servicing the City's needs in
performing this contract.
(8) Cost [5%]: Quote rates, fees or charges. Detail other cost proposals or cost
breakdown information.
a. Proposed overhead rate on direct labor,profit rate, costs of printing, CAD systems
and other direct project costs.
3
City of Atlantic Beach
May 27,2003
b. Schedule of direct labor rates (without fringe benefits) for the following categories
of personnel to be used on this contract:
Principal(Partner or Senior Officer)
Project Manager (Responsible Professional)
Design Architect (Registered)
Design Technician(None-registered)
Drafter
Field Inspector
Clerical Typist
c. Any other information available to show pricing methods.
d. Miscellaneous guidance:
- Proposed rates and costs will be used in the negotiation of fees and shall remain
in effect throughout the current term of the contract.
- List the proposed overhead rates in use by the firm. In no case will the City pay
a total overhead rate that exceeds 150 percent of direct labor.
- Profit rate shall be applied only to direct labor plus associated overhead and
shall not exceed 10 percent. No mark-up or profit shall be paid on non-labor
related job costs,reimbursable expenses, or services provided by subcontractors.
- Prior to negotiation for the scope of service, the selected consultant will be
required to provide the proposed total compensation, utilizing the rates shown in
this proposal and detailing employee hours needed for each activity, estimated
number of sheets required for drawings, amount proposed for surveys
geotechnical investigations, other specialty sub-consultant costs, and all other
costs associated with the project. A fee of$10,000 or more must be approved
by the City Commission.
E. PROPOSAL IS NOT A BID: This request for proposaWqualifications is not to be
considered a BID. The City of Atlantic Beach will evaluate proposals based on the criteria
set forth in this RFP. Fee schedules are requested as part of the RFP package. However,the
City reserves the right, at its sole discretion, to exclude the fee schedules from the evaluation
process. The evaluation process will consider all other requested criteria to determine which
firm(s) are the most highly qualified to perform the required services.
4
City of Atlantic Beach
May 27,2003
5. INDEMNIFICATION REQUIREMENT: The City shall require the following or similar
indemnification paragraphs to be made part of the contract(s) as entered into with the
successful proposer(s).
The City shall be held harmless against all claims for bodily injury, sickness, disease, death or
personal injury or damage to property or loss of use resulting there from arising out of
performance of the agreement or contract, unless such claims are a result of the City's own
negligence.
The City shall also be held harmless against all claims for financial loss with respect to the
provision of or failure to provide professional or other services resulting in professional,
malpractice, or errors or omissions liability arising out of performance of the agreement or
contract, unless such claims are a result of the City's own negligence.
6. INSURANCE REQUIREMENTS: The consultant shall procure and maintain during the
term of the contract, insurance of the types and in the minimum amounts stated below.
Coverages Schedule Minimums
A. Workers' Compensation Florida $100,000 —each accident
Statutory Coverage and Employer's $100,000—each employee
Liability (including Appropriate $500,000—policy limit for disease
Federal Acts)
B. Comprehensive General Liability $1,000,000 —bodily injury each occurrence
$1,000,000 —bodily injury aggregate
$1,000,000—property damage each occurrence
$1,000,000—property damage aggregate
C. Products—Completed Operations $1,000,000 - aggregate
D. Business Auto Liability Same as Comprehensive General Liability
(All autos—owned, hired or used)
E. Professional Liability Same as Comprehensive General Liability
F. Excess or Umbrella Liability Optional
Insurance shall be written by an insurer holding a current certificate of authority pursuant to
Chapter 624, Florida Statutes. Prior to commencing any work on the continuing contract,
certificates of insurance, approved by the City, evidencing the maintenance of said insurance
5
City of Atlantic Beach
May 27, 2003
shall be furnished to the City's construction project manager. The certificates shall provide that
no material alteration or cancellation, including expiration and non-renewal, shall be effective
until fifteen(15) days after receipt of written notice by the City. All coverages shall name the
City as "additional insured."
Receipt of certificates or other documents of insurance or policies or copies of policies by the
City, or by any of its representatives, which indicate less coverage than required will not
constitute a waiver of the successful proposer(s)' obligation to fulfill the insurance requirements
herein.
7. ANTI-COLLUSION REQUIREMENT: Under no circumstances shall any prospective
proposer, or any person or persons acting for or on behalf of any said prospective proposer,
seek to influence or gain the.support of any member of the City Commission or the City Staff
favorable to the interest of any prospective proposer or seek to influence or gain the support
of any member of the City Commission or City Staff against the interest of any prospective
proposer. Any such activities shall result in the exclusion of the prospective proposer from
consideration by the City.
8. PUBLIC ENTITY CRIMES REQUIREMENT: A person or affiliate who has been placed
on the convicted vendor list following a conviction for a public entity crime may not submit a
bid or a proposal on a contract with a public entity for the construction or repair of a public
building or public work, may not submit bids on leases of real property to a public entity, and
may not transact business with any public entity in excess of the threshold amount provided in
SECTION 287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list.
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Page 1 of1
Ford, Don
From: Jones, Cathy
Sent: Friday, April 16, 2004 10:50 AM
To: Ford, Don
Subject: Please call Frank Ringhofer(QPH)on Monday at 224-0001 Re: Confirm delivery of drawings for
expansion project
4/19/2004
INVOICE FOR PROFESSIONAL SERVICES
PROJECT: Atlantic Beach City Hall DATE: 10/01/03
(Additions & Alterations)
INVOICE NO. 03038-1
TO: Don Ford
City of Atlantic Beach PROJECT NO. 03038
800 Seminole Road
Atlantic Beach, FL 32233-5445
IN ACCORDANCE WITH THE AGREEMENT DATED 8-28-03
THERE IS DUE AT THIS TIME FOR PROFESSIONAL SERVICES AND REIMBURSABLE ITEMS ON THE ABOVE PROJECT.FOR THE PERIOD ENDING 10/01/03
THE SUM OF One Thousand & Five Hundred
& 00/100 DOLLARS $ $1,500.00
THE ABOVE AMOUNT SHALL BECOME DUE AND PAYABLE 30 DAYS FROM THE DATE HEREOF
INTEREST ON OVERDUE ACCOUNTS SHALL ACCRUE AT 1.5% PERCENT PER Month
THE PRESENT STATUS OF THE ACCOUNT IS AS FOLLOWS
Fee $30,000.00
Reimbursables $0.00
Total Fee $30,000.00
Fee Earned $1,500.00
Invoiced to Date $0.00
Total Amount Due this Invoice $1,500.00
APPROVED
CITY. OF ATLANTIC BEACH
BUILDING OFFICE
2003
Invoice Reviewed and Approved by: q4v__�
Jose M. P z, AIA, Pre de
POH4141 Southpoint Dr. E. #200
Jacksonville, Florida 32216
9 0 4 - 224 -0001
ARCHITECTSFA X - 224-0023
INVOICE FOR PROFESSIONAL SERVICES
4
Project: Atlantic Beach City Hall
(Additions &Alterations)
To: Invoice Date: 10/01/03
City of Atlantic Beach
800 Seminole Road Invoice Number: 03038-1
Atlantic Beach, FL 32233-5445 Project Number: 03038
TOTAL AMOUNT DUE
THIS INVOICE: $1,500.00
TOTAL % TOTAL DUE PREVIOUSLY AMOUNT
SERVICE RENDERED FEE COMPLETE TO DATE INVOICED DUE
Schematic 7,500.00 20% 1,500.00 0.00 1,500.00
Final Design 20,000.00 0% 0.00 0.00 0.00
Bidding 2,500.00 0% 0.00 0.00 0.00
Previous Reimbursables 0.00 0% 0.00 0.00 0.00
Reimbursables this invoice 0.00 0% 0.00 0.00 0.00
x 1.1
TOTAL $30,000.00 5% $1,500.00 $0.00 $1,500.00
Ford, Don
From: Jose Perez [perezj@pgh.com]
Sent: Thursday, November 13, 2003 10:46 AM
To: Ford, Don
Subject: City Hall Addition Atlantic Bch
Follow Up Flag: Follow up
Flag Status: Flagged
Li
Opinion of Probable
Cost-3ose....
Don,
In response to your inquiry about additional services. Please note the following:
RE-STUDY OF THE CONCEPTUAL PLAN:
Architect to provide a conceptual plan and elevations of the extended plan as approved by
the City of Atlantic Beach Commissioners with a second floor on top of the subject
addition. Architect to show elevator or lift and exit ways as may be required, and advise
the City on other requirements, such as fire protection and ADA upgrades.
The cost for these services is a fixed amount of $5, 000.00.
SCOPE INCREASE:
Please note that the scope increase as note in our AIA Agreement as executed on Aug. 28th,
2003, defines the project as 1,200 sf addition not to exceed $250,000, including the
Architect's compensation. The extended plan as approved by the City of Atlantic Beach
Commissioners is $332,710 or 150 higher than the original budget ($332,710 divided by
$220,000) . See attached Opinion of Probable Cost. Therefore, our fee for the Phase II
Final Design needs to be adjusted to $33,750.00 ($22,500 x 1.50) .
Please advise on how you would like for our firm to proceed with our services. I look
forward to hearing from you. Our firm stand ready to continue under your direction.
Thank You.
<<Opinion of Probable Cost-Jose.xls>>
Jose M. Perez, AIA
President and CEO
PQH Architects, Inc.
4141 Southpoint Drive East
Jacksonville, Florida 32216
TEL 904-224-0001
FAX 904-224-0023
perezj@pqh.com
i
■ JOSE M. PEREZ, AIA
■ RICARDO E.QUINONES,AIA
pi!OLI
■ ROBERT D. HOENSHEL,AIA
A R C H I T E C T S
October 29, 2003
Don C. Ford, CBO Building Official
City of Atlantic Beach
800 Seminole Road
Atlantic Beach, Florida 32233-5445
Re: City Hall Addition/Renovations
Atlantic Beach, Florida
Dear Mr. Ford:
Find attached the Schematic Phase submittal for the above referenced project. Our
presentation includes the following:
Presentation Boards:
(2) 18" x 24" Site Options I, II, III and IV
(2) 24" x 36" Floor Plan Alternates A-1 and A-2 (Basic, Extended,
Drive-Thru I, Drive-Thru 2)
(1) 24" x 36" Island Drive-Thru and Opinion of Probable Cost
Bluelines:
(2) 24" x 36" Bluelines of Floor Plan Alternates
Other:
(1) 8-112" x 11" Conceptual Phase - Opinion of Probable Cost
We have enjoyed developing the potential plans with Mr. Hanson, Mr. Van Liere, and
yourself. Please advise which option best suites the City's needs. Our firm stands ready to
proceed under your direction.
Sinc
Jose Z, A A
Presi t
J .cbr:donfordltr.102903
Attachments
4141 Southpoint Drive East ■ Jacksonville, Florida 32216 r (904) 224-0001 ■ Fax (904) 224-0023 r AA C000946 s www,pgh.com
10/30/2003 09:27 9042960053 POH ARCHITECTS PAGE 01
AMET ONInwiw—
WOM—M
ATLANTIC BEACH CAT HALL,ANTIC ADDITION AND ALTERATIONS
MEETING NOTATIONS
October 28,2003
THOSE IN AT'T'ENDANCE:
Don C. Ford CBO,Building Official City of Atlantic Beach
Jim Hanson, City Manager City of Atlantic Beach
Nelson Van Liere,CPA City of Atlantic Beach
Jose M.Perez,AIA PQH Architects, Inc.
*W.Robert Stasiewicz PQH Architects,Inc.
PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE 1VIINUTES CONSTITUTE
OUR CONSIDERED
UNDERSTANDING T UNLESS THE WRITER (*) S NOTIFIED W THINPROCEEDINGS OF THE MEETING TEN DAYS
WILL BE
CONSIDERED CORRE
OF THE DATE OF DISTRIBUTION.
A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Tuesday, October
28, 2003. The purpose of the meeting was to discuss several PQH options for the direction of the
project. The following items were discussed at the meeting:
1. PQH transmitted the following attached items to the City:
a. Drawing A-1, Basic and Extended Floor Plans without a drive-thru cashier
window.
b. Drawing A-2, Basic Floor Plans with a drive-thru cashier window, Option 1 and
Option 2.
c. Drawing A-4,Exterior Elevations of Basic Floor Plan without a drive-thru cashier
window.
d. Conceptual Design Opinion of Probable Cost.
2. The City and PQH reviewed all the Plans and Conceptual Costs. As a result of the
discussion,PQH will revise the plans to include the following items:
a. Provide a second door into the New Conference Room.
b. Enclose the east patio for the new Community Development Director's Office.
c. Expand the Building Reception Area.
d. Add a door in hall outside the City Manager's Office.
4141 Southpoint Drive East 1 Jacksonville,Florida 322181(904)224-00011 FAX(904)224-00231 AA C0009461 www.pgh.com
3. The City and PQH reviewed the Drive-Thru Island Option including ConceptualOpinion
of Probable Cost. The City will present this Option at the next Commission Meeting and
advise PQH how to proceed.
4. Jim Hanson, City Manager, would like PQH to consider providing an acoustical
consultant as additional services to suggest potential attenuation methods to alleviate the
excessive reverberation which has been an ongoing problem in the building.
5. PQH to provide presentation boards indicating the latest floor plans and site options.
Also, PQH to provide two (2) sets of revised plans to the City no later than Friday,
October 31, 2003.
END OF MEETING NOTATIONS
Attch: as noted above
cc: All attendees
W RSMmmABCHIMV-102803
10/30/2003 09:27 9042960053 PQH ARCHITECTS PAGE 02
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A R C H I T E C T S
ATLANTIC BEACH CITY HALL,ADDITIONS AND ALTERATIONS
ATLANTIC BEACH, FL
MEETING NOTATIONS
September 19, 2003
THOSE IN ATTENDANCE:
Don C. Ford CBO, Building Official City of Atlantic Beach
Jim Hanson, City Manager City of Atlantic Beach
Nelson Van Liere, CPA City of Atlantic Beach
Jose M. Perez, AIA PQH Architects, Inc.
i�.
*W. Robert Stasiewicz PQH Architects, Inc.
PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE OUR
UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE CONSIDERED
CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS OF THE DATE OF
DISTRIBUTION.
A meeting was held at the Atlantic Beach City Hall, 800 Seminole Road, on Thursday, September 18, 2003.
The purpose of the meeting was to discuss the direction of the project. The following items were discussed
at the meeting:
1. Don Ford is the City's designated representative for the proms
2. Schematic Design Phase Documents are due at the City on Monday, November 3, 2003 and
should consist of the following items:
a. Sketches showing range of options for additions to the existing building.
b. Narrative on impact of expanding up rather than out—pros/cons-disruption of
services, etc.
C. Sketches showing range of options for the following items in the existing building.
These items are in the current Project Scope.
1.Remodeling of the Lobby.
2.Expansion/relocation of the Conference Room.
d. Opinion of Probable Cost and delineating the project options and alternatives.
3. Mr. Perez reviewed some preliminary ideas for building expansion including drive-thru window and
main entrance possibilities.
4. The Design Alternatives should retain a small town atmosphere —warm, friendly but business like.
The expansion should be compatible with the existing building.
5. Due to soil conditions, pier construction is the probable solution for the new expansion — match
existing building.
6. The Design Options can include expansion of the existing building to the south or west. The area
south of the existing building has some underground existing utilities.
7. Existing parking is at a premium. Design Options should try to maintain the total number of
existing parking spaces.
8. Expansion should not encroach on existing Park.
9. Building expansion should not require increased storm water retention in accordance with the
requirements of the St. Johns River Water Management District (SJRWMD). However due to City
requirements, existing storm water swales may need to be enlarged.
10. The Schematic Design should include four(4) new offices, 140 to 160 square feet each. Two (2)of
these offices may be for Human Resources (HR) which is currently located on the south
Mezzanine.
11. Information Technology is located on the north Mezzanine—do not disturb.
12. The City desires to add the following items to the current Project Scope. All items have cost
impacts.
a. A new drive-thru payment window.
b. Relocating the Cashier to the drive-thru window.
C. Relocating Purchasing to be adjacent to the Cashier
d. Relocating Community Development Director to be near Cashier.
e. Relocating offices and services to separate Government side from Business side —
better alignment and proximity.
f. Touch pad keyless entry.
g. Better arrangement of the Print Assembly Areas.
h. Two (2) alcoves in main lobby — one (1) for application completion; and, one (1) for
documents research—desk with computer.
i. Small Meeting Room off main lobby—may include the documents research desk.
j. Exterior deck for non-smokers similar in size to existing deck for smokers.
k. Vending machine (s)to the Break Room.
I. Mr. Hanson desires a change to the space plan to diminish the noise outside his
current office.
13. City Budget for the project is$250,000.00 including Architect's compensation.
14. There are approximately 24 employees in the current building.
15. Expansion of the toilet facilities/adding new facilities is not requested.
16. Replacement of existing exterior guardrail is not in the PQH Project Scope.
17. The City Commission meets on the 2nd and 4th Monday of each month. Items to be reviewed by
the Commission should be received by the City 10 days prior to the meeting.
18. CITY ACTION ITEMS:
a. Survey of area hi-lited on Site Plan indicated by PQH.
b. List of employees to be interviewed for programming spaces.
END OF MEETING NOTATIONS
cc: All attendees
WRSIwmmABCH:mtg.091803
4141 Southpoint Drive East I Jacksonville,Florida 322161(904)224-00011 FAX(904)224-00231 AA C000946 I www.pgh.com
CITY OF ATLANTIC BEACH
OFFICE OF THE CITY CLERK
k ,<� 800 SEMINOLE ROAD
,� SSS ATLANTIC BEACH,FLORIDA 32233-5445
TELEPHONE:(904)247-5810
.+ N� SUNCOM:852-5810
FAX:(904)247-5846
http://ci.atlantic-beach.fl.us
July 30, 2003
PQH Architects
Attention: Jose M. Perez, AIA, President
4141 Southpoint Drive East
Jacksonville, FL 32216
Subject: RFP No. 0203-6
Professional Architectural Services for Renovation of City Hall
Dear Mr. Perez:
This is to advise that the Atlantic Beach City Commission, on Monday, July 29, 2003,accepted their
recommendation and authorized staff to negotiate a contract with your firm to design an expansion of
approximately 1200 sq. ft.to our City Hall.
If he has not already contacted you in this regard,Don Ford,our Building Official,will be in touch with
you in the very near future. In the meantime if you have any questions,or need to contact Mr.Ford
regarding this project,he may be reached by phone at 247-5800 or by e-mail at dfordoci.atlantic-
beach.fl.us.
We thank you for proposal and look forward to working with you on this project.
Sincerely,
r`fA( t
Maureen King
Certified Municipal Clerk(,
xc: Building Official
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Request for Proposals No. 0203-6 Professional Architectural
Services for the renovation of City Hall
DATE: July 21, 2003
BACKROUND: The city wishes to design added area to the City Hall building to
relieve over crowding in the building. The required additional
area will be approximately 1200 square feet.
The advertised RFP had nine architectural firms reply. The review
of the firms was completed by a staff committee made up of
Building Official Don Ford, Public Works Director Bob Kosoy,
and Finance Director Nelson VanLiere. The staff used a matrix
made of the 8 items listed in the RFP's. Each item had an
assigned value and each firm was rated according to the
information submitted. All of the nine firms participating were
capable of completing the project and a summary of the staff
rankings is attached.
BUDGET: To be decided in FY 2004 budget.
RECOMMENDATION: The staff suggest using PQH Architects for this project. PQH
has committed 158 hours per week of support staff for this project and has lower specific
hourly rates for the various positions requested in the RFP.
ATTACHMENTS: Copy of RFP, Summary of Staff rankings.
REVIEWED BY CITY MANAGER:
RENOVATION OF CITY HALL
RFP NO. 0203-6
ARCHITECTS BOB NELSON DON TOTALS
1. Akel, Logan, Shafer 76 85 85 246
2. Architectural Design Associates, Inc. 79 85 81 245
3. CRG Architects Planners, Inc. 74 82 81 237
4. Fleet & Associates, Inc. 82 95 90 267
5. Gresham Smith and Partners 76 85 82 243
6. Junck & Walker, Inc. 82 80 76 238
7. PQH Architects 87 95 85 267
8. Parks Three/Architecture, Inc. 67 70 69 206
9. Via Concepts, LLC 84 90 90 264
Tie breaker between PQH and Fleet & Associates was determined by the
number of weekly hours committed to the project by PQH and the specific
hourly rates submitted by PQH is consistant with the RFP.
RENOVATION OF CITY HALL
RFP NO. 0203-6
ARCHITECTS BOB NELSON DON TOTALS
1. Akel, Logan, Shafer 76 85 85 246
2. Architectural Design Associates, Inc. 79 85 81 245
3. CRG Architects Planners, Inc. 74 82 81 237
4. Fleet & Associates, Inc. 82 95 90 267
5. Gresham Smith and Partners 76 85 82 243
6. Junck & Walker, Inc. 82 80 76 238
7. PQH Architects 87 95 85 267
8. Parks Three/Architecture, Inc. 67 70 69 206
9. Via Concepts, LLC 84 90 90 264
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AGENDA ITEM#8A
JULY 28,2003
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Request for Proposals No. 0203-6 Professional Architectural
Services for the renovation of City Hall
DATE: July 21, 2003
BACKROUND: The city wishes to design added area to the City Hall building to
relieve over crowding in the building. The required additional
area will be approximately 1200 square feet.
The advertised RFP had nine architectural firms reply. The review
of the firms was completed by a staff committee made up of
Building Official Don Ford,Public Works Director Bob.Kosoy,
and Finance Director Nelson VanLiere. The staff used a matrix
made of the 8 items listed in the RFP's. Each item had an
assigned value and each firm was rated according to the
information submitted. All of the nine firms participating were
capable of completing the project and a summary of the staff
rankings is attached.
BUDGET: To be decided in FY 2004 budget.
RECOMMENDATION: The staff suggest using PQH Architects for this project. PQH
has committed 158 hours per week of support staff for this project and has lower specific
hourly rates for the various positions requested in the RFP. _
ATTACHMENTS: Copy of RFP, Summary of Staff rankings.
REVIEWED BY CITY MANAGER:
AGENDA ITEM#8A
JULY 28,2003
RENOVATION OF CITY HALL
RFP NO. 0203-6
ARCHITECTS BOB NELSON DON TOTALS
1. Akel, Logan, Shafer 76 85 85 246
2. Architectural Design Associates, Inc. 79 85 81 245
3. CRG Architects Planners, Inc. 74 82 81 237
4. Fleet & Associates, Inc. 82 95 90 267
5. Gresham Smith and Partners 76 85 82 243
6. Junck & Walker, Inc. 82 80 76 238
7. PQH Architects 87 95 85 267
8. Parks Three/Architecture, Inc. 67 70 69 206
9. Via Concepts, LLC 84 90 90 264
Tie breaker between PQH and Fleet & Associates was determined by the
number of weekly hours committed to the project by PQH and the specific
hourly rates submitted by PQH is consistant with the RFP.
AGENDA ITEM#8A
JULY 28,2003
t
City of Atlantic Beach
May 27, 2003
REQUEST FOR PROPOSALS NO. 0203-6
PROFESSIONAL ARCHITECTURAL SERVICES
FOR THE RENOVATION OF CITY HALL
CITY OF ATLANTIC BEACH, FLORIDA
The City of Atlantic Beach is seeking proposals and submittal of qualifications from architectural
firms interested in providing professional services for the renovation of the Atlantic Beach City Hall.
Proposals must be submitted in triplicate by 4:30 p.m. Tuesday,June 24,2003 and addressed to:
Mr. Don Ford,Building Official
800 Seminole Road
Atlantic Beach, FL 32233
(904) 247-5800
dfo rdQci.at lantic-beach.fl.us
All questions concerning the submittal of proposals must be addressed to Don Ford,Building
Official. No questions may be directed to any other party.
1. INFORMATION:
A. Owner: City of Atlantic Beach
B. Manager: Building Department
2. PROJECT SCOPE:
This project will include both an expansion of the City Hall building located at 800 Seminole
Road in Atlantic Beach and substantial remodeling of the existing structure. We anticipate a
need for approximately 1,200 square feet in new space from an expansion. The existing City
Hall building contains 6,400 square feet. The project will include the addition of several new
offices, remodeling of the lobby area, expansion or relocation of a conference room and possibly
the addition of a drive-thru payment window and reconfiguration of the adjacent parking lot .
The city will review designs based on efficiency of operations, esthetics, and costs.
The design portion of the project will have two phases. The first will include a schematic design
of the floor plan with cost estimate so that a budget can be established for the project. The first
phase must be complete by September 1, 2003 so as to be available for City Commission
consideration during FY 2004 budget deliberations. The second phase of the project will include
final design and related services up to the bid opening and be approved once the City Commission
has budgeted the funds needed. We anticipate this work to begin on or after October 1, 2003.
The new addition shall have an architectural style that is consistent with the original City Hall
building.
1
AGENDA ITEM#8A
JULY 28,2003
City of Atlantic Beach
May 27, 2003
3. CITY DOCUMENTS: During preparations of a response to this RFP, the following material
is available at the Building Department of the City for review by prospective architect(s). The
architect(s) accepts the responsibility for verifying the accuracy of any information furnished and
ultimately incorporated into their response. If any inaccuracies are noted,the architect shall notify
the Building Officer in writing.
A. Plans of the existing structure
4. ARCHITECT(S)WRITTEN PROPOSAL REQUIREMENTS AND.SELECTION PROCESS:
A. SELECTION PROCESS: Architect selection shall be in accordance with this request
for proposal. The evaluation process shall determine qualifications, interest, and
availability. City staff will first review all written responses. This review will result in a
ranked list of fully qualified respondents. If deemed necessary, informal interviews may
be conducted of selected respondents determined to be best qualified based upon the
evaluation of the written responses. The determinations shall be based upon the criteria
below.
An agreement will be developed for signatures upon approval of the City Commission.
The City reserves the right to reject any and all proposals, waive informalities and
technicalities, and make awards to the architect whose proposal best.serves the interest,of
the City. Also, the City reserves the right to make such investigation as it deems
necessary to determine the ability of any proposer to perform the services requested.
B. METHOD OF RANKING: During the review of written responses, each criterion
below will be ranked on a scale of zero (0) through ten(10). In addition, each criterion
has been assigned a percentage value that weighs the criterion's significance to the project
as shown below.
C. WRITTEN PROPOSAL/QUALIFICATIONS PACKAGE REQUIREMENT:
Respondents are to adhere to the requirements shown below. Failure to do so may result
in rejection of proposal as non-responsive.
- Be concise and to the point
- Provide adequate information on each criterion below
- Provide the ranking criteria information below in the order shown
2
AGENDA ITEM#8A
JULY 28,2003
r
City of Atlantic Beach
May 27, 2003
D. RANKING CRITERIA:
(1) Architect's Professional Qualifications [20%]: List consultant team members and
subcontractor firms, including resumes. Provide brief bullets on technical training,
education and experience for related projects.
(2) Past record of professional accomplishments [20%]: A list with brief descriptions of
completed projects similar to the City project under consideration. Provide a reference
list of public sector entities within the state of Florida for which similar services have
been provided. Include owners' contact person, FAX number and telephone number,
and type of projects completed.
(3) Staff Availability and Capability to Meet Deadlines [15%]: Current and projected
workload, which indicates the availability of staff to complete assigned projects in a
timely manner. Timeliness of completion of current or past projects for the City of
Atlantic Beach will be included in this criterion, if applicable.
(4) Project Approach [15%]: Describe the architect's specific proposed approach to the-
completion of the project.
(5) Financial Responsibility and Insurance [10%]: The form of business of the prime
consultant, i.e., proprietorship,partnership, corporation; years in business; changes in
ownership;bank reference; and any other information the applicant may wish to supply
to verify financial responsibility. Include current certificate of insurance.
(6) Cost Estimating [10%]: Provide evidence of the ability to accurately estimate the cost
of construction projects designed by the arcWtect. Consultant must be able to provide
realistic estimates to be used in the City's budgeting process. Accuracy of project cost
estimates provided for past or current City of Atlantic Beach projects will be included in
this criterion, if applicable.
(7) Proximity [5%]: Location of the architect's home office and location of the office
where the project will be produced should be noted in the proposal. Routine and
responsive face-to face interaction will be important in servicing the City's needs in
performing this contract.
(8) Cost [5%]: Quote rates, fees or charges. Detail other cost proposals or cost
breakdown information.
a. Proposed overhead rate on direct labor,profit rate, costs of printing, CAD systems
and other direct project costs.
3
AGENDA ITEM#8A
JULY 28,2003
c
City of Atlantic Beach
May 27,2003
b. Schedule of direct labor rates (without fringe benefits) for the following categories
of personnel to be used on this contract:
Principal(Partner or Senior Officer)
Project Manager (Responsible Professional)
Design Architect (Registered)
Design Technician(None-registered)
Drafter
Field Inspector
Clerical Typist
c. Any other information available to show pricing methods.
d. Miscellaneous guidance:
- Proposed rates and costs will be used in the negotiation of fees and shall remain
in effect throughout the current term of the contract.
- List the proposed overhead rates in use by the firm. In no case will the City pay
a total overhead rate that exceeds 1.50 percent of direct labor.
- Profit rate shall be applied only to direct labor plus associated overhead and
shall not exceed 10 percent. No mark-up or profit shall be paid on non-labor
related job costs, reimbursable expenses, or services provided by subcontractors.
- Prior to negotiation for the scope of service, the selected consultant will be
required to provide the proposed total compensation, utilizing the rates shown in
this proposal and detailing employee hours needed for each activity, estimated
number of sheets required for drawings, amount proposed for surveys,-
geotechnical investigations, other specialty sub-consultant costs, and all other
costs associated with the project. A fee of$10,000 or more must be approved
by the City Commission.
E. PROPOSAL IS NOT A BID: This request for proposals/qualifications is not to be
considered a BID. The City of Atlantic Beach will evaluate proposals based on the criteria
set forth in this RFP. Fee schedules are requested as part of the RFP package. However,the
City reserves the right, at its sole discretion, to exclude the fee schedules from the evaluation
process. The evaluation process will consider all other requested criteria to determine which
firm(s) are the most highly qualified to perform the required services.
4
AGENDA ITEM#8A
JULY 28,2003
City of Atlantic Beach
May 27, 2003
5. INDEMNIFICATION REQUIREMENT: The City shall require the following or similar
indemnification paragraphs to be made part of the contract(s) as entered into with the
successful proposer(s).
The City shall be held harmless against all claims for bodily injury, sickness, disease, death or
personal injury or damage to property or loss of use resulting there from arising out of
performance of the agreement or contract, unless such claims are a result of the City's own
negligence.
The City shall also be held harmless against all claims for financial loss with respect to the
provision of or failure to provide professional or other services resulting in professional,
malpractice, or errors or omissions liability arising out of performance of the agreement or
contract, unless such claims are a result of the City's own negligence.
6. INSURANCE REQUIREMENTS: The consultant shall procure and maintain during the
term of the contract, insurance of the types and in the minimum amounts stated below.
Coverages Schedule Minimums
A. Workers' Compensation Florida $100,000—each accident
Statutory Coverage and Employer's $100,000—each employee
Liability (including Appropriate $500,000—policy limit for disease
Federal Acts)
B. Comprehensive General Liability $1,000,000—bodily injury each occurrence
$1,000,000—bodily injury aggregate
$1,000,000—property damage each occurrence
$1,000,000—property damage aggregate
C. Products—Completed Operations $1,000,000 - aggregate
D. Business Auto Liability Same as Comprehensive General Liability
(All autos—owned, hired or used)
E. Professional Liability Same as Comprehensive General Liability
F. Excess or Umbrella Liability Optional
Insurance shall be written by an insurer holding a current certificate of authority pursuant to
Chapter 624, Florida Statutes. Prior to commencing any work on the continuing contract,
certificates of insurance, approved by the City, evidencing the maintenance of said insurance
5
AGENDA ITEM#8A
JULY 28,2003
City of Atlantic Beach
May 27, 2003
shall be furnished to the City's construction project manager. The certificates shall provide that
no material alteration or cancellation, including expiration and non-renewal, shall be effective
until fifteen(15) days after receipt of written notice by the City. All coverages shall name the
City as "additional insured."
Receipt of certificates or other documents of insurance or policies or copies of policies by the
City, or by any of its representatives, which indicate less coverage than required will not
constitute a waiver of the successful proposer(s)' obligation to fulfill the insurance requirements
herein.
7. ANTI-COLLUSION REQUIREMENT: Under no circumstances shall any prospective
proposer, or any person or persons acting for or on behalf of any said prospective proposer,
seek to influence or gain the.support of any member of the City Commission or the City Staff
favorable to the interest of any prospective proposer or seek to influence or gain the support
of any member of the City Commission or City Staff against the interest of any prospective
proposer. Any such activities shall result in the exclusion of the prospective proposer from
consideration by the City.
8. PUBLIC ENTITY CRIMES REQUIREMENT: A person or affiliate who has been placed
on the convicted vendor list following a conviction for a public entity crime may not submit a
bid or a proposal on a contract with a public entity for the construction or repair of a public
building or public work, may not submit bids on leases of real property to a public entity, and
may not transact business with any public entity in excess of the threshold amount provided in
SECTION 287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list.
6
STAFF REPORT Page 1 of2
Ford, Don
From: Kosoy, Robert
Sent: Monday, July 21, 2003 4:39 PM
To: Ford, Don
Cc: Van Liere, Nelson
Subject: RE: STAFF REPORT.docRFP
Don,
I would not word this report this way, since architects are covered by the CCNA, FS 287.055. The selection was
based on qualifications and only a minor weight was given to hourly rates, not on costs. Therefore, I recommend
that you change "All of the nine firms participating were capable of completing the project and had
excellent qualifications." to "All of the nine firms participating were capable of completing the project
and a summary of the staff rankings is attached." and reword the recommendation as shown. These
rankings do not need to be the scores,they could be the order we ranked the firms only. There are some
typos that need correction.
Bob
-----Original Message-----
From: Ford, Don
Sent: Monday, July 21, 2003 4:15 PM
To: Kosoy, Robert; Van Liere, Nelson
Subject: STAFF REPORT.docRFP CityHa112004.doc
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Request for Proposals No. 0203-6 Professional Architectural
Services for the renovation of City Hall
DATE: July 21, 2003
BACKROUND: The city wishes to design added area to the City Hall building to
relieve overcrowding in the building. The required additional
area will be approximately 1200 square feet.
The advertised RFP had nine architectural firms reply. The review
of the firms was completed by a staff committee made up of
Building Official Don Ford, Public Works Director Bob Kosoy,
and Finance Director Nelson VanLiere. The staff used a matrix
comprised of the 8 items listed in the RFPs. Each item had an
assigned value and each firm was rated according to the
information submitted. All of the nine firms participating were
capable of completing the project and a summary of the staff rankings is
attached.
BUDGET: To be decided in FY 2004 budget. --f Ran CSN r !;o-L4'S Tr'f/
7/21/2003
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ATLANTIC BEACH CITY HALL ADDITION&ALTERNATIONS 03038
ADDENDUM NO. 1
DATE: JUNE 30,2004
RE: ATLANTIC BEACH CITY HALL ADDITION&ALTERATIONS
CITY OF ATLANTIC BEACH, FLORIDA
FOR: CITY OF ATLANTIC BEACH
800 SEMINOLE ROAD
ATLANTIC BEACH, FL 32233-5445
ARCHITECT: PQH ARCHITECTS,INC.
4141 SOUTHPOINT DRIVE EAST, #200
JACKSONVILLE,FL 32216
THIS ADDENDUM SHALL BE ATTACHED TO AND FORMS A PART OF THE PROJECT
DOCUMENTS.
PRE-BID MEETING NOTES: See Attached
CHANGES TO BID DOCUMENTS:
The following items will be required for this project and are to be submitted in triplicate:
Document Requirement Checklist to be submitted with Bid Proposal - (Form Attached).
Drug Free Workplace Certification- (Form Attached).
Sworn Statement Pursuant to Section 287.133(3)(A), Florida Statutes on Public Entity
Crimes- (Form Attached).
Bid Bond in the amount of five-percent(5%)
Payment and Performance Bond by the successful bidder upon award of bid
CHANGES TO OUTLINE SPECIFICATIONS-TABLE OF CONTENTS:
ADD the following under- DIVISION 2 - SITE WORK:
02920 -LAWNS AND GRASSESMMGATION SYSTEMS
CHANGES TO OUTLINE SPECIFICATIONS:
DIVISION 2- SITE WORK :
Division 2 - Site Work-Page 6, after Section 02282 -TERMITE CONTROL,ADD the
following Section:
ADDENDUM NO. 1 ADD NO.1 -1
ATLANTIC BEACH CITY HALL ADDITION&ALTERNATIONS 03038
"SECTION 02920- LAWNS AND GRASSES/IRRIGATION SYSTEMS
A. Re-Sod all disturbed areas currently covered by grass.
B. The Contractor shall relocate any irrigation lines and controls as necessary.
END OF SECTION"
DIVISION 7 - THERMAL AND MOISTURE PROTECTION
Page 7-2; paragraph "B. Quality Assurance," REVISE as follows:
1. Match Existing, Owner recently re-roofed the existing with the following:
Page 7-2,paragraph "D. Products," REVISE as follows:
1. Roof Shingles to match existing. Slate GAF Timberline 30 Year Architectural
Shingle.
a. Accessories: Hip and ridge shingles, felt, ASTM D226, rubberized
asphalt perimeter underlayment, metal flashing and drip edge.
CHANGES TO DRAWINGS:
ALL DRAWING SHEETS:
Any and all reference to "Wood Shingles" on the drawings shall be replaced with"Fiberglas
Shingles - match existing'.
ADDENDUM DRAWINGS - Contractor to provide erosion,protection as required and as
indicated on attached sheets.
PARTIAL SHEET A-6 COLUMN CONNECTION- See Attached Partial Sheet A-6
PARTIAL SHEET A-6 COLUMN CAP- See Attached Partial Sheet A-6
ATTACHMENTS: Pre-Bid Conference Meeting Notations
Document Requirement Checklist
Drug-Free Workplace Certification
Sworn Statement Pursuant to Section 287.133(3)(A), Florida Statutes, on
Public Entity Crimes.
Partial Drawing Sheet A-6 Column Cap
Partial Drawing Sheet A-6 Column Connection
Addendum Drawing Sheet 1
Addendum Drawing Sheet 2
ADDENDUM NO. 1 ADD NO.1 -2
i
O H
ARCHITECTS
ATLANTIC BEACH CITY HALL ADDITIONS &ALTERATIONS
ATLANTIC BEACH,FLORIDA
PRE-BID CONFERENCE
MEETING NOTATIONS
June 29,2004
THOSE IN ATTENDANCE:
Don Ford City of Atlantic Beach
Edie Mickey City of Atlantic Beach
Kelly Maytan C.C. Borden Construction
Jeff Stephenson Danis Construction
Jose M.Perez,AIA PQH Architects, Inc.
*Christopher L. Kaye PQH Architects, Inc.
PLEASE REVIEW AND ADVISE OF ANY CHANGES. THESE MINUTES CONSTITUTE
OUR UNDERSTANDING OF THE PROCEEDINGS OF THE MEETING AND WILL BE
CONSIDERED CORRECT UNLESS THE WRITER (*) IS NOTIFIED WITHIN TEN DAYS
OF THE DATE OF DISTRIBUTION.
The meeting was held on June 28, 2004 at 2:00 P.M. at the Conference Room of the Atlantic
Beach City Hall located in Atlantic Beach,Florida. The purpose of the meeting was to answer
and clarify Contractor's inquiries.
1. Atlantic Beach Document Requirement Checklist was distributed.
2. Edie Mickey announced Bid Bond will be required on City Hall addition.
3. Edie Mickey announced all bids should be submitted in triplicate(One Copy of each item
must be an original non-reproduction)-Including all items on the Revised Document
Requirement Checklist which will be distributed by PQH Architects, Inc at a later date,
see below.
4. Following a short question and answer period the following decisions were made.
a. Alt. #2 - floor insulation should be a separate item from the base bid.
b. Repair of existing/missing under slab insulation is not in the scope of work.
C. Clarification: spec. Section 01000,page 1-1 item 3-c Alternate#2 shall
include all areas of the building with existing carpet, including the stairs
leading up to the mezzanine. However, the second floor and the commission
chambers are excluded.
4141 Southpoint Drive East I Jacksonville,Florida 322161(904)224-00011 FAX(904)224-00231 AA C000946 I www.aah.com
d. Clarification: spec. Section 01000,page 1-1 item 3-c Alternate#3 shall
include all interior areas of the building with existing painted walls, including
the stairs leading up to the mezzanine. However,the second floor and
commission chambers are excluded.
e. Working involving replacing the existing carpet and repainting the existing
building will have to be done after hours and during the weekends.
f. The contractor shall provide an alternate entry and access to the restrooms
during renovation of the existing entry/building
g. Wood base and trim in the corridors of the addition should match existing.
h. The existing building has does not have wood shingles. Don Ford will provide
the manufacturer,model line and color of the existing shingles to the
contractors and PQH architects, Inc. The shingles on the new addition shall
match the existing shingles. This will be included in addendum#1.
i. Gutters shall be provided for the new addition and should match existing.
j. Tile base should be provided as the base material of the main entry(Alt. #1).
k. The top of the new concrete columns should match existing and should not be
pre-cast as indicated on details 12 and 13 on sheet A-6.
5. PQH will revise the City of Atlantic Beach checklist to remove the last to item and revise
the second last item to coincide with the existing Bid Form provided in the specification
section. PQH will distribute the document to the City and to the contractors.
6. Don Ford indicated work can only be performed between the hours of 7am-7pm Monday
thru Saturday.No work shall be performed on Sunday except the installation of the carpet
and painting of the interior walls of the existing building if the owner selects to proceed
with those alternates.
7. The duration of construction for bid purposes shall include the base bid items only.
Alternates should be assigned separate construction durations which can be added to the
base bid upon owner selection/acceptance.
ADDITIONAL ITEMS DISCUSSED:
8. The contractor who is awarded the job must file a notice of commencement with the city.
9. Construction permits from the city will be required i.e.building, electrical,mechanical,
etc. However,permits issued by the city will have no fee associated with them. This does
not include fees that may be changed by other agencies.
END OF MEETING NOTATIONS
cc: All Attendees
CLK:ABCH.mtg.062804
CITY OF ATLANTIC BEACH-ADDITION & ALTERATION 03038
CITY OF ATLANTIC BEACH,FLORIDA
CITY HALL ADDITION/ALTERATION
RFQBID NO. 0304-12
DOCUMENT REQUIREMENT CHECKLIST
ALL DOCUMENTS TO BE
SUBMITTED IN TRIPLICATE
❑ ORIGINAL Insurance Certificates (copies, Xeroxes, or facsimiles are
UNACCEPTABLE), naming the City of Atlantic Beach as Certificate Holder, showing
they have obtained and will continue to carry Workers' Compensation, public and
private liability, and property damage insurance during the life of the contract.
❑ Bid Proposal Form submitted in triplicate.
❑ Signed copy of Documents Requirements Checklist
❑ Bid bond in the amount of 5%
❑ Completed Form W-9 Request for Taxpayer Identification Number and Certification.
❑ Drug Free Workplace Form.
❑ Public Entity Crimes Form
❑ Acknowledgement of receipt of all addendums on Bid Proposal Form.
The above requirements have been noted and are understood by bidder.
SIGNED: (Bidder or Agent)
DATE:
BID NO.:
DOCUMENT REQUIREMENT CHECK LIST ADDENDUM NO. 1 PAGE 1 of 1
DRUG-FREE WORKPLACE CERTIFICATION
Section 287.087, Florida Statues,effective January 1, 1991, specifies that preference must be given to
vendors submitting a certification with their bid/proposal certifying they have a drug-free workplace. This
requirement effects all public entities of the State and is as follows:
IDENTICAL TIE BIDS -Preference shall be given to business with drug-free workplace
programs. Whenever two or more bids which are equal with respect to price,quality and service are
received by the State or by any political subdivision for the procurement of commodities or contractual
services, a bid received from a business that certifies that it has implemented a drugfree workplace
program. In order to have a drug-free workplace program,a business shall:
1) Publish a statement notifying employees that the unlawful manufacture, distribution,dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the
actions that will be taken against employees for violations of such prohibition.
2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug-free workplace, any available drug counseling,rehabilitation,and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3) Give each employee engaged in providing the commodities or contractual services that are under
bid a copy of the statement specified in subsection(1).
4) In the statement specified in subsection(1), notify the employees that, as a condition of working
on the commodities or contractual services that are under bid,the employee will abide by the terms
of the statement and will notify the employer of any conviction of,or plea of guilty or nolo
contenders to,any violation of Chapter 893 or of any controlled substance law of the United States
or any state, for a violation occurrence in the workplace no later than five(5)days after such
conviction.
5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee who is
so convicted.
6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of
this section.
AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT,I CERTIFY THAT THIS FIRM
COMPLIES FULLY WITH THE ABOVE REQUIREMENTS.
VENDOR'S SIGNATURE DATE
SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(A),
FLORIDA STATUTES,ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY
PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted to
by (print name of the public entity)
(print individual's name and title)
for
(print name of entity submitting sworn statement)
whose business address is
and(if applicable)its Federal Employer Identification Number (FEIN) is
(If the entity has no FEIN, include the Social Security Number of the individual signing.
this sworn statement: )
2. I understand that a"public entity crime"as defined in Paragraph 287.133(l)(g),Florida
Statutes,means a violation of any state or federal law by a person with respect to and
directly related to the transaction of business with any public entity or with an agency or
political subdivision of any other state or of the United States, including, but not limited to,any
bid or contract for goods or services to be provided to any public entity or an agency or political
subdivision of any other state or of the United States and involving antitrust, fraud,theft,bribery,
collusion,racketeering,conspiracy, or material misrepresentation.
3. I understand that"convicted"or"conviction"as defined in Paragraph 287.133(l)(b),Florida
Statutes, means a finding of guilt or a conviction of a public entity crime,with or without an
adjudication of guilt, in any federal or state trial court of.record relating to charges brought by
indictment or information after July 1, 1989,as a result of a jury verdict,nonjury trial,or entry of
a plea of guilty or nolo contendere.
4. I understand that an"affiliate"as defined in Paragraph 287.133(lxa),Florida Statutes,means:
1. A predecessor or successor of a person convicted of a public entity crime; or
2. An entity under the control of any natural person who is active in the management of the entity
and who has been convicted of a public entity crime. The term"affiliate"includes those officers,
directors,executives,partners,shareholders,employees,members,and agents who are active in
the interest in another person,or a pooling of equipment or income among persons when not for
fair market value under an arm's length agreement, shall be a prima facie case that one person
controls another person. A person who knowingly enters into a joint venture with a person who
has been convicted of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
5. I understand that a"person"as defined in Paragraph 287.133(1)(e),Florida Statutesi means any
natural person or entity organized under the laws of any state or of the United States with the
legal power to enter into a binding contract and which bids or applies to bid on contracts for the
provision of goods or services let by a public entity,or which otherwise transacts or applies to
transact business with a public entity. The term"person"includes those officers,directors,
executives,partners, shareholders,employees,medibers,and agents who are active in
management of an entity.
6. Based on information and belief,the statement which I have marked below is true in relation to
the entity submitting this sworn statement. (Indicate which statement applies.)
Neither the entity submitting this sworn statement,nor any of its officers, directors,
executives,partners, shareholders, employees,members,or agents who are active in the
management of the entity,nor any affiliate of the entity has been charged with and convicted of a
public entity crime subsequent of July 1, 1989.
The entity submitting this sworn statement,or one or more of its officers, directors,
executives,partners, shareholders,employees, members,or agents who are active in the
management of the entity,or an affiliate of the entity has been charged with and convicted of a
public entity crime subsequent to July 1, 1989.
The entity submitting this sworn statement,or one or more of its officers,directors,
executives,partners, shareholders,employees,members,or agents who are active in the
management of the entity,or an affiliate of the entity has been charged with and convicted of a
public entity crime subsequent to July 1, 1989. However,there has been a subsequent proceeding
before a Hearing Officer of the State of Florida,Division of Administrative Hearings and the
Final Order entered by the Hearing Officer determined that it was not in the public interest to
place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of
the final order)
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING
OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE)ABOVE
IS FOR THAT PUBLIC ENTITY ONLY AND,THAT THIS FORM IS VALID
THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I
ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY
PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD
AMOUNT PROVIDED IN SECTION 287.017,FLORIDA STATUTES FOR CATEGORY
TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
(signature)
STATE OF (date)
COUNTY OF
PERSONALLY APPEARED BEFORE ME,the undersigned authority,
(name of individual signing) who, after first being sworn by me,affixed
his/her signature in the space provided above on this day of ,20
NOTARY PUBLIC
My commission expires:
ATTACHMENT
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ADDITIONS AND ALTERATIONS
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PROTECTED TREES
ALL TREES MARKED 70 BE SAVED ARE PROTECTED BY THE APPLICABLE
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SUBJECT tTxO�rA� FINE OF UP70X25000 PER DAY ANO AprbStTW WORK ORDER.
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8 C A l E ATLANTIC BEACH, FLORIDA o f
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Agenda Item
CITY OF ATLANTIC BEACH
CITY COMMISSION STAFF REPORT
AGENDA ITEM: City Hall Addition
ED BY: Don Ford,, CBO �<
DATE: July 19, 2004
BACKGROUND: The Request For Qualifications for the City Hall Addition project
produced three contractors to bid on the project. One contractor, Hashman, declined to
bid due to too many commitments. The two remaining company's turned in base bids of
$376,186.00 (C.C. Borden) and $593,600 (Danis Const.)4Both companies have solid
references that were checked by PQH and staff.
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BUDGET: $363,450.00
ATTACHMENTS: Bid# 0304-12 with alternates. �-
RECOMENDATION: Award Bid to C.C. Borden Co. with budget increase of AW ,
$12,736(3.5%). �oe4ce 7-we costs of ifclErrNif?'CAAIA'
Tt f FY ZooV- Zoos I-SUPcET . /4 LrFoePJl-TE 2
REVIEWED BY CITY eevcRao 1A) r1fc PY Loa3 -oY r3c)OLF-r• /1�rF_ •Fns 3 w
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MANAGER:MANAGER:
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Message Page 1 of 1
Nordan, Maria
From: Kiersten Lewis [lewisk@pqh.com]
Sent: Monday, July 26, 2004 3:33 PM
To: Nordan, Maria
Subject: PQH invoice
I just spoke with Jose Perez. He said there may be additional services required for this project (construction
administration for example). Don Ford may want us to complete this additional work- Please hold off on paying
this invoice as it may close the purchase order. Jose would like to discuss with Don first to be sure. Thanks a lot!
Kiersten Lewis
PQH Architects, Inc.
904-224-0001 IewiskC pgh.com
-
t
07/27/2004
1,14-4 I
REQUEST FOR QUALIFICATIONS
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CITY HALL ADDITIONS AND ALTERATIONS
ATLANTIC BEACH, FLORIDA
MARCH 2004
TABLE OF CONTENTS
SECTION DESCRIPTION PAGE
I REQUEST FOR QUALIFICATIONS AND
EVALUATION PROCEDURES.............................. 1
II PROJECT DESCRIPTION..................................... 7
III EXPERIENCE QUESTIONNAIRE......................... 14
IV PROPOSED SCHEDULE........................................ 16
V ADVERTISEMENT................................................. 17
I. REQUEST FOR QUALIFICATIONS AND
EVALUATION PROCEDURES
REQUEST FOR QUALIFICATIONS AND EVALUATION PROCEDURES
Project Name: City Hall Additions and Alterations for the City of Atlantic Beach, FL
Project Number: 03038
Response Date: April 19, 2004
1. GENERAL INSTRUCTIONS:
A. The response should be submitted in a sealed envelope addressed to:
City of Atlantic Beach
Attn: Don C. Ford, Building Official
800 Seminole Road
Atlantic Beach, FL 32233-5445
Deadline: April 19, 2004,no later than 4:30 p.m.
B. Three (3) copies of the response must be furnished on or before the deadline.
C. The response must contain a manual signature of an authorized representative of the
responding firm.
D. Any questions concerning the request for qualifications should be directed to the City of
Atlantic Beach, attn: Don Ford, (904)247-5826.
E. Your response must arrive at the address in Item 1,A,no later than 4:30 p.m. on April
19, 2004 to be considered.
F. Responses received after the scheduled receipt time will be marked"TOO LATE"and will
be returned unopened to the vendor.
G. The City is not liable for any costs incurred by the proposers prior to the issuance of an
executed contract.
-1-
H. Proposals should respond to each item noted in 3 and 4 in the order noted. Identify
responses with the same paragraph notation as this RFQ. In addition,the Qualification
Questionnaire should be completed. The questionnaire is included with this RFQ.
I. Proposals must be typed or printed. All corrections made by the proposer prior to the
opening must be initialed and dated by the proposer. No changes or corrections will be
allowed after proposals are opened.
2. SUBMITTALS: Required submittals which will be used to compare and evaluate the firms:
A. Business Structure(Corporation,Joint Venture,Partnership);proper incorporation by the
Secretary of State and current Florida Professional Registration Certificate for general
contractor certification.
B. Financial Statement-This statement will be an audited report with comments and not older
than one(1)year. If the most current report has not yet been audited,the previous audited
report with comment shall accompany the most recent financial statement.
C. Years in Business
D. Total staff and experience profile. This criteria identifies the relative size of the firm,
including management, technical, and support staff.
E. Distance from the Site-Simply,the location in miles of the proposed operating office to
the project site is to be listed.
3. SELECTION CRITERIA(100 points total):
From the applicants'response to the RFQ,the Selection Committee will objectively evaluate the
firms' abilities in accordance with those criteria listed below:
A. Related Building Experience(30 points)
Major consideration will be given to the successful completion of previous projects
comparable in scope and complexity.
List the prof ects which best illustrate the experience of the firm and current staffwhich is
being assigned to this project. (List no more than 10 projects,nor projects which were
completed more than 10 years ago).
-2-
1) Name and location of the project
2) The nature of the firm's responsibility on this project.
3) Project owner's representative name, address and phone number.
4) Project user agency's representative name, address ad phone number.
5) Date project was completed or is anticipated to be completed.
6) Size of project(gross SF of construction)
7) Cost of project (construction cost)
8) Proj ect Manager and other key professionals involved on listed proj ect and who
of what staff that would be assigned to this project.
B. Financial Capability(20 points):
The firms'financial capability is to be expressed in the form of an attached financial
statement,and should indicate the resources and the necessary working capital to assure
financial stability through to the completion ofthe project. The financial capability should
also include the bonding capacity of the firm. (The firm may be required to provide a
material and labor bond).
C. Scheduling and Cost Control (10 points):
The funis'scheduling system and cost control system should be described. Methods for
assuring subcontractors adherence to schedule should be highlighted. A comparison of the
firths'prof ect profile should indicate their ability to hold to original schedules and budgets.
1) Do you use or provide computer generated schedules for the management of
construction?
2) To what level of detail should a construction schedule be defined? How do you
schedule the processing of shop drawings?
3) How do you coordinate development of schedule information from
subcontractors?
4) State experience in handling crew loading and coordinated construction
scheduling.
5) Attach a sample schedule which best illustrates your overall scheduling capabilities.
6) State how you propose to eliminate or minimize change orders in this project.
-3-
D. Staff(20 points):
The ability and experience ofthe General Contractor's staffwill be evaluated with specific
attention to project related experience. Give brief resume of the office and on-site staffto
be assigned to the project including but not limited to:
1. Name and title
2. Job assignment for other projects
3. Percentage of time to be assigned full time to this project
4. How many years with this firm
5. How many years with other firms
6. Experience
a) Types of projects
b) Size of projects (dollar value and SF of project)
c) What were the specific project involvement?
7. Education
8. Active registration(P.E., G.C., etc.)
9. Other experience and qualifications that are relevant to this project.
10. Note which projects were fast tracked.
Describe the capabilities of your staff to provide the technical services required for:
1. Design Review
2. Value Engineering
3. Construction Scheduling
4. Quality Control(Design& Construction)
5. Cost Control
6. Change Order Negotiation
7. Claims Management
8. Project Close-out
Show the organization chart as it relates to the project indicating key personnel and their
relationship. It should be understood that it is the intent of the City to insist that those
indicated as the project team in this RFO response actually execute the project
Describe how the organizational structure will ensure orderly communications,distribution
of information, effective coordination of activities, and accountability.
-4-
II. PROJECT DESCRIPTION
E. Information System(10 points):
Describe the functions and capability of your computer-based project management
and information system.
F. Distance to Site(10 points):
What is the primary location of the firm office which will have direct responsibility
for this project?
4. LITIGATION/DISPUTES: Describe and explain any litigation, major disputes, contract
defaults, and liens in the last ten years.
5. TERMS AND CONDITIONS:
A. The City of Atlantic Beach reserves the right to accept or reject any proposal in the
best interest of the City.
B. The successful firms shall not discriminate against any person in accordance with
federal, state or local law.
6. SELECTION PROCESS:
A. The Selection Committee will consist of the following:
1. Building Official
2. Finance Director
3. Architect's Representative
B. The Selection Committee will review all proposals received on time, and select the
most qualified three(3)to eight(8)firms using the selection criteria established for
the project. The City reserves the right to short list more or less than eight(8) firms
at its discretion.
-5-
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-6-
PROJECT DESCRIPTION
MARCH, 2004
City Hall Additions and Alterations for the
City of Atlantic Beach,Florida
The project consists of additions to the south end of the existing City Hall Building and first floor alterations
to the existing building. Alterations on the first floor are principally at the building entrance,lobby,reception
and cashier areas and at the south end of the building. New work does not include the second floor ofthe
Existing Building,the Commission Chambers Building East of the City Hall Building or the Bridge between
the Commission Chambers and City Hall Buildings
Construction of the building addition will match the existing building construction: Insulated wood frame
walls with shingle siding, concrete columns,wood roof trusses and asphalt roof shingles.
The mechanical systems are heat pumps. Electrical systems have normal requirements with standard data
needs.
The Gross Square Footage for the existing Building and additions are as follows:
Existing First Floor Air Condition Area 5,787
Existing Second Floor Air Condition Area 1,240
Covered Area 1,076
New First Floor Additions Air Condition Area 2,265
Covered Area 290
Total Gross Square Foot 10,658
The attached conceptual and existing documents include the following which are not to scale:
A-1 Existing Site Plan
A-2 New Site Plan
A-3 Existing and New Floor Plans
A-4 Exterior Elevations
A-5 Existing Building Sections
A-6 Existing Wall Sections
-7-
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Give full information about all of your present contracts. In Column C insert"S"if a subcontractor or"P"if a prime
contractor,whether in progress or awarded but not yet begun;and regardless of with whom contracted.
A B C D E
Project Description Design Architect Total Amount of Your Amount in Column Uncompleted
Location&Owner And/Or Contract(Or C Sublet to Others Amount of
Design Engineer Subcontract) Contract
TOTAL
Complete the Following:
Net Total Billings for Previous 3 Fiscal years: Average Backlog for Previous 3 Fiscal Years(Estimated total
value of uncompleted work on outstanding contract)
20_$ 20—$
20_$ 20—$
20_$ 20—$
-15-
PROJECT SCHEDULE*
MARCH, 2004
CITY OF ATLANTIC BEACH
03-15-04 Advertise for RFQ - Bid Number 0304-12
04-19-04 RFQ due no later than 4:30 p.m.
05-04-04 Shortlist selected
05-17-04 General Contractors selected receive documents
05-28-04 Pre-bid conference
06-16-04 Bid opened publicly at$:00 p.m.
06-21-04 City Staff review/report
06-28-04 City Council approves bids
06-29-04 Contractor executes Agreement
07-08-04 City Council considers/approved Agreement
07-16-04 Construction Begins
12-31-04 Substantial completion
01-28-05 Final completion
12-30-05 Warranty inspection
* This project schedule for the subject project is being issued to each General Contractor which has
expressed interest in the RFQ for use in preparing its response to the advertisements.
-16-
IV. PROPOSED SCHEDULE
V. ADVERTISEMENT
REQUEST FOR QUALIFICATIONS
r
to
CITY HALL ADDITIONS AND ALTERATIONS
ATLANTIC BEACH, FLORIDA
JANUARY 2004
TABLE OF CONTENTS
SECTION DESCRIPTION PAGE
I REQUEST FOR QUALIFICATIONS AND
EVALUATION PROCEDURES.............................. 1
II PROJECT DESCRIPTION..................................... 7
III EXPERIENCE QUESTIONNAIRE......................... 14
IV PROPOSED SCHEDULE........................................ 17
V ADVERTISEMENT................................................. 18
I. REQUEST FOR QUALIFICATIONS AND
EVALUATION PROCEDURES
REQUEST FOR QUALIFICATIONS AND EVALUATION PROCEDURES
Project Name: City Hall Additions and Alterations for the City of Atlantic Beach,FL
Project Number: 03038
Response Date: March 4, 2004
1. GENERAL INSTRUCTIONS:
A. The response should be submitted in a sealed envelope addressed to:
City of Atlantic Beach
Attn: Don C. Ford,Building Official
800 Seminole Road
Atlantic Beach, FL 32233-5445
Deadline: March 4, 2004,Noon
B. Three (3) copies of the response must be furnished on or before the deadline.
C. The response must contain a manual signature of an authorized representative of the
responding firm.
D. Any questions concerning the request for qualifications should be directed to the City of
Atlantic Beach, attn: Don Ford, (904) 247-5826.
E. Your response must arrive at the address in Item 1,A,no later than Noon on March 4,
2004 to be considered.
F. Responses received after the scheduled receipt time will be marked"TOO LATE"and will
be returned unopened to the vendor.
G. The City is not liable for any costs incurred by the proposers prior to the issuance of an
executed contract.
-1-
H. Proposals should respond to each item noted in 3 and 4 in the order noted. Identify
responses with the same paragraph notation as this RFQ. In addition,the Qualification
Questionnaire should be completed. The questionnaire is included with this RFQ.
1. Proposals must be typed or printed. All corrections made by the proposer prior to the
opening must be initialed and dated by the proposer. No changes or corrections will be
allowed after proposals are opened.
2. SUBMITTALS: Required submittals which will be used to compare and evaluate the firms:
A. Business Structure(Corporation,Joint Venture,Partnership);proper incorporation by the
Secretary of State and current Florida Professional Registration Certificate for general
contractor certification.
B. Financial Statement-This statement will be an audited report with comments and not older
than one(1)year. If the most current report has not yet been audited,the previous audited
report with comment shall accompany the most recent financial statement.
C. Years in Business
D. Total staff and experience profile. This criteria identifies the relative size of the firm,
including management, technical, and support staff.
E. Distance from the Site-Simply,the location in miles of the proposed operating office to
the project site is to be listed.
3. SELECTION CRITERIA(100 points total):
From the applicants'response to the RFQ,the Selection Committee will objectively evaluate the
firms' abilities in accordance with those criteria listed below:
A. Related Building Experience (30 points)
Major consideration will be given to the successful completion of previous projects
comparable in scope and complexity.
F? ,t List the projects which best illustrate the experience of the firm and current staffwhich is
1 being assigned to this project. (List no more than 10 prof ects,nor prod ects which were
completed more than 10 years ago).
-2-
1) Name and location of the project
2) The nature of the firm's responsibility on this project.
3) Project owner's representative name, address and phone number.
4) Project user agency's representative name, address ad phone number.
5) Date project was completed or is anticipated to be completed.
6) Size of project(gross SF of construction)
7) Cost of project(construction cost)
8) Proj ect Manager and other key professionals involved on listed proj ect and who
of what staff that would be assigned to this project.
B. Financial Capability(20 points):
The firms' financial capability is to be expressed in the form of an attached financial
statement,and should indicate the resources and the necessary working capital to assure
financial stability through to the completion ofthe project. The financial capability should
also include the bonding capacity of the firm. (The firm may be required to provide a
material and labor bond).
C. Scheduling and Cost Control (10 points):
The firms'scheduling system and cost control system should be described. Methods for
assuring subcontractors adherence to schedule should be highlighted. A comparison of the
firms'proj ect profile should indicate their ability to hold to original schedules and budgets.
1) Do you use or provide computer generated schedules for the management of
construction?
2) To what level of detail should a construction schedule be defined? How do you
schedule the processing of shop drawings?
3) How do you coordinate development of schedule information from
subcontractors?
4) State experience in handling crew loading and coordinated construction
scheduling.
5) Attach a sample schedule which best illustrates your overall scheduling capabilities.
6) State how you propose to eliminate or minimize change orders in this project.
-3-
D. Staff(20 points):
The ability and experience of the General Contractor's staffwill be evaluated with specific
attention to project related experience. Give briefresume ofthe office and on-site staffto
be assigned to the project including but not limited to:
1. Name and title
2. Job assignment for other projects
3. Percentage of time to be assigned full time to this project
4. How many years with this firm
5. How many years with other firms
o 6. Experience
a) Types of projects
b) Size of projects (dollar value and SF of project)
C) What were the specific project involvement?
7. Education
8. Active registration(P.E., G.C., etc.)
9. Other experience and qualifications that are relevant to this project.
10. Note which projects were fast tracked.
Describe the capabilities of your staff to provide the technical services required for:
1. Design Review
2. Value Engineering
3. Construction Scheduling
4. Quality Control (Design & Construction)
5. Cost Control
6. Change Order Negotiation
7. Claims Management
8. Project Close-out
Show the organization chart as it relates to the project indicating key personnel and their
relationship. It should be understood that it is the intent of the City to insist that those
indicated as the project team in this RFQ response actually execute the project.
Describe how the organizational structure will ensure orderly communications,distribution
of information, effective coordination of activities, and accountability.
-4-
E. Information System(10 points):
Describe the functions and capability of your computer-based proj ect management and
information system.
F. Distance to Site(10 points):
u l-�
4" What is the primary location of the firm office which will have direct responsibility for this
t; project?
1 �
4. LITIGATION/DISPUTES:Describe and explain any litigation,major disputes,contract defaults,
and liens in the last ten years.
5. TERMS AND CONDITIONS:
A. The City of Atlantic Beach reserves the right to accept or rej ect any proposal in the best
interest of the City.
B. The successful funis shall not discriminate against any person in accordance with federal,
state or local law.
6. SELECTION PROCESS:
A. The Selection Committee will consist of the following:
1. Building Official
2. Finance Director
3. Architect's Representative
B. The Selection Committee will review all proposals received on time,and select the most
qualified three(3)to eight(8)firms using the selection criteria established for the project.
The City reserves the right to short list more or less than eight(8) firms at its discretion.
-5-
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II. PROJECT DESCRIPTION
PROJECT DESCRIPTION
JANUARY, 2004
City Hall Additions and Alterations for the
City of Atlantic Beach, Florida
The project consists of additions to the south end of the existing City Hall Building and first fl� oor alteps,'
to the existing building. Alterations on the first floor are principally at the building entrance,lobby,reception
and cashier areas and at the south end of the building. New work does not include the second floor of the
Existing Building,the Commission Chambers Building East of the City Hall Building or the Bridge between
the Commission Chambers and City Hall Buildings
Contruction of the building addition will match the existing building construction: Insulated wood frame
walls with shingle siding, concrete columns,wood roof trusses and asphalt roof shingles.
The mechanical systems are heat pumps. Electrical systems have normal requirements with standard data
needs.
The Gross Square Footage for the existing Building and additions are as follows:
Existing First Floor Air Condition Area 5,787
Existing Second Floor Air Condition Area 1,240
Covered Area 1,076
New First Floor Additions Air Condition Area 2,265
Covered Area 290
Total Gross Square Foot 10,658
The attached conceptual and existing documents include the following which are not to scale:
A-1 Existing Site Plan
A-2 New Site Plan
A-3 Existing and New Floor Plans
A-4 Exterior Elevations
A-5 Existing Building Sections
A-6 Existing Wall Sections
-7-
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-14-
STATUS OF UNCOMPLETED CONTRACTS
As of
(DATE)
Give full information about all of your present contracts. In Column C insert"S"if a subcontractor or"P"if a prime
contractor,whether in progress or awarded but not yet begun;and regardless of with whom contracted.
A B C D E
Project Description Design Architect Total Amount of Your Amount in Column Uncompleted
Location&Owner And/Or Contract(Or C Sublet to Others Amount of
Design Engineer Subcontract) Contract
TOTAL
Complete the Following:
Net Total Billings for Previous 3 Fisical years: Average Backlog for Previous 3 Fiscal Years(Estimated total
value of uncompleted work on outstanding contract)
20—$ 20—$
20—$ 20—$
20—$ 20—$
-15-
IV. PROPOSED SCHEDULE
PROJECT SCHEDULE*
JANUARY, 2004
CITY OF ATLANTIC BEACH
02-02-04 Advertise for RFQ
03-04-04 RFQ due
03-20-04 Shortlist selected
04-01-04 General Contractors selected receive documents
04-14-04 Pre-bid conference
04-29-04 Bid opened publicly
05-12-04 Contractor executes Agreement
05-24-04 City Council considers/approved Agreement
06-01-04 Construction Begins
11-16-04 Substantial completion
12-15-04 Final completion
11-15-05 Warranty inspection
* This project schedule for the subject project is being issued to each General Contractor which has
expressed interest in the RFQ for use in preparing its response to the advertisements.
-16-
V. ADVERTISEMENT
REQUEST FOR QUALIFICATIONS
CITY OF ATLANTIC BEACH
PUBLIC ANNOUNCEMENT
GENERAL CONSTRUCTION SERVICES
PROJECT NAME: City Hall Additions and Alterations
PROJECT LOCATION: City of Atlantic Beach, Florida
ARCHITECT'S PROJ. NO.: 03008
ARCHITECT: PQH Architects, Inc.
4141 Southpoint Drive East#200
Jacksonville, Florida 32216
The City of Atlantic Beach requests qualifications from General Construction firms to provide services
for this proj ect. The City will pre-qualify no less than three(3)but not more than eight(8)firms prior to
the acceptance of any bids. The proj ect consists of 2,265 gross square feet additions to the south end of
the existing building and first floor alterations to the existing building.
CONSTRUCTION BUDGET: $375,000.00
Construction start is planned for June,2004. Applicant must be a licensed General Contractor in the State
of Florida at the time of application. If a corporation,the applicant must be registered by the Department
of State to operate in the State of Florida at the time of application.
The pre-qualifications will be made in accordance with Chapter 60D-5,Florida Administrative Code,and
Building Construction's Procedures and Criteria which may be obtained from the City of Atlantic Beach,
Attn: Don C.Ford,800 Seminole Road,Atlantic Beach,FL 32233-5445,Telephone number(904)247-
5826.
Interested firms must submit an application with the following:
1. A letter of interest detailing the firm's qualifications to meet referenced selection criteria.
2. An Experience questionnaire and Contractor's Financial Statement as referenced in Chapter 60D-5.
Florida Administrative Code, which may be obtained by calling Don Ford(904) 247-5826.
3. Resumes of proposed staff and staff organizations.
4. The firm's past experience with examples of similar projects completed by the firm.
5. References from prior clients received within the last five years.
-17-
Submit three(3)copies of your qualifications to the City of Atlantic Beach,attn:Don C.Ford, 800
Seminole Road, Atlantic Beach, FL 32233-5445.
RESPONSE DUE DATE: March 4, 2004
The Owner's Selection Committee will convene,review the qualifications and select a"Shortlist"of firms
to be provided bid documents.
The results of the qualification will be posted at the above address at Noon on March 20,2004. Any
protest on the selection must be within 72 hours of posting this notice. If no protest is received within 72
hours,plans will be provided to the selected contractors.
cbr::ab qualifications
-18-
1
l
REQUEST FOR QUALIFICATIONS
p k
CITY HALL ADDITIONS AND ALTERATIONS
ATLANTIC BEACH, FLORIDA
MARCH 2004
TABLE OF CONTENTS
SECTION DESCRIPTION PAGE
I REQUEST FOR QUALIFICATIONS AND
EVALUATION PROCEDURES.............................. I
II PROJECT DESCRIPTION..................................... 7
III EXPERIENCE QUESTIONNAIRE......................... 14
IV PROPOSED SCHEDULE........................................ 17
V ADVERTISEMENT................................................. 18
I. REQUEST FOR QUALIFICATIONS AND
EVALUATION PROCEDURES
REQUEST FOR QUALIFICATIONS AND EVALUATION PROCEDURES
Project Name: City Hall Additions and Alterations for the City of Atlantic Beach,FL
Project Number: 03038
Response Date: April 19, 2004
1. GENERAL INSTRUCTIONS:
A. The response should be submitted in a sealed envelope addressed to:
City of Atlantic Beach
Attn: Don C. Ford, Building Official
800 Seminole Road
Atlantic Beach, FL 32233-5445
Deadline: April 19, 2004, Noon
B. Three(3) copies of the response must be furnished on or before the deadline.
C. The response must contain a manual signature of an authorized representative of the
responding firm.
D. Any questions concerning the request for qualifications should be directed to the City of
Atlantic Beach, attn: Don Ford, (904) 247-5826.
t9
E. Your response must arrive at the address in Item 1,A,no later than Noon on April ,
2004 to be considered.
F. Responses received after the scheduled receipt time will be marked"TOO LATE"and will
be returned unopened to the vendor.
G. The City is not liable for any costs incurred by the proposers prior to the issuance of an
executed contract.
-1-
Amok.
H. Proposals should respond to each item noted in 3 and 4 in the order noted. Identify
responses with the same paragraph notation as this RFQ. In addition,the Qualification
Questionnaire should be completed. The questionnaire is included with this RFQ.
I. Proposals must be typed or printed. All corrections made by the proposer prior to the
opening must be initialed and dated by the proposer. No changes or corrections will be
allowed after proposals are opened.
2. SUBMITTALS: Required submittals which will be used to compare and evaluate the firms:
A. Business Structure(Corporation,Joint Venture,Partnership);proper incorporation by the
Secretary of State and current Florida Professional Registration Certificate for general
contractor certification.
B. Financial Statement-This statement will be an audited report with comments and not older
than one(1)year. If the most current report has not yet been audited,the previous audited
report with comment shall accompany the most recent financial statement.
C. Years in Business
D. Total staff and experience profile. This criteria identifies the relative size of the firm,
including management, technical, and support staff.
E. Distance from the Site-Simply,the location in miles ofthe proposed operating office to
the project site is to be listed.
3. SELECTION CRITERIA(100 points total):
From the applicants'response to the RFQ,the Selection Committee will objectively evaluate the
firms' abilities in accordance with those criteria listed below:
A. Related Building Experience(30 points)
Major consideration will be given to the successful completion of previous projects
comparable in scope and complexity.
List the prof ects which best illustrate the experience of the firm and current staffwhich is
being assigned to this project. (List no more than 10 projects,nor projects which were
completed more than 10 years ago).
-2-
'40W
1) Name and location of the project
2) The nature of the firm's responsibility on this project.
3) Project owner's representative name, address and phone number.
4) Project user agency's representative name, address ad phone number.
5) Date project was completed or is anticipated to be completed.
6) Size of project(gross SF of construction)
7) Cost of project (construction cost)
8) Project Manager and other key professionals involved on listed project and who
of what staff that would be assigned to this project.
B. Financial Capability(20 points):
The firms'financial capability is to be expressed in the form of an attached financial
statement,and should indicate the resources and the necessary working capital to assure
financial stability through to the completion oftheproject. The financial capability should
also include the bonding capacity of the firm. (The firm may be required to provide a
material and labor bond).
C. Scheduling and Cost Control (10 points):
The firms'scheduling system and cost control system should be described. Methods for
assuring subcontractors adherence to schedule should be highlighted. A comparison of the
firms'proj ect profile should indicate their ability to hold to original schedules and budgets.
1) Do you use or provide computer generated schedules for the management of
construction?
2) To what level of detail should a construction schedule be defined? How do you
schedule the processing of shop drawings?
3) How do you coordinate development of schedule information from
subcontractors?
4) State experience in handling crew loading and coordinated construction
scheduling.
5) Attach a sample schedule which best illustrates your overall scheduling capabilities.
6) State how you propose to eliminate or minimize change orders in this project.
-3-
Ask
D. Staff(20 points):
The ability and experience ofthe General Contractor's staffwill be evaluated with specific
attention to project related experience. Give briefresume ofthe office and on-site staffto
be assigned to the project including but not limited to:
1. Name and title
2. Job assignment for other projects
3. Percentage of time to be assigned full time to this project
4. How many years with this firm
5. How many years with other firms
6. Experience
a) Types of projects
b) Size of projects (dollar value and SF of project)
C) What were the specific project involvement?
7. Education
8. Active registration(P.E., G.C., etc.)
9. Other experience and qualifications that are relevant to this project.
10. Note which projects were fast tracked.
Describe the capabilities of your staff to provide the technical services required for:
1. Design Review
2. Value Engineering
3. Construction Scheduling
4. Quality Control (Design& Construction)
5. Cost Control
6. Change Order Negotiation
7. Claims Management
8. Project Close-out
Show the organization chart as it relates to the project indicating key personnel and their
relationship. It should be understood that it is the intent ofthe City to insist that those
indicated as the project team in this RFO response actually execute the project
Describe how the organizational structure will ensure orderly communications,distribution
of information, effective coordination of activities, and accountability.
-4-
E. Information System(10 points):
Describe the functions and capability of your computer-based project management
and information system.
F. Distance to Site (10 points):
What is the primary location of the firm office which will have direct responsibility
for this project?
4. LITIGATION/DISPUTES: Describe and explain any litigation, major disputes, contract
defaults, and liens in the last ten years.
5. TERMS AND CONDITIONS:
A. The City of Atlantic Beach reserves the right to accept or reject any proposal in the
best interest of the City.
B. The successful firms shall not discriminate against any person in accordance with
federal, state or local law.
6. SELECTION PROCESS:
A. The Selection Committee will consist of the following:
1. Building Official
2. Finance Director
3. Architect's Representative
B. The Selection Committee will review all proposals received on time, and select the
most qualified three(3)to eight(8)firms using the selection criteria established for
the project. The City reserves the right to short list more or less than eight(8) firms
at its discretion.
-5-
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II. PROJECT DESCRIPTION
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PROJECT DESCRIPTION
MARCH, 2004
City Hall Additions and Alterations for the
City of Atlantic Beach,Florida
The project consists of additions to the south end of the existing City Hall Building and first floor alterations
to the existing building. Alterations on the first floor are principally at the building entrance,lobby,reception
and cashier areas and at the south end of the building. New work does not include the second floor of the
Existing Building,the Commission Chambers Building East of the City Hall Building or the Bridge between
the Commission Chambers and City Hall Buildings
Construction ofthe building addition will match the existing building construction: Insulated wood frame
walls with shingle siding, concrete columns, wood roof trusses and asphalt roof shingles.
The mechanical systems are heat pumps. Electrical systems have normal requirements with standard data
needs.
The Gross Square Footage for the existing Building and additions are as follows:
Existing First Floor Air Condition Area 5,787
Existing Second Floor Air Condition Area 1,240
Covered Area 1,076
New First Floor Additions Air Condition Area 2,265
Covered Area 290
Total Gross Square Foot 10,658
The attached conceptual and existing documents include the following which are not to scale:
A-1 Existing Site Plan
A-2 New Site Plan
A-3 Existing and New Floor Plans
A-4 Exterior Elevations
A-5 Existing Building Sections
A-6 Existing Wall Sections
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AOW ANk
Give full information about all of your present contracts. In Column C insert"S"if a subcontractor or"P"if a prime
contractor,whether in progress or awarded but not yet begun;and regardless of with whom contracted.
A B C D E
Project Description Design Architect Total Amount of Your Amount in Column Uncompleted
Location&Owner And/Or Contract(Or C Sublet to Others Amount of
Design Engineer Subcontract) Contract
r
TOTAL
Complete the Following:
Net Total Billings for Previous 3 Fiscal years: Average Backlog for Previous 3 Fiscal Years(Estimated total
value of uncompleted work on outstanding contract)
20_$ 20—$
20—$ 20—$
20—$ 20—$
-15-
w
IV. PROPOSED SCHEDULE
AW
PROJECT SCHEDULE*
MARCH, 2004
CITY OF ATLANTIC BEACH
03-15-04 Advertise for RFQ - Bid Number 0304-12
04-19-04 RFQ due no later than 4:30 p.m.
05-04-04 Shortlist selected
05-17-04 General Contractors selected receive documents
05-28-04 Pre-bid conference
06-16-04 Bid opened publicly at 3:00 p.m.
06-21-04 City Staff review/report
06-28-04 City Council approves bids
06-29-04 Contractor executes Agreement
07 -08-04 City Council considers/approved Agreement
07-16-04 Construction Begins
12-31-04 Substantial completion
01-28-05 Final completion
12-30-05 Warranty inspection
• This project schedule for the subject project is being issued to each General Contractor which
has expressed interest in the RFQ for use in preparing its response to the advertisements.
OOW
REQUEST FOR QUALIFICATIONS
CITY OF ATLANTIC BEACH
PUBLIC ANNOUNCEMENT
GENERAL CONSTRUCTION SERVICES
PROJECT NAME: City Hall Additions and Alterations
PROJECT LOCATION: City of Atlantic Beach, Florida
ARCHITECT'S PROJ. NO.: 03038
ARCHITECT: PQH Architects, Inc.
4141 Southpoint Drive East#200
Jacksonville, Florida 32216
The City of Atlantic Beach requests qualifications from General Construction firms to provide services
for this project. The City will pre-qualify no less than three(3)but not more than eight(8)firms prior to
the acceptance of any bids. The project consists of 2,265 gross square feet additions to the south end of
the existing building and first floor alterations to the existing building.
CONSTRUCTION BUDGET: $313,458.00
Construction start is planned for July 2004. Applicant must be a licensed General Contractor in the State
ofFlorida at the time of application. If a corporation,the applicant must be registered by the Department
of State to operate in the State of Florida at the time of application.
The pre-qualifications will be made in accordance with Chapter 60D-5,Florida Administrative Code,and
Building Construction's Procedures and Criteria which may be obtained from the City ofAtlantic Beach,
Attn: Don C.Ford,800 Seminole Road,Atlantic Beach,FL 32233-5445,Telephone number(904)247-
5826.
Interested firms must submit an application with the following:
1. A letter of interest detailing the firm's qualifications to meet referenced selection criteria.
2. An Experience questionnaire and Contractor's Financial Statement as referenced in Chapter 60D-5.
Florida Administrative Code, which may be obtained by calling Don Ford (904) 247-5826.
3. Resumes of proposed staff and staff organizations.
4. The firm's past experience with examples of similar projects completed by the firm.
5. References from prior clients received within the last five years.
-17-
Submit three(3)copies of your qualifications to the City of Atlantic Beach,attn:Don C. Ford, 800
Seminole Road, Atlantic Beach, FL 32233-5445.
RESPONSE DUE DATE: April 19, 2004
The Owner's Selection Committee will convene, review the qualifications and select a"Shortlist"
of firms to be provided bid documents.
The results of the qualification will be posted at the above address at Noon on May 5, 2004. Any
protest on the selection must be within 72 hours of posting this notice. If no protest is received
within 72 hours, plans will be provided to the selected contractors.
cbr::ab qualifications
-18-
CITY OF ATLANTIC BEACH
CITY HALL ADDITIONS AND ALTERATIONS
RFQ/BID #0304-12
ARCHITECT'S PROJ. #03038
Architect: PQH Architects, Inc.
4141 Southpoint Drive East#200
Jacksonville, Florida 32216
The City of Atlantic Beach requests qualifications from General Construction firms to provide
services for this project. The City will pre-qualify no less than three (3) but not more than eight(8)
firms prior to the acceptance of any bids. The project consists of 2,265 gross square feet additions
to the south end of the existing building and first floor alterations to the existing building.
Construction start is planned for July 2004. Applicant must be a licensed General Contractor in the
State of Florida at the time of application. If a corporation, the applicant must be registered by the
Department of State to operate in the State of Florida at the time of application.
The pre-qualifications will be made in accordance with Chapter 60D-5, Florida Administrative
Code, and Building Construction `s Procedures and Criteria which may be obtained by visiting
www.myflorida.com
Interested firms must submit an application with the following:
1. A Letter of Interest detailing the firms qualifications to meet referenced selection criteria
2. An Experience questionnaire and Contractor's Financial Statement as referenced in Chapter
60D-5. Florida Administrative Code.
3. Resumes of proposed staff and staff organizations.
4. The firm's past experience with examples of similar projects completed by the firm.
5. References from prior clients received with the last five (5) years.
Submit three (3) copies of your qualifications to the City of Atlantic Beach, attn: Don C. Ford, 800
Seminole Road, Atlantic Beach, FL 32233-5445.
Responses to the RFQ are due no later than 4:30 p.m.,April 19, 2004 and must be sent to the
attention of Don C. Ford. All questions must be addressed to Don C. Ford and no other entity.
Complete RFQ may be obtained from the Purchasing Agent, Edie Mickey, telephone (904) 247-
5880 or via e-mail to emickey(2coab.us. Complete RFQ will also be available on the City's
website: www.coab.us. Select Finance &Administration then choose Bid Status Report
The Owner's Selection Committee will convene, review the qualifications and select a"Shortlist"
of firms to be provided bid documents and the results of the qualifications will be posted at the
above address at Noon on May 5, 2004 as well as on the City's website as noted above. Any protest
on the selection must be within 72 hours of this notice. If no protest is received within 72 hours,
plans will be provided to the selected contractors.
Please Note: Certain pages were not reproducible on the website. For copies, please
contact the Purchasing Agent via e-mail at emickeY@www.coab.us
ADDENDUM#1
CITY OF ATLANTIC BEACH
RFQBID NO. 0304-12
CITY OF ATLANTIC BEACH CITY HALL
ADDITIONS AND ALTERATIONS
June 28,2004
The following items will be required for this project:
Bid Bond in the amount of 5%
Payment and Performance Bond by the successful bidder upon award of bid
Document Requirement Checklist—This will be provided at the Pre-bid meeting
Any additional items addressed at the pre-bid meeting may constitute an additional
addendum.
06/23/2004 15:04 9042240023 PQH ARCHITECTS PAGE 02
66/23/2804 08:28 9047212496 DAMS CONSTRUCTION PAGE 01/01
2M CORPORATE 9WM BOULEIrArD.ME 1
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OR grade ft=. it=10 10 s=xm t*lhis vA be rogtaired in fire bags bid?
2. OLoV a sm visit i ins;pecled the w►dobing c0nd Mon of fha rklgad mauls m sued ed to
the em is mem BWL Thr. irt9AdiOn was Ordy w 41kk and swm ai pmm wane
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3. in a xmko w aeotion 01A00�on pegs I.,hent 3.e onenft#2 and 03 is to
nee►aerW and paint In aN of the a*" Ortd epaoss not shown on the base
bid arta aNentale1. Please a dranMn9 indcafing fhe mons required. Does
any of the mans have aernK. yr reeft ft.
4. vw wt be required fa work aW hours ID dupe ft wdsling aerpol ano fio repaint
the 4k08, or Vd W6be pnavided several rtaon>s eA<a firtte during rromtal waf V
S. va we be required to provide an alberro tt entry dWM to m wdm of to m nig
low AJID - (-`►Uray u►c c Q� AWOU(01-1,0 13+1 7l1`r C-►sy
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07/12/2004 12:49 9042240023 PQH ARCHITECTS PAGE 01
■ JOSE M. PEREZ, AIA
■ RICAR00'E.QUIRONES,AIA'
RO. L
A R C H I T E C T S ■ ROBERT 0.HOENSHEC,AIA
July. 1'2, 2004
7 ►of Pam
Fill a Ia !
Don Ford, CBO 7- �—
Building Official. Fax
City of Atlantic Beach -
.800 Seminole Road
Atlantic Beach, FL 32233-5445
Re: City of Atlantic Beach.-Addition and Alterations
Contractor Recommendation
Dear Don:
We are in'receipt of the.Bids for the above referenced project. Upon our review and.evaluation,we
-recommend the City award the project to C. C. Borden Construction, Inc.
Please advise us cm),bow you wish to proceed and we look forward to continuing to work with you on the
successful completion of this project. Feel free to contact me if-you-hive any questions.
Sincerely,
Jose . P z,
Pr nt
JMP:cbr:.f6rdbid1tr71204
4141 Southpoint Drive East ■Jacksonville, Florida 32216 (904)224-0001 a Fax(904)224-0023 ■AA C000946 ■www.pgh.com
Ford, Don
From: Chris Kaye [kayec@pqh.com]
Sent: Wednesday, July 07, 2004 11:26 AM
To: Ford, Don
Cc: Michelle Moore; Frank Ringhofer
Subject: 03038-Atlantic Beach City Hall - Finish selection
As indicated by your office on the Finish Option board we picked up
today the addition (and alternate) finishes are to be as follows or as
equal approved by the architect prior to construction:
Paint:
Wall Paint - Benjamin Moore - Moor-O-Matic Color system - 983
Trim Paint - Benjamin Moore - Moore-O-Matic Color system - 927
Tile.
Crossville Ceramics - VS81 - Palais Taupe
Laminate Surfaces:
Wilsonart Laminate - 4143-60 Neutral Glace
Vinyl Base:
Roppe Wall Base - Group III - Fawn 140
Carpet:
Bigelow - Fairfield II Style W - 3736 Natural Aloe $ �¢
JUL
Please call us with any questions or comments
Regards,
Christopher L. Kaye
Project Manager/Intern-Architect ft
n � t
PQH Architects, Inc.
4141 Southpoint Drive E.
Jacksonville, Fl. 32216
Phone: 904 .224.0001 - Fax: 904.224.0023
,g k
k«
This electronic data is copyrighted and conf
provided to the recipient for coordination o
Architects, Inc. (PQH) . It shall not be co
parties for any use unless specifically authc
subject to change at the discretion of PQH, a'-
of
of the recipient to request updates when nec " �
responsibility for data generated from this f" r �
illustrated on the signed and sealed PQH docuk
s r
1
TRANSMITTALPun
PEREZ-QUINONES-HOENSHEL
4141 Southpoint Dr.,E,Suite 200
Jacksonville, Florida 32216
LETTER -FIrE C I S 904 - 224 - 0001
FAX - 224 - 0023
PROJECT: City Hall Additions/Alterations ARCHITECT'S
Atlantic Beach, FL PROJECT NO.: 03038
DATE: 3/9/04
TO: City of Atlantic Beach
800 Seminole Road If enclosures are not as noted,please
Atlantic Beach, Florida 32233-5445 inform us immediately.
If checked below,please:
ATTN: Don C. Ford, Building Official O Acknowledge receipt of
enclosures.
O Return enclosures to us.
WE TRANSMIT:
(X) herewith O under separate cover
( ) in accordance with your request
FOR YOUR:
(X) approval O distribution to parties
( ) review ( ) information
O use O record
THE
FOLLOWING: (X) Drawings O Specifications
O Shop Drawing Prints O Change Order
O Shop Drawing Reproducibles O Samples
O Product Literature O Other
COPIES DATE REV. DESCRIPTION ACTION
NO. CODE
1 3-10-04 Request for Qualifications E
ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under
CODE B. No action required REMARKS
C. For signature and return to this office E. See REMARKS below
REMARKS:
Revised as per your telephone/fax request on 3-9-04. Should you have any questions, please do not hesitate to
contact our office.
COPIES TO: (with enclosures)
El BY: J ere AIA, Pr -dent
PQH File
f
JMP/cbr.ABCH.Ford.trltr.031004
TRANSMITTAL PEREZ-QUINONES-HOENSHEL
POH 4141 Southpoint Dr.,E,Suite 200
Jacksonville, Florida 32216
LETTER ARC ITE C 1 6 904 - 224 - 0001
FAX - 224 - 0023
PROJECT: City Hall Additions/Alterations ARCHITECT'S
Atlantic Beach, FL PROJECT NO.: 03038
DATE: 3/4/04
TO: City of Atlantic Beach
800 Seminole Road If enclosures are not as noted,please
Atlantic Beach, Florida 32233-5445 inform us immediately.
If checked below,please:
ATTN: Don C. Ford, Building Official ( ) Acknowledge receipt of
enclosures.
O Return enclosures to us.
WE TRANSMIT:
(X) herewith ( ) under separate cover
( ) in accordance with your request
FOR YOUR:
(X) approval ( ) distribution to parties
O review O information
O use O record
THE
FOLLOWING: (X) Drawings O Specifications
O Shop Drawing Prints O Change Order
O Shop Drawing Reproducibles O Samples
O Product Literature O Other
COPIES DATE REV. DESCRIPTION ACTION
NO. CODE
2 3-4-04 30% Submittal Drawing Set E
ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under
CODE B. No action required REMARKS
C. For signature and return to this office E. See REMARKS below
REMARKS:
Please review,comment,sign and return one set to us by Friday, March 121h,2004. Should you have any questions,
please do not hesitate to contact our office.
COPIES TO: (with enclosures)
❑ BY: ICistopher L. Kaye
PQH File ❑ Project Manager
CLK/cbr:ABCH.Ford.tr1tr.030404
TRANSMITTAL PEREZ-QUINONES-HOENSHEL
P01H 4141 Southpoint Dr., E,Suite 200
Jacksonville, Florida 32216
LETTER '-F , rE 904 - 224 - 0001
FAX - 224 - 0023
PROJECT: City Hall Additions/Alterations ARCHITECT'S
Atlantic Beach, Florida PROJECT NO.: 03038
DATE: 3-4-04
TO: City of Atlantic Beach
800 Seminole Road If enclosures are not as noted,please
Atlantic Beach, FL 32233-5445 inform us immediately.
If checked below,please:
ATTN: Don C. Ford, Building Official ( ) Acknowledge receipt of
enclosures.
O Return enclosures to us.
WE TRANSMIT:
(x) herewith O under separate cover
( ) in accordance with your request
FOR YOUR:
(x ) approval O distribution to parties
( ) review&comment O information
( ) use O record
THE
FOLLOWING: O Drawings O Specifications
O Shop Drawing Prints O Change Order
O Shop Drawing Reproducibles O Samples
O Product Literature (X) Other
COPIES DATE REV. DESCRIPTION ACTION
NO. CODE
2 3-2004 1 Request for Qualifications Package- For Contractors E
ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under
CODE B. No action required REMARKS
C. For signature and return to this office E. See REMARKS below
REMARKS:
Don:
The above is for your review, please confirm the attached schedule is acceptable.Should you have any
questions, please do not hesitate to contact our office.
COPIES TO: (with enclosures)
PQH File BY: Christopher L. Kaye, Project Manager
El
PQH:cbr:fordtrl3404
Submit three(3)copies of your qualifications to the City of Atlantic Beach,attn:Don C.Ford, 800
Seminole Road,Atlantic Beach, FL 32233-5445.
/ RESPONSE DUE*DATE: April 19, 2004 -
The Owner's Selection Committee will convene,review the qualifications and select a"Shortlist"
of firms to be provided bid documents.
The results of the qualification will be posted at the above address at Noon on May 5, 2004. Any
protest on the selection must be within 72 hours of posting this notice. If no protest is received
within 72 hours, plans will be provided to the selected contractors.
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TRANSMITTALPEREZ-QUINONES-HOENSHEL
p 4141 Southpoint Dr.,E,Suite 200
1 01i Jacksonville, Florida 32216
LETTER -FIrE� 904 - 224 - 0001
FAX - 224 - 0023
PROJECT: City Hall Additions/Alterations ARCHITECT'S
Atlantic Beach, Florida PROJECT NO.: 03038
DATE: 1-12-04
TO: City of Atlantic Beach
800 Seminole Road If enclosures are not as noted,please
Atlantic Beach, FL 32233-5445 inform us immediately.
If checked below,please:
ATTN: Don C. Ford, Building Official ( ) Acknowledge receipt of
enclosures.
O Return enclosures to us.
WE TRANSMIT:
( x) herewith O under separate cover
O in accordance with your request
FOR YOUR:
(x ) approval O distribution to parties
( ) review&comment O information
( ) use O record
THE
FOLLOWING: ( .) Drawings O Specifications
O Shop Drawing Prints O Change Order
O Shop Drawing Reproducibles O Samples
O Product Literature O Other
COPIES DATE REV. DESCRIPTION ACTION
NO. CODE
1 1-2004 Request for Qualifications Package- For Contractors E
ACTION A. Action indicated on item transmitted D. For signature and forwarding as noted below under
CODE B. No action required REMARKS
C. For signature and return to this office E. See REMARKS below
REMARKS:
Don:
The above is for your review, please call to discuss.
COPIES TO: (with enclosures)
t
El
13 BY: Jose . Perez,AIA, President
PQH File ❑
PQ H:cbr:fordtr111204