RFP # PROPOSAL DUE DATE: JUNE 11, 2014 BY 4:00PM. Susan Garcia, Director

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1 REQUEST FOR QUALIFICATIONS/PROPOSALS FOR PROGRAMMING & MASTER PLANNING AND ARCHITECTURAL/ENGINEERING AND OTHER SERVICES FOR PROPOSED NEW INTAKE FACILITY REPLACEMENT FOR CHEROKEE COUNTY ANIMAL SHELTER INTAKE FACILITY REPLACEMENT LOCATED AT 1015 UNIVETER DRIVE, CANTON, GEORGIA RFP # PROPOSAL DUE DATE: JUNE 11, 2014 BY 4:00PM Susan Garcia, Director Page 1 of 33

2 REQUEST FOR QUALIFICATIONS/PROPOSALS FOR PROGRAMMING & MASTER PLANNING AND ARCHITECTURAL/ENGINEERING AND OTHER SERVICES FOR PROPOSED NEW INTAKE FACILITY REPLACEMENT FOR CHEROKEE COUNTY ANIMAL SHELTER INTAKE FACILITY REPLACEMENT LOCATED AT 1015 UNIVETER DRIVE, CANTON, GEORGIA RFP # I. INTRODUCTION: PURPOSE: The Cherokee County Board of Commissioners invites interested and qualified consulting firms to submit a qualifications and fee proposal responsive to the issues and requirements outlined in this Request for Qualifications/Proposals (RFQ/Ps) to provide programming & master planning and architectural and engineering design and construction document development services, bid/award and construction administration and closeout and transition services for a Proposed New Intake Facility Replacement for Cherokee County Animal Shelter Facility, located at 1015 Univeter Drive, Canton, Georgia, 30115, in Cherokee County. Cherokee County seeks to retain a consultant team comprised of a firm with demonstrated prior experience and qualifications in the successful planning, programming and design, and construction of animal shelter intake facilities similar in scope, size and scale to the facility Page 2 of 33

3 planned by the Cherokee County Animal Shelter. At the subconsultant level, the Mechanical/HVAC engineers shall have similar demonstrated prior experience as set forth in and by this request for qualifications and proposals document. Definition of such experience and qualifications begins with the completion, and currently in operation, of not less than two (2) similar projects within the past six (6) years. Respondents are directed to draft their proposals in such a manner as to purposely present this prior similar project information and descriptions as the lead discussion and presentation in their proposals, and to provide current contact information for both the governmental agency responsible for the project s administration and management, and the operators of the animal shelter facilities. Respondents are advised that such project references will be contacted, and that such contacts may be broadened beyond those named, based upon information provided from these contacted references or other listed example projects. In describing each project reference, each respondent shall clearly, completely and accurately describe their specific roles and responsibilities for that project. Respondents are further encouraged to add or address information as to what or how their role or involvement in the referenced example projects benefited the success of the project, in terms of planning, design, operations, etc. As indicated by the selection criteria contained in this RFP, great weight will be given by Cherokee County for experience and benefits provided by the respondents for similar projects. Selection and award of the Professional Services Agreement (PSA) by the County will be made on the basis of the criteria as outlined by this request for qualifications and proposals document. The County reserves the right to reject any or all proposals, to waive technicalities and to make a selection and final award as deemed to be in the best interest of the County. MANDATORY PRE-PROPOSAL CONFERENCE: A Mandatory Pre-Proposal Conference will be conducted on MAY 21, at 10:00 AM local time, at the project site, located at the address noted above. Attendance at the Pre-Proposal Conference is Mandatory for any respondent that intends to submit a responsive proposal to be the prime consultant for this project to be contracted directly with Cherokee County. Attendance by other interested consultants, planners, architects, engineers and any other parties interested in this project are encouraged to attend. Interested consultants, planners, architects, and engineers arriving more than fifteen (15) minutes after the published starting time for the Mandatory Pre-Proposal Conference will not be allowed to submit a proposal for this project. Interested consultants, planners, architects, and engineers must be present for the entire Pre-Proposal Conference. Confirmation of attendance at the Mandatory Pre-Proposal Conference by the time set forth and required must be documented by signature to the Formal Attendance Form controlled by the County. All interested consultants, planners, architects, and engineers are encouraged to arrive early to better assure proper signature to the Formal Attendance Form. Only one person from each interested consultant s, planner s, architect s, and engineer s organization is required to sign the Formal Attendance Form. Representatives that are required to attend the Mandatory Pre-Proposal Conference and have visited the site are defined as ONLY the prime or lead firm that will execute the Professional Services Agreement with Cherokee County. Page 3 of 33

4 All other interested parties, including specialty subconsultants, HVAC/Mechanical Engineers, and members of the general public are also invited to attend. Other parties attending for Information Purposes ONLY shall also sign the master Attendance Form. Interested consultants, planners, architects, and engineers, attending the Mandatory Pre-Proposal Conference to become eligible to obtain and submit a proposal are solely responsible for signing the attendance form. As noted on Appendix C, each primary respondent is required to have visited the site. Attendance at the Mandatory Pre-Proposal Conference by a representative of interested consultants, planners, architects, and engineers is recommended for all interested parties, but is required for any respondent that intends to be the prime consultant or contractor and submits a proposal for same. BACKGROUND: Cherokee County, Georgia, is a rural/suburban county of 215,000+/- population located along I-575 approximately 50 miles northwest of downtown Atlanta, and is the 25 th fastest growing county in the nation. The project will be funded from Special Purpose Local Option Sales Tax (SPLOST) programs approved by the voters of Cherokee County for the purpose of financing public safety facilities, and from other revenue sources identified and approved by the Cherokee County Board of Commissioners. SITE INFORMATION AND SURVEY REQUIREMENTS: The proposed New Intake Facility Replacement for Cherokee County Animal Shelter Facility will be located at 1015 Univeter Drive, at the corner of Chattin Drive, Canton, Georgia, 30115, in Cherokee County, immediately adjacent to the existing and operating Animal Shelter & Control Facility. The existing Animal Shelter & Control Facility shall remain in full operations during the planned Replacement, and therefore all such programming & master planning and design and engineering, and construction, shall take this fully into account, including scheduling and estimating of all project costs. Included as part of this Project for the New Animal Shelter Intake Facility Replacement: 1. A new freezer shall be included, and the existing crematory equipment shall be relocated. Accordingly, the master planning and design for the New Animal Shelter Intake Facility Replacement shall take into account these project requirements. Upon completion of the new intake facility, the existing intake facility, including the existing freezer, will be demolished, and the site graded and prepared for use as set forth by the master plan document and the design of the New Animal Shelter Intake Facility Replacement. The crematory shall not be out of service for more than forty-five (45) calendar days for relocation and re-installation and operations. 2. The full electrical load of the current intake facility is connected to an existing emergency generator (Katolight 200KW Diesel Model# D200FRJ4) that also services the Animal Shelter Building, to remain. The new animal shelter intake facility shall connect to this existing emergency generator, unless the new loads prevent. If the calculated new loads indicate this, the selected consultant shall evaluate as part of the master planning and schematic design phases the cost to provide load-shedding or a new separate emergency generator to service only the new animal shelter intake facility replacement. The issue of scheduling and Page 4 of 33

5 phasing the existing connected load and the planned new connected loading shall be included in the evaluation and analysis of costs and implementation. Project services also include a complete boundary and topographical survey of the existing Animal Shelter & Control Facility. Area is from and along the property lines at Univeter Drive and Chattin Drive, and runs to and includes the drive off Univeter Road to the Cherokee County Roads & Bridges Yard, and to and includes the drive off Chattin Drive to the Cherokee County Roads & Bridges Yard; but EXCLUDES the Senior Center Facility and that immediate area. A map of the described area to be surveyed is attached for reference. Property to be surveyed is part of a larger tract of property owned by Cherokee County off Univeter Road and Chattin Drive. For fee calculation purposes, property included in this request for boundary and topographical survey is approximately five (5) acres, in accordance with the boundary and topographical survey requirements set forth by Exhibit H of this RFP. The parcel is characterized by a moderate to steep sloping and benched topography from Univeter Drive and Chattin Drive, and to the other drives to the Cherokee County Roads & Bridges Yard that adjoin other county-owned property. A preliminary geotechnical investigation has NOT been conducted at the site. The selected consultant shall work with Cherokee County to determine the scope of geotechnical data to be collected, and Cherokee County shall obtain the services of a separate geotechnical consulting firm to conduct such geotechnical investigations, to be paid by Cherokee County. The EXISTING ANIMAL SHELTER FACILITY SITE and in particular the area of the site currently planned for this Replacement, which is the area immediately behind and/or to the right of the existing animal shelter intake facility and freezer/crematory facility, is in the immediate vicinity of a long-ago-closed landfill. Therefore, in the planning and design of the proposed Replacement, this fact shall be taken into account in the grading and finish floor elevation and design/engineering of any new foundations and slab on grade, such that any disturbance of the site and any underlying conditions of the materials of the long-ago-closed landfill are minimized to the greatest extent possible. In addition, in the area off Chattin Drive at the drive to the Cherokee County Roads & Bridges Yard are abandoned, underground buried fuel tanks from a closed former County vehicle fueling island. It is recommended that no facilities be planned or programmed in this immediate area, to help reduce costs and the risk of uncovering these buried tanks. Attached is a Google map with notations of the site and existing facilities and roads & drives. All interested firms shall have walked the site to become familiar with existing conditions and project requirements as set forth by this RFP. UTILITY SERVICES: In addition to topographic and boundary considerations, the site has several existing structures, those to remain and to be demolished, and has gravity sanitary sewer lines running from the property and from the existing facilities. The proposed new intake facility replacement shall connect to the existing gravity sanitary lines, and connect to existing water services, through the existing meter, or a new meter if a new size is required. Working with Cherokee County Water & Sewerage Authority (CCWSA), the selected consultant shall take Page 5 of 33

6 steps to confirm connection of water and sanitary services; including the need for any new fire hydrant. Also, working with CCWSA, water capacity pressure and flow shall be confirmed. Cherokee County shall pay for any needed flow and pressure tests. The selected consultant shall also review all other utility services for electrical power and natural gas to confirm adequate capacity for the planned new facilities, and shall include in the proposed new project all utility upgrades and connections; including emergency generator service, as outlined above. Also, for stormwater detention and management, the Animal Shelter site currently runs to an existing detention pond along Chattin Drive, behind the Cherokee County Public Safety Facility, and that existing detention pond is designed to accommodate the Animal Shelter site; but shall be confirmed as part of the planning and preliminary engineering phase of the proposed new Intake Facility Replacement. The sanitary gravity sewer lines and the associated easement are owned by the Cherokee County Water and Sewer Authority (CCWSA). At this time, no other information is known or can be confirmed regarding utilities. The selected consultant will work closely with the property surveyor to confirm other site data and utility information to determine and confirm that adequate capacity is available at or reasonably near the site to support the needs of the planned Animal Shelter Intake Replacement, as herein planned and proposed. If additional site survey data or information is needed by the consultant, the consultant shall clearly and fully define and describe such needed additional information as part of the submitted proposal, and the County shall obtain such needed additional data at the County s cost. With regards to adequate water service for proper flow and pressure, the selected consultant s scope of services shall also include the determination of water needs, flow and pressure. The County shall pay any associated fee to CCWSA for running such needed flow and pressure capacity tests. PRELIMINARY CONCEPT PLAN: The preliminary concept plan to be developed for the proposed Cherokee County Animal Shelter Intake Replacement, and other possible projects, and subject to revision by the selected consultant based on stakeholder input, including projected costs, will be comprised of the following: 1. Attached is the referenced Preliminary Concept New Intake Facility Replacement Plan prepared and provided by the County. While this plan is most conceptual and diagrammatic, and may not be to proper scale, it does represent a beginning point for programming and planning purposes for establishing rooms, room sizes, adjacencies and relationships, etc., and certainly is subject to discussion, review, and revisions to meet the intended needs for the proposed Animal Shelter Intake Replacement. Selected consultant shall work closely with animal shelter staff to categorize and determine animal types, including but not limited to small domestic animals, large animal livestock, exotic and unusual animals, both domestic pets and wild captured, etc. 2. In general, the attached Preliminary Concept New Intake Facility Replacement Plan is approximately 10,500 Gross Square Feet (GSF) in overall exterior wall to exterior wall; approximately 70 feet x 150 feet. The final size, shape and Page 6 of 33

7 configuration must be adjusted to meet final program space requirements, architectural & engineering needs, including but not limited to mechanical HVAC and other requirements, emergency generator system connections for both existing and proposed new facilities, site topography, site restrictions, site conditions, and other requirements, relationships to adjacent to remain and to be demolished existing animal shelter & control and intake facilities, roadways & parking, utilities, and other governing factors to be established and confirmed under the services outlined by this RFQ/P. 3. A quick review of the attached Preliminary Concept New Intake Facility Replacement Plan would most certainly lend itself to the suggestion of a singlestory, pre-engineered metal building, slab-on-grade structure, with ductwork running within the facility, over the ceilings, and connected to outside, groundmounted mechanical/hvac units for full facility heating and air conditioning; properly engineered for zones separating sections and animals, etc. For purposes of this project, such a facility design concept would be acceptable by Cherokee County, and embraced as the approach moving forward for planning and cost estimating purposes. Again, as site restrictions/requirements and relationships to adjacent to remain and to be demolished existing animal shelter & control and intake facilities might determine; including but not limited to the requirements set forth regarding the emergency generator system(s), new freezer and relocated existing crematory equipment. 4. Separate and other facilities within the scope of this project, to be included on the site for master planning purposes ONLY, are an additional barn building to hold up to 10 large animals: horses, donkeys, mules, cows, sheep, goats, and other livestock, and shall include space for storage for feed and other associated equipment for animals of this type and size. For programming and master planning purposes, the selected consultant shall work with animal shelter staff to establish a future vision for a listing of possible other support and auxiliary facilities that might be needed now or in the future to service the master/future needs of the animal shelter and control facilities, and for the citizens of Cherokee County. BUDGET: Cherokee County has determined a construction (ONLY) budget in the range of $1.0 Million; based upon a currently projected total project budget for ALL project/program components is $1.250 Million. Other project costs for all planning, design & engineering and surveying services, owner and project contingencies, FF&E for cages and other animal containment/control systems and structures, geotechnical, County project administration, etc. are separate and above this proposed construction only budget amount. The selected consultant shall evaluate this proposed construction only budget against the final program and master planning document and offer suggestions and recommendations (if necessary) for reconciliation of the desired project against an estimated cost to establish the budget for the full build-out of the project, and how that might affect the scope of the Phase I project that goes forward, and future planned or proposed structures and facilities. Page 7 of 33

8 The selected consultant will be required to work with the Cherokee County Animal Shelter Director and staff, Capital Projects, County Manager, County Board of Commissioners, and other stakeholders to develop recommendations for the project s scope, design, construction, and budget, and to help guide the overall development of the proposed Cherokee County Animal Shelter & Control Complex. Administration and management of the consultant and the project as it moves forward for planning, design & engineering, bidding, construction and completion & occupancy, will be through the Cherokee County Capital Projects Office, At this time, funding of the project (as identified above) is sufficient to allow the implementation of the project s planned Phase I for the proposed new intake facility, but most likely NOT sufficient for the master plan s likely proposed full scope and master/future build-out. Accordingly, the selected consultant will work with the County to develop a long range master plan phasing plan that will allow an organized and orderly implementation of future design and construction. The long range master planning document preparations and final content shall also include a cost estimate of the full build-out of the recommended and approved long range master plan; in addition to cost estimates of the work of Phase I approved to proceed. By way of example, but not limitation, the following project organization scenario is offered for study and consideration by the respondents in preparing their proposals: Phase I: Design & Engineering/Bidding Documents, Bid/Award and Construction of the proposed and planned New Intake Facility Replacement; including building design & engineering, site engineering for site development and grading and underground sanitary/water, stormwater, electrical service, etc. as may be recommended by the master plan of the entire Animal Shelter site and immediately adjacent County-owned property; in particular the proposed large animal barn. Future/Other Phases: As recommended and set forth by the recommended and approved master plan. SCHEDULE: For purposes of assisting the consultant s in their preparation of a responsive proposal, the respondents should anticipate that the selected consultant will begin work within ninety (90) calendar days of submitting their proposal. This will allow time for the County s review of all written proposals, the interview of shortlisted firms, approval by the Board of Commissioners and execution of the Professional Services Agreement by the parties. Thereafter, the County anticipates the following pre-construction schedule: 2 Months: Programming and Master Planning; including a preliminary cost estimate for total projects, with breakout of proposed Phase I as reconciled to available funding. Time period includes time for review and acceptance by County. The selected consultant will be required to become familiar with a variety of functional and developmental criteria currently in use, or desired to be into use or operations, within and by Cherokee County Animal Shelter. Completion of site boundary and topographical survey services. Page 8 of 33

9 2 Months: Schematic Design; to include all elements of the approved program, in particular Phase I scope of project, as reconciled to available funding; but shall also include early preliminary rough concepts of the long range master plan elements. Time period includes preliminary meetings with Cherokee County Development Services for preliminary code and permit review. The selected consultant will be required to become familiar with a variety of functional and developmental criteria currently in use, or desired to be put into use or operations, within and by Cherokee County Animal Shelter. 1 Month: Update of total project cost estimate, with development of a detailed cost estimate based upon the approved Schematic Design for proposed Phase I of the proposed master planned total project. To be followed by the development of a phasing plan and preliminary schedule for the organized and orderly construction of the project s Phase I that meets both operational needs for the animal shelter and the budget limitations; and takes into account an orderly and progressive flow of future portions and phases of the project s master plan as funding and operational needs dictate. Yes, it is recognized that only Phase I will proceed forward, at this time, but the County wants description and confirmation that proposed elements of the many elements of the long range master plan can be constructed with minimal impact to animal shelter operations and other constructed facilities and site conditions. Schematic Design Presentation: Because currently projected available construction only funding is most likely insufficient for the anticipated-to-be-approved scope for Phase I, the selected consultant shall provide a two-part report: Present a Schematic Design that meets the currently projected available construction only funding limit, and Present a Schematic Design that meets the approved scope and a cost estimate for that approved schematic design. The Schematic Design Phase Fee (Fee Amount C) breakdown shall be based on this two-part Schematic Design Presentation 1 Month: Cherokee County takes under advisement the report of findings and recommendations of the above programming, master planning and schematic design, cost estimates, and Phase I project scope, in particular as outlined for presentation under the two-part approach; Page 9 of 33

10 and issues authorization and direction as to how the project shall proceed and in what manner, schedule, scope and budget. PHASE I SCHEDULE: While the above description indicates a five to six month schedule, it is anticipated that some of the activities may overlap, so that the above work can be completed in less time: three to four months. Thereafter, based upon the approved cost estimate, phasing plan, design and engineering services work would commence for Phase I, as described below, based in whole or in part the findings and recommendations of the two-part presentation approach outlined above: 2 Months: Design Development. 3 Months: Preparation and completion of Construction & Bidding Documents; including permit review and receipt of the full permit for construction prior to release for bidding. Cherokee County Capital Projects Office shall provide bidding and contract requirements sections of the project manual/contract documents. Such County-furnished shall be reviewed by the selected Consultant, who shall offer comments and revisions as determined best for the project and Cherokee County. 2 Months: Bidding and Award of construction contract; inclusive of time for advertisement for bids, receipt and review of bids, presentation to and approval of the Construction Agreement Cherokee County Board of Commissioners, and execution of the Construction Agreement and issuance of the formal Notice to Proceed to the contractor for construction of Phase I. TBD: Schedule for construction To Be Determined (TBD) based upon the approved scope for Phase I of the project. Estimated total time period should run in the ten (10) month range. Commence Construction: It is the desire of the Cherokee County and Animal Shelter that construction of Phase I of the proposed new facility commence early spring 2015, for completion and open for operations by Spring 2016, or sooner. Page 10 of 33

11 II. SCOPE OF WORK: DESIGN & CONSTRUCTION: The selected consultant shall prepare a master plan document of the proposed building(s) and their respective locations on the site, such that the expanded animal shelter complex can and will operate in its intended manner during the Phase I construction, and during the forthcoming future phased development of the entire facility, as outlined and recommended by the master plan. The above described master planning task will be supported and directed by the comprehensive program document that describes all the elements that will be needed and necessary for the center desired by Cherokee County Animal Shelter. While Cherokee County clearly recognizes that such a comprehensive program document has the potential to over-reach the budget and current thinking by the Cherokee County Animal Shelter staff, it is expressly the desire that the long range programming and master planning efforts for this project test and expand the thinking of the staff and current operations. To achieve success for this important future-thinking task the County in selecting the consultant shall specifically draw and rely upon the selected consultant s prior project experience and firm and personnel qualifications to set the agenda and out-of-the-box thinking for site planning, architecture and engineering systems. Thereafter, the selected consultant, working in close association with the County, a Phase I project scope will be developed that meets the goals and objectives outlined in this RFP for operational issues that can be constructed within the Phase I budget limitations. The programming, master planning and Phase I scoping documents shall be presented to and approved by the Cherokee County Manager and Board of Commissioners. Upon conclusion and approval of the Phase I scoping document, the consultant shall promptly commence design and engineering for the preparation of bidding and construction documents for the proposed Phase I project. The project will then be competitively bid to interested and qualified contractors, with the selected consultant providing assistance to Cherokee County during the bidding and award phase, and shall provide construction administration services throughout the entire construction period. The selected consultant shall also provide assistance to Cherokee County in the closeout of the project for punchlists and warranties, and shall work closely with the Cherokee County Animal Shelter staff for an orderly transition for training in the opening and use and operation of the completed new intake center. The following information will be made available to the selected consultant for its use in the development of bidding and construction documents for the project: Cherokee County standard Construction Services Agreement, General Conditions and Bidding Requirements of the Contract, and other needed bid document information. The selected consultant shall not be limited to the data sources listed above but shall be expected to seek additional input from whichever sources are deemed necessary to accomplish the goals of the project; in cooperation with Cherokee County Animal Shelter Director and Capital Projects. GEOTECHNICAL ANALYSIS: A Geotechnical analysis of the site (including the above noted existing site conditions) will be required to determine the engineering/bearing characteristics of the soil for building foundations and roadway and parking lot construction. Consultant shall determine number of borings and locations to assure high level of confidence in consultant's Page 11 of 33

12 design services and estimated costs for construction of the project. Borings will be performed by one of the County s annual contract firms and will be paid for by the County. If additional geotechnical data and information are needed or required, the selected consultant shall promptly advise the County and provide written documentation of all such needed data for collection by the County at County costs. Upon receiving the written Notice to Proceed from the County, the Consultant shall promptly commence the collection and review of all base data provided by the County and prepare for an initial kick-off meeting with the County and Animal Shelter staffs to assure a complete understanding of the project requirements and schedule for performance. TOTAL PROJECT PHASES: The project process will include the following phases: Programming and Master Planning; Preliminary Design; Phasing Development, including budgeting and cost estimating; Design Development; Construction Documents; Bidding and Award for Construction Services by the separate and competitively bid and selected Contractor; Construction Phase Administration; Closeout for Completion and Warranties; and Transition and Training for the Opening and Operational Use of the completed Center. Consultant shall not proceed with a subsequent phase until receiving written notice from the County. Coordination of final plans and specifications with the County Planning and Development is required to obtain all necessary and needed site development and building permits. The consultant shall be responsible for obtaining all review department approval signatures needed for obtaining land development and building permits before the project is bid. The County will pay the required water and sewer fees to obtain the building and development permits. (The Consultant is not responsible for paying any fees associated with project construction). The consultant shall assist County staff in the bidding process. The Consultant shall work with the selected contractor, ensuring the designs are implemented properly, arranged in logical sequence and in accord with local practices. The following facilities are anticipated to be included in Phase I of the project, but shall be considered only a guide to and for the selected consultant, as it is likely to change based on review and approval by the County, including: 1. Development of the entire site, taking into account existing site conditions, including, but not limited, to access to and from the existing animal shelter/control facilities and to/from Chattin Drive, based upon the existing intake facility being demolished; improvements, as may be deemed necessary, along the property at Chattin Drive; extension and connection of all needed and necessary utilities, at the required capacities; site grading and storm water management and detention, parking for the public and staff, landscaping, and preparations for new buildings and other structures. 2. Construction of the proposed new intake facility replacement, in whole or in part as maybe determined or limited by the project s budget, and cost estimates of the many elements of the total project; se above two-part schematic design phase presentation. 3. Provision of all future project amenities and elements not designed or constructed under Phase I of the proposed full project scope and operations. Page 12 of 33

13 WORK NOT INCLUDED in this project or anticipated to be in the Phase I design and construction project services would be any architectural and engineering design work beyond the long range master planning or programming services and preliminary rough concept schematic design documents to scope the entire project or complete design work beyond the agreed upon scope of Phase I elements of the project. Also, any design or construction-related work that may be associated with any underground fuel tanks, located in the area off Chattin Drive, at the drive to the Cherokee County Roads & Bridges Yard. Anticipated buildings and structures designs include, but are not limited to, architectural and all engineering design of all approved and authorized Phase I buildings and other structures; specifications of all Phase I buildings and fixtures, furniture & equipment (FF&E) and accessories; and coordination of bidding and conditions of the contract for construction. Anticipated site design includes, but is not limited to, the design of all required storm water management and detention facilities and all necessary hydrology studies for the entire site and the master planned buildings and structures to be constructed under Phase I or planned to be constructed in later phases as funding becomes available, for permitting the work of Phase I to proceed; design of vehicular access and parking and pedestrian walkways and circulation systems; grading and erosion control plans; design and engineering for extension of and connection to all utilities for gravity sanitary, water, telephone, electric and natural gas services to buildings and structures, with consideration given for those future-to-be-built elements of the total build-out of the project; design of landscape planting and irrigation; design for the provision of all site fixtures, signage and other project amenities; design of all outdoor hardscape spaces or structures associated with buildings; design of exterior security and pedestrian system lightings; and the design and engineering of the relevant provision of parking lot and access road lighting. Anticipated Pre-Construction and Construction Administration Services to be provided by the selected consultant include, but are not limited to, acquire building and site development permits (this does not include paying the associated fees); assistance to the County in the development of pre-qualification documents should the County elect to prequalify contractors for the construction of the project; attend pre-bid conferences; evaluate bid openings and provide to the County a recommendation for contract awards; attend pre-construction conference; conduct regular site inspections (an average of once a week, not less than 3 hours on-site, required at a minimum) at critical points during construction by the appropriate disciplines to assure compliance with plans and specifications; and schedule and attend along with all appropriate design discipline personnel as may be required dependent upon work being performed on site, construction/contractor site meetings every two (2) weeks; provide observation of contractor s operations and work to determine compliance with plans and specifications, quality of workmanship and progress including a written report to County staff following each/every site visit, and attendance of Owner/Architect/Contractor meetings every two (2) weeks at a minimum until final acceptance of work; provide shop drawing and other necessary contractor's submissions review; review and provide proper supporting documentation to answer and address contractor Requests for Information (RFI) during construction; provide revised plans and other documentation to compensate for construction problems which arise due to an insufficiency of information on the construction documents; review payment applications and recommend action by the County for payments; lien waivers, permit acquisition, occupancy certificates, and warranty packages; work with contractors and make recommendations to the County to resolve conflicts and problems that may arise during the course of the project; evaluate requests for Page 13 of 33

14 changes in the project and make recommendation action by the County, exclusive of design services and, if necessary, recommend supplemental agreements; and participate in the final inspection of the project for compliance with contract documents; and assist the Animal Shelter staff in the transition and operational use of the new center and its many new training systems. After the first year of occupancy, at approximately month eleven (11) conduct a warranty inspection with and by all disciplines with the County and the contractor. Additional site visits as required to provide answers regarding design-related matters, or to observe needed adjustments in construction installed per the design, or extensions in construction contract time due to weather, shall be at no additional cost to Cherokee County. DETAILED COST ESTIMATES: During the course of providing design and engineering services, beyond the programming and master planning phase, the selected consultant shall prepare the following detailed cost estimates of the work and submit to the County for review and approval at (1) the conclusion of and with the program and master planning document, (2) at the conclusion of and with the submittal of the preliminary design and the scoping document for the Phase I portion of the project, for the described two-part schematic design presentation, and thereafter at (3) the Phase I design development and (4) final design phases of the development of the construction documentation, prior to approval and release for bidding. These estimates shall be at a level of detail that includes specific materials, systems and quantities derived from the drawings, and quality and performance standards contained in the specifications. The consultant is expected to develop the detailed design to incorporate the elements of the programming study and master plan within the budget established for this project. It may be necessary, however, to use these estimates to redefine the elements of the project to remain within the established budget or to bid certain portions of the project as alternates to remain within budget. The County shall rely on these several cost estimates. Any revisions to the plans and specifications that may be required due to inaccurate cost estimates by the consultant resulting in the project having to be re-designed and/or re-bid, will be the responsibility of the consultant at no additional costs to the County. This requirement shall also apply to the two-part schematic design presentation cost estimates. The consultant shall make presentations to County staff at each phase of design as outlined above and shall receive and incorporate comments into the documents as directed by staff. In its discussion and description of its project approach in proposed for consideration to be selected for this project, the Consultant shall indicate the number of meetings, presentations, and site inspections (particularly with regard to the Consultant's and Sub-consultants' participation in site inspections during the construction administration phase) included in the base fee. The consultant shall prepare and distribute minutes of all design and pre-construction phase meetings. DESIGN & ENGINEERING DOCUMENTS: Cherokee County will expect a package of deliverables above and beyond the deliverables required by any other State or County agency; for example the Departments of Planning, Development, Environmental Health, Water & Sewerage Authority, Public Safety, etc. All labor and materials provided by the consultant to satisfy the requirements of any such reviewing or permitting agency are to be included in the base fee and will not be considered for further reimbursement. Page 14 of 33

15 DELIVERABLES by and from the selected consultant for this project will include: 1. Programming and Master Planning: Presentation to County staff and the Board of Commissioners, three (3) complete sets of documents and reports for review. Again, the purpose of the programming and master planning phase is to assist the County in determining the scope and phasing of the project that will best meet the needs of Cherokee County and Animal; Shelter, within the stated construction budget, and that will minimize the required tax subsidy of operation and maintenance costs. 2. Preliminary Design: Presentation to County staff and the Board of Commissioners, three (3) complete sets of preliminary plans for the project s entire and full build-out, and recommendations for Phase I of the project to go forward, for review; preliminary cost estimate that identifies all major components and elements of the project by unit cost and total for design items, with allowances for all other costs; a preliminary list of all drawings and specification sections anticipated for the final package, and standard consultant specifications for all items anticipated in the design; and conceptual utility routing. At this stage of the project, the consultant shall meet with the Cherokee County Development Services building department to present and discuss all elements of the planned entire project, and Phase I scope to be constructed, to obtain and confirm permitting requirements and the documents required to obtain a permit in a timely and efficient manner. 3. Design Development: Presentation to County staff and the Board of Commissioners, three (3) complete sets of plans for review, for Phase I of the project only, including among others: building elevations, drainage and grading, clearing limits, erosion control measures, preliminary planting plan; updated cost estimate that identifies all major components and elements of the project by unit cost and total for design items; materials list, samples and descriptions, if necessary; drainage study calculations; special plans and details for unique elements; 60% complete specifications to be used for this project; updated schedule. At this phase the County may also elect to take steps to prequalify contractors for construction of the project. Design Development documents will most likely be provided to interested contractors, and the number and cost to provide these documents shall be determined and paid by the County. 4. Permitting: The selected consultant shall work with Cherokee County Development Services for preliminary and final submittals of the proposed and completed design and engineering documents for permit and plan review comments for land disturbance and building construction. Preliminary submittals may be in hardcopy format, with the final, formal submittal for permit to be submitted electronically, as set forth by the Development Services and Building Department procedures. The submitted design and engineering documents shall receive final approval for issuance of the permit to the selected Contractor Prior to release of the documents for public, competitive bidding through the Cherokee County Purchasing and Procurement Department. Page 15 of 33

16 5. Construction Documents Preparation: Presentation to County staff and the Board of Commissioners, three (3) complete sets of 90% complete plans for review, including all items necessary to bid and construct the project, and complete technical specifications. Notwithstanding the following information regarding the preparation and hardcopy distribution of design documents for review and bidding, the consultant shall work with Cherokee County to develop procedures for the electronic distribution of Phase I bidding documents: a. At least two weeks prior to advertisement of bidding date, Consultant shall present final, permitted construction documents, including two (2) sets of bound plans and two (2) unbound 3-hole punched set of technical specifications and frontend bidding and contract conditions, developed in close association with Cherokee County Office of Capital Projects. b. For purposes of bidding, the County will direct all interested bidders and other parties to obtain bidding documents electronically from/though the selected consultant, with all Bidders and other interested parties responsible for printing, therein helping to reduce reproduction costs to the project and the County. A mandatory pre-bid conference will be held. Only Georgia licensed General Contractors attending the mandatory pre-bid conference will be allowed to submit a bid to the County for the project. c. After award of the construction contract, Consultant shall provide to the selected General Contractor an electronic set of issued-for-construction documents of drawings and specifications that exactly match the bidding set, plus all issued Addenda, and all comments required by the Cherokee County building officials for permitting. The selected General Contractor shall in turn provide five (5) complete sets of the drawings and specifications for use by the County and Consultant. d. At the completion of construction of the project, Consultant shall provide to the County: one electronic set of the as-built construction documents, based upon the information provided by the contractor during the construction period; two sets of blueline prints of the as-built construction documents; three bound sets of all equipment description and operation manuals and warranties including cut sheets and shop drawing submissions for all equipment bearing a model number submitted for review throughout the construction process (for example, plumbing submissions, electrical hardware, light poles, site furniture, etc). Only custom fabrications for which these descriptive pages will not be helpful if the need or replacement occurs are excluded from incorporation in the manuals. The consultant shall also be responsible for providing digital information based on the following performance criteria: 1. Provide all plot files associated with each of the hard copy sheets, which shall include a boundary survey with topographic sheet and a site plan of the entire park site. The Consultant must confer with the County to ascertain the plotter type and pen table for which the plot files will be defaulted. 2. Provide digitally all data and elements present on all hard copies (i.e. plans, sections, elevations, details, illustrative graphics, etc.) in a form fully editable in Page 16 of 33

17 AutoCad. The loss of any data through conversion from any other digital format is unacceptable. Consultants are warned against the use of software or software features which are not fully compatible with AutoCad. 3. The Consultant shall provide font files for any fonts used which are not standard in AutoCad. All licensing or fee issues associated with the delivery of said font files shall be the responsibility of the Consultant to resolve. 4. All site design layers must present their associated data (ex. sanitary sewer, signage plan, vehicular roads and parking, etc.) in a format which covers the entire park acreage, and must include the same information as shown on all other views (enlargements, reductions, match-lined plans, etc.) included in the hard copy set. 5. Provide two sets of CD's containing all the information described above. 6. Submit with the proposal, proposed layer naming standards for site and building design. The County must approve the final file and layer naming standards used by the selected Consultant for this project. The County shall withhold Five Thousand and 00/100 Dollars ($5,000.00) of the consultant s fee until the integrity and completeness of the digital deliverable can be demonstrated. The Consultant shall include the provision of the above described deliverables package in the fee for the work and shall not be further reimbursed for these services. III. PROPOSAL SUBMISSION INSTRUCTIONS: Consultants are requested to SUBMIT ONE (1) ORIGINAL UNBOUND AND THREE (3) COPIES of the proposal package to meet the requirements below. 1. Provide a description of the experience of the firm or team in the design and construction administration of animal shelter & control facilities of a similar size and scope over the past six to eight years. Specific experience of the proposed team members who will actually be working on this project is required and should be highlighted. Specific experience of the lead consultant and its managers or designers who will directly manage or prepare the elements of the project shall be included; as set forth and described in the opening section and paragraphs of this RFQ/P. Explain how the team of the aforementioned animal shelter & control facility expert is associated with and will work and coordinate with a locally based other team member. In addition, the County will be looking at the demonstrated similar project experience of the proposed Mechanical/HVAC firm and the assigned Project Engineer/Designer. 2. Provide a Project Organization Chart describing all key personnel including, the point of contact with the County's agents; personnel responsible for quality control; personnel responsible for coordination of all sub-consultants; personnel responsible for performance of the project manager. Describe any special skills or experience which key personnel might contribute to the successful completion Page 17 of 33