RFP - On-Call Architectural and Engineering Service

The Roanoke Regional Airport Commission ("Commission") invites Architectural firms and Engineering firms (the "Offer or") to submit a proposal to perform professional consulting services related to Capital Improvement Projects at the Roanoke-Blacksburg Regional Airport on an "as needed and requested" basis for a specific term. All Proposals must be prepared and submitted in accordance with the following instructions and requirements. Proposal Format and Content a. The proposal will be limited to a maximum of 25 written pages, plus the completed compliance and certification forms - included herein as Section E, Attachments "A", "B", "C", "D" and "E". b. Four (4) hard copies and one electronic version of the proposal must be submitted. c. The proposal shall consist of a clear, concise and relevant presentation of requested information, which shall easily demonstrate the Offer or compliance with this RFP. d. The Offer or proposal will be attached to and made a part of the written contract (see Section F), except to the extent the proposal is modified by the written agreement of the parties or is inconsistent with the contract, and must include information concerning the following: i. Background of Offer or; including professional qualifications, breadth of services offered, financial resources, depth of personnel, office location(s), and reputation for timeliness, cost control, integrity and competence. ii. Recent experience (no earlier than 2015) of Offer or in undertaking similar work and services, especially for public agencies and airports, on an "on call" basis, in providing some or all of the types of services for the projects listed in Section B.5 below. Include name of client, contact person and phone number, nature of project/work, the office or branch performing the work, date of completion, and whether Offer or was a prime or sub-consultant. Offer or should specifically identify (by asterisk or otherwise) three recent contracts that best represent the proposed work and also include the key personnel involved in such projects. iii. Identify the office that will perform the work. If a branch office will do the work, the identity and capability of such office to perform independently of the home office; and/or the nature of, and capability to obtain, necessary support from the home or another branch office. iv. Identification of the project team and key personnel, in particular the Project Executive, Project Manager (Commission's day-to-day contact). Please include the role each individual will play and the extent of involvement by each in the work. Include the experience of each team member in the role identified. Include office location of all such individuals. Process for providing a resident project representative (RPR) services if requested. vi. Experience and technical qualifications of all key personnel to provide significant services on the proposed contract. vii. Relevant experience of key personnel in performing similar services or projects, especially the Project Executive and the Project Manager. Include client names, contact person and phone number, year work was completed, firm for whom he/she worked during the project, and role or position he/she held during the project. viii. Availability of key personnel for the contract work; current workload of proposed Project Executive, Project Manager, and other key personnel, including multi-year engagements and projects. ix. Offer or capacity to sustain loss of key personnel and/or major sub consultant(s). x. A detailed discussion of how Offer or would become familiar with the airport, its operation and procedures, its personnel, the security and other laws under which it operates, etc. xi. A detailed discussion of the tasks or steps the Offer or would undertake to establish, define and provide a proposal for each possible project. xii. Identification of exceptions to the proposed contract, including specific language proposed for any modifications to the contract terms. xiii. If Offer or and/or the proposed Project Manager have previously worked on or for an airport client: a. Name of airport where work was undertaken, date and nature of work performed. b. Offer or and the Project Manager's familiarity with TSA regulations and airport security requirements for design and construction in secure areas of the terminal building and airport. c. Offer or familiarity with the requirements pertaining to grant procedures/requirements and the use of Federal AIP funds, as well as the FAA's regulations, advisory circulars, policies. Only proposals received in the Commission's Administrative Offices, Second Floor Terminal Building, prior to the date and time specified in Section 4.a. above shall be considered. Proposals received after said time and date will be returned unopened. The time and date of receipt shall be recorded on the envelope(s). There shall be no public opening of any proposal submissions. All proposals submitted pursuant to this RFP will become the property of the Commission and will not be returned. Trade secrets or proprietary information submitted by an Offer or may not be subject to the Virginia Freedom of Information Act (Section 2.2-3700 et seq.), provided that the Offer or: (i) properly invokes the protections of Virginia Public Procurement Code Section 2.2-4342 for trade secrets or proprietary information prior to or upon submission of the data or other materials to be protected; (ii) clearly identifies the data or other materials in the proposal to be protected; and, (iii) states in writing the reasons why protection is necessary. By submitting a proposal, the Offer or consents and agrees that, notwithstanding any express or implied claim of copyright, any and all proposal documents submitted to the Commission are not subject to copyright and, as such, may be copied; however, the release of such documents shall be governed by applicable law, in particular the Virginia Freedom of Information Act. Scope of Work a. Scope of Services Description The selected architectural firm(s) and engineering firm(s) will be required to perform planning, programming, studies, design, construction administration and inspection (CA&I) services on an as-needed basis, to support the Commissions' Capital Improvement Plan. Individual projects will be identified by Commission staff for implementation under the Capital Program. Projects will differ in size, scope and complexity. At any given time, there may be a number of projects in various stages of implementation. The selected architectural firm(s) and engineering firm(s) will be required to manage all projects in all phases simultaneously, and to coordinate with Commission staff and the construction contractors. The Design Services scope of work may include, but is not limited to: o Facilitate design meetings and prepare meeting minutes. o Prepare and present periodic project status updates to AVN management, as requested. o Perform project assessments, alternative analysis, and cost benefit analysis. o Perform design services with emphasis on civil, structural, mechanical and electrical type of work. o Develop construction documents and specifications adhering to City of Roanoke and Commission standards and requirements. o Assist with bidding and reviews of construction contracts. o Prepare independent cost estimates. o Prepare schedules and phasing plans The Construction Administration and Inspection Services scope of work may include, but is not limited to: o Facilitate/attend construction meetings and prepare meeting minutes. o Prepare and present periodic project status updates to Commission management, as requested. o Perform on-site examination of materials, equipment, and workmanship. o Keep the Commission informed of the progress of the work, and will guard the Commission against defects and deficiencies in such work and will disapprove or reject work failing to conform to the contract documents. o Provide quality control services during the course of construction to assure the overall technical correctness of the construction services are being followed and construction schedule is being met. o Arrange and coordinate special inspections for structural, mechanical, and electrical work as required. o Prepare independent cost estimates. o Review and approve shop drawing submittals. o Assist with reviews of contractor documents. o Prepare, respond to and/or review: meeting minutes, correspondence, scope of work and cost proposals, change orders, schedules, Requests for Information (RFIs), submittals, adjustments, test data, project data, etc. o Upload project related documentation into the Commissions electronic filing system in a timely manner. o Review contractors' payment requests o Conduct substantial completion inspections and create a list of items to be completed or corrected. o Conduct final completion inspections and ensure completion of all items identified during the substantial completion inspections. o Develop record documents. o Perform close-out related services. o Participate in warranty inspections. The selected architectural firm(s) and engineering firm(s) will be knowledgeable in regulatory requirements associated with the operation and maintenance of airports, and will be responsible for coordinating with regulatory agencies such as Federal Aviation Administration (FAA), Transportation Security Administration (TSA), Virginia Department of Aviation (DOAV) and the City of Roanoke Planning, Building & Development Department.

Division 01 -	General Requirements.
Division 03 -	Concrete.
Division 04 -	Masonry.
Division 05 -	Metals.
Division 06 -	Wood, Plastics, and Composites.
Division 07 -	Thermal and Moisture Protection.
Division 08 -	Openings.
Division 09 -	Finishes.
Division 10 -	Specialties.
Division 11 -	Equipment.
Division 13 -	Special Construction.
Division 21 -	Fire Suppression.
Division 22 -	Plumbing.
Division 23 -	Heating, Ventilating, and Air Conditioning (HVAC).
Division 25 -	Integrated Automation.
Division 26 -	Electrical.
Division 27 -	Communications.
Division 31 -	Earthwork.
Division 32 -	Exterior Improvements.
Division 33 -	Utilities.
Division 34 -	Transportation.
Division 35 -	Waterway and Marine Construction.