The City of Cheney (City) is soliciting proposals from qualified individuals or firms to provide design services for a new Aquatic Facility at Hagelin Park. The project will replace an outdated Cheney Municipal Pool, which is currently located within Hagelin Park. Cheney, located in the Spokane County, is a city of approximately 13,160 residents and is home to Eastern Washington University. The City owns and operates the Cheney Municipal Pool at Hagelin Park. The facility was constructed in the early 1970s and is past their useful life and riddled with mechanical, electrical and structural issues. The City's aquatics programs are very popular and serve many community members to include those outside the current city limits. Youth swim lessons are the most popular offering by the Cheney Parks and Recreation Department. Lap swim, water aerobics, Cheney Sharks Swim team continue to be popular offerings at the current pool. The age and condition of the facilities, and the changing demand for community, recreational and aquatic programming created the opportunity in 2022 for the City to pursue an assessment of the current facility for repair or replacement through a request for proposals from firms qualified to provide evaluation and recommendations for the facility. As part of this initiative, the City retained NAC Architects and several subcontractors to prepare a conceptual site plan for the replacement of these facilities. The proposed project is within Hagelin Park and will occupy an expanded site where the existing Cheney Municipal Pool is located. As currently envisioned, the existing Cheney Municipal Pool will be demolished for the new Cheney Aquatics facility to be built. The conceptual site plan encompasses a roughly 1.9 acre site that includes an aquatic facility with an outdoor gathering space/picnic area, 4500 SF pool house with locker/changing rooms, outdoor event terraces, a 25-meter lap pool with diving area, a recreational pool with a zero depth entry and spray area, water walk, climbing wall, lazy river, waterslide flume with run-out bathhouse and pool mechanical building. This project will be funded through general obligation bonds after voter approval of Cheney Proposition No. 1 on the August 1, 2023 Primary Election Ballot. The key facility elements are further described below: Building Features: 4000 SF Leisure pool and amenities for family recreation that include a lazy river, climbing wall, zero-depth entry, water walk, spray features, flume water slide 6 lane 3450 SF fitness/lap pool with diving boards and deeper tank Roughly 4,500 square foot combination mechanical room and bathhouse, including locker rooms and bathrooms Possible all-electric pool and building systems Outdoor Spaces: New landscaping, pathways, umbrellas and lighting Other amenities necessary to provide for all operations of the facility Fencing and Security Fencing and Security The conceptual site plan was approved by the Cheney City Council on March 28, 2023 and should be used as the guiding document for the development of more detailed design drawings as defined in the scope of services below. More information about the project can be found in Attachments 1-3. The successful proposer will provide design services for the following components. Although the following is representative of the scope of services for this project, other duties of a similar nature may be required. Review existing documentation The successful proposer shall become familiar with the background for this project, including NAC Pool Study Report, prior facility and program needs assessments, preliminary conceptual plans, participation, and budget data. Develop a community engagement strategy to solicit and consolidate input from a variety of constituents: Design and facilitate a minimum of one public outreach meeting to receive community input regarding current and future demand for aquatic programs and facilities. Summarize and incorporate (where applicable) feedback received from the community meeting(s). Prepare materials for and present at City Council, Cheney Park Boad. Prepare summary document following each meeting. Any additional community involvement will be determined by the City in conjunction with the successful proposer. Schematic Design Phase. Prepare schematic designs that include, but will not be limited to: Written program Preliminary building elevations and sections Floor and roof plans showing all rooms and areas, entrances, exits, circulation areas, and major mechanical areas Pool plans and section showing size, depth, layout, and amenities of both lap and recreational pools Landscaping concepts for all outdoor spaces Preliminary analysis of Building Code requirements and approvals process Mechanical and plumbing narrative, including conceptual mechanical and plumbing systems design focused on preliminary plumbing; building envelope recommendations, load reduction strategies, water efficient plumbing and potential water re-use strategies, and mechanical space requirements Electrical narrative, including conceptual electrical service design, site power distribution, lighting controls, electrical room space requirements, schematic single line diagrams, and preliminary photovoltaic panel capacity requirements (see electrical engineer's attached scope document) Perspective sketches, detailed renderings, and/or massing models to illustrate the new facility from various angles and within the surrounding context Refinements to cost estimates prepared with NAC in June 2023 Preliminary operational cost estimates, divided into specific building and recreational components/features Design Development Phase. Based upon the schematic design documents approved by the City and any adjustments authorized by the City in the program, schedule or construction estimates, the successful proposer shall prepare, for approval by the City, design development documents consisting of drawings and other documents to fix and describe the size and character of the project as to architectural, structural, mechanical and electrical systems, materials and such other elements as may be appropriate. Design development deliverables shall include the following: Swimming pool plan views Swimming pool longitudinal and cross sections Swimming pool finish details Swimming pool rail goods / equipment details Site and building plan views Building elevations and sections Building finish details Landscaping and hardscape details Swimming pool decks and drainage details Full cost estimates for all of the above The successful proposer shall also provide the City with building and infrastructure requirements, including design criteria, as needed to sustainably service and maintain the aquatics facility and equipment, including: Swimming pool equipment room dimensions Building mechanical room dimensions Sanitary/storm sewer requirements and points of connection Domestic water requirements and points of connection Natural gas requirements and points of connection HVAC requirements for swimming pool and building equipment including preliminary equipment selection and location, routing of major systems, and single line diagrams Electrical requirements and points of connection for swimming pool and building equipment Swimming pool decks and drainage details Landscaping and hardscape details Full cost estimates for all of the above At the conclusion of this phase, the successful proposer shall advise the City of any adjustments to the rough order of magnitude estimate of probable construction costs and operating costs identified in the schematic design phase. The successful proposer will be required to present the design development deliverables to public meetings of the City's Park Board and City Council. 5. Construction Documents Prepare detailed construction drawings based on approved project design Prepare written technical specifications for construction of the approved project design Assemble Special Provisions document including the contract bid documents and the technical specifications Prepare detailed cost estimates 6. Bid and Construction Administration Assist with pre-bid questions, clarification and preparation of addenda Review all material submittals from the contractor for compliance with the construction specifications Assist in response to clarification requests and the preparation of change orders Provide Record Documents at Project Close-out C. PROPOSAL CONTENT & SUBMISSION REQUIREMENTS Responses should not exceed 20 pages in length including all exhibits or attachments other than resumes. Seven hard copies of the proposal and an electronic version (USB drive is acceptable) of the proposal must be submitted. Responses must be received no later than 5:00 p.m. PST on September 8, 2023 at the address listed below. Facsimile copies of proposals will not be accepted. The City must receive both the hard copy and the electronic versions before the expiration of the hour specified to consider a proposal. Submissions of a paper version that differs from the electronic version may result in disqualification. Late submittals and submittals not received in both hard copy and electronically before the expiration of the hour specified may not be considered and may be rejected/returned unopened, regardless of when they were sent. To be considered in the selection process, the proposals should highlight the respondent's expertise in the areas listed in the Scope of Services, and must include all the following, organized as follows: Transmittal Letter expressing the respondent's interest and qualifications. The letter must contain the signature of the individual who is authorized to bind the proposer to the terms of the proposal, a statement that the response is valid for 90 days, and a statement disclosing any past or ongoing potential conflicts of interest the consultant may have as a result of performing the requested work. The letter should also briefly explain how the proposer's expertise is demonstrated by previous experience, and the value or benefits that stand out from other proposers. 2. Respondent Profile, which includes: A brief overview of the firm, and the respondent's name, address, telephone numbers, web site, and e-mail address A summary of relevant experience including, but not limited to: Aquatic facility planning, design and engineering expertise Aquatic facility capital and operating cost estimating expertise Site evaluation capabilities and experience, including any required traffic and parking impact expertise Public outreach and engagement expertise Knowledge of Cheney's local and regional recreation and aquatics programs and facilities The lead or project manager for the team A listing of team personnel who will actually be assigned to perform the work on this project, a breakdown of project management hierarchy, and a description of tasks assigned per project team member and their work location and availability to perform the work Resume and experience record for each person, including years of relevant experience, education and anticipated amount of time each will actually work on this project and location of each person For firms located outside the region, address how you will remain responsive to short notice requests and meetings The proposal should also include the names and addresses of any outside sub- consultant(s) or associate(s) proposed to be involved with this project, with the proposed sub-consultant(s) experience and qualifications for firm's assigned personnel 3. Project Approach and Understanding - Describe your understanding of the project and a detailed description of how your firm proposes to manage this project. Include sufficient discussion of proposed methodologies, techniques, and procedures for the tasks identified in the scope of services, with particular reference to engagement with the City and community. Outline internal protocol for ensuring clear communication between the City, proposer and all subcontractors. 4. Work Plan and Schedule: Explain in detail the proposed workplan, including all anticipated tasks and deliverables to address the RFP scope of work. Include a schedule for the workplan. 5. Hours by Task and Fee Rates: Identify the hours by task and assigned staff. Provide a current fee schedule of proposed compensation rates. The City understands this may change during contract negotiations. 6. References for at least three similar projects managed within the last five years, ideally from other public jurisdictions, by the personnel proposed for this contract. References should identify the client organization, nature and date of the contract, and the name, title, telephone number, web site, and e-mail address of the contact person for each reference. The references shall include the cost of the project and scope of work accomplished. The list shall include projects that were similar in size and scope to the City's Aquatic Facility project. Include at least three references for each sub-consultant. Selected Proposer Begins Work October 2, 2023 Prospective proposers are asked to contact Mark Schuller mschuller@cityofcheney.org or (509) 498-9255 no later than 5:00 p.m. PST on August 28, 2023 to confirm their attendance at the Proposer's Conference. Proposers should bring those personnel who are needed to ascertain the scope of this project. City responses to questions will be made in the presence of all attendees. F. MINIMUM QUALIFICATIONS The applicant should have experience and history performing this type of work or service, particularly projects with similar scope. Referenced projects should be of comparable size, scope, and magnitude where the proposed approach/methodology was successfully implemented within the past five (5) years. Significant experience working with municipalities. Demonstrated ability to successfully complete the scope of services on time and within budget. Demonstrated ability to successfully work with municipal staff, elected/appointed officials and the general public. G. SELECTION PROCESS A fully responsive proposal will demonstrate the successful proposer's ability to meet the City's goals. The overall quality and thoroughness of the proposal will be evaluated in addition to the minimum qualifications noted above. The successful proposer will be familiar with the background for this project, including Your Parks Your Future, Heather Farm Master Plan, prior facility and program needs assessments, preliminary conceptual plans, current arts and recreation programs, participation, and budget data. The proposal will also be evaluated using, but not limited to, the following criteria: Completeness, overall organization, quality and clarity of the response Demonstrated understanding of the City's vision and the requirements of this RFP Relevant qualifications and experience of the respondent and specific team members Direct experience in aquatic facility design and construction Experience conducting effective outreach with public agencies, community-based groups, and the public at large Satisfaction of previous and current clients related to community engagement, facility design, graphic visualization and other relevant client interaction. Ability to meet contract and insurance requirements The City will review all proposals received by the deadline, evaluate proposals that are deemed to be responsive, identify a short list of proposers to interview, and conduct interviews, if necessary. The City will then enter contract negotiations with the proposer whose understanding of the City's goals, qualifications, experience, proposal content and quality, proposed approach and work plan, availability, references, and other factors best meet the City's needs. If it is not possible to negotiate a satisfactory agreement with the first choice proposer, the City may negotiate with another proposer. H. STANDARD CITY CONSULTANT AGREEMENT An agreement will be negotiated and executed with the selected architect. The City's standard consultant agreement is provided as Attachment 7 for information. Please review this document and state, for the City's consideration, in the proposal any requested changes or objections to the terms of the agreement. All work performed, all charges billed by the selected architect/firm, and all insurance and other requirements will be in accordance with the terms of the agreement. I. TERMS & CONDITIONS OF THIS REQUEST All costs for preparing or responding to the proposal in response to this RFP are solely the responsibility of the proposer and shall not be reimbursed in any manner by the City. A proposer may withdraw and resubmit a proposal prior to the proposal submission deadline. No re-submissions will be allowed after the submission deadline. Proposals and materials produced by the selected proposer in the course and scope of this engagement shall become property of the City of Cheney once received by the City. Changes to the selected proposer's project personnel shall not be allowed without prior written approval by the City. All submitted proposals are considered public records subject to disclosure. The City does not make representation that an agreement will be awarded to any party making a submittal. The City is not liable for any costs incurred by the proposers related to the preparation of their proposal or in any other aspect of their consideration for this engagement. The City reserves the right, at its sole discretion, to alter, amend, modify or cancel this solicitation at any time, including the modification of the deadlines and schedule and/or the scope of work, or to withdraw this solicitation, in whole or in part, at any time prior to the award of a contract pursuant hereto. The City reserves the right to reject any proposals that are deemed to be unresponsive, reject all proposals, in whole or in part, or to otherwise cancel this RFP, in whole or in part. The City reserves the right to request clarification of any proposal term from Proposers. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer's services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. The City reserves the right to waive informalities and minor irregularities in proposals received and/or the RFP process. Any irregularities or lack of clarity in the solicitation should be brought to the City's attention as soon as possible so that corrective addenda may be furnished to proposers if deemed necessary by the City. Any final contract will include the City's standard insurance and indemnification requirements, substantially in the form outlined in Attachment 7. Proposals must include any exception to the City's standard insurance and/or indemnification requirements and shall include any and all of proposer's proposed terms and conditions, including the Proposer's standard contract language. The omission of these documents may render a proposal non-responsive. Each proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, suspensions, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer's prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. Any contract resulting from this solicitation shall not be effective unless and until approved by the appropriate City officials. Proposer understands and acknowledges that the representations above are material and important and will be relied on by the City in evaluation of the proposal. By submitting a proposal, proposer represents and warrants that it has thoroughly examined and is familiar with work required under this RFP, that proposer has conducted such additional investigation as it deems necessary and convenient, that proposer is capable of providing the services requested by the City in a manner that meets the stated objectives and specifications as outlined in this RFP, and that proposer has reviewed and inspected all materials submitted in response to this RFP. Once the proposer has been selected, a failure to have read the conditions, instructions, and specifications herein shall not be cause to alter the contract or for selected proposer to request additional compensation. By submitting a proposal, the proposer represents that it and its subsidiaries do not and will not discriminate against any employee or applicant for employment on the basis of race, religion, sex, color, national origin, sexual orientation, ancestry, marital status, physical condition, pregnancy or pregnancy- related conditions, political affiliations or opinion, age, or medical condition.