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HomeMy WebLinkAboutPre Oval Process 1110 4 City of Oak Park Hei • • 14168 Oak Park Blvd. N • Box 2007 • Oak Park Heights, MN 55082 • Pho 651) 439 -4439 • Fax (651) 439 -0574 March 14th, 2009 TO: SUBMITTING ENER CO A. 0 S FROM: Eric Johnso , C • / str • r RE: Final Prequ „ Iification Dete 111 • ion This document conveys score utilized to tabu . e and finalize those firms deemed to be Pre - Qualified. Procedurally, the City Engineer (Dennis Postler) and the City's Architect (Randy Engel) independently calculated scoring for each firm and in each category. Instead of • applying an "all or nothing" approach to the categories, a graduated scale was utilized so that some points were awarded for responses that did not exactly match the requested information. Upon the determination of the scores from both the City Engineer and Architect, these figures were then averaged and then rounded upwardly to define final score. Further review and discussion was given to firms that were disqualified by the calculation so as to better review and understand such submittals and to potentially reconsider scoring. The City does maintain for public review copies of submitted Prequalification documents as received from General Contractors. Attached is the listing of: • Name of Firms that Inquired of the City to send information. • Name of Firms that submitted information to the City of Oak Park Heights • Listing of Firms found to be "Prequalified" and scores • Listing of Firms found NOT to be "Pre- qualified" and score Please contact Eric Johnson at 651- 439 -4439 for questions. Thank You. .1 • a 0 a C T O 0 O c W T O. 0 a C 0 r o c gag C 2 v U a c e o._ ct o a 015 S' -- m m 0..-- c 0 e g 0 4 am U m Zc 2. ( m ' a0 . 0 m c o U E. 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Lt, I Li\ - 0 A -1-- -A-_ A t.° 0 ._ , -N., ``,, o s ,.... lb % 1 ,..3, a 1- .4 fr 4 2p. ,441 4 1 / 3 a - a v All‘-' al 1 Iglia. Its 1_ P., s' _ :_rte. _ . x _ x ■ • City of Oak Park Heights - City Hall Facility 9 ty tY Summary of Findings - Review of Prequalification Applications 3 -11 -09 Copeland: This applicant has been disqualified as the submission documents did not demonstrate sufficient experience of public and /or similar facilities. Flannery: This applicant has been disqualified as the submission documents did not demonstrate sufficient experience of public and /or similar facilities. The applicant provided no letters of recommendation. Merrimac Const.: This applicant has been disqualified as the submission documents did not clearly demonstrate sufficient experience of public and /or similar facilities - only provided a listing of projects; did not provide detail of owner's contact information; did properly not specify the scope of change orders. Parkos Const.: This applicant has been disqualified as the submission documents did not demonstrate sufficient experience of public and /or similar facilities. No "public" letters of recommendation were supplied. R.J. Ryan: This applicant has been disqualified as the submission documents did not demonstrate sufficient experience of public and /or similar facilities. The applicant provided no "letters of recommendation ". The listing of the job supervisor was undefined as to exact roles in previous projects. Ryan Companies: This applicant has been disqualified as the submission documents did not demonstrate sufficient experience of public and /or similar facilities. Siegfried Const.: This applicant has been disqualified as the submission documents did not demonstrate sufficient and recent ( <5 yrs) experience of public and /or similar facilities. Limited submitted information about listed job superintendent. • • y City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007 • Oak Park Heights, MN 55082 • Phone (651) 439 -4439 • Fax (651) 439 -0574 I March 11+x, 2009 TO: SUBMITTING GENERAL CONTRACTORS FROM: Eric Johnson, City Administrator RE: Prequalification Determination Following the tabulation of responses submitted to the City for Pre - Qualification Approval for the City Hall Facility Project; the City does determine that the following General Contractors are classified as "Pre- qualified" under the terms as required in the Pre - Qualification Packet. • PreQualified Firms Adolphson & Peterson Construction, Inc. Borson Construction, Inc. James Steele Construction Company Jorgenson Construction, Inc. LS Black Constructors Lund Martin Construction, Inc. Maertens-Brenny Construction Co. Morcon Construction, Inc. Shaw- Lundquist Associates, Inc. Sheehy Construction Company Stahl Construction Company The City does maintain for public review copies of submitted Prequalification documents as received from General Contractors. Please contact Eric Johnson at 651 - 439 -4439 for questions. Thank You. • N N. .......21---------.------4 k _ 4 ;,.. T. - _ 1_ -4 . e v , Oo 10. . R —1 t en 4 N - i" . a -, N . kn Ni � 1 E 1 I ll 9 V l,i N F p s ;_ � � - ' %s &+ N V T _ _ ziL , 1 I 1 � 1 1 1 l T v3 .... a N a . k _. �, N _ _ z- rv� 1 N ' M' Nl _ . a r....... '.. . ............ o " . N e n co � " � pp r . a s= QO. N O c * .1, 4 + .. '� t N 1 F p N In ( -k,-,A 41 Ln 1 0 • _ s % _ ...... . _ =-= ma Aq panna!Aab -r I 9 / 7 d Jo} suoile1n)1e) ooi sauce 7� a��' /£ales 0`W Aq paJedaJd ffo,ti luau) / a6ed oN pafoJd l/V •#( Inlaid r ti t:AC 1 r'6 {{ 11 N' : • 3 • N s . V .. ? H a* 24 ,, - s ,�(�' � 1 "s, �, ` _._ TAN - ..... ...f4': `Q ..... p a ; ... qb • `�yy per ........ ........ • b 3' �i� 1 0 ty, �,. - . • e. V 2 • d ...... _. \ , $ w tic . • age �t pannainaa x JO i1 v vauue snaliy�iq vaam6o3 !�► oojTsauoe 7 r aled dq paJedeJd lua 2 a6ed ON pafa Paf oid fY n U9 2 d 2 Jae o a Page l of 2 • Eric Johnson From: Douglas Sell [ douglas .sell(aaci.east- bethel.mn.us] Sent: Tuesday, March 10, 2009 10:07 AM To: Eric Johnson Subject RE: Experiences with General Contractors - City Hall Construction Our recent building experience ie: new fire station (2006), new pubic works facility (2005) and city hall expansion (2007) did not include any of the contractors you mentioned. Doug Douglas Sell, City Administrator 2241 221st Avenue NE East Bethel, MN 55011 Phone: 763 -434 -9569 Fax: 763 -434 -9578 E -mail: douglas .sell @ci.east- bethel.mn.us From: Eric Johnson [ mailto: eajohnson @cityofoakparkheights.com] Sent: Tuesday, March 10, 2009 9:31 AM To: MN C&C Mgr Assoc Subject: [mcma] Experiences with General Contractors - City Hall Construction (It did not appear that my earlier email survived, I have not attached the document as noted, I am happy to forward it to anyone. 3-9 -09 Members, The City of Oak Park Heights is in the process of building a new City Hall / Public Works Building - $6 Million 123,000 As part of this process, the City has established a Bidders Pre - Qualification Process, by which possible General Contractors must submit information about their firm's, experience, letters of recommendation, history of project managers, default history, etc. (attached for your possible use in the future) Essentially, the City only wants qualified firms to actually submit a bid on this project as opposed to a home builder, per se. The City has received submittal packets from 18 firms; I am curious if any of you have had experiences with any of these, good or bad. Any input is welcome. Please call me at 651- 439 -4439 and tell me your City's story with any of these contractors. Thanks Eric Johnson City of Oak Park Heights • 3/11/2009 Page 2 of 2 • Adolphson & Peterson Construction, Inc. Borson Construction, Inc. Copeland Building Corporation Flannery Construction, Inc. George Siegfried Construction Co. James Steele Construction Company Jorgenson Construction, Inc. LS Black Constructors Lund Martin Construction, Inc. Maertens -Brenny Construction Co. Merrimac Construction Company Morcon Construction, Inc. Parkos Construction Company R.J. Ryan Construction, Inc. Ryan Companies Shaw- Lundquist Associates, Inc. Sheehy Construction Company Stahl Construction Company • You are currently subscribed to mcma as: douglas .sell @ci.east - bethel.mn.us To unsubscribe send a blank email to leave- 140505- 19129. de3b44f4e0e248b9d56ece385a6c1950 @listserv.lmc.org • 3/11/2009 Page 1 of 2 • Eric Johnson From: Kvenvold, Steve [skvenvold©rochestermn.govi Sent: Tuesday, March 10, 2009 11:26 AM To: Eric Johnson Subject RE: (mcma] Experiences with General Contractors - City Hall Construction Eric, the City of Rochester has had experience with Adolphson and Peterson on a couple of occasions and would recommend them highly. Stevan From: Eric Johnson [ mailto: eajohnson @cityofoakparkheights.com] Sent: Tuesday, March 10, 2009 9:31 AM To: MN C&C Mgr Assoc Subject: [mcma] Experiences with General Contractors - City Hall Construction (It did not appear that my earlier email survived, I have not attached the document as noted, I am happy to forward it to anyone. 3 -9 -09 le Members, The City of Oak Park Heights is in the process of building a new City Hall / Public Works Building - $6 Million 1 23,000 As part of this process, the City has established a Bidders Pre- Qualification Process, by which possible General Contractors must submit information about their firm's, experience, letters of recommendation, history of project managers, default history, etc. (attached for your possible use in the future) Essentially, the City only wants qualified firms to actually submit a bid on this project as opposed to a home builder, per se. The City has received submittal packets from 18 firms; lam curious if any of you have had experiences with any of these, good or bad. Any input is welcome. Please call me at 651- 439 -4439 and tell me your City's story with any of these contractors. Thanks Eric Johnson City of Oak Park Heights Adolphson & Peterson Construction, Inc. Borson Construction, Inc. Copeland Building Corporation Flannery Construction, Inc. George Siegfried Construction Co. James Steele Construction Company Jorgenson Construction, Inc. • 3/11/2009 Page 2 of 2 • LS Black Constructors Lund Martin Construction, Inc. Maertens- Brenny Construction Co. Merrimac Construction Company Morcon Construction, Inc. Parkos Construction Company R.J. Ryan Construction, Inc. Ryan Companies Shaw - Lundquist Associates, Inc. Sheehy Construction Company Stahl Construction Company You are currently subscribed to mcma as: skvenvold @rochestermn.gov To unsubscribe send a blank email to leave- 140505 - 4230. c0e19ceOdbabbc0dl7a4f8d4324cc8e3 @listserv.lmc.org 10 3/11/2009 Page 1 of 2 Eric Johnson From: Brent Mareck [administrator@winsted.mn.us] Sent: Tuesday, March 10, 2009 9:38 AM To: Eric Johnson Subject: RE: [mcma] Experiences with General Contractors - City Hall Construction Hi Eric....I don't have any input on the GC's below; however, we just finished building a 13,000 sq. ft. city hall...we moved in July of 08. I'm not sure if this will be applicable to you, but if you have not already, make sure that your contract / bid documents are real clear on winter construction costs (heat cover for block, foundation, etc...) it may not be pertinent to your schedule, but our contract/specs were not clear and it caused a whole lot of consternation between the city and the contractor (Greystone out of Shakopee). Good Luck with your project! Brent Mareck City of Winsted 320- 485-2366 From: Eric Johnson [ mailto: eajohnson @cityofoakparkheights.com] Sent: Tuesday, March 10, 2009 9:31 AM To: MN C&C Mgr Assoc Subject: [mcma] Experiences with General Contractors - City Hall Construction (It did not appear that my earlier email survived, I have not attached the document as noted, I am happy to forward it to anyone. 3 -9-09 Members, The City of Oak Park Heights is in the process of building a new City Hall / Public Works Building - $6 Million / 23,000 As part of this process, the City has established a Bidders Pre - Qualification Process, by which possible General Contractors must submit information about their fir's, experience, letters of recommendation, history of project managers, default history, etc. (attached for your possible use in the future) Essentially, the City only wants qualified firms to actually submit a bid on this project as opposed to a home builder, per se. The City has received submittal packets from 18 firs; I am curious if any of you have had experiences with any of these, good or bad. Any input is welcome. Please call me at 651- 439 -4439 and tell me your City's story with any of these contractors. Thanks Eric Johnson City of Oak Park Heights 4 . 0 3/11/2009 • City of Oak Park Heights City Hall Facility General Contractor Pre- qualification Process Packet • • Page 1 of 14 2/11/09 OPH Bidder PQ Process Packet • (2/11/09 Final) City of Oak Park Heights — City Hall Facility Project General Contractor — Bidder Pre- qualification Process General Description of Pre - qualification Process The City of Oak Park Heights is seeking the services of a qualified General Contractor to construct a new City Hall Facility. The new Facility is to be located directly north of the current City Hall, with the current City Hall to be demolished once the new Facility is completed. As part of the review process to ultimately determine a final General Contractor the City is implementing a Bidder Pre - Qualification Process. Under this process 'Bidders' are required to submit evidence that they have practical and significant knowledge and ability of the particular work to be bid upon and that they have the financial resources to complete the proposed work in timely fashion. The City may not consider issuing final contract for this Project unless a Bidder submits required information and meets the minimum thresholds required. The object of the request for the Bidder's qualifications is to make it possible for the City to have reliable information on the financial ability, equipment and personnel available, past performance and experience of the Bidder in order to reduce the hazards involved in awarding a Contract to a party apparently not qualified to perform it and to best determine those Bidders qualified to properly complete the work. Pursuant to the guidelines below, Bidders must readily and independently document that the Bidder possesses the experience, available personnel, equipment and the financial resources for a timely and professional completion of the Project. The Bidder shall submit the requested information that will assist the City in determining whether the Bidder is adequately prepared to fulfill the Contract. The City reserves the right to reject any proposal where an investigation of the available evidence or information does not satisfy the City that the Bidder is qualified to carry out the terms of the Contract. The City's decision as to the grading of qualifications is final. Failure on the part of any Bidder to carry out previous contracts satisfactorily or lack of experience or equipment, necessary for the satisfactory and timely completion of this project may be deemed sufficient cause for the disqualification of said Bidder and as determined by the City. General City Hall Facility - Project Description: This Project is composed of: a new one -story plus basement level City Hall building, additions to and renovations of an existing Public Works Building Garage, open vehicle parking areas, two open -air fence - enclosed outdoor storage areas and various site work (storm water drainage and landscaping). Most of the existing City Hall building will be demolished and a paved vehicle parking area will replace it on the site. An underground geothermal well system for heating and cooling of the City Hall building will also be present. The new City Hall building will have a gable- roofed structure clad in brick with an adjoining stone -faced council chamber both of which anchor a brick -faced octagonal Rotunda topped with a skylight. See Attachments: Attachments: 1. Site Map / Project Location 2. Al Site Plan 3. A2.1 Lower Floor Plan 4. A2.2 Main Level Floor Plan 5. A3.0 Exterior Elevations - (east & south) 6. A3.0 Exterior Elevations - (west & north) Estimated Bidding Timeline: 1. Issue Pre - qualification Process - Release and Advertised 2/13/09 2. Prequalification Information Responses Due & Opening 3/6/09 3. General Bid Process - Release and Advertised 2/27/09 4. General Bids Due & Bid Opening Date 3/31/09 • Page 2 of 14 2/11/09 OPH Bidder PQ Process Packet Pre - Qualification Process: To participate and complete this Pre - Qualification Process - complete the following: 1) Compile and provide the information requested below (Items 1 -6) in a professional manner, clearly labeled and /or tabbed in the following order. Provide five complete original packets for review. Please be as complete and as succinct as possible; provide only relevant, non - extraneous information. (Do not submit general brochures from your firm as documentation unless these exclusively and in detail respond to a particular question) Item #1: Provide detailed history documenting your firm's previous experience constructing a public facility (such as a city hall, school, courthouse, police garage, etc) similar in size and functions within the last five years, to the satisfaction of the owner - Provide detailed documentation discussing your firm's role in the project. Also provide facility owner's name and contact information. • For each additional facility qualifying under the above category - Provide Detailed Documentation for each project including name and contact information. Item #2: Provide detailed history documenting the experience of the assigned job superintendent in supervising construction of a facility similar in size and functions within the last five years, to the satisfaction of the owner - Provide Detailed Documentation including but not limited to a copy of his /her resume and specify how long has this job superintendent been with your firm. (Note: carefully complete this section as the City will expect that this individual would be assigned to Project should your firm be awarded Project. If this person is ultimately not available the City reserves the right review (to approve or deny) any alternate person to be proposed. • For each additional facility (supervised by such individual) that qualifies under the above category - Provide Detailed Documentation Item #3: Provide detailed history, (including contact Information of the owner) of initiating change orders (not at owner's request) that total more than 5% of the original bid of a similar project within the last five years. If your firm has not initiated change orders on a project totaling more than 5% on a single project provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Item #4: Provide a detailed history of complaints, including contact information, regarding the 'quality of work' of • projects within the last five years; This includes any work of your subcontractors for which your firm was responsible for. Please also describe how your firm addressed these complaints. If your firm has not received any complaints regarding `quality of work' on a project within the last five years provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Item #5: Provide copies of any "letters of recommendation" from other MN. local units of government in which you may have constructed similar facilities within the last five years. Item #6: Has your firm been found in "default" on any project in the past ten years; if so, please explain in detail? Have the principals of your firm been involved with "default" proceedings with another or previous firm, if so please explain in detail? Provide the exact name, address and contact information of the Principals of your firm. If your firm or its principals have not been found in default on a project, provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Item #7: Provide detailed information if your firm, or its principals, have ever been "debarred" from bidding on any government contracts (Federal, State, School or Local). If your firm or its principals have not been `debarred' from government contracting, provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. 2) Utilizing your firm's letterhead, provide an original 'cover letter' at the front of each packet of information introducing your information as well as a fully executed original Statement of Intent, see enclosed. Both documents must be signed by the OWNER and /or PRESIDENT of your firm, being that person with the authority to bind such firm in any future contract documents. 3) All submissions shall be delivered in a sealed packaging and all submissions shall be opened for purposes of general identification in open forum immediately after the submission due date and time. (No facsimile or electronic submissions will be permitted). The City will then in more detail review the responses, hold an 'open to the public' scoring platform and apply appropriate scoring within • approximately 10 business days — Also see the Legal Notice for additional parameters, requirements and conditions. Page 3 of 14 2/11/09 OPH Bidder PQ Process Packet 4) All submissions shall be provided to the City of Oak Park Heights, Attention City Administrator; • located at 14168 Oak Park Blvd, Oak Park Heights, MN 55082 and not later than 2:00 pm (CST) on March 6th, 2009. PLEASE NOTE THE FOLLOWING INFORMATION: • Received information will be analyzed and ranked in detail to determine the qualification of all bidders. Failure to provide detailed information or respond to any questions will be grounds for the City to disqualify your prequalification submission. Do not submit extraneous or non - relevant information. Answer the questions clearly and succinctly. • Firms may select to forgo this Pre - Qualification process. However, the City will preclude the issuance of a contract to any firm that does not successfully complete and qualify under the Pre - Qualification process. • Should the City discover (and verify) information that is contrary to the information provided, the City reserves the right to immediately disqualify such bidder. • Should the City discover information that demonstrates that within the last ten years, that a bidder has engaged in disingenuous building /contracting practices resulting in material cost overruns; a finding of default and /or subsequent litigation, the City reserves the right to immediately rescore the bidders submission accordingly and /or reject the submission. • All submissions, and other information received by the City will not be retuned and will be considered as the property of the City and will similarly be considered as public information. 410 Page 4 of 14 2/11/09 OPH Bidder PQ Process Packet 1 Statement of Intent General Contractor Prequalification Process 1, , do hereby represent and affirm that all statements, submissions and information provided to the City of Oak Park Heights under the General Contractor Prequalification Process is to the best of my knowledge wholly accurate and without material flaw. I further represent that I have the full authority and ability to represent my company in this submission. Signature Title Name of Firm Date • Notary Public Date This doopment mustbe execute4411d retyrned with your subnnission.and m iii final , 0n0 see3 21kthe to Qual fobon Process • Page 6 of 14 2/11/09 OPH Bidder PQ Process Packet LEGAL NOTICE Request for Prequalification Information City of Oak Park Heights - City Hall Facility The City of Oak Park Heights will be building a new 22,000 +1 - square foot City Hall Facility commencing in Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the Facility is anticipated to begin on February 13 2009 with bids for such services being requested upon the publication and required advertising with release of final plans and specifications necessary for bidding purposes. Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification Process. All bidders must complete and submit the requested information as detailed in "General Contractor Pre - Qualification Process Packet" to the City within the timelines specified in order to be considered as an eligible bidder for final contract award in the upcoming general contractor solicitation. The "General Contractor Prequalification Process Packet" is available for in- person pick -up at the Oak Park Heights City Hall located at 14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact Eric Johnson, City Administrator at 651- 439 -4439 for additional information on how to receive the document via email. Submissions of required information due not later than 2:00 pm (CST) on March 6 2009 and must be maintained in the form as specified in the Pre - Qualification process and provided to Eric Johnson - Oak Park Heights City Hall, 14168 Oak Park Blvd. N., Oak Park Heights, Minnesota 55082. The submissions will be reviewed for scoring by a panel of three persons consisting of the City Administrator, the Project Architect and a representative from the City Engineer's offices with the first open review meeting scheduled to occur on March 9 2009 at 12:30pm at the Oak Park Heights City Hall and thereafter meetings to be reset on can of the committee. The City may delay proceeding with bid letting or contract award for construction until it has exhausted the prequalification review process. The City also reserves the right to reject any and all prequalification submittals that are determined to be non - responsive or to cancel the prequalification process at any time. Extraneous materials submitted that are not specifically responsive to the pre - qualification instructions may be rejected or redacted from the submission by the City and at the City's discretion. All questions regarding the General Contractor Prequalification Process and its required submissions shall be directed only to Eric Johnson, City Administrator by e-mail - eaiohnson d citvofoakparkheights.com • Page 7 of 14 2/11/09 OPH Bidder PQ Process Packet Attachments fin the following order) 1. Site Map / Project Location 2. Al Site Plan 3. A2.1 Lower Floor Plan 4. A2.2 Main Level Floor Plan 5. A3.0 Exterior Elevations — (east & south) 6. A3.0 Exterior Elevations — (west & north) 4111 • Page 8 of 14 2/11/09 OPH Bidder PQ Process Packet 0 '4 ....p 0 AP+ ul c) co o Lo u 0 (V Ell Csi 0 0 I U ...a. o pF •4 ,Prv,„, 14., k. 1 5 r•iiik4.!4 ''' .%. ^ 2 6 ,..01 , -. / 0- • - g '-",; • 1 , . ("4 44 11. 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I tin 5 -Low, e i t . .. , ! Pa Nels • Mciso , el 1 . , '1' - mar IP I ' . , . ar. ii„.. — ' tr NIP i 0 A / S t 0, ' V 0 14, j Ar '" 'es . AA, a ci ji'ilil 1 li , li C.A. k) N CRY C an STr v c OL) JI no y I f Sham i 11 �11 /� 3 '* I !' � ? y rt w►a; r0V �! 7�` 14 on try 60,9 vine) • towt 340 6 ) 1 5 1 m / th o u T llidyeta s ' -ha cs rya 4, 1P3541i v 4 0 r N , ill *. `i 7 S 11 ‘ re °a Ilir ol, °111 () w c o 111111Millii ': \I i i z c. a ` V !II a W � II 2 Z 1 e 0 . N x 1 NI c3 1 o � i 1 o w .19! s r o _____. cl 1 Op 4 a2 ,i J. t “ LL o • 4 � v a t • I 2 - m ' c m Page l of 3 Eric Johnson From: Lisa Smith [Ismith @acnpapers.com] Sent: Wednesday, February 11, 2009 9:10 AM To: Eric Johnson Subject: Re: Legal Notice Thank you for your legal publication request. It will be published in the Stillwater Gazette as requested. Questions regarding scheduling, billing, and affidavits should be directed to Julie at 651 -439 -3130. Questions regarding changes to legal text may be directed to Lisa at 952 - 392 -6818. Thank you, Stillwater Gazette Legals gazads @acnpapers.com • On Feb 11, 2009, at 9:06 AM, art wrote: Begin forwarded message: From: "Eric Johnson" < eajohnson ©cityofoakparkheights.com> Date: February 11, 2009 8:51:32 AM CST To: "Stillwater Gazette" <gazadsacnpapers.com> Cc: "Jennifer Pinski" < jpinski ©cityofoakparkheights.com> Subject: Legal Notice 2/11/09 TO: Legal Notice Sales From: Eric Johnson, City Administrator I would like the following Legal Notice published as soon as possible to run — to run on 2/13 and 2/20 (see below) • 2/11/2009 Page 2 of 3 Please let me know if this is possible and confirm this. Thank You Eric Johnson City Administrator LEGAL NOTICE Request for Prequalification Information City of Oak Park Heights - City Hall Facility The City of Oak Park Heights will be building a new 22,000 + /- square foot City Hall Facility commencing in Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the Facility is anticipated to begin on February 13th, 2009with bids for such services being requested upon the publication and required advertising with release of final plans and • specifications necessary for bidding purposes. Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification Process. All bidders must complete and submit the requested information as detailed in "General Contractor Pre-Qualification Process Packet" to the City within the timelines specified in order to be considered as an eligible bidder for final contract award in the upcoming general contractor solicitation. The "General Contractor Prequalification Process Packet" is available for in- person pick -up at the Oak Park Heights City Hall located at14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact Eric Johnson, City Administrator at 651- 439 -4439 for additional information on how to receive the document via email. Submissions of required information due not later than 2:00 pm (CST) on March 6th, 2009 and must be maintained in the form as specified in the Pre-Qualification process and provided to Eric Johnson - Oak Park Heights City Hall, 14168 Oak Park Blvd. N., Oak Park Heights, Minnesota 55082. The submissions will be reviewed for scoring by a panel of three persons consisting of the City Administrator, the Project Architect and a representative from the City Engineer's offices with the first open review meeting scheduled to • 2/11/2009 Page 3 of 3 occur on March 9th 2009 at 12:30pm at the Oak Park Heights City Hall and thereafter meetings to be reset on call of the committee. The City may delay proceeding with bid letting or contract award for construction until it has exhausted the prequalification review process. The City also reserves the right to reject any and all prequalification submittals that are determined to be non - responsive or to cancel the prequalification process at any time. Extraneous materials submitted that are not specifically responsive to the pre-qualification instructions may be rejected or redacted from the submission by the City and at the City's discretion. All questions regarding the General Contractor Prequalification Process and its required submissions shall be directed only to Eric Johnson, City Administrator by e-mail - eajohnso n @cityofoakparkheights.com • 110 2/11/2009 Page 1 of 2 • Eric Johnson From: Eric Johnson Sent: Wednesday, February 11, 2009 8:52 AM To: 'Stillwater Gazette' Cc: Jennifer Pinski Subject: Legal Notice 2/11/09 TO: Legal Notice Sales From: Eric Johnson, City Administrator I would like the following Legal Notice published as soon as possible to run - to run on 2/13 and 2/20 (see below) Please let me know if this is possible and confirm this. Thank You Eric Johnson City Administrator LEGAL NOTICE Request for Prequalcation Information City of Oak Park Heights - City Hall Facility The City of Oak Park Heights will be building a new 22,000 + /- square foot City Hall Facility commencing in Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the Facility is anticipated to begin on February 13 2009 with bids for such services being requested upon the publication and required advertising with release of final plans and specifications necessary for bidding purposes. Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification Process. All bidders must complete and submit the requested information as detailed in "General • 2/11/2009 Page 2 of 2 Contractor Pre- Qualification Process Packet" to the City within the timelines specified in order to be considered as an eligible bidder for final contract award in the upcoming general contractor solicitation. The "General Contractor Prequalification Process Packet" is available for in- person pick-up at the Oak Park Heights City Hall located at 14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact Eric Johnson, City Administrator at 651 - 439 -4439 for additional information on how to receive the document via email. Submissions of required information due not later than 2 :00 pm (CST) on March 6 2009 and must be maintained in the form as specified in the Pre- Qualication process and provided to Eric Johnson - Oak Park Heights City Hall, 14168 Oak Park Blvd. N., Oak Park Heights, Minnesota 55082. The submissions will be reviewed for scoring by a panel of three persons consisting of the City Administrator, the Project Architect and a representative from the City Engineer's offices with the first open review meeting scheduled to occur on March 9th 2009 at 12:30pm at the Oak Park Heights City Hall and thereafter meetings to be reset on call of the committee. The City may delay proceeding with bid letting or contract award for construction until it has exhausted the prequalification review process. The City also reserves the right to reject any and all prequalification submittals that are determined to be non - responsive or to cancel the prequalification process at any time. Extraneous materials submitted that are not specifically responsive to the pre-qualification instructions el may be rejected or redacted from the submission by the City and at the City's discretion. All questions regarding the General Contractor Prequalification Process and its required submissions shall be directed only to Eric Johnson, City Administrator by e-mail - eajohnson_a cityofoakparkhe • 2/11/2009 Pagelof2 Eric Johnson From: Eric Johnson Sent: Wednesday, February 11, 2009 8:58 AM To: ' yklinnert @stillwatercourier.com' Cc: Jennifer Pinski Subject: FW: Legal Notice 2/11/09 TO: Legal Notice Sales From: Eric Johnson, City Administrator I would like the following Legal Notice published as soon as possible to run — to run on 2/19/09 a Please let me know if this is possible and confirm this. Thank You Eric Johnson City Administrator LEGAL NOTICE Request for Prequalification Information City of Oak Park Heights — City Hall Facility The City of Oak Park Heights will be building a new 22,000+/- square foot City Hall Facility commencing in Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the Facility is anticipated to begin on February 10, 2009 with bids for such services being requested upon the publication and required advertising with release of final plans and specifications necessary for bidding purposes. Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting 9 2/11/2009 Page 2 of 2 • services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification Process. All bidders must complete and submit the requested information as detailed in "General Contractor Pre - Qualification Process Packet" to the City within the timelines specified in order to be considered as an eligible bidder for final contract award in the upcoming general contractor solicitation. The "General Contractor Prequalification Process Packet" is available for in- person pick -up at the Oak Park Heights City Hall located at 14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact Eric Johnson, City Administrator at 651 - 439 -4439 for additional information on how to receive the document via email. Submissions of required information due not later than 2:00 pm (CST) on March 6 2009 and must be maintained in the form as specified in the Pre - Qualification process and provided to Eric Johnson - Oak Park Heights City Hall, 14168 Oak Park Blvd. N., Oak Park Heights, Minnesota 55082. The submissions will be reviewed for scoring by a panel of three persons consisting of the City Administrator, the Project Architect and a representative from the City Engineer's offices with the first open review meeting scheduled to occur on March 9t 2009 at 12 :30pm at the Oak Park Heights City Hall and thereafter meetings to be reset on call of the committee. The City may delay proceeding with bid letting or contract award for construction until it has exhausted the prequalification review process. The City also reserves the right to reject any and all prequalification submittals that are determined to be non - responsive or to cancel the prequalification process at any time. Extraneous materials submitted that are not specifically responsive to the pre - qualification instructions may be rejected or redacted from the submission by the City and at the City's discretion. All questions regarding the General Contractor Prequalification Process and its required submissions shall be directed only to Eric Johnson, City Administrator by e-mail - eajohnson@cityofoakparkheights.com 2/11/2009 , Oak Park Heights Request for Council Action Meeting Date February 9, 2009 Time Required: 5 Minutes Agenda Item Title: City Hall Facility - Approve the Implementation of Pre - qualification Process for City Hall Facility Project. Agenda Placement Old Business Originating DepartmentfR u or p'l'c Jjj on, City Administrator Requester's Signatur Action Requested See : el. Background/Justifica o t (Please indicate if any previous action has been taken or if other public bodies have advised): • As discussed at the work - session prior to the City Council meeting, attached is the General Contractor Pre - qualification Process Packet which outlines certain submission protocols for general contractors to provide to the City. It is largely similar to the versions provided in weekly notes. A general contracting firm must score a minimum of 15 points on the enclosed scoring and which attempts to delineate a firm's qualifications, experience, and capacity and work history. With this information, the City may better ascertain bidder qualifications and legitimate capacity to perform such work. The City may likely still receive bids from firms who have chosen to forgo this Pre - Qualification Process, but the City may preclude the issuance of a contract to such firms. Recommendation: Approve and implement the process as outlined, subject to final refinement by the City Attome c,.„4 (A 140q,%/4, fi f 410444-. ,r ' . --6;ek f Co /t/' 4 ,x 4 g City of Oak Park Heights City Hall Facility General Contractor Pre- qualification Process Packet • DRAFT (2/9/09 Update) City of Oak Park Heights — City Hall Facility Project General Contractor — Bidder Pre - qualification Process General Description of Pre - qualification Process The City of Oak Park Heights is seeking the services of a qualified General Contractor to construct a new City Hall Facility. The new Facility is to be located directly north of the current City Hall, with the current City Hall to be demolished once the new Facility is completed. As part of the review process to ultimately determine a final General Contractor the City is implementing a Bidder Pre - Qualification Process. Under this process 'Bidders' are required to submit evidence that they have practical and significant knowledge and ability of the particular work to be bid upon and that they have the financial resources to complete the proposed work in timely fashion. The City will not consider issuing final contract for this Project unless a Bidder submits required information and meets the minimum thresholds required. The object of the request for the Bidder's qualifications is to make it possible for the City to have exact information on the financial ability, equipment and personnel available, past performance and experience of the Bidder in order to reduce the hazards involved in awarding a Contract to a party apparently not qualified to perform it and to best determine those Bidders qualified to properly complete the work. Pursuant to the guidelines below, Bidders must readily and independently document that the Bidder possesses the experience, available personnel, equipment and the financial resources for a timely and professional completion of the Project. The Bidder shall submit the requested information that will assist the City in determining whether the Bidder is adequately prepared to fulfill the Contract. The City reserves the right to reject any proposal where an investigation of the available evidence or information does not satisfy the City that the Bidder is qualified to carry out the terms of the •• : r- t. The City's decision as to the qualifications is final. Failure on the part of any Bidder to carry out previous .'! ti ctorily or lack of experience or equipment, necessary for the satisfactory and timely completion of this •rt e deemed sufficient cause for the disqualification of said Bidder and as determined by the City. General City Hall Facility — Project Description: This Project is composed of: a new one -story plus basement level City Hall building, additions to and renovations of an existing Public Works Building Garage, open vehicle parking areas, two open -air fence - enclosed outdoor storage areas and various site work (storm water drainage and landscaping). Most of the existing City Hall building will be demolished and a paved vehicle parking area will replace it on the site. An underground geothermal well system for heating and cooling of the City Hall building will also be present. The new City Hall building will have a gable- roofed structure clad in brick with an adjoining stone -faced council chamber both of which anchor a brick -faced octagonal Rotunda topped with a skylight. See Attachments: Attachments: 1. Site Map / Project Location 2. Al Site Plan 3. A2.1 Lower Floor Plan 4. A2.2 Main Level Floor Plan 5. A3.0 Exterior Elevations — (east & south) 6. A3.0 Exterior Elevations — (west & north) Estimated Bidding Timeline: 1. Issue Pre - qualification Process — Release and Advertised 2/13/09 2. Prequalification Information Responses Due & Opening 3/6/09 3. General Bid Process — Release and Advertised 2/27/09 • 4. General Bids Due & Bid Opening Date 3/31/09 Pre - Qualification Process: di/ To participate and complete this Pre - Qualification Process - complete the following: 1) Compile and provide the information requested below (Items 1 -6) in a professional manner, clearly labeled and /or tabbed in the following order. Provide five complete original packets for review. Please be as complete and as succinct as possible; provide only relevant, non - extraneous information. (Do not submit general brochures from your firm as documentation unless these exclusively and in detail respond to a particular question) Item #1: Item #2: Item #3: Item #4: To be inserted from chart ... Item #5: Item #6: Item #7: 2) Utilizing your firm's letterhead, provide an original 'cover letter' at the front of each packet of information introducing your information as well as a fully executed original Statement of Intent, see enclosed. Both documents must be signed by the OWNER and /or PRESIDENT of your firm, being that person with the authority to bind such firm in any future contract documents. 3) All submissions shall be delivered in a sealed packaging and all submissions shall be opened for purposes of general identification in open forum immediate ..¥ er the submission due date and time (no facsimile or electronic submissions will be permitted). y will then in more detail review the responses, hold an 'open to the public' scoring platform and a p . ropriate scoring within • approximately 10 business days — Also see the Legal Notice for acIcAp I parameters, requirements and conditions. 4) All submissions shall be provided to the City of Oak Park Heights, Attention City Administrator; located at 14168 Oak Park Blvd, Oak Park Heights, MN 55082 and not later than 2:00 pm (CST) on March 6th, 2009. PLEASE NOTE THE FOLLOWING INFORMATION: • Received information will be analyzed and ranked in detail to determine the qualification of all bidders. Failure to provide detailed information or respond to any questions will be grounds for the City to disqualify your prequalification submission. Do not submit extraneous or non - relevant information. Answer the questions clearly and succinctly • Firms may select to forgo this Pre - Qualification process and may still submit a bid for the General Bid for the Project. However, the City may preclude the issuance of a contract to any firm that does not successfully complete and qualify under the Pre - Qualification process. • Should the City discover (and verify) information that is contrary to the information provided, the City reserves the right to immediately disqualify such bidder. • Should the City discover information that demonstrates that within the last ten years, that a bidder has engaged in disingenuous building /contracting practices resulting in material cost overruns; a finding of default and /or subsequent litigation, the City reserves the right to immediately disqualify such bidder at anytime. 11 Scoring Criteria: A Bidder will not be considered as an acceptable contractor for this Project, unless the Bidder receives a minimum rating of at least 15 points, as determined and as calculated by the City utilizing the system • (below) for assigning points. Accordingly, please carefully review each scoring requirement and provide all necessary and complete information so that the City may definitively assign points. Should no firm reach the minimum required points the City may reassign the point structure to best determine qualifications and experience. Category #1: 5 points Provide detailed history documenting your firm's previous experience constructing a public facility (such as a city hall, school, courthouse, police garage, etc) similar in size and functions within the last five years, to the satisfaction of the owner - Provide detailed documentation discussing your firm's role in the project. Also provide facility owner's name and contact information. • For each additional facility qualifying under the above category - Provide Detailed 2 points each (max. 8 Documentation for each project including name and contact information. points) Category #2: 5 points Provide detailed history documenting the experience of the assigned job superintendent in supervising construction of a facility similar in size and functions within the last five years, to the satisfaction of the owner - Provide Detailed Documentation including but not limited to a copy of his /her resume and specify how long has this job superintendent been with your firm. (Note: carefully complete this section as the City will expect that this individual would be assigned to Project should your firm be awarded Project. If person is ultimately not available the City reserves the right review (to approve or de ) Iternate person to be proposed. $' • For each additional facility (supervised by such individual) that qu 111144the above 1 point each (max. 3 category - Provide Detailed Documentation points) Category #3: Deduct 2 points for each Provide detailed history,(including contact information of the owner) of initiating change confirmed project orders (not at owners request) that total more than 5% of the original bid of a similar project within the last five years. If your firm has not initiated change orders on a project totaling more than 5% on a single project provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Category #4: Deduct 2 points for each Provide a detailed history of complaints, including contact information, regarding the 'quality confirmed project of work' of projects within the last five years; This includes any work of your subcontractors for which your firm was responsible for. Please also describe how your firm addressed these complaints. If your firm has not received any complaints regarding `quality of work' on a project within the last five years provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Category #5: 2 points each (max. 6 Provide copies of any "letters of recommendation" from other MN. local units of government Points) in which you may have constructed similar facilities within the last five years. Category #6 Deduct 3 Points for each Has your firm been found in "default" on any project in the past ten years; if so, please Default explain in detail? Have the principals of your firm been involved with "default" proceedings with another or previous firm, if so please explain in detail? Provide the exact name, address and contact information of the Principals of your firm. If your firm or its principals have not been found in default on a project, provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Deduct 5 Points for each 'Debarrment' Category #7 Provide detailed information if your firm, or its principals, have ever been "debarred" from bidding on any government contracts (Federal, State, School or Local). If your firm or its principals have not been `debarred' from government contracting, provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. LEGAL NOTICE Request for Prequalification Information City of Oak Park Heights - City Hall Facility The City of Oak Park Heights will be building a new 22,000 + /- square foot City Hall Facility commencing in Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the Facility is anticipated to begin on February 13 2009 with bids for such services being requested upon the publication and required advertising with release of final plans and specifications necessary for bidding purposes. Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification Process. All bidders must complete and submit the requested information as detailed in "General Contractor Pre - Qualification Process Packet" to the City within the timelines specified in order to be considered as an eligible bidder for final contract award in the upcoming general contractor solicitation. The "General Contractor Prequalification Process Packet" is available for in- person pick -up at the Oak Park Heights City Hall located at 14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact Eric Johnson, City Administrator at 651- 439 -4439 for additional information. Submissions of required information are due on March 6 2009 and must be maintained in the form as specified in the Pre - Qualification process and provided to Eric Johnson 14168 Oak Park Blvd., Oak Park Heights, Minnesota 55082. The submissions will be reviewed for scoring by a panel of three persons consisting of the City Administrator, the Project Architect and a representative from the City gineer's offices with the first open meeting scheduled to occur on 2009 and thereafter me to be reset on call of the • committee. The City may delay proceeding with bid letting or contrac " ` until it has exhausted the prequalification review process. The City also reserves the right to rejec d all prequalification submittals that are determined to be non - responsive or to cancel the prequa • n process at any time. Extraneous materials submitted that are not specifically responsive to the pre u • ' ` ation instructions may be rejected or redacted from the submission by the City and at the City's dis retion. All questions regarding the General Contractor Prequalification Process shall be directed to Eric Johnson, City Administrator by e-mail - eajohnson @cityofoakparkheights.com To Be Provided To for Publication Purposes: Stillwater Gazette Stillwater Courier St. Paul / Minneapolis Builders Exchange ADD ADDITIONAL - - - ? ?? • Statement of Intent General Contractor Prequalification Process I, , do hereby represent and affirm that all statements, submissions and information provided to the City of Oak Park Heights under the General Contractor Prequalification Process is to the best of my knowledge wholly accurate and without material flaw. I further represent that I have the full authority and ability to represent my company in this submission. Signature Title Name of Firm Date • Notary Public Date = =.„ 3 c ( .`'t� y z d,- 3 ;&T^ • • Attachments (in the following order) 1. Site Map / Project Location 2. Al Site Plan 3. A2.1 Lower Floor Plan 4. A2.2 Main Level Floor Plan 5. A3.0 Exterior Elevations — (east & south) 6. A3.0 Exterior Elevations — (west & north) • a go' ctoAtugtkr t,46( 5/Ki fel LEGAL NOTICE Request for Prequalification information City of Oak Park Heights - City Hall Facility The City of Oak Park Heights will be building a new 22,000 + /- square foot City Hall Facility commencing in Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the Facility is anticipated to begin on February 13 2009 with bids for such services being requested upon the publication and required advertising with release of final plans and specifications necessary for bidding purposes. Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification Process. All bidders must complete and submit the requested information as detailed in "General Contractor Pre - Qualification Process Packet" to the City within the timelines specified in order to be considered as an eligible bidder for final contract award in the upcoming general contractor solicitation. The "General Contractor Prequalification Process Packet" is available for in- person pick -up at the Oak Park Heights City Hall located at 14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact Eric Johnson, City Administrator at 651- 439 -4439 for additional information. Submissions of required information due not later than 2:00 pm (CST) on March 6 2009 and must be maintained in the form as specified in the Pre - Qualification process and provided to Eric Johnson - Oak Park Heights City Hall, 14168 Oak Park Blvd. N., Oak Park Heights, Minnesota 55082. The submissions will be reviewed for scoring by a panel of three persons consisting of the City Administrator, the Project Architect and a representative from the City Engineer's offices with the first open review meeting scheduled to occur on March 9 2009 at 12 :30pm at the Oak Park Heights City Hall and thereafter meetings to be reset on call of the committee. r (, taitSIV.41 �tl Cott eic The City may delay proceeding with bid letting or contract awanA until it hawifeleeeie[ed the prequalification review process. The City also reserves the right to reject any and all prequalification submittals that are determined to be non - responsive or to cancel the prequalification process at any time. Extraneous materials submitted that are not specifically responsive to the pre - qualification instructions may be rejected or redacted from the submission by the City and at the City's discretion. mxse All questions regarding the General Contractor Prequalification Process shall be directed to Eric Johnson, City Administrator by e-mail - eajohnson @cityofoakparkheights.com VP RI. 0 Q 4 1‘4‘ Q+rt P-100 z tt't. & Pt/WC% � T t-t G 1 '`S V— ctrc pr 0.tr P t { C ATt41J sut5 r"tic5( . To Be Provided To for Publication Purposes: Stillwater Gazette Stillwater Courier Various Builder's Exchanges o,A d PY koR;y its -r( ret- tut1xc 5k Ci Iii °'f tic ItCt 6Wrc uU. W 10 (4i D Av.-� w t t t E C1V�.3 t tAstrot3 - V7 107 Y 4" i. r t,1 - v( r 0- P' a\1 t - r(c0 (z . tt.itrop S it %6 dt.,1 I DC�'tu �Lc t v km1■ f(gU (..,A‘P. c.a•- ►aL) ' ',((c 4 str,,t p3►^ ' .._ • 0( \ o szA k tot t City of Oak Park Heights City Hall Facility leneral Contractor Pre-quLification Process Packet (2/11/09 Final) • City of Oak Park Heights — City Hall Facility Project General Contractor — Bidder Pre - qualification Process General Description of Pre - qualification Process The City of Oak Park Heights is seeking the services of a qualified General Contractor to construct a new City Hall Facility. The new Facility is to be located directly north of the current City Hall, with the current City Hall to be demolished once the new Facility is completed. As part of the review process to ultimately determine a final General Contractor the City is implementing a Bidder Pre - Qualification Process. Under this process 'Bidders' are required to submit evidence that they have practical and significant knowledge and ability of the particular work to be bid upon and that they have the financial resources to complete the proposed work in timely fashion. The City may not consider issuing final contract for this Project unless a Bidder submits required information and meets the minimum thresholds required. The object of the request for the Bidder's qualifications is to make it possible for the City to have reliable information on the financial ability, equipment and personnel available, past performance and experience of the Bidder in order to reduce the hazards involved in awarding a Contract to a party apparently not qualified to perform it and to best determine those Bidders qualified to properly complete the work. Pursuant to the guidelines below, Bidders must readily and independently document that the Bidder possesses the experience, available personnel, equipment and the financial resources for a timely and professional completion of the Project. The Bidder shall submit the requested information that will assist the City in determining whether the Bidder is adequately prepared to fulfill the Contract. The City reserves the right to reject any proposal where an investigation of the available evidence or information does not satisfy the City that the Bidder is qualified to carry out the terms of the Contract. The City's decision as to 0 the grading of qualifications is final. Failure on the part of any Bidder to carry out previous contracts satisfactorily or lack of experience or equipment, necessary for the satisfactory and timely completion of this project may be deemed sufficient cause for the disqualification of said Bidder and as determined by the City. General City Hall Facility — Project Description: This Project is composed of: a new one -story plus basement level City Hall building, additions to and renovations of an existing Public Works Building Garage, open vehicle parking areas, two open -air fence - enclosed outdoor storage areas and various site work (storm water drainage and landscaping). Most of the existing City Hall building will be demolished and a paved vehicle parking area will replace it on the site. An underground geothermal well system for heating and cooling of the City Hall building will also be present. The new City Hall building will have a gable- roofed structure clad in brick with an adjoining stone -faced council chamber both of which anchor a brick -faced octagonal Rotunda topped with a skylight. See Attachments: Attachments: 1. Site Map / Project Location 2. Al Site Plan 3. A2.1 Lower Floor Plan 4. A2.2 Main Level Floor Plan 5. A3.0 Exterior Elevations — (east & south) 6. A3.0 Exterior Elevations — (west & north) Estimated Bidding Timeline: 1. Issue Pre - qualification Process — Release and Advertised 2/13/09 2. Prequalification Information Responses Due & Opening 3/6/09 3. General Bid Process — Release and Advertised 2/27/09 • 4. General Bids Due & Bid Opening Date 3/31/09 Pre - Qualification Process: To participate and complete this Pre - Qualification Process - complete the following: 1) Compile and provide the information requested below (Items 1 -6) in a professional manner, clearly labeled and /or tabbed in the following order. Provide five complete original packets for review. Please be as complete and as succinct as possible; provide only relevant, non - extraneous information. (Do not submit general brochures from your firm as documentation unless these exclusively and in detail respond to a particular question) Item #1: Provide detailed history documenting your firm's previous experience constructing a public facility (such as a city hall, school, courthouse, police garage, etc) similar in size and functions within the last five years, to the satisfaction of the owner - Provide detailed documentation discussing your firm's role in the project. Also provide facility owner's name and contact information. • For each additional facility qualifying under the above category - Provide Detailed Documentation for each project including name and contact information. Item #2: Provide detailed history documenting the experience of the assigned job superintendent in supervising construction of a facility similar in size and functions within the last five years, to the satisfaction of the owner - Provide Detailed Documentation including but not limited to a copy of his /her resume and specify how long has this job superintendent been with your firm. (Note: carefully complete this section as the City will expect that this individual would be assigned to Project should your firm be awarded Project. If this person is ultimately not available the City reserves the right review (to approve or deny) any alternate person to be proposed. • For each additional facility (supervised by such individual) that qualifies under the above category - Provide Detailed Documentation Item #3: Provide detailed history, (including contact information of the owner) of initiating change orders (not at owner's request) that total more than 5% of the original bid of a similar project within the last five years. if your firm has not initiated change orders on a project totaling more than 5% on a single project provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Item #4: Provide a detailed history of complaints, including contact information, regarding the 'quality of work' of projects within the last five years; This includes any work of your subcontractors for which your firm was responsible for. Please also describe how your firm addressed these complaints. If your firm has not received any complaints regarding `quality of work' on a project within the last five years provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Item #5: Provide copies of any "letters of recommendation" from other MN. local units of government in which you may have constructed similar facilities within the last five years. Item #6: Has your firm been found in "default" on any project in the past ten years; if so, please explain in detail? Have the principals of your firm been involved with "default" proceedings with another or previous firm, if so please explain in detail? Provide the exact name, address and contact information of the Principals of your firm. If your firm or its principals have not been found in default on a project, provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Item #7: Provide detailed information if your firm, or its principals, have ever been "debarred" from bidding on any government contracts (Federal, State, School or Local). If your firm or its principals have not been 'debarred' from government contracting, provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. 2) Utilizing your firm's letterhead, provide an original 'cover letter' at the front of each packet of information introducing your information as well as a fully executed original Statement of Intent, see enclosed. Both documents must be signed by the OWNER and /or PRESIDENT of your firm, being that person with the authority to bind such firm in any future contract documents. 3) All submissions shall be delivered in a sealed packaging and all submissions shall be opened for purposes of general identification in open forum immediately after the submission due date and time. (No facsimile or electronic submissions will be permitted). The City will then in more detail review the • responses, hold an 'open to the public' scoring platform and apply appropriate scoring within approximately 10 business days — Also see the Legal Notice for additional parameters, requirements and conditions. 4) All submissions shall be provided to the City of Oak Park Heights, Attention City Administrator; located at 14168 Oak Park Blvd, Oak Park Heights, MN 55082 and not later than 2:00 pm (CST) on March 6th, 2009. PLEASE NOTE THE FOLLOWING INFORMATION: • Received information will be analyzed and ranked in detail to determine the qualification of all bidders. Failure to provide detailed information or respond to any questions will be grounds for the City to disqualify your prequalification submission. Do not submit extraneous or non - relevant information. Answer the questions clearly and succinctly. • Firms may select to forgo this Pre - Qualification process. However, the City will preclude the issuance of a contract to any firm that does not successfully complete and qualify under the Pre - Qualification process. • Should the City discover (and verify) information that is contrary to the information provided, the City reserves the right to immediately disqualify such bidder. • Should the City discover information that demonstrates that within the last ten years, that a bidder has engaged in disingenuous building /contracting practices resulting in material cost overruns; a finding of default and /or subsequent litigation, the City reserves the right to immediately rescore the bidders submission accordingly and /or reject the submission. • All submissions, and other information received by the City will not be retuned and will be considered as the property of the City and will similarly be considered as public information. 411 • Scoring Criteria: A Bidder will not be considered as an acceptable contractor for this Project, unless the Bidder receives a minimum rating of at least 15 points, as determined and as calculated by the City utilizing the system • (below) for assigning points. Accordingly, please carefully review each scoring requirement and provide all necessary and complete information so that the City may definitively assign points. Should no firm reach the minimum required points the City may reassign the point structure to best determine qualifications and experience. 5 points Category #1: P 9 �'Y Provide detailed history documenting your firm's previous experience constructing a public facility (such as a city hall, school, courthouse, police garage, etc) similar in size and functions within the last five years, to the satisfaction of the owner - Provide detailed documentation discussing your firm's role in the project. Also provide facility owner's name and contact information. • For each additional facility qualifying under the above category - Provide Detailed 2 points each (max. 8 Documentation for each project including name and contact information. points) Category #2: 5 points Provide detailed history documenting the experience of the assigned job superintendent In supervising construction of a facility similar in size and functions within the last five years, to the satisfaction of the owner - Provide Detailed Documentation including but not limited to a copy of his /her resume and specify how long has this job superintendent been with your I firm. (Note: carefully complete this section as the City will expect that this individual would be assigned to Project should your firm be awarded Project. If this person is ultimately not available the City reserves the right review (to approve or deny) any alternate person to be proposed. • For each additional facility (supervised by such individual) that qualifies under the above 1 point each (max. 3 category - Provide Detailed Documentation points) Category #3: Deduct 2 points for each Provide detailed history,(including contact information of the owner) of initiating change confirmed project orders (not at owner's request) that total more than 5% of the original bid of a similar project within the last five years. If your firm.has not initiated change orders on a S project totaling more than 5% on a single project provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Category #4: Deduct 2 points for each Provide a detailed history of complaints, including contact information, regarding the 'quality confirmed project of work' of projects within the last five years; This includes any work of your subcontractors for which your firm was responsible for. Please also describe how your firm addressed these complaints. If your firm has not received any complaints regarding `quality of work' on a project within the last five years provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Category #5: 2 points each (max. 6 Provide copies of any "letters of recommendation" from other MN. local units of government points) in which you may have constructed similar facilities within the last five years. Category #6 Deduct 3 Points for each Has your firm been found in "default" on any project in the past ten years; if so, please Default explain in detail? Have the principals of your firm been Involved with "default" proceedings with another or previous firm, if so please explain in detail? Provide the exact name, address and contact information of the Principals of your firm. If your firm or its principals have not been found in default on a project, provide a written statement indicating this on your firm's letter head. Failure to provide such statement may result in automatic disqualification. Deduct 5 Points for each 'Debarrment' Category #7 Provide detailed information if your firm, or its principals, have ever been "debarred" from bidding on any government contracts (Federal, State, School or Local). If your firm or its principals have not been `debarred' from government contracting, provide a written statement indicating this on your firm's letter head. Failure to provide such • statement may result in automatic disqualification. • Statement of Intent General Contractor Prequalification Process I, , do hereby represent and affirm that all statements, submissions and information provided to the City of Oak Park Heights under the General Contractor Prequalification Process is to the best of my knowledge wholly accurate and without material flaw. 1 further represent that I have the full authority and ability to represent my company in this submission. Signature Title Name of Firm Date 40 Notary Public Date sf -� € , ce .r €,� e • LEGAL NOTICE 0 Request for Prequalification Information City of Oak Park Heights - City Hall Facility The City of Oak Park Heights will be building a new 22,000 + /- square foot City Hall Facility commencing in Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the Facility is anticipated to begin on February 13th, 2009 with bids for such services being requested upon the publication and required advertising with release of final plans and specifications necessary for bidding purposes. Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification Process. All bidders must complete and submit the requested information as detailed in "General Contractor Pre - Qualification Process Packet" to the City within the timelines specified in order to be considered as an eligible bidder for final contract award in the upcoming general contractor solicitation. The "General Contractor Prequalification Process Packet" is available for in- person pick -up at the Oak Park Heights City Hall located at 14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact Eric Johnson, City Administrator at 651- 439 -4439 for additional information on how to receive the document via email. Submissions of required information due not later than 2:00 pm (CST) on March 6 2009 and must be maintained in the form as specified in the Pre - Qualification process and provided to Eric Johnson - Oak Park Heights City Hall, 14168 Oak Park Blvd. N., Oak Park Heights, Minnesota 55082. The submissions will be reviewed for scoring by a panel of three persons consisting of the City Administrator, the Project Architect and a representative from the City Engineer's offices with the first open 0 review meeting scheduled to occur on March 9 2009 at 12:30pm at the Oak Park Heights City Hall and thereafter meetings to be reset on can of the committee. The City may delay proceeding with bid letting or contract award for construction until it has exhausted the prequalification review process. The City also reserves the right to reject any and all prequalification submittals that are determined to be non - responsive or to cancel the prequalification process at any time. Extraneous materials submitted that are not specifically responsive to the pre - qualification instructions may be rejected or redacted from the submission by the City and at the City's discretion. All questions regarding the General Contractor Prequalification Process and its required submissions shall be directed only to Eric Johnson, City Administrator by e-mail - eaiohnson (ocityofoakparkheiahts.com Attachments (in the following order) 110 1. Site Map / Project Location 2. Al Site Plan 3. A2.1 Lower Floor Plan 4. A2.2 Main Level Floor Plan 5. A3.0 Exterior Elevations — (east & south) 6. 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