Architectural/Engineering Design Services for City of Birmingham Ice Sports Arena Renovation/Additions.
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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OWNER: City of Birmingham
Carrie Laird, Parks and Recreation Manager
851 S. Eton
Birmingham, Michigan 48009
OWNER REPRESENTATIVE: Robert Stempien, Senior Vice President
Plante Moran CRESA
Robert.stempien@plantemoran.com
VIRTUAL PRE-PROPOSAL MEETING: Tuesday, December 8, 2020 at 3:00 p.m. local time
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REQUEST FOR CLARIFICATION QUESTIONS DUE: December 11, 2020 at 12:00 p.m. local time
Robert Stempien, Senior Vice President
Robert.stempien@plantemoran.com
PROPOSALS DUE: December 17, 2020 by 10:00 a.m. local time
(written drop off times between 7:00 am and 4:00 pm prior to the deadline date/time)
SUBMIT HARD COPY PROPOSALS TO: Carrie Laird, Parks and Recreation Manager
City of Birmingham
851 S. Eton
Birmingham, Michigan 48009
SUBMIT ELECTRONICALLY TO: www.mitn.info
A/E INTERVIEWS: By Invitation Only
Week of December 21, 2020
DESCRIPTION OF PROCUREMENT: Architectural / Engineering Design Services for City Of Birmingham Ice Sports Arena Renovation/Additions.
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
2
PROJECT DETAILS
City of Birmingham (hereafter referred to as “CB” or “Owner”) has engaged Plante Moran Cresa (hereafter referred to as “PMC”) to provide Owner Representation Services for the Architectural/Engineering Design Services selection process. Your Firm is invited to submit a Proposal for the services required in this RFP in accordance with this letter and the following documents which are attached hereto, made a part hereof, and form the Contract Documents which may result from this RFP. CB has determined to engage qualified Firms for the following Project:
• Birmingham Sports Ice Arena Renovation/Additions Project
The anticipated total Cost of Work is approximately $4.2M. This amount is inclusive of hard construction costs, GC fees and costs but exclusive of all professional fees and costs, permits, testing, contingencies, and owner equipment. Once the selected General Contractor is engaged, an updated Cost of Work will be established during the bidding process.
To be considered for this RFP Architectural / Engineering Firms must meet the minimum qualifications:
A. The A/E team members have successfully completed a minimum of three (3) ice arena or ice arena renovation projects within ten (10) years.
B. Firm has been in business for at least the last ten (10) consecutive years in the field for which this bid is solicited.
C. Firm be Licensed to perform the required design work in the State of Michigan.
D. Be familiar with and have experience in the Municipal sector including having at least five (5) municipal clients in the last ten (10) years
This RFP includes the following attachments:
A. Project Overview
1. Project Overview 1 page
2. Scope of Services 1 page
3. Project Location, Maps, Aerials 3 pages
B. Project Program, Budget, and Schedule
1. Preliminary Program Documents 6 pages
2. Project Preliminary Schedule 3 pages
C. Contract Documents
1. Standard Form of Agreement: AIA B101 – 2017, as modified 34 pages
2. General Conditions: AIA A201 – 2007, as modified (by Addendum) TBD
3. Exhibit A – Design Phase Deliverables 8 pages
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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D. Proposal Forms
1. Detailed Proposal Form 3 pages
2. Staff Allocation Matrix 4 pages
3. Staff Hourly Rate Schedule 1 page
4. Request For Qualifications 10 pages
5. Relevant Firm / Team Experience Summary 2 pages
6. Criminal Background Disclosure Statement 1 page
7. Familial Disclosure Statement 1 page
8. Iran Disclosure Statement 1 page
9. Non-Collusive Affidavit 1 page
10. Equal Opportunity Form 1 page
This Request for Proposal (“RFP”) does not commit Owner to award a contract or to undertake any financial obligation whatsoever with respect to the requirement referred to herein. Owner reserves the right to accept or reject any Proposal, in whole or in part, with or without cause, to negotiate with any Firm it has selected as qualified, to not award a contract, or to award one or more contracts. Owner further reserves the right to waive any irregularity or informality in this RFP process or any Proposal, and the right to award the Contract to any other than the Firm(s) submitting the best financial Proposal (low proposed Firm). Owner reserves the right to accept or reject, without consideration, any Proposal which arrives late. Owner reserves the right to request additional information from any or all Firms. In addition, notice is hereby given of the possibility that award may be made without discussion of the Proposal. In the event Owner accepts Firm’s Proposal and Firm asserts exceptions, special considerations or conditions after acceptance, Owner, in its sole and absolute discretion, reserves the right to thereafter reject the Proposal and award another Firm. Therefore, the Firms should submit their best Proposal initially from both technical and cost standpoints.
1. PRE-PROPOSAL
A. The City of Birmingham officially distributes proposal documents through Michigan Inter-Governmental Trade Network (MITN) at http://www.MITN.Info. Copies of Proposal documents obtained from any other outside source are not considered official copies. Only those Proposers or Firms who obtain Proposal documents from either the City or the MITN system are guaranteed access to receive addendum information, if such information is issued. Those businesses wishing to submit quotes, bids, and proposals are encouraged to first register as a vendor at http://www.MITN.Info. Final Proposal results will be posted on the MITN website after award. Specifications are attached. Any deviation from the specifications must be noted on the Proposal.
B. If additional information is needed by the Firm, written instructions covering such items will be issued by the Owner’s Representative to all Firms, and such items shall be included in the Proposal. No oral instructions or interpretations will be considered as binding on the Owner unless confirmed by a written addendum. If it becomes necessary to revise any part of this RFP, notice of the revision will be posted on the MITN site. All addenda issued shall become a part of this RFP. Each Firm must in its Proposal, to avoid any miscommunication, acknowledge all addenda, which it has received, but the failure of a Firm to receive, or acknowledge receipt of; any addendum shall not relieve the Firm of the responsibility for complying with the terms thereof.
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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C. Firms may request that Owner clarify information contained in this RFP. All such requests and inquiries must be made in writing via email by the designee indicated on the first page of this RFP. Owner will not respond to any Request for Clarification received after December 11, 2020 at 12:00 p.m. local time. The response to any Request for Clarification will be posted on the MITN site.
D. CONFIDENTIALITY - YOUR PROPOSAL AND ANY MODIFICATIONS THERETO SHALL BE SUBMITTED ONLY TO THE UNDERSIGNED. FAILURE TO COMPLY STRICTLY WITH OWNER’S INSTRUCTIONS REGARDING THE CONTENT AND MANNER OF SUBMISSION OF PROPOSAL INCLUDING, WITHOUT LIMITATION, DISCLOSURE OF ANY INFORMATION IN THE PROPOSAL OR MODIFICATIONS THEREOF TO ANY THIRD PARTY OR OTHER OWNER’S EMPLOYEES WITHOUT THE EXPRESS, PRIOR WRITTEN APPROVAL OF THE UNDERSIGNED, SHALL RESULT, AT OWNER’S SOLE DISCRETION, IN THE IMMEDIATE DISQUALIFICATION OF THE FIRM.
E. Provide name, address, telephone and fax number, and e-mail address of the Firm responding to this Request for Proposal. Please designate a single representative or prime contact with which PMC and Owner may communicate.
F. PLEASE NOTE: CB reserves the right, in its sole and absolute discretion, to make modifications to the timelines set forth in this RFP as it determines to be in its best interest.
2. PROPOSAL FORMAT
Prepare and submit five (5) copies of your Proposal package or a complete electronic submission (PDF format or other uneditable document) to the CB Owner designee listed on the cover page. Packages should be in 8.5” x 11” format. Each Proposal package must be organized and consist of the documents, listed below:
The following Proposal format is required:
Cover Letter
Section 1 – Project Approach Narrative
Section 2 – Project Design Implementation Schedule
Section 3 – Proposal Forms
A. Detailed Pricing Proposal Forms
B. Staff Allocation Matrix
C. Staff Hourly Rate Schedule
D. Request for Qualifications Form
E. Relevant Firm / Team Summary
F. Criminal Background Disclosure Statement
G. Familial Disclosure Statement
H. Iran Disclosure Statement
I. Non-Collusive Affidavit
J. Equal Opportunity Form
Section 4 – Clarifications and Exceptions
Section 5 – Additional Information
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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SECTION 1 – PROJECT APPROACH NARRATIVE
Submit a narrative detailing your Firms planning and implementation approach for the Project.
SECTION 2 – PROJECT DESIGN IMPLEMENTATION SCHEDULE
Provide an implementation schedule with adequate detail to reflect your Firm’s project approach with respect to the services outlined in the Contract provided with this RFP. Include your Firm’s project approach to meeting design budgets and client expectations.
The design implementation schedule should include, at a minimum, the following milestones:
1. Schematic Design
2. Design Development
3. Construction Documents
4. Construction Administration and Close-Out
SECTION 3 – PROPOSAL FORMS
For the following subsections, complete and attach the Proposal Forms provided as Attachments D.1 – D.10.
Section 3A – Detailed Bid Proposal Forms
Utilize the Bid Proposal Form Provided as Attachment D.1 to this RFP.
Proposals shall include acknowledgement that the Firm has:
o Reviewed and understands information and data provided in the Request for Proposal
o Confirmed that compensation described within the Proposal will be adequate for the execution of all phases of professional services required by the Request for Proposal and Contract
Please provide the Fees for the various components of the project, based on the “Cost of the Work” as indicated on the Proposal Form.
Acknowledge by checking the appropriate box that you agree with the Contract terms as provided in the referenced documents.
o Any exceptions that your Firm takes to the terms and conditions listed must be specifically referenced in your Proposal. In Section 4, provide alternative language that would be acceptable to each section.
o The prevalence of these exceptions will be considered in reviewing your Proposal and in the final selection of the Architect for the project. Proposals that do not acknowledge these agreements or do not provide specific alternative language may be rejected.
o Any exceptions to the terms and conditions contained in the Contract, or any other special consideration or conditions listed by the Firm relative to this RFP or the form Contract will not be binding upon Owner unless expressly accepted by Owner and incorporated into the final Contract.
o CB reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. CB further reserves the right to waive any irregularity or informality in the RFP process or any Proposal, and the right to award the Contract to other than the Firm(s) submitting the best financial Proposal (low Proposed Firm). CB reserves the right to request additional
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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information from any or all Firms. CB reserves the right to negotiate with the Firms concerning their Proposals. CB reserves the right to select one or more Firms to perform the Services on behalf of CB. In the event your Firm’s Proposal is accepted by CB and your Firm asserts exceptions, special considerations or conditions after acceptance, CB, in its sole and absolute discretion, reserves the right to reject the Proposal and award the Contract to another Firm. Each Firm by submitting its Proposal releases CB from any and all claims arising out of, and related to, this RFP process and selection of an Architectural/Engineering Firm.
Section 3B – Staff Allocation Matrix
Please utilize the Staff Allocation Matrix Form provided as Attachment D.2 to this RFP.
Proposed staff allocations should be based on the schedule included as Attachment B.2 to this RFP.
If your Firm is unable to provide services within the time parameters shown within the attached schedule, please outline your proposed schedule for services and include within this section.
Section 3C – Staff Hourly Rate Schedule
Using the form provided as Attachment D.3 to this RFP, provide your Firm’s Billable Hourly Rate Schedule for the all-applicable positions that your Firm intends to use for additional service compensation for the duration of the Project. This should include all/any sub-consultants included in your base Proposal.
Section 3D – Request for Qualifications Form
Complete in its entirety the Statement of Qualifications Form included as Attachment D.4.
Attach all required documents.
Complete electronic submission as instructed in the form
Attach a PDF copy of the completed form to your Proposal in this Section 3D.
All financial information provided will be kept confidential to the extent permitted by law. Firms are on notice that such financial information may be subject to a Freedom of Information Act request.
Section 3E – Relevant Firm / Team Experience Summary
Please complete the enclosed spreadsheet in Attachment D.5 detailing the Firm’s relevant project experience.
Please complete the enclosed spreadsheet in Attachment D.5 detailing all municipal projects your Firm has completed in the last 10 years including Program costs, date, client contact. Please include all information requested to the best of your ability.
Attach to this Section 3E, provide all relevant projects of previously designed and renovated ice arenas or similar type facilities in the last ten (10) years.
Attach a Project Organizational Chart outlining your proposed team structure for this project. Organizational charts must include any individual for which a resume has been submitted. Resumes should include project role, years of experience in the A/E profession since graduation, professional degree, registrations, number of years with Firm, experience that pertains to CB project scope of work, references, and unique attributes to help provide a successful project outcomes. State the project lead (main point of contact), the reason why chosen for this role and current project commitments.
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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Section 3F – Criminal Background Disclosure Statement
Complete and attach the Criminal Background Disclosure Statement included as Attachment D.6 to this RFP.
Section 3G – Familial Disclosure Statement
Complete and attach the Familial Disclosure Statement included as Attachment D.7 to this RFP.
Section 3H – Iran Disclosure Statement
Complete and attach the Iran Disclosure Statement included as Attachment D.8 to this RFP.
Section 3I – Non-Collusive Affidavit
Complete and attach the Non-Collusive Affidavit included as Attachment D.9 to this RFP.
Section 3J – Equal Opportunity Form
Complete and attach the Equal Opportunity Form included as Attachment D.10 to this RFP.
SECTION 4 - CLARIFICATIONS / EXCEPTIONS
Please detail any clarifications, exceptions or exclusions to this RFP (scope, schedule, fee, etc.)
List any/all exceptions taken to the Contract Documents provided as Attachments C1 and C2. For each exception, alternative language must be proposed. Owner reserves the right to reject any proposed alternative language.
SECTION 5 – ADDITIONAL INFORMATION
Please include any other additional relevant information and any additional services provided by your Firm to support the CB project.
3. PROPOSAL SUBMISSION
A. SUBMITTAL
Sealed hard copy Proposals for the work as described by the RFP package will be received as noted on the cover page. Electronic copies should be submitted as a single PDF and emailed with "Request a Delivery Receipt" checked. Please mark the envelope and/or subject of the email of all Proposals “City of Birmingham – Ice Sports Arena Proposal for A/E Design Services” and include your Firm’s name as well. Both hard copy and electronic Proposals must be received by the Due Date as noted on the cover page; any Proposals received after the designated Due Date and time will not be considered.
Proposals submitted by fax will not be accepted.
A. Owner reserves the right to accept or reject, in whole or in part, any or all Proposals submitted, waive any irregularities therein, and to award the Contract to other than the lowest proposed Firm.
B. If awarded the Contract, the Firm will execute the proposed Contract and provide all required certificates of insurance that meet the requirements as indicated in the attached Contract, prior to start of any work.
C. All Firms shall be responsible for familiarizing themselves with the information provided. Failure to do so shall in no way incur any delays in work or additional cost to the Owner.
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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4. RESPONSIVENESS
To be responsive, the Proposal must set forth full, accurate and complete information as required by this RFP and all attachments.
5. ADDENDA
Any addendum to this RFP will be issued in writing by PMC on behalf of Owner and posted through MITN. No information or representation other than that contained in such an addendum, whether received from an employee of Owner or other person, will be considered to have been modified or be grounds for deviation from any stipulation or requirement of this RFP.
6. LATE PROPOSALS
Each Firm is responsible for submission of its Proposal. Proposals or Proposal revisions received after the Due Date, as listed on the first page of this RFP, will be rejected. Owner is not liable for any delivery or postal delays.
7. RETURNED PROPOSALS
Proposals received after the Due Date may be unopened/unread and made available to the respective Firms for pickup at their sole cost and expense. Unaccepted electronic Proposal
8. FORM OF AGREEMENT
A. This is a Request for Proposal only. Proposals will be treated as offers to enter into the Contract with CB. Owner and successful Firm shall memorialize their contractual relationship and obligations using the form of Contract attached to this RFP. The Contract contains many details regarding the Services required under this RFP, as well as the terms and conditions under which the Services shall be provided by the successful Firm. The Contract should be reviewed carefully by each Firm prior to submitting a Proposal. Any exceptions to the terms and conditions contained in the Contract, or any other special considerations or conditions requested or required by the Firm relative to this RFP or the form of Contract shall be expressly/specifically enumerated by the Firm and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions cannot be met by, or, in the Firm’s opinion are not applicable to, the Firm, provided however, that exceptions or special conditions of the Firm will not be binding upon CB unless those exceptions or special conditions are expressly accepted by CB, and incorporated into the final Contract. Following the selection of the successful Firm, if any, by CB, the Contract will be finalized by the parties. The final Contract shall be subject to the review and approval by CB’ legal counsel.
B. This RFP is for the purpose of negotiating a lump sum price contract for the implementation for architectural-engineering services as described in this RFP. The Owner intends to hire a General Contractor, and competitively bid the through a lump sum bid process; however, the Owner reserves the right to change the method of project delivery, at its sole discretion.
C. If the delivery method is modified, the Standard Form of Agreement may be changed to accommodate this.
9. DOCUMENT CONFLICTS
Where conflicts occur within this RFP and its contents and any addenda, the Standard Form of Agreement, general, supplemental and other conditions, etc. the provision more favorable to the Owner, determined in its sole discretion, shall govern.
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
DECEMBER 2, 2020
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10. UNSOLICITED TERMS AND CONDITIONS
Proposals which take exception to Owners Terms and Conditions as a whole and substitute the Firm’s standard terms and conditions may be rejected.
11. FEES/TAXES
All Proposals in original contract work, and for all other work there under, shall include all applicable taxes, including Social Security, unemployment, sales or use taxes, and any other taxes specifically levied on the work or on wages by local, city, state, or federal government, except real property taxes on the site. Proposals shall also include all premiums, assessments, and other like payments, charges, and costs incidental to the work covered by the contract documents. No fees or costs shall be incurred or paid by the Owner for labor, professional, reimbursables, etc. accumulated in response to this RFP.
12. PROPOSAL COSTS
Any recipient of this RFP, or any Firm who chooses to respond to this RFP, is responsible for any and all costs and liabilities incurred by it, or others acting on its behalf, in: (1) preparing or submitting a Proposal, (2) otherwise responding to this RFP, or (3) negotiating any Contract incidental to its Proposal.
13. IRREVOCABILITY OF PROPOSALS
All Proposals submitted may not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the Due Date for receipt of Proposals set forth above.
14. RECEIVING OF PROPOSALS
At the specified location and Due Date stated above, all submitted Proposals will be acknowledged and dated. Proposals will not be publicly opened. Post bid interviews may be conducted, per invitation only, on the dates listed above. No immediate decision will be rendered. Any decision made by CB, including the Firm’s selection, shall be final.
15. RESTRICTION ON COMMUNICATION
From the issue date of the RFP until a Firm is selected and selection announced, a prospective Firm shall not communicate about the subject of the RFP or an Firm’s Proposal with Owner or any individual member, staff, and employees, except as permitted by the Requests for Clarifications paragraph within the RFP.
16. AUTHORITY TO SIGN
Proposals must be signed by an officer of the Firm who is authorized to enter into binding agreements.
Any questions on this Request for Proposal should be directed via email to the PMC designee listed on the first page of this RFP.
Sincerely,
PLANTE MORAN CRESA
Robert Stempien, AIA
Sr. Vice President
Attachments: (A) to (D) as listed
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
ATTACHMENT A.1 – PROJECT OVERVIEW
DECEMBER 2, 2020
A.1 - 1
The total “Cost of Work” is projected to be approximately $4.2M.
The anticipated design and construction duration is 9 months with construction starting in April 2021 (see Attachment B.2 for schedule information).
The successful Firm will be required to work with the CB, PMC and the Design Professional team to determine the optimal scope of work and construction phasing plan while meeting the overall Program schedule and budget.
The outline in Attachment A.2 along with the Contract Documents in Attachment C, sets forth the required Scope of Services for the Design Professional to design, supervise and inspect the Project including but not limited to architectural, civil, structural, mechanical and electrical systems to produce a complete Project. Architectural services are to include interior design services where necessary. The Project Scope is further defined in Attachments B.1 – B.2.
Firms are to satisfy all applicable codes, ordinances, regulations, etc., as enforced by the city, county, state or relevant federal agencies in preparing the Contract Documents. Where a conflict exists between any code and the design or standard, the successful Firm(s) shall consult with Owner prior to altering the design or specifications.
Firms will be required to coordinate with Owner’s other vendors and consultants, including Owner’s Representative, General Contractor, Contractors, etc. in order to coordinate and integrate the different portions of the Project. This will include attending design meetings, coordinating Design Documents, and modifying the schedule in order to meet the Owner’s goals and objectives.
CITY OF BIRMINGHAM ICE SPORTS ARENA RENOVATION/ADDITIONS
REQUEST FOR PROPOSAL (RFP) – ARCHITECTURAL/ENGINEERING DESIGN SERVICES
ATTACHMENT A.2 – SCOPE OF SERVICES
DECEMBER 2, 2020
A.2 - 1
1. Scope of Required Professional Services
The terms and conditions of Agreement between Owner and Firm shall be substantially based on the attached American Institute of Architects (AIA) Standard Form of Agreement B101 – 2017, as modified, AIA General Conditions of the Contract for Construction A201 – 2007, as modified as clarified below, and Exhibit A Design Phase Deliverables.
The following is intended to assist the Firm in understanding required tasks to be performed. It does not relieve the Firm’s responsibility to deliver a complete set of Construction Documents to the Owner, General Contractor, and Contractor(s).
The anticipated total Cost of Work is approximately $4.2M. This amount is inclusive of hard construction costs, but exclusive of all professional fees and costs, permits, testing, contingencies, technology, pavement and roofing costs at this time. Once the selected GC Firm is engaged, an updated Cost of Work will be established following the bidding process.
Basic Design Services are as included and described in the Form of Contract listed above.
