Request for Qualifications Architectural Services ... - Village of Palatine

Request for Qualifications
Architectural Services
March 27, 2013
Palatine Village Hall Renovation/Addition
The Village of Palatine is seeking specific qualifications from interested Architectural firms that are
capable of providing professional services for the renovation of, and addition to, the existing Village
Hall building; with particular attention to the following areas.
• Designing a customer friendly environment while maintaining a safe workplace for employees.
• Refresh the Village Hall and adjacent Park District building exteriors including a redesign of the
Village Hall main entry.
• Incorporate the Fire Department Administrative offices and relocation of fire house #85 to the
Village Hall building including a two bay fire apparatus addition.
• Full replacement and/or upgrade of the existing mechanical, electrical and plumbing with new
energy-efficient systems.
The Palatine Village Hall serves a population of 68,000 and is currently housed in a building originally
used as Palatine High School. The building consists of three levels totaling approximately 103,000
square feet. The Village Hall space needs are approximately 50,000 square feet. The footprint of the
existing building will not substantially change in this renovation.
I. Description of the Architect Selection Process
The process for selection of an Architectural consultant will proceed in three stages.
A. Submission of written qualifications
The Village will review and evaluate the written responses to the RFQ in
accordance with the evaluation criteria identified herein. The Village will select
no less than two qualified Architects to proceed to the interview stage of the
selection process.
B. Interview
Each of the selected Architects will participate in a detailed interview to discuss
how their firm and approach to this project satisfies the evaluation criteria
identified herein. In addition, during this interview Architects will be required to
answer questions posed by the Selection Committee. It will be the sole
responsibility of the Selection Committee to rank the candidates based on the
evaluation of the written responses to the RFQ and responses received during the
interview process. The top-ranking candidate shall then be invited to proceed to
the negotiation stage.

C. Negotiation
Finalize the scope of work. Negotiation of a contract for fair and reasonable
compensation based on the estimated value, scope, and complexity of the services
required shall be conducted with the Architect ranked as the first most qualified
and should agreement not be reached, negotiations shall proceed with the second,
and if necessary, the third most qualified Architect.
D. Selection Process Schedule
1. Request for qualifications sent out March 27, 2013
2. Deadline for questions from respondents is 4 p.m. local time on April 9, 2013.
3. Responses to questions will be issued no later than April 11, 2013.
4. Submittals are due on April 15, 2013.
5. Statements of Qualifications distributed to Selection Committee Members on
April 16, 2013.
6. Selection Committee to determine firms to be interviewed by April 24, 2013.
7. Interview of firms to be completed by May 3, 2013.
8. Notification of selected consultant and commencement of agreement
negotiations week of May 6, 2013.
9. Council presentation and approval tentatively scheduled for May 20, 2013.
II.
III.
Facility Tours
The Community Services Director will be available to answer questions about the project.
Architects are encouraged to visit the existing facility to enhance their understanding of the
project. Please contact the Director of Community Services, Harry Spila to schedule site
visits. His phone number is 847-359-9027.
Scope of Services Desired
The professional services of the Architect shall be based on the standard AIA
Owner/Architect agreement w/ amendments and shall include the following.
A. Phase I: Schematic Design Services
At the close of the schematic design phase, the Architect shall work with the
Village’s construction consultant, Camosy Construction in the development of a
cost estimate.
B. Phase II: Design Development
At the close of the design development phase, the Architect shall work with the
Village’s construction consultant, Camosy Construction in the development of a
cost estimate and project schedule.
IV.
Evaluation Criteria
The following criteria will be used to evaluate the written submissions of each of the
Architect’s qualifications. The feedback from the Architect’s previous clients will also be
considered. (These are not ranked in order of importance).

A. Quality of information based on completeness, relevance, conciseness and
organization of materials.
B. The quality and performance of similar past projects. These may be evaluated by
the selection committee during walk-through of some of the Architects completed
buildings and interviews with former clients.
C. Qualifications and experience of personnel.
D. Demonstrated ability to work with municipal agencies.
E. Demonstrated ability to complete projects within budget and on schedule.
F. Demonstrate experience providing effective project management, exceptional
design and monitoring services on similar past projects.
V. Submittal Requirements
Applicants should provide the following:
A. Statement of Interest and Approach Submit a statement of interest in the project
including an introduction to your firms’ capabilities related to the project. Include
the anticipated methods and approach typically used to complete similar projects.
B. Description and Experience
Include the names of staff and a description of their experience level with projects
of this type. List similar projects the firm has completed. Include examples of
the type of work recently completed.
C. Resume of Principal and Staff Members Assigned to this Project
Submit résumé’s and background information on the firm’s principal members
who will have the overall responsibility for this project as well as résumé’s of
staff who will be primarily engaged in carrying out the data collection, public
presentation and design for this project. Identify the project coordinator and the
roles of each staff member.
D. Preliminary Schedule and Additional Information
Provide a preliminary project schedule for the completion of the project and any
additional information, i.e. photographs, writings or exhibits which you believe
would assist the Selection Committee in determining the successful consultant.
E. References
Provide a list of three (3) to five (5) municipalities that the Village may contact
regarding a similar project the firm has completed. Projects completed within the
last two (2) years are preferred. Include a name, address, phone number, fax
number and e-mail address of a contact person for each project listed.

F. RFQ Submittal Requirements
In order to have your submittal considered, it must be submitted in a sealed
envelope(s)/box containing eight (8) bound 81/2” x 11” copies and one digital
copy in a pdf format on a compact disk. Submittals must be received by the
Village of Palatine Clerk’s Office on the 2nd floor of the Village Hall, 200 E.
Wood Street, Palatine, Illinois 60067 no later than 3:00 P.M., Monday, April 15,
2013. The submittal package should be clearly labeled as follows.
Request for Qualifications
Architectural Services
Palatine Village Hall Renovation/Addition
200 E. Wood St., Palatine, IL