Cove Storage Summary Update

Vision: Create a community center that serves residents of all ages providing a gathering space, community connections and program experiences based on the 8 Dimensions of wellness.

Components of Wellness…some exist some need to grow

 Social

• Congregate Meals
• Dedicated physical space
• Transportation to attend activities
• Universal access/family support for parents/caregivers
• Visitation space for families

Emotional

• Desirable, attractive space
• Programming on psychological aspects of aging
• Partnerships

Spiritual

• Gratitude program
• Partnerships

Intellectual

• Programming on technology
• University access/connection/over 60 reduced cost or free
• Web based opportunities

Physical

• Tai Chi/exercise
• Nutrition program/Home delivered and Congregate
• Medicare education

Environmental

• Pleasant gathering space

Financial

• Literacy

Occupational

• Volunteerism…meaningful
• Employment opportunities

Purpose: To strengthen community through strong partnerships and collaborations, and innovative service delivery

To utilize a model which is inclusive of all seniors and encourages universal access while recognizing those who are most vulnerable due to age, health, poverty

To encourage and empower residents to choose health and wellness opportunities

Resolution

Resolution for Donations

Purchase Agreement

Resolution authorizing the release of the RFQ for Design Build redevelopment

Coordination in the Community

Various items were left behind in the church which had no value to the City or need for reuse. Some of these items included but were not limited to: pianos, chairs/couches, folding tables, kitchen utensils/ trays, desks, Christmas decorations, pews, filing cabinets, decorations. In the efforts to start removing items from the church, the City of Lakewood reached out to local non-profit partners to invite their organization to walk through the church and identify if there were any items their organization could use to support their mission.

On September 3^rd, Lakewood City Council approved the donations of these various items to organizations including the Lakewood Historical Society, LakewoodAlive, Barton Center, The Beck Center, Dr. Christine Johnson with the Worldwide Anglican Church, and Habitat for Humanity. The City is very fortunate that these items will be reused and benefit other prominent organizations in the community.

Q:  What does Design Build mean and how is it different than a traditional project delivery?

A:  Below is a graphic explaining the difference between a traditional Design-Bid project delivery process and a Design-Build project delivery process.

A typical time-line for each of these processes is shown below:

Q:   Is this a competitive bid process?

A:    Yes.  This is a recognized competitive selection process under the laws of the State of Ohio for construction projects and it also authorized by city laws. The process has built in checks and balances.

Step 1:   The City will issue a Request for Qualifications (RFQ) which will allow the City to identify qualified firms. The RFQ will seek responses regarding the business(es) qualifications regarding such things as:  expertise, experience, completion history, reputation and financial means to execute the project.

Step 2:  A Selection Panel, made up of members from City Council, the Administration and residents will be established that will evaluate the RFQ responses submitted by the applicant firms and narrow them down to the top three applicants.

Step 3:  The city will issue a Request for Proposal (RFP) to the three selected applicants and invite them to submit a response to the Request for Proposal which will detail the design, cost and construction schedule.

Step 4:   The Selection Panel will evaluate the three RFP submissions, including interviews, and will make a recommendation to the administration. The administration will bring the selected firm forward to City Council for approval of a final Design-Build Agreement.

Step 5:   City Council will utilize its normal process to host appropriate public committee meetings to vet, ask questions, make recommendations and approve the final Design-Build Agreement.

In addition, the RFQ requires the parties to engage in an “open book” process in which city, the architect and the design-builder will review bids for trade work, the costs proposed for the general conditions of the design-builder and the fee of the design-builder. For each subcontract, there will be competitive pricing obtained from a list of mutually agreed-upon subcontractors.

Q:  If the Design-Build process is a competitive bid process, why does the language in the resolution regarding the repurposing of Cove Church state “without the necessity of competitive bidding”?:

Section 1.  The Mayor (Director of Public Safety), the Director of Public Works, the Director of Law, the Director of Finance, and /or the Purchasing Manager may establish procedures for and engage in the process of letting of one or more contracts with one or more qualified entities for the design and construction for the repurposing of Cove Church under the design-build project delivery system without the necessity of competitive bidding.   

 A:  Lakewood Codified Ordinance (LCO) Chapter 111 permits council to award contracts without competitive bidding in certain instances including where Council determines that it is either impractical to award the contract under competitive bidding procedures or cost-effective and in the best interests of the City to award the contract without competitive bidding.

Because it is recommended that a design-build process be used versus a traditional competitive bidding process that is solely based on lowest bid, Chapter 111 requires Council to acknowledge it will not be using this traditional competitive bidding process.

The design-build model has a built-in process of checks and balances.  With the traditional delivery method, design it, bid it, build it, the primary, if not only, factor considered in the competition is price. The Design–Build selection process, conversely, puts in place a rigorous competition procedure that focuses on qualifications, experience, technical approach, price and other factors.

Q:   Do other governments allow for a design-build process?

A:   Yes.  The state of Ohio in Ohio Revised Code Chapter 153 provides for the design-build model for State Projects.  This chapter will provide guidance for the city to create its own design-build process which will be reflected in the legislation, all of which is perfectly legal.

Q:   Has the city ever executed a design-build contract process before?

A:   Yes.  In 2018 the city initiated a design-build process for the hi-rate treatment plant currently being built next to the city Wastewater Treatment Plant in the metro parks.

The Cleveland Metro Parks has also completed several design-build projects over the past few years and has been collaborative with the city in providing some best practices for this process.

Q:  Is the city going to tear down Cove Church to build the new Community Center?

A:  No. The project will be an “adaptive reuse” versus a “new build” project.  The city is requesting that the contractor propose plans to reuse the Cove Church building for this project, preserving the original Cove Church structure.

Q:  How much will this project cost the taxpayers of Lakewood?

A:  The city administration has spent time working with various independent builders to determine the range of cost based on various design methods.  As a result, it is estimated that the cost to renovate Cove Church for use as an Intergenerational Community Center will be between $3 million and $4 million.  If the building were to be torn down and new construction be built, it is estimated that the cost would be between $5 million and $7 million. The fluctuations in these costs are due to the supply of building materials and availability of enough building trade personnel.

Q:  Who will be on the selection committee for this project?

A:   The selection committee has not yet been appointed, but it is expected that there will be a representative from City Council, a representative from the Administration, and several residents with backgrounds in such areas as finance, real estate, and/or construction management.

Q:  Why did the city purchase the Cove Church building in the first place?

A:  The city purchased the Cove Church property for use in its compliance with the Clean Water Act of 1972. The church had closed its doors and this location at Cove & Lake Avenues worked well for purposes of the city’s Integrated Wet Weather Improvement Plan.  The property came with the church building.  The city’s review of options to relocate the Human Services Department had been unsuccessful until Cove Church became an option.

Q:  Will there be any community input about this project?

A:   Absolutely.  The department of Human Services (Early Childhood, Youth and Aging) has already been polling the residents they serve about innovative programming they want to see available at this new facility. In addition, the following community engagement will be incorporated into the process:

• RFQ will request each firm to describe their reason for interest in the Cove Church project, anticipated added value to the project, and approach to community engagement and inclusivity.
• During the time-period of January through March 2020 will be scheduled community engagement forums in the form of focus groups and community meetings to obtain ideas from residents.
• City Boards and commissions as well as City Council will hold public meetings regarding the design-build project and the design-build agreement, all of which are open to the public.
• Cove Community Center website will provide the opportunity for residents to submit ideas for programming from the website.

Cove RFQ

RFQ Attachments

• DOHS Programming Matrix
• Existing Conditions Photos Cove
• Preliminary Cove Church Fit Plans
• DOHS Supplementary Programming
• Existing Drawings Cove Church

Pre-Submission Questions 

Q: Who is on the selection committee? Has a final selection committee been chosen?

A: The selection committee includes representatives from the Department of Human Resources, the Department of Planning and Economic Development, City Council, and Lakewood residents well-versed in architecture, commercial renovations, and real estate development.

Q: Are consultants who were involved in the Design Criteria documents eligible for the next phase of the Design-Build process?

A: Yes.

Q: Is there a third-party owner or developer planning to own and fund the project separate from the City of Lakewood?

A: No.

Q: Will the attendance list from the pre-submission walk-through be made available?

A: Yes, a PDF copy of the “Cove Pre-Submission Attendance” can be found using the accordion menus on the right hand site of the website http://www.lakewoodoh.gov/cove-church-redevelopment/

Q: Will the kitchen renovation create a commercial kitchen or a convenience (rewarm) kitchen?

A: Based on initial design input from Human Services, there are two kitchen areas. The current fit plans/design criteria include a new catering kitchen on the entry level to accommodate 100+ meals a day on-site and 100+ meals a day off-site, and the potential for catered events to a wider public.

A smaller renovated kitchen on the lower level will be used for staff meals, snack preparation for Early Childhood, heating meals for Youth Services visitors, and potential programming activities for a wider public.

Q: Are there historical data about the original construction or renovations at Cove Church?

A: Yes, these items can be found using the accordion menus on the right hand site of the website http://www.lakewoodoh.gov/cove-church-redevelopment/

The original 1968 construction documents for Cove Church “Existing Drawings” are located under “RFQ & Attachments.”

A 1969 copy of “General Specifications” and a copy of the 1984 “Study of Heating System” are located under “Historical Construction Documents.”

Q: Will the abatement be included in the DB contract as part of the DB’s responsibilities?  

A: Environmental assessment has been completed for the city by others. Coordination of the budget and schedule for hazardous material abatement to be determined under separate contract.

What is the status of the Stormwater Management component at the Cove Church site?

A: The Stormwater Management project at the Cove Church site is part of the city’s IWWIP and currently being negotiated with the US and Ohio EPA. That work is not part of the Cove Church Redevelopment RFQ/RFP and is not expected to begin for several years. 

To learn more about the city’s future needs for stormwater management, please visit http://www.lakewoodoh.gov/cleanwaterlakewood/

Q: Has the city executed a design-build contract process?

A:   Yes.  In 2018 the city initiated a design-build process for the hi-rate treatment plant currently being built next to the city Wastewater Treatment Plant in the metro parks.

The Cleveland Metro Parks has also completed several design-build projects over the past few years and has been collaborative with the city in providing some best practices for this process.

Cove Pre-submission Attendance 11-13-2019

Artistic Renovations and Toddy

Cold Harbor and City Architecture

Dunlop Johnston and Kaczmar

Infinity and Moody Nolan

Krill and Bialosky

Marous Brothers

Ozanne and Clark & Post

Panzica and Bowen

Regency and Brandstetter Carroll

Ruhlin and DSA

Scalish and Dimit

Click here to view the Cove RFP.

PRE-PROPOSAL QUESTIONS AND ANSWERS

Q: Should the bond costs for subcontractors be included in the General Conditions or be a separate item?

A: The General Contractor is responsible for bond in full amount of contract award.

Q: Are teams allowed to substitute subconsultants?

A:  Yes. Design-Build teams may add, subtract or substitute subconsultants.

Q: Does the city maintain a state contract for furniture?

A: Yes.

Q: Will fiber technologies be made available to the site by the city?

A: The city currently maintains a fiber optic network at the city’s largest public parks, schools, public library, and additional Lakewood facilities. The city’s intent is to provide this same service at Cove Church, separate from the design-build contract.

Q: How many food deliveries does Human Services currently receive? What is the occurrence?

A: Human Services receives food deliveries daily, Monday through Friday, before 8:00 am. In 2020 they will receive 20,000 congregate meals and 26,000 home delivered meals.

Q: What is the current total amount for the Human Services food contract?

A: The catering contract, negotiated by the Western Reserve Area Agency on Aging, is with the Food Bank. The Human Services meals are part of a contract award that is valued at approximately $200,000.

Q: Please confirm status of kitchen.

A: Human Services will require a catering kitchen, not a commercial kitchen. A Type I hood is not required at this time based on the proposed design criteria.

 Q: Our team is capable of providing full Furniture, Fixture and Equipment (FFE) design, bidding and construction oversight. Should this be separated out on the price proposal for items H and J?

A: Yes.

Q: Our understanding is that all hazardous material testing and abatement will be performed by the City at a time determined/coordinated between the City and selected D/B. Any unforeseen PACM (Presumed Asbestos Containing Material) encountered during the work will be immediately brought to the City’s attention.

Please confirm that the D/B team will not be providing phase 1 or 2 environmental analysis?

A: Correct. Please see additional resources listed under the “Pre-Proposal Q&A and Additional Resources” accordion menu for the environmental analysis.

Q: The existing documentation provided with the RFP included a set of existing drawings that appear to be incomplete. Are any additional existing drawings, such as original structural and MEP drawings available? 

Are there any other building assessments the city can share? 

Is there an existing facility assessment report other than the MEP report provided? 

A: An incomplete drawing set of the original 1968 construction documents for Cove Church “Existing Drawings” are located under the “RFQ & Attachments” accordion menu. No other drawings from this set were found.

A 1969 copy of “General Specifications” and a copy of the 1984 “Study of Heating System” are located under “Historical Construction Documents” accordion menu.

Please see additional resources listed under the “Pre-Proposal Q&A and Additional Resources” accordion menu.

Q: It does not appear that there is anticipation that the D/B team will provide surveying as a part of their team, is this correct?

Does the city have a site survey available?

A: The city currently does not have a site survey. Please provide this service as part of the design-build proposal.

Q: Please provide a site work-limit plan indicating what exterior spaces are included within this project. What areas will be excluded because of the possible NEORSD storm sewer project?

It does not appear that there is anticipation that the D/B team will provide civil engineering as a part of their team, is this correct?

A:  All exterior spaces shown in the design criteria package are included in the adaptive reuse project, however, it is anticipated that the parking lot will only be resurfaced prior to the Stormwater Management project.

The Stormwater Management project at the Cove Church site is part of the city’s IWWIP and currently being negotiated with the US and Ohio EPA. That work is not part of the Cove Church Redevelopment RFQ/RFP and is not expected to begin for several years.

To learn more about the city’s future needs for stormwater management, please visit http://www.lakewoodoh.gov/cleanwaterlakewood/

 Q: Will the price proposal worksheet be considered the team’s first GMP submission?

 With regard to the selection, what is the weighted % for the estimate summary (price proposal worksheet) within the entire response package? 

A: The Price Proposal worksheet is informational only and intended to help the selection panel better understand the design-build team’s overall Project Approach and Suggested Value-Added Ideas.

This worksheet will not be considered the first GMP submission.

The worksheet is not weighted with a separate %.

Q: Please confirm who will be a voting member of the selection committee.

A: As previously presented at the public City Council meeting, the selection committee for the Cove Church RFQ/RFP process includes:

• Dave Robar, Director and Vice President at Vocon Architecture, former ABR Chair
• Mike Molinski, Director of Operations at RCF Group, former City Architect and ABR Chair
• Joe Stewart, Vice President at the Jacobs Group (retired)
• Allison Hennie, AIA, NCARB, Urban Designer in the Planning Department at the City of Lakewood
• Toni Gelsomino, Director of Human Services at the City of Lakewood
• John Litten, City Council
• Dan O’Malley, City Council, President

Please note, firm’s responding to the RFQ/RFP are required to conduct the preparation of the submissions with professional integrity and prohibited from communicating with any member of the selection committee.

Q: Will you be providing written responses to the questions raised during Tuesday’s pre-proposal meeting?

A: Questions not answered during the pre-proposal meeting are answered above. All questions received in writing prior to the deadline are answered above.

Additional Resources

Church Commissioned 115749 – Report – DRAFT

City Commissioned 737-2018-0211_12525 Lake Ave, Lakewood, OH

Cove Church 12501 Lake11-15-2001 (Proposed elevator and restroom)

Enviro – 42564,CityLakewood,former church,BSR_Haz

Enviro – 42564,ESA,CityLakewood

Enviro – 42564,XRF_COF_RRP

• Study of Heating System – Cove Church
• Original General Building Specifications – Cove Church

DS Architecture_Ruhlin – Interview Presentation

Infinity_Moody Nolan – Interview Presentation and Leave Behind

Krill_Bialosky – Interview Presentation