1-08.28.2025 RFP 2025-02 Field 4 ADA Design Services-FINAL.pdf

Request for Proposals

RFP 2025-02

Architectural/Engineering Design Services Brentwood Borough PARK FIELD NO. 4 ADA

IMPROVEMENTS

Issue Date: August 28, 2025

Submission Deadline: 2:00 PM, October 2, 2025

Project Location:

Borough of Brentwood, Allegheny County, Pennsylvania

ANNOUNCEMENT

AUGUST 28, 2025

REQUEST FOR PROPOSALS (RFP)

ARCHITECTURAL/ENGINEERING DESIGN

SERVICES FOR THE BRENTWOOD PARK FIELD NO. 4 ADA IMPROVEMENTS

BRENTWOOD, PENNSYLVANIA

The Borough of Brentwood, Allegheny County, Pennsylvania, is inviting firms to submit a proposal for a one-time contract to perform certain professional services (consulting) work for the Borough of Brentwood involving the preparation of conceptual and eventually final architectural/engineering design documents associated with the Brentwood Park Field No. 4 ADA Improvements. One firm will be selected to provide design architectural/engineering services for the project.

Information relating to submitting a proposal including specific requirements, the organization of the proposal, proposal evaluation criteria, and the proposed contractual agreement can be found at PennBid (https://pennbid.procureware.com). Interested parties must complete a no cost registration process to utilize this service. Paper copies these documents will not be made available.

A MANDATORY PRE-SUBMITTAL Meeting will be held on September 10th, 2025 at 2:00 PM.

All Proposals must be submitted electronically on Pennbid.com before 2:00 P.M., prevailing time on October 2, 2025.

The Proposals must be made to the Brentwood Borough, Allegheny County, Pennsylvania, and shall remain firm for a period of sixty (60) days. Questions regarding this project shall only be accepted electronically via the ‘Clarifications’ section on pennbid.procureware.com.

The Owner reserves the right to reject any or all Proposals, or any part thereof, for any reason, and also reserves the right to waive any informality therein.

BY: George Zboyovsky, PE, ICMA-CM Borough Manager https://pennbid.procureware.com/

BOROUGH OF BRENTWOOD

ARCHITECTURAL/ENGINEERING

DESIGN SERVICES FOR BOROUGH PARK FIELD NO. 4 ADA IMPROVEMENTS

REQUEST FOR PROPOSAL

DUE OCTOBER 2, 2025

Brentwood Borough Architectural/Engineering Design Services 3

ARCHITECTURAL/ENGINEERING DESIGN SERVICES

FOR BRENTWOOD PARK FIELD NO. 4 ADA IMPROVEMENTS

TABLE OF CONTENTS

SECTION 1. BACKGROUND

SECTION 2. REQUIREMENTS

SECTION 3. WORK REQUIREMENTS (SCOPE OF WORK)

SECTION 4. ORGANIZATION AND REQUIRED SUBMITTALS FOR PROPOSAL

SECTION 5. CONSTRAINTS ON THE SUCCESSFUL CONSULTANT

SECTION 6. COMPLIANCE WITH THE RFP

SECTION 7. REVISIONS DUE TO AMBIGUITY, CONFLICT, OR OTHER ERRORS IN RFP

SECTION 8. IMPLIED REQUIREMENTS

SECTION 9. PROPOSALS AND PRESENTATION COSTS

SECTION 10. REJECTION OF PROPOSALS

SECTION 11. EXCEPTIONS TO FORMAT

SECTION 12. VALIDITY OF PROPOSALS

SECTION 13. EVALUATION CRITERIA

SECTION 14. CONTRACT

APPENDIX A. CONTRACT - DRAFT

APPENDIX B. NONDISCRIMINATION/SEXUAL HARASSMENT CERTIFICATION (FOR

PROPOSING FIRM)

APPENDIX C. KAISER FIELD (FIELD NO. 4) ADA IMPROVEMENTS SCHEMATIC DESIGN

APPENDIX D. REDEVELOPMENT AUTHORITY OF ALLEGHENY COUNTY GAMING

ECONOMIC DEVELOPMENT TOURISM FUND GRANT CONTRACT.

APPENDIX E. BID TABLE (EXAMPLE FORMAT)

APPENDIX F. SITE SURVEY AND PLAN OF LOTS

APPENDIX G. CONSULTANT RFP CHECKLIST

APPENDIX H. ACKNOWLEDGEMENT OF TRUTH

APPENDIX I. PROJECT SITE LOCATION MAPS

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NOTE: In this document the term "proposer" shall mean the person or firm making a proposal based on this RFP. The term "proposer", “consultant”, “architect”, and the term "firm" are used interchangeably. Also, the term "you" or "your" shall refer to the proposer.

SECTION 1. BACKGROUND

BOROUGH OF BRENTWOOD COMMUNITY VISION STATEMENT

The Borough of Brentwood is a unified, family-oriented community with a strong commitment to civic pride and traditions. While preserving these standards, ideals and traditions, the community shall strive to provide a high quality of life for all, a superior educational system and residential areas with a more suburban character. The community shall support established businesses while encouraging future economic development and effective local government, all within a safe and clean environment.

A. General Description

Brentwood is a small borough in the South Hills. The southern half of the municipality is surrounded by the Borough of Whitehall. The northern half of the community is roughly divided along its north-south axis by the City of Pittsburgh, to the west, and the Borough of

Baldwin, to the east. Brownsville Road divides the community roughly in half along its east-west axis. It is a densely populated community in Allegheny County: its 10,000 people live in houses and apartment buildings within an area that is only 1.5 square miles.

Most of these homes are older than the County average, since Brentwood was one of the first towns incorporated in Allegheny County. It grew quickly as a first-tier suburb of Pittsburgh when the Liberty Tunnel was built through Mt. Washington, making Brentwood a 10-minute ride to downtown Pittsburgh. Over the decades, Brentwood has maintained its charm as a town with short, walkable blocks through tree-lined streets that lead to a small downtown area and to its parks and pool.

Brentwood is one of those Pittsburgh area boroughs in which families stay for generations, but it is also a community that attracts and welcomes people who discover it and move here because:

The cost of housing is lower. The price of homes in Brentwood is less than comparable residences in Whitehall and Baldwin Boroughs, the adjacent communities. The median income of Brentwood households is just under $55,000, so the housing value is an important feature of the community for most individuals and families. Money magazine recently rated Brentwood as the tenth most affordable town in America.

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The schools are good. Brentwood children and youth attend the Brentwood School District, and their test scores exceed the state averages for reading and math. The Brentwood Borough School District was ranked 28 out of 105 school districts in Pennsylvania in 2008 by the Pittsburgh Business Times.

Its recreation stands out. In spite of the small size of the town, the Borough organizes many activities for young people and adults, including after school recreation programs at the Brentwood Public Library and swimming lessons and recreation at the Brentwood Pool and Park.

Brentwood Park is centrally located within the Borough and covers approximately 30.0 acres.

B. Project Location

Brentwood Park is nestled just off

Brownsville Road, located behind both the

Brentwood Middle

School & High School, the Brentwood Library, and the Brentwood

Volunteer Fire

Company. The park’s official address is 3501

Brownsville Road, Brentwood, PA 15227

Within the park, there are multiple athletic facilities. Field 4, known as Ralph Kaiser Field, is one of the four main baseball/softball fields (alongside the T-Ball Field, Jim Attanucci Field, and William Tepsic

Field)

For GPS or mapping purposes, all fields—including Ralph Kaiser Field (Field 4)—are located within Brentwood Park and share the same address (3501 Brownsville Road). If you're using a navigational system, that address will bring you to the park's entrance, and once inside, you can follow signage or field maps to locate Field 4.

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Summary

General Location: Brentwood Park is just off Brownsville Road, behind the Brentwood schools, library, and volunteer firehouse.

Address for Navigation: 3501 Brownsville Road, Brentwood, PA 15227.

Specific Field: Field 4 (Ralph Kaiser Field) is one of the park’s four baseball/softball fields, all located within the park grounds.

Finding It: Use the park address for GPS, then navigate on-site to Field 4 based on field maps or signage.

C. Project Description

The Borough of Brentwood is requesting proposals from qualified engineering and/or architectural firms to provide design, permitting, and construction administration services for

ADA accessibility improvements to Field No. 4 (Ralph Kaiser Field) in Brentwood Park.

The selected consultant will be required to use the preliminary design plans, layouts, and cost estimates prepared by Transystems (dated December 17, 2024) as the basis for final design development, refining the plans to incorporate all necessary details, code compliance updates, and constructability considerations. (Appendix C).

Work will include, but is not limited to:

ADA-compliant pedestrian routes connecting Field No. 4 to existing ADA parking, restrooms, and other park amenities.

Accessible spectator seating, viewing platforms, and companion seating.

Accessible dugouts, team benches, and field access routes.

Review and enhancement of accessible parking and drop-off zones.

Grading and stormwater/drainage improvements.

Utility and site lighting upgrades as needed.

ADA-compliant wayfinding and signage.

Deliverables

Site analysis and refinement of the preliminary Transystems plan.

Final design documents and technical specifications.

Updated construction cost estimates based on the final design.

Assistance with permitting.

Bid document preparation and contractor inquiry support.

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Construction administration and inspection services through completion. (Alternate Bid)

The goal of the project is to remove barriers, ensure compliance with the Americans with

Disabilities Act, and enhance the safety, accessibility, and overall user experience at Field No. 4 for players, spectators, and visitors.

D. Project Funding

This design component of the project will be financed, in part, by a Pennsylvania Gaming

Economic Development and Tourism Fund (GEDTF) grant from the Redevelopment Authority of

Allegheny County which is funded by the Commonwealth Financing Authority (CFA). All proposers must be familiar with the requirements of this grant and presently be in compliance with and will maintain compliance with all of the grant requirements including but not limited to

Nondiscrimination and Sexual Harassment. (Appendix D). The Borough is seeking a “Lump Sum not to exceed” contract associated with the Design and Preparation of Construction Documents.

E. Consultants

Consultants will need to gain a strong understanding of the project area and work with the

Brentwood Borough Parks & Recreation Committee to fine tune the scope of the work to ensure the total construction costs do not exceed $1,000,000. The Consultant shall also certify, in writing, that neither them nor any subcontractors, nor any suppliers are under suspension or debarment by the CFA, Allegheny County, the Commonwealth, or any governmental entity.

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SECTION 2. PROPOSAL REQUIREMENTS

A. General

The Borough of Brentwood reserves the right to reject any or all proposals and to select the proposal that it judges to be in the best interest of the Borough of Brentwood

The contract is subject to the approval of the Borough of Brentwood Council and is effective only upon their approval.

All proposers are bound by the deadline and location requirements of this RFP as previously stated in the Announcement.

All proposals shall remain effective subject to Borough of Brentwood review and approval for a period of ninety (90) days from the deadline for submitting proposals.

The Borough of Brentwood may initiate negotiations with the proposers submitting the proposal or seek additional proposals on an informal or formal basis during the ninety (90) day period that proposals must remain effective.

The proposer is encouraged to add to, modify or clarify any of the scope of work items it deems appropriate to obtain a high-quality level of service at the lowest possible cost. All changes should be listed and explained. However, the scope of work proposed, at minimum, must accomplish the goals and work outlined below.

B. Inquiries

All inquiries concerning this RFP and project shall only be accepted electronically via the

‘Clarifications’ section on pennbid.procureware.com. Submissions in any other form may be ignored. All questions must be submitted by September 25, 2025 at 2:00 PM. Any response/question received after this date and time will be considered late. Answers to all questions of a substantive nature will be provided to all prospective Responders through the pennbid.procureware.com site. No inquiries, questions, etc. will be addressed after

September 25, 2025.

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C. Mandatory Pre-Submission Conference

A mandatory pre-submission conference will be held on September 10, 2025 at 2:00 PM with

Brentwood Borough personnel, members of the Brentwood Council Parks & Recreation

Committee, and all prospective candidates and other interested parties to discuss this project and tour the Brentwood Park Field No. 4 Area. The meeting will begin at the Brentwood Civic

Center at 118 Park Drive, Brentwood, PA 15227 and will conclude with a project walk through of the proposed location. No other “tours” will be given other than the one associated with the

Mandatory Pre-Submission Conference.

D. Direct Contact

Direct contact with any Borough employee without the expressed permission of the Borough

Manager or his designated representative, on the subject of this proposal, is strictly forbidden.

Violation of this paragraph may result in disqualification of your proposal.

E. Proposal Submittal Requirements

Please refer to PennBid (https://pennbid.procureware.com). Interested parties must complete a no cost registration process to utilize this service. Paper copies these documents will not be made available.

All submittals must be submitted electronically at pennbid.procureware.com by 2:00 PM EST on October 2, 2025, and the same will be publicly opened and read immediately thereafter.

The Borough reserves the right to reject any or all submittals, or any part thereof, for any reason, and also reserves the right to waive any informality therein.

All material submitted will become the property of Brentwood Borough and the only information available at the submittal opening will be the names of vendors submitting packages. No facsimile of submittals will be accepted.

F. Debriefing

The Borough requires that in the RFP process all information as to persons or firms making offers or the contents of any offers is kept confidential. This information can only be given out after an award or decision to award has been made.

https://pennbid.procureware.com/

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After an award is made, or the decision to make an award is made, the file is available in the

Administrative Offices for public review. Request a review time during normal business hours, 8 a.m. to 4 p.m., Monday through Friday.

G. Examination of Data

Before submitting proposals, prospective Consultants shall carefully examine the Proposed

Contract Documents, acquaint themselves with all governing laws, ordinances, etc. and otherwise thoroughly familiarize themselves with all matters which may affect the performance of the work. The act of submitting a proposal should be considered as meaning that the Consultant has so familiarized himself and, therefore, no concession will be granted by the Borough because of any claim of misunderstanding or lack of information. Consultants are expected to read and study all specifications with special care and to observe all their requirements. Discrepancies, ambiguities, errors or omissions noted by the Consultant should be reported promptly to the Borough for correction or interpretation before the date of the opening of the proposal.

H. Acceptance/Rejection/Withdrawals of Submissions

The Borough reserves the right to amend or modify the RFP at any time during the procurement process, prior to the date and time which responses are due. The Borough of

Brentwood reserves the right to reject any or all submittals and to select the Consultants that it judges to be in the best interest of the Borough of Brentwood.

All submittals are bound by the deadline and location requirements of this RFP as previously stated in the Announcement.

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SECTION 3. WORK REQUIREMENTS (SCOPE OF WORK)

INSTRUCTIONS: The following work elements and work tasks, along with the planning procedures presented as part of the work elements, constitute the work and product required to be performed and produced for a satisfactory Architectural Design for the Borough.

There are four Phases in the Base Bid. All Phases shall include the following:

A. Phase I - Pre-Design: Program Development and Documentation Review

1. Prepare a more detailed project schedule from the preliminary project schedule required for this RFP that identifies the necessary major tasks and/or benchmarks during the design process. Estimate the time required to accomplish each major task, including those associated with design review. The project schedule shall be updated throughout the design process.

2. Prepare a companion document that identifies potential risk issues that could negatively impact the project budget or schedule. The successful Proposer shall help develop strategies to mitigate these risk impacts. The risk assessment document shall be updated throughout the design and construction process.

3. Participate in a project kick-off meeting with the Project Team to formulate a design statement in which major project goals and the means of implementation are identified.

The Project Team is at a minimum the A/E design team, the Borough Manager, three (3) members of Borough Council. Other Borough staff may also be included as members of the Project Team, as necessary.

4. Study the area and propose some design options to Project Team.

5. Coordination with adjacent property owners as needed.

6. Investigate the utility owner, locations and status within the area.

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B. Design Scenarios

The design effort will be based upon, and shall incorporate, the December 17, 2024 preliminary schematic plan and cost estimate prepared by Transystems. The successful Proposer shall refine and expand upon this existing work to develop the final approved design in collaboration with the Project Team.

In addition to the above, the successful Proposer shall provide the following for any alternatives:

1. Refine Existing Preliminary Schematic Design

The Borough has already completed a very preliminary schematic design for the project.

The successful Consultant shall use this existing design as the starting point for all work, refining and expanding upon it to satisfy the program requirements for the project. This refinement process shall include presenting well-developed alternatives—when warranted—to the full Project Team, with complete explanations of how any alternative was derived and how it compares to the baseline preliminary design. It is expected that all alternatives will be viable solutions to the design program. Presentations shall address cost in relation to budget adherence and include preliminary selections of major building systems and construction materials.

2. Semifinal Schematic Design Review

Based on input from the Project Team on the refined preliminary schematic design and any presented alternatives, the successful Consultant shall prepare a semifinal schematic design for further review and comment.

3. Cost Analysis and Value Engineering

Provide an updated preliminary cost estimate, incorporating value engineering (VE) proposals, a simple life cycle analysis (LCA), and cost information addressing durability and maintenance of major materials. These deliverables shall be presented concurrently with the semifinal schematic design for review by the Project Team.

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4. Sustainability Considerations

Suggest appropriate green design strategies for consideration by the Project Team. The successful Consultant shall report on the feasibility, costs, and benefits of these strategies during design meetings, and document any selected strategies for implementation.

The Project Team shall approve the Final Design Option. The Consultant shall then present this

Final Design Option to Brentwood Borough Council at a public meeting, providing sufficient information for Council to render a decision on proceeding with preparation of final construction design development documents.

C. Phase II – Design Development Phase (DD)

1. Upon approval of the Design Option by the Brentwood Borough Council, proceed with

Design Development documents.

2. Conduct a Value Engineering Charrette as necessary to ensure the project will meet budget requirements and to ensure best use of public funds. You shall retain 1-2 outside construction contractors to provide input into project staging, materials, methods of construction, constructability, schedule, construction access and other elements that will affect project cost, quality and schedule. The Borough shall provide input on at least one of the contractors chosen.

3. Provide all documentation necessary to describe the scope, appearance of the project, and all landscape, architectural, and structural, by means of plans, sections, elevations, typical construction details, and equipment layouts.

4. Develop specifications that identify major materials and systems, and establish, in general, their quality levels.

5. Prepare a preliminary drainage design.

6. Prepare a semi-final set of DD documents and review with the Borough Manager.

7. Identify and complete necessary permitting associated with the final design.

8. Integrate information from the Borough Manager’s review into final DD documents and present it to the Project Team.

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9. Provide a cost estimate. On-going constructability and VE reviews shall occur during this phase as necessary to assure budget compliance.

10. Create at least three (3) renderings of proposed improvements for community outreach.

11. Conduct one (1) in-person public meeting (includes preparation of materials, minutes, etc.)

12. Conduct monthly steering committee meetings (includes preparation of materials, minutes, etc.)

13. Obtain approval from the Borough Council during a Public Meeting before proceeding with Construction Documents.

D. Phase III – Construction Documents Phase (CD)

1. Upon approval of the Final Design by the Brentwood Borough Council, proceed with the preparation of Construction Documents, drawings and specifications, based upon the DD documents approved by the Borough, including all requirements that may be required as part of the land use approval.

2. These documents shall describe in adequate detail all aspects of the construction of the project. CD’s should be clear and complete in order to keep change orders to a minimum.

3. CD’s shall be submitted for review to Borough Manager and the Project Team for review at 50% and 95% completion. At the time of submittals, the successful Proposer shall submit a list of issues needing resolution and what information is needed. Successful

Consultant shall submit a minimum of 4 drawing sets and specifications for review.

4. CD’s shall also be submitted to the Department of Conservation and Natural Resources

(DCNR) for their review and approval.

5. Provide a 95% cost estimate for review by the Borough Manager at the same time as the

95% Construction Document submittal.

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E. Phase IV – Bid Phase (B)

1. The successful Consultant shall submit the final and complete CD’s to the Borough

Manager and shall be responsible for printing the number of sets determined by the

Design Team to be necessary. Printing costs to be included in the cost of the proposal.

2. The successful Consultant shall attend the pre-bid and pre-construction meetings.

Successful Consultant shall respond to any substitution requests and may be asked to respond to questions and to provide additional information to bidders during the bid phase.

F. Alternate Bid – A – Construction Administration Phase (CA)

Not to be included in the Base Bid associated with the Final Design Option, please provide a

Lump Sum Not to Exceed Bid associated with the following:

1. The successful Consultant shall perform timely site visits and observe construction to the degree necessary and as required to ensure conformance with the CDs.

2. The successful Consultant shall attend weekly construction meetings and perform on-going A/E tasks (requests for information, review change order requests, approve contractor payment applications, prepare field reports, etc.) during construction as required to implement the project.

3. The successful Consultant shall prepare meeting notes for electronic distribution no later than 48 hours after the meeting. Meeting notes shall contain, at a minimum, adequate detail to document construction progress, action items, decisions, and risk issues that could negatively impact schedule or budget.

4. Provide a full record drawing set (“as-builts”) with AutoCAD. Co-ordination with the

Contractor will likely be required; however, the successful Consultant will not be held liable for the accuracy of the information received from the Contractor and

Subcontractors regarding the site and improvements but shall to the best of their ability ensure that information is correct and true. These drawings will become the property of the Borough at the end of the project. Successful Consultant shall be released from

Brentwood Borough Architectural/Engineering Design Services 16 responsibility for future work done using these drawings not directly involving the successful Consultant. Drawings illustrating as-built utilities shall be certified by a registered civil engineer and require acceptance by the Borough Engineer.

5. Provide an “Owners Maintenance Manual” at project completion containing all construction element sources, subcontractor and manufacturer contact information, manufacturer owner’s manuals, warranty information and other relevant data.

G. Stakeholders/Public Participation

To help reduce potential conflicts and gain public support for the project, citizen input must be received during the planning process. At minimum the Brentwood Borough Steering

Committee (Project Team) will meet with the consultant once per month at Monthly Progress meetings as well as the various meetings identified in the table below. At least one general public meeting must be held. The exact number of meetings may vary depending on the desires of the community and the scope of the project.

Meeting Type Invited Group/Members

Project Kick-off Meeting

Project Team

Planning/Workshops

Planning/Workshop #2

Brentwood Borough Council

Key Individuals/Stake Holders (not on Steering Committee)

To Be Determined

Neighborhood/Community Meeting

Public Meeting, Planning Commission, Local Officials (County, State, Federal)

Schematic Design Phase

50% Design Submission

Project Team/Borough Council

Project Team/Borough Council

95% Design Submission

Project Team/Borough Council/DCNR

Final Design Presentation

Brentwood Borough Council

Monthly Progress Meetings

Note: the 50%, 95%, and Final Design submissions to the Project Team can occur during one of the monthly progress meetings. The Consultant team shall prepare and facilitate the meetings.

The consulting team shall be responsible for all time and expenses related to scheduling, Brentwood Borough Architectural/Engineering Design Services 17 coordinating, and summarizing all community, Steering Committee, Planning Commission, and

Borough Council meetings, as well as all materials necessary to conduct the meetings.

H. Design Considerations

In determining the uses and facilities to be planned for the site and the size and location of the facilities, the following must be considered and reported on to the extent that they are applicable to the site plan:

1. Both the site's limitations and positive points, as well as the various standards related to the proposed areas, facilities, and functions.

2. Applicable laws and regulations relating to health and safety including state and local building regulations and zoning.

3. Handicap accessibility standards as prescribed by the Americans with Disabilities Act

(ADA).

4. Protection of environmentally sensitive areas including streams, wetlands, forests and established trees and natural areas that provide wildlife habitat.

5. Endangered species.

6. Significant historic areas and structures.

Pennsylvania Historical and Museum Commission review.

7. Accepted good design practices as established by professional associations and standards identified.

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I. Cost Estimates

The Consultant will prepare an Opinion of Probable Construction Cost for the design scenario, including all amenities, and support facilities. Recent project bid figures of similar projects will be used as well as national estimating guides and local cost adjustment factors. The hard construction cost figures will be supplemented by a development cost factor, which will include such “soft” costs as professional fees, survey, geotechnical report, documentation reproduction, advertisement for bids and all anticipated expenses related to the administration of the project. The sum of these two cost figures will be the total project cost for each Scenario so that the Owner will have a comprehensive overview before making an informed decision about the project.

1. Development (construction) costs. Present, a detailed current cost estimate for the development of the proposed areas and facilities identified the proposed option.

The cost estimate should include: engineering and other professional services cost;

construction cost; project administration cost; and, a contingency of at least 10% of the construction cost estimate.

2. Phased capital program. If the proposed development cannot realistically be carried out in one year as one project, develop a phased and prioritized multi-year capital development plan. This should identify which areas and facilities are to be developed and in which years and the costs associated with each. Implementation strategies to financing this capital plan should also be addressed (bonds, grants, fund-raising, etc.).

Project future years cost using appropriate inflation indexes.

J. Work Performed by the Borough

1. The Borough has assigned the Borough Manager to oversee the successful Consultant’s work and provide support as needed.

2. The Borough will provide maps available through its Geographic Information System

(GIS) through the Borough Engineer.

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3. Other Borough personnel in the Public Works/Engineering Department, Parks &

Recreation Department, Code/Building Department and Police Department will be available to review any design, landscaping and irrigation, and utilities. These staff will assist the Borough Manager to represent the Borough as the project Owner.

K. Project Deliverables

Deliverables shall be considered those tangible resulting work products that are to be delivered to the Borough such as reports, draft documents, data, interim findings, drawings, schematics, training, meeting presentations, final drawings and reports.

Deliverables and schedule for this project shall include:

i. Phase I - Pre-Design Phase: Program Development and Documentation Review:

Program document.

Detailed project schedule.

Prepare risk issues and mitigation document.

Project kick-off meeting. This meeting will be prior to the eco- charrette, conducted shortly after the Notice to Proceed.

Meeting notes for the project kick-off meeting distributed to attendees.

Two schematic design options based on the project goals and objectives.

Preliminary cost estimate at end of SD, VE proposal if over budget.

ii. Phase II - Design Development Phase:

Attend design, review and process meetings as previously described, and distribute meeting notes to attendees

Cost estimate at end of DD with VE proposal if over budget. Conduct Value

Engineering Charrette

Complete and file application for any permits. Attend design, review and process meetings as previously described, and distribute meeting notes to attendees.

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iii. Phase III - Construction Documents Phase:

Submit review documents at 50% and 95% complete.

Final cost estimate at 95% complete

Submit applications to permit to all review authorities including; respond to check sheet comments and make changes to CD’s as required.

Update schedule

iv. Phase IV - Bid Phase:

Make final revisions to CD’s and prepare the Bid Sets

Attend Pre-Bid meeting, take and distribute notes

Respond to substitution requests and bid document clarification requests

Generate draft addenda

v. Phase V - Contract Administration/Construction: (For Alternate Bid A)

Attend Pre-Bid meeting and all subsequent weekly construction meetings, take and distribute notes

Review and approve all project documents from the Contractor and issue additional project information and documentation

Respond to Requests for Information (RFI’s) and Change Order requests

1. Successful Proposer shall provide Project Team design meeting minutes during the design phases, construction meeting minutes, and site visit reports during the CA phase.

2. Full electronic records.

3. Submit a Monthly Subconsultant Payment and Project Progress Report.

4. All deliverables and resulting work products from this contract will become the property of the Borough of Brentwood.

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L. Project Schedule

The Consultant shall prepare a project schedule based on the above Scope of Work with various milestones/benchmarks. The Project Schedule shall include but not be limited to the following:

i. Meeting Schedules (include community meetings)

ii. 50% Design Review Submission

iii. 95% Design Review Submission

iv. Final Design Submission

v. Final Presentation to Borough Council outlining the methods and results of the design.

vi. Final Presentation to Community outlining the methods and results of the design.

M. Project Sustainability Goals

While this project will not be held to any specific Leadership in Energy and Environmental Design

(LEED) standards because of the limited scope and budget the Borough does expect the design to include recycling/reuse provisions.

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SECTION 4. ORGANIZATION AND REQUIRED SUBMITTALS FOR PROPOSAL

In order to provide the Borough with information that will enable us to evaluate qualifications from interested firms, please provide your firm’s responses as to the following items in the outlined order provided:

A. Letter of Transmittal

This letter should include:

Statement of interest demonstrating a commitment to the vision and objectives of the project.

Statement describing an overall concept that integrates design, program, and operations, including the contribution of the project to public benefits.

An affirmation of the firm's qualifications for professionally and expertly conducting the work as understood.

The firm's contact person concerning the submittal, a telephone number and email address where that person can be reached.

A clear statement of the firm's, and/or the principals of the firm, relationship(s) with, or knowledge of any officials or employees of the Borough of Brentwood and the nature of this relationship or knowledge.

A confirmation that the firm has not had a record of substandard work within the last five (5) years.

Note: Failure to clearly state and fully disclose any of the information required in the letter of transmittal shall be grounds for the Borough of Brentwood to reject the firm's proposals and will be grounds for immediate cancellation of any contract entered into between the Borough of

Brentwood and the firm without payment of work completed.

B. Profile of Firm

This should be a brief statement indicating the Consultant’s experience in conducting work of the nature sought by this RFP. Advertising brochures on the firm may be submitted as a part of this profile as long as the brochures specifically address the experience of the firm related to the work to be performed. Additionally, this profile should include:

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List firm’s name and location of the firm's office that will provide the proposed services.

Identification of lead organization, partners, and team firms or organizations, including description and location for each firm/organization, and any MBE/WBE designations.

Resumes of individual consultants or employees proposed to conduct the work and the specific duties of each consultant or employee relative to the proposed work.

Any other information describing the firm may be included if it relates to the capabilities and expertise of the firm in doing comparable work.

Provide the number of people employed by firm.

List the project team which will service this project and provide an organizational chart of those who will be involved in the project.

Describe the role of each person proposed for this project and their related experience in this type of project.

C. Statement of Experience and Qualifications

Consultant’s qualification and experience: List your firms experience for similar size/type of projects in similar settings, including project description, project cost, financing strategy, size, location, year, lead individual role, public/private partnerships if any, and development contact information and/or website.

Operator qualification and experience: Examples of similar size/type of projects in similar settings, including project description, size location, tenant mix, year, lead individual role, public/private partnerships, if any, and development contact information and/or website.

List your firm’s current Walking Trail projects including type of project, location, size, and anticipated completion date.

Based on your organization and current staffing, can you manage the project being proposed?

Brentwood Borough Architectural/Engineering Design Services 24

D. Project References

List five (5) Ballfield design references including name, title, municipality, phone, and email address.

E. Legal Proceedings

Identify all legal proceedings involving your firm in the past ten (10) years.

Identify Plaintiff, Defendant, and/or your firm’s role in each proceeding.

Identify the outcome or current status for each legal proceeding.

F. Explanation of Work to be Performed

The proposal must include a detailed description of the procedures and methods you propose to use to complete the work requested by the Borough of Brentwood. This is important because the methods and procedures proposed will receive primary consideration in evaluating your proposal. Examples of similar work will be helpful and may be included.

G. Work Schedule

A project work schedule should be provided which includes time frames for each major work element, target dates for public meetings, and dates for completion of draft and final documents.

H. Profession Fees

Provide your proposed fee to complete the design requirements for the Borough as identified in the above Scope of Work. Full cost information should be provided that shows the minimum number of hours to be provided by each person assigned to the proposed work by the firm's organizational levels. The proposed hourly rate for billing shall be included for each person. The hours of work and cost shall be itemized for each major work element of the proposal. An itemized estimate of reimbursable expenses must be included. The total amount of maximum payment must be stated. Refer to Appendix E for an example Bid Table.

The cost shall be based on the hours of work provided and "out-of-pocket expenses" and shall not exceed the maximum cost proposed unless an amendment to the contract is negotiated and approved by the proper authority of the Borough of Brentwood.

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Your method of billing must be indicated. The preferred practice of the Borough of Brentwood is to pay for this type of consulting service upon completion of the work and receipt of the required deliverables; however, the Borough of Brentwood will consider paying on a periodic basis as substantial portions of the work are performed. Regardless of the billing method used, ten percent

(10%) of the total contract price will be withheld until the final product is approved by the Borough of Brentwood.

I. Other Submittals

Additionally, documents attached as appendices to this RFP shall be fully executed and returned with the proposal as follows:

Nondiscrimination Certification (For proposing firm)

SECTION 5. CONSTRAINTS ON THE SUCCESSFUL CONSULTANT

A. Consultant’s Responsibility

It shall be the Consultant’s responsibility to perform under this Contract and provide continuous and smooth operations of the work as specified in the proposal.

The Scope of Work is intended to cover the complete services that may be required. It shall be distinctly understood that failure to mention any work which would normally be required to complete the project, shall not relieve the Consultant of his responsibility to perform such work.

B. Annulment of Contract

Should the Consultant fail to fully satisfy the customer, or to comply with orders of the

Borough, or to perform such work that has been rejected as defective and unsuitable, or if the Consultant shall become insolvent or be declared bankrupt or shall make an assignment for the benefit of creditors or from any other cause shall not carry on the work in an acceptable manner, the Borough shall have the right to annul its Contract at the

Borough’s convenience.

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C. Personal Liability of Public Officials

In carrying out any of the provisions of this Contract or in exercising any power of authority granted herein, there shall be no personal liability upon the Borough or its authorized assistant, it being understood that in such matters he acts as the agent or representative of the Borough.

D. Insurance

The Consultant shall agree to keep in force, at their own expense, the following insurances.

Inclusion of appropriate certificates of insurance will satisfy this requirement.

Insurance Requirements

Professional Liability $1,000,000.00 General Liability $1,000,000.00 Medical Insurance $ 500,000.00 Automobile Liability $ 500,000.00 Umbrella (Excess Liability) $2,000,000.00

Upon award of Contract, the Consultant shall provide a copy of a Certificate of Insurance with the Borough of Brentwood named as an “Additional Insured” to Liability Coverage on the

Certificate for the duration of the Contract.

SECTION 6. COMPLIANCE WITH THE RFP

All proposals submitted shall be in strict compliance with the RFP and failure to comply with all provisions in the RFP may result in disqualification or rejection of the proposal.

SECTION 7. REVISIONS DUE TO AMBIGUITY, CONFLICT, OR OTHER ERRORS IN

RFP:

Any ambiguity, conflict, discrepancy, omissions or other error/s discovered in the RFP must be reported immediately to the Borough of Brentwood, George Zboyovsky, PE, Brownsville

Road, Pittsburgh, PA 15227, in writing and a request made for modifications or clarification.

All changes to RFPs will be made in writing (addendum) and all parties who have received the

RFP will receive the addendum. Proposers are responsible for clarifying any ambiguity, conflict, discrepancy, omission or error in the RFP prior to submitting the proposal or it shall be deemed waived.

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SECTION 8. IMPLIED REQUIREMENTS:

Any service that is not specifically addressed in the RFP, but which is necessary to provide functional capabilities proposed by the Consultant, must be included in the proposal.

SECTION 9. PROPOSALS AND PRESENTATION COSTS

The Borough of Brentwood, or its agencies, is not liable in any way for any costs incurred by the Proposer's in the preparation of their proposals in response to the RFP, nor for the presentation of their proposals and/or participation in any discussion or negotiations.

SECTION 10. REJECTION OF PROPOSALS

The Borough of Brentwood, or its agencies, reserves the right to accept in part or in whole any or all proposals submitted or to waive any technicality or minor irregularity in a proposal.

Unreasonable failure of a Consultant to promptly supply the Borough with information with respect to responsibility may be grounds for a determination of non-responsibility.

All Proposals, RFPs, are contingent upon budgetary constraints.

SECTION 11. EXCEPTIONS TO FORMAT

The RFP describes the requirements and response format in sufficient detail to secure comparable proposals, recognizing that various proponent approaches may vary widely.

Any proposal that differs from the described format may be considered non-responsive and rejected. Any and all exceptions to the RFP must be listed on an item-by-item basis and cross-referenced with the RFP document. If there are no exceptions, proposer must expressly state that no exceptions are taken.

SECTION 12. VALIDITY OF PROPOSALS

All proposals shall be valid for ninety (90) days from the date of the RFP opening and become the property of the Borough. If negotiations result in modifications to the RFP, then ninety (90) days will commence from the date of receipt of the new proposal. This period may be extended by mutual written agreement between the Respondent and the Borough of

Brentwood.

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SECTION 13. EVALUATION CRITERIA

All proposals will be evaluated based in part on the technical and professional expertise and experience of the firm, the proposed method and the procedures for completing the work and the cost of the proposal. The apparent ability of the firm to be independent and objective in performing the requested work will also be considered. Brentwood reserves the right to add additional evaluation criteria as it deems appropriate

A. Technical Expertise and Experience

The technical expertise and experience of the firm will be evaluated using the following factors:

The overall experience of the firm in conducting work similar to that which is to be provided to the Borough of Brentwood.

The expertise and professional level of the individuals proposed to conduct the work for the Borough of Brentwood.

The clarity and completeness of the proposal and the apparent general understanding of the work to be performed.

B. Procedures and Methods

The methods and procedures proposed to be used to conduct the work requested as they relate to thoroughness and objectiveness will be of primary importance in evaluating proposals. This includes evaluation of the soundness of the approach relative to the techniques for collecting and analyzing data, sequence and relationships of major steps and methods for managing the work to ensure timely and orderly completion. Also evaluated will be the firm’s method of soliciting involvement and participation.

C. Cost

The cost will be weighed in relation to the other proposals received and shall be evaluated relative to the number of hours of professional consulting services to be received by the Borough of

Brentwood, the overall level of expertise of the specific firm's personnel proposed to do the work for the Borough of Brentwood, examples of similar successful projects, and reputation of the firm.

Although this design project will be a base bid not to exceed contract, the firm’s hourly rates will be reviewed and considered should there be any changes in the scope of work and additional work is requested.

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D. Interview

All, or selected, firms submitting proposals may be invited to give an oral presentation explaining their proposal. The ENTIRE PROJECT TEAM must be able to attend the interview which will be in front of the Brentwood Borough Parks & Recreation Committee. If interviews are held, the tentative date will be the week of October 13, 2025. All presentations will be limited to 30 minutes.

E. Proposal/Evaluation Schedule

The following is the tentative schedule that will be used in the evaluation process. Certain parts of the process may take more or less time than indicated.

Advertise RFP August 27th, August 28th, and September 4th

Mandatory Pre-Submittal Meeting September 10th, 2025 @ 2 PM

Deadline for RFP October 2nd, 2025 @ 2 PM

Review Proposals October 2nd – October 10th, 2025

Interviews (if necessary) Week of October 13th

Recommendation to Council October 17th, 2025

Council Action (Tentative) October 20th, 2025

Award Project/NTP October 21st, 2025

SECTION 14. CONTRACT

A proposed DRAFT agreement is included (APPENDIX A) for your review. If you feel that an alternative agreement is more suitable, you may submit such a part of your proposal. However, the Borough of Brentwood reserves the right to enter into the enclosed agreement with the successful firm or to negotiate the exact terms of a professional (consulting) services contract.

END

APPENDIX A

CONTRACT (DRAFT)

A1

APPENDIX A

AGREEMENT FOR PROFESSIONAL SERVICES

This Agreement made and entered into this _______ day of __________, 2024, by and between the

Borough of Brentwood of Allegheny, County, Pennsylvania, a municipal corporation, hereinafter referred to as “Borough)”, and ____________________ _________________________________, and having a principal being a registered architect or engineer of the Commonwealth of Pennsylvania, hereinafter referred to as "Consultant or Architect or Engineer".

WHEREAS, the Borough of Brentwood desires to have certain one-time professional consulting work done involving preparation of Design and Construction Bid Documents associated with the

Brentwood Field No. 4 ADA Improvement’s Project; and, WHEREAS, the Borough of Brentwood desires to enter into a contract for this work as indicated in the Request for Proposals, hereinafter referred to as…