2-Moore Township Municipal Complex Consulting Services RFP.pdf

MOORE TOWNSHIP

REQUEST FOR PROPOSALS

Township Building/Police Station Renovations and Addition Architectural, Design, Engineering, Construction Bidding, Construction Management Services

Issuing Authority:

Moore Township

RFP Issue Date:

September 28, 2026

Proposal Dute Date:

October 29, 2026

Submit Proposals To:

Moore Township

Attn: Stephen Nowroski

2491 Community Drive

Bath, PA 18014

Note: Proposals must be submitted electronically via PennBid at https://pennbid.bonfirehub.com

Contact Person:

Stephen Nowroski

Township Manager manager@mooretownship.org

SECTION 1: INTRODUCTION AND BACKGROUND

The Moore Township, Northampton County, Pennsylvania, is soliciting proposals from qualified professional services firms to manage a multi-step design and construction project funded by a combination of Capital Reserve Funds, Financing, and Grant Awards. This project will begin with conceptual designs and move through a process to land on a project plan, design, engineering, land use plan approval, and finally, a bidding and construction management phase.

The goal of the project is to modify the existing Township Building/Police Station campus, to more effectively meet programmatic needs, with existing space constraints, budgetary impacts, operational needs, and traditional aesthetics being maintained at the facility.

The targets of the project include:

A holistic look at the building, addition, construction techniques, and programmatic goals of the entire Township Building/Police Station campus.

Budgetary constraints in planning and construction.

Design, approvals, bidding, and construction management of the project.

As this project will likely need to employ several specialists (i.e., civil engineering or construction management), the successful firm will act as the Township’s main point of contact throughout this project, and other partners/firms will be directed and/or supervised by the successful firms’ personnel.

Joint proposals for a group of main and sub-contractors are permitted as long as the main contractor discloses the name, role, and costs associated with the other professional services firms on the proposal.

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This proposal must comply with State and Local procurement rules. A knowledge of and experience with the various grant program funding, finance-funded projects, Second Class

Township Code rules for bidding and construction, and reporting of activities for successful reimbursement of project costs.

Moore Township will seek grant support to help fund this project. The successful firm will need to work closely with the Township’s grant management and financial management team.

Moore Township is an agricultural community of approximately 9,500 residents. The Township is committed to many principles including providing our local law enforcement and Township administration with the facility needed as well as the recognized value of preserving farmland and open space.

Today, the property serves three main purposes:

Home of Township Building and the administrative and legislative work of the Township.

Home of the Police Department and the law enforcement work of the Township.

Home of the Public Works Department and the infrastructure and maintenance work of the Township.

SECTION 2: PROJECT SCOPE OF WORK

The Township anticipates the following tasks and deliverables as part of this engagement.

Consultants are encouraged to propose alternative or supplementary tasks that would strengthen the study’s outcomes. At the end of each Task, there will be an opportunity for

Township Board of Supervisors to hear a public presentation of the deliverables and lend advice, guidance, and direction to the staff and development team.

The scope is organized into four (4) primary work elements:

TASK 1: FEASIBILITY REVIEW AND DEVELOPMENT OF CONCEPTUAL ALTERNATIVES

The consultant reviews the Moore Township Municipal Complex feasibility study dated February

4, 2025, prepares and submits conceptual alternatives within 60 days of contract execution;

unless extended by mutual agreement of the parties. The study shall include:

A variety of opportunities to address the goals of the project on the campus

A sketch plan for each option (and perhaps a rendering)

A cost estimate and timetable for the construction of each option

The preparation of documents needed to determine the construction alternative

A public presentation of alternatives

The consultant shall conduct a project kickoff meeting with Township staff and key stakeholders to review the Feasibility Study, confirm project goals and expectations, and identify any constraints or opportunities to be incorporated into the task.

At the end of Task 1, the Township Board of Supervisors will authorize the consultant to move to Task 2.

TASK 2: DESIGN AND BIDDING OF THE SELECTED ALTERNATIVE

The consultant shall prepare construction plans, a land development plan, obtain necessary permits, and construction documents to allow for the bidding of the selected alternative. This task shall include:

Construction documents including but not limited to blueprints, civil and structural engineering, land development plan approval, construction timetable, staging, landscaping, utilities, etc.

Review of plans, studies, and reports pertinent to development project including the

Township planning commission, zoning hearing board (if needed), Lehigh Valley

Planning Commission, Township consulting engineer, staff and employees, and any required stakeholders

Preparation of bid documents compliant with procurement rules and State and Local law

Identification of physical, regulatory, and ownership constraints that may affect project development (i.e., easements, ownership, neighbors, etc.)

Review of environmental impacts including wetlands, floodplains, storm water management, steep slopes, historic impacts, and sensitive habitats within construction zone

Assessment of current and proposed facility usage

Competitive bid review and recommendation for award of construction contracts

The consultant shall schedule and lead preconstruction and site visit meetings with Township staff and potential construction contractors to review the development plan, confirm project costs and expectations, and issue amendments to bid documents needed to successfully bid for the project. The consultant should review bid submissions for compliance with specifications and advise the Township on the bid award at the end of the bidding process.

At the end of Task 2, the Township Board of Supervisors will award the construction contract(s) and move to Task 3.

TASK 3: NOTICE TO PROCEED AND CONSTRUCTION MONITORING AND INSPECTION

The consultant or their designee shall be responsible for monitoring the construction contractor(s) and ensuring that work is compliant with design specifications and both construction methods and materials are in keeping with those designs developed by the consultant. This task shall include:

On-site monitoring of contractor(s), progress meetings, work-site inspection, approval of timetables and progress reports, and interface with Pennsylvania Department of Labor and Industry’s Uniform Construction Code (UCC) inspectors and their work needed to move the construction forward.

Review and preliminary approval of any requests for change-orders: recommendation to

Township if change-orders are necessary and whether the requests are reasonable in scope and cost.

Review and approval of any material substitution of as-built design changes in the construction project.

Briefing of Township staff as to the ongoing progress in construction.

Arrange for any third-party testing or monitoring needed during construction (i.e., structural engineering or environmental engineering) which may arise during the construction project.

Sign off and approval of construction phases to allow for payment processing, including collection of documentation needed by prevailing wage or any other State reports to be filed.

Approval of all payment requisitions and transmittal to Township staff.

The consultant shall lead the Township’s construction team and site visit meetings with

Township staff and construction contractors needed to successfully complete the project. The consultant should review construction documentation (including drawings, diagrams, material data sheets, etc.) for compliance with specifications and advise Township on closing out the construction project.

Through Task 3, the Township Board of Supervisors will be needed to approve items such as change-orders and requisitions for payment. At the end of Task 3, the Township Board of

Supervisors will move to accept the construction project and move to Task 4.

TASK 4: PROJECT CLOSEOUT

The consultant shall compile all construction documents, as-built drawings, surveys, and construction warranties into a comprehensive project file. The final file shall include:

Final inspection and walk-through of construction project

Full project file incorporating all tasks described herein, with maps, figures, photographs, and supporting technical appendices

Maintenance materials (i.e., appliance manuals or maintenance documentation)

Certificate of Occupancy

Ribbon-cutting event

All deliverables shall be provided in both print-ready PDF format and editable Microsoft

Word/Office format. GIS data and shapefiles shall be provided in ESRI-compatible format. The consultant shall provide copies of documentation on a USB drive.

SECTION 3: PROPOSAL REQUIREMENTS

Interested firms must submit a complete proposal that addresses each of the following elements. Proposals that do not include all required elements may be deemed non-responsive.

COVER LETTER

A signed cover letter on company letterhead identifying the firm, the principal contact for the project, a brief statement of interest and qualifications, and confirmation that the firm can meet the proposed project schedule and budget range.

FIRM QUALIFICATIONS AND EXPERIENCE

A description of the proposing firm and any subconsultants, including organizational structure, size, and office location(s). Firms shall demonstrate relevant experience in construction project management, conceptual alternative studies, and municipal project management, particularly in

Pennsylvania. Include a minimum of three (3) comparable project references with project descriptions, client contact information, project budget, and consultant’s specific project.

PROJECT TEAM

Identification of all key project personnel, including the Project Manager, and their specific roles and responsibilities. Provide resumes or qualification summaries for all key personnel.

Identify the percentage of time each key person will be committed to this project. Note any intended subconsultants and their roles.

TECHNICAL APPROACH AND WORK PLAN

A detailed narrative describing the consultant’s proposed approach to each task in the scope of work. The technical approach should demonstrate an understanding of local context, awareness of relevant planning documents, and a clear methodology for feasibility analysis, community engagement, and project development. Propose any modifications or additions to the scope that the consultant believes would enhance project outcomes.

PROJECT SCHEDULE

A proposed project schedule presented in a Gantt chart or similar format, identifying all major tasks, subtasks, deliverables, public meetings, and milestones. The Township anticipates a project duration of approximately eighteen (18) to twenty-four (24) months from contract execution, though consultants may propose an alternative schedule with justification.

COST PROPOSAL

A detailed cost proposal submitted in a separate, sealed envelope (or clearly identified as a separate attachment in electronic submissions) that includes:

A total not-to-exceed fee for all services described in the scope of work

A task-by-task cost breakdown

A staff hours matrix showing hours by task and personnel classification

Hourly rates for all personnel classifications

Reimbursable expense budget and methodology

PROOF OF INSURANCE

All insurance requirements shall apply to the selected firm and any subcontractor or supplier that will be providing work or services under the final Agreement. The Township must be named as an additional insured, and the selected firm agrees to procure and maintain during the life of the contract insurance in the minimum amounts listed below.

Required insurance amounts:

General Liability: $1,000,000 per occurrence and $2,000,000 general aggregate.

o Coverage must include premises-operations, independent contractors, products-completed operations, and contractual liability.

Automobile Liability: $1,000,000 combined single limit.

o Must cover all owned, non-owned, and hired vehicles used in connection with the work.

Professional Liability: $1,000,000 per occurrence and $2,000,000 annual aggregate.

o Policy must cover professional errors, omissions, and negligent acts. If written on a claims-made basis, the retroactive date must precede the effective date of the contract.

Workers’ Compensation: As required under the workers’ compensation laws of the

Commonwealth of Pennsylvania.

o $500,000 each accident / $500,000 policy limit / $500,000 each employee for

Employers’ Liability.

SECTION 4: EVALUATION CRITERIA

Proposals will be evaluated by a selection committee comprised of Township staff and appointed representatives. Evaluation will be based on the following criteria:

Evaluation Criteria Maximum Points

Firm qualifications and relevant construction experience 25

Technical approach, methodology, and understanding of project 25

Understanding of regulatory requirements 15

Proposed project schedule and feasibility of timeline 15

Cost proposal and overall value 20

TOTAL 100

The Township reserves the right to conduct interviews with top-ranked firms prior to final selection. The Township is not obligated to select the lowest-cost proposal and will award the contract to the firm that represents the best overall value to the Township.

SECTION 5: SUBMISSION REQUIREMENTS

SUBMISSION DEADLINE

Proposal documents can be obtained at no cost on PennBid. Proposals must be received by the

Township electronically via PennBid at https://pennbid.bonfirehub.com no later than 2:00 PM

Eastern Standard Time on October 29, 2026. Late proposals will not be accepted or considered.

FORMAT AND COPIES

Proposals shall be submitted electronically via PennBid at https://pennbid.bonfirehub.com.

DELIVERY ADDRESS

ALL PROPOSALS SHALL BE SUBMITTED ELECTRONICALLY VIA PENNBID AT

HTTPS://PENNBID.BONFIREHUB.COM. ANY OTHER METHOD OF SUBMISSION WILL NOT BE

ACCEPTED.

SECTION 6: PROCUREMENT SCHEDULE

Milestone Target Date

RFP Issued September 28, 2026

Deadline for Submitting Questions October 15, 2026

Township Responses to Questions Issued October 22, 2026

Proposal Submission Deadline October 29, 2026

Notice of Award/Contract Execution November 10, 2026

The Township reserves the right to modify this schedule as necessary. Any changes to the schedule will be communicated to all firms that have received or requested the RFP.

SECTION 7: TERMS AND CONDITIONS

RIGHT TO REJECT/CANCEL

The Moore Township reserves the right to accept or reject any or all proposals, to waive technicalities or irregularities, to negotiate with any or all proposers, and to cancel this RFP in whole or in part at any time prior to contract execution. The Township reserves the right to award contracts to more than one firm if in the Township’s best interest.

COSTS OF PROPOSAL PREPARATION

All costs associated with the preparation and submission of a proposal shall be borne by the proposer. The Township will not reimburse any firm for proposal preparation costs under any circumstances.

CONFIDENTIALITY

All proposals submitted in response to this RFP are subject to Pennsylvania’s Right to Know Law

(65 P.S. §67.101 et seq.). Proposers should be aware that information submitted may be subject to public disclosure. If a proposer believes any portion of its proposal is proprietary or exempt from disclosure, the proposer must clearly identify such portions and provide a legal basis for the claimed exemption.

TIME IS OF THE ESSENCE

Time is of the essence regarding all of the requirements of the Contract Documents.

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HOLD HARMLESS

By submitting a proposal, you agree to defend, indemnify, and hold harmless the Township, its employees, agents, and officials from any and all liabilities, claims, suits, or demands which may be incurred or made against the Township, its employees, agents, or officials resulting from any act or omission caused by the submission of a proposal.

ADDENDA

Addenda will be posted on PennBid and notification via Public Notice sent to Firms who have registered with and downloaded documents from PennBid. Proposers are responsible for ensuring they have received all addenda prior to proposal submission.

CONFLICT OF INTEREST

By submitting a proposal, the proposer certifies that it has no existing or anticipated conflicts of interest related to this project, including any financial interest in properties that may be affected by construction decisions. Proposers must disclose any potential conflicts in their proposal.

EQUAL OPPORTUNITY

The Moore Township is an Equal Opportunity Employer and encourages proposals from firms owned by minorities, women, and individuals with disabilities. The Township encourages all prime consultants to make good faith efforts to include disadvantaged business enterprises as subconsultants where appropriate.

QUESTIONS

All questions regarding this RFP must be submitted via the “Ask a Question” feature in PennBid at https://pennbid.bonfirehub.com no later than October 15, 2026. Questions submitted after this deadline may not be answered. Responses to all timely questions will be posted on PennBid and distributed to all firms that have registered with and downloaded documents from PennBid.