#25001 Design Plans and Engineering for an Athletic Complex and Track.pdf

BARRINGTON SCHOOL COMMITTEE

BARRINGTON, RHODE ISLAND

Request for Qualifications and

Proposal For

Design Plans and Engineering for an Athletic Complex and Track

BARRINGTON PUBLIC SCHOOLS

BID # 25001

August 19, 2024

INVITATION TO BID

Professional Services

Design Plans and Engineering for an Athletic Complex and Track

BID #25001

Sealed bids for Design Plans and Engineering for an Athletic Complex and Track for the Barrington School Committee will be received electronically through the Rhode Island Purchasing Group/Barrington, or placed in a sealed envelope clearly marked with the proposal subject RFP – #25001 Design Plans and Engineering for an Athletic Complex and Track addressed to Barrington Public Schools, 283 County Road, Barrington RI, until 11:00 a.m. on Friday, September 20, 2024 at which time they will be opened publicly.

Specifications may be obtained online at Rhode Island Purchasing Group/Barrington, or by emailing francisc@barringtonschools.org

The School Committee reserves the right to accept or reject, without prejudice, any or all proposals or waive any irregularities therein or accept the bid deemed to be in the best interest of the Barrington Public Schools.

No bid will be accepted after the date and time specified

BID #25001

SCOPE OF WORK AND CRITERIA

I. BACKGROUND

The Barrington Public School Department (BPS) is soliciting proposals for design and engineering of its athletic complex, including Victory Field and surrounding track. The address of Barrington High School is 220 Lincoln Avenue, Barrington, RI 02806.

The needs of the BPS will include an approach to assist the School Committee in ensuring the project is performed in a timely manner (minimizing disruption to district athletic contests) and with minimal (or non-existent) disruption to the academic mission of the school. BPS is committed to providing a safe and secure learning environment for all students, teachers, and stakeholders.

II. GENERAL NATURE OF THE ASSISTANCE REQUESTED:

The Barrington Public School Department (BPS) is soliciting proposals to for design and engineering of its athletic complex, including Victory Field and surrounding track.

III. ACTIVITIES IN SUPPORT OF THE REVIEW:

In general, the bidder(s) will be expected to assist the Barrington Public Schools (and have the scope of work completed by November 1, 2024) with the following:

A. This vendor shall be responsible for proper protection of his work and materials from injury or loss.

All material left during the progress of the work shall be secured at all times.

B. The vendor shall prepare proposals in a manner consistent with the Renovations Feasibility linked here. for design and engineering of its athletic complex, including Victory Field and surrounding track. If equipment, items or premises are scratched or otherwise damaged, the vendor shall repair all such damages and and leave in a completely finished condition.

C. Plans should NOT exceed a total of $4.5 million dollars (inclusive of the work in this proposal)

D. The proposal should also include detailed options related to synthetic turf fields that feature the lowest concentration of Poly-Fluoroalkyl Substances (PFAS) amounts commercially available, and at least one options which includes an organic option or non-infill synthetic system.

E. Plans should be make provided to BPS in both paper and electronic formats including a format that can be used by the contractor awarded to perform this construction work.

IV. REFERENCES

Provide a list of at least three public school references. Please provide the name of the City or Town School Dept., contact name, phone number, and email.

V. SUBMISSION REQUIREMENTS

A. Each applicant must submit an electronic copy of their proposal with the bid package.

B. Proposals must include a client list for the past three years C. Proposals must specify in detail the services and cost D. Each applicant must complete and sign the attached Proposal Agreement.

VI. EVALUATION CRITERIA

In evaluating each proposal, the evaluation committee will assign a rating of Highly Advantageous, Advantageous, or Not Advantageous for each of the following criteria.

A. Qualifications of the firm and its consultants.

B. Prior successful experience with similar engagements.

C. Availability of qualified staff to complete the engagement within the required deadlines.

D. References: The committee shall use the list of clients provided by the proposed vendor to validate prior successful similar projects.

QUALIFICATIONS:

• Demonstrated experience in the type of work required.

• Knowledge of best practices in school construction.

• Demonstrated knowledge in school construction.

Documented positive references regarding similar engagements

• Knowledge and Experience working with a district that embraces high expectations/standards

• Record of the firm in accomplishing work on other similar engagements

• Professional background, experience, and expertise of the principals and assigned professionals

• Ability to work remotely (if necessary) to effectively and efficiently provide the services required to complete the engagement successfully

TERMS AND CONDITIONS

A Bids will not be considered if prices are not firm and irrevocable.

B. The prices quoted and conditions stated on this bid will be firm and final. Any correspondence or notations accompanying this bid, changing any prices or items, may subject the proposal to being rejected at the sole discretion of the School Committee.

C. Bid items and prices quoted as alternates must be accompanied by a detailed description of them and how they meet or exceed the requested product specifications. Bids must be submitted in forms supplied by the School Committee on or before the required due date.

D. Following the opening of bids, the bid cannot be withdrawn within sixty (60) calendar days from acceptance.

E. When applicable, the bidders’ attention is directed to the fact that all applicable state laws, municipal ordinances, rules and regulations, and lawful orders of all public authorities having jurisdiction for the safety of persons or property or to protect them from damage, injury or loss -including wages of the crafts doing the work - shall prevail. They will be deemed included in the contract, the same as though herein written out in full.

F. The award of any bids is subject to available funding.

G. The School Committee reserves the right to accept or reject, without prejudice, any or all proposals or waive any irregularities therein or accept the bid deemed to be in the best interest of the Barrington School Department.

H. In awarding the contract, the School Committee will consider all aspects including, but not limited to, references and proposed fees.

I. The vendor is responsible for seeing their proposal delivered within the prescribed time and place.

Proposals received before the time of opening will be securely kept unopened. No responsibility will be attached to any officer or person at the Barrington Public Schools for prematurely opening a proposal not properly addressed and identified as a bid.

J. Any proposal received after the time and date specified shall not be considered by messenger or by mail, even if the Barrington Public Schools determines that such non-arrival before the time set for the opening was due solely to delay in the mail for which the vendor is not responsible.

K. Telephonic, telegraphic, or oral proposals, amendments, or withdrawals will not be accepted.

L. The Barrington Public Schools are tax-exempt. The price bid must be exclusive of taxes and will be so construed. Exemption certificates will be completed as required by the successful bidder.

M. Please supply at least three references, complete with the contact's name and phone number of school departments that use your product.

N. All questions regarding bid specifications shall be directed in writing five (5) days before the opening of bids and submitted to the Director of Administration & Finance.

O. The Barrington Public Schools reserves the right to award a contract by item or in total.

INSTRUCTION TO BIDDERS

CONDITION OF WORK:

No claim for extra compensation shall be entertained for work required to be done, which preliminary site examination would have revealed as necessary to accomplish the intended purpose.

INQUIRIES

All inquiries are to be directed in writing to Douglas Fiore, Director of Administration and Finance, Barrington Public Schools, PO Box 95, 283 County Road, Barrington, RI 02806.

ANY UNSOLICITED COMMUNICATIONS BETWEEN THE FIRM OR ITS AGENTS AND

THE BARRINGTON SCHOOL COMMITTEE OR OTHER REPRESENTATIVES OF THE

BARRINGTON SCHOOL DEPARTMENT M AY RESULT IN THE FIRM’S

DISQUALIFICATION FROM THE SELECTION PROCESS, AS DETERMINED IN THE SOLE

DISCRETION OF THE SCHOOL COMMITTEE.

All responses to inquiries will be communicated in writing to all proposers within 72 hours.

LAWS AND REGULATIONS:

The vendor’s attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the proposed work shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full.

INSURANCE:

Commercial General Liability - $1,000,000 per occurrence including Products/ Completed Operations, Bodily Injury & Property Damage Liability, and Personal & Advertising Injury.

The Town of Barrington and Barrington Public Schools listed as an Additional Insured Waiver of subrogation in favor of the Town of Barrington and Barrington Public Schools

(If Applicable) Auto Liability - $1,000,000 Combined Single Limit – Bodily Injury & Property Damage Combined, any Auto.

(If Applicable) Workers’ Compensation – Statutory amounts as required by the Rhode Island Worker’s Compensation Law and to include

If the contractor maintains a broader coverage or higher limits, then the minimum limit shown above shall not limit the coverage available. The Barrington Public Schools will be entitled to the coverage maintained by the contractor. In addition, the failure to request evidence of insurance from the contractor shall not waive the contractors’ obligation to provide coverage.

QUALIFICATIONS OF BIDDERS AND SUB-BIDDERS:

The owner may make such investigations as he deems necessary to determine the ability of the bidder and all sub-bidders to perform the work, and the Bidder and all sub-bidders shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such Bidder or sub-bidders fail to satisfy the Owner that they are properly qualified to carry out the contract's obligations and to complete the work.

TIME COMPLETION AND DAMAGES:

It is hereby understood and mutually agreed, by and between the vendor and the owner, that the work will begin on a date mutually acceptable to the Owner and the Vendor. The Vendor agrees that said work shall be prosecuted regularly, diligently, and uninterruptedly. It is expressly understood and agreed, by and between the Vendor and the Owner, that the time for the completion of the work described herein in the Bid Form is a reasonable time for the completion of the same, taking into consideration the average climatic range and usual industrial conditions prevailing in this locality.

It is further agreed that time is of the essence of every portion of this contract and the specifications wherein a definite length of time is fixed for the performance of any act whatsoever. Where, under the contract, an additional time is allowed for the completion of any work, the new time limit fixed by such extension shall be of the essence of this contract.

Failure to perform within the time limit specified could result in substantial damages. The Bidder should be made aware that he will be held responsible for such additional costs and should be prepared to take any measures to complete the job within the time frame listed. The Bidder agrees to the time of completion as scheduled.

The basic fee to be charged.

If awarded, the contract will be made to the lowest competent Proposer meeting specifications unless the School Committee determines that the public interest will be better served by accepting a higher Proposal.

For this award, the lowest competent Proposer meeting the specifications in light of the School Committee’s determination of the public interest will be construed as the lowest qualified, evaluated, and responsive Proposer. The School Committee reserves the right to reject any or all Proposals.

PROPOSAL AGREEMENT

PROFESSIONAL SERVICES

DUE: Friday, September 20, 2024 11:00 A.M.

Bid award will be made to the most qualified, evaluated bidder who provides a maximum amount of time for this service. We, the undersigned, are familiar with the specifications outlined and agree to be bound by all provisions thereof.

For work outlined in the speciation and any and all addenda the undersigned Bidder submits a bid of:

Firm Name

Email

Address

Signature Authorized Agent

Title

Date

Price