27-14-PLAN RFQ Manual - Design Services for Critical Repairs to Winter Island Hangar.pdf

CITY OF SALEM

REQUEST FOR QUALIFICATIONS

NO. 27-14-PLAN

ARCHITECTURAL SERVICES FOR

CRITICAL REPAIRS TO THE WINTER ISLAND HANGAR

August 19, 2026

PROPOSALS DUE:

September 18, 2026 11AM

*Late proposals will be rejected

Anthony Delaney, Purchasing Agent 93 Washington Street, 2nd Floor, Salem, MA 01970 adelaney@salem.com

(978) 619-5695 mailto:adelaney@salem.com

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TABLE OF CONTENTS

Introductory Documents

Cover Sheet 3 Proposer’s Checklist 4 Price Proposal Form 6 Required Certifications 5 Legal Notice 6

1. General Information

1. Procurement Summary 7

2. Applicable Law 7

3. Approval 7

4. Incorporation by Reference 7

5. Time for Award 7

6. Right to Cancel 7

7. Taxation 7

8. Obtaining the RFP 7

9. Pre-proposal Briefing Session 8

2. Instructions to Proposers

1. Requirements and Submissions 9

2. Proposal Delivery 9

3. Questions, Changes, Modifications and Withdrawals 10

4. Unforeseen Office Closures 11

3. Project Description, Evaluation and Selection

1. Introduction 12

2. Site Description 12

3. Building History

4. Building Conditions

5. Scope of Work 14

6. Project Fee 16

7. Anticipated Project Schedule 16

8. Submissions

4. Evaluation and Selection Criteria Minimum Requirements 20 Evaluation Criteria 21 Post Interview Evaluation Guidelines 23

5. Terms and Conditions

1. Term of Contract 24

2. Assignment and Subcontracting 24

3. Payment 24

4. Insurance Requirements 24

5. Indemnification 25

6. Federal and State Law 26

7. Ownership of Information/Right to Use 26

8. Disclosures 26

9. Sample Contract 27

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COVER SHEET

Please Print or Type:

Name of Proposer

Contact Individual:

Address:

# Street City/Town State Zip Code

Phone:

Alternate Phone:

Email Address: Social Security/Federal Tax Identification Number:

Authorized Signature:_______________________________________

*Please include this page with your proposal.

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PROPOSER’S CHECKLIST

Submission Requirements:

Completed Cover Sheet

Checklist (this sheet)

Technical Proposal

Letter of Transmittal Qualifications and Experience Project Approach Scope of Services Schedule City Resources Subcontractors

Certifications Form

Non-Collusion Tax Compliance Corporate Bidder Standard Architect Selection Form

Acknowledgement of Addenda: __________ (if applicable)

(#’S)

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REQUIRED CERTIFICATIONS

1. NON-COLLUSION:

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

2. TAX COMPLIANCE:

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

3. CORPORATE BIDDER (if applicable):

I, _______________________________ certify that I am the _____________________ of the corporation named as Bidder in the Bid included herein, that _________________, who signed said Bid on behalf of the Bidder was then ________________________ of said corporation, that I know his signature, that his signature thereon is genuine and that said Bid was duly signed, sealed and executed for and in behalf of said corporation by authority of its governing body.

(Corporate Seal) (Secretary-Clerk)

(Signature of authorized individual submitting proposal)

(Printed Name)

(Name of Bidder (if different than name))

(Federal Tax Identification or Social Security Number)

(Date)

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LEGAL NOTICE

City of Salem Legal Notice

Request for Qualifications No. 27-14-PLAN

Sealed proposals will be received at the Office of the Designated Purchasing Agent, 93 Washington Street, 2nd Floor, Salem, MA 01970 at 11:00 AM September 18, 2026 at which time and place they will be opened for the following:

Architectural Services for Winter Island Hangar Critical Repairs

The contract award is made by the designated Purchasing Agent and subject to the approval of the Architect Selection Committee. The City reserves the right to reject any and all proposals and waive any informality in the proposal process, if deemed in the City’s best interest.

Proposal documents are available upon request at www.salem.com/bids.

A briefing session will be held at 11AM on Tuesday, September 15, 2026 at the Hangar Building at 50 Winter Island Road, Salem, MA 01970.

The Architect’s fee shall be negotiated.

Office Hours:

Mon-Wed: 8:00 AM- 4:00 PM Thurs: 8:00 AM-7:00 PM Fri: 8:00 AM-12:00 PM

Anthony Delaney

Purchasing Agent http://www.salem.com/bids

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1. GENERAL INFORMATION

1.1 PROCUREMENT DESCRIPTION

The City of Salem, through its Purchasing Department, is seeking proposals from highly qualified architects to provide architectural services for critical repairs to the former Coast Guar Hangar Building at Winter Island.

1.2 APPLICABLE LAW

This procurement will be conducted pursuant to Massachusetts General Laws Chapter 7C.

1.3 APPROVAL

Any contract that may result from the procurement shall be subject to the approval of the Mayor of the City of Salem.

1.4 INCORPORATION BY REFERENCE

All requirements, specifications, terms and conditions described in this solicitation shall be incorporated by reference into any contract that may result.

1.5 TIME FOR AWARD

Any contract that may result from the procurement shall be awarded within thirty (30) days after the proposal due date. The time for award may be extended for up to 45 days by agreement between the City and apparent low bidder.

1.6 RIGHT TO CANCEL/REJECT

The City reserves the right to cancel this solicitation or reject in whole or in part any and all proposals if the City determines that cancellation or rejection serves the best interests of the City.

1.7 TAXATION

Purchases made by the City are exempt from the payment of Federal excise tax and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the bid pricing.

Copies of the City’s tax exempt paperwork shall be available upon request of the selected Architect.

1.8 OBTAINING THE REQUEST FOR PROPOSALS

The Request for Qualifications and related documents shall be available for free download from the City’s Purchasing Department website at www.salem.com/purchasing under “Open Procurements.”

Hardcopies of the Request for Qualifications and related documents may be obtained at the Office of the Purchasing Agent, 93Washington Street, 3rd Floor, Salem, MA 01970, between the hours of 8:00 AM-4:00 PM on Monday-Wednesday, 8:00-7:00 PM on Thursday, and 8:00 AM-12:00 PM on Friday.

1.9 PRE-PROPOSAL BRIEFING SESSION

A pre-proposal briefing session will take place on August 25, 2026 at 11AM at the Hangar Building at 50 Winter Island Road, Salem, MA 01970.

http://www.salem.com/purchasing

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2. INSTRUCTIONS TO PROPOSERS

2.1 REQUIREMENTS AND SUBMISSIONS

Below please find a description of the requirements and submissions that must be included as part of the proposal.

2.1.1 PROPOSAL COMPONENTS

The following items must be submitted in order for the proposal to be considered:

TECHNICAL PROPOSAL

Each proposal must include a Non-Price/Technical, which shall be separately sealed and labeled as “Non- Price/Technical Proposal,” and contains the following:

NON-COLLUSION FORM

Every proposal must include a certification of good faith, certifying that the proposal was made in good faith and without collusion or fraud. See ‘Non-Collusion Form’ attached.

TAX COMPLIANCE FORM

Every proposal must include a written certification that the proposer has complied with all state laws relating to taxes, reporting of employees and contractors, and child support. See ‘Tax Compliance Form’ attached.

CERTIFICATE OF CORPORATE BIDDER

If the proposal is being submitted by a corporation, the proposer must include a certification that the individual submitting the proposal has been authorized to bind the corporation. See ‘Certificate of Corporate Authority’ attached.

PLAN OF SERVICES

The Technical Proposal must also include a plan of services, described in detail in section 3.7.

2.1.2 PROPOSAL DELIVERY

Below please find a description of the manner in which sealed proposals must be submitted.

2.1.3 DUE DATE AND TIME

Proposals shall be received by the Office of the Purchasing Agent on or before 11AM September 18, 2026.

Any proposal received after that time shall be rejected as non-responsive.

2.1.5 ADDRESS

Sealed proposals shall be delivered to:

Office of the Purchasing Agent Salem City Hall 93 Washington Street, 2nd Floor Salem MA 01970

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2.1.6 HOURS OF OPERATION

Proposals must be delivered during the normal hours of operation of the City of Salem:

Monday-Wednesday: 8:00 AM-4:00 PM Thursday: 8:00 AM-7:00 PM Friday: 8:00 AM-12:00 PM

2.1.7 COPIES

Proposers must submit one (1) original and three (3) copies of the proposals.

2.1.8 LABELING

The outside of the envelope containing the sealed proposal must be labeled with 1) the solicitation number

2) the proposal due date and time and 3) the name of the proposer.

2.1.9 SIGNATURES

A proposal must be signed as follows: 1) if the proposer is an individual, by her/him personally; 2) if the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner;

and 3) if the proposer is a corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of the corporation, and with the corporate seal affixed.

2.2 QUESTIONS, CHANGES, MODIFICATIONS AND WITHDRAWLS

2.2.1 QUESTIONS

Questions concerning this Request for Qualifications must be submitted in writing to: Antony Delaney at adelaney@salem.com at least five (5) days prior to the proposal due date. Written responses will be mailed to all plan holders on record as having picked up the Request for Qualifications.

2.2.2 CHANGES

If any changes are made to this Request for Qualifications, addenda will be issued. Addenda will be posted in the Office of the Purchasing Agent, on the website and e-mailed to all plan holders on record as having picked up the Request for Qualifications.

2.2.3 MODIFICATIONS AND WITHDRAWALS

A proposer may correct, modify, or withdraw a proposal by written notice received by the City of Salem prior to the time and date set for receipt of proposals.

Modifications must be submitted in a sealed envelope clearly labeled "Modification No.__" to the address listed in part one of this section. Each modification must be numbered in sequence, and must reference the Request for Qualifications.

After the bid opening a bidder may not change any provision of the bid in a manner prejudicial to the interests of the City or fair competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

2.2.4 UNFORESEEN OFFICE CLOSURES

If, at the time of the scheduled proposal due date, 93 Washington Street, 3rd Floor, Salem, MA 01970, is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the due date will be postponed until 2:00 PM on the next normal business day. Proposals will be accepted until that date and time.

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3. PROJECT DESCRIPTION, SCOPE OF WORK, SUBMITTAL REQUIREMENTS

3.0 INTRODUCTION

The City of Salem, through its Purchasing Department, is seeking proposals from an architecture firm to work with the Department of Planning and Community Development and the Recreation Department to undertake critical repairs at the former Coast Guard Hangar building at Winter Island. The architect and any project team members must abide by the American Institute for Conservation of Historic and Artistic Works’ Code of Ethics and Guidelines for Practice. The goal of this project is to complete the first phase of work at the Hangar to undertake critical repairs of the building’s deteriorated historic fabric.

The City recently commissioned a structural engineer to provide an updated structural assessment of the historic building and is now seeking an architectural firm to complete bid and construction documentation, bidding assistance, and construction oversight for the project. As identified in the structural assessment, this project will include reconstruction and repointing of masonry walls, replacement of roofing, and partial removal of chimney.

The design fee will be negotiated.

The City expects the design contract to commence on or around October 12, 2026 and construction to be complete by August 1, 2027.

3.1 SITE DESCRIPTION

The project site is the former U.S. Coast Guard Seaplane Hangar at Winter Island, 50 Winter Island Road, Salem, Massachusetts.

3.2 BUILDING HISTORY

The Winter Island Hangar was constructed in 1934 when Winter Island became home to the U.S. Coast Guard (USCG) Air Training Station, the first air and rescue station on the Eastern seaboard.

The Seaplane Hangar is a brick structure designed in the Art Deco style that was constructed for the storage of seaplanes. Large doors allowed access to the hangar for the planes. The Hangar operated until 1970 when the station was decommissioned. In 1972, the property was transferred to the City of Salem and the site has operated a public park since that time.

The Hangar and the adjacent Barracks building are the last remaining buildings from the Coast Guard Station and are contributing resources in the Winter Island Historic and Archaeological National Register Historic District.

3.3 BUILDING CONDITIONS

The yellow brick and concrete Seaplane Hangar is a rare example of a large Art Deco style building on the North Shore. The 100’ x 95’ Hangar building features a low barrel roof with a segmental, stepped parapet flanked by paneled and banded corner towers. A single large door, which was operated by a pully system, provided access for seaplanes. Today, the Hangar is currently used for limited storage and is exhibiting significant signs of deterioration with missing masonry elements. The building’s east and west walls, which originally featured glazed multi-lite steel windows over most of their lengths, are now covered by corrugated translucent fiberglass panels. A small single-story extension along the building’s west wall has been removed exposing glazed structural clay tile.

In recognition of Salem’s 400th anniversary in 2026, the City initiated the Signature Parks program to revitalize City-owned parks throughout the community. Winter Island Park is included in this initiative and the historic buildings on the site are integral to the park’s historic and cultural significance. In FY25, the City received a CPA award to complete structural assessments of the Hangar and Barracks buildings to determine current conditions, make recommendations for repairs and stabilization improvements with dimensional drawings, and develop cost estimates to repair and renovate buildings. Due to the extensive

- 11 -needs identified for both buildings and the estimated costs (approximately $3 million for the Hangar and $3.8 million for the Barracks) associated with all of the stabilization repairs, the City has decided to first focus on the Hangar building, which is still used on a limited basis. The final assessment report and priority cost estimate for the Hangar are included in the attachments and can also be found at https://cityofsalem1-my.sharepoint.com/:f:/g/personal/pkelleher_salem_com/IgAol7t0UsZfQJod3xRvFwfnAcpN_rCF_CvX81u rujdDkoY?e=9iOEWK. Based on the 2026 Structural Assessment, the Hangar Critical Structural Stabilization Project will address the following urgent structural repairs needed for public safety:

• Removal and re-setting of tilted exterior facebrick

• Demolition of upper portion of chimney

• Demolition of existing roofing and sheathing and replacement with metal decking and rubber roofing

• Framing repairs to lower roof

• Adjustment/resetting of translucent panels

• New flashing between translucent panels and top of masonry

EXISTING CONDITIONS

As determined by the Structural Assessment (see in attachments), the Hangar building is in deteriorated condition with structural cracks in the building’s brick chimney and brick corner piers, collapse of the face bricks on the west elevation leaving the interior structural blocks exposed, bulging of face brick on east elevation, and loss of roof sections that have left portions of the building open to the elements. The project will address the most critical repair needs to address public safety concerns and to secure the building until more extensive restoration work can occur.

STRUCTURE

The Hangar is constructed with six large steel columns within the east and west exterior walls that support six large arched Pratt trusses running in the east-west direction, forming five 19’ wide bays.

The typical exterior wall construction consists of 4” yellow face brick covering up to 16” of structural clay tile. As an exemption, there are two yellow brick and cast stone clad towers that define the southeast and southwest corners of structure where back-up structure is multi-wythe red brick.

The east and west walls are windowed over most of their lengths, with corrugated translucent fiberglass panels that cover the original steel window sashes and frames, which have had all of their glass panes removed.

There was once a small, single-story extension along the west side of the building that has been removed, exposing the open roof joist pockets in the masonry and the exposed glazed structural clay tile wall finish below.

The south wall of the Hangar is primarily a large mechanized movable overhead door that would allow planes to enter and exit the vase interior space. The east and west ends of the movable door opening are bounded by small tower elements that house the counterweight mechanisms for the door.

The floor of the hangar is concrete slab on grade.

MASONRY

The most pervasive issue on the Hangar exterior is the rusting of embedded steel lintels that span over windows and doors. Also noted are extended horizontal and diagonal cracks that have occurred due to the https://cityofsalem1-my.sharepoint.com/:f:/g/personal/pkelleher_salem_com/IgAol7t0UsZfQJod3xRvFwfnAcpN_rCF_CvX81urujdDkoY?e=9iOEWK https://cityofsalem1-my.sharepoint.com/:f:/g/personal/pkelleher_salem_com/IgAol7t0UsZfQJod3xRvFwfnAcpN_rCF_CvX81urujdDkoY?e=9iOEWK https://cityofsalem1-my.sharepoint.com/:f:/g/personal/pkelleher_salem_com/IgAol7t0UsZfQJod3xRvFwfnAcpN_rCF_CvX81urujdDkoY?e=9iOEWK

- 12 -upward jacking of the lintels, as well as eroded mortar joints. In addition, there are areas where entire three-dimensional elements of the brick and cast stone masonry have failed due to a combination of factors, such as at the upper portions of the small towers that flank the front elevation. There are also vertically cracked areas, such as at the edges of the movable door opening along the towers.

Along the east and west elevations, the brick wall surfaces at the bottom of the windowed portions of the are bowing precariously outward. The portion of the west wall that is below the bulging brickwork is exposed glazed clay tile that used to be the interior wall finish of the rooms within the west extension, which has since been removed. At several locations the vestigial remains of perpendicular clay tile partition walls project forward from the flat clay tile in varying proportions. Years of seepage, freezing and thawing have caused significant failure in many of the hollow clay tile units, many of which are missing their face shells, are cracked, or have randomly distributed holes in their remaining faces.

The brick chimney at north wall has numerous vertical and horizontal cracks throughout its tall and relatively slender height. These cracks, especially the horizontal ones, reduce the chimney’s ability to stand up against lateral loads such as hurricane force winds or even seismic sway.

ROOF

The roofing sheathing of both the west and second from west north extensions have dramatically failed and there are large openings in the surface.

3.4 SCOPE OF WORK

The Scope of Services shall include but is not limited to:

Phase I – Review of Structural Assessment

• Architect will review recently completed structural assessment and preliminary cost estimate for

Hangar.

• Architect will meet with the Director of Park & Recreation Department and the Preservation Planner on site to discuss structural assessment, current conditions and treatment recommendations.

• The Architect with assistance from the City Staff will confirm proposed scope of work for critical structural repairs with a not to exceed amount of $600,000.

• The City has allocated Community Preservation Act (CPA) and Capital Improvement Plan (CIP) funds for this project.

• The project budget total needs to include all project costs, including architectural services and construction costs, a base bid, and any recommended add-alternates in order. The base bid and add-alternate budget will be itemized and include CSI division & trade costs for 2026 and must include prevailing wages.

• Architect will provide one (1) digital copy and three (3) hardcopies of a brief written assessment summary confirming the critical structural repairs to be undertaken with associated photographic documentation. The written assessment as described above and budget will be submitted electronically to the Department of Planning and Community Development.

• Architect to contact project coordinator by e-mail to advise the time and day when on site no later than 24 hours in advance. The Department of Planning and Community Development will serve as a liaison among City departments, Commissions and the general public to disseminate information.

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Phase II-Construction Documents and Bid Specifications

Purpose: Development of construction documentation and specifications for bidding under Chapter 149 and other relevant laws, finalization of all plans, schedules, and costs.

Goal: Architect will provide a fully coordinated design consistent with the approved construction cost and ready for bidding. The Architect shall provide 3 bound hardcopies “wet” stamped sets of the final construction documents. Architect shall provide ten bound hardcopy sets of the final construction documents to the Purchasing Department and an electronic copy of the package.

Overview: At the beginning of the task the team should provide:

a. Updated schedule including major milestones, progress reports, meetings, etc.

b. List of tasks needed during design phases

c. List of Anticipated Drawings needed for complete bid documentation

d. List of relevant specification sections

e. Updated Schedule

f. Updated Work Plan (See Task 1a)

g. Relevant certification and utility incentive checklist

Deliverables shall include but are not limited to:

Development of fully coordinated construction documents (drawings and specifications) ready for bidding, including a meeting to review final details for City of Salem approval as follows:

Provide 2 hard copies of complete documents, and one electronic copy for review.

City will review and provide comments these draft designs.

Upon incorporation of revisions to construction documents and the City will approve the project for bidding.

Unless otherwise noted, the Architect shall be responsible for identifying and tracking all permits and approvals and providing construction documents consistent with all permitting requirements.

Phase III - Bid Review Assistance

Purpose: Competitively bid construction phase of project following Chapter 149 and other laws.

Goal: Achieve several competitive bids and filed sub-bids from qualified firms. Ensure fair and open process. Identify the best value bid.

Overview: This task will be conducted in close coordination with the Director and the Procurement Officer for the City of Salem.

Scope of Services shall include but is not limited to:

Architect will attend any pre-bid conference/site visit that is required and prepare minutes Architect will respond to questions from bidders as needed Architect will assist in evaluation the lowest qualified bidder Architect will prepare addenda as needed Attend the filed sub bid and general bid openings Advise the City on any potential protests Architect will invoice the City no later than 30 business days after the contractor has been selected.

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Phase IV - Construction Oversight

Purpose: Oversee construction to ensure that facility is built to design and specifications. Assist owner in ensuring compliance with project requirements and permits as needed.

Goal: Project is built on time and budget, ensuring quality and conformance with the Construction Documents.

Overview: This task is in close coordination with the OPM and the Contractor(s). This task is typically conducted as needed.

Scope of Services shall include but is not limited to:

Architect will conduct site visits in the fields as required and at a minimum of the following: at the start of construction, 6-8 site visits during construction, 2 site visits to review any outstanding punch list items and certify the project has been completed as specified in the bid and construction documentation during final inspection.

Architect to contact project manager by e-mail to advise the time and day when on the site no later than 24 hours in advance on specific and impending matters. The appointed City project manager will serve as the liaison among City Departments.

The Architect will review and approve relevant change order submittals.

The Architect will review and approve equipment/product submittals for conformance with the design.

The Architect shall reject all Contractor substitutions or equals not named in the specification unless the Contractor provided sufficient data The Architect, as applicable, shall inspect the mock-up samples provided.

As Built Drawings.

Architect to review all tests to determine compliance.

Commissioning. Review and coordinate plan and oversee Contractor.

Review of Contractor schedules Develop, in coordination with City, a monetized punch list.

Review and respond to all change orders.

Architect will certify that the project has been completed as specified in the bid documents during a site visit for final inspection and submit a comparative budget to show the initial estimated cost per work category, actual bid, any change orders, and final project cost.

Architect shall invoice the City within seven days after the receipt of the certification of final inspection by the City project manager.

3.5 PROJECT FEE

The fee for this contract will be negotiated with the successful proposer.

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3.6 ANTICIPATED PROJECT SCHEDULE

Task Date Notes

Issue RFQ August 19, 2026

Pre-Proposal Meeting August 25, 2026

11:00 AM

Winter Island Hangar 50 Winter Island Road Salem MA 01970

Questions (Final Due) September 11, 2026

4:00 PM

Answers will be posted on website

RFQ Proposals Due September 18, 2026 11:00am

Salem City Hall 93 Washington St.

Salem, MA 01970

Interviews Week of Sep. 28, 2026 Estimated Dates DSC Recommendation Week of Oct. 5, 2026 Estimated Dates Contract Week of Oct. 12, 2026 Estimated Dates Notice To Proceed October 19, 2026 Estimated Dates Task 1a: Project Definition November 2026 For all other steps, dates are estimated.

Architect must develop own timeline, except date of final deliverables are firm.

Task 1b: Data Collection November 2026

Task 1c: Alternatives November 2026 Task 1d: Permitting Meetings

TBD

Task 1e: Final Consensus Design & Report including Cost Estimate

January 2027

Task 2- Design Development

January-March 2027 After approval of consensus site design

Task 3 – Construction Documents

March 2027

Task 4 – Bid Assistance April 2027 Task 5 – Const. Oversight May-July 2027 Full Completion by August 1, 2027

3.7 TECHNICAL PROPOSAL SUBMITTAL REQUIREMENTS

Submission Checklist

Certifications Non-Collusion Tax Compliance Corporate Bidder Standard Architect Selection Form

Letter of Transmittal A letter signed by an officer of the firm, binding the firm to all comments made in the proposal is required.

Include a primary contact person for the proposal.

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Please provide the following proposal submittal:

Standard Designer Application Form for Municipalities and Public Agencies Not Within DSB Jurisdiction

(Attached)

Part I- Company Description and Qualifications

(The Standard Designer Selection Form must be submitted. To the extent that the information requested below is already answered in the form, the applicant may reference the form. They may also augment the form with more specific/narrative information.)

Please provide the following information for all members/firms of the project team:

A brief description of the proposers’ company and primary location.

Submit the firm (s), name (s), Location(s) and contact information for all firms involved in the project.

Identification of all team members and brief description of primary role and responsibilities on project team.

Resumes and qualifications statement attesting all participants including specialized consultants for structural engineering and/or preservation technology.

Identify those member(s) of the proposed design team who will be responsible for the following categories of work: (Firm’s name, individual’s name and professional registration or license number, as applicable, must be listed in the application for each category of work, as well as whether the firm is SOMWBA certified as an MBE and/or WBE).

1) Structural Engineering

2) Preservation Technology Consultant

3) Cost Estimator

At least three (3) architectural restoration work samples that correlate with professional references. Please include brief samples of conservation assessments, reports and photo documentation of restoration work.

City or Town/State, year project completed and a brief description of the project.

At least three (3) professional references where work of a similar scope and scale has been completed (municipal references preferred).

Listing of any actions taken by any regulatory agency or litigation involving the firm or its employees or agents with respect to any work performed.

Part II- Project Approach

Please provide a detailed proposal/work plan on how the Scope of Work requirements will be met and include a timeline for proposed work.

Part III – Schedule

Proposers should submit a schedule as related to the tasks outlined in the Scope of Services. There is an estimated schedule in Section 3.8. Proposers are encouraged to review that schedule and provide a detailed schedule for Tasks 1. Proposers should provide feedback on the remaining schedule. The Proposers may suggest variations to the schedule and the sequence of tasks to meet the goal of producing designs, cost estimates, and schedule at a sufficient level to submit to City Council in May.

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Part IV - City Resources A list of the resources, data, or other assistance which the consultant expects are required from the city in order to complete each task in the scope of services during the planned time period.

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4. EVALUATION AND SELECTION CRITERIA

4.1 MINIMUM REQUIREMENTS

All participants must meet the following minimum requirements:

Yes No

1. A Bachelors Degree in Architecture, Historic Preservation, Architectural History, Planning, Science or a closely related field, and at least five (5) years of full-time experience in an area relevant to the project; or a Master’s Degree or higher level of education in any of the above mentioned areas.

2. Architect (s) and any participating engineers must be licensed and registered in Massachusetts.

3. Proposer and/or firm must include professionals from the historic preservation fields, including architectural preservation and preservation technology.

4. Must specialize in historic preservation and have at least five (5) years of experience providing relevant services.

5. Proposer must submit a complete application in accordance with RFP Section 3.1

Requirements and Submissions.

4.2 EVALUATION CRITERIA

Quality and Depth of Relevant Historic Building Project Experience

Highly Advantageous The proposal demonstrates a balanced architectural approach and experience in design services (study through construction administration) on 7 or more comparable historic projects and/or sites. The proposal demonstrates experience with projects in the City of Salem.

Advantageous See above, but the proposal demonstrates experience in design on at least 5-7 comparable projects.

Not Advantageous See above, but the proposal demonstrates experience in design on at least 3 comparable projects.

Not acceptable The proposal does not demonstrate experience with comparable projects.

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Quality and Depth of Relevant Public Project Experience Highly Advantageous The proposal demonstrates experience in design services (study through construction administration) on 3 or more Massachusetts public projects (historic projects and extra plus) bid under Chapter 149/149a of a similar size.

Advantageous See above, but the proposal demonstrates experience in design on at least 1-2 comparably sized Chapter 149/149a projects.

Not Advantageous See above, but the proposal demonstrates experience in design on at least 1 comparably sized Chapter 149/149a projects.

Not acceptable The proposal does not demonstrate experience with comparable projects.

Planned approach to the project, demonstrated understanding of scope of work, and proposer’s ability to undertake and complete this project in a timely manner.

Highly Advantageous The proposal includes a clear, concise, innovative, and efficient approach to addressing all elements of the Scope of Services within a defined time period and provides a strong understanding of the Scope of Services. The proposal provides more detail to the services.

Advantageous The proposal includes a credible approach to addressing all elements of the Scope of Services within a defined time period and provides an understanding of the Scope of Services.

Not Advantageous The proposal is not sufficiently clear to fully evaluate or does not contain components necessary to addressing all elements of the Scope of Services.

Not acceptable The proposal does not include a planned approach.

Proposer’s capacity and resources to deliver a complete project on time and on budget.

Highly Advantageous The proposal thoroughly describes sufficient capacity and resources to deliver a complete project on time and on budget

Advantageous The proposal largely describes the capacity and resources to complete the project on time and on budget.

Not Advantageous The proposal partially describes the capacity and resources to complete the project on time and on budget.

Not acceptable The proposal does not describe the capacity and resources to complete the project on time and on budget.

Overall Quality of Client References

Highly Advantageous All references contacted spoke favorably of the work performed by the proposer and would use them again for a similar project without hesitation. All references confirmed that the consultant had met schedule expectations, communicated effectively with municipality and delivered an “on-time” and on budget quality project.

Advantageous The great majority of references spoke favorably of the work performed by the proposer and would use them again for a similar project without hesitation. The great majority of references confirmed that the consultant had met schedule expectations, communicated effectively with municipality and delivered an “on-time” and on budget project.

Not Advantageous At least one reference indicated that there had been significant difficulties with the proposer’s ability to deliver the contracted services and deliverable and complete the project on budget and in a timely manner.

Not acceptable References were negative and/or did not respond to inquiries.

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4.3 RULE FOR AWARD

Any contract that may result from this procurement shall be awarded to the responsible and responsive proposer offering the most advantageous proposal, taking into consideration all evaluation criteria described herein.

4.4 INTERVIEWS

The Architect Selection Committee will conduct interviews as part of the selection process in accordance with Section 4.1 Minimum Requirements and Section 4.2 Evaluation Criteria.

4.5 SELECTION PROCESS

Proposals will be evaluated upon the basis of the criteria for selection set forth and will then be ranked in order of qualification. The first, second, and third ranked proposals will be further reviewed and evaluated, including reference checks and interviews by the committee.

The City reserves the right to request further information from the three (3) highest ranked applicants.

The Owner reserves the right to reject any and all responses as if the Owner determines, within its own discretion, that it is in the Owner’s best interests to do so. This RFP does not commit the Owner to select any Respondent, award any contract, pay any costs in preparing a response, or procure a contract for any services. The Owner also reserves the right to cancel or modify this RFP in part or in its entirety, or to change the RFP guidelines. A Respondent may not alter the RFP or its components.

4.5 POST INTERVIEW EVALUATION GUIDELINES

• Qualifications and Experience

• Technical Qualifications

• Response to the Scope of Work

• Consulting Team project experience, project approach and references (4.2 Criteria)

• Availability and Responsiveness

• Allocation of Resources and Schedule

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5. TERMS AND CONDITIONS

5.1 TERM OF CONTRACT

Any contract the results from this procurement shall commence upon issuance of the ‘Notice to Proceed’ and terminate upon completion of the work (August 1, 2027).

5.2 ASSIGNMENT AND SUBCONTRACTING

The selected vendor shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the City. The successful bidder shall be fully responsible to the City for the acts and omissions of his subcontractor, and of persons either directly or indirectly employed by them, as he is for the acts and omissions of persons directly employed by him.

5.3 PAYMENT

The City shall make every effort to furnish payment within thirty (30) days of receipt of a reasonably detailed invoice. Any invoice received must reference the contract number. Nothing contained in the contract shall create any contractual relation between any subcontractor and the City. The Successful Proposer shall cause appropriate provision to be inserted in all subcontracts relative to the work to require compliance by each subcontractor with the application provisions of the Contract for the improvements embraced in the site preparation.

The architect or firm will submit invoices within seven (7) business days of completed project phases via electronic submission to the Department of Planning and Community Development or by mail to the Department of Planning and Community Development, 98 Washington Street, Salem, MA, 01970.

5.4 INSURANCE REQUIREMENTS

General- The Vendor shall before commencing performance of the Contract be responsible for providing and maintaining insurance coverage in force for the life of the Contract of the kind and in adequate amounts to secure all of the obligations under the Contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All such insurance carried shall not be less than the kinds and amounts designated herein, and the Vendor agrees that the stipulation herein of the kinds and limits of coverage shall in no way limit the liability of the Vendor to any such kinds and amounts of insurance coverage. All policies issued shall indemnify and save harmless the Town of Salem, its agents and employees from any and all claims for damages to persons or property as may rise out of the performance of this Contract.

Vendor’s Comprehensive General Public Liability and Property Damage Liability Insurance - The Vendor shall carry Comprehensive General Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injury to or death of one person, and subject to that limit for each person, a total limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries or death of two or more persons in any one accident; and Vendor’s Comprehensive Property Damage Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of injury to or destruction of property in any one accident, and subject to that limit per accident, a total (or aggregate) limit or not less than One Million Dollars ($1,000,000.00) for all damages arising out of injury to or destruction of property during the policy period.

Comprehensive Automotive and Property Damage Insurance - The Vendor shall carry Automobile Insurance covering all owned vehicles, hired vehicles or non-owned vehicles under the control of the Vendor while performing work under the Contract in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injuries to or death of one person and subject to

- 22 -that limit for each person, a total of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to or death of two or more persons in any one accident; and Property Damage coverage in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages to or destruction of property.

The Vendor must carry Workman’s Compensation Insurance in the amounts prescribed under Massachusetts State Law and meet all other City and State Laws and Regulations.

No cancellation(s) of such insurance, whether by the insurer or by the insured party shall be valid unless written notice thereof is given by the parties proposing cancellation to the other party and to the City of Salem at least fifteen (15) days prior to the intended effective date thereof, which date shall be expressed in said notice, which shall be sent by registered mail, return receipt requested. These provisions shall apply to the legal representative(s), trustee in bankruptcy, receiver, assignee, trustee, and successor(s) in interest of the Vendor.

All insurance coverage shall be at the sole expense of the Vendor and shall be placed with such company as may be acceptable to the City of Salem and shall constitute a material part of the contract documents.

Failure to provide written proof to City and continue in force such insurance as aforesaid shall be deemed a material breach of the contract, and may constitute sufficient grounds for immediate termination of the same.

5.5 INDEMNIFICATION

Unless otherwise provided by law, the Vendor will indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property which the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees.

5.6 FEDERAL AND STATE LAW

The selected contractor shall comply with all applicable Federal, State and Local laws and ordinances.

5.7 OWNERSHIP OF INFORMATION/RIGHT TO USE

All files, records, and documents prepared by Architect pursuant to this Contract, and all text, electronic, and graphic files shall be property owned by the City and the City shall own any copyrights thereon. The City may use all such files, records, and documents in any manner that it chooses to. The Architect shall incorporate by reference this provision into all contracts with its consultants and subconsultants with respect to the services provided under this Contract including, but not limited to, architects, engineers, estimators, surveyors, Architects, and photographers. The Architect and its consultants and subconsultants shall not be responsible for changes made in the documents or other items without the Architect's authorization, nor for the City’s use of the documents on projects other than the Project.

5.8 DISCLOSURES

The applicant must disclose any legal action brought by or against them at any time as a result of their work in this area.

5.9 SAMPLE CONTRACT

See ‘Sample Contract’ attached.