Campus Expansion and Utilization Project PRF69 Civil Survey SOW~1.pdf

BLACKSTONE VALLEY VOCATIONAL REGIONAL SCHOOL DISTRICT

Campus Expansion & Utilization Project – PRF69 Statement of Work

STATEMENT OF WORK

Civil Engineering and Surveying Services Campus Expansion & Utilization Project

Owner Blackstone Valley Vocational Regional School District

Project Location 65 Pleasant Street, Upton, Massachusetts 01568

Statewide Contract PRF69 – Facilities Engineering Services

Applicable Categories Primary: Category 1 – Civil Engineering;

Associated: Category 5 – Surveying

Contract Type Time and Materials (T&M) with negotiated Not-to-Exceed (NTE) amount

Professional Services Budget Anticipated range: approximately $25,000 to $35,000; final compensation T&M with negotiated NTE

Procurement Method This Request for Quote is issued under Massachusetts Statewide Contract PRF69 – Facilities Engineering Services through COMMBUYS. The primary service category is Category 1 – Civil Engineering, with associated Category 5 – Surveying services as required. This solicitation is for professional engineering and surveying services only and does not include construction labor.

Quotations will be evaluated on a best-value basis in accordance with PRF69, and the applicable PRF69 contract terms shall control.

1. Project Background Blackstone Valley Vocational Regional School District (BVT) is planning the Campus Expansion & Utilization Project on the existing school property in Upton, Massachusetts. The current project scope includes development of a new pre-engineered metal storage building containing a minimum of approximately 3,000 square feet. Final building dimensions and the exact location have not yet been established.

BVT has existing survey information for the proposed project area; however, additional information is required to support the Town of Upton Planning Board Site Plan Approval process.

The purpose of this solicitation is to retain one qualified consultant to review the existing information, perform only the supplemental survey work needed, prepare the civil/site design, and support BVT through Site Plan Approval. BVT intends to use its existing survey and record information to the greatest practical extent and avoid unnecessary duplication of prior work.

2. Scope of Services Task 1 – Existing Information Review and Project Coordination

• Meet with BVT representatives at the project site.

• Review available survey information, campus plans, record drawings, property information, utility information, and other documents supplied by BVT.

• Review applicable Town of Upton Site Plan Approval requirements and identify information needed to complete the submission.

• Provide BVT with a concise written list of supplemental survey or site information needed before additional field work proceeds.

• Coordinate with BVT regarding the proposed building area, approximate footprint, access needs, and operational requirements.

Task 2 – Supplemental Survey

• Perform only the supplemental field survey necessary to prepare the civil/site plan and

Planning Board submission.

• Provide sufficient existing-condition, topographic, boundary/setback, access, drainage, utility, and site-feature information for the proposed work.

• Establish appropriate horizontal and vertical control for design and future project coordination.

• Use BVT’s existing survey and record information wherever practical and avoid duplicate field work unless the Consultant determines the existing information cannot reasonably be relied upon.

• Perform survey work under the direction of a Massachusetts Registered Professional Land Surveyor where required.

Task 3 – Conceptual Site Layout

• Prepare a conceptual site layout for a minimum approximately 3,000-square-foot pre-engineered storage building.

• Address the proposed building footprint and orientation, access, applicable setbacks, finished-floor elevation, grading, drainage, and relationship to existing campus improvements.

• Meet with BVT to review the concept before proceeding to the formal Planning Board plan set.

• Revise the concept as needed to address site conditions, permitting requirements, BVT operations, and project cost.

Task 4 – Civil Engineering and Site Plan Design

• Prepare the civil/site plans, calculations, and supporting documentation necessary for a complete Town of Upton Planning Board Site Plan Approval submission.

• At a minimum, address site layout, grading, drainage, access, zoning/setback information, proposed finished-floor elevation, utilities where applicable, and other information required by the Town for this project.

• Coordinate the civil/site design with future pre-engineered building and foundation information when available.

• Identify standard Site Plan Approval requirements that are not applicable to this project and recommend appropriate waiver requests where permitted.

• Prepare technical waiver requests authorized by BVT.

Task 5 – Upton Planning Board Site Plan Approval Support

• Prepare a complete Site Plan Approval submission suitable for filing with the Town of Upton Planning Board.

• Assist with applicable application materials and coordinate with Town staff regarding completeness of the submission.

• Attend Planning Board meetings/public hearings reasonably necessary for the application and present the civil/site design when requested.

• Respond to reasonable Town/Planning Board review comments and make reasonable revisions necessary to obtain a final decision.

• Coordinate owner-furnished building elevations/renderings or other building information required for the application.

• Advise BVT before performing any additional study, testing, peer-review response, or other service outside the approved scope. No out-of-scope service shall be performed without prior written authorization.

3. Deliverables and Schedule The Consultant shall provide the following deliverables. Timeframes are measured from BVT’s written Notice to Proceed unless otherwise noted. The Consultant shall identify any proposed deviations in its quotation.

Deliverable Required Timeframe Kickoff/site meeting Within 10 calendar days Review of existing survey and identification of missing information Within 15 calendar days

Supplemental field survey Within 30 calendar days Updated existing-conditions/base plan Within 35 calendar days Conceptual site layout for BVT review Within 40 calendar days Draft Site Plan Approval plan set Within 50 calendar days Complete Site Plan Approval package ready for filing Within 60 calendar days

Planning Board meeting/hearing support and review responses As required by Town review schedule

Final revised/approved site plans Within 10 business days following final Planning Board action or receipt of final required comments

4. Required Final Documents

• Signed and sealed survey documents where required.

• Signed and sealed civil/site plans where required.

• Updated existing-conditions/base plan.

• Final Site Plan Approval plan set incorporating applicable conditions of approval.

• Supporting civil calculations and consultant-prepared supporting documents.

• Electronic PDF copies of all final documents.

• AutoCAD/Civil 3D or compatible CAD files of the final survey and approved site plan for

BVT’s use in subsequent building and foundation design.

5. Location of Services Field services shall be performed at Blackstone Valley Vocational Regional School District, 65 Pleasant Street, Upton, Massachusetts 01568. Planning Board and municipal meetings shall be attended at locations established by the Town of Upton. Office engineering and plan preparation may be performed at the Consultant’s office.

6. Owner-Furnished Information BVT will provide available information in its possession, including campus/site plans, property and utility information, record drawings, preliminary building requirements, and the following reference document: Attachment A - 1997 Sketch Plan of Land prepared by Guerriere & Halnon, Inc., dated August 20, 1997. Attachment A is provided for reference only. The Consultant shall review the existing plan, determine what information can reasonably be relied upon, and identify any supplemental survey or existing-conditions information necessary to complete the Town of Upton Site Plan Approval submission. The Consultant shall use available BVT information to the greatest practical extent before recommending additional survey or investigation.

7. Professional Services Budget and Compensation BVT anticipates that the required professional services can be completed within a range of approximately $25,000 to $35,000. Final compensation shall be established as a negotiated Time and Materials (T&M) amount with an overall Not-to-Exceed (NTE) amount in accordance with PRF69.

Each Consultant shall independently develop and submit its proposed T&M fee based on this SOW. The proposal shall identify staffing, applicable PRF69 hourly rates, estimated hours by task, estimated task costs, and the Consultant’s proposed overall Not-to-Exceed amount.

The $35,000 figure is not a target fee. BVT will evaluate the reasonableness of staffing, hours, rates, assumptions, exclusions, and total cost as part of its best-value determination. BVT reserves the right to negotiate the proposed staffing, hours, rates, and NTE amount prior to award.

No work beyond the awarded NTE amount may be performed without prior written authorization from BVT.

Planning Board legal advertising, municipal peer-review/Chapter 44 §53G costs, application costs, and other direct municipal charges will be paid separately by BVT and shall not be included within the Consultant’s professional-services NTE unless specifically requested in writing.

Payment shall be based on actual authorized hours worked at the quoted PRF69 rates, subject to the awarded NTE amount. Rates shall not exceed the Consultant’s applicable PRF69 contract ceiling rates. No sales tax shall be charged. Travel, fuel, delivery, or similar surcharges shall not be added except where expressly allowed by the Statewide Contract and specifically authorized by BVT.

8. Required Fee Proposal The Consultant’s quotation shall include a detailed T&M staffing and fee proposal containing the following information:

Required Information Vendor Response Project Manager Number of proposed staff Staff names/classifications Professional discipline PRF69 hourly rate for each classification Proposed discounted hourly rate, if applicable Estimated hours by employee/classification Estimated hours by task Survey field-crew classification and hourly rate

Survey field-crew estimated hours Subconsultants, if any Subconsultant scope and estimated cost Estimated cost – existing information review/supplemental survey

Estimated cost – civil/site plan design

Estimated cost – Planning Board support Total estimated professional fee Proposed overall Not-to-Exceed amount Proposed schedule Assumptions and exclusions

9. Proposed Staff and Minimum Qualifications The Consultant shall identify the personnel proposed for the assignment and their roles. The Prime Consultant shall be an active vendor under Massachusetts Statewide Contract PRF69, Category 1 – Civil Engineering. Required surveying services shall be provided by appropriately qualified Massachusetts surveying personnel, either directly by the Prime Consultant or through an approved subconsultant in accordance with PRF69. The Prime Consultant shall remain responsible for coordination and performance of the complete assignment.

• Massachusetts professional civil engineering capability appropriate to the work.

• Massachusetts professional land surveying capability appropriate to the work, whether provided in-house or through an approved subconsultant.

• Site/civil design capability, including grading and drainage.

• Municipal/site-plan permitting and Planning Board coordination experience.

• Experience with public or institutional site-development projects is preferred.

10. Additional Services and Base-Scope Exclusions Services outside the approved scope shall not be performed without written authorization from BVT. If additional work becomes necessary, the Consultant shall first provide a written description of the work, reason it is required, proposed staff, estimated hours, applicable PRF69 rates, and a proposed NTE cost.

Unless specifically authorized by BVT through an amendment, the base scope does not include architectural or structural building design, structural foundation design, MEP design, environmental/wetland services, geotechnical investigation, construction-phase resident engineering, construction stakeout, foundation as-built survey, or other services unrelated to the defined civil/site approval assignment.

11. Quote Evaluation / Best Value BVT intends to select the Consultant offering the best overall value under PRF69. Price will be considered as part of the best-value determination but will not be the sole factor.

• Understanding of the assignment and Upton permitting requirements.

• Ability to coordinate the required civil engineering and surveying services under one assignment.

• Proposed project approach and schedule.

• Qualifications and relevant experience of proposed staff.

• Ability to use existing BVT survey information efficiently and minimize unnecessary duplicate work.

• Staffing levels, hourly rates, estimated hours, proposed NTE fee, assumptions, and exclusions.

• Overall value to BVT.

12. Quote Submission Requirements The Consultant shall submit through COMMBUYS a concise proposal containing:

• Technical approach and understanding of the assignment.

• Proposed project team and number of staff.

• Staff classifications and applicable hourly rates.

• Estimated hours by task and staff classification.

• Task-by-task cost breakdown.

• Total estimated cost and proposed NTE amount.

• Proposed project schedule.

• Relevant project experience.

• Identification of subconsultants, if any.

• Assumptions, exclusions, and requested clarifications.

The proposal shall clearly reference Massachusetts Statewide Contract PRF69 – Facilities Engineering Services and the Campus Expansion & Utilization Project.

Questions shall be submitted through the COMMBUYS Bid Q&A tab by the deadline in Section

14. BVT’s official responses, clarifications, and addenda will be issued through COMMBUYS.

Questions sent directly by email or telephone will not constitute official questions.

Quotations shall be submitted electronically through COMMBUYS by the stated deadline.

Emailed or other submissions will not be accepted unless BVT authorizes an alternate method by written COMMBUYS amendment.

BVT reserves the right to request clarification, negotiate proposed staffing, hours, rates, scope details, and the NTE amount consistent with PRF69, and reject any quotation when determined to be in BVT’s best interest.

Quote Summary The Consultant shall complete the following summary as part of its quotation:

Total Estimated Professional Fee $__________________ Proposed Not-to-Exceed Amount $__________________ Proposed Completion Schedule ____________________________ Firm Name ____________________________ Authorized Representative ____________________________ Title ____________________________ Date ____________________________

13. Optional Pre-Proposal Site Walkthrough BVT will conduct a non-mandatory pre-proposal site walkthrough at Blackstone Valley Vocational Regional School District, 65 Pleasant Street, Upton, Massachusetts 01568. The walkthrough is intended to allow invited PRF69 Consultants to observe existing site conditions and the general area associated with the Campus Expansion & Utilization Project before preparing their quotations. Attendance is encouraged but is not required to submit a quotation.

The walkthrough date and time will be identified in the COMMBUYS solicitation.

Questions arising from the walkthrough shall be submitted through the COMMBUYS Bid Q&A tab by the established question deadline. Verbal statements made during the walkthrough shall not modify the solicitation. Any official clarification, response, or modification affecting the solicitation will be issued through COMMBUYS so that all invited Consultants receive the same information.

14. BVT Solicitation Information BVT Project Contact Derek Dauphinee, Property & Asset Manager Phone 351-213-9982 Email ddauphinee@valleytech.k12.ma.us SOW Issue Date Wednesday, September 23, 2026

Optional Pre-Proposal Site Walkthrough Non-mandatory; Friday, October 2, 2026 at

10:00 AM

Questions Due Wednesday, October 7, 2026 at 3:00 PM Questions Submission COMMBUYS Bid Q&A tab only Quote Due Date/Time Wednesday, October 14, 2026 by 12:00 PM

Quote Submission Electronic submission through COMMBUYS only, in response to this PRF69 Request for Quote

15. Attachments Attachment A - 1997 Sketch Plan of Land - Guerriere & Halnon, Inc., dated August 20, 1997 - Reference Only