DCR 828 Rynne Day- Use Area_P25-3586-D1A_RFP_240710.pdf

Statement of Work – Request for Proposal

RFP Title: DCR828 Rynne Day Use Site Renovation P25-3586-D1A

Statewide Contract# DCR828

Commbuys Bid #: BD-25-1020-DCRCU-DC250-105011

Description of need Summary: This Request for Proposal (RFP) is posted by the Department of Conservation and

Recreation for the procurement of a vendor to provide planning and design services for site improvements to the

Rynne Day Use Area.

Commonwealth Eligible Entity Engaging a Vendor:

Eligible Entity Name: Department of Conservation and Recreation

Type of Eligible Entity: State Agency

Eligible Entity Mailing Address: 10 Park Plaza, Suite 6620, Boston, MA 02116

Contact Name: Danielle Mellett

E-Mail Address: danielle.mellett@mass.gov

Telephone: 857-278-6221

This Request for Proposal (RFP) does not commit DCR to approve a Statement of Work (SOW), pay any costs incurred in the preparation of a bidder’s response to this RFP, or to engage for products or services. DCR reserves the right to accept or reject any and all quotes received as a result of this RFP and to contract for some, all, or none of the responding vendors as a result of this RFP. DCR further reserves the right to negotiate with any or all responding vendors or to cancel this RFP, in part or in its entirety, if it is in the best interest of the agency to do so.

Responses: Responses (bids/quotes) are to be submitted to DCR electronically via the “Create Quote” function contained in Commbuys system. If you are a vendor on (Departmental Contract# DCR 828) and have not registered on Commbuys, you are required to do so. Vendors should consult the vendor user guide at http://www.mass.gov/anf/docs/osd/commbuys/commbuys-vendor-registration.pdf.

Estimated duration of RFP: 1 month

Anticipated completion of project: 24 months from issued Notice to Proceed

The selected vendor will be responsible for the following tasks Specifications sought:

Scope of Services:

PART 1: RFP REQUIREMENTS

A. Professional Services Required:

The Department of Conservation and Recreation (DCR) is seeking proposals under DCR 828 Landscape Architecture and Planning Services for permitting, design, construction documentation, and construction phase services for the renovation of the Rynne Day Use Area, Lowell Heritage State Park. The professional services and/or experience required include:

• Landscape architecture

• Professional surveying

• Civil engineering for stormwater management and green infrastructure design

• Structural Engineer

• Ecology/ wetlands science for plant communities, habitat, landscape restoration and management, and resource delineation; environmental resources assessment, filing, and permitting

• MA certified arborist for tree assessment and maintenance recommendations

• Cultural resource assessment, filings, and permitting

The principal‐in‐charge of the prime and subconsultant firms shall be a professional registered in the Commonwealth of Massachusetts, as applicable per discipline.

B. DCR Project Manager:

Danielle Mellett, Landscape Architect Bureau of Design and Project Management

Department of Conservation and Recreation

10 Park Plaza, Suite 6480, Boston, MA 02116 Email:

danielle.mellett@mass.gov

Phone: 857‐278‐6221

C. Proposal Submission:

Electronic proposals must be received via COMMBUYS no later than 12:00 pm (noon) on August 20, 2024, to be considered. Hard copy stapled proposal submissions (four (4) copies) shall be addressed to the attention of the

Project Manager at the address above and received by 12:00 pm (noon) on August 21, 2024.

A pre‐proposal site walk is scheduled for Thursday, July 25, 2024, at 10:00am. We will meet at the Rynne Beach

Bathhouse at Lowell Heritage State Park, 160 MA‐113, Lowell, MA 01854.

All questions must be submitted in writing to COMMBUYS no later than 12:00 pm on Wednesday, August 1, 2024, and responses will be posted by 12:00 pm on Thursday, August 6, 2024.

Proposals shall include:

1. Letter of Transmittal.

2. Project Understanding and Project Approach: Provide an overview of the project’s goals and objectives, its essential qualities, and the reasons why your firm would like to take undertake the project. Describe how your firm will approach the project and how those strategies lead to a successful outcome.

3. Consultant Team: Describe the organization of your project team, including all subconsultants. Identify key project personnel, including Principal‐In‐Charge, Project Manager, other staff, as well as key subconsultant personnel. Include a resume for each. DCR will consider the proposed personnel a commitment by the consultant for project staffing.

4. Project Schedule and Scope of Services: Provide a spreadsheet with project phases and tasks and the amount of time anticipated for each, including meetings and deliverable dates. See Attachment 3 for spreadsheet template.

5. Project Cost: Using the same list of phases and tasks, provide a spreadsheet outlining level of effort associated with each phase showing total hours and cost per person per task (include totals and subtotals for each staff member for each phase) for the entire project team including the primary consultant and any subconsultants.

Also provide staff hourly rates and estimated expenses.

6. Relevant Experience: Provide a brief statement and project descriptions of three (3) applicable projects completed by your firm and subconsultant firms. Include project completion dates.

7. References: Submit three (3) client references for relevant project work.

D. Proposal Evaluation and Submittal Requirements

Proposals will be evaluated by a Consultant Selection Committee based on the following criteria:

1. Understanding of the project’s objectives and goals and the appropriateness of the approach presented (25%)

2. Composition and qualifications of the consultant team (20%)

3. Demonstrated experience and past performance of the consultant team on similar projects (15%)

4. Feasibility of the proposed schedule and the ability of the consultant team to accomplish the task within the stated timeframes (10%)

5. Quality and responsiveness of the proposal (proposals shall be clear, concise, and complete (15%)

6. References (10%)

7. Cost (5%)

PART 2: PROJECT PROGRAM AND SCOPE OF SERVICES

A. Project Area

See Attachment 1 for Project Locus Map and Project Area Diagram for the Rynne day use site.

B. Project Background

The project site (the “site”) is part of Lowell Heritage State Park. A portion of the site adjacent to the

Rynne Bathhouse is currently surfaced in sand and has been used in the past as a beach for swimming.

Swimming is no longer allowed, and the area will be converted into a splash pad with a playground adjacent to the bathhouse and splash pad.

C. Program and Design Goals

DCR’s vision is to protect and restore the ecologically sensitive landscape as we create a universally accessible and sustainable outdoor destination with improved views of the Merrimack River and safe recreation for children and people of all ages. DCR’s program and design goals for this project include:

• A safe and welcoming park with passive and active recreation components. Pathways and seating areas.

• The existing “beach” will be converted into a splash pad that may include a retaining wall and fence along the river’s edge.

• A playground to the northeast of the bathhouse and splash pad in the existing open lawn area. Widening the sidewalk along Route 113.

• Adding native shade trees.

• Renovation of the small parking lot southwest of the bathhouse.

• Structural assessment of a small section of the existing granite block retaining wall that is failing.

• Landscape restoration as needed including the removal of invasive vegetation species and the installation of native vegetation. Guiding principles for restoration are to improve habitat, prevent erosion, and improve water quality.

• Improvements to the exterior of the bathhouse include redesigning existing ramps for maintenance vehicle access into garage bays at the back of the building, while improving and maintaining public access around the building.

DCR will provide standard details for site furnishings (benches, picnic tables, bike racks, fencing, trash receptacles, drinking fountain, and signage.) Play equipment will be selected by DCR. The Consultant will coordinate the layout of equipment with DCR and the playground equipment vendor. Consultant will design the splash pad with equipment vetted through DCR. A minimum of two concept plans for the entire Rynne Day Use Area will be presented to the public.

Commonwealth‐wide, DCR’s design goals also include:

• Public Access and Circulation: Create a welcoming environment with enhanced public access that meets or exceeds the requirements of the Architectural Access Board (or, where directed by DCR, the USDA Forest Service

Trail Accessibility Guidelines) and local jurisdictions. Design circulation infrastructure that is low‐maintenance, safe and convenient for all users, using Complete Streets design criteria where appropriate. Layout roads and paths to integrate visitor programming, maintenance regimens, emergency access, and ecosystem function efficiently.

• Low‐Impact Design: Specify construction methods and durable, low‐maintenance materials to improve water quality and eco‐system function, including native plant communities and green infrastructure BMPs. Preserve existing native vegetation and soil structure from the impacts of construction whenever possible. Include the upgrading of low‐functioning ecosystems for higher ecological value, repair of stormwater erosion, and management of invasive plants whenever possible. Design for climate resilience, anticipating the effects of extreme storm events, heat, drought, sea level rise and other impacts. The DCR Stormwater Handbook will be provided to the consultant for reference.

• Protection of existing trees: Consultants shall map and take into consideration the dripline of all trees to remain, with the goal of maximizing tree protection and health.

• Site‐Specific Design: Protect cultural resources. Specify materials that reflect the natural and cultural history of the site.

D. Scope of Services

DCR Project Team: The team will consist of representatives from DCR’s Operations, Resource Stewardship, Design and Engineering, and External Affairs divisions; all team communication will be through the DCR project manager.

The consultant shall coordinate with the DCR project manager as required to facilitate all phases of the work.

Project Meetings: The consultant shall prepare all presentation materials and facilitate the project meetings, including DCR team meetings, site walks, meetings with partner organizations, and municipal and state officials.

Assume all project meetings, excluding the Kick‐off Meeting, will be held remotely via Microsoft Teams. The consultant shall provide meeting summaries with action items for all meetings and shall distribute those to all members of the DCR and consultant teams within 72 hours after the meeting. Consultants shall assume bi‐weekly

(twice monthly), one‐hour project check‐in meetings throughout the project length.

Public Outreach: Public outreach will include three stake holder meetings and two public meetings. DCR’s Office of

External Affairs shall coordinate the meetings and the public presentation software platform and publicity. The

Consultant will prepare public presentations in PowerPoint format and provide handouts if required. Include one (1) rehearsal meeting for each presentation. Provide meeting summaries with action items for all presentations and assume approximately two‐three (2‐3) weeks to receive public comments from DCR’s website prior to review and synthesis of public comments. Consultants shall assume these meetings will be held virtually.

Construction Documentation: Prepare plans, specifications, and an estimate of probable cost as suitable for bidding.

Provide all drawings digitally in PDF and AutoCAD format as well as up to three (3) hard copies of plans upon request.

Professionals licensed in the Commonwealth of Massachusetts shall stamp and sign their seal on all plan sheets and the title page of specifications. Provide conformed plans and specifications at the completion of project bidding and project award. Provide record plans and specifications at the completion of Construction Observation Services. Plans shall include the following (at minimum):

• Title sheet and index

• Legend and abbreviations

• Key plan (if needed)

• Existing conditions plan

• Typical sections

• Signage

• Site preparation and demolition plan

• Tree protection plan

• Materials plan

• Layout plan

• Grading, drainage, and utilities plan

• Planting plans (which should also include grading information and all green infrastructure features)

Temporary traffic control plans (if required)

• Construction details

Estimates of Probable Cost: The consultant shall submit a cost estimate with each plan submission. The cost estimate shall be based on the latest weighted unit prices found on the MassDOT web site, and consultant’s own experience.

Landscape Management Plan: The consultant team shall develop a Landscape Management Plan (LMP) including a spreadsheet calendar of maintenance activities and diagrams of the location and extent of each activity (e.g., mowing, sweeping, invasive removals, restoration planting). The LMP will be revised as required at the end of

Construction Phase Services. Consultant will attend a site walk to review the LMP with DCR Operations staff.

Landscape Management activities are not included in the Estimate of Probable Cost. Provide a Level 1 Tree

Assessment by the Mass. certified arborist noting trees for removal, hazard trees and tree pruning.

Landscape Maintenance and Warranty Period: Specifications should include plant and site maintenance items as bid items, such that the contractor is responsible for active maintenance tasks during the one‐ or two‐year plant warranty period. The goal is to minimize plant mortality and the need for plant replacements. As plant material health is integral to stormwater management systems, this contract provision is designed to protect against erosion in the newly installed work, in addition to the waste represented by unnecessary plant mortality.

Additional Services: List the hourly rates for all consultant team members for any additional services. Every effort must be made by the consultant team to avoid additional services. While DCR recognizes that the scope of work may change after the Notice to Proceed is awarded, we expect the consultant team to alert DCR to anything that may result in a request for Additional Services as soon as possible. Under no circumstance may the consultant team perform additional services or charge additional time beyond what was estimated in the Proposal without written approval from DCR.

Proposed Phase and Task List:

DCR anticipates five (5) project phases:

Phase 1: Conceptual Design (including Project Survey, Existing Conditions Inventory, Site Analysis)

Phase 2: Construction Documentation Design Development Phase 3: Permitting (concurrent with

Design Development) Phase 4: Bidding and Award Services

Phase 5: Construction Phase Services

Below is an outline of phases and tasks anticipated by DCR. Prospective consultant teams should include bi‐weekly, one‐hour check‐in meetings throughout the project length and should review, revise, and/ or augment this list as they feel is required based on their project understanding or experience on projects of similar scope. Consultant teams should then use their proposed phase and task list as the basis of their timeline and fee schedules.

Phase 1: Concept Design (including Project Survey, Existing Conditions Inventory and Plan, Site Analysis)

1.1 Site Walk with the DCR Project Team referenced above. Include one (1) meeting.

1.2 Project Survey

• Professional survey of limit of work per DCR survey specifications.

1.3 Existing Conditions and Site Analysis

• Obtain, review, and synthesize available documents relevant to the site.

• Tree protection plans shall include a fence line coincident with driplines, wherever possible as a no impact zone, to prohibit construction laydown and vehicles within them. The park improvements shall be designed to minimize impacts to trees to remain.

• Terrestrial ecology survey and assessment.

• Conduct tree assessment; provide report with recommendations to DCR.

• Existing Conditions and Site Analysis Plans: Create plans that diagram site features, topography, vegetation, viewsheds, animal habitation, wind and solar exposure, built infrastructure and utilities, pipelines, circulation and accessibility, and cultural landmarks.

• Meeting w/ select DCR staff to review tree assessment and management plan. Include up to (1) meeting.

1.4 Conceptual Design

• Plans: Develop concept sketches with at least two (2) alternatives with supporting precedent graphics including, but not limited to site access, path circulation, activity areas (splash pad, playground) and site furnishings. Design options shall incorporate any environmental impacts and permitting requirements.

• Stakeholder Meetings with municipal officials, stakeholder groups, and abutters as identified by DCR:

Understand community use and goals for the site. Include up to (3) meetings.

• Public Presentation: Conceptual Design Alternatives o Public Presentation: Prepare and present

PowerPoint that includes graphics (rendered plans, sections, and perspectives), project schedule, and next steps, in a PowerPoint format for public presentation. Meet with DCR (one meeting) to rehearse public meeting. The consultant shall document in meeting notes public comments received at the public meeting and, provide a summary analysis of comments received online at DCR’s project website (to be provided to the consultant). DCR will provide several template slides to be incorporated into the

PowerPoint. ** DCR Review (allow up to two weeks) **

• Meeting w/ Project Team. Include (1) meeting.

• Final Conceptual Design: Revise according to DCR direction and public comment.

Phase 2: Construction Documentation

2.1 Schematic Design (25%)

• Site Walk w/ Project Team (including Operations). Include up to (1) meeting.

• Draft Submittal: o Plan o Draft Specifications o

Estimate of Probable Costs

• Submittal (as above) prior to DCR Design Review: Revise Schematic Design plans according to DCR direction based on internal review.

• Present to DCR Design review Team. Include up to (1) meeting. ** DCR Review **

• Meet with necessary stakeholders and/or municipality to coordinate SD plans. Include up to (1) meeting.

• Meeting w/ Project Team. Include up to (1) meeting.

• Final Submittal: Revised plans that incorporate internal review comments and public comments.

2.2 Design Development (50%)

• DCR Design review. Include up to (1) meeting.

• Draft DD Submittal: o Plans & Details o Specifications o Estimate of Probable Cost

** DCR Review **

• Final Submittal: Revised plans that incorporate internal review comments.

• Meeting w/ Project Team. Include up to (1) meeting.

• Final DD Plan (as above)

2.3 Construction Plans

• Meeting w/ Project Team. Include (1) meeting.

• 75% CD Submittal: o Plans & Details: Finalize the design of the proposed work, incorporating any changes required by permitting efforts or comments by DCR.

o Specifications/ Special Provisions o

Estimate of Probable Cost

• DCR Design review. Include up to (1) meeting.

** DCR Review **

• Revise according to DCR direction.

• Stakeholder Meetings with municipal officials, stakeholder groups, and abutters as identified by DCR:

75% design presentation. Include up to (1) meeting.

• Public Presentation: 75% Design of Public Presentation: Prepare and present PowerPoint that includes graphics (rendered plans, sections, and perspectives), project schedule, and next steps, in a PowerPoint format for public presentation. Meet with DCR (one meeting) to rehearse public meeting. The consultant shall document in meeting notes public comments received at the public meeting and, provide a summary analysis of comments received online at DCR’s project website (to be provided to the consultant).

• Revise according to Public and DCR direction.

• 90% CD submittal (as above)

** DCR Review **

• Meeting w/Project Team. Include (1) meeting.

• 100% CD submittal (as above)

Phase 3: Permitting (concurrent with Design Development)

3.1 Meeting w/ Project Team: Review Permitting Strategy; identify all required permits for the proposed work.

Include up to (1) meeting.

3.2 Meetings w/ Permitting Authorities to understand planning goals and BMPs for the project site. Include up to

(1) meeting.

3.3 Draft filings: Prepare draft permit filings to local, State and Federal authorities as required for the proposed work.

3.4 Draft filings and submissions to the Massachusetts Historical Commission (MHC), including Project

Notification Form (PNF), project plans at minimum 75% design level and supporting documentation.

** DCR Review to include Green Docket Process **

3.5 Filings: Revise and submit. Customize permit plans as necessary for each filing.

3.6 Hearings: Prepare for and attend public hearings in support of permit filings. Assume up to (2) hearings for each permit.

Permitting for this project will include:

• Wetlands Protection Act – Lowell Conservation Commission

• Filings and submissions to the Massachusetts Historical Commission o Project Notification Form – MHC filing: DCR will submit the Project Notification Form to MHC accompanied by supporting documentation provided by the consultant; see 3.4 above. Permitting for this project may include:

• Chapter 91 – DEP Waterways

• Army Corp

• MEPA

• Other permits and approvals as required

Phase 4: Bidding and Award Services

4.1 Bid Package

• Advertisements

• DCR Review

• Bid Period

4.2 Pre‐bid Site Walk. Include one preparation meeting with DCR, and up to (1) site meeting.

4.3 Responses to Bidder Questions & Addenda

4.4 Bid Review (Canvass of Bids provided by DCR/ Bid Ex)

4.5 Conformed Set (Plans and Specifications) as required ** DCR Contract Award **

Phase 5: Construction Phase Services

DCR Resident Engineer shall facilitate Construction Administration.

5.1 Weekly Site Visits and Construction Meetings, including review and approvals on:

• Provide minutes and action items from each site visit and all construction meetings Pre‐ construction site walk

• Site preparation site walk, to discuss, among other items: erosion controls, tree preservation and protections, any tree removals, and general site protections) o Implementation of any Cultural Resources Avoidance and Protection Plan as necessary

• Review for approval by the Resident Engineer (including layout, subgrade, drainage infrastructure, pavement, site improvements, fine grade, plant materials delivered to the site prior to installation, plant layout)

• Plant procurement (including nursery visits and plant material tagging) Plant layout

• Substantial completion and final punch list

• Inspections, warranties, and guarantees per the Contract Documents

• Final acceptance and project close‐out

5.2 Submittal Review & Action

5.3 Payment, Claims, Construction Observation Review & Action

5.4 Close‐out documentation for all permits as required

5.4 Record as built construction drawing set and specifications

5.5 Meeting with DCR Operations staff to review and finalize Landscape Management Plan and implementation

E. Project Schedule

DCR’s goal for completion of Phases 1 through 4 is September 15, 2026. Please use the attached Project Phase and

Task Spreadsheet (or consultant software) to indicate the consultant team’s anticipated schedule for each phase and task to meet DCR’s milestones for the project. Include hours estimated per staff level and discipline per task for all team members, including subconsultants.

F. Attachments

1. Project Locus and Project Area Diagram

2. Survey Specification Template (Blank)

3. Project Phase and Task Spreadsheet (Blank)

Responses: Responses (bids/quotes) are to be submitted to DCR electronically via the “Create Quote” function contained in Commbuys system. If you are a vendor on (DCR Contract# DCR 828) and have not registered on

Commbuys, you are required to do so. Vendors should consult the vendor user guide at http://www.mass.gov/anf/docs/osd/commbuys/commbuys-vendor-registration.pdf.

Help is available from the Commbuys Help Desk at 617.720.3197.

A pre-proposal site walk will be held: 10:00-11:00am July 25, 2024

Questions are due by: 12:00pm August 1, 2024

Answers to questions will be posted on COMMBUYS by: 12:00pm August 6, 2024

Electronic RFP responses are due by: 12:00pm August 20, 2024

Hardcopy RFP’s responses are due by : 12:00pm August 21, 2024

Estimated award date: September 23, 2024

Project number: P25-3586-D1A