Elevator consultant senior center RFP.pdf

Billerica Senior Center Elevator Modernization Consultant RFP

REQUEST FOR PROPOSALS

TOWN OF BILLERICA | FACILITIES DEPARTMENT

Billerica Senior Center Elevator Modernization Consultant 25 Concord Road, Billerica, Massachusetts 01821

INTRODUCTION

Project and requested services The Town of Billerica seeks an independent elevator consultant or qualified design team to evaluate the existing hydraulic passenger elevator at the Billerica Senior Center and prepare a complete, competitively biddable modernization package. The selected firm will also assist during bidding and construction. The Town has a preliminary contractor budget proposal of approximately $206,729 dated May 29, 2026. This estimate is provided for planning purposes only and shall not be relied upon by respondents. The selected consultant shall independently evaluate existing conditions, project requirements, and anticipated construction costs.

The Town will consider relevant experience, team qualifications, understanding of the project, work plan, schedule and fee. The Town may seek clarifications, check references and negotiate a final scope and fee, subject to its applicable procurement procedures and approvals. Any updates to this request will be issued uniformly to prospective respondents. Written responses, if any, will be in the form of addenda to this RFP and will be posted on the Town of Billerica website- www.billerica.gov

Date Issued: Wednesday, September 30, 2026

Proposals Due: Friday, October 16 at 2:00 p.m. EST. Late Submissions Will Be Rejected.

Submit To: Bob Sallese, Town of Billerica Facilities Department bsallese@billerica.gov Electronic submission by e-mail only (One PDF)

Non-Mandatory but Strongly Recommended Site Visit: Tuesday, October 6, 2026 at 10:00 a.m.

Questions Due: Friday, October 9 at 12:00 p.m. EST.

Send questions to Bob Sallese, Town of Billerica Facilities Department, bsallese@billerica.gov

This procurement is being conducted in accordance with all applicable provisions of Massachusetts law and the Town of Billerica's procurement policies. The Town reserves the right to reject any or all proposals, waive minor informalities, request additional information from respondents, negotiate the scope and fee with the selected consultant, and cancel this solicitation if determined to be in the Town's best interest.

http://www.billerica.gov/ mailto:bsallese@billerica.gov mailto:bsallese@billerica.gov

All proposals submitted in response to this RFP are subject to the Massachusetts Public Records Law, M.G.L. c. 66, except to the extent that any portion qualifies for an exemption from disclosure.

The Town encourages broad competition and may advertise this solicitation through COMMBUYS, the Town website, and other appropriate channels. Any addenda issued shall be posted through the Town's designated procurement platform(s) and shall be binding upon respondents.

Minimum Qualifications Respondents shall demonstrate the following minimum qualifications:

• A minimum of five (5) years of experience providing elevator consulting, design, specification, or modernization services for public, institutional, municipal, educational, healthcare, or similar facilities.

• Experience preparing manufacturer-neutral elevator modernization specifications and bidding documents.

• Experience providing construction administration services for elevator modernization projects.

• Identification of a Project Manager who will serve as the Town's primary point of contact throughout the project.

• Ability to provide all required professional licenses, certifications, and registrations applicable to the proposed services.

Response requirements Provide a concise proposal covering the following:

• Firm and team qualifications, licenses where applicable, and three comparable public elevator modernization projects with references.

• Proposed investigation and design approach, disciplines or subconsultants, deliverables, assumptions and exclusions.

• Schedule from notice to proceed through final bid documents, plus availability during bidding and construction.

• Fixed fee for assessment, design and bidding assistance; separately state construction administration fee, reimbursables and hourly rates for additional services.

• Disclosure of any financial or business relationship with elevator manufacturers, installers or maintenance providers that could affect independence.

• The proposer shall certify that no employee, officer, elected official, or agent of the Town of

Billerica has a financial interest in the firm or proposed contract that would violate M.G.L. c.

268A.

• Proposals shall be organized in the same order as the requirements listed in this section.

SELECTION CRITERIA

Proposals will be evaluated using the following criteria:

Weighted Category Weight Detailed Criteria

Relevant Experience & References 35% Criterion 1 Qualifications of Proposed Team 20% Criterion 5 Project Understanding & Technical Approach 25% Criteria 2 & 3

Schedule & Availability 10% Criterion 6 Fee Proposal 10% Criterion 7

Construction Administration Approach Incorporated into Technical Approach Criterion 4

Fee proposals will be evaluated on overall value to the Town and will not necessarily be awarded to the lowest-priced proposer.

The Town reserves the right to request interviews, references, clarifications, or supplemental information from one or more respondents. The Town reserves the right to conduct interviews with one or more proposers prior to selection.

CRITERION 1: EXPERIENCE WITH PUBLIC SECTOR MODERNIZATION PROJECTS

This evaluates the firm’s specific track record navigating public bidding laws and successfully executing elevator replacements in occupied public facilities.

• HIGHLY ADVANTAGEOUS: The Proposer has successfully drafted specifications and overseen construction for ten (10) or more public elevator modernization projects in Massachusetts within the past five (5) years.

• ADVANTAGEOUS: The Proposer has successfully drafted specifications and overseen construction for five (5) to nine (9) public elevator modernization projects in Massachusetts within the past five (5) years.

• NOT ADVANTAGEOUS: The Proposer has completed fewer than five (5) public elevator modernization projects within the past five (5) years.

CRITERION 2: MANUFACTURER-NEUTRAL/ NON-PROPRIETARY DESIGN APPROACH

This evaluates the consultant’s commitment to protecting the Town from vendor lock-in by designing non-proprietary systems that any qualified local contractor can bid on and maintain.

• HIGHLY ADVANTAGEOUS: The proposal provides a detailed strategy for ensuring all specified modernization components (controllers, door operators, valves) are completely non-proprietary and manufacturer-neutral, ensuring at least three (3) independent manufacturers' products can meet the specification.

• ADVANTAGEOUS: The proposal states a general commitment to writing non-proprietary specifications but lacks specific component-by-component sourcing strategies or manufacturer neutrality guarantees.

• NOT ADVANTAGEOUS: The proposal does not explicitly guarantee non-proprietary specifications, or relies heavily on proprietary engineering frameworks.

CRITERION 3: CODE COMPLIANCE & EXISTING CONDITIONS MANAGEMENT

Modernization frequently triggers strict upgrades under 524 CMR (Massachusetts Elevator Code) and ADA requirements. This evaluates the consultant's ability to handle complex field conditions.

• HIGHLY ADVANTAGEOUS: The Proposer demonstrates deep expertise in 524 CMR and ASME A17.1 codes by providing a case study of a past modernization that successfully integrated new equipment into an existing, constrained hoistway/pit without requiring cost-prohibitive structural building alterations.

• ADVANTAGEOUS: The Proposer demonstrates standard knowledge of current Massachusetts elevator codes and ADA requirements but provides generic examples of compliance management.

• NOT ADVANTAGEOUS: The proposal fails to address how code changes or structural limitations of the existing facility will be managed during design.

CRITERION 4: CONSTRUCTION ADMINISTRATION & CLOSEOUT MANAGEMENT

This evaluates how closely the consultant will protect the Town's budget and timeline during the high-risk construction phase (e.g., managing submittals, change orders, and the final state inspection process).

• HIGHLY ADVANTAGEOUS: The Proposer’s project plan includes regular site visits at critical project milestones, with a minimum of four documented construction observations and the consultant's physical attendance at the final Massachusetts Department of Public Safety (DPS) state inspection.

• ADVANTAGEOUS: The Proposer’s plan includes bi-weekly on-site inspections, a standard submittal review process, and remote support during the final state inspection.

• NOT ADVANTAGEOUS: The Proposer outlines minimal on-site construction oversight or leaves state inspection coordination entirely to the winning contractor.

CRITERION 5: QUALIFICATIONS OF PROPOSED TEAM

HIGHLY ADVANTAGEOUS: Proposed project manager and key personnel have extensive elevator modernization experience and have worked together on multiple comparable public projects.

ADVANTAGEOUS: Team members possess relevant experience with elevator modernization projects and appropriate professional credentials.

NOT ADVANTAGEOUS: Team experience is limited, roles are unclear, or key personnel lack directly relevant experience.

CRITERION 6: SCHEDULE AND AVAILABILITY

HIGHLY ADVANTAGEOUS: Proposal demonstrates the ability to begin work promptly, provides a detailed project schedule, and commits to availability throughout bidding and construction.

ADVANTAGEOUS: Proposal provides a reasonable schedule and indicates sufficient staff availability.

NOT ADVANTAGEOUS: Schedule is incomplete, overly optimistic, or staffing availability is uncertain.

CRITERION 7: FEE PROPOSAL

HIGHLY ADVANTAGEOUS: Fee proposal is complete, transparent, and represents strong overall value relative to the proposed scope and qualifications.

ADVANTAGEOUS: Fee proposal is reasonable and adequately supports the proposed scope of work.

NOT ADVANTAGEOUS: Fee proposal is unclear, incomplete, or appears disproportionate to the proposed services.

OTHER REQUIREMENTS

1. Award date. Award will be made within thirty (30) days after the response due date unless otherwise stated in the specifications or the time for award is extended by mutual consent of all parties. All responses submitted shall be valid for a minimum period of sixty (60) calendar days following the date established for acceptance.

2. Responses may be modified, corrected or withdrawn only by written correspondence received by the Town of Billerica prior to the time and date that responses are due.

Response modifications must be submitted via email to the project contact listed above with the subject line “Modification No._____” and must reference the original RFP.

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

4. The Town of Billerica reserves the right to reject any and all responses and to waive any informality in responses received whenever such rejection or waiver is in its best interest.

5. The Town of Billerica will not be responsible for any expenses incurred in preparing and submitting responses. All responses shall become the property of the Town of Billerica.

6. The response, and any subsequent contract for the services, is hereby issued in accordance with applicable Massachusetts General Laws. The selected vendor shall be expected to comply with all applicable state and federal laws in performance of service.

7. Responses received prior to the response due date will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a response not properly addressed and identified.

8. Any responses received after the advertised date and time for opening will be returned to the responder unopened.

9. Purchases by the Town of Billerica are exempt from federal, state and municipal sales and/or excise taxes.

10. The Tax Compliance Certification and the Certificate of Non-Collusion must be included with the response. The response must be signed by the authorized individual(s).

11. The Town of Billerica is an Affirmative Action/Equal Opportunity Employer. The Town encourages responses from qualified MBE/DBE/WBE firms.

ATTACHMENT A

SCOPE OF SERVICES

Scope of services

• Inspect the elevator, machine room, hoistway, pit, landings, cab, controls, electrical service and fire alarm interfaces; review available records and document existing conditions.

Particular attention shall be given to identifying code deficiencies, deferred maintenance issues, proprietary equipment concerns, accessibility requirements, and long-term serviceability considerations.

• Prepare an independent code and condition assessment, recommended replacement and reuse schedule, construction budget, project schedule and likely elevator downtime.

Identify accessibility and fire service requirements.

• Develop manufacturer-neutral drawings and specifications for hydraulic equipment, controller, door equipment, fixtures, wiring, emergency lowering, finishes and related work, as indicated by the assessment. Address future serviceability and access to diagnostic tools.

• Define all associated electrical, fire alarm, HVAC and building work, including work omitted from the preliminary contractor proposal; assign each element clearly in the construction documents.

• Prepare bid-ready technical documents, quantities or alternates as appropriate, and an independent cost estimate. Coordinate bid forms, trade packaging and procurement requirements with Town Procurement and counsel.

• Attend one pre-bid site visit, answer technical questions through Town-issued addenda and review bids for technical conformance. Do not communicate bid changes directly to individual bidders.

• During construction, review submittals, observe progress at agreed milestones, evaluate proposed changes, prepare a punch list and assist with testing, inspection, acceptance and closeout.

• The consultant shall attend the final acceptance testing and all required state elevator inspections.

Project coordination The Town expects the facility to remain in operation where feasible. The consultant shall identify disruption to senior center programs and accessible circulation, any temporary measures required during elevator outage, permitting responsibilities and a realistic procurement and construction schedule. The consultant shall evaluate options for minimizing disruption to senior center operations and accessible circulation throughout the project. Recommendations should include temporary accommodations, operational adjustments, or phased construction approaches where feasible. Deliver editable source files and PDF bid documents to the Town.

Bidding and Construction Administration Services

The consultant shall include in its proposal:

• Attendance at one pre-bid conference and site visit.

• Review of bidder questions and preparation of technical responses.

• Technical review of bids received.

• Review of shop drawings and submittals.

• Attendance at project testing, inspection, and final acceptance activities.

• Allowance for up to four (4) construction site visits, with any additional visits billed as an approved additional service.

Required Deliverables

At a minimum, the consultant shall provide:

• Existing Conditions Assessment Report.

• Code Compliance Assessment.

• Recommended Modernization and Equipment Replacement Report.

• Independent Construction Cost Estimate.

• Project Schedule and Elevator Downtime Assessment.

• Bid Drawings and Technical Specifications.

• Final Advertisement and Bidding Documents.

• Responses to bidding-phase technical questions.

• Construction observation reports and punch list documentation.

• Final acceptance and project closeout memorandum.

All deliverables shall be submitted in both PDF and editable electronic formats. Deliverables shall be subject to review and acceptance by the Town prior to authorization to proceed to the next phase of work.

Ownership of Work Product

All reports, drawings, specifications, studies, calculations, estimates, electronic files, and other materials prepared under this contract shall become the property of the Town of Billerica upon payment for services rendered. The Town shall retain unrestricted use of all project documents for municipal purposes.

Attachment B

PRICE PROPOSAL FORM

The undersigned hereby submits this proposal to perform the services outlined in the Request for Proposals for the Billerica Senior Center Elevator Modernization Consultant project.

Bidder SIGNATURE: ____________________________________________________________

(Print Name): _________________________________________________________________

Address: _____________________________________________________________________

The BIDDER hereby pledges to deliver the complete scope of services required, for the rates and charges shown below:

Proposed Cost

Item Fee

Assessment & Existing Conditions Report $_____

Design & Bid Documents $_____

Bidding Assistance $_____

Construction Administration $_____ Total Lump Sum Fee $_____

Additional Services

Position Hourly Rate Principal $_____ Project Manager $_____

Engineer/Consultant $_____ Administrative $_____

Reimbursables

Expense Included / Not Included

Printing

Travel

Postage

Other

TOTAL LUMP SUM PROPOSAL AMOUNT: $__________

Attachment C

PROPOSAL SIGNATURE FORM

The undersigned, hereafter called the Proposer, having fully familiarized him/herself with all the Request for Proposal documents, hereby agrees and declares:

1. That prices inserted in the Price Proposal cover all necessary expenses to fulfill the conditions of the contract within the time stated.

2. Pursuant to M. G. L. c. 62C, § 49A, the Proposer hereby certifies that the Proposer has filed all state tax returns and paid all state taxes required under law.

3. The undersigned certifies under penalties of perjury that this response 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.

4. The Proposer certifies that neither the firm, nor any principal, officer, partner, member, director, or employee having substantial responsibility for this proposal, has been debarred, suspended, declared ineligible, or otherwise prohibited from contracting with any federal, state, or local governmental entity.

The following items are to be completed by the Bidder, if applicable:

Our Company is:

A Corporation ____ A Partnership ____ Individually Owned ____

Individual/Company Name: _________________________________________________

Social Security or Federal Identification Number: ________________________________

Signature of Individual or Authorized Official: ___________________________________

Address: _________________________________________________________________

Telephone Number: ________________________________________________________

E-mail: ___________________________________________________________________

Attachment D

REQUIRED CERTIFICATIONS

Non-Collusion Certification

The undersigned certifies under the 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.

Signature of Individual Signing Bid or Proposal: ___________________________________

Name of Business: ___________________________________________________________

Date: ______________________________________________________________________

Tax Compliance Certification

Pursuant to M.G.L. Chapter 62C, Section 49A, I certify under penalties of perjury that I, to my best knowledge and belief, have complied with all laws of the Commonwealth of Massachusetts relating to taxes.

Social Security or Federal Identification Number: __________________________________

Signature of individual signing bid or proposal: ____________________________________

Date: ______________________________________________________________________

Attachment E

CERTIFICATE OF CORPORATE AUTHORITY

Date: __________

I, _______, Clerk-Secretary of the corporation named in the foregoing Proposal, certify that ___________ who signed the said Proposal on behalf of said corporation, was then the ______________ of said corporation; that I know their (Title) signature; and that his signature thereto is genuine and that said Proposal was duly executed on

________ , 2026.

(Clerk-Secretary)

Date of Incorporation: ________________________________

(Corporate Seal)

ADDITIONAL INFORMATION

Explicit Rejection Language Any proposal that fails to include all required information, certifications, or qualifications will be rejected as unresponsive and will not be reviewed by the Selection Committee.

Insurance Requirements The successful proposer must provide evidence of the following insurance coverage, with the Town named as Additional Insured (except for Workers’ Compensation):

• General Liability: $1,000,000

• Automobile Liability: $1,000,000

• Workers' Compensation Insurance as required by Massachusetts law

• Professional Liability (E&O): $1,000,000

• Umbrella Liability: $1,000,000

Certificates of insurance must be provided upon contract execution. The Town reserves the right to require higher limits if deemed necessary.

Contract Terms The anticipated contract term shall commence upon execution and continue through project closeout, estimated to be approximately six (6) to twelve (12) months. Work shall not commence until a contract is executed and a Notice to Proceed has been issued by the Town.

Payment A payment schedule for services shall be negotiated with the successful proposer in coordination with the Facilities Department and Town Accountant.