VILLAGE OF SHARON

RFP 2021-01

VILLAGE OF SHARON FACILITIES FEASABILITY STUDY

TABLE OF CONTENTS

Section 1. BACKGROUND

Section 2. PLANNING WORK DONE TO DATE

Section 3. REQUIREMENTS

Section 4. ORGANIZATION AND REQUIRED SUBMITTALS FOR PROPOSAL Section 5. EVALUATION CRITERIA Appendix A. NON DISCRIMINATION/SEXUAL HARRASSMENT Appendix B. SCOPE OF WORK

NOTE: In this document the term "proposer" shall mean the person or firm making a proposal based on this RFP. The term "proposer" and the term "firm" are used interchangeably. Also, the term "you" or "your" shall refer to the proposer.

SECTION 1. BACKGROUND

The Village of Sharon is accepting RFP’s for a Facilities Feasibility Study to insure the Village’s next 10-20 year needs are met as well as determining the best use of each building and how they can collectively provide more effective and efficient services to residents.

The buildings are to be studied are:

Village Hall (Houses Administration and Police) Community Center (Government meeting and community meeting space) Martin Brigham Library Four buildings owned by Sharon Telephone Company to be donated to the Village for public use

SECTION 2. PLANNING TO DATE

The Village of Sharon’s last Comprehensive Plan is dated 2003-2004. Since that time, the Village Engineer surveyed the Village Hall and Community Center setting up improvements needs and projected costs. The Village’s Code Enforcement Officer cited the Village for code infractions on the Village Hall and Community Center. Sharon Telephone Company wants to donate four buildings to the Village.

SECTION 3. REQUIREMENTS

A. General

The Village reserves the right to reject any or all proposals and to select the proposal that it judges to be in the best interest of the Village.

The contract is subject to the approval of Village Trustees and is effective only upon their approval.

All proposers are bound by the deadline and location requirements of this RFP as previously stated in the Announcement.

All proposals shall remain effective subject to Village review and approval for a period of sixty (60) days from the deadline for submitting proposals.

If only one proposal is received by the Village, the Village may initiate negotiations with the firm submitting the proposal or seek additional proposals on an informal or formal basis during the sixty (60) day period that proposals must remain effective.

The proposer is encouraged to add to, modify or clarify any of the scope of work items it deems appropriate to obtain a high quality plan at the lowest possible cost. All changes should be listed and explained. However, the scope of work proposed, at minimum, must accomplish the goals and work outlined below.

B. Work Requirements (Scope of Work)

Please see attached Scope of Work.

SECTION 4. ORGANIZATION AND REQUIRED SUBMITTALS FOR PROPOSAL

A. Letter of Transmittal This letter should include:

· a statement indicating your understanding of the work to be performed;

· an affirmation of the firm's qualifications for professionally and expertly conducting the work as understood;

· the firm's contact person concerning the proposal and a telephone number where that person can be reached; and,

· a clear statement of the firm’s, and/or the principals of the firm, relationship(s) with, or knowledge of any officials or employees of the Village and the nature of this relationship or knowledge.

Note: FAILURE TO CLEARLY STATE AND FULLY DISCLOSE ANY OF THE INFORMATION REQUIRED IN THE LETTER OF TRANSMITTAL SHALL BE GROUNDS FOR THE VILLAGE TO REJECT THE FIRM'S PROPOSALS AND WILL BE GROUNDS FOR IMMEDIATE CANCELLATION OF ANY CONTRACT ENTERED INTO BETWEEN THE VILLAGE AND THE FIRM WITHOUT PAYMENT OF WORK COMPLETED.

B. Profile of Firm

This should be a brief statement indicating the firm's experience in conducting work of the nature sought by this RFP. Advertising brochures on the firm may be submitted as a part of this profile as long as the brochures specifically address the experience of the firm related to the work to be performed. Additionally, this profile should include:

· the location of the firm's office that will provide the proposed services;

· resumes of individual consultants or employees proposed to conduct the work and the specific duties of each consultant or employee relative to the proposed work;

· a brief reference list of other municipalities served by the firm should be provided with telephone numbers and names of contact persons; and,

· any other information describing the office may be included if it relates to the capabilities and expertise of the firm in doing comparable work.

C. Explanation of Work to be Performed

The proposal must include a detailed description of the procedures and methods you propose to use to complete the work requested by the Village. This is important because the methods and procedures proposed will receive primary consideration in evaluating your proposal. Examples of similar work.

D. Work Schedule

A project work schedule should be provided which includes time frames for each major work element, target dates for public meetings, and dates for completion of draft and final documents.

E. Cost

A total cost plus cost breakdown for each building. The Village reserves the right to then proceed with feasibility on all buildings or on just a portion of them.

Cost information should be provided that shows the minimum number of hours to be provided by each person assigned to the proposed work by the firm's organizational levels. The proposed hourly rate for billing shall be included for each person. The hours of work and cost shall be itemized for each major work element of the proposal. An itemized estimate of reimbursable expenses must be included. The total amount of maximum payment must be stated.

The cost shall be based on the hours of work provided and "out-of-pocket expenses" and shall not exceed the maximum cost proposed unless an amendment to the contract is negotiated and approved by the proper authority of the Village of Sharon.

SECTION 5. EVALUATION CRITERIA:

All proposals will be evaluated based on the technical and professional expertise and experience of the firm, the proposed method and the procedures for completion of the work and the cost of the proposal by the Village. The apparent ability of the firm to be independent and objective in performing the requested work will also be considered.

A. Technical Expertise and Experience

The technical expertise and experience of the firm will be determined by the following factors:

· The overall experience of the firm in conducting similar work that is to be provided to the Village of Sharon

· The expertise and professional level of the individuals proposed to conduct the work for the Village of Sharon.

· The clarity and completeness of the proposal and the apparent general understanding of the work to be performed.

B. Procedures and Methods

The methods and procedures proposed to be used to conduct the work requested as they relate to thoroughness and objectiveness will be of primary importance in evaluating proposals. This includes evaluation of the soundness of the approach relative to the techniques for collecting and analyzing data, sequence and relationships of major steps and methods for managing the work to ensure timely and orderly completion.

C. Cost

The cost will be weighed in relation to the other proposals received and shall be evaluated relative to the number of hours of professional consulting services to be received by the Village of Sharon and the overall level of expertise of the specific firm's personnel proposed to do the work for the Village of Sharon.

The Village will evaluate all proposals with possible interviews being conducted before awarding any contract.

APPENDIX A

NONDISCRIMINATION/SEXUAL HARASSMENT CLAUSE

During the term of this contract, the contractor agrees as follows:

1. In the hiring of any employee(s) for the manufacture of supplies, performance of work, or any other activity required under the contract or any subcontract, the contractor, subcontractor, or any person acting on behalf of the contractor or subcontractor shall not, by reason of gender, race, creed, or color, discriminate against any citizen of this State who is qualified and available to perform the work to which the employment relates.

2. Neither the contractor nor any subcontractor nor any person on their behalf shall in any manner discriminate against or intimidate any employee involved in the manufacture of supplies, the performance of work, or any other activity required under the contract on account of gender, race, creed, or color.

3. Contractors and subcontractors shall establish and maintain a written sexual harassment policy and shall inform their employees of the policy. The policy must contain a notice that sexual harassment will not be tolerated and employees who practice it will be disciplined.

4. Contractors shall not discriminate by reason of gender, race, creed, or color against any subcontractor or supplier who is qualified to perform the work to which the contracts relates.

5. The contractor and each subcontractor shall furnish all necessary employment documents and records to and permit access to their books, records, and accounts by the contracting agency, to ascertain compliance with provisions of this Nondiscrimination/Sexual Harassment Clause. If the contractor or any subcontractor does not possess documents or records reflecting the necessary information requested, the contractor or subcontractor shall furnish such information on reporting forms supplied by the contracting agency.

6. The contractor shall include the provisions of this Nondiscrimination/Sexual Harassment Clause in every subcontract so that such provisions will be binding upon each subcontractor.

7. The Village may cancel or terminate the contract and all money due or to become due under the contract may be forfeited for a violation of the terms and conditions of this Nondiscrimination/Sexual Harassment Clause. In addition, the agency may proceed with debarment or suspension and may place the contractor in the Contractor Responsibility File.

N’

DATE:

(NAME OF CONTRACTOR)

BY

TITLE

APPENDIX B

SCOPE OF WORK

Request for Proposals for: Village of Sharon Facilities Feasibility Study

A. Qualifications and Experience:

1. Have documented experience developing and implementing public participation techniques, such as holding public and study committee meetings, conducting key person interviews, developing citizen surveys, etc.

2. At least one member of the consulting team must have documented, prior experience conducting studies of the project type being undertaken. This person should be the project leader and assume overall project coordination responsibilities between the grantee and the consulting team.

3. Have documented experience with the planning, design, general operation, and maintenance of Village building facilities.

4. Have documented experience in developing and recommending to local government officials and non-profit organizations the policies and procedures related to providing public building facilities, as well as the management and operation of these facilities and amenities.

5. Have documented experience in setting goals, analyzing problems, generating alternative solutions, and providing recommendations and implementation strategies.

B. Public Participation/Communication: In order to determine the extent residents are currently using existing facilities and what facilities/amenities are desired, the Consultant will propose a suitable number of meetings based on their experience and size of the Village that may include, but not necessarily limited thereto to the following:

Study Committee meetings for the duration of the master planning process with the Village Board and General Operations Committee.

One (1) general public meetings to be held to inform the public of the process and solicit input regarding the facility requirements, desired.

One (1) briefing of Village Officials will be held to present the findings of the final master plan, phased implementation plan and associated cost estimates.

C. Site Information and Analysis: In order to establish a basis for the planned uses of the Village Buildings to determine the workable parameters for those uses and associated facilities, a detailed site investigation will be conducted to identify the physical lay of the land and layout of existing uses and facilities. Information collected as part of the field inventory will then be coupled with the existing mapping and background data in order to prepare a detailed existing conditions plan. The following items will be completed under this phase of the project:

Develop mapping and narrative sections that discuss the site and the following site features; location, acreage, topographic features, surrounding land uses, historic features, environmental issues, soil types, vegetation, wetlands, floodplains, riparian buffers, zoning, site access, and site limitations.

As stated above, a multi-day field evaluation of the all Village buildings will be conducted.

Existing Features Analysis – Identify and evaluate all existing structures, amenities, parking areas, accessible routes, use areas and other built features on the ground surface. This evaluation will include a review of the facilities, their use, condition, and any potential liability and/or maintenance needs observed by a brief visual assessment. The information gathered will be recorded into a field log for each existing facility. Further, information gathered as part of this analysis will be included into the existing conditions base map as appropriate.

Based on available mapping, field observations and the detailed review of the items listed above, a detailed analysis of the advantages and disadvantages of the site will be prepared. Specifically, this analysis will describe how the physical features of the site impact potential uses and the overall development of the site. The following areas will be discussed in detail as appropriate:

Advantages and/or disadvantages of the site for certain uses.

Evaluation of neighborhood compatibility for selected uses.

Other use limiting aspects of the site such as access, adjacent uses, existing uses, etc.

D. Activities and Facilities Analysis: Once the public input process has been completed, a detailed Village needs assessment will be prepared. This needs assessment will provide an encapsulation of the most desired improvements and/or facilities as identified by the Village. Once identified, this list of proposed facilities will further be analyzed to evaluate the suitability of each proposed use within the constraints of the site. This evaluation process further includes an evaluation of each proposed use regarding the following information:

Based on the list of facilities identified for development in the final master plan, detailed information regarding the size, use, participation and level of activity for each proposed use will be provided. This information will be prepared and presented as follows:

Indication of the projected participation rates to help define the facility requirements, along with the size for daily, weekly, monthly, and seasonal use.

For each facility and structure proposed, the accepted published national, state, or local standards, by name, used to determine the size, dimensions, and requirements for each activity will be listed.

In order to ensure that all aspects of the proposed uses are understood and evaluated, a detailed list of the support facilities required for each of the proposed facilities will be prepared. At a minimum, the following information will be provided:

For each proposed support facility, a short description giving the size, standards and type of support facility proposed will be provided

For parking facilities, an analysis of the required number of parking spaces based on the proposed uses and facilities and accepted parking standards will be provided.

E. Design Considerations: Based on the information collected through the various site inventories, field observations, collection of mapping data, etc, a schematic plan, that aims to synthesize all of the information gathered through the data collection process, will be prepared. The schematic plan will be used to aid in determining areas that should be preserved from future development and in turn, will guide which uses and facilities will be feasible with respect to the site and the size and location of the proposed facilities. The following issues and items will be considered and reported to the extent that they are applicable to the site:

The site’s positive points and limitations, as well as the various standards related to the proposed areas, facilities, and activities, as identified and reported on under the “Site Information and Analysis” and the “Activities and Facilities Analysis”. Any existing local standards that have been developed will be considered.

Applicable laws and regulations relating to health and safety, including state and local building regulations and zoning.

Handicap accessibility standards, as prescribed by the Americans with Disabilities Act (ADA).

Protection of environmental sensitive areas including streams, wetlands, forests and established trees, wildlife habitat, endangered or threatened species, and the maintenance or establishment of riparian buffers.

Significant historic areas and structures.

Accepted good design practices, as established by professional associations, and standards identified and reported as set forth above.

Incorporate sustainable site design and green infrastructure (stormwater best management practices, LEED standards, native landscaping, trees, etc.) into your site design. View resources at:

List and discuss alternate “Green” materials and designs that could be used to reduce environmental impact, potentially lower maintenance and operation costs, and conserve energy.

a. Evaluate the cost impact of using “Green” materials and “Green” design.

b. Evaluate the costs and benefits of low-impact design and maintenance.

c. Evaluate the life cycle cost impact of using specific alternate materials.

F. Design Process: Building on the information collected through the inventory and analysis phase of the master plan process as well as the public input process, alternative concept plans will be prepared for presentation to the Study Committee. The purpose of these plans is to creatively explore a number of potential master plan options as a way to brainstorm what will best fit the sites, the needs of the Village and residents. Each conceptual plan will show the relationships between areas, facilities, support facilities, circulation patterns, and preservation areas.

With the assistance of the Study Committee, a detailed evaluation of each conceptual plan alternative will be completed. A written evaluation of each alternative, highlighting both the positive and negative points, and summarizing the Village discussions and public participation will be prepared. This process will ultimately identify which solution, or combination of ideas from the various alternative plans, offers the best compromise. Consideration will be given not only to what facilities the Village desires, but also to site limitations, applicable laws and regulations, and accepted good design practices and standards.

Once the Study Committee has identified a preferred master plan solution, a draft master plan will be prepared for review and comment by the Committee. This will be a to-scale detailed graphic rendering suitable for presentation purposes. At the authorization of the Study Committee, the draft plan will be presented at a public meeting for final comment.

G. Design Cost Estimates and Phased Implementation Program: A detailed cost estimate, detailing each proposed facility and amenity, will be prepared. The cost estimate will include engineering and related consultant service fees, construction cost, project administration cost, and a 10 percent contingency of the construction cost estimate.

Given the anticipated scale of the master planned improvements, a phased and prioritized multi-year capital development plan will be prepared. This program will identify an orderly timeline in which each area and facility will be developed along with an estimate of associated costs.

H. Maintenance, Operating Costs, And Revenue: The purpose of this work element is to estimate an annual cost of operating and maintaining the site and associated facilities based on the development of the site. An annual budget estimate shall be calculated for each of the cost and revenue items identified below. Justification of the analysis should also be included in the narrative report.

Describe and analyze existing level of operation and maintenance personnel including paid staff and volunteers.

Maintenance and Operating Costs:

Determine whether the life cycle cost of the facility(s) can be lowered by using alternative sustainable design and construction materials and practices.

List and discuss various materials that could be used to lower long-term maintenance cost.

Administration. (e.g., insurance, office supplies, phone, internet server, public relations, rentals, training, etc.)

Personnel. (Include a list employment positions, number of employees in each position, estimated salaries or wages by position, fringe benefits, estimated overtime cost, temporary employment, etc.)

Maintenance equipment needed to maintain site and facilities.

Supplies and materials. (e.g., concession and sale items, custodial supplies, motor vehicle fuel and supplies, tools and mechanical supplies, utilities, equipment rental, etc.)

Programming costs. (Include a general description and numbers of anticipated programs, anticipated numbers of participants by program.

I. Plan Narrative Report Organization: All aspects of the planning process and the final plan (i.e., all work elements set forth in (A) through (H) above) must be presented in a narrative planning report that includes the following items and is organized as follows:

(Optional) A brief executive summary setting forth the key aspects of the planning process and the final Plan.

Summary of the public participation process

Summary of background information and data

Site Information and Analysis

Activities and Facilities Analysis

Summary discussion of important design considerations

Brief description of the alternative plans presented, summary of the public discussion on the alternative plans and a description of the final Plan proposal including rationale for the uses and facilities proposed

Presentation of itemized cost estimates, phased capital development, and narrative rationale for phasing

Maintenance, Operating Costs and Revenue

Presentation of the optional work elements

Discussion of other considerations and recommendations that the community should be aware of in proceeding to construct the improvements

J. Mapping and Plan Drawings

Base Map. As a foundation for the final Site Development Drawing (SDD), an existing conditions map of the site must be prepared in accordance with the following specifications and information.

K. Site Development Drawing(s) (SDD). A drawing (map) of the site must be prepared reflecting the final proposed long-term, full development of the site. Building on the foundation of the base map/existing conditions map add the following specifications and information to the final SDD:

a. One colored drawing must be provided to the Village

b. The scale of the SDD shall be the same as the Base Map.

c. All features, uses and structures proposed for the site must be drawn to scale and identified by name and/or description and shown in their exact proposed location. (This must include all existing features, uses and structures that are to remain on the site as part of the planned use and development of each building.)

d. All roadways, driveways, trails and walkways must be clearly identified and stating the type of proposed surfacing.

e. All uses, facilities and structures including utilities and stormwater structures proposed for the site

f. Benches (if applicable) including ADA compliance (back supports, arms, bump-out seating, etc.)

g. Boundaries of proposed riparian buffers

h. Circulation patterns (proposed access roads, service drives, parking, trails, ramps, paths and bridges) indicating ADA compliance

i. Structures and facilities that are proposed or will remain on the site

j. Notations and legends necessary to fully explain the size, type and location of any existing or proposed use, feature, or facility

k. Vegetation (proposed trees, meadows, gardens, landscaped plants)

L. Plan Narrative Report Organization

All aspects of the planning process and the final Buildings Feasibility Study must be presented in a narrative planning report that includes the following items and is organized as follows:

A brief executive summary setting forth the key aspects of the planning process and the final Plan.

Summary of the public participation process Summary of background information and data Site Information and Activities and Facilities Analysis Summary discussion of important design considerations Brief description of the alternative plans presented, summary of the public discussion on the alternative plans and a description of the final Plan proposal including rationale for the uses and facilities proposed Presentation of itemized cost estimates, phased capital development, and narrative rationale for phasing Maintenance, Operating Costs and Revenue Presentation of the optional work elements Discussion of other considerations and recommendations that the Village should be aware of in proceeding to construct the improvements

Narrative Report. This must be a written bound report that is organized and includes all of the items specified above with each section of the report clearly labeled. Electronic versions of the report that can be reproduced by the grantee may be more appropriate and cost saving and also to save a few trees.

One full-scale SDD shall be prepared and provided to the Village. The Base Map and Final SDD must be developed in digital format and a printed and electronic version must be provided to the Village.