GG Outdoor Ctr Design RFP Final.pdf

TOWN OF ADAMS

REQUEST FOR PROPOSALS

DESIGN SERVICES

GREYLOCK GLEN RESORT

OUTDOOR CENTER

RFP #17-003

Issued December 21, 2016

DESIGN SERVICES FOR

GREYLOCK GLEN RESORT OUTDOOR CENTER

ADAMS, MASSACHUSETTS

Table of Contents

I. INTRODUCTION 1

II. PROJECT BACKGROUND 2

III. PROJECT & PROGRAM DESCRIPTION 4

IV. CONSULTANT TEAM QUALIFICATIONS 6

V. SCOPE OF WORK 7

VI. PROPOSAL SUBMISSION REQUIREMENTS 11

VII. STANDARDS & EVALUATION FACTORS FOR AWARD 12

VIII. FINAL SELECTION 14

APPENDIXES

Appendix A Site Master Plan: Greylock Glen Outdoor Recreation & Environmental Education Center Summary Development Components Site Master Plan Development Area Plan Trails System Plan Outdoor Center Site Development Area Overall Master Lease Plan on Ortho

Appendix B Infrastructure Master Utility Plan Phase I Infrastructure As Built

Appendix C Permitting MEPA Certificate

Appendix D Required Forms Tax Compliance Affidavit Non-Discrimination Affidavit Non-Collusion Affidavit Standard Designer Application Form

TOWN OF ADAMS

RFP #17-003

DESIGN SERVICES FOR GREYLOCK GLEN RESORT

OUTDOOR CENTER

I. INTRODUCTION

The Town of Adams invites proposals from qualified firms/individuals to provide professional design services for the proposed Outdoor Center at Greylock Glen Resort. As a key component of the Greylock Glen Resort development, the Outdoor Center is intended as a multi-use public building consisting of the following elements: a welcome/orientation area; exhibit space; a media room; four (4) classrooms; a concession area, and restrooms. The Center will have a general public focus but may also be the location of a future MCLA field station for the college’s growing Environmental Studies program. Additionally, the building will accommodate a Nordic Ski Center to be run by a private operator. The Town is the master developer of the proposed Greylock

Glen Resort, which will be located on a portion of the 1,063 acre state-owned property, known as “Greylock

Glen,” within Adams, Massachusetts. The proposed $50 million Greylock Glen development is envisioned as a four-season recreational resort destination adjacent to DCR’s 12,500-acre Mount Greylock State Reservation.

The building site for the Outdoor Center is determined and has received initial permitting approvals under the

Massachusetts Environmental Policy Act (MEPA), the Massachusetts Wetlands Protection Act, and has received a Special Permit issued by the Adams Planning Board. Given the Town’s desire that the Outdoor Center perform as a Zero Net Energy Building, the selected Consultant Team will be adept at green building technologies and incorporating energy efficiencies into their design work.

The selected firm(s) will serve as the Town’s Consultant during an expected interactive public review process, and participate with the Town as it works to secure construction funding for the proposed facility. The Town, through its legislative delegation, was able to establish a $5 million line item in the 2014 Environmental Bond for construction of the Greylock Glen Outdoor Center. The work of the Consultant Team will be essential to the release of these funds or to secure other funding resources to complete project construction.

II. PROJECT BACKGROUND

In September 2004, the Town of Adams submitted a proposal in response to the Commonwealth’s solicitation for the development of an outdoor recreation and environmental education facility at Greylock Glen. In April

2006, the Town was selected as the designated developer of Greylock Glen and on December 11, 2006, the

Town executed a formal agreement with DCR and the Division of Capital Asset Management & Maintenance

(DCAMM), which outlined the tasks and pre-development activities of both the Town and DCR. Since 2007, the Town and DCR have been focused on design and permitting of the proposed $50 million Greylock Glen

Resort project – after completing the Master Plan for the project, all wetlands permitting, local zoning approvals, and the review process under the Massachusetts Environmental Policy Act (MEPA) was successfully concluded. From 2013-2015, the first phase of utility improvements to serve the entire resort project were installed (see below) and on October 17, 2014, the Town formally executed a 99-year Master Lease with the

Commonwealth. This provided the Town site control of the property and the ability to enter into agreements with future project partners.

The Town’s concept plan for the Greylock Glen Resort was developed in collaboration with Massachusetts

Audubon, the Appalachian Mountain Club (AMC), the Massachusetts College of Liberal Arts (MCLA), and the

Design Services for Greylock Glen Outdoor Center; RFP #17-003 2

Massachusetts Museum of Contemporary Art (MASS MoCA). The proposed $50 million Greylock Glen project is envisioned as a four-season recreation and environmental education destination (see Appendix A; Site Master

Plan). The development is intended to serve as a catalyst for the economic revitalization of Adams and surrounding communities in the northern Berkshire region. The phased project will be designed and built according to principles of sustainability, demonstrating environmentally sensitive approaches to design, construction, and management. The master plan concentrates development to a 56-acre “Development Area,”

(the area leased by the Town) with over 1,000 acres of the 1,063 acre Glen property designated as permanently protected conservation land.

The Glen Resort development consists of six major components:

Outdoor Center

Multi-Use Trails System, with a Nordic Ski Center

Campground

Lodge and Conference Center

Performing Arts Amphitheatre

Outdoor Art, Conservation Lands

Collectively, the components provide a unique and complementary set of uses that expand outdoor recreational opportunities for the public while protecting in perpetuity all but a small portion of the 1,063-acre Greylock

Glen site as conservation lands (Appendix A; Summary Development Components).

View to the Mount Greylock Summit

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Greylock Glen – General Site Description

The Greylock Glen encompasses 1,063 acres of woodlands, open fields, wetlands, and ponds nestled at the foot of the eastern slope of Mount Greylock. The site is bounded on the west by Mount Greylock and the slope of

Ragged Mountain, on the east by low ridges, to the south by an unnamed hill with an elevation of 752 feet, and to the north by a low ridge east of the former Thiel Farm. Maximum relief on the northern part of the site is

1,260 feet, with elevations of over 2,300 feet at the northwestern corner and 1,040 feet where Hoxie Brook crosses the eastern property line. Slopes in the northern portion of the site are to the east and south at moderate to steep grades. The central part of the site east of Gould Farm, is an area of little relief, with slopes grading gradually to the east and west. In the southern part of the site, relief is 720 feet, with elevations ranging from

1,920 feet on the western property line to 1,200 feet where the eastern property line crosses West Mountain

Road (see Appendix A). Slopes in the southern part of the site are to the east and north at moderate to steep grades. A mining operation, which fronts on Route 8, abuts the site to the northeast. Residential neighborhoods in Adams adjoin the site to the east along and off West Road, with some undeveloped parcels interspersed. To the south is municipally-owned watershed protection land along Bassett Brook.

The Glen is home to an outstanding variety of plant and animal species, many of which are considered rare within the state, and is a favorite destination for the naturalist. Several popular hiking trails within the Glen connect to trails on the adjacent 12,500-acre Mount Greylock State Reservation, including the nearby

Appalachian Trail which winds towards the summit of Mount Greylock and beyond. The historic Thunderbolt

Ski Trail on Mount Greylock is accessed through the Glen and attracts skiers from around the country who want to experience a challenging backcountry run, much as it would have been in the days before ski lifts and trail grooming. The Glen is also a popular destination for snow-shoeing and cross-country skiing.

Much of the Glen was cut for timber in the 1800s and extensively farmed until the 1960s. The central portion of the site, the designated “Development Area,” includes several ponds which were created as water features within the 18-hole golf course developed in the early 1970s as part of the Elco Resort development project.

Other remnants of previous development projects at the Glen include the foundation of a 350-room hotel (now known locally as the “rebar forest”), base structures for ski lift facilities, snow-making facilities, and storm drainage structures. Traces of human influence can be seen almost everywhere throughout the landscape.

View of Upper Pond

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III. PROJECT AND PROGRAM DESCRIPTION

The Town of Adams is initiating design of the proposed 11,000 +/- square feet Greylock Glen Outdoor Center.

The multi-purpose building is a major component of the proposed Greylock Glen Resort and is intended as a public building. Design and construction of the Outdoor Center and associated site improvements must fit within the approved Greylock Glen Site Master Plan (Appendix A). The project design shall maintain a commitment to the design principles expressed in the submission for project approval under the MA

Environmental Policy Act (MEPA) and capitalize on the stellar views of the Mount Greylock summit.

The Town intends to develop the final program, scope, and budget for the Outdoor Center project in conjunction with the selected Design Consultant Team, using the design concept and other supporting materials created during schematic design phase and beyond. The selected Design Consultant Team and its early work during schematic design will be integral to the Town’s fundraising efforts for project construction.

Outdoor Center General Requirements

The proposed Outdoor Center facility should be designed for year round use. It is envisioned that there will be a broad spectrum of education, exhibit, and community-related uses. The Town’s preliminary building program suggests the new structure will be approximately 11,000 square feet and perform as a Zero Net Energy Building.

The building is expected to include a welcome center, exhibit area, classrooms, a multi-media room, and concessions. The indoor welcome/orientation area will consist of a large open lounge with a large stone fireplace. It will include an information desk, small exhibit spaces, maps of the site and nearby areas, and will offer brochures of regional attractions. A four-season cafe will open out onto the lounge allowing hikers, skiers, cyclists and the general public a place to find sustenance before or after their outdoor exploration. A patio will be open for casual al fresco dining during the summer season. Classrooms and a multi-purpose room (lectures, film presentations, etc.) will provide facilities for environmental education programming.

The proposed Nordic Ski and Sport Center, to be operated by a private vendor, will occupy approximately 3,000 square feet of the building and will include a rental area, locker rooms with showers, storage, and office space.

A possible square foot allocation for the Glen Outdoor Center is outlined below:

Reception Services – Welcome Area 1500 SF

Exhibit Area 1000 SF

Classrooms (4) 1600 SF

Canteen/Cafeteria 950 SF

Multi-purpose Room (occupancy 40) 750 SF

Rest Rooms 500 SF

Leasable Concession Spaces (2) 300 SF

Field Station – Lab 500 SF

Offices (4) 600 SF

Ski/Sports Center 3000 SF

Administration 200 SF

Employee Lockers 100 SF

Total 11,000 SF

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Project Site

The development site for the Outdoor Center project consists of a parcel approximately 10 acres in size along

Gould Road, approximately 1.3 miles from the downtown core of Adams (see Appendix A; Outdoor Center

Development Site; Ortho Lease Plan). The site is in a spectacular location, with sweeping views dominated to the west by the summit of Mount Greylock, the tallest peak in Massachusetts. The site is largely flat and currently exists as an open meadow.

Proposed Parking and Landscape Design

The proposed surface parking area to serve the Outdoor Center would provide for approximately 100 vehicles.

Internally it will be connected to a larger 500-space future event parking area that will provide parking for the amphitheater as well as overflow parking for the Outdoor Center. The driveway serving the parking area will include a proposed patron drop off access point for the Outdoor Center building.

Vehicular Access

Gould Road: Gould Road is a local, Town accepted roadway serving the “Development Area” within the

Greylock Glen property. As the primary access to the proposed Glen project, Gould Road begins at its intersection with West Road where it travels in a westerly direction for approximately 1,859 feet, where it intersects with Thiel Road. From this point it continues another 3,500 feet to the Gould Farm property line

(western boundary of the Glen Site). Gould Road is a bituminous concrete, low-volume roadway without pavement markings and is comprised of a significant vertical curve as well as several smaller horizontal curves.

Thiel Road: Thiel Road begins at its intersection with Gould Road and continues in a northwesterly direction where it ends currently at an unimproved cul-de-sac, which serves as a trail access area.

West Road: West Road extends from the Cheshire/Adams municipal boundary to its intersection with Notch

Road, where it becomes Friend Street. West Road is a bituminous concrete, two-lane, two-directional roadway, with a road width ranging from 18 to 28 feet. Through rolling terrain, the posted speed limit along West Road varies from 30 to 35 mph. The adjacent land use is predominantly a mix of residential and undeveloped land south of Fisk Street, and residential land use north of Fisk Street.

Maple Street: Maple Street connects Route 8 to West Road and is the primary roadway expected to be used to travel from the town center of Adams to the Greylock Glen project. A T-intersection is formed with West Road.

The roadway divides at an island area as it approaches Route 8 in the downtown (McKinley Square). The roadway is a bituminous concrete, two-lane, two-directional roadway with pavement markings only at the approaches to the Route 8 intersection. The width of the road ranges from 22 to 24 feet, and currently there is on-street parking on the south side.

Utilities

All municipal utilities are essentially available at the Site. Existing infrastructure currently serving the Site is described below.

Electric Service: National Grid currently maintains a 23 KV line from West Road crossing the “Development

Area” of the Glen property to the Gould Farm, where it steps down to the 2.4 KV summit line. The Outdoor

Center development site is currently served by this electric service.

Water Service: The water distribution system in the Town of Adams is provided by the Adams Fire District, an independent authority. The Outdoor Center development site is served by a new 8-inch water main in Gould

Road (more detailed information on water service is provided in Appendix B – Infrastructure).

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Sanitary Sewer: Project-generated sewage will be collected by the Town’s sewer collection system and treated at the Adams Wastewater Treatment Plant, which has excess capacity. The Outdoor Center development site is served by a new municipal sewer line along Gould Road (Appendix B).

Natural Gas: A new natural gas service line is now available to the site, provided through Berkshire Gas

Company.

Permitting

All major state and local permitting requirements for development of the Greylock Glen Resort have been completed. Specific permitting information follows below:

Zoning and Land Use Regulations: All land development activity at Greylock Glen is governed by the Adams Zoning Bylaws. The Special Permit under the Planned Unit Resort Development (PURD) provisions in the Zoning Bylaws was approved by the

Adams Planning Board in July 2012. Development of the Outdoor Center will require site plan approval by the Adams Planning Board.

Massachusetts Environmental Policy Act (MEPA): In

May 2010, the Secretary of the Executive Office of Energy and Environmental Affairs issued the certificate permitting development at Greylock Glen consistent with the Town’s Master Plan (see Appendix C –

Permitting). No further permits are required under the Massachusetts Environmental Policy Act.

Massachusetts Wetlands Protection Act: In mid-December 2010, DCR filed the Abbreviated Notice of

Resource Area Delineation (ANRAD) with the Adams Conservation Commission and a final Order was issued by the Conservation Commission in December 2011. The Conservation Commission will review the site plan for the Outdoor Center when it is submitted for approval to the Adams Planning Board. No additional wetlands or environmental permitting are anticipated as long as future development of the Outdoor Center facility is limited to the established site envelope.

IV. CONSULTANT TEAM QUALIFICATIONS

The Town expects that, given the size and complexity of the proposed Outdoor Center building project and the desire for green building practices, the design project will necessitate an integrated design approach involving a team of design professionals. In addition to strong architectural and building mechanical expertise, the Town would expect the team to provide the following professional expertise: architectural design, civil engineering, landscape design with experience in low-impact development (LID) design principles, on-site renewable energy generation, Life Cycle Cost Analysis, and green building design.

The Consultant Team shall include a professional architect registered in Massachusetts and be experienced with

LEED Certification and/or the Living Building Challenge certification process and be able to demonstrate projects successfully certified under the program(s). The Consultant Team must also have specific expertise in the design and development of energy efficient structures. Given the depth of previous environmental analysis, public review, and planning and engineering for the Glen project, the selected consultant team will be adept at building on this existing work to minimize the overall time and cost of the Town’s project planning.

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V. SCOPE OF WORK

The Town’s selected Consultant Team will conduct an integrated design process for the Outdoor Center building, with particular consideration given to achieving LEED certification or Net Zero Energy certification under the Living Building Challenge. The Team will work to refine the design concept and prepare schematic design plans and a detailed cost estimate for all architectural, structural, civil, electrical, mechanical, interior design, landscape, and fire protection work. The selected Consultant Team’s work will be phased, with Phase I completing the schematic design process for the Outdoor Center building project.

Through its legislative delegation, the Town was able to secure a $5 million line item in the 2014 Environmental

Bond for construction of the Greylock Glen Outdoor Center. The work of the Consultant Team will be essential to successfully release these funds or secure other public funding resources to complete construction of the project. Once funding is in place, the Town will authorize the Consultant Team to begin Phase II of the project, to include developing full construction plans, specifications, and public bidding documents for the proposed multi-purpose building consistent with federal, state, and local regulations, and providing construction supervision services as needed. As a public building, the construction project will be required to use filed sub-bids under M.G.L. Chapter 149 and comply with the state prevailing wage laws.

PHASE I – SCHEMATIC DESIGN

1. Kick-off Meeting and Program Review Meeting

Meet with Town Community Development staff initially and later the project Steering Committee to review and affirm the vision, goals, and objectives for the project, and discuss the proposed work schedule and public review process. This schedule will include progress meetings with Community

Development staff and the Steering Committee, meetings with stakeholder groups, and presentations before the general public.

2. Assess Existing Conditions/Space Programming

Conduct soil testing, hydrogeological, or other data collection as needed to complete preparation of a preliminary site plan. Prepare the functional space program for the building, including building infrastructure/ building systems, and utilities considerations. Determine space needs by evaluating industry standards and interviewing various stakeholders and potential end users. Conduct the following planning activities, as necessary:

Context Analysis

Technical Reviews

Functional Relationship Analysis

Site Requirements Analysis

Blocking/ Stacking Studies

3. Concept Planning

Based on the approved functional space program, prepare at least three (3) concept plans, including blocking and stacking diagrams, to assist in establishing total space requirements, ideal building dimensions, number of floors, types of uses, and adjacencies. Preliminary building plans should include special functional areas, building components and features, and recommendations for materials. The building design must reflect careful consideration of operational efficiency and cost issues, as well as building maintenance and operations staffing issues.

The concept plan shall include, but not be limited to, the following information: conceptual building footprint, sketches and descriptions of proposed structural systems, siting of other improvements, general utility locations, grading, stormwater management, erosion and sediment control, general site work and grading, road improvements, parking and circulation, and design and location of trail

Design Services for Greylock Glen Outdoor Center; RFP #17-003 8 segments within the Outdoor Center parcel. The concept plan/final report shall, at a minimum, include the following:

Create a program of spaces for building interior, including basic information such as sizes, space requirements, workflows, activities, and special uses;

On-site renewable energy generation and/or LEED issues;

Dark sky lighting proposals for site;

Multi-modal parking and circulation plan that reduces motor vehicle use to, from, and within the Glen project site;

Discussion and recommendations for bike / walkway connections to proposed multi-use trails system; and

Analysis of potential visual impacts from the Mount Greylock summit;

Discussion and recommendations for the management of existing flora and fauna in light of proposed landscape changes;

Analysis of probable costs for construction of each of three (3) conceptual designs, as well as operating and maintaining the proposed facility design and the site.

4. Schematic Design

Meet with Town staff and the Steering Committee, as needed, to review and confirm the space program, uses, building square footage, required utilities, drainage, etc. to develop schematic design plans. In particular, the proposed mechanical design shall evaluate multiple alternative systems, including renewable energy systems, to determine which system or combination of systems provides the best combination of performance, energy efficiency, and performance. The major components of the Schematic Design phase include:

Schematic site plan – for the proposed Outdoor Center facility depicting building footprint, walkways, paving layouts, landscaping areas, and traffic circulation;

Location of utilities and sizes;

Building massing, elevations, fenestrations, and materials;

Floor plans, building circulation, MEP systems;

Concepts for façade, entrance, and lobby;

Critical building sections and details, furniture and equipment;

Architectural renderings – colored building renderings and site plan of the project, which depict the elevations of the proposed structure and convey the setting for the proposed facility for use in marketing materials; and

Supportive narrative descriptions that articulate the design principles, energy efficiency, and green building practices that will be established during the construction and maintenance of the

Outdoor Center building and throughout the long-term management of the site.

5. Construction Cost Estimate

Prepare a detailed statement of probable construction cost based on the approved schematic design.

6. Stakeholder and Public Meetings / Presentations

Conduct meetings on an as-needed basis with various stakeholder groups to analyze alternatives, resolve outstanding issues, and develop the Schematic Design plans for the Outdoor Center project.

7. Support Funding Efforts / Prepare Ancillary Studies and Conduct Assessments as Needed

Ensure consultant work products serve multiple project purposes – the Town anticipates utilizing elements of the Consultant Team’s work products to secure construction funding and in the marketing of the Glen project overall, as well as future solicitations to private developer/ operators.

In addition, the Consultant Team shall develop side studies and analysis during the public review process to address certain building/ site planning issues as they may arise.

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8. Other – Ancillary work of the selected consultant shall be as follows:

Progress Meetings - The consultant and the Town shall meet at mutually agreeable times and places as often as either may deem necessary during the review of the design and during project construction.

Responsiveness – The consultant shall be available on short notice to respond to specific requests and for meetings with Town officials, day or night, as required.

Subcontractors - No subcontractors shall be employed by the consultant without prior written approval of the Town, which will not be unreasonably withheld.

PHASE II – CONSTRUCTION DOCUMENT DESIGN AND ADMINISTRATION

9. Develop Final Designs and Project Cost Estimates

Work with Town staff and the Design Steering Committee to develop final design plans for the building. Prepare design development package with sufficient detail to comprehensively depict the proposed building design. Development stage documents shall include building sections, complete site and grading plans and specifications, landscape plan, complete building exterior components, casework/millwork locations, complete utility design, complete site lighting, complete foundation plan, primary structural design, major mechanical and electrical equipment and component design and equipment schedules, ceiling plans, color schedules, furniture layouts, IT layouts, presentation and approval of interior design/furniture components, and door/hardware schedule. Develop probable cost estimates for the proposed construction work based on payment of state prevailing wage rates and using filed sub-bids for all construction trades. Conduct one meeting with representatives of the Adams Board of Selectmen to present and discuss the proposed building project.

10. Develop Contract Documents

Prepare detailed specifications, bidding and contract documents for the project. The major components of the construction document phase must include the following:

• Drawings: Develop all necessary architectural, mechanical, engineering, and interior design drawings;

• Specifications: Develop a specification/project manual document to describe materials and processes to be used to complete construction of the project;

• Schedules: Develop and incorporate the proposed construction schedule, taking into account all applicable activities and range of contingencies;

• Cost Estimate: Prepare a cost estimate based on the approved contract document scheme

This project will be required to solicit filed sub-bids under M.G.L. Chapter 149. The specifications and construction plans must be adequate for the Town to solicit sealed bids from qualified construction contractors. Upon approval by the Town, the Consultant Team will prepare the bid package to include all necessary bid documents in compliance with all federal and state requirements (e.g., prevailing wage, affirmative action/equal opportunity employment, etc.).

Preparation of the bid package shall be done in close coordination with the Town’s Community

Development Department. The Town will put the construction work out to bid. The Consultant shall assist the Town with obtaining bids, prepare an analysis of bids received, and make a recommendation for awarding the contract for construction within ten (10) business days following bid opening.

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11. Provide Construction Supervision

Upon award of the construction contract, the Consultant shall furnish the Town with five (5) sets of drawings, specifications and contract documents for execution. The Consultant shall, in conjunction with the Community Development Department, participate in a Pre-Construction Conference to be held at Town Hall. Once construction begins, the Consultant shall conduct a site inspection weekly, or as often as the project may require, inspecting and monitoring the contractor’s performance and conformance with the design plans and specifications. The Consultant shall submit as needed memoranda to the Town which shall highlight each week’s activity once the project is under construction. The Consultant shall review and approve all partial Payment Requests from the contractor prior to submitting them to the Community Development Department for processing. All change orders must be approved by the Town prior to their implementation. All change orders and changes in quantities shall be highlighted with the reasons for these changes clearly noted with the billing. The Consultant shall also be responsible for submitting monthly progress reports, monthly bills, and approving the substantial and final Certificates of Completion.

12. Other: Ancillary work of the selected firm shall be as follows:

Progress Meetings - The Consultant Team members and Town staff shall meet at mutually agreeable times and places as often as either may deem necessary during the review of the design, development of bid documents, and during project construction.

Meeting with User Groups – The Consultant Team shall present the project design at a meeting with users of the proposed Outdoor Center facilities.

Subcontractors - The Consultant shall employ no subcontractors without prior written approval of the Town, which will not be unreasonably withheld.

Reports - It shall be the Consultant’s responsibility to maintain notes of all meetings which shall accurately set forth the essence of said meeting and address areas of concern and needed follow-up.

The Community Development Director, the Town Administrator, and the contractor shall receive copies of these meeting minutes and all project-related memoranda.

Responsiveness – The Consultant shall be available on short notice to respond to specific requests, and for meetings with Town officials day or night as required.

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VI. PROPOSAL SUBMISSION REQUIREMENTS

In order to be considered for selection, a complete response to this RFP must be submitted. One (1) original and four (4) copies of the proposal must be submitted to the Town Administrator’s Office, 8 Park Street, 2 nd

Floor, Adams, MA 01220 no later than 4:00 PM, Thursday, February 2, 2017.

RFP Inquiries

Prospective respondents to the RFP may address questions, preferably in writing, to the Community

Development Director, as follows:

Donna E. Cesan, AICP

Adams Community Development Department

8 Park Street

Adams, MA 01220

Email: dcesan@town.adams.ma.us

Phone: 413-743-8300 ext. 131

All questions are due no later than 5:00 PM, January 20, 2017. All questions will be answered in writing and distributed to all RFP requestors at the same time.

Proposal Content Requirements:

Each envelope must be clearly marked “RFP #17-003 – Design Services for Greylock Glen Resort Outdoor

Center” with the Respondent’s name and address. All required copies of the proposal shall be submitted within a single sealed envelope or box. All proposals shall include the following minimum information:

Professional Experience and Qualifications of Respondent – Provide a short resume of the organization, including the number of years in business, principal owners and operators, scope of services offered, and location. Provide professional experience and qualifications of the Respondent and any supporting team firms in providing the type of services in the RFP, including adequate detail and client reference information and dates of service about each such project. Provide specific professional qualifications of personnel committed to this project (including project manager), as well as an organizational chart if team firms will be used in this Project.

Statement of Work and Product – Include a narrative providing a detailed description of the Respondent’s approach to accomplishing the Scope of Work, identifying the specific tasks to be performed, deliverables, the sequence of tasks, and who will perform the work. Additional sub-tasks may be added if deemed necessary by the Respondent to adequately describe the proposed approach. Provide a clear statement of the scope of work proposed and final products. Clearly indicate any variations from the scope of work outlined in this RFP.

Schedule of Services – Provide a schedule of services and deliverables, specifically referencing the tasks in the

Scope of Work and any sub-tasks identified by the Respondent. The schedule of services should include, at a minimum, monthly progress meetings with the Community Development Department and the Advisory

Committee.

Mandatory Affidavits – Respondents must submit the Non-Collusion Affidavit (included in Appendix D) with their proposals. This is a statutory requirement and the Town will be forced to reject any proposal from which it has been inadvertently omitted. Respondents should also submit the additional affidavits in the RFP appendices and evidence that they are an Equal Opportunity Employer.

Standard Designer Application Form – Respondents must complete the Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction provided in Appendix D.

Fee Proposal – Provide in a sealed envelope, separate from the technical proposal and clearly marked “Fee

Proposal,” the proposed fee for services outlined in the scope, and a current rate schedule for all elements that will be involved in this project. Fee proposals shall separate each component under the Scope of Work, detailing the firm’s price structure to provide the services described and the estimated number of hours. The mailto:dcesan@town.adams.ma.us

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Town intends to negotiate a contract with the proposing firm whose qualifications, approach, and proposed cost instill the highest confidence level in the Selection Committee.

VII. STANDARDS and EVALUATIONS FACTORS for AWARD

In general, Respondents must be responsive to the requested information set forth in this Request for Proposals.

Prospective consultants submitting proposals deemed to be non-responsive shall be given a ranking of

Unacceptable. Specifically, Respondents will be evaluated and rated according to the following criteria:

Minimum Criteria:

Demonstration of at least three (3) years of prior experience with similar projects;

Proof of registered professional architect on staff who holds a valid Massachusetts license;

Proof of a satisfactory record of performance;

Evidence of status as an Equal Opportunity Employer;

Be otherwise qualified and eligible to receive an award under applicable laws and regulations;

Demonstration of a commitment to a proposed timetable, once established.

Comparative Criteria:

1. Qualifications of Project Personnel

The Town is interested in the qualifications of the Respondent’s project manager and key personnel to be assigned to the project, specifically their technical training, education, and experience with similar public building design projects.

Highly Advantageous – Respondents having one or more individuals from the proposed project staff who sufficiently demonstrate six (6) or more years of planning/engineering/design experience on similar public building design projects.

Advantageous – Respondents having one or more individuals from the proposed project staff who sufficiently demonstrate less than six (6) but more than three (3) years of planning/engineering/ design experience on similar public building design projects.

Not Advantageous – Respondents having one or more individuals from the proposed project staff who sufficiently demonstrate less than three (3) years of planning/engineering/design experience on public building design projects.

Unacceptable – Respondents having no individual from the proposed project staff who substantially contributed to a similar public building design project and, consequently, are unable to demonstrate any significant professional knowledge or work experience in projects of a similar nature.

2. References and Experience of the Firm

The Town is interested in the caliber of the firm’s performance as reflected by the evaluations of previous clients with respect to such factors as quality of analysis and design solutions, overall quality of work, control of costs, and meeting schedules and deadlines.

Highly Advantageous – Proposing firms who demonstrate ten (10) or more satisfactorily completed projects of a similar nature within the past five years.

Advantageous – Proposing firms who demonstrate at least six (6) but less than ten (10) satisfactorily completed projects of a similar nature within the past five years.

Not Advantageous – Proposing firms who demonstrate at least Two (2) but less than six (6) satisfactorily completed projects of a similar nature within the past five years.

Unacceptable - Proposing firms who demonstrate less than two (2) satisfactorily completed projects of a similar nature within the past five years.

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3. Responsiveness to RFP

The Town is interested in how well the Respondent understands project requirements, the Respondent’s approach to the project in meeting the specific needs of the Town, the Respondent’s level of interest, and the overall quality of the Respondent’s proposal.

Highly Advantageous – Proposals that, in their description of the Respondent’s technical approach to the project and the Respondent’s plan for managing and performing the required work, clearly address the requirements of the RFP and the specific needs of the Town of Adams.

Advantageous – Proposals that, in their description of the Respondent’s technical approach to the project and the Respondent’s plan for managing and performing the required work, meet and basically address the requirements of this RFP and the specific needs of the Town of Adams.

Not Advantageous – Proposals that, in their description of the Respondent’s technical approach to the project and the Respondent’s plan for managing and performing the required work, provide essentially

“boilerplate” actions and do little to recognize or address the requirements of the RFP and the specific needs of the Town of Adams.

Unacceptable – Proposals that lack a description of the Respondent’s technical approach to the project, or provide essentially “boilerplate” actions without recognizing or addressing the requirements of the RFP and the specific needs of the Town of Adams.

4. Past Performance and Quality Control

The Town is interested in the past performance of the Respondent with respect to its ability to both ensure quality and to demonstrate its ability to communicate the budgetary constraints to the client and to control costs if expending funds over which they have control, as well as the Respondent’s cost estimating accuracy on publicly bid projects.

Highly Advantageous – Proposal and references clearly demonstrate that the Respondent has successfully completed the design and permitting for similar development projects on time, within budget, with very limited need for amendments, field adjustments, and change orders, and that projects routinely come within six (6) percent of estimated cost.

Advantageous – Proposal and references clearly demonstrate the Respondent successfully completes similar design projects on time, within budget, and with limited need for field adjustments and change orders, and that projects routinely come within six to ten (6-10) percent of estimated cost.

Not Advantageous – Proposal and references clearly demonstrate the Respondent completes projects of a similar nature on time, within budget and with modest need for field adjustments and change orders, and that projects come in over ten (10) percent of estimated cost, without properly documented justification.

Unacceptable - Proposals and references demonstrate the Respondent has difficulty completing one or more projects of a similar nature on time, within a budget of fifteen (15) percent of estimated cost and is unable to effectively document the reason for the time and budgetary issues to the satisfaction of the Town.

5. Specific Experience in Energy Efficient and Healthy Building Design

The Town is particularly interested Respondent’s specific experience with energy efficient and healthy building design programs, including zero net energy design, LEED certification, and/or Living Building Challenge certification.

• Highly Advantageous – Proposal and references clearly demonstrate that the Respondent has extensive experience with energy efficient and healthy building design programs and has successfully completed the design and permitting for three (3) or more LEED certified or net zero energy building projects.

• Advantageous – Proposal and references clearly demonstrate that the Respondent has considerable experience with energy efficient and healthy building design programs and has successfully completed the

Design Services for Greylock Glen Outdoor Center; RFP #17-003 14 design and permitting for less than three (3) but more than one (1) LEED certified or net zero energy building projects.

• Not Advantageous – Proposal and references clearly demonstrate the Respondent has some experience with energy efficient and healthy building design programs and has completed the design and permitting for only one (1) LEED certified or net zero energy building project.

• Unacceptable - Proposals and references demonstrate the Respondent has limited to no experience with energy efficient and healthy building design programs and has not completed design and permitting for any

LEED certified or net zero energy building projects.

VIII. FINAL SELECTION

Interviews - The Town’s Designer Selection Committee will review and rank all proposals using the criteria discussed above. The Committee will then establish a short list of Respondents to be interviewed. Interview times will be established and shall not exceed one hour and will be conducted by the Committee at Town Hall.

The purpose of the interview is to allow for an evaluation of the Respondent’s creative design approach to the project and how well the Respondent matches up with the project evaluation criteria. The interview will also allow an evaluation of the personal styles of each Respondent's management and key personnel assigned to the project. The Respondent's key management representative plus key staff assigned to the project are the individuals who should be present at the interview. After all interviews, the Committee will then rank the

Respondents and start fee negotiations as described below.

Fee Negotiation - The top ranked Respondent from the interviews will be invited to discuss their fee proposal and to begin contract negotiation. The Town will consider both a fixed fee proposal which includes all items within the Scope of Work, or an estimated "not to exceed" fee detailing the hourly rate per principal, listed by name including overhead, the hourly rate by type of employee including overhead, the overhead or indirect cost charged to the project, and cost of typical reimbursable items (e.g., bid package, prints, etc.). At a minimum, the

Respondent should be prepared to provide a pricing proposal detailing the Respondent’s price structure by activities under the Scope of Work. If a reasonable fee can be successfully negotiated, an award will be made and a contract executed. If not, the second-ranked Respondent will go through the same process, etc. and until such time as an award can be made.

APPENDIXES

Due to the large file size of appended documents to this Request for Proposals, the contents of the Appendixes for the RFP #17-003: Design Services for Greylock Glen

Resort Outdoor Center can be retrieved and downloaded via Dropbox.com. Please follow link below:

https://www.dropbox.com/sh/0gu86ats1vkub0u/AAAlY7q3o366HrrSQ6nCL7NKa?dl=0 https://www.dropbox.com/sh/0gu86ats1vkub0u/AAAlY7q3o366HrrSQ6nCL7NKa?dl=0

Appendixes