P27-3681-D2A Project Shade Holyoke RFP 260929~1.pdf

Statement of Work – Request for Proposal

Accessibility Standards

Effective immediately, all deliverables related to goods and services contracts must meet the accessibility standards set forth with Executive Order 614 and the Americans with Disabilities Act Title II (ADA Title II). This applies to all vendors’ bid proposals and related documents submitted for consideration.

RFP Title: Project Shade - Holyoke Design and Permitting

Commbuys Bid #: BD-27-1020-DCRCU-DC250-134076

Contract #: DCR 828 Master Services Agreement

Contract Category:

Description of need Summary: This Request for Proposal (RFP) is posted by the Department of Conservation and Recreation for the procurement of a Consultant team to provide site design and engineering, permitting services and bid documents (plans, specifications and cost estimate) for shade structures (manufacturer products or design to match existing), site furnishings, accessible routes and pavements and tree planting at Holyoke Heritage State Park, 221 Appleton Street, Holyoke, MA 01040.

Commonwealth Eligible Entity Engaging a Vendor:

Eligible Entity Name: Department of Conservation and Recreation

Type of Eligible Entity: State Agency

Eligible Entity Mailing Address: 10 Park Plaza, Suite 6620, Boston, MA 02116-3978

Contact Name: Ginna Johnson

E-Mail Address: ginna.johnson@mass.gov

Telephone: 857-324-1424

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

Specifications sought:

Project Description:

The goal of Project Shade is to enhance the resilience of Massachusetts State Parks to extreme heat by strategically installing shade structures and expanding native tree canopy. We aim to protect the health and well-being of park visitors and staff, particularly vulnerable populations, through data-https://www.mass.gov/executive-orders/no-614-establishing-the-digital-accessibility-and-equity-governance-board https://www.ada.gov/resources/2024-03-08-web-rule/ https://www.ada.gov/resources/2024-03-08-web-rule/ driven and sustainable solutions that mitigate the impacts of extreme heat. Extreme heat is not only a public health threat, but also an environmental justice issue, and we want to ensure that we deliver the benefits of the project equitably, prioritizing environmental justice communities with pilot projects.

The intent of this project is for a Consultant team to prepare design proposals, assist with public outreach, obtain required permitting approvals, prepare bid-ready documents and provide bid and construction phase support services. Scope includes the procurement of a topographical survey for the areas indicated in the Limit of Work Diagram (see Appendix A).

Holyoke Heritage State Park (Holyoke) proposed program includes but is not limited to:

1. Shaded visitor seating at three locations: Consultant shall develop options for shaded seating in the existing plaza adjacent to the Visitor Center, on the existing pavilion and adjacent to the 2-5 play area at the bottom of existing stair. The shade intervention may be tables and chairs with umbrellas or a shade sail. Any structures proposed for the park should coordinate with the existing custom steel structures. Proposed improvements may require modifications to drainage structures, pavements and grading for drainage and accessibility.

2. Shaded playgrounds: Consultant shall investigate the possibility for installing shade structures adjacent to the existing 2 to 5 and 5 to 12 play areas, or incorporating shade into new play structures within the existing play areas. If the design direction determines new play structures are the best way to shade the playground(s), play equipment will be selected by DCR. The Consultant will layout equipment to fit within site constraints, complying with all regulations, including accessibility, safety zones and fall heights, etc.

3. Native canopy tree installation: Consultant shall consider opportunities for next generation tree planting throughout the park; however, the park’s existing tree canopy is dense and tree planting scope may be limited.

Some of the proposed work is in a Resource Area. See Task 1.3 below.

The Consultant team shall include either as part of the primary consultant or through sub-consultants the following professional disciplines: Civil Engineers, Structural Engineers, Landscape Architects, and Cost Estimators.

Scope of Work: The selected vendor will be responsible for the following tasks:

GENERAL REQUIREMENTS:

• DCR Project Team: The team will consist of representatives from DCR’s Operations, Resource

Stewardship, Design and Engineering and External Affairs divisions; all Team communication will be through the DCR project manager. Consultant shall coordinate with DCR project manager as required to facilitate all phases of the work, including ½-hour weekly check-in meetings.

• Project Meetings: Consultant shall prepare all materials and facilitate the project meetings, including DCR Project Team meetings, site walks, etc. Assume all project meetings other than site visits will be held remotely via Microsoft Teams. Consultant shall provide meeting summaries with action items for all meetings and shall distribute those to all members of the DCR and Consultant teams within seventy-two (72) hours of the meeting.

• DCR Review Period: After each submittal, DCR review and feedback will be provided, and revisions made by the Consultant as required. Assume a one-week period for review and approvals for each of the submitted deliverables listed in the Scope of Services.

• Project Documents: Provide all drawings in PDF and as required, GIS or AutoCAD format.

Professionals licensed in the Commonwealth of Massachusetts shall provide stamped drawings.

Provide draft and final submissions for each deliverable in AutoCAD and PDF format. Provide separate presentation format, high-resolution renderings and graphics in PDF format.

• Project Existing Conditions: The Consultant will conduct site visits as required to familiarize the Consultant team with existing conditions. DCR shall provide topographical surveys for existing conditions bases. If additional survey information needs to be procured, DCR will request a proposal for Additional Services.

• Estimates of Probable Cost: Submit cost estimates at each phase of design. The cost estimates shall be based on operations data provided by DCR, manufacturers’ information, the latest weighted unit prices found on the MassDOT web site and active public contracting found on Comm-buys.com, bidexpress.com, and other resources.

• Reimbursable expenses shall include travel for site visits and presentation materials and reproduction if necessary (DCR is moving to a paperless environment).

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

TASKS:

TASK 1: Design and Regulatory Compliance See Appendix A for a diagram of proposed improvements.

1.1 Existing Conditions Plan: Develop a base plan of existing conditions using survey information provided by DCR and on-site verification. Submit the draft plan to DCR in PDF format for review and comment.

• Accurately delineate the location, extent, and condition of site features. Incorporate appropriate information from on-site observations, prior surveys, site plans, reports, etc. (as provided by DCR or otherwise reasonably available) into the base plan as necessary to accurately characterize and reflect existing conditions at the site. Appropriately reference all source material.

• AutoCAD file shall be registered to Massachusetts State Plane NAD83 (Meters or Feet) coordinates.

• Identify all state and federal inland and coastal wetland and ecological resource areas.

• If applicable, identify the limits of the federal channel adjacent to the project area using channel coordinates published by USACE.

• Include the approximate location of property lines.

• Include a graphical conversion between appropriate vertical datums, and clearly depict the sources and methods used to determine tidal elevations (if applicable) and datum conversions.

1.2 Design and Documentation: Prepare site plans for the proposed pavilion and other site improvements at the selected locations.

• All work to comply with or exceed requirements of 521CMR.

• Identify existing utilities and all laydown and equipment areas within the limit of work.

• Include review of construction to comply with the State Building Permit (controlled construction requirements), submission of the construction-controlled documents to the Department of Public Safety and answer questions of MA State Building Inspector.

• Submittals:

o 50% Submittal – Plans, Specifications, and Cost Estimates (PSE), revisions at DCR direction.

o 100% Submittal – PSE, revisions at DCR direction.

• Public Outreach – (2) meetings, (1) before 50% Submittal and (1) Pre-Construction.

1.3 Regulatory Compliance: Consultant team is responsible for obtaining all regulatory permits and approvals for the proposed work from authorities having jurisdiction. Immediately after receiving comments from DCR regarding the 50% design submittal begin the preparation of plans suitable for filing applications for permits, licenses, and other required regulatory approvals. Customize permit plans as necessary for each filing.

• Prepare a timeline showing the anticipated filing date, the anticipated duration of the review process, and the anticipated date of determination for each approval required for the proposed work. Timeline shall incorporate the Environmental Monitor publication schedule as appropriate. Submit the timeline to DCR in PDF format and update the timeline until all permits are in hand.

• Pre-Application Meeting: Arrange, prepare for, and attend one (1) online pre-application consultation with representatives from appropriate state and federal agencies. The purpose of the meeting will be to identify agency expectations and requirements for permit filings to avoid deficiencies in the filings that could delay the permitting process. Please note, EIR may be Rollover or Single EIR; like all permitting, TBD. Prepare and submit a draft meeting summary to DCR for review and comment. Revise the summary to reflect DCR’s comments and submit a final meeting summary to DCR in PDF format.

• Prepare and submit regulatory filings to local, State and Federal authorities as required for the proposed work and:

o Provide technical support during regulatory review of submitted filings.

o Coordinate with reviewers as necessary to facilitate approval.

o Pay all mailing costs and all filing, advertising, recording, and other fees associated with the work of this task.

o Submit draft filings to DCR in PDF format for review and comment by the project team and preliminary review under DCR’s Green Docket review procedures. Submit final draft applications that are complete and in final form to DCR for signature in accordance with DCR’s Green Docket review procedures.

o Public outreach meetings for regulatory compliance will be in addition to DCR Public Outreach meetings listed above.

o Prepare, submit and obtain Certificates of Compliance for all applicable authorizations obtained for this project. Provide all required Certificates of Compliance to DCR for recording by DCR’s Legal Department.

• Filings for this project may include but are not limited to:

o MHC: Prepare a Project Notification Form (PNF) to the Massachusetts Historic Commission (MHC) in coordination with DCR’s Office of Cultural Resources. Letter to be submitted by DCR.

o NOI: Prepare and submit a Notice of Intent (NOI) or Request for Determination of Applicability (RDA) with the appropriate Conservation Commission(s) and MassDEP Regional Office. The NOI shall be complete and contain all information necessary to obtain an Order of Conditions. Prepare and publish the legal notice for the public hearing, notify abutters by certified mail, and attend online hearings in support of this filing.

• Review the progress of work and assess schedule compliance during check-in meetings.

Task 2: Bid Phase Services (Bid Ex by DCR):

• Attend pre-bid conference and pre-bid site visit.

• Assemble and answer bidder questions.

• Develop addenda if required.

Task 3: Construction Phase Services

• Attend weekly job meetings during construction.

• Review and submit shop drawings and submittals and respond to Requests for Information

(RFI) from the general contractor or sub-contractors.

• Develop and maintain a punch list.

• Assist in coordination and provide inspections required by the building permit or other regulatory agencies.

• Perform final inspection and complete project closeout requirements including As-Built

Drawings in PDF and AutoCAD format.

SCHEDULE:

Project documentation is anticipated to be complete 6 months after contract award with construction during Fiscal Year 2028. DCR acknowledges that the regulatory compliance processes are not yet determined and may extend the anticipated bid and construction schedule.

DELIVERABLES:

• Meetings:

o Check-in Meetings (via Teams, 30 minutes every other week), additional meetings if required o Site Visits as required o (2) Public Outreach Meetings (via Zoom) with rehearsals.

• Permitting submittals, meetings as required, approvals and certificates of compliance

• 50% and 100% PSE submittals

• Bid Phase Services

• Construction Phase Services

Anticipated Completion of Project: Project documentation is anticipated to be complete 6 months after contract award with construction during Fiscal Year 2028. DCR acknowledges that the regulatory compliance processes are not yet determined and may extend the anticipated bid and construction schedule.

Evaluation Criteria: Responses will be evaluated according to the following criteria:

1. Understanding of the project goals and appropriateness of the approach presented,

2. Composition and qualifications of the Consultant team,

3. Demonstrated experience and past performance of the Consultant team on similar projects,

4. Feasibility of the proposed schedule and the ability of the Consultant team to accomplish the task within the stated timeframes,

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

6. References, and

7. Cost.

Proposal Requirements:

1. Letter of Transmittal

2. Project Understanding

3. Consultant Team: Describe the organization of your project team, including subconsultants.

Identify key project personnel, including Principal-In-Charge, the Project Manager and staff, as well as key subconsultant personnel, and include a resume for each. DCR will consider the proposed personnel a commitment by the Consultant for project staffing.

4. Project Schedule and Scope of Services: Provide a spreadsheet with Project Phases and Tasks and the amount of time anticipated for each, including meetings and deliverable dates.

5. Project Cost: Using the same list of Phases and Tasks, provide a spreadsheet of level of effort associated with each, total fees, and estimated expenses.

6. Relevant Experience: Provide a brief statement and project descriptions describing 3 projects total completed by your firm and subconsultant firms.

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

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

Help is available from the Commbuys Help Desk at 617.720.3197.

Please ensure that your vendor fee schedule included with this proposal matches that which is posted by OSD for this contract. If the fee schedule exceeds that which is posted, your bid will be disqualified.

Questions are Due by: 5 pm on Wednesday, 10/14/2026

Answers to Questions will be submitted by: 12 noon on Friday, 10/16/2026

RFP Responses are due by: 12 noon on Wednesday, 10/28/2026

Project Number: P27-3681-D2A

Estimated Award Date: 12/2/2026

Prebid Meeting: N/A https://www.mass.gov/how-to/commbuys-vendor-registration?_gl=1*lk34vc*_ga*MjEzMjI2OTY1NS4xNzI3MTg2NjQ4*_ga_MCLPEGW7WM*MTczMDcyNjc2MS4yMC4wLjE3MzA3MjY3NjEuMC4wLjA.

https://www.mass.gov/how-to/commbuys-vendor-registration?_gl=1*lk34vc*_ga*MjEzMjI2OTY1NS4xNzI3MTg2NjQ4*_ga_MCLPEGW7WM*MTczMDcyNjc2MS4yMC4wLjE3MzA3MjY3NjEuMC4wLjA.

Appendix A: Limit of Work Diagram