PSB Exterior Design RFQ.pdf

TOWN OF HOLBROOK

Request for Qualifications (“RFQ”)

Architect Design Services

In accordance with MGL Chapter 7C, Sections 44-57, it is the intention of the Town of Holbrook, (“Town” or “Awarding Authority”), to retain the services of a Designer as defined by the Commonwealth for design and construction administration services as needed for the renovations to the Town of Holbrook Public Safety Building. The designer’s fee will be negotiated separately.

I. General Information

1. Proposed improvements to be designed include:

Project: Exterior Renovation

Location: Holbrook Public Safety Building

300 South Franklin Street

Holbrook, Massachusetts 02343

2. The Awarding Authority will consider only responsive proposals from responsible designers. A responsive proposal is one that complies fully with all minimum criteria and all submission requirements as stated in the Request for

Qualifications (RFQ). The Awarding Authority reserves the right to reject any and all proposals, waive informalities and to award contract as may be in the best interest of the Awarding Authority.

3. THERE MUST BE NO MENTION OF THE APPLICANT'S FEE IN THE

QUALIFICATIONS SUBMISSION. ANY MENTION OF THE FEE WILL

SUBJECT THE PROPOSAL TO REJECTION/ DISQUALIFICATION.

4. All inquiries from perspective designers concerning this RFQ must be submitted in writing to:

Town of Holbrook

Attention: William Smith, Police Chief chief@holbrookpolice.com

5. The RFQ will be emailed upon requests submitted to chief@holbrookpolice.com or a hard copy may be viewed at the Holbrook Police Department. The RFQ will be available after 10:00 A.M. on Friday, May 22, 2020.

6. Proposals shall be addressed to the Town of Holbrook, Police Department, 300

South Franklin Street, Holbrook, MA 02343, and must be submitted in an envelope clearly marked “Town of Holbrook/PSB Design Services”. Each firm must submit five (5) copies of their proposal, one (1) original and four (4) copies. Fax or electronic submissions will not be accepted.

7. Proposals will be accepted until 4:00 PM on Friday, June 12, 2020. Late delivery of materials, whether due to any type of delivery system or other reason, shall be cause for rejection. In the event the Police Department is closed due to emergency or weather conditions on the proposal due date, proposals will be due at 4:00P.M. on the next business day during which offices are open.

8. Proposers shall examine all information and materials contained in and with this

RFQ. Failure to do so shall be at the proposer’s risk. Any response (also referred to herein as a “proposal”) that does not comply with all submission requirements and all minimum criteria will be deemed non-responsive

9. The Town shall not be liable for any costs incurred by the proposers in preparing, submitting or presenting proposals, or in satisfying and demonstrating qualifications.

10. All questions concerning this RFQ must be submitted in writing via email to

William Smith, Police Chief, at chief@holbrookpolice.com, no later than

2:00P.M. on Wednesday, June 3, 2020. Written responses will be emailed to all proposers on record as having picked up the RFQ and provided an e-mail address.

11. If any changes are made to this RFQ, an addendum will be issued. Addenda will be emailed to all proposers on record as having picked up the RFQ and provided an e-mail address. It is the sole responsibility of the applicant to verify receipt of all addenda issued. A proposer may correct, modify, or withdraw a proposal by email correspondence prior to the submission deadline (i.e., June

12, 2020 at 4:00 PM). Proposal modifications must be in writing via email, to chief@holbrookpolice.com and must contain in the Subject Line: "Modification

No.__." Each modification must be numbered in sequence, and must reference the original Request for Qualifications. Corrections, modifications, and withdrawals will be accepted via email prior to the proposal acceptance deadline.

12. All proposals submitted in response to this RFQ shall remain firm and binding for ninety (90) days following the submission deadline.

mailto:chief@holbrookpolice.com

13. Information Session: The Town has scheduled one information session/site visit, to be held at 10:00 a.m. on Friday, May 29, 2020, at 300 South Franklin

Street, Holbrook, MA.

14. T h e Town shall endeavor to award the design contract no later than June 29, 2020, have t h e construction bid package available for bid on or before August 3, 2020, authorize construction to begin on or before October 1, 2020, and otherwise adhere to the schedule set forth in Attachment D hereto. The goal for construction completion is November 13, 2020.

15. The Town reserves the rights to cancel this RFQ, in whole or in part, to reject any and all proposals, to waive informalities, and to award the contract, as the

Town determines in its discretion may be in the Town’s best interests.

16. The consideration of all proposals and subsequent selection of the successful applicants shall be made without regard to race, color, sex, age, handicap, religion, political affiliation or national origin.

17. The Town of Holbrook is an affirmative action/equal opportunity employer.

II. Summary of Contents of Proposal

1. Information contained in the proposal submission shall be incorporated into and shall become part of the contract with, and contractual obligation of, the applicant selected. All documents submitted in response to this RFQ shall become property of the Town when received.

2. The proposal shall include the Firm/Individual Name, Contact information, address, telephone number, facsimile number and e-mail address, and a summary of the firm’s/individual’s history, including length of time the firm/individual has been in business, the names and titles of firm partners and/or officers and any other related information.

3. All proposal submissions shall be clearly tabbed in order to identify the minimum and comparative criteria. Tabbing the criteria will allow the Designer

Selection Committee to effectively evaluate prospective individuals and /or firms. Proposals without the criteria tabbed will be deemed non-responsive and not considered.

4. All proposals shall include a proposed design phase schedule, including the anticipated number of submissions and the duration of each phase of design.

5. All proposals must include the Designer Selection Board Application Form, a copy of which is included in this RFQ package as Attachment E. Particular attention is drawn to Section 7 of the DSB Form, and Firms are requested to identify all Project personnel and each sub-consultant (collectively, the “Project

Personnel”) to be assigned together with a staffing grid of the proposed Project

Personnel, and the time frame for such staff availability. The Town is looking for specific project experience related to the Project tasks identified in this

RFQ. Of particular interest, the Town would like detailed information as to the

Project Personnel and work completed by each member thereof in the

Commonwealth of Massachusetts over the last five (5) years.

6. In addition, the proposal shall include the name, title/ position, role, and a current resume for each individual serving as Project Personnel, and shall indicate and describe applicable registration numbers, professional designations, licenses held, information on experience with similar projects, each person’s proposed level of involvement in the Project, the organizational structure of the staffing for this Project, the interrelationship of Project Personnel to be provided, and a listing of current and past public and private projects of a similar nature, with the names and telephone numbers of references to contact regarding such current and past projects. Photographs may be provided.

7. Project Personnel identified in the submission shall include the Project

Architect and Project Manager.

8. The proposal should describe the experience and references for the proposed

Project Personnel including similar projects that have either been successfully completed or are currently in process that are similar in type, size, dollar value and complexity to the project being considered. Project Personnel that the

Respondent identifies in its response must be contractually committed for the

Project. No substitution or replacement of Project Personnel or change in the subcontractors identified in the Response shall take place without the prior written approval of the Awarding Authority. Identify any services to be provided by sub consultants.

9. The proposal shall include a list all experiences with public contracts in the past ten (10) years that required some form of arbitration or legal action in the state or federal court systems to complete the contract work and the role the design firm played in the resolution of these disputes, if any.

10. The proposal shall identify the Respondent's current and projected workload for projects estimated to cost in excess of $500,000.

11. All firms shall identify the firms or individuals responsible for the following disciplines, at a minimum, with respect to the Project:

a. Architectural, including accessibility & LEED compliance;

b. Structural Engineering;

c. Mechanical Engineering;

d. Plumbing/ Fire Protection Engineering;

e. Electrical Engineering;

f. Civil Engineering.

12. Each Firm's proposal cover letter should include a reference to an approximate start date, design phase schedule, including the anticipated number of submissions and the duration of each phase of design and staff assignments to the Town, as well as acknowledgement of any Addenda (if issued).

13. A Project timeline should be included in the Proposal indicating how the Firm will approach the work with the Town. The Project timeline portion of the proposal should also include a statement listing any items that the Town would have to make available. The Project Personnel shall be prepared to become fully engaged in the Project immediately upon award of this contract, and should note that the following milestones are anticipated:

a. Designer’s Work To Begin: On or Before: July 2, 2020.

b. Construction Completed By: November 15, 2020

14. The Town will require the selected design firm to have a proven track record of providing projects on time and within budget, as well as relevant information the Town deems desirable.

15. All proposals shall include a non-price proposal only. No fee proposal shall be mentioned or submitted. The highest ranked firm will be required to negotiate a not-to-exceed fee agreement for all requested phases of the

Designer Services (Design Development Phase, Contract

Documentation Phase, Bidding Phase, and Construction Administration

Phase). The not-to-exceed agreement must include all expenses and costs associated with the required insurance policies, including without l imitation a Professional Liability policy.

16. The proposal may include any other information that the Designer considers relevant for the purpose of evaluating its qualifications for the Project.

III. Project Scope

The following scope of services is preliminary and shall not be construed as the complete list of tasks. The scope of services will be finalized with the selected designer and may include, but not be limited to, the following:

A. General

1. The Project will involve designing and engineering for the following work:

• Removal of existing siding system and Installation of cementitious fiber cement siding;

• Removal and Replacement of all exhaust vents on building;

• Removal and replacement of asphalt roof shingles and rubber roof areas;

• Removal and replacement of all Trim Board; and

• Removal and Replacement of gutters, downspouts and trim boards;

• Removal and Replacement of miscellaneous damaged items such as damaged windows, etc.

2. If selected, the Firm must agree to meet the proposed time span to design and complete the process for a formal bid package by August 1, 2020. The Town seeks proposals for all phases of Designer Services from Schematic Design through Construction Administration and Project Close Out.

3. The Designer shall participate in the overall Project leadership and Project coordination. The Designer will not have the authority to bind the Town regarding the contract with its Contractor. The Designer will confer on at least a weekly basis with the Town during all Project phases and will assist in developing a comprehensive schedule and to expedite communication between all parties.

4. The Designer, through observations, advice and consultation, will endeavor to protect the Awarding Authority against defects and deficiencies in the work and delays in the completion of the Project.

5. The Designer shall maintain and distribute Project minutes, and Contract

Administration logs and documents such as Submittals, RFI(s), Proposal Requests, ASI, Change Proposals, Change Orders, etc.

6. The Designer shall establish Project Protocols and Document Communications

Control Systems to expedite activities and achieve timely Project flow, including but not limited to reviews, approvals, changes, start-up, procurement, commissioning and Project close- out; and

7. The Designer must be independent from the Contractor and Subcontractors involved in the Project at all times.

8. The Designer is required to work closely with the Police Chief, Fire Chief, Communications Director and Town Administrator, and their designees, to achieve the Project goals.

9. The Designer will prepare a comprehensive set of Design and Engineering documents fully detailing the work to be performed.

10. The Designer shall comply with all applicable federal and state laws in performance of these services.

B. Pre-Design

1. The Designer shall confer with the Awarding Authority and prepare a Project

Schedule for all phases of the Project.

2. The Designer shall review all existing documentation, previous studies, etc. and become familiar with the Project history.

3. The Designer shall review established Project milestones and coordinate with the

Awarding Authority’s Project team and stakeholders to move the Project forward

Expeditiously.

4. The Designer shall identify and evaluate any alternative cost-effective solutions, work within the proposed budget and identify items that may need to be bid as alternates should the initial cost estimate exceed the proposed budget.

C. Design Development

1. The Designer shall develop the design of the preferred option selected.

2. The Designer shall provide an updated Project cost estimate.

3. The Design Development submission should include an outline specification.

D. Construction Documents

1. The Designer shall fully prepare complete Project construction documents, including plans and specifications for all disciplines.

2. The Designer shall prepare a detailed Final Cost Estimate.

3. The Designer shall prepare a Project Phasing Schedule and specific specifications for the phasing of Owner required tasks.

E. Bidding Assistance

1. The Designer shall prepare fully prepare complete bid documents for issuance and advertisement for all Project contractors and any required filed sub-bidders.

2. The Designer shall conduct a pre-bid walk thru/ briefing session with potential bidders.

3. The Designer shall prepare addenda and respond to bidders’ questions or requests for clarification.

4. The Designer shall assist with the evaluation and recommendation of a General

Bidder and any required filed sub-bidders, including by completing background checks, conferring with bidder references, and making a formal recommendation to the awarding authority as to contract award.

F. Construction Administration

1. The Designer shall attend preconstruction meeting with General Contractor.

2. The Designer shall review and comment on all product submittals and shop drawings.

3. The Designer shall create and maintain submittal, RFI and change order logs.

4. The Designer shall cooperate with all Owner paid-for testing, commissioning, reporting, etc.

5. The Designer shall assist with any applicable LEED documentation.

6. The Designer shall review requests for additional costs and make determinations and recommendations regarding same to the Awarding Authority.

7. The Designer shall review all Contractor Applications for Payment and make determinations and recommendation as to the approval or denial thereof, in whole or in part.

8. The Designer shall attend weekly/regular progress meetings with the Contractor and

Awarding Authority, document and distribute minutes of meetings, review progress of construction, notify contractor of any non-compliant and unacceptable work, and make determinations and otherwise assist with the resolution of conflicts, unforeseen conditions, etc.

11. The Designer shall prepare regular Field Reports/ Observations for the Building

Department.

12. The Designer shall coordinate and perform Punch List walk-thrus and issue Punch

Lists.

13. The Designer shall prepare and issue Certificate of Substantial Completion for the

Project and assist with obtaining Certificate of Occupancy.

G. Close-Out/ Warranty Phase

1. The Designer shall review all close out materials prepared by the contractors including, without limitation, warranties, as-builts and O&M manuals.

2. The Designer shall review final releases of lien, releases of surety, requests for reduction in retainage and/ or requests for final payment.

3. The Designer shall assist with troubleshooting and resolution of any warranty items and/ or call-backs.

4. The Designer shall issue required Final Affidavits.

IV. Evaluation and Selection Criteria

The award of this Contract is based on a Qualification Based Selection (QBS)

Process. To be considered responsive, a Firm must possess and provide evidence, within the Proposal submitted, demonstrating that it meets the following initial minimum qualifications:

1. The Town will require a Massachusetts Registration and/or License in all applicable disciplines for all Project Personnel.

2. Firms must provide evidence of a sufficient level of staffing to achieve the proposed schedule.

3. The proposals will be reviewed by a committee comprised of the Police Chief or his designee, the Fire Chief or his designee, the Communications Director or his designee, the Town Administrator or his designee, and the Building

Inspector or his designee. Each proposal will be evaluated on the basis of the

Selection Criteria listed in the RFQ. The Committee will complete a short list of finalists that may be invited for interviews.

4. Following the completion of any such interviews, or if no such interviews are conducted, after the Committee has reviewed the finalists, the Committee will make a recommendation for award.

5. The Committee’s evaluation of Responses shall include, but not be limited to, the following general criteria:

a. Prior similar experience with other similar public safety designs;

b. Municipal Building experience;

c. Past performance on public and private projects;

d. Financial stability; and

e. Identity and qualifications of the consultants who will work with the applicants on the project.

6. Respondents must demonstrate that they have significant experience, knowledge, and abilities with respect to public construction projects, particularly involving the construction of public safety municipal buildings in

Massachusetts. The Committee shall rank Responses based on the following specific criteria:

a. Management approach: Describe the Respondent's approach to providing the level and nature of services required as evidenced by proposed project staffing for the proposed project; proposed project management systems; effective information management;

and examples of problem solving approaches to resolving issues that impact time and cost.

b. Prior similar experience and past performance on similar public safety design and construction projects for municipalities in the

Commonwealth of similar scale and complexity, including with respect to (i) quality of design and service, (ii) cost estimating and budget controls, (iii) timeliness of construction completion to client’s satisfaction, (iv) construction administration, and (v) familiarity and experience of firm with public bidding, including history of previous and successful experiences with general and subbid challenges under M.G.L.c149, et seq..

c. Past performance and experience as a designer in Massachusetts with

MGL Chapter 149 and/or 149A construction projects of similar size and complexity.

d. Ability to work with owner’s representatives, contractors, subcontractors, consultants, municipal officials, state officials, and committee members on behalf of the owner in providing relevant information and facilitating decisions and actions of the various participants with the goal of advancing the progress of the Project on a timely basis.

e. Documented qualifications and educational backgrounds of all

Project Personnel, including past relevant experience in all phases of this design and construction work. Identification of the primary contact is required, and the primary contact shall not be changed during the engagement without the advance written permission of the

Town.

f. Capacity of the firm: Ability to commit the resources necessary to complete the services outlined in the RFQ, to sustain that commitment for the duration of the Project and to meet the time commitments required by the project.

g. Knowledge and experience: Knowledge of the Massachusetts State

Building Code including Stretch Code, regulations related to the

Americans with Disabilities Act, and all other pertinent codes and regulations related to successful completion of the Project.

h. Knowledge and demonstrated experience with life cycle cost analysis, cost estimating, and value engineering with actual examples of recommendations and associated benefits to Owners.

i. Knowledge of the purpose and practices of the services of Building

Commissioning Consultants.

j. Familiarity, and demonstrated experience, with sustainable design and LEED certification.

k. Financial stability of the firm: Evidenced by a current balance sheet and income statements that adequately demonstrate the Respondent’s financial stability and capacity to support the proposed contract.

7. Comparative Criteria: The Committee will evaluate proposals and assign the rank of “highly advantageous,” “advantageous,” “not advantageous,” or

“unacceptable.” Any proposal that receives an “unacceptable” rating for any of the criteria may be rejected. In addition to the material submitted within the proposal for firms deemed to have submitted responsive and responsible proposals, the Town may contact the listed references and may ask for additional information or further clarification of any responses.

V. Selection and Award

1. The Committee will rank the Responses based on the weighted evaluation criteria set forth above and may short-list up to three (3) Respondents as finalists.

2. The Town reserves the right to invite responders for an interview(s).

3. The Town will enter into fee negotiations with the top ranked firm, based on the scope of the Project, schedule and services being provided.

4. If the Town is unable to negotiate an acceptable fee with the top-ranked firm, it will then commence negotiations with the second-ranked selection and so on, until a fee is successfully negotiated and approved.

5. The Town will require the Design firm to use the Town’s Owner-Architect

Agreement.

6. Among other terms, the Owner-Architect Agreement shall provide as follows with respect to the Designer’s insurance obligations:

a. The Town shall be named as an “additional insured” with a Waiver of

Subrogation. Other Town insurance requirements for comprehensive coverage will be included in the contract for services.

b. The Designer shall obtain and maintain, at its sole expense, all insurance required by law and as may be required by the Town, including the following types and amounts, at a minimum:

i. Workers’ Compensation Insurance in accordance with

General Laws Chapter 152.

ii. Commercial General Liability Insurance and

Comprehensive Automobile Liability Insurance with a minimum limit of $1,000,000 per occurrence, $2,000,000 aggregate. The Town shall be added as an additional insured with a Waiver of Subrogation on these policies.

iii. The Designer shall maintain professional liability insurance covering errors and omissions and negligent acts of the Designer and of any person or entity for whose performance the Designer is legally liable at all times while services are being performed the agreement and for a period of six (6) years thereafter. The minimum amount of such insurance shall be a combined single limit of

$1,000,000.

ATTACHMENT A

CERTIFICATE OF

NON-COLLUSION

The Designer certifies under penalties of perjury that it has not offered, given, or agreed to give, received, accepted, or agreed to accept, any gift, contribution, or any financial incentive whatsoever to or from any person in connection with the contract. 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. Furthermore, the

Designer certifies under the penalties of perjury that throughout the duration of the contract, it will not have any financial relationship in connection with the performance of this contract with any materials manufacturer, distributor or vendor. The provisions of this section shall not apply to any stockholder of a corporation the stock of which is listed for sale to the general public with the Securities and Exchange Commission, if such stockholder holds less than ten percent of the outstanding stock entitled to vote at the annual meeting of such corporation.

Signed Date

Name of Architect/Engineer

ATTACHMENT B

CERTIFICATE OF COMPLIANCE WITH STATE TAX LAWS

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

** Signature of Individual Contractor’s Social Security Number

By: __________________________________ Date: ______________________________

Corporate Officer

(Mandatory, if applicable)

* The provision in the Attestation relating to child support applies only when the

Contractor is an individual.

** Approval of a contract or other agreement will not be granted unless the applicant signs the certification clause.

*** Your social security number will be furnished to the Massachusetts Department of

Revenue to determine whether you have met tax filing or tax payment obligations.

Providers who fail to correct their non-filing or delinquency will not have a contract or other agreement issued, renewed or extended. This request is made under the authority of M.G.L., Chapter 62C, section 49A

Name of business

Date

ATTACHMENT C

SAMPLE CERTIFICATE OF VOTE (if applicable AT CONTRACT EXECUTION)

The Town requires Firms to complete the following and attach to any

Proposals. If a corporation, complete below and attach to the Proposal a notarized copy of vote of corporation authorizing the signatory to sign the contract. If attesting clerk is same as individual executing contract, have signature notarized below.

At a duly authorized meeting of the Board of Directors of the

_____________________________ Held on

(Name of Corporation) (Date)

At which all the Directors were present or waived notice, it was VOTED That, (Name) (Officer)

Of this company be and hereby is authorized to execute contracts and bonds in the name and on behalf of said company, and affix its corporate seal thereto, and such execution of any contract or obligation in this company’s name on its behalf by such

____________________________ of the company, shall be valid

(Officer) and binding upon this company.

I hereby certify that I am the Clerk of the

That _________________________________ is the duly elected _________________ of said company, (Officer) and that the above vote has not been amended or rescinded in full force and effect as of the date of this contract.

A true copy, Attest ____________________________________

Clerk

Place of business ___________________________

Corporate Seal

SWORN TO AND SUBSCRIBED BEFORE ME THIS ___ DAY ________ OF 2020 (Insert

Notary)

ATTACHMENT D

Town of Holbrook/PSB Improvements Designer RFQ Proposed Schedule*

TASK TARGET DEADLINE

RFQ Issued Friday, May 22, 2020

Site Visit Friday, May 29, 2020

Questions Due Wednesday, June 3, 2020

Proposals Due Friday, June 12, 2020

Proposals Analyzed Monday, June 15, 2020

Highest Recommendation Chosen Monday, June 22, 2020

Contract Awarded Monday, June 29, 2020

Specs, Schematics, Pricing Delivered Thursday, July 23, 2020

Bidding for Contractor and any Filed Sub-bidders

Monday, August 3, 2020

Construction Commences Thursday, October 1, 2020

Construction Completed Friday, November 13, 2020

*Subject to adjustment in the Town’s discretion

ATTACHMENT E

DSB FORM (to be inserted)