RFP.Essential Services Campus.AMENDMENT 1.pdf

Request for Proposals: Amendment 1 Architectural & Engineering Services, Essential Services Complex, Creamery Road, Hardwick

Overview:

Date of Issue: July 2, 2024

NEW Closing Date: Friday, August 9, 2024, 3:00 p.m.

All other details remain unchanged.

Background:

The Northeastern Vermont Development Association (NVDA), the regional planning and development corporation serving the Northeast Kingdom, is seeking design and engineering assistance on behalf of the Town of Hardwick. The Town is planning a new municipal infrastructure campus on Creamery Road that will co-locate a new Town Garage and Hardwick Fire Department. Hardwick Rescue a private, nonprofit ambulance service that responds to 911 calls in Hardwick, Wolcott, Stannard, Craftsbury, Greensboro, Wheelock, Walden, and Woodbury, also intends to lease space on the same site to build a new facility.

The Town of Hardwick has developed conceptual plans for the new Town Garage, which will replace the existing undersized facility. However, the existing conceptual designs for the Town Garage do not account for co-location with the Hardwick Fire Station or Hardwick Rescue. The existing Fire Station, located on Wolcott Street has experienced repetitive flooding. The most recent flooding occurred in July 2023, and the fire trucks had to be moved. Relocation of this critical infrastructure will help to make the community more flood resilient.

Hardwick Rescue’s plan for a new facility may include an expanded footprint, and without additional architectural investigation, it is not clear how all three functions can be effectively located on the site.

An architectural/engineering firm would therefore be needed to fully vet the co-location concept.

The proposed location on Creamery Road also currently contains a WWII-era Quonset garage, which may require an assessment by a licensed architectural historian to determine what mitigation strategies might be required.

Funding:

The NVDA has received $75,000 from the Municipal Technical Assistance Program to complete this work on behalf of the Town of Hardwick. All expenses related to this project will be paid by the State of Vermont Agency of Administration, and the selected consultant(s) will be expected to submit a W9 form, if they are not already a client of the State of Vermont. We expect all work outlined in this RFP to be complete by June 15, 2025.

Project Scope:

Architectural/engineering services include:

• Scheduling and facilitation of Owner/Committee meetings as required for project development.

• Identification of current and future space and programming needs of all three entities/functions: Hardwick Fire Department, Hardwick Town Garage, and Hardwick Rescue.

(The latter has their own architect and designer, but the consultant(s) will be expected to coordinate this information.)

• Determination of site suitability for construction, i.e. geotechnical borings, NEPA, Section 106 Review of the Quonset Garage

• Updated Town Garage conceptual plans to include co-location of Fire Station and Hardwick Rescue

• Initial Code, Regulation, and Permitting Summary including target dates and timelines for submission and approvals.

• Preliminary Civil engineering design and quantify extent of site work, parking

• Identification of major building systems, materials, and methods including Envelope, Structural, Mechanical, Electrical, Plumbing and Interiors

• 75% Schematic Documents for Owner/Committee Review

• 100% Schematic Documents with corresponding preliminary Construction Cost estimate.

• Elevations, and/or project Renderings to be used for marketing, funding, and public outreach.

A substantial damage determination of the current Hardwick Fire Department will also be required, as well as a benefit cost analysis for relocating the structure outside of flood risk areas.

Qualifications The architectural/engineering team must be familiar with federal, state, local, environmental, historic and land use regulations applicable to this project and able to complete all phases and aspects of project design, project engineering, and construction administration. The Design Team must demonstrate evidence of good standing (not on the State debarment list, and be registered on www.SAM.gov), and registered to do business in the State of Vermont.

Proposal Requirements All responses to the Request for Proposals shall include the following information:

1. Cover letter stating interest, as a summary of qualifications, recommended approaches, processes and deliverables for the project.

2. Scope of Work – Provide a detailed scope of work based on the project scope provided above, broken down by task. Describe the approach to the project and proposed methodology including:

a. detailed scope of work with associated list of tasks broken down by task and team member

b. description of the proposed deliverables.

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3. Proposed Schedule – Provide a schedule that includes completion of work tasks and deliverables including key meetings and complies with the timeframe provided above.

4. Project Budget – Provide a detailed budget broken down by task and team member. Include your overhead and hourly rates for the individuals involved.

5. Qualifications and Staffing – Provide a qualifications profile of the lead consultant and sub-consultants, including indication of the lead consultant, the role of each consultant on the team.

Also provide detailed information on each consultant, including contact information, the name of the firm, year established, including a description of relevant experience on similar projects for each firm and listing of their individual work experience in this role on similar projects

6. References – A minimum of three (3) professional references for whom a similar project has been completed within the past ten (10) years.

NVDA is an Equal Opportunity employers, lender, and provider. Women- and minority-owned businesses are strongly encouraged to apply.

All information submitted becomes property of NVDA upon submission. NVDA reserves the right to issue supplemental information or guidelines relating to the RFP, as well as make modifications to the RFP or withdraw the RFP. Once submitted, the consultant team (including specific staff assigned to the project) may not be changed without written notice to and consent of NVDA. The cost of preparing, submitting and presenting a proposal is the sole expense of the consultant. NVDA reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel the RPF in part or in its entirety if it is in the best interest of the Town of Hardwick or NVDA. This solicitation of proposals in no way obligates NVDA to award a contract.

Submission Requirements Respondents should submit one (1) .pdf of the proposal by 3:00 p.m. on August 9th to: alow@nvda.net

If you have any questions about this project or the RFP, please email them to alow@nvda.net. We will respond to all questions in two business days. Both the questions and responses will be shared with the other potential respondents.

Proposal Evaluation Respondents will be evaluated according to the following factors:

1. Consultant Qualifications (experience with similar projects, ability to work with municipalities to attain desired outcomes, and knowledge of the topic) - 40%

2. Scope of work, fees, methodology and schedule - 40%

3. Proposal quality, completeness and clarity - 20%

NVDA reserves the right to select the top two to three highly scored consultants and invite them for an interview prior to awarding the contract. In this process, the selection committee may ask the respondents to give an oral presentation of their respective proposals. The purpose of this oral mailto:alow@nvda.net presentation is to provide an in-depth analysis of certain qualifications, experience in performing similar services, and an opportunity for the consultant to clarify or elaborate on their qualifications without restating the proposal.