2021-1.A Page 1 of 11 Revised 01/17/2023

AGENCY SOLICITATION SPECIFICATIONS

RFP – REQUEST FOR PROPOSAL

HEADER

TITLE: ARCHITECTURAL & ENGINEERING SERVICES FOR SHEPARD BUILDING ROOF AND

AHU EQUIPMENT REPLACEMENT

DESCRIPTION:

The State of Rhode Island Department of Administration, Division of Capital Asset Management and Maintenance is seeking quotes from qualified architectural firms and their consultants to provide predesign through construction administration services related to roof assembly replacement, roof mounted ductwork replacement, and roof mounted AHU replacement at the Shepard Building, Providence, RI.

Per the State of Rhode Island terms of Department of Administration, Division of Purchases, the selected firm will be responsible for providing architectural and engineering services to document and assess the existing conditions and create construction documents for replacement of approximately 50,000 square feet of roof assembly, all roof mounted ductwork, and seven (7) roof mounted air handling units. The A|E shall also be responsible to engage and coordinate with State facility managers and regulatory agencies.

Vendors should note that the timely completion of this project is of paramount importance to the State. The project must comply with all applicable federal, state, and local codes, regulations, and standards. In addition to a project fee, vendors are requested to provide a milestone schedule for consideration by the Division of Capital Asset Management and Maintenance prior to project award. Though price may ultimately be the determining factor in selecting the awarded vendor, DCAMM reserves the right to reject any proposal containing a schedule that is deemed excessive by comparison to those of other vendors.

SECTION A. BACKGROUND

The Shepard Building has two (2) primary roof areas that are approaching the end of the assembly’s useful life and are beyond their warranty period. The sixth-floor roof is approximately 27,500 square feet in area and includes multiple raised roof-supported ductwork runs. It also has a mechanical penthouse and stairwell enclosure. The fifth-floor roof is approximately 21,000 square feet in area and has seven (7) air handling units. The air handler units are at the end of their useful life and need to be replaced. The awarded A|E will be responsible to assess the existing conditions, make recommendations to the State for equipment replacement, including but not limited to systems improvements, repair and replacement of associated conditions/systems, controls upgrades, and create construction documents for bidding and construction. Professional trades may include

2021-1.A Page 2 of 11 Revised architectural, environmental hazmat engineering, structural, mechanical, electrical and plumbing engineering as related to the roof assembly replacement, raised ductwork replacement, and AHU replacement. A|E shall be responsible to assess and design all associated systems in-line or below.

For example, the associated AHU piping may need to be replaced and rerouted to conform to the new equipment configuration and/or the existing electrical disruption may need to be upgraded.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Part 1.1: Overall:

The awarded A|E shall be responsible to create and provide all applicable architectural and engineering construction documents (drawings, specifications, construction bid form) for the complete scope of work involved in the replacement of +/- 50,000 square feet of roof assembly, seven (7) AHUs and all roof supported ductwork. A|E shall be responsible to initiate, complete and submit all applications, construction documents and specifications required for Building Code Commission, State AGENCY Project Plan Review through the State of Rhode Island Online Permitting System. A|E shall be responsible for all construction documents and engineering for complete construction documents suitable for construction bids.

A|E shall be responsible for environmental hazmat sampling, testing, destructive testing and creation of asbestos abatement plan. A|E shall be responsible to patch and repair all sampling areas. Number of samples shall be adequate for a comprehensive environmental assessment. A|E shall create and submit asbestos abatement plan to RI DOH for review and approval prior to construction bid process as the abatement plan shall be included within the bid documents.

Roof assembly design shall include demolition down to the existing deck. New roof assembly shall be based upon an FM Global Roof Nav number. Structural engineering design shall be included for all new AHU requirements and any modifications required to roof penetrations/openings and supports including ductwork and AHUs. Design shall include all mechanical controls, BMS graphics updates and modifications required for seamless integration of the new equipment to the existing to remain BMS, Honeywell Tridium Niagara. New design shall include five (5) years parts and labor upgrade for both machines.

Part 1.2: Existing Conditions / Predesign Phase:

• Schedule a kick-off meeting with all stakeholders within 2 weeks of change order acceptance.

o Prepare an agenda, PowerPoint slides, and meeting materials.

o Working with the DCAMM Project Manager and project stakeholders, review and confirm the project vision and objectives. Provide a summary of the project intent and goals and solicit feedback from stakeholders.

o Provide Meeting minutes and distribute to those included in the distribution list.

• Key State Agencies / Stakeholders participating in this design effort shall include: (but are not limited to):

a. Department of Administration (DOA)

b. Division of Capital Asset Management (DCAMM)

c. Historical Preservation and Heritage Commission (HPHC)

d. Office of the State Fire Marshal and Building Code Commission

e. Department of Environmental Management (DEM)

f. Department of Health (DOH)

g. Other Stakeholders or Authorities Having Jurisdiction (AHJ’s)

• Discovery: research existing construction drawings/documents, plans, etc. The awarded

A|E will be given access to any information/drawings the State may have in its archives.

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There are physical blueprint drawings of original building design held at the building manager office and limited scans.

• Survey Existing Conditions: awarded A|E shall be responsible to survey any and all existing conditions, documents, and create all building drawings from scratch as required for complete construction documents. Conduct on-site inspections, field observations and measurements to document all areas required for a complete design for construction bid.

• Survey and document all existing roof edge, cornice, parapet, and transition conditions as they many have historical context/conditions that require special attention.

• A|E shall be responsible for project introduction and all communication with the RI Historical Preservation & Heritage Commission (HPHC).

• Survey and document all systems related to equipment replacement and general improvements to the scope, and associated systems/components.

• Structural engineer to survey and document existing building structure below/at the dunnage, penetrations, openings, and existing equipment curbs. Determine existing building structure at equipment location needs any improvements.

• Survey and document all mechanical, electrical and plumbing systems related to the equipment replacement.

• Perform code research to determine compliance requirements, including but not limited to;

o any/all green building act requirements, o energy code requirements.

o Building codes; wind speed requirements per location, category, building importance, etc.

• Provide roof assembly life cycle and material comparison documentation, see deliverables.

Deliverables:

• Provide detailed Roof System Analysis report comparing different roof system assemblies with system/material pros/cons, life cycle analysis, general cost comparison, and available warranties.

o Report (+green building act compliance) will be utilized to determine the final roof system design and as recommended by the awarded A|E.

o Systems to compare shall include; EPDM (with integral coating), PVC, TPO, Modified Bitumen.

o Include warranty comparisons.

• Provide third party construction cost estimate of each roof assembly and initial AHU selection for budget reconciliation.

• Provide green building act compliance checklist and matrix.

• Provide summary report of findings noting any major concerns. Report shall comment on all related systems and components; structural, architectural, mechanical, electrical, and plumbing.

• Provide initial environmental hazmat sampling findings.

• Provide updated project schedule.

• Document all HPHC requirements.

• Assume minimum four (4) meetings for this phase; project kick-off, three (3) with DCAMM.

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• Roof system comparison report shall be presented to the Owner prior to final system selection and moving forward with SD/DD phase.

• Record all meeting minutes.

2.1: Schematic Design / Design Development Phase:

• Based on approved roof assembly selection in PD phase, A|E shall create SD documents.

• Roof assembly design shall be based on an FM Global Roof NAV number;

o FM is not the States’ insurer; however, the State prefers to utilize FM standards/system ratings

• Include any special FM blocking fastening, installation guidelines/requirements

• Utilize FM approved edge metals, flashings, facias, etc, per the code findings.

• Creation and development of project documents (drawings and project manual).

o Develop Division 01 project manual sections and table of contents. Develop modified Division 00 section.

o A|E will be responsible for creation of project manual’s general requirements.

o Provide outline specifications.

• Provide detailed scope of work narrative for each major trade with A|E recommendations.

• Provide schematic design / design development drawings for each major trade.

• Continue to coordinate with structural engineer.

• Assess building phasing strategies and potential construction impacts.

• Present design drawings and concepts to the Owner for review and selection of the preferred approach.

• Implement owner requested modifications.

• A|E shall be responsible to coordinate design with RI HPHC.

• Design drawings (plans, elevations, and details) with developed keynotes.

• Outline specifications with table of contents and all project sections; Draft of Division 01, general requirements, alternates and unit costs.

• Updated project schedule.

• Provide SD and DD drawing sets for owner review.

o Provide DD page turn meeting

• Submit drawings and outline specifications to RI HPHC for review and comment. HPHC comments shall be incorporated into the set.

• Provide updated third-party construction cost estimate (50% estimate). Include up to two

(2) rounds of revisions.

• Assume minimum six (6) meetings for this phase.

• Owner review and approval before proceeding to construction documents.

3.1: Construction Documentation Phase:

This phase produces detailed construction drawings and a project manual suitable for bidding, permitting, and construction. Final deliverables shall be considered 100% complete.

• Develop and complete full set of construction drawings.

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• Finalize project manual technical specifications in CSI 3-part format. A|E shall be responsible for creating, developing, and finalizing both Division 00 and Division 01.

• Develop detail list/description of allowances, alternates, and unit costs.

• Assume minimum five (5) meetings for this phase.

• Present construction documents to the Owner and provide final page turn meeting.

Incorporate any final modifications.

• Owner review and approval before proceeding to construction administration.

• Signed / stamped construction drawings (plans, elevations, details); Issued for Construction. Exact final drawing naming/issuance will be determined with awarded A|E.

• Final project manual specifications.

• State of Rhode Island 128 form design certification(s).

• Updated project schedule.

• Fully executed ACM abatement plan.

• Owner review and approval before proceeding to bidding and construction administration.

• Structural List of Special Inspections and Tests

4.1: Bidding and Procurement:

• Lead and coordinate project design review process application and regulatory compliance.

• Fill out and submit project plan review application and signed / stamped construction documents to Building Code Commission, State AGENCY Project Plan Review through the State of Rhode Island Online Permitting System.

• Prepare all meeting minutes and distribute throughout this phase (minutes must be returned promptly for comments and final distribution).

• Assist the State with developing construction request for quote (RFQ).

• Assist with preparation of the bid package, including instructions to bidders and general conditions.

• Create bid form.

• Attend pre-bid meeting(s) and walk through as may be required.

• A|E shall be responsible for all bidding Addenda including providing project clarifications and answering bidder questions.

• Attend and actively participate in pre-bid walk through.

• Review and comment on any contractor preliminary construction schedules.

• Assist the State with evaluating, negotiating, and preparing Contracts for construction.

• Assist the State in descope meeting of recommended Contractor.

• Construction bid addenda.

• Construction RFQ.

• Bid Form.

4.2: Construction Administration Phase:

The awarded A|E will oversee pre-construction and construction activities to ensure compliance with the approved design and project specifications.

• Review and respond to submittals.

• Review and respond to contractor RFI’s.

• Provide construction Sketches, WCPR’s, ASI’s and CCD’s.

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• Attend weekly site visits for the duration of construction and provide field reports.

• Provide field presence no less than 2 days a week for duration of construction

• Chair weekly OAC progress meetings, pre-installation meetings, presentation meetings, and all other meetings as required.

• Record and maintain Meeting Minutes for all meetings. Distribute minutes and recordings to those included in the distribution list within 2 business days of the meeting.

• Attend subcontractor kick-off meetings for each CSI division.

• Attend site visits for mock-ups and observe select installations. Provide for engineering or sub-consultant participation.

• Provide monthly field reports at a minimum, or more frequently as may be required to document project process.

• Ensure the completion of all testing and inspection required for the project. Track testing and inspections, the results of the tests, and compliance to the design specifications. Notify owner, owners program manager, and contractor of any non-compliant test results.

• Review and approve contractor Pencil and final Applications for Payment.

• Maintain Submittal Log and track all submittals, resubmittals, and approvals.

• Maintain Change Order Log and review, comment, and prepare contractor Change Orders.

• Maintain Log for Allowance usage and track expenditures and balance remaining.

• Prepare punch-lists and monitor punch list progress. Allow for site visits as necessary until all punch list items achieve satisfactory completion.

• Interact with all levels of Building Code Commission and Office of the State Fire Marshal Officials as necessary.

• Prepare timely submission of progress reports pursuant to Section 128 Project Certification

Form for each required design discipline.

• Prepare any compliance documentation required by Authorities Having Jurisdiction.

• Ensure construction does not interfere with current building operations.

• Conduct pre-construction meetings with the contractor.

• Attend, lead and record regular owner/architect/contractor (OAC) meetings / construction progress meetings.

• Review and approve contractor submittals.

• Perform periodic site visits to monitor progress and adherence to specifications.

• Provide monthly field reports.

• Respond to RFIs and issue necessary clarifications.

• Conduct final inspections and review contractor punch lists for correction of deficiencies.

• Review and certify contractor pay applications for accuracy and compliance.

• Coordinate Substantial and Final completion requires.

• Review and approve close-out documentation, including as-built drawings and maintenance guidelines.

• Provide project completion sign-off letters.

• Assume 24 bi-weekly meetings for a duration of one (1) year.

SECTION C: ADDITIONAL REQUIREMENTS

1. Comply with all required Federal, State and Local regulations. It is critical that the design agent retains any consultants necessary that are well versed in codes and standards applicable to the successful design of this project. Authorities Having Jurisdiction and related Standards include (but are not limited to):

o RI State Building Code Compliance Including Fire Code, Green Buildings, Green Building Act, Energy Code, Stretch Code, etc

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2. Design agent shall include all engineering consults as required for construction documents suitable for contractor bidding, including but not limited to, structural, mechanical, electrical, plumbing, commissioning, environmental hazmat, etc.

3. Design agent shall include a third-party consultant for Commissioning Services.

4. Design agent shall include a third-party consultant for Cost Estimating Services. Cost estimator shall not be a member of the awarded architectural firm staff.

5. Design agent shall lead and coordinate all correspondence and historical requirements with RI Historical Preservation & Heritage Commission.

6. Include consultant for third-party Testing and Inspection and Special Inspections: Procure and contract services for third-party testing and inspections, including special inspections, as required by the contract documents. Assure all tests and inspections are fully coordinated, completed, documented, and tracked using a log or online tracking platform.

Identify tests or inspections that fail to meet the project standard and ensure that corrections of the substandard work are corrected immediately. Track and monitor re-testing as may be necessary to achieve a passing result. This item shall be paid for through an allowance, see bid sheet for details.

8. Design agent shall be responsible for the State of Rhode Island State AGENCY Project Plan

Review process for State of Rhode Island Building Code Commission (BCC) and State Fire Marshal Office (SFM) review through Opengov portal. Design agent shall be responsible for the application process, respond to all comments, and incorporate them into final construction documents. Design agent shall submit executed 128-forms and signed/stamped drawings as required for the application process.

9. Design agent shall coordinate with utility companies’ rebate and incentive programs and assist in procurement of such programs.

10. Design agent shall record and maintain Meeting Minutes for all required meetings through design and construction. Provide and record all project meeting minutes (design, OAC, pre-installation, special circumstances, etc.)

11. The design team shall be required to provide access to all project data through a quality on-line web-based library system that provides team collaboration, document exchange centers and overall project share points for project information. This shall be carried out in a secure environment, protecting each user with username and password. There shall be no limits on the number of licenses to this system as the intent is to provide team collaboration, document exchange, coordination, and data accessibility to all stakeholders. The DCAMM project manager shall have administrative access to the document management software platform. This system shall be managed by the Design Agent to store current versions of all project related correspondence and files including (but not limited to):

Document Library Drawing Library Project Calendars / Schedules Project Contacts Meeting Minutes Submittals, RFI’s, ASI’s Testing and Inspections Change order requests Proposed change orders Project Reporting

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Within the specifications for construction, identify the system to be used by the contractor to ensure continuous documentation. When construction commences, the contractor will be responsible for uploading construction related documentation to the cloud. The design agent shall oversee the contractor and manage the use of this system to ensure compliance and completeness of documentation. Organize, manage, compile, and maintain all project communication, files, and documentation for all project phases throughout the duration of the project to Final Completion / Occupancy, plus one (1) year post construction. Project files and documentation shall be archived and transmitted to Owner in a format that retains the integrity of all information.

SECTION D: ADDITIONAL TERMS AND CONDITIONS

A. The selected respondent shall be required to appoint a representative from their firm who will act as their project manager and who will be responsible for seeing that all services are performed in the final work plan and schedule. The selected Respondent shall not change its designated representative during the project without prior written consent from DCAMM.

Project manager(s) assigned to this project shall be proficient with specific experience in the Sections/Phases of work that they are assigned, shall have extensive experience in similar project types, shall have proven experience in the management of historical renovations, and shall have the expertise required to lead a successful design thru construction project. The lead Project Manager shall have a minimum of 15 years of experience and that shall not be substituted for the entire project duration.

B. The successful Respondent shall be solely responsible for meeting all terms and conditions specified in this RFP, and any resulting contract. The use of any subcontractors or other vendors are subject to approval by the State. The Division of Purchases reserves the right to clarify the terms and conditions of any proposal submitted.

C. Due to the public nature of this project, the successful firm may be required to appear before various authorities including, but not limited to, State and local fire code officials, Zoning Boards, State and local building code officials, State Property Committee, transportation and environmental officials, historical preservation agencies (HPHC), as well as legislative oversight committees. Fee proposals shall be adequate to allow complete participation of the project manager and other key principals in these essential processes.

D. Rights to data, work products, etc., revert to the State of Rhode Island upon completion of the Contract.

E. The selected Respondent shall be allowed to invoice monthly based on the percentage of work completed. Payments shall be made in proportion to the percentage of completion for services performed.

Punch List and Close-Out Requirements

Pay applications and Approvals

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F. Payment: Five percent (5%) retainage shall be held on all expenses, with the exception of reimbursable expenses until project close out.

G. All new drawings shall be made in the most current format of Revit. The successful respondent shall make the Revit model available to their project team including all disciplines. The Revit model and all associated Revit files shall be turned over to the State of Rhode Island at project completion.

H. All Revit, AutoCAD, Microsoft Excel, Word, Access, InDesign, and PowerPoint files as part of the project, shall be turned over to DCAMM for use by the State. The respondent shall organize all supporting files for final electronic deliverable.

I. Provide two (2) hard copies and PDF electronic versions of all deliverables.

J. Reimbursable expenses: There are no reimbursable expenses as part of this RFP. Fee proposals shall be inclusive of all expenses anticipated for the successful delivery of this project in its entirety. For services purchased under an allowance, see details in the allowance section of this document.

K. Cancellation for convenience: The State reserves the right to cancel, for its convenience, any and all contracts that are entered into as the result of this award and the selected Respondent shall have no claim to any reimbursement for lost work or profits and shall have only a claim for work done until the date of cancellation for convenience. The State shall provide seven (7) days’ notice of any cancellation.

L. Bid review and Respondent de-scoping: The selected Respondent shall make their project principals and all key engineering staff and/or consultant(s) available for de-scoping if required.

M. The professional cost estimator required for construction cost estimates shall be a third-party vendor and shall NOT be an employee of the selected Respondent and shall NOT be a regular employee of a construction firm.

SECTION E: CONTRACT TIME

Start of design: 11/9/26 TBD per purchase order issuance

Final deliverables: 5/1/27

SECTION F: PROPOSAL MATERIALS

Technical Proposal (Total of 0-80 Points) The following components must be included in your technical proposal:

1. Staff Qualifications (0-25 Points)

a. Respondent shall demonstrate the depth of experience of the design team with roof replacement projects and experience with multiple roof systems.

b. Respondent shall include resumes for all team members to be assigned to the project.

c. Respondent shall include scopes / proposals from all subconsultants. Resumes from critical team members should also be provided.

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d. Respondent shall demonstrate that the proposed project team includes Accredited Professionals with a depth of experience in energy efficiency programs and renewable energy systems, particularly with existing buildings.

2. Capability, Capacity, and Qualifications of the Vendor (0-25 Points)

a. Provide a detailed description of the Vendor’s experience designing similar projects.

b. Provide minimum three (3) project examples of similar scope.

c. Respondent shall provide a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails

d. Respondent shall describe the current workload of the Project Manager and the team assigned to support the Project Manager.

3. Project Plan & Schedule (0-30 Points) Respondent shall submit a Work Plan and Schedule which reflects timetable to complete the Scope of Work. The work plan shall demonstrate a detailed understanding of the project goals/objectives and breakdown of all key tasks including meetings, deliverables, review periods, time for cost estimates, major milestones, bidding and negotiation, construction duration, and coordination with multiple agencies and stakeholders through final completion and occupancy.

Cost Proposal (Total 0-20 Points)

Complete Bid Form included in this Solicitation. The bid form shall include the following: All services described in this RFP must be included in the proposal, with no exclusions and a lump sum fixed fee (dollar amount) must be provided. The lump sum fixed fee shall include all Allowances noted by the Owner and User Agency.

SECTION G: EVALUATION AND SELECTION

Technical proposals must receive a minimum of 70 (87.5%) out of a maximum of 80 points to advance to the cost evaluation phase. Technical proposals scoring less than 60 points shall not have the accompanying cost or ISBE participation proposals opened or evaluated; such proposals shall not receive further consideration.

Technical proposals scoring 70 points or higher shall have the cost proposals evaluated and assigned up to a maximum of 20 points bringing the total potential evaluation score to 100 points.

As total possible evaluation points are determined, vendor ISBE proposals shall be evaluated and assigned up to 6 bonus points for ISBE participation.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria Possible Points Staff Qualifications 25 Points Capability, Capacity, and Qualifications of the Vendor 25 Points Work Plan & Schedule 30 Points

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Total Possible Technical Points 80 Points Cost Proposal 20 Points

Total Possible Evaluation Points 100 Points ISBE Participation 6 Bonus Points

Total Possible Points 106 Points

Additional evaluation criteria can be found at:

• For those with an OSP account, see the “Requirements” tab of this solicitation in OSP for additional information on the evaluation and selection process in the “RFP Standard Specification” section.

• For those without an OSP account, public access to the full bid can be found at https://ridop.ri.gov/vendors/bidding-opportunities. Search for this solicitation, open the record, click on the “Print/Download Solicitation Summary” button in the upper right corner for all the solicitation requirements and supporting documents are found at the bottom of the page in the “Solicitation Attachments” section.

SECTION H: ALLOWANCES

The Base Bid Price includes the cost of Allowances.

1. Reimbursables__________________________ $ 10,000________

TOTAL ALLOWANCES: $10,000____________________

https://ridop.ri.gov/vendors/bidding-opportunities