RFQ 18-110 North Amherst Library Study - Final.pdf

RFQ #JON 18-110

Town of Amherst

Request for Qualifications [RFQ]

The Town of Amherst Town Accountant's Office

Town Hall 4 Boltwood Avenue

Amherst, Massachusetts 01002

Proposals must be submitted in triplicate in a sealed envelope marked:

PROPOSAL DOCUMENTS FOR RFQ JON 18-110

NORTH AMHERST LIBRARY STUDY

Bids shall be submitted no later than 2:00 pm on Wednesday, January 24, 2018 and can be mailed or delivered to:

Town Accountant’s Office Town Hall

4 Boltwood Avenue Amherst, Ma 01002

Questions shall be directed to Anthony P. Delaney (delaneya@amherstma.gov).

mailto:delaneya@amherstma.gov

PART I.

Purchase Description

The Town of Amherst ("the Town"), as Awarding Authority, invites SEALED PROPOSALS for the procurement set forth below:

A qualified designer/architectural firm, within the meaning of Massachusetts General Law chapter 7C, to provide professional design services which will include options in a feasibility study to address improvements to the North Amherst Library.

The contract for these services will be for a lump sum fee that is to be negotiated.

Background Information

The North Amherst Library, located at 8 Montague Rd., is a Town-owned branch library serving North Amherst under the direction and management of the Jones Library trustees. The building is historical in nature and serves as an anchor institution for the North Amherst village center.

It was built in 1880 and had its last major renovation in 1989. It has a gross square footage of 1,850 on a 0.19-acre plot.

On November 13, 2017, Amherst Town Meeting approved Article 14, sponsored by the Friends of the North Amherst Library, appropriating a sum to fund the design of a plan for designated improvements to the North Amherst Library. The Article was designed to address various issues at the library, including:

- Lack of public restrooms and water fountains

- Public use is restricted to the middle floor

- Staff use is restricted to the middle and ground floor

- Top floor is unfinished and unused

Project Objectives

The design shall achieve the following objectives:

1. Make all three floors of the building fully accessible by elevator with as little impact on the building’s historic components as possible, while minimizing damage to the two large maples at the rear of the building, and maintaining the building’s character, and its architectural and aesthetic unity;

2. Provide (a) fully accessible bathroom(s) and a water fountain for use by the public and Library staff;

3. Develop and install a more climate-, energy-, and space-conscious method of heating and cooling the building;

4. At least double the North Amherst Library space available to the public in the existing building;

5. Add a sidewalk at the south edge of the paved area at the rear of the Library building that would connect to a new accessible ground floor entry at the rear of the North Amherst Library building;

6. Finish and furnish the unfinished attic space for use for public meetings, for ESL conversation circles, for public readings including readings for children, etc.;

7. Do not assume any change in the present layout of Sunderland Road.

Local Bylaws

Applicants should be aware of two local bylaws that have been passed at recent Town Meetings. These bylaws have not yet been certified by the Attorney General, but are expected to be before completion of this project:

Article 28 of the 2017 Annual Town Meeting requires the allocation of one-half percent (0.5%) of the capital costs of any town construction, renovation or capital improvement project over $100,000 for the creation and maintenance of public art.

Article 15 of the Fall 2017 Special Town Meeting requires that all Town buildings and building additions over $1,000,000 be designed and constructed to meet zero energy requirements.

Pre-bid Conference

An optional pre-bid conference and site walkthrough will be held at the North Amherst Library, 8 Montague Rd., Amherst, MA on Wednesday, January 17, from 11am to noon.

Scope of Services

The Town of Amherst intends to commission one firm to provide all design services necessary for the North Amherst Library feasibility study. This firm will have the responsibility to provide these comprehensive design services through the firm’s own capabilities and sub-consultants as necessary. It should be noted that this project may not only require the disciplines traditionally included in architectural contracts, i.e.

architectural, structural, mechanical and electrical, but may also require those associated with design of the site and other building specialties. Other areas of expertise such as cost estimating, code research, or all as needed for the complete design of the project, are the responsibility of the design team commission. This expertise must be provided if, or as needed, by in-house personnel or through engaging sub-consultants.

Services shall include but not be limited to:

1. Meet with the Library Trustees, Librarian, Library employees, and Town officials to gain a full understanding of the project, review the project schedule, review the building program and design options, and report on progress.

2. Meet with local officials as necessary to review local codes, zoning, variances, and other requirement that may impact the project

3. Conduct a thorough site analysis of the existing library to determine the suitability of an addition/renovation of the existing library or the construction of a new facility. Assist in the assessment of all feasible building choices available to the Town and provide comparative analysis in program and cost considerations.

4. Work with the Library Trustees, Librarian, and Town officials to develop multiple design options for consideration by the above participants.

5. Provide an independent cost estimator with a minimum of five (5) years' experience providing construction cost estimating services on similar public projects. Detailed construction cost estimates and total project cost shall be in sufficient detail as necessary to satisfy of the Town.

6. Incorporate “green design” as best practice.

The Owner may engage the services of other consultants, as needed, outside the architect’s contractual obligation, as well as hazmat consultant, or other consultants the Owner deems necessary beyond the contractual requirements of the Architect.

The initial architectural services shall be for designer service as outlined in this

RFQ document though the schematic design and MBLC approval process. The Town of Amherst reserves the right to continue services with the selected architect for design and construction services, or selecting a new architect for continuation of the project into construction document and construction.

PART II.

Proposal Submission Terms and Requirements

1. Proposals are due at the date and time ("the proposal deadline") and place as follows:

DATE: Wednesday, January 24, 2018

TIME: 2:00 p.m.

PLACE: Town Accountant's Office in the Town Hall

2. Wherever applicable, the conditions of Employment and Prevailing State Wage

Rate, as set forth by the Massachusetts Department of Labor and Industries, as contained in specifications, shall prevail in the execution of work under this contract.

3. The Town of Amherst reserves the right to reject any and all proposals in whole or in part, and to waive minor informalities, when at its sole discretion is deemed to be in the best interests of the Town and to the extent permitted by law.

4. Proposals that meet all quality requirements shall be evaluated based on responsiveness to the criteria, terms and conditions contained in this RFP and its attachments. Failures to follow the instructions, meet the criteria, or agree to the terms and conditions contained in this RFP may be cause for rejection of the proposal as non-responsive.

5. All proposals shall be submitted to the Town, as and where set forth above, on or before the proposal deadline. Proposals and unsolicited amendments to proposals received by the Town after the proposal deadline will not be considered, and requests for extensions of time will not be granted. Proposers who mail proposals should allow sufficient time for receipt by the Town by the proposal deadline.

Proposal received after the proposal deadline will be returned to the proposer unopened.

6. All proposals shall be signed in ink by the proposer. If the proposer is a corporation, the authority of the individual signing shall be endorsed upon, or attached to, the proposal and certified by the clerk of the corporation.

7. All proposals submitted shall be binding upon the proposer for a minimum period of thirty (30) calendar days following the opening of proposals.

8. Proposals submitted to the Town shall be securely kept and shall remain unopened until the proposal deadline and the opening of proposals.

9. Proposals once submitted may, upon request of the proposer prior to the proposal deadline, be withdrawn or amended. If amended, resubmission of the proposal shall comply with all requirements of this RFP.

10. Negligence on the part of the proposer in preparing the proposal confers no right of withdrawal after the proposal deadline. The Town does not assume any responsibility for errors, omissions, or misinterpretations, which may have resulted in whole or in part from the use of incomplete proposal documents. Any proposer finding an ambiguity, inconsistency, or error shall promptly notify the

Town.

11. If it becomes necessary to revise any part of this RFP or if additional data are necessary to enable an exact interpretation of provisions, such addenda will be provided to all proposers who have requested this RFP. No addenda will be issued within the immediate three (3) business day period prior to the proposal deadline.

12. Questions and inquiries will be accepted from any and all proposers and must be in writing. Questions will be answered in writing and both questions and answers will be distributed to all proposers who receive the RFP provided, however, that all questions are received at least ten (10) days in advance of the proposal deadline.

13. By submitting a proposal in response to this RFP, the proposer shall be deemed to have certified that no officer, agent, or employee of the Town has a direct or substantial financial interest in the procurement, that the proposal is submitted in good faith and exclusively on proposer's own behalf, without fraud, collusion or connection of any kind with any other proposer for the same work or with any undisclosed party.

14. All terms and provisions contained in the "LEGAL NOTICE" of this procurement

(a copy of which is attached hereto) are incorporated by reference into this RFP.

15. The proposal price(s) shall be written both in words and figures, and in the case of a discrepancy between the two the amount in words shall govern.

16. It is understood, agreed upon and made a part hereof, and shall be a part of the contract, that the contract entered into between the Town and the successful proposer shall not be assigned or assignable by way of sub-contract or otherwise, unless or until the Town shall have first assented thereto in writing.

17. The Town of Amherst reserves the right to modify any specifications and submission requirements associated with the proposal and the scope of the project.

18. All proposals must be submitted on the forms provided or on attachments approved in advance by the Town.

19. All information concerning materials, warrantees, guarantees, complete plans, and complete specifications are due at the time of the proposal opening.

20. The Town reserves the right to postpone award of contract for one year if any unanticipated constraints arise in the evaluation of proposals.

21. All bids must include a signed copy of the following: non-collusion form, tax compliance certificate, certificate of authority and bid pricing sheet.

Additional Submission Instructions

Submission Logistics

All proposals must be submitted in triplicate in a sealed package, with the submitters’ name, project name and project number included on the outside of the package.

Submissions received late or submissions received at other than the designated location will be returned to the submitter unopened.

Contents of Written Proposals

Care should be taken by the proposing firms to present a succinct but informative proposal. The following is a list of minimum information to be included in the written proposals to be submitted:

1. Description of Firm: Name, address, phone number, fax number and email address.

History and description of the firm, including number of personnel in each discipline and a description of in-house services.

2. Certificate of Legal Existence: Including name and addresses of persons controlling the legal entity.

3. Financial Stability: statement concerning the financial stability of the applicant, must include the most recent year-end balance sheet and income statement.

4. Organization: Proposed project organization, including resumes of key personnel proposed for this project, and an organization chart delineating internal relationships and external consultant responsibilities. Resumes shall indicate years of experience and length of employment.

5. Consultants: List any and all consultants, including their disciplines, which the firm plans to utilize on this project. A description of each consultant’s firm must be supplied.

Consultants are to be included as part of basic services.

6. Project Specific Thoughts and Ideas: Provide any materials that will demonstrate your design team’s sensitivity, creativity, and insight into the issues related to the project.

7. Project Approach: A management plan and detailed task schedule outlining the firm’s intended approach to this project and plan for working with the Owner to ensure a successful project should be presented.

8. Massachusetts Project Experience: A list of all public projects in Massachusetts’s for which the applicant has entered into contract for architectural services within the past 5 years.

9. Similar Project Experience: Description of similar library experience, at least three (3) projects having secured funding through the MBLC. Include the following reference information at a minimum:

Name of Project

Owner, Owner’s Representative, telephone numbers

Dollar value of the project

Design schedule

Completion date

Principal-in-Charge and Project Architect

10. Current Workload:

Name of projects

Owner’s Representative and telephone number

Dollar value of the project

Design schedule

Completion date

Principal and Project Architect in charge

11. Standard Designer Application Form: In accordance with M.G.L.c.7 §38K(b) proposals from designers must include the form “Standard Designer Application

Form for Municipalities and Public Agencies Not with DSB Jurisdiction”.

12. Certificates: Submission of the following Certificates:

Certificate of Tax Compliance

Certificate of Non-Collusion

Certificate of Corporate Authority

13. Insurance: Statement that the applicant and any consultants presently have, or can obtain, the insurance requirement listed under Minimum Qualifications.

14. Litigation: List any and all lawsuits you have been a party to in the last five years, and the position your firm has taken.

15. Town Standard Designer Contract: List any and all exceptions to the draft copy of the contract as included with this RFQ. Any exceptions not noted at the time of proposal submission will not be considered, and exceptions taken at a later date may be grounds for disqualification of the applicant.

16. Addenda: Applicants must acknowledge the receipt of any addenda issued by the Town of Amherst. Failure to acknowledge any addenda will result in disqualification of the applicant. It is the applicant’s responsibility to ensure receipt of any addenda.

Fee Proposals

No fee proposals should be submitted with the applicant’s proposal. Once the top ranked finalists has been chosen, a fee will be negotiated. The finalist shall submit proposed fees for design services in the form of a “not to exceed” fixed lump sum as outlined in this RFQ. The finalist must be able to submit the fee proposal within three (3) working days of being notified by the

Town.

The fee must be based on the contractual terms of the Owner/Architect Agreement included as

Attachment B.

Also include hourly billing rates to be used if invoicing optional additional services. Rates for each of the job classifications listed below and any other appropriate classifications are to be provided. Secretarial services should be included within these hourly billing rates.

• Principal

• Project Architect

• Project Manager

• Draftsman

Billing rates for consultants shall be comparable to those listed above.

PART III.

Minimum Qualifications

All applicants must meet the following list of minimum qualifications to be considered for the project. The applicant is responsible to present their qualifications in a clear and concise manner. The minimum qualifications are as follows:

1. Massachusetts registered architect with a minimum of five (5) years of relevant experience in the design and construction administration of public construction projects. Massachusetts registration and licensing in all other applicable disciplines.

2. The applicant should have Public Library experience and experience working with the MBLC is desirable. Other relevant library experience, private or out of state, can be submitted as qualifying experience.

3. A thorough knowledge of the Massachusetts State Building Code, Massachusetts Architectural Access Board, the Americans With Disabilities Act, and all other local, state and federal codes that would apply to this project.

4. A thorough knowledge of all public bid laws, including to but not limited to M.G.L.

Chapter 149, Section 44A-1/2.

5. Prior experience in design and construction of projects of similar size, cost and complexity.

6. Financial and operational ability to perform the design services on this project.

7. Experience relating to “green” building design and construction, including "zero energy building" design.

8. Experience with renovation of buildings with historical characteristics.

9. Submission of a completed Certificate of Non-Collusion by the applicant.

10. Submission of a completed Certificate of Tax Compliance Certification by the applicant.

11. Submission of a completed Certificate of Corporate Authority by the applicant.

12. The selected entity shall be required to carry at their expense professional malpractice and/or errors and omissions insurance with limits of at least $1,000,000 per claim and $3,000,000 aggregate, with a deductible of no more than $25,000.00 per claim. The selected entity shall also carry general liability and motor vehicle insurance policies listing the Town as additionally insured in the amount of $1,000,000 per occurrence and $3,000,000 aggregate for bodily injury and property damage liability.

13. The selected entity shall also agree to indemnify and hold harmless the Town, Town Officials, employees, boards, commission, agents and representatives against all claims, course of actions, suits, damages and liability of any kind which arise out of the negligence or willful misconduct of the selected entity.

Evaluation Criteria

The following criteria, listed in random order, are likely to be considered in evaluating firms to be interviewed based upon written proposal submissions:

1. Compliance with the submission requirements.

2. Quality of proposal, project approach and organization.

3. Experience of firm in design of library projects of similar size and complexity to this project and assigned personnel.

4. Ability to begin immediately after Notice to Proceed.

5. Success of completed projects, including adherence to schedule and budget.

6. Satisfaction of former or present institutional clients.

7. Creativity, appeal and timelessness of designs of past projects.

8. Experience and reputations of proposed consultants and assigned individuals.

9. Financial stability of the firm.

10. Familiarity and understanding of MBLC procedures and regulations with projects of similar size, complexity and schedule.

11. Ideas put forth that demonstrate sensitivity and knowledge of the site and building design issues of this project.

Selection Process

The Town of Amherst plans to select a design firm through a qualifications-based selection process, utilizing a combination of written proposal evaluation and interview process in accordance with M.G.L.c.7 §§38A1/2-O as amended. The building committee ("Committee") will evaluate the written proposals and rank the firms in order of qualifications. The Committee will take into account all available information, including but not limited to: the scope of work; project specific criteria; reference information; project specific information; performance of applicants on previous public and private work; and the information contained in the firm’s application. The Committee will then invite the top finalists for a presentation and interview before the Committee.

The Committee will interview firms that submit proposals and receive high reviews from the written proposal process. Key members of the proposed design teams are expected to participate in the interview/presentation including the Principal-in- Charge, Project Architect, Mechanical Designer(s), and/or other individuals proposed to play key roles in the planning and design of the project and that will likely be interfacing with the Town for the duration of the Project.

Following interviews, the finalists shall be ranked in order of qualification and a rationale for selection and ranking shall be recorded for the record. The Committee will send their recommendations to the Town Manager as to the ranking of design consultants. The Town Manager, in his capacity as Chief Procurement Officer, will make the final decision on the chosen design consultant. The Town then anticipates negotiating an acceptable, lump sum, not-to-exceed fee, with the top-ranked finalist and award a contract. The fee shall include all expenses, including but not limited to, travel, meeting attendance, preparation and production of reports, phone calls, and faxes. If an acceptable fee cannot be negotiated with the top-ranked finalist the Town will negotiate with the other finalists in order of their ranking.

PART IV.

Standard Forms

Bidders must submit: Attachment A – Designer Application Form (the Standard Designer

Application Form for Municipalities and Public Agencies not within the DSB Jurisdiction), as well as the following three (3) forms:

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person, business, partnership, corporation, union committee, club or other organization, entity or group of individuals.

Signature of individual submitting bid or proposal

Name of Business

CERTIFICATE OF TAX COMPLIANCE

Pursuant to Massachusetts General Law chapter 62C, sec 49A, I hereby certify under 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.

Social Security or Federal I.D. number Signature: Individual or Corporate Officer

Date

PLEASE PRINT

Corporate Name: ________________________________________________

Address: _______________________________________________________

City, State, Zip Code: _____________________________________________

CERTIFICATE OF AUTHORITY

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 appointed and is hereby authorized to execute contracts and bonds in the name and 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 said officer, under seal of the company, shall be valid and binding upon this company.

A TRUE COPY,

ATTEST: _______________________________

(Clerk)

Place of Business: ________________________

DATE OF THIS CONTRACT: _________________________________________

I hereby certify that I am the Clerk of the _________________________________________ that ______________________ is the duly elected_________________________________ of said company, and the above vote has not been amended or rescinded and remains in full force and effect as of the date of this contract.

(Clerk) (Corporate Seal)

PART V.

Attachments

Attachment A – Standard Designer Application

Attachment B – Town of Amherst Standard Design Contract

PART VI.

Insertion Order

TYPE OF AD: Legal

PUBLICATION(S) & PUBLICATION DATES:

DAILY HAMPSHIRE GAZETTE – 12/27/2017

CENTRAL REGISTER – 12/27/2017

PLEASE BILL:

Accounting

Town Hall

4 Boltwood Ave

Amherst, MA 01002

BODY OF AD: The Town of Amherst is inviting proposals from designer/architectural firms to provide professional design services, including options in a feasibility study, to address improvements to the North Amherst Library.

There is no program for the building project. A briefing session will be held at 11am on

Wednesday, January 17 at the Library, 8 Montague Rd., Amherst.

Applicants must have a Massachusetts-registered architect with at least 5 years relevant experience in the design of public construction projects and Massachusetts registration and licensing in all other applicable disciplines.

The contract for these services will be for a lump sum fee that is to be negotiated, not to exceed

$50,000.

Requests for qualifications may be obtained by contacting Anthony P. Delaney at delaneya@amherstma.gov, at (413) 259-3026, or at 4 Boltwood Ave, Amherst, MA 01002.

Proposals shall be submitted no later than 2:00pm Wednesday, January 24, 2018 to the Town

Accountant's Office at the same address.

The Town reserves the right to reject or accept any or all proposals, in whole or in part.

mailto:delaneya@amherstma.gov