RFQ No. 02-26-03 Issue Copy.PDF

REQUEST FOR QUALIFICATIONS

RFQ No. ________

Prepared by:

The City of Keene, NH

Due

No later than 4:00 P.M.

Deliver to:

Purchasing & Contract Services Office

City Hall, 3rd Floor 3 Washington Street Keene, N.H. 03431

Tel. 603-357-9800 www.keenenh.gov lwright

INFORMATION

The City of Keene, New Hampshire is seeking proposals for

Information is available on the City of Keene website, https://keenenh.gov/finance-purchasing/ current-projects. Interested parties are encouraged to register as a vendor to receive notices about this project and other opportunities with the City of Keene.

There will be a non-mandatory pre-proposal meeting on 10/9/2025 at 10:00 am via zoom, Meeting ID: 818 556 7290. The complete meeting details are posted on Public Purchase.

The City of Keene is offering two submission options:

Mail-in or in-person delivery Submit Six (6) hard copies of the proposal (preferably on double-sided, maximum post-consumer recycled content paper) and one (1) electronic copy on a thumb drive to the City of Keene Purchasing & Contract Services Office, City Hall, 3rd Floor, 3 Washington Street, Keene, NH 03431, clearly labeled as RFQ No. __________ -

Electronic Submission To submit electronically, the proposal should be submitted through the Public Purchase website. https://keenenh.gov/finance-purchasing/current-projects.

If the proposal is submitted electronically; the review committee will receive the electronic submission PDF and/or a photocopy of the proposal. If the proposer prefers to provide hard copies for presentation purposes only they must mail six (6) copies to be received by the due date and time as advertised to City of Keene, Purchasing & Contract Services Office, City Hall, 3rd Floor, 3 Washington Street, Keene, New Hampshire 03431.

All proposals regardless of the delivery method must be received by 4:00 PM on .

Proposals received after that date and time shall not be considered.

All correspondence concerning this RFQ shall be addressed to Purchasing & Contract Services Manager via the current project database (https://keenenh.gov/finance-purchasing/current-projects.)

The City of Keene is committed to sustainability and, when economically feasible, strives to work with businesses that are integrating sustainability into their operations and can further the City’s sustainability objectives.

lwright

QUALIFICATION STATEMENT REQUIREMENTS

RFQ No. __________

1. Changes To Provisions/Specs

Any change to the provisions or specifications of the RFQ shall be made by a written addendum issued no later than four (4) working days prior to the RFQ due date.

2. RFQ Response Requirements

Statements should be succinct and well-organized, and no more than 25 pages (double-sided preferred) which include cover and index. Please note that double-sided page is considered two pages - meaning 25 pages printed double-sided equals 12.5 sheets of paper. At a minimum, the following sections and information shall be included:

a. Cover Letter: Provide a statement of ability to complete the project with current workload; cite any conflicts of interest and provide a 90-day guarantee on terms.

b. Contractor Qualifications: Provide an overview of qualifications for the contract team including, but not limited to, type of firm and relevant project experience.

c. Project Team: Provide a list of key individuals and staff assigned to this project, describing their role and relevant experience.

d. Approach: Describe how the contract team will complete the Scope of Work. Include a detailed schedule.

e. Appendices: Provide resumes of key staff members. Provide firm references from at least three similar projects, including name, address, telephone number, title of the project, and description of the work performed.

f. Insurance: Provide a Certificate of Insurance that clearly documents all current coverage limits available to the contractor. The successful contractor will be required to provide a policy endorsement that shows the City of Keene to be an additional named insured.

3. Process

a. Upon review of all responsive proposals, the City may conduct interviews of some, all, or none of the firms submitting proposals.

b. If necessary, and upon completion of the interviews, the City will finalize a final Scope of

Services and Fee with the selected firm.

c. If the City is unable to reach an agreement with the selected firm, the City reserves the right to negotiate with the next highest rated firm until an agreement is reached.

d. The City reserves the right, through the City Manager, to accept and reject any or all proposals, and to waive any defect when in the best interest of the City.

e. The City reserves the right to make such inquiries regarding a firm’s qualifications and reputation as it deems necessary to evaluate the firm.

f. Once a firm is selected and an agreement is reached, a recommendation will be made to the City Manager and, if required, to City Council. Upon final approval, the City Manager will approve a contract award to the successful proposer.

g. The Purchasing & Contract Services Manager will prepare a Notice of Award and Agreement for execution. Samples of current Notice of Award and Contract can be reviewed at https:// keenenh.gov/finance-purchasing/purchasing-forms-and-documents.

Upon execution of the Contract, the CONTRACTOR will be instructed to commence providing the work outlined in the contract.

h. The City reserves the right to negotiate directly with the firm selected for additional project work including construction administration services, and/or additional project engineering and design services.

4. Work Product

All information, data, documents, photos, computer records, and other materials of any kind acquired or developed by the CONTRACTOR pursuant to this qualification statement shall be the property of the City of Keene.

CITY HALL STRUCTURAL REPAIRS

DESIGN PROJECT

Public Works Department Contract No. 02-26-03

The City of Keene is soliciting proposals from qualified consulting firms to provide professional evaluation and design services for the restoration and renovation of Keene City Hall. The project will address structural issues related to foundation settlement and potential ground movement, as well as improvements to exterior and interior features.

Keene City Hall, a historic brick structure, has developed cracking in multiple wall areas, suspected to be caused by foundation settlement and associated ground movement. In addition, the building’s front steps require restoration or replacement, and the City Clerk’s office requires interior renovation to improve functionality and accessibility.

All proposers must disclose any real or apparent conflicts of interest as defined under 2 CFR

200.112 and 200.318.

Scope of Services:

The following is an example of the scope of services to be included in this proposal. The selected consultant will be required to develop a detailed scope of work as part of the contract negotiation process.

Project Management and Public Engagement

1. The Consultant will be expected to conduct public engagement as part of this project.

These efforts may include, but are not limited to:

• Stakeholder kick off meeting

• Formal Design Review Meeting with City (in person).

• Presentations to the Keene City Council, Municipal Services Facilities and Infrastructure Committee (in person)

2. Under this Task, the consultant will also conduct periodic, scheduled project meetings with the City’s project team, which will consist of representatives from Public Works. Meetings are intended to quickly address questions or challenges that may otherwise delay progress.

3. Invoicing, coordinating and scheduling subconsultants, quality control, safety and regulatory, local and state requirements and permitting as necessary to perform the scope of work on the project.

Engineering Services and Preliminary Design The Consultant will collect any required data and develop a plan. Alternatives plans will also be developed to a sufficient level of detail to allow the City to select the preferred option. The preliminary restoration design of the existing brick building walls, entrance steps and interior rehabilitation consists of the following tasks:

1. Review Documentation Review available design drawings, construction specifications, shop drawings and any reports related to the original construction, maintenance, previous repair or investigation of the building structure. See the attached previously completed inspection reports and associated recommendations for repair.

2. Perform Inspection and Reconnaissance The consulting firm selected will be responsible for, but not limited to, the following services:

A. Structural Evaluation I. Investigate existing brick wall cracking and assess underlying causes.

II. Evaluate foundation settlement and possible ground movement.

III. Provide recommendations for stabilization and long-term preservation.

B. Restoration & Design

I. Prepare design documents for structural repairs to the City II. Develop plans for the restoration or replacement of the front steps.

III. Prepare design documents for interior renovations for the City Clerk’s office.

IV. Review previous studies and rehabilitation work completed and provide a final determination.

V. Ensure compliance with applicable building codes, ADA standards, and historic preservation requirements (if applicable).

3. Cost Estimates and Phasing A. Provide detailed construction cost estimates.

B. Recommended phasing or prioritization of work, if necessary.

Final Design Produce final construction plans and bid documents.

1. Contract Drawings are expected to include:

Drawing:

a. Cover sheet, Index of Sheets, General Notes, Location Plan.

b. General Site Plans

c. Plans showing proposed rehabilitation of the brick building walls and foundation.

d. Structural Plan and Elevations.

e. Typical and Critical Cross Sections.

f. Detail Sheets.

2. Contract Documents will use the City’s “front end” documents (i.e., Advertisement, bid form, bid bonds, agreement, general conditions, etc.).

3. Technical Specifications for construction will be in the CSI Masterspec format and included in the scope of the selected consultant.

4. Draft Plans and contract documents shall be submitted to the city for review and comment in electronic format. After addressing City comments, the Drawings and Specifications will be stamped for bidding and submitted to the City in PDF format and in ACAD.

5. Construction Cost Estimate

The consultant will update the construction cost estimate prepared during the Conceptual Design phase to reflect the final bid documents.

Desired Project Schedule The City would like to bid the project for construction in early 2026, in consideration of this, we have developed the following preliminary schedule for the scope of engineering services for the project. Consultants should provide as part of their submission their own proposed schedule based on their staff availability and anticipated workload:

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Evaluation Criteria:

A review committee comprised of City of Keene staff will review all proposals and may select a number of firms for interviews. Firms will be evaluated based on the following criteria:

Firm’s experience working with the city 20%

Experience of staff assigned to the project 20% Team’s ability to complete all aspects of the project 25%

Quality of proposal 25% Client references 10%

The City encourages proposals from disadvantaged business enterprises, including minority- and women-owned firms, veteran-owned businesses, and labor surplus area firms, in accordance with

NBRC procurement guidance.

Upon completion of the interviews, the City will attempt to negotiate a final Scope of Services and

Fee with the highest ranked firm. If the City is unable to reach an agreement with the selected firm, the City reserves the right to negotiate with the next highest rated firm until an agreement is reached.

Documents

All documents will be turned over to the City in paper and electronic format upon completion of the work. Electronic format shall be compatible with either Microsoft 365, product suite, PDF and AutoCAD Civil 3D, as applicable. All documentation, reports, field notes and other data generated as part of the service by the consultant and/or its sub-consultants for this project shall be the property of the City of Keene and will be turned over in a format acceptable to the City.

All questions regarding this professional service request must be submitted via email by deadline for questions. Responses will be posted on the city purchasing website.

The City of Keene reserves the right to reject any or all proposals, to waive informalities, and to accept the proposal deemed most advantageous to the City.