request for proposals - conway,...

REQUEST FOR QUALIFICATIONS (RFQ)AND TECHNICAL PROPOSAL FOR

DESIGNER SERVICESFOR

CONWAY, MA TOWN GARAGE

Issued: NOVEMBER 20, 2013

Due: JANUARY 14, 2014 2pm

BYTOWN OF CONWAY, MASSACHUSETTS

SUBMIT RESPONSES TO:

FRANKLIN REGIONAL COUNCIL OF GOVERNMENTS12 OLIVE STREET, SUITE 2GREENFIELD, MA 01301ATTN: CHIEF PROCUREMENT OFFICER

All RFQ holders are required to register with the FRCOG Chief Procurement Officer in order to receive meeting notifications or Addenda. Firms who have received this RFQ other than directly from FRCOG should register by sending an email with complete contact information to [email protected].

Request for Qualifications/Technical Proposals for Designer Services for Conway Town Garage

mailto:[email protected]

Advertisement for Designer Services (G.L.c. 7,s.38A½, et. seq.)

[] GREENFIELD RECORDER [] FRCOG Webpage [] Posted at Conway Town Hall [] Central Register

CRITICAL DATESDesigner RFQ ready for distribution 11/20/2013Publish Date in Central Register 11/20/2013On Site Meeting 12/03/2013 - 10:00 AMStorm Date for On Site Meeting 12/04/2013 - 10:00 AM Written Questions Accepted by 12/18/2013 - 4PMAddenda Issued by 12/23/2013Deadline for Submissions 1/14/2014 - 2pm

APPROXIMATE DATESOPM Contract in Place 12/16/2013Building Committee Completes Eval 1/16/2014 – 1/22/2014Interviews 1/23/2014 – 1/27/2-14Notice of Award 1/30/2014Contract Negotiated and Signed by 2/10/2014 Design Project Start Date 2/17/2014Schematics and Cost Estimate (Phase 1) 5/16/2014Town Meeting approximately 6/15/2014Construction Complete by spring of 2015


1.0 INTRODUCTION

The Town of Conway, MA (hereinafter “Town) requests Statements of Qualifications and Technical Proposals from design firms interested in providing services as described below. By means of this Request, the Town invites proposals and will select one firm to perform design services for the new Conway Town Garage. Joint ventures from prime and supporting design firms are welcome, with the understanding the Town will only enter into a single contract with the prime firm. Prior to finalizing the selection of a Designer (Architect), the Town anticipates finalizing the selection of the Owner’s Project Manager (hereinafter “OPM). The OPM will represent the Town throughout the duration of this project.

The Franklin Regional Council of Governments (FRCOG) is assisting the Town with the procurement phase.

The Town is an Equal Opportunity Employer.

1.1 Project Description The Town of Conway, MA (hereinafter “Town”) by its Town Garage Building Committee seeks the services of a qualified designer for a new town garage. The Franklin Regional Council of Governments (FRCOG) is assisting with the procurement and Responses are being received at the FRCOG offices.

The current Conway Garage is shared by Highway, Fire, and Ambulance Department vehicles. A number of highway trucks are parked outdoors. The new building is anticipated to be sited near the Conway Grammar School, 24 Fournier Road (coordinates are approximately 42 degrees, 30’, 37” N by 72 degrees, 40’, 30” W) and house the Highway vehicles.

The project will be approximately 8000 – 9,000 sq. ft., and will include at least seven bays, a wash bay, and a maintenance area; office space; and ancillary spaces; be built to serve 4 full-time staff and 2 part-time staff; include a community room, and incorporate green energy elements.

Current preliminary cost estimates are between $3,500,000 and $4,000,000.

The goal of this procurement process is to identify and to retain a Designer that will deliver the services necessary to ensure that the Project is of the highest quality possible given the available funding.

1.2 Pre-Proposal Conference Prospective respondents are advised that there will be a mandatory pre-proposal conference on December 3, 2013 @ 10AM at the Conway Town Office, 32 Main St, Conway, MA and then move to the site. This will be an information session describing the project, submittal and evaluation process. Attendance at the Proposal Conference is mandatory. If needed, a snow date is scheduled for the following day at 10am. All registered holders of the RFQ package will be notified via EMAIL if the snow date will be used.


1.3 Communications During Procurement Process All respondents are advised that communication with Town personnel about the Project or this RFQ is prohibited, except as provided for in the briefing session. All questions concerning this RFQ shall be directed, in writing, to the Town’s representative:

Andrea Woods, MCPPOChief Procurement OfficerFranklin Regional Council of GovernmentsJohn W. Olver Transit Center12 Olive Street, Suite 2Greenfield, MA 01301EMAIL [email protected] (preferable method for receiving written questions)

FAXED QUESTIONS WILL NOT BE ACCEPTED

The Town may issue responses, if any, in writing and will distribute such responses to all prospective respondents that have previously provided email contact information. Please note that the Town may decline to answer any question.

1.4 Modifications/Cancellations The Town reserves the right to modify this RFQ in any way prior to the deadline for submission of Statements of Qualifications and Proposals by issuing an addendum or addenda. The Town may extend the deadline for submission if, in the Town’s sole judgment, it is necessary for any reason. The Town may also cancel this RFQ, in whole or in part, if the Town determines it to be in its best interest.

To be considered, Submissions must be received by the Franklin Regional Council of Governments no later than the due date and time. FRCOG CPO’s clock shall be the sole determinate of time.

Submit One (1) Original and Five (5) Copies in an environmentally friendly manner (see Section 4)


mailto:[email protected]

2.0 SCOPE OF SERVICES

2.1 Pre-Design and Schematic Design: In general, the services required for this initial phase shall consist of the planning necessary to establish the final building location, footprint, cost estimates and schematic design.

The Designer will assist the Town and OPM with final Town approvals at the Town Meeting. The meeting is tentatively scheduled for mid-June 2014. A Special Town Meeting may be scheduled earlier or later, if needed.

The selected firm will:

a. Review all existing documentation that has been generated for this project.b. Validate the site for its suitability for a new building. This may include test pits,

geotechnical analysis, subsurface testing/examination and/or utility investigation. It is expected that the Designer’s fee for services will NOT include costs for any required geotechnical work, surveys, etc. Architects will only assist in coordination of Geotechnical Study/Borings work or Land Survey work. The Town will contract for those services separately from the Design Contract.

c. Produce sketches and renderings of the proposed building configuration as necessary to gain consensus on final scheme prior to authorization to proceed to final design services at the Town Meeting.

2.2 Design and Construction Phase Services If the Town votes to move forward with Construction, Phase II Designer Services will be undertaken. The Designer’s Basic Services are described in detail in the Town’s standard form of Designer Services Agreement.

The Project will be considered in six phases. Note that five (5) sets of plans are required for submission. Detail of each of the phases can be found in the Sample Contract (Attachment C) subject to modifications.

Phase 1: Schematic design and cost estimate development in preparation for Town Meeting.

Phase 2: Design Phase.

Phase 3: Final Design and Construction Plans

Phase 4: Bidding Phase including revised Construction Contract Documents as may be required to bring the cost within the Fixed Limit.

Phase 5: Designer’s Services During Construction including general administration of the construction contract

Phase 6: Record Drawings, Reports, Calculations

The Architect’s contract will require early and continued coordination with the Owners Project Manager, phased documents for construction, identifying, as necessary, the scope


of work for each publicly bid Trade Contractor; preparing drawings and specifications for Trade Contractor and Subcontractor bid packages, and will require close adherence to budget and schedule performance conditions and timelines. The contract will require the Architect to perform redesign services as required to meet the Town’s budget and program, at no additional cost to the Town.

2.3 Contract Forms The Designer will be required to enter into the Town’s standard form of Designer Services Agreement subject to modification of the final scope of services approved by the Town. See Attachment C.

3.0 PROCUREMENT PROCESS

3.1 Evaluation Process Responses will be evaluated by the Town Garage Building Committee.

Based upon the evaluation of submissions, the Building Committee will rank the proposals submitted in order of “Most Advantageous” to “Least Advantageous”. The Committee will then interview up to 3 firms prior to making the final selection. The Town will then enter into negotiations with the selected firm. Should the Designer fail to timely negotiate a fee and return the executed contract and other required documents to the Town, the Town may, at its sole discretion, notify the Designer of its intention to revoke its award of the contract and procure design services from the next highest ranked firm.

The Evaluation Criteria is provided in Attachment B.

4.0 CONTENT OF RESPONSES TO THE RFQ/P

4.1 Submissions shall include the following:

1. General Information Form. This should be the “cover” of your Proposal and should be followed by a Cover Letter with an executive summary detailing the key elements and factors that you believe will differentiate your proposal from other respondents;

2. Provide a completed Application Form: Applicants should use the City and Town Version of the Designer Selection Board’s (DSB) most recent version of the Designer Application form published by the DSB pursuant to M.G.L. c. 7, §38K(b). Computer generated forms are allowed provided they do not substantially deviate from the DSB format. The Application Form may be amended to include additional information on a project-specific basis. This form, entitled “Standard Designer Application Form for Municipalities and Public Agencies Not Within DSB Jurisdiction,” can be downloaded from the DSB’s website

Please include Name and Phone Number for Each Reference Provided on DSB Form

3. A list of civil and criminal lawsuits, administrative legal proceedings, and Request for Qualifications/Technical Proposals for Designer Services for Conway Town Garage

arbitrations to which the firm has been or is a party within the last three years, including a list of all convictions or fines for violations of state or federal law (or attestation that there have been none);

4. Information regarding the firm's experience performing design services for projects of similar size, scope, and complexity, including projects in Western Massachusetts which may be visited, and references from the owners of such building projects;

5. Information on any projects where the firm was terminated or failed to complete the work;

6. A summary of the firm’s project management capabilities, including specific examples or illustrations of the firm’s operating philosophy;

7. Detailed description of the firm’s project approach including for all of the activities listed in the scope description identification of technical challenges and proposed solutions;

8. Identification of the Project team members with specific information on key Project personnel and, if applicable, anticipated consultants on the team, including resumes documenting individual and joint experience and references and position descriptions;

9. Project organization chart showing proposed communication among team members, the Town, the OPM, and the Contractor/CM;

10. Documentation of insurance coverage as specified in Article 14 of the attached Contract Agreement (sample Certificate of Insurance)

11. Execute and comply with all Forms in Attachment A including:Certificate of Eligibility

Tax Compliance and Non-collusion MGL/Building Code Certificate of Corporate Authority W-9 Form

SIGN WHEREVER YOU SEE A

NOTE: Please keep the environment in mind when you prepare your submittal– more specifically, please do not use plastic covers or wire or hardcover binding. You MAY use plastic “GBC” punch-type binding which can be reused. The Town of Conway and the FRCOG encourage environmentally friendly business practices.


CRITERIA FOR SELECTION

Each proposal will be reviewed by the Building Committee to determine if it is complete prior to actual evaluation. The Town reserves the right, but shall have no obligation, to eliminate from further consideration any proposal deemed to be substantially or materially nonresponsive to the RFQ. The Town reserves the right to request clarification of any aspect of any submitted proposal or to request additional information that might be required to evaluate a proposal. Submissions shall be evaluated by the Building Committee according to the criteria in Attachment B.


GENERAL INFORMATION FORM

SUBMIT THIS FORM AS THE FIRST PAGE OF YOUR RESPONSE

Name of Organization: ________________________________

Telephone Number: ________________________________________

Years in Business: ________________________________________

Organization is (check one):

__Corporation ___Partnership ___Association__ Joint Venture ___ Sole Proprietorship ___Public Agency__Quasi-Public Agency ___Other: (Explain)____________________

Organization’s Address: _______________________________________

Name, Title and Telephone Number of the Organization’s Authorized Representative:

Acknowledgment of received Addenda No(s): _____________________

The undersigned, being cognizant of the pages, documents and attachments concerned herewith agrees to provide the Town of Conway with the services described in the Request for Qualifications dated November 20, 2013.

The Proposer agrees to comply with all Local, Federal, and State requirements.

The Proposer hereby affirms that this Proposal is genuine, not a sham or collusive, and is not made in the interest of any person not therein named.

The Proposer attests that the firm is financially stable and will submit to the Town a letter from an auditing firm or other acceptable entity attesting to same IF REQUESTED.

Authorized Signature: _______________________________

Date: ____________________________________________


ATTACHMENT A: REQUIRED CERTIFICATIONS

CERTIFICATION OF ELIGIBILITY

___________________________________________hereby certifies that it (Name of Consultant) is not

included on the Commonwealth of Mass or U.S. Comptroller General’s Debarred Bidders List. The Proposer

certifies to the best of its knowledge and belief that it and its principals

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this transaction by any State or Federal department or agency.

B. Have not, within a three-year period preceding the date of this Proposal, been convicted of or had a civil judgment rendered against it for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction, violation of Federal or State anti-trust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statement, or receiving stolen property.

C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in Paragraph B of this Certification.

D. Have not, within a three-year period preceding the date of this Proposal, had one or more public transactions (Federal, State or local) terminated for cause or default. Where the Proposer is unable to certify to any of the statements in this certification, such Proposer shall include an explanation in such regard with its Proposal.

(Check One)

____________ I DO CERTIFY _____________ I DO NOT CERTIFY

DATE:__________________________ Printed Name ________________________________

SIGNATURE: _____________________________________________________________________

TITLE:______________________________________________________________________________


Statement on MGL/Building Code

(To Be Signed by Principal Officer of Proposer)I certify that all information is submitted under penalties of perjury and that I am familiar with the State Building Code and also Massachusetts General Laws, Chapter 149, Sections 44A-44H, Section 44M, Chapter 149A, Chapter 193 of the Acts of 2004 and Chapter 30, Section 39M.

Signed _____________________________________________

Printed Name ___________________________________________

Title __________________________________________________

Company Name __________________________________________


CERTIFICATE OF CORPORATE AUTHORITY

The Office of the Attorney General, Washington, DC, requires the following information on all bids or proposals

amounting to or with potential value of $1,000.00 or more:

*IF A CORPORATION, INCLUDE WITH YOUR PROPOSAL A CORPORATE RESOLUTION LISTING ALL DULY AUTHORIZED SIGNERS ON BEHALF OF THE CORPORATION AND

CHECK HERE □

*IF A PARTNERSHIP, INCLUDE A LIST OF NAMES/ADDRESSES OF ALL PARTNERS AND

CHECK HERE □

PARTNER ADDRESS

*IF A PROPRIETORSHIP, COMPLETELY FILL OUT INFORMATION BELOW AND CHECK

HERE □

Authorized Signature _______________________ Printed Name___________________

Company Name Date _________________________

Postal Address __________________________ Email Address__________________

___________________________zip____________Phone: ________________________


Taxpayer Identification Number (TIN) and Certification W-9

Name (as shown on your income tax return)

Business name, if different from above

Check appropriate box: __ Individual/Sole proprietor __ Corporation

__ Limited liability company Circle tax classification: D (disregarded entity) C (corporation) or P (partnership)

__ Partnership Other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Address (number, street, and apt. or suite no.)

City, State, and ZIP Code

Taxpayer Identification Number (TIN)

Enter your TIN on the appropriate line below. The TIN provided must match the name given on Line 1 to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the IRS instructions on filling out Form W-9. For other entities, it is your employer identification number (EIN).

SSN:

EIN:

Certification

Under penalties of perjury, I certify that:1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a

number to be issued to me), and2. I am not subject to backup withholding because: a) I am exempt from backup withholding, or b) I

have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or c) the IRS has notified me that I am no longer subject to backup withholding, and

3. I am a U.S. person (including a U.S. resident alien).

Certification Instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return.

Signature of U.S. person

Date:


Tax Compliance and Non-Collusion Statements

Any person or corporation that fails to date, sign with original signature, and submit the following statements shall not be awarded this contract.

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid has been made and submitted in good faith and without collusion or fraud with any other person. 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.

Authorized Official’s Signature Title of Person Signing

Typed or Printed Name of Person Signing Company or Corporation

CERTIFICATION AS TO PAYMENT OF STATE TAXES

Pursuant to M.G.L. c.62C, §49A, I certify under the penalties of perjury that the Project Manager has complied with all laws of the Commonwealth of Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Authorized Official’s Signature Title of Person Signing

Typed or Printed Name of Person Signing Company or Corporation

Telephone Number Address

Fax Number Address

Date

Email address


ATTACHMENT BEVALUATION CRITERIA

DESIGNER – CONWAY TOWN GARAGE

1. Prior Experience. The Committee will rate proposers based upon the number and complexity of successfully performed designer services on similar projects, utilizing the Key Personnel and sub-consultants (if any) identified in the proposal. Specifically, the Town will evaluate the proposer’s experience in the projects of similar purpose, size, scope, complexity and schedule.

Highly Advantageous: Firm has experience with 5 or more successful, similar projects in the past five years.

Advantageous: Firm has experience with 3 or more successful, similar projects in the past five years.

Not Advantageous: Firm has experience with 1-2 successful, similar projects in the past five years.

Unacceptable: Firm has no experience with similar projects or projects were not successful.

2. Qualifications of Team/Key Staff. The Committee will rate proposers based upon Key Personnel who have demonstrated appropriate experience in successfully completing engagements similar to the scope of this engagement.

Highly Advantageous: Firm has identified a highly qualified team that has exceptional specific experience with similar projects to design the project and identified an adequate support staff and shows exceptional experience with problem solving and working with small communities.

Advantageous: Firm has identified a qualified team that has specific experience with similar projects to manage the project and identified an adequate support staff, and show experience with problem solving and working with small communities.

Not Advantageous: Firm has identified a team with unacceptable qualifications, and/or does not have experience with similar projects, and/or does not identify an adequate support staff or shown evidence of problem solving and working with small communities.

Unacceptable: Firm has identified a team with unacceptable qualifications, who does not have experience with similar projects and does not identify an adequate support staff.

3. Record of Successful Project Completions. The Committee will rate proposers based on their record of successful projects.

Highly Advantageous: Firm has a flawless record of project completions with litigation avoidance (the ability to resolve conflicts without lawsuits, arbitrations, fines or convictions) and project performance without any terminations or failures to complete the work.


Not Advantageous: Firm has a good record of project completions with litigation avoidance (the ability to resolve conflicts without lawsuits, arbitrations, fines or convictions) and project performance with one or less failures to complete the work.

Unacceptable: Firm has more than one project resulting in litigation or more than one termination/failure to complete the work.

4. Project Approach. The Committee will rate proposers based upon whether their work plan clearly sets forth, in detail, an effective organization for design services, the responsible key personnel assignments for all major tasks (including attending regular meetings and site visits in person), and estimated levels of effort for the performance of tasks that are reasonable and consistent with other aspects of the proposer's work plan and with the scope of services specified in this document, and that reflects a practical, in-depth understanding of the Town’s objectives and the requirements of the Project. Project schedule commits the Firm to begin work immediately to meet the town’s schedule.

Highly Advantageous: Firm has proposed a clear and innovative project approach that will successfully bring the project to completion and meets the town’s schedule and makes key personnel available for regular meetings and site visits. Firm can begin work immediately.

Advantageous: Firm has proposed an adequate project approach to successfully bring the project to completion in a timely manner. Personnel will be available for regular meetings and site visits.

Unacceptable: Firm has not proposed an adequate project approach to bring the project to completion in a timely manner or has not proposed a plan for personnel to be available for meetings and site visits.

Additional criteria to be utilized with finalists

5. References. The Committee will contact some or all references provided by the proposer, and may contact other representatives of clients of the proposer, or other clients, whether or not the proposer has identified them as references. The Committee will rate those proposers based on the number of references for similar projects and whether they have uniformly positive recommendations regarding (i) compliance with the terms of the proposer’s contractual obligations; (ii) demonstrated ability to provide effective design services and sound advice on construction and constructability, (iii) proven and successful experience and ability to interface with OPM, project administrators and team, outside consultants, construction contractors, regulatory agencies, and residents. The Committee will rate those proposers based on each of the key personnel and each sub-consultant(s) and whether they have uniformly positive recommendations regarding their demonstrated ability to perform design services for similar projects in an effective, high quality and professional manner.

6. Interviews/Additional Information. The Committee reserves the right to conduct or waive interviews based upon the qualifications of each proposer as established through their proposal. Proposers may be asked to detail their qualifications and their ideas and approach to the project further at an interview via a presentation. The Committee may pose questions as part of the interview process. The parties who make the presentation must be the same as those named to be assigned to the project in the proposal. Through this interview process, the Committee may request additional information which may be applicable to experience, approach, or other items in the proposal.


ATTACHMENT C

SAMPLE CONTRACT
