THE GLOCESTER SCHOOL DEPARTMENT Request for Proposals G Architectural Services RIDE 5 Year Capital Plan

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1 The Glocester School Department is accepting sealed proposals for Architectural Services RIDE 5 Year Capital Plan. Proposals for Architectural Services -RIDE 5 Year Capital Plan are due at the Treasurer s Office at the Glocester Town Hall, 1145 Putnam Pike, PO Box B, Chepachet, RI by 2:00 PM on February 20, Proposals received after that time will be returned to the sender. All bids will be publicly opened and read at 2:30 PM prevailing time in the Glocester Town Hall Council Chambers. Proposals for Architectural Services - RIDE 5 Year Capital Plan should be placed in a sealed envelope and clearly labeled with the vendor s name RFP G Architectural Services - RIDE 5 Year Capital Plan. Bid documents can be obtained at the Treasurer s Office on or after February 2, 2015 between the hours of 8:00 am and 4:30 pm and on the Town=s website at Attendance at the pre-proposal tour is mandatory. No other tour(s) will be provided. A pre-proposal tour of the areas will be held on Tuesday February 10, 2015 at 10:00 AM. All tours will begin at the Main Office at Fogarty Memorial Elementary School, 736 Snake Hill Road, Glocester RI and continue on to West Glocester Elementary School located, 111 Reynolds Road, West Glocester, RI Legal Advertisement - February 1, 2015

2 GENERAL CONDITIONS Proposals to furnish the Glocester School Department with Architectural Services - RIDE 5 Year Capital Plan must be submitted to the Town of Glocester, Treasurer s Office, 1145 Putnam Pike, PO Box B, Chepachet, RI on or before Friday, February 20, 2015 by 2:00 PM local time. Proposals received after that time will not be considered and will be returned to the vendor. All proposals will be opened at 2:30 PM February 20, 2015 in Glocester Town Hall, Town Council Chambers, 1145 Putnam Pike, Chepachet, RI Respondents must submit 8 complete proposals. No goods shall be delivered or work started without a Purchase Order. Work may not commence before Wednesday, March 4, All work must be completed by a date to be determined (subject to state approvals). The vendor must submit an estimate as to time to complete the work Schedule for Stage I and Stage II. The prices quoted shall include delivery with no charge for packing or cartage. All proposals must be guaranteed for a minimum of sixty (60) days from the date of the proposal opening, unless otherwise stated by the vendor. RI Sales Tax: The Glocester School Department is exempt from the payment of the RI Sales Tax. Federal Excise Taxes: The Glocester School Department is exempt from the payment of any excise tax or federal transporation taxes. The bid price must be exclusive of taxes, except where specified by law and will be so construed. The Town of Glocester does not discriminate on the basis of race, color, creed, national origin, age, marital status, sex, physical or mental disability. By submission of your bid, you, the contractor, agree not to discriminate in named areas. In the event of noncompliance, the Town may declare the contractor in breach and take any necessary legal recourse including termination and/or cancellation of the contract. Award will not be made to any person, firm or company in default of a contract with the Town, the State of Rhode Island or the Federal Government. Neither party shall be liable for any inability to perform its obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or other act of God.

3 The proposal shall be prepared in accordance with applicable Federal and State law and regulations. Each and every provision and clause required by law to be inserted in any subsequent Contract shall be deemed to be inserted herein and the contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party, the Contract shall forthwith be physically amended to make such insertion or correction. The prices quoted shall include labor and materials necessary to complete the project. Written approval from the Superintendent of Schools must be obtained for any changes or substitutions. The Superintendent, or designee, and the Director of Facilities Operations will inspect the materials and the completed projected before approval for payment is given. The vendor must use the attached Proposal Submittal Form when submitting a proposal. Questions or concerns should be communicated to Patricia Dubois, Glocester Superintendent at or John Obiurka, Director of Facility Operations at

4 PROJECT DESCRIPTION The Glocester School Department is soliciting proposals for Architectural Services RIDE 5 Year Capital Plan. PERMITS AND FEES All local and state permit(s) shall be obtained by the bidder/contractor prior to installation/delivery. All permit fees and inspection fees must be included in the bid price. REFERENCES The vendor must submit at least three (3) references from school districts where they have provided comparable architectural services in designing a RIDE 5 year capital plan. BASIS FOR AWARD The Glocester School Committee shall award the contract to the lowest responsive and responsible proposal. Factors other than price will be used in determining the lowest responsible and responsive proposal. Those factors include: demonstrated experience in the type of work required, quality of the work performed previously by the vendor for school districts, professional background, experience, service and expertise of the company and length and coverage of all warranties that cover the equipment. The Glocester School Committee reserves the right to reject any or all proposals, to award partial proposals, to waive irregularities in any proposal or to accept any proposals or to accept that proposal deemed in the best interest of the Glocester School Department. Where prices are the same, the School Department reserves the right to award to one vendor or to split the award. The quality of performance of previous contracts or services is an important component as is the ability of the vendor to provide future maintenance. In case of error in the extension of prices quoted, the unit price will govern. INSURANCE The vendor is responsible for proper insurance. The vendor shall purchase and maintain insurance which will protect him from claims arising out of or resulting from his activities under this contract, whether those activities are performed by himself, by any sub vendor or by anyone directly or indirectly employed by any one of them or by anyone whose acts may be liable. Vendors must submit proof of coverage under the Workers Compensation insurance system of the State of Rhode Island or other similar benefit acts. Vendors shall submit a valid certificate of insurance naming The Glocester School Department as an additional insured. All coverage shall be on an occurrence form with minimum acceptable coverage as follows:

5 Commercial General Liability: $2,000,000 Each Occurrence $2,000,000 General Aggregate $2,000,000 Products and Completed Operations Aggregate $2,000,000 Personal & Advertising Injury Business Automobile Insurance $2,000,000 The company providing the insurance and bonds shall be a duly authorized insurance company with a rating of or greater than A- as rated by the A.M. Best Co., must be listed on the Department of Treasury Circular #570, must be satisfactory to the Glocester School Department and authorized to do business in the State of Rhode Island. If the Glocester School Department permits the Contractor to use any of the Glocester School Department equipment, tools or facilities, such use shall be gratuitous and the Contractor shall release the Glocester School Department from any responsibility arising from claims for personal injuries, including death, arising out of the use of such equipment, tools or facilities, irrespective of the condition thereof or any negligence on the part of the Glocester School Department in permitting their use. PREVAILING WAGES This is a public works contract in excess of $1,000. All wages paid under this contract must be at the prevailing wage at the time of the opening of this proposal and must comply with Rhode Island General Laws , et seq. Vendors must supply written evidence that all wages have been calculated in accordance with the prevailing wages in effect at the time of the proposal. Applicable prevailing wage rate schedules are available at the Rhode Island Department of Labor. Submittal of certified payrolls shall be a requirement of each payment request in order for such request to be considered. CONTRACTOR RECORDS The Contractor shall maintain records in accordance with all applicable laws. CONDITION OF WORK No claim for extra compensation shall be entertained for work required to be done which preliminary examination of the site would have revealed as necessary to accomplish the purpose intended or indicated herein. LAWS AND REGULATIONS All applicable Federal and State laws, municipal ordinances and the rules and regulations of authorities having jurisdiction over the proposed work shall apply to the contract throughout, and they will be deemed included in the contract the same as though herein written out in full.

6 13. QUALIFICATIONS OF VENDORS AND SUB-VENDORS The Glocester School Department may make such investigations as deemed necessary to determine the ability of the vendor and all sub-vendors to perform the work. The vendor or sub-vendors shall furnish to the Glocester School Department information and data for this purpose as the Glocester School Department may request. reserves the right to reject any proposal if the evidence submitted by, or investigation of such vendor or sub-vendors, fails to satisfy the Glocester School Department that the vendor(s) are is/are properly qualified to carry out the obligations of the contract and to complete the work. Summary The Glocester School Department buildings consist of two buildings measuring about 50,000 square feet each. Fogarty Memorial Elementary School is located at 736 Snake Hill Road, Glocester, RI and West Glocester Elementary School located at 111 Reynolds Road, Glocester, RI. These buildings contain classrooms, office spaces, cafeteria, gym, and a kitchen/cafeteria. The Glocester School Department is seeking proposals from interested architectural and engineering (A/E) firms for conceptual design and cost estimate for a five (5) year capital improvement program that must conform to RIDE specifications. This project requires assembling and completion of the School s RIDE Stage I Application and the development of a design concept and cost estimate for use in the completion of a RIDE Stage II Application ). The A/E s RIDE application efforts shall be in accordance with and conform to RIDE School Construction Regulations (5/24/07), a copy of which is available online at the RIDE website: ( Investments/School-Facilities/School-Construction-Program/Necessity-of-Construction-Revised- January-08.pdf and Regulations/School-Construction-July-2007.pdf ) It is expected that the schematic design arising from this scope of work will be used as the basis for the subsequent phases of work including production and completion of a full set of construction plans and specifications to be used in the ultimate bidding, negotiation and construction of the project. It is intended, though not guaranteed, that the team selected to complete the Stage I and Stage II schematic design would complete the subsequent phases of work as funding to do so is secured. Nevertheless, the subsequent scope of work will be negotiated under a separate contract and may be awarded to other A/E firms/teams if it is in the interest of the Glocester School Department to do so.

7 All proposals must comply with RIDE School Construction Regulations as amended, and Stage I and II application checklist, with sufficient information for the Board of Regents to approve the five (5) year capital plan. Project Scope of Work The A/E firm shall conduct a thorough review of all existing conditions and develop a RIDE approvable Five (5) Year Capital Plan. The A/E firm shall determine the best approach to resolving any facility deficiencies it may discover, focusing on those that relate to health and safety. This review and five year capital plan shall consider all aspects of the design including but not limited to site, traffic conditions, architectural, educational, structural, mechanical, electrical, utilities and fire protection. The Five (5) Year Capital Plan must ensure that the proposed design improvements are feasible, affordable, and responsive to all the needs of the Glocester School Department, from functional requirements to community image. The review and five year capital plan shall address any structural enhancements needed for meeting all current applicable building codes including those pertaining to seismic forces, flood and wind loading. The review and five year capital plan shall also address the extent of any contaminants or hazardous material that might impact a design concept produced, and subsurface conditions that likewise might affect the design. Results of the review and the five year capital plan shall be presented to the Glocester School Committee in a presentation at a public meeting, as well as in written and electronic formats. The Glocester School Department is committed to an environmentally sustainable design as a goal of the Five Year Capital Plan. At a minimum, the projects recommended through the five year capital plan will conform to Northeast Collaborative for High Performance Schools Protocol (NE-CHPS) pursuant to RIDE regulations. Further, the school facility shall be an educational tool in itself in terms of environmental systems and community function. Upon successful review and acceptance of above five year capital plan by the Glocester School Department, the A/E firm may be directed by the Glocester School Department and/or designee to proceed with the development of the schematic design for Stage II submission. This schematic design shall include but not be limited to schematic drawings for site (including utilities), architectural, structural, mechanical, fire protection and electrical as well as a detailed cost estimate by discipline. Like the report, the schematic design shall be conveyed to the Superintendent of Schools in written and electronic format as well as presented to the Superintendent of Schools and/or the Glocester School Committee. It is anticipated that the development of the schematic design will be an iterative process with the Glocester School Department and the selected A/E firm. It will be the responsibility of the successful A/E firm to schedule periodic meetings and/or presentations with the Superintendent of Schools as they develop the work proposed. It is further expected that the A/E firm will conduct and participate in public informational workshops if requested by the Superintendent of Schools.

8 All the deliverables from this contract such as the A/E s analysis, schematic drawings, cost estimates etc. shall become the property of the Glocester School Department.

9 Proposal Submittal Form Architectural Services RIDE 5 Year Capital Plan STAGE I Proposal Amount in Numbers STAGE II Proposal Amount in Words Proposal Amount in Numbers Proposal Amount in Words TOTAL STAGE I & STAGE II Proposal Amount in Numbers Proposal Amount in Words

10 Please attach hourly rates for services from your firm. Company Name: Address: City/Town: State: Zip: Telephone: I hereby declare that I am the of Title, and I have submitted a Company Proposal that conforms to the bid specifications except as specifically noted in my Proposal. Printed Name of Authorized Vendor: Signature of Authorized Vendor: Date:

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