TOWN OF MILFORD REQUEST FOR QUALIFICATIONS DESIGNER SERVICES FOR LIBRARY ROOF REPLACEMENT

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1 TOWN OF MILFORD REQUEST FOR QUALIFICATIONS DESIGNER SERVICES FOR LIBRARY ROOF REPLACEMENT The Milford Board of Library Trustees, as the Awarding Authority, invites the submission of qualifications by responsible firms to perform full and complete design and bidding services for the renovation of the Milford Library, 80 Spruce Street in Milford, MA. This is a qualifications-based selection process. All submissions, to be considered, must be prepared in accordance with the requirements specified in this Request for Qualifications and in accordance with applicable provisions of Massachusetts General Laws, Chapter 7. The fee is to be negotiated with the firm having the number one ranked proposal. If an agreement cannot be reached with the first choice, the Awarding Authority will negotiate with the next highest ranked firm. The fee proposal is to be placed in a separate sealed envelope bearing the title Fee Proposal Milford Library Roof Replacement and included with the proposal. The total fee to be negotiated shall not exceed $45,000. Copies of the full RFQ documents and required forms are available at the Town Administrator s office, the Library website, and the Town website. Six (6) hard copies of all Submission Requirements must be submitted to: Susan Edmonds, Library Director Milford Library 80 Spruce Street Milford, MA Submissions are due on or before February 7, 2014 at 2:00 PM. Any submission received after this time and date will not be considered and will be returned to the respondent unopened. The clock in the Library Director s office shall represent the official time for purposes of this determination. Copies of Submission Forms, and any inquiries regarding the information contained in this Request for Qualifications, shall be directed to the Town Engineer, Vonnie Reis, P.E., by or fax All questions must be submitted in writing. The deadline for questions will be 5:00 PM on February 3, All Addenda will be posted on the Library and Town websites. Interested parties are responsible to check the website for Addenda. The Milford Board of Library Trustees reserves the right to waive any informality in the submissions, to reject any or all submissions, or to accept any submission which it deems to be in the best interest of the Town of Milford. Interested parties are instructed to check the Town s website for addenda to this RFQ. Submissions are to be sealed and properly indentified on the outer envelope as Qualifications for Milford Library Roof Replacement. Price proposals are to be in a separate sealed envelope, appropriately marked. Board of Library Trustees Town of Milford January 15,

2 PART 1: INTRODUCTION A. General TOWN OF MILFORD REQUEST FOR QUALIFICATIONS DESIGNER SERVICES FOR LIBRARY ROOF REPLACEMENT The Milford Board of Library Trustees, as the Awarding Authority, invites the submission of qualifications by responsible firms to perform full and complete design and bidding services for the renovation of the Milford Library, 80 Spruce Street in Milford, MA. This is a qualifications-based selection process. All submissions, to be considered, must be prepared in accordance with the requirements specified in this Request for Qualifications and in accordance with applicable provisions of Massachusetts General Laws, Chapter 7. The fee is to be negotiated with the firm having the number one ranked proposal. If an agreement cannot be reached with the first choice, the Awarding Authority will negotiate with the next highest ranked firm. The fee proposal is to be placed in a separate sealed envelope bearing the title Fee Proposal Milford Library Roof Replacement and included with the proposal. The total fee to be negotiated shall not exceed $45,000. Copies of the full RFQ documents and required forms are available at the Town Administrator s office, the Library website, and the Town website. Six (6) hard copies of all Submission Requirements must be submitted to: Susan Edmonds, Library Director Milford Library 80 Spruce Street Milford, MA Submissions are due on or before February 7, 2014 at 2:00 PM. Any submission received after this time and date will not be considered and will be returned to the respondent unopened. The clock in the Library Director s office shall represent the official time for purposes of this determination. Copies of Submission Forms, and any inquiries regarding the information contained in this Request for Qualifications, shall be directed to the Town Engineer by or fax All questions must be submitted in writing. The deadline for questions will be 5:00 PM on February 3, All Addenda will be posted on the Library and Town websites. Interested parties are responsible to check the website for Addenda. The Milford Board of Library Trustees reserves the right to waive any informality in the submissions, to reject any or all submissions, or to accept any submission which it deems to be in the best interest of the Town of Milford. Interested parties are instructed to check the Town s website for addenda to this RFQ. Submissions are to be sealed and properly indentified on the outer envelope as Qualifications for Milford Library Roof Replacement. Price proposals are to be in a separate sealed envelope, appropriately marked. Board of Library Trustees Town of Milford January 15,

3 B. Design and Bidding Fee The design and bidding lump-sum fee shall not exceed $45,000. Fee will be negotiated after designer selection is complete. The proposed fee shall include all labor, overhead, markup, and expenses. Additional allowances for copies, postage, per diem, equipment rental, or other expenses necessary to conduct the work will not be allowed. Mileage to and from the site will be paid at $0.565/mile, or the current Federal rate. Markup allowed for subcontractors and expenses shall not exceed 10%. The selected architect/engineer shall also provide an hourly rate schedule for pertinent staff, including all overhead, profit, and expenses, for the purpose of negotiating changes. C. Preliminary Estimated Construction Cost The preliminary estimated construction cost for the Library Roof Replacement is approximately $276,000, including contingency. D. Pre-proposal Meeting and Site Walk A Pre-proposal meeting will be held on January 30, 2014 at 10:00 AM at the Library and will be immediately followed by an inspection of the roof. Snow/Rain date will be January 31, Access to the Library roof will not be permitted at any other time. The deadline for questions will be February 3, 2014 at 5 PM. PART 2: SELECTION PROCESS A. General 1. The Selection Committee (hereafter Selection Committee ) will utilize the SELECTION CRITERIA (see below) to evaluate submissions. The evaluation will be based upon the information submitted and information solicited by the Selection Committee from various sources and references. The Selection Committee shall consist of a member of the Milford Board of Selectmen, the Town Engineer, the Building Commissioner, the Library Sr. Custodian, a member of the Library Committee, and the Library Director. 2. The Selection Committee may also choose to interview up to three (3) firms or individuals selected as finalists. If interviews are to be held, firms or individuals will be notified at least five (5) business days prior to their scheduled interview. 3. During the evaluation or review process, the Selection Committee reserves the right to request additional information or clarification from any submitter, or to allow corrections of errors or omissions. 4. The Selection Committee shall make a recommendation to the Awarding Authority. The Awarding Authority reserves the right to reject any or all proposals and to waive any informalities or irregularities should it deem it to be in the best interest of the Town of Milford. 5. All firms or individuals submitting proposals will be notified of the Awarding Authority s final selection. PART 3: SELECTION CRITERIA A. General Requirements 1. Ability to demonstrate a high degree of quality and experience in completion of projects of a similar nature. Evaluation of project approach including staffing of project and qualifications, value engineering, information management, application of existing information and other management and administrative systems related to the scope of work. Ability to work with a wide range of agents on behalf of the Awarding Authority. 3

4 2. Massachusetts licensing and registration in all applicable design disciplines, including but not limited to architectural; structural; electrical; plumbing, heating, ventilation and air conditioning; and civil. 3. Ability to demonstrate experience in progressive problem solving for projects of a similar size and scope. 4. History of work within the public sector, especially in the planning and management of public building maintenance and construction programs. Demonstrated experience on similar projects in the past five (5) years. 5. Evaluation of references for similar projects completed in the past five (5) years. 6. Thorough knowledge of the Massachusetts State Building Code(s), Massachusetts Architectural Access Board (AAB), Americans with Disabilities Act (ADA), and all other pertinent codes and regulations related to successful completion of the project. 7. Completeness of the proposal package. B. Evaluation and Scoring The following point system will be used to evaluate the proposals. Description Points 1 Ability to complete project, project approach and 25 max. understanding, value engineering, etc. 2 Experience and qualification of project team; 20 max. professional registrations 3 Experience with similar projects in the past five (5) years 10 max 4 Experience with municipal projects in the past five (5) 10 max. years 5 Client references for similar projects completed in the 15 max. past five (5) years 6 Demonstrated knowledege of State building Code, AAB, 15 max. ADA, and other applicable codes 7 Completeness of submission requirements, as described herein 5 max. PART 4: GENERAL AND SPECIAL PROVISIONS A. General 1. The Awarding Authority reserves the right to reject any and all proposals and to waive any informalities or irregularities as it deems in the best interest of the Town of Milford. 2. All submittals, materials, drawings, plans, etc., submitted for consideration shall be considered public information unless clearly marked as PROPRIETARY by the responder. 3. The selected responder, and any sub-consultants of the selected responder, shall be expected to comply with all federal, state, and local rules, regulations, and laws applicable to the project(s) without limitation including all federal, state, and local bidding, environmental, building and safety rules, regulations, and laws in the performance of services. 4. The consideration of all submittals and the subsequent selection of the successful responder shall be made without regard to race, color, sex, age, handicap, religion, political affiliation or national origin. 5. The selected responder, and all sub-consultants of the successful respondent, shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth (Chapter 151B of the Massachusetts General Laws). 4

5 6. The successful responder, and all sub-consultants of the successful responder, shall assure the Awarding Authority that it will carry out the performance of services in full compliance with all requirements imposed by or pursuant to Title VI of the Civil Rights Act of 1964 (78 Stat.252), and any executive orders of the Governor of the Commonwealth as such may from time to time be amended. 7. The provisions related to non-discrimination and affirmative action in employment shall flow through all contracts and subcontracts that the successful responder may receive or award as a result of this contract on behalf of the Awarding Authority. PART 5: SUBMISSION REQUIREMENTS A. Outline 1. Cover letter outlining contact person for the Respondent: including title, telephone, FAX number and address. 2. Names and addresses of all partners, officers, directors and owners, i.e., persons with an ownership interest in the firm of more than five percent. 3. Names and registration certification numbers of those officers, directors, and owners who are registered architects or professional engineers. 4. A full listing of all persons to be assigned to the project including all sub consultants to be used which includes the following: a. Individuals resumes including work performed on all projects of similar scope and scale over the past five (5) years. b. Each Individual s qualifications for the project including a listing of all Massachusetts Registrations by discipline, licenses, or other documentation of qualifications. 5. A complete listing of and contact information for all similar projects performed by your firm or as an individual over the past five (5) years. For each such project, provide a complete project description, as well as client name and contact person, including address, telephone and addresses. The Awarding Authority reserves the right to contact any client listed, or not listed, for the purpose of obtaining referenced information. Copies of selected studies or plans may be requested. The Proponent must demonstrate successful completion of at least three (3) similar projects in the past five (5) years. 6. A list of, and contact information for, all projects in which you or your firm is currently involved and their projected completion dates. 7. Evidence that you possess the knowledge and skill to: a. Identify value engineering solutions to address recommended building improvements and building deficiencies; b. Design construction plans and specifications for implementation of the recommended improvements; c. Provide adequate information for design review at the 50% and 100% complete stages; d. Provide an accurate Engineer s Estimate of Probable Cost; e. Prepare a construction sequencing plan; f. Work with the Board of Library Trustees; g. Provide the Awarding Authority with monthly status reports, as agreed upon by the parties, with respect to the overall status of the work during both design and construction; h. Assist the Awarding Authority with the solicitation, opening, and evaluation of construction bids. i. Conduct shop drawing review, respond to Requests for Information (RFIs), and negotiate and process Change Orders; j. Provide part-time Resident Engineering Services. 8. Completion and signing of Certification attached as Exhibit A. 5

6 9. Documentation of financial stability, documentation of bonding capacity, credit references, or other documentation to demonstrate financial solvency of the firm or individual responder. 10. Documentation of licensing and registration within the State of Massachusetts and other relevant documentation of personal qualification related to the project(s). 11. Additional information related to the responder s (and sub-consultant s, if any) qualifications and experience to perform the work (letters of reference, description of project methods utilized for comparable projects, etc.), and similar supplementary information may be provided. B. Format 1. The Town of Milford Strives to be sustainable. Submissions shall be printed double sided on 8 ½ x 11 paper. Do not use plastic covers, 3-ring binders, spiral binders, or wire binders. Staples or GBC binders are acceptable. 2. Additional reports, photos, or other relevant information shall be submitted electronically on CD. 3. The Cost Proposal and Qualifications Proposal shall be submitted in separate, sealed envelopes. PART 6: SCOPE OF SERVICE A. Background The Library was originally built in 1986 and renovated in The roof is original to the 1986 construction. It is a flat rubber roof covered with gravel, with slate surrounding the exterior sides. Below the roof is fascia board that must be inspected and, if needed, painted or repaired. Note that HVAC and heating units are not located on the roof. HVAC units are located behind the library in the staff parking lot. However, heating vents are located on the roof. The Library is open six days a week (Monday through Saturday). Access and public safety shall be part of the construction phasing plan. As determined during the preliminary design stage, the roof replacement will include the following work: Completely remove existing roofing down to the roof decking level; Disconnect mechanical units and reconnect at end of job; Install new polyisocyanurate insulation (minimum R-value = 25), tapered to provide positive drainage; Install an adhered 80 mil PVC roof system complete with flashings, PVC laminated perimeter sheet metal & manufacturer's 30-year warranty; Install and flash new roof drains; Install and flash new roof hatch; Remove and replace cracked or broken slate. The selected responder will assist the Awarding Authority in the development and preparation of plans and specifications for the consistent with the established and/or proposed budget, code requirements and other objectives on behalf of the Town of Milford, through its Awarding Authority. The selected respondent will coordinate the entire process. 6

7 B. Scope of Work In summary, the Scope includes all work required to complete the following: 1. Conduct preliminary Value Engineering to finalize the recommended roof replacement and budget. 2. Preparation of Contract Plans and Specifications for the work required to renovate replace the Library roof. Design review shall be conducted at the 50%, and 100% milestones. Final plans and specifications shall be stamped by a Massachusetts Registered Engineer. 3. One electronic set, in PDF format, and three hard copy sets of Final Plans and Specifications shall be provided to the Town. One electronic set of drawings in AutoCAD format shall also be provided. 4. Preparation of an estimate of probable construction cost, prior to bidding. Construction cost estimates will be updated and submitted at each design review stage. 5. Preparation of a preliminary construction schedule and sequencing plan, to be updated and submitted at each design review stage. 6. Bidding assistance to include preparation and submission of advertisements, including all associated costs; response to Requests for Information from potential bidders; preparation and electronic distribution of Addenda; and assistance during fee negotiations. All bid documents are to be distributed electronically, through a link to the Town s website. 7. Construction assistance to include part-time construction inspection (8 hrs per week); review of shop drawings, requests for information, pay requests, and change orders; punch list inspection and final inspection; generation of punch list; and recommendation for project closeout. PART 7: DELIVERABLES A. The following deliverables will be required: 1. Interim deliverables: Four (4) hard copies of 50%, and 100% plans and specifications for review. 2. Meeting notes from all progress meetings. 3. Final deliverables: Three (3) hard copies and one (1) electronic copy of final plans and specifications, Engineer s estimate of probable construction cost, and construction schedule. 4. Invitation to bid and submission to the Central Register, the Milford Town Crier and the Milford Daily News. PART 8: SCHEDULE The schedule for design will be three months from the time the Notice to Proceed is issued. PART 9: AVAILABLE RESOURCES Plans of the Library building from 1986 and 2007 are in the map drawer located in the Milford Room at the Library. 7

8 Exhibit A CERTIFICATION The applicant hereby certifies that: 1. The applicant has not given, offered, or agreed to give any gift, contribution, or offer of employment as an inducement for, or in connection with, the award of contract for these services. 2. No consultant to, or subcontractor for, the applicant has given, offered, or agreed to give any gift, contribution, or, offer of employment to the applicant, or, to any other person, corporation, or entity as an inducement for, or, in connection with, the award of the consultant of subcontractor of a contract by the applicant. 3. No person, corporation, or, other entity, other than a bona fide full-time employee to the applicant has been retained or hired to solicit for or in any way assist the applicant in obtaining the contract for services upon an agreement or understanding that such person, corporation, or entity be paid a fee or other compensation contingent upon the award of the contract to the applicant. I hereby attest with full knowledge of the penalties for perjury, as in accordance with Massachusetts G.L.c.7, 38E, that all information provided in this application for services is correct. Firm Signed (Typed) Signed (Written) Title Date 8

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