June 9, Sincerely, Kathy Durgin-Leighton Executive Director, YWCA. YWCA of Central Maine 130 East Avenue, Lewiston, Maine

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1 June 9, 2015 The Young Women s Christian Association of Central Maine, a non-profit corporation (hereinafter the YWCA ) is accepting written proposals for professional architectural and engineering services related to building improvements for the building at 130 East Avenue, Lewiston Maine. The YWCA reserves the right to accept or reject any or all proposals in whole or in part and to waive any informality the YWCA may determine is necessary. The YWCA also reserves to itself the exclusive right to accept any proposals when it is deemed by the YWCA to be in its best interest. In awarding any proposal, the YWCA may consider, but not be limited to, any of the following factors: the cost, the consultant s performance on similar projects, recommendations and opinions from previous clients, and financial standing of the YWCA. Documents can be obtained electronically on the YWCA s website Inquiries regarding this Request for Proposals should be directed to Kathy Durgin-Leighton, Executive Director for the YWCA, via at kleighton@ywcamaine.org or telephone Proposals will be opened at 2:00 p.m. Thursday, July 9, Five copies of the proposal must be delivered to Kathy Durgin-Leighton, YWCA, 130 East Avenue, Auburn, Maine on or before the date and time appointed. No proposals will be accepted after the time and date listed above. Sincerely, Kathy Durgin-Leighton Executive Director, YWCA YWCA of Central Maine

2 Table of Contents PROJECT DESCRIPTION... 3 INSTRUCTIONS TO INTERESTED PARTIES... 3 SELECTION PROCESS... 4 SELECTION CRITERIA 5 TASKS OF THE CONSULTANT... 6 YWCA Request for Proposals Page 2 of 6

3 I. PROJECT DESCRIPTION Over the next several years the YWCA will undertake improvements to its building at 130 East Avenue, Lewiston. The original building constructed in 1971 includes the swimming pool, locker rooms, the heating system and most of the mechanicals. A major addition was built in This section includes a half-court gymnasium, and the portion of the building that currently serves as the day care center and vacant office space. The middle section, also built in 1986 serves as the reception area, a conference room and offices. A pool upgrade was completed in Improvements under consideration are general building upgrades including recommending corrective roofing measures for known roof issues, updating the locker room area, developing an expanded spectator viewing area for the pool, pool upgrades, and assisting with space planning to convert the basement level into a child care facility. The scope will also include improvements which will lead to efficient use of energy. The YWCA is soliciting proposals for architectural/engineering services to assess the building s condition, review the facility for compliance with current building and life safety codes and ADA accessibility standards, identify necessary improvements to make the building more efficient in use and energy costs, identify associated improvement costs. The consultant will also establish a phasing plan based on construction priorities and produce a concept plan that will identify areas of improvements for fund raising and grant writing purposes. This work may lead to design services and construction administration assistance in the near future. The YWCA will make available to the consultant architectural plans and drawings of the building as well as past utility usage. II. INSTRUCTIONS TO INTERESTED PARTIES a. Building Inspection and Familiarity with Challenges There will be a mandatory walking tour of the entire building for consultants to acquaint themselves with the existing conditions. The first tour will begin at 1:00 pm on Monday, June 15, and the second tour will begin at 9:30 am on Friday, June 19. Please contact Kathy Durgin-Leighton at to schedule your walk through. At this time prospective consultants will also have an opportunity to review architectural drawings of the building. b. Receiving Proposals Proposals will be received until 2 pm on Thursday, July 9, 2015 at the YWCA, 130 East Avenue, Lewiston, ME after which time all further proposal submissions will be YWCA Request for Proposals Page 3 of 6

4 refused by the YWCA. Five proposals will be delivered in an envelope that is marked YWCA Building Assessment. c. Contract Performance A contract will be awarded by July 30. The consultant is expected to complete the work by October 30, d. Additional Information Inquiries may be made to the YWCA at 130 East Avenue, Lewiston, ME or by contacting Kathy Durgin-Leighton, Executive Director, at e. Insurance The YWCA will require that the consultant have insurance during the term of the contract as follows: 1. Statutory Workers Compensation 2. General Liability General Aggregate ($2,000,000 minimum) 3. Automobile ($1,000,000 minimum) 4. Employers Liability Insurance ($1,000,000 minimum) Consultant will name the YWCA as an additional insured under its policies and will provide a Certificate of Insurance with provisions for a thirty day cancellation notice to the YWCA. f. Subcontracting The Consultant shall not subcontract any part of the work or materials or assign any monies due it without first obtaining the written consent of the YWCA. Neither party shall assign or transfer its interest in the contract without the written consent of the other party. g. Proposal Format Proposals shall contain, at a minimum, the following information: 1. Cover letter from a principal of the firm submitting the proposal, including a signature, on behalf of their company or consortium; 2. A summary of the firm s background and experience. Include three examples of similar work of comparable projects done by the firm; 3. Name, business address, , fax and telephone number, and resume of all responsible personnel participating in this project; YWCA Request for Proposals Page 4 of 6

5 4. Principal to be in charge; 5. Examples of past work done by the responsible personnel; 6. A description of services to be provided and the approach that the firm proposes to complete the tasks; 7. A list of 3 to 5 references which can attest to the firm s work experience and expertise; 8. Listing of subcontractors who would be engaged by the Consultant for this project and their qualifications; 9. Any other information that would be useful to the YWCA in evaluating your proposal. 10. Compensation for Phase I of the Tasks; and 11. Hourly fees with standard billing rates. III. SELECTION PROCESS The selection of a consultant will be based on the proposal that best serves the interests of the YWCA. The YWCA reserves the right to accept any proposal, in whole or in part, to achieve the best proposal as determined by the YWCA at its sole discretion. The YWCA also reserves the right to reject any or all proposals, or to waive any irregularities. Firms considered for section must have demonstrated experience in performing architectural and engineering design capabilities for implementing energy savings retrofits and other improvements. Proposals will be reviewed and ranked by the Building Committee made up of the YWCA s Executive Director, Board President, and several members of a Building Committee. The committee will make a recommendation to the Board of Directors who will make the final selection decision. The Committee may conduct interviews with the highest rated firms to clearly understand their qualifications and proposal. Interviews will be scheduled the week of July 27 th. IV. SELECTION CRITERIA a. Specific experience with similar projects (30 points) b. Background and experience of staff members who would be assigned to the project (30 point) c. Fee (30 points) d. References (10 points) YWCA Request for Proposals Page 5 of 6

6 V. TASKS OF THE CONSULTANT a. Phase I: Building Assessment Perform a thorough evaluation of the building s systems, building operations, building envelope and existing operational programs within this facility and produce a document that illustrates the savings that can be expected by energy related improvements. Evaluate the condition of building components and produce an existing conditions report. Provide recommendations for other building improvements including energy-savings measures. Propose a logical phasing plan for undertaking improvements over a multiyear construction period taking into consideration ongoing programming within the building. Provide an estimate of costs for all improvements. Produce concept design/rendering for fundraising purposes. b. Phase II: Project Implementation Scheduling other phases of the work will be at the discretion of the YWCA. The YWCA may elect to utilize the selected firm for construction phases. The work would include: Design and engineer projects selected for implementation. Develop detailed time lines and revise construction cost estimates. Produce contract drawings and bidding documents Assist the YWCA in bidding/awarding contracts. Assist the YWCA in implementation of the approved projects through Construction Administration. YWCA Request for Proposals Page 6 of 6