State of Vermont Agency of Natural Resources Department of Forests, Parks and Recreation 1 National Life Drive, Dewey 2 Montpelier, VT 05620-3801 www.vtfpr.org SEALED BID
REQUEST FOR PROPOSAL Architectural, Landscape Architecture and Engineering Design Services for Gifford Woods and Groton Maintenance Shop Facilities and Sites
ISSUE DATE: September 21, 2018
MANDATORY* BIDDERS’ CONFERENCES: (*See invitation for details)
Groton Shop Maintenance Facility, 1636 VT Route 232, Marshfield: Thursday, October 4, 2018 beginning at 1:00 PM.
Gifford Woods Maintenance Facility, 515 VT Route 100, Killington: Friday, October 5, 2018 beginning at 10:00 AM.
FINAL QUESTIONS DUE BY: Friday, October 12, 2018 4:00 PM (Local Time)
ANSWERS POSTED BY: Tuesday, October 16, 2018 4:00 PM (Local Time)
RFP RESPONSES DUE BY: Thursday, October 25, 2019 4:00 PM (Local Time)
RFP RESPONSES MUST BE RECEIVED BY:
Frank Spaulding, Parks Projects Coordinator Vermont Department of Forests, Parks and Recreation, 1 National Life Drive, Dewey 2, Montpelier, VT 05620-3801
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND AMENDMENTS ASSOCIATED WITH THIS RFP WILL BE POSTED AT:
http://www.vermontbidsystem.com/
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND AMENDMENTS ASSOCIATED WITH THIS RFP.
STATE CONTACT: Frank Spaulding, Parks Projects Coordinator TELEPHONE: (802) 522-0798 E-MAIL: [email protected]
INDEX
INVITATION TO SUBMIT PROPOSAL
INSTRUCTIONS FOR FIRMS SUBMITTING PROPOSAL
CERTIFICATE OF COMPLIANCE AND CONSULTANT STATEMENT OF QUALIFICATIONS
PROJECT BACKGROUND
PROGRAM GOALS
SCOPE OF SERVICES
SCHEDULE
PAYMENT STRUCTURE
SELECTION PROCESS INCLUDING SELECTION CRITERIA
BASIS OF AWARD
STATEMENT OF RIGHTS
SAMPLE CONTRACT AND ATTACHMENTS: • FPR CONTRACT FOR PERSONAL SERVICES FOR ARCHITECTURE AND ENGINEERING • ATTACHMENT C: STANDARD STATE PROVISIONS FOR CONTRACTS AND GRANTS • ATTACHMENT D: STANDARD STATE PROVISIONS ARCHITECT/ENGINEER PROFESSIONAL SERVICE AGREEMENT • GIFFORD WOOD RFP DOCUMENTS • GROTON RFP DOCUMENTS
Gifford Woods and Groton Maintenance Facilities RFP
INVITATION TO SUBMIT PROPOSALS DEPARTMENT OF FORESTS, PARKS AND RECREATION STATE OF VERMONT
Your design team is invited to submit a proposal to provide A&E services for plans for the redevelopment of two State Park regional maintenance shop facilities including site plans, conceptual design and phasing recommendation for existing and proposed structures.
Sealed proposals will be received by the Department of Forests, Parks and Recreation at the location and until the time indicated on the cover of this RFP
Mandatory* pre-bid meetings will be held at the locations, date and time indicated on the cover of this RFP.
ATTENDANCE IS REQUIRED AT PRE-BID AS FOLLOWS: The pre-bid at the GROTON SHOP must be attended by a member of the lead proposing firm. The pre-bid at the GIFFORD WOODS SHOP must be attended by a member of either the lead firm or a member of the sub-consultants on the proposed team.
It is not necessary for all sub-consultants to have attended the pre-bid.
Both sites remain open for unguided exterior viewing during normal business hours. Please check in with State staff onsite upon arrival. Checking in is for safety purposes and will not substitute for mandatory attendance at the scheduled pre-bids as detailed above.
Proposals shall be submitted by hard copy or email; faxed proposals will not be accepted. Proposals must be received by the deadline; late proposals will not be accepted.
PLEASE NOTE THAT THE BID DELIVERY LOCTION HAS CHANGED – Dewey building is located on the National Life campus at 1 National Life Drive, Montpelier, VT Please plan accordingly for email, postal or hand delivery, weather or any other issues.
Attached with this invitation are the project documents.
Your attention is directed to the special submission instructions. Follow the instructions carefully.
You should carefully review the entire RFP.
Questions concerning this Request for Proposal should be directed to the State Contact indicated on the cover of this RFP
Questions other than those asked at the project showing will be received via e-mail only the date and time indicated on the cover of this RFP
Gifford Woods and Groton Maintenance Facilities RFP
INSTRUCTIONS TO FIRMS SUBMITTING PROPOSALS
1. Read all provided materials carefully.
2. Provide all information as requested by this RFP. Proposals will be evaluated based upon the information being requested and addressed.
3. It is presumed that the proposing team will meet the requirements and desired outcomes of the RFP as written. Proposing firms should detail deviations from or call attention to specific required and desired outcomes.
4. Provide any additional information that may assist the selection committee in determining the firm’s ability to perform the required tasks.
5. Submission requirements:
To be considered responsive to this Request for Proposal (RFP), your firm must:
• Submit your proposal to FPR by the deadline
• Submit one (1) copy of the Proposal if it is a paper copy. These are to be submitted in an opaque sealed envelope. Additional copies may be requested for team review if your team is selected for an interview.
• Clearly indicate the following information on the outside of the sealed envelope: Name and address of the proposing firm Envelope contents (e.g. Proposal) Project name Due date and time
• Submit proposal to: VT Department of Forests, Parks and Recreation Attn.: Frank Spaulding 1 National Life Drive, Davis 2 Montpelier, Vermont 05620-3801 Or [email protected]
Submit RFP information, other than pre-printed promotional material, on double-sided pages. Pages are to be no larger than 8 ½” x 11”. Packets of submitted material shall be bound by only a staple or clip at the upper left corner of the sheet. Do not use plastic binders or covers. Glossy and other hard to recycle material are discouraged. Material must be able to be scanned.
Gifford Woods and Groton Maintenance Facilities RFP
CERTIFICATE OF COMPLIANCE
For a proposal to be considered valid, this form must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal.
A. NON COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received from or given to a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation.
B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP.
C. Executive Order 05 – 16: Climate Change Considerations in State Procurements Certification
Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims):
1. Bidder owns, leases or utilizes, for business purposes, space that has received: Energy Star® Certification LEED®, Green Globes®, or Living Buildings Challenge℠ Certification Other internationally recognized building certification:
______
2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency Program in the last five years for energy efficient improvements made at bidder’s place of business. Please explain:
______
3. Please Check all that apply: Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder consumes renewable electricity through voluntary purchase or offset, provided no such claimed power can be double-claimed by another party. Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business. Bidder’s heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants. Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? ______ Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc.. Bidder offers employees an option for a fossil fuel divestment retirement account. Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency and conservation. Please explain:
Gifford Woods and Groton Maintenance Facilities RFP
4. Please list any additional practices that promote clean energy and take action to address climate change:
______
______
______3
D. Acknowledge receipt of the following Addenda:
Addendum No.: Dated:
Addendum No.: Dated:
Addendum No.: Dated:
Bidder Name: Contact Name:
Address: Fax Number:
Telephone:
E-Mail:
By: Name: Signature of Bidder (or Representative) (Type or Print)
END OF CERTIFICATE OF COMPLIANCE
Gifford Woods and Groton Maintenance Facilities RFP
Gifford Woods and Groton Maintenance Shop Facilities Qualifications Cover Sheet
Project: State of Vermont Department of Forests, Parks & Recreation Gifford Woods and Groton Maintenance Shop Facilities Planning and Design
Name of Firm Leading the Team: ______
Internet website: ______
Name of Contact Person for this proposal: ______
Please confirm the names of any sub-consultants that will assist the lead firm in the design of this project (use additional sheets if necessary):
Name of Firm Address ______
Narrative Portion: • Attach sheets as necessary to discuss in detail the goals of the project and specifically how you will achieve those goals. • Identify roles of each member of the team in each phase of the project. • Clearly identify deviations from the scope as identified in the RFP. Refer to the scoring criteria for further guidance. • Detail relevant previous experience from other projects the firm has completed.
Gifford Woods and Groton Maintenance Facilities RFP
Required Information
As this proposal covers State-owned properties that will include new construction and renovation of existing facilities that will be publicly-funded, please answer the following questions providing information to support the project as described in this document.
1. Provide a General Statement of Qualifications that responds to the project background information given above. 2. Personnel: a. List the professional and support positions and number of personnel in each position; b. Provide an organizational chart, including resumes of all personnel who would be committed to this project. Provide specific information as to their experience on projects similar to this one. For the project manager and project architect(s) and/or engineer(s) identified as part of the project team, provide the name and telephone number of three (3) clients with whom the architect has worked on a similar building project. c. List professional consultants outside your firm whom you propose would provide services not available in your firm. Provide specific information documenting their work on similar projects. 3. Special Design Concerns a. Explain how your firm ensures compliance with the Americans with Disabilities Act (ADA). Provide examples. b. Efficient energy usage is important to the State of Vermont and the facilities that they own and develop. Please describe how your firm will incorporate the following aspects of design into this proposed work: i. Renovated and new structures shall meet minimum LEED Silver Certification (however actual certification may not be obtained). ii. The property as a whole shall achieve a Net Zero energy footprint. The use of passive design to allow for maximum daylight infiltration and active measures such as renewable energy technologies for energy generation, heating and cooling shall be applied. Minimizing the use of active mechanical HVAC and other energy intensive systems is preferred. Heating fuels shall be renewable and locally sourced where practical and possible. 4. Architectural / Engineering Service a. Provide information on your current workload and how you would accommodate this project. b. Describe in detail the process you would follow from schematic approval through approval of the final design. c. Outline the design schedule you would implement to meet the expected milestones of both phases. d. Describe your method for consensus building, including your role, the methodology employed, the outcome, and a contact person for a recent project where you employed this method.
e. Describe the types of problems you have encountered on similar projects and explain what you did to resolve the problems and what you would do differently to avoid such problems on future projects.
Gifford Woods and Groton Maintenance Facilities RFP
f. Describe how you firm can add value to this project and the process and include examples of situations from comparable projects where the owner realized tangible results. 5. Construction Costs a. Describe cost control methods you use and how you establish cost estimates. 6. Legal Concerns a. Explain the circumstances and outcome of any litigation, arbitration, or claims filed against your firm by a local, state, or federal government client; or any of the same that your firm has filed against a local, state, of federal government client. b. Explain the circumstances and outcome of any litigation, arbitration, or claims filed against your firm by a client other than a local, state, or federal government client; or any of the same that your firm has filed against a client other than a local, state, of federal government client. c. Explain your firm’s General Liability Insurance coverage. d. Explain your firm’s Professional Liability Insurance coverage. 7. Fees a. Provide information on your preliminary fee structure based upon the scope and two (2) phases of the project, as outlined in this document by Maintenance Facility. b. Provide a schedule of hourly rates for all firms. c. Fee Portion: i. Attach a pricing breakdown for and identify each phase of the project from assessment through planning completion. 1. Proposals must contain a method by which evaluators can compare effort and value for the fee. Within each phase, identify the cost or effort for each team member. 2. This includes lump sum sub-consultant costs. ii. Clearly identify the deliverables for each phase. iii. Provide a total project fee. iv. Alternates and allowances if proposed, must be separate from the base fee and clearly defined
Gifford Woods and Groton Maintenance Facilities RFP
1) STATEMENT OF PURPOSE
The Vermont Department of Forests, Parks & Recreation is seeking proposals from qualified planning and design professionals for the redevelopment of:
a) The existing Gifford Woods Maintenance Shop Facility and site, located at 515 Vermont Route 100, in Killington, Vermont in the Southeast Parks Region 1; and b) The existing Groton Maintenance Shop Facility and site, located at 1636 Vermont Route 232, in Marshfield, Vermont in the Northeast Parks Region 4.
2) PROJECT BACKGROUND
a) The Department of Forests, Parks & Recreation (FPR), within the Vermont Agency of Natural Recourses, is responsible for the conservation and management of Vermont's forest resources, the operation and maintenance of the State Park system, and the promotion and support of outdoor recreation for Vermonters and visitors to the State alike. In addition, FPR is responsible for the acquisition, planning coordination and administration of all Agency of Natural Resources lands.
b) The Vermont State Park system is divided into four regions each with similar functions and staff organization structures. The two subject maintenance facilities serve two different park regions – the Southeast and the Northeast, and provide the following functions: administrative, maintenance, light construction and storage of equipment and materials/supplies for the state parks assigned to each region. While the two maintenance facilities serve similar functions and have a similar staff organization, the facilities and sites are different.
c) Gifford Woods. A recent study of the existing building that presently serves various administration, maintenance, and storage functions at the Gifford Woods site has determined that due to many programmatic, structural, and building code issues, it is in the State’s best interests that the existing building be removed, and the site redeveloped. Therefore, a new facility, with all necessary related site improvements, needs to be planned, designed, budgeted, and constructed.
d) Groton Shop. Recent studies and assessments of the existing six buildings in a campus-like setting that presently serves various administration, maintenance, and storage functions have determined that a variety of approaches are needed to address the current programmatic, structural and building code violations. These potential approaches include renovation of existing structure(s)/building(s), repurposing existing building(s), constructing a new building(s) for certain functions, and redesign of workflow throughout the campus-like setting.
e) Additional Background and Information. Reports and proposed programs are appended to this RFP and while they represent the general intent and current perception of program they should not and do not replace the requirement by the selected design team to formulate a final program for the facilities.
Gifford Woods and Groton Maintenance Facilities RFP
3) FUNDING
a) Funding exists for planning through conceptual design for both phases. Continuation of the contract and the remainder of project will be contingent on the ability of FPR and the design team to bring forward a compelling project that delivers goals and services in a cost effective and sound manner. b) The funding for the initial phase of the design contract is secured c) FPR intends to request capital funding in the upcoming legislative session (Beginning January 2, 2019) for the biennial Capital Appropriation based on the following; i) Fiscal Year July 1, 2019 – June 30, 2020 (1) Complete design development for both sites (2) CDs for Gifford Woods (3) Bid construction contract and construction period services for Gifford Woods ii) Fiscal Year July 1, 2020 – June 30, 2021 (1) CDs for Groton (2) Bid, construction contract and construction period services for Groton 4) SCOPE OF SERVICES
a) General Considerations for All Design Projects i) Scope of work also includes provisions of Attachment “C” State of Vermont, Customary State Contract Provisions, which is attached to and considered part of this RFP. ii) Scope of work also includes provisions of Attachment D: Standard State Provisions Architect/Engineer Professional Service Agreement which is attached to and considered part of this RFP. iii) All aspects of the work shall meet current codes and standards in accordance with applicable Laws, Regulations, Rules, Professional Certifications and standard practices. Any existing conditions or required scope detailed by the State is intended only to communicate knowledge and desires for the project, but does not represent all conditions of the project nor does it relieve the contractor from executing this project as stated above. iv) Reimbursable mileage, will apply only when traveling in connection with the project for other than regular trips from the office to the site, and will be paid at the GSA rate as published at the following website: http://www.gsa.gov/portal/content/100715 v) Communications by electronic method is preferable. Files must be in readable PDF format. The State shall provide an ftp site that will allow transfer and sharing of large electronic files. . vi) Copies for design team’s office use will not be reimbursed. vii) Drawings and specifications will be in CSI format. viii)Throughout the entire design process, the contractor shall maintain a project cost estimate with details commensurate with the phase and scope of design. Advise FPR on changes to estimated construction cost due to changes in design and features in writing. A written detailed estimate of probable construction cost will be required prior to completion of final design. ix) Ownership of Documents: All drawings, specifications, estimates, and all other documents, including shop drawings and calculations, prepared at any time in connection with the Project, shall, upon payment for services in connection
Gifford Woods and Groton Maintenance Facilities RFP
therewith, become the sole property of the State, and the Contractor hereby agrees to furnish the State three (3) copies of all of such drawings, specifications, estimates, or other documents to enable the State to carry out the Project. In the event that any of such drawings, specifications, estimates or documents are used by the State on construction other than related to the project, it is understood that the Contractor will have no liability or obligation with respect to such use, and the Contractor's name will not be used in connection therewith. The Contractor also hereby agrees that if in the execution of this contract; site plans, building plans or land surveys were developed utilizing computer aided design and drafting systems then the Contractor shall deliver to the State at no additional cost copies of the CAD site plan, building plans or surveys in digital format suitable for use in the Agency of Natural Resources, Facilities Engineering Division, CAD system, no PDFs. All files are to be burned onto a CD. The Contractor also hereby agrees that if in the execution of a contract; reports, specifications, estimates or other documents were developed utilizing a personal computer or other computerized device capable of producing a disk record of such documents, then the Contractor shall deliver to the State at no additional cost disk copies of such records. All documents to be compatible with Microsoft Office: Word, Excel, etc. The disk shall be in a format suitable for use by the Agency of Natural Resources, Facilities Engineering Division. Submit files on a CD, on the same CD as the drawings if possible.
b) Considerations Specific for This Project i) Each property shall function to provide the needed maintenance services to support the parks within each region. ii) The setting for both facilities is either comprised of, or adjacent to Civilian Conservation Corps developed properties. While non-period modifications and additions have occurred, the historical character of the, roads and site design and in some cases, structures shall be retained, where possible and feasible. iii) All applicable life safety, utility and health and ADA codes must be met. iv) Renovated and new structures shall meet minimum LEED Silver Certification (however actual certification may not be obtained). v) Each property shall achieve a Net Zero energy footprint. The use of passive design to allow for maximum daylight infiltration and active measures such as renewable energy technologies for energy generation, heating and cooling shall be applied. Minimizing the use of active mechanical HVAC and other energy intensive systems is preferred. Heating fuels shall be renewable and locally sourced where practical and possible. vi) The adaptive re-use of existing structures and materials shall be achieved to the greatest extent possible. vii) Local building materials, including those harvested on site shall be incorporated into renovations and new construction when practical. viii)All structures, building materials and surfaces shall be of highest practical durability with lowest practical maintenance intervals. ix) Address unique subsurface conditions during the design of any foundation or supporting structures. x) Stormwater – Even though a stormwater permit may not be required, the selected team shall integrate Green Stormwater Infrastructure (GSI) concepts into the
Gifford Woods and Groton Maintenance Facilities RFP
elements included in the project area. If a stormwater permit is ultimately required, the selected team shall integrate GSI concepts into the permitted system. xi) All elements of design will be in accordance with the U.S. EPA Dark Sky program guidelines as applicable. xii) All mechanical and electrical components of design will use Energy Star products as applicable. xiii)The design and the siting of any facilities/structures and parking shall take into consideration the natural resources of the property; soils; envisioned uses of the property; the land use history of the property; the impact on the landscape, visual resources and the character of the site and area. xiv) Identify a list of any and all local, regional state and/or federal permits required for all elements and phases.
c) Specific Services i) Meet with FPR staff to confirm approach, deadlines, schedules and lines of communication for the entire project. Meet with FPR staff periodically throughout project to review draft designs and plans. ii) Review existing plans and other pertinent information. FPR has limited documents relating to the property and structures. The appropriate member of the design team should plan to travel to the Springfield Regional Office, Gifford Woods Maintenance Shop Facility, Barre Regional Office, Groton Shop Maintenance Facility, Montpelier National Life FPR headquarters and Middlesex State Archives to review any necessary files. Where possible, FPR will provide all documents in electronic format. iii) Meet with FPR on site at each of the properties to conduct site reviews, assessments and surveys to confirm information gathered and review all aspects of the project that will affect the outcome and completion of the project. iv) If needed during any of the tasks, the design team shall coordinate, schedule and observe, all necessary borings, soil tests, and other testing on present materials required in connection with the project. Independent testing will be at the expense of the State, but only after estimated costs thereof have been submitted and have been approved in writing by the State. At the Groton Shop, soil coring will be necessary to determine any locations of toxic dumps. An anticipated list of tests shall be submitted with proposals.
d) Specific Scope of Work – Gifford Woods Maintenance Shop Facility and Site i) Phase I – Conceptual and Schematic Design (1) Develop conceptual architectural plans of the proposed new building(s), including floor plan(s), elevations, and cross sections that will serve as the basis for both bidding and construction by a general contractor. (2) Develop a conceptual site plan that will serve as the basis for both bidding and construction by a general contractor. (3) Prepare projected cost estimates of the proposed site and new building re- development work. (4) Prepare a written narrative describing: (a) The overall approach taken with the design of the proposed new building(s); (b) The proposed structural system(s) and materials being proposed in the design of the new building(s);
Gifford Woods and Groton Maintenance Facilities RFP
(c) The proposed building(s) mechanical and electrical systems, including proposed energy efficient measures and materials; (d) Any options that are recommended FPR consider; and the costs and benefits of same. (e) How the pending construction project is proposed to be timed and staged such that as many of the necessary functions that are presently be carried on at the site, or at a suitable temporary location, can be continued by FPR during construction.
ii) Post-Funding Phase II – Design Development, Construction Drawings and Construction (1) Preparation of necessary construction and bid documents for bidding through the Department of Buildings and General Services Purchasing and Contracting Division process. (2) Review of the bids received to assess the relative merits of each based on established selection criteria and assist FPR in awarding the contract, as well as in preparing (from a business perspective) a State of Vermont contract (FPR will have legal representation) using standard State templates. (3) Regular site meetings, job oversite and interaction with the contractor and work taking place during the construction period, review and approval of all shop drawings and submittals, and review and submission of the general contractor’s requisitions for payment with appropriate retainage. (4) Assist FPR with project close-out including site observations and preparation of all necessary punch-list materials and determining substantial completion.
e) Specific Scope of Work – Groton Shop Maintenance Facility and Site
i) Phase I – Conceptual and Schematic Design (1) Develop an existing conditions survey for entire facility and site. (2) Based on programmatic directions, develop conceptual architectural plans of the proposed new building(s) and existing buildings, including floor plan(s), elevations, and cross sections that will serve as the basis for both bidding and construction by a general contractor. (3) Develop a conceptual site plan that will serve as the basis for both bidding and construction by a general contractor. (4) Prepare projected cost estimates of the proposed site, re-development and/or renovations of existing buildings and new building development work. (5) Prepare a written narrative describing: (a) The overall approach taken with the design of the proposed new building(s); (b) The proposed structural system(s) and materials being proposed in the design of the new building(s); (c) The proposed building(s) mechanical and electrical systems, including proposed energy efficient measures and materials; (d) Any options that are recommended FPR consider; and the costs and benefits of same. (e) How the pending construction project is proposed to be timed and staged such that as many of the necessary functions that are presently be carried Gifford Woods and Groton Maintenance Facilities RFP
on at the site, or at a suitable temporary location, can be continued by FPR during construction.
ii) Post-Funding Phase II – Design Development, Construction Drawings and Construction (1) Depending on appropriation of funds, preparation of necessary construction and bid documents for bidding through the Department of Buildings and General Services Purchasing and Contracting Division process. (2) Review of the bids received to assess the relative merits of each based on established selection criteria and assist FPR in awarding the contract, as well as in preparing (from a business perspective) a State of Vermont contract (FPR will have legal representation) using standard State templates. (3) Regular site meetings, job oversite and interaction with the contractor and work taking place during the construction period, review and approval of all shop drawings and submittals, and review and submission of the general contractor’s requisitions for payment with appropriate retainage. (4) Assist FPR with project close-out including site observations and preparation of all necessary punch-list materials and determining substantial completion.
5) SCHEDULE OF PROJECT MILESTONES
a) Current project milestones: i) Receive proposals for design services: October 2018 ii) Proposal Review and interview period: By November, 15, 2018 iii) Conceptual Design Early January 2019 iv) Gifford Woods ready for bid (pending funding) July 1, 2019
6) PAYMENT STRUCTURE
a) Payments for service will be made on a monthly basis in accordance with attachment B of the Sample Contract for Personal Services.
b) Fee structure for the design will be based on agreed lump sum amounts for each phase of the services provided.
c) The fee structure for the design will not be tethered in any manner to the construction value of the work.
7) SELECTION PROCESS a) A committee of staff from FPR and the Agency of Natural Resources will review all proposals to determine which one is most advantageous to the State. b) Participating teams may be invited to an interview session following submittal and initial review of proposals. FPR reserves the right to accept or reject any and all proposals for an interview. c) Evaluation Criteria: Submitted proposals will be evaluated per the following criteria: i) PREVIOUS EXPERIENCE (1) The design team exhibits demonstrated previous experience on similar projects (2) The design team exhibits strength, background and experience of design team members and subcontractors ii) PROJECT APPROACH Gifford Woods and Groton Maintenance Facilities RFP
(1) The design team has a clearly identified approach (2) The design team has identified difficulties and complications and how these will be addressed (3) The design team has proposed a project timeline iii) SELECTION INTERVIEW (1) The design team is able to address the posed questions (2) The design team’s answers clear and understandable (3) The review committee concerns about the proposing team is addressed when the interview is completed iv) FEE STRUCTURE (1) All fees in unit prices are organized by phase (2) The aggregate fee is reasonable yet competitive (3) The hourly rate structure is competitive (4) The various rates for specific tasks are reasonable, complete and clear including those of subcontractors (5) The proposing team indicates how additional tasks could be handled beyond those proposed initially with unit prices. The proposer also indicates what reimbursable expenses are and what rates would apply to those expenses.
8) Basis Of Contract Award a) The selection will be made and the contract will be awarded in the best interest of the State of Vermont following analysis of the evaluation criteria by the selection committee.
9) STATEMENT OF RIGHTS: a) The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal. Vendors may be asked to give a verbal presentation of their proposal after submission. Failure of vendor to respond to a request for additional information or clarification could result in rejection of that vendor's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State.
Gifford Woods and Groton Maintenance Facilities RFP