RFQ- Designer Medford High School Pool Renovations

8/2/2019 RFQ- Designer Medford High School Pool Renovations

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CITY OF M EDFORDREQUE ST FOR QUALIF ICAT IONS

DESIGN SERV IC ESH IG H SCH OO L POO L RENOVATIO NS

The City of Medford is seeking proposals from architectural and engineering firms for designservices in connection with the Medford High School Pool Renovation Project,Project duration is expected to be eight (8) months from start of project/ with an estimatedconstruction cost of $2 million. The designer fee will be negotiated.Beginning May 2/ 2012/ copies of the Request for Qualifications may be obtained at thePurchasing Department/ Room 105/ City Hall/ 85 George P. Hassett tir.. Medford/ MA02155/ at no cost. A pool assessment and scope of construction for the project havealready been completed as part of a prior High School infrastructure improvements projectand will be made part of the Request for Qualifications.There will be a briefing session Tuesday May 8, 2012, at 9:00 am at the MedfordHigh School. All interested parties are invited to attend.Statements of Qualifications/Proposals will be received at the office of the ChiefProcurement Officer, Room 105, City Hall, 85 George P. Hassett Dr., Medford, MA02155, until 4:00 pm on Thursday, May 17, 2012.

The City reserves the right to reject any and all proposals/ in whole or In part/ for designservices as determined to be In the best interest of the City and to waive minorinformalities.MGL ch, 7/ sections 38AV2 - 0 apply to this project.

Louise MillerChief Procurement Officer


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Design Services RFQMedford High School Pool RenovationsREQUEST FOR PROPOSALS (RFP)Design ServicesHigh School Pool RenovationsCITY OF MEDFORD

In accordance with Chapter 7, Section 38A1f2-0 of the Massachusetts General laws, it is the intention ofthe City of Medford {the City} to retain architectural and engineering firms for design services Inconnection with the Medford High School Pool Renovation Project.The term "designer" Is defined as "an Individual, corporation, partnership, sole proprietorship, jointstock company, joint venture, or other entity engaged in the practice of architecture, landscapearchItecture, or engineering, which satisfies the following: (I) If an Individual, the Individual is aregistered architect, landscape architect, or engineer; (Il) if a partnership, a majority of all thepartners are persons who are registered architects, landscape architects, or engineers; (iii) if acorporation, sole proprietorship, joint stock companv, or other entity, the majority of the directors or amajority of the stock ownership and the chief executive officer are person who are registeredarchitects, landscape architects, or engineers, and the person to have the project in his or her chargeis registered in the discipline required for the project; (lv) if a joint venture, each joint venturersatisfies the requirements of this section, "Project:Estimated Project Cost:Location:Time Frame:Building Construction:

High School Pool Renovations$2 Million Dollars for construction only489 Winthrop Street, Medford MADesign Services to start upon signature of contractCommence construction upon completion of design - the City wouldlike to complete the project by the end of the calendar yearProposals will be received at the office of the Chief Procurement Officer, Room 105, City Hall, 85George P. Hassett Dr., Medford, MA 02155, until 4:00 pm on Thursday, May 17,2012,The City will review all proposals based on the qualifications listed in each submittal responding to theRFP. In addition, special attention will be given to qualified candidates that have experience in projectsof similar scope and prior experience with the City.A "responsive" rating shall be given to all proposals received prior to the deadline for submittal, havingsubmitted the appropriate signed documents, and the required Information the City is looking for inSections V, VII, and VIII, Those proposals assigned with a "responsive rating" shall be furtherevaluated in accordance with Section IX.Those proposals received after the deadline for submittal, or those proposals received that are missingthe required signed forms will not be considered for any evaluation by the City. These proposals willbe classified as being "non-responsive", In addition, any proposal Indicating a proposed fee scheduleor fee base agreement for this project shall be considered as non-responsive and will not be consideredby the City.The City reserves the right to accept any and all proposals and to waive all informalities in a proposaland to award a contract in the best interest of the City,A "specimen" contract Is attached to this RFP. The selected designer will be expected to sign a"substantially similar" contract subject to any revisions or changes approved by the City Solicitor.Questions must be submitted in writing to louise Miller, Chief Procurement Officer, PurchasingDepartment, Room lOS, City Hall, 85 George p, Hassett nr., Medford, MA 02155, or by fax to 781-393-2479, or email to [email protected] will be a briefing session Tuesday May 8, 2012, at 9: 00 am at the Medford High School. Allinterested parties are invited to attend,


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Design Services RFQMedford High School Pool RenovationsI. Requirements:

Under the direction of the Mayor of Medford and/or his deslqnees, the designer shall work with the Cityand the City's selected Owner's Project Manager (OPM) to complete design development, prepare costestimates, construction documents, bidding process assistance, construction administration andinspection services.A pool assessment and scope of construction for the project have already been completed as part of aprior High School infrastructure improvements project (Pool Facility Study dated November 27r 2007).

II. City's Participation:The City of Medford has a Chief Procurement Officer who will procure any and all Requests forProposals (RFPs) for consultants/professional services, manage formal bidding of both filed sub-contractors and general contractors, all legal advertisements, required wage rates, standard notices tolocal paper, and/or Central Register notif ication.The Chief Procurement Officer will issue all future documents for the general construction, and anyprofessional services required for the project and prepared by the consultants and complete the tasksinvolved in issuing the appropriate City Contracts.The City will also keep the original of all certificates of insurance and bonds.

III. Background:1. The City of Medford desires to renovate the High School pool so that it can be used.2. The expected scope of work for the project is:

o Structural Repairs to Pool Deck and Walls, Replace Pool Office and Shower (incfudingremoval and replacement of existing pool deck)o General HVAC System Re-Design & Replacemento Install New Pool Filter Equipmento Replace existing 'Kalwall' Glazing Systemo Repair Pool Deck Surface Drains and Perimeter Systemo Replace Steam Heat Exchanger & ControlsoRe-Grout Entire Ceramic Tile Pool Linero Refinish Interior Walls, Paint, Tile (including waterproofing)o ADA Compliance Allowance (Hydraulic Lift for Pool Access)

3. This project Is currently funded.IV. Scope of Services:

1. The designer will review all information regarding the High School pool renovations compiled todate and will meet with City departments and employees (including school employees) as neededto complete the design for the project. Without limiting the City departments and employees,these may include the Building Department, City Engineer, Public Works, Firer Water and Sewer,ADA cornpllance, environmental compliance. In addition, the designer will meet with the HealthDepartment and Conservation Agent/Commission (if applicable), as well as, any other applicableBoards or Departments.2. The designer will produce all necessary technical Information to complete the design for theproject and will retain sub-consultants as needed. All sub-consultants will be identified by thedesigner in their proposals and may not be substituted except by prior written consent of the City.3. The designer will provide for a formal detailed cost estimate prior to bidding. The City will look tothe OPM for comparable estimates.


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Design Services RFQMedford High School Pool Renovations4. The designer will prepare a preliminary schedule for the entire project at the beginning of theproject. The designer will provide an anticipated construction schedule and schedule for close-outof the project prior to bidding.5. The designer will include a plan for working on the pool renovations while the High School Is insession so that the project can be completed by the City's desired completion date.6. The designer will evaluate any user/community environmental impact and participate In any publicapprovals (if applicable).7. The designer will be responsible for providing all required documents and for meeting andcoordinating with building department officials and other permitting offlclals, on an as neededbasis.8. The designer will be responsible for the coordination of utilities.g. The designer will be responsible for developing a maintenance plan for the City for the completedpool.10. The designer will be responsible for all design development documents consisting of drawlnqs,specifications and other documents to fix and describe the pool renovation with respect to

architectural, structural, mechanical, electrical and plumbing systems, and materials and suchother elements as may be appropriate, and that fully define the scope, quality, and quantities ofall proposed components of the garage including, but not limited to, building materials, buildingsystems, equipment, and ant icipated construct ion methods.11. The designer wlll develop final drawings and specifications for the project, including all bidpackages and will assist the City in the establishment of bid alternates, if required, and alldocuments required for the issuance of a building permit .12. During the Bidding Phase, the Scope of Services of the selected Designer will Include, but not belimited to, the following:

o Perform bidding services consisting of: prequalification of bidders, participation in pre-bidconferences, responses to questions from Bidders and clarifications or interpretat ions of theBidding Documents by addenda, attendance at bid openlncts), and documentation ofbidding results.

o Prepare Addenda as may be required during bidding, including supplementary drawings,specifications, instructions and notice(s) of changes in the bidding schedule and procedure.o Evaluate bids including: validation of Bids, participation in reviews of Bids, andrecommendat ion on award of the Contract for Construction.

13. During the construction phase, the selected designer shalf provide administration of theContract for Construction as set forth in the 2007 Edition of AlA Document A201 - Modified AlAAgreement. This phase will include a pre-construction conference with the selectedcontractor(s) and any sub-contractor(s). Throughout the construction period, until finalcompletion, the selected designer shall advise and consult with the City and the OPM. During theConstruction Administration period the Designer will specifically provide the following services:directives for the City's approval and execution In accordance with contract documents. TheDesigner shall review any Contractor's requests for information, requests for extension of time,requests for any change order. The Designer shall coordinate communications, approvals,notifications and record keeping relative to c han g e s in the work. The designer shall monitorthe progress of the Contractor(s) both relative to the time of completion and schedule of costs.The designer shall be responsible for shop drawings and any compliance and reviews needed.

14. The designer shall provide Project Closeout services initiated upon notice from the Contractor(s)that the work in sufficiently complete, In accordance with the contract documents, to permitoccupancy or use of facility for which it is intended, and consisting of:


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Design Services RFQMedford High School Pool Renovations

o A detailed inspection with the working group representatives for conformity of the Workto the Contract Documents to verify the list submitted by the Contractor(s) of Items to becompleted or corrected.o Based on the detailed inspection assembling one combined punch list that includes alloutstanding work including architectural, hardware, stte, and mechanical, electrical,plurnblnq, and fire protection. This list shall be monetized to determine arecommendation on the amount to be withheld until final acceptance.o Securing and receipt of consent of surety or suretles, If any, to reduction In, or partialrelease of, retainage or the making of final payment(s).

o Issuance of Certif icate(s) of final acceptance.o Inspectlon(s) upon notice by the Contractor(s) that the Work is ready for final inspectionand acceptance.o Notification to Contractor(s) of def iciencies found in follow-up inspections.o Final inspection with the working group representatives to verify final completion of theWork.o Receipt and transmittal of warranttes, affldavlts, transmit tals, invoices, record drawlnqs,releases, waivers, and related documents that are required by the Contract Documentsand assembled by the Contractor.o Issuance of f inal Certificate(s) for Payment.

15. The Designer shall conduct inspections to determine the date or dates of Substantial Completionand the date of final completion. Upon the Contractor reaching Substantial Completion theDesigner shall prepare affidavits required by the Building Inspector for issuance of a Certificate ofOccupancy. The Designer shall issue a final Certificate for Payment upon compliance with therequirements of the Contract Documents.16. The Designer shall interpret and decide matters concerning performance of the Contractor underthe requirements of the Contract Documents. The Designer's response to such matters shallmade be made with reasonable promptness and within any time limits agreed upon.

V. Qualifications for Designer:The designer shall be "an lndlvldual, corporation, partnershlp, sole proprietorship, joint stockcompany, joint venture, or other entity engaged in the practice of architecture, landscapearchitecture, or engineering, which satisfies the following: (i) If an Individual, the Individual is aregistered architect, landscape architect, or engineer; (ii) if a partnership, a majority of all thepartners are persons who are registered architects, landscape architects, or engineers; (iii) If acorporation, sole proprletorshlp, joint stock company, or other entity, the majority of the directors or amajority of the stock ownership and the chief executive officer are person who are registeredarchitects, landscape architects, or engineers, and the person to have the project in his or her chargeis registered in the discipline required for the project; (Iv) If a joint venture, each joint venturersatisfies the requirements of this section. "The designer shall be independent of the OPMr contractor, or any other party having an interest in theproject.The designer shall have:

o thorough knowledge of the Massachusetts State Building Codes, the American withDisabilities Actr Fire Codes and Regulations, Health Regulations, and any other applicableconstruction related codes and regulations.o strong technical and administrative skills in designing and bringing construction projects tosuccessful completion Including scheduling and cost control skills.o extensive working knowledge of the Commonwealth of Massachusetts public buildingconstruction procurement laws Including with pre-qualified filed sub-bids and generalcontractors.o strong estimating skills.o excellent verbal and written communication skills and ability to interface with all relevantCity departments, boards and commissions.


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Design Services RFQMedford High School Pool RenovationsThe designer shall demonstrate through experience in past projects:

o the ability to coordinate through plans, specifications, and supervision, the work of severaltrades, taking full and final responsibility for the work designed;o conduct Inspection of work in progress on comparable projects;o conduct work with minimal disruption to ongoing school or other similar activities oncomparable projects;o a record of recent accurate cost project ions.

The designer shall possess all necessary current licenses and registrations to qualify underMassachusetts law to perform the services required and be capable of meeting all statutory standards.The designer shall demonstrate financial stabil ity.

VI. Fee:

The designer fee will be negotiated. However, proposers must Identify all key personnel, specialists,and or individuals, or any outside firms that will be utilized on this project; If a firm, the name andresume of the Principal to be assigned to this project.VII. SubmissionRequirements!

The Proposal shall consist of the following items that shall be submitted:Section 1: A cover letter setting forth a summary of the proposer's qualifications and relevantexperience. In addition, the cover letter should include an approximate start date, work plan, andprimary staff asslpnments, and any sub-consultants, should the applicant be selected and a fee Issuccessfully negotiated.Section 2: A chart with the name and title, if applicable, for each individual or firm, who will haveprimary or secondary role in the project. Following the chart should be information on all firms orindividuals with a role in the project. In addition, the amount of time available to this project shouldbe stated.Section 3: Prior similar experience: a list or chart of other municipal or private projects for which theproposer was the designer, similar in value and complexity to this project and completed within thepast five 5 years, including references to each project.Section 4: Past performance on similar projects. The proposer's references will provide informationfor each project. The proposer by submitting reference Information agrees that the City may contacteach of the references. In addition, the proposer is to provide a chart for similar projects completedby the proposer describing whether the project was completed on time or extensions were needed,whether the project was completed within the bidding phase estimate, and if not, the difference incost of the final project.Section 5: Qualification of consultants, The proposer shall provide a list of all consultants who willprovide consulting services to the proposer, a description of the work to be provided and a statementof the availability of the consultant to provide the work. For each consultant, the proposer shallprovide the qualifications of the consultant for the proposed work.Section 6: A brief description of the firm's design plan and an anticipated project schedule.Section 7: The proposer shall demonstrate financial stability.Section 8: The current "Standard Designer Application Form for Municipalities and Public Agencies notwithin DSB Jurisdiction," which is available for download from the Massachusetts Designer SelectionBoard website at Designer Selection Board (DS13) Procedures for Municipalities. The Application Formmay be amended to include additional information as needed.


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Excellent/ Highly Advantageous Very Good/ Very Advantageous Good / Advantageous Fair / Acceptable Poor / Unacceptable

10 points8 points6 points3 pointso points

Design Services RFQMedford High School Pool RenovationsSection 9: Statement of Corporate Authority, Cert if icate of Non-Collusion, Certif icate of Compliance withState Tax Laws.

VIII. Evaluation and Selection Criteria:Each proposal will be evaluated on for the following categories:

o prior similar experience;o successful completion of projects similar in scope in the last 5 yearso successful completion of projects similar In value In the last 5 yearso successful completion of projects similar in complexity (t.e, for this project:while school is in session).

o past performance on public and private projects;o financial stability;o identity and qualifications of the consultants who will work with the applicants on theproject;o successful experience working for a city or town in Massachusetts; ando qualifications of identified staff.

An evaluation matrix wlll be used In the selection process based on the following numerical scoring:

IX. Rule for Award:

All proposals received will be reviewed and evaluated by a Selection Committee based on thequalifications listed in the Request for Proposals. The Committee shall prepare a short-list ofresponsive, qualified individuals/ firms and may conduct interviews if deemed necessary.The fee for the designer will be negotiated and will Include any cost associated for staffing,consultants, staffing back-ups, telephone, computer, electronic communications, fax, postage,courier/special handling and delivery fees, camera, technical assistants, expense of addit ional insuranceIncluding professional liability insurance travel mileage or photocopying or reproduction, projectphotographs and applicable cost estimating.The designer relationship shall be that of an independent contractor and not as an employee of the City.The City shall have no liability whatsoever except for the payment of compensation for servicesrendered and other reimbursable expenses, If approved In advance of spending by the City.The award of this contract is subject to the availability of funding.

X. Insurance Requirements:The City of Medford will require the designer to provide a certificate of insurance indicating coveragesin general liability, automobile liability each in the amount of $1,000,000 and the required WorkersCompensation per the Commonwealth of Massachusetts and a Professional Liability InsuranceCertificate.

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Design Services RFQMedford High School Pool Renovations

XI. CORI Certification:The services require a coat check. The selected OPM acknowledges the right of the City to conduct acriminal background check on all individuals providing services under the contract in accordance withstate law.In accordance with Mass. G.L. ch. 6, 167-178B, the City may request and obtain all criminaloffender record information (CORI) from the Criminal History Systems Board on any of the OPM'semployees who may have unsupervised contact with children, the disabled, or the elderly during theperformance of their work pursuant to the contract. The City's assessment of CORI records is basedon regulations issued by the EXecutive Office of Health and Human Services, 101 CMR 15.00-15.17.Pursuant to Mass. G.L. ch. 61178C-178Pl the OPM also authorizes the City to use local and nationalsexual offender registry Information (SORI) to determine if any of the OPM's employees pose anunreasonable risk to children, the disabled, or the elderly during the performance of their work underthe contract.Any sub-contractors or agents of the OPM will be required to sign a CORI certification and will allowthe City to conduct CaRl/SaRI checks.