TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS. Rhonda LaBombard, Town Administrator/Chief Procurement Officer

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1 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS July 28, 2017 TO: FROM: RE: All Qualified Architects Rhonda LaBombard, Town Administrator/Chief Procurement Officer Request for Qualifications Sheffield Town Hall ABR Construction Project Management Services The Town of Sheffield, MA acting through its Town Administrator, requests qualifications from interested, full-service, architectural firms with experience in accessibility renovation, to provide construction management services for a project that will be completing architectural barrier removal and bringing front and rear access to Sheffield Town Hall into compliance with code-mandated accessibility requirements. The Town has established a fixed fee of $20,000 for this contract. This project is being funded by a FY2016 Community Development Block Grant (CDBG) grant from the Massachusetts Department of Housing and Community Development (DHCD). Sheffield Town Hall is currently difficult for elderly and those with disabilities to access due to the presence of physical barriers inside and outside the building. The proposed barrier removal project will make improvements to the Town Hall by removing these barriers and render it more easily accessible to those with physical disabilities by incorporating universal design standards and promoting visitability. Likewise, the provision of a rear entrance access ramp for the disabled will provide transportation choice for Town residents and visitors as the rear entrance improvements will provide a second ingress/egress point, with automatic doors, with additional parking access. These proposed improvements will assist the Town in meeting the needs of its senior population through its Senior Center programs as it promotes ADA compliance in housing, pedestrian circulation, and in accessibility to public buildings and recreation areas. Sheffield s focus on economic development and job creation in its Community Development Strategy requires Town Hall to be open, inviting, and accessible to all residents and business persons, whether from Sheffield or not. While the first floor of Town Hall houses the Town Clerk, Assessor s Office, Treasurer/Collector s Office, Building Commissioner/Zoning Enforcement Officer and one meeting room, the second floor houses the Town Administrator, Board of Selectmen, Board of Health, and the large meeting room used for Board of Selectmen and may other important meetings. Easier access to the elevator and the second floor, as well as easier entry through the front door, may encourage more participation by that portion of Sheffield s population which may now be reluctant to volunteer to serve on the Town s many boards, committees, and commissions or even to run for elected office because it may be hard for them to access Town Hall. Both improvements will help remove these current barriers to increased citizen participation. 1

2 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS This project will be completed based upon approved plans and specifications developed by the Town s architect, Clark & Green, Inc., 113 Bridge Street, Great Barrington, MA The Project consists of the following: 1. New covered exterior walk and stair system; 2. Relocation of interior toilet room door and frame; 3. Modifications to projecting elements in corridors; 4. Installation of snow guards on roofs; 5. Addition or replacement of signage; 6. Installation of snow melting system for canopy walk and associated mechanical work; and 7. Associated electrical work. The Work includes, but is not limited to the following: 1. Selective demolition, site work; cast-in-place concrete; structural steel, metal fabrications, pipe and tube railings; sheathing, interior architectural woodwork; thermal insulation, joint sealants; 2. Finishes including exterior gypsum board ceilings, painting; 3. Specialties include signage; and 4. The Work also includes mechanical and electrical systems lighting, and fire alarm system modifications. Copies of the Plans & Specifications may be reviewed or obtained electronically, by contacting Patricia Mullins, Berkshire Regional Planning Commission, 1 Fenn Street, Suite 201, Pittsfield, MA 01201, , Ext. 17. Attached is a Request for Qualifications for the project, which contains a detailed scope of services and other pertinent information. The scope of the RFQ is based on the approved 2014 CDBG CDF I and the complete Grant package is available for review at the Office of the Town Administrator, located at 21 Depot Square, P.O. Box 325, Sheffield, MA 01257, during the hours of 9:00 AM to 4:00 PM, Monday, Tuesday, Thursday and Friday. Qualification Packages are due by 10:00 AM on Monday, August 14, 2017, at the Office of the Town Administrator. Qualification packages must be clearly marked Architect Qualifications - Sheffield Town Hall - ABR Construction Management Services. Qualifications will be reviewed and ranked by the Sheffield Town Hall Designer Selection Committee, and a recommendation will be made to the Sheffield Select Board. The Sheffield Select Board, as awarding authority, reserves the right to reject any and all qualifications packages, to waive minor informalities or irregularities in any qualification package, and to make an award in any manner consistent with the law and deemed to be in the best interest of the Town of Sheffield. 2

3 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS The Town of Sheffield is an Equal Opportunity Employer. Minority and woman-owned firms are encouraged to submit qualifications for this project. 3

4 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS REQUEST FOR QUALIFCATIONS TOWN OF SHEFFIELD Town Hall ABR Design Project A total of one (1) original and three (3) copies of the Architect s Qualifications shall be submitted to Rhonda LaBombard, Town Administrator, Town Hall, 21 Depot Square, P.O. Box 325, Sheffield, MA The deadline for submission is by 10:00 AM, Monday, August 14, Qualifications packages received after this date and time will not be considered. Any questions related to this Request for Qualifications may be directed to Patricia Mullins, Berkshire Regional Planning Commission, 1 Fenn Street, Suite 201, Pittsfield, MA 01201, , Ext. 17. TABLE OF CONTENTS I. Scope of Services A. Project Summary/Objectives page 5 B. Construction Management Services Project Tasks page 5 C. Architect Selection and Project Schedule page 5 II. Submittals and Evaluation A. Request for Qualifications Submittal Requirements page 6 B. Other Requirements page 7 C. Special Conditions page 8 D. Evaluation Criteria page 9 Attachments Certificate of Non-Collusion Standard Designer Application Form Draft Contract Attachment A Attachment B Attachment C 4

5 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS I. Scope of Services A. Project Summary/Objectives The primary goals of the project are to provide construction management services for a project that will be completing architectural barrier removal bringing front and rear access to Sheffield Town Hall into compliance with code-mandated accessibility requirements. The design work is funded by a CDBG Grant from the Massachusetts Department of Community Development and will comply with the requirements of the approved Grant as well. The Construction Manager will be required to provide supervision or administration of the construction contract; and construction management or scheduling. B. Construction Management Services Project Tasks: 1. Perform cost analysis on the approved 2014 Plans & Specifications to ensure cost estimates are current; 2. Prepare the Invitation for Bid (IFB) to procure a Construction Contractor in coordination with the CDBG grant administrator and municipal officials; 3. Schedule the on-site walk through with IFB respondents; 4. Manage the bid process and selection of primary contractor and sub-contractor(s); 5. Interface with Construction Contractor and Grant Administrator in setting work schedules; 6. Oversee and approve work progress; 7. Schedule and hold project meetings with the general contractor, CDBG grant administrator, and municipal officials; 8. Assure compliance with Massachusetts Prevailing Wage and Davis Bacon requirements; 9. Approve Pay Requests and Change Orders; 10. Comply with legal requirements, building and safety codes, and other regulations; and 11. Prepare the final certification and project approval for review and approval by the CDBG grant administrator, and municipal officials. C. Architect Selection and Project Schedule Qualifications due by August 14, 2017 Selection Committee Review & Recommendation; August 14-16, 2017 Construction Manager Selection Construction Contractor Selected by October 2, 2017 Project Completed by December 31,

6 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS II. Submittals and Evaluation A. Request for Qualifications Submittal Requirements In order to be considered for selection, please submit a complete response to this RFQ must be submitted. One (1) original and three (3) copies of the proposal must be submitted to the Town Administrator s Office, 21 Depot Square, P.O. Box 325, Sheffield, MA no later than 10:00 AM, Monday, August 14, Qualifications Content Requirements: Professional Experience and Qualifications of Respondent Provide a short resume of the organization, including the number of years in business, principal owners and operators, scope of services offered, and location. Provide professional experience, and qualifications of the Respondent and any supporting team firms in providing the type of services described in the RFQ, including adequate detail and client reference information and dates of service about each project. Provide specific professional qualifications of personnel committed to this project (including project management). Experience with state and federally funded projects, including CDBG funded projects, specifically Accessibility Compliance projects should be highlighted. Respondent must provide examples of experience with similar or related projects, and three (3) recent references. Statement of Work and Product - Include a narrative providing a detailed description of the respondent s approach to accomplishing the Scope of Work, identifying the specific tasks to be performed, deliverables, the sequence of tasks, and who will perform the work. Additions sub-tasks may be added if deemed necessary by the respondent to adequately describe the proposed approach. Provide a clear statement of the scope of work proposed and final products. Clearly indicate any variations form the scope of work outlined in this RFQ. Schedule of Services Provide a schedule of services and deliverables, specifically referencing the tasks in the Scope of Work and any sub-tasks identified by the Respondent. The schedule of services should include, at a minimum, monthly progress meetings with the Design Selection Committee. Mandatory Affidavits respondents must submit the Non Collusion Affidavit (included in Appendix A) with their proposals. This is a statutory requirement and the Town will be forced to reject any proposal from which it has been inadvertently omitted. Respondents should also submit the additional affidavits in the RFQ appendices and evidence that they are an Equal Opportunity Employer. Standard Designer Application Form Respondents must complete the Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction provided in Appendix B. 6

7 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS D. Other Requirements All certifications required above and listed specifically herein shall be required for execution as part of the execution of a contract for Architectural services with the Town of Sheffield, Massachusetts. 1. Certification on debarment: As concerns consultants selected by applicant, applicant shall certify that no consultant to be used has been debarred pursuant to GL C. 149, 44C. 2. Certification on Gifts: The Architect has not given, offered or agreed to give any person, corporation or other entity any gift, contribution or offer of employment as inducement for, or in connection with, the award of the contact for Architectural services. 3. Certification on Internal Accounting Controls: In respect to contracts which exceed $10,000 or which are for the design of a building for which the budgeted or estimated construction costs exceed $100,000: That the Architect has internal accounting controls as required by GL c.30, S39R, That the Architect shall maintain accurate and detailed accounts for six (6) years after the final payment, That the Architect shall file regular statements of management concerning internal auditing controls and That the Architect has filed and will continue to file an audited financial statement as required by GL c. 30, S39R (d); and 4. Certification pursuant to GL c., 62, S 49A that the Architect has complied with all laws of The Commonwealth relating to taxes. 5. Certification of Insurance: The Town Manager shall not enter into a contract for Architectural Services unless the applicant has obtained professional liability insurance covering negligent errors and omissions of the Architect or of any person or business entity for whose performance the Architect is responsible arising out of the performance of the contract. The total amount of such insurance shall at a minimum be equal to $1,000,000 per occurrence and should be an aggregate limit of $3,000,000 for the applicable period of limitations. The Architect shall furnish a certificate or certificates of insurance coverage to the Town Administrator prior to the award of the contract. The certificate(s) shall name the Town of Sheffield as an additional insured. At the request of the Town Administrator, a consultant employed by an Architect subject to this paragraph shall obtain and maintain a liability insurance policy covering negligent errors or omissions of such consultant or of any person or business entity for whose performance the consultant is responsible arising out of the performance of the contract for consultant services. The consultant shall furnish a certificate or certificates of such insurance coverage to the Town. A liability insurance policy maintained under this paragraph shall provide for coverage of such type and duration and in such amount, as the Town shall require. 7

8 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS C. Special Conditions 1. The selected architect will be required to execute a contract with the Town of Sheffield. The fixed fee for this contract is $20,000, and in no case shall exceed that amount. Funds in support of this project are derived from the Massachusetts Department of Housing and Community Development (DHCD), Community Development Block Grant (CDBG), and award of this contract is contingent upon continued receipt of such funds. 2. The Respondent must adhere to all applicable State and Federal rules and regulations, particularly HUD regulations and administrative procedures, including stipulations on equal opportunity employment, affirmative action, nondiscrimination and record keeping. Specifically, the Respondent shall adhere to the requirements set forth in Title VI of the civil Rights Act of 1964 (Public Law ), and the regulations issued pursuant thereto by HUD (24 CFR Part 1); Title VIII of the Civil Rights Act of 1968 (Public Law ), as amended; section 109 of the Housing and Community Development Act of 1974, and the HUD regulations issued pursuant thereto (24 CFR ); Federal Executive Order 11063, as amended by Executive Order and the HUD regulations issued pursuant thereto (24 CFR 107); The Age Discrimination Act of 1975 (42 U.S.C et seq.); Section 402 of the Veterans of the Vietnam Era Act (for projects of $10,000 or more); Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794); Massachusetts General Laws Chapter 151B Section 1 et seq.; State Executive Order 74, as amended and revised by Executive Orders 116, 143, 237, 227, 246; and DHCD regulations, procedures and guidelines. 3. Verbal orders are not binding on the Town and work done without formal authorization or contract are at the risk of the Architect and may result in an unenforceable claim. Should the applicant foresee the need for additional services beyond those listed under Scope of Services, such services should be delineated within the Qualifications Package. 4. Contracts for Architectural services shall include a provision that the designer or his consultants shall not be compensated for any services involved in preparing changes that are required for additional work that should have been anticipated by the Architect in the preparation of the bid documents, as reasonably determined by the Town Manager. 5. The Town of Sheffield reserves the right to reject all proposals, to waive technicalities, to advertise for new proposals, and to make awards as may be deemed to be in the best interests of the Town. The contract for Architectural Services will be awarded by the town within thirty (30) business days after opening Proposals. 6. A designer who has been determined by the Town to have provided materially false statements or information under this section shall be disqualified by the Town from future work on any project for such time as the Town determines is appropriate 8

9 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS 7. D. Evaluation Criteria In general, Respondents must be responsive to the requested information set forth in this Request for Qualifications. Prospective consultants submitting proposals deemed to be non-responsive shall be given a ranking of Unacceptable. Response to each question will be assigned one of the following designations: Very Advantageous.. (5 Points) Advantageous.. (4 Points) Not Advantageous (3 Points) Unacceptable. (0 Points) The Town Select Board and/or Town Administrator has selected members for the Designer Selection Committee (DSC) to evaluate all Architect Qualifications for technical merit based on the following criteria: 1. Qualifications and experience of the personnel, including consultants, to be assigned to the project, and their demonstrated ability to produce work of the highest quality, to perform on schedule, and to complete work within budget. The Town s past experience with each firm, if any, will be noted in the evaluation process years: Very Advantageous.. (5 Points) 4-9 years: Advantageous.. (4 Points) 2-3 years: Not Advantageous (2 Points) 0-1 year Unacceptable. (0 Points) 2. Recent (last 7 years) and successful experience in construction management for architectural barrier removal projects to achieve ADA compliance on municipal buildings. 10 or more Projects: Very Advantageous.. (5 Points) 3-9 Projects: Advantageous.. (4 Points) 2 Projects: Not Advantageous (2 Points) 0-1 Project: Unacceptable. (0 Points) 3. Demonstrated public sector experience with federally and/or state funded projects (ex.: CDBG) and/or Massachusetts public construction laws and procedure. 10 or more Projects: Very Advantageous.. (5 Points) 4-9 Projects: Advantageous.. (4 Points) 2-3 Projects: Not Advantageous (2 Points) 0-1 Projects: Unacceptable. (0 Points) 9

10 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS In addition to the above comparative criteria, the Designer Selection Committee will take into consideration the following; 1. Information obtained from references. 2. Completeness of the materials submitted. The Designer Selection Committee reserves the right to select at least three finalists from among all the applicants. The Selection Committee may require Architects to appear for an interview before the Committee and/or submit additional written materials. The Designer Selection Committee shall transmit a list of the chosen finalists to the Town Administrator, ranked in order of qualification. No person or firm debarred pursuant to GL c. 149, S 44C shall be included as a finalist. The board always reserves the right to recommend that no finalists be selected, if such a recommendation appears to be in the best interests of the public and of the Town. The board shall transmit to the Town Administration all material received relating to such recommendation. The list shall include a record of the final vote of the board on the selection; and include a written statement explaining the board's reasons for its choice and its ranking of the finalists. 10

11 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS ATTACHMENT A CERTIFICATE OF NON-COLLUSION The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. Signature Title Company/Firm Name Date 11

12 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS ATTACHMENT B STANDARD DESIGNER APPLICATION FORM 12

13 TOWN OF SHEFFIELD TOWN HALL ABR DESIGN - REQUEST FOR QUALIFICATIONS ATTACHMENT C DRAFT CONTRACT FOR CONSTRUCTION MANAGEMENT SERVICES 13

14 Commonwealth of Massachusetts Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction (Updated July 2016) 1. Project Name/Location For Which Firm Is Filing: 2. Project # This space for use by Awarding Authority only. 3a. Firm (Or Joint-Venture) - Name and Address Of Primary Office To Perform The Work: 3. Name Of Proposed Project Manager: For Study: (if applicable) For Design: (if applicable) 3b. Date Present and Predecessor Firms Were Established: 3f. Name and Address Of Other Participating Offices Of The Prime Applicant, If Different From Item 3a Above: 3c. Federal ID #: 3g. Name and Address Of Parent Company, If Any: 3d. Name and Title Of Principal-In-Charge Of The Project (MA Registration Required): 3. Check Below If Your Firm Is Either: (1) SDO Certified Minority Business Enterprise (MBE) Address: (2) SDO Certified Woman Business Enterprise (WBE) Telephone No: Fax No.: (3) SDO Certified Minority Woman Business Enterprise (M/WBE) (4) SDO Certified Service Disabled Veteran Owned Business Enterprise (SDVOBE) (5) SDO Certified Veteran Owned Business Enterprise (VBE) 4. Personnel From Prime Firm Included In Question #3a Above By Discipline (List Each Person Only Once, By Primary Function -- Average Number Employed Throughout The Preceding 6 Month Period. Indicate Both The Total Number In Each Discipline And, Within Brackets, The Total Number Holding Massachusetts Registrations): Admin. Personnel ( ) Ecologists ( ) Licensed Site Profs. ( ) Other ( ) Architects ( ) Electrical Engrs. ( ) Mechanical Engrs. ( ) ( ) Acoustical Engrs. ( ) Environmental ( ) Planners: Urban./Reg. ( ) ( ) Civil Engrs. ( ) Fire Protection ( ) Specification Writers ( ) ( ) Code Specialists ( ) Geotech. Engrs. ( ) Structural Engrs. ( ) ( ) Construction Inspectors ( ) Industrial ( ) Surveyors ( ) ( ) Cost Estimators ( ) Interior Designers ( ) ( ) ( ) Drafters ( ) Landscape ( ) ( ) Total ( ) 5. Has this Joint-Venture previously worked together? Yes No Updated July 2016 Municipalities & Other Public Agencies Form Page 1

15 6. List ONLY Those Prime And Sub-Consultant Personnel Specifically Requested In The Advertisement. This Information Should Be Presented Below In The Form Of An Organizational Chart. Include Name Of Firm And Name Of The One Person In Charge Of The Discipline, With Mass. Registration Number, As Well As MBE/WBE Status, If Applicable: CITY / TOWN / AGENCY Prime Consultant Principal-In-Charge Project Manager for Study Project Manager for Design Discipline (from advertisement) Discipline (from advertisement) Discipline (from advertisement) Discipline (from advertisement) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Updated July 2016 Municipalities & Other Public Agencies Form Page 2

16 7. Brief Resume of ONLY those Prime Applicant and Sub-Consultant personnel requested in the Advertisement. Include Resumes of Project Managers. Resumes should be consistent with the persons listed on the Organizational Chart in Question # 6. Additional sheets should be provided only as required for the number of Key Personnel requested in the Advertisement and they must be in the format provided. By including a Firm as a Sub-Consultant, the Prime Applicant certifies that the listed Firm has agreed to work on this Project, should the team be selected. a. Name and Title Within Firm: a. Name and Title Within Firm: b. Project Assignment: b. Project Assignment: c. Name and Address Of Office In Which Individual Identified In 7a Resides: c. Name and Address Of Office In Which Individual Identified In 7a Resides: MBE MBE WBE WBE SDVOBE SDVOBE VBE VBE d. Years Experience: With This Firm: With Other Firms: d. Years Experience: With This Firm: With Other Firms: e. Education: Degree(s) /Year/Specialization e. Education: Degree(s) /Year/Specialization f. Active Registration: Year First Registered/Discipline/Mass Registration Number f. Active Registration: Year First Registered/Discipline/Mass Registration Number g. Current Work Assignments and Availability For This Project: g. Current Work Assignments and Availability For This Project: h. Other Experience and Qualifications Relevant To The Proposed Project: (Identify Firm By Which Employed, If Not Current Firm): h. Other Experience and Qualifications Relevant To The Proposed Project: (Identify Firm By Which Employed, If Not Current Firm): Updated July 2016 Municipalities & Other Public Agencies Form Page 3

17 8a. Current and Relevant Work By Prime Applicant Or Joint-Venture Members. Include ONLY Work Which Best Illustrates Current Qualifications In The Areas Listed In The Advertisement (List Up To But Not More Than 5 Projects). a. Project Name And Location Principal-In-Charge b. Brief Description Of Project And Services (Include Reference To Relevant Experience) C. Client s Name, Address And Phone Number (Include Name Of Contact Person) d. Completion Date (Actual Or Estimated) e. Project Cost (In Thousands) (1) Construction Costs (Actual, Or Estimated If Not Completed) Fee for Work for Which Firm Was Responsible (2) (3) (4) (5) Updated July 2016 Municipalities & Other Public Agencies Form Page 4

18 8b. List Current and Relevant Work By Sub-Consultants Which Best Illustrates Current Qualifications In The Areas Listed In The Advertisement (Up To But Not More Than 5 Projects For Each Sub- Consultant). Use Additional Sheets Only As Required For The Number Of Sub-Consultants Requested In The Advertisement. Sub-Consultant Name: a. Project Name and Location Principal-In-Charge (1) b. Brief Description Of Project and Services (Include Reference To Relevant Experience c. Client s Name, Address And Phone Number. Include Name Of Contact Person d. Completion Date (Actual Or Estimated) e. Project Cost (In Thousands) Construction Costs (Actual, Or Estimated If Not Completed) Fee For Work For Which Firm Was/Is Responsible (2) (3) (4) (5) Updated July 2016 Municipalities & Other Public Agencies Form Page 5

19 9. List All Projects Within The Past 5 Years For Which Prime Applicant Has Performed, Or Has Entered Into A Contract To Perform, Any Design Services For All Public Agencies Within The Commonwealth. # of Total Projects: # of Active Projects: Role P, C, JV * Phases St., Sch., D.D., C.D.,A.C.* Project Name, Location and Principal-In-Charge 1. Total Construction Cost (In Thousands) of Active Projects (excluding studies): Awarding Authority (Include Contact Name and Phone Number) Construction Costs (In Thousands) (Actual, Or Estimated If Not Completion Date (Actual or Estimated) (R)Renovation or (N)New * P = Principal; C = Consultant; JV = Joint Venture; St. = Study; Sch. = Schematic; D.D. = Design Development; C.D. = Construction Documents; A.C. = Administration of Contract Updated July 2016 Municipalities & Other Public Agencies Form Page 6

20 10. Use This Space To Provide Any Additional Information Or Description Of Resources Supporting The Qualifications Of Your Firm And That Of Your Sub-Consultants For The Proposed Project. If Needed, Up To Three, Double-Sided 8 ½ X 11 Supplementary Sheets Will Be Accepted. APPLICANTS ARE ENCOURAGED TO RESPOND SPECIFICALLY IN THIS SECTION TO THE AREAS OF EXPERIENCE REQUESTED IN THE ADVERTISEMENT. Be Specific No Boiler Plate 11. Professional Liability Insurance: Name of Company Aggregate Amount Policy Number Expiration Date 12. Have monies been paid by you, or on your behalf, as a result of Professional Liability Claims (in any jurisdiction) occurring within the last 5 years and in excess of $50,000 per incident? Answer YES or NO. If YES, please include the name(s) of the Project(s) and Client(s), and an explanation (attach separate sheet if necessary). 13. Name Of Sole Proprietor Or Names Of All Firm Partners and Officers: Name Title MA Reg # Status/Discipline Name Title MA Reg # Status/Discipline a. d. b. e. c. f. 14. If Corporation, Provide Names Of All Members Of The Board Of Directors: Name Title MA Reg # Status/Discipline Name Title MA Reg # Status/Discipline a. d. b. e. c. f. 15. Names Of All Owners (Stocks Or Other Ownership): Name And Title % Ownership MA. Reg.# Status/Discipline Name And Title % Ownership MA. Reg.# Status/Discipline a. d. b. e. c. f. 16. I hereby certify that the undersigned is an Authorized Signatory of Firm and is a Principal or Officer of Firm. I further certify that this firm is a Designer, as that term is defined in Chapter 7C, Section 44 of the General Laws, or that the services required are limited to construction management or the preparation of master plans, studies, surveys, soil tests, cost estimates or programs. The information contained in this application is true, accurate and sworn to by the undersigned under the pains and penalties of perjury. Submitted by (Signature) Printed Name and Title Date Updated July 2016 Municipalities & Other Public Agencies Form Page 7

21 Sheffield FY16 CDBG Town Hall ABR Architectural Services Contract AGREEMENT BY AND BETWEEN TOWN OF SHEFFIELD AND THIS AGREEMENT is made as of the day of August, 2017 by and between the Town of Sheffield, Massachusetts (hereinafter referred as the TOWN) and (hereinafter referred to as the ARCHITECT). WITNESSETH THAT: WHEREAS, the TOWN has entered into an agreement with the Commonwealth of Massachusetts' Department of Housing and Community Development (DHCD, hereinafter) Massachusetts Community Development Block Grant Program (Mass. CDBG, hereinafter) to undertake a community development program ("Program" hereinafter,) pursuant to the Housing and Community Development Act of 1974 ("Act" hereinafter), as amended, and regulations thereunder, and WHEREAS, professional services relating to construction management services for the Project are sought to assist the TOWN in the timely achievement of its Mass. CDBG Grant Program objectives. NOW, THEREFORE THE PARTIES HERETO DO AGREE AS FOLLOWS: 1. ENGAGEMENT OF ARCHITECT: The TOWN hereby engages the ARCHITECT to perform the services set forth herein and the ARCHITECT hereby accepts the engagement. 2. SCOPE OF SERVICES: The ARCHITECT shall perform the necessary services as described in the Scope of Work which is incorporated by reference herein as Attachment A. 3. RESPONSIBILITY OF THE TOWN: The TOWN shall assume responsibility for assisting the ARCHITECT insofar as possible for the purpose of efficiency and furnishing the ARCHITECT with information needed to satisfactorily complete their services. 3.1 The TOWN shall designate a project representative authorized to act on its behalf with respect to the project. The TOWN may be represented by the Board of Selectmen or by someone appointed to represent them in conjunction with Berkshire Regional Planning Commission. 4. REPORTING: The ARCHITECT will submit reports to the TOWN on the status of the project on a regular basis, and at a minimum of 25%, 50%, and 75% project completion; and a final certification and project approval at 100%. 5. SUBCONTRACTS: No subcontracts may be awarded by the ARCHITECT the purpose of which is to fulfill in whole or in part the services required of the ARCHITECT, without prior written approval of the TOWN. 6. TIME OF PERFORMANCE: The services of the ARCHITECT are to commence on or about August 16, 2017 and shall be undertaken and completed in sequence as to assure their expeditious completion. Services required hereunder shall be completed by December 31,

22 Sheffield FY16 CDBG Town Hall ABR Architectural Services Contract 7. COMPENSATION: The TOWN will pay the ARCHITECT a total fee in an amount not to exceed Twenty Thousand Dollars ($20,000.00), based on invoices submitted in an approved form. Payment shall be made upon submission of an invoice at the completion of the following Tasks: Task Amount Cost Analysis & Procurement Completion $2,500 25% Project Completion $2,500 50% Project Completion $5,000 75% Project Completion $5, % Project Completion; Final Certification and Approval $5,000 Total $20,000 The Architectural fee is a Fixed Fee and includes all costs related to the project including all items typically charged back as reimbursables which includes but may not be limited to: travel, copying, phone charges, postage, etc. other than those previously approved by the Town. 8. GENERAL PROVISIONS: 8.1 RETENTION OF RECORDS: The ARCHITECT shall maintain in accordance with OMB Circular A-102, and any Mass. CDBG regulations, procedures or guidelines, those books, records, and other documents, including but not limited to payroll records, and purchase orders, that are sufficient to document that activities carried out were in accordance with this Agreement, and the primary objectives of the Act, and any other applicable laws and regulations. Such records shall contain all information pertaining to grant awards, authorizations, obligations, unobligated balances, assets, liabilities, outlays and income. The ARCHITECT shall maintain such records for a period of seven (7) years from the date of expiration of this Agreement, or if such records become the subject of audit findings, they shall be retained until such findings have been resolved, whichever is later. 8.2 ACCESS TO RECORDS: The ARCHITECT shall make all books, accounts, records, reports, files, and other papers, things or property, that relate to its activities under this Agreement, available at all reasonable times for inspection, review, and audit by the Mass. CDBG, their authorized representatives, authorized representatives of HUD, the Inspector General of the United States, or of the Commonwealth, the Auditor of the Commonwealth, and the Attorney General of the United States, or of the Commonwealth reserves the right of the Governor or his designee, the Secretary of Administration and Finance, and the State Auditor and his designee, at reasonable times and upon reasonable notice, to examine the books, records, and other compilative data of the ARCHITECT which pertain to the performance of the provisions and requirements of this Agreement, as provided by Executive Order TERMINATION: The TOWN may terminate the contract, for cause, upon 15 days written notice to the ARCHITECT. In case of termination, all finished and unfinished documents shall become the property of the TOWN In the event of termination, the ARCHITECT will be compensated for services provided to the date of termination, according to the "Method and Schedule of Compensation". 8.4 AMENDMENTS: This Agreement may be amended provided such amendment is in writing by the signatories hereto, and receives approval from Mass. Dept. of Housing and Community Development prior to its effective date. 8.5 NON-DISCRIMINATION: The ARCHITECT shall adhere to the requirements set forth in Title VI of the Civil Rights Act of 1964 (Public Law ), and the regulations issued pursuant thereto by HUD; Title VIII of the Civil Rights Act of 1968 (Public Law ), as amended; section 109 of the Housing and Community Development Act of 1974, and the HUD regulations issued pursuant thereto (24 CFR ); Federal Executive Order 11063, as amended by Executive Order and the HUD regulations issued pursuant thereto (24 CFR 107); The Age Discrimination Act of 1975 (42 U.S.C et seq.); Section 402 of the Veterans of the Vietnam Era Act (for projects 2

23 Sheffield FY16 CDBG Town Hall ABR Architectural Services Contract of $10,000 or more); Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794); Massachusetts General Laws Chapter 151B Section 1 et seq.; State Executive Order 74, as amended and revised by Executive Orders 116, 113 and 227; and Mass. CDBG regulations, procedures or guidelines. The ARCHITECT shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, handicap, or national origin. The ARCHITECT shall take affirmative action to insure that applicants for employment are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, handicap, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The ARCHITECT shall post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause. The ARCHITECT shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, handicap or national origin. 8.6 PROCUREMENT STANDARDS: The ARCHITECT shall adhere to the requirements set forth in 24 CFR and Mass. CDBG regulations, procedures and guidelines with respect to standards governing procurement, and any applicable provisions of State laws and regulations relative thereto, including Chapter 30, section 39M; Chapter 149, section 44A through 44J; Chapter 484 of the Acts of 1984; and Chapter 30B. All procurement transactions without regard to dollar value shall be conducted in a manner that provides maximum free and open competition. It is national and state policy that the recipient take affirmative steps to award a fair share of contracts taken to ensure that small and minority businesses are utilized when possible as sources of supplies, equipment, construction and services. The SUBRECIPIENT shall maintain records sufficient to detail the process for procurement. 8.7 EMPLOYMENT OPPORTUNITIES: Where applicable, the ARCHITECT shall comply with provisions of Section 3 of the Housing and Community Development Act of 1968 (12 U.S.C. 1701u) and the HUD regulations issued pursuant thereto (24 U.S.C. 135), which shall serve as guidance for the implementation of said section. 8.8 FAIR HOUSING: In addition to the laws and regulations set forth herein with respect to ensuring fair housing opportunities, the ARCHITECT shall adhere to the provisions of State Executive Orders 215 and LABOR STANDARDS: Where applicable, the ARCHITECT shall adhere to the provisions of Section 110 of the Act, and the Massachusetts General Laws Chapter 149 sections 26 to 27D inclusive (as amended by Chapter 484 of the Acts of 1984). In the case of the rehabilitation of commercial property, or rehabilitation of residential property designed for residential use of eight or more families, the ARCHITECT shall adhere to the Federal Labor Standards Provisions (HUD Handbook ), the requirements of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327 et. seq.) and the Copeland Anti-Kickback Act CONFLICT OF INTEREST: The ARCHITECT shall adhere to the mandates of the Massachusetts Conflict of Interest Statute, M.G.L. c.268a, the federal Conflict of Interest Provisions at 24 CFR and the federal Hatch Act, 5 U.S.C. ss 1501 et seq COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS AND REGULATIONS, AND DHCD REGULATIONS, PROCEDURES, AND GUIDELINES: All activities authorized by this agreement shall be subject to and performed in accordance with the provisions of the Sheffield FY 2016 CDBG Grant with DHCD and all its attachments (including, where relevant, section 4.14 Flood Disaster Protection, 4.15 Historic Preservation, 4.16 Additional environmental requirements, 4.17 Lead Paint Hazards, and 4.18 Relocation Assistance), all applicable federal regulations, including but not limited to any applicable regulations issued by HUD published in 24 CFR Part 570, as may be amended from time to time; OMB circular A-133 audits of State, Local, and non-profit organizations; OMB circular A-87 Cost Principals for State and Local government; 24 CFR 3

24 Sheffield FY16 CDBG Town Hall ABR Architectural Services Contract Part 85 Uniform Administrative Requirements for grants and cooperative agreements to State and Local governments (including where relevant sub-part B and C through 85.22; 85.25; through 85.37), all applicable State and Local laws and regulations, including but not limited to those specifically stated herein, any additional regulations, procedures, or guidelines as may be established or amended by DHCD. 9. AVAILABILITY OF FUNDS: The compensation provided by this agreement is subject to the continued availability of federal funds for the Sheffield FY 2016 CDBG Grant, and to the continued eligibility of the Commonwealth and the TOWN to receive such funds. 10. INDEMNIFICATION: The ARCHITECT shall indemnify, defend, and hold the TOWN harmless from and against any and all claims, demand, liabilities, actions, causes of actions, cost and expenses caused by or arising out of the ARCHITECT s breach of this agreement or the negligence or misconduct of the ARCHITECT, or agents or employees. 11. LICENSES: The ARCHITECT shall procure and keep current any licenses, certifications, or permits required for any activity to undertaken as part of the Scope of Services, Attachment A, as required by federal, state or local laws or regulations, and shall comply with the provisions of 24 CFR Part with respect to any bonding or other insurance requirements. 12. CONFIDENTIALITY: The ARCHITECT will protect the privacy of, and respect the confidentiality of information provided by, program participants, consistent with applicable federal and state regulations, including M.G.L., C. 66 section 10, regarding access to public records. 13. COPYRIGHT: No material prepared in whole or in part under this agreement shall be subject to copyright in the United States of America or in any other country except with the prior written approval of Mass. CDBG. 14. CLOSEOUT: The ARCHITECT shall follow such policies and procedures with respect to close-out of any associated grant as may be required by Mass. CDBG. 15. The following Certificate of Tax Compliance must be completed and submitted as part of this contract. Certificate of Tax Compliance Pursuant to Chapter 62C of the Massachusetts General Laws, Section 49A, the signatory for Clark & Green Architecture Design certifies under the pains and penalties of perjury that said contractor has complied with all laws of the Commonwealth of Massachusetts relating to taxes. ARCHITECT: By: Date: August, SEVERABILITY: If any provision of this agreement is held invalid, the remainder of the agreement shall not be affected thereby, and all other parts of this agreement shall nevertheless be in full force and effect. 4

25 Sheffield FY16 CDBG Town Hall ABR Architectural Services Contract IN WITNESS THEREOF, the TOWN and the ARCHITECT have executed this AGREEMENT under seal in triplicate as of the date above written. Approvals and Signatures By: TOWN By: ARCHITECT Rhonda LaBombard, Town Administrator Date: August, 2017 Date: August, 2017 Approved as to Form: Town Counsel Approved as to Appropriation: Town Accountant 5

26 Sheffield FY16 CDBG Town Hall ABR Architectural Services Contract ATTACHMENT A TOWN OF SHEFFIELD AND SCOPE OF WORK The Architect shall furnish all equipment, labor and materials necessary to complete all design services required to prepare for the implementation of the Sheffield FY16 CDBG Town Hall Architectural Barrier Removal project. 1. Perform cost analysis on the approved 2014 Plans & Specifications to ensure cost estimates are current; 2. Prepare the Invitation for Bid (IFB) to procure a Construction Contractor Assist in coordination with the CDBG grant administrator and municipal officials; 3. Schedule the on-site walk through with IFB respondents; 4. Manage the bid process and selection of primary contractor and sub-contractor(s); 5. Interface with Construction Contractor and Grant Administrator in setting work schedules; 6. Oversee and approve work progress; 7. Schedule and hold project meetings with the general contractor, CDBG grant administrator, and municipal officials; 8. Assure compliance with Massachusetts Prevailing Wage and Davis Bacon requirements; 9. Approve Pay Requests and Change Orders; 10. Comply with legal requirements, building and safety codes, and other regulations; and 11. Prepare the final certification and project approval for review and approval by the CDBG grant administrator, and municipal officials. 6

27 Sheffield FY16 CDBG Town Hall ABR Architectural Services Contract ATTACHMENT B TOWN OF SHEFFIELD AND METHOD AND SCHEDULE OF COMPENSATION The TOWN will pay the ARCHITECT a total fee in an amount not to exceed Twenty Thousand Dollars ($20,000.00). Invoices may submitted monthly, at which time the ARCHITECT may invoice for each task based on percent completed. Task Amount Cost Analysis & Procurement Completion $2,500 25% Project Completion $2,500 50% Project Completion $5,000 75% Project Completion $5, % Project Completion; Final Certification and Approval $5,000 Total $20,000 7