REQUEST FOR PROPOSALS (RFP) FIRE STATION FEASIBILITY STUDY. Borough of Phoenixville. July 15, 2016

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1 REQUEST FOR PROPOSALS (RFP) FIRE STATION FEASIBILITY STUDY Borough of Phoenixville 351 Bridge Street Second Floor Phoenixville, PA Chester County, Pennsylvania July 15, 2016 Borough of Phoenixville 1

2 FIRE STATION FEASIBILILTY STUDY Introduction Phoenixville Borough, Chester County, Pennsylvania, is located about 25 miles northwest of Philadelphia. The Borough of Phoenixville (Borough) occupies about 3.8 sq. mi. and its current population is approximately 16,800. The projected development over the next ten years could bring the total population to over 20,000. The Borough currently owns five municipal parking lots. Further information about the Borough s government can be found at As a professional service, the Borough is not required to accept the proposal of the firm with the lowest rates, but rather will award the Fire Station Feasibility Study proposal to the firm that the Borough Council feels is best qualified to provide the necessary services to Phoenixville Borough. Scope of Services The Borough of Phoenixville is accepting Requests for Proposals (RFP) for a Building Feasibility Study and general site evaluation for a new Fire Station or Fire Station/Borough Hall campus. Currently, the Fire Station and Borough Hall are both located at separate ends of the downtown. The Borough has identified five stand-alone sites but wishes to also study the campus concept. It is the intent of the Borough, if feasible, to locate the Fire Station and Borough Hall on the same campus. Attachment 1 provides a map of the various locations. In order to provide the Borough of Phoenixville with a clear understanding of the pros and cons of each proposed building site, consultant will utilize the following methodology: INFORMATION GATHERING Programming meetings with Borough Staff and Fire Department to understand the overall key goals and components required for the proposed new building. Review the Borough s existing facilities and methods of operations. Review Facility Feasibility Study for Phoenix Hose, Hook & Ladder Co., No 1. for fire station conceptual architectural design. Meetings with Borough Staff and Fire Department to establish current and future operational procedures including opportunities for shared spaces and future expansion. Discuss initiatives and opportunities for reduced up-front and long term Borough of Phoenixville 2

3 ANALYSIS REPORT operational cost savings through effective design and efficient building layout. Review environmental compliance considerations with Borough Administration for each of the proposed sites. Review of available building information, site surveys, utility maps, etc. Provide a preliminary review of anticipated traffic conditions and issues for each site. Identify all site related permit requirements for each of the proposed sites. Review FEMA floodplain maps for potential consideration of issues and problems. Determine stormwater conditions and propose stormwater concepts for each site (where applicable). Identify spatial and adjacency requirements for each of the Borough Departments. Identify building and site related sustainable design opportunities for each of the sites for possible inclusion in the final design. Provide a site plan drawing of each proposed site indicating building(s), orientation, parking, stormwater requirements, site and building ingress/egress, ADA accessibility, site restrictions, building setbacks, etc. Provide possible solutions for identified traffic issues for each site including accessibility by volunteers in personal vehicles when responding to the Fire Station and for emergency vehicles responding to calls leaving the Fire Station. Provide a project cost estimate for each of the proposed sites identifying each of the following: Site acquisition costs (where applicable). Building construction costs. Site related construction costs. Traffic control device costs (where applicable). Borough of Phoenixville 3

4 Relocation and adjustment of buried and above ground utilities (where applicable). Demolition costs (where applicable). Costs associated with construction phasing and temporary facilities (where applicable). Opportunities for reducing project costs through grants, incentives and renewable energy. Project soft costs (A/E design fees, CM fees, project contingencies, permit, inspection and approval fees, reimbursable expenses, legal and public bidding fees). Discuss effects of construction phasing on operational activities and temporary facilities as it relates to possible improvements at the current Borough Hall option. Evaluate and recommend project delivery and contracting alternatives. Develop a baseline overall project schedule from inception to occupancy. Specific Response Requirements All proposals should be submitted in accordance with the instructions detailed below. Responses should address the following requests for information or questions: 1. Letter of Transmittal Each proposal should be accompanied by a letter of transmittal which summarizes the key points of the proposal and which is signed by an authorized officer. 2. Firm Experience and Qualifications A. Provide an overview of the firm and its qualifications. Include the location of your firm s primary office, as well as any other offices in the Commonwealth of Pennsylvania or other states. B. Describe your firm s relevant municipal experience for the past five (5) years. C. Describe your firm s equal employment opportunity policies and programs. D. Insurance Coverage. Consultant shall execute Attachment 2 to ensure that the Borough is protected and that the consultant understands that this would be a Borough of Phoenixville 4

5 requirement if they were selected as the firm to provide such services to Phoenixville Borough. E. Submit three (3) references for different municipalities of like size with names and direct line telephone numbers. 3. Feasibility Team Provide summary of experience or detailed resumes for each individual assigned to the team. Identify who specifically within the firm will be the main Borough contact or liaison throughout the term of the engagement. 4. Conflicts of Interest Describe any material financial relationships that you or your firm or any employee has with any individual or organization that may create a conflict of interest in representing the Borough. Second, describe any family relationship that any employee of your firm has with any public servant that may create a conflict of interest or the appearance of a conflict of interest in representing the Borough. Third, describe any other matter that your firm believes may create a conflict of interest or the appearance of a conflict of interest in representing the Borough and the manner in which such conflicts described in this paragraph will be resolved. 5. Fee Proposals The Borough of Phoenixville will enter into a contract for professional consulting services based on a fixed-price (or lump sum) to the contractor for the specified scope of services. Incremental payments to the consultant will be made at the completion of major tasks with a not to exceed contract amount. Ten (10) percent of the contract price will be held as final payment upon delivery of the final products. The exact payment schedule will be negotiated and determined as part of the contract and shall be based on the budget provided with the proposal. 6. Evaluation Criteria and Selection Process The Borough Council reserves the right to: Select a proposal in its entirety or some portion(s) thereof; Reject any and all proposals, in whole or in part; Waive irregularities; Borough of Phoenixville 5

6 Request oral presentations and/or individual interviews from those individuals or firms determined to be in a competitive range; Make the final selection using criteria judged to be the maximum benefit to the Borough as a whole. 7. Proposal Submission Proposals, including any/all attachments, cover letter and tabs should be submitted on 8 ½ x 11 paper, single spaced using a minimum font size of 12 pt. Please do not provide any marketing materials. Proposals shall be scanned as a PDF file and submitted in electronic format via to the below address. Faxed proposals will not be accepted. One (1) original hard copy of the proposal to be submitted. Electronic proposal must be received by 12:00 noon EST on Wednesday, August 24, Proposals are to be submitted to: Borough Manager 351 Bridge Street, Second Floor Phoenixville, PA Attn: ejkrack@phoenixville.org Subject line shall be: Any questions regarding the RFP should be addressed to the Borough Manager. 8. Pre-Bid Meeting A pre-bid meeting will be held at Borough Hall, 351 Bridge Street, Third Floor on Wednesday, July 27 at 10:00 am. The purpose of the meeting is to review the various sites as well as take questions. Cost of Responding to this RFP: The Borough will not pay for any information requested in the RFP or any cost incurred in submitting proposals, responding to additional questions, or participating in the interview process. Borough of Phoenixville 6

7 Selection Timetable Selection of the successful firm will be based on proposals submitted and in-person interviews of a final group of firms as may be determined by Borough Staff. Staff Recommendation is intended to be provided to Borough Council for their September 13, 2016 meeting. ## End of Request for Proposal ## Borough of Phoenixville 7