REQUEST FOR PROPOSALS City of St. Albans VCDP Planning Grant Architectural and Environmental Services

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1 REQUEST FOR PROPOSALS City of St. Albans VCDP Planning Grant Architectural and Environmental Services Project Schedule: February 27, 2019 March 15, 2019 at 10 am March 20, 2019 at 3:00pm March 22, 2019 April 5, 2019 at 3:00 pm April 30, 2019 December 31, 2019 RFP Released Site Visit Deadline for submission of questions via Response to questions distributed to firms Deadline for submission of proposal via Contract execution Project completion Questions in writing may be sent via to Taylor Newton, Senior Planner at (802) or Submission Requirements One (1) electronic Adobe Portable Document Format (PDF) file must be received on/before 3 pm on April 5, 2019 and can be ed to tnewton@nrpcvt.com. ed proposals are required. Digital proposals exceeding 7 MB must be compressed below 7 MB or sent via Dropbox. Applicants are encouraged to submit proposals early in case there are technology issues. NRPC is not responsible for proposals that are not received due to technology issues. *************** I. INTRODUCTION The City of St. Albans has received a Planning Grant from the Vermont Community Development Program (VCDP) to fund architectural and environmental services related to the future expansion of services at the Almond Blossoms Schoolhouse, a preschool/childcare facility located at Lake Street. The goal of Almond Blossoms Schoolhouse is to expand their preschool/childcare services from 12 licensed children to 100 licensed children and to be able to provide services 24 hours a day (e.g. including third shift). To this end, the company seeks to eventually purchase the property at Lake Street, fully utilize the existing historic home, and build a new two-story structure on the property. Northwest Regional Planning Commission (NRPC) is providing administrative and project management functions to assist the City of St. Albans and Almond Blossoms Schoolhouse. The City of St. Albans, Almond Blossoms Schoolhouse, and NRPC seek proposals from consultants with proven expertise in the fields of architecture and environmental services to complete the work outlined in Section II Scope of Work. 1

2 II. SCOPE OF WORK This solicitation is looking for consultant services to carry out the tasks listed in the scope of work below: 1. Architectural Services: Perform a site visit to inspect and assess the existing conditions of the building, both the interior and exterior, to determine its physical condition and required modifications. Measure and develop existing floor plans of the building. These plans will be used to generate design solutions and indicate modifications to the building. Perform a preliminary Vermont Fire Prevention Code and NFPA Life Safety Code analysis of the existing building to determine improvements required to meet applicable codes for the proposed uses of the building. Meet on site with Department of Fire Safety, if required. Perform a preliminary Vermont Access Rules and ADA analysis of the existing building to determine improvements necessary to meet accessibility requirements. Perform a preliminary Energy Code review to determine improvements necessary to comply with current Vermont State Commercial Energy rules. Development of floor plans and schematic design solutions incorporating programming/space usage requirements, including a new two-story building at former garage location (plans and conceptual elevations) Develop architectural scope of work by Division. Identify permit requirements. Meet with Almond Blossoms Schoolhouse to review schematic design solutions, architectural scope of work by Division, and permit requirements. Further development of design solutions based on meeting. Work with the cost estimator to develop estimate of probable construction costs. Meet with Almond Blossoms Schoolhouse to review revised design and estimate of probable construction costs. 2. Historic Consulting Services: The Historic Preservation Consultant will perform a site visit, research and prepare the Determination of Eligibility, review and comment on proposed schematic designs to the building, and prepare a Preliminary Section 106 Review Letter. 3. Environmental Services: A Phase I Environmental Site Assessment (ESA) will be performed to the ASTM E standard. The Phase I ESA will include a walkthrough of the buildings (basements, first floor and second floor and attic), visual examination of the property and surrounding properties for evidence of recognized environmental conditions (RECs), interviews with knowledgeable individuals, examination of 2

3 environmental public records databases, examination of historical documentation, and preparation of a report. A HUD environmental record review (ERR) will be prepared in compliance with the requirements of the National Environmental Policy Act (NEPA), Council on Environmental Quality (CEQ) regulations and Title 24, Part 58 of the Code of Federal Regulations including the HUD Statutory Checklist and Environmental Review Assessment Checklist. The consultant will respond to comments from the Vermont Agency of Commerce and Community Development. Upon client review and approval, draft public notices and a final ERR will be prepared. The budget for the above three tasks (Task #1 through Task #3) shall not exceed $17,450. Task #4, Task #5, and Task #6 below may or may not be completed depending the findings of the Phase I ESA and the conditions on site. If recommended by the architect and/or environmental consultant, the City of St. Albans and Almond Blossoms Schoolhouse may choose to contract with the selected consultant to carry out Task #4 through Task #6: 4. Lead and asbestos testing, if recommended by the architect and environmental consultant, in order to complete the environmental review and/or inform final schematic floor plans; 5. A phase 2 environmental site assessment, if recommended by the environmental consultant, in order to complete the environmental review and/or inform final schematic floor plans, and assistance with a Brownfields Reuse and Environmental Liability Limitation Act (BRELLA) application for the property; and 6. Development of an evaluation of corrective action alternative (ECAA) and environmental corrective action plan, if recommended by the environmental consultant in order to inform final schematic floor plans, prepared in compliance with federal funding guidelines. III. PROPOSALS All consultants are required to submit a proposal outlining the following information: Understanding of the Project: Describe briefly your understanding of this project, including tasks to be performed, and the issues and needs to be addressed, and also how you propose to coordinate activities with the City of St. Albans, Almond Blossoms and NRPC. Also explain your firm s experience working on similar projects. Scope and Schedule: Identify if the proposed scope of work and schedule are appropriate and provide a timeline for project completion. 3

4 Organizational Chart: Cost Proposal: Identify persons who will be involved in the project and their respective roles and/or functions. The project manager and task leaders should be clearly identified. Sub-consultants must be identified and their qualifications described. Present a detailed cost proposal for the work to be performed based upon the person hours by task and including hourly rate(s), overhead and fee, other direct costs, subcontractor costs, etc. The City of St. Albans and Almond Blossoms Schoolhouse retain the right to negotiate costs with any consultant that has submitted a proposal. Proposals received after 3 PM on April 5, 2019 will not be considered. All questions and communications regarding this RFP should be directed to Taylor Newton, Senior Planner, at or tnewton@nrpcvt.com. Upon submission, all proposals become the property of the City of St. Albans and Almond Blossoms Schoolhouse. The expense of preparing, submitting, and presenting a proposal is the sole responsibility of the consultant. The City of St. Albans and Almond Blossoms Schoolhouse retain the right to reject any and all proposals received, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP as in the best interest of the City of St. Albans and Almond Blossoms Schoolhouse. This solicitation in no way obligates City of St. Albans or Almond Blossoms Schoolhouse to award a contract. Proposal Evaluation: Proposals will be evaluated by the City of St. Albans, Almond Blossoms Schoolhouse, and NRPC staff (Review Team) based on the following criteria: 1. Quality, completeness, and clarity of submission; 2. Qualifications and relevant experience by respondent on similar projects; 3. Adequate assigned resources and staffing to complete the work by proposed timeline; and 4. Proposed project cost. The Review Team reserves the right to seek clarification of any proposals submitted and select the consultant deemed most qualified to provide the required services. Non-Discrimination and Title VI: The consultant shall comply with the provisions of the Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, and subsequent related acts, and all other federal statutory laws which provide in whole or in part that no person or entity on the grounds of race, color, national origin, sex, physical disability, or veteran status be excluded from participation in, be denied the benefits of, or be otherwise discriminated under the State, Federal and USDOT assisted contracts, programs and activities. 4

5 IV. CONTRACTING PROVISIONS This work is being funded through a Vermont Community Development Program Planning Grant. In accordance with the grant agreement, the City of St. Albans shall reimburse the consultant for all reasonable and necessary expenses incurred in the performance of this work assignment in accordance with state reimbursement offered to State employees. All consultants, and any sub-consultants, must comply with any and all applicable laws, statutes, ordinances, rules, regulations, and/or requirements of federal, state, and local governments and agencies thereof, which relate to or in any manner affect the performance of this agreement. Those requirements imposed upon the State of Vermont, the City of St. Albans, and Almond Blossoms Schoolhouse respectively, as recipients of federal funds are thereby passed along to the consultant and any subconsultants, and those rights reserved by the US Department of Housing and Urban Development (HUD) are likewise reserved by the State of Vermont, the City of St. Albans, and Almond Blossoms Schoolhouse. All consultants and any subconsultants must comply with all pertinent federal, state and local laws, must carry adequate insurance coverage (not less than $1,000,000-per occurrence, $1,000,000 - General Aggregate Applying, in total, $1,000,000 - Products/Completed Operations Aggregate, $50,000 Fire/Legal/Liability, and $1,000,000 Automotive Liability), and must affirm being an equal opportunity employer with an affirmative action plan. It is further stated that it is the policy of the State of Vermont that Disadvantaged Business Enterprises (DBE) have the opportunity to participate to the maximum extent feasible in procurement and contracting. Consultant(s) shall further certify that it will comply with the provisions of the Americans with Disabilities Act. Qualified Disadvantaged Business Enterprises (DBE) and Women-owned Business Enterprises (WBE) businesses are encouraged to submit proposals. V. ROLES AND RESPONSIBILITIES City of St. Albans Financial Management Oversight of bid solicitation/procurement of contractors Inspection of work prior to release of payment Revision/submission of progress reports Northwest Regional Planning Commission Project manager contact for project progress Clerk of the Works for the Planning Project Preparation of request for proposal Preparation of progress reports 5

6 Almond Blossoms Schoolhouse Review/execution of contract with contractors Financial management at subrecipient/borrower level Lead Consultant Complete the included scope of work (Section II) and provide all deliverables as outlined in Section VI. VI. DELIVERABLES The consultant will deliver the following to the NRPC: Digital and paper copies of an architectural scope of work that includes identification of permit requirements and probable construction cost estimates. Digital and paper copies of floor plans and schematic design solutions incorporating programming/space usage requirements in the existing structure and in the new twostory building at former garage location (plans and conceptual elevations) Digital and paper copies of a Section 106 Determination of Eligibility and a preliminary Section 106 Review Letter. Digital and paper copies of a Phase I Environmental Site Assessment (ESA) meeting ASTM E standard and Environmental Record Review (ERR) prepare in compliance with the requirements of the National Environmental Policy Act (NEPA), Council on Environmental Quality (CEQ) regulations and Title 24, Part 58 of the Code of Federal Regulations including the HUD Statutory Checklist and Environmental Review Assessment Checklist. If required, digital and paper copies of a Phase II ESA, ECAA and Corrective Action Plan. The City of St. Albans and Almond Blossoms Schoolhouse are an Equal Opportunity Employers 6