OAKES AMES MEMORIAL HALL ASSOCIATION, INC. REQUEST FOR PROPOSALS FOR HISTORIC BUILDING COMPREHENSIVE NEEDS ASSESSMENT AND PRIORITIZED TREATMENT PLAN FOR OAKES AMES MEMORIAL HALL Procurement Contact: Wayne Beitler, Town of Easton 508-230-0645 wbeitler@easton.ma.us Responses Due October 9, 2014 No later than 3:00 PM
Table of Contents 1. INTRODUCTION... 3 2. PRE-PROPOSAL CONFERENCE/BRIEFING... 4 3. SUBMISSION DEADLINE AND INSTRUCTIONS... 4 4. QUESTIONS OR ADDENDUM... 5 5. MODIFICATIONS TO PROPOSAL... 5 6. SCOPE OF WORK... 5 7. MINIMUM CRITERIA/QUALIFICATIONS... 11 8. COMPARATIVE EVALUATION CRITERIA... 11 9. TIMELINE... 13 10. METHOD FOR AWARD... 14 11. TECHNICAL PROPOSAL REQUIREMENTS... 14 Attachments Attachment A Attachment B Attachment C Required Forms Sample Contract Phase Cost Breakdown Page 2
REQUEST FOR PROPOSALS OAKES AMES MEMORIAL HALL HISTORIC BUILDING COMPREHENSIVE NEEDS ASSESSMENT AND PRIORITIZED TREATMENT PLAN 1. INTRODUCTION The Oakes Ames Memorial Hall Association Inc. owns and maintains Oakes Ames Memorial Hall. The Hall is a National Historic Landmark and is an important contributing resource to Easton s Ames Local Historic District. Completed in 1881, the building is one of five structures in Easton designed by architect H. H. Richardson. The Hall is a memorial to Easton native Oakes Ames who was prominent in the building of the transcontinental railroad. In accordance with the founder s intent the building is held in trust and managed by the Association for the benefit of the Inhabitants of Easton. Oakes Ames Memorial Hall has operated for 130 years as a public gathering place. It was designed to accommodate town meetings, lectures, events and performances and continues to serve the residents of Easton in that capacity as a venue for functions, classes, theater, meetings, celebrations, and religious services. The surrounding landscape as well as the nearby Rockery memorial cairn was designed by Frederick Law Olmsted. The Association s Board of Trustees is seeking proposals for the services of a qualified and experienced architectural and/or engineering firm to provide a comprehensive assessment of Oakes Ames Memorial Hall. Significant rehabilitation work on the north façade and the tower has been completed in recent years, some of the windows have been restored, some of the mechanical systems have been updated, and some analysis has been done on the building s brownstone components. Material investigations conducted at the Hall include a 2001 Brownstone Study by Einhorn Yaffe Prescott Architects & Engineers, Building and Monument Conservation and Stone Products Consultants, and a conditions survey of architectural, structural and mechanical conditions in 2010 by Menders, Torrey & Spencer, Inc. These studies, which will be made available upon request, describe and illustrate the deficiencies of the building at those times. In recent years the Board of Trustees and supporters at Town Hall and elsewhere in the community have concluded the Hall requires a comprehensive assessment to understand the building s near- and longterm needs, to create a phased and coordinated plan to rehabilitate the Hall, and to secure public and private funding and support. The results of this study will become the basis for a long term prioritized and phased rehabilitation project. Qualified firms are requested to submit their proposals to Wayne Beitler in the Town of Easton s Department of Planning & Community Development, who is tracking and coordinating RFP responses on behalf of the Oakes Ames Memorial Hall Board of Trustees. This study is funded in part by a grant from the Massachusetts Preservation Projects Fund administered by the Massachusetts Historical Commission (MHC). Additional funding will be provided by a Community Preservation Act grant from the Town of Easton. The guidelines and regulations of both funding sources will apply to this project. A contract with a consultant will not be executed until a contract is signed with MHC (anticipated mid-october 2014) and funding is authorized with the Town (anticipated mid-november 2014). Page 3
The deadline for the RFP submittal is 3:00 PM on Thursday, October 9 th, 2014. Proposals shall be mailed or delivered to: Wayne Beitler, Community Planner Department of Planning & Community Development, Easton Town Offices 136 Elm Street Easton, MA 02356 508-230-0645 The Oakes Ames Memorial Hall Association Inc. Board of Trustees may cancel this RFP or reject in whole or in part any and all proposals, if it is determined that cancellation or rejection serves the best interests of the Association. 2. PRE-PROPOSAL CONFERENCE/BRIEFING A pre-proposal conference is scheduled for Thursday, September 25 th, 2014 at 10:00 AM at Oakes Ames Memorial Hall, 3 Barrows Street, North Easton, MA 02356. This pre-proposal conference will include a tour of the building. The purpose of the pre-proposal conference is to assist prospective firms in the interpretation of the Request for Proposals and other technical and contractual matters. Attendance at this conference is not mandatory, but is highly recommended. 3. SUBMISSION DEADLINE AND INSTRUCTIONS All proposals must be endorsed with the name and business address of the Proposer and submitted in a sealed envelope clearly marked "SEALED NON-PRICE PROPOSAL Oakes Ames Memorial Hall Comprehensive Needs Assessment. Price proposals must be submitted in a separate sealed envelope clearly marked SEALED PRICE PROPOSAL Oakes Ames Memorial Hall Comprehensive Needs Assessment. Sealed proposals will be received until 3:00 PM, Thursday October 9 th, 2014. Any proposals received after the specified time will not be accepted. Please use this checklist to ensure you have included all required submittals with your proposal. All proposals shall include: Six (6) copies of a completed Non-Price Proposal in a separate envelope labeled "SEALED NON-PRICE PROPOSAL Oakes Ames Memorial Hall Comprehensive Needs Assessment One (1) PDF of copy of the Non-Price Proposal (on CD, DVD, thumb drive) Two (2) copies of the Price Proposal (including Price Proposal to produce this Comprehensive Needs Assessment Price Proposal to produce construction-ready plans and specifications and manage construction for recommended project phases and Price Proposal to produce a Use and Programming Plan) in a separate envelope labeled SEALED PRICE PROPOSAL Oakes Ames Memorial Hall Comprehensive Needs Assessment A completed and signed proposal signature and addenda acknowledgement page. A completed and signed non-collusion affidavit. Page 4
A completed and signed affidavit of compliance. A completed and signed attestation of taxes. All other documentation as listed under Technical Proposal Requirements. 4. QUESTIONS OR ADDENDUM Questions concerning this RFP must be submitted in writing to: Wayne Beitler, Department of Planning & Community Development, Town Offices, 136 Elm Street, Easton, MA 02356, in accordance with the instruction contained within this RFP. Or they may be emailed to wbeitler@easton.ma.us. All questions/inquiries must be received by 12:00 PM on Tuesday, September 30 th, 2014 to be considered. If any changes are to be made to this RFP, an addendum will be issued. Addenda will be emailed, mailed, or faxed to all bidders on record as having picked up the RFP. 5. MODIFICATIONS TO PROPOSAL A vendor may correct, modify, or withdraw a proposal by written notice received by the Association prior to the time and date set for the proposal opening. Proposal modifications must be submitted in a sealed envelope clearly labeled Modification No.. Each modification must be numbered in sequence, and must reference the original RFP. 6. SCOPE OF WORK Purpose: The major objectives of this Historic Building Comprehensive Needs Assessment and Prioritized Treatment Plan are to create a detailed conditions assessment with treatment recommendations in order to identify the requirements and associated costs to preserve, rehabilitate, and maintain Oakes Ames Memorial Hall. The work must balance the importance of preserving the property s historic architectural details and cultural heritage with providing for the functional operation of the Hall. The design team hired for this project will initially record the existing conditions of the Oakes Ames Memorial Hall. Following documentation, the design team will evaluate the condition of the architectural fabric, assess the condition of the structural and mechanical systems and develop treatment recommendations consistent with the use and historic integrity of the property. The consultant will provide costs estimates for immediate, short term, and long term architectural and mechanical repairs/ renovations. The Comprehensive Needs Assessment and Treatment Plan will provide a clearer understanding of Oakes Ames Memorial Hall by accomplishing the following: Evaluate the condition of the architectural fabric, structural systems and site; Outline short-, medium-, and long-term preservation and rehabilitation priorities for the Hall given the use and historical integrity of the property, with the various sub-projects grouped Page 5
and sequenced so as to facilitate discrete phases of work that can be carried out as funds are secured; Establish a prioritized maintenance schedule for Oakes Ames Memorial Hall, with recommendations for proceeding in a historically-responsible manner. This Plan also will aid in securing funding for each proposed phase of work and should be created with that in mind. 1) The successful firm will perform an architectural and structural assessment of the exterior and interior of the building and its components and of its materials, finishes, and mechanical systems, (and identifying hazardous materials, if any), including but not limited to MAAB and ADA access and building code improvement requirements (as under780 CMR and 521 CMR), as well as an assessment of the grounds and landscaping and the means of access, including stairs, walkways, driveways, parking areas, and lighting. This may require limited destructive testing after approval by the Association investigating the source of water leaks behind plaster and paneling, for example. 2) The successful firm will prepare prioritized recommendations for building and site rehabilitation and restoration, including but not limited to MAAB and ADA access and building code improvement requirements (as under780 CMR and 521 CMR), with those recommendations grouped so as to allow the work to proceed in discrete, coherent phases, and an estimated budget for each phase. 3) The successful firm will prepare a schedule of cyclical and longer-term maintenance and replacement recommendations, with an estimated budget for each recommendation. 4) Submitted separately from the technical specifications as a response to this RFP will be proposed costs to develop construction-ready plans and specifications and to manage construction for the recommended rehabilitation phases. 5) The successful firm will prepare specifications outlining the steps to produce and the components of a use and programming plan, and an estimated budget to obtain such a plan, which may or may not be pursued by the Association as a separately funded project. Firms shall detail in their proposal any additional items which will be included in the assessment and recommendations, and items (if any) which will be excluded from the assessment and recommendations. Firms should provide a general description of the methodology and/or level of detail for each of the major component elements to be assessed and for the grouping and prioritization of the rehabilitation recommendations. The successful firm will meet periodically with both the Association and with representatives of relevant Town boards and departments during the course of this project. The successful firm may be expected to present and explain its rehabilitation recommendations to prospective funders, including to the general public at Town Meeting. Page 6
The Association will make available previous reports, building plans and documentation (where available), and recent work order history to the successful firm. Description of Work: The current scope of work involves the development of a Historic Building Comprehensive Needs Assessment and Prioritized Treatment Plan for Oakes Ames Memorial Hall. PHASE I: ARCHITECTURAL/ STRUCTURAL ANALYSIS AND CONDITIONS SURVEY Conduct an architectural and structural analysis of the structure s interior, exterior, and site. The survey must include an assessment of the grounds, landscaping, and access points, including stairs, walkways, driveways, parking areas, and lighting. As part of the overall building analysis, perform a paint analysis with prior approvals from the local project coordinator. Evaluate all structural systems of the Hall (foundations, walls, roof, etc.) Identify the features, materials and finishes that are character-defining and therefore significant, and which must be preserved in the course of any work completed on the building. Documentation should include digital color photographs. Provide a complete narrative description of existing exterior and interior conditions, materials, and construction methods including digital photographs. This description should include both significant and non-significant features of the building. Documentation and assessment of the building should include written, photographic and physical (in-situ) evidence of the chronology of construction, alterations and use history and architecture of the structure including expansion and restoration phases. Provide a narrative summary of the changes in the Hall s material details, structural modifications, and uses over time, with images and schematic drawings and plans as appropriate. The assessment must include a description of the condition of building materials, elements, and systems, and causes for deterioration, and a discussion of materials testing and analysis (if performed). Provide digital images of all elevations. Assess the current fire detection, mechanical, plumbing, HVAC, and electrical systems. Analysis should address building code compliance, however, considering the age, use, and historic fabric, that it may be impractical or unnecessary to make the structure entirely building code compliant. Page 7
Assess building for Universal Accessibility requirements in accordance with the guidelines established by the Massachusetts Architectural Access Board (MAAB) and the Americans with Disabilities Act (ADA). PHASE II: PRIORITIZED TREATMENT AND WORK RECOMMENDATIONS Develop plans for both exterior and interior rehabilitation alternatives that reflect present code requirements with associated budgets. The various options presented should be in accordance with the guidelines established by the Massachusetts Architectural Access Board (MAAB) and the Americans with Disabilities Act. Provide a complete narrative description and rationale for the recommended treatment and how it meets the project goals for use of the building. Provide an outline of the laws, regulations, and functional requirements that is applicable to the recommended work areas (e.g., life safety, fire protection, energy conservation, and hazardous materials abatement.) Address building code analysis of existing structure including existing MAAB/ ADA evaluation, keeping in mind the age, current use, and historic fabric and provide conceptual plans for future compliance. Present recommended tasks to realize the proposed treatment approach; evaluate proposed solutions, and describe specific recommendations for work, including alternate solutions, if appropriate. Provide cost estimates for repair/ restoration based upon (1) basic, (2) minimal, and (3) optimal treatment recommendations with an emphasis on historic preservation. Prepare a prioritized treatment recommendation list according to immediate (1-2 years), short term (3-5 years), and long term (beyond 5 years) needs, with the various sub-projects grouped and sequenced so as to facilitate discrete phases of work that can be carried out as funds are secured. Treatment recommendations should include improvements to fire detection, mechanical, plumbing, HVAC, and electrical systems. PHASE III: CONSTRUCTION DOCUMENTS In consultation with Oakes Ames Memorial Hall Association, Inc., the Massachusetts Historical Commission, and the Town, the consultant shall prepare outline construction plans and specifications for all proposed immediate work (1-2 years) and selected improvements to accessibility. Page 8
Prepare conceptual plans for short-term (3-5 years) repairs and selected accessibility improvements. Suggest appropriate project phasing and priorities for future work. PHASE IV: CYCLICAL MAINTENANCE PLAN Develop a prioritized list of recurring maintenance procedures with corresponding time and intervals for the building that are designed to prevent future damage to the integrity of the structure and the associated cyclical maintenance costs for these procedures. PHASE V: DRAFT REVIEW AND CONSULTATION Meet with MHC staff, Town staff, and the Hall s Local Project Coordinator for review of the draft Needs Assessment and Prioritized Treatment Plan along with construction documents. Draft review must be conducted at 90% completion. PHASE VI: FINAL HISTORIC BUILDING NEEDS ASSESSMENT AND PRIORITIZED TREATMENT PLAN REPORT AND CONSTRUCTION DOCUMENTS Deliver final Historic Building Needs Assessment and Prioritized Treatment Plan Report. Report must include an estimated budget for immediate (1-2 years), short term (3-5 years, and long term recommendations, with the various sub-projects grouped and sequenced so as to facilitate discrete phases of work that can be carried out as funds are secured. In consultation with the Oaks Ames Memorial Hall Association, Inc., the Massachusetts Historical Commission, and the Town, the consultant shall prepare detailed construction plans and specifications of the structure based upon the prioritized treatment recommendation list of immediate recommendations and selected improvements to accessibility. The plans should include material required for the solicitation of competitive bids including required bid forms and documents, contract forms, and conditions of the contract. Report must include outlined plans and specifications for short term (3-5 years) and long term recommendations. Final Products: A total of ten (10) final reports: three (3) bound originals and four (4) copies of one complete report with reduced plans; two (2) bound originals (minus construction documents) with two (2) separate sets of construction documents (bound project manual and standard size plan), and one (1) unbound original with construction documents shall be submitted to the Oakes Ames Memorial Hall Association, Inc., along with one electronic copy. Page 9
Two additional sets of construction plans must be standard sheet size. All conceptual plans are to be drawn at no less than 1/8 = 1 scale and architectural plans are to be drawn at no less than ¼ = 1 scale and one set should be reproducible. The final report shall include executive summary, methodology, description of project, architectural/ structural analysis and conditions survey, treatment recommendations, construction documents and specifications, a cyclical maintenance plan for all of the above-mentioned work, bibliography, photographs, and any conceptual plans. Photographs used for documentation are to be 4 x 6 in size (color) and are to have labels that include building name, location of subject, and date. Consultant shall also provide two photos of the installed MHC project sign as well as two 8 x 10 (from two different angels) and one 3 1/2 x 5 B&W record shot photos of the structure. As part of this project scope, the consultant shall assist with a public presentation at an appropriate time after the assessment is complete and with public presentations for the approval and funding of the immediate recommendations. 7. PROPOSAL REQUIREMENTS Any proposal that fails to include any of the information below will be rejected as unresponsive and will not be afforded a complete review by the Selection Committee. A. The identity of the individual, partnership or corporation applying for contract award and credentials of the personnel who would actually perform the work, as well as their managers, and the nature of the supervision. State the responsibilities of each of the project personnel. If the consultant intends to sub-contract the photography or any other work required in the scope of services, the sub-contractor must be identified. Sample work products are required for all personnel. This item is a major determinant in assessing the proposer s qualifications and will be incorporated as a condition in the contract to be awarded. B. An applicant qualifications statement, including professional qualifications and work experience attesting to capacity to perform the required work program. Include resume(s), detailing academic and professional work experience attesting to capacity to perform the required work program. Resumes are required for all project personnel. Proposers must meet the following minimum criteria: a. Bachelor's Degree in Historic Preservation, Architectural History, History, Art History or a closely related field and at least two years full-time experience in an area relevant to the project; or b. Master's Degree in Historic Preservation, Architectural History, History, Art History or a closely related field. C. A detailed explanation of the proposer s approach to this project: methodology, demonstrated understanding of the scope of work and completion deadline, and the proposer s expectations of Page 10
assistance and services from the client. A technical work plan and project timeline for accomplishing the tasks described in the scope of services must be provided. D. A client reference list, with names, addresses, telephone numbers, and email addresses (if available) especially for clients for whom the proposer has performed similar services within the past five (5) years. E. A final project report/product from a similar project conducted by the Company within the past five (5) years. F. Any other information deemed relevant to the project, and which the proposer believes will further the competitiveness of the proposal. G. Required forms (see attachments) H. Completed Attachment C: Phased Cost Breakdown. Consultants must complete Attachment C: Phased Cost Breakdown Form. Project fees must be provided for each of the phases of work as described in the Scope of Work. Fees shown shall include all costs and expenses (copying, mileage, photographs, etc.,) to complete the work defined in the Scope of Work section of this RFP. 8. MINIMUM CRITERIA/QUALIFICATIONS Each firm must demonstrate that it meets the following minimum qualifications: 1. Vendor shall have a minimum of ten (10) years experience in performing the work described in this RFP. 2. Vendor shall demonstrate successful completion of at least three conditions assessments for National Register-listed properties. 3. Vendor shall submit a complete list of all contracts performed in the past ten (10) years that are similar in scope to this project with contact names and telephone numbers. 4. Vendor shall submit a minimum of three (3) references of contracts performed that are similar in scope to this project with contact names and telephone numbers. 5. Vendor includes a project manager who has a minimum of five (5) years experience in performing the work described in this RFP and is a registered professional engineer or architect. 6. Vendor team shall include both a registered professional engineer and a registered professional architect. 7. Submission of separate and sealed proposal and pricing sheet. 8. Submission of required statements and forms. 9. COMPARATIVE EVALUATION CRITERIA All proposals meeting the minimum criteria/qualifications will be evaluated based upon the specific comparative evaluation criteria. The following point schedule will be utilized: Page 11
Highly advantageous 5 points Response excels on the specific criterion Advantageous 3 points Response meets evaluation standard for the criterion Least Advantageous 1 point Response does not fully meet the criterion or leaves a question or issue not fully addressed Does Not Meet 0 points * Does not address the criterion * Proposal is automatically eliminated from further consideration if 0 points is received in any category. 1. Vendor s experience working on similar projects Vendor having experience working on five (5) or more projects similar to the work described in this RFP will be considered Highly Advantageous (5 points) Vendor having experience working on three (3) or more but less than five (5) projects similar to the work described in this RFP will be considered Advantageous (3 points) Vendor having experience working on one (1) or more but less than three (3) projects similar to the work described in this RFP will be considered Least Advantageous (1 point) Vendor having no experience working on projects similar to the work described in this RFP will be considered as Does Not Meet minimum requirements (0 points and elimination from further consideration) 2. Vendor s experience in supporting public relations and fundraising efforts Vendor having experience working on five (5) or more projects similar to the work described in this RFP will be considered Highly Advantageous (5 points) Vendor having experience working on three (3) or more but less than five (5) projects similar to the work described in this RFP will be considered Advantageous (3 points) Vendor having experience working on one (1) or more but less than three (3) projects similar to the work described in this RFP will be considered Least Advantageous (1 point) Vendor having no experience working on projects similar to the work described in this RFP will be considered as Does Not Meet minimum requirements (0 points and elimination from further consideration) 3. Evaluation of the proposed plan A proposal that contains a clear and comprehensive plan that addresses all of the project objectives stated in the RFP will be considered Highly Advantageous (5 points) A proposal that contains a clear plan that addresses most of the project objectives stated in the RFP will be considered Advantageous (3 points) A proposal that does not contain a clear plan that addresses most of the project objectives stated in the RFP will be considered Least Advantageous (1 point). 4. Assigned Project Manager s years of experience Assigned Project Manager having a minimum of five (5) years experience in performing the work described in this RFP and is a registered professional architect or engineer will be considered Highly Advantageous (5 points) Assigned Project Manager having less than five (5) years but more than three (3) years experience in performing the work described in this RFP and is a registered professional architect or engineer will be considered Advantageous (3 points) Page 12
Assigned Project Manager having less than three (3) years but more than one (1) years experience in performing the work described in this RFP and is a registered professional architect or engineer will be considered Least Advantageous (1 point) Assigned Project Manager has less than one year experience in performing the work described in this RFP will be considered as Does Not Meet minimum requirements (0 points and elimination from further consideration) 5. Assigned Staff Staff assigned to this project from engineering and/or materials conservation and/or architectural disciplines having an individual minimum of five (5) years experience will be considered Highly Advantageous (5 points) Staff assigned to this project from engineering and/or materials conservation and/or architectural disciplines having individually less than five (5) years but more than three (3) years experience will be considered Advantageous (3 points) Staff assigned to this project from engineering and/or materials conservation and/or architectural disciplines having individually less than three (3) years but more than one (1) years experience will be considered Least Advantageous (1 point) Staff assigned to this project from engineering and/or materials conservation and/or architectural disciplines having individually less than one year experience will be considered as Does Not Meet minimum requirements (0 points and elimination from further consideration) 10. TIMELINE The Association intends to use this Assessment Plan to secure public and private funding for each phase of work, and plans to request funding for this Assessment Plan at a Special Town Meeting in November 2014. Upon awarding of the contract, the firm and the Association will develop and agree to a scheduled plan that includes milestones and dates for completing reports, presentations, and other related activities. The schedule for this solicitation is as follows: After Tuesday, September 9 th, 2014 Begin advertising RFP on listservs & local newspapers, and sending to prospects Thursday, September 25 th, 2014 at 10:00 AM Pre-Proposal Conference/Briefing at Oakes Ames Memorial Hall, 3 Barrows Street, North Easton, MA 02356 Tuesday, September 30 th, 2014, by 12:00 PM Deadline for Written Questions/Inquiries Thursday, October 9 th, 2014, by 3:00 PM Proposals Due Review and contract award dates are approximate and subject to change: October 2014 - Review of proposals and selection ranking of proposals. Page 13
October 2014 - Interview selected firms October 2014 - Recommendation to Board of Trustees November 2014 Execute Contract with consultant (following confirmation of funding by Town and signing of contract with MHC) 11. METHOD FOR AWARD The contract will be awarded to the responsible and responsive vendor submitting the most advantageous proposal taking into consideration all evaluation criteria as well as price. The fee for the work will be negotiated with the highest ranked firm. The Association will select any number of qualified respondents to interview and/or to make a presentation further explaining the submitted proposal. The Association also reserves the right to contact any submitter in order to clarify any aspect of the submitted proposal. 12. TECHNICAL PROPOSAL REQUIREMENTS 1. Response to RFP Describe in narrative form the Consultant's approach and technical plan for accomplishing the work listed above. The Consultant shall provide a detailed summary of how the Project will be accomplished in accordance with the RFP, including describing an overall approach to performing the work. 2. Team Provide names and complete résumés for all professional members of the Consultant's and sub-consultant's (if any) team. Each member's educational background and professional experience shall be provided. Special skills should be summarized. Identify the person(s) who will be the Project Manager(s) with ultimate responsibility for the work. Team members must be available throughout the duration of the project to actively participate. 3. Similar Experience The proposal shall provide details of experience and past performance of the Consultant and members of the team on comparable work for non-profit and government entities. This section should cover, as a minimum, the substantive nature of comparable engagements, the experience of members of the team in working successfully in matters of similar complexity and the record of the members of the Consultant's team for timely performance. Consultants are requested to give sufficient information of their experience to permit the Town to understand and verify the exact nature of contribution to other projects and entities. 4. Schedule Identify the specific schedule you propose to follow in completing the tasks and benchmarks for evaluating progress. 5. Competing Commitments Page 14
Consultants shall discuss the means by which adequate and timely attention to this engagement will be assured. 6. References Provide the names, titles and telephone numbers of three persons who can substantiate the Consultant's summary of qualifications and the Project Manager and team members experience relevant to this project. Indicate the linkage between the persons listed and the professional work of the Consultant. 7. Detailed Cost Proposal The Consultant shall provide a detailed cost proposal identifying the work to be performed and the contractor or subcontractor responsible for said work. The proposal shall also identify the person hours by task, including personnel, for each section and subsection. 8. Additional Forms The following forms must be completed and submitted with the non-price proposal: -Collusion Affidavit Page 15
ATTACHMENT A REQUIRED FORMS Page 16
PROPOSAL SIGNATURE AND ADDENDA ACKNOWLEDGEMENT Having fully examined, read, and in understanding of the specifications for this job and being familiar with all of the conditions surrounding the proposed work, including any addenda for which receipt of is acknowledged below, the undersigned proposes to complete all work as specified in this request for proposals. This proposal includes addenda numbered: Signature for Individual Name of Company Telephone Number Name and Title of Individual Authorized to Sign Fax Number Signature Date Signature for Partnerships (must be signed by ALL general partners) Name of Partnership Name and Title of Partner Name and Title of Partner Name and Title of Partner Telephone Number of Company Offices Date Signature Signature Signature Fax Number of Company Offices Use additional sheet if necessary Page 17
PROPOSAL SIGNATURE AND ADDENDA ACKNOWLEDGEMENT - CONTINUED Signatures for Corporation Name of Corporation Date Name and Title of Duly Authorized Company Officer Signature Corporate Seal (affix below) Telephone Number Fax Number Signature of Clerk Please furnish the following additional information: Incorporated in what state? President: Treasurer: Secretary: _ If you are a foreign (out of state) corporation, are you registered with the Secretary of the Commonwealth in accordance with the provisions of M.G.L. Chapter 181? If you are selected for this work, you are required, under M.G.L. Chapter 30 391, to obtain from the Secretary of State, Foreign Corporation Section, a certificate stating that your corporation is registered, and to furnish said certificate to the Association before award. Page 18
NON-COLLUSION AFFIDAVIT 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 of individual submitting bid or proposal Name of Company Date Page 19
AFFIDAVIT OF COMPLIANCE Massachusetts Corporation Foreign Corporation Non-Profit Corporation Partnership Sole Proprietorship * Name of Corporation Address As President, or authorized company officer, of the above named corporation, I do hereby certify that the above named corporation has filed with the State Secretary all certificates and annual reports required by M.G.L. Chapter156B 109 and by Chapter 181 4 Signed under the penalties of perjury this day of, Signature and Title of Authorized Company Officer Corporate Seal (affix below): *If a sole proprietorship, you must indicate your status as a sole proprietorship; the person signing this bid shall be deemed to be the sole proprietor and legal entity for the purpose of this bid and contract. Page 20
ATTESTATION OF TAXES I hereby certify, under the penalties of perjury, that, to the best of my knowledge and belief, I am in compliance with all the laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Signature and Title of Authorized Company Officer Date Corporate Seal (affix below): Page 21
ATTACHMENT B SAMPLE CONTRACT Sample Contract template attached to be edited / completed upon selection of successful firm. Page 22
ATTACHMENT C SEPARATE AND SEALED PRICE PROPOSAL / PHASED COST BREAKDOWN FORM The undersigned hereby submits a price proposal to perform the services outlined in the Request for Proposals for the Historic Building Needs Assessment and Prioritized Treatment Plan for Oakes Ames Memorial Hall. Consultant: Address: The CONSULTANT hereby pledges to deliver the complete scope of services required, for the rates and charges shown below: PROFESSIONAL SERVICES, Hourly Rate: Estimated cost to complete the project: Phase I: Phase II: Phase III: Phase IV: TOTAL: Estimated cost to provide the following additional services: Development of construction-ready plans and specifications as well as management of construction for the recommended rehabilitation phases Estimated Cost: Development of a Use and Programming Plan Estimated Cost: Note: Six (6) copies of proposal are to be submitted. Page 23