REQUEST for PROPOSALS HISTORIC STRUCTURE FEASIBILITY STUDY Historic DL&W Railroad Station, Nicholson, PA for P.O. Box 496 Nicholson, PA 18446 Issued: June 10, 2013
NICHOLSON HERITAGE ASSOCIATION REQUEST FOR PROPOSAL FOR CONSULTING SERVICES TO COMPLETE A HISTORIC STRUCTURE FEASIBILITY STUDY I. BACKGROUND/HISTORY The Nicholson Heritage Association (NHA) is seeking a consultant to prepare an historic structure feasibility study for the renovation of the Delaware, Lackawanna & Western (DL&W) Railroad Station in Nicholson, Pennsylvania. The DL&W Railroad Station, located at 22 Lackawanna Trail in Nicholson, Pennsylvania was originally built by one of the DL&W s predecessors, the Liggett s Gap Railroad, in 1849. At that time, that railroad began surveying for a rail line from Scranton, Pennsylvania to Great Bend, Pennsylvania and within the same year, construction on the first, and largest, railroad station on the line began in Nicholson. Initially, the station was used to board transient workers before being used to handle freight and passengers. In 1855, the local Post Office moved from the edge of the settlement to the station, at which time the name was changed from Baconville to Nicholson. In May 1878, the first telephone service in Northeastern Pennsylvania was installed when service was opened between the Nicholson and Scranton Stations, about 21 miles south. The station handled freight only after 1915 and continued to handle freight after the DL&W merger with the Erie Railroad in 1960. Due to financial hardship, the merged railroad, the Erie Lackawanna Railroad, closed the station in 1971. The station was sold in 1983 to a local business and in private use until purchased by NHA in June 2012 with a Pepsi Refresh grant and donations from individuals and businesses. The legal description is as follows: ALL that certain piece or parcel of land, situate, lying and being in the Borough of Nicholson, County of Wyoming and State of Pennsylvania, bounded and described as follows: Beginning at a point in the center of U.S. Route 11 on an extension of line of land now or formerly of Geraldine Perrault (D.B. 107, P. 391); thence along center of Route 11 North 21 degrees 54 minutes 32 seconds West, 194.72 feet to a point in the center of Route 11; thence through land of Northern Tier Materials, Inc., South 71 degrees 26 minutes 46 seconds West 92.43 feet to a point in the center of Railroad Street; thence along Railroad Street the following three courses and distances: 1] South 18 degrees 51 minutes East 101.79 feet; 2] South 30 degrees 18 minutes East, 60.69 feet; and 3] South 2S degrees 24 minutes 43 seconds East, 38.11 feet to a point on an extension of line now or formerly of Geraldine Perrault D.B. 107, P. 391); thence along said line North 68 degrees 21 minutes 20 seconds East, 86.52 feet to the place of beginning. Containing 18,359 square feet or.58 of an acre more or less. 2
The feasibility study will include an assessment of the building by an architect skilled in historic rehabilitation. The assessment will also include drawings of the station at a level recommended to document the existing conditions and to illustrate the potential layouts and changes of the proposed rehabilitation, an analysis of actions needed for the building to be code, including ADA, compliant, detailed cost estimates for proposed rehabilitation, photos of the building and a detailed analysis of state and federal funding opportunities, including Scenic Byway funding. NHA s vision is to rehabilitate the historic station into a community center for residents to gather, visitor s center to promote tourism, and gateway to the Viaduct Valley Way Scenic Byway. This project will provide jobs during the rehabilitation phase and encourage visitors to the region once the overall project is completed. The outcome is an increased number of patrons to local businesses, including restaurants and retail stores, in Nicholson and along the Byway. The Viaduct Valley Way Scenic Byway is designated portions (37.3 miles) of Route 92 in Wyoming and Susquehanna Counties. Finally, the rehabilitated station, once the center of the community, will contribute significantly to the economic revitalization of the community and region. In order to keep expenses to the not to exceed price, NHA encourages the collaboration of architectural services with local universities and even members of the NHA Board of Directors. II. INTRODUCTION OF AGENCY The Nicholson Heritage Association was established in 1989 as a non-profit organization in anticipation of the 75th anniversary of the Tunkhannock Viaduct, also known as the Nicholson Bridge. The Association is dedicated to the historical preservation of Nicholson, Pennsylvania and the surrounding region. Nicholson is a small rural town nestled in Wyoming County and Northeastern Pennsylvania's Endless Mountains. Throughout the year, the Nicholson Heritage Association gives back to the community through efforts like purchasing flags for every business in town and promoting the Viaduct Valley Way Scenic Byway (Byway). Rehabilitating the 1849 station is the latest project that the NHA has undertaken, with the aim to complete the project in time for the celebration of the 100 th anniversary of the Nicholson Bridge in November, 2015. III. GOALS FOR FEASIBILITY STUDY The goals for the feasibility study is to determine the feasibility of rehabilitating the historic station into a community center for residents to gather, visitor s center to promote tourism, and gateway to the Viaduct Valley Way Scenic Byway. 3
IV. SCOPE OF WORK This study will assess the most economically viable use(s) in keeping with the mission and best interests of the Nicholson Heritage Association. Consultant will list any sub-consultants they propose to work with to complete the study (e.g. Structural or MEP Engineers, Environmental (abatement) Firm, etc.). The study will include the following sections: Section 1: Market Analysis Section 2: Architectural/Engineering/Structural Analysis Section 3: Facility Cost Analysis Section 4: Management Options and Final Cost Feasibility Analysis Section 1: Market Analysis The purpose of a market study will be to determine the potential of this economic development project. The consultant will identify and evaluate at least two (2) other existing and similar railroad station projects and how they were redeveloped, and for what purpose. The Nicholson Heritage Association is particularly interested in re-use of the historic building as a community center for residents to gather, visitor s center to promote tourism, and gateway to the Viaduct Valley Way Scenic Byway. The study will also consider a small catering assistance kitchen, small café, and possible rental income spaces. Additionally, the study should include location considerations: safety and public perception issues; ancillary services: dining, shops, etc.; and potential economic impact of community/visitor s center on local businesses. The Consultant will provide a minimum of two (2) examples of economic analysis of other similar facilities in similar communities, their successes and failures. Section 2: Architectural/Engineering/Structural Analysis The Architectural / Engineering / Structural analysis will assess the current condition and structural integrity of the facility, as well as the cost of renovating the structure to meet all necessary codes. The market study will provide the basis for the type of program uses and the Architectural / Engineering / Structural component shall identify necessary structural and system changes. This is a critical component of the project, as potential redevelopment costs vary significantly with different uses. The system changes are of equal concern. Plumbing, electrical, HVAC, and other systems may require substantial improvements, the extent of which may also be contingent upon the various proposed uses. This report will include the following items: Facility Report: Hazardous waste assessment Systems report: electrical, plumbing, HVAC, etc. Fire and Safety - cost to meet code requirements Handicap access / ADA compliance Roof 4
Walls and flooring Windows and Doors Other Character-defining Features Report: Identify interior and exterior historic features to be preserved Features desired Evaluate all interior and exterior doors and windows for function and condition Section 3: Facility Cost Analysis The facility cost analysis will determine the cost of renovating the station based on the highest and best use(s) as outlined in the market study and the structural changes required to undertake that usage. Upon acceptance of the feasibility study and a commitment to follow through with the renovation, a capital budget would be prepared for the agreed best use(s) of the site, and will also include: Parking: Review of, and access to, available parking Investigate possible shared parking agreements: lots owned by others Section 4: Management Options and Final Cost Feasibility Analysis Management Options The Consultant will review management options for the facility based on its size, cost analysis and the market analysis results. Pros and cons of each optional use will be examined and discussed with NHA to determine which uses appear most appropriate and economical to pursue. Consultant will present other case studies for comparison. Management styles and operational components will be addressed. Final Cost Feasibility Analysis Upon completion of this management analysis, the Consultant will provide a final cost feasibility analysis/report for the selected use(s) of the facility, as determined by the Nicholson Heritage Association. The Final Report, will, at a minimum, summarize the work completed in each section of the study and will attempt to reasonably project the potential income stream for the selected use(s) and assess its ability to meet all anticipated operating and debt service costs which can be expected for such use(s). Management Options: Identify appropriate management types Identify Director and staffing needs for preferred use Investigate Volunteer management Prepare Preliminary Operating Budget: 5
Final Presentation Earned income: Admissions from presented programs Rental Income Concessions and catering Other Contributed Income: Memberships, Individual Donations and bequests Business Sponsorships and Donations Public and Private Operating Grants Expenses: Staff salaries General overhead items Taxes (where applicable) Program cost Utilities and maintenance Debt service for acquisition, capital improvements Other Prepare a presentation upon completion of the final section of the work, to explain the proposed design and projected costs for the project. V. TIME/COST ESTIMATE The anticipated distribution of work between the working group and the consultant must be specified. NHA would like this plan begun in July 2013, a draft plan prepared by November 20, 2013, and the final report completed by December 20, 2013. Should this timeline be too restrictive or additional elements of work are agreed to by the parties, NHA expects bidders to state that in their proposal and include a specific amount of additional time needed. The expected consultant fee and target dates for completion of each work element (as extrapolated from information in this document) are to be specified. The selected consultant will: attend meetings of the working group and will compile data from such meetings and any public meetings for the study; identify information shortfalls and recommend solutions; provide surveys and studies as needed to accomplish the tasks below; prepare a draft report and the final report; and make presentations at one NHA board meeting. In addition, the selected consultant will discuss the progress of the study with the Organization's 6
representative on a regular basis. All dates for meetings, reports, and presentations are to be coordinated with the working group. Due Dates: June 10, 2013 June 17, 2013 July 1, 2013 July 5, 2013 RFP Distribution to Consultants Site Visit for Interested Consultants - 2:00 p.m. Deadline to Submit Proposals Anticipated Decision and Selection of Consultant Proposed Timeline for Study: July 8, 2013 Anticipated Date - Project begins July 12, 2013 Projected Date of Initial Meeting with Working Group - Specific Project Elements Identified and Prioritized November 20, 2013 Draft Plan due to Working Group December 20, 2013 Final Report due to NHA (8 printed & 1 electronic copies with graphics) VII. PROPOSAL CONTENT Each proposal should consist of the following sections: Executive Summary, Scope of Services, Consultant s Qualifications, and Time and Cost Estimates. EXECUTIVE SUMMARY The Executive Summary must recapitulate in concise language the information contained in all other sections of the proposal. It should include a general description of the Consultant's approach to the Feasibility Study. The Executive Summary will not contain any cost data. SCOPE OF SERVICES Detailed description of how the consultant proposes to accomplish the scope of work, including the level of drawings that are recommended to document the existing conditions and to illustrate the potential layouts and changes needed to adapt the building to different uses. CONSULTANT S QUALIFICATIONS The Consultant should explain professional competence in the following disciplines: Visitor and interpretive center plans (architectural & engineering) Cost effective management and interpretive solutions Completion of studies and designs for similar structures Knowledge of historic preservation standards, building codes and ADA requirements Heritage sites, museums and scenic byways programs 7
Regional planning and intergovernmental cooperation Citizen participation and group facilitation Professional references Proof of licensure, certifications and any other requirements made by Commonwealth of Pennsylvania law All appropriate and necessary insurance coverage For evaluation purposes, each proposal must include: A brief history of business/firm A description of any experience with similar types of planning. Qualifications of any other personnel you may be using for certain aspects of the planning. Certification that key personnel proposed for the study are presently employed by the firm, available to work on this plan, and will remain assigned to this study until the final product is completed to our satisfaction. VIII. PROPOSAL SUBMISSSION AND EVALUATION Any questions concerning the RFP must be directed electronically to: Josh Stull E-mail: josh@nicholsonheritage.org 8 copies of the original signed proposal (electronic copy also to be included) must be submitted to: Nicholson Heritage Association Attn: Josh Stull P.O. Box 496 Nicholson, PA 18446 E-mail: josh@nicholsonheritage.org Proposals must be postmarked no later than the end of the day July 1, 2013 to be eligible for consideration. Please state Station - Historic Structure Feasibility Study Proposal on the outside of the response package. Any proposal received after the required time and date specified for receipt shall be considered late and non-responsive; and will not be evaluated for award. The Working Group for the Project will evaluate proposals. The evaluation will include the following areas: Basic Understanding of the Project. 8
Completeness of response to the RFP. Consultant s experience with similar projects. Consultant s disciplines, expertise and qualifications. Consultant s past performance. Qualifications of personnel committed to the project. Consultant s ability to guarantee that the personnel committed to the project will remain the same throughout the study. Consultant s availability and accessibility. Consultant s willingness to offer suggestions or recommendations beyond the minimum project scope. Cost analysis. Commitment and ability to complete work within an acceptable time schedule. Consultant s ability to comply with all relevant laws and regulations. The Working Group for the Study will schedule interviews with the most qualified Consultant s. The Study is expected to begin as soon as possible and anticipate selection of a firm by July 5, 2013. The successful candidate should be prepared to commence work within ten (10) days of authorization. No individual or firm responding to this RFP will be discriminated against because of race, religion, color, sex, or national origin. This RFP does not commit the Nicholson Heritage Association to award a contract or pay any cost incurred in the preparation of a proposal. The Nicholson Heritage Association reserves the right to accept or reject any or all proposals or parts of proposals received as a result of this request. Additionally, NHA reserves the right to waive irregularities contained in proposals received. Finally, the Nicholson Heritage Association reserves the right to cancel this RFP, in part or in its entirety, if in its sole determination, it is in its best interest to do so. The Nicholson Heritage Association may enter into an agreement with the selected applicant based on their proposal without further discussion, or may require the applicant to enter negotiations. Applicants may be required to submit cost, technical or other revisions of their proposals that may result from such negotiation. The Nicholson Heritage Association reserves the right to request any additional data, enter into further discussions, or require additional presentations in support of the written proposal at any time, prior to the execution of a contract. All proposals submitted shall remain effective subject to review and approval for a period of sixty (60) days from the deadline for submitting proposals. 9