REQUEST FOR PROPOSAL (RFP) PROFESSIONAL CONSULTING SERVICES. HAMLET OF CHAPPAQUA IMPROVEMENT PROJECT TOWN OF NEW CASTLE, NEW YORK June 3, 2013

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1 REQUEST FOR PROPOSAL (RFP) PROFESSIONAL CONSULTING SERVICES HAMLET OF CHAPPAQUA IMPROVEMENT PROJECT TOWN OF NEW CASTLE, NEW YORK June 3, 2013 I. Invitation to Submit Proposals The Town of New Castle is soliciting services of qualified engineering and landscape architectural firms with considerable experience for infrastructure (sanitary sewer, storm sewer and water main design) and streetscape (landscape, lighting and street characteristics design) improvements located within the Hamlet of Chappaqua. The requested services shall encompass all phases of a comprehensive infrastructure and landscape design plan, including conceptual plans, construction plans, bid documents, implementation, and construction administration. The Town of New Castle intends to award a contract to a consultant that is capable of handling all of the work in-house. The Selected Professional Consultant (SPC) should meets the qualifications as contained in this request and should have a history of successfully performing services on similar comprehensive projects. II. Description of Project Area The Hamlet of Chappaqua, located within the Town of New Castle in Westchester County, New York is located approximately 35 miles north of midtown Manhattan. For purposes of this RFP, the project area is bounded on the north by North Greeley Avenue terminating at the intersection of Bischoff Avenue; on the south by South Greeley Avenue terminating at the Town Hall and Chappaqua Library; on the east by King Street NYS Route 120 terminating at 150 King Street Apartments; on the west by Lower King Street to the intersection of Allen Place (Village Market). (Please refer to Attachment 1 Project Area). III. Scope of Services The Scope of Services involves all necessary analyses and documentation to develop and support a comprehensive infrastructure and landscape design, and streetscape improvements plan for the Project Area as described above in Section II. At a minimum, the services will be provided as outlined below: Task 1: Gathering/Assimilation of Town Supplied Information: The SPC will review the current information on file and work closely with the Town Board and Town Staff to incorporate specific project and design elements into the final plan. Page 1 of 10

2 1a) Soil Borings Report along South and North Greeley Avenue 1b) As-Built maps of existing sanitary, sewer and storm sewer and water main 1c) TV Inspection Reports regarding existing sanitary sewer and storm sewer 1d) Map showing the existing and proposed curb line geometry 1e) Preliminary Stormwater Management Report 1f) NYSDOT Approved crosswalk plan, section and details 1g) Chappaqua Flood Control Project as prepared by the US Army Corps of Engineers 1h) Chappaqua Hamlet Design Elements- sections and details regarding lighting, fencing, granite curbing, brick pavers, ADA tactile domes, benches, garbage containers, bollards, concrete sidewalk broom finishes Task 2: Preparation of Conceptual Design Plans: The SPC will develop a conceptual design plan which shall provide illustrative plans, views, and elevations to adequately describe the character and layout of all components of the proposal, as well as basic information about traffic/pedestrian operations. Including, at a minimum, the following elements and details: 2a) Cover Sheet (location map and index of drawings) 2b) Existing Conditions (roadway, curb line, sanitary sewer, storm sewer, water main, gas and electric) 2c) Proposed Roadway (curb line, special curb zones, crosswalks, parking configuration, traffic operations, transit routes, street classification) 2d) Proposed Streetscape (sidewalks, walkways, open space, paving material, trees and landscaping design, tree specimen type, street furniture, signage plan) 2e) Proposed Utilities (proposed pedestrian and roadway lighting, lighting photometric analysis, proposed sanitary sewer, storm sewer and water main and all service connections, proposed grading and spot elevations, profiles) 2f) Proposed Stormwater Management Plan and SWPPP (special paving treatments, Low Impact Development Practices, natural drainage treatments) 2g) Maintenance and Protection of Traffic and safe pedestrian access along sidewalks, pedestrian access to all merchants during construction, Construction phasing plan Conceptual Design Plan Deliverables: i. Design scaled Auto Cad drawings on CD (2 CD s) ii. Four (4) sets of large and reduced (11 x 17 ) plan set and electronically (PDF) at an engineering scale of 1 = 20 iii. Written summary of all specifications including materials Task 3: Review Workshop with Town Staff : The SPC shall be required to meet with the Town s staff to obtain staff input on conceptual design plans and to discuss various proposals/approaches. Time should be accounted for input of staff review components. The SPC should assume two (2) review periods (each review period should be no less than 14 days). Page 2 of 10

3 Task 4: Conceptual Design Plan Presentation & Approval by Town Board: At a minimum, the SPC will be required to attend two (2) meetings with and present the Conceptual Design Plan to the Town Board detailing the design elements, materials and phasing plan. The SPC should be prepared to respond to and incorporate comments on the preferred design plan from the Town Board. For the purposes of this RFP, a minimum of four (4) meetings at 2-hours per meeting should be included in the proposal. Task 5: Preparation of Preliminary Construction Cost Estimate: The SPC shall be required to prepare an itemized engineers cost estimate, which outlines the associated unit, quantity, unit cost and amount for each item. Such cost estimate should be consistent with the 5-year implementation program as discussed in Task 6. Task 6: Construction Sequencing Plan- The SPC shall provide a suggested sequencing plan based on the 5-year implementation capital program ( ) and the approximated area delineations (A-F) as indicated on the attached schematic. Task 7: Final Design Development: The SPC shall develop final plans and specifications for the project once the Conceptual Design Plans are approved. The Design Development will consist of the following: 7a) Draft environmental review and adoption by the Town Board; 7b) Obtain the necessary governmental permits for the project to proceed: NYSDOT Highway Work Permit NYSDEC - SWPPP WCDOH Approval for the Sanitary Sewer and Water Main Extension WCDPW&T Highway Work Permit TONC - Wetlands Permit (Chapter 137) TONC DPW Street Opening Permit TONC - Stormwater Management Permit (Chapter 108A); 7c) Obtain and coordinate all the necessary approvals from all other utility providers in the project area (Consolidated Edison, Verizon and Cablevision); 7d) Final coordination between the Electrical Engineer and Registered Landscape Architect (in conjunction with the Town s Environmental Coordinator) for the preparation of all landscaping and street lighting plans/details and specifications 7e) Final preparation of all construction drawings Title Sheet, location map, index of drawings and general notes Existing conditions Layout and Materials Plan Grading Plan Landscaping Plan Lighting Plan, including photometric analysis Page 3 of 10

4 Drainage Plan / Stormwater Management Plan and Report Profiles (sanitary sewer and storm sewer, water main) Detail Sheets Sedimentation and Erosion Control Plan Final Stormwater Management Plan and Report (including hydrologic and hydraulic analyses) Any other plans required which show the location, character, dimensions and details of the work to be performed; 7f) Final Engineers Cost Estimate; 7g) Final Construction schedule. Final Design Development Plan Deliverables: i. Design scaled Auto Cad drawings on CD (2 CD s) ii. Four (4) sets of large and reduced (11 x 17 ) plan set and electronically (PDF) at an engineering scale of 1 = 20 iii. Written summary of all specifications including materials Task 8: Final Design Development Plan Review by Town Staff: The SPC shall be required to meet with the Town s staff to obtain staff input on the final design development plans and to discuss various proposals/approaches. Time should be accounted for input of staff review components. The SPC should assume two (2) review periods (each review period should be no less than 14 days). Task 9: Final Design Development Plan Presentation and Approval by Town Board: At a minimum, the SPC will be required to attend two (2) meetings with and present the Final Design Development Plan to the Town Board detailing the design elements, materials and phasing plan. For the purposes of this RFP, a minimum of four (4) meetings at 2-hours per meeting should be included in the proposal. Task 10: Preparation of Final Design Development Plan Cost Estimate: The SPC shall be required to prepare an itemized engineers cost estimate, which outlines the associated unit, quantity, unit cost and amount for each item per the Town Board approved final design development plan. Task 11: Preparation of Construction and Bid Documents: Once the Town Board approves the Final Design Development Plans, the SPC will be given authorization to proceed with preparing the Final Construction and Bid Documents, in which the bid documents will consist of the following, as a minimum: Table of Contents Advertisement and Notice to Bidders * Information for Bidders * Page 4 of 10

5 Bid Form * Form of Proposal * Form of Contract * Bond Forms * General Conditions Special Conditions Technical Specifications Appendices Please Note: Forms that have an asterisk will be supplied by the Town of New Castle (Town s boilerplate information) Construction and Bid Documents Deliverables: i. Design scaled Auto CAD drawings on CD (2 CD s) ii. Four (4) sets of large and reduced (11 x 17 ) plan set and electronically (PDF) at an engineering scale of 1 = 20 iii. Four (4) sets of bid documents and electronically PDF Task 12: Project Bidding Process: The SPC will be responsible for the following, as a minimum: Schedule and coordinate a pre-bid meeting with all interested bidders along with the Landscape Architect and Lighting Engineer to answer any and all questions. Responsible for coordinating a response to all questions raised at the pre-bid meeting and make certain that all prospective bidders receive the response document in minutes format. Be present during the bid opening and along with the Landscape Architect and Lighting Engineer (if necessary). Deliverables provided at completion of the task: i. Bid Analysis of the bidders as compared to the Final Construction Cost Estimate ii. Prepare a memorandum to the Town Board recommending the lowest responsible bidder meeting specifications for a contract award. Task 13: Construction Management and Inspection Services: The SPC shall prepare a proposal for Construction management and Inspection Services and include, but not limited to, the following: Construction inspection services to ensure proper construction, payment and compliance with the approved plans, specifications and scheduling, which should include the following: i. Comprehensive written log of daily inspection reports, which shall include comprehensive digital photographs clearly showing all aspects of the Page 5 of 10

6 construction project Review and approval of requisitions for payment Review and approval of change orders for payment Preparation of Punch List Preparation of Certification of Construction Compliance Task 14: Record Drawings: The SPC shall prepare Record Drawings, which shall include the following, as a minimum: Location of all sanitary sewer, storm sewer and water main improvements and associated service lines Manhole rim and invert elevations of all sanitary sewer and storm sewer Type, size and slope of all sanitary sewer and storm sewer piping Location of all streetscape improvements, including curbing, sidewalk, light poles, trees and benches IV. Schedule The start-up meeting with the Town will be held within ten (10) calendar days after the award of the Engineering Services Contract. The Conceptual Design Plans (Task 1 through 3) and Preliminary Construction Cost Estimate (Task 4) shall be submitted no later than forty-five (45) calendar days after award. The Final Design Development Plan (Task 5 through 7) and Final Design Development Plan Cost Estimate (Task 8) shall be submitted no later than one-hundred and thirty-five (135) calendar days after award. The Construction Bid Documents (Task 9) and Project Bidding Process (Task 10) shall be submitted no later than one-hundred and ninety-five (195) calendar days after award. V. Proposal Content A. The SPC shall provide the following in the proposal: A brief overview of the firm, with the type and number of projects of similar scope. Consultant qualifications, which shall include a description of the Consultant s firm s resources, experiences and capabilities as they relate to appropriate comprehensive infrastructure, landscape design and streetscape improvements. Describe the background and qualifications for each of the employees your firm would use in meeting the above-mentioned twelve (12) tasks The résumé of the Project Manager to be assigned to this Contract, with a listing of prior clients which he/she served. The Town is looking for a consultant that is capable of handling all of the work inhouse. A general Work Plan and Schedule, which will outline how the SPC s team intends to prepare and complete the scope of work, itemized by task (1 through 14). Include a linear timetable, with significant milestones, which outlines the Page 6 of 10

7 sequencing, overlapping and interdependence of the individual tasks. B. A Cost Proposal shall be submitted and shall provide a breakdown of costs by hour and tasks contained in the Work Plan and Schedule, as well as by area schematic (A-F). The Cost Proposal must include projected time and labor rates for individuals to be assigned to this project and include reasonable allowances for materials, travel and other project expenses. Include any additional relevant information. The total of all projected costs (direct and reimbursable) is to be designated as NOT TO EXCEED amounts for each of the indicated tasks. C. Submittal of an Hourly Fee Schedule, including consulting services provided by others and reimbursables. VI. General Terms and Conditions A. No proposal will be considered from any firm whose Principal(s) are not licensed to practice engineering and/or landscape architecture in the State of New York. B. The SPC shall provide written notice in its proposal of any intent to take exception to any requirement of this Request for Proposal (RFP). Questions regarding the procedures for submitting a proposal should be directed to Mr. Robert Cioli, P.E., Deputy Town Engineer at rcioli@town.new-castle.ny.us. C. Questions regarding any aspect of the proposal should be submitted through to rcioli@town.new-castle.ny.us, not less than seven (7) calendar days prior to the date for submittal of proposals to the Town of New Castle. The individual making the request for an official interpretation or correction shall be responsible for its prompt delivery to the Town. Each request for interpretation or correction, and the associated responses will be broadcast through to each firm on record as having received a copy of the RFP. Any such issued by the Town shall become a part of the RFP. Only s duly issued by the Town shall be binding revisions to this RFP. Prospective proposers are warned that no oral interpretation, information, or instructions by an officer or employee of the Town is authorized. D. The proposal will be due on July 12, 2013 no later than 12:00 Noon and shall be entitled Hamlet of Chappaqua Improvement Project RFP for Professional Engineering Services. Please submit five (5) hard copies of the proposal to: Town of New Castle 200 South Greeley Avenue Chappaqua, New York Attention: Robert J. Cioli, P.E.,Deputy Town Engineer Page 7 of 10

8 VII. Notification of Award A. The Town does not make professional selections based solely upon fee. The expertise and experience of the key personnel to be assigned and that of the SPC on projects of a similar nature, size and complexity will be a significant factor in the final selection. However, fee proposals are considered, especially in comparing otherwise similar proposals. B. The successful SPC will be notified within thirty (30) calendar days of receipt of the proposal. All other companies will be notified of the Town s selection. C. In the event that the Town and the SPC cannot come to contract terms, the Town reserves the right to make another selection from the original or subsequent proposal. Proposal prices are to be held for a period of ninety days from the date of the proposal submission. VIII. Minimum Insurance Requirements for Town of New Castle Prior to commencement of any work under this Contract and until completion and final acceptance of the work, the SPC shall, at its sole expense, maintain the following insurance on its own behalf, and furnish to the Owner certificates of insurance evidencing same and reflecting the effective date of such coverage as follows: The term Contractor/Provider as used in this indemnification agreement shall mean the SPC and include Subcontractors of every tier. 1) Worker s Compensation and Employers Liability Policy, covering operations in New York State. 2) Commercial General Liability Policy, with limits of no less than $1,000,000 Each Occurrence/$2,000,000 Aggregate limits for Bodily Injury and Property Damage, and shall not exclude coverage for: A. Products/Completed Operations; B. Independent Contractors; C. Town of New Castle and their assigns, officers, employees, representatives and agents should be named as an Additional Insured on the policy and the Certificate of Insurance should show this applies to the General Liability coverage on the certificate; D. Each insurance policy shall be written on a primary and non-contributing coverage basis, including any self-insured retentions. E. To the extent permitted by New York law, the Contractor/Provider waives all rights of subrogation or similar rights against Town of New Castle, assigns, officers, employees, representatives and agents. F. General Aggregate shall apply separately to each project (must be on an occurrence form). G. Cross Liability coverage (Commercial General Liability and Business Automobile Liability policies only). Page 8 of 10

9 3) Comprehensive Automobile Policy, with limits no less than $1,000,000 Bodily Injury and Injury and Property Damage liability including coverage for owned, non-owned, and hired private passenger and commercial vehicles 4) Umbrella Liability, with limits of no less than $3,000,000, including coverage for General, Automobile and Professional Liability (if applicable). 5) Professional Liability (if applicable), with limits no less than $1,000,000. 6) Owners & Contractors Protective Liability Policy, with limits no less than $1,000,000 shall be taken out and maintained during the life of this contract which will protect the Town of New Castle from claims for damages for personal injury, liability, accidental or wrongful death, as well as property damage which may arise from operations under this contract whether such operations be by himself or by any subcontractor or by anyone directly or indirectly employed by either party. 7) Certificates shall provide that thirty (30) days written notice, by registered mail with return receipt requested, prior to cancellation or expiration be given to the Town of New Castle. Policies that lapse and/or expire during term of work shall be recertified and received by the Town of New Castle no less than thirty (30) days prior to expiration or cancellation. The Contractor/Provider shall furnish to Town of New Castle Certificates of Insurance as evidence of coverage prior to commencement of work and naming Town of New Castle as an Additional Insured. The cost of furnishing the above insurance shall be borne by the Contractor/Provider, there will be no direct payment for this work. Cost will be deemed to have been included in the price bid for all scheduled items. All carriers listed in the certificates of insurance shall be A.M. Best Rated A VII or better and be licensed in the State of New York. IX. Indemnification To the fullest extent permitted by law, Contractor/Provider shall indemnify, hold harmless and defend Town of New Castle, and agents and employees of any of them from and against all claims, damages, losses or expenses including but not limited to attorney s fees arising out of or resulting from the performance of the agreement, provided any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting therefrom, and (b) is caused in whole or in part by any act or omission or violation of statutory duty or regulation of the Contractor/Provider or anyone directly or indirectly employed by it or anyone for whose acts it may be liable pursuant to the performance of the agreement. Not withstanding the foregoing, Contractor/Provider s obligation to indemnify Town of New Castle, and agents and employees of any of them for any judgment, mediation or arbitration award shall exist to the extent caused in whole or in part by (a) negligent acts or omissions, or (b) violations of regulatory or statutory Page 9 of 10

10 provisions of the New York State Labor Law, OSHA, or other governing rule or applicable law; by the Contractor/Provider anyone directly or indirectly employed by it or anyone for whose acts it may be liable in connection to such claim, damage, loss and expense. The obligation of the Contractor/Provider to indemnify any party under this paragraph shall not be limited in any manner by any limitation of the amount of insurance coverage or benefits including worker s compensation or other employee benefit acts provided by the Contractor/Provider. Page 10 of 10

11 ¹ ATTACHMENT - 1 PROJECT AREA AREA " A" AREA " C" AREA "B" ARE A" F" AREA " D" AR TOWN OF NEW CASTLE BLDG, ENG & PLNG DEPARTMENTS 3-JUNE-2013 EA " E" SCALE 1" = 220' 660 Feet