REQUEST FOR PROPOSALS Village of Hyde Park Lamoille Valley Rail Trail Wayfinding System Design & Installation

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1 PROJECT SCHEDULE: REQUEST FOR PROPOSALS Village of Hyde Park Lamoille Valley Rail Trail Wayfinding System Design & Installation July 13, 2016 July 20, 2016 July 22, 2016 Aug 1 at 4:00pm Aug 2, 2016 Aug 3, 2016 September 23, 2016 Proposals solicited Deadline for submission of questions Response to questions posted to LCPC s website ( Proposal deadline Award notification Contract execution Project completion Please direct questions related to this RFP to Rob Moore, LCPC Transportation Planner at (802) or via at Rob@lcpcvt.org. I. INTRODUCTION The Lamoille County Planning Commission (LCPC) seeks the services of a qualified professional firm for design and installation of wayfinding signs related to the Lamoille Valley Rail Trail located in Hyde Park, Vermont. Background Development of the 93-mile long Lamoille Valley Rail Trail (LVRT) is underway, with construction on the first phase nearly complete and subsequent phases scheduled for completion in the coming years. While Vermont Association of Snow Travelers (VAST) and Vermont Agency of Transportation (VTrans) are managing the trail construction, communities along the trail are responsible for the development of trailheads and wayfinding signs to lead people between the trail and the village and downtown areas. Wayfinding signs serve as vital community links that invite visitors into downtown and village areas by displaying maps and information about nearby local services. The wayfinding signs provide an opportunity for communities to highlight their unique local identities. Lamoille County Planning Commission received a grant from the Northern Border Regional Commission to construct trail amenities in municipalities along the trail. The Village of Hyde Park is seeking proposals to design and install signs at various locations around the Village (see Attachment A Project Location Map). The purpose of the proposed project is to provide residents and visitors safe access to the LVRT, and enhance and strengthen economic development opportunities. Project Summary A committee of volunteers, with assistance from LCPC, developed some concept-level sketches and information as a starting point for a Designer to evolve into a finished product for Hyde Park. The objective of the proposed Wayfinding Signs project are to provide a safe and effective Wayfinding system between the Village and the LVRT that can accommodate all users. Project Funding Funding for this project is provided in part by the Northern Border Regional Commission. No more than $23,200 is available for the Scope of Work described in this RFP. Page 1 of 6

2 II. SCOPE OF WORK LCPC will hire a qualified consulting firm to develop wayfinding concepts into final designs, and provide for the installation of the wayfinding signs. All materials and documents, whether preliminary or final, provided in the Scope of Work shall become the property of LCPC and the Village of Hyde Park. The proposed wayfinding system is located in the Village of Hyde Park. The amenities designed under this RFP shall be compatible in architectural style with the surroundings. The materials and color palette shall complement the natural environment of the area, be durable and able to withstand the harsh, four season environment of the location, and include local or Vermont grown/made products to the extent practicable. Visit LCPC website for preliminary designs and sketches with dimensions, materials specifications, and other information. Many files are available through the LCPC Request for Proposal web page: C64CCA586442&Type=B_BASIC Elements to be designed and installed under this RFP include: 1. three (3) location signs as shown on sketches and descriptions 2. six (6) directional signs as shown on sketches and descriptions This project is a design/build job. Proposals shall include: design of a wayfinding system to brings people from to and from the LVRT; site visits and meetings with the Committee; and cost to fabricate and install the quantities and sizes of signs listed on the Cost Form. Proposals must use the Cost Form provided, and completely fill in costs for the base proposal to be used as the basis of comparison among proposals. Proposed alternates are acceptable, but only if listed separately on the Cost Form; all proposed alternates are subject to approval by the Committee and LCPC. Location signs: Sign #s 1-3. There will be 3 "you are here" location map signs (example attached) at key locations. The 3 directional maps are intended in two locations where the LVRT intersects with local roads (at Depot St and Black Farm Rd), and at a third location near the east end of East Main Street. Directional signs: Sign #s 4-9. Small directional signs. Two directions of wayfinding: to the Village (symbolized by an outline of the Courthouse bell tower), and to the LVRT (showing a bicycle). Representations of what is intended appear on the location map and images. Signs within the Village will be displayed opportunistically, and in different ways: hung on a building, hung from existing signposts, attached to a historic road sign, and attached to a new modern sign post. For new posts, preference is for white poles, ideally slender (2 to 3 inch) painted metal; pricing can include alternate for standard, un-painted, galvanized-metal sign post. New sign posts located in road right-of-way should be break-away style in compliance with current highway safety standards. Dark blue metal signs with white frame, white images and white type. Some signs will be one-sided, some twosided. Directional arrows on each sign determined by site specifics. The Trustees would like the symbol for the Village to be the clock tower on the courthouse (example attached). The village is a Shire Town, a rather special distinction in VT. The grand old buildings and stately wide Main Street evoke Hyde Park Village as Lamoille's county seat. The Trustees are very forward thinking and appreciate the value of a VILLAGE BRAND. The bicycle image and the clock Page 2 of 6

3 tower image should be clear and simple graphics which convey the intent of the examples in a standard and easy-to-understand manner. Sign #4: 2-sided LVRT, existing sign post Sign #5: 1-sided LVRT, mount to building Sign #6: 2-sided LVRT, existing sign post (alternate to replace post) Sign #7: 2-sided LVRT, existing sign post (alternate to replace post and historic sign) Sign #8: 2-sided LVRT and Village, new post Sign #9: 1-sided LVRT, new post Project Tasks The consultant shall prepare a proposal to design and install the elements listed above using the process listed below. A. Project Meetings: The Consultant will attend an initial meeting with the Village of Hyde Park and LCPC, and up to 2 additional meetings to present draft and final deliverables. At least one site visit shall also be required prior to the installation stage of the project. B. Preliminary Design: After an initial meeting with the Village and LCPC, the Consultant will develop a preliminary design incorporating the required elements. The consultant will present the preliminary design to LCPC and the Village of Hyde Park. The preliminary design will be modified as needed. Upon approval of LCPC, the consultant will begin the final design. C. Final Design: The Consultant will develop a final design incorporating feedback on the preliminary design. The final design will include installation specifications. LCPC and the Village will be responsible for obtaining all necessary permits prior to installation. The Consultant should provide a per-meeting fee that can be charged should additional meetings be requested that are not outlined in this RFP. D. Installation of Signs: The Consultant will provide for the proper installation of all signs, including all necessary equipment and hardware, in accordance with the design specifications. Invoicing and Reporting The Consultant will provide a project status update memo with each invoice via . Format of periodic reporting will be confirmed at the Project Initiation Meeting. Since the proposed work is funded through government grants, the selected contractor shall be expected to comply with all federal Office of Management and Budget (OMB) and state business and auditing procedures. Term of Contract Proposals for a 3-month agreement are being sought. Upon selection of the Consultant, LCPC and Consultant will enter into an agreement for a period of up to 3-months unless otherwise amended by LCPC. All costs will remain fixed for the term of the contract period. The contract shall include a 30-day termination clause. III. PROPOSAL SUBMITTAL REQUIREMENTS Proposal must address all the points outlined herein as required, in the following order: A. Cover Letter: A cover letter expressing the firm s interest in working with the LCPC. B. Technical Proposal: no more than three (3) pages (excludes cover letter, references, and cost proposal form) addressing the following items: Page 3 of 6

4 a. A general description and timeline of the proposed steps toward completion of the project, as outlined in the RFP; b. Name of the project manager(s) assigned to this project, and identify any Sub- Contractors. Include a brief description of sub-contractor s role on the project; c. A list of at least three, but not more than six, references (including contact information), preferable from past projects of a similar nature. C. Cost Proposal: The provided Cost Proposal Form (Attachment B) is required to be completed and attached to the Technical proposal. This form is available in Excel format upon request. The Contractor should provide a per-meeting fee that can be charged for additional meetings requested beyond the four (4) meetings outlined in this RFP. IV. PROPOSAL EVALUATION CRITERIA Proposals will be considered exactly as submitted. Proposals that don t follow the instructions or are incomplete will not be evaluated. Proposals will be evaluated based on the following criteria: a. Quality of proposal (i.e. clarity, thoroughness in addressing the scope of work, etc.). (25 Points) b. Overall cost and total hours, including Contractor s availability and accessibility. (25 points) c. Qualifications of the Contractor(s) and the personnel to be assigned to this project. (i.e. previous experience, other similar projects, special expertise, etc.). (25 Points) d. Understanding of the area and project. (25 Points) V. SELECTION PROCESS Submission Details One (1) hard copy OR electronic copy of the Technical Proposal and the Cost Proposal Form should be submitted by the proposal deadline to LCPC. Hard copies must be in a sealed envelope or package. Lamoille County Planning Commission Attn: Rob Moore, Transportation Planner P.O. Box 1637 Morrisville, VT Rob@lcpcvt.org Clearly indicate the following on the outside of the envelope/package OR subject line: Name of prime Contractor RFP: Hyde Park Trailhead Wayfinding Design and Construction Proposals must be delivered on or before 4:00 PM, August 1, Proposals received after the above time and date will not be considered. No proposals sent by fax will be accepted. Upon submission, all proposals become the property of the LCPC. The expense of preparing, submitting, and presenting a proposal is the sole responsibility of the Contractor. The LCPC retains 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 Village of Hyde Park and LCPC. This solicitation in no way obligates the LCPC to award a contract. Page 4 of 6

5 Award of Contract LCPC will award the contract in the manner which will obtain the highest quality of service at the most competitive price. Proposals will be evaluated using the criteria in Section IV. Contract Negotiation The selected Consultant will be responsible for developing and submitting a detailed Project Scope and Time Schedule to be included in the contract documents. This scope and schedule shall be consistent with the requirements of this RFP and is subject to approval by LCPC. The information and proposed budget for the Consultant selected for contract award will form the basis for negotiation of a contract. The Lamoille Planning Commission reserves the right to issue a contract without further negotiation using the information contained in the RFP. Failure of a prospective contractor to accept this method of contract development will result in cancellation of the award. Award of any bid may be made without discussion with Proposers after responses are received. LCPC reserves the right to cease contract negotiations if it is determined that the Proposer cannot perform services specified in their response. Contracting Provisions This will be a "firm fixed-price" contract to cover the performance of all-eligible services, expenses, and materials. The amount and timing of payments will be determined during contract negotiations. Requests for payments shall be made directly to the LCPC, and payments made shall be ninety percent (90%) of the amount requested. The ten percent (10%) retainage will be paid upon successful project completion and acceptance of the final report by the LCPC. The consultant 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 LCPC as recipients of NBRC funds are thereby passed along to the contractor and any sub-contractors, and those rights reserved by the Northern Borders Regional Commission are likewise reserved by LCPC. The Consultant, prior to being awarded a contract, shall apply for registration with the Vermont Secretary of State's Office to do business in the State of Vermont, if not already so registered. The registration form may be obtained from the Vermont Secretary of State, 128 State Street, Montpelier, VT The telephone number is (802) The contract will not be executed until the Consultant is registered with the Secretary of State's Office. The successful Consultant will be expected to execute subagreements for each sub-consultant named in the proposal upon award of this contract. The consultant must carry adequate insurance coverage, including: Workers Compensation: With respect to all operations performed, the consultant shall carry workers compensation insurance in accordance with the laws of the State of Vermont. General Liability and Property Damage: With respect to all operations performed under the contract, the consultant shall carry general liability insurance having all major divisions of coverage including, but not limited to: Premises - Operations Products and Completed Operations Personal Injury Liability Contractual Liability Page 5 of 6

6 The policy shall be on an occurrence form and limits shall not be less than: $1,000,000 Per Occurrence $1,000,000 General Aggregate $1,000,000 Products/Completed Operations Aggregate $ 50,000 Fire/ Legal/Liability Automotive Liability: The consultant shall carry automotive liability insurance covering all motor vehicles, including hired and non-owned coverage, used in connection with the Agreement. Limits of coverage shall not be less than: $1,000,000 combined single limit. The Contractor shall name the Lamoille County Planning Commission, Town and Village of Hyde Park, the Northern Border Regional Commission, and the officers and employees of all four entities as additional insured for liability arising out of this Agreement. The Contractor shall provide a current insurance certificate at the time of signing a contract. The consultant 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 they will comply with the provisions of the Americans with Disabilities Act. The LCPC, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The Lamoille County Planning Commission is an Equal Opportunity Employer. Page 6 of 6

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8 Hyde Park LVRT Wayfinding System Project (NBRC-12-G-VT-00002) ITEM# QTY UNIT Base Unit Prices Signs #1-3: "you are here" location map signs including posts 1 Design 3 each Fabricate 3 each Install, including posts 3 each Sign #4: 2-sided LVRT, existing sign post (alternate to install new metal white painted post) 2 Fabricate 1 each Sign #5: 1-sided LVRT, mount to building 3 Fabricate 1 each Sign #6: 2-sided LVRT, existing sign post (alternate to replace post) 4 Fabricate 1 each Sign #7: 2-sided LVRT, existing sign post (alternate to replace post and restore historic sign) 5 Fabricate 1 each Sign #8: 2-sided LVRT and Village, new post 6 Fabricate 1 each New Metal White Painted Post, safety compliant 1 each Sign #9: 1-sided LVRT, new post 7 Fabricate 1 each New Metal White Painted Post, safety compliant 1 each Sum of Base Total Prices for Proposal Comparisons 8 Add alternate to install new white painted post for sign #4 1 each 9 Add alternate to install new post (no light) for sign #6 1 each 10 Add alternate to install galvanized post for sign #7 1 each 11 Add alternate to restore existing "historic" sign for sign #7 1 each 12 Add alternate to install galvanized posts for signs #8, #9 2 each 13 Deduct (subtract) new white painted posts for signs #8, #9 2 each Per Meeting Fee (in addition to 4 required meetings) 1 each Sum of Add/Deduct Alternates Total sum alternates and base prices Base Total (Qty x Unit $) Price NOTES: Unit prices shall include the cost of hardware, materials, delivery, labor, supervision, overhead and administrative, warranty, and all other costs necessary to provide a complete and installed product to the Village of Hyde Park. Required meetings include: kick-off meeting, design draft review, design final review, pre-installation site visit. Base prices provided above shall include these four (4) minimum meetings. Provide a per meeting fee for additional meetings if needed. New (and replacement) sign posts located in road right-of-way should be break-away style in compliance with current highway safety standards. Place an "x" for any Base Total Price line item that is not part of this Proposal The Contract Award will be based on the Proposal Grand Total as submitted on this form.