Designer Application Package

Transcription

1 Boston Public Schools Ten Year Educational and Facility Master Plan Designer Application Package City of Boston Martin J. Walsh, Mayor John McDonough, Superintendent Effective Date: August 2014

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3 Table of Contents Section I: Master Plan Scope and Context Advertisement/Request for Qualifications General Scope of Work Master Plan Context Scope Part I Educational Requirements and Enrollment Projections Scope Part II Facilities Condition Assessment Scope Part III Master Plan and Funding Recommendations Section II: Designer Selection Information Qualified Design Firms Designer Selection Process Evaluation Criteria Section III: Instructions to Applicants Designer Application Guidelines Other Information Addenda/Contract Agreement/Insurance Submission of Applications Section IV: Designer Application Forms and Information Applicant Registration Form Designer Application Forms Applicant Tips and Common Mistakes Applicant Deliverables Section V: City of Boston Contract

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5 Section I: Master Plan Scope and Context

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7 ADVERTISEMENT CITY OF BOSTON BOSTON PUBLIC SCHOOLS (BPS) Request for Qualifications (RFQ) Project Title: Ten Year Educational and Facility Master Plan. Location: Various Boston Public School Locations, Boston, MA For information specific to this particular RFQ, please contact the Public Facilities Department (PFD) Bid Counter at Pursuant to Massachusetts General Laws Chapter 7C, 44-57, the Boston Public Schools (BPS), is requesting qualification statements for design services including a master plan and facilities assessment for the Boston Public Schools. The project has and estimated fee of $1,600,000. The scope of work is to provide a strategic planning framework for educational programming and major capital investments in the Boston Public Schools over the next ten (10) years. The scope of services includes, but is not limited to: codifying programming standards to determine BPS facility configuration to meet educational and capital planning goals; identifying demographic trends, enrollment projections and school assignment considerations; developing a 21 st century educational framework matching BPS educational standards with its facilities, infrastructure and environment; assessing the physical condition of approximately 11 million gross square feet of BPS facilities and creating an inventory for each building including general building information, site description, program information, building and system conditions, green technologies and climate preparedness; creating a master plan to address program and facility needs including identifying repair, renovation and new construction costs and developing a funding strategy; providing a maintainable database for managing and monitoring the facilities and resulting improvements; coordinating communication with and presentations to City and BPS officials and the various school communities. Completion shall be 78 weeks after execution of a contract. Applicants must be a registered architect in the Commonwealth of Massachusetts. For the educational and master planning services, applicants must provide names of key personnel and consultants that will be utilized on this project for the following disciplines: educational expert; educational facilities planner; demographer; and financing advisor. For the facilities assessment services, applicants must provide the names of key personnel and consultants that will be utilized on this project for the following disciplines: HVAC engineer; plumbing engineer; electrical engineer; code consultant; information technology and telecommunications consultant; sustainable design consultant; elevator engineer; food service consultant and cost estimator. Applicants, at a minimum, must have prior experience on projects in the following: Urban setting.

8 Applicants, at a minimum, must have prior experience on the following types of projects: similar large-scale master plan projects, preferably with large urban school systems. NOTE: This project falls under the jurisdiction of the Boston Public Schools, however the designer procurement will be managed through the Boston Public Facilities Department Bid Counter. The Designer Application Package, including a detailed scope description, may be obtained from the PFD Bid Counter, 26 Court Street, 10 th Floor, Boston, MA on Monday, August 11, 2014 and will be mailed if necessary. If interested, please call (617) and refer to this advertisement. All questions related to this advertisement must be submitted to the PFD Bid Counter by mail or at bid.info@boston.gov no later than 4:00 P.M. on Thursday, August 28, Statements of Qualifications must be returned to the PFD Bid Counter by Tuesday, September 9, 2014 no later than 4:00 P.M. LATE QUALIFICATION STATEMENTS WILL NOT BE ACCEPTED. In addition to completing the Commonwealth of Massachusetts Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction (updated February, 2013), all applicants for this project must also submit the Supplemental Requirements Package specific to this project (the combination of which is to be referred to as the Designer Application).

9 Boston Public Schools 10-Year Educational and Facility Master Plan General Scope of Work Project Purpose The purpose of this 10-Year Educational and Facility Master Plan is to provide a strategic planning framework for providing educational programming and major capital investments in Boston Public Schools (BPS) facilities over the next 10 years. The result of this effort will be a 10-year capital plan that may include renovations, repairs or additions to existing facilities, new construction proposals, potential facility consolidations, and optimized facilities management operations to ensure that every BPS facility meets District educational standards and anticipates future demand. The educational considerations for the selected Master Planning team ( consultant team ) will include, but may not be limited to, 1) increased early childhood programs with Universal Pre-K, necessitating the creation or retrofitting of facilities; 2) differentiated space for schools serving students in inclusion and dual language classrooms; 3) differentiated space for various grade levels and academic subjects (e.g. appropriately equipped labs for STEM instruction) ; and 4) classroom design and infrastructure conducive to supporting technology-enhanced education through seamless online access and one-to-one devices. To achieve this, the selected consultant team throughout the project's duration will work closely with key stakeholders, including: Boston residents via community meetings, BPS, the Mayor s Office, Property and Construction Management Department (PCMD), Finance and Budget, the Office of Energy, Environment, and Open Spaces, and the Boston Redevelopment Authority (BRA) to perform three major planning initiatives: Codify programming standards to determine how BPS facilities should be configured in order to help meet educational and capital planning goals, identify demographic trends and enrollment projections to address both existing and anticipated capacity issues at schools as it coordinates with BPS student assignment policy, and develop a 21 st century educational framework matching BPS educational standards with its facilities, infrastructure, and environment. Develop a Facility Condition Assessment to document existing facility conditions, identify capital repair needs, and provide a database of facilities information. The product will guide capital renewal of facilities. Develop options to repair, renovate, replace, consolidate, and/or build new schools. These options will include a funding strategy with a clear and predictable short- and long-term schedule, and will be based on findings from the first two steps. The consultant team will be provided with data from previously completed studies, including the Massachusetts School Building Authority (MSBA) Needs Survey, City of Boston Capital Improvements database and archives, City of Boston Capital Construction: Budgeting and Designing for Energy Efficiency, and City of Boston climate vulnerability analysis. The team is expected to review, interpret, and build upon all relevant data to complete the master planning effort. It will load all facility condition assessment data into the IBM Maximo software platform currently used by City of Boston departments.

10 Master Plan Context Educational Context In April of 2014, the Boston School Committee unanimously approved a set of goals and priorities as part of a strategic vision statement developed through community input. Goals from Boston Public Schools Strategic Vision: Aspirational Goals and Priorities : BPS will graduate all students as life-long learners and engaged global citizens, wellprepared for post-secondary pathways. BPS will be a district of all high-performing schools, eliminating both the opportunity gap and the achievement gap. BPS will recruit, hire, develop, support, and retain highly effective, culturally proficient school and district leaders, teachers, and staff who are held accountable for improving student outcomes. BPS will make effective and equitable all available resources. BPS will strengthen student, family, and community investment to enable student success. Priority Areas from Boston Public Schools Strategic Vision: Aspirational Goals and Priorities : 1. BPS will provide rigorous, effective, and engaging curriculum, instruction, and enrichment. Special focus will be given to the following areas: a) Literacy, particularly in early and transition years, to build a strong foundation for academic success across all subject areas and grades. b) College readiness and/or career preparedness. 2. BPS will continue to foster an environment of high expectations combined with targeted interventions and support in order to meet the learning needs of all students. 3. BPS will provide equitable access to quality facilities and highly effective programs. 4. BPS will implement strategies to ensure every school will have highly effective school leaders, teachers, and staff. The workforce will reflect the rich diversity of the students BPS serves. 5. BPS will continue to increase school autonomy and support to schools while also strengthening clear systems of accountability for both central office and schools. 6. BPS will empower, support, and hold accountable school leaders, teachers, and staff to effectively engage with families, partners, and the community to foster shared responsibility for student achievement. BPS is committed to ensuring that its facilities are conducive to the goals and priorities outlined above.

11 Facilities Context The Boston Public Schools oversees 133 City-owned and leased educational facilities throughout the City. (See attached list of properties.) This list encompasses elementary schools, K-8 schools, middle schools, high schools, schools serving grades 6-12, early education centers, and support buildings. Several facilities house multiple school programs, and some school programs are spread over multiple facilities. BPS s buildings have been constructed in distinct periods: pre-1910, the 1920s and 1930s, in the early 1970s, and in years since Age is somewhat independent of condition, since there are older buildings that have been recently restored and there are newer buildings that will soon be ready for system replacements and other improvements. Climate change and its effects are changing the environment in which buildings must operate. Capital improvements and replacement of school facilities have historically been funded through major bond authorizations and Massachusetts School Building Authority funding. Although much progress has been made, there remain significant and ongoing capital improvement needs. BPS began a preliminary facility analysis/ master planning effort in 2012, which grew out of a need to resolve several near-term educational and facility challenges. As a result, BPS has developed a Capital and Facilities Plan titled Grow with Boston that addresses BPS seat capacity and school pathways among other issues. School Assignment Context In 2013, the Boston Public Schools completed a new school choice plan that will provide all BPS students with access to quality schools as close to home as possible (See for more information on the BPS Home-Based registration process). During the process that led to the school choice plan, the following facilities-related themes surfaced: Improving facility conditions to meet safety, accessibility and sustainability needs A comprehensive evaluation of school facility quality to ensure equity across the district Location of schools to reduce transportation costs Buildings that meet 21 st century educational programmatic standards More efficient utilization of resources, including personnel Scope Part 1 Educational Requirements and Enrollment Projections Long-Range Educational Facilities Planning Policy Guidance In order to continue to strengthen the portfolio of school options to meet the diverse needs of BPS students, it is important to consider various grade level configurations, such as early childhood centers and schools with grade ranges across the spectrum of PK through 12. Considerations include: 1) Universal Pre-K necessitating the creation or retrofitting of facilities to align with National Association for the Education of Young Children (NAEYC) certification; 2) differentiated space for schools serving students in inclusion and dual language classrooms; 3) differentiated space for various grade levels and academic subjects (e.g. appropriately equipped labs for STEM instruction); and 4) classroom design and infrastructure conducive to supporting technology-

12 enhanced education through seamless online access and one-to-one devices. BPS must also consider the changing academic needs of its students. Spaces and rooms must be flexible and easily converted into one-on-one, multipurpose, and collaboration spaces to support curriculum and programs for these grade-level configurations as needs and standards shift. Educational spaces must include reliable infrastructure to support technology-enhanced education through seamless online access, aimed toward one-to-one devices that also build in collaboration skills with students and teachers to prepare students for 21 st -century learning. Demographic Demand and Enrollment Projections The consultant will also need to examine and analyze demographic trend data of children and families in Boston and report on trends over time to provide enrollment projections of student population shifts by age group over 10 years. Enrollment projections must be based on, but not limited to: live births, population trends, housing data, and student enrollment for the past 10 years. Additionally, enrollment information must identify the geographic locations of the demographic demand. Geographic enrollment demand will be coordinated with the student assignment, transportation requirements, and educational facility capacity. In order to achieve this, the consultant team will work in close collaboration with the Mayor s Office, BPS, and the BRA to utilize existing demographic data and provide a robust understanding of the concentrations of families and school-aged children over time. Tasks: o o o o Work with BPS to develop and codify educational standards to advance Strategic Academic and Capital Planning Goals and best practices; Work with BPS academic specialists, assistant superintendents and department heads to develop educational adequacy criteria used in facility assessments. Educational standards must include: Grade configuration standards Accreditation requirements Massachusetts School Building Association (MSBA) standards Technology goals Staffing requirements Special Education and Inclusion requirements English Language Learner requirements National Best Practices and future Educational Initiatives; Work with BPS and BRA to gathering demographic data required for Enrollment Projections; Work with BPS Office of Engagement to host citywide community conversations to review options and determine future grade configurations. Report Deliverables Interim reports, PowerPoint presentations, and documents at key milestones for progress review and discussion. Meeting preparation, agenda, materials, and minutes.

13 10-year Enrollment Projections with demographic data and geographic locations. Educational Guidelines for facilities evaluation. Schedule Tasks to be completed no later than 6 months from start of contract. Scope Part 2 Facilities Condition Assessment The consultant will be tasked with collecting, evaluating and inputting data for the 11 million gross square feet (GSF) portfolio of buildings to identify routine capital maintenance needs and to provide other facility information for use in the development of project scenario options in Part 3 of this report. A Facility Summary inventory template will be developed jointly with BPS and PCMD to document and assess each facility. Inventories will be pre-populated by BPS and PCMD to the greatest extent possible with the consultant team finalizing the inventory and assessment. Relevant consultant team members will be required to visit each facility to understand its programmatic function, major features, general condition, and building systems. Such assessments will be "visual" in nature and destructive testing will not be required. Tasks: Selected consultant will provide a detailed Scope of Work Plan establishing tasks, deliverables, and schedule with tasks including, but not limited to: o o o o Finalize work plan with proposed approach, team responsibilities, and schedule breakdown; Review existing materials and data (See Section 2 for a list of key documents that will be available to selected consultant team); Organize and lead weekly meetings, planning workshops and project summits at key points throughout the project's duration; Conduct site visits and complete Facility Summary and Assessment: Visit and evaluate each BPS facility to assess its ability to meet the condition, needs, accessibility and critical life safety requirements, under both current and projected environmental conditions. A facility inventory template will be jointly developed for this purpose and will be generally pre-populated by BPS and PCMD. The Consultant team will: complete the facility inventory summary through on-site reconnaissance, field verification and facility staff interviews; assess facilities with respect to use, quality, condition, energy use, and capital needs; compile graphics including site plan, floor plans, and photographs; and present facility assessment findings at stakeholder presentations. BPS-owned and leased Facility Summary and Assessment will include (but not be limited to) data and assessment in the following categories: o o o General Data: Neighborhood, address, Parcel Identification Number (PIN), owner, year built, historical status, grades, enrollment, parcel size, building footprint, GSF, number of stories, utilities operating costs, educational spaces, assessed value Site: Location, access, public transportation, parking, environmental, athletic facilities, city libraries, site amenities (school yard improvement, outdoor classroom), and square footage of outside areas, zoning requirements and historical status. Program: Educational program, existing staffing, enrollment, operational fit, security, food service and technology.

14 o o o o Building: Overall character and building condition and assessment, including site conditions, exterior envelope, electrical, HVAC, plumbing, fire protections systems, interior finishes, roofing, security, building code issues, accessibility, sustainability, climate vulnerability for projected conditions over the next 75 years, critical problems, recent improvements, assets (library, kitchen type, gym, auditorium, etc.), Facility Condition Index (FCI),Facility Needs Index (FNI), and BPS-provided Energy Use Index. Systems: Utilities, mechanical/electrical/plumbing/fire protection/elevator/it/teledata assessment, critical problems, recent improvements, security systems Green Technologies and Energy Efficiency: Distributed energy systems such as solar, solar thermal, and onsite Co-generation optimization. Energy efficiency measures to enhance facility performance such as building automation system optimization and retrocommissioning. Climate preparedness: Vulnerability to major projected impacts of climate change, including expanding floodplain and increased frequency of flooding due to sea-level rise and greater intensity of storms, higher average heat and heat waves; vulnerability to systemic effects of climate change (e.g., power blackouts, restricted accessibility, low air quality). The analysis should incorporate and extend the climate vulnerability assessment contained in the 2013 Municipal Vulnerability report. Vulnerability should include both the vulnerability of the facility itself and the health and safety of students and staff in the facility. IBM Maximo Data Collection and Loading The consultant shall collect, evaluate and enter all facility information into the BPS s Maximo facility database. Final database product will be property of BPS. The consultant team will be provided data from previously completed studies including the Massachusetts School Building Authority (MSBA) Needs Survey, Boston Public Schools existing databases, and City of Boston Capital Improvements database and archives and is expected to review, interpret, and build upon all relevant data to complete the master planning effort. Data uploaded into the database may include, but may not be limited to, all building characteristics such as floor plans, reflected ceiling plans, roof plans, all with standardized room naming conventions, elevations, building assets (roofs, boilers, windows, furniture, HVAC, electrical), and inventory of all major energy systems (boiler, chillers, compressors, cooling towers, roof top units, combined heat and power plants, back-up generators, computer/data center). Each of these energy systems should include: original manufacturer information, installer (company info, contact, and warranty), date of installation, system warranties, number of times serviced, operations manual, preventive maintenance schedules, and current and past service contractors (basic company info, contact, contract term(s) including scope of service). Deliverables Interim reports, PowerPoint presentations, and documents at key milestones for progress review and discussion. Meeting preparation, agenda, materials, and minutes. Draft Facilities Assessment Reports including asset life-cycle analyses and a proposed Capital Plan (Draft and Final Reports). Simple building plans with site plan and elevations. Updated Maximo database with results of the Facility Condition Assessment. Schedule Tasks to be completed no later than 6 months from start of contract.

15 Scope Part 3 Master Plan and Funding Recommendations The consultant will present the 10-Year Master Plan options for consideration along with a project schedule/timeline for accomplishing recommendations, funding, and cash flow. Master planning options will review current, short term, and long term BPS capital improvements relative to asset life-cycle analysis generated from the Facility Condition Assessment. Tasks: The consultant will use data gathered in Scope Part 1 Educational Requirements and Enrollment Projections and Scope Part 2 Facilities Condition Assessment to: o o o o o o Develop alternative scenarios for facility improvement in close collaboration with BPS and PCMD. These scenarios will incorporate capital repair needs, facility assessments, educational criteria, and financial considerations to propose phasing for major capital investments including building modernization, replacement, repairs, consolidation, and projected facility and energy operating costs. Each scenario shall include budgetary cost modeling and "what-if' scenarios. Develop preliminary recommendations and prioritized implementation plan for next 10 years in close collaboration with BPS and PCMD and after receiving feedback from planning participants and key stakeholders. Assess the benefits/costs of and provide recommendations on the responsibilities of a city-owned department charged with school building design, construction, funding, and management. Present recommendations at conclusion of project. Prepare professionally written and packaged capital plan report (draft and final) including executive summary, overview of facilities assessment approach and methodology, findings and recommendations, asset lifecycle analyses, appendices with relevant data, reference documents and resources, meeting notes, presentation packages, Facility Condition Assessment, and all relevant planning material and graphical information. Prepare a high level analysis of transportation impacts of facility options. Prepare funding scenarios and strategies for implementation in collaboration with the Office of Budget Management to ensure financial feasibility, city financial capacity and a realistic assessment of funding opportunities from MSBA. Scenarios will include cash flow projections that coordinate with schedule, facilities capital plan and funding strategies. Master planning options will also be presented to a number of stakeholders for input and recommendations before being finalized. The consultant team will also be responsible for the development and use of decision-making tools that clearly present and analyze data, establish selection criteria, and model potential scenarios. These tools will inform the City s five-year capital plan for each of the next ten budget cycles. The Office of Budget Management will use the findings to develop bond requests for capital investment for renovations, energy upgrades, repairs, construction of new schools and related consolidations. Deliverables Interim reports, PowerPoint presentations, and documents at key milestones for progress review and discussion. Meeting preparation, agenda, materials, and minutes. Alternative scenarios for facility improvement. Preliminary recommendations and prioritized implementation plan.

16 Capital Plan Report. Transportation evaluation. Budget cost models, funding strategies, cash flow and schedule. Decision making tools and processes. 10-Year Educational and Facility Master Plan (draft and final). Schedule Tasks to be completed no later than 12 months after the completion of Parts I and 2 List of information that will be made available to the selected consultant team: Boston Public Schools Strategic Vision: Aspirational Goals and Priorities, April 2014 BPS 5 Year Capital Facilities Master Plan, Fiscal Years , Vols. I-III Inclusion and Universal Design: Supporting All Students, January 2014 BPS Guiding Principles of Authentic Community Engagement Vision of the BPS Graduate, page 6 Acceleration Agenda City of Boston Capital Construction: Budgeting and Designing for Energy Efficiency, August 2013 Climate Ready Boston: Municipal Vulnerability to Climate Change, October 2013 Mayor Martin J. Walsh, Boston 2014 Transition Team, Education Work Group Transition Team Report, April 16, 2014 List of BPS Facilities BPS facility information that currently exists in Maximo and Assetworks software applications.

17 Section II: Designer Selection Information

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19 Designer Selection Information The City of Boston (COB) selects architects, engineers, planners and other consultants in accordance with Massachusetts General Laws Chapter 7C, The information set forth in this document represents the entire selection process for the Boston Public Schools Ten Year Educational and Facility Master Plan Project and will be made available to the public upon request. Qualified Design Firms To be considered for selection, Prime Applicants must meet the definition of a Designer as described in M.G.L Chapter 7C 44, the excerpt of which is shown below. Designer, an individual, corporation, partnership, sole proprietorship, joint stock company, joint venture, or other entity engaged in the practice of architecture, landscape architecture, or engineering, which satisfies the following: (i) if an individual, the individual is a registered architect, landscape architect, or engineer; (ii) if a partnership, a majority of all the partners are persons who are registered architects, landscape architects, or engineers; (iii) if a corporation, sole proprietorship, joint stock company or other entity, the majority of the directors or a majority of the stock ownership and the chief executive officer are persons who are registered architects, landscape architects, or engineers, and the person to have the project in his or her charge is registered in the discipline required for the project; (iv) if a joint venture, each joint venturer satisfies the requirements of this section. It should be noted that registered architect is interpreted as being an architect registered in the Commonwealth of Massachusetts. Joint Ventures and Associations: In addition to the Designer Application, a legal Joint Venture must submit a detailed statement, outlining each firm s role and responsibilities including percentages of assigned work and a statement describing how the team will work together on this project. This statement must also include the lead firm s location, phone, and fax numbers. Failure to include a detailed statement may result in disqualification. This detailed statement must be presented with the Designer Application. For the purposes of this application, Associated Designers should be considered consultants to the Prime Applicant for the project. The Prime Applicant is defined as the entity with which the City of Boston will execute the Master Plan Study Contract between the City of Boston Public School Department and the Study Designer for Professional Design Services for this project.

20 Designer Selection Process 1. The COB advertises all contracts in the City Record, Boston Globe and The Central Register. Advertisements will include project information, application procedures and application deadlines. This project may be advertised in other publications as well. 2. Upon request, all interested designers will be provided with an application package which will include: a) A copy of the Advertisement, which provides detailed information on the project scope, budget and submittal requirements. b) A copy of the General Scope of Work, which provides more detail on the project scope and deliverables. c) Paper and electronic copies, if requested, of The Commonwealth of Massachusetts Standard Designer Application Form for Municipalities and Public Agencies not within the DSB s Jurisdiction (Updated February 2013), and The City of Boston Supplemental Requirements Package (the combination of which is to be referred to as the Designer Application). d) Paper and electronic copies, if requested, of the COB s Designer Selection Process Information, the Evaluation Criteria, the Instructions To Applicants and the Master Plan Study Contract between the City of Boston Public School Department and the Study Designer for Professional Design Services, along with other relevant information. 3. All applicants are required to complete the Designer Application and submit it the Boston Public Schools Department (BPS) c/o the Public Facilities Department (PFD) Bid Counter. Designers may be disqualified if the proper Standard Designer Application Form and the Supplemental Requirements Package are not fully completed and submitted. 4. A Designer Selection Committee (DSC) will be established for this project. This Committee will consist of members representing various stakeholders and will be charged with making a recommendation the BPS Superintendent as to which Applicant team should be selected. 5. Following submission of applications, COB staff will confirm that the correct application forms have been submitted, that the required signatures are in place and that all of the basic submission requirements are met. Failure to meet these submission requirements may result in disqualification. 6. Initial ratings will then be performed for each applicant. Various categories with numerical ratings are designed to make relative comparisons between applicants. The numerical values for each of the rating categories are listed on the Evaluation Criteria sheet included in this Application Package. 7. A meeting of the DSC for the project will be held after initial ratings have been completed. This is a Public Meeting and details will be posted on the City Clerk website located at DSC members will discuss the scope of work and other selection criteria, review the initial ratings and establish ratings for additional criteria as described on the Evaluation Criteria sheet. The DSC members will individually rate each applicant. The ratings will be consolidated and a short-list of at least three finalists

21 will be developed. The DSC will hold as many meetings as are necessary to review the information and to come to its conclusion. 8. Short-listed finalists will then be invited to interview before the DSC. All finalists will be required to present specific information to assist the DSC in making a final recommendation. 9. After the DSC s final vote, a recommendation ranking the short-listed finalists in order of preference will be forwarded to the BPS Superintendent for approval. The BPS Superintendent, at his discretion, may approve any of the top-ranked finalists. 10. Upon approval of the selection, letters will be mailed to all applicants notifying them of the decision. 11. Following receipt of the BPS Superintendent s approval, the Project Manager will begin fee negotiations with the selected firm and initiate a contract. In the event a contract agreement cannot be reached, the Project Manager, upon approval of the BPS Superintendent may initiate contract negotiations with second-ranked finalist. This process may continue at the City s sole discretion, in the order of the short list, until a contract agreement is reached.

22 Shortlist Evaluation Criteria Firm Name Project No. Disqualification Review Prime Applicant meets MGL Ch. 7C sec. 44 Application is signed by Prime Applicant official Prime Applicant agrees to sign COB Contract Application is complete and on proper forms Prime Applicant has supplied COGS Criteria 1-13 to be rated by COB Staff 1. Applicant Team has all of the disciplines and/or 7. Similar projects completed in the last ten years by consultants required in the advertisement. the Educational Expert involving programming Yes 10 and grade configuration for a large, urban, K-12 No 0 school system with an enrollment > 35k students. 4-5 projects Professional experience of Prime Applicant's 2-3 projects 5 Project Manager assigned to this project. 1 project 1 15 years and over years 7 8. Similar projects completed in the last ten years 5-9 years 3 involving facilities assessments using multiple 0-4 years 0 assessment teams. 4-5 projects Professional experience of Educational 2-3 projects 5 Expert's primary staff person assigned 1 project 1 to this project. 15 years and over Projects completed in the last ten years years 7 illustrating knowledge of MA construction 5-9 years 3 procurement req'ts and costs. May include 0-4 years 0 design and construction projects. 4-5 projects Professional experience of Educational 2-3 projects 5 Facility Planner's primary staff person assigned 1 project 1 to this project. 15 years and over Similar projects completed in the last ten years years 7 involving facilities data collection, standardization 5-9 years 3 and entry into a maintainable database. 0-4 years projects projects 5 5. Similar large-scale Master Plan projects 1 project 1 completed by Prime Applicant within the last Bonus: ten years. Projects using Maximo Software x 1 pt. ea. = 4-5 projects projects 5 1 project Facility studies completed in the last ten years including sustainability assessments. Bonus: 4-5 projects 10 Large urban school system projects with 2-3 projects 5 enrollment > 35,000 students. x 1 pt. each = 1 project 1 Count only projects where Applicant was Prime 6. Similar projects completed by consulting firms 12. Projects completed in the last ten years involving within last ten years. significant community involvement. Combined average number of projects 4-5 projects 10 for all required consultants. Round to 2-3 projects 5 closest whole number, up to 5 points. 1 project 1

23 Shortlist Evaluation Criteria 13. Projects completed in the last ten years 19. Appropriateness of applicant to be selected for involving the crafting of financing options, this project (a written explanation must funding models and cash flow projections. accompany this rating). 4-5 projects projects 5 Appropriate 0 to 20 1 project 1 Inappropriate -1 to -20 INITIAL RATING TOTAL Application Review Notes: Criteria to be rated by individual SC members at Shortlist Selection Meeting. 14. Experience and qualifications of Educational Expert particularly as related to educational trends and standards to meet 21st Century challenges (a written explanation must accompany this rating). Demonstrated overall experience 0 to Expertise and experience of Educational Facilities Planner with 21st Century educational facility standards. Knowledge of MSBA facility standards is preferred (a written explanation must accompany this rating). Demonstrated overall experience 0 to Experience of proposed project team working together on other projects (a written explanation must accompany this rating). Demonstrated overall experience 0 to 10 Missing disciplines (if any): 17. Quality of applicant's approach to collecting and analyzing demographics and applying them to a Master Plan. Excellent 10 Good 5 Fair 0 Poor Quality of Applicant's project approach (a written explanation must accompany this rating). Excellent 10 Good 5 Fair 0 Poor -5

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25 Section III: Instructions to Applicants

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27 Instructions to Applicants The Designer Application consists of The Commonwealth of Massachusetts Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction (Updated February, 2013), along with The City of Boston Supplemental Requirements Package. In addition, applicants are required to submit an original Certificate of Good Standing from the Secretary of the Commonwealth of Massachusetts with their application. Designers may be disqualified if the appropriate Standard Designer Application Form and the Supplemental Requirements Package are not fully completed and submitted and the original Certificate of Good Standing is not attached. Please note that all information must be provided on the included Designer Application forms and pages. Substitute forms will not be accepted. Designer Application Guidelines Submit one (1) original and ten (15) complete copies of the Designer Application and required documentation. Adequate room has been provided on the forms for all information required and unless specifically stated, continuation sheets may not be submitted. Beyond providing the information requested, forms must not be modified from their original state. On Supplemental Forms A and B there are spaces to provide percentages of staff workweek assigned to this and other projects. Be sure that the total percentage for each staff member on these pages does not exceed 100%. Credit for current and relevant work by the Prime Applicant will only be given if the work was performed under the Prime Applicant s firm name. Work done by the firm s staff while employed elsewhere will not be counted for these categories. Joint Venture work must be done under the names of the individual firms in the Joint Venture or by the Joint Venture itself. Prime Applicants must qualify any work presented that was performed through other firms. The Designer Application requires you to provide current and relevant projects performed by consulting firms in those disciplines specified in the advertisement. In the initial ratings, credit will be given only for these disciplines. You may, however, include experience for consulting firms in other disciplines if you believe such to be necessary. If the Applicant Firm is providing services for any of the disciplines required in the advertisement, current and relevant projects must be provided specifically for those disciplines or points will not be awarded. This experience should be documented in section 8b of the Commonwealth of Massachusetts form for subconsultant experience. If applying as a Joint Venture, combine all answers to each question and use one form. When listing project experience, indicate which firm completed the listed August 2014

28 project. Be sure to include a detailed statement describing the Joint Venture as required and outlined in this Designer Application Package. You may only submit projects for consideration up to the limit specified on the forms. The limit does not apply to each firm in the Joint Venture, only to the Joint Venture itself. For example, if the form asks for up to 5 projects, the Joint Venture may only submit up to 5 projects total, not 5 projects per member. Current and relevant projects listed in all pertinent designer selection forms should not be more than ten (10) years old. Projects completed prior to that time will not be considered for rating purposes. Applicants must be Registered Architects, or Engineers if applicable, in accordance with the requirements of Massachusetts General Laws Chapter 7C, To determine this eligibility, the COB reviews information provided in sections 13, 14 and 15 of the Commonwealth of Massachusetts Application Form as well as information on file with the Secretary of the Commonwealth. It is very important for applicants to complete this information correctly. As a guide, the following information should be provided in these sections based on the type of organization: o If the applicant is an individual, his or her name should be listed in Item 13. Item 14 would remain blank because a sole proprietorship is not a corporation. Item 15 should be answered completely. o If the applicant firm is a partnership, all partners should be listed in Item 13. Item 14 would remain blank because a partnership is not a corporation. Item 15 should be answered completely. o o If the applicant firm is a corporation, sole proprietorship, joint stock company or other entity, all officers should be listed in Item 13, remembering to include official titles for each officer. Item 14 should include names of all members of the Board of Directors, remembering to include titles of all officers. Item 15 should be answered completely, remembering to include the titles of all owners if they serve as officers in the corporation. If applicant firm is a joint venture, each joint venture entity must satisfy the requirements of Chapter 7C, Every applicant must agree to sign the attached Master Plan Study Contract Between the City of Boston Public School Department and the Study Designer for Professional Design Services without modification. Failure to provide such agreement will result in disqualification from further consideration in this selection process. Supplemental Form N, entitled Notice of Intent to Sign, is included in the Designer Application and must be signed and returned as part of the Application Package or the applicant will be disqualified. Other Information Addenda will be sent by electronic mail ( ), or facsimile if an address is not provided to the Official, to all parties who, according to the Official's records, have obtained Designer Selection Documents and have furnished to the Official an August 2014

29 address and/or facsimile number for the purpose of receiving the Addenda. The City of Boston will no longer issue addenda by the U.S. Postal Service. Should any person, firm, contractor or vendor not have access to or facsimile, notice of the same needs to be provided in writing on the attached Applicant Registration Form and timely submitted to the PFD Bid Counter. All who register their information with PFD Bid Counter are responsible for providing any updates or corrections concerning all contact information. In addition, it is your responsibility to make certain that you received any and all addenda relating to the Project. The PFD Bid Counter is able to confirm the number of addenda and issuance dates of the same for the Project. You may contact the PFD Bid Counter via telephone at or facsimile at Monday through Friday, except for City of Boston recognized holidays, and during the business hours of 9:00 a.m.-12:00 p.m. and 1:00 p.m. 4:00 p.m. (Eastern Time), or through at Applicants are notified that if selected, they will be required to sign the COB standard agreement, and the City s Standard Contract Form CM-10. Further, each applicant agrees to carry insurance coverage in types and amounts specified in the Master Plan Study Contract provided in this Application Package. Submission of Applications All applications must be received no later than 4:00 P.M. (Eastern Time) on Tuesday, September 9, 2014, at the PFD Bid Counter address listed below. Late applications will not be accepted. The Designer Application and all other required documentation (one original and fifteen copies) must be submitted together in one package. Clearly mark the envelope with the name of the firm and the project title. Application packages must be sent to: Boston Public School Department c/o The Public Facilities Department Bid Counter 26 Court Street, 10 th Floor Boston, MA ***IMPORTANT: Applications MUST be dropped off or sent directly to the Public Facilities Bid Counter. The COB is not responsible for applications dropped off or sent to other locations.*** Applications will NOT be taken at the BPS Bid Counter. All questions must be in writing and directed to the Public Facilities Department Bid Counter by at bid.info@boston.gov. All questions must be submitted by 4:00 pm on Thursday, August 28, No questions will be accepted after that time. Questions and answers will be shared prior to the submission deadline with all potential applicants who submit a Registration Form. August 2014

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31 Section IV: Designer Applications Forms and Information

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33 Date: BOSTON PUBLIC SCHOOLS TEN YEAR MASTER PLAN APPLICANT REGISTRATION FORM Project Name: Project No.: Legal Business Name (as it appears with the MA Secretary of State): Current Business Address: Street Floor/Unit/Suite City/Town State/Country Zip Code Primary (print legibly): Secondary (print legibly): Business Telephone Number Primary (print legibly): Area Code Business Telephone Number Secondary (print legibly): Area Code Extension Extension Facsimile Number (print legibly): Area Code Contact Person s Name (print legibly): Contact Person s Title/Position (print legibly): Contact Person s Cell phone Number (print legibly): Area Code City of Boston Public School Department c/o Public Facilities Department Bid Counter 26 Court Street, 10 th floor Boston, MA Phone: Fax: bid.info@boston.gov An electronic copy of this form may be obtained by contacting the PFD Bid Counter in person, via , by mail, or by telephone. All PFD Bid Counter contact information is listed above. August 2014

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35 Commonwealth of Massachusetts 1. Project Name/Location For Which Firm Is Filing: 2. Project # Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction (Updated February 2013) 3a. Firm (Or Joint-Venture) LEGAL Name and Address Of Primary Office To Perform The Work: This space for use by Awarding Authority only. 3e. Name Of Proposed Project Manager: For Study: (if applicable) For Design: (if applicable) 3b. Date Present and Predecessor Firms Were Established: 3f. Name and Address Of Other Participating Offices Of The Prime Applicant, If Different From Item 3a Above: 3c. Federal ID #: 3g. Name and Address Of Parent Company, If Any: 3d. Name and Title Of Principal-In-Charge Of The Project (MA Registration Required): 3h. Check Below If Your Firm Is Either: (1) SDO Certified Minority Business Enterprise (MBE) Address: (2) SDO Certified Woman Business Enterprise (WBE) Telephone No: Fax No.: (3) SDO Certified Minority Woman Business Enterprise (M/WBE) 4. Personnel From Prime Firm Included In Question #3a Above By Discipline (List Each Person Only Once, By Primary Function -- Average Number Employed Throughout The Preceding 6 Month Period. Indicate Both The Total Number In Each Discipline And, Within Brackets, The Total Number Holding Massachusetts Registrations): Admin. Personnel ( ) Ecologists ( ) Licensed Site Profs. ( ) Other ( ) Architects ( ) Electrical Engrs. ( ) Mechanical Engrs. ( ) ( ) Acoustical Engrs. ( ) Environmental Engrs. ( ) Planners: Urban./Reg. ( ) ( ) Civil Engrs. ( ) Fire Protection Engrs. ( ) Specification Writers ( ) ( ) Code Specialists ( ) Geotech. Engrs. ( ) Structural Engrs. ( ) ( ) Construction Inspectors ( ) Industrial Hygienists ( ) Surveyors ( ) ( ) Cost Estimators ( ) Interior Designers ( ) Certified Energy Mgr ( ) ( ) Drafters ( ) Landscape Architects ( ) ( ) Total ( ) 5. Has this Joint-Venture previously worked together? Yes No COB Update August 2014 Municipalities & Other Public Agencies Form Page 1

36 6. List ONLY Those Prime And Sub-Consultant Personnel Specifically Requested In The Advertisement. This Information Should Be Presented Below In The Form Of An Organizational Chart. Include Name Of Firm And Name Of The One Person In Charge Of The Discipline, With Mass. Registration Number, As Well As MBE/WBE Status, If Applicable: CITY/TOWN / AGENCY Educational Expert Educational Facilities Planner Demographer Financial Consultant Prime Consultant Principal-In-Charge Facilities Assessment Lead Project Manager for Study Technical Consultant Discipline (from advertisement) Technical Consultant Discipline (from advertisement) Technical Consultant Discipline (from advertisement) Technical Consultant Discipline (from advertisement) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Name Of Firm Person In Charge Of Discipline Mass. Registr. # MBE/WBE Certified (If Applicable) Applicants should add boxes as needed for Technical Consultants required in the advertisement and/or others proposed as part of the Applicant Team. COB Update August 2014 Municipalities & Other Public Agencies Form Page 2

37 7. Brief Resume Of ONLY Those Prime Applicant and Sub-Consultant Personnel Requested In The Advertisement. Confine Responses To The Space Provided On The Form. Include Resumes of Project Managers. Resumes Should Be Consistent With The Persons Listed On The Organizational Chart In Question # 6 and on Supplemental Form A. Additional Sheets Should Be Provided Only As Required For The Number Of Key Personnel Requested In The Advertisement And They Must Be In The Format Provided. By Including A Firm As A Sub-Consultant, The Prime Applicant Certifies That The Listed Firm Has Agreed To Work On This Project, Should The Team Be Selected. a. Name and Title Within Firm: a. Name and Title Within Firm: b. Project Assignment: b. Project Assignment: c. Name and Address Of Office In Which Individual Identified In 7a Resides: c. Name and Address Of Office In Which Individual Identified In 7a Resides: MBE MBE WBE WBE d. Years Experience: With This Firm: With Other Firms: d. Years Experience: With This Firm: With Other Firms: e. Education: Degree(s) /Year/Specialization e. Education: Degree(s) /Year/Specialization f. Active Registration: Year First Registered/Discipline/Mass Registration Number f. Active Registration: Year First Registered/Discipline/Mass Registration Number g. Current Work Assignments and Availability For This Project: g. Current Work Assignments and Availability For This Project: h. Other Experience and Qualifications Relevant To The Proposed Project: (Identify Firm By Which Employed, If Not Current Firm): h. Other Experience and Qualifications Relevant To The Proposed Project: (Identify Firm By Which Employed, If Not Current Firm): COB Update August 2014 Municipalities & Other Public Agencies Form Page 3

38 8a. Current and Relevant Work By Prime Applicant Or Joint-Venture Members. Include ONLY Work Which Best Illustrates Current Qualifications In The Areas Listed In The Advertisement (List Up To But Not More Than 5 Projects). NOTE: Projects listed should include Master Plans for the purposes of evaluating Criterion #5. a. Project Name And Location Principal-In-Charge. C. Client s Name, Address And Phone Number (Include Name Of Contact Person) e. Project Cost (In Thousands) (1) Current Phase: b. Brief Description Of Project And Services (Include Reference To Relevant Experience). Note number of buildings and school enrollment, if applicable. d. Completion Date (Actual Or Estimated) Estimated total cost of recommended upgrades. Fee for Work for Which Firm Was Responsible (2) Current Phase: (3) Current Phase: (4) Current Phase: (5) Current Phase: COB Update August 2014 Municipalities & Other Public Agencies Form Page 4

39 8b. List Current and Relevant Work By Sub-Consultants Which Best Illustrates Current Qualifications In The Areas Listed In The Advertisement (Up To But Not More Than 5 Projects For Each Sub- Consultant). Use Additional Sheets Only As Required For The Number Of Sub-Consultants Requested In The Advertisement. Complete a separate Form 8b for ALL Technical (Mechanical, Electrical, Plumbing, etc.) Disciplines required in Advertisement. If multiple Disciplines are provided by one Vendor a separate form should be completed for each Discipline. Information will be used for evaluating Criterion #6. Sub-Consultant Name: a. Project Name and Location Principal-In-Charge b. Brief Description Of Project and Services (Include Reference To Relevant Experience) NOTE CURRENT PHASE (1) Did Project go into Construction? Y / N Current Phase: c. Client s Name, Address And Phone Number. Include Name Of Contact Person d. Completion Date (Actual Or Estimated) e. Project Cost (In Thousands) Construction Cost or Assessment Cost of Upgrades. Fee For Work For Which Firm Was/Is Responsible (2) Did Project go into Construction? Y / N Current Phase: (3) Did Project go into Construction? Y / N Current Phase: (4) Did Project go into Construction? Y / N Current Phase: (5) Did Project go into Construction? Y / N Current Phase: COB Update August 2014 Municipalities & Other Public Agencies Form Page 5

40 9. List All Projects Within The Past 5 Years For Which Prime Applicant Has Performed, Or Has Entered Into A Contract To Perform, Any Design Services For All Public Agencies Within The Commonwealth. # of Total Projects: # of Active Projects: Role P, C, JV * Phases St., Sch., D.D., C.D.,A.C.* Project Name, Location and Principal-In-Charge 1. Total Construction Cost (In Thousands) of Active Projects (excluding studies): Awarding Authority (Include Contact Name and Phone Number) Construction Costs (In Thousands) (Actual, Or Estimated If Not Completion Date (Actual or Estimated) (R)Renovation or (N)New NOTE CURR PHASE * P = Principal; C = Consultant; JV = Joint Venture; St. = Study; Sch. = Schematic; D.D. = Design Development; C.D. = Construction Documents; A.C. = Administration of Contract COB Update August 2014 Municipalities & Other Public Agencies Form Page 6

41 10. Use This Space To Provide Any Additional Information Or Description Of Resources Supporting The Qualifications Of Your Firm And That Of Your Sub-Consultants For The Proposed Project. If Needed, Up To Three, Double-Sided 8 ½ X 11 Supplementary Sheets Will Be Accepted. APPLICANTS ARE ENCOURAGED TO RESPOND SPECIFICALLY IN THIS SECTION TO THE AREAS OF EXPERIENCE REQUESTED IN THE ADVERTISEMENT. Be Specific No Boiler Plate 11. Professional Liability Insurance: Name of Company Aggregate Amount Policy Number Expiration Date 12. Have monies been paid by you, or on your behalf, as a result of Professional Liability Claims (in any jurisdiction) occurring within the last 5 years and in excess of $50,000 per incident? Answer YES or NO. If YES, please include the name(s) of the Project(s) and Client(s), and an explanation (attach separate sheet if necessary). (Note: N/A is not an acceptable answer) 13. Name Of Sole Proprietor Or Names Of All Firm Partners and Officers: Name Title MA Reg # Status/Discipline Name Title MA Reg # Status/Discipline a. d. b. e. c. f. 14. If Corporation, Provide Names Of All Members Of The Board Of Directors: Name Title MA Reg # Status/Discipline Name Title MA Reg # Status/Discipline a. d. b. e. c. f. 15. Names Of All Owners (Stocks Or Other Ownership): Name And Title % Ownership MA. Reg.# Status/Discipline Name And Title % Ownership MA. Reg.# Status/Discipline a. d. b. e. c. f. 16. I hereby certify that the undersigned is an Authorized Signatory of Firm and is a Principal or Officer of Firm. I further certify that this firm is a Designer, as that term is defined in Chapter 7C, Section of the General Laws, or that the services required are limited to construction management or the preparation of master plans, studies, surveys, soil tests, cost estimates or programs. The information contained in this application is true, accurate and sworn to by the undersigned under the pains and penalties of perjury. Submitted by (Signature) Printed Name and Title Date COB Update August 2014 Municipalities & Other Public Agencies Form Page 7

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43 SUPPLEMENTAL FORM A Applicant Firm s Personnel List all individuals in Prime Firm to be assigned to this project (Attach additional pages as needed). Name Reg. # Discipline Project Role (Note: Project Manager must be identified.) Years Exp % Time Assigned to Project Divide total years exp by number of individuals to provide average years experience: Sub-Consultant Firms and their Personnel List Sub-Consulting Firms with key individuals to be assigned to this project (Attach additional pages as needed). Firm Name M/WBE Reg # Discipline/Project Role Years Exp % Time Assigned to Project Divide total years exp by number of individuals to provide average years experience: August 2014

44 SUPPLEMENTAL FORM B Other Current Work List all work currently being performed by Firm Personnel to be assigned to this project: Percentage of Estimated Time Assigned Name/Project Role Project/Owner/Brief Description Project Cost Phase Completion Date to this Project August 2014

45 SUPPLEMENTAL FORM C Experience of Educational Expert in designing academic programming and grade configurations for a large, urban school district serving more than 35,000 students. List up to 5 projects performed by the Educational Expert within the last 10 years that involved the reconfiguration of the grade span for two or more schools in the District. Indicate programming you helped design for one or more of the projects. NOTE: Projects must include efforts that resulted in the reconfiguration of grades for the purposes of evaluating Criterion #7. Project Name/Owner/Location Name of School District Student Enrollment at Time of Project Number of Schools in District *Applicant s Role: P=Prime, C=Consultant to Prime, S=Sub-consultant to Prime **Programming: Feeder system, Pre-K, Arts, Inclusion, Dual Language, STEM, Multipurpose spaces, etc. Programming** Grade Configuration of District at Start of Project (check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other Grade Configuration of District at End of Project check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other check all that apply) PK-5 K K Other Applicant s Role* August 2014

46 SUPPLEMENTAL FORM D Applicant Firm s Experience with Facilities Assessments List up to 5 projects performed by the Prime Applicant Firm within the last 10 years showing experience in managing facilities assessments requiring multiple assessment teams evaluating more than 50 buildings within the scope of a single project. NOTE: Information provided will be used to rate Criterion #8 and #11. Project Name/Owner/Location (incl. owner contact info.) Scope of facilities assessment including disciplines reviewed. Current Phase: Current Phase: Current Phase: Current Phase: Total Sq Ft of Bldg(s) Current Phase: GS EE DEP LEED CHPS NHV CCV EP *Applicant s Role: P=Prime, C=Consultant to Prime, S=Subconsultant to Prime **Sustainability Assessments: General sustainability (GS), energy efficiency (EE), distributed energy potential (solar, CHP, etc.) (DEP), LEED OR CHPS, Natural hazards vulnerability (NHV), Climate change vulnerability (CCV), Emergency preparedness (EP) # of Bldgs Number of Assessment Teams Total Cost of Recommended Upgrades Sustainability Assessments** (see below) GS EE DEP LEED CHPS NHV CCV EP GS EE DEP LEED CHPS NHV CCV EP GS EE DEP LEED CHPS NHV CCV EP GS EE DEP LEED CHPS NHV CCV EP Date Complete Study Duration Appl s Role* August 2014

47 SUPPLEMENTAL FORM E Applicant Firm s Experience with Designing and Constructing Public Buildings in Massachusetts List up to 5 projects performed by the Applicant Firm within the last 10 years that illustrate knowledge and expertise in Massachusetts construction procurement requirements and costs. Projects listed MUST relate to M.G.L. Chapter 149 or 149a procurement. NOTE: Projects may include studies and/or design and construction projects for the purposes of evaluating Criterion #9. Project Name/Owner/Location (incl. owner contact info.) Project Scope Description Did Project go into Construction? Y / N Current Phase: (circle one) Sq Ft of Bldg(s) Type Services Date Compl. Estimated Const. Cost Final Const. Cost Appl s Role Did Project go into Construction? Y / N Current Phase: (circle one) Did Project go into Construction? Y / N Current Phase: (circle one) Did Project go into Construction? Y / N Current Phase: (circle one) Did Project go into Construction? Y / N Current Phase: (circle one) Type: N=New Construction, R=Renovation Services: S=Study, P=Programming, D=Design Only, C=Construction Administration Only, DC=Design and Construction Administration Estimated Costs: List Construction Estimate and Final Costs Applicant s Role: P=Prime, C=Consultant to Prime, S=Subconsultant to Prime August 2014

48 SUPPLEMENTAL FORM F Applicant Firm s Experience with Data Collection, Standardization, and Entry List up to 5 projects performed by the Prime Applicant Firm within the last 10 years showing experience in collecting and standardizing facilities data, and migrating it into an online maintainable database. NOTE: Information provided will be used to rate Criterion #10. Project Name/Owner/Location (incl. owner contact info.) Description of data gathering and migration process. Enterprise Facility Asset and Maintenance System Used Accreditation of Data Collection and Loading Contractor Use of Mobile Technology for Data Collection Y / N Number of data points gathered per building site Date Complete Study Duration Appl s Role Y / N Y / N Y / N Y / N Applicant s Role: P=Prime, C=Consultant to Prime, S=Subconsultant to Prime August 2014

49 SUPPLEMENTAL FORM G Applicant Firm s Experience with Projects Involving Community Process List up to 5 projects performed by Applicant Firm within last 10 years, which demonstrates the ability to effectively encourage and manage participation by a large and diverse community. Information provided will be used to evaluate Criterion #12. Project Name/Owner/Location (incl. owner contact info.) Description of Firm s Role in Community Process Current Phase: Project Type: Description of Process including methods used to engage a diverse community # of Meetings Avg. # of Meeting Participants Number of residents in municipality Date Complete Current Phase: Project Type: Current Phase: Project Type: Current Phase: Project Type: Current Phase: Project Type: Project Type: N=New Construction, R=Renovation, MP=Master Plan, S=Study August 2014

50 SUPPLEMENTAL FORM H Applicant Firm s Experience with crafting financing options, funding models, and cash flow projections for facilities plans. List up to 5 projects performed by Applicant Firm within last 10 years, which demonstrates the ability to develop financing options, funding models, and cash flow projections for facilities plans. Information provided will be used to evaluate Criterion #13. Project Name/Owner Type of owner (see Note 1) Year Project Completed Applicant s role Duration/size of proposed plan (# years and $) Public / Private (circle one and see Note 1) Funding sources identified in Plan Was the plan implemented? (See Note 2) Yes / No, Implementation Year Was the plan modified after adoption? Yes / No (if Yes, describe modifications to proposed plan) Public / Private (circle one and see Note 1) Yes / No, Implementation Year Yes / No (if Yes, describe modifications to proposed plan) Public / Private (circle one and see Note 1) Yes / No, Implementation Year Yes / No (if Yes, describe modifications to proposed plan) Public / Private (circle one and see Note 1) Yes / No, Implementation Year Yes / No (if Yes, describe modifications to proposed plan) Public / Private (circle one and see Note 1) Yes / No, Implementation Year Yes / No (if Yes, describe modifications to proposed plan) Notes: (1) If Public, describe type of government entity (i.e. City, County, State, Federal). (2) If plan currently being implemented, what year is it in August 2014

51 SUPPLEMENTAL FORM I Team Experience Provide a one-page description of the experience and qualifications of the Educational Expert particularly as related to educational trends and standards to meet 21 st Century challenges. NOTE: Information provided will be used to rate Criterion #14. August 2014

52 SUPPLEMENTAL FORM J Team Experience Provide a one-page description of the experience and expertise of the Educational Facilities Planner with 21 st Century educational facility standards, and, if applicable, MSBA facility standards. NOTE: Information provided will be used to rate Criterion #15. August 2014

53 SUPPLEMENTAL FORM K Team Experience Provide a one-page description of the experience of the proposed project team working together on other projects. Please provide sufficient detail regarding projects noted and include roles of the various team members. NOTE: Information provided will be used to rate Criterion #16. August 2014

54 SUPPLEMENTAL FORM L Applicant Firm s Experience with Collecting and Analyzing Demographic Data List up to 5 projects performed by the Prime Applicant Firm within the last 10 years showing experience in collecting and analyzing demographic data and applying them to a Master Plan. NOTE: Information provided will be used to rate Criterion #17. Project Name/Owner/Location (incl. owner contact info.) Describe how you have collected and analyzed demographic data to develop population projections and facility needs in past projects. Appl s Role Applicant s Role: P=Prime, C=Consultant to Prime, S=Subconsultant to Prime August 2014

55 SUPPLEMENTAL FORM M Project Approach Provide a one-page description of Prime Firm s approach to the project based on the project description found in the Request for Qualifications. NOTE: Information provided will be used to rate Criterion #18. August 2014

56 Supplemental Form N Notice of Intent to Sign: To be considered for this Project, it is required that all applicants agree to sign and execute the Boston Public School Department Master Plan Study, a draft of which is included in this Application Package. The terms of this contract are non-negotiable and must be accepted without modification. By signing below, the authorized official from the Prime Applicant acknowledges this requirement and agrees to accept the terms of the following contract without modification: Master Plan Study Contract Between the City of Boston Public School Department and the Study Designer for Professional Design Services. Failure to sign this Notice of Intent to Sign will result in disqualification from further consideration for this project. (print) Name of the Authorized Official Date (print) Title of the Authorized Official (original signature) Name of the Authorized Official Firm s Legal Name Firm s Official Stamp (if applicable) August 2014

57 Supplemental Form O Insert Commonwealth of Massachusetts Certificate of Good Standing Here August 2014

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59 Application Tips and Common Mistakes It is incumbent upon the Prime Applicant to ensure that the appropriate forms are used when applying to this project. It is also the responsibility of the Prime Applicant to ensure that all consultants use the latest forms. Failure to do so may result in a lower score or disqualification. NOTE: electronic copies of all forms should be requested from the PFD Bid Counter. Do not download forms from the Commonwealth of Massachusetts website. Applicants should be sure to read the Application Package prior to completing the application. Most answers to applicant questions, as well as information describing the selection process and criteria, can be found in the Package. It is strongly suggested that applicants review the Evaluation Criteria prior to completing the application. Applicants must meet the legal definition of a designer under MGL c. 7C, To determine this eligibility, PFD compares information provided in sections 13, 14 and 15 of the Commonwealth of Massachusetts Application Form and information on file with the Secretary of the Commonwealth, to the specified criteria of M.G.L. c. 7C, It is very important for applicants to complete the aforementioned sections correctly. As a guide, please refer to the Instructions for Applicants in this Application Package for the specific information required. Applicants must include an original, signed and stamped Certificate of Good Standing from the Secretary of the Commonwealth of Massachusetts with their application. If downloading the certificate from the Secretary of the Commonwealth s website, only those with the colored seal will be accepted. NOTE: Certificates from the Department of Revenue are not acceptable. If the applicant firm is not registered with the Secretary of the Commonwealth, a typewritten explanation on company letterhead must be included in its place documenting the reason(s) for such. Failure to do so will result in disqualification. All explanations will be reviewed and decisions will be made by City of Boston legal staff with regard to their validity. All firms must apply using the entity s complete legal name. If applicable, this name must match that shown on the Certificate of Good Standing from the Secretary of the Commonwealth. Applicants should be sure to include all disciplines required in the advertisement. Section 8b must be completed for each discipline. Failure to do so may result in a lower score. Vendors providing services for multiple disciplines (i.e. MEP), should complete a separate Section 8b form for each specific discipline. If the Applicant Firm is providing services in-house for any discipline required in the advertisement, section 8b of the Commonwealth of Massachusetts Form must be completed for that discipline. Failure to do so may result in a lower score. Applicants should be sure to identify the team s Project Manager in the required locations throughout the application. Applicants must complete all sections of the application. Be sure to provide answers for all information requested. Failure to do so may result in a lower score or disqualification. August 2014

60 Application Tips and Common Mistakes (cont ) If a form requires the current phase of listed projects, be sure to include those phases or the projects may be excluded for rating purposes. If a project did not go into construction, it should be reflected as a design-only project. If a form requires an actual or estimated date of project completion, be sure to include the month and the year of project completion. Failure to do so may result in that project being excluded for rating purposes. Applicants must be sure that the application is signed by an authorized signatory of the firm in section 16 of The Commonwealth of Massachusetts Form. Failure to do so will result in disqualification. Applicants must be sure that an authorized signatory of the firm signs Supplemental Form N, Notice of Intent to Sign. Failure to do so may result in disqualification. Applicants who receive the Application Package electronically must submit the included Applicant Registration Form in order to receive Addenda associated with the project. An electronic copy of the Form can be requested from the PFD Bid Counter. All questions should be directed to the PFD Bid Counter by at bid.info@boston.gov. All questions related to the specific project must be in writing and must be submitted no later than 4:00 pm on Thursday, August 28, No questions will be accepted after that time. Applications MUST be dropped off or sent directly to The Boston Public School Department, c/o The Public Facilities Department Bid Counter, 26 Court Street, 10 th Floor, Boston, MA The City of Boston is not responsible for applications dropped off or sent to other locations. August 2014

61 Applicant Deliverables The Commonwealth of Massachusetts Standard Designer Application Form for Municipalities and Public Agencies not within Designer Selection Board Jurisdiction (Updated February, 2013). (One original and fifteen copies). Failure to sign the application form in section 16 will result in disqualification from further consideration. The City of Boston Supplemental Requirements Package dated August 2014 (One original and fifteen copies). Failure to sign Supplemental Form N, the Notice of Intent to Sign the Master Plan Study Contract Between the City of Boston Public School Department and the Study Designer for Professional Design Services, will result in disqualification from further consideration. An original, signed, and stamped Certificate of Good Standing from the Secretary of the Commonwealth of Massachusetts. If downloading the certificate from the Secretary of the Commonwealth s website, only those with the colored seal will be accepted. NOTE: Certificates from the Department of Revenue are not acceptable. For those applicants who are not registered with the Secretary of the Commonwealth, a typewritten, signed and dated explanation documenting the reason(s) for such, must be provided. Failure to provide this information or if an applicant is not listed as being in Good Standing with the Secretary of the Commonwealth, is grounds for disqualification from further consideration. Joint Venture Statement (if applicable). Optional: provide additional information on projects listed in the application package. This may include full descriptions of the project scope, photographs, plans (reduced to 8 ½ x 11 ), sketches, previous experience with consulting firms and other appropriate information (One original and fifteen copies). NOTE: If requesting the Application Package electronically, all applicants must complete and submit the included Applicant Registration Form to the Public Facilities Bid Counter upon receipt. NOTE: Questions should be directed to the Public Facilities Department Bid Counter by at bid.info@boston.gov. All questions must be submitted no later than 4:00 pm on Thursday, August 28, No questions will be accepted after that time. IMPORTANT: Applications MUST be dropped off or sent directly to The Boston Public School Department, c/o The Public Facilities Department Bid Counter, 26 Court Street, 10 th Floor, Boston, MA The City of Boston is not responsible for applications dropped off or sent to other locations. August 2014

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63 Section V: City of Boston Contract

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65 CITY OF BOSTON BOSTON PUBLIC SCHOOL DEPARTMENT MARTIN J. WALSH, MAYOR John P. McDonough, Superintendent MASTER PLAN STUDY CONTRACT BETWEEN THE CITY OF BOSTON PUBLIC SCHOOL DEPARTMENT AND THE STUDY DESIGNER FOR PROFESSIONAL DESIGN SERVICES Study Name: Ten Year Educational and Facility Master Plan BPS Project Number: August 2014 City of Boston Public School Department. All rights reserved.