City of Lawrence Office of the Purchasing Agent

Transcription

1 DANIEL RIVERA MAYOR RITA V. BROUSSEAU CHIEF PROCUREMENT OFFICER City of Lawrence Office of the Purchasing Agent City Hall, Room Common Street Lawrence, Massachusetts BID ADDENDUM #1 TEL: (978) FAX: (978) To: All Bidders From: Rita V. Brousseau, Chief Procurement Officer Date: March 20, 2015 Re: Design & Construction Management Services for the Abbott Academy RFQ This Addendum modifies and forms a part of the Bid Set documents dated March 11, Sheet. This Addendum consists of the following: three (3) typed pages & Briefing Session Attendance Where any items called for in the bid documents are supplemented here, the supplemental requirements shall be considered as added thereto. Where any original item is amended, voided, or superseded here, the other provisions of such items not specifically amended, voided, or superseded shall remain in effect. INTRODUCTION ABOUT THE ABBOTT LAWRENCE ACADEMY: Abbott Lawrence Academy (ALA) offers students of Lawrence an opportunity previously unavailable to most: the chance to experience a rich and rewarding honors education in the tradition of the most prestigious independent schools in the country. Free of charge, ALA provides equal opportunity to all students in the city, leveling the playing field for Lawrence students who want to accelerate their learning. ALA promises a first-of its-kind experience; the personalization of an accelerated program combined with access to the robust enrichment programs available at Lawrence High School. The result is a school that challenges its students every day and ultimately prepares them for admission to the nation s most competitive colleges and universities. In terms of design we are looking for modern, collegiate style classrooms and library space that is on par with the most updated colleges and universities learning environments. ADDENDUM #1 - Page 1 of 3

2 I. The following items are the City s responses to Bidder questions that took place at the Briefing Session that was held on Wednesday, March 18, 2015 at 10:00 a.m. 1. Question: Are there separate budgets for furniture/equipment and for construction? Answer: Yes, there is a budget for construction and a separate budget for furniture and equipment for the Abbott Academy. 2. Question: Will the designer be responsible for furniture design? Answer: LPS is currently working with vendors approved on the Commonwealth of Massachusetts Statewide contract. If that changes before designer applications are due, and Addendum will be issued by the CPO. 3. Question: On page 12 of the RFQ under Design Services, it lists that designers should submit a proposal for services including Civil Engineering, I do not see in the scope of work that civil engineering is necessarily needed. Is it possible that this service is left over from a previous RFQ? Answer: Yes, that is correct. It was inadvertently overlooked and should be deleted. As of this date, we do not see a need for civil engineering. 4. Question: What disciplines of engineering do you anticipate needing for this project? Do you anticipate a fully functional science lab? Answer: We will need mechanical specifications for the HVAC system, data, electrical, and lighting upgrades. We do not anticipate needing a fully functional science lab at this time. If students need water for a science project, we will utilize what we have. 5. Question: What kind of learning style do you envision? Will it be similar to a middle school model? Answer: No, we envision a very modern classroom, a collegiate style that has a lot of flexibility and fluidity. We want to be able to move furniture and students around for a different type of learning experience. We will not be using old style desks and chairs. 6. Question: Will you need an assembly area? Answer: No, the campus has a lecture hall adjacent to the library. 7. Question: Will you need design services to move or reconfigure the remaining library space? Answer: Yes, we will need design reconfiguration to better utilize the remaining space and existing furniture. We are currently discussing moving services with moving vendors on the Commonwealth of Massachusetts Statewide contract. 8. Question: Will the students be in the four classrooms all day for all their studies? Answer: No, they will attend two classes with the Freshmen Academy and will attend English, Math, History and Physics at the Abbott Lawrence Academy. Designers need to design a functional physics lab. 9. Question: When is construction expected to be complete? Answer: No later than Wednesday, July 29, Teachers will be reporting to work on August 10, 2015 and students will be returning for new school year on August 18, ADDENDUM #1 - Page 2 of 3

3 10. Question: What is the construction budget? Answer: $800, Question: To what extent should the designer expect to perform construction management services? Answer: LPS has staff on handle to daily monitoring of the construction progress. Designer construction management will consist of construction cost estimating and minimal oversight of the construction project to keep the project on track. This project will be a short turnaround. 12. Question: What is the HVAC system? Answer: It is a rooftop unit that serves just the library. 13. Question: What happens if the Abbott Lawrence Academy expands or accepts more students? Answer: LPS is currently working on possible new phases. 14. Question: Will the center of the library be utilized by the Abbott Lawrence Academy? Answer: No, we would like to create a tutoring lab for privacy during tutoring sessions. Sessions serve anywhere between 4 to 12 students at a time and are currently occupying space they can find in the open library area. Our desire is to have a contemporary privacy space that is designed for modern, collegiate style classrooms and library space that is on par with the most updated colleges and universities learning environments. NOTE TO ALL BIDDERS: YOU MUST ACKNOWLEDGE RECEIPT OF ALL ADDENA ON YOUR BID SUBMISSION FORM WHERE INDICATED. ADDENDUM #1 - Page 3 of 3

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5 DANIEL RIVERA MAYOR RITA V. BROUSSEAU CHIEF PROCUREMENT OFFICER City of Lawrence Office of the Purchasing Agent City Hall, Room Common Street Lawrence, Massachusetts March 11, 2015 TEL: (978) FAX: (978) Dear Sir or Madam: The City of Lawrence is soliciting submission of qualifications from qualified architectural or engineering firms licensed to do business in the Commonwealth of Massachusetts for professional services to design and provide construction management of four classrooms in a current open learning space at the Lawrence High School Campus. Qualification submissions will be accepted in this Office of the Purchasing Agent on or before Thursday, March 26, 2015 at 11:00 a.m. A briefing session and site walk shall be held on Wednesday, March 18, 2015 at 10:00 a.m. Interested firms should meet in the Library at the Lawrence High School Campus located at North Parish Road. Applications must be mailed or hand delivered in a sealed envelope to the Purchasing Department, City Hall, 200 Common Street, Room 301, Lawrence, MA Proposals delivered elsewhere and not in this office by 11:00 AM, Thursday, March 26, 2015 will not be considered. An envelope containing three copies and one original shall be clearly marked in a sealed envelope Design & Construction Management Services for Abbott Academy. Sincerely, Rita V. Brousseau Rita V. Brousseau Chief Procurement Officer

6 CITY OF LAWRENCE, MASSACHUSETTS REQUEST FOR QUALIFICATIONS FOR DESIGN & CONSTRUCTION MANAGMENT SERVICES FOR ABBOTT ACADEMY TABLE OF CONTENTS Introduction Page 3 Project Description Page 3 Key Dates Page 4 Qualification Instructions Page 4-6 Qualification Requirements Page 9-10 Scope of Services Page Evaluation Criteria Page References Page 18 Design & Construction Mgmt. Fee Page 18 Certificate of Non Collusion Page 20 Certificate of Good Standing Page 21 Certificate of Tax Compliance Page 22 Clerk Certificate Page 23 Sample Standard Contract Page Application to Designer Selection Committee Form Appendix A 2 P a g e

7 INTRODUCTION The City of Lawrence is soliciting submission of qualifications from qualified architectural or engineering firms licensed to do business in the Commonwealth of Massachusetts for professional services to develop a design for the build out of four classrooms for the new Abbott Academy to be located in an open space library at the Lawrence High School Campus. The awarded firm will be responsible for all associated services required for the complete design, construction bid document specifications, and construction administration as authorized for the assigned projects. This solicitation is being conducted in accordance with the provisions of Massachusetts General Laws Chapter 7C and all contracts must be strictly awarded in accordance with the required of MGL Ch. 7C and this Request for Qualifications (RFQ). Issuance of this RFQ does not signify the City s submission of this service to the provisions of the Act, and the contract and award will be made at the City s discretion. If it becomes necessary to revise any part of this RFQ or otherwise provide additional information, an addendum will be issued to all prospective proposers who received copies of the original request. The Awarding Authority will be the City of Lawrence, acting by and through the Purchasing Agent. The Scope of Services listed under Page 11, Technical Scope of Services, this RFQ, any published addenda to the RFQ and the Proposer s Response will become part of the Contract between the City of Lawrence and the successful proposer. PROJECT DESCRIPTION In Fall 2007, a $110 million, 42-acre high school campus opened in South Lawrence. The Lawrence High School Campus is a premier prototype for the conversion of large urban high schools into smaller learning communities. The LHS Campus athletic facilities, which are among the largest and most modern in the state, have a 3,400-seat field house, which is adjacent to the Lawrence Veterans' Memorial Stadium. The Lawrence High School also has a Media Center and a Performing Art Center that seats more than 1,200 people and has been featured in national publications. Lawrence Public Schools is proud to introduce Abbott Lawrence Academy, a first-of-its-kind accelerated honors program at Lawrence High School! Designed to meet the academic needs of high-performing students, Abbott Lawrence Academy will provide an academically rigorous program aimed at challenging students to achieve greatness in 3 P a g e

8 the classroom while preparing them to matriculate to America s top colleges and universities KEY DATES March 11, 2015 March 18, 2015 March 19, 2015 March 26, 2015 March 27 April 10, 2015 Within 30 days RFQ Advertised in Central Register & Eagle Tribune. Briefing Session 10:00 AM, Lawrence High School Campus Library 1:00 p.m. Last date for questions to be submitted to Purchasing Agent Qualifications Due 11:00 AM, Purchasing Agent s Office Evaluation & Interview period Award to best proposer QUALIFICATION INSTRUCTIONS A. INSTRUCTIONS TO PROPOSERS A briefing session and site walk shall be held on Wednesday, March 18, 2015 at 10:00 a.m. Interested firms should meet in the Library at the Lawrence High School Campus located at North Parish Road. 1. The City may cancel this RFQ, in whole or in part, or may reject all qualifications submitted in response, or may procure only some goods and/or services outlined in this RFQ whenever such action is determined to be fiscally advantageous to the City or if it is otherwise in the best interest of the City. 2. The City may request that supplementary information be furnished to assure the City that a proposer has the technical competence, the business and technical organization, and the financial resources adequate to successfully perform the necessary work. 3. Proposals/Applications submitted shall contain three copies and one original and must be clearly marked in a sealed envelope Design & Construction Management Services for Abbott Academy. 4 P a g e

9 4. Required forms are provided by the awarding authority in the appendices attached. All qualifications shall be in ink or typewritten and must be presented in an organized and clear manner. 5. Questions or clarifications rising from these documents shall be submitted to the City Purchasing Agent in writing. They must be submitted in accordance with Page 4, Key DATES. 6. Each proposer shall acknowledge receipt of any and all addendum issued to the Request for Qualifications by so indicating in the Cover Letter/General Response. Failure to do so shall be cause to reject the qualification as being unresponsive. 7. The proposer shall sign the qualification correctly in ink or in the case of an organization, firm, partnership or corporation, a person having the legal authority from said organization to sign the qualification will sign the document. 8. Proposers may correct, modify or withdraw the original qualifications on or before the date and time as stated in the Legal Advertisement. Corrections or modifications shall be in sealed envelopes, clearly marked to indicate the contents, with the name and address of the vendor. Any late correction or modification to the qualification will not be accepted. A proposer who wishes to withdraw a qualification must make a request in writing. 9. Each proposer shall be presumed to have read and be thoroughly familiar with these documents. Unfamiliarity with these documents shall in no way relieve any proposer from any obligation in respect to his/her qualification. 10.It is understood that the designer s Qualification to the City to provide said services and products will remain valid for 90 days past the submission deadline. 11.The proposer s attention is directed to the fact that all applicable state laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over proposal/purchase shall apply to the contract throughout, and they shall be deemed to be included in the contract the same as though herein written out in full. 12.It is understood that the proposer has submitted the Qualification in good faith and has not colluded with any other individuals, 5 P a g e

10 firms, or corporations in creating the qualification to subvert the market process. See Certificate of Non-Collusion attached. 13.All costs involved in preparing the Qualification will be borne by the vendor; the City will not be liable for any costs associated with the creation of the Qualification. The proposer shall be familiar with all state, local and other laws relating to this type of work and shall obtain all permits required and shall pay all expenses for same. 14.All responses are to include a statement that the Qualification is in accordance with this Request for Qualifications and that the proposer has read and understands all sections and provisions herein. Exceptions, if any, are to be clearly stated. 15.Qualifications, which are incomplete, conditional or obscure, will be rejected. No award will be made to any proposer who cannot satisfy the awarding authority that he/she has sufficient ability and sufficient capital to enable him/her to meet the requirements of these specifications. The awarding authority s decision or judgment on these matters shall be final, conclusive and binding. 16.Any qualification received after the date and time stated in the Legal Advertisement will be deemed non-responsive and shall not be opened. Unopened qualifications will be returned to the proposer. 17.The evaluation of the qualifications will be conducted by an Designer selection committee appointed by the Purchasing Agent. The judgment of the evaluators will be based upon the evaluation criteria set forth in this RFQ and shall be final. 18.The qualifications will be opened on the date and at the time stated in the Legal Advertisement the name of the person or organization submitting a qualification will be recorded. The contents of all submittals will be opened privately and not be disclosed to the public or competing proposers until the evaluation process is completed. A register of qualifications will be completed indicating the name of the proposer. This register may be viewed upon request. The names of the witnesses will also be recorded. 19.Any contract resulting from this RFQ shall be awarded to the proposer whose Qualification is deemed to be the most Highly Advantageous to the City. The Designer selection committee will be the sole judge in determining whether a vendor s qualification satisfies the requirements of this RFQ and whether or not the 6 P a g e

11 Qualification will prove advantageous to the City. The selected vendor will be under contractual agreement to the City and the City per the attached contract document. 20.Response to this Request for Qualifications acknowledges the vendor's acceptance of all sections and requirements of this document. The Request for Qualifications will be written into the successful designer's qualification as part of the system contract. IF THE DESIGNER S QUALIFICATION DOES NOT COMPLY WITH THE REQUIREMENTS OF THIS REQUEST FOR QUALIFICATIONS, OR IF AN ITEM IS NOT UNDERSTOOD IN ANYWAY, A COPY OF THAT SECTION OF THE REQUEST FOR QUALIFICATIONS MUST THEN BE INCLUDED IN THE QUALIFICATION AND ALL ITS COPIES CLEARLY STATING THE DEVIATION, ADDITIONS, OR OTHER COMMENTS. QUESTIONS AND CLARIFICATIONS Questions requiring clarification shall be submitted in writing or faxed to the Purchasing Agent prior to the date indicated on Page 4, Key Dates, in order to afford the City adequate time to respond with a correction or additional information prior to the deadline for submission of qualifications. Should it be found necessary, a written addendum will be incorporated into the RFQ and will become part of the contract. Those who have received a copy of the RFQ will be notified of such changes. NOTIFICATION OF AWARD All proposers will be notified of the selection decision within 30 days of the date qualifications are due to the City unless otherwise notified by the City. In no case will the award be made beyond 90 days unless the vendor agrees to extend the period of time in which the qualification is valid. INTERVIEW After their review of firm qualifications, the Designer selection committee will interview a selected short list of the most qualified, responsive and responsible proposers. Proposers whose submittals are determined to be not advantageous or that did not meet the minimum requirements will not be interviewed. In accordance with those interviews, the Designer selection committee will then rank those finalists and make a recommendation of award to the Purchasing Agent as the awarding authority on this project, subject 7 P a g e

12 to the satisfactory negotiations of the plan of services. If the Purchasing Agent, or designee, is unable to negotiate a contract, including any modifications to the fee, with the top-ranked finalist, the Purchasing Agent, or designee, will then commence negotiations with the next ranked finalist and so on, until a contract is successfully negotiated and approved by the Purchasing Agent. Reimbursement for expenses incurred for this interview will not be forthcoming to either the awarded Contractor or any other candidate asked to be interviewed. The City of Lawrence reserves the right to change the interview period or to extend the dates during which interviews may be undertaken. You should be prepared to meet in the weeks indicated in Page 4, Key Dates. The City reserves the right to change the interview period or to extend the dates during which interviews may be undertaken. LICENSES AND PERMITS The proposer is responsible for attaining and holding in good standing all relevant licenses and certificates associated with the completion of these services. Evidence of these requirements is to be made part of the qualification submittal. If a permit is not currently held or the application process is pending, the contractor should indicate such. The City reserves the sole right to decide if the contract may be awarded to the contractor despite the failure to produce the actual permits or copies thereof. Licenses and permits must be held in force throughout the terms of the services as contracted. The firm should be experienced with Massachusetts Public Procurement and Construction Laws and Procedures. Professional registration of landscape architects and engineers is required on this project. The names of the designer s key DESIGNERs must be submitted along with their resumes. The individuals listed shall attend the interview. The design firm must have sufficient staff to undertake and complete the project in a timely manner. A preliminary schedule for project should be included in the submittal. MISCELLANEOUS INFORMATION The successful architectural design firm shall provide the design of the Abbott Academy classroom project that is responsive to the programmatic needs outlined hereinafter, and in such form that the completion of bidding documents can be at the earliest possible date, after the award of the designers contract. The qualification submittals will be accepted until 11:00 AM on March 26, They shall be 8 P a g e

13 delivered to the Office of the Purchasing Agent, 200 Common Street, Room 301, Lawrence, MA All information acquired by the Designer from the municipality or from others at the expense of the municipality in performance of the agreement, shall be and remains the property of the municipality. All records, data file, computer records work sheets, deliverable products complete and incomplete, and all other types of information prepared or acquired by the proposer for delivery to the City shall be and remain the property of the City. The Designer agrees that he will use this information only as required in the performance of this agreement and will not, before or after the completion of this agreement, otherwise use said information, nor copy, nor reproduce the same in any form except pursuant to the sole written instructions of the City. QUALIFICATION REQUIREMENTS A. MINIMUM REQUIREMENTS The Designer selection committee shall reject qualification(s) which do not meet the following certain minimum requirements: 1. Submitting architectural or engineering firm must have a minimum of five years experience in the design and renovation of public school buildings in Massachusetts. 2. Submitting architectural or engineering firm must submit completed Standard Designer Application Form (attached) with qualification submittal. 3. The qualification must be from an established business, corporation, partnership or firm who normally furnish such services as the principal business for which the corporation or firm is formed. A description of the business including a list of clients (does not have to be complete list; sample is acceptable) and number of employees is required. 4. Knowledge of, and experience in, legal and administrative requirements, procedures, and practices related to the design, funding, and construction of Massachusetts public school building projects including the State Building Code, regulations of the Architectural Barriers Board and Massachusetts public building and procurement laws. 9 P a g e

14 5. A client reference list, with names, addresses, and telephone numbers for clients for whom the consultant has performed similar services in the past. 6. Possess all necessary current licenses and registrations, either within the firm or through independent consults, to qualify under Massachusetts law to perform the function of the DESIGNER. 7. Not be debarred under M.G.L., chapter 149, section 44C. 8. The proposer must have signed both the Certificate of Non Collusion (Page 20), State Taxes Certification Clause (Page 21), and Designer Selection Application and include them in the qualification package. 9. The qualification must be signed by an agent of the company who has authority to bind the company to a firm bid price. 10. All responses are to include a statement that the Qualification is in accordance with this Request for Qualifications and that the proposer has read and understands all sections and provisions herein. Exceptions, if any, are to be clearly stated. B. STAFFING REQUIREMENTS 1. The Proposer must set forth the staffing to be utilized for this service. Include resumes for all proposed personnel, including subcontractors. 2. Each individual, their duties, the number of days each will spend providing this service must be broken down into the following categories: Name Work Assignment Responsibilities 3. Contractors must be prepared to contractually commit all individuals as submitted in their qualification, to this service. Any deviation from the proposed individuals will constitute a breach of agreement to any contractual agreement, which may result from this Request for Qualifications. 4. Should it become impossible for a contractually committed individual to complete his duties, for a reason such as termination of employment, any change will in the designers staffing as 10 P a g e

15 outlined in the qualification will be subject to the approval of the City. The City shall notify the designer within fifteen (15) business days of the acceptance or rejection of any such staff substitutions. Any substituted person must be of an experience level equal to or greater than the person being replaced unless approved by the City. TECHNICAL SCOPE OF SERVICES This request is a solicitation for qualifications for an architect to provide full design services relating to the construction of four classrooms for the new Abbott Academy. The successful architectural/engineering firm shall provide all necessary disciplines to provide the complete design for the Abbott Academy project. The awarded firm will be responsible for all associated services required for the complete design, construction bid document specifications, and construction administration as authorized for the assigned projects. General: 1. Participate in meetings to present and obtain the required regulatory approvals and that of the City boards and Officials in the review and modification of the same. Provide the necessary mounted drawings, diagrams, etc. necessary for presentation to the School Committee and Department representatives at the various meetings to describe the project and gain the necessary approvals for the project to proceed. 2. Preliminary design including but not limited to programming, field evaluations to determine as-built conditions, review of existing drawings and documentation, inspections and testing as required, construction estimates, scheduling. 3. Prepare final design, specifications and contract documents for the public bidding of this construction project per Massachusetts General Law (MGL) Chapter Selected firm will be expected to work with the Procurement Office in the issuance of bids for construction designed under the resultant contract. Bids will be issued and administered by the City s Purchasing Agent with technical support from the selected firm. 5. Selected firm will assist in the review bid documents as required. 11 P a g e

16 6. Construction Administration services will be provided as authorized by the Lawrence Public Schools Director of Facilities. 7. Additional architectural/engineering services as required and authorized. Design Services: Provide a proposal for full design services including: o Civil Engineering o Architectural Design and Construction Administration o Engineering to include Mechanical, Plumbing Electrical, Fire Suppression and data cabling. Site surveys, blueprint/utility drawings of the LHS Campus Library will be provided by owner General Description: Design four fully functional classrooms to house approximately 100 students of the Abbott Academy. Redesign and/or reconfiguration of current open library space to accommodate staff and students. Project Specifics: Four classrooms to support approximately 25 students and 2 staff members each. Each classroom shall be designed to meet any and all Building Code requirements, electrical, data, HVAC, sprinkler and fire suppression needs. Reconfiguration of the library may include the construction of offices, designated studying areas, etc. All local, state and federal codes, regulations and guidelines shall be observed. The facility should be fully accessible. ADDITIONAL NARRATIVE INFORMATION 1. Summarize what you believe your business offers that are unique from other businesses in this field. 2. List the anticipated amount of support services and/or documents the City would be required to provide. MISCELLANEOUS REQUIREMENTS Public Relations: The City and the Designer shall cooperate in maintaining good public relations throughout the period of this project. The Designer may be asked to conduct a public information program that addresses the scope and objective of the project. This would be negotiated directly with the City, should the need arise. The business 12 P a g e

17 principle or a representative of the firm given the contract may be required to meet privately or publicly with the City Council or School Committee to address any concerns or to provide timely updates. QUALIFICATION EVALUATION A. PROCESS The Designer selection committee for this project will be appointed by the Purchasing Agent, working with the Director of Public Works and the Lawrence Public Schools Director of Facilities. 1. The procurement office will review all qualification submittals to make sure minimum requirements are met. Those qualification submittals that meet all of the minimum requirements as outlined in this RFQ, and are determined to be both responsive (those that offer all of the services requested in the RFQ and contain all of the required information and forms properly completed) and those that are responsible (those with the capability, integrity, and reliability to perform under the contract) will be further reviewed by the Designer selection committee using the selection criteria outlined in this section. 2. The Designer selection committee will select the highest ranked submittals by proposers in accordance with the comparative evaluation criteria listed in Pages 16-18, to be interviewed jointly by the Designer selection committee and other officials deemed appropriate 3. After the interview process, the committee will rank each of short listed architects based on the evaluation criteria, the presentation of the firm and the interview, and then make a recommendation of award to the Purchasing Agent as the awarding authority on this project. If the Purchasing Agent is unable to negotiate a contract, including the fee, with the top ranked finalist, the Purchasing Agent will then commence negotiations with the next ranked finalist and so on, until a contract is successfully negotiated and approved by the Purchasing Agent. 4. The City reserves the right to award the contract to the responsive and responsible qualification submittal which best meets the City s needs, taking into account firm qualifications, submittal quality and evaluation criteria. The awarding authority s decision or judgment on these matters shall be final. The committee will use the comparative criterion for each separate rating area, and based 13 P a g e

18 upon these criteria, will assign an overall rating to each qualification. Each of the criteria may contain ratings of: Unacceptable Not Advantageous Acceptable Advantageous Highly Advantageous An Unacceptable rating in any one of the criteria may eliminate the qualification from further consideration. The City reserves the right to award the contract to the responsive and responsible firm which best meets the City s needs, taking into account quality and rate structure. B. Minimum Evaluation Criteria -- Failure to meet the following minimum evaluation criteria may result in immediate rejection of the qualification. 1. Minimum Requirements: Vendors must meet the minimum requirements as specified on Pages P a g e

19 COMPARATIVE EVALUATION CRITERIA Responding Architects are to address each of the following criteria in a clearly labeled section of their response and in the same order. 1. Experience: Depth of experience with similar projects, including professional experience above and beyond the minimum qualifications outlined in this RFQ. Highly Advantageous: The proposal indicates evidence of experience with similar projects of more than fifteen years. Advantageous: The proposal indicates evidence of experience with similar projects between nine and fifteen years. Not Advantageous: The proposal indicates evidence of experience with similar projects between one and eight years. Unacceptable: The proposal indicates no evidence of experience with similar projects. 2. The Firm: Firm Background and Capability: to perform all of the aspects of the projects Highly Advantageous: More than seven (7) years of experience in providing architectural services to Massachusetts municipalities with documented examples of such services. Advantageous: More than five (5) years of experience in providing architectural services to municipalities with documented examples of providing services to Massachusetts Municipalities with documented examples of such services. Acceptable: Three (3) to five (5) years of experience in providing architectural services to Massachusetts municipalities with documented examples of such services. Unacceptable: Less than three (3) years of experience in providing architectural services to Massachusetts municipalities with documented examples of such services. 3. Current Firm Capacity: list significant current work and work completed in the last five (5) years, as well as projects in-house but not yet begun; quantify. Highly Advantageous: Firm capacity can easily handle this assignment with their given work load. Advantageous: Firm capacity appears to be able to handle this assignment with the given work load. Not Advantageous: Firm capacity may be challenged by current work load when taking on this new assignment. Unacceptable: No or limited current work listed. 15 P a g e

20 4. Familiarity with area: Ability to begin work on an immediate basis. Highly Advantageous: The firm has provided evidence of familiarity with the area and of immediate availability and has proposed a timeline for project completion which is ambitious and timely in nature. Advantageous: The firm has provided adequate evidence of familiarity with the area, immediate availability and a proposed timeline for project completion. Not Advantageous: The firm has indicated a vague familiarity with the area or incomplete timeline for availability and/or project completion. Unacceptable: The firm has provided no evidence of familiarity with the area or for availability to begin work and/or ability to ensure project completion. 5. References: Provide references with contact names and valid phone numbers of other clients whereby similar work has been performed. Highly Advantageous: More than Five (5) references are provided for similar project types. Advantageous: More than (3) three and less than five (5) references are provided from similar project types. Acceptable: At least three (3) references are from similar project experience. Not Advantageous: References provided are not related to similar project type. Unacceptable: References are not provided. 6. Staffing: a. Key Personnel: Professional background, caliber and staff availability for project; quantify staff and discipline; describe the % of time to be committed to the project by the key members of the project team. b. Outside Consultants: Qualifications and experience of firms regularly engaged by the architect; describe the % of time to be committed to the project by the leadership of the project team. c. Team Organization: Chart and describe team organization, listing key individuals. Highly Advantageous - The staffing information and team organization provided will exceed the needs set forth by the City and shows the proposer s commitment to putting their best and 16 P a g e

21 most experienced staff and resources into this project. Project roles and responsibility are clearly defined. Advantageous - The staffing information and team organization plan provided will meet the needs of the City, and shows the proposer s commitment to the project by providing an experienced team of quality professionals with defined roles. Not Advantageous - The staffing information provided may meet the City s needs, but the organization plan provided is not clear enough to make a determination of roles and responsibility. Unacceptable - No staffing plan or team organization provided. 7. Understanding Scope of Work: Desirability of approach to project, and demonstrated understanding of the community and it s plan for use. Highly Advantageous: The proposal indicates a thorough review and full understanding of the required Scope of Work, and proposes a clear and comprehensive approach. Advantageous: The proposal indicates sufficient review and understanding of the required Scope of Work, and documents the firm/applicant s proposed approach. Not Advantageous: The proposal indicates incomplete review or a vague understanding of the required Scope of Work. Unacceptable: The proposal indicates inadequate review or understanding of the required Scope of Work. 8. Proposed Value Engineering & Cost Estimating Process: Explain process to control project and construction budget Highly Advantageous - The response provided indicates the proposer will exceed the needs of the City. The firm fully understands the budget control process and is creative in its approach that will insure success in staying within budget guidelines. The firm understands the budget control process and has the team to insure its success. Advantageous - The response provided indicates the proposer will meet the project budget and will more than adequately meet the needs of the City. The firm fully understands and has demonstrated a budget control process and instills confidence that it will work to maintain project budget controls to keep costs in line with the original budget. Not Advantageous: The response indicates the proposer may meet the cost estimating process needs, but the process is not clear enough to make a determination. The Project s cost estimating process does not instill confidence in the firm to complete the project within the given budget. 17 P a g e

22 Unacceptable: Qualification did not address the VE and estimating process. WORK REFERENCES (Proposers will be evaluated based upon the answers to the questions posed to references as outlined below). Reference Check List of Questions: 1) Did this designer provide the specified services for you or for the community? When? Do you currently use the designer for that service? 2) Did the designer perform the work requested in accordance with the terms of the written contract? If not, where were there deviations? 3) How would you describe the working relationship between the Designer and City officials and/or lead members of the contracting body? 4) How was their performance to cost estimate and schedule? 5) Did the designer adhere to the rules and regulations associated with your business relationship? 6) Overall, on a scale of one to ten, how would you rate the designer s performance? 7) Would you retain this designer s services on future projects? DESIGN SERVICES/CONSTRUCTION MANAGEMENT FEE The City of Lawrence will negotiate a fee for the contract for design services and construction management. Fee shall include any incidentals such as mileage, copies, printing and faxing. No pricing should be submitted with the proposal. The designer or its consultants shall not be compensated for any services involved in preparing changes that are required for additional work that should have been anticipated by the designer in the preparation of the bid documents. Required Documentation Responses to this RFQ must include the following forms/information: Letter of transmittal Proposal Completed Non-Collusion Form Completed Certificate of Good Standing Completed Certificate of Tax Compliance 18 P a g e

23 Application to Designer Selection Committee Form CONTRACT AWARD The successful proposer awarded the contract will be required to submit professional liability insurance. The total amount of such insurance shall at a minimum equal the lesser of one million dollars or ten percent (10%) of the project s estimated cost of construction. This insurance coverage shall be at the designer s own expense. Proof that the designer has internal accounting controls as required by M.G.L. C.30, 39R(c) and that the designer has filed and will continue to file an audited financial statement as required by M.G.L. c.30, 39R(d) will be submitted upon contract award. CITY OF LAWRENCE STANDARD CONTRACT Proposers will be required to sign a contract upon notification of award and must be executed prior to the start of the design services and construction management. 19 P a g e

24 CERTIFICATE OF NON COLLUSION The undersigned certifies under the penalties of perjury that this bid or bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word person shall mean any natural person, business partnership, corporation, union, committee, club or other organization, entity or group of individuals. Signature of person submitting contract/bid Date Name of Business 20 P a g e

25 STATEMENT OF GOOD STANDING In accordance with State and Federal regulations, I, hereby certify that we are not disbarred, suspended or otherwise excluded from receiving funds or bidding on any project by any State or Federal agency. Signature Date 21 P a g e

26 CERTIFICATE OF TAX COMPLIANCE Pursuant to M.G.L. c. 62C, 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support. Social Security Number or Federal Identification Number Signature of Individual or Corporate Name Corporate Officer (if applicable) 22 P a g e

27 CLERK CERTIFICATE Authorization to Sign Contract At a duly authorized meeting of the Board of Trustees/Directors of the held on Name of Organization at which all the Trustees/Directors were present and waived Date notice, it was VOTED, that, Name Officer of this organization, is authorized to execute contract in the name and behalf of said organization, and affix its corporate seal thereto; and such execution of any contract or obligation in this organization s name on its behalf by such under the Officer seal of the organization shall be valid and binding upon this organization. I hereby certify that I am the clerk of the Name of Organization and that is the duly elected Type name Officer of said organization, and that the above vote has not been amended or rescinded and remains in full force and effect as of this date. Corporate Seal Here: (if no seal, print none ) Signature Type name Date Title 23 P a g e

28 CITY OF LAWRENCE PROFESSIONAL SERVICES CONTRACT This AGREEMENT made as of by and between, hereinafter referred to as the Designer, and the CITY OF LAWRENCE, MASSACHUSETTS, a municipal corporation organized and existing under the laws of the Commonwealth of Massachusetts, hereinafter referred to as the City. WITNESSETH THAT: WHEREAS, the City desires to engage the Designer to render certain services hereafter described, NOW THEREFORE, the parties hereto do mutually agree as follows; **GENERAL PROVISIONS** 1. Employment of Designer. The City agrees to engage the services of the Designer and the Designer agrees to perform the services hereinafter set forth. 2. Scope of Services. The Designer shall do, perform, and carry out, in a satisfactory and proper manner, as determined reasonable and fairly by the City, the tasks described within Schedule A, Scope of Services, attached hereto and made a part hereof. The City shall have a reasonable opportunity to inspect all services performed by and work product of the Designer and accept or reject such service or work product. 3. Directives Within Scope of Services. The above tasks and items are not intended to be all inclusive. The City may add to or delete any items, provided that any added items are of a similar nature, and provided that the total cost of such work does not exceed the total cost as specified in Paragraph 8 hereof. The Designer shall undertake such work only upon the direction of the City. All directives and changes thereof in conformance with this Agreement shall be in written form, prepared and signed by the City and accepted and countersigned by the Designer or his authorized representatives. Any added tasks or items, which are not agreed to be within the Scope of Services by both the City and the Designer, or which will incur costs beyond the total cost specified in Paragraph 8, shall be handled in accordance with Paragraph 13 hereof. 24 P a g e

29 4. Data to be furnished to Designer. All information, data and reports as are existing, available, and necessary for the carrying out of work, shall be furnished to the Designer upon request without charge by the City, and the City shall cooperate with the Designer in the carrying out of the Scope of Services. 5. Personnel. (a) The Designer represents that he has, or will secure at his own expense, all personnel required for the performance of the services under this Agreement. Such personnel shall not be employees of or have any contractual relationship with the City except as employees of the Designer. (b) All of the services required hereunder will be performed by the Designer or under his supervision, and all personnel engaged in the work shall be fully qualified and shall be authorized under State and local law to perform such services. ( c ) None of the work or services covered by the Agreement shall be subcontracted without the prior written approval of the City The Designer certifies that it is not disbarred, suspended, or otherwise excluded from receiving funds or bidding on any project by any State or Federal Agency. 6. Waiver of Workmen s Compensation and Unemployment Compensation Benefits. It is agreed that the Designer and Designer s employees, agents, servants or other persons for whose conduct the designer is responsible shall not be deemed to be employees of the city and shall not file any claim nor bring any action for any workmen s compensation or unemployment benefits and compensation for which they may otherwise be eligible as a result of work performed pursuant to the terms of this Agreement. 6.1 The Designer is retained solely for the purposes of and to the extent set forth in this Contract. Designer s relationship to the City during the term of this Contract shall be that of an independent Designer. The Designer shall have no capacity to involve the City in any contract nor to incur any liability on the part of the city. The Designer, its agents or employees shall not be considered as having the status or pension rights of an employee; provided that the Designer shall be considered an employee for the purpose of General Laws c. 268A (the Conflict of Interest Law). The City shall not be liable for any personal injury to or death of the Designer, its agents or employees. 7. Duration. The services of the Designer are to commence as of the date first written above and shall be undertaken and completed in such sequence as to assure their expeditious completion in light of the purposes of this Agreement. All of the services required pursuant to Schedule A, Scope of Services, herein shall be completed pursuant to Schedule C, Work Program and Schedule. Any changes in performance dates shall be handled in accordance with paragraph 13, herein. Additional services may be requested at the option of the City, which shall be completed by such date as may be established by the City at the time of authorization subject to mutual agreement of the parties thereto. 25 P a g e

30 7.1 It is understood and agreed that all specified times or periods of performance are of the essence of this Contract. 8. Compensation. The City agrees to pay the designer the compensation specified in Schedule B, Compensation and Method of Payment, which is attached hereto and made a part hereof, for the above services which shall constitute complete compensation for all services rendered and for such reimbursable expenses as authorized per paragraph 9, Reimbursable Expenses. Appropriate sums will be paid, subject to receipt of a detailed requisition for payment from the Designer specifying that he has performed the work and incurred authorized reimbursable costs under this Agreement in conformance with the Agreement, and that he is entitled to receive the amount requisitioned under the terms of the Agreement and approval of said requisition by the City department responsible for payment of this Contract. 8.1 The Designer may, in the absence of a payment schedule, periodically submit to the Official invoices, itemizing service, labor and expenses for which compensation is due and requesting payment for services rendered by the Designer during the period covered by the invoice. 8.2 Acceptance by the Designer of payment from the City for final services under this Contract shall be deemed to release forever the City from all claims and liabilities. MEDIATION Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to binding dispute resolution. If such matter relates to or is the subject of a lien arising out of the Architect s services, the Architect may proceed in accordance with applicable law to comply with the lien notice or filing deadlines prior to resolution of the matter by mediation or by binding dispute resolution The Owner and Architect shall endeavor to resolve claims, disputes and other matters in question between them by mediation which, unless the parties mutually agree otherwise, shall be administered by the American Arbitration Association in accordance with its Construction Industry Mediation Procedures in effect on the date of the Agreement. A request for mediation shall be made in writing, delivered to the other party to the Agreement, and filed with the person or entity administering the mediation. The request may be made concurrently with the filing of a complaint or other appropriate demand for binding dispute resolution but, in such event, mediation shall proceed in advance of binding dispute resolution proceedings, which shall be stayed pending mediation for a period of 60 days from the date of filing, unless stayed for a longer period by agreement of the parties or court order. If an arbitration proceeding is stayed pursuant to this section, the parties may nonetheless proceed to the selection of the arbitrator(s) and agree upon a schedule for later proceedings. 26 P a g e