Request for Proposals Tri-Town Sports Arena & Field House Feasibility Study Tri-Town Recreation Committee & the Towns of Highgate, Swanton and Franklin 2012 I. Request for Proposal and Project Schedule: March 28, 2012 RFP published and advertised April 9, 2012 Deadline for submission of questions in writing April 12, 2012 Response to questions posted on website April 27, 2012 Proposals submitted May 3, 2012 Selection Committee reviews proposals May 7, 2012 Interviews as needed May 9, 2012 Consultant notification of contract award (All consultants submitting bids will receive written notification of decision.) May 11, 2012 Contract negotiation and execution by Consultant and Selectboards August 1, 2012 Project completion Sealed proposals must be clearly marked, and addressed to: Shaun Coleman, Senior Planner, Northwest Regional Planning Commission, 155 Lake St., St. Albans, Vermont 05478. Sealed proposals must be received at the NRPC office by 3:00 PM on Friday April 27, 2012. Sealed proposals may be hand delivered or sent by a delivery service such as U.S. Postal Service, United Parcel Service, FedEx, etc. Proposals sent via fax or email will not be accepted. II. INTRODUCTION: The current Highgate Sports Arena was constructed in 1978 on land donated by the McCuin family. The Arena is the home ice for the Missisquoi Valley Union High School (MVU), Milton High School and the Missisquoi Amateur Hockey Association (MAHA) hockey teams. Ice time is also purchased by the Milton Youth Hockey Association (MYHA) and St. Albans Skating Association (SASA). The Arena has operated annually as an ice rink from early October to March for over 33 years. Several years ago, the Arena developed severe problems with the aging refrigerant system and compressors. MAHA began leasing the Arena in 2010. In the spring of
2011, MAHA installed a removable artificial turf surface on top of the concrete floor and began renting space for indoor sports and recreation activities to other groups. These activities include soccer, softball, baseball, lacrosse, and field hockey among others from the end of March throughout the summer months. The Tri-Town Recreation Committee, in collaboration with the towns of Franklin, Highgate and Swanton, is seeking the services of a qualified consulting firm (or team of firms) to prepare a Tri-Town Sports Arena & Field House Feasibility Study. The study will evaluate three options for the current facility and assist the Committee and the three towns to identify the preferred alternative that is affordable for their respective taxpayers. The three options include: 1) Renovate the existing facility to address necessary code and safety issues including structural integrity, dehumidification issues and the failing ice system; 2) Renovate the existing facility to address necessary code and safety issues, including compliance with the American with Disabilities Act, and structural integrity, dehumidification issues and the failing ice system, plus expand the facility and add additional amenities that may include expanded ice size, a total of 9 locker rooms with bathroom access, weight/gym room, community room, walking track, utility/mechanical room, storage areas, adequate seating and heating. The desired additional amenities should be priced separately if possible.; or 3) Construct a brand new facility with a regulation size rink at the existing or new site. This option will include the amenities from option 2. The Tri-Town Committee will work with the selected Consultant to define the size requirements of the locker rooms, weight room and community room and walking track for options 2 and 3. Also include a minimalist bubble type rink to be informed of all the options. In addition to identifying the preferred alternative, the study will document the financial feasibility of the preferred alternative. The study will expand on previous evaluations of the arena including the Highgate Arena & Field House Business Plan, 2008 and Highgate Community Arena Pre-Design Report, 2009. These supporting documents have been posted at: http://www.nrpcvt.com/rfp.html. III. SCOPE OF WORK: 1) Review the existing Arena studies and identify the necessary improvements for each of the three options. 2) Prepare construction cost estimates for each of the three options. Estimates should include both hard costs (such as site work, general construction, equipment, parking area review and modifications) and soft costs (such as permitting). 2
3) Develop detailed spreadsheet or decision matrix that summarizes itemized cost estimates, highlights items needed to meet code requirements, identifies strategies for cost savings and includes the consultant s general notes. 4) Evaluate the financial feasibility of the three options by assessing potential revenues and projected operating costs. This evaluation will also consider whether the facility can contribute to bond payments. 5) Work with the Tri-Town Recreation Committee and the Highgate, Franklin and Swanton select boards to identify the preferred alternative. 6) Develop a construction timeline for the preferred alternative which includes adequate time for design, permitting and fundraising. 7) Identify potential construction phasing (if applicable). 8) Participate in up to two public meetings to present the results of the study. These meetings will be organized by the Northwest Regional Planning Commission. IV. STANDARDS AND DELIVERABLES: 1) Except for appendices, all reports are to: be presented for ease of readability by the average citizen; include charts, graphs and other graphics as appropriate; include executive summaries or abstracts suitable for broad distribution; include a glossary of technical terms, and a list of references or citations for all sources of data and information. 2) All documents should be provided in both paper and digital Microsoft Word compatible form. 3) All written reports must be double-sided in order to minimize the unnecessary consumption of paper. The use of recycled paper is strongly encouraged. 4) Ten copies of all reports and documents, including drafts, should be provided to the Tri- Town Recreation Committee. 5) All data, databases, reports, programs and materials, in digital and hard copy formats, created under this project shall become the joint property of the Tri-Town Recreation Committee and the Towns of Highgate, Franklin and Swanton. V. PROPOSAL FORMAT: Content and Organization 3
All proposals submitted must be double-sided, where possible, must be no longer than 15 double-sided pages (including attachments), and should include and will be evaluated on the following information: Understanding of the Project: Technical Methodology: Deliverables: Schedule: Organizational Chart: Qualifications: Cost Proposal: Describe briefly your understanding of this project, including tasks to be performed, and the issues and needs to be addressed, and also how you propose to coordinate activities with the Tri-Town Recreation Committee and the towns of Highgate, Franklin and Swanton. Detail the procedures you would use to complete each task. These should be organized into a proposed work program framework with clearly defined tasks and milestones. Identify specific products to be delivered, and when. Identify the specific schedule you propose to follow in completing the tasks, and benchmarks for evaluating progress. A chart should be included to present proposed time lines by tasks and milestone dates. Work on the Feasibility Study must be completed by August 1, 2012. Identify persons who will be involved in the project and their respective roles and/or functions. The project manager and task leaders should be clearly identified. Consultant/firm qualifications should include a brief list of relevant projects demonstrating specific expertise in recreation facility planning, design and/or management. At least three references should be provided, including client contact names, addresses, and phone numbers. Qualifications in the form of resumes for all key personnel also should be attached. Present a detailed cost proposal for the work to be performed based upon the person hours by task and including personnel, overhead, other direct costs, subcontractor costs, etc. Submission Requirements Ten (10 ) copies of the proposal must be received by 3:00 PM on Friday, April 27, 2012 to: Shaun Coleman, Senior Planner Northwest Regional Planning Commission 155 Lake St. St. Albans, VT 05478 Sealed proposals may be hand delivered or sent by a delivery service such as U.S. Postal Service, United Parcel Service, FedEx, etc. Proposals received after the above time and date will not be considered. No faxed or emailed proposals will be accepted. 4
All questions pertaining to the RFP should be submitted to Shaun Coleman by mail or email scoleman@nrpcvt.com no later than 4 PM on Monday April 9, 2012. Responses to all questions will be posted on the NRPC website at: http://www.nrpcvt.com/rfp.html by Thursday, April 12, 2012. All proposals upon submission become the property of the Tri-Town Recreation Committee and the towns of Highgate, Franklin and Swanton. The expense of preparing, submitting, and presenting a proposal is the sole responsibility of the consultant. The Tri-Town Recreation Committee retains the right to reject any and all proposals received, to negotiate with any qualified source, or to cancel in part or in its entirety this RFP as in the best interest of the towns of Highgate, Franklin and Swanton. This solicitation in no way obligates the Tri-Town Recreation Committee or the Towns of Highgate, Swanton, or Franklin to award a contract. VI. CONTRACTING PROVISIONS All consultants, and any sub-consultants, must comply with any and all applicable laws, statutes, ordinances, rules, regulations, and/or requirements of federal, state, and local governments and agencies thereof, which relate to or in any manner affect the performance of this agreement. 1. Fixed Price Contract: This project will be completed through a "firm fixed-price" contract to cover the performance of all eligible services, expenses, and materials. The amount and timing of payments will be determined during contract negotiations. 2. Independent Contractor Requirement: The Consultant shall be considered an independent contractor running a private business entity and shall not be an employee of the Towns of Highgate, Swanton, or Franklin or of the Tri-Town Recreation Committee. 3. Amendments: At any time, both parties may mutually agree to amend any provision of the CONSULTANT S CONTRACT. All rights, titles to and ownership of the data, material, and documentation resulting from this project and/or prepared pursuant to this contract shall remain with Towns of Highgate, Franklin and Swanton. A Selectboard member designated by each of the respective Selectboards of Highgate, Swanton, and Franklin shall sign the CONSULTANT S CONTRACT on behalf of each Town and the Tri-Town Recreation Committee. The Consultant and any subcontractors shall carry adequate insurance coverage. The Consultant shall procure and maintain insurance during the term of this Agreement in the amounts and for the types of coverage indicated below. 1. Workers Compensation: The Consultant shall carry workers compensation insurance in accordance with the laws of the State of Vermont. 2. General Liability and Property Damage: The Consultant shall carry general liability insurance having all major divisions of coverage including, but not limited to: Premises-Operations, Independent Contractor s Protective, Products and Completed Operations, Personal Injury Liability, and Contractual Liability. The policy shall be on an occurrence form and limits shall 5
not be less than: $1 million per Occurrence; $1 million General Aggregate; $1 million Products/Completed Products Aggregate $50,000 Fire Legal Liability 3. Automotive Liability: The Consultant shall carry automotive liability insurance covering all motor vehicles, including owned, non-owned, and hired vehicles, used in connection with this Agreement. Limits of coverage shall be at least a $1 million combined single limit. All required insurance policies shall be maintained in full force and effect during the life of the CONSULTANT S CONTRACT and shall protect the Consultant, its employees, subcontractors, agents and representatives for personal injury and wrongful death, and for damages to property arising in any manner from the negligent or wrongful acts or failures to act of the Consultant, its employees, subcontractors, agents or representatives agents, or representatives in the performance of such work covered by this Agreement. Any and all subcontractors hired by the Consultant shall agree in writing to be bound by the terms of the Consultant s Contract. Certificates of Insurance showing the Consultant is carrying the above-described insurance in at least the above specified minimum amounts with an insurance company or companies authorized to do business in the State of Vermont shall be furnished to the Towns of Highgate, Franklin and Swanton and its agent by the insurance company before commencement of the work. 6