Town of Windham, CT Issue Date: April 18, 2018 Bid Number: WHS 482018 To: Re: ALL PROSPECTIVE RESPONDENTS Request for Qualifications (RFQ) from Architectural/Engineering Firms The Town of Windham, CT (hereafter referred to as "Owner") invites you to submit based on the requirements of the RFQ. The Owner intends to select the most responsible, best qualified respondent to provide Professional Architectural/Engineering Services that meet the Owner's needs for the following project: Windham High School Renovate as new project. 355 High Street Willimantic, CT 06226 Professional Architectural/Engineering Services for Windham High School Renovate As New The information contained herein outlines the Intent and scope of this RFQ and the guidelines governing the submission and evaluation of all proposals. Your submission must conform to our request as closely as possible. All submissions are due by 12:00 Noon on May 3, 2018 One (1) original, one (1) electronic copy, and twelve (12) complete copies of shall be submitted to: Mr. Wayne A. Donaldson, Director Facilities Windham Public Schools 355 High Street Willimantic, CT 06226 The Owner looks forward to receiving your response. Sincerely, Mr. Wayne A. Donaldson, Director Facilities Windham Public Schools
Page 2 of 11 TOWN OF WINDHAM, CT REQUEST FOR QUALIFICATIONS ARCHITECTURAL / ENGINEERING SERVICES Windham High School Renovate Like New 355 High Street Willimantic, CT 06226 1. INTENT AND GENERAL INFORMATION The Owner hereby solicits qualification statements from responsible, qualified consulting Architectural / Engineering firms for the project listed above. All work performed under this contract shall be under the direction of professional Architects I Engineers licensed by the State of Connecticut. Windham High School is located at 355 High Street, Willimantic, CT. The three story masonry-faced steel frame building contains nine stairwells and one elevator. There are two levels of on-grade access to the building. The central portion of the building contains classrooms and administrative space with circulation provided by a double-loaded corridor, which surrounds a courtyard. Circulation in the northern side of the building is provided by a double-loaded corridor that surrounds the auditorium. The southern end is a one-story section which provides access to the gymnasium and the pool. It has a total building area of 222,518 square feet. The site is 42 acres. The school has not been renovated since its construction in 1970. The proposed project is to "renovate like new" the entire existing building and create new spaces for the Early Childhood program and the Windham Board of Education s Central Office. The scope of the project will ensure that: All New England Association of Schools and Colleges, Inc. (NEASC) concerns are addressed All areas will be brought in compliance with applicable codes The building meets modern standards for providing access to persons with disabilities (ADA) to all spaces The building will meet or exceed Connecticut High Performance Building requirements (CTHPB) The building HVAC systems improvements will be energy efficient and provide code compliant heating, cooling and air circulation for the entire facility Restrooms will be renovated and made fully ADA accessible Water fountains will be ADA accessible All plumbing fixtures will be replaced with low flow models Storage capacity will be increased to accommodate file security and retention requirements The building will have full sprinkler coverage in accordance with NFPA13 Ceiling panels will be replaced The kitchen will be renovated to meet building code ADA seating will be modified or replaced in gymnasium and natatorium (pool) Moisture issues in pool area will be addressed The intercom system will be replaced Water fountains will be ADA accessible Windows will be replaced with energy efficient units Lighting fixtures will be replaced throughout the school Building systems will be standardized to be consistent with other Windham School Facilities to the greatest extent possible
Page 3 of 11 Handicap accessible access to the stage will be provided Flooring, walls, doors and windows will be replaced. It is the intent of the Owner to use the US Green Building Council's LEED Green Building Rating System to guide the project design. The project must achieve a Certified Level CTHPB certification as required by the department of Administrative Services, State of Connecticut. The Architectural/Engineering firm will be responsible for providing CTHPB specifications. All building systems must be certified to have a minimum of a 20-year life expectancy. 2. SUBMISSION AND DEADLINE Architectural/Engineering firms responding to this RFQ are hereby notified that all submissions and information contained therein and attached thereto will be available for public review. As provided above, no trade secrets, commercial or financial information shall be accepted in confidence. All submissions must be received by 12:00 pm., on Thursday May 3, 2018. One (1) original, one (1) electronic copy, and twelve (12) complete copies of shall be submitted to: Mr. Wayne A. Donaldson, Director Facilities Windham Public Schools 355 High Street Willimantic, CT 06226 Submissions shall be placed in one sealed envelope or box, bearing the name and address of the respondent and clearly marked with the words: REQUEST FOR QUALIFICATIONS ARCHITECTURAL/ENGINEERING SERVICES Windham High School Renovate as New Project General questions about this RFQ may be directed to Mr. Wayne A. Donaldson, Director. Technical questions regarding the Scope of Services and project requirements may be faxed or e-mailed to the same at (860) 465-2337 or wdonaldson@windham.k12.ct.us no later than 1:00 pm., on Monday, April 30, 2018. Prospective respondents must limit their contact with the Owner regarding this RFQ to the person(s) named herein. 3. SCOPE OF SERVICES The selected Architectural/Engineering firm will provide comprehensive Architectural/Engineering services for the preparation and support of programming services, space planning, planning services and related reports, complete Architectural/Engineering drawings, specifications, estimates of probable construction costs and contract administration. Time is of the essence. The selected Architectural/Engineering firm must show that they have sufficient staff and ability to meet the project deadlines with a projected start date for construction in the summer of 2019. The selected Architectural/Engineering firm must have sufficient staff to assure that staff is and will be available to handle the project to assure task continuity, prompt delivery of services and completion of assigned tasks. The selected Architectural/Engineering firm must be able to begin work on assigned
Page 4 of 11 project within three (3) days of execution of the contract. The selected Architectural/Engineering firm must assign a Professional Architect / Engineer licensed by the State of Connecticut to be responsible for management of the firm's services. The selected Architectural/Engineering firm should have on staff at least one qualified individual at Senior Project Manager level who can be available to supervise the project and provide backup when necessary. Staff to support this individual should also be identified in the submitted package. The selected Architectural/Engineering firm must have the capability to provide the Owner with expertise in performing other functions, such as but not limited to preparation of permit applications and liaison functions. The following is a summary of potential services that the selected firm may be required to provide. 3.1 DIRECT PROFESSIONAL SERVICE These services may include reviewing drawings and specifications as well as providing individuals or subconsultants with specialized knowledge. 3.2 ARCHITECTURAL REPORTS Specific reports, analysis, investigations, and/or studies may be required prior to the undertaking of the project. These reports may include feasibility investigations, space planning, code compliance, roof inspections, cost studies, geotechnical reports, and life-cycle analysis. Such studies or reports are to be comprehensive with objective statements and significant historical and background information. They shall contain problem statement(s) and detailed analysis. They must also contain conclusions and/or recommendations along with supporting information, test reports, graphs, charts, figures, computations, and observations. They are to be neatly bound in standard Architectural notation, entitled, and sealed by a professional Architect /Engineer licensed in the State of Connecticut. 3.3 ENVIRONMENTAL SERVICES All Environmental services, including monitoring, will be provided by a qualified environmental services consultant retained separately by the Owner. 3.4 DESIGN These services shall include meetings and conferences to discuss goals and requirements with the Owner and other regulating agencies or utilities, procuring necessary field data, surveys or recorded data, preparation of designs, computations, preparing preliminary layouts) sketches, drawings, specifications, outlines, and estimates. All plans and contract documents will be submitted to the Owner for review and comment. The set of contract documents will incorporate all pertinent Owner standard contract sections. The Owner will provide the selected all standard specifications and details. Other design services provided shall include detailed conferences with Owner or other regulating agencies or utilities to discuss specific matters, procuring comprehensive field information such as measured building surveys, soil studies, preparing applications, permits, easements required by local, state, or federal agencies, preparing final estimates of probable costs (in the absence of a Construction Manager), schedules, and specified number of contract documents for review and bidding. 3.5 DESIGN GOALS OF SUSTAINABLE DESIGN
Page 5 of 11 Environmental sensitivity and high performance energy characteristics must be part of the project design scope. The Owner is particularly interested in providing new technologies that address waste reduction, energy efficiency, recycled materials, indoor environmental quality, and monitoring of such systems and renewable energy. Special emphasis should be placed on the reduction in long term maintenance cost. It is expected that the Architectural/ Engineering firm with the Construction Manager (CM) will provide cost benefit analysis and energy modeling of the building systems within the CTHPB rating system to determine which Is appropriate for the project. The project goal is to obtain a minimum of Leed Gold Certification. The Architectural/ Engineering firm will manage the documentation submission for review and qualifications. 3.6 SURVEY Boundary and topographic survey services shall be provided by a surveyor retained separately by the Owner. 3.7 STATUS REPORT These services include reporting formally to the Owner monthly. A project management report shall be submitted which will outline the activities completed and variance(s) from planned activities for the previous month and planned activities for the upcoming month. The Owner will require all project schedules be prepared utilizing Microsoft Project (TM) Software. The successful Architectural/ Engineering firm will be required to attend all Building committee meeting and provide updates to the committee at each meeting. 3.8 RECORD KEEPING These services shall include submitting copies of all project correspondence to the Owner. In addition, the selected Architectural/ Engineering firm will maintain a duplicate set of files. Upon completion of the contract, the selected Architectural/Engineering firm will provide the Owner with all test reports, asbuilt plans (via both paper and CAD), inspections, field notes, measurements, material slips, and any other copies of material, pertinent data regarding the Contract. These records shall be bound in chronological order, or as otherwise specified by the Owner. 3.9 COMMISSIONING This service shall be provided by the Owner. Architect and Engineers will be part of the Commissioning process. 4. TIMEFRAMES 4.1 RFP SCHEDULE: RFQ Submission Due: May 3, 2018 Submission Review/Short List: May 7, 2018 Request for proposal and Interviews: May 21, 2018 Recommendation & Selection: May 21, 2018 *The dates indicated for and selection are provided at this time for all prospective respondents for general planning purposes and are subject to change. 4.2 TERM OF CONTRACT
Page 6 of 11 The term of contract shall be from the date of contract execution through issuance of the Certificate of Occupancy and completion of final punch list items for the project. 5. EVALUATION AND AWARD 5.1 SELECTION CRITERIA 5.1.1 The Architectural/Engineering firm's technical understanding of the Scope of Services as evidenced by the quality of the submission. 5.1.2 The background and experience of the firm in providing the full range of services requested and past successful history of school building projects of a similar size and scope within the last 5 years. 5.1.3 The demonstrated effectiveness of the Architectural/Engineering firm's proposed services delivery system to ensure quality service and timely completion of services. 5.1.4 The background, education, qualifications and relevant experience of key personnel to be assigned to this contract, especially those of the day-to-day project manager and licensed professional Architect / Engineer. 5.1.5. The diversity of the Architectural/Engineering firm s workforce and the firm s ability to deliver diversity at every stage of the project, including professional services (design, architects, engineering and all related services). 5.1.6. Experience with state set-aside requirements. 5.1.7 Demonstrated commitment to small and minority business contractors, not only in projects subject to state set-aside requirements but also in projects not subject to set-aside requirements. 5.1.8 Brief strategy on how and to what extent the Architectural / Engineering firm can help the Owner achieve Leed Gold certification. 5.1.9 Evidence of license as a Professional Architectural/Engineering firm by the State of Connecticut. 5.1.10 Provide a listing of current projects that the Architectural/Engineering firm is involved with and estimated completion dates. 5.1.11 References attesting to the quality of services performed on similar projects and/or demonstrated ability of the Architectural/Engineering firm. 5.1.12 Evidence that the Architectural/Engineering firm has the staff and ability to commence work within 3 days of contract signature and can meet a June 2019 construction start date. 5.1.13 The background of and experience the firm has in the procedures to comply with the Department of Administrative Services School Facilities Grants Division. 5.1.14 Five-year history of project cost estimating. Final cost to estimate 5.2 SELECTION PROCEDURES 5.2.1 The Owner reserves the right to reject any or all submissions or parts thereof for any reason, to negotiate changes to terms and to waive minor inconsistencies with the RFQ. The Owner reserves the right to make a selection on the basis of qualifications, experience in providing similar services in the State of Connecticut, commitment to and compliance with state set-aside requirements and the proposal's responsiveness to the RFQ requirements; it further reserves the right to negotiate a contract with the selected Architectural/Engineering firm. 5.2.2 Submissions in response to this RFQ will be reviewed against the criteria listed above, and award of the contract shall be made In accordance with subsection (b) of section 10-287 of the Connecticut General Statutes.
Page 7 of 11 5.2.3 Respondents providing the most responsive submissions may be invited to an interview with a Selection Committee on the date noted in Paragraph 4.1. Selected firms should bring a proposed fee schedule in a sealed envelope clearly marked Windham High School Renovate as New Fee Schedule to the interview. 5.2.4 Response to Request for Qualifications. Firms wishing to respond to this RFQ may contact only the person identified in Section 2. No direct or indirect contact with selection panel members is allowed and any such contact will be grounds for immediate rejection of a firm's qualifications and other remedies. 6. ALTERNATIVES AND EXCEPTIONS The Owner may accept proposals which take exception to any requirements in the RFQ, or which offer any acceptable alternative to a requirement herein. Exceptions and alternatives must be clearly delineated and cannot materially affect the substance of this RFQ and, if not accepted by the Owner, may result in disqualification. 7. SUBMISSIONS The Owner will not be liable for costs incurred in the preparation of the response to this RFQ or in connection with any presentation before a Selection Committee. Qualification packages submitted must be bound, paginated, indexed and numbered consecutively. Respondents shall submit as their proposal the following: 7.1 ORGANIZATION AND CONTENT 7.1.1 Letter of Transmittal: A letter of transmittal addressed to Mr. Wayne A. Donaldson, Director, which includes a statement by the respondent accepting the terms, conditions and requirements contained in this RFQ. The letter should also include a brief discussion of the respondent's background, experience, and ability to perform this contract in accordance with the Scope of Services. 7.1.2 Company Overview: Provide a summary of the firm's history, location and in-house services offered. Include a copy of the firm's current affirmative action plan and Corporate Practice license issued by the State of Connecticut. 7.1.3 Experience: Provide a detailed written summary of the firm' s experience and ability in providing the required range of Architectural/Engineering services on similar projects in the State of Connecticut. Include project examples. 7.1.4 References: Architectural/Engineering firm must provide a list of three references for whom the firm performed services on school projects of a similar size and scope within the past 5 years. Include names, titles, addresses and telephone numbers so as to allow the Owner to contact these references. 7.1.5 Management Plan: Describe Architectural/Engineering firm's management system outlining the roles and responsibilities of key project team members, including outside consulting firms. 7.1.6 Staff Plan: Provide resumes for key personnel whom the firm has designated to work on this project, including information regarding their education, certifications and related experience. 7.1.7 Diversity Plan: Describe how the Architectural/Engineering firm will achieve diversity at every stage of the project, including professional services (design, architects, engineering and all related services). Attach Architectural/Engineering firm s affirmative action plan, if any. 7.1.8 Proposed s: Provide information on outside engineers and other required consultants proposed for inclusion on the Architectural/Engineering firm's team. Identify which outside engineers and other required consultants will enhance the Architectural/Engineering firm s diversity profile.
Page 8 of 11 7.1.9 Project Understanding: Provide a written discussion in sufficient detail to demonstrate an understanding of the contract's scope and the services required. 7.1.10 Service Plan: Provide a detailed itemized plan of proposed services along with a proposed schedule. Indicate how the firm will function to promote quality control, timely delivery of the required services and adhere to the project budget. 7.1.11 Services Expected of the Owner: Define the nature and scope of anticipated services required to be provided by the Owner and the Owner's consultants (under separate contracts directly with the Owner). The chart below identifies any services to be provided by the Owner directly or under separate agreement with the Architectural/Engineering firm or other outside consultants as "Owner" and any services to be provided the Architectural/Engineering firm as "" under "Responsibility". If a service is not applicable, "NIC" appears under "Responsibility" on this chart. SERVICES Land Survey Services Geotechnical Services Existing Facilities Surveys Environmental Studies and Reports Owner-Supplied Data Coordination Schedule Development and Monitoring Professional Detailed Cost Estimating Programming Value Analysis Architectural Design Site / Civil Design Landscape Design Structural Design Mechanical Systems Design Electrical Systems Design Fire Protection System Design Interior Design Furniture, Fixtures and Related Equipment Design Furniture, Fixtures and Related Equipment Bidding & Contract Administration Telecommunications / Data / Security Design Food Service Acoustical Space Schematics / Flow Diagrams Coordination of Owner s s As Designed Record Drawings Record Drawings (as built) RESPONSIBILITY Owner Owner Owner Owner / T.B.D
Page 9 of 11 Special Inspections SERVICES Statement of Special Inspections Working with the Connecticut Department of Construction Services, Office of School Construction Grants Review and the Connecticut Department of Education Owner RESPONSIBILITY Owner / 8. GENERAL REQUIREMENTS AND CONDITIONS 8.1 INSURANCE The selected shall be required to furnish a Certificate of insurance evidencing the following insurance coverage within five (5) days of receipt of Notice of Selection. Failure to maintain insurance coverage as required and to name the Owner as the Additional Insured will be grounds for termination of the contract. All policy forms shall be on the occurrence form. Exceptions must be authorized by the Owner s Risk Manager unless the coverage is for Professional Liability where the common form is claims made. Acceptable evidence of coverage will be on the ACORD form or a form with the same format. Holder shall receive 30 days notice of cancellation or material change and 10 days for nonpayment of premium for all insurance coverage. Insurance shall be issued by an insurance company licensed to conduct business in the State of Connecticut with an AM Best rating of A or better. The Owner shall be named as an Additional Insured as its interest may appear (ATIMA) on the appropriate coverages. (Additional Insured requirement is expressly waived for Worker s Compensation and Professional Liability coverage.) The shall procure and maintain at its own expense the following insurance: Worker s Compensation with minimum State statutory limits. General Liability Insurance on an occurrence basis with minimum limits of: $1,000,000 Each Occurrence $1,000,000 Personal & Advertising Injury $2,000,000 General Aggregate It is the responsibility of the and his insuring agent to provide the Owner with current certificates throughout the contract period, keeping the required limits in full force and effect. Automobile Liability Insurance with minimum limits of: $1,000,000 Bodily Injury $1,000,000 Property Damage or
Page 10 of 11 $1,000,000 Combined Single Limit (each accident) All insurance shall be evidenced by a certificate of insurance showing the 's insurance is in full force and the carrier shall notify the Owner that the policies shall not be canceled with less than 30 days written notice, 10 days for nonpayment of the premium, to the and the Owner. In addition, the Owner shall be listed as additional insured in regard to General liability. On purchase orders where the cost of the work or contract price exceeds $100,000, or is hazardous in nature, there shall also be a $4,000,000 umbrella or excess liability layer over the underlying described above. Architectural / Engineering firm's primary sub-consultants (MEP, structural and site/civil engineers) will be required to carry insurance with the following minimum limits according to the same general terms: Professional Liability: $2 million per occurrence & $5 million aggregate General Liability: $1 million Worker's Compensation: per Connecticut Statutes Umbrella / Excess Coverage: $5 million Minor sub-consultants will be required to carry the appropriate types and levels of coverage required based on the scope of services they provide. 8.2 CONDITIONS Respondents to this RFQ will be expected to adhere to the following conditions and must make a positive statement to that effect in its submission: 8.2.1 Have personnel / resources deemed sufficient to assure task continuity. 8.2.2 Agree that all sub-contractors hired by the respondent must have prior written approval of the Owner. 8.2.3 Agree that the resultant contract may be terminated in the event of non-appropriation of funds. 8.2.4 Agree to accept and follow management direction from the Owner and, specifically, the Owner's designated personnel. 8.2.5 Agree to conform to all applicable laws, ordinances and statutes of the United States, State of Connecticut and Owner, including but not limited to the following: *Civil Rights Act of 1964, as amended *Civil Rights Act of 1991, as amended * Americans with Disabilities Act *Executive Orders Numbers 3 & 17 of the State of Connecticut *Sections 4a-60, 4a-60a, 4a-60g, 46a-60, 46a-68c, 46a-68d and 46a-81c of the Connecticut General Statutes *Town of Windham Town Council resolution for the renovate as new Windham High School. Attached Appendix C
Page 11 of 11 8.2.6 Agree that if the Owner cannot in good faith negotiate a written contract within a reasonable time with the selected, the Owner may unilaterally cancel its selection of that. 8.2.7 Agree that periodic payments to the will be made as agreed upon in the signed contract with the Owner. 8.2.8 Agree that the contract between the Owner and the shall be governed by and construed in accordance with the laws of the State of Connecticut and the ordinances of the Owner. 8.2.9 Agree that all work papers and calculations by the architect or engineers are the property of the Town of Windham and will be turned over at the completion of the project. 9. TAX STATUS In accordance with the Municipal Code of the Owner the selected respondent must be current in all tax obligations to the Owner. A respondent found to be delinquent in the payment of personal taxes or found to be the owner of an interest of twenty-five percent (25%) or more In a corporation that is delinquent in the payment of personal or real property taxes, shall not be considered for contract award. 10. ADDITIONAL INFORMATION AND REVISIONS TO RFQ Information may be provided to potential respondents for the purpose of clarification to assure full understanding of, and responsiveness to, the RFQ requirements. Prospective respondents shall be afforded fair and equal treatment with respect to access to additional Information and revision of RFQ requirements and/or information.