RFP #2020-05

Design, Consulting & Engineering Services Bunnell High School Athletic Fields

TOWN OF STRATFORD Date Submitted , 2019. PURCHASING DEPARTMENT 2725 MAIN STREET STRATFORD, CT 06615

SEALED submissions are subject to the standard Respondent: instructions set forth on the attached sheets. Any modifications must be specifically _________________________________ accepted by the Town of Stratford. Doing Business As (Trade Name) _________________________________________ Address

Date issued: Wednesday, 31st July, 2019 _________________________________________ Town / State / Zip

Phillip Ryan, Purchasing Agent _________________________________________ Title (Mr /Ms) _________________________________________ Signature _________________________________________ Telephone _________________________________________ E-mail

Sealed bids will be received by the Purchasing Department at the office of the Purchasing Agent, 2725 Main Street, Room 202, Stratford, Connecticut 06615, up to:

2:00PM, Thursday, 15th August, 2019

NOTE:

1. Respondents are to complete all requested data in the upper right corner of this page and must return this page with their submission of qualifications.

2. No submission shall be accepted from, or contracts awarded to, any person/company who is in arrears to the Town of Stratford upon debt, or contract or who has been within the prior five (5) years, a defaulter as surety or otherwise upon obligations to the Town of Stratford.

3. Submissions are to be submitted in a sealed envelope and clearly marked “RFP #2020-05” on the outside of the envelope, including all outer packaging, such as, DHL, FedEx, UPS, etc.

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REQUEST FOR PROPOSAL The Town of Stratford (“Town”) on behalf of its Board of Education (“BOE”) is seeking qualifications from candidates with proven experience and credentials to provide architectural and engineering design services for the renovation of athletic fields located at Bunnell High School, 1 Bulldog Boulevard, Stratford, CT 06614. Responding firms (“Consultant”) are required to submit qualifications for consulting services to perform engineering design and construction administration for the replacement of an existing turf football field, and renovation of the existing baseball field from grass to turf with the addition of an additional field in the outfield. Scope of services will consist of synthetic outdoor sports fields and associated site amenities to include sports field lighting, drainage, storm water, schematic design, design development, construction documentation, permitting with local and state agencies, bidding assistance, construction administration, project closeout and post-occupancy problem solving; including any potential site work related to egress and accessibility issues related to any proposed work. REQUESTS FOR INFORMATION (RFI) / ADDENDA Direct all requests in writing to: Town of Stratford, Purchasing Department Attention: Phillip Ryan, Purchasing Agent E-mail: PRyan@townofstratford.com NOTE: Verbal requests for information will NOT be accepted. All requests must be received prior to 12:00PM on Wednesday, 7th August, 2019. Response will be in the form of an addendum that will be posted approximately Tuesday, 13th August, 2019 to the Town of Stratford, Purchasing Department website: http://www.townofstratford.com/purchase It is the responsibility of each bidder to retrieve addenda from the website. Any contact about this bid between a Bidder and any other Town official and/or department manager and/or Town of Stratford employee, other than as set forth above, may be grounds for disqualification of that Bidder. No questions or clarifications shall be answered by phone, in person or in any other manner than specified above. Addenda will not be mailed, e-mailed or faxed out. FORMAT OF SUBMISSION

1. Submit one (1) printed signed “original” and one (1) printed copy, and one (1) USB ‘read only’ format thumb drive.

2. Provide a general description of the firm; type of organization (i.e. corporation, partnership); number of years in business; size of firm; personnel qualifications and experience.

3. Include resumes and relevant experience of all personnel to be assigned to the project, including any subcontractors.

4. Submit details of any additional services to be provided, and identify estimated timelines and deliverables.

5. Identify any resources and/or assistance you will require from the Town of Stratford.

6. Provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three years with State regulatory bodies or professional organizations.

7. If your firm has engaged in a recent peer review, please include a copy.

8. In addition to the above requirements, respondents may include additional factors or strengths that would assist in assessing their firm’s ability to meet the Town’s needs. This information need only be one page.

9. All submissions shall remain firm for a period not less than (180) days from the proposal (RFP) due date, unless such period is extended in writing and agreeable to both parties.

10. Respondents are strongly encouraged to verify the scope of services prior to submitting qualifications. The Town reserves the right at all times to increase or decrease the project scope as deemed in its best interest.

11. Provide full details of any exceptions. The Town retains the right to accept or reject any or all exceptions.

12. Provide references for equal scope projects performed during the past five (5) years.

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OVERVIEW

The proposed work consists of two (2) separate projects. PROJECT #1: The existing turf football field is approaching the end of its useful life and needs to be replaced. The Consultant will be expected to evaluate condition of existing turf and make recommendations for replacement turf options. PROJECT #2: The existing baseball field is grass and suffers poor drainage. The Town would like to replace the existing grass field with turf and reconfigure the overall field to accommodate an additional multi-use field (located in the outfield). The total estimated project budget is approximately $3.2 million. PROJECT SCHEDULE

Projected milestones are as follows: • Proposal Due: August 15, 2019

• Award of Design Contract: September, 2019

• Project 1 – Football Field Turf Replacement:

o Finalize Design and Approvals: December, 2019 o Completion of football field turf replacement CDs: January, 2020 o Award Construction Contract: March, 2020 o Complete Construction: November, 2020

• Project 2 – Baseball Field:

o Finalize Design and Approvals: December, 2019 o Completion of baseball field CDs: January, 2020 o Award Construction Contract: March, 2020 o Complete Construction: November, 2020

SCOPE OF WORK

Perform evaluation and prepare detailed design and full construction documents for the following:

1. Review all available facility documents, site plans and existing utilities plan.

2. Conduct a topographical survey at one-foot contour interval.

3. Conduct a geotechnical investigation as required.

4. Documentation of any wetlands and filing of statement(s) of intent with appropriate agencies.

5. Determination of various permits required from local, state and federal agencies for planning and project construction.

6. Preparation of any necessary storm water permits.

7. Preparation of quality (presentation type) drawings for committee and board presentations and all other required environmental presentations as may be necessary.

8. Preparation of schematic design for all proposed improvements. The Consultant will define the Town’s requirements and develop a turf design and field lighting specifications and performance requirements.

9. Preparation of preliminary project schedule and cost estimates.

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10. Preparation of design development drawings for all proposed improvements. Design shall include, but not be limited to: geotechnical engineering, site, perimeter drainage system, field drainage system, site grading and layout, field designs, artificial turf plans and elevations (turf penetration, line marking layout, sub-base), bleachers, lighting design, and associated controls.

11. Preparation of intermediate and final project schedules and cost estimates.

12. Preparation of presentation quality drawings to the Town.

13. Preparation of contract drawings and bid documents. It should be noted that the project may be bid in multiple contracts, which the Consultant will be required to administer and coordinate during construction. Consultant shall provide artificial turf specifications that set forth contractor performance guarantees and warranties.

14. Provide construction coordination services.

15. Meet with Town representative(s) as needed during the design phase and weekly project meetings during the construction phase. The Consultant shall prepare minutes of each meeting for distribution.

16. Formal presentations to the Town will be made by the Consultant. The Consultant will be required to attend meetings with local boards and committees when so requested by the Town.

17. The Consultant shall prepare presentation quality drawings for the above meetings, as required at the appropriate levels of schematic design, design development and construction documentation. All electronically generated drawings shall be submitted to Owner in AutoCAD format as needed and at the conclusion of the project.

QUALIFICATIONS

The submission should include the following information:

Size of company, including available technical staff.

Geographical location from where services will be provided.

Number of staff to be employed on the project (full-time and part-time).

Include description of all services and estimated deliverables.

References for equal scope athletic field projects performed for other municipalities.

The firm should demonstrate specific expertise in civil, geotechnical, and environmental, engineering and landscape architecture. This includes experience in artificial turf installations for various athletic field types.

The proposal should also describe:

How your firm will administrate each element of the work described. Include all in-house services.

Current workload under contract and ability to maintain the proposed schedule.

Staff assignment, including hourly rate schedules for all professional tiers. Include all sub-consultants.

Relevant prior experience meeting the project scope; including list of prior clients complete with contact names, addresses and telephone numbers.

Specific cost-saving measures implemented on past projects, including expedited schedules and other resources available to the Owner’s benefit.

If the Respondent is a joint venture, the qualification of each company comprising the joint venture should be separately identified and the company that is to serve as the principal should be identified. Complete information on qualifications and experience should be provided for all joint venture partners and/or subcontractors.

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EVALUATION CRITERIA All candidates will be evaluated based on the following criteria:

a) Demonstrated success on previous projects of equal scope.

b) Organizational stability.

c) Effective communication, accuracy of response, and compliance of requirements.

d) Background and professional expertise, specifically in the design and construction administration of athletic fields, including the credentials and experience of assigned personnel.

e) Ability to commit staff and complete the project within the required timeline.

f) Evidence of any special or innovative approach that the firm will use.

g) Proven ability to submit a creative, functional design and cost-effective solution.

NOTE: The Town, at own discretion, may select the system and/or design deemed the best possible solution. FINAL SELECTION PROCESS Upon evaluation of all submissions received, qualified candidates may be invited to interview with various Town officials, department heads and/or committee members, prior to award of contract. ATTACHMENTS

1. Existing Site Plan

2. Proposed Site Plan

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PROPOSAL Phase 1: Survey, Data Collection & Field Investigation

$ @ _____ estimated hours not-to-exceed: $

Reimbursable Expenses: not-to-exceed: $ Phase 2: Preliminary Design

$ @ _____ estimated hours not-to-exceed: $

Reimbursable Expenses: not-to-exceed: $ Phase 3: Construction Documents, Bidding & Negotiation

$ @ _____ estimated hours not-to-exceed: $

Reimbursable Expenses: not-to-exceed: $ Phase 4: Construction Administration & Project Closeout

$ @ _____ estimated hours not-to-exceed: $

Reimbursable Expenses: not-to-exceed: $ Rates: Submit hourly rates for all staff tiers to be employed as part of the project.

Discipline: Rate:

/hour /hour /hour /hour Name of Authorized Representative: Title: ___________________________ Name of Firm: Signature: ___________________________ Date:

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TERMS & CONDITIONS Guarantee All submissions shall remain firm for a period not less than (180) days from the proposal (RFP) due date and may not be withdrawn, unless such period is extended in writing and agreeable to both parties. Bid Bond / Payment and Performance Bonds Bonds are not required to be submitted. Deadline Submissions not sealed and/or received later than the due time and date will not be considered. No exceptions. Submissions Proposals are to be submitted in a sealed envelope/package and clearly marked “RFP #2020-05” on the outside of the envelope or package, including all outer packaging, such as, DHL, FedEx, UPS, etc. All notations must be printed in ink or typewritten. No erasures are permitted. Submissions are to be in the office of the Purchasing Agent, 2725 Main Street, Room 202, Stratford, Connecticut, prior to date and time specified. This document is not an offer to contract but is an RFP as defined herein, to satisfy specific user requirements of the Town of Stratford. Neither the issuance of the RFP, preparation and submission of a response, nor the subsequent receipt and evaluation of any response by the Town of Stratford, will commit the Town to award a contract to any firm even if all of the user requirements in the RFP are met. The Town may modify these requirements in whole or in part and/or seek additional firms to submit quotations. Only the execution of a written contract will obligate the Town in accordance with the terms and conditions contained in such contract. Right to Accept / Reject The Town reserves the right to waive any minor deviation in proposal responses received when such waiver is in the best interests of the Town, and reserves the right to modify any requirements, terms or conditions as outlined in this request for proposal (RFP) when such modification(s) is in the best interests of the Town. AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE TOWN OF STRATFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST OF THE TOWN. Power of Rejection The Mayor shall have the power to reject all bids and to advertise again. Questions / Requests for Information All questions concerning conditions and specifications should be directed in writing to: Phillip Ryan, Purchasing Agent: PRyan@townofstratford.com Inquires must reference date of RFP opening, requisition or contract number, including the responding firm’s name and address, and must be received no later than the time and date as stated in the bid document. Failure to comply with these conditions will result in the candidate waiving the right to dispute the specifications and conditions. The Consultant / Firm / Respondent (“Contractor”) The Contractor for the work described shall be thoroughly familiar with the requirements of all specifications. The submission package shall be construed as evidence that the Contractor has examined the actual conditions, requirements, and specifications. Any claim for labor, equipment or materials required, or difficulties encountered, which could have been foreseen had such an examination been carefully made, will not be recognized. Proposals/Qualifications will only be accepted from thoroughly competent, experienced and financially qualified firms as determined solely by the Town of Stratford. Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the submitting respondent and shall be grounds for rejection.

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Assignment of Contract No contract may be assigned or transferred without the prior written consent of the Town of Stratford. OSHA The bidder will certify all equipment complies with all regulations and conditions stipulated under the Williams-Steiger Occupational Safety and Health Act of 1971, as amended. The successful bidder will further certify that all items furnished under this project will conform and comply with Federal and State of Connecticut OSHA standards, and agrees to indemnify and hold harmless the Town of Stratford for any and all damages that may be assessed against the Town. Insurance The successful bidder shall be required to furnish a Certificate of Insurance naming the Town of Stratford, its employees, officers and agents, and the Board of Education, it’s employees, officers and agents, as the additional insured, and be provided by companies licensed in the State of Connecticut. The successful firm shall supply and maintain insurance which defends, indemnifies and holds harmless the Town of Stratford, its officers, employees and agents, and the Board of Education, it’s employees, officers and agents, from and against any and all liability, damage claims, demands, costs, judgments, fees, attorney’s fees or loss arising directly out of acts or omissions hereunder by the Contractor or third party under the direction or control of the Contractor. The required coverage shall not be less than the following:

• Insurance certificates shall name the Town of Stratford as additional insured party and shall state that all coverage shall be primary to any other insurance coverage held by the Town.

• The Town of Stratford is named as an additional insured party for all general and excess liability coverage based on

the contractual liability of the named insured. Such general and excess liability coverage shall be primary to any other coverage carried by the Town of Stratford with respects to acts or omissions of the named insured.

• It is intended by the parties hereto that the general and excess liability insurance provided by the contractor shall be

primary to any other coverage carried by the Town of Stratford with respect to liability coverage arising out of any act or omissions by the Contractor. The Town of Stratford will be named as an additional insured. Nothing contained herein shall be construed as making said general and excess liability insurance primary insurance for acts or omissions of the Town of Stratford.

Indemnification In addition to providing insurance, the successful bidder shall indemnify and hold the Town, its employees, officers and agents, and the Board of Education, it’s employees, officers and agents, harmless from all claims and demands of any nature for any loss, damage or injury which any person may suffer by reason of or in any way arising out of work required by this Bid/RFP/RFQ and any resulting contract or purchase order issued pursuant to it. Federal, State and Local Laws All applicable Federal, State and local laws, rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein. Contract shall be construed under the laws of the State of Connecticut. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought under jurisdiction of the State of Connecticut. Conflict of Interest No officer or employee or member of any elective or appointive board, commission or committee of the Town, whether temporary or permanent, shall have or acquire any financial interest gained from a successful bid, direct or indirect, in any project, matter, contract or business within his/her jurisdiction or the jurisdiction of the board, commission, or committee of which he/she is a member. Nor shall the officer/ employee/ member have any financial interest, direct or indirect, in any contract or proposed contract for materials or services to be furnished or used in connection with any project, matter or thing which comes under his/her jurisdiction or the jurisdiction of the board, commission, committee of which he/she is a member.

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Scope of Work / Site Inspections The Bidder/Candidate/Consultant/Firm/Respondent declares that the scope of the work and/or specifications has been thoroughly reviewed and any questions resolved, and further declares that the site has been inspected if requested for in the specification. Exception to Specifications No protest regarding the validity or appropriateness of the specifications or of the Invitation will be considered, unless the protest is filed in writing with the Purchasing Agent, prior to the closing date for the bids. All qualifications rendered shall be considered meeting the attached specifications unless exceptions are noted on a separate page dated and signed by the bidder. Unless Otherwise Noted It will be assumed that all terms and conditions and specifications will be complied with and will be considered as part of the submission. Tax Exempt The Town of Stratford is exempt from all State and Federal taxes.