REQUEST FOR PROPOSAL
FOR
ARCHITECTURAL SERVICES
MUNICIPAL CAMPUS RENOVATION PROJECT
SPRINGFIELD TOWNSHIP
MONTGOMERY COUNTY
A. SPRINGFIELD TOWNSHIP MUNICIPAL CAMPUS
The Springfield Township Municipal Campus presently encompasses approximately 9.88 divided acres at the intersection of Paper Mill Road and Hawthorne Lane in the Wyndmoor section of Springfield Township.
The primary facilities located at the Southwestern intersection (3.28 acres) include a 6,500 square foot, single story Police and Administration building and a 6,000 square foot, four-bay garage housing the Public Works Department. Both facilities were built in the mid 1950's and have received only minor renovations and mechanical upgrades since their original construction.
A recently acquired property located at 8900 Hawthorne Lane provides an additional 1.45 acres of land for expansion and buffering opportunities to the Public Works functions. A .64 acre lot located adjacent to the police wing of the existing Township Building can be incorporated into the campus upgrade.
Along the Southeastern intersection (2.83 acres) stands the Free Library of Springfield Township and the headquarters of the Springfield Ambulance Association. The single story brick library covers 9,275 square feet and was built in 1965. This facility has also received only minor upgrades since its original construction. The 2,016 square foot ambulance garage was constructed of finished face concrete masonry block in 1990 and is not a part of the campus improvement project. A vacant 1.54 acre tract located adjacent to the Library Building can also be incorporated into the plans.
Springfield Township government provides a complete range of public services including the following:
- Administration - Budget and Finance, Human Resources, Code Enforcement, Building, Zoning, Parks and Recreation.
- Police - Patrol, Traffic Safety, Detective and Juvenile divisions.
- Public Works - Highway, Refuse and Sewer divisions. The Public Works Department is also responsible for the maintenance and care of all public facilities, including recreation areas.
- Library - children, teenage, adult services, books, tapes, DVD, on loan, research, social activities, computer bank.
B. SCOPE OF PROJECT
The Scope of the Project is to include, but is not limited to the following:
- Location, identification and/or placement of boundary markers. Respondents are advised that a formal boundary and topographical survey plan is available for the most recently acquired properties. The township maintains older boundary surveys for the remainder of the campus that may or may not include most recent improvements. It is intended that the existing site plans shall be suitable for planning purposes only and is not to be used for construction. The successful professional will be expected to create a boundary and topographical survey plan depicting current and future improvements.
- A conditions analysis and future needs assessment of the municipal campus was completed by Kimmel Bogrette Architecture, of Conshohocken, PA, which is available for review and consideration. The successful professional is still responsible for a conditions assessment of existing structures, systems and site features as follows:
Administration/Police Building, and Public Works Department Buildings
Structures Analysis
- Analysis of building layout and configuration. Does me existing internal configuration lend itself to the most efficient and logical use of the building?
- Building Shell. Analysis of roof, walls, windows and doors.
- Facilities and Handicap compliance. Includes an evaluation of employee amenities including restrooms and eating facilities, as well as the building's overall compliance with the American's with Disabilities Act.
- Mechanical Systems. Heating, Ventilation, Air Conditioning, Electrical and Plumbing systems should be evaluated.
- Meeting Rooms. Size, layout and quantity of available public meeting areas should be reviewed.
- Image and accessibility. Discussion of the overall appearance of the Township Building and Public Works buildings from all public roadways and surrounding residential properties. An evaluation of, and recommendation for, improving employee access to the buildings should be included
Site Analysis
- Parking and storage of vehicles. Evaluation of available parking for daily and special events and indoor storage facilities for Township Public Works vehicles and equipment.
- Traffic circulation. Includes an evaluation of motor vehicle movements and employee safety.
- Landscaping, drainage and buffering.
Library Building
The aforementioned conditions analysis of the municipal campus performed by Kimmel Bogrette concluded that the physical condition and physical layout of the existing Library does not lend itself for adaptation for a future modern library with substantial community space for library and recreational uses. The successful professional shall review the conditions analysis and render an opinion on concurrence or disagreement, with an explanation of the opinion.
C. SCOPE OF WORK
The exact scope of services required by Springfield Township will be set forth in an agreement between the Township and the Architect. The scope of work will consist of assisting the Township to form the initial project designs through completion of the work needed to complete each of the building projects. The successful firm will be asked to execute the AIA "Standard Form of Agreement Between Owner and Architect, with Standard Form of Architects Services".
It is expected that the Architect will work within the defined construction budget.
The scope of work for the Architectural firm shall include, but is not limited to, the following phases of work and tasks:
- Design Phase
- Develop schematic site plans for review. This will include performing utility, boundary and topographic surveys as well as drainage studies and coordinating a geotechnical investigation.
- Develop energy saving mechanisms and advise the Township of costs and payback periods.
- Develop schematic floor plans based on the selected site plan.
- Complete an accurate, preliminary cost estimate based on the selected site and the schematic floor plan.
- Submit conceptual design to Township staff for review, followed by a formal presentation to the Board of Commissioners.
- Attend bi-weekly meetings with Township staff (when needed).
- Attend Board meetings as required by the Board of Commissioners to inform the Board on the progress of the work and status of the budget.
- Design Development
- Complete a detailed preliminary design of site plans and floor plans.
- Update the preliminary cost estimate if necessary.
- Attend meetings with Township staff.
- Attend Board meetings as required by the Board of Commissioners to inform the Board on the progress of the work and the status of the budget.
- Construction Documents
- Complete a detailed set of site (including stormwater management and landscaping), floor, structural, electrical, mechanical and plumbing plans, and specifications for bidding/construction purposes.
- Complete a final cost estimate of the project.
- Bidding
- Attend a pre-bid meeting with potential general, electrical, mechanical and plumbing contractors.
- Answer questions related to the design documents.
- Prepare any addenda documents that may be needed.
- Review bid proposals and assist in the determination of the lowest qualified bidder within code guidelines.
- Attend a post bid meeting, if necessary, to discuss alternate work items.
- Construction
- Attend weekly construction meetings with the Township and the contractors and suppliers.
- Respond to contractor requests for information.
- Review contractors' submittals.
- Issue proposals requests and bulletins.
- Provide full architectural and engineering services with its architectural design team to carry out the project. All work must conform to all applicable laws, ordinances, and codes in the design and construction phases, including the latest ADA and any environmental safety considerations.
- Make periodic site visits to determine compliance with plans and specifications.
In addition, Consultant and each of the personnel employed or otherwise retained by Consultant, shall be properly certified and licensed under the laws and regulations of the Commonwealth of PA to provide the architectural services solicited herein.
The firm or firms that provide architectural services will not be permitted to bid for the construction of the project or propose to provide construction management services for any contractor.
PROPOSAL FORMAT AND CONTENT
Qualifying proposals must address all of the following points, in the following order:
- Cover/Transmittal Letter. This letter must be signed by a member of the firm with the authority to commit to a contact on behalf of the firm offering the proposal. Please acknowledge the receipt of any addenda received, if applicable.
- Scope of Work. Describe the work plan that you intend to use to complete the tasks listed in me Scope of Work. Note any changes or additions to the work descriptions mat may be overlooked or which help clarify the work tasks.
- Responsible Personnel. List the principal-in-charge, and others who will be directly involved with the projects. Provide a concise statement of qualifications and experience of each person who may be committed to the projects.
- Architectural Intent. Provide a brief statement explaining how proposed structures may be blended with existing topography to minimize visual and noise impact or contrast to current structures.
- Related Experience. Include:
- Must have extensive experience in designing Municipal Facilities (at least 5 municipal projects of similar scope); provide names of municipalities, projects, and dates of completion
- Demonstrated experience and approach toward guiding clients through a pre-design planning process and successful outcomes for complex campus-based projects.
- Demonstrated experience of working successfully with the Pennsylvania Separations Act on Multi-Prime Projects with Prevailing Wage costs.
- References with names, addresses and phone numbers.
- For the projects referenced in 5.a above, provide your bid amount, indicate number of change orders, total dollar amount of change orders, and the final architectural cost of the project(s).
- Experience in working with LEED certified projects and your ability to assist the Township in determining the appropriate level of LEED certification.
- Must have a demonstrated background in integrating architectural facilities with their sites to develop the interior, as well as the exterior, spaces to their best advantage.
- A firm principal must be designated as the Project Manager and Designer, and principal point of contact.
- The firm must be willing to guarantee its cost estimate as being equal to or lower than the sum of the lowest prime bids (statement attesting to such shall be provided).
- DO NOT provide design concept ideas or sketches of proposed solutions as part of the Proposal or Selection Process. Concepts will only considered after thorough Analysis and Programming.
- Firm's principal place of business must be located within 25 miles of the project site.
- Firm must have substantial experience in Montgomery County, PA (at least 5 projects).
- All firms must incorporate the use of a certified library building consultant.
- Corporate Documentation and Financial Information. Provide relevant information regarding organizational stability and strength. This includes a statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors, joint venture partners, etc.), a listing of financial references, a current annual report or audited project and loss statement and a statement of stability.
- Provide Amounts and carriers of both general liability and professional liability insurance.
- Provide a statement of the firm's philosophy with respect to cost and budget control during the design phase of the projects, demonstrating experience and ability to design within a given budget.
Consultant Fees
Provide a listing of consultant fees. Break down the fee into tasks, professional subcontractor fees, if any, and expenses. Fees shall include all tax, mark-ups, overhead, and profit. The cost estimate should be broken out into the time estimates and costs for each task identified in the scope of work.
Proposal Submittals
Pages in the proposal shall be typed and single sided with the maximum number of pages of proposal information (excepting coversheet, index sheet, blank pages, and table of contents) to be limited to forty pages. Only the specifically requested information shall be submitted. If a consultant recognizes a more efficient method of accomplishing a specific task or item, the consultant's fees shall reflect the Township's requested work and the cost increase/savings for the more efficient method shall be noted separately.
The consultant shall submit an original, unbound, and 12 copies of the proposal in a sealed envelope or box clearly marked with the consultant's name and labeled "Proposal for the Municipal Campus Improvement Project".
The proposals shall be delivered to:
Donald E. Berger, Jr.
Township Manager
Springfield Township
1510 Paper Mill Road
Wyndmoor, PA 19038
Proposals are due no later than 12:00 Noon, on Friday, April 22,2011. Late proposals will not be accepted.
Any questions shall be in writing and directed to the Township Manager as stated above.
Evaluation and Selection
Proposals will be screened for technical merit by the Township Staff before oral interviews are scheduled. The Staff will review the written proposals and make recommendations for oral interviews.
The firms identified by the Township Staff will be invited to attend a meeting of the Board of Commissioners at which time they will be individually interviewed in random order. The interviews will be conducted in public session; however, it is requested that firms not be present during the interviews of the other firms.
In addition to the specific factors addressed in the Request for Proposal, the interviews are intended to provide the Board with information regarding other factors about the firm important to their decision. The factors include, but are not limited to, its ability to communicate effectively with the Board, Township Staff, and others who will be involved in the project; its ability to work creatively and cooperatively with the Board, Township Staff, and others who will be involved in the project; and its proposed methods for furnishing the required services to ensure that the project is completed on time, on or under budget, and to the satisfaction of the Township.
The Township shall award a contract to the firm which presents the proposal that, in the judgment of the Township, best accomplishes the desired result. The Township is not obligated to accept the lowest qualified bid, to accept any of the proposals received, or to enter into an agreement with any of the proposers.