July 15, 2023: Open Invitation to Professional Design Consultants:
July 15, 2023: Open Invitation to Professional Design Consultants: Re:Professional Design Services for universally accessible/multi-generational park/playground at the former Haddam Elementary School
From: Town of Haddam, Land Use Department
Re:Professional Design Services for universally accessible/multi-generational park/playground at the former Haddam Elementary School, 270 Saybrook Road Haddam, CT.
1.GENERAL INFORMATION & SCHEDULE
This Request for Proposals (RFP) invites responses from qualified, experienced professional design consultants to develop a multi-generational, universally accessible (UA), ADA compliant and inclusive park/playground design.
Questions concerning this RFP must be made via email per the schedule outlined below.
Issue date: July 15th, 2023
Questions due: July 28th, 2023
Submittals due: August 15th, 2023, 3:00 PM
Inquiries/submissions to: William Warner, Town Planner - townplanner@haddam.org
Town of Haddam Land Use Department
30 Field Park Drive Haddam, CT 06438
2.PROJECT DESCRIPTION
The purpose of this project is to develop a multi-generational, universally accessible (UA) inclusive park/playground at the former Haddam Elementary School, 270 Saybrook Road (State Route 154), Haddam. The new park/playground design will be ‘barrier free’ and feature areas of play/exercise offering unique features with a nod to Haddam’s shad fishing industry that includes nature-based and garden/landscape experiences for both children and adults utilizing all UA principles.
The term "universally accessible (UA) park/playground" is often used to describe a park/playground that offers caregivers and their children full use of all areas, regardless of age or ability. Haddam, with its abundant state open spaces, has very limited access to play facilities that are universally accessible to children, adults, and families. There is only one playscape in the town at the Jail Hill ball fields. A UA park/playground will represent and support the diversity of our community, providing a platform for people to engage socially, physically, creatively, and playfully. Everyone deserves the right to access public parks and park/playgrounds with equal opportunity and so the project must also follow the Americans with Disability Act Standards for Accessible Design.
The UA park/playground design should incorporate the principles of universal design, defined as the design of products and environments to be usable by all people, to the greatest extent possible, without the need for adaptation or specialized design.
While the City’s preference is to construct the new park/playground over one season as a single phased project, budgetary restraints may dictate that the construction be phased. The design should reflect a capacity for seamless phasing over consecutive construction seasons should it become necessary.
Former Haddam elementary School Nine (9) Acres
The area for the current playground site, represented above, is approximately 160’x180’, or 29,000 SF. The site also contains a basketball court and swing sets and open lawn areas. Other than parking and drives the entire property is available for park use.
Based on various forms of public input to date this concept was created.
1. PROJECT SCOPE & BUDGET
Project Scope
The selected consultant will provide the Town with professional services to realize the successful design of a community, UA park/playground and pricing estimate study. This includes, but is not limited to, the following elements:
Provide full design for the proposed universally accessible park/playground from concept sketches through construction documents including project bid docs and specifications.
Create (3) concept renderings to support future budget requests and fundraising. It is anticipated that these renderings will be provided before the project bid docs are completed, no later than April 1, 2024.
Provide a construction estimate for the entire project and for individual project phases, should construction phasing become necessary.
Provide a construction schedule for the entire project and for individual project phases, should construction phasing become necessary.
Conduct/participate in a process through which a playground equipment provider is specified.
Develop a long-term maintenance plan and annual maintenance estimates.
Facilitate meetings with staff, project partners, general public during the design development process.
Coordinate sub-consultants, if necessary.
Deliver and present final plans & supporting materials at a Town Meeting.
Budget
A budget of approximately $300,000 in place for park improvements. It is anticipated that the design services envisioned in this Request for Proposal will cost approximately $25,000. Upon selection of a qualified consultant, scope and fee shall be negotiated.
2. RFP SUBMITTAL
Reponses to this RFP must include the following:
Qualifications Detail consisting of:
Cover letter including statement of understanding & approach to this project; the statement should describe the applicant’s understanding of the project and the special skills and innovative thinking that the team would bring to the project.
Proposed Project Team Members: A description of the applicant’s organizational
composition, disciplines, and the primary role of each individual/firm on the team.
Organizational charts may be included, if appropriate. Clearly indicate the applicant’s designated team leader for the project as well as the specific individuals who will be assigned to the work and their respective expertise in such work.
Specific Project Experience: Descriptions detailing completed, similar or relevant project experience that the applicant has executed. Include graphic representation. Links to similar or relevant projects are encouraged.
Insurance Certificate with limits as detailed in Appendix 1.
List of References: Provide a minimum of three client references with which the applicant has provided similar design/build services within the last ten years. Include the name and telephone number of the contact person and a description of the role and services provided to that contact.
Technical Proposal consisting of:
A description of the approach to be taken toward completion of the project and any insights into the project gained as a result of developing the proposal;
A scope of work that includes steps to be taken, including any products or deliverables;
A proposed scheduled that indicates project milestones and overall time for completion; expedited schedules will receive a higher ranking;
Any other information deemed necessary to address the requests of this RFP.
Cost Proposal consisting of:
A composite schedule by task;
An itemized schedule of all expenses. If the use of sub- consultants is proposed, a separate schedule of hours and expenses must be provided for each sub-consultant;
A maximum lump sum budget amount inclusive of all fees and expenses.
Responses to this RFP must be received per the schedule outlined on Page 1 to be considered. Proposals must be submitted in both digital (PDF) and printed formats. Provide one print copy of the proposal in addition to the digital file, which may be emailed or submitted on a thumb drive.
Emailed proposals and questions should be submitted to William Warner, Town Planner, at townplanner@haddam.org.
Additional requirements are as follows:
Proposers are solely responsible for ensuring that printed proposals arrive on time.
• Each consultant MUST provide their submittal electronically as a PDF.
Additional detail beyond the contents described above WILL NOT be considered.
Faxed proposals WILL NOT be accepted.
Late replies WILL NOT be considered.
Printed proposals may be mailed or delivered to:
Town of Haddam
Attention: William Warner, Town Planner 30 Field Park Drive, Haddam, CT 06438
4) EVALUATION CRITERIA & ANTICIPATED SCHEDULE
The Town intends to enter into an agreement with the Consultant who provides a proposal that, in the opinion of the Town, best meets all of the below listed evaluation criteria as determined by the Town’s selection committee. Upon selection of a Consultant, the Town intends to enter into an agreement using a standard Professional Services Agreement.
Town will evaluate all complete proposals from qualified Contractors on the following criteria. Consultants will be scored up to a maximum of 100 points based on the following:
Experience & Qualifications relevant to key personnel and/or sub-contractors (15 pts)
Project Understanding & Knowledge of Universal Design or relevant experience (15 pts)
3. Ability to Meet Schedule expedited & efficient schedules receive higher score
(15 pts)
4. Budget & Value as related to proposed and additional costs
(15 pts)
5. Depth of Skills related to technical aspects of project
(10 pts)
6. Demonstration of Innovative Approaches particular to technical solutions
(10 pts)
7. Level of Experience with municipalities of similar size, structure and complexity
(10 pts)
8. Quality, Clarity & Completeness of submittal package
(10 pts)
Qualified consultants must demonstrate a proven history of successful multi-generational, universal/accessible park/playground design experience that incorporates innovative and sustainable strategies. Proposals will be evaluated based on the expertise of the consultant team and the overall experience of the team with emphasis on parks, recreation, open space, trails and facilities.
The Town of Haddam reserves the right to reject any or all proposals, and to waive any irregularities or information in the evaluation process. The final decision is the sole decision of the Town of Haddam, and the respondents to this formal request have no appeal rights or procedures guaranteed to them.
5) ANTICIPATED PROJECT SCHEDULE
The Town reserves the right to amend dates. While the timeline may be subject to change, all participating parties will be notified. The anticipated schedule is as follows:
July 15th, 2023 RFP issued
July 28th, 2023 RFP-related questions due August 15th, 2023 RFP closed
August 30th,2023 Notice of award (at latest)
September 2023 Design development begins
October 30th, 2023 Design renderings completed
January 1st, 2024 Construction documents and bid package completed
Spring 2024 Construction
General Compliance with Laws
The Consultant shall comply with all applicable Federal, State and local laws.
Other terms
Costs for preparing the Statement of Qualifications in response to this request are solely the responsibility of the respondent. The Town reserves the right to request clarification of information submitted and to request additional information of one or more respondents. All materials submitted in response to this RFP will become the property of the Town upon delivery. This solicitation in no way obligates the Town of Haddam to award a contract.
Equal Opportunity: the selection of consultant shall be made without regard to race, color, sex, age, religion, national origin, or political affiliation. The Town of Haddam is an Equal Opportunity Employer and encourages proposals from qualified minority and woman-owned businesses.
Appendix 1.
TOWN OF HADDAM, CONNECTICUT INSURANCE AND INDEMNITY REQUIREMENTS
The Contractor shall be responsible for maintaining insurance coverage in force for the life of this contract of the kinds and adequate amounts to secure the Contractor's obligations under this contract with an insurance company or companies with an AM Best Rating of A-: VII or better licensed to write insurance in Connecticut and acceptable to the Town of Haddam.
Where no insurer so licensed in Connecticut will provide the required coverage, the insurer shall, at minimum, be approved to do business in Connecticut (listed on the current "White List" of the Connecticut Insurance Department).
As to all insurance required, the insurer shall provide the Town of Haddam with Certificates of Insurance prior to the execution of this contract, describing the coverage and providing that the insurer shall give the town of Haddam written notice at least thirty (30) days in advance of any termination, expiration, or any and all changes in coverage.
The contractor shall procure and maintain, at its own expense, the following insurance:
Worker's compensation with minimum statutory limits on Employer's Liability Part B and Occupational Disease. Worker's compensation shall include waiver of subrogation in favor of the Town and alternate employer endorsement.
General liability Insurance on an occurrence basis with minimum limits of:
$1,000,000 Bodily Injury Per Occurrence
$1,000,000 Property Damage, or
$1,000,000 Combined Single Limit
The Town shall be listed as an additional insured as regards both premise operations and products/completed operations.
Auto Liability Insurance with minimum limits of:
$1,000,000 Bodily Injury
$1,000,000 Property Damage
Or, $1,000,000 Combined Single Limit
All insurance shall be evidenced by a certificate of insurance showing the Contractor's insurance is in force and the carrier shall notify the Town that the policies will not be canceled with less than 30 days written notice to the Contractor. Contractors Insurance shall be primary and non-contributory and include waiver of subrogation.
Note: Proof of insurance in accordance with these specifications must accompany bid submission.