Download Town of Windham Responsibilities

TOWN OF WINDHAM
979 Main Street
Willimantic, Connecticut 06226-2200
(860) 465-3043
FAX (860) 465-3039
REQUEST FOR QUALIFICATIONS
PROJECT MANAGEMENT and ENGINEERING SERVICES
North Windham Elementary School Well Project
2/3/2015
BACKGROUND
The Town of Windham is soliciting qualifications and proposals from professional engineering firms
for project management, design, and construction oversight services for a Well project at the North
Windham Elementary School. The selected firm (or firms) will be required to develop all required
paperwork and specifications for the drilling of wells and any needed alterations to the building
water system to meet the standards of the Ad Hoc Elementary School Building Committee
Regarding Wells expectations, prepare plans and technical specifications for bidding, evaluate bids
for the Well and water system, assist the Town obtain funding from the State of CT Department of
Education and provide construction phase oversight services. Provide all documentation needed for
and obtain State of Connecticut Health Department approval and final water quality approvals.
SUBMISSION REQUIRMENTS
Qualifications are due in the Windham Public Schools Director of Buildings and Grounds office,
322 Prospect Street Willimantic, CT. 06226 by 2:00 pm on February 24, 2015. The Town of
Windham reserves the right to award the project to a firm who, in the Town’s opinion, will serve the
Town’s best interests. The Town of Windham is an equal opportunity and affirmative action
employer.
Contact for complete scope of services
Wayne Donaldson
Director of Buildings and Grounds
[email protected]
860-465-2335
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Scope of Services
Firms shall submit five (5) copies of their qualifications including a letter of interest, summary of
related experience, list of staff to be assigned to the project and resumes, company brochure, and list
of references.
In order to satisfy the Towns own requirements, the State of CT Department of Education
requirements the Town intends to select a design firm using a two-step qualification and selection
process. The Ad Hoc Elementary School Building Committee Regarding Wells will initially review
qualifications submitted by qualified firms and may select between 3 to 5 firms to interview. After
the interview, depending upon the number of bidders and the qualifications, up to three firms will
be asked to submit both a scope and fee proposal for the preparation of a design and cost estimates.
In order to develop an understanding of the project, interested firm will have the opportunity to:
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Ask questions of the Town staff during a planned project site visit scheduled for 2/10/15 at
4 pm at the North Windham Elementary School (meet at the school office)
TIME FRAME
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Qualifications are due on 2/24/15 10AM at the offices of the Director of Buildings and
Grounds 322 Prospect St Willimantic, CT 06226.
20 minute interviews will be conducted on March 10, 2015 starting at 5pm.
Firms that will be asked to submit a proposal will be notified on March 11, 2015.
Fee and Initial Scope Proposals will be due on March 31, 2015.
The Ad Hoc Elementary School Building Committee Regarding Wells intents to make a final
selection and sign a contract with the selected firm no later than April 15, 2015.
INSURANCE
The selected firm shall have errors and emission liability in the amount of $1,000,000. No limitation
of liability will be accepted.
SELECTION CRIERIA
It is the Town’s intent to interview several firms and to select a design firm that the Town believes
will best serve the Town’s interest. Please Note: Cost will be an item of consideration; however, it
is the Town’s intent to hire the best firm at a responsible fee to perform the services outlined in the
next section of this RFQ.
Firms will be ranked as follows:
Demonstrated experience working with and
managing State of CT Department of Education
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Grants
Demonstrated experience working with State of
Connecticut Department of Public Health.
Firm Qualifications including previous design and
procurement experience with well drilling and
water system installation and design.
Time is of the essence. The selected firm must
have the resources available to complete design
within a reasonable time schedule.
Knowledge of Wells and water system
requirements
Cost Controls experience
Project Management Ability
Quality of presentation during Interview
Fee Proposal
Expected Tasks to be Performed by the Selected Firm
The selected firm shall have both comprehensive analysis and design capabilities to ensure that all
aspects of the project are considered and to help the Town of Windham navigate through the entire
Well project from concept, to design, to construction, and finally through commissioning. The
selected firm shall provide services associated with the evaluation of the technical and financial
aspects of the project, funding, grant application and management, permitting, design, bidding and
procurement, and continue all the way through to the construction, commissioning, and operational
phases.
The Town of Windham expects that the following tasks will be provided by the selected engineering
firm:
1. Gather site, required site information.
2. Identify and describe potential locations for well locations.
3. For planning and pricing purposes, provide detailed written description of the Well
project requirements.
4. Identify and describe what elements of the project are likely to be eligible for a State of
CT Department of Education grant and which parts project and what elements will
likely have to be paid for by the Town.
5. Identify and describe the cost for project management, design, construction phase
administration services, grant administration, legal, financing, commissioning and
testing, and other professional services.
6. Identify and describe the cost for construction; Prepare a project schedule with task
list and due dates.
7. Meet with the Ad Hoc Elementary School Building Committee Regarding Wells as
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Identify technical challenges.
Work with Town of Windham staff to complete grant forms.
Prepare the final design, permitting, procurement documents
Prepare final estimates of construction cost.
Prepare a detailed construction schedule.
Prepare complete bidding documents (PLANS AND SPECIFICATIONS) for
submittal to Windham Building Official, Fire Marshal, Building Committee, Board of
Education, Health Department, and State agencies
Prepare all required applications, forms, cost estimates for submittal to the State of
Connecticut Department of Construction Services.
Work closely with the Town of Windham staff and Building Committee. Attend bimonthly meetings of the Building committee during design and construction.
Oversee start-up, testing and commissioning services provided by others
Other on-demand tasks requested by the Town of Windham
Respond to any questions from the State of Connecticut Department of Construction
Services, the Building Committee, local building officials, Town Engineer and revise
drawings/plans as required.
Provide one set of reproducible bidding documents to the Owner for bidding. The
Owner will place out to bid.
Respond to contractor questions and prepare any necessary addenda.
Attend a pre-bid meeting at the site with selected contractor.
Assist the Owner in reviewing the bids and contractor qualifications
Attend a preconstruction conference and during construction attend weekly job site
meetings.
Review shop drawings, contractor pay estimates and prepare applications for
reimbursement.
Provide construction project management services beginning early in the development
stages, help to plan the project itself, and work to coordinate the different services that
will be needed as well as develop and maintain the working budget. Take an active role
in supervising the progress.
Provide Topo Survey maps showing location of buildings, septic systems and other
related structures or systems on the property.
Town of Windham Responsibilities
Active support from the Town of Windham Ad Hoc Elementary School Building Committee
Regarding Wells members and Town staff is expected in areas such as the following.
1. Participate in discussions with Contractors and the State of Connecticut Health
Department.
2. Coordination and identification of funding components.
3. Continue identifying appropriate contracting procedures, methods and constraints for the
procurement of the well project.
4. Identify and describe specific Town of Windham requirements for procurement
documents
5. Provide copies of drawings (when available) of available site plans and drawings,
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RESERVATIONS:
“The Town of Windham reserves the right to waive any technical defects in the proposals received; waive
any formalities or informalities, and to extend deadlines; to reject any and all proposals, and any part
thereof, for any reason, including that it or they do not conform to the terms and conditions described
herein, as determined by the Town in its sole discretion; to present and negotiate terms of a contract
together or separately with any party submitting a proposal; to determine qualifications exclusively and
finally; to request additional qualifications; to select any proposal or part thereof based on any
combination of factors, including the amount bid, the time of completion, grant funding deadlines, and the
Town best interests. The Town also reserves the right to request price proposals from fewer than three
firms, in the Town’s best interests and in the Town’s sole discretion.”
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