REQUEST FOR PROPOSALS YORK COUNTY, PENNSYLVANIA TABLE OF CONTENTS

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1 REQUEST FOR PROPOSALS GUTHRIE MEMORIAL LIBRARY ENVELOPE REHABILITATION YORK COUNTY, PENNSYLVANIA TABLE OF CONTENTS Table of Contents Section 1: Background Section 2: Scope of Services... 2 Section 3: Proposal Format Section 4: Terms and Conditions Section 5: Consultant Evaluation Criteria... S Section 6: Proposal Submission and Deadline...S 1

2 Section 1: Background The Guthrie Memorial Library has been in operation in Hanover Borough since The library is part of the York County Libraries system, and serves citizens in Hanover Borough, Penn Township, McSherrystown Borough, Conewago Township, and beyond. In the early 2000s, the Borough of Hanover undertook an expansion project to greatly increase the building size and parking area. Since the completion of construction in 2006, the building has had issues with envelope leakage and interior water damage. After several point repair and sealing projects, the Borough hired a consultant to perform a full building envelope study and evaluate the leakage and provide recommended actions to remedy the issues. Hanover Borough is now seeking proposals from qualified firms to provide architectural/structural engineering services, bid, and construction phase services based on the recommended actions listed in the evaluation reports. Section 2: Scope of Services The Borough of Hanover (Borough) has developed the following scope of services for the Guthrie Memorial Library Envelope Rehabilitation. The scope of services will be finalized based upon the selected project proposal and suggestions by the project consultant, and may be altered at any time as agreed upon by the Borough and their chosen consultant. 1. Background Studies/Inventory: The consultant shall review all available and requested information pertaining to the project, including building plans, studies, and anecdotal data, to ensure they have a full understanding of the issue to be addressed. This information can be found at specifications. 2. Develop Final list of Corrections: The consultant will review the list of correction items and priorities listed in the building evaluation and, in conjunction with the Borough, develop a final list of corrective actions to be undertaken during the construction phase. 3. Architectural & Engineering Design Phase Services: The consultant will complete an engineering and architectural design for the listed corrective actions and develop such drawings as will be necessary for construction of the design. This design should include a final construction cost estimate for the listed corrective actions. 4. Construction Bidding Phase Services: Develop a bid package of drawings and specifications for the selection of a contractor by competitive bid process. The consultant will also facilitate any requests for information that may arise during the bid process, and provide review and approval recommendations for the submitted construction project bids. 5. Construction Phase Services: The selected consultant shall oversee the construction of the corrective actions and provide initial stakeout, guidance, inspections, coordination, verification of contractor and subcontractor insurances and qualifications, and review and approval recommendation for contractor pay submissions. The consultant will also perform a final inspection and certification for all correction items. 6. Progress Reports: Provide the Borough staff and Cou ncil with progress reports at the completion of items 2 and 3, and throughout the construction phase of the project. The Borough may request that the consultant make a brief presentation at a Committee or Council meeting. 2

3 7. Deliverables: The consultant shall be responsible for preparing the following items and delivering them in both digital and paper format to the Borough: a. Initial evaluation report and list of final correction items. b. Engineering and Architectural design drawings and construction cost estimate. c. Construction bid specifications package and final contract documentation. d. Documentation of construction phase services, including inspections, contractor pay approvals, and final certification. e. Final report package detailing the completed correction items and any required Operations and Maintenance practices to insure the building envelope moving forward. Section 3: Proposal Format All proposals must be in written format, and, at a minimum, include all the information set forth as follows: 1. Cover Letter: The cover letter shall provide a description of the project team and its organization and identify the location of the office(s) where the services will be performed. The letter shall briefly state the consultant's understanding of the services to be provided and verily their availability to undertake the project. The letter shall cite the individual who will be the primary point of contact for matters relating to the proposal and be signed by an individual authorized to commit the consultant group to the project. 2. Table of Contents: Provide a table of contents listing each section of the proposal, including any appendices and/or attachments specified in the RFP and any additional materials submitted. 3. Project Understanding: A written Statement of Project Understanding must be submitted to clearly demonstrate that the consultant understands the scope and intent of the project and has a solid grasp of the associated requirements of all relevant building and Borough codes. 4. Experience and Qualifications: A discussion of the experience and qualifications of the consultant and any subcontractor(s) to complete the project. This section should include the consultant's experience in working with grant-funded projects. 5. Project References: A list of similar projects currently underway and those successfully completed by the consultant and any subcontractor{s) within the last five (5) years. Each project reference shall identify the project by name; include the client's name, point of contact, mailing address, and telephone number; describe the services provided; identify the prime consultant and any subcontractor{s) used; describe the size, character, usage, and settin.g of the facility; include the estimated or actual date completed. 6. Project Personnel: A list of key project personnel for the consultant and any subcontractor(s). This section shall contain the names of key personnel proposed to work 3

4 on this project along with a description of their experience and qualifications to perform the tasks to which they will be assigned. An organization chart showing team members, their responsibilities, and lines of communication shall be included in this section. Resumes for key personnel shall be included along with the hourly rate for each. 7. Work Program: A written work program that presents the consultant's technical approach to the project requirements and the techniques and methodologies to be used to complete the Scope of Services. Include in this section a listing of any subcontractor(s) to be used along with each of their responsibilities. 8. Fee Estimate: The consultant shall provide a fixed fee for professional services required to complete the Scope of Services outlined in the RFP. The consultant shall provide a detailed budget breakdown of the lump sum cost by project task, and a summary of non-labor costs and reimbursable expenses. An hourly rate schedule for all personnel to be involved shall also be provided. The schedule shall be adhered to if any additional work is requested by Hanover Borough, unless otherwise agreed upon by the Borough and the Consultant. 9. Project Schedule: The Consultant shall provide a project schedule identifying the anticipated duration and relationship of tasks identified in the Scope of Services, highlighting interim and project completion milestones. 10. Disclosure of Interests: A disclosure of any known competing interests or potential conflicts of interest for the consultant and any subcontractor(s), including the consultant's work for persons who may work for or have interests in the Guthrie Memorial Library or the York County Libraries system. 11. Previous Work: Applicants must submit copies of relevant previous work in communities similar to Hanover Borough. Section 4: Terms and Conditions 1. The Borough will explore all possible avenues for funding, and this project may be funded in full or in part through a grant application. All proposed contracts for professional services may be subject to review and approval by the grant awarding body at the time of grant award. 2. This RFP is not subject to a competitive bidding process, and any contract entered into as a result of any proposal will not be based on the concept of the lowest responsible bidder. Selection will be based on consultant qualifications and the anticipated overall value to Hanover Borough. 3. Hanover Borough reserves the right to reject any and all proposals, waive any irregularities, reissue all or part of this RFP, and not award any contract, all at its discretion and without penalty. 4. The solicitation of proposals and granting of exclusive negotiation rights does not commit Hanover Borough to accept any terms of any proposal. Final terms of any agreement will be determined by direct negotiation between the responsible parties. 4

5 5. Negotiations may be suspended or terminated by the Borough at any time if it is determined that additional negotiations would be unproductive. 6. Submission of a proposal constitutes express acceptance of all provisions of the RFP, including any addenda, as issued. 7. If it becomes necessary to revise any part of the RFP, an amendment will be issued to al l prospective consultants who requested or otherwise received a copy of the RFP and provided Hanover Borough with contact information. 8. The se lected consultant, and any subcontractor(sl must comply with all applicable state and federal regulations, including, but not limited to, all anti-discrimination requirements. 9. All materials submitted become the property of the Borough of Hanover and may be returned only by the Borough's option. Proposals submitted may be reviewed and evaluated by any person at the discretion of the Borough, who in turn reserves the right to use any or all ideas presented in response to the RFP. 10. Hanover Borough shall not be liable for any costs incurred by any prospective consultant and any subcontractor(s) in responding to the RFP. Section 5: Consultant Evaluation Criteria Hanover Borough will use the following criteria in the consultant evaluation process: 1. Experience and qualifications of the firm and assigned staff. 2. Proposed schedule for the project. 3. Rationality of proposed man-hours and level of clerical support staff. 4. Cost and cost effectiveness of the proposal. Section 6: Proposal Submission and Deadline Due advertisement of this request for proposals was published on Thursday, April 12 1 h, Proposals should be submitted to Dorothy Neiderer, Borough Secretary, at the Hanover Borough Municipal Building, 44 Frederick Street, Hanover, PA by 4:30pm on Monday May 15 1 h, Questions may be directed to Borough Manager Michael R. Bowersox (717)