T H E T O W N O F G U I L F O R D V E R M O N T

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1 Project Title: Contact: Capital Needs Assessments Town of Guilford Buildings Peder Rude, Town Administrator (802) , ext. 105 Town of Guilford 236 School Road Guilford, VT Date of Issue: 13 September 2017 Deadline: 12:00 PM, 2 November 2017 Decision: 13 November 2017 SCOPE OF WORK: A Capital Needs Assessment (CNA) is a systematic assessment to determine a property s capital needs over the next 20 years based upon the observed current physical conditions of a property. The CNA report provides a year-by-year estimate of capital replacement costs over this 20-year period for use by the property owner, and other related management personnel, in planning for replacements and funding sources to cover the anticipated costs. The CNA is based on the expected useful life, in relation to the remaining useful life of all components that make up the property s basic needs. These components are separated into four main categories: Site, Architectural, Mechanical/Electrical and Interior Spaces. Site Includes: all parking lots, sidewalks and other hardscapes, exterior furnishings (benches, mail boxes, flag poles, etc.), drainage, landscaping (including trees, irrigation, fences, etc.). This category assesses all egress/ada pathways and ADA parking for compliance. Any site life/safety items of note should be assessed in this section. Architectural Includes: structural integrity, the building envelope including but not limited to all exterior building components such as siding, roofing, windows, doors, building light fixtures and entries. This category also assesses the project accessibility and all compliance/non-compliance with the current ADA requirements. This includes common corridors and stairwells. All life/safety items of note should be noted.

2 Mechanical/Electrical Includes: power distribution, hot water tanks, furnaces, boilers, entry systems, general fire protection and suppression, corridor air systems, and all other common area serving equipment. Interior Spaces Includes: flooring, walls, doors, hardware, trim, cabinets, sinks, toilets, faucets, countertops, light fixtures, receptacles, hot water tanks, fire alarm devices (protection and suppression), heaters, bathroom hardware, appliances, bath fans, kitchen exhaust, vents and closets/closet doors. QUALIFICATIONS FOR THE CNA PROVIDER: The Town of Guilford is seeking proposals for a Capital Needs Assessments regarding four (4) of its properties: 1. Guilford Highway Garage #1 114 Bennett Road, constructed late 1980 s 2. Guilford Highway Garage # Guilford Center Road, constructed c Guilford Free Library 4024 Guilford Center Road, constructed c. 1891, addition post Guilford Museum (Old Town Hall) 4063 Guilford Center Road, constructed c The Provider for these assessments must possess valid and current licenses and certifications necessary to comply with the Statement of Work, as listed below and as regulated by all applicable state and/or local laws and ordinances. The Provider must have prior training and experience in evaluating site and building systems, health and safety conditions, physical and structural conditions, environmental concerns and have complete knowledge of the current standards, details and critical dimensioning related to total accessibility for municipal public buildings, as defined by the American with Disabilities Act (ADA), as well as the local jurisdictional codes and requirements related to the specific properties.

3 STATEMENT OF WORK: The CNA provider shall provide a complete outline of the property including, but not limited to the following criteria: 1) Site Status of the paving, sidewalks, accessible paths to common areas, curbs and other hardscapes. Drainage of the hard surfaces, landscapes and building perimeters. Condition of life and safety issues such as handrails, uneven walking surfaces, pedestrian warnings, electrical and mechanical services, etc. Mailboxes, site lighting and other common areas. Landscaping and grading issues. Any/all life /safety issues. ADA accessibility 2) Architectural Structural integrity Building cladding including the status/installation of the flashings, sealants, trim, corners, abutment to other surfaces and overall existing performance. Windows and doors; assess the condition and performance. All penetrations such as mechanical vents, fixture mounts, cable mounts and utility entry points. Roofing and gutters; determine the condition along with the installation and the current performance. Condition and code related issues for stairways, decks and deck rails. ADA accessibility. 3) Mechanical/Electrical Common area and unit heat and ventilation. Water sources. Furnaces, boilers, hot water heaters. Electrical service and distribution. Fire protection and suppression. General lighting and illumination at the interior and exterior. 4) Interior Spaces Flooring including condition, transition strips, baseboards and other related items. Bathrooms including plumbing fixtures, GFIC outlets, exhaust fans, bath hardware and cabinets.

4 Wall and ceiling substrates. Doors, hardware and millwork. Window coverings. Kitchen including cabinets, countertops, sink/faucet, appliances, range hood exhaust, GFIC outlets. Light fixtures, baseboard and wall mounted heaters, unit electrical panels and wall receptacles. Hot water tanks. Smoke/fire and CO detectors. Egress and general pathways. Security to the building. Stairs, ramps and railing systems. ADA accessibility. An interview should be conducted with the town administrator during the assessment to discuss all current issues needing immediate attention, typical issues related to the building elements, mold issues, water intrusion issues, etc. Additionally, any possible capital improvements, either to comply with current code, recommended to improve energy efficiency or potential planned upgrades should also be identified and included. Improvement costs should be considered in the overall financial plan as an informed allowance for rough planning purposes. A detailed narrative description of each property is required to assist in the description of all line items shown in the category spreadsheets. The narrative should include the year the property was constructed, fully describe any former rehabilitation to the property, additional information and descriptions related to all components of the four main categories (above), a full assessment of the properties current and needed accessibility issues and any recommendations from the Provider on current and/or future issues caused by existing conditions. The assessment of these properties shall be completed within 6 weeks of the executed contract. An Executive Summary showing the needs over a 20-year term will be provided at the completion of the property assessment in addition to the full report. This will show reserve costs needed for each year of the 20-year term including inflation for the term along with individual line item assessments as defined above. Descriptive photos of all four categories shall be included as an attachment. The photos should focus on the items/issues related to the costs shown in the assessment.

5 SUBMISSION Please provide a proposal for services to Town of Guilford for a complete Capital Needs Assessment, based on the information above and the information below. Proposals should provide the following information: Cover sheet with company name, address, year of establishment, contact information, and summary of the work that the company does. Please note on the cover sheet if you are a minority or women owned business enterprise as preference will be given to M/WBEs Experience in providing CNAS for similar types of projects. Please include description of prior training and experience in evaluating site and building systems, health and safety conditions, physical and structural conditions, environmental concerns and have complete knowledge of the current standards, details and critical dimensioning related to total accessibility for a family and/or senior residential property, as defined by the American with Disabilities Act (ADA), as well as the local jurisdictional codes and requirements related to the specific properties. Include experience and training of key personnel associated with this project. Description of how you would propose to undertake the CNA. Please include timelines for each aspect of the proposed CNAs and steps you would take during each component. Experience in working with municipalities and/or non-profits, if applicable. List of all applicable licenses and certifications. Proof of general liability insurance with a minimum amount of $1,000,000 per occurrence. Line item budget for the proposed CNA s. At least three professional references with contact information. Terms and Period of Performance: Proposals must include all properties and a total project budget not to exceed $5,000. The Town of Guilford anticipates awarding this contract 13 November Unless negotiated otherwise, CNA s for all properties are expected to be completed within 6 weeks from the time of contract execution with the selected CNA provider. Proposals will be rated on the following criteria: Cover sheet including all applicable data (up to 5 points) Description of similar experience (up to 25 points) Description of CNA approach (including time lines and demonstrated willingness to work with Town officials) (up to 25 points)

6 List of all applicable licenses and certifications as well as proof of general liability insurance (up to 10 points) References (up to 5 points) Line item budget (up to 25 points) Experience working with municipalities and/or non-profits (up to 5 points) TOTAL POINTS POSSIBLE: 100 Proposals will be reviewed and scored by members of the Guilford Selectboard and Town Administrator. Please submit proposals to the attention of Peder Rude, Town Administrator, at pederrude@guilfordvt.net. Please be sure to put CNA Proposal Town of Guilford in the subject line. All proposals shall be in PDF format and must state they are valid for no less than forty-five (45) days. No bid received after the time and date stated previously, shall be considered for review. Any bid may be withdrawn prior to the submission deadline. Bids already submitted may be modified if submitted via or in writing prior to the bid deadline. In accordance with Town procurement policy, if a minimum of three (3) bids are not received by the bid deadline, the Town of Guilford may extend the deadline or cancel the RFP. Should this occur, all contractors having submitted proposals will be notified of the decision. The Town of Guilford may consider any proposal not prepared and/or submitted in accordance with the provisions hereof as incomplete and will not be considered. The Town of Guilford reserves the right to reject any or all bids or to cancel the RFP at any time as best meets the needs and interests of the Town. The Town of Guilford will publicly read each contractor s proposed bid value at 2:00 pm on 2 November 2017 at the Town Office. A list of all proposed bid contract totals will be distributed to all bidders by 6:00 pm of the same day. The Town of Guilford is not legally obliged to select the lowest bid and reserves the right to select the contractor deemed to best perform this work and fulfill the interests of the Town. All submitted materials will be reviewed prior to the Selectboard choosing a contractor for the project. All proposals, upon submission, become property of the Town of Guilford. This RFP does not commit the Town of Guilford to award a contract, to pay any costs incurred in proposal preparation, or to pay for all goods and/or services offered in a proposal. The Town of Guilford reserves the right to negotiate final details of a contract with the selected contractor, should one be chosen, if it is in the best interest of the Town of Guilford to do so.

7 Unless otherwise negotiated, the Town of Guilford will pay the total contract cost in one lump sum payment within thirty (30) business days of a scheduled Selectboard Meeting after the invoice has been received and after full completion of the project. No amounts will be paid prior to project completion. In order to be included on a warrant for a Selectboard Meeting, invoices must be submitted to the Town Administrator on or before 3:00 pm of the Thursday prior to the scheduled meeting.