RFQ Public Safety Building, City of Rockland

Start Date: October 22, 2024
End Date: November 27, 2024
Type: Requests for Proposals (RFP)
Phone: 207-593-0636
Email: tluttrell@rocklandmaine.gov

Pursuant to the City of Rockland, Maine, Code of Ordinances, Ch. 2, Art. V, Sec. 2-510(d), the City of Rockland hereinafter individually referred to as the “City”, request proposals from qualified, licensed and experienced Architectural and Engineering Firms or individuals to provide Public Safety Building design and construction services that fulfill the current and future needs of the City.     

General Information

The City of Rockland is located in the heart of Mid-Coast Maine and has a year round population of approximately 7,200 residents.  Rockland serves as the county seat for Knox County.  We have a fulltime police department with 20 employees and a fulltime fire/ems department with 21 employees.  The City would like to combine both departments into the existing fire station and make it a public safety building. 

The current fire station is a one story structure that was built in 1971.  The foundation consist of concrete walls, grade beams and piers with concrete slab floors.  The superstructure is primarily construed of concrete masonry units with structural steel.  The exterior of the building is surfaced with brick and the roof is surfaced with asphalt shingles.  The building is divided into two primary sections, offices and crew living quarters on the left end of the building and fire-fighting apparatus bays on the right end of the building. 

The City wishes to rehab the existing structure and add an addition to house the police department.  The current lot size is 1.3 acres and another parcel that could be utilized for the expansion is 0.25 acres. 

A. Scope of work

Scope of work, to include, but not limited to: 

 The successful proposer will provide the City of Rockland with a full range of professional planning, design, and construction services including:

1.  Existing Facility Evaluation

• Work with Fire/EMS staff and Police Department staff to develop condition assessments of existing facilities.
• Review the existing building.

2. Program Development
   • Assess current programs/services provided and projected operations and facility needs.
   • Work with the Fire/EMS and Police to develop a program for each project.
   • Provide information substantiating program requirements.
3. Concept Design
   • Develop conceptual design options for the facilities with staff.
   • General description of the strengths and weaknesses of the developed concepts.
   • Concept designs shall include the following:
     1. Strategic visions for facility replacement
     2. Site plan
     3. Floor plan
     4. Exterior character of building
     5. Current facility condition
4. Cost Estimating
   • Prepare detailed construction cost estimate based on preferred concept design scheme.
   • Provide detailed total cost projection, including estimated construction costs, consultant costs, contingencies, and other owner costs.
   • Provide information substantiating estimated costs.
   • Present findings from facility evaluations and development of the concept designs to the City Council.

5. Permitting, Reviews and Approvals
   • Review and/or present design concepts for approval.
   • Secure approvals from all local and state agencies as required for site development.
   • Attend meetings as necessary for all approvals.
6. Construction Administration
   • Provide construction administration and observation associated with the site improvements.
   • Provide interpretations of prepared drawings and specifications.

B.      Submittal Requirements

A.  Letter of interest:  Provide all contact information and why the proposed team should be selected for   the project.

B.  Company profile:  Provide an overview of the company including location, number of staff, and describe the services the firm provides.

C.  Project team:  Identify the project team members that will be assigned to the project and their capabilities.

D.  Relevant experience/qualifications:  Provide information regarding the company’s relevant experience related to the services required for the proposed project.

E.  Workload capacity:  Indicate the company’s workload and capacity for the firm to perform the work on a reasonable schedule.

F.  Funding experience:  Describe the projects your firm has undertaken that were either directly or partially funded by either or both, State and Federal funds.

G.  References:  List the names, addresses, and telephone numbers of representatives of five current or recent clients who are familiar with the work your firm has done.

H.  Additional data:  Provide any additional data you consider essential to the submission.

C. Instructions  To  Respondents;  Conditions.

Respondent’s proposal is subject to the following Instructions and Conditions:

1.  Form.  All proposals must be submitted in conformity with the submittal requirements set forth in this Request for Qualifications, and accompanied by a cover letter certifying that the information in the proposal is true and accurate. 

2.  Compliance With Contract Documents.  Before submitting a proposal, each Respondent shall thoroughly examine the Contract Documents.  The submission of a proposal constitutes an incontrovertible representation by the Respondent that it has complied with every requirement of these Contract Documents.

3.  Request for Clarification and Additional Information.

All requests for clarification and or additional information for the City must be submitted in writing (via email) to Thomas Luttrell, City Manager, tluttrell@rocklandmaine.gov, Subject: Public Safety Building or by fax (207) 594-9481, no later than 2:00 PM on Monday, November 18, 2024.  When appropriate, responses to requests, as well as any City-initiated changes, will be provided to all prospective respondents, in writing, as amendments to the RFQ.  (Note:  Respondent must include reference to all amendments on their response to this RFQ.)

4.  Proposal Deadline.  Proposals must be sent to the City Manager, Rockland City Hall, 270 Pleasant Street, Rockland, Maine, no later than 10:00 AM on Wednesday, November 27, 2024.  Proposals submitted after this date and will not be considered.  Proposals in proper form shall be enclosed in a sealed envelope clearly labeled “Public Safety Building – DO NOT OPEN UNTIL 10:00 AM on Wednesday, November 27, 2024."  Faxed bids will not be accepted.  Emailed bids will be accepted, the subject line must read “Public Safety Building – DO NOT OPEN UNTIL 10:00 AM on Wednesday, November 27, 2024." 

5.  Proposal Opening.  A public Proposal Opening will be conducted on Wednesday November 27, 2024 at 10:00 AM at Rockland City Hall, 270 Pleasant Street, Rockland, Maine, and their contents made public and available for inspection. 

6.  Proposals to Remain Open.  All proposals shall remain open, may not be withdrawn, and may become binding upon the Respondent if accepted by the City and signed by the City Manager for a period of sixty (60) days after the Proposal Deadline.  The City may, in its sole discretion, release any proposal by notifying the Respondent of the same, in writing.

7.  Application Expenses.  In no event shall the City be liable for any expenses incurred in preparing or submitting the proposal to the City, in negotiating with the City on any matter related to proposal or by the Respondent prior to the date of any agreement related to services herein described.  Respondents shall not include any such expenses in their proposals.

8.  Award of Contract.  The City reserves the right to reject any or all proposals in whole or in part as it is deemed in the best interest of the City, and to renegotiate any contract and waive any informality which does not compromise the actual proposal. 

9.  General Administration.  For the City, the City Manager or his designee shall oversee and approve all services to be performed, coordinate all communications, and review and approve all invoices for services provided in furtherance of the Scope of Work and in conformance with the Contract. 

10.            Deviations.  All deviations from the attached Specifications must be set forth in writing by use of the enclosed form marked "Statement of Compliance/Deviations from Specifications.”  The information provided on the form must fully and completely describe each such proposed deviation and the reasons why each such deviation is fully equal or superior to the specifications.  If there are no deviations, please state same.  The executed "Statement of Compliance/Deviations from Specifications" must be submitted with the proposal.  The failure of a Respondent to submit the form with the proposal shall constitute grounds for rejection of the proposal.  It is incumbent upon the Respondent to supply any and all additional information regarding any deviation from the Detailed Specifications, which in the opinion of the Respondent may assist the municipalities in evaluating compliance of the proposal. 

11.            Contractor’s Project Manager.  The Contractor shall appoint and identify a Project Manager or Managers to supervise the performance of the Work and the production of the roof improvements, who is authorized to communicate with the City, bind the Contractor, and supervise and maintain order among Contractor’s employees in the City.  The Project Manager shall not be changed except with the consent of the City or their designated representatives, unless the Project Manager leaves the Contractor’s employment.

12.            Contractor’s Employees.  The Contractor shall not employ for the Contract any person not skilled in the work assigned to him or who is otherwise unfit to perform his duties.  The Contractor shall supervise and maintain order among Contractor’s personnel employed in the City.  Whenever the City Manager or designees shall notify the Contractor, verbally or in writing, when any employee on the work is, in the City Manager’s opinion, incompetent, disorderly or otherwise unsatisfactory, such employee shall be discharged from the work and shall not again be employed on the job, except with the prior, written consent of the City Manager.

13.            Compliance with Laws; License and Permit Requirements.  Contractor shall comply with all requirements of law, including the ordinances of the City, in any way relating to the performance of the Work and completion of the Contract, including obtaining any and all required licenses and permits from any and all governmental agencies having any jurisdiction.  Any permits required by the City will be obtained by the Contractor at no cost.

14.            Change Orders.  The City shall have the right to change, increase, or decrease the scope of the Work by giving reasonable notice thereof to the Contractor.  The value of such Change Orders shall be negotiated between the City and the Contractor.  No change order shall become effective until executed by both the Contractor and the City.

15.            Termination.  If the Contractor defaults or persistently fails to carry out the work in accordance with the Contract Documents or fails to perform a provision of the Contract, or if there is reasonable evidence that the work will not be completed by the date(s) of completion, the City may terminate the Contract, upon seven (7) days’ written notice.

16.            Indemnification. The Contractor and its subcontractors shall hold the City and its respective officers, employees and Contractors harmless from all claims, demands, payments, suits, actions, recoveries and judgments of every kind and description brought or recovered against them by reason of any act or omission of said Contractor, its agents or employees, in the execution of the work.

     The City shall protect, defend, indemnify, and save harmless the Contractor, its officers, employees, and agents from any and all costs, claims, judgments or awards of damages, arising out of or in any way resulting from the negligent acts or omissions of the Municipality, its officers, employees, or agents in performing this Contract.

17.            Insurance.  Contractor shall procure and maintain, at its expense, the following minimum insurance coverages, to provide protection from Contractor’s errors or omissions, claims under worker's compensation acts, claims for damages because of bodily injury including personal injury, sickness or disease or death of any and all employees, and from claims or damages because of injury to or destruction of property including loss of use resulting therefrom, which may arise from the performance of services hereunder.  The minimum amounts of coverage are:

Type of Insurance

Each Occurrence

Aggregate

Errors & Omissions

$1,000,000

$2,000,000

General Liability – Combined Bodily Injury and Property Damage

$1,000,000

$2,000,000

Automobile Liability – Combined Bodily Injury and Property Damage

$1,000,000

Excess Liability

$1,000,000

$1,000,000

Worker’s Compensation & Employer’s Liability

$500,000 (Each Accident)

$500,000 (Disease Policy Limit)

$500,000 (Disease Each

                 Employee)

     The Contractor shall furnish the Municipalities certificates of insurance that list the City and/or the Town as an additional insured and contains a statement of the insurer’s obligation to notify the Municipality at least fifteen (15) days prior to cancellation of any policy described therein.  In the event a Municipality is required to defend itself, Contractor shall reimburse the Municipality’s costs, including reasonable attorneys’ fees, for defense of such liabilities which arise out of the Contractor’s negligence.  In any claim which may arise as a result of intentional or negligent acts or omissions of the Contractor, the comprehensive general liability insurance provided by Contractor shall be deemed primary protection against such claims and the Municipality shall not be called upon to contribute to a loss otherwise payable by the Contractor’s insurer due to its insured's acts or omissions.

18.            Sales Tax.  This project is exempt from State Sales and Use or Excise Taxes to the extent allowed by law.  City employer identification numbers are available upon request.

19.            Dispute Resolution.  Any controversy or claim arising out of or related to this Contract, or its breach, shall be submitted for resolution first to a mediator selected by agreement of the parties or appointed by a court of competent jurisdiction, and second, if unresolved, to binding arbitration before one or more arbitrators agreed upon by the parties or, absent such agreement, appointed by the American Arbitration Association, under its then-current and applicable arbitration rules. 

20.            Subletting or Assigning Contract.  Neither the City nor Contractor shall assign, transfer, or encumber any rights, duties or interests accruing from this Contract without the express prior written consent of the other. 

21.            Independent Contractor.  Throughout the performance of this Contract, Contractor is acting in an independent capacity and not as an employee, officer or agent of the City of Rockland.  Contractor at its expense shall provide additional personnel needed by Contractor to fulfill its contractual duties.  Contractor is solely responsible for complying with all State and federal laws including, but not limited to, workers compensation law, minimum wage law, employment security law, and drug/alcohol testing laws and regulations (including 49 CFR Part 382).  Contractor is also solely responsible for maintaining its vehicles and equipment in a safe and legal condition.

22.            Non-Discrimination and Compliance with Laws.  Contractor agrees not to discriminate against any employee or applicant for employment or any other person in the performance of this Contract because of race, creed, color, national origin, marital status, gender, age, disability, sexual orientation or other circumstance prohibited by federal, state, or local law or ordinance, except for a bona fide occupational qualification.  Contractor shall comply with all federal, state, and local laws and ordinances applicable to the work to be done under this Contract.  Violation of this paragraph shall be a material breach of this Contract and grounds for cancellation, termination, or suspension of the Contract by the City, in whole or in part, and may result in disqualifying the Contractor for further work for the Municipalities.

24.            Integration.  No prior, current or post-award verbal agreement(s) with any officer, agent or employee of the City shall affect or modify any terms or obligations of this request for proposals or any contract or option resulting from this process.

25.            Reservations.  The City reserves the right to cancel any project at any point and to pay the consultant only for costs incurred to that date.  Respondent represents that (1) if Respondent is a business entity, it is in good standing and is authorized to do business in Maine; (2) the undersigned is authorized to submit this Proposal on Respondent’s behalf; and (3) all persons who shall assist Respondent in providing the proposed services is duly licensed and in good standing with any regulatory body having jurisdiction over such licensure, where applicable. 

     Respondent acknowledges that the City of Rockland retain the authority and discretion to accept any and all proposals, in whole or in part, including Respondent’s proposal, and/or to negotiate revised terms and conditions prior to accepting any proposal.  Respondent further acknowledges that, if accepted in writing by the City of Rockland, together with the other Proposal Documents, shall constitute a binding contract.

I certify that all of the information contained in this proposal to be true and accurate.

DATED:  __________ , 2024                              AUTHORIZED REPRESENTATIVE:

                                                                              _________________________________

                                                                                    By: 

                                                                                    Its.: 

ACCEPTANCE OF PROPOSAL:

DATED:  __________ , 2024                              CITY OF ROCKLAND

                                                                                                                                                            ______________________________

                                                                                      By:  Thomas Luttrell

                                                                                      Its:  City Manager

ATTEST:                                                             Approved as to form:

_____________________________           ___________________________

      Stuart H. Sylvester, City Clerk                               Mary Costigan, City Attorney

                         [SEAL]