Request for Proposals

Public Works Office & Truck Wash Facility

Town of Hampden

106 Western Ave

Hampden, ME 04444

December 2024

1. Purpose and Objective

The Town of Hampden Public Works Department is seeking design services for the development of a new office building and truck wash facility located on the grounds of the existing public works facility at 355 Canaan Road. The town Public Works Department is limited on operational space in the existing garage and is seeking to provide improved offices and employee accommodations along with a dedicated wash bay for the department vehicles. The town has approved the bonding of funding for this project at the November referendum voting.

The facility is proposed to be located in the general area shown on the tax map located at https://www.hampdenmaine.gov/.

2. Scope of Services

The following scope of design services shall be provided by the design firm for the following new building and facilities.

1. 1. Develop conceptual floor plan layout providing spaces and allocation requirement for the schematic layout of the building. A sketch of the desired requirements determined to be needed for the building can be found on our website with the rfp. The sketch is not set allocations of space and/or functions but is provided as a size and basis for design. The selected firm shall work with the Public Works Department to refine space and functions for the final design.

1. 2. Develop a site sketch plan for the proposed facility improvements including the conceptual building design and required parking and access management for the site. The layout should consider design orientation to facilitate traffic flow, environmental conditions, water supply and wastewater disposal.

1. 3. Develop a Site Plan for the improvements in the area of proposed facility including, as needed, topographic survey, wetland mapping, proposed improvements, grading, erosion control, details, etc. as required for planning board approval and construction. It is anticipated that a boundary survey would be waived by the planning board based on the size of the property and the location of the proposed improvements.

1. 4. Prepare applications and obtain Planning Board approval for the proposed improvements.

1. 5. Provide soils evaluations and system design for a new wastewater disposal system to serve the office and truck wash facility. The disposal of vehicle wash wastewater will require DEP approval due to non-domestic wastewater characteristics; therefore, applications for disposal design approval shall be submitted and obtained from DEP. This area of the site is within a mapped sand & gravel aquifer.

1. 6. Site a new well for the facility with consideration for the potential of future classified as a public water system.

1. 7. Develop floor plans, elevations, sections and details for the construction of the office/truck wash building. This work will include the specification of construction structural components, HVAC systems (design build), electrical systems (design build) and material selections. All design specifications to be in accordance with MUBEC requirements. The building is to be submitted to the State Fire Marshal for construction and ADA permits. The plans shall be suitable for local building permits and contractor construction. Material schedules, selection and finishes should be included on the plans. A complete specification and bid package are not required.

1. 8. Prepare a general/limited bid package and provide 1 hard copy to the town along with the PDF format file for contractor solicitation.

3. Design Considerations
   1. Building designs to conform to the MUBEC and NFPA codes.
   2. Building and site development shall comply with ADA requirements.
   3. Electrical and Mechanical to be specified for contractor design build requirements.
   4. Heating to be provided through radiant in-floor distribution with heat pump AC supply and heat back up system. Propane is the preferred fuel if needed for make up heat and/or water heater in the wash bay.
   5. Electrical system to be a 200 amp service with underground secondary from the existing pole to the building.
   6. Building foundation to be frost wall/slab construction. The wash bay shall have a grit collection trough and oil water separator.
   7. The building is expected to be wood framed construction with asphalt roof. Orientation should consider future solar utilization.
   8. Locker rooms to be provided for Men and Women. Bathrooms may be combined into the locker rooms.
   9. Parking and general area around and into the building to be paved.
   10. Landscaping shall be limited to loam and seeding of disturbed areas. No plantings are anticipated
   11. Wastewater disposal may be 1 or 2 fields as needed for design and approval if wash water disposal separation is recommended.

4. Project Timeline

• RFP Informational meeting 10 am January 13, 2025, at the town office, 106 Western Ave, Hampden, ME 04444.
• RFP submission 5 pm on January 28, 2025 to the town office.
• Project design agreement award by council February 3, 2025.

• Construction bid package to town for contractor solicitation, April 9, 2025.
• Contractor construction proposals due by May 8, 2025.
• Project construction award on May 19, 2025.
• Groundbreaking June 2, 2025.

5. Proposal Response

Respondents to this RFP shall include the following minimum information in their proposal:

1. 1. Specify the Scope of Services to be provided by task list and the names of any sub- consultants that are intended to be used on the task, if needed.
   2. Include time schedule and related expectations/obligations of the town needed to complete the scope of work as specified. If time schedule differs from the stated timeline, specify basis for any changes
   3. Provide qualifications and related experience for the proposed project.
   4. Provide a description of personnel that will work on the project and the relationship with the town.
   5. Estimated fees per scope of services and a total fixed fee for proposed services. (This task shall be placed in a separate, sealed envelope along with a service agreement contact.)

6. Proposal Evaluation, Selection Process and Agreement Award

The Proposals will be reviewed and evaluated by the town Public Works Director, Town Engineer and the Town Manager. The Proposals will be reviewed and rated based on the information requested. The fee proposal will not be opened until and rated until the end of the rating evaluation. At the town’s discretion, an interview may be requested of one or more of the firms based on the rating assessment.

The town’s staff and/or the council reserves the rights, including accept or reject any or all of the proposals, remedy technical errors in the proposals, approve or disapprove the use of particular subconsultants, negotiate on any of the proposals, waive informalities and irregularities in a proposal, and award without discussion.

Selection will be based upon a determination as to which proposal is in the best interest of the town and any decision made by the Town will be deemed to be in the best interest of the Town. Upon the completion of the selection process, the Town shall notify all proposal submitters of the results and selection firm.