REQUEST FOR PROPOSAL:
Feasibility study to analyze potential renovation of barn or alternate site for use as a middle school
Submittal Date Deadline: Thursday, January 19th, 2017, 2:00PM
Proposals in response to this RFP shall be submitted to:
Brandee Lapisky, Director
The Compass School
537 Old North Road
Kingston RI 02881
I. Introduction and Objectives
The Compass School ('Compass') is seeking qualified architectural firms to submit proposals for a feasibility study to analyze, provide findings and make recommendations as to whether Compass should restore and renovate a barn, or employ an alternate site, for use as a home for the Middle School. The selected firm will also outline different options for the design and construction of the Middle School, as well as the relative costs for the options.
The total cost of this feasibility study shall not exceed thirty thousand dollars ($30,000.00). The total cost of all activities associated with the subsequent construction of the middle school shall not exceed two million dollars ($2,000,000.00).
This RFP is solely associated with the completion of the feasibility study. Compass may, however, elect to award additional work beyond the scope outlined below if deemed by Compass as important to the success of the project. Such additional scope may include, but is not limited to, Educational Planning, Architectural and Engineering Design, Documentation and Contract Administration services.
The information set forth herein is provided for informational purposes only. Compass makes no warranties as to the accuracy or completeness of the information and all offerors shall at all times remain responsible for verifying any facts or circumstances upon which their proposal is based.
II. Background
The Compass School
The Compass School was founded in 2002 by a group of parents who desired an environment where their children would be challenged to become problem solvers, critical thinkers, and life-long learners. We offer children a continuous, multiyear educational experience. An integrated, project based curriculum provides the foundation to develop each individual as a cognitive, physical, social, emotional, and reflective being.
Our strength is gathered through reciprocal relationships among all members of the learning community. Students graduate knowing they are members of a global community, having developed an awareness of and practiced their personal, social and ecological responsibility.
A focus on meeting individual needs today and tomorrow while conserving the Earth’s life support systems is the core of what makes Compass special. All of the Compass curriculum incorporates the ideals of environmental sustainability through various creative themes.
The Compass School relies on shared decision making. Parents/students/teachers/administrators have input into school decisions and are important stakeholders. The School Council is comprised of nine members possessing a wide range of experiences valuable to the operation of the school; it includes parents, teachers, and members of the community.
The Kingston Hill Farm
Compass purchased its campus, the 20-acre Kingston Hill Farm, in 2010. This property, a complex of farmhouse, outbuildings, fields, and stone walls, is listed in the National Register of Historical Places. The NRHP registration form described the seed barn as follows:
"Seed Barn (1920s): A large, 2-level, gambrel-roof barn, wood framed and shingled, set on a rubblestone foundation. The barn is 12 bays long, 4 bays wide; windows have 6/6 sash. The southern four-bay section of the barn has a slightly higher foundation and roof, and may have been constructed as an addition to the longer northern end. It houses an early 20th-century seed-sorting machine. Standing a full two stories high, it is a "Clipper Cleaner," manufactured by A.T. Ferrell of Saginaw, Michigan. [NOTE: this may be two separate machines]
The north section of the barn is open to the weather on the first level of its west side; this section of the barn evidently sheltered livestock. The upper level is partitioned by horizontal-board walls into small seed storage rooms with 4-panel doors." [NOTE: Prior to 1978, the barn never sheltered livestock. The bay farthest from the seed sorter had been enclosed to be used as a tool room/workshop. There were built-in shelves and a work bench. The bay next to that one was enclosed in 1979/1980].
Although the exterior of the seed barn appears sound, the interior has deteriorated and only authorized personnel are permitted entry.
III. Scope of Work
As part of a RIDE Stage I/II application, we are soliciting proposals for a feasibility study that provides: A) a comprehensive analysis of the seed barn's physical condition; B) recommendations on whether the barn can be renovated and reconfigured to house a middle school and, if it is not, determination of an alternate site and design for the new middle school; and C) architectural plans for the resulting middle school building. This RFP will require the selected firm to work collaboratively with Compass staff, members of the Compass Council and Site Committee, RIDE, NRHP, community groups and other stakeholders in order to evaluate the various options.
The selected firm will provide leadership, educational planning support and technical assistance to evaluate the feasibility of renovating the seed barn for use as a middle school. The study will consider and analyze options for renovating and/or expanding the existing facility or constructing a new facility on the existing property. In all cases, the recommended project should result in a state-of-the-art facility.
At the conclusion of the feasibility study phase, the Compass Council reserves the right to award additional work beyond this scope proceed via a traditional and separate Architect-Engineer (AE) or Construction Management (CM) contracting arrangement or through an alternative Design/Build contracting arrangement that would be handled via a separate RFP process. The total cost of all activities associated with the subsequent construction of the middle school shall not exceed two million dollars ($2,000,000.00).
IV. Scope of Services
1. Work with Compass on the evaluation of the seed barn and the development of different options for the design and construction of the Middle School;
2. Develop conceptual plans, elevations and renderings of proposed options to assist Compass in their evaluations;
3. Address major component issues including initial planning, safety, site logistics, phasing, energy conservation, scheduling, life cycle analysis, maintenance, alternative solutions and project costing;
4. Consider alternative design concepts and approaches from the standpoints of construction, cost and schedule;
5. Consult regarding the project program, budget, schedule and advisability of various project delivery options, and timing of construction; and
6. Report regularly on project progress, budgets and schedule.
V. Total Proposal Cost
The contractor must prepare a cost proposal reflecting their hourly rate or other proposed fee structure proposed using a standard Cost Proposal Form. The total cost of the contract is not to exceed thirty thousand dollars ($30,000) for direct services, inclusive of any reimbursements to other professionals engaged by the contractor.
VI. Anticipated Procurement Schedule
The following represents a tentative outline of the process currently anticipated by Compass:
1. Request for Proposals posted Friday, December 30th, 2016.
2. Strongly suggested Pre-bid Conference at the Compass School, 537 Old North Road, Kingston RI 02881. Walk-through scheduled: Thursday, January 5th, 2017 at 10:00 AM. If you are unable to attend, separate arrangements may be made by calling Julie Wynsen at (401) 788-8322.
3. Receive written proposals by 2:00 pm on Thursday, January 19th, 2017.
4. Evaluation of Proposals, selection of qualified offerors, and recommendation for selection of firm by Site Committee: late January 2017.
5. Selection of firm by Compass Council: early-February 2017.
6. Approval of Contract and Authorization to Proceed: mid-February 2017.
Completed proposals should be submitted by 2:00pm on THURSDAY, JANUARY 19th, 2017. Please submit SIX (6) copies: ONE (1) digital copy on flash drive and FIVE (5) hard copies of your proposal to:
Brandee Lapisky, Director
The Compass School
537 Old North Road
Kingston RI 02881
Proposals shall be enclosed in a sealed envelope bearing the name and address of the submitting firm and labeled "RFP- Compass Barn and Middle School".
General Requirements
COMPASS SCHOOL REQUEST FOR PROPOSALS: Feasibility study to analyze potential renovation of barn or alternate site for use as a middle school facility
Instructions to vendors
Submission of a proposal will indicate that the offeror has read the instructions, will abide by the terms and conditions governing this Request for Proposals and understands the requirement for delivery of the services specified. Hereafter, The Compass School shall be referred to as "Compass".
A. General Instructions
1. Specification contained in the Request for Proposal are for architectural services relating to the completion of an evaluation, feasibility, and options study;
2. Minimum requirements are specified. The offeror may choose to exceed those minimums;
3. Failure to provide sufficient information may result in the proposal not being considered;
4. Proposals are to be delivered to Compass no later than 2 pm on January 19th, 2017; and
5. Late proposals will not be accepted.
B. Technical Proposal Required Elements
Respondents shall provide a brief narrative (not more than 10 pages single-spaced) that addresses the following:
1. Previous experience of firm and team in providing similar services to similar clients in the last five years;
2. Approach to the work, based on your understanding of what Compass needs to successfully complete RIDE Stage I and Stage II submission according to RIDE School Construction regulations;
3. Experience in advising clients on similar school facilities development;
4. Ability to devote the time necessary to the tasks within the time frame;
5. Budget that details estimated time, hourly rate of key staff, and materials costs, as well as a firm bid for services to be provided;
6. Credentials of key staff to be assigned to the work; and
7. Three recent references.
Supplemental material illustrative of previous work may not exceed 20 pages. Responder should include a firm cost for the anticipated work through May 15, 2017, based on the outlined scope.
C. Review Criteria
1. Contractor understanding of the tasks and approach to the work (25 points): This includes a statement of the contractor’s basic educational facilities philosophy.
2. Work Plan (25 points): This includes a fully developed plan of proposed activities with designation of responsibilities (i.e., contractor, engineers, etc.); possible barriers that may be encountered with suggestions for dealing with these problems; and a timeline for completing work by targeted dates.
3. Contractor experience, work products and quality of Key Personnel (35 points): Experience advising similar clients on educational facilities planning and the ability of key team members (including curriculum vitae) to provide service within time frame. Professional registrations and certifications in all listed disciplines shall be provided.
4. Cost Proposal (15 points): hourly rates and overall cost.
The individual who will work with the offeror, furnish information, answer questions, direct the offeror's efforts, provide guidance, etc., and referred to as the 'Project Manager', Michael Commendatore (401 788-8322; ).
D. Proposal Evaluation and Award
1. Compass will award a contract/agreement to the most responsive bidder, i.e, the offeror that provides the greatest promise, best references, highest previous performance standards, and desired quality of workmanship;
2. Compass will evaluate each proposal submitted and may accept any proposal deemed to be in the best overall interests of Compass. Compass reserves the right to reject any or all proposals or any portion thereof, and to waive any informality or technicality in any proposal received.
E. Payment
Compass will make every effort to process payment for purchase of goods or services within a reasonable period of time after receipt of goods or services and a correct notice of amount due unless a good-faith dispute exists as to any obligation to pay all or a portion of the amount. Any offer that requires payment in less than thirty (30) calendar days will not be considered.
F. Award of Contract
Compass reserves the right to award contracts for individual projects or for any combination of projects deemed to be most advantageous to Compass. Only Compass knows what is most advantageous to itself. Notwithstanding any other provision of the Request for Proposals, Compass expressly reserves the right to:
1. Waive any immaterial defect or informality; or
2. Reject any and all proposals, or portions thereof; or
3. Re-issue an invitation for proposals.
G. Key Personnel
It is essential that the architecture firm provide an adequate staff of experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this contract..
1. The architecture firm agrees that, once assigned work under this contract, key personnel shall not be removed or replaced without written concurrence by Compass.
2. If one of the key persons is unavailable for work under this contract for a continuous period exceeding thirty calendar days, or is expected to devote substantially less effort to the work than initially anticipated, the architecture firm shall immediately notify Compass and shall replace this individual with personnel of substantially equal ability and qualifications.
H. Licenses
The architecture firm shall maintain in current status all federal, state and local licenses and permits require for the operation of the business conducted by the architect as applicable to the awarded contract.
I. Relationship as an Independent Contractor
The relationship of the selected bidder with Compass under any resulting contract shall be that of an independent contractor. Nothing in this RFP or any resulting contract shall be construed to designate the selected bidder, or any of its employees or subcontractors, as employees, agents, joint ventures, or partners of Compass.
J. Conflict Of Interest
The Contractor submitting a Proposal certifies that no officer, agent or employee of
Compass has a pecuniary interest in the Proposal or has participated in contract negotiations on the part of the Contractor; the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other Contractor for the same call for Proposals; and, the Contractor is competing solely in his/her/its own behalf without connection with, or obligation to, any undisclosed person or Firm. Further, no person or Firm who is listed as a subcontractor shall be eligible to become a qualified Respondent in this same solicitation.
K. Indemnification
To the fullest extent permitted by law, the Contractor and its consultants shall indemnify and hold harmless Compass, Compass’s officers, members, managers, consultants, agents, and employees, the Contractor and its Subcontractors, and any other contractors employed by Compass, from and against all claims, losses, damages, liabilities, including reasonable attorneys’ fees, costs, and expenses, for bodily injury, sickness, or death, and property damage (other than to the Work itself), that may arise from the performance of or the failure to perform its services under this Agreement, but only to the extent caused by the negligent acts or omissions of the Contractor, and/or its consultants or anyone employed directly or indirectly by any of them or by anyone for whose acts any of them may be liable.