DRAFT- FOR INTERNAL REVIEW PURPOSES ONLY

TOWN OF SOUTHBOROUGH, MA

REQUEST FOR PROPOSALS FOR

FEASIBILITY STUDY AND PRELIMINARY SITE DESIGN

SOUTHBOROUGH PUBLIC SAFETY COMPLEX

Your participation is invited with regard to the above referenced Request for Proposals.
PROJECT DESCRIPTION

INTENT

The purpose of this document is to solicit proposals from qualified architectural and/or engineering firms to assess the feasibility of locating a new Public Safety complex on the current site that houses both the Fire and Police Departments together with preliminary site design/layout. The feasibility analysis may include demolition and construction of a new structure or other options deemed workable. The proposal may also include recommendations for site expansion through land acquisition if necessary or desirable. The Town’s goal is an energy-efficient, state-of-the-art facility that maximizes use of green building technology (LEED).It is the intention of the Town that the consultant firm shall be considered a designer subject to procurement pursuant to M.G.L. c. 7, §38A½ through 38O, the Designer Selection Statute.

BACKGROUND

Based on the findings of a Public Safety Needs Assessment, Municipal Facilities Needs Analysis, and the 2005 15-Year Municipal Facilities Plan, the Town of Southborough is planning to renovate and add tothe existing Fire Department structure and construct a new public safety facility to include Police and Fire Departments as well as centralized dispatch and communications. The new police headquarters facility will house the entire police division operations, including a property room for evidence storage, holding cells for short-term detention of prisoners, physical training area, interrogation rooms, a crime lab, communications center, emergency operations center for the joint use of all Town of Southborough Departments during emergencies, training and briefing rooms, conference/meeting rooms to accommodate groups of various sizes, offices for administrative use, and other areas as necessary. Currently, the Southborough Police Department employs 16 Full time Officers (including the Chief), 1 Business Administrator, 3 Reserve Officers, 5 Full Time Dispatchers, and 3 Part Time Dispatchers. Project staffing levels for the future estimate an increase of five full-time officers.The renovations to the Fire Department should include additional vehicle garaging, renovation to meeting room and staff quarters, secure narcotics storage, gear and EMS storage, and overall renovation to facility layout. Currently, the Southborough Fire Department employs 1 F/T Chief, 1 32 hour/week secretary, 20 full-time firefighter/EMT/Paramedics, 12 call firefighters, 1 call chaplain, 1 call safety officer, and 2 call EMTs. The projected staffing levels for the future total 26 full-time firefighters and 10 on-call firefighters.

In March 2007, a Feasibility Study Report was completed by a consultant retained by the Town, which looked at this same issue. In June 2009, the same consultantcompleted a Schematic Design Report for a Public Safety facility at the Main Street location. Due to internal factors, the reports were never acted upon, and minimal improvements have been made to either the Police or Fire stations since that time. Copies of the report(s) will be made available to interested proposers.

The Town of Southborough has a population of approximately 9,800 persons, with a land area of 13.79 square miles. The amount of available land within the Town is extremely limited. It is anticipated that the new public safety facility will be required to function for 20-50 years until well into the next century.

SERVICES SOUGHT

The FEASIBILITY STUDY AND PRELIMINARY SITE DESIGNwill consist of the following:

  • Update statutory and/or regulatory requirements for Police and Fire identified in the 2007 Feasibility and or Study report(s) by the previous consultant. (Note, need an update of functional requirements as well. We should also ask the BOS to be clear about their policy re ambulance service.
  • Develop a site plan for the current Main Street location that includes the following:
  • New Police Station/Fire Station (Addition/Renovation of the existing Fire Station may be an option), including a shared dispatch/communications center;
  • Identify additional parcel or parcels of land that may be required to implement the site plan;
  • Identify room for future growth of the departments (~30%);
  • Develop a preliminary cost estimate, including preliminary site design/layout of buildings, site circulation, parking, access to Main Street, temporary housing costs for Police and Fire during construction, etc.
  • Review the existing Transfer Station site located at 147 Cordaville Road, with adjacent parcel of 0 Middle Road to the rear, as a possible alternate location for a Police and/or Fire and/or Public Safety facility as follows:
  • Determine whether adequate access for Public Safety vehicles (especially Fire) to Route 85 can be achieved, and at a reasonable cost;

The Board of Selectmen have appointed a Public Safety Study Committee to review the current Police and Fire Stations, and make recommendations for improvements to the Selectmen. Affordability is an important consideration for the Town. This will be the largest non-School building project that the Town has undertaken in decades.

Would like to understand the rational for taking the budget targets out?

NOTE: Any drawings, specifications, diagrams, or printed materials related to the study will remain the property of the Town of Southborough.

A Draft Report will be prepared to be used as the foundation for evaluation of options by the Board of Selectmen, Public Safety Study Committee, and Town Departments.

A comprehensive Final Report and Preliminary Site Layout will conclude the project. This process will provide the Board of Selectmen and the Public Safety Study Committee with the information necessary to make timely decisions based on their goal of effective long-range capital planning. A goal is to have the final plan presented at the Spring 2015 Annual Town Meeting for acceptance and/or funding of the next phase of the project. Work under this contract should be completed no later than 75 days after the contract is awarded. (If we let the contract for Oct 1, 75 days would be Dec 15 assuming we are going for full funding in April that will get us the time to socialize the plan.

It is anticipated that through this plan, architectural and engineering services will be contracted for the implementation phase, under a separate solicitation. M.G.L. c. 7, §38H, the Town may allow a designer who conducted the feasibility study to continue with the design of the project, but, nothing herein prohibits the Town from commissioning an independent review of the designer’s work to ensure its reasonableness and its adequacy before allowing the designer to continue on the project.

Primary project oversight will fall to the Board of Selectmen. Mark J. Purple, Town Administrator, will be the primary contact.

Public Participation

The project team shall recommend and facilitate a reasonable schedule of public meetings in order to provide the opportunity for public comment.

Selection Criteria

The project team will be selected by the Southborough Board of Selectmen with recommendations from the Public Safety Study Committee. The Boardreserves the right to request additional information from consultants submitting proposals and hold interviews with project teams.

The budget of the project is not to exceed $25,000. The project is being funded through funds approved at the 2015Special Annual Town Meeting.

The deadline for proposals is Friday, September18, 2015 at 10:00 a.m. (Can this be sooner?)

Minimum Evaluation Criteria

In order to be considered for selection the project team shall meet the following minimum criteria:

  • Completion of similar or comparable projects for at least three (3) Massachusetts communities;
  • Demonstrated expertise in the technical and professional background required by this project, particularly in Public Safety Facilities;
  • Demonstrated ability to complete the project within an approved project schedule. Please submit a timeframe for completion;
  • Qualifications, experience and involvement of the project team, including sub-consultants, in relation to successfully completed municipal projects of a similar nature;
  • Demonstrated ability of the consultant and key personnel to produce a high quality, state-of-the-art, creative, and economically feasible public safety site feasibility plan.
  • Submission of all required information specified herein.

Proposals which are most advantageous upon consideration of the evaluation criteria will be selected. Final selection of consultants will be made in as timely a manner as possible.

Submission Requirements

Five (5) copies of the Proposal, including Designer Selection Application (DSB-1), resumes of key staff who will be assigned to this project, with a description of responsibilities, identification of additional consultants needed for the duration of the project is important, and a list of references, including names and phone numbers of contact persons, from municipalities for whom the consultant has performed similar projects shall be mailed to:

Mark J. Purple

Town Administrator

Town of Southborough

17 Common Street

Southborough, MA 01772

Re: Southborough Public Safety Site Feasibility Plan – PROPOSAL

Fee proposal should be submitted as a lump sum under separate cover to the above address and indicated as:

Southborough Public Safety Site Feasibility Plan – FEE PROPOSAL

Statements of Proposals must be received at the above address by Friday, September 18, 2015 at 10:00 a.m. Facsimiles are not acceptable.

PRE-PROPOSAL CONFERENCE and SITE VISIT

There will be a pre-proposal conference and site visit at the Southborough Fire Station, 21 Main Street, Southborough, MAonSeptember 10, 2015 at 10:00 AM. The site visit will include the Transfer Station site at 147 Cordaville Road.

REQUEST FOR CHANGE OR INTERPRETATION

Proposers requesting a change in or interpretation of existing specifications or terms and conditions must deliver said request for change or interpretation in writing or via e-mailto the Town Administrator, 17 Common Street, Southborough, MA on or before 12:00 Noon, on Monday, September 14, 2015.

Page 1 of 6

RFP-Designer Services