Oswegatchie Fire Station Committee Meeting Agenda

FIFTEEN ROPE FERRY ROAD WATERFORD, CT 06385-2886
AGENDA
OSWEGATCHIE FIRE STATION BUILDING COMMITTEE
November 9, 2023
Oswegatchie Fire Station
24 Floor Meeting Room
6:30 PM
1. Callto order
2. Pledge of Allegiance
3. Public comment
4. Opening remarks
5. Review and approval of meeting minutes, August 15th
6. Oswegatchie Volunteers Lease Status
7. Discussion on approach to secure public input
8. Continuation of Needs / Wants Assessment
9. New Business, Follow-on Actions
10. Adjournment

TITLE PAGE

On behalf of the Oswegatchie Fire Station Building Committee (“Committee”), the Town of Waterford
(“Town”) Purchasing Agent is requesting management and fee proposals to provide Program
Management Services during the design, construction, commissioning and close-out phases for the
construction of the Oswegatchie Fire Station.
The Consultant will work under the auspices of the building committee and will coordinate a project
team generally consisting of the architect/engineer (A&E), independent specialty consultants, and the
construction contractor. Services provided by the Program Manager (Consultant) will be those necessary
to complement the efforts of team members, and to provide the appropriate oversight and monitoring to
ensure the successful completion of the project.
Overview
Built in YEARS on a site consisting of XX acres, the existing fire station no longer meets the space,
personnel, or apparatus and equipment storage needs of the Fire Department, whose members serve as
first responders for fire and medical emergencies, therefore, it is imperative that the existing building
remain fully operational during the design and construction of the new building.
The Committee is in the process of selecting an architectural and engineering firm who will guide the
design, specialty consulting, and construction administration processes; the A&E selection process is
estimated to be completed in October 2023. The Committee intends to use a bid/build project delivery
method for construction of the new building.
Scope of Services
The Committee anticipates that the Program Management assignment will include, but may not be
limited to the following suggested scope: —
1. Provide program management on behalf of the Committee while reporting directly to the
Committee.
2. Attend all committee meetings, which are presently scheduled for twice per month, and all special
meetings as requested by the Committee.
3. Assume the lead role.in developing / vetting the project budget, schedule, and construction phasing
during the preconstruction phase, including coordination between the project architect, engineer
and specialty consultants, and assist with preparation of the project construction documents, budget
and schedule.
4. Assist the Owner (if requested) in preparing presentations to the Boards of Selectmen and Finance
and the Representative Town Meeting that are required for full project funding.
5. Provide input and guidance regarding constructability issues, risk, material selection, long lead
deliverables, scheduling and potential schedule conflicts, possible value engineering options, site
access and logistics, site security, and physical project interface with the neighborhood and public.
6. Review bid documents developed by the team to ensure documents are complete and coordinated,
and include all applicable bidding requirements (e.g. DAS prequalification, CHRO set-aside
requirements).
7. Coordinate building permits, trade submittals, requests for information and shop drawings.
8. Perform site visits during construction.

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Represent the Owner at construction meetings, which are typically scheduled weekly.
During the construction phase assist in and monitor clear, timely and effective communication
between and among members of the project team.
Perform on-going monitoring of the project budget for total cost — both construction and soft costs;
report cost and budget status monthly to the owner:
a. Review and monitor the constructor’s general conditions costs and use of contingency funds;
b. Provide real-time reporting on change orders / potential change orders.
c. Advise the owner of cash flow projections and eligibility for any Federal and/or State
reimbursement.
Review all invoices / applications for payment for accuracy, work-in-place, validity with contract,
and documentation of reimbursable expenses / indirect work.
Develop and maintain detailed proposed change order and change order logs submitted by the
constructor; review / monitor those between the constructor and trade/sub-contractors; review and
provide recommendations on all change order requests; track changes due to existing conditions,
owner-requested, errors and omissions. .
Monitor requests for information (RFIs), design sketch and design bulletin logs; track / follow-up
on deliverables and due dates.
Monitor and review performance of the A&E construction administration services.
Monitor and remain fluent in regard to the project schedule, critical milestone events, work
completed, and productivity on site.
Monitor and report on the implementation and effectiveness of the constructor’s site and
construction safety program. “ees
Monitor and ensure that the constructor maintains adequate, accessible, complete, timely, secure
and protected project files and records, including inspection reports, safety reports, requests for
information, communications, field reports, certified payroll records for prevailing wage, etc.
Monitor and report on regulatory, construction and any special inspections.
Manage project punch list, commissioning and close-out, delivery of operating manuals and attic
stock, and obtaining a certificate of occupancy.
Assist with the financial and documentation close-out of the project.
Format of Proposal
All responses to this RFP must conform to these instructions.
I.
IL.
Delivery of responses:
e Responses must be in sealed envelopes and marked with the reference title, the number XXX,
and due date and time. The Candidate’s name and address must appear on the envelope.
e The Town of Waterford is dedicated to waste reduction and the practice of using and promoting
the use of recycled and environmentally preferable products. Bidders are encouraged to submit
bids that are printed double-sided (except for the signed proposal page) on recycled paper, and to
use paper dividers to organize the bid for review. All bid pages should be secured with a binder
clip, staple or elastic band, and may not be submitted in plastic binders or covers, nor may the bid
contain any plastic inserts or pages.
Information should be complete, accurate and concise; your submittal should include as a
minimum:
e Company overview, including history, identification of business and management structure.

A narrative explaining your approach to providing project management oversight regarding the
subject project — especially given the project size, duration, public exposure and interest,
schedule and potential risks.
Proposed project team — personnel and resumes.
Information regarding any proposed management systems or project management oversight
procedures to be employed.
List all municipal and/or public projects in Connecticut that have been completed and/or are in-
process during the past seven (7) years; provide the owner’s name and contact information,
project description and value, start and completion dates, and other pertinent information.
Sample of all reports (financial, progress / status, schedule, etc.).
List of sub-consultants (if any) and all attendant fees.
Qualifications Review and Selection Process
Following initial review, candidates will be short-listed to semi-finalists, who will be invited to make a
presentation to the building committee; the presentation may not exceed thirty (30) minutes and will be
followed by a question and answer period of approximately thirty (30) minutes. Interviews will begin at
TIME p.m. on DATE at LOCATION Waterford, Connecticut. Semi-finalists will be advised
approximately DATE 2023 of their presentation time, and should be available to attend on the above
dates. The Owner may opt to hold a second interview with two or more finalists.
Selection Criteria
The Owner will evaluate qualifications and proposals based on the following criteria:
A.
w
ame eS
Candidate’s background and professional expertise, including size and scope of previous
projects, and specific expertise coordinating the design and construction of municipal and/or
coastal projects, the rebuild of damaged spaces, special qualifications (e.g. sustainable design),
and the quality and experience of assigned personnel.
The Candidate’s ability to complete the project within the required timeline, and to commit staff
in a timely way when requested.
The Candidate’s demonstrated understanding of the work.
Evidence of any special or innovative approach that the firm will use.
The proven ability to submit cost-effective solutions.
Fee proposal.
After review of all factors, terms and conditions, including price, he Town of Waterford reserves the
right to reject any and all proposals, or any part thereof, or waive defects in same, or accept any proposal
deemed to be in the best interest of the Town of Waterford.

Fee Proposal and Agreement
e State your firm fee proposal per month, and its basis per month (the number of hours per employee)
for that rate. Submit hourly rates per discipline / employee for additional work that may be required;
rates should include any annual increases anticipated beyond the first year of the work.
e Submit a sample contract between your firm and the Town of Waterford.
Proposed Project Schedule
Submission of detailed qualifications DATE
Notification of short-list status DATE
Candidate interviews DATE
Selection and notice to proceed approximately DATE
Bidding and start of construction DATE
Final completion DATE
Notes to Candidates
Questions concerning this Request for Proposal shall be in writing and directed only to:
Shea Moses, Purchasing Agent
EMAIL
Inquiries must reference RFP #XXXand must be received no later than noon on DATE. Failure to
comply with these conditions will result in the Candidate waiving the right to dispute the bid
specifications and conditions.
Response will be in the form of an addendum that will be posted approximately DATE to the Town of
Waterford website, which is www. WEBSITE. It is the responsibility of each bidder to retrieve addenda
from the website. Any contact about this bid between a Bidder and any other Town official and/or
department manager and/or Town of Waterford employee, other than as set forth above, may be grounds
for disqualification of that Bidder. No questions or clarifications shall be answered by phone, in person
or in any other manner than specified above.
You must submit two (2) written copies of your qualifications, with a copy on disk; because proposals
will be emailed to building committee members, file size may not exceed 5 MB for any single file.
Proposals must be received by 2:00 p.m. on DATE to:
Shea Moses, Purchasing Agent
Town of Waterford
ADDRESS

Town of Waterford — Purchasing Agent
Request for Proposal #XXX
Program Management Services — Design, Construction and Close-out of Oswegatchie Fire Station
Item Number Description Proposed Amount
The number of hours and total
fee for services (including $ not-to-exceed fee for Phase I, based on
salary, overhead, profit, etc.)
provided during Phase I design total hours.
development and bidding
phases.
The fee per month and the oe
estimated hours per month for $ not-to-exceed fee per month for Phase II,
II services provided during Phase ’
II construction and project based on hours per week:
closeout :
Markup and estimated total for $ “total reimbursable expenses
Ii reimbursable expenses’ . oe
(mailings, reproduction costs, Multiplier
etc)
IV Estimated not-to-exceed total $ - Estimated not-to-exceed total for the
: project.
Having carefully examined the specifications and requirements contained herein for program management services for the Town of Waterford, the
undersigned: certifies that it has examined-and fully compréhends all available information and requirements and submits this proposal for consideration:
Proposal of -
(name of company / firm)
Located at:
(street‘address)
(city / state / zip code)
Name:
(authorized representative)
Title:
Signature Date
' Reimbursable expenses to be agreed-up by the Owner and must comply with all State and Federal guidelines for rate and
application.

ACCEPTANCE PERIOD
In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of ninety (90) days after the
closing date for submission, and may be extended beyond that time by mutual agreement. Prices quoted must be firm, for
acceptance by the Town of Waterford, for a period of ninety (90) days.
ADDENDA TO THE RFP
In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all prospective firms who have
received the RFP documents.
THE CANDIDATE _
The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual physical conditions of the
various actual and proposed project sites. The submission of'a proposal shall be construed as evidence that the Candidate has
examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment or materials required or
difficulties encountered that could have been foreseen will not be recognized.
ASSIGNMENT OF CONTRACT
No contract may be assigned or transferred without the consent of the Purchasing Agent.
INSURANCE COVERAGE
The successful Candidate will be required to furnish and maintain professional liability insurance and a comprehensive
general liability certificate of insurance naming the Town of Waterford as additional insured. The insurance is to be suitable
liability, worker’s compensation, and professional coverage. The Certificates of Insurance will be provided by companies
licensed in the State of Connecticut and:will be in reasonable amounts satisfactory to the Town.
FEDERAL, STATE AND LOCAL LAWS
All applicable Federal, State, and local laws, and rules and regulations of all authorities having jurisdiction over the locality of
the project shall apply, to the contract and.are deemed to be included herein.
RIGHT TO ACCEPT / REJECT
AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE,
THE PURCHASING AUTHORITY OF THE TOWN OF WATERFORD RESERVES THE
RIGHT TO REJECT ANY AND ALL BIDS, OR ANY PART THEREOF, OR WAIVE
DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST
INTEREST OF THE TOWN OF WATERFORD.