Request for Proposals

Request for Proposals

Architectural & Engineering Services for

Building Renovation and Remodeling of the Northeastern Pennsylvania Alliance (NEPA) Office

Issuing Organization:

Northeastern Pennsylvania Alliance

1151 Oak Street

Pittston, PA 18640

Contact person:
Jeffrey Box

President &CEO

Phone: [phone]

Fax: [phone]

E-mail: [e-mail]

July 2015

Introduction

The Northeastern Pennsylvania Alliance (NEPA) is one of seven regional agencies in Pennsylvania designated as a Local Development District (LDD) by the state and federal governments to enhance economic and community development activities in the Commonwealth of Pennsylvania. NEPA serves a seven-county region that is comprised of Carbon, Lackawanna, Luzerne, Monroe, Pike, Schuylkill, and Wayne counties.

NEPA is a private non-profit agency with representation from the public and private sectors. NEPA’s goal is to provide a quality menu of programs and services that best match the needs of our partners, while providing tangible service to businesses, communities, and governments throughout the seven counties.

Background

The Pocono Northeast Development Fund (PNDF), DBA as the Northeastern Pennsylvania Nonprofit & Community Assistance Center (NCAC), an affiliate of NEPA Alliance, owns a 12,000 sq. ft. office building located 1151 Oak Street, Pittston Township, PA 18640, Luzerne County, Pennsylvania. NEPA serves as the site and facility manager and subleases space to partner nonprofits. Currently, there are two nonprofit tenants with approximately 1,000-2,000 square feet of space remaining for a third tenant. The site is 0.98 acres in size and is accessed from Oak Street through two easements, which are attached to the deed.

NEPA recently completed site improvements in 2014 that included the addition of a retaining wall and an expansion and resurfacing of the parking lot. The site layout currently accommodates 67 parking spaces, 2 of which are designated for the physically challenged.
Scope of Services
The successful Consultant shall provide any and all expertise, labor, estimates and documentation, necessary to provide a scoping and feasibility study and project design and construction to renovate and remodel the 12,000 square foot office facility that maximizes productivity, work flow and leasable space. Please breakout proposal costs for the following:
Phase I

1. 
   Building Renovation & Remodeling Scoping and Feasibility Study
   

Consultant is to provide multiple design options that maximizes productivity, work flow and leasable space within the facility. The options should include a menu of necessary and optional improvements that coincide with each option and provide cost estimates (design, construction, equipment, permits) for the improvements. Building improvement must include HVAC system upgrades and insulation. Other improvements can include electrical upgrades, lighting improvements, restroom renovations, exterior door replacement, and general remodeling and enhanced aesthetics (carpet, paint, signage, etc.). In addition, NEPA would like to explore the inclusion of solar panels in the project scope. Americans with Disability Act (ADA) and other regulatory requirements should be included within the cost analysis of the study.
Please breakout cost proposal for this service.
Phase II
1. Design & Construction

The Consultant will develop a project design for the implementation of the agreed upon improvements/recommendations from the scoping and feasibility study. The design will include plans, drawings, specifications and bid documents necessary to begin construction. The Consultant will be responsible for submitting plans for review by Pittston Township and will see through the permit process. The consultant will prepare bid documents for a General Contractor and will conduct oversight of the building renovation and remodeling.

* NEPA reserves the right to engage the consultant for Phase I of the scope of work described herein and NEPA is not obligated to engage the consultant for Phase II of the Scope of Work.
* Deed, site plans and facility drawings are available for review at the NEPA Office by contacting Jeffrey Box at 570-655-5581 or [e-mail].
General/Required Information

1. 
   Rejection of Proposal Submittals: This Request for Proposal does not commit NEPA to award a contract, to pay any costs incurred in the preparation of this RFP, or to procure or contract for services. NEPA reserves the right to accept or reject any or all RFP’s received pursuant to this Request, to negotiate with all qualified consultants, or to cancel in whole or in part, this RFP, if it is in the best interest of the issuer to do so.
   
2. 
   Incurring Costs: NEPA shall not be liable for any costs incurred by consultants prior to, or during the development of a contract.
   
3. 
   Amendment to the Request for Proposals: If it becomes necessary to revise any part of the RFP, an amendment will be issued to all Consultants that received the original RFP.
   

Response Date: NEPA will receive RFP responses from qualified consultants at the NEPA Offices at 1151 Oak Street, Pittston, PA 18640, Attn: Jeffrey Box, until 4:00 P.M., August 14, 2015. RFP responses submitted after this deadline shall be rejected. RFP responses may be delivered via U.S. mail, overnight express, hand delivery, or e-mail to: [e-mail]. All RFP responses should be clearly marked “RFP – NEPA Architectural & Engineering Services.”

4. 
   Project Start Date: The tentative start date for the project is within 2 weeks of award (August 2015).
   
5. 
   Questions regarding this RFP: If you have questions regarding this RFP contact Jeffrey Box at [phone] or via e-mail at [e-mail].
   
6. 
   Small and/or Certified Minority & Women Owned Businesses: Efforts will be made by NEPA to utilize small businesses and minority-owned businesses as defined by the Pennsylvania Department of General Services.
   
7. 
   Oral Presentation: Consultants submitting a proposal may be required to deliver an oral presentation after submission and prior to final Consultant selection. It is preferred that the project leader who would likely be assigned to this initiative participate in the oral presentation.
   
8. 
   Consultant Responsibilities: The selected Consultant will be required to assume responsibility for all services offered in the proposal. This shall include all approved sub-contractors. Further, the issuer will consider the selected Consultant as the sole point of contact with regard to contractual matters.
   
9. 
   Standard Contract: The selected Consultant will be expected to enter into a contract that shall be provided by NEPA.
   
10. 
    Consultant Rejection: NEPA shall notify in writing all Consultants that were not selected for this project.
    
11. 
    Subcontractor Approval: Any/all subcontractors proposed to be used as part of this project must be disclosed to NEPA for approval. If subcontractors are to be used, a complete description of the subcontractor qualifications and personnel shall be provided.
    
12. 
    Consultant Qualifications: Consultant must be a licensed engineering firm by the Commonwealth of Pennsylvania and insured as such.
    
13. 
    Proof of Professional Liability Insurance: A proof of insurance certificate shall be provided with the proposal indicating professional liability insurance coverage.
    
14. 
    Meeting to Review the Site: Any firm preparing to respond to this RFP should contact Jeffrey K. Box, NEPA President & CEO for appointment.
    

Contract

1. 
   Period of Performance - The period of performance for this program will be 3 months from the date of the contract for Phase I and 6 months for Phase II, if the project advances past Phase I. An extension of service beyond the date indicated may be authorized.
   
2. 
   Payment – Payments will be made by NEPA during the term of the contract based upon invoices from the Consultant detailing work performed that allows NEPA to determine that satisfactory progress is being made.
   
3. 
   Options - At the discretion of NEPA, this contract may be amended, terminated, or extended beyond the specified contract at any time in writing by NEPA. The cost for the option periods will be agreed upon by NEPA and the Consultant.
   
4. 
   Confidentiality - The Consultant agrees to keep in confidence all information discussed, revealed, or produced during the course of providing services to NEPA.
   

Proposal Format

In order to be considered for selection, the Consultant must submit a complete response to this RFP and be prepared to present their product to NEPA and its selection committee.

1. 
   Proposal Details: Proposals should not exceed four (4) pages in length and should be typed on 8.5 X 11 inch pages with margins no smaller than one (1) inch. Font size should be no smaller than twelve (12) point.
   
2. 
   Signature: Submitted proposals must be signed and dated by the executive of the company/organization.
   
3. 
   Amendments: Except for amendments as specified above, no modifications or extensions will be entertained after the proposals are received.
   
4. 
   Economy of Preparation: Proposals should be prepared simply and economically, providing a straightforward, concise description of the Consultant’s ability to meet these requirements.
   

The proposal should include the following headings and table:

1. 
   Understanding the Need: The Consultant shall demonstrate an understanding of the overall need, objectives and Scope of Services.
   
2. 
   Consultant Qualifications & Past Performance: The Consultant shall outline the ability to meet the terms of the RFP considering time constraint, quality, relevancy, etc. The consultant shall summarize similar projects that were completed including the business/organization/agency name, contact person, and telephone numbers for reference purposes.
   
3. 
   Special Characteristics: Special designations of the firm recognized with state or federal certifications or other noteworthy characteristics relevant to the project.
   
4. 
   Personnel Qualifications: Refers to the competency of the professional personnel assigned to the project. Qualifications will be measured by experience, certification, and education, especially the qualifications of the Project Manager.
   
5. 
   Cost Proposal: Prepare a detailed cost estimate for work described under Scope of Services.
   

Selection Process and Criteria for Selection
Selection Process and Criteria for Selection: All proposals received from consultants will be reviewed and evaluated by NEPA and may include other individuals/entities selected by NEPA. NEPA will select a Consultant that is best qualified and experienced to meet the requirements of the Scope of Services and best suits the needs of clients to be served by the initiative.

1. 
   Criteria for Selection: The following are criteria that will be used in making the Consultant selection:
   
   1. 
      Understanding the Need: The Consultant shall demonstrate an understanding of the overall need, objectives and Scope of Services.
      
   2. 
      Consultant Qualifications & Past Performance: The Consultant’s ability to meet the terms of the RFP considering time constraint, quality, relevancy, etc.
      
   3. 
      Special Characteristics: Special designations of the firm recognized with state or federal certifications or other noteworthy characteristics relevant to the project.
      
   4. 
      Personnel Qualifications: Refers to the competency of the professional personnel assigned to the project. Qualifications will be measured by experience, certification, and education, especially the qualifications of the Project Manager.
      
   5. 
      Cost Proposal: Cost estimate for work described under Scope of Services.
      

2. 
   Nonresponsive Proposals: Proposals may be judged nonresponsive and removed from further consideration if any of the following occur:
   

1. 
   The proposal is not received timely in accordance with the terms of this RFP;
   
2. 
   The proposal does not follow the specified format.