TOWN OF CHELMSFORD DOG PARK ADVISORY COMMITTEE (DPAC) Request for Proposals (RFP) Issued on November 22, 2013

Proposal Deadline Friday December 6, 2013 Interviews Wednesday December 18, 2013 I. GENERAL INFORMATION

The Town of Chelmsfords Dog Park Advisory Committee, through the Town Managers Office requests proposals from multi-disciplinary firms / individuals (landscape architects and civil engineers) for purposes of facilitating a design process and preparing construction documents for a new Town dog off leash recreation area
(dog park).

A preliminary concept design and budget has been prepared and may be used as the basis for submitting a proposal. However, proposals shall be based upon Task II, below. The dog park will be located within a designated two acres, within a larger town owned property, located at 54 Richardson Road. Currently, portions of the two acres are occupied by piles of gravel, stone and other misc materials associated with DPW operations. However, the site has been approved as the location for a town wide off-leash dog park. The Consultant will work directly with the Dog Park Advisory Committee (DPAC), an appointed town committee of the Town Manager. The design process will include typical design elements and site features common to a dog park. Design elements include but are not limited to overall layout, activity nodes, circulation and surface materials. Site features include but are not limited to fencing, man-made and natural features, shade structures, landscaping, lighting, irrigation, etc. One particular design element that shall be addressed in related to ensuring adequate and proper stormwater management. This is due to the site being located directly across the street, and within close proximity to the primary wellfield, of a public drinking water supply. In doing so, the Consultant shall contact the Water District to speak with them directly about potential stormwater management techniques. Parking will be a gravel surface and utilize the area as shown on the concept plans. The Town Conservation Agent has been consulted on the existence of wetland resource areas and required permitting. Based upon no presence of no on site wetlands, in fact the wetlands are located across the street, a minimal outer boundary of the 100 ft buffer zone and floodplain, a Notice of Intent is recommended for the work in the floodplain. Wetlands permitting can utilize the Towns GIS wetlands resource boundaries. The design process must reflect a construction budget of no more than $250,000. Anticipated Schedule The design process is expected to be completed within two months. Construction is expected to commence during the Spring of 2014. Coordination and Logistics - A 2008 /09 site survey / existing conditions is on file and available in CAD. However, this plan does not contain site specific data such as topo and wetlands that will be needed to obtain wetlands permitting and prepare construction / bid documents. For purposes of the design process, best available data / documentation shall be utilized. 1

Between late November through March 31st 2014, a contractor will be sifting / crushing and relocating existing piles from the subject site. Upon completion of relocation of piles, the Consultant can either update the existing 2008 09 survey plan and / or prepare a new existing condition survey plan. The survey plan shall include necessary detail for purposes of permitting and construction documents in shall include at a minimum; parcel boundaries for the dog park, topography and utility tie-ins.

All interested parties must submit ten (10) copies of their proposals containing complete information as requested in the Section III, by 3:00 PM on Friday December 6, 2013. All proposals shall be for the entire work required for completing the study. II. PROJECT DESCRIPTION AND SCOPE OF SERVICES The design process will consists of the following tasks: TASK I: REVIEW of EXISTING MATERIALS The following plans and supporting documentation will be provided to the firm / individual by the Town. Chelmsford Dog Association presentation materials GIS Wetlands data (floodplain, buffer zone) Conversation with the North Chelmsford Water District Existing utility data (water, sewer, electric) TASK II: TASK III: 1st MEETING with the DPAC Facilitate needs / wants discussion based upon review of Task I. Present initial Site Analysis& Evaluation related to items such as sun and wind exposure and other factors that may influence site design DEVELOPMENT OF CONCEPTUAL MASTER PLAN Based upon the results of tasks I & II, two conceptual site alternatives will be prepared for further consideration. The plans will be presented to the DPAC for purposes of receiving input and feedback. Prepare costs estimates for all proposed site / building improvements Project Schedule

TASK IV: PUBLIC PRESENTATION of SELECTED MASTER PLAN The Consultant will lead a power point presentation to the public. The presentation will highlight the committee process, decision making factors and criteria and proposed design.
TASK V: POST DESIGN

Apply / obtain a Notice of Intent with the Conservation Commission for work in a floodplain. Final Construction and Bid Documents

III. A.

PROPOSAL SUBMISSION REQUIREMENTS Three (10) copies of the proposals must be submitted no later than 3:00PM on Friday December 6, 2013. Proposals should be submitted and addressed to: Mr. Evan Belansky, Community Development Director 2

50 Billerica Road Chelmsford, MA 01824 B. Proposals should be clearly marked: PROPOSAL FOR DOG PARK DESIGN SERVICES C. i. Complete proposals must include the following: A listing of current and past, public and private projects of a similar nature with name and telephone number of reference person to contact photos may also be submitted. A general company/firm profile or brochure and list of key personnel who will participate on this project with resumes included. The identification of any and all consultants, engineers or sub-contractors who will work with the applicant with resumes attached (please identify the individual who will bear primary responsibility for this project). If the applicant is a joint venture (two or more independent firms applying together), all information should be shown for each partner in the venture. Proposed timetable for study Proposed estimated cost summary to provide services required Any other information that the applicant considers relevant for the purpose of evaluating its qualification for the project. SELECTION PROCESS The DPAC will review and rank all proposals using the above criteria. The DPAC will then interview selected firms / individuals. Proposals will be reviewed according to the following criteria: i. ii. iii. iv. v. Prior experience with similar projects, including feasibility studies for public facilities. Professional qualifications of staff and consultants who will work on the project. Clearly established capacity to complete scope of work on qualitative, timely basis. Completeness of Proposals submitted by each firm. Any other criteria that the Town considers relevant for the purpose of evaluating the firms qualifications for the project. Based upon the reviewed proposals and interviews a firm / individual will be selected. It is the intent of the Town of Chelmsford to negotiate all services within the appropriated amount. FEE 3

ii.

iii.

iv.

v. vi. vii.

IV. A.

B.

VII.

The fee for the project shall not exceed $25,000 VIII. GENERAL AND SPECIAL PROVISIONS A. The Town of Chelmsford reserves the right to reject any and all proposals, waive informalities, and to award contracts as may be in the best interests of the Town. B. The applicant selected shall be expected to comply with all applicable federal and state laws in the performance of services. C. The consideration of all proposals and subsequent selection of the successful applicants shall be made without regard to race, color, sex, age, handicap, religion, political affiliation or natural origin. D. Services provided by the successful applicant shall be rendered through professional services contract; the successful applicant will not be considered an employee of the Town and will not receive any benefits of any employee. E. The firm selected and its subcontractors must demonstrate to the Town that they possess Professional Services Liability/Errors and Omissions Insurance coverage of $1,000,000; General Liability coverage of $1,000,000; and statutory Workers Compensation Insurance. Certificates of Insurance will be submitted which lists the types and limits of such coverage. F. The successful firm will be required to complete all certifications required by the Massachusetts General Laws.

Please address any questions regarding this RFP to Evan Belansky at 978-244-3341 or email at ebelansky@townofchelmsford.us