Request for Proposal Bid
Braintree Town Campus Feasibility Study
PREPARED BY TOWN OF BRAINTREE
September 17, 2024
GENERAL NOTES
- Sealed bid packages must be received by the Town of Braintree by the time and date specified below and can be either delivered or mailed to the Braintree Town office (932 Vermont Route 12A). The winning bidder will be selected at the sole judgment of the Town of Braintree’s Selectboard based on technical expertise and experience, cost, project schedule, and completeness of proposal. The Town of Braintree reserves the right at its sole discretion to reject any and all bids, wholly or in part, to waive any informalities or any irregularities therein, to accept any bid even though it may not be the lowest bid, to call for rebids, to negotiate with any bidder, and to make an award which in its sole and absolute judgment will best serve the Town’s interest. The Selectboard reserves the right to investigate the financial responsibility of any bidder to determine his or her ability to assure service throughout the term of the contract. The selected contractor will work for the Town of Braintree’s Selectboard and will be responsible to the Town for satisfactory completion of the project. Once the project is awarded to a Contractor, and that Contractor is given the Notice to Proceed by the Town, the Contractor shall have until the completion date shown below to complete any and all work awarded by the Town of Braintree. Payment for services rendered in accordance with the contract will be made within 30 days of successful completion of the final inspection of the property.
- All work will be under the supervision of the Town of Braintree Selectboard Chair, Megan O’Toole, and all questions shall be addressed to her via phone at (802)249-9882. You can also email her at braintreesb.motoole@gmail.com.
- Site visits to the sites listed below are highly recommended to determine the scope of work. Contractors may contact the Selectboard Chair, Megan O’Toole (see contact information above) to schedule times for site visits.
Deadline for completion of the project will be December 1, 2024.
- Proposals must be received by 4 PM Tuesday, October 15, 2024, at the office of the Braintree Town Clerk, 932 Vermont Route 12A, Braintree, Vermont, 05060 c/o Braintree Selectboard. The bid packet shall state “Braintree Town Campus Feasibility Study – Bid” on the outside, or the subject line. If emailed, send to Megan O’Toole (braintreesb.motoole@gmail.com).
Scope of Work
Overview of the project: The selected contractor will conduct a high-detail feasibility study, including a break down of probable construction costs to lump sum and per unit
costs, for exploring possible ideas for the relocation, reconstruction, or renovation of the municipal buildings in Braintree, which include the Town Hall, Town Office, and Town Garage (including Salt Shed Annex). The selected contractor will research the Town’s options
for the listed buildings and provide factors that the Town should consider when deciding what
to do with the structures. This assessment will be used by the Town to determine next steps, which may include pursuing grants and/or other funding to undertake repairs and construction.
Description of work:
Task 1: Project kick-off meeting. The contractor will meet for one-hour with members of the Selectboard and other town officials and staff to discuss the scope of the project and answer any questions that the contractor has about the scenarios and potential outcomes of the feasibility study.
Task 2: Data collection and research – Compile and review any previous assessments, reports, and studies as they relate to the current municipal buildings. Data collection should include interviews with the Town Clerk/Treasurer, Highway Foreman, and Town Administrative Assistant to understand the full scope of current function of town buildings, and the needs associated with each space in the future. Data collection may include, but is not limited to, any other relevant information from Towns in the region or the State of Vermont that have recently undertaken comparable projects and improvements.
Task 3: Examine the quality of data collected in Task 1, and gather any necessary additional information for the municipal buildings to evaluate each scenario, listed below. The following scenarios to be evaluated include:
Scenario 1
- Move garage to new parcel in West Braintree near existing Town Hall (note: location of such parcel is TBD)
- Move Town Office operations to Town Hall in West Braintree, renovate Town Hall space to accommodate this additional use
- Continue to use Town Hall as an event and meeting space
- Sell parcel where current Town Office and Garage Buildings are located for development as housing.
Scenario 2
- Keep garage on existing parcel in South Braintree and make necessary improvements or rebuild
- Move Town Office operations to Town Hall in West Braintree, renovate Town Hall space to accommodate this additional use
- Continue to use Town Hall as an event and meeting space
Scenario 3
- Keep Town Garage and Town Offices on existing parcel in South Braintree and make necessary improvements or rebuild (note: this could include reconstructing the Town Garage and Town Offices into one building envelope)
- Continue to use Town Hall as an event and meeting space with no improvements or renovations
Task 4: Upon evaluation of the Scenarios listed above, the contractor will compile and submit a draft report to the Braintree Selectboard for their review and comment. The report should include an evaluation of considerations for each scenario, including but not limited to initial and ongoing estimated costs. The report should recommend a preferred scenario based on costs and should align with the needs of the town based on its size and rural, non-commercial character. Upon delivery of the draft report, the contractor will schedule a one-hour meeting with the same group of Town officials and staff that participated in the kick-off meeting, if available, to discuss the draft findings of the study and the recommendations of the report.
Task 5: Within two weeks of receiving written feedback and questions from the Selectboard on the draft report, the contractor will implement the changes, if any, suggested by the Selectboard and finalize the report for submission to the Selectboard.
Contents of Proposal
The proposal submitted in response to this RFP should include:
- A proposed approach to completing all of the Tasks listed above in the Scope of Work.
- A brief description of the resources and team, including relevant team member experience, that will be used to complete the Tasks (team member resumes may be submitted, but are not required)
- One or more examples of feasibility studies (or comparable studies) that have been previously completed.
- One or more examples of projects completed for Vermont municipalities in the past three years.
- Compliance with the Insurance Requirements listed in Attachment A.
- Any other information that is relevant to respond to this RFP.
Attachment A: Insurance Coverage Requirements
The contractor shall agree to provide and maintain the following types and amounts of insurance for the term of this contract. This insurance shall be obtained from an insurer having an A.M. Best Insurance Rating of at least A-, financial size category VII or greater. [www.ambest.com]
Commercial General Liability Coverage:
Commercial General Liability Insurance including but not limited to Bodily Injury, Personal/Advertising Injury, Broad Form Property Damage, Products and Completed Operations Liability and Contractual Liability with limits of, at minimal, $1,000,000 Combined Single Limit for each occurrence.
The Contractor must list the Named Member as Additional Insured on their Commercial General Liability Policy.
Commercial Auto Coverage:
Commercial Auto Liability Insurance covering all Owned & Hired and Non-Owned vehicles, with limits of, at minimal, $1,000,000 Combined Single Limit for each occurrence.
The Contractor must list the Named Member as Additional Insured on their Commercial Auto Liability Policy.
Workers’ Compensation & Employers Liability Insurance:
Statutory Workers Compensation Insurance and Employers Liability with limits of, at minimal,
$1,000,000 any one occurrence
The Contractor must show evidence of Workers Compensation and Employers Liability Insurance Coverage
Braintree, VT Front Porch Forum