sample RFP Police Station Study-2Town of xxxxx, xxxxx
Request for Proposals
Feasibility Study and Design Services for New Police Facility
The Town of xxxxx through its Awarding Authority, the Board of Selectmen,
and the Police Facility Study and Building Committee, is seeking proposals from qualified firms to provide architectural services through final design and construction of a new Police
Facility. The scope of services will entail a needs assessment, space planning, schematic architectural plans, site planning and construction cost estimates.
The Request for Proposals
document is available at the Selectmen’s Office, Town Hall, ADDRESS between 9:00 am and 4:00 pm, Monday through Friday (excluding holidays) until 3:00 pm on DATE
A Pre-Proposal Meeting
shall be held at 10:00 am on DATE. Proposal submittals must be made in a sealed envelope marked ‘Feasibility Study for New Police Facility,’ no later than 4:00 PM on DATE, to the Selectmen’s
Office, xxxxx Town Hall ADDRESS at which time they shall be opened and read out loud.
Initial scope of services is to be completed within 8 weeks. Proposers must designate all categories
of consultants proposed to be utilized for the project. The fee for services is to be negotiated, subject to a limit of $35,000.
The Town of xxxxx reserves the right to reject any
or all Proposals when it deems it to be in the best interest of the Town.
Board of Selectmen
Town Administrator
Chief Procurement Officer
Town
of xxxxx, xxxxx
Feasibility Study and Design Services
For
New Police Facility
A Introduction
The Town of xxxxx through its Awarding Authority, the Board of Selectmen, and the Police Facility
Study and Building Committee, is seeking proposals from qualified firms to provide architectural services through final design and construction of a new Police Facility. The initial
scope of services will entail a needs assessment, space planning, schematic architectural plans, site planning and construction cost estimates.
The overall project is to be managed
by the Study and Building Committee acting through its Owner’s Project Manager.
The Town of xxxxx is a community of NUMBER residents bordering the Cities of xxxx
xxxxx’s form of
government is open Town Meeting / Three member Board of Selectmen and a Town Administrator. The fiscal year YEAR operating budget is $AMOUNT.
B Police Department
The xxxxx Police
Department has a current roster of 15 full-time police officers, 8 part-time police officers, 2 full-time dispatchers and one part-time dispatcher. The Police Department has had to
reduce staffing due to the current economic down turn. It is short 4 full-time police officers and 2 part-time police officers. The Police Department’s fleet of vehicles includes 6
patrol cars, 4 unmarked cars, 1 motorcycle, 2 ATV’s with a trailer and 4 bicycles.
The current police facility is a converted school building that was originally constructed in 1874.
Four Town departments share the 2 story wooden structure and share public bathroom facilities. This historic structure is known as the Parting Ways building. It is located at ADDRESS
and shares a parcel of land with the Town Hall.
C Scope of Work
The Consultant selected to perform this work shall be responsible for providing all architectural, engineering and
consulting services necessary for completing the feasibility study in accordance with federal, state and local building codes and regulations. The Town reserves the right to retain the
designer selected for this phase of the project to perform services for the final design, permitting and construction phases.
1. Space Needs Assessment
Review Existing Facility
Prepare scaled plan of existing building with functional areas delineated
Prepare a list of functional areas with attendant square
footages
Summarize functional area list with inadequacies of each (include operational deficiencies together with any violations of federal and state codes and regulations)
Compare functional
area existing square footages with standards of police facilities built today, taking into account the size of the police force and the community.
Prepare a building assessment that
addresses building condition, anticipated life of mechanical, electrical, and building envelope components including functional obsolescence
Prepare a scaled drawing of existing site
including traffic circulation and parking areas for public, police staff and cruisers
Address security deficiencies
Evaluate public access, reception areas, privacy, and general use
accommodations
Review Existing Workload and Demands
Review all available data, including but not limited to:
Number of Calls-for-Service
Number of complaints
Number of crimes
committed
Number of investigations
Community Policing
Family Resources
HART Team
DCF Representative
Elder staff coordinator
Domestic violence coordinator
ensures safety
of victims;
arranges referrals for victims; and a
assist victims through the court process
BINGO program
Assist residents with PACE
Assist with emergency housing
Assistance
for Elderly and Disabled residents
(Home visits; Hospital Visits, Monthly scam updates)
Regional Policing Units
SCAT – South Coast Anti-Crime Taskforce
DA’s Cold Case Squad
Law
Enforcement Council
Dive Team
Swat Team
Search and Rescue Team
A data sheet attached to this RFP and labeled Appendix “A” contains statistics documenting the workload and activities of the Department for
YEAR.
Analysis of Future Needs
Analysis begins with the present day needs, projected increase in volume of demands and anticipated developments in the community police operations
from the present day to 20 years hence.
Growing customer demand
Town population growth
Organization personnel increases
Increase in equipment
Equipment / technology improvements
Vehicular
equipment
Public access and accommodations
ADA requirements
Female occupancy needs
Internal security needs
Privacy requirements
Detention facilities
Communications, internal
Proximity
of functional areas – work flow
Circulation – staff, public, interrogations, prisoners
Communications equipment, external
Private interrogation, report preparations and meeting spaces
Staff
needs – lunch room, showers, lockers, exercise area
Analysis, assumptions, projections, and forecasts are to be consistent with National Accreditation Standards for Police Facilities.
Space Planning
Building functional areas to be included in this study
Main entrance and reception area
Communication and dispatch area
Interview rooms
Report writing room, uniform
division
Detective interrogation area with administrative space, separate entrance
Police Chief and Deputy Chief offices
Superior Officers room
Staff – administrative offices
Records room
Evidence room: weapons, narcotics, refrigerator storage
Forensic evidence processing room
Equipment storage area
Training
room, seminars, in-house training
Conference room
Roll call room, meetings
Prisoner process area
Prisoner Sallyport
Cell blocks, male and female
Male & female locker rooms, showers,
toilets
Lunch break room
Range 3000/ Milo
Armory
Computer, telephone, radio equipment room(s)
Janitorial rooms
Emergency operations center
SEMLEC gear room- near Sallyport
All functional
areas are to include security of the most advanced (yet affordable) variety, including but not limited to video, audio, security glass, master locks, card and recognition access. Of
prime importance is the proximity of certain functional areas to each other to effect the most efficient and user friendly layout(s).
Site considerations:
The Town of xxxxx has
identified one (1) potential site for the new police facility. If the Consultant determines that this site is unsuitable, he shall so inform the Town as soon as possible in the scope
of his work and help identify suitable locations. All information in the Town’s possession on this site shall be made available to the Consultant. The Consultant needs to evaluate
Lot
size
Land cost
Loss of alternative use(s)
Central location
Zoning, setbacks
Topography
Environmental (wetlands, floodplain, aquifer protection)
Wetland flagging to be provided by others
Site
drainage
Access to public way(s), traffic controls
Secondary access
Traffic circulation pattern
Exterior lighting
Utilities – telephone, electric, gas
Water service, fire protection, hydrant(s)
Septic suitability
Test pits, percolation
tests by others
Compatibility with adjacent uses
Impact on abutters
Future expansion
Additional municipal use(s)
Parking areas – visitor, cruisers, staff
Curbing
Sidewalks
Vehicular
wash area
Impoundment area
Standby power
Radio communications, antenna
Sign(s), flagpole, landscaping areas
Facility Size
Utilizing National Accreditation Standards for Police Facilities
and the Consultant’s experience with police facilities comparable to xxxxx’s projected needs, provide the recommended square footage allocations for each of the functional areas in
Space Planning, 3a. and 3b.
With an understanding of xxxxx’s needs gained through the Space Needs Assessment, the Consultant shall provide a hierarchy of the functional areas together
with a justification for placement of those items placed in the bottom quarter of the list (C2 – Space Planning).
Building Structure
The Consultant needs to consider the various building
figurations: one-story slab on grade; one-story with full or partial basement; two-story with and without basement. ADA requirements, elevator(s), applicability of basement and second-story
space to the needs of the Department all need to be weighed with respect to construction and operational costs.
3. Preliminary / Schematic Design
a. Design Guidelines
The end product
of the work performed in tasks C1 and C2 is to be the basis of design for a new police facility. Although a thorough analysis of all factors listed in Space Needs Assessment and Space
Planning is expected, the Town recognizes that there will be some aspects of the site and the structure which will not be ideal.
The Police Station to be constructed at the culmination of this collaborative effort will be cost conscious and adhere strictly to the established budget. The primary purpose of the
feasibility study is to identify what can reasonably be expected within the constraints of a fiscally conservative municipality. The Consultant is expected in his schematic designs,
using value engineering techniques, to optimize space, to utilize multi-purpose areas where appropriate, to select function over form, to consider life cycle costs, and to incorporate
the use of common construction materials.
b. Design Requirements
The Consultant shall prepare a minimum of three (3) potential building layouts, pointing out the strengths and weaknesses
of each design.
Schematic designs shall be prepared to scale without dimensions on the drawings and/or perspectives. Drawings shall be accompanied by a list of each functional area
detailing the length and width to the nearest foot of said areas, and their corresponding square footages.
The total square footage of each design shall be shown on the drawings.
The
Consultant shall present the alternative designs to the Police Study and Building Committee. He shall assist the Committee in its analysis of the alternatives presented.
4. Preliminary
Design
a. Visuals
Based upon the Committee’s choice of design and the Committee’s comments, the Consultant shall prepare a more detailed preliminary design. It shall include:
i)
Scaled dimensioned and non-dimensioned plans as follows:
Plan view of structure
Exterior elevation of each side of structure
Site plan(s) to include building, parking areas, driveway
and circulation plan, wetlands, drainage, septic location, secondary access, accessory structures (standby power, communications)
ii) Perspective view of interior building layout
iii) Colored
perspective of exterior of building
b. Specifications
The Consultant shall prepare in written form his recommendations on the following:
Building envelope section to include materials and/or manufacturer’s brands
for roofing, doors, windows, walls, façade, soffits, fascia, gutters
Plumbing section describing rest rooms,
locker rooms, cells, lunch room,
showers, hot water equipment
Fire protection section describing sprinkler system, fire alarm system, master control box, backflow preventer
HVAC section
describing heating, ventilation and air conditioning system, size of equipment, number of zones
Electrical section estimating the electrical service size, lighting, security, generator,
elevator (if required)
Interior structural section describing interior walls, joists, beams, ceiling framing
Finishes section for interior walls, floors, ceilings, cabinets, counters,
built-in furnishings
c. Cost Estimates
i) Utilizing the detailed preliminary design and the proposed specifications, the
Consultant shall prepare a detailed cost estimate
for the building with numbers for each of the seven categories listed above, or figures in another organized format readily comprehensible by a layman.
ii) The Consultant shall prepare
a similar detailed cost estimate for each component of the site plan.
iii) Based upon the building layout and size, the Consultant shall prepare an estimate or allowance for furnishings
and equipment.
iv) The Consultant shall estimate the Architectural Fee for final design of the Police Facility based upon this Feasibility Study.
The consultant shall meet with the
Study and Building Committee to verbally present the cost estimates.
d. Project Schedule
Based upon the information developed by the Consultant as well as his experience with similar
projects, he shall prepare for the Town of xxxxx a projected timetable for the final design and for actual construction.
D Pre-Proposal Meeting
A Pre-Proposal Meeting shall be held at TIME on DATE, at the xxxxx Town Hall ADDRESS . Representatives from the Study and Building Committee will be in attendance
to present a brief overview of the project and to answer any questions. All prospective design consultants are invited to attend. Attendees, will be able to tour the current facility,
its site and location. The potential site for the new Police Facility shall be identified and may be viewed by attendees during their visit.
E Questions / Clarifications
Questions
arising after the Pre-proposal Meeting but before 4:00 pm on Thursday, February 2, 2011, may be addressed to the Town Administrator in writing by email. The Town Administrator or his
designee shall respond to the person raising the question with a copy of the question and his answer sent to all persons/Consultants who were present at the Pre-proposal meeting. Said
response may be by mail, fax or email. The Consultant, with his proposal, shall acknowledge his receipt of all such communications by attaching a written copy of same to the end of his
proposal
F Schedule
Time is of the essence in the performance of this work. The project shall begin upon the signing of a contract between the xxxxx Board of Selectmen and the
Consultant. All provisions contained in this Request for Proposals required to be met or performed prior to the Board of Selectmen’s execution of the Contract must be fulfilled by the
selected Consultant prior to that time.
The Consultant shall have eight (8) weeks to perform its work up to and including Section C3, Preliminary / Schematic Design. Following the Study
and Building Committee’s choice of one Selected Preliminary Design, the Consultant shall have an additional eight (8) weeks to complete all of the tasks in the scope of work except for
a presentation to the xxxxx Board of Selectmen, to be scheduled at the convenience of said Board.
If the Consultant determines that this schedule is not conducive to the performance
of the work, he shall propose an alternate schedule to the Study and Building Committee.
G Meetings
The following is a list of the meetings to be included and to be considered as
part of the work of the contract at no extra charge beyond the fixed fee agreed to between the Town of xxxxx and the Consultant:
Presentation and interview with the Study and Building
Committee as part of the Consultant selection process
Presentation and discussion with the Study and Building Committee of the results of the Space Needs Assessment and Space Planning (C1 and C2)
Presentation and discussion with the
Study and Building Committee of the three (3) Preliminary Schematic Designs
Presentation and discussion with the Study and Building Committee of the Selected Preliminary Design – Task
C4, in its entirety
Presentation to Board of Selectmen of the Selected Preliminary Design
All meetings between the Consultant and the Study and Building Committee or the Board of
Selectmen shall be held at a location in xxxxx.
Should the Study and Building Committee determine a need for any additional meetings, the Consultant shall accommodate the Committee
upon a notice of no less than seven (7) days. The Consultant shall receive a seven (7) day extension for the performance of the contract for each additional meeting if requested in
writing and deemed appropriate by the Town.
H Insurance
Evidence of the following insurances, at a minimum, shall be submitted by the each consultant as part of this proposal.
Any exception to these minimum requirements shall be prominently noted in the proposal and may be cause for rejection.
1. Professional Liability Insurance: Errors and Omissions in the
amount of $1,000,000.
2. General Liability: Bodily Injury & Property Damage in the amount of $1,000,000.
3. Motor Vehicle Liability: Bodily Injury & Property Damage in the amount of
$1,000,000.
4. Workers’ Compensation in accordance with xxxxx State Law
I Submission Requirements
1. The Consultant shall submit one original and six (6) copies of his Proposal
no later than 4:00 pm on DATE, to the Selectmen’s Office at the xxxxx Town Hall, xxx Main Street, ADDRESS,. Proposals received after this time will not be considered.
2. Proposals
shall be submitted in a sealed envelope/package clearly marked ‘Feasibility Study for New Police Facility.’
J Evaluation Criteria
Proposals shall be evaluated by the Police Facility Study and Building Committee on the following elements:
Firm & Consultant Qualifications
Years firm has
been in business
Size of staff in organization
Other qualifications
Type and names of other consultants to be used for the project
Professional Qualifications
Resumes of personnel
that will work on this project
Education, degrees, specialization
Years of experience in this line of work
Technical skills (e.g., AutoCAD, REVIT)
Professional organizations
Other qualifications
Re
levant Experience
Feasibility studies performed for municipal clients
Police feasibility studies within past ten (10) years
Architectural services, plans and specs for Police Stations
constructe
d Police Stations
Other relevant experience
References
Names & phone numbers of municipal clients
Project Approach
Narrative discussing methodology, schedule, approach
A
limited number of finalists shall be determined by the Committee’s scoring of all proposals submitted.
6. Interview Presentation Considerations
Clear, straight-forward
Organized
Communication
skills
Presentation materials
Innovation
Receptive to questions
Quick-thinking, appropriate, logical responses
K Feasibility Study Budget
The total amount budgeted for the feasibility study is a maximum of $35,000.00. The fee for the project is to be a negotiated fixed fee not to exceed
$35,000.00.
If the fixed fee cannot be negotiated to an acceptable amount with the top-ranked finalist after a reasonable period of time (30 days), the Town Administrator or his designee
will negotiate the fee with the next highest ranked finalist until an acceptable fee is negotiated. If an acceptable fee is not negotiated with any of the ranked finalists, the Board
of Selectmen will not award the contract and will re-advertise for proposals.
L Award of Contract
The xxxxx Board of Selectmen in its role as Awarding Authority shall decide which
Consultant shall perform the work as required for the Feasibility Study following a review of the report and/or recommendation of the Police Study Committee. The Selectmen reserve the
right to hear a presentation by the finalist(s) prior to the award of a contract.
M Deliverables
All work performed by the Consultant in carrying out the provisions of this project
shall become the property of the Owner (Town of xxxxx) when the listed tasks are completed. Schematic designs and plans shall be prepared in a printed format and electronically. All
written documents shall be prepared in Microsoft Office along with printed copies.
The Consultant shall prepare and submit ten (10) copies of its Summary Report to include:
Space Needs
Assessment
Space Planning
Preliminary Design
Floor Plan
Elevations
Functional Areas list with square footages
Colored perspective of building exterior
Site plan
Construction cost estimates
Projected
Schedules for Final design and Construction
The Consultant may not use any of the materials specifically prepared in course of performing the tasks enumerated in the scope of this
project without the written consent of the Town of xxxxx.
N Contract
Attachment ‘C’ contains the proposed contract to be signed between the Town and Consultant. No changes can be made to the language of this contract without the written
consent of both parties.
O Municipal Contact
The contact numbers for The Town Administrator are:
Office Phone
Office Fax
Email address
P Final Design
Although
it is the purpose of the feasibility study to set the table for a Final Design, neither the Study nor Building Committee nor the Board of Selectmen can provide any assurances at this
time that the project will move forward beyond the study phase.
Attachment A
The Department is committed to 100% narrative report writing rather than documenting 100%
of the Department’s activity. Thus we do not document every property check, RMV check or every interaction with the public. If we were to focus our efforts in this area the Department
would have likely generated another 20,000 Calls-for-Service.
xxxxx Police Department Data 2011
209A/hpo Violation 46
Admin Duties 118
Alarm Holdup/Bank/Other 622
All other offenses/trespassing 11
Ambulance 706
Ani
mal Complaint 158
Arrests 265
Assault Simple, No inj 6
Assault/w hands, fists injury 7
Assault /w other Dang weap. 1
Assist other police dept. 105
B&E w/forced
entry 38
B&E, unlawful entry, no force 12
Death/natural 1
Disorderly/dist peace 79
Disorderly/domestic 159
Disorderly/Noise complaint 111
Driving under the influence 2
El
der Affair 66
Explosive/bomb threat 1
Family Resource 11
Fireruns 165
Fireworks 5
Follow up to previous call 250
Found items 50
Fraud/bad checks 38
Harassm
ent 60
Humane calls/injured animal 106
Hunting Violation 1
Impound dog/dangerous animal 1
Larceny/B&E mv 66
Littering 12
Loitering/curfew 5
Lost items 11
Mental
Investigation 2
Missing person adult 9
Missing person child 8
MV recoveries only 4
MV theft-all other veh 2
MV theft-auto 7
Neighbor Problems 73
Non-criminal
complaint 5
Notification 89
Offenses against the family 1
Open Windows & Doors 13
Person Assist/Residence Check 554
Phone Call/Annoying/Obscene 25
Public Drinking 1
Rape by Force 1
Rape-attempted
forcible 1
Robbery by firearm 1
Robb. w/strongarm 1
Runaway 5
Serve 209A 80
Sex Offenses, not rape, prostitution 2
Shots fired 14
Stolen Prop: buy,
sell, receive 57
Suicide/attempted suicide 9
Summons service 230
Suspicion 122
Susp. Inv. 335
Susp. Mv 224
Threats 45
Traffic accident 175
Traffic
accident(hit & run) 40
Traffic moving 836
Traffic-non-moving 153
Vagrancy 1
Vandalism 109
Child Safety Seat Install 11
Directed Patrol 25
Disabled mv 9
E911
hangup/abandoned 59
E911 test calls 2
Election law violations 2
Illegal Dumping 2
Items returned to owner 10
Police Information 25
Prisoner Transport 55
Probate/civil
complaint 9
Road/safety hazard 39
Search warrant exec 5
School resource 5
Semlec activation 3
Suspicious person 1
Turned in items 2
Unwanted person 5
Wire
down/power outages 54
P/C other (section 12&35) 5
Assist agency, not police 6
Trespassing/orders 3
Total 6610
Attachment
PROPOSED AGREEMENT
TOWN OF XXXXX, XXXXX
AGREEMENT
BETWEEN
FEASIBILITY CONSULTANT
AND
TOWN OF XXXXX
INSERT A COPY OF YOUR TOWN’S STANDARD CONTRACT IF DESIRED