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sample RFP Police Station Study-21 Town 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 2 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. 3 1. Space Needs Assessment a. 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 b. 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 4 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. c. 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. 2. Space Planning a. 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 5 • 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). b. 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 6 • 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 c. 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). d. 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. 7 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 i) The Consultant shall prepare a minimum of three (3) potential building layouts, pointing out the strengths and weaknesses of each design. ii) 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. iii) The total square footage of each design shall be shown on the drawings. iv) 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: (a) Plan view of structure (b) Exterior elevation of each side of structure (c) 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: 8 i) Building envelope section to include materials and/or manufacturer’s brands for roofing, doors, windows, walls, façade, soffits, fascia, gutters ii) Plumbing section describing rest rooms, locker rooms, cells, lunch room, showers, hot water equipment iii) Fire protection section describing sprinkler system, fire alarm system, master control box, backflow preventer iv) HVAC section describing heating, ventilation and air conditioning system, size of equipment, number of zones v) Electrical section estimating the electrical service size, lighting, security, generator, elevator (if required) vi) Interior structural section describing interior walls, joists, beams, ceiling framing vii) 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. 9 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: 51 Presentation and interview with the Study and Building Committee as part of the Consultant selection process 10 52 Presentation and discussion with the Study and Building Committee of the results of the Space Needs Assessment and Space Planning (C1 and C2) 53 Presentation and discussion with the Study and Building Committee of the three (3) Preliminary Schematic Designs 54 Presentation and discussion with the Study and Building Committee of the Selected Preliminary Design – Task C4, in its entirety 55 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.’ 11 J Evaluation Criteria Proposals shall be evaluated by the Police Facility Study and Building Committee on the following elements: 1. 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 2. 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 3. Relevant Experience • Feasibility studies performed for municipal clients • Police feasibility studies within past ten (10) years • Architectural services, plans and specs for Police Stations • constructed Police Stations • Other relevant experience 4. References • Names & phone numbers of municipal clients 5. 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 12 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: a. Space Needs Assessment b. Space Planning c. Preliminary Design d. Floor Plan e. Elevations f. Functional Areas list with square footages g. Colored perspective of building exterior h. Site plan i. Construction cost estimates j. 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. 13 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. 14 xxxxx Police Department Data 2011 209A/hpo Violation 46 Admin Duties 118 Alarm Holdup/Bank/Other 622 All other offenses/trespassing 11 Ambulance 706 Animal 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 Elder 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 Harassment 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 15 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 Tra ffic 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 16 Assist agency, not police 6 Trespassing/orders 3 Total 6610 Attachment PROPOSED AGREEMENT TOWN OF XXXXX, XXXXX AGREEMENT BETWEEN 17 FEASIBILITY CONSULTANT AND TOWN OF XXXXX INSERT A COPY OF YOUR TOWN’S STANDARD CONTRACT IF DESIRED