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Town of Wilmington

REQUEST FOR PROPOSALS (RFP) FOR CONTRACTING SERVICES

 

Door Replacement and Insulation & Air Sealing Services for Wilmington Memorial Hall

 

INTRODUCTION

The Town of Wilmington (‘the Town’) is requesting proposals from qualified Vermont-licensed contractors to provide services per plans and specifications to the Town for four door replacements with air sealing, insulation for main floor including stage area walls & ceiling and basement cavity wall, and associated carpentry work at Memorial Hall. All work shall be compliant with plans and specifications and all local, state and federal codes.

 

The Town of Wilmington received a grant through a Cultural Facilities Grant funded by the State of Vermont and administered by the Vermont Arts Council.

 

PROJECT BACKGROUND

Memorial Hall is a historic landmark and a valuable community asset to the Town of Wilmington. It was built in 1902 by Major Frank Childs as a memorial to his Civil War colleagues and to the founders of the town. It also served as the entertainment theatre for the adjacent Childs Tavern (now the Crafts Inn). It is the Town’s intent to renovate this building to preserve its historic qualities, improve its energy efficiency and to encourage its use for a variety of community and entertainment events. The history of the building can be reviewed on the town website http://www.wilmingtonvermont.us.

 

The Town had a thermal audit of the building completed in December 2012, along with recommendations and cost estimates. The audit and cost estimates are available upon request.

 

GENERAL REQUIREMENTS

Record of respondent’s current licenses shall be on file and in good standing with the Vermont Secretary of State’s office. Please       provide your license number and information for confirmation with the State of Vermont. This applies to general contractors, electrical contractors and all required sub-contractors. The insulation and air sealing contractor must be BPI-certified and enrolled in the Efficiency Vermont Building Performance program and commit to processing all necessary steps to secure available rebates from this program.

 

To be considered, proposals must be submitted electronically or in writing to the Town of Wilmington by September 21,2015 at 4pm. The email subject line should be ‘Wilmington Memorial Hall Bid and the email must be sent to the following addresses: Scott Murphy, Town Manager, smurphy@wilmingtonvt.us(2) copies of printed proposals must be received by the Town of Wilmington, P.O. Box 217 Wilmington, VT 05363. Proposals and/or modifications received after the bid deadline will not be accepted or reviewed.

Pre-bid site visits for prospective proposers will be held_Thrusday September 10,2015 @ 4pm at Memorial Hall, located at 14 West Main Street, Wilmington, VT.   This is not a mandatory meeting.

 

The selected firm(s) shall report to and be responsible to the Town of Wilmington Town Manager. There is no expressed or implied obligation for the Town of Wilmington to reimburse responding firms for any expense incurred in preparing proposals in response to this request.   The Town of Wilmington reserves the right to withdraw this Request for Proposals, to accept or reject any or all

proposals, to advertise for new proposals if it is in the best interest of the Town to do so, and to award a contract as deemed to be in the best interest of the Town.

 

During the evaluation process, the Town of Wilmington reserves the right, where it may serve the Town’s best interest, to request additional information or clarifications from proposing firms. At the discretion of the Town, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The Town of Wilmington reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Town of Wilmington and the firm selected.

 

The Town has the right to disclose information contained in the proposals after an award has been made. All reports, documents and materials developed by the contractor for this project shall be considered public information and shall be the property of the Town of Wilmington.  Questions regarding this request for proposal should be directed to:

 

Town of Wilmington, PO Box 217, Wilmington, VT 05363, Attn: Scott Murphy, (802) 464-8591,

Via email: smurphy@wilmingtonvt.us

 

Compliance with Law – The selected contractor shall comply with all applicable federal, state, and local laws and regulations in the performance of service. The selected contractor must be registered with the Office of the Secretary of State of Vermont and be certified to conduct business legally in the State of Vermont.  The contractor must also comply with the Secretary of the Interior’s Standards for Historic Preservation Projects.

 

 

If  any  addenda  are  issued  to  this  request  for  proposals,  they  will  be  made  available  on  the  Town  of  Wilmington  website:

http://www.wilmingtonvermont.us/

 

However, it shall be the sole responsibility of those offering proposals to contact the Town Manager prior to submitting their proposals to determine whether any addenda have been issued.

 

 

PROJECT SCHEDULE

The preliminary project schedule is as follows:

 

RFP Announcement August 28, 2015
RFP Pre-Bid  Site Visit (Not Mandatory) September 10, 2015 4 pm
RFP Deadline September 21, 2015 4 pm
Bid Opening September 22, 2015
Selection of Contractors September 29, 2015
Work Commencement October 13, 2015
Mechanical, Electrical & Envelope Upgrades Completion December 31, 2015

 

SCOPE OF SERVICES – Per bid documents

 

SELECTION CRITERIA

Proposals will be reviewed at the designated time in the presence of one or more witnesses and a register of all applications will be prepared. The proposal opening shall not be open to the public, and the contents of the proposals shall be kept confidential until the evaluation process is complete. Finalists may be interviewed as part of the evaluation process. After the evaluation and interviews are completed a contract may be awarded to the contractor submitting the proposal most favorable to the Town of Wilmington.

 

Selection of contractor will be based upon the following standards:

  1. Responsiveness of the written proposal to the purpose and scope of the project.
  2. Reputation and professional qualifications of the specific individuals assigned to complete the project.
  3. Experience with governmental entities in the completion of similar projects.
  4. Cost of the work to be done.
  5. Qualifications of the firm and the personnel to be assigned to this project.
  6. Experience  of  the  contractor  working  together  as  a  team  to  complete  similar  projects.  Demonstration of overall project understanding and insights into local conditions and potential issues.
  7. Demonstrated knowledge of project area.
  8. Clarity of the proposal and creativity/thoroughness in addressing the scope of work.
  9. Submission of a complete proposal with all elements required by the RFP.
  10. Proposal that best meets the overall needs of the Town of Wilmington

 

EQUAL OPPORTUNITY

The selection of a contractor shall be made without regard to race, color, sex, age, religion, national origin, sexual orientation, or political affiliation. The Town of Wilmington is an Equal Opportunity Employer and encourages proposals from qualified minority and women-owned businesses.

 

INSURANCE REQUIREMENTS AND INDEMNIFICATION

Certificate of Liability Insurance in the minimum amount of $1,000,000 (certificate should name the Town of Wilmington as an additional insured for the work the contractor will be doing).   Either a Certificate of Workers’ Compensation Insurance OR a waiver form (hold harmless agreement) is required. The Federal W-9 Form will be completed and returned to Town, if applicable.

 

   HOLD HARMLESS AGREEMENT

The Contractor, its agents and assigns shall indemnify and hold harmless the Town of Wilmington, including but not limited to, its elected officials, its officers, and agents, (“the Town”) from any and all claims made against the Town, including but not limited to, damages, awards, costs and reasonable attorneys fees, to the extent any such claim directly and proximately results from the wrongful, willful or negligent performance of services by the Contractor during the Contractor’s performance of this Agreement or any other Agreements of the Contractor entered into by reason thereof. The Town agrees to give the Contractor prompt notice of any such claim and absent a conflict of interest, an opportunity to control the defense thereof.

Memorial Hall RFP Specifications

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People travelling in the southern Vermont Deerfield Valley during summer 2015 have noticed occasional murky flows in Cold Brook and the Deerfield River. These have been most evident after rain events, but some people have also noticed murky water in between rainy days this summer. This occasional turbidity is attributable to Mount Snow’s “West Lake” snowmaking pond construction and stream restoration work, off of Cold Brook Road in Dover and Wilmington, Vermont.
The Mount Snow West Lake project is a 3-phase project, started in 2015 and scheduled to be completed in 2016. The project includes constructing a snowmaking pipeline, a snowmaking pond, and the filling of two gravel pit excavations on Cold Brook. These gravel pits were dug several decades ago, then when Cold Brook jumped its banks into the pits during Tropical Storm Irene unnatural on-stream ponds were created. As part of this project, Mount Snow has voluntarily agreed to fill these unnatural on-stream ponds. An on-stream pond causes poor water quality, particularly from sunlight warming water that causes downstream thermal impacts to trout species. Trout prefer a cold-water habitat, and the warmed water flowing through the on-stream ponds degrades downstream trout habitat in Cold Brook and the Deerfield River. This voluntary stream restoration project will have major long-term benefits to both Cold Brook and the Deerfield River.
Various state and federal agencies have issued permits for the 3-phased project, which will provide an overall benefit to water and wetland resources. Numerous methods have been utilized to reduce and eliminate sediment discharges which cause murky stream flows. Mount Snow’s project managers have been actively increasing the size and effectiveness of the sediment capture and treatment systems, both in the excavation of West Lake, and the filling of the two unnatural on-stream ponds. VTANR staff has been called by citizens concerned about recent murky water in Cold Brook and VTANR shares these concerns. The VTANR has directed the use of several and increasing means to achieve the control of the sediment and the site is being monitored by VTANR staff on a regular and on-going schedule of site inspections. Mount Snow staff and engineering consultants are regularly reporting on their continued efforts to address and minimize sediment discharges in weekly and sometimes daily communications with VTANR regulatory staff. The West Lake/Cold Brook Restoration is expected to yield much higher quality river habitat in Cold Brook at the conclusion of the project. The Agency is working to avoid new sediment discharges and those to date are not expected to cause any long-term impacts to Cold Brook or the Deerfield River.
Inquiries regarding this project should be directed to Brendan Ryan at Mount Snow Resort (203-915-5760), or to Todd Menees in VTANR’s Watershed Management Division at 802-345-3510.

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FREE:  Class A Compost available for flower gardens.

The Town of Wilmington Wastewater Department has Class A Compost available for use as a mulch, soil conditioner and fertilizer for flower gardens.  It is made by composting a mixture of wastewater treatment biosolids and wood chips.

This product is free and available to Wilmington residents only.  There is a limit of one 5 yd truck load per residence.  Delivery is free!  To order a load, call 464-3862 or email  jlazelle@wilmingtonvt.us

For more information on the product, visit our website at:

 http://wilmingtonvermont.us/departments/wastewater-treatment-plant/compost-information/ 

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We have several opportunities for volunteers!  These appointed positions play a very important role in recommending and influencing the direction for our town for years to come. Please consider donating a few hours a month sharing your talents, skills, energy, and vision in the quest to ever-improve our town in some of the following positions:

Beautification Committee Members (3 remainder four-year term, ending 2015)
Windham Regional Commissioner (1 one-year term)
Development Review Board Member (1 remainder three-year term, ending 2016)
Planning Commission  (1 remainder four-year term, ending March 2018)

If you are interested in the above volunteer opportunities, please call the town office at 464-8591 or email jdefrancesco@wilmingtonvt.us.