REQUEST FOR PROPOSALS
DESIGN PLAN SERVICES
EXPANDED DEVELOPMENT OF THE TOWN’S
MUNICIPAL CENTER COMPLEX
SUBMITTAL DEADLINE: JUNE 3, 2013 at 3:00PM
PROPOSALS WILL BE MADE AVAILABLE FOR INSPECTION
AFTER THEY ARE OPENED
Rosemary E. Roy, Town Manager
Town of Poland
1231 Maine Street
Poland, Maine 04274
(207) 998-4601
Town of Poland Municipal Center Complex Request for Design Plan Proposals
INTRODUCTION AND BACKGROUND
The Town of Poland is requesting proposals from qualified landscape architect professionals to provide
the town with a Master Design Plan of our existing Municipal Center Complex and the incorporation of
our newly acquired town center property.
TOWN PROPERTY - MAP 40
LOT 2: Ricker Memorial Library
LOT 3: Newly Acquired Town Center
Property
LOT 3A: Town Hall, Recreation/Law
Enforcement Offices, and
Recreation Storage Facility
LOT 4: Town Office and Historical
Society Building/Museum
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
TOWN OF POLAND MUNICIPAL CENTER COMPLEX
LOCATION OF PROJECT
The Poland Municipal Complex is located in the Downtown Village District, Maine Street / Route 26,
Poland, Maine.
PRE-SUBMISSION MEETING
The Town Manager and Facilities Manager will conduct a group pre-submission informational meeting
and site walk to answer questions on the Town’s request for design services on Thursday, May 23,
2013 in the Poland Town Office Conference Room, 1231 Maine Street, Poland beginning at 3:30PM.
QUESTIONS AND INQUIRIES
Inquiries regarding this proposal should be directed to Scott Segal, Facilities Manager, (207)998-4650,
email [email protected] or Rosemary E. Roy, Town Manager, (207)998-4601, email:
[email protected]
SCOPE OF SERVICES
The Master Plan shall include:

Costs estimates for its implementation and a phased completion plan must be included in the
design plan.

The Master Plan must be designed to incorporate the newly acquired property referred to as
property tax lot 3 to the existing Municipal Complex without the use/existence of the buildings
currently located on said property. It is the town’s intention to sell and remove the existing
buildings.

An area for the possible future building expansion of the Library must be identified during the
Master Plan process and reserved for the possible expansion of the Library.

A public use area shall be identified and reserved as green space on the Master Plan.

The parking areas in the Master Plan must be paved, striped, lighted, signed, and curbed with
interconnected vehicle travel ways and pedestrian walkways.

The Master Plan must include a storm drainage management plan.

The Master Plan should consider including bike racks for use in the entire municipal complex.

The development of a trail system and nature paths on the back end of the lots must be
considered when designing the master plan.

Address any historic resources in the village.

At least one project participation workshop shall be held to include the public, staff, committees,
and municipal officials to gather feedback and incorporate into the project.

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Town of Poland Municipal Center Complex Request for Design Plan Proposals

The Master Plan must be developed with the ability to integrate the parking plan into expanded
parking on the Fair Point Communications property (Map 40, Lot 1) to the south of the Library
property and beyond through to White Oak Hill Road should those opportunities be realized in the
future.

Review the Village area for aesthetics/landscaping improvements, signage improvements, and
other improvements that will complement improvements recognizing the balance between
maintaining the village character and assuring safe pedestrian and vehicle traffic flow. Visual
preferences for village architectural designs and related design standards.
PROPOSAL CONDITIONS
The following documents must be submitted with the bid in order for such bid to be considered
complete. Any bid that does not include these documents shall constitute cause for rejection of the bid.
1.
2.
3.
4.
5.
6.
7.
Executed Official Bid Form
Executed Statement of Compliance
Statement of Compliance/Deviations from Specifications
Project Schedule
Fee Schedule
10 copies of the complete proposal
Electronic Copies to Town Manager and Facilities Manager
SELECTION CRITERIA
Bids submitted in response to the Request for Proposals shall be evaluated in light of the following
criteria, among other considerations.
1.
2.
3.
4.
5.
The general experience and qualifications of the firm/professional;
Resumes of project manager and other personnel to be assigned to this project;
Project approach, responsiveness to the RFP;
Ability to meet the project schedule;
The experience/qualifications of the firm/professional in providing the services specified or related
projects;
6. Include a schedule of fees keyed to each component of the scope of services;
7. Familiar with the concept of our community.
MINIMUM RFP SUBMITTAL REQUIREMENTS
1. BID FORM - All bids must be submitted in conformity with the requirements of the specifications set
forth in this Design Plan Request for Proposals and are accompanied by a cover letter certifying that
the information in the proposal is true and accurate. If accepted by the Town of Poland and signed
by the Town Manager, this Design Plan Request for Proposals shall become a binding contract.
2. BID DOCUMENTS - The Town Manager will receive bids at the Town of Poland, 1231 Maine Street,
Poland, Maine, 04274 until such time that the bid period closes. Bid documents shall be enclosed in
an envelope sealed and clearly labeled, “MUNICIPAL COMPLEX DESIGN PLAN” as to identify the
item for which a bid is submitted and guard against opening prior to the time set therefore.
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
3. BID OPENING - A public Bid Opening will be conducted at 3:00PM on Monday, June 3, 2013 at the
Poland Town Office Conference Room, 1231 Maine Street, Poland, Maine, at which time they will be
publicly read and their contents made public and available for inspection.
4. BIDS REMAIN OPEN - All bids shall remain open and may not be withdrawn for a period of sixty
(60) days after the day of the bid opening, but the Town may, in its discretion, release any bid.
5. AWARD OF CONTRACT - The Board of Selectmen may award a contract to one or more qualified
bidders who satisfy, at a minimum, the Evaluation Criteria and other conditions and requirements
established in any of the bid documents.
The Town of Poland reserves the right to reject any or all proposals in whole or in part as it is
deemed in the best interest of the Town, and to renegotiate any contract and waive any informality
which does not compromise the actual bid.
The Town’s agreement with any firm shall not be considered exclusive, and the Town may elect to
procure alternate services for any designated project or portion thereof. The Board of Selectmen is
scheduled to consider proposals and award a contract at a public meeting at 7:00PM Tuesday,
June 4, 2013 in the Town Office Conference Room.
6. COMPLIANCE WITH CONTRACT DOCUMENTS - Before submitting a bid, each bidder must
examine the contract documents thoroughly.
The submission of a bid will constitute an
incontrovertible representation by the Bidder that it has complied with every requirement of these
Contract documents.
7. DEVIATIONS - All deviations from the attached Specifications must be set forth in writing by use of
the enclosed form marked "Statement of Compliance/Deviations from Specifications.” The
information provided on the form must completely describe each such proposed deviation and the
reasons why each such deviation is equal or superior to the specifications. It is incumbent upon the
bidder to supply all additional information regarding any deviation from the specifications, which in
the opinion of the bidder may assist the Town in evaluating compliance of the bid. If there are no
deviations, please state same.
8. QUALIFICATIONS OF BIDDER - Bidder shall have at least five (5) years experience in services
similar to those required in this RFP. Bidders without this experience will be considered not
responsive, and the bid will be rejected. In addition, an executed “Experience Statement” must be
submitted with the bid.
9. INTERPRETATIONS - All questions about the meaning or intent of the Contract documents shall be
submitted in writing to Scott Segal, Facilities Manager, Town of Poland, 1231 Maine Street, Poland,
Maine, 04274 (207)998-4650, email: [email protected]. Replies will be issued by
addenda, facsimile, email or otherwise delivered to all parties recorded by the Town as having
received bid documents. Questions received less than five (5) working days prior to the date fixed
for opening bids will not be answered. Only those interpretations provided by formal written addenda
will be binding. Oral and other interpretations or clarifications will be without legal effect.
10. COMPLIANCE WITH LAWS; LICENSE AND PERMIT REQUIREMENTS - The submission of a bid
will constitute an incontrovertible representation and warranty by the bidder that the bidder will
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
comply with all requirements of law, including the ordinances of the Town of Poland in any way
relating to the performance of the contract. It shall also include obtaining all required licenses and
permits from all governmental agencies having any jurisdiction relating thereto, except for permits
required by the Town of Poland, which will be obtained by the Town. All equipment and materials
specified herein and furnished to this project shall be designed and manufactured to meet OSHA
standards.
11. GENERAL ADMINISTRATION - The Town Manager or Facilities Manager shall oversee and
approve all services to be performed, coordinate all communications, and review and approve all
invoices under this Contract.
12. CONTRACT SUM - The total contract price shall include all labor, license fees, costs, equipment,
guarantees, delivery, transportation, materials, and application as described in these Contract
documents. The Town shall pay the successful bidder in current funds the contract sum as stated in
the Notice of Award for the performance of the work, subject to additions and deductions by Change
Order as provided herein.
13. PAYMENT - Payment will be upon submittal of an invoice to the Town Manager of the Town by the
successful bidder on a net thirty (30) basis unless discount terms are offered. Invoices must include
purchase order number, date of each delivery, and quantity of each delivery.
14. SALES TAX - This project is exempt from State Sales and Use or Excise Taxes to the extent
allowed by law.
15. CANCELLATION/TERMINATION - If the successful bidder defaults in this agreement to provide a
Municipal Complex Design Plan or any part thereof, to the Town’s satisfaction, or in any other way
fail to provide service in accordance with the contract terms, the Town shall promptly notify the
successful bidder of such default. If adequate correction is not made within ten (10) days, the Town
may take whatever action it deems necessary to provide alternate services and may, at its option,
immediately cancel this contract with written notice. If the Town terminates this contract completely
or in part because of successful bidder’s default as previously mentioned, the successful bidder is
liable to the Town for any excess costs or repurchasing the specified materials and related services.
16. DATE OF COMMENCEMENT - The work to be performed under this agreement shall be
commenced within 5 business days of the issuance of the Notice of Award and shall be coordinated
with the Facilities Manager at (207) 998-4650. Delays in commencement of the work not excused by
the Town Manager or her designated representative may result in termination of this contract.
17. DATE OF COMPLETION - The successful bidder shall achieve completion of all work no later than
Friday, August 30, 2013 unless otherwise extended by mutual written agreement of both parties.
The parties shall not hold the successful bidder responsible for delays in the completion of the work
due to causes not reasonably foreseeable at the time of the execution of this agreement, or which
are beyond the control and without the fault or negligence of the successful bidder. By executing the
agreement, the successful bidder confirms that the contract time is a reasonable period for
performing the work.
18. COMPLETION - That date, as certified by the Town Manager or her designated representative, is
when the project (and all parts thereof) is fully completed in accordance with the contract documents,
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
including but not limited to the satisfactory fulfillment, in the opinion of the Town Manager or her
designated representative, of correction of any defective work.
19. GUARANTY ON WORK - In addition to any other manufacturer’s guarantee or warranty, the
successful bidder guarantees that all labor and materials to be provided by it (including materials
supplied by the Town, if any) in connection with the performance of the contract shall be of the first
quality throughout. All work, materials and equipment furnished shall be guaranteed by successful
bidder to remain in good condition for one (1) year from date of completion. The successful bidder
warrants and guarantees for a period of one (1) year from the date of completion and on acceptance
by the Town or its designated representative that the completed project is free from all defects due to
faulty materials or workmanship and the repairs of any damage to other components of the project
resulting from such defects. The Town will give notice and successful bidder shall promptly make
such corrections as may be necessary by reason of such defects including the observed defects with
reasonable promptness. In the event that the successful bidder should fail to make such repairs,
adjustments, or other work that may be made necessary by such defects, the Town may do so and
charge the successful bidder the cost thereby incurred.
20. CHANGE ORDERS - The Town shall have the right to increase or decrease the amount and extent
of the work by giving reasonable notice thereof to the successful bidder. The value of such Change
Orders shall be negotiated between the Town and the successful bidder. Before any change order
modifies or becomes a part of the work, the successful bidder and the Town must sign the Change
Order.
21. CORRECTION OF WORK - The successful bidder shall promptly remove from the project all work
rejected by the Town for failure to comply with the contract documents, whether incorporated in the
construction or not. The successful bidder shall promptly replace and re-execute the work in
accordance with the contract documents and without expense to the Town and shall bear the
expense of making good all replacement.
22. SATISFACTION - The successful bidder agrees that it will furnish the Town with satisfactory
evidence that all persons who have done work or furnished material under this contract and are
entitled to a lien for their work or materials under any laws of the State of Maine have been fully paid
or are no longer entitled to such lien. The Town shall not be responsible for any obligations of the
successful bidder to its subcontractors.
23. TERMINATION - If the successful bidder defaults or persistently fails to carry out the work in
accordance with the contract documents or fails to perform a provision of the contract, or if there is
reasonable evidence that the work will not be completed within the contract time, the Town, upon
seven (7) days’ written notice, may terminate the contract.
24. INDEMNIFICATION - To the fullest extent permitted by law, the successful bidder does agree to
defend, indemnify and hold harmless the Town, its officers, agents and employees, from and against
all claims, damages, losses or expenses, just or unjust, including but not limited to costs of defense,
arising out of or resulting from the performance of services hereunder, provided that any such claim,
damage, loss or expense is caused in whole or in part by any negligent act or omission of successful
bidder, its officers, agents or employees, anyone directly employed by it, or anyone for whose act it
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
may be liable, except to the extent that said claim, damage, loss or expense is caused by the Town,
its officers, or employees.
25. DISPUTE RESOLUTION - The parties hereto agree that prior to filing litigation they will consider
alternative dispute resolution techniques to resolve all claims, counterclaims, disputes and other
matters in question between the parties arising out of or relating to these Contract documents.
26. NON-DISCRIMINATION AND COMPLIANCE WITH LAWS - The successful bidder agrees not to
discriminate against any employee or applicant for employment or any other person in the
performance of this agreement because of race, creed, color, national origin, marital status, gender,
age, disability, sexual orientation or other circumstance prohibited by federal, state, or local law or
ordinance, except for a bona fide occupational qualification. The successful bidder shall comply with
all federal, state, and local laws and ordinances applicable to the work to be done under this
agreement. Violation of this paragraph shall be a material breach of this agreement and grounds for
cancellation, termination, or suspension of the agreement by Town, in whole or in part, and may
result in ineligibility for further work for Town.
27. SUBLETTING OR ASSIGNING CONTRACT - Neither Town nor successful bidder shall assign,
transfer, or encumber any rights, duties, or interests accruing from this contract without the express
prior written consent of the other.
28. INDEPENDENT CONTRACTOR - Throughout the performance of this contract, the successful
bidder is acting in an independent capacity and not as an employee, officer or agent of the Town.
The successful bidder, at its expense, shall provide additional personnel needed by successful
bidder to fulfill its contractual duties. The successful bidder is solely responsible for complying with
all state and federal laws including, but not limited to, workers compensation law, minimum wage
law, employment security law, and drug/alcohol testing laws and regulations (including 49 CFR Part
382). The successful bidder is also solely responsible for maintaining its vehicles and equipment in a
safe and legal condition.
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
OFFICAL BID FORM & AGREEMENT
Date: ______________
Attention:
Bidder/Company Name: _______________________________________________
Rosemary E. Roy, Town Manager
Town of Poland
1231 Maine Street
Poland, ME 04274
In accordance with your advertisement for Bids, Proposal Conditions, Minimum Requirements, Specifications,
Experience Statement, Statement of Deviations and Official Bid Form, all of which we recognize as the Contract
documents for the Town Center Property Bid, we submit the following:
CONTRACT PRICE. The total contract price shall include everything required to fulfill the conditions of the
contract, including, but not limited to, the following; all labor, materials, equipment, fees, costs, and insurance
contemplated in these Contract documents. The purpose of this request is to provide a standard from which to
evaluate your company’s services as they compare to other companies and as they pertain to the needs of the
Municipality. To that end, we are requesting
A. Contract Price:
Contract Price in Words: ______________________________________________________DOLLARS
(Amounts are in both words and figures. In case of discrepancy, the written word shall apply.)
B.
Estimated Date of Commencement: ______________________________________________________
(Must be no later than 5 business days after date contract is signed.)
C.
Guaranteed Completion Date: _________________________
D.
Bidder Information - Please complete the following. Attach additional sheets as necessary.
Company is a ____Corporation _____ Partnership _____ Individually Owned ____Other
If other, please Explain:
___________________________________________________________________________________
When organized: _________ Where incorporated: ______________________________
Company Name & Address:
___________________________________________________________________________________
List contact personnel available and or responsible for this contract:
___________________________________________________________________________________
Name of Principal:
_______________________________________
Telephone Number:
______________________
Email Address:
Facsimile Number: _____________________
_______________________________________
All sections above must be completed.
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
The Town of Poland reserves the right to reject any or all bids in whole or in part as it is deemed in the best
interest of the Town, renegotiate any contract and waive any informality which does not compromise the actual
bid.
BIDDER
Dated: _______________
________________________________________
Signature of Authorized Representative
________________________________________
Signature Company Clerk/Witness
NOTE: WHEN FULLY EXECUTED, BID FORM AND OTHER CONTRACT DOCUMENTS REFERENCED IN
INSTRUCTIONS AND GENERAL CONDITIONS SHALL SERVE AS CONTRACT.
ACCEPTANCE OF PROPOSAL
Dated: ______________________, __________
TOWN OF POLAND
BY:
________________________________________
Rosemary E. Roy, Town Manager
ATTEST:
[SEAL]
Town of Poland: Request for Proposals
________________________________________
Judith A. Akers, Town Clerk
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Town of Poland Municipal Center Complex Request for Design Plan Proposals
EXPERIENCE STATEMENT
Please provide an Experience Statement that addresses the following information with clear and comprehensive
data.
1.
Name of Bidder/Company
2.
Years engaged in the business under your present firm name. Please state name(s) and date(s) of
previous firm names, if any.
3.
State the general character of work performed by your company.
4.
State work of a similar nature to that stated in the bid proposal, including a minimum of three (3) references
(address/phone) that will assist the Town to judge experience, skill and business standing.
5.
List current contracts on hand, and the more important contracts recently executed by your company
showing value and anticipated completion and or completion date of each contract.
6.
Has the company/professional ever defaulted on a contract or failed to complete the work awarded.
7.
List any major equipment that may pertinent for this contract.
8.
List any subcontractors you intend to use and the general components of the project for which they will be
responsible.
9.
Indicate other projects on which the proposed subcontractor has worked with you.
10. The Experience Statement must be notarized.
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