Full text of "20-18"
REQUEST FOR PROPOSALS
TOWN OF ARLINGTON
Phase 2 Design and Implementation, Arlington Reservoir Master Plan
March 12, 2020 at 1:00pm
Late Responses Will Be Rejected
Deliver Complete Responses To:
Town Manager's/Purchasing Dept.
Town Hall Annex 2nd floor
730 Massachusetts Avenue
Arlington, MA 02476
For Further Information Please Contact:
Bob Jefferson, 781-316-3889
RFP No. 20-18
I. OVERVIEW/ PURPOSE/ PROJECT GOALS
The Town of Arlington,, is seeking a landscape architecture and engineering team to lead a participatory design
and implementation process to continue Phase II improvements for recreational, ecological quality and public
access amenities at the municipal property known at the Arlington Reservoir (the "Res"). The purpose of the
project is to review the concepts documented in the existing Preferred Master Plan for Phase II, identify
improvement elements of Phase I that were deferred in the Phase I construction phase, produce design and
construction bid documents and provide construction management and administration through Phase II
completion. The goal of the project is to fully implement the enhancements outlined in the 2018 Arlington
Reservoir Master Plan.
II. BACKGROUND INFORMATION
In 2018 a comprehensive Master Plan for the Arlington Reservoir (locally called 'The Res') was completed by the
Town of Arlington. The purpose of this master plan was to develop a reservoir improvement plan that reflects
the needs of a diverse and densely populated community and protects a regional recreational/environmental
asset in need of revitalization. This written report represents the culmination of the master planning process and
contains narrative and graphic depictions with descriptions of potential improvements, phasing scenarios,
implementation strategies and maintenance considerations. New and refurbished facilities have been identified
to meet the needs of various programs and activities. Additional improvements promote environmental
stewardship and create new pedestrian linkages between various site facilities, improved parking and site
access, and an improved trail system to establish The Res as a first-class park and recreation facility.
Implementation of the improvements outlined herein will require significant resources. The Implementation
Strategy section of the report identifies a phasing strategy and how the significant financial requirements of the
master plan can be broken down to fit within the Recreation Department's annual capital budget and other
funding sources that will support the project.
The First Phase of Master Plan Construction is in process. This project will complete the second and final phase
of the Master Plan's bathing beach, trail and reservoir perimeter improvements, including any elements which
were deferred from Phase due to cost constraints - such as Pump house roof replacement and exterior
improvements. Any adjustments to the pilot path stabilization strategy will be adjusted based on the
successfulness of the Phase I pilot.
Phase II renovations are planned for the Bathhouse and Concession Building, the main parking facility, perimeter
fencing, and gates. A boat launch and interpretive and wayfinding signage are also planned. Additionally,
improvements to the infrastructure at the bathing beach removal of invasive vegetation along the embankment,
reinforcing the embankment, constructing a weir and armoring the interior embankment walls such that the
mechanical system installed in Phase I provides the optimal swimming experience for beachgoers. Specific to the
bathing beach, potential Phase II improvements include a new drop-off area in place of the existing staff parking
lot, a formalized entry plaza at the Pump House Building, a new picnic area, a new and relocated children's
playground, pathway improvements, seating and fishing overlooks along the earthen berm, a beach volleyball
court, replenishment of the beach sand and terraced seating that mitigates sand migration into the swimming
area, a pavilion that serves as a multi-use space, new tree and shrub planting and pruning of existing trees.
Improvements are planned to improve accessibility around the entire property.
• 2018 Arlington Reservoir Master Plan, and Appendices, which include
o Topographic Survey;
o Arlington Ponds 2007 Baseline Survey: Report Based on Vegetation Surveys and Water Quality
o Wetlands Field Map and MassDEP Bordering Vegetated Wetland Delineation Data Forms;
o "Year-End Report for the 2017 Management of Arlington Reservoir";
o Town of Arlington ADA Self-Evaluation Final Report, 2014;
o Arlington Reservoir Dam Rehabilitation Project, 2006;
o Existing drawings by Environmental Design & Planning dated April 1982;
o "A Tour of the Arlington Reservoir" Guide;
o "Updated Notes on the Importance of Arlington Reservoir to Birds and to the Arlington
o Detailed Budget Estimate;
o Funding Scenarios for Arlington Reservoir Master Plan
III. SCOPE OF SERVICES
A. Design and Plan Development
The Consultant will, to the maximum extent feasible, utilize existing information, reports, and studies provided
by the Town to accomplish the following by the Consultant. This outline is not necessarily all-inclusive, and the
Consultant will include in the proposal any tasks or alternatives and services deemed necessary to satisfactorily
complete the project. Consultants are encouraged to bring both design expertise and creative ideas tested
elsewhere to help the community design and implement an approach that best suits the Town.)-.
1. 100% Design and Construction Bid Drawings - design and construction bid documents to build Phase II
of the Arlington Reservoir. The designs will be based on the goals/information identified in the Preferred
Master Plan, the topographic site survey and results of Phase I construction. The main amenities that
are part of this design phase are as follows (see Arlington Reservoir Master Plan for further details):
a. Remaining Trail and Reservoir Perimeter Improvements;
b. Bathhouse and Concession Building Renovations;
c. Parking Lot, Fence and Gates;
d. Boat Launch;
e. Bathing Beach Infrastructure Improvements (including sediment cleanout);
f. Interpretive Signage;
g. Drop-off Area;
h. Entry Plaza;
i. New Picnic Area at the Concession Building;
k. Pathway Improvements;
l. Overlook Seating;
m. Beach Volleyball;
n. Beach Sand Replenishment;
p. Terraced Seating;
q. New Tree and Shrub Planting and Pruning of Existing Trees;
r. Pump house roof and exterior repairs
2. Permitting - in collaboration with the Arlington & Lexington Conservation Agents and Arlington
Recreation Director, initiate and complete for project implementation from various local, state, and
federal authorities as necessary.
3. Construction Cost Estimate - review and update initial Phase II preliminary cost estimate and
develop/refine a detailed estimate prior to the contractor bid process.
4. Meetings and Public Engagement - In addition to the work to produce these deliverables, the
consultant will work closely with the Park and Recreation Commission and Reservoir Project Working
Group (s). The Consultant will participate in some Working Group meetings and at least two (2) public
forums, not to exceed six (6) meetings total (types & quantities of meetings to be confirmed at kickoff).
The Consultant will work with staff to keep town officials and the community well-informed as the
process moves forward by assisting staff in implementing a successful community outreach program and
providing content and materials for the Town's website.
5. Construction Administration and Management - The Consultant will be responsible for construction
administration including the following: leading a kickoff meeting with the contractor and weekly
construction meetings onsite (during periods of active construction), review of contractor submittals,
and inspection and approval of contractor work. The Consultant will review for the Town's final approval
contractor payment requisitions and change order proposals. The Consultant will oversee project
closeout, including generating a monetized contractor punch list, certifying completion, working with
the Town and contractor on maintenance training and turnover documents, and producing as-builts.
B. Plan Implementation, Costs, and Schedule
The Consultant will review all information provided, inspect the site, and hold a kickoff meeting with the Town
Staff. Immediately following the kickoff meeting, the Consultant is expected to verify the preliminary Phase II
improvement construction budget, estimated to be approximately $3.5M. The Consultant will also provide a
timeline for implementing final design plans and construction documents and bid strategy. Once the
construction budget and design schedule are confirmed with the Town Staff, the Consultant is expected to
develop Contract Documents that adhere to the construction budget and design schedule.
The project design process shall advance the goals outlined in the Master Plan. It is anticipated that a consultant
that specializes in landscape architecture, architecture, aquatics design/engineering, environmental consulting,
permitting and community engagement will advance the Master Plan, design and facilitate public forums, and
provide a set of recommendations for potential physical changes to the Reservoir area. Improvements were the
focus of several public discussions as part of the Arlington Reservoir Master Plan process, completed in 2018.
Further public engagement, planning and design are needed to finalize the design and implementation of the
documented plan. The consultant shall provide Construction Documents to a level of detail appropriate for
bidding, cost estimates, and an anticipated construction schedule.
Front end specifications provided by the Town of Arlington (ASK DOMENIC ABOUT TFIIS - not sure it's needed
for a services RFP)
C. Public Participation
The credibility and utility of the planning and design process and the prospect for its implementation will rest on
an engaging, public participation process. The Consultant will work with the Park and Recreation Commission
and Reservoir Working Group to develop a minimum of two public forums and provide other recommendations
for other engagement techniques that can be used throughout the project planning and construction process.
In collaboration with the Arlington & Lexington Conservation Agents and Arlington Recreation Director, initiate
and complete for project implementation from various local, state, and federal authorities as necessary. At a
minimum, approval from both Town of Arlington and Town of Lexington Conservation Commissions will be
required. As will the determination of any floodplain issues and permitting required due to removal of
swimming area sediments.
E. Construction Administration
The Consultant will be responsible for construction administration including the following: leading a kickoff
meeting with the contractor and weekly construction meetings onsite (during periods of active construction),
review of contractor submittals, and inspection and approval of contractor work. The Consultant will review for
the Town's final approval contractor payment requisitions and change order proposals. The Consultant will
oversee project closeout, including generating a monetized contractor punch list, certifying completion, working
with the Town and contractor on maintenance training and turnover documents, and producing as-builts
F. Staff Role
The Park and Recreation Commission will be closely involved, but the Consultant is expected to devote the time
needed to conduct research, write documents, and participate in meetings as needed. Staff will take primary
responsibility for scheduling meetings, posting notices for meetings, and attending all meetings. (Consultant
should prepare notes and minutes.) Staff will provide any reasonably necessary baseline data and any other
relevant materials needed by the Consultant. The Park and Recreation Commission will be closely involved and
actively engaged in the design process decision-making and is expected to provide final approval for design and
IV. PROJECT SCHEDULE
Award Mar. 2020
Design & Public Engagement Mar.-Jul. 2020
Bidding Aug. - Sept. 2020
Construction Sept. 2020 - opening of 2021 swim season
The Consultant is expected to present at a minimum of two public forums for the project.
The Consultant is expected to complete the project based on the anticipated schedule above. If the Consultant
believes that the Project cannot meet the schedule noted above, this should be outlined in the Response.
The Consultant will provide up to three iterations of the plan at 50%, 75% and 100% final design plan and
construction documents. The final version of each deliverable should be submitted in electronic format. All
materials will become the property of the Town of Arlington. (Front end specifications to be provided by the
Town of Arlington (ASK DOMENIC ABOUT THIS)).
VI. CONSULTANT QUALIFICATIONS
At a minimum, the proposing firm/team must meet the following requirements:
1. The firm/project manager/team must have at least five (5) years of experience in municipal
planning, parks and open space planning, and community engagement.
2. The applicants shall have expertise in the following disciplines: landscape architecture, aquatics
design/engineering, bioengineering, civil engineering, soil science, civic engagement, environmental
permitting, and state and federal ADA regulations and compliance. Specific experience with park
redevelopment, swimming beach rehabilitation, habitat restoration, and path design/development
3. The principal and project manager to be assigned to this project must be available for meetings with
the Town on days or evenings, as required.
4. The firm/team must have previous experience in the management of public information processes
and successful implementation of recreation improvement plans with an environmental restoration
component. Successful completion of a minimum of three (3) such projects within the last five (5)
years is required, and completion of five (5) overall is desired.
5. The firm/team must have proven experience in the public sector.
6. The volume of the proposed project managers and firm's current and projected workload must not
adversely affect its ability to immediately initiate work and to follow through with the project in a
timely and professional manner. The firm and all team members must be capable of devoting a
significant amount of time to this project in order to complete the work within the schedule
outlined in this RFP.
VII. SELECTION CRITERIA
The Town will award the contract to the Consultant offering the most advantageous response to this RFP, taking
into consideration all evaluation criteria. The selection process will include an evaluation procedure based on
the criteria identified below. Finalists will be required to appear for an interview.
1. Staffing Plan and Methodology, including the professional qualifications of all project personnel with
particular attention to training, educational background, professional certification or registration, and
professional experience. Demonstrated expertise and experience of the Principal-in-Charge, Project
Manager, and other key personnel, and any Consultants to be assigned to the Project, including
professional registration of the Consultants and their qualifications.
Highly Advantageous: The plan of services proposes a detailed, logical, creative, and highly efficient
scheme for producing a complete project that addresses all Goals and Priorities of this project and
meets all the minimum applicant qualifications detailed in Section VI, "Consultant Qualifications".
Advantageous: The plan of services proposes a credible scheme for producing a complete project that
addresses all of the required issues and meets all the minimum applicant qualifications detailed in
Section VI, "Consultant Qualifications".
Not Advantageous: The plan of services is not sufficiently detailed to fully evaluate, or the plan does not
contain all the components necessary to produce a complete project that addresses all of the required
issues and meets all the minimum applicant qualifications detailed in Section VI, "Consultant
Unacceptable: The plan of services does not meet all the minimum applicant qualifications detailed in
Section VI, "Consultant Qualifications".
2. Depth of experience with similar projects, and prior experience with public contracts and relevant local
Highly Advantageous: The Consultant has at least seven (7) years of experience consulting with
Massachusetts municipalities on projects of similar size and scope to this project. The Consultant can
demonstrate the successful completion of five (5) similar projects within the last five (5) years.
Advantageous: The Consultant has at least five (5) years of experience on projects of similar size and
scope to this project. The Consultant can demonstrate the successful completion of three (3) similar
projects within the last five (5) years.
Not Advantageous: The Consultant has less than four (4) years of experience but more than one (1) year
consulting on projects of similar size and scope to this project. The Consultant can demonstrate the
successful completion of two (2) similar projects within the last five (5) years.
Unacceptable: The Consultant has less than four (4) years of experience consulting on projects of similar
size and scope to this project. The Consultant cannot demonstrate the successful completion of similar
3. Desirability of approach to the project, as well as a demonstrated understanding of all project
components and public outreach needs.
Highly Advantageous: The response contains a clear, creative, and comprehensive plan that addresses
all components of the Scope of Services as stated in the RFP.
Advantageous: The response contains a clear plan that addresses most components of the Scope of
Services as stated in the RFP.
Not Advantageous: The response does not contain a clear plan to address many of the components of
the Scope of Services as stated in the RFP.
Unacceptable: The response does not contain any plan to address the Scope of Services stated in the
4. Demonstrated ability to meet project budget and project schedule.
Highly Advantageous: All of the Consultant's references indicate that the projects were completed
within budget and on schedule or with minimal, insignificant delays.
Advantageous: One of the Consultant's references indicates that the project was not completed within
budget attributable to the Consultant or with substantial delays attributable to the Consultant, and no
current project or project completed in the last three years experienced substantial delays attributable
to the Consultant.
Not Advantageous: Two of the Consultant's references indicate that the project was not completed
within budget attributable to the Consultant or was completed with substantial delays attributable to
the Consultant, and no current project or project completed in the last year experienced substantial
delays attributable to the Consultant.
Unacceptable: More than two of the Consultant's references indicate that the project was not
completed within budget attributable to the Consultant or was completed with substantial delays
attributable to the Consultant.
VIII. SUBMITTAL REQUIREMENTS
Interested qualified firms must submit nine (9) paper copies of the proposal marked "RFP #20-18 Consultant/
Phase 2 Design, Arlington Reservoir Master Plan-technical proposal" addressing the objectives, scope and
schedule described in this RFP. Responses must include each of the following:
1. General description of the firm/team's experience.
2. Description, with examples, of the firm/team's experience in completing similar park plans and designing and
conducting public meetings.
3. A detailed scope of services for the proposed work, including the firm/team's general approach to such work,
evidence of the firm/team's understanding of the goals and objectives of the project, and methodology for
accomplishing the tasks as listed in this RFP.
4. An outline of the schedule for completion of tasks (timeline) as presented in the firm/team's approach to the
scope of services.
5. Description of or resumes for the assigned staffs' experience, educational background, availability, and chain
of responsibility, including the name and title of the principal and project manager assigned to the project,
names of all sub-consultants, and resumes of all personnel to be associated with the project.
6. At least three (3) references, including name, title, agency, address, description of project, project cost, and
telephone number and the email address for clients with similar projects completed by the Consultant within
the last five years (including dates).
7. Other pertinent information about the firm(s) that would aid the Town in making a selection.
8. Completed Attachments in Section X Required Forms (not included in page limit).
9. Evidence of insurance coverage, including general and professional liability and Workers' Compensation
Additionally, a sealed submission of one (1) copy clearly marked "RFP #20-18 Consultant/ Phase 2 Design,
Arlington Reservoir Master Plan - Price Proposal" with the following:
1. Completed Price Proposal.
2. Estimated breakdown by planning element of professional service fees (including expenses), assigned project
staff and hourly billing rates of all staff assigned to provide services (including any sub-consultants).
Proposals must clearly address all submittal requirements; that is, the response should include a section
addressing all of the minimum qualifications, the minimum submittal requirements, and each of the review
criteria. The proposal will be reviewed based on each of these items and it will be to the benefit of the
responder to clearly address each of the items. Where the requirements specify a minimum level of experience,
indicate the dates of said experience.
The Park & Recreation Commission, along with other relevant Town staff, will review proposals and may request
the participation of other community members.
The Town reserves the right to reject any or all proposals, to waive any non- material irregularities or
information in any RFP, and to accept or reject any item or combination of items. The Town also reserves the
right to seek additional information and revised proposals prior to selection of a Consultant through written
notice to all the respondents.
Questions and/or comments may be submitted to Bob Jefferson, Acting Recreation Director at
email@example.com / 781 316-3889 by March 5, 2020.
Responses to the RFP are due by 1 PM on March 12, 2020. Facsimile and/or emailed responses will not be
accepted. All responses should be submitted to:
Adam W. Chapdelaine
Town of Arlington
730 Massachusetts Avenue
Arlington, MA 02476
IX. PROJECT FUNDING
Consultants must complete the attached Price Proposal Form under separate cover. Project fees must be
provided for each Project Component of work as described in the Scope of Services. Fees shown will include all
costs and expenses (copying, mileage, photographs, maps, etc.) to complete the Scope of Services defined in this
RFP. Also, the selected Consultant will be required to submit invoices identifying hours, expenses and total cost
by specific tasks. The final contract scope, price and fee will be negotiated with the highest ranked responder.
The available budget for the project is $200,000 including all fees and contingency.
X. REQUIRED FORMS
All required forms must be submitted with the proposal.
A. Certificate of Non-Collusion
B. Certificate of Tax Compliance
C. Price Proposal
CERTIFICATE OF NON-COLLUSION
The undersigned certifies under penalties of perjury that this bid or proposal has
been made and submitted in good faith and without collusion or fraud with any
other person. As used in this certification, the word “person” shall mean any
natural person, business, partnership, corporation, union, committee, club or
other organization, entity, or group of individuals.
(Signature of individual submitting bid or proposal)
(Name of individual submitting bid or proposal)
Name of Business
Pursuant to M.G.L. Chapter 62C, Section 49A, I certify under the penalties of
perjury that I have complied with all laws of the commonwealth relating to taxes,
reporting of employees and contractors, and withholding and remitting child
Social Security Number or Signature of Individual or Responsible
Federal Identification Number Corporate Officer and Title
MUST BE SIGNED AND
SUBMITTED WITH BID