REQUESTS FOR PROPOSALS

REQUEST FOR PROPOSALS

Professional Architectural Services for the Rehabilitation of the Topsham Community Hall in West Topsham, Vermont

Proposals Due July 1, 2025   

The Town of Topsham (“Town”), is soliciting proposals for a fixed-price contract from Architecture firms interested in providing comprehensive architectural design services to rehabilitate the West Topsham Community Hall (“Hall”) in Topsham, Vermont. The building is owned by the Town of Topsham and is governed by the elected Select Board (“Owner”). The architectural services will be partially funded by a MERP Implementation grant from the Vermont State Department of Buildings and General Services and a Feasibility Fund Grant and Rural Economic Development Initiative grant from the Vermont Housing and Conservation Board.

RFP TIMELINE:

-June 9, 2025 Date of Publication

-June 16, 2025 Pre-Proposal Site Conference (AM)

-June 20, 2025 Deadline to submit questions  

-June 23, 2025 Response to Questions posted on Project webpage

-June 26, 2025 Second round questions due, posted here with responses June 27th

-July 1, 2025 Proposals Due 

-July 2-3, 2025 Zoom Interviews (if necessary)

-July 20, 2025 Award and Notice to Proceed

Veteran Owned, Women Owned, Minority Owned, Locally Owned, and Section 3 Businesses are encouraged to apply

ROUND ONE QUESTIONS & RESPONSES

Could you please clarify the full scope of work – are we to provide architectural and engineering (A/E) services for the project in its proposed entirety: Phase 1 ("MERP funding phase") AND Phase 2 ("potential federal funding phase"), or just Phase 1 which aligns with the scope of work as provided in the RFP?

Full services for Phase 1, Schematic Design only for Phase 2

The RFP provides for three (3) primary A/E phases: Documentation and Analysis, Schematic Design, and Construction Documents and Permits, however, there is no mention of Construction Administration which would be unusual for a project of this type and size.  Should we include a fee for Construction Administration?

CA will be included via a separate contract at the conclusion of the permitting phase, the CA fee should not be included in the current proposal.

In addition, there is no mention of a Design Development phase which would occur between the Schematic Design and Construction Documents phase… would you prefer the Design Development fee simply be included with the Schematic Design fee OR Construction Documents fee?

Please include Design Development fee under Construction Documents.

Could you please confirm whether or not the A/E proposal should include potable and wastewater engineering for the new well and septic system, or if this will be completed by the Owner (Town).

Pending Select Board confirmation: the Town is handling the septic design, permitting, and install; Town will also handle the new well and line into the building. As soon as I have design documents for septic, I will provide them.

Could you please confirm that the A/E team should include a historic preservation consultant to assist with Section 106 and other related preservation tasks – or if the Town will be directly hiring a historic preservation consultant?

A/E team should include a historic preservation consultant.

Under "Phase 3: Construction Documents and Permits", #3, it notes that "the Architect will produce detailed cost estimates..." – is it understood that the A/E team should include a cost estimator (assuming the Architect does not provide this service in-house) in their proposal?

A/E team should include a cost estimator.

So as to allow for consultants to have an opportunity to ask questions – or for any follow-up questions, would it be possible for there to be a 2nd deadline for bidder questions? 

Second deadline: Thursday, June 26th. Responses to second round questions will be posted asap on June 27th.

Please confirm that this project must meet BABA (Build America Buy America) Act.

This work is funded through a SOV MERP Implementation Grant through the Department of Building and General Services. BABAA and Davis Bacon DO NOT APPLY as these are state dollars.

Will the bottom floor be Town Offices or Shelter?

Right now, there is no determined end-use for the ground floor.

When will the use of the bottom floor be determined?

End use will be officially determined at earliest after Phase 1 is complete and the MERP implementation grant final report is closed out.

Does the town have any mechanical, electrical, and plumbing design-build contractors they would like to work with?

The Town strongly prefers to work with local contractors when locals are capable of managing the scale of the project in question.

Is there any intention to have a connection between the two floors? If so, a LULA would be required to stop at each floor in addition to the stage level.

We do not plan to connect the two floors.

Will environmental remediation be complete before construction, or will the contractor be responsible for remediation?

Remediation as required by the Brownfields Corrective Action Plan will not be complete before construction; contractors will need to coordinate with Owner, TRORC, and DEC to ensure completion of the approved CAP to the satisfaction of DEC/the BRELLA program.

If you have any questions, please contact Megan Clark at meganeclark@gmail.com

Thank you!

PHASE 1 (MERP funding phase)

A) all possible MERP SoW tasks

-attic, floor framing, support beam reinforcements and repairs

-foundation: exterior insulation and drainage where needed

-complete HVAC replacement

-complete electrical upgrade/replacement

-insulation removal and replacement on main level

-window and door repair, replace, seal/storm

-resurface walls and ceilings

-kitchen appliances

-solar array and battery storage

B) non-MERP SoW tasks

-septic replacement, plumbing replacement, well re-establishment/replacement

-remove/close off all interior stairs

-accessible seating/outdoor area (Animating Infrastructure grant)

C) ADA/life safety

-design and install accessible restrooms on main level

-refit kitchen for accessibility (no hood vent)

-main entrance ADA compliance (ramp, automatic door, railings for steps)

-side entrance life safety compliance

-fire alarm system, emergency lighting, etc.

-ADA compliant parking

PHASE 2 (potential federal funding phase)

A) fit up of ground floor

-slab floor

-insulate and surface exterior walls (minimal interior wall framing)

-HVAC

-electric

-plumbing

-ADA restrooms with showers

-kitchenette

-window repair/replacement

-exterior door replacement

B)roof replacement: standing seam

C) further/complete ADA compliance and life safety: 

-ground floor entrance and restrooms

-side door and exterior steps: repair, code compliant railings

-LULA lift for stage