Request for Proposals
Architectural & Engineering Services
for
Building Renovation and Remodeling of
the Northeastern Pennsylvania Alliance
(NEPA) Office
Issuing Organization:
Northeastern Pennsylvania Alliance
1151 Oak Street
Pittston, PA 18640
Contact person:
Jeffrey Box
President &CEO
Phone: (570) 655-5581
Fax: (570) 654-5137
E-mail: jbox@nepa-alliance.org
July 2015
NEPA – Request for Proposals
Introduction
The Northeastern Pennsylvania Alliance (NEPA) is one of seven regional agencies in
Pennsylvania designated as a Local Development District (LDD) by the state and federal
governments to enhance economic and community development activities in the Commonwealth
of Pennsylvania. NEPA serves a seven-county region that is comprised of Carbon, Lackawanna,
Luzerne, Monroe, Pike, Schuylkill, and Wayne counties.
NEPA is a private non-profit agency with representation from the public and private sectors.
NEPA’s goal is to provide a quality menu of programs and services that best match the needs of
our partners, while providing tangible service to businesses, communities, and governments
throughout the seven counties.
Background
The Pocono Northeast Development Fund (PNDF), DBA as the Northeastern Pennsylvania
Nonprofit & Community Assistance Center (NCAC), an affiliate of NEPA Alliance, owns a
12,000 sq. ft. office building located 1151 Oak Street, Pittston Township, PA 18640, Luzerne
County, Pennsylvania. NEPA serves as the site and facility manager and subleases space to
partner nonprofits. Currently, there are two nonprofit tenants with approximately 1,000-2,000
square feet of space remaining for a third tenant. The site is 0.98 acres in size and is accessed
from Oak Street through two easements, which are attached to the deed.
NEPA recently completed site improvements in 2014 that included the addition of a retaining
wall and an expansion and resurfacing of the parking lot. The site layout currently
accommodates 67 parking spaces, 2 of which are designated for the physically challenged.
Scope of Services
The successful Consultant shall provide any and all expertise, labor, estimates and
documentation, necessary to provide a scoping and feasibility study and project design and
construction to renovate and remodel the 12,000 square foot office facility that maximizes
productivity, work flow and leasable space. Please breakout proposal costs for the following:
Phase I
1. Building Renovation & Remodeling Scoping and Feasibility Study
Consultant is to provide multiple design options that maximizes productivity, work flow and
leasable space within the facility. The options should include a menu of necessary and
optional improvements that coincide with each option and provide cost estimates (design,
construction, equipment, permits) for the improvements. Building improvement must
include HVAC system upgrades and insulation. Other improvements can include electrical
upgrades, lighting improvements, restroom renovations, exterior door replacement, and
general remodeling and enhanced aesthetics (carpet, paint, signage, etc.). In addition, NEPA
would like to explore the inclusion of solar panels in the project scope. Americans with
Disability Act (ADA) and other regulatory requirements should be included within the cost
analysis of the study.
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NEPA – Request for Proposals
Please breakout cost proposal for this service.
Phase II
1. Design & Construction
The Consultant will develop a project design for the implementation of the agreed upon
improvements/recommendations from the scoping and feasibility study. The design will
include plans, drawings, specifications and bid documents necessary to begin construction.
The Consultant will be responsible for submitting plans for review by Pittston Township and
will see through the permit process. The consultant will prepare bid documents for a General
Contractor and will conduct oversight of the building renovation and remodeling.
*
NEPA reserves the right to engage the consultant for Phase I of the scope of work described
herein and NEPA is not obligated to engage the consultant for Phase II of the Scope of Work.
*
Deed, site plans and facility drawings are available for review at the NEPA Office by
contacting Jeffrey Box at 570-655-5581 or jbox@nepa-alliance.org.
General/Required Information
1. Rejection of Proposal Submittals: This Request for Proposal does not commit NEPA to
award a contract, to pay any costs incurred in the preparation of this RFP, or to procure or
contract for services. NEPA reserves the right to accept or reject any or all RFP’s received
pursuant to this Request, to negotiate with all qualified consultants, or to cancel in whole or
in part, this RFP, if it is in the best interest of the issuer to do so.
2. Incurring Costs: NEPA shall not be liable for any costs incurred by consultants prior to, or
during the development of a contract.
3. Amendment to the Request for Proposals: If it becomes necessary to revise any part of the
RFP, an amendment will be issued to all Consultants that received the original RFP.
Response Date: NEPA will receive RFP responses from qualified consultants at the NEPA
Offices at 1151 Oak Street, Pittston, PA 18640, Attn: Jeffrey Box, until 4:00 P.M., August 14,
2015. RFP responses submitted after this deadline shall be rejected. RFP responses may be
delivered via U.S. mail, overnight express, hand delivery, or e-mail to: jbox@nepa-alliance.org.
All RFP responses should be clearly marked “RFP – NEPA Architectural & Engineering
Services.”
4. Project Start Date: The tentative start date for the project is within 2 weeks of award
(August 2015).
5. Questions regarding this RFP: If you have questions regarding this RFP contact Jeffrey
Box at (570) 655-5581 or via e-mail at jbox@nepa-alliance.org.
6. Small and/or Certified Minority & Women Owned Businesses: Efforts will be made by
NEPA to utilize small businesses and minority-owned businesses as defined by the
Pennsylvania Department of General Services.
7. Oral Presentation: Consultants submitting a proposal may be required to deliver an oral
presentation after submission and prior to final Consultant selection. It is preferred that the
project leader who would likely be assigned to this initiative participate in the oral
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NEPA – Request for Proposals
presentation.
8. Consultant Responsibilities: The selected Consultant will be required to assume
responsibility for all services offered in the proposal. This shall include all approved subcontractors. Further, the issuer will consider the selected Consultant as the sole point of
contact with regard to contractual matters.
9. Standard Contract: The selected Consultant will be expected to enter into a contract that
shall be provided by NEPA.
10. Consultant Rejection: NEPA shall notify in writing all Consultants that were not selected
for this project.
11. Subcontractor Approval: Any/all subcontractors proposed to be used as part of this project
must be disclosed to NEPA for approval. If subcontractors are to be used, a complete
description of the subcontractor qualifications and personnel shall be provided.
12. Consultant Qualifications: Consultant must be a licensed engineering firm by the
Commonwealth of Pennsylvania and insured as such.
13. Proof of Professional Liability Insurance: A proof of insurance certificate shall be
provided with the proposal indicating professional liability insurance coverage.
14. Meeting to Review the Site: Any firm preparing to respond to this RFP should contact
Jeffrey K. Box, NEPA President & CEO for appointment.
Contract
1. Period of Performance - The period of performance for this program will be 3 months from
the date of the contract for Phase I and 6 months for Phase II, if the project advances past
Phase I. An extension of service beyond the date indicated may be authorized.
2. Payment – Payments will be made by NEPA during the term of the contract based upon
invoices from the Consultant detailing work performed that allows NEPA to determine that
satisfactory progress is being made.
3. Options - At the discretion of NEPA, this contract may be amended, terminated, or extended
beyond the specified contract at any time in writing by NEPA. The cost for the option
periods will be agreed upon by NEPA and the Consultant.
4. Confidentiality - The Consultant agrees to keep in confidence all information discussed,
revealed, or produced during the course of providing services to NEPA.
Proposal Format
In order to be considered for selection, the Consultant must submit a complete response to this
RFP and be prepared to present their product to NEPA and its selection committee.
1. Proposal Details: Proposals should not exceed four (4) pages in length and should be typed
on 8.5 X 11 inch pages with margins no smaller than one (1) inch. Font size should be no
smaller than twelve (12) point.
2. Signature: Submitted proposals must be signed and dated by the executive of the
company/organization.
3. Amendments: Except for amendments as specified above, no modifications or extensions
will be entertained after the proposals are received.
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NEPA – Request for Proposals
4. Economy of Preparation: Proposals should be prepared simply and economically, providing
a straightforward, concise description of the Consultant’s ability to meet these requirements.
The proposal should include the following headings and table:
1. Understanding the Need: The Consultant shall demonstrate an understanding of the overall
need, objectives and Scope of Services.
2. Consultant Qualifications & Past Performance: The Consultant shall outline the ability to
meet the terms of the RFP considering time constraint, quality, relevancy, etc. The consultant
shall
summarize
similar
projects
that
were
completed
including
the
business/organization/agency name, contact person, and telephone numbers for reference
purposes.
3. Special Characteristics: Special designations of the firm recognized with state or federal
certifications or other noteworthy characteristics relevant to the project.
4. Personnel Qualifications: Refers to the competency of the professional personnel assigned
to the project. Qualifications will be measured by experience, certification, and education,
especially the qualifications of the Project Manager.
5. Cost Proposal: Prepare a detailed cost estimate for work described under Scope of Services.
Selection Process and Criteria for Selection
Selection Process and Criteria for Selection: All proposals received from consultants will be
reviewed and evaluated by NEPA and may include other individuals/entities selected by NEPA.
NEPA will select a Consultant that is best qualified and experienced to meet the requirements of
the Scope of Services and best suits the needs of clients to be served by the initiative.
1. Criteria for Selection: The following are criteria that will be used in making the
Consultant selection:
a. Understanding the Need: The Consultant shall demonstrate an understanding of
the overall need, objectives and Scope of Services.
b. Consultant Qualifications & Past Performance: The Consultant’s ability to
meet the terms of the RFP considering time constraint, quality, relevancy, etc.
c. Special Characteristics: Special designations of the firm recognized with state
or federal certifications or other noteworthy characteristics relevant to the project.
d. Personnel Qualifications: Refers to the competency of the professional
personnel assigned to the project. Qualifications will be measured by experience,
certification, and education, especially the qualifications of the Project Manager.
e. Cost Proposal: Cost estimate for work described under Scope of Services.
2. Nonresponsive Proposals: Proposals may be judged nonresponsive and removed from
further consideration if any of the following occur:
a. The proposal is not received timely in accordance with the terms of this RFP;
b. The proposal does not follow the specified format.
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