Town Hall Renovations

REQUESTFOR PROPOSAL (RFP) Renovation of New Town Hall Issue Date: January 6, 2025 Prebid Conference: January 30, 2025, 10:00 AM EST Wallace Parks and Rec. Building at 120 Medical Village Drive Wallace, NC 28466 Due Date – February 24, 2025 2:00 PM EST, Wallace Town Hall Council Chambers, 316 East Murray Street Wallace, NC 28466 Introduction The Town of Wallace is soliciting proposals from qualified contractors for building renovation services. The qualified vendor will enable the town to convert an existing building for the use of its new Town Hall. Background Information The existing building that is to be renovated is currently being used as the offices for the Town of Wallace Parks and Recreation Department. The building was originally built as a primary care medical office. The current layout and features of the building remain from its original construction and intended use as a medical office. The facility is approximately 4,000 SF, constructed on a concrete slab foundation, with primary wood framing and exterior brick veneer. The town wishes to renovate the facility for the new use as their Town Hall, which includes but not limited to removing walls to enlarging rooms, relocating bathroom facilities, adding a service counter and breakroom. The facility will be unoccupied during the renovation. The Town will remove all equipment, furniture and items stored at the facility prior to the project starting. The town wishes to begin construction on or before May 1, 2025. The contractor shall provide all permits for construction if required. Services Required The following narrative outlines the services to be provided and renovations to be performed. Services are to be provided during office hours (M-F / 8:30 am – 5:00pm). *All work to be performed according to the most current NC Building Code * All mechanical, electrical, and plumbing work to be performed by licensed entity of NC Demolition Remove and dispose of all floor coverings throughout. (Carpet and VCT) Remove and dispose of wood wall trim. Remove and dispose of doors and frames per plan. Remove and dispose of window frames and glass throughout. Sawcut brick around existing window opening to create new rectangular rough opening for new windows. Remove and dispose of all cabinets, counters and tops from rooms. (*Cabinets in Common Area to remain) Remove and dispose of walls per plans. Remove and dispose of front and side columns at entryways. Temporarily shore and support roofs until new columns are installed. Remove and dispose of metal roofing panels and associated trim, concealed gutters, and fascia. Remove and dispose of wood framing for gutter system and fascia Remove and dispose of left side of front entry roof, approx. 4’. This section of the roof is irregular, and the goal is to create a more uniform appearance. Remove and dispose of exterior vinyl siding at roof gable walls Remove and dispose of metal fascia, concealed gutter system and downspouts around roof eaves Scrape and sand textured ceilings throughout. Remove and dispose of all light fixtures Remove and dispose of existing HVAC equipment and duct systems. Remove and dispose of all plumbing fixtures and accessories. Demo exterior wall and brick veneer at location of new window in Accounts Payable Room. Concrete Sawcut existing slab and excavate trenches for new plumbing lines. Cast in place slab patching where the plumbing trenches were installed for the new drain lines. Dowel existing slab to new patch slab Sawcut slab at front entry and excavate for column footing. Footing to be 2’x2’x2’ with 3pc of #5 rebar embedded each way (it is assumed a footer exist at side entry column location) Cast in place concrete footing for column and patching of slab. Masonry – (All new brick to match existing as best as available, owner to approve) Repair and replace brick around new widow openings. Infill brick veneer at exterior storage room after door and frame removal. Install brick veneer to continue up exterior walls where gutter system and fascia was removed around all eaves of building. Carpentry Frame new walls per plan using single pressure treated bottom plate double top plate (studs and top plate to be untreated). Frame new window rough openings Install new 6x6 pressure treated columns on front and side entry. Columns to be anchored to footings and roof beams. Alter front entry roof and beam to accept new column and siding at this location. Repair any deteriorated wood farming behind fascia and gutter system (The cost of this work to completed under a change order after demolition to determine extent of scope) Extend “tails” of roof trusses to create a 12” overhang with boxed soffit. 2x8 lumber to be used for extension with plywood roof substrate to match existing. Rough fascia to be 2x6 lumber. Finish Carpentry Install approx. 12’ of institutional grade base and wall cabinets in breakroom per plans. Install approx. 14’ of institutional grade cabinets at service counter, cabinets to consist of desk openings, file drawers. Install laminate countertops on all cabinets (new and existing) and service overhang counter. Trim out the windows with finished sheetrock. Flooring Provide and install new luxury vinyl tile in Lobby, Common Area, Breakroom, File Room, Customer Service and all of the hallways of the building. (12 mill wear layer) Provide and install ceramic tile flooring and base in the bathrooms Provide and install commercial carpet tiles in all other rooms. Provide and install new 4” vinyl base in all the rooms and in the hallway Openings Install all new interior doors throughout. Commercial grade metal frames with solid core prefinished birch wood doors. All doors to be 3’-0” x 6’-8” Provide wall or floor mount door stops at all doors All doors to have commercial grade lever handle cylindrical lockset with the exception of the following rooms below. Bathrooms and door from Lobby to Common Area to have privacy lever handle privacy sets with door closures. Breakroom to have lever handle privacy set. HVAC closet to have a lever handle passage set. Install (2) 3’ x 4’ sliding service windows at service counter Install new aluminum storefront 3’-0” x 6’-8” double door at entry. Install new aluminum storefront windows per plan. Height to remain the same as existing, width TBD based on new rectangular opening size. Storefront doors and windows frames to be clean anodized aluminum with 1” Low E tempered glass and glazing. Door hardware to include, door sweep, continuous geared hinge, MS lock, keyed exterior cylinder, thumb-turn interior cylinder, CO-9 pull handles, CPII push bar, standard flush bolts, ADA threshold, and Non-hold open surface mount closures. Interior Finishes Hang and finish sheetrock on all new walls. (Assumed 5/8” thick sheetrock throughout) Patch and repair sheetrock on all remaining walls and ceiling where required from demolition. Scraped ceilings may require skim coat of joint compound after scraping of texture to ensure a smooth ceiling throughout. Cover all interior walls of the new bathrooms with FRP panels and associated trim. FRP to be glued to sheetrock. Prime and paint 2 coats on all walls and ceilings. Exterior Finishes Provide vinyl trim wrap around new exterior columns. Pressure wash exterior of building. Install new wall vapor barrier and vinyl lap siding on roof gable walls. Install vinyl vented soffit and 26g painted metal fascia over rough fascia Bathrooms Provide and install the following accessories in each bathroom 18” grab bar 36” grab bar 42” grab bar Mirror Paper towel dispenser Soap dispenser ADA restroom sign Roofing Repair and/or replace any deteriorated plywood roof substrate panels or associated wood members of roof. (The cost of this work to completed under a change order after demolition to determine extent of scope) Install new 30 year (min. 230 lbs./per SQ) architectural asphalt single roof covering system with shingle drip edge. Install 4” seamless aluminum gutters with downspouts around eaves of building. HVAC Supply and install new HVAC units and duct system for new building layout and use bases on the following (Town prefers to use Trane equipment). Air Handlers to be updraft and located in existing Mechanical Room. The use of 2 units with 1 serving the front and 1 serving the rear of building. Rear system to be in 2 zones, left and right areas Plenums and truck lines to be sealed galvanized metal with R-8 foil faced wrap insulation. Run outs to be flexible R-8 foil faced duct. Dampened controlled fresh air on back of systems. Air distribution to be of STEEL construction Bath exhaust fans duct work and wall terminations (fans installed by electrical contractor) Ultralite unit pads for outdoor units Proposed systems and controls to be used are as follows: Front System: (14.3 seer2) 5TWR4024A1000A – 2-ton XR14 Trane heat pump (R410a) 5TEM4B03AC31SA – 2-ton Trane ECM motor Air Handler BAYHTR1505LUG – 5 kw supplementary heater TCONT824 – 3H/2C Trane touch screen smart Tstat w/WIFI TAYSTAT250B – Outdoor thermostat Rear System: (14.8 seer2) 5TWR4048N1000A – 4-ton XR14 Trane heat pump (R410a) TEM6D06AV41SA – 4-ton Trane variable speed air handler BAYHTR1510LUG – 10 kw supplementary heater ZP3-HPS control – Zone control panel w/ leaving air sensor & static pressure POC-16 – 16” Rd Zone Damper (Rear left zone) POC-12 – 12” Rd Zone Damper (Rear right zone) TCONT824 –(2ea.)3H/2C Trane touch screen smart Tstat w/ WIFI FAD – Fresh air intake, damper & filter assembly Electrical Reconfigure layout of switches, receptacles, and light boxes for new layout. Each room to have a minimal of 1 receptacle per wall and 4 at each cabinet and counter location. Install new 2’x4’ flush mount LED light fixtures throughout Provide wiring for drinking fountains, refrigerator and electric hot water heater. Wire and install 3 new Exit/Emergency lights per new layout. Wire and install 50 cfm min. exhaust fan light combo in each bathroom on motion sensing switch. Plumbing Remove and cap off all abandoned supply and drain lines in walls or slab. Install new supply and drain lines for new layout of plumbing fixtures. Install new 20gal electric hot water heater in cabinet of Breakroom. Install 3 ADA toilets Install 3 ADA wall mount sinks Install a two-compartment stainless steel sink in the breakroom. Install a water supply line to refrigerator Install bi-level ADA drinking fountain Submittal Requirements The following information shall be required in the RFP submittal: Letter of Transmittal – The letter must contain the following statements and information: Company name, address, telephone number(s), and email address(es) of the firm submitting the proposal. Name, title, address, e-mail address, and telephone number of the person or persons to contact who are authorized to represent the firm and to whom correspondence should be directed. Federal and state taxpayer identification numbers of the firm. Briefly state your understanding of the services to be performed and commitment to provide the services as specified. The letter must be signed by a corporate officer or other individual who is legally authorized to bind the applicant to both its proposal and cost schedule. Statement which indicates “proposal and cost schedule shall be valid and binding for sixty (60) days following proposal due date and will become part of the contract that is negotiated with the Town of Wallace. General Vendor Information – Provide the following information: Length of time in business Length of time in business of providing proposed services Number of full-time personnel in: consulting, installation, training, sales, marketing, and administrative support Location of office which would service this account (location of headquarters and any field offices that are not providing service to this project should also be listed) Description of Services – Provide the following information: Describe how your firm is positioned to provide the services listed in this request for proposals and provide a history of experience on providing similar services Describe your approach and methodology to providing these services Provide insight on how your team will phase the project, and any processes your team recommends maintaining the security of the site and the safety of park visitors. References - Provide the following information: Name, title, address, and telephone number of three references for clients whom you have provided similar services Describe the actual services provided and the length of tenure providing services to each client referenced Staff Resources – Provide the following information: Identify names of principals and key personnel who, if your company is selected, will actually provide the interior renovation services Summarize the experience and expertise of these staff Describe the role and responsibilities that each of these individuals will have Default - If your company has had a contract terminated for default during the past five years, all such incidents must be described. Termination for default is defined as notice to stop performance due to the vendor’s non-performance or poor performance; and the issue was either (a) not litigated or (b) litigated, and such litigation determined the vendor to be in default. If default occurs, list complete name, address and telephone number of the party. If NO such terminations for default have been experienced by the vendor in the past five years, declare that. Summary – Summarize your proposal and your firm’s qualifications. Additionally, you may articulate why your firm is pursuing this work and how it is uniquely qualified to perform it. Include any other pertinent information that helps the Town of Wallace determine your overall qualifications. Your proposal summary is not to exceed two pages. Cost of Services - Provide the following information: a. The proposal must contain a lump sum fee for the proposed services listed. The Town reserves the right to negotiate aspects of the project with the winning bidder. b. Define any additional charges. (e.g., travel expenses) Insurance – Contractor shall furnish a certified copy of General Liability Insurance, as well as workman’s compensation for company and employees prior to beginning any work. Affirmative steps shall be taken to solicit bids and quotes from M/WBE vendors and suppliers. A Good Faith Effort Form (Attached) for M/WBE vendors to document efforts is required to accompany your proposal. Bid Form – Please fill out the attached bid form and include it with your proposal. 5% Bid Bond Required; Performance Bond Required of successful bidder Evaluation Criteria and Process - A selection committee will conduct an evaluation of qualifications and will rate each submittal based upon the following criteria: Cost Experience Understanding of services to be provided Ability to provide requested services Compatibility with end users Project approach References Deadline for Submissions of Proposals - Three (3) sealed copies of the proposal must be received by the Town of Wallace prior to 2:00 PM prevailing time on February 24, 2025. All copies of the proposals must be under sealed cover and plainly marked as “New Town Hall Renovation Proposal”. Proposals shall be delivered or mailed to: Town of Wallace 316 East Murray Street Wallace, North Carolina 28466 Any questions regarding this proposal are to be submitted no later than February 14, 2024, to: Rob Taylor, Town Manager Town of Wallace 316 East Murray Street Wallace, NC28466 Tel : +1 (555) 000-0000 E-Mail: contact@example.gov Miscellaneous The Town of Wallace reserves the right to reject any and all proposals for failure to meet the requirements contained herein, to waive any technicalities, and to select the proposal which, in the town’s sole judgment, best meets the requirements of the project. The Request for Proposal creates no obligation on the part of the Town of Wallace to award a contract or to compensate the proposer for any costs incurred during proposal presentation, response, submission, presentation, or oral interviews (if held). The Town reserves the right to award a contract based upon proposals received without further discussion or negotiation. Proposers should not rely upon the opportunity to alter their qualifications during discussions. The Town of Wallace further reserves the right to make such investigation as it deems necessary to determine the ability of proposers to furnish the required services, and proposers shall furnish all such information for this purpose as the Town of Wallace may request. Proposers must specifically identify any portions of their submittals deemed to contain confidential or proprietary information, or trade secrets. Those portions must be readily separable from the balance of the proposal. Such designations will not necessarily be conclusive, and proposers may be required to justify why the Town of Wallace should not, upon written request, disclose such materials. Evaluation and Award – This is a Request for Proposals and not a bid process. Therefore, the Town of Wallace has the discretion to evaluate the qualitative as well as the financial aspects of each proposal and make its selection based on what it considers to be in its best interest. The award and selection of the Vendor is solely within the discretion of the Town of Wallace. After the contract award has been announced, no unsuccessful Vendor should submit additional information for the town’s consideration or have any subsequent contact with the Town of Wallace employees or officials, other than to receive a debrief from an authorized individual. Transportation Charges – Unless the proposal clearly states otherwise, prices quoted will be considered to include all charges for transportation, packaging, crates, containers, etc.., necessary to complete delivery on an F.O.B. Destination basis. Job Familiarization – Contractor is urged to make itself fully aware of all job and facility requirements. A Prebid conference on site is scheduled for January 30, 2025 to allow bidders the opportunity view the facility and ask questions. The vendor shall be responsible to question any discrepancies, errors, and/or omissions in the specification and totally familiarize itself with the full intent of this invitation for proposal. Failure to do so will not relieve Vendor of the responsibility to perform to the full scope and quality of work expected by the Town of Wallace. The proposer shall be a North Carolina licensed General Contractor. License information is to be provided with the proposal.