Highway Department

Town of Jericho, VT New Highway Garage Request for Proposal (RFP)

Municipal Project Manager (MPM) Services Phase-1

3/18/24

1. Background

On March 5, 2024, the residents of Town of Jericho voted to approve a bond of $4.15 million for the construction of a new town maintenance facility. Following this approval, the Town is seeking the services of a Municipal Project Manager (MPM) to assist with permitting, design and construction of the facility. MPM services will be split into two phases. Phase-1 Preconstruction and Phase-2 Construction. In advance of the bond vote, the Town completed a feasibility study prepared by Ascent Consulting LLC. To review the study, follow this link: Highway Maintenance Facility Feasibility Study The Town reserves the right to negotiate Phase-2 Construction Services with the successful Phase-1 Preconstruction Services provider.

All questions related to this project should be directed to Paula Carrier, Asst. Town Administrator pcarrier@jerichovt.gov.

2. Schedule

The following dates will drive the anticipated schedule for Phase 1 planning.

a. 3/25/24: Post Phase-1 MPM RFP Services

b. 4/29/24: RFP Response Due, 5PM EDT

c. May 2024: Selection of MPM Services

d. May 2024-April 2025: Duration of Phase-1 Services

e. May 2025: Construction Starts

3. Scope of Services

The MPM will provide services and guidance to the Town and its municipal interest. The town requires the following services for the Phase-1 Preconstruction. The purpose of Phase1 Preconstruction is to assist the town with the design, permitting and preparation for the bid package. It is anticipated that the design will be at 100% by end of January 2025 for February 2025 bidding.

a. Duration of Phase-1 Preconstruction Services is from May 2024 through April 2025.

b. Prepare RFP for design services for civil, architectural, structural, MEP/FP, special inspections. Respond to design services RFIs and document. Assist the Town with posting and advertising the RFP.

c. Analyze design service proposals and make recommendations to the Town.

d. Prepare design services contracts, review pay requests for Town approval.

e. Attending design meetings, ensure design is aligned with schedule and budget.

f. Assist with State and local permitting requirements.

g. Facilitate a design kick-off meeting outlining schedules and goals of the project to the design team.

h. Document updates to design and permitting status. Report to the Selectboard at meeting on the first Thursday of each month.

i. Provide cost estimates as the design progresses to ensure the project design aligns with budget.

j. Assist and provide Value Management services as needed. Provide guidance to design team regarding lessons learned from previous maintenance facility projects.

k. Prepare prequalification RFP for general contractor bidders. Post, review and background check qualifications, make recommendations to the Town.

l. Prepare bid package, send to prequalified bidders, respond to RFIs, assist the Town with bidding process, prepare bid analysis, perform descoping and make recommendations to the Town.

m. MPM is to include in their cost computer, cell phone, vehicle, business and vehicle insurance and personal protective equipment. Reimbursable costs are to be included in the cost of services.

n. Clearly identify any services that will be performed by a sub-consultant.

4. Submission requirements

To be considered responsive to this RFP, each response to the RFP must include the following requirements. The Town reserves the right to reject all proposals result from this RFP to: 1. negotiate with any or all qualified proposers 2. to waive any formality and technicalities 3. to solicit new proposals or 4. to cancel in part or in entirety this RFP if found to be in the best interest of the Town. Solicitation of this RFP in no way obligates the Town to award a contract. Each respondent is responsible for their own cost in preparation of this RFP. Late proposals will not be accepted. Only electronic submissions will be accepted. It will be the responsibility of the respondent to confirm proposals have been received by the Town.

Electronic submissions are due no later than 5PM EDT on 4/29/24 to Paula Carrier. There will not be a public bid opening. Complete RFP will include:

a. Cover letter

b. Overall Consultant Description: provide primary contact information, location of office, any and all staff or sub-consultant who will be involved in the project.

c. Resume of each staff member

d. Project experience with references

e. Proof of business insurance

f. Cost Proposal

5. Evaluation and Selection

The Town of Jericho Selectboard will evaluate the proposals. Selection criteria will be based on maintenance facility project experience, estimating capabilities, staff experience and cost proposal. The Town reserves the right to request additional information and or require a onsite interview of party submitting.

RFP - PDF VERSION

We are hiring! The Town of Jericho Highway Department is seeking the following new team members:

• Highway Foreman - click for job description

Click here for Town of Jericho job application form

On Monday, February 26th at 6pm, the Jericho Selectboard will be holding a final public hearing of the cost estimate, timeline and tax implication for the bond vote to construct a new Town Maintenance Facility. The meeting will take place in Town Hall and on Zoom. The link will be found in the posted agenda.

A bond vote will take place on Town Meeting Day, Tuesday March 5^th, 2024. Also on the agenda for this meeting is a final, public hearing on the FY’25 general and capital budgets. We hope you can join.

CLICK HERE TO VIEW TABLE AS PDF

The Town of Jericho has recently undertaken a study to determine the functional challenges our existing town maintenance facility presents—and the opportunity a new one will provide. Matt Young from Ascent Consulting in Stockbridge, VT has been hired to study and outline to Jericho residents, existing conditions that compromise staff safety—in addition to the structural and functional liabilities that will be addressed by constructing a new facility.

At the Selectboard’s October 5^th meeting, Matt presented a concerning analysis of the compromised structural integrity, lacking energy efficiency and human safety concerns that presently exist in the Highway Dept building. Inaddition, Matt emphasized the critical role an updated and modern maintenance facility plays in maintaining and recruiting high quality staff. Matt also provided a proposed design for a new, highly functional and right-sized facility for the Town of Jericho. His analysis provided proposed costs, and a suggested timeline for moving from concept to completion.

In coming months, Matt and the Select Board will be holding open house visits for Jericho residents to visit our current facility. The Select Board’s goal will be to to provide deeper understanding of current functional concerns and to give an overview of the long term benefits and cost savings the new facility addresses. The hope is for voters to understand the process details, costs and functional benefit required to provide informed support for this transformational project.

Please direct questions or suggestions to Town Administrator, John Abbott at jabbott@jerichovt.gov(External link).

To read the feasibility study click here

Watch the Video of the presentation here

BELOW ARE EXAMPLES FROM THE CURRENT JERICHO MAINTENANCE BUILDING COMPARED WITH HIGHWAY MAINTENANCE FACILITY IN GEORGIA, VT

EXSITING BUILDING	Example of Proposed New Building exterior	Example of Proposed New Building exterior
EXISTING INTERIOR WORK AREA	Example of Proposed Interior	Example of Proposed Interior
EXISTING FACILITIES EXISTING FACILITIES	Example of Updated Staff Interior	Example of Updated Staff InteriorExample of Updated Staff Interior

Top 10 Community Benefits of a New Town Maintenance Facility in Jericho:

1. Our current Town Garage presents a number of staff safety concerns and compliance issues
2. Protect our Capital Budget investments by having facility that can house all of our trucks and heavy equipment
3. Retention of Quality Highway Staff is critical to outstanding service
4. Breakroom and public spaces will meet state and federal accessibility requirements.
5. Environmental compliance and efficiency will be assured with state-of-the art fluid catchment and separation system.
6. Long term cost savings to tax payers will be maximized by building now and considering 20 year v. 30 year bond payment schedule.
7. We own the land where facility will be built--and Jericho is growing.
8. Our consultant (who has recently overseen the design and construction of similar sized facilities in Georgia and St. Albans Town) explained to the Jericho Select Board that our current facility is not only inadequate but is a liability-- and completely out of step with current practice in other similarly sized communities.
9. The retired garage can be repurposed for cold storage of equipment and supplies--and potentially be renovated to meet other community needs.

10. New facility will have an additional conference room & public meeting space....

Winter is coming upon us quickly and there are a few ordinances and policies you should follow. Please be patient with us as we have a new Highway Crew and they will be doing the best they know how to get the job done. If you have any questions or concerns please call us at (802) 899-9970 x 3.

Winter Parking Ordinance

Snow Plow Operators/Homeowners