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HomeMy WebLinkAbout2023-10-10 Select Board Packet Town of Reading Meeting Posting with Agenda This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 1 2018-07-16 LAG Board - Committee - Commission - Council: Select Board Date: 2023-10-10 Time: 7:00 PM Building: Reading Town Hall Location: Select Board Meeting Room Address: 16 Lowell Street Agenda: Purpose: General Business Meeting Called By: Caitlin Nocella on behalf of Chair Jackie McCarthy Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk’s hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: This Meeting will be held in-person in the Select Board Meeting Room at Town Hall and remotely on Zoom. It will also be streamed live on RCTV as usual. Join Zoom Meeting https://us06web.zoom.us/j/87509416187 Meeting ID: 875 0941 6187 One tap mobile +16465588656,,87509416187# US (New York) +16465189805,,87509416187# US (New York) Dial by your location • +1 646 558 8656 US (New York) • +1 646 518 9805 US (New York) PAGE # 7:00 Overview of Meeting 7:05 Public Comment 7:15 SB Liaison & Town Manager Reports 7:30 CONTINUED HEARING – Change of Manager – Anthony’s Coal Fired Pizza 3 7:45 Appointment of SB member to the Designer Selection committee for the feasibility study for a new senior center 9 Town of Reading Meeting Posting with Agenda This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page | 2 7:55 Discuss Future Agendas 25 8:00 Approve Meeting Minutes 27 Project Manual RFQ #XX-XX - Reading Center for Active Living Project - Designer Service Page 1 of 16 REQUEST FOR QUALIFICATIONS DESIGNER SERVICES (RFQ) #2023-03 September 12, 2023 1. INTRODUCTION The Town of Reading, Massachusetts, (“Owner”), is seeking the services of a qualified designer (“Designer”) within the meaning of the Massachusetts Designer Selection Law M.G.L. Chapter 7C, Sections 44 through 58, to provide Designer Services for programming, feasibility, preliminary schematic design for new construction or addition to/renovation of the Town’s Pleasant Street Center, 49 Pleasant Street, Reading, Massachusetts to establish a new Reading Center For Active Living (the “Project”). Furthermore, the Project is here defined as a Senior Center and/or Community Center with designated senior space. The Town is requesting the qualifications of a Designer to provide professional services during one and perhaps subsequent multiple Project phases. • First, in Phase 1 the Designer will prepare a Facilities Program Study, using the information developed by ReCalc and the UMass Boston Center for Gerontology, and potentially additional input, to identify the interests and needs of the various stakeholders in order that the Owner may select a Design Program(s). The interest and needs analysis should include inter-generational programing. The Community feels that a significant amount of information has been gathered and explored that the Designer can use to complete Phase 1. The Community would prefer to limit any redundant work. • Second, in Phase 2 the Designer will complete a Feasibility Study investigating multiple options to a high level of detail to arrive at a Preferred Option based on the program, needs and interests identified and selected in Phase 1. • Third, in Phase 3 the Designer will complete Schematic Design plans, high level specifications and cost estimates for the Preferred Option. • Phase 1, 2, and 3 services, outlined in the three steps above shall be referred to herein as the Basic Services. A potential Project may include a renovation and addition of the existing Pleasant Street Center building or construction of a new building which may be on an alternate site. The Fee for services related to the completion of the Basic Services will be negotiated but will not exceed $250,000. “Extra Services” fees will not be allowed for Phase 1, 2 or 3. 2. GENERAL INFORMATION READING CENTER FOR ACTIVE LIVING PROJECT RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 2 of 16 The Owner believes in a design approach where all Project stakeholders are involved in the design process from start to finish on a collaborative basis. The process recognizes that non-inclusive and compartmentalized design decisions made unilaterally may have adverse impacts on achieving inclusive design goals. An inclusive design approach is required for the Project. 3. BACKGROUND Town’s History, Profile and Organizational Structure: Reading was settled in 1639 and incorporated as a Town in 1644. The Town has a traditional New England center surrounded by family-oriented neighborhoods and endeavors to be a welcoming community. Located in Middlesex County, Reading is only 12 miles north of the center of Boston. The Town lies close to the intersection of Interstate 93 and Interstate 95, allowing easy access to Boston. Principally a residential community, Reading has a significant but modest level of commercial businesses, many of which are located near the highways. The MBTA has a station in Reading which links the Town to Boston’s North Station and has two bus lines which connect to the Orange Line. Reading is known for its award-winning schools and outstanding Town services. It has a safe, small-town feel and offers residents many recreational and cultural opportunities, both within the community and as part of the greater Boston region. The Town is governed under a home-rule charter, which vests executive authority and responsibility to the elected five-member Select Board, who serve on rotating three-year terms. Legislative authority is vested in a 192-member elected Town Meeting. The Town Manager, who is appointed by the Select Board, serves as the Chief Administrative Officer. Reading has approximately 26,000 residents, and nearly 26% of the Town’s population are age 60 or above. The Reading Pleasant Street Center serves approximately 700 individuals in the in this age category on average per month, including over 3,500 units of services month which include social / recreation programs, support groups, health education, physical activities, cultural programs, Medicare counseling, help with benefit applications and related social services, and elder law assistance. Reading’s over-60 population is projected to reach close to 30% of the general population by the year 2030. Division of Elder and Human Services The Division of Elder Services is part of the Public Services Department overseen by the Community Services Director and the Assistant Town Manager. The Division of Elder Services is responsible for aiding in the implementation of the Pleasant Street Center policies and programs and coordinates the Center’s functions. The Elder and Human Services Administrator is appointed by the Town Manager and is responsible in carrying out its responsibilities of the Division of Elder and Human Services and Operates the Pleasant Street Center. Council on Aging The Council on Aging (COA) is established under section 4.7 of the Reading Home Rule Charter. The Council on Aging shall have all the powers and duties given to Councils on Aging by the Massachusetts General Laws, and such additional powers and duties as may be provided by the Charter, by Town Bylaw or by Town Meeting vote. The Council on Aging functions as a Board of Directors. The Council is composed of ten Reading citizens who have demonstrated a concern for and a commitment to the elderly. The Council is appointed by the Board of Selectmen. Their responsibilities include: 1. Identifying the needs & interests of senior citizens and encouraging programs to address those needs and interests. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 3 of 16 2. Educating the community about the needs of senior citizens. 3. Developing a network for information sharing. 4. Establishing policy direction to be implemented by Reading Elder Services. Reading Center for Active Living Committee (ReCalc) The Select Board created a volunteer Ad Hoc Committee: Reading Center for Active Living Committee (RECALC). ReCalc submitted its final report and highlighted findings in a PowerPoint presentation to the Selectboard on March 25, 2023. The committee also published a detailed report. The primary recommendation from ReCalc was to identify and implement a solution to the facility needs for the Senior population in the immediate (2 to 3 year) timeframe. In addition to the primary recommendation (above), the following are supporting recommendations based on the work performed by ReCalc: 1. Review the identified needs, perform a more detailed assessment of priorities, and then define explicit plans to address the needs. This should include all aspects of facility, staffing, services, programs, transportation, financial, etc., and should consider centralized and distributed approaches to service/program delivery whenever possible. 2. Perform feasibility study (studies) on potential Senior Center and/or Community Center with designated senior space with dedicated space solutions that may include renovation or construction of buildings. Ensure any proposed facility satisfies all ADA requirements and inclusivity recommendations for all populations. 3. Advocate for continued investment in Elder Services (to support capital and operational expenses) aligned with the facility investments resulting from (1) and (2) above and Senior Center use projections established from current use, demographic trends and comparable community data. 4. Develop communication strategies and tools to keep the community informed of efforts and the rationale/priority for addressing the identified issues and unmet needs. 5. Support the concept of a Senior Center and/or Community Center with designated senior space ensuring first that the needs of the Seniors are being met. Implicit in this recommendation is to consider the “inventory” of currently provided Reading services and facilities to determine how best to meet the needs of the community. Whenever possible space in the would be available for the community at large to use as is the option with current space at the Senior Center and/or Community Center with designated senior space which is available for groups to reserve and use. In the spring of 2023, the charge of ReCalc was expanded to identify the current and future needs of the Community, and initiate planning for a potential new Senior/Community Center in town that will focus on residents aged 60+ and possibly other members of the Community. The committee is made up of 7 voting members, all Reading residents, appointed by the Select Board and comprised of the following: 1 member of the Select Board, designated by the Select Board, 1 member of the Council on Aging (COA), designated by the COA, 1 member of the Recreation Committee, designated by the Recreation Committee Chair, 4 at-large members from the community, preferably with background in architecture, design, planning, project management and community engagement, and/or who represent a variety of key stakeholder groups such as seniors who participate in our Elder and Human Services programs, eldercare professionals, families with age 60+ members who use our recreation programs, and those aged 60+ who don’t currently use the Elder Services programs and an additional RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 4 of 16 1-2 associate members preferably with background and interest in financing options for programs at senior/community centers or other civic organizations, all to be recommended by the Volunteer Appointed Sub Committee. ReCalc operates with the following goals: Information for Feasibility Study: Using information obtained and developed through review of best practices, visits to and discussions with other senior /community centers around us, and survey results. ReCalc provides a document and information to be used by the firm being hired to perform the feasibility study. Program focus: Using the above tools and new interviews, explorations, and discussions, add programming review to help define what we may want to offer in terms of services for seniors. Focus on other similar communities, best practices, enticing new participants in the 60+ age bracket to attend programs at the center. Operating Finance: Explore a variety of financing alternatives used by other senior/community centers for programming activities to include donations, grants, town support and potentially other alternatives. Transportation: Explore transportation best practices for senior centers. The Pleasant Street Center The Pleasant Street Center is located at 49 Pleasant Street and is the former Reading Municipal Building. Built in 1885, this two-story brick building was the town's first municipal structure, housing the town offices, jail, and fire station. In 1918 all functions except fire services moved out of the building. The building was listed on the National Register of Historic Places in 1984. The former Reading Municipal Building is set on the southeast corner of Pleasant and Parker Streets, just off Reading's Main Street central business district. It is a rectangular two-story brick Renaissance Revival structure with a hip roof. Its northern facade is four bays wide, with the main entrance in the leftmost bay. The three first-floor windows are set in round-arch openings, while the four on the second are set in segmented-arch openings. The west facade originally housed the openings for the fire house, with three large round-arch openings now filled with wood paneling and windows below, and single segmented-arch windows flanking a central pair of narrow windows in the center bay. At the northeast corner, a wood-frame tower with Stick style decoration rises to a gable-over-hip roof. The town of Reading was incorporated in 1644, but this, its first purpose-built municipal building, was not constructed until 1883. It was designed by local architect Horace G. Wadlin, and housed town offices, fire station, and the local jail. It served all of these roles until 1918, when the town offices were relocated to the present town hall in 1918. This building remained a fire station for many years, with its original round doorway openings combined into two rectangular openings to provide access for more modern fire equipment. The fire house facade has since been restored to its original form, albeit with the openings closed off. In 1991 the building was renovated and repurposed as the Pleasant Street Center which is Reading’s local senior center. Prior studies have determined that the Pleasant Street Center is no longer adequate to meet the needs of Reading’s age 60+ population. The Pleasant Street Center cannot provide the volume of programs and services required to meet Reading’s current or projected population. Moreover, the Pleasant Street Center facility’s minimal compliance with ADA requirements, limited hours of operation, and unacceptable facility issues (including but not limited to noxious fumes, lack of a functional kitchen, and inadequate space for staff as well as seniors’ use) make continued use of the building in its current condition unacceptable. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 5 of 16 4. PROJECT GOALS AND OBJECTIVES In the process of evaluating facilities programs for senior citizens, the Town also seeks to evaluate alternative facility programming which may provide services and programs that go beyond the traditional thinking when addressing the needs of the senior community in order to develop a new Reading Center for Active Living which also can serve a broader community base, keeping in mind that senior community must be prioritized. Programming options may include needs identified by the Recreation Department as well. Overall Project Objectives include: • Fostering an inclusive environment that welcomes all among Reading’s 60+ population (currently approximately 7,000 residents) who wish to participate in Elder Services programming and services by ensuring that all proposals adhere to principles of Universal Design, as opposed to settling for compliance with minimum ADA requirements. (See, for example, guidelines on the Institute for Human Centered Design website humancentereddesign.org. • Ensuring that Elder and Human Service’s mission and goals are fully understood, updated as necessary, and incorporated into the process, while establishing potential goals for a Reading Center for Active Living, that may incorporate inter-generational programming; • Engaging with all stakeholders, from project outset to ensure a collaborative approach is maintained throughout the design process, including involvement from multiple municipal entities; • Assisting in communicating Project details with the public; • Reviewing and assessing the existing programs, documentation and conditions, and information provided by ReCalc and the Elder and Human Services, • Identifying opportunities for new programs and services for senior citizens and opportunities to provide a broader range of programs, services, and hours to a wider population. • Providing a Facilities Program Study which will allow the Town to determine which program option(s) is /are appropriate for the Town. Coordinating with the Town in identifying other approvals required by any governing agency and coordinating submittal materials for such approvals; • Investigating the most appropriate design options and phasing plans; including temporary operational space, if required; • Identifying any community, traffic, or neighbor concerns that may impact study options; • Developing accurate and complete cost estimates, including Life Cycle Costs as requested, at the Feasibility Phase. • Supporting a design that is of high quality, efficient, cost effective, and conforms to Massachusetts High Performance Building Guidelines and LEED for Municipal Buildings at a minimum, and complies with all applicable regulatory requirements including the Massachusetts Stretch Code. • Developing and evaluating creative energy efficiency solutions over and above the stretch code and innovative alternative sustainable design solutions, including but not limited to active/passive solar, geothermal, etc., and identifying alternate funding sources, first costs and paybacks; To accomplish this, the selected Designer will be working in partnership with various Town departments, committees, and sub-committees. The local committees will include at a minimum: RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 6 of 16 • Reading Select Board, Permanent Building Committee, Reading Center for Active Living Committee, Council on Aging, Elder and Human Services, Recreation Department, Office of Equity and Social Justice, and the Town Manager. • Community Development Department, Development Review Team (DRT) - Prior to construction at any municipal building, the Director of Community Development reviews projects for consistency and compatibility with all applicable planning and analytical studies. • Facilities Department and Department of Public Works. • Finance Committee. • Public Meetings at other Town Committees – As may be required. • Other committees and Departments including Conservation Commission, Fire Department, Police Department, etc. – As may be required for local reviews. The Designer will assist the Owner in identifying other approvals required by the Commonwealth of Massachusetts. Such approvals may include: • Massachusetts Architectural Access Board (MAAB) • Massachusetts Historical Commission (MHC) Needs and building conditions assessments and other background documents shall be available for informational purposes and include: • UMass Boston Gerontology Institute, Community Engagement and Planning: Reading Center for Active Living (ReCalc) https://www.readingma.gov/DocumentCenter/View/7803/Reading-Center-for- Active-Living--UMass-Gerontology-Institute-Final-Report-PDF • READING CENTER FOR ACTIVE LIVING COMMITTEE (RECALC) https://www.readingma.gov/601/Reading-Center-for-Active-Living-Committ RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 7 of 16 5. PROJECT PHASING DESCRIPTION Phase I: Facilities Program Study 1-2 months The Town will embark on a Facilities Program Study to evaluate facility programming options to address senior citizens’ needs as well as alternatives which may provide services and programs that go beyond traditional thinking for the development of an Active Center for Living. Programming options may include needs identified by the Parks and Recreation Department as well. Phase I tasks should include but are not limited to: • Discussions with current senior center users, all stakeholders, Pleasant Street Center staff, Council on Aging, Recreation Department, Reading Center for Active Living Committee (ReCalc), Permanent Building Committee, Select Board and the general public; • Review of previous studies developed by UMass Boston Gerontology Institute • Review of previous design work developed by Gienapp Architects • Review of ReCalc final recommendations and findings • Review of Elder and Human Services programs • As needed, information gathering of interests of the greater community using a variety of tools such as developing community and user surveys, facilitated public meetings and/or focus group interviews. • The process should consider the space and programming needs of the Pleasant Street Center, as well as the needs and desires of Town residents, with a priority to meeting the needs of Seniors. • The Facilities Program Study will include optional programs for each group and options to accommodate all groups combined. The study will identify program space needs, approximate building sizes and square foot costs, and corresponding site area and access requirements to support each program option. The study will also identify what program options are viable for an addition / renovation project of the existing Pleasant Street Center. Phase II: Feasibility Study 2-4 months Phase III: Schematic Design Phase/Site Plan Approval 2-4 months The anticipated initial Contract period will be from October 1, 2023, or the date of contract execution, whichever is later, through the completion of the Basic Services Phase. The Town reserves the right to terminate the services provided by the selected firm/individual at the end of the Basic Services Phase and re-solicit Designer services or to continue with the selected Designer beyond this phase. 6. SCOPE OF SERVICES FOR PHASE II AND PHASE III During the feasibility, schematic design and design development phases of the project, the Owner will require interactive working group sessions to explore site strategy options, design concepts, evaluation criteria, programming requirements, sustainability goals and potential solutions. The anticipated scope of the Feasibility Study includes but is not limited to: Investigating the existing building and site and potential alternate sites providing conceptual plans and elevations that meet the program and space requirements of the Owner for and addition / renovation project, new construction on the existing site, and evaluation of potential alternate sites with new construction. The Feasibility Study will be based on the Facility Program(s) selected by the Owner as a result of the Phase I study. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 8 of 16 Designer Services include, but are not limited to, verification of existing record information including building dimensions, details and general existing conditions, cost estimating, all architecture as well as traffic, civil, site development, sanitary, mechanical, electrical, plumbing, fire protection, structural, site planning and landscape architecture, basic environmental permitting, graphics, lighting design, acoustics, data and communication; any specialty consultants; code consultants, accessibility and inclusion, energy evaluations including the coordination of energy rebates, detailed cost estimates, LEED or sustainable design consultants; Furniture, Fixtures & Equipment (FF&E) including programming, specifications, procurement. 7. MINIMUM QUALIFICATIONS & REQUIREMENTS Each Designer submitting a Statement of Qualifications (SOQ) must certify in its cover letter that it is a qualified Designer within the meaning of the Massachusetts Designer Selection Law, M.G.L. Chapter 7C, Sections 44 through 58, employing a Massachusetts registered architect responsible for and being in control of the services to be provided pursuant to the Contract. Any Designer that fails to include such certification in its response, demonstrating that these criteria have been met, will be rejected without further consideration. 8 EVALUATION & SELECTION CRITERIA In evaluating proposals, the Owner will consider the members of the proposed design team. Identify those member(s) of the proposed design team who will be responsible for the following categories of work: (Firm’s name, individual’s name and professional registration or license number, as applicable, must be listed in the application for each category of work). a. Architecture b. Universal Design/Inclusive Design Consultant c. Geotechnical Engineering d. Geo-Environmental e. Site Survey f. Archeological Survey g. Hazardous Materials h. Civil Engineering i. Structural Engineering j. Landscape Architecture k. Fire Protection Engineering l. Plumbing Engineering m. HVAC Engineering n. Electrical Engineering o. Lighting Consultant p. Energy Modeling q. Data/Communications Consultant r. Specifications Consultant s. Sustainable/Green Design/Renewable Energy Consultant t. Cost Estimating u. Accessibility Consultant v. Traffic Consultant w. Interior Design, Furniture, Fixtures and Equipment Consultant x. Code Consultant RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 9 of 16 y. Security Consultant z. Acoustical Consultant Applicants must address each category of work listed above in their application whether it is to be performed by in-house staff or by sub-consultant(s). Failure to address category may result in the elimination of the applicant from consideration on this project. As a starting point, The Owner will consider the following minimum criteria in evaluating proposals: a. Prior Senior Center and/or Community Center with designated senior space or closely related experience best illustrating current qualifications for the project. Firms / teams demonstrating significant experience with Facilities Programming for these project types as are deemed to be highly desirable. b. Demonstrated knowledge and experience in applying Universal Design concepts and techniques. c. A statement of the Designer’s philosophy on the importance of educating Owner and stakeholders about principles of Universal Design and the priority of Universal Design principles in facility design decisions. d. Past performance of the firm, if any with regard to public or private projects across the Commonwealth, with respect to: i. Quality of project design. ii. Quality, clarity, completeness and accuracy of feasibility studies. iii. Ability to meet established program requirements within allotted budget and to design to budget. iv. Ability to meet schedules including submission of design and contract documents, processing of shop drawings, contractor requisitions and change orders. v. Coordination and management of consultants. e. Current workload and ability to undertake the contract based on the number and scope of projects for which the firm is currently under contract. f. The identity and qualifications of the consultants who will work on the project. g. Demonstrated ability to lead a collaborative team approach to the project. h. The financial stability of the firm. i. The qualifications of the personnel to be assigned to the project. j. Geographical proximity of the firm to the project site or willingness of the firm to make site visits and attend local meetings as required by the client. k. Additional criteria that the Town considers relevant to the project. 9. EVALUATION CRITERIA Submissions will be assessed by the review evaluating the offeror's overall qualifications, including its methodologies, technical abilities, and previous experience and qualifications of individual members of the Consultant Project Team and the proposed sub-consultants. The Selection committee may include the following individuals, the make-up of the selection committee is at the discretion of the Owner: 1. Director of Facilities 2. Community Services Director 3. Town Manager 4. Select Board Member 5. Member of ReCalc RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 10 of 16 6. Member of COA 7. Member of Permanent Building Committee The Committee will rank the proposals based upon the experience, qualifications, and organizational capacity of the consultant team in the following categories: Successful engagements for design and construction of at least three (3) Senior Center and/or Community Center with designated senior space, new facilities or renovation projects. 20 Points Offeror has at least three (3) or more successful engagements for renovation of Senior Center and/or Community Center with designated senior space facilities, at least one of which utilizes universal design. 10 Points Offeror has two (2) successful engagements for renovation of Senior Center and/or Community Center with designated senior space facilities, at least one of which utilizes universal design. 5 Points Offeror has one (1) successful engagements for renovation of Senior Center and/or Community Center with designated senior space facilities, at least one of which utilizes universal design. 0 Points Offeror has no prior senior center renovation engagements. Offeror project experience with local governments and other public agencies. 20 Points Offeror has five (5) years of experience or more working with school districts, local governments, and other public agencies. 10 Points Offeror has three to four (3-4) years of experience or more working with school districts, local governments, and other public agencies. 5 Points Offeror has two years or less experience or more working with school districts, local governments, and other public agencies. 0 Points Offeror has no experience or more working with school districts, local governments, and other public agencies. Offeror has demonstrated success in designing high quality, durable, and efficiently operated projects that support inclusion and accessibility. 20 Points Offeror has successfully demonstrated the ability to design high quality, durable, and efficiently operated projects in the last five (5) years 10 Points Offeror has successfully demonstrated the ability to design high quality, durable, and efficiently operated projects in the last four (4) years. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 11 of 16 5 Points Offeror has demonstrated the ability to design high quality, durable, and efficiently operated projects in three (3) years or less. 0 Points Offeror has not demonstrated the ability to design high quality, durable, and efficiently operated projects. Record of completing projects on budget and on schedule. 20 Points Positive response from three or more references. 10 Points Positive response from two references that are generally good. 5 Points One negative response from a reference. 0 Points More than one negative response from references. Project team includes highly experienced personnel in disciplines needed to design and oversee construction of a Senior Center and/or Community Center with designated senior space utilizing universal design principles, as outlined in Section 8 above. 20 Points Project team leader is a licensed architect or engineer and has at least ten (10) years of experience in design and construction administration with municipalities or school districts. Team includes all disciplines required for the project. 10 Points Project team leader is a licensed architect or engineer and has at least seven (7) years of experience in design and construction administration with municipalities or school districts. Team includes all disciplines required for the project. 5 Points Project team leader is a licensed architect or engineer and has at least five (5) years of experience in design and construction administration with municipalities or school districts. Team does not include all disciplines required for the project. 0 Points Project team leader is not licensed or has less than five (5) years of experience working with municipalities or school districts. Team does not include all required disciplines for the project. 10. SELECTION PROCESS & SELECTION SCHEDULE Process: a. The Owner acting through the Selection Committee will perform a review of all responses, to determine if they meet minimum criteria established in the RFQ. Respondents who do not meet the minimum criteria will not be further considered. The minimum criteria is outlined in Section 8 above. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 12 of 16 b. The Review Committee members will score each proposal that has met the minimum criteria based on the weighted evaluation criteria identified in Section 9 of the RFQ. c. Based on the initial scores the Review Committee will rank the Respondents and short-list a minimum of three (3) Respondents. d. The Review Committee will schedule interviews with the short-listed Respondents. Each short-listed Respondent will be given an opportunity to make a brief presentation on their experience and capabilities to successfully provide the required project management services. Review Committee members will have an opportunity to discuss the responses and ask questions. e. Following the interviews, the Review Committee members will develop final rankings based, in part on, the point value Evaluation Criteria in the RFQ, identified in Section 9 above, and on additional information obtained during the interviews. f. The Review Committee will transmit a list of ranked finalists to the Procurement Office and Town Manager. The submitted list shall be accompanied by a written explanation. g. The Procurement Officer and the Town Manager will commence fee negotiations with the first-ranked Respondent. h. If the Owner is unable to negotiate a contract with the first-ranked selection, the Owner will then commence negotiations with its second-ranked selection and so on, until a contract is successfully negotiated and approved by the Owner. i. The Owner may re-advertise the RFQ if fewer than three responses are received. Schedule: The following is a tentative schedule of the selection process, subject to change at the Owner’s discretion. Sept 14, 2023 Advertise in the Daily Times Chronicle . Sept 14, 2023 Advertise in the Central Register of the Commonwealth of Massachusetts Sept 20, 2023 RFQ available on Town’s website: www.readingma.gov/ Oct 3, 2023 Project briefing and facility tour 11:00 AM 49 Pleasant Street, Reading Oct 12, 2023 Last day for questions 12 noon Oct 17, 2023 Responses to Questions issued by Purchasing Department Oct 26, 2023 SOQs due to Purchasing Department 11:00 AM Nov 2, 2023 Respondents short-listed Nov 6, 2023 Interview short-listed Respondents Nov 8, 2023 Start negotiations with selected Respondent Nov 13, 2023 Execute contract This RFQ may be obtained after 10:00 a.m. on Sept 20, 2023 from: Purchasing Department Reading Town Hall 16 Lowell Street Reading, Massachusetts 01867 RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 13 of 16 Email: purchasing@readingma.gov or at www.readingma.gov/ Proposers requiring clarification or interpretation of the RFQ shall make a written request to the Purchasing Department as indicated above, by noon on Thursday, Sept 30, 2023. Proposers contacting ANY TOWN EMPLOYEE or any other person regarding this RFQ outside of the Purchasing Department, once the RFQ has been released, may be disqualified from the procurement process. The Town will make best efforts to give written Responses to the Questions no later than October 17, 2023 to all individuals or firms requesting a copy of this RFQ by an email Addendum. A Project briefing will be held at: The Pleasant Street Center, 49 Pleasant Street, Reading, MA 01867 October 3, 2023 at 11:00 a.m. Attendance at the briefing is not mandatory. Sealed responses to the RFQ from qualified persons or firms must be clearly labeled “RFQ #2023-03 Designer Services for Reading Center for Active Living” and delivered to the Purchasing Department at its address above no later than 11:00 AM on Thursday, October 26, 2023. The sealed responses must include five (5) hard copies and an electronic copy of the response. SOQs may be delivered in person, by courier or by mail. SOQs submitted by fax or electronic mail will not be considered. SOQs will not be accepted nor may submitted SOQs be corrected, modified or withdrawn after the deadline. There will be no public opening of the SOQs, though on the deadline date a list of all persons who submitted an SOQ will be published. Proposers are responsible for downloading the specifications from the Town’s web site, and are requested to email the Purchasing Department (purchasing@readingma.gov) their company name, address, email address, phone & facsimile number and what bid # (i.e. #XX-XX) they have downloaded. The Town of Reading, reserves the right to reject any and all SOQs, to waive any defects, informalities, and minor irregularities; and to award contracts or cancel this RFQ if it is in the Town’s best interest to do so. The Town of Reading is an AA/EEO employer, and encourages MBE and WBE firms to apply. 10. SOQ REQUIREMENTS Persons or firms submitting an SOQ must meet the following requirements: a. Submit five (3) hard copies, and one (1) digital copy in PDF format. Reponses should be printed double-side and bound in such a manner that the pages lie and remain flat when opened. The specific organization and orientation of the proposal is at the applicant’s discretion, but it is recommended that the proposal be laid out in such a manner that the reader doesn’t need to be constantly rotating the proposal. Proposals should not be provided with acetate covers. The Owner will only accept hard original copies of SOQs. Responses submitted by fax or electronic mail will not be considered. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 14 of 16 The Owner assumes no responsibility or liability for late delivery or receipt of Responses. All Responses received after the stated submittal date and time will be judged to be unacceptable and will be returned unopened to the sender. b. Applications must be accompanied by a concise cover letter that is a maximum of two pages in length. A copy of the cover letter should be attached to each copy of the application. The cover letter must include the certifications as noted in Section 7 of this RFQ. c. Applicants may supplement this proposal with graphic materials and photographs that best demonstrate design capabilities of the team proposed for this project subject to the page limitations as set forth in the Standard Designer Application Form. 11. REQUIREMENTS FOR SOQ CONTENT All copies of SOQs shall be: • Presented in an organized and clear manner; • Must include all required certifications; • Must include the following information: A. Cover letter shall be a maximum of two pages in length and include: 1. An acknowledgement of any addendum issued to the RFQ. 2. An acknowledgement that the Respondent has read the RFQ. Respondent shall note any exceptions to the RFQ in its cover letter. 3. A specific statement regarding compliance with the minimum requirements identified in Item 7 of this Request for Services to include identification of registration, number of years of experience and where obtained. 4. A description of the Respondent’s organization and its history. 5. The signature of an individual authorized to negotiate and execute the Contract for Designer Services, in the form that is attached to the RFQ, on behalf of the Respondent. 6. The name, title, address, e-mail and telephone number of the contact person who can respond to requests for additional information. B. Selection Criteria: The response shall address the Respondent’s ability to meet the “Selection Criteria” Section. C. Certifications: Respondents will be required to submit certifications required in M.G.L. c. 7C, §51(d)(1)-(iv). 12. PAYMENT SCHEDULE & FEE EXPLANATION The Owner will negotiate the fee for services dependent upon an evaluation of the level of effort required, job complexity, specialized knowledge required, comparison with past project fees, and other considerations. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 15 of 16 13. OTHER PROVISIONS A. Public Record Law All responses and information submitted in response to this RFQ are subject to the Massachusetts Public Records Law, M.G.L. c. 66, § 10 and c. 4, § 7(26). Any statements in submitted responses that are inconsistent with the provisions of these statutes shall be disregarded. B. Waiver/Cure of Minor Informalities, Errors and Omissions The Owner reserves the right to waive or permit cure of minor informalities, errors or omissions prior to the selection of a Respondent, and to conduct discussions with any qualified Respondents and to take any other measures with respect to this RFQ in any manner necessary to serve the best interest of the Owner and its beneficiaries. C. Communications with the Owner The Town’s Purchasing Department: Purchasing Department Reading Town Hall 16 Lowell Street Reading, Massachusetts 01867 Email: purchasing@readingma.gov Respondents that intend to submit a SOQ are prohibited from contacting any of the Town’s staff other than the Town Purchasing Department. An exception to this rule applies to Respondents that currently do business with the Town, but any contact made with persons other than the Purchasing Department must be limited to that business, and must not relate to this RFQ. In addition, such respondents shall not discuss this RFQ with any of the Town’s consultants, legal counsel or other advisors. FAILURE TO OBSERVE THIS RULE MAY BE GROUNDS FOR DISQUALIFICATION. D. Costs The Owner is not liable for any costs incurred by any Respondent in preparing its SOQ or for any other costs incurred prior to entering into and only in accordance with a Contract between the Respondent and the Owner. E. Withdrawn/Irrevocability of Responses Applicants may withdraw an SOQ as long as the written request to withdraw is received by the Town of Reading Purchasing Department prior to the time and date of the SOQ opening. RFQ #XX-XX Reading Center for Active Living Project - Designer Services Page 16 of 16 F. Rejection of Responses, Modification of RFQ The Owner reserves the right to reject any and all responses if the Owner determines, within its own discretion, that it is in the Owner’s best interests to do so. This RFQ does not commit the Owner to select any Respondent, award any contract, pay any costs in preparing a response, or procure a contract for any services. The Owner also reserves the right to cancel or modify this RFQ in part or in its entirety, or to change the RFQ guidelines. A Respondent may not alter the RFQ or its components. G. Subcontracting and Joint Ventures Respondent’s intention to subcontract or partner or joint venture with other firm(s), individual or entity must be clearly described in the response. H. Validity of Response Submitted responses must be valid in all respects for a minimum period of ninety (90) days after the submission deadline. ATTACHMENTS: RFQ Attachment A: Base Contract for Designer Services; RFQ Attachment B: Required Certifications  Satisfaction of State Tax Requirements  Certificate of Authority  Certificate of Non-Collusion  Certificate of Tax Compliance  Proof of Registration by the Commonwealth of Massachusetts an architect or professional engineer (if applicable)  Demonstrated ability to secure general liability insurance, worker’s compensation, and automobile insurance for all proposed staff that will be involved in the project  List all claims, including insurance claims and claims in litigation or adjudicatory process or settled, brought by or against the firm/individual in the past three (3) years. Including for each the reason for the claim, name (s) of claimant(s) and outcomes. RFQ Attachment C.1: Certificate of Good Standing and/or Tax Compliance RFQ Attachment C.2: Certificate of Authority – Business Corporations RFQ Attachment C.3: Certificate of Non-Collusion RFQ Attachment C.4: Certificate of Tax Compliance October 24, 2023 Tuesday Overview of Meeting McCarthy 7:00 Public Comment Board 7:05 SB Liaison & Town Manager Reports Board 7:15 Introduction of new Director Of Equity 7:30 HEARING Tax Classification Santaniello & Board of Assessors 7:40 Vote to Accept Easement from Meadow Brook Golf Course to Conservation Commission, Lot 5 Board 8:30 Select Board Appointment of Board of Registrars Member, in accordance with M.G.L. c. 51, s.20 Board 9:00 Discuss Future Agendas Board 9:30 Approve Meeting Minutes Board 9:45 November 7, 2023 Tuesday November 13, 2023 SUBSEQUENT TOWN MEETING November 16, 2023 SUBSEQUENT TOWN MEETING November 20, 2023 SUBSEQUENT TOWN MEETING November 21, 2023 Tuesday Novmeber 27, 2023 SUBSEQUENT TOWN MEETING December 5, 2023 Tuesday Vote to approve annual licenses (delegated to TM Office) Vote to approve Liquor Licenses December 6, 2023 Wednesday Department Budget Presentations December 12, 2023 Tuesday Department Budget Presentations Future Meetings - Agenda Items VASC Policy Changes and Recommendations VASC Discuss Early Sunday Hours at Recreational Fields & Parks Rec Comm Public Safety Quarterly updates Board Air BnB update CPDC Update on 186 Summer Ave / Review of Select Board role (consult with Town Counsel) Town Counsel Discuss Police Department Policies with respect to Police Reform Legislation & Department Accreditation Board Discuss and Approve Flag Policy Board Recurring Agenda Items Close Warrant: Annual Town Meeting March 3/1/2022 Close Warrant: Subsequent Town September 9/27/2022 Appoint Town Accountant March Annual HEARING Approve Classification & Compensation May Annual Appointments of Boards & Committees May/June Annual HEARING Approve Tax Classification October Annual HEARING Approve Licenses December Annual Liaison: RCTV members Report Annual Liaison: CAB (RMLD) member Report Annual Liaison: MAPC member Report Annual Liaison: Reading Housing Authority Annual Liaison: Reading Ice Arena Report Annual Town Accountant Report Qtrly Economic Development Director Semi-ann Parking/Traffic/Transportation Task Town Board & Committee visits Town Department visits Review Select Board Goals Review Town Manager Goals February/March Select Board Draft Minutes September 26th, 2023 Public Comment Nancy Ziemlak noted she was speaking on behalf of herself and Marilyn Shapleigh. They are asking Town Meeting to amend the capital plan to include items that need immediate attention at the current Pleasant Street Center. Joe McHugh from the Pickleball Players Association is asking for the Select Boards support on their citizen’s petition. Liaison Reports Herrick noted the first financial forum was last week. She also attended the trash cart forum which had good attendance. She attended a virtual visit with the Black Earth Compost and got an update with surrounding towns and our towns options for encouraging curb side compost. She is trying to follow up with the Ice Arena on their roof status. She attended the Town Forest celebration last weekend. She visited the Pleasant Street Center and got a tour of the mechanicals. Bacci noted an RFI respondent came and walked Symonds Way yesterday with Chuck Tirone. SWEC is meeting next week. Dockser attended Oktoberfest that had a great turnout despite the weather. ReCalc will be meeting this week about best practices in regards to programming. The Financial Forum was very informative. Haley noted the Town Forest Appreciation Day, the Fitness Within 5k, and Oktoberfest over the weekend. The School Committee met and had new staff introductions. McCarthy noted that the Board of Health met and discussed the Community needs assessment survey that went out last week. Town Manager Report Fidel noted we received $25K grant from the Massachusetts Downtown Initiative and a $2.6 Million grant from the State for the MassWorks! That will partially fund roadway improvements on Haven Street. He gave an updated about the Birch Meadow Project noting the contractor lost 30 days of rain days this summer putting them behind but they are still holding the timeline and hope to complete the project by the end of October. He also noted due to delays of the kiosks they will be pushing the implementation date for paid parking until January-ish of 2024. Lastly, he wanted to note there was a lot of concern about the new trash barrels having RFID chips; he would like to make it very clear that if Town Meeting approves this, the barrels will NOT have RFID tags in them. There will be a lunch n learn at the Senior Center on October 4th regarding the trash barrels again. The Charter Review Committee will be kicking off tomorrow night. Community Preservation Act Presentation Chase Mack, the communications director from the Community Preservation Coalition gave the board a presentation about the Community Preservation Program from the State. The presentation can be found in the Select Board packet on the town website. Change of Manager Application – Anthony’s Coal Fired Pizza Herrick read the hearing notice opening the public hearing. It was noted the applicant and new proposed manager was not present. The board decided to continue the hearing until the manager could be present. Bacci moved to continue the hearing on the Change of Manager Application for Anthony’s Coal Fired Pizza to their next meeting on October 10th, 2023 at 7:00 PM. The motion was seconded by Dockser and approved with a 5-0 vote. Food Pantry Funding Request The Food Pantry explained their request again for $28K in additional funding. Maltez explained some ARPA line items with money that is not needed anymore. Bacci was hesitant to give them more money. Herrick moved to approve $28,000 from previously allocated ARPA Funds for the Reading Food Pantry, as presented. The motion was seconded by Haley and approved with a 5-0 vote. Jim Sullivan Second Position with the Town Maltez explained that Jim Sullivan, who was recently hired as the Recreation Administrator, prior to his hiring here at Town Hall, had been helping out the High School athletics department when they hold events. His work with the Athletic department is outside his hours here at Town Hall and would not conflict with his job here. He filled out a disclosure form for the board, as required by State Law, so he can hold his job here at town hall and work events for the high school. It was signed by the Superintendent as well. Herrick moved to approve Jim Sullivan's request to hold a second position with the Town, event support for the Reading High School Athletic Department, pursuant to Section 20(b) of the State Ethics Law and authorize the Town Manager to sign Mr. Sullivan's Section 20(b) exemption form. The motion was seconded by Dockser and approved with a 5-0 vote. Close Town Meeting Warrant Maltez ran through the warrant articles with the board one last time. He gave an update on the Fire Truck purchase agreement and what the town and vendor have agreed upon because of the price increase. Herrick asked about voting to support individual articles. Haley noted that Article 12, the citizens petition, only works if the Ice Rink agrees. Herrick moved to close the Town Meeting Warrant for November Subsequent Town Meeting consisting of 12 Articles to take place on November 13th, 2023. The motion was seconded by Dockser and approved with a 5-0 vote. Designate Town Manager as Town Representative on Designer Selection Panel for Killam Maltez explained the next step in the process is they are expecting packages back from designers to review. The Town will then meet with the designer selection panel which consists of three members, the superintendent, the town manager, and a representative from the building committee. The Select Board needs to officially designate the town manager as a representative. The School Committee will do the same thing for the Superintendent. Herrick moved to designate the Town Manager as the Town Representative on the Designer Selection Panel for the MSBA, Killam School. The motion was seconded by Dockser and approved with a 5-0 vote. Future Agendas The board discussed future agenda items. Minutes The board discussed prior meeting minutes. Herrick moved to approve the meeting minutes of August 22nd as amended. The motion was seconded by Dockser and approved with a 5-0 vote. Herrick moved to approve the meeting minutes of September 12th, as amended. The motion was seconded by Dockser and approved with a 5-0 vote. Dockser moved to adjourn the meeting at 9:32 PM. The motion was seconded by Haley and approved with a 5-0 vote.