244-25 Combine Consultants RFPs_compressed.pdf

SUBURBAN CONSULTING ENGINEERS, INC. October 9, 2025 Via Electronic Mail (zcarballo@westorange.org) Township of West Orange Department Engineering 25 Lakeside Avenue West Orange, New Jersey 07052 Attn.: Zayibeth Carballo, Municipal Engineer Director of Engineering Re.: Township of West Orange, County of Essex, State of New Jersey Professional Land Surveying & Engineering Services Request for Proposals – O’Connor Memorial Park Reconstruction Project Ellison Avenue (Block 172, Lot 29.02) Surveying, Engineering, Permitting, and Construction Support Services Our File No.: Proposal SCE-P14706.011 Dear Ms. Carballo: SUBURBAN CONSULTING ENGINEERS, INC. (SCE) is pleased to provide the following proposal to the Township of West Orange (Township) for Surveying, Engineering, Permitting, Construction Administration, and Optional Construction Observation Services in response to the Request for Proposals (RFP) associated with the O’Connor Memorial Park Reconstruction Project, located in the Township of West Orange, County of Essex, State of New Jersey. All services for this project will be performed under the direct supervision of a State of New Jersey licensed Professional Engineer (PE) or Professional Land Surveyor (PLS) for each respective discipline. Project Understanding SCE understands the Township is seeking proposals for the necessary improvement plans, specifications, and bid documents for improvements at O’Connor Memorial Park. The Township intends to improve the park by utilizing U.S. Department of Housing and Urban Development (HUD) grant funds for the design, permitting, bidding, and construction of the project. Based on the Proposed Improvements Exhibit provided with the RFP, it is understood that the improvements to O’Connor Memorial Park will include the following:     Reconstruct the existing hockey rink with new foundation and perimeter dasher boards. Reconstruct the handball and basketball courts using post tension concrete pads. One (1) handball court will be replaced with a new pickleball court. Provide a new 5-row bleacher on a concrete pad for the hockey rink to replace the existing bleacher in kind. Retrofit the existing sport lights with new LED fixtures at the handball courts. 96 U.S. Highway 206, Suite 101, Flanders, New Jersey 07836 P: (973) 398-1776 | www.suburbanconsulting.com

SCE-P14706.011 October 9, 2025   Reconstruct the existing hot mixed asphalt (HMA) walkway connecting the handball and basketball courts and the hockey rink. Relocate the existing scoreboard for the hockey rink. It is understood that there are no anticipated improvements scheduled for the existing tennis courts, baseball, softball and soccer fields, and the existing parking lot. Scope of Services 1. Land Surveying Services SCE will provide a Topographic Survey including additional topography at least 10feet from the northerly and westerly side of the hockey rink, handball, and basketball courts. SCE’s in-house survey crew personnel will be mobilized to the site and will utilize stateof-the-art survey equipment including, but not limited to GPS and robotic stations to conduct site survey of the property in question. Field Survey will include the measurement and field locating of site improvements found on site. SCE will perform all work within New Jersey State Plane Coordinate System (NAD-83(2011) / NAVD-88). SCE will coordinate with the Township for utility mark-outs and available reference documentation. On-site and off-site utilities will be investigated as readily accessible based on the project site conditions. It is the responsibility of the Township, prior to SCE mobilizing, to ensure all relevant utility structures can be opened and are clear of any debris to obtain necessary measurements within the structures. SCE will make a reasonable attempt to access each structure, within the project limits, during the field survey and if any issues are encountered, they will be noted accordingly on the survey. Proposed Survey Limits 2

SCE-P14706.011 October 9, 2025 SCE will download all collected data and place in AutoCAD for preparation of mapping. The Topographic Survey will be prepared and drafted at an appropriate scale showing all collected field data, including any/all improvements within the project area. Topography will be depicted at 1-foot contour intervals with appropriate spot grade elevations. SCE will depict the location of underground utilities within the project area based on existing markout as well as the visible surface structures and review of previously available mapping provided to SCE. Available utility information will be identified and noted at both surface and subsurface level. SCE will utilize AutoCAD Civil 3D design software to map and model the existing conditions of the site. The Topographic Survey will be prepared in accordance with N.J.A.C. 13:40-5.1 “Land Surveyors; Preparation of Land Surveys” and prepared at an appropriate scale to depict the site improvements. SCE will submit an electronic AutoCAD Civil 3D file and one (1) hard copy of the existing plans conditions/survey to the Township. It should be noted that Boundary Survey services are not included as part of this project. 2. Civil Engineering Services Concept Plan Development & Renderings Upon completion of the Topographic Survey, SCE will coordinate and attend a project kick-off meeting with the Township to review the project scope, schedule, and budget. SCE also anticipates receiving copies of all available documentation related to the site including previous plans, specifications, permits, and other documents. SCE will develop a maximum of three (3) color renderings for the overall proposed improvements to the park based on the discussions held during the project kick-off meeting. SCE will review the renderings developed with the Township and, upon approval, begin design. Park Design Design of the park facilities improvements will include the hockey rink, handball and basketball courts, perimeter fencing, retrofitting of existing Musco lights, HMA walkway, and relocation of scoreboard based on the approved concept plan. Stormwater management and site drainage improvements will be designed in accordance with the current New Jersey Department of Environmental Protection (NJDEP) Stormwater Management Regulations and the Township stormwater management ordinance. However, since the project

in accordance with the current New Jersey Department of Environmental Protection (NJDEP) Stormwater Management Regulations and the Township stormwater management ordinance. However, since the project improvements include reconstruction of existing features and no increase in impervious surface, it appears that no additional stormwater management design is required at this time. It should be noted, however, that there are proposed NJDEP stormwater management rule revisions anticipated for some time in 2026 which may impact this design. If the rules 3

SCE-P14706.011 October 9, 2025 are updated prior to completion of the design, SCE will provide a contract amendment to the Township for the additional design effort required to address the new rules. SCE anticipates that the construction plan set will include the following drawings:       Cover Sheet with Key Map and List of Drawings; Existing Conditions and Demolition Plan Sheet; Construction Plan Sheet; Grading and Drainage Plan Sheet; Soil Erosion and Sediment Control Plan, Notes, and Details Sheets; and Construction Details Plan Sheets. SCE will prepare technical specifications based on the current New Jersey Department of Transportation (NJDOT) Standard Specifications for Road and Bridge Construction including all baseline document changes. These technical specifications will be amendments and supplements to the standard NJDOT specification. SCE anticipates that the Township will provide their standard administrative (front end) specifications to be combined with the technical specifications to create the overall specification booklet. If the Township is not able to provide a set of administrative specifications, SCE will prepare a set of these specifications for review and approval by the Township. SCE will provide an itemized Engineer’s Estimate of the Probable Construction Cost at each phase of the project based on the design plans. Unit costs will be derived from recent public bids for similar projects of the same size. A final estimate will be provided with the final bid documents. In addition to the project kick-off meeting noted above, SCE will be available for two (2) progress meetings with Township Officials during Preliminary Design and Final Design. SCE will attend one (1) additional meeting for a public presentation before the Township Council prior to the completion of the final design. Any additional meetings requested will be invoiced at the rates provided in the Fee Structure or based on a contract amendment to be provided to the Township upon request. Soil Erosion and Sediment Control Certification Since the project will disturb greater than 5,000 square feet of exposed soil, a Soil Erosion and Sediment Control Certification will be required from the Hudson-EssexPassaic Soil Conservation District. SCE will prepare the application and required attachment for this permit and submit it on behalf of the Township. In addition, since

e required from the Hudson-EssexPassaic Soil Conservation District. SCE will prepare the application and required attachment for this permit and submit it on behalf of the Township. In addition, since the project will create an area of disturbance greater than one (1) acre, an NJDEP 5G3 Permit for Stormwater Discharge During Construction will be required. Upon receipt of the SCS certification, SCE will apply for the 5G3 permit on behalf of the Township. This application is on-line, and the fee will be invoiced directly to the Township by the NJDEP. 4

SCE-P14706.011 October 9, 2025 It is understood that permit application fees are the responsibility of the Township and have not been included in our fee. If it is determined that the scope of the project needs to be changed resulting in a need for additional permitting services, SCE will provide a contract amendment to the Township identifying the additional permits required. U.S. Department of Housing & Urban Development Coordination Since the project is being funded by HUD, SCE will coordinate with HUD on behalf of the Township for review and approval of the construction documents prior to bidding. SCE anticipates that the Township will provide copies of the grant paperwork to SCE to review and include any necessary information in the project specifications. Bid Phase Services Based on the RFP, SCE anticipates that public advertising and public bidding of the project will be administered by the Township. SCE will provide twenty (20) copies of the construction plans and construction specifications to the Township for use in advertising and bidding the project. Bid documents will also be provided in AutoCAD format and as PDF files. 3. Construction Administration Services Based on the scope of the improvements noted above, SCE anticipates a construction duration of approximately ninety (90) days. If authorized by the Township, SCE is prepared to provide the services outlined below based on full-time observation per the RFP:  Coordinate and attend a pre-construction kickoff meeting with the Township, the selected Contractor, and any other required attendees. As part of this task, SCE will prepare a meeting agenda, chair the meeting, prepare minutes of the meeting, and distribute the minutes to all attendees within three (3) days of the meeting.  Periodic construction progress meetings during the course of construction. For the purposes of this proposal, SCE anticipates a total of six (6) progress meetings. SCE will prepare and distribute minutes to each meeting.  Review shop drawings and submittals.  Review and respond to requests for information (RFI’s) from the Contractor.  Advise Township on project progress through regular communication and inspection reports.  Review all Contractor payment requests and make recommendations to the Township for payment.  Upon completion of the construction, perform a final punch list inspection

and inspection reports.  Review all Contractor payment requests and make recommendations to the Township for payment.  Upon completion of the construction, perform a final punch list inspection and provide a punch-list of items to be corrected. Once the Contractor has addressed the punch list, SCE will perform a final inspection. 5

SCE-P14706.011 October 9, 2025  Complete a final closeout of project including review of Contractor closeout documents.  Make recommendations to Township for acceptance of the work and certification of completion. Expenses Anticipated expenses in the amount of $1,400 for this project are included in the fees outlined below. 4. CONSTRUCTION OBSERVATION (OPTIONAL) If requested by the Township, SCE will provide full time on-site construction observation for the duration of the construction activities. The Observer will complete daily observation reports noting activity occurring that day including photographs. Observation reports will be forwarded to the Township on a weekly basis. For the purposes of this proposal, SCE has included 640 hours of observation based on an estimated construction duration of 120 calendar days. Please note that SCE does not feel that full-time observation of the construction project is warranted for this type of project. SCE typically provides targeted part-time observation focused on all critical phases of the work including stormwater management, underground construction, and other critical items. Based on this, SCE has provided a separate optional cost for part-time observation based on the estimated construction duration of 120 calendar days, and an average of 16 hours per week. Fee Proposal SCE proposes to provide the above referenced scope of services for the following fees. Invoicing for this project will summarize services provided in accordance with the Phase Level fee limits indicated below. 1. Land Surveying Services 2. Civil Engineering Services Lump Sum Fee Lump Sum Fee SUB-TOTAL FEE $ 4,125 $ 43,200 $ 47,325 3. Construction Administration Services Lump Sum Fee $ 19,600 OPTIONAL SERVICES: 4. Full-Time Construction Observation Services 5. Part-Time Construction Observation Services Estimated Fee Estimated Fee $ 85,200 $ 33,200 6

SCE-P14706.011 October 9, 2025 Project Schedule SCE understands it is the intent of the Township to advertise for bids by Summer/Fall 2026 with construction in Fall 2026. SCE will commence services within two (2) weeks of receipt of the fully executed proposal or agreement. It is assumed that all project phases and tasks as described above will be performed consecutively, with no significant project schedule delays. The project schedule is dependent upon timely Township responses and if applicable, weather conditions for fieldwork and governing agency review periods. A significant project schedule delay may result in an adjustment to our fees or issuance of a new proposal for the remaining scope of work to be completed. SCE will communicate with the Township regularly regarding the project schedule. Services Not Included Unless Authorized It should be noted that our fee is based on the specific scope of services as explained above. Additional services and items may be determined to be required during the course of the project that have not been included in our fee proposal. If additional services are required, SCE will provide a contract amendment outlining those services and additional fees and submit it to the Township for approval. Services and items which have not been included or made part of this proposal include but are not limited to the following:         Additional Surveying services that are not specifically noted above. Design services not specifically noted in the scope of services above. Environmental investigation and NJDEP permits. Permit application fees. Freshwater wetland investigations or permits. Additional meetings not specifically noted in the scope of services above. Review agency required revisions. Any services not specifically noted in the scope of services above. Fee Structure SCE will utilize the following fee structure for the scope of services as outlined above:             Principal/Project Officer $195/hour Senior Project Manager $190/hour Project Manager $185/hour Senior Project Licensed Professional $175/hour Project Licensed Professional $165/hour Licensed Professional $155/hour Senior Project Coordinator $175/hour Project Coordinator $165/hour Senior Designer/Senior Survey Analyst $140/hour Designer/Survey Analyst $130/hour Senior Environmental Scientist $135/hour Environmental Scientist