RFQ-ENG-15-01

General Engineering Services Contract

SUBMIT QUALIFICATIONS TO:
City of Holly Hill
1065 Ridgewood Avenue
Holly Hill, FL 32117
Attn.:CITY CLERK / REQUEST FOR
QUALIFICATIONS
and
Proposer Acknowledgment
Contact: Walt Smyser
Deputy Public Works Director
386-248-9463- Phone
386-248- 9499 - Fax
/ RFQ-ENG-15-01
General Engineering Services Contract
Qualification Due Date:October 13, 2015
Qualification Due Time:2:00 PM / Location of Public Opening:
City of Holly Hill City Hall
Workshop Conference Room
1065 Ridgewood Avenue
Holly Hill, FL 32117
Proposer Name: / Federal Employer ID Number or SS Number:
Mailing Address: / If returning as a "No Submittal", state reason (if so, return only this page):
City, State, Zip:
Type of Entity:(Circle one)
CorporationPartnership/Joint Venture
ProprietorshipLimited Liability Company
Other: / X ______
Authorized Signature (Manual)
Incorporated in the State of:
Telephone Number: / Typed Name:
Toll Free Telephone Number:(800) / Title:
Fax Number: / Date:

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR QUALIFICATION

The Applicant is expected to completely analyze the information contained in this Request for Qualifications as guidance for the preparation of the submittal.The Applicant’s submittal shall be sufficiently specific, detailed, and complete to clearly and fully demonstrate the Applicant understands the proposed work requirements.

Section 1

General Description of Services

PURPOSE:

The City of Holly Hill is seeking the support of a Consultant(s) for a wide range of engineering, technical, management, and administrative services for capital improvement projects, Repair, Rehabilitation, and Improvement (RRI&I) projects, general system engineering assistance, and related tasks.The Consultant may utilize sub-consultants. The Consultant shall function as an extension of the City of Holly Hill by providing qualified technical and professional personnel to perform the duties and responsibilities assigned under this Contract for General Engineering Services.

Florida Statute 287.055, “Consultants Competitive Negotiation Act” shall be followed to secure the required consulting engineering firm(s). For continuing contracts, firms shall provide professional services to the City for projects in which construction costs do not exceed $2,000,000 or for study activity when the fee for such professional services does not exceed $200,000.

The City of Holly Hill shall request Consultant services on an as needed basis. There is no guarantee that any or all of the services described in the following Scope of Services will be assigned during the term of this Agreement. Further, the Consultants are providing these services on a nonexclusive basis. The City of Holly Hill, at its option, may elect to have any of the services set forth herein performed by Consultants through other Agreements or by City of Holly Hill staff.

As part of this Agreement, the City of Holly Hill may request that the Consultant provide temporary in-house program management staff on a part-time or full-time basis.If this is requested, the City will provide office space including telephone and computer equipment.The City will be seeking two billing multipliers under this Agreement; one for the on-site in-house staff, and one for the offsite staff.

Except as provided for in this Agreement, it shall be deemed a conflict of interest for the Consultant to bid for, contract or otherwise provide services to the City on any future Agreement for other services related to Capital Improvement Projects for which the Consultant provides services under this Agreement.These services shall include, construction, engineering, inspection, design or architectural services.

GENERAL SCOPE OF SERVICES:

CONSULTANT shall provide to CITY professional engineering services in all phases of the work to which this General Engineering Services Agreement applies. The exact nature and magnitude of the required professional services cannot be defined precisely at the time of entering into this Agreement. The services to be performed by CONSULTANT will be set forth in the scope of services described in Work Orders to be issued by CITY from time to time. This shall include, at a minimum, the following services:

  • Program Management Services
  • Special Services such as Feasibility Studies and Planning
  • Stormwater Management Design
  • Paving and Drainage Improvements
  • Roadway and Enhancement Project Design including FDOT or County related projects
  • Traffic Engineering
  • Construction Design, Contract Administration, Engineering and Inspection
  • Public Works Permitting and Inspections
  • Wastewater Treatment Plant, pump station and collection system design
  • Water Treatment Plant and distribution system design
  • Electrical/Electronic/SCADA system upgrades
  • Property, Boundary, Easements, R/W, Topographic, and Utility surveys
  • Site Plan Review
  • Other miscellaneous professional services that the city may desire

SERVICES

The scope of this Contract includes, but is not limited to:

Program Management Services

  • Assist with program and project prioritization including benefit/cost analysis, preparation of business cases and related financial analysis.
  • Provide support of scope management, cost management (including earned value management), schedule management, risk analysis, communications management, stakeholder management, and other related duties.
  • Assist in quality management including the creation and oversight of a new internal Quality Assurance and Quality Control Process. Perform quality control, including constructability reviews, for design document submittals, including work performed by other Consultants.
  • Assist in the creation and oversight of a Change Management System for all proposed scope changes, additional budget requests, consultant additional fee requests, etc.
  • Assist in the management of the existing Purchasing Contracts including analysis and reporting of proper contract usage and Consultant rotation (for Master Contracts).
  • Assist in the creation of Scope documents, special Contract Provisions, Project Concept Reports, Request for Proposal (RFP) documents and other related documents for new Professional Services Contracts.
  • Assist in the creation of documents required for Purchasing Construction Projects.
  • Assist in the tracking of work orders and contract expirations and required financial related amendments.
  • Prepare project schedules, costs estimates and value engineering analysis and/or review this information that is provided to the CITY by others as needed.
  • Present/ provide public meeting support.
  • Preparing official minutes for project related meetings for the City of Holly Hill’s approval and dissemination.
  • Assist with conducting man-hour costs and project schedule negotiations with Consultants.
  • Provide Value Engineering services as requested.
  • Provide Structural Engineering review services and expertise as needed.
  • Research Engineering related topics as needed and provide related technical summaries of requested information.
  • Provide expertise in a variety of other Engineering topics as requested.
  • Provide Utility Coordination and support, including pre-construction coordination, related to all Capital Projects.
  • Serve as a liaison for FDOT or Volusia County projects within the City of Holly Hill as needed.
  • Provide temporary in-house program management staff, if requested, on a part-time or full-time basis.

Planning Support

  • Prepare various concept and feasibility studies for Capital Projects as needed.
  • Analyze alternative design concepts and prepare technical reports as needed.
  • Perform transportation planning and traffic operations studies for various projects as needed.
  • Prepare Complete Street or Context Sensitive Design studies as needed.
  • Provide review of Project Development and Environment (PD&E) studies being performed within the city.

Design Support

  • As requested, furnish expertise, labor and resources in preparing complete code compliant sets of construction contract documents, plans, specifications and special provisions as needed for Capital Projects. These projects include, but are not limited to, roadway, sidewalk, trail,stormwater and/or water quality, buildings, landscaping/irrigation, water/wastewater treatmentplant, water distribution, wastewater collections, and well field projects.
  • Provide Survey and Mapping services as needed to complete the required design services.
  • Provide any post design services and/or plan update services as needed to include record drawings and as-built drawings.
  • Attend meetings as necessary and provide any related Public Information support.
  • Prepare Maintenance of Traffic (MOT) plans as needed and/or provide the review of MOT plans prepared by others.
  • Prepare Landscape Design plans as needed and/or review Landscape Plans prepared by others.
  • Provide Geotechnical Engineering support as needed.
  • Provide other services as needed related to the Design elements of related Capital Projects.

Construction Engineering and Inspection Services

  • Conducting and/or attending preconstruction meetings.
  • Review and approval of shop drawings, products, etc.
  • Preparation of change orders.
  • Construction contract administration.
  • Construction engineering and inspection services.
  • Coordination/provision of record drawings and as-built drawings.
  • Construction services for FDOT funded projects which must follow FDOT guidelines.
  • Additional engineering services as may be required during the course of construction.

Grant Funding Support

  • Assist in preparation of various grant applications and associated documents for Public Works Department related grants.
  • Assist in coordination with the Florida Department of Transportation for LAP projects and assist in the preparation of the necessary forms and related documents.
  • Assist with duties related to the various committees at the River to Sea Transportation Planning Organization (TPO), including review of agenda packet technical information, preparation of Prioritized Project Lists, creation of new project applications, preparation of presentations and other associated duties.
  • Provide other related grant funding support as needed.

Miscellaneous Support

  • Provide assistance to obtain all permits for Capital Projects or others as required for the Public Works Department.
  • Consumptive use permitting, DEP operating and/or construction permits.
  • NPDES wastewater permitting, reuse permitting, capacity analysis reports, reuse feasibility reports.
  • SJRWMD permitting, NPDES MS4 permitting support, Corp of Engineers permitting, etc.
  • Provide assistance for property acquisitions related to hearings, condemnations proceedings, and other litigation including the preparation of trial exhibits.
  • Site plan review services.
  • Provide appraisals and other property acquisition support as needed.
  • Preparation of applicable easements, R/W acquisition documents.
  • Provide environmental research and support, including, but not limited to, contamination analysis, wetland research and analysis, threatened and endangered species and archeological and historical research.
  • Assist with necessary duties as required related to disaster storm/recovery. Coordinate with FEMA, NRCS and FHWA for reimbursements and potential funding to repair storm related damage to the Transportation and Stormwater system.
  • Provide assistance with the CITY’s Asset Management system including review and prioritization of asset management data (such as pavement condition index scores, etc.).
  • Provide coordination and analysis of the CITY’s Work Management System and assist with the integration of the CITY’s Asset Management System.
  • Preparation or procurement of operation andmaintenance manuals
  • Perform other duties as needed; services dictated by the needs of the CIP and other specific projects

Section 2

General Conditions, Instructions and Information for Proposers

1

RFQ-ENG-15-01

General Engineering Services Contract

CONTACT:All prospective Proposers are hereby instructed not to contact any member of the City of Holly Hill City Commission, City Manager, or Holly Hill City Staff members other than the noted contact person regarding this RFQ or their Qualification at any time prior to the posting on the Web Site of the final evaluation and recommended ranking by City staff for this project.Any such contact shall be cause for rejection of your Qualification.

PUBLIC CLOSING:Qualifications shall be received at the City Clerk’s office at the above referenced address by the specified time and date.As soon as possible thereafter the names of the Proposers shall be read aloud at the specified location.Persons with disabilities needing assistance to participate in the Public Closing should notify the City Clerk at least 48 hours in advance of the Public Closing at 386-248-9441.

DELAYS: The CITY, at its sole discretion, may delay the scheduled due dates indicated above if it is to the advantage of the CITY to do so.The CITY will notify Proposers of all changes in scheduled due dates via electronic mail to the email addressed provided by the Proposer at the time of obtaining the RFQ documents.

QUALIFICATION SUBMISSION AND WITHDRAWAL:The CITY will receive Qualifications at the above address.The outside of the envelope/container must be identified with the RFQ Number and title as stated above.The envelope/container must also include the Proposer's name and return address.Receipt of the Qualification in the City Clerk’s office after the time and date specified due to failure by the Proposer to provide the above information on the outside of the envelope/container shall result in the rejection of the Qualification.

Qualifications received after the specified time and date shall be returned unopened.The time and date will be scrupulously observed.The CITY will not be responsible for late deliveries or delayed mail.The time/date stamp clock located in the City Clerk’s office shall serve as the official authority to determine lateness of any Qualification.

The CITY cautions Proposers to assure actual delivery of mailed or hand-delivered Qualifications prior to the deadline set for receiving Qualifications.Telephone confirmation of timely receipt of the Qualification may be made by calling (386) 248-9441, before the 2:00 deadline.

Proposers shall submit Five (5) COMPLETE SETS (one (1) original and four (4)copies) of the complete Qualification with all supporting documentation in a sealed envelope/container marked as noted above.One (1) complete electronic copy on CD in PDF format with the solicitation number and name of the company listed on the disk shall be submitted in addition to the hard copies. The Proposer may submit the Qualification in person or by mail.

Proposers may withdraw their Qualifications by notifying the CITY in writing at any time prior to the time set for the Qualification deadline. Proposers may withdraw their Qualifications in person or through an authorized representative.Proposers and authorized representatives must disclose their identity and provide a signed receipt for the Qualification. Qualifications, once opened, become the property of the CITY and will not be returned to the Proposers.

No additional information may be submitted, or follow-up performed by any Proposer after the stated due date outside of a formal presentation to the Evaluation Committee.

INQUIRIES/INTERPRETATIONS: All Proposers shall carefully examine the RFQ documents.Any ambiguities or inconsistencies shall be brought to the attention of the designated contact person in writing prior to the due date; failure to do so, on the part of the Proposer, will constitute an acceptance by the Proposer of any subsequent decision.Any questions concerning the intent, meaning and interpretations of the RFQ documents including the attached draft agreement, shall be requested in writing, and received by the designated contact at least ten (10) businessdays prior to the due date.The City will not be responsible for any oral instructions made by any employee(s) of the CITY in regard to this RFQ.The City will not be responsible for any oral statements made by any employee(s) of the City in regard to this RFQ.

ADDENDUM:Should revisions to the RFQ documents become necessary; the CITY will issue addenda information via electronic mail.All Proposers should contact the designated contact at least seven (7) calendar days before the date fixed to verify information regarding Addenda.Failure to do so could result in rejection of the Qualification as unresponsive.Proposer shall sign, date, and return the latest addendum with their Qualification.Previous addenda will be deemed received.

Addenda information will be distributed via electronic mail to the email addressed provided by the Proposer at the time of obtaining the RFQ documents.It is the sole responsibility of the Proposer to ensure he/she obtains information related to Addenda.

SELECTION PROCESS AND AWARD: All Qualifications will be evaluated by City staff in accordance with the criteria set forth in the RFQ documents. The City may conduct interviews/presentations as part of the evaluation process.The City will not be liable for any costs incurred by the Proposer in connection with such presentations.

The CITY anticipates award to the one (1) proposer who submits the Qualifications judged by the CITY to be the most advantageous and offers the best value to the City.The Proposer(s) understands that this RFQ does not constitute an agreement or a contract with the Proposer.The CITY reserves the right to award to multiple Proposers, reject all Qualifications, to waive any formalities, and to solicit and re-advertise for new Qualifications, or to abandon the project in its entirety.

QUALIFICATION PREPARATION COSTS:Neither the CITY nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this RFQ.Proposers should prepare their Qualifications simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of the RFQ.

ACCURACY OF QUALIFICATION INFORMATION:Any Proposer which submits in its Qualification to the CITY any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration.

INSURANCE:Misrepresentation of any material fact, whether intentional or not, regarding the Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the Qualification and rescission of any ensuing contract.Copy of the insurance certificate listing the City as additional insured shall be furnished to the City prior to final execution of the Contract.

LICENSES:Proposers, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of Florida at the time of submittal of RFQ.Should the Proposer not be fully licensed and certified, its Qualification shall be rejected.Any permits, licenses, or fees required shall be the responsibility of the Proposer.No separate or additional payment will be made for these costs.Adherence to all applicable code regulations, Federal, State, City, City, etc., are the responsibility of the Proposer.