TOWN OF HOLLY SPRINGS REQUEST FOR LETTER OF INTEREST

Transcription

1 TOWN OF HOLLY SPRINGS REQUEST FOR LETTER OF INTEREST TOWN OF HOLLY SPRINGS DESIRES TO ENGAGE QUALIFIED PRIVATE ENGINEERING FIRMS (PEF) TO PROVIDE CONSTRUCTION MANAGEMENT AND CONSTRUCTION INSPECTION FOR THE TOWN HALL COMMONS PROJECT The primary and/or subconsultant firm(s) shall be pre-qualified by NCDOT to provide construction management/inspection for the construction of pavement widening, curb & gutter, and associated storm drainage, utility installation/relocation, and traffic signal and signage installation. The work code required is Roadway Construction Engineering and Inspection. The selected firm will report directly to the Town of Holly Springs; but, shall meet both Town and NCDOT requirements. The selected firm is to administer the contract and to ensure that all work is performed in accordance with the contract requirements. The selected firm(s) will be responsible for providing engineers, technicians, and inspectors with the appropriate skills and qualifications to ensure contract compliance. The firm will be directly responsible for oversight of the project for the Town. The firm shall indemnify and save harmless the Town for claims and liabilities resulting from negligence, errors or omissions of the firm; including, but not limited to, the engineers, technicians or subconsultants. Any firm wishing to be considered must be properly registered with the Office of the Secretary of State and with the North Carolina Board of Registration of Professional Engineers and Land Surveyors. Any firm proposing to use corporate subsidiaries or subcontractors must include a statement that these companies are properly registered with the NC Board of Registration for Professional Engineers and Land Surveyors. The Engineers performing the work and in responsible charge of the work must be registered Professional Engineers in the State of North Carolina and must have a good ethical and professional standing. It will be the responsibility of the selected private firm to verify the registration of any corporate subsidiary or subcontractor prior to submitting a Letter of Interest. The firm will be required to furnish proof of Professional Liability insurance coverage in the minimum amount of $1,000,000. The firm must have an adequate accounting system to identify costs chargeable to the project. 1

2 The proposed method of payment for this contract for the construction management will be lump sum and for the construction inspection will be time and materials. The selection of a private engineering firm to provide contract administration on this specific project will be handled in accordance with the following process: 1. Submission by the private engineering firm of a Letter of Interest (LOI). 2. Town will short list private engineering firms to a minimum of three firms. 3. Pre-interview meeting and oral interview may be conducted at the option of the Town. 4. Town will select a private engineering firm to provide the Construction Engineering and/or Inspection Services. PREQUALIFICATION The NCDOT maintains on file the qualifications and key personnel for each approved discipline, as well as any required samples of work. Each year on the anniversary date of the company, the firm shall renew their prequalified disciplines. If your firm has not been renewed its application as required by your anniversary date, or if your firm is no currently prequalified, please submit the new data to the Department prior to submittal of your Letter of Interest (LOI). An application may be accessed at or a hard/paper copy may be obtained from the Technical Services Division (Contractual Services Unit). Having this data on file with the Department eliminates the need to resubmit this data with each Letter of Interest (LOI). Minority/Women Business Enterprise (M/WBE) Program Participation: A 5% goal for participation by minority/women owned businesses has been established for this request for Letters of Interest. A proposer may meet this goal through the participation of M/WBE sub-consultants and/or through his/her own performance on the project if the proposer is a minority/woman owned firm. If it is the normal practice of this proposer to perform all elements of this type of service with its own workforce and without the use of sub-consultants, the proposer must affirm that if they do employ any sub-consultants during the contract, they will be subject to the M/WBE goals originally established for this request for Letters of interest. Affidavit A Intent to Perform Contract with Own Workforce, attached at the end of this document, must be submitted with this proposal only if the proposer intends to perform 100% of the work required for the contract without the use of sub-consultants. Affidavit B - also attached at the end of this document, must be submitted with your Letter of Interest if your firm will employ any sub-consultants on this project. If a properly executed affidavit is not submitted, your proposal will not be considered. 2

3 EVALUATION Firms submitting LOIs to perform the construction administration administration/inspection on this specific project will be evaluated based upon certain considerations. The following considerations, with the weighted importance, will be utilized to select a minimum of three firms from those submitting an LOI: 1. Firm s experience, knowledge, familiarity and past performance with infrastructure construction and expansion projects. 40% 2. The experience of the firm s proposed staff to perform the type of work required 30% 3. Firm s understanding of the project specific issues and their responsibility in delivering services for the advertised project 30% North Carolina firms qualified to do the required work will be given priority consideration. A North Carolina firm is a firm that maintains an office in North Carolina staffed with an adequate number of employees judged by the Department to be capable of performing a majority of the work required. FORMAT FOR SUBMISSION All Letters of Interest are limited to eight (8) pages inclusive of the cover sheet, and shall be typed on 8 ½ x 11 sheets, single-spaced, one-sided. Fold out pages are not allowed. In order to reduce costs and to facilitate recycling; binders, dividers, tabs, etc. are prohibited. One staple in the upper left-hand corner is preferred. Letters of interest containing more than 8 pages will not be considered. Section I Cover/Introductory Letter The introductory letter should be addressed to Kendra D. Parrish, PE. Said letter is limited to two (2) pages and should contain the following elements of information: Expression of firm s interest in the work; Statement of whether firm is in compliance with NCDOT Prequalification requirements; Date of most recent private engineering firm pre-qualification; Statement regarding firms possible conflict(s) of interest for the work; and Summation of information contained in the Letter of Interest. 3

4 Section II Evaluation Factors This section is limited to three (3) pages and should contain information regarding evaluation and other factors listed in the advertisement such as: A brief synopsis of the firm s previous construction management/inspection experience that is focused on projects involving improvements to existing NCDOT roadways (performed within the last five (5) years); The number of employees within the firm; A brief description of the firm s approach to performing construction administration, construction inspection, and construction acceptance testing services for this project, including the firm s understanding of their responsibility with regard to safety, contact administration, environmental responsibility, claims, and project delivery; The proposed personnel to be assigned to the work by discipline, their availability date on the project; Identify project personnel/subconsultants qualifications and experience as related to this work; Identify quality assurance testing firm to be used and qualifications (NCDOT certifications); Unique qualifications of key team members as it would apply to this project. Section III Supportive Information This section is limited to three (3) pages and should contain the following information: Capacity Chart/Graph (available work force); Organizational chart indicating personnel to be assigned by discipline; The resumes of key personnel that are proposed to be assigned to the work; Names, classifications, and location(s) of the firms North Carolina employees area resources to be assigned to the advertised work; and Other information. SUBMISSION OF LETTER OF INTEREST Private engineering firms are incited to have Letters of Interest for furnishing construction administration and inspection services to the Town by 4:00 p.m. on Monday, February 26, Letters of interest received after this deadline will not be considered. Firms submitting Letters of Interest are encouraged to carefully check them for conformance to the requirements stated above. If Letters of Interest (LOIs) do not meet ALL of these requirements, or to any address other than shown below they will be disqualified. No exception will be granted. 4

5 The mail address is: Kendra D. Parrish, PE PO Box 8 Holly Springs, NC The street address is: 128 S. Main St. It is requested that the respondent submit three (3) copies of the Letter of Interest. Any questions concerning the advertisement should be directed to Mary DePina, EI by telephone at (919) or ; mary.depina@hollyspringsnc.us. If you feel information provided is inadequate to submit a Letter of Interest, please contact Mary DePina. NOTIFICATION The short-listed firms will be notified by Kendra D. Parrish, PE within 2 weeks of the submittal date. Notification will not be sent to firms not short-listed. The Town reserves the right to reject any and all Letters of Interest. PROJECT DESCRIPTION Town Hall Commons is a public-private partnership that is anticipated to ignite development downtown. The project will bring up to 110,000 square feet of space that can be used for offices, retail, restaurants and more. This project is for the construction of the public infrastructure improvements including parking, storm drainage, water and sanitary sewer upgrades, a stormwater SCM, utility relocations, signing and marking, a traffic signal and the extension of Rogers Street. It is anticipated that the construction of the project will begin in early

6 AFFIDAVIT A Town of Holly Springs Intent to Perform Contract With Own Workforce County of Affidavit of (Name of Bidder) I hereby certify that it is our intent to perform 100% of the work required for the contract. (Name of Project) In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this type project, and normally performs and has the capability to perform and will perform all elements of the work on this project with his/her own current work forces; and The Bidder agrees to provide any additional information or documentation requested by the owner in support of the above statement. The undersigned hereby certifies that he or she has read this certification and is authorized to bind the Bidder to the commitments herein contained. Date: Name of Authorized Officer: Signature: Title: Seal State of North Carolina, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires 6

7 HOLLY SPRINGS, NORTH CAROLINA "GOOD FAITH EFFORT" County of Affidavit of (Name of Bidder) I have made a good faith effort to comply under the following areas checked: (A minimum of 50 points is required to have achieved a "good faith effort") (Y/N) (1) (2) (3) (4) (5) (6) (7) (8) Contacting minority businesses that reasonably could have been expected to submit a quote and that were known to the contractor or available on State or local government maintained lists at least 10 days before the bid or proposal date and notifying them of the nature and scope of the work to be performed. Value = 10 points Making the construction plans, specifications and requirements available for review by prospective minority businesses or providing these documents to them at least 10 days before the bid or proposals are due. Value = 10 points Breaking down or combining elements of work into economically feasible units to facilitate minority participation. Value = 10 points Working with minority trade, community, or contractor organizations identified by the Office of Historically Underutilized Businesses and included in the bid documents that provide assistance in recruitment of minority businesses. Value = 10 points. Attending any pre-bid meetings scheduled by the public owner. Value = 10 points. Providing assistance in getting required bonding or insurance or providing alternatives to bonding or insurance for subcontractors. Value = 20 points. Negotiating in good faith with interested minority businesses and not rejecting them as unqualified without sound reasons based on their capabilities. Any rejection of minority business based on lack of qualification should have the reasons documented writing. Value = 15 points. Providing assistance to an otherwise qualified minority business in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letters of credit, including waiving credit that is ordinarily is required. Assisting minority businesses in obtaining the 'same unit pricing with the bidder's suppliers in order to help minority businesses in establishing credit. Value = 25 points. 7

8 (9) Negotiating joint venture and partnership arrangements with minority businesses in order to increase opportunities for minority business participation on a public construction or repair project when possible. Value = 20 points. (10) Providing quick pay agreements and policies to enable minority contractors and suppliers to meet cash-flow demands. Value = 20 points. In accordance with GSI (d) the undersigned will enter into a formal agreement with the firms listed in the Identification of Minority Business Participation schedule conditional upon execution of a contract with the Owner. Failure to abide by this statutory provision will constitute a breach of the contract. The undersigned hereby certified that he or she has read the terms of the minority business commitment and is authorized to bind the bidder to the commitment herein set forth. Date: Name of Authorized Officer: Signature: Seal Title: State of North Carolina, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires 8

9 AFFIDAVIT B Town of Holly Springs - Portion of the Work to be Performed by Minority Firms ****** (NOTE: THIS FORM IS NOT TO BE SUBMITTED WITH THE BID PROPOSAL) ****** If the portion of the work to be executed by minority businesses as defined in GS (g) is equal to or greater than 5% of the bidders total contract price, then the bidder must complete this affidavit. This affidavit shall be provided by the apparent lowest responsible, responsive bidder within 72 hours after notification of being low bidder. Affidavit of: I do hereby certify that on the (Bidder) (Project Name) Project ID # Amount of Bid $ I will expend a minimum of % of the total dollar amount of the contract with minority business enterprises. Minority Businesses will be employed as construction subcontractors, vendors, suppliers or providers of professional services. Such work will be subcontracted to the following firms listed below. Attach additional sheets if required. Name and Phone Number * Minority Category Work Description Dollar Value *Minority categories: Black, African American (B), Hispanic (H), Asian American (A), American Indian (I), Female (F), Socially and Economically Disadvantaged (D) Pursuant to GS (d), the undersigned will enter into a formal agreement with Minority Firms for work listed in this schedule conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a breach of the contract. 9

10 The undersigned hereby certifies that he or she has read the terms of this commitment and is authorized to bind the bidder to the commitment herein set forth. Date: Name of Authorized Officer: Signature: Seal Title: State of North Carolina, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires 10

11 Holly Springs - Good Faith Efforts If the goal of 5% participation by minority business is not achieved, the Bidder shall provide the following documentation to the Owner of his good faith efforts. Affidavit of: (Bidder) I do certify the attached documentation as true and accurate representation of my good faith efforts. (Attach additional sheets if required) Name and Phone Number *Minority Category Work Description Dollar Value *Minority categories: Black, African American (B), Hispanic (H), Asian American (A), American Indian (I), Female (F), Socially and Economically Disadvantaged (D) Documentation of the Bidder's good faith efforts to meet the goals set forth in these provisions. Examples of documentation shall include the following evidence: A. Copies of solicitation for quotes to at least three (3) minority business firms form the source list provided for each subcontract to be let under this contract (if 3 or more finns are shown on the source list). Each solicitation shall contain a specific description of the work to be subcontracted, location where bid documents can be reviewed, representative of the Prime Bidder to contract, and location, date and time when quotes must be received. B. Copies of quotes or responses received from each firm responding to the solicitation. C. A telephone log of follow-up calls to each firm sent a solicitation. D. For subcontracts where a minority business firm is not considered the lowest responsible sub-bidder, copies of quotes received from all firms submitting quotes for that particular subcontract. E. Documentation of any contacts or correspondence to minority business, community, or contractor organizations in an attempt to meet the goal. F. Copy of pre-bid roster. 11

12 G. Letter documenting efforts to provide assistance in obtaining required bonding or insurance for minority business. H. Letter detailing reasons for rejection of minority business due to lack of qualification. I. Letter documenting proposed assistance offered to minority businesses in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letter of credit, including waiving credit that is ordinarily required. Failure to provide the documentation as listed in these provisions may result in rejection of the bid and award to the next lowest responsible and responsive bidder. Date: Name of Authorized Officer: Signature: Seal Title: State of North Carolina, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires 12

13 Identification of Minority Business Participation I, (Name of Bidder) do hereby certify that on this project, we will use the following minority business enterprises as construction subcontractors, vendors, suppliers or providers of professional services. Firm Name, Address and Phone # Work Type *Minority Category *Minority categories: Black, African American (B), Hispanic (R), Asian American (A). American Indian (I), Female (F), Socially and Economically Disadvantaged (D) The total value of minority business contracting will be ($) 13

14 Town of Holly Springs, NC MBE DOCUMENTATION FOR CONTRACT PAYMENTS Prime Contractor/Architect: Address & Phone: Project Name: Pay Application #: Period: The following is a list of payments to be made to minority business contractors on this project for the above-mentioned period. Firm Name *Minority Category Payment Amount Owner Use Only *Minority categories: Black, African American (B), Hispanic (H), Asian American (A), American Indian (I), Female (F), Socially and Economically Disadvantaged (D) Date: Approved/Certified By: Name Title Signature **THIS DOCUMENT MUST BE SUBMITTED WITH EACH PAY 14