CITY OF HONDO ENGINEERING REQUEST FOR QUALIFICATIONS

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1 CITY OF HONDO ENGINEERING REQUEST FOR QUALIFICATIONS The City of Hondo requests the submission of qualifications statements, which will lead to the possible award of a contract to provide planning, design and construction phase engineering services for projects involving water facilities for areas within the City s jurisdiction to include replacement water lines. The project is expected to be funded in part through the Texas Water Development Board's Drinking Water (DWSRF) State Revolving Fund. Scope of Work The services to be obtained include basic design phased engineering services, basic construction phase engineering services, surveying, resident project representative services, and other special engineering services relating to construction, startup, and initial operation of water and wastewater facilities. Guidelines for Content of Qualification Statements DO NOT INCLUDE COST INFORMATION with the qualification statements. Responses that include cost or pricing information will be rejected and will not be considered by the City. The qualification statements should not exceed 20 pages. Detailed instructions on preparation of the qualification statement must be obtained from the City. Contact: Gloria Colbath, City Secretary, City of Hondo, 1600 Avenue M, Hondo, TX 78861, Submittal Deadline Three copies of the qualification statement must be filed with the City prior to 4:00 p.m., Central Time Tuesday, January 29, 2013, at 1600 Avenue M, Hondo, TX Contact Person for Procedures and Additional Information For detailed instructions and procedures for preparing and submitting the copies of the tentative planning area, background information on the project, and other information, Gloria Colbath, City Secretary, City of Hondo, 1600 Avenue M, Hondo, TX 78861, This information should be requested as soon as possible in order to allow time to prepare the document and comply with the procedures. Minimum Qualifications and Selection Criteria The following factors, in order of relative importance, will be used in the selection process: 1. Professional qualifications of the individual(s) who will perform the work. 2. Respondent's performance record and experience with similar type projects. 3. Respondent's insurability and status of current work-related litigation or arbitration. 4. Respondent's equipment resources. 5. Respondent's subcontractors, (if applicable). 6. Respondent's anticipated workload during period of engagement. 7. Respondent's office location. The City will evaluate the proposals to determine which firm has the highest qualifications. The City intends to then negotiate a contract with such person or firm if a fair and reasonable price for the work can be agreed on. This procurement is subject to Environmental Protection Agency requirements in 40 CFR Small, minority, and women business enterprises are encouraged to submit qualification statements for consideration. RFQ Engineering Services Page 1

2 Contract Terms and Negotiation Schedule The consultant will be expected to utilize agreements for engineering services which are acceptable to the City and the Texas Water Development Board. The consultant will be expected to provide a detailed cost proposal within 15 working days of notification of selection as the most qualified firm. The consultant will then be expected to negotiate the final contract within 15 working days from the date of submittal of the detailed cost proposal and start work on the project within ten working days of receiving a notice to proceed. If an acceptable contract cannot be negotiated within this time frame, the City may formally end negotiations and begin negotiating with the nexthighest qualified person or firm. RFQ Engineering Services Page 2

3 City of Hondo DWSRF Projects Request for Qualifications Engineering Services 1.0 REQUEST FOR QUALIFICATIONS 1.1 General Program Information 1.2 Intent The City of Hondo (City) requests the submission of qualification statements on engineering planning and design services for replacement lines to improve system hydraulics, provide fire protection, and replace older water lines with a history of leaks and/or have small diameters for the City s DWSRF project. This Request for Qualifications (RFQ) solicits information that will enable the City determine the highest qualified individuals or firms that may provide professional engineering services for the design of a project funded through the Texas Water Development Board's DWSRF programs. The intent of the City is to hire a firm to provide design and construction phase engineering services. The City will rank candidates by order of highest qualifications and first attempt to negotiate a fair and reasonable contract with the highest qualified firm. Evaluation of the Respondent s Statement of Qualifications will be by a Selection Team representing the City. If unable to negotiate a mutually acceptable contract, the City will terminate negotiations with the highest qualified and begin negotiating with the next highest qualified candidate. If necessary, the City will repeat these steps until an acceptable contract is obtained. Procedures for procuring the Engineering Services are presented in the following steps. The City intends to negotiate a fair and reasonable fixed-price contract with the most highly qualified person or firm but reserves the right to reject any and all qualification statements received in response to this public notice. The City reserves the right to short list respondents and base final selection rankings on personal interviews. The City reserves the right to reject any or all qualification statements received and to conduct new project design engineering services selection procedures for this or future projects. 1.3 Standards The selection of a service provider and award of a contract are contingent upon the funding and approval through the TWDB. This RFQ is issued in accordance with Section 2254 of the Texas Government Code (Professional Services Act) and Title 40 Code of Federal Regulations, Part 31 (Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments). The EPA has established Minority Business Enterprise (MBE)/Women s Business Enterprise (WBE) fair share goals: MBE: CONSTRUCTION 12.94%; SUPPLIES 9.68%; EQUIPMENT 7.12%; SERVICES 10.84%. WBE: CONSTRUCTION 8.72%; SUPPLIES 9.34%; EQUIPMENT 5.39%; SERVICES 5.72%. TWDB document TWDB-0210 Guidance for U.S. Environmental Protection Agency Disadvantaged Business Enterprise Program describes the requirements of this program. The contractor must provide City of Castroville with the information required for MWBE Certification and Participation Summary, TWDB document TWDB-373, and provide sufficient documentation (TWDB- 216) that a good faith effort was made in offering fair opportunity for participation by qualified SMWBE firms. This information must be submitted prior to the contract award so the information can be approved and presented to the TWDB for funding of this contract. The Contractor shall, if awarding sub-agreements, to the extent appropriate for the goals listed in the instructions to bidders make a good faith effort to use minority and women business when possible as sources of supplies, construction, equipment and services by taking the following steps: RFQ Engineering Services Page 3

4 (1) Including qualified small, minority, and women's businesses on solicitation lists; (2) Assuring that small, minority, and women's businesses are solicited whenever they are potential sources; (3) Dividing total requirements, when economically feasible, into small tasks or quantities to permit maximum participation of small, minority, and women's businesses; (4) Establishing delivery schedules, where the requirements of the work permit, which will encourage participation by small, minority, and women's businesses; and (5) Using the services and assistance of the Small Business Administration and the Office of Minority Business Enterprise of the U.S. Department of Commerce, as appropriate. Small, minority, and women business enterprises are encouraged to submit qualification statements for consideration. 1.4 Submittal Deadline The qualification statement package must be submitted to the City by 4:00 p.m., Central Time, Tuesday, January 29, See section 2.3 for mailing or delivery instructions. 1.5 Site Location and Project Description The City of Hondo is located in Medina County in Central Texas. Included in the City s proposed improvements are water distribution line improvements. 1.6 Public Record All data and information submitted by the Respondent in response to this RFQ shall become public information, as provided by the Texas Open Records Act, Texas Government Code Sections Neither the Selection Team nor the City assumes responsibility for asserting legal arguments for confidentiality on behalf of the Respondent. 1.7 Cost of Preparing Qualifications Package Cost for preparing the Qualification Package and any subsequent materials or presentations shall be solely the responsibility of the prospective Respondent. 1.8 Scope of Services The Design Engineer will provide timely and professional planning documents, geotechnical investigations, design surveys, construction plans and technical specifications and contract documents, construction staking, operations and maintenance manuals, and other specific services as discussed below. It is the intent of this RFQ that a consistent quality of engineering services is provided for all of the project's components. The scope of Engineering Services is expected to include: A. Attend preliminary conferences with the City of Hondo, Project Manager, and other interested parties regarding the project. B. Easement Acquisition: Not applicable. RFQ Engineering Services Page 4

5 C. Furnish and submit on behalf of the City the engineering data necessary for applications for routine permits by local, state and federal authorities (as distinguished from detailed applications and supporting documents for government grants-in aid, or for planning advances). D. Provide field surveys to collect information required for the design and complete related office computations and drafting. E. Perform geotechnical investigations such as auger borings, core borings, soil tests, or other subsurface explorations and laboratory testing and inspecting of samples or materials relevant to design. F. Prepare detailed construction plans, specifications and contract documents for the construction authorized by the City. G. Prepare estimates for probable construction cost of the authorized construction. H. Furnish the City with copies of approved contract documents including notices to bidders and proposal forms. I. Assist the City in the advertisement of the project for bids. J. Attend the bid opening and tabulate the bid proposals, analyze the responsiveness of the bidders and make recommendations for awarding contract(s) for construction to the lowest responsive bidder. K. Prepare and coordinate approval of formal Contract Documents and coordinate issuance of Notice to Proceed from the TWDB. L. Provide field surveys and office computations for construction control staking, including the staking of bench marks and horizontal control references for the contractor to stake out work. M. Consult and advise with the City and Project Manager during construction; issue all instructions to the contractor requested by the City or Project Manager; and prepare and issue routine change orders with the City and Project Manager's approval. Prepare alternate designs or non-routine contract change orders that are necessary due to no fault of the Engineer and upon approval of the City, Project Manager, and TWDB. N. Review samples, catalog data, schedules, shop drawings, laboratory, shop and mill tests of materials and equipment and other data which the contractor submits. The Engineer will review and approve, for conformance with the design concept, all shop drawings and other submittals as required by the Contract Documents to be furnished by Contractors. O. Obtain and review monthly and final estimates for payments to Contractors, and furnish any recommended payments to Contractors or suppliers to the City and the Project Manager; assemble written guarantees which may be required by the Contract Documents. P. Attend monthly meetings with City, Project Manager, and TWDB during construction. Q. Prepare a plan of operations that meets applicable TWDB guidelines for submission to the City and the Project Manager before 50% of the construction of the project is complete. R. Prepare an operation and maintenance manual that meets applicable TWDB requirements before the construction of the project is 90% complete. S. Conduct, in the company of the City and Project Manager, a final inspection of the project for compliance with the Contract Documents, and submit recommendations concerning project status RFQ Engineering Services Page 5

6 of City s final payment to the contractor. Prior to submission of recommendation for final payment on each contract, the Engineer will submit a certificate of substantial completion of work done under that contract to the City, Project Manager, TWDB, and others as required T. Revise the Contract Drawings (unless redrawing is required) from as-built drawings submitted by the contractor, to show the work as constructed. The Engineer will provide the City with one set of reproducible records (as-built) drawings and two sets of prints. Such drawings will be based on the resident project inspector s construction data and the construction records provided by the contractor during the construction. U. Coordinate approval and issuance of Certificate of Completion from the TWDB. V. The Engineer will review the first year s operation of the project and revise the operations and maintenance manual for the project as necessary to accommodate actual operating expenses. Eleven months after initiation of the project operation the Engineer will advise the City in writing whether the project meets the project performance standards. W. The Engineer will train operating personnel and prepare curricula and training material for operating personnel. RFQ Engineering Services Page 6

7 2.0 INSTRUCTIONS AND PROCEDURES 2.1 Prohibition Do not submit pricing information. If pricing information is submitted, the response to the RFQ will not be considered. 2.2 Qualification Package Preparation The Qualification Package will include the following five (5) components. 1. A one page transmittal letter. The letter shall provide the names, title, address (physical and mailing) and telephone number of the official contact and shall be numbered if more than one page. 2. Statement concerning insurance. Confirmation that the Respondent will provide general liability insurance, worker's compensation and professional liability insurance for the project within 10 calendar days of any Notice of Award. 3. Statement concerning conflict of interests. Those interests of the Respondent that would impede with or interfere in the carrying out of the duties and responsibilities of the position of Project Design Engineer are deemed conflicting. Utilize the form provided in Section 4.0; Conflict of Interest Statement. 4. Qualification Statement. Use the format in Section 3.0; Statement of Qualifications Format. No material shall be incorporated by reference only, nor should brochures, photos, or additional data be submitted. Any such material will not be considered in the evaluation process. The entire Qualification Package shall stand alone and include full responses to all RFQ instructions. The Qualification Statement must not exceed 20 pages of 8½ by 11 paper. 5. SMWBE documentation. Completed form TWDB Note: If the Respondent is a Joint Venture firm, then documentation of its incorporation may be requested. 2.3 Submitting Qualification Package The Respondent shall submit three (3) copies of the Qualifications Package to the Selection Team. Hand delivered Qualification Packages must be received in sealed envelopes no later than 4:00 p.m. Central U.S. Time on January 29, 2013, to 1600 Avenue M, Hondo, TX Hand delivered Qualification Packages should be addressed to: City of Hondo Attn: Gloria Colbath, City Secretary 1600 Avenue M Hondo, TX RFQ Engineering Services Page 7

8 Mailed copies must be received by 4:00 p.m. Central U.S. Time on January 29, 2013 and addressed to: City of Hondo Attn: Gloria Colbath, City Secretary 1600 Avenue M Hondo, TX The package should be clearly labeled: RFQ: Engineering for TWDB DWSRF Projects Responses submitted in any other format may not be reviewed by the Selection Team. Late proposals will not be accepted under any circumstances. 2.4 Evaluation Factors and Relative Importance The following factors, in order of relative importance, will be used in the identifying the highest qualified firm: 1. Professional qualifications of the individuals (including subcontracted personnel) who will perform the work. 2. Respondent s (including subcontractors) performance record and experience with similar type projects. 3. Respondent s anticipated workload during period of engagement, & availability of the personnel. 4. Respondent s organizational structure and quality control. 5. Respondent s insurability and status of current work-related litigation or arbitration. 6. Respondent s equipment resources. 7. Respondent s office location. 2.5 Inquiries If any respondents have any questions or need any additional information to clarify the intent of this RFQ, submit questions or requests in writing as discussed in Section 2.6. The Selection Team will collect these questions and respond to all the RFQ package holders in writing prior to evaluation. Respondents should not attempt to contact any individual Selection Team member other than in the form provided in this Request for Qualifications. Should any Respondent find discrepancies in, or omissions from the RFQ, or should the Respondent be in doubt as to their meaning, the Respondent shall notify Gloria Colbath or Request for clarifications will be received in writing up to 96 hours of the submittal deadline. Answers to all such requests will be given in writing by the Selection Team to all prospective Respondents by 48 hours of the submittal deadline. Oral explanations or instructions will not be binding. Written request for clarifications may be sent to same address as shown for final Qualifications Package submittal. Clarifications will be sent to all individuals or firms that have received the Qualification Package. 2.6 Evaluation Process The Selection Team will evaluate each Qualification Package received in response to this RFQ in accordance with the evaluation factors in section 2.4. The Selection Team may obtain information from references. The Selection Team may contact Respondents for the purpose of obtaining additional information or clarification during the evaluation period. The evaluation will be based on the contents of the Qualification Package, and any subsequent written clarification required, interview information presented, or reference information obtained. The Selection Team will not consider any information or data incorporated by the Respondent by reference or otherwise RFQ Engineering Services Page 8

9 referenced, except it will consider reference information the City obtains from existing and prior clients of the Respondent. Qualifications will be evaluated by the Selection Team in order to identify the highest qualified firm, second highest qualified, and third highest qualified firm. 2.8 Step 2 - Interviews If, based on the review of the Qualifications Packages, the Selection Team deems it necessary to interview firms in order to determine the highest qualified Respondent, the Selection Team may identify two or more firms to be interviewed. The Selection Team will develop a list of questions to be answered by each firm interviewed, and provide additional instructions. These parties will be allowed one week to prepare for the interviews. The total elapsed time between the Selection Team short-list selections and interviews by the Selection Team will be approximately two weeks. The final consultant selection will be made upon completion of the interviews by the Final Selection Team, if interviews are deemed necessary by the City. 2.9 Notification of Selection Upon selection by the City, the highest qualified Respondent shall be notified and asked to prepare and submit a detailed proposal. Upon receipt of proposal, the Selection Team and Proposer will attempt to negotiate scope and extent of work to be performed, time for full performance, compensation, and other contract terms. Negotiation for compensation will comply with Title 48 Code of Federal Regulations, Part 31 (Contract Cost Principles and Procedures - Commercial Firms). Final selection of the successful Proposer will be contingent upon the approval of the City Board. RFQ Engineering Services Page 9

10 3.0 STATEMENT OF QUALIFICATIONS - FORMAT The information in the Respondent's Statement of Qualifications in this Package shall be organized in the same order and sequence as outlined below. 3.1 Firm Identification The Respondent shall describe the firm s organization in accordance with the format below: 1. Firm (or Joint Venture) Name: 2. Address & Phone Number: 3. Submittal is for Parent Co. Branch Office 4. Year Present Firm Established: 5. Former Firm Name: Year Established: 6. Type of Ownership: 7. Name of Parent Co., (If any): 8. Name of Principals and Titles: Principals Titles 9. Present Offices, number of personnel in each office and type of discipline(s): Office Personnel Discipline (1) Examples of Disciplines: Administrative, Draftspersons, Computer Technicians, Civil Engineers, Architects, Construction Managers, Project Managers, Inspectors, Schedulers and other 3.2 Key Personnel/Project Team The Respondent shall provide a brief profile for key personnel (including subcontract personnel) that will be assigned to this project. The information for the Project Team must include the following: Name, Areas of Expertise, Years of Experience in that Area, Experience with Government Agencies, Professional Licensee or Registration Number (if Applicable), Professional Standing, and TNRCC Operations License. RFQ Engineering Services Page 10

11 3.2.2 The Respondent shall identify each specific item of Section 1.8, Scope of Services and describe specific project experience which would demonstrate expertise in each item Include an organizational chart showing participants and disciplines for specific portions of assigned work on this project and lines of authority for all portions of the work. Include any subcontract personnel. Explain reporting structure, decision making, and quality control plans For those team members that maintain a professional license issued by a state agency, indicate that person s current standing with that agency The Respondent shall provide a list of names, addresses and specialties of outside consultants / associates for this project and prior working relationships. List specific areas of responsibility (including administrative, technical and financial) for each firm Identify the expected level of participation of DBE team members in percent of total work effort. 3.3 Resource Utilization Plan Labor Resources The Respondent shall include a brief statement describing how staff will be provided, allocated and balanced during sickness, attrition and periods of the firms increased workloads Equipment Resources Respondent shall list all pieces of office or field equipment which is owned or Respondent has direct access that is pertinent to this project: OFFICE FIELD 3.4 Workload Status Based on the Respondent's current workload and staff, indicate the current percentage of capacity at which the Respondent is operating. Indicate the current backlog (if any) of the assignments in months Based on current assignments, backlogged assignments and known future assignments not currently inhouse, indicate the percentage of capacity that the Respondent will be operating during the time period indicated in the RFQ and the ability to meet the time constraints for completion of the project tasks while completing other prior committed workloads which involve members of the team identified for assignment to this project Identify the percentage of time key personnel will devote to this project. RFQ Engineering Services Page 11

12 3.4.4 Identify tasks to be completed locally, by an identified associated office or by an identified subcontractor. 3.5 Experience Respondent shall list examples of the Firm's (and applicable Subcontractor s) Project Management and Inspection Experience. List the most recent 3 years experience (maximum of 5 assignments). Experience must include: Name, Location, Contact Person and Telephone Number, Date of Engagement for Assignment. 3.6 References References will be contacted by the Final Selection Team. In addition to the contact person(s) listed, the Final Selection Team may discuss the Respondent's work performance with any current or former employee of the reference firm. References must include: Project Name and Location; Respondent s role and responsibility; specific client contacts; list of name(s) and phone number(s) of the City(s) representatives; name and phone number of Project Engineer; list of name(s) and phone number(s) of Governmental agency contact; and brief description of the projects and the Firm's duties. 3.7 Claims/Performance/Insurance/Bonding If the Respondent is currently involved in litigation or arbitration based on its work, briefly describe the nature of the claim If the Respondent has ever been terminated from an assignment for non-performance, briefly explain Name of Respondent's General Liability, Workers Compensation and Professional Liability insurance carrier and agent's address and telephone Name of Respondent's Bonding carrier and agent's address and telephone. 3.8 Joint Venture If the firm is a Joint Venture, explain how the relationship is established. Identify whether Joint Venture is incorporated. Provide copy of working agreement if not incorporated. 3.8 Submittal Shall Be Signed In Accordance With The Following Format: Submitted By: (must be principal of the Firm): Signature Name (typed) Date Title RFQ Engineering Services Page 12

13 4.0 CONFLICT OF INTEREST STATEMENT I certify that the following statement is true with respect to the Request of Qualifications for Engineering Services for the Economically Distressed Areas Program for the City of Castroville, Texas. 1. No principal or employee of this firm has offered or promised to pay or deliver directly or indirectly, any commission, political contribution, gift, favor, gratuity, benefit, or reward as an inducement to secure this assignment; 2. No employee, officer, or agent of the City of Hondo, or their immediate family members, has financial or other interest in this firm; 3. This firm will not engage in construction contracting or in the supply of goods, materials, and/or equipment for the construction of this project; 4. This firm is not associated or affiliated, either directly or indirectly, with firms, individuals, or commercial organizations that have a vested interest in the construction of this project. (Signed by Principal of Firm) (Name Typed) (Title) RFQ Engineering Services Page 13

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