Request for Qualifications B Hazardous Material Surveying, Testing and On-Site Observation Firms. RFQ Due Date: October 1, :00 P.M.

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1 Request for Qualifications B Hazardous Material Surveying, Testing and On-Site Observation Firms RFQ Due Date: October 1, :00 P.M. Mr. Dale Switzer Senior Director of Facilities Planning, Development and Maintenance Facilities Office Building 88 Grossmont-Cuyamaca Community College District 8800 Grossmont College Drive El Cajon, CA

2 NOTICE TO RESPONDENTS NOTICE IS HEREBY GIVEN that Grossmont-Cuyamaca Community College District, acting by and through its Governing Board, hereinafter referred to as the DISTRICT, will receive up to, but not later than 2:00 p.m. on October 1, 2013, sealed proposals for the award of the following contract: GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT Request for Qualifications B Hazardous Material Surveying, Testing and On-Site Observation Firms Such proposals shall be received at the location specified below: Mr. Dale Switzer Senior Director of Facilities Planning, Development and Maintenance Facilities Office Building 88 Grossmont-Cuyamaca Community College District 8800 Grossmont College Drive El Cajon, CA Each proposal must conform and be responsive to this Notice and all other documents comprising the pertinent Request for Qualifications Documents. Copies of the Request for Qualifications Documents are now available at the District s website ( The District reserves the right to reject any or all proposals, to accept or reject any one or more items of a proposal, or to waive any irregularities or informalities in the proposals or in the process. No proposal may be withdrawn for a period of sixty (60) days after the due date. Grossmont-Cuyamaca Community College District does not discriminate with regard to race, religious creed, marital status, age, color, sex, national origin, mental or physical disability in the award of contracts. Grossmont-Cuyamaca Community College District encourages responses from minority, small business, disadvantaged business, disabled veteran, and women contractors, consultants and suppliers. Advertising dates: August 20, 2013 August 27, 2013 Page 2 of 12

3 SECTION 1 - GENERAL INFORMATION 1.1 INTRODUCTION The Grossmont-Cuyamaca Community College District (GCCCD) is seeking to select one or more firms to provide Hazardous Material Surveying, Testing and On-Site Observation Professional Services. Services for potential projects may include, but are not limited to: Construction document review, building inspections/surveying and testing for asbestos-containing material (ACM), leadcontaining material (LCM), and other hazardous materials (i.e. PCB, mercury, or environmentalrelated underground issues), bulk sampling for ACM and LCM, X-Ray fluorescence (XRF) testing for LCM, preparation of abatement specifications and plans, ACM and LCM abatement compliance inspections, including environmental and clearance air monitoring, quality control and assurance programs for field sampling, project support and analytical services for emergency or planned repair, renovation and demolition projects as required by GCCCD Consultants shall be selected, on the basis of written responses to this Request for Qualifications (RFQ) and an interview. Term of this agreement will be one year with potential for four subsequent one-year renewals, not to exceed a total of five years Because the scope and number of projects and tasks will be unknown at the time of Agreement execution, the contract issued as a result of the RFQ award will be referred to as Master Agreement. Consultant will be specifically authorized on a project by project basis. GCCCD and Consultant agree that no specific quantity of work is guaranteed to be provided to Consultant under the terms and conditions of this Agreement. GCCCD does not guarantee that Consultant will be assigned a project within the program during the term of the Agreement Consultant shall provide all customary necessary and incidental services that are required to provide professional services for the project(s), if assigned Additional requirements of consulting firm: A. Be licensed to provide hazardous material surveying, testing and on-site observation professional services as specified by all applicable laws. B. Demonstrate knowledge of the requirements of the laws related to environmental hazards as applicable to educational facilities in California. Page 3 of 12

4 1.2 TYPE OF PROFESSIONAL SERVICES The consultants must demonstrate the ability to produce studies, reports or other required documents and products, including plans, specifications and cost estimates. The consultants are to demonstrate a familiarity with the Division of State Architect s (DSA s) application and certification processes. Consultants must also coordinate with other team members (including other design professionals, such as architects and construction managers) as required for a successful project. (Refer to Section 3.1 Minimum Requirements) 1.3 RFQ ISSUING OFFICE RFQ is issued by the Grossmont-Cuyamaca Community College District. A copy of this RFQ may be obtained by downloading it from GCCCD s website at ( All questions concerning this RFQ shall be submitted in writing by to on or before September 3, Answers to questions will be posted on the GCCCD website All notices, clarifications, and addenda to this RFQ shall be posted on the GCCCD website. GCCCD is not responsible for sending individual notification of changes or updates. It is the sole responsibility of the proposing Consultants to remain apprised of changes to this RFQ as shown on the GCCCD website. 1.4 SELECTION SCHEDULE Schedule: a. Issue RFQ: August 20, 2013 b. Deadline for questions: September 3, 2013 c. RFQ Due Date: October 1, 2013 d. Interviews: week of October 22, Delivery: Sealed RFQ responses will be accepted no later than 2 p.m., October 1, 2013 Delivery Grossmont-Cuyamaca Community College District Facilities Trailer Building Grossmont College Dr., El Cajon, Ca Parking Lot 4a Attn: Dale Switzer Senior Director of Facilities Planning, Development and Maintenance Note: GCCCD will not accept ed or fax responses. RFQ response must be received at the above address by the deadline indicated. Page 4 of 12

5 1.4.3 RFQ response received after the deadline shall be rejected and returned to proposing Consultant unopened via U.S. Mail. 1.5 REJECTION OF RFQ GCCCD reserves the right to reject any or all RFQ responses received or to terminate the selection proceedings at any time, if it determines such action is in the best interest of GCCCD. 1.6 AWARDS OF MASTER AGREEMENTS Awards of Master Agreements, if made, will be in accordance with this RFQ to responsible Consultants submitting an RFQ response compliant with all the requirements of this RFQ and any addenda thereto. Page 5 of 12

6 SECTION 2 - SCOPE OF WORK 2.1 LOCATIONS AND DESCRIPTIONS OF POTENTIAL PROJECTS Various potential projects are located throughout GCCCD and are shown on the GCCCD website. 2.2 PROJECTED TIMETABLE Individual projects will be scheduled throughout the funding life of the projects. Contract negotiations for individual projects will include time constraints for the specific project in question. 2.3 DETAILED SCOPE OF WORK All firms will be required to comply with all applicable codes. The scope of work in complexity and scope of services may include the following: A. Pre-Construction Phase B. Bid Phase Review of available pertinent existing historical documentation/previous reports of proposed areas where materials or areas of asbestos-containing materials (ACM), lead containing materials (LCM) and mold/mildew may be located. Meet with GCCCD Representatives as needed to decide what abatement steps should be undertaken in connection with the maintenance projects and /or construction/modernization plans for selected schools. Assist in the preparation of bidding/contract documents for abatement contractors. Be available to attend Pre-Bid job walks and Pre-Construction meetings to answer questions from bidding contractors and to outline scope of work. Assist GCCCD in an analysis of the pertinent bids to ensure that the bids represent the scope of the required mitigation measures and that the bidders are properly qualified to carry out the mitigation measures. C. Construction Phase Review of contractor submittals, including the contractor s hazardous remediation plan, workers certificates, medical clearances and respirator fit tests and Injury Illness Prevention Plan (IIPP). Attend and participate in weekly project meetings and any other meetings as required. Contractor monitoring and observation of abatement work (asbestos, lead and mold Page 6 of 12

7 D. Close-Out 2.4 SCOPE OF BASIC SERVICES removal), for compliance with all applicable regulations, abatement scope of work and specifications, as well as all necessary air monitoring, wipe sampling and necessary testing. Carry out required monitoring, inspection, and testing as required during the removal/mitigation measures carried out by the contractor. Within thirty (30) days of completion of the abatement work, Consultant shall provide a bound illustrated report for each school project, documenting abatement work completed, results of monitoring and contractor observations, results of clearance sampling, copies of waste manifests for the disposal of hazardous and non-hazardous waste for the particular school project, site inspection reports (daily field reports) of abatement activities and summary of abatement activities, abatement activity personnel, and certification that the abatement activities complied with all applicable Health and Safety laws, guidelines, and requirements of Cal/OSHA Title 8, California Department of Education (CDE) Department of Toxic Substances Control (DTSC), and the California Division of the State Architect (DSA) and GCCCD s abatement specifications and plans for the project. Provide all required final clearances and documentation according to all applicable regulations of federal, state, and local authorities having jurisdiction over the work. The consultant shall provide the appropriate formatting and compiling of information for ease of inclusion into all GCCCD AHERA reporting (either the mandated AHERA 6- month or AHERA 3-year compositions), if required The scope of basic services required by this RFQ shall include some or all of, but is not limited to, the following: A. Consultant shall provide all necessary expertise and services to professionally and diligently prosecute the work authorized on a per project basis to be issued by GCCCD. Consultant shall: 1. Contract for or employ at Consultant s expense, Sub Consultants or personnel to the extent deemed necessary for the work. GCCCD reserves the right to reject the use of any Sub Consultant. 2. Consult, as necessary, with normal and customary employees, agencies, and/or representatives of GCCCD regarding the work assigned. 3. Attend meetings with GCCCD, other professionals employed by GCCCD and local and regional agencies, as needed, and directed by GCCCD to perform the work. 4. Cooperate with other professionals employed by GCCCD. Page 7 of 12

8 5. Abide by all regulations imposed by funding sources, such as auditing requirements and payroll affidavits. 6. Be responsible for the professional quality, technical accuracy and the coordination of Consultant s entire work product and provide a professional level of review of all deliverables to assure quality and technical accuracy of all documents furnished by Consultant under this Agreement. Consultant shall, without additional compensation, correct or revise any errors in its documents and other services. B. Provision of the Work: Work shall be provided in accordance with a notice to proceed, to be issued under each Master Agreement resulting from this RFQ, and shall be subject to the provisions of the Master Agreement including any additional provisions specified in each assignment with regard to schedule, key personnel, and Sub Consultants. 2.5 PROJECT AUTHORIZATION GCCCD shall authorize Consultant to perform work on a specific project by issuing to Consultant a project specific notice to proceed (NTP). Each NTP will identify the campus and project name(s), the project-specific scope of services, the schedule for providing the services and the required deliverables NTPs will be primarily based upon fixed fees negotiated for the specific project, including but not limited to, cost of travel and all incidentals necessary to complete the project scope of work. GCCCD may, at its discretion, negotiate either hourly fee rates or fixed fees for the described services Consultant shall submit an estimated cost breakdown based upon the project specific scope which shall include all necessary hours to perform the project specific scope of services, all estimated hours of labor and the corresponding hourly rate, along with any other estimated additional costs for services, including but not limited to, and Sub Consultants, research, travel time, mileage and per diem, etc GCCCD will review Consultant s cost and negotiate, as needed. If Consultant s estimated cost is reasonable, GCCCD may issue an NTP authorizing the start of work GCCCD, at its discretion, may combine two (2) or more projects to be handled as a single Project assignment. If a Project assignment includes multiple projects, Consultant shall provide a separate invoice for each individual project for which services are provided under the single Task Order Consultant may be assigned various projects and tasks which may have different funding sources. Page 8 of 12

9 SECTION 3 - RESPONDING TO THE RFQ 3.1 MINIMUM REQUIREMENTS Request of Qualifications Response. Consultant s RFQ response shall clearly and accurately demonstrate specialized knowledge and experience required for consideration. The RFQ response shall not exceed ten (10) pages in length and ten (10) copies are to be submitted A complete response shall provide the following documents: A. Cover letter (Letter of Interest) signed by an authorized representative of Consultant and which includes the following information: Legal name Address (mailing & street, if different) Telephone number Fax number Federal tax identification number Name, title and address of Consultant s contact person for the RFQ. B. A written statement of Consultant s qualifications that is responsive to the selection criteria described in 3.2 Selection Criteria. Consultant shall include examples of successful projects within budget and client contact information. Consultant shall include a listing of proposed key personnel by name. In the event that the Consultant is selected, Consultant must provide the key personnel put forth. The failure to do so may result, at GCCCD s discretion, in consideration of the RFQ response as non-responsive. C. Schedule of Rates. Provide a Schedule of Rates for the principal firm (or firms if there is a joint venture or association) and Sub Consultants. The schedule of rates shall consist of a list of project staff by title with hourly billing rates. It shall also indicate: (a) whether support services are billed as direct costs or are included in overhead; and (b) if handling charges or profit are added to other direct costs (e.g., Sub Consultants costs, reimbursables). The hourly rates shall be subject to a yearly escalation based on Consumer Price Index. One copy of the rate schedule should be submitted in a separate sealed envelopment with the RFQ response. This is not a Fee Proposal. D. A written explanation of what controls the firm would use to conform to a project budget and schedule. E. A written statement of how the firm would approach the potential project types listed in Sections and Page 9 of 12

10 F. Address firm s ability to provide staff and resources to selected projects within typical time constraints of potential project types listed in Sections and Provide an example of at least one successful fast-track project that the proposed project team members have worked on. G. Has your firm ever been terminated or replaced by another firm during a project? If so, explain in detail and provide results of any litigation/claims on the project. H. Has your firm been party to a lawsuit? If yes, please explain Costs incurred for developing the RFQ response and in anticipation of award of the agreement are entirely the responsibility of Consultant and shall not be charged to GCCCD and/or the State of California. All submittals become the property of GCCCD upon receipt and will not be returned to Consultant except as described in Paragraph SELECTION CRITERIA The selection committee will be appointed by GCCCD s Senior Director of Facilities Planning and Development. The selection criteria to be used by GCCCD s committee members for determining the best-qualified firm to provide professional services for Projects will include: Firms shall respond in writing indicating how they believe their experience fulfills the requirements of these criteria. Criteria is listed below. Total Possible Points Selection Criteria 25 Professional experience of the firm in performing services of a similar nature and scope. GCCCD expects that the submitting firm have in-house professional expertise to perform the work 10 Staffing capability and the ability to meet schedules 10 Reliability, continuity, and location of firm in proximity to GCCCD 20 Quality and relevance of recently completed or ongoing work 15 Education and experience of key personnel to be assigned 20 Knowledge of applicable standards, regulations, codes and technology 100 Total Possible Points Page 10 of 12

11 3.3 EVALUATION AND SELECTION PROCESS The GCCCD Screening and Selection Committee Members will review, evaluate and score each RFQ response based on the above selection criteria At any time, GCCCD may contact a Consultant s previous clients and/or project owners to verify the experience and performance of the prospective Consultant, its key personnel, and its Sub Consultants At least three (3) Consultants with the highest scores will be selected for the Short List. Short Listed firms will be invited for an interview regarding their qualifications and experience. Consultants not selected for the Short List" will be notified in writing. Page 11 of 12

12 SECTION 4 - ADMINISTRATIVE PROCESS AND REQUIREMENTS 4.1 MASTER AGREEMENT FOR SERVICES The selected firm(s) (Consultant) will be notified in writing and be provided information for entering into the Master Agreement GCCCD will attempt to enter into negotiations with the selected Consultant(s) for a satisfactory Agreement and reasonable fee for the services needed If a satisfactory contractual agreement on services and compensation cannot be reached between GCCCD and the selected Consultant(s), GCCCD reserves the right to terminate negotiations with the selected Consultant(s) and attempt to reach satisfactory contractual agreement with the remaining qualified Consultant(s) The selected Consultant(s), with which GCCCD successfully negotiated, shall be required to execute a Master Agreement. The Standard Agreement shall include the agreement terms and conditions of this RFQ. Consultant shall execute the required number of copies of the Agreement documents and return them within seven (7) calendar days after Consultant has received Agreement documents for signature. GCCCD reserves the right to modify or update the Standard Agreement in the interest of GCCCD, in whole or in part, at any time up to the issuance of the Agreement by GCCCD. By submitting for this RFQ, the prospective Consultant and its key Sub Consultants acknowledge that a) the project team will provide the services required in the Agreement, and b) the project team has no objection to the Standard Agreement GCCCD will determine on a project-by-project basis, the services required. As a project becomes available, Consultant shall be notified and provided written instructions for negotiations. Negotiations will follow at which time Consultant will be asked to submit a detailed fee schedule for the project specific work. GCCCD will attempt to negotiate a satisfactory and reasonable fee for the services needed. 4.2 INSURANCE REQUIREMENTS Consultant shall be required to furnish evidence of insurance. Page 12 of 12

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