REQUEST FOR PROPOSALS (RFP)

Transcription

1 REQUEST FOR PROPOSALS (RFP) Issue Date: May 7, 18 RFP No Title: Engineering Services Roadway, Water & Sewer Improvements Southampton County, Virginia will accept proposals until Friday, June 8, 18 at 3:00 p.m., local prevailing time, from qualified engineering firms ( Offerors ) to provide professional services to assist the County with planning, engineering design, preparation of bidding documents, and construction administration/inspection services associated with the following improvements in the Turner Tract Industrial Park: 1) An industrial access road approximately 0 feet in length connecting to State Route 778, Enviva Way; 2) Extension of a public waterline by approximately 0 linear feet; and 3) Extension of a gravity sewer line by approximately 1,000 linear feet. Southampton County intends to select one firm to provide these services using the competitive negotiation procedure for professional services as defined in Section of the Virginia Public Procurement Act. Full copies of the Request for Proposals may be requested by contacting Mr. Michael Johnson, County Administrator, at (77) , or by at mjohnson@southamptoncounty.org

2 TABLE OF CONTENTS 1. General Description of Request... Page 1 2. Background... Page 1 3. Scope of Services... Page 2 4. Site Visits... Page 4. Term of Contract... Page 4 6. Proposals... Page 4 7. Evaluation of Proposals... Page 6 8. Rejection of Proposals/Waiver... Page 7 9. Form of Contract... Page 7. Proposal Acceptance Period... Page Questions/Comments Concerning RFP... Page Deadline/Address... Page Contract Award... Page Ethics in Public Contracting... Page 8 1. Qualifications of Offeror... Page Debarment Status... Page Compliance with Immigration Laws... Page Authorization to Conduct Business in Virginia... Page Drug Free Workplace... Page 9. Nondiscrimination... Page Insurance... Page Signature Page... Page Attachment 1 Sketch and project site plan Attachment 2 Existing Utilities Plan

3 Southampton County, Virginia Post Office Box Administration Center Drive Courtland, Virginia (77) RFP # Issued: May 7, 18 Engineering Services Roadway, Water & Sewer Improvements 1. General Description of Solicitation Southampton County seeks proposals from qualified engineering firms ( Offerors ) to assist the County with planning, engineering design, preparation of bidding documents, and construction administration/inspection services associated with specified roadway, water and sewer improvements in the Turner Tract Industrial Park. 2. Background The Industrial Development Authority of the County of Southampton, Virginia ( IDA ) is the owner of approximately 30 acres of industrially-zoned property adjacent to the CSX railway, approximately 1 mile west of the City of Franklin. Of this 30 acres, approximately 6 acres remains available for future economic development. PRTI VA-One, LLC has entered into a 90-day Option Agreement with the IDA, to determine whether -1 acres of this remaining acreage is suitable for constructing and operating a rubber depolymerization facility. If PRTI VA-One LLC exercises this option to acquire the property, the Southampton County Board of Supervisors intends to provide them adequate access to the site via a publicly maintained roadway from their plant entrance approximately 0 feet southward to Enviva Way (S.R. 778). Southampton County intends to apply for funding to design and construct these roadway improvements through the Virginia Department of Transportation s Economic Development Access Program. In addition, PRTI VA-One LLC and Southampton County have agreed to equally share the cost of planning, designing and extending water and gravity sewer service to the plant site. It is contemplated that water service will be extended approximately 0 feet northward, along an easement to be dedicated adjacent to the western boundary Page 1

4 of the proposed roadway, from an existing 12-inch PVC water main located on the north side of Enviva Way. It is further contemplated that gravity sewer service will be extended approximately 1,000 feet from existing MH 9 (Top 26.3, Inv. Out 13.0) along the northern boundary of Enviva Way and then along an easement to be dedicated adjacent to the eastern boundary of the proposed roadway. 3. Scope of Services Southampton County seeks the following professional engineering services: a) Consult with County to define and clarify County's requirements for the Project as related to the roadway design and water/sewer line extensions described in Article 2 herein above; b) Identify, consult with, and analyze requirements of governmental authorities or agencies having jurisdiction to regulate portions of the Project; c) Assist County in assuring that all tasks associated with the roadway design and construction are eligible for funding under VDOT s Economic Development Access Program; d) Coordinate planning and design of all improvements with PRTI VA-One LLC; e) Prepare Preliminary Design Phase documents consisting of final design criteria, preliminary drawings, outline specifications, and written descriptions of the Project; f) Provide necessary field surveys and topographic and utility mapping for design purposes; g) Prepare an opinion of probable Construction Cost, and assist County in collating the various cost categories which comprise Total Project Costs. h) Prepare final Drawings and Specifications indicating the scope, extent, and character of the Work to be performed and furnished by Contractor. Assure that all design and construction documents are in conformance with generally accepted engineering practices and comply with all applicable standards and regulations, including but not limited to VDOT s Road Design Manual, Virginia Erosion and Sedimentation Regulations, Virginia Waterworks Regulations, and Hampton Roads Planning District Commission's Regional Construction Standard, 6 th edition; i) Provide technical criteria, written descriptions, and design data for County s use in filing applications for permits from or approvals of governmental authorities having jurisdiction to review or approve the final design of the Project; assist County in consultations with such authorities; and revise the Drawings and Specifications in response to directives from such authorities; Page 2

5 j) Prepare and furnish bidding documents for review by County, its legal counsel, and other advisors, and assist County in the preparation of other related documents; k) Assist County in advertising for and obtaining bids or proposals for the Work and, where applicable, maintain a record of prospective bidders to whom Bidding Documents have been issued, attend pre-bid conferences, if any, and receive and process contractor deposits or charges for the bidding documents; l) Issue addenda as appropriate to clarify, correct, or change the bidding documents; m) Provide information or assistance needed by County in response to any questions from prospective contractors; n) Attend the Bid opening, prepare Bid tabulation sheets, and assist County in evaluating Bids or proposals and in assembling and awarding contracts for the Work; o) Consult with County and act as County s representative in General Administration of the Construction Contract as provided in the Construction Contract; p) Participate in a Pre-Construction Conference prior to commencement of Work at the Site; q) Receive, review, and determine the acceptability of all schedules that Contractor is required to submit to Engineer, including the Progress Schedule, Schedule of Submittals, and Schedule of Values; r) Provide construction surveys and staking to enable Contractor to perform its work, and any type of property surveys or related engineering services needed for the transfer of interests in real property, dedication of public rights of way and easements for water, sewer, electric power, telecommunications or broadband; s) Make visits to the Site at intervals appropriate to the various stages of construction to observe the progress of Contractor s executed Work. Based on information obtained during such visits and observations, keep County informed of the progress of the Work; t) Assist County in filing requests for roadway reimbursements from VDOT s Economic Development Access Program; u) Receive and review Applications for Payment and accompanying supporting documentation from the Contractor and certify the amounts that Engineer recommends Contractor be paid; Page 3

6 4. Site Visits v) Upon completion of the Work, prepare a Certificate of Substantial Completion for endorsement by the County and prepare a punch-list of remaining or deficient items for the Contractor; w) Conduct a final visit to the Project to determine if the completed Work of Contractor is acceptable and make a recommendation regarding final payment to the Contractor; x) Prepare Record Drawings showing appropriate record information based on annotated record documents received from Contractor, and furnish such Record Drawings to County in PDF format; y) Prepare final survey for recordation and dedication of the public right-of-way for the completed roadway along with associated water and sewer easements. This is a general listing of the scope of services and deliverables and should not be construed as being the full and complete list of all services and deliverables that may be required under this RFP. A more comprehensive list of services and deliverables may be developed through discussion and negotiation between the Offeror and County. Site visits may be scheduled at the request of Offeror and may be arranged by contacting the Office of the Southampton County Administrator at (77) Term of Contract The duration of any resulting contract will be dependent on negotiations with the selected Offeror. 6. Proposals a) In order to be considered for selection, Offerors must submit a complete response to this RFP. One (1) original, four (4) copies and one (1) electronic copy (PDF) of each proposal must be submitted to the County Administrator, at the location stated below, on or before 3:00 P.M, local prevailing time on June 8, 18. b) Proposals should conform to the following requirements: 1. Proposals must be signed by an authorized representative of the Offeror. 2. All requested information must be submitted. Proposals which are substantially incomplete or lack key information will be rejected by the County. 3. Proposals should be arranged as follows: a. Transmittal Letter; Page 4

7 b. Table of Contents; c. Narrative Describing Offeror s Understanding of Scope of Work; d. Response to Specific Proposal Instructions (see subparagraph 4 below) e. Team organization chart; f. Resumes of team members; g. A signed copy of this Request for Proposals. 4. Specific Proposal Instructions: a. Offeror must furnish evidence of its qualifications, expertise and experience in the provision of similar services/deliverables. Proposals should highlight similar work performed by the Offeror, including but not limited to other roadway projects, particularly those funded through VDOT s Economic Development Access Program, and water/sewer extensions. Offeror is encouraged to elaborate on its qualifications to carry out the scope of services considered herein and its experience providing services and deliverables similar to those requested in this RFP including specific reference(s) by the Offeror of its capabilities with respect to quality assurance and quality control of construction projects it has designed and assisted in the completion of. b. Offeror must provide the name, address, contact person and phone number of at least three clients for whom Offeror has provided similar services or deliverables. Offeror should include a brief description of each similar project. The County reserves the right to contact any client listed. c. The proposal must identify the proposed project team including the project manager. d. The proposal must identify the Offeror s proposed approach/strategy to completing the project and timeline for providing the services and deliverables. e. The proposal must state any professional licenses maintained by Offeror and/or individuals identified as being a part of Offeror s project team that are relevant to the project. c) Proposals should be prepared simply and economically, providing a straightforward, concise description of Offeror s proposal and capabilities to satisfy the requirements of the RFP. d) Ownership of all data, materials and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of F Page

8 of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. e) No information regarding the proposal records or the contents of responses will be released except in accordance with Virginia Code Once an award has been made, all proposals will be open to public inspection subject to the provisions set forth above. f) Offerors shall NOT provide any estimated project costs in their proposals. During discussions with Offerors, as permitted during competitive negotiation under Virginia Code , County may discuss nonbinding estimates of total project costs with Offerors. A final price shall be determined during negotiations. g) IDENTIFICATION OF PROPOSAL ENVELOPE: The signed proposal should be sent or delivered to the County in an envelope or package that is sealed and clearly marked on the lower left-hand corner of the envelope or package with: 7. Evaluation of Proposals From: Due Date: June 8, 18 (Name of Offeror) Due Time: 3:00 p.m. Address: RFP # The proposals will be evaluated by a committee that includes representation from the Board of Supervisors, the County Administrator s Office, Southampton County Department of Public Utilities, Franklin-Southampton Economic Development, Inc. and the IDA. The committee will rank the proposals based on the factors listed below and each firm s initial proposal. The committee intends to conduct interviews and/or discussions with at least the two top-ranked firms; however, the committee reserves the right to interview more or less than two firms after initial proposals are reviewed. After interviews and/or discussions, the committee will make recommendations to the Board of Supervisors. Upon review and acceptance of the committee s recommendations, the Board of Supervisors, through its designated representative, will negotiate with the top-ranked Offeror(s) in accordance with the Virginia Public Procurement Act. Factors to be considered by the committee in determining which Offeror(s) will be selected for interviews and/or negotiations will include: Page 6

9 FACTORS: 1. Specialized experience, expertise and qualifications of the firm and any subconsultants in roadway projects funded through the Virginia Economic Development Access Fund 2. Specialized experience, expertise and qualifications of the firm and any subconsultants in water and sewer line extension projects 3. Expertise, qualifications and depth of experience of project team assigned to this project 4. Record of the firm in completing similar projects on time and within budget, without change orders or additional fees POINT VALUE 30% 2% % 1%. Completeness and responsiveness of proposal % TOTAL 0% 8. Rejection of Proposals/Waiver Southampton County reserves the right to cancel this Request for Proposal or reject any or all proposals received. The County also reserves the right to waive informalities in proposals. 9. Form of Contract Unless otherwise modified during negotiations with the Offeror, the County intends to utilize EJCDC E-, 1 Short Form of Agreement Between Owner and Engineer for Professional Services. It shall be Offeror s responsibility to furnish duplicate original Agreements.. Proposal Acceptance Period Any proposal in response to this RFP shall be valid for ninety (90) days. At the end of the ninety days, the offer may be withdrawn at the written request of the Offeror. If the offer is not promptly withdrawn (within business days) at that time, it remains in effect until an award is made or the solicitation is canceled. 11. Questions/Comments Concerning this RFP Pursuant to Virginia Code , questions or comments concerning this RFP shall be submitted in writing via to mjohnson@southamptoncounty.org or by Page 7

10 regular mail to Michael W. Johnson, P.O. Box 400, Courtland VA no later than 4:30 pm EST on Friday, May 18, Deadline/Address All proposals must be sealed, delivered and received by 3:00 p.m., local prevailing time on June 8, 18. Proposals shall be mailed or hand delivered to: 13. Contract Award Michael W. Johnson County Administrator Administration Center Drive P. O. Box 400 Courtland, Virginia The award of any contract will be made in accordance with the statutes for competitive negotiation for professional contracts contained in Virginia Code It is the County s intent to enter into a contract with the successful Offeror following execution of the Option Agreement by PRTI VA-One LLC, on or before August 9, 18. If the County determines in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the County will post such notice on the County s webpage at Ethics in Public Contracting By submitting a proposal, Offeror certifies that its proposal is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier or subcontractor in connection with their proposal, and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Furthermore, the provisions, requirements, and prohibitions contained in Sections through of the Virginia Code, pertaining to bidders, offerors, contracts and subcontractors, are applicable to this RFP, as are the provisions, requirements, and prohibitions contained in Sections through of the Virginia Code. 1. Qualifications of Offeror The County may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform/provide the Services/deliverables and the Offeror shall furnish to the County all such information and data for this purpose as may be requested. The County reserves the right to inspect Offeror s physical facilities prior to award to satisfy questions regarding the Offeror s capabilities. The County further reserves the right to reject any proposal if the Page 8

11 evidence submitted by, or investigations of, such Offeror fails to satisfy the County that such Offeror is properly qualified to carry out the obligations of the contract and to provide the Services and/or furnish the goods contemplated therein. 16. Debarment Status By submitting their proposals, Offerors certify that they are not currently debarred by the Commonwealth of Virginia, Southampton County, Virginia, or any other locality from submitting bids or proposals on contracts for the type of Services/deliverables covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred. 17. Compliance with Immigration Laws and Regulations By submitting their proposals, Offerors certify that they do not employ any unauthorized alien as defined in the federal Immigration Reform and Control Act of Authorization to Conduct Business in the Commonwealth By submitting their proposals, Offerors certify that that they are authorized to transact business in the Commonwealth. 19. Drug Free Workplace During the performance of any work resulting from this Request for Proposals, Offeror agrees to (i) provide a drug-free workplace for the Offeror's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Offeror s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $,000, so that the provisions will be binding upon each subcontractor or vendor.. Nondiscrimination Offeror shall not discriminate based upon race, religion, color, sex, national origin, age, or disability, or against faith-based organizations. 21. Insurance By submitting their proposal, Offerors certify that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded: a) Workers Compensation - Statutory requirements and benefits. Page 9

12 b) Employer s Liability $0,000 each accident, $0,000 each disease & $00,000 disease policy limit. c) Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. Southampton County must be named as an additional insured and so endorsed on the policy. d) Automobile Liability - $1,000,000 combined single limit. e) Engineering Profession Service Limit - $2,000,000 per occurrence, $6,000,000 aggregate. f) Excess Liability, including Employer s Liability, Automobile Liability, and Commercial General Liability - $,000,000 aggregate. Prior to entering into Agreement, Southampton County must be named as an additional insured on the Acord insurance certificate reflecting Commercial General Liability and any other required insurance coverages. In compliance with this Request for Proposals and to all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon in writing by subsequent negotiation. Company Name and Address: Date: Name: Title: Telephone: Signature: Page

13 ATTACHMENT 1 HAMPTON FARMS BIRDSONG SPSA LEE M. WHITE FRANKLIN DISPOSAL & RECYCLING PRTI -1 AC. ENVIVA Page 11

14 ATTACHMENT 1 Proposed Road R/W Proposed waterline extension Proposed sewerline extension Existing sewerline Approximate parcel boundaries.0 Ac. +/- 7. Ac. +/ Ac. +/-. Ac. +/- Page 12

15 0 SCALE 1"=60' 60' 1' Page 13 OVERALL UTILITIES PLAN FRANKLIN DISTRICT - SOUTHAMPTON COUNTY - VIRGINIA TURNER TRACT ONSITE UTILITIES DATE /0/12 REVISION DESCRIPTION REVISED PER VDOT COMMENTS & ENVIVA CONNECTIONS ATTACHMENT 2 11/16/12 DATE M. ELANDER DESIGNED BY DRAWN BY M. ELANDER CHECKED BY S. QUINA 1" = 60' SCALE JOB NO. SHEET NO. U.0

16 REVISION DESCRIPTION DATE /0/12 REVISED PER VDOT COMMENTS & ENVIVA CONNECTIONS ATTACHMENT 2 DATE 11/16/12 DRAWN BY M. ELANDER DESIGNED BY M. ELANDER CHECKED BY SCALE 1"=30' S. QUINA 0 30' 60' SCALE 3.' 12" W/L 22. BEND (VERT) 1' 12" W/L 12" G.V. 12" W/L 12" x 12" x 6" TEE 12" G.V. 12" BLIND FLANGE ' OF 8" 0.40% 2.79' OF 8" 0.40% ' OF 12" 0.24% 14.24' OF 12" 0.24% 93.02' OF 12" 0.24% CASING PIPE ENDS TO BE SEALED W/ WRAPAROUND END SEALS UTILITIES PLAN TURNER TRACT ONSITE UTILITIES FIRE HYD ASS'Y (COMPLETE) 30 FRANKLIN DISTRICT - SOUTHAMPTON COUNTY - VIRGINIA MH 6 STA TOP INV IN INV OUT MH STA TOP INV IN INV OUT MH 4 STA TOP INV IN INV IN INV OUT MH 3 STA TOP INV IN INV OUT MH STA TOP INV OUT MH 2 STA TOP INV IN INV IN INV OUT H: 1" = 30' V: 1" = 3' WATERLINE TO BE RESTRAINED FROM STA TO WATERLINE TO BE RESTRAINED FROM STA. +7 TO 11+9 SCALE: HORIZONTAL: VERTICAL: 1"=30' 1"=3' JOB NO SHEET NO U Page 14

17 ' OF 8" 0.40% ' OF 8" 0.40% 0.40% FIRE HYD ASS'Y (COMPLETE) MH 6 STA TOP INV IN INV OUT MH 7 STA TOP 26.0 INV IN 1.0 INV OUT 14.9 MH 8 STA TOP INV IN INV OUT " W/L 12" W/L 12" W/L 12" x 12" x 12" TEE 12" BLIND 12" G.V. FLANGE ' OF 8" 0.40% SCALE: HORIZONTAL: 1"=30' VERTICAL: 1"=3' SCALE: HORIZONTAL: 1"=30' VERTICAL: 1"=3' MH STA TOP INV IN INV OUT DATE REVISION DESCRIPTION 12" W/L 3' MIN WATERLINE TO BE RESTRAINED FROM STA TO 2+32 DATE 11/16/12 DRAWN BY M. ELANDER DESIGNED BY M. ELANDER CHECKED BY S. QUINA SCALE H: 1" = 30' V: 1" = 3' TURNER TRACT ONSITE UTILITIES FRANKLIN DISTRICT - SOUTHAMPTON COUNTY - VIRGINIA UTILITIES PLAN /0/12 REVISED PER VDOT COMMENTS & ENVIVA CONNECTIONS ATTACHMENT 2 0 SCALE 1"=30' 30' 60' Page 1 JOB NO SHEET NO. U.2

18 113.00' OF 12" 0.27% 66.2' OF 12" 0.24% FIRE HYD ASS'Y (COMPLETE) MH 2 STA TOP INV IN INV IN INV OUT MH 9 STA TOP INV OUT PROPOSED 12" WL MH 1 STA TOP 2.39 INV IN INV OUT SCALE: HORIZONTAL: 1"=30' VERTICAL: 1"=3' 1+00 SCALE: HORIZONTAL: 1"=30' VERTICAL: 1"=3' 6" G.V. 22. BEND (VERT) WL STUB 1 3.' 22. BEND 3.' 3.' 6" CAP (VERT) 12" WL 6" WL 22. BEND (VERT) SCALE: SCALE: HORIZONTAL: 1"=30' HORIZONTAL: 1"=30' VERTICAL: 1"=3' VERTICAL: 1"=3' FIRE HYD ASS'Y (COMPLETE) MH 4 STA TOP INV IN INV IN INV OUT DATE REVISION DESCRIPTION WL STUB 2 12" G.V. 3.' 3.' 3.' WATERLINE TO BE RESTRAINED FROM TEE TO END WATERLINE TO BE RESTRAINED FROM TEE TO END 22. BEND (VERT) 12" CAP DATE 11/16/12 DRAWN BY M. ELANDER DESIGNED BY M. ELANDER CHECKED BY S. QUINA SCALE H: 1" = 30' V: 1" = 3' TURNER TRACT ONSITE UTILITIES FRANKLIN DISTRICT - SOUTHAMPTON COUNTY - VIRGINIA UTILITY PROFILES /0/12 REVISED PER VDOT COMMENTS & ENVIVA CONNECTIONS ATTACHMENT 2 Page 16 JOB NO SHEET NO. U.3