1 REQUEST FOR PROPOSALS FOR ON-CALL SERVICES FOR VARIOUS PROJECTS Proposals Due 4 PM on Friday May 10, 2013 At Town Hall 6550 Yount Street Yountville, CA 94599
2 TABLE OF CONTENTS Section Page Part I PURPOSE, BACKGROUND AND DESCRIPTION... A. PURPOSE... 1 B. BACKGROUND... 1 C. DESCRIPTION... 1 Part II PROPOSAL INSTRUCTIONS... A. PROPOSAL... 5 B. RFP INQUIRIES... 5 C. SUBMISSION OF PROPOSAL... 5 D. SIGNATORY REQUIREMENTS... 6 E. CONSULTANT QUALIFICATIONS... 6 F. PROPOSED SCHEDULE... 6 G. PROPOSAL CONTENTS... 7 H. ADDITIONAL ITEMS RELATED TO THE PROPOSAL... 7 I. SELECTION PROCEDURE... 8 Part III PROPOSAL CONTENT AND FORMAT... GENERAL INFORMATION... 8 A. TRANSMITTAL LETTER... 9 B. EXECUTIVE SUMMARY... 9 C. BACKGROUND INFORMATION... 9 D. FIRM EXPERIENCE E. PROJECT STAFF F. SUBCONSULTANTS G. PROJECT APPROACH H. QUALITY ASSURANCE/QUALITY CONTROL I. EXCEPTIONS Part IV SELECTION CRITERIA... SELECTION CRITERIA ATTACHMENTS A. GENERAL SCOPE OF WORK B. GENERAL INFORMATION FORM C. SAMPLE PROFESSIONAL SERVICES AGREEMENT FOR CONSULTANT SERVICES
3 A. PURPOSE Part I PURPOSE, BACKGROUND AND DESCRIPTION An integral part of the successful design and construction of Capital Improvement Projects is the performance of civil engineering, geotechnical engineering, surveying, environmental review, permit compliance, construction management, inspection and testing work. The Town of Yountville (Town) often needs to rely on consultant services to complement in-house staff in delivering public works projects and related tasks. Over the past three years, the Town has used a consultant selection process that involves a project specific request for proposal (RFP). This involves a substantial amount of time on the part of the Town and additional costs to the consultant. The Town has set out to accomplish two objectives in this Request for Proposals (RFP). 1. To pre-select engineering consulting firms and other professionals within distinct disciplines to assist the Town s Public Works Department in completing future Capital Improvement Program projects and related tasks. 2. To expedite the process of consultant selection for projects with consultant fees under $45,000. B. BACKGROUND The Town of Yountville (pop 2,933), is located in the heart of the beautiful Napa Valley wine country and enjoys a small-town lifestyle and the sophisticated ambiance of premium restaurants, hotels and inns, spas, theater, museum, and a 9-hole public golf course. Yountville is also home to the Veterans Home of California, a community of and for veterans. The Town of Yountville is fiscally sound and benefits from strong locally derived revenues that enable the Town to undertake a variety of important community development projects. The dedicated Town staff embraces a team approach and a management philosophy that supports the professional growth of employees within the organization. The Town utilizes a rolling five-year Capital Improvement Program (CIP) as a systematic plan for providing and prioritizing infrastructure improvements within the next five years and beyond. The CIP is a statement of the Town s policies and financial abilities to manage the physical development of the community s streets, water, sewer, drainage, public facilities, parks and recreation facilities infrastructure needs. The current five-year CIP is available on the Town s website at: C. DESCRIPTION The Town is seeking assistance from civil engineering firms and other related professionals within distinct disciplines that will act as extensions of staff and take ownership of the tasks they perform. These professionals will provide expertise and resources to relieve some of the regulatory, engineering, and project management
4 workload on Town staff. Due to the sporadic need for such support services, the Town is requesting proposals for services with the intent of selecting firms to perform work on an on-call basis. The following is a partial list of capital improvement projects that the Town anticipates needing assistance with: Slurry Seal Paths & Parking Lots Security Systems - Town Facilities Stormwater Management Program - NPDES Park Improvements Program Parks Path Program Replace Railroad Tie Curbs & Streetlights Pressure Regulator Station Upgrades Main & Lateral Replacement Program Since there are no specific work items at this time, the scope of work for this RFP is general and broad. The types of services to be provided are listed below. Consultants submitting proposals shall identify from the list below the types of services that they are proposing to provide. It is anticipated that some consultants will propose on only one type of service and some will propose on several types of service. Descriptions of the scope of services for each of the types of service are provided in Attachment A General Scopes of Service. 1) General Civil Engineering Services 2) Water Distribution Engineering and Regulatory Compliance 3) Wastewater Engineering and Regulatory Compliance 4) Construction Inspection and Management Services 5) Surveying Services 6) Materials Testing Services 7) Geotechnical Engineering Services 8) Traffic and Transportation Engineering Services 9) Structural Analysis And Design 10) Landscape Architecture 11) Environmental Document and Permit Application Preparation 12) Regulatory Permit Compliance for Storm Water, Water, Wastewater, and Recycled Water 13) Mechanical Engineering for HVAC, Pumps, Motors and Pump Stations 14) Electrical Engineering Design Including Controls, SCADA, Power And Inspection 15) Town Engineering for Review of Building Permits, Private Development Applications and Map Approvals
5 It is anticipated that the Town will execute agreements for on-call services with two or three general civil engineering firms and several of specialty service providers listed above. Each agreement with a Selected Consultant will cover a two year period for a not-to-exceed amount of $45,000, but may be extended at the sole discretion of the Town. The agreements will authorize work to be performed upon issuance of task orders by the Town. As the need arises, the Town will request the Selected Consultant to provide a cost proposal and a schedule for specific tasks identified in a task order. The Selected Consultant s proposal for each task order shall identify the services that they will provide and the work to be performed by Town staff (if any), as well as all deliverables. The budget for each task order shall be tracked separately. A. PROPOSAL Part II - PROPOSAL INSTRUCTIONS Before preparing a proposal, the Consultant shall carefully examine the entire RFP and become familiar with its contents. Submission of a proposal shall be considered evidence that the Consultant has fully studied the RFP, and is familiar with the general conditions to be encountered in performing any services. B. RFP INQUIRIES Inquiries on the contents and requirements of the RFP will be accepted in written form only. Inquires should be forwarded to the Town of Yountville Public Works Department at the following address: John Draper, P.E. Town of Yountville Department of Public Works 6550 Yount Street Yountville, CA Fax: with subject of On-Call Services RFP The deadline for inquiries is 4:00 PM Pacific Time on Friday May 3, 2013, after which time no further inquiries will be addressed. Responses to questions, if necessary, will be forwarded in the form of an addendum to this RFP by May 7, 2013 to each firm listed on the RFP Holders List. Interested parties should contact John Draper via to be included on the RFP Holders List. Please include your company name and contact information. C. SUBMISSION OF PROPOSAL
6 The proposal must be submitted by 4:00 PM, Pacific Time on Friday May 10, Late proposals will not be accepted and will be returned unopened. It is the Consultant s responsibility to see that the proposal is received at the proper time. The Town is not responsible for delayed deliveries due to mailing. The time the proposal is received at the Town Hall counter shall determine the official time received. The submission of a proposal shall constitute a firm offer to the Town for ninety (90) days from the submission deadline for proposals. Please submit three (3) copies of the proposal and one (1) unbound copy of the proposal for the purpose of photocopying by the Town, if necessary. Copies must be delivered in a sealed opaque envelope and addressed to the attention of: Town of Yountville Department of Public Works 6550 Yount Street Yountville, CA Attn: Graham Wadsworth, Public Works Director/Town Engineer D. SIGNATORY REQUIREMENTS The General Information Form ( GIF ) included in the Attachments shall be signed by the President, Vice President, CEO, or an authorized representative of the Consultant. The Consultant shall furnish documentation that the person signing the GIF is empowered with signatory authority for the Consultant. The GIF may be accompanied by a Corporate Resolution. E. CONSULTANT QUALIFICATIONS 1) The Consultant for general engineering, surveying, environmental review, permit compliance, construction management, inspection and/ or testing services will have extensive experience with an emphasis in Capital Improvement Projects and extensive knowledge of local conditions. 2) The Consultant for general engineering or surveying services will provide a Project Manager who is licensed in the state of California as an Engineer or Land Surveyor, respectively. The Project Manager will be individually responsible for all Consultant services. 3) The Consultant for specialty services will have applicable certifications. 4) The Consultant s Project Manager shall be available for periodic meetings to discuss issues related to task orders. 5) The Consultant must be adequately insured for liability and property damage pursuant to the conditions of the Agreement. 6) All work shall be performed and delivered in English Standard Units or as required by the Town. 7) All survey work shall be performed on CCS/NAD 83 horizontal coordinates and use
7 true NAVD 88 vertical control. 8) Plans and Maps shall be submitted in AutoCAD format in use by the Town at the time of issuance of the task order, point files shall be submitted in ASCII format, and any estimates, schedules, or reports shall be submitted in Microsoft Office format. F. PROPOSED SCHEDULE RFP Issued 4/19/13 Inquiry Deadline 5/03/13 Proposal Due 5/10/13 Notification of selection 5/15/13 Complete Negotiation and Process Contract 5/21/13 Contract Approval by Town Council 6/04/13 G. PROPOSAL CONTENTS The proposal should consist of the following major sections, and in the order shown: 1. Transmittal Letter 2. Executive Summary 3. Background Information 4. Firm Experience 5. Project Staff 6. Sub-consultants 7. Approach to services for Yountville 8. Quality Assurance/Quality Control Program 9. Exceptions to Agreement Further information on proposal content and format is included in Section III of this RFP. H. ADDITIONAL ITEMS RELATED TO THE PROPOSAL 1. Proposal Rejection/Proposal Costs: This RFP does not commit the Town to entering into a contract, to paying any costs incurred in the preparation of any proposal, or to procuring or contracting for services. The Town reserves the right to cancel in whole or in part this RFP, to reject any and all proposals, to accept the proposal it considers most favorable to the Town s interest in its sole discretion, and to waive irregularities or informalities in any proposal or in the proposal procedures. The Town further reserves the right to reject all proposals and issue a new RFP at its sole discretion. In addition, the proposal and other materials provided to the Town in relation to this RFP will become the property of the Town. 2. Subconsultants:
8 If any part of the work or products described in the proposal is to be provided by subconsultants please provide the following: A description of each subcontractor s role A description of previous joint ventures between the Consultant and subcontractor The corporate or company name and names of officers or principals of companies proposed as subcontractors 3. Contract & Insurance Requirements: The Town has stringent requirements in contracting with consultants, and is unable to make substantial changes to the insurance requirements and the contract to be used for this project. Attachment C contains a sample Professional Services Agreement. Respondents are strongly encouraged to have the contract reviewed by their insurance company. Please include any proposed exceptions or changes to the contract in your response. Any proposed exceptions or changes to these provisions will be subject to Town approval. The laws of the State of California shall govern the contract executed between the successful Consultant and the Town and any interpretations or constructions thereof. Further, the place of performance and transaction of business shall be deemed to be in the Town of Yountville, State of California, and in the event of litigation, the exclusive venue and place of jurisdiction shall be in the State of California, and more specifically, in Napa County. 4. Requests for Additional Information: The Town reserves the right to request additional information to clarify the proposals. 5. Withdrawal of Proposals: A respondent may withdraw his or her proposal anytime before the date and time when proposals are due, without prejudice, by submitting a written request for withdrawal to the Town Public Works Director. Verbal withdrawal requests or withdrawal requests by telephone will not be accepted by the Town. I. SELECTION PROCEDURE 1) The Town will have a Selection Committee for the evaluation of proposals. 2) The top three general engineering firms and several specialty firms as ranked by the Selection Committee will be invited to execute an Agreement for On-Call Consulting Services with the Town. If an agreement is not reached within a
9 reasonable period, the Town may contact the next ranked firm or reissue the RFP. GENERAL INFORMATION Part III - PROPOSAL CONTENT AND FORMAT Proposals shall be 8½ x 11" in size. Three (3) spiral bound copies and one unbound original are required. General brochure type information is to be kept to a minimum and the proposal shall be a maximum of forty (40) one-sided sheets or twenty (20) two-sided sheets. The General Information Form, dividers and Appendix items are not counted toward the forty (40)-sheet maximum. The minimum acceptable font size for the proposal is 11 point. Most information should directly address this particular proposal. In order to facilitate the evaluation of the proposals, Consultants should format their proposals using the following sections: A. TRANSMITTAL LETTER A transmittal letter, signed by an officer who is authorized to bind the Consultant, shall be included with the proposal. In the transmittal letter, state that the proposal is binding for 90 days from the submission deadline for proposals. 1) Consultant Contact - Please provide the name, address, telephone number, address, and facsimile number of the prime contact. This will be the individual who can be contacted during proposal evaluation if the Town has questions about the proposal. 2) Location(s) - Please provide the location of the Consultant s headquarters. In addition, provide the location of any local support offices which will provide service to the Town. 3) Company Management/Ownership - The Town is looking for a consultant that can provide a measure of proven stability and reliability given the nature of an on-call contract. Please describe the Company s (and any subconsultant s) size, company management and ownership. B. EXECUTIVE SUMMARY A brief summary of the key characteristics of the proposal including the types of services to be rendered is required. C. BACKGROUND INFORMATION Background information should describe in general the firm s history and its experience in the specific types of services that it is proposing to provide. Information should be provided
10 to demonstrate the consultant s experience in providing turn key services to other municipal agencies. For general engineering services, indicate the extent of professional engineering services with a capital improvement project and / or development review emphasis. The Town is also interested in similar projects managed by the respondent s proposed project manager. List of contracts terminated (partially or completely) by clients for convenience or default within the past three years. Include contract value, description of work, sponsoring organization, contract number, and name and telephone number of contracting entity. A completed copy of the General Information Form included in Attachment B of the RFP shall be submitted with the proposal. Provide as attachments all applicable rate schedules for personnel, testing services, or other direct expenses. D. FIRM EXPERIENCE Provide specific information on the firm s experience, particularly in projects similar to those discussed in this RFP. For general engineering services, list and describe at least two capital improvement projects completed by the firm within the past five years and list the following: Project title, location and description Construction (capital improvement) costs Year performed services and date constructed Firm s fee Firm s project manager Services provided Project owner s name Client contact person, address and phone number Type of contract (on-call or fixed scope) E. PROJECT STAFF Identify the Project Manager and key personnel on the project team that will remain involved in the work through its duration. For all project team members, describe specific services they will perform, and illustrate clearly the applicability of the individual s background, education, and experience to his or her assigned role. Provide resumes for key personnel expected to expend significant effort on the work. F. SUBCONSULTANTS Identify any and all subconsultants proposed to serve on the project, with background information and particular experience of key personnel, including past projects and resumes. Show the key personnel in the organization chart.
11 G. PROJECT APPROACH Describe how the Consultant s approach will meet the particular needs of an on-call professional services contract, with an emphasis on the ability to perform the required services. Describe the equipment inventory of the firm and discuss methods used in the performance of proposed tasks. This could include surveying and material testing equipment. H. QUALITY ASSURANCE/QUALITY CONTROL Describe how quality assurance and quality control will be provided for the work. Identify the individuals that will be involved in QA/QC services and at what milestones they will be provided. If your firm has a structured Quality Assurance/Quality Control Program, describe it briefly and show how it will be applied to the work. I. EXCEPTIONS Please include a statement regarding exceptions to the sample agreement. If no exceptions are included, the Town will expect the Consultant will be able to sign the Town s agreement and provide the required insurance and indemnification. Part IV- SELECTION CRITERIA The Proposals will be evaluated and rated based on the following factors: MAX. POINTS 1. CONSULTANT EXPERIENCE 40 Qualifications and relevant experience of Consultant and subconsultant personnel 2. CONTRACT UNDERSTANDING 20 Understanding of the on-call contract and work by task order 3. FIRM S CAPABILITIES 40 Demonstrated capability on similar or related projects Equipment available/used by the Consultant Approach to maintaining quality of work and cost control Commitment to availability of personnel assigned to the contract for task order work on short notice
12 ATTACHMENT A GENERAL SCOPE OF WORK Although the various projects have not been fully defined, it is anticipated that the oncall services under this agreement may include, but are not limited to, the following activities conducted to industry standards. 1) General Engineering Services - On-call professional engineering services under this agreement may include, but are not limited to, the following activities: a) Project management and administration of capital improvement projects b) Prepare plans, specifications, and estimate (PS&E) in Town-approved format c) Design of street improvements including geometrics, repair/replacement of curb, gutter, sidewalk, driveways, curb ramps, street trees, signs, pavement striping, signage, etc. d) ADA accessibility review and transition plan implementation e) Design of drainage improvements including storm drain infrastructure analysis and design, and minor hydrology and hydraulic analysis f) Stormwater management, erosion control, qualified SWPPP developer (QSD), and qualified SWPPP practitioner (QSP) services g) Erosion control and design of Best Management Practices h) Private development review, conditions of approval preparation, and improvement plan check, but not building permit processing i) Design of parks and recreation sites, such as grading, drainage, paving, landscaping and irrigation. j) Research information on existing utilities 2) Water Distribution Engineering And Regulatory Compliance - California Department of Public Health Domestic Water Permit and compliance support 3) Wastewater Engineering And Regulatory Compliance - NPDES Wastewater and California Department of Public Health Recycled Water permits and compliance support 4) Construction Management And Inspection Services - The construction management work to be done consists, in general, of ensuring that the mobilization; traffic control, construction signage; sidewalks, pavement delineation; signage, and such other items or details are in compliance with the project plans, project special provisions, Caltrans Standard Specifications, and Town Quality Assurance Plan. It is anticipated that full time inspection services will not be required during construction.
13 If there is any travel time that will be charged to the project, then the cost must be included in the cost proposal. The consultant shall prepare the as-built record drawings for submittal to Caltrans. The consultant shall perform a final inspection, prepare the final report, and prepare a final invoice per Caltrans Local Assistance Procedures. 5) Surveying Services Surveying, plats, legal descriptions, deeds, and construction staking. Review deeds, parcel maps and subdivision maps. 6) Materials Testing Services- Collect samples and perform tests to verify compliance with project specifications. Typical tests include compressive strength, particle size distribution, moisture content, pavement density and relative compaction. 7) Geotechnical Engineering Services - Geotechnical engineering, borings, material testing and inspection services 8) Transportation Engineering Services - Traffic engineering for mostly traffic calming, signing and striping. Traffic and parking counts and studies 9) Structural Engineering - analysis and design of small structures 10) Landscape Architecture Design of landscaping and irrigation systems for parks and other public spaces 11) Environmental Document And Permit Application Preparation CEQA compliance including Initial studies and categorical exemptions. NPDES Stormwater Permit and compliance support 12) Regulatory Permit Compliance - for storm water, water, wastewater, and recycled water 13) Mechanical Engineering - for HVAC, pumps, motors and pump stations 14) Electrical Engineering Design - including instrumentation, controls, SCADA, power, communication, and inspection 15) Private Development Review and Inspection Developments within the Town limits are expected to be limited to minor infill projects with no major subdivisions. One typical example is the current application for Stewart Cellars located at 6752 Washington Street. The project proposes to construct three structures totaling 5,000 square feet with uses including wine tasting and possibly a restaurant. Consultant tasks may include: a) Performing reviews of private development project applications and establish conditions of approval. b) Performing reviews of project improvement plans and building permit applications. c) Performing reviews of lot line adjustments, parcel maps and subdivision maps. d) Providing inspection services for building permits and private development improvements.
14 ATTACHMENT B GENERAL INFORMATION FORM
15 GENERAL INFORMATION FORM To be completed by the proposer and submitted with the proposal PROFESSIONAL CONSULTING SERVICES TO THE TOWN OF YOUNTVILLE FOR ON-CALL ENGINEERING SERVICES NAPA, CALIFORNIA Legal Name of Firm Firm s Address Firm s Telephone Number City, State, Zip Type of Organization (Partnership, Corporation, etc.) Name of Project Manager and Title Name, Title and Phone Number of Person to Which Project Correspondence Should be Directed Address Where Correspondence Should be Sent Listing of subconsultants proposed, their phone numbers, and areas of responsibility (indicate which firms are Disadvantaged Business Enterprises and their percentage of work).
16 ATTACHMENT C PROFESSIONAL SERVICES AGREEMENT FOR CONSULTANT SERVICES