NOTICE OF REQUEST FOR QUALIFICATIONS / PROPOSALS Lake Michigan Coastal Zone Reforestation within Muskegon, Oceana and Mason Counties Native Tree Installation Services Issue Date: June 20, 2018 Proposal Due Date: Mandatory Pre-Bid Mtg. July 10, 2018, 1:00 PM at WMSRDC June 26, 2018, 1:30 PM at WMSRDC Project: USDA Forest Service Great Lakes Restoration Initiative project to implement reforestation within Michigan's Lake Michigan coastal zone to reduce runoff and improve green infrastructure in nearshore areas, by infiltrating 31,565 gallons of water to prevent runoff and improve nearshore health. Address Proposal to: Mrs. Erin Kuhn, Executive Director West Michigan Shoreline Regional Development Commission (WMSRDC) 316 Morris Avenue, Suite 340 Muskegon, MI 49440 Phone: 231-722-7878 Attention: Kathy Evans, Program Manager, WMSRDC Phone: 231-722-7878 x 17 E-Mail: kevans@wmsrdc.org AWARD OF CONTRACT / REJECTION OF PROPOSALS: The Contract will be awarded to the most responsive consultant based on the West Michigan Shoreline Regional Development Commission s (WMSRDC) review of the Respondents ability to provide the required products/services. Competitive negotiation proposals are being solicited from an adequate number of qualified sources to permit a reasonable comparison consistent with the nature of competitive negotiation. The Request for Qualifications / Proposals (RFQ/P) identifies all significant evaluation factors to ensure equal information is given to all vendors involved in the bidding process. The award of the bid will be made based on the recommendation of the procuring party with consideration being given to whose proposal will be the most advantageous rather than the lowest cost. WMSRDC reserves the right to reject any and/or all proposals and to waive any irregularity in proposals received whenever such rejection or waiver is in WMSRDC s best interest. The Respondent to whom the Award is made will be notified at the earliest possible date. The Contract shall not be considered executed unless signed by Erin Kuhn, Executive Director, West Michigan Shoreline Regional Development Commission, and funds are available from the United States Department of Agriculture (USDA) Forest Service. SIGNATURES: 1
The Proposal and Award page and any proposal notifications, claims or statements must be signed in ink by an official of the proposing organization authorized to bind the Respondent to the provision of the RFQ/P. NOT TO EXCEED OR NON-APPROPRIATION: The Respondent hereby recognizes that funding for the Lake Michigan Coastal Zone Reforestation Native Tree Installation Services Project (Project) is being provided by funds received by WMSRDC from USDA Forest Service. If, for any reason, funding is not available, or discontinued for any reason from the USDA Forest Service to WMSRDC, WMSRDC may terminate this agreement without incurring any liability. WMSRDC will only be responsible for reimbursing the Respondent for the expenditures that are eligible for reimbursement from the USDA Forest Service. TYPE OF CONTRACT: It is proposed that a contract entered into as a result of this RFQ/P will have a fee structure with a specified maximum, not to be exceeded, cost. Negotiations may be undertaken with those Respondents whose proposal as to price and other factors show them to be qualified, responsible and capable of performing the work. The contract that may be entered into will be that which is most advantageous to WMSRDC, price and other factors considered. WMSRDC reserves the right to consider proposal modifications received at any time before the award is made, if such action is deemed to be in the best interest of WMSRDC. CONTRACT EXTENSIONS: This contract will be for a period from approximately August 1, 2018 to October 31, 2019. No contract extensions will be allowed under this funding source. However, if WMSRDC receives additional funding for project continuation or if the grant agreement contract sunset dates are extended, the contract may be extended mutually by WMSRDC and the Respondent but is limited to the terms and conditions of this request and any resulting contract. INCURRING COSTS: WMSRDC shall not be liable for any costs, including any travel, incurred by the Respondent prior to award of the contract(s). Total liability of WMSRDC is limited to the terms and conditions of this request and any resulting contract. NO THIRD PARTY RIGHTS: It is agreed and understood that the contract is made solely for the benefit of WMSRDC and the Provider of Services, not made for the benefit of any third party, and that no action or defense may be founded upon this contract except by the parties signatory hereto. ORAL PRESENTATION: Respondents who submit a proposal may be required to make an oral presentation of their proposal to WMSRDC. These presentations will provide an opportunity for the respondent to clarify its proposal to ensure mutual understanding of its contents. ACCEPTANCE OF PROPOSAL CONTENT: The contents of the proposal of the successful Respondent will become contractual obligations, if a contract is issued. Failure of the successful bidder to accept these obligations will result in cancellation of the award. 2
REQUEST FOR QUALIFICATIONS / COMPETITIVE NEGOTIATION PROPOSAL Lake Michigan Coastal Zone Reforestation/Native Tree Installation Services Project: The West Michigan Shoreline Regional Development Commission (WMSRDC), under an agreement with the United States Department of Agriculture (USDA) Forest Service is requesting proposals for a qualified landscape contractor to assist WMSRDC with the purchase and installation of 535 large trees at specified sites within the Lake Michigan Coastal Zone in Muskegon, Oceana and Mason Counties. *Note: Large Trees are a minimum of 1 caliper and 4 in height; not to exceed 2 caliper or 5 in height. This project is to be completed by August 31, 2019 (final status report, invoice and professional reimbursement request form to be submitted to WMSRDC no later than November 5, 2019. The planting locations include following sites and numbers of trees: 1. City of Muskegon Properties and Road Right of Ways Total 300 Large Trees in the following locations: Laketon Ave Bike Path Area -175 Hartshorn Marina Bike Path Area 9 Webster Ave 23 Muskegon Ave 23 Former Farmer s Market Property / Along Ryerson Creek 34 Beachwood Park 36 2. Muskegon State Park (Muskegon County) 50 Large Trees 3. Ludington State Park Campground (Mason County) 80 Large Trees 4. Charles Mears State Park (Oceana County) 35 Large Trees 5. Silver Lake State Park (Oceana County) 50 Large Trees 6. P.J. Hoffmaster State Park (Muskegon County) 20 Large Trees WMSRDC will enter into a contractual agreement with a landscape contractor for the purchase and installation of trees, in accordance with the guidelines provided by the U.S. Forest Service and coordination with the Michigan Department of Natural Resources Parks and Recreation Stewardship Division. Guidelines have been incorporated into the RFQP and are also attached as fact sheets. Services requested are for: 1) Coordinate with WMSRDC and Michigan State Park Managers (landowner) to purchase and install trees within each state park. (Parks and quantities listed above) 2) Coordinate with WMSRDC and the City of Muskegon (landowner) Forestry Supervisor (Kevin Santos) to purchase and install 300 trees. 3) Develop and follow a tree planting plan developed by a qualified professional (e.g., Certified Arborist, Urban Forester, or Landscape Architect) that includes site assessments of above and below ground conditions, planting schedule, coordination with landowners (See Maintenance Plans appendix I). 4) Select trees based on available native Michigan genotypes as approved by landowners and WMSRDC and purchase of approved trees. 5) Tree planting, timing of installation, and protection, must meet the ANSI A300 (Part 6) Standard Practice for Transplanting and the International Society of Arboriculture s Best Management Practices for Tree Planting. State or local standards may be substituted with U.S. 3
Forest Service approval. Trees planted on public property must also meet guidelines set by local ordinances and policies where applicable. 6) Maintenance through October 30, 2019 as per Tree Maintenance plans provided by the City of Muskegon and Ludington State Park. SITE LOCATION MAPS 4
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PROPOSAL FORMAT: The Proposal Statement shall include, at a minimum: 1. An understanding statement for the project and site goals 2. A detailed scope of services based on your understanding of the sites and stakeholder goals 3. Not to exceed proposals, outlining the tasks, hours & fees The Qualification Statement shall include, at a minimum: 1. The project team and their relative experience on similar projects during the last five years 2. Resumes of the project team 3. A brief statement about your firm as it relates to this type of project The Cost Proposal Table should show the Tasks and Sub-Tasks under the following headings/categories: 1. Tasks (with brief task descriptions for each) 2. Hours (for each task, by project personnel) 3. Costs (total for project personnel) 4. Cost Table (a separate table should be included to show hourly rates for project personnel) 5. Unit costs (trees and planting/protection supplies) 6. Any additional, relevant tasks and costs 7. Total, Not to Exceed Cost 8
The Scope of Work and Cost Proposal Table should show these Tasks and Sub-Tasks (and any other appropriate tasks): 1. Project Coordination Participation in meetings with WMSRDC and the landowners will be needed to prepare for implementation of the project. The following meetings and site visits are anticipated: A. Six site visit meetings (one per site) with WMSRDC, State Parks and City of Muskegon staff, to: review grant and landowner requirements; finalize precise tree planting locations, verify tree types for each site; confirm maintenance needs and responsibilities; and receive any input needed for the Tree Planting Plan. 2. Tree Planting Plan A pre-tree planting plan and maintenance schedule will be developed, in coordination with landowners, following project coordination meetings. The plan will include the following elements and will be e- mailed to WMSRDC for landowner approvals, before planting begins. A. Tree Planting Plan is expected to include the following elements. I. A timetable for tree installation, a list of tree types for each of the five State Parks, and a list of maintenance activities to be performed for Ludington State Park. II. III. IV. A timeline for tree installation, a list of tree types, and a list of maintenance activities to be performed in the City of Muskegon. Descriptions on how the tree planting, timing of installation, and protection, will meet the ANSI A300 (Part 6) Standard Practice for Transplanting and the International Society of Arboriculture s Best Management Practices for Tree Planting. State or local standards may be substituted with WMSRDC and U.S. Forest Service approval. Description of how the trees planted on public property will meet guidelines set by the City of Muskegon (local ordinances and policies) where applicable. V. Any additional relevant elements or conditions as required. VI. Submit tree planting plan to WMSRDC and landowners for review and approval, prior to tree installation 3. Installation of Trees A. Work with WMSRDC to coordinate tree orders to ensure that warranties will cover the trees for a one year period. B. Ensure that landowners approve delivery schedules for each location. B. Describe the methods to be used for installing trees. C. Describe the methods to be used to locate utilities on City of Muskegon and each State Park property (above and below ground conditions). 4. Maintenance of Trees Note: See Maintenance Plans, Appendix I, for additional detail on landowner maintenance commitments and responsibilities. A. Describe maintenance activities to be completed for Ludington State Park and the City of Muskegon, through October 31, 2019 (Note: Tree Maintenance plans are provided by the City of Muskegon and Ludington State Park) 9
B. Trees that die before the end of the grant period will be replaced under warranties. All trees to be replaced must be approved by WMSRDC and the landowners. Tree replacements will be flagged in coordination with landowners prior to onset of installation activities 3. Landowner Access and Permitting A. Acquire any local, state and federal permits that may be required B. Acquire access permission from landowner/s and others as needed 5. Project Administration and Reporting A. Provide WMSRDC with monthly status reports with invoices. B. Provide electronic, high-resolution photos of before, during and after tree installation 6. Please List and Describe Any Additional, Relevant Tasks that are Necessary for the Project 7. Grand Total MANDATORY PRE-PROPOSAL MEETING: To further explain the project, a mandatory preproposal meeting is scheduled for June 26, 2018 at 1:30 PM. Meet at WMSRDC, 3rd Floor, 316 Morris Ave, Suite 340 (Terrace Plaza Building), Muskegon, Michigan. TIMELINE: Upon selection of a consultant/contractor, WMSRDC will develop a contract between the consultant/contractor and WMSRDC for final agreement in approximately 10 days. Seven (7) copies of your proposal must be submitted in a sealed envelope marked Coastal Reforestation Proposal, addressed and delivered to: Ms. Erin Kuhn, Executive Director West Michigan Shoreline Regional Development Commission 316 Morris Avenue Suite 340 Muskegon, MI 49440 Attention: Gale Nobes, Project Manager REQUIRED TIME FOR RECEIPT OF PROPOSALS Sealed Proposals must be received in the office of the West Michigan Shoreline Regional Development Commission no later than 1:00 PM, July 10, 2018. Late submittals will not be accepted and will be returned unopened. A public bid opening will be held on 1:30 PM, July 10, 2018 at WMSRDC, 316 Morris Ave, Suite 340, 3rd Floor, (Terrace Plaza Building), Muskegon, Michigan. CONSULTANT SELECTION PROCESS: WMSRDC staff will review the proposals, and evaluate them based on the information provided. All submittals will be evaluated and ranked accordingly. At the discretion of the WMSRDC: 1. Interviews may be held as part of the evaluation process. 2. Negotiations may be a part of the selection process. If WMSRDC chooses to negotiate an agreement using the terms of the original proposal as a basis, the negotiations will be held beginning with the top ranked firm and proceeding in order until an acceptable agreement is reached with a firm. 10
Schedule: WMSRDC will implement the following schedule for the RFQ/P process: June 20, 2018 - RFQ/P distributed to a number of qualified consultants June 26, 2018, 1:30 p.m. - Mandatory Pre-Bid Meeting. Meet at WMSRDC, 3rd Floor, 316 Morris Ave, Suite 340, Terrace Plaza Building, Muskegon, MI 49440 June 29, 2018, 10:00 a.m. - Pre-bid meeting follow up questions due. Submit, by e-mail to gnobes@wmsrdc.org and jway@wmsrdc.org until 10:00 a.m., Thursday, June 29, 2018. July 5, 2018, 4:30 p.m. - Responses to questions received by e-mail will be provided to all who attended the pre-bid meeting, until 4:30 pm July 10, 2018, 1:00 p.m. - Proposals Due at WMSRDC Public Bid Opening to follow 1:00 due date deadline, at 1:30 p.m. at WMSRDC, 316 Morris Ave. Suite 340, 3rd Floor, Muskegon, MI Proposal Review and Selection: Within 10 business days, following public bid opening Notification of Selection: Within approximately three business days following selection Contract Award Date: Within approximately seven days following notification 11