City of New Rochelle New York

Transcription

1 Department of Finance 515 North Avenue New Rochelle, NY Tracy Yog man Commissioner Tel (914) Mark Zulu Deputy Commissioner City of New Rochelle New York REQUEST FOR PROPOSALS The City of New Rochelle on behalf of four communities (New Rochelle, Village of Scarsdale, Town of Eastchester and Westchester County) will be accepting request for proposals (RFPs), for Engineering Services - Hutchinson River Flood Mitigation, Spec #5234. All proposals will be due at 4:00PM on Thursday, August 2, Sealed responds can be mailed or hand delivered to the City of New Rochelle s Purchasing Department located at 515 North Avenue, New Rochelle, NY All prospective consultants are encourage to attend the pre-submission meeting which will be held on Monday, July 16, 2018 at 10:00AM. The meeting will take place in New Rochelle s City Hall Room B-i, located at 515 North Avenue, New Rochelle, New Rochelle, NY At this time the City will only be accepting questions during the pre-submission meeting. Questions and Answers from the meeting will be posted on the City s website by 3:00PM on July 18, 2018.

2 Scott Pickup Commissioner James J. Moran, P.E. Deputy Commissioner/City Engineer LflOW1~ General: City of New Rochelle Department of Public Works Sealed proposals for providing professional engineering services from qualified firms to assist the City of New Rochelle, Village of Scarsdale, and Town of Eastchester ( Communities ) in a project that involves flood mitigation activities along the Hutchinson River corridor through each of the communities will be received until 4:00 P.M., E.S.T., Thursday, August 2, Working under an Inter-Municipal Agreement ( IMA ) the objective of the Communities is to resolve flooding conditions for adjacent properties, most of which have been designated by FEMA as floodways and floodplains. The County of Westchester is a partner with the Communities and will be providing assistance through funding and administrative oversight. The work shall take place on both public right of ways and private properties. Project Description: The Hutchinson River is a freshwater stream located in Southern Westchester County. The river forms in Scarsdale and flows south for 10 miles until it empties into Eastchester Bay. The most upstream portion of the drainage basin is near Heathcote Road. The river flows through the City of New Rochelle and the Village of Scarsdale where it forms the municipal boundary between each (New Rochelle on the east and Scarsdale on the west). South of Scarsdale, the river flows through the boundary of New Rochelle and the Town of Eastchester. The banks have not been maintained and there are various culverts or small bridges that cross the river. The area of concern is from the headwaters to the three reservoirs. A previous hydraulic analyses is available in addendum A (Leonard Jackson Associates - February 2008) that identified potential flooding causes that should be reviewed. While flowing through the municipalities of Scarsdale, Eastchester and New Rochelle the river experiences periodic flooding that adversely affect residents of those communities. Purpose/Intent: The three communities along with Westchester County are interested in retaining a consultant to provide services in a two phased approach for work specified in this Request for Proposal (RFP). In the first phase, the selected firm shall provide mitigation feasibility study, development and preparation or preliminary design(s), topographical and bathymetric surveys, final design(s), and preparation of bid documents for both plans and specifications to be used in public bidding. More specifically, included in this first phase are the analysis and development of river improvements involving dredging, shoreline stabilization and improved charmelization of existing culverts for road crossings. Secondly, the study shall include a full analysis of the Lake Innisfree ( reservoir ) dam for related improvements and NYSDEC compliance. The selected designer shall obtain all necessary NYSDEC permits for each of the three municipalities and/or private properties prior to bidding. In the second phase of this RFP, the selected consultant shall provide construction support, which will include review of bids, award recommendations, show drawing reviews, and services related to field inspection and construction management. RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 1

3 Proposal Compliance: All proposals shall be submitted in a sealed envelope clearly labeled with the name of the bidder containing the identifying words RFP Professional Engineering Services Hutchinson River Flood Mitigation Project. All proposals must be addressed and submitted to the City of New Rochelle Purchasing office no later than 4:00 P.M..~., E.S.T., Thursday August 2, Proposals submitted in unmarked envelopes will not be accepted. However, time permitting, the City will accept resubmitted proposals granted they are properly labeled. There will be a pre-submission meeting scheduled for July 16, 2018 at 10am in City Hall (515 North Avenue) room B-i. Questions should be submitted at this meeting with responses posted on the city website prior to the submission deadline. Questions or requests for more information will not be entertained by other means. This will he the opportunity for all perspective firms to obtain any required additional information. The cost proposals received shall remain in in effect for 120 days. Proposal Format: By submitting a proposal in response to this RFP, the firm represents that it is qualified to perfonn the work. described and has conducted sufficient investigations and research to understand the requirements of the work requested. Consultants shall submit 5 hard copies of their proposal including 2 USB drives each containing the full submission in *.p[)f format. Included with the proposal submission., firms must submit a technical proposal or narrative outlining their approach for accomplishing the task called for in this RFP. The Consultant shall describe its approach and plans for accomplishing the work described in the Work Plan and must consist of the following: - Cover letter indicating the full name and address of the firm including contact information, - References for other projects similar in nature including a description of comparable prior experience, - An organizational chart of the firm and team structure, - Description of management overview and approach to seeing that goals and objectives are accomplished, - Key team members of the firm including resumes and past experience. - Cost structure for additional reimbursable work beyond the original scope of work. Firms submitting proposals must respond in writing to all of the requirements of this Request for Proposal and provide a detailed reference sheet(s) and resumes to demonstrate their qualifications to perform this work. All subcontractors performing work for the Consultant shall be qualified to perform such work in New York State. The Consultant and subcontractor crews must supply and wear all required OHSA protective gear while working in the Communities including, but not limited to, fluorescent blaze vests, hardhats, ear plugs, safety glasses, work boots, safety harnesses, confined space entry equipment and trained personnel if needed. Acceptance or Rejection: The City of New Rochelle, Village of Scarsdale and Town of Eastchester ( Communities ) reserve the right to reject any or all proposals or to waive any informality in the proposal, as deemed advisable in the interest of the Communities. The Communities also reserves the right to award the contract in whole or part. The Communities may reject a proposal in which any unit bid price, in its RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 2

4 judgment appears to be unrealistic or out of balance with known costs or other unit prices in the proposal. As cost may play a role in the selection of the Consultant, the final decision on selecting the ideal candidate will be qualification based. The Communities will review all proposals to determine responsiveness and qualifications for each submitting firm. The criteria used to evaluate responsiveness shall include but not be limited to expertise, capacity to complete the scope of work, and cost. Specifically, the Communities shall evaluate and grade the proposals received based upon the following criteria: - Familiarity of the project goals and understanding of the work to be completed, and proposed technical approach (max 20 points), - Experience of the Firm, and proposed sub-consultants, in assignments of similar size, scope and complexity (max 20 points), - Experience of key personnel in assignments of similar size, scope and complexity (max 1.5 points), - The firm s proposed project organization and financial responsibility, understanding of the project and interview, if scheduled (max 20 points), - Cost (max 25 points). The Communities will evaluate all of the strengths and weaknesses of a firm and determine a score and ranking based upon the aforementioned criteria. Firms submitting proposals should he prepared to meet with and present their proposal to Community staff members during the evaluation process. Sub-Contractors: The Consultant firms submitting the proposal must identify any and all subcontractors in its proposal. In addition to identifying the subcontractor, the firm must also list, for each subcontractor, the work that each subcontractor will be assigned for during the project. Each subcontractor shall execute and submit an agreement to indemnify and hold harmless each of the three Communities, their employees, agents etc. for any and all claims, demands judgments and cost arising from the any act or omission by the subcontractor in the performance of their duties. The subcontractor shall also provide insurance evidenced by a certificate of insurance in the amounts acceptable to the each Community Attorney and naming each Community as additional insured on said insurance policies. The requirements shall be identical to the contractor s requirements specified herein in paragraph 16. Any subcontractor added by the Consultant after contract award, must be approved by all municipalities pursuant to a written request by the Consultant. Familiarity with bid Documents, Site Conditions, and Governing Law: Each bidder is required to be familiar with all of this document s terms and conditions in addition to understanding all federal, state, and local laws, regulations and ordinances regarding performing the work in accordance to this contract. Failure of the bidder to fully familiarize themselves with conditions related to these specifications and to the project location for which the work is to be performed, shall not relieve any bidder from any obligation set forth in this contract. Specific reference is made to the following sections of the Labor Law and General Municipal Law, which apply to the work under this contract. RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 3

5 - General Municipal Law Section 103-a Grounds for Cancellation of Contract Refusal to Testify - General Municipal Law Section 103-d, re: Non-collusion - General Municipal Law Section 106-b, re: Payment on Public Works Projects - General Municipal Law Section 107, re: Claims Against Political Subdivisions - General Municipal Law Section 108, re: Worker s Compensation Insurance - General Municipal Law Section 109, re: Non-assignment of Public Contracts - New York State Labor~~ NYS Article 8 Public Work. It is expected that bidders, where appropriate, will obtain copies of all necessary maps, flow monitoring reports, prior SSES studies, correspondences, work plans, and other pertinent documents. Insurance Requirements: The successful bidder is required to furnish and maintain insurance in the name of each Community and its officers. Policies shall include all applicable Worker s Compensation and Employers Liability Insurance and Unemployment Insurance as required by New York State. Upon the failure of the Contractor to furnish, deliver and maintain such insurance as above provided, this contract may, at the election of the Communities be forthwith declared suspended, discontinued and terminated. Failure of the Contractor to take out and maintain any required insurance shall not relieve the Contractor from any liability under the contract, nor shall this insurance requirement be construed to conflict with obligations of the Contractor concerning incompleteness. All required insurance must be in effect and continued during the life of the contract. The required coverage shall not be less than the following: - Workers Compensation Statutory Requirements - New York State Disability Statutory Requirements - General Liability $3,000,000 coverage per occurrence - Automobile Liability $1,000,000 coverage per occurrence - ~Contractual Liability Must be printed on the certificate - Errors and Omissions $1,000,000 The Contractor s policy shall include: (a) A contractual HOLD HARMLESS endorsement as follows: The Contractor shall, during the performance of this work, take all necessary precautions and place proper guards for the prevention of accident, and shall indemnify and save harmless the City of New Rochelle, Village of Scarsdale, and Town of Eastchester, their employees, officers and agents from all claims, suits, judgements, actions and all damages and costs including reasonable attorney fees to which they may be put by reason of death or injury to all persons or property of another resulting from unskillfulness, willfulness, negligence or carelessness in the performance of the work, or in guarding and protecting the same, or from any improper methods, materials, implements or appliances used in its performance or construction or on account of any direct or indirect act or omission by the City of New Rochelle, Village of Scarsdale, and Town of Eastchester, or any of their employees, officers or agents may have directly or indirectly caused or contributes thereto. (b) Endorsement that insurance company will give at least thirty (30) days written notice to the City of New Rochelle, Village of Scarsdale, and Town of Eastchester prior to any modification or cancellation of any such policy. RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 4

6 The Contractor shall also take out and maintain during the life ofthis contract such contingent property damage and public liability policies in the above amounts as will protect the City of New Rochelle, Village of Scarsdale, and Town of Eastchester, their officials, employees and agents. Such policies shall include: (a) An endorsement as to the description of the work and contract number. (b) An endorsement that the contract will pay the insurance premiums. (c) An endorsement that the insurance company will give at least ten (10) days written notice to the City of New Rochelle, Village of Scarsdale, and Town of Eastchester prior to modification or cancellation of any such policy. Proper certificates of the above-mentioned policies must be submitted prior to the commencement of any work. All required insurance must be in effect and continued so during the life of the Contract, at the Contractor s expense, and is subject to the approval of each of the Communities Attorney as to adequacy, form and correctness. No work shall commence or payments will be made to the Contractor until submission and approval of the insurance certificates. Term of Contract: Work under this contract is to be completed within timeframe specified from the date of proposal selection. Once the selected Consultant has entered into contract with the three communities and has begun work, it is expected that the work shall continue expeditiously until completion. The Communities understand that some of the timing and scheduling of work called for in this contract may be beyond the control of the selected Consultant therefore the term of contract may be extended with just cause. The Communities anticipate the following schedule deadlines for each of the phases outlined above in the Scope of Services section of the Appendix. RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 5

7 APPENDIX Attached are the following documents: - Scope of Services to be Provided - Aerial Map of Project Location Photos of Project Location 2008 Leonard Jackson Hydraulic Assessment Study with Recommendations RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 6

8 Scope of Services: Hutchinson River Flood Mitigation Project - RFP The scope of work for the Consultant shall be the following: Phase 1: 1. Provide topographical and bathymetrical survey of the river and adjacent floodway and floodplain including all utilities and developed features including but not limited to walls, trees, utilities, drainage culverts, road crossings and other pertinent structures. The survey shall contain boundary lines for the study area including property ownership information, wetland designation and delineation and any easement for subsurface utilities. 2. The Consultant shall assist the Communities with the securing of any necessary temporary and permanent easements. Any and all regulatory requirement shall be strictly adhered to as to not jeopardize any sources of municipal funding. 3. The Consultant shall provide subsurface soil investigations including river sediment sampling and testing for both the Hutchinson River and Lake Innisfree work locations and all necessary sampling required to complete the dam engineering assessment for NYSDEC compliance. 4. The Consultant shall develop hydraulic modeling (using attached addendum B Leonard Jackson 2008 Hydraulic Analysis of Hutchinson River and Potential Improvements report) of existing and proposed conditions upon completion of improvements including hydraulic flood profiles and flood plains that incorporate preliminary design improvements. 5. Engineering Assessment for dam compliance of the Lake Innisfree reservoir for NYSDEC compliance. The dam is noted as a high hazard class C classification. Upon completion of the assessment, the Consultant shall prepare and draft an Enhance Dam Safety Program to be included with final deliverables. 6. The Consultant shall develop and itemized construction cost analysis for all construction elements of the project, provided clear distinction between public and private improvements. A cost benefit analysis shall be performed for all design considerations. Consideration of such analysis should take into account FEMA map revisions via LOAM/LOMR process and any benefits to areas that may have been deem repetitive loss properties by FEMA. 7. The Consultant shall evaluate and consider all design considerations, options and alternatives with the Communities. The Consultant shall recommend conceptual design alternatives with opinions of costs. Alternatives should detail both possible advantages and obstacles. Once the final scope of construction work is determined, the firm shall prepare detailed design plans, specifications and contract documents for bid letting. The Communities may assist with providing boiler plate documents. 8. The Consultant shall evaluate all permit requirements and prepare any and all documents related to the securing of necessary permits from all relevant agencies. Providing and handling all submittals on behalf of the Communities is required in this task. RFP Engineering Services for Nutchinson River Flood Mitigation Project Page 7

9 Phase 2: 1. The Consultant shall assist the communities with soliciting qualified contractors and schedule and manage a pre-bid meeting for prospective bidders. The firm shall respond to formal requests for information (RFI s) and issue any and all addendums if necessary and develop bid tabulations for review and consideration. 2. The firm shall evaluate bids received, consult with the municipal engineering and public works officials, and prepare recommendations for contract award (or rejection). 3. The firm shall assist the Communities and Westchester County with the development of applications for any grant funding that may become available for the project in whole or through a phased approach. 4. The firm shall be responsible to review all shop drawings received, provide review comments and or approvals. 5. The Consultant shall provide a project manager, site engineer and qualified inspector responsible for tasks related to leading weekly progress meetings, performing construction inspections, wage rate interviews, reviewing submittals and requisitions for payment, responding to project inquiries from the public, review of work performed for project conformity and grant compliance. 6. Upon substantial completion, the consultant team shall perform final inspections, develop any necessary punch list, review contractor as-built drawings and perform all necessary project close out activities including submission of any documents related to satisfy and close out permits. Final Deliverables: 1. Topographical, bathymetric, boundary, and utility surveys (mylar and AutoCAD format), 2. Dam and river borings at all culvert and structure locations, 3. Dam Engineering Assessment Report (bound and electronic *.pdf), 4. Updated EAP, 5. Sediment sampling and DEC determination for beneficial reuse and or disposal, 6. Hydraulic model including cross-sections, profiles and summary for proposed improvements (bound and electronic *.PDF), 7. Project feasibility study with initial cost estimate itemized for both public and private Improvements (bound and electronic *.PDF), 8. Preliminary design and cost estimate including cost benefit analysis (30% complete set), 9. Secondary design development (60% complete set), 10. Pre-bid design final review set (90% complete set), 11. Final design plans and contract documents for bid letting. 12. All deliverables necessary to assist with grant submission. All deliverables are to be (5) five hard copies and (1) one electronic copy. 30, 60, 90% submissions will be reviewed by municipality representatives with review comments incorporated into each successive submission. Unless specified, the electronic documents shall be submitted in *.DWG. *.PDF, * Excel or MS Word format. RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 8

10 Rates & Expenses Submittal: The Consultant shall provide a detailed fee schedule for the work as detailed in the Final Deliverables section. A fee schedule must be listed separately for each deliverable. There shall be no payment for out-of-pocket costs and expenses or disbursements made in connection with the services hereunder. This includes travel, lodging, mileage and reproduction costs. Any work required and authorized outside of the above described will be on an hourly basis that should include job title/personnel, associated hourly rate, multiplier (which will include all profit, overhead, and fees). Travel, lodging, meals, other personnel related costs, equipment needed to support the management of the project (computers, software, printers, copiers, cell phones, etc.) are to be included in the proposed hourly final rates. If additional printing is required, reimbursement will be at direct costs. RFP Engineering Services for Hutchinson River Flood Mitigation Project Page 9