CITY OF BRISTOL, VIRGINIA Public Works Department Bristol, Virginia Tabitha Crowder, P.E., City Manager

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1 CITY OF BRISTOL, VIRGINIA Public Works Department Bristol, Virginia Tabitha Crowder, P.E., City Manager Street Maintenance Division 2103 Shakesville Road Phone: (276) FAX: (276) Engineering Division 300 Lee Street Phone: (276) FAX: (276) Collection Division 2125 Shakesville Road Phone: (276) FAX: (276) Disposal Division 2125 Shakesville Road Phone: (276) FAX: (276) REQUEST FOR PROPOSAL BRISTOL QUARRY LANDFILL PERMIT 588 EVALUATION OF LANDFILL QUARRY SIDEWALLS CITY OF BRISTOL, VIRGINIA Your firm is invited to submit a proposal to provide professional engineering and geologic services in regards to the evaluation of the quarry sidewalls at the City of Bristol Permit 588 landfill. Evaluation will include recommendations for mitigation for protection of operations and infrastructure as well as evaluation of specific design elements. The requirements for the work and submittal of the proposal are described in the Request for Proposal. The submittal, consisting of the original proposal and four (4) additional copies marked, "A Proposal for Evaluation of the Landfill Quarry Sidewalls, will be received no later than 4:00 p.m., June 24, 2015 by: City of Bristol, Virginia Purchasing Office 300 Lee Street Bristol, Virginia This RFP and any addenda are available on the City of Bristol, Virginia Internet site at: after May 27, Please contact amorris@bristolva.org if you need technical assistance regarding this document. Any proposal received after 4:00 p.m., June 24, 2015 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated. A pre-proposal meeting will be held on Thursday June 4, 2015 at 1:00 p.m. at the landfill office located at 2125 Shakesville Road, Bristol, VA. After that date additional site visits can be arranged by contacting Mr. Allen Morris, Solid Waste Manager at Page 1 of 20

2 or No site visits will be allowed within one week of the submittal date. The City takes no responsibility for the health or safety of any person visiting the site. Prior to entering the quarry all parties will be required to sign a waiver indemnifying the City from any responsibility for health or safety. Information pertaining to the existing landfill permit can be viewed at the landfill office or available electronically upon written request. The RFP identifies the documents that are available electronically. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The City of Bristol, Virginia reserves the right to accept or reject any or all proposals submitted. Questions concerning this RFP and/or requests for electronic information should be directed in writing to Mr. Allen Morris at amorris@bristolva.org and to Ms. Lynn Klappich, Draper Aden Associates at lklappich@daa.com. Sincerely, Tabitha Crowder City Manager City of Bristol, Virginia Page 2 of 20

3 REQUEST FOR PROPOSAL BRISTOL QUARRY LANDFILL PERMIT 588 EVALUATION OF LANDFILL QUARRY SIDEWALLS CITY OF BRISTOL, VIRGINIA I. PURPOSE AND GENERAL INFORMATION: The intent of this Request for Proposal (RFP) and resulting contract is to solicit sealed proposals from qualified firms to provide professional engineering and geologic services in regards to the evaluation of the quarry sidewalls at the City of Bristol Permit 588 landfill. Evaluation will include provisions of recommendations for mitigation as deemed necessary for protection of operations and infrastructure including placement of rock dowels. The facility is located at 2125 Shakesville Road in Bristol, Virginia. II. BACKGROUND A. The Virginia Department of Environmental Quality issued the permit for the City of Bristol Sanitary Landfill on February 14, 1996 and the certificate to operate the landfill on February 20, The landfill is located in an abandoned limestone quarry. The original Part A (Hydrogeologic Evaluation) and Part B Design applications were completed by STS Consultants Ltd, Chicago Illinois (STS). B. The City implemented and continues to implement the design and construction requirements as originally developed by STS. Implementation and construction oversight has occurred since 1998 under a variety of engineering firms. C. The information developed by STS is available for viewing at the landfill office located at 2125 Shakesville Road, Bristol Virginia upon notification to the Solid Waste Manager, Allen Morris, at or amorris@bristolva.org. Certain components of this information are also available electronically in pdf format upon written request. These items include the following as held in the records of the City: Part A Application, prepared by STS Consultants Ltd, dated May 11, Part B Application, prepared by STS Consultants Ltd, dated July 28, Part B Application Design Drawings, prepared by STS Consultants Ltd, original date September 19, D. As identified in the original design documents, the sidewalls of the quarry, especially in the upper reaches, are subject to instability. At this time, the City has experienced several rock falls and is concerned that the fill has now reached significantly unstable areas that require mitigation. Page 3 of 20

4 E. In addition, the City had determined that certain aspects of the original design, in particular the need for placement of rock dowels and the mitigation of the irregular surface of the sidewalls, may no longer be appropriate. III. SCOPE OF SERVICES: A. General Requirements The Successful Offeror shall provide professional engineering and geologic services in regards to the evaluation of the quarry sidewalls at the City of Bristol Permit 588 landfill. Evaluation will include provisions of recommendations for mitigation as deemed necessary for protection of operations and infrastructure. In addition certain design elements require evaluation as the original design may no longer be appropriate at the upper reaches, specifically the installation of rock dowels and mitigation of the irregular surface of the sidewalls. B. Specific Requirements The specific requirements of this project include the following: 1. Review of the previous Part A (Hydrogeologic) and Part B (Design) documents prepared by STS to become familiar with the original conditions and assumptions used in the preparation of the documents. 2. Field evaluation of the quarry walls and updated mapping of the rock noting unstable areas. The Successful Offeror will be required to provide updated survey of the side walls using scanning technology. It is probable that the Successful Offeror may need to access the sidewalls in the field. Note that the City will not be responsible for the health and safety of the Successful Offeror s personnel in the completion of this activity. The Successful Offeror s activities cannot impact the landfill operations. 3. Development of a set of alternatives for mitigation of unstable areas including conceptual opinions of probable mitigation costs. Note that the alternatives should be keyed to specific areas of the quarry sidewall (identified by the mapping) and not generic in nature. Mitigation efforts should be prioritized. The information developed under this task shall be summarized in a report accompanied by appropriate mapping, figures, tables, and calculations associated with the mitigation requirements. This effort does not include the final design of the mitigation efforts but provides sufficient information for the City to make informed choices on the timing of Page 4 of 20

5 mitigation. Actual implementation of the mitigation efforts (and final design) could be completed as an additional service as requested by the City. 4. Evaluation of the original requirements for rock dowels including materials and installation requirements in regards to future liner installations. A standalone summary of recommended modifications should be accompanied with sufficient technical information suitable for submittal to the Virginia Department of Environmental Quality as a permit modification. 5. Evaluation of options for mitigating the irregular surface of the sidewalls for liner placement is also required to determine if the original design specifications are still valid or if modification is needed. Alternatives for addressing mitigation of the irregular surface will be provided along with conceptual opinions of probable construction costs. A standalone summary of recommended modifications should be accompanied with sufficient technical information suitable for submittal to the Virginia Department of Environmental Quality as a permit modification. 6. Deliverables will include but not be limited to mapping, draft and final reports, conceptual opinions of probable construction costs, design calculations, prioritization schedule, and rock dowel/irregular surface mitigation modifications. All reports shall be sealed by a Professional Engineer or Professional Geologist registered in the Commonwealth of Virginia. 7. At a minimum, meetings with the City will be required at initiation of the project, at draft report presentation and at final report presentation. One meeting with the City Council will be required after final report submittal. IV. CITY RESPONSIBILITIES: The City will designate a Project Manager who will be responsible for oversight of all work performed under this contract. The Project Manager shall coordinate the work, and shall have the authority to make decisions in writing binding their respective employers on matters within the scope of the contract. V. ANTICIPATED SCHEDULE: RFP Issuance Date May 26, 2015 Pre-Proposal Meeting June 4, 2015 Proposal Submission Deadline June Oral Presentations & Negotiations Week of July 13, 2015 Page 5 of 20

6 Award Contract June/July 2015 Draft report 120 days of notice to proceed Final report 150 days of notice to proceed VI. GENERAL CONTRACT TERMS AND CONDITIONS: A. Annual Appropriations: It is understood and agreed that this contract shall be subject to annual appropriations by the City of Bristol, City Council. Should the Council fail to appropriate funds for this contract, the contract shall be terminated when existing funds are exhausted. There shall be no penalty should the Council fail to make annual appropriations for this contract. B. Award of the Contract: 1. The City reserves the right to reject any or all proposals and to waive any informalities. 2. The Successful Offeror shall, within fifteen (15) calendar days after prescribed documents are presented for signature, execute and deliver to the Purchasing Office the contract forms and any other forms or bonds required by the RFP. 3. Any contract resulting from this RFP is not assignable. 4. Upon making an award, or giving notice of intent to award, the City will place appropriate notice on the public bulletin board located at the following locations: Purchasing Office City of Bristol, Virginia City Hall 300 Lee Street Bristol, Virginia Notice of award or intent to award may also appear on the City s website: C. Collusion: By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or Page 6 of 20

7 enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1) or Section through or Sections through of the Code of Virginia. D. Compensation: The Offeror shall be required to submit a complete itemized invoice on each delivery or service, which he may perform under the contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the contract within forty-five (45) days after the receipt of the proper invoice. E. Contract Period: 1. The contract period shall be from date of award through submittal of the final report and presentation to the City Council. F. Controlling Law; Venue This contract is made, entered into, and shall be performed in the City of Bristol, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia. Any dispute arising out of the contract resulting from this RFP, its interpretations, or its performance shall be litigated only in the City of Bristol, Virginia General District Court or the Circuit Court of the City of Bristol, Virginia. G. Default 1. If the Successful Offeror is wholly responsible for failure to make delivery or complete implementation and installation, or if the system fails in any way to perform as specified herein, the City may consider the Successful Offeror to be in default. In the event of default, the City will provide the Successful Offeror with written notice of default, and the Successful Offeror will be provided twenty (20) calendar days to provide a plan to correct said default. 2. If the Successful Offeror fails to cure said default within twenty days, the City, among other actions, may complete the system through a third party, and the Successful Offeror shall be responsible for any amount in excess of the agreement price incurred by the City in completing the system to a capability equal to that specified in the contract. Page 7 of 20

8 H. Drug-Free Workplace to be Maintained by the Successful Offeror (Code of Virginia, Section ) 1. During the performance of this contract, the Successful Offeror agrees to (i) provide a drug-free workplace for it 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 contractor 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 Successful Offeror that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 2. For the purposes of this section, drug-free workplace means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with the Virginia Public Procurement Act, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. I. Employment Discrimination by Successful Offeror Prohibited: 1. During the performance of this contract, the Successful Offeror agrees as follows (Code of Virginia, Section ): (a.) (b.) The Successful Offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the successful Offeror. The Successful Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The Successful Offeror, in all solicitations or advertisements for employees placed by or on behalf of the Successful Offeror, will state that such Successful Offeror is an equal opportunity employer. Page 8 of 20

9 (c.) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The Successful Offeror will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each Successful Offeror or vendor. J. Indemnification The Successful Offeror agrees to indemnify, defend and hold harmless the City of Bristol, Virginia including Bristol, its officers, agents and employees from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys fees, arising from or caused by the provision of any services, the failure to provide any services or the use of any services or materials furnished (or made available) by the Successful Offeror, provided that such liability is not attributable to the City s sole negligence. K. Insurance Requirements: The Successful Offeror shall maintain insurance to protect itself and the City of Bristol, Virginia from claims under the Workers' Compensation Act, and from any other claim for damages for personal injury, including death, and for damages to property which may arise from operations under this contract, whether such operations be by itself or by any subcontractor or anyone directly employed by either of them. Such insurance shall conform to the Insurance Specifications. (Attachment A) The City of Bristol, Virginia reserves the right to require types of insurance and limits of insurance in addition to the insurance and limits specified in Attachment A based on the scope of the Successful Offeror s proposal. L. Minority and Women-Owned Businesses: The City welcomes and encourages the participation of small businesses and businesses owned by women and minorities in procurement transactions made by the City. The City of Bristol, Virginia actively solicits both small business, women-owned and minority (SWAM) businesses to respond to all Invitations for Bids and Requests for Proposals. All solicitations are posted on the City s Internet site at M. No Discrimination against Faith-Based Organizations: The City of Bristol, Virginia does not discriminate against faith-based organizations as that term is defined in Virginia Code Section Page 9 of 20

10 N. Successful Offeror's Performance: 1. The Successful Offeror agrees and covenants that its agents and employees shall comply with all City, State and Federal laws, rules and regulations applicable to the business to be conducted under the contract. 2. The Successful Offeror shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds. 3. The Successful Offeror shall cooperate with City officials in performing the contract work so that interference with normal program will be held to a minimum. 4. The Successful Offeror shall be an independent contractor and shall not be an employee of the City or the Personnel Department. O. Ownership of Deliverable and Related Products: 1. The City of Bristol, Virginia shall have all rights, title, and interest in or to all specified or unspecified interim and final products, work plans, project reports and/or presentations, data, documentation, computer programs and/or applications, and documentation developed or generated during the completion of this project, including, without limitation, unlimited rights to use, duplicate, modify, or disclose any part thereof, in any manner and for any purpose, and the right to permit or prohibit any other person, including the Successful Offeror, from doing so. To the extent that the Successful Offeror may be deemed at any time to have any of the foregoing rights, the Successful Offeror agrees to irrevocably assign and does hereby irrevocably assign such rights to the City of Bristol, Virginia. 2. The Successful Offeror shall be expressly prohibited by the terms of any contract resulting from this procurement from receiving additional payments or profit from the items referred to in this paragraph, other than, that which is provided for in the general terms and conditions of said contract. P. Record Retention/ Audits: 1. The Successful Offeror shall retain, during the performance of the contract and for a period of three years from the completion of the contract, all records pertaining to the Successful Offeror s proposal and any contract awarded pursuant to this Request for Proposal. Such records shall include but not be limited to all paid vouchers including those for out-of-pocket expenses; other reimbursement Page 10 of 20

11 supported by invoices, including Successful Offeror copies of periodic estimates for partial payment; ledgers, cancelled checks; deposit slips; bank statements; journals; contract amendments and change orders; insurance documents; payroll documents; timesheets; memoranda; and correspondence. Such records shall be available to the City on demand and without advance notice during the Successful Offeror s normal working hours. 2. City personnel may perform in-progress and post-audits of Successful Offeror s records as a result of a contract awarded pursuant to this Request for Proposals. Files would be available on demand and without notice during normal working hours. Q. Severability Any written contract resulting from this RFP shall contain a severability clause, which provides that each paragraph and provision of the contract will be severable from the entire agreement and if any provision is declared invalid the remaining provisions shall nevertheless remain in effect. R. Subcontracts/Subconsultants: The work under this RFP may require subcontractors/subconsultants on the project team. All subcontractors/subconsultants should be identified and qualifications provided within the proposal. After award of the Contract, no portion of the work shall be subcontracted without prior written consent of the City of Bristol, Virginia. In the event that the Successful Offeror desires to subcontract some part of the work specified in the contract (after award), the Successful Offeror shall furnish the City the names, qualifications, and experience of the proposed subcontractors. The Successful Offeror shall be fully liable and responsible for the work to be done by nay subcontractor(s) and shall assure compliance with all the requirements of the contract including insurance requirements. S. Taxes: 1. The Successful Offeror shall pay all city, state and federal taxes required by law enacted at the time proposals are received and resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not be in addition to the contract price between the City and the Successful Offeror, as the taxes shall be an obligation of the Successful Offeror and not of the City, and the City shall be held harmless for same by the Successful Offeror. 2. The City of Bristol, Virginia is exempt from the payment of federal excise taxes and the payment of State Sales and Use Tax on all tangible, personal property for its use or consumption. Tax exemption certificates will be furnished upon request. Page 11 of 20

12 T. Termination of Contract: 1. The City of Bristol, Virginia reserves the right to terminate the contract/purchase order immediately in the event that the Successful Offeror discontinues or abandons the project; if adjudged bankrupt, or is reorganized under any bankruptcy law; or fails to keep in force any required insurance policies or bonds. 2. Failure of the Successful Offeror to comply with any section or part of this contract/purchase order will be considered grounds for immediate termination of the contract/purchase order by the City of Bristol, Virginia. 3. Notwithstanding anything to the contrary contained in the contract/purchase order between the City and the Successful Offeror, the City may, without prejudice to any other rights it may have, terminate the contract/purchase order for convenience and without cause, by giving 30 days written notice to the Offeror. 4. If the termination clause is used by the City, the Offeror will be paid by the City for all scheduled work completed satisfactorily by the Successful Offeror up to the termination date set in the written termination notice. U. Employment of Unauthorized Aliens Prohibited: Any contract that results from this Request for Proposal shall include the following language: "As required by Virginia Code , the contactor does not, and shall not during the performance of this agreement, in the Commonwealth of Virginia knowingly employ an unauthorized alien as defined in the federal Immigration Reform Act of 1986." VII. PROPOSAL SUBMISSION REQUIREMENTS A. The Purchasing Office will not accept oral proposals, nor proposals received by telephone, FAX machine, or other electronic means. B. All erasures, interpolations, and other changes in the proposal shall be signed or initialed by the Offeror. C. The Proposal Signature Sheet (Attachment B) must accompany any proposal(s) submitted and be signed by an authorized representative of the Offeror. If the Offeror is a firm or corporation, the Offeror must print the name and title of the individual executing the proposal. All information requested should be submitted. Failure to submit all information requested Page 12 of 20

13 may result in the Purchasing Office requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. D. The proposal and any other documents required, shall be enclosed in a sealed opaque envelope. The envelope containing the proposal shall be sealed and marked in the lower left-hand corner with the number, title, hour, and due date of the proposal. E. The time proposals are received shall be determined by the Purchasing Office. Offerors are responsible for insuring that their proposals are stamped by Purchasing Office personnel by the deadline indicated. F. By submitting a proposal in response to this Request for Proposal, the Offeror represents they have read and understood the Scope of Services, have made sufficient site visit(s) and performed sufficient due diligence relative to the project requirements and have familiarized itself with all federal, state, and local laws, ordinances, and rules and regulations that in any manner may affect the cost, progress, or performance of the contract work. G. The failure or omission of any Offeror to receive or examine any form, instrument, addendum, or other documents or to acquaint itself with conditions existing at the site, shall in no way relieve any Offeror from any obligations with respect to its proposal or to the contract. H. Trade secrets or proprietary information submitted by an Offeror in response to this Request for Proposal shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of this section prior to or upon submission of data or materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary (Section F of the Code of Virginia). Submit Attachment C if submitting proprietary information. I. A proposal may be modified or withdrawn by the Offeror anytime prior to the time and date set for the receipt of proposals. The Offeror shall notify the Purchasing Office in writing of its intentions. 1. If a change in the proposal is requested, the modification must be so worded by the Offeror as to not reveal the original amount of the proposal. 2. Modified and withdrawn proposals may be resubmitted to the Purchasing Office up to the time and date set for the receipt of proposals. 3. No proposal can be withdrawn after the time set for the receipt of proposals and for sixty (60) days thereafter. Page 13 of 20

14 J. Comments as to how the proposal documents, scope of services or drawings can be improved are welcome. Offerors requesting clarification or interpretation of or improvements to the proposal general terms, conditions, scope of services or drawings shall make a written request which shall reach the Purchasing Office and the Landfill Superintendent (amorris@bristolva.org), at least five (5) business days prior to the date set for the receipt of proposals. Any changes to the proposal shall be in the form of a written addendum from the Purchasing Office and it shall be signed by the City Manager or a duly authorized representative. Each Offeror shall be responsible for determining that all addenda issued by the Purchasing Office have been received before submitting a proposal. K. All proposals received in the Purchasing Office on time shall be accepted. All late proposals received by the Purchasing Office shall be returned to the Offeror unopened. Proposals shall be open to public inspection only after award of the contract. VIII. PROPOSAL REPONSE FORMAT: The Offeror should include in their proposal as a minimum the following: A. Table of Contents NUMBER ALL PAGES OF THE RESPONSE Introduction 1. Cover letter 2. Attachment B B. Executive Summary Narrative that addresses the requirements included in the Scope of Services section of the RFP. All proposals submitted for evaluation must include, but are not limited to, the following information: 1. Definition of the Project. Provide a complete description of what the Offeror proposes to meet this Request for Proposal. Describe the Firm s responsibilities and the proposed responsibilities of the City. 2. Project Team Qualifications. Provide a description of your firm, subconsultants and the project team s background, its focus, and the scope and nature of services provided on similar projects. Identify your corporate structure, relationship to the subconsultants and whether your firm and subconsultants are licensed in Virginia to meet the requirements of this RFP. 3. Project Team. Provide an organizational chart showing all major participants of your proposed project team. Include resumes of principals, partners and other key project staff members who will be Page 14 of 20

15 directly involved in the project. All subconsultants should be identified on this chart and resumes of key individuals provided. 4. Relevant Experience. Provide relevant experience of three (3) projects of similar magnitude that the personnel of the proposed Project Team were involved in. Information shall include the following: Name of client; Client contact information; Brief description of service performed or project; and Any other pertinent information regarding experience. 5. Proposed Approach. Describe how your firm will approach the project addressing the tasks outlined in Section III. Identify the requirements for the City (if any) in support of each of the tasks identified. 6. Project Schedule. Time is of the essence in all project activities to assure the earliest possible project delivery. Provide a discussion of the project schedule in the proposal. 7. Proposed Fee. Provide a cost estimate of the total fees for the work to be completed. It would be helpful (but not required) to see the hourly rate structure for each individual of the firm to be assigned to the project by name and position/title. Provide other direct costs not included in labor. Please note that price will be considered in evaluating proposals, however, as per the Code of Virginia Section (3b), it is not necessarily the sole determining factor and the final contract costs will be based on contract negotiations with the selected firm. C. Proposal selection criteria Proposal shall include a section addressing each of the selection criteria identified under Section IX below. D. Exceptions to RFP Terms and Conditions Proposal may include a section addressing any exceptions to the RFP conditions. IX. PROPOSAL EVALUATION/SELECTION PROCESS: A. Offerors are to make written proposals as outlined above which present the Offeror's qualifications and understanding of the work to be performed. Offerors are asked to address each evaluation criteria and to be specific in presenting their qualifications. Proposals should be as thorough and detailed as possible so that the City may properly evaluate your capabilities to provide the required goods/services. Page 15 of 20

16 B. Selection of the successful Contractor will be based upon submission of proposals meeting the selection criteria. The minimum selection criteria will include: ITEM % Functional Requirements: Extent to which the proposal addresses the RFP s functional requirements 10 Compliance with the RFP s technical requirements Implementation Services: 35 Project Approach Project Plan and Schedule Project Management Project Team Offeror s current workload and ability to complete required work within City schedule Experience and Qualifications of Firm and Proposed Staff: 35 Similar project experience. Overall Stability of Firm and financial capability to complete project. References Resumes of proposed staff Team organization and amount of experience as a team Quality of proposal submission/oral presentations 10 Non-binding fee estimate 10 C. Selection will be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals. Interviews shall then be conducted with each of the Offerors so selected. Fees shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the City shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Should the City determine 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. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Offeror's proposal as negotiated. Page 16 of 20

17 ATTACHMENT A INSURANCE SPECIFICATIONS The Successful Offeror shall carry Public Liability Insurance in the amount specified below, including contractual liability assumed by the Successful Offeror, and shall deliver Certificate of Insurance from carriers acceptable to the owner specifying such limits. The Certificate shall show the City named as an additional insured for the Commercial General Liability and Automobile Liability, including owned, non-owned and hired car coverage and Umbrella Liability coverage. The coverage shall be provided by a carrier(s) rated Excellent by A.M. Bests. In addition, the insurer shall agree to give the City 30 days notice of its decision to cancel coverage. 1. Workers Compensation: Coverage A: Statutory Coverage B: $100, General Liability: Per Occurrence: $1,000,000 Personal/Advertising Injury: $1,000,000 General Aggregate: $2,000,000 Products/Completed Operations: $2,000,000 Fire Damage Legal Liability: $100, Automobile Liability: Combined Single Limit: $1,000, Professional Liability Per Occurrence: $1,000,000 General Aggregate: $1,000,000 See notes below: Note 1: Note 2: Contractual Liability covers the following indemnity agreement: The Successful Offeror agrees to indemnify, defend and hold harmless the City of Bristol, Virginia its officers, agents and employees from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys fees, arising from or caused by the provision of any services, the failure to provide any services or the use of any services or materials furnished (or made available) by the Successful Offeror, provided that such liability is not attributable to the City s sole negligence. The intent of this insurance specification is to provide the coverage required and the limits expected for each type of coverage. With regard to the Automobile Liability and Commercial General Liability, the total amount of coverage can be accomplished through any combination of primary and excess/umbrella insurance. However, the total insurance protection provided for Commercial General Liability protection or for Business Automobile Liability protection, either individually or in combination with the Excess Liability Umbrella, must total $6,000,000 per occurrence. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded the City of Bristol, Virginia. This policy shall be endorsed to be primary with respect to the additional insured. Page 17 of 20

18 ATTACHMENT B PROPOSAL SIGNATURE SHEET My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this request for proposal. My signature also certifies that by submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, firm or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1 et seq.) or Sections through or Sections through of the Code of Virginia. I hereby certify that I am authorized to sign as a Representative for the Firm: NAME OF OFFEROR: ADDRESS: FED ID NO: SIGNATURE: NAME (print): TITLE: TELEPHONE: FAX: DATE: Page 18 of 20

19 SUPPLIER TYPE (Check One) CORPORATION - DOMESTIC INDIVIDUAL/SOLE PROPRIETOR - DOMESTIC PARTNERSHIP - DOMESTIC GOVERNMENT - DOMESTIC NON-PROFIT BUSINESS CATEGORY (Check all that apply SMALL BUSINESS WOMAN OWNED AND CONTR. MINORITY OWNED AND CONTR. (Asian, Hispanic, Eskimos & Aleuts, Native Americans, African Americans) NONE OF THE ABOVE CORPORATION - FOREIGN INDIVIDUAL/SOLE PROPRIETOR - FOREIGN PARTNERSHIP - FOREIGN GOVERNMENT - FOREIGN SUBMIT THIS FORM WITH PROPOSAL Page 19 of 20

20 ATTACHMENT C PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION NAME OF FIRM/OFFEROR: 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 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 including the section of the proposal in which it is contained and the page numbers, 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. In addition, a summary of proprietary information submitted shall be submitted on this form. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable. If, after being given reasonable time, the Offeror refuses to withdraw such a classification designation, the proposal will be rejected. SECTION/TITLE PAGE NUMBER(S) REASON(S) FOR WITHHOLDING FROM DISCLOSURE Page 20 of 20