LUZERNE COUNTY FLOOD PROTECTION AUTHORITY REQUEST FOR PROPOSALS PROFESSIONAL ENGINEERING AND SURVEYING SERVICES

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1 LUZERNE COUNTY FLOOD PROTECTION AUTHORITY REQUEST FOR PROPOSALS PROFESSIONAL ENGINEERING AND SURVEYING SERVICES 1. Purpose. The Luzerne County Flood Protection Authority is soliciting proposals from qualified professional consultants for the provision of professional services, advice and technical assistance in carrying out various duties related to professional engineering design services and professional surveying services for projects to be completed within the next two (2) years. 2. Issuing Office. This Request for Proposal ( RFP ) is being issued by the Luzerne County Flood Protection Authority. The issuing office is the only point of contact for the RFP. Proposals must be submitted in writing to Mr. James J. Brozena, P.E., Executive Director, Luzerne County Flood Protection Authority, Luzerne County Courthouse, 200 North River Street, Wilkes-Barre, PA no later than Friday, July 27, 2012 at 3:30 p.m. 3. Objective. The objective of the RFP is to engage qualified professional engineering and surveying firms that can offer the highest quality service in the most timely manner possible and at the best value to the Authority. The successful respondent will be expected to prepare all required plans, specifications, reports, etc., as described more fully in the Scope of Services section of the RFP. 4. Scope of Services. The Luzerne County Flood Protection Authority is responsible for the administration, operation and maintenance of the Wyoming Valley Levee System located along the Susquehanna River in the Wyoming Valley. The responsibilities of the Consultant(s) will include, but not be limited to provision of professional services, advice and technical assistance for the following: Professional Engineering (and related) Design Services under the direction of the Executive Director of the Luzerne County Flood Protection Authority in accordance with all applicable federal, state and local laws, specifications and other ordinances. This work involves design and/or analysis of components of the Wyoming Valley Levee System and other work as may be directed. Disciplines that will be required include, but are not limited to, civil, structural, electrical, mechanical, and surveying. This work must be completed within the standards of general engineering practice. This service shall be provided by the successful consultant(s) at approved, predetermined hourly rates and project percentages to be proposed by the consultant. Consultants offering services for Engineering Design shall be required to ensure the staff assigned to the work are supervised by a licensed professional engineer in Pennsylvania and be technically capable and competent of providing engineering design service as directed by the Executive Director while delivering assignments within schedule, budget and practice standards. This work may involve travel to meetings and project locations. The Luzerne County Flood Protection Authority reserves the right to assign projects to the successful consultant in its sole discretion. The assignments may be complex with Request for Proposals Page 1

2 emergency deadlines. The work that is typically assigned under this agreement may require several engineering and technical disciplines to successfully complete. 5. Contract Award. The agreement(s) is expected to be awarded in August 2012 during a regular meeting of the Luzerne County Flood Protection Authority. It is anticipated that the contract(s) will be in effect for a period of two years. The master contract will be developed in an open-end format which will be used to set percentages over the two-year agreement period for a wide variety of construction projects and to establish hourly rates of service for services and disciplines not involving construction projects. Individual projects assigned to the consultant by the Authority shall be separately approved in work order format over the life of the open end agreement. Level of effort shall be subject to negotiation between the Authority and the Consultant for each work task. The Authority reserves the right to use the Consultant, or if in the Authority s sole discretion, seek the services of a different consultant if negotiations fail or if it is determined to be in the best interest of the Authority. No arbitration will be allowed. 6. Time of Performance. The services of the firm(s) will commence on date of the Luzerne County Flood Protection Authority approval and conclude two (2) years after the commencement date. 7. Response to Request for Proposal. Each respondent must, at a minimum, provide the following information/data. Firm Name and Address Internet Address Firm Identification Number Year Firm Established Point of Contact Information Address of Office to perform work, if different from information above List any outside key consultants/associations anticipated for the project List the type of service that you are proposing Does your firm qualify under any of the following? o Female Owned Business Firm: o Labor Surplus Area Business Firm: o Minority Owned Business Firm: o Section 3 Business Firm: o Small Business Firm Request for Proposals Page 2

3 Provide the following information for key persons, specialists and individual consultants who will be involved in providing the consulting services for this proposal. Copy and complete a separate page for each person involved. o Name and Title: o Project Assignment/Role in Provision of services requested (i.e. engineering design, project management, surveying; etc.): o Name of firm with which associated: o Years experience with this firm:, with other firm(s): o Educational Background--degree(s), year obtained, specialization: o Active Registration: year first registered/disciplined o Other experience and qualifications relevant to the proposed project: o Estimated level of effort, in terms of time commitment to be provided by this individual: Attach a narrative listing 5 projects completed by your firm within the last 3 years, which best illustrate your qualifications relevant to the services requested in this RFP. Please insure that your narrative provides the following information for each of the 5 projects. Note: Narrative shall not exceed one page for each project. o Project Name o Location o Name/Title/Address/Telephone of CEO/Contact o Description of your firm s duties, goals, and accomplishments, as related to specific tasks included in this RFP o Time Frame for Completion of Project o Was project completed within time frame (if no, explain) o Proposed Cost of Your Services o Actual Fee Charged Provide any additional information that would support your qualifications for the proposed project, including any innovative or unique projects/programs resulting from your services. Describe your proposed method for carrying out the requirements of this RFP within the time, schedule and budget constraints specified. If there are any areas of the requested scope of services which you are not able to provide, please identify. Define the level of availability of staff for performing the services contained in this RFP to insure timely completion of the project. Provide an hourly range of fees and percentage range of fees, on a not to exceed basis, for services requested in this RFP. All additional items of compensation should also be identified. Please note, this is not a bid, it is merely Request for Proposals Page 3

4 an indicator of your compensatory expectations. Compensation for performance of services will be negotiated upon selection of the most advantageous proposal. Any additional information you consider relevant to the selection process. 8. Proposal Review Criteria. Each response may be reviewed and judged, at a minimum, on the following criteria. Responsiveness of the written proposal to the purpose and scope of the project. Reputation and professional qualifications of the specific individuals assigned to complete the project. Experience with governmental entities. Cost of work Ability to complete projects in a timely manner Adherence to all requirements and conditions of the request for proposals. Results of possible project scope and completion plan interview with respondent(s). 9. Compensation. The Luzerne County Flood Protection Authority will negotiate a fee for services with the consultant(s) whose proposal and qualifications are determined to be the most advantageous to the Authority, based upon the evaluation of information received from applicants, at a compensation which the Authority determines to be fair and reasonable. Generally, the Authority will expect a fee range that corresponds to construction project value or an hourly rate for all disciplines for those projects that may not involve construction (studies, inspections, etc.). Should the Authority be unable to negotiate a satisfactory contract with the consultant considered to be the most qualified, the Authority reserves the right to undertake negotiations with the responsible firm considered to be the next most advantageous, or at its discretion, issue another "Request for Proposal/ Qualifications." 10. Assignability. The successful respondent cannot transfer any interest or provide for assignment of professional services contract with the Luzerne County Flood Protection Authority either in whole or in part, without the expressed written consent of the Authority. 11. Ownership. The Authority will own and have a right to use and reproduce any data, analyses and materials which are collected or developed by the successful respondent. Any materials, information and data provided to the successful respondent by the Authority are for use solely with respect to the project and are not to be used by the Request for Proposals Page 4

5 respondent s officials, employees and agents for any other purpose outside the scope of the work requested by the Authority without the specific written consent of the Authority. 12. General Information. The RFP is not to be construed as creating a contractual relationship between the Authority and any firm submitting a response to this RFP. The Authority shall have no obligation or liability to any firm responding to this RFP. All costs associated with responding to this RFP are borne solely by the respondent. The Authority may require follow-up oral interviews with selected respondents and may require the respondents to participate in negotiations. The Authority reserves the right to reject any/or all responses, to modify the scope with one or more of the respondents, and to waive any/all requirements which the Authority deems to be in its or its employees best interest. By submitting this information the firm represents that it has examined and understands this RFP and has become fully informed of all the requirements of the RFP. All terms and conditions set forth in this document are accepted and must be incorporated in the submission unless explicit exception is made to individual items and accepted by the Authority. By submitting a response, the firm represents that it has the ability to meet the requirements outlined herein. Firms should contact the Luzerne County Flood Protection Authority Office for information or questions concerning this RFP. Please contact James J. Brozena, P.E., Executive Director, at (570) or at jim.brozena@luzernecounty.org After evaluation of the responses, the Authority will make its selection based on the response which best meets the needs of the Authority, in the sole discretion of the Authority. The Request for Proposals is not intended to create a public bidding process, and the proposal with the lowest quoted fees will not necessarily be accepted, nor will any reason for the rejection of any proposal be indicated. The Authority reserves the right to privately negotiate with any firm with respect to the requirements outlined in this Request for Proposals. Request for Proposals Page 5