REQUEST FOR QUALIFICATIONS FOR ON-CALL PROJECT MANAGEMENT AND TECHNICAL SUPPORT SERVICES

Transcription

1 REQUEST FOR QUALIFICATIONS FOR ON-CALL PROJECT MANAGEMENT AND TECHNICAL SUPPORT SERVICES SEPTEMBER 2018 Submit proposal to: Tony Williams, Principal Civil Engineer Marin County Flood Control & Water Conservation District c/o County of Marin Public Works Department 3501 Civic Center Drive, Room 404 San Rafael, CA PROPOSALS DUE BY: 4:00 P.M., Tuesday, September 25, 2018

2 TABLE OF CONTENTS SECTION PAGE 1. INTRODUCTION SCOPE OF SERVICES CONTENTS OF STATEMENT OF QUALIFICATIONS FEE PROPOSAL RFP DISTRIBUTION AND INFORMAL SELECTION PROCESS CONSULTANT SELECTION TIMELINE EVALUATION CRITERIA ATTACHMENTS: 1) Professional Service Contract (Flood District) 2) Professional Services Contract (County of Marin) 2

3 MARIN COUNTY FLOOD CONTROL & WATER CONSERVATION DISTRICT INTRODUCTION ON-CALL PROJECT MANAGEMENT AND TECHNICAL SUPPORT SERVICES The Marin County Flood Control and Water Conservation District (District) is inviting qualified firms or individuals to submit a statement of qualifications to provide Project Management and Technical Support Services to support various District Projects and Programs. The Marin County Department of Public Works (DPW) Flood Control and Water Resources Division (Division) is charged with administration and management of the District. Specifically, the Division manages annual workplans for a total of eight active Flood Control Zones throughout Marin County. The Division will select at least one firm or individual to execute a Professional Services Contract for on-call work. Tasks have the potential to cover a wide range of civil engineering projects primarily in the public right of way which will support specific design and construction projects, grant applications, and miscellaneous engineering related tasks. The contract shall remain active for a period of three years with a total program budget of $500,000 to be made available to the selected firm or individual. Services will be provided on an as needed basis by the Division. It is anticipated that the services provided will require onsite presence by a firm representative or individual at the District Offices (Marin Civic Center). Depending on the needs of an individual project or program, periodic onsite presence could be 2 to 3 days per week or more. Proposing consultant must be a Licensed Civil Engineer in the state of California with specialized training in hydrologic or hydraulic modeling (including HEC-RAS), geomorphology, or creek/wetland restoration; or extensive work experience in creek restoration or flood control projects. Other water resources/storm water related certifications, experience, or specialized training is highly desired, such as Certified Floodplain Manager (CFM), possession of a Construction General Permit Qualified SWPPP Practitioner (QSP) and/or Qualified SWPPP Developer (QSD); Project Management Professional (PMP). The District is seeking services from a consulting firm or a single individual with no anticipated subconsultants. The requested services are broad so firms or individuals with extensive experience and capabilities are highly desired. For more information on the District, including the various Flood Control Zones and existing programs and projects please visit: SCOPE OF SERVICES The duties performed under this Request Qualifications (RFQ) shall support the Division, as well as occasionally other Public Works Divisions at the County that support the District relevant to the permitting, design and construction of Flood Risk Management or Reduction capital projects, major facility maintenance, flood channel maintenance or rehabilitation, and related projects. This includes but is not limited to flood diversion and storage basins, detention basins, floodwalls, levees, pump stations, creek restoration, bridge and culvert replacements, structure demolition, utility relocations, channel and creek sediment removal; and to perform related duties as required. 3

4 On-call services shall include but not limited to the following tasks and deliverables: 1. Manages, organizes, and directs the planning, design, and preparation of project drawings, specifications, financial analysis, schedules, and estimates for the construction, modification, or alteration of existing or new flood control facilities, structures, and related infrastructure. 2. Confers with District and other stakeholders to establish requirements to rehab or construct a project; advises on feasibility of projects; analysis of hydrologic and hydraulic (H&H) impacts, and manages the preparation of reports, drawings, and recommendations of findings. 3. Acts as coordinator of assigned projects; conducts feasibility studies and identifies required environmental studies; coordinates CEQA compliance; coordination with regulatory agencies; and makes recommendations to secure permits. 4. Manages District consultant and contractor selection process and is responsible for fee negotiations and development of scopes of work for contracts. 5. Assures that the project's program and conceptual design meets the District s project objectives and is compatible with H&H model outputs, approved annual workplans, watershed plans, drainage master plans or similar documents. 6. Manages major or complex flood risk reduction projects from program planning through final design. 7. Initiates the preparation of and presents feasibility studies, detailed cost estimates, schedules, and programs for the development or alteration of flood control facilities, and related infrastructure. 8. Tracks and monitors all project activities and schedules; reviews work under construction to ensure that all new construction and alteration work being performed by consultants and contractors complies with plans, specifications, and codes; and coordinates the work of multi-disciplinary staff across organizational boundaries. 9. Prepares budget reports and cost control analyses; keeps projects within approved budgets and on their approved schedule; analyzes claims and recommends approval of consultant/contract payments. 10. Oversees project staff, contractors, and consultants and attends meetings at various sites. 11. Represents the District in meetings and conferences related to design development, H&H impacts, project alternatives, and technical or work standards. 12. Coordinates and conducts community meetings associated with project(s) and responds to community issues and concerns. 13. Evaluates the performance of a contractor performing a service under a contract and recommends changes as indicated by quantity and quality of service provided. 14. Conducts presentations to Advisory Boards, governmental and regulatory agencies, community groups, private landowners and the District Board of Supervisors. 15. Conducts analyses and prepares response on project proposals, provides ongoing reports on projects, attends meetings, and coordinates project work with other 4

5 personnel from County departments or other local government agencies, Board of Supervisors, County Administrator's office staff, and other stakeholders. 16. Provide technical and procedural guidance where appropriate on US Army Corps of Engineers (USACE) flood risk reduction programs as well as review of USACE engineering analysis (report excerpts, chapters, technical memoranda, etc.). 17. Communicates effectively with upper-level management and creates succinct management reports. 18. Ensures related files and records are maintained. 19. Manages various program or project related grants from various agencies such as the California Department of Water Resources (DWR), State Coastal Conservancy, San Francisco Bay Restoration Authority, FEMA, and others. Potential Projects and Programs For the selected firm or individual, Specific Projects will be identified by District staff, but could include one of more of the following: The San Anselmo Flood Risk Reduction Project The Corte Madera Creek Flood Risk Management Project (Phase 1 and Phase 2) Ross Valley Bridge Replacement Projects Santa Venetia Timber Reinforced Berm Improvement Project Lynwood Pump Station Improvement Project Novato Creek Sediment Removal Project In addition to the District projects listed above, other DPW Divisions have existing projects that involve work near or within various creek systems in the County. On-site Presence It is anticipated that the services provided will require on-site presence by a firm representative or individual at the District Offices (Marin Civic Center). Depending on the needs of an individual project or program, periodic onsite presence could be 2 to 3 days per week or more. The District will provide a work area (desk, chair, computer, phone, ) at the District offices or at a field location. As the need arise and as requested by District staff, additional services may be requested that likely require different representatives and may not require onsite presence, including environmental services, structural or mechanical engineering services, hazardous materials assessments, construction management, construction inspection services, CAD drafting, and related services. CONTENTS OF STATEMENT OF QUALIFICATIONS (SOQ) To maintain uniformity in the evaluation process, your SOQ shall be limited to a maximum of 10 pages on single-sided, 8½ x 11 paper (occasional 11 x17 sheets for charts and graphics are acceptable). The text font (ARIAL, TAHOMA, or similar) shall not be smaller than size 10. The cover letter, table of contents, front and back covers, and section dividers and resumes are excluded from the page count. 5

6 Cover Letter Include the primary consultant s name and business address, as well as the proposed primary onsite Project Manager s name, telephone number and address. Summarize your understanding of the role and briefly introduce your team and the level of support that can be provided. Address any exceptions to the Insurance requirements and/or the Professional Services Contract, both of which are provided as attachments. The cover letter shall be signed by the person authorized to negotiate a contract for proposed services with the District. Consultant Qualification and Work Experience Excluding circumstances beyond the consultant s control, it is expected that the primary Project Manager proposed under this SOQ will remain unchanged throughout the duration of the on-call contract. Replacement of key staff without consultation with the District will not be permitted and may be grounds for termination of the contract. Include a summary of the primary project manager s work experience and the firm s experience and expertise. Provide project descriptions, services provided, client contact/reference, and consulting fees. Provide a detailed description of your statement of qualifications, including specialized certifications and training of key staff. List all related tasks and services that your firm is qualified to provide. Provide a list of current, past or present clients for whom key individuals have performed consulting services. Understanding and Approach Describe your understanding of the work to be performed and identify the approach for key services and/or issues anticipated for this role. Describe Project Manager s approach to managing task-by-task contracts to ensure efforts are completed on schedule and within established budget. Describe your knowledge and experience with working with Flood Control Districts and related projects described on page 5; for watershed scale programs; or many stakeholders in Marin County or similar settings. FEE PROPOSAL 1. One copy of your proposed hourly rates and fees shall be submitted in a separate sealed envelope, plainly labeled Fee Proposal with the company s name and the RFQ title. If different rates are to be used on federally funded projects, the consultant shall provide a separate set of rates. 2. Consultant s rates and fees proposal must remain active for a period of no less than thirtysix (36) months. Any annual or standard rate increases that may occur within this time period must be clearly defined in the original fee proposal. RFQ DISTRIBUTION, SUBMISSION, AND SELECTION PROCESS The District will notify select firms and will post this RFQ on the County s Contracting Opportunities webpage: 6

7 Questions concerning the RFQ should be submitted via . RFQ Questions should be sent to Tony Williams at: The subject line should read: Flood District RFQ Questions. Three (3) copies of the SOQ package shall be submitted to the the following address: Tony Williams Principal Civil Engineer Marin County Flood Control & Water Conservation District c/o County of Marin Public Works Department 3501 Civic Center Drive, Room 304 San Rafael, CA Consultant Selection Committee will evaluate each SOQ and rank the consultant teams (or individuals) based on the technical information, qualifications and check of references provided in the proposal. Interviews are anticipated for this project and will be tentatively set as listed in the timeline below. The issuance of this RFQ constitutes only an invitation to present responses. The District reserves the right, at its sole discretion, to determine whether or not any aspect of the response satisfactorily meets the criteria established in the RFQ. The District reserves the right to seek additional information and/or clarification from the respondent, the right to confer with any respondent submitting a response and the right to reject any or all responses with or without cause. In the event that the RFQ is withdrawn by the District for any reason, the District shall have no liability to any respondent for any costs or expense incurred with the preparation of this RFQ or related work. The District reserves the right, at its sole discretion, to waive any irregularities or informality. The District may conduct interviews with any respondent it deems necessary. At the discretion of the Principal Civil Engineer, interviews of the top ranked firms may or may not be required In order to minimize the potential for a conflict of interest or unfair competitive advantage, respondents must be aware that if they enter into a contract with the District to provide services sought by this RFQ, the District reserves the right, in its sole discretion, to disqualify them from later serving as a consultant, advisor or sub-consultant to others for the project for which the consultant, advisor or sub-consultant provided services to the District. The District reserves the right to reject any and all responses for failure to meet the requirements contained herein, to waive any technicalities and to select the responses which, in the District s sole judgment, best meets the requirements of the project. A copy of the District s Professional Services Contract is attached for your reference and review. The necessary insurance coverages and limits are contained in this contract. Please indicate acceptance of these terms. By submitting a proposal without exception, the Consultant accepts all terms and conditions contained in attached agreement. The District reserves the right to reject any proposal that provides changes to the agreement not acceptable to the District. Please note that depending on the Statement of Qualifications received and the needs of other DPW Divisions, the consultant may be asked to enter into a separate contract with the County of Marin to work on non-district projects. A copy of the County s Professional Services Contract is attached for your reference and review. The necessary insurance coverages and limits are contained in that contract. Please indicate acceptance of these terms. By submitting a SOQ proposal without exception, the Consultant accepts all terms and conditions contained in attached County of Marin agreement. 7

8 CONSULTANT SELECTION TIMELINE: Distribution of RFQ August 29, 2018 RFQ Submittal Deadline September 25, 2018 at 4:00 p.m. *Consultant Interviews Week of October 15, 2018 (tentative) Consultant Selection November 6, 2018 (tentative) *If Required (at the discretion of the District) EVALUATION CRITERIA Selection Criteria and Weighting Percentages Criteria Resume & Work Experience: This includes the Project Manager s and firm s qualifications and relevant individual experience on similar Flood Control or related projects for government agencies. Demonstrates the ability to manage complex projects during all phases, responsiveness to the County of Marin and its citizens needs, quality and timeliness of the deliverables and budget control. Understanding and Approach: This includes demonstrated knowledge of the work required, explanation of the key components, best practice processes, and internal measures for effective project management and communication. Has knowledge and experience working with the many stakeholders of Marin County of similar settings. Weight 80% 20% Total 100% 8