REQUEST FOR QUALIFICATIONS & PROPOSALS. Julie Wilkie Assistant City Manager:

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1 REQUEST FOR QUALIFICATIONS & PROPOSALS PROJECT NAME: Continuing Professional Engineering Services DESCRIPTION: DATE ISSUED: 8/22/2018 The City of Greenwood is soliciting proposals from professional engineering firms for continuing contract services involving the periodic design of road, intersection, traffic, parking, bicycle/pedestrian facilities, storm water, environmental, and other municipal improvement projects for the City of Greenwood. CONTACT: Julie Wilkie Assistant City Manager: PRE-BID MEETING: SUBMISSION: This project does not require a pre-bid meeting. Thursday, September 20, 2pm (5 hard copies, 1 electronic copy) Hand Delivery: 520 Monument St., Room 230, Greenwood, SC Mail: PO Box 40, Greenwood, SC Reference: Engineering Services Attention: Julie Wilkie, Assistant City Manager *Bids must be submitted in a sealed package with project name and opening date printed on the exterior. Late bids will not be accepted. NAME OF BIDDER (Full legal name of business submitting the bid) AWARD & AMENDMENTS: Award and information will be available at the physical address listed above, at or by contacting Julie Wilkie at (864) or Julie.wilkie@gwdcity.com. Award and information will also be distributed to all those submitting proposals. ACKNOWLEDGMENT OF AMENDMENTS Bidder acknowledges receipt of amendments by indicating amendment number and issue date. Number Issue date Number Issue date Drug Free Workplace Certification: By submitting a Bid, the Bidder certifies that, if awarded a contract, the Bidder will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended. 1

2 You must submit a signed copy of pages 1-2 with your Bid. By submitting a bid or proposal, you agree to be bound by the terms of the Solicitation. You agree to hold Your Bid open for a minimum of thirty (30) calendar days after the Opening Date. You agree that your bid can be made public under the Freedom of Information Act, 5 U.S.C 552. The City of Greenwood reserves the right to reject any and all bids, and to waive any informalities or irregularities. NAME OF BIDDER (Full legal name of business submitting the bid) PRINTED NAME (Printed name of person signing below) TITLE (Business title of person signing above) BIDDER S TYPE OF ENTITY: (Check one) Sole Proprietorship Partnership Corporation (tax-exempt) Corporate entity (not tax-exempt) Government entity (federal, state, or local) Other Instructions regarding Bidder s name: Any award issued will be issued to, and the contract will be formed with, the entity identified as the bidder above. A bid may be submitted by only one legal entity. The entity named as the bidder must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc. STATE OF INCORPORATION (If bidder is a corporation, identify the state of Incorporation.) TAXPAYER IDENTIFICATION NO. STATE LICENSE NO. HOME OFFICE ADDRESS (Address of principal place of business): PAYMENT ADDRESS (Address to which payments will be sent.) PHONE: By signing below, the bidder certifies they are qualified and hold all licenses, permits and regulatory authority to perform the scope of work set forth in the bid description. Upon request, proof of licenses, permits and regulatory authority must be provided to the owner prior to contract award. AUTHORIZED SIGNATURE (Person signing must be authorized to DATE: submit binding bid to enter contract on behalf of Bidder named above.) Hourly billing rates to be provided in a separately sealed envelope. See 7F of the attached RFQ/RFP. ****Include pages 1 & 2 with your bid**** 2

3 1. Purpose The City of Greenwood is soliciting proposals from professional engineering firms for continuing contract services involving the periodic design of road, intersection, traffic, parking, bicycle/pedestrian facilities, storm water, environmental, and other municipal improvement projects for the City of Greenwood. 2. Project Overview The City anticipates selecting a firm to provide professional engineering services on an as needed basis for various improvement projects. The services that may be required of the selected firm(s) consist of all necessary surveying and engineering work required to produce complete construction documents, including plans, specifications, bid forms, contract documents, etc., as needed for the solicitation of bids from contractors for the completion of projects. The firm will be expected to act as liaison with SCDOT when required. Additional services may include assistance with bid estimates required for grant applications. Work will be issued via a written Engagement Letter, which will specify the requirements of the specific project. Letter Addendums may be issued for each project. Engagements may include but not be limited to: a. Traffic analysis; b. Concept design; c. Field surveys; d. Environmental review and documentation; e. Geotechnical investigations; f. Preliminary roadway plans with typical sections, plans and ownership/title information for required right of way; g. Construction cost estimates; h. Utility identification and coordination; i. Roadway construction plans including right of way plans, stormwater management/sediment and erosion control, lighting design, construction details, traffic control plans, pavement marking and signage; j. Bid documents; k. Permitting as required, including necessary encroachment permits; and l. Project management. 3. Design Standards and Procedures Many of the projects will involve SCDOT roads. In some cases, federal funding may also be utilized. All work, materials, inspection, and testing will be to South Carolina Department of Transportation (SCDOT) Specifications, latest revisions unless otherwise modified by the City. Right of Way identification and acquisition procedures, environmental review and documentation procedures and all other applicable federal and state design standards and procedures shall apply to project design unless otherwise directed by the City for local road segments. 4. Deliverables The City of Greenwood shall retain ownership of all material generated by the consultant and prepared in conjunction with projects authorized pursuant to any contract resulting from this RFP/RFQ. 5. City Provided Information and Participation The City will make available any resources that may be helpful in the design of projects or that may 3

4 offset the cost of engineering services to the City. These resources include aerial imagery, GIS parcel data and mapping, topography, record plats, etc. Additionally, the City will assist with: a. The development of presentation materials to illustrate the findings and conclusions of any report or design; b. Scheduling and coordinating public information releases, citizen participation meetings and project presentations; c. Reviewing the work on a regular basis performed or prepared by the consultant. 6. Submitting Firm Qualifications and Experience a. A Submitting Firm must have all necessary, valid, and current licenses to do business in the State of South Carolina and City of Greenwood. b. The firm or its principals are not currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any state or federal agency, department, or authority. c. It is permissible for the Submitting Firm to include one or more subcontractors in the proposal if areas of responsibility are clearly defined, the specific qualifications of the proposed subcontractor are submitted, and the subcontractor is approved by the City. d. The City reserves the right to solicit other firms for additional services if the selected firm is unable or unqualified for certain work. e. The Submitting Firm shall demonstrate experience in projects of similar scope and magnitude by providing references, project summaries and other information as required by this RFP/RFQ. The City may make such investigations as it deems necessary to determine the ability of the Submitting Firm to perform the work, and the Submitting Firm shall furnish to the City all such additional information and data for this purpose as the City may request. f. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such Submitting Firm fails to satisfy the City that such Submitting Firm is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. g. Conditional proposals will not be accepted. h. Proposals should include guaranteed pricing for a period of not less than two years. 7. Contents of Proposals If interested, please submit five (5) copies of a response to this RFQ/RFP. Submissions should be no longer than 20 pages and must include the following information: a. Name, address, and telephone number of the engineering firm or individual, including a primary contact name, address and direct phone number; b. Names of principals and key personnel including titles, experience, qualifications, years with firm, professional affiliations, licenses held; c. Total size of the firm staff and a statement of qualifications regarding the ability of the submitting firm to fulfill the RFP/RFQ; d. A description of three design projects like those anticipated herein completed by the firm, including the key personnel responsible for each project and the names and phone numbers of the project clients; e. Copy of firm s certificate of insurance, showing the firm s current limits for commercial general liability, employer s liability, business automobile liability, and professional liability (see Attachment A for minimum requirements); and, f. Hourly billing rates charged for each position proposed to be involved in the contract services provided in a SEPARATELY SEALED ENVELOPE. 4

5 8. Selection Criteria The City of Greenwood staff will review all submitted proposals. The criteria by which the proposing consultants will be evaluated include: a. 25% Experience, qualifications, professional affiliations and licenses of principals and key personnel b. 25% Total size of firm staff and the ability of the firm to fulfill the requirements of the RFP/RFQ. c. 30% References and previous performance in areas related and relevant to the needs of the Owner, as indicated in the RFQ/RFP. Special consideration will be given to projects involving coordination with the SCDOT. d. 10% Availability of the key personnel to handle multiple assignments and ability to respond in a timely matter; e. 10% Special consideration will be given to firms with similar ongoing contractual relationships with other governmental entities. Please include any references related to ongoing contractual/retainer agreements that you may now or have had in the past. 9. Selection Process a. A selection committee of City of Greenwood staff will review all submitted proposals based on the criteria listed in the previous section. b. City staff may choose to schedule interviews with the top ranked firms. c. After reviewing proposals and completing interviews, if required, the selection committee will rank the proposals and initiate contract negotiations with the top ranked firm. If contract negotiations are not successful, the City will discontinue those negotiations and initiate negotiations with the second ranked firm. d. The City reserves the right to reject any or all proposals, waive technicalities and to be the sole judge of the suitability of the proposed services for the anticipated projects and further specifically reserves the right to make the contract award in the best interests of the City. e. Requests for additional information should be in writing, addressed to the City at the address provided below. To be given consideration, the request must be received at least seven (7) business days prior to the deadline for submission of proposals. Any addendums will be in written form and will be made available on the City s website no later than five (5) business days prior to the deadline for submission of proposals. Those firms wishing to receive notifications of addendums, should register by contacting the City at the information listed below. Failure of any Submitting Firm to receive any such addendum or information shall not relieve such Submitting Firm from any obligation under its proposal as submitted. 10. Submission Please deliver five (5) hard copies and one (1) electronic copy of the qualifications and proposal package by 2:00 p.m., Thursday, September 20, 2018, to: Julie Wilkie Assistant City Manager City of Greenwood Municipal Building 520 Monument St, Room 230 Greenwood, SC Questions may be directed to Julie Wilkie at (864) or julie.wilkie@gwdcity.com. 5

6 ATTACHMENT A MINIMUM INSURANCE REQUIREMENTS: GENERAL LIABILTY INSURANCE: This insurance to be on the comprehensive form, shall protect the Contractor, and shall be written to include the City of Greenwood against any/all claims arising from injuries to the public, or damage to property of others arising out of any act or omission of the Contractor, his agents, employees or subcontractors. The Contractor and all Subcontractors shall carry Workman s Compensation and Employer s Liability Insurance with the statutory limits applying to employer s liability ($100,000.00) covering all employees employed by him or Subcontractors while engaged under this Contract. The Contractor shall carry comprehensive general liability insurance with limits of liability not less than: Bodily Injury: $1,000, Each Person $1,000, Each Accident Property Damage: $1,000, Each Accident $1,000, Aggregate The liability coverage under this policy shall contain no exclusion relative to blasting, explosive, collapse of buildings or damage to underground property. Liability limits under this policy shall be not less than the following: Bodily Injury: $1,000, Each Person $1,000, Each Accident Property Damage: $1,000, Each Accident $1,000, Aggregate The Contractor shall carry comprehensive fleet liability policy with limits of liability not less than: Bodily Injury: Property Damage: $1,000, Each Person $1,000, Each Accident $1,000, Each Accident WORKMAN S COMPENSATION INSURANCE: The Contractor and all Subcontractors shall carry Workman s Compensation insurance. A Certificate shall be provided to the City as proof of coverage. 6