REQUEST FOR PROPOSAL (RFP 06-16) WATER SYSTEM ASSESSMENT CITY OF FOLLY BEACH

Transcription

1 REQUEST FOR PROPOSAL (RFP 06-16) WATER SYSTEM ASSESSMENT CITY OF FOLLY BEACH 1. GENERAL The City of Folly Beach, South Carolina (City) requests proposals from qualified engineering firms for a Water System Assessment and Formal Report for its existing water system. The scope of services includes the following items: 1. Initial meeting and follow on meetings with City staff to review existing City documents and to schedule exploratory work. 2. Perform field investigations at approximately seventy-five (75) locations to verify current data, records, and charted locations. The City will contract with a utility contractor to excavate potholes at these locations for field investigations. 3. Considering items 1 and 2 above, identify water main materials, estimate approximate ages, overall regulatory compliance, and functional condition. 4. Utilize GPS survey grade equipment and GIS software compatible with the City's current GIS data to include locations of water main potholes (Item 2 above), valves and hydrants. Provide X, Y, Z State Grid Coordinates for all data points. Meter locations are not required. 5. Prepare formal report for results obtained and recommendations for replacement schedule based on discovered conditions, materials, approximate ages of existing mains, and basic estimated costs to perform recommendations. Questions regarding the proposal should be directed to Kyle Sullivan at City Hall. The scope of the work below requires the contractor to provide all tools, labor, materials, equipment, and supervision necessary to perform the services as detailed in the scope of work. The purpose of this Request for Proposal ( RFP ) is to solicit proposals from various contractors, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who can best meet the needs of the City. All work and final reports due are required to be completed no later than May 15, If additional time is required this must be approved in writing by Kyle Sullivan, Utilities Director. Page 1 of 5

2 2. OTHER REQUIREMENTS OF THE CONTRACTOR No work shall commence until the engineer obtains, at his own expense, insurance protecting both the City and the engineer from any and all claims for personal injury, death, property damage, workers compensation or other claims arising from performance of the contract. Such insurance must be maintained for the duration of the project and shall have the approval of the City as to limit, form and amount. Unless otherwise directed in writing by the City, the engineer shall maintain minimum insurance coverage identified below: Comprehensive General Liability Bodily Injury, including Death Property Damage Comprehensive Automobile Liability Workers Compensation $1,000,000/ occ; $2,000,000 agg $1,000,000 each occurrence $1,000,000 each occurrence $1,000,000 aggregate $ 500,000 each accident $ 1,000,000 each accident Professional Liability $1,000,000/claim; $2,000,000 agg The engineer shall carry out the project at his own risk. In case of any loss or damage occurring at the project site by fire, windstorm, or any other cause to any equipment, tools, supplies or other items required for the execution of the project prior to final acceptance of the project by the City. Certificates of insurance from insurance carrier(s) suitable to the City, stating the amount and nature of the engineer's insurance coverage shall be delivered to the City prior to the commencement of work on the project. a. Automobile Liability Insurance in the amount of $500,000. No endorsement limiting or excluding a required coverage is permitted. b. Maintenance of state and local licenses necessary to operate a business in the City of Folly Beach. These costs are not to be paid in whole or in part by the City. c. Indemnify and hold the City of Folly Beach harmless for any and all claims arising out of its performance of its duties under this contract. d. Comply with all applicable federal, state and local laws, ordinances and regulations. Page 2 of 5

3 3. PROPOSAL PROCESS a. Bid packets can be picked up at the Municipal Clerk s Office, 2nd Floor, 21 Center Street or can be requested from Colleen Jolley by phone at or at cjolley@cityoffollybeach.com. b. A mandatory pre-bid conference to review the scope of work is scheduled for 1 p.m., January 12, 2017 in City Council chambers on the second floor of City Hall located at 21 Center Street Folly Beach, SC Attendance is mandatory for anyone interested in submitting a bid. Any questions following this meeting must be submitted in writing no later than seven business days prior to the scheduled date for delivery of proposals to the City. Responses to questions will be made by addenda not less than two business days prior to the scheduled delivery date. c. All sealed bids must be received in the Office of the Municipal Clerk no later than 2:00 p.m., February 3, Sealed proposals may be hand-delivered to 21 Center Street, Colleen Jolley, 2nd Floor, or mailed to P.O. Box 48, Folly Beach, SC 29439, Attn: Colleen Jolley, Municipal Clerk. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. Proposals must be clearly labeled RFP 06-16: City of Folly Beach Water System Assessment d. The proposals will be opened at 2:05 p.m. on February 3, All submitters are invited to be present or send a representative. Under the provisions of the Freedom of Information Act, all proposals, excluding pending legal actions, financial statements, and business proprietary information will become public information. e. Evaluation of proposals will be conducted from February 3 through February 14, The selection decision for the winning bidder will be at the regularly scheduled City Council meeting on February 14, 2017 and the selected contractor will be notified no later than February 28, 2017 if not present. f. All contractual terms and conditions will be subject to review by the City of Folly Beach. This will include scope, budget, schedule, and other necessary items pertaining to the contract. This request does not commit the City to the award of a contract, or to pay any costs incurred in the preparation of a response to this request. g. Each company shall submit the following documents as applicable to be considered a responsive bidder: i. Oath of Non-Collusion signed by a principal of the firm or an officer authorized to bind the corporation. ii. Cost sheet stating amount of bid fee. iii. Qualifications to meet the City s objectives. This shall include state license, the Page 3 of 5

4 size of the business, office location from which the service is being performed, and a list of project personnel and equipment available. iv. Prior work performed, including names of prior and current clients and number of years operating in the field. v. Name and contact information for three professional references. vi. Indicate and list any pending legal actions. vii. Provide current copy of IRS Form W9. viii. Financials: Latest audit or financials filed with most recent tax return. ix. Outsourcing Statement: if your organization must outsource or subcontract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Costs should be all-inclusive to include any outsourced or subcontracted work. Any proposals that call for outsourcing or subcontracting work must include a name and description of the organization being contracted. 4. PROPOSAL EVALUATION CRITERIA The primary intent with regards to the procurement of these services is to obtain what the City would consider to be the best package of product and service. This includes overall proposal suitability, a clear and organized proposal, price competitiveness, quality and timeliness of previous work performed. Bidders will further be evaluated on their experience, qualifications, and references. The City will allow review of its existing documents prior to the receipt of proposals. Appointments for reviews may be arranged with Mr. Sullivan, Utilities Director. The Engineer is responsible for ascertaining the value of existing documentation applicable to his work, and the City assumes no responsibility for misinterpretation of any existing data. The City will notify residents regarding the Engineer's field operations, and the Engineer shall provide traffic control for shoulder work or lane closures necessary to complete field operations in compliance with SCOOT requirements. A firm responding to this Request for Proposals shall submit with its proposal detailed information listing similar previous experience and current project commitments. This documentation shall include locations of the previous work with contact information for the party most familiar with the scope and execution of the project. The proposal shall contain evidence of the firm's qualifications to perform engineering services in the State of South Carolina and the commitment to obtain City of Folly Beach business license and necessary permits for performance of the work within the City prior to the initiation of the project. A firm shall be responsible for satisfying itself by personal examination of the site conditions of the proposed work and for thoroughly examining the requirements of the work and for determining the quantities of the work. It must consider laws and regulations that may affect cost, progress, performance or furnishing of the work. Page 4 of 5

5 The submittal of a proposal of a proposal shall constitute a representation by the Engineer that the firm has complied with all requirements listed in this Request for Proposals and that without exception the proposal is premised upon performing and furnishing all work required. The City may consider informal any proposal not prepared and submitted in accordance with the provisions hereof, may waive any technicalities or informalities and may reject any or all proposals. Any proposal may be withdrawn prior to the scheduled time for receipt or authorized postponement thereof. Any proposal received after the date and time specified shall not be considered. Contract, if awarded, will be offered to a responsive, qualified, responsible and experienced Engineer which the City, in its sole discretion, determines to be most suitable to accomplish the Scope of Services for the Project. The City may conduct such investigations as the City deems necessary to assist in the evaluation of any proposal and to establish the responsibility, qualifications and financial ability of a firm to perform the Work in a manner suitable to the City's satisfaction within the time prescribed in the firm's proposal. The City of Folly Beach reserves the right to reject, in whole or in part, any bid submitted which, in the judgment of the City of Folly Beach, would not be in its best interest. The City may elect to interview a short list of firms prior to execution of a contract with the selected firm. The City also reserves the right to waive minor deficiencies or reject all proposals. City will evaluate proposals based on the following general criteria: 1. Quality and practicability of approach to complete the work within a reasonable time 2. Conformance with technical performance requirements 3. Engineer's integrity, experience with similar projects, history and reputation. 4. Proposed project schedule and work plan. 5. CONTRACT a. The bidder selected will engage in a contractual agreement based on this proposal prior to any work being performed. b. Any modifications to the contract shall be in writing and signed by both parties. c. Additional contract related questions should be directed in writing to Kyle Sullivan, Utilities Director at ksullivan@cityoffollybeach.com. Page 5 of 5

6 CITY OF FOLLY BEACH Vendor Name: Non-Collusion Oath Before me, the Undersigned, a Notary Public, for and in the County and State aforesaid, personally appeared and made oath that the Bidder herein, his agents, servants, and/or employees, to be best of his/her knowledge and belief, have not in any way colluded with anyone for and on behalf of the Bidder, or themselves, to obtain information that would give the Bidder an unfair advantage over others, nor have they colluded with anyone for and on behalf of the Bidder, or themselves, to gain any favoritism in the award of the Contract herein. Authorized Signature for Vendor Sworn to and Subscribed before me this day of, 2016 Notary Public in and for South Carolina My Commission Expires: