REQUEST FOR PROPOSALS FOR CONSTRUCTION SAFETY OVERSIGHT SERVICES

Transcription

1 REQUEST FOR PROPOSALS FOR CONSTRUCTION SAFETY OVERSIGHT SERVICES RESPONSES DUE: 4:00 P.M. PST, June 3, SUBMISSION ADDRESS

2 Page 2 of 21 INTRODUCTION Brief Overview of the Project: The Port of Long Beach (Port) is soliciting written proposals in response to this Request for Proposals (RFP) from qualified firms to provide construction safety oversight services. Background: The Port s primary mission is to facilitate the movement of goods in a safe and environmentally responsible manner. The Port was established in 1911 and has grown to incorporate approximately 3,200 acres of land. As of 2008, the Port has received and moved over $150 billion in goods, making it the second busiest container port in the United States. The Port supports approximately 3 million jobs throughout the nation, with 30,000 of those jobs generated within and around the City of Long Beach. The Port, or Harbor Department, is a department of the City of Long Beach and is governed by the Long Beach Board of Harbor Commissioners ( Board ). The Board consists of five members who are appointed by the Mayor of Long Beach and approved by the Long Beach City Council. The Port s Executive Director ( Director ) is appointed by the Board and is responsible for leading the Harbor Department. The Port has approximately 400 employees and maintains an annual budget of $1 billion. The port is a landlord port that develops and leases shipping terminals to tenants. Revenues are reinvested in new facilities and Port-related improvements (capital improvement projects). Over the next 3 years, approximately 50 construction projects (see Attachment A Specification Report) of various sizes are planned that may be included in the scope of work for the selected firm(s). Additional information can be found on the Port s website at DESCRIPTION OF WORK AND BACKGROUND SERVICES The Port recently developed a third party contractor safety oversight program for concurrent construction projects being performed on Pier G. The contractor safety oversight program is designed to provide the Port an acceptable level of confidence that contractors are conforming to applicable local, state, and federal regulations and the contractor s submitted safety plan. The Port intends to expand the contractor safety oversight program to include all of its construction projects. DESCRIPTION OF SERVICES The selected firm shall be able to provide a construction safety consultant who is capable of performing construction safety audits for conformance to applicable regulations and the contractor s submitted safety plan. Tasks performed by the construction safety consultant may include, but are not limited to:

3 Page 3 of 21 Traveling to select construction projects within the Port complex to perform construction safety audits. Performing safety audits with the contractor s safety representative. Identifying safety issues and documenting findings on the Port provided Safety Observation Report form. Ensuring the contractor s safety representative and Port personnel are informed of any safety issues (new and reoccurring) identified during the audit. Preparing a final Safety Observation Report at the end of each day and submitting the report to the contractor and appropriate Port personnel. Attending weekly construction progress meetings and providing the findings of the most recent safety audit. The construction safety consultant shall have thorough knowledge of Cal-OSHA Construction Safety Orders and construction practices associated with marine/waterfront work, dredging, utility work, building demolition and construction, bridge construction, hazmat abatement, earthwork, including excavating in contaminated soil, railroad construction, microtunneling and paving. SELECTION PROCESS Submission of Proposal: In response to this request for proposals, interested firms shall prepare and submit their proposal electronically via to Phemister@polb.com. The subject line must read Construction Safety Oversight RFP Submittal. No hard copy submittals will be accepted. Proposals will be received at this address until 4:00 P.M. on June 3, Any submittals received after this time will be rejected. Proposals and supporting documents are limited to a total of 10 pages. The SBE Commitment Plan (if submitted), Detailed Resumes (if submitted), and Fee Schedule shall be included in an appendix to the Proposal as separate attachments and will not count toward the 10 page limit. Please note, that all submitted documents are subject to public records requests. Any attempt to lobby members of the Board of Harbor Commissioners, City Council, or Port of Long Beach/City of Long Beach staff between the time the solicitation is released until the announcement of contract award, may result in disqualification from the selection process. Submittals shall be structured to respond to the following selection criteria: Firm Overview: Provide an overview of the firm s services, including the major services provided, the size of the firm, a summary of corporate organization, location and size of corporate headquarters and the location and sizes of branch offices at which work may be performed. Clearly indicate which office will have the primary responsibility for the execution of this project.

4 Page 4 of 21 Project Team: Identify the proposed project manager, his/her technical qualifications and experience managing projects of similar type, scope and complexity. Professional Experience and Qualifications: Provide a brief summary of key personnel, citing their professional experience and qualifications, education, licenses, certifications and technical experience. Work experience should identify the year, job title and the firm of employment at the time the work was done. Detailed resumes, if submitted, should be included in an appendix to the Proposal. Relevant Project Experience of the Team: Provide brief project summaries, including descriptions of three (3) projects that demonstrate services similar to those described in this RFP s Description of Services. For each project listed, include the client s name, dates the work was performed, client references and specific detail of the firm s participation in and individual responsibilities on the project. An emphasis will be placed on the quality and relevance of previous project experience. Project Management Approach: Describe your approach to managing the proposed team. Include a brief discussion of your standard project delivery and/or project management methods and how you ensure completion of projects. Fee Schedule: Provide a current schedule of billable rates as a separate attachment to this proposal for all technical staff (e.g. project manager, CSP, safety professional, clerical, etc.). Also, include the markup percentage, if any, for incidentals (i.e. Mileage, specialty equipment, etc.). Please note that a rate escalation will not be permitted for the duration of this three (3) year contract. SBE/VSBE Program Commitment: Although SBE/VSBE participation goals were not assigned to this contract, the Port strongly encourages all bidders to include such participation wherever possible. For additional information, please refer to Attachment B. Contractual Acknowledgement: Include a statement that the firm has the ability to meet the Port s contracting conditions including the indemnification and insurance requirements without exception. Attachment C is a copy of the Port's Sample Professional Services Agreement. Detailed insurance requirement language is described in the document and the relevant endorsement forms are attachments D, E, F and G. Please note that under certain circumstances (i.e. self-insured retention, high deductible levels, etc.) the firm may be required to undergo a financial review and copies of audited financial statements may be required. Business License Acknowledgement: Include a statement that the firm has a license to conduct business in California and that the firm, if selected, will submit evidence that they have obtained a Long Beach business license.

5 Page 5 of 21 Assumptions: Provide a list of assumptions, if any, that the firm s proposal is based on. Initial Evaluation and Short List: The selection of approximately three firms for the short-list will be based on the evaluation of the information submitted in the Proposal. Because of the large number of firms that may reply to this RFP, the Port will initially notify only those firms short-listed. If you are not notified of selection to the short list, then your firm was not initially short-listed. The Port recognizes and appreciates the effort put forward by all firms that submit proposals. Firms not short-listed for an interview may contact Scott Phemister, Manager of Safety & Business Continuity (562) for additional information. Personal Interviews: Personal interviews with short listed firms will be held approximately on the date shown in the Schedule for Consultant Selection at the Port of Long Beach Administration Building, which is located at 925 Harbor Plaza, Long Beach, CA Each firm interviewed is expected to be represented by the proposed Project Manager and other key project team members, as appropriate. The project team members should be prepared to present information contained in the Proposal in greater detail, addressing the selection criteria listed above and to participate in a question and answer session. Selection: The identification of the most qualified firm or firms will be made by the Selection Committee based on the material contained in the Proposal and the personal interviews. The firm or firms will be invited to enter into contract negotiations with the Port of Long Beach. If the selected firm or firms and the Port are unable to come to an agreement, the Port reserves the right to terminate the selection and negotiate with the next highest-ranked firm. Insurance Requirements: City ordinance requires insurance policy endorsement forms (or a certified copy of an insurance policy providing the same provisions as the attached endorsement forms) be submitted and approved before the contract can be executed. If the selected consultant is not able to provide the required insurance documents, the Port reserves the exclusive right to immediately cancel the consultant s selection, and select another consultant to perform this work. Endorsement forms can be found on the Port website under Projects > Forms/Projects. The required coverage for this project will be: Commercial General Liability insurance with a per occurrence limit of not less than $1,000,000 and, if written with an annual aggregate, an aggregate limit of not less than double the per occurrence limit. The policy must include products/completed operations coverage. Automobile liability insurance with a per accident limit of not less than $1,000,000. Professional liability insurance, with a limit of not less than $1,000,000 per claim.

6 Page 6 of 21 Statutory Worker s Compensation and Employer s Liability insurance with limits of not less than $1,000,000 each accident for bodily injury and $1,000,000 for bodily injury by disease. USL&H Coverage. Contracting: The Port of Long Beach will enter into negotiations with the selected firm or firms. The contract negotiated will be a Time and Materials contract with a Maximum Not to Exceed Amount for a three (3) year term. This contract will be based on the Scope of Work, Level of Effort, and Fee Schedule negotiated. SCHEDULE FOR CONSULTANT SELECTION The following tentative schedule has been established for the selection of the consultant for this work: PROJECT MILESTONES DATE Issue Request for Proposal Monday, Proposals Due Friday, June 3, 2011 by 4:00 p.m. Short-list Consultants Wednesday, June 8, 2011 Interview Consultants Thursday, June 16, 2011 Select Consultant Monday, June 20, 2011 Contract Negotiation & Execution Process begins following selection of the firm. Any questions regarding this Request for Proposal or the scope of work should be directed to Scott Phemister, Manager of Safety & Business Continuity by telephone at (562) , by fax at (562) or by at Phemister@polb.com. END OF REQUEST FOR QUALIFICATIONS Attachments: A. Specification Report B. SBE/VSBE Program Procedures and Goals C. Port s Standard Consulting Services Agreement D. Port Special Endorsement Form General Liability E. Port Special Endorsement Form Automobile Liability F. Port Special Endorsement Form Statutory Workers Compensation & Employers Liability G. Port Special Endorsement Form Professional Liability