PUBLIC NOTICE REQUEST FOR QUALIFICATIONS (RFQ #20944)

Transcription

1 PUBLIC NOTICE REQUEST FOR QUALIFICATIONS (RFQ #20944) Notice is hereby given in accordance with the resolution adopted by Cuyahoga County Executive Board of Control that sealed Pre-Proposals will be accepted at the Office of Procurement and Diversity, 1219 Ontario Street, Room 110, Cleveland, Ohio until 3:00 PM (local time) on September 8, 2011 for the Olmsted Township Inflow and Infiltration Study. Any Pre-Proposal received after the closing date and time will be returned unopened to the respondent. One (1) Olmsted Township Inflow and Infiltration Study Contract will be awarded. The right is reserved to accept any Pre-Proposals, reject any or all Pre-Proposals and to waive formalities should it be deemed to be in the best interest of Cuyahoga County. Copies of the pre-proposal specifications are available from the Office of Procurement and Diversity, 1219 Ontario Street, Room 110, Cleveland, Ohio [Phone: (216) ]. Published in the Plain Dealer on August 15, 2011 and August 22, 2011 This notice may also be viewed at the following Cuyahoga County Web Sites: or at by going to Notices and Award Calendar section, enter September into the drop-down and click on Show Notices & Awards tab. A list of open bids/proposals will appear on the next screen. Click on the due date to view legal notice.

2 Department of Public Works Instruction to Consultants for Preparing Pre-Proposals Pre-Proposals will be accepted at the Office of Procurement & Diversity, 1219 Ontario Street, Room 110, Cleveland, Ohio until 3:00 P.M. (local time) on September 8, 2011 for the provisions of services required for the following: Project Description Cuyahoga County is interested in contracting with a consultant to perform the field investigation to identify the source of clean water, not limited to storm, potable, or ground, that is infiltrating the sanitary sewer lines in Olmsted Township. The Project area discharges to North Olmsted at the east end of Elisabeth Lane. The conclusion of the field investigation shall identify all sources of clean water entering into the sanitary sewers and recommend remedial action. Five (5) bound copies and one digital copy (pdf format) on disk of the pre-proposal are required to be submitted, by the designated date and time, in a sealed envelope and labeled as: "Pre-Proposal for the Olmsted Township Inflow and Infiltration Study" Only pre-proposals submitted by consultants that meet the requirements detailed herein will be evaluated and ranked. The top-ranked consulting firm will be selected. Purpose The purpose of this consultant contract is to provide the engineering services required for producing the report for this locally funded study. This area in Olmsted Township has been subject to basement flooding for years. An exhaustive investigation is necessary to determine the cause of this problem. The sanitary sewer ultimately discharges to North Olmsted at the east end of Elisabeth Lane through an existing fifteen (15) inch sanitary sewer. The portion constructed in 1979 and later consists of approximately 750 homes constructed with all plastic pipe with premium joints with precast manholes. In this area, focus will need to be on cross connections and any other method in which clean water, i.e. ground water or potable, could be entering into the system. The portion constructed in the 1960 s consists of approximately 450 homes with clay pipe and side by side (sanitary and storm) sewers with brick manholes. In this area, focus will need to be on cross connections and any other method in which clean water, i.e. storm, could be entering into the system. The scope of services will include developing a detailed procedure for both types of sewer systems. Services to be rendered include, but are not limited to the following: CCTV (Closed Circuit Televising) of mainline with DVD confirmation CCTV of lateral lines with confirmation Dye testing validating sources Final written report with recommendations to remedy the problem 1

3 Eligibility A firm which received a prior contract may be considered only if at least four (4) other contracts ($75, or over) have been awarded and at least six (6) months have passed since the firm last received a contract ($75, or over) through the Public Works Department. Insurance Requirements The consultant will be required to have general commercial liability insurance with the minimum coverage being two million dollars ($2,000,000.00) for death or injury of any one person and two million dollars ($2,000,000.00) for the death or injury of two or more persons in any one occurrence, together with two million dollars ($2,000,000.00) for property damage in any one occurrence with an aggregate property damage of two million dollars ($2,000,000.00) for two or more occurrences. SBE Requirements In order to encourage the inclusion of Small Business Enterprises (SBEs) as subcontractors, Cuyahoga County has established a goal for all contracts it awards. The goal for these contracts is 30% participation subcontracted to a certified SBE. Further information on the County s Small Business Enterprise Policy and/or a listing of the County s Certified SBEs may be obtained from the: Office of Procurement and Diversity 1219 Ontario Street, Room 110 Cleveland, Ohio (216) PRE-PROPOSAL CONTENTS It is requested that the pre-proposals be organized and prepared using the following format. Section I - Minimum Qualifications (5 page limit) In this section of the proposal, provide documentation (i.e., certificates, letters of certification ) for the following minimum qualifications: A. Minimum Qualification Documented experience in conducting studies of similar scope and size. B. SBE The SBE firm must be certified by Cuyahoga County. In order to count towards SBE compliance, the work must be subcontracted to a SBE firm. Furthermore, the SBE must also document past experience in conducting the portion of the study for which they will be subcontracted. Valid certifications must be attached! Failure to meet these minimum qualifications will cause the statement of qualifications to be considered non-responsive and it will be removed from further consideration. 2

4 Section II - Firm's Experience (8 page limit) In this section of the pre-proposal, provide information regarding the firm's experience with this type of p roject within t he pa st s ix ( 6) years. Since t here a re no O DOT P re-qualifications required, t his s ection w ill be us ed t o de termine t he c onsultant s qua lifications t o pe rform t he requested work. Responses should include, but not limited to: Successful not ification of c lean water s ources and r eduction of w et w eather flows i n sanitary sewer. Provide examples of work, including DVD and other computerized reporting systems. Provide e xamples of e xperience w ith ove r a nd unde r a nd/or s ide b y s ide s anitary and storm sewer evaluations. Provide quality control and quality assurance plan for this type of work. Also, provide information regarding the contracting company s experience within the past three (3) years with the following: CCTV (Closed circuit television) trucks with DVD recording capabilities. Lateral camera televising equipment with computerized recording capabilities, i.e., jump drive, DVD, CD. Please provide at least three (3) and no more than eight (8) references (using the enclosed reference form) for such projects. Section III - Available Staff's Experience (12 page limit) In this section of the pre-proposal, provide the resumes of the key personnel (prime and/or subconsultant) for the following areas of engineering services required for this project: Project Manager Provide the name(s) and resume(s) (within the past five (5) years) of the project manager to be assigned to this project. Include two (2) references using the enclosed reference form. Field Personnel Provide t he na me(s) a nd r esume(s) ( within t he pa st f ive (5) years) o f t he ke y personnel who will be responsible for providing these services for this project. Include two (2) references only for each of the up to five (5) key personnel assigned to this project using the enclosed reference form. Section IV - Project Methodology (5 page limit) In this section of the pre-proposal, describe your proposed approach to this project and your methodology for execution of this contract. Take this opportunity to specify any unique characteristics which may distinguish your firm(s) from other potential consultants for this particular project. Please limit your response to five (5) pages. It is requested that the Pre-Proposal be organized around the above criteria and be limited to those items which will be used for the evaluation. Extraneous materials will not serve to enhance the Pre-Proposal, but will only make the rating more difficult and will be an unnecessary expense to the consultant. 3

5 Other Evaluation Categories The pre-proposals will also be evaluated on the following category. The consultants provide information on these categories. should not Previous Work: The Department of Public Works will determine the total dollar value of all contracts ( Agreements a nd S ubsidiary A greements) a warded t o t he consultant f or pr ojects initiated by th e requesting agency ( Engineer/Sanitary Engineer/Central Services) w ith an Agreement between the consultant and the County over the past five (5) years. If there are any questions, please contact Nichole English, Transportation Planning Engineer at or nenglish@cuyahogacounty.us. 4

6 APPENDIX B INSTRUCTIONS FOR EVALUATION OF PRE-PROPOSALS Rank e ach i tem i n t he "Proposal E valuation Form" on t he ba sis of z ero ( 0) t o t he m aximum points as shown on t he Proposal Evaluation Form in Appendix D. Listed categories will be evaluated by the consultant selection committee in a meeting where one score will agreed upon. Scoring for "Previous Work will be filled in by the department assigned to process the selection process. Please note that any narrative supplied by a consultant is to be considered only as it relates to the project at hand. There is no category for rating a narrative approach on its merits. A narrative approach may be considered, where appropriate, to expand a consultant's explanation with regard to any of the following evaluation categories. A. "Firm's Experience" Consider the firm's experience within the past five (5) years with this type of project. Review the references provided by the consultant and evaluate the firm in each of the following categories: Quality of Design and Cost Estimating Meeting Schedules and Deadlines Controlling Cost and Adhering to the Budget Communication, Cooperation, and Follow Through Skills B. "Available Staff's Experience" Consider the resume of the Project Managers and key personnel in each applicable area of engineering services to be authorized. F or all contracts, a good P roject M anager i s vi tal. E valuate t he "Available S taff's E xperience" i n t he f ollowing engineering services categories: Project Manager Field Personnel C. "Project Methodology" Evaluate each consultant based on its proposed methodology for execution of this contract. Consider each firm's understanding of the purpose and scope of this project. D. " Previous Work" The points awarded in this category will be based on the total contract and subsidiary dollar amounts that a consultant has received from the County over the past five years (from the Pre-Proposal due date). These totals will be calculated from the database in the Transportation and Traffic Department. The dates are based on the County authority to prepare an agreement. The point scale for this category is as follows: Total Contract Amount (In Dollars) Points Less than 500, , to 999, ,000, to 1,999, ,000, to 2,999, ,000, to 3,999, ,000, and over 0 5

7 CUYAHOGA COUNTY Department of Public Works Design Firm Reference Name of Design Firm/person: Project Referenced: Owner/Contact Person: Address: Telephone Number: Design Initiation Date: Original Contract Amount: Project Manager: Original Design Completion Date: Actual Design Completion Date: Final Contract Amount: Describe in detail the services provided. EFZ/efz Q:\Consultant Selection\DPW_Policy on Consultant Selection_Draft (March 2011).docx 6

8 Equal Opportunity APPENDIX C Prospective vendors must comply with the applicable contract compliance procedures for equal employment opportunity as stipulated by the Department of Public Works, Office of Procurement and Diversity. It is the policy of the County of Cuyahoga, Ohio (County), to assure equal employment opportunity. Discrimination against any person in the recruitment, training, examination, appointment, promotion, retention, discipline or any other aspect of personnel administration because of race, religion, national origin, sex, ancestry, age, disability, sexual orientation, or veteran status is prohibited. Words of the masculine gender used in proposals shall be deemed and construed to include correlative words of the feminine gender. Small Business Enterprise (SBE) Goal In order to encourage the inclusion of Small Business Enterprises as subcontractors, the County of Cuyahoga has established a goal for all contracts it awards. The goal for this contract is 30% participation. Participation may of course exceed 30%. A SBE Participation Agreement form is included herein for your completion. The County encourages vendors to be innovative in their efforts to meet the goal of the Small Business Enterprise policy. Small Business Enterprise Policy Information Further information on the County s Small Business Enterprise Policy and/or a listing of the County's Certified SBEs may be obtained from the: SBE Certification Office of Procurement and Diversity County Administration Building Annex 112 Hamilton Court, Second Floor Cleveland, Ohio (216) To receive credit for Small Business Enterprise participation, SBEs utilized must be certified by the Cuyahoga County Office of Procurement and Diversity. Evidence of Good Faith Effort In the event a respondent to this proposal does not meet the thirty-five percent (35%) SBE participation goal, the respondent shall be required to show evidence of his/her effort toward meeting the goal. The form entitled Evidence of Good Faith Effort must be completed by all respondents who do not meet the specified goal for SBE participation, and, as a result, must request a partial or total waiver of the goal. Failure to demonstrate evidence of good faith may result in a proposal being deemed non-responsive. 7

9 SBE PARTICIPATION AGREEMENT SBE-1 Project Name Total Amount of Proposal $ Name of Business Submitting Proposal Address City State Zip Code Area Code ( ) Telephone Firm Owned by: Majority SBE Amount to be Subcontracted to SBE: $ Percent of Total: % Service(s) to be Rendered by SBE: Supply(ies) to be Furnished by SBE: Name Signature (Type or Print) Title (Must be an original signature, preferably in blue ink) Name of SBE Subcontractor Address SBE SUBCONTRACTOR TO BE UTILIZED (Must be certified by the Cuyahoga County Office of Procurement & Diversity) City State Zip Code Area Code ( ) Telephone The undersigned herewith agrees to subcontract with the above named bidder for the above said service(s) or supply(ies) to be furnished to the County. SBE Subcontractor s Name Type or Print) Title SBE Subcontractor s Signature (Must be an original signature, preferably in blue ink) 8

10 EVIDENCE OF GOOD FAITH EFFORT SBE-2 Page 1 of 2 Company Name Project Description In an attempt to meet the SBE goal, the following steps were taken: Yes No 1. Our company was represented at the pre-bid or pre-proposal meeting. 2. A current list of County certified SBEs was obtained from OPD. 3. Efforts were made to select portions of the work and notify SBEs of: our intentions to subcontract specific goods and/or services through: a) Advertisement in media and/or trade publications b) Providing information relative to any plans and specifications for this project, including the anticipated starting time and duration of the work or provision of goods or services. c) Direct contact with SBEs to solicit and negotiate participation. (Document on Page 2 of this form all attempts to solicit SBEs.) The SBE Goal should not apply to this project because: Check One 1. Due to the nature of this bid or proposal, subcontracting opportunities are not available to any subcontractor (explain below). 2. Due to the nature of our product or the manner in which our business is conducted, subcontracting is not feasible (explain below). 3. Other (explain below). Additional explanation, affidavits, exhibits or other materials may be required by the SBE Program to substantiate the above. REQUEST FOR WAIVER I certify that the information given herein is true and correct, and hereby request a total/partial waiver of the SBE participation goal for this project. X Date X Notary (Seal:) My Commission Expires 9

11 EVIDENCE OF GOOD FAITH EFFORT SBE-2 Page 2 of 2 Firm Name & Address Phone Contact Person Services/Products Requested Date Contacted Reason Unavailable 10

12 APPENDIX D 11