Request for Proposals (RFP): Lake Avondale Stormwater Mitigation Facility Design and Construction Documents Issuing Agency: City of Avondale Estates 21 North Avondale Plaza Avondale Estates, GA 30002 Phone: (404) 294-5400 Fax: (404) 299-8137 Issuing Date: November 6, 2018 Pre-Application Meeting: November 14, 2018 Proposal Closing Date: November 29, 2018 Proposal Closing Time: 3 p.m. The City reserves the right to reject all proposals and accept any proposal that it may deem to be in the interest to the City. All questions or concerns regarding this RFP should be submitted, in writing, to Keri Stevens, City Planner and Community Development Officer at kstevens@avondaleestates.org, faxed to 404-299-8137 or mailed to 21 N. Avondale Plaza, Avondale Estates, GA 30002. A preapplication meeting will be held on November 14, 2018 at 10 a.m. at Avondale Estates City Hall, 21 North Avondale Plaza, Avondale Estates GA 30002. Participation is not mandatory. No verbal questions outside the pre-application meeting will be accepted. All written questions are due by November 13, 2018 at 3 p.m. Written answers will be provided to all written questions received before the deadlines established above and all questions from the pre-application meeting. Award: The lowest price proposal will not guarantee an award recommendation. The City reserves the right to negotiate with one or more consultants for the best price after RFQ submittal. I. Project Description and Scope of Work Currently, stormwater that enters the catch basins along Berkeley Road at the top of the North Woods at Lake Avondale is redirected by an old earth dam to an upland ravine that parallels a natural stream. This upland ravine has no direct connection to the natural stream within the woods but has at one location found a low spot to fall off the upland shoulder to rejoin the natural streambed. This 10-15-foot drop has A-1
eroded the slope to form a dangerous sheer cliff and has since been fenced off. A cut-off wall, design TBD, will be needed to prevent its propagation upstream. In addition, there is a pipe entering the catchment from above presumably from Clarendon Avenue. The City is asking for proposals for design and civil engineering services to provide an engineered solution to this stormwater problem. The solution should provide a corrective structure (may include green infrastructure options) be placed at the top of the park where the stormwater enters and where there is the easiest access but will look to the selected engineer for the best solution. If possible, the City would prefer to remove the earthen dam at the location where the stormwater enters the park to return the stormwater to the natural stream ravine. The design consultant will provide the City of Avondale Estates (the CLIENT) with drawings and permitting necessary for the construction of a stormwater management improvements at the North Woods section of Lake Avondale. The project will include a hydrology report and all associated design documentation intended to accomplish the following project goals: Mitigate the erosive potential of the incoming stormwater, thereby preventing erosion in the North Woods. Reduce sediment loading into the northwest cove of Lake Avondale. Incorporate as much as possible an infiltration or filtration type of Best Management Practice (BMP), with all the associated pretreatment protection and overflow protection, in order to enhance the water quality in Lake Avondale. Provide appropriate hardscape and landscape improvements to make the resulting facility attractive and accessible for maintenance purposes. The design shall treat upstream runoff to reduce total suspended solids in accordance with the Georgia Storm Water Management Manual. The consultant shall evaluate the cost of implementing said water quality BMPs and discuss their findings with the City before incorporating a specific water quality design in the construction documents. If any of these guidelines cannot be followed due to site constraints, these issues will be identified and discussed at the completion of preliminary design. Efforts shall be made to design a project that can be constructed outside of Waters of the US. However, if permitting is necessary, encroachments into Waters of the US shall be limited to that which can be constructed under a Nationwide Permit. Budget: Based on City budget documents, the total budget is approximately $250,000 which includes design, engineering, construction and contingency costs. Projected Timeline: Late 2018/Early 2019. A-2
Location Map: SCOPE OF SERVICES Task 1 - Preliminary Design Survey the area and create a base map from field survey data. The consultant is responsible for all surveying activities. The consultant project manager and Civil engineer will meet with the CLIENT and his representatives for a project kick-off meeting to discuss the proposed project, the scope of design, and possible design approaches. Site visit immediately following the kick-off meeting by consultant Project manager and Civil engineer to assess existing conditions. Prepare preliminary hydrology report to assess stormwater flows and drainage patterns to the proposed project. Provide any subsurface investigation necessary to support design decisions. This could include an infiltrometer test, the ground water level (both A-3
seasonal and average), and other similar tests. Prepare a preliminary grading plan indicating likely limits of disturbance. Prepare a preliminary opinion of probable construction cost based on the preliminary grading plan. Prepare a maintenance plan for each design option, along with projected annual maintenance costs. Present to the CLIENT at least one design option for the project area that will meet all the project goals. Meet with the CLIENT to review the preliminary design options and receive approval to commence with final construction documents. Conduct one public meeting to present findings and discuss conceptual design. This phase should allow for (2) Public Meetings with the City and the City s representatives to review design issues. Additional meetings may be needed to coordinate with the CLIENT prior to public meetings. Task 2 - Construction Documents The following construction documents will be prepared: o Cover Sheet o Civil Notes, Legend, and Abbreviations o Existing Conditions Plan o Site Plan o Grading and drainage plan including profiles and calculations (if required) o Single-phase Erosion, Sediment, and Pollution Control Plans and Details. Area of disturbance is assumed to be less than one acre and 200 feet or more from state waters. If not, a 3-phase ES&PC plan is needed. o Landscape plans and details, utilizing native vegetation o Construction details, including any specifications for soil media and other related materials. o Finalized hydrology report o A detailed maintenance plan specific to the design, including annual and quarterly milestones. The selected consultant will submit preliminary documents at the 90% phase to the CLIENT for review and comment. The consultant will then meet with the CLIENT to discuss the plans and the CLIENT comments. The consultant will prepare an opinion of probable construction cost for each submittal. This document will be created utilizing RSMeans construction cost data. Technical specifications. Submittal of construction documents for permitting through City of Avondale Estates and one round of revisions and resubmittal for approval. Construction documents will be provided to the City that can be bid out and implemented by a contractor. This phase should allow for up to one (1) meeting with the City and its representatives. A-4
Optional Task 3- Bid Phase Attend pre-bid meeting, answer RFls, and support The CLIENT in the creation of addenda. Optional Task 4 - Construction Administration Consultant shall visit the site at intervals appropriate to the stage of construction to become generally familiar with the progress and quality of the work and to determine in general if the work is proceeding in accordance with the Contract Documents. Here is a link to the Lake Master Plan which includes this project: https://www.avondaleestates.org/documentcenter/view/2047/lake-avondale-master- Plan-. A. Deliverables: Eight (8) copies of all construction and permitting documentation. A-5
II. Proposal Format and Submittal Requirements Proposals must be clearly marked -Lake Avondale Stormwater Mitigation Facility Attention Keri Stevens. Vendor shall submit eight (8) copies of the proposal and all documentation as well as a digital copy. All forms must be typewritten or printed in ink. Any changes or corrections must be initialed by the person signing the proposal documents. Bidder Response Form must be completed and submitted as the first page of the bid fee proposal. This form contains: Firm Information - Firm name, contact, address, telephone and fax numbers, email address and the names, addresses, and telephone/fax numbers of any sub-consultants. If the firm has branch offices, state the office that will have management responsibility for the work to be carried out. Summary of your understanding of the services and your approach to it. Summary of the qualifications of all key personnel assigned to this service. Annotated lists of references (with addresses and telephone numbers). List of government clients for which the firm performs or performed similar work as well as a contact name and phone number for a contact person. Examples of similar work. Execute the Contractor Affidavit and Agreement Execute the Private Employer Exemption Affidavit. Insurance is required during the term of the Agreement. Provide documentation. Within 10 days of Notice of Award, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish the City Certificates of Insurance from licensed companies doing business in the State of Georgia with an A.M. Best Rating A-10 or higher and acceptable to the City covering: 1. Workers Compensation & Employer s Liability Insurance. Workers Compensation Insurance in compliance with the applicable Workers Compensation Act(s) of the state(s) wherein the work is to be performed or where jurisdiction could apply in amounts required by statutes. Employer s Liability Insurance, with limits of liability of not less than $1,000,000 per accident for bodily injury or disease. 2. Commercial General Liability Insurance, including contractual liability insurance, product and completed operations, personal and advertising injury, and any other type of liability for which this Contract applies with limits of liability of not less than $1,000,000 each occurrence / $2,000,000 policy aggregate for personal injury, bodily injury, and property damage. Commercial General Liability Insurance shall be written on an occurrence form. 3. Automobile Liability Insurance with limits of liability of not less than $1,000,000 per accident for bodily injury and property damage if automobiles are to be used in the delivery of 1
or in the completion of services and work or driven onto the City s property. Insurance shall include all owned, non-owned and hired vehicle liability. 4. Umbrella Insurance with limits of liability excess of Employer s Liability Insurance, Commercial General Liability Insurance and Automobile Liability Insurance in the amount of not less than $3,000,000. 5. Contractors Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) with limits not less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate. 6. Professional (Errors and Omissions) Insurance- For Professional Services and for all Design/Build Projects with limits of liability of not less than $3,000,000 per occurrence or claim $3,000,000 policy aggregate. Such policy shall also include coverage for losses arising from the breach of information security or cyber liability (including Errors & Omissions, Security and Privacy Liability and Media Liability), whether combined with the Professional Liability policy or placed as a separate policy, but carrying the same limits of liability. Such coverage shall insure damage, injury and loss caused by error, omission or negligent acts, including all prior acts without limitation, related to the professional services to be provided under this Contract. The policy shall be amended to include independent contractors providing professional services on behalf of or at the direction of the Contractor. The definition of Contractual Liability shall be amended to state that liability under a contract of professional services is covered. Further, coverage shall be afforded for fraudulent acts, misappropriation of trade secrets, internet professional services, computer attacks, personal injury, regulatory actions, wrongful acts, contractual liability, privacy policy, and insured versus insured. The Contractor shall ensure that coverage under this policy continues for a period of thirty-six (36) months after completion of services. 7. Fidelity Bond (Employee Dishonesty) in the sum of not less than $50,000. All such insurance shall remain in effect until final payment is made and the Project is accepted by the City. If the Contractor receives notice of non-renewal or material adverse change of any of the required coverages, the Contractor shall promptly advise the City in writing. Failure of the Contractor to promptly notify the City on non-renewal or material adverse change of any of the required coverages terminates the Agreement as of the date that the Contractor should have given notification to the City. The insurance policies shall contain or be endorsed to contain, the following provisions: (a) A provision that coverage afforded under such policies shall not expire, be canceled or altered without at least thirty (30) days prior written notice to the City. (b) Workers Compensation and Employer s Liability and Property insurance policies shall contain a waiver of subrogation in favor of the City and the City s boards, officials, directors, officers, employees, representatives, agents, and volunteers. (c) Commercial General Liability, Automobile Liability Contractors Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) insurance policies shall include an endorsement making the City and the City s boards, officials, directors, officers, employees, representatives, agents, and volunteers Additional Insureds under such policies. 2
A copy of these endorsements shall be provided to the City. Certificates of Insurance showing that such coverage is in force shall be filed under this Contract by the Contractor to the City. The obligations for the Contractor to procure and maintain insurance shall not be construed to waive or restrict other obligations and it is understood that insurance in no way limits liability of the Contractor whether or not same is covered by insurance. Certificate Holder should read: The City of Avondale Estates, 21 North Avondale Plaza, Avondale Estates GA, 30002. III. Timeline Outline the proposed timeline to complete the services. IV. Selection Procedures The City reserves the right to make a decision without steps A and B. It is intended that this phase will include the following steps: A. Notification Email notification of top ranked firms. Interview/Presentation: If needed. o 1-hour interview/presentation period will be scheduled and conducted with the Selection Committee at Avondale Estates City Hall. The firm will be given 15 minutes for presentation. An informal presentation (no visuals or Powerpoint) is adequate. The remaining time will be reserved by the Selection Committee for questions. B. Ranking After the review by the Selection Committee or interviews are completed, the Selection Committee will rank the firms. The proposal and the interview/presentation, if conducted, will be weighted equally and scored as follows: Criteria Points Previous experience in similar projects 0-30 Expertise of key personnel 0-30 Suggested project approach (understanding of project) 0-20 Response of references 0-10 Ability to meet time schedule 0-10 Maximum Points 100 3
BIDDER RESPONSE FORM Firm Name: Contact Person: Firm Address: Phone: Fax: Email: Additional Sub-contractors.: Task 1: Task 2: Task 3: Task 4: Signature Firm Representative Date 4
CONTRACTOR AFFIDAVIT AND AGREEMENT By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Avondale Estates, Georgia (the City ) has registered with and is participating in a federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontract who present an affidavit to the contractor with the information required by O.C.G.A. 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 2018 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent Subscribed and Sworn before me this the day of, 2018. Notary Public My Commission Expires 5
PRIVATE EMPLOYER EXEMPTION AFFIDAVIT (If Applicable) By executing this affidavit, the undersigned private employer verifies that it is exempt from compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm or corporation employs 499 or fewer employees and therefore, is not required to register with and/or utilize the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. 13-10-91. Contractor agrees that the employee-number category designated below is applicable to the contractor. 500 or more employees. 100 to 499 employees. 10 to 99 employees. Fewer than 10 employees. I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on, 2018 in (city), (state). Firm/Company/Private Employer Name Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent Subscribed and Sworn before me this the day of, 2018 Notary Public My Commission Expires 6
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