NOTICE OF REQUEST FOR EXPRESSIONS OF INTEREST (EOI S) FOR ARCHITECTURAL and ENGINEERING SERVICES. The City of Ranson, West Virginia, is seeking Expressions of Interest (EOI) from qualified architectural and engineering firms to provide general comprehensive consulting and professional services for planning, designing, construction bidding and contract administration. Firms interested in participating in this activity will be required to negotiate a contract for services in compliance with Federal and State regulations applicable to engineering and architectural contracts after selection as the best qualified firm. Professional services may include the following: (1) Engineering, designing, planning and consulting services relating to a new sanitary main sewer line and lift station along the WV Route 9 corridor from Jefferson Orchard to current Ranson owned and operated sanitary sewer system; (2) Engineering, designing, planning and consulting services relating to miscellaneous streetscape and construction projects; (3) Providing primary engineering and support services for preparing and updating the City s Capital Improvement Plan. These projects may include the construction or re-construction of the following infrastructure: sewer, water, storm water, roads, sidewalks, and green infrastructure; (4) providing engineering, architectural, design, planning and consulting services relating to City infill urban redevelopment projects such as the Powhatan Place (former Kidde site) project; and (5) miscellaneous on-call engineering services. Procurement of said services will be in accordance with West Virginia State Code 5G-1 et seq. All firms interested in being considered for this project must submit an original and five (5) copies of each of the following: (1) Letter of Interest (no more than 1 page); (2) Statement of Qualifications and experience of personnel who will actually be on the team for Ranson (no more than 1 page per person); (3) Recent project descriptions, current names, addresses and telephone numbers of at least six (6) references, four (4) of which will include your firm s most recently completed projects. A minimum of three (3) out of the six (6) references must be City and/or County work product references similar in size and complexity to the City of Ranson (no more than 2 pages per project); (4) Evidence that the firm is registered and licensed to perform the required work in the state of West Virginia, and proof of adequate insurance; (5) Description of the geographical location of the office from which this contract would be serviced, if awarded (address subject in letter of interest). The purpose of this competitive process is to select the firm, which will provide the highest quality services at a practical fee. Accordingly, technical qualifications and individual or design team experience, along with the firm s experience and implementation of Smart Growth, sustainability and urban redevelopment principles, will be weighed heavily in this objective selection process. The complete bidding packet and selection/rating criteria are available upon request. A contract for services will be negotiated after a firm has been selected, based on qualifications. The City reserves the right to select one or more firms to
provide various services. The City reserves the right to accept or reject any or all letters of interest at any time for any reason. Additional information regarding the scope of this project may be obtained at the Office of the City Manager, Stacey A. Dodson Pfaltzgraff, City Clerk, 312 S. Mildred Street, Ranson, West Virginia 25438 or at spfaltzgraff@ransonwv.us. All submissions must be addressed and submitted to the same aforementioned address with the words Engineer Expression of Interest marked on the front of the envelope. The deadline for submissions is June 30, 2017, at 11:00 a.m. Submissions postmarked on or before June 30, 2017, will be accepted. All firms making a submission must be prepared to provide a presentation (short list candidates) to the selection committee at a time and date to be determined. The City of Ranson will afford full opportunity to minority business enterprises that submit an expression of interest in response to this solicitation and will not discriminate against any interested firm or individual on the basis of race, creed, color, sex, age, disability, nor national origin in the contract award.
-Supplementary Information- Project Objective The City of Ranson, in Jefferson County, West Virginia is a unique community. The changing economic tides of the past 100 years have changed the community s economic base and demographics from the industrial center of Jefferson County to a mix of service industry and residential neighborhoods. With the latest changes, such as population overspill from the Washington D.C. metropolitan area, the rise of new commercial interests, and the impact of Hollywood Casino and new adjacent federal facilities, new opportunities have come to Ranson. Through non-hostile annexation procedures, Ranson has substantially increased its land area from the original city boundaries. New residential and commercial development, and infill development within the original City boundaries is currently under construction and much more is planned once economic conditions improve. Ranson is anticipating becoming a community where expanded employment opportunities, a variety of housing types including affordable/workforce and local shopping and recreational opportunities are available. Ranson has a rare opportunity to plan for the future while experiencing real time, measurable growth. The decisions made by staff, appointed Commissions, and elected officials will significantly impact the future of the City. The City has adopted a form-based zoning ordinance, comprehensive plan and area-wide brownfields redevelopment plan. Traditionally, Ranson had a very small staff to conduct City business and any significant technical needs were outsourced to private consultants to perform various professional functions on the City s behalf. The City has hired in-house professionals in recent years, but the City still has the need for additional professional support to plan for the future and provide professional engineering services. Therefore, the City of Ranson is advertising a Request for Expressions of Interest (EOI) in order to retain a professional engineering services provide. The firm will be asked to provide an offering of services in the following Scope of Work: A West Virginia licensed engineer to be responsible for providing engineering services and review of construction design plans. Plan reviews will be mainly focused on roadway and utilities design, sewer, storm water, grading and erosion/control analysis. Have experience in land development, public utilities, and construction management. Must be AutoCAD capable. Capable of assisting in the writing and assembling reports and permits as required by governmental agencies. A West Virginia licensed land surveyor must be employed/partnered and responsible for conducting various surveying tasks such as boundary surveys, topographic, GPS, construction layout and as built surveys.
Expressions of Interest (EOI) Elements All proposals shall contain the following elements: (1) Letter of Interest (no more than 1 page); (2) Statement of Qualifications and experience of personnel who will actually be on the team for Ranson (no more than 1 page per person); (3) Recent project descriptions, current names, addresses and telephone numbers of at least six (6) references, four (4) of which will include your firm s most recently completed projects. A minimum of three (3) out of the six (6) references must be City and/or County work product references similar in size and complexity to the City of Ranson (no more than 2 pages per project); (4) Evidence that the firm is registered and licensed to perform the required work in the state of West Virginia, and proof of adequate insurance; (5) Description of the geographical location of the office from which this contract would be serviced, if awarded (address subject in letter of interest). Payment Process and Billing Expectations Each project or task shall be assigned and approved separately by the City and be assigned a project number at either a negotiated hourly fee or fixed flat rate fee. The firm may submit requests for progress payments along with a progress report, with the consent of the City, on a monthly basis and can expect reimbursement requests to be processed within 30 days after receipt of request. Contractor Employment Discrimination Prohibited The City of Ranson strives to maximize opportunities for minority and women-owned business enterprises participating in all aspects of City contracting opportunities. Every contract for over ten thousand ($10,000) to which the City is a part shall contain the following provisions: The contractor will not discriminate against any subcontractor, employee, or applicant for employment because of race, sex, religion or national origin except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operations of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of non discrimination. The contractor, in all solicitations or advertisements for employees placed on behalf of the contractor, will state that such contractor is an equal employment opportunity employer. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the of this section.
Proposal Format The proposal must include the following information and be organized in the following format. Each section must be succinct. 1. Company Background: Brief company business information, including name, address, telephone, fax, email and web site link of the office performing the services, current financial statement, length of time in the business, designation as a minority business if applicable, and evidence of no conflict of interest with the City of Ranson. 2. Project Staffing: Organizational chart of key personnel to be assigned to the project, knowledge/skills/abilities of the project staff related to the Experience and Capabilities section above, and priority accorded to this project relative to the existing workload of the project personnel assigned. If the company intends to subcontract with other organizations, provide descriptions of subcontractor background containing similar content as previously described. Evidence that the respondents meet the qualifications mentioned in the Qualifications section above. 3. Project Approach: Overview of the company s intended approach to project objectives and tasks. Demonstration of technical and professional experience and knowledge to undertake project approach and tasks as outlined in this solicitation and material herein. 4. Related Experience: Evidence of the company s experience in related projects using actual project examples. Each project description must contain the following: client name and contact information, description of scope of services and magnitude of projects, location, land area, cost and project schedule. Emphasis on Smart Growth, sustainability and urban redevelopment is highly desired. 5. Attachments to the proposal shall include the following: a. Resumes of key personnel and project teams b. Proof of insurance c. Company references d. Purchasing affidavit e. Drug-free workplace affidavit. 6. Sample work product is optional and may be attached.
CITY OF RANSON REQUEST FOR QUALIFICATIONS CIVIL ENGINEERING SERVICES Current Projects: Project #1: Project #2: Project #3: Project #4: Route 9 Sewer Main from Jefferson Orchard to existing Ranson sanitary sewer system and associated Lift Station(s) (design, engineering and contract administration) Powhatan Place Urban Infill Redevelopment Project (design, engineering and contract administration) Streetscape and Infrastructure Design and Engineering (design, engineering and contract administration) On call engineering and surveying services Selection Process The City of Ranson will review all proposals and select a firm or firms based on experience, approach to provision of services, innovation, availability, and costs. The City of Ranson will use its best efforts to make its decision within four weeks of advertisement closing and desires to execute a contract with the firm within two weeks of the decision to award. Subject to negotiation, the City intends to enter into a one (1) year contract with the option to renew for two (2) consecutive one (1) year periods. The City shall select the most qualified according to W. Va. Code 5G-1-3: In the procurement of architectural and engineering services for projects estimated to cost two hundred and fifty thousand dollars or more the director of purchasing shall encourage such firms engaged in the lawful practice of the profession to submit an expression of interest, which shall include a statement of qualifications, and performance data and may include anticipated concepts and proposed methods of approach to the project. All such jobs shall be announced by public notice published as a Class II legal advertisement in compliance with the provisions of article three [ 5G-3-1et seq.] A committee comprised of three to five representatives of the agency initiating the request shall evaluate the statements of qualifications and performance data and other material submitted by the interested firms. The committee will develop a short list of at least three firms which in their opinion are the best qualified to perform the desired service. Only short listed firms will be invited for oral presentations. Interviews with each firm selected shall be conducted and the committee shall conduct discussions regarding anticipated concepts and the proposed methods of approach to the assignment. The committee shall then rank in order of preference no less than three professional firms deemed to be the most highly qualified to provide the services required, and shall commence scope of service and price negotiations with the highest qualified professional firm for architectural or engineering services or both. Should the agency be unable to negotiate a satisfactory contract with the professional firm considered to be the
most qualified, at a fee determined to be fair and reasonable, price negotiations with the firm of second choice shall commence. Failing accord with the second most qualified professional firm, the committee shall undertake price negotiations with the third most qualified professional firm. Should the agency be unable to negotiate a satisfactory contract with any of the selected professional firms, it shall select additional professional firms in order of their competence and qualifications and it shall continue negotiations in accordance with this section until an agreement is reached. The City reserves the right to accept or reject any or all letters of interest at any time for any reason. Submission of, or receipt by the City of EOI s confers no rights upon the firm nor obligates the City in any manner. Assigned Point Values The evaluation criteria and assigned point values are as follows: Once the EOI s are received and have been reviewed, they shall be evaluated and ranked by an Evaluation Committee consisting of City staff. If the Evaluation Committee considers it necessary, any responding firm may be required to answer concerns or provide clarification to their submission. The City reserves the right to reject any and all EOI s, to require amendments or clarifications and to meet individually or collectively with firms that have responded. The ranking of all firms shall be made on the basis of the EOI s submitted and all other information available to the City. EOI s submitted in response to this solicitation will be evaluated based on the following criteria: 1) A Statement of the responding firm s understanding of the scope and capabilities to perform the of this solicitation and a narrative of how the firm intends to perform each of the tasks set forth, as well as any supporting information supplied to demonstrate such understanding of the. 2) Experience in the specific field that is subject to this solicitation. 3) Qualifications of the individuals assigned to the specific tasks. 4) Understanding and implementation of form-based zoning, new urbanism, sustainability and urban redevelopment principles in engineering, planning, designing, consulting and land use planning. The evaluation criteria shall be based on a total of 100 points. The evaluation criteria and assigned point values are as follows:
Evaluation Criteria Point Value Understanding the project scope 20 Approach to the performance of each task. 20 Experience in the specific field. 20 Understanding, experience and implementation of Smart Growth and sustainability principles and urban development and redevelopment.. 20 Oral Presentation.. 20 QUALIFICATION FACTOR FOR SCORING RANGE GUIDELINES QUALIFICATION FACTOR TOTAL POSSIBLE POINTS RANGE Understanding of project scope Meets minimum in certain areas in most areas Approach to the performance of each task Experience in specific field Understanding, experience and implementation of Smart Growth principles and urban redevelopment. Meets minimum in certain areas in most areas Meets minimum in certain areas in most areas Meets minimum in certain areas in most areas Oral Presentation Meets minimum in certain areas in most areas Following the ranking the EOI s submitted, up to three (3) responding firms may be requested to make a presentation to the City s Evaluation Committee. Following the presentations, contract negotiations will commence with the top-ranked firm.
Public Records All documents submitted to the City are considered public records. All EOI s and documentation shall become public information and are available for inspection during normal official business hours. The only exemptions to disclosure of information are listed in W. Va. Code 29B-1-4. Primarily, only trade secrets as submitted by a firm are the only exemption to public disclosure. The submission of any information to the City by a firm puts the risk of disclosure on the firm. The City does not guarantee non-disclosure of any information to the public. General Terms and Conditions By submitting an Expression of Interest (EOI), the successful firm agrees to be bound by all the terms contained below. Conflict of Interest: Responding firms must affirm that it, its officers or members or employees presently have no interest and shall not acquire any interest, direct or indirect which would conflict or compromise in any manner or degree with the performance or its services hereunder. The firm further covenants that in the performance of the contract, the firm shall periodically inquire of its officers, members and employees concerning such interests. Any such interests discovered shall be promptly presented in detail to the City. Prohibition Against Gratuities: Firm warrants that it has not employed any company or person other than a bona fide employee working solely for the firm or a company regularly employed as its marketing agent to solicit or secure the contract and that it has not paid or agreed to pay any company or person any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of the contract. For breach or violation of this warranty, the City shall have the right to annul this contract without liability at its discretion, and/or to pursue any other remedies available under this contract or by law. Certifications Related to Lobbying: Firm certifies that no federal appropriated funds have been paid or will be paid, by or on behalf of the company or an employee thereof, to any person for purposes of influencing or attempting to influence an officer or employee of any Federal entity, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan, or cooperative agreement. If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee or any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the firm shall complete and submit a disclosure form to report the lobbying. Firm agrees that this language of certification shall be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly. This
certification is a material representation of fact upon which reliance will be placed when this contract is made and entered into. Vendor Relationship: The relationship of the firm to the City shall be that of an independent contractor and no principal-agent relationship or employer-employee relationship is contemplated or created by the parties to this contract. The firm as an independent contractor is solely liable for the acts and omissions of its employees and agents. Firm shall be responsible for selecting, supervising and compensating all individuals employed pursuant to the terms of this EOI and resulting contract. Neither the firm nor any employees or contractors of the firm shall be deemed to be employees of the City for any purposes whatsoever. The Firm shall be exclusively responsible for payment of employees and contractors for all wages and salaries, taxes, withholding payments, penalties, fees, fringe benefits, professional liability insurance premiums, contributions to insurance and pension or other deferred compensation plans, including but not limited to Workers' Compensation and Social Security obligations, and licensing fees, etc. and the filing of all necessary documents, forms and returns pertinent to all of the foregoing. The Firm shall hold harmless the City, and shall provide the City with a defense against all claims including but not limited to the foregoing payments, withholdings, contributions, taxes, social security taxes and employer income tax returns. The firm shall not assign, convey, transfer or delegate any of its responsibilities and obligations under this contract to any person, corporation, partnership, association or entity without expressed written consent of the City. Indemnification: The firm agrees to indemnify, defend and hold harmless the City, their officers, and employees from and against: (1) Any claims or losses for services rendered by any subcontractor, person or firm performing or supplying services, materials or supplies in connection with the performance of the contract; (2) Any claims or losses resulting to any person or entity injured or damaged by the firm, its officers, employers, or subcontractors by the publication, translation, reproduction, delivery, performance, use or disposition of any data used under the contract in a manner not authorized by the contract, or by Federal or State statutes or regulations; and (3) Any failure of the firm, its officers, employees or subcontractors to observe State and Federal laws, including but not limited to labor or wage laws. Contract Provisions: After the most qualified firm is identified, and fee negotiations are concluded, a formal contract document will be executed between the City and the firm. The order of precedence is the contract, the EOI and the firm's response to the EOI. Governing Law: The laws of the State of West Virginia shall govern this contract. The firm further agrees to comply with the Civil Rights Act of 1964 and all other applicable laws (Federal, State or Local Government) regulations. Compliance with Laws and Regulations: The firm shall procure all necessary permits and licenses to comply with all applicable laws, Federal, State or municipal, along with all regulations, and ordinances of any regulating body. The firm shall pay any applicable sales, use, or personal property taxes arising out of this contract and the transactions contemplated thereby. Any other taxes levied upon this
contract, the transaction, or the equipment, or services delivered pursuant hereto shall be borne by the contractor. It is clearly understood that the City is exempt from any taxes regarding performance of the scope of work of this contract. Subcontracts/Joint Ventures: The City will consider the firm to be the sole point of contact with regard to all contractual matters. The firm may, with the prior written consent of the City, enter into written subcontracts for performance of work under this contract; however, the firm is totally responsible for payment of all subcontractors. Term of Contract: The contract will be effective on date of award and shall extend until the scope of work is complete or for one (1) consecutive twelve (12) month period. The contact may be renewed upon mutual consent for two (2) consecutive one (1) year periods or until such reasonable time as may be necessary to obtain a new contract or to complete work. Non-Appropriation of Funds: If the City has not allotted funds in any succeeding fiscal year for the continued use of the service covered by this contract, the City may terminate the contract at the end of the affected current fiscal period without further charge or penalty. The City shall give the firm written notice of such non-allocation off and as soon as possible after the City receives notice. No penalty shall accrue to the City in the event this provision is exercised. Contract Termination: The City may terminate any contract resulting from this EOI immediately at any time the firm fails to carry out its responsibilities or to make substantial progress under the terms of this EOI and resulting contract. The City shall provide the firm with advance notice of performance conditions, which are endangering the contract s continuation. If after such notice the firm fails to remedy the conditions contained in the notice, within the time contained in the notice, the City shall issue the firm an order to cease and desist all work immediately. The City shall be obligated only for services rendered and accepted prior to the date of the notice of termination. The contract may also be terminated upon mutual agreement of the parties with thirty days prior notice. Changes: If changes to the original contract become necessary, a formal contract change order will be required. Prior to any work being performed, the change order must be negotiated and approved by the City and the firm. An approved contract change order is defined as one approved by the City prior to the effective date of such amendment. NO CHANGE SHALL BE IMPLEMENTED BY THE FIRM UNTIL THE FIRM RECEIVES AN APPROVED WRITTEN CHANGE ORDER. Invoices, Progress Payments, & Retainage: The Firm shall submit invoices, in arrears, to the City at the address on the face of the purchase order labeled Invoice To pursuant to the terms of the contract. Progress payments may be made at the option of the City based on percentage of work completed if so defined in the final contract. Any provision for progress payments must also include language for a minimum retainage until the final deliverable is accepted. If progress payments are permitted, firm is required to identify points in the work plan at which compensation would be appropriate. Progress reports must be submitted to
City with the invoice detailing progress completed or any deliverables identified. Payment will be made only upon approval of acceptable progress or deliverables as documented in the firm s report. Invoices may not be submitted more than once monthly and State law forbids payment of invoices prior to receipt of services. Liquidated Damages: According to West Virginia State Code 5A-3-4(8), firm agrees that liquidated damages shall be imposed, for failure to provide deliverables at the agreed upon date identified in the final contract. This clause shall in no way be considered exclusive and shall not limit the City s right to pursue to any other additional remedy to which the City may have legal cause for action including further damages against the firm. Record Retention (Access & Confidentiality): Firm shall comply with all applicable Federal and State of West Virginia rules and regulations, and governing the maintenance of documentation to verify any cost of services or commodities rendered under this contract by the firm. The firm shall maintain such records a minimum of five (5) years and make available all records to City personnel at firm s location during normal business hours upon written request by the City within 10 days after receipt of the request. Firm shall have access to private and confidential data maintained by the City to the extent required for firm to carry out the duties and responsibilities defined in this contract. Firm agrees to maintain confidentiality and security of the data made available and shall indemnify and hold harmless the City against any and all claims brought by any party attributed to actions of breach of confidentiality by the firm, subcontractors, or individuals permitted access by the firm. Proposal Deadline: June 30, 2017 at 5:00 p.m. Postmarked submittals on or before June 30, 2017, will be accepted.
CONSULTANT INTERVIEW COMMENT SHEET AND NOTES I. GREETINGS AND INTRODUCTIONS: Company Representatives: Other comments: II. COMPANY OVERVIEW AND SERVICES: Comments: III. PROJECT COST AND MANAGEMENT METHODOLOGY: Comments: IV. EXPERIENCE AND RELATED PROJECTS: Comments:
V. SMART GROWTH AND SUSTAINABILTY EXPERIENCE, IMPLEMENTATION AND URBAN DEVELOPMENT AND REDEVELOPMENT PRINCIPLES: Comments:
CONSULTANT SCORING SHEET The evaluation criteria shall be based on a total of 100 points. The evaluation criteria and assigned point values are as follows: Evaluation Criteria Point Value Understanding the project scope.. 20 Approach to the performance of each task.. 20 Experience in the specific field. 20 Understanding, experience and implementation of Smart Growth and sustainability principles and urban development and redevelopment 20 Oral Presentation 20 Firm Name: QAULIFICATION FACTOR FOR SCORING RANGE GUIDELINES QUALIFICATION TOTAL RANGE FACTOR POSSIBLE POINTS Understanding of project scope Meets minimum in certain areas in most areas Reviewer s Score Approach to the performance of each task Experience in specific field Understanding, experience and implementation of Smart Growth principles and urban development and redevelopment. Oral Presentation Meets minimum in certain areas in most areas Meets minimum in certain areas in most areas Meets minimum in certain areas in most areas Meets minimum in certain areas in most areas TOTAL SCORE: