May 24, 2017 To: From: Subject: REQUEST FOR PROPOSAL #17-02 Qualified Engineering Firms Paul A. Priestley, Capital Project Manager Request for Qualifications, Experience and Proposal for Engineering and Permitting Services for Bridge Replacements on Reston Association Pathways Reston Association (RA) is a not-for-profit 501 (c) 4 private corporation responsible for the operation and maintenance of parkland and associated recreation facilities as well as administering the protective covenants for the planned community of Reston, VA. RA is requesting information on your firm s qualifications and experience, in addition to a proposal to provide engineering services necessary to replace existing pedestrian bridges. The current bridges do not meet the Fairfax County codes/ standards, and upon replacement, must meet code. RA has over 100 bridges on a pathway system consisting of approximately 55 miles of trails. RA has completed approximately 1/3 of the necessary bridge replacements. Attached or included in this transmission are exhibits of the following: 1. A set of plans that were approved by Fairfax County for another RA bridge that was recently completed; 2. A map, showing the location of the two bridges to be done in 2017; 3. A check list used by RA to track progress of bridge installations; 4. Sample contract shall be used as the outline for the agreement and general conditions and supplementary conditions for this project. SCOPE OF WORK The selected firm will to develop plans and obtain permits for the replacement of two pedestrian bridges, RA numbers 80 and 81. The work includes: 1. Preparation of the plan set necessary to obtain permits from Fairfax County including: a. Coversheet with Location Map and Soils Map; b. Site Plan or Plat Map provided by RA (contractor will be responsible for indicating bridge locations); c. General bridge plan and elevation.
2. Providing sill support design using AB Chance helical piers, including the structural and load calculations required by Fairfax County for permitting. 3. Conducting analysis to establish the one-percent-annual-chance (100-yr) water surface elevation and design criteria, including existing bridge elevation, and proposed bridge elevation in relation to the 100-yr water surface elevation. 4. Completion of Approved RPA and Floodplain Waivers 5. Completion of Hold Harmless Form, and assist with all required forms and documents. Final deliverables: The final deliverables shall consist of six (6) copies of one profile sheet (24 x36 ) per bridge, signed and sealed by a professional engineer, and any backup hydrologic and hydraulic computations used to determine the 100-yr water surface elevation. The profile sheet deliverable shall consist of the following: Profile view of the proposed Wheeler Type Bridge (per details provided by RA), existing and proposed grades (depicting existing stream cross section grades along upstream face of the bridge) and elevations for bridge deck and 100-yr water surface elevation; Hydrologic analysis summary explaining how the 100-yr discharge was determined; Hydraulic analysis summary explaining how the 100-yr water surface elevation was determined; Any related additional notes; Design Criteria for the bridge (to be provided by R.A.); Superstructure Reaction Table (to be provided by R.A.); Professional engineer signature and seal. All Deliverables shall be also provided in the form of PDFs, in both 24 x36 and 11 x17 sheet sizes. QUALIFICATIONS AND EXPERIENCE Each firm wishing to compete for the project must submit a statement of its qualifications and experience for this type of work. This should include the following: 1. Examples of the at least three (3) similarly scaled projects for which the firm served as the primary engineer. Please include any sketches that may be informative. 2. For each project include the client name, contact information and cost of the services. COST PROPOSAL Firms should separate the costs of preparing the plan set, and the procurement of the permits. While investigating the cost of the permitting process, contractor will consider the possibility of combining the two bridges on one permit; being that they are both in close proximity and are both located on the same parcel/ lot owned by RA. Note: Cost proposals must be provided as a schedule of values for each numeric item listed above in Scope of Work.
BIDDING DATE We are requesting that all packages of qualifications and experience and cost proposals be submitted the Reston Association at 12001 Sunrise Valley Drive, Reston, VA 20191, no later than 12:00 p.m., Friday, June 16, 2017. Any questions should be directed to Paul Priestley (703-435- 6541, Paul@reston.org). BID AWARD The Bid will be awarded after review by RA staff. It is anticipated that this would take no longer than 10 working days. In the case where bids have to be clarified or negotiated, this could take up to 10 working days. Therefore the expected latest date for the Bid being awarded is July 17, 2017. BACKGROUND INFORMATION The Reston Association s Purchasing Resolution requires at least three qualified proposals for this project. The Reston Association reserves the right to pick from any of the bidders and is not obligated to pick the lowest bidder. In the case that bids exceed the budgeted amount, the Reston Association reserves the right to negotiate bids with the firm(s) with whom Reston Association chooses. Thank you for your interest in working with us. If you have any questions, please feel free to call me, Paul Priestley, at (703) 435-6541, or email at paul@reston.org.
Reston Association Architecture and Engineering Service Agreement AGREEMENT made as of the day of May in the year 2017. BETWEEN the Consultant s client identified as The Association: RESTON ASSOCIATION 12001 Sunrise Valley Drive Reston, Virginia 20191 And the Consultant: [NAME] Address City, State Zip For the following Project: Provide civil engineering for The Association and Consultant agree as follows. ARTICLE 1 SCOPE OF ARCHITECT S OR ENGINEER S SERVICES 1.1 DEFINITION The Consultant s Services consists of those described the Statement of Work attached hereto as Exhibit A. The Consultant shall provide the professional services set forth in this Agreement consistent with the professional skill and care ordinarily provided by consultants practicing in the same or similar locality under the same or similar circumstances. The Consultant shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project. 1.2 INSURANCE The Consultant shall maintain the following insurance for the duration of this Agreement. 1.2.1 General Liability $1,000,000.00 per occurrence; $2,000,000 in the aggregate 1.2.2 Automobile Liability $500,000.00 1.2.3 Workers Compensation $500,000.00 1.2.4 Professional Liability $2,000,000.00 per occurrence; $4,000,000.00 in the aggregate 1.2.5 If Consultant fails to carry insurance as required by this Agreement, such failure shall constitute a material breach of contract. 1 RA AE Service Agreement YYMMDD.PROJECTNAME
1.2.6 Consultant shall provide professional liability insurance for claims arising from the negligent performance of design services by Consultant or Consultant s agents in accordance with the coverage limits, duration and other specifics of such insurance requirements as set forth herein. 1.2.7 Prior to commencing any services hereunder and thereafter at Association s request, Consultant shall provide Owner with true and certified copies of all policies as well as any subsequent policies and endorsements, which Consultant is required to procure and maintain. All insurance company ratings must be reflected on the certificates of insurance. 1.2.8 Except for Professional Liability and Worker s Compensation, the insurance policies required herein shall list Owner as an additional insured. ARTICLE 2 ASSOCIATION S RESPONSIBILITIES 2.1 The Association shall provide full information in a timely manner regarding requirements for and limitations on the Project, including a written program which shall set forth The Association s objectives. 2.2 The Association shall designate a representative authorized to act on the Association s behalf with respect to the Project. 2.3 The Association shall provide prompt written notice to the Consultant if the Association becomes aware of any fault or defect in the Project, including errors, omissions or inconsistencies in the Consultant s Instruments of Service. ARTICLE 3 USE OF CONSULTANT S INSTRUMENTS OF SERVICE 3.1 Drawings, specifications and other documents, including those in electronic form, prepared by the Consultant and the Consultant s agents are Instruments of Service for use solely with respect to this Project. The Consultant shall be deemed the authors and owners of their respective Instruments of Service and shall retain all common law, statutory and other reserved rights, including copyrights. 3.2 Upon execution of this Agreement, the Consultant grants to The Association a nonexclusive license to reproduce the Instruments of Service solely for purposes of constructing, using and maintaining the Project. The Consultant shall obtain similar nonexclusive licenses from the Consultant s agents consistent with this Agreement. 3.3 The Association expressly agrees that the Architect may include photographic or artistic representations of the design; photographic representations of the completed work, and any other design documents or information related to the Project among the Consultant s promotional and professional materials and may also furnish such materials in connection with design publications and design awards. ARTICLE 4 DISPUTE RESOLUTION 4.1 MEDIATION 4.1.1 Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to the institution of legal or equitable proceedings by either party. 4.1.2 The Association and Consultant shall endeavor to resolve claims, disputes and other matters in question between them by mediation which, unless the parties mutually agree otherwise, shall be in accordance with the Construction Industry Mediation Rules of the American Arbitration Association currently in effect. Request for mediation shall be filed in writing with the other party to this Agreement and with the McCammon Group concurrently with the filing of a demand for legal proceedings but, in such 2 RA AE Service Agreement YYMMDD.PROJECTNAME
event mediation shall proceed in advance of legal or equitable proceedings, which shall be stayed pending mediation for a period of 60 days from the date of filing, unless stayed for a longer period by agreement of the parties or court order. 4.1.3 The parties shall share the mediator s fee and any filing fees equally. The mediation shall be held in Fairfax County, Commonwealth of Virginia. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. ARTICLE 5 TERMINATION OR SUSPENSION 5.1 If the Association fails to make payments to the Consultant in accordance with this Agreement, such failure shall be considered substantial nonperformance and cause for termination or at the Consultant s option, cause for suspension of performance of services under this Agreement. If the Consultant elects to suspend services, prior to suspension of services, the Consultant shall give seven day s written notice to The Association. In the event of a suspension of services, the Consultant shall have no liability to The Association for delay or damage caused The Association because of such suspension of services. Before resuming services, the Consultant shall be paid all sums due prior to suspension and any expenses incurred in the interruption and resumption of the Architect s services. 5.2 If the Project is suspended by The Association for more than 30 consecutive days, the Consultant shall be compensated for services performed prior to notice of such suspension. When the Project is resumed, the Consultant shall be compensated for expenses incurred in the interruption and resumption of the Consultant s services. 5.3 If the Project is suspended or the Consultant s services are suspended for more than 90 consecutive days, the Consultant may terminate this Agreement by giving not less than seven day s written notice. 5.4 This Agreement may be terminated by either party upon not less than the seven days written notice should the other party fail substantially to perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. 5.5 This Agreement may be terminated by either party upon not less than thirty day s written notice to the other party without cause. ARTICLE 6 MISCELLANEOUS PROVISIONS 6.1 This Agreement shall be governed by the law of the Commonwealth of Virginia. 6.2 To the extent damages are covered by property insurance during construction, the Association and Consultant waive all rights against each other and against contractors, consultants, agents and employees of the other for damages, except such rights as they may have to the proceeds of such insurance. 6.3 The Association and Consultant, respectively bind themselves, their partners, successors, assigns and legal representatives to the other party to this Agreement and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Agreement. Neither the Association nor the Consultant shall assign this Agreement without the written consent of the other. 6.4 This Agreement represents the entire and integrated agreement between The Association and the Consultant and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both Owner and Consultant. 6.5 Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the Association or Consultant. 3 RA AE Service Agreement YYMMDD.PROJECTNAME
ARTICLE 7 BASIS OF COMPENSATION The Association shall compensate the Consultant as follows: [THIS SECTION WILL VARY FOR EACH DIFFERENT CONTRACT. Some will be fixed price, some hourly, some monthly, etc. Options for language below.] 7.1 [FIXED FEE] Upon completion of the Services, the Consultant will be paid a fee of $ (the Not-to-Exceed Ceiling Amount ). [Upon the completion of the Services specified in this Statement of Work, the Contractor shall submit to the Association a certificate of completion and shall invoice the Association for the Not-To-Exceed Ceiling Amount.] [Consultant will invoice the Association in accordance with the following schedule: *set forth payment schedule The Consultant is not authorized to exceed the approved Not-to-Exceed Ceiling Amounts listed below unless prior written approval is received from the Association. This Statement of Work is funded at the following Not-to-Exceed Ceiling Amounts: Labor Expenses* Materials* Total *Subject to pre-approval. $XXX,XXX $XXX,XXX $XXX,XXX $XXX,XXX 7.2 The services contemplated under the Statement of Work must be completed within days of the date this Agreement is executed by all parties. 7.3 Payments are due and payable thirty (30) days from the date of the Consultant s invoice. 7.4 In the event that any proceeding is brought due to one party s breach of this Agreement, the non-prevailing party shall be responsible for reimbursing the prevailing party for all costs, fees and expenses, including reasonable attorney s fees, associated with the proceeding. This Agreement entered as of the day and year first written above. Reston Association (Signature) CONSULTANT (Signature) Cate Fulkerson, Chief Executive Officer (Printed name and title) 4 RA AE Service Agreement YYMMDD.PROJECTNAME
EXHIBIT A STATEMENT OF WORK PROJECT DESCRIPTION This agreement is to provide services associated with *Add details from received proposal 5 RA AE Service Agreement YYMMDD.PROJECTNAME