Request for Proposals Consulting Engineering Services for WCR from

Request for Proposals Consulting Engineering Services for WCR 7 from SH 56 to WCR 48 Road Improvements RFP #B0900074 I. Purpose Weld County is soliciting proposals from qualified consultants for design services for this transportation project. The project consists of approximately 2.0 miles of roadway design for existing gravel roadway. Weld County Public Works Department will manage the design and construction services. II. Scope of Services Anticipated general services include hydrologic and hydraulic evaluations, culvert design, utility potholing, roadway plan and profile, plan preparation. A. General Project Description The main goal of the project is to pave and improve portions of WCR 7 from SH 56 to WCR 48, located approximately one mile west of Interstate 25, between State Highways 56 and WCR 48. The preliminary design will include a four lane cross-section and then a two lane cross section for final design. Weld County anticipates this project will proceed to construction in 2010. B. Project Requirements General Requirements • • The consultant will be expected to provide a full range of engineering services and accept project management responsibility at all levels. All work shall be completed using the latest engineering design and construction standards or guidelines, practices, and procedures. Preliminary Design • At the preliminary design level the consultant will be required to provide detailed design plans for all components of the project. A status set of plans will be kept available to the owner for review and submittal to the appropriate agencies, utility companies, and affected property owners as needed. The plans must locate all existing utilities and structures. They must be shown both horizontally and vertically and in relation to the proposed improvements. All utility and irrigation ditch conflicts must be identified and relocation/removal plans must be coordinated through the appropriate utility or ditch companies. The consultant will be required to provide potholing services. • RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 1 of 10 • The consultant will be required to coordinate the identification of proposed right-ofway and easements, by determining where impacts outside of the existing R.O.W. are necessary. Weld County staff will complete and furnish all surveying, geotechnical soil investigations, pavement design, ownership mapping, legal descriptions and exhibits, R.O.W. Plans, and traffic counts required for this project. The consultant will be required to prepare all applications for necessary permits including ditch company agreements. The consultant must provide detailed written monthly progress reports throughout the duration of the design. The progress reports will be part of the billing submitted monthly. The consultant will be required to use HEC-2 for hydraulic modeling. A preliminary drainage report will be required for review. The drainage report shall address all historical storm water crossings as well as analysis of the roadway drainage. The consultant shall be required to provide an engineering estimate of the construction costs based on the preliminary plans. At the completion of the Preliminary Design Phase, the consultant shall provide the County with five (5) half-size sets of review plans. The plans should be approximately 75% complete. The consultant shall also be prepared to provide the County with drawings in electronic format which is compatible with Weld County’s software if requested. • • • • • • Final Design • During the final design phase the consultant will be required to provide detailed design plans for all aspects of the project. This includes roadway, irrigation channeling and protection, wetland mitigation, property restoration, drainage, erosion control, location of utilities, culvert plans and roadway cross sections. Halfsize drawings will be required and they shall be plotted on high quality paper to ensure accuracy and scale. One set of final design drawings shall be signed and stamped by a Colorado registered Professional Engineer. The consultant will NOT be required to prepare contract documents and specifications for bidding purposes. Near the completion of the Final Design Phase the consultant shall provide the County five (5) half-size sets of review plans, and the specification package. The plans should be approximately 90%-95% complete. The consultant shall be prepared to provide the County with drawings in electronic format (PDF) as well. The consultant shall receive comments from the County and other affected agencies and incorporate these comments into the final set of documents. • • RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 2 of 10 Construction Services • Services during construction will be limited to review of shop drawings, if any. Questions regarding plans and general issues. No construction management or inspection is required. C. Project Schedule (Anticipated) • • • • • • Advertisement Issued Mandatory Pre-Proposal Meeting Proposals Due at Purchasing Shortlist by Interviews Proposal Accepted by BOCC February 4, 2009. February 18, 2009 (10:00 A.M.). February 24, 2009 (10:00 A.M.) March 16, 2009. March 30, 2009. April 13, 2009. A mandatory pre-proposal meeting will be held on February 18, 2009, 10:00 A.M., at the Weld County Training Center, Room B, located at 1104 H Street, Greeley, Colorado. Consultants must attend and record their presence at the mandatory pre-proposal meeting. Proposals received from Consultants without record of presence at this meeting, will be considered noncompliant and rejected. This meeting will be the only time Consultants may ask questions pertaining to this project. Questions regarding the method of submittal will be taken by the Purchasing Department at any time, (970) 356-7225, ext. 4222. The project schedule calls for preliminary planning and design to be complete by October, 2009. Final design is slated to be complete by December, 2009 with construction to begin in June, 2010. Be advised that Weld County Centennial Center, 915 10th Street, Greeley, Colorado is a secure facility. All persons entering the building must pass through security. If you deliver your proposal you should allow enough time to arrive at the Purchasing Department at or before the established time. III. Instructions to Consultants A. Submittal Requirements Qualified consultants interested in performing the work described in this request for proposals should submit the following information to the County. 1. 2. 3. Qualifications of your firm and staff proposed to perform the work on this project. A list of similar projects completed in the last five years. Provide a scope of work and engineering cost estimate for the design and management of the project including a cost break down of hourly rates and number of hours assigned for each task of work for all personnel and sub-consultants. References from at least three other projects with similar requirements that have been completed within the past five years and that have involved the staff proposed to work on this project. As part of the reference check process, the County may choose to visit one or more of the listed projects and/or request a copy of the plans and documentation completed. A sample plan/profile sheet from a similar project should be included in each submittal. Examples should be sized 11”x17”. Detail any experience your firm has with roadway engineering. RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 3 of 10 4. 5. 6. 7. State your willingness to enter into the Weld County Standard Contract Agreement. A blank copy of the Agreement is included as part of the RFP. Limit the total length of your proposal to a maximum of 20 pages (excluding covers, dividers, and cover letter). The Purchasing Department may reject proposals received that are longer than 20 pages in length. Submit a total of four copies of your proposal. 8. 9. 10. The RFP is available electronically at www.co.weld.co.us/departments/purchasing. 11. Proposals must be received no later than 10:00 AM (Purchasing time clock), February 24, 2009 to: Weld County Purchasing Department WCR 7 from SH 56 to WCR 48 Consulting Services P.O. Box 758 915 10th St. Third Floor Greeley, CO 80632 B. Contacts Questions related to the project and procedures should be directed to: Bob Patrick, P.E. –Senior Engineer Weld County Public Works 970-356-4000, ext. 3742 rpatrick@co.weld.co.us IV. Selection Criteria and Method The Weld County Purchasing Professional Services Selection process prescribes the consultant selection criteria and method. This document is available for review in the Weld County Code, Revenue and Finance, Chapter 5, online at www.co.weld.co.us. Attached to this document for review is the Selection Criteria to be used during proposal evaluations. V. Terms and Conditions The payment for services, as described under the Scope of Services, shall be based upon hourly rates as outlined in the submitted cost schedule/estimate. The submitted cost estimate shall establish a “not to exceed” amount for the contract. Any changes in scope to the original contract will be treated as a negotiated change order to the contract. RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 4 of 10 Selection Criteria Review and Assessment Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR 2.0 QUALIFICATION STANDARD Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm completed previous projects of this type and scope? Please note that, in accordance with the Home Rule charter, Section 14-9, paragraph (3), “The County Commissioners shall give preference to resident Weld County vendors in all cases where proposals are competitive in price and quality” Here, the results of the Qualification Based Selection process shall prevail unless the County Commissioners find that a proposal of equal and comparable price, submitted by a Weld County vendor is ultimately beneficial to the county. RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 5 of 10 Reference evaluation (Top Ranked Firm) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems resolved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 6 of 10 AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT is made and entered into this day of , 2009, by and between the County of Weld, State of Colorado, by and on behalf of Public Works Department, whose address is 1111 H St., P.O. Box 758, Greeley, Colorado 80632, hereinafter referred to as “County , whose address is Department,” and ,hereinafter referred to as “Contract Professional.” WITNESSETH: WHEREAS, County Department is in need of hiring an independent contract professional to perform the following “Professional Services:” The professional services for the design of WCR 7 from SH 56 to WCR 48 Road Improvements as detailed in the Scope of Services attached hereto as ordered by County Department and WHEREAS, Contract Professional has the time available and is willing to perform the Professional Services, according to the terms of this Agreement. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. TERM: The term of this Agreement shall be from date of execution shown above, through and until completion of final design services as defined in the attached Scope of Work and as shown in the attached schedule. The term may be extended by modification of this contract as agreed to by both parties, in writing. SERVICES PROVIDED BY CONTRACT PROFESSIONAL: Contract Professional agrees to perform the Professional Services for the compensation provided below and as attached in the Scope of Work. COMPENSATION: County Department agrees to pay Contract Professional for all service performed hereunder as follows: The Professional Services shall be provided at the rates set forth in the Scope of Work and shall not exceed the maximum compensation . This fee is compensation for design services only as described in the of $ attached Scope of Work and Fee Summary. Compensation for construction services are shown in the Scope of Work with a Fee Summary as information only. Upon completion of design services, the shown construction services may be requested by the County Department to the Contract Professional. If the Contract Professional is agreeable in performing the services, the Scope of Work and Fees shown in the attached exhibits can be revised to reflect any changed construction services and/or hourly rates. A contract change order will be written to include the revised construction services and extend the term of this Agreement. All compensation amounts payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. Any additional services completed beyond those described in the Scope of Work shall be authorized by the County Department at a fee negotiated between the County Department and Contract Professional using the established hourly rates attached to this Agreement. Invoices will be paid within 60 days of being received and accepted by the County Department. 3. INDEPENDENT CONTRACTOR: Contract Professional agrees that he or she is an independent contractor and will not become an employee of County Department, nor is he or she entitled to any employee benefits from County Department as a result of the execution of this Agreement. 2. 4. INDEMNIFICATION, DESIGN AND INSURANCE: Contract Professional shall RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 7 of 10 indemnify and hold harmless County Department and Adams County, its officers and employees, against liability for injury or damage and losses, damages and expenses to the extent caused by any negligent act or omission by Contract Professional or any person or organization for whom Contract Professional is legally liable in the performance of services under this Agreement. Contract Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by Contract Professional and shall, without additional compensation, promptly remedy and correct any negligent errors, omissions, or deficiencies. Contract Professional shall maintain commercial general liability insurance in the amount of $500,000 per occurrence and errors and omissions insurance in the amount of $1,000,000. 5. NON-ASSIGNMENT: Contract Professional may not assign or transfer this Agreement, any interest therein or claim thereunder, without the prior written approval of County Department. ACCESS TO RECORDS: County Department shall have access to Contract Professional’s financial records for the purposes of audit. Such records shall be complete and available for audit 90 days after final payment hereunder and shall be retained and available for audit purposes for at least five years after final payment hereunder. TERMINATION: Either party may terminate this Agreement at any time by providing the other party with a 10-day written notice thereof. Furthermore, this Agreement may be terminated at any time without notice upon a material breach of the terms of the Agreement. In the event of termination, the Contract Professional shall supply the County Department with copies all work products completed to date, including but not limited to electronic files, reports, computations, etc. All work products completed on this project shall be owned by the County Department. TIME OF THE ESSENCE: Time is of the essence in each and all of the provisions of this Agreement. ENTIRE AGREEMENT/MODIFICATIONS: This Agreement constitutes the entire understanding between the parties with respect to the promises and covenants made therein. No modification of the terms of this Agreement shall be valid unless made in writing and agreed to by both parties. NON-APPROPRIATION: No portion of this Agreement shall be deemed to create an obligation on the part of County Department to expend funds not otherwise appropriated in each succeeding year. WAIVER OF IMMUNITIES/THIRD PARTY LIABILITY: No portion of this Agreement shall be deemed to constitute a waiver of any immunities of County Department or its officers or employees may possess, nor shall any portion of this Agreement be deemed to have created a duty of care with respect to any persons other than County Department and not a party to this Agreement. COUNTY REPRESENTATIVE: County Department will designate, prior to commencement of work, its project representative (“County Representative”) who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to County Representative. MONTHLY REPORT: Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Contract Professional is required to provide County Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 8 of 10 6. 7. 8. 9. 10. 11. 12. 13. provide any required monthly report may, at the option of the County, suspend the processing of any partial payment request. 14. ACCEPTANCE NOT WAIVER: County Department’s approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve Contract Professional of responsibility for the quality or technical accuracy of the work. County Department’s approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to County Department under this Agreement. OTHER REQUIREMENTS: The design work under this contract shall be compatible with the requirements of a separate contract between the Local Agency and the State (which is incorporated herein by this reference) for the design/construction of the project. The State is an intended third party beneficiary of this contract for that purpose. Upon advertisement of the project work for construction, the Contract Professional shall make available services as requested by the State to assist the State in the evaluation of construction and the resolution of construction problems that may arise during the construction of the project. The Contract Professional shall review the construction contractor’s shop drawings for conformance with the contract documents and compliance with the provisions of the State’s publication, “Standard Specifications for Road and Bridge Construction”, in connection with this work. 15. RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 9 of 10 IN WITNESS WHEREOF, the parties hereto have signed this Agreement this COUNTY DEPARTMENT: ATTEST: day of 2009. COUNTY OF WELD, a political subdivision Weld County Clerk to the Board of the STATE OF COLORADO: By: Deputy Clerk to the Board By: William F. Garcia, Chair Board of County Commissioners of the County of Weld CONTRACT PROFESSIONAL: By: Name: Title: SUBSCRIBED AND SWORN to before me this WITNESS my hand and official seal. Date day of , 2009. Notary Public My commission expires: RFP #0900074 WCR 7 from SH 56 to WCR 48 Page 10 of 10