REQUEST FOR PROPOSAL RFP # TOC17-001

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1 REQUEST FOR PROPOSAL RFP # TOC April 25, NW Columbia Avenue P. O. Box 183 Chapin, SC Tel.: (803) Fax: (803)

2 April 25, 2017 REQUEST FOR PROPOSAL RFP # TOC The Town of Chapin, SC solicits firms to submit proposals for a survey of approximately 1.5 acres of NW Columbia Avenue. The original and three copies (3) FOR A TOTAL OF FOUR (4) PROPOSALS, and one (1) digital copy on CD or DVD marked Topographic Study for NW Columbia Avenue Sidewalk Project RFP #TOC will be received in a sealed envelope not later than 2:00 PM, May 16, 2017, at: The Town of Chapin Attn: Chris Clauson Chapin Town Hall P.O. Box 183 (Postal Service) 157 NW Columbia Ave. (UPS or FedEx) Chapin, SC Facsimile and/or electronic proposals will not be accepted. Proposals received after the announced time and date of receipt, by mail or otherwise, will be returned unopened. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms, local, faith-based, minority-owned and female-owned are encouraged to submit a proposal. The Town of Chapin reserves the right to reject any or all of the proposals and/or to waive informalities for any or all proposals. Any proposal submitted MUST be signed by an individual authorized to bind the offeror. Page 2 of 7

3 INTRODUCTION The Town of Chapin, SC is seeking to hire a surveying firm to conduct a boundary and topographic study of the approximately 1.5 acre area that stretches over 930 feet in length on NW Columbia Avenue leading to the Chapin Town Hall Complex. The study will be used in preparation for the construction of a sidewalk connecting Columbia Avenue to the Town Hall Complex site. BACKGROUND In 2015, the Town of Chapin submitted the NW Columbia Avenue sidewalk project to Lexington County requesting C-Funds in order to extend the sidewalk from Town Hall all the way to Columbia Avenue to allow for safe pedestrian access. Upon further investigation it appears that there has not been a dedicated Right of Way established for the County maintained NW Columbia Avenue and the roadway is solely dedicated by prescriptive easement. The survey will then need to highlight not only the existing boundaries but also the Right-of- Way which should be acquired in order to ensure the project is completed on public owned property. SCOPE OF WORK 1. All structures and features of the property shall be shown in relation to the boundary of the parcels on the site. A rough outline of the survey area that stretches approximately 930 ft in length is attached (Exhibit A). 2. The survey area depicting all the structures and features shall include the area 25 feet North of the centerline of NW Columbia Avenue. The area South of the centerline of NW Columbia Avenue to the existing property boundaries needs to be captured to depict the property boundaries abutting with the CSX Railroad Right-of-Way. 3. Physical features obvious and apparent to the land surveyor, such as storm drains, sanitary sewers, power lines, water lines, gas lines and/or other underground utilities shall be shown on the survey and plotted to scale. 4. Elevations shall be shown as contour lines. Spot elevations shall be shown where necessary. Contour intervals shall be 1-foot. The vertical and horizontal error for contour lines and other physical features shall not exceed one half the contour interval. 5. An on-site benchmark shall be established with reference to MSL, North American Vertical Datum, 1988 (NAVD88) Horizontal locations shall be referenced to the South Carolina State Plane Coordinate System. 6. The survey shall be plotted to an acceptable scale. Electronic files shall be provided in AutoCAD and PDF format along with signed and sealed printed copies on 24 by 36 (Arch. D) sized paper. 7. All work shall be performed under the responsible charge of a Land Surveyor licensed to practice in the State of South Carolina. All survey work shall conform to the requirements of the Minimum Standards Manual for the Practice of Land Surveying in South Carolina. Page 3 of 7

4 GENERAL INFORMATION AND INSTRUCTIONS Procurement Process This RFP is not a bid. In the event the Town elects to negotiate a contract with the successful responsive proposer, any contract shall contain, at a minimum, the terms and conditions (or substantially the same terms and conditions) as hereinafter stated below. The Town reserves the right, in its sole discretion, to reject all submissions, reissue a subsequent RFP, terminate, restructure or amend this procurement process at any time. The final selection and contract negotiation rests solely with the Town. No direct or indirect contact with the Mayor of the Town of Chapin or Town of Chapin Council members will be allowed. If such contact is made, the Town reserves the right to reject the proposal. Questions Questions are allowed and encouraged in order to clarify the contents of this RFP or to offer any proposed changes. The Town will not accept telephone calls or visits regarding this RFP. No interpretation shall be binding unless in writing from the Town of Chapin. Requests for additional information and questions must be submitted in writing via letter or to: Chris Clauson, Zoning Administrator, Town of Chapin, PO Box 183, Chapin, SC or chris@chapinsc.com. The deadline for additional information and questions is Wednesday, May 10, 2017 at 5:00 pm. The Town may accept the scope and fee from one of the consultants from the list or negotiate with the consultants, as appropriate. The Town reserves the right to negotiate all final terms and conditions of any agreements entered into. PROPOSAL FORMAT Scope of Work Describe the consultant s approach to accomplishing the objectives stated in the RFP and identify methodology proposed. The consultant is encouraged to include suggestions and supplemental tasks which may enhance the project or streamline the scope of work and improve cost effectiveness. State your assumptions clearly. Include the decisions, products, data and corollary information that the consultant expects to be provided by Town staff. Work Program Timeline Include a timeline showing the estimated length of time for completion of the topographic study. Time estimates should be expressed in number of days/weeks without reference to a specific starting date. The timeline should identify when draft and final work products will be submitted to Town staff. Statement of Qualifications and Relevant Experience Include any related supplemental information concerning key personnel or team experience which may be relevant. Please identify the project manager and principal contact to be assigned to the project (it is strongly preferred that they are one and the same person.) Page 4 of 7

5 Contract Information Contract agreements will be finalized between the Town and the consultant following completion of the selection procedure. A payment schedule will be negotiated at that time. Signature The proposal shall be signed by an official who is authorized to bind the consulting firm and shall contain a statement which guarantees that the proposal/cost estimate is valid for ninety (90) days. References List no less than three (3) reference clients for whom similar or comparable services have been performed. Include the name, mailing address and telephone number of the primary contact person. Cost Summary The cost summary shall be submitted in a separate sealed envelope. All costs should reflect not to exceed figures. Fee schedules, including hourly rates for the prime consultant and all sub consultants, meetings and reproduction costs, should accompany the cost summary. Insurance Requirements The successful respondent will be required to maintain current insurance for the duration of the project. Insurance policies shall be maintained for Errors and Omissions, General Liability, Automobile, and Workers Compensation. Licensure The successful respondent shall possess all required licenses for the practice of Land Surveying and shall be in good standing with SCLLR. The individual is responsible charge of the project should be a licensed Professional Land Surveyor in the State of South Carolina. The firm shall possess a current Certificate of Authorization for the practice of Land Surveying in the State of South Carolina from SCLLR. PROPOSAL SUBMITTAL Four (4) labeled copies of the proposal (one original copy and three (3) hard copies plus a digital copy) with separate sealed and labeled envelope containing the cost estimate and fee schedules must be received by Town Hall office, Attn: Zoning Administrator (157 NW Columbia Avenue, Chapin SC 29036) no later than 2:00 pm on Tuesday, May 16, Late postmarks will not be accepted. The Town of Chapin will not pay for any costs incurred by any consultant resulting from the preparation or submittal of a proposal in response to the RFP. The Town reserves the right to modify or cancel in part, or in its entirety, the RFP. The Town reserves the right to reject any or all proposals and to waive any defects and/or informalities. SELECTION PROCESS The Town will use a combination of objective and subjective criteria to determine each consultant s suitability to perform this work. Evaluation criteria for the proposals are as follows: 1. Successful experience with similar types of projects (30%) 2. Previous project references (15%) 3. Quality of the proposal and understanding of the work to be completed (10%) 4. Project team and key personnel qualifications (30%) 5. Proposed time schedule (10%) Page 5 of 7

6 6. Budget (5%) The Town s selection committee will review all proposals based on the above stated criteria. It is the intention of the Town of Chapin to negotiate a contract with the consultant whom the Town determines to be best suited to accomplish the Scope of Work. The Town of Chapin reserves the right to reject any late or incomplete submission, and all proposals for whatever reason. PUBLIC OPENING Proposals will be publicly opened at 2:00 o'clock p.m. on Tuesday, May 16, 2017 at 157 NW Columbia Ave., Chapin, SC Cost information will be opened during the evaluation process by the Town. No costs will, however, be disclosed at the public opening. Page 6 of 7

7 Appendix A: Page 7 of 7

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