City of O Fallon Project Management

Transcription

1 City of O Fallon Project Management Request for Qualifications 2018 Storm Water Improvements Projects Design December 2017 RFQ#

2 REQUEST FOR QUALIFICATIONS FOR ENGINEERING SERVICES In compliance with Missouri Revised Statutes, the City of O Fallon is seeking qualifications for professional engineering services related to the preparation of construction plans, specifications, bidding documents and other related items for General Engineering Services on Stormwater Improvement based projects, including the following: Project Name Type Construction Budget Winghaven / Hawk Run Piping/Grading $125,000 Sundance Dr. Piping/Grading $98,000 Carriage Hills / Rockaway Dr. Piping/Grading $75,000 On-call Stormwater Engineering Services Varies TBD These numbers above are based on the City s proposed budget and are subject to change. The construction numbers, too, are estimated and will be the basis on a future budget request. Final design should attempt to develop the most economical solutions. A more detailed description of each projects along with project maps are contained in Attachment A of this Request for Qualifications. Drawings are considered conceptual and are subject to change pending plan development. Concept Memos were prepared by internal City staff as an initial review of the projects and their proposed solution. The recommendations on these memos may or may not adequately solve the problem. These projects are anticipated to be constructed in The firm will be required to have semi-accurate construction estimate numbers put together in July 2018 for the initial budget preparation for SUBMITTAL / QUESTIONS Sealed Statements of Qualifications (SOQ) must be received by the City of O Fallon, Missouri; Purchasing Office, 100 North Main Street; O Fallon, Missouri prior to 12:00 P.M. (central time) on January 12, Each SOQ shall consist of one (1) original (identified as such) and one (1) electronic copy on CD (no flash/thumb drives) of the complete SOQ. The file submitted on CD shall include all attachments and signatures, where applicable. It is the responsibility of the proposer to ensure that their SOQ is received in the Purchasing Office, prior to the deadline. Companies mailing SOQ s should allow ample mail delivery time to ensure timely receipt of their proposals. SOQ s received after the deadline for receipt of proposals will not be opened or considered. Responses to all the requirements of this RFQ in the formats requested are required, with all questions answered in as much detail as practicable. The Proposer s response is to demonstrate an understanding of the requirements. SOQ s must provide a straightforward, concise description of the Proposer s ability to meet the requirements of the RFQ. Each Proposer is solely responsible for the accuracy and completeness of its SOQ. SOQ s must be clearly identified as an RFQ for the City of O Fallon, Missouri RFQ # Storm Water Improvement Projects Design and shall show such information on the outside of the SOQ packet. SOQ s will not be accepted by facsimile or transmittal. Do not staple or submit SOQ in any type of binder; binder clips are acceptable.

3 Proposers may use mail or courier service at their own risk. The City will not be liable, responsible, or open any late delivery of Responses. SOQ s shall be submitted to: Julie Moellering, Purchasing Agent 100 North Main Street O Fallon, MO (636) jmoellering@ofallon.mo.us See the table further in this RFQ for submittal date. All questions should also be sent to: Ben von Harz, Project Manager 100 North Main Street O Fallon, MO (636) bvonharz@ofallon.mo.us

4 QUALIFICATIONS A maximum of 10 pages should be included, not including E-Verify documentation. Qualifications are not limited to, but should include the following: 1. The specialized experience and technical competence of the firm with respect to the type of services required including, but not limited to: a. A brief description of the firm b. A list of key personnel to be involved in the work and any experience or expertise they have related to the type of work being requested, and the role those key personnel will fulfill in the project c. This summary should include the same information as to specialized experience and technical competence, as well as firm description and key personnel information, for any and all associated or sub-consultants anticipated to be involved in providing services on the project on behalf of the firm 2. The capacity and capability of the firm (or firms) to perform the work in question, including specialized services, within the time limitations fixed for completion of the project including, but not limited to: a. It is understood that some firms do not employ all necessary in-house professional disciplines to accomplish a given project. A description of any arrangements/joint ventures that will be made with any other firm should be included b. Provide a list of the firm s current projects, completion schedule, and percent completed c. The firm should be able to state if these deadlines can be met. 3. The past record of the performance of the firm (or firms) with respect to such factors as control of costs, quality of work, and ability to meet schedules including, but not limited to: a. A listing and description of similar projects that have been completed by the firm in the past 3 years b. As a minimum, please include a list of the last five to ten similar projects completed by your firm, engineer's estimated cost of construction, low bid, final construction costs and owner contact information (address, phone number and contact person for the agency) c. The estimated schedule for completion of the design requirements of this project d. Include a brief discussion of the firm s project approach and scope. Highlight any practical design and creative processes utilized in solving project problems to provide quality control and reduce construction costs on past projects e. Include a description of the firm s processes that affect and control the project schedule such as coordination with outside agencies (utility companies, permitting agencies, etc.) 4. The firm s proximity to and familiarity with the area in which the project is located including, but not limited to: a. Confirm the firm s sensitivity to citizen concerns and the need for sharing project information with the public and elected officials b. With regard to the familiarity of the firm with the project, include a discussion explaining the benefit the City of O Fallon would gain by selecting the firm with regard to both the firm s anticipated technical approach on this project and overall participation as a project team member. 5. The state statute requires firms to include an Affidavit of Compliance and a copy of the E-Verify MOU with their letter of interest for all firms submitting qualifications. A clean, legible, active copy of each should be included with the submittal.

5 GROUPING It is anticipated to group these projects together in order to have one firm on the multiple projects. Below is the grouping schedule Group 1 Winghaven / Hawk Run Sundance Dr. Carriage Hills / Rockaway Dr. Group 2 On-call Stormwater Engineering Services Type Piping/Grading Piping/Grading Piping/Grading Type Varies The grouping is intended to keep projects with similar tasks combined. Firms may submit interest on one or more of the groups. Firms will be scored for each group submitted for. Firms will not be docked for groups not submitted towards. Therefore if a firm only wants to submit for Group 1, then they will only be scored and evaluated as a Group 1 contender. Firms submitting for all group projects should evaluate their own schedules to ensure compliance with the contract schedule. Firms will be penalized points by the review committee if performance does not appear to be viable. It is possible that the same firm will be awarded more than one group. The City reserves the right to make this determination. It is preferred that a firm that submits for a group has the complete in-house ability to perform the engineering analysis and design. Firms will be docked points if they have to have a sub-consultant do the evaluation and/or design. Other sub-consultants such as surveyors, title companies, and testing agencies will not count against possible points received. SELECTION PROCESS Proposals received will be evaluated by a review committee of the City s staff for adequacy of content for the items noted above. The competency of all firms (including applicable subcontracted firms) will be reviewed and ranked for each Group submitted for. The committee will rank the firms and select the firm that they believe to be the best qualified and capable of performing the desired work. The City will then begin contract negotiations and detailed determination of the scope of services with the highest ranked firm. If the City is unable to negotiate a satisfactory contract with the firm selected, negotiations with that firm shall be terminated and the City will begin negotiations with another qualified firm. The City does reserve the right to reject any or all responses, to request interviews or further information, or to cancel the project. A selection criteria form (worksheet) is included as Attachment C for your information. It will be necessary to use the design services agreement (a/k/a Engineering Services Contract, or ESC) included as Attachment B for this project. If one firm is selected for multiple groups, a single contract will be utilized.

6 ANTICIPATED SCHEDULE Below is the tentative anticipated schedule of this project. All dates are considered approximate. Contract Schedule December 21, 2017 January 12, 2018; 12pm January January February 8, 2018 Mid - Late February 2018 RFQ s Issued RFQ s Due Selection committee ranks design firms based on qualifications Negotiate scope of work and price City Council Meeting for ESC Approval/Budget Approval Notice to Proceed on Design Design of Group Projects May 4, 2018 Conceptual (30%) Plans due / Easements identified June 15, 2018 Preliminary Plans Due (75%) / Easement Documents due July 13, 2018 Solid Construction Estimates Due (for budgeting in 2018) September 1, 2018 Specifications Due for review December 1, 2018 Final PSE Due 1 st / 2 nd Quarter 2019 Bidding

7 Attachment A It should be noted below that these descriptions of the project and the expectations of the firm are considered general at this time. The final scope of services will be detailed out under Exhibit A, Part 1 of the ESC. However this list provides a basic understanding of the expectations for the purpose of the RFQ. Winghaven / Hawk Run Dr. Background/Problem The residence at 629 Hawk Run Dr. experiences yard flooding that threatens the structure during heavy rain events. The flooding is contributed to the grading and lack of proper infrastructure. Permit Issues Land Disturbance permit may be required depending on proposed improvements; if disturbed area is over 1 acre then it is required. Utility Issues Typical subdivision utilities (phone, cable, electric, water, and sewer) Other Issues The nearby storm infrastructures in the area are shallow and a couple properties away Other Requirements Private inlets/pipes are good, but not something the City pays for. All infrastructures should be public. All proposed infrastructure should remain within existing easement. New easements should be identified early. Conceptual Solution Add storm water piping and grade as necessary Firm Requirements Topo survey the yards and check drainage areas. Lidar data can be provided for higher level review, but topo should be used for design of improvements. Run hydraulic calculations on the storm sewer using the City requirements and PI factors. Develop PSE on these improvements. Develop easement exhibits and legal descriptions for all permanent easements. Any potential permit costs will be absorbed by the Firm Sundance Dr Background/Problem The residence at 2415 Sundance Dr. reports structural flooding during heavy rain events. Neighboring yards are hold storm water as well. Permit Issues Land Disturbance permit may be required depending on proposed improvements; if disturbed area is over 1 acre then it is required. Utility Issues Typical subdivision utilities (phone, cable, electric, water, and sewer) Other Issues Area in rear yards and may be difficult to access. Other Requirements Private inlets/pipes are good, but not something the City pays for. All infrastructures should be public. All proposed infrastructure should remain within existing easement. New easements should be identified early. Conceptual Solution Add storm water piping and grade as necessary Firm Requirements Topo survey the yards and check drainage areas. Lidar data can be provided for higher level review, but topo should be used for design of improvements. Run hydraulic calculations on the storm sewer using the City requirements and PI factors. Develop PSE on these improvements. Develop easement exhibits and legal descriptions for all permanent easements. Any potential permit costs will be absorbed by the Firm

8 Carriage Hills / Rockaway Dr. Background/Problem The residence at 114 Rockaway Dr. is experiencing flooding in their rear yard during heavy rains, as well as several yards experiencing erosion from the flooding. Permit Issues Land Disturbance permit may be required depending on proposed improvements; if disturbed area is over 1 acre then it is required. Utility Issues Typical subdivision utilities (phone, cable, electric, water, and sewer) Other Issues Heavy off-site flow coming from another property outside of the City limits. Other Requirements Private inlets/pipes are good, but not something the City pays for. All infrastructures should be public. All proposed infrastructure should remain within existing easement. New easements should be identified early. Conceptual Solution Add storm water piping and grade as necessary Firm Requirements Topo survey the yards and check drainage areas. Lidar data can be provided for higher level review, but topo should be used for design of improvements. Run hydraulic calculations on the storm sewer using the City requirements and PI factors. Develop PSE on these improvements. Develop easement exhibits and legal descriptions for all new permanent easements, as needed Any potential permit costs will be absorbed by the Firm On-call Stormwater Engineering Services Background/Problem Throughout the year various stormwater related issues may arise and an engineering firm is needed to analyze and report on an issue. Depending on the severity of the project the firm may be required to develop improvement plans. Permit Issues Land Disturbance permit may be required depending on proposed improvements; if disturbed area is over 1 acre then it is required. Utility Issues Typical subdivision utilities (phone, cable, electric, water, and sewer) Other Issues Access to the rear of the residences may be difficult Other Requirements Private inlets/pipes are good, but not something the City pays for. All infrastructures should be public. All proposed infrastructure should remain within existing easement. New easements should be identified early. Conceptual Solution Analyze stormwater concern and provide an report on the concern Firm Requirements Research pipe system. Use as-built drawings as a resource. Lidar data can be provided for higher level review. Topo survey may not be required for the proposed solution. The Firm should identify if this is required. Run hydraulic calculations on the storm sewer using the City requirements and PI factors. Develop PSE on these improvements, as directed by the City. Develop easement exhibits and legal descriptions for all new permanent easements, as directed by the City.

9 Overall Requirements The firm will be expected to have easement documents prepared by a surveyor for the City to perform the acquisition of all easements and private agreements, as needed. This would include exhibits and legal descriptions for all permanent easements and shall be signed / sealed by a licensed Land Surveyor. The firm will be expected to submit plans or other calculations and reports for City review and address comments provided by City staff. Each project under a group could be its own separate project (its own set of plans and bid documents). It is anticipated to bid for construction either as individual projects or as a group of projects. Determination of how the projects will be bid for construction will be made during scope negotiations. Ultimately the firm will prepare final bid documents (plans, specifications, and a final construction estimate) for the City to bid to contractors. All plan sets shall be prepared on 11x17 sized paper. Final deliverables to the City include one original set of plans and specs (per project). Additional Services It is possible that the City will retain the services of the firm to assist in the pre-bid meeting (if applicable) and the bid review/recommendations. It is possible that preconstruction attendance and review of shop drawings/submittals will be needed. This will be determined during scope negotiations. Services not Anticipated for the Firm The City will conduct all easement acquisition. The City will administer bidding, including making copies of all plans and specs for potential bidders. The City will host the open houses at City Hall (if needed) The City will coordinate with utility companies throughout design and construction process The City will perform construction inspection with City inspectors

10 Winghaven / Hawk Run Dr.

11 Sundance Dr.

12 Carriage Hills / Rockaway Dr.

13 Attachment B Below is a sample copy of the City s professional services agreement. The firm selected is expected to execute this contract with the City.