PROFESSIONAL TEMPLATE
REVISED April 16, 2014
RFP # 14-9592-4CE
April 18, 2014
REQUEST FOR PROPOSAL
ANNUAL ENGINEERING SERVICES AGREEMENT
WATER AND SEWAGE PUMPING STATIONS
DEPARTMENT OF PUBLIC UTILITIES
COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provide professional engineering services on an annual basis for the design of improvements for various water and sewer facility improvements and for water and sewer modeling for the County of Henrico, in accordance with the enclosed specifications. The submittal, consisting of the original proposal and five (5) additional copies marked, "Engineering Services, Water and Sewer Pumping Stations ", will be received no later than 2:00 p.m., May 9, 2014, by:
IN PERSON OR SPECIAL COURIER U.S. POSTAL SERVICE
County of Henrico County of Henrico
Department of Finance Department of Finance
Purchasing Division OR Purchasing Division
1590 E. Parham Road P O Box 90775
Henrico, Virginia 23228 Henrico, Virginia 23273-0775
RFP and any addenda are available on the County of Henrico Purchasing website at http://www.co.henrico.va.us/purchasing/ To download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to:
Time is of the essence and any proposal received after 2:00 p.m., May 9, 2014, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all
responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or
all proposals submitted.
The awarding authority for this contract is Henrico County Board of Supervisors.
Technical questions concerning this Request for Proposal should be submitted to Carolyn Efford at
no later than April 23, 2014.
Very truly yours,
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Director
Carolyn L. Efford, CPPB
Procurement Supervisor
l
804-501-5688
1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775
(804) 501-5660 FAX (804) 501-5693
I. INTRODUCTION:
The purpose and intent of this Request for Proposal (RFP), is to solicit proposals from qualified engineering firms for the design of improvements for various water and sewer facility improvements and for water and sewer modeling for the Department of Public Utilities.
II. BACKGROUND:
A. Projects that are assigned to the Engineer will include water pumping stations, sewage pumping stations, pump replacement, SCADA, water tank design, water tank painting, pressure reducing valves, facilities inspections and reports, electrical improvements, design for ancillary facilities such as emergency generators, and for water modeling (InfoWater) and sewer modeling (InfoSWMM). Projects will include those identified in the Capital Improvements Program as well as projects created by emergency conditions.
B. The engineering fees shall be determined for each project at the time of assignment based on the hourly rates as provided for in the contract that is awarded pursuant to this Request for Proposal.
C. The engineering services that are described above require similar experience and expertise. The contract term will be limited to one year or when the cumulative total project fees reach the maximum amounts described below. The contract term will be one year and may be renewed for up to two additional one-year terms at the option of the County. Fees shall not exceed $300,000 for any single projects or a total of $1,500,000 in any one-year term of the contract. The award of this contract shall be to one Offeror.
D. Work assignments shall be on an “As Needed” basis. HENRICO COUNTY RESERVES THE RIGHT AT ALL TIMES TO PERFORM WORK IN-HOUSE OR TO AWARD PROJECTS BASED ON A SEPARATE REQUEST FOR PROPOSAL
E. Payments for this service per contract period are shown below:
$304,923.00 7/01/11 - 06/30/12
$637,992.00 701/12 - 06/30/13
$866,277.12 7/01/13 - 04 15/14
III. SCOPE OF SERVICES:
The Engineer shall provide all supervision, labor, material and equipment necessary to provide the following:
A. The Engineer shall perform professional engineering services as hereinafter stated which includes normal engineering services, necessary field surveys and topographic and utility mapping for design purposes, application for necessary permits and regulatory approvals, and environmental work necessary to obtain environmental permits required for project construction.
B. The engineer represents that all tasks will be performed in accordance with generally accepted professional standards. The Engineer further represents that it will provide the County the best possible advice and consultation within Engineer’s authority and capacity as a professional engineer.
C. The Engineer will comply with the regulations, laws, ordinances, and requirements of all governmental agencies as applicable.
D. The Engineer shall furnish all labor, materials, equipment, and technical and professional services required for performing the work including, but not necessarily limited to the following services:
1. Consult with the COUNTY to determine its requirements and to review available data in possession of the COUNTY concerning the proposed projects. After reviewing the preliminary data and reports, identify and evaluate alternate or modified solutions available to the COUNTY. After consultation with the COUNTY, recommend to the COUNTY those solutions available, which in Engineer’s judgment meet the COUNTY’s requirements for the project. Present Engineer’s recommendations in a preliminary design memorandum that includes, as appropriate, schematic layouts, sketches, conceptual design criteria, construction methods and materials, and opinion of probable construction costs.
2. Prepare and submit preliminary construction plans in accordance with DPU Standards and applicable federal, state and local regulations. Preliminary Design Documents shall include final design criteria, preliminary drawings, and written descriptions of the project. Submit preliminary estimate of construction costs.
3. Prepare final construction plans, easement plats and, where necessary, contract documents. Contract documents will only be required when the project is to bid. Contract documents shall include bid forms, notice to bidders, instructions to bidders, advertisement, bid proposal, contract forms, bonding and insurance requirements, and technical specifications.
4. Assist the COUNTY in obtaining approvals and permits as necessary to comply with applicable federal, state, and local regulations.
5. Provide environmental site assessment, wetland determinations, etc. as appropriate or required for each project.
6. Prepare revised cost estimate based upon final construction plans.
7. Provide plans as needed in digital format (AutoCad, .tif, .pdf).
8. The Engineer shall assist in the bidding of the project for construction to include providing required documents for bidding, preparation of addenda, evaluation of bids and recommending contract award. The Engineer will provide for the distribution of bid documents for construction. For bids that are electronically posted on the County’s web portal the Engineer shall be responsible for uploading bid documents and addenda. The Engineer will provide the construction contract documents in accordance with County requirements for contractor execution.
9. Optional Services will be negotiated, as they are needed for each project as follows:
a. Assist the COUNTY on an as needed basis in obtaining bids for each project using the County e-bid system. Evaluate bids and recommend award.
b. Provide construction staking.
c. Consult with and advise the COUNTY on an as-needed basis during construction.
d. Review and approve shop drawings and samples.
e. Prepare Operations and Maintenance (O & M) Manuals.
f. Prepare record drawings.
E. The type of Work that may be assigned is described below. The examples are work tasks previously assigned to the annual services contract. Future projects that may be identified would be similar to those listed below.
1. To provide plans and specifications for replacement of existing 200 horsepower and 350 horsepower AFD type variable speed pump drives for sewage pumping stations.
2. To provide a condition assessment and develop contract documents for elevated water storage tank repainting including miscellaneous repairs and improvements.
3. To provide for pumping stations plans and contract documents for standby power facilities with an effective capacity of 500 kW. Project will include new generator building with generator, ATS and new station power feeder from DVP; fuel conditioning equipment; and above ground fuel storage tank.
4. For Water Pumping Station and Tanks, provide a conceptual site layout necessary for property acquisition. Prepare plats.
5. For Sewage Pumping Station, provide plans and specification for improvements to the wet well inlet system. This task includes developing a Preliminary Design Report, completion of construction documents, bidding assistance and construction phase services.
6. Analyze sewer system capacities in various service areas. The work includes conducting sewer systems analysis, developing a sewer model, running the model and analyzing the results. Prepare a report summarizing findings and recommendations.
IV. COUNTY RESPONSIBILITIES:
A. The County will designate an individual to act as the County’s representative with respect to the work to be performed under this contract. Such individual shall have the authority to transmit instructions, receive information, and interpret and define the County’s policies and decisions with respect to the contract.
1. The County will provide an engineering contact person from the Department of Public Utilities to assist in the coordination of the Offeror’s tasks for the duration of the Contract Work.
B. The following information will be available to the Offeror at the Department of Public Utilities offices located at 4301 Parham Road. Visits shall be scheduled with Mr. Ralph Claytor at (804) 501-4514.
1. Water and Sewer Facilities Plans
2. DPU Standards
V. PROJECT SCHEDULE or ANTICIPATED SCHEDULE: SAMPLE
The following represents a tentative outline of the process currently anticipated by the County:
° Request for Proposals distributed April 18, 2014
° Advertised in newspaper April 20, 2014
° Receive written proposals May 9, 2014, 2:00 p.m.
° Conduct oral interviews with Offerors May 21, 2014
° Negotiations completed JUNE 2014
° Contract/installation begins JUNE 2014
VI. GENERAL CONTRACT TERMS AND CONDITIONS:
A. Annual Appropriations
It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for the Contract.
B. Award of the Contract
1. The County reserves the right to reject any or all proposals and to waive any informalities.
2. The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing office the contract documents and any other forms or bonds required by the RFP.
3. The Contract resulting from this RFP is not assignable.
4. Notice of award or intent to award is posted on the Purchasing Division website: http://www.co.henrico.va.us/genserv
C. Collusion
By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.
D. Compensation
The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.
E. Controlling Law and Venue
The Contract will be made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.
F. Default
1. If the Successful Offeror is wholly responsible for a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail in any way to perform as specified herein), the County may consider the Successful Offeror to be in default. In the event of default, the County will provide the Successful Offeror with written notice of default, and the Successful Offeror shall provide a plan to correct said default within 20 calendar days of the County’s notice of default.
2. If the Successful Offeror fails to cure said default within 20 days, the County, among other actions, may complete the Contract work through a third party, and the Successful Offeror shall be responsible for any amount in excess of the Contract price incurred by the County in completing the work to a capability equal to that specified in the Contract.
G. Discussion of Exceptions to the RFP
This RFP, including but not limited to its venue, termination, and payment schedule provisions, shall be incorporated by reference into the Contract documents as if its provisions were stated verbatim therein. Therefore, Offerors shall explicitly identify any exception to any provisions of the RFP in a separate “Exceptions to RFP” section of the proposal so that such exceptions may be resolved before execution of the Contract. In case of any conflict between the RFP and any other Contract documents, the RFP shall control unless the Contract documents explicitly provide otherwise.
H. Drug-Free Workplace to be Maintained by the Contractor (Va. Code § 2.2-4312)
1. During the performance of this Contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.