Request for Proposals Professional Engin

Request for Proposals Professional Engineering Services —- Lift Station April 19, 2022 The City of Belfield is seeking proposals from qualified Professional Engineering Companies to provide design services for renovation or build of a new sanitary sewer lift station to replace the East Lift Station in the City. Background The City’s East Side Lift Station needs to be redesigned and rehabilitated or replaced with a new system due to age, operator hazards and high potential for failure. Design needs to be compatible with a Supervisory Control and Data Acquisition System (SCADA) which may or may not be installed directly by an independent service company. Pursuant to its home rule charter and ordinances, the City of Belfield utilizes a competitive bidding process for its service contracts. The contract shall be granted to the lowest bidder if his bid is deemed sufficient by the majority of the members of the City Council. The lowest responsible bidder, shall be the bidder who in addition to price has the best ability, capacity, and skill to perform the contract to provide the service required, promptly or within the specified time without delay or interference. There shall also be considered character, integrity, reputation, judgment, experience and efficiency of the bidder, the quality of the performance of previous contracts, sufficiency or financial resources, and previous and existing compliance with state laws and city ordinances. The Council reserves the right to reject any and all bids. The City will provide the following information: 1. All available utility drawings and data from previous projects. 2. Assistance in obtaining other related information in City files pertaining to the project if needed. Desired Scope of Services: Consulting Engineering Services are expected to include all work necessary to provide final design including plans and specifications and bidding services. Scope of work will include: 1. Initial Site Visit and Consultations a. The Consultant shall meet with City of Belfield representatives to review project scope and complexity, design criteria, related requirements, view existing conditions, gather data from the City engineering files and previously prepared reports. Additional consultations shall, where necessary, clarify the technical requirements and objectives of the contract and may be in the form of letters, emails and/or telephone conversations. b. The Consultant shall provide documentation of meetings and data provided. c. The Consultant shall ascertain the applicability of information provided, review data for completeness, and notify the City of any additional data required. It shall be the responsibility of the Consultant to determine, by site inspection procedures, the reliability of all the existing topographic survey. If information is found to be missing, the City will determine if this information should be collected as additional work. 2. Plans and Specifications a. The consultant shall prepare construction drawings as necessary to provide for the complete reconstruction of the lift station on the existing site including connection to the existing force main and sewers. These drawings shall include all details, plans and specifications necessary for all work as required by appropriate approval agencies. b. The specification preparation shall also include appropriate sections for bidding, bonding, agreements, general and special provisions, and other appropriate contract provisions. These sections shall be developed in accordance with industry standards. c. The drawings shall include all necessary site maps, plans, elevations, sections, details, and notes as needed or necessary to adequately show, explain or describe all features of the project. 3. Cost Estimate Following the completion of the plans and specifications a quantity takeoff and a detailed itemized construction cost estimate for each individual phase of the project shall be provided. 4. Project Bidding Upon completion of plans and specifications, the consultant shall provide all documents and services to provide for bidding and award for construction. The consultant shall answer any questions brought up during bidding and attend a pre-bid conference. This design phase shall be considered complete upon award of the project following bidding. 5. Project Schedule: Tuesday, April 19, 2022 RFP Issued; Wednesday, May 4, 2022, @ 5:00 pm MST proposals due; Discussion/Selection will be at the regular City Meeting Tuesday, May 10, 2022 @ 5:00 pm MST. 6. This Request for Proposals does not obligate the City of Belfield to award a contract or complete the proposed projects. The City of Belfield reserves the right to cancel this RFP if it is considered to be in its best interest. Proposals must be clear and concise. Proposals that are difficult to follow or that do not conform to the RFP format or binding specifications may be rejected. Responding venders must include the required information called for in this RFP, Representations made within the qualifications submittal and any subsequent proposal will be binding on responding firms. The City of Belfield reserves the right to reject a proposal if required information is not provided or is not organized as directed. The City of Belfield also reserves the right to change any provision in this RFP. Nothing in this RFP obligates or commits The City of Belfield to any arrangement regarding the projects. Proposal Contents 1. FORMAT: a. Paper Submittal: Submittals should not exceed 25 printed pages, excluding the front and back covers and section dividers, and shall be with a soft bound document using 8.5” x 11 “ portrait format paper. Eight paper copies shall be submitted. b. Electronic Submittal: One electronic format copy of the submittal shall be included in the submittal on an electronic thumb drive. This copy shall be a non-editable PDF version of the paper copy. 2. PLEASE INCLUDE THE FOLLOWING INFORMATION IN YOUR PROPOSAL: a. Goals and Objectives: A restatement of the goals and objectives and the project tasks to demonstrate the responder’s view and understanding of the project. b. Experience: An outline of the responder’s background and experience with similar projects. Project descriptions shall include a list of key staff and their role. Within the experience section, the consultant should demonstrate and provide proof of competency in the following areas: • Pump station design • Installation of HDPE force mains (or water mains) • Familiarity with City of Belfield Sanitary Sewer System. c. Personnel Identify personnel to conduct the project, detail their training, and work experience. Identify how personnel proposed for this project were involved with the projects listed as experience. Identify a professional engineer registered in the State of North Dakota who will oversee the overall project. No change in personnel assigned to the project will be permitted without approval of the City. d. Knowledge of Belfield utility standards. e. Work Plan: Include a detailed work plan identifying the work tasks to be accomplished and the budget hours to be expended on each task and subtask for both roadway and utility design. The work plan shall be in spreadsheet format and shall list each task and the number of hours for each staff person on that task. The work plan shall also identify the deliverables at key milestones in the project as well as any other services to be provided by the City. The City staff intends to be actively involved with the project and status meetings held at City Hall are to be contained in the work plan in addition to any data collection or input/review meetings. f. Work Schedule: An anticipated work schedule shall also be provided. The work schedule shall identify all key milestone dates. g. References: A listing of names, addresses and telephone numbers of at least three (3) references for whom the respondent has performed similar pump station and force main design. 3. COST PROPOSAL CONTENTS: Provide, in separate, sealed envelope, one copy of the cost proposal, clearly marked on the outside “Cost Proposal” along with the responder’s official business name and address. Terms of the proposal as stated must be valid for the project length of time. The consultant must include a not to exceed total project cost, as well as subtotals for design services and bidding and any sub consultant fees. The cost proposal shall include all of the following: a. A cover/transmittal letter b. A breakdown of the hours by task for each employee. This shall be in the same format as the work plan in the Qualifications proposal with the addition of costs. c. Hourly rates for each specific employee proposed. (not general rates by category) d. Identification of anticipated direct expenses and rates for miscellaneous charges such as mileage and copies. e. Identification of any assumption made while developing this cost proposal. f. Identification of any cost information related to additional services or tasks. Include this in the cost proposal, but identify it as additional costs and do not make it part of the total project cost. g. The Consultant must have the cost proposal/cover letter/transmittal signed in ink by an authorized member of the firm. h. Include a Not to Exceed Amount substantially set forth as follows: Not to Exceed Amount. The total price to be paid by CITY for CONTRACTOR’S full and complete performance of the Scope of Work hereunder shall not exceed $ ______________ plus applicable taxes without a written and executed Amendment to this Contract. Said price shall be the total compensation for CONTRACTOR’S performance hereunder including, but not limited to, all work, deliverables, materials, supplies, equipment, subcontractor’s fees, and all reimbursable travel and miscellaneous or incidental expenses to be incurred by CONTRACTOR. In the event the CONTRACTOR incurs cost in excess of the sum authorized for service under this Contract or CONTRACTOR does not have preauthorization from the CITY as required by this Contract, the CONTRACTOR shall pay such excess from its own funds, and the CITY shall not be required to pay any part of such excess, and the CONTRACTOR shall have no claim against the CITY on account thereof. 4. EVALUATION CRITERIA AND SELECTION: a. Responses will be evaluated based on the following criteria: i. Compliance with RFP submission requirements and completeness of submission ii. Proposed fees for the project iii. Evaluation of experience in Lift Stations, sanitary sewer systems, and past projects iv. Any additional relevant information submitted 5. BONDING: Compliance with the State of North Dakota requirements for performance and payment bonds for government entities making public work contracts shall be required. 6. INSURANCE: A. Engineer shall carry insurance in the types and amounts indicated in this section for the duration of the Project, which shall include items owned by Owner”) in the care, custody and control of Engineer prior to, during construction and during the warranty period. Engineer must also complete and file the declaration pages from the insurance policies with Owner whenever a previously identified policy period expires during the term of the Agreement Between Owner and Engineer, as proof of continuing coverage. Acceptance of the insurance policy declaration pages by the Owner shall not relieve or decrease the liability of the Engineer. Engineer shall update all expired policies prior to submission for monthly payment. Failure to update policies shall be reason for payment to be withheld until evidence for renewal is provided to the Owner. B. Unless otherwise provided for in the Contract Documents, the Engineer shall provide and maintain, until the Work covered in the Agreement Between Owner and Engineer is completed and accepted by the Owner, the minimum insurance coverages in the minimum amounts as described below. Coverage shall be written on an occurrence basis by companies authorized and admitted to do business in the State of North Dakota and otherwise acceptable to Owner. Type of Coverage Limits of Liability: 1. Worker’s Compensation Statutory 2. Employer’s Liability Bodily Injury by Accident $500,000 Ea. Accident Bodily Injury by Disease $500,000 Ea. Employee Bodily Injury by Disease $500,000 Policy Limit 3. Comprehensive general liability including completed operations and contractual liability insurance for bodily injury, death, or property damages in the following amounts: COVERAGE PER OCCURRENCE Comprehensive General Liability $1,000,000 (Including premises, completed operations and contractual) Aggregate policy limits: $2,000,000 4. Comprehensive automobile and auto liability insurance (covering owned, hired, leased and non-owned vehicles): COVERAGE PER PERSON PER OCCURRENCE Bodily injury $1,000,000 $1,000,000 (including death) Property damage $1,000,000 $1,000,000 Aggregate policy limits No aggregate limit 5. The above insurance requirements are not intended to be compounded with the Engineer’s standing insurance policies. If the Engineer already has in force insurance policies which provide the required coverage, there is no need to purchase duplicate coverage for the Project. C. All policies provided by the Engineer must provide as follows: 1. that the policy shall not be canceled, limited in scope or coverage, or non-renewed until after thirty (30) days prior written notice, or ten (10) days for non-payment of premium, has been given to the Owner; 2. that the Engineer’s insurance shall be deemed primary with respect to any insurance or self-insurance carried by Owner for liability arising out of operations under the Agreement Between Owner and Engineer; 3. that the Owner, its officials, directors, employees, representatives, and volunteers are added as additional insured as respects operations and activities of, or on behalf of, the named insured performed under contract with the Owner (this provision is not applicable to the workers’ compensation policy); 4. that the workers’ compensation and employers’ liability policy will provide a waiver of subrogation in favor of the Owner. D. The Engineer must provide a certificate of coverage to the Owner prior to being awarded the contract. If the coverage period shown on the Engineer ’s current certificate of coverage ends during the duration of the Project, the Engineer must, prior to the end of the coverage period, file a new certificate of coverage with the Owner showing that coverage has been extended. ADDITIONAL INFORMATION: Upon receipt of proposals, the City will select a firm to negotiate a contract for a detailed scope of professional services. Firm selection will be based in part on experience of key personnel assigned to the project, scope of services to be provided, proposed schedule for completing said services, and the estimated cost to complete the services identified in the proposal. Proposals will be accepted until 5:00 p.m. on Wednesday, May 4, 2022. The Council will review the proposals at its Tuesday May 10, 2022, 5 p.m. Special City Meeting. It is anticipated the bid award will be announced at the special City Council Meeting, City Hall, and a professional services contract will be negotiated thereafter. The City reserves the right to reject any and all proposals. In the event that mutually acceptable terms cannot be reached within a reasonable period of time, the City reserves the right to undertake negotiations with the next most advantageous firm without starting a new selection process. All submittals shall be submitted to: Connie O’Brien, Auditor City of Belfield PO Box 5 Belfield, ND 58622 701-575-4235 EMAIL ADDRESS – (April 27, 2022) 55959