Full Text
City of Cody The City of Cody is seeking Statement of Qualifications (SOQ) packages from qualified and experienced individuals or firms to perform an analysis of the City’s Electric Division shop and inventory storage facilities. The Electric Division main shop and yard is located on 19th Street in Cody, WY, with additional inventory storage taking place at two off-site locations. The City is seeking an analysis of present and future needs, and the fiscal realities of maintaining, upgrading, and/or building new facilities to serve the long-term needs of Electric Division operations. A complete Request for Qualifications PDF outlining the requirements of the SOQ package can be obtained on the City’s website, by emailing Phillip Bowman, P.E., Public Works Director, at [EMAIL REDACTED], or by calling [PHONE REDACTED]. SOQ packages must be received at City Hall no later than 3:00 P.M. local time (MDT) on April 22, 2022. Dated this 22nd Day of March, 2022. Cindy Baker Administrative Services Officer PUBLISH: March 29th, 2022 April 5th, 2022 April 12th, 2022 ---PAGE BREAK--- SUMMARY The City of Cody is seeking Statement of Qualifications (SOQ) packages from qualified and experienced individuals or firms to perform an analysis of the City’s Electric Division shop and inventory storage facilities. The Electric Division main shop and yard is located at 225 19th Street, Cody, WY, and additional inventory storage takes place at the Public Works Shop site and at the Meineke Substation site. The City is seeking an analysis of present and future needs, and the fiscal realities of maintaining, renovating, expanding, and/or building new facilities to house all Electric Division operations at one single site for a twenty-five year or greater planning horizon. SOQ PACKAGES MUST BE RECEIVED BY THE CITY NO LATER THAN 3:00 P.M. LOCAL TIME (MDT) ON APRIL 22, 2022. The City of Cody reserves the right to accept or reject any or all statements of qualifications; to waive any irregularities, informalities, or defects in any documents which shall be deemed in the best interests of the City; and to negotiate a scope of work and fee proposal with any selected proponent. PROCESS The City of Cody will conduct the review, screening, and selection of a professional individual or firm to provide the services required based on the statement of qualifications received. The individual or firm is strongly encouraged to suggest or incorporate additions and/or modifications to the stated scope of the project that they believe will enhance the project outcomes. The selected individual or firm will be invited to enter negotiations to develop a final Scope of Work and Proposed Fee. If the negotiations are not successful, the City can select another individual or firm to enter negotiations at its sole discretion. STATEMENT OF QUALIFICATIONS (SOQ) PACKAGE SUBMISSION Only complete responses will be considered. A sealed envelope marked “City of Cody – Electric Division Facilities Needs Analysis” shall be submitted, and shall include five printed and bound copies of the SOQ and one USB thumb drive with a complete PDF copy of the SOQ. All materials shall be delivered by mail or in person to: City of Cody ATTN: Phillip Bowman, P.E., Public Works Director 1338 Rumsey Ave. PO Box 2200 Cody WY 82414 If further information is desired, please provide written questions only to: Phillip Bowman, P.E., Public Works Director at [EMAIL REDACTED] All written questions must be submitted prior to close of business on April 12, 2022, and responses to any questions answered will be posted on the City’s website before close of business on April 15, 2022. ---PAGE BREAK--- PROJECT BACKGROUND The City of Cody Electric Division operates from the shop building and storage yard located at 225 19th Street, Cody, Wyoming, as shown on the referenced aerial photo site plan (Exhibit The site is approximately 1.8 acres in size with perimeter fencing and secure access. The shop building is approximately 7,500 square feet with seven vehicle & equipment bays, two offices, one crew breakroom, and one unisex bathroom to serve nine staff members (one superintendent, one meter technician, one utility locator, and six crew members). The selected individual or firm will be asked to analyze the facilities from both a functional and fiscal view, and make recommendations as to whether these facilities should be renovated, expanded, completely reconstructed shop and yard at new location), or a combination thereof to meet the needs of the Electric Division for a planning horizon of twenty-five (25) years or longer. Any firm or individual interested in touring the existing facilities prior to submitting their SOQ Package must contact both Dane Austin, Electrical Superintendent, and Phillip Bowman, Public Works Director, at [EMAIL REDACTED] and [EMAIL REDACTED] respectively, to schedule an appointment in advance. Site visit times will be set for 60 minutes, and will be strictly adhered to. PROJECT GOALS The City is seeking to determine how to best meet the needs of the Electric Division, its employees, and the public now and into the future. It is believed that in order to meet current and future service demands, the current facilities will need to be renovated, expanded, and/or replaced. The goal of this project is to find a qualified individual, firm, or team to assist the City in reviewing the current facilities and possible options to determine an appropriate cost-effective manner to meet the present and future needs of the Electric Division. SCOPE OF PROJECT This project consists of identifying options and providing recommendations on the options for the City to consider in determining how to proceed. There is no predetermined correct path, but rather numerous possible options which may or may not include the ultimate path that the City will choose to pursue. In reviewing the current facilities, it appears they will need renovation, expansion, replacement, or some combination thereof to enable the Electric Division to provide electric utility service to the public in a safe, efficient, and cost-effective manner. The selected individual or firm will be asked to identify, review, and provide conceptual cost estimates for all alternatives, and provide a Recommended Alternative for the City’s consideration. The selected individual or firm must perform the following at a minimum: 1. Meet with City Staff to review study objectives and facilities, and obtain staff observations and insight on present facilities, operations, functions, and duties. 2. Conduct a field review of the subject buildings and inventory storage locations. 3. Provide a detailed analysis of the following in order to assist the City in determining the most appropriate plan to meet its future needs: a. Office space and staff work area needs. b. Operations, functions, duties, and services space needs. c. Parking, maneuvering, and inventory storage space needs. d. Mechanical, Electrical, and Plumbing system needs. ---PAGE BREAK--- 4. Provide a written summary and spreadsheet including cost evaluations and projected annual fiscal analysis of the “Do Nothing – Maintaining the Status Quo” alternative to use the existing facility, including recommended priorities and conceptual cost estimates for completion of proposed renovations, expansions, and/or upgrades. 5. Provide a written summary and spreadsheet including cost evaluations and projected annual fiscal analysis for three potential sites that the City will identify for new facilities including recommended priorities and conceptual cost estimates for buildings, utility service, vehicular access, and other site required improvements. Each site will be approximately four to six (4 to 6) acres in size, and will be located within the incorporated City limits. 6. Present the draft report and spreadsheet at a meeting with the City’s Project Team for review and comment, and present the final report and spreadsheet at a meeting with the City Council. SPECIFICATIONS FOR PROPOSAL The respondent shall submit five copies of the SOQ Package with all of the information requested. All document sheets shall be 8.5” x 11” size (standard letter) and shall be bound as a single booklet. All materials shall be submitted in a single envelope clearly labeled “City of Cody – Electric Division Facilities Needs Analysis”. In order to simplify the proposal evaluation process, the City is requesting SOQ Package documents in the following format: 1. Cover letter (maximum one page) a. Include the name, address and telephone number of your company. b. Include the name and email address of the direct contact person for this proposal. 2. Project Approach (maximum two pages) a. Describe your approach for completing the tasks identified in the Scope of Project section. b. Discuss proposed additions or modifications to the stated Scope of Project, and how these will lead to better outcomes for the City and the Electric Division. 3. Past Projects and Relevant Experience (maximum four pages) a. Current and past project experience within the last ten (10) years as it relates to the scope of this request for qualifications. b. References of other municipalities, public agencies, or organizations that your firm has prepared or assisted in preparation of work similar to that involved with this request for qualifications. c. Preference will be given to respondents who have developed plans for other electric utility service providers and/or facilities that handled large numbers and volumes of inventory items. 4. Key Project Personnel (maximum four pages) a. Identify up to four key staff members comprising the project team, including what specific role each will take in completing the project and what specific experience they have on similar projects. 5. Company Overview (maximum two pages) a. A brief description of the qualifications and experience of your firm, including overall qualifications, experience, and availability. b. Names and qualifications of outside individuals or subconsultants that will be employed to assist on the project team. 6. Project Schedule and Completion Date (maximum one page) a. Develop a project schedule and completion date based on a Kickoff Meeting occurring ---PAGE BREAK--- the week of June 20, 2022. The individual or firm shall also demonstrate the ability to commit the required time and resources to this project relative to their project backlog and other commitments. 7. Assistance required from the City (maximum one page) a. To the greatest extent possible, identify the types of information, data and assistance expected from City Staff in order to complete this project. EVALUATION CRITERIA City Staff will evaluate the qualifications of each respondent, and may make the selection based on their review of the SOQ Package materials only. At the sole discretion of the City and if there is no clear choice, a maximum of three respondents will be invited for an interview. In this case the proposals and oral interview results shall be the basis of selection. The criteria to be evaluated are as follows: • The firm or individual that is best qualified and experienced to perform the specific work identified in this request for qualifications. • A demonstrated understanding of the scope of work as outlined in the individual or firm’s Project Approach. • The experience of the project manager and key staff members. • The quality of the SOQ Package materials and adherence to the stated requirements. • Past record of performance as determined from all available information, including direct communication by the City with former clients. Factors to be considered include, but may not be limited to: experience and familiarity with similar types of projects, cost control, work quality, and completion of work on schedule. • The ability to perform work in a timely manner. • The quality of the interviews, if necessary. EVALUATION AND SELECTION SCHEDULE The anticipated schedule for the evaluation, selection, and negotiation process is as follows: April 22, 2022 SOQ Proposals Received May 17, 2022 City Staff Evaluation Complete, #1 invited to enter negotiations June 3, 2022 Scope of Work and Fee Negations Complete June 7, 2022 Professional Services Agreement approved by City Council Week of June 20, 2022 Project Kickoff Meeting ---PAGE BREAK--- GENERAL NOTES This Request for Qualifications does not constitute a contract or an offer of employment. The cost of preparation of the SOQ documents shall be the sole obligation of the consultant. All SOQ documents, whether accepted or rejected, shall become the property of the City. In all cases where an electronic spreadsheet, document, or database has been created to develop the study, the individual or firm shall provide a copy of such spreadsheet in native electronic form. The City presently uses Microsoft Excel and Word and requires spreadsheets and documents to be created in or able to be translated into those formats. All documents will be furnished on paper, and in an Adobe .pdf format. All completed work including draft reports, related documents, ancillary reports, and the final report, whether in written, video or electronic formats, becomes the property of the City at the end of the project and will be turned over to the City. Award will be made by the City of Cody City Council. The City of Cody reserves the right to accept or reject any or all proposals, to waive any irregularities, informalities or defects in the proposals, to accept any proposal in whole or in part which it shall deem to be in the best interest of the City. The City assumes no responsibility for "late proposals”. It is the sole responsibility of the individual or firm to ensure that the proposal is received at the City prior to the deadline. ASSIGNMENT The selected individual or firm shall not assign the contract or subcontract any portion of the work without the written consent of the City of Cody, nor shall the individual or firm assign any monies due or to become due to them hereunder, without previous consent of the City. CANCELLATION OF RFQ This RFQ may be cancelled. Any or all proposals may be rejected in whole or in part. SOQs that do not comply with the criteria set forth in this RFQ are subject to disqualification. INSURANCE The selected individual or firm shall provide a Certificate of Insurance meeting the City’s Contactor Insurance requirements prior to execution of a Professional Services Agreement. PAYMENT The City will develop a payment schedule based upon agreed upon milestones being accomplished, and will be negotiated with the selected individual or firm. ---PAGE BREAK---