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RFQ 2012-003 General Consulting Services February 1, 2012 Sir/Madam: Sealed Qualifications will be received in the office of the Director of Budget/Purchasing, City Hall, 27 Pine Street, Lewiston, Maine 04240 on Thursday, February 23, 2012 until 4:30 p.m. from firms interested in providing professional services related to General Consulting Services for the City of Lewiston Engineering Division. The Finance Committee reserves the right to accept or reject any and all proposals. Please submit Five copies of the Qualification Packages. The proposals, if mailed should be clearly marked on the front “Request for Qualifications/Proposals for General Consulting Services, (Discipline/s)”. Faxed proposals will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- 2 City of Lewiston Department of Public Services Engineering Division Request for Qualifications/Proposals For General Consulting Services Bid #2012-003 Bid Date: February 23, 2012 INTRODUCTION: The City of Lewiston is soliciting Qualifications/Proposals, through this one document, (instead of separate documents), from consultants to assist the City, over a three year period, with various consulting services in the following disciplines; Civil Site Engineering Transportation Engineering Structural Engineering Alternative Site Evaluation and Permitting Environmental Site Assessment Materials Testing and Certification Landscape Architecture HMA Q/A Survey and CADD Geotechnical Services Materials Testing Construction Management The assignments will be task related including work in areas of: planning, site development, street, sidewalk, parking lots; water, sewer, and storm drains. The City participates in the Department of Transportation’s (DOT) Local Project Administration (LPA) Program, formerly known as the Locally Administered Protects (LAP) Program. We will be hiring consultants to assist with these programs and require that DOT and Federal Highway Administration (FHA) requirements for all phases of the projects be strictly adhered to, particularly in areas of record keeping, and field inspections. Consultants will be required to follow LPA manuals of most recent eidition. It is not the intent of the City to select one consultant to provide all of the disciplines. It is possible that there will be as many as six or more master service agreements executed with different consultants. RANGE OF SERVICES: Consulting services, in any of the disciplines, may include but are not limited to the following activities: 1. Civil Site Engineering – Survey, CADD, Design, Bid Ready Plans and Specifications, Bid assistance or any combination of the above. 2. Transportation Engineering – Peer Review of Traffic Permits, Traffic Studies, support for in house designs Involving specific transportation issues. 3. Structural Engineering - Structural evaluation of buildings, bridges and other miscellaneous structural needs ---PAGE BREAK--- 3 4. Alternative Site Evaluation and Permitting – Evaluating alternatives sites for developing; industrial park or major commercial/business center, wetland mitigation, or mining then, developing a plan representing the layout of the preferred site with cost estimates and preparing permit applications for storm water, wetland, site location, or mining. 5. Environmental Site Assessment, Phase 1 and Phase 2 Environmental Assessments, Environmental permitting, wetland delineation and mitigation. 6. Landscape Architecture – Hardscape and Streetscape Planning and Design 7. Quality Assurance Hot Mix Asphalt Inspection Services – laboratory and in place density testing. Asphalt sampling, conduct MDOT hot bituminous asphalt QA/QC program, provide construction inspection on MDOT projects in accordance with Locally Administered Projects requirements. 8. Survey and CADD Survey Street and utility Site Property CADD base map CADD Base maps Street and utility plans MDOT right of way maps Topography and grading plans Plan ready for bidding 9. Geotechnical Services – Soil strength and bearing capacity, foundation design and soil stability 10. Construction Materials Testing Services Earthwork Grain size analyses and proctor tests Moisture content and density testing Concrete Quality tests on fresh concrete Compressive stress tests 11. Construction Management Office Shop drawings, RFI’s, pay requisitions, drawdowns Field Construction inspection, specification certification, quantity verification and record keeping SCHEDULE: A tentative proposal selection schedule is as follows: Receive proposals from consultants Recommendation of Selection Review Committee Finance Committee approval Execute Contract February 23, 2012 March 12, 2012 March 19, 2012 April 2, 2012 The remainder of the schedule will be determined during negotiations with the selected consultant on a task/project basis. It is the intent of the City of Lewiston to set the duration of the Contract for three years from the time the contract is signed, with the option of renewing the contract for one year. ---PAGE BREAK--- 4 QUALIFICATION PACKAGE The qualifications submittal shall demonstrate capabilities to perform the various tasks associated with the discipline/s for which they are submitted, and address the following as a minimum: A description of the firm, including the number of employees and their discipline, philosophy on serving clients, location, years in business, etc A list of relevant projects with the name, address and telephone number of a contact person to check references Resumes of the personnel who may be assigned to this project, including relevant experience. The firm's ability to work with a client, who is using in-house personnel to do work on a project of this type The firm's current and projected workload and its ability to meet schedules Other factors that would be helpful in evaluating the consultant for this project Qualifications of sub-consultants, if any SELECTION: The process for selection of a consultant, as outlined in the tentative schedule, herein, will consist of; The Selection Review Committee, which will be comprised of; the Purchasing Agent, the City Engineer, and two staff engineers will review the qualification packages and may interview the selected consultants After the interviews, the Selection Review Committee will select consultants for recommendation to provide the services requested in the RFQ If necessary, the Selection Review Committee may elect to have a second interview with one or more of the selected consultants The Selection Review Committee may visit some of the consultant's project sites and/or talk to references The selected consultants will then be recommended, individually, for approval by the City of Lewiston Finance Committee A contract will then be entered into between the City and the Consultant for the services required under this RFQ. The Selection Review Committee will evaluate consultant’s qualifications based on the following criteria: The quality and depth of the consultant team's applicable knowledge, and experience with the selected disciplines that would be required in a municipal setting Demonstrated ability to work with and obtain approvals or permits from local, state, and/or federal agencies for the type of projects contemplated The qualifications of the personnel who will be working on the different task assignments References from related past projects. Approach of the firm to complete the work on a task by task basis. The firm's ability to maintain an appropriate and productive relationship with the City, including working on the project with in-house personnel ---PAGE BREAK--- 5 Additionally, the Consulting Engineer's Qualification Package shall discuss in sufficient detail the steps to providing the deliverables as defined by the various disciplines. This discussion shall be important to the selection process, as it relates to effective communication and coordination with the City. The City of Lewiston reserves the right to solicit information about the consultant from all sources available to the City and to request additional information from the Consultant or his/her references. Each responding Consultant will be ranked according to the City’s evaluation of his/her qualifications based on experience and other information furnished as follows: Qualifications and relevant individual experience 30 points Experience in the discipline being considered 25 points Proposed approach to accomplishing assignments 25 points Quality of proposal 20 points SCHEDULE OF COSTS Qualification packages shall include a schedule (in one separate sealed envelope) of the consultant’s hourly rates for personnel and their capacity, expected to be billed to any of the potential task assignments. A schedule of other charges (if any) shall be included along with the hourly rates. PAYMENT The consultant shall be paid based on hourly rates agreed to, with a “Not to Exceed” amount negotiated for each task as determined at the time of the task assignment. CONCLUSION: Qualification Packages will be received at the Office of the Purchasing Agent, City Building, 27 Pine Street, Lewiston, Maine 04240 until 4:30 P.M. on Thursday, February 23, 2012. The consultant shall submit five copies of the Qualification Packages, clearly marked on the front Request for Qualifications for General Consulting Services, (Discipline/s) Packages will not be opened until after the submittal deadline. If you have questions, you may contact Norman Beauparlant, Director of Budget/Purchasing(207)-513- 3140 ([EMAIL REDACTED]), or Richard Burnham, City Engineer (207) 513-3142 (ext.3415).