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NOTICE OF REQUEST FOR PROPOSAL FOR GEOLOGIC CONSULTING SERVICES June 16, 2020 MILLCREEK PLANNING DEPARTMENT Issue Date: June 16, 2020 Submittal deadline: June 16, 2020 Millcreek City Hall 3330 South 1300 East Millcreek, Utah 84106 Planning Department Attention: Jennifer Smith, PE – Planning Engineer ---PAGE BREAK--- 1. Introduction. Millcreek (the “City”) is requesting proposals (“Proposals” or “Responses”) from qualified proposers (“Proposers” or “Consultants”) to provide Geologic review and consulting services for the City (the “Services”). 1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this Request. 2. Background and Description of Services. The City was incorporated on December 27, 2016. The City has over 67,000 residents and is located just to the south of Salt Lake City and South Salt Lake City. The City is predominantly developed with a mix of residential, commercial, and light industrial zones. In recent years the City has experienced considerable growth through redevelopment. The City is in need of a broad scope of Services to provide review and consulting on Geologic Hazards within the City, and to assist City staff in ensuring that geologic hazard studies completed by developers (“Applicants”) geologists, are in compliance with the City’s Geological Hazards Ordinance (see Millcreek Code 19.75). This includes reviewing geologic hazard reports as required by Millcreek Code and providing recommendations to staff and the Millcreek Planning Commission, subject to the requirements of Section 19.75.070 of the Millcreek Code, when requested. A more detailed description of the Services is set forth in the attached exhibit. 3. Proposal Requirements. One PDF file via email and three hard copies of the Proposal are required to be submitted no later than 5:00 p.m. local time on July 7, 2020. Proposals must be sent and received at the addresses below: Jennifer Smith, PE, Planning Engineer Millcreek 3330 South 1300 East Millcreek, Utah 84106 [EMAIL REDACTED] Any response, modification, or amendment received after the due date and time is late. No late response, modification, or amendment will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 3.1. Introductory Letter. An introductory letter expressing an interest in providing the Services should be included. The introductory letter should be addressed to: Jennifer Smith, PE, Planning Engineer Millcreek 3330 South 1300 East Millcreek, Utah 84106 [EMAIL REDACTED] Include an e-mail address for the primary contact of the Consultant. ---PAGE BREAK--- 3.2. Qualifications. Describe, in sufficient detail, the Proposer’s experience and qualifications that are relevant with respect to the Services. The successful Consultant is responsible to maintain all applicable licenses necessary to complete the Services. Proposers must have Licensure as a Professional Geologist in the State of Utah, and thorough knowledge of the geology in Utah. Generally, development and construction activities are not equally distributed throughout the year. The successful Consultant must be capable and willing to meet all deadlines during any given week, and attend public meetings as requested by staff. The successful Consultant must demonstrate ability to meet the insurance requirements described in the attached exhibit. 3.3. Project Team. Describe, in sufficient detail, the project team including an organizational chart of your project team. Delineate the time commitment and specific role for the Principal-in-Charge. Describe any other supportive resources that are available for the success of this project. 3.4 Approach. Provide a methodology/work plan to accomplish the Services. Explain how your firm will coordinate/communicate with City staff. Identify (explicitly) your firm’s protocol for managing budget and keeping the City informed of any potential changes to scope by providing periodic updates. 3.5. Cost. Provide a detailed fee schedule that will be applicable to all charges (time, material, travel, overhead, and mark-up) for the fiscal year ending June 30, 2021 for the Services. For purposes of estimating cost, please provide an hourly rate for services. 3.6. References. Include the name, address, and contact person of at least three government agencies with which the Proposer has provided similar type Services. The City may contact such references. 4. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Services. 5. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by a selection committee (defined below). Each evaluation criterion has been given a percentage based on its relative value as a whole. The criteria and each associated percentage are as follows: Evaluation Criteria Weight Qualifications 30% Project Team 30% Approach 30% Cost 10% Total 100% ---PAGE BREAK--- 6. Selection. Discussions may be conducted with Proposers determined by the City to be reasonably susceptible of being selected for the award. In addition, one or more Proposers may be invited to interview, provided; however, Proposals may be accepted without discussion or interview. The above criteria will be used unless modified in the interview evaluation. A selection committee or individual(s) will be appointed by the City (referred to hereinafter as “Selection Committee”). The Selection Committee reserves the right to modify the interview criteria during the course of this process. If such modification occurs, each Proposer being interviewed will be notified at least twenty-four (24) hours prior to the interview of the revised criteria. Based on the results of discussions, if any, interviews, if any, and proposal scoring, the Proposers will be rated by the Selection Committee, and such recommendations will be forwarded to the mayor. The mayor will make the final selection. 7. General Information. The City reserves the right to reject any and all responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than July 7, 2020, at 4:00 p.m. The contact person will endeavor to respond to such request for clarification or additional information and if the contact person deems, in his sole and absolute discretion, that such response is of general applicability, his response, if any, will be posted on the City’s website at (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guaranty that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Records Access and Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Records Access and Management Act. 8. Terms of Contract. The successful Consultant will be required to enter into a written agreement with the City to provide the Services for up to five years at the City’s discretion. If the selected Proposer and the City attorneys’ office are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the mayor and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed. 9. Contact Person. For further information or for American with Disabilities Act (ADA) accommodation, contact Kurt Hansen at [EMAIL REDACTED] or (801) 214-2751. ---PAGE BREAK--- EXHIBIT A: DETAILED DISCRIPTION OF SERVICES Review of Geologic Hazards and Engineering Geology Reports following requirements for site-specific geologic hazard studies and reports, where required according to Title 19 of the Millcreek Code of Ordinances (referred to hereinafter as “MKZ”), Chapter 19.75, Geologic Hazard maps and Chart 19.75.050. Work may also include a pre-application meeting with the Developer’s Geologist and coordination with City staff, field visits, data collection, mapping, risk analysis, and possible presentation to the Planning Commission or City Council. The successful candidate will follow the items listed in MKZ 19.75.070 Review Of Reports; Approval Procedure. In addition, the successful candidate will be required to meet the following requirements: Consultant must be able to respond to phone calls and emails, and complete reviews in a timely manner to move projects forward as quickly as possible. Consultant must be responsible for each review and work well with staff. Consultant will conduct reviews in accordance with MKZ 19.75. Consultant may require additional or more detailed studies of the Applicant in order to understand or quantify the hazard(s) identified in a geologic hazard report to determine whether mitigation measures recommended in the report are adequate. Prior to engaging in the oversite of a geologic hazard evaluation, Consultant will meet or discuss with staff, specific needs related to the review, as well as required timeframes for completion. Consultant will conduct a scoping meeting with the Applicant’s geologist or geotechnical Consultant prior to any work done by the Applicant’s geologist or geotechnical Consultant in order to require the proper information from the Applicant’s Consultant. Consultant will submit their review and conclusions to designated staff via .pdf format following the Millcreek code requirements. ---PAGE BREAK--- EXHIBIC B: INSURANCE REQUIREMENTS Without limiting any indemnity or other obligations of Consultant, Consultant shall, secure and continuously thereafter (while providing Services) carry with insurers the following insurance coverage in policies which include provisions or endorsements naming City as an additional insured and shall furnish proof thereof satisfactory to City when requested: Worker’s Compensation Insurance and Employer’s liability Statutory amount General Liability $1,000,000/$2,000,000 Automobile Liability $1,000,000 Umbrella Liability $1,000,000 Professional Negligence/Error $1,000,000/$2,000,000