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Request for Qualifications/Proposals Milwaukee Railroad Path - Missoula The City of Missoula Parks & Recreation has received approval from the Montana Department of Transportation (MDT) to develop a federal-aid Community Transportation Enhancement Program (CTEP) project titled: Milwaukee Railroad Path - Missoula, STPE 8199(66), Control No. 5578, City Project No. PR 11-09 MT. The city is requesting proposals from firms interested in performing engineering, bidding, construction administration, and reporting services for this project. The work performed on CTEP projects must comply with all applicable requirements under the CTEP section. The project is generally described as the construction of a 10’ asphalt trail between Russell Street and Reserve Street, utilizing the newly acquired easements on or near the former Milwaukee railroad through the River Road neighborhood, in Missoula, MT. The project will include all aspects of trail construction as well as the construction of landscape elements and some small park features. Copies of the detailed Request for Qualifications/Proposals including a description of the services to be provided by respondents, the minimum content of responses, and the factors to be used to evaluate the responses, may be obtained at the Parks & Recreation Office during normal business hours at 600 Cregg Lane, Missoula MT, 59801, starting November 3, or on the city's website: http://www.ci.missoula.mt.us/bids For more information, contact David Shaw at (406) 552-6264, or emailing [EMAIL REDACTED]. Proposals must be received by 5 p.m. Monday, November 16, 2009, in the Parks & Recreation Office. ---PAGE BREAK--- 1 CONSULTANT SERVICES REQUEST FOR PROPOSAL The City of Missoula Parks & Recreation (City) has received notice from MDT to develop a Federal-aid CTEP project titled the Milwaukee RR Path - Missoula, STPE 8199(66), Control No. 5578, City Project No. PR 11-09 MT. The City is requesting proposals from firms interested in performing Engineering and Construction Administration Services for this project. The work performed on CTEP projects must comply with all applicable requirements under the CTEP Section. The project is generally described as the construction of a 10’ asphalt trail between Russell Street and Reserve Street, utilizing the newly acquired easements on or near the former Milwaukee Railroad through the River Road Neighborhood, in Missoula, MT. The project will include all aspects of trail construction as well as the construction of landscape elements and some small park features. The Scope of Work and Technical Requirements of services include the following: This list of services is schematic in nature and is not intended to represent an exhaustive list of services that are expected of the Consultant. Please note that the selected Consultant will have the responsibility of ensuring that all CTEP, State, Federal and City guidelines and regulations are followed throughout this project. A. Preliminary Design and Engineering Services: 1. Provide evaluation of the City's project budget and establish project schedule 2. Aid in the determination of design exceptions if necessary 3. Assure that ADA regulations are considered throughout the project 4. Produce draft plans and specifications for agency review at pre-determined levels of design 5. Provide opinion of probable cost 6. Produce and submit project reports and secure approvals per CTEP guidelines B. Final Design and Bidding Services: 1. Produce project cost estimates 2. Produce plan drawings and the project manual for bidding within projected cost estimates 3. Attend pre-bid conference, prepare RFIs, responses and Addenda as necessary 4. Assist in analyzing bid proposals and make recommendation on awarding construction contract 5. Produce and submit required project reports and secure approvals per CTEP guidelines C. Construction Services: 1. Conduct pre-construction meeting 2. Provide construction oversight and inspection 3. Ensure that all Federal, State and City regulations are followed including Prevailing Wage and EEO requirements 4. Assist in processing and review contractor payment requests 5. Provide and document materials testing 6. Conduct Substantial Completion inspection and produce construction punch list 7. Prepare and review Change Orders 8. Coordinate required inspections 9. Produce and maintain project records per CTEP guidelines 10. Produce and submit project reports and secure approvals per CTEP guidelines ---PAGE BREAK--- 2 D. Project Closeout Services: 1. Coordinate final inspection and prepare punch list 2. Prepare Certificate of Final Completion 3. Produce as-built drawings and O&M manuals 4. Produce and submit project reports and secure approvals per CTEP guidelines Legal Compliance: The consultant performing work under the proposed contract is subject to the MCA 49-3, Governmental Code of Fair Practices; 49 CFR 21, Nondiscrimination in Federally-Assisted Programs of the Department of Transportation – Effectuation of Title VI of the Civil Rights Act of 1964 and 49 CFR 23, Participation of Disadvantaged Business Enterprise in Airport Concessions. In accordance with MCA 49-3-207, Nondiscrimination Provision in All Public Contracts, the consultant will ensure that hiring is made based on merit and qualifications and that there will be no discrimination based on race, color, religion, creed, political ideas, sex, age, marital status, physical or mental handicap or national origin by the persons performing the contract. In addition, the consultant will not discriminate on the grounds of race, color, sex or national origin in selecting and retaining sub-consultants, including procuring materials and leasing equipment. The consultant will not participate, directly or indirectly, in discrimination prohibited by 49 CFR 21, including employment practices, when the agreement covers a program set forth in Appendix A of the regulations. Disadvantaged Business Enterprise (DBE) Goals Consultant DBE goals have been established for this project. A current list of MDT certified consultants is available from the MDT website. Each firm invited to submit a proposal is required to address this issue. In accordance with DBE goal setting procedures for the CTEP Section, the following DBE goals have been set for this request: GOAL: 0% The percentage listed relates to a percentage of the overall contract amount. The proposal must clearly identify: • The DBE firm who will perform the work, and • The specific work to be performed by the DBE. Completing the attached forms may accomplish these tasks. Method of Payment The method of payment that will be considered for these contracted services includes negotiated cost not to exceed. The fee for these contracted services will be paid, in part, with CTEP funds. Federal Acquisition Regulations An overhead rate for the current fiscal year audited in accordance with the Federal Acquisition Regulations (FAR) may be required for the contract. ---PAGE BREAK--- 3 Proposal Submittal and Content Five copies of the proposals must be submitted to Missoula Parks & Recreation by 5:00 pm MST, November 16, 2009 and must be addressed as follows: Statement of Qualifications/Proposal for City Project # PR 09-11 MT Milwaukee Trail – Russell to Reserve Attn: David Shaw, Parks & Trails Design Development Manager Missoula Parks & Recreation 600 Cregg Lane Missoula, MT 59801 Specific questions regarding the project should be directed to David Shaw, Parks & Trails Design Development Manager, at the address listed above or by calling (406) 552-6264 or email: [EMAIL REDACTED]. Project map attached. This solicitation is being offered in accordance with state statutes governing procurement of professional services. Accordingly, the City of Missoula reserves the right to negotiate an agreement based on fair and reasonable compensation for the scope of work and services proposed, as well as the right to reject any and all responses deemed unqualified, unsatisfactory or inappropriate at the sole discretion of the City of Missoula. The City of Missoula is an EEO/AA, M/F, and V/H Employer. Qualified women, veterans, minority and handicapped individuals are strongly encouraged to submit proposals. Following the review and evaluation of all RFP submittals, the list of interested firms will be narrowed to an appropriate short list. Those selected will then be reviewed. An interview may also be requested to aid in the selection of a consultant. The award will be made to the qualified proposer whose proposal is deemed most advantageous to the City, all factors considered. Unsuccessful proposers will be notified in writing as soon as possible. Respondents may review the MDT CTEP Project Application which includes a description of the proposed project including scope of work, location, schedule and other pertinent information by visiting the Parks & Recreation offices during regular office hours, or on the City website, www.ci.missoula.mt.us/bids (after Monday, November Interested consultants are encouraged to sign up for automatic notifications and updates on this and other City projects by visiting www.ci.missoula.mt.us/bids. Click on the "Bid Notification" button in the upper right hand corner of the page to sign up. ---PAGE BREAK--- 4 Sample Format for RFP In response to the initial RFP, the consultant's proposal will follow the outline below and provide the following information: I. Describe the specific service the firm will provide (2 page maximum). II. Provide qualifications of the project team and technical personnel assigned to work on project. A. Provide an organization chart depicting the personnel to be used on this project, their area of expertise, registration, special training, chain of command and office location(s). Identify how much of each person’s time will be spent on the project. If personnel from more than one office will be used, indicate each office (2 page maximum). B. Provide résumés of above personnel, including specific related project experience; identify when applicable experience for each person was obtained (Include in Appendix C. Provide a specific outline and description of the support services proposed to complete the entire project from start to finish, including subcontractors, drilling, aerial photography, labs, etc. (2 page maximum). D. Discuss physical plant and in-house facilities computers, labs) (1 page maximum). III. Provide a brief (but specific) outline of firm’s previous projects highway, bridge, EIS, interchange, enhancement) and other projects relating to the specific project RFP, and any special abilities or experience suiting the firm for work on the particular project. Identify the time frame (beginning and completion dates) in which projects were completed and experience gained (4 page maximum). IV. Describe how the firm proposes to perform the project as defined in the scope of work. Demonstrate the firm’s competence to do the work with available manpower and resources taking into account present and projected workload (2 page maximum). V. List as references all of the firm’s clients from the past 3 years for projects that were similar in scope and work (Include in Appendix A. Include client name, contact person, phone number. B. Provide a contract value range. Evaluation of Proposal Submittals Proposals will be evaluated by the selection committee based on the following criteria: Criteria Points 1. Suggested project approach (understanding of project) 0-15 2. Work plan and ability to meet time schedule 0-15 3. Expertise of Organization and key personnel assigned to project 0-20 4. Professional qualifications and past performances specific to project scope, including references 0-30 5. Availability and familiarity to locale, topography, climate 0-10 6. Overall quality of proposal 0-10 Maximum points: 100 ---PAGE BREAK--- 5 DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS STPE 8199(66), Control No. 5578 Milwaukee RR Path - Missoula (Federal Aid Project Number) (Federal Aid Project Name) I. THE DBE GOAL FOR THIS CONTRACT IS 0.00% To be eligible for award of this contract, the bidder must execute and submit as part of its bid, these DBE REQUIREMENTS. Contract award may be conditioned upon satisfaction of the Montana Department of Transportation’s (MDT) requirements as set forth below and in the Department’s written DBE Program Requirements. 1. The SCHEDULE OF PARTICIPATION (Schedule) will be used to determine whether the bidder has complied with the DBE goals of the project. a. Where a numerical goal greater than 0% (zero percent) has been assigned to the project, those bids that do not contain a Schedule, or contain a blank Schedule, will be considered irregular and may be considered non-responsive and be rejected. Those bids containing a Schedule that is incomplete or does not meet the assigned goal will be considered irregular and may be considered non-responsive and be rejected. In any case where the apparent low bidder does not comply with the assigned project goal, a determination will be made within 48 hours of the bid opening, based upon the good faith efforts (Good Faith Efforts are outlined in the MDT DBE Program). b. DBEs not certified by MDT prior to the date the bids are opened will not be considered in determining whether the bid has complied with the goals. c. Where a numerical goal of 0% (zero percent) has been assigned to the project, bidders are encouraged to utilize the Schedule to indicate a commitment to using a DBE for a portion of the work in the project. 2. The BIDDER’S LIST will be used to gather information for use in determining appropriate DBE goals for upcoming fiscal years. Each firm, bidding on prime contracts and bidding or quoting subcontracts on federally assisted projects MUST submit a completed Bidder’s List within 48 hours of the bid opening. If the prime contractor has not received any bid or sub- quote information, the prime bidder must indicate NONE on the Bidder’s List. The Bidder’s List may be included with the bid, or supplied to the local agency within 48 hours of the bid opening. ---PAGE BREAK--- 6 DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS (cont.) STPE 8199(66), Control No. 5578 Milwaukee RR Path - Missoula (Federal Aid Project Number) (Federal Aid Project Name) 3. In accordance with 49 CFR §26.13(b) which states, “Each contract that MDT signs with a contractor (and each subcontract the prime contractor signs with a subcontractor) must include the following assurance: The contractor, sub recipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR part 26 in the award and administration of DOT- assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate.” 4. The prime contractor agrees to use MDT certified DBEs in the award of subcontracts to the fullest extent consistent with the performance of the contract. Under this certification, the bidder agrees to maintain records to document all contacts and specific efforts made to identify potential DBE firms, seek out, and utilize DBE contractors. 5. Substitution of DBEs or dollar amounts shown on the Schedule will not be permitted prior to the award of the contract. If it is determined that the scheduled DBE is unable to perform due to default, over extension, suspension, decertification or other reasons, the prime contractor agrees to replace the DBE subcontractor in accordance with the substitution process outlined in the MDT DBE Program. 6. DBE goal achievement or participation will be determined and counted towards the goal when each DBE executes, performs and is paid for each work item specified in their subcontract and in accordance with the MDT DBE Program. 7. The following criteria will be used when determining the amount of achievement towards DBE goals: a. Manufacturer, 100% of the cost: A certified DBE that produces goods from raw materials or substantially alters goods before resale. b. Supplier/Regular Dealer, 60% of the cost: A certified DBE that maintains and furnishes a supply of the goods involved for the purposes of resale to the general public. c. Jobber/Broker, 100% of the fee: The DBE’s normal fee received over the cost of any goods, equipment or services supplied to the project. d. Contractor/Subcontractor, 100%: Work performed using the DBE’s own equipment and/or personnel. ---PAGE BREAK--- 7 SCHEDULE OF PARTICIPATION BY DBEs STPE 8199(66), Control No. 5578 Milwaukee RR Path - Missoula (Federal Aid Project Number) (Federal Aid Project Name) List below the information pertaining to MDT-certified DBEs with which the bidder has negotiated an agreement to participate in this contract in accordance with the MDT DBE Program requirements. Name of Prime Contractor: (Bidder’s/Proposer’s name) DBE NAME: ADDRESS: EXPIRATION DATE: BID QUOTE: USED AS (CFU): USED QUOTE: DBE NAME: ADDRESS: EXPIRATION DATE: BID QUOTE: USED AS (CFU): USED QUOTE: DBE NAME: ADDRESS: EXPIRATION DATE: BID QUOTE: USED AS (CFU): USED QUOTE: Entered: total % or total $ Required: total % or total $ ---PAGE BREAK--- 8 BIDDER’S LIST STPE 8199(66), Control No. 5578 Milwaukee RR Path - Missoula (Federal Aid Project Number) (Federal Aid Project Name) Name of Prime Bidder: (Bidder’s/Proposer’s name) In order to meet the requirements of the MDT DBE Program, each contractor supplying bid information on a federal-aid project must submit a completed Bidder’s List within 48 hours of the bid opening. This must include a list of all contractors that have provided the bidder with quote, subquote, or estimate information. Whether or not the prime bidder used the information, all companies that provided bid information must be listed. In the event the bidder has not received any bid information, the bidder must indicate that fact by writing NONE on the list. Blank or incomplete Bidder’s Lists will not be accepted. Name: Name: Name: Name: Name: Name: Name: Name: Name: Name: Name: Name: Note: Use additional sheets as necessary ---PAGE BREAK--- Legend Proposed Route Existing Trails Property Boundaries Trail Easements CONNECTING THE MILWAUKEE TRAIL RUSSELL ST. TO RESERVE ST. All lines shown on this map are illustrative only and may not represent actual boundaries on the ground. Due to projection difficulties, property lines may not be accurate in relation to the aerial photography. This project is currently in progress. Illustrations shown here in DRAFT format. The final project may change from what is depicted on this map. Future Underpass of Russell 3RD WYOMING 2ND DAVIS CATLIN CURTIS RUSSELL MONTANA BULEN TRAIL JOHNSON GRANT SMALL C A ROL AN N P RI N C E CATRINA HARRIET UNNAME 39 CLASSIC RAMERS GARFIELD AUGUSTA 1ST EVERARD U NNAM E 35 WESTFIELD MARSHALL D A R L ENE CRAFTSMAN LOVEGROVE KEMP APPLEWOOD BENTLEY PARK WASHBURN UNNAME 39 GARFIELD WYOMING GRANT GRANT UNNAME 39 TRAIL GRANT UNNAME 35 AREA MAP & PROPOSED ROUTE