Full Text
Otsego County, Michigan 14 Request for Proposal for The Survey and Remonumentation 2022 Selection Corners Otsego County, Michigan BID 2022-02 SECTION I. INTRODUCTION Proposals for the Survey and Remonumentation 2022 selection corners of Otsego County, Michigan will be received by Otsego County to the attention of Marlene Hopp in the Housing Office, 225 West Main Street, Room 213, Gaylord, Michigan, 49735 until 12:00 a.m. local time on Friday, January 21st, 2022. Bids will be publicly opened and read at 2:00 p.m. on Friday, January 21, 2022 in Room 212 at 225 W. Main Street, Gaylord, MI. Any questions must be received by Friday, January 21, 2022 12:00 p.m. (noon). The County reserves the right to accept, reject or negotiate any or all bids, to waive or not waive informalities or irregularities in bids or bidding procedures, to rebid the project/purchase, and to accept any bid determined by the County to be in the best interest of the County, regardless of price. The reason for rejection may include past performance issues, and compatibility with existing equipment or software. Vendors located in Otsego County are hereby granted a 5% cost variance for low bid determination. SECTION II. INSTRUCTIONS, INFORMATION AND REQUIREMENTS 1. Purpose: The purpose of this Request for Proposal (RFP) is to receive proposals for the Survey and Remonumentation of 2022 selection corners. This RFP does not constitute a contract for services performed or to be performed. After selection of the successful firm (referred to as the contractor), Otsego County, and the contractor will negotiate a contract and a complete scope of services. All proposals submitted become the property of Otsego County and will not be returned. The County is not responsible for any costs incurred by the respondent in proposal preparation, presentations, site visits, or benchmarks performed. ---PAGE BREAK--- Otsego County, Michigan 15 2. Submittal of Proposals/Bids: Submittal of proposals/bids shall be on the form attached hereto in Section IV no later than 12:00 p.m. on Friday, January 21st, 2022. Proposals shall be sealed and clearly marked as BID 2022-02 on the outside, and sent to the following: Attn: Marlene Hopp 225 W. Main Street, Room 213 Gaylord, Michigan 49735 Bids will be publicly opened and read at 2:00 p.m. on Friday, January 21st in Room 212 at 225 W. Main Street, Gaylord, MI. 3. Official Signature: An authorized official/person acknowledging full understanding of the information contained in this RFP must sign the Bid/Proposal Form. 4. Inquiries: Questions regarding the RFP should be directed to Marlene Hopp by calling [PHONE REDACTED] or emailing to [EMAIL REDACTED] Any questions must be received by Friday, January 21st, 2022 by 12:00 p.m. noon. 5. Insurance Requirements: Contractor shall furnish a Certificate of Insurance from an insurance company licensed to do business in the State of Michigan and acceptable to the County for the following: a. Workers Compensation and Employers’ Liability, Michigan Statutory Limits of Liability. b. Commercial General Liability Insurance. c. Motor Vehicle Liability Coverage, and Michigan No-Fault Coverages including all owned, non-owned, and hired vehicles. Otsego County will be named as Additional Insured on all insurance coverage, with the exception of Workers Compensation and Employers’ Liability insurance. Limits of Liability for General Liability, and Vehicle Liability shall be within the following guidelines based on contract amount: • Projects up to $750,000: Minimum of $1,000,000 per occurrence and aggregate. • Projects $750,001 to $1,750,000: Minimum of $2,000,000 per occurrence and aggregate. • Projects $1,750,001 to $2,750,000: Minimum of $3,000,000 per occurrence and aggregate. • The required amounts continue to escalate by adding $1,000,000 to the beginning and ending project range and to the minimum insurance requirement. • A Waiver of Subrogation is required on the certificate of liability insurance. ---PAGE BREAK--- Otsego County, Michigan 16 • The certificate of liability insurance is required to have a 30-day notice of cancellation. 6. Bid and Performance Bonds: Bid bonds are required for construction or repair projects in the amount of $100,000 or more. Bid bonds and performance bonds are required for construction or repair projects in the amount of $250,000 or more. Bid bonds shall be in the amount of 10% of the total contract price. Performance bonds will be in the amount of 100% of the total contract price. Bond requirements cannot be waived. 7. Lien Waivers: For construction or repair projects in the amount of $50,000 or more, the contractor is required to provide partial lien waivers, verifying all subcontractors and suppliers have been paid for their work to date, for payment requests beyond 25% of the total contract price. The final 10% of the contract price can be paid prior to receipt of lien waivers. The contractor will provide final lien waivers within 30 days of contract completion. In the event that a contractor does not provide the required lien waivers, the contract will not be eligible for future County projects without the consent of the County Infrastructure Committee. 8. Licenses: The winning bidder hold any licenses necessary to work in the State of Michigan. 9. References: Bidder shall provide the names of three commercial accounts for similar work performed. References are also required for any subcontractors. 10. Evaluation and Award: Bids/proposals shall be evaluated and awarded by the County as soon as practicable. Award of the bid will be based on quality, service, completion date, experience and price. Information on each of these categories shall be included in bid responses. 11. Compliance with the Law: Contractor shall comply with all applicable federal, State and local laws and ordinances, rules and regulations, as well as any applicable County policies. 12. Timeline: Project is to commence upon board approval. Final Project Completion shall be October 14, 2022. 13. Delay Liquidated Damages: If Final Completion occurs after the Final Completion Date, Contractor shall pay to the Owner liquidated damages in the amount of $50 per day from the compensation total beginning on the day fifteen of the total contracted dollar amount per day for each day that such non- performing party has failed to perform; provided, that upon termination of the contract agreement, such damages determined under this Section shall cease to accrue and the performing party shall be entitled to recover such damages from the non-performing party as the performing party may have suffered in addition to the damages specified in this Section. The payment of any of the foregoing amounts shall not be deemed to constitute a forfeiture or a penalty. ---PAGE BREAK--- Otsego County, Michigan 17 SECTION III. SCOPE OF SERVICE Furnish and provide all materials, supplies, tools, equipment, labor, supervision, and expertise to properly and professionally perform all required services described in this RFP. CONTRACTOR RESPONSIBILITIES General Information: • Local Otsego County qualified licensed Professional Surveyor. If none, a company within a 25-mile radius from Otsego County. • Per yearly below budget and selection of land corners of high bidders: A or B selected corners of year project grant funding. 2022 Otsego County Survey and Remonumentation Budget Peer Members Per Diem $1,200 Professional Services $2,200 Technical Services $3,600 Recording Fees $1,260 Contracted Services $34,722 Total of bids are not to exceed Grant Total $42,982 • Contractor must obtain any and all labor and material costs necessary to complete the work described herein. The cost of material and labor should be included in the bid price. • All research and monumentation survey work shall be performed in a professional manner. • All work must be completed by October 14, 2022. Work to be completed: • Selection of Otsego County 2022 Survey and Remonumentation land corners A. or B. • Sample of contract attached for review. • Surveyor requirements: 1. Based on preference of qualified local licensed Professional Surveyors. 2. If none, a 25-mile radius from Otsego County. 3. Experience and knowledge of Otsego County land area. 4. Projected contract agreement and performance deadlines 10/14/2022. 5. Professional Liability Coverage (Errors and Omissions) not less than $1,000,000 per occurrence and aggregate. A waiver of subrogation on the certificate of liability insurance, is required. ---PAGE BREAK--- Otsego County, Michigan 18 6. Detailed invoice and completion of all corners per agreement. 7. Proper and professional research, monumentation of the survey and remonumentation program for the completion of 2022 land corners and certificates for county recording. 8. Surveyor certification and 10-digit stamp. Contractor to Complete and attach Question Qualifications: 1. Proof of Professional Surveyor 2. Copy of license and professional liability coverage insurance: 3. Office in Otsego County. 4. Years in County: 5. Percent of business within Otsego County. 6. Office in another County and how many years. 7. Other county survey work performed. 8. Examples of work. 9. References and firm contacts. 10.Worked on county survey work. 11. Are you a peer group member and location(s). 12. Meet 10/14/2022 deadlines and sign contract agreement when available. COUNTY RESPONSIBILITIES 1. All procurement of Professional Services will be conducted using Quality Based Selection (QBS) scoring. ---PAGE BREAK--- Otsego County, Michigan 19 2. Peer Review Committee and County Representative review certificates and sign completed land corner certificates. 3. Provide prompt payment upon detailed receipt of invoice and acceptance of the survey corner certificates. 4. Local recordation and data entry in the Licensing and Regulatory Affairs (LARA) of the Otsego County survey corner certificates. SECTION IV. BID/PROPOSAL FORM BID 2022-02 The undersigned proposes to furnish all necessary equipment and labor to perform the work described above for Otsego County in accordance with the attached specifications stated herein for the price listed below. Please chose one below. No. Description Qty Total Price 1. Selection Corners A. To be researched and monumented Town 29 North, Range 4 West, Hayes Township, Otsego County, MI: F03, F05, G02, G03, G04, G05, G06, H07, H09, H11, I02, I03, I04, I05, I06, I07, I08, I09, I10, I11, I12 (21 corners) OR 21 No. Description Qty Total Price 2. Selection Corners B. to be researched and monumented Town 30 North Range 4 West, Hayes Township, Otsego County, MI: A12, B09, B11, C06, C12, E06, F05, G04, G05, G06, H05, J09, J11, J13, K08, K10, K11, K12, K13, L09, L13 (21 corners, 4 common corners) Common Corners 4 will be coordinated Corner A12 is common with M12, T29N, R5W, Mancelona Township, Antrim County; Corners J13, K13 & L13 are common with J01, K01 & L01, T29N, R4W, Hayes Township, Otsego County. Contractor will be required to coordinate and pay corner recordation with Antrim County for common corners by deadline. 21 With 4 common corners ---PAGE BREAK--- Otsego County, Michigan 20 AS REQUIRED ABOVE, PLEASE ATTACH THE NAMES OF THREE COMMERCIAL ACCOUNTS FOR WHICH SIMILAR WORK WAS PREVIOUSLY PERFORMED, QUALIFICATION QUESTIONS AND PROOF OF INSURANCE. IF YOU SHOULD HAVE QUESTIONS, PLEASE CONTACT MARLENE HOPP, GRANT ADMINISTRATOR AT (989) 731-7570. COMPANY NAME: ADDRESS: SIGNATURE: (include evidence of authority if applicable) CONTACT PERSON: TITLE: TELEPHONE: EMAIL: DATE: NAME OF PERSON TO SIGN CONTRACT: HOW DID YOU FIRST HEAR OF THIS REQUEST FOR PROPOSAL? (please circle one) Gaylord Herald Times Facebook Weekly Choice Word of Mouth OVERALL TOTAL LABOR AND MATERIALS: $ Corporate Seal Here ---PAGE BREAK--- (CONTRACT SAMPLE) OTSEGO COUNTY 2022 MONUMENTATION/REMONUMENTATION PROGRAM AGREEMENT FOR SURVEY/REMONUMENTATION SERVICES 1. Parties. This agreement made this of 2022, by and between the County of Otsego, a Michigan Municipal Corporation, of Gaylord, Michigan 49735, hereafter COUNTY, and __SURVEYOR__, located at___ADDRESS hereafter CONTRACTOR. 2. Term. Unless earlier terminated as provided in this Agreement, the term of this Agreement will commence on the date first above written, and continue until October 14, 2022. 3. Definitions. A. County Grant Administrator. Means a person appointed by the Otsego County Board of Commissioners as the individual responsible for completing and submitting the annual Application for a survey and Monumentation Grant to the State of Michigan, and the administering of the approved annual grant. B. County Representative. Means the County Surveyor, whether elected or appointed, pursuant to Section 95 of Chapter 14 of the Revised Statutes of 1846, being Section 54.95 of the Michigan Compiled Laws. C. Peer Group. Means not less than three non-associated surveyors appointed by the County Representative. One member of the Peer Group shall be the County Representative, who shall act as chair. D. County Plan. Means the approved Otsego County Remonumentation Plan. 4. Compensation. The CONTRACTOR shall perform all work for the PROJECT at the applicable rates indicted on the Professional Fee Schedule attached to and made a part hereof, for the total amount not to exceed DOLLARS (US $ The PROJECT shall be defined as the corners completed (corners to be researched, corners to be monumented or remonumented and corners to have coordinates set) without exceeding the maximum amount. 5. Payment of Compensation. The OWNER will pay the CONTRACTOR for the work when: the Peer Review Group reviews and concurs with the CONTRACTORS Corner Research & Remonumentation according to the Monumentation and Remonumentation Plan For Otsego County; furnishes an original Land Corner Recordation Form, or forms if appropriate to the County Representative; furnish one complete set of documents for each corner monumented, remonumented, researched or coordinate set to the County Representative to be placed in the permanent file maintained at the Register of Deeds Office; the County Representative certifies to the appropriate County official or officer that and have been completed and that such completed work is in accordance with the grant; that the County will pay the amount owed and due within 30 days of receipt of itemized invoice, approved by the County Representative and by the County Grant Administrator. These requirements will be completed 45 days prior to end of the Grant Agreement, ending 12/31/2022. Unless otherwise authorized by the County Grant Administrator, the Contractor’s work is to be completed no later than October 14, 2022. Said statement shall be in accordance with the schedule of fees and charges outlined in this Contract. If ---PAGE BREAK--- the CONTRACTOR fails to meet this deadline, payment may be withheld at the option of the County Grant Administrator. In the event that the CONTRACTOR fails to meet the deadlines specified within this contract by at least fourteen days, there will be a reduction of $50.00 per day from the Compensation total beginning on day fifteen. The Grant Administrator can extend deadlines at his/her discretion. Payment for partial completion of contracts shall be allowed at the discretion of the Grant Administrator. 6. Subcontracting. Nothing contained in this contract shall prevent CONTRACTOR from employing such independent professional associates as CONTRACTOR to assist in the performance of services hereunder. The CONTRACTOR is an independent contractor. In such regard, any and all officers, employees, servants and agents of the contractor shall be deemed employees, servants and agents of the CONTRACTOR and not that of the COUNTY. 7. Services to be Provided by CONTRACTOR. In consideration of the compensation to be paid by the COUNTY, CONTRACTOR shall perform the following services: A. CORNERS TO BE RESEARCHED AND MONUMENTED: Town 29 North, Range 04 West – Hayes Township, Otsego County, MI – 21 corners and Town 30 North, Range 04 West, Hayes Township, Otsego County, MI – 21 corners Selection Corners A Town 29 North, Range 04 West – Hayes Township, Otsego County, MI – 21 corners F03, F05, G02, G03, G04, G05, G06, H07, H09, H11, I02, I03, I04, I05, I06, I07, I08, I09, I10, I11, I12 Selection Corners B Town 30 North Range 4 West, Hayes Township, Otsego County, MI – 21 corners A12, B09, B11, C06, C12, E06, F05, G04, G05, G06, H05, J09, J11, J13, K08, K10, K11, K12, K13, L09, L13 Common Corners, 4 will be coordinated with other Counties and record certificate: Corner A12 is common with M12, T29N, R5W, Mancelona Township, Antrim County; and Corners J13, K13 & L13 are common with J01, K01 & L01, T29N, R04W, Hayes Township, Otsego County 42 corners 4 common corners C. Project Details. RESEARCH shall consist of a thorough investigation of all available sources and include copies of pertinent supporting documents and data. REMONUMENTATION shall consist of field reconnaissance of existing monumentation and references; any required measurements or calculations; a Land Corner Recordation Certificate; presentation to, and acceptance of, the Otsego County Peer Review Group; placement of an Otsego County Monument provided by the COUNTY, and a record of the date of completion of specific tasks on a form provided by the COUNTY. The COUNTY will record all Land Corner ---PAGE BREAK--- Recordation Certificates after acceptance by the Otsego County Peer Review Group, and the County Representative. COORDINATES shall consist of Latitude and Longitude established in accordance with the requirement of the Office of Land Survey and Remonumentation. This Contract requires that all survey work be performed in accordance with Act 345 of Public Acts 1990 as amended, being Section 54.261 to 54.279 of the Michigan Compiled Laws, and the County Plan as adopted by the State Survey Commission and to follow any rules set by the State, including Memorandum No. 16 From time to time the Peer Group will outline a specific procedure to recover or replace a Government corner. It is required that these instructions be followed to the best of the Contractor’s ability. Geodetic Coordinates- MCL 54.268(2)(a)(iii) and 54.268(2)(d) Starting with the 2015 grant, latitude and longitude positions must be submitted for each original public land survey corner or protracted public land survey corner at the time it is monumented, remonumented or maintained. Latitude and longitude values must be reported to a minimum accuracy of 0.01 seconds of arc. Coordinate values must be obtained either: 1. Directly from a Continuously Operating Reference Station (CORS), or 2. From supplemental control established from CORS, or 3. From supplemental control established from other NGS horizontal control stations. The following information must be published on the Land Corner Recordation Certificate. Latitude: 00M00"00.00" Longitude: 00M00"00.00" Estimated Reputability/ Accuracy: 1’ Datum and Adjustment Year: Epoch Date: 00-MMM-YYYY Date of Observation: DD-MMM-YYYY Method of Survey: Narrative explanation 8. Indemnification. CONTRACTOR shall indemnify, defend and hold harmless the County its boards, commissioners, officers, employees and agents against all claims of loss, damage and/or injury arising out of the performance of services by CONTRACTOR under this Agreement or that may be sustained in or upon the County owned or leased premises from any actions or omissions of CONTRACTOR. Such indemnification shall survive the termination of this Agreement. By entering this Agreement, neither party waives any immunities granted by law. 9. Insurance. CONTRACTOR, shall at its sole expense, obtain and maintain in full force and effect at all times during the term of this Agreement, the following insurance coverages, in a form acceptable to the County, with responsible insurance companies licensed and admitted to do business in the State of Michigan. CONTRACTOR shall provide the COUNTY with proof of insurance prior to commencement of this Agreement. A. General Liability Insurance. General liability insurance with limits of liability not less than $1,000,000 per occurrence for the protection of the COUNTY and the State of Michigan against all claims, liabilities, obligations, damages, claims, judgments, costs and expenses, damages, and expenses for bodily injury or death, personal injury and/or damage to property that may arise out of CONTRACTOR’s negligent act, error or wrongful conduct incident to or arising out of the services ---PAGE BREAK--- provided under this Agreement, or that may be sustained in or upon the COUNTY premises and the State of Michigan (and its agents and employees) from any actions or omissions of CONTRACTOR (or anyone directly or indirectly employed by it). B. Motor Vehicle Liability. Motor vehicle liability insurance of $1,000,000 per occurrence and aggregate, including, Michigan no-fault coverages. C. Each insurance policy shall name the County as an Additional Insured and shall contain a provision that the policy cannot be terminated, canceled, or substantially altered without thirty (30) days written notice to the County. 10. Sufficiency of Performance. Strict performance of the terms of this Agreement is necessary, and even substantial performance in good faith and without willful failure will not be deemed sufficient performance. Strict performance will be deemed the essence of this Agreement. In the event of CONTRACTOR’s failure to timely perform the services under this Agreement, the COUNTY may, upon notice to CONTRACTOR, seek alternative means of obtaining the services. 11. Termination. This Agreement may be terminated prior to the expiration of its term as follows: A. By mutual written agreement of the parties; or B. In the event of default or breach of this Agreement by either party, the other party may terminate this contract immediately. C. Either party may terminate this Agreement, with or without cause, upon 30 days prior written notice to the party. 12. Effect of Termination. In the event of termination of this Agreement pursuant to Section 11, CONTRACTOR will be entitled to the monies provided herein only through date of termination. 13. Notices. All required notices must be in writing and will be considered given when delivered personally, or by registered or certified mail, return receipt requested, addressed as follows (or any other address that is specified in writing by either party): If to the County: Rachel Frisch Otsego County Administrator 225 West Main Street, Suite 203 Gaylord, Michigan 49735 If to SURVEY COMPANY: SURVEY COMPANY 14. Titles; Headings. Titles and headings are inserted in this Agreement for reference purposes only, and must not be used to interpret the Agreement. AGREED to this Date day of Month, 2022 at Gaylord, Michigan. OWNER: COUNTY OF OTSEGO CONTRACTOR: COMPANY 225 W. Main Street ADDRESS Gaylord, MI 49735 ---PAGE BREAK--- Kenneth R. Glasser, Chair Company Representative Otsego County Commissioner Title Approved as to Form Approved as to Form Rachel Frisch, Marlene K. Hopp, Otsego County Administrator Otsego County Grant Administrator