2024-28PC RFP CTH II Bear Creek Bridge Design.pdf

Request for

Proposal (RFP) for

Portage County CTH II

Local Bridge Program

Bridge Design

Proposal #2024-28PC

Issued by:

Portage County Purchasing Department

Proposals must be submitted No later than 2:00 PM 01/07/2025 to:

Portage County Purchasing

1462 Strongs Ave Stevens Point WI 54481

LATE PROPOSALS WILL BE REJECTED

There will not be a public opening for this Proposal

For further information regarding this RFP contact PaYeng Baldemor

At (715) 346-1333 Email: baldemop@co.portage.wi.gov

Issued: 12/05/2024

Table of Contents

1. General Information

1.1. Introduction

1.2. Definitions

1.3. Scope

1.4. Clarifications and/or Revisions to this RFP

1.5. Calendar of Events

1.6 Contract Term and Funding

2. Preparing and Submitting a Proposal

2.1. General Instructions

2.2. Incurring Costs

2.3. Submitting Proposals

2.4. Proposal Organization and Format

2.5. Multiple Proposals

2.6. Withdrawal of Proposals

3. Proposal Selection and Award Process

3.1. Evaluation Committee

3.2. Preliminary Evaluation

3.3. Right to reject proposals

3.4. Proposal Scoring

3.5. Evaluation Criteria

3.6. Interviews/Presentations and/or Site Visits

3.7. Final Evaluation

3.8. Award and Final Offers

3.9. Notification of Intent to Award

3.10. Appeals Process

3.11. Negotiate Contract Terms

4. Requirements

4.1. Mandatory Requirements

4.2. Contract Requirements

5. Proposer Information and Solutions

5.1. Organization Capabilities (150 points)

5.2. Staff Qualifications (200 points)

5.3. Relevant Project Experience (250 points)

Table of Contents

5.4. Proposer Solutions and Agency Coordination(250 points)

5.5. Ability to Complete within Timeframe and Quality Control/Constructability (150 points)

5.6. Proposer References

6. Cost Proposal – Not applicable. Review will be conducted using Quality Based Selection

Attachment A - Signature and Authority Affidavit Form Attachment B - References Attachment C - Designation of Confidential & Proprietary Information Form Attachment D - Mandatory Requirements

Portage County Wisconsin RFP #2020-23

1. General Information

Introduction

The Portage County Highway Department (County) is interested in obtaining the services of an engineering consultant firm for the design of the bridge structure over Bear Creek on CTH II, in the Town of Linwood. The design and construction of the project have been selected as part of the Wisconsin Department of Transportation’s 2024-2029 Local Bridge Program. The successful consultant will need to complete all tasks associated with delivering the project including administration, survey, agency and utility coordination, municipal coordination, public involvement, environmental document, r/w plat(if needed), design reports, preliminary and final plans, and final PS&E, all in conformance with WisDOT guidelines and applicable Wisconsin State Statutes. The projects are currently scheduled for State Fiscal Year 2025 design with an August 1, 2026 PS&E date, and a November 10, 2026 Let Date. The schedule for other deliverables will be determined when the three-party design engineering services contract is negotiated and awarded.

The County of Portage as represented by the Purchasing Department intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed project. The proposal will follow Quality Based Selection.

Contract Execution: The contract resulting from this RFP will be administered by the Wisconsin Department of Transportation(DOT) Local Program Manager Jason Schaeffer from the DOT’s Wisconsin Rapids Office.

There is no cost to the proposer associated with this process.

Definitions

The County of Portage as represented by the Purchasing Department intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed project. The proposal will follow Quality Based Selection. Definitions The following definitions are used throughout the RFP:

Consultant means proposer awarded the contract.

County means the County of Portage Wisconsin.

Proposer/Vendor/Bidder means a company or individual submitting a proposal in response to this RFP.

Purchasing means the County of Portage Purchasing Department.

RFP means Request for Proposal.

State means the State of Wisconsin.

VendorNet means the State of Wisconsin’s electronic purchasing information system.

Scope

1.3.1. Project Description

The successful consultant will need to complete all tasks associated with delivering the project including administration, survey, agency and utility coordination, municipal coordination, public involvement, environmental document, r/w plat, design reports, preliminary and final plans, and final PS&E, all in conformance with WisDOT guidelines and applicable Wisconsin State Statutes.

1.3.2. Current Status

The culvert pipes currently have an NBI rating of 3, sufficiency rating of 48.4. The current structure is structurally deficient and functionally obsolete. The existing twin steel culverts are in poor and severe condition. The ends of the culverts include full section loss and local failures could occur within the roadway over the structure. The existing twin culverts also block debris which leads to sedimentation and vegetation build-up on the upstream ends of both culverts. The existing structure has substandard guardrail which is a safety issue for this minor collector. The proposed approach lengths for the main structure are proposed at 150' for each side to improve safety by allowing adequate widening and standard guardrail installation. In addition, since the existing culverts are proposed to be replaced with a slab span bridge, slight increases to the profile may be necessary to provide for adequate freeboard to the bridge deck. The existing structure is proposed to be replaced by a single slab span structure estimated at a 32-length based on the bank widths provided by USGS StreamStats report. The proposed width is 30' to accommodate heavy agricultural use and wide implements of husbandry in the surrounding area.

1.3.3. Additional Review

In addition, at approximately 325' south of this structure, there are twin steel culverts which are under 20' in span and do not qualify as a bridge. These culverts are experiencing the same deterioration and failure concerns as P49-055 as they were likely installed at the same timeframe.

The County proposes to include the design and replacement of these culverts as part of this project but that portion would be 100% locally funded. Any additional approach work for these culverts will be 100% locally funded as well. Real estate is not anticipated but if required by design, it will be 100% locally funded.

1.3.4. Proposed Improvement

Bear Creek Structure P49-0055 is anticipated to be replaced with a single span bridge structure that is estimated to be 30’ clear bridge width and 30’ long. The hydrologic and hydraulic design will ultimately determine the structure size and adjacent culvert sizing. The area should be reviewed to determine if the southern culverts need to be replaced in-kind or if they may be eliminated due to the new bridge structure.

Clarifications and/or Revisions to this RFP Portage County Purchasing is the sole point of contact for the County during the selection process. Contact with anyone else involved with this process without the prior authorization of Purchasing may result in the disqualification of your proposal. Proposers are expected to raise any questions, noted errors, discrepancies, ambiguities, exceptions, additions or deficiencies they have concerning this proposal in writing by 2pm on Thursday, December 19, 2024 to: PaYeng Baldemor, Procurement Specialist, Email:

baldemop@co.portage.wi.gov

If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this proposal after the above date, they shall immediately notify the above named individual of such error and request modification or clarification of the proposal document before the proposal opening date.

If the proposer fails to notify the County prior to the proposal due date of any condition stated above that reasonably should have been known to the proposer, and if a contract is awarded to that proposer, the proposer shall not be entitled to additional compensation or time by reason of the error or its correction.

Revisions to this request for proposal or answers to questions will be made only by an official written addendum issued by Purchasing. Addenda will be posted on VendorNet and on the Portage County Website.

Proposers are responsible for checking these websites for any addenda before submitting a proposal. Failure to acknowledge addenda may disqualify your proposal.

https://vendornet.wi.gov http://www.co.portage.wi.us

Calendar of Events Listed below are specific and estimated dates and times of actions related to this Request for Proposal. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times, it will do so by issuing addenda to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times.

DATE EVENT

12/5/2024 RFP Issuance date 12/19/2024 Last day for submitting written questions at 2PM 12/23/2024 Addenda posted to https://vendornet.wi.gov/ and http://www.co.portage.wi.gov (estimated) 01/07/2025 Proposals due at or before 2:00 p.m.

Week of 01/13/24 Notification of intent to award sent to proposers (estimated) Week of 01/20/24 Contract award (estimated) Spring of 2025 Contract start date (estimated)

Contract Term and Funding This project is federally funded and will be managed under the WisDOT Local Program by the WisDOT Northcentral Region. The selected consultant shall follow the design standards and procedures set by the Facilities Development Manual, Small Purchase Contracting. Consultants may not include any reference to the estimated cost of their services for the project deliverables.

2. Preparing and Submitting a Proposal

General Instructions The evaluation and selection of a contractor will be based on the information submitted in the proposal plus references and any required on-site visits, interviews/presentations or demonstrations. Proposers should respond clearly and completely to all requirements. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired. The County encourages all proposers to print their submission double-sided to save paper.

http://www.co.portage.wi.us/ https://vendornet.wi.gov/

Incurring Costs The County is not liable for any cost incurred by proposers in replying to this RFP.

Submitting Proposals Proposers must submit, in a sealed package, One Original (identify) PLUS 3 identical copies of all materials required for acceptance of their proposal on or before 2:00 p.m., 01/07/2025 to:

Portage County Purchasing 1462 Strongs Ave Stevens Point, WI 54481

All proposals must be received by the Purchasing Department by the stated time. Late proposals will not be accepted. Receipt of the proposal by the U.S. mail system does not constitute receipt of the proposal by Purchasing.

The County does not accept facsimile machine or email submitted proposals. All proposals must be packaged, sealed, and show the following information on the outside of the package:

Proposer's Name and Address Request for Proposal Title Request for Proposal Number Proposal Due Date

COST PROPOSAL: Consultants may not include any reference to the estimated cost of their services for the project deliverables. The selection will follow Quality Based Selection.

Proposal Organization and Format Proposal should be typed and submitted on 8.5 by 11 inch paper and bound securely with page numbers clearly indicated. Proposers responding to this RFP must comply with the following format requirements:

Tab 1 - COVER LETTER, RFP SIGNATURE PAGES: Include here any cover letter, Attachment A - RFP Signature and Authority Affidavit Form, any addenda signature pages, and Attachment C - Designation of Confidential & Proprietary Information Form.

The Signature and Authority Affidavit submitted in response to this RFP must be signed by the person in the Proposer's organization who is responsible for the decision as to the prices being offered or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices and services. Failure to provide these forms/information with your bid submittal may disqualify your proposal.

Tab 2 - RESPONSE TO PROPOSER INFORMATION AND SOLUTIONS: Responses to the requirements in the proposer information and solutions must be in the same sequence and numbered as they appear in this RFP.

Include here completed Attachment B--References.

Tab 3 – MANDATORY REQUIREMENTS: Include Attachment D Mandatory Requirements.

Multiple Proposals Multiple proposals from a proposer will be permissible; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response

Withdrawal of Proposals Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 180 days after the due date and time. The written withdrawal notice must be received by Purchasing. The notice must be signed by an authorized representative of the proposer. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time.

3. Proposal Selection and Award Process

Evaluation Committee The County’s evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the request of the Purchasing Department.

Preliminary Evaluation The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the proposal being rejected. In the event that all proposers do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP.

Right to reject proposals The County reserves the right to reject any and all proposals.

Proposal Scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. The evaluation committee's scoring will be tabulated, and proposals ranked based on the numerical scores received.

Evaluation Criteria The proposals will be scored using the following criteria:

Description Points Organization Capabilities 150 Staff Qualifications 200 Relevant Project Experience 250 Proposer Solutions and Agency Coordination 250 Ability to Complete and Q/C and Constructability Reviews 150 Total 1000

Interviews/Presentations and/or Site Visits The County does not anticipate a need for interviews or presentations for this RFP.

Final Evaluation Upon final review of the proposals, the County's evaluation team will review their evaluations and make adjustments to the scores based on their review and possible reference checks, and any other pertinent proposer information.

Award and Final Offers Awards will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest proposer or proposers may be requested to submit final offers. If final offers are requested, they will be evaluated against the stated criteria, scored and ranked.

Award will then be granted to the highest scoring proposer. If Qualification Based Selection is used, cost will not be a component of requested final offers. However, a proposer should not expect that the County will request a best and final offer.

Notification of Intent to Award All proposers who respond to this RFP will be notified in writing of the County's intent to award the contract(s) as a result of this RFP.

Appeals Process Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or Portage County Ordinance provisions that are alleged to have been violated.

The written notice of intent to protest the intent to award a contract must be filed with Chris Schultz, Procurement Director, Portage County Wisconsin, 1462 Strongs Ave, Stevens Point, WI 54481, and received in his office no later than five (5) working days after the notice of intent to award is issued.

The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued.

The decision of the Procurement Director may be appealed to the Corporation Counsel Office within (5) working days of issuance. The appeal must allege a violation of a Wisconsin Statute or a Portage County Ordinance provision.

Negotiate Contract Terms The County reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

4. Requirements

Mandatory Requirements Submit response using Attachment D Mandatory Requirements under Tab 3 of proposal - see section 2.4 for proposal submittal format.

The following requirement(s) are mandatory, and the proposer must satisfy them as a pass/fail pre-screening requirement. Any proposal submitted not in compliance with mandatory requirements will be rejected and not evaluated or scored.

4.1.1. Proposer must be listed on the State of Wisconsin’s Department of Transportation Roster of Eligible Engineering Consultants.

4.1.2. Proposer must be qualified and has completed at least 3 similar projects within the past 5 years.

4.1.3. Awarded consultant must provide Purchasing a Certificate of Insurance and maintain the minimum limits specified for the term of the contract. All policies must be issued with a 30-day cancellation notice, by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A1, and signed by an authorized agent.

Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

Contract Requirements

4.2.1. Award-

The awarded consultant will need to complete all tasks associated with delivering the project including administration, survey, agency and utility coordination, municipal coordination, public involvement, environmental document, r/w plat, design reports, preliminary and final plans, and final PS&E, all in conformance with WisDOT guidelines and applicable Wisconsin State Statutes.

4.2.2. Subcontractors

All subcontracting shall be listed in the proposal and must be pre-approved upon award by the County before any work begins. Subcontractors must abide by all terms, conditions, and specifications of the contract. The consultant shall be responsible for all subcontractor(s) work and payment.

5. Proposer Information and Solutions Submit response under Tab 2 of proposal - see section 2.4 for proposal submittal format.

Organization Capabilities (150 points) Describe the organization/company's experience and capabilities providing similar services to those required. Detail proven success and experience in similar projects in road design, specifically local bridge projects administered under the WisDOT STP-Bridge Program.

Staff Qualifications (200 points) Identify key staff your organization/company will assign to fulfill the contract requirements. Detail who would be contract manager(s), etc. Include key staff for any administrative, engineering, and environmental experience. Provide a synopsis describing the educational and work experience for each of the key staff who would be assigned to the project/program.

Relevant Project Experience (250 points) List three similar projects your key staff have worked on in the past five years and indicate what deliverables that the key staff was responsible for in each projects identified. Provide key challenges and solutions for the listed projects.

Proposer Solutions and Agency Coordination (250 points) Describe your approach and understanding of the project work for this specific project. Detail your firms understanding of the challenges and barriers and propose your approach to overcoming these barriers for this specific project. Include detail on your understanding of the potential agency, environmental, design challenges of this project and how your organization would provide solutions to these challenges.

Ability to Complete within Timeframe and Quality Control/Constructability Reviews (150 points) Provide a schedule for key design and agency approval milestones. Detail your organization’s quality control and constructability review program. The project has an August 1, 2026 PS&E date.

Proposer References Submit response using Attachment B References under Tab 2 of proposal – see section 2.4 for proposal submittal format.

Proposer must supply references of at least three firms to which similar products/service have been provided within the past five years to a comparable sized institution or company. If contacted, all of those references must verify that a high level of satisfaction was provided.

6. Cost Proposal – Not applicable. Review will be conducted using Quality Based Selection.

ATTACHMENT A

SIGNATURE AND AUTHORITY AFFIDAVIT FORM

PROPOSING COMPANY NAME: _________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

Address: __________________________________________________________________________

City _____________________________ State ________ Zip + 4 _______________________

Number of years in Business _______

Name the person to contact for questions concerning this proposal.

Name ___________________________ Title ______________________________

Phone ( ) _______________________ Toll Free Phone ( ) __________________________

Fax ( ) _______________________ Email Address ___________________________

In signing this proposal, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, having familiarized themselves with the conditions affecting the cost of the work, having read completely the requirements, hereby proposes to perform everything required and to provide and furnish labor, materials, equipment, tools and all other services and supplies necessary to produce in a complete and workmanlike manner all of the materials or products described in the project relating to this proposal.

I further certify that I have carefully examined the proposal documents and all terms herein, and site where the work is to be done and have no agreements to prevent the completion of said work.

Signature Title

Name (type or print) Date

This firm herby acknowledges receipt / review of the following addendum(s) (If any)

Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

ATTACHMENT B

REFERENCES

Proposer: _______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate page.

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: _________________________________________________________________________

Address (include Zip + 4) ____________________________________________________________________

Contact Person: ____________________________________ Phone No. __________________________

E-Mail Address: __________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ____________________________________________________

ATTACHMENT C

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

The attached material submitted in response to Bid/Proposal # 2024-28PC includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.

Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

We request that the following pages not be released:

Section Page # Topic

IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE COUNTY'S AGREEING TO WITHHOLD THE

MATERIALS.

Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The County considers other markings of confidential in the bid/proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any materials unless they are specifically identified above.

Company Name ______________________________________________

Authorized Representative ______________________________________________ Signature

Authorized Representative ________________________________________________ Type or Print

Date ___________________________________________

ATTACHMENT D

MANDATORY REQUIREMENTS

Proposer: _______________________________________________________________________

4.1.1. Proposer is qualified and is on Wisconsin DOT’s Roster of Eligible Engineering Consultants.

Yes______ No________

4.1.2.Proposer must be qualified and has completed at least 3 similar projects within the past 5 years.

Yes______ No________

6. Cost Proposal – Not applicable. Review will be conducted using Quality Based Selection.