23-24-51 CEI INSPECTION FOR BRIGHTSPEED - DM#1193657 -FINAL.pdf

City of Greenville

REQUEST for QUALIFICATIONS

TITLE: On-Call CEI and Construction Materials Testing Services

ISSUE DATE: April 24, 2024

SUBMITTAL DEADLINE: May 17, 2024

ISSUING AGENCY: City of Greenville

SYNOPSIS

SUBCONSULTANTS ARE PERMITTED UNDER THIS CONTRACT.

This RFQ is to solicit responses from qualified firms interested in providing professional consulting services for construction administration, inspection and materials testing services (CEI) to facilitate the completion of the City project below:

These projects may include:

2024-2026 Brightspeed Broadband Fiber Optic Installation Project

All personnel performing inspection and/or testing services shall have appropriate certifications that are current with NCDOT.

Responses shall be received by electronic submission no later than 4:00 P.M. on Friday, May 17, 2024.

All submitted proposals shall be addressed to:

Kevin Mulligan Director of Public Works City of Greenville 1500 Beatty Street Greenville NC 27834

Responses received after this deadline will not be considered.

Except as provided below, any firm wishing to be considered must be properly registered with the Office of the Secretary of State and with the North Carolina Board of Examiners for Engineers and Surveyors. Any firm proposing to use corporate subsidiaries or subcontractors must include a statement that these companies are properly registered with the North Carolina Board of Examiners for Engineers and Surveyors and/or the NC Board for Licensing of Geologists. The Engineers performing the work and in responsible charge of the work must be registered Professional Engineers in the State of North Carolina and must have a good ethical and professional standing. It will be the responsibility of the selected private firm to verify the registration of any corporate subsidiary or subcontractor prior to submitting a Letter of Interest. Firms which are not providing engineering services need not be registered with the North Carolina Board of Examiners for Engineers and Surveyors. Some of the services being solicited may not require a license. It is the responsibility of each firm to adhere to all laws of the State of North Carolina.

The firm must have the financial ability to undertake the work and assume the liability. The selected firm(s) will be required to furnish proof of Professional Liability insurance coverage in the minimum amount of $1,000,000.00. The firm(s) must have an adequate accounting system to identify costs chargeable to the project.

SCOPE OF WORK

The table below identifies anticipated tasks and the associated deliverables.

SERVICE FUNCTION BENEFIT DELIVERABLES

Construction Phase Services

Pre-construction Conference

Outline project specifics. Inform contractor of project administration procedures.

Establish ground rules and responsibilities.

Agenda and Meeting Minutes.

Management Information System

(MIS)

Implement system for organizing, tracking, filing, and managing paper/ electronic correspondence including letters, information requests, submittals, contracts, reports, O&M manuals, progress payments, and change orders, etc.

Better record keeping.

Improved claim resolution capabilities.

Paper files, Digital files, and Correspondence logs.

Review Traffic Control Plans

Review contractor’s plans for detours, shutdowns and access for emergency vehicles.

Traffic control plans provide adequate traffic management and make provisions for contingencies.

Review of traffic control plan for conformance to approved plans.

Review Material Submittals

Review and approve contractor’s submittals for materials in accordance with City or NCDOT policies and procedures.

Quick response time.

Approved submittals.

Inspections and Reports

Inspect contractor’s work in accordance with City/NCDOT/FHWA standards and procedures. Prepare all reports, including daily inspection and materials received reports

Ensures compliance with City/NCDOT approved plans and specifications.

Documents progression of work, pay items, potential delays.

Daily inspection reports.

Documentation of daily pay quantities. Materials Received Reports.

Bi-Weekly Meetings Conduct bi-weekly meetings to discuss schedule, current, and past issues.

Maintains dialogue between team members.

Agenda Meeting Minutes.

Issues Management Analyze issues, seek appropriate advice, and provide recommendations.

Provides solutions to actual conditions found in field.

Minimizes delays.

Design clarifications.

Recommendation and preparation of contract change orders.

Schedule Monitor contractor’s schedule weekly. Notify parties of actual or potential deviation from schedule.

Work with project team to correct noncompliance with schedule.

Better project coordination.

Fewer delays. Fewer time related disputes.

Schedule reports and recommendations.

Dispute Resolution Make recommendations and implement procedures for reducing the likelihood of disputes and claims.

Assist in the resolution of disputes.

Disputes are avoided or resolved quickly.

Dispute avoidance procedures and recommendations.

Construction Materials Testing and Reports

Test all construction materials, including but not limited to, asphalt, concrete, and borrow excavation, per City of Greenville/NCDOT requirements and prepare associated reports.

Ensure compliance with City or NCDOT testing frequencies and minimums.

Test results and reports.

PROPOSED ON-CALL CONTRACT TIME: 2 Years. Beginning June 2024 to June 2024

PROPOSED NOT-TO-EXCEED CONTRACT AMOUNT: $750,000

SUBMITTAL REQUIREMENTS

All responses are limited to twenty (20) pages (resumes of the proposed team and MWBE forms are not included in the page count) inclusive of the cover sheet. Submission shall be formatted to portrait mode on 8-1/2” x 11” sheets.

Electronic submission is required. The following link shall be used to submit the proposal:

https://www.dropbox.com/request/DuPJl9dbnpL4Fp83ATZK

Below are instructions for using the link above to upload your submissions:

Firms submitting responses are encouraged to carefully check them for conformance to the requirements stated above. If responses do not meet all of these requirements they will be disqualified.

SELECTION PROCESS

Following is a general description of the selection process:

The City’s Selection Committee will review all qualifying responses and determine the need to short-list firms for interviews.

If appropriate, the Selection Committee will notify short-listed firms and schedule interviews. If interviews are not necessary, selected firm(s) will be notified

In order to be considered for selection, consultants must submit a complete response to this RFQ prior to the specified deadline. Failure to submit all information in a timely manner may result in disqualification.

MWBE PARTICIPATION

It is the policy of the City of Greenville to provide minorities and women equal opportunity for participating in all aspects of the City’s contracting and procurement programs, including but not limited to, construction projects, supplies and materials purchase, and professional and personal service contracts. In accordance with this policy, the City has adopted a Minority and Women Business Enterprise (MWBE) Plan and subsequent program, outlining verifiable goals.

The City has established a 4% Minority Business Enterprise (MBE) and 4% Women Business Enterprise (WBE) goal for participation of MWBE firms in supplying goods and services for the completion of this project. All firms submitting qualifications and/or proposals agree to employ “good faith efforts” towards achieving these goals and supply other information as requested in the “MWBE Professional Services Forms” included in Appendix. Failure to complete the MWBE forms may be cause to deem the submittal nonresponsive.

Questions regarding the City’s MWBE Program should be directed to the MWBE Office at (252) 329-4462.

See Appendix A for a copy of the MWBE Professional Services Forms to include in the proposal.

SELECTION CRITERIA

All qualified firms who submit responsive proposals will be considered.

In selecting a firm/team, the selection committee will take into consideration qualification information including such factors as:

1. Completeness of Response to RFQ (10%)

2. Applicable Previous Experience of firm or team proposed (35%).

3. Qualifications of individuals proposed for the duties (30%).

4. Project Management Methods or Processes proposed (25%).

SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS

The submission must include the name, address, telephone number, and e-mail address of the prime consultant’s contact person for this RFQ.

The response must also include the information outlined below:

Chapter 1 - Introduction

The Introduction should demonstrate the consultant's overall qualifications to fulfill the requirements of the scope of work and should contain the following elements of information:

Expression of firm’s interest in the work;

Statement of whether firm is on register;

Date of most recent private engineering firm qualification;

Statement regarding firm‘s(’) possible conflict of interest for the work; and Summation of information contained in the letter of interest.

Chapter 2 - Team Qualifications

This chapter should elaborate on the general information presented in the introduction, to establish the credentials and experience of the consultant to undertake this type of effort. The following must be included:

1. Identify recent, similar projects the firm, acting as the prime contractor, has conducted which demonstrates its ability to conduct and manage the project. Provide a synopsis of each project and include the date completed, and contact person.

2. If sub-consultants are involved, provide corresponding information describing their qualifications as requested in bullet number 1 above.

Chapter 3 - Team Experience

This chapter must provide the names, classifications, and location of the firm’s North Carolina employees and resources to be assigned to the advertised work; and the professional credentials and experience of the persons assigned to the project, along with any unique qualifications of key personnel. Although standard personnel resumes may be included, identify pertinent team experience to be applied to this project. Specifically, the City is interested in the experience, expertise, and total quality of the consultant's proposed team. If principals of the firm will not be actively involved in the study/contract/project, do not list them. The submittal shall clearly indicate the Consultant’s Project Manager, other key Team Members and his/her qualifications for the proposed work. Also, include the team’s organization chart for the Project/Plan. A Capacity Chart/Graph (available work force) should also be included. Any other pertinent information should also be listed in this section.

Note: If a project team or sub-consultant encounters personnel changes, or any other changes of significance dealing with the company, the City should be notified immediately.

Chapter 4 - Project Management Methods and Technical Approach

The consultant shall provide information on its understanding of, and approach to accomplish, this project, including their envisioned scope for the work and any innovative ideas/approaches.

APPENDICES- Resumes and MWBE forms

All correspondence, and questions concerning this RFQ should be directed to Mr. Kevin Heifferon at kheifferon@greenvillenc.gov .

Responses to questions regarding this RFQ that are considered pertinent to all interested parties will be issued in the form of an addendum. Interested parties should send a request, by email only, to the person listed above to be placed on a public correspondence list to ensure future updates regarding the RFQ or other project information can be conveyed. Questions must be submitted to the person listed above no later than May 13 2024.

SUBMISSION SCHEDULE AND KEY DATES

RFQ Release – April 24, 2024

Deadline for RFQ Response Submission – May 17, 2024

Anticipated Firm Selection and Notification ** - May 21, 2024

Anticipated Notice to Proceed – June 2024

** Notification will ONLY be sent to the selected firm.

Appendix A

City of Greenville/Greenville Utilities Commission Minority and Women Business Enterprise Program

City of Greenville MWBE Guidelines for Professional Service On-Call Contracts

$50,000 and above

These instructions shall be included with each bid solicitation.

City of Greenville/Greenville Utilities Commission Minority and Women Business Enterprise Program

MWBE Guidelines for Professional Service Contracts $50,000 and above

Policy Statement It is the policy of the City of Greenville and Greenville Utilities Commission to provide minorities and women equal opportunity for participating in all aspects of the City’s and Utilities’ contracting and procurement programs, including but not limited to, construction projects, supplies and materials purchases, and professional and personal service contracts.

Goals and Good Faith Efforts Service providers responding to this solicitation shall comply with the MWBE program by making Good Faith Efforts to achieve the following aspirational goals for participation.

CITY

MBE WBE

Professional Services 4% 4%

Submitters shall submit MWBE information with their submissions on the forms provided. This information will be subject to verification by the City prior to contract award. As of July 1, 2009, contractors, subcontractors, suppliers, service providers, or MWBE members of joint ventures intended to satisfy City MWBE goals shall be certified by the NC Office of Historically Underutilized Businesses (NC HUB) only. Firms qualifying as “WBE” for the City’s goals must be designated as a “women-owned business” by the HUB Office.

Firms qualifying as “MBE” for the City’s goals must be certified in one of the other categories (i.e.: Black, Hispanic, Asian American, American Indian, Disabled, or Socially and Economically Disadvantaged). According to new Statewide Uniform Certification (SWUC) Guidelines, ethnicity supersedes gender; therefore, firms who are certified as both a “WBE” and “MBE” will satisfy the “MBE” category only. Each goal must be met separately. Exceeding one goal does not satisfy requirements for the other.

The City shall accept NCDOT certified firms on federally funded projects only.

Please note: A service provider may utilize any firm desired. However, for participation purposes, all MWBE firms who wish to do business as a minority must be certified by NC HUB. A complete database of NC HUB certified firms may be found at http://www.doa.nc.gov/hub/

Instructions

The submitter shall provide the following forms:

FORM 1—Sub-Service Provider Utilization Plan This form provides the amount of sub-contracted work proposed for the project and subsequent task orders for MWBE firms according to needed discipline and anticipated task order. This proposed participation is based on the current scope of work for each anticipated task and discipline required.

Submitter must turn in this form with submission. If the submitter does not customarily subcontract elements of this type of project, do not complete this form. Instead complete FORM 2.

FORM 2--Statement of Intent to Perform work without Sub-Service Providers This form provides that the submitter does not customarily subcontract work on this type of project.

Sub-Service Provider Utilization Commitment Submitted by the selected service provider for each task order, this form lists the MWBE firms committed to participate on this order. This commitment will reflect any changes in the Plan due to adjustments in project scope.

NOTE: A firm is expected to maintain the level of participation listed in FORM 1 for each task order and firm used to satisfy required discipline in the – Sub-Service Provider Utilization Plan – unless there is a negotiated change in the service required by the City. A firm is also encouraged to increase MWBE participation in the Utilization Commitment as a result of ongoing Good Faith Efforts.

Proof of Payment Certification

Proof of payment must be submitted by the selected service provider with each payment application, listing payments made to sub-consultants. This form is not provided with the submission.

In addition to the forms provided above, each service provider must provide a discussion of its diverse business policies and procedures to include the good faith efforts it employed to utilize minority and women-owned firms on this project. This discussion must include:

1. Outreach efforts that were employed by the firm to maximize the utilization of MWBE’s.

2. A history of MWBE firms used on similar projects; and

3. The percentage participation of MWBE firms on these projects.

NOTE: Those service providers submitting FORM 2 should discuss and provide documentation to justify 100% performance without the use of sub-consultants (both majority and minority) per the statements of the form.

Minimum Compliance Requirements: All written statements, signed forms, or intentions made by the Submitter shall become a part of the agreement between the Submitter and the City for performance of contracts. Failure to comply with any of these statements, signed forms, or intentions or with the minority business guidelines shall constitute a breach of the contract. A finding by the City that any information submitted (either prior to award of the contract or during the performance of the contract) is inaccurate, false, or incomplete, shall also constitute a breach of the contract. Any such breach may result in termination of the contract in accordance with the termination provisions contained in the contract. It shall be solely at the option of the City whether to terminate the contract for breach or not. In determining whether a Submitter has made Good Faith Efforts, the City will evaluate all efforts made by the Submitter and will determine compliance in regard to quantity, intensity, and results of these efforts.

Sub-Service Provider Utilization Plan

FORM 1

(Must be included with submission if subcontracting any portion of work)

We _________________________________________________________ will seek to contract with (Company Name) certified MBE firms and WBE firms as task orders permit through this contract.

Name, Address, & Phone Number of Sub- Service Provider

*MWBE

Category

Work description

*Minority categories: Black, African American (B), Hispanic or Latino (L), Asian American (A) American Indian (I), Female (F) Socially and Economically Disadvantaged (S) Disabled (D)

The undersigned intends to enter into a formal agreement with MWBE firms for work listed in this schedule conditional upon execution of a contract with the current scope proposed by the Owner.

The undersigned hereby certifies that he/she has read the terms of this agreement and is authorized to bind the submitter to the agreement herein set forth.

Date: ______________________

Name & Title of Authorized Representative_____________________________________________

Signature of Authorized Representative________________________________________________

Statement of Intent to Perform work without Sub-Service Providers

FORM 2

(Must be included with submission if not subcontracting any portion of work)

We, __________________________________________________, hereby certify that it is our intent to perform 100% of the work required for the ______________________________________ contract.

(Project Name)

In making this certification, the Proposer states the following:

i. It is a normal and customary practice of the Proposer to perform all elements of this type of contract with its own workforce and without the use of sub-consultants. The Proposer has substantiated this by providing documentation of at least three (3) other projects within the last five (5) years on which they have done so.

Check box to indicate documentation is attached.

ii. The Proposer has a valid business reason for self-performing all work on the Contract as opposed to subcontracting with a MWBE. The Proposal must describe the valid business reason for self-performing, and the Proposer must submit with its Bid or Proposal documentation sufficient to demonstrate to the Authority reasonable satisfaction the validity of such assertions.

Check box to indicate documentation is attached.

iii. If it should become necessary to subcontract some portion of the work at a later date, the Proposer will notify the City and institute good faith efforts to comply with all requirements of the MWBE program in providing equal opportunities to MWBEs to subcontract the work. The firm will also submit a Request to Change MWBE Participation Form (even if the final sub-consultant is not MWBE).

The undersigned hereby certifies that he or she has read the terms of this certification and is authorized to bind the Proposer in accordance herewith.

Date: __________________

Sub-Service Provider Utilization Commitment (Must be submitted with each task order)

We _________________________________________________________, do certify that on the (Company Name) ______________________________________________ we will expend a minimum of ______% (Project Name) of the total dollar amount of the contract with certified MBE firms and a minimum of ______% of the total dollar amount of the work with WBE.

Name, Address, & Phone Number of Sub- Service Provider

*MWBE

Category

Work description % of Work

*Minority categories: Black, African American (B), Hispanic or Latino (L), Asian American (A) American Indian (I), The undersigned will enter into a formal agreement with MWBE firms for work listed in this schedule. Failure to fulfill this commitment may constitute a breach of contract.

The undersigned hereby certifies that he/she has read the terms of this commitment and is authorized to bind the submitter to the commitment herein set forth.

Date:______________________

REQUEST TO CHANGE MWBE PARTICIPATION

(Submit changes only if recipient of intent to award letter, continuing through project completion.)

Project: ______________________________________________________________________

Bidder or Prime Consultant: ____________________________________________________

Name & Title of Authorized Representative: _______________________________________

Address: ________________________________ Phone #: ___________________________

________________________________________ Email Address: ______________________

Original Total Contract Amount: $_____________________________________

Total Contract Amount (including approved change orders or amendments): $__________________

Will this request change the dollar amount of the contract? Yes No

If yes, give the total contract amount including change orders and proposed change: $________________

The proposed request will do the following to overall MWBE participation (please check one):

Increase Decrease No Change

Name of sub-consultant: _________________________________________________________

Service provided: _______________________________________________________

Proposed Action:

___Replace sub-consultant ___Perform work in-house

For the above actions, you must provide one of the following reasons (Please check applicable reason):

___ The listed MBE/WBE, after having had a reasonable opportunity to do so, fails or refuses to execute a written contract.

___The listed MBE/WBE is bankrupt or insolvent.

___The listed MBE/WBE fails or refuses to perform his/her subcontract or furnish the listed materials.

___The work performed by the listed sub-consultant is unsatisfactory according to industry standards and is not in accordance with the plans and specifications; or the sub-consultant is substantially delaying or disrupting the progress of the work.

If replacing sub-consultant:

Name of replacement sub-consultant: _______________________________________________

Is the sub-consultant a certified MWBE? ___Yes ___No

If no, please attach documentation of outreach efforts employed by the firm to utilize an MWBE.

Dollar amount of original consultant contract $________________

Dollar amount of amended consultant contract $ _______________

Other Proposed Action:

___Increase total dollar amount of work ___Add as an additional sub-consultant* ___Decrease total dollar amount of work ___Other

Please describe reason for requested action: _________________________________________

*If adding additional sub-consultant:

Is the sub-consultant a certified MWBE? ___Yes ___No

If no, please attach documentation of outreach efforts employed by the firm to utilize an MWBE.

Dollar amount of original consultant contract $________________

Dollar amount of amended consultant contract $ _______________

Interoffice Use Only:

Approval __Y __N

Date___________________

Version: 2016.01.16.RJS/MTM

Proof of Payment Certification MWBE Contractors, Suppliers, Service Providers

Project Name: ________________________________________________

Prime Service Provider: _____________________________________________

Current Contract Amount (including change orders): $_________________

Requested Payment Amount for this Period: $_______________________

Is this the final payment? ___Yes ___No

Firm Name MWBE Category*

Total Amount Paid from this Pay Request

Total Contract Amount

Total Amount Remaining

*Minority categories: Black, African American (B), Hispanic or Latino (L), Asian American (A) American Indian (I), Date:_____________________ Certified By: __________________________________________ Name

Pay Application No. ______

Purchase Order No. ______