As-Needed_On-Call_Surveying_Services_(Addendum_#1_Revision).pdf

2024-08-12 MSA1

AS-NEEDED ON-CALL SURVEYING SERVICES

Town of Mooresville, NC

413 North Main Street

Mooresville, NC 28115

PROJECT RELEASE DATE: August 12, 2024

QUALIFICATIONS PACKAGE DUE: September 20, 2024, 4:00 pm

For a detailed Timeline, please view the Timeline in the Purpose and Introduction Section

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/mooresvillenc

Town of Mooresville, NC

As-Needed On-Call Surveying Services

I. Introduction

II. Minimum Qualifications

III. Scope of Services

IV. Submittal Requirements

V. Evaluation Criteria

VI. Schedule

VII. Pre-Qualified Firms

VIII. Vendor Questionnaire

#2024-08-12 MSA1

Title: As-Needed On-Call Surveying Services

1. Introduction

The Town of Mooresville (the Town) is requesting a Statement of Qualifications (SOQ) from professional consulting firms to provide On-Call Surveying Services on an as-needed basis for current and upcoming

Town projects. Projects vary in complexity and scope (see Section III, Scope of Services).

The Town is seeking to pre-qualify firms whose combination of experience and personnel will provide timely, cost-effective, and high-quality professional land surveying services. Pre-qualified firms will then be eligible to enter into project-specific agreements for services to be provided on an as-needed basis as determined by the Town.

The Town may select up to five (5) qualified firms to provide on-call surveying services. Any contract that is awarded shall be for an initial period of up to three (3) years, with two (2) single year renewals, commencing with a Notice of Award. Utilization of any selected firm is at the discretion of the Town, and individual project assignments will be determined and provided by way of task order at the sole discretion of the Town on an as-needed basis. The initial amount of each task order shall not exceed a total of

$200,000. In the event that completion of a specific work task will exceed $200,000, the total amount of the contract may be increased by mutual written agreement of the parties. Work under a contract shall be assigned on an as-needed basis to be determined by the Town in its sole and absolute discretion. Selected firms will submit pricing proposals for specific projects when contacted.

SOQs will be reviewed by an evaluation team and ranked based on criteria identified herein. Firms may be selected for interviews at the discretion of the Town. A short list of firms may be made based on a review of qualifications. The Town reserves the right to drop selected firms from the program for any reason including but not limited to work performance below the Town’s expectations, routine refusal to provide services, or loss of significant internal expertise relative to that shown on the initial SOQ.

The solicitation and selection of these services shall be conducted in accordance with all applicable State guidelines and requirements and the Town’s terms and standards.

2. Minimum Qualifications

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 Professional Engineers and Land Surveyors. Any firm proposing to use corporate subsidiaries or subcontractors must include a statement that these companies are properly registered in the state of North Carolina, and it is the responsibility of the firm to verify the registration of any corporate subsidiary or subcontractor prior to submitting a project-specific proposal. It is the responsibility of each firm to adhere to all laws of the State of North Carolina.

Interested firm(s) must show that they have relevant experience and have satisfactorily completed similar work in the past. No proposal will be deemed responsive from any firm that is engaged in any work which would impair its ability to perform or finance this work, or from any firm with outstanding claims pending for previous work of a similar nature. No proposal will be deemed responsive from any firm that is in arrears to the Town upon any debt or contract, or that is in default, as surety or otherwise, upon any obligation to the Town, or is deemed to be irresponsible or unreliable by the Town.

The firm(s) 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. Additionally, the successful firm will be required to provide proof of

Comprehensive General Liability Insurance providing minimum coverage in the amount of $1,000,000 per occurrence, $2,000,000 aggregate, which shall name the Town as additional insured; and Worker’s

Compensation Insurance in the amount required by the State of North Carolina General Statutes. The selected firm may be required to submit such financial information as reasonably requested by the Town to demonstrate the financial ability to perform the work. The firm must have an adequate accounting system to identify costs chargeable to the project.

It is the Town’s preference for the firm and all subconsultants to be pre-qualified by the state of North

Carolina Department of Transportation (NCDOT). The NCDOT maintains on file the qualification and key personnel for each approved discipline, as well as any required samples of work. Each year on the anniversary date of the company, the firm shall renew their pre-qualified disciplines.

Submission of an application to NCDOT for pre-qualification is preferred prior to submission of an SOQ to the Town.

The Town is committed to providing opportunity for small and disadvantaged businesses to perform on its contract. The Town welcomes and encourages Small Professional Service Firms (SPSF) and

Historically Underutilized Businesses (HUB) to participate in this RFQ. The selected firm(s) and subconsultants shall not discriminate on the basis of race, religion, color, national origin, age, disability, or sex in the performance of any contract entered into under this pre-qualification process.

3. Scope of Services

An agreement for services will be made with selected firms on a project-by-project basis. In general, the selected firms must be qualified to perform the following services:

• Boundary and Topographical Surveying Services

• Plat and Easement Preparation and Recordation Services

• Legal Descriptions in Metes and Bounds Format

• Subsurface Utility Engineering (SUE) and Locating Services

• Construction Staking Services

• Drone Mapping for Aerial Photography, Thermal Imaging, and Site Mapping

• Miscellaneous Surveying Services

In addition to providing these services, the selected firms must be able to meet the requirements listed below:

• Provide all necessary equipment and support personnel to adequately provide high-quality services.

• Provide all traffic control and maintenance required to perform the work. Traffic control and maintenance shall be performed in accordance with the Federal Highway Administration’s Manual of

Uniform Traffic Control Devices (MUTCD), the North Carolina supplement thereto as prepared by the

NCDOT, and the requirements of the jurisdiction having authority. The firm shall notify the Town in advance of any required lane closures.

• If applicable, obtain all necessary permits from the NCDOT and/or local jurisdictions prior to commencing work within public rights-of-way. Copies of such permits shall be provided to the

Town. Any permit fees shall be a reimbursable cost included in the firm’s invoice to the Town.

• Obtain written permission from the property owner for the firm and Town to enter the premises for any work required on private property.

• Submit all technical memoranda, reports, and certifications in electronic form to the Town in .pdf or

.doc format. All AutoCAD drawings shall be in .dwg format.

• Work to be performed will be authorized by task orders issued by the Town specific to the applicable project, and shall be invoiced accordingly, such that it can be tied to a specific Town project. The contract will not guarantee the amount of work, if any, available under the contract.

• Conduct all work in a courteous and professional manner, so as to recognize the rights and needs of the Town’s residents at all times. Adherence to this philosophy may be a factor in determining the quantity of work to be performed by the firm.

• Include required recording fees in the contract unless otherwise noted.

4. Submittal Requirements

Firms interested in performing the work as described are asked to submit an SOQ package in .pdf format no later than Friday, September 20, 2024 at 4:00 p.m. through the Town’s OpenGov Procurement Portal at: https://procurement.opengov.com/portal/mooresvillenc. In the event of technical issues uploading to

OpenGov, please email a screenshot of the issue along with a .pdf attachment of the SOQ package to

Jessie Colton, Purchasing Manager at jcolton@mooresvillenc.gov with the Subject Line “On-Call

Surveying Services – SOQ” prior to the deadline. It is the prospective bidder’s sole responsibility to ensure successful submission prior to the deadline. Late submissions will not be accepted. All submitted materials will become the property of the Town of Mooresville and will not be returned.

All SOQ packages are limited to ten (10) pages inclusive of the cover sheet and shall be typed on 8 ½” x

11” sheets, single-sided. The package shall consist of a single bound/combined document including a cover letter and the two tabbed sections described below. Due to demands on the time of Town Staff, submissions longer than ten (10) pages will be removed from consideration. Sub-tabs or dividers are acceptable within the required tabs and do not count toward the page limit. The cover letter must identify a contact person for questions during the RFQ selection process and provide contact information including telephone number, email, and postal address. The following elements shall be included in the package:

1. Cover Letter

The introductory letter shall be addressed to the Town of Mooresville, Engineering Department, Attn:

Ashton Walker, Engineering Services Manager, and shall contain the following information:

• Expression of firm’s interest in the work.

• Project understanding and unique approach to the work.

• Statement regarding firm’s possible conflict of interest for the work.

• Statement indicating firm’s ability and willingness to negotiate in good faith a contract(s) for professional services with the Town.

• Company information including full legal name, Federal Employer Identification Number, primary office location, location of local office, years of experience, and a contact person.

2. Qualifications

This section shall contain information regarding the qualifications of the firm and project team.

• Identify personnel qualifications and experience related to the scope of work including professional registrations and license numbers as well as certifications.

• Provide project-specific references for your team. Include contracts performed in the past ten (10) years by the firm for services that were similar in size or type to the representative projects, especially identifying work done for any North Carolina (NC) municipality, Metropolitan Planning Organization

(MPO), Public Private Partnership, or quasi-government entity. Provide a brief description of the project scope, as well as a description of the firm’s involvement in the project. List the date services were performed, the name, address, and phone number of the individual representative possessing knowledge of the firm’s work, and the total time involved in the project.

3. Supporting Information

• Provide an organizational chart identifying members of all key team members including subconsultants who would likely be assigned to a project. The chart shall clearly define the roles and responsibilities of the various team members, including the Project Manager who will be authorized to make decisions for and act on behalf of the team.

• Indicate the number of professional staff available and qualified to perform services. Include detailed background information for each key member of the team including job classification, roles and responsibilities, location, and role in past projects.

• Describe the professional services to be provided to meet the RFQ objectives and Scope of Services for the representative projects. This section shall include the firm’s understanding of their responsibility regarding contract administration, project delivery, as well as their role in helping to ensure full federal reimbursement for locally administered projects, if applicable. The work plan shall be outlined, and a typical schedule shall be provided. Any unique work approaches, additional scope items and/or deliverables, and exclusions shall be described in this section.

• Provide documentation of NCDOT pre-qualification and include all pre-qualified NCDOT Work

Codes.

5. Evaluation Criteria

Qualifications Packages will be evaluated on the firm’s ability to meet the requirements of this RFQ. All firms who submit a responsive SOQ in accordance with the requirements will be considered through a

Qualified Base Selection (QBS) process. The work will be awarded to the best qualified firm(s) submitting a responsive proposal on the basis of demonstrated competence and qualification for the type of professional services to be rendered. The following criteria and their respective weights will be considered in the evaluation of prospective firms:

• 40% – Firm’s capabilities, experience, knowledge, familiarity, and past performance with similar projects and services that show the ability to meet the minimum qualifications listed and accomplish the services described in this RFQ.

• 40% – Representative project team members’ experience, knowledge, familiarity, and past performance with similar projects and services in their identified discipline and/or task.

• 15% – Ideology, methodology, and unique approach to work, as well as ability to perform the work in a reasonably proposed timeframe.

• 5% – Project-related experience with federally funded projects, including projects funded through programs such as Congestion Mitigation and Air Quality (CMAQ).

The Town reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information. All information submitted in response to this RFQ will be considered a public record and will be subject to release. Any request containing information that is marked as being proprietary in nature, as being confidential, or that has similar language indicating an intent to keep information from being made available to the public will result in rejection of the submittal.

6. Schedule

The anticipated timeline for selection of the on-call list of firms is:

August 12, 2024 Release of RFQ September 13, 2024 Deadline for Questions September 20, 2024 SOQ Due (4:00 p.m.)

September 30, 2024 Selection Notification

7. Pre-Qualified Firms

The Town expects to pre-qualify multiple firms. If more than one firm is pre-qualified, the Town reserves the right to select firms for specific projects based on any criteria the Town deems appropriate.

The Town reserves the right to reject any or all responses to the RFQ, to advertise for new RFQ responses, or to accept any RFQ response deemed to be in the best interest of the Town.

For the purposes of selecting pre-qualified firms for NCDOT or CMAQ projects, the selection process shall be solely based on qualifications in coordination with the Mini Brooks Act (G.S. 143-64.31). At the state level, the following regulations apply: NCGS 136-28.1(f) and NCGS 143-64.31-33.

Upon successful negotiation of a project-specific contract, such contract must be approved by the Town

Board of Commissioners in order to be binding.

A response to this RFQ shall not be construed as a contract, nor indicate a commitment of any kind. The

RFQ does not commit the Town to pay for costs incurred in the submission of a response to this RFQ or for any cost incurred prior to the execution of a final contract. No recommendations or conclusions from this RFQ process concerning a firm shall constitute a right (property or otherwise) under the Constitution of the United States or under the Constitution, case law, or statutory law of North Carolina. No binding contract, obligation to negotiate, or any other obligation shall be created on the part of the Town unless the Town and a firm execute a contract.

8. Vendor Questionnaire

8.1. Do you agree to accept the Town's Master Service Agreement if selected as an on-call vendor?* ☐ Yes

☐ No

*Response required

8.2. Upload Statement of Qualifications*

*Response required