Bid_Packet_Waynesboro_Pk_W._Main_Waterline_Design.pdf

TOWN OF EMMITSBURG

300A South Seton Avenue Emmitsburg, Maryland 21727; Phone: 301-600-6300; info@emmitsburgmd.gov

REQUEST FOR PROPOSAL

WATERLINE REPLACEMENT DESIGN

WAYNESBORO PIKE AND WEST MAIN STREET

Contents:

I. INTRODUCTION

II. SCOPE OF WORK

III. SUBMITTAL REQUIREMENTS

IV. PROPOSED TIMELINE

V. MISCELLANEOUS INFORMATION

EXHIBIT A: PROJECT AREA MAP

EXHIBIT B: WATER LEAK LOG

I. INTRODUCTION

The Mayor and Commissioners of Emmitsburg, Maryland are requesting sealed bids from qualified contractors for the site assessment/surveying, design, permitting, bidding services, construction administration services, resident project representative services and final utility as-built services of the Waynesboro Pike and West Main Street waterline. Sealed proposals are due by 4:30 p.m. on Wednesday, November 13, 2024. Please see “Submittal Requirements” on how to submit.

Bid questions? Please email Madeline Shaw, Grants Administrator, at Mshaw@emmitsburgmd.gov. All questions and corresponding answers will be posted in writing on the Town’s website for bidder reference. The deadline to submit a question is Friday, November 8, 2024 by 5:00 p.m.

II. SCOPE OF WORK

This project will replace approximately 3,800 linear feet of deteriorating 6-inch, 4-inch and 2-inch unlined cast iron pipping along West Main Street/Waynesboro Pike from the intersection of Frailey Road / West Main Street to the end of the Waynesboro Pike waterline (see Exhibit A maps) with a new 8-inch ductile iron pipe. There are 26 existing water users directly on this waterline and 3 fire hydrants. The purpose of the project is to eliminate undersized and aging infrastructure as the line has severe tuberculation that is causing a reduced pipe diameter and brown tinted water when the tubercules become dislodged during higher forced flows. The waterline is also prone to water leaks (see leak log, Exhibit B).

It is important to note that West Main Street (MD140) is a State Highway Administration (SHA) maintained roadway and is planned to remain as such. All construction will be required to meet SHA standards and specifications as well as allow for the continual flow of traffic as approximately 9,432 vehicles travel West Main Street (MD140) per day according SHA traffic volume data. The winning bidder will be responsible for the site assessment/surveying, design, permitting, bidding services, construction administration services, resident project representative services and final utility as-builts for the project.

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 2 of 10

If needed, bidders can read more about the Emmitsburg water system here. All bids must meet and/or exceed the requirements contained herein:

A. Site Assessment and Surveying

1. All land survey work as necessary to adequately complete the design and file permit applications and provide reference points for construction layouts. As a minimum, property lines, rights-of-way, easements, topographic information, location of existing landmarks (e.g. edge of road, sidewalks, buildings, trees, valves, meter boxes and manhole structures with inverts, etc.), underground and aboveground utility locations are to be included. The engineer shall coordinate with utility owners to have the underground utilities marked out prior to the survey.

2. Geotechnical investigations including soil borings, rock cores, and auger probing as necessary to adequately complete the design.

3. All existing easements and rights-of-way will be shown including owner and width, plat book and deed book references.

B. Design

1. Prepare design drawings and project specifications with an adequate level of detail for review/approval by permitting agencies and for bidding and construction purposes. It is anticipated that design submittals will be required at the 30%, 60%, and 100% stages of the design. The 60% design submittal will be the most critical and will include plan and profile sheets, erosion control plans, utility plans, traffic control plans, and general notes.

2. Develop a project phasing plan to ensure utility service is maintained throughout the course of the construction project and construction impacts are minimized.

3. New service connections to existing properties and fire hydrant replacements.

4. The proposed water main will be designed in accordance with Frederick County, Town of Emmitsburg, and Maryland Department of the Environment and Maryland State Highway Administration standards.

5. The design will include a temporary water main bypass.

6. Project Manager and/or Project Engineer will attend up to four (4) meetings including the following:

i. Kick off meeting with the Town.

ii. Design progress meetings with Town staff. At a minimum, a meeting will be scheduled with the 60% and 100% plan submittals.

7. Prepare and submit an opinion of probable cost with each design progress submittal.

8. Upon completion of the design, the engineer shall provide five complete sets of plans and specifications to the Town. A final digital copy will also be provided to the Town in PDF format for plans and specifications.

C. Permitting

1. Determine which local, state and federal permits are required for the project, prepare and submit the necessary applications, and provide technical input as required in securing these permits. The consultant shall also provide Town with information regarding the approximate length of review time for each permit, and any special requirements that could delay this process. The Town will pay for any submission fees associated with permit applications.

2. Environmental activities as necessary to adequately complete the design and file permit applications. The engineer shall determine environmental impacts, delineate

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 3 of 10

RPA/wetlands as required, and on behalf of the Town apply for all permits as required to complete the project.

3. Prepare the necessary drawings and documents required to meet permit requirements including environmental reviews.

4. Submit the completed improvement plans to the Town of Emmitsburg, the Frederick Soil Conservation District, Frederick County Development Review, Maryland Department of the Environment, Maryland State Highway Administration for review and comment. Upon review of the plans by the approval agencies, engineer will address review comments, if any, and re-submit for agency approvals until permitting is secured.

D. Bidding Services

1. Prepare final bid package that shall include plans and specifications.

2. Provide project specific supplemental information as required and requested by the bidders as addendums to the bidding documents.

3. Bidding phase services shall be provided and include the following; respond to bidders questions, attend pre-bid meeting, attend bid opening meeting, review the bids, provide a recommendation of award to the Town.

E. Construction Administration

1. Attend pre-construction meeting, prepare agenda for meeting, take minutes of pre-construction meeting and address any contractor questions prior to the start of construction.

2. Prior to construction, engineer will review shop drawings and construction schedules and provide feedback on methods, materials, and specifications, in order to minimize construction impacts.

3. Develop a master submittal list and maintain a construction-related submittal log, providing monthly updated information through the course of construction.

4. During construction, a project manager will attend monthly scheduled coordination/progress meetings with the contractors, owner, and other involved parties to review project status, plan and coordinate future activities, and resolve critical issues. The project manager will prepare an agenda for these meetings, take meeting minutes, and distribute minutes to all involved parties after.

5. During construction, engineer will review and respond to all construction-related Requests for Information (RFIs).

6. Develop record drawings (revisions if necessary), observe construction techniques, and enforce the contract specifications to ensure the project is constructed in accordance with the contract documents.

7. Develop a master RFI log and provide monthly updated information through the course of construction.

8. Review all change orders with regard to feasibility, responsibility, and economics as requested by Town. Provide recommendations regarding change orders. The Town will make all final decisions on change orders.

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 4 of 10

F. Part Time Resident Project Representative

1. Provide resident project inspector for ten (10) hours per week during construction for 36 weeks. Exact hours/weeks needed to be determined once design is completed.

2. Copies of time sheets for all personnel that worked on this project.

3. Copies of inspection field logs.

4. Oversight of inspections and testing.

5. Review of applications for payment based on submitted data and schedules.

6. Documentation of lost time/wet weather days.

7. Compilation and submission for certificate of substantial completion.

8. Compilation and submission of final inspection project punch list.

G. Final Utility As-Builts

1. As-built Water Main Drawings – Obtain as-built information for each water valve and fire hydrant and a set of redline as-built drawings will be prepared and submitted to the Town for review and approval.

2. As-built Storm Drain Structures – Obtain as-built information on the invert of pipes, top elevations, and horizontal location of each structure, and a set of redline Storm Drain As-built drawings will be prepared and submitted to the Town for review and approval.

H. Additional Services

1. Consultant is encouraged in its proposals to identify any additional work that is not specified in this Scope of Work that would be, in its opinion, necessary to complete the project as defined herein. Consultant may propose additional services that in its opinion will improve the efficiency and quality of the project. If identified, the additional work or services must be included in the proposal but separated out on its own line item with the cost estimate as well as noted in the letter of transmittal.

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 5 of 10

III. SUBMITTAL REQUIREMENTS

Please submit five (5) hard copies of your bid to Town of Emmitsburg, Attn: Town Manager, 300A South Seton Avenue Emmitsburg MD 21727. No email submittals will be accepted. Please note on bids, “W. Main Waterline Bid, Do Not Open.” Contractors can either mail submittals, deliver submittals to the Town Office on the 2nd floor, or place submittals in the black drop box labeled “Town of Emmitsburg” at the rear of the Emmitsburg Community Center (300A South Seton Ave.). If a submittal receipt is requested, please email info@emmitsburgmd.gov or call 301-600- 6300. At the minimum, all bids must include the following:

A.) Letter of Transmittal: The letter of transmittal must contain the following information:

1. Name, title, address, e-mail address, and telephone number of the person(s) whom correspondence should be directed regarding the bid and any questions.

2. Federal and state taxpayer identification numbers of your organization.

3. Is your organization a minority owned business or women owned business?

4. Please summarize your qualifications, including similar projects completed.

5. What is your proposed start date and timeline for the project assuming bid approval on

December 9, 2024?

6. Statement which indicates “proposal and cost schedule shall be valid and binding for ninety (90) days following proposal due date and will become part of the contract that is negotiated with the Town of Emmitsburg”.

B.) Table of Contents: List the documents included in your bid packet with the corresponding page numbers. Make sure to number all pages for easy reference.

C.) Detailed cost statement:

Please list the cost of the project using the table below. Any noteworthy exclusions should be listed beneath the table.

Item: Cost:

Site Assessment and Surveying Design Permitting Bidding Services Construction Administration Resident Project Representative Final As-Builts

TOTAL COST:

D.) Resumes:

Include the resumes of any team members that will most likely be involved with the project.

Make sure to include their name, title, area of specialty, total years of experience, and experience with similar projects.

E.) Subcontractor List:

List any subcontractors that would be used on the project.

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 6 of 10

F.) References:

Provide at least three customer references for similar work completed within the past five (5) years. Government or municipal references are preferred. The reference should contain the organization name, address, telephone number, email address and project.

G.) Proof of Insurance:

The successful proposer must have and maintain current worker’s compensation insurance, comprehensive general liability and automobile insurance for bodily injury, death or loss of or damage to property of third persons in the minimum amount of $1,000,000 per occurrence with the Town of Emmitsburg as an additional name insured. Please list the policy number, insurance company, and expiration date with your bid.

IV. PROPOSED TIMELINE

Thursday, Oct. 17, 2024 RFP published on eMMA, MML, website and Facebook.

Friday, Nov. 8, 2024 Last day to submit questions for the bid.

Wednesday, Nov. 13, 2024 DEADLINE: Bids due by 4:30 p.m.

Tuesday, Dec. 3, 2024 Tentative: Bid review/approval by the Board of Commissioners.

Monday, Dec. 9, 2024 Bid award/rejection announcements made.

Monday, Dec. 16, 2024 Winning bidder can begin (pending contract signing).

V. MISCELLANEOUS INFORMATION

The Town of Emmitsburg reserves the right to accept or reject any and/or all bids and to waive any informalities or irregularities in the bidding process.

The RFP creates no obligation on the part of the Town to award a contract or to compensate the proposer for any costs incurred during the proposal presentation, response, submission, presentation, or oral interviews (if requested/held). The Town reserves the right to award a contract based upon proposals received without further discussion or negotiation. Proposers should not rely upon the opportunity to alter their qualifications during discussions.

The Town further reserves the right to make investigations as it deems necessary to determine the ability of proposers to furnish the required services, and proposers shall furnish all such information for this proposal as the Town may request.

Proposers must specifically identify any portion of their submittals deemed to contain confidential or proprietary information.

The Town of Emmitsburg does not discriminate based on race, color, national origin, sex, sexual orientation, religion, age and disability in employment or the provision of services.

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 7 of 10

EXHIBIT A: PROJECT AREA MAP

Figure 1: Map 1

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 8 of 10

Figure 2: Map 2

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 9 of 10

EXHIBIT B: WATER LEAK LOG

RFP: W. Main Waterline Replacement Design, Due 11/13/2024 Page 10 of 10