DebrisRemovalRFBids.pdf

REQUEST FOR BIDS

FOR STREAM DEBRIS REMOVAL

RFQ Issue Date: November 15th, 2024

Proposal Due Date: December 6th, 2024 by 5:00pm

RFQ Contact: Sam Olshinski, Division Chief of Emergency Management Email: sam.olshinski@thomasville-nc.gov

Phone: 336-475-5590

Mandatory Bidders Conference (ZOOM): December 2nd, 2024 at 3:00pm https://ptrc-org.zoom.us/j/84890035499

Request Letter of Intent to Bid: December 3rd, 2024 at 5:00pm

If in need of accommodation for any type of disability in order to participate in the procurement, please contact the City of Thomasville as soon as possible mailto:sam.olshinski@thomasville-nc.gov https://ptrc-org.zoom.us/j/84890035499

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GENERAL: The City of Thomasville seeks proposals from qualified firms to deliver debris removal services along various stream segments to include Hamby Creek and Jimmy’s Creek. The city has been awarded funds for a StreamFlow Rehabilitation Assistance Program (StRAP) grant from the North Carolina

Department of Agriculture and Consumer Services. Funding will be used to remove debris within multiple segments.

SCOPE OF SERVICES: Services will include the following

A. Review of site conditions and access points for entry and exit of equipment to include routes and location for debris removal. The City is responsible for access to easements needed for debris removal.

B. Removal of debris from segments along three streams located in Thomasville. Assistance to remove debris from site to city location.

Debris Removal

Hamby & Jimmy’s Creek sites require the removal of debris from the 100-year flood plain by chipping or mulching through an approximate half a mile of stream.

This project’s timeline requires funds to be reimbursed by December 31, 2026. Project must be complete and pass inspection by November 2026.

NOTICES & STANDARDS

a. This request for qualifications does not commit the City to enter into agreement, to pay any costs incurred in the preparation and submittal of a proposal in response to this request or in subsequent interviews and negotiations, or to procure a contract for the project. The City reserves the right to perform all or some of the services described in this document with its own work force. The City also reserves the right to issue further Requests for Qualifications (RFQs), as needed, and solicit responses from firms not selected as part of this process.

b. The City of Thomasville will be seeking to select a firm that possesses the following minimum qualifications:

A min. of three (3) years of experience with debris removal from streams and other bodies of water.

Demonstrated financial and construction capacity to undertake a project of this magnitude

CONSULTANT/CONTRACTOR SELECTION

The most responsive bidder will be evaluated and selected based on the following

1. Professional Experience: Consideration toward those with prior experience in performing similar work over the past five years, to include the company’s technical and organizational resources available for implementing a debris removal (30 points).

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2. Capacity/Scheduling: Demonstrated capacity to remove debris within the timeframe outlined in the project schedule (30 points).

3. Planning and Design: Describe activities the selected firm will undertake to develop and finalize the project, including review of conditions, feasibility options, analyzing environmental impact, (20 points).

4. Price: Provide firm’s fixed fee or tiered fee for work performed. Provide a fixed price/hourly rate for specific components of the anticipated project. Provide a firm’s fee to include an average percentage for cost of work (20 points).

Total available points: 100

To be considered for this project, each submittal must contain the information indicated in this RFQ. It is the City of Thomasville’s intent to make a selection in a timely manner following the submittal date. The

City reserves the right to reject any or all qualifications or to waive any and all formalities and the right to disregard all nonconforming or conditional qualifications. The City is not legally required to enter into a contract as a result of this RFQ. All deliverables will become the property of the City.

Bidders Conference: to be held virtually on (December 2nd) with time set for questions and answers related to the project.

A mandatory virtual pre-bid meeting will take place for interested firms on December 2nd 2024, at

3:00pm. This virtual meeting will be a chance to ask questions about the project and requirements.

Questions and answers will be made public and posted on the Thomasville website.

ANTICIPATED SCHEDULE FOR SELECTION PROGRESS

RFQ Issue Date November 15, 2024

Bidders Conference

December 2, 2024

RFQ Submittal Due Date December 6, 2024

City Review of RFQs and Selection of Short List of Qualified Firms

December 9-13, 2024

Interviews and Follow-up inquiries with potential firms, if necessary

December 13-20, 2024

Selection of firm, negotiation, design proposal, etc.

December 13- 20, 2024

Contract executed January 5, 2025

PROJECT START January 2025

Submission Guidelines: Each RFQ response should contain the following:

A. Cover letter on company letterhead by a member of the firm with authorization to contract professional services.

B. Information on the following

a) Statement of Qualifications: Identify and describe the qualifications of the firm and professional services that may ne provided.

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b) Identify the proposed project team and key personnel: Provide a list of licensed contractors, and design professionals to include a brief resume of the project manager to include years of experience, certifications and education. Describe briefly how projects will be successfully managed. Be sure to include experience with managing previous StRAP projects if eligible.

c) Project Schedule: Describe the planned and envisioned workload of the proposed team members for the timeframe of this contract with verification of project completion within timeframe proposed.

d) References: Project reference list describing at least two (2) projects completed within the past three to five years that represent the strengths and unique qualifications of the team. The list should contain project titles, locations, start and end dates, name of project managers, and name, phone number and email address of references.

e) Price Estimates: Provide firm’s fixed fee or tired fee for work expected

f) Legal: List and describe any litigation, arbitration, or claims by your firm against any project owner because of a contract dispute in the past 5 years. List any claim filed against your firm from projects that have occurred within the past 5 years.

g) Format: RFQ responses must be submitted electronically and be 12pt font size and limited to no more than 5 pages excluding the cover page.

h) Questions: Any questions regarding this RFQ can be submitted to Project Manager, Hope Stuart hstuart@ptrc.org in writing no later than December 2nd, 2024 by 5:00 pm.

C) NOTE: A copy of the firm’s Certificate of Insurance (COI) will be required at the time of selection.

The City of Thomasville is an Equal Opportunity Employer and invites the submission of proposals from small and minority and women-owned firms, historically underutilized businesses.

SUBMISSION DATE:

Firms are invited to submit statements of qualifications to Sam Olshinski or Hope Stuart at hstuart@ptrc.org or sam.olshinski@thomasville-nc.gov by 5:00pm, Friday December 6th, 2024.

Firms who submit proposals are encouraged to carefully conform to the requirements listed above.

mailto:hstuart@ptrc.org mailto:hstuart@ptrc.org mailto:sam.olshinski@thomasville-nc.gov