Dismal Road Landslide Engineering RFP.pdf

DGS-30-300

(Rev. 07/22) Page 1 of 7

Virginia Department of Energy

REQUEST FOR PROPOSALS

RFP#__24AML17________

Issue Date: _March 26, 2024_______

Title: Dismal Road Landslide Engineering

Commodity Code: 92533

Issuing Agency & Address: Commonwealth of Virginia Virginia Department of Energy 3405 Mountain Empire Road Big Stone Gap, VA 24219

Location of Work: 14846 Dismal River Road, Pilgrims Knob, Virginia, 24634

Period Of Contract: Single project services

All inquiries for information should be directed to: Jillian Bullock, 276-455-6979

IF PROPOSALS ARE SUBMITTED ELECTRONICALLY, SUBMIT THROUGH eVA; IF

PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE; IF

PROPOSALS ARE HAND DELIVERED, DELIVER TO ISSUEING AGENCY SHOWN ABOVE.

Sealed proposals for furnishing the services described herein will be received until 4:00 P.M. EST on Wednesday, May 1, 2024. Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name And Address Of Offeror:

_________________________________ Date:____________________________

_________________________________ By_______________________________ (Signature in Ink)

_________________________________ Typed Name:_______________________

_______________________Zip: Title:____________________________

FEIN/SSN # _______________________ Telephone No.( ) _______________

PRE-PROPOSAL CONFERENCE: A MANDATORY pre-proposal conference will be held on Wednesday, April 10, 2024 at 1:00PM at the Pilgrims Knob Post Office Parking Lot, located at 14006 Dismal River Rd. Pilgrim's Knob, VA 24634.

(Rev. 07/22) Page 2 of 7

TABLE OF CONTENTS

Section No. Description Page No.

I Applicability of the A/E Manual 3

II Purpose 3

III Background 3

IV Information Available 4

V Scope of Services 4

VI Participation of Small Businesses and Micro Businesses 5

VII Proposal Requirements 5

VIII Evaluation and Award of Contracts 7

IX Fees 8

X Attachments 8 eVA Vendor Registration: The offeror shall be a registered vendor in eVA. See the attached eVA Vendor Registration Requirements.

[NOTE: Electronic copies of A/E Data Forms AE-1 through AE-6 (DGS-30-004) and the eVA Vendor Registration form (DGS-30-384) are available for download at the following website:

http://forms.dgs.virginia.gov/ ] http://forms.dgs.virginia.gov/

(Rev. 07/22) Page 3 of 7

I. APPLICABILITY OF THE A/E MANUAL

The A/E Manual shall apply to the contract awarded pursuant to this RFP and is incorporated by reference herein in its entirety.

Offeror's attention is directed to Chapter 2, Definitions, for definitions of terms used in this RFP. The terms "Agency" and "Owner" are used interchangeably in the material referenced in this RFP and mean the public body issuing this solicitation for services and with whom the successful A/E Offeror will enter into an agreement.

Offeror's attention is also directed to the Terms and Conditions of the A/E Contract (CO-3a).

II. PURPOSE

The purpose of this RFP is to solicit proposals with the intent to enter into a contract through competitive negotiations for the professional services of an Architectural/Engineering firm, authorized to do business in the Commonwealth of Virginia, with experience in designing projects for reclamation of abandoned mined lands.

The A/E shall provide professional services for the project described in Part V of this RFP consistent with the A/E Manual, as revised, and latest directives issued by the Division of Engineering and Buildings concerning construction and professional services for new and renovated State buildings.

III. BACKGROUND

The Dismal Road Landslide project is located at 14846 Dismal River Road, Pilgrims Knob, Virginia, 24634. The project area is approximately 0.5 miles northeast of the intersection of Route 680 and Route 638 on Dismal River Road in Buchanan County, Virginia. Project area mapping is comprised of a section of the Keen Mountain USGS 7.5 Mm. Quadrangle. Coordinates for the project site in degrees, minutes and seconds are 37º 14' 38.35" N and 82° 54' 35.5" W. The project is within the Loggy Bottom Branch Problem Area.

IV. INFORMATION AVAILABLE

The Abandoned Mine Land (AML) features listed in the attached Scope of Services are a result of mining conducted prior to August 3, 1977.

If you need additional information that is not listed in the Scope of Services, please contact Jillian Bullock at 276-455-6979 or jillian.bullock@energy.virginia.gov.

(Rev. 07/22) Page 4 of 7

V. SCOPE OF SERVICES:

The selected A/E shall furnish all expertise, labor and resources for complete design and construction period services for the Dismal Road Landslide Engineering project in accordance with the requirements of the A/E Manual. The project site is located at 14846 Dismal River Road, Pilgrims Knob, Virginia, 24634. Project area mapping comprises a section of the Keen Mountain USGS 7.5 Min. Quadrangle Map. Coordinates for the project location are 82°54’35.5” W, 37°14’38.35” N.

The goal of the project is to remove the failing wall, construct a stabilization feature, and drainage improvements located behind the residence.

The work to be performed consists of drainage improvements, stabilization of existing slope and slide area, construction of a stabilization feature and diversion ditches and installation of pipes. All disturbed areas will be seeded with species from the approved non-invasive plant list and the driveway paved.

Reclamation designs proposed for this project may include (but not limited to) the following phases and tasks. Additionally, the required deadline is given for each Phase where a Work Product is to be delivered to Virginia Energy.

The following generally highlights the services that the A/E will be required to perform:

A. Phase 1 – Data Collection, Site Evaluation and Conceptual Design - (45 Days)

• Site investigations, mapping and surveying (orthographic, topographic and control surveys).

• Geotechnical investigations (as needed)

• Evaluation of methods for correction and stabilization of slope failure (landslide) and drainage

• Evaluation of existing retaining wall

• Identification and mapping of known and potential mine portal closure locations

• Work Product: Preliminary Engineering Report to Virginia Energy with Recommended Conceptual Design

B. Phase 2 – Preliminary Design (Preliminary Plans and Specifications) – (30 days)

• Identification of unsuitable soils to be removed and disposed on-site

• Identification of disposal site

• Design of site access

• Design of temporary protection measures (safety fence, etc.)

• Design of erosion and sediment control and storm water management

• Design of slope stabilization construction, diversion ditch, and stabilization feature

• Calculation of material quantities and preliminary construction cost estimate

• Revegetation plan

• Work Product: Preliminary Plans and Specifications / Engineering Report to Virginia Energy

C. Phase 3 – Final Design (Final Plans and Specifications) – (10 Days)

• Work Product: Final Plans and Specifications to Virginia Energy incorporating changes from Preliminary Design Phase.

D. Phase 4 – Inspection Services

• The A/E will provide construction inspection services as required for this project. It is anticipated that approximately five trips to the field will be needed to provide these services. Virginia Energy requires the A/E to perform inspections at critical phases of the project (as determined by the A/E) and as requested by Virginia Energy. Inspections requested by Virginia Energy should be performed within 48 hours of notification of such request made to the A/E. The A/E should provide a report to Virginia Energy within 48 hours of completion of each site inspection.

*A detailed Scope of Services will accompany this RFP*

(Rev. 07/22)

VI. PARTICIPATION OF SMALL BUSINESSES AND MICRO BUSINESSES:

Under Executive Order 35 (2019), Cabinet Secretaries and all executive branch agencies are directed to continue and advance the following on a race and gender neutral basis: exceed a target goal of 42%on discretionary spending with small businesses certified by DSBSD (the Virginia Department of Small Business and Supplier Diversity).

VII. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E. By submitting a proposal, the Offeror certifies that all information provided in response to this RFP is true and accurate. Failure to provide information required by this RFP will ultimately result in rejection of the proposal.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP.

Emphasis should be on completeness and clarity of content.

C. The Offeror’s proposal shall include: the completed and signed RFP cover page 1; and the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6; The proposal shall be bound, either electronically or physically, in a single volume where practical. When submitted in paper format, one (1) manually signed original and [four (4) copies] of the proposal shall be submitted to the Agency.

D. All documentation submitted with the proposal shall be included in that single bound volume.

Elaborate brochures and other representations beyond those sufficient for presenting a complete and effective proposal are neither required nor desired.

E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal. If publications are supplied by the Offeror to respond to a requirement, the response should include reference to the document number and page number. Publications provided without such reference will not be considered relevant to the RFP.

F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE-1 through AE-6, ARCHITECTURAL/ENGINEERING FIRM DATA (DGS-30-004), shall be used by A/E's responding to State agency RFP's.

G. Descriptions of these forms and instructions for completing the forms are included in the A/E Manual. Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 is available for download at the http://forms.dgs.virginia.gov website.

http://forms.dgs.virginia.gov/

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VIII. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

1. Expertise, experience, and qualifications of the A/E's primary designer in each relative discipline for providing the services described in Section V, Scope of Services.

2. Expertise, experience and qualifications of any special consultants proposed for providing the services described in Section V, Scope of Services.

3. Geographic location of the A/E's office where work will be performed in relation to the project location(s).

4. Current and projected work load, plan to complete the work and ability to complete the work in a timely manner.

5. Expertise and past experience of the A/E in providing services on projects of similar size, scope and features as those required on this project.

6. Qualifications and experience of the A/E's project manager to be assigned to this project.

7. A/E's recent (past 10 years) experience / history in designing projects within an established "Design-not-to-exceed" budget.

8. A/E's experience in providing services in conformance to the State's Construction and Capital Outlay procedures including Codes, Standards, Accessibility and Building Efficiency.

9. Use of small businesses as consultants, subcontractors, suppliers or support services.

10. Size of the firm relative to the size of the project(s).

11. Financial Responsibility as evidenced by the A/E's carrying Professional Liability Insurance.

Generally, the selection committee will consider the A/E's overall suitability to provide the required services within the project's time, budget and operational constraints, and it will consider the comments and/or recommendations of the A/E's previous clients, as well as other references.

B. AWARD OF CONTRACT: After evaluation of the Proposals received in response to the RFP, the Agency shall engage in individual discussions and interviews with two or more Offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. Repetitive informal interviews are permitted. Offerors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed contract. Offerors may also propose alternate concepts or methodology. At the conclusion of the informal interviews and on the basis of evaluation factors set forth in Section VIII and the information provided and developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed Offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted with the Offeror ranked first. If a

(Rev. 07/22) Page 7 of 7 contract satisfactory and advantageous to the Agency can be negotiated at a fee considered fair and reasonable, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on, until such a contract can be negotiated at a fair and reasonable fee.

Should the Agency determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one offer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

Proprietary information from competing Offerors (including any data on estimated manhours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors, provided such information is duly marked as "Proprietary Information" by the Offeror and the designation is justified as required by Section 2.2-4342, Code of Virginia, as revised.

IX. FEES:

The fee for services shall be negotiated on a lump sum basis considering the Scope of Services required, the estimated manhours required for each level/discipline and the typical labor rates for the various skill levels required for the work. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various levels/disciplines and these rates will be used for any hourly rate work of the A/E that is authorized by the Agency.

X. ATTACHMENTS

Attachment A: eVA Vendor Registration Requirements (DGS-30-384)

Attachment B: Architectural/Engineering Firm Data, Forms AE-1 through AE-6 (DGS-30-004)

Attachement C: Scope of Services