Engineering Services.pdf

Section 1 - Scope of Work

A. Pre-application Meetings. The consultant will attend pre-construction meetings when needed.

B. Staff Reports. Once a complete application is submitted, the consultant will evaluate engineering plans, and preliminary stormwater analysis and geo-technical reports for conformance with the City’s master plans, Public Works Design and Construction Standards (including the documents therein referenced) and engineering and construction practices. The consultant may obtain input from in-house and other agencies and coordinate as needed. Consolidating comments received from staff, the consultant will proceed to identify and resolve any conflicting issues and prepare engineering summaries of the proposal, findings against the code requirements, and conditions of approval for Planning staff reports.

C. Plan Review. The consultant will, in concert with City staff, review engineering plans, final stormwater analysis and geo-technical reports, and engineering cost estimates for street, water, stormwater, and sanitary sewer plans associated with the review of subdivision, minor partition and site plan and design review applications. The consultant will iteratively prepare a list of comments for consideration/correction until the plans submitted by the developer are complete and approvable according to all governing Federal, State, and local codes and requirements. The consultant will also provide consultation to the city inspector and the developer/contractor during construction to include final walk-through inspections.

D. Plat / As-built Review. Perform iterative plat review through final plat and review as-built submissions from the developer’s surveyor/engineer.

E. Special Reviews. In some instances, the consultant may feel that further calculation or analysis of a particular developer’s proposed improvement is merited/required. Such additional analysis/review could be conducted in-house by the consultant or handled by a sub-consultant if such expertise did not reside within the consultant’s staff. In either case, City approval will be required.

F. Design work. The consultant on a as needed basis will design City infrastructure projects.

Section 2 – Proposal Inquiries/Delivery

Travis Sperle, Public Works Director, will be the contact person for respondents to this request.

The contact person will arrange for any other City personnel required to answer the consultants' questions. Three copies of the proposal must be received no later than 2:00 pm, Thursday February 8, 2023, to City of Silverton, 306 S. Water Street, Silverton, OR 97381, attn. Travis Sperle.

Faxed copies or proposals submitted after this time will not be accepted. All proposals become part of the public file for the project, without obligation to the City of Silverton. The City reserves the right to reject any or all proposals for good cause, in the public interest, and is not liable for any costs incurred by the Consultant in the proposal preparation or presentation.

Section 3 – Approach

Provide an approach for completing the Scope of Work Present project review and quality assurance program.

Discuss any unique ideas/concerns relating to the project.

Section 4 – Submittal Organization

4.1 Introductory Letter

The letter shall name the person(s) authorized to represent the consultant in any negotiations and name of the person(s) authorized to sign any contract that may result. An authorized representative for the consulting firm shall sign the proposal letter.

4.2 Lead Firm (and any subcontractor(s))

-Name(s) -Address(s) -Telephone Number(s) -Name of responsible corporate officer(s) -Office location where the majority of the day-to-day work will be accomplished.

4.3 Organization Chart (to include subcontractors)

4.4 Responsibilities and Resumes

Brief description of responsibilities and summary resumes of key professional personnel emphasizing their involvement directly relating to responsibilities on this project, as well as any specialty certification (e.g., licensed Oregon Professional Engineer, etc.), which demonstrates special qualifications related to this project.

4.5 Time Estimates by Personal

Amount of time each key person will devote to the work on this project. An estimation of the required personal hours, by task and job title, to perform each responsibility. Please list not-to-exceed (NTE) hours/personnel level for each Scope of Work section. Examples would be a typical 20 lot subdivision and a 20,000 square foot commercial building.

4.6 Schedule

Work Schedule for completing the scope of work (SOW). Desired timeframe for performance of these services is as follows:

SOW Section 1A. One-week preparation for meeting. Typically, meetings average 1.5 hours.

SOW Section 1B. Two-week turnaround for final engineering staff reports input.

SOW Section 1C. Three-week turnaround for the original submission of engineered plans and one-week for each successive re-submittal required.

SOW Section 1D. Two-week turnaround for original submission of plat review and one week for each successive plat re-submittal required.

SOW Section 1E. As required.

The expectation is that engineering services would be limited to no more than 80 hours per month.

Section 5 – Management Control Program

- Cost Control method / system.

- Schedule control method / system.

- Proposed project status reporting system.

Section 6 – Experience and References

- Project Manager- Brief description of not more than three (3) projects similar to the work to be undertaken within the last five (5) years performed by the proposed project manager.

- Project Engineer- Brief description of not more than three (3) projects similar to the work to be undertaken within the last five (5) years performed by the proposed project engineer(s). Minimum experience should be 5 years as a licensed Oregon Professional Engineer with substantial subdivision design experience.

- Name, address, and telephone number of references for each of the projects described above.

Section 7 - Project Understanding

This criterion relates to the consultant describing project-specific issues and potential obstacles.

Consultant should communicate a clear understanding of the project.

Section 8 - Consultant Rate Chart

Proposals should include a rate chart showing hourly rates for staff expected to perform the proposed tasks (consultant and sub-consultants as appropriate). Resumes of the staff that the consultant would expect to perform the proposed tasks. If other sub-consultants would possibly be utilized in the performance of the assigned tasks, include the names and experience of the proposed sub-consultants, and resumes of the staff anticipated to perform the actual review/analysis.

Section 9 - Insurance Requirements

The consultant must show proof of insurance (workers compensation, automobile, and errors and omissions) as required by the City’s Personal Services Agreement (see attached).

Section 10 - Review and Evaluation

10.1 Proposals will be evaluated and ranked within two weeks of the submittal date. The

City has the right to require any clarification or change needed to understand the consultant's approach to the project. If necessary, a "short list" of qualified firms will be developed for interviews. The City of Silverton will award a contract to the consultant whose qualifications and proposal would be most advantageous to the project.

10.2 Proposal Evaluation Criteria

Proposal submissions will be evaluated based upon the following criteria and weighted by the following percentages:

- Familiarity with applicable Federal, State, and local utility standards for development

(10%)

- Familiarity with the City of Silverton master plans, Public Works Design and Construction Standards (20%)

- Responsiveness - Ability to meet timeframes presented above (20%)

- Past experience in performing these services for the City of Silverton or other municipalities (25%)

- Hourly rate (25%)

10.3 Location of Codes, Regulations, and Standards

The City of Silverton Public Works Design and Construction Standards, Development Code and City Code are available on the internet at:

http://www.silverton.or.us/ or can be from Silverton Public Works Department.

Section 11 - Payment for Services

Payment for these services would be on an hourly basis with allowance for direct costs. Payment would be made on a monthly basis to the consultant and charges would be levied against the developer’s deposit.

Section 12 - Proposal Content

Proposals should be presented in accordance with the specified requirements in this document.

Supplementary material such as exhibits, biographical information, and other documentation may also be submitted separately bound from the proposal.

Section 13 - Proposal Submission Deadline and Process of Review

Three copies of the proposal must be submitted to the Public Works Department no later than 2:00 pm, February 8, 2024. City staff will be available for meetings with individual firms to discuss the proposed project and answer questions. Proposals will be evaluated by City staff in accordance with the selection criteria specified in Attachment presented above. Interviews will be conducted within two weeks following receipt of the proposals. The consultant selection process will be followed by contract negotiations.