Giles County AEP Glen Lyn Plant Redevelopment Study RFP.pdf

Request for Proposal (RFP) for Site Restoration and Redevelopment Study

AEP Glen Lyn Plant

Issue Date: 09/20/2024

Proposal Due Date and Hour: November 1, 2024, 3:00 PM

Giles County Administration 315 N. Main St.

Pearisburg, VA 24134

Point of Contact:

Jeffrey Dinger Special Projects 540-921-2525 jdinger@gilescounty.org

GILES COUNTY, VIRGINIA

REQUEST FOR PROPOSALS

FOR

GLEN LYN PLANT

SITE RESTORATION AND REDEVELOPMENT STUDY

I. General Objectives:

Giles County is seeking a qualified consulting firm (Consultant) to prepare a “Site Restoration and Redevelopment Study” for the former Glen Lyn Plant. Elements included in this study will include a combination environmental, structural, infrastructure, economic, and energy analyses to identify potential redevelopment opportunities associated with the Glen Lyn Plant.

II. Specific Objectives:

Giles County is soliciting proposals from Consultants with proven expertise in conducting environmental and infrastructure assessments, performing regional economic analyses, and preparing highest and best use studies. Given the diverse tasks associated with this Work Statement, Giles County encourages developing a partnership team with subcontractors to address potential knowledge and/or experience gaps.

III. Instructions:

PROPOSERS shall submit a response to the following address:

Chris McKlarney, County Administrator, 315 N. Main Street, Pearisburg, VA 24134

Proposals are due no later than November 1, 2024, 3:00 PM. Proposals submitted after this deadline will not be accepted. PROPOSERS shall submit the following quantities:

[three] paper copies [one] electronic copy to jdinger@gilescounty.org or loaded onto a portable storage device

GILES COUNTY reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject a proposal that does not provide the required line item pricing for both goods and services as nonresponsive.

IV. Requirements:

The Consultant will work under the direction of Giles County. The Consultant will develop a “Site Restoration and Redevelopment Study” for the Glen Lyn Plant that will consist of the following:

1. A Health and Safety Plan

2. Regulated Materials Assessment

3. Identification of all Applicable Federal, State, and Local Permits

4. Environmental Site Assessment

5. Infrastructure Assessment

6. A Highest and Best Use Analysis to Support Economic Repositioning

7. Conceptual Plan and Cost Estimate for Adaptive Reuse of Turbine Hall

8. Recommended actions, strategy, and schedule to support future redevelopment.

mailto:jdinger@gilescounty.org

V. Property Map:

Please see the attached map:

1. Re-Plat of Survey Showing Properties of Appalachian Power Company

VI. Tasks:

Consultant Task 1: Prepare a Site-Specific Health and Safety Plan

Deliverables/Activities: The safe execution of work is Giles County’s utmost priority. Prior to the execution of Tasks 2-9 as defined herein, the Consultant shall conduct a Job Safety Analysis and prepare a Site-Specific Health and Safety Plan (HASP). The HASP will include physical, structural, environmental, and biological hazard identification for all personnel who may perform on-site work and define a sequential approach to safely execute any work under the direction of a Health and Safety Manager.

Consultant Task 2: Conduct a Regulated Materials Assessment.

Deliverables/Activities: A regulated materials assessment has been conducted by AEP and will be shared with the Consultant upon award. Consultant shall review existing information and assess whether regulated materials that have the potential to remain once the plant structure is demolished could affect redevelopment options.

Consultant Task 3: Determine the Status of Applicable Federal, State, and Local Permits.

Deliverables/Activities: As part of a redevelopment strategy, the Consultant shall perform an analysis of all active permits and plans on file with any federal, state, or local regulatory agency for the Glen Lyn Plant (including those permits that might have economic value to a transaction).

The Consultant shall also identify liabilities associated with the permits, along with the scope of work required to close the permit, and the value of the permit in redevelopment scenarios.

Consultant Task 4: Conduct an Environmental Site Assessment.

Deliverables/Activities: Consultant shall conduct a site visit and review of existing documents to identify potential environmental liabilities that could require remediation and/or management.

Consultant shall provide guidance on potential liabilities related to the Legacy Rule. Consultant shall identify data gaps and prepare recommendations to characterize the liabilities and develop remedial strategies.

Consultant Task 5: Identify and assess all existing site infrastructure and supporting local and regional infrastructure.

Deliverables/Activities: A narrative and maps shall be prepared to describe all infrastructure assets on the Glen Lyn Plant. Identify local and regional infrastructure to understand potential transportation and utility connections to the site. The Consultant shall identify the relative importance of infrastructure to the overall redevelopment potential of the site and the anticipated impact to adjacent infrastructure of various development options.

Consultant Task 6: Conduct a Highest and Best Use Study to support economic repositioning.

Deliverables/Activities: The Consultant shall prepare a Highest and Best Use Study, which will be used to identify future uses of the Plant that are legally permissible, physically possible, appropriately supported, financially feasible, and that results in the highest value to the community. The following items shall be included:

o Assessment. A market analysis, fiscal impacts, and physical limitations assessment of the site to determine the highest and best use of the site as both land and property based on the local and regional market conditions (e.g., commercial/industrial, energy, distribution, etc.).

o Development Costs/Potential Funding. Consultant shall identify environmental and infrastructure-related development costs needed to prepare the site to “pad-ready” conditions to support various end uses. Where possible, Consultant shall identify strategic funding sources that might underwrite potential development costs.

o Economic Factors. The study shall include a review and analysis of existing demographic and socioeconomic data, labor force characteristics, and other key economic data. It shall also include preparation of key demographic trends and forecasts, social factors, economic factors, and financial indicators for inclusion in the final report and to be used in future marketing materials.

o Outreach. The study shall include anonymous outreach to state and county economic development entities to gather information about potential resources and assistance that they can provide for reuse of the Plant property. Study will address best economic impacts on surrounding community and county.

Consultant Task 8: Conceptual Plan and Cost Estimate for Adaptive Reuse of Turbine Hall

Deliverables/Activities. While portions of the Plant structures will be demolished, there is interest in keeping the brick façade, turbine room structure, and cranes in the turbine hall. As part of the study, Consultant shall examine the turbine hall structure, conduct an existing conditions assessment, and develop construction opinions of probable costs/budgets.

o Document Review. Consultant shall review historic or record documents to become familiar with the site and structures. A boundary survey has been completed and Consultant shall augment it with County GIS information and other available mapping.

o Site Visit. Consultant structural and civil engineers shall conduct a visual evaluation of the site in its current condition and provide a report summarizing observations, including an assessment of the existing structural condition. The report shall identify potential issues requiring remediation or potential problems.

o Preliminary Level Structural Study. Consultant shall conduct a preliminary level structural study addressing the existing first floor level framing with a live load capacity, potential lateral bracing options for the portion of the structure to remain and potential exterior enclosure options for the rear side of the building currently enclosed by adjacent building structures proposed to be demolished.

o Preliminary Level Utility Study. Consultant shall review available utility information (water and sanitary sewer) to determine availability of services within the project area.

o Conceptual Plan. Consultant shall have a videoconference with applicable parties to discuss possible uses for the structure. Consultant shall prepare a Conceptual Plan for the proposed reuse of the structure based on the guidance received from applicable parties. Once the concept is completed and before moving onto the construction cost estimate phase, Consultant shall meet with applicable parties to review the Conceptual plan and obtain feedback. Consultant shall use the feedback for the Conceptual Plan to create the estimate of probable construction costs.

o Order of Magnitude Probable Construction Costs. Consultant shall develop a Class 5 cost estimate (+100% / -50%) based on the Conceptual Plan.

Consultant Task 9: Prepare recommended actions and/or strategy, and schedule to support future redevelopment.

Deliverables/Activities: The final deliverable on this assignment will be the study, which will present the various pathways for the Plant’s ultimate disposition and the associated activities and decision points for potential redevelopment scenarios. Considering all information gathered as part of this assessment, identify a series of actions and/or strategy required to advance redevelopment of the property for an appropriate end use(s).

VII. Responses to this RFP should consist of:

Proposals must include the following items:

1. A cover letter setting forth the project team, including any sub-consultants, and Consultant’s commitment and ability to perform the project.

2. Identification of the project manager and/or principal staff– including any sub consultants

– that will provide the requested services, including resumes of qualified professionals who will be responsible for assisting with or completing assigned tasks.

3. A detailed approach to be taken to complete each Task outlined above to complete the project. Please fully explain any proposed variations to the Tasks.

4. Using a GANTT or similar scheduling chart, include a high-level summary that shows all tasks and deliverables to complete the project.

5. Provide documentation of relevant experience, including project descriptions and associated marketing materials and a contact name and address for reference.

Consultant shall demonstrate relevant experience on a minimum of four comparable projects performed in the last five years.

6. Any other information illustrating the respondents’ qualifications for performing the work outlined in this RFP.

7. A cost proposal with costs attributed to each of the 9 individual Task areas and then the sum of all.

VIII. Period of Performance:

Work associated with this project, including site visits, will begin upon awarding of the contract and must be completed within four months. A project timeline should be included with the proposal. Reports shall be provided in electronic copies.

IX. Compensation:

Payment for services will be made on a reimbursement basis and will be based on completion of each of the above project activities.

X. Points of Contact:

Jeffrey Dinger Special Projects 540-921-2525 jdinger@gilescounty.org

NOTE: Site visits must be coordinated through the AEP point of contact. He is:

Bill Cummings 740-645-6992 wwcummings@aep.com

XI. Additional Considerations:

1. The objective of Giles County is to pursue future construction project funding for any or all viable repurposing options identified as a result of this EDA planning grant.

Potential construction contractors should be aware of the details outlined in the US.

Economic Development Administrations’ construction projects preliminary engineering and environmental requirements. The link to these is as follows:

ED-900C EDA Application Supplement for Construction Programs (grants.gov) (C1-C8 responses will be broken out from the PER and submitted as a separate document.)

2. Potential construction phase contractors must also be aware of EDA’s Preliminary Environmental Requirements mailto:wwcummings@aep.com

GENERAL CONDITIONS

GILES COUNTY, VIRGINIA

REQUEST FOR PROPOSALS FOR GLEN LYN PLANT SITE

RESTORATION AND REDEVELOPMENT STUDY

The general conditions set forth herein apply for contractual services rendered to Giles County.

All Offerors are bound by these conditions. Further, these conditions and requirements become part of any contract awarded between Giles County and the successful Offeror.

Any changes in the general conditions after the proposal is advertised will be official only when submitted in writing and signed by the County Administrator. Any and all changes will be made by addendum and all Offerors notified. All addenda issued will become a part of the proposal.

Should an Offeror find discrepancies, ambiguities and require clarification, he/she should notify the Purchasing Office at least five days prior to the date set for opening of proposals.

Every bidder (or offeror) shall include in its bid (or proposal) the identification number issued to it by the State Corporation Commission confirming that it is organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50. If the bidder (or offeror) is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law, the bidder or (offeror) shall include in its bid (or proposal) a statement describing why the bidder (or offeror) is not required to be so authorized. Any bidder (or offeror) that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the County Administrator.

In submitting a proposal, the Offeror signifies that he/she is fully informed as to the extent and character of the supplies, materials, equipment and services necessary to perform this proposal in accordance with all documents constituting the proposal and will comply satisfactorily with the proposal documents.

All information required by the solicitation must be supplied to constitute a responsive proposal. All information submitted including prices should be typed so as to insure legibility.

However, the Offeror’s signature shall be handwritten in ink in order for the proposal to be considered.

The Offeror expressly warrants that the services proposed herein are not the result of an agreement or understanding expressed or implied with any other Offeror or Offerors.

Any proposal submitted with corrections must have the corrections initialed by the person who signed the original proposal. No proposal changes will be permitted after the opening. The unit price will prevail in the event an error is made in computing totals.

Giles County requires that the proposal remain firm 90 days after the date of bid opening. At the end of the 90 days the proposal may be withdrawn at the written request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

The County is exempt from the payment of any federal excise or any Virginia sales tax. The price bid, if applicable, must be net, exclusive of taxes. Contractors located outside the

Commonwealth of Virginia are advised that when materials are picked up by the County at their place of business, they may charge and collect their own local/state sales tax. Materials used in the performance of construction contracts are subject to Virginia Sales/Use Tax as described in Section 630-10-27J of the Virginia Retail Sales and Use Tax Regulations.

Right is reserved to waive any and all informalities and to cancel or reject any and all proposals.

The successful Offeror shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his right, title, or interest therein, or his power to execute without written consent of Giles County.

Proposals will be received up to the appointed hour but County officials reserve the right to take sufficient time to study the various proposals and then make the awards. Contracts will be awarded as promptly as possible after the closing date.

Offerors may be required under Title 54.1 Code of Virginia, if applicable, to show evidence of certificate of registration.

Failure to comply with conditions set forth herein may result in removal of an item(s) or total proposal from consideration

A. Proposal Preparation

1) Proposals shall be signed by an authorized representative of the firm. All information must be submitted. Failure to submit all information requested may result in disqualification.

2) Proposals shall be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. All information submitted including prices should be typed so as to insure legibility.

However, the firm’s signature shall be handwritten in ink in order for the proposal to be considered.

3) Each copy of the proposal shall be bound or contained in a single volume where practical. All documentation submitted with the proposal shall be contained in a single volume.

4) This RFP and the firm’s proposal, as amended by agreements between the

County and the firm during any negotiating session will be incorporated into any resulting contract.

B. Evaluation of Proposals

Selection shall be made of two (2) or more firms deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors.

Those selected shall be reported to the Board of Supervisors, and authorization to proceed with contract negotiations shall be sought. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each firm so selected, the Committee shall make a recommendation of award to the Board of Supervisors. The Board shall then select the firm to which the contract will be awarded. Giles County may cancel this Request For Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Section 2.2-4359D, Code of Virginia). Should Giles County determine in writing and in its sole discretion that only one firm is fully qualified, or that one firm is clearly more qualified than the others under consideration, a contract may be negotiated and awarded to that firm. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation, and the firm’s proposal as negotiated. Similarly, any materials provided by the firm for the purpose of the County to evaluate the proposal may be referenced to become part of the purchase agreement between the County of Giles and the firm.

C. Contractor’s Liability Insurance and Other Insurance

1) The firm shall purchase and maintain such insurance as will protect the firm from claims which may arise out of or result from the firm’s operations under the contract, whether such operations be by the firm or by any subcontractor of by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, including but not necessarily limited to, the following:

a) Claims under workers’ or workmen’s compensation, disability benefit and other similar employee benefit acts;

b) Claims for damages because of bodily injury, occupational sickness or disease, or death of his employee(s);

c) Claims for damages insured by usual personal injury liability coverage which are sustained (1) by any person as a result of an act or offense directly or indirectly related to the employment of such person by the firm, or (2) by any other person.

d) Claims for damages, other than to the work itself, because of injury or destruction of real or tangible property, including loss of use resulting therefrom;

e) Claims for damages because of bodily injury or death of any person or property damage arising out of the ownership, maintenance or use of any motor vehicle.

2) The insurance required by subparagraph 1) shall be written for not less than any limits of liability specified in the contract documents, or as required by law, whichever is greater;

3) The insurance required by subparagraph 1) shall include contractual liability insurance applicable to the contractor’s obligation under paragraph A.

4) Certificates of insurance acceptable to the County of Giles shall be filed with the County prior to commencement of the work. These certificates shall contain a provision that coverages afforded under the policies will not be canceled until at least thirty days’ prior written notice has been given to the County.

INSURANCE COVERAGES AND LIMITS REQUIRED:

A. Worker’s Compensation – Statutory requirements and benefits.

B. Employers Liability - $500,000 C. Commercial General Liability - $1,000,000 per Occurrence/$2,000,000 General Aggregate. Commercial General Liability is to include Premises/Operations Liability, Products and Completed Operations Coverage, and Independent Contractor’s Liability or Owner’s and Contractor’s Protective Liability.

D. Automobile Liability - $1,000,000 – Combined single limit. (Only if motor vehicle is to be used in the contract.)

E. The County of Giles must be named as an additional insured with respect to General Liability and Automobile Liability when requiring a Contractor to obtain Commercial General Liability coverage.

Anti-Discrimination

By submitting their proposals, offerors certify to the County of Giles that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and section 2.2-4311 of the Virginia Public Procurement Act. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit. (Code of Virginia, sec. 2.2-4343.1).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

A. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, natural origin or disabilities, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

B. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

Proprietary Information

Ownership of all proposal documentation submitted to Giles County shall belong exclusively to the County. Proprietary information submitted by the offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of section 2.2- 4342F of the Code of Virginia, in writing, either before or at the time the data or material is submitted.

The written notice must specifically identify the data or materials to be protected including the section of the proposal in which it is contained and the page numbers, as well as stating the reasons why protection is necessary. The proprietary or trade secret material within the proposal must be identified by some distinct method such as highlighting or underlining, and must indicate only the specific words, figures, or paragraphs that constitute proprietary information. In addition, a summary of proprietary information submitted shall be submitted on a separate form. The classification of an entire proposal document as proprietary is not acceptable, and will be rejected.

Indemnification.

Contractor agrees to indemnify, defend and hold harmless the County, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by Contractor and/or arising from or caused by any services of any kind or nature furnished by Contractor.

Nondiscrimination of Contractors

An offeror or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, or disability or against faith-based organizations. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the County shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

Drug Free Workplace

In every contract over $10,000 the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

Immigration Reform and Control Act of 1986

By submitting their proposal, Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

Authorized To Transact Business

Pursuant to Virginia Code Section 2.2-4311.2 (effective July 1, 2010) each bidder or offeror organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, (1950), as amended, or as otherwise required by law, is required to include in its bid or proposal its Virginia State Corporation Commission (SCC) Identification Number. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized.