MVY RFQ 2021-06 On-Call General Airport Architectural and Engineering Consulting Services.pdf

Martha’s Vineyard Airport

REQUEST FOR QUALIFICATIONS

On-Call General Airport Architectural, Engineering and Planning Consulting Services

#MVY RFQ 2021-06

Issued Pursuant to Massachusetts General Laws Chapter 7C, §§44-58 and the Federal Aviation

Administration’s (FAA’s) Advisory Circular 150/5100-41E (9/25/2015)

Issued Date: August 23, 2021

Optional Pre-Submittal Meeting Date & Time: September 15, 2021, 10:00AM Zoom ID: 859 4754 3440, Password: 214929

In Person: 71 Airport Rd, West Tisbury MA, 02575

Submission Deadline Date: October 8, 2021

Time: 1:00pm

Designated Contact for this Procurement:

Geoff Freeman, Airport Director

All contacts/inquiries shall be made by email to the following address:

GFreeman@mvyairport.com

On-Call General Airport Architectural, Engineering and Planning Services Martha’s Vineyard Airport #MVY RFQ 2021-06

Table of Contents

Table of Contents

1. G E N E R A L INF O R M A T ION

1.1 Martha’s Vineyard Airport Commission

1.2 Intent and Purpose of this Request for Qualifications (RFQ)

1. Program Management

2. Airport Planning, Programming and Environmental Services

3. Environmental Remediation Services

4. Architectural/Engineering Design Services

5. Bidding and Negotiation Services

6. Construction Inspection Services

7. Construction Management Services

8. Business Planning

9. Specialized Services

10. Miscellaneous Architectural, Engineering and Planning Services

1.3 Current Airport Improvements and Master Plan

1.4 Key Dates in the RFQ Schedule

1.5 Qualification Requirements

1.6 Insurance Requirements

1.7 Amendment or Termination of RFQ

1.8 Professional Services Agreement

1.9 Questions or Requests for Information or Clarification

1.10 Pre-Submittal Meeting

1.11 Amendments and Addenda

1.12 Submission Requirements

1.13 Submission Due Date

1.14 Review of Submittals

1.15 Award

1.16 Restriction of Communications

1.17 Notice to Consultants - Exceptions and Document Retention

1.18 OSHA

1.19 Federal Fair Labor Standards Act (FLSA)

1.20 Submittal Costs

Attachment 2 Scope of Services

Attachment 3 Professional Services Agreement Form

AGREEMENT FOR ON-CALL GENERAL AIRPORT ARCHITECTURAL, ENGINEERING

AND PLANNING CONSULTING SERVICES

ARTICLE 1 CONSULTANT’S SERVICES

ARTICLE 2 COMPENSATION

ARTICLE 3 STANDARD PRACTICES AND REQUIREMENTS

ARTICLE 4 DOCUMENTS FORMING THE CONTRACT

ARTICLE 5 TAXES, ROYALTIES AND EXPENSES

ARTICLE 6 CONSULTANT’S INDEMNITY; INSURANCE

ARTICLE 7 NON-DISCRIMINATION PROVISIONS

ARTICLE 8 ASSIGNMENT REQUIREMENTS

ARTICLE 9 EXTRA WORK

ARTICLE 10 ABANDONMENT, CHANGE OF PLAN OR TERMINATION OF CONTRACT

ARTICLE 11 SUSPENSION OF WORK

ARTICLE 12 DISPOSITION OF PROJECT DOCUMENTS

ARTICLE 13 DAMAGES AND DELAYS

ARTICLE 14 INDEPENDENT CONTRACTOR

ARTICLE 15 PATENT RIGHTS AND COPYRIGHTS

ARTICLE 16 FEDERAL PARTICIPATION

ARTICLE 17 TERM

ARTICLE 18 SUBCONTRACTORS

ARTICLE 19 requirements under federal law

ARTICLE 20 additional state legal requirements

ARTICLE 21 MISCELLANEOUS

EXHIBIT "A"

Detailed Scope of Services

EXHIBIT “B”

Form of Work Order

EXHIBIT “C”

Insurance Requirements

EXHIBIT “D”

APPENDIX A-1

NON-COLLUSION CERTIFICATION

APPENDIX A-2

CERTIFICATION OF AUTHORITY AND AGREEMENT TO BE BOUND BY RFQ

APPENDIX A-3

ATTESTATION REGARDING FILING OF TAX RETURNS

REQUEST FOR QUALIFICATIONS

On-Call General Airport Architectural, Engineering and Planning Consulting Services

SPECIAL NOTE:

SUBMITTALS MUST BE SEALED AND CLEARLY MARKED ON THE EXTERIOR

SHOWING THE RFQ NAME AND REFERENCE NUMBER AS LISTED IN THIS

SOLICITATION

PLEASE PRINT THE WORDS “ORIGINAL” ON YOUR ORIGINAL COPY

RFQ REFERENCE # MVY RFQ 2021-06

ALL SUBMITTALS MUST BE RECEIVED PRIOR TO:

1:00PM, October 8, 2021

AT THE OFFICES OF

MARTHA’S VINEYARD AIRPORT

71 Airport Road Vineyard Haven, MA 02568

SUBMIT ONE (1) ORIGINAL AND THREE (3) COPIES OF YOUR SUBMITTAL,

WITH ONE (1) ELECTRONIC COPY OF YOUR SUBMITTAL IN PDF FORMAT

ON A FLASH DRIVE

1 . G E N E R A L INF O R M A T ION

1.1 Martha’s Vineyard Airport Commission

The Martha’s Vineyard Airport Commission is the awarding authority of this RFQ. The Airport Director will appoint a Committee of Airport staff, to review and evaluate RFQ submissions. The Committee will make a recommendation to the full Commission for approval and contract award.

1.2 Intent and Purpose of this Request for Qualifications (RFQ)

The intent and purpose of this RFQ is to solicit responses for the Commission’s selection of one or more On-Call General Airport Consultant(s) (the “Consultant(s)”) to provide Architectural, Engineering and Planning Consultant Services for various projects at Martha’s Vineyard Airport (the “Airport”) in accordance with M.G.L. c. 7C, §54(a) and the Federal Aviation Administration’s (FAA’s) Advisory Circular 150/5100-41E (9/25/2015). To the extent of any inconsistency between state and federal requirements, federal requirements shall apply. The Commission expects to enter into a three (3) year contract with the Consultant(s) selected pursuant to this RFQ process, and to include in the contract two (2) one-year renewal options to be exercised at the discretion of the Commission. The Commission does not guarantee any minimum level of work or work orders under any contract, as each contract will be subject to the availability of sufficient funds.

This selection of the Consultant(s) will be in compliance with the requirements of Federal Aviation Administration (the “FAA”) Advisory Circular 150/5100-14E, entitled “Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects,” together with the requirements listed in this RFQ. This is a non-project specific solicitation. Each Consultant’s submittal should represent as completely as practicable the Consultant’s experience in all areas of airport planning, design, engineering, construction management and general airport consulting services.

The Martha’s Vineyard Airport in accordance with the provisions of Title VI of the Civil Rights Act of 1964 and the Regulations promulgated in accordance therewith hereby notifies all respondents that it will affirmatively ensure that any contract entered into pursuant to this RFQ, disadvantaged business enterprises will be afforded full and fair opportunity to submit qualifications in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

It is the intent of the Commission to select one or more Consultants to provide the following types of services as needed (together with the services listed in Attachment 2 “Scope of Services” of this

RFQ):

1. Program Management

These tasks may include the preparation of 5-year updates to the Airport Master Plan, capital

Author The scope of services in attachment 2 here and in Exhibit A of the contract appears to me to be the elements for the scope of a specific construction project and I would think the better home for this detail would be in the work order authorization.

Couldn’t the scope of services in an on-call contract simply be limited to Engineering, Architectural, and Planning services outlined in Article 1, 1.2 of this Professional Services Agreement will be the subject of individual work orders containing specific scopes and budgets. (hang on to these elements you now show in the scope and insert those that are appropriate in each work order) improvement plans, Federal and State funding applications and reimbursement requests, project closeout documentation, and all necessary Federal and State documents that may be required during the course of each project. Processing of, and familiarity with, Federal and State grant programs are required. The Consultant must demonstrate its ability to provide grants administration services.

Grants administration is included in the Consultant’s responsibility.

2. Airport Planning, Programming and Environmental Services

These tasks may include, without limitation, environmental impact assessment reports, noise control plans, NEPA MEPA requirements, airport development schedules, cost estimates, financial, and operational planning. The Consultant may also be required to lead or participate in public information programs and/or public hearings relating to Airport development and planning projects.

3. Environmental Remediation Services

These tasks may include, without limitation, environmental investigations, remedial planning and design, and engineering/scientific analysis associated with remedial action. In addition, coordination with regulatory agencies, site health and safety monitoring during construction, and the implementation of remedial action during Airport operations as required.

4. Architectural/Engineering Design Services

These tasks may include, without limitation, architectural, civil, structural, mechanical, electrical, and specialized services for the preparation of contract documents for airside, terminal area, and business park facilities in accordance with FAA and State requirements.

5. Bidding and Negotiation Services

These tasks may include, without limitation, assisting the Commission with advertising, securing bids, analyzing bid results, and furnishing recommendations on the award of contracts, consistent with all legal and other applicable requirements.

6. Construction Inspection Services

These tasks may include, without limitation, on-site observation and inspection of the contractor's work, including record keeping.

7. Construction Management Services

These tasks may include, without limitation, directing, coordinating and/or overseeing a variety of construction projects including, but not limited to, coordination of multiple construction contracts, construction scheduling, review of payment requests, and construction management. The Consultant shall as the Commission’s agent/representative.

8. Business Planning

These tasks may include economic impact studies, financial analyses, rate-setting methodology development, non-aeronautical land use development, and other services designed to analyze and improve the financial condition of the Commission.

9. Specialized Services

These services may be performed by the Consultant or a sub-consultant, through the Consultant, including, without limitation, soil investigations, laboratory tests, analysis and reports, land surveys and topographic maps, field and/or construction surveys, passenger surveys and research, photogrammetric surveys, property maps, and updating the Airport Layout Plan.

10. Miscellaneous Architectural, Engineering and Planning Services

These services may be required by the Commission on an as-needed basis.

It is the Commission’s objective to maintain and expand the Airport when feasible utilizing funds from the Airport Improvement Program (the “AIP”), as well as funds generated from Passenger Facility Charges or other appropriate sources. In order to accomplish this, the Commission intends to identify one or more Consultant(s) on a continuing basis for both FAA/MASS-DOT (Aeronautics Division) Grant Eligible Projects and Non-Eligible Projects.

The Commission will rely heavily on the Consultant(s) to assist in the overall program management and development of projects at the Airport. It is anticipated that individual projects (Grant Eligible and Non-Eligible) will be assigned to the selected Consultant(s) periodically over the next three (3) years. The Commission reserves the right to stop assigning projects to the selected Consultant(s) at any time, and to select other consultants for specific projects on a case-by-case basis.

1.3 Current Airport Improvements and Master Plan

Below is a list of some of the scheduled and upcoming projects for Martha’s Vineyard Airport.

These are some of the projects, along with additional recommendations in the 2016 MVY Master Plan, for which services may be ordered from the selected Consultant.

2016 MVY Airport Master Plan: https://mvyairport.com/airport-master-plan/

2022 Avigation Easements for Obstruction Removal - RW 6, RW 24, RW 15 MASSDOT ASMP Projects

2022 Fuel Farm Rehabilitation 2022 SCBA Gear

2022 WWTP

2022 Security System Replacement and Upgrade

Available Entitlement https://mvyairport.com/airport-master-plan/

2023 OBSTRUCTION REMOVAL - ALL RWYS

New Twy E & Remove RW 15/33 Shoulder Pavement and Regrade Side RSA's (PCI (2016) = 67) Projected PCI (2023) = 58

MASSDOT ASMP Projects

Available Entitlement

T-Hangar Taxilane Rehabilitation (Design & Construction) [PCI (2019) = 15]

2024 T-Hangar Taxilane Rehabilitation - Remaining project costs

2025 Master Plan Update

2026 Reconstruct RWY 15/33 ASMP Projects

2027 EA for Master Plan Improvements ASMP Projects

Terminal Building Renovation - Phase I - Hold Room & TSA Check Point (Review Eligibility %)

MASSDOT ASMP Projects

Available Entitlement

2029 Southwest Ramp Rehabilitation 2029 Southeast Ramp Access Stub Taxiway

ASMP Projects

2024 SRE Snow Blower/Broom

1.4 Key Dates in the RFQ Schedule

It is anticipated that one or more contracts will be awarded in response to this RFQ based on the following schedule:

Table 1, Key Dates in the RFQ Schedule

Date Event

August 23, 2021 Issuance of Request for Qualifications

September 15, 2021, 10:00AM Pre-Submittal Meeting – Conference Room / Zoom

September 17, 2021 Deadline for Consultants’ Questions

September 22, 2021 Response to Consultants’ Questions

October 8, 2021, 1:00PM Qualifications Submission Deadline

October 12 –22, 2021 Qualifications Evaluation Period/Interviews

No earlier than November 10, 2021 Expected Award of Contract(s) by the Commission

On or about November 19, 2021 Execution/Entering into Contract(s)

Please note: The Commission reserves the right to change any of the dates stated in this RFQ.

If such a change occurs, the Commission will notify all firms that received the RFQ directly from the Commission in an addendum to this RFQ and post the change(s) on the Martha’s Vineyard Airport Commission’s website, www.mvyairport.com/invitations-requests-for-bids/

1.5 Qualification Requirements

In order to be considered for selection, each Consultant’s submittal must include all of the following:

1. A cover letter, signed by an individual or individuals authorized to bind the Consultant, containing, at a minimum, a statement of interest in performing the services described in this RFQ, how the proposed team serves airport clients, and the information set forth below in Subsections (A) through (H):

A. An acknowledgement that the Consultant has read the contract document entitled

“Professional Services Agreement,” which is attached to this RFQ as Attachment 2, and that it agrees that if the Consultant is selected, it will enter into a final contract with the Commission in a form substantially the same as said contract document if the Consultant does not set forth specific objections and proposed changes to the contract document in its submittal. If the Consultant is unable to agree to or meet any of the terms and conditions contained in said contract document, the Consultant must specify its objection(s) and the proposed change(s) in its submittal. The Commission reserves the right to accept or reject any objections or suggested changes in its sole discretion.

B. A statement that the Consultant will meet all insurance requirements under Section 1.5 of this RFQ, and as may be reasonably required by the Commission. The Consultant is specifically advised that it must maintain all required insurance for the entire duration of its contract with the Commission.

C. An affirmative statement that the Consultant’s staff members listed in its submittal, whether members of the Consultant’s firm, joint venture firms, or sub-consultant firms, are committed to the performance of the services described in this RFQ. The Commission considers the naming of specific individuals and assignment of roles listed in the submittal as a significant consideration in its evaluation, and advises that the final selection of a Consultant will depend, in part, on the assignment of qualified staff.

D. A statement as to whether the Consultant’s firm, joint venture firms or sub-consultant firms, or any member of the aforesaid, is currently debarred from doing business with any governmental entity.

E. A statement as to whether or not the Consultant’s firm, joint venture firms, or sub-consultant firms is a party to any pending or current litigation that might adversely affect its performance of the services described in this RFQ.

F. A statement, signed under the pains and penalties of perjury, identifying and describing all local, state and federal criminal investigations or proceedings, or any other administrative, judicial, or regulatory matter currently pending against the Consultant’s firm, joint venture firms or sub-consultant firms (to include officers, members, directors, and partners, “Principals”) or concluded adversely to any of them, or any of its Principals, within the past five (5) years, that might reasonably be construed to reflect adversely on the fitness or integrity of any of them to perform this contract. Failure to respond properly and accurately to this requirement may, in the Commission’s sole discretion, result in rejection of your submittal.

G. Information which serves to demonstrate the financial stability of the Consultant, including but not limited to, information documenting that the Consultant has been in business for at least three (3) years, the Consultant’s present credit rating information (specify if other than Dun & Bradstreet, Inc.), current financial statements and a current statement of conditions audited by a Certified Public Accountant, and a statement as to whether the Consultant has filed for the protection of a U.S. Bankruptcy Court in the last seven (7) years. If this statement is in the affirmative, the Consultant must describe the circumstances that led to the filing, the ultimate disposition of the matter (e.g., reorganization with a payment plan to creditors), the current situation and substantial, detailed evidence of the Consultant's financial ability to complete contract if selected.

The submittal should contain such other information that, in the Consultant's judgment, is necessary and sufficient to show its financial stability (e.g., bank references, insurance references). Failure to provide this information may, in the Commission’s sole discretion; result in rejection of your submittal.

H. A completed Standard Designer Application Form for Municipalities (Attachment 1)

2. A description of the Consultant’s firm, including:

A. Name, address and overall size of firm.

B. Name, address, telephone number and email address of the primary contact for this RFQ.

C. Number and percentage (firm-wide) of employees who are local (reside in Southeastern

Massachusetts).

D. Location of the firm’s offices, with a description of the size and specific location of the office that will provide the services described in this RFQ, along with the names and percentages of time available, of the key personnel who will provide those services (together with the qualifications, relevant experience and resumes of each).

E. If a branch office will provide the required services, a description of the capability of a branch office to perform independently of the home office. The Consultant should be able to demonstrate that whichever office is serving the Airport independently has the staffing to provide the range of services and engineering disciplines required by the Commission.

3. If applicable, the names of sub-consultants or joint venture partners who would be engaged by your firm, including their name, background and relevant experience, key personnel, and location of offices that would provide the services described in this RFQ (all as outlined for the Consultant). If the submittal is submitted by a joint venture, it must be signed by all parties to the joint venture. Final award will be contingent upon receipt of a formal joint venture agreement satisfactory to the Commission.

4. A statement of qualifications, to include 3-5 years of recent specialized experience of the

Consultant and major sub-consultants/joint venture partners in aviation-related projects, including planning, environmental, environmental remediation, land acquisition, engineering/architectural (i.e., runways, taxiways, aprons, lighting, NAVAIDS, buildings, roads, fuel, etc.) and construction services in accordance with FAA and MASS-DOT requirements.

5. A description of the Consultant’s proposed approach to providing general consulting services for airport projects. The description should address such items as how the contract will be staffed, the need for sub-consultant support, and the Consultant’s approach to being responsive to client issues and needs on a continuing basis.

6. An organizational chart.

7. A completed OMB Standard Form 255.

8. An explanation of the Computer Aided Design and/or Geographic Information System

(GIS) capabilities of the Consultant, including a listing of computer systems, hardware and software available, and their applicability to the services described in this RFQ.

9. Evidence that the Consultant has established and implemented an effective Affirmative Action Program and complies with Disadvantaged/Women/Minority Business Program requirements, as set forth by Federal and State regulations.

10. A list of a minimum of four (4) (or more) references, including name, address, and phone number. The references should be for non-hub airport clients (preferably with seasonal air service) where the Consultant’s team has provided general airport architectural and engineering consulting services similar to those described in this RFQ.

11. Appendix A-1 (Non-Collusion Certification), Appendix A-2 (Consultant’s

Acknowledgement Form) and Appendix A-3 (Certification of Compliance with Commonwealth Tax Laws and Payment of All Taxes Due), completed by the Consultant as required.

1.6 Insurance Requirements

Each of the selected Consultant(s) shall be required to purchase at its own cost and expense and maintain at all times for the duration of the contract with the Commission:

1. Professional Liability insurance policy covering the professional services performed, which shall include a prior acts endorsement or an extended reporting endorsement that covers all claims arising out of or related to prior acts, errors and omissions of the Consultant in the performance of services under its contract with the Commission with minimum limits of:

$2,000,000 Each Claim $2,000,000 Annual Aggregate applicable on a per project basis

2. Commercial General Liability insurance (ISO occurrence form CG0001), including Products/Completed Operations and Contractual Liability providing coverage in the minimum amounts of:

Bodily Injury and Property Damage Limit $1,000,000 each occurrence Products/Completed Operations Limit $2,000,000 aggregate Personal Injury & Advertising Injury Limit $1,000,000 each person or organization General Aggregate $2,000,000 applicable on a per project basis

The Commission and the County of Dukes County, their officers, employees and agents shall be named as Additional Insureds for liability arising under the Contract applicable to both ongoing and completed operations on a primary & non-contributory basis.

Coverage shall be maintained for a 3 year period following completion of the project.

3. Automobile Liability insurance coverage on all vehicles used by the Consultant at the Airport, including all owned, hired and non- owned vehicles, with a combined single limit of at least one million dollars ($1,000,000) for bodily injury, property damage and pollution, naming the Commission and County of Dukes County as additional insureds. The automobile liability insurance policy shall be comprehensive so as to cover: (i) bodily injury, including mental anguish, sickness, disease and death; and (ii) injury to or destruction of property including loss of use thereof, arising out of the activities of the Consultant.

4. Worker's Compensation insurance in amounts required by state law for the Consultant's employees.

5. Commercial Umbrella/Excess with follow form terms to the primary and having limits of not less:

Bodily Injury and Property Damage Limit $5,000,000 each occurrence Products/Completed Operations Limit $5,000,000 aggregate General Aggregate $5,000,000 applicable on a per project basis

All required policies shall be written with carriers who maintain an A.M. Best's rating and financial size of at least A- XII and shall be authorized to do business in the Commonwealth of Massachusetts.

All policies shall include Waiver of Subrogation endorsements in favor of the Commission and the County of Dukes County.

Certificates of Insurance with copies of the endorsements evidencing the required Additional Insured(s), Waiver(s) of Subrogation and Notice(s) of Cancellation provisions must be delivered to the Airport Director prior to the Consultant’s commencement of services under the Contract, and upon the renewal of each policy required under the Contract.

If at any time, the policies shall become unsatisfactory to the Commission as to form or substance, or if any of the carriers issuing such policy shall be or become unsatisfactory to the Commission, the selected Consultant, on demand of the Airport Director, shall promptly obtain a new and satisfactory policy in replacement.

The selected Consultant shall require its sub-consultants and joint venture partners to have the same insurance required of the Consultant in this RFQ, and to provide any and all required insurance certificates of insurance to the Airport Director in the manner described above. The selected Consultant shall not commence work until it has obtained all the insurance required in this RFQ.

1.7 Amendment or Termination of RFQ

The Commission reserves the right to cancel this RFQ at any time without penalty or liability and to terminate the contract awarded to the selected Consultant, or any part of said contract, immediately upon notice mailed or delivered by the Commission to the selected Consultant.

1.8 Professional Services Agreement

The selected Consultant will be expected to enter into a contract substantially in the form of the Professional Services Agreement form attached to this RFQ as Attachment 3 (the “Contract Form”). If the Consultant has any objections to the Contract Form, such objections must be stated in the Consultant’s submittal, together with the Consultant’s proposed changes to the Contract Form (if any), so that the Commission’s Selection Committee can take any contract issues into account during the selection process. Otherwise, the Consultant shall be deemed to have accepted the terms of the Contract Form by submitting its proposal in response to this RFQ. All proposed changes to the Contract Form shall be subject to the approval of the Commission in its sole discretion. Except as specifically set forth in the final contract with the selected Consultant, the final contract with the selected Consultant shall fully incorporate the RFQ, its Addenda, the portions of the selected Consultant’s submittal that are acceptable to the Commission, and changes to the Contract Form approved by the Commission (if any), together with fees and payment requirements agreed upon by the Commission and the selected Consultant.

Services to be provided on specific projects will be authorized by work orders for Grant Eligible and Non-Eligible projects (dependent on funding source) executed by the Commission. Each work order will consist of an amendment to the corresponding contract, containing schedules for the agreed project scope and breakdown of fees. The Commission reserves the right to employ other consultants at any time, for any project, as it may deem in the public interest. In no way will the fact that the Commission has entered into a contract with the selected Consultant require or obligate the Commission to make use of the selected Consultant's services on any projects whatsoever.

1.9 Questions or Requests for Information or Clarification

Any questions, requests for information or clarification regarding this RFQ should be submitted via email, citing the RFQ page and section, no later than to Geoff Freeman, Airport Director (GFreeman@mvyairport.com).

Questions will not be accepted orally, and any question received after the deadline may not be answered. The list of questions/requests for information or clarification and the official responses will be emailed to all Consultants that have been furnished the RFQ by the Commission. In addition, to the extent deemed necessary by the Commission, addenda may be issued in response to requests for clarification. Firms that receive this RFQ or access it from a source other than the Commission should contact the Commission at GFreeman@mvyairport.com to confirm that their correct contact information, including email address, is on file with the Commission. This will ensure that the Consultant receives the list of questions/requests for information or clarification and the official responses. The Commission is not responsible for a Consultant’s failure to receive the list of questions/requests for information or clarification and the official responses, including addenda, due to the Consultant’s failure to provide the Commission its contact information, including email address, and no allowance will be made for a Consultant that submitted a submittal that is not in compliance with the RFQ requirements due to the Consultant’s aforementioned failure to receive the list of questions/requests for information or clarification and the official responses, including addenda.

1.10 Pre-Submittal Meeting

The Commission will hold an optional, but strongly recommended Pre-Submittal Meeting to review the RFQ at MVY Airport Conference Room, September 15, 2021 at 10:00am. In-person or virtual attendance is available. Zoom Meeting ID: 859 4754 3440, Passcode: 214929.

Commission representatives will conduct a tour of the Airport, and will be available to answer mailto:GFreeman@mvyairport.com questions at that time. The Commission disclaims any and all responsibility for injury to Consultants, their agents, or to others while examining the Airport facilities or at any other time.

By submitting a response to this RFQ, each Consultant agrees and represents that the Consultant has all information necessary for the Consultant to complete and submit its response to the Commission. Consultants bear any and all travel and other costs and expenses related to their attendance at the pre-submittal meeting. Zoom will not be available for the tour of the airport, or discussions held as a part of the facility tour.

Verbal responses provided by Commission representatives during the pre-submittal meeting are not formal and are not binding on the Commission. Addenda, as the Commission deems necessary, may be issued in response to any issue raised at the Pre-Submittal Meeting

1.11 Amendments and Addenda

In the event that it becomes necessary to revise this RFQ, such revision will be by addendum.

Any addendum to this RFQ will become part of this RFQ and part of any contract awarded as a result of this RFQ.

Further, if a Consultant discovers any conflict, discrepancy, omission or other error in this RFQ, the Consultant shall immediately notify the contact person of such error and request modification to the document. The Commission shall make RFQ modifications by addenda, provided that any such modifications would not materially benefit or disadvantage any particular Consultant. Such revision will be given by written notice to all parties who have been furnished an RFQ by the Commission.

If a Consultant fails, prior to the submission deadline, to notify the Commission of a known error or an error that reasonably should have been known, the Consultant shall assume the risk. If awarded the contract, the Consultant shall not be entitled to additional compensation or time by reason of the error or its late correction.

All RFQ addenda will be emailed to all Consultants that have been furnished the RFQ by the Commission. Firms that receive this RFQ or access it from a source other than the Commission should contact the Commission at GFreeman@mvyairport.com to confirm that their correct contact information, including email address, is on file with the Commission to ensure that the Consultant receives all RFQ addenda. The Commission is not responsible for a Consultant’s failure to receive addenda due to the Consultant’s failure to provide the Commission its contact information, including email address, and no allowance will be made for a Consultant that submitted a submittal that is not in compliance with the RFQ requirements due to the Consultant’s aforementioned failure to receive addenda.

At this time, there are no designated dates for release of addenda. Therefore, interested Consultants should check their email on a daily basis from time of RFQ issuance through the deadline for submission of submittals. It is the sole responsibility of the Consultant to be knowledgeable of all addenda related to this RFQ.

1.12 Submission Requirements

mailto:gfreeman@mvyairport.com

One bound original and three (3) bound copies of the Consultant’s submittal, including all required forms attached to this RFQ, shall be submitted in response to this RFQ. A Flash Drive containing the submittal and all required forms in PDF format shall also be submitted. The original submittal shall be signed by an authorized representative of the Consultant and notarized.

Each copy shall be clearly labeled with the name of the Consultant and the date. Each copy must contain the required information for the Consultant.

Consultants should make sure that their submittals are in compliance with all of the requirements of this RFQ. Failure to do so may result in disqualification.

Consultants should also be willing and able to provide additional information that the Committee may require. Also, interviews may be requested at the discretion of the Committee.

All information and materials submitted to the Commission in response to this RFQ will become the property of the Commission. Consultants shall not submit proprietary or confidential business information.

1.13 Submission Due Date

Submittals must be delivered no later than October 8, 2021, 1:00pm, to:

Geoff Freeman, Airport Director 71 Airport Road

Vineyard Haven, MA 02568

Submittals received after that date will not be considered.

1.14 Review of Submittals

Upon receipt of the submittals, the Commission’s Selection Committee (the “Committee”) will review each submittal and make a recommendation to the Commission. Submittals will be evaluated regarding compliance with the RFQ, FAA Advisory Circular 150/5100-14E. One or more of the highest rated firms may be requested to submit additional information and/or participate in an interview. If more than one firm is selected, the expected projects to be performed by each firm will be defined, together with the statement of work and the required services at the time of the initial procurement action. The airport will provide notification to each of the firm of the projects they were awarded.

Proposers must have a minimum of five (5) continuous years of specific experience with non-hub, (preferably with seasonal service) Airports and submit all forms as required by this RFQ.

The purpose of information requested in this section is to assist the Airport in evaluating the offerors overall qualifications, including its methodologies and technical abilities, and previous experience. The following categories will be ranked:

3 Points = Highly Advantageous (HA) 2 Points = Advantageous (A) 1 Point = Not Advantageous (NA) 0 Points = Unacceptable (U)

Consultant Selection will be based on the following criteria:

• Capabilities of the Firm:

• HA – Demonstrated capability of the firm to perform all aspects of the project and a minimum of five years recent experience in comparable airport projects.

• A - Demonstrated capability of the firm to perform most aspects of the project and a minimum of five years recent experience in comparable airport projects.

• NA - Demonstrated capability of the firm to perform some aspects of the project and a minimum of five years recent experience in comparable airport projects.

• U – Unable to demonstrate capability of the firm to perform any aspects of the project and a minimum of five years recent experience in comparable airport projects.

• Personnel Qualifications & Experience: Demonstrated capability and experience of the principal consultant and its key personnel. Firm should demonstrate its familiarity with FAA policies and procedures.

• HA – Principal Consultant as well as all key personnel have at least ten (10) years’ experience in Airport Architectural, Engineering, Planning and Construction Services

(AAEPCS).

• A – Principal Consultant as well as two or more key personnel has at least ten (10) years AAEPCS experience. Remaining key personnel have at least five (5) years AAEPCS experience.

• NA - Principal Consultant as well as two or more key personnel has less than ten (10) but more than five (5) years AAEPCS experience. Remaining key personnel have five

(5) years or less than AAEPCS experience.

• U - Principal Consultant as well as two or more key personnel has five (5) years or less AAEPCS experience.

• Qualifications of Sub consultants and/or Subcontractors: Demonstrated ability and experience of each sub consultant and/or subcontractor and its key personnel.

• HA – Proposer has sufficiently demonstrated the ability and experience of each sub consultant and/or subcontractor.

• A - Proposer has adequately demonstrated the ability and experience of each sub consultant and/or subcontractor.

• NA - Proposer has poorly demonstrated the ability and experience of each sub consultant and/or subcontractor.

• U - Proposer did not include any information on their sub consultant and/or subcontractor.

• Project Similarity: Proposals should include specific examples of similar projects performed for similar clients. References and points of staff contact should be included.

Proposal should include the approach and methodology taken to complete similar projects for other clients.

• HA – Proposer has strongly demonstrated past experience in similar projects with clear and precise approach and methodology.

• A – Proposer has adequately demonstrated past experience in similar projects with clear and precise approach and methodology.

• NA – Proposer has poorly demonstrated past experience with similar projects and/or is not clear and precise on approach and methodology.

• U - Proposer has no experience with similar projects and/or provided poor or no approach or methodology.

• Past Performance: Proposal should demonstrate the Firm's ability to meet schedule demands and complete projects by agreed-upon deadlines, and to complete work on or under budget. References should be included that help Martha’s Vineyard Airport ascertain and determine the quality of the projects completed, and the satisfaction of clients where projects have previously been undertaken by the proposing Firm. Firm shall disclose all arbitration, litigation, lawsuits, and other legal actions associated with projects Firm was involved with in the past five years.

• HA – Proposer has strongly demonstrated the ability to meet scheduled deadlines with more than 90% of projects being on or under budget.

• A - Proposer has adequately demonstrated the ability to meet scheduled deadlines with less than 90% but more than 85% on or under budget.

• NA - Proposer has poorly demonstrated the ability to meet scheduled deadlines with less than 85% bit more than 80% on or under budget.

• U – Proposer has failed to meet most scheduled deadlines with less than 80% on or under budget.

• Project Manager or Key Personnel to be assigned to the Projects: A key element in the success of providing professional services is the Project Manager. PROPOSAL should include resume and detail of experience relevant to the provision of these services.

PROPOSAL shall also include longevity with proposed Firm, where Project Manager will be based, and his/her ability to travel to Martha’s Vineyard Airport. PROPOSAL should also demonstrate the Project Manager understands the challenges and opportunities of this project.

• HA – Project Manager’s resume is detailed, indicates longevity with proposing firm of

(10) years or more and has demonstrated ability and understanding of travel to and from Martha’s Vineyard.

• A - Project Manager’s resume is detailed, indicates longevity with proposing firm of less than 10 years but more than 5 years, and has demonstrated ability and understanding of travel to and from Martha’s Vineyard.

• NA - Project Manager’s resume is detailed but has less than 5 years but more than 3 years longevity with proposing firm and has limited understanding of travel to and from Martha’s Vineyard.

• U – Project Manager’s resume is not detailed and/or has less than 3 years longevity with proposing firm and is unable to demonstrate ability and understanding of travel to and from Martha’s Vineyard.

• Approach to Performing Work: Proposal should include approach to performing the engineering services. Your own experience should allow you to expand on this description in your response to the Proposal.

• HA – Proposer has provided a detailed, clear and concise approach which highly demonstrates comprehension of the scope of services required.

• A – Proposer has provided a somewhat detailed, clear and concise approach which adequately demonstrates comprehension of the scope of services required.

• NA – Proposer has provided little detail or an unclear approach which does not demonstrate comprehension of the scope of services required.

• U – Proposer has not provided any detail or an unclear approach which does not demonstrate comprehension of the scope of services required.

Interviews: The Selection Committee may interview finalists to determine if the offerors are responsive and responsible, and meet the needs of the Airport. Offerors should therefore be prepared to travel to Martha’s Vineyard for this interview, which should include the Team Leader and additional key personnel who will be working on projects on a day-to-day basis. The Airport will not assume any travel costs related to these interviews.

The Commission reserves the right to waive any formalities, waive or modify minor deviations after prior notification to the Consultant, and to reject or negotiate any and all submittals. The Commission also reserves the right to reject, in its discretion, any and all submittals not deemed in the best interest of the Commission, and to reject as informal such submittals that, in the Commission’s opinion, are incomplete, conditional, obscure, or contain irregularities of any kind.

1.15 Award

Following final ranking of the Consultants, the Commission will conduct contract negotiations with one or more of the highest ranked Consultants. If satisfactory negotiations with those Consultant(s) are not possible, the Commission will begin negotiations with one or more of the next highest ranked and qualified Consultants and continue, as such, until the Commission’s contract needs are met and satisfactory negotiations are completed. The Commission may award one or more contracts, following successful negotiations and the required approvals, if it determines that doing so is in the best interest of the Commission.

This RFQ does not represent any obligation or agreement whatsoever on the part of the Commission which may only be incurred or entered into by written agreement authorized by the Commission. Selection of a respondent will not create any rights on the respondent's part, including, without limitation, rights of enforcement, equity or reimbursement, until after all required government approvals received and the insurance, agreement and all related documents are fully approved and executed.

1.16 Restriction of Communications

Respondents are prohibited from contact related to this RFQ with any Commission member, officer, staff, employee or representative other than designated personnel and in formal interviews requested by the Committee from the date this RFQ is issued until the contract(s) have been executed by the Commission. Violation of this provision would be grounds for immediate disqualification.

All inquiries concerning this procurement must be addressed to the following designated contacts for this Procurement: Geoff Freeman, Airport Director at GFreeman@mvyairport.com. Please indicate RFQ Reference # MVY RFQ 2021-06 in Subject Line.

1.17 Notice to Consultants - Exceptions and Document Retention

Please retain a copy of this complete document for your records. This is the only copy you will receive.

Consultants must clearly and completely indicate any and all exceptions and objections to this RFQ in their submittals. Exceptions to the requirements of this RFQ may be cause for a Consultant’s submittal to be disqualified.

1.18 OSHA

All contracts and subcontracts that result from this solicitation incorporate by reference the requirements of 29 CFR Part 1910 with the same force and effect as if given in full text. The Consultant must provide a work environment that is free from recognized hazards that may cause death or serious physical harm to the employee. The Consultant retains full responsibility to monitor its compliance and their subcontractor’s compliance with the applicable requirements of the Occupational Safety and Health Act of 1970 (20 CFR Part 1910). The Consultant must address any claims or disputes that pertain to a referenced requirement directly with the U.S. Department of Labor – Occupational Safety and Health Administration.

1.19 Federal Fair Labor Standards Act (FLSA)

All contracts and subcontracts that result from this solicitation incorporate by reference the provisions of 29 CFR part 201, the Federal Fair Labor Standards Act (FLSA), with the same force and effect as if given in full text. The FLSA sets minimum wage, overtime pay, recordkeeping, and child labor standards for full and part time workers.

1.20 Submittal Costs

The costs for this entire submittal effort shall be borne by the Consultant. The Commission will not reimburse any Consultant or other firm for any costs associated with this submittal effort.

mailto:GFreeman@mvyairport.com

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FORMS AND ATTACHMENTS START ON NEXT PAGE

Attachment 1

Standard Designer Application Form for Municipalities

(see attached form)

Attachment 2

Scope of Services

The Consultant shall provide professional services necessary for project development, design, bidding and inspection. The following summarizes some of the elements of work involved and is not intended to be exhaustive. Additional work items may be required in order to achieve objectives for a specific project.

I. Preliminary Phase

A. Conferring with the Martha’s Vineyard Airport Commission on project requirements, finances, schedules, early phases of the project, and other pertinent matters; meeting with FAA, the MassDOT and other concerned agencies and parties on matters affecting the project.

B. Planning, procuring, and/or preparing necessary surveys, field investigations, and architectural and engineering studies required for preliminary design considerations.

C. Developing design schematics, sketches, environmental and aesthetic considerations, project recommendations and preliminary layouts and cost estimates.

D. Address any code or other special requirements relating to the work.

E. Determine NEPA/MEPA status of project and submit environmental review documents to involved agencies to obtain environmental project approval.

F. Any other task(s) as may be required.

II. Design Phase

A. Meetings and design conferences with the Martha’s Vineyard Airport Commission to obtain information and to coordinate or resolve design matters.

B. Conferences with the FAA and MassDOT to review their programming and design standards and become knowledgeable of the data that is already available for the project.

C. Aid the Martha’s Vineyard Airport Commission by acting as liaison and project coordinator with the FAA and MassDOT.

D. Collect data and undertake field investigations, surveys, architectural, engineering, planning and environmental studies.

Prepare plans, design report and cost estimates for review and acceptance by the Martha’s Vineyard Airport Commission, FAA and MassDOT.

F. Prepare detailed applications for project funding to meet the Airport Improvement Program criteria of the FAA and MassDOT.

G. Prepare and furnish detailed construction plans, specifications, and contract documents for the project. Provide as many copies of the contract documents to the Martha’s Vineyard Airport Commission as may be required.

H. Update the Airport Layout Plan.

I. Assist the Commission in securing bids, tabulation and analysis of bid results, and furnish recommendations on the award of the construction contract.

J. Assist the Commission in the preparation of formal contract documents for the award of contracts.

K. Any other task(s) that may be required.

III. Construction Administration Phase

A. Prepare a construction management plan to include a quality assurance plan, a quality control plan, and construction safety plan for submission and approval by the FAA.

B. Provide consultation and advice to the Martha’s Vineyard Airport Commission during all phases of construction.

C. Review and take action on all shop drawings submitted by the contractor for compliance with the contract documents.

D. Render interpretations of the contract documents for proper execution and progress of the work.

E. Prepare and furnish record drawings.

F. Issue certificates of completion to the Martha’s Vineyard Airport

Commission, FAA and MassDOT.

G. Provide assistance to the Martha’s Vineyard Airport Commission in any litigation that may arise from the construction of the project.

H. Attend all meetings as required by the Martha’s Vineyard Airport Commission.

I. Provide all closeout documentation as may be required by the Martha’s Vineyard Airport Commission, FAA and MassDOT.

J. Any other task(s) that may be required.

IV. Construction Inspection Phase

A. Conduct preconstruction meetings, record and prepare minutes.

B. Provide technical inspection by an FAA…