On-Call_Civil_Engineering,_Consulting_and_Surveyor_Services.pdf

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Town of Waterford

REQUEST FOR PROPOSAL

RFP# 24-029

ON-CALL CIVIL ENGINEERING, CONSULTING AND SURVEYOR SERVICES

RELEASE DATE: April 24, 2025

RESPONSE DEADLINE: May 29, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #RFP# 24-029 Title: On-Call Civil Engineering, Consulting and Surveyor Services

Table Of Contents

1. SCOPE OF WORK

2. FORMAT OF PROPOSAL

3. QUESTIONS CONCERNING THIS RFP

4. QUALIFICATIONS REVIEW AND SELECTION PROCESS

5. EVALUATION CRITERIA

6. ACCEPTANCE PERIOD

7. ADDENDA TO THE RFP

8. THE CANDIDATE

9. ASSIGNMENT OF CONTRACT

10. FEDERAL, STATE AND LOCAL LAWS

11. RIGHT TO ACCEPT / REJECT

12. INSURANCE REQUIREMENTS

13. VENDOR QUESTIONNAIRE

14. Attachments

Attachments:

A - Sample Contract_RFP_On-Call Civil Engineer and Surveyor Services

1. SCOPE OF WORK

1.1. Summary

The Town of Waterford is seeking the services of one or more firms to provide On-Call Civil Engineering and

Surveyor Services. The selected firm will provide ongoing services to all Town departments on an as-needed basis for a three-year term. The On-Call Services contract will be managed by the Department of Public

Works, however specialized projects will be coordinated by the Town Department requesting assistance.

Responses are due back Thursday, May 29, 2025 at 11:00 am.

1.2. Information and Requirements

The Town requests general on-call engineering and surveying services for projects on an as-needed basis.

Projects may include but are not limited to:

• Perform surveys in the field and develop existing conditions plans showing facilities including buildings, parks, parking lots, roads, drainage, underground or overhead utilities, topography, or other facilities as directed.

• Determine locations of property lines, boundaries, easements and rights-of-way.

• Perform research of land records or other sources as needed to determine boundaries.

• Locate, establish and adjust benchmarks.

• Assist the Town in the early stages of project development, including developing project alternatives and providing analysis and recommendations to develop scopes of work.

• Prepare engineering designs, details, calculations, plans and specifications for civil engineering projects.

• Prepare estimates of probable cost.

• Assist the Town in identifying, preparing, submitting and managing local, State, and Federal permits.

• Assist the Town in the bidding and construction stages for projects, including development of project specifications, attending pre-bid meetings, answering Requests for Information, making recommendations concerning bid awards, attending pre-construction meetings, reviewing shop drawings and assisting with project management during the construction phase.

• Provide surveys and engineering plans in PDF and CAD formats as directed by the Town.

• Provide the Town with all project calculations, supporting information, photographs, correspondence or other materials associated with project development.

1.3. Terms

The Town of Waterford reserves the right to select multiple firms to provide the required services. It is the

Town’s intent to make awards for the duration of three calendar years.

1.4. Minimum Qualifications

Respondents will demonstrate significant experience in assisting municipal sector clients with on-call engineering and surveying services, including the general services listed in this Request for Qualifications. Key personnel assigned to the project will have the necessary technical training, experience and licensing in the

State of Connecticut to provide expert services to the Town.

1.5. Compensation

Waterford’s surveying and engineering projects are funded through multiple departments and funding sources. The Consultant will provide a written estimate to the Town Department requesting services and receive written approval to proceed with a project from the appropriate Department Head prior to the start of work.

2. FORMAT OF PROPOSAL

All responses to this RFP must conform to these instructions:

2.1. Delivery of Responses

Sealed bids for RFP# 24-029 On-Call Civil Engineering, Consulting and Surveyor Services will be received through the Town's e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct/projects/158997 until 11:00 am prevailing time on

Thursday, May 29, 2025, all bid openings will be held on Zoom, details can be found under Proposal

Submission Deadline Location below:

Release Project Date: April 24, 2025

Request for Information Due: May 15, 2025, 4:00pm

Submission of Detailed Qualifications: May 29, 2025, 11:00am

Topic: Bid Opening RFP#24-029 On-Call Civil Engineering, Consulting and Surveyor Services Time: May 29, 2025 11:00 AM Eastern Time (US and Canada)

Join Zoom Meeting https://us04web.zoom.us/j/72072673390?

pwd=cdmmnYAtd99SaNasprlSKkKhfnHwya.

Meeting ID: 720 7267 3390 Passcode: qVuV97

2.2. Information to be Included

All interested firms should submit the following for review and consideration:

• Letter of Interest

• Background of Firm and Relevant Work Experience

• Understanding of Services Requested

• Organizational Overview and Resumes for Key Personnel who will work on Waterford’s projects

• Workload Statement

• Hourly rates for key personnel https://procurement.opengov.com/portal/waterfordct/projects/158997 https://us04web.zoom.us/j/72072673390?pwd=cdmmnYAtd99SaNasprlSKkKhfnHwya.1 https://us04web.zoom.us/j/72072673390?pwd=cdmmnYAtd99SaNasprlSKkKhfnHwya.1 https://us04web.zoom.us/j/72072673390?pwd=cdmmnYAtd99SaNasprlSKkKhfnHwya.1

• A minimum of two municipal references

2.3. Fee Proposal

Please include Hourly Rate schedule with your Proposal.

2.4. Exemptions

The Town of Waterford is exempt from paying excise, transportation and sales taxes imposed by the Federal

Government and/or the State. Such taxes must not be included in prices. No exemption certificates are required and none will be issued.

3. QUESTIONS CONCERNING THIS RFP

Questions concerning this Request for Proposal must be submitted through the Town’s e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Questions must be received no later Thursday, May 15, 2025 at 4:00 pm. Responses/further information will be published in the form of an addendum and posted to the Town of Waterford’s e-Procurement Portal located at: https://procurement.opengov.com/portal/waterfordct. Failure to comply with these conditions will result in the Candidate waiving the right to dispute the bid specifications and conditions.

4. QUALIFICATIONS REVIEW AND SELECTION PROCESS

Submissions will be reviewed by an internal team that includes representatives from the Department of Public

Works, Utilities Commission, and Planning Department. A shortlist and interview process may take place following a review of the submissions. However, the Town reserves the right to select a Consultant based solely upon the review of submissions. It is anticipated a shortlist or selection will take place approximately three weeks after submissions are received.

5. EVALUATION CRITERIA

The Owner will evaluate Candidate qualifications and fee proposals based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Compliance with submission requirements N/A N/A

2. Relevant Experience and References N/A N/A

3. Experience of Key Personnel N/A N/A

4. Workload Statement N/A N/A

5. Technical Competence N/A N/A

6. ACCEPTANCE PERIOD

In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of ninety (90) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Prices quoted must be firm, for acceptance by the Town of Waterford for a period of ninety (90) days.

7. ADDENDA TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all prospective firms who have received the RFP documents.

Candidates are required to register for an account via the Town's e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their email by clicking

“Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/waterfordct.

8. THE CANDIDATE

The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual physical conditions of the various actual and proposed project sites. The submission of a proposal shall be construed as evidence that the Candidate has examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment or materials required or difficulties encountered that could have been foreseen will not be recognized.

9. ASSIGNMENT OF CONTRACT

No contract may be assigned or transferred without the consent of the Purchasing Authority.

10. FEDERAL, STATE AND LOCAL LAWS

All applicable Federal, State, and local laws, and rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein.

11. RIGHT TO ACCEPT / REJECT

AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE PURCHASING

AUTHORITY OF THE TOWN OF WATERFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY

PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST

INTEREST OF THE TOWN OF WATERFORD.

12. INSURANCE REQUIREMENTS

Within five days of contract award, the awarded vendor shall provide a Certificate of Insurance in accordance with the following requirements:

Contractor/Vendor will agree to maintain in force at all times during which work/services are to be performed, the following minimum limits of insurance coverage. Coverage will include the bidder and all of its agents, employees and sub-contractors and other providers of services and shall name the Town of Waterford, its employees and agents as an Additional Insured on a primary and non-contributory basis to the bidder’s

Commercial General Liability and Automobile Liability policies. The insurance company(ies) must be licensed with the State of Connecticut and have a Financial Strength Rating of “A-” or higher and a Financial Size Rating of VIII or higher from A.M. Best Company.

(Minimum Limits)

General Liability*

Each Occurrence

General Aggregate

Products/Completed Operations

Aggregate

$1,000,000

$2,000,000

$2,000,000

Auto Liability* Combined Single Limit

Each Accident

$1,000,000

Umbrella*

(Excess Liability)

Each Occurrence

Aggregate

$1,000,000

$1,000,000

Professional Errors and Omissions Liability

$1,000,000 minimum

Workers’ Compensation &

Employers’ Liability

Work Comp

EL Each Accident

EL Disease Each Employee

EL Disease Policy Limit

Statutory Limits

$1,000,000

The Town of Waterford must be named as “Additional Insured” on these policies. A Certificate of Insurance documenting the coverage listed above must be presented to The Town of Waterford prior to the commencing of any work/service. The Contractor/Vendor also agrees to provide replacement and/or renewal certificates at least 30 days prior to the expiration of each policy. If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years following the completion date of the work/service. If the claims-made policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for two (2) years from the completion date.

13. VENDOR QUESTIONNAIRE

1. NON-CONFLICT AFFIDAVIT OF RESPONDENTS*

Please download the below documents, complete, and upload.

• NON-CONFLICT_AFFIDAVIT_Wate...

*Response required

2. NON-COLLUSION BID STATEMENT*

By clicking confirm, the undersigned Candidate, having fully informed itself regarding the accuracy of the statements herein, certifies that:

(1) The Proposal has been arrived at by the bidder independently and has been submitted without collusion with, and without any agreement, understanding, or planned common course of action with, any other vendor or bidder of materials, supplies, equipment, or services described in the RFP, designed to limit independent bidding or completion, and

(2) The contents of the Proposal have not been communicated by the bidder or its employees or agents to any person not any employee or agent of the bidder or its surety on any bonds furnished with the Proposal and will not be communicated to any such person prior to the official opening of the Proposal.

The undersigned bidder further certifies that this statement is executed for the purposes of inducing the Town of Waterford to consider the Proposal and make an award in accordance therewith.

☐ Please confirm

*Response required

3. AFFIRMATIVE ACTION STATEMENT*

Please download the below documents, complete, and upload.

• AFFIRMATIVE_ACTION_STATEMEN...

*Response required

4. Candidate's Proposal*

Please Attach this form to the front of your submissions. You may upload entire bid submission here.

• Submission_Form-RFP24_029__...

*Response required 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