RFP # 2024-023 Mason Creek Interceptor Replacement Project.pdf

CITY OF SALEM, VIRGINIA

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VIRGINIA 24153

PHONE: (540) 375-3063 FAX: (540) 375-4057

ISSUE DATE: DECEMBER 5, 2023

REQUEST FOR PROPOSAL (RFP) # 2024-023

FOR

MASON CREEK INTERCEPTOR REPLACEMENT

PROJECT

SEALED PROPOSALS DUE:

January 10, 2024

ON OR BEFORE

3:00 P.M. (LOCAL TIME)

ALL INFORMATION AND CLARIFICATION INQUIRIES MUST BE SUBMITTED IN WRITING TO:

MICHELLE BRAXTON, PURCHASING MANAGER

AT LMBRAXTON@SALEMVA.GOV

BY 3:00 P.M. ON DECEMBER 19, 2023

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED

ORGANIZATIONS

mailto:lmbraxton@salemva.gov

RFP #2024-023

Mason Creek Interceptor Replacement Project

The City of Salem is accepting sealed proposals from qualified Offerors to provide engineering services for the design, construction contract administration, and construction inspection to replace approximately 8,000 feet of existing interceptor with 30-inch diameter pipe along Mason Creek. The City intends to obtain the services of one qualified engineering firm to perform the work described in this Request for Proposal.

A non-mandatory pre-proposal meeting will be held at 10:00 a.m. on Tuesday, December 12, 2023, at the Water Treatment Plant at 1300 Tidewater Street, Salem, Virginia, 24153, to answer any questions from interested parties. A site visit along a portion of the sewer path will follow.

All questions must be submitted before 3:00 p.m., Tuesday, December 19, 2023. If necessary, an addendum will be issued and emailed to all Offerors who were emailed the original RFP. Any such addenda shall become a part of the solicitation documents, must be addressed in the proposal, if applicable, and shall become a Contract Document. The City accepts no liability for late or non-receipt of addenda.

Proposals shall be received by Michelle Braxton of the City of Salem Purchasing Department, 114 North Broad Street, Salem, VA 24153 by 3:00 p.m., Wednesday, January 10, 2024. Offerors shall submit one

(1) original, three (3) copies, and one (1) electronic copy on a flash drive (Microsoft Word or PDF) of their proposal in a sealed envelope clearly marked on the outside with company’s name and “Attn: Purchasing Dept. - RFP #2024-023 – Mason Creek Interceptor Replacement Project”. Any proposals received after the mentioned time and date will be returned to the firm unopened. Faxed or emailed proposals will not be accepted.

As this is a Request for Proposal, an evaluation committee will be established to review and evaluate all responses. No information regarding the identity of either the Offerors or the contents will be released until after the negotiation process. Once an award has been made, all proposals will become public information.

If your proposal contains proprietary information, please make note of such on the form attached (Attachment B - Proprietary Information Form).

The City reserves the right to cancel this RFP and/or reject any or all proposals and to waive any informalities or irregularities in any proposal.

This section must be completed by the Offeror and must be returned with the proposal. In compliance with this Request for Proposal and to all the terms and conditions imposed herein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services and/or items in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

OFFEROR DATA/SIGNATURE SHEET

Legal Name and Address:

_____________________________________ Date: ___________________________________

_____________________________________ By: _____________________________________ (Signature in ink)

_____________________________________ Name: __________________________________

__________________Zip Code____________ Title: ____________________________________

Phone (____) __________________________ Fax (___) ________________________________

E-mail: _______________________________ Business License #: ________________________

Virginia State Corporation Commission Identification Number: _________________________________

I. PURPOSE

The City of Salem is accepting sealed proposals from qualified Offerors to provide engineering services for the design, construction contract administration, and construction inspection to replace approximately 8,000 feet of interceptor with 30-inch diameter pipe along Mason Creek in Salem, Virginia. The City intends to obtain the services of one qualified engineering firm to perform the work described in this Request for Proposal.

II. BACKGROUND

The existing interceptor running along Mason Creek is approximately 8,000 linear feet consisting of 15, 18 and 24-inch diameter concrete and terracotta pipe (see map under Appendix C). Due to growth in the City over the years, the interceptor no longer has the capacity for any future upstream growth and must be replaced. The interceptor was previously designed in 2008 by ARCADIS US Inc. but was never constructed.

A portion of the downstream interceptor has already been upgraded to 30-inch diameter pipe.

III. CONTRACT PERIOD

This contract will be awarded to one firm for the duration of the project. The City reserves the right to terminate the contract, in whole or in part, without cause upon giving the Offeror a thirty (30) days written notice.

IV. CONTRACT ADMINISTRATOR

The Director of Water and Sewer shall serve as the monitor of the conditions of the contract and shall work directly with the Successful Offeror(s) on a daily basis in scheduling and coordinating performance of services, answering technical questions in connection with the scope of work and providing general direction under the resulting contract.

V. REFERENCES

All Offerors shall include a list of five (5) references who could attest to the Offeror’s experience and services for similar diameter interceptor replacement projects. Include name of entity, contact person, phone number, email address, and other information required for all references on the sheet provided (Attachment A - Reference Form).

References may or may not be reviewed or contacted at the discretion of the City. Typically, only references of the top ranked, short listed Offeror or Offerors are contacted. The City reserves the right to contact references other than, and/or in addition to, those furnished by an Offeror.

VI. STATEMENT OF NEEDS

Scope of Work

1. Analyze flow data obtained over the past two years

2. Design interceptor

3. Assist with Bidding and Construction Contracting Administration

4. Provide inspection services throughout the construction process

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL REQUIREMENTS

1. Proposals must be submitted no later than 3:00 p.m. on January 10, 2024 to:

City of Salem Purchasing Department 114 North Broad Street

P. O. Box 869 Salem, VA 24153

2. One (1) original, three (3) copies, and one (1) electronic copy on a flash drive (Microsoft Word or PDF) of your proposal document are required. The City will not assume responsibility for reproduction here if an insufficient number of copies have been supplied and failure to comply with this or any other requirement of this Request for Proposal may result in rejection of the proposal. Facsimile or emailed submission of proposals is not acceptable and any such proposals shall not be considered.

3. Proposals having any erasures or corrections must be initialed by the Offeror in ink.

Proposals must be signed in ink by an authorized officer of the firm.

4. Proposals received after the set time for receipt shall not be considered and shall be returned unopened to the proposer.

5. Each Offeror may have different needs for information. It is incumbent on each Offeror to make whatever inquiries it deems necessary in order to respond to the RFP. The City assumes no responsibility for oral instructions, suggestions or interpretations. All inquiries concerning this proposal should be submitted prior to 3:00 p.m., December 19, 2023. If necessary, any addenda will be issued and emailed to all Consultants who were emailed the original RFP. Questions should be submitted as follows:

Michelle Braxton, Purchasing Department 114 N. Broad Street, Salem VA 24153 Phone: (540) 375-3063

Fax: (540) 375-4057 lmbraxton@salemva.gov

6. No proposal may be withdrawn after opening except for clerical errors, as set forth in Section 2.2-4330 of the Virginia Code. Offeror shall give notice, in writing, of their request to withdraw their proposal within two (2) business days after the opening of the proposal.

7. The City of Salem is not responsible for any costs incurred with the development and delivery of the proposal. It is the sole responsibility of the Offeror.

8. Oral Presentations: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the City. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiations. The City will schedule a time and location of these presentations. Oral presentations are an option of the City and may not be conducted.

mailto:lmbraxton@salemva.gov

B. SPECIFIC REQUIREMENTS

Proposals should contain information that demonstrates the Offeror’s experience and any relevant qualifications that demonstrate the Offeror’s capabilities and services relevant to the proposed project.

The general proposal format shall be as follows:

A. Cover Letter

The cover letter should contain the Offerors’ name, address for the physical location where services will originate, e-mail, phone number of project manager, and the identification and signature of a representative with binding authority.

Cover letters are limited to two single-sided pages or one double-sided page. Proposals are limited to a total of 20 single-sided pages, or 10 double-sided pages formatted according to the guidelines set forth in this RFP (Not including cover letter). No text contained within the cover letter or proposal shall have a text size smaller than 10 pt.

B. Introduction

Describe the Offeror’s origin, history, structure, and primary business relationships/affiliations/subsidiaries.

C. Experience

Describe the Offeror’s experience performing design, construction contract administration services and inspection for interceptors of similar size. Also, provide no more than five (5) specific examples of similar work with other localities with supporting information and points of contact with the utility or municipality used in the example that may be contacted for additional information.

Engineer must be licensed in Virginia.

D. Personnel

Describe key personnel that will be utilized during this project. Include brief resumes, experience (including individual experience working on similar type projects), and any qualifications or specialized training received.

E. Method and Plan

Describe your method and plan for providing the services described herein. Also, describe the ability to be on call and respond to emergencies by traveling to Salem, Viginia.

Provide a project schedule for engineering, bidding and construction. Show start date when your team is ready to begin work. The City of Salem would like to bid this project in Fiscal Year 2025 (July 1, 2024 – June 30, 2025).

F. References (Attachment A to this RFP)

Include a list of five (5) references for similar projects only, who can confirm to the firm’s knowledge, quality of work, timeliness, diligence, flexibility and overall expertise. Include names, contact persons and phone numbers or email addresses of all references as well as name, start date and duration of project.

G. Scope of Services

Include a general scope of services for service and support offered by the Offeror. Include areas described in this RFP as well as other areas of work your firm can provide support.

H. Provide non-binding fee estimates for design, bidding and construction contract administration services.

I. Additional Information

Submit any other information that you believe is relevant in evaluating your proposal.

VIII. EVALUATION AND AWARD OF CONTRACT

A. Award: Once proposals have been evaluated, selection shall be made based on the factors as stated in this Request for Proposal. Informal interviews may then be conducted with those selected.

If one (or more) Offeror is clearly more highly qualified and suitable than the others under consideration, a Contract may be awarded to that Offeror without an interview process.

Information and/or factors gathered during interviews, negotiations and any reference checks, in addition to the evaluation criteria stated in the RFP, including resumes of qualified employees, and any other information or factors deemed relevant by the City, shall be utilized in the final award.

B. Evaluation Criteria: Proposals will be evaluated by the City according to the following criteria.

Offerors are welcome to submit supporting information that describes their ability to meet the criteria and exceed the performance of other Offerors.

1. Qualifications and experience of Offerors providing the services

2. Experience of staff that will be working on the project

3. References from other clients

4. Completion of similar projects

5. Proposed work plan and approach

6. Ability of staff to begin and complete the work in a timely manner

IX. PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal meeting will be held at 10:00 a.m. on Tuesday, December 12, 2023, at the Water Treatment Plant at 1300 Tidewater Street, Salem, Virginia, 24153, to answer any questions from interested parties.

X. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT

As this is a Request for Proposal, no information regarding the identity of the Offeror nor the contents of the proposal submittal will be released until after the negotiation process. If your proposal contains information of a proprietary nature, the information must be noted and an explanation submitted on Attachment B - Proprietary Information Form.

Upon the award or the announcement of the decision to award, the City will notify all Offerors, in writing, that submitted a proposal. All materials submitted in response to this RFP become the property of the City of Salem upon delivery to the City of Salem and are subject to public inspection in accordance with the Virginia Freedom of Information Act.

XI. REJECTION AND AWARD OF PROPOSAL

The City of Salem reserves the right to cancel this RFP and to reject any or all proposals. The City also reserves the right to waive any informality or irregularity in any proposal received and to award to the Offeror whose proposal is, in the opinion of the City, in its best interest.

XII. INSURANCE

By signing and submitting an offer for this solicitation, the Offeror certifies that if awarded the Contract, it will have the following insurance coverage at the time the work commences. The insurance specified herein shall name the City of Salem as an additional insured. The Offeror shall provide to the City, Certificate of Insurance evidencing the coverages indicated below. Such certificates shall be furnished prior to commencement of Offeror’s services and at renewals thereafter during the life of the Contract.

Additionally, it will maintain these during the entire term of the Contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in the Commonwealth of Virginia by the Virginia State Corporation Commission.

A thirty (30) day written notice of cancellation or non-renewal shall be furnished by certified mail to the Purchasing Agent at the address indicated on the solicitation.

The limits of liability for the insurance required are as follows:

1. Workers’ Compensation: Statutory

2. Employer’s Liability

a. Each Accident: $100,000

b. Disease, Policy Limit: $500,000

c. Disease, Each Employee: $100,000

3. General Liability

a. Each Occurrence (Bodily Injury and Property Damage): $1,000,000

b. General Aggregate: $2,000,000

4. Excess Umbrella Liability

a. Each Occurrence: $5,000,000

b. General Aggregate: $5,000,000

5. Automobile Liability

a. Bodily Injury: Each Accident $1,000,000

b. Property Damage: Each Accident $1,000,000

6. Professional Liability Insurance

a. Each Claim Made: $2,000,000

b. Annual Aggregate: $3,000,000

XIII. GENERAL TERMS AND CONDITIONS

Vendor: The general terms and conditions, which follow, apply to all purchases and are an integral part of each purchase order issued by the City of Salem, Virginia unless otherwise specified. Vendors are expected to fully inform themselves of these terms and conditions and failure to do so will be at the vendor’s own risk and relief cannot be secured on the plea of ignorance. Subject to the state and local laws and all rules, regulations and limitations imposed by legislation of the federal government.

Entire Agreement: These terms and conditions, any other special conditions and specifications contained in any other documents referenced shall constitute and represent the complete and entire agreement between the Buyer and Seller and supersede all previous communications, either written or verbal with respect to the subject matter of this purchase order.

Contractual Disputes: All claims that may arise under this contract shall be resolved through the procedure set forth in City of Salem’s Purchasing Policy and Procedures Manual Section 4007.

Tax Exemption: The City of Salem and Salem City Public Schools are exempt from State Sales Tax and Federal Excise Tax. The City of Salem Finance Department upon request shall furnish tax Exemption Certificate. The City’s Federal Tax ID number is 54-6001593. This tax-exempt status does not transfer to the Offeror for any taxes associated with the work under this contract. The Offeror will pay all sales, consumer, use, and other similar taxes required by the law of the place where the work is performed.

Condition of Item: All items delivered shall be new, current model year, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated. Verbal agreements to the contrary shall not be recognized.

Substitutions: No substitutions or cancellations shall be permitted without prior written approval from the City of Salem Purchasing Department.

Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the City all rights, title and interest in and to all causes of the action it may now or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the City under said contract.

Indemnification: The Offeror agrees to be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Workers’ Compensation Act. The Offeror agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless the City, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the Offeror.

License Requirements: All firms having a business location or office in the City of Salem, Virginia are required to be licensed in accordance with the City’s Business, Professional and Occupational Licensing (BPOL) Tax Ordinance. Wholesale and retail merchants without a business location in the City are exempt from the requirement. Questions concerning the BPOL tax should be directed to the Commissioner of the Revenue, telephone number (540) 375-3019.

Method of Payment: Upon satisfactory completion of the services all invoices and statements shall reference the purchase order number and be submitted to: City of Salem Water Department, Attention Larado Robinson, 1300 Tidewater St, Salem, Virginia 24153. The prices and payments shall be full compensation for the labor, tools, equipment, transportation, overhead and all other incidentals necessary to complete the specified terms and conditions.

Anti-Discrimination: By acceptance of the purchase order, all Offerors certify to the City that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act which provides: During the performance of this contract, the Offeror agrees as follows:

The Offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal 2 operation of the Offeror. The Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The Offeror, in all solicitations or advertisements for employees placed by or on behalf of the Offeror, will state that such Offeror is an equal opportunity employer. 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.

Drug Free Work Place: Offerors must comply with Section 2.2-4312 of the VA Public Procurement Act, Drug Free work place.

Insurance: Prior to the start of any work under the contract, the Offeror shall provide to the City, Certificate of Insurance Forms approved by the City and maintain such insurance until the completion of all project orders issued under the contract. The minimum limits of liability shall be: Workers’ Compensation – Standard Workers Compensation Policy Broad Form Comprehensive General Liability -- $1,000,000 Combined Single Limit coverage to include: Premises-Operations; Products/Completed Operations; Contractual; Independent Offerors; City and Offeror’s Protective; Personal Injury (Libel, Slander, Defamation of Character, etc.); Automobile Liability - $1,000,000 Combined Single Limit.

Ethics In Public Contracting: By submitting the proposal, all Offerors certify and warrant that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged.

Applicable Law And Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Offeror shall comply with applicable federal, state and local laws and regulations.

Gifts By Offeror, Contractor Or Subcontractor: No Offeror, Contractor or subcontractor shall confer on any public employee having official responsibility for the procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

Default: In case of failure to deliver the reports, documents or services in accordance with the contract terms and conditions, the City, after due oral and written notice, may procure from other sources and hold Contractor responsible for any resulting additional procurement and administrative costs. This remedy shall be in addition to any other remedies, which the City may have.

Assignment: Neither party shall assign the Purchase Order without the prior written consent of the other party nor shall any purchase order be assigned to any party that is debarred from doing business with or in the Commonwealth of Virginia.

Valid Purchase Order: In order for a Purchase Order of the City of Salem to be valid, it must be executed by an authorized person as defined in the Code of the City of Salem, Virginia.

Debarment Status: By accepting Purchase Order, all Offerors certify that they are not currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently barred from submitting proposals on contracts by any agency of the Commonwealth of Virginia.

Compliance with federal state, and local laws and federal immigration law; required contract provisions: The City shall provide in every written contract that the Offeror does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

ATTACHMENT A

REFERENCE FORM

Name of Entity:

Contact: Title:

Address:

Telephone: Length of Business Relationship:

Email:

Description of Services Performed:

If additional space is needed, please list on a separate sheet and include in the sealed Proposal.

ATTACHMENT B - PROPRIETARY INFORMATION FORM

Identify the data or other materials to be protected and state the reasons below. Indicate the specific words, figures, or paragraphs that constitute trade secrets or proprietary materials. The classification of an entire bid or proposal document, line item prices, and/or total bid or proposal prices as proprietary or trade secret is not acceptable and will result in rejection of the proposal.

Confidentiality Reference Protection in accordance with the Code of Virginia, Section 2.2-4342.

Section/Title: Page(s) #:

Reason(s) for Withholding from Disclosure:

If additional space is needed, please list on a separate sheet and include in the sealed Proposal.

ATTACHMENT C – SITE MAP

END OF RFP # 2024-023