RFP 24_0093_5 Design Marine Patrol Facility.pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSAL

RFP NO. 24-0093-5

DESIGN ENGINEERING CONSULTANT SERVICES FOR

THE NEW MARINE PATROL FACILITY

PRE-PROPOSAL CONFERENCE: 10:00 A.M., JULY 18, 2024

PROPOSALS RECEIVED BY: 5:00P.M. AUGUST 6, 2024

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1619

DATE: July 3, 2024 RFP NO.: 24-0093-5

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., AUGUST 6, 2024. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes.

A pre-proposal conference has been scheduled for 10:00 A.M., JULY 18, 2024 and will be held at the Chatham County Purchasing & Contract Department at 1117 Eisenhower Drive, Suite C, Savannah, Georgia to discuss the specifications and resolve any questions and/or misunderstanding that may arise. You are encouraged to attend.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its consultants to make maximum feasible use of minority businesses and qualified minority employees. The terms "disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

https://chathamcountyga.bonfirehub.com/portal

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

https://chathamcountyga.bonfirehub.com/portal.

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONSULTANT: Consultant or subconsultant means any person, firm, or business having a contract with Chatham County. The Consultant certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Consultant agrees to follow the local preference guidelines as specified in the contract documents, which state “The CONSULTANT hereby agrees, as part of the consideration to Chatham County for making this Contract, that the CONSULTANT in the carrying out of this contract will give the citizens of

Chatham County preference for employment to perform all labor required by this contract;

that the rate of wages to be paid shall not be less than legally required; and that in the purchase of materials to be used in the Work of the Project, preference shall be given to sources from within Chatham County to the maximum extent possible. The

CONSULTANT will cause the forgoing provisions to be inserted in all subcontracts so that provisions will be binding upon each subconsultant.”

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful consultant and/or subconsultant as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONSULTANT shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Consultant, his agents, representatives, employees or subconsultants. The cost of such insurance shall be included in the Bid.

It is every Consultant’s responsibility to provide the County Purchasing and Contracting

Division current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Consultant’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Consultant or Tenant. This policy coverage includes: premises and operations, use of independent consultants, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Consultant while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Consultant’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Consultant shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Consultant must ensure Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Consultant shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11.4 Additional Coverage for Specific Procurement Projects:

a. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

b. Builder’s Risk: (For Construction or Installation Contracts) Covers against insured perils while in the course of construction.

Minimum Limits: All-Risk coverage equal 100% of contract value

Coverage Requirements: Occupancy Clause - permits County to use the facility prior to issuance of Notice of Substantial Completion.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subconsultant or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONSULTANT: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Consultant will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Consultant will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Consultant for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every consultant, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-

1623 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the M/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contact.

If the awarded consultant is claiming minority status, the consultant shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For additional information concerning Chatham County’s MBE/WBE Coordinator, please contact Connell Heyward, at (912) 652-7860 or cheyward@chathamcounty.org.

REQUEST FOR PROPOSALS

GENERAL CONDITIONS

SECTION III

3.1 DESCRIPTION AND OBJECTIVES: Chatham County Board of Commissioners is seeking a qualified engineering consultant firm or team to perform engineering services for a new Marine Patrol Facility. The County presents this “Requests for Proposals” to describe its needs and those criteria which will be used to determine selection of services.

3.2 METHODOLOGY: The procurement described herein may be conducted in a three-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

mailto:cheyward@chathamcounty.org

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

STEP 3/NEGOTIATION OF FEE/SCHEDULE: The highest rated firm will be notified and brought in to negotiate fee and schedule with the County. Prior to negotiation, the highest ranked firm will be presented, with any updates to, a “Scope of Work” to base its fee upon. If a negotiated fee cannot be reached with the highest ranked firm, the County will then enter negotiations with the 2nd ranked firm.

3.3 PRE-PROPOSAL CONFERENCE: A pre-proposal conference has been scheduled for

10:00 A.M., July 18, 2024 and will be held at the Chatham County Purchasing & Contract

Department at 1117 Eisenhower Drive, Suite C, Savannah, Georgia to discuss the specifications and resolve any questions and/or misunderstanding that may arise. You are encouraged to attend.

3.4 PROPOSAL DEADLINE: The response to this ‘Request for Proposal” must be received on-line by the Purchasing Division no later than 5:00 P.M., August 6, 2024.

For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

3.5 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.6 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.7 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.8 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.9 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.10 INQUIRIES: Direct any questions related to this RFP to Ms. Jean Fleming, Assistant

Purchasing Director, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Q&A section. Include the RFP number, page, and paragraph number as a reference to each question. DEADLINE FOR ALL

QUESTIONS is noted on the procurement portal under Project Details.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.11 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.12 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, consultants and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER (SECTION A): You should provide no more than a two (2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this RFP and the contract requirements, and how the Proposer intends to meet the RFP requirements.

4.5.2 EXPERIENCE - TOTAL POSSIBLE POINTS: 30:

A. List similar projects performed in the last five years with a brief narrative of each project, client, services provided by consultant, value of services, status on date of completion, project management, client’s project manager and phone number.

Include a statement as to why it is considered a similar project. Chatham County’s representative reserves the right to contact any known former clients about your performance.

B. Provide work samples that demonstrate experience designing projects of a similar scope and scale, ability of the consultant to complete projects within project budgets, quality of the work product and client satisfaction.

C. Provide examples related to experience of firm and employees in providing consulting services to municipalities, or other governmental entities. Include experience of the architectural firm in working with sub-consultants with the necessary qualifications.

4.5.3 QUALIFICATIONS – TOTAL POSSIBLE POINTS: 30:

A. Provide a narrative as to the history of the firm to include years in business in present form and the resource capability of the firm to perform the required services.

B. Provide a narrative on Firm’s overall reputation, service capabilities, and quality as it relates to this project type. This includes the team’s prime consultant’s experience and reputation related to similar projects.

C. Provide a narrative on innovative or outstanding work by the consultant that demonstrates the firm’s unique qualifications to provide consulting services.

D. Provide organizational chart showing consultant and subconsultant’s relationships to each other including key personnel of each firm.

E. Provide resumes of project manager that will be assigned to the PROJECT and key personnel of each firm that will be assigned to the PROJECT.

4.5.4 PROJECT UNDERSTANDING - TOTAL POSSIBLE POINTS: 25:

A. List key elements of the project and how each will be addressed. Show project schedule and personnel needed to implement each phase.

B. Discuss any challenges anticipated with the project. Identify the person who on a day-to-day basis will be responsible for the work. Identify the key personnel necessary for implementing the project. Describe how key personnel will be involved in the project.

C. Provide information on the ability of the consultant to identify project risks from initial design through construction.

D. Describe your team’s methodology as it relates to project budget and cost control.

E. Describe the current workload of the team that will be assigned to this project, and how they plan to integrate and manage this new project within their current workload.

4.5.5 LOCAL MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Proponents and Prime Consultants shall make a Good Faith Effort to utilize local MBE/WBE subconsultants. Proponents shall be awarded points based on a strong representation of local MBE/WBE participation throughout its team composition. As a secondary consideration, preference in points will be awarded to firms who have demonstrated a commitment to employment of minorities or women, especially at the professional level.

4.5.6 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

SECTION V

SCOPE OF SERVICES

DESIGN ENGINEERING CONSULTANT SERVICES FOR THE NEW MARINE

PATROL FACILITY

5.0 BACKGROUND AND OBJECTIVES: Chatham County is seeking proposals from qualified firms to provide Architecture and Engineering Design Services for the new Marine Patrol Facility located on Hutchinson Island, at 190 W Tournament Way, Savannah GA.

5.1 BACKGROUND:

Chatham County is planning to construct a new facility for the Chatham County Marine

Patrol. This facility will serve as their operational headquarters, maintenance shop, and location for all stored equipment and department fleet (trucks, trailers, boats while not on the water). The facility will be located at 190 W Tournament Way on the north side of

Hutchinson Island on the Back River. The property is currently owned by the United

States of America with plans to revert the property back to Chatham County in the future.

In whole the property is approx. 11.94 acres with a portion of this, approx. 1.58 acres, to be used for the Marine Patrol’s needs. A conceptual Master Plan has been developed, attached as Exhibit A, showing how the entirety of the property is planned for use, see descriptions below.

A. Area “A”: Public boat ramp facility to the far west planned and constructed by the

Corp of Engineers, comprised of a side-by-side boat ramp, parking for trailers and standard vehicles, an interior access roadway, and stormwater detention; approx. 3.5 acres. Construction to begin Q3/Q4 2024 as a 1-year project. Note: plans from the Corp of Engineers will be available as needed.

B. Area “B”: Undeveloped land set aside by Chatham County which may be used for future recreation amenities and additional parking; adjacent to the above-mentioned boat ramp facility but west of the Marine Patrol area, approx. 1.42 acres

C. Area “C”: Area set aside for the Marine Patrol project. The layout shown generally depicts the desired site layout, which should be used for basis of design with further input from the Marine Patrol staff to achieve optimal use.

D. Area “D”: Undeveloped land set aside for future Chatham County development to the far east, approx. 1.4 acres

E. Area “E”: Coastline and river shallows; approx. 4.3 acres

Only Area “C” is relevant to the design services requested under this RFP.

1. Site Selection and Field Assessments

a. Conduct a county-wide site analysis to determine at least five County owned and publicly accessible locations suitable for green infrastructure elements based on land use, soil infiltration, flooding tendencies, and precipitation.

b. Conduct field assessment report for these locations including GIS data gathering (ex. Utilities, LIDAR, etc.) to see impacts of projected sea levels, projected land use changes. Report shall include drainage calculations for parcels, current flora and fauna evaluations, and hand augured soil profile to identify types and water table up to a 5ft in depth.

c. Rank sites on field assessments.

d. Meet weekly with County staff to provide updates and garner feedback.

2. Conceptual GI/LID Plans:

a. Develop three conceptual plans for three sites to include a general plan view of the site, typical cross section, and estimated construction cost. The design plans should include green infrastructure elements, including but not limited to rain gardens, bioswales, and permeable pavements, to manage stormwater runoff.

3. Engineering Design Plans:

a. Develop a detailed engineering design plan for two sites along with specifications for these two sites based on a topographic survey and/or additional geotechnical exploration.

4. Outreach:

a. Attend two public meetings during conceptual design phase and facilitated by the County, to collect comment on locations and designs

b. Attend two community meetings, facilitated by County, to answer and respond to design and elements.

c. Conduct one training session with County staff on how to implement the maintenance guidance document

5. Maintenance Guidance Document

a. Develop a maintenance guidance document that includes:

1. Instructions on how to properly maintain each green infrastructure element

2. Routine maintenance activities and schedules, such as debris removal and plant care

3. Emergency maintenance plans, such as storm damage

5.2 DESIGN SCOPE:

The new headquarters will require:

A. Office/maintenance building

B. Secure site with a large yard planned for smooth circulation of moving fleet boats in and out of the maintenance shop and in and out of the facility

C. Parking for the entire fleet of boats/trailers

D. Parking for staff vehicles

E. Accommodations for a 2-way radio communications tower, dumpster, and stormwater needs

Other considerations:

A. Access to the facility will be off the interior access roadway constructed as part of the Corp of Engineers project. A second access point may be designed into the plan at the rear of the property to coordinate with future improvements on the adjacent property.

B. Locating the building on the highest elevation of the site should be evaluated to achieve as high a finished floor elevation as possible while controlling/limiting site development costs.

C. Design for future growth.

D. Design should be visually pleasing.

E. Address potential soil remediation needs.

F. Continue discussion on number of maintenance bays to meet budget including bid add alternates.

Final design will be tightly coordinated between the Consultant’s estimated construction cost and the designated County funding, using bid add alternates designed into the project to aide in controlling cost.

The delivery method intended for this project is Design-Bid-Build with the construction contract award going to a Single Prime. The Project shall be bid as a single construction package.

See additional Design Criteria for the project as Exhibit E.

5.3 SCOPE OF SERVICES:

1. Provide design, aide in construction contract bidding, provide construction administration, and complete project closeout activities.

2. Provide planning and programming verification with Owner prior to the start of construction documents.

A. Confirm program of space

B. Confirm site layout and building design elements

C. Confirm furniture, fixtures and equipment needs

D. Identify bid alternates to ensure construction award remains within budget

3. Provide complete Construction Contract Documents for bidding purposes to include plans, specifications, a list of all applicable Permits, and a bid schedule for the

Project:

A. Architectural Documents shall be prepared, signed, and sealed by an Architect licensed in the state of Georgia.

B. Engineering documents shall be prepared, signed, and sealed by a Professional

Engineer(s) licensed in the state of Georgia.

C. Design changes to architectural and engineering contract documents shall be prepared, signed, and sealed by the appropriate A/E licensed in the state of

Georgia.

D. Construction Contract Documents shall be in compliance with generally accepted architectural and engineering practices and all applicable current regulations and codes.

E. Consultant shall coordinate Division 1 specifications with the County’s front-end specifications.

F. Architectural and engineering specifications will be provided as non-proprietary specs such that each product to have a basis of design manufacturer and at least two other manufacturers listed.

4. BUILDING DESIGN to include:

A. Confirm program of spaces

B. Confirm furniture, fixtures and equipment needs

C. Identify potential alternatives to ensure construction award remains within budget

D. Life safety and ADA accessibility

E. Structural design

F. Architectural Design (interior and exterior spaces): Furniture, Fixtures, Equipment, Casework/Millwork, Doors/Hardware, Finish Materials and Color, Building and Wayfinding Signage

G. Mechanical, Electrical, Plumbing design

H. Fire Protection/Fire Safety design

I. Technology and Communication System design

J. Safety and Security design

Note: Owner Design Criteria has been included as Exhibit E and shall serve as basis of design. All owner-provided information must be fully vetted by the Consultant, with input from the end-user.

5. CIVIL DESIGN to include:

A. Existing Conditions Plan/Site Survey, including but not limited to, boundaries, elevations, and identification of trees.

B. Geotechnical report

C. Locates on all existing utilities to include but not limited to water, sewer, electric, natural gas, communication, fiber services

D. Identification of above and below ground structure and utilities in the vicinity of the Project that could affect the project outcome.

E. Site plan: building location, sidewalks, parking, traffic aisles, ADA

Accessibility, site lighting, site signage and wayfinding, site security, 2-way communications tower, dumpster location

F. Site demolition plan

G. Paving, Grading, Drainage Plans

H. Utility Plans (including water & sewer, power, communications, etc.)

I. 3-Phase Erosion Control Plans

J. Landscape Plans including Irrigation

Note: A conceptual Master Plan has been included as Exhibit A and shall serve as the basis for design, showing the general layout desired for the Marine Patrol Facility.

Along with further input from the end users, the site shall be fully vetted by the

Consultant.

6. Submit construction documents, for review by the Owner, in (4) four phases (see section 5.4 Deliverables for additional details).

Consultant shall ensure documents have been thoroughly reviewed prior to submitting to Owner, for accuracy, consistency, and compliance with the requirements of this agreement. (Submissions that contain obvious errors and omissions, lack coordination between drawings and sub-consultants, and/or do not appear to have been reviewed by someone other than the person preparing the documents may be returned to the

Consultant and shall be considered incomplete).

7. Bid Alternates: Consultant shall aide Owner in determining potential bid alternates to maximize available project funds. Construction Documents shall be designed and packaged to include Add Alternates to allow for flexibility in Bid and to avoid costly rework to the Construction Documents if the Construction Award number comes in higher than available funds. Although the full desired project scope shall be designed, Bid Alternates shall be identified early in the design phasing based on initial cost estimates and budgeted award number.

8. Cost Estimates: Consultant shall employ the services of a Cost Estimator to provide detailed Construction Cost Estimates at milestone phases of design. Should the Cost

Estimate at any stage exceed the established Construction Award Budget, the

Consultant shall aggressively Value Engineer the project / pursue cost savings options, provide recommendations to the County and incorporate into the design the

VE/savings options approved by the County.

9. Permitting: Submit drawings to the County’s Building Safety and Regulatory Services

Department for a review of the drawings, incorporating all comments, requested changes into the documents prior to providing the bid set to the Owner.

10. Bidding: The Consultant shall be involved in the Construction Bid and Award, including addressing questions from bidders, development and issuance of responses and addenda, evaluation of bids and recommendation of construction award.

11. Construction Admin: Provide Construction Administration Services throughout the duration of construction of the project. This includes, but is not limited to:

A. Attending the Preconstruction Meeting and bi-weekly Construction Progress

Meetings (assume duration of 10 months)

B. Review and approval of Submittals (initial review and two re-submittals)

C. Responding to RFI’s

D. Review and approval of Contractor Change Orders

E. Review and approval of Contractor Pay Applications

F. Perform necessary observations - at least bi-weekly, and at all critical stages of construction, and as needed

G. Review and approval of Test Reports

H. Generate and issue Punch lists for site and building (assuming 2 visits each)

I. Inspect for and issue Certification of Substantial Completion (assuming 1 visit)

J. Inspect for Final Completion (assuming 1 visit)

12. Project Close-Out: This includes, but is not limited to:

A. Review and approval of Contractor O&M Manuals

B. Review of all Warranties due to the Owner

C. Review and approval of As-Built Drawings - to the County and the City of

Savannah, in accordance with requirements of the respective agencies

D. Survey and installation of a Benchmark (provided by the County)

E. Survey and provide an Elevation Certificate (if required)

F. Conduct one year warranty review of the project and provide punch list as required by Chatham County.

13. Consultant shall be the Architect of Record for the project. The Consultant shall be the single point of responsibility for all architectural and engineering design decisions.

14. Consultant shall coordinate with the County Project Manager, end users and other

County entities as required, with the understanding that all communications and directives regarding the Project shall be made exclusively by the Owner’s assigned

Project Manager.

15. Consultant shall obtain all necessary approvals, permissions, and permits from the

Authority(s) Having Jurisdiction as necessary, which may include, but not limited to:

A. Chatham County Building Safety & Regulatory Services

B. City of Savannah

C. Georgia Department of Natural Resources, Environmental Protection Division

D. Georgia Soil and Water Conservation Commission

E. State Fire Marshall

F. Georgia Department of Transportation

G. Utility Companies

H. Variance Requests

I. Encroachment permits

J. Historic Savannah Foundation, Historic Review Board

K. Metropolitan Planning Commission, Building Architecture Review Board

L. U. S. Green Building Council

Note: The Consultant shall ensure plans meet all the requirements for the

Contractor to be able to obtain permits…