RFP 25_103 Scope of Work_Submittal Info.pdf

May 2024

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 25-103 RFP Title: PAVEMENT ANALYSIS

RFP SCOPE OF WORK & PROPOSAL SUBMISSION

1. RFP Period of No Communication

The No Communication period starts on the issue date of this RFP September 5, 2024, and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will contact the City’s elected officials or any City staff concerning this RFP.

Contacting anyone other than the Procurement Agent named below for this RFP during this time will be reason to remove a proposal from review.

2. Procurement Agent, Single Point of Contact Beth Rucker is the Procurement Agent and Single Point of Contact for this RFP and is the only contact representing the City for this RFP.

Enter all questions or comments using Opportunity Q&A tab at the Bonfire project web page.

Beth Rucker can be reached at 678-297-6052 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Beth Rucker, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your proposal as requested in this RFP.

Do not neglect to provide requested information or details requested simply because you expect that we already know your work.

Your response to this procurement will be reviewed and evaluated solely on the information provided in your response.

4. RFP Schedule of Events

A. Proposal Close Date, Deadline for Submissions: October 3, 2024, at 10:00am. We may change this date during the RFP process. We will post any change in an addendum.

Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This project web page has the important dates and all project documents for this RFP.

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the project web page.

mailto:purchasing@alpharetta.ga.us https://cityofalpharetta.bonfirehub.com/

City of Alpharetta RFP 25-103, Pavement Analysis Scope of Work and Proposal Submission

E. In each question, clearly tell the RFP document and section that is in question.

F. We will share any changes or added information from the City by a written addendum.

We will make the information available to the public on the project web page.

G. It is your responsibility to check the project web page for any addenda, other information, or other messages before finally uploading a proposal. You must respond using any updated information.

5. Our Review of Proposals and Review Criteria:

A. The City will make investigations as we feel necessary to make sure of the Offeror’s ability to provide the supplies or perform the work or services detailed in this RFP.

B. We will first review all proposals to be sure that proposal have basic requirements and information.

C. Some scoring may simply be Pass/Fail. Any proposal that Fails any part or section that is required will be removed from further review and scoring.

D. The Review Team will only get correct proposals for review and scoring.

E. Proposals will be scored based on the evaluation criteria below. We may consider accepted industry standards. We may compare all proposals to each other for price, quality, quantity, contract terms, etc. We will use this review and scoring to decide the top-scoring proposal[s] and the best value for our City.

F. The Review Team may decide to create a shortlist of the top-scoring proposals. If so, the shortlisted firms may be invited for a presentation or interview with us; may be asked to set-up a site visit; or may be asked to supply more information for review. We may ask for discussion, negotiation, or a “best and final offer” to finally decide the highest-scoring proposal.

Evaluation Criteria Maximum Points

Statement of Qualifications, Project Team, References 20

Technical Proposal, Project Approach 30

Cost Proposal 50

Total Maximum point score 100

WHAT WE WANT TO DO

1. General Description The City is requesting proposals to provide the necessary services to create a city road rating program. The road rating program must work with the city’s current asset management software, Cityworks, through an approved Cityworks API (third party vendor) or directly with the

Cityworks framework. The project also includes the creation of Geographic Information System (GIS) Data for each road segment entity and must include attribute data showing at a minimum length, width, number of lanes, thickness of asphalt overlay in concrete gutter, roadway type, condition, rating/score, last inspection date, and name of inspector.

Once the road rating program is created, the Contractor will perform one road rating inspection of all public roads within city limits.

2. Scope of Work The selected Contractor will be responsible for performing all necessary site visits, conducting field measurements, writing the reports, coordinating with the city’s Information Technology Department and Cityworks management team for the implementation of new software and providing outreach information. Throughout the contract, the contractor will perform roadway ratings in years one and three and roadway ratings along with ADA ramp inspections and sidewalk inspections in year five.

Specific requirements of the project are as follows:

A. Infrastructure Inventory/Mapping: Field collected data must be collected to map grade accuracy utilizing the Georgia West State Plane (West Zone – NAD83) coordinates or other as defined by the City IT Department for the public roadway sections. Roadway section lengths and beginning and end points will need to be identified in a comprehensive and understandable manner approved by the City.

Typically, roadway segments should begin and terminate at intersections, dead ends, or other logical breaking points. Roadway segment attributes will need to be defined by the contractor. At a minimum they shall include length, width, number of lanes, thickness of asphalt overlay in concrete gutter, roadway type, condition, rating/score, date of last inspection, and name of inspector. These roadway attributes may be collected during the Pavement Conditions Index (PCI) based Pavement Condition Survey or may be determined through other inspections of computer-based determinations.

B. Software: New software must be compatible with the city’s current asset management enterprise system, Cityworks. This can be with an approved Cityworks API (third party vendor) or with the functionality already built into the Cityworks standard framework in the AMS system. The city intends for all ratings / inspections to be completed through this software (preferably accessible through mobile devices such as an iPad) and GIS attributes to be modified / updated directly through this software. Contractor should include software testing and training for the pavement management system. The Contractor shall test the configuration to ensure that all configuration requirements are properly functioning. The contractor shall provide onsite training at a City facility for up to seven (7) City staff members.

C. PCI based Pavement Condition Survey (Conditions Assessment): The City will provide GIS data showing the centerline location of public roadways. The contractor will create new GIS layers or other layer management technique for the roadway rating segments. Once the segments are complete and the rating software is in place, the contractor will be responsible for completing one field condition assessment through the Cityworks interface. Year One roadway assessment must be completed (with roadways ranked) by February 1, 2025. The assessment will provide a PCI score for every segment in the City’s street network. Data should be analyzed using a 0-100 pavement conditions assessment scoring scale. All assessments must be performed on dry pavement.

D. Pavement: Pavement distresses collected shall include but not be limited to alligator cracking, longitudinal cracking, transverse cracking, edge cracking, patching (including utility cuts), potholes, roughness, and rutting.

E. Roadways of more than 2 lanes shall include at least one inspection pass in each direction of travel unless contractor is able to demonstrate to the City the ability to capture the full breadth of information required including clear visibility of all lane conditions without the additional inspection passes.

F. Roadways with divided medians shall include at least one inspection pass in each direction of travel.

G. Sidewalk Inspection: The contractor must perform at least one sidewalk inspection and one ADA ramp inspection on year-five. The sidewalk inspection will require the contractor to inspect all city-maintained sidewalk segments and 3614 ADA ramps throughout the city. Please reference the Sidewalk Prioritization rating and ADA ramp inspection Guidelines document posted separately in Bonfire.

H. Contractor must perform a QA/QC process for the initial inventory / asset mapping and a QA/QC process for the initial conditions assessment.

I. The inventory data collected will be delivered and organized into a GIS format consistent with the requirements of our IT Department.

J. The inspection software or creation of templates in Cityworks must be consistent with requirements of our IT Department and our current system.

K. The inspection software must allow rescoring after maintenance and repairs have been completed.

L. Contractor will meet periodically with the City during the process and will work with the City to update GIS maps and implement new software.

M. City will provide selected consultant copies of the current ArcGIS roadway files, aerial photo, and parcel data. The City currently has 227 centerline roadway miles and approximately 568 lane miles. The City will work with the selected contractor to identify the specific attributes required for the roadway sections and determining the rating template and scoring methodology.

N. The City currently uses ArcMap Pro and Cityworks 15.8.3.

O. The City reserves the right limit to reduce the scope of the total project if costs exceed the City’s budgeted funds for this project.

FOLLOW THIS OUTLINE

How We Want You to Construct Your Proposal

1. Using Bonfire to Submit Proposal

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your proposal: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all proposals by online response only. You must upload completed proposals online before the closing date and time found in Project Details of the project web page for this RFP.

1.3. Don’t send proposals by mail, fax, or email. We will not accept paper copy proposals.

We will not accept any proposals after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading proposal documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the submit button before the closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your proposal upload. This confirms that you have successfully turned in your proposal with all required information.

1.6. You can update your proposal at any time until the closing time.

1.7. All uploaded items and responses are Sealed and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your proposal until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB.

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

https://cityofalpharetta.bonfirehub.com/

2. Required Proposal Document Formats Each proposal must follow these document formats.

• Failure to follow these formats will reduce our review team’s ability to evaluate and may result in a lower proposal score or in complete removal of a proposal from scoring.

• Format your document text using the following outline. Excluded from noted formatting are cover pages, section separators, company logos, photos, charts, and headers.

o formatted to single space lines, o 10 to 12-point font size, o black font color, and o upload proposal documents in PDF format unless otherwise requested.

o OK, but not necessary, to bookmark PDF files by sections included.

3. Proposal Submittal Instructions

What We Want You To Provide To Us In Your Proposal

• We have outlined information to be submitted in this technical portion of your response.

• The following are required sections for each proposal submitted in response to our request.

• For each section there are certain topics listed to be included within each section.

• Evaluation criteria maximum review points are provided with sections that will be scored.

• Each section must begin on a new page.

• Each proposal must be responsive to all requested information.

• Note and follow any direction concerning page number limits.

Cover Letter Required but not scored.

Limited to two (2) page maximum.

A. Provide a brief company introduction and business profile.

B. Include the following information:

i. Brief business profile.

ii. Office Location.

iii. Number of years in business.

iv. Single point of contact for your proposal

• Name, including business title,

• mailing address,

• telephone number, cell phone number, and

• e-mail address.

Technical Proposal, Project Approach 30 Review Points

Limited to five (5) page maximum.

Response must follow instructions and supply information based on Section 2 Scope of Work pages 3 – 5 of this document.

Statements of Qualifications Project Team, References 20 Review Points

Limited to five (5) page maximum.

i. Identify the key team members for the purpose of providing pavement analysis to our City.

ii. For your firm’s proposed key team members, provide a summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area provided for all key personnel who will be involved with any aspects to perform the services requested.

iii. Provide at least three (3) references from the last three years where your company provided services as detailed in this document:

• Provide contact name, phone number, and email address for each reference provided.

NOTE: We contact references to verify your ability to do the work. We also reserve the right to use any information or other references to decide your ability to perform the work in this RFP. Poor references from any source are grounds to disqualify a proposal.

4. Cost Proposal 50 Review Points

Do not include Cost proposal with other Proposal documents.

• Submit Cost Proposal separately using the Excel formatted cost proposal.

5. Required Forms:

• We have provided three required forms. You must complete these forms and return to us with every proposal.

• Below are the required forms for all proposals:

a) IRS Form W-9

b) Bidder’s Disclosures and Certifications

c) E-Verify (Affidavit Verifying Contractor Participation in Federal Work Authorization Program)

All the following must be on the E-verify affidavit.

Federal Work Authorization User Identification Number – this is only five to eight numbers.

No A, B, C’s.

It’s different from your Tax ID, Employer Identification, or Social

Security Number.

It won’t have a combination of letters and numbers.

Date of Authorization – this is when you first signed up and got the E-verify number.

Name of Contractor – your company.

Name of Project – Same as RFP title.

Date, City, and State – when and where this form was signed.

Signature of Authorized Officer or Agent – to be signed.

Printed Name and Title of Authorized Officer or Agent – the person that signed the form.

Notarized with seal.

6. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our proposal review, or information needed for writing a contract.

You will fill out the questionnaire provided.

Questionnaire response types are as follows:

• Authorized signer for contract execution in DocuSign: Name, business title, email address, Response Type: Response Type: text entry.

E-Verify side note: Companies return this form to us incorrectly more often than anything else we request in our RFPs.

State of Georgia law requires that we have this completed form before we can review a bid or bid.

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.

• Corporate secretary for contract execution in DocuSign: Name, business title, email address, Response Type: Response Type: text entry.

• Legal notices contact needed for contracting: Business name and mailing address, contact name, Response Type: text entry.

• Note the employee-number category for your company (all locations). Select either 500 or more employees, 100 or more employees, or less than 100 employees.

• Unique Entity ID / identifier used at SAM.gov, Response Type: alphanumeric entry.

• Acknowledge Addenda, enter the number of addenda received: Response Type: 0, 1, 2, etc.

• Acknowledge Insurance Requirement, Response Type: Yes, No entry.