RFP for the Town of Richlands A&E for W&WW Final.docx

REQUEST FOR PROPOSALS

Issue Date: August 6, 2024, RFP# 2024-10 Title: TOWN OF RICHLANDS WATER & WASTEWATER PLANT UPGRADE ENGINEERING AND PROJECT MANAGEMENT Commodity Code: PROFESSIONAL SERVICES

Richlands, Virginia 24641

Location of Work: Town of Richlands, Virginia

Period Of Contract: One year with option for up to a maximum of four (4) one-year additional term renewals All inquiries for information should be directed to:

Dedra Harris 200 Washington Sq Richlands, Virginia 24641 Phone #: 276-964-2566 Email: Dharris@richlands-va.gov

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE HAND DELIVERED, DELIVER TO:

Town of Richlands 200 Washington Sq Richlands, Virginia 24641 Attn: Dedra Harris

Sealed proposals for furnishing the services described herein will be received until 4:30 p.m. local time on September 3, 2024. Proposals must reach the above address by the deadline stated.

In compliance with this Request For Proposals, which includes the attached Table of Contents and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submit this signed proposal which includes this completed and signed page, the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6 and other data as required by the RFP. It is understood that this proposal and the scope of services may be modified, by mutual agreement in subsequent negotiations.

Name and Address of Proposer:

_________________________________ Date: ____________________________ _________________________________ By_______________________________ (Signature in Ink) _________________________________ Typed Name: _______________________ ________________________Zip: Title: _____________________________ FEIN/SSN # _______________________ Telephone No.( ) ____________________

PRE-PROPOSAL CONFERENCE: A pre-proposal conference will not be held for this solicitation.

QUESTION SUBMISSION DEADLINE: August 15, 2024

TABLE OF CONTENTS

I. PURPOSE:

The Town of Richlands seeks proposals for professional engineering services to develop a phased approach for upgrading its water and wastewater treatment facilities and to provide project management for these upgrades. The town intends to establish a not-to-exceed contract for these services.

II. SCOPE OF SERVICES:

The selected A/E shall furnish all expertise, labor and resources to provide complete services necessary for Project Order(s) issued during the Contract Term. The following generally summarizes the types of scopes of services that the A/E may be required to perform:

A. Comprehensive review of existing engineered plans for water and wastewater treatment facilities B. Development of a phased upgrade plan based on these existing plans C. Project management for the implementation of upgrades Proposals should include:

1. Plan Review and Phasing Strategy

2. Project Management Approach

3. Key Personnel

4. Communication Plan

5. Risk Management

6. Cost Control

7. Quality Assurance

8. Innovation

9. References

10. Capacity and Resources

III. PROPOSAL REQUIREMENTS:

A. Proposals shall be signed by an authorized representative of the A/E.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of the A/E's capabilities for satisfying the requirements of the RFP.

C. The Respondent's proposal shall include: the completed and signed RFP cover page 1; the completed and signed Forms AE-1, AE-1A, AE-2, AE-3, AE-4, AE-5 and AE-6. One (1) manually signed original and five copies of the proposal shall be submitted to the Agency.

D. All documentation submitted with the proposal shall be included in that single bound volume.

E. Any information thought to be relevant, but not specifically applicable to the enumerated scope of Work, may be provided as an appendix to the proposal.

F. To reduce the effort and expense of responding to RFP's, provide uniformity in the type information requested, and enhance the review and evaluation process, the standard Forms AE-1 through AE-6 shall be completed and included with the A/E's proposal.

IV. EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Proposals shall be evaluated by the Agency using the following criteria:

1. Expertise, experience, and qualifications of the A/E's personnel in each discipline that may provide services relevant to the RFP.

2. Expertise, experience and qualifications of any special consultants proposed.

3. Geographic location of the A/E's office where work will be performed in relation to the project location(s).

4. A/E's plan to respond to requests for services and ability to complete any Project Orders in a timely manner.

5. Expertise and past experience of the A/E in providing services on other Term Contracts or on projects of similar size, scope and features as those required for the Scope of Services on this RFP.

6. A/E's willingness to provide services on the small projects associated with Term Contracts for a reasonable fee as determined by the agency.

7. A/E's recent (past 5 years) experience / history in designing project within the established "Design-not-to-exceed" budget.

8. A/E's experience in providing services in conformance to the State's Construction and Capital Outlay procedures including Codes, Standards, Accessibility and Building Efficiency.

9. Use of small businesses as consultants, subcontractors, suppliers or support services.

10. Size of the firm relative to the size of the project(s).

11. Financial Responsibility as evidenced by the A/E carrying Professional Liability Insurance.

12. Generally, the selection committee will consider the A/E's overall suitability to provide the services for the Term Contract within the time, budget and operational constraints that may be present, and the comments and/or recommendations of the A/E's previous clients, references and others.

B. AWARD OF CONTRACT: The Agency shall engage in individual discussions and interviews with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the required services. At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed proposers whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Proposer ranked first to establish an acceptable MOU, including marked up hourly rates considered fair and reasonable, and which compare favorably with the typical labor rates for the various A/E skill levels required for the work.

V. FEES:

A. The Memorandum of Understanding prepared by the Agency will document the negotiated acceptable labor rates for the various A/E classifications/disciplines/skill levels.

B. If a Project Order is to be performed on a lump sum basis, the Agency shall determine a lump sum based on the Scope of Service required, the estimated man-hours required for each classification/discipline/skill level, and the labor rates agreed upon during the contract negotiations.

C. Any individual Project Order fee shall not exceed $200,000 and the aggregate total of fees for all Project Orders issued during the Contract Term shall not exceed $1,000,000.

VI. CONTRACT TERM:

Under this Contract, Project Orders may be issued during the one-year following the date of execution of this Contract. This one-year period shall be referred to as the "Contract Term." The Owner may, at its sole discretion, renew the Contract for one additional one-year Contract Term provided the option to renew was indicated in the RFP. The Owner/Agency may, at its sole discretion, exercise the one-year renewal a maximum of 4 times.

VII. PROJECT ORDERS:

The first Project Order may be issued at any time during the term of the A/E Term Contract. It will authorize the A/E to perform the Work for a lump sum amount or at the marked up hourly rates agreed to and set forth in the MOU attached to the A/E Term Contract. The maximum fee allowed by law for any Project Order is $200,000 which includes all fees and reimbursable expenses and contingencies.

VIII. ATTACHMENTS

Attachment A: eVA Vendor Registration Requirements (DGS-30-384) Attachment B: Architectural/Engineering Firm Data, Forms AE-1 through AE-6 (DGS-30-004)