RFP Gladwin County Fire Well Pojrect - Environmental Review Services (002) (003).docx

County of Gladwin

RFP #

□ 1.0 Public Notice-Invitation for Environmental Review Services This Request for Proposal (RFP) is issued by:

Gladwin County (hereinafter “County”), 555 W. Cedar Ave Gladwin, MI 48624.

The County of Gladwin seeks proposals from qualified firms to prepare and submit environmental review records for the Fire Wells project funded by a Community Development Block Grant – Disaster Recovery grant received through the Michigan Economic Development Corporation (MEDC). The purpose of this RFP is to select and contract with a firm to prepare and submit the environmental review records necessary to expend these federal funds.

Estimated Project Costs and Funding Source: CDBG-DR - $1,500,000

· 2.0 Scope of Services All projects or programs approved for funding must meet the requirements of the National Environmental Policy Act (NEPA) including SHPO Section 106, and 24 CFR Part 58, HUD Environmental Review Regulations, before the County may receive or expend funding for the project.

1. The Consultant will initiate all necessary consultations and studies to complete the environmental review as described in the MEDC/HUD Environmental Review Regulations. The scope of this RFP covers only the items necessary to complete that review. Additional studies and consultations required that arise after the scoping stage Separate studies may be included only if the Consultant has notified the County of the need for the additional services, along with the cost, prior to initiating those services, and has received an amended Notice to Proceed reflecting the increased cost. Section 106 review shall be conducted by the Consultant and included in the scope of work for the project. The Consultant will make a minimum of one site visit to examine and photo-document the location and surrounding environs and shall make additional visits as warranted.

2. The County will publish all required public notices. The Consultant will provide the publication's text to County staff. The Consultant will also provide the County with the text of all correspondence with other regulatory agencies required (SHPO, EGLE, etc.) and then package and mail/ship the information to the appropriate agency.

3. The Consultant will compile all necessary information in the appropriate format for the level of environmental review and provide the County with one bound and one unbound copy for execution by the Certifying Officer. The final environmental review record will include all necessary source documentation presented in an orderly, easily understandable manner.

4. The Consultant will assist the County in response to any public comments or questions received from MEDC or any other federal or state regulatory agencies pertaining to the environmental review process.

The Consultant will be solely responsible for all costs incurred during the environmental review process, including, but not limited to, travel time and costs, food, lodging, postage, shipping, reproductions, and subcontracts.

Payment will be made to the Consultant upon grant award from MEDC to the County.

· 3.0 General Information The County provides equal opportunities without regard to race, color, national origin, sex, age, disabilities, or veteran status or any other classification protected by federal constitutional statutory law in educational programs and activities. This includes, but is not limited to, admissions, educational services, financial aid, employment and retention of consultants and contractors. Accordingly, all Proposers entering into contracts with the County shall, upon request, be required to show proof of such nondiscrimination.

The County encourages participation from small, minority-owned, women-owned, veteran-owned and labor surplus area businesses. Incorporation of these types of firms into the Proposer’s team is encouraged.

Proposer, their consultants, sub-consultants, or other parties representing the Proposer for this solicitation may not contact any member of the County of Gladwin County Selection Panel concerning this project from the date of advertisement until after the date of award.

The County intends to award a single contract for entire scope to the Proposer achieving the highest overall point score total, as defined in the Evaluation section herein. The County reserves the right to reject any and/or all of the proposals, award portions of the proposed work, or award portions of the proposed work to more than one Proposer.

Since federal CDBG-DR funding is anticipated for this effort, this solicitation and any contract arising from this solicitation is subject to compliance with all applicable federal contract clauses, including but not necessarily limited to, those included in Exhibit B. If Proposer’s total fee exceeds $100,000, the Byrd Anti-Lobbying Certification included in Exhibit C must be executed and attached to Proposer’s Certification Statement.

· 4.0 Proposal The purpose of the Proposal is to provide members of the County of Gladwin County Selection Panel with specific information regarding the qualifications of the Proposer and the proposed fee to complete the required services.

The Proposer’s submittal must include the following, in the order listed, with sections divided by labeled tabs. No other information is to be included. Inclusion of extraneous materials may result in rejection of Proposal.

4.1. COVER LETTER (maximum 1 page): Cover letter to be submitted on official business letterhead addressing:

· The intent of the Proposer to submit a response to this RFP.

· Acknowledgment of any Addenda.

· Acknowledgement that the Proposer has met the qualifications and is a part of MSHDA’s 2024 and SHPO’s Environmental Pre-Qualified Consultant List.

· Acknowledgment that the proposal is valid for ninety (90) to one-hundred Twenty (120) days from submittal due date.

· Acknowledgment that Proposer has no conflicts of interest that would affect their ability to enter into a contract if selected.

· The primary contact person.

· Affirmation that signer is authorized to submit the proposal on behalf of your firm.

4.2. QUALIFICATIONS & EXPERIENCE (maximum 3 pages): Proposer, and any sub-consultants anticipated to participate, should include:

· Brief history and description of Proposer, including current corporate structure.

· A summary of Proposer’s qualifications, including ability to fulfill the specific requirements of the RFP.

· Narrative describing your firm's role, experience, and capability in providing specific NEPA and compliance services to other MEDC/HUD CDBG-funded clients in the past five years. This should include, at a minimum, your firm's role, experience, and capability in providing specific NEPA and compliance services to other MEDC/HUD-funded clients in the past five years. Provide the name, mailing address, telephone number, and email address of principal representatives of those clients. Include information about environmental review records (ERR) completed for as many different categories of projects as possible, identify the citation defining the category, and submit an example of at least one completed ERR for each category. Briefly describe your firm's general business capabilities and your ability to meet the required timeline.

· Identify the appropriate level of environmental review and provide an outline of the process to complete the ERR for the project listed below. Include an estimated timeline for completion and cost.

· Brief resumes of personnel and sub-consultants proposed.

· Provide firm’s proof of insurance which meets federal, state, county, and local regulations.

· Provide proof of insurance that the licensees, lessees, and vendors have an approved Certificate of Insurance.

4.3. APPROACH & METHODOLOGY (maximum 3 pages): Provide a detailed explanation of the Proposer’s approach and methodology, and include:

· Resources, methods, systems, and technologies to accomplish the tasks, services, and deliverables specified in the Scope of Services.

4.4. REFERENCES (maximum 1 page): Include contact information of at least two references familiar with the environmental review services performed by Proposer on similar size and type of properties, and/or similar efforts.

4.5. CERTIFICATION STATEMENT: Include executed Attachment 1 – Certification Statement. Attach executed Byrd Anti-Lobbying Certification if proposed total fee exceeds $100,000.

4.6. COST PROPOSAL: Include completed Attachment 2 – Cost Proposal.

A single lump-sum fee for the project is required on the Cost Proposal form, even if proposed amount for an individual property is zero. Proposer’s total overall fee (obtained by summation of individual project fees) will be entered into the Cost Proposal calculation, and the resulting point score comprises forty-percent (40%) of total point score, as defined in the Evaluation section herein.

No compensation other than the lump-sum fee per property will be available.

4.7 Deadline and Submittal

A. One (1) hardcopy original in a binder and one (1) electronic version consisting of single locked .pdf file exactly matching the hardcopy version on USB drive shall be submitted to the County’s official Point of Contact no later than the date and time advertised. Proposer is solely responsible for properly labeling, mailing and/or delivering of Proposal, at Proposer’s sole cost. Proposals may be hand-delivered if preferable.

B. The outside of the Proposal’s envelope must be labeled with Proposer’s Company Name and RFP Name: Gladwin County Emergency Management, Gladwin County 555 W. Cedar Ave, Gladwin, MI 48624 ATTN Robert North.

4.8 Point of Contract for RFP

Official County of Gladwin County Point of Contact, for submission of Proposals and any correspondence related to this RFP:

Robert North Emergency Manager Gladwin County, Michigan 555 W. Cedar Ave Gladwin, MI 48624 989-426-6871 rnorth@gladwincounty-mi.gov

Any inquiries or other correspondence regarding this RFP are to be transmitted via US Mail or email to the Official Point of Contact. DO NOT CALL – the telephone number is provided for courier delivery purposes only.

4.9 Required Review and Waiver of Objections by Proposers

Proposers should carefully review this RFP and all attachments for defects, objections, or any other matter requiring clarification or correction. Questions or comments must be received by County in writing no later than six (6) business days prior to the RFP submission deadline, to allow issuance of any necessary addenda.

*Submittal of a Proposal shall constitute acceptance of the terms, conditions, criteria, requirements, and evaluation process of the RFP and resulting contract, and operates as a waiver of any objection.

4.10 Response Withdrawal

Proposers may withdraw a submitted Proposal at any time up to the deadline for submittal. To withdraw a Response, the Respondent must submit a written request, signed by the Proposer’s authorized representative, to the County’s Point of Contact before the submission deadline. After withdrawing a previously submitted Proposal, the Proposer, may submit another Proposal at any time up to the submission deadline.

4.11 Response - Amendments and Errors

Proposers are liable for any errors or omissions contained in their Proposals. No amendments, revisions, or alterations to Proposals may be made following submission.

4.12 Property of Response

Proposals submitted in response to this RFP become the property of County. Selection or rejection of a response does not affect this right. All submitted information shall be held in confidence during the evaluation process.

4.13 Insurance Requirements

Proposer is required to possess the following minimum insurance coverages:

4.14 Addenda

Prior to the deadline for submission of Statement of Qualifications (SOQ), the County reserves the right to issue addenda to this RFP. Proposers are responsible for ensuring receipt of all addenda and incorporating any changes into their proposal. Proposers shall acknowledge receipt of all addenda by listing those received in the SOQ. The County reserves the right to reject a SOQ for failure to acknowledge receipt of any addenda. Addenda will be posted on the Gladwin County website.

□ 5.0 Evaluation Criteria and Selection Process

5.1 Evaluation and Selection

Proposals submitted in response to this RFP will be evaluated by the County of Gladwin Selection Panel for the purpose of selecting the Proposer that provides the best value for the County, taking into consideration qualifications, experience, approach, methodologies, and proposed total fee:

A. QUALIFICATIONS & EXPERIENCE 0 to 30 points possible.

Proposers will be evaluated based on experience related to projects similar in type and magnitude of services referenced in this RFP, using information provided in the Proposal and in discussions with References. Qualifications of proposed personnel and sub-consultants is also considered. Point score determined by each Selection Panel reviewer.

B. APPROACH & METHODOLOGY 0 to 30 points possible.

Proposers will be evaluated for their understanding of the required services, the use of any special methodologies or technologies, the use of consultants, and Proposers ability to perform all services within stated time constraint will be considered. Point score determined by each Selection Panel reviewer.

C. COST PROPOSAL 0 to 40 points possible.

Proposer’s total overall fee (obtained by summation of individual property fees) will be entered into the Cost Proposal calculation to derive point score. Selection Panel reviewers will be provided with lowest total fee for purposes of calculating Cost Proposal Score. The Cost Proposal calculation for this RFP:

Cost Proposal Score = (Lowest Total Fee from any responsible Proposer divided by Proposer’s Total Fee) multiplied by 40.

The highest-possible score for any one Proposal is one-hundred (100) points, obtained by adding point scores for A, B and C listed above.

5.2 Selection Process

All responsible Proposals submitted for this project will be reviewed by a Selection Panel. The selection process shall be as follows:

A. Each Selection Panel member shall independently evaluate each Proposal submitted in accordance with the evaluation criteria listed in Section 5.1 A, B and C.

B. Based upon each member's evaluation of the Proposals, each member shall compile a total point score for each Proposal. Each member shall list their top-scoring five (5) Proposals from the list of Proposers under consideration.

C. On the first ballot, each RFP Selection Panel member shall then rank their top-scoring five (5) Proposers in accordance with the following weighted voting schedule:

· Five points for the first ranked Proposer

· Four points for the second ranked Proposer

· Three points for the third ranked Proposer

· Two points for the fourth ranked Proposer

· One point for the fifth ranked Proposer

· Zero Points for all other Proposers

D. The scores of all Proposers shall then be totaled.

E. At this point the RFP Selection Panel may select the highest scoring firm/team and award the contract. The RFP Selection Panel may also choose to invite the top three (3) highest-ranking firms to make oral presentations to the RFP Selection Panel at a subsequent meeting.

F. If oral presentations are deemed necessary by the Selection Panel, the RFP Selection Panel shall convene to hear oral presentations by the top three short-listed firms. Upon completion of the presentations each RFP, the RFP Selection Panel Members shall vote for one (1) or more firm(s) from the short list.

G. The RFP Selection Panel reserves the right to discuss Proposers being considered prior to any voting or balloting.

· 6.0 Anticipated Schedule of Events

The County anticipates the following schedule for this solicitation. The County reserves the right at its sole discretion, to adjust this schedule, as it deems necessary.

Advertisement: .........January 8th, 2025 Proposal Due Date: ...January 23rd, 2025 Anticipated Date of Award ...January 30th, 2025 Final Deliverable due 90 to 120 Calendar days from issuance of the Notice-to-Proceed.

· 7.0 Exhibits and Attachments

Attachment 02: Cost Proposal form

EXHIBIT A – PROJECT DESCRIPTION

Project: Gladwin County Fire Well Project

The massive flooding in May 2020 in Gladwin County resulted in local, state and federal (4547-DR) disaster declarations.

Approximately 72 _points on roads and bridges throughout the county were compromised or damaged by flood waters and left one bridge to east to west travel in the county.

The flood made it impossible to access water for fire fighting tanker operations. After the flood the rivers were drawn down to ease pressure on the remaining damaged dams, eliminating water access.

This project would provide the ability to access water supply for fire suppression throughout the county. Outside the cities of Gladwin and Beaverton, all fire operations to respond and protect the community are dependent on tanker water supply. High water, low water (drawn down after a flood or severe drought, or a flood receding to normal levels leaving muddy access tankers cannot utilize makes responding to obtain a water supply difficult to impossible.

The 8 sites to install large diameter wells for fire fighting operations are strategically placed on paved roads with electric 1nfrastructure1- at their fire stations, township halls or other property. Generators for these wells are also proposed to ensure water access during power failures. They are also placed to allow for multiple access options when road loss occurs due to flooding.

This project provides 11_rotection for LMI citizens in the entire county as mutual aid with all 7 departments in place.

County of Gladwin Fire Well Project

ATTACHMENT 1 – CERTIFICATION STATEMENT FORM

The undersigned hereby acknowledges Proposer has read and understands all requirements of the above-referenced Request for Proposals (RFP), including exhibits and attachments.

OFFICIAL CONTACT: The County of Gladwin requires the Proposer designate one person to conduct official communications regarding this RFP and Proposer’s proposal submitted in response to this RFP:

Company (Proposer) Name: Official Contact Name: Email Address: Telephone Number: US Mail Address:

By its submission of a Proposal and authorized signature below, Proposer certifies that the information contained in its response to this RFP is true and accurate;

Proposer complies with each of the mandatory requirements listed in the RFP and will meet or exceed the functional and technical requirements specified therein;

Proposer accepts the procedures, evaluation criteria, mandatory contract terms and conditions, and all other administrative requirements set forth in this RFP, and;

Proposer understands that if selected as the successful Proposer, Proposer will have 10 business days from the date of delivery of final contract to execute the final contract document;

Proposer acknowledges that if submitting a Proposal that includes a Cost Proposal for $100,000 or more, that a fully-executed Byrd Anti-Lobbying Certification (blank form provided as Exhibit B) is attached to this Certification Statement; and

Proposer certifies, by signing below and submitting a Proposal that includes a Cost Proposal for $25,000 or more, that their company, any subcontractors, or principals are not suspended or debarred by the General Services Administration (GSA) in accordance with the requirements in OMB Circular A-133. (A list of parties who have been suspended or debarred can be viewed via the internet at www.epls.gov).

Proposer’s Authorized Representative:

Printed Name: Title: Email address: Company (Proposer) Name: Address:

Telephone Number: State of Michigan Professional Engineer License Number(s):

SIGNATURE of Proposer’s Authorized Representative:

Date:

County of Gladwin Fire Well Project

ATTACHMENT 2 – COST PROPOSAL FORM

Proposer to list a lump-sum fee to fulfill the required services and deliverables for each project listed, in accordance with requirements of the above-referenced Request for Proposal (RFP). The summation of individual project fees will be entered into the Cost Proposal calculation described at RFP Article 5.1.C to derive Proposer’s point score for the cost proposal portion of the response.

Project Environmental Review Services – Conducted in Accordance with the Methodology Outlined in Section 2.0 (Scope of Services)

TOTAL

PROPOSER:

SIGNATURE of Proposer’s Authorized Representative: Date:

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