RFP_-_MATERIAL_TESTING_SERVICES_2024-2025_ON_CENTRALIA_ALPHA_ROAD_IMPROVEMENTS_PROJECT_(MP_10.60-11.85)_(Addendum_#1_Revision).pdf

Public Works- Roads

2023-RFP-017

RFP - MATERIAL TESTING SERVICES 2024-2025 ON CENTRALIA ALPHA ROAD

IMPROVEMENTS PROJECT (MP 10.60-11.85)

Lewis County

1. Introduction

1.1. Summary

Lewis County Public Works is soliciting proposals from qualified firms to provide material sampling and testing services on the Centralia Alpha Road Improvements Project in accordance with applicable standards, specifications and test methods. The project that services are called for, will follow the applicable WSDOT Standard Specifications for Roads, Bridges and

Municipal Construction (M 41-10) and the current version of WSDOT’s Construction Manual

(M 41-01). The agreement will be for one year in duration with an option to extend for an additional one year by mutual agreement. Services provided shall meet the requirements of projects being funded with Rural Arterial Program (RAP), Federal Highway Administration

(FHWA) and local agency funds. All work is required to comply with all federal provisions, WSDOT, AASHTO, Lewis County requirements and regulations.

Lewis County is interested in entering into a professional services contract with one material testing services firm to provide sampling, testing and laboratory services, and subsequently be asked to prepare specific proposal (task order) for this project. The work will be conducted on an individual task order basis, according to the project scope. The task order shall be authorized in writing by Lewis County prior to execution of the work and be negotiated based on an Actual

Costs Plus a Fixed Fee agreement. All work will support the Centralia Alpha Road

Improvements Project construction.

1.2. Contact Information

Wesley Anderson

Senior Design Engineer

57 W Main St

Chehalis, WA 98532

Email: wesley.anderson@lewiscountywa.gov

Phone: (360) 740-2695

Department:

Public Works- Roads

Department Head:

Josh Metcalf

Public Works Director

1.3. Timeline

Release Project Date January 5, 2024

Question Submission Deadline January 19, 2024, 4:00pm mailto:wesley.anderson@lewiscountywa.gov tel:(360)740-2695

Question Response Deadline January 23, 2024, 4:00pm

Proposal Submission Deadline January 26, 2024, 2:00pm

Shortlist for interviews January 31, 2024

Interviews (Zoom or Teams) February 7, 2024

2. Project Details

2.1. Important Instructions for Electronic Submittal

Lewis County, Public Works- Roads, is accepting electronic proposal submissions. Consultants may create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic proposal.

2.2. Project Details

PROJECT

This solicitation is not a guarantee of an amount of work given. The amount of work given will be dependent on the County resources available at the time of construction. Lewis County anticipates the potential for utilizing the selected firm’s services on the following projects:

Centralia Alpha Road Improvements – Reconstructing roadway, slope stabilization, intersection improvements, roadway widening, paved surfacing, and other work, all in accordance with the Contract Plans, Contract Provisions, and the Standard Specifications. Project is expected to begin construction in February 2024 and extend through a portion of the summer in 2025.

Lewis County Public Works reserves the right to amend terms of this “Request for Proposal”

(RFP) to circulate various addenda, or to withdraw the RFP at any time, regardless of how much time and effort firms have spent on their responses.

Interested firms should submit a proposal stating your ability and availability to complete this work in accordance with this notice. Lewis County is an equal opportunity and affirmative action employer. Disadvantaged, minority, and women-owned firms are encouraged to submit statements.

ESTIMATE AND SCHEDULE

The agreement will be for one-year in duration with an option to extend for an additional one year by mutual agreement.

https://procurement.opengov.com/signup

Anticipated maximum total value of contract: $30,000. At the sole option of Lewis County

Public Works, the contract amount may be increased to meet ongoing needs of Lewis County

Public Works.

The following schedule has been established for the submission and evaluation of the proposals and selection of the Consultant. These are tentative dates only and the County reserves the right to adjust these dates at its sole discretion:

• First advertisement of RFP: January 2, 2024

• Second advertisement of RFP: January 9, 2024

• Proposals due: January 26, 2024 (2:00 PM Local Time)

• Short list for interviews: January 31, 2024

• Interviews (Zoom or Teams): February 7, 2024

GENERAL NOTICES

All firms are hereby advised it is their responsibility to comply with all state, local, and federal laws in performing all tasks undertaken with this contract, including requirements for Equal

Employment Opportunities. EEO compliance review reports will be used on select projects.

All contracts awarded for this project shall contain the following provisions as applicable by federal and state law. The following sections are included for informational purposes, and are not professed to include all relevant laws. It is the contractor’s responsibility to comply with all laws.

LAW AGAINST DISCRIMINATION, CHAPTER 49.60 RCW

The Applicant shall comply with the provisions of Chapter 49.60 RCW in all activities relating to this Grant Agreement.

DEBARMENT AND SUSPENSION (E.O.S 12549 AND 12689)

No contract shall be made to parties listed on the General Services Administration’s List of Parties Excluded from Federal Procurement or Non-procurement Programs in accordance with E.O.s 12549 and 12689, “Debarment and Suspension.” This list contains the names of parties debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O. 12549. Contractors with awards that exceed the small purchase threshold shall provide the required certification regarding its exclusion status and that of its principal employees.

2.3. Scope of Service

ANTICIPATED SCOPE OF WORK

The anticipated scope of work may include, but is not limited to, the following:

• Sampling and laboratory testing of soils, aggregates, and hot mix asphalt.

• Field density testing of soils, aggregates, and hot mix asphalt.

EXPECTED TESTING REQUIREMENTS

The selected firm shall be familiar with the test methods appearing in WSDOT’s Standard

Specifications for Roads, Bridges and Municipal Construction (M 41-10) and the current version of WSDOT’s Construction Manual (M 41-01). In addition, the selected firm shall have a laboratory that is accredited by AASHTO for materials sampling and testing and be qualified according to

ASTM E329 to perform soil materials and rock-definition testing.

The following is not intended to be a comprehensive list of all tests that may be performed but rather to give interested firms an idea of minimum expectations of tests and testing standards that may be utilized on Lewis County projects for the agreement term:

Field Density Testing: HMA: Aggregates:

AASHTO T272

AASHTO T310

AASHTO T9

AASHTO T168

AASHTO T308/ASTM

D6307

AASHTO T209/ASTM

D2041

AASHTO T27/T11

AASHTO T255

WAQTC TM6

WAQTC TM8

WSDOT SOP 731

AASHTO T2

AASHTO T27/T11

AASHTO T176

AASHTO T248

AASHTO T255

AASHTO TP61

AASHTO T99/T606/T180

WSDOT SOP TM15

The agreement will be for one-year in duration with an option to extend for an additional one year by mutual agreement.

Anticipated maximum total value of contract: $30,000. At the sole option of Lewis County Public

Works, the contract amount may be increased to meet ongoing needs of Lewis County Public

Works.

2.4. Applicant and Application Requirements

RFP RESPONSE SUBMITTAL PROCESS

Firms desiring consideration shall electronically submit a complete proposal packet for Material

Testing Services 2024 – 2025 on Centralia Alpha Road Improvements Project (MP 10.60-11.85) in OpenGov at https://procurement.opengov.com/signup. Proposals must be submitted electronically (in OpenGov) no later than 2:00 PM January 26, 2024. Any questions regarding this project should be directed to Wesley Anderson at 360-740-1175 or

Wesley.Anderson@lewiscountywa.gov.

https://procurement.opengov.com/signup https://procurement.opengov.com/governments/909001/projects/74694/builder/Wesley.Anderson@lewiscountywa.gov

Additional information regarding OpenGov Procurement and submittal requirements are available at www.lewiscountywa.gov.

RFP RESPONSE SUBMITTAL

Submittals should include the following information: Firm name, phone number and email address; Name of Principal-in-Charge and Project Manager; and Number of employees in each firm proposed to project. Responses shall be limited to ten (10) pages (single sided, minimum 11 pt font), excluding cover sheet, cover letter, table of contents, section dividers, client references, staff resumes, certifications, and the turn-around times in Attachment “A”. Staff resumes shall be limited to one (1) page each. No fewer than five (5) similar project references shall be included.

Project references shall be within the past three (3) years and shall include the agency name, contact person, phone number, and a brief description of the services provided. Client reference letters shall be limited to five (5) and shall be dated within the past three (3) years.

Please complete the turn-around time sheet for each test listed in Attachment “A” as part of your firms RFP packet.

SCORING AND INTERVIEWS

Each firm’s response to the RFP will be evaluated on the evaluation criteria. The firms with the top three (3) aggregated scores will be chosen and a facility tour may be conducted to complete the selection evaluation. At a minimum, the highest-ranking firms will be invited to participate in an interview process. Lewis County Public Works will schedule interviews with the project manager provided in the proposal. The intent of the interviews is to help clarify and verify information provided in the proposal, and to give the County’s selection committee an opportunity to learn more about the consulting firm’s available relevant experience and expertise.

The County reserves the right to make a selection based solely on the information provided in the response to the RFP and interview, without the no tour being conducted.

The evaluation team will consist of not less than three (3) and no more than five (5) County employees who have direct knowledge of the testing to be performed and who will be directly impacted by the services provided under the agreement. The average of the scores from each member of the evaluation team will be used to determine the selected firm.

CONTRACT NEGOTIATION PROCESS

Negotiation of the scope of services and terms of the agreement will follow the guidelines provided in Chapter 31.4 of the LAG Manual.

2.5. Americans with Disabilities Act (ADA) Information

Lewis County, in accordance with Section 504 of the Rehabilitation Act (Section 504) and the

Americans with Disabilities Act (ADA), commits to nondiscrimination of the basis of disability, in all of its programs and activities. This material can be made available in an alternate format by https://www.lewiscountywa.gov/ emailing Zelma Hammer at Zelma.hammer@lewiscountywa.gov or by calling collect (360-740-

1123).

2.6. Title VI Statement

Lewis County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

2.7. Decision Making Process

EVALUATION CRITERIA

The following criteria will be used to score each firms submittal. Please complete the turn-around time sheet for each test listed in Attachment “A” as part of your firms RFP packet.

# Evaluation Criteria Weighting (Maximum

Points)

AASHTO accreditation and other certifications

Required

1 Familiarity with WSDOT standard specifications and construction manual

2 Staff Availability: Measured in hours or working days for qualified personnel to be on the project site following a request from the County

3 Turn-around time for results for tests listed in this RFP document (Attachment “A”)

4 Ability to perform expected testing requirements listed in

RFP documents

5 Key personnel experience/resume

6 Current rate schedule for the required services mailto:Zelma.hammer@lewiscountywa.gov

7 Client references 5

8 Past experience with the

County

Total: 80 Points

3. Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. Familiarity with WSDOT standard specifications and construction manual Points Based 15

(18.8% of Total)

2. Staff Availability: Measured in hours or working days for qualified personnel to be on the project site following a request from the County

Points Based 15 (18.8% of Total)

3. Turn-around time for results for tests listed in this RFP document (Attachment “A”) Points Based 15

(18.8% of Total)

4. Ability to perform expected testing requirements listed in RFP documents Points Based 10

(12.5% of Total)

5. Key personnel experience/resume Points Based 10 (12.5% of Total)

6. Current rate schedule for the required services Points Based 5

(6.3% of Total)

7. Client references Points Based 5 (6.3% of Total)

8. Past experience with the County Points Based 5 (6.3% of Total)

4. Vendor Submissions

4.1. RFP Response Submittal*

Please upload your Submittal documents here.

*Response required

4.2. Attachment A: Estimated Turn-around Time for Required Testing*

Please download the below documents, complete, and upload.

• Attachment_A_(2).pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/74694/fa8780e9-2ed3-4934-bb59-740442b2ead6_Attachment_A_%282%29.pdf?AWSAccessKeyId=AKIARC2J5PZDCCU66EXN&Expires=1704910102&Signature=%2FQBLyWc7TOvTuXyCk%2FF9J2qCmzQ%3D&response-content-disposition=attachment%3B%20filename%3D%22Attachment_A_%282%29.pdf%22