RFP - Term Contr Prof Engr Svcs Compr WA & WW Engr.pdf

ENGINEERING SERVICES

601 South Jefferson Street Suite 300

Roanoke, Virginia 24011 Phone: 540-283-2990 http://www.westernvawater.org/

December 13, 2024

REQUEST FOR PROPOSAL

TERM CONTRACT FOR PROFESSIONAL ENGINEERING SERVICES

for

COMPREHENSIVE WATER AND WASTEWATER ENGINEERING AND RELATED SERVICES

1. Invitation:

Sealed competitive negotiable proposals for term contracts for professional engineering services for comprehensive water and wastewater engineering and related services will be accepted at the Western Virginia Water Authority Engineering Services Division Office, Third Floor, Suite 300, 601 South Jefferson Street, Roanoke, Virginia, 24011 until 2:00 PM local time, Wednesday, January 17, 2024.

Interested firms are required to download the full Request for Proposal from the Authority’s website under ‘I AM A…BIDDER/CONTRACTOR/CONSULTANT, Requests for Proposals’. Any addenda, if needed, will be posted at this location on or before 5:00 p.m. on Wednesday, January 10, 2024.

Minority Owned Businesses (MBEs) and Women Owned Businesses (WBEs) are encouraged to respond.

2. General:

The Western Virginia Water Authority (Authority) seeks proposals from qualified engineering consulting firms to provide professional engineering and related services on a term contract basis. These services will assist in implementing the Authority’s continued annual investments in the region’s utility infrastructure, and expected additional investments through the Infrastructure Investment and Jobs Act.

The Authority intends to award multiple term contracts to multiple engineering consulting firms under this procurement based on the qualifications and expertise of each Offeror. The Authority will appreciate good judgment on behalf of each firm regarding whether or not the firm fully meets the stated qualifications.

Services to be provided under these contracts will support the Authority’s execution of a variety of projects, including but not limited to, those projects identified in the Authority’s annual CIP, master plan, jurisdictional cooperative projects, or other projects as identified by the Authority.

The Authority provides no guarantee of the amount of work to be assigned to selected firms under this term contract. The Authority may issue other solicitations for professional engineering services for specific projects during the term of the contract. Successful Offeror(s) that are awarded a contract under this solicitation are also encouraged to submit proposals on future solicitations.

3. Typical Scope of Services:

The scope of services consists of engineering consultation services facilitating the delivery of the Authority’s Capital Improvement Program and support of ongoing operations. This includes water treatment, transmission, distribution, pumping, storage and associated infrastructure, as well as wastewater treatment, collection, conveyance, pumping, inflow and infiltration, and associated

WESTERN VIRGINIA WATER AUTHORITY

December 13, 2023 infrastructure. Projects may be new infrastructure, replacement of existing infrastructure, or the rehabilitation/improvement of existing infrastructure. The Authority envisions its consultants provide project approaches using innovative engineering solutions to minimize impacts to the community, the environment, and to facilitate cost-effective execution. The successful engineering consulting firm(s) will provide complete professional engineering services, including, but not limited to, all personnel, materials and equipment, for the selected project task(s). Professional engineering services may include conceptual design/studies/analyses, easement acquisition assistance, detailed design (i.e., preparation of bid-ready construction plans and project manual along with bidding assistance), permitting, and construction phase services, including but not limited to, the following:

a. Project Planning, Preliminary Engineering, Conceptual Design/Studies/Analyses

b. Detailed Design

c. Construction Phase Services

d. Asset Management and Planning

e. CMOM Development and Implementation

f. Sewer System Evaluation Studies

g. Hydraulic Modeling

h. Infrastructure Condition Assessments

i. Flow Monitoring and Data Analysis

j. Master Planning, Capital Improvement Plan Development

k. On-call services for representing the Authority with jurisdictional projects (Locality, VDOT, etc.)

l. Development Plan Review Services

m. Erosion and Sediment Control Program Support

n. Serving as Project Advisor for alternative project delivery methods

o. Advising and consulting on complex infrastructure issues

4. Other Services:

Other professional, technical, and administrative services that are incidental to the completion of a project may be awarded as a part of a project task order. The sum of incidental services shall not comprise a majority of the total work required for completion of a project. These tasks may include but are not limited to subsurface utility engineering, environmental services, land use permitting, preparation of reports, presentations, funding requests, project representation at community meetings, etc.

5. Task Orders

For each project requested by the Authority, the Engineer shall provide a written proposal detailing the scope of services, an associated completion schedule and proposed fee. Task Order proposals shall include a man-hour breakdown for the project assignment including major sub-tasks with associated fees. Projects will be awarded as individual Task Orders and may be awarded on either a lump sum or time and materials not-to-exceed basis, as requested by the Authority. Each Task Order shall be negotiated separately. If mutually acceptable terms are not achieved, the Authority reserves the right to obtain the necessary services from another source.

The Authority may, but is not obligated to, request competing project Task Order proposals from more than one contract professional services firm when deemed appropriate and advantageous to the Authority. In cases where competing proposals are requested, the factors listed below will be used in the selection of the firm best qualified and suited to the assignment. Firms will not be required to compete for individual Task Orders based on price.

The Authority will assign individual projects or tasks to the firm that it believes is best suited to a specific project task based on the following factors:

a. Qualifications, knowledge and experience of the Consultant’s staff and affiliated sub-consultants as related to the particular project.

b. Performance on past or current projects.

c. Resources available compared to existing assigned workload.

d. Effectiveness and reasonableness of project approach.

e. Demonstrated ability to successfully execute the assigned task, including references for projects with similar scope and magnitude.

f. Innovative and cost effective solutions.

g. Responsiveness to Task Order proposal requests

The Authority will strive to distribute project assignments to all firms awarded contracts.

6. Contents of Proposals:

Proposals should be prepared simply and economically, providing a straight-forward, concise description of capabilities to satisfy the requirement of the RFP. Emphasis should be placed on completeness and clarity of content. Elaborate brochures and excessive promotion materials are not required or desired.

All Offerors shall have prior experience with providing services for other public utility organizations that provide water and wastewater services.

Proposals should be as thorough and detailed as necessary so that the Authority may properly evaluate the Offeror’s capabilities. All proposals are required to submit the following as a minimum for a complete proposal:

Section 1 – Background, Experience and Capabilities of Firm

Proposals shall include a listing of services Offeror wishes to be considered for Task Order assignments and highlight specific area of expertise and/or value added services applicable to the services contemplated to be provided under this RFP. Include information sufficient to demonstrate the qualifications of the Firm based on similar work conducted within the past five (5) years.

Emphasis should be provided to work that demonstrated using innovative engineering solutions to minimize impacts to the community, the environment, and to facilitate cost-effective execution. Provide at least three (3) references that your firm has provided similar services to. The Authority reserves the right to contact any references provided. Reference information shall include:

Client Name Project Description/Summary Project Start/End Date

Client Project Manager name, email, and phone number

Section 2 – Project Methodology and Approach

Provide a detailed description of how the Offeror will accomplish multiple concurrent Task Order assignments of the type sought by this RFP. Include discussion on Offeror/Authority roles, understanding of Authority's needs, customers and service area, and interactions you anticipate over the durations of a given Task Order. Provide a description of how your firm will undertake quality control/quality assurance of Authority project. Provide a description of how your firm will define, achieve, and maintain client satisfaction.

Section 3 – Qualifications of Key Staff Provide information sufficient to demonstrate the qualifications of the Offeror’s key staff that are proposed to be assigned to this contract, and subcontractors. Describe their experience performing projects of similar size and scope within the past five (5) years. Provide their area(s) of experience, certifications and licenses, and years of experience providing similar services to similar clients as compared to this RFP. Short form resumes may be provided in an appendix. Provide at least three

(3) references that key staff has provided similar services to. The Authority reserves the right to contact any references provided. Reference information shall include:

Client Name Project Description/Summary Project Start/End Date Client Project Manager name, email, and phone number

Section 4 - Resource Plan A brief description of the Offeror’s organizational structure and proposed approach for delivering an effective services arrangement to the Authority.

It is recognized that the Scope of Services is broad and may be beyond the capabilities of a specific Offeror. Identify any specific proposed sub-consultants and areas of expertise.

Additionally, each proposal shall present an overview of the proposing firm’s capacity to provide timely response to individual Task Orders, if awarded, based workload projections over the next six (6) months (minimum).

Section 5 – Fee Schedule

Provide a schedule of hourly fee for each in-house position/title expected to perform work under a Task Order. Fees for sub-contractors not required. (Examples: senior project engineer, project manager, surveyor, surveying tech, CAD tech, designer, admin, etc.)

All prospective Offerors are required to review the complete Request for Proposal. Offerors must acknowledge review of the complete Request for Proposal, including addenda, if any, within the proposal.

One (1) physical hard copy original, two (2) physical hard copies, and one (1) electronic copy of the proposal in PDF format shall be submitted. All proposals shall be printed double-sided on 8-1/2” x 11” paper and bound.

All proposals must be received in sealed envelopes or packages with the statement “Proposal Enclosed” along with the name of the firm and the proposal title typed or written in the lower left-hand corner.

Submitted proposals shall remain binding for ninety (90) days from the deadline for submitting proposals stated above.

7. Selection Process:

The selection of one or more firms will be made in accordance with the procedures outlined in the Code of Virginia § 2.2-4303.1, “Architectural and professional engineering term contracting; limitations.” The Authority reserves the right to accept or reject, in whole or in part, any and all proposals and to waive informalities. Selection criteria will include, but not be limited to, the following:

a. The proposing firm’s project team credentials with respect to the scope of services (20 points)

b. The proposing firm’s understanding of the project scope and the associated professional engineering services required to complete Task Orders assigned under the contract (20 points)

c. The proposing firm’s demonstrated experience (20 points)

d. The proposing firm’s ability to dedicate the necessary personnel to complete the requested professional engineering services in a timely manner (20 points)

e. Knowledge and familiarity with the Authority along the Authority's needs, customers and service area (20 points)

i. Detailed knowledge of the Western Virginia Regional Design and Construction Standards, latest edition, shall be a minimum requirement for consideration under this procurement

8. Schedule of Procurement

The Authority intends to carry out procurement of these professional services in line with the schedule below;

however, this schedule is subject to change. Known Offerors may be contacted directly by the Authority regarding significant schedule changes. All Offerors are responsible for monitoring the Authority’s website for updated information.

Milestone Responsible Party Target Date Issuance of RFP Authority 12/13/2023 Submission of Questions Potential Offeror 1/4/2024 Addenda Published Authority 1/10/2024 Submission of Proposals Offerors 1/17/2024 Shortlist Selection Authority 1/31/2024 Interviews* Offerors 02/12/2024 (week of) Intent to Award Authority 02/22/2024 Award Contract Authority 03/07/2024

Interviews*: The Authority may, at its sole discretion, elect to conduct formal interviews or informal follow-up discussions with some or all short-listed offerors. Offerors will be notified at time of short-list selection whether an interview is requested.

9. Term of Contract:

The Authority may enter into a term contract or multiple term contracts with the successful engineering consulting firms to perform the professional engineering design services described herein. Term contracts awarded during this procurement shall commence on the negotiated start date and shall continue for a maximum period of one

(1) year with the potential for extending services for up to three (3) additional one-year terms. Individual Task Orders fees are not to exceed $500,000 and the sum of all Task Orders assigned under any term contract in one

(1) contract year are not to exceed $2,500,000. Any unused amount(s) from a contract term will not be carried forward to any subsequent term. Under special circumstances and subject to Executive Director approval, term limitations may be increased up to the amounts cited in § 2.2-4303.1. “Architectural and professional engineering term contracting; limitations”.

An Agreement, including a specified scope of services, deliverable schedule and reasonable fee structure, shall be negotiated for each Task Order awarded under the term contracts. Successful engineering firms will not be required to compete based solely on fees for each task order. Rates and fees negotiated as part of the individual task orders shall be fixed for a minimum of one (1) year. All terms and conditions of the Agreement(s) shall survive until the work is complete.

The Authority reserves the right to request proposals and contract with other engineering consulting firms for specific projects at any time.

10. Statement of Non-Discrimination:

The Authority does not discriminate on the basis of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment.. The Authority does not discriminate against faith-based organizations in accordance with the Code of Virginia § 2.2-4343.1.

11. Questions Pertaining to this Proposal:

Questions pertaining to this proposal shall be submitted prior to 5:00 PM local time, Thursday, January 4, 2024 and shall be directed to:

Michelle Caruthers, P.E.

Assistant Director of Engineering Services (Interim) e-mail: michelle.caruthers@westernvawater.org

SIGNATURE SHEET

REQUEST FOR PROPOSAL

for

COMPREHENSIVE WATER AND WASTEWATER ENGINEERING AND RELATED SERVICES

All prospective proposers are required to review the complete Request for Proposal. Proposers must acknowledge receipt of the complete Request for Proposal by signing this Signature Sheet (or a similar document containing the acknowledgement and firm information below) and submitting it with the proposal.

Firm: ___________________________________________________________

Virginia State Corporation Commission Number: ________________________

Address: ________________________________________________________

Primary Contact: _________________________________________________

Primary Contact E-mail Address: _____________________________________

Phone: _________________________________________________________

Fax: ___________________________________________________________

Authorized Signature*: _____________________________________________

Printed Name: ___________________________________________________

Title: ___________________________________________________________

Date: ___________________________________________________________

* Authorized signatory shall have legal authority to bind the firm in contract.