RFQ 23_0156_5 Fire Protection Community Proje.pdf

Purchasing &

Contracting Department

1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR STATEMENT OF

QUALIFICATION

RFQ NO. 23-0156-5

ENGINEERING, DESIGN, PERMITTING, PLAT

PREPARATION, BID DOCUMENTS AND POST DESIGN

CONSTRUCTION SERVICES FOR COMMUNITY

FIRE PROTECTION PROJECTS IN

UNINCORPORATED CHATHAM COUNTY

Funded in whole or in part by the American Rescue Plan Act

(ARPA).

PRE-QUALIFICATION CONFERENCE: 11:00A.M.,

OCTOBER 26, 2023

SOQ – PHASE 1 RECEIVED BY: 5:00P.M., NOVEMBER

16, 2023

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1619

DATE: October 17, 2023 RFQ NO.: 23-0156-5

GENERAL INFORMATION FOR REQUEST FOR STATEMENT OF

QUALIFICATIONS

This is an invitation to submit qualifications to supply Chatham County with the professional services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal http://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., November 16, 2023. The Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

This project is funded by the American Rescue Plan Act (ARPA).

Instructions for preparation and submission of a proposal are contained in the Request for

Statement of Qualifications package. Please note that specific forms for submission of a proposal are required. Proposals must be typed or printed in ink. If you do not submit a qualification proposal, return the signed invitation sheet and state the reason; otherwise, your name may be removed from our list.

A Pre-Qualification conference has been scheduled for 11:00 A.M., October 26, 2023 and will be held at the Chatham County Purchasing & Contract Department at 1117 Eisenhower

Drive, Suite C, Savannah, Georgia. Your attendance is encouraged.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms

“disadvantaged business; minority business enterprise, women business enterprise, and minority person” are more specifically defined and explained in the Chatham County Purchasing Ordinance.

http://chathamcountyga.bonfirehub.com/portal

Statement of Qualifications

SOQ - 23-0156-5

ENGINEERING, DESIGN, PERMITTING, PLAT PREPARATION, BID DOCUMENTS

AND POST DESIGN CONSTRUCTION SERVICES FOR COMMUNITY

FIRE PROTECTION PROJECTS IN UNINCORPORATED CHATHAM COUNTY

I. General Project Information

A. Overview

Chatham County is soliciting Statement of Qualifications (SOQs) from qualified firm(s) to provide Engineering Design Consultant Services for the ENGINEERING, DESIGN, PERMITTING, PLAT PREPARATION, BID DOCUMENTS AND POST DESIGN

CONSTRUCTION SERVICES FOR COMMUNITY FIRE PROTECTION

PROJECTS IN UNINCORPORATED CHATHAM COUNTY

Chatham County does not own any public water infrastructure. There are four communities in Chatham County that need fire protection: Ogeechee Farms, Burnside

Island, Sandfly-Isle of Hope and Spanish Hammocks. American Rescue Plan Act (ARPA) funds were obtained by Chatham County for water infrastructure improvements to achieve fire protection in these communities and improving their resiliency.

Ogeechee Farms is in southwestern Chatham County bound by Ogeechee Road on its north and CSX railroads on its southeast and Bradley Point Subdivision on its southwest (see

Exhibit #1). Burnside Island is a barrier island located at the southern terminus of Shipyard

Road in southeastern Chatham County (see Exhibit #2). The current water infrastructure at Ogeechee Farms and Burnside Island communities can only provide domestic water service and cannot support fire protection.

The Sandfly-Isle of Hope community are neighboring areas located in eastern Chatham

County and joined by Skidaway Road and LaRoche Avenue (see Exhibit #3). The existing water infrastructure in the Sandfly-Isle of Hope community contains fire protection but there is not sufficient water pressure for sustained fire suppression and there are areas in

Isle of Hope where no fire hydrants are available on public roads.

The Spanish Hammocks community is located to the west of the incorporated limits of

Tybee Island. For the purposes of this project, the community will include Catalina Drive, San Marco Drive, Estill Hammock Road, Andrea Drive, Sea Lane, Pelican Drive and

Pelican Court (see Exhibit#4). Water Utility Management, LLC, serves the properties in this community, however, fire hydrants do not currently exist in the public right-of-way of

Spanish Hammocks community.

The EMC Engineering Services Feasibility Study for Fire Protection identified that the

Ogeechee Farms community shall connect a new water system to the existing City of

Savannah water system on Highway 17. Approximately thirty-five (35) fire hydrants spaced a maximum of 500’ over 28,700 linear feet of 8”, 10” and 12” water mains shall be designed to provide fire protection to 460 parcels in the Ogeechee Farms community.

The EMC Study proposed 5,700 linear feet of 8” water main installations to connect to the existing water system in the Grimball Park area of Sandfly to provide six new fire hydrants for fire protection on Salcedo Street, Easy Street, Driftwood Avenue and Harrock Hall

Drive. According to the EMC Study, to achieve fire protection that can provide the desired fire flow of 1,000 gallons per minute at a minimum residual pressure of 20 pounds per square inch for the areas of Isle of Hope that lack fire protection, a well and an elevated

150,000-gallon storage tank at the Catholic Diocese property at 8 Waite Drive will be necessary. The volume of water withdrawn from the Miocene Aquifer and stored in this proposed elevated tank will be conveyed along 12,550 linear feet of 8” water mains and

3,550 linear feet of 10” water mains to provide twenty-five (25) new fire hydrants that are independent from the existing private water system in Isle of Hope. The fire protection project at this community will require property acquisitions for the well and elevated storage tank.

To provide fire protection for the Burnside Island community, a dry hydrant fire protection approach was recommended by Chatham Emergency Services to keep infrastructure costs low, accelerate the installation of a fire protection system, and minimize the impacts of installing a traditional fire protection system in a developed island community. These dry hydrants shall be installed at a maximum distance of 1,000’ apart, however, the placement and spacing of these hydrants shall be designed to ensure adequate fire protection coverage throughout Burnside Island. The water source for these dry hydrants will need to meet

International Organization for Standardization (ISO) viability such as a drought study and obtain United States Army Corps of Engineers (USACE) and Georgia Department of

Natural Resources (DNR) approvals for each withdrawal location. The fire protection project at this community will require utility easements from private property owners for construction, maintenance, and access to the water withdrawal sources.

To provide fire protection for the Spanish Hammocks community (see Exhibit #4), a dry hydrant system may partially provide fire protection to this community and satisfy the ISO viability requirements for each water source. The feasibility of connecting and extending the City of Tybee Island water system should be evaluated and implemented for zones that fire protection cannot be achieved by dry fire hydrants. Fire hydrants shall be installed between 500’ to 1,000’ apart. Coordination with the City of Tybee Island Water

Department and permits for connecting and extending their municipal water system shall be obtained along with the applicable permits from Georgia EPD. In addition, ISO viability approvals along with Georgia DNR and USACE permits for the fire protection project in this community. Utility easements for construction, maintenance and access to the fire protection system shall be obtained from private property owners.

Chatham County is seeking a qualified engineering consultant firm or team to perform detailed engineering design, permitting, plat preparation, bid and post design construction services associated with these fire protection improvements. These improvements will be at the direction of the Department of Engineering. Funding for these improvements will be provided using ARPA funds. The scope of services required for these improvements will be broken up into three phases: design services and permitting phase, plat preparation phase, and bid and post design construction services phase.

The scope and fee for each phase will be negotiated separately and a change order will be issued for each community that does not proceed through every phase.

The phases will include but may not be limited to the following:

Design and Permitting Phase

Based on the EMC concept plan, the consultant shall provide for a topographic and tree survey for the project areas, that will not utilize dry fire hydrants, as defined by the

Department of Engineering. The survey shall include a survey of existing utilities, soil conditions, and any other relevant factors that may impact the design within the project limits. Using the approved concept plan and water infrastructure layout for Ogeechee

Farms (see Exhibit #5) and the Sandfly-Isle of Hope (see Exhibits #6 & #7) communities, the consultant shall develop preliminary construction plans for the water mains network, including sizing, alignment, pipe material selection, fire hydrant spacing, well infrastructure, including well placement, drilling specifications and pump system design to provide a reliable source of water supply, along with preliminary design for elevated water storage tank that considers factors such as location, capacity, and structural design requirements for the fire protection projects that do not rely on dry fire hydrants.

Department of Engineering will review the preliminary plans and provide comments to the consultant. Consultant shall incorporate all review comments into a final set of plans for permitting.

The final set of detailed design plans shall include water main fittings, valves, and appurtenances along with fire hydrant assemblies, including connections to the water mains, valve specifications, and hydrant types. The Sandfly-Isle of Hope fire protection project shall include detail specifications for well construction, including drilling methods, casing materials, well screens, pump house along with structural analysis for the elevated water storage tank foundation design and access requirements.

The dry fire hydrant projects on Burnside Island and Spanish Hammocks will require site assessments for each individual hydrant location with the coordination of Chatham

Emergency Services and the private residents in those communities. Public access to water is preferred for the withdrawal water sources but that will not be feasible in many locations and utility easements from private property owners will be required for installation and maintenance of the dry hydrants in those locations. The Consultant shall design the placement and spacing of fire hydrants to ensure adequate fire protection coverage throughout all the communities.

A conceptual design for the potential site locations of the dry hydrants that will meet ISO viability requirements, that can obtain Georgia DNR approval and procure permission from landowners shall be provided prior to proceeding into detail design. Once the conceptual design is approved, the consultant shall provide for a topographic and tree survey for the project areas, that will utilize dry fire hydrants, as defined by the Department of

Engineering. The survey shall include a survey of existing utilities, soil conditions, and any other relevant factors that may impact the design within the project limits.

The Consultant shall develop preliminary construction plans for the dry fire hydrant protection systems that will account for the depth of water at each site during the lowest water levels with a minimum of five feet of water over the intake screens and have adequate access for maintenance by large construction equipment. Department of Engineering will review the preliminary plans and provide comments to the consultant. Consultant shall incorporate all review comments into a final set of plans for permitting.

The consultant shall provide all plans, calculations, and forms necessary to obtain a Land

Disturbing Activities (LDA) permit from the Chatham County Department of Engineering, to obtain all necessary permit(s) from the City of Savannah Water Resources Department for a Water Services Agreement, a water connection permit with the City of Tybee and to obtain a Georgia Department of Transportation Right-of-Way Encroachment Permit. The consultant shall ensure the plans meet all the requirements for the contractor to be able to obtain building, electrical and any other permits required from the Chatham County

Department of Building Safety and Regulatory Services. The consultant shall ensure compliance with local, state, and federal regulations, codes, and standards governing water system design and construction. At a minimum, these are to include the agencies previously discussed above such as USACE, Georgia EPD, Georgia DNR and ISO.

At a minimum, the proposed steps for the design and permit phase shall include:

• Hydraulic analysis of the proposed improvements to meet fire protection demands for single family residential developments in the communities.

• Performance and preparation of a topographic survey and property databases from field run survey. Work shall include level C utility investigations (SUE) and prepare SUE database. Submit survey database and SUE database to County for approval.

• Complete design of water supply/storage facility including all appurtenances, site design and needed water distribution main improvements in the communities to ensure full operational, permitted, and approved project. Develop construction plans for required improvements identified in Phase 1. Plans to include drainage, utility coordination, erosion and sediment control, MS4, signage, storage facility site design (including cross-sections, typical sections and profiles). Final construction plans shall include all preliminary items as well as standards and details. Final bid documents shall include a bid sheet, cost estimate and special provisions.

• Provide a complete, fully permitted, ISO and NFPA approved water system, accepted by the County and fully operational water supply/storage for fire protection system.

• Complete a regulatory compliance and permit assessment. Provide written report outlining all requirements including a schedule for completing all tasks.

• Apply and obtain Federal, State and local permits and approvals necessary to proceed through the construction process.

• Wetland impacts should be avoided, however, when necessary environmental permitting for potential wetland impacts through the United States Army Corps of

Engineering shall be applied. Consultant shall coordinate the work with their disclosed environmental consultant and shall prepare such exhibits as may be needed to obtain any USACE permits for the work prior to completing final plans.

Plat Preparation Phase

The consultant shall prepare plats for each location that requires utility easements, property leases and property acquisitions such as Right of Way. The consultant shall continue to provide these services until all applicable permits are obtained. The following services shall be provided by the Consultant for this phase:

• All necessary legally recorded deed references for property corner monuments that assist with boundary descriptions during the property acquisition process of easements or properties.

• All easement plat exhibits to be utilized for boundary descriptions during the property acquisition phase of the project.

• All utility construction and maintenance access easement plats necessary for the fire protection systems shall be staked in the field to be verified by Chatham County staff.

• All plan revisions needed for addressing special provisions or alterations based on property acquisition negotiations.

• Right of way plan preparation in standard GDOT table data format for acquisition by Chatham County may be utilized or any other Chatham County accepted tabular documentation for tracking property and easement acquisitions.

Bid and Post Design Construction Services Phase

The consultant shall prepare technical specifications and other documents covering all aspects of the work. The consultant shall finalize construction plans suitable for use in bidding and construction. The consultant shall provide a list of items and quantities (blank bid tab form) for use in bidding and a final construction cost estimate for the project. The consultant shall continue to provide services all the way to the operation of the facilities.

The following services shall be provided by the Consultant for this phase:

• All necessary bid documents, cost estimates, cost control procedures, ARPA and other funding documentation and assist with the bid process, evaluation, and recommendation.

• All engineering construction services to fully complete this project within three years (from the award date for the consultant firm contract) and within the allocated budget.

• Consultant shall attend pre-bid and pre-construction meetings to answer questions regarding the project.

• Consultant shall also attend all required construction meetings to address questions, perform shop drawing review and provide guidance on RFI’s along with addressing public concerns related to the project.

• The consultant shall provide post design construction services during the construction period. This work will include completed digital As-Builts, and

Record Drawings for the completed water supply site and utility infrastructure.

• Consultant shall provide manuals for Operation & Maintenance for all installed equipment and instrumentation; for Standard Operating procedures during normal operations, seasonal issues, extreme weather conditions, and the emptying and cleaning procedures of the storage facility; preventive maintenance manuals and procedures for the facility; and predictive maintenance manuals and procedures.

• Develop and create a fully integrated commission process relative to the critical systems and controls of the water storage facility to ensure timely and fully operational functionality of all these components.

The plat preparation phase for the communities utilizing the dry fire hydrant approach to provide fire protection should be completed within four months from the Notice to Proceed issued date. Bid Services for at least one community should begin before April 2024 to meet ARPA guidelines.

Firms that respond to this RFQ and are determined by Chatham County to be sufficiently qualified, may be deemed eligible, and invited to offer a technical approach and/or possibly present and/or interview for these services. All respondents to this R F Q are subject to instructions communicated in this document, and are cautioned to completely review the entire RFQ and follow instructions carefully. Chatham County reserves the right to reject any or all Statements of Qualifications or Technical

Approach, and to waive technicalities and informalities at the discretion of Chatham

County. Statement of Qualifications (SOQs) shall be submitted on-line on the

County’s procurement portal http://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., November 16, 2023. The Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

B. IMPORTANT- A RESTRICTION OF COMMUNICATION IS IN EFFECT FOR

THIS PROJECT.

From the advertisement date of this solicitation until successful respondents are selected and the award is made official and announced, firms are not allowed to communicate about this solicitation or scope with any staff of Chatham County, except for the submission of questions as instructed in the RFQ, or with the contact designated in http://chathamcountyga.bonfirehub.com/portal

RFQ Section VIII.C., or as provided by any existing work agreement(s). For violation of this provision, Chatham County reserves the right to reject the submittal of the offending respondent.

C. Non-Discrimination and DBE Requirements.

Chatham County in accordance with Title VI of the Civil Rights Act of 1964 and 78 Stat.

252, 42 USC 2000d--42 and Title 49, Code of Federal Regulations, Department of

Transportation, Subtitle A, Office of the Secretary, part 21, Nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such

Act, hereby notifies all proposers that it will affirmatively ensure that any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

Chatham County has not adopted a DBE overall goal for all federally funded projects.

Chatham County will monitor and assess each consultant services submittals for their

DBE participation and/or good faith effort in promoting equity and opportunity in accordance with the Chatham County MBE/WBE program.

For more information on the Chatham County MBE/WBE program please contact:

Connell C. Heyward

Chatham County Minority and Women Business Coordinator

(912) 652-7828

1117 Eisenhower Drive, Suite 101

Savannah, Georgia 31406

D. Scope of Services

Under the terms of the resulting Agreements, the selected consultants will provide full engineering design services, as well as associated engineering related services, for the project identified. The anticipated scope of work for the projects/contracts are included in Section I General Project Information.

E. Contract Term and Type

Chatham County anticipates (1) Project Specific contract to be awarded to one (1) firm.

Chatham County anticipates that the Contract Type will be paid via Lump Sum, Cost Plus

Fixed Fee, Cost per Unit of Work or Specific Rate of Compensation. As a Project

Specific contract, it is the County’s intention that each Agreement will remain in effect until successful completion of the preliminary engineering phase of the projects.

F. Contract Amount

The Project Specific contract amount will be determined via negotiations with the

County. If the County is unable to reach a satisfactory agreement and at reasonable rates to be paid for the services to be provided, the County reserves the right to terminate negotiations with the highest scoring finalist and begin negotiations with the next highest scoring finalist.

II. Selection Method

A. Method of Communication

All general communication of relevant information regarding this solicitation will be made via the Georgia Procurement Registry (GPR) under RFQ-23-0156-5. All firms are responsible for checking the GPR on a regular basis for updates, clarifications, and announcements. C h a t h a m C o u n t y reserves the right to communicate via electronic-mail with the primary contact listed in the Statements of Qualifications. Other specific communications will be made as indicated in the remainder of this RFQ.

B. Phase I - Selection of Finalists

Based on the Statements of Qualifications submitted in response to the projects/contracts listed in this RFQ, the Selection Committee will review the

Experience and Qualifications and Resources and Workload Capacity listed in

Section IV. Selection Criteria for Phase I. The Selection Committee will discuss the top submittals and the final rankings of the top submittals will be determined. From the final rankings of the top submittals, the Selection Committee will identify three (3) to five

(5) firms which will be shortlisted.

C. Finalist Notification for Phase II

Firms selected and shortlisted as finalists will receive notification and final instructions from Chatham County regarding the Phase II – Technical Approach response.

D. Phase II - Finalists Response on Technical Approach and Past Performance

Chatham County will request a Technical Approach of the three (3) to five (5) finalist firms for the project/contract. Chatham County reserves the right to request a presentation/interview on any project/contract as determined in its best interests;

however, this additional requirement shall typically be reserved for the most complex projects. Each finalist firm shall be notified in writing and informed of the Technical

Approach due date. Any additional detailed Technical Approach instructions and requirements, beyond that provided in Section V. Selection Criteria for Phase II, for the finalists will be provided in the Finalist Notification. All members of the Selection

Committee will review the Technical Approach (and will attend the presentation/interview if so chosen). Firms shall not address any questions, prior to the award announcement, to anyone other than the designated contact.

E. Final Selection

Final selection will be determined by carrying the scores from Phase I forward for each

Finalist and by evaluating the Technical Approach and Past Performance criteria for

Phase II. The Selection Committee will discuss the Finalist’s Phase II Responses and the final rankings will be determined.

Negotiations will then be initiated with the top-ranked firm(s) to finalize the terms and conditions of the contract(s), including the fees to be paid. In the event a satisfactory agreement cannot be reached with the highest-ranking firm(s), Chatham County will formally terminate the negotiations and possibly enter into negotiations with the second highest- ranking firm, and so on in turn until a mutual agreement is established and

Chatham County awards a contract. The final form of the contract shall be developed by Chatham County.

III. Schedule of Events

The following Schedule of Events represents the County’s best estimate of the Schedule that will be followed. All times indicated are prevailing times in Chatham County, Georgia. C h a th am Co u n ty reserves the right to adjust the Schedule as the county deems necessary.

PHASE I DATE TIME

a. Chatham County issues public advertisement of RFQ-23-0156-5

October 17,

b. Pre-Qualification Conference October 26, 11:00 AM

c. Deadline for submission of written questions and requests for clarification

November 7, 5:00PM

d. Deadline for submission of Statements of Qualifications November 16, 5:00 PM

e. Chatham County completes evaluation and issues notification and other information to finalist firms

November 30, 5:00 PM

PHASE II

f. Deadline for submission of written questions from finalists December 14, 5:00PM

g. Phase II Response of Finalist firms due December 21, 5:00PM

IV. Selection Criteria for Phase I - Criteria for Evaluation of Statements of

Qualifications

A. Project Manager, Key Team Leader(s) and Prime’s Experience and Qualifications –

30% (30 points)

The Selection Committee will evaluate all firms on their Experience and Qualifications, which shall account for a total of thirty (30%) percent of the total evaluation (30 points).

The following criteria for scoring Phase I of the evaluation will be utilized to determine which firms are shortlisted:

1. Project Manager education, registration, relevant engineering experience and relevant project management experience.

2. Key Team Leaders’ education, registration, relevant technical experience, and relevant experience in design and engineering services related to the project.

3. Prime Consultant’s experience in delivering projects of similar complexity, size, scope, and function.

B. Project Manager, Key Team Leader(s) and Prime’s Resources and Workload

Capacity – 20% (20 points)

The Selection Committee will evaluate all firms on their Resources availability and

Workload Capacity which shall account for a total of twenty (20%) percent of the total evaluation (20 points). The following criteria for scoring the Resources and

Workload Capacity will be utilized to determine which firms are shortlisted:

1. Project Manager Workload

2. Workload capacity of Key Team leader(s)

3. Resources dedicated to delivering project

4. Ability to Meet Project Schedule

V. Selection Criteria for Phase II - Criteria for Evaluation of Technical

Approach and Past Performance

A. Technical Approach – 40% (40 points)

The Selection Committee will evaluate the shortlisted firms (Finalists) on their

Technical Approach, which shall account for a total of forty (40%) percent (40 points).

The Selection Committee shall utilize the following additional criteria for scoring Phase

II of the evaluation to determine the highest ranked/most qualified (NOTE: Scores from Phase I will be carried forward and combined with the scores from the Phase

II to determine the final ranking of Finalists):

1. Provide any unique technical approaches your firm offers relative to addressing anticipated design concepts, use of any alternative methods for delivery (if applicable), and/or management of the project.

2. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

3. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements.

B. Past Performance – 10% (10 points)

The Selection Committee may consider information provided via references provided for relevant projects and knowledge any selection committee member has of performance on relevant projects. The Selection Committee will consider all factors in their totality.

VI. Instructions for Content and Preparation of Statements of Qualifications – Phase I

Response

The Statements of Qualifications submittal must be submitted in accordance with the instructions provided in Section VIII, and must be organized, categorized, using the same headings and numbered and lettered exactly as outlined below, and must be responsive to all requested information. For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section.

It is not allowed to begin new sections on a page allowed for a previous section, if applicable. This will enable the County to ensure compliance with the page limitations.

Cover page – Each project/contract submittal must have a separate cover page for each copy of each submittal for each project/contract and each must list the RFQ#, RFQ Title, and the proposing firm’s full legal name.

A. Administrative Requirements

It is required to submit the information below for each copy of each submittal. This is general information and will not be scored but may be used to determine eligibility for selection. Under Administrative Requirements section, only submit the information requested; additional information will be subject to disqualification of your firm.

1. Basic company information

a. Company name.

b. Company Headquarter Address.

c. Contact Information - Name and all contact information (telephone number(s) and e-mail address) of primary proposing contact (this will be the individual with whom the County will direct all communications).

d. Company website (if available).

e. Georgia Addresses - Identify and provide addresses for the offices located in the State of Georgia.

f. Staff - List the number and disciplines of staff members employed in each office in the State of Georgia.

g. Ownership - Provide form of ownership, including state of residency or incorporation, and number of years in business. Is the Offeror a sole proprietorship, partnership, corporation, limited liability Corporation, or other structure?

2. Certification Form - Complete the Certification Form (Exhibit “I” enclosed with RFQ), and provide a notarized original within the firm’s Statement of

Qualifications. This is to be submitted for the Prime ONLY.

3. Attachments A thru G (enclosed with RFQ), including Attachment C, Georgia

Security and Immigration Compliance Act Affidavit – Complete the form and provide a notarized original within the firm’s Statement of Qualifications. This is to be submitted for the Prime ONLY.

4. Addenda - Signed cover page of any Addenda issued for the Prime ONLY

B . Experience and Qualifications

1. Project Manager - Provide information pertaining to the project manager, including but not limited to:

a. Education.

b. Registration (if necessary and applicable.)

c. Relevant engineering experience.

d. Relevant project management experience for projects of similar complexity, size, scope, and function.

This information is limited to two (2) pages maximum.

2. Key Team Leaders - Provide experience of Key Team Leaders (defined as those individuals who oversee project areas. For each Key Team Leader identified provide:

a. Education.

b. Registration (if applicable)

c. Relevant experience in the applicable resource area of the most relevant projects.

This information is limited to one (1) page maximum for each Key Team Leader.

Respondents submitting more than one (1) page for each Key Team Leader identified will be subject to disqualification. Respondents who provide more Key

Team Leaders than what is outlined in the requirement will be subject to disqualification as this would provide an advantage over firms who complied with the requirement and had the required number of Key Team Leaders. Respondents who do not provide the required Key Team Leaders will be subject to disqualification as this does not meet the requirements of the project and therefore would deem the respondent and its team unqualified for the award.

3. Prime Experience - Provide information on the prime’s experience and ability in delivering effective services for projects of similar complexity, size, scope, and function, which demonstrate the firm's capabilities to provide services for

Chatham County. For each project, the following information should be provided:

a. Client name, project location and dates during which services were performed.

b. Description of overall project and services performed by your firm.

c. Duration of project services provided by your firm, and overall project budget.

d. Client(s) current contact information including contact names, telephone numbers and e-mail address.

e. Involvement of Key Team Leaders on the projects.

This information is limited to two (2) pages maximum.

C. Resources/Workload Capacity

1. Overall Resources - Provide information regarding the overall resources dedicated to delivering the specific project, including:

a. Organizational chart which identifies the project manager, prime, Key

Team Leaders, support personnel, and reporting structure. This chart may be submitted on a 11” x 17” page. (Excluded from the page count)

b. Primary Office - Identify and discuss the primary office which will be responsible for handling the specific project and the number and types of staff within the office and how this office could benefit the project and promote efficiency.

This information to be included on the one (1) page with the Narrative on

Additional Resource Areas and Ability.

c. Narrative on Additional Resource Areas and Ability – Respondents are to provide information regarding additional resource areas identified as important to the project, to discuss how the key areas will integrate and work together on the project, to discuss any information which is pertinent to these areas, to provide a narrative regarding how the organization of the team, including the PM and Key Team Leaders can deliver the project on schedule given their workload capacity. (Chatham County recognizes that some individuals may be able to meet the schedule while carrying heavier project loads.) Respondents may discuss the advantages of your team and the abilities of the team members which will enable the project to meet the proposed schedule. If there is no proposed schedule, discuss the advantages of the team and the abilities of the team members which will enable the project to move as expeditiously as possible.

Respondents submitting more than the one (1) page allowed (combined for C1.b.

and C1.c.) will be subject to disqualification.

2. Project Manager Commitment Table - Provide a list of ALL projects (GDOT, other governments and private contracts – Information may be validated and any firm determined not to be listing all projects may be subject to disqualification) on which the proposed project manager is currently committed, to enable the

County to ascertain the project manager’s availability. Utilize a table similar to the following format with a minimum of all criteria indicated to provide the requested information:

3. Key Team Leader Project Commitment Table - Provide a table similar to the below, with a minimum of all criteria indicated, which identifies ALL projects the Key

Team Leaders are committed on to enable the County to ascertain the available capacity.

Project Manager

PI/Project # for

GDOT

Projects/Name of Customer for Non- GDOT Projects

Role of

PM

on Project

Project Description

Current P h a s e of Project

Current S t a t u s of Project

Monthly Time Commitment in Hours

Key Team Leader

PI/Project # for GDOT Projects/Name of Customer for Non- GDOT Projects

Role of Key Team Leader on Project

Project

Description Current Phase of Project

Current Status of Project

Monthly Time

Commitment in Hours

This information is limited to the organization chart (excluded from page count), one

(1) page combined of text (for both the Primary Office and Narrative on Resource

Areas and Ability), and the tables.

VII. Instructions for Preparing Technical Approach and Past Performance Response – Phase II Response

The following information will only be requested of the shortlisted firms. The Selection

Committee will evaluate the shortlisted firms using the information provided as requested below (NOTE: Scores from Phase I will be carried forward to Phase II):

The Phase II response must be submitted in accordance with the instructions provided in

Section IX, and must be organized, categorized using the same headings, and numbered and lettered exactly as outlined below, and must be responsive to all requested information.

For the sections in which page number limits are stated, each section with a stated limit must begin on a new page and end on the last page allowed for the section. It is not allowed to begin new sections on a page allowed for a previous section, if applicable.

This will enable the County to ensure compliance with the page limitations.

Phase II Cover Page – Each submittal must have a separate cover page for each copy of each Phase II submittal and each must indicate the response is for Phase II, list the RFQ#, RFQ Title, and proposing firm’s full legal name.

A. Technical Approach

1. Provide any unique technical approaches your firm offers relative to addressing anticipated design concepts, use of any alternative methods for delivery (if applicable), and/or management of the project.

2. Identify any unique challenges of the project and how your firm intends to mitigate these challenges, including quality control, quality assurance procedures.

3. Provide any specific qualifications, skills, knowledge of the project and project area which may uniquely benefit the firm and project, and your ability and willingness to meet time requirements. This information will be limited to a maximum of three

(3) pages.

B. Past Performance

No additional information should be submitted to fulfill this requirement.

Information from the relevant projects listed as well as information on file with the

County will be used to fulfill this requirement.

Past performance may be evaluated through the checking of project references for the proposed project manager as well as the firm. The County will check these references at random. For this reason, attention should be paid to the references provided to ensure that the contact information provided is accurate and the individual references are reachable. Other past performance information which may be utilized knowledge that any member of the Selection Committee has pertaining to the past performance of the firm on any project.

VIII. Instructions for Submittal for Phase I - Statements of Qualifications

A. There is one (1) electronic version submittal required. The Submittal must follow the format and meet the content requirements identified in Section VI, entitled

Instructions for Content and Preparation of Statements of Qualifications –

Phase I Response.

B. Submittals must be typed on standard (8½” x 11”) paper. The pages should be numbered; however, submittal pages will be counted by section to determine compliance with page limits. Responses are limited to the page counts indicated in each section using a minimum of size 11 font. Page counts will be determined by pages with print on them, not by the physical piece of paper. Each Statement of Qualifications shall be prepared simply and economically as indicated above.

Colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content.

NOTE: Additional pages other than what has been specified above in each section should not be included and will be grounds for disqualification. Submittals are limited to the information requested in Section VI. Instructions for Content and

Preparation of Statements of Qualifications - Phase I Response only. Hyperlinks or embedded video are not allowed.

No submittals will be accepted after the time and date set for receipt.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. Chatham County is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of Chatham County .

Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

Chatham County reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the County.

C. Questions and Requests for Clarification

Questions about any aspect of the RFQ, or the project, shall be submitted in writing via e-mail to: Jean Fleming, e-mail: ajfleming@chathamcounty.org. The deadlines for submission of questions relating to the RFQ are the times and dates shown in the

(Schedule of Events- Section III). From the issue date of this solicitation until a successful proposer is selected and the award is made official and announced, respondents are subject to the Restriction of Communication in Section I.B.

IX. Instructions for Submittal for Phase II – Technical Approach and Past Performance Response

THESE INSTRUCTIONS ARE INTENDED SOLELY FOR THOSE FIRMS

IDENTIFIED AND NOTIFIED AS FINALISTS. Final Instructions will be provided to the Finalists in the notification.

Please note that each project/contract will follow an individual schedule which mailto:ajfleming@chathamcounty.org.

meets the availability of each Selection Committee. For this reason, the Notice to Selected Finalists and resulting Phase II responses may be on different schedules for each project/contract.

A. There is one (1) electronic version submittal required. The Submittal must follow the format and meet the content requirements identified in Section VII, entitled

Instructions for Preparing Technical Approach and Past Performance Response -

Phase II Response. See Attachment 1 for a summary of how the submittals should be prepared.

B. Submittals must be typed on standard (8½” x 11”) paper. The pages should be numbered; however, submittal pages will be counted by section to determine compliance with page limits. Responses are limited to the page counts indicated in each section using a minimum of size 11 font. Page counts will be determined by pages with print on them, not by the physical piece of paper. Each Statement of Qualifications shall be prepared simply and economically as indicated above.

Colored displays, and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content.

NOTE: Additional pages other than what has been specified above in each section should not be included and will be grounds for disqualification. Submittals are limited to the information requested in Section VII. Instructions for Preparing Technical

Approach and Past Performance Response-Phase II Response only. Hyperlinks or embedded video are not allowed.

Technical Approach must be received by Chatham County prior to the deadline indicated in Notice to Selected Finalists.

All expenses for preparing and submitting responses are the sole cost of the party submitting the response. C h a t h a m C o u n t y is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of Chatham County .

Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

Chatham County reserves the right, in its sole discretion, to waive any technicalities associated with this submittal if deemed in the best interest of the County.

C. Questions & Requests for Clarification

Questions about any aspect of the Phase II Response for Finalists, shall be submitted in writing via e-mail to:

Jean Fleming, e-mail: ajfleming@chathamcounty.org or as directed in the Notice to Selected Finalists, if different. The deadlines for submission of questions relating to the Phase II Response will be identified in the Notice to Selected Finalists. From the issue date of this solicitation until a successful proposer is selected and the award is made official and announced, respondents are subject to the Restriction of Communication in Section I.B.

X. Chatham County Terms and Conditions

A. Statement of Agreement

With the submission of a SOQ, the respondent agrees that he/she has carefully examined the Request for Qualifications, and agrees that it is the respondent’s responsibility to request clarification on any issues in any section of the Request for

Qualifications with which the respondent disagrees or needs clarified. The respondent also understands that failure to mention these items during the question period or in the

SOQ will be interpreted to mean that the respondent is in full agreement with the terms, conditions, specifications and requirements in the therein. With submission of a SOQ, the respondent hereby certifies: (a) that this SOQ is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or corporation; (b) that respondent has not directly or indirectly included or solicited any other respondent to put in a false or insincere SOQ; (c) that respondent has not solicited or induced any person, firm, or corporation to refrain from sending a SOQ.

The respondent also understands that failure to provide required information may result in disqualification. Failure to provide administrative information may not result in disqualification. At Chatham County’s discretion, the County may notify the respondent that administrative information is not provided or there was an error in the information provided, and the County will allow a respondent to provide an update to the administrative information. However, the exception to this is the provision of the required GEORGIA SECURITY AND IMMIGRATION

COMPLIANCE ACT AFFIDAVIT (Attachment C), which by Georgia Law requires disqualification of the response. The above changes mentioned to administrative information would be considered allowable as these would be limited to changes which do not affect the information which the evaluators use to score the respondents. Failure of a respondent to provide the specific administrative information as required in the notice will result in disqualification. Any respondent who provides changes in addition to the information requested in the notice shall be subject to disqualification. Failure of a respondent’s SOQ to provide any information pertaining to a respondent and its team’s qualifications, of any type, will subject the SOQ to disqualification. The

County will not allow updates to qualifications to be provided to avoid disqualification as this would allow a respondent to modify its SOQ and alter the information which evaluators would score. The above changes related to qualifications would not be allowable as these would allow changes which do affect the information which the mailto:ajfleming@chathamcounty.org evaluators use to score the respondents SOQ.

B. Joint-Venture Proposals, Sub-Consultants, and Vendors

Chatham County does not generally desire to enter into “joint-venture” agreements with multiple firms. In the event two or more firms desire to “joint-venture”, it is strongly recommended that one incorporated firm propose and maintain status as the Program

Management firm with the remaining firms participating as major firms. Any joint-venture, proposed and established as a separate business entity, should have its own set of books and supporting documentation sufficient…