RFQ 24_0021_3 Salli Mood Dr.pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR STATEMENT OF

QUALIFICATION

RFQ NO. 24-0021-3

DESIGN AND ENGINEERING SERVICES FOR PHASE THREE

OF THE SALLIE MOOD DRIVE FORCE MAIN

REPLACEMENT PROJECT

FUNDED IN WHOLE OR IN PART BY THE AMERICAN RESCUE PLAN

ACT (ARPA)

PRE-QUALIFICATION CONFERENCE: 10:00 A.M.,

FEBRUARY 22, 2024

SOQ – PHASE 1 RECEIVED BY: 5:00 P.M. MARCH 12,

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1624

DATE: January 31, 2024 RFQ NO.: 24-0021-3

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 https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., March

12, 2024. The Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

This project is funded in whole or in part 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.

A Pre-Qualification conference has been scheduled for 10:00 A.M., February 22, 2024 and will be held at the Chatham County Purchasing & Contracting Department at 1117 Eisenhower

Drive, Suite C, Savannah, Georgia. Your attendance is encouraged. If you cannot attend in person, you can call in (Audio Only) dial 1-888-585-9008 and then punch in the conference room number: 743-636-882 #.

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.

https://chathamcountyga.bonfirehub.com/portal

Statement of Qualifications

SOQ - 24-0021-4

DESIGN AND ENGINEERING SERVICES FOR PHASE THREE

OF THE SALLIE MOOD DRIVE FORCE MAIN REPLACEMENT PROJECT

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 DESIGN AND

ENGINEERING SERVICES FOR PHASE THREE OF THE SALLIE MOOD

DRIVE FORCE MAIN REPLACEMENT PROJECT.

Chatham County is requesting statements of qualifications for design and engineering services for phase three of the Sallie Mood Dr. force main replacement project. The project is for approximately 792 linear feet beginning at a point repair that was conducted with a jack and bore under the canal to the City of Savannah’s sewer pumping station. The installation of the force main will require the selected consultant to perform a detailed design, prepare bid documents, and provide consultation during bid process and construction support services. Consultant shall monitor tasks budgets and project schedule, perform quality control activities, prepare monthly progress reports and approve pay requests.

American Rescue Plan Act (ARPA) funds were obtained by Chatham County for the improvements to sewer infrastructure throughout Chatham County. These improvements are necessary to provide sanitary sewer conveyance to several communities throughout

Chatham County. These improvements will be at the direction of the Department of

Engineering with input from the Department of Public Works. Funding for these improvements will be provided using ARPA funds.

The engineering firm will provide the following services to meet this project’s objectives:

1.) Preliminary Engineering: Prior to beginning work the engineering firm will conduct a kickoff meeting with Chatham County staff to review various project elements including:

the project schedule, Chatham County requirements, design criteria, review site conditions, specific project needs and concerns and other issues that are appropriate.

2.) Detailed Design, Permitting and Site Investigation:

A. Conduct site investigation, test and/or inspections, perform condition assessment of existing force main.

B. Perform geotechnical investigations, aerial or ground surveying, and mapping.

C. Coordinate with various utilities and agencies requesting utility locations/mapping for the project areas and relocation of utility and other appurtenances if necessary.

D. Develop design map which includes right-of-way, easement and lot lines.

3.) Project Development and Design.

A. Conceptual design and project cost estimate.

B. Engineering firm will provide technical specifications (Division 1 and higher) and a bid form for use by County to prepare contract documents. The engineering firm will also provide the set of paper and one digital copy of construction drawings to the County.

C. Conduct environmental assessment, and all applicable permitting.

4.) Bidding Assistance: In preparation for the bidding and construction the engineering firm will provide the following:

A. Provide detailed plans and specifications suitable for bidding.

B. Provide responses to questions for addendums during bid process.

C. Attend pre-bid and pre-construction meetings.

D. Consultant, along with Project Manager, shall review all bid responses in order to recommend award.

E. Provide construction cost estimate and completion days.

5.) Construction Support Services

A. Review all shop drawings for installed materials.

B. Respond to contractor’s and Chatham County’s request for information

(RFI’s) and clarifications during construction.

C. Review contractor’s application for payment.

D. Approve change orders in conjunction with Project Manager.

E. Perform pre-final and final inspections.

F. Close out project/submit as-builds to County.

G. Conduct 4 site visits to ensure that the contractor is on schedule and the work is being completed according to design criteria.

COMMENCEMENT AND COMPLETION - WORK SHALL BEGIN WITHIN TEN

DAYS AFTER RECEIPT OF “NOTICE TO PROCEED’’. PLANS AND

SPECIFICATIONS SHALL BE COMPLETED WITHIN 90 CALENDER DAYS AFTER

THE TEN DAY PERIOD.

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 possible presentation 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 https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., March 12, 2024. 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

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 consultant 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 one (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-24-0021-3. 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.

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 t h 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-24-0021-3 February 12, 2024 ----------

b. Pre-Qualification Conference February 22, 2024 10:00 AM

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

March 4, 2024 5:00PM

d. Deadline for submission of Statements of Qualifications March 12, 2024 5:00 PM

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

March 26, 2024 5:00 PM

PHASE II

f. Deadline for submission of written questions from finalists April 16, 2024 5:00PM

g. Phase II Response of Finalist firms due April 23, 2024 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

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.

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 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: Felix Espada Jr., e-mail: fespada@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 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.

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 mailto:fespada@chathamcounty.org.

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:

Felix Espada Jr., e-mail: fespada@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 mailto:fespada@chathamcounty.org 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 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 for an audit trail. Transactions should be recorded consistent with the joint- venture agreement, and care must be taken to ensure that the joint-venture bears its equitable share of the costs. Therefore, “unpopulated joint-ventures” would not have an adequate accounting system suitable for cost reimbursement contracts.

However more traditional “populated joint-ventures” are welcomed. A populated joint-venture is where an alliance is brought to life by infusing it with working capital, employees, and control systems. The alliance implements all necessary business systems, including payroll processing, purchasing, property control, etc. The alliance will develop its own indirect rate structure and calculates its own indirect cost rates, based on the direct and indirect costs it incurs.

Sub-Consultants shall generally be considered any team member which is performing any service which typically requires prequalification, which is subject to the Audit and

Accounting System Requirements, and whose services are billed as costs. Sub-

Consultant Team Members must be written into the resulting Agreement and are subject to all terms and conditions in the Agreement. Vendors shall be considered any team member which is performing any service which typically does not require prequalification, which is not subject to the Audit and Accounting System Requirements, and whose services are billed as direct expenses. Vendors may not be written into the resulting Agreement and may not be subject to all terms and conditions in the Agreement.

C. Audit and Accounting System Requirements

Chatham County reserves the right to reject any proposal with firms that do not meet the following requirements:

1. Firm(s) should have an accounting system in place to meet requirements of 48

CFR Part 31 and, in the case of non-profit organizations, OMB Circular A-122.

2. Any firm that currently has an aggregate contract amount exceeding $250,000 should have submitted their yearly CPA overhead audit.

3. The prime is responsible for being reasonably assured that all sub-consultant(s) presented as a part of the proposed team are similarly in compliance with the above requirements.

D. Submittal Costs and Confidentiality

All expenses for preparing and submitting responses are the sole cost of the respondent submitting the response. Chatham County is not obligated to any respondent to reimburse such expenses. All submittals upon receipt become the property of the County. Labeling information provided in submittals as “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 a final award.

E. Award Conditions

This request is not an offer to contract or a solicitation of bids. This request and any proposal submitted in response, regardless of whether the proposal is determined to be the best proposal, is not binding upon the County and does not obligate the County to procure or contract for any services. Neither the County nor any respondent submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the County and a respondent containing such terms and conditions as are negotiated between those parties. The County reserves the right to waive non- compliance with any requirements of this Request for Qualifications and to reject any or all proposals submitted in responses. Upon review of responses, the County will determine the respondent(s) proposal that in the sole judgment of the County is in the best interest of the County (if any is so determined), with respect to the evaluation criteria stated herein. The County then intends to conduct negotiations with such respondent(s) to determine if an acceptable contract may be reached.

F. Prohibited Interests

a. Conflict of Interest. The Consultant and its subconsultants warrant that it presently has no interest and shall acquire no interest, direct or indirect, that would conflict in any manner or degree with the performance of its services hereunder. The Consultant further agrees that, in the performance of the Contract no person having any such interest shall be employed.

b. Interests of Public Officials. No member, officer, or employee of Chatham County, Georgia, during his tenure shall have any interest, direct or indirect, in this Contract or the proceeds thereof.

G. Right to Cancel or Change RFQ

Chatham County reserves the right to cancel any and all Request for Qualifications where it is determined to be in the best interest of the County to do so. Chatham County reserves the right to increase, reduce, add or delete any item in this solicitation as deemed necessary.

It is the responsibility of all firms interested in submitting Statement of Qualifications

(SOQs) for this advertisement to routinely check the posting on the Georgia Procurement

Registry for any revisions to this RFQ.

H. Substitutions, Alternates, Exceptions, and Extensions

No substitutions or alternates will be accepted for this solicitation. Any respondent submitting substitutions or alternates will be considered non-responsive and will not be considered for award.

I. Insurance Provisions, General:

The selected consultant shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the consultant, his agents, representatives, employees or subconsultants. .It is every contractor’s responsibility to provide the County Purchasing and Contracting Division current and up-to-date Certificates of Insurance for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

1. General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or

Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2. Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or Tenant. This policy cl coverage includes: premises and operations, use of independent contractors, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards.

Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the

Contractor while performing within the scope of their duties. Employer’s Liability coverage is usually included in Worker’s Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a

Worker’s Compensation claim. Minimum limits: $500,000 for each accident, disease policy limit, disease each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit: $1,000,000 combined single limit per accident for bodily injury and property damage.

Coverage should be written on an “Any Auto” basis.

Additional Coverage for Specific Procurement Projects:

A. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

J. How to Submit an Objection: Objections from Offerers to this Request for

Statement of Qualifications and/or these specifications should be brought to the attention of the County Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain both to form and substance of the

Request for Statement of Qualification documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Statement of Qualification.

K. Errors in Proposals: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer’s own risk.

L. Compliance with Laws: The Proposer and/or contractor shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or

County stature, ordinances and rules during the performance of any contract between the Proposer and the County. Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

M. Debarred Firms and Pending Litigation: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered.

**All bidders or proposers are to read and complete the Disclosure of

Responsibility Statement enclosed as an Attachment to be returned with response.

Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Chatham County or the End User, proposer shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to the County’s contract.

N. Procurement Protests: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9 Vendor

Disputes shall govern the review and resolution of all protests.

O. Qualification of Business (Responsible Proposer): A responsible proposer is defined as one who meets, or by the date of the acceptance can meet all requirements for licensing, insurance, and service contained within this

RFQ. Chatham County has the right to require any or all proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any proposer as being unresponsive or unresponsible whenever such proposer cannot document the ability to deliver the requested service.

P. Chatham County Tax Certificate Requirement: Proposers must supply a copy of their Tax Certificate as proof of payment of the occupational tax where their office is located. Please contact the County Building Safety and Regulatory

Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractors as adopted by the

Board of Commissioners on 8 April 1994.

Q. Indemnification: The CONSULTANT agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to…