RFQ_Engineering-Design-Full Packet.pdf

Request for Qualifications Engineering Services for Aerial Sewer Line Replacement

Project over Hollands Creek Town of Spindale, North Carolina

Issued: August 12, 2024 Submission Deadline: 5:00 pm on September 12, 2024

Contact Information:

Jon Hoyle, PW Dir.

Town of Spindale 125 Reveley Street Spindale, NC 28160

(828) 286-2206 jhoyle@spindalenc.net

RFQ for Engineering Services for Town of Spindale Aerial Sewer Line Replacement

1. Introduction The Town of Spindale is requesting qualified professional engineering firms to submit a statement of qualifications to provide engineering services to assist the Town with engineering design services to replace an existing sewer line over Hollands Creek in Spindale, NC. This project will consist of evaluating pipe replacement options for the aerial sewer line and finalizing a set of construction documents that will be used to bid the construction phase of this project. The project is funded by a FEMA grant through the NC Department of Public Safety’s Division of Emergency Management, Hazard Mitigation.

2. Project Description and History Town of Spindale secured funding through FEMA and the NC Department of Public Safety’s Building Resilient Infrastructure & Communities (BRIC) Grant Program to evaluate alternatives for and select the most appropriate solution for the replacement of the existing 24” aerial sewer line over Hollands Creek in Spindale, near Old Ballpark Road. The existing aerial sewer line was compromised during the flooding of Hollands Creek in 2018 due to heavy rains which undermined the support pillars, leading to significant deflection in the sewer line. At that time, an emergency repair was made to stabilize the existing pillars and support the pipe; however, the amount of pipe deflection remains a concern and needs to be replaced.

Spindale is in Rutherford County, North Carolina, approximately 50 miles southeast of Asheville and approximately 70 miles west of Charlotte. The wastewater collection, conveyance and treatment system has approximately 1,800 customers with a population base of 4,321 people, covering a land area of 5.5 square miles. The aerial sewer line crosses Hollands Creek as it conveys sewage to the Town wastewater treatment plant. The project is located within the Town of Spindale on property owned by the Town with the nearest crossroads being Old Ballpark Road and Ledbetter Road.

The project will be evaluated, designed, and permitted over a 15-month period beginning the fourth quarter of 2024. Once designed, the construction phase of the project will be submitted to the BRIC Grant Program in the next available funding round for consideration.

3. Requested Services The Town of Spindale requests qualified professional engineering firms to submit a statement of qualifications to provide engineering services to assist the Town with engineering design services for this project in compliance with the BRIC Grant funding requirements. The agreement will be on a lump sum, fixed price basis (or cost reimbursement "not to exceed" basis), with payment terms to be negotiated with the selected consultant.

The services to be provided will include, but not be limited to:

1. Project Kickoff Meeting

2. Survey route, if needed

3. Prepare construction plans and specifications, according to FEMA requirements

4. Prepare easement and/or right-of-way plats suitable for acquisition purposes if needed

5. Permitting and approval from appropriate regulatory agencies

6. Provide a complete set of construction documents and bid documents

4. Project Budget The Town of Spindale was awarded a FEMA BRIC grant from the North Carolina Department of Public Safety for this project. Total cost for the project is not to exceed $285,714 for the entire scope of work as outlined in Section 5 below. The project will be accomplished under the FEMA BRIC Program guidelines and the NC Department of Public Safety.

5. Proposed Scope of Work

The selected engineer will be responsible for following all necessary Federal, State, and local permits and the engineering design for the following scope of work: The existing 24" ductile iron aerial gravity sewer line crossing Hollands Creek is supported by cast in place reinforced concrete piers placed approximately 20 feet apart at each pipe joint. Approximately 350 linear feet of aerial pipe crosses the stream and adjacent floodplain. The stream has eroded the embankment at the sewer crossing, undercutting several of the concrete piers and footings that support the aerial crossing. As a result, these supports no longer carry the weight of the pipe, causing settlement and deflection of the pipe beyond acceptable limits. A concrete support failure could result in pipe separation with sewage spilling into the stream. The proposed project will evaluate up to four construction installation methods to determine the most cost efficient and reliable choice to replace the existing aerial sewer crossing. Full construction documents will be developed for the chosen alternative. Upon completion of this scope of work, the Town will have a complete set of construction drawings, specifications, permits, and bid documents ready for further funding opportunities for project construction.

6. Project Schedule

The selected engineer is expected to begin work once the contract is awarded. This project is on an aggressive time schedule in compliance with FEMA BRIC Program requirements.

7. Required Qualifications

Engineering Consultants will be evaluated in part based on the following criteria:

1. The person/firm must have adequate experience and staff to perform the work required.

2. The person/firm must have the ability to meet the time schedule established for the work.

3. The person/firm must meet the professional qualifications standards described in 2 CFR

Part 200.

4. The person/firm must keep current all required insurance coverage sufficient to cover the projected liability of the assigned project. As part of the contract, the person/firm will be required to provide evidence of coverage of professional liability insurance and evidence that it will indemnify and hold harmless the Town of Spindale from any and all claims and/or liability which may arise as a result of the person/firm’s negligence, errors and/or omissions.

8. Selection Process The Town of Spindale shall evaluate each potential engineering firm in terms of its:

1. Professional qualifications necessary for satisfactory performance of required services

2. Specialized experience and technical competence in the type of work required.

3. Capacity to accomplish the work within the required time.

4. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, regulatory requirements, and compliance with performance schedules

5. Knowledge of the Town of Spindale’s sewer system

9. Proposal Requirements

The following information should be included under the title “Request for Qualification Statements for Engineering Services for the Town of Spindale Aerial Sewer Line Replacement Project over Hollands Creek”:

1. Name of Respondent

2. Respondent address

3. Respondent telephone number

4. Respondent federal tax identification number

5. Name, title, address, telephone number, fax number, and email address of contact person authorized to contractually obligate the Respondent on behalf of the Respondent.

Contents of Statement of Qualifications Respondents should letter and number responses exactly as the questions are presented herein.

Interested Respondents are invited to submit statements of qualifications that contain the following information:

A. Introduction (transmittal letter) B. Background and Experience C. Personnel/Professional Qualifications

A. Introduction (transmittal letter) By signing the letter, the Respondent certifies that the signatory is authorized to bind the Respondent. The RFQ response should include:

1) A brief statement of the Respondent’s understanding of the scope of the work to be performed.

2) A confirmation that the Respondent meets the appropriate state licensing requirements to practice in the State of North Carolina

3) A confirmation that the Respondent has not had a record of substandard work within the last five years.

4) A confirmation that the Respondent has not engaged in any unethical practices within the last five years.

5) Confirmation that, if awarded the contract, the Respondent acknowledges its complete responsibility for the entire contract, including payment of any and all charges resulting from the contract.

6) Any other information that the Respondent feels appropriate.

7) The signature of an individual who is authorized to provide information of this nature in the name of the Respondent submitting the RFQ.

B. Background and Experience Respondents should:

1) Describe Respondent’s firm by providing its full legal name, date of establishment, type of entity and business expertise, brief history, current ownership structure and any recent or materially significant proposed change in ownership.

2) Describe any prior engagements in which Respondent’s firm assisted a governmental entity in dealings with sewer infrastructure projects. Respondent should include all examples of work on similar projects as described above. Preference is for the types of projects similar to those described above. Respondent should provide the names, phone numbers, and emails of contact persons in the organizations for whom any projects referenced in this section were conducted. Respondent should include written references (letters or forms are acceptable) from previous clients attesting to the quality of work and compliance with performance schedules Respondent cites in this section.

3) Describe Respondent’s experience with the Town of Spindale’s wastewater collection system.

4) Provide information about the Respondent’s insurance coverage.

C. Personnel/Professional Qualifications

Respondents should:

1) Identify staff members who would be assigned to act for Respondent’s firm in key management and field positions providing the services described in the Scope of Services, and the functions to be performed by each.

2) Include for each such person, the projects relevant to FEMA awards on which they have worked. Provide the names, telephone numbers, and email addresses of contact persons with the firms or organizations with whom these staff members worked on FEMA / NCDPS Division of Emergency Management projects.

3) Estimate the number of people to be assigned to this project.

4) Identify the hourly billed rates for each employee working for the engineering firm.

10. Submission of Proposals

Interested firms shall submit one original and two copies of the proposal in a sealed enclosure bearing the name and address of the firm and the words “Statement of Qualifications for Town of Spindale Aerial Sewer Line Replacement Project over Hollands Creek” by 5:00 pm on September 12, 2024. Responses may be hand delivered, mailed, or delivered via courier service to the following address. Proposals received after this deadline will not be considered and marked

“LATE.”

Faxes and/or emails are not accepted.

Address the submittal package to:

JON HOYLE, PUBLIC WORKS DIR.

125 REVELEY STREET

SPINDALE, NC 28160

Any questions regarding this request should be directed to Jon Hoyle, at (828) 286-2206 or via e-mail at jhoyle@spindalenc.net. Questions asked after September 5 at 5 p.m. will not be answered.

The selected firm will be notified by telephone. Notification will not be sent to firms not selected. The selected firm will be notified by the Town and will be expected to enter into an agreement with the Town as soon as possible after such notification.

The Town of Spindale accepts no responsibility for any expense related to preparation or delivery of proposals. The Town reserves the right to reject any, and all proposals, select the firm most qualified for the referenced work, waive technical errors and informalities, and to accept the proposal, which, in its sole judgment, best serves the public interest.

The Town of Spindale encourages small, female, minority and local firms or individuals to submit proposals on this project. The Town of Spindale also promotes Fair Housing, is an Equal Opportunity Employers, and encourages others to provide equal employment opportunities.