Sussex Service Authority Term Contract.docx

REQUEST FOR PROPOSALS

General Engineering Services – Term Contract Sussex Service Authority

1.0 INTRODUCTION

The Sussex Service Authority (Authority) is seeking proposals from qualified professional engineering firms (Firm) to provide engineering services, on an as needed basis. It is anticipated that one firm will be selected to provide services requested using the competitive negotiation procedure for professional services, as outlined in the Virginia Procurement Act. The work will generally include, but shall not be limited to, water/wastewater system evaluation and design, hydrologic evaluations, lead inventory mapping, permitting, consent order management, construction administration, funding procurement assistance, etc. Proposals received from interested Firms will be evaluated for their professional qualifications, experience, and competence necessary for the completion of the requested services. The Authority will enter into aTerm Contract agreement with aconsulting firm for (1) year, renewable for up to 3 additional years with contract amount limits as outlined in the Virginia Procurement Act (2.2-4303.1).

2.0 PROPOSAL INFORMATION

Proposals are due no later than 2:00 pm on, February 16, 2024 in the Authority’s office located at 4385 Beef Steak Rd, Waverly, VA 23890. Clarification of the terms and conditions of this proposal should be directed to Mike Kearns, at (804) 834-8930 or mkearns@ssa-va.org. All inquiries that affect the nature of the proposed contract or proposal contents will be conveyed to all parties receiving this Request for Proposals. The Authority shall not be responsible for any information given by way of verbal communication.

Disadvantaged Business Enterprises (small or minority and/ or women owned firms) are encouraged to submit proposals. MBE/ WBE firms are encouraged to submit proposals.

The Agencies are equal opportunity/ affirmative action employers and will not discriminate on the basis of race, creed, color, national origin, age, or handicap. The Engineer must certify that they do not, or will not, maintain or provide for their employees any facilities that are segregated on the basis of race, color, creed, or national origin; that they will not discriminate against any employee or applicant for employment because of race, religion, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Engineer. The Agencies do not discriminate against faith-based organizations.

The Engineer shall comply with the President’s Executive Order #11246 prohibiting discrimination in employment regarding race, color, creed, sex, or national origin; the President’s Executive Orders #12138 and #11625 regarding utilization of MBE/ WBE firms; and the Civil Rights Act of 1964.

3.0 SCOPE OF WORK

The selected firm shall provide comprehensive consulting services for the Authority through task orders that will be developed based upon requests from Authority staff. Each task order will reference the terms and conditions agreed upon in the Master Term Services Agreement. Each task order will outline specific scope of services, schedule, and fee. The Authority intentsto utilize thisterm contract for any activity that is required to operate the facilities that are under the Authority’s responsibility.

requirementsof thisRequest for Proposal. The Firm’s proposal shall be organized in the following order:

a. Transmittal letter

b. Table of Contents

c. Statement on understanding of Scope of Services

d. Familiarity with the Authority

e. Firm qualifications

f. Proposed Firm staff and their qualifications

g. Listing of proposed subconsultants

h. Listing of similar projects with proposed Firm staff’s experience

i. Understanding of and relevant experience with funding programs

j. Reference list

5.0 SELECTION POLICIES

The Authority reservesthe right to accept or reject any or all proposalsreceived asa result of thisrequest, or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of the Authority to do so. This Request for Proposal does not commit the Authority to award a contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract for services.

The Authority will select aconsultant or Firm to provide the services requested using the Competitive Negotiation procedure for Professional Services as outlined in the Virginia Public Procurement Act.

A selection committee shall evaluate and rank each proposal based on the established selection criteria included within this Request for Proposal. The final ranking of the individual Firms shall be based on a majority decision. The Authority reserves the right to immediately enter into negotiations without performing interviews if a proposal is clearly the top-ranking proposal received. Negotiations shall begin with the highest-ranking Firm deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors stated in this Request for Proposal. In the event that negotiations with the highest-ranking firm cannot be concluded with agreeable terms, the Authority shall initiate negotiations with the next highest-ranking Firm until a satisfactory agreement is reached. The Authority shall select the offeror which, in its opinion, have the best qualifications and provides the best value, and shall award the contract to the offeror, asdetermined to be in the Authority’s best interests.

The Authority prohibitsdiscrimination and requirescompliance with state and federal immigration lawsas defined under the Code of Virginia Chapter 43 Virginia Public Procurement Act. The Authority is an equal opportunity employer and encourages participation of small businesses, minority owned businesses, women owned businesses and service-disabled veteran owned businesses in all procurement activities.

The Authority does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. MBE/WBEfirmsare encouraged to submit.

Any offeror who desires to protest the contract award shall submit such protest in writing to the Authority no later than ten days after the announcement of the award.

6.0 SELECTION COMMITTEE AND PROPOSAL EVALUATION CRITERIA

A selection committee will be formed to review the proposals. The selection committee evaluation and selection process will be used to determine the most qualified Firm. Evaluation criteria will generally involve relevant experience, specific expertise, and performance references on previous projects. The following criteria will be considered in evaluating the proposals:

6.1 Statement on understanding of Scope of Services

6.2 Familiarity with the Authority

6.6 Listing of similar projects with proposed Firm staff’s experience

6.7 Understanding of and relevant experience with funding programs

7.0 SUBMISSION REQUIREMENTS

Submittals shall be prepared providing a straightforward, concise description of the Firm‘s capabilities to satisfy the requirements of the Request for Proposal. Emphasis should be on completeness and clarity of content. Elaborate brochures and other representations beyond that sufficient to present a complete and effective proposal are not required or desired. Submit three copies of the Firm’s proposal in a sealed envelope or package that is clearly marked as response to this Request for Proposal. Deliver proposal submittalsno later than 2:00 p.m. on February 5, 2024. Responses received after this time will not be considered. Proposals by hand delivery, US Postal Service express mail, or private delivery service (FEDEX, UPS, etc.), should be sent to:

Mr. Mike Kearns 4385 Beef Steak Road Waverly, VA 23890

8.0 INQUIRIES

Clarification of the terms and conditions of this proposal should be directed to Mike Kearns, at (804) 834-8930 or mkearns@ssa-va.org . All inquiries that affect the nature of the proposed contract or proposal contents will be conveyed to all parties receiving this Request for Proposals. The Authority shall not be responsible for any information given by way of verbal communication.