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HomeMy WebLinkAboutItem #08 Appointment of Commissioner to Selection Committee for RFQ #1001 Construction Engineering Inspection Services for Clarke Road Rehabilitation Meeting Date: November 3, 2009 Item # <6 Contact Name: Contact Number: Joyce Tolbert 1516 Reviewed By: Department Director: City Manager: ~/ -- Subject: Appointment of Commissioner to Selection Committee for RFQ #1001 Construction Engineering Inspection Services for Clarke Road Rehabilitation Background Summary: In compliance with City Commission direction of October 2, 2007, staff is requesting a Commissioner be appointed to the Selection Committee to evaluate responses received for RFO #1001 Construction Engineering Inspection Services for Clarke Road Rehabilitation. The selection committee meeting is tentatively scheduled for Tuesday, December 1, 2009 at 10:00 a.m. Issue: Appointment of Commissioner to the Selection Committee for RFO #1001. Recommendations Staff recommends that the City Commission appoint a Commissioner to serve on the Selection Committee for RFO #1001 Construction Engineering Inspection Services for Clarke Road Rehabilitation. Attachments: 1.RFQ#1001 Financial Impact: Type of Item: (please mark wifh an "x') Public Hearing Ordinance First Reading Ordinance Second Reading Resolution Commission Approval X Discussion & Direction For Clerk's Deaf Use: _____ Consent Agenda _____ Public Hearing _____ Regular Agenda Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) ~6f:t N/A N/A N/A City Manager Robert Frank Commissioners Gary Hood, District 1 Rosemary Wilsen, District 2 Rusty Johnson, District 3 Joel Keller, District 4 Mavor S. Scott Vandergrift CITY OF OCOEE REQUEST FOR QUALIFICATIONS (RFQ) #1001 CONSTRUCTION ENGINEERING INSPECTION SERVICES FOR CLARKE ROAD REHABILITATION City ofOcoee . 150 N Lakeshore Drive. Ocoee, Florida 34761 phone: (407) 905-3100 . fax: (407) 905-3194 . www.ocoee.org LEGAL ADVERTISEMENT CITY OF OCOEE REQUEST FOR QUALIFICATIONS "RFQ" #1001 CONSTRUCTION ENGINEERING INSPECTION SERVICES FOR CLARKE ROAD REHABILITATION The City of Ocoee, Florida, in conformance with the Consultants' Competitive Negotiations Act (CCNA), Florida Statutes Section 287.055,et seq., and the policies and procedures of the City of Ocoee (City), is soliciting statements of qualifications from professional engineering firms or individuals (consultants) that are interested in providing construction engineering inspection (CEI) services for the Clarke Road Rehabilitation project. This project is being funded by $1,675,000 in federal aid under the terms of the American Recovery and Reinvestment Act of 2009 (ARRA) and the Florida Department of Transportation (FDOT) Local Agency Program (LAP). The scope of the rehabilitation project includes milling, selected base reconstruction, and resurfacing with asphaltic concrete. The project extends from Silver Star Rd. (SR 438) to Clarcona-Ocoee Rd., a distance of approximately 2.5 miles that includes two-lane and four-lane divided sections. The City intends to award a single contract to the consultant deemed to be the most highly qualified to perform the required services. In determining whether a consultant is qualified, the City shall consider such factors as the ability of professional personnel; familiarity with federal- aid requirements; whether a firm is a certified minority business enterprise; past performance; willingness to meet time and budget requirements; and recent, current, and projected competing project workload of the firm. The contract shall extend only for the length of time that CEl services are required for the ARRA-funded project; however, the City and the selected consultant may elect to continue the agreement to provide similar services for other ARRA funded projects.. Due to the special nature of the project, responses will only be accepted from consultants that have a Dun and Bradstreet (D-U-N-S) number and are pre-qualified by FDOT in the following work types: 9.3 Highway Materials Testing 10.1 Roadway Construction Engineering Inspection 10.2 Construction Materials Inspection Information on how to obtain a D-U-N-S number, should a responding firm not have such an identifier, may be found at htto://smallbusiness.dnb.com/establish-your-businessI12334338- 1.html. The D-U-N-S number must be listed in the submittal. Any subconsultant included in a submission must also provide a D-U-N-S number. The special knowledge required to satisfy the requirements of ARRA and LAP for inspection, oversight, reporting, and other aspects of the rehabilitation project will be a major part of the work for the selected consultant. In particular, sections 1201 and 1512 of ARRA require governmental agencies receiving funds under the act to fulfill employment reporting obligations. The ARRA-required reporting includes monthly submittals of information about the agency itself, its contractors and consultants, and their subcontractors and subconsultants, and extends to RFQ # 1 00 1 - CEI Services for Clarke Rd. Rehabilitation 2 payroll certification, contractor employee training, equal employment opportunity compliance, and many other concerns. LAP reporting and approval requirements are also significant. It will be the responsibility of the selected consultant to prepare all ARRA and LAP reports, and to provide other supporting services in addition to the normal CEI services normally associated with roadway construction projects. Failure to comply with all requirements could subject the City to loss of federal funds. The City strongly encourages respondents to be familiar with these various requirements and will give considerable weight to the qualifications statement submittals related to these elements of the work. Qualification packages must be received no later than 2:00 p.m. (local time) on November 17, 2009. Any qualification packages received after the above-noted time will not be accepted under any circumstances. Any uncertainty regarding the time a qualification package is received will be resolved against the Respondent. Qualification packages submitted after this designated time will be returned unopened. Firms, companies and/or individuals interested in providing the engineering services shall submit one (1) original hard copy and five (5) electronic copies of their qualifications. The electronic copies shall be submitted in a fully electronic form on a CD-ROM as an Adobe PDF file, version 5 or later. Submit qualification packages the City of Ocoee Finance Department by the submission deadline to the attention of: Joyce Tolbert, Purchasing Agent City of Ocoee 150 N. Lakeshore Drive Ocoee, Florida 34761 Phone: (407) 905-3100 x 1516 FAX number: (407) 905-3194 jtolbert@ci.ocoee.fl.us No fax or e-mailed submissions will be accepted. The City will receive questions regarding the RFQ only through written inquiries directed to the Purchasing Agent. Deadline for receipt of written inquiries will be November 10, 2009 at 5:00 p.m. Prospective respondents may secure a copy of the documents required for submitting a response through Onvia/Demandstar at http://www.ocoee.org/Departments/Finance/Purchasing/Bids.htm. Partial sets of the documents required for submitting a statement of qualifications will not be issued. By using Onvia/Demandstar, prospective respondents will be provided with all information regarding this RFQ, including addendums and changes to the solicitation. Membership with Onvia/Demandstar is not required to submit a response; however, fees may apply for non-members. Persons other than prospective bidders may inspect the documents required for submitting a bid at the Ocoee City Hall City Clerk's Office, 150 N. Lakeshore Drive, Ocoee, FL 34761. These RFQ # 1001 - CEI Services for Clarke Rd. Rehabilitation 3 persons will be required to pay a copying fee as prescribed by statute. Checks should be made payable to the City of Ocoee. Firms or companies interested in providing the requested engineering services may be disqualified if they have contacts with the Mayor, City Commissioners, or any City staff other than the person identified above about the RFQ during the submission or selection process. Pursuant to Section 287.133(2)(a), Florida Statutes, interested firms who have been placed on the convicted vendor list following a conviction for public entity crimes may not submit a proposal on a contract to provide services for a public entity, may not be awarded a consultant contract and may not transact business with a public entity for services, the value of which exceeds CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. City Clerk October 25, 2009 RFQ # 1 001 - CEI Services for Clarke Rd. Rehabilitation 4 CITY OF OCOEE REQUEST FOR QUALIFICATIONS "RFQ" #1001 CONSTRUCTION ENGINEERING INSPECTION SERVICES CLARKE ROAD REHABILITATION A. INTRODUCTION AND GENERAL INSTRUCTIONS 1. The City of Ocoee, Florida, in conformance with the Consultants' Competitive Negotiations Act (CCNA), Florida Statutes Section 287.055,et seq., and the policies and procedures of the City of Ocoee (City), is soliciting statements of qualifications from qualified professional engineering firms or individuals that are interested in providing construction engineering inspection (CEI) services for the Clarke Road Rehabilitation project. This project is being funded by $1,675,000 in federal aid under the terms of the American Recovery and Reinvestment Act of 2009 (ARRA) and the Florida Department of Transportation (FDOT) Local Agency Program (LAP). The scope of the rehabilitation project includes milling, selected base reconstruction, and resurfacing with asphaltic concrete, and extends from Silver Star Rd. (SR 438) to Clarcona-Ocoee Rd., a distance of approximately 2.5 miles that includes two-lane and four-lane divided sections. 2. The City intends to award a single contract to the consultant deemed to be the most highly qualified to perform the required services. In determining whether a consultant is qualified, the City shall consider such factors as the ability of professional personnel; familiarity with federal-aid requirements; whether a firm is a certified minority business enterprise; past performance; willingness to meet time and budget requirements; location; and recent, current, and projected competing project workload of the firm. The contract shall extend only for the length of time that CEI services are required for the ARRA-funded project; however, the City and the selected firm or person may elect to continue the agreement to provide similar services for other projects that may be undertaken by the City using ARRA funding sources. 3. Due to the special nature of the project, responses will only be accepted from consultants that have a Dun and Bradstreet (D-U-N-S) number and are pre-qualified by FDOT in the following work types: 9.3 Highway Materials Testing 10.1 Roadway Construction Engineering Inspection 10.2 Construction Materials Inspection Information on how to obtain a D-U-N-S number, should a responding firm not have such an identifier, may be found at http://smallbusiness.dnb.com/establish-your- businessI12334338-1.htmI. The D-U-N-S number must be listed in the submittal. Any subconsultant included in a submission must also provide a D-U-N-S number. 4. The special knowledge required to satisfy the requirements of ARRA and LAP for inspection, oversight, reporting, and other aspects of the rehabilitation project will be RFQ # 1 001 - CEI Services for Clarke Rd. Rehabilitation 5 a major part of the work for the selected consultant. In particular, sections 1201 and 1512 of ARRA require governmental agencies receiving funds under the act to fulfill employment reporting obligations. The ARRA-required reporting includes monthly submittals of information about the agency itself, its contractors and consultants, and their subcontractors and subconsultants, and extends to payroll certification, contractor employee training, equal employment opportunity compliance, and many other concerns. LAP reporting and approval requirements are also significant. It will be the responsibility of the selected consultant to prepare all ARRA and LAP reports, and to provide other supporting services in addition to the normal CEI services normally associated with roadway construction projects. Failure to comply with all requirements could subject the City to loss of federal funds. The City strongly encourages respondents to be familiar with these various requirements and will give considerable weight to the qualifications statement submittals related to these elements of the work. 5. Prospective respondents may secure the documents required for submitting a response through Onvia/Demandstar at the City of Ocoee's web page for procurements, http://www.ocoee.orq/Departments/Finance/Purchasinq/Bids.htm. Partial sets of the documents required for submitting a statement of qualifications will not be issued. By using Onvia/Demandstar, prospective respondents will be provided with all information regarding this RFQ, including addendums and changes to the solicitation. Membership with Onvia/Demandstar is not required to submit a response; however, fees may apply for non-members. 6. Each qualifications package must consist minimally of a transmittal letter, statement of qualifications, and company information form (attached at the end of these instructions). Please also include a copy of all applicable licenses held by firms or key subconsultants proposing to perform the work. Statements of qualifications must be limited to a total of forty (40) 8.5"x 11" pages (including resumes and 2-page cover letter but excluding front and back covers, Standard Form 330, dividers, and company information form), single-sided, portrait orientation, 12-point font. Additional requirements of submissions are supplied below in Section D. Any qualifications package failing to conform to these specifications is subject to rejection. The person signing the Transmittal Letter on behalf of the respondent must have the legal authority to bind the respondent to the submitted qualification package and shall be understood to do so. All expenses for providing qualification packages to the City shall be borne by the respondent. 7. Firms, companies and/or individuals interested in providing the engineering services shall submit one (1) original hard copy and five (5) electronic copies of their qualifications package. The electronic copies shall be submitted in a fully electronic form on a CD-ROM as an Adobe PDF file, version 5 or later. Qualification Packages shall be submitted to the City of Ocoee in one sealed package, clearly marked on the outside with the appropriate RFQ number and closing date and time, addressed to: RFQ # 1 00 1 - CEI Services for Clarke Rd. Rehabilitation 6 Joyce Tolbert, Purchasing Agent City of Ocoee 150 N. Lakeshore Drive Ocoee, Florida 34761 Phone: (407) 905-3100 x 1516 FAX number: (407) 905-3194 jto 1 bert@ci.ocoee.fl.us No fax or e-mailed submissions will be accepted. 8. Qualification packages must be received no later than 2:00 p.m. (local time) on November 17,2009. Any qualification packages received after the above-noted time will not be accepted under any circumstances. Any uncertainty regarding the time a qualification package is received will be resolved against the Respondent. It shall be the sole responsibility of the Respondent to have the Qualifications Package delivered to the Ocoee City Hall by U.S. mail, hand delivery, or any other method available to them. Delay in delivery shall not be the responsibility of the City. A Qualifications Package received after the deadline shall not be considered and shall be returned unopened. Any request to withdraw a Qualification Package must be addressed in writing. Such requests must be received by the City prior to the deadline of the submission. 9. The City will receive questions regarding the RFQ only through written inquiries directed to the Purchasing Agent. Deadline for receipt of written inquiries will be November 10,2009 at 5:00 p.m. 10. Potential Respondents should not contact City staff, with the exception of the Purchasing Agent, or other City consultants for information regarding this RFQ before the project award date. Any contact with any other member of the City Staff, City Commission, or its Agents during the RFQ, award, and protest period may be grounds for Respondent disqualification. 11. Pursuant to Section 287. 133(2)(a), Florida Statutes, interested firms who have been placed on the convicted vendor list following a conviction for public entity crimes may not submit a proposal on a contract to provide services for a public entity, may not be awarded a consultant contract and may not transact business with a public entity for services, the value of which exceeds CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 12. Action on qualification packages is expected to be taken by the City Commission within ninety (90) days of the submission opening date; however, no guarantee or representation is made herein as to the time between receipt of the qualification package and subsequent City Commission action. A more detailed schedule is given below. RFQ # 1001 - CEI Services for Clarke Rd. Rehabilitation 7 13. The City reserves the right to accept or reject any or all qualification packages, to waive irregularities and technicalities, and to request resubmission or to re-advertise for all or any part of the RFQ. The City shall be the sole judge of each qualification package and the resulting negotiated agreement that is in the City's best interest. The City's decision shall be final. 14. All applicable laws and regulations of the United States, the State of Florida, and the City of Ocoee will apply to any resulting Agreement. The provisions of the Consultant's Competitive Negotiations Act (Section 287.055, Florida State Statutes) shall apply, where applicable. 15. The successful Respondent shall be required to execute an Agreement, in form and content acceptable to the City, indemnifying and holding harmless the City, its officials, officers, employees, and agents from all claims. B. INSURANCE TERMS AND CONDITIONS The successful respondent shall be required to provide evidence of both General (Public & Property) Liability and Professional (Design Errors and Omissions) Liability Insurance in the form of a certificate of insurance issued on behalf of the City of Ocoee and naming the City as an additional insured, by companies acceptable to the City at the minimum limits and coverages listed below with deductible amounts acceptable to the City. The selected consultant shall not commence any work in connection with an Agreement until all of the following types of insurance have been obtained and such insurance has been approved by the City, nor shall the consultant allow any subconsultant to commence work on a subcontract until all similar insurance required of the subconsultant has been so obtained and approved. Policies other than Workers' Compensation shall be issued only by companies authorized by subsisting certificates of authority issued to the companies by the Department of Insurance of Florida which maintain a Best's Rating of "A" or better and a Financial Size Category of "VII" or better according to the A.M. Best Company. Policies for Workers' Compensation may be issued by companies authorized as a group self-insurer by F.S. 440.57, Florida Statutes. 1. Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the General Consultant and/or subconsultant providing such insurance. 2. Workers' Compensation Insurance: The Consultant shall obtain during the life of this Agreement, Worker's Compensation Insurance with Employer's Liability Limits of $500,000/$500,000/$500,000 for all the Consultant's employees connected with the work of this project and, in the event any work is sublet, the Consultant shall require the subconsultant similarly to provide Workers' Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Consultant. Such insurance shall comply fully with the Florida Workers' Compensation Law. In case any class of employees engaged in hazardous work under RFQ # 1001 - CEI Services for Clarke Rd. Rehabilitation 8 this contract for the City is not protected under the Workers' Compensation statute, the Consultant shall provide, and cause each subconsultant to provide adequate insurance, satisfactory to the City, for the protection of the Consultant's employees not otherwise protected. Include Waiver of Subrogation in favor of the City of Ocoee. 3. Consultant's Public Liability and Property Damage Insurance: The Consultant shall obtain during the life of this Agreement COMMERCIAL AUTOMOBILE COVERAGE, this policy should name the City of Ocoee as an additional insured, and shall protect the Consultant and the City from claims for damage for personal injury, including accidental death, as well as claims for property damages which may arise from operations under this Agreement whether such operations be by the Consultant or by anyone directly or indirectly employed by the Consultant, and the amounts of such insurance shall be the minimum limits as follows: 4. Automobile Bodily Iniury Liability & Property Damage Liability . $1,000,000 Combined single limit per occurrence (each person, each accident) . All covered automobile will be covered via symbol 1 . Liability coverage will include hired & non-owned automobile liability . Include Waiver of Subrogation in favor of The City ofOcoee 5. Comprehensive General Liability (Occurrence Form) - This policy should name the City of Ocoee as an additional insured and should indicate that the insurance of the Consultant is primary and non-contributory. . $2,000,000 GENERAL AGGREGATE . $2,000,000 PRODUCTS-COMPLETED OPERATIONS AGGREGATE . $1,000,000 PER OCCURRENCE . $1,000,000 PERSONAL & ADVERTISING INJURY . Include Waiver of Subrogation in favor of the City of Ocoee 6. Subconsultant's Comprehensive General Liability. Automobile Liability and Worker's Compensation Insurance: The Consultant shall require each subconsultant to procure and maintain during the life of this subcontract, insurance of the type specified above or insure the activities of these subconsultants in the Consultant's policy, as specified above. 7. Owner's Protective Liability Insurance: As applicable for construction projects, providing coverage for the named insured's liability that arises out of operations performed for the named insured by independent consultants and are directly imposed because of the named insured's general supervision of the independent consultant. The Consultant shall procure and furnish an Owner's Protective Liability Insurance Policy with the following limits: $1,000,000, and per occurrence, $2,000,000. Aggregate and naming the City of Ocoee as the Named Insured. 8. Contractual Liability: If the project is not bonded, the consultant's insurance shall also include contractual liability coverage to insure the fulfillment of the contract. RFQ # 1 00 1 - CEI Services for Clarke Rd. Rehabilitation 9 NOTE: PUBLIC LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE, THE CITY SHALL BE NAMED AS ADDITIONAL INSURED. . $1,000,000 PER OCCURRENCE . $2,000,000 AGGREGATE Commercial Umbrella: . $1,000,000 PER OCCURRENCE . $2,000,000 Aggregate . Including Employer's Liability and Contractual Liability Builders Risk: . $100,000 Any (1) Location . $1,000,000 Any (1) Occurrence (remainder of page left blank intentionally) RFQ # 1001 - CEI Services for Clarke Rd. Rehabilitation 10 CERTIFICATE OF LIABILITY INSURANCE OP 10 J9 DATE lMoWODN'YVY) M;ORD. FRAZE-1 11/04/04 r I'ROOUCU THIS CERTIfiCATe IS ISSUED M A MATTER Of INfORMATION ONLY AND CONFERS NO RIGHTS UPON TIlE CERTIfiCATE HOLDER, THIS CERTIFICATE DOES NOT AMEND. EXTEND OR ALTER TIlE COVERAGE AFfORDED BY THE POLICIES BELOW. INSURERS AFfORDING COVERAGE I NAIe , IMJUAED INSUAEA A; lit ..n .."L...&.- 01' a.tlU' I ----- ......."a I Contractor's N.... ~C; I Addr... toIWRER ~ I """""''' I COVERAGES THE POUCtES ~ INSURANCE Ltr.'EO BELOW HA~ lifE" ISSUCD TO THE INWREO NAM&D.uov!,QA Tl4E POlICV P[AOO 1N0000TEO. NOTWlTkSlAHOUWQ ANY R.EQU1REMI!HT. liRM OR COHOIT1ON OF AHY(.OHtlW:TOR OTHE" DOCUMENT WITH lUSJ>>ECTTO WHICH lions ClRTlF'lCATi MAY aE ~D OR IMV PERTAIN, THe. INSlJR,.f.HCE AFFORCeD IV me POI.ICIES OESCRl8ED tiEAEIHlS. !IuasECr TO AU. ,tIE TEfWS. OClUSIONS AAOCQNOITlONS Of SUCH POUCiES. AGGREGATE UMfTS SHOWH tolAY HAW &fEN RECUCE08Y PAlO CUJUS ~ :: I'OUCY ....... llA I " .....,. TTP! M 1N5UlU.HC1 EACH OCCUMENCE . .1, 000, 000 ~IIW..UUIUTY PRENlse;r&OCCUIenc. .50,000 X ~lotMEAClAL GF.NfRA.L UABLlTY MED [.XP (My 0'\1 C*1Otl1 .5,000 ~ CLAII,d MADE [!] OCCUM PER!ONAI.I AlN ~ 11.,000,000 ~ GENE........ AaMEGATi. s~, 000, 000 - I I"ROOUCTS. COW'JQf' AGO .. J, 000,000 ~m~~El~TnS~1 : '<lUCy X ~ LOC , !:!!'OAK).... LIMILfTY COMIlNEQ S~ LIMIT '1,000,000 (E.I.cod~1 .!. A,N'fAllTO AU. OWlrleO AUTOS 8OOl. Y INJURY . - ..........., - SCHEDULED AUlOS ,.;. HIRED AUTOS 800IL y ~y 1 l'"-~l ~ NQN-OWNr:O AUTOS -.. I p~ QUlAGE " (Ptr'~l JJ.JTOO~Y.EAACC:;OOENT I I R......... ....'''''' I OTHEA.ll1AN ....ACe ,I I ANY AUTO AUTOOHl.Y'; AGO 1 1l5'~~ULU~ EJrCH OCCUIl"II!Ma 11,000,000 X X OCCUR 0 Q.AlIolS IMOE ACGAECAT! S 2.000,000 1 - R D.DOCY..... I . I s I . RETeHnON S X ro~.,...I..Mrr~ 1",1i WOAAfll.5 COWINSATJOK AND ---, fMn,DYUS L.I.AalUTY U.. EM;11 ACCIDENT .500,000 , ANY PM>f'RJETOMJPAATNEI\'EXfClJTM!. iJ,.,Di5USI.EA l...PlOvEE 1500,000 OHlCiRoloAEM8ER EXClUOUtl' 1 500,000 :m:~S!)tlow U 0I5fAS(. POlICY Ll'lIT OTklll 100,(0) Build.ra Rhl< Any 1 Loc Anv 1 Oce 1,000,000 OISCIlII'TlOH 0' OPlRATIONS IlOCAOOIllS I VEHW:..U I UClUSIOM! ADDEO IT (NDOftSOIVll' "IClAl ~'.UIONS The insurance evidenced by tbi. certificate sball n~. the certificate holder. .. an additional in.ured on the General Liability ~ Umbrella Liability. Worker.' Campan..tlon. Employer.' Liability' Qaneral Liability .hall contain a Waiver of Subrogation in favor of the certificate holder. The certificat.e holder i8 added .. . I'D'I'Bi irH.J:Irl fir B.Ii..ld:!:s Ri9t. oconOl CANCELLATION aHOl.l.D N41 OJ THI AaQVI oue",ltD ~I'I CNICIL.UO U'ORI mil! DJ"tMAno-. D4T1THllllO',1'MI! ISSUlNQ INSU"'''WILl !NOLWOA. TOM.IA !L... DAYSWNTTlJII NOncl! TO T~I! CtI01f1CATll'O.OlA. KAM.O lOT"''''". IV1' ,AI\.ulltr TO 00 so 'HALL WOSI NO Q.UOATJ:IH OR UAMlTY Of' NN IlJHOUfJOH THIIMSUUR, naAOf.NTS 011 alP'RUEH1'AnvU. AUTHORllIO afPautNTATN'E CERTIFICATe HOLDER City of Oeo.. 150 N. Lak..hor. Drive Oeo.e FL 34761-2258 C ACORD CORPORATION 19!1 ACORD 25 (20011001 SFrMPLtF 9. Certificates of Insurance: Certificate of Insurance Form (see sample, above), naming the City of Ocoee as an additional insured will be furnished by the Consultant upon notice of award. These shall be completed by the authorized Resident Agent and returned to the Office of the Purchasing Agent. This certificate shall be dated and show: . The name of the Insured consultant, the specific job by name and job number, the name of the insurer, the number of the policy, its effective date, and its termination date. RFQ #1001 - CEI Services for Clarke Rd. Rehabilitation 11 . Statement that the Insurer shall mail notice to the Owner at least thirty (30) days prior to any material changes in provisions or cancellation of the policy, except ten (10) days written notice of cancellation for non-payment of premiUm. C. SCOPE OF SERVICES 1. The professional engineering services to be provided under this procurement relate to construction engineering inspection (CEI) for the Clarke Road Rehabilitation project. That project involves the milling of existing asphaltic concrete, reconstruction of the sub-base and base at selected locations, and resurfacing with new asphaltic concrete. The project extent is approximately 2.5 centerline miles of two-lane and four-lane divided roadway in northeastern Ocoee. The southern terminus at a traffic signal- controlled intersection is commercial in nature, but the balance of the project area is single-family residential. The project limits include a second traffic signal-controlled intersection adjacent to a railroad grade crossing with full protection (bells, gates, and lights). Vehicle detector replacement and coordination with the affected railroad company are part of the project. Emergency warning beacons located near a City fire station are also included in the project's limits and may need repairs. 2. The work to be provided by the selected consultant includes the traditional CEI services associated with projects of this type plus the normally required elements of federal-aid projects and all additional reporting duties required by the ARRA. The latter group of duties includes all Equal Employment Opportunity compliance tasks. The following list of duties for the selected CEl consultant is descriptive but not exhaustive: a. Monitor erosion control b. Inspect roadway construction c. Observe and inspect the repair of traffic control devices, including signs and signals d. Monitor maintenance of traffic operations e. Control and coordinate geotechnical testing of material and construction quality f. Document and report the project g. Attend project meetings h. Verify pay applications 1. Monitor contractor safety programs J. Ensure compliance with all federal-aid contract requirements (e.g., EEO, DBE, and Davis-Bacon wage rates) k. Timely provide all required records, reports, certifications, and other information or documentation for ARRA compliance by the City and the contractors and consultants it employees for the work I. Conduct necessary interviews, reports, certifications, reviews, inspections, and other activities required for compliance with all remaining ARRA obligations of the City RFQ # 1 00 1 - CEI Services for Clarke Rd. Rehabilitation 12 m. Create, manage, and report all noncompliance information processes required by the FDOT LAP, FHW A Federal Aid to Highways, and U.S. DOT ARRA programs 3. Item 2.e, above, lists control and coordination of geotechnical and material testing services as a duty of the selected firm. This duty assumes that the selected consultant manages the work of a separate geotechnical firm conducting this part of the oversight process. However, a prime consultant responding to this RFQ may propose that it supply geotechnical and material testing services. If it chooses to do so, the qualifications submitted must include those of the staff or subconsultant supplying those services and be sufficiently detailed to allow the City to evaluate that portion of the submittal. If the respondent does not choose to propose that it supply geotechnical and material testing services, either itself or through a subconsultant, or if the City elects to award the work separately without the selected firm providing those services, the City will contract for these services with another firm qualified for such work. 4. Interested consultants must be experienced in providing CEI services for projects of a scope and nature comparable to those described. Use of qualified sub-consultants for specialty work is acceptable. To be considered, the consultant shall be a licensed professional in accordance with Florida State law and be familiar with all applicable laws, regulations, and codes of the U.S. DOT, FDOT, other State of Florida agencies, St. Johns River Water Management District, Orange County, and the City. Please include a copy of all applicable licenses held by the prime consultant and any subconsultants proposed to perform work. 5. The invitation to bid for the construction portion of the project is being procured in parallel with this RFQ solicitation for CEI services. The Notice to Proceed for construction of the project should be issued in early January 2010. Substantial completion is 60 days after the Notice is issued. Final completion is 90 days after the Notice is issued. The estimated cost of construction is approximately $1.5 million. D. SUBMITTALS Qualification Packages shall be designed to portray to the City how the respondent's services can best match the knowledge, skills, and abilities suggested by the anticipated Scope of Services given above. In order for the City to evaluate the qualification package, each Respondent shall provide information relative to their ability to provide services that will best meet the needs of the City. The required submission materials include the following: 1. Firm's Qualifications a. List of firm's key employees, their qualifications, and their role for the City serVIces. b. Firm's and employee's certifications and registration with regulatory agencies, professional organizations, etc. RFQ # 1 00 1 - CEI Services for Clarke Rd. Rehabilitation 13 c. List firm's subconsultants, if any, their qualifications, and their role in this project. d. List of firm's other current or recently completed similar services within the past two (2) years with other public or private agencies. e. List and quantity of firm's (and firm's sub-consultants, if applicable) equipment that may be used in the performance of the work. f. List of at least three (3) client references to include organization name, contact person, telephone number(s), and e-mail address. 2. Other Required Forms a. These forms are required of the firm and all sub-consultants: . Standard Form 330. . Summary of Litigation within the past five years. . Minority Business Enterprise Certification, if applicable. . Addenda Acknowledgement, if applicable. . Company Information/Signature Form. b. The City reserves the right to accept or reject any or all submittals that it may, in its sole discretion, deem unresponsive, or to waive technicalities, as best serves the overall interests of the City. A ward of this project is conditional upon ARRA funding. c. Cost of preparation of a response to this RFQ is solely that of the consultant and the City assumes no responsibility for such cost incurred by the consultant. d. Any request to withdraw a Qualification Package must be addressed in writing as above. Such requests must be received by the City prior to the deadline for submission. D. TIME SCHEDULE The anticipated schedule of events related to this solicitation for professional engineering serVIces IS: Date of RFQ 14 days later 21 days later 22 days later 30 days later Next meeting Request for qualifications published Last day for questions Statements of qualification are due Qualification statements distributed to selection committee Selection committee meeting held Short-list of ranked firms recommended to City Commission Dates are estimated and subject to change at the City's discretion. E. SELECTION PROCESS 1. The criteria for selection shall be based on the criteria listed above, including the firm's qualifications, location, past performance, and reference check. The City reserves the right, before awarding the contract, to require a Respondent to submit RFQ # 1 001 - CEl Services for Clarke Rd. Rehabilitation 14 such evidence of its qualifications, as the City may deem necessary and may require oral presentations of firms. The City shall be the sole judge of the competency of Respondents. 2. A City selection committee will evaluate each respondent's qualifications and will short-list and recommend to the City Commission up to three firms in ranked order of qualifications based upon the selection committee's evaluation of the proposals and any client references. All Respondents shall be notified via Onvia/Demandstar or other means of staffs recommended ranking of firms to the City Commission. The City Commission's decision to endorse or modify the ranking by staff shall be final. 3. The City will attempt to negotiate an agreement with the top-ranked Respondent. If no agreement is reached with the top-ranked Respondent, negotiations will be terminated and initiated with the second-ranked Respondent, and so on, until an agreement is reached. 4. The successful Respondent shall be required to execute an agreement which provides, among other things, that all plans, drawings, reports, and specifications that result from Respondent's services shall become the property of the City. Upon the successful negotiation of an agreement, a formal contract will be prepared and subsequent executed by both parties. Evaluation Criterion 1. Experience of the firm and project team . Related work experience of the firm . Related work experience of the project team . Familiarity with federal-aid requirements . Qualifications of the firm related to LAP and ARRA programs . Certified Minority Business Enterprise . Affect of Ie al action a ainst the firm 2. Project approach . Understanding of the scope of services . Quality and innovative approach to the project . Awareness of and a roach to overcomin otential issues 3. Staffing . Staff qualifications . Subcontractor qualifications . Staff availabilit Total Maximum Points 40 30 30 100 G. BID PROTESTS The City's Finance/Purchasing Department will consider bid protests seeking contract award, damages, and/or any other relief. Any respondent seeking to file a protest SHALL use the following procedures: RFQ # 1001 - CEI Services for Clarke Rd. Rehabilitation 15 1. A respondent SHALL file a written bid protest under this Article, or be barred any relief. 2. A Bid Protest: a. Must be in writing (oral protests will NOT be acknowledged) b. Shall fully state the factual and legal grounds for the protest and the legal basis for the relief requested; and c. Shall be filed with the Purchasing Agent not later than three (3) calendar days after the posting of the notice of intent to award or recommendation of award by staff. 3. After a Bid protest has been properly filed with the City, the City, by and through its Purchasing Agent, shall make a determination on the merits of the protest not later than five (5) business days after receipt of the protest. If the City denies the protest, the City may proceed with award of the Contract unless enjoined by order of a Court of competent jurisdiction. 4. A Bid Protest SHALL be limited to the following grounds: a. Issues arising from the procurement provisions of the project manual and/or the bid package or Contract Documents and/or b. Conflicts with applicable federal, state or local law No protest may be based upon questions concerning the design documents. The protesting respondent shall clarify all such questions concerning the design of the project prior to submitting its bid. END OF INSTRUCTIONS RFQ # 1001 - CEI Services for Clarke Rd. Rehabilitation 16 COMPANY INFORMATION/SIGNATURE SHEET RFO #1001 FAILURE TO COMPLY WITH THESE RFQ INSTRUCTIONS WILL RESULT IN DISQUALIFICATION OF YOUR QUALIFICATION PACKAGE. PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND ALL RFQ INSTRUCTIONS, AND THAT YOU UNDERSTAND THAT THE SUCCESSFUL RESPONDENT WILL BE REQUIRED TO ENTER INTO A LEGALLY BINDING CONTRACT WITH THE CITY OF OCOEE. COMPANY NAME TELEPHONE (INCLUDE AREA CODE) FAX (INCLUDE AREA CODE) E-MAIL ADDRESS AUTHORIZED SIGNATURE (manual) IF REMITTANCE ADDRESS IS DIFFERENT FROM PURCHASE ORDER ADDRESS, PLEASE INDICATE BELOW: NAME/TITLE (PLEASE PRINT) STREET ADDRESS CITY STATE ZIP FEDERAL ID # _Individual _Corporation _Partnership _Other (Specify) day of ,20_, Sworn to and subscribed before me this Personally Known or Produced Identification Notary Public - State of County of (Type of Identification) Signature of Notary Public Printed, typed or stamped Commissioned name of Notary Public RFQ # 1 00 1 - CEl Services for Clarke Rd. Rehabilitation 17