Statement of Interest and proposal. Eagle County, Colorado REQUEST FOR PROPOSAL SEPTIC PUMPING AND CLEANING SERVICES FOR EAGLE COUNTY

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Alyson Nora Carr
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1 Eagle County, Colorado REQUEST FOR PROPOSAL SEPTIC PUMPING AND CLEANING SERVICES FOR EAGLE COUNTY Eagle, Colorado March, 2012 Eagle County is soliciting request for proposals and experience from Septic Pumping and Cleaning Contractors. Services to be provided include pumping and cleaning septic tanks, grease traps, sand/oil separator tanks, lift stations, other pumping services as needs may arise and emergency response assistance to Facilities Management. Areas of service include El Jebel, Gypsum, Eagle, Wolcott, McCoy and properties along the Colorado River Road. Selection will be based on an evaluation of factors including recent experience in local knowledge of the region, reputation, background capacity to respond to after regular business hour needs, qualification of service staff, familiarity with the Eagle County, cost and degree of interest shown. Sealed request for proposals will be received at the Facilities Management Office, P.O. Box 850, Eagle Colorado, or 3289 Cooley Mesa Road, Gypsum Colorado, 81637, until 3:00 p.m., local time, April 5, Any request for proposals received after this time will be returned unopened. Proposals will be evaluated only from those firms that meet the minimum criteria as set forth in the complete Request for Proposals document. The Request for Proposals document may be obtained at the Facilities Management Office, 3289 Cooley Mesa Road, Gypsum Colorado, during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, by calling personnel at 970/ , by facsimile request to 970/ , or by return only. The complete document is also available at The Request for Proposals notice is being published in the Eagle Valley Enterprise Page 1

2 Eagle, Colorado March, 2012 I. PROJECT DESCRIPTION Statement of Interest and proposal Eagle County, Colorado REQUEST FOR PROPOSAL SEPTIC PUMPING AND CLEANING SERVICES FOR EAGLE COUNTY, COLORADO Eagle County ( County ) is soliciting request for proposals and experience from Septic Pumping and Cleaning Contractors. Services to be provided include pumping and cleaning septic tanks, grease traps, sand/oil separator tanks, lift stations, other pumping services as needs may arise and emergency response assistance to Facilities Management. Areas of service include El Jebel, Gypsum, Eagle, Wolcott, McCoy and properties along the /Colorado River Road. All disposal services shall conform to the Colorado Department of Public Health and Environment (CDPHE) requirements in an approved facility. Contractor must be properly licensed by the Eagle County Environmental Health Department and must show verification of current license to be considered. II. OBJECTIVE OF THE REQUEST The objective of the request is to select highly-qualified, full service contractors or team. The Request for Proposals documentation submitted and possible individual contractor or team interviews shall serve as the basis for selection. General information is provided to prospective firms concerning the Request for Proposals and the awarding of the agreement for emergency and non-emergency on call services. The Request for Proposals document is not intended to completely define the selection or contractual relationship to be entered into by the County and the successful firm. The Scope of Work requirements are undetermined as they are based on the various projects and events. Therefore the selected will be required to enter into an agreement based on service rates. Proposed service rates and other expenses will be submitted for our review and consideration during the selection process. The final Scope of Work and Fee Schedule will be negotiated and agreed upon by the selected firm and the County during fee negotiations. The term of the agreement will be for the duration of one year with a renewable option and updated fee negotiations for up to three additional term years. III. SELECTION CRITERIA Respondents should address each of the evaluation criteria listed below and provide specific examples of projects they have undertaken that demonstrate their qualifications: A. General Approach to the Project: Provide a detailed narrative or other form to explain your intended approach to the overall service needs of the County. Page 2

3 B. Experience: Each firm will be evaluated based on its overall experience providing services for public buildings and experience with local government projects and regulations. Evaluation of experience will include the following. 1. Resumes of the company and proposed members of the team who will be committed to the project. Resumes must include a description of the person s qualifications, professional licensing and past experience with similar projects. 2. The firm s experience in providing on call services for public and other building facilities. Provide specific examples of similar or larger projects and all applicable contact information, including owner and other parties. C. Schedule and Budget Constraints: Provide a detailed fee schedule for services. Identify your ability to undertake and respond in a timely manner to intermittent requests for services for 2012 and beyond. D. Practices and Procedures: The firms on call and emergency response procedures, quality assurance and follow up procedures. E. Familiarity with the Eagle County: Provide a narrative describing familiarity with Eagle County and the government offices and people in this region, familiarity with local construction conditions, codes and practices. F. Legal Issues: Are any lawsuits; Federal, State or Local tax liens; or any potential claims or liabilities pending against you, your firm or the officers of the firm at this time? If yes, please explain. G. Licensing: Must show proof of current licensing by the Eagle County Environmental Health Department. IV. METHOD OF AWARD All proposals will be reviewed by Eagle County and any other review as determined to be necessary. Firms may be asked to supplement their initial proposals with additional written material. The County may short-list firms based upon an evaluation of the written submittals. The County may then arrange for in-person interviews with each firm. The County reserves the right to award this Contract to the firm that demonstrates the best ability to fulfill the requirements of the project. The successful firm will be chosen based on the qualifications, selection criteria evaluation and possible interview. The firm selected will be given the first right to negotiate an Agreement acceptable to the County. In the event that an Agreement satisfactory to the County cannot be reached, the County may enter into negotiations with one or more of the remaining firms. The successful firm shall commence work only after execution of an acceptable Agreement and approval of insurance certificates. The successful firm will perform all services indicated in the proposal in compliance with the negotiated Agreement. Page 3

4 V. EAGLE COUNTY GOVERNMENT RIGHTS The County reserves the right to reject all or portions of any or all Request for Proposals, to waive irregularities and technicalities, to re-advertise, or to proceed to provide the services otherwise, in the best interest of the County. The County may, at is sole discretion, modify or amend any and all provisions herein. The County will not pay for any information herein requested, nor is it liable for any costs incurred by the participating firm. The County reserves the right to extend the Request for Proposals submittal date if needed. All changes and/or clarifications will be distributed to all firms indicating interest in the form of addenda. A list of firms and others who have been issued Request for Proposals documents will be made available upon request. VI. INSURANCE REQUIREMENTS Prior to the commencement of performance, the successful firm / joint venture shall furnish to the County a certificate of insurance for workers' compensation and general liability, with limits of not less than $1,000,000. VII. PROPOSAL MEETING/INQUIRIES Any questions related to this request must be directed to the Eagle County Facilities Management Department, Attention Ron Siebert, Project Manager, ( ron.siebert@eaglecounty.us; FAX NO ). Inquiries must be made in writing and submitted no later than 3:00 pm Thursday, March 29 th. Questions answered verbally will be followed up by written addenda as deemed necessary; oral interpretations shall have no effect. VIII. SUBMISSION CRITERIA: Firms interested in performing the professional services requested must submit the following information: Page 4 1. Three (3) copies of their proposal. 2. Fee Schedule to provide these services for this project and hourly rates in advance of defining the scope of work. Proposals shall be addressed to: Eagle County Facilities Management Department ATTN: Ron Siebert, Project Manager Mail: PO Box 850 Eagle, CO Physical: 3289 Cooley Mesa Road, Bldg A Gypsum, CO All proposals shall be received by Thursday, April 5, 2012, at 3:00pm., local time. Proposals may be sent via US Mail, FedEx, UPS, or hand delivered. Faxed or ed

5 proposals will not be accepted. Any statement of qualifications received after this time will be returned unopened. Proposals will be evaluated by a selection committee. A limited number of qualified firms may be selected for a detailed presentation of their proposal for review and final consultant selection. The County reserves the right to reject any or all proposals. Page 5

6 Bid Sheet Septic Pumping and Cleaning Services TYPE of SERVICE Equipment - Travel Equipment Pump Dump Fee: Grease Sand/Water Sewage Other (Please describe) COST /hour /hour /gallon /gallon /gallon Page 6

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