November 3, RE: Request for Proposals (RFP) Asset Management Consultant Services

Transcription

1 Finance & Administration Contract Administration One National Life Drive [phone] Montpelier, VT [fax] November 3, 2015 RE: Request for Proposals (RFP) Asset Management Consultant Services The State of Vermont, acting through the (VTrans), is requesting proposals from Consultants to assist with Asset Management Consultant Services. The selected Consultant(s) shall provide services in order to facilitate the completion of several ongoing and planned initiatives that are required to support VTrans in the areas of asset, risk and performance management. VTrans seeks to retain qualified and innovative Consultants who have experience working on transportation planning and engineering projects. Consultants are expected to provide a suite of services encompassing asset management, risk management and performance management. Consultant services are expected to be delivered on an on-call basis to complement and support VTrans asset management efforts. Consultants are not required to have expertise in all areas, but all Consultants shall have expertise in at least one of the three major management disciplines noted above. Consultants are requested to provide a short list of Sub-Consultants with whom they have an agreement to work with under this retainer contract. Consultants shall provide documentation of the Sub-Consultant s expertise and note whether or not they have prior experience working with the Sub-Consultant. Consultants may be required to work with the Sub- Consultants that they specify in their proposal particularly if VTrans wishes to utilize that particular Sub- Consultant s skill set. The types of services performed under this contract will be as directed by VTrans Project Manager as designated by the Director of VTrans Asset Management & Performance (AMP) Bureau. All work will be accomplished in accordance with the following: Scope of Work (SOW), dated September 28, 2015; Procedures for Selecting Contractors and Specifications for Contractor Services document including Customary State Contract Provisions, dated August 28, 2008, Revised December 29, 2008; Standard State Provisions For Architect/Engineer Professional Service Agreements General Special Provisions dated November 22, 2011; and Revised Standard State Provisions for Contracts and Grants dated September 1, 2015 all of which are attached hereto.

2 Request for Proposals for Asset Management Consultant Services Page 2 All questions or requests for clarification related to this RFP shall be forwarded to the VTrans Point of Contact at: Bonnie Sanders, Contracts Specialist IV, Contract Administration 1 National Life Drive Montpelier, VT OR to Bonnie.Sanders@vermont.gov Subject: Asset Management Consultant Services OR Faxed to (802) Attention: Bonnie Sanders Subject: Asset Management Consultant Services All such questions and requests shall be in writing to the addresses above and no later than November 16, VTrans will not be bound by any oral communications. All questions or requests for clarification received will be documented and answered after this date. Communication with other VTrans personnel regarding this RFP is prohibited and may result in the rejection of your proposal. VTrans intends to select three (3) or more consultants to perform the services covered in the SOW and will enter into contracts covering a two-year period with the option to extend one or more contracts for an additional two-year period to complete existing assignments or assign new work. It is the intention of VTrans to contract with Consultants with the capacity to meet our needs. Payment for each assignment will be based on the consultant s actual cost plus fixed fee or a firm fixed price. The maximum limiting amount for each contract will range from $400,000 upward. The maximum limiting amount will vary in accordance with resources available including the number of available qualified staff dedicated to the contract, as proposed and/or established during negotiations. Award of a contract does not guarantee payment of the entire maximum limiting amount. Assurance that qualified staff will be available and dedicated to the contract will be required. Future growth of a firm resulting in additional resources or qualified staff that will be dedicated to the contract may result in an increase of the maximum limiting amount. A reduction in resources or qualified staff dedicated to the contract as originally proposed may result in a decrease of the maximum limiting amount. Once under contract, VTrans will negotiate the labor classification and hours proposed for each work assignment that is considered to be fair and reasonable to VTrans. Payment for specific work assignments under this contract will utilize an actual cost plus fixed fee structure or a firm fixed price. VTrans will indicate the proposed payment structure when requesting an estimate. If a satisfactory cost cannot be negotiated for a specific assignment, VTrans retains the right to negotiate with another consultant under contract for these services.

3 Request for Proposals for Asset Management Consultant Services Page 3 VTrans may use several methods for determining and distributing work assignments to contracted consultants including but not limited to: requesting technical proposals from more than one firm for comparison; requesting a proposal from a single consultant, or requesting proposals addressing more than one project. For actual cost plus fixed fee work assignments: Meals will be reimbursed at actual cost up to the maximum State rates. Mileage will be reimbursed at State Rates except that mileage reimbursement may be increased for crew vehicles if the consultant can document higher rates based on past company records or audited rates. Lodging will be reimbursed at actual cost and on the basis of reasonable rates as determined by VTrans when such overnight lodging is authorized and required by the VTrans. Please be aware that the mid-day meal is not eligible for reimbursement unless an overnight stay is required. For fixed fee work assignments: The State shall not be responsible for expenses of the Contractor. It is the intent of VTrans to select consultants for this work based on the highest ranked technical proposals in accordance with the Brooks Act. After selection, VTrans will negotiate retainer contracts that are considered to be fair and reasonable to VTrans. Based on the initial proposal, award may be made without negotiation. If negotiations are not satisfactory for a retainer contract, VTrans retains the right to negotiate with another proposer. Cost and financial information will not be reviewed until selections are made. Selected Consultant Technical Proposals, excluding financial information, become public record and are available for public review and inspection upon execution of the contract. The contents of the successful consultant s technical proposal, as accepted by VTrans, may become part of the contract awarded as a result of this process. In the event that it becomes necessary to revise, modify, clarify, or otherwise alter this RFP, including VTrans responses to questions and requests for clarification, such modification shall be in the form of a written RFP Change. Any such RFP Change shall be posted to the VTrans FTP site. IT SHALL BE THE CONSULTANT S RESPONSIBILITY TO MAKE INQUIRY TO, AND TO OBTAIN THE RFP CHANGES ISSUED, IF ANY. In order to be considered responsive to this RFP, each consultant shall conform to the following requirements: 1. Required Information for the Technical Proposal A. Submit One (1) envelope, or package containing 1 CD or DVD holding an electronic copy of the technical proposal and Eight (8) bound printed copies of the technical proposal.

4 Request for Proposals for Asset Management Consultant Services Page 4 B. The technical proposal shall be clear and concise, not exceeding a maximum of twenty (20) single-sided 8 ½ x 11 pages, excluding Quality Control Plan, organization chart, resumes and certifications. Information better suited to a larger page size format (such as schedules, etc.) may be included; these pages shall be folded to an 8 ½ x 11 size. The technical proposal shall have all pages numbered consecutively and using a size 12 font. The proposals must be single sided. C. In order to assist in the evaluation process, technical proposals shall include the following information organized as presented below. Within the tabbed sections the Consultant shall address the evaluation criteria set forth in this RFP, include a detailed description of the firm s understanding of the SOW, and detail the firm s capabilities to perform such work. D. Cover Letter. The cover letter will not count as part of the 20 page limit providing it does not contain information that is required in the RFP E. General Firm Information. In a tabbed and labeled section please provide the following elements. 1. Introduction to Consultant Firm - Consultants shall provide the following information relative to their firm. Similar information must be provided for each sub-consultant. Sub-consultant roles should be clearly defined. a. Firm name and business address, including telephone number and contact. b. Year firm was established. Include former firm names and years established if applicable. 2. Qualification and Experience of Firm - This section shall detail the Consultant firm s previous experience relating specifically to asset, risk and performance management pertaining to transportation or similar entities. This section should detail any spatiality services or areas of expertise. 3. Organization Chart - Submission shall include a one page organizational chart of the consultant team that notes the name and title of key individuals that are proposed to manage or perform tasks. The Organization s Chart will not be counted as part of the twenty (20) page limit. 4. Availability Chart - Detail the availability of each key staff member (as identified in organizational chart) to devote to VTrans projects, taking into

5 Request for Proposals for Asset Management Consultant Services Page 5 consideration their other project commitments. The Availability Chart will be counted as part of the twenty (20) page limit. F. Asset Management Services: In a tabbed and labeled section please provide the following elements. 1. Qualification and Experience of firm - This section shall detail the Consultant firm s previous experience relating specifically to transportation or similar entities for Asset Management Services. 2. Brief examples of projects for which the firm has provided Asset Management Services. Include a summary of services provided, and identify a knowledgeable client contact including address and phone number. Examples should be limited to services provided in the last ten years. 3. Identify key personnel to provide Asset Management Services including a brief summary of their experience and qualifications. G. Risk Management Services: In a tabbed and labeled section please provide the following elements. 1. Qualification and Experience of firm - This section shall detail the Consultant firm s previous experience relating specifically to transportation or similar entities for Risk Management Services. 2. Brief examples of projects for which the firm has provided Risk Management Services. Include a summary of services provided, and identify a knowledgeable client contact including address and phone number. Examples should be limited to services provided in the last ten years. 3. Identify key personnel to provide Risk Management Services including a brief summary of their experience and qualifications. H. Performance Management Services: In a tabbed and labeled section please provide the following elements. 1. Qualification and Experience of firm - This section shall detail the Consultant firm s previous experience relating specifically to transportation or similar entities for Performance Management Services. 2. Brief examples of projects for which the firm has provided Performance Management Services. Include a summary of services provided, and identify a knowledgeable client contact including address and phone number. Examples should be limited to services provided in the last ten years.

6 Request for Proposals for Asset Management Consultant Services Page 6 3. Identify key personnel to provide Performance Management Services including a brief summary of their experience and qualifications. I. Resumes Provide in a tabbed and labeled section resumes of key personnel, identified above, expected to manage or perform tasks assigned under these contracts. Each resume shall be limited to One (1) page focusing on the services to be provided. Include on each resume the number of years the individual has been employed with the firm. The resume section will not be counted as part of the twenty (20) page limit. J. Quality Control Plan Provide, in a tabbed and labeled section, a copy of the current Quality Control Plan that will be utilized for these work assignments. The Quality Control Plan will not be counted as part of the twenty (20) page limit. K. The technical proposal shall also identify any sub-consultant firms expected to be used under the contract. Consultants shall include substantial details, as described in the Sections above, regarding the qualifications of personnel for any sub-consultants that are expected to be employed under the contract. The sub-consultant information shall be included within the tabbed sections listed above. For sub-consultants not named in the proposal, submittal of sub-consultant personnel will require approval by VTrans prior to the sub-consultant performing any work on assignments under this contract. The successful Consultant will have fully executed sub-agreements in place for each sub-consultant prior to the sub-consultant performing any work on assignments under this contract. L. Complete and return the Consultant and Sub-Consultant Information sheets indicating the names and contact information for your company and all sub-consultants. The Consultant and Sub-Consultant Information sheets will not be counted as part of the twenty (20) page limit. 2. Evaluation of Technical Proposals The technical proposals will be evaluated considering the following criteria: Criteria 1. Consultant Qualifications Demonstration of individual members of the Consultant s team to Maximum Points 25

7 Request for Proposals for Asset Management Consultant Services Page 7 provide the depth and breadth of technical skills and abilities relative to Asset Management, Data Management, Performance Management and Risk Management as outlined in the scope of work. 2. Sub-Consultant Qualifications Demonstration of Sub-Consultants to provide the depth and breadth of technical skills and abilities relative to Asset Management, Data Management, Performance Management and Risk Management as outlined in the scope of work. (If no sunconsultants are identified, these points will be applied to criteria #4) 3. Communication & Commitment of Resources Commitment of resources and staff shown on the organizational chart to complete projects and assignments outlined in the scope of work. The Consultant has effectively communicated their abilities to meet Agency schedule and expectations. 4. Consultant Team Experience The Consultant s team has past project experiences of similar scope as those listed in the RFP and has the knowledge and experience of VTrans organizational structure, procedures, standards and specifications. 5. Responsiveness to RFP Requirements The Consultant has provided a quality response adequately addressing the scope of work. The proposal is clear, succinct and conveys assurance to the Agency that the Consultant can accomplish the tasks outlined in the scope of work. 6. Innovation The Consultant has demonstrated the use of innovation on projects similar to those listed in the SOW. Innovation can be considered to be working in an area where there has been limited national experience or application implemented at the State Transportation Agency level Required Information for the Cost Proposal: A. Submit one (1) SEALED envelope, or package, containing four (4) paper copies of the cost proposal. B. Provide in the cost proposal hourly and overtime (as appropriate) rates per classification, for providing the necessary services as specified in the attached SOW. If there are multiple individuals in a classification please calculate one rate per classification. The

8 Request for Proposals for Asset Management Consultant Services Page 8 classifications should be consistent with the information provided in your technical proposal. Example: Project Manager $ n/a Biologist $ n/a Archaeologist $ $ Technician $ $64.00 This is only an example. Please use the classifications and rates you are proposing for work on this contract. For sub-consultants named in the proposal, include labor cost information by classification for all sub-consultant personnel. C. In addition, please provide rates for items such as equipment rental and other items deemed pertinent to this work. D. Premium overtime rates apply only to hours in excess of 40 hours on State projects in one week. Overtime rates will not be allowed unless prior written authorization is obtained from VTrans. E. For Actual Cost plus Fixed Fee assignments only: Meals will be reimbursed at actual cost up to the maximum State rates. Mileage will be reimbursed at State Rates except that mileage reimbursement may be increased for crew vehicles if the consultant can document higher rates based on past company records or audited rates. Please be aware that the mid-day meal is not eligible for reimbursement unless an overnight stay is required. Lodging will be reimbursed at actual cost and on the basis of reasonable rates as determined by VTrans when such overnight lodging is authorized and required by VTrans. For Fixed Fee assignments only: The State shall not be responsible for expenses of the Contractor. F. Any rates not outlined in the cost proposal will need to be approved in writing by VTrans prior to utilization or invoicing.

9 Request for Proposals for Asset Management Consultant Services Page 9 4. Required Financial Information: Submit one (1) envelope or package containing one copy of the required information: A. Financial Information 1. A completed VTrans Form AF38 (revised 07/2015) for the consultant and each subconsultant. Submit the Sub-consultant information in the same envelope and your company so there is only one submitted Financial envelope. You may seal the subconsultants information in a #10 envelope within your company s submittal envelope if desired. For this submittal the consultant shall complete Sections One and Three. 2. One (1) copy of the financial information for the consultant. 3. The financial information shall be current and cover a period ending no more than 18 months prior to the date the proposal is due. 4. In accordance with 23 USC 112 information supplied in compliance with the above financial requirements will be considered confidential. B. Break Down of Rates 1. Provide the current direct hourly rates for the key individuals who may be utilized under this agreement grouped by classification titles. The list of individuals should be consistent with the information provided in your technical proposal. 2. Please provide a breakdown of all rates by classification title including: direct rate, overhead rate, profit and total for the key personnel identified in the cost proposal. Example: Classification Direct Rate Overhead Rate % Profit % Total Overtime Premium Overtime Total Biologist $40.00 $60.00 $8.00 $ n/a $ Archaeologist $32.50 $48.75 $6.50 $ $16.25 $ Technician $20.00 $30.00 $4.00 $ $10.00 $64.00 **This is only an example. Please use this format to present your information. 3. VTrans considers profit as a negotiable item and caps the profit at 10%. Please notify all sub-consultant(s) of the 10% cap.

10 Request for Proposals for Asset Management Consultant Services Page If there are multiple individuals in a class of labor please calculate one rate per classification. Include an explanation and justification for the calculation method utilized in calculating that rate. These rates will not be used for reimbursement but will be used for the negotiations process. 5. The total (fully burdened) rate provided in this section shall match the total (fully burdened) rate per class of labor as submitted in the Cost Proposal, Section 2.B. above. 5. Required Shipping Information A. Clearly indicate the following on the outside of the sealed envelope or package containing the Technical Proposal, the Cost Proposal and the Financial Information: a. Name and address of the prime consultant b. Due date and time (December 1, :00 p.m.) c. Asset Management Consultant Services B. Submit the sealed envelope or package to the Office of Contract Administration,, One National Life Drive, Montpelier, VT , prior to 2:00 p.m., on Tuesday, December 1, C. Proposals or unsolicited revisions submitted after the specified due date and time will not be accepted and will be returned to the consultant. 4. Rejection Conditions A. VTrans reserves the right to reject any or all proposals received as a result of this RFP. A proposal may be rejected for one or more of the following reasons, or for any other reason deemed to be in the best interest of VTrans: 1) Failure of the consultant to adhere to one or more provisions of this RFP. 2) Failure of the consultant to submit information required by this RFP. 3) Failure of the consultant to follow generally accepted ethical and professional standards during the RFP process. 4) Communications about this RFP with VTrans personnel other than the Point

11 Request for Proposals for Asset Management Consultant Services Page 11 of Contact listed in this RFP. 5) Technical Proposals exceeding the page limit. 6) Technical Proposals that are not printed in accordance with the requirements of this RFP. (To include, but not limited to: paper size, font specifications, single or double sided printing, etc). 7) Failure to provide the correct number of copies of the Proposals as specified in this RFP. VTrans reserves the right to request and consider the opinions of any State and/or Federal Agency relative to the qualifications, capability and performance of any consulting firms and/or sub-consultants identified in responses to requests for proposals. Each consultant awarded a contract shall, upon notification of award, apply for registration with the Vermont Secretary of State's Office to do business in the State of Vermont, if not already so registered. The registration form may be obtained from the Vermont Secretary of State, 128 State Street, Montpelier, VT The telephone number is (800) VTrans will NOT execute the contract until the consultant is registered with the Secretary of State s Office. You may check the status of your registration at If any consultant is aggrieved by the proposed award of the contract, the consultant may appeal in writing to the Chief of Contract Administration. The appeal must be postmarked within fourteen (14) calendar days following the date of the written notice to award the contract. All proposals become the property of VTrans upon submission. The cost of preparing, submitting and presenting a proposal is the sole expense of the proposing consultant. Unselected proposals may be destroyed or returned to the bidder at VTrans discretion. VTrans reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel this RFP in part or in its entirety if it is in the best interests of VTrans. This solicitation of proposals in no way obligates VTrans to award a contract. Sincerely, Bonnie Sanders Contracts Specialist

12 Request for Proposals for Asset Management Consultant Services Page 12 Enclosures: Scope of Work dated September 28, 2015 Procedures for Selecting Contractors and Specifications for Contractor Services, dated August 28, 2008, Revised December 29, 2008 The General Special Provisions dated November 22, 2011 The Standard State Provisions for Contracts and Grants dated September 1, 2015 Consultant and Sub-Consultant Information

13 VTrans of Transportation SCOPE OF WORK For ASSET MANAGEMENT CONSULTANT SERVICES Prepared by: Vermont Asset Management & Performance Bureau 1 National Life Drive Montpelier, Vermont September 28, 2015

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15 Scope of Work: Asset Management Consultant Services I. GENERAL The Vermont (VTrans) is committed to utilizing asset management principles to manage its transportation infrastructure. This commitment requires additional Consultant services in order to facilitate the completion of several ongoing and planned initiatives that are required to support VTrans in the areas of asset, risk and performance management. VTrans seeks to retain qualified and innovative Consultants who have experience working on transportation planning and engineering projects. Consultants are expected to provide a suite of services encompassing asset management, risk management and performance management. Consultant services are expected to be delivered on an on-call basis to complement and support VTrans asset management efforts. Consultants are not required to have expertise in all areas, but all Consultants shall have expertise in at least one of the three major management disciplines noted above. Consultants are requested to provide a list of Sub-Consultants with whom they have an agreement to work with under this retainer contract. Consultants shall provide documentation of the Sub-Consultant s expertise and note whether or not they have prior experience working with the Sub-Consultant. Consultants may be required to work with the Sub-Consultants that they specify in their proposal particularly if VTrans wishes to utilize that particular Sub-Consultant s skill set. The types of services performed under this contract will be as directed by VTrans Project Manager as designated by the Director of VTrans Asset Management & Performance (AMP) Bureau. II. AMP BACKGROUND The AMP is a bureau within VTrans Highway Division (HD) and is a collaborative, interdisciplinary team with a diverse range of individual skills and experiences, whose work involves extensive consultation with a wide variety of internal and external stakeholders. The AMP s mission is to ensure that the right treatment is made on the right asset at the right time. Asset management is the coordination and execution of essential activities that directly and indirectly support VTrans strategic goals and objectives. The AMP currently consists of four sections; Administration, Budget & Programming, Data Management and Performance. III. SPECIFIC SCOPE OF WORK As needs develop, VTrans will assign specific tasks to its Consultants in accordance with a detailed scope of work. A single task, or collection of tasks, supporting a single initiative will be considered a project for purposes of this contract. VTrans may use several methods for determining and distributing projects to a contracted Consultant including but not limited to: requesting technical proposals from more than one firm for comparison; requesting a proposal from a single Consultant; or requesting proposals addressing more than one initiative. The Project Manager will transmit a scope of work to the Consultant with a request for a cost proposal, schedule, and a cost estimate. In order for the proposal to be considered, the Consultant must submit their cost proposal within the specified time frame. The Project Manager will review the Consultant(s) s submittal and shall then enter into negotiations with the preferred Consultant if 1 P age

16 Scope of Work: Asset Management Consultant Services necessary. If a satisfactory scope and/or cost cannot be negotiated for a specific scope of work then VTrans retains the right to negotiate with another Consultant under contract for these same services. The cost of preparing, submitting and presenting a proposal package is the sole expense of the proposing Consultant. VTrans may use any criteria in its best interest including, but not limited to, the following when selecting a Consultant to perform a specific scope of work: Past performance on similar projects or activities Qualification and experience of the proposed team Cost effectiveness; proposed cost vs. perceived value to VTrans Availability of Consultant team with appropriate technical disciplines Ability to meet VTrans schedule The Consultant may be required to attend or facilitate meetings and conduct work anywhere within Vermont, however, the majority of travel would likely be to Montpelier. The Consultant will be required to perform a variety of asset, risk and performance management related activities. Services for individual projects may range from performing a discrete task (i.e. conducting a load rating analysis for a bridge) to performing work for all phases of the project. Services performed by the Consultant may include, but are not necessarily limited to, the following types of activities: A. Asset Management: Coordinate and perform support activities related to the development, operation and advancement of VTrans asset management systems. Assets may include, but are not limited to, pavements, bridges, culverts and other buried structures, retaining walls, rock or soil slopes, signs, guardrails, signals, etc. Assist VTrans in general transportation planning and policy development activities related directly to asset management such as coordinating and gathering internal and external opinion and feedback, assessing asset needs across the State and determining sustainable asset investment levels. Other activities may include developing strategies to assess VTrans priorities and comparing or weighting these priorities against each other in order to ascertain the appropriate asset investment level. B. TAMP development: Work on activities that are associated with developing VTrans Transportation Asset Management Plan (TAMP). The Consultant may be hired to supplement work being conducted by many of the TAMP Task Forces and/or requested to assist in the development of materials for inclusion into VTrans TAMP. C. Data Collection: Perform field data collection activities using VTrans preferred data collection tools that support the acquisition of the data in VTrans asset management databases. VTrans desires to have the ability to hire a Consultant team to perform NBIS bridge inspection services including underwater and fracture critical/ultrasonic testing. In addition, the Consultant may be requested to perform inspections for other assets such as culverts, retaining walls, signals, guardrail, etc. The Consultant shall thoroughly document each inspection and provide reports and electronic files using VTrans inspection templates 2 P age

17 Scope of Work: Asset Management Consultant Services within 30 days of the inspection that are easily digested and formatted to allow efficient transfer of data and information into VTrans asset management databases. D. Data Management & Analyses: Perform statistical analyses on VTrans data to validate the quality and ensure the accuracy of the data. Provide assistance to VTrans in the development of a Data Governance Manual. Provide assistance and guidance in the development and implementation of GIS applications. E. Deterioration Modeling and Economic Analyses: Review and update VTrans asset deterioration models to accurately reflect the deterioration of its assets. Perform activities to increase VTrans ability to predict future asset condition and needs. Develop guidance, process and tools to assist VTrans in performing economic analyses (life cycle cost analyses, return on investment [ROI] analyses, benefit cost analyses, economic impact analyses, financial plans) to determine the right treatment for VTrans assets. F. Risk Management: Provide assistance and guidance to VTrans relative to all aspects of risk management. The Consultant may be requested to help identify risks and to develop risk response strategies, risk escalation plans and risk mitigation plans. Assistance may be requested in the development of VTrans Risk Register and in the development and review of risk management plans. G. Performance Management: Perform activities associated with the development and management of performance management activities; including the development of performance dashboards. Deploy customer surveys, analyze the survey data and provide VTrans with feedback and recommendations. Provide support to the Performance Section to establish a performance management system and culture at VTrans. Activities may include managing collaborative feedback sessions with both internal and external customers as well as completing performance monitoring and reporting activities. H. Budgeting & Programming: Coordinate and facilitate activities that guide VTrans towards the optimization of its budget and its Statewide Transportation Improvement Plan (STIP) through the consideration of competing performance objectives and a wide range of business needs. Develop a process utilizing multi-objective decision analysis to assist VTrans in documenting and prioritizing its projects and programs. Perform support and development activities relating to the re-allocation of assets and trade-off analyses. Provide guidance and support to VTrans in the development of policies related to program prioritization. Assist VTrans in developing and/updating corridor management plans. Work authorizations for specific projects may be awarded on a firm fixed price basis or on a costplus-fixed-fee basis. When all elements of the proposed scope of work have been negotiated and accepted the VTrans Project Manager shall issue a Note to Proceed to the Consultant, see Section IV Notice to Proceed for additional information. 3 P age

18 Scope of Work: Asset Management Consultant Services IV. NOTICE TO PROCEED A Notice to Proceed will be issued for each project initiated under this contract. The Notice to Proceed will include, at a minimum, the following information: project name project description project budget (not to exceed amount) project schedule including maximum work assignment duration VTrans Project Manager information ( and telephone) for the work assignment Effective/begin date When it is in VTrans best interest to expedite a project, the Project Manger may issue an Advanced Work Authorization via correspondence indicating that the Consultant is authorized to begin work immediately up to a certain dollar value until the authorization is fully executed. The Notice to Proceed is valid only for a specific project and only for the project s duration. V. INVOICES The Consultant shall submit a monthly invoice to VTrans for services rendered to include work performed during the previous month (i.e., June 1 thru June 30). The Consultant shall submit an invoice within 30 days from the end of the timeframe covered. The Consultant shall submit a pdf of the monthly invoice to the VTrans Project Manager and to the Administrative Services Technician as assigned at the Asset Management & Performance Bureau. In addition, the Consultant shall submit a signed original of their invoice(s) and one copy for payment to the following address; Asset Management & Performance Bureau Administrative Services Technician 1 National Life Drive Montpelier, VT The monthly invoice should show a detailed breakdown of materials, equipment and labor; including both direct and indirect expenses incurred by each Consultant or Subconsultant project personnel during the invoice period. A separate invoice shall be submitted for each project. The monthly invoice package shall include the actual invoice, back-up documentation and a descriptive activity summary. Invoices shall be based on a calendar year and sequentially numbered, dated, and show the time period during which the services were performed and expenses incurred. The monthly invoice package should also include a summary of all projects assigned to the Consultant and include documentation of prior expenditures, current charges, and the amount of remaining contract funds. The Consultant is required to submit a monthly progress report along with each project s invoice. The progress report should detail project accomplishments and report any problems encountered. 4 Page

19 Scope of Work: Asset Management Consultant Services The Consultant shall include an estimated project completion percentage based on the actual work completed and not based solely on the ratio of expenditures (invoiced or received) divided by the project value. In addition, the Consultant shall document how they will address any challenges, problems or obstacles for future work activities. Final details of the design and layout of the invoices and summary sheets can be managed by the Consultant and the Project Manager. However, the following required information shall be included on each invoice, for the Consultant and any Sub-Consultants, as follows: Consultant Name and Address Consultant Contact Information Primary Contact person including phone and information Telephone & Telefax Numbers Project Name & Contract Number Contract Maximum Limiting Amount (MLA) Estimated Project Completion Date Invoice Date and Timeframe covered by Invoice Invoice Number (to be numbered sequentially) Current Invoice Total Total Invoiced to Date Remaining Contract Amount Breakdown of Time, Materials, Equipment Straight Time Labor (number of hours, rate/hour) Subtotal of Straight time Overtime Labor (number of hours, rate/hour) Subtotal of Overtime Subtotal of all Labor Breakdown of Expenses total amount by employee per project* Mileage, meals, lodging, travel expenses* Subtotal of all expenses* Signature of authorized Consultant firm official * For Actual Cost plus Fixed Fee assignments only. 5 P age

20 AGENCY OF TRANSPORTATION PROCEDURES FOR SELECTING CONTRACTORS AND SPECIFICATIONS FOR CONTRACTOR SERVICES, INCLUDING CUSTOMARY STATE CONTRACT PROVISIONS AUGUST 2008 APPROVED BY: DATE: Secretary of Transportation Revised: December 29, 2008

21 REVISIONS December 29, 2008 Appendix A - Removed Standard Contract for Personal Services and replaced with revised version dated December 8, Appendix B - Removed Standard State Contract Provisions dated May 23, 2008 and replaced with Standard State Provisions for Contracts and Grants dated December 8, 2008.

22 TABLE OF CONTENTS DIVISION GENERAL PROVISIONS... 1 SECTION DEFINITIONS AND TERMS ABBREVIATIONS DEFINITIONS....1 SECTION 102 PREQUALIFICATION, SELECTION, PROPOSALS AND CONTRACT AWARDS GENERAL CONTRACTOR QUALIFICATIONS SCOPE OF WORK ADVERTISEMENT OF SOLICITATIONS PROCEDURES FOR SELECTION CONTRACTS PRECEDENCE OF CONTRACT DOCUMENTS SHORT LIST DEVELOPMENT, ADVERTISEMENTS AND LETTERS OF INTEREST....5 DIVISION 200- GENERAL REQUIREMENTS AND COVENANTS... 6 SECTION 201 INSURANCE GENERAL VALUABLE PAPERS AND RECORDS INSURANCE RAILROAD PROTECTIVE LIABILITY RETAINAGE AND LIQUIDATED DAMAGES PROFESSIONAL LIABILITY INSURANCE....8 SECTION 202 COMPLIANCE WITH LAWS GENERAL COMPLIANCE WITH LAWS; RESPONSIBILITY FOR VIOLATION SEVERABILITY DEBARMENT CERTIFICATION LOBBYING DBE POLICY REQUIREMENTS CIVIL RIGHTS AND EQUAL EMPLOYMENT OPPORTUNITY ENVIRONMENTAL REGULATIONS FALSE STATEMENTS PROMPT PAYMENT SECTION 203 CONTRACT PROVISIONS ADMINISTRATION REQUIREMENTS PERSONNEL REQUIREMENTS AND CONDITIONS CONFLICT OF INTEREST ASSIGNMENTS, TRANSFERS AND SUBLETTING PERFORMANCE AND COMPLETION OF WORK CONTINUING OBLIGATIONS APPEARANCES CHANGES AND AMENDMENTS APPENDICES EXTENSION OF TIME RESOLUTION OF CONTRACT DISPUTES EXCUSABLE FAILURE TO COMPLY WITH TIME SCHEDULE NO ADVANTAGE FROM ERRORS OR OMISSIONS IN CONTRACT DOCUMENTS NON-HOSTILE-ACT CLAUSE...20 SECTION OPERATIONAL STANDARDS RESPONSIBILITY FOR SUPERVISION WORK SCHEDULE AND PROGRESS REPORTS UTILITIES PUBLIC RELATIONS INSPECTION OF WORK...21 Page i

23 WRITTEN DELIVERABLES/REPORTS...21 SECTION PROJECT DEVELOPMENT AND STANDARDS PLANS, RECORDS AND AVAILABLE DATA DESIGN SPECIFICATIONS, STANDARDS, MANUALS, GUIDELINES, DIRECTIVES, AND POLICIES ELECTRONIC DATA MEDIA REVIEWS AND APPROVALS...24 SECTION PAYMENT FOR SERVICES RENDERED PAYMENT PROCEDURES PAYMENT FOR ADDITIONS, DELETIONS OR CHANGES SECTION 207 AUDIT REQUIREMENTS AUDIT REQUIREMENTS...27 SECTION SECRETARY OF STATE REGISTRATION WITH SECRETARY OF STATE...28 APPENDIX A STATE OF VERMONT STANDARD CONTRACT FOR PERSONAL SERVICES...29 APPENDIX B STATE OF VERMONT CUSTOMARY STATE CONTRACT PROVISIONS 30 Page ii

24 DIVISION GENERAL PROVISIONS SECTION DEFINITIONS AND TERMS Wherever used in these Specifications for Contractor Services or in any documents that these specifications pertain to or govern; abbreviations may be used in place of a word or phrase and definitions may be used to interpret statements for the meaning of words, phrases or expressions. The intent and meaning for abbreviations and definitions shall be interpreted as herein set forth: ABBREVIATIONS. CADD Computer Aided Drafting and Design CFR Code of Federal Regulations CPM Critical Path Method CSC Contractor Selection Committee DBE Disadvantaged Business Enterprise EDM Electronic Data Media FTP File Transfer Protocol LOI Letter of Interest RFP Request for Proposals SOW Scope of Work U.S.C. United States Code USDOT United States Department of Transportation USEPA United States Environmental Protection Agency VOSHA Vermont Occupational Safety and Health Act V.S.A. Vermont Statutes Annotated VTrans (VAOT) Vermont DEFINITIONS. Wherever in these specifications or in other contract documents the following terms or pronouns in place of these are used, the intent and meaning shall be interpreted as follows, unless that context makes clear that another meaning is intended: ACCEPTANCE: (Reviews-Acceptances) The State s determination that a deliverable meets the requirements of the contract. The State's determination shall prevail in the interpretation of acceptability. ACCEPTANCE DATE: The date of the written notice to the contractor by the Project Manager that the project is complete and final payments, if applicable, have been approved as provided by the contract. AGENCY: State of Vermont,, also referred to as VAOT or VTrans. AGREEMENT: See CONTRACT. Page 1

25 AMENDMENT: A change to a contract that has been reviewed and approved, by signed document, by all parties to the contract. AUDIT: An examination of the financial accounting and record systems of an entity in accordance with Generally Accepted Governmental Auditing Standards (yellow book), applicable accounting principles, and contract terms. CALENDAR DAY: A day as shown and sequenced on the calendar, beginning and ending at midnight, as differentiated from work days or other intermittent time references. COMPETITIVE NEGOTIATION: A means of procurement involving negotiations, based on qualifications, as described in Title IX of Federal Property and Administrative Services Act of 1949, or the formal procedure permitted by Title 19 V.S.A. Section 10a. Any competitively procured contract awarded without using a sealed bid process is considered a negotiated contract. CONTRACT: A written contract between the VTrans and another legally distinct entity for the provision of service(s) and/or product(s). Only the Secretary of the Agency and the Deputy Secretary of the Agency have the authority to sign a contract over $10,000 on the behalf of the Agency, as specified in the VT Agency of Administration Bulletin Delegation of Authority for Signing Documents. The term contract includes all such contracts whether or not characterized as a contract, agreement, miscellaneous contract, letter of agreement, amendment or other similar term. CONTRACTOR: An individual or legally distinct entity providing contractual services and/or products directly to the Agency. DIRECTOR: A Division manager within the Agency who reports directly to Vermont s Secretary of Transportation. DIVISION: A major component of the Agency, headed by a member of the Agency s executive staff. Each Division is subdivided into Sections and Units. (Note: For contracts subject to these specifications the Department of Motor Vehicles is also defined as a Division.) EXTRA WORK OR ADDITIONAL SERVICES: Services determined to be required that are not specified in a contract. FIXED FEE: A specific amount of money to be paid in addition to the hourly or other rates for the work performed pursuant to a contract which is determined by taking into account the size, complexity, duration, and degree of risk involved in the work. Overruns in the work and/or the duration of the work shall not warrant an increase in the fixed fee. Page 2

26 OVERTIME PREMIUM RATE: Time and one-half or some other multiple for hours worked in excess of 40 hours in a workweek or for hours worked on weekends, holidays, and other times when work is not generally performed. PROGRESS PAYMENTS: Partial payments made for services performed under the contract as the work progresses, at intervals and within limitations designated in the contract. PROGRESS REPORT: A comprehensive narrative, graphic and/or tabular document/report, whether in hard copy or electronic format, indicating actual work accomplished by the contractor. PROJECT: All activities performed and expenditures made to accomplish a specific goal. A contract may encompass part of, or more than, one project. PROJECT MANAGER: A VTrans representative responsible for administrative management of a project and coordination of all activities related to the project, including the contract(s) to accomplish the goals of the project. SCOPE OF WORK: A detailed description of all services and actions required of a contractor in a contract. STATE: The State of Vermont as represented through and by VTrans. SUBCONTRACTOR: An individual or legally distinct entity to whom or which the contractor sublets part of the work. VALUABLE PAPERS: Material bearing written or printed information of importance, utility or service relating to a project or contract. Electronic information is also included. WORK: The furnishing of all labor, materials, equipment, and/or incidentals necessary or convenient to the successful completion of the contract and carrying out of the duties and obligations imposed by the contract. WORK SCHEDULE: The approved CPM or other work schedule prepared and submitted by the contractor. Page 3

27 SECTION 102 PREQUALIFICATION, SELECTION, PROPOSALS AND CONTRACT AWARDS GENERAL. Section 102 covers VTrans requirements and procedures for contractor selection and contract processing for contractor service contracts CONTRACTOR QUALIFICATIONS. In the manner defined under 23 CFR Part 172 Administration of Engineering and Design Related Service Contracts and similar CFR provisions, VTrans will annually advertise for potential contractors interested in performing professional services. To register with VTrans and be included on lists to perform work, potential contractors must fill out and submit Standard Form 330, Architect Engineer Qualifications, to the VTrans Contract Administration Section, National Life Building, 1 National Life Drive, Drawer 33, Montpelier, VT A potential contractor may submit any additional information it believes will be beneficial to clarify its specialization and/or qualifications. Contract Administration will maintain inventory files of all registered potential contractors, indexed by discipline, and an alphabetical listing of all firms by name. Except for the Architectural/Engineering design field, qualification and/or registration of potential contractors desiring to perform contractual services is/are not required. However, all potential contractors are encouraged to register with VTrans Contract Administration to ensure they are considered for work in those disciplines for which they are qualified SCOPE OF WORK. The Project Manager is responsible for preparing a Scope of Work (SOW) for services to be performed pursuant to a contract. At a minimum, each SOW shall contain the following: (a) (b) The purpose and a description of the project, as well as a clear, accurate and detailed description of the work to be performed, including the project number, if assigned. A description of standards that the services are required to meet. (c) All reporting and delivery requirements. (d) A time schedule that the contractor will need to meet ADVERTISEMENT OF SOLICITATIONS. All State departments and agencies are required to post on the Vermont Bid Information System Electronic Bulletin Board information pertaining to all contracts Page 4

28 available for bid with a value exceeding $10,000. The Vermont Bid Information System contains a summary of the RFPs, LOIs, Requests for Interest, and Requests for Quotations, job contracts and other opportunities currently being advertised by the State. Interested contractors may access this information at PROCEDURES FOR SELECTION. Except where otherwise required by federal, state or other laws, ordinances, or regulations, the customary process for selecting contractors for personal services is by competitive negotiation CONTRACTS. The successful contractor must return a signed Standard State of Vermont Contract for Personal Services within fifteen (15) calendar days of receipt (see attached Appendix A) PRECEDENCE OF CONTRACT DOCUMENTS. These Specifications for Contractor Services, any Supplemental Specifications, and all other contract related documents are essential parts of the contract, and a requirement occurring in one is as binding as occurring in all. All contract documents are intended to be complementary and to describe and provide for a complete work. In case of discrepancy or conflict, precedence of the contract documents will be determined in the following order: Contract Document Precedence (a) State of Vermont Standard Contract for Personal Services. (b) VTrans Scope of Work. (c) VTrans General Special Provisions for Contractor Services. (d) VTrans Procedures for Selecting Contractors and Specifications for Contractor Services. (e) Contractor s Technical and Cost Proposals SHORT LIST DEVELOPMENT, ADVERTISEMENTS AND LETTERS OF INTEREST. A short list of contractors will be developed by VTrans from a list of qualified contractors or interested contractors determined from responses to a public advertisement. All short lists will contain at least three contractors unless compelling circumstances warrant a reduced number. Contractors on the short list will be sent the RFP. Contractors not on the short list may request a copy of the RFP and submit a proposal. RFP notices will be posted on the VTrans website at and the Electronic Bulletin Board operated by the Agency of Commerce & Community Development at and may be advertised in newspapers and/or industry publications. Page 5