CITY OF HAMTRAMCK REQUEST FOR PROPOSALS PROFESSIONAL ARCHITECHURAL AND ENGINEERING SERVICES

Transcription

1 CITY OF HAMTRAMCK REQUEST FOR PROPOSALS PROFESSIONAL ARCHITECHURAL AND ENGINEERING SERVICES ADVERTISE DATE September 12, 2014 QUESTION DEADLINE September 22, 2014 Submitted in writing via to the attention of: Robert Burgess Purchasing Director PROPOSAL DUE DATE September 30, :00 P.M. local time Hamtramck City Clerk s Office 3401 Evaline Hamtramck, Michigan PUBLIC RECORDING October 3, 2014 at 10:00 a.m. To be held in the City Council Chambers 2 nd Floor, Hamtramck City Hall 3401 Evaline Hamtramck, Michigan BIDS SUBMITTED WILL NOT BE AVAILABLE FOR REVIEW. THE PUBLIC RECORDING WILL BE THE CONTRACTORS OPPORTUNITY TO BE INFORMED AS TO THE CONTRACTORS SUBMITTING PROPOSALS IN RESPONSE TO THIS RFP.

2 DESCRIPTION TABLE OF CONTENTS PAGE NO. Introduction 3 Minimum Qualifications 3 Scope of Work 4-7 Insurance Requirements 7-9 Price Proposal 9-10 Evaluation Criteria 10 Evaluation Procedure 10 Proposal Content Requirements Proposal Disclaimers and Conditions 12 Rejections, Modifications and Cancellations 12 News release and other communications 12 Confidentiality of Proposals 12 Signature Page Attachment A Bid Sheet 15 2

3 1. INTRODUCTION The City of Hamtramck, Wayne County, Michigan, hereinafter called "City", may, on occasion, need to seek professional architectural and engineering support services. This Request for Proposal (RFP) seeks a Contractor ( Contractor ) that can provide general professional and technical architectural and engineering services including civil design, construction inspection, project administration, traffic engineering, geotechnical engineering, architectural services, etc. The types of professional and technical services that the City is seeking may consist of providing any combination of these tasks. Additionally, the consulting duties may be project specific or general in nature. The Contractor is to perform all work in accordance with generally accepted standards and practices and must be in good standing and current with all licensing and taxes. The successful Contractor will be required to obtain approved clearances and affidavits (and insurances) from the Income Tax Division, Revenue Collections Division and the City Clerk prior to approval of a contract. Approved clearances and insurances are not required when submitting a response to the RFP but will be required of the successful Respondent prior to approval of a contract. The City expressly reserves the right to modify, add, or delete, any item(s) from the proposal it deems necessary prior to the issuance of an award. The term of the contract will be for three (3) years, with two (2), one-year renewal options. Any renewal option exercised under this contract is effective only after the approval of the Hamtramck Emergency Manager or the Hamtramck City Council. The relationship of the Contractor to the City of Hamtramck is to be that of an independent Contractor and no liability or benefits, such as retirement benefits or liabilities, pension rights or liabilities, insurance rights or liabilities, holiday pay, sick pay, vacation pay, personal injury or property insurance rights or liabilities, or such other rights, provisions or liabilities arising out of a contract of hire or employer-employee relationship either express or implied shall arise or accrue to either party as the result of this agreement and undertaking. The Contractor shall, under no circumstances, represent himself/(herself) as an employee of the City of Hamtramck. 2. MINIMUM QUALIFICATIONS Proposals will only be accepted from those firms demonstrating a minimum of three (3) years of experience providing the services requested in this RFP for projects of similar scope and size and possessing professional licenses, if any, required by the State of Michigan. 3

4 3. SCOPE OF WORK The City of Hamtramck, Wayne County Michigan, ( City ), may, on occasion, need to seek professional architectural and engineering support services. This Request for Proposal (RFP) seeks a Contractor ( Contractor ) that can provide general professional and technical architectural and engineering services including civil design, construction inspection, project administration, traffic engineering, geotechnical engineering, architectural services, etc. The types of professional and technical services that the City is seeking may consist of providing any combination of these tasks. Additionally, the consulting duties may be project specific or general in nature. These services will be provided on an as needed basis as determined by the City. Prior to beginning any project, the City will review the scope of work, including the proposed schedule with the Contractor and the Contractor will then provide the City with a proposal including a not to exceed cost for that project. The Contractor will provide its labor rates, including benefits, overhead and profit for the provision of the various services under the Bid Sheet (Exhibit B ). The professional engineering services (including any services that may be considered as landscape design/architectural services) that the City is seeking are anticipated to fall within the following six phases of work: Contractors are not required to provide all these services, however, the minimum proposal shall include parts A-E. Parts F & G can be added to this base proposal and will warrant additional consideration when ranking firms for their applicability. As a part of these services, the Contractor will collect, review, and verify existing information as well as other information provided to the Contractor by the City, such as, but not limited to, surveys, utility plans, topographical maps, right-of-way maps, record drawings, preliminary conceptual plans/drawings, other plans/drawings and available soils investigations; and be responsible for appropriately utilizing any such information in connection with services performed. Additionally, stormwater/soil erosion control measures, as required for the proper design and construction of the project and enforcement of such measures during the construction and inspection phase the enforcement of such measures, shall be part of the Contractor's responsibility in providing professional services for a project. A. Design Phase Services These services will consist of competent professional and technical engineering services required to prepare construction drawings, specifications, and bid documents for a project(s), together with a detailed estimate of the construction costs. These duties shall include the generation or acquisition of field surveys, ROW analysis and acquisition, materials testing, geotechnical and soils investigations, subaqueous investigations, investigations for contaminated soils and other pertinent information if required for the proper design of a project. These necessary tasks shall be provided by or obtained by the Contractor as a part of the responsibility to provide professional engineering services for any project. The design services shall be consistent with sound engineering practices and shall meet all applicable codes, regulations, grant or funding requirements and appropriate 4

5 standards (including the standards of the City when working with public sanitary sewer and watermain). These services may include administration of the bidding process including bidder prequalification, plan disbursement, processing and preparation of addendums, participation in bid opening (for local projects), analysis of bids, and bid award recommendations as directed by the City. The City will also make every effort to reach out and engage stakeholders early in the design phase of projects. The Contractor(s) shall be responsible for hosting public meetings, open houses, and preparing presentation materials for a variety of audiences, if required. Contract documents, plans, and specifications will be in accordance with the current City Construction Specifications (and Wayne County for sanitary sewer and watermain), where applicable. All design engineering will be in a current version Auto CAD. Specifications shall be prepared using the City's current format for word processing (Microsoft Word). All drawings shall be prepared on 24 x 36 sheets (sanitary sewer and watermain on 22" x 34" sheets) and at a 1 40 scale, unless otherwise approved by the City. All plans, original drawings, electronic files, specifications, reports, photographs, and other documents relative to a project, which the Contractor prepares or causes to be prepared in connection with services performed, shall be delivered to and become the property of the City. Also, all sketches, charts, and other data prepared by the Contractor shall be available to the City upon request. The Contractor shall be responsible for the preparation of any required permit applications, including any necessary drawings, environmental surveys and supporting information and shall assist the City in obtaining the permits. B. Construction and Inspection Phase Services These services will consist of competent professional construction and inspection services to adequately assure that the work has been completed in compliance with the approved construction drawings and specifications. The construction and inspection services shall be consistent with sound engineering practices and shall include, but not necessarily be limited to, construction administration, inspection services and shop drawings review and approval processes. Field surveys, materials testing, geotechnical and soil investigations, subaqueous investigations, investigations for contaminated soils, and other pertinent information, if required for the proper construction of a project, shall be provided or obtained by the Contractor as part of the responsibility of providing professional services for a project. Under this phase, the Contractor shall consult with and advise the City on all aspects of the project and act as the City's professional representative for the project, and perform the duties as the project engineer under the direction of the City. The Contractor shall review/approve, advise and consult with the City regarding shop drawings, change orders, guarantees, pay estimates, and other related matters. Under this phase, the Contractor shall provide to the City record drawings (ink jet plot, 3 mil double mat Mylar) and computer digital data (CD ROM disks) of the complete as built construction work within three (3) months after the completion of the Project. Also, in accordance with sound engineering practices, the Contractor shall certify to the City that the construction work was completed according to the plans and specifications, and that the completed Project is acceptable for its intended purposes. That acceptance shall be in the form of a final project report and certification prepared by a professional engineer 5

6 licensed in the State of Michigan. C. Survey Contractors should have a licensed professional land surveyor available with the ability to perform topographical surveys, boundary surveys, relocate monuments, stake sidewalks & driveways, and perform other surveying tasks associated with projects or general engineering services. D. Project Administration and Local Agency Representation When working on a specific project, the Contractor will act on behalf of the City in providing all administration for the project. This administration shall include all the items listed in parts A & B above. During the Design Engineering phase this may include, but it not limited to, submitting complete bid packages to MDOT for local agency projects, coordinating the advertising of a project for bidding, attending bid openings, tabulating bid tabs, and recommending an acceptable bidder in compliance with all applicable laws, regulations and rules, including without limitation the City purchasing policy. During the construction engineering / inspection phase of a project, administration may include, but is not limited to, processing pay estimates in Field Manager, conducting preconstruction meetings, holding progress meetings, answering questions from project stakeholders, preparing meeting notes and progress reports, updating progress on web sites, preparing pay estimates, and coordinating all parts of the project on behalf of the City. E. General Civil Support General Civil Support services shall include a variety of engineering & technical duties. These duties may vary from simple technical tasks to participating in the review of large projects. These duties may also include working closely with the City to conceptualize and analyze future public improvements in the form of Pre-Design Engineering. General Civil Support may also be understood to include the potential to provide other technical services such as landscape design, architectural services, environmental analysis as well as any other support services that may aid the City. The duties listed in General Civil Support will generally fall outside of the categories of Design Phase Services and Construction & Inspection Phase Services as those duties will generally be performed on a project by project basis and under individual contract. F. Traffic Engineering (optional) The Contractor may have the opportunity, but is not required, to provide Traffic Engineering Services under the umbrella of this RFP. Any Contractor with a qualified staff of Traffic Engineers may wish to highlight that ability as part of their proposal. For the purposes of this RFP, a qualified Traffic Engineer shall be licensed within the State of Michigan, have 5 years of professional experience, be well versed in the Michigan Manual of Uniform Traffic Control Devices (MMUTCD), and be certified as a P.T.O.E or be an active member in the Institute of Transportation Engineers (ITE). 6

7 G. Geotechnical Engineering (optional) The Contractor may have the opportunity, but is not required, to provide Geotechnical Engineering Services under the umbrella of this RFP. These duties may be project specific in providing soil borings, reviewing pavement design, etc. They may also involve general civil support services such as reviewing developer reports, density and material testing on privately funded public projects, aiding in public works road maintenance, or providing general technical advice on soils and materials issues, as directed by the City. It is our experience that most engineering firms are not equipped to provide these types of services, and as a result, we rely on specialized geotechnical engineers to work as sub- Contractors on projects or to work directly for the City in order to provide those services. Any Contractor with a qualified staff of Geotechnical Engineers and their appropriate support staff may wish to highlight that ability as part of their proposal. Additional consideration will be given to firms that can supply ancillary beneficial services such as architectural support, landscape design, forensics, environmental analysis and water chemistry / testing. For projects or tasks over $25,000 the City will gather proposals from the most qualified, or similarly qualified firms, under general services contract. Those proposals will be reviewed and analyzed based on the proposed scope of work, project expertise, proposed schedule, and not to exceed amount for that project. The City will choose a Contractor based on a combination of these items. Individual contracts will be negotiated and recommended to the City Council for award on these larger projects. 4. INSURANCE REQUIREMENTS The Contractor shall comply with the following insurance requirements: A. The Contractor shall purchase from and maintain in a company or companies lawfully authorized to do business in the State of Michigan such insurance as will protect the City of Hamtramck, it officers, directors, employees, agents, consultants, and volunteers from claims involving the Contractor s contractual obligations under this agreement including, but not limited to, the following holdharmless agreement: a. The Contractor herein agrees to indemnify, defend and hold harmless the City of Hamtramck, its officers, directors, employees, agents, consultants and volunteers, from all losses, claims, liabilities, injuries, damages and expenses, including attorneys fees that the City of Hamtramck, its officers, directors, employees, agents, consultants and volunteers may incur by reason of any injury or damage sustained to any person or property (including loss of use) arising out of or occurring in connection with the negligent performance or lack of performance of the Contractor s duties and obligations. B. The Contractor shall obtain and maintain, at the Contractor s own expense, Contractor s professional liability insurance in the amount of two million dollars ($2,000,000.00) (including a broad form contractual liability coverage with all 7

8 coverage retroactive to the earlier date of the agreement or commencement of the Contractor s services in relation to the project) covering personal injury, bodily injury and property damages, said coverage to cover claims filed during a period of three (3) years after the date of final payment hereunder. C. The Contractor shall maintain at the Contractor s own expense comprehensive general liability insurance (including a broad form contractual liability and completed operations, explosions and collapse) in the amount of two million dollars ($2,000,000.00) covering personal injury, bodily injury and property damage. D. The Contractor shall maintain at the Contractor s own expense comprehensive automobile liability insurance, including hired and non-owned vehicles, if any, in the amount of two million dollars ($2,000,000.00) covering personal injury, bodily injury and property damage. E. The Contractor shall maintain at the Contractor s own expense workers compensation insurance in the amount of the statutory minimum with an employer s liability coverage of at least two hundred thousand dollars ($200,000.00). F. The City of Hamtramck and its officers and employees shall be named as additional insured on the Contractor s comprehensive general liability and automobile insurance policies. G. All insurance required by the Contractor shall be maintained at the Contractor s own expense, from a company or companies lawfully authorized to do business in Michigan and are rated at least A by Best s Key Rating Guide. All insurance obtained by the Contractor shall incorporate a provision requiring the giving of written notice to the City of Hamtramck (by return receipt of United States certified mail) at least thirty(30) days prior to the cancellation, renewal or material modification of any such policies. All insurance required by the Contractor shall also state that the coverage afforded under the policy or policies shall be primary insurance. Any insurance carried independently by the City of Hamtramck shall be secondary insurance, which operates only on an excess or contingent basis. H. All insurance required of the Contractor shall provide that any failure to comply with reporting provisions of the policy shall not affect coverage provided to the City of Hamtramck, its directors, officials, employees, agents, consultants or volunteers. I. The Contractor shall submit valid certificates in form and substance satisfactory to the City of Hamtramck evidencing the effectiveness of the foregoing insurance policies and the required amendatory requirements to each such policy to the City of Hamtramck for the City of Hamtramck s approval before the Contractor commences the rendition of any services hereunder. 8

9 J. Under no circumstances shall the City of Hamtramck be deemed to have waived any of the insurance requirements of this agreement by any action or omission, including, but not limited to: a. Allowing any work to commence by the Contractor before receipt of certificates of insurance b. Failing to review any certificates of insurance received from the Contractor c. Failing to advise the Contractor that any certificate of insurance fails to contain all the required insurance provisions, or is otherwise deficient in any manner. K. Nothing contained in this agreement is to be construed as limiting Hamtramck, or the Contractor, but are merely minimums. The obligation of the Contractor to purchase insurance shall not in any way limit obligations to the City of Hamtramck in the event that the City of Hamtramck should suffer an injury or loss in excess of the amount recoverable through insurance liability of the Contractor. The City of Hamtramck does not in any way represent that the coverage or limits of insurance specified is sufficient or adequate to protect the City from any loss or portion of a loss, which is not covered by the Contractor s insurance. L. In the event the Contractor fails to furnish and maintain the insurance required by this agreement, the City of Hamtramck may purchase such insurance on behalf of the Contractor, and the Contractor shall pay the cost thereof to the City of Hamtramck upon demand or shall have such cost deducted from any payments due the Contractor. The Contractor agrees to furnish the City of Hamtramck the information needed to obtain such insurance. 5. PRICE PROPOSAL The Contractor shall submit a Bid Form (Attachment A ). The Contractor may provide that bid form in whatever form they believe is appropriate. On the Bid Form, Contractor shall provide information regarding rates for each of the phases: Design Phase, Construction and Inspection Phase, Survey, Project Administration and Local Agency Representation, General Civil Support Phase, Traffic Engineering Phase and Geotechnical Engineering Phase. The Bid Form shall include a breakdown for labor, overhead rates, fringe benefits, profits and other pertinent costs. Also, the Contractor shall include any other costs or proposed savings related to the provision of these services including overtime applicability, fees applied to subcontracted work, reproduction costs, government discount, etc. Additional rates will not be required for Contractors that can provide landscape design, architectural services, environmental analysis, or other very specialized services that may be utilized from time to time. The rates for those specialized services would have to be negotiated with the City as the need for those types of services arise. 9

10 The City's preference is to remunerate the Contractor on a time and materials basis for the General Services. If this is not acceptable, the Contractor should outline a method of remuneration of which is acceptable. The provision of these services by the Contractor will be on an "as needed" basis. For projects or tasks over $25,000 the City will gather proposals from the most qualified, or similarly qualified firms, under general services contract. Those proposals will be reviewed and analyzed based on the proposed scope of work, project expertise, proposed schedule, and not to exceed amount for that project. The City will choose a Contractor based on a combination of these items. Individual contracts will be negotiated and recommended to the City Council for award on these larger projects. 6. EVALUATION CRITERIA Contractor s cost for providing requested services 50 Firm s experience with municipalities similar to Hamtramck 20 Staff qualifications and experience 10 Capacity of Contractor in terms of number of employees, capability of providing services requested, and experience in all phases in municipal parking management 10 Location of firm EVALUATION PROCEDURE Following the receipt of the qualified firm, a City designated Evaluation Committee will evaluate each response. All PROPOSALS, which meet the required format of this RFP, will be evaluated. Any Proposals determined to be non-responsive to the specifications or other requirements of the RFP, including instructions governing submission and format, will be disqualified unless the City determines, in its sole discretion, that non-compliance is not substantial or that an alternative proposed by the Respondent is acceptable. The City may also at its discretion, request oral presentations, make site visits at Respondent s facility and may request a demonstration of Respondent s operations. If scheduled, a final determination will be made after the oral presentations and/or demonstrations are complete. All decisions reached by the Evaluation Committee will be by consensus. 8. PROPOSAL CONTENT REQUIREMENTS To be considered responsive, each proposal must, at a minimum, present and/or respond to the following RFP sections in their entirety. All pages of the submission must be numbered, excluding exhibits, drawings and other supplemental information, which may be added as Attachments. The instructions contained in this RFP must be strictly followed. Accuracy and completeness are essential. A minimum of four (4) identical printed copies 10

11 of your Proposal along with one (1) identical copy on a jump drive must be included with your submission. A. Table of Contents A table of contents (a list of the section titles within your RFP bid document organized in the order in which they appear similar to page 2 above) must be provided with all RFP Submissions. B. Signature Page (Form Attached) C. Statement of Submission In your Statement of Submission, please include, at a minimum, the following information and/or documentation: a. A statement to the effect that your proposal is in response to this RFP; b. A brief description of your firm, including the Federal Employer Identification Number, the age of the firm s business and the average number of employees during each of the last three (3) years c. The location of the firm s principal place of business and, if different, the location of the place of performance of the contract; d. A commitment to perform the requested work in accordance with the requirements outlined in this RFP; and e. The name and contact information of the firm s partner and or manager(s) that will be in charge of this project. D. Scope of Work Proposals must respond to all sections outlined in Scope of Work. E. Pricing Proposal Proposals must provide a Bid Sheet (Attachment B ). F. Respondent Performance History a. Identify in detail at least 3 similar projects by name, subject matter, location, services provided and the length of time services were provided on each. Include a reference, description of specific services provided and dates during which the services were provided; b. Identify vendor s key personnel working on the projects as identified above; c. Identify any projects in which the vendor s contract was terminated for any reason; d. Identify any claims or lawsuits that have been brought against your organization as a result of any services provided within the last five (5) years; and e. Provide an organization chart indicating the key personnel who will provide services resulting from this RFP. Also provide a resume for each of the key personnel. 11

12 G. Respondent Financial and Operational Stability a. Provide copies of the vendor s financial statements (CPA Certified or equivalent) for the previous three (3) years; b. Certificate of Good Standing (Corporation) or Certificate of Existence (Limited Liability Company) issued by the Michigan Secretary of State (if Respondent is a joint venture, a Certificate of Good Standing or Certificate of Existence, as applicable must be submitted for each entity comprising the joint venture.); and c. Evidence of any licenses or registrations required to provide the services under this contract PROPOSAL DISCLAIMERS AND CONDITIONS REJECTIONS, MODIFICATIONS, CANCELLATIONS The City of Hamtramck expressly reserves the right to: 1) accept or reject, in whole or in part, any and all proposals received; 2) waive any non-conformity; 3) re-advertise for proposals; 4) withhold the award for any reason the City determines; 5) cancel and/or postpone the request for proposals, in part or in its entirety, and/or, 6) take any other appropriate action that is in the best interest of the City. This RFP does not commit the City of Hamtramck to award a contract, to pay any cost incurred in the preparation of a proposal under this request, or to procure or contract for services. NEWS RELEASES AND OTHER COMMUNICATIONS News releases pertaining to these Proposals specifications or the provisions to which they relate shall not be made without prior approval of the City and then only in coordination with the City. Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Hamtramck shall be binding upon the City of Hamtramck. CONFIDENTIALITY OF PROPOSALS Proposals shall be opened with reasonable precautions to avoid disclosure of contents to competing offers during the process of evaluation. Once proposals have been publicly recorded they are subject to disclosure as per the requirements of the Michigan Freedom of Information Act. 12

13 Signature Page ***UNSIGNED BIDS CANNOT BE CONSIDERED*** ASSIGNMENT: A Contractor shall not assign any Purchase Order or Contract or any monies due therefrom without prior approval of the Purchasing Director, the Finance Director and in some cases the City Council. Contact the Purchasing Agent for proper procedure. IN THE FURTHER DESCRIPTION OF THIS PROPOSAL, WE SUBMIT INFORMATION IDENTIFIED AS FOLLOWS: BIDDING UNDER THE NAME OF: (PRINT FULL LEGAL NAME) (PURCHASE ORDER WILL BE ISSUED AND PAYMENT WILL BE MADE ONLY IN THE NAME ABOVE. ALL PAYMENTS ARE TO BE MAILED. VENDOR PICK-UP OF PAYMENT IS NOT ACCEPTABLE) MAILING ADDRESS: PAYMENT MAILING ADDRESS: (IF DIFFERENT FROM ABOVE) BUSINESS ADDRESS: (CHECK ONE): LEASE RENT OWN FEDERAL EMPLOYER ID #: CHECK ONE: (ZIP CODE) (ZIP CODE) (ZIP CODE) ( ) CORPORATION, Incorporated Under The Laws Of The State Of If Other Than Michigan Corporation, Licensed To Do Business In Michigan? YES NO ( ) PARTNERSHIP, Consisting of (List Partners) ( ) ASSUMED NAME (Register No.) ( ) INDIVIDUAL IF NOT SIGNED BY OFFICER OF FIRM, THE PERSON SIGNING MUST HAVE AUTHORITY TO COMMIT THE FIRM CONTRACTUALLY TO THIS BID. 13

14 The authorized signature affirms that the proposal will remain firm for a period of one hundred twenty (120) days from its due date and thereafter until withdrawn, in writing, or a contract is executed, or the procurement is terminated by the City of Hamtramck, whichever occurs first. DATE TELEPHONE NO. FAX NO. CELL PHONE NUMBER AUTHORIZED SIGNATURE: SIGNED: PRINTED TITLE TITLE/POSITION ALTERNATE COMPANY CONTACT *THIS FORM MUST BE FILLED IN ITS ENTIRETY. FAILURE TO COMPLETE FORM WILL BE CAUSE FOR REJECTION.* 14

15 Attachment A Bid Sheet for Professional Architectural and Engineering Services Mail bids to: Office of the City Clerk City of Hamtramck 3401 Evaline Avenue Hamtramck, MI Date: Fax: (313) Proposal of, herein after called Contractor, a corporation organized and existing under the laws of the State of Michigan a partnership, or an individual doing business as*. *Insert corporation, partnership or individual as applicable. To the City of Hamtramck, Michigan: Bid price shall include all labor, materials, delivery costs, taxes, permits and insurance (Refer to Price Proposal page 9 for details). BID: 15