REQUEST FOR QUALIFICATIONS For ENGINEERING SERVICES For FY17/FY18 Fiscal Years Mecklenburg County Storm Water Services (MCSWS) Projects Mecklenburg County, North Carolina June 14, 2016 Submittal Deadline: July 15, 2016 Submittal Location: Land Use & Environmental Services Agency building 2145 Suttle Avenue, Charlotte, NC 28208 NOTE: UPON REQUEST THIS INFORMATION IS AVAILABLE IN AN ALTERNATIVE FORMAT FOR PEOPLE WITH DISABILITIES Request for Qualifications for Engineering Services for MCSWS Projects Mecklenburg County, North Carolina 1
1.0 PURPOSE Mecklenburg County is soliciting Statements of Qualifications from engineering firms to provide professional planning, design and construction administration services for design of storm water and stream restoration projects located within Mecklenburg County, NC. One or more qualified firms will be selected to provide planning, design and construction administration services for a variety of projects throughout the County s Fiscal Years 2017/2018. At the time services are needed, the County will match the selected engineering firm s expertise with project types. Firms may be awarded more than one project. Selection of a firm through this RFQ does not assure that the firm will be assigned a project and/or enter into a contract with the County. 2.0 PROJECT DESCRIPTION STORM WATER/STREAM RESTORATION PROJECTS The storm water/stream restoration projects will require the engineering firm to complete all services required to construct a storm water/stream restoration project from design/planning to construction administration services. The following projects are likely to be included as part of this multi-year selection, but some projects could be deleted from this list, and other projects could be added during Fiscal Years 2017-2018. POTENTIAL PROJECTS Mallard Creek Watershed: Design and construction documents for approximately 10,000 linear feet of stream restoration in the Mallard Creek Watershed. Extent may be broken into several project reaches based on schedule and funding availability. Irwin Creek Watershed: Design and construction documents for approximately 6,000 linear feet of stream restoration in the Irwin Creek Watershed. Extent may be broken into several project reaches based on schedule and funding availability. Doby Creek Watershed: Design and construction documents for approximately 11,000 linear feet of stream restoration in the Doby Creek Watershed. Extent may be broken into several project reaches based on schedule and funding availability. McDowell Creek Watershed: Design and construction documents for approximately 6,000 linear feet of stream restoration in the McDowell Creek Watershed. Project is expected to include the removal of a dam and the restoration of the resulting stream. Extent may be broken into several project reaches based on schedule and funding availability. Long Creek Watershed: Design and construction documents for approximately 11,000 linear feet of stream restoration in the Long Creek Watershed. Extent may be broken into several project reaches based on schedule and funding availability. Walkers Branch Watershed: Design and construction documents for approximately 9,000 linear feet of stream restoration in the Walkers Branch Watershed. Extent may be broken into several project reaches based on schedule and funding availability. On Call Planning & Feasibility Studies: Planning and feasibility work needed to evaluate potential projects. This may involve conceptual design, preliminary geomorphic study, and hydraulic analysis of stream corridors. 2
Mecklenburg County reserves the right to award design contracts on any, all, or none of the projects for which firms are selected under this RFQ. Mecklenburg County further reserves the right to reduce the scope of work of an engineering firm and re-assign projects to other formally selected engineering firms, to remove projects and assign them to other informally selected engineering firms, and to terminate the professional services contract of selected engineering firms based on the engineering firm s non-performance (i.e. Schedule, responsiveness, quality of design, accuracy of documents, etc.) and on the engineering firm s workload and availability of the staff included in the design team as described in the firm s submittal or proposal. The County reserves the right to remove any or all work described above in this RFQ and issue a new RFQ for any portion of the work. Mecklenburg County reserves the right to use any of the firms selected for any of the above work. Assignment of projects and award of projects to selected engineering firms shall be contingent on availability of funds and/or the award of grants. 3.0 SCOPE OF SERVICES Engineering firms shall demonstrate ability to provide turnkey design, construction documents, permitting, bidding, and construction administration services as required for each project. Work may include, but shall not be limited to: planning and design, conducting community workshops, coordinating with other departments and utilities (NCDOT, CMU, Parks and Recreation, Towns), design development, BMPs, flood studies, permitting, bidding assistance and documents, construction administration, and as-built documents. In addition, Engineering firms shall demonstrate ability to secure donated property or easements necessary to construct projects. The Engineering firm shall describe their approach and/or experience to securing necessary easements within a fixed time period leading to a decision by the County to proceed into the design phase. A detailed scope of work for each of the mentioned services will be provided to the selected engineering firms at a later date as part of each project Request for Proposal (RFP). 4.0 SELECTION PROCESS / SCHEDULE Pursuant to North Carolina General Statute 143-64.31, Mecklenburg County utilizes a qualifications-based selection process without consideration of fee proposals in the initial stage for selecting engineers. The selection process and schedule will be as follows: 4.1 Advertisement - An advertisement for the Request for Qualifications (RFQ) will be posted on the following website: North Carolina Interactive Purchasing System (IPS) www.ips.state.nc.us/ips/pubmain.asp Also, a copy of the RFQ and any addenda may be obtained by writing or sending an email or FAX to Julie Teel, Associate Project Manager, Mecklenburg County Storm Water Services, 2145 Suttle Avenue, Charlotte, NC 28208, (Julieanne.Teel@mecklenburgcountync.gov), FAX (704) 335-2253. All questions regarding this project should be directed to Ms. Teel in writing, by FAX, or by email. In order to maintain equal access to information, firm representatives are not to contact anyone other than the individual named above. 4.2 Notification of Interest, and Inquiries/Questions 4.2.1 Notification of Interest / Addenda - Upon receipt of this RFQ engineering firms interested in submitting qualifications must immediately notify Ms. Teel by mail or email (see 4.1) in order to place the firm s name on a Notification of Interest list for distribution of possible addenda to this RFQ. If a firm received notification of this RFQ via email the firm must still notify the County of their interest in submitting. Please include the firm s name and primary contact person and email address in the notification. Addenda will only be sent to those firms that have submitted a notification of interest. 3
4.2.2 Inquiries/Questions and Deadline - All inquires/questions regarding this RFQ must be directed to Ms. Teel by mail, FAX or email (see 4.1) and must reach her office by Friday 12:00 Noon, July 8, 2016 [at least seven (7) days before the Qualifications submittal due date] in order to be considered for a response. Oral answers will not be authoritative. Any changes or additions to the RFQ information will be emailed or mailed to each engineering firm who has submitted a Notification of Interest. Any other contact in reference to this RFQ prior to the time an award decision has been made will result in disqualification of the firm. 4.3 Qualifications Submittal - Written submittals must be received by Mecklenburg County Storm Water Services no later than Friday, 12:00 Noon, July 15, 2016. Submittals received after this deadline will not be considered. 4.3.1 Submittal Material Engineering firms interested in providing services as described in this RFQ shall submit all materials electronically in one (1) or multiple Adobe Acrobat PDF files, or DVD/CD (Please use the firm s name within the file name of the digital copy and compile all files into a single file for the digital submittal) in a sealed container labeled on the outside, RFQ for Engineering Services, along with the firm name. Send or deliver submittals to: Mecklenburg County Storm Water Services 2145 Suttle Avenue Charlotte, NC 28208 Attn: Julie Teel, Associate Project Manager 4.4 Selection - Firms selected under this RFQ will become eligible to perform work on any of these projects. Firms will be notified after selection is made. Project assignments will be based on qualifications, expertise, firm location, staff location, and the staff resources of the firm available at the time that each project is started. Selection of a firm through this RFQ does not assure that the firm will be awarded a contract for any project. 4.5 Interviews- The County reserves the right to interview or not interview firms as it deems necessary. 4.6 Board Approval - The Board of County Commissioners will consider authorizing the County Manager to negotiate and execute contract agreements with the selected firms. 4.7 Contract Agreements - Contract agreements with firms will be negotiated and executed at the time each project is initiated. 5.0 SELECTION CRITERIA The selection of engineering firms will be based on the qualification information exhibited in both written and graphic form in the engineering firm s submittal and reference checks. The composition of the team that is engaged to complete the project may vary from the proposed team depending upon what services are required for the project. Engineering firms will be evaluated on the following criteria: Criteria for selection: Project team s experience, knowledge, familiarity and past performance with similar projects. The experience and composition of the proposed project team to perform the type of work required. The team s approach to cost control and scheduling. Project team understanding of typical project issues, method for dealing with those issues, and communication with the public, working and coordinating with other utilities and local government agencies. 4
The team s experience in submitting for permits and approvals required for work in Mecklenburg County. The team s experience and approach to easement acquisitions North Carolina firms qualified to do the required work will be given priority consideration. A North Carolina firm is a firm that maintains an office in North Carolina staffed with an adequate number of employees with the appropriate expertise judged by the County to be capable of performing a majority of the work required. 6.0 SUBMITTAL DOCUMENT REQUIREMENTS Submit all materials electronically. Submittals may be color or black/white and should be on 81/2 x 11. Links or references to websites will not be allowed. A submittal must be received in its entirety. Scanned signatures shall be valid for this submittal. Prospective engineering firms shall submit one (1) digital copy of their submittal and each submittal should follow the format, page limit and order listed below. *No cover sheets or cover letters should be included in the submittal* *Submit only one conclusive package from the lead firm. Do not submit separate submittals for subconsultants* Please do not submit any conceptuals, sketches, or work products as part of the RFQ submittal. Per NC G.S. 143-64.31(f) states Except as provided in this subsection, no work product or design may be solicited, submitted, or considered as part of the selection process under this Article; and no costs or fees, other than unit price information, may be solicited, submitted, or considered as part of the selection process under this Article. Examples of prior completed work may be solicited, submitted, and considered when determining demonstrated competence and qualification of professional services; and discussion of concepts or approaches to the project, including impact on project schedules, is encouraged. Maximum total pages shall not exceed 27 pages. The Maximum Pages Allowed for Submittal section are: General Information- 2 pages maximum Project Experience- 12 pages maximum. Inclusive of sub-consultant(s) information. Individual Qualifications/Experience- 6 pages maximum Project Issues- 2 pages maximum for projects. Project Management- 1 page maximum Project Permitting- 1 page maximum Easement Acquisition Approach 2 page maximum Why your team should be selected- 1 page maximum The submittal document should include the following: General Information The following information and topics should be listed in bullet point form and a maximum of two (2) pages: o o o Name of lead contact person and their email address. Briefly describe the design team, what each firm will be responsible for on the project, the location of the office that will be completing the work and any past experience between the firms on the design team. An organizational chart of the design team, listing key individuals involved, the role they will perform (principal-in-charge, project manager, etc.). Similar Project Experience (Graphics & Narrative) Submit a maximum of twelve (12) pages. Include projects completed during the last eight (8) years that demonstrate experience, by the lead firm, with projects of similar character and scope. A minimum of three (3) projects must be completed construction. 5
Include for each project: o Specific project name, location and client o Description of the work- current status, size, estimated or final project cost, list services rendered in bullet form, public involvement process and key design challenges and solutions. o List the key individuals, such as principal-in-charge, project manager and personnel, within the lead firm, who were responsible for the work and office location they were located in at the time of the work. o Permitting and experience with mitigation projects if applicable. o Experience with planning and feasibility studies. o Lead firms are not limited in the number of sub-consultants per discipline; however, page limits still apply. o Name, telephone number and email of individuals to contact for references. o Identify all public agencies that reviewed the project. Include the same information required in Similar Project Experience for a minimum of two (2) projects for each sub-consultant. Individual Qualifications/Experience - Provide a description of the qualifications and experience of the key individuals who will be actively involved in the work (including registration numbers of engineers, etc.). Include the office location in which each key individual is located. Clearly identify each key individual s experience with similar type projects, the specific role that individual performed, and the firm they were employed by at the time of the project work. Maximum six (6) pages. Project Issues For two of the projects described in the similar project experience (projects completed by the lead firm) section list the three key challenges for each project and how those challenges were overcome or mitigated by your project leadership. Maximum of two (2) pages. Project Management- Describe the lead firm s method of cost control, its method of keeping project design and construction on schedule, and its approach to ensuring accurate coordination with other utilities and departments during all phases of project development, permitting, and construction. Maximum one (1) page. Project Permitting- Provide a timeline or flow chart illustrating the steps and processes that need to occur for receiving all local and state permits for each project type. The timeline or flow chart should also illustrate the lead firm s role during each step of permitting. Maximum one (1) page. Easement Acquisition Approach Provide description of approach and previous experience with obtaining easements or property necessary to make a project feasible. The County does not pay for storm water easements, so include any relevant experience where donations were required. Maximum two (2) pages. Why Your Team Should Be Selected- Describe why your project team should be selected. Maximum one (1) page. 7.0 GENERAL PROVISIONS 7.1 Submittal Ownership / Costs. Upon submission, all information becomes the property of Mecklenburg County which has the right to use any or all ideas presented in any submission in response to this RFQ, whether or not the submittal results in a contract with the submitting engineering firm. All costs for development of the written submittal and the oral presentation are entirely the obligation of the engineering firm and shall not be remunerated in any manner by Mecklenburg County. 7.2 Non-Warranty of Request for Qualifications Due care and diligence has been used in preparing this RFQ. However, the County shall not be responsible for any error or omission in this RFQ, nor for the failure on the part of the engineering firm to ensure that they have all information necessary to 6
effect their submittals. 7.3 Request for Clarification Mecklenburg County reserves the right to request clarification of information submitted and to request additional information of one or more engineering firms, either orally or in writing. 7.4 Acceptance/Rejection of Submittals - Mecklenburg County reserves the right to accept or reject any or all submittals in whole or in part, with or without cause, to waive technicalities, or to accept submittals or portions thereof which, in the County s judgment, best serve the interest of the County. Mecklenburg County reserves the right to allow alterations, modifications, or revisions to individual elements of the Scope of Services any time during the period of contracts which result from this RFQ. 7.5 Collusion The engineering firm, by submitting a Qualifications Statement, declares that the submission is made without any previous understanding, agreement, or connections with any persons, engineering firm, or corporations making a competing submission on the same project, and that it is in all respects, fair, and in good faith without any outside control, collusion, or fraud. 7.6 Consideration of Submittals Proposals will be considered from engineering firms normally engaged in providing and performing services as specified in this RFQ. The firm must have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the County. The County reserves the right to inspect the facilities and organization or to take any other action necessary to determine ability to perform in accordance with specifications, terms and conditions before recommending any award. 7.7 Americans with Disabilities Act (ADA) Compliance - Mecklenburg County will comply with the Americans with Disabilities Act (ADA) which prohibits discrimination on the basis of a disability. Mecklenburg County will make reasonable accommodations in all programs to enable participation by an individual with a disability who meets essential eligibility requirements. Mecklenburg County programs will be available in the most integrated setting for each individual. If any accommodations are necessary for participation in any program or services, participants are encouraged to notify County Staff. 7.8 Minority/Women/Small Business Enterprise - It shall be the policy of Mecklenburg County Government to provide minority-owned, women-owned, and small business enterprises (collectively M/W/SBE) as well as other responsible vendors with fair and reasonable opportunity to participate in Mecklenburg County s business opportunities including but not limited to employment, construction development projects, and materials/services, consistent with the laws of the State of North Carolina. The policy of Mecklenburg County prohibits discrimination against any person or business in pursuit of these opportunities on the basis of race, color, national origin, religion, sex, age, disability, or veteran s status. It is further the policy of Mecklenburg County to conduct its contracting and procurement programs so as to prevent such discrimination and to resolve any and all claims of such discrimination. 7.9 Insurance and Indemnity Requirements - To the extent permitted by law the engineering firm shall indemnify and save harmless Mecklenburg County, its agents and employees and assigns from and against all loss, cost damages, expense and liability caused by sickness and disease to any person; or damage or destruction to property, real or personal; arising from the negligent acts, errors, or omissions of the engineering firm in the performance of professional services provided to the County. The engineering firm further agrees to purchase and maintain during the life of any contracts entered into with the County the following insurance with an insurance company acceptable to Mecklenburg County and authorized to do business in the State of North Carolina: Automobile: Bodily injury and property damage liability covering all owned, non-owned, and hired automobiles for limits of not less than $1,000,000 each person/ $1,000,000 each occurrence. 7
Comprehensive General Liability: Bodily injury and property damage liability insurance as shall protect the engineering firm from claim of bodily injury or property damage which arises from operations of this contract. The amounts of such insurance shall not be less than $1,000,000 bodily injury and property damage liability each occurrence/aggregate. This insurance shall include coverage for product/completed operations and contractual liability assumed under the indemnity provision of this contract. Mecklenburg County shall be listed as an Additional Insured Professional Liability: In a limit of not less than $1,000,000. Workers' Compensation and Occupational Disease Insurance: Coverage A - Worker's Compensation: Meeting the statutory requirements of the State of North Carolina. Coverage B - Employer's Liability: $100,000 each accident / $100,000 disease - each employee / $500,000 disease - policy limits. Certificates of such insurance will be furnished to Mecklenburg County and shall contain the provision that Mecklenburg County be given thirty days written notice of any intent to amend or terminate by either the engineering firm or the insuring company. END OF REQUEST FOR QUALIFICATIONS 8