ADDENDUM #1 Construction Support Services for the Water Treatment Plant Project PW

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1 January 31, 2018 To Whom It May Concern: I. INSTRUCTIONS ADDENDUM #1 Construction Support Services for the Water Treatment Plant Project PW A. The following additions, deletions, revisions, and/or amendments to the original drawings and specifications are hereby made a part thereof, and a part of the contract documents. All provisions of said documents shall remain in force and effect, except as herein amended. B. This supplement to the specifications is issued prior to the receipt of proposals. All work covered in this supplement shall be included in the original quotation; and the supplement will be considered part of the Contract Documents. Proposer must acknowledge receipt of this Addendum on the Proposal Form. Please consider the following and incorporate it into your proposal: II. MODIFICATIONS TO SPECIFICATIONS A. Section Invitation_for_Proposals (IFP): Part VI. Compensation has been revised. Please see the attached Section at the end of this Addendum #1. III. SUBMITTED QUESTIONS Question 1: Please provide clarification to requirements of the 3% vendor preference requirement. Is the Engineer/CM Firm required to set aside 3% of the total contract value for minority, women, veteran, service disabled veteran, and individuals with disabilities for sub consultant services? Answer 1: This preference shall not apply to this RFP. Question 2: Please advise if the local vendor preference requirements specified on page 3 of 5, paragraphs 3 through 6 apply to the Engineer/CM Firm as we would not expect to purchase materials, equipment, construction contracts, and utility contracts for our scope of services under this RFP. Answer 2: Local vendor preference will not apply to this RFP. Question 3: Please provide contact information for DPW to coordinate site visit. Answer 3: Please contact for coordinate a site visit. 48 hours notice is required. Question 4: Please provide Design Engineer information for the project.

2 Answer 4: The design engineer for this project is AECOM and point of contact is Chris Curran, P.E. and can be reached at Question 5: Please confirm Design Engineer will be required to review/approve/sign material and equipment submittals for the project, and confirm that Engineer/CM Firm will provide secondary review for Owner to ensure compliance with plans and specifications. Answer 5: The hired vendor for this RFP PW shall review and approve material and equipment submittal review for this project. The design engineer will not be reviewing the submittals. Question 6: Please advise who will be responsible for chairing and issuing meeting minutes for preconstruction / progress meetings. Please confirm progress meetings will be held once per month. Answer 6: The City will be coordinating the preconstruction and monthly progress meetings. The responsibility of the hired engineer or firm under this contract will be to lead discussions at both the preconstruction and progress meetings, answer questions that may be asked, and create and distribute meeting minutes. Question 7: Please provide information on funding agency for project. Answer 7: The funding agency for this project is the Delaware Division of Natural Resources and Environmental Control (DNREC), through a drinking water state revolving fund (DWSRF). Question 8: Please advise if project will be awarded as single prime or multiple prime. Answer 8: This proposal will be awarded to a single vendor. Question 9: Please advise if Engineer/CM Firm is required to provide preconstruction video, or if this will be the responsibility of the awarded contractor. Answer 9: The preconstruction video shall be completed by the hired vendor under this RFP. Question 10: Please provide date on when City plans to award contract to Contractor and when the notice to proceed for construction is anticipated. Answer 10: The City is currently evaluating the submitted bids for the WTP construction project. The bids are firm for ninety (90) days, giving an end date of March 20, 2018 for bid evaluation and awarding. Once the decision has been made in that time frame, the awarded engineering or construction management company will be notified. Question 11: The Agreement for Professional Services list agreement between the CITY and the CONTRACTOR. Please advise if this will be revised to the CITY and ENGINEER/CM. Answer 11: The Agreement provided in the RFP establishes in the first paragraph that the name of the awarded vendor shall be referred to as Contractor for the rest of the Agreement document. It will remain unchanged.

3 Question 12: Attachment A Basis for Payment list on page A-6 appears to be blank. Please provide additional information or advise if intentionally left blank. Answer 12: The Basis for Payment is an attachment to the Agreement. The winning proposal form will be attached here with the executed Agreement between the selected proposer and the City. Question 13: The Advertisement for Proposals Section of the RFP states the City is requesting proposals from qualified engineering and construction management firms. Item II.B of the Invitation for Proposals Section states the City invites qualified Delaware licensed engineering firms to respond to the RFP. Based on the contradicting statements, are qualified construction management firms allowed to bid the construction support services outlined in the RFP or is the City looking for only engineering firms? Answer 13: The City will be looking for qualified Delaware licensed engineering and construction management companies for this RFP. Question 14: Does the scope of work include testing services such as soil compaction and concrete testing? Should testing be included in the fee? Answer 14: The awarded engineering firm or construction management company will be tasked with review and approval of testing/sampling results required by the Contractor for the WTP construction, should the City need assistance. Question 15: What is the construction contract duration for substantial completion? Answer 15: The construction contract for the WTP is three hundred-sixty (360) calendar days. It will be the responsibility of the awarded proposer for this RFP, in coordination with the City, to determine when the construction of this WTP project or a specified part thereof is sufficiently completed in accordance with the Contract Documents, so that the project or a specified part can be utilized for the purposes for which it is intended. Question 16: What is the contract duration for final completion? Answer 16: The construction contract for the WTP is three hundred-sixty (360) calendar days. It will be the responsibility of the awarded proposer for this RFP, in coordination with the City, to determine when the construction of the project is complete and tested, all punch list items have been completed to the satisfaction of the City, and provisions of the public works or other agreements have been complied with. Question 17: What is the estimated date for the Contract Award and Notice to Proceed for the construction contract? Answer 17: See Question 10 above. Question 18: What is the engineer s opinion of probable cost of construction? Answer 18: Because the City is in the process of evaluating bids, this cost of construction shall not be provided.

4 Question 19: What is the amount of the apparent low bidder? Answer 19: Because the City is in the process of evaluating bids, this information shall not be provided. Question 20: Section IFP, Invitation for Proposals, VI. Compensation, references that the proposal should include all necessary permit costs to be charged for the proposed work. Are there permits related to the construction project that must be secured by the engineering and management company? Answer 20: Please remove this request from this Compensation section. VI. The revised Section IFP has been included in this Addendum #1. Question 21: What agencies/funding programs are contributing funding for the project? Answer 21: See Question 7 above. End of Addendum #1 If you have any questions, please contact me at (302) or bwolfgang@dover.de.us. Sincerely, Barry Wolfgang Acting Contract and Procurement Manager City of Dover (302) Fax (302) bwolfgang@dover.de.us

5 Addendum Receipt Record ITB PW We have received and reviewed the following Addenda (if applicable): 1. _Addendum #1, dated _January 31, 2018_. 2., dated. 3., dated. FIRM NAME: BY: PRINTED: TITLE: DATED: ADDRESS: PHONE: FAX: FEDERAL: ID#

6 SECTION IFP INVITATION FOR PROPOSALS RFP NUMBER: PW Sealed Proposals, three (3) paper copies and one (1) electronic copy, will be received by the City of Dover, City of Dover Procurement Office, 710 William Street, Dover, DE no later than 2:00 P.M. on February 7, 2018 for the Construction Services Support for the Water Treatment Plant Project at which time the proposals will be opened. I. NAME OF SOLICITING GOVERNMENT City of Dover, Delaware City Hall The Plaza P.O. Box 475 Dover, Delaware II. PURPOSE OF REQUEST A. The City of Dover (City) requires the expertise of a consultant to provide construction engineering and Resident Project Representative (RPR) services for the City of Dover Department of Public Works Water Treatment Plant Process Improvement Project. B. The City invites written proposals from qualified Delaware licensed engineering firms which are interested in providing services, as outlined below. C. A site visit to the project location is strongly encouraged by DPW staff. III. GENERAL CONDITIONS A. The City is seeking proposals from experienced and qualified Delaware licensed engineering firms for entering into an agreement to provide engineering services and RPR services during construction. The location of this project is at 802 Long Point Road, Dover, DE B. This contract will be solely for the Water Treatment Plant Process Improvement project and the duration of the contract shall be three hundred ninety-five (395) calendar days. IV. SCOPE OF WORK A. The selected proposer shall provide engineering services and RPR services during construction improvements of the City s Water Treatment Plant. (1) Engineering Services include the following: Review the project plans and specifications and have adequate knowledge of the project prior to the project start date. IFP-1

7 Be a daily point of contact for the City, engineering field staff, and RPR when needed. Be available to assist City in response to any public or individual property owner comments or questions. Review schedules, material and equipment submittals, and samples to ensure compliance with Construction Plans and Specifications. Visit the site at specific stages in the work and provide reports to the City on whether or not the work being performed by the Contractor is in accordance with the requirements and intent of the specifications and plans of contract. Attend and participate in the pre-construction and monthly progress meetings. Determine the amount/quantity, quality and acceptability of the work and materials for which payment is made under the Water Treatment Plant Project contract. Provide assistance in answering all questions in relation to work under the contract to fulfill the contract and performance thereof and to the obligations of the contract there under. Review proposed change orders and partial pay estimates and provide recommendation to the City. Attend the mechanical system testing and start-up. Attend the electrical system testing and startup. Provide assistance in resolving electrical/ communication control and monitoring issues. Prepare a punch list of items for the Contractor to complete for final acceptance, in coordination with the City. Assist in disputes and litigations between the Contractor and the City pertaining to the contract. Conduct a final inspection to determine if work has been completed per the approved construction plans and specifications, and ensure the Contractor provides acceptable As-Builts and Equipment Operation and Maintenance Manuals to the City. Assist with closing of the project to meet the City s and the Funding Agency s requirements. (2) Resident Project Representative (RPR) services The RPR shall review the project plans and specifications and have adequate knowledge of the project prior to the project start date. The RPR shall observe and verify all work done and materials furnished during the project. The RPR shall be present on site full-time (not to exceed 40-hour work week) during the construction work and make daily progress reports to provide to the engineer. The RPR shall report when materials furnished and work performed by the Contractor fail to fulfill the requirements of the specifications and contract. Review monthly draft Applications for Payment in the field and make recommendations to the Engineer and City. IFP-2

8 Review and make recommendations on proposed change orders to the engineer and City. Review and make recommendations on Requests for Information (RFIs) between the City and Contractor and coordinate written responses to all parties. Provide coordination efforts between the City, Contractor and regulatory agencies, including permitting. Assure that the Contractor is following the notification process as outlined in the Contract Documents. Conduct a preconstruction video inspection of the sites where proposed wok will impact existing conditions. Assist in preparation of a punch list, close out and warranty inspections. Conduct a final inspection to determine if the work has been completed per the Project Plans and Specifications. Ensure the Contractor provides acceptable As-Builts and Operation and Maintenance Manuals to the City. V. REQUIRED CONTENT OF PROPOSAL A. Firm Identification. The following questionnaire has been provided by the City of Dover. Please complete in typewritten form. Three (3) paper copies and one (1) electronic copy are to be submitted in the order outlined below. Illustrated brochure(s) and professional records may be attached and submitted to augment the data included in this questionnaire. Attach additional sheets as required or desired. 1. Firm Name 2. Established Year, State 3. Former Firm Name(s), if any, and years in business 4. Home office business address and telephone number 5. Branch office business address and telephone numbers 6. Associates and Principals: Name, Title, Specialties (Attach Resumes) 7. Total personnel of firm: Professional Non-Professional Other 9. Key personnel to be involved in the provision of these services: Name, Title, Specialties, Degree, Registration, Years of Experience (Attach Resumes) 10. List of subcontractors, if any, being utilized to meet the services listed in Part IV. Scope of Work section. Please discuss the nature and extent of the anticipated sub-contracting, including the use of local businesses. Include: Name and address Specific service Name of last joint project 11. Please provide examples of similar projects that your firm has completed IFP-3

9 (minimum of two (2)). Include the following: Client Contact person and phone number Services provided Original estimate of project cost Actual project cost Original estimate of task of completion schedule, e.g., Study/Analysis of Needs Report, Project Design, Construction, etc. Actual completion schedule 12. Discuss how your firm will respond quickly to City needs. How will you maintain close effective communications with City staff? 13. Provide a discussion of your firm s familiarity with typical problems which might arise with this type of project. 14. Document your firm s ability to provide a high quality service on schedule and within budget. Discuss the control systems you will utilize to effectively manage projects. 15. Provide a list of Municipal, State, and Federal references which can be contacted. 17. Proof of insurance, complying with the Instructions to Proposers Section, including the following documentation: Certificate of Insurance Declaration Page Insurance policy documents 18. Discuss your firm s Affirmative Action and Equal Opportunity practices. 19. Please indicate if you are aware of any personal or organizational conflicts of interests. Provide an explanation of your firm s (or any sub-consultants that your firm is using in provision of these services) involvement in ongoing or pending litigation, claims, suits against the City of Dover, if any. 20. Provide and additional information which you feel may be pertinent to the provision of these services, but not specifically required elsewhere in the RFP. B. Statement of Understanding. State your understanding of the scope of services presented in the RFP and your role in accomplishing the scope of services. VI. COMPENSATION A. The proposal should clearly state the lump sum. IFP-4

10 VI. SELECTION CRITERIA A. In order to ascertain which proposal best meets the needs of the City, proposals will be independently evaluated, according to the following criteria, by two (2) or more qualified individuals of the City s staff: Factor Point Range A Experience: Demonstrated experience with similar projects and history of achieving highest and best results among its peers. 0 to 15 B Project Management: Project organization and management, including staffing, management control and sub-contractor 0 to 10 utilization. C Staff: Qualifications and utilization of the firm's employees assigned to the provision of these services, including previous work experience, technical management experience, education 0 to 15 and training. D Costs: Lump sum of service, including any and all permit costs. 0 to 30 E Service Ability: Firm s ability to provide full spectrum of services including personnel, managerial and other resources as and when 0 to 15 required to meet the project s objectives. F Location: Geographical location in relation to the City of Dover 0 to 5 END OF SECTION IFP-5

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