Request for Qualifications (RFQ) - NO Engineering Consulting Service

Transcription

1 City of Huntsville 448 Highway 75 North Huntsville, Texas Billie F. Smith Phone: Fax: Request for Qualifications (RFQ) - NO Engineering Consulting Service RETURN SEALED RFQ: City of Huntsville City Secretary 1212 Avenue M Huntsville, Texas Sealed bids shall be received no later than: 1:30 p.m., Central Standard Time, Friday, April 1, 2011 MARK ENVELOPE: "11-12 and properly label with responder name and address. ALL PAGES OF RFQ MUST BE INITIALED AND RETURNED, IF NOT THIS MAY BE REJECTED. TENTATIVE SCHEDULE OF EVENTS... 2 A. GENERAL INSTRUCTIONS... 2 B. SCOPE / PURPOSE... 3 C. BACKGROUND... 3 D. PURPOSE... 3 E. TERM OF CONSULTING AGREEMENT... 3 F. PROPOSAL CONTENT... 3 G. FEES... 4 H. CONDITIONS FOR SUBMISSION OF PROPOSAL... 4 I. PROCEDURES FOR SUBMITTING PROPOSALS... 5 J. EVALUATION CRITERIA... 5 K. ASSISTANCE TO RESPONDERS... 6 L. CITY OF HUNTSVILLE APPROVAL... 6 M. CONFLICT OF INTEREST... 7 N. NON COLLUSION STATEMENT... 8 O. QUESTION/RESPONSE FORM... 9 P. CITY OF HUNTSVILLE NO-BID STATEMENT Page 1 of 10 RFQ Responder/Firm Name: Initials:

2 TENTATIVE SCHEDULE OF EVENTS 1. March 17, 2011 Release RFQ to Engineers. 2. March 17 and March 24, 2011 Legal advertisement dates. 3. April 1, 2011 Public bid announcement. 4. April 5, 2011 Award preparation. 5. April 2011 Execute contract. 6. August 2011 Project completion A. GENERAL INSTRUCTIONS The City of Huntsville hereafter referred to as the City, is requesting qualification statements from engineering firms so that the City of Huntsville may enter into a contract or agreement for providing engineering services for the purpose of designing and overseeing the construction of a splash pad/wet playground for the City. The City appreciates your time and effort in preparing a RFQ. Please note that all RFQ s must be received at the designated location by the deadline shown. RFQ s received after the deadline will not be considered for the award of the contract, and shall be considered void and unacceptable. It is the responsibility of the responder to ensure the RFQ packet is delivered to the assigned location before the deadline. All late packages will be returned to responder unopened when properly marked. An original and six (6) copies of proposals are to be submitted. Public opening is scheduled to be held Friday April 1, 2011 at the date and time listed above at City Hall, 1212 Avenue M, Huntsville, Texas. Only the names of the responders will be read aloud. You are invited to attend. Information on which commodities and services we purchase is available from the PURCHASING OFFICE. You may register on the City s vendor management program at The City is aware of the time and effort you expend in preparing and submitting bids and proposals to the City. Please let us know of any solicitation requirements which are causing you difficulty in responding to our solicitations. We want to make the process as easy and painless as possible so that all responsible vendors can compete for the City's business. The City of Huntsville reserves the right to reject any and/or all statements of qualifications (proposals) received and to negotiate any and/or all portions of the contract for engineering services awarded based on the statements received. Statements of qualification that address only part of the requirements contained in this Request for Qualifications may not be considered. The City of Huntsville reserves the right to reject proposals if the engineering firm is under reprimand or disciplinary actions either underway or investigation by a State of Texas licensing or regulatory agency. It is understood that the City of Huntsville, Texas reserves the right to waive informalities or defects in proposals or to accept such proposals as it shall deem to be in the best interests of the City. To obtain bid tabulation results, please log on to our website at If you have any other questions, Page 2 of 10 RFQ Responder/Firm Name: Initials:

3 please contact the Purchasing Office, Billie F. Smith at (936) or B. SCOPE / PURPOSE The City of Huntsville is requesting qualification statements (proposals) from engineering firms to provide consulting engineering services and prepare, file, and design a splash pad/wet park at the City of Huntsville Aquatic Center. Enclosed are the requirements and scoring criteria for the qualification statement. C. BACKGROUND The City of Huntsville recently completed construction of an aquatic center which includes an outdoor swimming pool. This splash pad/wet park will be located near this complex. D. PURPOSE The purpose of the Request for Qualifications is to obtain consulting and design engineering services for the City. The firm selected must have on staff, or under subcontract, a State of Texas licensed professional engineer, prefer a engineer specialized in aquatic planning and design. Specifically with experience in designing splash pads/wet parks. E. TERM OF CONSULTING AGREEMENT The selected firm, and any subcontractor, will prepare all information, documents, and studies required by the City related to the construction of a splash pad/wet park. Studies may include required drainage and geotechnical studies. Design to include recommended splash pad/wet park with outdoor amenities. Outdoor amenities may include but not limited to shelters, benches, and/or tables. The City will be requesting conceptual layouts, infrastructure improvements, cost projections, revenue projections and alternative methods of construction. The selected firm s design will be responsible for complying with all state and local statues, ordinances and policy. The selected firm, and any subcontractor, will prepare and file all City of Huntsville building and/or construction permits when required and oversee project through completion. F. PROPOSAL CONTENT Proposal should be clearly divided between Item #1 Introduction, Item #2 - Technical Information and Item #3 Management Information. A. Introduction 1. Statement of Qualifications must include a cover letter clearly stating the name of the firm, the name, address, and telephone number of the firm s representative. Should be limited to two (2) pages; 2. Signed copy of the City of Huntsville RFQ Number All pages are to be initialed. The Conflict of Interest Questioner must be completed and returned. B. Technical Information The responder is requested to provide information for use by the City of Huntsville in evaluating the responder and to determine the understanding of the work to be done. The section should be limited to thirty (30) pages. The responder will: Page 3 of 10 RFQ Responder/Firm Name: Initials:

4 G. FEES 1. Provide information that the responder has available engineer(s) licensed to practice in the State of Texas. List the names of staff member(s) who will direct consultations with the City as well as those staff members or consultants who will be responsible for planning, directing and conducting field work or reporting to the City under this contract. List their project experience with splash pads/wet parks. Include the educational background of all staff members named and all professional licenses held by each staff member named who will be assigned to this project. Include resume and clear distinction between, licensed engineer, engineer in training, and support staff. 2. Provide information that the firm is familiar with design of splash pads/wet parks. Provide evidence that the firm has experience in performing services related to design of splash pads/wet parks; 3. Provide a statement that the firm is willing and able to complete the design in a timely manner. Provide a projected timeline with a proposed project completion date using realistic soon as possible dates; 4. Provide a conceptual layout, rendering and/or drawing of a typical splash pad/wet park which the firm has designed with an approximate 4,200 square foot pad with a total budget of $300,000. (All drawings and or designs will remain property of the firm. Drawings and designs will remain private to the fullest extent of the law and will be returned upon request.) 5. List design methods previously used depicting water conservation and energy savings. C. Management Information The responder will furnish satisfactory evidence of the capability to provide in a professional and timely manner the services stated in the Request for Qualifications. As a minimum, the following information will be furnished to fulfill this requirement. Maximum number of pages ten (10) 1. Provide a list of clients for which the proposer has competed similar projects. Include the names, telephone numbers, fax numbers and addresses of contact persons. The list should include municipal clients within the last five years. Any less than favorable result may be cause for rejection; 2. Provide photos and/or list of splash pads/wet parks which the responder has completed within the last two years noting budget and final cost; 3. Provide information which will state how the firm will assist the City in completing the project on or before August The estimated or actual cost of consulting services will be negotiated between the City and the responder after a qualified firm is selected. The City will pay fees as set forth and agreed upon in an approved contract. H. CONDITIONS FOR SUBMISSION OF PROPOSAL 1. Proposals must address each of the requirements as stated in this Request for Qualifications, Proposal Content; Page 4 of 10 RFQ Responder/Firm Name: Initials:

5 2. The City of Huntsville reserves the right to reject any and all proposals, and to negotiate portions thereof. Proposals that address only part of the requirements contained in this Request for Qualifications may not be considered; 4. The City of Huntsville reserves the right to select any proposal based on consideration of qualifications and subsequently negotiated fees; 5. The City of Huntsville reserves the right to request additional information or to meet with representatives from firms to discuss points in the proposal; 6. The City of Huntsville will not be liable for any cost incurred in preparation of the proposals or for any cost incurred in the negotiation process; 7. The City of Huntsville may ask responders to send a representative for an oral interview or to one or more negotiating meetings with the City of Huntsville; 8. The City will not be liable for the cost incurred by the proposer in connection with such interview or negotiations I. PROCEDURES FOR SUBMITTING PROPOSALS 1. Delivery Responses to this Request for Qualifications should be addressed to: Mail Delivery: Attention: City Secretary City of Huntsville 1212 Avenue M Huntsville, Texas Personal Delivery: Attention: Lee Woodward City of Huntsville 1212 Avenue M Huntsville, Texas Deadline for submitting proposals All RFQ s must be received by 1:30 p.m. Central Standard Time, on Friday April 1, Proposals not delivered or received by that time will not be considered. 3. Number of copies An original and six (6) copies of proposals are to be submitted. J. EVALUATION CRITERIA The proposals received will be evaluated and ranked according to the following criteria: Criteria Maximum points Introduction 10 Technical Information 70 Management Information 20 Total 100 Page 5 of 10 RFQ Responder/Firm Name: Initials:

6 After evaluation of all proposals (including presentations if necessary) received by the City of Huntsville, negotiations will be entered into with the responder receiving the highest points. In the event of a tie a meeting will be scheduled with the top responders. If these negotiations do not result in an acceptable contract for presentation to the City, negotiations will begin with the responder receiving the next highest points. Negotiations will continue in this manner until either an acceptable contract is negotiated or until a decision is made to reject all proposals received. K. ASSISTANCE TO RESPONDERS Any person wishing to obtain additional information about the RFQ or operations of the City may contact Billie Smith at bsmith@huntsvilletx.gov fax All correspondence must be in writing. L. CITY OF HUNTSVILLE APPROVAL It is the intention of the City of Huntsville to select a consulting engineer in April Page 6 of 10 RFQ Responder/Firm Name: Initials:

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8 State of County of, being first duly sworn, deposes and says that: 1. He/she is of, the responder that has submitted the attached bid; 2. He/she is fully informed respecting the preparation of contents of the attached bid and of all pertinent circumstances respecting such bid; 3. Such bid is genuine and is not collusive or a sham bid; 4. Neither the said responder not any of its officer, partners, owners, agents, representative, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with another responder, firm or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from responding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement of collusion or communication or conference with any other responder, firm or person to fix the price or prices in the attached bid or of any other responder, of to fix an overhead, profit or cost element of the bid price of the bid price of any other responder, or to secure through any collusion, conspiracy, connivance of unlawful agreement any advantage again the City of Huntsville or any per interest in the proposed contact. 5. In compliance with the specifications in the bid and quote conditions, I, the undersigned agree to furnish the services upon which prices are offered at the price opposite to each line description to the City of Huntsville within the time specified. By submitting this bid/proposal and attached signature I hereby attest that I have not received nor offered anything of value to any City employee, official, and/or board member in connection with this submitted bid. 6. Advanced disclosures of any information to any particular/potential responder which gives that particular/potential responder any advantage over any other interested responder in advance of the award whether in response to advertising or an informal request for bids or proposals, made or permitted by a member of the governing body or an employee or representative thereof, will cause to void that particular responders bid or proposal. Prior to an award any communication with a member of the selection committee or governing board will cause to void that particular responders bid or proposal and the committee member or the governing board member will be rejected from the voting process for that bid or proposal. By submission of this bid or proposal responder attests that no improper communication has occurred resulting in an advantage over any other responder, potential responder, or advance discloser. 7. The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the responder or any of its agents, representative, owners, employees, or parties in interest, including this affidavit. Signature Printed Name Subscribe and sworn to me this day of,2011 By Notary Public My commission expires Page 8 of 10 RFQ Responder/Firm Name: Initials:

9 Responders are encouraged to ask questions to gain clarification. Only questions submitted in writing and addressed to the City of Huntsville Purchasing Department will be answered. Responders are asked to use this form for questions. The Purchasing Department will gain a response and reply via e- mail and all questions with responses may be posted on the City of Huntsville website. All responders are encouraged to check the website under FAQ prior to posting a question. Any questions received after 72 hours from bid opening may not be answered. Please only use one question per form. For additional questions please use another form. Responders Name: Responses will be sent either fax or Responders Fax #: Responders address: Question: Response: Page 9 of 10 RFQ Responder/Firm Name: Initials:

10 ! RFQ Name: Engineering Consulting Service RFQ Number: Responder s Name The City of Huntsville seeks to evaluate the level of competitiveness provided. Please complete this form only if you are not submitting a quote. Please check the appropriate boxes indicating the factors considered for not bidding. We Unable to respond to the request for bid or request for proposals by the specific deadline. Our company does not carry or cannot offer this type of product and service. Specifications are restrictive, unclear or incomplete. Please explain below Invitation is suitable, but engaged in other work. Do not wish to do business with the City. The purpose of this form is to achieve a maximum participation in the bidding process. Vendor comments are not restrictive to the above described. Please make any statement that may have impacted your ability to bid. Page 10 of 10 RFQ Responder/Firm Name: Initials: