REQUEST FOR PROPOSAL TOWN OF MIDDLESEX, NEW YORK WATER SYSTEM IMPROVEMENTS PROJECT

Transcription

1 REQUEST FOR PROPOSAL TOWN OF MIDDLESEX, NEW YORK WATER SYSTEM IMPROVEMENTS PROJECT PROJECT DESCRIPTION SUMMARY The Town of Middlesex ( the Town ) has been awarded a CDBG.730PW50-14 grant to renovate and upgrade its existing water system that serves both the Hamlet of Middlesex and additional users along Rt. 245 towards Rushville, NY. A Preliminary Engineering Study has been performed for the project and is available for review on the Middlesex website at: The scope of the project is summarized as follows: Demolish the existing 200,000 gallon water storage tank, constructed in 1963 and located along Rt. 364, just north of the hamlet. Fabricate and install a new water storage tank that will have sufficient capacity to meet current and future growth needs. Provide for required water circulation. Design and construct tank site improvements to include control features, connection piping, security fencing and improved site access. Refurnish the existing PRV vault located along Rt. 245, or construct a new one, whichever is recommended after cost / benefit review. Design and install improvements to the existing tank telemetry system. Eliminate an existing 8 main dead leg located near the airport at the north end of Lincoln Street. Install approximately 675 LF of new 8 piping to connect with the existing main along Rt Eliminate an existing 6 main dead leg located at the west end of Williams Street. Install approximately 500 LF of new 8 piping, to include boring under the West River and isolation manhole installation. ENGINEERING FIRM - SCOPE OF SERVICES The Engineering Firm that is selected will be responsible to provide for the following: Prepare a draft Contract Agreement for Engineering Services for Town review / approval. Prepare, coordinate and implement all necessary regulatory permits and reports as may be required by NYSOCR, NYSDEC, NYSDOH, NYSDOT, DOL, SHPO and any other regulatory, permitting, reporting or funding agency connected to this project. Complete the environmental review requirements for the project (NEPA, etc.). The SEQRA shall be completed by the Town. Review all existing documents prepared to date, conduct further site investigations as may be needed, and present any other options in design approach that will improve the project and stay Page 1 of 5

2 within budget constraints. Prepare Site Plan(s) for the tank area and distribution system improvements. Prepare supporting Detail Sheets as appropriate for construction execution and inspection. Any standard drawings referenced in the construction contract documents are to be reproduced for the Town s use, with another set maintained on site by the Site Inspector. Prepare Construction Specifications. Make clear reference on construction drawings to any specifications as may be required by NYSOCR, NYSDOH, NYSDEC or any other governing entity that are not reproduced and included in the Construction Specifications document. Significant items impacting this project that are included via these reference specifications / standards are to be highlighted in the construction bid documents and discussed in the construction pre-bid meeting for scope clarity. Provide control surveying as necessary to establish project bench marks and develop construction drawings. Perform any necessary site boring investigations. Show a cost allowance for soil borings as a separate line item of expense. Assign an Engineering PM to be the prime contact for the Town, and to participate in public meetings as well as construction pre-bid, pre-award and periodic job meetings. The PM shall conduct, at a minimum, (1) public meeting and attend at least one job meeting each month during the construction period. Prepare a construction RFP, advertise for bids, conduct pre-bid and bid opening meetings, analyze bids and make an award recommendation. Prepare a construction contract agreement document for the Town of Middlesex and the successful bidder to execute. Provide a full time Site Inspector to provide quality control, assure conformance to engineering documents, prepare daily reports, provide engineering liaison for all construction issues, conduct construction meetings every other week, conduct wage interviews, and track contractor hours by classification, gender and race. Monitor and provide timely notification to the Town as to status of Minority and Business Enterprises (M/WBE) and Section 3 requirements and goals being met during the course of project. Review and certify Contractor s Change Orders, Shop Drawings, materials being used, and any substitutions being offered. Assist the Town in complying with NYSOCR requirements to begin funding draws within 270 days of funding award which occurred 12/10/2014. (Note that the majority of the engineering cost is being paid for directly by the Town through its contribution to the project) Provide as-built drawings in digital format. Develop a construction punch list to complete the project, perform final inspection and support the Town with project close out requirements. Page 2 of 5

3 SERVICES PROVIDED BY TOWN OF MIDDLESEX Provide project oversight, to include approval of project plans and reports. Perform grant administration, to include monthly preparation of forms required to draw funds from CDBG, preparation of any required reporting and to provide any necessary coordination with NYSOCR. Secure the services of an engineering firm and administer that contract. Perform construction contract administrative duties, to include processing payment requests, reviewing certified payrolls to ensure compliance with Davis Bacon wage rate laws, and processing construction contract change orders that are sanctioned by the engineering firm. Review of all contractor and service provider Utilization Plans (UP). Track monthly/quarterly/annual M/WBE and Section 3 reports from each contractor, sub-contractor and service provider. Participate in all project meetings. Conduct site tours, and participate in final inspection and project close out. PROJECT BUDGET A Community Development Block Grant has been awarded in the amount of $600,000 for the work. The total project has been estimated to cost $695,000, broken down as follows: Construction w/ 12% contingency $589,250 (CDBG) Engineering (portion only) $ 10,750 (CDBG) Legal, Engineering, Town Administration $ 95,000 (Town) The Town of Middlesex will be funding their portion from existing Town funds. PROJECT SCHEDULE The CDBG grant requires that the entire project be complete within a two (2) year window, ending 12/10/2016. Current program schedule targets are as follows: ACTIVITY START DATE END DATE Secure Engineering Consultant 3/2/2015 4/24/2015 Permits, NEPA review, Engineering & Design 4/27/ /30/2015 Prepare Construction Bid Package 10/15/ /27/2015 Bid and Award Construction 11/30/2015 1/29/2016 Construction Agreement & Construction execution 2/1/ /28/2016 Page 3 of 5

4 CONTRACT TYPE AND SUBMISSION REQUIREMENTS The intent of this RFP is to arrive at a fixed price contract for engineering services based upon the Scope of Services presented above. Submission requirements, and the order to be presented, are as follows: 1. Brief overview of your firm, to include years in business, range of services, primary type of projects executed, office location that would serve this project, and total staff by discipline at serving office. 2. Provide experience with similar projects within the last (10) years. Provide client contact names and current phone numbers for performance feedback on these projects. Submit 6-8 projects maximum. State total project cost and funding source for each project. Separately list any recent CDBG funded projects that have been executed. 3. Identify the project team that would be assigned to our project. Provide project experience resumes for key individuals. Show links to any projects listed in item 2. Clearly state who is the contact person during the RFP response period. 4. Describe specific engineering deliverables, construction support and any administration service to be provided by your firm for this type of project. Do not simply re-list the Scope of Services provided in this RFP. Use this section to demonstrate knowledge and experience. 5. This project encourages M/WBE participation. State what your firm will do to support this. 6. Describe any past experience with the Town. 7. Provide a summary level schedule of the major engineering activities to show commitment to, and agreement with, the Project Schedule provided herein. Also provide a preliminary staffing plan with time frame, manhours, and hourly billed rates for the staff being presented. 8. Provide a Total Cost for Scope of Services. Show breakdown for staff, expenses, O/H and fee separately. List any service items not included in the Total Cost separately. This can be any potential adds or deletes such as soil borings, permit fees, additional scope of service not listed but that is deemed necessary, etc. SELECTION PROCESS The Middlesex Town Supervisor will assign a Selection Committee from Board Members. All RFP s received will be carefully reviewed and considered based upon the following criteria. Each criteria item will be given a rating of 1 through 10 based upon information provided. Each rating will then be multiplied by a factor of importance as stated below. Two or three firms may be asked to meet with the Selection Committee if results of the selection process are close. All firms who respond to this RFP will be notified of the selection results. Page 4 of 5

5 Importance factor 1. Feedback from references 5 2. Firm s experience with this type of project 5 3. Presentation of project approach / deliverables 4 4. Staffing approach / breakdown of manhours 4 5. Total cost / reasonableness 3 6. Submission quality completeness / clarity / order 3 7. Staff resumes 2 8. M/WBE and Section 3 participation planned 2 GENERAL INFORMATION Due date for RFP response is 4/10/2015. All submittals must be received by 5pm at the Middlesex Town Hall. Mailing/delivery address is: Town of Middlesex 1216 Rt. 245 P.O. Box 147 Middlesex, NY Attn.: Town Supervisor Water Improvements RFP There is a mail slot in the main entrance door if the facility is locked. The Town Hall is open to the public every Wednesday morning. Call for evening hours. Clearly mark Water Improvements RFP on package. Clarification(s) to the Scope of Services must be resolved by 4/3/2015 so that these can be made known to all other engineering firms via postings to the Town of Middlesex website identified in the first section of this RFP. Award is scheduled for 4/24/2015. Submit four (4) copies of your response. Costly binding is discouraged. Contacts during the response period: Bruce St. Lawrence Town PM Phone: , thesaints@frontiernet.net or Robert Multer Town Supervisor - Phone: , tmiddlesexny@aol.com Page 5 of 5