REQUEST FOR PROPOSALS Engineering Design Services for the Design Engineering of 1. Imlay City Road Imlay City Road from Lake Pleasant Road to West City Limits of Imlay City 4.85 miles, Attica Township and Imlay Township 2. Brown City Road Brown City Road at Dorrow Road intersection and Imlay City Road, Imlay Township 3. Columbiaville Road Columbiaville Road from West Village Limits of Columbiaville to Catlin Road 1.8 miles, Marathon Township 4. A. Imlay City Road East City Limits of Imlay City to Dorrow Road - 2.02 Miles B. Imlay City Road Bridge Replacement over the Belle River, Bridge No.: 5391 Imlay Township Issuing Agency: Lapeer County Road Commission 820 Davis Lake Road Lapeer, Michigan 48446
SECTION 1: GENERAL INFORMATION I. Objective The purpose of this Request for Proposals ( RFP ) is to provide interested and qualified consultants with specific information to prepare and submit a proposal for engineering design services and utility coordination services for five (5) proposed projects as described later in this document. Consultants may submit a proposal for multiple or just one of the projects. The LCRC shall use a qualifications-based selection ( QBS ) process. In addition estimated hours of staff classification along with hourly rates and grand total of cost per project is required to be included in proposal of each project II. Issuing Office The RFP is issued by the Lapeer County Road Commission ( LCRC ) Engineering Department. All correspondence, questions and submittals regarding this RFP shall be addressed to: Destain D. Gingell, P.E. County Highway Engineer Lapeer County Road Commission 820 Davis Lake Road Lapeer, MI 48446 Phone: 810-664-6272 E-Mail: dgingell@lcrconline.com Verbal inquiries or requests for information shall not be made of Lapeer CRC staff. Any attempt on the part of a consultant or any of its employees, agents or representatives to contact Lapeer CRC staff with respect to this RFP, other than as described above, may lead to disqualification. III. Proposals Two (2) copies of the proposal shall be submitted. The information included therein should be as concise as possible. The proposal must be signed in ink by an official authorized to bind the Proposer to its provisions. Each proposal must remain valid at least ninety (90) days from the due date of this RFP. All key personnel shall be listed with their experience. The principle design engineer and project manager must be specified in the Proposal. If Sub-Consultants will be utilized, qualifications for the firm and their key personnel must be submitted. The selected firm must submit a written request to substitute key personnel or Sub-Consultants. Each proposal shall include a proposed timeline showing critical points in the design process. The timeline should be based upon the schedule outline in the project specific scope noted later in this RFP. IV. Changes in RFP Should any prospective Proposer be in doubt as to the true meaning of any portion of this RFP, or should the Proposer find any patent ambiguity, inconsistency or omission therein, the Proposer shall make a written request for an official interpretation or correction. Such requests shall be submitted to the issuing office not less than six (6) business days prior to the final date 2
of submittal of the proposal. The person making the request shall be held responsible for its prompt delivery. Such interpretation or correction, as well as any additional RFP provisions that the LCRC may decide to include, will be made only as addenda, which will be emailed to each firm recorded as having received a copy of the RFP. Any addenda issued by the LCRC shall become a part of the RFP and shall be taken into account by each Proposer in preparing his or her proposal. V. Proposal Receipt Sealed proposals must arrive at the Lapeer CRC 820 Davis Lake Road, Lapeer, Michigan on or before 3:30 p.m., July 18 th, 2016 and be clearly marked RFP for Engineering Services. Each Proposer is responsible for the timely delivery of his or her proposal. Late proposals will not be considered. Proposals may be packaged separately or together. VI. VII. VIII. Disclosures All information in a Proposer s proposal is subject to disclosure under the provisions of Public Act No. 442 of 1976 known as the Freedom of Information Act. This Act also provides for the complete disclosure of contracts and attachments thereto. All unsuccessful proposals will be retained for thirty (30) days after acceptance of the successful proposal. Type of Contract A standard Engineering Services Agreement will be executed between the Lapeer CRC and the Consultant. The Lapeer CRC reserves the right to award any proposals, to reject any and all proposals in whole or in part, and to waive any informality or technical defects if, in the Lapeer CRC s sole judgment, the best interests of the LCRC will be so served. Cost Liability The Lapeer CRC assumes no responsibility or liability for costs incurred by the Consultant prior to the execution of an Engineering Services Agreement. The liability of the Lapeer CRC is described in the standard Engineering Services Agreement, a copy of which is available upon request. 3
SECTION 2: GENERAL SCOPE OF DESIGN WORK, SERVICES, AND DELIVERABLES I. Project Specific Scope A. Imlay City Road Imlay City Road from Lake Pleasant Road to West City Limits of Imlay City 4.85 miles, Attica Township and Imlay Township. Imlay City Road is classified as a minor arterial and receives a large amount of commercial traffic and a high ADT for our county ranging between 4,000 to 5,200. Many motorist travel Imlay City Road formerly known as M-21 as an alternate route since it runs in parallel to I-69. From 2010-2014, there were 18 fixed object crashes, 5 overturn crashes, and 4 side swipe crashes. This is a 2017 Federal Aid Project it is required that the GI package be submitted to the LCRC in August 2016, with an expected January 2017 letting date. PE funds are available for this project. Work will include but not limited to: Placement of embankment for proper sloping. Guardrail installation/replacement where needed. Signage upgrades with reflective strips on posts. Tree removal and fixed object removal within Right-of-Way. (a tree count by size per side of the roadway is acceptable) Identify centerline corrugations locations. Additional recommendations by Consultant to improve safety and reduce accidents will be reviewed. *Project may be set up as a log type project with plans, limited topo required. B. Brown City Road Brown City Road at Dorrow Road intersection and Imlay City Road, Imlay Township Brown City Road is classified as a minor collector with an ADT of approximately 1,900 with an estimated 5% commercial. From 2010-2014, there were 5 fixed object crashes, and 1 sideswipe. These crashes resulted in 1 K fatality. As expected, the majority of these crashes are located through the horizontal curve and near the intersections. Eliminating the sharp curve at Brown City/Dorrow and sending traffic to Imlay City/Dorrow (which is a straight T with excellent vision) will help reduce the intersection crashes. This is a 2016 Federal Aid Project it is required that the GI package be submitted to the LCRC in September 2016, with an expected February 2017 letting date. Work will include but not limited to: Design of a reconstruction project incorporating horizontal alignment changes in the area to improve site vision and safety. Limits will be established by the Engineer. (Brown City Road is proposed to be realigned down Dorrow Road. Existing intersection of Dorrow Road at Brown City Road shall be converted into a T- intersection with stop control on existing curved portion of Brown City Road) Design stabilization of areas with poor base. (if necessary) Placement of embankment for proper sloping. Drainage improvements 4
Pavement design Bituminous paving Signage upgrades with reflective strips on posts. Fixed object removal within Right-of-Way. Installation of a flashing beacon. Identify centerline corrugations locations. C. Columbiaville Road Columbiaville Road from West Village Limits of Columbiaville to Catlin Road 1.8 miles, Marathon Township Columbiaville Road is classified as a major collector with an ADT of approximately 3,140 with an estimated 7% commercial. This is a joint project between the Village of Columbiaville and the Lapeer County Road Commission. The Village of Columbiaville and Township residents have been asking for safety improvements in this area due to safety concerns. This segment of road is the entrance into the Village of Columbiaville. As you approach the Village, the speed limit changes from 55MPH to 25MPH and also turns into reverse curves on a steep downgrade. Before you approach the curves, there is a vertical crest. This segment of road requires a vertical grade hill cut, correction to existing super elevations through a reverse S curves, removal of existing wood post acting as a barrier along Flint River and installation of guardrail, installation of centerline corrugations and upgraded signage. From 2010-2014, there were 6 reported fixed object crashes, 1 side-swipe, and 3 overturn resulting in a TOR of 6.58. There was 1 K type fatal, and 2 C type injuries. This is a 2016 Federal Aid Project it is required that the GI package be submitted to the LCRC in September 2016, with an expected February 2017 letting date. Work will include but not limited to: Design of a reconstruction project incorporating horizontal and vertical alignment changes in the area to improve site vision and safety. Limits will be established by the Engineer. Design stabilization of areas with poor base. (if necessary) Placement of embankment for proper sloping. Guardrail placement Drainage improvements Pavement design Bituminous paving Signage upgrades with reflective strips on posts. Fixed object removal within Right-of-Way. Identify centerline corrugations locations. D. Imlay City Road City Limits of Imlay City to Dorrow Road - 2.02 Miles Imlay City Road Bridge Replacement over the Belle River, Bridge No.: 5391 Imlay Township Imlay City Road is an east-west two lane all-season primary road and classified as a minor arterial with an ADT of approximately 6,800 with estimated 7% commercial. 5
This project will be divided into two separate submittal packages based on rural task force funding and critical bridge funding sources. Both projects shall have GI submittals to the LCRC in early September 2016. The Consultant should plan and estimate for a February 2017 letting. Imlay City Road shall be designed as a full reconstruction project in full plan format. The consultant shall note any areas that may need to be stabilized and discuss solutions with the Lapeer CRC Engineer. Work will include but not limited to: Design stabilization of areas with poor base. (if necessary) Design of possible bicycle lanes Placement of embankment for proper sloping. Guardrail placement Drainage improvements Pavement design Bituminous paving Signage upgrades with reflective strips on posts. Fixed object removal within Right-of-Way. Identify centerline corrugations locations. Imlay City Road Bridge Replacement over the Belle River, Bridge No.: 5391 consultant shall be responsible for providing professional design services for a replacement structure carrying two lanes of vehicular traffic with appropriate width shoulders on both sides of the roadway and possible option of bicycle lanes. Consultant shall perform hydraulic modeling, scour analysis, surveys, and propose design options for Lapeer CRC consideration. The proposed design options shall include three, or more, bridge types, appropriate for the application. Options for consideration shall include estimated costs, length of construction, service life estimates, and the pros and cons of each bridge type. Lapeer CRC may elect to bid alternative structure types, this additional time shall be included in estimated hours. II. Design Details & Tasks A. Perform a full topographical survey of the project limits along with typical cross sections (utilized throughout the course of design and construction for earthwork quantity calculations). B. Design the plans according to AASHTO, FHWA, and MDOT 3R/4R guidelines as necessary for a typical federal aid project addressing all elements of design such as vertical alignment, horizontal alignment, drainage, cross sections, curb and gutter, clear zone, etc. The current version of the MDOT Standard Specifications for Construction (including the latest MDOT Supplemental Specifications and Special Provisions) will apply along with project specific Special Provisions. C. Attend a pre-design meeting with the Lapeer CRC to establish the concept of the project based on the Scope of Work and to coordinate design schedules. D. The Consultant shall submit Grade Inspection ( GI ) Plans (preferably greater than 80% design) in accordance with MDOT and Lapeer CRC plan requirements and attend the GI 6
meeting. Lapeer CRC and MDOT shall review and the Consultant shall incorporate review comments for the Final Plan submittal. E. Right-of-Way/Grading Easements: If necessary, the right-of-way plan shall identify all the required right-of-way acquisitions and/or grading easements. The Consultant will prepare all required right-of-way acquisition documents and/or grading easements. Consultant will be responsible for the acquisition of all the required right-of-way and grading easements. F. Consultant will be responsible for review and approval of all shop drawings and other related information for conformance with MDOT and MDEQ design standards. G. Utility Coordination: All utility agencies must be notified of the project and plans and their existing and proposed facilities within the project limits must be obtained and incorporated into the design of the project. Utility meetings are not anticipated but shall be conducted if necessary to determine utility conflicts, identify where exploration holes will be taken, coordinate resolution of conflicts, and timing of relocations. 1. Permits: Where necessary, the selected consultant shall obtain all approvals or waiver letters for permit applications from agencies including MDEQ, SHPO (State Historic Preservation Office), MDNR; Lapeer CRC shall cover the permit fee s directly associated. H. Maintenance of Traffic: A complete construction staging plan will be required for the project. Construction signing plans and detour routes shall also be required if applicable. A Workzone mobility analysis shall be completed and included with the project files. I. Permanent Signage and Pavement Marking: All permanent sign locations and pavement markings shall be included in the construction plans. The current MDOT Standard Pavement Marking Plans and the current MMUTCD shall be used. J. Pavement Structural Design: Consultant shall be responsible for performing necessary geotechnical work necessary to determine structures and pavement design and all applicable geotechnical work for bridge replacement. III. Deliverables A. Design Survey: Where applicable, the design survey shall include a scaled drawing of existing topographic features tied to the existing survey centerline, existing right of way lines, property lines, a minimum of two site benchmarks (NAVD88 Datum - list source), three physical control monuments with MCS83 state plane coordinates (using LCRC approved methodology), field notes for all level loops, and adjustment notes for horizontal and vertical control. An AutoCAD digital copy of the drawing file shall be provided to the LCRC. B. Design Report: The design report should include all computations, design exceptions, notes, minutes, utility coordination correspondence, permit applications, permits and related correspondence and other documentation relating to the design of the project. These files shall also be provided in electronic format when possible. 7
C. Final Bid Documents: The consultant shall provide to the LCRC, 80% complete plans in PDF format including proposal package and engineers estimate for LCRC review. The plan documents will be 1 =40 scale when plotted to 11 x 17 and will include 1 =10 scale quadrant details where sidewalk ramp design is required for ADA compliance. The consultant will coordinate and attend a plan review meeting if necessary or as requested by the Lapeer CRC and will provide meeting minutes to all attendees. The consultant will address the review comments and make final changes. Upon completion of design services for this project and final approval by the Lapeer CRC. Deliver to the Lapeer CRC final plans, proposal and supporting documents. The final deliverables package will consist of one 11 x 17 paper copy of the title sheet with original stamps and signatures including a map of the area with work locations identified, Electronic (pdf) 11 x17 plan file, Electronic (pdf) proposal file and electronic (pdf) files of supporting documents. SECTION 3: PROJECT ADMINISTRATION I. Project Schedule See schedules provided in project specific scope of work section II. Fee Once the Consultant is selected based on qualifications, the LCRC will attempt to negotiate a fee for engineering services that considers all work and staff required, including appropriate overhead and fixed fee (profit) on select project. Unless the scope of the project changes, this fee will be considered a Not to Exceed Amount based on hourly submitted fee s of personal classification. A detailed Contract will be required to be submitted to MDOT for the Imlay City Road Imlay City Road from Lake Pleasant Road to West City Limits of Imlay City 4.85 miles, Attica Township and Imlay Township. Estimated hours of staff classification along with hourly rates and grand total of Engineering Cost through MDOT Letting process is required to be submitted with proposal. Failure to provide an overall estimated cost for a project may result in rejection of proposal for that project. III. Progress Payments Monthly progress payments will be processed upon providing justification of the actual hours and expenses. Progress payments will be processed utilizing the following guidelines: ITEM % of Total Base Plans... 30% of Design Grade Inspection Plans... 80% of Design 8
Final Plans, Proposal and Estimate... 100% of Design I. Professional Qualifications - 5 points SECTION 4: PROPOSAL RATING METHOD A. State the full name and address of the organization and, if applicable, the branch office or other subordinates that will perform, or assist in performing, the work hereunder. Indicate whether it operates as an individual, partnership or corporation. If as a corporation, include the state in which it is incorporated. If appropriate, indicate whether it is licensed to operate in the State of Michigan. B. Include the number of executive and professional staff who will be employed in the work by skill and qualification. Show where these personnel will be physically located during the time they are engaged in the work. Indicate which of these individuals are considered key to the successful completion of the project. Identify individuals who will do the work on this project by name and title. Resumes or qualifications are required for key project personnel. C. State the history of the firm in terms of length of experience, types of services provided and other relevant information. Identify the technical details that make the firm uniquely qualified for this work. II. Past Performance with Similar Projects - 10 points The written proposal shall include a list of specific experiences in these areas and indicate the firm s ability to have projects completed within the budgeted amounts as well as references. A summary of related projects with the original deadline and cost estimate versus the actual design completion date and final cost of the design is appropriate in this section. III. Proposed Work Plan - 15 points A detailed work plan is to be presented which lists all tasks determined to be necessary to accomplish the work of this project. The work plan shall define resources needed for each task (title and person hours) and the staff person completing the project element tasks. In addition, the work plan shall include a time line schedule depicting the sequence and duration of tasks and showing how the work will be organized and executed. The work plan shall be sufficiently detailed and clear to identify the progress milestones (i.e. when project elements, measures and deliverables are to be completed). Additional project elements suggested by the Proposer are to be included in the work plan and identified as Proposer suggested elements. The Proposer shall also submit, as part of the work plan, a sheet entitled Consultant s Understanding of the Project. The Proposer shall include specific items that were omitted from 9
the RFP and, in particular, any Gray Areas of the RFP that will need to be addressed during the project. The Consultant s Understanding of the Project shall become part of the contract and a basis for negotiating extra work. Any item sufficiently addressed in the RFP shall supersede the Consultant s Understanding of the Project. Include any other information believed to be pertinent but not specifically requested elsewhere. IV. Authorized Negotiator Include the name and contact information of the person(s) in the organization authorized to negotiate the Engineering Services Agreement with the Lapeer CRC. Individual project cost shall be included for each project V. Interview The LCRC will evaluate each proposal by the above-described criteria and point system (I through III) to select the Consultant for this project. The LCRC reserves the right to not consider any proposal that it determines to be unresponsive and deficient in any of the information requested for evaluation. The LCRC then may schedule interviews, if necessary, with the selected firms. The selected firms will be given the opportunity to discuss in greater detail their qualifications, experience, proposed work plan and fee proposal. The interview shall consist of a presentation of no longer than fifteen (15) minutes by no more than two (2) representatives of the firm (including the person who will be project manager on this project). The presentation will be followed by no more than one (1) hour of questions and answers. Audiovisual aids may be used during the oral interviews. The firms interviewed will be re-evaluated using the above criteria (I through V), after the interview and a final decision made. 10