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Bid Title: Request for Qualifications (RFQ) For Master Task Order Phase I, II and III Engineering Services
Category: All Bids and RFPs
Status: Open

Description:

REQUEST FOR QUALIFICATIONS (RFQ)

FOR MASTER TASK ORDER

PHASE I, II AND III ENGINEERING SERVICES

VILLAGE OF MONTGOMERY, IL

DATE PUBLISHED:  JUNE 8, 2018

The Village of Montgomery is seeking a qualified Consulting Engineering Firm to enter into a contract for the performance of services On Call or Indefinite Delivery/Indefinite Quantity (IDIQ) under task or work orders issued on an as-needed or on-call basis.

The Village at times receives Federal funds, which are used to fund some engineering and design related consulting services.  Over the recent years, the Village has received Surface Transportation Program (STP) funds for numerous Local Agency Functional Overlay (LAFO), 3R and New Construction/Reconstruction projects.  Currently the Village is processing the Aucutt Road LAFO, which is scheduled for the November 9, 2018 State Letting.  The Village anticipates that they will continue to apply for STP funding, as well as other Federal funding sources including, but not limited to, Illinois Transportation Enhancement (ITEP), Congestion Mitigation Air Quality/Transportation Alternatives Program (CMAQ/TAP), Surface Transportation Block Grant: Bridge (STPG: Bridge) and Statewide Planning & Research (SPR). 

The Village is in need of professional Phase I, II and III (preliminary/design/construction) engineering services for various Federally funded projects from the funding sources listed above.  The typical types of projects funded by those sources include, but are not limited to, LAFO roadway resurfacing projects, roadway widening or reconstruction projects, intersection improvements, pedestrian/bicycle facilities, bridge replacement or rehabilitation, and engineering studies. 

The Village reserves the right to perform a separate Qualifications Based Selection (QBS) process on any given project, depending on the complexity of the assignment and if the Village determines it is in their best interest.

The established contract period for this IDIQ shall be five (5) years, which is the time from execution of the IDIQ contract to when all work orders are issued.  The total time from execution of an IDIQ contract to the completion of all work orders issued will not exceed ten (10) years.  The maximum total dollar amount which may be awarded under this IDIQ is $3,000,000.00.

The typical services to be provided are described in the Minimum Scope of Services section of this proposal.

FUNDING:

It is anticipated that some phases of engineering services assigned under this IDIQ will be partially funded by Federal funding sources.  Therefore the selection of the consultant will follow the QBS process.  The Phase III portion of the Aucutt Road LAFO project is funded by Federal and local sources. 

MINIMUM SCOPE OF SERVICES:

Below are typical tasks associated with Phase I, II and III Federally-funded projects.  All work is to be performed according to the general industry engineering standards established by the Illinois Department of Transportation (IDOT).

The scope of work will depend on the project.  The Aucutt Road LAFO project includes the milling and resurfacing of Aucutt Road from Orchard Road to IL 31.  The gross length of the project is 7,870 feet (1.491 mile) and the net length of the project is 6,568 feet (1.244 mile).  Other improvements include class D patching, aggregate wedge shoulders, thermoplastic pavement markings, ditch grading and restoration. 

Typical Phase I Tasks

The Consultant will provide Phase I engineering services, which may include, but is not limited to the following:

  • Detailed topographic surveys, as necessary, for the planning and design of the project
  • Surveys for any right-of-way acquisition and construction easements, and the preparation of plats and legal descriptions
  • Preparation of traffic studies, analysis of crash data, and any special intersection studies that may be required to furnish data for the design of the proposed improvement
  • Preparation of an Intersection Design Study (IDS)
  • Soil/pavement investigations, as necessary, to determine roadway structural design, as well as CCDD screening
  • Preparation of Environmental planning documents and coordination with IDOT for Environmental Survey Request (ESR)
  • Wetland Delineation, as necessary
  • Preparation of Location Drainage Study
  • Preparation of Project Development Report (PDR)
  • Estimation of construction costs
  • Design of ADA improvements, as necessary
  • Preparation of preliminary roadway plans
  • Assistance obtaining clearances (and permits) from all regulatory agencies as required by the scope of the proposed improvements
  • Submittal and coordination of all necessary permit requests for any work required
  • Obtaining Design Approval from IDOT
  • Coordination with IDOT and other involved parties/agencies as necessary

Typical Phase II Tasks

The Consultant will provide Phase II engineering services, which may include, but is not limited to the following:

  • Preparation of detailed plans, specifications, cost estimate, and other documents and exhibits necessary for the project (in accordance with IDOT BLR, IDOT Region 1 Bureau of Traffic, and Village of Montgomery Design Standards).
  • Preparation of Contract Proposal, all necessary bidding documents and post-letting plan revisions and/or post-design services
  • Preparation and coordination Environmental updates and/or required documents
  • Geotechnical investigations, as necessary
  • Soil/pavement investigations, as necessary, to determine roadway structural design, as well as CCDD screening
  • Drainage Design
  • Maintenance of Traffic
  • Identification of roadside safety improvements, where needed
  • Traffic signal and timing design
  • Securing all necessary clearances and permits (Kane-DuPage Soil & Water Conservation District, Kane County Stormwater Ordinance, etc.)
  • Right-of-way acquisition services, as necessary
  • Coordination with all utilities impacted by the project
  • Submittal and coordination of all necessary permit requests for any work required
  • Coordination with IDOT and other involved parties/agencies as necessary.

Typical Phase III Tasks

The Consultant will provide Phase III engineering services, which may include, but is not limited to the following.  These are also the anticipated tasks for the Aucutt Road LAFO project.   All work must adhere to Village and IDOT standards as required.  All construction and construction engineering must meet IDOT documentation requirements.

Preconstruction Tasks

  1. Establish the Contract Inspector's Checklist for Contract Administration as guidelines for the consultant to follow.
  2. Attend an IDOT preconstruction meeting with all interested parties to discuss goals, objectives, and issues.
  3. Conduct a local preconstruction meeting with all interested parties to discuss goals, objectives, and issues that the Village may have.  Submit meeting minutes to the Village for review and approval.
  4. Familiarize themselves with all project permits and requirements needed for construction.
  5. Review the plans and specifications in-depth, verifying quantities, elevations and dimensions relevant to the project. Also, anticipate any potential conflicts or issues and develop solutions prior to construction.
  6. Review contractor's proposed construction schedule for compliance with contract. Submittals should be included on this schedule as well as all major subcontractors.
  7. Set up field books, quantity books, diary, job box and all other forms of proper project documentation including ICORS.
  8. Prepare Maintenance of Traffic (MOT) checklist. Review MOT for possible improvements highlighting areas of concern.
  9. Prepare a project contact list with names, addresses, phone numbers, and fax numbers for all contractors, subcontractors, and suppliers for the project. Also, submit 24 hour contact numbers for applicable parties.

10.  Review record drawing requirements with the contractor.

Construction Tasks

  1. Provide a resident engineer for required daily activities such as: observing the progress and quality of the work and determining if the work is proceeding in accordance with the contract documents. Maintain site presence at all times when the contractor is working. Disapprove any work failing to conform to the contract documents and immediately inform Village and IDOT representatives. Verify that there are no deviations from the contract documents unless authorized by Village and IDOT representatives.
  2. Keep inspector's daily reports and quantity book records up to date. Also maintain project diary noting all necessary observations. Advise if contactor is falling behind schedule.  Submit weekly reports from ICORS to IDOT and the Village.
  3. Maintain submittal log and check status to ensure timely approval.
  4. Maintain orderly files of all relevant project documents so that they can be easily accessed.
  5. Perform quantity measurements to prepare pay estimates and change orders to review with contractor and submit to Village for review and submittal to IDOT.
  6. Hold weekly progress meetings.
  7. Provide liaison functions related to coordination of contractors, utilities, developers, other agencies and property owners engaged or affected by the project.
  8. Check and approve project submittals for compliance with standards. Forward recommendations to the Village and IDOT representatives.
  9. Maintain daily contact with contractor to monitor schedule and recommend actions that should be taken if falling behind.

10.  Maintain daily contact with the utility companies and their contractors to monitor concurrence with proposed schedules.

11.  Maintain daily contact with the Village and IDOT representatives to inform on all relevant project information.

12.  Inspect, document, and inform the contractor and the Village of the adequacy of the establishment and maintenance of traffic control. Perform all necessary traffic control checks. Document deficiencies and contractor responses to notices of the same. Inform Village and IDOT of deficiencies and if contractor does not correct or enforce as contract stipulates.

13.  Provide construction layout as needed.

14.  Provide Quality Assurance (QA) services in accordance with IDOT QC/QA practices and procedures (contractor will provide QC). Provide necessary coordination and qualified personnel to perform work for all materials. Obtain and test soil, asphalt, concrete, and aggregate samples to perform necessary testing to fulfill QA/geotechnical requirements. Reports shall be prepared in a timely manner and coordinated with QC data. The consultant shall fulfill the requirements as the QA manager.

15.  Prepare minutes for all meetings and distribute to appropriate parties.

16.  Maintain set of working drawings as construction is progressing.

17.  Provide all necessary equipment, instruments, supplies, transportation, and personnel required to perform duties of the project team.

18.  Maintain and periodically transmit to contractor a running punch list to expedite project close out.

19.  Obtain material acceptance certifications as materials are incorporated into the project to expedite project closeout. Withhold payment until material inspection and certifications are provided.

20.  Monitor and enforce all OSHA safety regulations are followed by the consultant staff and sub-consultants.

21.  Monitor and document erosion control and ensure conformity with the plans and standards.

22.  Provide the Village with regular invoicing and provide supporting documentation as requested in order for the Village to submit for reimbursement in accordance with Section 5-10 of the Bureau of Local Roads and Streets Manual.

Post Construction Tasks

  1. Perform final inspection with the lDOT, the Village representative, contractor, and all applicable utilities to finalize punch list. Document the items in the final punch list and submit them to the contractor for close out. Verify completion of all work and provide a recommendation to Village.
  2. Prepare record drawings.  Submit the drawings in a hard copy and digital form.
  3. Complete a contractor performance evaluation and conduct a post construction meeting with all interested parties to discuss lessons learned and identify steps to eliminate problems in the future.
  4. Verify that all documentation is accomplished and that all material inspections and certifications have been accounted for and are complete.
  5. Provide all documentation associated with the final balancing change order and final pay estimate.
  6. Complete job box and conduct all audit(s) with IDOT.  The job box will remain property of the Village.
  7. Close out project with IDOT within a reasonable time frame after all construction is completed.

SUBMITTAL REQUIREMENTS:

Please submit two (2) hard copies and one (1) digital copy of your firm's qualifications for services by 4:00 PM, Monday, June 25, 2018.  The digital copy should be in PDF format on a flash drive.  Questions related to this RFQ should be submitted by email to Jeff Zoephel: .  All questions must be received by 4:00 PM on Tuesday, June 19, 2018.  The Village will provide the final response to all consultants by 4:00 PM on Wednesday, June 20, 2018.

The statement of qualifications (SOQ) should be mailed or hand delivered in a sealed envelope marked "Village of Montgomery – Master Task Order SOQ” to Jeff Zoephel, Village Administrator, 200 N. River Street, Montgomery, IL  60538.

All submittals must be thorough, complete and accurate. A table of contents and sectional tabs should be provided for all submittals.

Submittals should include:

1. Firm Information

A title page that includes the following information: name of firm, local address, telephone number, fax number, name of contact person, location of branch offices, if any, and states in which your firm is licensed to practice.  Additional general firm information can be provided but is limited to four pages (single sided).

2. IDOT Pre-Qualifications

As a prequalification of submittal, all firms must be pre-qualified by IDOT in and must submit documentation of their current prequalification status for the following:

  • Highways – Roads and Streets
  • Location Design Studies - Rehabilitation
  • Special Studies – Construction Inspection

3. Sub-Consultants

List typical sub-consultants, if any, that will be used, for Environmental Assessment work in Phase I/II and Materials Testing in Phase III.  Provide a copy of the firm’s current prequalification status with IDOT.

4. Project Team

Provide biographical data and experience on key professional members of the firm(s) who could be directly involved with Federally-funded projects. Each resume should be limited to two pages (single sided).  A maximum of seven (7) people should be listed.  The key personnel should include the following:

  • Project Manager who will be responsible for coordinating all activities.  Must be a Licensed Professional Engineer in the State of Illinois with Phase I, II and III experience.  Maximum one (1) person listed.
  • Typical Design Engineer for Phase I/II projects.  Must be a Licensed Professional Engineer in the State of Illinois.  Maximum two (2) people listed.
  • Resident Engineer who will be responsible for overseeing all construction engineering activities (must be a Licensed Professional Engineer in the State of Illinois and have a current certificate for IDOT’s “Documentation of Contract Quantities”).  Maximum three (3) people listed.
  • Any additional staff that will be involved in Federally-funded projects.  Maximum one (1) person listed.

5. Similar Project Experience

Provide at a minimum eight recent examples of projects within the last five years that were Federally-funded or similar in nature to this project. Include a description of each project, including location, client, and scope of professional services delivered by your firm, time frame of the project, and project cost.  Project Experience is limited to eight pages (single sided).

CRITERIA FOR REVIEW:

The selection criteria and weightings for project selection are indicated below.

  1. Firm Experience (30%).  The entity’s general experience, stability and qualifications related to similar Federally-funded Phase I, II and III projects and locally funded projects of similar nature.
    1. Staff Capabilities (30%).  The education, experience, and expertise of the entity’s principals and key employees.  Qualifications and experience of personnel to perform the necessary engineering services in accordance with general industry engineering standards established by IDOT.
  2. Past Performance (30%).  The entity’s history of performance on projects similar to the one under consideration.
    1. Local Presence (10%).   Knowledge of local community and proximity of the engineering entity to the agency’s office.

A selection committee comprised of staff from the Village will evaluate the SOQ’s. The SOQ’s will be reviewed, evaluated, and scored, using the criteria and weights defined above.

The Village will begin reviewing the SOQ’s as soon as practical with a top firm selected no later than Friday, July 13, 2018.  It is anticipated that the selected top firm will enter into a contract for the IDIQ work, with a draft agreement prepared by no later than Tuesday, July 17, 2018.

If the contract is approved by the Village Board, it is anticipated that the Village will assign as the first work order the Aucutt Road LAFO Phase III engineering services.  It is anticipated that the final scope and hours for that task order will be negotiated during the week of July 23, 2018.

The engineering agreement for the Aucutt Road LAFO project will be Cost Plus Fixed Fee format using the BLR 05611 form. The selected consultant shall also submit draft BC 775 and BC 776 (if needed) forms for review with the draft BLR 05611.  A draft engineering agreement will be due to the Village by Friday July 27, 2018 at 12:00 noon.  The Village intends to have negotiations completed and all of the draft forms (BLR 05611, BC 775, BC 776 (if needed)) submitted to Kane Kendall Council of Mayors (KKCOM) for further submittal to IDOT by Monday, July 30, 2018.


Publication Date/Time:
6/8/2018 12:00 AM
Closing Date/Time:
7/13/2018 11:59 PM

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