BIDDER RECEIPT FORM
BID SPECIFICATIONS FOR:
Construction Inspection and Material Testing/sampling for Construction projects
Licking County RFP
Bidder to complete this form at time of receiving a bid packet.
This form must be retained in the Licking County Engineer
Office bid folder to enable the County to send updates or
corrections to the attached bid documents. If Bidder has
obtained this bid packet electronically, please submit a copy of
this document to:
Janet Chapin – jchapin@lcounty.com
FAX: 740 670-5295
BIDDER’S COMPANY NAME:
ADDRESS:
CITY/STATE/ZIP CODE
PHONE:
(
)/
-
FAX:
(
)/
-
CONTACT PERSON:
DATE GIVEN OUT ____ / ____ / ____
BY
COUNTY EMPLOYEE
Page 1 of 14
ADVOCATE RUN: Monday, March 31, 2014
County Website: March 31, – April 17, 2014
State Website: March 31, 2014
ADVERTISEMENT FOR RFP
Sealed RFP’s for the provision of construction inspection and materials testing/sampling for
highway and/or private development construction projects commenced in Licking County,
Ohio will be accepted at the Board of Licking County Commissioners at 20 S. Second
Street, 4th Floor, Newark, OH 43055 until Thursday, April 17, 2014, at 11:30 AM. Sealed
proposals, endorsed “RFP: Construction Project Inspection” will be opened at that time,
The Board of Licking County Commissioners and the Licking County Engineer’s Office
will open and rank proposals, as in accordance with Ohio Revised Code Section 307.862.
Proposal forms and full information for Bidders may be examined and obtained at the
Licking County Engineer’s Office, 20 S. Second Street, Newark, OH 43055 or the Licking
County Website, www.lcounty.com, posted under Bid/RFP’s items.
If obtaining the Proposal form from Licking County’s website at www.lcounty.com, a
bidder receipt must be submitted to the Licking County Engineer’s Office to enable the
County to send updates or corrections to the RFP documents.
The Board of Commissioners and the Licking County Engineer’s Office reserve the right to
waive informalities and to reject any and all Proposals, waive any technical requirements,
and to accept any Proposal from the offeror, which is deemed by the Board of
Commissioners and the Licking County Engineer’s Office to be the most advantageous to
the County.
This notice is being posted under NEWS items of the Licking County Website,
www.lcounty.com and www.ohiobusinessgateway.ohio.gov.
Licking County Board of Commissioners
Beverly Adzic, Clerk/Administrator
Page 2 of 14
REQUEST FOR PROPOSALS
CONSTRUCTION INSPECTION AND MATERIAL TESTING/SAMPLING
FOR
CONSTRUCTION PROJECTS
LICKING COUNTY
20 S. Second Street, Newark, Ohio 43055
Phone: (740) 670-5110 Fax: (740) 670-5119
I.
PURPOSE AND BACKGROUND
The Board of Licking County Commissioners, with the approval of the Licking County
Engineer’s Office, is requesting proposals for the provision of construction inspection and
materials testing/sampling for highway and/or private development construction projects
commenced in Licking County, Ohio. It is anticipated that the County and the successful
offeror will enter into a three (3) year contract, beginning on May 8, 2014.
The County will retain administrative control of the construction contracts with consultant
inspectors reporting to the County Engineer’s Office. The number of inspectors needed may
vary depending on the size and number of projects being constructed at any given time.
II.
SCOPE OF WORK
1. Review of construction documents prior to the beginning of construction
2. Attendance at pre-construction and progress meetings
3. On-site inspection of materials and workmanship for compliance with contract
documents
4. Preparation of weekly progress reports
5. Regular communications with the County Engineer’s Staff
6. On-site testing and/or sampling of construction materials
7. Check for compliance with approved subdivision plans
8. Coordinate with other County Agencies and Utility Companies
9. Fully comply with the “Licking County Engineer’s Office Conduction of Inspection
Services” RFP Supplement (Attached hereto as Exhibit “A”)
III.
PREQUALIFICATIONS
The successful firm must demonstrate prior experience in private development subdivision,
roadway and/or other commercial development construction inspection and materials
testing/sampling. Furthermore it must be demonstrated for each of the proposed staff within
the job classification, which will be assigned to the project, has prior successful experience
within that classification as an employee of the firm. If at any time the proposed assigned
staff is changed during the term of the contract, the experience profile and other measures of
qualifications must be submitted and approved by the Licking County Engineer prior to the
employee’s assignment to the project. If the selected firm cannot demonstrate that
replacement personnel are qualified within the proposed job classification, then the firm’s
contract may be terminated.
All other prequalification’s referenced in ODOT Specifications or Supplements shall apply.
Page 3 of 14
IV.
PROPOSAL CRITERIA
1. Proposals should be presented in the following order, showing the following details
at a minimum:
a. Cover letter signed by someone with the authority and ability to enter into
contracts on behalf of the offeror. The cover letter shall provide the name,
address, phone, and e-mail contact for the offeror’s main point of contact. In
addition, the letter should contain a brief statement about the offeror’s
interest in the work.
b. Profile of the offeror (firm/office), including Statement of Qualifications and
resumes of key personnel. All requirements of the proposal criteria apply to
Sub-Consultants if they are to be used, and the firm and employee
information is to be incorporated into a single proposal. All personnel must
be clearly associated with their respective firm. The prime consultant must
perform more than 50% of the services contained herein.
c. Specifically demonstrate an understanding of road construction, material
testing, plan reading, field measuring quantities, ODOT’S Standards and
Specifications, City of Columbus Standard Construction Drawings, and ADA
requirements (two pages or less).
d. Provide at least three (3) references for your work, including the names and
contact person, for similar projects for whom you have provided such
services within the last five years.
e. Proposed hourly rate for each job classification that will bill to the project for
the offeror to provide the above services (Scope of Work), costs relating to
field equipment, vehicles, travel time to job site, labor, clerical, benefits, and
any other associated costs necessary to provide personnel on the job site.
Each job classification must be defined and specific duties identified in the
proposal. The proposed hourly rate shall be a fixed rate for a three (3) year
contract term.
V.
SELECTION CRITERIA
Selection of an offeror (firm/office) will be made in accordance with the provisions of Ohio
Revised Code Section 307.862, and based upon the following factors and criteria:

Expertise and availability of key/assigned personnel

Clear and concise Proposal that demonstrates an understanding of the scope of work

Proposed cost containment methods specific to this scope of services

References
Page 4 of 14
VI.
INSTRUCTIONS TO OFFERORS
1. All questions and related correspondence should be directed to:
Ty Yoho
(740) 670-5289
20 S. Second Street, Third Floor
Newark, OH 43055
Answers/clarifications to all questions received will be provided to all
offerors that have obtained a Request for Proposals package, solely in written
format, at the email address provided by offerors.
2. Proposals must be submitted in sealed envelopes, labeled: “RFP:
Construction Project Inspections.” The full name of each person or
firm/office submitting the proposal, with its business address included, shall
also be marked on the outside of the envelope.
3. One original, three (3) copies, and an electronic version (disc or flash drive)
of the proposal shall be submitted to Beverly Adzic, Licking County
Commissioners Office, 20 S. Second Street, Newark, OH 43055, until
Thursday, April 17, 2014, at 11:30 A.M. Proposals will be accepted by U.S.
Mail, national courier service, or hand-delivery only. Proposals delivered by
Fax or email shall be considered “non-responsive.” Proposals received
after the deadline shall not be considered.
4. The County will review the proposals and notify the offerors of any
necessary discussions for clarification purposes. The County, in its sole
discretion, reserves the right to reject any or all proposals not found to be
responsive.
5. The County reserves the right to waive informalities and to reject any and all
proposals, waive any technical requirements, and to accept any proposal
from the offeror, which is deemed by the County to be the most
advantageous to the County.
6. At a minimum, the proposals shall include:
a. Cover Letter
b. Profile of the offeror
c. Statement of Understanding (two pages or less) [Subsection C
Proposal Criteria]
d. Personnel resumes/biographies
e. References
f. Proposed hourly rate per employee classification
g. Non-Collusion Affidavit
h. Findings for Recovery
Page 5 of 14
VII.
RESERVATIONS/AUTHORITY/NEGOTIATIONS
The County reserves the right to reject any proposal in which the offeror takes exception to
the terms and conditions of the request for proposals; fails to meet the terms and conditions
of the request for proposals; or, submits price terms that the County considers to be
excessive, compared to existing market conditions, or determines exceed the available
funds.
The County reserves the right to reject, in whole or in part, any proposal that the County
determines, using the selection criteria provided herein, would not be in the best interest of
the County.
The County may conduct discussions with offerors that submit proposals, for the purpose of
clarifications or corrections, regarding a proposal, to ensure full understanding of, and
responsiveness to, the requirements specified in this request for proposals.
The County will negotiate with the offeror that submits the proposal determined to be the
most advantageous to the County, based upon the selection criteria provided herein. The
County shall negotiate with only one offeror at a time. The County may terminate
negotiations with an offeror at any time during the negotiation process for any reason, and
may begin negotiations with next highest ranked firm. The County, at its discretion may
select more than one firm to provide services outlined herein. If the negotiations are
terminated with an offeror, the County shall negotiate with the offeror whose proposal is
ranked the next most advantageous to the County, according to the selection criteria
provided herein. An offeror may withdraw its proposal at any time prior to the award of a
contract.
VIII. TIME LINE
The following is the anticipated time line for selection (and may be subject to change):
Proposals are Due: April 17th, 2014
Initial Review Complete [by or before]: April 24, 2014
Interviews/Discussions [if necessary]:
May 1, 2014
Selection of Successful Offeror [by or before]:
May 5, 2014
Execute Agreement [by or before]:
May 8, 2014
Page 6 of 14
Proposals shall be considered open, valid and subject to acceptance for up to 90 days
following the date of opening. Time for acceptance may be extended upon the mutual
consent of the County and the successful offeror.
[The Rest of the Page Intentionally Left Blank]
Page 7 of 14
VENDOR AFFIDAVIT FORM
Construction Inspection and Material Testing/Sampling for
Construction Projects RFP”
PROJECT NAME:
NON-DELINQUENCY OF PERSONAL PROPERTY TAXES:
The undersigned, being duly sworn, if a contract is awarded you, states that we (the Vendor) are not
charged at the time the bid was submitted with delinquent personal property taxes on the general tax
list of personal property of any county in which you as a taxing district have territory and that we
were not charged with delinquent property taxes on any such tax list. Nor do I have any debt owed to
the State of Ohio.
NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY:
That we do not and shall not discriminate against any employee or applicant for employment because
of race, religion, color, or national origin. If awarded the bid and/or contract under this proposal,
said party shall take affirmative action to insure that applicants are employed and that employees are
treated, during employment, without regard to their race, religion, color, sex, or national origin. If
successful as the lowest and best bidder under the foregoing proposal this party shall post nondiscrimination notices in conspicuous places available to employees and applicants for employment
setting forth the provisions of this affidavit. Furthermore, said party agrees to abide by the
assurances found in Section 153.54 of the Ohio Revised Code in contract provisions with the owner
if selected as the successful bidder by the Owner.
NON-COLLUSION:
That the bid being submitted is genuine and not collusive or sham; that we/I have not colluded,
conspired, connived, or agreed, directly or indirectly, with any other bidder or person, to submit a
sham bid, or refrain from bidding; have not in any manner, directly or indirectly sought by
agreement or collusion, or communication or conference, with any person, to fix the bid price of
affiant or any other bidder, to fix any overhead, profit or cost element of said bid price, or of that of
any other bidder; to secure advantages against the County of Licking or any person or persons
interested in the proposed contract; that all statements contained in said proposal of bid are true, and
that, such bidder has not, directly or indirectly submitted this bid, or the contents thereof, or divulged
information or data relative thereto to any other potential information or date relative thereto to any
other potential bidder. Further, Affiant affirms that no county employee has any financial interest in
this company or the bid being submitted.
That we do hereby affirm the above statements to be true and in consideration of the award of the forementioned contract,
the above statements are incorporated in said contract as a covenant of the undersigned.
Company Name
Company Tax I.D. Number
Bidder/Vendor Signature
Print Name & Title
Sworn to before me and subscribed in my presence this
Notary Public Signature
day of
Date Commission Expires
Page 8 of 14
, 2014.
FINDINGS FOR RECOVERY – C05
To be compliant with House Bill 95, search the State Auditors Website:
Website:
www.auditor.state.oh.us
Click on: “Findings for Recovery”
Click on: “To perform a certified search”
Print list and initial findings.
Page 9 of 14
EXHIBIT A – PAGES 10-14
LICKING COUNTY
CONSTRUCTION INSPECTION & MATERIALS
TESTING/SAMPLING FOR CONSTRUCTION
RFP SUPPLEMENT
_____________________________________________________________
Licking County Engineer’s Office
Conduction of Inspection Services
The purpose of this document is to set forth guidelines and requirements of services required
for the provision of construction inspection and material testing/sampling for highway
and/or private development construction projects commenced in Licking County, Ohio. The
intent of the inspections are to verify that construction meets the policies, requirements and
specifications as set forth by the Licking County Engineer, County Subdivision Regulations
and approved construction drawings.
Consultant Inspection Scope of Services
When needed, the Consultant shall be contacted by the Licking County Engineer’s Office to
provide field inspection services for select projects within the County. Once the Inspector is
selected to inspect the project, the Consultant shall inspect the project from beginning to
final acceptance, unless directed otherwise by the Licking County Engineer. After the
Preconstruction meeting and prior to commencement of the project, the Consultant shall
prepare a task order scope of work document outlining necessary inspection and materials
testing services. The task order scope shall include anticipated hours and costs, but services
will be approved on an ongoing basis.
Conduct of the Inspector
The Inspector represents Licking County and the Licking County Engineer’s Office in all
issues within the subdivision. It is expected that the Consultant shall conduct themselves in a
professional and ethical manner when communicating with the Engineer, Contractor,
Developer, and General Public. Additionally, during inspections, the Inspector shall at a
minimum conform to the Occupational Safety and Health Administration (OSHA)
regulations.
Communications
The Consultant shall refer all communications to the Licking County Engineer’s Office
through Ty Yoho, Construction Projects Manager, or other delegated agent at 20 South
Second Street, Newark, Ohio 43055, (740) 670-5280 or (740) 404-1109. At a minimum the
Inspector shall contact the County Engineer’s Office once per week with a summary of the
work performed or whenever problems regarding construction procedures or materials arise.
Page 10 of 14
This may be in the form of the weekly report noted below in section 1.4; however the
County Engineer’s Office shall be advised of how to contact the Inspector for questions.
Inspection Services
1.1 Policy for Conducting Required Inspections
The inspector shall inspect the construction activities and materials for the following
public improvements:
A.
B.
C.
D.
E.
Bridges, Culverts, Storm Sewers and Underdrains
Roadway Construction
Drainage Channels, Roadside Ditches, Storm and Sediment Basins
Site Grading and Flood Routing
Off-Site Easement and Right-of-Way work which is a part of approved
construction drawings.
The inspector shall make adequate inspections, materials tests and acquire any necessary
material certifications to ensure all construction activities and materials used are in
compliance with the, approved construction plans and specifications. The Inspector shall
contact and inform the County Engineer of any work or materials that are not in compliance,
as soon as possible.
1.2 Additional Inspections
Inspectors shall make additional inspections if requested by the County Engineer.
Conditions that may require additional inspections include, but are not limited to, the
following:
1. Perform plan review to clarify construction means, methods and plan ambiguities.
2. To perform a site review for a project that may include survey work to verify slopes,
locations of facilities in the field, etc.
3. To determine construction progress and verify if any inspections or material testing
is required for the work being performed.
4. To determine whether portions of the public improvement have been constructed in
accordance with, and are functioning as required by, the approved plans and the
Licking County Subdivision Regulations.
5. To attend walk-through inspections for the project.
6. To determine whether punch list items contained in the walk-through inspection
report have been completed and are acceptable to Licking County.
7. Make a site visit at the request of the County, Contractor, Developer or testing
company involved with the project.
Page 11 of 14
1.3 Show-up Time Policy
Section 7.13 of the Licking County Subdivision Regulations requires the
Owner/Developer shall provide advanced written notice to the Licking County Engineer
two business days, excluding weekends and holidays, prior to the date construction is to
commence. The Owner/Developer shall furthermore insure that no work shall be
covered or obscured prior to inspection and acceptance by the County Engineer. The
intent of this section is to provide the Licking County Engineer with enough lead-time to
schedule site visits and to better manage inspection workloads. The Contractor may
cancel an inspection up to the time the inspector has started his trip to the project site. In
the event the Contractor’s inspection-triggering activities are scheduled but do not occur
due to inclement weather conditions, or a last minute change in schedule, a two hour
charge shall apply to the Owner/Developer for the personnel scheduled for inspection.
1.4 Documentation and Reports
The inspector shall prepare reports to document that the construction of the subdivision
meets the requirements and specifications of the County Engineer. The following
reports shall be prepared at a minimum:
1. Weekly Site Inspection Reports: Site Inspection Reports shall contain at a minimum,
the date, time on site, name of the inspector, name of subdivision including any
section or phase designation, name of contractor or subcontractor(s) working,
weather, location and type of work being performed, location and type of field
measurements, material tests performed and test results.
2.
3.
4.
5.
Additional information may be required to describe work being performed and
should be included within this report.
Material Certifications: The inspector shall acquire any necessary material
certifications and verify that the materials covered by the certifications meet the
appropriate specifications.
Delivery Tickets: The inspector shall collect all material delivery tickets (asphalt,
concrete, aggregate, conduit tickets, etc.) and note the location the material was
installed on the tickets.
Phone Conversations: The inspector shall document all phone conversations relating
to the project.
Walk Through Deficiencies: The inspector shall document all deficiencies found at
the time of the final walk through of the subdivision by the County Engineer.
These documents shall be maintained by the Inspector and Consultant and produced
as needed by the County Engineer. These documents shall be submitted to the
County along with the test reports for each project prior to scheduling the walk
through inspection.
Page 12 of 14
1.5 Inspection Details
The inspector shall confirm that the subdivision improvements are being constructed per
the approved construction plans and specifications. The following is a sample list of
specific items to be inspected and reported to the Engineer:
Culverts
1. Check conduit type, condition, and type of joints between pipe sections.
2. Check location and verify elevations and grades are per plan.
3. Check culvert concrete encasement, backfill material and compaction at roadway
crossing.
4. Check for proper bedding, backfill material and compaction.
5. Check headwall location, elevation and alignment.
6. Check location, type, and dimensions for Riprap/Rock Channel Protection.
Storm Sewer
1. Check location and condition of conduits and structures and verify elevations and
grades are per plan.
2. Check conduit for proper bedding, backfill and compaction.
3. Check for proper bedding, backfill material and compaction at roadway crossings.
4. Check vertical distance between storm sewer conduits that cross water lines and
sanitary sewer lines and type of granular backfill between the conduits. Also check
horizontal distance between lines that run parallel to one another.
5. Check location and elevation of curb inlets in relation to edge of street.
6. Verify grate openings are properly oriented.
7. Verify underdrain connection to structures.
8. Verify structure casting elevations and mortar at conduit/structure interface.
Roadway and Paving
1. Verify all organic topsoil and vegetation have been removed from the proposed
roadway and soils are acceptable for roadway construction.
2. Observe the materials to ensure compliance with specified material and
installation procedures. Note and correct any material deficiencies.
3. Observe layers of fill are being compacted to the final subgrade elevation.
4. Check final grading of the proposed roadway.
5. Oversee the proof roll test by observing equipment operating on subgrade. Locate
soft material and recommend boundary of areas to be undercut by the Contractor
prior to roadway construction.
6. Check depth, width and grade of each pavement layer, uncompacted and compacted.
Page 13 of 14
7. Perform testing of materials as needed per the specifications along with ODOT
Construction Handbooks and Manuals.
8. Check location and types of curbs along with underdrains.
9. Check locations of sidewalks and curb ramps.
10. Verify that curb ramps comply with the most current ADA specifications and
Licking County Subdivision Regulations. Check cross slope, running slope, width
and dimensions of landings (approach and gutter).
11. Check sidewalks for proper locations, width, and thickness as per current subdivision
regulations.
12. Verify all traffic control devices conform to the OMUTCD latest edition.
Drainage Channels, Roadside Ditches and Site Grading
1. Verify horizontal location, grade, side slopes, and elevations of drainage channels
and roadside ditches per the construction drawings and typical sections.
2. Verify Ditch Erosion Protection (i.e. sod, matting, and rock) are installed per the
construction drawings and specifications.
3. Verify Drainage Channels and Roadside Ditches have permanent seeding and
temporary erosion control measures in place.
1.6 Required Testing
The Consultant shall perform the following tests prior to acceptance of material or
construction, per the ODOT Construction and Material Specifications:
A. All concrete is tested on-site to verify it meets the requirements per ODOT CMS
Item 511 Specifications.
B. Concrete and asphalt are monitored for proper temperatures. Verify surface and air
temperature is acceptable prior to paving as well as the temperature of the mix at the
time of placement. Obtain material load slips for asphalt and concrete and note loads
that are tested and location.
C. Asphalt testing shall be conducted in accordance with ODOT Item 441, 448 and 301
of the ODOT Construction and Material Specifications.
D. Soiling testing (compaction/density) shall be performed in accordance with Ohio
Department of Transportation Supplement 1015 Compaction Testing of Unbound
Materials or as directed by the Licking County Engineer.
The Consultant must provide qualified personnel meeting ODOT Prequalified
Construction Requirements to perform the above required testing.
Page 14 of 14