Request for Proposals
Readsboro River Bank Stabilization Project
Design and Construction Engineering Services and Project Management Services for the Town of Readsboro
Readsboro, Vermont
March 2015
I.
OVERVIEW
The Town of Readsboro has received a Community Development Block Grant Disaster Recovery 2
(CDBG-DR2) Grant, in response to severe riverbank erosion damage sustained during Tropical Storm
Irene. The project location is in-between private properties located along School Street, and along the banks of the West Branch of the Deerfield River.
The Town seeks an Engineer and Project Manager (Consultant) that will finalize preliminary designs and manage the River Bank Stabilization Project through construction. The b ank erosion was widespread along the West Branch of the Deerfield River during Tropical Irene. A previous stabilization effort was conducted at the upriver side of the project area (40-62 School Street) in the aftermath of Tropical Storm Irene after the north bank and terrace of privately owned land eroded, resulting in the razing of three residences. The previous recovery work has left the channel smoother and more confined, leading to increased erosion potential. Also, a scour hole exists along the bank of the failed slope, and likely contributed to the erosion of the toe of the failed slope that initiated the collapse of the overlying material. Based on current conditions, channel migration and erosion at the edges of the river corridor are likely. Furthermore, the existing raw slope that endangers existing structures and requires stabilization to mitigate the hazard and alleviate concerns that the failed slope will extend downstream where the Readsboro Fire station and a water main exist. The failed slope is approximately
350 feet long and 45 feet tall. The length along the face of the failed slope is approximately 73 feet resulting in a surface area of over 25,000 square feet. See attached for preferred alternative.
The project is also subject to permitting from the US Army Corps of Engineers, Vermont Stream
Alteration and perhaps local zoning for work in a floodplain.
Due to the time constraints of working in and around the river, the Stream Alteration Permit limits access to the river from June 1, 2015 to October 1, 2015.
All questions related to this Request for Proposals will be addressed to The Readsboro
Selectboard 301 Phelps Ln., Readsboro, VT 05350. Questions may be presented in writing, sent by FAX at 802-423-5423. Or e-mailed to The Readsboro Selectboard at clerk@readsborovt.org
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Answers to questions received will be posted on the Readsboro website or in writing.
Deadline for Submitting Proposals
3 copies of proposals must be submitted Wednesday May 20, 2015 by 3:00 PM .
Proposals or amendments received after this deadline will not be considered. Fax mailed proposals will not be considered.
II.
SCOPE OF SERVICES
III.
General Description of Responsibilities
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i.
The Consultant will provide professional engineering services including, but not limited to: thoroughly defining the project; securing all necessary permits and approvals; creating design Contract Plans; developing a Construction Bid
Package; and coordinating with the Readsboro Selectboard. ii.
This project will be developed and administered by the Town of Readsboro and its Selectboard. Continuous communications will be maintained between the Town and the Consultant/ Readsboro Selectboard throughout the Design,
Plans Development, and the Construction Services process. iii.
The Project is funded with funds from the VHCD-Agency of Commerce and
Communication Development Program and all applicable Federal /State rules and regulations will apply.
During times of the Project Development process, Town staff and/or Selectboard members will attend project meetings.
IV.
Project Definition Process i.
Project Initiation: Because a preferred alternative has already been chosen, this phase has already occurred. ii.
Conceptual Plans Development: The Consultant will review the conceptual plans and develop final design plan for the Project. These plans will be submitted along with a construction cost estimate to the Town and ACCD-
Agency of Commerce and Communication Development Program staff to review and comment. Public Informational Meeting: Consultant will attend an informational meeting to present final conceptual design with revisions, and answer questions.
The Consultant will include a qualified archaeologist to ensure compliance with the Vermont Division for Historic Preservation/ VHCD Programmatic
Agreement since the project area is potentially archaeologically sensitive. The qualified archaeologist
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will conduct an Archaeological Resource Assessment
(ARA), given the proximity to the river and the presence of mill ruins
V.
Project Utility and Project Process
The Consultant will begin the project design process when authorization to proceed is given by the Municipality and VHCD Program i.
Utility Relocation Process: The Consultant will be responsible for identifying and contacting all affected utility companies. Existing utilities will be located
1 A “qualified archaeologist” is one that meets the Secretary of the Interior’s Professional Qualification Standards.
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on the plans and conflicts will be noted. The Consultant will be responsible for final utility clearances, and showing relocations on the plans. If necessary, utility special provisions will be written for inclusion in the final Construction
Bid package. ii.
Obtain Permits: The Consultant will be responsible for obtaining all permits and approvals identified throughout the project development. These permits will be included in the final Construction Bid package. The Consultant will be responsible for obtaining and developing all data necessary for State and
Federal permits and approvals; including but not limited to the Corps of
Engineers (404) Permit, Stream Alteration Permit, Storm Water Discharge
Permits, and other required permits. If the processing of any application involves a public hearing, representatives of the Consultant will be available as expert witnesses and will present the project material at the hearing. The
Selectboard will arrange for all hearings, post notices, and record and prepare the hearing transcripts. The Consultant will be responsible for making sure that all required permits have been obtained. iii.
Necessary Municipal Certifications and/or Approvals: The Consultant will be responsible for acquiring any necessary local permits, certifications or approvals. The Consultant may need to make presentations to Planning
Commissions, Development Review Board, Selectboard’s, etc. The consultant will add any pertinent information to the plans generated from these permits, certifications and approvals.
1.
Contract Plans and Construction Bid Package Development a.
Construction Bid Package : The complete Construction Bid package will include all of the following items i.
Final plans. (Complete paper copies of the project plans will be provided the Town, ACCD staff, and Windham Regional Commission staff). ii.
Notice of pre-bid meeting with statement that potential bidders are strongly advised to attend, and if unable to attend, should expect to demonstrate that they have, through alternate arrangements, adequately familiarized themselves with the site and with any information from the pre-bid meeting. iii.
Construction cost estimate. iv.
If applicable, final utility relocations, clearances, and special provisions. v.
If applicable the engineer is responsible for obtaining all temporary and permanent construction right of ways as a pertains to the ingress and egress to the project and special agreements. vi.
Construction special provisions. vii.
All necessary permits acquired and conditions noted. viii.
Construction Contract specifications and bid documents.
ix.
All project correspondence, calculations, and survey notes.
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x.
Determine, with the approval of the Selectboard and the Town what approach will be used to ensure quality control/quality assurance meets the design specifications.
2.
Design Engineering Services during Construction:

Consultant will be responsible for certifying that all quality control/quality assurance requirements are met including any necessary sampling and testing.

Participate in the final inspection of the project.
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The consultant will attend and participate in both the preconstruction conference and the final inspection.
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The Consultant will be responsible for all field engineering required due to flaws, inconsistencies or oversights in the contract plans and specifications. Any design changes that result from errors or omissions in the original contract plans or provisions will be performed by the Consultant at no additional cost to the project.

The Consultant will be responsible for Davis-Bacon documentation. The
Consultant will conduct site inspections to ensure proper wage rates and posters are available to workers on-site. Collect, review and maintain payrolls. Conduct on-site labor interviews.
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The Consultant will be responsible for developing all fabrication shop drawings required and send electronic copies to the
Readsboro Selectboard.
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The consultant will be responsible to bid service reviews.
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With all of the above-noted items accomplished and the final construction estimate signed by the contractor, this contract will be considered completed.
3.
Cost estimates
The consultant will develop preliminary cost estimates for the preferred alternative already identified, including maintenance. Estimates will include: Construction costs, including clean up (to be developed in cooperation with environmental consultant.
Maintenance requirements and estimated maintenance costs.
VI.
SUBMITTAL REQUIREMENTS
3 of the technical and cost proposals shall be submitted as separate documents. The cost proposals must be in a sealed envelope and clearly labeled with the firm’s name, project name and the title “Cost Proposal.” Proposals must include the following, though please note that brevity is appreciated and strongly encouraged:
1.
Technical proposals must include the following items: a) Summary
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A brief summary of the consultant or firm, the consultant’s understanding of the project, and relevant knowledge/experience. Provide information on all collaborators if more than one firm is involved. b) Work Plan
An outline of the approach proposed to accomplish the scope of services and the manner in which the consultant will work with the Town of Readsboro, ACCD- Agency of
Commerce and Communication Development Program staff in coordinating the project.
Suggestions for additional work, which may be beneficial to the project, may be considered. c) Qualifications
A description of the consultant(s) qualifications, capabilities, and organizational structure. Identification of the project team including qualifications, experience, and specific responsibilities of the project manager and staff assigned to the project (include resume for each person). d) Work Schedule
A detailed schedule indicating how the project tasks will be organized to complete the work product in the allotted time frame.
Schedule must include a matrix of the project tasks and hours assigned broken down by personnel assigned.
2.
Cost Proposal
The consultant’s proposed budget and cost of completing the project must be in a sealed envelope clearly labeled with the firm’s name, project name and the title “Cost Proposal.”
The cost proposal will include a task-by-task breakdown of project cost by each staff/team member, and hours assigned to each staff/team member. Suggestions for additional work, which may be beneficial to the project, should be shown as a separate cost item.
VII.
SELECTION PROCESS
Proposals will be evaluated based on technical merit and on the criteria listed below. Finalists may be interviewed as part of the evaluation process. After the evaluation and interviews are completed, the Readsboro Select Board will rank the finalists and a contract will be awarded to the consultant submitting the proposal most favorable to the Town of Readsboro and this project, cost and other factors considered. The consultant should be prepared to begin in June
1 st
and completed by October 1 st
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Evaluation Criteria
1.
All applicants must meet this threshold requirement: Submission of a complete proposal with the consultant’s approach to the project, which contains all information, services, and requirements in this RFP.
2.
Thoroughness and comprehensiveness of services consultant proposes to provide.
3.
Overall firm experience and past performance on similar projects.
4.
Adequate assigned resources and staffing to do the work.
5.
Stated ability to appear for an interview if requested.
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6.
Demonstrated knowledge of the project area.
VIII.
MISCELLANEOUS
Town of Readsboro’s responsibilities during the Project
1.
Provide consultant with available data and background information on Project area.
2.
Establish system for communication between Town Selectboard, ACCD Agency of
Commerce and Communication Development Program staff, and consultant.
3.
Manage and administer project activities with the consultant as necessary.
4.
Coordinate public participation throughout the duration of project, including publicity.
5.
Review draft design documents and provide recommendations.
6.
Decide by consensus on final design.
The Town of Readsboro reserves the right to accept or reject any or all proposals in the best interest of the Town.
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