Re: RFQ No. 2014 - 2
Date: October 20, 2014
The Southeast Metro Stormwater Authority (SEMSWA) is seeking statements of qualifications (SOQ) from qualified and experienced Contractors to provide services to SEMSWA. Through this SOQ process,
SEMSWA will develop a short list for On-Call services for Contractors.
The On-Call services shortlist is defined as providing on-call services on an as-needed basis; these services are smaller and negotiated shorter term construction Tasks. A Task will have a total maximum fee of $30,000 for the specified contract term. Additional Tasks, unrelated to the initial Task, can be given to select Contractors on the short list, and can also have a total fee of up to a maximum of
$30,000.
Contractors may submit a SOQ for one or more of the services listed in the table below. Depending on the number of SOQs submitted and the particular service type requested, it is anticipated that a list of up to 6 Contractors will be compiled as the short-list. At this time, the type and number of construction
Tasks that may be performed under the awarded On-Call contract(s) are unknown. SEMSWA reserves the right to award construction Task contracts to multiple contractors and to award multiple Tasks to each Contractor.
The On-Call Contractor Services that may be required by SEMSWA cover a wide variety field services, and include:
Section F-1 Minor Construction
Section F-2 Landscaping and Re-vegetation
Section F-3 Environmental Clean-Up
Refer to following Sections for a detailed description of services which may be required under these contract service areas. SEMSWA reserves the right to add or delete specific provisions or activities within each service area as may be required to fulfill a construction Task.
I. G ENERAL S PECIFICATIONS
A. Required Qualifications
Any Contractor submitting a SOQ must have expertise and experience in the area in which it is submitting. The overall objective of this Request for Qualifications (RFQ) process is to develop a list of qualified Contractors who are able to respond in a short time frame and are capable of performing high quality work, both for construction Tasks limited in scope with shorter time frames and for individual projects requiring a fully-scoped work product.
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B. Method of Submittal
Responses shall be received by SEMSWA by either of the following methods: a.
Hand delivered or mailed to the SEMSWA offices (7437 South Fairplay St, Centennial, 80112) on a DVD, CD, or USB Flash Drive, Attention Erin Donnelly. If hand delivered or mailed, “RFQ
No. 2014-2” should be clearly labeled on the flash drive, and on the envelope. Hard copy and faxed proposals will not be accepted. b.
Uploaded to the SEMSWA website at www.semswa.org
via the Submittal form accessed on the Customer Service page with uploading instructions.
Responses will be in electronic format, as follows: SOQ(s) saved as a separate .pdf. Each digital SOQ document should be saved as a .pdf file with the Contractor Name and the Section Number and Name, such as “Contractor Name Section F-I Minor Construction.pdf”. In addition, the company must complete the Contractor Questionnaire saved as a separate .pdf and should be saved as the Contractor Name and
Contractor Questionnaire, such as “Contractor Name Contractor Questionnaire.pdf”. The Contractor
Questionnaire is available on the SEMSWA website at www.semswa.org
.
SOQs will be considered only from individuals or Contractors who are well-established in the business, financially responsible, experienced in the construction services for which they are proposing, and have the resources and ability to provide the services in a professional and expedient manner. Failure to provide information that supports these requirements may result in the proposal being considered nonresponsive. SEMSWA may request additional information as deemed necessary.
All SOQs will become the property of SEMSWA and open to public inspections. Any restrictions on the use of data contained within a submittal must be clearly stated in the submittal itself. SEMSWA reserves the right to disqualify Contractors that do not provide the SOQ response requirements.
C. Description of Services:
Section F-1 - Minor Construction (Example construction services include: detention pond retrofitted into water quality pond, rain garden construction, grass swale construction, outlet structure retrofit, stormwater facility minor grading and shaping, and outfall retrofit)
General Description of Services: Type of work may include all or parts of the activities listed below.
Contractors interested in qualifying for this category of service must be able to submit documents of experience and expertise in all of the activities listed below: a.
Construction of facilities meeting the SEMSWA, Arapahoe County Stormwater Management
Manual, and/or UDFCD criteria, and the UDFCD construction process b.
Installation of Grading, Erosion, and Sediment Control (GESC) BMPs, including implementation of water control as necessary, using the SEMSWA GESC Manual, Arapahoe
County GESC Manual, and/or UDFCD criteria c.
Ability to obtain and comply with necessary permits, to include the Floodplain Development
Permit; GESC Permit; Stormwater Public Improvement Permit; Colorado Department of
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Public Health and Environment (CDPHE) construction permits; US Army Corp of Engineers
404 Permits; local right-of way use permits, and other applicable local, State, and Federal permits. At the time that the contractor obtains all necessary permits and begins construction, it shall be fully licensed and bonded in the jurisdiction where the work will occur pursuant to that jurisdiction’s requirements d.
Insured as set forth in the General Instructions for this RFQ e.
Familiarity with SEMSWA’s standard specifications f.
Ability to work with Design Engineer to complete “Design Build” projects based on conceptual plans, including Coordination of As-Builts with Design Engineer and As-Built data collection, including construction plan redlines g.
Ability to perform work that may take place in waterways and are susceptible to frequent flows and flood conditions h.
Ability to perform project management, communicate schedule, report construction progress, prepare pay estimates, prepare product and material submittals, and any other paper work as required i.
Familiarity with CDPHE’s SWMP guidelines, and certification and/or training that indicates knowledge of site control measures, including Certification as an Erosion Control Inspector, by CDOT Erosion Control Supervisor Certification, Erosion Control Supervisor (ECS), Certified
Professional in Erosion and Sediment Control (CPESC), or similar j.
Experience with detention and water quality facility construction, such as detention and water quality ponds, rain gardens, grass swales, porous pavement, grass buffers, and other
SEMSWA and UDFCD Volume III typical permanent water quality BMPs k.
Experience with (or experienced sub-contractor) concrete work, such as outlet structure construction l.
Experience (or experienced sub-contractor) with landscape and irrigation installation and maintenance m.
Ability to perform site assessments for construction requirements, including coordination of project components for Maintenance Eligibility by UDFCD; and experienced with the coordination of geotechnical testing, surveying, and associated field coordination n.
Possession of equipment, or ability to obtain required equipment necessary to perform Task
Section F-2 - Landscaping and Re-vegetation
General Description of Services: Type of work may include all or parts of the activities listed below.
Contractors interested in qualifying for Landscaping and Re-vegetation construction services must be able to submit documents of experience and expertise in all of the activities listed below: a.
Construction of stormwater facilities meeting the SEMSWA and Arapahoe County
Stormwater Management Manual b.
Installation of (GESC) BMPs, including implementation of water control as necessary, using the SEMSWA GESC Manual, Arapahoe County GESC Manual, and/or UDFCD criteria
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c.
Ability to obtain and comply with necessary permits, to include the Floodplain Development
Permit; GESC Permit; Stormwater Public Improvement Permit; Colorado Department of
Public Health and Environment (CDPHE) construction permits; US Army Corp of Engineers
404 Permits; local right-of way use permits, and other applicable local, State, and Federal permits. At the time that the contractor obtains all necessary permits and begins construction, it shall be fully licensed and bonded in the jurisdiction where the work will occur pursuant to that jurisdiction’s requirements d.
Insured as set forth in the General Instructions for this RFQ e.
Coordination of As-Builts with Design Engineer, specifically irrigation as-builts f.
Experience with irrigation installation g.
Ability to perform work that may take place in waterways and are susceptible to frequent flows and flood conditions h.
Experience with diverse landscaping installation i.
Familiarity with stormwater facility routine maintenance, including detention and water quality ponds, rain gardens, grass swales, porous pavement, grass buffers, and other
SEMSWA and UDFCD Volume III typical permanent water quality BMPs; minor channel maintenance; and general maintenance at a SEMSWA facility, property, or interest j.
Experience with soil testing and analysis k.
Experience with soil amendments l.
Experience with weed mitigation m.
Possession of equipment, or ability to obtain required equipment, necessary to preform
Task
Section F-3 – Environmental Clean-Up:
General Description of Services: Type of work may include all or parts of the activities listed below.
Contractors interested in qualifying for this category of construction service must be able to submit documents of experience and expertise in all of the activities listed below: a.
Ability to respond to hazardous spills, such as hydrocarbons, in a timely manner (typically a response within 4 hours or less) b.
Ability to respond to calls 24-hours a day c.
Compliance with OSHA, CDPHE Environmental regulations, and other applicable safety standards d.
Knowledge of State and local health department regulations and procedures for handling environmental spills e.
Ability to perform work that may take place in waterways and are susceptible to frequent flows and flood conditions f.
Ability to remove and dispose of contaminants according to all applicable regulations g.
Preparation of clean-up report with sufficient details, including photo documentation, to facilitate close-out of illicit discharge investigation
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h.
Possession of equipment, or ability to obtain required equipment, necessary to preform
Task
II. S TATEMENT OF Q UALIFICATIONS (SOQ) P ROCESS
A.
Inquiries regarding RFP Process
All questions about the RFP process shall be submitted in written form to Erin Donnelly at edonnelly@semswa.org
. Please do not contact any other SEMSWA personnel regarding this RFQ.
B.
RFQ Schedule
RFQ available on SEMSWA website www.semswa.org
Final Questions Due
Final Response to Inquiries
SOQ Due Date
Identification of On-Call List
Monday, October 20, 2014
5:00 pm, Friday, October 24 , 2014
5:00 pm, Wednesday, October 29 , 2014
5:00 pm, Thursday, November 6, 2014
Monday, December 22, 2014
C.
Pre-Submittal Questions
Attached is a Frequently Asked Question (FAQ) document intended to address typical questions about the pre-qualification process. For those issues not identified on the FAQ, technical questions may be submitted in written form to Erin Donnelly at edonnelly@semswa.org
. There will not be a Pre-submittal meeting. The answers to all written questions and requests for additional information will be e-mailed to the RFQ distribution list; to all companies who submitted emailed questions; and will also be available on the SEMSWA website. www.semswa.org
. All questions and requests for additional information
must be received by SEMSWA NO LATER than 5:00 pm Friday, October 24, 2014 in e-mail format.
SEMSWA will prepare a Final Response to Inquiries by Wednesday, October 29, 2014. Please do not contact any SEMSWA personnel regarding this RFQ other than emails submitted to Erin Donnelly at edonnelly@semswa.org.
D.
Statement of Qualifications (SOQ) Preparation and Submission
Statement of Qualification (SOQ) submittals, including the Contractor Questionnaire must be received
no later than 5:00 P.M, Thursday, November 6, 2014. Responses will be received by SEMSWA by either of the following methods: a.
b.
Hand delivered or mailed to the SEMSWA offices (7437 South Fairplay St, Centennial,
80112) on a DVD, CD, or USB Flash Drive, Attention Erin Donnelly.
Uploaded to the SEMSWA website at www.semswa.org
via the Submittal form accessed on the Customer Service page with uploading instructions.
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Responses shall be in electronic format, as follows: SOQ(s) saved as a separate .pdf. Each digital SOQ document should be saved as a .pdf file with the Contractor Name and the Section Number and Name, such as “Contractor Name Section F-I Minor Construction.pdf”. In addition, the company must complete the Contractor Questionnaire saved as a separate .pdf and should be saved as the Contractor Name and
Contractor Questionnaire, such as “Contractor Name Contractor Questionnaire.pdf”. The Contractor
Questionnaire is available on the SEMSWA website at www.semswa.org
.
For hand delivered or mailed documents, “RFQ No. 2014-2” should be clearly labeled on the flash drive, and on the envelope. Hard copy and faxed proposals will not be accepted.
SOQ submittals shall be signed by an authorized representative of the company. Failure to submit the information requested will be reflected in the scoring and evaluation of the SOQ. SEMSWA may reject qualifications which are substantially incomplete or lack key information.
E.
Evaluation and Award Process
An Evaluation Committee comprised of any or all of the following will evaluate all proposals:
1.
Executive Director
2.
Division Directors
3.
SEMSWA Managers
4.
SEMSWA staff
The Evaluation Committee will evaluate all SOQs received for completeness and the submitter’s ability to meet all the Specifications as outlined in this RFQ (Section J). The committee will then select
Contractors for contract whose proposals best meet all the criteria required. Names of the SEMSWA staff comprising the Evaluation Committee are not available to Contractors. Contractors should not contact SEMSWA staff, other than Erin Donnelly, regarding this SOQ (written questions only – See
Paragraph A. Inquiries, above). Contacting SEMSWA staff may be considered a conflict of interest.
F.
Contract Negotiations
Contractors submitting an SOQ may have issues with the On-Call Contractor Services Contract. If a company has contract modifications, deletions or additions it would like SEMSWA to consider, such modifications, deletions or additions must be submitted with the SOQ package. SEMSWA reserves the right to reject SOQs based on substantive exceptions to its contract terms and conditions. A specific date and time will be established for a discussion about the contract as requested to be modified. SEMSWA will then submit this information to the Evaluation Committee. Any additional information generated as part of the discussion will become part of the submitted proposal and subsequently, part of the final contract. Contract negotiations are at the option of the Evaluation Committee and may or may not be conducted.
G.
Selection Criteria
Responses will be evaluated for completeness, quality and the Contractor’s ability to meet or exceed all
Specifications as outlined in the RFQ (Section J). Additional technical and/or cost information may be requested from any Contractor for clarification purposes. The method of scoring will be based on a
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systematic evaluation procedure, with objectivity the goal. All important factors will be considered in the evaluation. The Evaluation Committee will base the evaluation and scoring of the SOQs on the following criteria:
1.
Completeness of the response to the RFQ, and the Contractor Questionnaire, as outlined in Section J, “SOQ Specification Requirements”, including clarity; completeness; conciseness; and organization - up to 15 points
2.
Ability of the company to exceed the requirements defined in the RFQ including demonstrated experience implementing shared goals; innovative approaches to further the science of field implementation practices; criteria comprehension and experience with effective application; regulatory knowledge and compliance – up to 25 points
3.
Company resiliency; adequate staff; years of experience; certification and qualifications of staff; and support capabilities – up to 20 points
4.
Relevant skills and experience; applicability of expertise to SEMSWA programs and mission; criteria and regulation adherence; relationship and coordination with other agencies; compliance with regulations (including GESC program and Public Improvement
Permit compliance history with SEMSWA); awards and nominations - up to 25 points
5.
Past performance and references, including SEMSWA experience with the contractor, including prior timeliness of response for task requests and compliance re-inspection fees; and any potential conflicts of interest - up to 10 points
6.
Acceptance of SEMSWA standard contract - 5 points
H.
Insurance Requirements
If selected, the Contractor will be asked to submit copies of certificates of insurance for general liability, as well as workers compensation (if applicable). The company must provide, at its own expense, original certificates prior to commencing services. See the attached Agreement for required insurance limits.
I.
Term of Pre-qualification
The term of the On-Call list for the SEMSWA identified short list will be through December 31, 2016.
Services may be renewed for one (1) additional 1-year option at the discretion of SEMSWA, based on a satisfactory performance by the Contractor(s), and upon approval and adoption of the budget, through
December 31, 2017.
Issuance of this RFQ and receipt of SOQs does not commit SEMSWA to award a contract. SEMSWA reserves the right to postpone opening, to accept or reject any or all submittals received in response to this RFQ, or to cancel all or parts of this RFQ.
All pre-qualifications agreements between SEMSWA and the successful Contractor(s) will consist of an
Agreement for Contractor Services (an example copy of which is included in this RFQ package), this RFQ and any addendums, the Contractor’s SOQ submittal, the Contractor’s Questionnaire, SEMSWA’s
Purchase Order(s) and Contractor’s original certificates of insurance.
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Note: If no concerns are expressed by Contractor, SEMSWA shall consider that all terms and conditions of the standard contract are acceptable to the company. If Contractor has contract modifications, deletions or additions it would like SEMSWA to consider, see Section F for instructions.
J.
SOQ Specification Requirements
By submitting an SOQ, the submitter represents that it (1) has thoroughly examined and become familiar with the requirements outlined in the RFQ and (2) is capable of performing quality work to achieve SEMSWA’s objectives. SEMSWA requests that the each SOQ be limited to no more than eleven
(11) 8 ½ x 11 sized pages in total, including bios and resumes, with no additional attachments. A cover sheet does not count towards this total. Complete instructions are contained below:
The following information must accompany your submittal(s), in the order listed:
1. Cover letter: Include a statement of interest, a brief description of your company including location(s), years in business, business type (corporation, partnership, individual, joint venture, other), staff size, financial stability, statement regarding acceptance of SEMSWA’s standard contract (example
Agreement Regarding On-Call Contractor Services attached) and state any reservations, conditions or constraints related to this SOQ. Please include your contact info, including email address and website address. Maximum of 2 pages
2. Key Personnel: Identify key staff that would work on a typical SEMSWA construction task, including sub-contractors. Describe staff and subcontractors roles and include a brief resume with qualifications of all individuals who may provide construction services to SEMSWA. Maximum of 3 pages
3. Project Understanding and Approach: For each Service Section your company is proposing on, provide a statement of understanding and general approach which indicates expertise on the types of
Tasks listed in Section C. Section of Work, Description of Services. Maximum of 2 pages
4. Relevant Experience: For each Section your company is proposing on provide descriptions of similar projects performed by your company (before and after photographs are encouraged). These projects should have a scale and scope comparable to the Task(s) that might be performed under this On-Call contract as detailed in this RFQ. If SEMSWA projects, please limit the discussion to provide sufficient space to highlight other projects that may not be known to the Evaluation Committee. Examples should include the name of the project, client name and point of contact including telephone number, total billing on the project by your company, identification of key staff involved in project and their roles, and a brief and concise project description of those Tasks SEMSWA is seeking assistance with under the On
Call. Maximum of 4 pages
5. Submit via upload to SEMSWA website, or deliver one USB Drive to SEMSWA offices with the following: SOQ(s) saved as the Contractor Name and Section Name as a .pdf.
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K.
Other Documents Included for Review:
1.
Agreement Regarding On-Call Contractor Services
Any questions regarding this RFQ should be directed in writing to Erin Donnelly at edonnelly@semswa.org
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