TOWN OF WEATHERSFIELD, VERMONT
Request for Proposals
for Engineering Services
At Weathersfield Bow Sand Pit
Issued: Tuesday, November 20, 2012
Mandatory Pre-bid site visit for Engineers:
8:00 AM, Tuesday, December 4, 2012
at the Sand Pit on Route 5 in Weathersfield
Bow
Proposals due: Noon, Thursday, 12/13/12
The Town of Weathersfield, Vermont is soliciting proposals from engineering firms to
assist the Town to apply for local and state permits to allow for 6 more phases of extraction of
sand for winter road maintenance at the town-owned sand pit located on Route 5 in
Weathersfield Bow.
I.
Engineering Services
The consultant hired to perform these services shall assist the Town to apply for a Zoning
Permit amendment and an Act 250 permit amendment by performing the following engineering
activities:
A. Perform a topographic survey covering those areas of the sand pit involved in the next 6
phases of the project area.
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Control shall be assumed (rather than based on USGS Datum).
Contours shall be minimum of 2’ intervals.
The topographic survey does not need to be performed by a Licensed Vermont Land
Surveyor.
B. Develop one or more plan sheets showing the following (relative to the proposed
extraction area):
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Site plan showing existing and proposed contour lines before and after extraction (at
minimum 2’ contour intervals)
Rehabilitation Plan
Typical slope profile(s)
Topsoil stockpile areas
Proposed phasing plan for 6 new extraction areas and driveway access to floor of pit
Erosion control plans
Storm water drainage plans
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Weathersfield Bow Sand Pit
C. Attend up to two site visits/hearings with local boards and up to two site visits/hearings
with the District Environmental Commission.
The Town will write the permit applications. The Consultant shall assist the Town write the
permit applications by providing technical information and plans.
II.
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Cost Proposal
Provide a low and high estimate of the hours for various types of engineering services.
Provide hourly rates for engineering services.
Provide a maximum limiting amount for all engineering services.
Provide rates for Reimbursables.
III. Consultant Information
Prime Consultant: _________________________________________
Address: _________________________________________________
Email address: ____________________________________________
Business Phone #: __________________________________
Cell Phone #: ______________________________________
Signature: _____________________________
Date: _________
Title: _____________________________________________
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Weathersfield Bow Sand Pit
IV.
RESPONSE FORMAT
Responses to this RFP shall consist of a Technical Proposal and a Cost Proposal being submitted
in a single sealed envelope.
A. The Technical Proposal shall consist of:
1. A brief cover letter expressing the consultant’s interest in working with the Town of
Weathersfield including an identification of the principal individuals that will provide
the requested services.
2. A brief description of the general approach to be taken toward completion of the
project and an explanation of any variances to the proposed scope of work as outlined
in this RFP.
3. A list of individuals that will be committed to this project and their professional
qualifications. The names and qualifications of any sub-consultants shall be included
in this list. The individual’s names, titles and expected duties should be included. Any
personnel not specified in the proposal will require the approval of the Town prior to
utilization or invoicing.
4. Demonstration of success on similar projects, including brief project descriptions and
contact names and addresses for reference.
B. The Cost Proposal shall consist of:
1. Provide a low and high estimate of the hours for various types of engineering services.
Provide hourly rates for engineering services. Provide a maximum limiting amount for
engineering services. Provide rates for Reimbursables.
2. Fill out and sign the Consultant Information form.
V.
AWARD OF CONTRACT
It is anticipated that the Consultant will be selected by the Weathersfield Select Board on or
about Monday evening, December 17, 2012, with notification to the Chosen Consultant by
email or phone, and a contract awarded as soon as possible thereafter.
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Weathersfield Bow Sand Pit
VI.
CONSULTANT SELECTION
The Town of Weathersfield will review and evaluate all proposals based on the following
criteria:
CRITERIA
1.
2.
3.
4.
5.
6.
WEIGHT
Understanding the Scope of Work
Availability of Technical Resources
Reasonableness of Labor Hour Schedule
Qualification/Experience of Assigned Staff
Proven record of successful completion of similar projects
Cost
5%
5%
10%
10%
35%
35%
The Town may elect to interview consultants by phone or in person prior to final selection. The
Town of Weathersfield reserves the right to seek clarification of any proposal submitted and to
select the proposal considered to best promote the public interest.
Mandatory Site Visit: All consultants responding to this RFP shall have attended the
mandatory site visit scheduled for 8:00 AM, Tuesday, December 4, 2012 at the Town’s pit
located just south of the Weathersfield Bow Village Center. The Town will mark the entrance to
the pit with two traffic cones.
A contract for services, if awarded, will be awarded to the least costly, best qualified and most
responsible proposer. In determining the “least costly, best qualified and most responsible
proposer,” in addition to price, the following may be considered:
1.
The substantial performance of the proposer in meeting the specifications
and other terms and conditions of the solicitation;
2.
The ability, capacity and skill of the proposer to provide the services
required, and to do so within the time specified;
3.
The character, integrity, reputation, experience, financial resources and
performance of the proposer under previous contracts with the municipality and
elsewhere.
The Chosen Consultant shall supply the Town with a Certificate of Insurance showing general
liability coverage no less than $1,000,000 and professional liability coverage of no less than
$1,000,000. This does not have to be provided at the time bids are submitted. The Chosen
Consultant shall either supply the Town with proof of Workers’ Compensation insurance for all
employees engaged in the work or shall sign a waiver form provided by the Town. This does
not have to be provided at the time bids are submitted.
The Chosen Consultant may be required to provide references and demonstrate successful
completion of similar work. The Chosen Consultant may be required to demonstrate that he or
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Weathersfield Bow Sand Pit
she consistently performs work using the highest quality of workmanship. The Chosen
Consultant may be required to demonstrate that he or she owns or has access to the equipment
required to perform this work.
The Town reserves the right: (1) to accept or reject any or all Proposals in whole or in part and
to accept other than the lowest price proposal; (2) to amend, modify, or withdraw this Request
for Proposals; (3) to require supplemental statements or information from Proposers; (4) to
extend the deadline for responses to this Request for Proposals; (4) to waive or correct any
irregularities in Proposals received; (5) to negotiate separately with one or more competing
Proposers; and (6) to award a contract (if awarded) to the proposal deemed in the best interest of
the Town.
The Town will issue a Purchase Order to the Chosen Consultant.
All proposals, upon submission, become the property of the Town. This solicitation in no way
obligates the Town to award a contract.
VII.
SUBMISSIONS
Consultants interested in this project shall submit five copies of their Proposals to:
Jim Mullen, Town Manager
Town of Weathersfield
5259 Route 5
PO Box 550
Ascutney, Vermont 05030
Email: townmgr@weathersfield.org
Office Phone: 802.674.2626
Cell Phone: 802.230.6262
The Technical Proposal and the Cost Proposal must be submitted in a single, sealed envelope
(i.e., do not seal the technical and cost proposals in separate envelopes) with the following
information clearly printed on the outside:
Name and address of prime consultant
Due date and time: noon, December 13, 2012
Project name: “RFP Bow Sand Pit”
All questions related to this Request for Proposals are to be addressed to the Town Manager.
Questions may be submitted by cell phone or by email.
Addendums: Any Addendums will be issued by the Town Manager by email to those engineers
who signed the attendance sheet at the mandatory site visit on 12/4/12.
Proposal Due Date: All proposals must be received by the Town Manager no later than Noon on
Thursday, 12/13/12. [Note that UPS and FedEx deliveries normally arrive at the town office in
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mid-afternoon.] Proposals and/or modifications received after this time will not be accepted. All
proposals, upon submission, become the property of the Town of Weathersfield. The expense of
preparing and submitting the proposal is the sole responsibility of the consultant.
Appendix
Appendix #1: Survey entitled “Property of Town of Weathersfield, Weathersfield, Vermont,”
Project No. 00-608 by Gary Rapanotti, dated May 15, 2000.
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Town of Weathersfield RFP
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End of RFP –
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