December 31, 2013
REQUEST FOR PROPOSAL
Town of Churubusco is requesting proposals for preliminary engineering report for improvement of our downtown area (approximately 2 block area of Churubusco’s Main Street [US 33]).
A. Purpose
The purpose of this “Request for Proposal” (RFP) is to solicit professional engineering firms (hereinafter called “Consultants”) for detailed proposals to perform the engineering report for the Churubusco Main Street Improvement Project (hereinafter called “Main Street Project”). The Town Council of the Town of Churubusco will review the Proposals and make a decision based upon an evaluation of the following criteria: recent related project experience, understanding of the project, expense, schedule for completion, and estimate of hours. A presentation by the Consultants to the Selection Committee may be required prior to a final recommendation.
Background
Churubusco has recently been designated a Main Street Community and as part of their designation, is seeking to improve approximately two blocks of their downtown area.
B. Issuing Office
This RFP was prepared for the Churubusco Town Council by Madalyn Sade-Bartl, Clerk Treasurer, Town of Churubusco.
The project representative for the Churubusco Main Street Committee and the Churubusco Town Council is Frank Kessler, Town Council President.
C. Scope of Services
The Main Street Project will include removing and replacing of lighting and removing and replacing sidewalks. Details of project area and examples of lighting, sign, and sidewalk replacement/hardware can be found on Vintage Archonics’ FTP site at vintagearchonics.com and using the login, FTP_SmithTwp (not case sensitive), and password, T5TrE9ey (case sensitive).
The scope of work will generally include the following:
• Design electrical infrastructure
• Prepare specifications for lighting and sidewalk improvements
• Assist in construction bid process
• Prepare preliminary, advanced detail (approx. 95% detail phase) and final construction plans for the project.
• Assist and provide any necessary documentation for grant application process
• Cost estimate of construction
• Attend progress meetings with the Town of Churubusco.
D. Agreement
The Consultant selected to provide the above-referenced services will be expected to enter into a contract with the Town of Churubusco.
E. Insurance
The Consultant shall maintain a minimum of $1,000,000 in Professional Liability Coverage.
F. Rejection of Proposals
The Town Council reserves the right to reject any and all of the responses received as a result of this RFP. The Town Council does not intend to award a contract solely on the basis of responses to this RFP or otherwise pay for the information solicited or obtained in response to this RFP.
G. Incurred Cost
The Town of Churubusco will not be liable for any cost incurred by the Consultant for any work performed through and including the execution of a contract for professional services, prior to the execution of a contract.
H. Addenda to the RFP
In the event that it becomes necessary to revise any part of this RFP, a copy of all addenda will be posted on the Town of Churubusco website. It is the responsibility of the Consultant to check the Website for addenda. The final date for posting addenda to the Website will be five (5) working days prior to the due date of the proposal.
I. Completeness of the Submitted Proposal
1. The proposal shall address all items completely and thoroughly, in an 8½” x 11” format, and shall be signed by an officer of the firm authorized to bind the Consultant to its provisions.
2. The contents and commitments in the proposal shall remain firm for one hundred twenty (120) calendar days from the submittal due date.
J. Consultant Responsibilities
The Consultant shall be capable of providing all professional services as described under the Scope of Services and to maintain those capabilities until notification that their proposal was unsuccessful. Exclusion of any service for the project may serve as cause for rejection.
K. Acceptance of RFP Content
The proposals presented will be evaluated by the Town Council. The proposals will be scored on the basis of the following:
1. Recent experience with this type of engineering work,
2. Consultant’s understanding of the project,
3. Expense of project
4. The proposed time frame for completion of the design project and man-hours by tasks.
5. A presentation by the Consultant to the Selection Committee may be required as a part of the evaluation.
L. Compensation
The fee shall be based upon hourly labor and overhead cost plus a fixed fee with a not to exceed total amount for the contract.
M. Schedule Dates
The following is an anticipated schedule for the RFP process. The Town of Churubusco reserves the right to modify any part of this schedule:
1. Advertise Request for Proposal: December 27, 2013
2. Proposal Due: January 31, 2014 (4:30 p.m. local time)
3. Presentation (if Required): February 3, 2014
4. Consultant Selected: February 5, 2014
N. Responses
To be considered, four (4) copies of the proposal must be submitted to the Churubusco Government Center, no later than 4:30 p.m. January 31, 2014, and should be addressed as follows:
Frank Kessler, Town Council President
530 S. Main St.
Churubusco, IN 46723
Consultants mailing their proposals shall allow normal mail delivery time to assure timely receipt.
O. Consultant Evaluation
Proposals should be complete but concise. Consultants will be evaluated on the following information:
1. Related Project Experience
Provide a list of related project experience with pertinent project information. Provide the name of the project manager for each similar project completed. Present the proposed budget and schedule for each project in comparison to the final cost and completion time. References should be provided for each project. Project experience should include a water level control structure project. Project experience does not have to be for lake level control, but may be any type of impoundment.
2. Understanding of the Project
Provide a brief statement as to the Consultant’s understanding of the project. Discuss the proposed planning, organization and management tools to be used to control schedule and costs.
3. E-verify Participation
A letter certifying that all employees have been E-verified and are in compliance shall be submitted.
4. Schedule for Completion
A progress schedule shall be provided demonstrating the time elements in relationship to each work task. This project schedule must consider all elements and their relationships, as described in the Project Background and Scope of Services.
5. Estimate of Hours
An estimate of hours to complete the tasks outlined in the Scope of Services presented in Section
C is required. The estimate is to be presented in a format that details the effort assigned to employees based on their classification.
P. Additional Information
The submission of additional pertinent information beyond the requirements of this RFP is acceptable. This would include the identification of any work not covered in the Scope of Services presented in Section C; together with an estimate of hours for the additional work that you believe is important or necessary to meet the project’s objectives.
Q. Conflict of Interest
The Consultant shall prepare and submit a statement that no conflict of interest issues exist at the submission of this proposal. In addition, non-conflict of interest statements must also be provided for any sub-consultant.
