REQUEST FOR PROPOSAL MUNICIPAL ENGINEERING SERVICES The Twn f Sundre is requesting prpsals frm qualified engineering firms fr civil engineering services. This will invlve prviding advice and recmmendatins based n day t day requirements f the municipality, as well as recmmendatins n upcming municipal capital prjects, develper cntributins, and master plan updates. Please submit tw (2) sealed hardcpies f the RFP t the undersigned in envelpes marked: Municipal Engineering Services Faxed r Emailed Prpsals will be NOT be accepted. Please mail r deliver prpsals t: Attentin: Angie Lucas Twn f Sundre Bx 420, 717 Main Ave Sundre, AB T0M 1X0 The Twn reserves the right t waive frmalities, reject any r all prpsals, r accept the prpsal deemed mst favrable t the Twn. The lwest r any prpsal may nt necessarily be accepted. Variatins frm these specificatins that d nt, in the pinin f The Twn f Sundre, adversely affect the service f the firm will nt necessarily result in disqualificatin. RFP clses n Mnday, February 1st, 2016 at 2:00 P.M. lcal time at the Twn Office f the Twn f Sundre lcated at 717 Main Ave, Sundre, Alberta. It is the respnsibility f each interested firm t ensure that all f the belw materials are received by the date, time and at the address indicated abve r they will nt be accepted. Yurs truly, Angie Lucas Directr, Planning, and Operatins Twn f Sundre Engineering Services Page 1 f 7
1. INTRODUCTION Twn Administratin will evaluate prpsals fr a recmmendatin t Cuncil. During the evaluatin prcess, the Twn f Sundre reserves the right, where it may serve the Twn f Sundre best interest, t request additinal infrmatin r clarificatin frm submitters, hld interviews, r t allw crrectins f errrs r missins. The initial engagement shall be fr a term f ne (1) year. Upn mutual agreement, the engagement may be extended fr tw (2) additinal three (3) year perids. 2. SCOPE OF SERVICES The Twn f Sundre is sliciting prpsals fr an engineering firm. Services will invlve prviding advice and recmmendatins based n day t day requirements frm the municipality, as well as recmmendatins n upcming municipal capital prjects, develper cntributins, studies and master plan updates. The Twn f Sundre reserves the right t ensure that the successful engineering firm is exclusive and slely wrking fr the Twn f Sundre in all dealings within the Twn f Sundre and nt representing develpers (in crprate r surrunding IDP Bundaries Muntain View Cunty ). This will be cnsidered as a cnflict f interest. Each firm must shw experience prviding cnsultatin, design and cnstructin management f municipal cnstructin prjects including, but nt limited t water, wastewater treatment and distributin, streets, sidewalks, strm water and drainage, envirnmental assessments and ther civil engineering related prjects. Additinally, the Twn will give cnsideratin t the Engineering firm that can assist with recmmendatins n subdivisin plans and dcumentatin, develp permits and drawings, GIS and mapping services, develper s cnstructin prjects and cnsult n varius engineering matters. The successful cnsultant will be expected t becme familiar with the Twn f Sundre s plicies/prcedures, rganizatinal structure and perating/sftware systems. In additin, the cnsultant firm will becme familiar with the Twn f Sundre s master plans and strategies. The cnsultant will be available n an n call basis t address any engineering cnsulting requirements the Twn f Sundre may have thrughut the term f the Standing Offer Agreement. Twn f Sundre Engineering Services Page 2 f 7
Typical prjects, studies, design and engineering fr apprved prjects that may ccur, but are nt limited t: Surveying Hrizntal/Vertical Alignments Baseline Surveys Tpgraphic Surveys Water Management/Strm Water Management Cncept/Preliminary Design Feasibility Studies Transprtatin Systems Functinal Planning Studies Cncept/Preliminary Design Estimating/Budgeting Mdeling Detailed/Cnstructin Design Tender/Cnstructin Supervisin Utilities Systems Cncept/Preliminary Design Feasibility Studies Estimating/Budgeting Mdeling Detailed/Cnstructin Design Tender/Cnstructin Supervisin Parks and Trails Cncept/Preliminary Design Feasibility Studies Estimating/Budgeting Mdeling Detailed/Cnstructin Design Tender/Cnstructin Supervisin Develpment Related Develper supplied Engineering Drawing Review Develper supplied Study Review Standards Develpment/Updates Miscellaneus Studies/Prjects Site Investigatin and Getechnical Studies Dcument Develpment Drafting Data Base and cllectin f infrmatin Land Use and Municipal Planning GIS Cncept Plans Area Structure Plans and Area Structure Plan Reviews Land Use Re designatin and Plan f Subdivisin Review Develpment Applicatin Review Engineering Recrds Management that includes ge referenced GIS data. Supprt and wrk with the twns GIS prvider Other scpes f wrk that may be assigned as required by the Twn f Sundre are building cnstructin, capital planning/budgeting and life cycle analysis planning and management. Twn f Sundre Engineering Services Page 3 f 7
In additin t the previus and imprtant t the Twn f Sundre is the Cnsultant s ability t prvide innvative, cst effective and flexible slutins that meet the needs f the present and builds n meeting the future needs f the cmmunity thrugh such prcesses as: Cnsultatin with Twn staff n subdivisin prpsals being presented and assist with subdivisins and wrk with the Twn s Subdivisin Authrity. Cnsultatin n questins arising frm the day t day peratins f the municipality Cnsultatin with Twn staff n ther engineering related questins that may arise during the nrmal curse f business Cst estimates fr budgeting purpses, design wrk, and cnstructin management services, as requested, fr capital prjects frm time t time Preliminary planning activities, detailed design and crdinates the cnstructin f new infrastructure related t transprtatin, strm sewer, water transmissin and distributin and wastewater cllectin systems; Generate tender prpsal dcuments, specificatins and cst estimates and administering cnstructin cntracts; Prvide inspectin services fr capital cnstructin and maintenance prjects t ensure that wrk is cmpleted in accrdance with specificatins and engineering standards; Evaluate requests fr capital prgram prjects and recmmends slutins based n sund engineering principles; Crdinate with the Prvince and/r Federal Gvernment n municipally designated radways and water & wastewater infrastructure funding agreements; Participate in lng and shrt term planning fr the extensin and upgrading f municipal infrastructure t accmmdate grwth, ensure public safety and the efficiency and reliability f the infrastructure; Liaisn with ther levels f gvernment, utility cmpanies and cmmunity grups n engineering issues; Prvide the Twn with GIS and mapping updates. The Twn f Sundre desires t enter int a prfessinal cntract fr a Twn Engineer t prvide general engineering services n an as needed basis. The Twn Sundre reserves the right t either tender all engineering tasks/prjects r t enter int cntract with the Twn Engineer fr engineering services f that particular task/prject. All tendering and purchasing prcesses are at the Twn s discretin. 3. PROPOSAL INFORMATION The prpsal, including the cver sheet shall be in English, n mre than 20 single sided 8.5x11 inch pages, single spaced using fnt size 10. A maximum f 2 f the 20 pages can be 11x17 if required; and Submitted as a single PDF file n a USB flash drive. The prpsal shall highlight the lead Engineer (primary cntact) wh must have a Twn f Sundre Engineering Services Page 4 f 7
valid Engineering Permit in the Prvince f Alberta and must als include a secndary cntact fr yur cmpany. The ability t prvide engineering services thrughut each discipline f civil engineering that may be required by the municipality must be shwn. Indicate the prcess that yur firm wuld fllw in rder t btain knwledge f current and upcming prjects that the Twn is cnsidering and hw they wuld prvide budgetary engineering assistance. Outline yur methdlgy fr administering the invices fr perating wrks, capital wrks, payment certificates and general inquiry infrmatin and specific wrks. Csting shall be prvided based n the firm s persnnel categries at a fixed hurly rate submitted fr each f the five cntract years (2016 t 2020). The Twn will use these rates fr all future general engineering tasks and prjects. The Twn will nt pay fr any travel time r mileage utside f the standard disbursements prvided under the csting submitted during the RFP. 4. EXPERIENCE The Twn is interested in firms wh have demnstrated experience prviding cst effective, lng term, sensible slutins t small t mid sized Twns such as the Twn f Sundre. The Twn expects very timely and effective respnse t its prblems and expects matters t be dealt with ecnmically and prfessinally. This firm will have a valid Alberta Permit t Practice and stand behind the staff s advice and take respnsibility fr remedying errrs in design r calculatins. The firm must prvide cnsultatin, as needed, s timely availability f the firm s staff is extremely imprtant in the evaluatin. Each submissin must indicate the methd that cmmunicatins will flw frm the firm t the Twn. This cmmunicatin plan will require the lead Engineer and secndary cntact t be in attendance fr day meetings with sharehlders and prject teams. Prvide a detailed cmpany prfile f the firm s engineering team, the primary and secndary cntact individual qualificatins wh wuld be directly invlved with the Twn f Sundre and the supprt staff cmmnly used. Prvide three references fr the lead Engineer, the secndary cntact and yur firm that can attribute t the quality, accuracy and prfessinalism f yur emplyees and yur firm. Include the cmpany name, cntact persn, phne number and years that yu prvided engineering wrk fr that entity. Twn f Sundre Engineering Services Page 5 f 7
5. PROPOSAL EVALUATION The Twn f Sundre will be evaluating the prpsals based n a weighted scring system. Rating will be given based n understanding f the Twn and verall experience, references, verall prfile, respnse time, methdlgy and price as utlined belw: Criterin Rating Understanding f the Twn and experience 0 20 References 0 10 Overall Prfile 0 10 Respnse Time 0 20 Methdlgy 0 20 Price 0 20 Prpsal Rating 100 6. CLARIFICATION OF PROPOSALS The Twn f Sundre is nt bligated t seek clarificatin f material cntained in a prpsal, but reserves the right t d s. The Twn f Sundre may chse t btain this clarificatin verbally, in writing, r in a face t face meeting. All requests fr clarificatin will be dcumented by staff and frwarded t the firm. The firm must immediately respnd t any disagreement with written pints f clarificatin in writing. All infrmatin submitted in respnse t a request fr clarificatin becmes part f the prpsal. 7. ENGINEERING FIRM COSTS All csts and expenses incurred by the firm relating t the prpsal and any negtiatins with the Twn f Sundre will be brne by the firm. The Twn f Sundre is nt liable t pay such csts r expenses r reimburse r cmpensate the firm under any circumstances, including the rejectin f any r all ther prpsals. The Twn f Sundre will nt accept respnsibility fr any delays r csts assciated with any reviews r the apprval prcess. Twn f Sundre Engineering Services Page 6 f 7
8. INSURANCE Each firm shall prvide evidence satisfactry t the Twn f public liability insurance in the amunt f at least $5,000,000.00 and errrs and missins insurance in the amunt f at least $5,000,000.00. 9. FORM OF AGREEMENT The successful firm will enter int a written cntract with the Twn f Sundre prepared by the Twn f Sundre. Shuld negtiatins with the successful firm be discntinued the Twn f Sundre reserves the right t pen discussins with ther firms. Twn f Sundre Engineering Services Page 7 f 7