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January 13, 2017 RE: Request For State of Vermont Agency of Transportation Contract Administration Finance & Administration One National Life Drive [fax] 802-828-5545 Montpelier VT 05633-5001 vtrans.vermont.gov/contract-admin January 13, 2017 RE: Request for Proposals (RFP) – Facilities Engineering Consultant Services 2016 – Civil, Architectural, Structural, Electrical and/or Mechanical Engineering The State of Vermont, acting through the Agency of Transportation (VTrans), is requesting proposals from engineering consultation for various facilities projects throughout the State including, but not limited to in the development of facility construction/repair plans, creation of property surveys, and other engineering work associated with highway and transportation buildings. Engineering Services requested include Civil Engineering, Architectural Engineering, Structural Engineering, Electrical Engineering and Mechanical Engineering. Consultants may propose for one or more than one type of engineering service. All work will be accomplished in accordance with the provisions set forth in this Request for Proposals (RFP), and with the following: Scope of Work (SOW) dated December 8, 2016; Procedures for Selecting Contractors and Specifications for Contractor Services document including Customary State Contract Provisions, dated August 28, 2008, Revised December 29, 2008; General Special Provisions dated November 22, 2011; and Standard State Provisions for Contracts and Grants dated July 1, 2016, all of which are attached hereto. All applicable Federal, State, and local regulations will be followed. All questions or requests for clarification related to this RFP shall be forwarded in writing to the VTrans Point of Contact at: Bonnie Sanders, Agency of Transportation, Contract Administration, 1 National Life Drive, Montpelier, VT 05633-5001 - or - e-mail to [email protected] Subject Line: Facilities Engineering Consultant Services 2016 - or - Faxed to (802) 828-5545 Attention: Bonnie Sanders Subject Line: Facilities Engineering Consultant Services 2016. All such questions and requests shall be in writing and received no later than Monday, January 23, 2017. VTrans will not be bound by any oral communications. All questions or requests for clarification received will be documented and answered after this date. Communication with other VTrans personnel or representatives of VTrans regarding this RFP is prohibited and may result in the rejection of your proposal. In the event that it becomes necessary to revise, modify, clarify, or otherwise alter this RFP, including VTrans responses to questions and requests for clarification, such modification shall be in the form of a written RFP Change. IT SHALL BE THE CONSULTANT’S RESPONSIBILITY TO MAKE INQUIRY TO, AND TO OBTAIN THE RFP CHANGES ISSUED, IF ANY. All updates will be posted at: vtrans.vermont.gov/contract-admin/personal-services/current-rfps . VTrans intends to select ten (10) or more consultants to perform these services and will enter into rate schedule contracts with each consultant covering a three-year period. VTrans may extend some or all of the contracts for two additional one-year period(s). The rates submitted will be in force for the first two years. Rates may be negotiated for the third year of the contract. If the contract period is extended for an additional year(s), the negotiated rates will remain in effect for the extension period. The consultant will provide these services on a project-by-project basis as the need for the services arise. Payment for each assignment will be based on the Consultant’s rate schedule. The consultant(s) will provide these services on a project-by-project basis as the need for the services arise. State and/or Federal funds may be utilized for these services. Award of a contract does not guarantee payment of any or all the maximum limiting amount. The maximum limiting amount will vary in accordance with resources available including the number of available qualified staff dedicated to the contract, as proposed and/or established during negotiations. Assurance that qualified staff will be available and dedicated to the contract will be required. Future growth of a firm resulting in additional resources or qualified staff that will be dedicated to the contract may result in an increase of the maximum limiting amount. A reduction in resources or qualified staff dedicated to the contract as originally proposed may result in a decrease of the maximum limiting amount. Please note that a qualifications-based selection (QBS) process will be used for this project. Consultants are required to submit cost and financial information with this proposal. After the QBS process is complete, the cost proposals of the selected consultants will be considered. VTrans may use several methods for determining and distributing work assignments to contracted consultants including but not limited to: requesting technical proposals from more than one firm for comparison, requesting a proposal from a single consultant, or requesting proposals addressing more than one project. Assignments will be made at VTrans’ discretion based on location, complexity of assignment, experience of the firm, capacity to complete work within the VTrans schedule, qualifications and availability of Consultant staff. In order to be considered responsive to this RFP, each consultant shall conform to the following requirements: 1. Required Information for the Technical Proposal A. Submit one (1) envelope, or package containing 1 CD or thumb drive holding an electronic copy of the technical proposal and six (6) paper copies of the technical proposal. B. The technical proposal shall be bound, clear and concise, 8 ½” x 11” pages. Information better suited to a larger page size format (such as schedules, etc.) may be included; these pages shall be folded to an 8 ½” x 11” size. Include a table of contents. The proposal must be single-sided. The proposal must not exceed ten (10) pages, exclusive of single page cover letter, table of contents, resumes and the Consultant and Sub-Consultants Information form. C. The technical proposal shall include a summary of the Consultant’s experience and qualifications with this type of work (including reference names and numbers). D. The technical proposal shall address the evaluation criteria set forth in this RFP, include a detailed description of the firm’s understanding of the SOW, and the firm’s capabilities to perform such work. E. Organization chart - Submission shall include an organizational chart of the Consultant team that notes the name and the title of key individuals that are proposed to manage or perform tasks. The Organization chart will be counted as part of the page limit. F. Availability chart - Detail the availability of each key staff member (as identified in organizational chart) to devote to VTrans environmental projects, taking into consideration their other project commitments. Proposals must identify the equivalent position title, with the Classification Title of the Rate Schedule. The Availability chart will be counted as part of the page limit. G. Proposals must also include such information pertaining to the principal personnel to be employed by sub-consultants under the contract. It is expected that the consultant, and their sub- consultants, will maintain staff that meet or exceed these levels of qualification and experience throughout the contract performance period. H. Consultant and Sub-Consultants Information: Complete and return the fillable pdf titled: Consultant and Sub-Consultants Information. This section does not count towards the page limit for the technical proposal I. Resumes. Provide resumes and list relevant certifications of staff that will be assigned to perform the work noted in the SOW. Include in the resumes the years of employment with the firm. Resumes’ must not exceed two (2) pages in length for any one person Please label this section Resumes. This section does not count towards the page limit for the technical proposal. The resume should support the Classification Title of the Rate Schedule. J. The technical proposal shall also identify any sub-consultant firms expected to be used under the contract. Consultants shall include substantial details, as described in the Sections above, regarding the qualifications of personnel for any sub-consultants that are expected to be employed under the contract. The sub-consultant information shall be included within the tabbed sections listed above. For sub-consultants not named in the proposal, submittal of sub-consultant personnel will require approval by VTrans prior to the sub-consultant performing any work on assignments under this contract. The successful consultant will have fully executed sub-agreements in place for each sub-consultant prior to the sub-consultant performing any work on assignments under this contract following the same contracting requirements as the Consultant. The technical proposals will be evaluated considering the following criteria: CRITERIA POINTS 1. Overall engineering experience with small to medium 50 commercial facility construction projects, including but not limited to: changes to existing building plans, small renovation/addition plans, energy upgrades, working as part of a team of consultants to create site improvement plans. 2. Qualifications and experience of personnel potentially 25 assigned to projects 3. Assurance that the consultant has adequate staffing that are 15 familiar with VTrans’ needs 4. Past performance with VTrans, Buildings and General
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