PROJECT INFORMATION AND REQUIREMENTS PACKET - PDF document

PROJECT INFORMATION AND REQUIREMENTS PAC
PROJECT INFORMATION AND REQUIREMENTS PACKET FOR PUHI ROAD REHABILITATION, PHASE II FED-AID PROJECT NO. STP-5010(002) PROFESSIONAL ENGINEERING CONSULTING SERVICES (2016-XPROF.FedAid-2) FOR THE COUNTY OF KAUAI LIHUE, KAUAI, HAWAII REQUESTED BY DEPARTMENT OF PUBLIC WORKS – ENGINEERING DIVISION Publicized: July 23, 2015, www.Hawai‘i.gov/spo/notices and www.kauai.gov TABLE OF CONTENTS TITLE PAGE ................................................................................................................................ Page 1 Table of Contents ......................................................................................................................... Page 2 Notice ............................................................................................................................................ Page 3 REQUEST FOR QUALIFICATION PROPOSAL: I. Introduction ...................................................................................................................... Page 5 II. General Information ......................................................................................................... Page 5 III. Instructions To Offerors ................................................................................................... Page 6 A. Contents of Qualifications Proposal .......................................................................... Page 6 B. Written Inquiries ........................................................................................................ Page 9 C. Submission of Qualifications Proposal ..................................................................... Page 9 D. Qualifications Proposal Due Date and Opening ......

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................................................. Page 9 IV. Scope of Work and Specifications ........................................................................... Page 10-11 V. Method of Payment ........................................................................................................ Page 11 VI. Evaluation, Negotiation, Award .................................................................................... Page 11 A. Evaluation Procedures ............................................................................................. Page 11 B. Pre-Negotiation Audit and Negotiation Procedures ................................................................................................... Page 11-12 C. Award ....................................................................................................................... Page 12 VII. Evaluation Criteria .................................................................................................... Page 12-14 VIII. General Terms and Conditions of Contracts of the County of Kauai for Professional Services (Incorporated by Reference) ........................................................................ Page 14 NOTICE FOR EXEMPT PROFESSIONAL SERVICES FEDERAL-AID HIGHWAY FUND PROJECT (2016-XPROF.FedAid-2) Pursuant to the provisions of Exempt 2016-EX-7, the County of Kauai hereby provides public notice to invite persons engaged in the exempt professional services listed below to submit current statements of qualifications and expressions of interest for the Fiscal year 15-16: DEPARTMENT OF PUBLIC WORKS – ENGINEERING DIVISION 1. Project Title, description of exempt professional service required, and brief summary of work and requirements: PUHI R

OAD REHABILITATION PHASE II, FED â€
OAD REHABILITATION PHASE II, FED – AID PROJECT NO. STP-5010(002) PROFESSIONAL ENGINEERING CONSULTING SERVICES The County of Kauai is seeking professional engineering services for Phase II of Puhi Road Rehabilitation, Federal Aid Project No. STP-5010(002). Professional engineering services are to provide land surveying, roadway design, construction drawings, specifications, cost estimates, public outreach, and design services through construction for Phase II of the Puhi Road Rehabilitation Project. Miscellaneous PS&E items such as the NPDES Permit, Section 7 Permit, Section 106 Permit, DCAB Project Review, Transportation Management Plan, Pavement Justification Report, Permanent BMP Checklist & Project Record, Right of Way Certification, and Design Exceptions are required. This is a Federal Highway Administration (FHWA) funded project. Project Information and Requirements Packet, containing detailed project and/or site information, the scope of work, specific information that must be contained in the Consultants response to this solicitation, and the evaluation factors that will be used in the selection process, may be obtained from the County of Kauai Division of Purchasing web site: www.kauai.gov/: COUNTY OF KAUA'I BIDS AND PROPOSALS EXEMPTS AND OTHER SOLICITATIONS (2016-XPROF.FedAid-2) Questions should be directed to Eric Fujikawa, phone: (808) 241-4995. The County of Kauai, acting by and through the Department of Public Works in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.) and Title 49, CFR, Part 21, Nondiscrimination in Federally Assisted Programs of the U.S. Department of Transportation, hereby notifies all interested firms that it will affirmatively assure that disadvantaged business enterprises will be afforded full opportunity to

submit proposals in response to th
submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, sex or national origin in consideration for an award. Consultants who are interested in providing the exempt professional services listed herein shall transmit their response in accordance with the instructions provided in the Information Packet electronically to cokpurchasing@kauai.gov. The response shall be electronically transmitted in either MS Word or PDF format. The email subject line shall include the following reference: Exempt 2016-XPROF.fedaid-2, Puhi Road Rehabilitation Phase II, Company Name. (for example: Exempt 2016-XPROF.fedaid-2, Puhi Road Rehabilitation Phase II, ABC Company, Inc.) Deadline for submissions is 4:00 PM, (August 20, 2015). KEN SHIMONISHI Director of Finance Publicized: July 23, 2015, http://www.spo.hawaii.gov and http://www.kauai.gov (REQUEST FOR QUALIFICATIONS PROPOSAL PACKAGE) PUHI ROAD REHABILITAION PHASE II FED –AID PROJECT NO. STP-5010(002) PROFESSIONAL ENGINEERING CONSULTING SERVICES I. Introduction. The County of Kauai is seeking professional engineering consulting services for the Puhi Road Rehabilitation Phase II, Federal Aid Project No. STP-5010(002). Professional engineering services are to provide land surveying, roadway design, construction drawings, specifications, cost estimates, public outreach, and design services through construction for Phase II of the Puhi Road Rehabilitation Project. Miscellaneous PS&E items such as the NPDES Permit, Section 7 Permit, Section 106 Permit, DCAB Project Review, Transportation Management Plan, Pavement Justification Report, Permanent BMP Checklist & Project Record, Right of Way Certification, and Design Exceptions are required. This is a Federal-aid Highway fu

nded project, which is subject to all of
nded project, which is subject to all of the provisions of Federal Regulations, 23 CFR Ch. (4-1-00 Edition), Part 172 – Administration of Engineering and Design Related Service Contracts. II. General Information. A. PROJECT TITLE – PUHI ROAD REHABILITATION PHASE II, FEDERAL AID PROJECT NO. STP-5010(002), PROFESSIONAL ENGINEERING CONSULTING SERVICES. B. REQUESTING AGENCY & CONTACT – County of Kauai, Department of Public Works Eric Fujikawa Project Manager Engineering Division 4444 Rice Street Suite 175 Lihue, HI 96766-1340 efujikawa@kauai.gov 808-241-4995 (phone) 808-241-6609 (fax) C. PURPOSE - Provide Exempt Professional Services to assist the County in professional engineering design to produce construction documents for a FHWA funded project. D. CONTRACT TERM – 270 Calendar Days E. RESPONSIBILITY OF OFFERORS. Hawaii Compliance Express. Pursuant to Act 190, SLH 2011, SB 758, bidders are hereby informed that the County of Kaua‘i is required to utilize the Hawai‘i Compliance Express (HCE) to obtain proof of compliance of tax, registration, and labor requirements prior to the issuance of an award. Bidders are strongly encouraged to register for HCE so as to allow for needed proof of compliance prior to the issuance of an award. Vendors are strongly encouraged to register online for (HCE) through a simple wizard interface at http://vendors.ehawaii.gov. The HCE provides current compliance status. The on-line notification of vendor compliance indicating that vendor’s status is compliant with the requirements of Chapter 103D-310(c), HRS, shall be utilized by County personnel to confirm compliance for award, contracting, and final payment purposes. Vendors will be required to pay an annual fee of $12.00 to the Hawaii Information Consortium, LLC (HIC).

F. DOCUMENT DISTRIBUTION FOR ADD
F. DOCUMENT DISTRIBUTION FOR ADDENDUM, ETC. Prospective persons or entities interested in responding to this Exempt Request for Qualifications shall be responsible for routinely accessing the County of Kaua‘i Division of Purchasing web site (www.kauai.gov/)for purposes of reviewing any addendum or communications regarding the project throughout the course of the procurement process. Failure to routinely review the web site for updates and addenda may be cause for offers to be rejected as unacceptable. Solicitation documents have been known to be distributed to persons who have not registered on-line. Persons who have not registered and fail to review issued addenda or clarification memoranda via the County of Kaua‘i Division of Purchasing web site, may have their offer rejected as unacceptable. III. Instructions To Offerors. A. Content of Qualifications Proposal. The intent of this section is to standardize the qualification proposals to allow for easier comparison. It is not an attempt to limit the content of the qualification proposals. The offeror may include any data or information which is deemed pertinent to the solicitation; provided that trade secrets or other proprietary data or information which the offeror does not want to be subject to public inspection must be readily separable from the submittal and accompanied with a written request for nondisclosure of the designated confidential information. Disclosure or nondisclosure of the designated confidential material shall be governed by HRS, Chapter 92F. Confidential data is normally restricted to financial information concerning the offeror's organization and data that qualifies as trade secret in accordance with the Uniform Trade Secrets Act (57-3A-1 to 57-3A-7, NMSA 1978). The price of products offered or the cost of services proposed may not be designated as confidential information.

The qualification proposal should b
The qualification proposal should be prepared simply and economically, providing a clear and concise response to the requirements herein so as to provide the County with an understanding of the offeror’s ability to undertake and complete the project in a professionally thorough and timely manner. Respondents are encouraged to describe those characteristics and services that make the organization unique and best suited for selection. 1. Letter of Transmittal. A transmittal letter shall be attached to the qualification proposals. The transmittal letter shall be in standard business format, signed by an individual authorized to legally bind the offeror, and shall include: a. Reference to this Notice by noting the solicitation reference number, i.e. “2016-XPROF.fedaid-2”, on the cover page of each resume, AND the name of the department and service that the resume is to be directed to. b. A statement naming the offeror and stating the type of entity for the Offeror and any joint offeror or subcontractor (i.e., corporation, partnership, sole proprietor, etc.). The name of the firm or person, the principal place of business, and location of all of its offices. c. The age of the firm and its average number of employees over the past five (5) years. d. A statement identifying the person(s) authorized to sign all legal documents on behalf of the offeror and his/her/their title(s); e. A statement that any offeror and any joint offeror or subcontractor are or will be registered to do business in Hawaii and will obtain a State of Hawaii General Excise Tax License, and that evidence of any such registration and General Excise Tax License shall be provided by the start of work; f. A statement that the offeror or subcontractor shall not discriminate on the basis of race, religion, color, sex, or national origin in the performance of this cont

ract. g. A statement acknowledging
ract. g. A statement acknowledging that all addenda to this solicitation have been received by the offeror. If no addenda have been received, a statement to that effect should be included. The special provisions and general conditions which are attached to this solicitation shall be considered an integral part same; and h. A statement that the offeror's qualification proposal shall remain valid until sixty (60) days there from. 2. Description of offeror's qualifications, including: a. A description or narrative of the firm and an organizational chart showing the responsibilities of key personnel. This should include the manpower that will be assigned and the support that will be provided to backup the assigned personnel. The provider should designate experienced professional and technical staff to competently and efficiently perform the work, either through their own personnel, subproviders or commitment to hire additional staff. Staff shall be experienced and certified to inspect federal aid grant projects. The qualification proposal should identify the project team composition, project leadership, reporting responsibilities, and address how subproviders will fit into the management structure. The project manager must have experience in managing projects of a similar nature and scope. Resumes of the key design team members, limited to one page per person, must be included in the appendix. b. Past performance on projects of similar scope for public agencies or private industry undertaken and completed within the last five (5) years (including dates). Similar scope must include experience that meets both State and Federal Highway Administration (FHWA) requirements. Include a list of the projects, the amount of the projects, owners of the projects and the scope of work performed. c. The names of up to five (5) clients who may be contac

ted, including at least two (2) for who
ted, including at least two (2) for whom services were rendered during the preceding year. 3. A statement of the offeror’s present work load and ability to complete the work in a timely manner. The provider must demonstrate in writing assigned commitments in the qualification proposal under review. The provider should identify internal methods used for schedule control. The provider may list project references, which can confirm the ability of the Consultant to meet timely project completion. 4. A statement of the offeror’s understanding of the scope of services including the following:  demonstrate an understanding of the scope of services  proposed approach to complete the scope of services  appropriate Federal/State/Local regulations and policies  other contract specific information  Any work in similar type projects should be listed to validate this understanding  implementation plan upon award of a contract 5. Offerors are encouraged to offer creative alternatives. The provider must demonstrate unique or innovative methods of approaching the proposed work that may save time or money, or result in a better quality product. 6. Disadvantaged Business Enterprise (DBE) Certification. 7. Certification of non-exclusion B. Written Inquiries. All questions and request for clarifications shall be in writing, received no later than ten (10) days prior to the deadline for submission of qualification proposals, and emailed to: cokpurchasing@kauai.gov ATTENTION: 2016-XPROF.FedAid-2 C. Submission of Qualifications Proposal. 1. The offeror’s qualification proposal shall be submitted electronically to cokpurchasing@kauai.gov in either MS Word or PDF format. The email subject line shall include the following reference: 2016-XPROF.fedaid-2, Puhi Road Rehabilitation Ph

ase II, Company Name. 2. Trade
ase II, Company Name. 2. Trade secrets or other proprietary data that the consultant does not want to be subject to public inspection must be readily separable from the qualification proposal and accompanied with a written request for nondisclosure of designated confidential information. 3. Proposal Cost. Qualifications Proposal prepared in response to this solicitation shall be prepared at the sole cost and expense of the offeror. All Qualifications Proposal will become the property of the County of Kauai upon submission. 4. No additional information or data shall be accepted after the submission deadline unless requested for by the evaluation committee or during the negotiating process by the negotiating authority. D. Qualifications Proposal Due Date and Opening. Qualifications Proposal are due by the date and time stated in the Notice and shall be submitted electronically to cokpurchasing@kauai.gov. Qualifications Proposal which do not comply with these requirements shall not be considered. The official time shall be that which is recorded electronically at the Department of Finance, Division of Purchasing. Qualifications Proposals shall not be opened publicly. The contract file may be available for public inspection after award and shall be open for public inspection after the contract is fully executed. IV. Scope of Work – Profession Services to assist the County in professional engineering design to produce construction documents for a FHWA funded project. A. Roadway design, surveying, and development of construction drawings. B. Specifications and cost estimate. C. Miscellaneous PS&E items such as the NPDES Permit, Section 7 Permit, Section 106 Permit, DCAB Project Review, Transportation Management Plan, Pavement Justification Report, Permanent BMP Checklist & Project Record, Right of W

ay Certification, and Design Exceptions
ay Certification, and Design Exceptions. D. Design services through the construction of the project. E. Public Outreach for the project. V. Method of Payment. Lump sum, fixed fee, cost plus a fixed fee, cost per unit of work, or specific rate(s) are acceptable methods of payment that the County will consider in the negotiation process. Cost-plus-a-percentage of cost or percentage of construction cost shall not be used. VI. Evaluation, Negotiation, Award. A. Evaluation Procedures. The evaluation of offers shall be conducted by a screening committee and shall be strictly limited to the criteria provided herein. The screening committee may conduct confidential discussions or have the respondents submit to questionnaires for purposes of clarifying or obtaining a better understanding of the material submitted. The committee shall have discussions with the three most qualified consultants prior to selection. The committee shall provide the Director or Head of the requisitioning agency with the names and ranking of a minimum of three (3) most qualified consultants with a summary of each of their qualifications. B. Pre-Negotiation Audit and Negotiation Procedures. For contracts expected to exceed $250,000, the County shall conduct a pre- negotiation audit of the top ranked offeror to confirm that the offeror has an acceptable accounting system, adequate and proper justification of the various rates charged to perform the work, and is aware of the FHWA’s cost eligibility and documentation requirements. The audit report shall be confidential. Any request for disclosure shall be directed to the Director. For contract of less than $250,000 the pre-audit requirement shall be applied when: (1) There is insufficient knowledge of the offeror’s accounting system, (2) There is previous unfavorable experience regarding the rel

iability of the offeror’s accounting
iability of the offeror’s accounting system, or (3) The contract involves procurement of new equipment or supplies for which cost experience is lacking. The use of an independent audit, an audit performed by a State or Federal agency, or an audit performed by another local governmental agency is acceptable if the information is current and of sufficient detail. Pre-negotiation audits may be waived when sufficient audited consultant date is available to permit reasonable comparisons with the cost proposal. Negotiations shall be conducted on a confidential basis with the highest ranked offeror, within a time frame and target date developed by the County. The highest ranked offeror shall be informed of the time frame and target date by which negotiations shall be completed. If a contract cannot be negotiated with the highest ranked offeror, negotiations shall be terminated and negotiations with the second ranked offeror shall be commenced in the manner described. C. Award. Once negotiations are completed, an award will be issued subject to approval of the contract document and the negotiated cost figures by the Director of Finance , for projects requiring Full Federal Oversight as identified in the January 5, 2007 FHWA & HDOT Letter of Agreement and Stewardship Plan, the agency shall submit a copy of the proposed contract and the negotiated cost figures to the Federal Highway Administration and Hawai‘i Department of Transportation for approval prior to contract execution. VII. Evaluation Criteria – A screening committee shall review and evaluate all qualification proposals timely received. Price shall not be an evaluation factor, but will be a consideration in the negotiation phase. In order for the County’s screening committee to evaluate each qualification proposal properly, it is very important that each submittal be clear, concise. The

qualification proposal should provid
qualification proposal should provide the evaluators with an understanding of the consultant’s ability to undertake and complete the proposed project in a thorough and timely manner. Please tab the various sections in the submittal for easy reference. A maximum total of one hundred (100) points are available for each qualification proposal. Criteria Total Possible Points No. Of Pages 1) Introductory Letter, Number of Years in Business, References, Office Location 10 1 2) Firm’s Qualifications, Proposed Team, Project Manager and Project Team Experience 25 3 3) List of Past Projects of Similar Scope 20 2 4) Understanding of the Scope of Services 20 2 5) Ability to Meet the Project Schedule 10 1 6) Unique and Innovative Methods 15 1 MAXIMUM TOTAL 100 10* * Number of pages per qualification proposal should total no more than 10 pages, excluding appendices, table of contents, and tabs. NOTE: A page is considered to be letter size, printed on one side, single-spaced, with characters no smaller than 12 point using Times font, or similar. Any qualification proposal exceeding the ten (10) page limit, receives a five (5) point penalty for each page over the limit. The following is a summary of the criteria that shall be used to evaluate each qualification proposal: 1) Introductory Letter, Number of Years in Business, References, Office Location. 2) The firm’s qualifications and list of past project of similar scope. The proposed team, project manager and project team experience are important. The project manager must have experience in managing projects of a similar nature and scope. The project manager’s resume must be included in the appendix. The provider should designate experienced professional and technical staff to competently and efficiently perform the work, either through their own

personnel, subproviders or commitment
personnel, subproviders or commitment to hire additional staff. The qualification proposal should identify the project team composition, project leadership, reporting responsibilities, and address how subproviders will fit into the management structure. Resumes of the key design team members, limited to one page per person, must be included in the appendix. NOTE: This information includes experience of the individuals and subproviders. The selection is made on the team, and not just the prime. 3) Understanding of the Scope of Services The qualification proposal should address the following:  demonstrate an understanding of the scope of services  proposed approach to complete the scope of services  appropriate Federal/State/Local regulations and policies  identify information to be gathered or obtained  plan to address public concerns  other contract specific information  Any work in similar type projects should be listed to validate this understanding  implementation plan upon award of a contract 4) Ability to Meet the Project Schedule The provider must demonstrate that sufficient knowledgeable staff is available to successfully meet the schedules proposed by the DPW. The provider must demonstrate in writing assigned commitments in the proposals under review. The provider should identify internal methods used for schedule control. The provider may list project references, which can confirm the ability of the Consultant to meet timely project completion. 5) Unique or Innovative Methods The provider must demonstrate unique or innovative methods of approaching the proposed work that may save time or money, or result in a better quality product. General Terms and Conditions The General Terms and Conditions for Professional Services Contracts have been posted on the Division of Purchasing web sit