December 30, 2020
TOWN OF ASHLAND
REQUEST FOR PROPOSAL
DEPARTMENT OF PUBLIC WORKS
Your firm is invited to submit a proposal to provide engineering and related services for the Town of Ashland in accordance with the requirements contained herein. Submittals consisting of the original proposal and three (3) additional copies will be received no later than 10:00 a.m., Thursday, January 28, 2021, by:
Town of Ashland
121 Thompson Street
Post Office Box 1600
Ashland, Virginia 23005
Any proposal received after 10:00 a.m., Thursday, January 28, 2021, whether by mail or otherwise, will be returned unopened or not accepted. If return postage is not paid, the Town will destroy late submittals. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals.
The Town of Ashland reserves the right to accept or reject any or all proposals, to waive informalities, and to reissue any request for proposals. The Town also reserves the right to award the contract as it deems will best serve its interest, including awards to multiple Engineering Firms.
The TENTATIVE SCHEDULE is as follows:
January 28, 2021…………..…..……………………….………Proposal Due
By February 11, 2021………………………………………….Proposal Evaluations
February 17-18, 2021………….……………………………….Interviews
March 2, 2021..……..……..………..………………………….Presentation to Council
March 18, 2021……..………………………….…………….Notice of Award of Contract
Any questions concerning this Request for Proposal should be directed in writing to:
Wanda Cornwell, CPPB
Town of Ashland
Post Office Box 1600
Ashland, Virginia 23005
Or by email at
- CONTRACT DESCRIPTION
The Town of Ashland is seeking proposals for Engineering Services to provide the Town with professional engineering and related services on an “as needed” basis as described in section II. SCOPE OF SERVICES. The Town will award contracts to one or more Engineering Firms.
- SCOPE OF SERVICES
The Town of Ashland desires to enter into a contract for the services of one or more Engineering Firms to provide the following services as needed: survey, design, obtain permits, develop programs, supervise and/or manage construction projects, and other related services. It is the Town’s intention to award projects to one or more Engineering Firms.
The list below includes, but is not limited to, the types of tasks that may be assigned under this contract.
Task Type A – Design of roadways, drainage and stormwater projects, parks, other municipal facilities, or other projects as may be required. Provide survey services if needed. Assist in developing specifications and bid documents when needed. Assist in Construction Materials Testing (CMT), and/or Construction Engineering and Inspection (CEI) when required. Provide/assist with biannual VDOT Bridge Inspections. Projects may involve State and/or Federal funding; therefore, assisting in meeting requirements of these types of projects may be necessary. The Town may seek to have the Engineering Firm apply for grants on our behalf and/or assist in applications for funding.
Task Type B – Review plans, drawings, calculations, traffic impact analyses and other materials submitted by developers and other engineering firms as part of the site plan review process, subdivision process or other regulatory review process as needed. Provide written feedback to both Town Staff and the applicant regarding the compliance of submittals with all applicable ordinances, regulations and sound engineering practices. Respondents should anticipate a primary review and a secondary review of the applicant’s revised materials.
Task Type C – Assist the Town of Ashland in meeting requirements of the MS4 General Permit, VSMP regulation, and any other stormwater related regulations or laws. This may include assistance in obtaining funding through grants for studies, designs and construction.
Task Type D- Perform planning and economic development related studies and services including, but not limited to, landscape design, transportation studies, market studies, and master planning.
Assignments shall be performed under the following guidelines:
- Services will be provided on an “as needed” basis for projects requested by the Town of Ashland.
- Prior to beginning work on any project, the Engineering Firm shall meet with the appropriate Town staff to obtain the parameters for the project and to develop the proposed work scope, schedule and other requirements. The Engineering Firm shall evaluate existing conditions, including making site visits and any other activities necessary to properly assess the project.
- The Engineering Firm shall prepare a written Scope of Services, estimate of engineering fees to perform the work, proposed project schedule and estimate of the total project construction cost. The Engineering Firm will submit, if requested, projected man-hours by employee classification, estimated types and number of tests, etc., to the Town project representative. Fixed fees for each project shall be established based upon hourly fees for work actually performed and/or fixed fees for specific tests performed consistent with the fee schedule incorporated in the contract. Any agreed upon fee for the project shall include all professional fees, subcontracted work and estimates of reimbursable expenses. Occasionally, the Town may request a scope of work to be paid on a Time and Material basis.
- Surveying services may be included in the project scope and fee estimates only to the extent required for the specific project. The Town may maintain an “as needed” surveying contract and reserves the right to use the contract vendor for surveying services if this is deemed to be in the best interest of the Town.
- Reimbursable expenses shall be paid at cost.
- A written contract, using the Town’s standard form contract or one with substantially similar terms may be executed for each project. Approval to begin work on each task shall be evidenced by issuance of a written purchase order or written change order by the Purchasing Office. No work shall be performed prior to the issuance of a purchase order and no changes in the work made without a written change order.
- The contract for work shall not be exclusive to the successful Engineering Firm. The Town reserves the right to contract with firms not party to this contract for similar work if it determines this to be in its best interests. For example, an Engineering Firm may not review plans or documents that another division of the same firm has submitted.
For selected construction projects, the Engineering Firm will be asked to provide the Town with the necessary plans, specifications, contract documents and final applications for environmental permits in order that the Town may solicit competitive bids for the improvements and/or construction of the projects. The Engineering Firm may be requested to assist with the bidding process.
This scope of the work is general in nature and is provided only for preliminary planning. For each project assignment, the Engineering Firm shall perform the necessary review, based on the Town’s objectives, the parameters and constraints provided by the Town, and field survey, to verify the scope of each project. The Engineering Firm shall consider the review in determining the cost for his services.
Included in the scope of services provided by the Engineering Firm for all projects shall be all necessary meetings with the Town staff, Town Council and all affected Federal and State regulatory agencies.
The Engineering Firm shall perform services as herein stated which includes normal civil engineering services, normal surveying services incidental thereto and environmental work necessary to obtain environmental permits required for project construction. The Engineering Firm represents that it will perform all tasks in accordance with generally accepted professional standards and the Engineering Firm further represents that it will provide the Town the best possible advice and consultation within Engineering Firm’s authority and capacity as a professional engineer. The Engineering Firm will comply with the regulations, laws, ordinances and requirements applicable to the projects.
The Engineering Firm may be called on to provide personnel, diagrams, plans and informational materials to assist the Town in the preparation and the conduct of public hearings, depending on the particular project.
- PROPOSAL FORMAT
Offerors are to make written proposals which present the offerors’ qualifications and understanding of the work to be performed. Offerors are asked to address each evaluation criterion and to be specific in presenting their qualifications. Your proposal should provide all the information which you consider pertinent to your qualifications for this project.
- SELECTION PROCESS
- EVALUATION CRITERIA include, but are not necessarily limited to:
- Priority assigned to Town Projects.
- Depth and variety of staff disciplines available:
(a) resumes of key individuals
(c) staff size
- Managerial capabilities:
(a) ability to manage several projects simultaneously and expeditiously
(b) approach to problem/task resolution
(c) management staff and amount of direct participation
- demonstrated interest of consultant
- firm’s principals and direct participation in proposed projects
(d) means of controlling project scope
(e) evaluation techniques
(f) data gathering methods
(g) communication procedures
(h) team organization and amount of experience as a team
- Familiarity with Federal, State and Local codes, conditions and ordinances where essential to proper performance.
- Past performance record and relevant experience:
(a) references – showing names, addresses and phone numbers (*The Town reserves the right to contact previous clients and inspect both on-site and design work).
(b) quality of work, timeliness, diligence, ability to meet budget
- Fiscal stability
- Overall quality of firm and proposal (includes reputation and integrity with the engineering community)
- Technical capabilities:
(a) description of facilities and production capabilities
- Estimates of hourly fees obtained during discussion stage
- SELECTION PROCEDURE
The Town shall engage in individual discussions with two or more offerors it deems to be fully qualified, responsible and suitable on the basis of initial responses and with emphasis on professional competence to provide the required services for the project. At the conclusion of discussion, on the basis of evaluation factors published herein and all information developed in the selection process to this point, the Town shall select in the order of preference two or more offerors whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract satisfactory and advantageous to the Town can be negotiated at a price considered fair and reasonable, the award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Should the Town determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror. The Town also reserves the right to contract with multiple firms if that is deemed to be in the best interest of the Town.
- CONTRACT TERM, TERMINATION AND OWNERSHIP OF DOCUMENTS
The Engineering Firm(s) chosen will be required to execute a Standard Form of Agreement between the Town and the Engineer for Professional Services. The term of the contract will be from the date of signing through December 31, 2021. Should any services related to a specific project be started and not be able to be completed prior to the expiration of the initial contract term, the contract may be extended as necessary for the specific project
The Town of Ashland reserves the right to renew the Contract upon MUTUAL AGREEMENT with the Engineering Firm(s) up to a period of four (4) additional 12-month periods. For future contract periods, unless otherwise specified, price increases shall be limited to the percentage increase in the Consumer Price Index, Urban Wage Earners and Clerical Workers (CPI-W), U.S. Department of Labor, Bureau of Labor Statistics. The base price to which any adjustments will be made shall be the prices in effect during the contract term prior to the proposed term.
The Town reserves the right to terminate the contract upon thirty (30) days written notice to the Engineering Firm. In the event of termination pursuant to this paragraph, which is not the fault of the Engineering Firm, the Engineering Firm shall be paid for all services provided and allowable reimbursable expenses incurred through the date of termination. The contract will automatically terminate upon failure of the Ashland Town Council to appropriate funds for its continuance.
In the event of termination for any reason, all finished or unfinished documents, data, studies, drawings, maps, specifications, records and reports prepared by the Engineer under this contract shall become the property of the Town and be delivered to the Town by the Engineering Firm, or successor, for use by the Town in completing the project. Such use by the Town shall not result in additional compensation to the Engineering Firm.