RFP# 21-0073-4 Engineering Services for Chevis Road Improvements

INVITATION TO SUBMIT PROPOSAL REOUEST FOR PRO LS - RFP NO-: 2l-0073-4 ENGINEERING SERVICES FOR VIS ROAD IMPROVEMENTS PRE.PROPOSAL CO I 0:00 4.M.. .IIINE 3. 2O2l IO PROPOSALS RECEIVED BY: 5:00 P-M.. .IIINE 17. 2021 THE COMMISSIONERS OF CHATHAM COUNTY, GEORGIA CHESTER A. ELLIS, CHAIRMAN COMMISSIONER HELEN J. STONE COMMISSIONER TANYA MILTON COMMISSIONER LARRY RIVERS COMMISSIONER AARON R. WHITELY COMMISSIONER BOBBY LOCKETT COMMIS SIONER DEAN KICKLIGHTER COMMISSIONER PATRICK J. FARRELL COMMISSIONER KENNETH A. ADAMS R. JONATHAN HART COTINTY ATTORNEY CHATHAM COUNTY, GEORGIA 1 CHATHAM COUNTY, GEORGIA DOCUMENT CHECK LIST The following documents, when marked, are contained in and made apart of this Package or are required to be submitted with the qualification proposal. It is the responsibility of the Proposer to read, complete and sign, where indicated, and return these documents with his/her qualification proposal. FAILURE TO DO SO MAY BE CAUSE FOR DISQUALIFICATION. GENERAL INFORMATION

PROPOSAL SCOPE OF SERVICES ATTACHMENTS (A THRU H) The undersigned bidder certifies that he/she has received the above listed and marked documents and acknowledges that his/her failure to return each, completed and signed as required, may be cause for disqualifying his/her bid. BY SIGNATURE DATE TITLE COMPANY MINORITY YES NO BUSINESS TAX CERTIFICATE / LICENSE NUMBER CITY/COUNTY/STATE X X X X 2 CHATHAM COUNTY, GEORGIA OFFICE OF THE PURCHASING DIRECTOR 1117 EISENHOWER DRIVE, SUITE C SAVANNAH, GEORGIA 31406 (912) 790-1622 DATE: NI.zv 14.2012 RFP NO.: 2l-0073-4 GENERAL INFORMATION FOR REQUEST FOR QUALIFICATIONS This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Sealed proposals will be received at the Office of the Purchasing Agent, 1117 EISENHOWER DRIVE, SUITE C' SAVANNAH' GEORGIA UP to 5:00 P.M." JUNE 17, 2021. Responses must either be mailed or delivered to the Purchasing Office. The Purchasing Agent reserves the right to reject any and all proposals and to waive formalities. Instructions for preparation and submission of a propos al are contained in the Request for Proposals package. Please note that specific forms for submission of a proposal are required. Proposals must be typed or printed in ink. If you do not submit a qualification proposal, retum the signed invitation sheet and state the reason; otherwise, your name may be removed from our list. Due to the current Pandemic, An Audio Only Pre-Proposal Conference has been scheduled for JUNE 3 " 2021, at 1"0:00 AM. , Participants may attend by calling 1- 888-585-9008, then punch in the conference room code: 743-636-882, to discuss the specifications and resolve any questions andlor misunderstanding that may arise. Firms attending remotely are asked to mute phones when not speaking, in consideration of others. You are encouraged to call and participate. Any changes to the conditions and specifications must be in.the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. Generally when addenda are required, the bid opening date will be changed. Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County afhrmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms "disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance and Procedures Manual, Article VII - Disadvantaged Business Enterprises Program. 3 SECTION I INSTRUCTIONS TO PROPOSERS 1.1 Purpose: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code o.f Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia. 1.2 How to Prenare Oualification All nronosals shall be: A Typewritten or completed with pen and ink, signed by the business owner or authorized representative, with all erasures or corrections initialed and dated by the official signing the proposal. ALL SIGNATURE SPACES MUST BE SIGNED. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein. 1.3 How to Submit Oualification Pronosals: All nronosals shall be: Submitted in sealed opaque envelopes, plainly marked with the proposal number and titleo date and time for submission, and company name. Mailed or delivered as follows in sufficient time to ensure receipt by the Purchasing Director on or before the time and date specified above. Mailing Address: Purchasing Director, lllT Eisenhower Drive, Suite C, Savannah, Georgia31406. Hand Delivery: Purchasing Director,lllT Eisenhower Drive, Suite C, Savannaho Georgia. BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED OR CONSIDERED. Howevero if a well justified request to delay receipt of proposals is received at least one work day before proposal due date, it will be considered. 1.4 How to Su an Ohiection: Objections from Offerers to this Request for Proposals andlor these specifications should be brought to the attention of the County Purchasing Director in the following manner: 4 A. B. a. b. OUALIFICATION PROPOSALS NOT A. B. C. When a pre-proposal conference is scheduled, the proposer may object in writing any time prior to or at the pre-proposal conference. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission. The objections contemplated must pertain both to form and substance of the Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal. Failure to Offer: If a Proposal is not submitted, the business should return this Request for Proposal, stating reason therefore, and indicate whether the business should be retained or removed from the County's bidders list. Errors in Proposals: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk. Standards for Acceptance of Proposers for Contract Award: The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract. Proposer: Whenever the term "Proposer" is used it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County. 1.5 t.6 1.7 1.8 1.9 Comnliance with Laws: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or County statute, ordinances and rules during the performance of any contract between the Proposer and the County. Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof. 1.1.0 Contractor: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor of goods, material, equipment or services certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents. 5 1.11 Local Preference: N/A. l.l2 Debarred Firms and Pendins Litieation: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Baned from doing business) will not be considered for contract award. Proposers shall disclose any record of pending criminal violations (Indictment) andlor convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. ** All bidders or proposers are to read and complete the Disclosure of Responsibility Statement enclosed as an Attachment to be returned with response. Failure to do so may result in your solicitation response being rejected as non-responsive. Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract. 1.13 Perform Evaluation: On April 11, 2008, the Chatham County Board of Commissioners approved a change to the County Purchasing Ordinance requiring Contractor/Consultant Performance Evaluations, as a minimum, annually, prior to contract anniversary date. Should Contractor/Consultant performance be unsatisfactory, the appointed County Proiect Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director. 6 SECTION II PROPOSAL CONDITIONS 2.1 Snecifications Any obvious effor or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County. 2.2 Multiple Proposals: No Proposer will be allowed to submit more than one offer. Any alternate proposals must be brought to the Purchasing Director's attention during the Pre- proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals. 2.3 Offers to be Firm: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty day period. Completeness: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal. 2.4 2.5 Liabilitv srons: Where Proposers are required to enter or go into Chatham County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence ofthe Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with Chatham County. 2.6 Certification of t Price Determination: By submission of this Offer, the Proposer certifies, and in the case of a joint offer each party thereto certifies as to its own organization, that in connection with this procurement: (1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor; (2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and 7 2.7 2.8 2.9 (3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the pu{pose of restricting competition. Award of Contract: The contract, if awarded, will be awarded to that responsible Proposer whose proposal will be most advantageous to Chatham County. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County. Procurement Protests: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing Agent for review and resolution. The Chatham County Purchasing Procedures Manual, Article IX - Appeals and Remedies shall govern the review and resolution of all protests. Oualification of Business (Responsible Proposer): A responsible Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested. Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service. 2.10 Countv Tax Certificate Requirement: Contractor must supply a copy of their Tax Certificate as proof of payment of the occupational tax where their office is located. Please contact the County Building Safety and Regulatory Services (912) 201-4300 for additional information. No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractors as adopted by the Board of Commissioners on April 8, 1994. 2.ll Insurance P s. General: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Bid. I is every contractor's responsibilit]'to provide the County Purchasing and Contractinq Division current and up-to-date Certificates o.[ Insurance for multiple vear contracts before the end of each term. Failure to do so may be cause for termination of contract. 8 A 2.11.1 General Information that shall ona Certifi cate of Tnsurance: I. Name of the Producer (Contractor's insurance Broker/Agent). II. Companies affording coverage (there may be several). III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with). IV. Summary of all current insurance for the insured (includes effective dates ofcoverage). V. A brief description of the operations to be performed, the specific job to be performed, or contract number. VL Certificate Holder (This is to always include Chatham County). Chatham County as an "Additional Insuredoo: Chatham County invokes the defense of "sovereign immunity." In order not to jeopardize the use of this defense, the County is not to be included as an "Additional Insured" on insurance contracts. 2.rt ? I\rT.inimrrm T imitc of Insurance to be ntained for the durafion of the contract: Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or Tenant. This policy cl coverage includes: premises and operations, use of independent contractors, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapsehazards. Minimum limits: $1,000,000 bodily injury and property damage per occuffence and annual aggregate. Worker's Compensation and Employer's Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties. Employer's Liability coverage is usually included in Worker's Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker's Compensation claim. Minimum limits: $500,000 for each accident., disease policy limit, disease each employee and Statutory Worker's Compensation limit. C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor's use of automobiles. Minimum limit: $1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an "Any Auto" basis. B I 2.r1.3 Special Requirements: Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the Certificate of Insurance. Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Contractor mus ensure Certificate of Insurance are updated for the entire term of the County. Insurer Acceptability: Insurance is to be placed with an insurer having an A.M. Best's rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five year basis, the current total Best's rating will be used to evaluate insurer acceptability. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing paymgnt of related suits, losses, claims, and related 10 A. B. C. D. E. F G. H. investigation, claim administration and defense expenses. 2.1I.4 Additional Coverage for Specific Procurement Projects: Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants. Minimum Limits: Coverage Requirement: $1 million per claim/occuffence. If "claims-made," retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if "tail" coverage has been purchased and the duration of the coverage. 2.12 Indemnification. The CONSULTANT agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the CONSULTANT or its subconsultants. The CONSULTANT's obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. CONSULTANT further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even ifsuch claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the CONSULTANT or his subcontractors or anyone directly or indirectly employed by any of them. The CONSULTANT's obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the CONSULTANT. 11 2.13 Comnliance Snecification - Terms and Conditions: The Request for Proposals, LegalAdvertisement, General Conditions and Instructions to Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, andlor any other pertinent documents form a part of the Offeror's proposal and by reference are made apart hereof. 2.14 Signed Response Considered An Offer: The signed Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Agent or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham County may take such action as it deems appropriate, including legal action for damages or lack of required performance. 2.15 Notice to Proceed: The successful proposer shall not commence work under this Request for Proposal until a written contract is awarded and aNotice to Proceed is issued by the Purchasing Agent or his designee. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk. 2.16 Payment to Contractors: Instructions for invoicing the County for service delivered to the County are specified in the contract document. A. Questions regarding payment may be directed to the Finance Department at (912) 652-7905 or the County's Project Manager as specified in the contract documents. Contractors will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document. Upon completion of the work, the Contractor will provide the County or contractor with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the County have been paid in full. D Chatham County is a tax exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656- 4065 for additional information. B C 12 The undersigned proposer certifies that he/she has carefully read the preceding list of instructions and all other data applicable hereto and made apart of this invitation; and, further certifies that the prices shown in his/her proposal are in accordance with all documents contained in this Request for Proposals package, and that any exception taken thereto may disqualify his/her proposal. This is to certify that I, the undersigned Proposer, have tead the instructions to Proposer and agree to be bound by the provisions of the same. This-day of 20-. BY SIGNATURE DATE COMPANY TITLE TELEPHONENUMBER 13 3.1 REQUEST FOR PROPOSALS GENERAL CONDITIONS SECTION III DESCRIPTION AND OBJECTIVES: Chatham County is requesting qualification proposals from qualified firms to perform Engineering Services for Chevis Road Improvements which is located in Chatham County, Georgia. The County presents this "Request for Proposals" to describe its needs and those criteria which will be used to determine selection of services. METHODOLOGY. The procurement described herein is being conducted as a Request for Qualifications through professional services selection. a method of selecting professional services as provided in The Chatham County Purchasing Ordinance and Procedures Manual. This will be a three-step selection process, a summary of which follows: STEP 1/ ACCEPTANCE AND EVALUATION OF PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent. The goal of Step 1 will be to accept, evaluate and score qualification proposals that meet technical requirements and develop a "short list" (finalists) usually of no more than three firms that represent the best of all proposals. -In the interest of a fair, objective and competitive process, Chatham County intends to accept all qualified proposals and give them complete and impartial consideration. -Any proposal which does not meet all technical requirements may be disqualified as being non-responsive. - Proposals which are deemed to be incomplete as to substance and content may be returned without consideration. Proponents whose proposals are not accepted will be promptly notified that they are not being further considered and why. -Recommending proponents that best qualify for the short list will be done through a committee evaluation process based on established technical criteria as described herein. Final decision on the staff s recommendation is made by the Board of Commissioners. Do not submit a Fee Proposal. 14 STEP RVIEWS: The evaluation committee 4q3y interview each finalist firm. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will be interviewed . NOTE: Do not submit a fee proposal. STEP 3/I'{EGOTIATION OF FEE/SCHEDULE: The highest rated firm will be notified and brought in to negotiate fee and schedule with the County. Prior to negotiation, the highest ranked firm will be presented, with any updates to, a "Scope of Work" to base its fee upon. If a negotiated fee cannot be reached with the highest ranked firm, the County will then enter negotiations with the 2nd ranked firm. 3.2 PRE-PROPO CONFRRENCE. An AUDIO ONLY pre-qualifi cation conference will be held at 10:00 A.M. on JUNE 3.2021, Participants may attend by calling 1- 888-585-9008, then punch in the conference room code: 743-636-882, to discuss the specifications and resolve any questions and/or misunderstanding that may arise. Firms attending remotely are asked to mute phones when not speaking, in consideration of others. You are encouraged to call and participate. 3.3 PROPOSAL DF],ADI,INF].. The response to this 'Request for Proposal" must be received by the Purchasing Division no later than 5:00 P.M., JUNE 17.2021. Any qualification proposal received after the time stipulated will be rejected and returned unopened to the proponent. For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. Should such action occur, all proponents who attended the pre-qualification conference will receive an addendum setting forth the new date and time. This will be provided initially by oral message or fax and followed by written verification. It is emphasized that late proposals will be rejected. Hence, all firms are warned that if they find they cannot meet the established due date that it is incumbent upon them to justify and submit a request for slippage of due date atleast24 hours prior to due date for proposals. 3.4 WITHDRAWAL OF'PROPOSAI,. Any proposal submitted before the deadline may be withdrawn by written request received by the County before the time fixed for receipt of qualification proposals. Withdrawal of any proposal will not prejudice the right of a proponent to submit a new or amended proposal as long as Chatham County receives it by the deadline as provided herein. 3.5 CONFID OF'DOCUMENTS. Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided 15 by Georgia law for proprietary information). The details of the qualification proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. 3.6 FORMAT OF RE,SPONSES. To be considered, proponents must submit a complete response to the request for proposals. The format for responses is presented in Section 2 All responses must be presented in this format, which will not be negotiable. The resnonse to RFP must be submitted in I and 4 conies to: 3.7 Also furnish one electronic version of vour RFP on thumb drive or CD Mr. Robert Marshall Senior Procurement Specialist 1117 Eisenhower Drive, Suite C Savannah, Georgia 31406 (9r2) 7e0-1622 Fax (912) 790-1627 email : rmarshall@chathamsounty.org All questions relating to the proposal prior to and after the Pre-Proposal Conference shall be directed to Mr. Marshall either by e-mail or fax. Deadline for questions will be one week prior to proposal due date. REJECTING OUALIFICATION PROPOSALS. The County reserves the right to reject any or all proposals and will not be bound to accept any proposal should Chatham County consider that the proposal would be contrary to the best interest of Chatham County or this project. COSTS TO PREPARE RESPONSES. The County assumes no responsibility nor obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal. EQUAL EMPLOYMENT OPPORTUNITY. During the performance of this Contract, the CONTRACTOR agrees as follows: The CONTRACTOR will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status. 3.8 3.9 16 4.1 SECTION IV SPECIAL CONDITIONS Factors such as proponent's relevant experience, reputation, past perforrnance on similar projects, excellence of the team and project manager to be assigned to the project, technical competence, ability to meet program goals, completion within a reasonable time will be considered in the shortlist and contract award recommendations made to the Board for their decision. Proponents and Prime Consultants to make Good Faith Effort to utilize DBE sub consultants. Since there is Federal money in this contract, there is a 16%o goal for DBE participation. Firms will be evaluated initially on the basis of the written qualification proposals. Thus, the proposal must be complete, concise and clear as to the capability and intent of the respondent. Further evaluation may include an oral presentation which will be scheduled after receipt of the written qualification proposal. As such, to maintain competitiveness and to ease evaluation, responses to the RFP must be responsive to the following and presented in this format and order: -Introduction/cover letter -Experience in Similar Projects -Qualifications/Key Personnel -Project Understanding/Methodology -References FORMAT ORDER AND GRADIN G CRITERIA OF RESPONSES TO THE RFP NOTE: All qualification proposals will be presented on 8 ll2" by 1 1" paper, either bound or in a notebook with a maximum of25 Dases. all items listed above. than the section The information will be tabbed according to each requested section. I. INTRODUCTION/COVER LETTER: You should provide no more thana2 page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, telephone number and FAX number of one contact to whom any conespondence should be directed. 17 2. II. EXPERIENCE (35 points) List of similar projects performed in the last five years with a brief narrative of each project, client, services provided by consultant, value ofservices, current status on date of completion, project management, client's project manager and phone number. Include a statement as to why it is considered a similar project. Basis of Evaluation; a. Relationship of Experience to this project as it relates to size, quality and relevance. b. Experience following State regulations and requirements. c. Information should be complete. d. Information should be in a clear and concise manner. UL QUALIFICATIONS (35 points) List of key personnel including project manager along with resumes. Identify person who on a day-by-day basis will be responsible for the work. Identify the key personnel necessary for implementing the project. Describe how key personnel will be involved in project. Describe availability of project manager and key personnel for this project. Basis of Evaluation a. Quality and relevant experience to project and the County goals. b. Does description include all categories and how personnel function within categories? c. Are all potential categories included? IV. PROJECT UNDERSTANDING (30 points) List key elements of project and how each will be addressed. Show project schedule and personnel needed to implement each phase. Basis of Evaluation a. Is the project discussion and schedule reasonable? b. Are personnel listed adequate to implement the schedule? c. Discuss method and timing of implementing project. I 2 1 2 1B 4.2 4.3 4.4 V REFERENCES References (at least three), including contact, relationship, address and phone number. Note: Chatham County reserves the right to contact any known former clients about your performance. EVALUATION CRITERIA (STEP 1). Based on requirements in Section V, responses will be evaluated by an evaluation committee. While each proponent's proposal will be rated on its merits, the following will be regarded as assumptions applicable to each: --Responses will follow the format and instructions within each section or subsection (proponents should consider Section V as an outline or checklist). --Responses should be complete --Responses should be presented in a clear and concise fashion. Difficulty in reading any proponent's proposal because of confusing information, effors or missing information considered as key to a fair evaluation can result in its consideration as not responsive. PLEASE REMEMBER: EVALUATION OF THE QUALIFICATION PROPOSALS WIL DETERMINE WHICH FIRMS ARE SELECTED FOR THE SHORTLIST! EVALUATION CRITERIA (STEP 2). Based on an evaluation of proposals under Step 1, those proponents that make the "short list" (finalists) may be interviewed. If interviews are conducted, they will be scored using the same process as the proposals. (25 points possible) DISCRETION. The County shall have sole discretion in evaluating both the responses and qualifications of the respondents. Please note that the evaluation committee will recommend the firm with the highest score after all steps are complete, but it is the Board of Commissioners which, after consideration of stafPs recommendations, makes the final contract award decision. ASSIGNMENT. The contractor shall not assign or transfer any interest in the contract without the prior written consent of the County. CONTRACT. The successful respondent will be expected to execute a contract within 30 days of notice of award. VAL OF SUB-CONSULTANTS. The 4.5 4.6 4.7 PERFORMANCE AND APPRO 19 proponent 4.8 4.9 will perform the project as an independent contractor and not as an agent or employee of the County. Joint ventures and sub-consultant arrangements are not prohibited; however, the proponent shall secure written permission from the County before subconsulting any part of the project. Such permission should be obtained during the proposal evaluation stage. CHANGES. In the event a contract is awarded, the County may, at any time during the contract period, make changes within the general scope of the contract and its technical provisions. Any changes in the project team, including consultants, will require prior approval of the County. At the least, replacements must be equal in experience and preserve commitment to local or MBE participants. If any such change causes any increase or decrease in the proponent's cost of performing any part of the contract, whether changed or not changed by any such notice, an equitable adjustment shall be made in the contract price, or in the time of performance, or in both, and awritten memorandum of such adjustment shall be made. Any claim by the proponent for an equitable adjustment shall be supported by detailed cost and pricing data, which the County shall have the right to verify by audit of the proponent's records or, at the County's election, by other appropriate means. Any claim by the proponent for an equitable adjustment shall be made in writing and prior to proceeding with the additional services or capital invest- ments. The County may accept and act upon claims made later if, in the County's sole discretion, circumstances justify so doing. Nothing in this clause shall excuse the proponent from proceeding with performance of this contract in accordance with its original terms and conditions and any approved changes. TERMINATION OF CONTRACT. The County shall have the right to terminate any contract to be made hereunder for its convenience by giving the proponent written notice 30 days in advance of its election to do so and by specifying the effective date of such termination. The proponent shall be paid for services rendered and not in question or dispute through the effective date of such termination. Further, provided a contract is awarded, if a proponent shall fail to fulfill any of its obligations hereunder, the County may, by giving written notice to the proponent at issue, terminate the agreement with said proponent for such default. If this agreement is so terminated, the proponent shall be paid only for work satisfactorily completed. 4.10 ADEOUACY AND ACCURACY. The professional and technical adequacy and accuracy of designs, drawings, specifications, documents and other work products furnished under contract, will be conducted in a manner of the profession. Where Chatham County must have work done by change order or addition resulting from an elror or omission by the Engineer/Architect, the Engineer/Architect shall provide, at no cost to the County, all professional services attributable to the change order. This is in addition to the County's right to recover from the Engineer/Architect damages for the Engineer' s/Architect' s errors and omissions. 20 SECTION V SCOPE OF SERVICES FOR CHEVIS ROAD IMPROVEMENT PROJECT Chatham County is seeking a qualified consulting firm to perform Engineering Services for improvements to Chevis Road from U.S. 17l S.R. 25l Ogeechee Road to Wild Heron Road. This project will be funded with Federal as well as Chatham County SPLOST funds. The firm (and all sub-consultants) shall be pre-qualified by GDOT and development of the project shall follow GDOT's Plan Development Process. The goal is to develop a concept plan for road improvements to include lane widening, curb and gutter, sidewalk / leisure trail and drainage and then create construction plans. The road design is to be in compliance with the Chatham County Blueprint by utilizing "Complete Streets" design enhancements to enable safe, attractive and comfortable access and travel for all including users such as pedestrians, bicyclists, motorists, transit riders, and those with a disability. The required work includes: PhaseI-ConceptPlan o Perform a survey and prepare a database for the project corridor. Work includes establishment of survey control and construction centerline, preparation of a topographic survey and property databases from field run survey. Work shall include level C utility investigations (SUE) and prepare SUE database. Prepare soil survey and existing pavement evaluation. Submit survey database, SUE database, soil survey and pavement evaluation to County and GDOT for approval. Perform environmental special studies and prepare a NEPA Categorical Exclusion (CE). Perform conceptual MS4 stormwater management analysis, prepare a memo summarizing results with sketch of potential pond or other permanent stormwater feature locations. Obtain traffic counts and perform traffrc study and intersection evaluations. Evaluate existing pavement and provide a pavement design. Prepare concept layout and prepare a Concept Report for approval by GDOT that includes environmental screening, traffic studies and cost estimates. a a a a 21 Prepare layouts and displays for and conduct one Public Information Open House. Revise concept as needed based on comments. Phase II - Preliminary Engineering and Permitting Develop Construction plans for required improvements identified in Phase 1. Plans to include drainage, utility coordination, erosion and sediment control, MS4, signing, pavement marking, traffic signal (as needed), drainage, and roadway plans (including cross- sections, typical sections and profiles). Submit preliminary and final plans and cost estimate to GDOT and prepare for and participate in PFPR/FFPR. Respond to review comments. The plans must meet the requirements of the Chatham County's Municipal Separate Storm Sewer System (MS4) Permit requirements and include an MS4 study and report. Assist with obtaining a Land Disturbing Activities Permit from Chatham County. a a a a o o o Environmental Permitting as required for potential wetland impacts through the United States Army Corps of Engineering. Consultant shall obtain a USACE permit for the work prior to completing final plans. Right of way plan preparation in standard GDOT format for acquisition by Chatham County. Complete right of way staking. Final construction plans shall include all preliminary items as well as staging, standards and details. Final bid documents shall include a bid sheet, cost estimate and special provisions. Consultant shall attend all required meetings to address questions and concerns related to the project. Assist County with obtaining an Encroachment Permit at SR 25lUS 17 from GDOT. It may be necessary to construct a pedestrian bridge or boardwalk in areas adjacent to water bodies or low lying areas. Coordination with Railroad may be required. GDOT required Area Class Certifications for the Prime Consultant include: 3 .01 , 3 .02, 3 .06, 3.07,3.12,3.13 and 9.01. The team (Prime or sub-consultant) must also include: 1.06(a), 1.07,1.09, 1.10, 3.09,3.15,4.01, 5.01, 5.02, 5.08, and 6.01(a). a a o a 22 ATTACHMENT A DRUG . FREE WORKPLACE CERTIFICATION THE TINDERSIGNED CERTIFIES THAT THE PROVISIONS OF CODE SECTIONS 5O-24-I THROUGH 50-24-6 OF THE OFFICIAL CODE TO GEORGIA ANNOTATED, RELATED TO THE **DRUG-FREE WORKPLACE**, HAVE BEEN COMPLIED WITH IN FULL. THE IJNDERSIGNED FURTHER CERTIFIES THAT: A Drug-Free Workplace will be provided for the employees during the performance of the contract; and Each sub-contractor under the direction of the Contractor shall secure the following written certifi cation: (coNTRACTOR) certifies to Chatham County that a Drug-Free Workplace will be provided for the employees during the performance of this contract known as fmprovements (PROJECT) pursuant to paragraph (7) of subsection (B) of Code Section 50-24-3 Also, the undersigned further certifies that he/she will not engage in the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana during the performance of the contract. CONTRACTOR DATE NOTARY DATE 1 2. 23 ATTACHMENT B PROMISE OF NON.DISCRIMINATION STATEMENT Know All Men By These Presence, that I (We), Name Title Name of Bidder (herein after Company) in consideration of the privilege to bid/or propose on the following Chatham County project procurement Eneineering Servic hereby consent, covenant and agree as follows: (1) No person shall be excluded from participation in, denied the benefit of or otherwise discriminated against on the basis of race, color, national origin or gender in connection with the bid submitted to Chatham County or the performance of the contract resulting therefrom; (2) That it is and shall be the policy of this Company to provide equal opportunity to all business persons seeking to contract or otherwise interested with the Company, including those companies owned and controlled by racial minorities, and women; (3) In connection herewith, I (We) acknowledge and warrant that this Company has been made aware of, understands and agrees to take affirmative action to provide minority and women owned companies with the maximum practicable opportunities to do business with this Company on this contract; (4) That the promises of non-discrimination as made and set forth herein shall be continuing throughout the duration of this contract with Chatham County; (5) That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made apafi of and incorporated by reference in the contract which this Company may be awarded; (6) That the failure of this Company to satisfactorily discharge any of the promises of non- discrimination as made and set forth above may constitute a material breach of contract entitling the County to declare the contract in default and to exercise appropriate remedies including but not limited to termination of the contract. B-1 Signature 24 Date ATTACHMENT C Gontractor Affidavit under O.C.G.A. S 13-10-91(bX1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. S 13-10-91 , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (name of public emplover) has registered with, is authorized to use and uses the federalwork authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. S 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. S 13-10-91 (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User ldentification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct Executed on -, -, 201_ in -(city), -(state).Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF tn1_. NOTARY PUBLIC My Commission Expires 25 ATTACHMENT D Subcontractor Affidavit under O.C.G.A. S 13-10-91(bX3) By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. S 13-10-91 , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor) on behalf of (name of public emplover) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. S 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federalwork authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. S 13-10-91(b). Additionally, the undersigned subcontractor will fonrvard notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. lf the undersigned subcontractor receives notice that a sub- subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must fonryard, within five business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federalwork authorization user identification number and date of authorization are as follows: Federal Work Authorization User ldentification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct Executed on -, -, 201-in -(city), -(state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF 201 NOTARY PUBLIC My Commission Expires zo ATTACHMENT E Systemutic Alien Verfficuttion for Entitlements (SAVE) Affiduvit Verifying Status for Chathum County BeneJit Application By executing this affrdavit under oath, as an applicant for a Chatham County, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract or other public benefit as reference in O.C.G.A. Section 50-36-1, I am stating the following with respect to my bid for a Chatham County contract for fName of natural person applying on behalf of individual, business, corporation, partnership, or other private entity] 1.) I arn a citizen of the United States. OR 2.) I am a legal permanent resident 18 years of age or older OR 3.) I am an otherwise qualified alien (8 $ USC 164I) or non- immigrant under the Federal Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States.* In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affrdavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia. Signature of Applicant: Date Printed Name: SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF 20 Notary Public My Commission Expires: Alien Registration number for non-citizens. :& 27 ATTACHMENT F CHATHAM COUNTY, GEORGIA BIDDER'S CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION The undersigned certifies, by submission of this proposal or acceptance of this contract, that neither Contractor nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded from participation in this transaction by any Federal department or agency, State of Georgia, City of Savannah, Board of Education or local municipality. Bidder agrees that by submitting this proposal that Bidder will include this clause without modification in a[l lower tier transactions, solicitations, proposals, contracts and subcontracts. Where the Bidder or any lower tier participant is unable to certify to this statemento that participant shall attach an explanation to this document. Bidder must verify Sub-Tier Contractors and Suppliers are not debarred, suspended, ineligible, pending County litigation or pending actions from any of the above government entities. Certification - the above information is true and complete to the best of my knowledge and belief. (Printed or typed Name of Signatory) (Signature) (Date) NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001 END OF DOCUMENT Mod. CC P & C 6/2005 28 2. ATTACHMENT G DISCLOSURE OF RESPONSIBILITY STATEMENT Failure to complete and return this information will result in your bid/offer/proposal being disqualified from further competition as non-responsive. List any convictions of any person, subsidiary, or affiliate of the company, arising out of obtaining, or attempting to obtain a public or private contract or subcontract, or in the performance ofsuch contract or subcontract. List any indictments or convictions of any person, subsidiary, or affiliate of this company for offenses such as embezzlement, theft, fraudulent schemes, etc. or any other offenses indicating a lack of business integrity or business honesty which affects the responsibility ofthe contractor. 3. List any convictions or civiljudgments under states or federal antitrust statutes. List any violations of contract provisions such as knowingly (without good cause) to perform, or unsatisfactory performance, in accordance with the specifications of a contract. 5. List any prior suspensions or debarments by any governmental agency 6. List any contracts not completed on time. 7 . List any penalties imposed for time delays andlor quality of materials and workmanship List any documented violations of federal or any state labor laws, regulations, or standards, occupational safety and health rules. 4. 8 29 AS Name of individual declare under oath that Company Name the above statements, including any supplemental responses attached hereto, are true. Signature State of County of _ Subscribed and sworn to before me on this day of _ 20-by representing him/herself to be of the company named herein. Notary Public My Commission expires: Resident State DPC Form #45 Title & Authority of 30 ATTACHMENT H AFFIDAVIT REGARDING LOBBYING Each Bidder/Proposer and all proposed team members and subcontractors must sign this affidavit and the Bidder /Proposer shall submit the affidavits with their proposal confirming that there has been no contact with public officials or management staff for the purpose of influencing award of the contract. Furthermore, each individual certifies that there will be no contact with any public official prior to contract award for the purpose of influencing contract award. The undersigned further certifies that no team member or individual has been hired or placed on the team in order to influence award of the contract. All team members are performing a commercially useful function on the project. Failure to provide signed affidavits from all team members with your response may be cause to consider your bid/proposal non-responsive. BY: Authorized Officer or Agent Date Title of Authorized Officer or Agent Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF 20 Notary Public My Commission Expires My Commission expires 31 Resident State LEGAL NOTICE cc No. 168306 REQUEST FOR PROPOSALS Sealed proposals will be received until 5:00 P.M. on JUNE L7 " 2021 in Chatham County Purchasing and Contracting Department, SAVANNAH. GA. RF'P 2I -0073.4 ENGINEERING SER CES F'OR CHEVIS ROAD VF],ME.NTS DUE TO THE PANDEMIC. AN AUDIO ONLY PRE-PROPOSAL CONFERENCE will be held at 10:00 A.M. JUNE 3.2021. C tact information is listed in the RFP. Invitation to Submit Proposal Packages are available at 1117 Eisenhower Drive, Suite C, Savannah, Georgia, and on the Chatham County Purchasing Web Site- http://purchasing.chathamcount)'.org ,or by calling Robert Marshall, Senior Procurement Specialist, at (912) 790-1622. All firms requesting to do business with Chatham County must also re gi ster on- line at http : //purchasin g. chathamc ounty. or g CHATHAM COLTNTY RESERVES THE RIGHT TO REJECT ANY/AND OR ALL PROPOSALS AND TO WAIVE ALL FORMALITIES. ''CHATHAM COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER, M/F/H, ALL pRoPosERS ARE TO BE EQUAL OPPORTTTNITY EMPLOYERS" H. JO\T{ER, PURCHASING DIRECTOR SAVANNAH N/P INSERT: May 19,2021 Please send affidavit to: Chatham County Purchasing and Contracting Department 1117 Eisenhower Drive, Suite C Savannah, GA 31406 9r2-790-1622