Putnam County PE Services for Traffic Sign Inventory on Various Roads

Standard RFP Form Ver. 1/2023 1 Posting Date: March 19, 2024 Request for Proposals Notification Title: Putnam County PE services for traffic sign inventory on various roads (Des # 2301591) in the Crawfordsville District. Response Due Date & Time: April 16, 2024 at 3:30 pm This Request for Proposals (RFP) is official notification of needed professional services. This RFP is being issued to solicit a letter of Interest (LOI) and other documents from firms qualified to perform engineering work on federal aid projects. A submittal does not guarantee the firm will be contracted to perform any services but only serves notice the firm desires to be considered. Contact for Questions: Jim Peck, PE Putnam County Highway Engineer 1624 W. County Road 225 S. Greencastle, Indiana 46135 765-655-5004 Jim.peck@co.putnam.in.us Submittal Requirements: 1. Letter of Interest – Click here to enter # of Copies. Copies (required content and

instructions follow) sent through the U.S. Mail; OR Letter of Interest – submitted electronically (pdf) to Jim Peck at email address jim.peck@co.putnam.in.us. AND 2. One (1) signed Affirmative Action Certification and associated required documents for all items if the DBE goal is greater than 0% sent through the U.S. Mail; OR One (1) signed Affirmative Action Certification and associated required documents for all items if the DBE goal is greater than 0% sent electronically (pdf) to Jim Peck at email address jim.peck@co.putnam.in.us. . Submit To: Jim Peck, PE Putnam County Highway Engineer 1624 W. County Road 225 S. Greencastle, Indiana 46135 765-655-5004 Jim.peck@co.putnam.in.us Standard RFP Form Ver. 1/2023 2 Selection Procedures: Consultants will be selected for work further described herein, based on the evaluation of the Letter of Interest (LOI) and other required documents. The Consultant Selection Rating Form used to evaluate and score the submittals is included for your reference. Final selection ranking will be determined by: Requirements for Letters of Interest (LOI) A. General instructions for preparing and submitting a Letter of Interest (LOI). 1. Provide the information, as stated in Item B below, in the same order listed and signed by an officer of the firm. Signed and scanned documents, or electronically applied signatures are acceptable. Do not send additional forms, resumes, brochures, or other material unless otherwise noted in the item description. 2. LOI’s shall be limited to twelve (12) 8 1⁄2” x 11” pages that include Identification, Qualifications, Key Staff, and Project Approach. 3. LOI’s must be received no later than the “Response Due Date and Time”; as shown in the RFP header above. Responses received after this deadline will not be considered. Submittals must include all required attachments to be considered for selection. B. Letter of Interest Content 1. Identification, Qualifications and Key Staff a. Provide the firm name, address of the responsible office from which the work will be performed, and the name and email address of the contact person authorized to negotiate for the associated work. b. List all proposed sub consultants, their DBE status, and the percentage of work to be performed by the prime consultant and each sub consultant. (See Affirmative Action Certification requirements below.) A listing of certified DBE’s eligible to be considered for selection as prime consultants or sub-consultants for this RFP can be found at the “Prequalified Consultants” link on the Indiana Department of Transportation (INDOT) Consultants Webpage. (https://www.in.gov/indot/doing- business-with-indot/consultants/consultants-prequalification/). c. List the Project Manager and other key staff members, including key sub consultant staff, and the percent of time the project manager will be committed for the contract, if selected. Include project engineers for important disciplines and staff members responsible for the work. Address the experience of the key staff members on similar projects and the staff qualifications relative to the required item qualifications. https://www.in.gov/indot/doing-business-with-indot/consultants/consultants-prequalification/ https://www.in.gov/indot/doing-business-with-indot/consultants/consultants-prequalification/ Standard RFP Form Ver. 1/2023 3 d. Describe the capacity of consultant staff and their ability to perform the work in a timely manner relative to present workload. 2. Project Approach a. Provide a description of your project approach relative to the advertised services. For project specific items confirm the firm has visited the project site. For all items address your firm’s technical understanding of the project or services, cost containment practices, innovative ideas and any other relevant information concerning your firm’s qualifications for the project. Requirements for Affirmative Action Certification A completed Affirmative Action Certification form is required for all items that identify a DBE goal greater than "0", in order to be considered for selection. The consultant must identify the DBE firms with which it intends to subcontract. On the Affirmative Action Certification, include the contract participation percentage of each DBE and list what the DBE will be subcontracted to perform. If the consultant does not meet the DBE goal, the consultant must provide documentation in additional pages after the form that evidences that it made good faith efforts to achieve the DBE goal. All DBE subcontracting goals apply to all prime submitting consultants regardless of the prime's status of DBE. INDOT DBE Reciprocity Agreement with KYTC An Agreement between INDOT and the Kentucky Transportation Cabinet (KYTC) established reciprocal acceptance of certification of DBE firms in their respective states under the Unified Certification Program (UCP) pursuant to 49 CFR ?26.81(e) and (f). Copies of the DBE certifications, as issued by INDOT or the Kentucky Transportation Cabinet (KYTC), are to be included as additional pages after the AAC form for each firm listed on the AAC form. The following are DBE Locator Directories for each State Transportation Agency: INDOT: https://entapps.indot.in.gov/DBELocator/ KYTC: https://transportation.ky.gov/Civil-Rights-and-Small-Business- Development/Pages/Certified-DBE-Directory.aspx Information about the Indiana DBE Program is available at: https://www.in.gov/indot/about-indot/equity-initiative-services/. Information about the KYTC DBE Program is available at: https://transportation.ky.gov/Civil-Rights-and-Small-Business-Development/Pages/default.aspx. https://entapps.indot.in.gov/DBELocator/ https://transportation.ky.gov/Civil-Rights-and-Small-Business-Development/Pages/Certified-DBE-Directory.aspx https://transportation.ky.gov/Civil-Rights-and-Small-Business-Development/Pages/Certified-DBE-Directory.aspx https://www.in.gov/indot/about-indot/equity-initiative-services/ https://transportation.ky.gov/Civil-Rights-and-Small-Business-Development/Pages/default.aspx Standard RFP Form Ver. 1/2023 4 Work item details: Local Public Agency: Putnam County Project Location: Various roads within Putnam County Project Description: Create a regulatory and non-regulatory traffic sign inventory & condition to be uploaded to the County’s GIS system. INDOT Des #: 2301591 Phases Included: PE Estimated Construction Amount: $130,000 Funding: HSIP funding involved. Term of Contract: Until project is completed DBE goal: 3% Required Prequalification Categories: 5.2 Environmental Document Preparation - CE 12.1 Project Management for Aquisition Services 6.1 Topographical Survey Data Collection 12.2 Title Search 8.1 Non-Complex Roadway Design 12.4 Appraisal 9.1 Level 1 Bridge Design 12.5 Appraisal Review 11.1 Right of Way Plan Development 13.1 Construction Inspection Additional Categories Listed Below: Click here to enter Additional Categories Standard RFP Form Ver. 1/2023 5 LPA Consultant Selection Rating Sheet Sample: Category Scoring Criteria Scale Score Weight Weighted 6 3 1 1 0 -1 2 1 0 -3 2 1 0 -1 -3 2 1 0 -3 Signature: Print Name: __________________________________________ Title: Date: ___________________________________________ Consultant Name: (City, County, Town) or (Local Public Agency) Evaluation Criteria to be Rated by Scorers Quality score for similar work from performance database. 15 Team's Demonstrated Qualifications Demonstrated outstanding expertise and resources identified Demonstrated high level of expertise and resources identified Technical Expertise: Unique Resources that yield a relevant added value or efficiency Evaluation of the team's personnel and equipment to perform the project on time. Responsiveness score from performance database. Schedule score from performance database. RFP Selection Rating for: 20 Capacity of Team to do Work Performance evaluation score averages from historical performance data. Past Performance Des. No. Services Description: Availability of more than adequate capacity that results in added value. It is the responsibility of scorers to make every effort to identify the firm most capable of producing the highest deliverables in a timely and cost effective manner without regard to personal preference. I certify that I do not have any conflicts of interest associated with this consultant. I have thoroughly reviewed the letter of interest for this consultant and certify that the above scores represent my best judgment of this firm's abilities. Weighted Sub-Total: High level of understanding of the project. Basic understanding of the project. Lack of project understanding. 15 20 Project Manager Project Understanding and Innovation that provides cost and/or time savings. (Form Rev. 1/27/2023) Insufficient available capacity to meet the schedule. Adequate capacity to meet the schedule. High level of understanding and viable innovative ideas proposed.Approach to Project Predicted ability to manage the project, based on: experience in size, complexity, Demonstrated outstanding experience in similar type and complexity. Demonstrated high level of experience in similar type and complexity. Experience in similar type and complexity shown in resume. Experience in different type or lower complexity. Insufficient experience. Expertise and resources at appropriate level. Insufficient expertise and/or resources. http://www.in.gov/indot/files/LPA_Consultant_Selection_Rating_Sheet_for_Standard_Template.xls Standard RFP Form Ver. 1/2023 6 (Rev. 06/27/18) Des. #: Click here to enter text. Affirmative Action Certification (AAC) for Disadvantaged Business Enterprises (DBE) I hereby certify that my company intends to affirmatively seek out and consider Disadvantaged Business Enterprises (DBEs) certified by the State of Indiana’s DBE Program and the Kentucky Transportation Cabinet (KYTC) DBE Program to participate as part of this proposal. An Agreement between INDOT and KYTC established reciprocal acceptance of certification of DBE firms in their respective states under the Unified Certification Program (UCP) pursuant to 49 CFR §26.81(e) and (f). I acknowledge that this certification is to be made an integral part of this proposal. I understand and agree that the submission of a blank certification may cause the proposal to be rejected. I certify that I have consulted the following DBE websites to confirm that the firms listed below are currently certified DBEs: INDOT: https://entapps.indot.in.gov/DBELocator/ KYTC: https://transportation.ky.gov/Civil-Rights-and-Small-Business-Development/Pages/Certified-DBE-Directory.aspx I certify that I have contacted the certified DBE’s listed below, and if my company becomes the CONSULTANT, these DBEs have tentatively agreed to perform the services as indicated. I understand that neither my company nor I will be penalized for DBE utilization that exceeds the goal. After contract award, any change to the firms listed in this Affirmative Action Certification to be applied toward the DBE goal must have prior approval by INDOT’s Economic Opportunity Division. I. DBE Subconsultants to be applied toward DBE goal for the RFP item: Certified DBE Name Service Planned Estimated Percentage to be Paid* % % % % II. DBE Subconsultants to be utilized beyond the advertised DBE goal for the RFP item: Certified DBE Name Service Planned Estimated Percentage to be Paid* % % % % Estimated Total Percentage Credited toward DBE Goal:___________ Estimated Percentage of Voluntary DBE Work Anticipated over DBE Goal:__________ Company Name: ____________________________________________________________________ Signature: ___________________________________________ Date: ________________________ ∗ It is understood that these individual firm percentages are estimates only and that percentages paid may be greater or less as a result of negotiation of contract scope of work. My firm will use good faith efforts to meet the overall DBE goal through the use of these or other certified and approved DBE firms. https://entapps.indot.in.gov/DBELocator/ https://transportation.ky.gov/Civil-Rights-and-Small-Business-Development/Pages/Certified-DBE-Directory.aspx