RFP Number 19-01

PUBLIC NOTICE

FOR

PROFESSIONAL ENGINEERING SERVICES

TOWN OF ESTO, FLORIDA

RFP #19-01

DUE DATE: February 1, 2019, AT 10:00AM. CT.

The TOWN OF ESTO is seeking proposals from qualified surveyors, hereinafter referred to as the Proposer, to provide Surveying Consulting Services in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP).

PROPOSAL SUBMISSION

Proposals, one original, five copies and one electronic copy (CD/DVD) will be received by sealed envelope in the Office of the Town Clerk, 3312 Second Avenue South, Esto, FL 32425, telephone 850-263-6521, fax 850-263-6577, [email protected], on or before February 1, 2019, at 10:00AM Central Time at which time they will be opened and read. Proposals received after this time will not be considered, and no time extensions will be permitted. Receipt of a response by any ESTO office, receptionist or personnel other than the Clerk’s Office does not constitute “receipt” as required by this solicitation.  Please clearly mark proposals:

Continuing Surveying Services – RFP# 19-01

Copies of this Proposal Document and information on this RFP may be obtained by contacting Yvonee Hagans, Esto Town Clerk at the above address, phone, or fax, beginning on January 25, 2019.

EVALUATION COMMITTEE:

An Evaluation Committee meeting will be held at a date and time to be determined at the ESTO Town Hall building located at the Town Clerk’s Office, 3312 Second Avenue South, Esto, FL 32425.

ACCEPTANCE AND REJECTIONS

When it is in its best interest, the TOWN OF ESTO reserves the right to reject any or all proposals with or without cause; to cancel the RFP and re-solicit the services; to waive any or all irregularities with regard to the specifications; and to make the award to the firm offering the greatest advantage to the TOWN OF ESTO.

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REQUEST FOR PROPOSALS

PROFESSIONAL GRANT ADMINISTRATION SERVICES

FEDERAL FISCAL YEAR 2017

COMMUNITY DEVELOPMENT BLOCK GRANT

NEIGHBORHOOD REVITALIZATION PROJECT

Town of Esto, Florida

December 03, 2018

REQUEST FOR PROFESSIONAL GRANT ADMINISTRATION SERVICES

I.             PURPOSE:
A.            The Town of Esto, in accordance with 2 CFR 200, Rule 73c-23, and applicable Florida Statutes is requesting proposals from qualified individuals or firms to provide professional administrative and management services relative to implementation of the Town’s proposed FFY 2017 Community Development Block Grant (CDBG) Neighborhood Revitalization Project.
B.            The project will consist of the construction of replacement water lines along Highway 79 from John Clark Road to 3rd Avenue South; refurbishment of elevated and pressurized water tanks; and upgrade to wells number two and three to benefit Low to Moderate Income families. Estimated budget for the CDBG-funded project is $600,000 which will include construction, engineering, and administration.  Since the project will be a Neighborhood Revitalization type project, include all experience previous with the proposed construction activities.  Interested firms are encouraged to review the pending CDBG application document available at Town Hall during normal business hours for a more detailed description of the proposed project.
II.           SCOPE OF SERVICES:
A.            The individual or firm selected shall be required to provide professional administrative and management services whose level and scope will be determined by the Town of Esto.  Specific administrative services required shall include, but not be limited to:
1.            Assist the Town in meeting financial, administrative, and bookkeeping requirements of the program, including preparation of drawdown requests.
2.            Assist the Town in meeting the record keeping requirements of the program, including the establishment and maintenance of an acceptable filing system.
3.            Assist the Town in contract administration and monitoring requirements of the program, including enforcement of compliance requirements.
4.            Furnish the Town with forms necessary for the implementation of project activities included in the approved application.
5.            Act as a liaison between the Town, the project engineer, and the Construction Contractor(s), and Florida Department of Economic Opportunity (DEO) to ensure an efficient, smoothly managed program.
6.            Prepare any program amendments as necessary during the duration of the project.
7.            Prepare and coordinate the submission of the appropriate documents to DEO for program close-out and completion.
III.          SCHEDULE OF WORK PERFORMANCE:
1.            Proposers are advised that the capacity to initiate and coordinate all administrative services in a timely and efficient manner is a significant factor. The offerer chosen must be prepared to commence the administration and coordination of project activities immediately upon the execution of a contractual agreement between the Town and the firm (individual) selected.
2.            Proposers who cannot meet this project schedule will be automatically eliminated from further consideration.

IV.         TYPE OF CONTRACT:
A.            The Town of Esto intends to negotiate a firm fixed fee contract or “cost not to exceed” type contract for all services herein requested.
B.            All proposers’ qualifications will be evaluated and the most qualified administrative proposer selected.
V.          SUBMITTAL INSTRUCTIONS:
A.            All proposals must be submitted in writing by 11:00 A.M. on December 03, 2018, to receive consideration. Proposers mailing their proposals should allow normal delivery time to ensure receipt of their proposals by the Town of Esto.  Proposals should be addressed to: Teresa Harrison, Mayor, Town of Esto, 3312 2nd Avenue South, Esto, Florida 32425 or hand-delivered to Town Hall, at the address noted prior above prior to the submission deadline.
B.            All proposals must be sealed and clearly marked on the outside “FFY 2017 CDBG Project Administration Proposal”, with the proposer’s name and address. Proposals should be submitted in an original and seven copies.
C.           Questions concerning the “RFP” should be directed to Ms. Yvonee Hagans, Town Clerk @ (850) 263-6521.  Proposers not selected will be promptly notified.
VI.         PROPOSAL CONTENT AND FORMAT
A.            All proposals must be submitted in accordance with the instructions outlined herein to receive consideration.  Any proposer submitting inadequate, incorrect, or incomplete information may not receive consideration.  Proposals should be brief and to the point. The Town of Esto reserves the right to waive irregularities in the proposal, reject any and all proposals and to request additional information from proposers if deemed necessary.
B.            Letter of Transmittal:  The proposer shall submit a “Letter of Transmittal” which shall as a minimum contain the following:
1.            State the location of the office from which the work is to be accomplished.
2.            Describe the firm’s general qualifications and the range of activities performed by the firm.
3.            Briefly state the proposer’s familiarity with the needs and conditions existing in the Town of Esto as well as their knowledge of the proposed project.
4.            Indicate if personnel of the proposer have previously developed and/or administered any CDBG or similar grant projects for the Town of Esto and/or for other jurisdictions.
5.            Certify that the proposer will provide professional guidance to the Town relative to compliance with applicable federal, state, and local laws and regulations.
6.            Indicate if your firm is a Certified Minority Business Enterprise.
7.            Provide any additional information that the proposer feels is essential to their proposal.
8.            State that the person signing the “letter of transmittal” is authorized to bind the proposer.

C.           All proposals shall include each of the following attachments:

1.            Attachment A:  Indicate why the proposer feels uniquely qualified to undertake the required program administration and management services.
2.            Attachment B: Describe the technical approach to be taken in addressing the scope of work, including a delineation of specific tasks to be undertaken.
3.            Attachment C:  Describe the work management plan to be utilized by the proposer. The description should include a project schedule showing estimated start and completion dates of all major tasks and individuals responsible for implementation and completion of said tasks. Identify all persons to be assigned to this project and outline the nature of their responsibilities.  Include a description of relevant work experience for each person assigned to this project.
4.            Attachment D: Identify the total number of CDBG projects that the proposer developed and/or administered. Present a cumulative total of projects as well as dollar amount of grant assistance in which personnel of the proposer were instrumental in the development of the application and/or administration of the program following funding approval.   Include the names and phone numbers of the jurisdiction’s contact person.
5.            Attachment E: Identify other areas of consulting expertise provided by the proposer and not referenced previously.
6.            Attachment F:  It is the intent of the Town of Esto to evaluate the qualifications of all proposers and select the offerer whose proposal is deemed most advantageous to the Town. Under this attachment, the proposer shall indicate the lump sum, percentage, or hourly rate fee for the proposed service and breakdown of the costs associated therewith. The DEO approved budget and contracted administrative costs; by similar entities, for similar type projects shall serve as the parameter for administrative fees.  Furthermore, the proposer shall certify that to the best of their knowledge and belief all the information herein submitted for consideration and evaluation is true, correct, and accurate.
D.           EVALUATION CRITERIA
All proposals received shall be evaluated utilizing the following criteria and scoring:

Criteria for selection of grant administrative services are:

Firm’s experience with the Community Development Block Grant  program                        15 points

Management Plan                                                                                                               15 points

Ability to devote the needed time to the project based on current workload             15 points

Availability of adequate personnel and technology                                                      15 points

Previous Experience in CDBG  Development projects                                                 15 points

Firm’s reputation and competence including education, training and quality of work          15 points

Proposed fee                                                                                                                          5 points

MBE or WBE Business                                                                                                        5 points

TOTAL                                                                                                                           100

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REQUEST FOR PROPOSALS

PROFESSIONAL ENGINEERING SERVICES

COMMUNITY DEVELOPMENT BLOCK GRANT

FEDERAL FISCAL YEAR 2017

NEIGHBORHOOD REVITALIZATION PROJECT

Town of Esto, Florida

December 03, 2018

REQUEST FOR PROFESSIONAL ENGINEERING SERVICES

I.             PURPOSE:
A.            The Town of Esto, in accordance with DEO policy and applicable components of Rule 73C-23, F.A.C., 2 CFR 200 and Section 287.055, F.S. “Consultants Competitive Negotiations Act” is requesting proposals from qualified engineering firms to provide engineering construction inspection services relative to the Town’s proposed FFY 2017 Community Development Block Grant (CDBG) Neighborhood Revitalization project.
B.            The project will consist of the construction of replacement water lines along Highway 79 from John Clark Road to 3rd Avenue South; refurbishment of elevated and pressurized water tanks; and upgrade to wells number two and three to benefit Low to Moderate Income families. Estimated budget for the CDBG-funded project is $600,000 which will include construction, engineering, and administration.  Since the project will be a Neighborhood Revitalization type project, include all experience previous with the proposed construction activities.  Interested firms are encouraged to review the pending CDBG application document available at Town Hall during normal business hours for a more detailed description of the proposed project.
II.           SCOPE OF SERVICES:
A.            The engineering firm selected shall be required to provide professional technical and engineering services whose level and scope will be determined by the Town of Esto.  Specific engineering services required shall include, but not be limited to:
1.            Close coordination with the CDBG Grant Administrator who will be under contract to the Town to administer the grant and who will be overseeing the project also.
2.            Planning, designing, and developing construction plans and specifications including any required Preliminary Engineering Reports and Environmental Reviews required by the State of Florida.
3.            Providing legal descriptions for any required easements or real property acquisition,
4.            Preparation and submittal of applications to obtain necessary permits,
5.            Preparing bid documents,
6.            Soliciting and evaluating construction bids,
7.            Providing construction supervision and resident inspection,
8.            Approving contractors’ pay requests,
9.            Conducting final inspection of all construction,
10.          Recommending acceptance by the Town of Esto,
11.          Providing “as-built” drawings following project completion.
III.          SCHEDULE OF WORK PERFORMANCE:
1.            Proposers are advised that the capacity to initiate and coordinate all engineering services in a timely and efficient manner is a significant factor.  The offerer chosen must be prepared to commence engineering services immediately.
2.            Proposers who cannot meet this project schedule will be automatically eliminated from further consideration.
IV.         TYPE OF CONTRACT:
1.            The Town of Esto intends to negotiate a firm fixed fee contract or “cost not to exceed” type contract for the final design and construction inspection services requested.
2.            All proposers’ qualifications will be evaluated and the most qualified engineering firm selected, subject to the negotiation of fair and reasonable compensation.
V.           RESPONSIBILITY:
A.            The engineering firm selected shall be required to assume responsibility for all services offered by the firm’s proposal regardless of whether they are produced “in-house” or performed under a joint or subcontractual arrangement.
B.            Such firm will be the sole point of contact with regard to this project.
VI.         SUBMITTAL INSTRUCTIONS:
A.            All proposals must be submitted in writing by 11:00 A.M. on December 03, 2018, to receive consideration. Proposers mailing their proposals should allow normal delivery time to ensure receipt of their proposals by the Town of Esto.  Proposals should be addressed to: Teresa Harrison, Mayor, Town of Esto, 3312 2nd Avenue South, Esto, Florida 32425 or hand-delivered to Town Hall, at the address noted prior above prior to the submission deadline.
B.            All proposals must be sealed and clearly marked on the outside “FFY 2017 CDBG Project Engineering Proposal”, with the proposer’s name and address. Proposals should be submitted in an original and seven copies.
C.           Questions concerning the “RFP” should be directed to Ms. Yvonee Hagans, Town Clerk @ (850) 263-6521.  Proposers not selected will be promptly notified.
VII.        PROPOSAL CONTENT AND FORMAT
A.            All proposals must be submitted in accordance with the instructions outlined herein to receive consideration.  Any proposer submitting inadequate, incorrect, or incomplete information may not receive consideration.  Proposals should be brief and to the point.  The Town of Esto reserves the right to waive irregularities in the proposal and reject any and all proposals and to request additional information from proposers if deemed necessary.
B.            Letter of Transmittal:  The proposer shall submit a “Letter of Transmittal” which shall as a minimum contain the following:
1.            State the location of the office from which the work is to be accomplished.
2.            Describe the firm’s general qualifications and the range of activities performed by the firm.
3.            Identify all persons to be assigned to this project and outline the nature of their responsibilities.  Include a description of relevant work experience for each person assigned to this project.
4.            Briefly state the proposer’s familiarity with the needs and conditions that exist in the Town of Esto and in reference to the proposed project.
5.            Certify that the firm can and will comply, where applicable, with all rules and regulations of the Department of Environmental Protection, the Florida Department of Transportation, and the Florida Department of Economic Opportunity (DEO). Provide any additional information that the proposer feels is essential to their proposal.
6.            Indicate if your firm is a Certified Minority Business Enterprise.
7.            State that the person signing the letter is authorized to bind the proposer.

C.           All proposals shall include each of the following attachments:
1.            Attachment A: Indicate why the proposer feels uniquely qualified to undertake the required professional engineering services.
2.            Attachment B: Describe the technical approach to be taken in addressing the proposed scope of work, including a delineation of specific tasks to be undertaken.
3.            Attachment C: Describe the work management plan to be utilized by the proposer. The description should include a project schedule showing estimated start and completion dates of all major tasks and individuals responsible for implementation and completion of said tasks.
4.            Attachment D: Identify the proposer’s prior work experience with the CDBG and similar programs.  List each project separately to include jurisdiction name, type of project, and grant amount.
5.            Attachment E: Identify the proposer’s prior work experience with water system construction in the State of Florida. List name, address and phone numbers of project references.
6.            Attachment F: It is the intent of the Town of Esto to evaluate the qualifications of all proposers and select the offerer whose proposal is deemed most advantageous to the Town (The criteria under which each proposal will be evaluated is attached to this RFP). Under this attachment, the proposer shall certify that they will negotiate a fair and reasonable fee within the Rural Development fee schedule as adopted by DEO for evaluating engineering fee reasonableness.  Further, the proposer shall certify that to the best of their knowledge and belief all the information submitted for consideration and evaluation is true, correct, and accurate.

EVALUATION CRITERIA

CRITERIA                                                                                  POINTS AVAILABLE

1.  Ability to design an approach and work plan to meet the project requirements.     15

2.  Ability to devote the needed time to the project based on current workload.          15

3.  Ability to commence services and complete services within time parameters.         8

4.    Ability to observe and advise whether plans and specifications are being

complied with.                                                                                                          10

5.  Experience of the firm in other similar Federally Funded Projects                           15

6.  Availability of adequate personnel and technology.                                                 10

7.  Firm’s reputation and competence including technical education, training,

timeliness, cost control and quality of work.                                                             10

8.  Experience in the kind of project to be undertaken.                                                 15

9.  Certified Minority Firm.                                                                                               2

TOTAL                                                                                                                         100