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RFP for PS&E Engineering Services for the Townsend MP 0.22 Bridge Replacement BEFORE THE BOARD OF COUNTY COMMISSIONERS OF LEWIS COUNTY, WASHINGTON IN THE MATTER OF: ) Issuing a Request for Proposals (RFP) ) for PS&E Engineering Services for the ) RESOLUTION NO. 18- 36'1 Townsend MP 0.22 Bridge Replacement ) WHEREAS, Lewis County Public Works anticipates needing PS&E Engineering Services for the Townsend MP 0.22 Bridge Replacement project; and WHEREAS, Lewis County Public Works does not have the time or staff to complete the PS&E within the scheduled time; and WHEREAS, Lewis County Public Works is soliciting proposals from consulting firms with expertise in PS&E Services; and WHEREAS, publication to solicit for A & E professional services is needed to contract with a professional engineering consultant. NOW THEREFORE BE IT RESOLVED that Lewis County Public Works is instructed to prepare a RFP, evaluate responses, select a consultant, and negotiate a contract; and the Clerk of the Lewis County BOCC is instructed to proceed with all appropriate and necessary notifications, posting and publication as required by RCW 65.16. DONE IN OPEN SESSION this 10th day of December, 2018. APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jon L. eyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON / /� i�i��i1. 1 ,iI. y: Civil Desuty e . . Fund, Chai r `° `U-G y AIL_ ATTEST: Robert C. Jackson, Vice Chair .•••• S � �/' ff oo,\�52• • Rieva Lester, Clerk of the Laki oft ritiCE \1 p'yacant, Commissioner Board of County Commissiot 1845 ' z: •••GT0NslstC•S LEWIS COUNTY NOTICE TO CONSULTANTS FOR: Professional Services — Structural Design Townsend Road MP 0.22 Bridge No. 334 Replacement Project No. BROS-2021(056) Lewis County Public Works is soliciting proposals from consulting firms with expertise in bridge design. Consultants will be considered for the following project: PROJECT DESCRIPTION The successful consultant will develop complete structural Plans, Specifications and Estimate (PS&E) for the Townsend Road MP 0.22 Bridge No. 223 Replacement in Lewis County. This project will include cooperative project development and management with Lewis County. Preparation of an all-encompassing set of bridge plans, specifications, and estimates shall be required for this project. Lewis County will produce and submit all environmental permits and documents based on Consultant developed plans and Lewis County directed avoidance measures for environmentally sensitive areas. Project coordination and documentation will be required to ensure all structural and environmental issues are satisfied for this project. The selected consultant will be available for construction support during the 2021 construction season. SUBMITTAL REQUIREMENTS A detailed description of the project background, project scope, proposal instructions, and proposal evaluation is available by calling Lewis County Public Works (360) 740-2780, emailing Rod.Lakey(cr�lewiscountywa.gov, or at Lewis County Public Works Website http://lewiscountywa.gov/publicworks. DEADLINE: Proposals must be received no later than 5:00 p.m. local time, January 11, 2019, at the Lewis County Public Works office (2025 NE Kresky Ave., Chehalis, WA, 98532). Faxed copies will not be accepted. This is a Federally Funded Project that will be held to Federal EEO Requirements and will also be held to ADA and Civil Rights language. Lewis County Public Works, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat., 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, nondiscrimination in Federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined by 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on grounds of race, color, national origin, or sex in consideration for an award. SECTION 1A — Background and Purpose Existing Bridge Townsend MP 0.22 Bridge is a 46-ft long single lane, single span railcar bridge installed in 1981. This structure is currently load posted for 10 tons per Type 3, 15 tons per Type 3S-2 and 19 tons per Type 3-3 vehicles. The timber deck has rotted through in multiple locations (new running boards were installed in 2013) and the timber abutments/sills have severe rot with approximately 1" shell for approximately 7-ft on abutment 1 and 3-ft on abutment 2. Schedule Lewis County is seeking structural consultant expertise for replacement of this bridge with an 18-ft wide single span structure that addresses stream channel width requirements and adequate debris clearance. Design proposals are being solicited to fulfill WSDOT Local Agency Guidelines for consultant selection. Lewis County's required schedule includes: • An abbreviated type, size and location (TS&L) memorandum with relative estimated costs for concept alignments and bridge material types shall be submitted no later than June 30, 2019. • 60% bridge plans and estimate shall be submitted to the County by December 31, 2019. • 90% PS&E shall be submitted to the County by June 15, 2020. • Final (100%) Bridge Plans, Specifications, and Estimates shall be completed by July 31, 2020. • Construction support services are tentatively scheduled to start in the summer of 2021. SECTION 1B — Staff Proposed Scope of Work Task 1 — Project Management A. Meet with the County. These meetings will be used to review work to date, identify important issues and needs for additional data gathering and problem analyzing. Establishing expectations and interfaces, establishing and revising detailed scope of work, as needed, will also be included in these meetings. B. Assistance Consultant will assist the County by providing descriptions, drawings, impact areas, and quantities of in-water work, as they are needed to complete environmental permits. C. Utility Needs Assist the County with the coordination efforts for utility issues pertinent to this project. Task 2 — Final Plans, Specifications, and Estimates A. Geotechnical Study and Hydraulics Report Develop geotechnical and hydraulic evaluations and reports to design the minimum required bridge foundation support, determine bridge elevations and bank protection measures using environmentally friendly methods. B. Roadway Items Horizontal and vertical roadway alignment, designs, calculations, and final contract roadway drawings shall be generated by the Consultant, including storm water treatment and detention if necessary. All topographic surveying shall be completed by Lewis County. C. Bridge Items Designs (HL-93 loading), calculations, final contract sub and superstructure design plans and retaining walls adjoining the substructure drawings shall be submitted by the Consultant. The new structure shall provide 3-ft (minimum) clearance above the modeled 100-yr flood elevation. D. Reconnaissance Perform stream and site reconnaissance to verify mapped data, document existing conditions and to obtain additional information if needed. E. Critical Path Prepare a critical path construction timeline and provide anticipated contract working. F. Assist in meeting State and Federal Obligations Provide information to allow Lewis County staff to prepare maps, drawings, and quantity estimates for use in obtaining state and federal environmental permits and project mitigation. Task 3 — Bridge Load Rating A. Bridge Load Rating Report Prepare an individual bridge load rating report for legal and over-legal loads to supplement Lewis County's permanent bridge file. Task 4 — Project Coordination and Documentation A. Sub-consultants Consultant shall coordinate with sub-consultants for geotechnical and hydraulic evaluations. B. Progress Reporting Consultant shall prepare and submit progress schedules. C. Meetings In order to keep information current and relevant, regular telephone meetings will be scheduled between Lewis County and the Consultant. Task 5 — Construction Support A. Submittals Consultant will be required to review submittals for concrete mix design, structure shop drawings, falsework plans, and other related structural review components pertaining to this project. B. Questions Answer questions that may arise during the contract advertising for this project. C. Structural Consultant There will be two on-site visits during the construction. D. Geotechnical Sub-Consultant There will be two (8-hour) on-site visits for the bridge foundation construction and a final summary report. SECTION 2 CONSULTANT INFORMATION 2.1 Consultant Responsibilities. The selected Consultant shall be responsible for all services outlined in the proposal whether the Consultant or his/her representative produces them. The Consultant shall be responsible for any and all contractual matters. 2.2 County Responsibilities. County will administer the contract, apply for all environmental permits and coordinate meetings as appropriate. 2.3 Contract Payment Schedule. a. The billing statement must include a summary of progress made through the date of billing. b. A progress report shall be submitted with each billing statement. Monthly payments will be based on the expenses incurred as summarized in each progress report. The progress report shall indicate the cost and hours of work assigned to each major work task. All billings shall be in accordance with Lewis County standards. 2.4 Project Schedule and Progress Reports a. The successful Consultant shall begin work by attending an orientation meeting provided by County to take place approximately ten working days (10) following the execution of the contract. b. Written monthly progress reports shall accompany billings submitted to County. c. The Consultant will make oral indications of progress when requested. Oral reports will indicate current status of the project and will be used as an early identification of problems that may hinder the project. Identified problems should be detailed in writing. All written correspondence should be directed through the Project Engineer. 2.5 Insurance Requirements a. The Consultant will provide stipulated coverage pursuant to contract provisions as stipulated in Appendix 31.79 of the current edition of "Local Agency Guidelines" (WSDOT). 2.6 Contract Requirements a. The Consultant will be required to enter into a contract with County using Appendix 31.79 of the current edition of "Local Agency Guidelines" (WSDOT) as the basis of the agreement between the Consultant and County. b. The partners agree to develop and maintain effective communication and a thorough project understanding so that these issues can be accommodated with minimal impact to project quality, schedule, and budget. SECTION 3 PROPOSAL INSTRUCTIONS 3.1 General Information a. The Consultant must submit a proposal for the end results that are set forth in the RFP. The proposal shall describe the qualifications of the Consultant and provide a listing of similar projects completed in the past five years, a general response to the proposed scope of work, a listing of project team members and qualifications, and a listing of references with contact information. Any professional staff necessary to conduct the required project scope must be available to support successful completion of the contract scope of work. b. Sub-consultants proposed to be used by the Consultant shall be listed in the proposal and shall be subject to approval of the County. c. The proposal shall be submitted for professional services. The proposal shall be limited to ten (10) pages of text total including title page and table of contents and include evaluation information listed in subsection 4.3 and 4.4 of this document. Font shall be ARIAL, 12 point. d. The document shall be five (5) double-sided pages maximum with a minimum of one-inch side and top margins (10-page document total) Direct the submittals to: Tim Fife, P.E., County Engineer Lewis County Public Works 2025 NE Kresky Ave. Chehalis, WA 98532 3.2 Closing Date for Submittal of Statements a. Five copies of the statement must be received not later than 5 p.m. local time, January 11, 2019. b. The proposal may require 15 days for evaluation. The County may request the Consultant to make an oral presentation to the selection committee in support of the proposal. 3.3 Proposal Acceptance The successful Consultant will be expected to enter into a contract specifying payment methods as allowed by the Local Agency Standard Consultant Agreement. Please refer to WSDOT standard consultant agreement found in Appendix 31.79 of"Local Agency Guidelines", WSDOT, current edition. 3.4 Right of Award or Rejection The proposal shall specifically stipulate all terms and conditions contained in the RFP. It is understood that all proposals will become a part of the public file on this matter without obligation to the County. County reserves the right to reject any or all proposals. 3.5 Costs County is not liable for any costs incurred by the Consultant in the preparation or presentation of the statement of qualifications. 3.6 Inquiries Questions that arise during preparation of the proposal shall be handled by: Rod Lakey, 360-740-2780. A proposal list will be developed (for all interested responders) and all questions & answers will be posted at Lewis County's Web Site (http://lewiscountywa.gov) during the advertisement period. 3.7 Protest of Contract Award Protests concerning the consultant selection process must be delivered in writing to the Lewis County Director of Public Works within fourteen (14) days of the award announcement. The Director will review the protest, contact all parties involved, and recommend the appropriate action to the BOCC. The Commissioner's decision will be the final County position. The final decision will be presented to all interested parties within 45 calendar days of receipt of the protest. SECTION 4 PROPOSAL EVALUATION 4.1 General Information a. County will award the contract to the most qualified Consultant whose proposal is deemed to be in the best interests of the County. b. A selection committee will be appointed to evaluate the statements received. The committee will evaluate each of the criteria listed in subsection 4.3 and 4.4 for the purpose of ranking proposals. 4.2 Proposal Evaluation The Consultant selection process will be conducted in two phases. The first phase will consist of a panel of reviewers who will individually review all submittals independently using a set of review criteria. The review panel will then meet to finalize their selection ranking. Their findings will be forwarded to the Public Works Director for review. The Director will review the scores of the selection committee and determine if consultant interviews are required. If interviews are desired, the project manager will appoint an interview selection committee. Selection will be based on consensus amongst the selection committee. 4.3 Review Criteria EVALUATION CRITERIA WEIGHT Qualifications and experience of personnel assigned to project 20 points Evaluation and comment on the proposed scope of work 30 points Recently completed similar projects 15 points Past performance/references 20 points General evaluation of the submitted proposal in meeting proposal objectives 15 points 4.4 Criteria Explanation a. Qualifications and experience of personnel assigned to project, including sub-consultants, on projects with other government agencies within the last five years including: ❑ Extent of principal and project manager involvement ❑ Qualifications and relevant individual experience ❑ The team's expertise in relation to all phases of the project ❑ Project manager's experience with project requirements ❑ Approximate number of people to be assigned to the project ❑ Quality assurance review responsibility ❑ A stipulation that key personnel will not be removed from the contract without prior approval of Lewis County b. Evaluation and Comment on the Proposed Scope of Work ❑ Task 1—Project Management ❑ Task 2— Final Plans, Specifications, and Estimates ❑ Task 3— Bridge Load Rating ❑ Task 4— Project Coordination and Documentation ❑ Task 5— Construction Support c. Recently Completed Similar Projects ❑ Bridge projects completed for similarly sized structures within rural transportation corridors. ❑ County or City bridge projects in Washington State. d. Past Performance/References ❑ List contact person, agency, phone number, address, and project. Describe the specific problems that were encountered and explain the methodology and action plan (include requirements and software) to overcome them. e. General Evaluation of the Submitted Proposal in Meeting Proposal Objectives ❑ Is the proposal clear and concise? ❑ What is the probable ease and ability of the consultant to coordinate with project and County staff? ❑ What is the firm's experience with Lewis County or other Counties in Washington State. 4.5 Selection a. A final recommendation for selection will be made to the BOCC following review and rankings of the proposals. Consultant selection will be carried out under Washington State Local Agency Guidelines Section 31 (Federal or State Funds will be used for this project). b. RFP's are anticipated to take approximately fifteen (15) working days to evaluate. c. Follow-up interviews with consultants NOT selected may be arranged with County following successful contract award to the selected consultant. 4.6 Pre-contract Clarification The apparent selected Consultant will be required to review its proposal with County. County reserves the right to require any clarification or alterations it deems necessary in the Consultant's assignment or resources, or in the Consultant's approach to the scope of work and the County's needs and expectations. This review and any changes will be made prior to contract execution and will become part of the final Consulting contract. 4.7 Tentative Schedule Task Desired Timeline _ Proposal Due January 11, 2019 Proposal Review 3-weeks after submittal Short-listed Consultant Interviews 4-weeks after submittal Contract Negotiations 6-weeks after submittal Contract Award by BOCC 8-weeks after submittal Notice to Proceed 9-weeks after submittal 4.8 Project Contact: Rod Lakey, 360-740-2780. 4.9 Project Budget The budget used to develop the staff proposed scope of work is $65,000. 4.10 Proposals must be received no later than 5 p.m. local time, January 11, 2019. Faxed copies will not be accepted. LEWIS COUNTY NOTICE TO CONSULTANTS FOR: Request for Proposal (RFP) A & E Professional Services - Townsend Road MP 0.22 Bridge Replacement PS&E Engineering Services Lewis County Public Works solicits interest from consulting firms with expertise in PS&E services to perform services related to a bridge replacement project with local bridge program federal funding. Firms desiring consideration shall submit four copies of a complete proposal packet to Lewis County Public Works, 2025 NE Kresky Avenue, Chehalis, WA 98532, by 5:00 PM local time, January 11, 2019. For more information about the project and submittal requirements contact Rod Lakey at 360- 740-2780 or Rodney,Lakey@lewiscountywa.gov or www.lewiscountywa.gov for an information packet. Lewis County is an equal opportunity and affirmative action employer. Minority-and women- owned firms are encouraged to submit statements. The Recipient, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 200D-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, herby notifies all bidders that it will affirmatively insure that any contract entered into pursuant to this advertisement, disadvantaged enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award. DATED this 10th day of December, 2018. .• •ouNTY •. • gc W • p,RD O Rs°S>•• k •Clerk of the Board of County Commissioners ; i SINCE o•• Lewis County, WA •�, �`� 1845 ' PUBLISH: The Chronicle — December 11 and 18, 2018 • v NS'si a •' Daily Journal of Commerce (Seattle) December 12, 2018 Lewis County Web Site @www.lewiscountywa.gov State Office of Minority and Women's Business Enterprises @www.omwbe.wa.gov BOCC AGENDA ITEM SUMMARY Resolution: BOCC Meeting Date: Dec 10, 2018 Suggested Wording for Agenda Item: Agenda Type: Notice Issuing a Request for Proposals (RFP) for PS&E Engineering Services for the Townsend MP 0.22 Bridge Replacement Project Contact Josh Metcalf Phone: 360-740-2762 r Department: Public Works RECEIVED Action Needed: Call for Bids/Proposals NOV 3 0 2018 Description LEWIS COUNTY A Request for Proposals (RFP) is to be issued to retain a professional enginPROSECUTING c ar� i B E Engineering Services for the Townsend MP 0.22 Bridge Replacement Project. The proposals must be received no later than 2:00 p.m. local time, January 18, 2019, at the Lewis County Public Works office (2025 NE Kresky Avenue, Chehalis, WA 98532). Additional Copies Rod Lakey, PW Kim Amrine,PW Robin Saline, PW rr 107709 Notice to Consul- tants ABBE Professional Services MOAS—COUNTY NOTICE TO CONSULTANTS FOR: 1hQtte'�t., A✓EAE TOWfi$end 'MAP-0:22' Lewis County Public Works solicits interest from con- su pram wl t";expertftee. Ii w P i st == _. Woo with •- ' :-PeNitem federal funding:: AFFIDAVIT Firms desiring ` '" " Lion shall submit four cop- OF PUBLICATION les of a complete proposal packet to Lew County STATE OF WASHINGTON Public works,. 2026 NE COUNTY OF LEWIS local time. January 11, 2019. Alysa Andrews and/or Mandy Klemola,says that she is the legal For pie infer about clerk of rre�quire ants cant ct Rod Lakey at 380-74Q-2780 or Slit , Rodney . LakeY Qtjrontttr w ww.lev urityWagOV for an irtfottl�atlott-. a semi-weekly newspaper,which has been established,published Lewis C raft f atom in the English language,and circulated continuously as a semi- widen ainpk» weekly newspaper in the City of Centralia and in Lewis County And wanarKivoned firms Washington,general circulation in Lewis County for more than are encouraged to aubrnit 5tekta to ,, six(6)months prior to the date of the first publication of the The Reciplent, In soCerd= notice hereto attached,and that the said Chronicle was on the 7th once` VI of the day of July 1941,approved as a legal newspaper by the Superior l+ctof 1$64,78 Court of said Lewis County And that the attached is a true copy ' opy ' .42 U.84. published in regular issues(and not in supplement form) Cod6 and was p g Pp of Federal Regulations, of said newspaper as LEGAL#107709 RE:Notice to Department of Transporta- 1 Consultants A&E Professional Services tion.Buiaitie A. Officif at // the Secretary; Parr 21. once eachtQJ O. for a period of 2 U� nondiscrimination in federally-assisted • pro- commencing on 12/11/2018 and ending on 12/18/2018 grams Of.the Department Tra itspOrtabort , e rsut#nt to such Act, and both regularly distributed to its subscribers during all of said y not/*-sit -bidder's period That the full a .u . h• r e charged for the foregoing 'that it will . altirmativelY publication is the su . • ,! ; inettre that S -Contrast, entered into pursuant to . —..pi this advertisement, disad- vantaged en as Sub ribed-egd sworn to before me 12/18 t1 8 defined at 49 Chart 26 JJ will be afforded full -AA A& A :- - L - ---- pray to•submit �In'), response to.this �,.i and will not be discrirnii*;.1 Notary '.ilic in and for the State of Washington ted against on the grota>s, '. residing at 1111 f f Origin,./race, color, national �;� �Ne`A+A ���a'�°'/ �tion tor�an�awardconsidera- J '�Q le_ A� �' ,,,i;„...--0,.•,,,.,,e .� ��, DATED this 10th day L� .'a U. y:Ny Elrpf '5� of December,.2018. Q.o�\ � �s * Clerk Courtty Commissioners •U‘\‘-) a Lewis County,WA. P UU\--C o,:. Published:The Chronicle �� December 11 &18,2018