REQUEST FOR QUALIFICATIONS

FOR

ENGINEERING SERVICES

CONCOURSE

REDESIGN PROJECT

April 2019

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TABLE OF CONTENTS

COVER PROJECT LOCATION MAP ............................................................................................................................................. 5 MANDATORY PRE-PROPOSAL MEETING ................................................................................................................. 6 PROJECT BACKGROUND ................................................................................................................................................ 6 PROJECT NARRATIVE ..................................................................................................................................................... 6 PROFESSIONAL SEAL ..................................................................................................................................................... 6 CITY PROVIDED SERVICES ........................................................................................................................................... 6 AGREEMENT ...................................................................................................................................................................... 6 PROJECT SCOPE & DELIVERABLES ........................................................................................................................... 7 PROPOSED PROJECT TIMELINE .................................................................................................................................. 8 SUBMISSION REQUIREMENTS ...................................................................................................................................... 9 QUALITY BASED SELECTION (QBS) & EVALUATION CRITERIA .................................................................... 10 CONCEPT PLAN FOR CONCOURSE REDESIGN ................................................................................. APPENDIX A

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PROJECT LOCATION MAP

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MANDATORY PRE-PROPOSAL MEETING

All interested firms are required to have a representative in attendance for the pre-proposal walkthrough on Tuesday, May 7, 2019 at 10:00A. The meeting / site walk will begin outside the Appleton Street entrance of the new Colby Alfond Commons building on the north side of the Concourse. Existing site information will be reviewed and a site walk of the project area will follow. Absence from the meeting may result in a disqualification of the firm at the discretion of the review committee.

PROJECT BACKGROUND

The City of Waterville has owned and maintained the Concourse since the 1960’s. The Concourse has gone through a few redesigns over the years, with the most recent configuration completed in 1999. Several recent (and proposed) projects in Downtown Waterville have driven the need to further maximize the use of the Concourse parking area. This project is an integral component of a larger Downtown revitalization initiative. While increasing parking is one intent of this project, it must also maintain common aesthetic features of the Downtown Area.

PROJECT NARRATIVE The City of Waterville is seeking professional engineering services related to the redesign of the ‘Concourse’, a municipally owned parking lot serving a number of businesses in the heart of Waterville’s Downtown. A concept plan with the design intent along with an existing conditions plan is attached to this RFQ as Appendix A. The selected firm will use the concept plan, as much as possible and/or feasible, to aide in the engineering design for construction. The intent of this project is to maximize parking stall count in the Concourse while maintaining common aesthetic features of the Downtown area.

PROFESSIONAL SEAL

The proposed design, all inclusive, shall be designed & sealed by a Professional Engineer licensed to practice in the State of Maine.

CITY PROVIDED SERVICES

The City of Waterville will provide: • All available plans and documents on the Concourse; condition & record types vary. • Boundary survey of the site. (Topo/Site Conditions Survey by selected firm) • Geotechnical testing through a third party testing firm. The City will work in tandem with the selected

Engineering Firm upon award to determine the amount and locations of geotechnical probes to determine pavement / gravel depths.

AGREEMENT

An agreement will be established utilizing the latest revision of EJCDC “E-500” – Standard form of agreement between Owner and Engineer for Professional Services. EJCDC “E-500” Standard General Conditions between Owner & Engineer for Professional Services shall also apply.

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PROJECT SCOPE & DELIVERABLES

The following scope of work may be modified, as necessary, after a firm has been selected. If there are additional services that may not be listed in this scope of work but that you feel should be considered, those shall be listed separately in the “Cost Estimate” submission. See “Submission Requirements”.

Task 1 - Project Kick-Off Meeting • Prior to design, selected firm to meet with stakeholders, review concept, scope and schedule for the work.

Task 2 – Conduct Data Gathering, Preparation of Existing Conditions Site Plan & Design Basis Memorandum

• Geotechnical Investigation - Assist City with identifying areas of interest for geotechnical investigations. City to contract directly with third party testing firm. Selected firm will be in an advisory role for this task. Testing fees shall not be included with this RFP.

• Topographical / Field Survey – Obtain all field and topographical data for the site. City to provide as much information as is readily available to assist with this task, but it will be the responsibility of the selected firm to confirm accuracy of existing conditions. This shall include setting survey control for construction layout.

• Documentation of Existing Facilities. • Explore applicable permitting requirements.

DELIVERABLES: • Prepare an existing conditions site plan. • Prepare a Design Basis Memorandum ahead of site design. City to assist with details for design criteria.

Task 3 - Prepare 50% Design Plans • 1 Meeting -Design review meeting with stakeholders.

DELIVERABLES - 50% Design Plan Set.

Task 4 - Prepare 90% Design Plans DELIVERABLES - 90% Design Plan Set.

Task 5 - Prepare 100% Design / Construction Plans & Engineer’s Construction Cost Opinion • 2 Meetings – Presentation of Final Design to Parking Committee & City Council.

DELIVERABLES: • 100% Design (Final) Plan Set. • Engineer’s Construction Cost Opinion. (For Budgeting)

Task 6 – Prepare Construction Documents (Sealed Plans & Specifications) for Bidding DELIVERABLES: • Final Drawings Plan Set – stamped “For Construction” • Bid Specifications

NOTES: • Construction Administration services (bidding assistance, site inspections, etc) may be negotiated with the

selected firm, but is not part of this RFQ. • All plan set deliverables shall include the following for City review:

Existing Conditions Site Plan (From Task 2), Grading Plan, Utilities Plan, Striping Plan, Erosion & Sedimentation Control Plan, Landscape Plan, Lighting/Electrical Plan, Plan & Profiles of Road Section, Details.

• For the purposes of this RFQ and pricing, each deliverable will include 1 hard copy and 1 electronic copy (PDF). Each plan set hard copy shall be ARCH D (24x36). Each plan set hard copy shall include CADD data transfer and a PDF of each plan sheet.

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PROPOSED PROJECT TIMELINE (subject to change)

April 26, 2019 Request for Qualifications, Advertisement May 7, 2019 Pre-RFQ Conference on-site. Physical Address: 150 Main Street, Waterville, ME 04901 Meet at Appleton St Entrance. Conference time: 10:00AM May 9, 2019 5:00PM deadline to receive questions. All questions shall be submitted (in writing) to

Nick Champagne, City Engineer at: nchampagne@waterville-me.gov on or before this date. E-mail is acceptable for questions.

May 14, 2019 RFQ packages due by 1:00PM at Waterville City Hall. May 14 – May 30, 2019 Internal review, team interviews, team selection; recommendation to City Council. June 4, 2019 City Council considers committee recommendation. June 5, 2019 Notice of Award / Proceed Issued. Design work commences. Early June 2019 Task 1 – Project Kick-Off Meeting June /July 2019 Task 2 – Conduct Data Gathering, Preparation of Existing Conditions Site Plan

& Design Basis Memorandum Task 3 - 50% Design Preparation & Submission

o 2-week City Review & Comment. o Stakeholder Review Meeting

August 2019 Task 4 - 90% Design Preparation & Submission

o 1 Week City Review & Comment.

Task 5 - 100% Final Design Preparation & Submission o Presentation of Final Design to Parking Committee o Presentation of Final Design to City Council

September 2019 Task 6 - Preparation of Bidding Documents for Construction. (Plans + Specifications). Fall / Winter 2019* Anticipated construction bidding schedule. Spring/Summer 2020* Anticipated construction schedule.

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SUBMISSION REQUIREMENTS

Each proposal package shall be sent in two (2) separate envelopes clearly marked: “Waterville Concourse Redesign RFQ Response – Qualifications” “Waterville Concourse Redesign RFQ Response – Cost Estimate” To be considered, 4 copies of the proposal packages must be received by Tuesday, May 14, 2019 at 1:00PM at Waterville City Hall, Office of Administration, 1 Common Street, Waterville, Maine 04901. All qualification proposals will be opened at this time. Price proposals will be opened at the discretion of the selection committee and only after firms have been interviewed. Please submit any further questions to:

Nick Champagne, PE City Engineer 1 Common Street Waterville, Maine 04901 E-mail: nchampagne@waterville-me.gov

QUALIFICATIONS

• Cover Letter / Title Page. A cover / title page shall indicate the proposal is being submitted for the scope of work in the RFP. The firm/individual submitting the proposal shall be identified with address, telephone number, contact person and e-mail address. If more than one firm/individual will work on the project, they should also be identified. Cover letter should include a statement of project understanding.

• Project Team. Please provide a listing and experience summary of all key personnel assigned to this project, include any and all sub-contractors, if applicable.

• Experience. Provide a detailed summary of any projects of similar size and scope, especially site-civil projects. • References. Provide contact information for clients referenced during the previous experience section. • Project Approach / Methodology. Briefly describe the procedures your firm will use in conducting each phase

of the project, from programming on through to construction. Indicate meetings, presentations, and other forms of communication that will be used during the course of the project.

• Schedule/Timeline. Include a detailed timeline for completing all phases of the work that fits within the City’s anticipated project schedule.

COST ESTIMATE

• Base Proposal Cost. The base proposal cost shall include a price for each task outlined in the “Project Scope” section of this RFQ.

• Additional Suggested Services. Should there be additional, recommended services not specifically outlined in this RFQ, they should be listed separate from the Base Proposal Cost. Each additional suggested service shall include a description of necessity and a cost for consideration.

• Rate & Fee Schedule. Provide a copy of your firm’s latest rate and fee schedule to be used for negotiation of additional services outside of the scope of work.

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QUALITY BASED SELECTION (QBS) & EVALUATION CRITERIA The City will use a Quality Based Selection (QBS) process for selection of an engineering firm. Explanation of the process can be found by reviewing the Purchasing Ordinance, available on the City’s website (www.waterville-me.gov/departments/ordinances). As provided for in the QBS process, firms are required to separate proposals for qualifications and price.

Evaluation criteria will include, but not limited to the following:

• Experience and expertise of the consulting firm. • Project approach / methodology • Quality of owner references for previous site-civil and/or parking lot projects • Completeness of Proposals • Interview performance of candidate

The City of Waterville reserves the right to accept or reject any or all proposals for any reason, or to negotiate with any individual or firm as deemed necessary.