Request for Qualifications

Engineering & General Planning Consulting Services

Northern Shenandoah Valley Regional Commission

Front Royal, VA

Posted: 01/07/2013
Submittal Deadline: 01/30/2013

Website: http://www.nsvregion.org


Request for Qualifications

Northern Shenandoah Valley Regional Commission
On-call Engineering and General Planning Consulting Services

Background

The Northern Shenandoah Valley Regional Commission (NSVRC) is seeking Qualification Statements from qualified professional firms interested in being included on an on-call list for Engineering and General Planning Consulting Services. The NSVRC represents a five-county area in the northernmost portion of Virginia's Shenandoah Valley, including the City of Winchester, the Counties of Clarke, Frederick, Page, Shenandoah, Warren and all Towns contained within their boundaries.

Purpose

The NSVRC proposes to establish a list of qualified consultants who may be called upon to provide professional Engineering and General Planning Consulting services in support of local and regional projects identified in locality Comprehensive and Area Development Plans, Capital Improvement Plans and NSVRC work programs. The aim of this RFQ is to select one or more professional firms who will be invited to submit bids for specific projects. It is the intent to select multiple firms for inclusion on this list.

NSVRC Right to Issue RFQs

The NSVRC reserves the right, at its sole discretion, to issue RFQ’s for work related to projects that may be covered under this RFQ, such as work in other disciplines associated with the purpose of this RFQ and for other similar projects as the need may occur.

Statement of Needs

The purpose of this RFQ is to aid NSVRC and member jurisdiction/agency staff in completing various priority work program items that may occur during the fiscal year. This assistance will be utilized only on an on-call as-needed basis.
Scope of Services

The NSVRC proposes to establish a list of qualified consultants who may be invited to offer bids for the provision of Engineering and General Planning Consultant services to NSVRC, or its member jurisdictions in support of local and regional projects. Projects may include tasks associated with Comprehensive or Area Development Planning, implementation of capital projects or other projects that support regional goals and objectives of the Commission and its member jurisdictions. The aim of this RFQ is to select multiple professional firms who can be called upon to provide these services in a timely and cost effective manner. Responsive firms may respond to their ability to perform one or more specific services. It is the intent to select multiple firms who may be called upon for these services.

Specific services may include:

1. Comprehensive and/or Area Development Planning;
2. Development review;
3. Zoning Administration;
4. Zoning Ordinance Review and or Development;
5. Housing Analyses related to market trends, quality and stock;
6. Capital Project Engineering and/or Management;
7. Public Facility Assessments including sidewalks, water and sewer, treatment or other related facilities;
8. Project financing and grant preparation;
9. Technical assistance with State mandates;
10. Construction testing services;
11. Phase I Environmental Studies;
12. Public involvement and outreach.

RFQ Requirements

General Requirements:
To be considered for selection, offerors must submit a complete response to the Request for Qualifications. Failure to submit all information requested may result in the rejection of the incomplete Qualification Statement. A committee consisting of local & NSVRC officials will review the RFQ submittals, and the committee will invite the most qualified firms for telephone or in-person interviews.

One (1) original and one (1) hard copy of the Qualification Statement shall be submitted in a sealed envelope or package clearly marked “NSVRC On-call Engineering and General Planning Consultant Services” by 5:00 p.m., Wednesday, January 30, 2013. Qualification Statements should be delivered to:

Ms. Martha Shickle, Executive Director
Northern Shenandoah Valley Regional Commission
400 Kendrick Lane, Suite E
Front Royal, Virginia 22630

In addition to the hard copy Qualification Statements noted above, one (1) full-color, digital copy in .pdf file format should also be submitted by the application deadline to the following email: mshickle@nsvregion.org

Questions regarding this RFQ will be answered up to 2:00 p.m., Wednesday, January 23, 2013 and all questions and answers will be detailed and shared with all applicants by 12:00 noon on Friday, January 25, 2013.

NSVRC is not responsible for delays in the delivery of the Qualification Statements by the US Postal Service, private couriers, or the inter-office mail system. It is the sole responsibility of the offeror to ensure that its Qualification Statement reaches the designated location by the designated date and hour. No Qualification Statements received after the prescribed date and hour will be considered.

All offerors shall abide by all applicable state and federal laws. The NSVRC and its member jurisdictions do not discriminate against small, minority- or women- owned businesses.

The NSVRC and contracted consultants may be subject to compliance with the following Commonwealth of Virginia / VDOT compliance requirements: The Commonwealth of Virginia and Virginia Department of Transportation (VDOT) as recipients of Federal financial assistance are required to comply with Title VI of the Civil Rights Act of 1964 (Title VI), as amended, and related nondiscrimination authorities. Title VI prohibits agencies receiving federal funds from discrimination against anyone or any group in the United States on the grounds of race, color, national origin, sex, age, religion or disability. The Civil Rights Restoration Act of 1987 defined the word “program” to make clear that discrimination is prohibited throughout an entire agency if any part of the agency receives federal financial assistance, rather than just the particular programs or activities that receive the funds. Consulting firms selected to contract and/or subcontract with VDOT are required to comply with Title VI in order for the Department to meet Title VI obligations. The Department evaluates a firm’s compliance by having the firm submit a completed VDOT Title VI Evaluation Report form (EEO-D2) for review. Firms are required to complete and submit an EEO-D2 within 10 workdays of notification of selection if they do not have a current Title VI Evaluation Report on file with the Department. For more information on Title VI compliance visit this link:http://www.virginiadot.org/business/resources/SB_Title_VI_webpage_061115.pdf .

Specific RFQ Requirements

RFQ’s should be as thorough and detailed as possible so that the Selection Committee may properly evaluate the capabilities of the respective firms to provide the required services. Qualification Statements shall include, at a minimum, the following items:

1. A description of the specific services that the firm is able to provide
2. Information as to the offeror’s background and experience relative to these services
3. Description of what, if any, subconsultant and outside services are to be used
4. Resumes and qualifications of those that will be assigned to a contract
5. Name and experience record of the project manager(s)
6. Current and projected workload of the firm and the project manager(s)
7. Complete references for projects completed by the firm, which may be similar to projects proposed for assistance
8. Evidence of past successful performance relative to ability to complete projects on schedule and within the estimated budget
9. Any other information the proposer feels will assist the Selection Committee in evaluating the Qualification Statements
10. Work proposals should include a sample schedule of contracted rates for staff

Proposers may also submit examples of relevant work recently completed by the firm.

EVALUATION AND AWARD OF CONTRACTS:

A. Evaluation Criteria: Qualification Statements shall be evaluated using the following criteria:

1. 30 Points - Expertise, experience, and qualifications of the firm’s personnel in each discipline that may provide services relevant to the RFQ. In addition, the expertise, experience, and qualifications of any special consultants proposed will be scored within this category.

2. 25 Points - Expertise and past experience of the firm in providing services on other contracts or on projects of similar size, scope and features as those required for the specific services on this RFQ.

3. 15 Points - Evidence of past successful performance relative to ability to complete projects on schedule and within the estimated budget.

4. 10 Points - Firm's work plan and schedule for the project relative to the firm’s existing workload.

5. 10 Points – References for projects completed by the firm, which are similar to the specific services requested.

6. 5 Points - Geographic location of the A/E's office where work will be performed in relation to the NSVRC’s member jurisdictions.

7. 5 Points - Size of the firm relative to the size of the specific services requested.

Generally, the selection committee will consider the firm's overall suitability to provide services within the time, budget and operational constraints that may be present for a given task, and the comments and/or recommendations of the firm's previous clients, references and others. All respondents must demonstrate financial responsibility as evidenced by the firm carrying Professional Liability Insurance.

B. AWARD OF CONTRACT: Once the on call list is identified, the NSVRC (or member jurisdiction) intends to engage in individual discussions and interviews with the limited number of offerors deemed fully qualified, responsible and suitable on the basis of initial responses, and with professional competence to provide the necessary services. Repetitive informal interviews are permitted. At the time a task order is issued, proposers shall be encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed specific contract. Proprietary information from competing proposers (including any data on estimated man-hours or rates and the plan for accomplishing the scope of work) will not be disclosed to the public or to competitors provided such information is duly marked as "Proprietary Information" by the Proposer and the designation is justified as required by §2.2-4342, Code of Virginia, as revised. At the conclusion of the informal interviews, on the basis of evaluation factors published in the Request for Qualifications and all information developed in the selection process to this point, the Agency shall rank, in the order of preference, the interviewed proposers whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted with the Proposers ranked first to establish an acceptable contract. If an agreement, satisfactory and advantageous to the NSVRC can be negotiated with conditions considered fair and reasonable, then a contract award will be made to that Proposer. Otherwise, negotiations with the Proposer ranked first shall be formally terminated and negotiations conducted with the Proposer ranked second, and so on, until such a contract can be negotiated at a fair and reasonable price. It is expected that multiple firms will be retained.

The NSVRC reserves the right to reject any and all Qualification Statements, and to waive formalities. Firms will not be compensated for time spent preparing responses to this RFQ. This purpose of this RFQ is to identify those proposers to be included on the on call list. Task orders will be issued at a later date and may be issued by the NSVRC or a member jurisdiction throughout the fiscal year.

Pursuant to Section 2.2-304 (A) of the Virginia Public Procurement Act, this procurement is being conducted on behalf of other public bodies in Virginia, and they may purchase from the contract resulting from the issuance of this Request for Qualifications.

Issued by:
Northern Shenandoah Valley Regional Commission
Ms. Martha Shickle, Executive Director
400 Kendrick Lane, Suite E
Front Royal, Virginia 22630
Telephone (540) 636-8800; Fax (540) 635-4147
E-mail: mshickle@nsvregion.org