2024 Safe Routes to School Engineering Design Services

Summary

REQUEST FOR QUALIFICATIONS

 

Notice is hereby given that the City of West Linn, will receive Statements of Qualifications until 2:00 p.m. October 18, 2023, in the Office of Public Works, Engineering Division, 22500 Salamo Road, West Linn, Oregon 97068 for the following:

 

2024 SAFE ROUTES TO SCHOOL ENGINEERING DESIGN SERVICES

CITY OF WEST LINN, OREGON

 

The City of West Linn is seeking Statements of Qualifications from experienced firms to provide professional design services for the City’s 2024 Safe Routes to Schools Program.  Design to be efficiently completed by December 31, 2023. The City is seeking to advertise for bids in early 2024 with construction completed by August 1, 2024. Selected consultant to prepare design and technical specifications documents for use during construction bid phase. City will oversee bid process, City Council award, and subsequent construction.

This request for qualifications shall be used to compile a list of interested and qualified firms who will be ranked in accordance with procedures as outlined in this document and the City’s Local Contracting Rules. Qualified firm(s) selected will negotiate compensation requirements upon completion of the qualifications based selection of candidates. Do not include any price or cost considerations with your firm’s Statement of Qualifications (SOQ).

Project details and SOQ submittal requirements may be viewed at no cost through the City of West Linn’s website at http://bids.westlinnoregon.gov/  or paper copies may be obtained through the City of West Linn Engineering Division at 22500 Salamo Road, West Linn, (503) 722-4739, at a cost of $100 per set with advance notice. If you wish to receive any future addenda for this project, please login to the City’s bid management website and add your company to the plan holders list. Questions may also be submitted through the website.

The City may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon determination by the City that it is in the public interest to do so. Proposers are required to certify non-discrimination in employment practices and identify resident status as defined in ORS 279A.120. All proposers are required to comply with the provisions of Oregon Revised Statutes and Local Contract Review Board Policy.

Statements of Qualifications must be received electronically via email to the Public Works Director/City Engineer, Erich Lais P.E., at elais@westlinnoregon.gov on or before 2:00 p.m. on October 18, 2023. No late responses, incomplete responses, hardcopy, or faxed materials will be accepted.

Reference #

PW-23-05

Status

Closed - no longer accepting bids and proposals

Due Date

Wed, Oct 18th, 2023 2:00pm

Public Files

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Details and Notifications

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Questions for this RFP

Has the City completed any survey of the project limits?
The City has professional survey data/drawings for both the Cedaroak location and the Bittner/Long location.
Is there an estimated timeline for work?
City plans to advertise for bids early 2024 with construction completed by August 1, 2024. No other construction timeline has been established.
Is there an estimated budget?
The City's Safe Routes to School Program currently has a $1,200,000 Bond Allocation.
Can the City provide information on the projects requiring design and the level of design required? This will determine whether the timeline outlined in the RFP is achievable. Can the City please also confirm the project timeline? As it is written in the RFQ, responses are due on October 18, 2023 and with evaluation and contracting lead time, this may leave only 1- or maybe 2-months to complete construction-ready designs by December 31, 2023.
The City is expecting construction ready designs to be completed by December 31, 2023. Firm selection to take place during the week of October 30, 2023.
What will be the duration of the City's design review periods?
The City's review of submittals/deliverables will be 1-2 weeks.
Do the cover letter, signature page and table of contents count toward the 10-page limit?
The cover letter, signature page, and table of contents will not count towards the 10-page limit.
The City previously agreed to the following contract modifications which ensure the indemnification and insurance requirements are consistent with the parameters of the proposer’s insurance coverage. Would the City be amenable to incorporating these same modifications to its Engineering Services Agreement upon any contract award? If the City is amenable, how should proposers complete the requisite “Acceptance of Terms Signature Page”? 7. Indemnity A. The City has relied upon the professional ability and training of the Engineer as a material inducement to enter into this Agreement. Engineer represents to the City that the work under this contract will be performed in accordance with the professional standards of skill and care ordinarily exercised by members of the engineering profession under similar conditions and circumstances as well as the requirements of applicable federal, state and local laws, it being understood that acceptance of Engineer’s work by the City shall not operate as a waiver or release. Acceptance of documents by City does not relieve Engineer of any responsibility for negligent or wrongful design deficiencies, errors, or omissions. B. Claims for other than Professional Liability. Engineer shall defend, save and hold harmless the City of West Linn, its officers, agents, and employees from all claims, suits, or actions and all expenses incidental to the investigation and defense thereof, of whatsoever nature, including intentional acts to the extent resulting from the tortious activities of Engineer or its subcontractors, sub-consultants, agents or employees under this contract. If any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification. C. Claims for Professional Liability. Engineer shall, save and hold harmless, but not defend, the City of West Linn, its officers, agents, and employees from all claims, suits, or actions and all expenses incidental to the investigation and defense thereof, to the extent caused by the professional negligent acts, errors or omissions of Engineer or its subcontractors, sub-consultants, agents or employees in performance of professional services under this agreement. Any design work by Engineer that results in a design of a facility that is not readily accessible to and usable by individuals with disabilities shall be considered a professionally negligent act, error or omission. D. As used in subsections B and C of this section, a claim for professional responsibility is a claim made against the City in which the City’s alleged liability results directly from the quality of the professional services provided by Engineer, regardless of the type of claim made against the City. A claim for other than professional responsibility is a claim made against the City in which the City’s alleged liability results from a tortious act or omission by Engineer unrelated to the quality of professional services provided by Engineer. 8. Insurance Engineer and its subcontractors shall maintain insurance acceptable to City in full force and effect throughout the term of this contract. Such insurance shall cover risks arising directly or indirectly out of Engineer's activities or work hereunder, including the operations of its subcontractors of any tier. Such insurance shall include provisions that such insurance is primary insurance with respect to the interests of City and that any other insurance maintained by City is excess and not contributory insurance with the insurance required hereunder. The policy or policies of insurance maintained by the Engineer and its subcontractors shall provide at least the following limits and coverages: A. Commercial General Liability Insurance Engineer shall obtain, at Engineer's expense, and keep in effect during the term of this contract, Commercial General Liability Insurance covering Bodily Injury and Property Damage on an “occurrence” form. This coverage shall include Contractual Liability insurance assumed under an insured contract and Product and Completed Operations. Such insurance shall be primary and non- contributory. The following insurance will be carried: Coverage Limit General Aggregate $3,000,000 Products-Completed Operations Aggregate 3,000,000 Personal & Advertising Injury 2,000,000 Each Occurrence 2,000,000 Fire Damage (Any one fire) 500,000 Medical Expense (Any one person) 5,000 B. Professional Liability Engineer shall obtain, at Engineer’s expense, and keep in effect during the term of this contract, Professional Liability Insurance covering any damages caused by an error, omission or any negligent act. Combined single limit per claim shall not be less than $2,000,000, or the equivalent. Annual aggregate limit shall not be less than$3,000,000 and filed on a “claims-made” form.
The Acceptance of Terms signature page provides acceptance to the terms of the RFQ requirements and certifies that the agency is qualified and prepared to meet the conditions of the project. The provided engineering services agreement is a “draft” contract that is subject to negotiations after the qualified firm is selected. Acceptance of Terms of the RFQ does not bind the proposer to the Engineering Services Agreement. The City does not provide blanket modifications to the Engineering Services Agreement prior to Firm selection and official negotiations.