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Bid Number: Acacia Roadway Project
Bid Title: Acacia Drive Roadway Engineering & Construction RFQ
Category: Road Construction Services
Status: Closed

Description:

Village of Indian Head Park, Illinois

201 Acacia Drive, Indian Head Park, IL  60525-4498    (618) 246-3137   FAX (708) 246-7094

www.indianheadpark-il.gov                                   

REQUEST FOR QUALIFICATIONS (RFQ)                

Phase II Design Engineering and Phase III Construction Engineering Services for Acacia Drive Roadway Reconstruction

April 19, 2019

The Village Board of Indian Head Park, Cook County, Illinois, is seeking statements of interest and qualifications from certain licensed, experienced, and competent engineering firms for the Phase II Design Engineering and Phase III Construction Engineering of the Acacia Drive Roadway Reconstruction project.

Four (4) hard copies and one (1) electronic copy of the submittal must be received no later than 5:00 pm on May 3, 2019. The Village of Indian Head Park reserves the right to accept or reject any submittals and reject any or all consulting firm applicants at its sole discretion.

Any questions or requests for clarification or other information should be directed to Mr. John DuRocher, Village Administrator via email at .

General

The Village of Indian Head Park will accept Statements of Qualifications (SOQs) from firms for Phase II Design Engineering and Phase III Construction Engineering Services for the Acacia Drive Roadway Reconstruction project. The Village’s QBS procedures follow the requirements of the Illinois Department of Transportation Bureau of Local Roads Manual Chapter 5, specifically Section 5-5.06(e) Federal QBS Requirements policies and procedures. The Village Administrator, Mr. John DuRocher, will be responsible for the procurement, management, and administration of consultant services.

Phase II and Phase III Engineering Services are required the for roadway reconstruction of approximately 0.5 miles of Acacia Drive from the south intersection of Acacia Drive and Wolf Road to the north intersection of Acacia Drive and Wolf Road. The general scope of the project is full-depth roadway reconstruction with a reduction in roadway width from 33’ to 30’ and the addition of a 5’ wide sidewalk along the Village Hall side of Acacia Drive. Land acquisition is not anticipated. Phase II and Phase III Engineering Services and Construction will be funded partially with Surface Transportation Program (STP) funds through the Illinois Department of Transportation (IDOT).

Scope of Services

The selected firm shall perform Phase II and Phase III Engineering Services as required and in a professional and satisfactory manner. All work must be completed in accordance with the policies and standards of the Village, IDOT, and FHWA and the approved Project Development Report.

Phase II Design Engineering Services shall meet current federal aid and IDOT procedures and requirements. The anticipated scope of services shall include, but are not limited to, the following:

  • Provide a Phase II project schedule. The schedule should be a working tool that, at a minimum, shows anticipated design phase milestones, meetings, submittals to various agencies, and project completion.

  • Update the topographic survey necessary to complete the contract plans and documents.

  • Attend necessary meetings and provide meeting minutes.

  • Obtain all necessary approvals and permits from all jurisdictional agencies.

  • Plan submissions to appropriate utility companies for utility conflict review.

  • Prepare plans, contract documents, specifications, and any other documentation required for the completion of federal-funded projects.

  • Prepare an Opinion of Probable Construction Cost and Estimate of Time

  • Provide Maintenance of Traffic plan. The roadway will remain open to local traffic.

  • Provide project management and oversight throughout the Phase II process to ensure communication, and to control scope, schedule and budget.

  • Assist Village staff with any necessary STP, Central Council of Mayors, or IDOT submittals and updates.

Phase III Construction Engineering Services shall meet current federal aid and IDOT procedures and requirements. The anticipated scope of services shall include, but are not limited to, the following:

  • Provide resident construction supervisor and necessary construction observation staff appropriately qualified to provide assurance that improvements are completed in accordance with the approved contract plans and documents.

  • Attend IDOT Pre-construction meeting with Village

  • Communicate with affected stakeholders on the Village’s behalf regarding construction-related items.

  • Complete and maintain required reports, plan changes, anticipated cost changes, extra work, etc. Submittal of weekly reports to the Village liaison, IDOT and Contractor.

  • Facilitate weekly progress meetings with the contractor and subs, utility companies, IDOT, Village, etc., and provide minutes.

  • Maintain records during construction to document field changes. Prepare and provide as-built drawings (hard copy and electronic) to the Village.

  • Measure and document quantities meeting IDOT requirements. Prepare and submit various reports such as partial and final pay estimates, change orders, material reports, records, etc.

  • Provide and complete QA/QC material testing as required by IDOT.

  • Complete all final IDOT quantity and material documentation for Contract completion and close out.

Project Schedule

Phase II Design Engineering is anticipated to begin in Fall 2019. The anticipated letting is in Fall 2020 with Phase III Construction Engineering and Construction anticipated to begin in Spring 2021.

Project Budget

The Acacia Drive Project Program Information form indicates $127,500 for Phase II Engineering Services, $191,250 for Phase III Engineering Services, and $1,275,000 for construction.

Proposal Contents

The SOQ should be organized by the four areas listed below. Elements listed under each part must be included in the submittal.

  • Firm’s Background - Maximum of two pages

Describe the general background and experience of your firm as it relates to this project.

  • Firm’s Qualifications - Maximum of ten pages

The firm shall identify experience completing projects of similar size and scope for federally funded projects with emphasis on completing projects on time and within budget, including any unique qualifications relevant to this project.

  • Provide three projects with municipal client references for which your firm completed both Phase II and Phase III services for a similar project. The projects should have been completed within the last five years. The projects must have utilized federal aid funds and required IDOT documentation. No more than two pages for each project.

  • Describe your firm’s familiarity with the local conditions of the project and the Village.

  • Include any other relevant information you believe is specific to this project.

  • Firm’s Key Project Personnel - Maximum of five pages

Identify the management, design, construction, and office staff proposed and their project responsibilities for this project. Include resumes of Project Manager, Design Engineers, Resident Construction Supervisor, and field personnel.  Resumes are not included in the maximum page count.

  • Firm’s Project Understanding and Approach - Maximum of three pages

Describe how your firm has approached similar design and construction projects in the past, the firm’s level of understanding of this project, and how the firm would approach this project.

Agreement Type

The selected firm will utilize the standard IDOT Engineering Services Agreements for Federal Participation. The agreement will be between the selected firm and the Village and shall be based on the specific scope after both parties have met. The agreement shall be a “Cost Plus Fixed Fee” type on a time and material basis with a not to exceed amount.




Publication Date/Time:
4/19/2019 12:00 AM
Closing Date/Time:
5/3/2019 5:00 PM
Submittal Information:
Please submit to Village Administrator, John DuRocher
Contact Person:
Village Administrator John DuRocher
201 Acacia Drive
Indian Head Park, IL 60525
708-246-3080 ext. 104
email: jdurocher@indianheadpark-il.gov
Business Hours:
9:00am - 4:00pm
Fax Number:
708-246-7094
Qualifications:
The selected firm must possess the ability, experience, and reputation for quality service necessary to produce a high-quality and functional product. To ensure that key personnel can provide an acceptable level of service to the Village, the following minimum qualifications must be met:

• The selected firm must have previous experience in dealing with municipal governments.

• The selected firm must have recent experience with similar Federally Funded projects.

• The Project Manager must be a registered professional engineer of the discipline required for this specific service and currently licensed in the State of Illinois.

Miscellaneous:
Selection

One firm will be selected based on submitted qualifications relative to the evaluation criteria included herein. An interview may be required for this selection. The responding firms will be ranked in order of preference from that evaluation. After the submittals are ranked, the Village will meet with the selected firm to detail the scope of services as well as obtain and review the proposed cost estimate of consultant services (CECS) and cost breakdown.

If a mutually satisfactory agreement cannot be reached with the first ranked firm, negotiations will terminate, and negotiations will begin with the second ranked firm and so on. Final selection information will be sent to all firms submitting.

Selected consultant will provide certification that no conflicts of interest exist related to this project and that they have not been suspended or debarred from performing these services.

Deadline

Four (4) hard copies and one (1) electronic copy of the responding firm’s “Statement of Qualifications” are required. The submittal shall be in a sealed envelope bearing the name and address of the firm and “Statement of Qualifications for Acacia Drive Roadway Reconstruction”. The Statement of Qualifications shall be submitted no later than 5:00 PM on May 3, 2019. Only submittals meeting the requirements of this request shall be considered.

The SOQ and any questions may be sent to the following:

Village of Indian Head Park
John DuRocher
Village Administrator
201 Acacia Drive
Indian Head Park, IL 60525-4498
Telephone: (708) 246-3080 ext. 104
Email: jdurocher@indianheadpark-il.gov


Evaluation Criteria

The selection committee will include Tom Hinshaw, John DuRocher, Christian Metz, and Kyle O’Connor. Responding firms will be ranked in order of performance from this evaluation on firm’s qualifications relative to the evaluation criteria. The evaluation criteria are as follows:

1. Capability to perform work described in the scope
Phase II 10 points max
Phase III 10 points max
2. Past Experience and Performance with STP funding 10 points max
3. Familiarity with local conditions and the Village of Indian Head Park 10 points max
4. Key Personnel’s professional background
Phase II 5 points max
Phase II I 5 points max
5. Demonstrated ability to meet the project schedule 30 points max
6. Firm’s project understanding and approach 20 points max


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