CHATHAM AREA TRANSIT AUTHORITY
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CHATHAM AREA TRANSIT AUTHORITY

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  • 1. CHATHAM AREA TRANSIT AUTHORITY Charles Odimgbe (912) 236-2111 Executive Director Fax (912-)944-6058 July 27, 2009 To Whom It May Concern: You are invited to submit your Proposals to provide environmental services in pursuit of a Categorical Exclusion (CE) of the Chatham Area Transit Authority’s corporate offices, maintenance facilities, and bus parking area renovation project. The objective of this RFP is to retain an Engineering firm to provide Chatham Area Transit Authority leaders with assistance in obtaining a CE for the renovation of the existing facilities. A Bid Bond is not required; however a Performance Bond for the full Contractual Cost will be required from the successful bidder and shall be valid throughout the life of the Contract. Proposals will be received in the Purchasing Department, Chatham Area Transit Authority Office Building, 900 E. Gwinnett Street, Savannah, GA 31401 not later than 4:00 p.m., “as so indicated by the time stamp clock of Chatham Area Transit Authority,” August 21, 2009. The bidder acknowledges the right of the Chatham Area Transit Authority to reject any or all proposals and to waive non-material informality or irregularity in any statement of Proposals received in whole or part as may be specified in the solicitation. Should you have any questions regarding this RFP, please contact Beth Thulin, Finance Director at (912) 629-3909. We welcome your proposal. Sincerely, Beth N. Thulin Director of Finance
  • 2. ADVERTISEMENT OF REQUEST FOR PROPOSALS FOR CHATHAM AREA TRANSIT AUTHORITY ENGINEERING CONSULTING SERVICES TO OBTAIN A CATEGORICAL EXCLUSION (CE) FOR RENOVATION OF EXISTING FACILITIES SEALED PROPOSALS TO THE REQUEST FOR PROPOSALS (RFP) FOR ENGINEERING CONSULTING FIRM TO PROVIDE ENVIRONMENTAL SERVICES IN PURSUIT OF A CATEGORICAL EXCLUSION (CE) WILL BE RECEIVED AT THE CHATHAM AREA TRANSIT AUTHORITY FINANCE DEPARTMENT, 900 E. GWINNETT STREET, SAVANNAH, GA 31401 UNTIL THE HOUR OF 4:00 P.M., FRIDAY, AUGUST 21, 2009. SPECIFICATIONS AND CONDITIONS OF THE RFP ARE AVAILABLE AT www.catchacat.org/purchasing.aspx OR FROM THE FINANCE DEPARTMENT, CHATHAM AREA TRANSIT AUTHORITY OFFICE BUILDING, 900 E. GWINNETT STREET, SAVANNAH, GA 31401 AND jklubek@catchacat.org. THE TENDERING OF A PROPOSAL TO THE CHATHAM AREA TRANSIT AUTHORITY SHALL BE CONSTRUED AS ACCEPTANCE OF THE SPECIFICATIONS. THE BIDDER ACKNOWLEDGES THE RIGHT OF THE CHATHAM AREA TRANSIT AUTHORITY TO REJECT ANY OR ALL PROPOSALS AND TO WAIVE NON-MATERIAL INFORMALITY OR IRREGULARITY IN ANY RFP RECEIVED IN WHOLE OR IN PART, AS SPECIFIED IN THE SOLICITATION. BY ORDER OF THE CHATHAM AREA TRANSIT AUTHORITY EXECUTIVE, CHARLES ODIMGBE. 2
  • 3. INSTRUCTIONS TO VENDORS REQUEST FOR PROPOSALS FOR CHATHAM AREA TRANSIT AUTHORITY ENGINEERING CONSULTING SERVICES TO OBTAIN A CATEGORICAL EXCLUSION (CE) FOR RENOVATION OF EXISTING FACILITIES GENERAL SPECIFICATIONS: Vendors are invited to submit sealed proposals to the Request for Proposals (RFP) for Engineering Consulting firm to provide environmental services in pursuit of a Categorical Exclusion (CE) for the purpose of the renovation of the existing Chatham Area Transit Authority facilities. PROPOSALS: Sealed proposals will be received in the Finance Department, Chatham Area Transit Authority, 900 E. Gwinnett Street, Savannah, GA 31401, not later than Friday, August 21, 2009, at 4:00 p.m. “as so indicated by the time stamp clock of Chatham Area Transit Authority”. PROPOSALS RECEIVED AFTER THIS TIME WILL NOT BE ACCEPTED. Sealed proposals must be made in accordance with the instructions contained herein. All specifications as attached hereto shall be used to form the Contract for the work to be performed. Proposals shall be submitted to the Chatham Area Transit Authority in a sealed package marked with the vendor's name and address and the notation: SEALED PROPOSAL: CHATHAM AREA TRANSIT AUTHORITY ENVIRONMENTAL ENGINEERING CONSULTING PROPOSALS DUE: FRIDAY, AUGUST 21, 2009 - 4:00 P.M. Sealed proposals shall be addressed to the Chatham Area Transit Authority Finance Department, 900 E. Gwinnett Street, Savannah, GA 31401. Each vendor, by making his statement of Proposals, represents that he has read and understands the documents. Any proposal not containing said signed documents shall be non-conforming and shall be rejected. 3
  • 4. PERFORMANCE BOND: A Performance Bond for the amount of the Contract will be required from the successful bidder and shall be valid throughout the life of the Contract. The Performance Bond will be returned at the completion of the Contract. PROCEDURES: All statement of Proposals must be prepared as requested in the “Response to RFP” section and submit One (1) original and twelve (12) copies and one electronic copy. A statement of Proposals is invalid if it has not been deposited at the designated location prior to the time and date for receipt of RFP indicated in the Advertisement for RFP or prior to any extension thereof issued to the vendors. Each vendor shall carefully examine all documents and all addenda thereto, and shall thoroughly familiarize themselves with the detailed requirements thereof prior to submitting a statement of Proposals. Should a vendor find discrepancies or ambiguities in, or omissions from documents, or should they be in doubt as to their meaning, they shall, at once, and in any event, not later than seven (7) days prior to RFP due date, notify the Chatham Area Transit Authority, who will, if necessary, send written addendum to all vendors. The Chatham Area Transit Authority is not responsible for any oral instructions. All inquiries shall be directed to Beth Thulin, (912) 629-3909. After RFP are received, the vendor will make no allowance for oversight. REJECTION OF RFP’S: The vendor acknowledges the right of the Chatham Area Transit Authority to reject any or all proposals, to waive any non-material informality or irregularity in any proposal received, and to accept the statement of Proposals deemed most favorable to the interest of the Chatham Area Transit Authority after all have been examined and evaluated. In addition, the vendor recognizes the right of the Chatham Area Transit Authority to reject a proposal if the statement of Proposals is in any way incomplete or irregular. CONTRACT DURATION: The contract is expected to commence on September 15, 2009. DEFAULT: 4
  • 5. In case of default by the successful vendor, the Chatham Area Transit Authority may procure the articles or services from other sources and may deduct from the unpaid balance due the successful vendor any of its costs resulting from the default, or may collect against the bond or surety for excess costs so paid, and the prices paid by the Chatham Area Transit Authority shall be considered the prevailing market price at the time such purchase is made. HOLD HARMLESS CLAUSE: The vendor will save and hold harmless Chatham Area Transit Authority from and against all liabilities, claims and demands of whatsoever kind or nature arising out of or connected with the performance of services by the vendor, or on behalf of the Chatham Area Transit Authority, whether such injury, death, loss or damage shall have been occasioned by the negligence of the vendor, or a Subcontractor of the vendor, or their employees; or otherwise. The vendor will defend at its own expense any actions based thereon and shall pay all charges of attorneys and all costs and other expenses arising there from. TAX EXEMPTION: The Chatham Area Transit Authority is exempt from Federal, State and Municipal Taxes. AWARDING OF PROPOSAL: The vendor acknowledges the right of the Chatham Area Transit Authority to reject any proposals not in compliance with the RFP and the right to reject all proposals and the right to waive any non-material informalities or irregularities for any proposal received and to accept the most responsible, responsive proposal after all Proposals have been examined and evaluated. The Proposal is expected to be awarded at the September 4, 2009 meeting of the Chatham Area Transit Authority Board. TERMINATION: Either party hereto may, at any time during the term hereof, terminate the contract, with or without cause, upon thirty (30) days written notice to the other party of such termination. At the end of said thirty (30) days notice period, the contract shall be terminated. 5
  • 6. Immediately upon the termination of the contract for any reason, all debts, obligations and liabilities theretofore accrued between the vendor and Chatham Area Transit Authority will be paid, performed and discharged. COMPLIANCE WITH APPLICABLE LAW: In all aspects relative to the performance of their respective obligations under this contract, the vendor and Chatham Area Transit Authority shall conduct their respective businesses in accordance with all applicable federal, state and local laws. RESPONSE TO RFP I. Scope of Services The Authority is seeking professional environmental engineering consulting services of an interested, qualified firm (or group) for assistance in obtaining a Categorical Exclusion for renovation of the existing facilities at 900 E. Gwinnett Street, Savannah, GA 31401. Phase I environmental assessment has already been completed. This project will be funded in part with Federal Transit Authority (FTA) funds and all work should adhere to all applicable Federal, Georgia Department of Transportation (GDOT), and City of Savannah polices, procedures and regulations. Firms should be familiar with working with the FTA and GDOT guidelines. OVERALL For this project the expectation is that the selected firm (or group) will: • Work and coordinate with the Facilities Advisory Taskforce (the MMT), the Authority’s Finance Director and the Maintenance Director to obtain the CE for the facility modification project. • Coordinate with and brief Authority Board, staff and public as requested. • Provide regular project information updates for the Authority’s website and other publications. • Attend periodic meetings with Authority staff and other project participants. II. Project Milestones August 2009 – RFP Submittals Received and Evaluated September 2009 – Award of Contract October 2009 – Authority Board Presentation and Acceptance of Work Completed 6
  • 7. III. Submittal Content Requirements: Letter of Interest: The letter of interest should indicate: a) An interest in providing environmental services in pursuit of a Categorical Exclusion (CE) b) The availability of the firm’s resources for completing all components of the project c) Any desire for schedule changes d) The firm’s contact information (address, telephone, email) e) Additional data or recommendations, if desired. Statement of Proposals: The nature and form of response are at the discretion of the respondent, but at a minimum, the following information must be included: A. Description of Related Experience 1. Describe the firm’s experience with providing environmental services in pursuit of a Categorical Exclusion (CE). Include at least three projects the firm has completed that are somewhat similar to the project described in this request. For each project, provide the following information: • Name, address and telephone number of the client. • Name of the firm’s project manager and personnel who worked on each project with a brief description of their responsibilities. • Budget and actual project cost. • The elements of the projects that are common to the projects proposed above. • Summary of the firm’s role/responsibility in overall project. • Summary of the firm’s deliverables. 2. Describe the firm’s familiarity with Chatham Area Transit Authority or similar Transit Authorities. 3. Describe the firm’s ability to complete work under a short timeline. 4. Describe the firm’s approach to dealing with and communicating with public officials about complex, analytical data regarding environmental issues. 5. (Optional) Identify any other relevant information pertinent to this RFP section. 7
  • 8. B. Cost of Project 1. Total costs of project $____________ Cost shall remain in effect for five (5) years from date of award. IV. Submittal Format The Statement of Proposals should be organized in a manner that allows the reviewer to evaluate the firm’s Proposals quickly and easily. Brevity of text will be appreciated. The Statement of Proposals shall be no more than fifteen (15) pages in length. The page count excludes the covers, a one or two page Letter of Interest, and section dividers, provided the text of the response is not printed upon them. The pages shall be eight and one-half inches by eleven inches with printed text only on one side, except that pages containing only charts and graphs may be printed on pages eleven inches by seventeen inches. One original and twelve (12) copies and one electronic copy must be provided. V. Selection Process General Approach Responses to the request for Proposal will be evaluated, based on their clear ability to meet the Authority’s interest in quickly and efficiently obtaining a CE. The responses will be rated according to the criteria detailed below. This may result in the selection of a firm (or group), or in a short list of firms (or groups) who will be asked to provide additional information at an oral interview. Final approval of an agreement will rest with the Authority Board based on the recommendations of the Authority staff. Evaluation Criteria for the Written Responses Each proposal will be evaluated and given a score based upon the quality of response to each of the following topic areas. Maximum number of points achievable is 100. A. Project Timeline - 30 points maximum i. Timeline – 30 points - Ability to create/monitor project timelines - Ability to meet project timelines - Ability to exceed project timelines 8
  • 9. B. Organizational Background, Experience & Expertise - 35 points maximum i. Proposals of Proposed Members – 20 points - Years of experience - Quantity of similar projects - Education - Years with the firm ii. Comprehension, Responsiveness and Demonstrated Success – 15 points - Illustrates that the team clearly understands objectives and technical requirements - Responsiveness to all aspects of the RFP - Firm’s demonstrated success with similar projects C. Clarity of Proposal - 15 points maximum - Is the RFP easy to understand? - Do the graphics further clarify the written items? - Did the firm (or group) stay within the maximum allotted pages? D. Cost - 20 points maximum Agreement for Services The selected firms (or groups) will be expected to enter into a standard Professional Services Agreement in a timely fashion. Insurance requirements, included in the services agreement package are: 1. General Liability 2. Professional liability 9