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HomeMy WebLinkAboutSDDC RFQ issued 02262024 REQUEST FOR QU ALIFICATIONS (RFQ) FOR PROFESSIONAL SERVICES SITE DESIGN AND DEVELOPMENT CRITERIA MANUAL FOR THE TOWN OF ITHACA PLANNING & ENGINEERING DEPARTMENTS LOCATED AT TOWN OF ITHACA 215 N TIOGA ST, ITHACA, NY 14850 TOMPKINS COUNTY ISSUED 2/26/2024 REQUEST FOR QUALIFICATIONS TOWN OF ITHACA PLANNING AND ENGINEERING DEPARTMENT S SITE DESIGN AND DEVELOPMENT CRITERIA MANUAL PROJECT OVERVIEW The Town of Ithaca is seeking statements of qualifications to establish a qualified pool of consultants interested in providing the Town with planning and civil design services for the creation of a Town Site Design and Development Criteria Manual (the “Manual”). The Manual is envisioned to be similar to the Town of Canan daigua Site Design and Develop ment Criteria document but modified to be unique to the Town of Ithaca. The intent of the Manual is to provide a clear and concise document that contains the minimum requirements for design, construction, and dedication of various infrastructure components to the Town of Ithaca associated with site developments and subdivision s. Construction details, specifications, and procedures shall be contained within the manual. It is anticipated that the Manual will be completed and implemented in phases that coincide with local law amendments. It is anticipated that the initial phase of the project will cover the following topics: • Potable water infrastructure • Sanitary sewer infrastructure • Road infrastructure • Earthwork/backfill • Dedication procedures and requirements SELECTION TIMELINE The following is an anticipated schedule for the RFQ process. The Town of Ithaca reserves the right to modify any part of this schedule . Advertise Request for Qualifications (RFQ) February 2 6 , 2024 Deadline for Questions March 13, 2024 Qualifications Due March 20, 2024 at 4:00 pm EDT Notice of Selection April 8 , 2024 Proposal Award April 22, 2024 Kick -Off Meeting May 13, 2024 QUALIFICATIONS SUBMITTAL REQUIREMENTS Responses to this RFQ should include the following (not to exceed twenty pages): 1. Title Page Lead Consultant Information. For the lead (or sole) consulting firm, provide the following information: a. Firm name b. Mailing address c. Website d. Contact name, email, phone number e. Form of Organization (partnership, corporation, sole proprietorship, etc.) f. Where Organized g. Names of principals, officers, and directors 2. Sub -consultants (if applicable). For each member of the consultant team, provide the following: h. Firm name i. Mailing address j. Telephone k. Website 3. Firm Qualifications. Provide a narrative description (up to five pages) of company background and history, including, but not limited to: the number of years in business, credentials, licenses, number of employees, an organizational chart identifying key s taff members, their level of responsibility, their job titles and how long they have been with the firm. 4. Personnel and respective Fee Structure . For personnel involved in the project, please provide names, titles, period of service with the firm, a resume or description of experience , and all- inclusive flat hourly rate s for each individual. Please limit responses to no more than two pages per person. 5. Statement of Availability. Provide a brief statement on the availability of key personnel to undertake the project. 6. List of Relevant Projects. Provide a list, with brief project descriptions, of no fewer than three and up to five projects of similar nature to the type of work proposed that have been successfully completed within the last five years by the consulting firm, consulting team, or key personnel. Indicate which projects were in Tompkins County or in other upstate New York counties. Discuss the proposed planning, organization, and management tools to be used to control schedule and costs. 7. References. Provide names, telephone numbers, and emails of people to be contacted for references regarding past performance of the consulting firm, consulting team, or key personnel on similar projects. CONSULTANT EVALUATION Responses provided by consultants will be evaluated on the following information: 1. Related Project Experience 2. Personnel Assigned to the Project If selected, the naming of personnel listed above will be considered to be the design project team and will be expected to be assigned to the project for its duration. These personnel are also expected to be readily available by email, telephone, and in person. 3. Understanding of the Project 4. MWBE, DBE, Small Business Inclusion of certified minority owned business, women owned business, socially and economically disadvantaged business enterprises, and small businesses within the project. Provide anticipated percentage of project to be completed by each group. Consultants selected based on their submitted r esponses shall subsequently submit a formal proposal for consideration. Exclusion of any service for the project may serve as cause for rejection. The proposal shall address all items completely and thoroughly and shall be signed by an officer of the firm authorized to bind the Consultant to its provisions. The contents and commitments in the Proposal shall remain firm for ninety (90) calendar days from the submittal due date. Final recommendations will be made by the selection committee and subsequently the Town of Ithaca Town Board. Final approval to contract with a consultant will be made by Resolution of the Town of Ithaca Town Board. By submitting a RFQ, the Consultant certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of New York and that it is not an agent of a person or entity that is currently debarred from submitt ing bids or contracts issued by any political subdivision or agency of the State of New York. Non-Collusion Consultants shall submit a fully executed Non -Collusion Statement with their responses and subsequent proposals. The statement can be found in Exhibit A. Conflict of Interest Consultants shall prepare and submit a statement that no conflict -of-interest issues exist at the submission of th eir responses to this RFQ . In addition, non -conflict of interest statements must also be provided for any sub -consultant. Agreement The Consultant selected to provide the above -referenced services shall enter into a n Agreement with the Town of Ithaca. The Consultant shall maintain minimum insurance coverage as outlined in the Agreement. SUBMISSION DEADLINE Statements of qualifications are due at the close of business (4:00 PM EDT) on Wednesday, March 20 , 2024. Responses must be sent electronically, in PDF, with the subject line: ‘Site Design and Development Criteria Manual – response’ to C.J. Randall, Director of Planning, at cjrandall@town.ithaca.ny.us . The Town of Ithaca reserves the right to reject any and all of the responses received as a result of this RFQ. The Town of Ithaca will not be liable for any cost incurred by the Consultant for any work performed through, and including the execution of, a contract for professional services prior to the execution of a contract. Please direct any questions regarding this RFQ in writing to Daniel Thaete, Director of Engineering via email (dthaete@town.ithaca.ny.us). Exhibit A NON-COLLUSION CERTIFICATION By submission of this proposal, each Consultant and each person signing on behalf of any Consultant certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: (1) The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Consultant or with any competitor; (2) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Consultant and will not knowingly be disclosed by the Consultant prior to opening, directly or indirectly, to any other Consultant or to any competitor, and, (3) No attempt has been made, or will be made, by the Consultant to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition. 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