BACKGROUND The City of Westbrook is seeking a qualified firm to provide inspection and design services for capital maintenance of the Highland Lake Dam. The Highland Lake Dam was reconstructed in 1999 and is beginning to show evidence of required maintenance to the gates, deck and spillway. The general scope of services to be provided by the firm for this project will include inspection of the existing conditions on site, developing a long-term maintenance plan for the dam and development of construction documents for repair work to be performed immediately. All proposals are due by 1 pm on Thursday September 12, 2024. To be considered, three (3) copies of your proposal shall be labeled “Highland Lake Dam Engineering Services” and delivered to: Office of The City Clerk2 York StreetWestbrook, ME 04092 The City of Westbrook, Maine reserves the right to accept or reject any/or all proposals, parts thereof, and to further make modifications as it deems in the best interest of the City. It also reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained within this Request For Proposals. All questions shall be directed, in writing, to Eric Dudley, City Engineer, at least three business days before the opening date. Questions received after this time will not be addressed. Responses from the City that substantially alter this RFP will be issued in the form of a written addendum to all those that have expressed interest in the project. Oral explanations or interpretations given before the award of the contract will not be binding. All proposals submitted shall remain open to acceptance for ninety days from their opening. SELECTION CRITERIA The Department of Engineering, and Public Services will review RFP submissions and rank the proposals. The City is not bound by the lowest cost proposal, but may accept the proposal that is considered to be the best value for the City. The City will negotiate terms for a contract to complete the tasks with the top ranked proposer. If a satisfactory agreement cannot be reached, negotiations with that firm will be suspended and negotiations opened with the second firm. The process continues until an agreement is reached and contract is executed. The following criteria will be used to rank proposals:1. Quality of performance on previous contracts.2. Accessibility of Project Manager to the City.3. Qualifications of assigned personnel to the project.4. Price in comparison to quality and quantity of services rendered.5. Work plan and timetable to complete the project.6. Completeness of the submission. The City of Westbrook reserves the right to reject any and all proposals. PROPOSAL REQUIREMENTS All proposals must include the following elements:1. Identification and qualifications of the staff to be assigned to this study, including the project manager. Attach the resumes of all key personnel who may have direct, regular involvement in the project. 2. List all officers of the firm and where each function of the work will be performed.3. List all subcontractors that will be used on the project. Key personnel from those firms must be disclosed similar to number 1 above. The City reserves the right to review and approve any subcontractors that have not been identified in the response to this request.4. A detailed list of the tasks proposed to complete the project.5. Lump sum fee amount for all tasks proposed, including all reimbursable expenses, except actual printing of contract documents for bidding purposes. The proposal must include the terms and conditions of payment. 6. Proposed budget with anticipated hours needed to complete the project. A breakdown of specific staff persons or subcontractors assigned each task, their hourly rate, and the number of hours dedicated to each task, must be provided with the cost proposal.7. Rates charged for any additional task(s) that may be added to the scope of the project.8. A proposed timetable to complete the project including identifiable benchmarks for the City to gauge progress of the contract.9. Identification of any facilities or equipment that will be required to be provided by the City.10. Three (3) references from the proposer’s client list including the name and telephone number of the contact person. 11. List all recent similar projects your firm has undertaken.12. List of all current projects and the respective end dates for those projects that the Team Leader is involved in. Explain how these projects will impact this contract in regards to scheduling and workload.13. Disclose any legal or administrative actions, civil or criminal, resolved or unresolved, that have occurred or have been filed in any jurisdiction(s), in the past three years, involving the proposing entity and/or its officers or principals. Proposers shall further disclose the status of any claims pending against them. Such disclosure shall be in written form and shall include a brief summary of the action(s), a list of parties, and any relevant case or control number. General Requirements of the City The successful proposer shall agree to defend, indemnify and hold the City harmless from all losses, damages, and costs which arise as a result of the performance of this agreement, to the extent it is caused by the Contractor, its subcontractor or anyone for whose act it may be liable. The obligation to indemnification shall not be limited by the availability of insurance. The firm shall be responsible for any and all injury or damage as result of any services rendered under the terms and conditions of the contract. The firm also agrees to hold the City harmless for anynegligent act or omission committed by any subcontractor or other person employed by, under the supervision of, the firm under the terms of the contract. The successful proposer, before signing the contract, shall produce evidence satisfactory to the City that he/she has secured all appropriate liability insurance coverage in the amount of not less than $400,000, combined single limit for bodily or personal injury, death and property damage, protecting the proposer and naming the City as an additional insured from such claims, and also has secured Workers’ Compensation Insurance. The firm shall also provide Professional Liability Insurance, covering both itself and sub-consultants, if any, in the minimum amount of one million ($1,000,000) dollars for errors, omissions and negligence. All certificates of insurance evidencing such coverage shall be provided to the City for review prior to the execution of the contract. All certificates of insurances shall provide that the City will receive a 30-day notice in advance of the cancellation of any policy.The selected firm will reimburse the City and hold it harmless from the cost of any losses for which the firm is responsible.
