RFQ for Engineering Services for Hilltop Road Stabilization

Town of Black Mountain Request for Qualifications for Engineering Services for Hilltop Road StabilizationPublished April 3, 2025Submission Due May 3, 2025 The Town of Black Mountain (“the Town”) is soliciting proposals from qualified individuals or firms to provide professional all engineering, geotechnical, design, and construction administration services. The selected consultants, hereinafter referred to as the Consultant, shall be responsible for performing a variety of assignments that may include but are not limited to: engineering; project administration; design; or other Consultant designs.There is no expressed or implied obligation for the Town of Black Mountain to reimburse firms for any expenses incurred in preparing proposals in response to this request. Introduction Tropical Storm Helene devastated Black Mountain and the region on September 27, 2024. As a result, Hilltop Road sustained significant damage due to flood and erosion. The Town identified the need to purchase land near/connected to the area to prevent future erosion while addressing the immediate need to restore access to the use of Hilltop Road. To address these critical needs, the Town is seeking a qualified architectural and Engineering services to address all engineering and geo technical design and construction at hilltop road. The A&E firm will assist The Town with load rating; hydraulic analysis; traffic analysis; environmental permitting; right-of way (ROW) services; utility relocation services; developing construction schedules; independent cost estimating; advertisement and bidding support and construction engineering support.Submission Deadline and InstructionsProposals must be submitted by May 3, 2025, at 2:00pm. April 3, 2025 – RFP ReleaseApril 17, 2025 – Last day to submit written questions for information/clarificationMay 3, 2025 (by 2:00pm) – Submissions due; evaluation of qualifications beginsMay 7, 2025 – Candidate interviews scheduled, if neededMay 12, 2025 – Recommendation of Award (Pending successful negotiations) at the regular Town Council MeetingLate submissions will not be considered. Submissions should be provided to:Jessica Trotman, Assistant Town ManagerTown of Black Mountain160 Midland AvenueBlack Mountain, NC 28711document.write('Jessica.trotman'+'@'+'tobm.org')For security reasons, you must enable JavaScript to view this E-mail address. For questions regarding this RFP, contact Jessica Trotman at document.write('Jessica.trotman'+'@'+'tobm.org')For security reasons, you must enable JavaScript to view this E-mail address.. Any clarifications or addenda will be provided in writing. General Scope of Work The selected firm shall provide all engineering, geotechnical, design, and construction administration services necessary to complete stabilization work at Hilltop Road, including but not limited to the following: 1. Geotechnical InvestigationContact NC811 for underground utility location and coordinate with the Town of Black Mountain to locate unmarked Town-owned utilities.Perform two (2) Standard Penetration Test (SPT) borings to a minimum depth of 40 feet near the slope failure.Collect and document SPT blow counts and borehole data.Obtain one composite bulk sample and conduct the following lab tests:Grain size analysisAtterberg limitsMoisture contentStandard ProctorShear strength (triaxial or direct shear)Rock coring and unconfined compressive strength testing (if deemed necessary). 2. Engineering Analysis and RecommendationsDevelop a geotechnical report summarizing field and lab findings.Include boring logs, groundwater data, and a boring location map.Provide engineering interpretation of subsurface conditions and soil/rock strength characteristics.Conduct slope stability modeling and provide recommendations for immediate stabilization measures.Ensure all stabilization recommendations align with future use of the stabilized slope for permanent roadway reconstruction. 3. Design of Stabilization MeasuresPrepare engineered design plans and construction drawings for stabilization improvements.Design may include:Mechanically stabilized earth (MSE) wallRetaining wall with tie-backs or soil nailsGraded slope stabilization with armoringStructural backfill or compaction specificationsGeosynthetic soil protectionEnsure designs are consistent with FEMA standards and can serve as a foundation or support for future phases of permanent road repair.Include erosion control and stormwater protection as needed during stabilization work. 4. Construction Support and AdministrationPrepare bid-ready construction documents, including stamped engineering drawings and technical specifications.Support the Town with responses to contractor questions during procurement.Conduct periodic site visits during construction to verify compliance with design specifications. Submission Requirements:Technical Proposal Format and ContentSubmit One (1) envelope or package containing 1 thumb drive holding an electronic copy of the proposal and one (1) bound printed copies of the proposal.The proposal shall not exceed twenty (20) single sided or ten (10) double sided pages. All pages that count toward the page limit shall be numbered consecutively. The pages shall be formatted as 8½” x 11” sheets. Font shall be size 12. The twenty (20) pages shall include information as required below: Proposal Substantive ContentIn tabbed and labeled sections, please provide the following elements:A. Cover Letter. All proposer’s or their authorized representative shall prepare and sign a cover letter. Submission of the letter shall constitute a representation by the proposer that it is willing and able to perform the services described in the RFP and their proposal response. This section counts toward the twenty (20) page limit.B. Technical Capability/Approach. In this section the proposer must explain the proposer’sunderstanding of Black Mountain’s intent, objectives, and how the proposer proposes to achieve those objectives. The proposer must discuss the proposer’s experience, capabilities and plan for providing the described services, including any proposed approach to project management, strategies, tools and safeguards for ensuring performance of all required services, and any additional factors for Black Mountain’ consideration. This section counts toward the twenty (20) page limit.C. Business and Management Structure. Provide a description of the bidding organization’s size, background, and structure, and a list by name and title of management personnel. Indicate which management personnel will be responsible for the delivery of services under the contract and a description of how the organization’s resources will be applied. This section counts toward the twenty (20) page limit.D. Organizational Chart. Provide a one-page organizational chart of the Consultant’s team that notes the name and title of key individuals that are proposed to manage or perform tasks. Official address of your organization, contact information including a list of current employees, phone numbers and email addresses. This chart shall clearly indicate the lines of communication for problem resolution. This section DOES NOT count toward the twenty (20) page limit.E. Key Personnel. Identify the name and title of all personnel who will be assigned to provide professional services under this contract. Indicate any certifications or special licensing the individual holds that is pertinent. Include two-page resumes for each individual. This section DOES NOT count toward the twenty (20) page limit.NOTE: The key personnel identified in the proposal are considered by Black Mountain to be essential to the work being performed under the contract. Prior to diverting any of the specified individuals into other programs, the Consultant shall notify Black Mountain in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made without Black Mountain’ written consent.F. Quality Control Plan. Provide a description of controls, documents, personnel and processes of Quality Assurance and Quality Control that will be applied to work orders to ensure high quality and on time deliverables. This section counts toward the twenty (20) page limit.G. Subcontracts.A. Identify all subcontracts proposed, and provide the following information:(1) Company name of each subconsultant, or individual name in the case of independent Consultants.(2) Names of each subconsultant principals and/or corporate officers(3) Names of each subconsultant’s key personnel who will be assigned to provide professional services under the contract, including certifications or special licensing for each; and(4) The types of work to be performed by each subconsultant.This section DOES NOT count toward the twenty (20) page limit.NOTE: Fully executed sub-agreements must be in place for each subconsultant prior to the subconsultant performing any work on orders under this contract. Any changes are subject to the same notification and approval procedures applicable to key personnel described above.H. Past Performance. Provide three (3) projects that detail past performance. The projects must be completed in the past five years or currently in process which are of similar size, scope, complexity and contract type or otherwise relevant to the work described in this RFP. Consultant shall use the Past Performance and Reference Form provided. The contact person must be able to speak knowledgably about the proposer’s performance in both technical and business aspects. The contacts provided may be directly communicated with at Black Mountain discretion. The technical proposal shall not include any quoted or summarized comments or recommendations from any in-state or out-of-state evaluations, records or reports of any kind. Black Mountain reserves the right to discuss the Consultant’s past performance with any Black Mountain employee who has had experience with the Consultant.Please note, previous designs that include:Mechanically stabilized earth (MSE) wallRetaining wall with tie-backs or soil nailsGraded slope stabilization with armoringStructural backfill or compaction specificationsGeosynthetic soil protectionWill be considered priority when reviewing bids. This section counts toward the twenty (20) page limit.Required Certifications/Documents Sections 1-5 DOES NOT count toward the twenty (20) page limit.   Section 6 counts toward the twenty (20) page limit.1. Completed Certification Regarding Lobbying – fillable PDF provided2. Debarment and Non-Collusion Affidavit – Form CA-91: All proposers will be required to execute a sworn statement, certifying that the proposer has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with such contract.3. Consultant’s EEO Certification - Form CA-109: The certification is required by the Equal Employment Opportunity regulations of the Secretary of Labor (41 CFR 60-1.7(b) (1)), and must be submitted by Consultants and proposed subconsultants only in connection with contracts and subcontracts which are subject to the equal opportunity clause.4. Worker Classification Compliance Requirements (Self Reporting and subconsultant Reporting) – The form must be completed in its entirety and submitted as part of the response for the proposal to be considered valid.5. Consultant and Sub-Consultant Information Form – The form must be completed in its entirety and submitted as part of the response for the proposal to be considered valid.6. Past Performance and Reference Form – fillable PDF provided Evaluation CriteriaBlack Mountain will award contracts using a qualification-based selection. The selection panel will evaluate proposals based upon the following factors and related sub-factors, which are of equal weight, unless noted otherwise.1. Technical Capability/Approach (This section will be evaluated and rated at thrice (3x) the weight of the other sections)The proposal clearly indicates how the proposer will deliver timely, high-quality, compliant and cost-effective services to meet Black Mountain’ needs. Specifically, the proposal demonstrates:• Demonstrated experience with bridge and culvert design and engineering including conventional and accelerated bridge construction• Demonstrate experience and ability with the various types of engineering services that are outlined in the SOW that may be requested by Black Mountain. Develop a geotechnical report summarizing field and lab findings.Include boring logs, groundwater data, and a boring location map.Provide engineering interpretation of subsurface conditions and soil/rock strength characteristics.Conduct slope stability modeling and provide recommendations for immediate stabilization measures.Ensure all stabilization recommendations align with future use of the stabilized slope for permanent roadway reconstruction.• Demonstrated innovation on projects and assignments similar to those types listed in the SOW• Ability to be resourceful, flexible, and adaptable to new initiatives aimed at reducing the time it takes to deliver projects in design and construction.2. Business and Management Structure• The proposal clearly demonstrates a sound organizational structure and management approach which indicate positive business ethics, clear lines of communication between the proposer’s team and Black Mountain, active and continuing participation of senior executives, a focus on quality assurance and partnering.• The proposal clearly demonstrates that the proposer has the resources and managerial capability to provide the required services in a timely, cost-effective manner.Support the Town with responses to contractor questions during procurement.3. Key Personnel • Proposer’s proposed key personnel are sufficient in number, experience, and skill level, to provide high-quality professional services in a timely and cost-effective manner.• Demonstrates commitment of key personnel to tasks/assignments. Prepare bid-ready construction documents, including stamped engineering drawings and technical specifications.Conduct periodic site visits during construction to verify compliance with design specifications.Review and approve submittals, pay applications, and any change orders related to stabilization activities.Upon completion, provide certification that work was performed according to the approved plans and is suitable for future roadway construction.4. Past Performance (This section will be evaluated and rated at twice (2x) the weight of the other sections)The past performance evaluation will examine how the proposer’s past and present performance indicates the likelihood of successful completion of work under this contract. In conducting the past performance assessment Black Mountain may use data obtained by references provided and any other source.5. Quality Control Plan.Provide a description of controls, documents, personnel, and processes of Quality Assurance and Quality Control that will be applied to work orders to insure high-quality and on time deliverables. Demonstrates commitment to quality. Example of a Classification Rate Table:Classification TotalSenior Designer $xxx.00Junior Designer $ xx.00Other (Specify) $ xx.00Sub-ConsultantsABC CompanySpecify Expertise                                                            CADD Specialist $ xx.00** This is only an example. Please use the classifications and rates you are proposing for work on this contract.Consultant Financial InformationSubmit one (1) separate, labeled and sealed envelope, or package, containing:A. Break Down of Rates 1. Provide the current direct hourly rates for the key individuals who may be utilized under this Agreement grouped by classification titles. The list of individuals should be consistent with the information provided in your technical proposal.2. Please provide a breakdown of all rates by classification title including: direct rate, overhead rate, profit and total for the key personnel identified in the cost proposal. Example:ClassificationDirect RateOverhead Rate 150%ProfitTotal Overtime Premium Overtime Total                        Senior Designer $40.00$60.00$8.00$108.00N/A$108.00Junior Designer$32.50$48.75$6.50$87.75$16.25$104.00Maple Academy $20.00$30.00$4.00$54.00$10.00$64.00       Source: Fictitious data, for illustration purposes onlyThis is only an example. Please use this format to present your information. 3. Black Mountain considers profit as a negotiable item and caps the profit at 10%. Please notify all subconsultant(s) of the 10% cap. 4. If there are multiple individuals in a class of labor, please calculate one rate per classification. Include an explanation and justification for the calculation method utilized in calculating that rate. 5. The total (fully burdened) rate provided in this section shall match the total (fully burdened) rate per class of labor as submitted in the Cost Proposal, Section 3 B above.  Click here to view RFQ document.