Retention of a Mechanical and Electrical Engineering Firm; Request for Proposals [27 Pa.B. 2480] Project Reference No. DEP-BWE-97:1 The Department of Environmental Protection hereby issues this Request for Proposals to retain a mechanical and electrical engineering firm to conduct annual inspections of pumping stations located throughout the Commonwealth and provide consulting services, design services and construction services regarding mechanical and electrical issues as needed. The Director, Bureau of Waterways Engineering, will identify and assign the work at each of the following flood protection pumping stations, as required.
Pump Size Column-- Station Driver No. of Capacity Priority Community County Type Type Pumps Inches--GPM 1. Cheltenham Township Montgomery stormwater motor 3 20--9,000 2. Stroudsburg Borough Monroe stormwater motor 2 6--800 3. Everett Borough Bedford flood control engine 3 24--15,000 4. Sayre Borough Bradford stormwater motor 1 10--1,500 5. Danville Borough Montour flood control engine 3 60--100,000 6. Smithfield Township Pennsylvania Avenue Huntingdon stormwater motor 3 14--4,200 7. Smithfield Township Mount Vernon Avenue Huntingdon stormwater motor 3 16--5,000
The Department has limited funds for these services and, as a result, may change the pumping station priority or may not require that all pumping stations be included in these services. All pumping stations will require annual inspections. Consulting services, design services and construction services may not be required every year. The work will be reviewed by the engineering staff of the Bureau for acceptability and approval.
The firm will be required to perform many of the following duties:
Annual Inspections and Reports
Nondestructive and nonevasive testing including vibration and shock pulse testing
Equipment and systems operational status
Review of operation and maintenance proceduresConsulting Services
Site visits and minutes
Field surveys
Problem solving and evaluating alternatives
Emergency response
Investigations and reportsDesign Services
Equipment selection or modification
Preparation of contract documents for bidding including drawings, specifications, costs
Preparation of operation and maintenance manualsConstruction Services
Installing, testing, start-up and operation of equipment and systems
Review of shop drawings and catalog cuts
Attendance at job conferencesKey personnel must be registered professional mechanical or electrical engineers in Pennsylvania with considerable experience. Upon assignment of a specific project, personnel must be capable of completing all work on time.
The contract will be a multiple-year contract for a period of 3 years with an anticipated effective date of July 1, 1997 and termination date of June 30, 2000. The extent of the work for the second and third year will be dependent upon the availability of funds and work assignments. The contract period may be renewed for up to two additional consecutive terms, with a final termination date of June 30, 2002, upon the same terms and conditions set forth in the contract, dependent upon the availability of funds and work assignments.
The contract will be based on the hours of service and qualifying expenses not exceeding the contract amount.
Contract services shall include, but not be limited to, a preliminary meeting in the office of the Director, Bureau of Waterways Engineering, Suite 116, Executive House, 101 S. Second Street, Harrisburg, PA 17101-2513.
Preproposal Site Visits
The preproposal site visits will be conducted at each of the stations from 10 a.m. until 12 noon based on the following schedule:
Cheltenham Township May 27, 1997 Stroudsburg Borough May 28, 1997 Sayre Borough May 29, 1997 Danville Borough June 3, 1997 Smithfield Township
Pennsylvania Ave.10 a.m.--June 4, 1997 Smithfield Township
Mount Vernon Ave.11 a.m.--June 4, 1997 Everett Borough June 5, 1997 The Department recently completed a mechanical and electrical evaluation and assessment report of the condition of each of the pumping stations. Onsite investigation and nondestructive, nonevasive testing of the mechanical and electrical equipment was conducted. This same type of tests will be required for the annual inspections. The report indicates that there are equipment or fixtures in the station that need to be added or that require repair or replacement. A copy of the report will be made available for review at each of the stations during the preproposal site visits.
General Requirements and Information
The Commonwealth of Pennsylvania is an ''Equal Opportunity Employer'' and requires conformance with all State and Federal laws prohibiting discrimination in hiring or employment opportunities.
Firms shall maintain the highest standards of integrity in the performance of this service and shall take no action in violation of State or Federal laws, regulations or other requirements that govern contracting with the Commonwealth.
Firms with out-of-state headquarters or corporations not incorporated in Pennsylvania must include with each Letter of Interest a copy of their registration to do business in the Commonwealth as provided by the Department of State.
Firms interested in performing the required services for this project are invited to submit proposals to Michael D. Conway, Director, Bureau of Waterways Engineering, P. O. Box 8460, Harrisburg, PA 17105-8460.
The Bureau of Waterways Engineering is located in Room 116, Executive House, 101 S. Second Street, Harrisburg, PA 17101-2513.
A complete proposal shall consist of the following information:
1. Letter of Interest
Each Letter of Interest must include the firm's Federal Identification Number and the Project Reference Number. The Letter of Interest shall also include three examples and brief descriptions of the most recently completed projects similar to the services being requested. Descriptions shall include the client with contact persons and phone numbers, the cost of the work performed by the firm, the project manager, and names and positions of all personnel who made major contributions to the project.
2. Standard DGS Forms 150 and 150-S
Standard DGS forms must accompany the Letter of Interest and shall indicate the individual in charge.
3. SERB Information
Commitment to enhance Socially/Economically Restricted Businesses (SERB).
The Commonwealth of Pennsylvania strongly encourages the submission of proposals by SERBs. To achieve the objective of enhancing SERB participation, the Commonwealth has established SERB utilization as a selection criteria in the evaluation process.
The Bureau of Contract Administration and Business Development (BCABD) will evaluate the criteria and will assign a point value to be considered within the overall total point tabulation.
Proposals submitted by individuals claiming SERB status or proposals submitted by individuals reflecting joint venture and subcontracting opportunities with SERBs must submit documentation verifying their claim.
SERBs are businesses whose economic growth and development has been restricted based on social and economic bias. Such businesses are BCABD certified minority and women-owned businesses and certain restricted businesses whose development has been impeded because their primary or headquarter facility is physically located in an area designated by the Commonwealth as being in an enterprise zone. Businesses will not be considered socially/economically restricted if one of the conditions listed below exists:
The business has gross revenues exceeding $4,000,000 annually.
The concentration of an industry is such that more than 50% of the market is controlled by the same type of SERB (Minority Business Enterprise (MBE)/Women Business Enterprise (WBE)) or businesses within designated enterprise zones.
Proposers not considered to be socially/economically restricted businesses seeking to identify such businesses for joint ventures and subcontracting opportunities are encouraged to contact the Department of General Services, Bureau of Contract Administration and Business Development, Room 502, North Office Building, Harrisburg, PA 17125, phone (717) 787-7380, FAX (717) 787-7052.
SERBs are encouraged to participate as prime proposers. SERBs qualifying as an MBE/WBE must provide their BCABD certification number. SERBs qualifying as a result of being located in a designated enterprise zone must provide proof of this status.
Proposers not considered to be SERBs must describe, in a narrative form, their company's approach to enhance SERB utilization on a professional level in the implementation of this proposal.
The following options will be considered as part of the final criteria for selection:
Priority Rank 1. Proposals submitted by SERBs. Priority Rank 2. Proposals submitted from a joint venture with a Commonwealth approved SERB as a joint venture partner. Priority Rank 3. Proposals submitted with subcontracting commitments to SERBs. Each proposal will be rated for its approach to enhancing the utilization of SERB. The optional approach used will be evaluated with Option Number 1 receiving the greatest value and the succeeding options receiving a value in accordance with the above-listed priority ranking.
The dollar value designated for SERB commitment should be placed in a separate sealed envelope and stapled to the SERB section of the proposal. Contractor proposals should also include the SERB value in the Cost and Price Analysis section of the proposal. The applicable items shown in the Cost and Price Analysis section should also be used to prepare and detail the proposed SERB commitment value including, if applicable, fiscal year breakdown. The selected contractor's SERB commitment amount will be included as a contractual obligation when a contract is entered into.
4. Cost and Price Analysis
In addition to the Letters of Interest, the DGS Forms 150 and 150-S, and SERB information, a single copy of the hourly rates of the persons who will be working on the projects shall be submitted. The copy shall be in a sealed envelope clearly identified as to its contents. The contents of this envelope will be opened after the evaluation committee submits its report to the Director on other aspects of the proposal.
The contract document is the Agreement for Professional Services which includes the Department of Environmental Protection General Conditions of Professional Services Agreements. A copy of these General Conditions can be provided upon request.
The contract with the firm will be based solely on the hours of service, total billable hourly rates and qualifying direct expenses. The total billable hourly rates shall be shown. In addition, the total billable hourly rates shall be completely itemized to show the basic rates plus fringe benefits, profits and administrative costs for these persons. Rates shall be provided for the firm principal, project manager and site team leader, mechanical engineer, electrical engineer, staff engineer, engineering technician, CAD specialist, draftsperson and secretary. The SERB shall be clearly identified as falling in one or more of the above job categories with the appropriate hourly rate. Specialists required for engine, pump, motor or other equipment testing or evaluation shall be identified as equipment specialist and included in the above list with the appropriate hourly rate. A complete list of the employes who will be working under this contract shall be provided showing the hourly rate for each employe.
Miscellaneous direct expenses shall include: travel, telephone, printing and mailing. Travel and subsistence expenses shall be based on the current Commonwealth's Travel and Subsistence Reimbursement Rules and Regulations, as amended. Telephone, printing and mailing shall be reimbursed at cost upon approval by the Director.
The firm shall provide a tool and equipment list with the proposal. The list shall identify tools and equipment owned and rented that will be required to perform the work. Tools and/or equipment required to perform the work that are owned or rented will not be considered as qualifying direct expenses.
5. Criteria for Selection
The factors listed below will be considered during the evaluation of the firm's proposal. A maximum point value has been established for each of the major factors and established prior to release of this notice. The maximum point value will be awarded to the best proposal for each of the major factors. The cost factor is rated by giving the proposal with the lowest cost the maximum point value.
A. Understanding the problem
This refers to the firm's understanding of providing a proposal written specifically by this work, presented in a clear format that is easy to read and understand, with prompt responses to the needs of the schedule, the Department's desire to work across the State, and the importance of satisfactorily providing the service.
B. Qualifications of the firm
This refers to the ability of the firm to perform, the experience of the firm, the previous record with the Commonwealth, has the firm been recognized for work in this area, the length of time the firm has been in business, the experience record on pumping stations or similar projects, the education and experience record of key personnel including the content of resumes, the commitment by management to continue a high level of interest, the responsibility for quality work and the successful accomplishment of the work.
C. Capability to perform
This refers to the firm meeting agency objectives and the ability to provide a prompt response to the Department's needs in a professional manner.
D. SERB Participation
Emphasis here is placed on proposals submitted by BCABD approved SERBs, commitments by proposers not considered to be SERBs which significantly utilize approved SERBs in joint ventures, commitments by proposers not considered to be SERBs which aggressively pursue the utilization of approved SERBs in subcontracting opportunities.
E. Cost
The cost factor will be rated independently after completion of the rating of the first four factors.
Five copies of the Letter of Interest, the required DGS forms, and the SERB information in a separate sealed envelope, and a single separately sealed copy of the hourly rates must be received no later than 4 p.m. on June 23, 1997. The envelope containing the proposal should be clearly marked Proposal-DEP Project No. DEP-BWE-97:1.
The five copies shall be spiral bound. Contract award for this project will be made, if at all, to one of the firms responding to this notice. The Department reserves the right to reject all proposals submitted, cancel the solicitation requested under this notice, and/or readvertise solicitation for this service.
JAMES M. SEIF,
Secretary[Pa.B. Doc. No. 97-781. Filed for public inspection May 16, 1997, 9:00 a.m.]
