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Engineering Services
September 19, 2003

STATE PROJECT NO. 700-99-0319
RETAINER CONTRACT FOR
ELECTRICAL AND MECHANICAL
ENGINEERING SERVICES
STATEWIDE

Under Authority granted by Title 48 of Louisiana Revised Statutes, the Louisiana Department of Transportation and Development (DOTD) hereby issues a request for Qualification Statements (RFQ) on Standard Form 24-102 (SF 24-102), “Professional Engineering and Related Services”, revised January 2003, from Consulting Firms (Consultant) interested in providing engineering services to conduct inspections, consulting, and advisory services, for Section 51 of the DOTD in connection with funding, operation, and maintenance, of pumping stations and tunnels under DOTD control. One Prime-Consultant/Sub-Consultant(s) (Consultant/Team) will be selected for this contract.

Project Manager – The Project Manager will be Mr. Vincent C. Latino, Jr., P.E., Ferry and Movable Bridge Maintenance Engineer, will be the Project Coordinator. He may be reached at (225) 379-1553.

PROJECT DESCRIPTION

DOTD Districts in conjunction with Section 51 of DOTD, fund, operate, and maintain twelve pumping stations and three tunnels (each includes its own pumping station) across the state. These require modifications and repairs to pumping stations and tunnels owned by or in the domain of the DOTD. This project consists of providing electrical and mechanical engineering services which include, but are not limited to physical inspection, preparation of specifications and drawings, reports, calculations, and submittals to regulatory bodies.

SCOPE OF SERVICES

The selected Consultant shall perform such services and shall be responsible for the following when needed:

1. Attend DOTD meetings concerning pumping stations and/or tunnels to advise and report on matters pertaining to their expertise.
2. Furnish Electrical and Mechanical Engineering Services as required to investigate new, conceptual, or repair projects. To advise DOTD with the scope and nature of the proposed work, approximate estimate of construction cost, engineering effort and cost, procedures, time frame, constraints, etc.
3. Provide emergency response and inspection of DOTD pumping stations and tunnels following any mechanical or electrical failures which result in failure of the pumping station, and flooding of the roadway or tunnel serviced by the pumping station. If required, prepare a survey inspection report with an estimate of repair, scope of work, and costs for each incident.
4. Furnish Electrical and Mechanical Engineering Services as required for the design, planning, and scheduling of future DOTD repair and improvement projects. The services shall be sufficient to develop estimates of project costs.
5. Furnish Electrical and Mechanical Engineering Services as required to provide advice and recommendations regarding maintenance, repairs, refurbishment, improvements, and/or modifications to the DOTD pumping stations and tunnels.
6. Act as the DOTD’s representative to supervise, inspect, and recommend for approval work done by others to DOTD pumping stations and tunnels.
7. Furnish Electrical and Mechanical Engineering Services as required to review, as may be requested by DOTD, plans that have been prepared by other engineers engaged by the DOTD for repair or improvement projects.
8. Furnish Electrical and Mechanical Engineering Services as required to advise, consult, and meet with DOTD staff on an as needed basis.

ITEMS TO BE PROVIDED BY DOTD

When deemed necessary, the DOTD will provide the Consultant, with the following items:

1. All information which it has in its files as to pump station and tunnel details, repairs, records, certificates, future plans and studies, and assistance in securing similar data from others to the extent available.
2. Copies of past reports regarding the pump stations and tunnels.

REFERENCES

All designs and engineering documents will meet the standard requirements as to format and content of the DOTD; and will be prepared in accordance with the latest applicable editions, supplements and revisions of the following:

1. AASHTO Standards, ASTM Standards or DOTD Test Procedures
2. DOTD Location and Survey Manual
3. DOTD Roadway Plan Preparation Manual
4. DOTD Hydraulics Manual
5. DOTD Standard Specifications for Roads and Bridges
6. Manual of Uniform Traffic Control Devices (Millennium Edition)
7. DOTD Traffic Signal Design Manual
8. National Environmental Policy Act (NEPA)
9. National Electric Safety Code
10. DOTD Environmental Impact Procedures (Vols. I-III)
11. Policy on Geometric Design of Highways and Streets
12. Construction Administration Manual
13. Materials Sampling Manual
14. DOTD Bridge Design Manual
15. Consultant Contract Services Manual

COMPENSATION

Compensation for each Task Order will be based on pre-negotiated, all-inclusive, billable rates for the actual time spent on the Task Order, with a pre-determined upper limit for the Task Order. The total compensation for all task orders authorized within the contract period will be limited to $100,000.

CONTRACT TIME

The consultant will proceed with the services specified herein after the execution of this contract and upon written Notice-To-Proceed from the DOTD, and will not exceed 24 months. The DOTD will issue a Task Order (TO) for each specific project, specifying the work to be done, performance time, and upper limit of compensation, the consultant will be required to execute the TO. Each executed TO will become part of the contract.

MINIMUM PERSONNEL REQUIREMENTS

The following requirements must be met at the time of submittal:

1. At least one Principal of the Prime Consultant must be a Registered Professional Engineer in the State of Louisiana.
2. The Prime Consultant must employ on a full time basis a minimum of one Registered Professional Electrical Engineer, with at least five years experience in the repair, refurbishment, improvement and/or modification of power and control systems pumping stations and tunnels.
3. The Prime Consultant must employ on a full time basis a minimum of one Registered Professional Mechanical Engineer, with at least five years experience in the repair, refurbishment, improvement and/or modification of pumping stations and tunnels.
4. The Prime Consultant must also employ on a full-time basis, or through the use of a Sub-Consultant(s), the following:
a. Sufficient trained field personnel to respond to emergency incidents within four hours after notification is received. Field personnel should have at least five years experience with pumping stations and/or tunnel maintenance and operation.

EVALUATION CRITERIA

The general criteria to be used by DOTD (when applicable) in evaluating responses for the selection of a Consultant to perform these services are:

1. Consultant’s firm experience on similar projects, weighting factor of 3;
2. Consultant’s personnel experience on similar projects, weighting factor of 4;
3. Consultant’s firm size as related to the estimated project cost, weighting factor of 3;
4. Consultant’s past performance on similar DOTD projects, weighting factor of 6;
5. Consultant’s current work load, weighting factor of 5;
6. Location where the work will be performed, weighting factor of 4;

Sub-Consultants will also be evaluated as indicated in Items 1- 6. The evaluation will be by means of a point-based rating system. Each of the above criteria will receive a rating on a scale of 0-4. Then the rating will be multiplied by the corresponding weighting factor. The firm’s ratings in each category will then be added to arrive at the Consultant’s final rating.

If Sub-Consultants are used, each member of the Consultant/Team will be evaluated on their part of the contract proportional to the amount of their work. The individual team member ratings will then be added to arrive at the Consultant/Team rating. The evaluation will be by means of a point-based rating system. Each of the above criteria will receive a rating on a scale of 0-4. Then the rating will be multiplied by the corresponding weighting factor. The firm’s ratings in each category will then be added to arrive at the Consultant’s final rating.

DOTD's Consultant Evaluation Committee will be responsible for performing the above described evaluation, and presenting a short list of the three (if three are qualified) highest rated Consultants to the Secretary of the DOTD. The Secretary will make the final selection.

CONTRACT REQUIREMENTS

The selected Consultant will be required to execute the contract within 10 days after receipt of the contract.

INSURANCE - During the term of this contract, the Consultant will carry professional liability insurance in the amount of $1,000,000. The Prime Consultant may require the Sub-consultant(s) to carry professional liability insurance. This insurance will be written on a “claims-made” basis. Prior to executing the contract, the Consultant will provide a Certificate of Insurance to DOTD showing evidence of such professional liability insurance.

AUDIT - The selected Consultant/Team will allow the DOTD Audit Section to perform an annual overhead audit of their books, or provide an independent Certified Public Accountant (CPA) audited overhead rate. This rate must be developed using Federal Acquisition Regulations (FAR) and guidelines provided by the DOTD Audit Section. In addition, the Consultant/Team will submit semi-annual labor rate information, when requested by DOTD.

The selected Consultant/Team will maintain, an approved Project Cost System and segregate direct from indirect cost in their General Ledger. Pre-award and post audits, as well as interim audits, may be required. For audit purposes, the selected Consultant/Team will maintain accounting records for a minimum of five years after final contract payment.

Any Consultant currently under contract with the DOTD and who has not met all the audit requirements documented in the manual and/or notices posted on the DOTD Consultant Contract Services Website (www.dotd.state.la.us), will not be considered for this project.

SUBMITTAL REQUIREMENTS

Two copies of the SF 24-102 must be submitted to DOTD. All submittals must be in accordance with the requirements of this advertisement and the Consultant Contract Services Manual. Any Consultant/Team failing to submit any of the information required on the SF 24-102, or provide inaccurate information on the SF 24-102, will be considered non-responsive.

Any Sub-Consultants to be used, including Disadvantaged Business Enterprise (DBE) Sub-Consultants, in performance of this contract must also submit a SF 24-102, completely filled out and containing information pertinent to the work to be performed.

The Sub-Consultant’s SF 24-102 must be firmly bound to the Consultant’s SF 24-102. In Section 9, the Consultant’s SF 24-102 must describe the work elements to be performed by the Sub-Consultant(s), and state the approximate percentage of each work element to be subcontracted to each Sub-Consultant.

Name(s) of the Consultant/Team listed on the SF 24-102, must precisely match the name(s) filed with the Louisiana Secretary of State, Corporation Division, and the Louisiana State Board of Registration for Professional Engineers and Land Surveyors.

The SF 24-102 will be identified with State Project No. 700-99-0319 and will be submitted prior to 2:00 p.m. on Monday, October 13, 2003, by hand delivery or mail addressed to:

Department of Transportation and Development
Attn.: Dr. Babak Naghavi, P.E., P.H.
Consultant Contract Services Administrator
1201 Capitol Access Road, Room 405-T
Baton Rouge, LA 70802-4438 or
Post Office Box 94245
Baton Rouge, Louisiana 70804-9245
Telephone: (225) 379-1989