HomeMy WebLinkAbout121-18 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 121-18
File Number: 2018-0274
GARVER, LLC:
A RESOLUTION TO AUTHORIZE ADDITIONAL FUNDING IN THE AMOUNT OF $10,000.00 FOR
THE PROVISION OF ON-CALL ENGINEERING AND SURVEYING SERVICES FOR THE AIRPORT
BY GARVER, LLC
WHEREAS, the City Council, pursuant to Resolution No. 89-15, authorized Mayor Jordan to sign a
professional engineering services agreement with Garver, LLC, and further authorized payment of up to
$20,000.00 for on-call engineering and surveying services pursuant to that agreement; and
WHEREAS, additional funding is needed to cover on-call engineering services for the remainder of the
agreement, which expires in 2020.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the additional
payment of up to $10,000.00 for the provision of on-call engineering and surveying services for the airport
by Garver, LLC through 2020, pursuant to Resolution No. 89-15.
PASSED and APPROVED on 6/5/2018
Page 1
Attest:Cj
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Lisa Branson, Deputy City Clerk '�.-y'.9RKOSP•yj�.'
Printed on 616118
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
-- File Number: 2018-0274
Agenda Date: 6/5/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 5
GARVER, LLC:
A RESOLUTION TO AUTHORIZE ADDITIONAL FUNDING IN THE AMOUNT OF $10,000.00 FOR
THE PROVISION OF ON-CALL ENGINEERING AND SURVEYING SERVICES FOR THE
AIRPORT BY GARVER, LLC
WHEREAS, the City Council, pursuant to Resolution No. 89-15, authorized Mayor Jordan to sign a
professional engineering services agreement with Garver, LLC, and further authorized payment of up to
$20,000.00 for on-call engineering and surveying services pursuant to that agreement; and
WHEREAS, additional funding is needed to cover on-call engineering services for the remainder of the
agreement, which expires in 2020.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the additional payment
of up to $10,000.00 for the provision of on-call engineering and surveying services for the airport by Garver,
LLC through 2020, pursuant to Resolution No. 89-15.
..................
City of Fayetteville, Arkansas Page 1 Printed on 8/8/2018
City of Fayetteville Staff Review Form
2018-0274
Legistar File ID
6/5/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Summer Fallen 5/14/2018 AIRPORT SERVICES (760)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff requests approval of a change order on purchase order # 2016-00000677 with Garver Engineering in the
amount of $10,000.00 for on-call engineering services.
5550.760.3960-5314.00
Account Number
15029.1
Project Number
Budgeted Item? No
Does item have a cost? Yes
Budget Adjustment Attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
Airport
Fund
Airport Engineering Consultant Services
_—__.. ......... _.__......................
Project Title
Current Budget
$ 26,860.57
Funds Obligated
$ -
Current Balance
$ 26,860.57
Item Cost
$ 10,000.00
Budget Adjustment
Remaining Budget
$ 16,860.57
2016-00000677
Previous Ordinance or Resolution # 89 15
Approval Date:
V20180321
CITY OF
FAYETTEVILLE
I' ARKANSAS
MEETING OF JUNE 5, 2018
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Terry Gulley, Transportation Services Director
FROM: Summer Fallen, Airport Services Manager
DATE: May 14, 2018
CITY COUNCIL MEMO
SUBJECT: Garver Engineering Purchase Order Change Order
RECOMMENDATION:
Staff requests approval of a change order on purchase order # 2016-00000677 with Garver
Engineers in the amount of $10,000.00 for on-call engineering services.
BACKGROUND:
On April 21, 2015 City Council approved Task Order 1 in the amount of $20,000.00 for on-call
engineering services with Garver Engineers.
DISCUSSION:
Garver Engineering's contract with Drake Field is valid until 2020. Funds are being requested
to cover on-call engineering services for the remainder of their contract.
BUDGET/STAFF IMPACT:
$10,000.00 will come out of the Airport's Engineering Consultant Services project.
Attachments:
Staff Review Form
Resolution 89-15
Budget Adjustment
Mailing Address:
113 W. Mountain Street www.fayetteville-angov
Fayetteville, AR 72701
RESOLUTION NO. 89-15
A RESOLUTION TO AUTHORIZE A PROFESSIONAL ENGINEERING
SERVICES AGREEMENT WITH CARVER, LLC FOR ENGINEERING
SERVICES FOR THE AIRPORT, TO APPROVE TASK ORDER NO. I FOR
ON-CALL ENGINEERING AND SURVEYING SERVICES FOR THE
AIRPORT IN AN AMOUNT NOT TO EXCEED $20,000.00, AND TO
APPROVE A BUDGET ADJUSTMENT
WHEREAS, the Federal Aviation Administration requires the airport to contract with an
airport engineering consultant for engineering services in order to qualify for United States
Department of Transportation Airport Improvement grants.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes
the Mayor to sigh a professional, engineering services agreement with Garver, LLC for
engineering services for the airport with services to be rendered based on amendments to the
Agreement or specific task orders.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves
Task Order No. 1 in an amount not to exceed $20,000.00 for on-call engineering and surveying
services,
Section 3: That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment in connection with Task Order No. 1, a copy of which is attached to this
Resolution and made a part hereof.
PASSED and APPROVED this 21St day of April, 2015,
ATTEST:
BY:
SONDRA E. SMITH, City Clerk Treasurer
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City of Fayetteville, AR
Purchasing Division, Room 306
113 W. Mountain Street
Fayetteville, AR 72701
Phone: 479-575-8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
REQUEST FOR QUALIFICATION: RFQ 15-03, Aviation Engineering Services
DEADLINE: Tuesday, March 03, 2015 before 2:00:00 PM, local time
DELIVERY LOCATION: Room 306 — 113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren Rennie, CPPD, CPPB, aforen_fa ety tevill_e-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Wednesday, February 11, 2015
REQUEST FOR STATEMENT OF QUALIFICATION
RFQ 15-03, Aviation Engineering Services
No late qualifications will be accepted. RFQ'S shall be submitted in sealed envelopes labeled
"RFQ 09-06, Aviation Engineering Services" with the name and address of the Proposer.
RFQ's shall be submitted in accordance with the attached City of Fayetteville specifications and
RFQ documents attached hereto. Each Proposer is required to fill in every blank and shall
supply all information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in
strict accordance with the specifications and general conditions of submitting, all of which are made a part of this offer. This offer is
not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager.
Name of Firm:
Contact Person:
E -Mail:
Business Address:
City:
Signature:
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 1 of 18
Title:
Phone:
State: Zip:
Date:
City of Fayetteville
RFQ 15-03, Aviation Engineering Services
Advertisement
City of Fayetteville, Arkansas
Request for Statements of Qualification
RFQ 15-03, Aviation Engineering Services
The City of Fayetteville, Arkansas, is requesting statements of qualifications from firms interested in providing aviation
engineering services for the Fayetteville Executive Airport, Drake Field, located at 4500 S. School Ave., Fayetteville, AR
72701.
To be considered, statements of qualification shall be received at the City Administration Building, City Hall, Purchasing —
Room 306, 113 West Mountain, Fayetteville, Arkansas before Tuesday. March 03 2015 before 2:00:00 PM local time.
Statements of qualification will only be accepted before the deadline.
Forms & addendums can be downloaded from the City's web site at http:llbids.accessfagtteville.org. All questions
regarding the process should be directed to Andrea Foren Rennie at aforen@fayettevilie-ar.gov or (479)575-8220.
Statements of qualification submitted shall be qualified to do business and licensed in accordance with all applicable laws
of the state and local governments where the project is located.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and
women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of
Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and
women business enterprises.
The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein, and all
Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or
claim brought by any Proposer because of such rejections, nor shall the Proposers seek any recourse of any kind against
the City of Fayetteville because of such rejections. The filing of any Proposal in response to this invitation shall constitute
an agreement of the Proposer to these conditions.
CITY OF FAYETTEVILLE, ARKANSAS
By: Andrea Foren Rennie, CPPD, CPPB
Title: Purchasing Agent
Ad date: 02/11/2015
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 2 of 18
City of Fayetteville
RFQ 15-03, Aviation Engineering Services
SECTION A: General Terms & Conditions
1. SUBMISSION OF A STATEMENT OF QUALIFICATION SHALL INCLUDE:
a. A written narrative describing the method or manner in which the Proposer proposes to satisfy
requirements of this RFQ in the most cost effective manner. The term Proposer shall be in reference to a
firm or individual responding to this solicitation. The term proposal is used in this documents as equal to
statement of qualification.
b. A description of the Proposer's experience in providing the same or similar services as outlined in the
RFQ. This description should include the names of the person(s) who will provide the services, their
qualifications, and the years of experience in performing this type of work. Also, include the reference
information requested in this RFQ.
c. Statement should be no more than twenty five (25) pages; single sided, standard, readable, print on
standard 8.5x11 papers. Proposers are also allowed to submit a three (3) page (maximum) executive
summary. The following items will not count toward the page limitations: appendix, cover sheet, 3 -page
executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by
the City for completion.
d. All Proposers shall submit seven 7) paper copies of their statement of qualification as well as one (1).
electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted
chniilri ho ciihmittori ac 2 CINIC,I F FII_F in fnrma..t arrantahla tri lldnha in a cave ahla fnrmat FilPi rnntainari
on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall
be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to City
employees by the Proposer.
e. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document.
Only the names of Proposer's will be available after the deadline until a contract has been awarded by the
Fayetteville City Council. All interested parties understand proposal documents will not be available until
after a valid contract has been executed and at that time only for the intended selection.
f. Proposers shall submit a statement of qualification based on documentation published by the Fayetteville
Purchasing Division.
g. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm
and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed
in shipping containers or boxes.
h. Proposals must follow the format of the RFQ. Proposers should structure their responses to follow the
sequence of the RFQ, if provided.
L Proposers shall have experience in work of the same or similar nature, and must provide references that
will satisfy the City of Fayetteville. Proposer may furnish a reference list of clients for whom they have
performed similar services and must provide information as requested in this document.
j. Proposer is advised that exceptions to any of the terms contained in this RFQ or the attached service
agreement must be identified in its response to the RFQ. Failure to do so may lead the City to declare any
such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not
disqualify it from consideration for award.
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 3 of 18
k. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline.
Documents shall be received before the deadline time as shown by the atomic clock located in the
Purchasing Division Office.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents.
All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-
mail to the Purchasing Department. Responses to questions may be handled as an addendum if the response would
provide clarification to the requirements of the proposal. All such addenda shall become part of the contract
documents. The City will not be responsible for any other explanation or interpretation of the proposed RFQ made or
given prior to the award of the contract.
3. RIGHTS OF CITY OF FAYETTEVILLE IN THIS PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following:
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm.
Negotiation with an individual Proposer does not require negotiation with others.
b. The City of Fayetteville reserves the right to select the proposal that it believes will serve the best interest
of the City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
d. The City of Fayetteville reserves the right to cancel the entire request.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request
for statements of qualification or resulting submittal.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information,
or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services
required on the basis of the original proposals without negotiation.
h. The City of Fayetteville intends on utilizing the received proposals for applicable 2015-2016 engineering,
architectural, and land surveying projects, Projects believed to be under $20,000 by the City will be
selected by the Department/Division head in accordance with the presented selection criteria in this RFQ.
Projects expected to exceed $20,000 shall be voted on by the selection committee and any related
contract exceeding $20,000 shall require formal authorization by the Fayetteville City Council.
4. EVALUATION CRITERIA:
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score
responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection
committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a
selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in
this RFQ. Proposers are not guaranteed to be ranked.
5. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed in
connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received,
or for any other effort required of, or made by, the Proposer(s) prior to contract commencement.
6. ORAL PRESENTATION:
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 4 of 18
An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion.
7. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City Employee to Provide
Services to the City'.
b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential
conflicts of interest for any prospective business association, interest, or other circumstance which may
influence or appear to influence the Proposer's judgment or quality of services being provided. Such
written notification shall identify the prospective business association, interest or circumstance, the
nature of which the Proposer may undertake and request an opinion to the City as to whether the
association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if
entered into by the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or
first-class mail within thirty days of receipt of notification.
8. WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn at any time_
9. LATE PROPOSAL OR MODIFICATIONS:
a. Proposal and modifications received after the time set for the proposal submittal shall not be considered.
Moditications in writing received prior to the deadline will be accepted. I he City will not be responsible
for misdirected bids. Proposers should call the Purchasing Division at (479) 575-8220 to insure receipt of
their submittal documents prior to opening time and date listed.
b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall
be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local
time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain,
Fayetteville, AR.
10. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS;
a. The laws of the State of Arkansas apply to any purchase made under this request for statements of
qualification. Proposers shall comply with all local, state, and federal directives, orders and laws as
applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment
Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and
construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their
contract to qualified small, minority and women business enterprises.
11. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his
proposal is made without previous understanding, agreement, or connection with any person, firm or corporation
making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion,
fraud, or otherwise illegal action."
12. RIGHTTO AUDIT, FOIA, ANDJURISDICITON:
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 5 of 18
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City contractual
work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is
presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the
documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act
(A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be
assessed for this compliance.
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case.
13. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss,
damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the services or any part
thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by
the City.
14. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for statements of qualification apply to this contract except as
specifically stated in the subsequent sections of this document, which take precedence, and should be fully
understood by Proposers prior to submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES &TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call
479.521.1316 (telecommunications device for the deaf), not -later than seven days prior to the deadline. Persons
needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately.
16. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same as
invoices submitted for payment as a result of award of this RFQ. Further, the successful Proposer is responsible for
immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change
from the name used at the time of the original RFQ. Payment will be made within thirty days of invoice received. The
City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can
be processed through Proposer's acceptance of Visa at no additional costs to the City for expedited payment
processing. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville
City Council approval.
17. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to
the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to
fulfill or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the discretion
of the City of Fayetteville.
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 6 of 18
In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to
cancel and obtain from another source, any items and/or services which have not been delivered within
the period of time from the date of order as determined by the City of Fayetteville.
In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the
vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without
penalty or expense to the City.
18. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the
Proposer shall disclose such intent in the proposal submitted as a result of this RFQ.
In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the
City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said
action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably
exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition
and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action
by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its
response to the RFQ, without exception shall constitute approval for purpose of this Agreement.
19. NON-EXCLUSIVE CONTRACT:
Hwara oT inis Klr�t snail impose no obligation on Tne uTy io utilize Tne venaor Tor all worK or anis type, wnicn may
develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to
concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest.
In the case of multiple -phase contracts, this provision shall apply separately to each item.
20. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFQ from the Proposer. When approved by
the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such
additional requirements as may become necessary.
21. SERVICES AGREEMENT:
A written agreement, in substantially the form attached, incorporating the RFQ and the successful proposal will be
prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for approval and
signature of the Mayor.
22. INTEGRITY OF STATEMENT OF QUALIFICATION (RFQ) DOCUMENTS:
Proposers shall use the original RFQ form(s) provided by the Purchasing Division and enter information only in the
spaces where a response is requested. Proposers may use an attachment as an addendum to the RFQ form(s) if
sufficient space is not available on the original form for the Proposer to enter a complete response. Any modifications
or alterations to the original RFQ documents by the Proposer, whether intentional or otherwise, will constitute grounds
for rejection of such RFQ response. Any such modifications or alterations a Proposer wishes to propose shall be clew rly
stated in the Proposer's RFQ response and presented in the form of an addendum to the original RFQ documents.
23. LOBBYING:
Lobbying or communicating with selection committee members, City of Fayetteville employees, or elected officials
regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 7 of 18
the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization
that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is
strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be
prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however,
nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address
situations such as clarification and/or questions related to the procurement process. For purposes of this provision
lobbying activities or communication shall include but not be limited to, influencing or attempting to influence action
or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or
indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this
provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected.
24. DEBARRED ENTITIES:
By submitting a statement of qualification, vendor states submitting entity is not a debarred contractor with the
federal, any state; or local government.
25. OTHER GENERAL CONDITIONS:
a. Proposers shall provide the City with proposals signed by an employee having legal authority to submit
proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne
by the Proposer.
b. The City reserves the right to request any additional information it deems necessary from any or all
Proposers after the submission deadline.
c. The request for statement of qualification is not to be construed as an offer, a contract, or a commitment
of any kind; nor does it commit the city to pay for any costs incurred by Proposer in preparation. It shall
be clearly understood that any costs incurred by the Proposer in responding to this request for
statements of qualification is at the Proposer's own risk and expense as a cost of doing business. The City
of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred,
regardless of whether or not the proposal is accepted.
d. If products, components, or services other than those described in this bid document are proposed, the
Proposer must include complete descriptive literature for each. All requests for additional information
must be received within five working days following the request.
e. Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8220) or e-mail (aforertiffiFayetteviile-ar.PoV). It is the intent and goal of the City of Fayetteville
Purchasing Division to provide documents providing a clear and accurate understanding of the scope of
work to be completed and/or goods to be provided. We encourage all interested parties to ask questions
to enable all Proposers to be on equal terms.
f. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to
Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforenWayettevi}le-argov) or telephone
(479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this
request for statements of qualification. All questions, clarifications, and requests, together with answers,
if any, will be provided to all firms via written addendum. Names of firms submitting any questions,
clarifications, or requests will not be disclosed until after a contract is in place.
g. At the discretion of the City, one or more firms may be asked for more detailed information before final
ranking of the firms, which may also include oral interviews.
h. Any information provided herein is intended to assist the Proposer in the preparation of proposals
necessary to properly respond to this RFQ. The RFQ is designed to provide qualified Proposers with
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 8 of 18
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements, but is not intended to limit a RFQs content or to exclude any relevant or essential data.
Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any
manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby expressly and
irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of
jurisdiction or improper venue or any similar basis.
J. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to
become due hereunder without written consent of City of Fayetteville. In case the successful Proposer
assigns all or any part of any monies due or to become due under this Contract, the Instrument of
assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in
and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all
persons, firms, and corporations for services rendered or materials supplied for the performance of the
services called for in this contract.
k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services
shall apply to the contract throughout, and they will be deemed to be included in the contract as though
written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws,
ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner
affecting those engaged or employed in providing these services or in any way affecting the conduct of the
services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same.
If any discrepancy or inconsistency should be discovered in these Contract Documents or in the
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shall 'herewith report the same in writing to City of Fayetteville.
26. INSURANCE:
a. Any project selected under this RFQ shall require professional liability insurance in the amount of $1
million US dollars, at minimum. Such Certificate of Insurance shall list the City as an additional insured
and not be required unless firm is selected.
27. MODIFICATION IN ANNUAL SOLICITATION;
a. It is the intention of the City of Fayetteville to select -a single engineering firm to provide engineering
services throughout an initial one (1) year term with four (4) additional renewable options. However, the
City reserves the right to select multiple or additional engineering firms based on project needs
throughout the possible five (5) year term.
28. SELECTION CRITERIA:
The evaluation criterion below defines the factors which will be used by the selection committee to evaluate and
score responsive, responsible and qualified proposals. The evaluation factors are as listed below. Firms shall not
submit pricing of_any k1nd including but not limited to Dourly rates, etc.
1) 30 Points — Specialized experience and technical competence of the firm with respect to the type of
professional services required:
a. Professional background of key personnel and experience in airport engineering
b. Ability to furnish qualified inspectors for construction inspection
c. Disadvantaged Business Enterprise Program and Affirmative Action Program
2) 30 Points — Capacity and capability of the firm to perform the work in question including specialized services,
within the time limitations fixed for the completion of the project:
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 9 of 18
a. Capability to perform all aspects of engineering with knowledge of FAA regulations, policies, and
procedures
b. Approach to design and construction management of airport projects
3) 20 Points — Past record of performance of the firm with respect to such factors as control of costs, quality of
work, and ability to meet schedules and deadlines, and comparable current and completed projects, within
the past years, accomplished by current staff and key personnel to be assigned to projects
4) 20 Points — Firm's proximity to and familiarity with the area in which the project is located including the
location of main office and/or branch office that will provide engineering services.
"Note: Price will not be a considered factor used to select a vendor. In the event the City is not able to
negotiate a successful contract with the. selected vendor, the City reserves the right to cease negotiations with
such selected vendor and proceed on to the next selected vendor.
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 10 of 18
City of Fayetteville
RFQ 15-03, Aviation Engineering Services
SECTION B: Vendor References
The following information is required from all firms so all statements of qualification may be reviewed and properly evaluated:
COMPANY NAME:
NUMBER OF YEARS IN BUSINESS:
HOW LONG IN PRESENT LOCATION:
TOTAL NUMBER OF CURRENT EMPLOYEES:
FULL TIME PARTTIME
NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT:
FULL TIME PARTTIME
PLEASE LIST FOUR (4) REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5)
YEARS (All fields must be completed):
1.
2.
COMPANY NAME
COMPANY NAME
CITY, STATE, ZIP
CITY, STATE, ZIP
(-UNIAI.I F'LRJUN
WNIACI F'tKJUN
TELEPHONE
TELEPHONE
FAX NUMBER
FAX NUMBER
E-MAIL ADDRESS
E-MAILADDRESS
3.
4.
COMPANY NAME
COMPANY NAME
CITY, STATE, ZIP
CITY, STATE, ZIP
CONTACT PERSON
CONTACT PERSON
TELEPHONE
TELEPHONE
FAX NUMBER
FAX NUMBER
E-MAIL ADDRESS
E-MAIL ADDRESS
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 11 of 18
0
City of Fayetteville
RFQ 15-03, Aviation Engineering Services
SECTION C: Signature Submittal
1. Disclosure Information
Proposer shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists
between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville
official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a
relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be
completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain):
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify
the information provided herein are accurate and true; and my organization shall comply with all State and Federal Equal
Opportunity and Non -Discrimination requirements and conditions of employment.
2. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the
firms, which may also include oral interviews. NOTE: Each Proposer shall submitto the City a primary contact name, e-mail
address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or
interview via telephone.
Name of Firm:
Name of Primary Contact:
Title of Primary Contact:
Phone#1 (cell preferred):
E -Mail Address:
Phone#2
3. Please acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFQ documents to the same extent as
though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate
blank listed herein. Failure to do so may subject vendor to disqualification.
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 12 of 18
ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED
3. Please acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFQ documents to the same extent as
though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate
blank listed herein. Failure to do so may subject vendor to disqualification.
4. As an interested party on this project, you are required to provide debarment/suspension certification indicating in
compliance with the below Federal Executive Order. Certification can be done by completing and signing this form.
Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual
awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency
from doing business with the Federal Government.
4. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
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Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME:
COMPANY:
PHYSICAL ADDRESS::
MAILING ADDRESS:
PHONE;. FAX:
E-MAIL:
Signed by:
SIGNATURE:
PRINTED NAME:
TITLE:
DATE:
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 13 of 18
2.) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR STATEMENT OF QUALIFICATIONS:
a) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein are accurate and true;
Name of Firm
Printed Name
Signature
Title
Date
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 14 of 18
City of Fayetteville
RFQ 15-03, Aviation Engineering Services
SECTION D: Scope of Work
1. INTRODUCTION: The Fayetteville Executive Airport, Drake Field (the Airport) is soliciting statements of qualifications
from firms and individuals to provide engineering services for airport development, and to provide special services
beyond the scope of basic design services.
The Airport proposes to accomplish various projects on an as -needed basis. These projects will be funded through
the Federal Aviation Administration (FAA), Arkansas Dept. of Aeronautics, and Fayetteville Executive Airport funds.
Projects will be approved for engineering services based on funding availability.
The initial year of the contract shall begin in 2015 and be in effect for one (1) full year, with four (4) single year
renewal options.
2. MINIMUM QUALIFICATIONS: Vendors, Proposers, Firms, Individuals (hereafter referred to as Proposers) shall show
experience in providing engineering services to airports certified under Part 139 of the Federal Aviation Regulations.
In particular, a Proposer shall be knowledgeable of FAA policies and procedures and be able to demonstrate
experience in the various types of consultant services discussed in FAA Advisory Circular 150/5100-14D.
To be eligible to submit, a Proposer shall meet the following minimum requirements:
a. Must have all applicable licenses and permits required by the federal government, the State of Arkansas,
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b. Must have and provide, within the last three (3) years, provided similar services under applicable FAA guidelines
and requirements and involving FAA funding.
c. Must have adequate numbers of qualified personnel to accomplish the work.
d. Must comply with the Airport's policy and program for Disadvantaged Business Enterprises
e. Shall have an Arkansas Engineering License.
GENERAL SCOPE OF SERVICES: The general scope of work shall consist of the various types of consultant services
discussed in FAA Advisory Circular 150/1500 —14D. The general tasks to be performed shall include but not limited
to the following:
Enp,ineering Services for Airport Development Projects:
a. Preliminary Phase: This phase involves those activities required for defining the scope of a project and
establishing preliminary requirements. Some examples of activities within this phase of a project include:
i. Conferring with the Airport on project requirements, finances, schedules, early phases of the project, and
other pertinent matters; and meeting with FAA and other concerned agencies and parties on matters
affecting the project.
ii. Planning, procuring, and/or preparing necessary surveys, geotechnical engineering investigations, field
investigations, and architectural and engineering studies required for preliminary design considerations.
iii. Developing design schematics, sketches, environmental and aesthetic considerations, project
recommendations, and preliminary layouts and cost estimates.
b.Design Phase: This phase includes all activities required to undertake and accomplish a full and complete project
design. Examples include:
L Conducting and attending meetings and design conferences to obtain information and to coordinate or
resolve design matters.
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 15 of 18
ii. Collecting engineering data and undertaking field investigations; performing geotechnical engineering
studies; and architectural, engineering, and special environmental studies.
iii. Preparing necessary engineering reports and recommendations.
iv. Preparing detailed plans, specifications, and cost estimates, and design/construction schedules.
v. Preparing Construction Safety Plans
vi. Printing and providing necessary copies of engineering drawings and contract specifications
c. Bidding or Negotiation Phase: These activities are sometimes considered part of the construction phase. They
involve assisting the Airport in advertising and securing bids, negotiating for services, analyzing bid results,
furnishing recommendations on the award of contracts, and preparing contract documents.
d. Construction Phase: This phase includes all basic services rendered after the award of a construction contract,
including, but not limited to, the following activities:
i. Providing consultation and advice to the Airport during all phases of construction.
ii. Representing the Airport at preconstruction conferences
iii. Inspecting work in progress periodically and providing appropriate reports to the Airport.
iv. Reviewing and approving shop and erection drawings submitted by contractors for compliance with design
concept/drawings.
V. Reviewing, analyzing, and approving laboratory and mill test reports of materials and equipment
vi. Preparing and negotiating change orders and supplemental agreements.
vii. Observing or reviewing performance test required by specifications.
viii. Determining amounts owed to contractors and assisting Airport in the preparation of payment request.
ix. Making final inspection and submitting a report of the completed project to the Airport
X. Reviewing operations and maintenance manuals
4. SPECIAL SERVICES: The development of some projects may involve activities or studies outside the scope of the basic
design services routinely performed by the consultant. These special services may vary greatly in scope, complexity,
and timing and may involve a number of different disciplines and fields of expertise.
5. PROPOSAL FORMAT: Proposers are required to submit six (6) hard copies and an electronic copy of the proposal
response, providing information using the following format:
a. Exhibit capability to achieve proposed projects. Information should reflect knowledge of FAA regulations, policies,
and procedures, as well as credentials of key personnel.
b. Experience in performing similar projects under FAA guidelines involving federal funding
c. Statement regarding and Affirmative Action Program and proposed DBE participation
d. Location of main office and/or branch office providing services.
e. List of references on similar projects currently in process or which have been accomplished over the last three (3)
years. List contact name and phone number of each reference listed.
6. DISADVANTAGED BUSINESS ENTERPRISES PROGRAM: The Fayetteville Executive Airport, Drake Field, in accordance
with Title VI of the Civil Rights Act of 1964, 79 Stat 252, 42 U.S.C. 2000d-4 and Title 49, Code of Federal Regulation,
Department of Transportation Subtitle A, Office of the Secretary, Part -26 Nondiscrimination in federally assisted
programs of the Department of Transportation issued pursuant to such Act, herby notifies all proposers that it will
affirmatively ensure that in any contract entered into pursuant to this advertisement, Disadvantaged Business
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 16 of 18
Enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be
discriminated against on the grounds of race, color, or national origin in consideration for an award. All proposers
shall make good faith efforts, as defined in Appendix A of 49 CFR Part 26, Regulations of the Office of the Secretary
of Transportation, to subcontract 1.4 percent of the dollar value of the prime contract to small business concerns
owned and controlled by socially and economically disadvantaged individuals (DBE). In the event that a proposer for
this solicitation qualifies as a DBE, the contract goal shall be deemed to have been met. Individuals who are
reputably presumed to be socially and economically disadvantaged include women, African Americans, Hispanics,
Native Americans, Asian -Pacific Americans, Asian -Indian Americans and Americans with Disabilities. All proposers
are required to submit information concerning the DBE(s) that will participate in this contract. The information will
include:
1. The name and address for each DBE
2. A description of the work to be performed by each named firm
3. The percentage of the contract (subcontract)
4. Written and signed documentation of commitment to use a DBE subcontractor whose participation it
submits to meet a contract goal.
5. Written and signed confirmation from the DBE that it is participating as provided in the proposer's
commitment.
6. If the proposer fails to achieve the contract goal as stated herein, it will be required to provide
documentation demonstrating that it made good faith efforts in attempting to do so.
A proposal that fails to meet these requirements will be considered non -responsible. Evidence of good faith efforts
forms found at attachment #1 may be used to provide the required documentation.
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 17 of 18
City of Fayetteville
RFQ 15-03, Aviation Engineering Services
SECTION E: DBE Form
All bidders/proposers are required to provide the following information and for all DBE and non -DBE subcontractors, who
provided a proposal, bid, or quote on this project and shall be submitted with their bid/proposal in order to be considered
as a 'responsible' bidder/proposer.
The purpose of collecting this information is to comply with requirements at federal regulation 49CFR part 26.11(c) to
maintain and update a Bidders List to assist in the overall annual goal DBE goal setting process.
Firm Name: Phone:
Address: Fax:
Email:
Contact Person;
Is the firm currently certified as a DBE with the Arkansas Unified DBE Program? ❑ YES .❑ NO
Type of work/services/materials provided by firm:
What were your firm's Gross Annual receipts for last year?
❑ Less than $1 Million ❑ Less than $5 Million ❑ Less than $10 Million
❑ Less than $15 Million ❑ More than $15 Million
This form can be duplicated if necessary to report all bidders (DBEs and non- DBEs) information.
City of Fayetteville, AR
RFQ 15-03, Aviation Engineering Services
Page 18 of 18