On-Call Civil Engineering Services for CRS (PW04292020ACP)

Agency: City of San Antonio
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
Posted Date: Apr 29, 2020
Due Date: Jun 15, 2020
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Contact information: Please Login to View Page
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On-Call Civil Engineering Services for CRS (PW04292020ACP)
The City of San Antonio will utilize online submittal services via CIVCAST at https://www.civcastusa.com/bids for the Request for Qualifications for the On-Call Civil Engineering Services for CRS - #PW04292020ACP project. Online submittal services will open on Wednesday, April 29, 2020 and close on Monday, June 15, 2020 at 10:00 A.M. CST; please follow submittal instructions on CIVCAST. Scope of Work: Services may include, but are not limited to analyzing the City’s floodplain management program relative to the Community Rating System (CRS); prepare CRS Program Plan; develop and implement flood insurance Outreach Program; and other storm water engineering services. A Non-Mandatory Pre-Submittal meeting will be held on Tuesday, May 12, 2020 at 11:30 AM via WebEx.

Document Type Size
RFQ – On-Call Civil Engineering Services for CRS (PW04292020ACP) Adobe PDF 401.28 KB
Civcast Training Guide Adobe PDF 127.49 KB
Solicitation Synopsis Adobe PDF 536.62 KB

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CITY OF SAN ANTONIO
PUBLIC WORKS DEPARTMENT
REQUEST FOR QUALIFICATIONS
(“RFQ”)
for
ON-CALL CIVIL ENGINEERING SERVICES FOR THE COMMUNITY RATING SYSTEM
RFQ: #PW04292020ACP
Release Date: April 29, 2020
Proposals Due: June 15, 2020; 10:00 AM Central Standard Time
RESTRICTIONS ON COMMUNICATIONS
In accordance with and as authorized by Section 2-61 of the City Code, the following restrictions on communications apply to this
solicitation: Respondents are prohibited from contacting 1) City officials, as defined by §2-62 of the City Code of the City of San
Antonio, regarding the RFQ or proposal from the time the RFQ has been released until the contract is posted for consideration as an
agenda item during a meeting designated as an A session; and 2) City employees from the time the RFQ has been released until the
contract is approved at a City Council “A” session.
Restrictions extend to “thank you” letters, phone calls, emails and any contact that results in the direct or indirect discussion of the
RFQ and/or proposal submitted by Respondent.
Violation of this provision by Respondent and/or its agent may lead to disqualification of Respondent’s proposal from consideration.
For additional information, see the section of this RFQ entitled “Restrictions on Communication”.
TABLE OF CONTENTS
Section
Page Number
I. BACKGROUND ...............................................................................................................................................3
II. SCOPE OF WORK AND GENERAL REQUIREMENTS.............................................................................3
III. SCHEDULE OF EVENTS.............................................................................................................................4
IV. PRE-SUBMITTAL CONFERENCE..............................................................................................................4
V. SUBMITTAL DOCUMENT REQUIREMENTS AND EVALUATION CRITERIA....................................4
VI. SUBMISSION INSTRUCTIONS...................................................................................................................8
VII. AMENDMENTS TO RFQ............................................................................................................................9
VIII. RESTRICTION ON COMMUNICATIONS ..............................................................................................9
IX. AWARD OF CONTRACT AND RESERVATION OF RIGHTS ............................................................... 10
Contract Template
General Conditions
SBEDA Ordinance Contract Provisions
ATTACHMENTS
Forms for Submittal with Statement of Qualifications:
Submittal Checklist and Table of Contents
Exhibit A
Exhibit B
Exhibit C
Form 1
Required Forms (to be uploaded individually):
Submittal Cover/Signature Sheet
Contracts Disclosure Form
Litigation Disclosure Form
SBEDA Commitment Form
Form 2
Form 3
Form 4
Form 5
ON-CALL CIVIL ENGINEERING SERVICES FOR THE CRS
(RFQ: PW04292020ACP)
Page 2
ON-CALL CIVIL ENGINEERING SERVICES FOR THE COMMUNITY RATING SYSTEM
(RFQ: PW04292020ACP)
I. BACKGROUND
The City of San Antonio (hereafter referred to as “City”), Public Works Department (hereafter referred to as “PW”) is seeking
Statement of Qualifications (hereafter referred to as a “SOQ”) from qualified firms to provide construction services for the On-
Call Civil Engineering Services for t1he Community Rating System Project (hereafter referred to as “the Project”).
Community Rating System (CRS) is a voluntary incentive program that recognizes and encourages community floodplain
management activities that exceed the minimum National Flood Insurance Program (NFIP) requirements. Under CRS, flood
insurance premium rates are discounted to reward community actions that meet the three goals of CRS:
1. Reduce flood damage to insurable properties;
2. Strengthen and support the insurance aspects of NFIP; and
3. Encourage comprehensive approach to floodplain management.
There are benefits for San Antonio being part of CRS:
• Reduced flood insurance rates for property owners who are now in the floodplain or will be in the floodplain in the
future;
• Property owners in CRS communities have increased opportunities to learn about risk, evaluate their vulnerabilities,
and take action to protect their homes and businesses;
• CRS floodplain management activities provide enhanced public safety, reduced damage to property and public
infrastructure, and avoidance of economic disruption and loss;
• Communities can evaluate the effectiveness of their flood programs against a nationally recognized benchmark;
• Technical assistance in designing and implementing some activities is available to community officials at no charge.
CRS application process requires thorough documentation and specialized review. The most effective way to prepare the
application is to utilize a consultant with experience in the CRS application. PW is requesting qualifications for a consultant to
analyze all aspects of the City’s floodplain management program to maximize the points awarded. Consultant would prepare,
submit, and process the application through to time of approval. Consultant would also be responsible for preparing a CRS
Program Plan, which would outline department resource needs to maintain a reasonable and successful CRS program. PW is
striving for a CRS Class 5, which would yield a 25% reduction in flood insurance premiums.
The selected consultant(s) shall provide engineering services on an as-needed basis in connection with the City’s entry into the
Community Rating System (CRS) program for a one year term not to exceed amount of $250,000.
II. SCOPE OF WORK AND GENERAL REQUIREMENTS
• Analyze City’s floodplain management program relative to Community Rating System (CRS) program requirements
and to maximize proposed CRS rating;
• Prepare, submit, and process CRS application through approval;
• Prepare a CRS Program Plan to outline department resource needs to maintain a reasonable and successful CRS
program;
• Develop and implement flood insurance Outreach Program to include public service announcements (PSAs), events,
mailers, etc.
• Other storm water engineering services as needed.
ON-CALL CIVIL ENGINEERING SERVICES FOR THE CRS
(RFQ: PW04292020ACP)
Page 3
III. SCHEDULE OF EVENTS
The following tentative schedule has been prepared for this project:
Pre-Submittal Conference:
Deadline for Submission of Written Questions:
Responses Due:
Interviews, if necessary
Anticipated City Council Consideration
May 12, 2020, at 11:30 AM, CST
May 19, 2020, at 4:00 PM, CST
June 15, 2020 at 10:00 AM, CST
July, 2020
September, 2020
IV. PRE-SUBMITTAL CONFERENCE
A Pre-Submittal Conference is scheduled to be held on Tuesday, May 12, 2020, at 11:30 AM Central Standard Time. The
Pre-Submittal Conference will be held via WebEx meeting. Prospective Respondents may join the WebEx using the following
instructions:
Join by phone: 1-415-655-0001
Meeting number (access code): 808 430 765
Meeting password: 75GXrJJ5E2d
Join meeting online:
https://sanantonio.webex.com/sanantonio/j.php?MTID=m1a0a6856a438b9daea24b20a48c58188
Attendance at the Pre-Submittal Conference is optional, but highly encouraged.
Respondents who join the WebEx Pre-Submittal Conference are highly encouraged to email the solicitation’s point of contact
person confirming Respondent attendance and participation through the WebEx.
Respondent is encouraged to submit written questions concerning this RFQ through the CivCast website at least five (5)
calendar days in advance of the Pre-Submittal Conference, in order to expedite the proceedings.
City’s responses to questions received by this due date may be distributed at the Pre-Submittal Conference, as well as being
posted on the CivCast website at https://www.civcastusa.com/bids.
Any oral responses provided by City staff at the Pre-Submittal Conference shall be preliminary. A written summary of the Pre-
Submittal Conference shall contain City’s official responses to issues raised during the Pre-Submittal Conference and posted
on the CivCast website at https://www.civcastusa.com/bids. Any oral response given at the Pre-Submittal Conference that is
not confirmed in the posted written summary from the Pre-Submittal Conference or in a subsequent addendum shall not be
official or binding on City. Only written responses shall be official. All other forms of communication with any officer,
employee or agent of City shall not be binding on City.
V. SUBMITTAL DOCUMENT REQUIREMENTS AND EVALUATION CRITERIA
City will conduct a comprehensive, fair and impartial evaluation of all submittals received in response to this RFQ. City may
appoint a selection committee to perform the evaluation(s) of the received submittals. Each submittal received by City shall be
analyzed to determine overall responsiveness and qualifications to the RFQ. The selection committee may select all, some or
none of the Respondents. If City elects to conduct interviews, Respondent may be interviewed and re-scored based upon these
same criteria or other criteria, to be determined by the selection committee.
Respondent’s submittal shall include the following items included in Submittal Checklist & Table of Contents in the following
sequence combined in PDF format:
1. SUBMITTAL CHECKLIST AND TABLE OF CONTENTS (Form #1) (Indexed and labeled as “Tab 1”)
Respondent shall complete this form, which shall be used as the Table of Contents and as a checklist for Respondent’s
submittal.
ON-CALL CIVIL ENGINEERING SERVICES FOR THE CRS
(RFQ: PW04292020ACP)
Page 4
2. EXECUTIVE SUMMARY (Indexed and labeled as “Tab2”) – Respondent shall include a one (1) page Executive
Summary at the beginning of the Statement of Qualifications. Respondent’s Executive Summary shall state the
number of years Respondent’s team has been in business, Respondent’s number of years in business in its local office,
Respondent’s local office address and the number of employees employed in Respondent’s local office.
3. CONTRACT TEMPLATE AND GENERAL CONDITIONS REVIEW (Indexed and labeled as “Tab 3”)
Respondent shall review the Contract Template and its General Conditions, provided hereto and made a part hereof
and labeled as RFQ Exhibit A and B, and provide written comments and/or concerns regarding the Contract and
General Conditions. If Respondent does not have any comments and/or concerns, Respondent shall indicate this in
this Tab 3. If no objections are submitted by the Respondent, City and Respondent agree Respondent shall sign the
Contract as presented, if a contract is awarded.
4. LETTERS OF REFERENCE (required) (Indexed and labeled as “Tab 4”) – Respondent shall provide a
maximum of five (5) letters of reference including contact information.
5. STATEMENT OF QUALIFICATIONS – Respondent shall provide a narrative document, as outlined in the
Statement of Qualifications below, addressing all evaluation criteria in Section V of this RFQ considering the
project defined in this solicitation. Sufficient information regarding Respondent’s past projects and key personnel’s
experience shall be provided in Respondent’s submittal to indicate its team has met or exceeded the minimum
qualifications provided in Section V of this RFQ in submittal.
City shall conduct a comprehensive, fair and impartial evaluation of all submittals received, in response to this RFQ.
It currently is anticipated City shall appoint and utilize a selection committee to perform said evaluation.
The following Evaluation Criteria shall be used, in recommending the award of this Contract:
A. Experience, Background, Qualifications of Firm, Key Personnel, and Key Sub-Consultants (40 Points)
Respondent shall respond to the following items, as they relate to Scope of Work:
1. Experience (Indexed and Labeled as “Tab 5”) – City shall consider the relevance of past experience of
Respondent. Respondent shall provide a narrative, on (1) page, describing the Respondent’s qualifications, as
they relate to the referenced scope of services in this solicitation. Include specific experience related to the
National Flood Insurance Policy (NFIP), Community Rating System (CRS), community outreach, and program
planning.
2. Project Sheets (Indexed and Labeled as “Tab 6”) – Respondent’s submittal shall include a maximum of
three (3) project sheets, limited to one (1) page for each project included, which shall describe similar projects
Respondent has completed within the last five (5) years. Each project sheet shall include the following:
1. Name and Description of the completed project, including any similarity to the Project defined in this
solicitation;
2. Year(s) of work on the cited project;
3. Respondent’s role in the cited project;
4. Project Manager;
5. Cited project’s original and final contract amounts (explain inconsistencies);
6. Cited project’s proposed completion date and the actual completion date achieved (explain
inconsistencies);
7. Cited project’s owner’s name and the name of the representative (if different) who served as the day-to-day
liaison for the cited project, in the following format:
a. Name of Owner: ______________________________________
b. Name of Owner’s representative: _________________________
c. Representative’s Phone Number: _________________________
d. Representative’s E-mail: _______________________________
3. Proposed Key Personnel/Organizational Chart (Indexed and Labeled as “Tab 7”) –Provide a detailed
organizational chart of Respondent’s proposed team, identifying key personnel who will be committed to work on
the various tasks for this Contract.
ON-CALL CIVIL ENGINEERING SERVICES FOR THE CRS
(RFQ: PW04292020ACP)
Page 5

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