Professional Services for On-Call Subsurface Utility Engineering (SUE) Services

Agency: City of Tucson
State: Arizona
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
Posted Date: Mar 19, 2019
Due Date: Apr 11, 2019
Solicitation No: 192141
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Number title prebid date open date
192141 Professional Services for On-Call Subsurface Utility Engineering (SUE) Services 4/2/2019 4/11/2019
posted: 3/19/2019
Contract Officer: Carole Quintana

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CITY OF TUCSON
NOTICE OF REQUEST FOR QUALIFICATIONS NO. 192141
PROFESSIONAL SERVICES FOR
ON-CALL SUBSURFACE UTILITY ENGINEERING (SUE) SERVICES
Notice is hereby given that the City of Tucson, hereinafter referred to as "COT" is conducting a competitive ONE-STEP
process to retain Five (5) CONSULTANT(S) to provide subsurface utility engineering that involves managing certain risk
associated with utility mapping at appropriate quality levels, utility coordination, utility relocation design and coordination,
utility assessment, utility data distribution, utility relocation cost estimates, and implementation of utility policies. In
general, the work to be performed under this contract is intended to provide the City’s in-house design efforts with vital
underground utility location data management. Individual projects should not exceed two hundred fifty thousand dollars
($250,000). The estimated budget for the first year is five-hundred thousand dollars ($500,000).
The term of this contract will be one (1) year with two (2) two-year renewal options, or portions thereof. However, services
will be requested on an as-needed, if-needed basis and the resultant contract is neither exclusive nor a commitment by
COT that the Consultant's services will be required.
COT invites interested firms to submit written Statements of Qualifications (SOQ’s) relating to this solicitation. An
Evaluation Committee will evaluate firms’ qualifications and experience with similar projects. The firm(s) determined to be
best qualified will then be invited to enter into negotiations with COT for billing rates under the contract.
A copy of this solicitation and possible future amendments may be obtained from our Internet site at:
http://www.tucsonprocurement.com/ by selecting the Bid Opportunities link and the associated solicitation number. The
City does not mail out Notices of available solicitations via the U.S. Postal Service. Email notifications are sent to those
interested offerors who are registered with us and who have selected email as their preferred delivery method. To
register, please visit www.tucsonprocurement.com click on Vendors, then click on Vendor Registration. You may also call
(520) 791-4217 if you have questions.
Statements of Qualifications (SOQ’s) for the specified material or service shall be received by the Department of
Procurement, 255 W. Alameda, 6th Floor, Tucson, Arizona 85701, until the date and time cited.
SOQ’s must be in the actual possession of the Department of Procurement at the location indicated, on or prior to the
exact date and time indicated. Late submittals shall not be considered. The prevailing clock shall be the City Department
of Procurement clock.
Submittals must be submitted in a sealed envelope. The Request for Qualifications number and the offeror's name and
address should be clearly indicated on the outside of the envelope. All submittals must be completed in ink or
typewritten. Questions must be addressed to the Contract Officer listed above.
SUBMITTAL DUE DATE:
SUBMITTAL LOCATION:
Thursday, April 11, 2019 AT 4:00 P.M. Local AZ Time
Department of Procurement
255 W. Alameda, 6th Floor, Tucson, AZ 85701
P.O. Box 27210, Tucson, AZ 85726-7210
PRE-SUBMITTAL CONFERENCE DATE:
TIME:
LOCATION:
Tuesday, April 2, 2019
10:00 A.M., LOCAL AZ TIME
Tucson Water: La Entrada Bldg; 3W Director Conf.
310 W. Alameda, Tucson, AZ 85701
QUESTIONS SHALL BE DIRECTED TO:
CAROLE QUINTANA, SENIOR CONTRACT OFFICER
520.837.4121
Carole.Quintana@tucsonaz.gov.
Publish Dates: Tuesday, March 19, 2019 and Tuesday, March 26, 2019
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
P. O. BOX 27210, TUCSON, AZ 85726-7210
CAROLE.QUINTANA@TUCSONAZ.GOV
REQUEST FOR QUALIFICATIONS NO. 192141
PAGE 2 of 22
SENIOR CONTRACT OFFICER: CAROLE QUINTANA
PH: (520) 837-4121 / FAX: (520) 791-4735
.
SCOPE OF PROFESSIONAL SERVICES
INTRODUCTION:
The City requires the services of professional engineering consultants to perform subsurface utility engineering that
involves managing certain risk associated with utility mapping at appropriate quality levels, utility coordination, utility
relocation design and coordination, utility assessment, utility data distribution, utility relocation cost estimates, and
implementation of utility policies. In general, the work to be performed under this contract is intended to provide the City’s
in-house design efforts with vital underground utility location data management. The result is a design service and
product that can significantly reduce construction cost, improve construction schedules, minimize utility services
disruptions, and reduce contractor’s claims inherent to work around existing underground utilities.
The successful firm(s) shall provide on an as-needed basis, to the City of Tucson, Subsurface Utility Engineering (SUE)
professional services upon request by the Project Manager or a City authorized representative. All SUE work shall
comply with all the rules and regulations set forth by the City, County, State, and Federal governments or any other entity
having jurisdiction and adhere to all laws and regulations pertaining to occupational health, environmental protection, and
all other regulations which apply to any or all work performed pursuant to the Contract. The anticipated budget for year
one of the contract is $500,000 however the City makes no guarantee as to the amount of work the consultants will
actually receive.
PLANNED ENGINEERING SERVICES
The on-call professional services to be provided by the Consultant shall consist of providing SUE services including, but
not limited to:
Performing “designating” services to locate and identify the horizontal position of subsurface utilities, dependent
upon project needs;
Performing “locating” services to obtain utility’s precise vertical and horizontal position utilizing minimally intrusive
excavation method, when possible;
Performing “data management” services to accurately manage and incorporate survey data and CADD mapping
capabilities providing efficient, timely, cost controlled and quality assured product;
Providing a written report for each “locating” excavation hole sealed by a professional registered civil engineer or
land surveyor. The report will identify the horizontal and vertical surveyed locations, grade elevations relative to
the project basis of elevation, stations and offsets relative to project survey control line, and the sizes, types, and
a description of all the utility line encountered.
Providing utility data detection and depiction based upon desired level quality;
Preparing a utility composite base map drawing and electronic file with supporting documents;
Providing deliverables format to clear and distinguish quality levels;
Providing utility composite base map drawings that depict existing subsurface utility data at the indicated quality
level, sealed with an professional registered civil engineer or land surveyor stamp;
Providing all necessary permits and traffic protection provisions to enter public right-of-way and/or private property
from the applicable jurisdiction;
Providing full job site permanent restoration to match existing surface; and
Accepting full responsibility for the job site during all phases of the SUE investigation services.
RESPONSIBILITIES & REQUIREMENTS
A. Personnel pre-approved by the City shall provide the professional and associated services.
B. It is essential that the consultant provide experienced personnel, capable of and devoted to the successful
accomplishment of the tasks assigned under the contract. These personnel shall have the required licenses and
certification to perform these tasks.
C. The Consultant agrees that once assigned to work under this contract, key personnel shall not be removed or
replaced without written notice to and subsequent concurrence of the City.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
P. O. BOX 27210, TUCSON, AZ 85726-7210
CAROLE.QUINTANA@TUCSONAZ.GOV
REQUEST FOR QUALIFICATIONS NO. 192141
PAGE 3 of 25
SENIOR CONTRACT OFFICER: CAROLE QUINTANA
PH: (520) 837-4121 / FAX: (520) 791-4735
D. If key personnel are not available for work under this contract for a continuous period exceeding thirty calendar
days or are expected to devote less effort to the work than anticipated, the Consultant shall immediately notify the
City, and shall, with the consequence of the City, replace such personnel with personnel of equal ability and
qualification.
E. The Consultant shall be available to accept new tasks on an as needed, if needed basis and be able to meet strict
deadlines for the completion of these jobs.
II.
FINANCIAL CONSIDERATIONS
1. In consideration of the services performed under this contract, the City shall pay the Consultant in
accordance with hourly rates negotiated prior to contract award. The level of effort required to complete
each project along with any other direct expenses shall be negotiated prior to issuance of notice-to-
proceed. The negotiated fee will be cost plus fixed fee or lump sum.
2. Consultants shall not be reimbursed for normal business use mileage within Pima County. Work requiring
travel outside of Pima County shall include reimbursement for travel and per diem expenses paid per
current City of Tucson policy (allowances). Any and all travel related expenses must be identified in the
consultant’s cost proposal and approved by City’s Project Manager or Contract Representative prior to
issuance of notice-to-proceed.
3. The Consultant shall consider normal computer and telephonic (including internet and cell-phone service)
usage for daily activities as a part of their cost for conducting routine business; and shall not result in
invoiced charges. Computer time for complex graphics, specialized computer dedicated activities or
computer time for numerical modeling as needed for a specific task must be identified and proposed cost
approved in the consultant’s cost proposal.
4. The City will pay the Consultant following the submission of itemized invoice(s). Each itemized invoice
must bear a written certification by an authorized City representative, confirming the services for which
payment is requested, have been performed as required. Direct expenses shall be paid at cost to
consultant and shall include no markup.
5. Invoices shall be submitted monthly based upon work completed and direct costs incurred. Only upon
completion of the project to the satisfaction of the City’s Project Manager or Contract Representative
through the issuance of written letter of acceptance for the work; shall the release of final payment be
made.
6. The City reserves the right, at its sole discretion; should it be deemed necessary and in the City’s best
interest, to apply ten (10%) percent retainage for invoicing and payment, on a per project basis.
7. The City reserves the right to determine if proposed projects or tasks require the need for Liquidated
Damage (LD) protections. If LD protection is required (based on the scope of work requested), the
language and amount associated with recovery shall be negotiated with the consultant and explicitly
outlined in the notice-to-proceed prior to issuance.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
P. O. BOX 27210, TUCSON, AZ 85726-7210
CAROLE.QUINTANA@TUCSONAZ.GOV
REQUEST FOR QUALIFICATIONS NO. 192141
PAGE 4 of 25
SENIOR CONTRACT OFFICER: CAROLE QUINTANA
PH: (520) 837-4121 / FAX: (520) 791-4735
INSTRUCTIONS TO OFFERORS
1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION:
For purposes of this solicitation and subsequent contract, the following definitions shall apply:
City: The City of Tucson, Arizona
Contract: The legal agreement executed between the City and the Contractor/Consultant.
Contractor/Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process,
is awarded a contract by the City.
Contract Representative: The City employee or employees who have specifically been designated to act as a contact
person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under
this Contract.
Director of Procurement: The contracting authority for the City, authorized to sign contracts and amendments thereto on
behalf of the City.
May: Indicates something that is not mandatory but permissible.
Offeror: The individual, partnership, or corporation who submits a proposal in response to a solicitation.
Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a
substantive requirement, may, at the City’s sole discretion, result in the rejection of a proposal as non-responsive.
Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended
information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the proposal without the
information.
2. PRE-SUBMITTAL CONFERENCE: If scheduled, the date and time of a Pre-submittal conference is indicated on the cover
page of this document. Attendance at this conference is not mandatory. Written minutes and/or notes will not be available,
therefore attendance is encouraged. If an Offeror is unable to attend the Pre-submittal Conference questions may be
submitted in writing. Offerors are encouraged to submit written questions, via electronic mail or facsimile, at least five days
prior to the Request for Qualifications due date to the Contract Officer listed above. The purpose of this conference will be to
clarify the contents of this Request for Qualifications in order to prevent any misunderstanding of the City's position. Any
doubt as to the requirements of this Request for Qualifications or any apparent omission or discrepancy should be
presented to the City at this conference. The City will then determine the appropriate action necessary, if any, and may
issue a written amendment to the Request for Qualifications. Oral statements or instructions will not constitute an
amendment to this Request for Qualifications.
3. INQUIRIES: Any question related to the Request for Qualifications shall be directed to the Contract Officer whose name
appears above. An offeror shall not contact or ask questions of the department for whom the requirement is being procured.
The Contract Officer may require any and all questions be submitted in writing. Offerors are encouraged to submit written
questions via electronic mail or facsimile, at least five days prior to the submittal due date. Any correspondence related to a
solicitation should refer to the appropriate Request for Qualifications number, page and paragraph number. An envelope
containing questions should be identified as such, otherwise it may not be opened until after the official submittal due date
and time. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written
amendment to the Request for Qualifications will be binding.
4. AMENDMENT OF REQUEST FOR QUALIFICATIONS: The Offeror shall acknowledge receipt of a Request for
Qualifications Amendment by signing and returning the document by the specified due date and time.
5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a statement of qualifications, each Offeror shall familiarize
itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be
responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the
expense and difficulties accompanying the fulfillment of contract requirements. The submission of a statement of
qualifications will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment,
other than that provided by the subsequent Contract, for lack of such familiarization.
6. PREPARATION OF STATEMENT OF QUALIFICATIONS:
A. All submittals shall be on the forms provided in this Request for Qualifications package. It is permissible to copy these
forms as required. Facsimiles or electronic mail proposals shall not be considered.
B. At a minimum, your statement of qualification should include the signed Offer form, signed copies of any solicitation
amendments and your response to all evaluation criteria.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
P. O. BOX 27210, TUCSON, AZ 85726-7210
CAROLE.QUINTANA@TUCSONAZ.GOV
REQUEST FOR QUALIFICATIONS NO. 192141
PAGE 5 of 25
SENIOR CONTRACT OFFICER: CAROLE QUINTANA
PH: (520) 837-4121 / FAX: (520) 791-4735
C. The Offer page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer Page,
solicitation Amendment(s), or cover letter accompanying the submittal documents shall constitute an irrevocable offer to
sell the good and/or service specified herein. Offeror shall submit any additional requested documentation, signifying
intent to be bound by the terms of the agreement.
D. The authorized person signing the submittal shall initial erasure, interlineations or other modifications on the submittal.
E. It is the responsibility of all offerors to examine the entire Request for Qualification package and seek clarification of any
requirement that may not be clear and to check all responses for accuracy before submitting a response. Negligence in
preparing a submittal confers no right of withdrawal after due date and time.
F. The City shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation.
G. Offeror must list any subcontractors to be utilized in the performance of the services specified herein. For each
subcontractor, details on respective qualifications must be included.
7. SUBMITTAL FORMAT: SUBMITTAL FORMAT: An original and 4 copies (5 total) should be submitted on the forms and
in the format specified in the solicitation. The original copy of the submittal should be clearly labeled "Original", single-sided
and unbound. The material should be in sequence and related to the solicitation. The sections of the submittal should
be tabbed and clearly identifiable. Offerors shall also submit one electronic copy of the submittal on a jump drive. Any
confidential information shall be submitted on a separate jump drive. Failure to include the requested information may have
a negative impact on the evaluation of the offeror's submittal.
The City will not provide any reimbursement for the cost of developing or presenting the submittals in response to this
solicitation. Failure to include any requested information may have a negative impact on the evaluation and/or may result in
the rejection of the offeror's submittal.
8. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any Request for Qualifications (RFQ) is an offer to contract
with the City based upon the contract provisions contained in the City’s RFQ including but not limited to, the specifications,
scope of work and any terms and conditions. Offerors who wish to propose modifications to the contract provisions must
clearly identify the proposed deviations and any proposed substitute language. These should be identified and submitted
with the RFQ response. The provisions of the RFQ cannot be modified without the express written approval of the Director
or his designee. Exceptions will be addressed during contract negotiations.
9. PUBLIC RECORD: All statements of qualifications submitted in response to this Request for Qualifications shall become
the property of the City and shall become a matter of public record available for review subsequent to the award notification.
10. CONFIDENTIAL INFORMATION: The City of Tucson is obligated to abide by all public information laws. If an Offeror
believes that any portion of a submittal, offer, specification, protest or correspondence contains information that should be
withheld, a statement advising the Contract Officer of this fact should accompany the submission and the information shall
be so identified wherever it appears. The City shall review all requests for confidentiality and may provide a written
determination to designate specified documents confidential or the request may be denied. If the confidential request is
denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection.
11. CERTIFICATION: By signature on the Offer page, solicitation Amendment(s), or cover letter accompanying the submittal
documents, Offeror certifies:
A. The submission of the offer did not involve collusion or other anti-competitive practices.
B. The Offeror shall not discriminate against any employee or applicant for employment in violation of Federal or State law.
C. The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future
employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with the
submitted offer.
The Offeror hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the
authority to bind the Offeror to the Contract.
12. WHERE TO SUBMIT STATEMENT OF QUALIFICAITONS: In order to be considered, the Offeror must complete and
submit its submittal to the City of Tucson Department of Procurement at the location indicated, prior to or at the exact date
and time indicated on the Notice of Request for Qualifications page. The Offeror’s submittal shall be submitted in a sealed
envelope. The words “SEALED SUBMITTAL” with the REQUEST FOR QUALIFICATIONS TITLE, REQUEST FOR
QUALIFCIATIONS NUMBER, SUBMTITAL DUE DATE AND TIME and OFFEROR’S NAME AND ADDRESS shall be
written on the envelope.
13. LATE SUBMITTALS: Late submittals will be rejected.

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