4511 RFP Mayhill Road
Purchasing Department
901-B Texas St.
Denton, TX 76209
(940) 349-7100
www.dentonpurchasing.com
RFP #4511
Request for Proposals For
Engineering Design of Mayhill Road
Widening and Improvements
PROPOSALS DUE: June 17, 2010
2:00 P.M.
Bid submitted by:
Company Name
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
REQUEST FOR PROPOSALS
FOR PROFESSIONAL SERVICES
Engineering Design of Mayhill Road Widening and Improvements
RFP No. 4511
I. INTRODUCTION
The City of Denton is interested in receiving proposals pertaining to the provision of professional
services. It is the City’s intent to contract with a qualified engineering consulting firm for the
design of improvements to Mayhill Road from Interstate Highway 35 East (IH35E) at Colorado
Boulevard north to University Drive (U.S. Hwy. 380). This effort will include, but not be limited
to, preparation of construction plans and bid documents, opinions of probable construction
costs, identification of right-of-way requirements and any necessary ROW acquisitions, and
identification of any additional steps through the bidding and construction phases that may be
necessary to bring the project to completion. Receipt of appropriate responses to this Request
for Proposals (RFP) comprises the initial phase of identifying and selecting a qualified and
available team to perform this scope of work.
II. SCOPE OF WORK
A. EFFORT REQUIRED
Mayhill Road is classified as a primary arterial on the City’s Mobility Plan, having a six-lane,
divided cross-section with 135-feet of right-of-way (ROW). The City has received funding for the
construction of four lanes of the six-lane section through Regional Toll Revenue funding from
the Texas Department of Transportation (TxDOT), from Denton County Precincts No. 1 and 4,
and from the sale of bonds. Although State funds are involved in financing the project, the
Mayhill Road Widening and Improvements project will be permitted and designed as a local
project in accordance with the Advance Funding Agreement (AFA) between the State and the
City.
The selected Consultant’s scope of services will include but not be limited to the following items:
1. Project management.
2. Public involvement and meetings.
3. Topographic and boundary surveying.
4. Bridge design.
5. Roadway plan and profile design.
6. Environmental studies and permitting.
7. Geotechnical investigations and pavement design.
8. Hydrologic and hydraulic studies and associated storm system design (the City of
Denton designs its systems to 100-year storm frequency capacity).
9. Water and wastewater line relocations.
10. Storm water pollution prevention.
11. Traffic signals and illumination design.
12. Pavement markings and signage.
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
13. Working with and through City of Denton project manager, provide coordination of
activities with City of Denton, TxDOT, Denton County Transportation Authority (DCTA),
USACE, various utility providers and permitting agencies as necessary and appropriate.
Design services included as part of project delivery will include but may not be limited to the
following major tasks:
1. Preliminary Design Phase:
a. Develop a schematic layout of roadway route alternatives with tasks to include
field survey, preliminary opinions of probable construction costs, and pertinent
preliminary right-of-way (ROW) and drainage analysis information needed for
review by the City in selecting a final route.
b. Preliminary subsurface evaluation including test borings as appropriate along the
selected route.
c. Perform a market study of land value(s) for ROW acquisition.
d. Perform a sub-surface evaluation and utility impacts assessment.
e. Provide permit recommendation(s), including but not limited to the U.S. Army
Corps of Engineers and TxDOT. This project spans the Denton County
Transportation Authority (DCTA) commuter rail line just north of the Colorado
Boulevard intersection, crosses tributaries of Pecan and Cooper Creeks and
connects to two TxDOT roadways, F.M. 426 and U.S. Hwy. 380.
f. Provide preliminary bridge layouts for the DCTA line, including coordination with
and accommodation for any utilities placed in association with the DCTA line,
and various creek crossings. The Pecan Creek bridge for the future southbound
lanes of Mayhill Road south of F.M. 426 has already been constructed through
an earlier project (three lanes in width), but the bridge for the northbound lanes
will be included in this project.
2. Final Design Phase:
a. Prepare detailed construction plan(s) and specification(s) for bidding and
construction purposes.
b. Perform full geotechnical investigation for project structures, profiles and
pavement design. Pavement design will be based on 40-year design life with
10% truck traffic mix using volumes in the City’s Transportation Design Criteria
Manual for LOS-D on a primary arterial at a minimum.
c. Coordinate utility relocation(s) for various providers. Design relocations of any
affected City water and sewer utilities.
d. Prepare all necessary permit(s)/application(s). RFP submittal should reflect a
thorough knowledge of all permits necessary to construct project.
e. Prepare a Metes and Bounds description of ROW tract(s) and easement
documents as applicable and negotiate for acquisition of same.
f. Perform an evaluation(s) to determine if a Letter of Map Revision (LOMR) should
be processed. LOMR preparation, if necessary, will be included in scope of
services.
3. ROW: Perform ROW negotiations and acquisitions. RFP submittal should reflect
project team makeup to accomplish this task.
4. Bidding and Contract Award Phase: Provide support during the bid process including
preparation of all addenda as necessary, answering bid phase questions, participation in
the pre-bid meeting and the technical evaluation of bids received.
5. Construction Administration and Inspection Phase: Show capabilities to perform full-
service construction general administration and full-time onsite representation.
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
B. PROJECT SCHEDULE
The City’s AFA with the State calls for compliance with the following schedule:
Phase I (engineering) FY 2010
Phase II (ROW acquisition) FY 2011
Phase III (utility relocations) FY 2011
Phase IV (construction) FY 2012
For the purposes of the AFA, the fiscal year begins on September 1st. Funds are required to be
encumbered within 30 days after the beginning of the fiscal year. Based on the AFA
requirements, the City has developed the following preliminary project schedule:
Notice to Proceed August 18, 2010
Preliminary Design Complete January 15, 2011
Final Design Complete May 15, 2011
Bid Package Available June 1, 2011
Contract Awarded September 15, 2011
Substantial Completion September 15, 2014
III. SUBMISSION REQUIREMENTS
The responses should address each of the following areas in the same order in which they are
set forth below.
A. STATEMENT OF INTEREST
Provide a statement of interest pertaining to this specific project, including a statement of
availability to undertake this project with respect to personnel proposed for the project team and
the time frame defined by the City.
B. RFP ORGANIZATION
1. Name and address of respondent and each sub-consultant firm (if applicable).
2. Data and general qualifications for each firm.
3. Firm and each sub-consultant’s profile, including:
a. Age of firm.
b. Type of firm (e.g. partnership, professional corporation, etc.).
c. Firm history.
d. Firm size (professionals by discipline).
e. Areas of specialty/concentration.
f. Contact information.
4. Description of the team:
a. Identification of the single point of contact for the team.
b. Identification of key personnel for respondent and sub-consultants to be
assigned to the project, including specific roles and time allocation by
individual.
c. Organizational chart illustrating reporting lines with names and titles for key
participants proposed by the respondent and each sub-consultant, if
applicable.
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
5. Resumes for each key individuals on the team and definition of that person's role in
developing the design for the subject project.
6. Project Understanding and Approach: State what you believe to be the most
pertinent considerations and challenges that must be addressed in developing this
design.
7. Discuss your proposed team organization and communication. Be specific with
regard to internal and external communications, quality control, and individual
responsibilities.
8. Include anticipated percentage of time that each key team member will allocate to
the project, for each phase.
9. Show an outline schedule for the anticipated project duration. Schedule should
include each anticipated phase of work, as you currently understand the project’s
scope.
10. Include any alternate approaches which may reduce costs, including but not limited
to routing alternatives and phasing as applicable or relevant.
11. Provide a statement of projected deliverables: Reports, models, traditional graphics,
computer-generated graphics, data collected, etc.
C. RELEVANT EXPERIENCE AND CAPABILITIES
Relevant experiences and capabilities for the respondent and team members will be judged
through a review of both completed and ongoing projects; however,
greater weight will be given to projects completed in the past 5 years containing the team
members proposed.
1. The key areas of interest for which project data is to be submitted:
a. Urban street/highway and drainage design.
b. Floodplain issue(s)/LOMR processing.
c. Permitting experience, including but not limited to: USACE and TxDOT.
d. Utility coordination and design experience.
e. Bridge design experience and certifications.
f. Subsurface and geotechnical evaluations.
2. Relevant project experience information to include:
a. Institution name.
b. Location.
c. Project description with specifics related to project scope,
d. Nature of professional service delivered by your firm(s) on each of these relevant
projects including proposed team member participation.
e. Nature of your firm's control on each of these relevant projects (i.e., joint venture,
prime professional, consultant, etc.).
f. List of client references for relevant projects with contact name(s) and telephone
number(s).
IV. SELECTION PROCEDURE/DESCRIPTION OF PROCESS
All RFP submittals must be received by 2:00 p.m. (local time) on June 17, 2010 to be
considered.
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
A. SUBMITTAL OF PROPOSALS
1. One original copy signed by an officer authorized to bind the company, and 6 copies
of your completed RFP must be submitted in a sealed envelope by 2:00 p.m. on
June 17, 2010. RFPs may be mailed or hand delivered. However, if sent by mail, the
responsibility of timely delivery is entirely up to the respondent.
2. Primary RFP shall be no more than 30 pages in length. Appendices may be used for
general firm information and resumes.
3. Each sealed RFP shall be properly addressed with the name of the Firm/proposer
and the item description "RFP # 4511 Engineering Design of Mayhill Road Widening
and Improvements" written on the outside of the package and delivered or mailed to:
City of Denton
Purchasing Department
901 Texas Street
Denton, TX 76201
Attn: Karen Smith
4. Submittals received after 2:00 p.m. on June 17, 2010, will not be considered, and
any RFP received after the scheduled closing time shall be returned to the
respondent unopened.
5. Supplemental information for the respondent’s use in the preparation of the RFP
submittal (including the preliminary route study for Mayhill Road, the project AFA and
the City’s standard professional services agreement) are available on-line at
http://www.cityofdenton.com/index.aspx?page=454. Refer to the folder labeled
“Mayhill Road” on the web page.
6. Questions concerning this RFP should be directed to Frank G. Payne, P.E., City
Engineer at 940-349-8946 or frank.payne@cityofdenton.com.
B. RFP WITHDRAWAL
No RFP may be withdrawn after having been formally opened by the City of Denton.
C. LEGAL DISPUTES
Respondent agrees and stipulates that, in the event any litigation should occur concerning or
arising out of any submittals made in response to this RFP, the sole venue of any such legal
action shall be in Denton County Texas.
D. LICENSES AND FEES
Firm must be licensed by the State of Texas. Any and all fees and taxes are the responsibility
of the offeror.
E. REJECTION OF SUBMITTALS
The City of Denton reserves the right to:
1. Reject any and all RFPs received, and
2. Issue subsequent Requests for Proposals.
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
F. RESPONDENT RESPONSIBILITY - RFP COSTS
It is to be understood and agreed by offeror that this Request for Proposals does not obligate
the City of Denton to pay any costs incurred by offeror in the preparation and submission of an
RFP, or any subsequent oral interview.
G. PROPOSALS - PUBLIC INFORMATION
RFPs are subject to open records requests. After evaluation and award by the City of Denton,
the unsuccessful offeror(s) may request a debriefing regarding their submittal. Please contact
Frank G. Payne, P.E. to arrange a debriefing.
H. PROPOSAL FORMAT
Facsimile or electronic proposals will not be accepted by the City of Denton.
I. EQUAL OPPORTUNITY/AFFIRMATIVE ACTION
All Equal Employment Opportunity laws apply to this project.
J. STANDARD REQUIREMENTS
Any resulting contract will be subject to the standard requirements, terms and conditions of the
City of Denton covering such contracts. An official and signed copy of the contract
requirements (Professional Services Agreement) will be furnished to the firm selected for
negotiations for the provision of professional services for this contract. Any objection or
modification(s) to the Agreement, other than the information needed to consummate it, needs to
be addressed in the proposal. The City of Denton reserves the right to consider or reject these
objections or modifications.
K. SUB-CONSULTANTS
The City of Denton reserves the right to approve or reject any sub-consultants proposed for
work under this proposal.
L. CANCELLATION
The City of Denton reserves the right to cancel any subsequent contract negotiated if the
services provided are not meeting the City of Denton's needs. Notification will be provided in
writing. Payment will only be provided on those services that are performed prior to cancellation
of the contract.
V. EVALUATION AND SELECTION PROCESS
A. SUBMITTAL REVIEW
A Selection Team will review the RFPs. This Selection Team will include the City Engineer, the
Project Manager and members from within the staff of the City of Denton familiar with this
proposed project. Selection of a project team for negotiation of the professional engineering
services associated with this RFP will be made on the basis of demonstrated competence and
qualifications to perform the services required. The firms deemed most highly qualified and
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
responsive to the City of Denton’s needs will be invited for an oral interview. Once this selection
has been made the City will attempt to negotiate a contract with the selected firm at a fair and
reasonable price, all in accordance with the Professional Services Procurement Act. The
respondents should be aware that it is the City’s intent to incur costs below that shown in the
project AFA for each phase of the work, including the engineering services.
Evaluation of proposals will be based on the following:
1. Identification and understanding of the City's requirements for this project.
FACTOR: 20%
2. Firm's/sub-consultant’s past performance and experience on projects of this
magnitude and complexity.
FACTOR: 20%
3. Firm's/sub-consultant’s experience with specific issues (engineering designs for
pavement and bridges, drainage, permits, utility coordination, ROW acquisitions)
related to this project.
FACTOR: 20%
4. Experience and qualifications of key personnel available for this project.
FACTOR: 20%
5. Schedule and information/alternatives presented for this scope of services as defined
in the scope of work.
FACTOR: 20%
B. FURTHER INFORMATION
The City of Denton has the option to request that further information be provided by a firm in
order to complete the evaluation.
C. CONTRACTING
The selected firm will be offered a contract (with possible extensions for future phases, if
applicable); although, the City of Denton reserves the right to select other firms for future
phases.
D. NOTIFICATION
All respondents will be notified of the firm selected to perform the requested work upon final
determination by the City of Denton,
E. RFP SCHEDULE
Following is the proposed schedule for the selection process:
RFP Issue Date: May 21, 2010
Pre-proposal Meeting: May 28, 2010
Proposal Due Date: June 17, 2010 (2:00 P.M. local time)
Short List Notification Date: June 25, 2010
Oral interviews/Presentations: July 8, 2010
Receive Fee Proposal: July 19, 2010
Complete Consultant Negotiations: July 26, 2010
City Council Authorization: August 17, 2010
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REQUEST FOR PROPOSAL #4511
Proposals due: 2:00 P.M. on June 17, 2010
Notice to Proceed August 18, 2010
These are proposed and estimated dates only.