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8837 - Statement of Work1 Statement of Work Professional Engineering Services Denton Municipal Electric (DME) is seeking Professional Engineering Services. It is DME’s intent to award to qualified respondent(s) list, and to have the ability to award an unspecified number of contracts per work category the next three years before re-advertising another RFQ for these services. A: INTRODUCTION Denton Municipal Electric, a department of The City of Denton (City), a home-rule city of the State of Texas, is requesting submissions to select at least one firm per category with demonstrated experience in providing professional services for the delivery of projects AND consulting services to provide staffing support for the Utility. Firms may submit on any and all of the individual categories of work relating to design, project management and construction phase assistance of DME’s infrastructure as described in this document. The responses shall be submitted to the City of Denton in a sealed submission. The awarded firm(s) shall have the ability to accomplish all aspects of the requested services in the category(s) selected. B: SCOPE OF WORK Description of Work DME is seeking to pre-qualify at least one respondent per category for a period of three-years and the option to renew for six (6 months). Interested firms may be qualified for one or more of the following work categories including: Major work categories: • Energy Services • Electric Transmission and Substations • Electric Distribution • Denton Energy Center • Energy Management Organization • Technical Software and Applications C: EXPECTATIONS OF CITY DURING AND AFTER CONCLUSION OF RFQ AWARD DME wants to establish a pre-qualified eligibility list of Professional Engineering firm(s) who have demonstrated competence and qualifications to perform the work required for the awarded category and as outline in this document. To be placed on the eligibility list for one or more categories, engineering firm(s) must be able to meet our expectations as outlined in this solicitation, include services listed in Scope of Work- Section B, and meet minimum score requirements as outlined on Section J – Selection Criteria. DME wants to work with the successful firm(s) for seamless start-to-finish project completion. 2 RFQ submissions and subsequent documentation will comply with all Federal, State, County and City laws, regulations, and licensing. The successful firm(s) will provide a competent and experienced contract administration liaison to work with the City and any selected contractor(s). Deliverables and specific project scopes will be determined in writing for each project awarded under this PREQUALIFIED LIST RFQ. To award work, it is the intent of DME to re-evaluate each firm’s Statement of Qualifications and experience as it relates to each new project. Firms on the eligibility list will be re-evaluated based on selection criteria relevant to each project. Selection criteria after award may consist of firm’s qualifications and experience as it relates to the specific project, availability, expertise, workload, and any other relevant factors. DME intends to use the information provided during the pre- qualification process to re-evaluate for award. Sample selection criteria after award is posted for review as Exhibit 1. Exhibit 1 scoring criteria is subject to change based on each project’s unique needs. Deliverables and specific project scopes will be determined in writing for each project awarded under this RFQ. DME wants to work with the successful pre-qualified firms for seamless start-to-finish project completion. Our expectations include all services listed in B: Scope of Work. RFQ submissions and subsequent documentation will comply with all Federal, State, County and City laws, regulations, and licensing. The successful firm will provide a competent and experienced contract administration liaison to work with the City and any selected contractor(s). Deliverables and specific project scopes will be determined in writing for each project awarded under this RFQ. D: OBJECTIVES To provide qualified Professional Engineering Services to accomplish the needs of DME. The established pre-qualified list of eligible engineering firms does not guarantee the use of these specific engineering firms; DME reserves the right to select and use individual engineers with indefinite quantity, stated with solicitation upfront and in the contract that no work is guaranteed. The number of projected individual contracts and total value over the next two to three years is presently unknown. As work becomes available, firms will be reviewed and scored for each project. Selected prequalified firms will be evaluated each time work (i.e. a new project) is solicited. Solicitations will be evaluated each time using the prequalified list of firms for each pre- approved category and their information provided during this RFQ. At the sole discretion of DME, we may request additional information during the selection process. E: PROFESSIONAL SERVICES REQUESTED All engineering services will be performed under the direct supervision of a Registered Professional Engineer employed by the engineering firm and licensed to practice in the State of Texas. The Engineer will seal all documents requiring the seal of a Professional Engineer. The services will meet or exceed the minimum standards of practice established by the Texas Board of Professional Engineers. 3 Interested firms must be registered by the State of Texas to provide services in the State. All fees and taxes are the responsibility of the offeror. With each submittal, firms will be required to include copies of current licenses or certifications of the lead Engineer and any other firm employee that will be signing and/or sealing official documents. The firm shall not substitute or replace the lead engineer, or any other major staff involved with this contract without the written acceptance by the City of Denton. F: FIRM RESPONSIBILITIES The successful firm(s) shall perform all necessary actions as defined by each awarded contract that results from this RFQ. Due to the uniqueness and variability of projects subject to this RFQ, Firm’s responsibilities, project scopes, schedules and budgets shall be negotiated and agreed upon in writing at the time services are required. G: DME RESPONSIBILITIES Similar to the Firm’s responsibilities above, DME shall perform all necessary actions as defined by each awarded contract as a result of this RFQ. Due to the uniqueness and variability of projects subject to this RFQ, DME’s responsibilities shall be negotiated and agreed upon in writing at the time services are required. H: PRICING Pricing will not be a factor in evaluating and awarding this RFQ. Any and all pricing references will apply if selected and once a specific project is awarded. Fees for each contract shall be negotiated on a project-specific basis. Invoicing to DME from selected firm for services rendered shall be provided monthly for the services rendered during the month covered. Payment will be made within 30-days of receipt of Firm’s monthly invoice to be paid per the Firm’s rate schedule attached to each contract resulting from this RFQ. Any travel will be reimbursed at cost ONLY after receipts are received, verified, and approved. Travel reimbursement would only be applicable if Engineer is traveling outside a 75-mile radius from the City of Denton and must use the gsa.gov website for mileage reimbursement. Travel outside the 75-mile radius must be approved in advance by DME. I: SUMMARY OF QUALIFICATIONS Interested firms must submit a summary of the firm’s qualifications as outlined in this section and throughout the scope of work. Each firm(s) must possess a State of Texas Registration as a minimum requirement (copy required with submission). The engineering firm(s) scores will be based on the following criteria (it is the firm’s responsibility to provide proof of the following): • a minimum of five (5) years of experience in engineering services for an electric utility, 4 • demonstration of ability to deliver engineering reports within a prescribed timeline, • documentation of past projects/clientele, and • summary of projects with an emphasis on design, team members, implementation, accuracy, and organization. • documentation referenced in Attribute 7. o For clients unable to provide recommendation letters, references will be accepted. Firms must note client is unable to provide letters and include description of the work and any performance measures relevant to the solicitation. • Attachment A – Pre-qualified Categories o Firms may be placed on an eligibility list for more than one category. Firms must fill out and submit Attachment A. o Firms must use Attachment A to provide a brief statement of qualifications for each work category (please limit the number of pages submitted per Firm to a cumulative total of less than 30 pages for all categories). • Attachment B - Resumes of Available Experienced Staff Members o Firms must fill out and submit Attachment B. o Firms must use Attachment B to provide resumes of available experienced staff members as it relates to Attachment A. Additional points will be given to firms possessing additional certifications, licenses, or designations from applicable professional organizations. J: SELECTION CRITERIA All firm(s) will be evaluated and scored as outlined in the evaluation procedures of this solicitation. Firms with a score of 80 and above that meet and follow all the requirements as outlined in this specification will be placed on the eligibility list for the qualified categories. a) Experience and qualifications of the Respondent (FACTOR: 40%). b) Past Performance and experience on projects of this magnitude and complexity (FACTOR: 30%). c) Ability to meet schedule (Experienced staff Number) (FACTOR: 20%). d) Overall Fit of this Team with City Goals & Objectives (FACTOR: 10%). The total possible score of the submissions shall be scored and weighted as indicated above. Based on the outcome of the computations performed, each submission will be assigned a raw score. The assigned weight will then be applied to these scores to calculate an overall score for each submission for completion of the final scoring process.