Pavement Management Program and Technical Services ( #24PW007 )

Agency:	City of Prescott
State:	Arizona
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Oct 31, 2023
Due:	Nov 16, 2023
Solicitation No:	#24PW007
Publication URL:	To access bid details, please log in.

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Request for Statement of Qualifications

For

Pavement Management Program and Technical Services

For Fiscal Year 2024-2028

MAYOR AND COUNCIL:

Phil Goode, Mayor

Connie Cantelme, Council Member

Brandon Montoya, Council Member

Eric Moore, Council Member

Cathey Rusing, Council Member

Steve Sischka, Council Member

Clark Tenney, Council Member

CITY CLERK:

Sarah M. Siep

PUBLIC WORKS DIRECTOR:

Gwen Rowitsch

Request for Statement of Qualifications

Pavement Management Program and Technical Services

For Fiscal Year 2024-2028

DESCRIPTION: The City of Prescott, Arizona, solicits interest from qualified persons or

firms to provide Pavement Management Program – Technical Services which includes

technical condition survey and data integration to Lucity Pavement Management Software

System. Only people or firms capable of providing the requested professional services will

receive consideration.

MANDATORY PRE-SUBMITTAL CONFERENCE: October 31, 2023, at 10:30am, City of

Prescott Public Works Department.

BID/STATEMENT OPENING: Thursday, November 16, 2023, at 2:00pm City Council

Chambers 201 N. Montezuma Street, 3rd Floor, Prescott, Arizona 86301.

In accordance with local and State law, sealed RSOQs will be received by the Office of the

City Clerk at 201 N. Montezuma Street, Suite 302, Prescott, Arizona 86301, until 2:00pm

on the date specified above, for the services specified herein. Statements will be opened, and

the names will be read aloud at the above noted date, time, and location. Any submittals

received at or after 2:00pm on the referenced date will be returned unopened.

The City of Prescott reserves the right to accept or reject any or all submittals, and waive any

informality deemed in the best interest of the City and to reject the submittals of any persons

who have been delinquent or unfaithful in any contract with the City.

Information on the Request for Statement of Qualifications and Contract Documents are

available on the City website at: http://www.prescott-az.gov/business-

development/purchasing/bid-listings/.

PUBLISH: October 15th and October 22nd, 2023

Request for Statement of Qualifications

Pavement Management Program and Technical Services

For Fiscal Year 2024-2028

TABLE OF CONTENTS

GENERAL INFORMATION .................................................................................................... 4

A. SCOPE OF SERVICES................................................................................................................. 5

B. REQUESTS FOR INFORMATION................................................................................................ 5

C. MANDATORY PRE-SUBMITTAL CONFERENCE: ....................................................................... 6

II. STATEMENT OF QUALIFICATIONS EVALUATION CRITERIA ............................................... 6

A. GENERAL REQUIREMENTS ...................................................................................................... 6

B. PROPRIETARY INFORMATION ................................................................................................. 6

C. SUBMITTAL REQUIREMENTS................................................................................................... 6

D. DELIVERY OF SUBMITTALS ..................................................................................................... 8

E. MINIMUM TEAM QUALIFICATIONS ........................................................................................ 9

III. EVALUATION CRITERIA ...................................................................................................... 9

A. GENERAL INFORMATION......................................................................................................... 9

B. EXPERIENCE AND QUALIFICATIONS OF THE FIRM AND KEY PERSONNEL .......................... 9

C. VALUE ADDED KNOWLEDGE AND EXPERIENCE .................................................................... 9

D. PROPOSED PROJECT APPROACH ............................................................................................ 9

E. OVERALL EVALUATION......................................................................................................... 10

IV. EVALUATION AND SELECTION PROCESS ...........................................................................10

A. OVERVIEW.............................................................................................................................. 10

B. FINAL RANKING AND CONTRACT NEGOTIATION ................................................................ 10

C. TERM OF CONTRACT ............................................................................................................. 10

D. TERMINATION OF CONTRACT ............................................................................................... 11

E. COOPERATIVE USE OF CONTRACT ........................................................................................ 11

F. PROTEST POLICY ................................................................................................................... 11

V. ATTACHMENTS...................................................................................................................14

A. SAMPLE PROFESSIONAL SERVICES AGREEMENT ................................................................ 14

B. SCOPE OF WORK ................................................................................................................... 24

I. GENERAL INFORMATION

The City of Prescott (hereinafter “City”) invites interested and qualified persons or firms

(hereinafter “firms”) to submit a written Statement of Qualifications (SOQ) for Pavement

Management Program and Technical Services for Fiscal Year 2024-2028.

The project goal is to acquire an accurate assessment of The City’s current and existing asphalt

conditions and other right of way assets. To then implement that data into Lucity Pavement

Management System (Lucity) to update and advance the City’s Pavement Management

Program and to facilitate its accuracy in producing project and budget-based scenarios. The

finished result is to have a fully functioning Lucity with accurately assessed paved assets,

performance curves assigned to these assets, and a functioning asset tracking module that can

be used to generate capital improvement planning reports. The objective is to gain an accurate

inventory of right of way assets in Geographical Information System (GIS) / Lucity with a

general condition assessment and develop a 5-year pavement rehabilitation and preservation

plan with supporting budgets.

The City is requesting a statement of qualification (SOQ) from qualified professional

consulting firms with experience in developing and maintaining a Pavement Management

Program (PMP) to provide professional services for updating the City’s PMP. The City uses

the PMP to cost-effectively manage the street network and optimize the scheduling of

pavement maintenance work, in support of the City’s on-going efforts to maintain the City’s

roadway system. The City plans to requisition inventory of all right of way (ROW) assets

including but not limited to; sidewalk, sidewalk ramps, curb types, gutters, driveways,

guardrail, and signage along with a corresponding condition assessment (Good, Fair, Poor).

This request for statement of qualification includes a description of the proposed project, the

proposal requirements, the criteria for selection, and the scope of services to be provided by

the Consultant. All firms interested in submitting a proposal must have sufficient, readily

available trained personnel, support services, specialized subconsultants, and financial

resources to carry out the work without delay. The selected consultant will be expected to

conduct automated field surveys, evaluate the conditions of the City’s streets, and propose

rehabilitation work needed and an optimal program of pavement preservation for lifecycle

management, establish funding required for rehabilitation and lifecycle preservation, complete

ROW asset inventory and condition assessment and prepare reports needed for updating to the

City’s PMP.

Consultants may submit proposals as a single organization or firm with in-house capabilities,

or as a team of consultants to fulfill services of this RSOQ. For specialized work for which the

prime consultant will require a sub-consultant, the prime consultant will serve as an

administrative liaison between the City and the sub-consultant.

Only one contract will be awarded. A contract shall be awarded on the basis of demonstrated

competence and qualifications pursuant to A.R.S. § 34-604. The contract will be for the term

of three (3) years, with the consideration of two (2) one (1) year extensions based on successful

completion of work and mutual agreement. The value of the contract will vary based on

projected City needs and available budget.

To be eligible for consideration, firms must submit a single SOQ demonstrating appropriate

competence, qualifications, and relevant experience. The City will apply a one-step process to

select the successful firm under this procurement. The one-step process will involve review

and evaluation of the SOQ to establish a final list. The final list will consist of not less than

three (3), depending on submissions received, but no more than five (5) of the highest ranked

firms. The City will then attempt to negotiate a Scope of Work, Fee, and Schedule that is

acceptable to both parties. The City will continue through the list of qualified consultants until

a mutual agreement is reached. At that time, the Public Works Department will take the request

to the city council and recommend that the City enter into a Professional Services Agreement

with the selected firm. If that recommendation is approved by the city council, the Agreement

will be executed and a Notice to Proceed will be issued.

A. SCOPE OF SERVICES

The Consultant will be required to update the City's PMP including ROW inventory and

general condition assessment and make recommendations for optimal lifecycle

management of its roads including annual preservation and rehabilitation work based on

the City budgets and available funding. This RSOQ encompasses all phases of the project.

Responsibilities will include, but are not limited to:

•

Modifications and updates to the database

•

Street condition surveys (Automated), and data entry

•

ROW inventory and condition surveys with data entry

•

Analyzing the Pavement Management Program

•

Preparing Pavement Management reports

•

Mapping and data management

The draft Scope of Work (Attachment A) is intended as a guide only. SOQ should include

a complete Scope of Work prepared by the Consultant, outlining the tasks and subtasks

required for the successful implementation of the project. The proposed Scope of Work

should include any critical data, information, procedures, or tasks that may have been

overlooked in this RSOQ for the proposed pavement management update. If the Consultant

deems any tasks or deliverables listed in the RSOQ to be excessive, extraneous, or lacking,

those items should be clearly identified in the SOQ. Any additional services proposed by

the Consultant, beyond those necessary to successfully complete the Scope of Work,

should be listed as "optional" in the SOQ.

B. REQUESTS FOR INFORMATION

Firms who desire clarification of the procurement terms, selection criteria or submittal

requirements shall restrict their inquiries to written communications only. All

communications (other than delivery of the proposal as defined below) shall be addressed

to:

LaTona Jones

Contract and Purchasing Administrator

Latona.jones@prescott-az.gov

Requests for information must be received by the project representative prior to 5:00pm on

Tuesday, November 9, 2023. Responses, or addenda as required, will be issued no later

than 12:00pm (noon) on Monday, November 13, 2023. A receipt of the addenda must be

acknowledged, and a copy fully submitted with the firm’s submission. It is the submitter’s

sole responsibility to check the City’s website for periodic updates or addenda.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Pavement Management Program and Technical Services ( #24PW007 )

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