ORDER NO. 30835 RFP FOR PROJECT ADMINISTRATOR AND ENGINEER FOR 2008 TXCDBG COLONIA FUND PROJECT Came to be heard this the 12th day of May, 2008, with a motion made by Commissioner Williams, seconded by Commissioner Baldwin. The Court unanimously approved by vote of 4-0-0 to: Approve initiating an RFP process to hire a project administrator and engineer for pending 2008 Texas Community Development Block Grant (TxCDBG) Colonia Fund project. 3v~35 ' l ~ COMMISSIONERS' COURT AGENDA REQUEST l PLEASE FURNLSH ONE ORIGINAL AND NINE COPIES OF TffiS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Commissioner Williams OFFICE: Precinct Two MEETING DATE: May 12, 2008 TIME PREFERRED: SUBJECT: Consider, discuss and take appropriate action to initiate a RFP process to hire a project administrator and engineer for the pending 2008 TxCDBG Colonia Fund project. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: Commissioner Williams. ESTIMATED LENGTH OF PRESENTATION: 2 min. IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday. THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. 2201 Northland Dr. Voice (512) 420-0303 Austin, Texas 78756 Fax (512) 420-0302 Plera-N-~ tMusina and ~~ r~ s.~ ia~s TRANSMITTAL LETTER To: Judge Pat Tinley Date: May 6, 2008 Jody Grinstead, Commissioners' Court Coordinator Group: Kerr County Project: 2008 Texas CDBG Subiect: Professional Services Procurement information- First-time Sewer System ProjE Remarks: Fax/Email: (830) 792-2218 nnstead co.kerr.tx.us The attached documents are for the procedures to begin the Request for Proposals (RFP) for Administrative services and the Request for Qualifications (RFQ) for Engineering services for your 2008 Colonia Construction Fund Project. These items are for your information and files: • Notice soliciting professional service providers • Information Sheets for each Service • Sample letters sent to at least five (5) service providers for each service type The notice will run on May 8, 2008 and the letters will be sent out that day as well. We will run the ad and make sure that the a-mails to service providers are sent out. if you have additional service providers you wish to include, please let us know and we will forward them the information, or you can send the information to them directly. Proposals will be due to your office no later than May 20, 2008 by 4 PM. Once you receive the proposals, please store them in a safe place. We will contact you with instructions on reviewing and, if necessary, scoring the proposals prior to formal selection at a future Court meeting. We anticipate that we will submit an agenda item request to select service providers for a Court meeting in June, 2008, after ORCA issues the State contracts. Please contact me if you have any questions, and thanks very much for your help. Michelle Downey GrantWorks, Inc. To: ClassifiedlLegats Department From: GrantWorks Lana Conly (512-420-0303) REQUEST FOR PROPOSALS AND QUALIFICATIONS Kerr County has received a 2008 Texas Community Development Block Grant award from the Office of Rural Community Affairs under the Colonic Construction Fund. We are separately soliciting (A) proposals from consultants for project administration and (B) qualifications from Texas-registered engineers to provide basic and special engineering services. Proposals and qualifications for these services will be accepted until 4:00 PM on May 20, 2008 at the County Judge's Office at the County Courthouse at 700 Main, Kerrville, TX 78028. The same firm will not be awarded contracts to provide both services. We reserve the rights to negotiate with all firms submitting proposals or qualifications per the Texas Professional Services Procurement Act and UGCMS, and to reject any or all submittals. Additional submission requirements for each service are available by calling (830) 792-2211. Affirmative Action/EOE. PRINT IN CLASSIFIED/LEGALS AS A STANDARD NOTICE (NOT DISPLAY) News a er Kerrville Dail Times Phone (830) 896-7777 Fax (830) 896-1150 Email Run Date Thursday, 5/8/08 Billing to Kerr County Send 3 tearsheets to Lana Conly GrantWorks 2201 Northland Austin TX 78756 Questions call (512) 420-0303 Due at Paper 11 AM day prior to pub -Wednesday 5/7108 Date Faxed to Pa er Recei t Confirmed b Date Confirmed INFORMATION SHEET REQUEST FOR PROPOSALS FOR PROJECT ADMINISTRATION SERVICES Kerr County is seeking to enter into a professional services contract with a competent consulting firm to administer its 2008 Colonia Construction Fund contract awarded by the Texas Community Development Block Grant Program (CDBG). PROJECT DESCRIPTION: Install 3,000 linear feet of 8" sewer lines, 12 manholes and ring encasements, 41 connections to property lines and decommission 34 septic tanks. Construction will take place in the Kerrville South/Ranchero Road Colonia along Ranchero Road from SH 16 to Ripplewood, along South Trace from Lydick to Rancho Oaks, along Rancho Oaks from Ranchero Road to South Trace, along Lydick from Ranchero Road to South Trace, and along Quail Valley from the South end cul-de-sac to 300 feet North SCOPE OF WORK: The consulting firm or firms to be hired will assist in the administration of any funded grant project in accordance with all Texas CDBG requirements, including but not limited to the following procedures- . Establish Record Keeping and Accounting Systems Environmental Review/Notices Fair Housing/EEO/Section 504 Construction Start-up Construction and Labor Standards Compliance Monitoring and Close Out Ancillary services that may be necessary to satisfactorily complete the above-listed scope of work categories include: ongoing document preparation, ongoing financial management of grant and local match funds, technical assistance and advice, coordination and liaison services, assistance with project modifications and amendments, real property acquisition assistance and advice. All work must be done in accordance with HUD and Texas CDBG requirements. Rates for any additional services must be specified in the proposed cost of services. STATEMENT OF QUALIFICATIONS: We are seeking to contract with a competent consulting firm with experience in project administration activities. Specifically, we are seeking those persons or firms with the following experience: a) manage all aspects of federally funded local projects, b) general Community Development Block Grant administration, and c) Texas CDBG administration. Please provide within your proposal a list of past client local governments, as well as the background and experience of employees who will or may be assigned to provide assistance for these projects if your firm is awarded a project administration services contract. PROPOSED COST OF SERVICES: These include a proposed cost by Scope of Work category for project administration services your firm feels is appropriate. Please note that we will not use lowest cost as the sole or primary basis for selection of a service provider. EVALUATION CRITERIA: The proposals received will be evaluated and ranked according to the following criteria for project administration services: Criteria Maximum Points Experience 35 Work Performance 25 Capacity to Perform 20 Proposed Cost 15 Small/Minority Business 5 Total 100 DEADLINE FOR SUBMISSION: Interested parties shall submit eight (8) copies of their proposal for these activities to the County Judge at the County Courthouse, located at 700 Main, Kerrville, Texas 78028, no later than 4 PM on May 20, 2008. SELECTION OF CONSULTANTS: We shall review all material submitted, and if required schedule 1-1fGM/ICM/C ~~ii+h nrnencrfiiva t+nneul+~n4e in nrlior #n eclcr# 4hn mne# nu~liFn~i fnr e~rh ~r4ivi4v \A/o ~rc+ ~n Affirmative ActioNEqual Opportunity Employer and reserve the rights to reject any and all proposals, extend the RFP deadline and to waive formalities in our selection. Kerr County May 8, 2008 David J. Waxman & Associates David Waxman Jasper, TX waxman @datarecai I. net GrantWorks, Inc. Michelle Downey Austin, TX m ichel le@grantworks. net Langford Community Management Judy Langford Austin, TX JudyL@austin.n-.com MCS Vakee Thomas McKinney, TX valreethompson~hotmai I. com Kerbow & Associates Steve Kerbow Palestine, TX steve_kerbow~embargmai I. com RK Vann & Associates Ray Vann Lufkin, TX Ray-rkv@consol idated. net RE: RFP for Project Administration and/or Management, Texas CDBG Contract. Attached is a copy of the Request for Proposals for necessary Project Administration and/or Management fora 2008 Texas CDBG grant awarded under the Colonia Construction Fund. The submission requirements for these proposals are included on the attached Information Sheet. Deadline for submission of proposals is 4 PM, May 20, 2008. We reserve the right to negotiate with any and all persons or firms submitting proposals, per the Texas Professional Services Procurement Act and Office of Management and Budget Circular No. A-102. We are an Affirmative Action/Equal Opportunity Employer. INFORMATION SHEET REQUEST FOR QUALIFICATIONS FOR ENGINEERING SERVICES Kerr County is seeking qualifications for professional services with aTexas-registered engineer for grants awarded under the Program Year 2008 Colonia Construction Fund contract from the Texas Community Development Block Grant (CDBG) program. SCOPE OF WORK: The engineering contract will encompass all project related engineering services, including but not limited to the following: Preliminary and final design plans and specifications • Preparation of the bid package and coordination of bid process and award Change order review and approval Conduct of all field testing and inspections Preparation of record drawings Other special engineering services PROJECT DESCRIPTION: Install 3,000 linear feet of 8" sewer lines, 12 manholes and ring encasements, 41 connections to property lines and decommission 34 septic tanks. Construction will take place in the Kerrville South/Ranchero Road Colonia along Ranchero Road from SH 16 to Ripplewood, along South Trace from Lydick to Rancho Oaks, along Rancho Oaks from Ranchero Road to South Trace, along Lydick from Ranchero Road to South Trace, and along Quail Valley from the South end cul-de-sac to 300 feet North STATEMENT OF QUALIFICATIONS: We are seeking to contract with a competent engineering firm, registered to practice in the State of Texas, that has had experience in the following areas: a) Municipal utility systems b) Federally funded construction projects c) Project located in this general region of the state d) Previous work in local community (if any) Please provide wi#hin your qualification a list of past client local governments, as well as resumes of all employees who wil! or may be assigned to provide assistance for these projects if your firm is awarded an engineering services contract. EVALUATION CRITERIA: The firm who is deemed the most qualified shall be recommended to be awarded the contract. This is subject to the firm meeting the reasonable, responsive and responsible tests according to federal procurement procedures. The qualifications received will be evaluated and ranked according to the following criteria: Criteria Maximum Points Experience 40 Work Performance 25 Capacity to Perform 10 Small/Minority Business 5 Total 80 DEADLINE FOR SUBMISSION: Interested parties shall submit eight (8) copies of their qualification for these activities to the County Judge at the County Courthouse, located at 700 Main, Kerrville, Texas 78028, no later than 4 PM on May 20, 2008. Also submit 1 copy of the aualification to Michelle Downev at GrantWorks 2201 Northland, Austin, Texas 78756. SELECTION OF CONSULTANTS: We shall review all material submitted, and if required schedule interviews with prospective engineers in order to select the most qualified before entering into contract negotiations. We are an Affirmative Action/Equal Opportunity Employer and reserve the right to reject any and ail qualifications and to waive formalities in its selection. Ken- County May 8, 2008 Kamran Kaviani Tetratech, Inc. 501 Soledad San Antonio, TX 78205 kamran.kaviani@ttisg.com Stephen W. Hanz River City 1011 W. County Line Road New Braunfels, TX 78130 shanz@rcetx.com Rudy Klein Klein Engineering 8611 Botts Lane, Suite 101 San Antonio, TX 78217 rklein@kleinengineering.com Raul Garcia, Sr. Garca & Wrigh# 407 West Rhapsody San Antonio, TX 78216 rhgarcia@garciawright. com Kevin Spraggins Vordenbaum Engineering 507 D Easy Highway Street Fredericksburg, TX 78624 kspraggins@vei-tx.com RE: RFQ for Engineering Consultant Services for Texas CDBG Contract Dear Sir or Madam: Attached is a copy of the Request for Qualifications for necessary engineering services for a 2008 Texas CDBG award under the Colonia Construction Fund to carry out certain utility improvements. The submission requirements for these qualifications are included on the attached information sheet. Deadline far submission of qualifications is 4 PM, May 20, 2008. We reserve the right to negotiate with any and all persons or firms submitting qualifications, per the Texas Professional Services Procurement Act, the Texas Engineering Practice Act, and Office of Management and Budget Circular No. A-102. We are Affirmative Action/Equal Opportunity Employer.