030 - Request for Statement of Qualifications
REQUEST FOR STATEMENT OF QUALIFICATIONS
TOWN OF WINAMAC, INDIANA
In order to assure compliance with the Indiana Office of Community and Rural Affairs (OCRA) and related requirements regarding competitive negotiation of planning services, the Town of Winamac, Indiana is seeking Statements of Qualifications for the provision of planning technical assistance relating to a utility master plan (water, sewer, and stormwater).
Description of Services Needed
Required Items
• Cover Page
• Table of Contents
• Executive Summary (2-4 pages)
• High-quality, colored and captioned maps, photographs, and/or drawings that illustrate the critical elements of the plan.
• Concise narratives with minimal use of professional jargon
• Citation of all sources used in both the footnote and the reference page
• Plans must be in color, have page numbers, and be free from unusual formatting.
Required Contents (Plan must be organized in this order and with these headings)
A. Executive Summary
1. Purpose of the plan
2. Scope of the plan
3. Plan summary in 2-4 pages
4. Outline of key goals, strategies, and desired outcomes
NOTE: Include page references
B. General Background
Provide a brief overview of the demographic, economic and educational profile of the target area (city/town, county, or region), including but not limited to:
1. Economic base (major employers, main industrial activity, etc.)
2. Key anchor institutions in the community/county (such as public library, hospitals/clinics, community centers, museums, public schools, higher education institutions, etc.)
C. Water Infrastructure Planning Committee (WIPC) Provide a summary of the WIPC. This should include:
1. List of the members of the committee and the entity they represent
a. This committee should be diverse in terms of representation (such as local government, economic development organizations, business/industry, education, health, nonprofit, faith-based, as well as other appropriate organizations/agencies and demographic groups)
2. Outline of the committee’s work in developing the plan including a listing of meetings, summaries of public hearing, and a discussion of how consensus was reached for the plan
3. Describe role of the WIPC which includes, but is not limited to:
a. Serving as liaison between the area, OCRA, partners, funders
b. Engaging in studying key data indicators related to water infrastructure
c. Actively involved in developing, with active public input, the Water Infrastructure Plan for the targeted area
D. Existing Facilities
1. Project Planning Area (Item 1 from RUS Bulletin 1780-2)
a Location (maps, photographs, sketches)
b. Environmental resources present
c. Growth areas and population trends (such as age structure, population change, educational attainment, etc.)
d. Community Engagement (public input via hearings, surveys, etc.)
2. Existing Facilities/Conditions (Item 2 from RUS Bulletin 1780-2)
a. Location map
b. History
c. Condition of facilities
i. Collection/Treatment/Storage/Disposal
d. Financial status of existing facilities
i. Current rate schedules, O&M, capital improvements, debt reserve
3. Vision of the future state and use of the facility. The vision must:
a. Be future focused (5 to 10 years) and take into consideration foreseeable needs of the community
b. Address any service gaps and needs
4. Key goals, along with measurable strategies linked to each goal, that will help sustain the infrastructure and expand access/outreach of the infrastructure
E. Need for Project (Item 3 from RUS Bulletin 1780-2)
1. Health, sanitation, security
2. Aging infrastructure
3. System operations/maintenance
4. Reasonable growth
F. Alternatives Considered (Minimum of three (3) alternatives, a “No Action” alternative can be one (1) of the three (3)) (Item 4 from RUS Bulletin 1780-2)
1. Description/Design Criteria
2. Maps
3. Environmental Impacts
4. Land requirements
5. Construction considerations
6. General cost estimates (construction, non-construction, O&M)
7. Advantages/disadvantages of each alternative
8. Sustainability considerations (as applicable)
a. Water and energy efficiency
b. Green infrastructure
c. Other
G. Selection of an Alternative (Item 5 from RUS Bulletin 1780-2)
1. Present worth (life cycle) cost analysis
2. Matrix rating system
3. Prioritization schedule of alternatives
4. Non-monetary factors should be considered if present worth values are small
H. Recommended Alternative
1. Project Design
a. Drinking Water
i. Water Supply
ii. Treatment
iii. Storage
iv. Pumping Stations
v. Distribution Layout
b. Wastewater/Reuse
i. Collection system/Reclaimed water system layout
ii. Pumping stations
iii. Treatment
iv. Storage
c. Stormwater
i. Collection system layout
ii. Pumping stations
iii. Treatment
iv. Storage
v. Disposal
vi. Green infrastructure
2. Total Project Cost Estimate
3. Annual Operating Budget
a. Income
b. O&M
c. Debt repayments
d. Reserves
4. Detailed timetable for implementation
5. Legal tools (ordinance, enforcement policies)
6. Workforce (groups and organizations that can help with implementation)
7. Permit requirements
8. Sustainability considerations (as applicable)
9. Key goals, along with measurable strategies linked to each goal, that will help sustain the infrastructure and expand access/outreach of the infrastructure
I. Action Items
The purpose of this section is to immediately begin to take action as dictated in the plan. The plan should therefore conclude with a summary of action items that will be taken upon OCRA approval of the plan. The following are recommended action items for this type of plan:
1. Operationalizes the recommended alternative
2. Obtain and earmark funding for the project via appropriation, additional grant application submissions, debt financing, etc.
3. Conclusion/Recommendations
J. Appendices
1. Survey information
2. Specifications on materials or products
3. Details of any elements of the plan
Type of Contract
The Town of Winamac will execute either a firm, fixed-price contract, or a cost-reimbursement contract for these services that is contingent on the final commitment of grant funding.
Federal Requirements
Prospective offerors should note the successful proposer must meet the following terms and conditions:
1. 24 CFR Part 85 .36
2. Title VI of the Civil Rights Act of 1964
3. Conflict of Interest (24 CFR Part 570).
4. Access to records.
5. Executive Order 11246 – Equal employment Opportunity
6. Executive Order 12138 – Women Business Enterprise Policy.
7. Architectural Barrier Act of 1968.
8. Age Discrimination Act of 1975.
9. Section 3 clause – Housing and Urban Development Act of 1968.
10. Section 504-Rehabilitation Act of 1973.
11. Retention and Custodial Requirements (24 CFR Part 85.42).
12. Executive Order 11063
13. Affirmative Action Program / Plan.
14. Davis Bacon and Related Acts.
Grant Support has a 10% MBE/WBE goal for all projects funded with Community Development Block Grant Funds.
Rate of Qualifications
The proposal must include sufficient information regarding qualifications and determine that the engineer is qualified and experienced in water, wastewater and stormwater utilities projects. Do not include a proposed fee as this is a qualification-based selection process. The statement of qualifications should include the following:
1. A description of expertise, experience and resources directly relevant and available for the proposed project.
2. A list of similar projects previously completed.
3. A list of references.
4. Resumes of professional staff members that will work on this project.
5. Name of person to be in charge of project.
6. Description of scope of services as per Description of Services Needed
7. A project time line.
The statement of qualifications shall also provide the following information: name, title, address and telephone number of individuals with authority to negotiate and bind the proposer contractually, and who may be contacted during the period of evaluation.
Award of Contract
Evaluation criteria shall include:
1. Specialized experience or technical expertise of the organization and its personnel in connection with the scope of services to be provided and complexity of the project. (25 points)
2. Past record of performance on contracts, including quality of work, timelines and cost control. (25 points)
3. Capacity of the organization to perform the work within time limitations, taking into consideration the current planned workload of the firm. (25 points)
4. Familiarity of the organization with this type of project or problems applicable to the project. (25 points)
* For a total of 100 points possible.
If you are interested in providing the required services, please note that seven (7) copies of the Statement of Qualification of each prospective organization must be received by Mike Kleinpeter, Grant Administrator, 1381 W. Smokey Row Road, Greenwood, IN 46143 no later than 12:00 p.m. local time on March 4, 2024. Each statement of Qualification will be reviewed for completeness and clarity according to the above criteria. If necessary, interviews will be scheduled with the firms.
The Town may or may not negotiate the fee schedule with one or more offers. The Town reserves the right to reject any and / or all proposals. The Town is an Equal Opportunity Employer. The contract is tentatively scheduled to be awarded by the Town in July of 2024. Offerors may desire additional information, a site visit or clarification regarding the Statement of Qualification. If so, please contact Mike Kleinpeter between 9:00 a.m. and 4:00 p.m. local time at (812) 525-7080.