125-22 Attachment - Admin Procedures Appendices Final Revised March 2022.pdf

Form that will be used to evaluate and score the submittals is included for your reference. Requirements for Letters of Interest (LOI): A. General instructions for Preparing and Submitting a Letter of Interest (LOI) 1. Provide the information as set out in Item B below, in the same order listed, signed by an officer of the firm. Scanned signed documents signatures are acceptable. Do not send RFP Requirements Page 6

additional forms, resumes, brochures, or other material unless otherwise noted in the item description. 2. LOI’s shall be limited to a total of twelve (12) 8 ½” x 11” pages. Ten (10) pages for Identification and Qualification and two (2) pages for the combined Key staff and Project Approach unless otherwise noted in the Project Description. 3. LOI’s must be received not later than “Response Due Date and Time” as shown in the RFP header shown above. Responses received after this deadline will not be considered. Submittals must include all required attachments to be considered for selection. B. Letter of Interest Content 1. Identification and Qualifications a. Provide the firm name, address of the responsible office from which the work will be performed and the name and email address of the contact person authorized to negotiate for the associated work. b. List all proposed sub consultants, their DBE status, and the percentage of work to be performed by the prime consultant and each sub consultant (sample Affirmative Action Certification follows). A listing of certified DBE’s eligible to be considered for selection as prime consultants or sub-consultants for this RFP can be found at the New Jersey Department of Transportation’s (NJDOT) website. c. Provide personnel resumes and such additional information concerning qualifications as may be relevant to the project. The personnel to be used on this highway construction project must demonstrate the following levels of experience: i. Engineer (Licensed) - 10 years of relevant highway construction Experience ii. Resident Engineer - 5 years of relevant highway construction experience iii. Highway Construction Inspector for Duration of Construction – NICET Level III min. or qualified other with 3 years of relevant highway construction experience iv. Additional Highway Construction Inspector for Paving Operations – NICET Level II min. or qualified equivalent. 2. Key staff and Project approach a. List the Project Manager and other key staff members, including key sub consultant staff

II min. or qualified equivalent. 2. Key staff and Project approach a. List the Project Manager and other key staff members, including key sub consultant staff and include the percent dedicated to each. Include project engineers for important disciplines and staff members that will be responsible for the work. Address the experience of the key staff members on similar projects and the staff qualifications relative to the required item qualifications. b. Describe the capacity of your staff and their ability to perform the work in a timely manner relative to present workload and the availability of the assigned staff. RFP Requirements Page 6

c. Provide a description of your Project Approach relative to the scope of services (description follows). For project specific items confirm that the firm has visited the project site. For all items address your firm’s technical understanding of the project or services, as related to your firm’s qualifications. Requirements for Affirmative Action Certification: A completed Affirmative Action Certification form is required for all items that identify a DBE goal. The consultant must identify the DBE firms with which it intends to subcontract. Include the contract participation percentage of each DBE and list what the DBE will be subcontracted to perform on the Affirmative Action Certification Form. Copies of DBE certifications, as issued by NJDOT, for each firm listed are to be included as additional pages after the form. If the consultant does not meet the DBE goal, the consultant must provide documentations on additional pages that it has made good faith efforts to achieve the DBE goal. Please review the DBE program based on any goals set and complete the DBE Affirmative Action Certification form as applicable. What constitutes good faith efforts is explained in detail within the DBE program information referred to above. If no goal is set then no Affirmative Action Certification form is required. New Jersey Department of Transportation’s (NJDOT) DBE Program Information is available at the NJDOT’s website. A listing of certified DBE’s eligible to be considered for selection as prime consultants or sub- consultants for this RFP can be found at the NJDOT’s website. (http://www.njucp.net/) DBE subcontracting goals apply to all prime submitting consultants, regardless of the prime’s status of DBE. Required NJDOT Cost Basis Approval for prime consultant and each sub-consultant (prior to negotiations): Prior to negotiations, the prime consultant, and each sub-consultant (A/E firm) must be approved by NJDOT for Cost Basis. Please visit: http://www.state.nj.us/transportation/business/procurement/ProfServ/CostBasisApprov.shtm for additional guidance and requirements. To use Federal-aid funds, the firm selected must either be cost basis approved by NJDOT, or must have its accounting system and

stBasisApprov.shtm for additional guidance and requirements. To use Federal-aid funds, the firm selected must either be cost basis approved by NJDOT, or must have its accounting system and a provisional overhead rate approved by NJDOT, prior to A/E firm negotiations. This will require submittal of a self-certified or CPA certified financial package or a cognizant agency audit. A final overhead or indirect cost rate will be required prior to project close-out for cost- plus fixed fee type contracts. RFP Requirements Page 6

Work item details: Local Public Agency: TOWNSHIP OF WEST ORANGE, NJ Project Location: XXX Section XXX From XXX to XXX (XXX) Federal Project Number: XXX Project Phases Included: Construction Engineering/Inspection Project Description: ******** ***Edit the Following as needed*** The TOWNSHIP OF WEST ORANGE's proposed work will begin XXX of XXX (Station XXX) and the XXX terminus of the project is XXX of XXX (Station XXX). The proposed highway improvement work will be in-kind within the existing right-of-way, and will consist of: 1. The roadway will be milled and resurfaced within the project limits and width of roadway pavement. (The existing concrete curb limits will be maintained throughout.) 2. The roadway centerline will be reprofiled to provide for an appropriate cross slope and centerline grade. 3. Traffic signage will be replaced and added throughout the entire length of the project, as applicable. 4. Traffic striping and markings will be placed on the new roadway pavement, as appropriate. Raised pavement markers will also be installed. 5. Drainage structures throughout the project will be upgraded, reconstructed or replaced, as applicable. 6. If needed, in kind replacement of existing curb. Estimated Construction Amount: $ XXX Funding: Federal Funding involved for100% Construction and Civil Engineering/Inspection ********* Term of Contract: Until project completion DBE goal: XX.X% Required NJDOT Cost Basis Approval: Construction Engineering and Inspection RFP Requirements Page 6

(prior to negotiations) (Prime Consultant and each Sub-Consultant) Request for Proposal No._______________ Item No._______________ AFFIRMATIVE ACTION CERTIFICATION I do herby certify that it is the intention of my company to affirmatively seek out and consider DBEs certified in the Stat e o f New Jersey, to participate as part of this proposal. (For listing of DBE certified firms see http://www.njucp.net/ I understand and agree that all sub consulting in connection with this proposal, whether undertaken prior to or subsequent t o the notice to proceed, shall be in accordance with the requirements for the Disadvantaged B u siness En terprise Pro gram, included elsewhere in this RFP. I understand and agree that no subcontracting shall be approved o r co mmenced u nt il t h e Department of Transportation has reviewed and approved the affirmative actions taken by my company or me. I understand that utilization of certified DBEs is in addition to all other equal employment requirements of this RFP. I acknowledge that this certification is to be made an integral part of this proposal. I understand and agree that the submission of a blank certification may cause the proposal to be rejected. I hereby certify that contact has been made with the certified DBEs listed in this cert if ica tio n, a nd t h at, if m y co mpany becomes the CONSULTANT, the certified DBEs have tentatively agreed to perform the services listed below. I understand that neither my company nor I will be penalized for amounts achieved over or u n d er t h e amo unt sh own f or voluntary DBE utilization that exceeds the goal. After contract award, any change to the firms listed in this Affirmative Action Certification under ra ce/gender conscious must have prior approval by NJDOT’s and NJ Division of Civil Rights and Affirmative Action (DCR/AA)- SUBCONSULTANTS DBE SUBCONSULTANTS TO BE APPLIED TOWARD GOAL (RACE/GENDER CONSCIOUS) Certified DBE Name & Address Service Planned Planned percentage to be paid to DBE DBE SUBCONSULTANTS TO BE USED BEYOND GOAL (RACE/GENDER CONSCIOUS) Certified DBE Name & Address

E Name & Address Service Planned Planned percentage to be paid to DBE DBE SUBCONSULTANTS TO BE USED BEYOND GOAL (RACE/GENDER CONSCIOUS) Certified DBE Name & Address Service Planned Planned percentage to be paid to DBE Total Percentage Credited toward DBE Goal (Race/Gender Conscious):___________ Total Percentage of Voluntary DBE Work Anticipated over DBE Goal (Race/Gender Neutral): _________ Name of Company: ___________________________________________________________________ By:______________________________________________________ Date: _____________________ RFP Requirements Page 6

ESTIMATED SCHEDULE FOR PERFORMANCE AND DELIVERY OF SERVICES (sample insert project specific schedule !!!) RFP Requirements Page 7

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT Scope of Services: DEFINED TERMS: “TOWNSHIP OF WEST ORANGE” means the TOWNSHIP OF WEST ORANGE of , a governmental corporation under the laws of the State of New Jersey. “Proposer”, “Consultant”, “Engineer” or “Surveyor” means the person or entity who submits a proposal directly to the TOWNSHIP OF WEST ORANGE. Proposer does not include a subcontractor who contracts directly with the successful Proposer. PROPOSED PROJECT SCHEDULE: The schedule shall start when the TOWNSHIP OF WEST ORANGE issues a written Notice to Proceed to the Consultant for a specific construction project. The Engineer shall begin work by attending the construction project’s preconstruction conference. The Engineer’s obligation to render services here under shall extend for a period as may be required for construction punch list items to be completed, final completion certifications and inspection reports completed, and final payment of the construction project is complete. Failure to provide the construction inspection services shall constitute a breach of contract entitling the TOWNSHIP OF WEST ORANGE to proceed with all available legal remedies at its disposal. NOTE: The successful proposer shall be available to provide resident engineering and inspection services, beginning with the Pre-Construction Conference, upon 21 days advance written notice. BASIC SERVICES OF ENGINEER: The Engineer shall provide professional consulting engineering services for the TOWNSHIP OF WEST ORANGE in all phases of the project to which these General Conditions apply as hereinafter provided. These services will include serving as TOWNSHIP OF WEST ORANGE’s professional engineering representative for the project, providing professional engineering consultation and advice, and furnishing customary civil engineering services incidental thereto. The following project phases marked with an “X” or check mark will be required to be completed by the Engineer: x Construction Phase Upon verbal request to proceed with the Construction Phase, the Engineer shall: Attend the pre-construction conference. After the pre-construction conference and after the TOWNSHIP OF WEST ORANGE has issued the Notice to Proceed, the Engineer shall perform the tasks of