Request for Proposals
Engineering Design and Technical Support Services
“Make Cambridge Resilient” Flood Mitigation Project
City of Cambridge, Maryland
October 21, 2022
Through a FEMA Flood Mitigation Advanced Assistance Grant, the City of Cambridge has developed a plan and concept design for a hybrid engineered nature-based flood mitigation project along the shoreline of the Choptank River to protect the City against sea level rise and major storms. Our project has been submitted for funding under the MDEM/FEMA Hazard Mitigation Grant Program (HMGP) for Phase I Design and Phase II Construction. Our project description that was included with our grant application is provided as Attachment A. It is anticipated that the City could receive funding for Phase I Design as early as January 2023.
The City is implementing a Design-Bid-Build process to complete our project. Our project will involve earth and rockfill construction (some from offshore), the creation of a marsh wetland with a rock sill, and the design and construction of a new stormwater system. Thus, we require a Design Contractor with experience in the engineering design and construction of earth and rockfill flood protection structures, grey and green stormwater management infrastructure, and a nature-based living shoreline.
The City is soliciting proposals to provide design and technical support services to complete our project preliminary and final design, secure required permits, prepare construction bid documents, and support the solicitation and review of construction bids for this project. The resulting contract agreement will include an option for the City to extend the contract to provide technical support to the City during the construction phase. The exercise of this option will be based on contractor performance during design and be contingent on available grant funding for construction.
The final contract resulting from this solicitation will be a Delivery Order Contract contingent of the availability of grant funding. Specific project work will be issued and funded through individual Delivery Orders (DOs). The scope of individual Delivery Orders will be issued based on a negotiated scope and approved labor rates. It is anticipated that the contract will extend for 12 months for the design phase and for an additional two years if the contractor is awarded the Construction Oversight option. The scope of contractor support may be revised based on the actual scope of work and grant funding that is awarded to the City. The final contract will not be executed until our Grant and Funding are in hand.
The City has an established Project Management Team (PMT) that that will direct overall activities and oversee the performance of this contract. The successful bidder on this solicitation will lead our overall project design effort under the direction of the City’s Core Project Management Team that includes our Project Manager, the City Engineer and other designated professionals. The contractor will work collaboratively with other support contractors that include our public outreach consultant, and the University of Maryland Center of Environmental Sciences at Horn Point (UMCES) who will provide analytical, modeling and other technical support for the design of the living shoreline component of our project.
2.0 Project Partnerships
During the Project Planning Phase, the Project Management Team developed the following partnerships that the City will maintain throughout the design and construction process. They include:
- Stakeholder Participation – We developed and will maintain our Project Steering Committee that includes City of Cambridge and Dorchester County Department Managers, as well as representatives of Maryland State Regulatory and Federal agencies such as DNR, MDE, MDP, MDEM, the USACE and non-profit organizations such as Shore Rivers that are focused on flood mitigation due to sea level rise and major storms.
- Living Shore – The City has reached out to the University of Maryland Center for Environmental Science at Horn Point who are experts in the design of living shorelines. They will provide much support and credibility to our project. The University believes, and we agree, that the City of Cambridge Project could be a model for the implementation of hybrid engineered nature-based flood mitigation projects for the entire eastern shore of Maryland and Virginia.
- Public Participation -We will also maintain our public outreach and involvement process developed under our FEMA Project Planning grant throughout our project design and construction process. You can check out our website “makecambridgeresilient.org”
- City of Cambridge Residents- Our enthusiasm for flood risk reduction and the continuation of this process is demonstrated by our robust community engagement process and the strong participation of our Stakeholder Group members. Our community is committed to this project.
3.0 Scope of Design and Technical Support Services
The scope of design and technical support services requested includes providing technical and administrative support to the City’s Project Management Team, in ten task areas as follows:
- Task 1- Design Management -The contractor will develop a project design plan and coordinate all activities with the City’s project management team who will provide input to the project design via our project steering committee and who is responsible for communicating our progress to the City Manager, public officials, and the public. The contractor will work collaboratively with the City’s public outreach support contractor, and the UMCES at Horn Point who will be providing technical support to the design of the living shoreline and oyster reef. The contractor will prepare and deliver presentations on the project design status for meetings with City management and public meetings, as required, by the project management team.
- Task 2- Property Access and Easements - The contractor will develop and implement a plan to work with property owners to obtain approval to access their property as needed to characterize and analyze existing site conditions to support the design and permitting process as well as to permit access to their property for construction. All activity under this task will be coordinated with our public outreach lead. Permanent easements may be required for permitting and future maintenance of the project. All documentation of approvals must be legally binding.
- Task 3-Documentation of Existing Condition - The contractor will gather and document all site-specific data and information needed to develop the project preliminary and final design, to obtain permits, and prepare construction bid documents in consultation with our project management team. The contractor will also develop a conceptual construction plan to support the detailed design of our project to ensure its feasibility and constructability, and that it does not result in unacceptable environmental impacts.
- Task 4- Preliminary and Final Design - The design team will develop a plan for the completion of a preliminary and final design, and participate in biweekly meetings with the City’s Core Project Management Team to review the progress of the design process, and to coordinate activities to maintain project momentum. The final design will include details that allow flexibility for adjustment in the field to accommodate actual site conditions encountered. The design team will collaborate with the UMCES at Horn Point who will be providing modeling, analytical support, and field testing to optimize the design of the living shore component of our project in support of the design process.
- Task 5 Permitting - The contractor will develop and implement a permitting plan. Permitting requirements will be identified early in the preliminary design phase through dialogue with approving agencies as soon as sufficient details are fleshed out to guide the permitting and approval process. The schedule and progress of permitting will be reviewed regularly since this will be a time-consuming activity and we need to obtain all permits within the first year.
- Task 6- Sourcing of Construction Material - Sources and logistics for obtaining, transporting and placement of earth, rock and dredged material is one of the largest and most complex components of this project and can significantly affect construction cost. The contractor will identify and develop sources of material, and the logistics for its transport, treatment and placement at the site that will be included in our construction plan and bid documents. Weekly progress reports will be presented to the Core Project Management Team.
- Task 7 Cost Estimating – Project cost information developed to date is included in our Project Description in Attachment A. The contractor will build on this in developing a detailed project cost estimate on a continuing basis during the design process to provide the City with the information they need to ensure the availability of adequate funding for the construction phase.
- Task 8 Plans & Specifications- Construction plans and specifications will be developed with details to allow adjustments in design in the field during construction. For example, plans should have flexibility to adjust quantities of material based on agreed-to-unit costs in the construction contract. Given the project is largely earth construction, dimensions and quantities should allow flexibility to accommodate changes to eliminate or at least minimize the need for change orders.
- Task 9 Construction Contractor Procurement Support – This includes administrative support in convening a pre-bid meeting, addressing contractor comments, and supporting the Project Team in reviewing bids.
- Task 10- Special Needs – It is anticipated special requirements outside the scope of the other tasks may arise from time to time during the design process. For example, this may include the design of a green infrastructure project that would reduce surface water runoff and improve water quality as part of our stormwater management system.
4.0 Scope of Construction Oversight Services
The scope of construction oversight services will be developed during the Design Process as an Option Extension of the Design Services Scope of Work.
Our project involves combining engineered earth and rockfill embankment flood barriers with a nature-based living shoreline that will be constructed of locally available dredged material and mostly constructed from offshore. Although we will be implementing a Design-Bid-Construction process, the City desires to have an engineering support contractor (preferably the incumbent) on-board during construction to guide construction of the project. This will require that our construction bid documents include team collaboration provisions for this and that material sources and logistics such as that required for the construction of the new marsh as part of the living shore be specified in the bid documents and include, e.g., material quantity variables and pricing to minimize the need for construction change orders.
5.0 Delivery Orders
The City intends to negotiate a Delivery Order Contract with the successful bidder. Specific project work will be issued and funded through individual Delivery Orders (DO’s). Once a contract award is made, the scope of individual DO’s will be issued based on a negotiated contract scope and approved labor rates in the contract.
Individual DOs may be issued for specific sub-elements of our project, e.g. Earth and Rockfill Embankments, Living Shoreline, and Stormwater System. They may also be issued by phase of design support such as completion of the Design, or Permits for the entire project. It is anticipated that the contract will extend for 12 months for the design phase which includes all permits, and up to an additional two years under the Construction Oversight option.
6.0 Key Personnel
The contractor will provide key project personnel that directly supports the City’s Project Management Team. At a minimum, key personnel include the Design Project Manager, Coastal Engineer, Stormwater Design Lead, and Living Shoreline Subject Matter Expert.
The Coastal engineer must have knowledge and significant experience in the design of natural and man-made flood mitigation projects that provide the structural and non-structural protection against coastal changes and maximize beneficial effects while minimizing adverse impacts of potential solutions. A professional with an advanced engineering degree and over 15 years of experience is preferred. Certification as a Coastal Engineer is desirable but not required.
The stormwater design lead must have experience in the planning and design of both conventional and nature-based green stormwater systems to contain, control the release of and filter stormwater before it is discharged to the Choptank River.
7.0 Project Schedule and Deliverables
The Contractor will support the City Project Management Team in finalizing the Design Work Breakdown Structure, including Deliverables, and Schedule early in contract start-up and will maintain the design project management plan.
8.0 Proposal Format and Content
Technical Proposals will be limited to 30 pages excluding resumes which should be included in an appendix. There is no page limit on the cost proposal. Use 12 pitch double sided pages.
8.1 Technical Proposals should include the following:
Corporate Overview and Experience in the key areas of our concept design (earth and rockfill flood protection structures, nature-based living shorelines, and stormwater management systems with emphasis on nature based green infrastructure features to reduce, contain and control storm water and to treat it before it is released to the environment so it meets regulatory requirements.
Understanding of Requirements in supporting the City in the design of our project working with the City’s project management team, other support contractors, our steering committee, and the need to interface with the public in the field. Proposal should demonstrate understanding of support needs of the City of Cambridge, and when they are needed vs. home office support.
Technical and Administrative Approach including a project organization chart and description of how your team will interact with the City’s project management team, including our public outreach support team in gaining access to properties, and in collaborating with the UMCES at Horn Point in the completion of all field work to characterize existing conditions and to gather data to support design analysis. Describe what support will be provided locally and from your home office.
Key Personnel including degrees, years of experience on similar projects, certifications, references, and availability to support this project. Please indicate the location and percent of time available of key personal to support this project, as well as a signed personal commitment letter for each. Provide a summary of each person in the body of the proposal and full resumes in an attachment. Any changes in key personnel mast be approved by the Project Manager, and replaced by someone of equal or better qualifications.
Past Performance Project Descriptions should be provided that have been completed within the last 10 years and demonstrate experience in both traditional and nature-based flood mitigation projects, including storm water management systems. Include references. (up to 5 projects)
8.2 Cost Proposals
Contract award will be made primarily on the basis of corporate qualification, key personnel and technical approach. Since the City will manage work activities via individual DOs, the City will evaluate cost only on the basis of labor rates.
The City has developed a project cost estimate that is detailed in our project description in Attachment A. The City will use our cost breakdown to manage all affiliated costs in order to keep the project on budget within our defined scope. We expect our contractors to support this process during the design process so that we will have a solid design and a construction cost estimate to confirm our Benefit Cost Analysis and support our Phase II Grant application to FEMA for construction funding.
The City will manage this project by DO scopes of work developed in consultation with our support contractors and project team. Our design support contractor will estimate the level of effort by labor category for each DO and estimate costs by applying agreed to labor rates.
The City Project Management team and our design support contractor will complete monthly time sheet provided by City so that we can manage work performance within our agreed to scope of work. The Design Support contractor will develop its monthly invoice based on these monthly time sheets so that the City can verify costs against our budget and report our reimbursable cost and available funds remaining to MDEM monthly and quarterly reports.
Cost Proposals should include:
1. Fully Burdened Labor Rates for the following labor categories:
- Subject Matter Expert/Sr. Professional (degree and 15 + years’ experience),
- Professional (degree and 5+ years’ experience),
- Technician (5+ years’ experience in specialty area such as surveying),
- Administrative Support (5 + years’ experience)
Master degrees can count as 1 year experience and PhD degrees can count as 3 years’ experience
2. Indirect Rates
The City is requesting information on indirect and overhead cost to ensure that they are reasonable.
9.0 Evaluation Criteria and Weighting
- Past Relevant Experience & Understanding of Requirements 20 %
- Technical and Administrative Approach 30 %
- Key Personnel 35 % (Key personnel include the Design Project Manager, Coastal Engineer, Stormwater Design Lead, and Living Shoreline Subject Matter Expert.
- Past Performance 15% (the City will contact references)
Technical is more important than cost. Cost will be evaluated separately on the basis of labor rates for reasonableness and can be a deciding factor between one or more proposals that have close technical scores.
Teaming among contractors in encouraged to allow prime contractors to integrate the best skills available to support the City of Cambridge Flood Mitigation Project. Please indicate relationship of teaming partners and experience working together on other similar projects. At least two of the past performance projects must be from the prime contractor.
10.0 Oral Presentation
The City will invite the top 2 or 3 firms to Cambridge for an oral presentation of their proposal with questions from the source evaluation team before a final decision is made on a contract award.
11.0 Proposal Delivery Instructions and Contact Information
Proposals are due December 1, 2022 at 4PM. All questions should be directed to Larry White by email or call 410-901-1009.
Please provide an electronic copy plus 5 hard copies of your proposal. Proposals should be delivered to the Department of Public Works at 1025 Washington Street, Cambridge, MD 21613.