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HomeMy WebLinkAboutAgenda - 06-27-2002 - 8l 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 27, 2002 Action Agenda Item No. �L SUBJECT: RFP Award: Surveying at Landfill DEPARTMENT: Purchasing and Central PUBLIC HEARING: (YIN) No Services and the Department of Solid Waste Management ATTACHMENT(S): INFORMATION CONTACT: Pam Jones (919)245-2652 Gayle Wilson (919) 968-2885 List of Respondents TELEPHONE NUMBERS: Proposal from Freehold Land Surveys Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding an RFP for miscellaneous survey work as required for Solid Waste Management operations to Freehold Land Surveys for the period July 1, 2002 through June 30, 2005. BACKGROUND: Pursuant to State bidding laws, proposals were requested for surveying services at the Orange County Landfill and also at other remote locations in the County. Surveying at remote locations maybe for solid waste recycling facilities or other facilities as required for the Solid Waste Management Department to accomplish its mission. A three-year term of agreement is proposed. It is anticipated that 80 to 100 hours of surveying services will be required annually and that about 75 percent of the time will be fieldwork. Four proposals were received (see attached list for respondents) on June 12, 2002 and were evaluated based on the following major areas: • Capability of the firm to provide the services anticipated in a timely manner; • Professional qualifications of the staff; • Methods proposed for completion of the work; • Track record of doing work similar to that which would be required at the landfill. As the Board is aware, State bidding laws require that surveying services be retained based on qualifications of the firm rather than cost of service. Since contract cost is negotiated only with the recommended firm, a list of respondents rather than a bid tabulation is being included with this abstract. All firms are generally capable of completing the stated scope of work. Landfill staff has previously worked with Freehold Land Surveys during the preparation of plans and specifications for recycling facilities located at the landfill. Freehold was also retained by the design engineer to prepare a topographic plan of existing conditions at the landfill. The 2 engineer used the survey data to prepare the design plans. Staff has also previously utilized the services of Freehold to conduct miscellaneous surveying tasks for the Department of Solid Waste Management and have found them to be responsive, timely, and technically competent. Further,the County has been able to negotiate a favorable rate for services, said rate to remain in effect throughout the term of the contract. For these reasons; the staff recommends that the RFP be awarded to Freehold Land Surveys. FINANCIAL IMPACT: Annual cost of this contract is estimated to be less than $10;000 per year., These funds are requested in the Solid Waste Management Department's 2002-2003 operating budget. RECOMMENDATION(S): The Manager recommends that the Board award the Request for Proposal for miscellaneous surveying work associated with Landfill operations to Freehold Land Surveys, consistent with their proposal dated June 10, 2002 and contingent upon approval of the Solid Waste Management Department 2002-2003 operating budget; and authorize the Manager to sign an agreement reflecting the terms of the proposal. 3 Orange County Purchasing Office Tabulation Form Title: Surveying Services at Landfill July 1, 2002 through June 30, 2005 Submittal Deadline: 5 PM, June 12, 2002 Submitting Firm Freehold Land Surveys, Carrboro Phillip_ Post & Associates, Chapel Hill Sear Brown, Hillsborough Mitchell Westendorf, Chapel Hill 4' - phone (919) 929-8090 fax (919) ring.c 98 Freehold email freeholdC�mindsping.com LAND SURVEYS 113 West Main Street Carrboro, NC 27510 P.O. Box 188 Carrboro, NC 27510 June 10, 2002 Attn: Pamela Jones Director of Purchasing and Central Services 129 East King Street Orange County, NC 27278 RE: RFP#5081 "Surveying Services" Proposal: To provide surveying services at the Orange County Landfill and other locations as needed by the Solid Waste Management Department. About the firm: Freehold Land Surveys, Inc. has provided surveying services and engineering support to the Orange-Chatham-Durham area continuously since 1974. Our staff has evolved through the years and is currently led by myself, Charles Billings, and Connie Fergus. We are both licensed professionals of 31 years collectively. Claudia Teribery is Office Manager/Research Specialist. Dean Markopoulos provides full time drafting support, Our field staff fluctuates between two and three crews. We have equipment and vehicles for three crews full time. Unfortunately, the economic climate and national crisis of the last nine months has left our work load slack at times. The positive side of that situation for our clients is that we have the flexibility to promptly respond to service needs. Our field crews use Electronic Data Collections-Rangers - handheld field computers powered by Windows CE and TDS Surveypro software. Our instruments are all Topcon -three 300 series Total Stations and one fully robotic, laser controlled Total Station. We have an affiliation with a GPS service provider should such be necessary. In the office, we use C&G software for our computing and drafting. Its not as automated as some other packages, but we feel it provids a better platform for surveying problem analysis. Our drawings can be converted and electronically transmitted in either .DXF or .DWG format. We are a full time, full service, professional land surveying firm. All of the items listed in your"scope of services" attached to your RFP fall well within our capability. Horizontal and vertical location; boundary and topographic surveys/ mapping; and construction layout are activities which we perform on a regular basis for a variety of private, professional, governmental, and institutional clients. - 5 phone (919) 929-8090 Freehold fax c mind ring.698 email freehold�mindspring.com LAND SURVEYS 113 West Main Street Carrboro, NC 27510 P.O. Box 188 Carrboro, NC 27510 Enclosed, please find a copy of our hourly billing rates. These rates have been discounted to reflect the volume proposed in your request. Thank you for the opportunity to submit this proposal. We look forward to working with and aiding the Solid Waste Management Department in the accomplishment of their mission. Sincerely, R Charles R. Billings, PLS (o phone (919) 929-8090 fax (919) ring.c ss Freehold email freeholdOmindsping.com LAND SURVEYS 113 West Main Street Carrboro, NC 27510 P.O. Box 188 Carrboro, NC 27510 SCHEDULE OF FEES Item Hourly Charge Field Crew 2 man with Robotic Station $95 3 man non-Robotic Station $95 Registered Land Surveyor $ 80 (Charles Billings) Computer Aided Drafting $ 60 Mapping & Computations $ 80 (Connie Fergus) Courthouse Research $ 60 (Effective Date 06/10/02 orange County Projects)