RFQ-Marine Engineering and Coastal Modeling Services

The Town of Chebeague Island (Town) invites those interested to submit Statements of Qualifications from experienced professional engineering and consulting firms or project teams to provide engineering, environmental permitting services, and grant writing services to support improvements to the Chebeague Island Stone Wharf. This phase of the project will build on a recently completed assessment of the facility. Services requested include a coastal modeling study to inform selection of a design elevation that considers storm surge and sea level rise scenarios,; environmental permitting effort; identification, development, and preparation of federal, state, local, and private grant applications to fund work, and then implement work funded under those grants, including grants originating with, but not limited to, the Federal Emergency Management Agency (FEMA), Maine Emergency Management Agency (MEMA), Federal Highway Administration (FHWA), and the Maine Department of Transportation (Maine DOT).

Interested firms may submit qualifications by email to Town Administrator, Viktoria Wood townadmin@townofchebeagueisland.org in PDF format labeled as:

Qualification Statement for Professional Engineering and Consulting Services; Stone Wharf Improvement Project

Responses to this RFQ are due December 9th, 2022.

The Town of Chebeague Island reserves the right to reject any or all submissions and to accept any submission that it may deem to be in the best interest of the Town. The Town of Chebeague Island also reserves the option to continue with subsequent engineering and construction phases with the selected consultant.

The Stone Wharf Improvement Project, through completion, requires various multi-disciplinary engineering and scientific services. These services could include but may not be limited to, coastal hydraulic modeling evaluation and analysis, preliminary design, civil, marine, structural, and geotechnical engineering, state, and federal environmental permitting, preparation of cost estimates, preparation of final design, construction administration and inspection and identifying, applying for, and managing federal and state grant and loan opportunities.

Parties submitting responses to this RFQ shall demonstrate expertise, qualifications, and experience with these required services. Experience with construction oversight of marine infrastructure will also be taken into consideration.

The successful firm or project team will be required to complete a site-specific coastal modeling analysis that can be used to support the selection of a design elevation of the Stone Wharf improvements taking into consideration storm surge and sea level rise considerations. Following completion of the modeling study, the project team will work with the Board of Selectmen (BOS) to communicate the study findings to the community and facilitate a public discussion aimed at selecting a final design elevation for the Stone Wharf Improvement project.  This phase of the project will be completed prior to moving forward with Preliminary Design efforts.  Following completion of the modeling task and dependent on the available funds, the project team may undertake Preliminary Design tasks. 

Project Scope

The Town of Chebeague Island completed a Stone Wharf Master Plan in 2018 and a  Stone Wharf Assessment Study in 2022. The Town has determined that the Stone Wharf needs maintenance repairs, and ADA accessibility upgrades, but is structurally stable in its current configuration and elevation. The Stone Wharf Assessment Study recommended that a coastal modeling study be completed to determine the appropriate design elevation of the Stone Wharf taking into consideration the current and proposed FEMA Base Flood Elevation (BFE) and projections of Sea Level Rise (SLR).  The Town of Chebeague applied for and received a Maine Coastal Program Shore and Harbor Grant to fund this study and to initiate Preliminary Design efforts. 

 

The project team will be required to complete a site-specific coastal modeling analysis to inform the selection of a design elevation for the Stone Wharf Improvement Project. Following completion of the modeling study the findings will be presented to the community and the BOS and the project team will solicit community input the Town's decision for elevation of the Stone Wharf based on the anticipated long-term use and cost. Following completion of the coastal modeling phase and determination of a design elevation, the project will be to move forward into a Preliminary Design phase. 

Term of Agreement

The selected entity will be expected to enter into a written agreement for services with The Town of Chebeague Island for work to commence in 2022 or early 2023.

Phase 1 Coastal Modeling Study:

Phase 1 will consist of a coastal modeling analysis to validate or revise the preliminary Base Flood Elevation by FEMA at the Stone Wharf and support local, state, and federal permitting applications. The study will consider both the elevation to which to design the Stone Wharf considering the 1% annual chance flood elevation (100-year flood) and sea level rise (SLR). The analysis will investigate Effective and Preliminary base flood elevations as reported by FEMA and consider updated topographic, storm surge, and SLR data available from FEMA, the Maine Geological Survey, NOAA, Maine Climate Council, and the Maine Department of Environmental Protection. Tasks included in Phase 1 may include

  1. Review the proposed FEMA Base Flood Elevation (BFE).
  2. Assuming revisions are warranted, complete a coastal modeling study to determine an alternative BFE;
  3. If warranted, prepare a Letter of Map Revision to FEMA which supports a revised BFE, and
  4. Utilize the hydraulic model to the assess various sea level rise scenarios in conjunction with the revised storm surge modeling.
  5. Prepare a final written report and present the findings to the community.
  6. Utilizing input from the BOS and the community determine the design elevation for the Stone Wharf Adaptation project.

Phase 2  Preliminary and Final Design 

     Initiate a Preliminary Design for the Stone Wharf Adaptation Project.  The scope of work will be dependent on the available funds, but may consist of:

  • Begin preliminary design for Pre-Application process with Maine DEP and USACE
  • Begin preliminary process for grant procurement
  • Complete a preliminary design and update opinions of cost

Depending on the outcome of these steps, including grant funding, the project may procced through formal project permitting, federal grant procurement process,  final project design preparation of bid documents and solicitation of bids based on updated costs estimates and grant funds secured. Services requested may include identification, development, and preparation of federal, state, local, and private grant applications to fund work, and implementation of work funded under those grants, including grants originating with, but not limited to, the Federal Emergency Management Agency (FEMA), Maine Emergency Management Agency (MEMA), Federal Highway Administration (FHWA), and the Maine Department of Transportation (Maine DOT).

SELECTION PROCESS

The Town intends to follow the Qualifications Based Selection (QBS) process for selection of a consultant to provide engineering services for the Stone Wharf Improvement  project. The selected firm shall be the Town's prime consultant and will be responsible for conducting all work required to complete  the project. The  firm shall provide all data, reports, correspondence, analyses, plans and related documents generated because of all work to the Town. The chosen consultant may not assign any portion of the work to a third­ party firm or contractor without prior written authorization from the Town and  the  primary  funding agency

QUALIFICATION SUBMITTALS

Qualification packages must include one (1) digital copy in PDF format.  Qualification submittals shall include the following elements.  It is recommended that submittals follow the guidelines for suggested length and format, but it is not strictly required.  

Suggested format for Qualification submittals:

  • Front and back covers (2 pages)
  • Letter of interest (2 pages.)
    • Must include a brief understanding of the Town's current and future needs for the Stone Wharf Improvement Project and the firm's ability to meet such needs in a timely manner.
  • Table of Contents (1 page)
  • Company Overview (2 pages)
    • Overview of firm qualifications for this project
  • Company Qualifications (5 pages)
    • Must include an organization chart of project team members and their respective roles. Any subcontracted services should be identified.
    • Qualifications must include a list of the individual team members and their respective credentials
  • Relevant Company Experience (10 pages)
    • Case Studies of at least three (3) similar projects which are applicable to the Town of Chebeague Island's Stone Wharf Improvement project. Provide contact information for previous clients listed under the case studies and projects completed in the last five years. Descriptions should include:
      • Services provided
      • Start and completion dates
      • Project cost
      • Client contact and permission to contact
  • Resumes of the key project staff (2 pages max. per team member)
  • Schedule of Labor Rates and  Ancillary Fees

EVALUTION CRITERIA

The Qualification package review and scored are based on the following:

  • Completeness of submission
  • Relevant, recent experience including experience with marine infrastructure projects
  • Coastal modeling experience
  • Team qualifications and expertise including breath and depth of services offered
  • Experience with relevant funding and permitting agencies
  • Project summaries and references of previous clients
  • Experience working with island communities or island-based projects or small communities

SELECTION PROCESS

Following review of proposals by the Town Administrator and Board of Selectmen the consultant team may be contacted for further information, an on-site interview, or selected outright to perform consulting services under contract.





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