Notice of Consulting Services
Notice is hereby given by the West Virginia Department of Transportation, Division of Highways (DOH) is soliciting qualifications for the purpose of making available a list of pre-qualified Consultants to be utilized to provide aerial photography/mapping services for the performance of aerial photography (oblique, vertical ortho, mapping), mobile, remote and unmanned sensing, target and project control installation and triangulation, as well as varying scaled maps and three-dimensional models. It will also consist of digital compilation of maps through stereo photogrammetric methods, and the delivery of mapping data files in both Auto CAD and Microstation formats on CDs. Work shall be at various locations throughout the State for highway, bridge or miscellaneous projects. Successful Consultants must be capable of performing 51% of the work as the prime Consultant. This list of prequalified Consultants will be made available on the WVDOH website. The tenure of this list will be one (1) year, beginning November 1, 2020 through October 31, 2021.
Once approved, that Consultant’s name shall be placed on the list of Consultants prequalified to participate in this program. Those Consultants selected and placed on a master list MUST resubmit their CCQQ each year on or shortly after the first day of January to remain on the list, or at any time any of the required information changes.
Pre-qualifications of Consultant(s) shall be based on an evaluation of the criteria requested which shall include but is not limited to: aerial photography/mapping experience; technical competence; capability to perform; technology and equipment as well as past performance.
The area of mapping required for potential DOH projects will include, but are not limited to, the following items: comprehensive aerial photography, airborne LiDAR, remote sensing, unmanned aerial vehicle operation and collection, if necessary; surveys, Right-of-Way acquisition; hydraulic analysis for both bridge and roadway.
All submittals shall meet the WVDOH CAD Standards as well as DD810 From the Division Design Directives. These documents are available at the DOH website https://transportation.wv.gov/highways/engineering/Pages/Design-Directives.aspx.
Consultants interested in being considered for pre-qualification must submit a “Letter of Qualification” and one unpriced prospectus to DOH.firstname.lastname@example.org beginning October 27, 2020 through August 31, 2021.
As a minimum, the prospectus shall include the following evaluation information factors:
1. Professional qualifications necessary for consideration and satisfactory performance of the required work and as a minimum shall have a professional surveyor licensed by the State of West Virginia. That person shall be located within the office where the work is to be performed, and shall demonstrate sufficient past experience performed for the State of West Virginia, Department of Highways related to design and plan development to be provided. This individual shall be the person-in-charge overseeing the work and must be readily accessible to the Department, preferably located in-state.
2. Consideration shall be given to specialized experience and technical competence. Specialized experience shall focus on the qualifications of the staff working on the project with emphasis placed on individual specialized expertise required for the project. As a minimum, the Consultant shall provide a Résumé of those individuals who will be committed to the needs of the project.
3. Capacity consideration shall be made on the Consultant’s ability to accomplish the work within the Department’s required schedule time frame; personnel dedicated to perform such work.
4. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. In addition, the information provided for past work performed should include:
- Information sufficient to show the minimum qualifications stated in items above.
- A list of all project experience in the past five (5) years.
- The name of owner for whom the work was performed.
- A brief description of each project size and type, including any unusual features.
In addition to the above evaluation factors, the prospectus shall include, as a minimum, the following items:
1. A completed copy of the Division’s Consultant Confidential Qualification Questionnaire dated January 1, 2020 or later, if not already on file. It must specifically indicate the staff levels by classification located in-state vs. out-of-state.
2. Location of office or office(s) in which the work, or part of the work, will be performed.
3. Identification of subconsultants by name as to the type of work anticipated to be subcontracted or performed.
4. Identification of software (including design software) that may potentially be utilized for this project.
5. Indication of whether a cost accounting system has been maintained and is in effect such that it is capable of segregating and identifying accumulating costs for each job that is performed under cost type projects.
6. Completed copy of the Division’s “Consultant Short List Selection Criteria Technical Evaluation” form limited to a single page of data. One loose leaf copy of form is to accompany the bound unpriced prospectus. Cross referencing on this form to other parts of the prospectus is not acceptable.
7. A copy of a valid “Certificate of Authorization” to offer Engineering, Surveying, or other related services within the state, issued by the appropriate West Virginia Board.
A single “Letter of Qualification” and one unpriced prospectus are required and must contain all of the above information required to be considered. Failure to provide the required information and/or insufficient information will cause disqualification and the prospectus will be returned. All evaluation factors as noted herein before will be given equal consideration in the acceptance process, unless a project specific weighting of the evaluation factors is shown in the Notice for Consulting Services.
Prior to entering into any contract negotiations, the selected Consultant and any subconsultants shall submit a current audited overhead rate computation performed by a State or Federal government agency or independent CPA Consultant. The submitted overhead audit shall contain a detailed exhibit of the computations with all applicable eliminations and references. The audit shall be done in accordance with Government Auditing Standards issued by the Comptroller General of the United States and all eliminations required by the Federal Acquisition Regulations will be made. The submitted certified audited overhead (Indirect Cost Rate) report shall include the certification, certifying that the allowability of costs used to establish the final indirect cost rate are in accordance with the FAR cost principles, or a verification indicating this certification was previously submitted and accepted by the cognizant agency. This requirement will be waived for the selected Consultant or any subconsultant when its portion of the fee for the project is less than Five Hundred Thousand Dollars ($500,000.00). In such instances, a company computed overhead rate may be utilized.
It is the policy of the West Virginia Department of Transportation, Division of Highways, that Disadvantaged and Women-owned Business Enterprises shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds.