Notice For Consultant Services
(Request for Qualifications)
Notice is hereby given by the West Virginia Division of Highways (WVDOH), Planning Division, that the consulting services will be utilized for non-traditional transportation projects including federal aid funded projects for the Transportation Alternatives and Recreational Trails programs as well as similarly state funded projects. These services may include surveying, preliminary engineering, relevant environmental documents and analyses, final design, construction engineering/management, and/or inspection services. The project types may include on- and off-road pedestrian and bicycle facilities, infrastructure projects for improving non-driver access to public transportation and enhanced mobility, community improvement activities, and environmental mitigation as well as motorized and non-motorized recreational trails projects. Projects will be located throughout the State. This work shall be performed under a Statewide (On-Call) Agreement.
Method of payment will be lump sum per assignment or cost-plus fixed fee.
Multiple firms will be selected for this work.
Firms interested in being considered for providing these services must submit a “Letter of Qualification” (LOQ) and unpriced prospectus to Mr. C. Elwood Penn, P.E. Director, Planning Division, Division of Highways, 1900 Kanawha Boulevard, East, Building 6, Room 220, Charleston, West Virginia 25305 or preferably by email to dohplanningservices@wv.gov prior to 4:00 p.m. on March 1, 2024.
Firms submitting LOQ’s shall provide proof of the following for themselves and any potential subconsultants. Replacement or addition of any subconsultant after the receipt of the initial Letter of Intent (LOI) prospectus requires proof of “availability” for the director’s approval. Firms failing to provide proper documentation as listed below or failure to meet timelines will be deemed nonresponsive and will result in disqualification. In the case of a response to advertisement for services, the firm’s LOQ will not be forwarded to the shortlist committee. In the case of prequalification or statewide selection, another firm will be offered the tasks.
• Proof of registration with the WV Secretary of State’s office (Certificate of Authorization AND a print off of the Business Organization Detail sheet from the Business and Licensing Section of the WV Secretary of State’s office Online Data Services)
• Certificate of Authorization from applicable State Professional Board(s) (Engineering and/or Surveying)
• Indirect Cost Desk Review Memo issued from West Virginia Department of Transportation (WVDOT) Auditing Division showing the most current approved overhead rate (valid as of LOQ submission date)
As a minimum, the prospectus shall include the following evaluation factors:
1. Professional qualifications necessary for consideration and satisfactory performance of the required work and as a minimum shall have a professional engineer 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, Division 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 Division, preferably located in-state. Professional qualifications for additional staff to be assigned to the project should also be included.
2. Specialized experience and technical competence in the type of work required including engineering, surveying, environmental documentation, and analysis, right of way and utilities, and construction administration and inspection. As a minimum, the prospectus shall provide a list and description of example projects that demonstrates the firm’s experience on transportation alternative and/or recreational trail projects.
3. Capacity consideration shall be made on the firm’s ability to accomplish the work within the Division's required schedule.
4. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules.
5. Location of office or office(s) in which the work, or part of the work will be performed.
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 (CCQQ) dated January 1, 2024, or later, if not already on file. It must specifically indicate the staff levels by classification located in-state vs. out-of-state.
2. Type of work anticipated to be subcontracted or performed by sub consultant(s).
3. 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.
4. A completed “Consultant Short List Selection Criteria Technical Evaluation” form limited to a single page of data. Cross-referencing on this form to other parts of the prospectus is not acceptable.
5. 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 selection process unless a project specific weighting of the evaluation factors is shown in the Notice for Consultant Services.
Prior to entering into any contract negotiations, the selected firm and any subconsultants shall submit a current audited overhead rate computation performed by a State or Federal government agency or independent Certified Public Accountant (CPA) firm. 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 (GAS) 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 Federal Acquisition Regulation (FAR) cost principals, or a verification indicating this certification was previously submitted and accepted by the cognizant agency. The requirement will be waived for the selected firm 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 Division of Highways, Planning Division, 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.